[Year]

MS-WORD 2016

[Document subtitle]
abdiqani Maxamed Cali

[Company name] | [Company address]

Introduction
Microsoft Word 2016 is a word-processing program that is used to create
professional-looking documents such as reports, resumes, letters, memos, and
newsletters. It includes many powerful tools that can be used to easily create
and edit documents, and collaborate with others. This handout provides an
overview of the Word 2016 user interface and covers how to perform basic
tasks such as starting and exiting the program; creating, saving, opening,
closing, editing, formatting, and printing documents; applying styles; and
getting help.

Starting Word
You can start Word 2016 from the Start menu (in Windows 7) or by double-
clicking an existing Word file. When you start the program without opening a
specific file, the Start screen appears, prompting you to open an existing
document or create a new document.

To start Word 2016 from the Start menu:

1. Click the Start button, click All Programs, click Microsoft Office 2016, and
then click Word 2016. The
Start screen appears (see Fire 1).
2. In the right pane, click Blank document. A new, blank document opens in the
program window.

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 – Word 2016 Start Screen

Overview of the User Interface

All the Microsoft Office 2016 programs share a common user interface so you
can apply basic techniques that you learn in one program to other programs. The
Word 2016 program window is easy to navigate and simple to use.
Program Window Elements

What is the ribbon?

The ribbon is a command bar that organizes a program's features into a series of tabs at
the top of the screen.
Ribbon tabs are composed of groups of closely related commands, designed to help
users quickly find desired commands.
Each ribbon is a bar (line) across the page.

Name Description
File Displays the Backstage view which contains commands related to
managing files
and customizing the program.
Home Contains the most frequently used commands. The Home tab is active
by default.
Insert Contains commands related to all the items that you can insert into a
document.
Design Contains commands related to changing the overall appearance of a
document.
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Page Contains commands related to changing the layout of a document.
Layout
References Contains commands related to reference information you can add to a
document.
Mailings Contains commands related to creating mass mailings.
Review Contains commands related to proofreading a document, adding
comments,
Tracking and resolving document changes, and protecting a document.
View Contains commands related to changing the view and other aspects of
the display.
Table 2 – Ribbon Tabs

Quick Access Toolbar

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The Quick Access toolbar provides one-click access to commonly used commands
and options. By default, it is located on the left side of the Title bar and displays
the Save, Undo, and Redo buttons
You can change the location of the Quick Access toolbar as well as customize
it to include commands that you use frequently.

To add a command to the Quick Access toolbar:

1. On the Ribbon, right-click the command that you want to add, and then
click Add to Quick Access Toolbar on the shortcut menu.
To remove a command from the Quick Access toolbar
2. On the Quick Access toolbar, right-
click the command that you want to
remove, and then click Remove from
Quick Access Toolbar on the
shortcut menu.

Creating Documents
When you start Word 2016 and click Blank document on the
Start screen, a new document opens in the program window,
ready for you to enter your content. You can also create a
new document while Word 2016 is running. Each new document displays a
default name (such as Document1, Document2, and so on) on the Title bar until
you save it with a more meaningful name. The cursor, a blinking vertical line in
the upper-left corner of the page, shows where the next character you type will
appear. When the cursor reaches the right margin, the word you are typing
automatically moves to the next line. Pressing the Enter key starts a new
paragraph.

To create a new document:

1. Click the File tab, and then click New. The New page of the
backstage view opens; displaying thumbnails of the available
templates (see Fire 12).
2. In the right pane, click Blank document. A new, blank

document opens in a new window. NOTE: You can also create a

new document by pressing CTRL +N
Saving Documents
After creating a document, you can save it on your computer. Use the Save As
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 command when you save a document for the first time or if you want to save a
copy of a document in a different location, with a different file name, or in a
different file format. Use the Save command to save changes to an existing
document.
To save a document for the first time:
1. Click the File tab, and then click Save As. The Save As page of the backstage
view opens.
2. Click Computer in the center pane, and then click the Browse button or a
recent folder in the right pane.

To save changes to a document:

1. Do one of the following:
⚫ Click the File tab, and then click Save.
⚫ On the Quick Access toolbar, click the Save button .
⚫ Press Ctrl+ S.
Closing Documents
When you finish working on a document, you can close it, but keep the
program window open to work on more documents. If the document contains any
unsaved changes, you will be prompted to save the changes before closing it.

To close a document without exiting Word:

1. Click the File tab, and then click Close. Or, press Ctrl +W.

Opening Documents

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 You can locate and open an existing document from the Start screen
when Word 2016 starts or from the Open page of the backstage view. The Start
screen and the Open page also display a list of recently used documents which
you can quickly open by clicking them. Each document opens in its own
window, making it easier to work on two documents at once

To open a document:
1. Click the File tab, and then click Open. Or, press Ctrl+O. The Open
page of the Backstage view opens, displaying a list of recently used
documents in the right pane.
2. If the document you want is in the Recent Documents list, click its
name to open it. Otherwise, proceed to step 3.
Click Computer in the center pane, and then click the Browse button or
a recent folder in the right pane
Editing Documents
Most documents require some editing. After creating a document, you may want to
add or remove text, or move text from one place to another. This section covers how
to perform basic tasks such as selecting, deleting, copying, and moving text; and
undoing and redoing changes.
Selecting Text
Before you can edit text, you must first select the text that you want to modify.
You can use the mouse, the keyboard, or the selection area (an invisible area in
the document’s left margin) to make a selection. Selected text appears
highlighted on the screen.
To select text:
1. Do the following:
⚫To select a word, double-click anywhere in the word.
⚫To select a sentence, hold down the Ctrl key and click anywhere in the
sentence.
⚫ To select a line, click in the selection area to the left of the line.
⚫ To select a paragraph, triple-click anywhere in the paragraph. Or,
double-click in the selection area to the left of the paragraph.
⚫ To select the entire document, triple-click in the selection area. Or, press
Ctrl+ A.
⚫ To select adjacent words, lines, or paragraphs, drag the mouse pointer
over the text. Or, click at the beginning of the text, and then hold down
the Shift key and click at the end of the text.
⚫ To select non-adjacent words, lines, or paragraphs, make the first selection,
and then hold down the
Ctrl key and make the second selection.
NOTE: To deselect selected text, click anywhere in the document.
Deleting Text
You can delete text one character at a time by positioning the cursor, and then
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 pressing the Backspace key to delete the character to the left of the cursor or the
Delete key to delete the character to the right of the cursor. You can also select
and delete a word, sentence, paragraph, or block of text.

To delete text:
1. Select the text that you want to delete, and then press the Delete key.

Moving and Copying Text

When editing a document, you may want to duplicate text in another location,
or you may want to remove (cut) text from its original location and place it in a
new location.

NOTE: Cut or copied text is stored on the Clipboard, a temporary storage area.
You can access it by clicking the dialog box launcher in the Clipboard group
on the home tab of the Ribbon

To move or copy text:

1. Select the text that you want to move or copy.
2. On the Home tab, in the Clipboard group, do one of the following

To move text, click the Cut button. Or, press Ctrl+ X.

⚫ To copy text, click the Copy button. Or, press Ctrl+ C.
3. Click in the document where you want to paste the cut or copied text.

4. On the Home tab, in the Clipboard group, click the Paste

button. Or, press Ctrl+ V

5. . NOTE: Clicking the arrow on the Paste button displays

additional paste options.

Undoing and Redoing Changes

Whenever you make a mistake, you can easily reverse it with the Undo
command. After you have undone one or more actions, the Redo command
becomes available and allows you to restore the undone actions.

To undo an action:
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 1. On the Quick Access toolbar, click the Undo button. Or, press Ctrl+ Z.

To redo an action:

1. On the Quick Access toolbar, click the Redo button . Or, press Ctrl+ Y.

Formatting Documents
Word 2016 includes a number of features that can be used to easily format
a document. Formatting enhances the appearance of a document and
makes it look professional.

Formatting Text
Text formatting includes font, font size, font color, and font style and effect. The Font
group on the home tab of the Ribbon contains the

most commonly used text formatting commands. You can also format text
using the Font dialog box which can be opened by clicking
the dialog box launcher in the Font group.
Changing the Font and Font Size
A font defines the overall appearance or style of text lettering. Font size controls
the height of the font. The default font in new Word 2016 documents is Calibri;
the default font size is 11 points.

To change the font:

1. Select the text that you want to format.
2. On the Home tab, in the Font group, click the Font arrow and select the
desired font from the list.
To change the font size:
1. Select the text that you want to format.

2. On the Home tab, in the Font group, click the Font Size arrow and select the
desired font size from the list (see Fire 23). If a font size you want is not listed
in the Font Size list, click in the Font Size box, type the desired number, and
then press the Enter key.

NOTE: You can also change the font size by clicking the Increase Font Size button or
Decrease Font Size button in the Font group on the home tab of the Ribbon.
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Changing the Font Color and Highlighting Text
You can emphasize important text by changing the font color or applying
highlighting. To change the font color:
1. Select the text that you want to format.
2. On the Home tab, in the Font group, click the Font Color button to
apply the most recently used color, or click the Font Color arrow and
select a different color from the color palette.

To highlight text:
1. Select the text that you want to highlight.
2. On the Home tab, in the Font group, click the Text Highlight Color
button to apply the most recently used color, or click the Text Highlight
Color arrow and select a different color from the color palette.
NOTE: You can remove a highlight from selected text by clicking the
Text Highlight Color arrow, and then clicking No Color on the palette.

Applying Font Styles and Effects

You can apply one or more font styles and effects to text. Font styles are
attributes such as bold and italic; effects are special enhancements such as
strikethrough and shadow.

Adding Borders and Shading

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 You can set apart text from the rest of the document by adding borders and
shading. You can add borders to any side of the text or all sides to make a box.

To add borders:
1. Select the text to which you want to add borders.
2. On the Home tab, in the Paragraph group, click the Borders button to
apply the most recently used border, or click the Borders arrow and
select a different border from the menu.

NOTE: You can remove all borders from selected text

by clicking the Borders arrow, and then clicking
No Border on the menu.

To add shading:
1. Select the text to which you want to add shading.
2. On the Home tab, in the Paragraph group,
3. click the Shading button to apply the most recently
used color, or click the Shading arrow and
select a different color from the color palette.
NOTE: You can remove shading from selected text by clicking the Shading
arrow, and then clicking
No Color on the palette.
To create a bulleted or numbered list:
1. Click in the document where you want to add the list.

2. On the Home tab, in the Paragraph group, click the Bullets button to start a
bulleted list or
Numbering button to start a numbered list.
3. Type the text for the first list item.
4. Press the Enter key to add the next list item.
5. To end the list, press the Enter key twice.
NOTE: You can change the bullet or number style by clicking the
Bullets or Numbering arrow and selecting the desired option from the
menu.

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To create a multilevel list:
1. Click in the document
where you want to add the
list.
2. On the Home tab, in the
Paragraph group, click the
Multilevel List button and
select the desired style from
the menu.

3. Type the text for the first list

item Press the Enter key to
add the next list item.
4. Continue creating the list of
items that are all at the same
level.
5. To change the list level, do
one of the following:
⚫ Press the Tab key to
demote the list level.
⚫ Press Shift+ Tab to promote the list
level.
6. To end the list, position the
insertion point at the end of
the last list item, press the
Enter key, and then press the
Delete key.
To add bullets or numbers to existing text:
1. Select the text to which you want to add bullets or numbers.
2. On the Home tab, in the Paragraph group, click the Bullets button to add
bullets or Numbering
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 button to add numbers.
To remove bullets or numbers from a list:
1. Select the list from which you want to remove bullets or numbers.
2. On the Home tab, in the Paragraph group, click the Bullets button to remove
bullets or Numbering button to remove numbers

Fire 37 – Styles Group on the Home Tab

To apply a style using the Styles pane:
1. On the Home tab, in the Styles group, click the dialog box launcher .
The Styles pane opens on the right side of the program window (see Fire
38).
2. Select the text to which you want to apply a style.
In the Styles pane, click the desired style
To modify an existing style:
1. In the Styles pane, right-click the style, and then click Modify on the shortcut
menu.
2. In the Modify Style dialog box, make the desired changes, and then click the
OK button.

To create a new style:

1. In the Styles pane, click the New Style button .
2. In the Create New Style from Formatting dialog box, type a name for the
new style in the Name box, select the desired options, and then click the
OK button.

Exiting Word
When you finish using Word 2016, you should exit the program to free up system
resources.

To exit Word 2016:

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 1. Click the Close button in the upper-right corner of the program window.
Selecting Table Parts
In order to apply formatting or make other changes to a table, you need to know
how to select the various parts of the table.

To select parts of a table:

2. Click anywhere in the table, cell, row, or column that you want to select.
3. Under Table Tools, on the Layout tab, in the Table group, click the Select
button and select the desired option from the menu.

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Inserting Rows and Columns
You can easily add rows and columns anywhere in a table. A new row can be
inserted above or below the current location in the table; a new column can be
inserted to the left or right of the current location in the table.

To insert a row or column:

2. Select the row or column next to which you want to insert the new row or
column.
3. Under Table Tools, on the Layout tab, in the Rows & Columns
group, do one of the following (see Figure 10):
⚫ Click the Insert Above button to insert a new row directly above the
selected row.
⚫ Click the Insert Below button to insert a new row directly below the
selected row.
⚫ Click the Insert Left button to insert a new column directly to the left
of the selected column.
⚫ Click the Insert Right button to insert a new column directly to the
right of the selected column.
Repeating Header Rows
A header row contains column headings that provide context and aid
navigation of the data in the table. If a table spans more than one page, you
can have the header row repeat at the top of each page.

To make a header row repeat:

2. Select the header row.
3. Under Table Tools, on the Layout tab, in the Data group, click

the Repeat Header Rows button.

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 Sorting Table Data
You can sort a table by any column containing text, numbers, or dates. The
data can be sorted in ascending order (A to Z, smallest to largest, oldest to
newest) or descending order (Z to A, largest to smallest, newest to oldest).
You can sort by up to three columns.

To sort table data:

1. Click anywhere in the table.

2. Under Table Tools, on the Layout tab, in the Data group, click the
Sort button. The Sort dialog box opens.
3. If the table has a header row, under My list has, select the Header row
option.

Deleting Rows and Columns

You can delete any rows or columns you no longer need in a table.
Deleting a row or column also deletes all the contents within it.

To delete a row or column:

1. Select the row or column that you want to delete.
2. Under Table Tools, on the
Layout tab, in the Rows &
Columns group, click the
Delete button, and then click
Delete Columns or Delete
Rows.

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 Creating a Table of Contents
A table of contents is a list of the headings in a document, organized in the
order in which they appear, along with their corresponding page numbers. It
is usually inserted at the beginning of the document and provides an
overview of its contents to help users navigate to specific sections. A table of
contents is created by using Word’s built-in heading styles (Heading 1,
Heading 2, etc.) to format headings, and then generating the table of contents
based on those headings.

To create a table of contents:

1. Click in the document where you want to insert the table of contents.
2. On the References tab, in the Table of Contents group, click the
Table of Contents button and select the desired option from the
menu (see Figure 31

Changing the Page Layout

Word 2016 offers a variety of page layout options that affect how content

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 appears on each page. The Page Setup group on the Page Layout tab of the
Ribbon contains commands that can be used to change page margins, page
orientation, paper size, and more (see Figure 38). You can also adjust page
settings using the Page Setup dialog box which can be opened by clicking the
dialog
box launcher in the Page Setup group.

Figure 38 – Page Setup Group on the

Page Layout Tab Changing the Page Margins

Margins are the areas between the content of a document and the edges of
the page. By default, every new document has 1-inch margins on all four
sides. You can change the page margins by selecting one of the preset
margins or by setting custom margins.

To change the page margins:

3. On the Page Layout tab,
in the Page Setup group,
click the Margins button
and select the desired
margin setting from the
menu .

Inserting Shapes
Word 2016 provides a variety of
ready-made shapes (lines,
rectangles, circles, arrows, stars,
etc.) that you can insert into a
document to add visual interest
and impact.

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 To insert a shape:
1. On the Insert tab, in the
Illustrations group, click
the Shapes button, and then
click the desired shape (see
Figure 9).
2. Drag the mouse pointer
where you want to place
the shape until it is the
desired size, and then
release the mouse button.
NOTE: To draw a
proportional shape, hold
down the Shift key while
you drag.

Figure 9 – Shapes Gallery

When a shape is selected, the
Drawing Tools Format tab
becomes available on the Ribbon.
The tools on this tab enable you to
modify and format the shape

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Microsoft Office 2016