MS WORD 2019

Microsoft Word is a word processing program that is offered within the Microsoft Office suite of programs. This class covers the components of the Word program; creating and opening documents; moving, editing, and formatting text; and saving and printing documents.

Starting Word in Windows

1. Click on the Windows button in the taskbar in the lower left corner of the screen
2. Choose Microsoft Word

When you first open word it goes to the Word 2019 Start screen. From this screen, you can open a blank document, choose a template or open a recent document. For this class click on the blank document to get started.

Components of the Word Program

The Ribbon

Microsoft Office 2019, 2013, 2010, and 2007 make use of the Ribbon system. The Ribbon is the large graphic user interface (GUI) that appears at the top of the Word screen. The ribbon is divided into Tabs, Groups, and Commands.

Each tab opens with various groups of commands. Microsoft attempts to make the placement of the commands within both tabs and groups as intuitive as possible to make them easy to find. The Word 2019 Ribbon allows users to quickly access all of the program’s features and commands with a minimal number of mouse clicks.

The main tabs are in Word are File, Home, Insert, Design, Page Layout, References, Mailings, Review, View, and Help. To change to a different tab, click on its name.

Ribbon Groups further organize tools and commands. For example, tools for changing font formats are arranged together in the Font group on the Home ribbon. Within each group are related command buttons. Click buttons to issue commands or open dialog boxes.

Launcher (or Dialog Expander) buttons are displayed in the bottom right corner of some groups. Clicking the launcher button opens a series of options either in a Task Pane (such as the Clipboard) or a Dialog Box (such as the Font group). To see what a command does, hover the mouse pointer over the command. A textbox appears containing the command name, its keyboard shortcut, and its description.

Opening a Clipboard Task Pane

Click the Home tab and then the dialog expander arrow in the lower right corner of the Clipboard group; the Clipboard pane opens on the left. Click the X in the upper right corner of the pane to close it.

Minimizing the Ribbon

When the Ribbon is visible, it can be minimized so that only the tab names show by clicking the upward-pointing Minimize Ribbon arrow in the lower right corner of the ribbon.

Expanding the Ribbon

If the ribbon is minimized, it can still be accessed by clicking on various tabs. To open the ribbon back up to maximize click the push pin to pin the ribbon in place.

NOTE: The keyboard shortcut Ctrl+F1 can be used to minimize or expand the ribbon.

File Tab

The File tab has replaced the Office button in Word 2007 and the File menu in earlier versions of Word. Found in the upper left corner of the Word 2019 window, the blue File tab opens the Word Backstage view.

Backstage View

The Backstage View in Microsoft Word 2019 is basically the same as Office 2013.

To close the Backstage view and return to the normal worksheet view, do one of the following:

Click Back Button

• Press the Escape key on the keyboard

Quick Access Toolbar

The Quick Access Toolbar, located at the very top left of the Word window, is used to store shortcuts to frequently used commands or features. By default,

Save, Undo, and Redo are available. The toolbar can be customized to include

additional commands. Shortcuts to Word commands that are not available on the ribbon can also be added to the Quick Access Toolbar.

The title bar displays the name of the current document. The Ribbon Display Options, Minimize, Maximize, and Close buttons on the right shrink, enlarge, or close the program and document.

The status bar contains the page number, word count, view commands, and Zoom slider.

Use Tell Me What You Want to Do

You’ll notice a text box on the ribbon in Office 2019 apps that say “Tell me what you want to do.” This is a text field where you can enter words and phrases about what you want to do next and quickly get to features you want to use or actions you want to perform. You can also use Tell Me to find help about what you’re looking for

or to use Smart Lookup to research or define the term you entered.

To use the What you want to do click on it and start typing any commands or whatever you want to search and find out. As an example, I want to search “Insert Comment”.

Creating a New Document

To create a document in Word 2019, click the File Tab à New to open the New Document page which looks similar to the start screen. In this window are options for creating a blank document or choosing from a number of templates. Choose an option and click on it.

Open an Existing Document

To open a document that is already saved on the computer, go to the File tab à Open à then choose

This PC or Browse. The Open option also gives you Recent Documents and Recent Folders

Once you click on Browse the Open Dialog Box appears. Click on Documents to open the Documents folder, then double-click on the document silk history to open it.

Getting Around in Word

There are several options available for keeping track of changes in Word as documents are created and edited. As the mouse moves around, the cursor is typically an arrow. Sometimes it changes to an I- beam, indicating that the location the pointer is in is meant for text. The I-beam turns back into an arrow again when moved outside of an area meant for text.

The blinking cursor represents your current location. To type in a different area:

• Point and click with the mouse
• Use the arrow keys on the lower right part of the keyboard
• Hit enter several times to move the cursor down the page

Once familiar with Word, you may find that keyboard shortcuts to perform certain tasks are preferable. For instance, a file can be opened by:

• Clicking the File tab and selecting Open
• Clicking the Open icon in the Quick Access Toolbar
• Holding down the Ctrl key and pushing the letter O key on the keyboard

Word Wrap

MS Word uses word wrap when you type. Word wrapping is when a line of text automatically “wraps” to the next line when it gets to the end of a page or text field. Most word processing programs use word wrap to keep the text within the margins of the page. With the word wrap feature, the user does not have to press “Enter” or “Return” to get to the next line. Most programs that incorporate word wrap take the first word that does not fit on a line of text and move it to the beginning of the next line. While it is uncommon, sometimes a word, or string of characters, will take up more than one line. In this case, the word wrap feature will simply continue the string of characters onto the next line.

Working with Text

Adding Text

When a blank document is opened, the insertion point (blinking cursor) appears. As you type, the insertion point moves to the right and the typed characters appear to the left. As the end of a line of text is reached, the text automatically wraps to the next line; this feature is called word wrap. When Enter is pressed on the keyboard, the cursor jumps to the next line.

Editing Text

To insert new text into a Word document, position the mouse pointer (it should be an I-beam) at the point where the text is to be inserted and click. Once the cursor is in place, begin typing.

To delete text, select the text by clicking the mouse and dragging until it is highlighted and press the

Delete or Backspace key on the keyboard.

• The Delete key can also be used to delete the text one character at a time. Each time it is pressed, the character or space directly to the right of the blinking cursor is deleted.

• The Backspace key works much in the same way, only it deletes the character directly to the left

of the blinking cursor.

Selecting Text

Selecting is also called highlighting because the program highlights the text to show what’s being chosen. Selecting text allows changes to be made to it. Once selected, text can be changed in a variety of ways. You must Select It to Effect It.

As mentioned previously, text can be selected with the keyboard or the mouse.

To select text using the arrow keys on the keyboard:

1. Position the blinking cursor next to the text to be selected
2. Hold down the Shift key
3. Use the arrow keys to select the text before or after the cursor

To select with the mouse:

1. Position the I-beam at the beginning of the text
2. Click and hold the mouse button down
3. Drag the mouse over the text until the text is highlighted
4. Release the mouse button

Select the first portion of the text using one of the methods above

1. Select the first portion of the text using one of the methods above
2. Hold down the Ctrl key on the keyboard while selecting the next portion of the text

To select one full line of text:

1. Move the cursor into the left margin until the I-beam changes to an arrow
2. Position the arrow in front of the line to be selected and click once

To select an entire paragraph:

1. Move the cursor into the left margin until the I-beam changes to an arrow
2. Position the arrow at the top line of the paragraph to be selected
3. Double-click in the left margin

To select all of the text in the document, choose one of the options below:

• Go to the Home tab à Editing group à Select à Select All
• Move the cursor into the left margin; when the I-beam changes to an arrow, triple-click the mouse
• Use the keyboard shortcut Ctrl + A

Moving and Copying Text

There are several ways to move and copy text in a Word document.

Drag and Drop

1. Select the text to be moved
2. Click on the selected text and hold down the mouse button
3. Drag the text to the new location
4. Release the mouse button

Word indicates that it is moving text with a small rectangle that represents the selected text below the arrow.

Cut, Copy, and Paste

To move or copy a large amount of text or to copy text from one document or one program to another, cut and paste (or copy and paste) is the best method.

Cutting and pasting or copying and pasting always consists of two separate steps.

• Cutting and pasting (i.e. moving text) removes the text from its original location and puts it in a new location specified by you
• Copying and pasting leaves the original text in its location and puts an exact copy of it in a new location specified by you

Most people refer to either of these tasks as “copying and pasting.”

Cutting, copying, and pasting can be performed using Ribbon commands or keystroke combinations.

Using the Ribbon commands in the Clipboard group on the Home tab to cut and paste text:

1. Select the text to be moved
2. Click on the Cut icon (scissors)
3. The selected text disappears from its former position and is stored in a virtual location called the clipboard; once the text is stored to the clipboard, it can be placed in a new location in the same document or in a different document by using the paste command
4. To paste the text that has been cut, click the Paste command

The text can be copied instead of cut by using the Copy command during Step 2, which looks like two pieces of paper stacked on top of one another.Keystroke combinations on the keyboard can also be used to cut, copy, and paste:

• Ctrl + X = cut
• Ctrl + C = copy
• Ctrl + V = paste

Undo Button

On the Quick Access toolbar, which appears just above the ribbon tabs, is an icon with a blue arrow pointing to the left is the Undo button.

If you do something in your document that you want to undo, go to the Quick Access toolbar and click on the Undo button; the program reverses the most recent command. Keep clicking the Undo button, and Word reverses your actions step by step.

The keyboard shortcut for undo is Ctrl + Z.

Formatting a Document

The appearance of text can be changed in various ways. It is possible to change existing text or set up options that will be used for future text that you type. With after-the-fact editing, which is typically easier, the first step is selecting the text.

Changing Fonts

A computer font is a specific, preset type style. Most word processing programs contain many fonts. Changing the font can radically alter the appearance of a document. While fonts can be fun to play with, too many fonts in one document make a document look cluttered and hard to read. Some fonts, by their nature, are better for simple, short documents.

To change the font:

1. Select the text to be changed
2. Go to the Home tab à Font group à Font down arrow and select a new font from the list

The names are written in their font style. Word also previews the font in the document as the mouse is moved over the font names.

Times New Roman is the common default for many word processors. The default font for Word 2019 is Calibri, and this document is done in Arial. Beware of script fonts like Kunstler Script when creating documents like resumes. Elegant fonts that are perfect for wedding invitations are disastrous for resumes or formal business letters.

Certain fonts may not display properly if a document is sent to someone else or the file is opened on a different computer, because not all computers have all fonts installed on them. If that happens, the original font is automatically replaced with another font.

The font color can be changed as well through the Home tab à Font Group à Font Color command. Fonts that appear in colors other than black on the monitor print out black or gray on a standard black & white printer

Text Size

One of the simplest ways to change the appearance of text is to vary its size. On the Home tab is the Font group. The second box from the left contains a number that refers to the point size of the text. The actual size of the text also depends on the Font being used.

12-point text is the most commonly used size for documents. 10-point text is slightly smaller; 14 point is slightly larger. 11 point is the default for Word 2019.

This is 10-point Arial text.

This is 14-point Arial text.

This is 20-point Arial text.

To change the text size, select the existing text to be changed and click the downward pointing arrow beside the font size box and choose a number. Word provides a preview of what the new size looks like before it is chosen.

Text Style

Another way to alter the look of text is by using the bold, italic, or underline features. First, select the text to be changed.

• To bold text, click the B button under the font name in the Font group (Ctrl + B).

• To italicize text, click on the I button to the right of the B button (Ctrl + I).

• To underline text, click on the U button to the right of the I button (Ctrl + U).

These styles can be applied alone or in combination. They can even be used all at once.

As long as one of these buttons is toggled on, any new text that is typed applies that feature. To turn the feature off, click the button again.

NOTE: When text is selected, the Font Box appears as a “ghostly” image that becomes solid as the cursor is moved over the box. The font box saves you from having to move the mouse up to the Ribbon in order to makes basic changes to the text.

Any of these formatting changes can also be made by clicking on the Font dialog expander in the Font group, which opens the Font dialog box.

The options in this dialog box enable changes to be made that are available on the tool bars in addition to even more options.

Text Alignment

Text can be shifted to the left, right, center, or justified. All of these options can be controlled with the Alignment buttons in the Home tab à Paragraph group.

• To left align text, select the text to be aligned and click on the first alignment button. The text should line up with the left edge of the page. Left alignment is the default, so text is already aligned left when starting a new document.

• To center align text, select it and click the second button. The text should now be centered on the page.

• To right align text, select the text and click the third button. The text should now line up with the right edge of the page.

• To justify text, select it and click on the final alignment button. Justifying text spaces it so that it perfectly meets both margins of a page by stretching the text out across the page. Newspapers use justified text to fit article into columns.

NOTE: Justified text can sometimes look odd because one line may have far fewer or far more words on it than the previous or following line.In most cases, left alignment should be used.

Spell Check

As you type, Word underlines words it thinks you’ve misspelled with a jagged red line. A jagged green line is placed under phrases that it thinks may be grammatically incorrect.

Keep in mind that Word’s dictionary is limited; it doesn’t contain proper nouns or foreign terms and does not recognize most medical and legal terminology. Spell check also does not distinguish between the use of some frequently misused words such as to, too, and two, and there, their and they’re. This is a properly spelled sentence according to spell check:

Their our times when yew two can bee caught with mistakes like these.

A document can be spell-checked at any point. Spell check searches the document and finds perceived misspellings or grammatical errors. Go to the Review tab à Proofing group

à Spelling & Grammar command to run spell check.

A task pane is displayed to the right; the top portion contains the word or phrase in question. The bottom contains suggestions for replacing or fixing the error. In some cases, Word does not make any suggestions.

To keep the word as it is, click the Ignor Once button. If there are several occurrences of the same word (such as a person’s last name), click on Ignore All and it will ignore all future occurrences within the document.

If a suggested word from the list is correct, click on that word and Word changes the word in the document. If there are several occurrences of the

word, click on drop down arrow next to the word and then click on Change All and the program automatically changes each of the misspellings within the rest of the document.

If the correct word does not appear in the suggestion list of dialog box, change the misspelled word manually by clicking back in the document and editing the word as usual.

Word 2019 also allows you to have the computer Read Aloud, Spell Out and Add to Auto Correct.

Saving

Save early and save often. People often ask how long they should wait before saving—it depends on how upset you’d be to see the work you’ve done since the last save disappear! Saving is fast and easy and prevents a lot of headaches.

To save a document, use one of the following options:

• Click on the File tab and choose Save

• Click on the Save icon on the Quick Access toolbar (it looks like a floppy disk).
• Use the keyboard shortcut Ctrl + S

• Save As

Use the Save As option to save:

• A second version of a saved document (with a different filename)

• A document to a different location

• A document as an older version of MS Word (to share with someone who has on older version of Word)

If you’re saving the file for the first time, the Save As pane will appear in Backstage view. You’ll then need to choose where to save the file and give it a file name. To save the document to your computer, select Computer, and then click Browse.

1. Once you click on Browse and choose the location to store your file The Save As dialog box will appear. Select the location where you wish to save the document.
2. Enter a file name for the document, then click Save.
3. Choose the file type by selecting from the drop- down box next to Save as type. The default is Word Document (*.docx), but to share the file with someone who does not have Word 2019, 2013, 2010, or 2007 choose Word 97-2003 Document (*.doc) instead.
4. Click Save.

Where to Save Files

Try to consistently save documents to one place so that they are easy to locate. Most versions of Windows have a default folder called Documents into which Word automatically directs documents

unless a different place is specified. The best way to organize documents is by creating subfolders

within the Documents folder. Learn more about folders and subfolders in the Windows Basics class.

Printing

Before printing, always look at the document with Print Preview. New to Word 2010 is an automatic Print Preview on the right side of the page when going to the File tab à Print.

Choose from various options before printing the document, including:

• The number of copies to print
• The printer (if more than one is available)
• Which pages to print

To print specific pages:

• Click on Print All Pages and choose from the drop-down menu
• A specific page or range of pages can be printed by entering it/them in the text box beside Pages (e.g. 5, 1-3, or 3-8)

This class revisits and expands upon concepts introduced in Word 2019 Part 1 and assumes students are familiar with the concepts introduced in the first class. Topics covered in Part 2 include cursor movement; cut, copy, and paste; changing margins and line spacing; creating bulleted and numbered lists; inserting page numbers, symbols, and footnotes; and password protecting a document.

Getting Started

1. Open Microsoft Office Word 2019
2. Open the document silk_history located in the My Documents folder

a. If it appears, click on the yellow Enable Editing button at the top of the screen

Cursor Movement

Keystroke combinations can be used to move the cursor around in the document. A keystroke combination is holding down one key on the keyboard while pushing a second key, then letting both keys up again. Most often, the Ctrl, Shift, and Alt keys are used in keystroke combinations, which are found on the lower portion of the keyboard near the space bar. If keystroke combinations sound foreign, remember that we all use them: holding down the Shift key down and hitting a letter capitalizes it. The same principal applies to all keystroke combinations.

Keystroke Movements/Combinations

Keystroke	Effect
Left / Right Arrows	Moves the cursor one character to the left or right
Ctrl + Left / Right Arrow	Moves the cursor left or right one word
Up / Down Arrows	Moves the cursor up or down one line
Ctrl + Up / Down Arrow	Moves the cursor up or down one paragraph
Home	Moves the cursor to the beginning of the line
Ctrl + Home	Moves the cursor to the beginning of the document
End	Moves the cursor to the end of the line
Ctrl + End	Moves the cursor to the end of the document
Page Up	Moves the cursor up one screen
Ctrl + Page Up	Moves the cursor to the top of the previous page
Page Down	Moves the cursor down one screen
Ctrl + Page Down	Moves the cursor to the top of the next page
Ctrl + Backspace	Deletes one word to the left of the cursor
Ctrl + Delete	Deletes one word to the right of the cursor

Find and Replace

To search for a particular word or phrase in a document, use the Find command. Go to the Home tab à Editing group à Find and type the word or phrase into the Navigation Pane search box. Click the downward pointing arrow to find the next occurrence of that word or phrase in the document.

To find specific text and replace it with other text, go to the Home tab à Editing group à Replace, which displays the Find and Replace dialog box.

Type the word or phrase to be replaced in the Find what bar, and type the new text in the Replace with bar. The word or phrase can be replaced individually by clicking on Replace, or all instances of the word can be replaced simultaneously by clicking on Replace All.

• The keyboard shortcut for the Find command is Ctrl+F
• The keyboard shortcut for the Find and Replace command is Ctrl+H

Go To

Another way to move around within a document is with the Go To command. To access this command, go to the Home tab, then Editing Group, then Find Arrow, then Go To. The Find and Replace dialog box appears; Go To is the third tab.

• The keyboard shortcut for the Go To command is Ctrl+G

Choose to go to a specific page, section, line, comment, footnote, etc. To go to a particular page, type the page number into the box and click Go To or hit Enter on the keyboard.

Selecting Text

Text can be selected by:

• Clicking and dragging over a portion of text
• Using the arrow in the left margin
• Going to the Home tab -> Editing group -> Select command

There are several ways to select portions of text using the mouse.

Selecting Text with the Mouse

Mouse Action	Selection Effect
Double-click on one word	Selects the entire word
Ctrl + click on a sentence	Selects the entire sentence
Triple-click on a paragraph	Selects the entire paragraph
Double-click in the left margin	Selects the entire paragraph
Triple-click in the left margin (keyboard shortcut Ctrl+A)	Selects the entire document

To select noncontiguous text (text that is in different parts of the document), select the first word or portion of text, then hold down the Ctrl key and select the next portion of text.

Mini Toolbar

When text is selected in Word 2019, the mini toolbar appears right above the selection, providing several options for editing text without having return to the Ribbon.

Page View

The View buttons are on the bottom right part of the status bar. The view can also be changed through the View tab -> Document Views group. Only the three most used views are seen on the status bar

.

• The first icon is for Read Mode View, which displays the document two pages at a time so it can be scanned like a book
• The second icon is the Print Layout View, which allows the user to see the rulers at the top and left side as well as the margins. Print Layout is the default view.

• The third icon is the Web Layout View, which is used for creating a web page in Word.

• The fourth icon is the Outline View, which displays the document in outline format, including the location of tabs, hard line breaks, and headings.

• The last icon is the Draft View, which enlarges the text portion of the document to fill the monitor space. In older versions of Word, this was known as Normal View.

Cut, Copy, and Paste

The Part 1 class covers how to cut, copy, and paste text to different places in the same document. Cut, copy, and paste can also be used to move sections of text from one document to another.

To move or copy text between documents:

1. Select the text
2. Go to the Home tab -> Clipboard group -> Cut or Copy icon
3. Open another document or create a new document
4. Click on the new location for the text
5. Click the Paste icon in the Clipboard group.
6. When you select text from a different location other than word or from a document that has different formatting than your current document you have Paste options. By clicking on the drop down arrow under the Past Icon you can

a. Use Destination Theme

b. Keep Source Formatting

c. Merge Formatting

d. Picture

e. Keep Text Only

Using Shortcut Menus

Shortcut menus (also called context menus) are specialized menus that appear when right-clicking the mouse. Shortcut menus contain different commands depending on the program being used.

The shortcut menu can be used to cut, copy, and paste:

1. Select a portion of text
2. Place the cursor directly on top of the selection
3. Right-click the mouse; a shortcut menu appears
   • NOTE: The mini toolbar with text formatting options also appears
4. Choose Cut or Copy from the menu
5. Click on the new location for the text, either within the document or in another document
6. Right-click the mouse to display the shortcut menu again
7. Choose Paste to insert the text

Margins

To change the margins of a document (the white space surrounding the text on each page):

1. Go to the Page Layout tab -> Page Setup group -> Margins command, which provides a drop-down menu containing various standard margins
2. Choose a margin setting from the list

By default, all margins in Word 2019 are set at 1”.

To customize the margins, click on Custom Margins at the bottom of the list and use the up and down arrows to the right of the margin boxes to increase or decrease the margins, or highlight the numbers and enter a new number.

Line Spacing

Word 2019 has an unusual line spacing default of 1.08, and a 8-point space is left after any paragraph (when the Enter key is hit).

There are two ways to change the line spacing to Single.

Method 1:

1. Go to the Home tab -> Paragraph group
2. Click on the dialog box expander in the lower right corner of the group, which opens the Paragraph dialog box
3. In the Spacing section, change both the Before and After settings to 0 pt and the Line spacing setting to Single
4. Click OK

NOTE: If text has already been typed into the document, highlight it (Ctrl+A) before changing these settings in order to apply the formatting to the existing text.

Method 2:

1. Go to the Home tab -> Paragraph group -> Line Spacing command
2. Scroll down the list and select the desired spacing
   • If there is currently space between paragraphs, the list contains the options Remove Space Before Paragraph and Remove Space After Paragraph at the bottom. If there is no space between paragraphs, the list contains the opposite choices: Add Space before Paragraph and Add Space After Paragraph
3. If necessary, click to Remove the space before or after paragraphs

NOTE: If text has already been typed into the document, highlight it (Ctrl+A) before changing these settings in order to apply the formatting to the existing text.

Bullets and Numbering

Word offers several ways to make orderly lists and outlines. Typically, Word automatically begins formatting a list when 1. and then a space is typed.

Numbered List

Word has a feature called Automatic Numbering. When you type 1. and hit the space bar automatic numbering starts.

To control numbering options, go to the Home tab -> Paragraph group -> Numbering command.

Type one entry on the list and hit Enter to go to the next line.

Numbering options can be changed by clicking on the downward pointing arrow next to the Numbering icon, which displays the Numbering Library where several formats are available (click Define New Number Format to create a new format).

To create a list or outline with several levels, click on the Multilevel List command next to the Numbering command. Choose a different list style by clicking on the downward pointing arrow next to the icon to open the Multilevel List Library.

Even in a regular list, a second tier of numbering in the system can be created by hitting the Tab key, which creates a list like this: Bulleted List

Bullets are also used for lists, but they are small symbols instead of numbers. To start a bulleted list, click on the Bullets icon in the Paragraph group and begin typing the list.

To see other bullet options, including bullet styles, click on the downward pointing arrow next to the icon and choose from the Bullet Library.

To change a numbered or bulleted level, place the cursor on that level and click on the Decrease Indent or Increase Indent icon in the Paragraph group.

Headers and Footers

Items such as page numbers, a title, or a date can be placed in a document’s header or footer. Headers are located in the top margin and footers are located in the bottom margin. Items placed in the header or footer appear on every page of the document or every page within a designated section.

Word 2019 offers several more options for working with headers and footers. Just as with the Page Number icon, clicking on the Header or Footer icon displays a drop-down selection of previews. Click one of the style previews to apply it to the header/footer.

NOTE: Footnotes are not footers, and they appear at the bottom of the main document.

1. Go to Insert tab -> Header & Footer group -> Header command -> Edit Header OR double-click inside the top margin
2. With the cursor in the left margin of the footer, go to Header & Footer Tools contextual tab à Insert group à Date & Time command
3. Choose a format for the date and click OK
4. Press Tab to move the cursor to the center of the header
5. Type The History of Silk
6. Go to Header & Footer Tools contextual tab -> Close group -> Close Header and Footer command OR double-click in the main document

The date and title are now in the top margin on every page.

When working in either the header or the footer, Word supplies a contextual tab with more options.

Page Numbers

To insert page numbers, go to the Insert tab -> Header & Footer group -> Page Number command.

A drop-down menu appears with various number positioning options. Position the mouse over any of the choices to see a preview. Click on an option to choose it.

To return to the main part of the document, double- click on it.

To delete page numbers, double-click inside the header or footer and delete one of the page numbers—all of the page numbers are deleted.

Inserting Footnotes

For academic documents, footnotes or endnotes may be required.

To insert a footnote:

1. Click immediately after the word to be annotated
2. Go to the References tab -> Footnotes group
3. Click Insert Footnote or Insert Endnote
4. Scroll down to the bottom of the page and enter the annotation next to the number

To format footnotes/endnotes, click on the dialog expander in the Footnotes group to open the Footnote and Endnote dialog box, which contains formatting options such as how footnotes/endnotes are numbered and where they appear on the page.

Password Protecting a Document

You can protect a sensitive or confidential document by using a password to help prevent anyone from being able to change or even access it.

1. Click File>Info>Protect Document> Encrypt with Password.
2. In the Encrypt Document box, type a password, and then click OK.
3. In the Confirm Password box, type the password again, and then click OK.

You can always change or remove your password.

Important

• Passwords are case-sensitive. Make sure that the CAPS LOCK key is turned off when you enter a password for the first time.
• If you lose or forget a password, Word can’t recover your information so it might be a good idea to keep a copy of your password in a safe place or create a strong password that you’ll remember.

This class builds upon the skills acquired in the Word Part 1 and Part 2 courses and covers font formatting, highlighting, borders & shading, styles, page design options, and tracking edits made to a document.

Open the file silk_history.doc, located in the My Documents folder.

All About Fonts

Fonts can make or break a document depending on how they’re used. Word Part 1 addressed why some fonts are better suited to certain document types.

The rule of thumb with fonts is to restrict a document to no more than 3 fonts. Using more than 3 font styles makes a document look sloppy and fragmented rather than cohesive and visually appealing.

There are two basic types of fonts: serif and sans serif.

• A serif is a small decorative detail on the end of a line that makes up a letter. Serif fonts are more formal and are usually easier to read in print.
• Sans serif fonts have no decorative details; they are block lettering. Sans serif fonts look bigger and are easier to read on computer screens.

Font Effects

Font style, size, and color can be changed in the Font group on the Home tab. For more options, click on the dialog expander arrow in the lower right corner of the group to open the Font dialog box.

Practice Exercise: Font Formatting

1. At the beginning of the silk_history document, position the cursor in front of the S in Sericulture 2. Hit Enter on the keyboard 3. Press the up arrow key to move to the new blank line at the beginning of the document 4. Type The History of Silk 5. Select the title The History of Silk 6. Go to Home tab à Font group à dialog expander arrow 7. In the dialog box, make sure the Font tab is selected 8. Change the Font to Tahoma, Bold Italic, size 16, blue font color, and Small caps. 9. Click OK 10. Press Enter on the keyboard to place a space between the title and the body of the document

Highlighting

Highlighting allows the text to be accented without changing the color of the text itself.

To highlight text:

1. Select the text
2. Go to Home tab -> Font group -> Highlight command (it looks like a highlighting marker)
3. Choose a new highlighting color by clicking the downward pointing arrow to the right of the icon and choosing a new color from the color palette.
4. To stop highlighting, click on the Highlight command.

To remove highlighted text:

1. Select the highlighted text
2. Click the arrow next to the highlight color icon
3. Choose No Color.

Practice Exercise: Highlighting

1. Click on the file silk_history.doc 2. Highlight all of the dates in the second paragraph using any highlighter color

NOTE: Be cautious with colors, whether highlighting or changing the color of the text itself. Some colors are difficult to read on a computer screen. Lighter font colors, especially yellow and pale blues, can be very hard on a reader’s eyes. Too dark of a highlighting color may also make the text difficult to read.

Borders and Shading

Borders and shading can be used to emphasize text. Access both border and shading options through the Home tab -> Paragraph group.

Placing a Border around a Title or Paragraph

1. If necessary, click on the silk_history document
2. Position the blinking cursor inside the first paragraph
3. Go to the Home tab -> Paragraph group -> Borders command down arrow
4. Choose Outside Borders; the paragraph now has a border around it

Borders and Shading Dialog Box

A border can be placed around any highlighted selection:

1. Click and drag to select the text.
2. Go to the Home tab -> Paragraph group -> Borders command down arrow
3. Choose Borders and Shading… at the bottom of the menu.
4. Choose a border style, color, and width. Click OK to apply the border to the document.
5. Use the Shading tab to choose a shaded background for the text. Shading is applied to the entire paragraph in which the cursor is sitting.

Practice Exercise: Borders and Shading

1. Go to the end of the document and select the heading Silk Today along with the paragraph that follows it 2. Go to the Home tab -> Paragraph group -> Borders command down arrow -> Borders and Shading 3. Select the dotted line style and change the width to 1½ pt 4. Click the Shading tab at the top of the dialog box 5. Go to the Patterns section -> Style -> 20% 6. Click OK

To apply shading only to a selected area of text:

1. Select the text in the document.
2. Go to Home tab -> Paragraph group -> Shading command.
3. The default shading color is white. To select a different color, click on the down arrow next to the shading paint bucket and select a different color.

To add a horizontal line to a document:

1. Position the blinking cursor where the line should be inserted.
2. Go to the Home tab -> Paragraph group -> Borders command down arrow.
3. Select Horizontal Line.

Styles

A style is a predefined combination of font style, color, and size that can be applied to any text in your document. Styles can save you time when formatting a document. Using the Title style, a title can be formatted as 16 pt, Arial, and center-aligned in a single click.

When a new document is opened in Word, the default document is based on the Normal template. This means that Word uses a predetermined combination of font, size, color, line spacing, indentation, text alignment, and more.

To apply a text style:

1. Highlight the text to be changed.
2. Go to Home tab -> Styles group -> More arrow.
3. A list of all available styles appears.
4. Hover the mouse over the various styles to see how the text formatting changes

Practice Exercise: Applying a Style

1. Select the entire document using the keyboard shortcut Control + A. 2. Select the Intense Quote style. What changes? 3. Select the Normal style to return the text to its original formatting.

To create your own style:

1. Format a section of the text with the font, size, color, etc. you want to save as a style.
2. Click in the formatted section to select it.
3. Go to Home tab -> Styles group -> More arrow
4. Click Create a Style
5. In the dialog box, give the style a Name.
6. Click OK

Practice Exercise: Creating a Style

1. Select one of the headings with the Silk History document. 2. Change the font color to green. Change the font to Algerian. Change the size to 16. 3. Create a new style called Green Style. 4. Apply this style to at least one more heading.

Cover Page

Microsoft Word offers a gallery of convenient predesigned cover pages. Choose a cover page and replace the sample text with your own.

1. On the Insert tab, in the Pages group, click Cover Page.
2. Click a cover page layout from the gallery of options.

After you insert a cover page, you can replace the sample text with your own text by clicking to select an area of the cover page, such as the title, and typing your text.

Notes:

• If you insert another cover page in the document, the new cover page will replace the first cover page you inserted.
• To replace a cover page created in an earlier version of Word, you must delete the first cover page manually, and then add a cover page with a design from the Word gallery.
• To delete a cover page inserted with Word, click the Insert tab, click Cover pages in the Pages group, and then click Remove Current Cover Page.

Design Tab

The Design tab contains ways to change the look of your document. These options include themes, color and font schemes, and changes to the page background.

Themes

Every theme, including the Office theme, has its own theme elements :

• Theme colors: There are 10 theme colors, along with darker and lighter variations under the Font Color Menu
• Theme fonts: There are two theme fonts available at the top of the Font menu under Theme Fonts.

To change the theme:

1. Go to Design tab -> Document Formatting group -> Themes command.
2. Select the desired theme from the drop-down menu.
3. The selected theme is applied to the document.

The same themes are also available in PowerPoint and Publisher, allowing you to create a cohesive look for your documents, presentations, and publications.

To select a different color scheme within a theme:

1. Go to Design tab -> Document Formatting group -> Colors command.
2. Select a color scheme.
3. To create your own color scheme, select Customize colors… at the bottom of the menu.

To select a different font scheme within a theme:

1. Go to Design tab -> Document Formatting group -> Fonts command.
2. Select a font scheme.
3. To create your own color scheme, select Customize fonts… at the bottom of the menu.

Watermarks

Watermarks are text or pictures that appear behind document text. They often add interest or identify the document status, such as marking a document as a Draft.

To add a watermark to a document:

1. Go to Design tab -> Page Background group -> Watermarks.
2. Click on a watermark to apply it to the document.

To add a custom watermark:

1. Go to Design tab à Page Background Group à Watermark command
2. Select Custom Watermark at the bottom of the menu.
3. Select a Picture watermark or customize a Text watermark

Page Color

To add a splash of excitement to your document, change the background or color of the page with the Page Color button.

1. Go to Design tab -> Page Background group -> Page Color command.
2. Pick the color you want under Theme Colors or Standard Colors.

• To add a custom color, click More Colors and then select a color.
• To add a gradient, texture, pattern, or picture, click Fill Effects and select an option.

To remove the page color:

1. Go to Design tab -> Page Background group -> Page Color command
2. Select No Color.

Page Borders

To add a border around the entire page:

1. Go to Design tab -> Page Background group -> Page Borders command.
2. The Borders and Shading dialog box opens.

NOTE: This dialog box is also accessible from Home tab -> Paragraph group -> dialog expander arrow.

3. Select a setting, style, color, width, and/or art.

4. Click OK to apply the border.

Format Painter

There is an easy way to apply all of the text formatting in one place to the text in another place. It is similar to the copy-and-paste procedure, but instead of copying the text itself, the formatting of the text is being copied.

To use the Format Painter:

1. Select the formatted text
2. Go to the Home tab -> Clipboard group -> Format Pain (located below the Copy command)
3. Select the text to be reformatted
4. When the mouse button is released, the text formatting should change to match the original selection.

To use format painter on several sections of text in a row, double-click on the Format Painter icon. After reformatting, click the icon again to turn the format painter off.

Track Changes and Comments

Whether it’s for work, school, or just for fun, Word makes it easy to see the edits others make to your documents. Tracking changes replicates editing with a red pen. Text that is deleted does not disappear. Rather, it is crossed out. Added or corrected text is underlined.

Turning on Track Changes

To turn on Track Changes:

1. Go to Review tab -> Tracking group -> Track Changes command.
2. Track Changes is now turned on. The Track Changes icon will have a blue background when active.
   • Simple Markup does not show the changes made. A red line in the indicates areas where changes were made
   • All Markup shows all of the changes made to the document
   • No Markup shows only the edited text.
   • Original shows the original text.

Practice Exercise: Track Changes

1. Turn on Track Changes. 2. Make sure Simple Markup is selected. 3. Delete the words Sericulture, or and capitalize the word Silk at the beginning of Silk_History. 4. Click on the red line in the margin to view your edits.

Accepting Changes

Changes made using Track Changes are really suggestions. To make them permanent, the changes must beaccepted. Changes can also be rejected.

To accept or reject changes:

1. Select the change within the document.
2. Go to Review tab -> Changes group.
3. Select either the checkmark (accept) or X (reject) for each change.
4. Use the Previous and Next buttons to move to other changes.
5. To accept or reject all changes, click on the text Accept or Reject and select an option.

Adding Comments

Comments allow you to add feedback rather than editing the document.

To add a comment:

1. Select the text or place the blinking cursor where you would like the comment to appear.
2. Go to Review tab -> Comments group -> New Comment command.
3. Type your comment.

4. Press Escape on the keyboard or click anywhere outside the comment box to close the comment box.

To delete a comment:

1. Select the comment to be deleted.
2. Go to Review tab -> Comments group -> Delete command.

Although Word is not a graphics program, it offers several ways to jazz up plain old word processing documents with graphics such as WordArt, line drawings and shapes, clip art, and photos.

Getting Started

Open the file silk_history.docx located in the My Documents folder.

Inserting Online Pictures

Microsoft stopped supporting clip art beginning with the 2013 version of Word. In its place a new feature called online pictures is available. Online pictures provides access to ready-made pieces of computerized graphic art (such as illustrations, borders, and backgrounds) that can be inserted into documents.

To add an online image to a document:

1. In the document, click on the location where you would like the picture to be inserte
2. Go to the Insert tab -> Illustrations group -> Online Pictures command; the Insert Pictures window appears in the middle of the screen. When the Online Pictures Search Box opens Microsoft is trying to be helpful and gives you categories that you can search in like Airplane, Coffee, and Fireworks etc.
3. Click in the Bing Image Search box and type keyword(s) for the image (e.g. black cat clip art) and hit enter on the keyboard or click the search icon.
4. Scroll through the list of images, click on one and click the insert button at the bottom of the dialog box to insert it into the document

NOTE: Click Show all results in the yellow

warning box to see all search results.

Once the image is inserted, the Picture Tools contextual tab appears at the end of the Ribbon. If it is not visible, click on the picture to select it.

Inserting a Picture

In the document, click on the location where you would like picture to be inserted.

To insert a picture saved on the computer or a flash drive, go to the Insert tab -> Illustrations group -> Picture.  The computer navigates to the most logical place for picture files to be located – usually the Pictures folder. Choose a picture from the Pictures folder and click Insert.

Once the image is inserted, the Picture Tools contextual tab appears at the end of the Ribbon. If it is not visible, click on the picture to select it.

NOTE: Not all formatting options work on all pictures.

Resizing Images

1. Select the image by clicking on it; a border appears with small circles at the corners and in the center of the border lines
2. Place the cursor on one of the corner circles
3. When the cursor turns into a diagonal double-headed arrow, click and drag the picture outward to increase the size or inward to decrease the size

Choosing a corner box resizes the art proportionally. Choosing a box in the middle of a border line increases/decreases the size in one direction but not the other, stretching the image.

Rotating an Image

You can also rotate an image by clicking and dragging the rotation symbol at the top of the picture. This will allow you to rotate the picture in any position you want.

The second way is to rotate the picture using the Rotate Objects command in the Picture Tools contextual tab à Arrange groupà Rotate Objects. With this command you can rotate Right 90^o, Left 90^o, Flip Vertical, and Flip Horizontal.

Cropping an Image

To crop an image:

When an image is cropped, a part of the picture is removed. Cropping may be helpful when a picture has a lot of content and you want to focus on only part of it.

Select the image you want to crop. Click on the Picture Tools contextual tab -> Arrange group -> Crop.

Cropping handles will appear around the image. Click, hold, and drag a handle to crop the image.

Click the Crop command again. The image will be cropped.

Text Wrapping

Inserted images do not cover or block out existing text; instead, Word moves the text out of the way of the image. Adjust how text wraps around a graphic by selecting the image and using the options in the Picture Tools contextual tab, which appears at the end of the Ribbon when an image is selected.

Click on an image on the screen.

Go to the Format tab à Arrange group à Text Wrapping command to choose how the image interacts with the text around it.

The image can be:

In Line with Text

Square

Tight

Through

Top and Bottom

Behind Text

In Front of Text

It is also possible to Edit Wrap Points, precisely controlling the edges of the image. This option works best for images that are an unusual shape rather than just rectangular.

The Square text wrapping option allows for the most freedom of movement with the image

Text wrapping examples appear on the following pages.

Note: The Wrap Text tool can also be found next to the picture when you click on it.

In Line with Text:

Square:

Tight:

Behind Text:

Top and Bottom:

In Front of Text

Through

Edit Wrap Points:

Moving Images

The position of images can be changed a number of ways

• With cut and paste
• By deleting the object and choosing a new location to insert it
• By positioning the blinking cursor in front of the object and using the space bar and enter key to move it just like text (if the text wrapping is set at In Line with Text)
• Hover the mouse over the image and when the mouse becomes of four headed arrow click and drag the item to move it. NOTE: This does not work when the image is set to the default In Line with Text text wrapping setting.

Alignment Guides

Alignment guides is a new tool in Word 2019. Alignment guides line up images with text and page margins. When you move an image the alignment guides (green lines) will turn and help align the image.

If the alignment guides (green lines) do not appear when you move an image go to Page Layout tab -> Arrange group -> Align -> Use Alignment Guides

You will also see a small blue anchor in the left margin. This is known as the object anchor and it helps you know where the image is anchored to the text. This does not appear if you image is texted wrapped In Line with Text.

Deleting Images

Shapes, clip art, pictures, and textboxes can be deleted individually by clicking on the object and hitting the Delete or Backspace key on the keyboard.

Undo Command

The Undo command reverses your previous step. The keyboard shortcut for undo is Ctrl+Z.

Image Adjustments

Word offers several options for changing the way images appear in your document. For example, you can add a frame, make image corrections, change the image’s color or brightness, and even add some stylish artistic effects. These options are located in the Adjust and Picture Styles groups on the Picture Tools Format tab

To make adjustments or experiment with the look of an image, select the picture and go to Picture Tools Format tab -> Adjust group

Corrections: This command provides tools to sharpen or soften the image to adjust how blurry or clear it appears. This also provides a tool to adjust the brightness and contrast, which controls how light or dark the picture appears.

Color: This command provides options to adjust the image’s saturation (how vivid the colors are), tone (the temperature of the image from cool to warm), and coloring (changing the overall color of the image).

Artistic Effects: This command provides options add artistic effects such as pastels, watercolors, and glowing edges.

Picture Styles Group: This group contains a variety of styles you can apply to your picture, such as frames, borders, and soft edges.

Picture Effects: This command provides options to manually add shadow, reflection, glow, soft edges, bevel, and 3-D rotation effects to an image. Several preset options are also available.

Drawing Shapes

Word offers several tools for creating graphics from scratch, including Shapes. Go to the Insert tab à Illustrations group à Shapes command and choose a shape from the drop-down menu. “Freehand” shapes can also be drawn using the options under the Lines heading; the last two icons, Freeform and Squiggle, are deal for drawing.

Once a shape is drawn, its color, outline, and more can be customized. When the shape is selected, the Drawing Tools contextual tab appears at the end of the Ribbon and provides options for controlling the appearance and format of the shape.

Shape Color

To change the Fill Color of a shape, go to the Drawing Tools Format tab -> Shape Styles group -> Fill Color command down arrow.

Choose from the colors on the menu or click More Fill Colors to view additional choices or create custom options. Gradient, Texture, and Pattern effects can also be added to the shape.

Line Color/Weight

The Line Color of a shape can also be changed by going to the Drawing Tools Format tab -> Shape Styles group -> Shape Outline command down arrow.

Choose a color from the menu or click More Outline Colors to see additional options.

The Weight (thickness) and style of a line can also be altered.

Rotating and Reshaping

A shape can be rotated by positioning the mouse on the circler clockwise arrow above the shape and clicking and dragging.

Some shapes also have a reshaper in the form of a small yellow square. Clicking and dragging this symbol alters the proportions of the shape. For example, using the reshaper on a cylinder makes the top of the cylinder appear small or larger while leaving the rest of the shape the same.

Shape Effects

Various effects can be applied to shapes through the Drawing Tools tab à Shape Styles group à Shape Effects drop down menu. The available effects are:

• Shadow
• Reflection
• Glow
• Soft Edges
• Bevel
• 3-D Rotation

NOTE: Certain effects sometimes eliminate other formatting options like outlines and gradients.

Icons

Easily insert Icons and Scalable Vector Graphics (SVG) files into your word documents. Once they’re in place, rotate, color, and resize them with no loss of image quality. These icons are free to use; there’s no royalty or copyright.

Insert an icon

1. Select Insert > Icons.

2. Scroll through the icons or jump to a category by clicking a name in the navigation pane at the left. You can search for icons by using the box near the top left corner.

3. Choose an icon and then click Insert at the lower right. Insert multiple icons at the same time by clicking each of them before clicking Insert.

4. Rotate, color, and resize your icon

3d Models

A new kind of clip art

As stated above Word does not have traditional clip art, but 3D models are a new kind of clip art: The online library of ready-to-use three-dimensional graphics has many graphics to choose from that you can use as-is or adapt.

Adding 3D objects

On the Insert tab of the ribbon select 3D Models and then From a File or From Online Sources. (For this class we will choose From Online Sources.)

In the dialog box that appears you can browse, or search for, 3D images from the catalog. Select one or more images and click Insert.

Once it’s inserted you can use the controls to manipulate the image:

Use the 3D control to rotate or tilt your 3D model in any direction. Just click, hold and drag with your mouse.

Drag the image handles in or out to make your image larger or smaller.

You can still use the rotation handle to rotate your image clockwise or counter-clockwise,

but you’ll get a much better experience using the 3D rotation control we talked about above.

Arranging

Objects can be layered (stacked on top of one other) and ordered through the Drawing Tools contextual tab à Arrange group à Bring to Front and Send to Back commands. Click the downward pointing arrows next to these commands for more options.

Grouping Objects

You may want to Group several objects together, which combines them into one so that they can be moved or edited as a bundle rather than individually.

To group objects:

1. Click on the first object
2. Hold down the Ctrl key on the keyboard and select the others by clicking on each one with the mouse
3. Click on the contextual tab at the end of the Ribbon
4. Go to the Arrange group -> Group command

NOTE: When working with different types of objects, such as a shape and a text box, more than one contextual tab may be visible (for example, Drawing Tools and Text Box Tools). The Group command can be found under either contextual tab.

To separate objects again:

1. Select the grouping
2. Click the downward pointing arrow next to the Group command
3. Select Ungroup from the drop-down menu

Objects in Word are automatically snapped to a grid that is underneath the document. To see the grid, select View Gridlines from the Align command’s drop-down menu (or click the checkbox next to Gridlines in the Show/Hide group of the View tab).

Word tables look like a small portion of a spreadsheet, with rows and columns of information. Cells in a Word table can contain numbers, text, formulas, or images. Text inside a cell wraps just as it does in a document, but the size of the cell does not automatically increase to accommodate text. This class covers how to create, format, and edit tables in a Word document.

Getting Started

Starting Word at a Library Terminal

1. Click on the blue “W” icon in the task bar at the bottom of the screen

Starting Word at a Different PC

1. Click on the start button in the task bar at the bottom of the screen
2. Choose Word 2019

Creating a Table

There are two ways to create a table through the Insert tab -> Tables group -> Table command on the Ribbon.

1. Use the squares at the top of the Table command’s drop-down menu to create the table by dragging the mouse over the number of cells to be included and then clicking.

For example, the selection in the image below creates a 3×2 table (3 columns and 2 rows).

2. Click on the Table command and choose Insert Table to open the Insert Table dialog box, which allows the number of columns and rows for the table to be specified.

Try to estimate how many rows and columns are needed before creating a table, though rows and columns can always be added or deleted later. Don’t forget to add an extra row at the top and column on the left to label the information.

3. Click OK to close the dialog box.

Moving between Cells in a Table

There are several options for moving from cell to cell in a table. One option is pointing and clicking with the mouse. It is also possible to move between cells using the keyboard: the Tab key jumps one cell to the right, Shift + Tab move one cell to the left, and the arrow keys move up, down, left or right one cell.

Practice Exercise 1

1. Open a blank document   2. Type Book List   3. Insert a table, specifying 2 columns and 7 rows (2×7)   4. In the first row, type Author in the top left cell   5. Type Book Title in the top right cell   6. In the second row, type Norman Mailer in the Author column and The Armies of Night in the Book Title column   7. Add the following authors to the Author column: Saul Bellow William Faulkner Ernest Hemingway Doris Lessing Toni Morrison 8. Add the following books to the Book Title column: Humboldt’s Gift The Sound and the Fury The Sun Also Rises The Golden Notebook Beloved

Changing a Table

Editing Information in a Cell

To change information in a table, click inside the cell to be changed and use the Delete or Backspace key to remove characters. Double-click a word selects the entire word.

Moving a Table

To move a table, click anywhere inside the table. A four-headed arrow appears at the top left corner of the table. Click and drag the arrow icon to move the table to a new location.

Resizing a Table

Click anywhere in the table. A small square appears at the lower right corner of the table. Click on it and drag outward to increase or inward to decrease the table size.

Increasing or Decreasing Row Height and Column Width

To change the dimensions of a column or row, place the cursor directly on the line between that column or row and the next one. When the cursor turns into a two-headed arrow with two lines in between, click and drag the border of the column or row to the appropriate height or width.

Selecting Portions of a Table to Edit

To select a cell, click the cell selection bar, which is the white space just to the left of the information in the cell. The I-beam becomes a small, dark arrow. Click once to select all of the data in that cell.

To select a row, double-click the cell selection bar or click in the row selection bar, which is located just outside the table. The I-beam changes to a large white pointer aimed diagonally upward when positioned in the row selection bar.

To select a column, move the cursor to the top of the column until it turns from an I-beam into a black downward pointing arrow and click.

To select contiguous multiple cells, rows, or columns:

1. Click in the first cell
2. Hold down the Shift key and click in the last cell to be selected; everything in between is selected Or click and drag over the area you wish to select.

To select noncontiguous cells, rows, or columns:

1. Click in the cell selection bar next to the first cell to select it
2. Hold down the Ctrl key while clicking on the other cell or cells

• To select the entire table click three times in the cell selection bar.
• To select the entire table plus the rest of the document, press Ctrl + A.

Table Tools Contextual Tabs

When working with a table, two contextual tabs appear at the end of the Ribbon: Design and Layout. These tabs contain the tools needed to edit the table.

The commands available in these tabs are covered later in the class.

NOTE: The Table Tools contextual tabs appear only when a table is active. Clicking away from a table causes the tabs disappear from the end of the Ribbon. To get them back, click inside the table again.

Adding Rows and Columns

To add an extra row, place the blinking cursor just outside the last cell in a table and hit the Enter key on the keyboard. The new row is formatted exactly like the rows above it. Another option is to position the cursor inside the last cell in a table and hit the Tab key.

Like all Microsoft Office products Word gives you more than one way to add a row or column. The first way is as follows:

To add a row or column hover the mouse near the location where you wish to add a row or column and click the plus sign that appears.

A new row or column will appear in the table.

The second way to add a row or column:

1. Click in a cell either above or below the area where the row or column is to be inserted
2. Go to the Layout sub-tab à Rows & Columns group
3. Choose to Insert Above, Insert Below, Insert Left, or Insert Right relative to the currently-selected cell

The Delete command in this group can also be used to delete individual cells, rows, columns, or even the entire table.

1. Click inside the cell, row, or column to be deleted
2. Click on the Delete command and choose from the options on the drop-down menu

Distributing Rows and Columns Evenly

To evenly distribute rows and columns:

1. Select the entire table
2. Go to the Layout sub-tab à Cell Size group
3. The two boxes at the top allow control of row height and column width; click on the symbols to the right of these boxes to evenly distribute the rows (top symbol) and/or columns (bottom symbol), making them equal in size

Copying Tables

The drag-and-drop method can be used to move or copy all of or a portion of the contents of a table to a new location.

To move text:

1. Select/highlight the portion of text to be moved or copied
2. Place the pointer over the selection until it turns to a white arrow
3. Click and drag the selection to the new location
4. Release the mouse button

NOTE: To copy text, hold down the Ctrl key before clicking and dragging the text.

Sorting

Table data can be sorted in ascending or descending order.

1. Click anywhere in the table
2. Go to Layout sub-tab -> Data group -> Sort
3. In the Sort by dialog box, choose the column by which the data will be sorted
4. To the right, select either Ascending or Descending
5. Under Then by, choose a secondary sorting option if necessary
6. Under My list has, select Header row if headers are included to exclude the header data labels from the sort
7. Click OK

Table Properties

Some table properties can be changed using the commands in the Table Tools contextual tab.

Formatting Tables

Alignment

The alignment of the data in a table can be adjusted through the Layout sub-tab -> Alignment group. Choose whether the text is horizontally aligned to the left, center, or right, and vertically aligned to the top, middle, or bottom of the cell by clicking on the icons on the left side of the group.

NOTE: The text direction can be changed and the margins of the table cells can be adjusted using the commands in this group.

Merging and Splitting Cells

To merge two or more cells into a single cell, first select the cells to be merged. Go to the Layout sub-tab -> Merge group -> Merge Cells.

Cells or tables can also be split. Splitting cells divides one cell into many cells (or a single table into more than one table) according to your selection. It does not undo merging cells.

Adding Colors

From the Design sub-tab, a fill color can be chosen for a cell or an entire table. Select the cells to be filled and go to the Table Styles group à Shading command. Choose a color from the drop-down menu or click on More Colors to see additional options.

A style (including color, borders, etc.) can also be applied to an entire table by choosing an option in this group. Click the downward pointing “more” arrow to view more choices .

The image below shows one of the available styles applied to the simple 3×3 table.

Adding Borders

A border can be added to any cell or number of cells through the Design sub tab -> Borders group -> Borders command. Choose a border style from the drop-down list.

For more options (including border style, color, and weight), click on Borders and Shading at the bottom of the list to open the Borders and Shading dialog box.

Manually Adding and Removing Table Lines

Go to the Layout sub-tab à Draw group

• Eraser: click and drag over any line in the table to erase it
• Draw Table: click and drag to draw lines

To turn off the drawing or erasing function, click on the icon a second time.

NOTE: Erasing the lines between cells merges the cells and drawing between cells splits them.

Formatting an Entire Document Using Tables

Tables can be used to format an entire document, such as a resume or flyer. Using tables allows the pieces of the document (such as pictures) to be easily arranged.

In such situations, you may not want table borders to be visible. To make table borders invisible:

1. Select the entire table
2. Go to the Design sub-tab -> Borders group -> Borders command
3. Choose No Border from the drop-down list

The blue dotted gridlines are visible to show where the cells are, but they do not appear when printed. To remove these gridlines too, click on Layout sub-tab -> Table group -> View Gridlines. To make them visible again, click the command so that it is highlighted.

Labels and Mail Merge

Using Microsoft Word to set up customized labels can be a great timesaving aid for addressing cards and enhancing gifts. This class covers the step-by-step process used to create labels in Word and includes creating address labels, adding small graphic details to the labels, and previewing and printing the label sheet. We will also cover Mail Merge, which makes creating mailing labels and form letters quick and easy!

Creating Labels

1. Open Microsoft Office Word 2019
2. Select Blank Document
3. Go to the Mailings tab -> Create group -> Labels; the Envelopes and Labels dialog box appears
4. Make sure the Labels tab is selected
5. Click the Options button
6. In the Label Options dialog box, select the type of labels you have, which should be written on the packaging:
   • Choose the brand name under Label vendors
   • Choose the label type under Product number
   • Today, choose Avery US Letter for the vendor and 8160 for the product number

7. Click OK

8.

9. When the Envelopes and Labels dialog box appears again, click New Document to create a new sheet of blank labels.

NOTE: Word assigns the title Labels1 to the new document.

The black dotted lines on the page indicate the borders of each label, but they do not appear when the document is printed.

NOTE: If the gridlines are not visible, go to the Table Tools Layout contextual tab -> Table group -> View Gridlines.

The labels are a table in Word. To get from label to label, click anywhere in the label area or use the Tab key on the keyboard to move the cursor. When using the Tab key, the cursor jumps to the space between labels instead of to the next label—hit Tab again to advance to the next label.

To create a label, click inside one of the label boxes and begin typing. Today we’ll make return address labels, so type in a name and address.

Making a Full Page of the Same Label

1. Return to the Envelopes and Labels dialog box by clicking on the Mailings tab -> Create group -> Labels
2. Under the Labels tab, choose the same options as earlier if necessary
3. Before clicking New Document, enter the label text in the Address box
4. Make sure that Full page of the same label is selected in the Print section
5. Click New Document; an entire page of identical labels is created

Adding Graphics to Labels

Graphics can be added to labels using either Word’s included clip art or an image saved on the computer. To add an image to one label at a time (i.e. different graphics on the same sheet of labels):

1. Click in the label where the graphic is to be inserted; if adding a graphic element to a label that contains an address, click to the left of the text.
2. Go to the Insert tab -> Illustrations group -> Online Pictures. The Insert Picture window opens.
3. Type a keyword or keyword phrase in the Bing Image Search box.
4. Click the search icon or press Enter on the keyboard
5. Click once on a picture to select it
6. Click on Insert to add it to the document.

The picture must be formatted to fit inside the box while still accommodating any text or other data on the label.

To resize the graphic:

1. Click on the image to select it
2. Hover over the corner of the image until the cursor turns into a double-headed arrow
3. Hold down the left mouse button and drag in or out to make the image smaller or larger
4. Release the mouse button to complete the resizing

It is also necessary to change the image’s text wrapping style so that the text flows around it properly. Go to the Format sub tab à Arrange group à Wrap Text and choose the wrapping style Tight. Drag the image to the desired location.

NOTE: The class Graphics in Word 2019 covers using graphic elements in Word more extensively. It is also possible to make an entire sheet of labels with the same graphic:

1. Create a blank label document and set up one label to the exact specifications, including the graphic
2. Make sure that the mouse cursor is somewhere inside the completed label
3. Go to the Mailings tab -> Create group -> Labels; the graphic does not appear in the Address box, but the text does
4. Make sure Full page of the same label is selected and click

Printing Other Types of Labels

MS Word 2019 offer a wide assortment of label templates. To find these click on the File tab à New à and either type the word labels in the search box and hit enter or click on the suggested search word labels.

This brings up an assortment of labels for you to choose from. To filter your search further (e.g. for 30 labels per page), click on one of the categories to the right.

Click on the label template you wish to use to see a larger preview. Then click on the word Create. Many of the template labels will give the Avery number the label is associated with.

This gives you a sheet of labels that all you need to do is to fill the asked for information by clicking on the placeholders and typing new information. The labels will automatically update when you click outside the placeholder.

This gives you simple easy to use labels. Follow the directions on page 10 to print.

Throughout this class, we have referenced the Avery number. Avery is considered the standard in labels. Non-Avery labels generally include the corresponding Avery number.

If you have labels that do not show an Avery number, you can check the label manufactures website to see if they list the Avery equivalent or do a quick Google search to come up with the Avery equivalent number.

Mail Merge

Mail Merge is used for creating a set of documents, such as form letters, that can be personalized. Each document contains the same basic information, yet some of its content is unique. The names and addresses are different on each letter, but some of the content within the body of the letter may be different as well. The unique information in each letter comes from entries in a data source. Mail Merge can easily be applied to labels.

The mail merge process follows several steps:

1. Set up the main document: The main document contains the text and graphics that are the same for each version of the merged document. For example, the return address in a letter.
2. Connect the document to a data source: A data source is a file that contains the information to be merged into a document. For example, the names and addresses of the recipients of a letter.
3. Add placeholders, called mail merge fields, to the document: When a mail merge is performed, the mail merge fields are filled with information from the data file.
4. Refine the list of recipients or items: Microsoft Word generates a copy of the main document for each recipient or item in the data file. To generate copies for only certain items in the data file, choose which items (recipients) to include.
5. Preview and complete the merge: Preview each copy of the document before printing the whole set.

Mail Merge Wizard

Word has a Mail Merge Wizard to guide you step-by-step through the mail merge process.

1. Open a new blank document
2. Go to the Mailings tab -> Start Mail Merge group -> Start Mail Merge command -> Step by Step Mail Merge Wizard

The Mail Merge pane appears on the right side of the screen

1. In Step 1, make sure the Labels bullet is selected under the Select document type
2. Click Next: Starting document at the bottom of the pane under Step 1 of 6
3. In Step 2, make sure the Change document layout bullet is selected under Select starting document. Click on the Label options link Choose a label type (such as Avery 8160) and click OK; the placeholder labels appear
4. Click Next: Select recipients at the bottom of the pane under Step 2 of 6

NOTE: If the gridlines are not visible, go to the Table Tools Layout contextual tab -> Table group -> View Gridlines.

Creating the Recipient List

Word needs the data source document (the list of  people to whom you are sending your letter) to be formatted in a specific way. The options are:

• Use an existing list
• Select from Outlook contacts
• Type a new list

1. In Step 3, select the bullet next to Type a new list
2. Under the Type a new List section, click Create; the New Address List dialog box appears
3. Resize the box as needed by dragging from the bottom right corner

4. Click inside the Title box of the first entry; type Mr.

5. Press the Tab key on the keyboard to move to First Name; type Stephen

6. Press the Tab key to move to Last Name; type King

7. Press the Tab key twice to move to Address Line 1; type 1313 Misery Lane

8. Press the Tab key twice to move to City; type University Heights

9. Press the Tab key to move to State; type Ohio

10. Press the Tab key to move to Zip; type 44118

11. The first entry is finished. To start a new entry, click the New Entry button at the bottom

12. Repeat the process to add the next 2 entries:

• Ms. Stephenie Meyer, 1718 Twilight Boulevard, Cleveland Heights, Ohio, 44118
• Ms. Anne Rice, 1929 Pont du Lac Lane, Cleveland Heights, Ohio, 44121

13. Click OK

14. In the Save Address List dialog box, type My_List into the File name box

15. Click Save; the Mail Merge Recipients dialog box opens

Customizing the Recipient List

To add a field to the recipient list:

1. In the Data Source section of the Mail Merge Recipients dialog box, click on My_List.mdb
2. Click the Edit button just below the Data Source box
3. In the Edit Data Source dialog box, click Customize Columns
4. In the Microsoft Word dialog box, click Yes to save changes
5. In the Customize Address List dialog box, click Add
6. In the Add Field dialog box, type Mobile Phone in the Type a name for your field box.
7. Click Ok

To rearrange the order in which the fields appear, select the field to be moved and click the Move Up or Move Down button to move the field up or down in the order.

8. Move the Mobile Phone field between Home Phone and Work Phone in the Customize Address List

9. Click OK

10. Click OK on the Edit Data Source dialog box

11. In the dialog box that appears, click Yes

NOTE: Do not delete fields if you plan to use them for other projects—Mail Merge uses only the fields it needs for the current project.

Sorting the Recipient List

The entries in an address list can be sorted by clicking on the heading of the column by which you want to sort.

1. Click the Last Name heading down arrow
2. Select Sort Ascending from the drop-down menu
3. Make sure all of the information is correct and click OK; the placeholder «Next Record» is added to each label

NOTE: After being saved, the list of recipients can be sorted by clicking on the column headings; click Last Name to sort by last name, Company Name to sort by company name, etc. To change the sort from ascending to descending, click the heading again.

1. Click Next: Arrange your labels at the bottom of the pane
2. Click on Address Block
3. In the Insert Address Block dialog box, specify which address elements should be included on the label and how they should be formatted; a preview appears in window on the right
4. Click OK
5. Click Update all labels to apply this formatting to all of the labels; the placeholder «AddressBlock» is added to each label.

6. Click Next: Preview your labels, which inserts all of the names from the data source list into the page of labels to be previewed

7. Click Next: Complete the merge to move to the final step of the process; on this final mail merge pane are options to Print the labels or Edit individual labels to make additional changes

Printing Labels

• When first printing labels, feed only one sheet at a time. Some printers cannot handle more than one label sheet and will jam if multiple pages of labels are inserted.
• Place the sheet into the printer tray with the proper side facing up. The documentation that came with the printer should indicate which way the labels must be placed in the tray/feeder.
• Make sure you have the right labels for the printer. Inkjet and LaserJet printers require different types of labels—using the wrong labels could cause damage to the printer.

• Always preview the document before printing by going to the File tab -> Print.
• If changes or corrections are necessary, click on the Home tab to return to the document; otherwise, choose your settings and click Print

Mail Merge for Letters.

The process for using Mail Merge for Letters is basically the same as we did for labels except with the following changes at the beginning.

1. In Step 1, make sure the Letters bullet is selected under the Select document type
2. Click Next: Starting document at the bottom of the pane under Step 1 of 6
3. In Step 2, make sure the Use the current document bullet is selected under Select starting document and continue through your process of creating or importing your recipients list.

After you have finished Step 3 in the Mail Merge process you will click Next: Write your letter at the bottom of the Step 3 pane

You can now write your letter as you wish but remember to put place holders in for the information you want to merge. For example if you wish to put in the recipients address you would click Address block in the Write your letter section of Step 4.

If necessary, check the Insert recipient’s name in this format checkbox

The Insert Address Block dialog box appears with several format options for the address block; select the desired format

NOTE: Using the formal option Mr. Joshua Randall Jr. includes a title and a suffix. If an entry does not include a title or suffix, the element is automatically omitted and the formatting automatically adjusted.

Click the right arrow under Here is a preview from your recipient list to view other recipients and Click OK.

You can also put in a Greeting Line by clicking on Greeting line in the Step 4 pane; the Insert Greeting Line dialog box opens

Choose a format for the greeting and click OK and you will see a place holder for «GreetingLine».

You can now write your letter and proceed to Step 5 Preview your letters and Step 6 Complete the merge.