Advanced
Microsoft Word 2016
Word Essentials Book 2
GEORGE WEMPEN
Copyright © 2017 by GEORGE WEMPEN
All rights reserved. No part of this publication may be reproduced, distributed, or transmitted in any form or by any means, including photocopying, recording, or other electronic or mechanical methods, without the prior written permission of the publisher, except in the case of brief quotations embodied in critical reviews and certain other noncommercial uses permitted by copyright law.
Table of Contents
INTRODUCTION
Microsoft Word 2016 is a word processor that allows you to create a variety of office documents; these documents includes but not limited to resumes, letters, and more. In this book, we will illustrate how to navigate the Word 2016 interface and become familiar with some of its most important features, such as backstage view, Ribbon, and Quick Access Toolbar.
The same concepts apply to other versions of Word such as but not limited to Word 2013, Word 2010 and Word 2007.
This is a comprehensive tutorial on Word 2016 is for all categories of people including student, a business user or in a corporate environment. We will guide you in a couple hours from the basics word 2016 user to the advanced user.
CHAPTER ONE
MSWord 2016: Columns
Sometimes, displaying information in columns is better in terms of format and presentation. Not only can columns help improve readability, but some types of documents like newspaper articles, newsletters, and flyers are often written in column format. Word also allows you to adjust your columns by adding column breaks.
We will use the document in our last exercise to illustrate this.
To add columns to a document:
Select the text you want to format.
From the Home tab, then select the Layout tab, then click the Columns command. This will bring out a drop-down menu.
From the drop-down menu select the number of columns you want to create.
The selected or highlighted texts or words will format into columns.
Microsoft word 2016 will display five columns by default. This number can further be customized by clicking on More Columns on the column dialog box. Click the arrows next to Number of columns: to adjust the number of columns as shows in the below screenshot.
The spacing and alignment of columns can also further be customized by clicking and dragging the indent markers on the Ruler until the columns appear the way you want.
The screenshot below will better illustrate it.
To remove columns:
The column formatting can also be removed. To achieve this, place the insertion point or mouse pointer anywhere in the columns, then click the Columns command on the Layout tab. Select One from the drop-down menu that appears.
Adding column breaks
We can further customize the text and words in each column.
Once you've created columns, the text will automatically flow from one column to the next. Sometimes, though, you may want to control exactly where each column begins. You can do this by creating a column break.
To add a column break:
In our example below, we'll add a column break that will move text to the beginning of the next column.
Place the insertion point at the beginning of the text you want to move.
Select the Layout tab, and then click the Breaks command. The column A drop-down menu will appear.
Select Column from the menu.
The text will move to the beginning of the column. In our example, it moved to the beginning of the next column.
To remove column breaks:
Breaks are usually hidden by default in MSWord. You will be required to use the show / hide command on the Home tab to either show or hide it. If you want to show the breaks in your document, click the Show/Hide command on the Home tab.
Place the insertion point or mouse pointer to the left of the break you want to delete.
Press the delete key to remove the break.
Practical Exercise
Open our last practical exercise.
Scroll to page 3.
Select all of the text in the bulleted list below Community Reminders and format it as two columns.
Place your cursor at the beginning of the fourth bullet in front of the word Visitors.
Insert a column break.
When you're finished, your page should look something like this:
MSWord 2016, Headers and Footers
The document header is a section of the document that appears in the top margin, while the footer is a section of the document that appears in the bottom margin. In a Microsoft word document, headers and footers generally contain additional customizable information such as page numbers, dates, an author's name, and footnotes, which can help keep longer documents organized and make them easier to read. Text entered in the header or footer will appear on each page of the document.
Creating a header or footer:
In our illustration, we want to display or place the author's name at the top corner of each page, by so doing, so we'll place it in the header.
To achieve this or create a header or footer, double-click anywhere on the top or bottom margin of your document. In our illustration, we'll double-click the top margin.
The header or footer section or tab of Microsoft word will open, and a Design tab will appear on the right side of the Ribbon. The insertion point or mouse pointer will appear in the header or footer.
Type or key in the desired information the header or footer. In our illustration, we'll type the author's name and the date or any other required information.
When all required information or details are completely entered, click Close Header and Footer. Alternatively, you can press the Esc key on your keyboard.
The header or footer text tab of Microsoft word will appear.
Inserting a preset header or footer:
Microsoft Word has a variety of preset headers and footers you can use to enhance your document's design and layout. We'll add a preset header to our document in our illustration below.
Select the Insert tab from the Home tab, then click the Header or Footer command. We'll click the Header command in our illustration.
In the menu that appears, select the desired preset header or footer to use in your documentas seen in below screenshot.
The header or footer will appear. Many preset headers and footers contain text placeholders called Content Control fields. These fields are good for adding information like the document title, author's name, date, and page number as seen in below screenshot.
To edit a Content Control field, click it and type the desired information.
When you're finished entering the desired information or details, click Close Header and Footer. You can also exit this menu by press the Esc key on your keyboard.
You can also delete a Content Control field by right-clicking it and selecting Remove Content Control from the menu that will appear.
Editing headers and footers
After closing the header or footer, the texts or details will still be visible, but locked for editing. To Edit it, simply double-click a header or footer to unlock it, which will allow you to edit it.
Design tab options
The design tab of the header and footer will appear on the right hand side of the Ribbon as soon as the header or footer section is unlocked. This will give you various editing options. These editing options are, but not limited to:
Hide the first-page header and footer: For some documents, you may not want the firs
t page to show the header and footer, like if you have a cover page and want to start the page numbering on the second page. If you want to hide the first-page header and footer, check the box next to Different First Page.
Remove the header or footer: You can remove all information or texts already entered into the header or footer section of a document. To achieve this, click the Header command and select Remove Header from the menu that appears. Same option can be followed if the footer is to be removed.
Page Number: Each page of your Microsoft word document or project can automatically be numbered by word. This can be done by using the Page Number Command. Read our Page Numbers lesson to learn more.
Additional options: With the commands available in the Insert group, you can add the date and time, document info, pictures, and more to your header or footer.
Inserting the date or time into a header or footer:
As a result of some advance features of MSWord 2016. You can now include the date or time in the header or footer. For example, you may want your document to show the date when it was created.
Alternatively, you may want to show the date when it was printed, which you can do by setting it to update automatically. This is useful if you frequently update and print a document because you'll always be able to tell which version is the most recent.
To achieve or configure this, double-click anywhere on the header or footer to unlock it. Place the insertion point or mouse pointer where you want the date or time to appear. In our illustration, we'll place the insertion point on the line below the author's name.
The Design tab of the Date and Time menu will appear. Click the Date and Time command.
The Date and Time dialog box will appear. Select the desired date or time format.
Check the box next to Update Automatically if you want the date to change every time you open the document. If you don't want the date to change, leave this option unchecked.
Click OK.
The date will appear in the header.
Practical Exercise
Open our last practical document. If you've already downloaded our practice document in order to follow along with the lesson, be sure to download a fresh copy by clicking the link in this step.
Open the header.
Choose Align Right on the Home tab and type your name.
Below your name, use the Date & Time command on the Design tab and insert the date. You can use whichever format you like.
In the footer section, insert the preset footer Grid.
Close the header and footer.
When you're finished, your page should look something like this:
CHAPTER TWO
MSWord 2016: Page Numbers
Page numbers can be used to automatically number each page in your document. They come in a wide range of number formats and can be customized to suit your needs. Page numbers are usually placed in the header, footer, or side margin. When you need to number some pages differently, Word allows you to restart page numbering.
To add page numbers:
Word can automatically label each page with a page number and place it in a header, footer, or side margin. If you have an existing header or footer, it will be removed and replaced with the page number.
On the Insert tab, click the Page Number command.
Depending on where you want the page number to be positioned. You can open Top of Page, Bottom of Page, or Page Margin. Then select the desired style of header.
Microsoft word Page numbering menu will appear.
To lock the header and footer, press the Esc key on your keyboard.
Double-click the header or footer to unlock the header and footer menu if you need to make changes to any of them.
The page numbers created in the side margin is still considered part of the header or footer of your document. You won't be able to select the page number unless the header or footer is selected.
To add page numbers to an existing header or footer:
If you already have a header or footer and you want to add a page number to it, Word has an option to automatically insert the page number into the existing header or footer. In our example, we'll add page numbering to our document's header.
Double-click anywhere on the header or footer to unlock the header or footer section of your page.
On the Design tab of your working document, click the Page Number command. In the menu that appears, hover the mouse over or select and click Current Position and select the desired page numbering style.
Page numbering will appear.
Press the Esc key on your keyboard when done with editing.
Hiding the page number on the first page:
Depending on the type of document or project you are working on, you may not want the first page to show the page number. You can hide the first page number without affecting the rest of the pages. Follow below steps to hide page numbers on first page.
Double-click the header or footer to unlock it for editing.
From the Design tab, place a check box mark next to Different First Page as shows in below screenshot. The header and footer will disappear from the first page. If you want, you can type something new in the header or footer, and it will only affect the first page.
Select Different First Page may be difficult or impossible if an object or text is selected within the header or footer area. Click in an empty area within the header or footer to make sure nothing is selected.
Restarting page numbering:
Microsoft word allows you to restart page numbering on any page of your document. You can do this by inserting a section break and selecting the number you want to restart the numbering with. In our illustration below, we'll restart the page numbering for our document's Works Cited section.
A single click can reset the page number follow this steps. Place the insertion point or mouse pointer at the top of the page you want to restart page numbering for. If there is text on the page, place the insertion point at the beginning of the text.
Select the Layout tab, and then click the Breaks command. Select Next Page from the drop-down menu that appears.
A section break will be added to the document.
Double-click the header or footer containing the page number you want to restart.
Click the Page Number command from the menu that will appear as seen below. In the menu that appears, select Format Page Numbers.
On the dialog box that will appear, click the Start at: button. By default, Microsoft word will start page numbering at 1. If you want, you can change the number. When you're done, click OK.
The page numbering will restart as shows in below screenshot.
To learn more about adding section breaks to your document, visit our lesson on Breaks.
Practical Exercise
Open our practice document.
On page 1, insert the Accent Bar 4 page number at the Bottom of page.
In the Design Options, choose Different First Page. The page number should now be hidden on the first page.
Scroll to page 27 of the document.
Place your cursor at the beginning of the title Works Cited and insert a Continuous Section break.
In the footer of page 27, restart the page numbering at 1.
When you're finished, the bottom of page 27 should look like this:
CHAPTER THREE
Working with Objects
Adding pictures to your document can be a great way to illustrate important information and add decorative accents to existing text. Used in moderation, pictures can improve the overall appearance of your document.
To insert a picture from a file:
If you have a specific image in mind, you can insert a picture from a file. In our illustration, we'll insert a picture saved locally on our computer. We may need to insert an image in a working document. In order to achieve this, you will need to right-click the image below and save it to your computer.
Place the insertion point where you want the image to appear.
To insert an image in the current document, select the Insert tab on the command Ribbon, then click the Pictures command.
The Insert Picture dialog box will appear. Navigate to the folder where your image is located, then select the image and click Insert.
Advanced Microsoft Word 2016: Word Essentials Book 2 (MSword) Page 1
