Word 2016 For Dummies

Dan Gookin wrote the first-ever For Dummies book, DOS For Dummies. The author of several bestsellers, including all previous editions of Word For Dummies, Dan has written books that have been translated into 32 languages with more than 11 million copies in print.

Introduction 1

About This Book 1

How to Use This Book 2

Foolish Assumptions 3

What’s Not Here 3

Icons Used in This Book 4

Where to Go from Here 4

Part I: Your Introduction to Word 5

Chapter 1: Hello, Word! 7

Start Your Word Day 7

Starting Word the traditional way 8

Starting Word the best way 8

Opening a document to start Word 9

Behold the Word Program 10

Working the Word Start screen 10

Examining Word’s main screen 11

Working the Ribbon 12

Showing and hiding the Ribbon 13

Changing the document view 14

Making text larger or smaller 15

End Your Word‐Processing Day 16

Quitting Word 16

Closing a document without quitting Word 17

Setting Word aside 18

Chapter 2: The Typing Chapter 19

Input Devices Galore 19

Using the PC keyboard 19

Understanding the mouse pointer 21

Keyboard Dos and Don’ts 21

Following the insertion pointer 22

Whacking the spacebar 22

Backing up and erasing 23

Pressing the Enter key 23

Stuff That Happens While You Type 23

Watching the status bar 24

Observing page breaks 24

Working collapsible headers 25

Dealing with spots and clutter in the text 25

Understanding colorful underlines 26

Part II: Your Basic Word 27

Chapter 3: To and Fro in a Document 29

Document Scrolling 29

Working the vertical scroll bar 29

Using the horizontal scroll bar 31

Scrolling with the mouse wheel 31

Move the Insertion Pointer 31

Commanding the insertion pointer 32

Moving in small increments 32

Moving from beginning to end 33

Go Back to Where You Once Edited 34

Go to Wherever with the Go To Command 34

Chapter 4: Text Editing 37

Remove Text You Don’t Want 37

Deleting single characters 38

Deleting a word 38

Deleting more than a word 39

Split and Join Paragraphs 41

Making two paragraphs from one 41

Making one paragraph from two 41

Soft and Hard Returns 42

Undo Mistakes with Undo Haste 43

Undoing the Undo command with Redo 44

Using the Repeat command 44

Chapter 5: Search for This, Replace It with That 45

Text Happily Found 45

Finding a tidbit o’ text 46

Scouring your document with Advanced Find 47

Finding stuff you can’t type 49

Replace Found Text 51

Replacing one thing with another 51

Replacing it all at once 53

Finding and replacing formatting 53

Chapter 6: Blocks o’ Text 55

Meet Mr Block 55

Mark a Block of Text 57

Using the keyboard to select text 57

Marking a block with the mouse 58

Using the F8 key to mark a block 59

Blocking the whole dang‐doodle document 60

Deselecting a block 61

Manipulate the Block of Text 61

Copying a block 62

Moving a block 62

Setting the pasted text format 63

Copying or moving a block with the mouse 64

Viewing the Clipboard 65

Chapter 7: Spell It Write 67

Check Your Spelling 67

Fixing a misspelled word 68

Dealing with incorrectly flagged words 69

AutoCorrect in Action 70

Undoing an AutoCorrect correction 70

Adjusting AutoCorrect settings 71

Grammar Be Good 72

All‐at‐Once Document Proofing 73

Spell Check and Grammar Settings 74

Undoing the Ignore All command 74

Customizing the custom dictionary 75

Disabling automatic spell check 76

Curtailing grammar checking 76

Chapter 8: Documents New, Saved, Opened, and Closed 77

Some Terms to Get Out of the Way 77

Behold! A New Document 78

Save Your Stuff! 79

Saving a document the first time 79

Dealing with document‐save errors 81

Saving or updating a document 82

Forgetting to save before you quit 83

Open a Document 84

Using the Open command 84

Opening one document inside another 86

Close a Document 87

Recover a Draft 87

Chapter 9: Publish Your Document 89

Your Document on Paper 89

Previewing before printing 90

Printing the whole document 91

Printing a specific page 92

Printing a range of pages 93

Printing on both sides of the page 94

Printing odd and even pages 94

Printing a block 95

Printing more than one copy of something 96

Choosing another printer 96

Canceling a print job 97

Electronically Publishing Your Document 97

Preparing a document for sharing 98

Sending a Word document via email 98

Making a PDF 99

Exporting your document 100

Part III: Fun with Formatting 101

Chapter 10: Character Formatting 103

Text‐Formatting Techniques 103

Basic Text Formats 104

Choosing a font 105

Applying character formats 106

Text Transcending Teensy to Titanic 107

Setting the text size 108

Nudging text size 108

More Colorful Text 109

Coloring the text 109

Shading the background 110

Change Text Case 111

Clear Character Formatting 112

Behold the Font Dialog Box 112

Chapter 11: Paragraph Formatting 115

Paragraph‐Formatting Rules and Regulations 115

Formatting a paragraph 116

Locating the paragraph‐formatting commands 116

Justification and Alignment 118

Line up on the left! 118

Everyone center! 118

Line up on the right! 119

Line up on both sides! 119

Make Room Before, After, or Inside Paragraphs 119

Setting the line spacing 120

Making space between paragraphs 121

Paragraph Indentation Madness 122

Indenting the first line of a paragraph 122

Making a hanging indent (an outdent) 123

Indenting a whole paragraph 124

Using the ruler to adjust indents 124

Chapter 12: Tab Formatting 127

Once Upon a Tab 127

Seeing tab characters 128

Seeing tab stops 129

Using the ruler to set tab stops 130

Using the Tabs dialog box to set tabs 130

The Standard Left Tab Stop 132

Creating a basic tabbed list 132

Creating a two‐tab paragraph thing 133

The Center Tab Stop 135

The Right Tab Stop 136

Making a right‐stop, left‐stop list 136

Building a two‐column right‐stop list 138

The Decimal Tab 139

The Bar Tab 140

Fearless Leader Tabs 141

Tab Stop, Be Gone! 142

Chapter 13: Page Formatting 143

Describe That Page 143

Setting page size 143

Changing orientation (landscape or portrait) 144

Setting the page margins 145

Using the Page Setup dialog box 146

Page Numbering 148

Adding an automatic page number 148

Starting with a different page number 149

Numbering with Roman numerals 150

Removing page numbers 151

New Pages from Nowhere 151

Starting text on a new page 152

Inserting a blank page 152

Page Background Froufrou 153

Coloring pages 153

Printing colored pages 154

Adding a watermark 154

Chapter 14: More Page Formatting 157

Slice Your Document into Sections 157

Understanding sections 158

Creating a section 159

Using sections 160

Deleting a section break 160

That First Page 161

Adding a cover page 162

Inserting a cover page manually 162

Headers and Footers 163

Using a preset header or footer 164

Creating a custom header or footer 164

Working with multiple headers and footers 167

Removing a header or a footer 169

Chapter 15: Style Formatting 171

The Big Style Overview 171

Finding the styles 172

Using a style 173

Discovering the current style 174

Removing style formatting 175

Make Your Own Styles 176

Creating a style 176

Using the Create New Style from Formatting dialog box 177

Modifying a style 178

Assigning a shortcut key to your style 179

Deleting a style 180

Style Tips and Tricks 181

Updating the Normal style 181

Creating heading styles 182

Customizing the Style Gallery 182

Chapter 16: Template and Themes Formatting 183

Instant Documents with Templates 183

Starting a new document by using a template 184

Changing a document’s associated template 186

Templates of Your Own 187

Creating a template based on a document you already have 187

Making a new template from scratch 188

Modifying a template 188

The Theme of Things 189

Applying a document theme 190

Modifying or creating a theme 190

Chapter 17: Sundry Formatting 191

Weird and Fun Text Effects 191

Steal This Format! 193

Automatic Formatting 194

Enjoying automagical text 194

Formatting tricks for paragraphs 196

Undoing an AutoFormat 198

Center a Page, Top to Bottom 198

Part IV: Spruce Up a Dull Document 201

Chapter 18: Borders and Lines 203

The Basics of Borders 203

Putting borders around a paragraph 205

Drawing a thick line between paragraphs 206

Boxing multiple paragraphs 206

Removing borders 207

The Borders and Shading Dialog Box 207

Creating a fancy title 208

Boxing text 209

Applying a page border 209

Chapter 19: Able Tables 211

Put a Table in Your Document 211

Working with tables in Word 212

Creating a table 213

Un-creating a table 216

Deleting a table 217

Text in Tables 217

Typing text in a table 217

Selecting in a table 218

Aligning text in a cell 218

Table Modification 219

Adding or removing rows or columns 220

Adjusting row and column size 220

Merging cells 221

Splitting cells 221

Making the table pretty 222

Adding a table caption 222

Chapter 20: Columns of Text 225

All about Columns 225

Making two-column text 227

Building a trifold brochure 227

Giving up on columns 228

Column Termination 229

Changing column formats 229

Placing a column break 230

Chapter 21: Lots of Lists 233

Lists with Bullets and Numbers 233

Making a bulleted list 234

Numbering a list 234

Creating a multilevel numbered list 235

Numbering lines on a page 235

Document Content Lists 236

Creating a table of contents 236

Building an index 237

Adding a list of figures 239

Footnotes and Endnotes 239

Chapter 22: Here Come the Graphics 241

Graphical Goobers in Your Text 241

Copying and pasting an image 243

Plopping down a picture 243

Stealing images from the Internet 244

Slapping down a shape 244

Sticking things into a shape 245

Using WordArt 246

Adding a caption 246

Image Layout 247

Wrapping text around an image 249

Floating an image 249

Keeping an image with text 250

Image Editing 250

Resizing an image 250

Cropping an image 251

Rotating an image 251

Changing an image’s appearance 252

Image Arrangement 252

Moving an image hither and thither 252

Aligning graphics 253

Shuffling images front or back 253

Grouping images 254

Chapter 23: Insert Tab Insanity 255

Characters Foreign and Funky 255

Nonbreaking spaces and hyphens 255

Typing characters such as Ü, Ç, and Ñ 256

Inserting special characters and symbols 257

Spice Up Your Document with a Text Box 258

Fun with Fields 259

Understanding fields 260

Adding some useful fields 261

Updating a field 262

Changing a field 262

Deleting fields 263

The Date and Time 263

Adding the current date or time 264

Using the PrintDate field 264

Part V: The Rest of Word 265

Chapter 24: Multiple Documents, Windows, and File Formats 267

Multiple Document Mania 267

Arranging open document windows 268

Comparing two documents side by side 269

Viewing one document in multiple windows 269

Using the old split‐screen trick 270

Many, Many Document Types 271

Understanding document formats 271

Opening a non‐Word document 272

Updating an older Word document 274

Chapter 25: Word for Writers 275

Organize Your Thoughts 275

Entering Outline view 276

Typing topics in the outline 277

Rearranging topics 278

Demoting and promoting topics 278

Expanding and collapsing topics 279

Adding a text topic 281

Printing an outline 281

Large Documents 282

Creating a master document 282

Splitting a document 284

Dan’s Writing Tips 285

Choosing the best word 285

Counting every word 285

Writing for writers 286

Chapter 26: Let’s Work This Out 287

Comments on Your Text 287

Adding a comment 288

Displaying or hiding comments 288

Reviewing comments one at a time 289

Printing comments (or not) 290

Deleting comments 291

The Yellow Highlighter 291

Look What They’ve Done to My Text, Ma 292

Comparing two versions of a document 292

Tracking changes as they’re made 294

Reviewing changes 294

Collaborate on the Internet 295

Sharing a document 296

Checking updates 296

Chapter 27: Mail Merge Mania 297

About Mail Merge 297

Understanding Word’s mail merge jargon 298

Reviewing the mail merge process 299

Using the Mail Merge Wizard 300

I The Main Document 300

Creating a mail merge form letter 300

Creating mail merge email messages 302

Creating mail merge envelopes 302

II The Recipient List 303

Building a new recipient list 303

Using an already created recipient list 307

Grabbing a recipient list from Outlook 308

Editing a recipient list 308

III Fold in the Fields 309

IV Preview the Merged Documents 310

V Mail Merge Ho! 311

Merging to a new set of documents 311

Merging to the printer 311

Merging to email 312

Chapter 28: Labels and Envelopes 313

Labels Everywhere 313

Printing sheets of identical labels 314

Printing an address list 315

Instant Envelope 317

Chapter 29: A More Custom Word 321

A Better Status Bar 321

The Quick Access Toolbar 323

Adding buttons to the Quick Access toolbar 324

Editing the Quick Access toolbar 324

Removing items from the Quick Access toolbar 326

Customize the Ribbon 326

Part VI: The Part of Tens 329

Chapter 30: The Ten Commandments of Word 331

Thou Shalt Remember to Save Thy Work 331

Thou Shalt Not Use Spaces Unnecessarily 332

Thou Shalt Not Abuse the Enter Key 332

Thou Shalt Not Neglect Keyboard Shortcuts 332

Thou Shalt Not Manually Number Thy Pages 333

Thou Shalt Not Force a New Page 333

Thou Shalt Not Forget Thy Undo Command 333

Honor Thy Printer 333

Thou Shalt Have Multiple Document Windows Before Thee 334

Neglecteth Not Windows 334

Chapter 31: Ten Cool Tricks 335

Automatic Save with AutoRecover 335

Accelerate the Ribbon 336

Ancient Word Keyboard Shortcuts 337

Build Your Own Fractions 337

Electronic Bookmarks 338

Lock Your Document 339

The Drop Cap 339

Map Your Document 340

Sort Your Text 341

Map Ctrl+F to the Advanced Find Command 342

Chapter 32: Ten Bizarre Things 343

Equations 343

Video in Your Document 344

Hidden Text 344

The Developer Tab 345

Hyphenation 345

Document Properties 346

Cross‐References 346

Collect and Paste 346

Click‐and‐Type 347

Word and the Internet 347

Chapter 33: Ten Automatic Features Worthy of Deactivation 349

Bye-Bye Start Screen 349

Restore the Traditional Open and Save Dialog Boxes 350

Turn Off the Mini Toolbar 350

Select Text by Letter 351

Disable Click‐and‐Type 352

Paste Plain Text Only 352

Disable AutoFormat Features (×4) 353

Index 355