Contents: Pages

1. Microsoft Word 1-150

2. Microsoft Excel 1-150

3. Microsoft Powerpoint 1-64

 Microsoft Office
Word 2016 for Windows

INTRODUCTION TO MS-WORD

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Learning Objectives

After completing the instructions in this booklet, you will be able to:
 Identify the components of the Word 2016 interface.
 Use the Tell Me feature to enter words and phrases related to what you want to do next to
quickly
 Access features or actions.
 Create a new document.
 Set document margins.
 Set paragraph alignment, indentation, and spacing.
 Set tabs.
 Add headers and footers to a document.
 Apply a theme to a document.
 Format text.

 Check the document for spelling and grammar. 

The Word 2016 Interface

The Word 2016 interface is very similar to the Word 2013 interface, with a few minor changes. The
following describes the Word 2016 interface.

The Backstage View

When first opening the program, the user will be presented with options to open recent documents,
start a new blank document, or select from a number of templates. The following explains how to
enter the Backstage View after creating your document:

1. Click the File tab.

Figure 1 - File Tab (Backstage View)

2. From the Backstage View, you can perform the following actions:
a. Back - Takes you back to edit your document (See Figure 2).
b. Info - Obtain information about your documents (See Figure 2).

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 c. New - Create a new document from a blank or pre-formatted template (See Figure 2).
d. Open - Open a document (See Figure 2).
e. Save - Save the document to keep your edits (See Figure 2).
f. Save As - Resave a saved document as a different filename or file type (See Figure 2).
g. Print - Print documents and see a preview of your document (See Figure 2).
h. Close - Close the document (See Figure 2).

Figure 2 - Backstage View

The Ribbon
The Ribbon is a panel that contains functional groupings of buttons and drop-down lists organized by
tabs. Each product in the Office Suite has a set of tabs that pertain to the functionality of that
application. Each tab is further divided into groups such as the Font and Paragraph.

Figure 3 - The Ribbon

At the bottom right-hand corner of some groups, there is a diagonal arrow called a Dialog Box Launcher
(See Figure 4). Clicking this button opens a dialog box for that group containing further option selections
for the group.

Figure 4 - Dialog Box Launcher

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Contextual tabs will appear depending on what you are working on. For example, if you've inserted
pictures, the tab appears whenever a picture is selected.

Figure 5 - Contextual Tab

Customizing the Ribbon

You can hide/unhide tabs that you do not use, or create your own tab of favorite tools. The following
explains how to customize the Ribbon to build your own tabs and groups.

1. Click the File tab.

Figure 6 - File Tab (Backstage View)

2. In the Backstage View, click Options.

3. In the Word Options dialog box, click Customize Ribbon (See Figure 7).
4. Click the New Tab button (See Figure 7).
5. A New Tab has been added in the list of Main Tabs. Under New Tab, you will see New Group is
already selected for you (See Figure 7).
6. From the column on the left, select a command from the list under Choose commands from to
add to the New Group (See Figure 7).
7. Click the Add button (See Figure 7).

Figure 7 - Creating a New Tab

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 8. The command will be added to your New Group tab.
9. To rename the tab or group, right-click on the New Tab or New Group (See Figure 8).
10. Click Rename (See Figure 8).
11. To hide a tab, remove the check mark next to the name of the tab (See Figure 8).

Figure 8 - Rename New Tab or New Group

The Quick Access Toolbar

The Quick Access Toolbar is located in the upper-left part of the main Word window, above the File
and Home tabs. It provides easy access to commands that you may use often and be customized to
your preferences. The following explains how to customize the Quick Access Toolbar:

1. Click the drop-down arrow in the Quick Access Toolbar (See Figure 9).
2. In the Customize Quick Access Toolbar drop-down menu, click the command(s) you wish to add
or remove from your Quick Access Toolbar (See Figure 9).
3. Click More Commands (See Figure 9).

Figure 9 - Customize Quick Access Toolbar

4. In the Customize Quick Access Toolbar window, from the column on the left, select a command
from the list under Choose commands from to add to your Quick Access Toolbar (See Figure 10).
5. Click the Add button (See Figure 10).
6. Click the Ok button (See Figure 10).
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 Figure 10 - Adding Commands to the Quick Access Toolbar

Tell Me
The Tell Me feature allows you to enter words and phrases related to what you want to do next to
quickly access features or actions. It can also be used to look up helpful information related to the
topic. It is located on the Menu bar, above the ribbon.

Search for Features

1. Click the Tell Me box.

Figure 11 - Tell Me

2. Type the feature you are looking for (See Figure 12).
3. In the Tell Me drop-down, you will receive a list of features based on your search. Click the
Feature you were looking for (See Figure 12).

Figure 12 - Select a Feature

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 4. You will either be taken to the feature or a dialog box of that feature will open.

Figure 13 - Insert Pictures Online Dialog Box

Get Help with Word

To receive Microsoft Word Help, either type in the Tell Me box or press the F1 key on the keyboard.

1. Click in the Tell Me box.

Figure 14 - Tell Me

2. Type your question you want help with (See Figure 15).
3. In the Tell Me drop-down, click Get Help on question (See Figure 15).

Figure 15 - Get Help on Feature

4. In the Word 2016 Help dialog box, you will get a list of help topics based on your search. Click
the Topic you wanted help with.

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 Figure 16 - Word 2016 Help

Smart Lookup
Use Smart Lookup to search Bing Mi rosoft’s internet search engine) to provide you with search
results for a word or phrase.

1. Click the Tell Me box.

Figure 17 - Tell Me

2. Type a word or phrase you are looking up information for (See Figure 18).
3. In the Tell Me drop-down, click Smart Lookup on word (See Figure 18).

Figure 18 - Smart Lookup on Word

4. In the Insights pane, you will receive the following information:

a. Explore - Wiki articles, image search, and related searches from the internet (See Figure 19).

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 b. Define - A list of definitions (See Figure 19).
Note: The Insights pane uses the Microsoft search engine Bing. For Smart Lookup to work you have
to be connected to the internet.

Figure 19 - Insights Pane

The Mini Toolbar

The Mini Toolbar is a toolbar that appears when you select text. The Mini Toolbar provides quick access
to some commonly used formatting tools, such as font, font size, bold, italics, and more.

Figure 20 - Mini Toolbar

Disable the Mini Toolbar

1. Click the File tab.

2. In the Backstage View, click Options.
3. In the Word Options dialog box, click General (See Figure 21).
4. Under the User Interface options section, click the checkbox for Show Mini Toolbar on selection
(See Figure 21).
5. Click the OK button (See Figure 21).

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 Figure 21 - Turn off the Mini Toolbar

The Status Bar

The Status Bar is located at the bottom of the Word i do a d gi es ou a at a gla e s apshot of important
information regarding your current document (e.g. number of pages, number of words, proofing errors,
etc.).

Figure 22 - Status Bar

Customize the Status Bar

1. Right-click the Status Bar (See Figure 23).
2. In the Customize Status Bar drop-down menu, click an option to add it (See Figure 23).
3. When finished, click anywhere outside the Customize Status Bar drop-down.

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 Figure 23 - Customize Status Bar

Creating a New Document

The following shows how to create a Blank Document in Word:

1. Click the File tab.

Figure 24 - File Tab (Backstage View)

2. In the Backstage View, click New (See Figure 25).

3. Click Blank Document (See Figure 25).

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 Figure 25 - Blank Document

Setting up Your Document

When you begin creating a new Word document, there are certain aspects of the document that you
should consider, such as margin settings, fonts and styles, and line spacing. Making these choices
before you begin typing could save you time editing your document later on.

Setting Margins

Page margins, the blank space around the edges of the page, can contribute to the impression your
document makes, and even how easy it is to read. A few clicks set the margins for a page or an entire
document. The following instructions explain how to change the margin settings:

1. Click the Layout tab (See Figure 26).

2. Click the Margins button (See Figure 26).
3. Click one of the present margin options (See Figure 26).
Note: Clicking on Custom Margins at the bottom of the Margin options will open the Page Setup
window and allow you to enter the specific margin values that you want.

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 Figure 26 - Margins

Setting the Default Font

You can change the default font options so your favourite font is always selected in Word. The following
explains how to change the default font options:

1. Click the Home tab (See Figure 27).

2. In the Font group, click the Font Dialog Box Launcher (See Figure 27).

Figure 27 - Font Dialog Box Launcher

3. In the Font dialog box, you can change the Font, Font style, Size, Font color, Underline style, and
Effects (See Figure 28).
4. Click Set As Default (See Figure 28).

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 Figure 28 - Font Dialog Box

5. In the Set as Default dialog box, make a selection based on your preference (See Figure 29).
6. Click the OK button (See Figure 29).

Figure 29 - Set as Default Dialog Box for Font

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Setting Default Paragraph Alignment
You can change the default paragraph alignment options so is always spaced how you want it to be in
Word. Alignment, indentation, and line spacing are all set from the Paragraph dialog box. The
following explains how to change the default paragraph options:

1. Click the Home tab (See Figure 30).

2. In the Paragraph group, click the Paragraph Dialog Box Launcher (See Figure 30).

Figure 30 - Paragraph Dialog Box Launcher

3. In the Paragraph dialog box, you can change the Alignment, Outline level, Indentation,
and Spacing (See Figure 31).
4. Click Set As Default (See Figure 31).

Figure 31 - Paragraph Dialog Box

5. In the Set As Default dialog box, make a selection based on your preference (See Figure 32).
6. Click the OK button (See Figure 32).

Figure 32 - Set as Default Dialog Box for Paragraph

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Adding Styles

The Styles Gallery is a combination of text formatting options which are saved under a single name.
Using styles can make formatting text faster and easier than applying individual formatting options.
Styles can also help with navigating your document, and marking sections for later use in a table of
contents.

The choices in the Styles Gallery incorporate a feature called Live Preview. When you hover your mouse
over a selection in a Gallery, your document takes on the formatting attributes of that selection in
order to give you a preview of how that selection will look when applied to your document.

Add a Style to Your Document

1. Select the text you wish to add a style to (See Figure 33).
2. Click the Home tab (See Figure 33).
3. Click one of the preset styles (See Figure 33).

Note: Only the most recently used Styles in the Styles Gallery are displayed on the ribbon. The
entire Styles Gallery can be displayed by clicking the more button at the right of the displayed
Styles.

Figure 33 - Styles

4. The style will be added to your selected text.

Figure 34 - Style Added

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Adding Themes
A Theme is a set of formatting options that is applied to an entire document. A theme includes a set of
colors, a set of fonts, and a set of effects. Using themes shortens formatting time and provides a
unified, professional appearance.

Themes can be accessed from the Design tab. From here you can select a theme from the Document
Formatting group, as well as customize the colors, fonts, and effects of a theme. The default theme
that is applied to every new document is the Office Theme. The following shows how to apply a
different theme to a document:

1. Click the Design tab (See Figure 35).

2. Click the Themes button (See Figure 35).
3. Click the Theme to apply it to your document (See Figure 35).
Note: Hover the mouse over the selections in the Themes Gallery to preview how each theme will
look when applied to your document.

Figure 35 - Themes

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Editing a Document
Entering Text

Word will automatically wrap text when the cursor reaches the right margin. There is no need to press
the ENTER key unless you want to start a new paragraph or add space between lines of text.

Formatting Text

Character and paragraph formatting commands are found on the Home tab of the Ribbon. To
apply any of the formatting options, first select the text and then click the button or check box for
the option(s) that you want to apply.

Character Formatting

Character formatting involves changing the font, size, color, and spacing of characters, as well as
applying bold, italics, and various other effects. Commonly used commands are found in the Font
group, under the Home tab, while more commands can be found in the Font Dialog Box. The Font
Dialog Box can be accessed by clicking the Font Dialog Box Launcher.

Figure 36 - Font Dialog Box Launcher

Paragraph Formatting

Paragraph formatting involves changing the alignment, line spacing, or indentations of paragraphs.
Commonly used commands are located in the Paragraph group, under the Home tab, while more
commands can be found in the Paragraph Dialog Box. The Paragraph Dialog Box can be accessed by
clicking the Paragraph Dialog Box Launcher.

Figure 37 - Paragraph Dialog Box Launcher

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Enabling the Ruler

Word has a ruler that fits along the top and left side of your document and provides a point of
reference when aligning text and images within your document. The following explains how to enable
the ruler:

1. Click the View tab (See Figure 38).

2. Click the checkbox next to Ruler (See Figure 38).
3. The ruler will appear along the top and left side of your document (See Figure 38).

Figure 38 - Ruler

Setting Tab Stops

Tab stops provide a position for placing and aligning text on your document, and are most easily set
from the Ruler (See Enabling the Ruler). The following explains how to insert a tab stop:

1. Click within the paragraph or text that you want to insert your tab stop.
2. Position your mouse pointer over the Ruler at the location you want to add the tab stop.
3. Left-click the mouse button. A tab stop will be placed on the ruler.

Figure 39 - Tab Stop

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Adding a Leader to Tab Stops

After adding a tab stop (See Setting Tab Stops), a leader can be added to make text easier to read. For
example, on a menu the leaders make it easier to read the food and the corresponding price. The
following explains how to add leaders to your tab stops:

1. Double-click on the tab stop in your Ruler.

Figure 40 - Tab Stop

2. In the Tabs dialog box, click on one of the Leader options (See Figure 41).
3. Click the OK button (See Figure 41).

Figure 41 - Tabs Dialog Box

4. The leader will appear when you tab to the tab stop.

Figure 42 - Tab Stop Leader

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Selecting Different Tab Stops

At the far left of the horizontal ruler is the tab selector that lets you choose from different types of
tab stops. The most commonly used tab stop is a Left Tab and more can be selected by clicking the
tab selector.

Figure 43 - Tab Selector

Headers and Footers

Headers and footers are areas containing text that will be displayed on every page. The header is
located along the top of every page, while the footer is located at the bottom of every page. The
following explains how to add a header to a document:
1. Click the Insert tab (See Figure 44).
2. Click Header (See Figure 44).
3. In the Header Gallery drop-down menu, click on a header design (See Figure 44).

Figure 44 - Header

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 4. To edit the header, type the text that you want to appear in the indicated areas (See Figure 45).
5. When you are finished, click Close Header and Footer in the Header & Footer Design Tools -
Design tab (See Figure 45).

Figure 45 - Close Header and Footer

Editing Headers & Footers

1. Click the Insert tab (See Figure 46).
2. Click Header (See Figure 46).
3. In the Header Gallery drop-down menu, click Edit Header (See Figure 46).
4. The Header & Footer Tools - Design tab will open. You will be able to make your edits to
the header and/or footer.

Figure 46 - Edit Header

Removing Headers & Footers

1. Click the Insert tab (See Figure 47).

2. Click Header (See Figure 47).
3. In the Header Gallery drop-down menu, click Remove Header (See Figure 47).

Figure 47 - Remove Header

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Adding Page Numbers to Your Document
1. Click the Insert tab (See Figure 48).
2. Click Page Number (See Figure 48).
3. In the Page Number drop-down menu, click Bottom of Page (See Figure 48).
4. In the Bottom of Page drop-down menu, click on a page number design (See Figure 48).

Figure 48 - Adding Page Numbers to Your Document

Cut, Copy, and Paste Text

To remove text from one place in the document and put it in another you cut and paste the text. You can
also copy and paste text if you want to add copies of your selection elsewhere in your document.

The Cut, Copy, and Paste commands, along with the Format Painter, are located in the Clipboard group
on the Home tab.

Cutting and Pasting Text

1. Select the text to be cut.

2. Click the Home tab (See Figure 49).
3. Click the Cut button (See Figure 49).

Figure 49 - Cut Tool

4. Click within the document where you want to paste the text.
5. Click the Paste button.

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 Figure 50 - Paste Tool

6. Your text will be reinserted into the location you specified within your document.

Note: You can move text from one place to another by selecting the text and then clicking and
dragging the text to the new location.

Copying and Pasting Text

1. Select the text to be copied.

2. Click the Home tab (See Figure 51).
3. Click the Copy button (See Figure 51).

Figure 51 - Copy Tool

4. Click within the document where you want to paste the text.
5. Click the Paste button.

Figure 52 - Paste Tool

6. Your text will be reinserted into the location you specified within your document.

Navigating the Document

By using the Find and Go To features, you can search for key words in your document, or move to a
specific page, section, comment, etc. If the heading styles have been added to your document, you
can also use the Navigation Pane to move to sections of your document.
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Using Find

The Find feature is useful for finding one or all instances of a specific word, as well as replacing
the word with another.

1. Click the Home tab (See Figure 53).

2. Click the Find tool (See Figure 53).
3. The Navigation Pane will open to the left of the document. In the search document field, type
the word you wish to search for (See Figure 53).
4. As you type your word in the search bar, your results will auto populate below. Click on one of
the search results to jump to that word in your document (See Figure 53).

Figure 53 - Find Tool

Using Go To

The Go To feature is helpful for moving to a specific page, section, comment, etc. within your
document.
1. Click the Home tab (See Figure 54).
2. Click the drop-down arrow next to the Find tool (See Figure 54).
3. In the drop-down menu, click the Go To tool (See Figure 54).

Figure 54 - Go To Tool

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 4. In the Find and Replace dialog box, make a selection under Go to what (See Figure 55).
5. Type your search parameters in the search field (See Figure 55).
6. Click the Go To button (See Figure 55).

Figure 55 - Go To Search

Navigation Pane

The Navigation Pane provides an easy way to move throughout your document, without having to
scroll. You can navigate quickly to areas of your document that have headings, or move to other
pages. You can also use the Results tab to find text within your document. The following explains how
to enable the Navigation Pane:

1. Click the View tab (See Figure 56).

2. Click the checkbox next to Navigation Pane (See Figure 56).
3. The Navigation Pane will display to the left of your document (See Figure 56).

Figure 56 - Navigation Pane

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Proofing and AutoCorrect Options
Word is configured to check your spelling and grammar as you type. As a result, you may notice that
certain markings appear on the page as you type. These markings indicate possible mistakes that
Word has identified in your document.

A jagged red line underneath a word indicates a spelling error (or an unrecognized word), while a
jagged blue line indicates a grammatical error.

Figure 57 - Proofing Results

AutoCorrect Options
Word will automatically correct misspelled words that are contained in the AutoCorrect list (e.g.
typing "the" will automatically be changed to "the"). The following explains how to customize the

AutoCorrect options:
1. Click the File tab.
2. In the Backstage View, click Options.
3. In the Word Options dialog box, click Proofing (See Figure 58).
4. In the AutoCorrect options section, click the AutoCorrect Options button (See Figure 58).

Figure 58 - AutoCorrect Options

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 5. From the AutoCorrect Options dialog box you can change the following actions:
a. To disable any of the default options, click the check box next to the option (See Figure 59).
b. To add your own Replace text as you type entry (See Figure 59):
i. Type the word that you want to correct in the Replace box (See Figure 59).
ii. Type the word with which you wish to replace it in the With box (See Figure 59).
iii. Click the Add button (See Figure 59).
c. Click the OK button (See Figure 59).
6. In the Word Options dialog box, click the OK button.

Figure 59 - AutoCorrect Dialog Box

Spelling & Grammar Check

Word automatically checks for spelling and grammar mistakes as you type. However, it’s a good idea to
run the Spelling & Grammar tool as the final step when finishing your document. When run, the
Spelling & Grammar tool will check your entire document for spelling & grammar errors, and allow you
to insert the corrections. The following explains how to run the Spelling & Grammar tool:

1. Click the Review tab (See Figure 60).

2. Click Spelling & Grammar (See Figure 60).

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 Figure 60 - Spelling & Grammar Tool

3. The Spelling & Grammar checker will open to the right side of the document.
4. From the Spelling & Grammar tool you can choose the following options:
a. Ignore - Ignore the currently selected misspelled word (See Figure 61).
b. Ignore All - Ignore the currently selected misspelled word and all instances of
the misspelled word in the document (See Figure 61).
c. Add - Add the selected misspelled word to the dictionary so it will not be identified as a
mistake (See Figure 61).
d. Suggested Word List - A list of suggested words for the misspelled word (See Figure 61).
e. Change - Apply the currently selected suggestion to the misspelled word (See Figure 61).
f. Change All - Apply the currently selected suggestion to all instances of the misspelled word
in the document (See Figure 61).
Note: The Spelling & Grammar tool will continue to check your document for any misspelled
words, or grammar errors. The Spelling and Grammar check will notify you when it has completed
checking your document.

Figure 61 - Spelling Results

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Thesaurus

The Thesaurus tool can help you find synonyms for words, and insert the new word into your
document.

1. Select a word in your document that you wish to find a synonym for.
2. Click the Review tab (See Figure 62).
3. Click Thesaurus (See Figure 62).

Figure 62 - Thesaurus Tool

4. The Thesaurus tool will open to the right side of the document, with a list of synonyms for
your selected word (See Figure 63).
5. Hover over the word you wish to insert, and click the drop-down arrow (See Figure 63).
6. In the drop-down menu, click Insert (See Figure 63).

Figure 63 - Thesaurus Results

7. The chosen word from the Thesaurus will replace the selected word in your document.

Saving a Document
Saving your document will create a file that will allow you to access the document at a later time for
editing. You can also save your work to share the file with others. The following explains how to save
your document in the Word format to your Desktop:

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 1. Click the File tab.

Figure 64 - File Tab (Backstage View)

2. In the Backstage View, click Save As (See Figure 65).

3. Click This PC (See Figure 65).
4. Click Desktop (See Figure 65).

Figure 65 - Backstage View

5. In the Save As dialog box, type a File name for your document (See Figure 66).

Note: Make sure Save as type is Word Document (*.docx). This will save the document as a Word
2016 document.

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6. Click the Save button (See Figure 66).

Figure 66 - Save As Dialog Box

Compatibility Mode

When opening a document created in a previous version of Word, Word 2016 will begin operating in
Compatibility Mode. At the top of the window, the words [Compatibility Mode] will be displayed next
to the name of the document.

Compatibility Mode means that some of the newer features of Word 2016 will not be available to you
because the document was created with an earlier version of Word. If you save the document as a
Word 2016 document, you will exit Compatibility Mode and all of the new features will be available to
you. The following explains how to save a document so that you can exit Compatibility Mode:

1. Click the File tab.

Figure 67 - File Tab (Backstage View)

2. In the Backstage View, click Info (See Figure 68).

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 3. Click Convert (See Figure 68).

Figure 68 - Convert

4. In the confirm your conversion dialog box, click the OK button.

Figure 69 - Confirm Your Conversion

5. The document will be converted to a Word 2016 document. The [Compatibility Mode] label will
be removed from the document's title.

Printing a Document
If your computer is connected to a printer, you will be able to print your document to share a
hard copy with others.

1. Click the File tab.

Figure 70 - File Tab (Backstage View)

2. In the Backstage View, click Print (See Figure 71).

3. From Print you can choose the following options:
a. Copies - Set the number of copies you want to print (See Figure 71).
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 b. Printer - Select a printer (See Figure 71).
Note: Your list of available printers will be determined by the printers you have installed
on your computer.
c. Settings - Configure how and what you want to print (See Figure 71).
4. Click the Print button (See Figure 71).

Figure 71 - Print

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 Microsoft Office
Word 2016 for Windows

FORMATTING YOUR DOCUMENT

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Learning Objectives
After completing the instructions in this booklet, you will be able to:

 Create styles and use them to format document text.

 Create and modify tables.

 Insert section breaks in a document.

 Format the document text as columns.

Using Styles
A Style is a predefined combination of font style, color, and size that you can use to
format the text in your document. Using styles can help you create documents that
have a more professional, and consistent, appearance. Some styles (like the built-in
heading styles) can be used to easily navigate your document, or insert a table of
contents.
You can use the styles available in Word, modify them, or create your own style
and save it to use every time you need it.
Applying a Style

1. Select the text that you want to format.

2. Click the Home tab (See Figure 1).

3. In the Home tab, scroll through the styles with the up and down arrows (See Figure 1).

4. Click the desired style to apply (See Figure 1).

Figure 1 - Styles on Ribbon

Note: You can also access your styles from the Mini Toolbar. After selecting your text, the Mini
Toolbar will appear. Click the Styles button on the right.

Figure 2 - Styles on Mini Toolbar

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Modifying a Style Using the Ribbon
An easy way to modify your styles is to apply any formatting changes to your selected text, then to
apply the change to a preset style. The following explains how to modify a style using the ribbon:

1. Select the text that you want to format.

2. Format the selected text with the new attributes that you want (e.g. Bold,
10pt, Times New Roman font, and Red lettering).
3. Click the Home tab (See Figure 3).

4. On the Home tab, right-click the style you wish to modify (See Figure 3).

5. In the drop-down menu, click Update (Style to modify) to Match Selection

(See Figure 3).

6. Your style will be updated to match your selection.

Figure 3 - Update Style to Match Selection

Modifying a Style Using the Styles Dialog Box

1. Click the Home tab (See Figure 4).

2. On the Home tab, right-click the style you wish to modify (See Figure 4).

3. In the drop-down menu, click Modify (See Figure 4).

Figure 4 - Modify Style

4. In the Modify Style dialog box, select the new attributes that you want to
apply to the style (See Figure 5).
5. For further options, click the Format button (See Figure 5).

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 6. Click the OK button (See Figure 5).

Figure 5 - Modify Style Dialog Box

Creating Your Own Custom Style

In addition to modifying existing styles, you can also create your own custom styles. The
following explains how to create a custom style:

1. Select the text that you want to format as a new style.

2. Format the selected text with the new attributes that you want (e.g. Bold,
10pt, Times New Roman font, and Red lettering).
3. Click the Home tab (See Figure 6).

4. In the Home tab, click the Style drop-down arrow (See Figure 6).

Figure 6 - Style Drop-down

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5. In the Style drop-down menu, click Create a Style.

Figure 7 - Create a Style

6. In the Create New Style from Formatting dialog box, type a Name for your style (See
Figure 8).

7. Click the OK button (See Figure 8).

Figure 8 - Create New Style from Formatting Dialog Box

8. Your new style can be selected from within the Styles on the Home tab.

Figure 9 - My New Style

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Tables
Tables are useful for presenting text information and numerical data in a neat and orderly
fashion. A Table consists of rows and columns that intersect to form boxes called cells,
which you can then fill with text, numbers, or graphics. You can also format your table
for added effect (e.g. make the lines within the table visible or invisible).
Creating a Table Using the Table Menu
1. Click the Insert tab (See Figure 10).

2. Click the Table icon (See Figure 10).

3. In the Insert Table drop-down menu, move your mouse pointer over the boxes
until you have the number of rows and columns that you want in the table
(See Figure 10).

Figure 10 - Table Icon

4. The Live Preview feature will show what the table will look like in your document. Click
to confirm your table.

Figure 11 - Click to Confirm Your Table

5. Your table will be placed within your document.

Note: This method will only allow you to create a table up to 10x8 in size. To create a

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table with more rows and columns, see creating a Table Using the Insert Table Command.

Creating a Table Using the Insert Table Command

If you need to create a table that contains more than 10 columns and/or 8 rows, then
you can use the Insert Table command to designate how many columns and rows to
enter into your table. The following instructions explain how to create a table using the
Insert Table Command:

1. Click the Insert tab (See Figure 12).

2. Click the Table icon (See Figure 12).

3. In the Insert Table drop-down, click Insert Table (See Figure 12).

Figure 12 - Insert Table

4. In the Insert Table dialog box, enter the Number of columns and
rows for the table (See Figure 13).
5. Click the OK button (See Figure 13).

Figure 13 - Insert Table Dialog Box

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Creating a Table Using the Drawing Tools

If you want more control over the shape of your table’s columns and rows, you can also
draw your own table. The following explains how to create a table using the drawing
tools.
1. Click the Insert tab (See Figure 14).

2. Click the Table icon (See Figure 14).

3. In the Insert Table drop-down menu, click Draw Table (See Figure 14).

Figure 14 - Draw Table

4. The mouse pointer will change to a pencil icon. Click and drag the pencil to
draw the outer border of the table.

Figure 15 - Drawing a Table

5. Click and drag the pencil to draw lines within the border to create cells.

Figure 16 - Drawing Table Lines

6. Press the ESC key to return to the regular mouse pointer.

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Accessing the Table Tools

Tables have their own set of editing tools accessible by a context sensitive tab on the
Ribbon. To access this tab, click a table in your document and the Table Tools tab will
appear in the Ribbon. From these tabs, you can modify the Design or the Layout of your
tables.

Figure 17 - Table Tools

Splitting Cells

1. Click in the cell(s) that you want to split.

2. Click the Layout tab for Table Tools (See Figure 18).

3. In the Table Tools - Layout tab, click Split Cells (See Figure 18).

Figure 18 - Split Cells

4. In the Split Cells dialog box, enter the Number of rows and columns into
which you want to split the cells (See Figure 19).
Click OK button (See Figure 19).

Figure 19 - Split Cells Dialog Box

Merging Cells

1. Select the cells that you want to merge.

2. Click the Layout tab for Table Tools (See Figure 20).

3. In the Table Tools - Layout tab, click Merge Cells (See Figure 20).

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 Figure 20 - Merge Cells

Inserting Rows and Columns

The following section explains how to insert additional rows and columns into a table.

Using Insert Controls to quickly add Rows and Columns

The Insert Controls allow you to quickly add rows and columns to your table using a
mouse. The Insert Controls will appear right outside your table when you move your
cursor above or the left of two existing columns or rows. The following explains how to
use the Insert Controls to add a row to your table:
1. Hover your cursor just to the left of two existing rows (See Figure 21).

2. The Insert Control option will appear. Click the Insert Control to add a row (See
Figure 21). Note: For inserting columns using Insert Controls, hover just above two

existing columns and click the Insert Control.

Figure 21 - Insert Controls

Using the Table Tools Layout Tab to Insert Rows and Columns

1. Click in the cell that you want to insert a row or column around.

2. Click the Layout tab for Table Tools (See Figure 22).

3. In the Table Tools - Layout tab, click Insert (Above, Below, Left, Right) to insert a
row or column (See Figure 22).

Figure 22 - Insert Rows or Columns

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Using the Table Tools Layout Tab Rows & Columns Dialog Box

1. Click in the cell that you want to insert a row or column around.

2. Click the Layout tab for Table Tools (See Figure 23).

3. In the Table Tools - Layout tab, click the Dialog Box launcher for the Rows &
Columns group (See Figure 23).

Figure 23 - Rows & Columns Dialog Box Launcher

4. In the Insert Cells dialog box, click one of the last two options to insert a
row or column (See Figure 24).
5. Click the OK button (See Figure 24).

Note: You can also select Shift cells right or Shift cells down to insert a single cell.

Figure 24 - Insert Cells Dialog Box

Deleting Cells, Rows, Columns, and Tables

1. Select the rows, columns, cells, or whole table that you want to delete.

2. Click the Layout tab for Table Tools (See Figure 25).

3. In the Table Tools - Layout tab, click Delete (See Figure 25).

4. In the Delete drop-down menu, click Delete (Cells, Columns, Rows, or Table)

(See Figure 25).

Figure 25 – Table Delete Options

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 Changing Cell Size

There are three ways to change the size of rows and columns in a table; either
by setting the dimensions, dragging the cell borders, or by distributing your rows
and/or columns.

Setting the Dimensions

1. Click in the cell inside the row or column where the size needs to be adjusted.

2. Click the Layout tab for Table Tools (See Figure 26).

3. In the Table Tools - Layout tab, change the measurement in the height
and/or width fields (See Figure 26).

Figure 26 - Cell Size

Distribute Rows and Columns Evenly

1. Select the rows or columns you want to distribute evenly.

2. Click the Layout tab for Table Tools (See Figure 27).

3. In the Table Tools - Layout tab, click Distribute Rows or Distribute Columns

(See Figure 27).

Figure 27 - Distribute Rows or Columns

Dragging the Cell Border

To change the cell size by dragging, hover your mouse cursor over the border of the column or row you
wish to change. The cursor will change to a resize cursor. Left-click and drag to resize your column or
row.

Figure 28 - Dragging Cell Borders

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Add Text Wrapping to a Cell

As you type text into a cell, the column will expand to accommodate your entry. If you
want the text to wrap inside the cell (move down when it hits the column border), the
following steps will explain how to enable text wrapping:
1. Select the cell(s) in your table to add text wrapping.

2. Click the Layout tab for Table Tools (See Figure 29).

3. In the Table Tools - Layout tab, click Dialog Box launcher for the
Cell Size group (See Figure 29).

Figure 29 - Cell Size Dialog Box Launcher

4. In the Table Properties dialog box, click the Cell tab (See Figure 30).

5. Click the Options button (See Figure 30).

Figure 30 - Table Properties Dialog Box

6. The Cell Options window will open. Click the box next to Wrap text (See Figure 31).

7. Click the OK button (See Figure 31).

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 Figure 31 - Cell Options

8. In the Table Properties dialog box, click the OK button.

Moving a Table

1. Click in the table.

2. Move the mouse over the Table Selector in the top left corner of the table.

Figure 32 - Table Selector

3. Left-click and drag the table to the new location within the document.

Altering the Design of Your Table

The Table Tools - Design tab contains tools for altering the design of your table by adding
preset table styles (e.g. banded columns, highlighted total row, etc.), shading options,
and changing the color and style of your borders. The Table Tools - Design tab is shown
in the Ribbon by first selecting atable.

Figure 33 - Table Tools Design Tab

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 Adding Table Styles

1. Click in the table.

2. Click the Design tab for Table Tools (See Figure 34).

3. In the Table Tools - Design tab, scroll through the styles with the up and down arrows

(See Figure 34).

4. Click the desired table style to apply (See Figure 34).

Note: You can hover over a Table Style to see a live preview.

Figure 34 - Table Styles

5. You can further customize the Table Style by selecting options under the Table Style
Options.

Figure 35 - Table Style Options

Headers and Footers

Headers and Footers allow you to add information (e.g. name, title of document, etc.)
within the top or bottom margins of your document, and will repeat on every page for
your document. The following explains how to insert a simple header:
1. Click the Insert tab (See Figure 36).

2. In the Insert tab, click Header (See Figure 36).

3. In the Header drop-down, select a Header from the list (See Figure 36).

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 Figure 36 - Insert Header

4. The Header will be inserted into your document. Type your information into the header.

Figure 37 - Header Inserted

5. While editing your header, the Header & Footer Tools - Design tab will open.
You will notbe able to return to the body of your document until you close
the Header & Footer Tools
(See Figure 38).
6. To close the Header & Footer Tools tab and return to editing your document,
click the Close Header and Footer button (See Figure 38).

Figure 38 - Close Header & Footer Tools

Note: To return to editing your Header, double-click within the Header to select it.

Note: The steps for inserting a footer into your document are the same. Follow
steps 1-6 above; selecting the Footer option instead.

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 Inserting Page Numbers

Word provides a simple tool for adding page numbers to your document. The insert page
number tool also provides a selection of simple, and colorful options for your page
numbers. The following explains how to insert page numbers into the bottom page of
your document:
1. Click the Insert tab (See Figure 39).
2. In the Insert tab, click Page Number (See Figure 39).

3. In the Page Number drop-down menu, click Bottom of Page (See Figure 39).

4. In the Bottom of Page drop-down menu, select a Page Number from the list

(See Figure 39).

Figure 39 - Page Number

Section Breaks
A section break is a partition in a document that allows you to apply different layout and
formatting options to different sections of the document, allowing for more control over
the document’s format and style. For example, section breaks can be used to start a new
section on the next page, allowing you to maintain your spacing between sections. There
are four types of section breaks: next page; continuous; even page; and odd page.

Inserting a Section Break

1. Click at the end of a page in the document.

2. Click the Layout tab (See Figure 40).

3. In the Page Layout tab, click Breaks (See Figure 40).

4. In the Breaks drop-down menu, select Next Page from the list under Section Breaks

(See Figure 40).

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 Figure 40 - Next Page Section Break

Note: Breaks inserted into your document will be hidden from view. In the Home tab, click
the Show/Hide button under the Paragraph group.

Figure 41 - Show/Hide

Using Section Breaks to Alter Page Numbering

The following example describes how to use a section break to display different page
numberings in separate sections of a document. For example, you are creating a research
paper with a title page and table of contents. You would like to have page numbers on the
pages of the paper itself, but not on the title page or table of contents.
1. Click at the end of the table of contents page.

2. Click the Layout tab (See Figure 42).

3. In the Page Layout tab, click Breaks (See Figure 42).

4. In the Breaks drop-down menu, select Continuous from the list under Section Breaks

(See Figure 42).

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 Figure 42 - Continuous Section Break

5. Click the Insert tab (See Figure 43).

6. In the Insert tab, click Page Number (See Figure 43).

7. In the Page Number drop-down menu, click Bottom of Page (See Figure 43).

8. In the Bottom of Page drop-down menu, select a Page Number from the list

(See Figure 43).

Figure 43 - Insert Page Number

9. You should now see a Section 1 header and footer on the table of contents page, and a

Section 2 header and footer on the following page. The Section 2 header and
footer should also be labelled same as Previous (See Figure 44).
10. Click in the Footer -Section 2- to select it (See Figure 44).

11. In the Header & Footer Tools - Design tab, click the Link to Previous button
(this will break the link between the two sections) (See Figure 44).
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 Figure 44 - Link to Previous

12. Select the page number in the Footer -Section 1- and delete it.

13. Click in the Footer -Section 2- to select it.

14. In the Header & Footer Tools - Design tab, click Page Number (See Figure 45).

15. Click Format Page Numbers (See Figure 45).

Figure 45 - Format Page Numbers

16. In the Page Number Format dialog box, in the Start at box enter 1 (See Figure 46).

17. Click the OK button (See Figure 46).

Figure 46 - Page Number Format Dialog Box

Removing a Section Break

1. Click the Home tab (See Figure 47).

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 2. In the Home tab, click the Show/Hide button (See Figure 47).

Figure 47 - Show/Hide

3. The section break will be revealed. Select the section break in your document.

4. Press the Delete key on your keyboard.

Columns
You can use Word’s “columns” feature to create a newsletter-style layout for a
document. You can create the column structure before you start typing, and then enter
the text; however, you may find it easier to type the text in paragraph format, and then
apply the paragraph structure. Either way, the text always flows from one column to
the next.

Creating Columns

The following explains how to create columns within your document:

Note: If you don’t want to apply columns to specific areas of your document, insert
section breaks to separate that text from area of the document that will include
columns. Insert section breaks before and after the text that you want to format as
columns (See Section Breaks for moreinformation).

1. Click inside the section that you want to format into columns.

2. Click the Layout tab (See Figure 48).

3. In the Layout tab, click Columns (See Figure 48).

4. In the Columns drop-down menu, select the number of columns to create

(See Figure 48).

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 Figure 48 - Choose Number of Columns

Accessing Additional Column Options

Additional column options are available to further customize your columns (e.g.
separate columns by a line, varying lengths for columns, multiple columns). The
following shows how to access the column options.
1. Click the Layout tab (See Figure 49).

2. In the Layout tab, click Columns (See Figure 49).

3. In the Columns drop-down menu, click More Columns (See Figure 49).

Figure 49 - More Columns

4. In the Columns dialog box, make your changes as necessary (See Figure 50).

5. Click the OK button (See Figure 50).

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Figure 50 - Columns Dialog Box

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 Microsoft Office
Word 2016 for Windows
WORKING WITH GRAPHICS

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Learning Objectives
After completing the instructions in this booklet, you will be able to:
 Insert graphics in the form of Pictures, Clipart, Shapes, Video, and Screenshots.

 Modify and format graphics.

 Transform and format shapes.

 Insert video into your document.

 Discover how Text Wrapping works.

 Insert text boxes and link them together.

 Insert text into shapes.

Working with Graphics

The use of graphics will enhance your documents and allow you to provide the reader
with additional information in the form of a visual aid. The following section explains
the various graphics features in Word 2016.

Inserting Pictures
The following explains how to insert an existing picture saved to your computer into your
Word document:
1. Click the Insert tab (See Figure 1).

2. In the Illustrations group, click the Pictures button (See Figure 1).

Figure 1 - Illustrations: Pictures

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 3. The Insert Picture dialog box will appear. Select the picture you wish to insert from your
computer.

Figure 2 - Insert Picture Dialog Box

4. Click the Insert button.

Inserting Online Pictures

The Online Pictures tool provides access to online picture resources such as Microsoft
Clipart and Bing Image Search. The following explains how to insert online pictures
into your Word document from a variety of internet sources.

Note: The Online Pictures icon has replaced the Clip Art icon seen in previous
versions of Microsoft Word.
1. Click the Insert tab (See Figure 3).

2. In the Illustrations group, click the Online Pictures button (See Figure 3).

Figure 3 - Illustrations: Online Pictures

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 3. The Insert Pictures window will open.

4. In the search box next to Bing Image Search, type a word or phrase that
describes the desired image (See Figure 4).
5. Press Enter.

Figure 4 - Insert Online Pictures

6. A list of your search results will appear (See Figure 5).

7. Click the desired picture you wish to add and click the insert button (See Figure 5).

Figure 5 - Clip Art Search Results

Note: The procedure is the same for inserting images using Bing Image Search.

Modifying Graphics with Picture Tools

After inserting a picture, you can make changes to the size, brightness, shading, etc. by
accessing the

Picture Tools. The following explains how to access the Picture Tools:

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 1. Click the graphic to select it. The Picture Tools - Format contextual tab appears.

Figure 6 - Picture Tools

2. Click the Picture Tools - Format contextual tab. The Picture Tools - Format
groups will appear in the ribbon.

Figure 7 - Picture Tools Groups

Adding Styles Your Graphic

Graphics have preset styles under the Picture Tools – Format tab that you can use to
alter the color, border, and any special effects to the shape. The following explains
how to apply a style to a shape:
1. In the Picture Styles group, click on a style of your choice.

Figure 8 - Picture Styles

2. Click the drop-down arrow to access additional styles.

Figure 9 - Accessing Additional Picture Styles

3. To access additional formatting options, click the dialog launcher in the

lower-right corner of the Picture Styles grouping.

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 Figure 10 - Picture Styles Dialog Box

4. The Format Picture options will appear to the right of your document (See Figure 11).

Re-Sizing a Graphic

Figure 11 - Format Picture Options

The following explains how to re-size graphics:

1. Click the graphic to select it. The sizing handles will appear around the border of the
picture.

Figure 12 - Sizing Handles

2. To resize the picture so the dimensions remain proportional, place your mouse
over one of the corner sizing handles, click, and drag. If you drag a side sizing
handle you will change one dimension only.

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3. The curved arrow at the top of the picture allows you to rotate the picture.

Figure 13 - Rotational Arrow

4. To resize the picture to a specific value, enter number for the height and width in the
Size grouping under Picture Tools – Format (See Figure 14).

Figure 14 - Size Grouping

5. You can also enter a specific size value by clicking the Size dialog box.

Figure 15 - Size Dialog Box Launcher

6. The Layout window will appear. Set the dimensions by entering the height and
width or set the scale by entering the height and width in the Scale section.

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 Figure 16 - Size Dialog Box

Note: If the Lock aspect ratio box is checked, changing either the height or width in
either section will also change the other dimension by the same amount.
Repositioning a Picture

Pictures can be repositioned on the page either by using the Object Position feature, or
by dragging the picture to the new location. Before you can drag a picture, text wrapping
must be set to something other than In Line with Text. See Text Wrapping for more
information.
The following explains how to reposition a picture:
1. Click on the picture to be repositioned.
2. Under the Picture Tools – Format tab, click the Position icon.

Figure 17 - Position Tool

3. A drop-down will appear. Select the position layout of your choice.

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 Figure 18 - Position Options

Note: The position selected also determines the text wrapping for the picture.
4. To manually move your picture within the document, left-click on your picture
and drag it to its new location.
Text Wrapping

Sometimes you may need to have text wrap around a picture. The following explains how to
apply text wrapping to your document:
1. Click on the picture to apply text wrapping.

2. Under the Picture Tools – Format tab, click the Wrap Text icon.

Figure 19 - Wrap Text

3. A drop-down will appear. Select the type of text wrapping that you want
to apply to your picture.

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 Figure 20 - Text Wrapping Options

Note: You can also access the text wrapping options by clicking the layout button that
appears when clicking on a picture.

Figure 21 - Layout Button

Inserting Shapes
The following explains how to insert a variety of predefined shapes into your Word document:

1. Click the Insert tab (See Figure 22).

2. In the Illustrations group, click on the Shapes button (See Figure 22).

Figure 22 - Illustrations: Shapes

3. A drop-down window will appear with a library of shapes to choose. Click on a

shape to select it.
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 Figure 23 - Select a Shape

4. Your cursor will change to a crosshair and you will be ready to insert your selected
shape.

5. To draw your selected shape within your document, hold the left mouse
button and drag the cursor to draw your shape.

Figure 24 - Click and Drag to Draw Shape

6. Release the left mouse button when you are finished drawing your shape.
The shape will be added to your document.

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 Modifying Shapes with Drawing Tools

You can modify shapes in a number of ways. The following describes some of the ways
that shapes can be changed:

Re-sizing a Shape

Re-sizing a shape is similar to re-sizing a graphic (picture or clip art). See the section in
this booklet on Re-Sizing a Graphic for more information.

Re-Shaping

After clicking on a shape, the shaping handles will appear (along with the sizing
handles) as yellow squares. A two-dimensional shape can be altered by clicking and
dragging the yellow squares to alter a certain aspect of the shape.

Figure 25 - Re-shaping a 2D Shape

Accessing the Drawing Tools – Format Tab

Shapes will have their own set of editing tools accessible by a context sensitive tab on
the Ribbon. To access this tab, click on a shape in your document and the Drawing Tools
– Format tab will appear in the Ribbon.

Figure 26 - Drawing Tools - Format Tab

Adding Styles to your Shapes

Shapes have preset styles under the Drawing Tools – Format tab that you can use to alter
the color, border, and any special effects to the shape. The following explains how to apply
a style to a shape:
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