Microsoft Word 2016-Penn Foster

font

The combination of typeface, point size, and style for a character

function

Used in a formula to perform an action and return a result

formula

Used to calculate a value based on data in other cells Must begin with an =

COLUMNS

Columns are used to control line length in publications with a lot of text, such as news- papers, brochures, and newsletters. They allow more flexibility with page layout and the shorter line length is easier to read. To format your document with columns, click the Columns command on the Layout tab. Just as you use manual page breaks to improve page layout, manual column breaks are used to end one column and move content to the next. You can insert a manual column break at the insertion point by clicking Breaks > Column on the Layout tab.

handles

used to resize an image.

manual page break

A character that moves text at the insertion point to the next page

mail merge

A process that combines the data from a list with the content of a document to provide personalized documents

Close Button

A window control used to close the application window

Rulers

Displayed in the document window; used for alignment purposes

DISPLAYING FORMATTING MARKS

Editing a document is often easier when formatting marks are displayed. Formatting marks are symbols used to represent characters not normally displayed as text, such as paragraph marks, spaces, and tabs (Figure 20). These are sometimes called "invisibles." If you don't see formatting marks, on the Home tab, click ¶ (Show/Hide ¶) in the Paragraph group. Click ¶ again if you want to hide formatting marks.

Selected Text

Highlighted text for deleting, replacing, or moving

Table

Rows and columns of data

next page section break

Starts a new section on the next page

legal size

The 8½″ × 14″ paper size most commonly used for legal documents

Scroll

To bring unseen parts of a window into view by dragging the scroll box, by click- ing the scroll arrows, or by pressing the Page Up or Page Down keys, or using the wheel on your mouse

Point

To move the mouse until the pointer is resting on a command or feature of the interface point The unit of measurement for fonts; there are 72 points to an inch

Table Move Handle

A handle in the upper-left corner of a table that's used to drag a table to a new location

checkbox

An option that's selected or deselected by clicking the box

Scroll Bars

On the right and bottom of the document window Used to bring unseen parts of a document into view

SMARTART

SmartArt graphics convey information about a hierarchy, process, or other type of relationship. They provide a visual element along with text. SmartArt can be useful in business reports, marketing plans, science papers, and other documents that can make use of a graphic representation of an idea or structure. Click Insert > SmartArt to display a SmartArt dialog box (Figure 70). From here, click a graphic to display a description.

Positional Arguement

The location of the cells to use in a function—LEFT, RIGHT, ABOVE, or BELOW

body text

The main text of a document

editing

The process of changing the contents of a document

Serif

The small stroke or line at the ends of a letter shape

margins

The white space around the text on a page

application interface

The window displayed when an application is running; used for interacting with the application

Click

To quickly press and release the left mouse button

San Serif

Type without the small stroke or line at the ends of a letter shape

input device

Used to communicate with an application; for example, a keyboard, mouse, touch pad, or stylus

Section Break

A character that allows the same document to have multiple page formats

manual column break

A character that moves text at the insertion point to the next column

Tab Leader

A character that's repeated for the length of a tab

Quick Access Toolbar

A collection of shortcuts in the Word window for accessing com- monly used commands

field

A data placeholder that you use in a mail merge document

Tab Stop

A designated position for text alignment when the Tab key is pressed; the default tab stops in a new document are at every half inch

column

A document format that divides content into two or more vertical divisions of text per page

Pointer

A graphic image displayed by a pointing device; common shapes include an arrow, an I-beam, a hand, and an hourglass pointing device. An input device such as a mouse, touch pad, or stylus

bulleted list

A group of related items of equal importance, set off with a symbol

numbered list

A group of related items that have a specific order orientation Used when referring to the direction a page will be printed page layout The arrangement of elements on a page

nameplate

A newsletter element at the top of the first page that identifies the title and date of the publication

Tell Me Box

A search tool and help feature that can be used to display commands and look up information

Tak Pane

A set of options that remain open while working on a document

Screentip

A small box that pops up to explain the function of a command when the mouse hovers over it on the ribbon

file tab

A tab on the Ribbon that displays a new screen with options for opening, saving, printing, sharing, and closing a file

Thesaurus

A tool for finding words that are close in meaning timestamp A code that displays a date, time, or both typeface The name of the design of font characters word processor An application used for creating professional-looking documents

minimize button

A window control used to hide a window

Restore Button

A window control used to reduce or expand a window

SMART LOOKUP

Another way to improve your writing is to strengthen your content. The Smart Lookup tool allows you to do research from within your document. Simply right-click a word or selected phrase and then click Smart Lookup (Figure 27). Smart Lookup uses the con- text of your document to determine which results to display in a task pane. For example, a Smart Lookup on the word work brings up definitions and links to articles related to human labor and physics. From the brief summaries, click the link to display the full arti- cle in a browser window.

SORTING TABLE DATA

Just as you can move text around in a document to refine your writing, you can change the organization of data in a table to better support your point. Order table rows based on the data in a select column by sorting. First select the rows to be sorted (Figure 80). After selecting the rows to order, click Sort on the Table Tools Layout tab. This displays a dialog box where you select the sorting options (Figure 81). To sort the table by the units sold from greatest to least, select Sort by Column 2 and Descending. The sorted table looks similar to Figure 82.

LAYOUT TAB OPTIONS

Numerous styles, borders, effects, and layouts are available on the Picture Tools Format tab. You can preview results by pointing to commands (Figure 66).

KEY POINTS

O Word 2016 has a window with many features to help you create professional- looking documents. O When you start Word you'll see the Start screen with links to documents and a link to create a new document. O To help you perform an action quickly, the Quick Access Toolbar is located in the upper left corner of the Word window. O When you use Word, you'll be executing commands from the Ribbon, which is divided into tabs. O The File tab is different from other Ribbon tabs because it displays a screen where you can open, save, print, share, and close a document. O You can use the Tell Me box to learn more about the commands and features of Word. O ScreenTips appear when you point to a command or feature, and display information about the feature. O The input devices you may use include the keyboard, mouse, touch pad, and stylus. O The location for the next typed character is indicated by the insertion point, which is displayed as a blinking line in a document. O You use the mouse to point, click, and drag. O You can save your document with Save on the File tab. O Documents can be saved to a hard disk, USB flash drive, and a cloud drive. O To open a file, you start Word and use a link on the Start screen, or if Word is already running you can click the File tab for options to open a file. O When you want to print a file, click File and then Print. O You can email a document as an attachment or as a PDF. O When you're done working on a file, you click Close on the File tab to remove it from the Word window. O If you want to quit Word, click the Close box in the upper right corner of the window. ASSIGNMENT 2 O The blinking vertical line in a document is called the insertion point and is where the text you type will appear. O When you type text for a document, press Enter at the end of paragraphs only to allow word wrap to operate correctly. O You can use the Symbol command on the Insert tab to insert characters that aren't on the keyboard. O When you type an email address or a website URL, Word automatically formats it as a hyperlink. O If you want to format text as a hyperlink, right-click the text and click Hyperlink. O Use the Zoom control to adjust the magnification of text so you can see it comfortably. O Possible spelling and grammar errors are automatically detected by Word. O Right-click highlighted errors to display spelling and grammar options. O Editing is when you change the contents of a document, and it often includes insert- ing, deleting, moving, and duplicating text. O Display formatting marks by clicking Show/Hide ¶ on the Home tab. O You can select text by dragging, double-clicking, or triple-clicking with the mouse or by using the Shift, Ctrl, and arrow keys. O Cut and Paste allow you to move selected text. O Copy and Paste allow you to duplicate selected text. O The Clipboard displays cut and copied items and allows you to place any item at the insertion point. O Right-click a word and click Synonym to display a list of words with similar meaning, or click Thesaurus to display a task pane. O You can find and replace text with the Replace command on the Home tab. O You can use the Find command on the Home tab to display the Navigation task pane. O Smart Lookup is a feature that enables you to do research on a topic from within your document. ASSIGNMENT 3 O Font means the typeface, size, and style of text. O When you apply font formats, consider document readability. O You can apply character formats using the commands in the Font group on the Home tab or with the mini toolbar. O You can set paragraph alignment using commands in the Paragraph group of the Home tab or the Paragraph dialog box. O Indents set a paragraph apart from other text. You can use the Increase and Decrease Indent commands in the Paragraph group of the Home tab, the Paragraph dialog box, or markers on the ruler to set them. O You can change the spacing above, below, and in between lines of a paragraph using the Line and Paragraph Spacing command in the Paragraph group of the Home tab or the Paragraph dialog box. O You can create tab stops using the Tabs dialog box. O You can create bulleted and numbered lists with commands in the Paragraph group of the Home tab. O Indents are created using the Indentation options in the Paragraph dialog box or by using markers on the ruler. O You can quickly copy and paste multiple paragraph and character formats at once with the Format Painter command on the Home tab. ASSIGNMENT 4 O Change page orientation to portrait or landscape with Layout > Orientation; page size is also adjusted on the Layout tab. O The white space around text on a page is controlled with margin settings, which you can change with Layout > Margins or in the Page Setup dialog box. O You can control the pagination of your document by clicking Insert > Page Break. O Headers, which appear at the top of every page in your document, are added by clicking Insert > Header. O Footers, which appear at the bottom of every page in your document, are added by clicking Insert > Footer. O The Header & Footer Tools Design tab has options for changing the distance of the header or footer from the edge of the page, removing it from the first page of a document, and creating different headers and footers for even and odd numbered pages. O Edit headers and footers by double-clicking in the desired area to place the insertion point. O Page numbers, a common feature of headers and footers, can be inserted through the Insert tab or from the Header & Footer Tools Design tab. O A timestamp can be added to a document, and can be set to update automatically whenever the document is printed or opened. O You can give your document a consistent look by applying styles from the Home tab. O A new style can be created from the formatting you've applied to text or a para- graph by clicking New Style in the Styles pane. O You can use the Navigation pane to quickly scroll to a location in your document. O Format text into columns by clicking Layout > Columns. O To control column layout, you can use a column break to end a column and move text to the next. O A section break can be continuous or next page and is inserted by clicking Layout > Breaks. ASSIGNMENT 5 O You can add photos and graphics from your computer into a document with the Insert > Pictures command. O To size a graphic, select it to display handles and then drag a handle. O An image can be rotated to any degree by dragging the top circular handle of a selected image. O If you want to remove portions of an image, click Picture Tools Format > Crop and drag the crop handles. O An image can be positioned in line with text as part of a paragraph, or you can click Picture Tools Layout > Wrap Text and then drag the image freely around the page. O Clip art is protected by the Creative Commons license and can be used as a general purpose image for non-commercial use. O If you want to have vertical text or text with graphic features, then click Insert > WordArt. O WordArt is highly customizable with options that depend on the selected theme. You can add numerous shapes to a document with Insert > Shapes. ASSIGNMENT 6 O Create a table using Table commands on the Insert tab. O A table can be selected or moved with the Table Move Handle that appears in the upper-left corner of a table when you point to it. O Click in a cell to place the insertion point. O Press the Tab key to move your insertion point from one cell to the next. O You can create a table with existing text by selecting the text and then clicking Insert > Table > Convert Text to Table. O If you need to convert a table to plain text, click Convert to Text from the Table Tools Layout tab. O The Merge Cells command on the Table Tools Layout tab lets you combine two or more cells into one cell. O Use Split Cells on the Table Tools Layout tab to divide a cell. O The Table Tools Design tab has options for formatting tables. O Select a predefined style from the Table Styles group on the Table Tools Design tab to format an entire table at once. O For individual cell formatting, you can select text and use commands on the Home tab. O The Table Tools Layout tab includes formatting options such as Text Direction, and Cell Margins, and Sort, which changes the order of the table rows. O Add formulas and functions to sum or average cell values with the Formula command on the Table Tools Layout tab. O When you change a cell value, you need to right-click and select Update Field to recalculate the formula. ASSIGNMENT 7 O The commands to produce a mail merge document are ordered from start to finish on the Mailings tab. O You can create mail merge envelopes, labels, emails, and letters. O You must create a list of recipients or open a previously saved list before adding merge fields to a document. O You type a mail merge document like any other document except that you insert merge fields where personal information is to appear. O Click Address Block on the Mailings tab to insert all address fields at once. O Greeting Line on the Mailings tab allows you to create a greeting without inserting separate fields for each part of the line. O Inserted fields can be formatted like any other text by using commands on the Home tab. O A mail merge document can be merged to the printer, sent as an email or an email attachment, or displayed in a new document where individual letters are divided by section breaks.

Sort

Order selected table rows based on the values in a column

PDF File

PDF file Portable Document Format file type, which maintains all the formatting and layout of your file and can't be easily changed personalized letter Document that uses a name, address, or topic specific to the recipient

left alignment

Paragraph format with text lined up on the left of a document leaving a jagged right edge

Right Alignment

Paragraph format with text lined up on the right of a document leaving a jagged left edge

landscape orientation

Prints a document across the longer side of a page

Portrait Orientation

Prints a document across the shorter side of a page

Status Bar

Runs along the bottom of the document window; contains a page count, word count, grammar indicator, and a Zoom slider for magnifying a document style A named set of formats

Ribbon

The area of the Word window that contains the Word commands

letter size

The most commonly used paper size, also referred to as standard 8½″ × 11″

pagination

The process of determining where one page ends and the next begins

Word Wrap

The process where typed characters are automatically moved to the next line when there's no space remaining on the current line

ergonomics

The scientific study of people at work; the goal is to reduce stress, strain, and fatigue

double-click

To quickly press and release the left mouse button twice

Right Click

To quickly press and release the right mouse button

PAGINATION

When your document is more than one page in length, you'll need to evaluate how to divide the pages. Pagination is the process of deciding where one page ends and the next begins. For example, if there are two lines of a paragraph at the bottom of one page and the remaining five lines are at the top of the next page, you can push the start of the paragraph onto the next page with the rest of it for a better layout. To move the text, first place the insertion point at the beginning of the paragraph and then click Page Break on the Insert tab to insert a manual page break. The keyboard shortcut for this operation is Ctrl+Enter.

WORDART

WordArt is a feature that converts text to a graphic element. If you want to create vertical text or text with shadows or outlines, then WordArt is the tool to use. Create a WordArt image by clicking Insert > WordArt and selecting a style (Figure 68). This displays a WordArt text box, which looks similar to the box that surrounds a picture. Replace the default text in a WordArt object by typing. If your text doesn't fit, simply drag one of the handles to resize the image, or select the text and change the font size. A WordArt graphic moves freely and can be dragged anywhere in a document. WordArt is highly customizable, with options to curve text, produce shadows and outlines, and many other effects. Use the WordArt Styles group on the Drawing Tools Format tab (Figure 69). As with other graphics, WordArt formats depend on the selected theme. Changing a theme changes the options in the WordArt gallery.

PARAGRAPH SPACING

You may want to format paragraphs with space before and after. This spacing can improve readability as it makes paragraph breaks easier to see. You might also want extra space between each line. For example, research papers and drafts often have addi- tional space between lines as well as above and below paragraphs.

THE NAVIGATION PANE

As your documents become longer, navigating the content gets more difficult. The Navigation pane will help you with this. Click Navigation Pane in the View tab to add a pane on the left side of the document window. From here, you can click Pages to view miniature, clickable pages of your document (Figure 59). When you click a page, your document scrolls to that page. If you applied styles to your document, click Headings in the Navigation pane to display an outline based on named heading styles. When you click a heading, your document scrolls to that location.

FONT STYLE

Font styles help you make certain words and characters stand out. Styles include bold, italic, underline, strikethrough, superscript (as in e=mc2), subscript (as in H O), color, highlight, and more. However, you'll need to be careful using styles. For example, under- line is often associated with hyperlinks and can be misleading if used otherwise. Using too many colors can lead to a confusing, unprofessional look. Bright colors and highlight- ing can make a document hard to read, and some individuals may not be able to tell blue text from green. In general, italics are used for emphasis and to indicate titles of books and maga- zines. Bold may also be used for emphasis, although it's more often used in headings. Underlining is rarely used in word processing; when typing on typewriters, underlining was used for titles. Strikethrough isn't used often; there are some specialized tasks (such as redlining legal documents) that use it.

Clip Art

Premade pictures or images that can be imported into a document

formatting marks

Symbols used to represent characters not normally displayed as text, such as paragraph marks, spaces, and tabs

Depending on the situation, the shape of the pointer may be an arrow, an I-beam, a hand, or an hourglass.

The arrow pointer is displayed when the pointer is on a command or other selectable item. Click the pointer on the command to select it. Hover, don't click, over any Ribbon command or icon to display a pop-up description The I-beam pointer is displayed within a document. Move the I-beam with the mouse and then click to move the insertion point to that location. The hand pointer appears when pointing to a hyperlink, like that found in a help window displayed by the Tell Me box. When you click a link a browser window opens. The hourglass pointer is displayed to indicate that Word is working on an action. A mouse may also have a scroll wheel, which can be rotated to move a document up or down in the window. The stylus and touchpad input devices work similarly to a mouse, but the touchpad has the added capability of drawing. This feature is useful for writing equations, which Word converts automatically.

crop

The process of removing unwanted areas of a graphic

Clipboard

An area in memory that stores copied or cut text

continuous section break

Allows multiple sections on the same page

STYLES

A Word style is a named set of formats. The Styles group on the Home tab shows sev- eral named styles (Figure 57). You can click the More button at the end of the group to expand the list or click the Styles dialog box launcher to display the Styles pane. FIGURE 57—The Styles Group (note the More button) Styles provide an easy way to give your document a consistent look. If you want to achieve professional results, be sure that all your headings have exactly the same for- mats, just as your body text should have the same paragraph formats. By applying styles, you can be sure that the same formats are being applied each time. And when you mod- ify a style, all the text in that style is automatically updated to reflect the change. You can create a new style based on existing formatting by selecting text or by placing the insertion point in a formatted paragraph and then clicking the New Style button in the Styles pane or clicking Create a Style in the expanded Styles group. To modify an existing style, right-click the style name in the Styles pane or in the Styles group and click Modify to display a dialog box. Here, you can click Format to display additional options (Figure 58). Styles are important when creating documents for any type of job. Whether you're creating expense reports, newslet- ters, handbooks, flyers, posters, or notices, people expect a company's style to be consistent throughout its materials. For many companies, document styles go hand-in-hand with brand rec- ognition. The next time you visit a local store, take a look at the store's documents—sales flyers, promotional materials, and the like—and you'll likely notice a consistent style throughout.

TEMPLATES

A Word template can save time because it's already formatted and has placeholders for information. Templates are available along with the Blank document option when you create a new Word file. For example, there are templates for business letters, résumés, reports, and more. You can also search online for templates using the search bar on the File > New page to see templates that other users have uploaded.

insertion point

A blinking vertical line that indicates where the next character typed will appear

HEADERS AND FOOTERS

A header appears at the top of every page in a document, and a footer appears at the bottom of every page. They're important elements of page layout. Headers and footers provide titles, page numbers, dates of publication, and other useful reference information that help you navigate a document. Readers expect to see them in long documents. Use the Header and Footer commands on the Insert tab to add a header or footer to a document. When you click one of these commands, you'll see numerous layouts for headers and footers. After you click a layout, your insertion point is moved into the header or footer and a Design tab with header and footer tools is displayed (Figure 55). FIGURE 55—The Header & Footer Tools Design Tab The Header & Footer Tools Design tab includes commands and options for formatting and editing headers and footers: O Header from Top and Footer from Bottom are used to change the distance from the edge of the page. This is useful when you add several lines of text to a header or footer, or when your printer needs more distance from the edge to print the text properly. O Choose Different First Page when your document has a title page or other first page that shouldn't display header and footer text. O When you've created a complicated document, such as a book with multiple chap- ters, Different Odd & Even allows you to alternate the header and footer text on odd and even pages. O Use the Go to Footer and Go to Header options when you need to switch back and forth between the areas. Use Previous and Next to switch between even and odd headers and footers. O Click Close Header and Footer to move your insertion point back into the body text of your document. You can also press the Esc key.

creative commons license

A license that allows images to be used for noncommercial purposes

STEP 3: INSERT MERGE FIELDS AND COMPLETE YOUR DOCUMENT

A mail merge document is typed much the same way as any document except that you insert a merge field where personal information would go. For example, when you come to a first name or other data that you've included in your recipient list, click the arrow in Insert Merge Field on the Mailings tab and then click the field to insert (Figure 91). Rather than insert separate fields for each piece of information in an address block, you can click Address Block on the Mailings tab. This command displays a dialog box where you can select fields for an entire address block at once (Figure 92). A greeting line can be inserted similarly with the Greeting Line command. Inserted fields can be formatted like any other text by first selecting the entire field, including the <<marks>> on either side, and then selecting formatting commands on the Home tab.

CREATING TABLES

A table row and column inter- sect is called a cell. A cell contains one piece of data, which can be in the form of text or graphics. For example, Figure 73 contains three rows and four columns. The first row of the table contains titles. Formatting has been applied to help distinguish the titles from the data, and shading has been used to make it easier to read across a row of data. To create a table, click Table on the Insert tab and then point to the number of rows and columns for your table and click, or click Insert Table for a larger table (Figure 74). An empty table is placed at the insertion point. Enter data into a cell by first clicking in it to place the insertion point. To move the insertion point, press the Tab key to move to the next cell in the row or click in a different cell. If you're in the last cell in a row, pressing Tab moves the insertion point to the first cell in the next row. If you're in the last cell of the table, pressing Tab creates a new row. If your table needs to be in a different location in your document, point to the table to display the Table Move Handle, which looks like a four-sided arrow, and then drag the handle to move the entire table. You may also click the handle to select the entire table before applying a paragraph format to it.

ADDING PICTURES

A well-placed photo may be what your document needs to attract interest. To insert a photo, click Pictures on the Insert tab, which displays a dialog box where you can navi- gate to the photo's location on your computer, network, or cloud storage device. You can perform many actions on photos and other inserted graphics, including sizing and rotating, cropping, and repositioning. You can also apply many different styles and effects to a graphic, which can be further customized by changing the theme.

The Word Window.

After starting Word, the first thing you'll see is a Start screen with links to recently opened documents on the left (or, if there are none, a link to Open Other Documents). On the right of the screen are links you can use to create a new blank document or to create a document based on a template (Figure 1). FIGURE 1—The Word Start Screen Click Blank document or Single spaced (blank) to open a new document in the Word window. A blank document adds additional space between lines and extra space after a paragraph compared to the single-spaced option. The Word window is the application interface where you interact with the software (Figure 2).

hanging indent

All lines except the first are set further from the margin

CUT, COPY, AND PASTE

An important part of editing is refining what you've written. When you proofread your document, you may find that a sentence would be more effective at the end of a paragraph rather than in the middle or you may see an important detail that should be repeated in closing. For edits like these, you'll want to move and duplicate information. The Cut, Copy, and Paste commands on the Home tab make it easy. To move or duplicate text: 1. Select the text to be moved or duplicated. 2. On the Home tab, click Cut to remove the text from the document or click Copy to leave the text and create a copy. 3. Move the insertion point to the position where the cut or copied text is to appear. 4. On the Home tab, click Paste. The text appears at the position. The keyboard shortcuts for Cut, Copy, and Paste are: O Cut: Ctrl+X O Copy: Ctrl+C O Paste: Ctrl+V Note that Paste is not Ctrl+P. That's the shortcut for Print. When you cut or copy text, it's placed in an area of memory called the Clipboard. By default, copying and pasting only works for one copied item or section at a time. To see more Clipboard items, click the dialog box launcher in the Clipboard group on the Home tab to display the Clipboard task pane. When you copy additional items with the Clipboard pane open, the additional copied items will appear. You can place any of the Clipboard items at the insertion point by simply clicking the item in the task pane. Or, if you no longer want an item to be on the Clipboard, point to the item, click the arrow, and then click Delete (Figure 22).

WORKING WITH INPUT DEVICES

An input device is used to communicate with an application. The input devices you'll most likely use are the keyboard, mouse, touch pad, and stylus. The keyboard is used to type text into your document. The location where the next character typed will appear is indicated by a blinking line called the insertion point, or cursor. Along with keys for typing text, the keyboard has keys for moving the insertion point and communicating with Word: The arrow keys move the insertion point in the direction of the arrow. Ctrl+left or right arrow moves the insertion point from word to word in the direction of the arrow (press and hold the Control key (Ctrl) and then press the arrow key once). Ctrl+up or down arrow moves the cursor to the beginning of the previous or next paragraph. The Home and End keys move the insertion point to the beginning or end of a line, respectively. Similarly, Ctrl+Home and Ctrl+End move the insertion point to the beginning or end of a document. The Delete key is used to remove the character to the right of the insertion point. The Backspace key removes the character to the left. The Page Up and Page Down keys are used to scroll a document within the window. The Esc key function will vary depending on the context but is commonly used to cancel the current operation. For example, if a dialog box is open you can press Esc instead of clicking Cancel. The mouse is a pointing device used to select commands and respond to prompts. It displays a graphic image called a pointer which is used to point, click or drag. Pointing means to move the mouse until the pointer is resting on a command or feature of the interface. When you click, you point and then quickly press and release the left mouse button. Double-clicking involves pressing the left mouse button twice in quick succession. This is used to select text. Right-clicking means to quickly press and release the right mouse button. This often opens a list of available commands. Dragging means to select text and then press and hold the left mouse button while moving the mouse. Release the button when the item being dragged is where you want it.

CREATING A MAIL MERGE DOCUMENT

Any document that uses a name, address, or a specific reference to an item or topic is a personalized letter. When you want to prepare the same basic letter for more than one person you'll save time by using mail merge to automatically change the personal information for you. The Mailings tab on the Ribbon is organized left to right to take you through the mail merge process from start to finish (Figure 88). There are five steps to the mail merge process: 1. Create a document. 2. Select or create a recipient list. 3. Type the content for the document, inserting merge fields where personalized con- tent is needed. 4. Preview the document. 5. Merge and then print or email the document.

PRINTING AND EMAILING A DOCUMENT

Documents may be printed or attached to an email for distribution. In either case, you use options on the File tab. To print a document: 1. On the Ribbon, click the File tab. 2. Click Print. A list of options for the available printer is displayed along with a preview of the document. 3. Take some time to review your print options (Figure 9). Note the Copies option at the top for increasing the number of printouts. Also, note the Pages option for printing specific pages. 4. Click Print to send a copy of the document to the printer. FIGURE 9—Print Options Emailing requires that your computer have access to an email account. Another consideration with email is the file format. You can email a Word document as an attachment, which provides the email recipient with a copy of the actual Word file. This option is good when you want the recipient to make changes to the document. However, if your document contains material that you don't want changed, sending the document as a PDF is a better option. To email a document: 1. On the File tab, click Share. There are several ways to share a Word document. 2. Click Email. Note the email options, which include Send as Attachment and Send as PDF (Figure 10). 3. Click an attachment option. A new email message is displayed with the file in the Attached line. 4. Type the recipient's email address in the To box and type a message in the area below. 5. Click Send to send the attached file to the recipient. Email Business Communications as PDF Attachments Invoices, product sheets, estimates, and other business communications should be emailed in PDF format to prevent accidental changes to the contents.

LISTS AND FIRST LINE INDENTS

Documents often use lists to organize and present information. Bulleted lists are used for items of equal importance, and numbered lists are used for items that should be in a spe- cific order. In Figure 44, the bulleted list uses box characters to provide a checklist. To create a list, first,t select the paragraphs that will make up the items and then click one of the list commands in the Paragraph group on the Home tab. If you want to use a sym- bol other than the default • shape for a bulleted list click the arrow next to the Bullets command for choices (Figure 45). The Numbering command has many options for number formats (Figure 46). Another paragraph format that you'll make use of in your documents is a first line indent. A first line indent moves the first line of a paragraph in from the remaining lines. A hanging indent leaves the first line in place while moving the remaining lines in. Lists use hanging indents—the bullet or number is placed further to the left than the list item text. To precisely set indents, open the Paragraph dialog box. In the Indentation options, use the Special list to select First line or Hanging and then type a value in the By box (Figure 47). You can also set indents with markers on the ruler (see Figure 36). To cre- ate an indent in this way, first place the insertion point in the paragraph to be formatted, or select multiple paragraphs for formatting. Next, drag the First Line Indent marker to indent the first line of the paragraph, or the Hanging Indent marker to leave the first line where it is and indent the rest of the paragraph. If you need to set the left indent of the whole paragraph, the small box below the triangle markers is the Left Indent marker (Figure 48).

ADDING PAGE NUMBERS, DATES, AND TIMES

For documents longer than 2-3 pages, readers expect to look at the top or bottom of a page and see a page number. Therefore, the best place to add page numbers to your document is in the header or footer. When you use the Word command to add page num- bers they appear automatically on every page and are automatically updated when pages change. If you edit your document, you don't need to go back and change the page numbers. Page numbers are such a common page element that you don't even need to create a separate header or footer first. Simply click Insert > Page Number, click Top of Page or Bottom of Page, and then select a layout (Figure 56). This method deletes any existing header or footer and replaces it with the page number header or footer. If you want to add a page number to an existing header or footer, position the insertion point in it, then on the Header & Footer Tools Design tab click Page Number > Current Position and click a layout. FIGURE 56—Inserting a Page Number Some of your documents, such as office manuals and forms, will be more useful if you keep track of revisions using a date in the header or footer. When you insert a date, Word actually inserts a code called a timestamp, which can include either a date, a time, or both. To insert a timestamp, place the insertion point where you want the timestamp to appear and then click Header & Footer Tools Design > Date & Time to display a dialog box. Select the format for the timestamp and click Update automatically if you want the timestamp to update every time your document is opened or printed. If you want to add a date to the body of the document—that is, not in the header or footer—click the Date & Time button in the Text group on the Insert tab.

TYPING TEXT

In a new Word document, the insertion point appears as a blinking line in the upper left of the document. As you type, characters appear and the insertion point moves to the right. When your text reaches the right edge of the document, the insertion point is automati- cally moved to the next line in a process called word wrap. It's important to allow the text to wrap automatically; press Enter at the end of a paragraph only. Later, you'll see that when edits are made, word wrap adjusts text as necessary. Another consideration when typing is how many spaces you type after a period. Word automatically adjusts space proportionally between characters and words to provide the best reading experience. To avoid distracting gaps, you should type only one space after a period at the end of a sentence. This will give your document a more professional look. Planning is an important aspect of creating any type of document. If you'll be typing an address block or other text that should be single spaced, then you'll need to click No Spacing on the Home tab before typing to change the paragraph style (paragraph styles are covered in Assignment 4). A new Word document uses the default style, which adds extra space after a paragraph. This is more appropriate for a term paper or business letter. One final consideration when typing is ergonomics. Ergonomics is the scientific study of people at work. The goal of ergonomics is to reduce stress, strain, and fatigue. To work more efficiently and productively while reducing the possibility of eyestrain, you should change the magnification of the document so that you can easily read the text as you type. The Zoom controls in the lower right of the document window are used to change the magnification. Click + to increase the magnification, click - to reduce, or drag the slider in either direction. The magnification doesn't affect the size of the text when printed.

FORMATTING CELL DATA

In addition to the Table Tools Design tab, you can use commands on the Home tab to format individual cell data just like any other text. After selecting cell data, you can apply character formats such as bold or italic, or use paragraph formats to align cell data within a cell. For example, click in a cell and then change the paragraph alignment to Right to align cell contents along the right border. The Table Tools Layout tab contains additional alignment options, including the Text Direction command, which is useful for making titles run vertically, and Cell Margins for changing the amount of space between text and the cell border. Tables can be placed anywhere on a page, with multiple tables per page. With this in mind, tables can be useful for defining a page layout because each cell can have its own shading, formats, images, and content. For example, a brochure could use a one column, two row table on the front panel with a logo and shading in one cell and right aligned text in the second cell. When tables are used for page layout, the borders are typically turned off and gridlines are turned on. These Border commands are on the Table Tools Design tab. You can see many examples of tables being used for page layout in Word templates.

PARAGRAPH INDENTS

Indents are used to set apart a paragraph from other text. Quotes are one example of where indented paragraphs are often used. In Word, this paragraph would be an example of a non-indented paragraph. The text below is an example of an indented paragraph. Tomorrow, and tomorrow, and tomorrow, Creeps in this petty pace from day to day, To the last syllable of recorded time —Macbeth

MARGINS

Margins are the white space around the text on a page. Wider margins on the left and right mean a shorter line length; narrow margins on top and bottom allow more lines of text on a page. The default margins in a new Word document are 1″ on top, bottom, left, and right, which are typical for a business letter. If you reduce your margins too much you may wind up with too little white space, giving a cluttered or busy appearance that's gen- erally hard to read and unappealing. However, flyers usually have small margins to allow for large text that can be seen from a distance. When adjusting margins, keep in mind that white space is as important to layout as the actual content. To change your document margins, click Margins on the Layout tab to display a menu of preset options (Figure 52). If you want to enter custom settings, click Margins > Custom Margins or click the dialog box launcher in the Page Setup group on the Layout tab. Margins vs. Indents Margins are a page level format that affect every paragraph in the document. Indents are used to change the format for specific paragraphs only. If you later edit content or change the margins, your manual page breaks may wind up dividing text at the wrong locations. You can remove a manual page break by showing formatting marks and then deleting the Page Break character.

CROPPING AN IMAGE

Often, you'll want to exclude a portion of a photo. For example, you may want to focus on the head and shoulders of a full body image. To do this, you crop the photo to remove unwanted areas. First, click Crop on the Picture Tools Format tab, which displays heavy crop handles around your photo (Figure 65). Next, drag the crop handles to focus on just the area you want to display. The hidden area will appear shaded. Click anywhere out- side the photo to remove the crop handles and hide the unwanted parts.

PAGE SIZE AND ORIENTATION

Page size is the most basic element of document layout. Do you need the standard 8½″ × 11″ paper size, also called letter size? Or will you be preparing legal documents that should be 8½″ × 14″, or legal size? Or perhaps you're printing 3″ × 5″ cards. Before you begin adding content to a document, you must choose the correct page size for the layout using the Size command on the Layout tab (Figure 51). The default document size in Word is letter size. FIGURE 51—The Layout Tab After deciding on the page size, you need to determine the orientation. Orientation is the direction in which a page will be printed. Portrait orientation prints the document across the shorter side of a paper, while landscape orientation prints across the longest side. Word's default is portrait orientation because it's the most often used for business letters and so on. To change the orientation of a document, use the Orientation command on the Layout tab. The rulers in the Word window adjust to correspond to selected page size and orientation. Portrait and Landscape Orientation Many documents you create or work on will use portrait ori- entation. It feels natural, because it resembles a typical page in a book. However, there will be times when landscape orientation is the better fit for your document. Creating posters, flyers, or trifolds in landscape orientation will allow you to incorporate images, columns, and large fonts more easily. Likewise, if your document includes visuals with horizontal orientation, such as tables, charts, or figures, you might find it easier to fit them in landscape orientation.

justified alignment

Paragraph format that adjusts spacing so that text is lined up on both the left and right sides

center alignment

Paragraph format with text placed in the middle of the line, spaced equally from the right and left edges

The Customize Quick Access Toolbar (Continued)

Rulers run along the left and top of the document area. They show the size of the paper and are used for alignment purposes. If the rulers don't appear in your Word document, you can enable them by clicking the Ruler checkbox on the View tab. Scrollbars are located along the right side of the window and below the document, if necessary. You use them to bring unseen parts of the document into view. The scroll bars may disappear from view when typing. Moving your mouse makes them reappear. To scroll a document in the window, drag the scroll box, click above or below it in the scroll bar, or click the up or down arrows at the top and bottom of the scrollbar. The Status bar runs along the bottom of the window. In the lower left of the status bar is a page count, word count, and a proofing errors indicator. On the right side of the status bar is a Zoom slider you can use to change the magnification of your document. Icons for changing the document view are also near the Zoom slider Screen Tips are small boxes that pop up when you hover the mouse over a command on the Ribbon or other features on the Word document window (Figure 4). ScreenTips display information about a feature, including keyboard shortcuts for executing the feature without having to remove your hands from the keyboard.

Save Often

Save your document as soon as you create it and save often as you work on your document. This way if an error occurs you won't lose hours of work. You might want to set the automatic save function of Word to save every few minutes just in case you forget. Click File, Options. In the dialog box that o Save and adjust the AutoSave settings (Figure 7).

ADDING SHAPES TO A DOCUMENT

Shapes such as stars, arrows, and callouts have many uses in a document. For example, you can use a callout near an image to add a phrase, or you can add an arrow to indicate a process. To add a shape, click Shapes on the Insert tab and then choose a shape. After you click the shape, your pointer changes to a large crosshairs. Drag the crosshairs anywhere in the document to produce the shape. After drawing the shape, you can drag it to any location in the document or drag a handle on the selected shape to resize it.

TYPEFACE

TYPEFACE You can think of typeface as the name of the design of the letters and other characters. Word gives you dozens of typefaces to choose from in the Font list on the Home tab (Figure 30). Some are decorative and others are blocky. Whichever typeface you choose, be sure to keep your audience in mind. Typefaces are further classified as serif and sans serif. A serif is the small stroke or line at the ends of a letter, which draw the letters of a word together for easier reading. A sans serif font doesn't have the strokes. O This is a serif font. O This is a sans serif font. You've probably seen many documents organized as paragraphs of text divided by titles and subtitles. The main text is called body text. You may see fonts used for titles and headings that are different than the body text. Serif font is often used for titles because it's easy to read in large, bold letters. You'll help readers better understand your content when titles and body text are differentiated with serif and sans serif fonts. The typefaces you use will largely depend on where you work. A professional office might use creative fonts only in its letterhead, and sometimes not even then. On the other hand, a job that requires creating promotional materials, such as marketing or graphic design, will require the use of many dif- ferent fonts and colors. Teachers of young children will also use many more whimsical fonts.

FORMATTING A TABLE

Tables are most useful when you format them with shaded rows for easier reading, dis- tinctive titles that stand out, and other features that generally help your reader take in the information presented. The Table Tools Design tab has many such options, including table styles, which are customized based on criteria you select (Figure 78). When you select or clear a Table Style option, the predefined table styles change to reflect your selections. For example, when you click Banded Columns, the table styles change to apply shading to every other column. When you click Total Row, the next to last row border changes to a double line and the data in the last row is bold. After you select the part of your table that needs emphasis, scroll through the Table Styles group or click the More button at the end of the group to expand the list and then point to a style to see a preview. When you decide on a style, click it to apply the format to the table.

PERFORMING OPERATIONS ON TABLE DATA

Tables may help explain data better if you include formulas that sum or average cell values. A formula performs calculations based on data in cells and must begin with an = sign. For example, Figure 83 gives the reader the overall sales. The total sales were cal- culated by using a SUM function in a formula. A function performs an action and returns a result. For example, the table in Figure 83 uses the formula =SUM(ABOVE) to determine the total sales. Functions use positional arguments (LEFT, RIGHT, ABOVE, and BELOW) to determine to which cells to refer. To create a formula in a table, place the insertion point in a cell and then click Formula on the Table Tools Layout tab to display a dialog box (Figure 84). The Formula dialog box may already display a formula based on the position of the insertion point. However, if you want a different calculation, delete the existing function and use the Paste Function list to select the appropriate one. Other functions available are AVERAGE, COUNT, MAX, and MIN. To properly display results, you may need to select a display for- mat from the Number format list. If you make changes to data in cells used in a formulayou must right-click the formula cell and click Update Field to recalculate the formula value.

TEXT BOXES

Text boxes can be placed anywhere on a page much like a graphic. They can also be sized, shaded, and have borders and other graphics elements. They contain text that's formatted like any other text but is separate from the rest of the document. Text boxes are useful for elements such as a newsletter masthead or for pull quotes and sidebars. To insert a text box, click Text Box from the Insert tab.

footer

Text that appears at the bottom of every page

header

Text that appears at the top of every page

THE DESIGN TAB

The Design tab includes Themes, Style Sets, Color Sets, Font Sets, and other document formatting options. You can select any of these options to change the look of your doc- ument. Since most of these options are based on named styles, you'll see the greatest impact to your document if you first apply named styles to text and paragraphs.

What is Microsoft Word?

The Microsoft Word 2016 word processor is used to create professional-looking documents such as letters, flyers, brochures, and eBooks. The instructions to start Word will vary depending on your installation. However, you'll most likely need to click the Word 2016 icon in the Taskbar at the bottom of the screen or double-click the icon on the Desktop. Microsoft Word 2016 includes many features for typing and editing text. Some of these features, such as the spelling and grammar checker, Smart Lookup, and the thesaurus, can help you improve your writing. Other features, such as cut, copy, and paste, can help you refine your message without having to retype text. Effective documents are more than just the right words on a page. They must also convey a message through their appearance. Character formats set the tone for the mes- sage, while paragraph formats provide organization and clarity. Done properly, a reader often has an idea of the message just by the look of a document. Imagine a flyer for a children's sporting event. Now, imagine a brochure for a company webinar. You can dis- tinguish one from the other without even reading the words. This is because of formatting. CHARACTER FORMATS There are countless ways that you can control the look of your document with charac- ter formats. When you change the look of your text, you're making changes to the font, which refers to the typeface, size, and style for a character. For example, Calibri 11 point regular is the default Word font.

The Word Window (Continued)

The Word window includes these features: The Quick Access Toolbar is at the top of the window and has shortcuts to commonly used commands. The default shortcuts are Save, Undo, and Redo. You can click the Customize Quick Access Toolbar icon to add or remove shortcuts (Figure 3).

The Customize Quick Access Toolbar

The file name, or document name, is displayed in the top center of the window. When you save a new document, the name you provide will be displayed here. In the upper-right corner is the Ribbon Display Options button, which lets you control how the Ribbon displays; Minimize button, which you click to hide a window; the Restore button, which you click to reduce or expand the window size, and the Close button, which you click to close the application window. The Ribbon contains Word commands. Commands are organized into tabs that run along the top of the Ribbon. Click a tab name to display a different set of commands. Within a tab, commands are grouped. Some groups include a dialog box launcher (a small arrow icon) in the lower-right corner that you click to display a dialog box or task pane with additional options related to the group. Some command buttons on the Ribbon have an arrow at the side you click to display a menu of additional options. The File tab is different from the other Ribbon tabs. Click File to display the Backstage view with options for opening, saving, printing, sharing, and closing a file. To get back to the document window without executing a command on the File tab, click the Back arrow in the upper left of the screen or press the Esc key. The Tell Me box is a search tool and helpful feature. When you can't locate a command, or when you just want to learn how to perform an action, click Tell me what you want to do and then type any word or phrase in the box to display a menu of related search results. The search results will include related commands and an option to display a Help dialog box with more information.

first line indent

The first line of a paragraph is set further from the margin than the remaining lines

cell

The intersection of a row and column in a table

STEP 2: SELECT RECIPIENTS

The recipients list will be used by Word to personalize each document. Therefore, you'll need to be prepared to enter names, addresses, and other information for your document when you start this step of mail merge. Click Select Recipients on the Mailings tab and then click Type a New List. A New Address List dialog box is displayed where you type the information for each recipient (Figure 90). To create an email merge document select Choose from Outlook Contacts. The columns are fields and represent the data that you can add to your mail merge docu- ment. You don't need to complete every field, but you should complete the same fields for every recipient. If you want to change the field names to something more descriptive for you, or if you want to add other fields, then click Customize Columns. After typing the data for a recipient, click New Entry to add another line to the table. As with tables, press Tab when you get to the last entry in a row to add a new row. When your list is complete, select OK. You'll then be prompted to save the list for future use. The next time you need to create a merge document with the same recipients, you can simply choose Use an Existing List from Select Recipients.

FONT SIZE

The size of a font is measured in points, with 72 points to an inch. If your document uses headings and body text, then you can make your document easier to read and under- stand by making headings and titles at least 2 points larger than body text. You'll also make your document more effective if you consider your audience when you decide on font size. For example, a senior audience will appreciate larger type overall.

THE THESAURUS

The thesaurus is a tool for finding words that are close in meaning. To use the thesaurus, right-click a word in the document and then click Synonyms to display a menu of related words (Figure 23). If you see a word that you like better than the current one, click it to replace the current word. If the menu is displaying words with a meaning different from the current word, then click Thesaurus at the bottom of the menu to open a task pane. From here, you can click a word in the search results to display synonyms related to that word. When you find a replacement, point to the word, click the arrow, and then click Insert (Figure 24).

FIND AND REPLACE

The thesaurus replaces a single word. If you want to replace all instances of a word in a document, use the Replace command on the Home tab, which displays the Find and Replace dialog box (Figure 25). Type the word or text to look for in the Find what box and type the replacement text in the Replace with box. Click More for additional options. Click one or more of the check- boxes under Search Options to make a search more specific. You can also use the Special list to add codes for formatting marks and other special search items to the Find what and Replace with boxes. For example, you could search for line breaks, paragraph breaks, and so on. To display fewer options, click Less. Even after all options are set, you'll want to perform a search and replace thoughtfully to avoid changing the wrong text. The safest approach is to click Find Next to locate an occurrence of the text before clicking Replace. When you click Replace All, every occurrence of the Find text is auto- matically changed without showing it to you. FIGURE 25—The Find and Replace Dialog Box There are many reasons to search a document for text. For example, you may want to refine your writing by checking for overused words. You can do this by clicking the Find command on the Home tab, which displays the Navigation task pane with a search box. Using Find and Replace The Find and Replace tool may seem very specialized, but it actually can be very useful in a number of careers: O A company decides to change a new product's name just weeks before launch. As a marketing agent for the company, you can use Find and Replace to quickly locate and change every instance of the old name in your document, saving your time and the compa- ny's money. O As a wedding planner, your clients decide they want to change the ceremony venue from the local country club to a nearby barn venue. Using Find and Replace, you can quickly locate and update mentions of the venue name and address on invitations, directions for caterers and other servicers, and contracts. O A company you serve as part of your public relations firm sends a list of details so you can create a public statement. After writing the statement, you realize that the company made a typo in their representative's name—they listed the name as Marcy Johnson, when the representative's real name is Marcy Johnston. You can perform a Find and Replace for the name Johnson to easily make the adjustment.

PARAGRAPH ALIGNMENT

The way text aligns within a document is called paragraph alignment (Figure 33). You choose alignment based on the message. For example, a formal paper is usually left aligned or justified. But when you want to present a catchy phrase for a product, you may find that right alignment is more effective. Titles are often centered. You can change the alignment of text by placing the insertion point in the paragraph you want to format or by selecting multiple paragraphs together. Then click an alignment command in the Paragraph group on the Home tab (Figure 34). Left aligned text is typical for letters, research papers, and general communication. Text with this alignment lines up on the left, with a jagged right edge. Center alignment places text equally between left and right edges. Right aligned text is used in advertisements and image captions. Text with this align- ment lines up on the right, with a jagged left edge. Justified text adjusts the space between words to align on both the right and left edges. It's most commonly used in newspapers, magazines, and books. Sometimes it can look awkward if there's a short line and a lot of space is added.

APPLYING PARAGRAPH FORMATS

To apply paragraph formats, first, place the insertion point in the paragraph to be for- matted or select several paragraphs together. To apply indent and spacing options you can use commands from the Paragraph group on the Home tab. The Increase Indent command increases the left indent of a paragraph and Decrease Indent reverses indents. When you want to choose an option for spacing, click the arrow in the Line and Paragraph Spacing command. If you want to apply specific line and paragraph spacing or multiple formats at once, click the Paragraph dialog box launcher to display the dialog box (Figure 35). You may also use markers on the ruler to control left and right indents. The Left Indent is the small box on the left, and the Right Indent is the arrow on the right end of the ruler (Figure 36). Be sure you've placed the insertion point in the paragraph you want to format before dragging a marker to change the indent. The marker above the left indent sets hanging indent, which is discussed below. It can be tricky to select one without the other. If you make a mistake, click Undo and try again. Displaying the Ruler Indents and tabs can be set from the ruler. If the Ruler isn't the Ruler option on the View tab. Don't Use Spaces to Align Text Tabs, not spaces, should be used to align text. Inserting spaces is an unreliable way to position text because they vary in width from one line to the next depending on word wrap and font.

OPENING A FILE

To edit or print a document, it must first be opened in Word. Opening a file transfers a copy from the storage media to the computer's memory and displays it in the Word window. To open a file: 1. Start Word to display the Start screen. 2. Links to recently used documents are on the left side of the window. Click a link to open it. 3. To open a different file, click Browse to display a dialog box. 4. Navigate to the location of the file and then click the file name to select it. Click Open to transfer the file to the Word window. If you want to open a file when Word is already running, click the File tab and click Open to display the Browse button and links to recently used documents. You can also press Ctrl+O

SAVING A FILE

To make a document available for future use, it must be saved as a file to a lasting a medium such as a hard disk, USB flash drive, or cloud drive. A hard disk is the computer's storage. A USB flash drive is a portable storage device that can be plugged into the USB port on a computer and is easily moved from computer to computer. A cloud drive is online storage that's available to you from any computer, tablet, phone, or other device with Internet access. To save a document: 1. On the Ribbon, click the File tab to display a screen of options. 2. Click Save. A list of locations is displayed. 3. To save a document to your computer, click Browse. A dialog box is displayed (Figure 6). In the pane on the left of the dialog box, navigate to the appropriate location to store the file. The address bar at the top of the dialog box displays the path of the selected location. 4. In the File name box, change the default name to one that's descriptive of the file's contents. A valid name can include letters, numbers, spaces, and some special characters. Be sure to keep the Word file name extension of .docx. 5. Click Save. The new name is displayed at the top of the document window. There are other ways to save a document. You can also click the Save icon on the Quick Access Toolbar. A third way to execute Save is to press Ctrl+S on the keyboard. This method allows you to keep your hands on the keyboard.

drag

To press and hold the left mouse button while moving the mouse

CONVERTING TEXT TO A TABLE

When creating a document, you may not decide until after you've typed the information that it should be presented in a table. In this case, you can highlight the text and then select Insert > Table > Convert Text to Table to display a dialog box where you select or type the character that determines where one column ends and the next begins. For example, the tabbed data in Figure 75A converts to a table similar to Figure 75 To convert a table to plain text, select all the cell data and click Convert to Text in the Data group of the Table Tools Layout tab. EDITING A TABLE STRUCTURE After you've created a table, you may want to change the column widths or add a new column or row. You can perform these actions with commands on the Table Tools Layout tab or by using your mouse: Row height Click in a cell and then use Height on the Table Tools Layout tab to change the row height precisely. Point to a row border and then drag the double-headed pointer up or down to increase or decrease the row height. Double-click the border for best fit sizing. Column width Click in a cell and then use Width on the Table Tools Layout tab to pre- cisely change the width of the column. If it isn't displaying a value, you may need to point to the top of the column and then click once with the solid arrow pointer to select the entire column. Point to a column border and then drag the double-headed pointer right or left to narrow or widen the column. Double-click the border for best fit sizing. To insert a new row v Point to the left of the table until you see the Insert Control at the position for the row, and then click (Figure 76). v Click Insert Above or Insert Below on the Table Tools Layout tab to add a row above or below the row containing the insertion point. To insert a new column v Point to the top of the table until you see the Insert Control at the position for the column, and then click. v Click Insert Left or Insert Right on the Table Tools Layout tab to add a column to the left or right of the column containing the insertion point. v Click Delete on the Table Tools Layout tab for options to delete portions of the table. To select an entire row in a table, point to the left of the row. The pointer should look like a white arrow. Click to select. To select an entire column in a table, point above the row. The pointer should look like a black arrow. Click to select. To select multiple rows in a table, point to the left of the first row to select and then drag the open arrow pointer to the last row in the selection. To select part of a row or column, point to the left of the cell. The pointer should look like a black arrow. Click to select, and drag to select multiple cells.

MERGING AND SPLITTING CELLS

When there's data that should span several cells you can use Merge Cells on the Table Tools Layout tab to combine selected cells into one. For example, you may want to merge the cells in the top row of a table for a title as in Figure 77. To combine any two or more cells into one, drag to select the cells and then click Merge Cells. If you later want to divide a cell, place the insertion point in the cell and click Split Cells on the Table Tools Layout tab.

POSITIONING AN IMAGE

When you insert a photo, it's placed at the insertion point and is therefore in a paragraph where paragraph formats can be applied. You can center your image by applying the Center format to the paragraph. Similarly, you can align a photo using indents or tabs and tab stops. To drag a graphic freely around the page, or have text wrap snugly around it, you need to change the text wrap. To do this, first select the image, and then on the Picture Tools Format tab, click Wrap Text > Square. You can now drag the image anywhere on the page and text will flow and align to fit around the graphic. Other options in the Wrap Text command work similarly. If you don't want your image to move freely, click Wrap Text > In Line with Text. These options are also available in the Layout Options menu. You can also use options in the Position or Align commands to quickly move an image to a spe- cific location on your page.

SIZING AND ROTATING

When you insert a photo, the Picture Tools Format tab is added to the Ribbon and the image displays handles (Figure 64). Drag any handle to size the image, or press and hold the Shift key while dragging a corner handle to size the image proportionally (that is, without distortion). You can also size the image to exact dimensions with the Height and Width boxes in the Size group on the Picture Tools Format tab. You can rotate the image by dragging the top circular handle, or use the Rotate command on the Picture Tools Layout tab. When a picture is selected an icon appears to its right that opens an image Layout Options menu.

TYPING HYPERLINKS

When you type email addresses or webpage URLs, Word automatically converts them to hyperlinks, making the text blue and adding an underline to indicate a link. If you dis- tribute the file as a Word document or as a PDF, the reader can click the links in your document to open the corresponding websites. Word uses the @ symbol and the text www. to decide if your text should be formatted as a hyperlink. If you type a link that doesn't follow this protocol, then you can right-click the text and select Hyperlink to display a dialog box where you can specify link information

APPLYING CHARACTER FORMATS

When you want to change the look of text, you must first select the text to be formatted. Next, select commands in the Font group on the Home tab. Or to apply several formats at once, click the Font dialog box launcher to display a dialog box. When you use the mouse to select text, a mini toolbar appears. This toolbar lets you apply a limited number of popular font options quickly (Figure 32). The keyboard shortcuts for Bold, Italic, and Underline are O Bold: Ctrl+B O Italic: Ctrl+I O Underline: Ctrl+U PARAGRAPH FORMATS Paragraph formats are another way to control the look of your document. Paragraph for- mats affect an entire paragraph, not just selected characters within a paragraph. When you change a paragraph format, you change the way text aligns within a document or how much space appears before, after, or between lines of a paragraph.

USING CLIP ART

When you want to include a general purpose image, you can use clip art from the Internet. To choose from available clip art, click the Online Pictures command on the Insert tab to display a dialog box with a search box. Type a word or short phrase in the box to bring up Internet search results with images that match your search text. Clip art from the Internet is protected by copyright through a Creative Commons license, which allows you to use images for free for non-commercial use. To better understand the license, click the Creative Commons link in the dialog box to display a website with more information (Figure 67).

CLOSING A FILE AND QUITTING WORD

When you're done working on a document, you can close the file by clicking Close on the File tab, which removes it from the Word window. The keyboard option is Ctrl+W. At this point, a new document can be created, an existing document opened, or the application closed. To quit Word, click the Close button (X) in the upper right corner of the window. An open document will automatically be closed. If the document has unsaved changes, a warning dialog box will be displayed (Figure 11). You can click Save to save the docu- ment before it's closed.

COPYING FORMATTING

When you've spent your time getting all the formats just right for a paragraph, you may end up with several tab stops, indents, or character formats. You'll find it convenient to copy and paste formats when you need to apply the same formatting elsewhere in the document. For this, you can use Format Painter in the Clipboard group on the Home tab. To copy paragraph formats, simply place the insertion point in the paragraph with the for- mats to be copied, click Format Painter, and then click in the paragraph to be formatted. To copy character formats only, first select the text with the formats to be copied, click Format Painter, and then drag the mouse over the text to receive the formatting. To apply copied formats to multiple paragraphs or selections of text, double-click Format Painter when copying the formats. Your mouse pointer will display the Format Painter icon until you press the Esc key.

SECTION BREAKS

When your document has elements that require different page formats, you'll need to use section breaks. A section break allows the same document to have multiple page formats. For example, a newsletter has a nameplate at the top of the first page to identify the title and date of the publication. Below the nameplate are headlines and the body text, which are typically divided into two or more columns. Because two page formats appear in the same document, you'll need to insert a section break between the nameplate, which runs the width of the page, and body text, which is divided into columns. There are several types of section breaks. Continuous allows multiple sections on the same page; Next Page starts a new section on the next page. To insert a section break at the insertion point, click Breaks on the Layout tab and select a break type.

STEP 5: FINISH THE MERGE

When your preview looks as expected, click Finish & Merge on the Mailings tab (Figure 93). When you click Edit Individual Documents, a new Word window is opened with each of the letters separated by a section break. If you click Print Documents, a dialog box is displayed so you can choose which letters to print. The last option, Send Email Messages, displays a dialog box that gives you options for sending the document as an email message or as an attachment.

SPELLING AND GRAMMAR CHECKING

Word continuously analyzes spelling and grammar as you type. When a word isn't recognized, it 's displayed with a red squiggly line (Figure 14). And when a phrase seems grammatically incorrect, Word places a blue squiggly line below the questionable text. When your document displays red or blue squiggly lines, you'll want to investigate. Nothing affects your credibility like spelling and grammar errors. For words flagged as spelling errors, right-click the word to display a menu with suggested spellings and other options (Figure 15). On the menu, click one of the options to replace the misspelled word. If the word you've typed is correctly spelled, then you can safely click Ignore All or Add to Dictionary. The Add to Dictionary the command will recognize the word in all future documents and all other Office applications. For words flagged as grammatical errors, right-click the text to display a menu with suggested corrections and other options. Click a suggestion to replace the text or click Grammar to display a task pane with more explanation about the potential error (Figure 16). A task pane is a set of options that remain open with your document. To close the task pane, click the Close button in the upper right corner of the pane. AutoCorrect is a feature that automatically corrects the spelling and capitalization of common words. For example, teh becomes the and florida becomes Florida. If Word decides that a combination of letters should really be a word from its AutoCorrect dictionary, the correction is automatically made without you having to retype anything. For example, as soon as you type a space after "their" Word changes the spelling to "their." If you want to process all grammar errors at once, click the Proofing Errors icon in the lower left of the Status bar (Figure 18). To check for spelling and grammar together, on the Review tab, click Spelling & Grammar. Both methods open task panes where click- ing Ignore or selecting a replacement and clicking Change resolves that error and shows the next one in the document.

INSERTING SPECIAL CHARACTERS

You can add characters that don't appear on the keyboard, such as ¢ or é, to a document by inserting a symbol. On the Insert tab, click Symbol to display a menu of the most common or most recently used symbols (Figure 12). Click a symbol to insert it into the document or click More Symbols to display a dialog box with additional symbols and special characters. Some symbols can be added through keyboard shortcuts. For example, (c) converts to ©, (r) to ®, (tm) to ™, and -- to —. Look in the AutoCorrect dialog box for more. Using Special Characters Regardless of your career, you may find yourself needing to use special characters when typing and editing text. O A customer, client, or coworker may have a name that requires an accented letter (for example, Hernández). O You might write about a trademarked (™), copyrighted (©), or regis- tered (®) property or slogan. O Your job may require you to deal with foreign currency such as Euros (€), Francs (₣), or yen (¥). O You may record temperatures in degrees (°) or use mathematical symbols (+, ×, ÷).

SELECTING TEXT

You can edit faster by first selecting the text to be removed or changed. Selected text is highlighted (Figure 21). To make a selection, drag your mouse pointer over the characters to be selected. When you've selected text, anything you type replaces the entire selection with new text. You may also press the Backspace or Delete keys once to remove all the selected text. If you've made a selection by mistake, simply click the mouse anywhere or press an arrow key to remove the highlight and leave the text unchanged. Besides dragging, there are many other ways to select text: O Double-click a word to select the word and the space after. O Triple-click to select an entire paragraph. O Press and hold the Shift key while pressing an arrow key to select one character at a time. Press and hold the Shift and Ctrl keys while pressing an arrow key to select one word at a time. O Press and hold the Shift key and then click a character to select from the insertion point to the point clicked. O Press and hold the Ctrl key and then click anywhere in a sentence to select the entire sentence. O Move the pointer to the left of text until it changes to an arrow shape and then click to select that line of text. Double-click to select the entire paragraph. Triple-click to select the entire document. O On the Home tab, click Select > Select All to select the entire document.

STEP 4: PREVIEW THE MAIL MERGE DOCUMENT

You can view each individual copy of your mail merge document by clicking Preview Results on the Mailings tab. This command replaces the fields with actual data from your list. Click the Previous Record and Next Record controls in the Preview Results group to scroll through the documents. If you need to make a correction, click Preview Results again to display the fields.

USING SAVE AS

You should always save your files in the default Word format, which adds a .docx exten- sion to the file name. You can create a second copy of your file with a different name or in a new location using Save As. To keep your file in the same location, but use a different name, simply type a new name in the Name box on the Save As screen. If you want to save the file in a different location, click the Browse button on the Save As screen and choose the location. If you want to give a copy of a Word file to someone who doesn't have Word installed, or who has an older version, you can save a copy as a PDF file. PDF stands for Portable Document Format. This format maintains the formatting and layout of your file, but can't be easily changed. To create a copy of a file as a PDF, click the File tab and then click Save As. If you want to save the new file in the current location, then you need only change the file type by selecting PDF (*.pdf) from the list below the file name (Figure 8). Productivity Tip Keyboard shortcuts such as Ctrl+S are a way to keep your hands on the keyboard while working on a document, which may improve productivity.

STEP 1: CREATE THE DOCUMENT

Your first decision regarding a mail merge document is which type of document you'll be creating. Do you need to address envelopes? Will this be an email to customers inform- ing them of a new product? Does a letter need to be sent out to the members of a club? Or do you want to create award certificates for each child on a sports team? The basic document types are Letters, E-mail Messages, Envelopes, and Labels. The Letters option is very general and is used for letters, certificates, brochures, and so on. To create your document, on the Mailings tab, click Start Mail Merge and then click the document type (Figure 89). The Envelopes and Labels document types display a dialog box so you can choose the envelope size or the type of label paper.