Word 2016 For Professionals For Dummies

Dan Gookin has been writing about technology for over 150 titles years. He's written more than 130 books, including the original For Dummies book, DOS For Dummies, which soon became the world's fastest-selling computer book. Other top sellers include PCs For Dummies, Laptops For Dummies, and Android Phones For Dummies. Visit Dan at www.wambooli.com.

Introduction 1

About This Book 1

How to Use This Book 2

Foolish Assumptions 3

Icons Used in This Book 4

Beyond the Book 5

Where to Go from Here 5

Part 1: Fancy Formatting and Froufrou 7

Chapter 1: Font Fun 9

A Knowledge of Fonts 9

Describing text 10

Understanding text attributes 12

Selecting the proper typeface 14

Font Control 15

Exploring the Font group 15

Using the Font dialog box 16

Choosing fonts with a theme 17

Changing the default font 18

Typography Control 19

Changing text scale 19

Setting character spacing 20

Adding kerning and ligatures 21

Adjusting text position 22

Text Effects Strange and Wonderful 23

Accessing the Format Text Effects pane 24

Changing text fill 25

Setting a text outline 26

Adding a text shadow 28

Configuring text reflection and glow 29

Creating hidden text 29

Find and Replace Text Formatting 31

Chapter 2: Paragraph Layout 35

A Typical Paragraph 35

Understanding paragraph formatting 36

Finding paragraph control in Word 38

Working with the Ruler 39

Pure Paragraph Formatting 40

Using justification 41

Working with paragraph indents 42

Setting a first-line indent 43

Creating a hanging indent 44

Increasing space before or after a paragraph 45

Adjusting line spacing 46

Adding some shade 48

Hyphenation 49

Adding a manual hyphen 50

Automatically hyphenating text 51

Inserting an unbreakable hyphen 52

Of Widows and Orphans 52

Chapter 3: Tabs and Lists 55

The Whole Tab Thing 56

Understanding tab stops 56

Setting tab stops on the Ruler 58

Using the Tabs dialog box 60

Viewing tab characters 62

Tab Cookbook 62

Building a hanging-indent list 63

Building a double-tab hanging-indent list 64

Creating a tabbed list 65

Setting a Center tab stop 66

Building a left-justified, right-justified list 66

Building a back-to-back list 68

Lining up values with a decimal tab 69

Creating a leader tab list 70

Adding a leader tab to an existing tab stop 72

Building fill-in-the-blanks underlines 72

Finding an excuse to use the Bar tab 74

Numbered Lists 75

Numbering paragraphs 75

Adjusting numbering indents 76

Skipping paragraph numbers 77

Restarting numbered paragraphs 78

Numbering paragraphs starting at a specific value 79

Creating custom paragraph numbers 79

Bulleted Lists 80

The Multilevel List 81

Chapter 4: Custom Tables 85

Let’s Build a Table 85

Creating a table the original way 86

Inserting a fresh, new table 88

Converting tabs to a table 89

Drawing a table 90

Adding a quick table 91

Table Editing 92

Filling the table 92

Selecting stuff in a table 93

Inserting rows or columns 94

Merging and splitting cells 95

Setting the table size 97

Adjusting row and column size 97

Make the Table Less Obnoxious 99

Adding a table heading 99

Aligning text 99

Setting text direction 100

Setting gridlines 101

Applying instant table formats 101

Some Table Tricks 102

Sorting a table 102

Splitting a table between two pages 104

Applying table math 105

Adios, Table 106

Removing a cell 106

Deleting rows or columns 107

Converting a table to text 107

Deleting a table’s text 108

Deleting a table 108

Chapter 5: Custom Columns 109

The Columns Philosophy 109

Understanding columns 110

Setting columns in Word 110

More than One Column 113

Creating 2-column text 113

Applying full justification 113

Adjusting the column gutter 114

Using a column break 115

Applying columns to part of a document 116

Triple Columns — and More! 117

Building a triple-column page 117

Setting four or more columns 118

Chapter 6: Page Control 119

All about Page Formatting 119

Finding the page formatting commands 120

Choosing the paper size 121

Creating envelopes 123

Adding more than one page per sheet 124

Changing orientation 126

Setting the page margins 126

Behold! A New Page! 127

Adding a hard page break 128

Inserting a blank page 128

The Big Deal with Sections 130

Understanding sections 130

Creating a section break 131

Removing a section break 132

Chapter 7: Headers and Footers 133

Headers, Headings, Footers, Footings 134

Quick-Slap a Header or Footer 135

Your Very Own Headers and Footers 135

Creating a header 136

Switching between the header and footer 137

Typing text in a header 137

Adding page numbers 138

Placing objects in the header 140

Resetting the header position 140

Removing a header 141

When Headers and Footers Change 141

Working with headers in sections 142

Creating odd and even headers 143

Page Numbering Galore 144

Adding an instant page number 145

Restarting page numbering 146

Choosing another page number style 147

Chapter 8: Style Methods and Madness 151

The World of Styles 151

Understanding style types 152

Finding Word’s style commands 152

Applying a style 155

Unapplying a style 156

A New Style 157

Formatting text and then creating a style 157

Making a style from scratch 158

Modifying a style 160

Setting the next style 161

Creating a heading style 162

Style Management 164

Selecting instances of a style 164

Deleting a style 166

Stealing a style from another document 166

Chapter 9: The Tao of Templates 169

Template 101 169

Understanding templates 169

Starting a new document 170

Choosing an online template 172

Using one of your own templates 173

Make Your Own Template 173

Building a custom template 174

Modifying a template 178

Updating template documents 179

Template Management 181

Finding the templates 181

Reassigning templates 181

Part 2: Go Graphical 183

Chapter 10: Text and Graphics Layout 185

Where Text and Objects Meet 185

Finding things to insert into a document 186

Mixing text and objects 187

Layout Choices 188

Setting layout options 188

Using the Inline option 190

Wrapping text around an object 190

Editing the wrap points 191

Setting the image’s position 193

Floating an object in front of or behind text 194

Aligning objects on a page 195

Chapter 11: Drawing Objects 197

Shapes and Such 197

Inserting a drawing object 198

Drawing a freeform shape 199

Changing the object’s position 200

Resizing the shape 201

Rotating the shape 202

Setting the objects’ colors, line styles, and effects 203

Editing a shape 206

Shapes in Groups 208

Arranging shapes in front or behind 209

Aligning shapes 210

Grouping multiple shapes 213

Using the drawing canvas 214

Text and Graphics in Boxes 215

Inserting a text box 215

Converting a shape into a text box 216

Linking text boxes 217

Adding a picture to a shape 218

Chapter 12: Pictures and Illustrations 221

One Thousand Words 222

Adding an image 222

Copying and pasting an image 223

Adding an image from the web 224

Replacing an image 225

Removing a picture 225

Image Adjustment 225

Cropping an image 226

Removing the background 228

Making corrections 229

Adjusting the image’s color 230

Adding artistic effects 231

Restoring an image (removing effects) 231

Picture Frame Formatting 232

Selecting a picture style 232

Adding a border 233

Applying a frame effect 234

Caption That Picture 234

Chapter 13: Insert Objects Weird and Amazing 237

Objects Beyond Mere Mortal Text 237

Having fun with WordArt 238

Adding SmartArt 238

Inserting a whole ’nuther Word document 240

Summing up equations 240

Putting a video in your document 242

Where Word Meets Excel 242

Pasting part of an Excel worksheet into a document 243

Copying and linking a worksheet 245

Opening an Excel worksheet inside of Word 247

Whipping up a chart 248

Part 3: Word at Work 253

Chapter 14: Beyond Routine Documents 255

Cover Pages 255

Selecting a preset cover page 256

Designing your own cover page 257

Resetting the page number 259

Centering a page from top to bottom 261

Using text boxes for titles 262

Word’s Phony Watermarks 264

Adding a watermark 265

Customizing the watermark 266

Removing the watermark 267

Printing background objects 268

Document Tricks 268

Writing a return address 268

Adding page color 269

Setting a page border 270

Putting the filename in a header or footer 272

Printing for three-ring binding 273

Setting document properties 274

Creating a digital signature object 276

Chapter 15: Different Document Types and Printer Control 279

Save Documents in Strange Formats 280

Understanding document formats 280

Saving a plain-text document 282

Saving in the old Word document format 285

Creating a PDF 287

Saving an RTF document 288

Open Documents from Strange Formats 289

Recovering text from any old file 289

Choosing a specific document format 291

Reading a PDF 291

Converting a document from Compatibility Mode 292

Printer Tricks 293

Printing a PDF 293

Printing multiple copies 295

Printing on both sides of a sheet of paper 295

Printing more than one page per sheet 296

Chapter 16: Collaboration and Sharing 299

Here Are My Thoughts 299

Highlighting text 300

Inserting a comment 300

Showing and hiding comments 302

Reviewing comments 303

Marking a comment as Done 303

Deleting comments 303

Look What They Did! 304

Activating the Track Changes feature 304

Disabling Track Changes 305

Locking the changes 305

Showing or hiding revisions 306

Accepting or rejecting changes 307

When Revision Marks Are Forgotten 308

Online Collaboration 311

Sending out invitations 311

Working together on a document 313

Ending collaboration 314

Chapter 17: Word for Lawyers and WordPerfect Converts 315

Line Numbers on the Page 315

Adding line numbers 316

Formatting line numbers 317

Removing line numbers 318

The Table of Authorities 318

Marking citations 318

Inserting the table of authorities 320

Other Legal Considerations 322

Setting a left-right block indent 322

Redacting text 323

Hello, WordPerfect User! 326

Converting your WordPerfect documents 326

Revealing the codes 327

Understanding Word’s oddities 329

Part 4: Word for Writers 331

Chapter 18: Tools for Every Author 333

Behold! The Document Window 333

Showing or hiding the Ribbon 334

Going full-screen 335

Setting the document view 335

Adding useful panes 336

Controlling the status bar 337

Count Your Words 339

Checking the word count 339

Adding the word count to the status bar 340

Inserting the current word count into your document 340

Viewing readability statistics 341

Document Proofing 342

Disabling on-the-fly proofing 343

Proofing your document manually 344

Understanding the spell check icon 345

Working with the dictionary 346

Undoing an ignore proofing command 347

Adjusting the grammar checking sensitivity 348

Tools for a Wordsmith 348

Choosing a better word 348

Translating some text 350

Ignoring a span of foreign text 350

Chapter 19: From Brainstorm to Outline 353

The Outline Thing 353

Word’s Outline View 354

Activating Outline view 354

Exploring the Outlining tab 355

Using heading styles 356

Outline Construction 356

Creating top-level topics 357

Moving topics 357

Demoting or promoting a topic 359

Moving topics and subtopics together 361

Adding narrative 361

Outline Presentation 363

Collapsing and expanding outline topics 363

Printing the outline 364

Using the navigation pane 365

Chapter 20: Humongous Documents 367

Write That Novel! 367

Building one, long manuscript 368

Writing one chapter per document 369

One Long Manuscript 370

Bookmarking your text 370

Visiting a bookmark 371

Removing a bookmark 372

Splitting the window 372

Opening a second window 374

The Master Document 374

Creating the master document 375

Working with the master document 376

Chapter 21: Document References 381

Table of Contents 382

Understanding the TOC 382

Inserting a TOC 383

Updating the TOC 385

Footnotes and Endnotes 385

Adding a footnote 386

Creating an endnote 387

Reviewing notes 388

Changing notes 388

Setting note options 389

Converting between footnotes and endnotes 390

Citations and the Bibliography 390

Creating citations 390

Inserting existing citations 392

Building the bibliography 392

Automatic Captions 393

Adding a caption 393

Inserting a list of captions 395

Cross-References 396

Glossary 397

Index 398

Marking entries for the index 398

Inserting the index 400

Updating the index 402

Chapter 22: eBook Publishing 403

The eBook Process 403

Writing the manuscript 404

Formatting your eBook document 405

Using pictures or graphics 406

Creating hyperlinks 407

Adding document references 408

eBook Publishing Tips 409

Titling your tome 409

Generating a cover 410

Finding a publisher 410

Publishing with Kindle Direct Publishing 411

Previewing the final eBook 413

Setting the price 413

Marketing your eBooks 414

Part 5: Document Automation 415

Chapter 23: AutoCorrect, AutoText, and AutoFormat 417

Know Your Autos 418

AutoCorrect the Boo-Boos 420

Working with AutoCorrect capitalization settings 420

Pretending that AutoCorrect is AutoText 422

Undoing an AutoCorrect change 423

Instant Typing with AutoText Building Blocks 425

Creating an AutoText building block 425

Reviewing building blocks 427

AutoFormat As You Type 427

Understanding AutoFormat options 428

Undoing an AutoFormat change 430

Chapter 24: Document Fields 431

Field Philosophy 431

Inserting a field 432

Working with fields behind the scenes 433

Updating a field 434

Finding fields in a document 435

Building a field manually 436

Field Cookbook 437

Inserting page number fields 437

Using date-and-time fields 439

Adding document info fields 442

Echoing text in a field 444

Chapter 25: The Big Macro Picture 445

Behold the Developer Tab 446

Word Macro 101 447

Understanding macros 447

Recording a macro 448

Running a macro 451

Deleting a macro 453

Quick Macro Access 454

Assigning a macro to a Quick Access toolbar button 454

Creating a macro keyboard shortcut 456

The Joys of Macro-Enabled Documents 458

Saving macros with the current document 458

Creating a macro-enabled template 460

Macro Security 461

Visiting the Trust Center 461

Dealing with a macro-enabled document 463

Chapter 26: More Macro Fun 465

The VBA Editor 466

Exploring the editor 466

Reviewing macro code 467

Editing a macro’s VBA code 468

Dealing with a macro boo-boo 470

Beyond Mortal Macros 471

Processing an entire document 471

Entering a command that you cannot type 473

Exploring VBA references 475

Chapter 27: Dynamic Templates with Content Controls 477

The World of Content Controls 478

Inserting a content control 478

Changing the content control view 480

Setting a content control’s properties 480

Removing a content control 482

Converting a content control to text 482

Useful Content Controls 483

Setting up a fill-in-the-blanks item 483

Adding a multiline text field 484

Inserting an image 485

Selecting the date 487

Building a drop-down list 488

Chapter 28: Final Document Preparation and Protection 491

Document Inspection 492

Finding things you forget 492

Using the Accessibility Checker 493

Checking document compatibility 494

Document Encryption and Password Protection 496

Encrypting your document 496

Removing encryption 498

Restrict and Control Document Changes 499

Setting text-editing restrictions 499

Marking a document as “final” 501

Document Recovery 502

Activating automatic backup 502

Viewing an older version of your document 503

Searching for lost documents 504

Part 6: Beyond Word Processing 507

Chapter 29: Word and the Internet 509

The Backstage 509

Using the Backstage 510

Removing a file from the Open Backstage 511

Adding a storage place to the Backstage 512

Summoning the traditional dialog boxes 512

Disabling the Backstage 513

Cloud Storage Options 514

Understanding OneDrive 514

Adding OneDrive to other devices 515

Fixing OneDrive sync issues 517

Exploring other cloud storage solutions 518

Word and Office 365 520

Obtaining Office 365 521

Checking your Office 365 subscription 521

Word on the Web 522

Chapter 30: Web Page Publishing 525

Ode to Web Publishing 525

Obtaining a web host 526

Understanding web page production 527

Examining a web page document 528

Web Page Creation in Word 530

Setting Web Layout view 530

Formatting a document for the web 531

Inserting a hyperlink 532

Saving a web page document 534

Chapter 31: Customize Word 537

General Options and Settings 538

Showing special characters 539

Controlling text selection 540

Setting text-pasting options 540

Disabling annoying features 542

Specifying the default document folder 545

Word’s Appearance 545

Showing the ruler 546

Revealing the scrollbars 546

Removing the Style Area view 547

Moving the Quick Access toolbar 547

Fun with the Quick Access Toolbar 548

Configuring the toolbar 548

Adding special commands to the toolbar 550

Rearranging commands on the toolbar 551

Separating command groups on the toolbar 552

Removing commands 553

Resetting the toolbar 554

Build a Custom Tab on the Ribbon 554

Creating a new tab 554

Adding commands to a new tab 556

Changing command and group names 557

Building more groups 558

Stealing another group from the Ribbon 559

Keyboard Customization 560

Assigning a keyboard shortcut to a command 560

Setting a symbol’s shortcut key 562

Unassigning a keyboard shortcut 564

Chapter 32: Breaking Your Word 565

Quick Problems and Solutions 565

“What did I just do!” 566

“I just saved my document, and now I can’t find it!” 566

“This line just won’t go away!” 568

“How can I get this extra page not to print!” 569

The Document Needs a-Fixin’ 570

Opening a document in the proper format 570

Opening a document for repair 571

Reassigning the document’s template 572

Extracting a fouled document’s text 573

Word Repair and Recovery 574

Running the Office Repair utility 574

Fixing the Normal template 575

Entering Startup mode 577

Running Word in Safe Mode 578

Part 7: the Part of Tens 579

Chapter 33: Ten Fun Macros 581

Message Pop-Ups 582

Document Cleanup 583

Double-Indent Paragraph 584

Word Swap 585

And/Or Word Swap 586

Swap Sentences 587

Swap Header and Footer Text 588

Update Document Fields 589

Place Parenthetical Text into a Footnote 590

Spike Text 592

Chapter 34: Ten Function Key Shortcuts 595

F1 596

F2 596

F3 597

F4 597

F5 598

F6 598

F7 598

F8 599

F9 599

F10 599

F11 600

F12 600

Index 601