Create and Manage Documents

This module introduces students to a Word document and the different ways of creating documents. We’ll introduce the Ribbon so that students are familiar with the tool terminology. Then we’ll look at ways of navigating through a document.  

For this module, formatting a document is about the overall format, like margins and page orientation. We’ll also look at how to change the view of the document and printing and saving options. 

Creating a Document 

Topics in this Lesson Introduce the Ribbon Open the New Screen Create a Blank Document Create a Blank Document using a Template Search for a Template Open a PDF in Word for Editing Insert Text from a File 

Introduce the Ribbon 

Word 2016 continues use of the Ribbon at the top of the screen to access commands for working with documents.the ribbon 

Open the New Screen 

The screen to open or create a new document shows when you open Word. If Word is already open, the New command, available from the File tab, allows you to create a blank document or a document from a template. 

Here’s how to open the New screen if Word is already open. 

  1. Select the File menu from the Ribbon. 
the ribbon
  1. Select New from the left tabs. 
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Create a Blank Document 

A blank document allows you to start from scratch. 

Here’s how to create a blank document. 

  1. Open Word, or go to the New screen from the previous procedure. 
  1. Select Blank document
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  1. A blank document opens ready for your content. 

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Create a Document from a Template 

There are a number of templates available to help you create different types of documents. 

Here’s how to search for a template. 

  1. Open Word, or go to the New screen from the previous procedure. 
  1. Select a category to browse. Alternatively, you can enter text in the Search field that describes what kind of template you want to find and press Enter
  1. Once you select a category or perform a search, additional categories are shown on the right. 
  1. Templates that match that category are shown. 

Here’s how to create a blank document using a template. 

  1. Open Word, or go to the New screen from the previous procedure. 
  1. Find the template you want to use. 
  1. Select the template you want to use. 
  1. A preview of the template opens. You can find out who provided the template and see a description. It also shows the size of the file. 
  1. Select Create
  1. A document opens using that template. Depending on the template, some text may already be in the document to enhance or replace. 

Open a PDF for Editing 

Now you can edit a PDF right in Microsoft Word. 

Here’s how to open a PDF in Word for editing. 

  1. Select the File menu and select Open from the left tabs. 
  1. Select Browse
  1. Locate the PDF you want to edit and select Open
  1. Word will display a confirmation window. Select OK to confirm that you want to convert the PDF to an editable Word document. 
  1. After the document is optimized for text editing, which takes time depending on how big the file is, the document opens for editing. 

Insert Text from a File 

You can include text from another file in your Word document using the Insert Text from a File feature. 

Here’s how to insert text from a file. 

  1. Create a blank document or open an existing file where you want the text from another file to appear. 
  1. Select the Insert tab from the Ribbon. 
  1. Select Object from the Text group. 
  1. Select Text from File
  1. Navigate to the file with the text and select Insert
  1. The text is added to the file at the cursor. 

Navigating Through a Document 

Topics in this Lesson Search for Text Navigate to Page Use the Go To Dialog Box 

Search for Text 

You can navigate through a document by searching for a specific word or phrase on the Navigation panel. 

Show participants how to search for text in a document. 

  1. Select Find on the Home tab of the Ribbon. 
  1. The Navigation panel opens (if not already open). 
  1. Enter the text you want to find. 
  1. The Navigation pane shows a preview of all of the results that match that text. Select one of the listings to go to that location in the document. 

Navigate to Page 

The Navigation panel includes another tab that shows all of the pages in your document. You can use this to quickly move to another page in the document. 

Show participants how to move to the specific page in the document. 

  1. Select the Page X of XX in the bottom left hand corner of the window to open the Navigation pane to the Pages tab. 
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  1. Select the page thumbnail to go to that page. 

Use the Go To Dialog Box 

If you need additional ways to navigate, you can use the Go To dialog box. 

Here’s how the Go To dialog box.  

  1. Select the Find drop down list on the Home tab of the ribbon. 
  1. Select Go To
  1. Choose what type of object you want to use for navigation. In our example, we’ll use Pages
  1. Enter the page number or + or – and a number to move that many pages forward or back from the current cursor location. 
  1. Select Go To (if you’ve entered a number) or Next to move to the selected location. 

Formatting a Document, Part One 

Topics in this Lesson Change Margins Change Page Orientation Change Page Size Use the Page Setup Dialog Box Insert Headers and Footers Insert Page Numbers  

Change Margins 

Margins are the white space at the top, bottom, left and right of your document.  

Here’s how to change the margins. 

  1. Select the Layout tab from the Ribbon. 
  1. Select a new margin set up from the Margins drop down list. 

Change Page Orientation 

Page orientation determines if the long side of the page is up/down or left/right.  

Here’s how to change the page orientation. 

  1. Select the Layout tab from the Ribbon. 
  1. Select Portrait or Landscape from the Orientation drop down list. 

Change Page Size 

Depending on what type of document you want to create and your printing options, you may want to use a different page size.  

Here’s how to change the page size. 

  1. Select the Layout tab from the Ribbon. 
  1. Select the page size from the Size drop down list. 

Use the Page Setup Dialog Box 

The Layout tab includes several quick options for formatting your page. But if you want to format several items at once or do more customized options, you’ll use the Page Setup Dialog box. 

Here’s how to use the Page Setup dialog box. 

  1. Select the Layout tab from the Ribbon. 
  1. Select the small square from the Page Setup group. 

Insert Headers and Footers 

Headers and footers allow you to add similar information that should appear at the top or bottom of every page.  

Here’s how to insert headers and footers. 

  1. Select the Insert tab from the Ribbon. 
  1. Select Header or Footer from the Header & Footer group. 
  1. Select a built-in header style or footer style from the list. 
  1. The Header & Footer Tools Design tab opens on the Ribbon so that you can edit the header. 

Select Close Header & Footer to return to the main document 

Insert Page Numbers 

Adding page numbers is a common way to make a document look more professional, as well as help keeping long documents organized. 

Here’s how to insert page numbers. 

  1. Select the Insert tab from the Ribbon. 
  1. Select Page Number from the Header & Footer group. 
  1. Select one of the following options for the location of the page number: 
  1. Top of Page 
  1. Bottom of Page 
  1. Page Margins  
  1. Current Position 
  1. Select the page number style to insert it. 

Formatting a Document, Part Two 

Topics in this Lesson Apply Document Themes Apply Document Style Sheets Add a Watermark Change Page Background Color Use the Page Borders Dialog Box  

Apply Document Themes 

Themes provide a comprehensive look and feel for a document. Themes include fonts, colors, and other elements. 

Here’s how to apply document themes. 

  1. Select the Design tab from the Ribbon.  
  1. Hover the mouse over a theme to see a preview. 
  1. Select the theme to apply the colors and fonts. 

Apply Document Style Sheets 

Document style sheets are part of the theme, but are more specific to paragraph and character formatting styles.  

Here’s how to apply document style sets. 

  1. Select the Design tab from the Ribbon. 
  1. Hover the mouse over the style sets in the Document Formatting gallery to see a preview. 
  1. Select the style set to apply it. 

Add a Watermark 

A watermark is a semi-transparent marking separate from a document text that makes it easily recognizable as a draft, confidential document, or sample. 

Here’s how to add a watermark. 

  1. Select the Design tab from the Ribbon. 
  1. Select Watermark from the Page Background group. 
  1. Select a watermark style to insert it. 

Change Page Background Color 

You can really spice up a document by changing the color of the page.  

Here’s how to change the page background color. 

  1. Select the Design tab from the Ribbon. 
  1. Select Page Color from the Page Background group. 
  1. Select a color. 

Use the Page Borders Dialog Box 

Borders are another way to add flare to your document. 

Here’s how the Page Borders dialog box. 

  1. Select the Design tab from the Ribbon. 
  1. Select Page Borders from the Page Background group to open the Borders and Shading dialog box. 
  1. Select Box
  1. Select OK

Customizing Options and Views for Documents 

Topics in this Lesson Change Document Views Zoom Add a Tool to the Quick Access Toolbar Split View Window Add Document Properties Show or Hide Formatting Symbols 

Change Document View 

The default view for working in Word is the print layout, so that you can see what your document will look like when printed. But other layouts are available with additional tools, depending on what you want to accomplish while you are in Word. 

Here’s how to change the document view. 

  1. Select the View tab from the Ribbon. 
  1. Choose one of the following views: 
  1. Select Read Mode to remove many of the tools to optimize the document for reading. 
  1. Select Print Layout to view the document as it will print. 
  1. Select Web Layout to view how the document would look as a webpage. 
  1. Select Outline to work with headings and organize your document. 
  1. Select Draft to view just the text in your document. 

Zoom 

Zoom the view in or out on your document depending on whether you need to see details close up or look at the big picture. 

Here’s how to zoom the view of the document. 

  1. Select the View tab from the Ribbon. 
  1. Select one of the following options: 
  1. 100% (actual size)  
  1. One Page (fits one page to the current window size) 
  1. Multiple Pages (fits two pages to the current window size) 
  1. Page Width (makes the page as wide as the current window size) 

Here’s how the Zoom dialog box. 

  1. Select the View tab from the Ribbon. 
  1. Select Zoom
  1. Select the desired view. Note that the Many pages option includes a drop down list to select how many pages you wish to view at one time. 
  1. Select OK

Have the participants experiment with the Zoom slider shortcut at the bottom right of the window. 

Add a Tool to the Quick Access Toolbar 

The Quick Access Toolbar is at the very top left corner of the Word window. It has the Save, Undo, and Repeat commands available by default, but you can add almost any command you need for quick access. 

Here’s how to add a tool to the Quick Access Toolbar. 

  1. Select the small arrow in the top left corner of the window. 
  1. Select a tool to add it to the Quick Access Toolbar.  
  1. Select it again to remove it. 

Split View Window 

If you’ve ever wanted to see two places in your document at the same time, you’ll understand how helpful having a split view window can be. 

Here’s how to split the window. 

  1. Select the View tab from the Ribbon. 
  1. Select Split
  1. Drag the split bar up or down to change how the split fills the screen. 
  1. Select Remove Split to return to an unsplit view. 

Add Document Properties 

Word includes several pre-built options for you to provide specific types of information about your document, such as the author or the date the document was published. 

Here’s how to add document properties. 

  1. Place your cursor where you want to add the information. 
  1. Select the Insert tab from the Ribbon. 
  1. Select Quick Parts.  
  1. Select Document Property
  1. Select the information you want to add to the document. 

Show or Hide Formatting Symbols 

Formatting symbols don’t print, but they can help with document editing so that you know where you’ve put extra spaces or other formatting options. 

Here’s how to show or hide formatting symbols. 

  1. Select the Home tab from the Ribbon. 
  1. Select the Show/Hide button from the Paragraph group. 
Shape

Printing and Saving Documents 

Topics in this Lesson Print Save in Another File Format Inspect a Document for Hidden Properties and Personal Information Inspect a Document for Accessibility Issues Inspect a Document for Compatibility Issues 

Print 

The print command gets your document from the computer to paper. 

Here’s how to modify print settings and print all or part of the document. 

  1. Select the File menu from the Ribbon. 
  1. Select the Print tab from the left tabs. 
  1. Select the Printer from the drop down list if there is more than one option. 
  1. Select the Settings from the drop down list. 
  1. Select Print

Discuss the print settings. 

  • Print all pages – prints the entire document 
  • Print selection – you must have selected specific text before selecting the File tab/Print option, then it only prints what you have selected 
  • Print current page – prints the page where the cursor is currently located 
  • Custom print – you can enter specific pages or a range of pages like 1-5 

Save in Another File Format 

The Save As command allows you to save in a different format, as well as in a different loction. 

Here’s how to save a document in another file format. 

  1. Select the File menu from the Ribbon. 
  1. Select Save As from the left tabs. 
  1. Select the format from the drop down list. 
  1. Select Save

Inspect a Document for Hidden Properties and Personal Information 

When preparing a document to share with others, you may want to remove certain types of information or objects. 

Here’s how to inspect a document for hidden properties and personal information. 

  1. Make sure you’ve saved the document. 
  1. Select the File menu from the Ribbon. 
  1. The Info area should open. If not, select the Info tab from the left tabs. 
  1. Select Check for Issues
  1. Select Inspect Document
  1. Check the boxes for the items you want to check. 
  1. Review the inspection results. 

Inspect a Document for Accessibility Issues 

Make your document optimized for users with certain types of disabilities. For example, blind readers may have your document read by a screen reader, and images explained with alternate text. 

Here’s how to inspect a document for accessibility issues.  

  1. Select the File menu from the Ribbon. 
  1. The Info area should open. If not, select the Info tab from the left tabs. 
  1. Select Check for Issues
  1. Select Check Accessibility
  1. The Inspection Results are shown in a pane on the right side of the window. 

Inspect a Document for Compatibility Issues 

Older versions of Word don’t have all of the same functionality, so some items in your document may not work properly. You can check for these issues before sharing. 

Here’s how to inspect a document for compatibility issues. 

  1. Select the File menu from the Ribbon. 
  1. The Info area should open. If not, select the Info tab from the left tabs. 
  1. Select Check for Issues
  1. Select Check Compatibility
  1. Select the versions of Word you want to check. 
  1. Select OK