Understanding Word

Lesson Skill Matrix

Skill Exam Objective Objective Number
Working with Tools Customize the Quick Access toolbar. 1.4.3
Creating a Document Show or hide formatting symbols. 1.4.6
Create a blank document. 1.1.1
Saving a Document Save documents in alternative file formats. 1.5.2
Working with Templates Create a blank document using a template. 1.1.2
Previewing and Printing a Modify print settings. 1.5.1
Document Print all or part of a document. 1.5.3

Software Orientation
Microsoft Word's Primary User Interface
Before you begin working in Microsoft Word 2016, you need to acquaint yourself with the primary
user interface (UI). When you open a blank document in Microsoft Word 2016, you see a screen
similar to that shown in Figure 1-1.

Figure 1-1
Microsoft Word 2016 Opening screen

Microsoft has designed the Word UI to provide easy access to the commands you need most often
when creating and editing documents. (Note that your screen might vary somewhat from the one
shown here, depending on your program's settings.) Use Figure 1-1 as a reference throughout this
lesson as well as the rest of this book.
Lesson 1 Page 1
lesson as well as the rest of this book.

Starting Word 2016

Microsoft Word is a word processing tool for creating different types of documents that
are used in work and school environments. The appearance of Microsoft Word 2016 is
similar to Word 2010 and Word 2013, but with more enhanced features. It contains a
customized Office Background that appears above the Ribbon, live access to your
OneDrive account, an option to work in Read Mode, tab text that appears blue when
active, a blue background for the status bar, and many more exciting new features.
When you first launch Word, it opens with the Recent screen displayed. This screen
enables you to create a new blank document or a document from a template. And when
you exit a document and return later, Word 2016 resumes where you left off.

Starting Word
In this exercise, you learn how to start Word using Windows 10.

In Windows 10, clicking the Start button displays the Start menu (see Figure 1-2). On
this menu, you can choose which application to launch by using your mouse or, if you
have a touch-screen monitor, by tapping the application you want to launch. The Start
menu provides access to mail, OneDrive, Microsoft Edge , photos, games, music, video,
and of course the latest version of the Microsoft Office applications. On tablets with
Windows Mobile and the Office 2016 applications installed, you can customize the
interface the same way as your Start menu.

If you don't have Office 2016 installed on your computing device, you can still create,
view, and perform simple edits on Word documents using an online Word Web App.
Office Web Apps are available for Word, Excel, PowerPoint, and OneNote. You launch
Office Web Apps using a web browser, such as Microsoft Edge. One of the differences
between the Word Web App and the Word 2016 application installed on your computer
is the number of features available. The Word Web App enables you to create, open,
and edit documents with only the most basic commands. It is a wonderful way to create
a simple document and share it. The main advantage of using the Word 2016
application installed on your computer is having full access to all the features needed to
create a professional-looking document. If you use the Word Web App, you will not be
able to complete all of the exercises in this book, because it does not include all of the
Word features.

Microsoft has a cloud-based storage space known as OneDrive. Microsoft provides

users with free online storage space, enabling you to manage your documents from
anywhere and share them with anyone. Before you can use OneDrive, however, you
must create a Microsoft account profile. Once you create your account, you will find it
easy to manage and share your documents.

Windows 10 works seamlessly with Office 2016. When you are logged on to your

Lesson 1 Page 2
Windows 10 works seamlessly with Office 2016. When you are logged on to your
Microsoft account, the account name appears in the upper-right corner of each Office
2016 application and you have access to the files you have stored in your OneDrive
space. This makes it easy for you to continue working on your documents at any
computer and reminds you where you left off.

To begin using Word 2016, locate the Word icon and click it using the left mouse button
or, if you are using a touch-screen monitor, tap the icon.

When Word is launched, the program opens with the Word 2016 screen (see Figure
1-3). On the left side of the screen under Recent, you see a list of documents that have
been accessed recently. The right window pane displays a blank document page and
several templates to create customized documents. To create a blank document, click
the Blank document page and Word will open a new document.

The blinking insertion point in the upper-left corner of this document is where you
begin creating your text. When you place your cursor near it, the insertion point
changes to a large “I,” which is called the I-beam.

Take Note
The lessons in this book are created using the Windows 10 operating system. If your
computer is running the Windows 8.1 or Windows 7 operating system, some
screenshots and steps might appear slightly different than those provided in this book.

Step by step Start Word

GET READY. Before you begin these steps, be sure to turn on and/or log on to your
computer.
1. On the Windows 10 desktop, click the Start button. The Start menu appears (see
Figure 1-2).

Figure 1-2

Lesson 1 Page 3
 Figure 1-2
Start menu

2. On the Start menu, locate Word 2016 and click the icon. The Word 2016 screen
appears (see Figure 1-3). On the left side of the screen, you see the recent
documents that have been accessed, and the right side displays the blank
document page and templates.

Figure 1-3
Word 2016 screen

PAUSE. LEAVE the Word 2016 screen open to use in the next exercise.
Take Note
Windows 10 is for PC users at home, work, and school. It is a powerful tool that controls
the user interface, storage devices, other software, peripheral devices, networks/security,
system resources, and task scheduling. Windows 10 is the latest operating system
standard for computers, laptops, and tablets. Windows 10 also comes in multiple
versions, such as Windows 10 Home and Windows 10 Pro, to support your personal
needs and how you use your device. Windows 10 supports touch-capable devices in
addition to traditional mouse and keyboard commands.

Lesson 1 Page 4
Working with Tools

The Word 2016 window has many onscreen tools to help you create and edit
documents quickly and efficiently. In this section, you learn how to locate and use the
Ribbon and the Quick Access Toolbar to access Word commands. A command is an
instruction based on an action that you perform in Word by clicking a button or
entering information into a command box.

Using the Ribbon

In Word 2016, the Ribbon contains multiple commands on separate tabs. Microsoft has
assigned each of its Office applications with a color. Word is symbolized with the color
blue and active tab text is blue. Each tab contains several groups, or collections of
related Word commands. For example, in the Home tab, the groups are labeled
Clipboard, Font, Paragraph, Styles, and Editing. Each group contains one or more
command icons, some of which have a drop-down menu or a list of options associated
with them; you click the drop-down arrow to display the menu. Some groups have a
dialog box launcher—a small arrow in the lower-right corner of the group—that you
click to launch a dialog box that displays additional options or information you can use
to execute a command.

In this exercise, you learn to use the Ribbon by making tabs active, hiding and displaying
command groups, and using the dialog box launcher and drop-down arrows.

In the Office 2016 programs, the Ribbon is contextual, which means it displays
commands related to the type of document or object that you have open and onscreen.

Step by step Use the Ribbon

GET READY. Start with the File > New screen open.
1. Click the Blank document icon to create a new document file. The Ribbon is located
at the top of the Word screen. In your newly opened document, the Home tab is
the default tab on the Ribbon, as shown in Figure 1-4. Note how the Ribbon is
divided into groups: Clipboard, Font, Paragraph, Styles, and Editing.

Figure 1-4
The Ribbon

2. Review the other tabs on the Ribbon and review each group associated with the
tab, and identify the arrows that launch a dialog box (if present).
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 tab, and identify the arrows that launch a dialog box (if present).
3. Click the Layout tab to make it the active tab. Notice that the groups of commands
change. The Layout tab contains three groups: Page Setup, Paragraph, and
Arrange. Notice that in the Page Setup and Paragraph group a small arrow appears
in the lower-right corner. Clicking on the arrow opens the dialog box with more
options to select or complete a command.
4. Click the Home tab.
5. Click the dialog box launcher in the lower-right corner of the Font group. The Font
dialog box, as shown in Figure 1-5, appears. The Font dialog box contains two tabs
with the Font tab being the active tab. There are many options to select within the
Font dialog box. You can click Cancel if you want to close the dialog box. We'll
continue without clicking Cancel.

Figure 1-5
Font dialog box

6. Click the drop-down arrow on the Font command box in the Font group to
produce a menu of available fonts, as shown in Figure 1-6.

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 Figure 1-6
Font menu

7. Click the arrow again to close the menu.

8. Double-click the Home tab. Notice that the command groups are now hidden, to
give you more screen space to work on your document.
9. Double-click Home again to redisplay the groups.

PAUSE. LEAVE the document open to use in the next exercise.

After you create your first document, you see the filename on the document title bar,
which displays as Document1. Word assigns chronological numbers to all subsequent
files that you open in that session. When you save and name your documents, the name
you assign replaces the document number name originally assigned by Word. When
you close and reopen Word, the program begins its chronological numbering of new
documents at number 1 again.

Using the Quick Access Toolbar

The Quick Access Toolbar is located above the Ribbon and contains commands that
users access most often. By default, the Save, Undo, and Repeat commands display
when you launch Word 2016. You can customize the contents of the Quick Access

Lesson 1 Page 7
when you launch Word 2016. You can customize the contents of the Quick Access
Toolbar by clicking the drop-down arrow on the right side of the toolbar and choosing
options from the menu that appears.

Microsoft has included the Touch/Mouse Mode option to the Quick Access Toolbar in
Word 2016. If you have a touch-capable device, you can use Touch Mode. Touch Mode
provides more space between buttons and icons to prevent you from accidently
pressing one with your finger or stylus. In this exercise, you learn to customize the Quick
Access Toolbar. You also learn to change its position in relation to the Ribbon.

Clicking the Save button in the Quick Access Toolbar for the first time opens the Save As
screen. Save As also appears as a command listed in Backstage view when you click the
File tab. When saving a document for the first time, you need to specify the filename
and location where the document will be saved. You can save a document to your local
drive, your flash drive, OneDrive, or any other portable device. After you select a save
location, the Save As dialog box lets you select a file format.
The Undo command lets you cancel or undo your last Word command or action. You
can click the Undo command as many times as necessary to undo previously executed
commands. Also, if you click the arrow beside the Undo command, a history of actions
you can undo appears. Clicking the Repeat command repeats your last action. Note that
commands on the Quick Access Toolbar are not available if their buttons are dimmed.

Step by step Use the Quick Access Toolbar

USE the document that is open from the previous exercise.
1. Click the Save button on the Quick Access Toolbar.
2. If this is the first time you've attempted to save this document, the Save As screen
opens in Backstage. You have three options for where to save your work: OneDrive,
This PC, or + Add a Place. For now, you are just exploring the Save command on
the Quick Access Toolbar. Later in the lesson, you learn to save a document using
the Save As command.
3. Click the Return to Document icon, which is a circled left arrow located in the
upper-left corner, or press the Esc key to return to the document screen.
4. Click the drop-down arrow on the right side of the Quick Access Toolbar. A menu
appears as shown in Figure 1-7. Selecting one of the commands automatically
places the command on the Quick Access Toolbar or moves the Quick Access
Toolbar to a different location.

Lesson 1 Page 8
 Figure 1-7
Customizing the Quick Access Toolbar

5. Click Show Below the Ribbon. Notice that the toolbar is moved below the Ribbon.
6. Click the drop-down arrow on the right side of the Quick Access Toolbar again.
Click Show Above the Ribbon to return the toolbar to its original position.

PAUSE. LEAVE the document open to use in the next exercise.

Lesson 1 Page 9
Creating a Document

You can create a document from a blank page or use a template that is already
formatted. When you start typing text at the insertion point in a blank document, you
have begun to create a Word document. As you type, Word inserts the text to the left of
the insertion point and uses the program’s defaults for margins and line spacing. The
margin defaults are set to one-inch top, bottom, left, and right margins; the line spacing
is set to 1.08; and the spacing after each paragraph is set to 8 points.
Word also has a number of tools and automatic features to make creating a document
easier, including nonprinting characters, AutoComplete, and Word Wrap.

Later in this chapter, you learn to create a new document by selecting different line
spacing and margin settings.

Displaying Nonprinting Characters

When documents are created, Word inserts nonprinting characters, which are symbols
for certain formatting commands, such as paragraphs ( ¶ ), indents and tabs ( → ), and
spaces ( • ) between words. These symbols can help you create and edit your document.
By default, these symbols are hidden. To display them, click the Show/Hide ( ¶ ) button
in the Paragraph group of the Home tab. When you print your document, these hidden
symbols do not appear. In this exercise, you learn to display nonprinting characters in
Word.

Step by step Display Nonprinting Characters

USE the document that is open from the previous exercise.
1. On the Home tab, in the Paragraph group, click the Show/Hide (¶) button to
display the nonprinting characters in the document.
2. Click the Show/Hide (¶) button again to hide the nonprinting characters.
3. Press Ctrl+Shift+* to once again display the nonprinting characters. This time, leave
Show/Hide on.

PAUSE. LEAVE the document open to use in the next exercise.

Hiding White Space

The white space is the space between pages of the document. This appears as a gray
area between the bottom of each page and the top of the next one. By default, the
white space appears in Print Layout view. You can change the view of the document to
reduce the amount of gray appearing by double-clicking between the pages. In this
exercise, you learn to hide and unhide the white space.

Step by step Hide White Space

USE the document open from the previous exercise.
1. Make sure your insertion point is at the beginning of the document. Place the
Lesson 1 Page 10
 1. Make sure your insertion point is at the beginning of the document. Place the
mouse below the Ribbon until you see the ScreenTip Double-click to hide white
space and then double-click. Notice the gray border line representing the white
space becoming thinner.
2. Place the mouse over the gray border line until you see two arrows again and then
double-click. This reveals the white space.

PAUSE. LEAVE the document open to use in the next exercise.

Entering Document Text

Entering document text is easy in Word. Word sets default margins and line-spacing
measurements for newly created documents, and Word Wrap automatically wraps text
to the next line as it reaches the right margin. To separate paragraphs and create blank
lines, press Enter. In this lesson, you create a letter using the Block Style format with
mixed punctuation. Be sure to type the document text exactly as shown in the steps that
follow—in a later lesson, you learn to format the document.

When sending professional correspondence to customers, it is good business practice to

ensure the document is in an acceptable format and error free. The Block Style letter
format has open or mixed punctuation and is common to many business documents.
Block Style format aligns text along the left margin, including the date, inside address,
salutation, body of the letter, closing, and signature. Open punctuation requires no
punctuation after the salutation or the closing, whereas mixed punctuation requires a
colon after the salutation and a comma after the closing.

Step by step Enter Document Text

USE the document that is open from the previous exercise.
1. The insertion point should be positioned at the top of the page.
2. Type the month, day, and year of today's date. Press Enter twice.
3. Type the delivery address as shown:
Ms. Miriam Lockhart (Press Enter once.)
764 Crimson Avenue (Press Enter once.)
Boston, MA 02136 (Press Enter twice.)
4. Type Dear Ms. Lockhart:
5. Press Enter once.
6. Type the following text and press Enter once after each paragraph.
We are pleased that you have chosen to list your home with Tech Terrace Real
Estate. Our office has bought, sold, renovated, appraised, leased, and managed
more homes in the Tech Terrace neighborhood than anyone and now we will be
putting that experience to work for you.
Our goal is to sell your house quick for the best possible price.
The enclosed packet contains a competitive market analysis, complete listing data,
a copy of the contracts, and a customized house brochure. Your home has been
input into the MLS listing and an Internet ad is on our website. We will be
contacting you soon to determine the best time for an open house.

Lesson 1 Page 11
 contacting you soon to determine the best time for an open house.
We look forward to working with you to sell your home. Please do not hesitate to
call if you have any questions.
7. Press Enter once.
8. Type Sincerely,
9. Press Enter twice.
10. Type Steve Buckley. Your document should appear as shown in Figure 1-8. This
letter still needs to be formatted in an accepted mailable format and this is
discussed in a later lesson.

Figure 1-8
Block Style format with
mixed punctuation

PAUSE. LEAVE the document open to use in the next exercise.

Take Note
It is always important to save your document before closing the program. However, if
you close the document or Word by accident, a prompt appears, asking whether you
want to save your document. Choose Yes to save and close, No to close without saving,
or Cancel to stop the Close command.

Lesson 1 Page 12
Saving a Document

By default, newly created documents are saved with a specific filename closely related to
the content of the document so that you can locate the file quickly. After editing an
existing document, you can choose to save that document with a new filename, a
different file format, or in another location.
When saving a document to the Cloud, such as OneDrive, you have access to your
documents on any computer or tablet and can share them with others. In some cases,
you might want to save the original and edited documents in the same place but with
different filenames. Keeping the original document enables you to reference it at a
future date on any computer.

Saving a Document for the First Time

When saving a document for the first time, you must specify a filename, the file type,
and a place where you can access the document. The filename should help users find
and identify the file, and the file location should be convenient for the file's future users.
You can save files to portable storage devices such as a flash drive, to your computer's
hard drive, to a network location, or to OneDrive.

The Save As command enables users to save their work to the cloud and access the
document quickly from any computer or tablet. In Lesson 13, you learn to save
documents to OneDrive. In this exercise, you learn to save a document with a specific
filename to your flash drive.

Step by step Save a Document for the First Time

USE the document that is open from the previous exercise.
1. If necessary, connect your flash drive to one of the USB ports on your computer.
2. Click the File tab, and then click the Save As command. The Save As screen
appears. There are three options available to save your document: OneDrive, This
PC, and + Add a Place. Click This PC. The right side of the screen changes and
displays Recent Folders that have been opened, as shown in Figure 1-9.

Lesson 1 Page 13
 Figure 1-9
The Save As screen

3. Click Browse. The Save As combo box appears. In the Windows 10 environment, the
Documents Library is the default location for saving new files. Change the location
from the default to your flash drive by using the vertical scroll bar and scrolling
down until you see This PC. Expand the This PC container and select your flash
drive. Storage devices are given a specific letter identified by the operating system.
For example, your flash drive might be labeled as Removable Drive (I:).
4. Click the flash drive to select that as the location to save your document.
5. By default, the first few characters that you typed in your document appear in the
File name box. Drag the mouse over the text and press Delete or begin typing over
the highlighted text. Then, type Tech Terrace Letter in the File name box and click
Save.
6. If a prompt appears to upgrade to the newest format click the OK button. This
action allows you to use the new features in Word 2016.

PAUSE. LEAVE the document open to use in the next exercise.

Troubleshooting
AutoRecover is a feature that automatically saves your data at scheduled
intervals. Be default, Word 2016 saves your work every 10 minutes. This makes
it possible to recover some of your work if a problem occurs. However, this
useful option is not a substitute for frequently saving your documents as you
work. You should always click the Save button regularly to avoid losing work in
case of a power outage or computer crash.

Choosing a Different File Format

Lesson 1 Page 14
Choosing a Different File Format
Some individuals and companies might not have upgraded their Office suites to the
latest version and might still be working in an earlier version, such as Word 2003.
Changing the file format of a document enables those individuals and companies to
open and edit your document without losing its text formatting. In this exercise, you
learn to save a document in a format compatible with an earlier version of Word.

Step by step Choose a Different File Format

USE the document that is open from the previous exercise.
1. Click the File tab, and then click Save As to open the Save As screen.
2. Under Current Folder, click your flash drive. The Save As combo box appears.
3. In the Save as type box, click the drop-down arrow and choose Word 97-2003
Document (*.doc).
4. Type Tech Terrace 97-2003 in the File name box. Click Save. On the title bar, the
new file name appears, along with a Compatibility Mode designation. In the next
exercise, you learn about Compatibility Mode.

PAUSE. LEAVE document open for the next exercise.

Converting a Document
Compatibility Mode enables you to work in a document created in an earlier version of
Word without saving the file in a different file format. In this exercise, you learn to use
the Convert command to clear the compatibility options and convert a document to the
Word 2016 file format.

Step by step Convert a Document

USE the document that is open from the previous exercise.
1. With the Tech Terrace 97-2003.doc document open, click the File tab.
2. In the main pane of the Info command, click Convert, and then click OK to confirm
the conversion, as shown in Figure 1-10. Converting the document clears the
Compatibility Mode on the title bar and upgrades your document to Word 2016
format, which enables you to access Word's new features.

Figure 1-10
Convert prompt

3. To save the document in the Word 2016 file format, click the File tab.
4. Click Save As, and then click your flash drive. Then in the File name box, type Tech

Lesson 1 Page 15
 4. Click Save As, and then click your flash drive. Then in the File name box, type Tech
Terrace Update. Click Save. The new filename displays in the title bar.

PAUSE. CLOSE the document and leave Word open for the next exercise.

Lesson 1 Page 16
Working With Templates

You can work more efficiently by creating many of your new documents using templates
provided by Word. You can choose from many different categories of templates, such as
letters, resumes, faxes, labels, cards, calendars, and more. Some templates are
preinstalled with Word and there are more options available online. A template is a
master document with predefined page layout, fonts, margins, and styles that is used to
create new documents with the same basic formatting. Using templates keeps you from
having to recreate the layout and formatting of recurring documents, such as letters and
interoffice memoranda. Templates are reusable even if you saved the document with a
different file name. In this exercise, you locate an installed template, enter information,
and save the document as a template.

Locating a Template Installed on Your Computer

Microsoft continues to add new templates to its categories. If you are looking for a
document that contains no formatting, single spacing, and margins at one-inch top,
bottom, left, and right, then the Single spaced (blank) document template will do just
that. In this exercise, you select this template to create and save a Word document.

Step by step Locate a Template Installed on Your Computer

GET READY. USE the document that is open from the previous exercise.
1. Click the File tab, and then click New. The New screen displays the available
templates. Scroll down and review the accessible templates. First determine what
type of document you need to create. For this exercise, you select a blank
template.
2. Click the Single spaced (blank) document, and then click the Create button.
3. Click the Show/Hide button (¶) to show paragraph marks.

PAUSE. LEAVE the document open to use in the next exercise.

Creating a Document Using a Template

In this exercise, you use the document you created from the template in the previous
exercise to write a memo and save it, not as a template, but as a standard Word file.

Step by step Create a Single-Spaced Document Using a Template

GET READY. OPEN Word if it is not already open.
1. Click the File tab, and then click Save As. In the Save As screen, click This PC. Then
click your flash drive to open that location. In the File name box, type Welcome
Memo. Click Save.
2. Type the document as follows and press the Tab or Enter key as indicated. By
pressing the Tab key twice, you are aligning the text at the one-inch marker on the
ruler.
Forest Hills Home Owner's Association [Press Enter three times.]

Lesson 1 Page 17
 Forest Hills Home Owner's Association [Press Enter three times.]
To: [Press Tab twice.] New Neighbor Welcoming Committee Members [Press Enter
twice.]
From: [Press Tab twice.] Committee Chair [Press Enter twice.]
Date: [Press Tab twice.] December 15, 20XX [Press Enter twice.]
Subject: [Press Tab twice.] Meeting and Refreshment Schedule [Press Enter twice.]
Thank you for volunteering to be on the New Neighbor Welcoming Committee.
Enclosed please find the meeting and refreshment schedule for the next six
months. See you in January!
3. SAVE the document, then leave open for the next exercise.

PAUSE. LEAVE the document open to use in the next exercise.

Finding Templates on the Internet

Microsoft offers numerous templates online, and other templates are also available from
third-party providers, as well as other users in the community. You can select from a
category using the Office.com Templates section or search for a template online by
specifying keywords in the Search bar. In this exercise, you select a template category
and view a listing of templates online.

Step by step Find Templates on the Internet

GET READY. Word should be open from the previous exercise.
1. Click the File tab, and then click New.
2. In the Search for online templates box, type forms, and then click the Start
Searching button. Additional templates appear. You can also filter the templates by
category to narrow your search. Preview by using the scroll bar and select any
template. Click Create.
3. CLOSE the forms template and do not save.
4. As the assistant to the Tech Terrace Real Estate manager, you are in the beginning
stages of gathering the materials together for the annual report. You decide to use
one of the available templates in Word 2016. Click the File tab, and then select
New.
5. In the Search for online templates box, type Annual Report (Timeless design), and
then click the Start Searching button. Select the template with the image, and then
click Create. The template will download.
6. On the first page, click the drop-down arrow by the [Year] variable and select the
current date—note the year displays in the placeholder. As you gather information
for the report, you begin entering data into the document.
7. Click File, and then click Save As. In the Save As dialog box screen, click This PC and
select your flash drive.
8. In the File name box, type Annual Report.
9. Change the file type by clicking the drop-down arrow and select Word Template.
Note that you might need to select your flash drive again because Word
automatically saves templates to the Templates folder located on the computer.
10. Click SAVE.

Lesson 1 Page 18
10. Click SAVE.

PAUSE. LEAVE the document open for the next exercise.

Modifying a Template
You might find that a template needs some changes to meet your needs. Rather than
making those changes to the document every time you use it, you can choose to modify
the template itself. So that you won’t lose access to the original, it is a good idea to save
the changed template with a new name.
Whenever you use one of the Microsoft-supplied templates, as in the previous sections,
a copy of the template is stored in your personal Templates folder, located by default at
C:\Users\username\AppData\Roaming\Microsoft\Templates. You can modify the
template files in this location to create customized versions.

In the following exercise you will make changes to the downloaded copy of the
template that you used in the previous exercise.

Step by step Modify an Existing Template

GET READY. OPEN File Explorer in Windows.
1. On the File tab, click Open. Then click This PC and click Browse to open the Open
dialog box.
2. Navigate to C:\Users\username\AppData\Roaming\Microsoft\Templates where
username is your Windows account name.
Troubleshooting
If you don't see the AppData folder, turn on the display of hidden files and
folders. To do so, open File Explorer and, on the View tab, select the
Hidden items check box.
3. In the Open dialog box, select Annual report (Timeless design).
4. Click Open. The template opens for editing.
5. Select the first five lines of text.
6. On the Home tab, in the Paragraph group, click Center to center the selected lines.
7. On the File tab, click Save As.
8. Click Browse. The same folder opens as you selected in step 2.
9. In the File name box, change the name to Annual report modified.
10. Click Save.
11. On the File tab, click New. Then click PERSONAL below the Suggested searches line
to display your personal templates.
Troubleshooting
If you don't see thwe PERSONAL heading on the File tab, you will need to
do a bit of setup to make it appear. On the File tab, click Options, and click
Save. In the Default personal templates location, enter the same path as in
step 2 and click OK. You should then be able to resume the procedure at
step 11.
12. Click Annual report modified to start a new document with that template.

Lesson 1 Page 19
12. Click Annual report modified to start a new document with that template.
13. Close the new document without saving your changes.

PAUSE. LEAVE Word open for the next exercise.

Lesson 1 Page 20
Previewing and Printing a Document

The Print command is located on the File tab in Backstage. There you find the printing
options, including printer properties and settings. The Preview pane gives you an
opportunity to see what your printed document will look like, so you can correct errors
before printing.

Previewing in Backstage
Before printing your document, you need to preview its contents so you can correct any
text or layout errors. In this exercise, you learn to use Backstage to preview your
document.

Take Note
The Backstage view is a screen that appears when you click the File tab in Word 2016.
While the ribbon contains commands you use while working within a document, the
Backstage view contains commands for managing the document. On the left side of the
Backstage screen, there are tabs that enable you to create, open, save, close, share,
print, and view information about your documents. To exit the Backstage screen, you
can click the Return to Document icon, which is a circled left arrow located in the upper-
left corner, or press the Esc key. The Print command feature includes three sets of
options: Print, Printer, and Settings. Choosing the Print button automatically prints the
document to the default printer using the default settings. Use the Copies spin box to
change the number of copies to be printed. The Printer options enable you to select an
installed printer, print to a file, or change printer properties. Use the Settings options to
control document-specific print parameters. For example, you can choose to print only
specific pages, change the paper size, and select collation options. You also have access
to Page Setup here, where you can change additional settings for the document. You
learn more about changing the document’s layout in Lesson 5.

The Preview screen to the right of the Print options settings enables you to view your
document as it will appear when it is printed, so you can make any necessary changes,
such as changing the margins or orientation, before printing. The Preview screen lets
you preview every page by clicking on the right and left arrows to page through
multiple-page documents.

Step by step Use Print Preview

OPEN the Welcome Memo document that you created earlier.
1. Click the File tab, and then click Print. The Print screen opens with the Print options
on the left and the Print Preview on the right, as shown in Figure 1-11.

Lesson 1 Page 21
 Figure 1-11
Print options and Print Preview screen

2. Click the plus symbol (+) on the Zoom slider located on the bottom-right of your
screen until the zoom level changes to 100%.
3. Click the Return to Document icon or press the Esc key to close Backstage.
4. Click the File tab, and then click Save. Your document will be saved with the same
filename on your flash drive.

PAUSE. LEAVE the document open to use in the next exercise.

Choosing a Printer
If your computer has access to multiple printers, you might need to choose a
destination printer for your document. If your printer is already set up and ready to
print, as is the case in most classroom environments, you do not need to complete this
exercise. Otherwise, follow this exercise to choose a printer.

Take Note
Before printing your document, check with your instructor.

Step by step Choose a Printer

USE the document that is open from the previous exercise.
1. Click the File tab, and then click Print.
2. In the Printer selection area, click the drop-down arrow to produce a list of all
printers connected to your computer (see Figure 1-12).

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 Figure 1-12
Available printers

3. Select a printer, and then click the Print icon.

PAUSE. LEAVE the document open to use in the next exercise.

Setting Print Options

Print options enable you to select the number of copies to be printed; to print only
selected content, the current page, or a custom range of pages; and to select from a
number of other options for printing properties, collation, and page layout. Changes to
Settings options apply to the current document. In this lesson, you learn how to change
the Settings options before printing. (Check with your instructor before printing this
exercise on a lab printer).

Step by step Set Print Options

USE the document that is open from the previous exercise.
1. Click the File tab, and then click Print. Click the drop-down arrow on Print All Pages
to produce the menu shown in Figure 1-13.

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 Figure 1-13
Print settings

2. Select Print Current Page, and then click the Print icon. Selecting this option prints
the current page.
3. Return to the Print screen area. In the Copies section of the Print options area, click
the up arrow to select 2, and then click the Print icon.
4. Place your insertion point at the beginning of the first paragraph, and then hold
down the left mouse button and drag to the end of the paragraph to select it.
5. Click the File tab, and then click Print. Click the Print Current Page drop-down
arrow, select Print Selection, and then change the number of copies from 2 to 1 by
clicking the down arrow. Next, click the Print icon. The selected paragraph is
printed.
6. Click the File tab, and then click Close to close the document.
7. The Annual Report document should still be open from a previous exercise. Click
the File tab, and then click Print. Under Settings, click the drop-down arrow by 1
Page Per Sheet and select 2 Pages Per Sheet, and then click the Print icon. This
eight-page document is now printed on four pages with two pages per sheet.
8. Click the Close button to close both the document and Microsoft Word.

STOP. CLOSE Word.

Lesson 1 Page 24
Knowledge Assessment

Multiple Choice
Select the best response for the following statements.
1. The first screen you see when you open Word 2016 is called the:
a. Word screen
b. Recent screen
c. Start screen
d. Screen saver
2. Which of the following contains the commands you use most often, such as Save,
Undo, and Repeat.
a. Quick Access Screen
b. Quick toolbar
c. Quick Access Toolbar
d. Quick command
3. The headings that appear on the Ribbon, such as File, Home, and Insert, are called:
a. groups
b. tabs
c. shortcuts
d. menus
4. Which command would you use to save a document for the first time?
a. Save
b. Save As
c. Save for th e first time
d. Either a or b
5. Which of the following options would you use when saving a document with a new
filename?
a. Save
b. Save As
c. Ctrl+S
d. Either a or b

True/False
Circle T if the statement is true or F if the statement is false.
T F 1. When you start Word 2016, a new blank document appears.
T F 2. Clicking the Print button on the Backstage Print screen sends the document
straight to the currently selected printer with the default settings.
TF 3. The File tab can be used to save and print files.
TF 4. You can hide the Ribbon by double-clicking the active tab.
TF 5. Previewing and printing can be completed by accessing Backstage.

Lesson 1 Page 25
Projects

Project 1-1: Typing a Business Letter

You work for Proseware, Inc., and need to send a follow-up letter regarding price
quotes. Create the following letter in block style with mixed punctuation.

GET READY. LAUNCH Word if it is not already running.

1. When Word 2016 opens, the Recent screen appears. Click Single spaced (blank)
document. Click Create.
2. Click the File tab, and then click Save As. In the Save As screen, click This PC, and
then click Browse. Use the vertical scroll bar to locate your flash drive. Create a
folder on the flash drive and name it Lesson 1 Projects. Double-click to open the
folder.
3. In the File name box, type 1-1 Quotes. Click Save.
4. Display the Show/Hide nonprinting characters. At the insertion point, type January
10, 20XX.
5. Press Enter four times to create blank lines.
6. Type the recipient's address as shown:
7. Mr. David Pacheco (Press Enter once.) A Datum Corporation (Press Enter once.)
2133 Montana (Press Enter once.) El Paso, TX 79938 (Press Enter twice.)
8. Type the salutation Dear Mr. Pacheco:
9. Press Enter twice.
10. Type the body of the letter:
11. It was our pleasure meeting with you last week to discuss quotes for the
components you requested. As agreed upon, the specifications discussed will be
provided to you once we receive final approval from you.
12. Press Enter twice.
13. Type At Proseware, Inc., we appreciate your business.
14. Press Enter twice.
15. Type the closing Sincerely,.
16. Press the Enter key four times.
17. Type Joe Villanueva.
18. Proof your document carefully.
19. Click the File tab, and then click Save. The updated version of the letter will be
saved with the same filename in the lesson folder on your flash drive.

PAUSE. LEAVE the document open for the next project.

Project 1-2: Printing a Document

After proofing the letter you just wrote, you are ready to print copies of the document.

GET READY. LAUNCH Word if it is not already running.

1. Use the 1-1 Quotes document you created in Project 1-1.
2. Click the File tab, and then click Print. In the Copies section of the Print options

Lesson 1 Page 26
 2. Click the File tab, and then click Print. In the Copies section of the Print options
area, click the up arrow to change the number of copies from 1 to 2.
3. Click the Print icon.
4. Click Save on the Quick Access Toolbar.
5. Click the File tab, and then click Close.

STOP. CLOSE Word.

Lesson 1 Page 27