4/6/2017 MICROSOFT

WORD 2016.
STEP BY STEP GUIDELINES.

Nadeem Khan.
 1

INDEX.
SR. PARTICULAR.
NO.
1. DOCUMENT AND TEXT.
A] .GET STARTED.
WHAT IS WORD?
HOW TO USE WORD ON A MOBILE DEVICE?
B]. CREATE DOCUMENT.
CREATE A DOCUMENT, USE TEMPLATES AND SAVE.
OPEN, VIEW AND CLOSE DOCUMENTS.
CONVERT A PDF TO A WORD DOCUMENT.
C]. ADD AND EDIT TEXT.
D]. FORMAT TEXT WITH STYLES.
APPLY QUICK STYLES AND THEMES.
CREATE AND CHANGE STYLES.

2. SHARING, MAILING LIST AND SECTIONS.

A]. SAVE DOCUMENT IN PDF AND OTHER FORMATS.
B]. CREATING MAILING LIST.
GET TO KNOW MAIL MERGE.
USE AN EXCEL SPREADSHEET FOR MAIL MERGE CONTACTS.
USE OUTLOOK CONTACTS FOR MAIL MERGE.
C]. ORGANIZE DOCUMENTS INTO SECTIONS.
ADD AND REMOVE PAGE BREAKS.
ADD A SECTION, HEADER OR FOOTER.

3. DESIGN, WORD COUNT AND TRACK CHANGES.

A]. DESIGN DOCUMENTS.
SELECT A THEME AND STYLE.
CHANGE THE MARGIN IN YOUR DOCUMENTS.
B]. CHECK WORD COUNT
CHECK WORD COUNT IN DOCUMENT.
C]. REVIEW DOCUMENT AND TRACK CHANGES.
TRACK CHANGES AND SHOW MARK UP.
ACCEPT OR REJECT CHANGES.
D]. CREATE AND FORMAT TABLES.
CONVERT TEXT TO A TABLE.
CONVERT A TABLE TO TEXT.
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DOCUMENTS AND TEXT.

GET STARTED:
WHAT IS WORD?
With Word on your PC, Mac, or mobile device, you can:
Create and format your document with Themes.
Review work with Track Changes.
Polish your words with proofing tools like Editor.
Save to OneDrive, to get your documents from your computer, tablet, or phone.
Share your work to chat, comment, and collaborate with others, wherever they are.

HOW TO USE WORD ON A MOBILE DEVICE?

Edit or create documents from just about anywhere using the Word mobile app on
your mobile device.

Install Word on your mobile device

1. Go to the download site for your device:
o To install Word on a Windows device, go to the Windows Store.
o To install Word on an Android device, go to the Play Store.
o To install Word on an iPhone or iPad, go to the App Store.
2. Search for the Word mobile app.
3. Tap Microsoft Word or Word mobile.
4. Tap Install, Get or Download.

Open the Word mobile app for the first time

1. On your device, tap the Word app.
2. Sign in with the account you use with Office 365.

Be productive on the go
Create and save your documents on your device or in OneDrive.
Edit and format text, even using Styles. Tap the ribbon to see all of your options.
Word saves changes you make automatically so you don't have to worry about losing
your work.
Share files with your coworkers by sending a link or attachment.
Open attached documents from your email and edit or comment on documents
directly in the Word mobile app.
 3

CREATE DOCUMENTS:
CREATE A DOCUMENT, USE TEMPLATES AND SAVE.
Word includes many professional-looking templates for you to choose from. To get
started, select one and save it as a document.
Create a blank document
1) Open Word.
Or if Word is already open, select File > New.
2) Select Blank document.

Create a document using a template

1) Select File > New to find a Word template

2) Enter a template type, such as business, resume, or invoice, in the

Search for online templates box. Look online if you dont see a
template that suits you.

3) Select a template thumbnail to see a larger preview. Use the arrows on

either side of the preview to scroll through related templates

4) Select Create when you find a template you like.

Note: If you frequently use a particular template, pin it so that its
always there when you start Word. Point to the template in the list of
templates, and select the pin icon that appears below the thumbnail in
the list of templates.
 4

Save a document
1) Select File > Save or Ctrl + S. This will go to Save As if this is the
first time saving the document.
2) Select the location where you want to save the file:
Note: Depending on the accounts already set up in Office, you might
not see all of these options.

o OneDrive - Organization: Save a business document that you

might later want to share with partners outside of your team or
organization.
o Sites - Organization: Save a business document to a shared
library.
o OneDrive - Personal: Save a personal document to the cloud
or that you want to share with friends or family members.
o This PC: Save a document to a folder on your computer.
o Add a Place: Add a new online location.

3) Enter a descriptive name for the file, and select Save.

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OPEN, VIEW AND CLOSE DOCUMENTS.

Sometimes you only need to open and read a document. Word makes it distraction-
free when you use Read Mode.
Open a document
o Every time you start Word, youll see a list of your most recently used
documents. Select a document from the list to get started.

o If the document youre looking for isnt there, select Open Other
Documents.
Or, if youre already in Word, select File > Open. Then browse to the files
location, and select the file you want.
View a document
1) Select View > Read Mode.
2) To move from page to page in a document:
o Use the arrows on the left and right sides of a page.
o Press Page Down or Page Up, press Spacebar or Backspace, or press
the arrow keys on the keyboard.
o Use the scroll wheel on your mouse.
o Swipe left or right with your finger on a touch device.

Close a document
o Select File > Close.
o If you haven't saved the document, you will be prompted to do so.
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CONVERT A PDF TO A WORD DOCUMENT.

When you need to revise a PDF file, theres no need to recreate it from scratch.
Instead, open the PDF in Word and edit it like you would any other document.
Note: The PDF-to-Word conversion works best with documents that are mostly text.
Convert a PDF to a Word document
1) Select File > Open.
2) Select the PDF file you want to convert, and select Open.
3) Select OK.
4) Edit the file in Word.
Note: The converted document might not match the original perfectly. For example,
lines and pages might break at different locations.
Convert a Word document to a PDF
1) In Word, select File > Save As.
2) Select where you want to save the file.
3) Type a new File name if you want.
4) For Save as type, select PDF.
5) For Optimize for, select an option: Standard or Minimum Size.
6) Select Open File After Publishing, if you want to open the file after you save
it as a PDF.
This is selected by default.
7) Select Save.
 7

ADD AND EDIT TEXT.

ADD AND EDIT TEXT.
Most of your time in Word is spent adding words, sentences, and paragraphs to your
document and editing them. Use these text-editing tips to help you get it done faster.

Add text
1) Open an existing document.
2) Place the cursor where you want to add the new text.
o If the document is blank, you can move the cursor to be left, right, or
center aligned and double click. Or you can double click anywhere to
start adding text.
o If the document already has text, just click where you want to start
typing.
3) Begin typing.
4) Press Enter to end a line or paragraph and start a new one.
Tip: Press Shift + F5 to place the cursor where you were typing when you last
closed the document.

Replace text
1) Select the text you want to replace.
2) Begin typing.

Select text
o To select a single word, quickly double-click that word.
o To select a line of text, place your cursor at the start of the line, and press Shift
+ down arrow.
o To select a paragraph, place your cursor at the start of the paragraph, and press
Ctrl + Shift + down arrow.
 8

FORMAT TEXT WITH STYLES.

APPLY QUICK STYLES AND THEMES.
You can apply Quick Styles and themes to give your document a consistent,
professional look. Word offers many styles and themes to choose from.

Apply a Quick Style to text

1) Place the pointer in the text that you want to format.
Note: If you place the pointer in a paragraph, the style is applied to the whole
paragraph. If you select specific text, only the selected text will be formatted.
2) On the Home tab, point to a style to see how the text would look with that
style.

3)
4) Select the style you want to apply to the text.

Apply a theme
After youve applied Styles, you can select a theme.
1) Select Design > Themes.

2) Point to a theme to see how it would look in your document.

3) Select a theme.
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CREATE AND CHANGE STYLES.

Word offers a variety styles that you can use to create a consistent look throughout
your document. You can also create a new style, or modify an existing one.
Create or modify a style
1) Format the text the way you want, and then select it.
2) On the Home tab, select the Styles group expansion arrow to open the Styles
pane.
o To create a new style, select the New Style button at the bottom of the
Styles pane.
o To change an existing style, select the drop-down arrow to the right of
the style you want to change, and then select Update <style> to
Match Selection.
 10

SHARING, MAILING LIST AND SECTIONS.

SAVE DOCUMENT IN PDF AND OTHER FORMATS.
Save your documents in the format that works best for you. Choose from a PDF, plain
text, rich text, or even a webpage.
Note: These steps are for a PC. If you're using a tablet or phone, see Save a PDF of
your file on your mobile device.

Save your document as a PDF

1) Select File > Export.
2) Select Create PDF/XPS.
3) Select Publish.

Word creates the PDF and opens it.

Select a different file format

1) Select File > Export.
2) Select Change File Type, and select a file type.

3) Select Save As.

4) Browse to the folder where you want to save the file.
5) Enter a name for the file, and select Save.
Note: You might be warned that changing the file type may cause formatting,
pictures, and other objects in your document to be lost.
6) Select OK.
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CREATING MAILING LIST.

GET TO KNOW MAIL MERGE.
When you communicate with customers through welcome letters, special
announcements, thank you emails, or invoices, use mail merge to create personalized
documents that get their attention.

Understand the mail merge process

The mail merge process involves three documents:
o Your main document:
This contains text and graphics that are identical for each version of the
merged document. Examples of identical content include the return address on
the envelope or the body of a letter.
o Your mailing list:
This contains the data that is used to fill in information in your main
document. For example, your mailing list contains the addresses to be printed
on the labels.
o Your merged document:
The combined main document and mailing list become the merged document.
Information is pulled from your mailing list and inserted in duplicates of your
main document, resulting in merged documents that are personalized for
different people.

Consider mail merge possibilities

o Letters:
Create and print a batch of personalized letters for everyone on your mailing
list. Each letter prints on a separate sheet of paper.
o Email:
Create and send email messages to each person on your mailing list.
o Envelopes:
Create and print a batch of envelopes for mailing.
o Labels:
Create and print sheets of mailing labels. Each label contains a unique mailing
address.

Data sources
Word can pull data from a variety of data sources to perform mail merge. If you don't
have a mailing list, create one during the mail merge process. Here are a few simple
data source options:
o Excel spreadsheet:
Use an Excel spreadsheet, which works well as a data source for mail merge if
all data is well-formatted and on one sheet.
o Outlook Contacts list:
Select recipients from your Outlook Contacts.
o Word data file:
Be sure that your Word document contains a single table. The first row of the
table must contain headings, and the other rows must contain the records that
you want to merge.
 12

USE AN EXCEL SPREADSHEET FOR MAIL MERGE

CONTACTS.
Personalize names, addresses, and much more in bulk email or documents. Any data
stored in an Excel workbook can be used to personalize communications.
Note: These steps only cover what's shown in this video. For detailed steps on how to
do a mail merge, please see Mail merge using an Excel spreadsheet.

Use an Excel spreadsheet for mail merge contacts

1. Open the Word document that you want to mail merge.
2. Select Mailings > Select Recipients.
3. Select Use an Existing List.
4. Select the Excel spreadsheet you want to use, and select Open.
5. Select the worksheet that you want to use, and select OK.
Each worksheet name ends with $.
6. Select Edit Recipient List to view the data source, select the checkboxes for
the people you want to send to, and select OK.
7. Save your Word file, to save the connections you've made.

USE OUTLOOK CONTACTS FOR MAIL MERGE.

You want documents to be personalized with names and addresses from your Outlook
contacts list, you specify Outlook Contacts as your data source in a mail merge.
Note: These steps only cover what's shown in this video. For detailed steps on how to
use Outlook Contacts in mail merge, starting in Outlook, please see Use Outlook
contacts as a data source for a mail merge.

Select Outlook contacts for mail merge

1. Open the document you want to personalize for each recipient.
2. Select Mailings > Select Recipients.
3. Select Choose from Outlook Contacts.
4. Select a contact folder to import, and select OK.
5. Save your file to save that connection to the Outlook Contacts list.
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ORGANIZE DOCUMENTS INTO SECTIONS.

ADD AND REMOVE PAGE BREAKS.
In Word, you can insert, view, or delete a manual page break in a document. You can
also assign a page break to a heading.

Insert a manual page break

1) Place the pointer in the location where you want to start a new page.
2) Press Ctrl + Enter.
Note: To use the menu to manually insert a page break, select Insert > Page
Break.

View page breaks

Select Home > Show/Hide.
Note: To hide page breaks, select Show/Hide again.

Delete a manual page break

1) Show page breaks in the document.
2) Select the page break you want to remove, and press Delete.

Assign a page break to a heading

1) Select Home > Styles.
2) Select the heading you want to assign a page break to, select the heading's
drop-down arrow, and then select Modify.
3) Select Format > Paragraph > Line and Page Breaks.
4) To make sure your selected heading type always starts on a new page, select
Page break before. You also have other options:
o Widow/Orphan control - Makes sure that there's never a line of text
alone at the beginning or end of a page.
o Keep with next - Keeps the entire paragraph on the same page as the
next paragraph.
o Keep lines together - Makes sure the page never breaks in the middle
of a paragraph.
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ADD A SECTION, HEADER OR FOOTER.

When different parts of your document call for different layouts, create sections with
their own headers and footers.

Add a section break

1) Place the pointer where you want to start a new section.
2) Select Layout > Breaks.

3) Select the type of section break you want.

Add or edit headers

1) To change a header, scroll to the top of a page and double-click the header.
2) Under the Header & Footer Tools Design tab, select where and how you
want your header to appear in the document:
o Different First Page
o Different Odd & Even Pages
o Show Document Text
3) If you'd like to link to a previous section of the document, select Link to
Previous.
4) Type your text into the header.
 15

DESIGN, WORD COUNT AND TRACK

CHANGES.
DESIGN DOCUMENTS.
SELECT A THEME AND STYLE.
To quickly give a professional look to your document, you can apply a theme, which
is a set of formatting choices that includes colors, fonts, lines, and other effects.

Choose a document theme

1. For a new document, select File > New and then select one of the themes.
Or, you select Design > Themes to change an existing document.
2. Point to a theme to see how it will look in your document.
3. Select a theme.
4. Choose a new Style, if you want. Click More to see all options.

Change the theme colors

1. Select Design > Colors.
2. Point to a color to see how it will look in your document.
3. Select a color scheme.

Change the theme fonts

1. Select Design > Fonts.
2. Point to a font to see how it will look in your document.
3. Select a font.
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CHANGE THE MARGINS IN YOUR DOCUMENTS.

Change margins in your document to change the layout and make sure everything fits.

Apply a predefined margin setting

1. Select Layout > Margins.

2. Select the margin measurements you want.

Note: If your document contains multiple sections, the new margins apply
only to the selected sections.

Create a custom margin

1. Select Layout > Margins.
2. Select Custom Margins.
3. In Margins, use the Up and Down arrows to enter the values you want.
4. Select OK when done.

Use the ruler to change margins

1. To turn the Ruler on, select View and then select the Ruler checkbox.
2. The margins are gray on the ruler. Move the cursor to the ruler, and when the
cursor becomes a double arrow, click and drag the margin to the size you
want.
 17

CHECK WORD COUNT.

CHECK WORD COUNT IN DOCUMENT.
When you need to know how many words, pages, characters, paragraphs, or lines are
in a document, check the status bar.

Check the number of words in a document

Check the status bar to see the number of words of your document.

For a partial word count, select the words you want to count. The status bar
shows the word count for that selection and for the entire document.

Find the number of Characters, Paragraphs, and Lines

Click on the word count in the status bar.
 18

REVIEW DOCUMENTS AND TRACK CHANGES.

TRACK CHANGES AND SHOW MARK UP.
When you and your teammates collaborate on a document, turn on Track Changes to
mark the edits each person makes to the document.

Turn on Track Changes

Select Review > Track Changes.

Show the changes made to a document

1. Select Review, and select a view option from the Display for Review list.

o Simple Markup places a red line in the margin where a change has been
made.
o All Markup shows each persons edits in different colors of text and with
strikethrough formatting.
o No Markup shows how the incorporated changes will look.
o Original shows the original document.
2. In the Show Markup list, select the types of markups to display: Comments, Ink,
Insertions and Deletions, and Formatting.

Turn off Track Changes

On the Review tab, in the Tracking group, select Track Changes.
New changes will not be marked, but changes that were already marked remain.
 19

ACCEPT OR REJECT CHANGES.

After you and your teammates have made changes to a document, review the changes
and decide whether you want to keep or remove them.

Accept or reject changes one at a time

1. Place the pointer at the beginning of the document.
2. Select Review > Next in the Changes group to see the first tracked change.

3. To keep the change, select Accept.

Or, to remove the change, select Reject.

4. By default, Word moves to the next tracked change after you've made your
selection.

Accept or reject all changes at once

1. Place the pointer at the beginning of the document.
2. Select Review, select the arrow below Accept, and select Accept All
Changes.
Or select Review, select the arrow below Reject, and select Reject All
Changes.
 20

CREATE AND FORMAT TABLES.

CONVERT TEXT TO A TABLE
When you want to improve the look and organization of paragraphs and lists, convert
them to visually appealing tables.

Prepare the text

Before you convert a list or text to a table, make sure that your data is formatted
correctly. Here are a few tips:
Select Home > Show/Hide to show the tabs and paragraph marks in your
document.

Insert separator characters, such as commas or tabs, to show where to divide

the text into table columns. If there are commas in your text, use tabs.
Use paragraph marks to indicate where you want to begin a new table row.

In this example, two tabs are inserted in the text to create a three-column table and
one paragraph mark is inserted to create a second row.

Create the table

1) Select the text that you want to convert to a table.
2) Select Insert > Table and then select Convert Text to Table.
 21

3) Set the column width:

o To set a custom width for all columns, select Fixed column width and
select a number from the list.
o To resize the columns to fit the text, select AutoFit to contents.
o To resize the table to fit the width of the available space, select
AutoFit to window.

4) For Separate text at, select the separator character that you used in the text.
5) Select OK.

Heres the example text after its been converted to a table.

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CONVERT A TABLE TO TEXT.

If you enter text into a table and later change your mind about that formatting, convert
the table to paragraphs.

Convert a table to text

1) Select the rows or table you want to convert.
2) Under the Table Tools tab, select the Layout tab.
3) Select Convert to Text.

4) Select what you want to separate the text with: Paragraph marks, Tabs,
Commas, or Other.
5) Select OK.