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.
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.
Create a Blank Document
A blank document allows you to start from scratch.
Here’s how to create a blank document.
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.
Here’s how to create a blank document using a template.
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.
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.
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.
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.
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.
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|
Margins are the white space at the top, bottom, left and right of your document.
Here’s how to change the margins.
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.
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.
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.
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.
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.
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.
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.
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.
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.
Use the Page Borders Dialog Box
Borders are another way to add flare to your document.
Here’s how the Page Borders dialog box.
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.
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.
Here’s how the Zoom dialog box.
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.
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.
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.
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.
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|
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.
Discuss the print settings.
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.
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.
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.
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.