1Introduction to Microsoft Word

CHAPTER OUTLINE

 Introduction to Microsoft Word

 Getting Started with Word

 Developing a Document

 Editing a Document

 Enhancing a Document

 Test Your Skills

LEARNING OBJECTIVES

After reading this chapter, you will be able to do the following:

 Understand the basic features of Microsoft Word, including the Ribbons

 Create a new document, set basic document parameters, and save your work

 Edit an existing document with techniques such as moving text, using find and replace, modifying text, and using
indentation and tabs

 Enhance a document with more features such as creating lists of items, inserting and managing pictures, and adding
special effects to documents

Microsoft Office Suite

Microsoft Word is a word processing application that is part of the Microsoft Office Suite. Microsoft

Office Suite is a set of powerful applications that are designed to provide a rich set of tools for almost

every conceivable business task for a small (and large) business or organization. Microsoft Office Suite

has been designed so that the interface across all the applications is consistent. Obviously, this helps

users to move from application to application to carry out their various business tasks. The primary

applications that are included in Microsoft Office include the following:

 Microsoft Word—A word processing application to create and edit letters, articles, newsletters, flyers,

and any other text-based document.

 Microsoft Excel—A spreadsheet application used primarily to record and manipulate numbers with

calculations, functions, links, and other operations.

 Microsoft PowerPoint—A presentation application to create and present slide shows with text,

graphics, and videos.

 Microsoft OneNote—A note taking applications to record notes, screen captures, documents and

images.
 In addition, Microsoft has three more applications that are included in an extended version of Microsoft

Office. These additional applications are

 Microsoft Outlook—An email client application that handles multiple email accounts. It also includes a

powerful address book.

 Microsoft Access—A database management system application. Access is a powerful tool to build and

use a database system.

 Microsoft Publisher—A desktop publishing application which provides more advanced publishing tools

than those included in Word.

Finally there are two more applications that are not usually considered part of the Office Suite, but which

also use that same layout and ribbon that are used in the Office Suite. These two applications are

 Microsoft Visio—A graphical and drawing tool that is used for graphical design of software, databases,

office layouts, flowcharts, engineering diagrams, and so forth.

 Microsoft Project—A project scheduling and control application that tracks tasks, critical paths,

resources, and completion times.

Microsoft has moved to a consistent layout and ribbon menu on all of these applications. Therefore, as

you learn the capabilities and shortcuts to use the ribbon in Word, you will automatically learn many of

the menu items available in these other applications.

Acquiring Microsoft Word

There are three ways to obtain Microsoft Word and/or Microsoft Office. The first option, which is

popular with students, is simply to purchase a license, then download and install Word on your local

desktop or laptop computer. This option is often chosen by students because Microsoft gives a substantial

educational discount.

The second option, which Microsoft introduced with the 2013 version of Microsoft Office, is to sign up

for an annual subscription (Office 365). There is an annual fee, but you have the option to install Word

on several computers, including desktops, laptops, tablets, and other mobile devices. Many schools offer

Microsoft Office 365 for free to students. Check with your instuctor about accessing Office 365 through

your school.

The third option is an online version of Word. The online version of Word is free, but it is accessed

through your browser. You will need to have a Microsoft account (or a school account) to use the online
 version. If you are using Windows 8 or later, you already have a Microsoft account. Click here to log in

to Word Online.

Introduction to Word Processing with Word

Microsoft Word is a word processing application that runs on a personal desktop, laptop, or mobile

computing device. Because word processing tasks are so pervasive in our lives today, you have probably

already been using Word. In these lessons, you will learn not only the basic features of Word but also

more advanced features that will enhance your skills in creating and writing documents, reports, articles,

newsletters, flyers, and letters. In addition, you will learn many of the shortcuts and features that will also

enhance your productivity as you use Word.

In the next several lessons we will discuss how to use Word to create documents for a small company. As

part of the lessons and accompanying assignments, we will create documents that might be used by a real

company. A word processor can create letters, memos, reports, and even email messages. Creating large,

detailed documents can be very time-consuming, but a word processor can made the task of editing,

correcting, and reorganizing text easy and efficient.

Introduction to QuickStove
To illustrate the features of Microsoft Word, we will use a small company, QuickStove, LLC, located in

Orem, Utah. QuickStove sells emergency preparedness and backpacking equipment. QuickStove

conducts most of its sales online through two websites: quickstove.com and foldingfirebox.com.

QuickStove contracts with a local steel fabricator to produce its central products: the Folding Firebox and

the Cube Stove.

As with every small company, employees have numerous uses for Microsoft Word. In these lessons you

will learn how to write simple documents, create flyers, create and send out promotional letters, and

create fancy reports. Figure 1.1 illustrates the Quickstove logo. In this first lesson we will create a

promotional flyer for QuickStove’s Cube Bundle.

Figure 1.1: QuickStove, LLC

In the following lessons, we will discuss how to create and use the most common features of Word. Keep

in mind that in a real business situation, you may not frequently need to use some of the features that are
 taught in these lessons, but knowing they exist can speed up the creation of a document when you do

need them.

In this lesson, we will create a simple flyer for QuickStove. In the second lesson, we will discuss creating

and mailing a professional business letter. In the last lesson, you will create a business report that utilizes

some of the advanced features of Word. Each lesson contains readings and videos that present the various

topics covered in the book. Practice Problems and Test Your Skills assessments will give you hands-on

experience working in Word.

1.2Getting Started with Word

Opening Word
When you first open Word, you are presented with an array of choices. As shown in Figure 1.2, the left

panel lists recent files that you have been working on. The middle panel provides a set of document types

that you may use. The first two choices are templates for blank documents, which you will select if you are

creating a new document without using a template. The other choices are templates that Microsoft has

created to provide a starting point for new documents. Along the top are other categories with additional

templates that you can search for and use. The top-right corner lists your Microsoft account.
 Figure 1.2: Opening Microsoft Word

Navigating the Word Environment

Figure 1.3: The Word Environment

Figure 1.3 illustrates the basic layout of Word once you get a document opened. This figure contains the

document that we will use in the demonstrations in this chapter. Let’s look at the various items that are

displayed on this screen.

 Quick Access Toolbar

Figure 1.4: Quick Access Toolbar

The Quick Access Toolbar, as seen in Figure 1.4, displays shortcut icons for frequently used tools. You can

add buttons to this bar that you use frequently. Clicking the drop-down button will show you a list of

buttons commonly added to this bar. I have “Spelling & Grammar” added to my bar because I use that tool

frequently and it is not on the “Home” ribbon.

 Ribbon Menu Tabs

Figure 1.5: Menu Tabs

The menu tabs along the top of the screen, as shown in Figure 1.5, provide major categories of tools and

features available in Microsoft Word. Each of the tabs is associated with an entire set of menu items. This

band of menu items associated with each tab is called the ribbon. If you install add-ins to the applications

in Microsoft Office Suite, additional tabs may be added. We will discuss each of these tabs in the following

section.

 Status Bar

Figure 1.6: Status Bar

The status bar is shown in Figure 1.6. It displays along the bottom of the Word window and has

information on the left side and icons on the right side. The information on the left shows the number of

pages and the number of words in the document. The grammar icon opens up an editing panel to help you

work with grammar and spelling tools. We will discuss those later.

On the right side of the status bar are icons to change the way the document is viewed. Normally, there are

three possible views: Print view, which is used for editing and viewing what the pages look like if printed;

Read mode, which is similar to a magazine layout; and HTML view, which is what the text looks like when

viewed with a browser.

Finally on the right side is the zoom slider, which allows you to change the size of the document as you

view it.
 To hide the ribbon, click on the small up arrow, which replaces the push pin when the ribbon is pinned.

Other Menu Tabs and Ribbons

There are also other menu tabs that display on the menu bar, depending on where the cursor is placed on a
document. For example, if there is a table in the document, and the table or a cell within the table is selected, then
two more tabs, with their ribbons, are displayed to provide more design and formatting options for the table.

The File Tab and Backstage View

The “File” menu tab contains the menu items associated with managing document files. This is sometimes

referred to as the backstage view. The “File” menu tab contains the menu items necessary for working

with documents. It is referred to as backstage because it is not used for entering or editing text. It contains
status information about the document and menu items such as inspecting, printing, saving, and protecting

the document. It also contains configuration options.

You will notice that the “File” menu is different from the other tabs in Word. Clicking on the “File” menu

tab causes the entire current document to be replaced with the “File” menu items (see Figure 1.7). Clicking

on any other tab reveals a new set of icons in the ribbon area that can be used with the open document.

Figure 1.7: View of the “File” Menu Tab

The left column of the “File” menu contains major categories of tasks that can be performed on documents.

The “Info” portion of the “File” menu displays information about the current document and the users who

have contributed to the file.

The “New” portion of the “File” menu contains features related to creating a new document. This is the

same view that displayed when you first opened Word, as you saw in Figure 1.2. You will notice that you

can create a blank document or documents that are based on templates. Templates can be particularly

useful because they often contain data, formatting, and calculations that relate to common word processing

documents like reports, letters, resumes and flyers.

The “Open” option is used to select a different document that you want to be opened in Word (Figure 1.7).

Here you can open recently used documents or select a document that has been saved on OneDrive (a cloud

service provided by Microsoft) or locally on your computer.

Normally, you will open files with an extension of .doc or .docx. The .doc files are files that are saved in

Word 2007 or earlier versions. The .docx files are ones that are saved in Word 2010, 2013, 2016, or 2019

format. Word is backward compatible and can work with either type of file.

Word also has a nice tool that will open .pdf files and convert them to Word format so that they can be

edited. Using this conversion feature is helpful if you have a .pdf file that you need to edit. In some

instances not all of the .pdf file is converted correctly, particularly image layout and formatting. As we will

note later, Word also can save files in .pdf format.

Figure 1.8: “Open” Menu

The “Save” and “Save As” menu items allow you to (1) save the current document, (2) save a copy of the

current document with a new name or location, or (3) save a copy of the current document as a different

file type. These options can be helpful as you gain experience with some of the more advanced features in

Word. Figure 1.9 illustrates many of the different formats that can be used for saving your document.

Notice that a .pdf version is included as one of the save as options.

 Figure 1.9: “Save As” Formats
The “Print” menu area contains items related to printing a document. These items include selecting the

correct printer, manipulating the various printer functions, and sending a document to the printer. The

“Print” area also displays a preview of how a particular document will look once printed.

The “Share” menu item, see Figure 1.10, includes productivity features to facilitate sharing your work with

other colleagues. In Figure 1.10, we only show the email options. You should click on the other submenu

items and view the options available within each one. The “Share” option is often helpful if you are

working together in a collaborative effort. The same results can be achieved outside of Word by sending

email attachments or by posting your document in the cloud. However, the features within Microsoft Word

provide a quick and easy way to share your work. The four submenu items are

 Share with People—save in the cloud, then share the link with a colleague

 Email—send the document as a .doc or .pdf attachment, or send a link to a saved document

 Present Online—post it online so it can be viewed with a browser

 Post to Blog—post it to your blog

 Figure 1.10: “Share” Option

The “Export” area allows you to convert your work to another file format (such as .pdf) for those

colleagues who prefer to review the work in a different application. This option duplicates some of the

features of the “Save As” file type option.

The “Close” menu option closes the open document. The “Options” set of menu items allows you to

customize the appearance and functionality of Word. Finally, the “Account” menu item allows you to

manage your Microsoft accounts.

The “Home” Menu Tab

Figure 1.11 shows the specific menu items available under the “Home” tab. Each of the major menu areas

is further organized into specific groups that are separated with vertical lines.

The menu displayed in Figure 1.11 may not exactly match the menu you will see when you open Word on

your computer, but it should be pretty close. In fact, it is possible to customize which menu tabs are visible,

which groups are visible, and even which menu icons are visible.

As you can see, the “Home” menu area is divided into menu groups (such as “Clipboard,” “Font,”

“Paragraph,” “Styles,” and “Editing”). Within each group, there are associated menu icons for the most

frequently used items.

 Figure 1.11: The “Home” Tab and Menu Items on the Ribbon

The “Home” menu tab contains the most frequently used features in Word for typing and formatting text.

These features can be used to edit and enhance the text in a document. We will review many of these menu

icons in later sections.

The “Insert” Menu Tab

The “Insert” menu tab with its ribbon allows you to insert many non-text type items into your document. It

is shown in Figure 1.12. Where the “Home” ribbon is focused on creating text, the “Insert” ribbon is for

inserting other items, such as a cover page, tables, and pictures and other illustrations. Use this ribbon to

insert hyperlinks, bookmarks, and cross-references. Headers and footers can also be inserted. A footer

allows the document author to include document title, page number, and possibly a date on each page.

Fancy text, such as word art or drop caps, as well as decorative boxes surrounding text, can be inserted

using the “Text” group. Mathematical equations and symbols, such as Greek symbols, can also be added if

you are creating a technical document or a paper on mathematics.

Figure 1.12: The “Insert” Menu Tab

The “Design” Menu Tab

The purpose of the “Design” tab with its ribbon, as shown in Figure 1.13, is to choose an overall theme and

design for the document. Most of the menu items in this ribbon affect the entire document. “Themes” can

be used to set the fonts for the text as well as different levels of headings. Paragraph spacing, such as single

or double, can be set for selected text or for the entire document. Special effects such as fancy buttons are

set with this ribbon.

The format of the pages themselves, such as page background colors or page borders, can also be chosen. If

a background watermark text is necessary, this can be formatted and included. Usually the items under this

tab are used to set up the defaults for the entire document.

Figure 1.13: The “Design” Menu Tab

The “Layout” Menu Tab

The “Layout” tab with its ribbon, seen in Figure 1.14, is used to give more precise control over the pages in

the document. The three primary groups on this ribbon are “Page Setup,” “Paragraph,” and “Arrange.” The

“Page Setup” items allow you to set page size, orientation, and page margins. You can also divide the page

into columns. Line numbers and page or section breaks can also be inserted.

The “Paragraph” group controls the indentation, line spacing, and inter-paragraph spacing. The “Arrange”

group controls the arrangement and overlay of figures or other items on the page.

Some of the features in this ribbon can apply to the entire document. Often, however, menu items on this

ribbon are used to do special formatting of items on the page that are selected.

Figure 1.14: The “Layout” Menu Tab

The “References” Menu Tab

The purpose of the “References” tab with menu ribbon is to provide features for writing more formal

documents, such as research papers, theses, or scholarly articles. These types of documents generally have
a table of contents, citations, footnotes, bibliographies, and an index. It is always possible to add these

items to a document manually; however, using the features provided in Word through this ribbon allows

the author to use the automatic creation of the table of contents, a table of authorities, a table of figures, an

index, and so forth.

Figure 1.15 shows the ribbon with six groups of menu icons—“Table of Contents,” “Footnotes,”

“Citations,” “Captions,” “Index,” and “Table of Authorities.” The menu items permit the author to identify

specific text in the document as headings, footnotes, citations, captions, and so on. Then those identified

items can be automatically combined to produce document-wide features such as a table of contents or an

index.

Figure 1.15: The “References” Menu Tab

The “Mailings” Menu Tab

One powerful feature of Microsoft Word is the ability to write a letter or document and send it to multiple

people, with the letter personalized with each person’s name and address. This feature is called Mail

Merge. Mail Merge is a tool to merge a static block of text with dynamic fields that will contain individual

names, addresses, and other dynamic information.

You may have noticed as you viewed previous ribbons that some menu icons are enabled and some are

disabled. The enabled icons have dark lettering; the disabled icons have gray lettering. In this ribbon it is

more evident that several icons are disabled. Menu icons are disabled when they do not apply. Some

features can only be applied when text is selected. Some features depend on other features having been

invoked first. For example in the “Mailings” ribbon shown in Figure 1.16, the “Preview Results” is

disabled. It is disabled because the document has not been formatted and prepared completely for the mail

merge to be activated.
Notice in this ribbon that Mail Merge has tools to create a document, select a list of recipients, add the

dynamic fields to the document, preview, check for errors, and finalize the merge. Either envelopes or

labels can also be printed from the list of recipients. Mail Merge is a powerful feature of Microsoft Word.

You will learn more about how to use it in a later section.

Figure 1.16: The “Mailings” Menu Tab

The “Review” Menu Tab

Often people collaborate when creating a document. In fact, the coauthors of this textbook wrote the

original version using Microsoft Word to collaborate. In a different scenario, perhaps a single author

creates a document and creates multiple revisions or versions. Perhaps the author had an editor review the

document and make corrections or suggestions. The “Review” tab and ribbon, shown in Figure 1.17,

provides the set of tools to collaborate effectively.

As can be seen in the figure (Figure 1.17), there are seven groups on this ribbon. The first two, “Proofing”

and “Language,” allow you to invoke the grammar and spelling checkers for specific languages. The next

group, “Comments,” allows a reviewer to insert comments and the original author to view and review the

comments. The “Tracking” group has features to turn on and off the tracking of any changes to the

document. For example, perhaps the reviewer desires to rewrite a sentence or paragraph. “Tracking” keeps

the old text and shows the new. Then the “Changes” group allows the original author to accept or reject the

specific change that was made. The “Compare” group compares versions of the document to find

differences. If it is necessary to freeze the document, it can be protected so that changes cannot be made.

Your screen may also show two additional groups that help link to One Note and modify paragraph

formatting.
 The features in this ribbon provide effective tools for more formal documents that require editing and

revising.

Figure 1.17: The “Review” Menu Tab

he “View” Menu Tab

Finally, the “View” tab with its ribbon provides tools to display the document or multiple

documents. Figure 1.18 illustrates the “View” ribbon. The first three groups, “Views,” “Show,” and

“Zoom,” allow you to view the document with various display options. The next group, called “Window,”

allows you to make multiple copies of the document so that you can view one part of a document while

working at another location in the document. The final group, “Macros,” provides tools to create and edit

macros.

Figure 1.18: The “View” Menu Tab

Getting Help
With the many options and features available in Word, it is nearly impossible to keep track of them all. It is

not uncommon to need help along the way. In addition to the large amount of information about Word

content that is available on the internet, there is a large help database available within Word. To access this

help, click in the “Tell me what you want to do” text box at the end of the menu tabs. You can then type
what you want to learn more about. Word also provide help on specific topics by providing a “?” icon in

the top-right corner of the open dialog box. The “Word Help” feature provides access to Microsoft’s

extensive online help materials, information about how to get started with Word, and information about the

version of Word you are using. As you gain more experience with Word, you will find that using the help

features can save you a lot of time and frustration.

Figure 1.19 shows the “Word Help” window.

Figure 1.19: Microsoft Online Help
1.3Developing a New Document
Normally when you first open or use a word processing program, you need to develop a document. Perhaps

you have a homework assignment or a research paper that needs to be done. In those cases, it is important

to use all the formatting and grammar tools available. On the other hand, you may be writing something

more informal, such as a letter to a friend. Or perhaps you want to create an attractive and engaging resume

to send out. If you are employed, you might need to create documents for training or contracts, or even

marketing material like flyers or brochures.

Obviously, content is the most important aspect of the document, but presentation is also important.

Microsoft Word has many features that will help you enhance the appearance of your documents and

increase your productivity. In this section, we begin with the most basic skills. However, we also include

tips and shortcuts that will enable you to be much more productive. Many people just “get by” using Word.

You should take the time to learn the capabilities and techniques available in Word so that you are a

knowledgeable and effective user.

In this first section, we will review the most basic skills to create a new document. You probably already

have many of these skills, but this will be a good review for you and will teach you some shortcuts and

techniques that you may not already know.

To create a new document, open Microsoft Word and select one of the templates to start entering your

content. As you learned from Figure 1.2, the first thing you do is choose a template. Let’s start with the

first template shown—a blank document.

Styles: Documents, Paragraphs, Lines, and Words

When you create a new document, Word uses default values to know how to create the document. Default

values for such items as the page layout, paragraph format, line spacing, font, and font size, among many

other formatting options, are set using a style template. You will learn more about templates in Lesson 2.

The standard default template used by Word is called Normal style. Notice in the “Style” area of the

“Home” ribbon that “Normal” has a blue box around it. This indicates that it is the selected style. We will

discuss the other styles Word provides in Lesson 3.

By default, Word uses the values in the Normal style to control how the text is entered and how the

document is displayed. Figure 1.21 shows some of the page, paragraph, line, and font styles that are part of

the Normal style.

Normal style includes page margins of one inch. The font face is Calibri and the font size is 11 point. Line

spacing is set at 1.08, which inserts a small amount of white space between lines. Paragraphs are left

aligned with 8 points of white space after each paragraph.

Changes to line spacing, paragraph alignment, space between paragraphs, and so forth can be changed

using the icons in the “Paragraph” group on the “Home” ribbon. Changes made with those icons affect an

entire paragraph. Figure 1.20 shows the drop-down for the “Line” and “Paragraph Spacing” options. These

options can be used to set the line spacing to a standard size or a custom size, and to increase or decrease

the spacing before or after the paragraph. In Figure 1.21, the second paragraph is double-spaced.

Figure 1.20: Line and Paragraph Spacing Drop-Down

Two other paragraph formatting options used frequently are the Paragraph, Increase Indent and Paragraph,

Decrease Indent functions.

The Paragraph, Indent function indents the entire paragraph a standard amount, usually ½ inch, with each

click on the “Increase Indent” icon. Clicking the “Decrease Indent” icon removes one indent stop with each

click.

It is not necessary to highlight the entire paragraph to make these changes. It is only necessary to have the

cursor located somewhere inside the paragraph when clicking on the “Paragraph” icons.
 Changes to fonts and font sizes can be made using the icons in the “Font” group. Those changes affect only

the text that has been highlighted. Figure 1.21 shows some text that has been highlighted and changed to

bold.

Figure 1.21: Normal Style Plus Paragraph Changes

Typing Text
Entering text into the Word environment is simple: type the text you would like to store in the document

(see Figure 1.21). When you first type a document, the text is entered paragraph by paragraph. Once you

have finished entering a paragraph, press the Enter key. The cursor skips some space and positions itself for

the next paragraph.

Let’s take a second and define several terms: the mouse pointer and the cursor. The mouse pointer is the

small image that is controlled by the mouse and can be moved anywhere on the screen. The computer

knows exactly where the mouse pointer is and it will carry out actions based on the location of the mouse

pointer. For example, hovering the pointer over a hot spot will cause some action to occur, such as a tool

tip appearing. The pointer image also changes depending on its location. For example when the pointer is

over the ribbon it is a pointer, but when it is over some text, it becomes an I-beam.
 The cursor is the small vertical line that defines the location where the text is entered as you type. That

point is also called the insertion point for entering text. To change the location of the cursor, or the

insertion point, move the mouse I-beam to the desired location and left-click.

The “Font” group displayed in Figure 1.21 has several icons that are frequently used to modify the text.

Three common ones are the tools to emphasize the text with bold, italics, or underline. Other icons allow

you to increase or decrease the font size, change the case of the text, change the color of the text, or add a

highlight color. Another icon allows you to cross out text, which does not delete it, but does put a line

through it. Other types of fancy graphic modifications can also be made to the text.

To modify text, first highlight the text you wish to change, and then make the changes to that

text. Highlighting text can be done either with the mouse, by holding down the left button and dragging

across the words to be selected, or with the keyboard, by positioning the cursor either in front of or behind

the text, then holding down the shift key and pressing the appropriate arrow key until the desired words are

selected. Another term that is synonymous with highlighting text is selecting text.

Tip—Selecting Text

Clicking on a word sets the insertion point on the word. Double-clicking on a word will select the word. Clicking
in the margin to the left of a line will select the whole line. Double-clicking in the margin will select the whole
paragraph.

Using Backspace and Delete

Sometimes novice users get confused between the Backspace key and the Delete key. Both can be used to

delete characters, words, or sentences from a paragraph. The major difference between the two keys is

when you are deleting single characters or characters next to the cursor. To delete a few characters using

the Backspace key, position the cursor to the right of the characters to delete. The Backspace key deletes

characters to the left of the insertion point. To delete characters using the Delete key, position the cursor to

the left. The Delete key deletes characters to the right of the insertion point.

To delete entire words, sentences, or even entire paragraphs, first select the text to be deleted (see the above

tip about selecting text), then press either the Backspace key or the Delete key. All the text that was

selected will be deleted.

 In the following figure, Figure 1.22, we show a paragraph with a duplicate word. In part (a) the word is

selected. Pressing either the Backspace key or the Delete key will remove the duplicate word and close up

the blank spaces correctly as shown in part (b).

Figure 1.22: Deleting a Duplicate Word

Undoing Your Work

As you edit a document, you may decide that you really don’t want to keep what you just did. You could

just delete what you typed using the Backspace key. However, a quick and easy way to return the

document to a previous state is to use the “Undo” feature.

There are two primary ways to undo the changes you made: One is to press Ctrl+Z until the document is

back to the state you want. If you prefer to use your mouse, the second method is to click “Undo” in the

Quick Access Toolbar, in the upper-left corner of the Word window.

After using the “Undo” feature, you may decide you really did want the text or change you just undid. To

quickly return the document to how it was before you used “Undo,” press the “Redo” button on the Quick

Access Toolbar or use Ctrl+Y. Both “Undo” and “Redo” can be applied multiple times.
Autocorrect Spelling and Grammar Checking

For many people, one of the biggest advantages of using Word is its ability to check the grammar and

spelling of a document as you type. Text underlined in blue indicates that Word has identified a grammar

error. Text underlined in red indicates a spelling error.

By default, Word checks grammar and spelling as you type. If you see an error while you type, the quickest

way to correct the error is to right-click on the word and select the correction from the suggested list. Keep

in mind that not all words underlined are actual grammar or spelling errors.

Figure 1.23 illustrates this autocorrect feature. The blue underline indicates that the period is not next to

the e in stove. The red underlines are misspellings. The drop-down menu illustrates the pop-up that displays

when you right-click on the misspelled word.

Figure 1.23: Document with Grammar and Spelling Errors

Rechecking the Entire Document

If you don’t correct the grammar and spelling errors as you type, you can check the whole document at one

time. It is also a good idea to do a final spelling and grammar check after you finish working on a

document. Clicking the “Spelling & Grammar” button on the “Review” ribbon will open the “Spelling and

Grammar” window.
 From this window, you can choose “Ignore” or “Change” for each word. If the word is found frequently in

the document, you will see the “Ignore All” and “Change All” options. You can also use the “Add” button

to add a word to the dictionary if it is spelled correctly but isn’t currently in the Word dictionary.

Figure 1.24: “Spelling and Grammar” Window

Using the Thesaurus

Another feature on the “Review” ribbon is the thesaurus. The thesaurus will help you make word choices in
your document. As you work with a document, you may find a word that doesn’t really describe what you want
to say, but you may not know what word you want to use. Or, as your English teacher has taught you, it may be
better to use alternative words rather than to repeat yourself too many times in a document. The thesaurus is a
great tool to assist you. Simply place the cursor within the word you would like to research and click on the
“Thesaurus” icon in the “Review” ribbon. Figure 1.25 illustrates the thesaurus. This window shows other words
you can use in the document.

Figure 1.25: “Thesaurus” Window

Saving a File

There are multiple ways to save a file in Word. The quickest way is to click the “Save” button in the Quick

Access Toolbar. “Save” and “Save As” are also available on the “File” tab. Saving a file before you start

editing a document will give your file a name you can remember and also place it in the correct folder on

your computer. After you save the file for the first time, any additional selection of the “Save” button will

update the file.

The first time you save a file, the “Save As” screen displays. On that screen, you must first select a location

—a folder on your computer or in the cloud—where you will save the file. Then the “Save As” dialog box

opens up. There are three important pieces of information that you must provide:

1. The location where the file is to be saved

2. The name of the file

3. The format or type of file that is to be used

Figure 1.26 illustrates the “Save As” dialog box. The text box displays the path and folder that you selected

and where the file will be saved. If you need to change the path and folder, you can do it here. There is also

a text box where the name of the file is entered. Beneath that is a drop-down box to select the file type. The

.docx file type is the latest Microsoft Word format. However, remember in Figure 1.9 that you saw many

other available file formats. File types include files for previous versions of Microsoft Word, .pdf

files, .html files, plain text files in .txt type, and even .xml files.

Figure 1.26: “Save As” Dialog Box

 One of the dangers of working with technology is that sometimes, although only once in a while, a

computer or a program will crash. When that happens, it is possible to lose all your work from the last

several hours, or since the last time you saved your work. The first solution, obviously, is to save your

document frequently. Microsoft Word also has an automatic save feature to save your document

automatically in a backup folder. The location and frequency of saving is set using the “Save” features

found under “Options” in the “File” tab. Microsoft Word comes configured to automatically save your

work in one of its system folders at a frequency of every 10 minutes.

If your computer crashes, when Word opens up again, it will try to recover your work from this backup

folder. Word will ask you if you want to use the recovered file. There have been several times when this

feature has saved me many hours of rework.

Closing a File
There are two ways to close a file when you have completed your work. The close option is on the “File”

menu. If only one file is open, this command will close the file and Word. If multiple files are open, it will

close only the active document. A quick way to close the active document is to select the red button in the

top-right corner of Word.

1.4Practice Developing a Document

Practice Problems
As you work through each lesson in this resource, you will complete Practice Problems. The tasks you

need to complete will be provided in the file that you are asked to download. Once the file is

downloaded, navigate to the “Assignment” tab to locate the assignment options. Click on “Instruction

Sheet” to see a description of the assignment. The “Task Guide” button will display one task at a time as

you work through the assignment. The “Submit” button will apply the grading engine to your assignment

and record your score. Finally, the “View Report” button will display feedback from the last time you

submitted the assignment.

Figure 1.27: Assignment Option Buttons

Task 1: Remove the s from cookings in the first sentence by using the Backspace key. Start by moving the

insertion point after the s, and then press the Backspace key on the keyboard.

Move the insertion point after the s and then press the Backspace key on the keyboard.

Task 2: Delete the duplicate word burn in the third line using the Delete key. Double-click on the

word burn, and then press the Delete key on the keyboard.

Double-click on the word burn, and then press the Delete key on the keyboard.

Task 3: In the second paragraph, there is an unwanted carriage return after the number 7. Using the

Backspace or Delete key, delete the carriage return so that the words different positions appear on the first

line of the paragraph next to the 7.

Task 4: Change the line spacing of the first paragraph to double-spaced.

Select the paragraph, then use the “Line and Paragraph Spacing” button to select 2.0 and “Remove
Space After Paragraph.”

Task 5: Spell-check the document using the “Spelling & Grammar” button on the “Review” ribbon. Ignore

the suggested changes to the word QuickStove. Accept the spelling and grammar changes. Change the

word then to than in less than 1 pound and change an to a in a large pot.
Task 6: Make the word Features bold using the B icon on the “Home” ribbon.

Task 7: Indent the list under the word Features using the “Increase Indent” icon on the “Home” ribbon.

Task 8: Italicize the three items in the list under the word Features.

Task 9: Center the title “QuickStove Cube Bundle” on the line using the “Center” icon in the “Paragraph”

section on the “Home” ribbon.

 Task 10: In the second paragraph is the phrase accommodate different needs. Using the thesaurus, replace

the word different with a word that has a similar meaning. In the Thesaurus pane, there are four meanings

for different: dissimilar, unusual, another, and various. Choose a word from the “various” category and

replace the word different with your choice.

Task 11: Save your document and submit your work by navigating to the “Assignment” ribbon and clicking the
“Submit” icon.

1.5Editing a Document
Now that you have seen the basic features used to develop a document in Word, you will practice using

some additional editing features and simple formatting effects that can be added to a document.

Moving Content
As you work on a document, you may find that the paragraphs or objects you have in the document should

be in a different location or order. You could delete the work and redo it in another location, but this would

require you to remember everything. There are two simple methods available to move text.

If the block of text to be moved is not large, and if it is to be moved to a nearby location, the easiest way to

move it is to use drag and drop. To move content in a document, highlight the text you want to move,

click the highlight text with the mouse pointer, and drag the text to its new location. Let go of the mouse

pointer when the insertion point is in the new location. Figure 1.28 illustrates this technique. Part (a) shows

the highlighted text and the insertion point. Part (b) shows the block of text after the move.
 Figure 1.28: Example of Text Moved Using Drag and Drop
If the block of text is quite large, or if it must be moved to a distant location or even a separate document,

it’s best to use cut and paste. To use cut and paste, first highlight the block of text to be moved, then cut it

out of the document. It can be cut by using the shortcut Ctrl+X or by mouse clicking on the Cut icon in the

“Home” ribbon. Next, paste it at the new location by positioning the cursor at the insertion point and use

the shortcut Ctrl+V or click the paste icon in the “Home” ribbon.

Cut and paste is supported at the operating system level, which means that it is available across application

programs. In other words, you can cut text or images from one application, such as Word, and paste in

another application, such as Excel or PowerPoint or Notepad. Items that have been cut are placed on the

Windows or macOS Clipboard, which is a rather sophisticated temporary repository. It is sophisticated

because it is smart enough to know if an item placed on the Clipboard must be reformatted before it can be

pasted to a new location or application.

You will notice that there is also a “Copy” icon on the “Home” ribbon in the “Clipboard” group. The

shortcut key to copy is Ctrl+C. Copying an item also places it on the Clipboard, but does not delete the

original text or image. The copyied text or image can be pasted at a new location or in a new application as

well.
 To help you understand the sophistication of the Clipboard and the options available with it, let’s look at

the “Paste” options under the “Paste” icon. In Figure 1.28 (b) there is a small “Ctrl” pop-up icon next to the

moved text. This small icon contains the same paste options, which become visible by clicking on the small

down arrow, as those within the “Paste” icon on the “Home” ribbon and shown in Figure 1.29.

Figure 1.29: Paste Options

Figure 1.29 illustrates the paste options. When pasting, the formatting that was in the original block of text

can be used for the paste. The text can also be merged into the destination location and use the destination

formatting. Another option allows the removal of all formatting and pastes only text.

The drop-down menu also shows two other options: “Paste Special” and “Set Default Paste.” “Paste

Special” allows you to paste with many different options, such as in HTML formatting. “Set Default Paste”

takes you to the “Options” menu on the backstage view.

Mouse Features
In a previous section, you learned how to use the “Home” ribbon to access various features to format the

text and paragraphs. These features can also be accessed through the right button on the mouse.

Left or Right Mouse Button

In Microsoft Windows, the left mouse button is used to execute and carry out actions. Clicking or double-clicking
the left button executes programs, invokes functions from icons and menus, moves the cursor, selects text, and so
forth.
The right mouse button is the information button. It almost always produces a pop-up box, which can display
properties of the item under the mouse or other menu items that can be invoked on the item under the mouse. It is
used to find out about the item—what it is and what functions are available.

When the mouse cursor is placed over some text in the document and the right button is clicked, two things

occur. First, the insertion point is moved to the mouse location, and second, two pop-up windows appear.

These pop-up windows contain frequently used menu icons. These menu icons are primarily the same ones

that appear on the “Home” ribbon, although there are also a couple of other frequently used icons. Figure

1.30 illustrates these two pop-ups.

Figure 1.30: Pop-Up Menus from Right-Click

Using “Select” and “Find and Replace”

At the far right of the “Home” ribbon is the “Editing” group of menu icons. We have already discussed

selecting text and other objects using the mouse or the keyboard; the “Select” option is convenient if you

want to select the entire document or any specifically formatted text within the document.

At the far right of the “Home” ribbon is the “Editing” group of menu icons. We have already discussed

selecting text and other objects using the mouse or the keyboard; the “Select” option is convenient if you

want to select the entire document or any specifically formatted text within the document.
 Mac Note

The “Editing” group options is not displayed on the “Home” ribbon. Use the shortcut command+A to select all the
text in a document.

The other two menu icons, “Find” and “Replace,” work together, and in fact use the same dialog box.

“Find” is used to find all instances of a particular word or phrase. This is helpful when you need to locate a

specific phrase in the document, but you don’t remember exactly where that phrase is.

The “Navigation” pane opens and displays all occurrences of the word that is entered in the text box. You

can select an occurrence that is displayed, and the document will jump to that word in the document. You

can then make any editing changes you want in the document.

For example, Figure 1.31 shows the pane to find the word stove. Perhaps we want to ensure that we have

used the term correctly throughout the document, so we want to check all occurrences. Figure 1.31 shows

that we used the word four times in the document. The pane lists all occurrences. By clicking on one

occurrence, the document jumps to that location with the text highlighed, in this case in yellow. Notice in

the figure that “Find” locates all occurrences of the word, even when it is part of another word. In fact,

“Find” locates the sequence of characters typed in the box whether they are a complete word or not.

Figure 1.31: “Find” Command Dialog Box (with a Word in Text Box)
One of the powerful features of Word is its ability to find all occurrences of a word or a sequence of

letters and replace them. When you want to find text in the document and change it to something else,

you can use the “Replace” option to quickly make those changes. Figure 1.32 shows the dialog box that

displays when you click on “Replace.”

 Figure 1.32: Replace “highlight” with “select.”
Enter the text you want to find in the “Find” text box and the text you want to replace it with in the

“Replace” text box. Clicking on the “Find Next” button takes the document to the next occurrence. Note

that the search begins at the cursor location. In other words, the “Find Next” finds the next occurrence after

the cursor. If you need to start at the beginning of the document, place the insertion point at the beginning.

“Replace” will replace the found occurrence. “Replace All” will go through the entire document and

replace those characters with the characters entered in the “Replace with” text box. Because many words

are also part of other words, it is important to make sure, when using “Replace All,” that the text you are

searching for is not part of another word.

The “More>>” option button will open the dialog box to show you additional options you can select when

you search the document, as shown in Figure 1.33. Notice that you can set several options on how to find

the text. The default is to find the characters wherever they are, but you can control the search to match

case, find whole words only, and so forth. This is convenient if you want to replace only specific

occurrences of a word.

Figure 1.33: Additional Options Displayed

Modifying Text
As you work with your document, perhaps you want to give the text some special effects. We have already

discussed the basic special effects, such as bolding, italicizing, and underlining. In the “Font” group there

are other formatting options for modifying the text. Figure 1.11 showed the “Font” group. Let’s discuss a

few of the most-used options. You should also experiment with other options available.

Changing Fonts and Font Sizes

Two of the most common changes made to documents are the font face and font size. By default, Word

uses Calibri (body) 11 point for the font. When the font face and size are selected before you start typing,

the text following the insertion point will be displayed in that font. If you decide to change the font or size

after you type, you must highlight the text before selecting the new settings from the drop-downs. Figure

1.34 illustrates the drop-down menu that appears when you click on the down arrow in the font face box. It

shows the various fonts available in Word.

Figure 1.34: "Font" Drop-Down

Use care when changing fonts and font sizes. In professional documents, all the paragraphs should use the

same font face and size. Headings and titles should use a complementary font and sizes that are only

slightly larger than the paragraph text. It is also sometimes a temptation to use a fancy font. However,

fancy fonts are usually not professional and are best reserved for flyers or crafts. Fonts such as Times New

Roman or Georgia are always acceptable fonts. For text that will be displayed on a screen or the internet,

sans-serif fonts such as Arial or Calibri are usually easier to read.

Changing Case

You may have noticed that if you don't type the capital letter at the beginning of a sentence, Word will

automatically enter it for you. This feature allows you to type faster since you don’t have to shift to enter

the capital letter. But sometimes you want the line to start with a lowercase letter. The “Change Case”

drop-down allows you to change text to one of the following options, as shown in Figure 1.35: sentence

case, lowercase, uppercase, capitalize each word, and toggle case.

Figure 1.35: Change Case Drop-Down

Special Effects

At times—perhaps when creating a flyer or an announcement of a special event—you may want to use

special effects with your fonts. We emphasize that these types of special effects are usually not appropriate

in a professional document or letter, but may add interest to reports or flyers.

The two most common effects are to use a different color font and to highlight the font with a background

color. The two icons that implement these features are shown in Figure 1.36. Clicking on the “Font Color”

icon itself will apply the last setting that was used, such as a red font. Clicking on the down arrow will open

up a drop-down and allow you to choose the color of the font. Clicking on the font color first will change

the default color as you type. Or the color of the type can be changed after the fact, by selecting a block of

text and then clicking on the color, which will apply the chosen color to the selected block. The “Text
Highlight Color” option works the same way. Selecting a color from the “Text Highlight Color” drop-down

will apply that color behind any selected text or the text that is typed next.

More fancy special effects are also available with the “Typography” icon. Figure 1.36 shows the drop-

down menu associated with this icon. As you can see, there are many special font effects available. Again,

we caution that these special effects are not appropriate for professional documents. However, they can add

an interesting flair to flyers and announcement documents.

Figure 1.36: Font Special Effects Features

Using Format Painter

The “Format Painter” is a handy feature that allows you to save the formatting characteristics of a block of

text and then apply it to other blocks of text or paragraphs. The “Format Painter” icon displayed below is

found in the “Clipboard” group of the “Home” ribbon. The “Format Painter” has two modes of use: a

single use and a multiple use.

To employ the single use option, simply highlight the block of text that has the format that you want to

apply. Click the “Format Painter” icon, and then highlight the block of text that you want formatted.
 To employ the multiple use option, highlight the block of text that has the format you want to apply.

Double-click the “Format Painter.” Then select other blocks of text as many times as you want. The new

format is applied to each paragraph or block of text highlighted. To release the “Format Painter,” press the

escape key or click the “Format Painter” button again.

Turning On and Using the Ruler

By default the ruler is not displayed in Word. When the ruler is turned on it will appear at the top and left

side of the window. To turn on the display of the ruler select the “Ruler” option in the “Show” section of

the “View” ribbon, as shown in Figure 1.37.

Both a horizontal and a vertical ruler appear. The vertical ruler scrolls as the pages of the document scroll

up and down. The gray areas on the ruler show the margins of the page. The numbers on the ruler represent

the inches across and down the page. When the margins are set at one inch, the page is six and a half inches

across, as indicated by the white area of the ruler, and nine inches down.

Figure 1.37: Display of Ruler

he horizontal ruler can be used both to view the measurements of the page, and to control the indentation of

a paragraph. Earlier in this chapter you learned how to create a left indent of a paragraph using the “Indent”

icons in the “Paragraph” group of the “Home” ribbon. More precise control of paragraph indentation can be

created using the ruler.

On the left of the ruler, next to the margin shading, are three small icons placed in a vertical row. Hover the

mouse over each of these, and a tool tip appears. The top icon controls the indentation of the first line. By

dragging that icon to the right, the indentation of the first line is controlled. The middle icon controls a

hanging indent. By dragging that icon, all the lines except the first line in the paragraph are indented. The

bottom icon is used to move all three together. Dragging all three icons indents all lines of the paragraph to

the location of the icons on the ruler.

On the right side of the ruler is an icon that controls the indentation of the right side of the paragraph.

Hence, the ruler provides detailed indentation control of both sides of the paragraph.

Figure 1.38 illustrates two paragraphs: the first with a left hanging indent, the second with indentation on

both margins.

Figure 1.38: Paragraphs and Rulers with Indent

As with many Word features, you can apply indentation features in multiple ways. Paragraph indentation

can be controlled using the "Layout" ribbon and the “Paragraph” group. Figure 1.39 illustrates these menu

items. Notice that you can also set spacing before and after the paragraph here. These settings apply to the

active paragraph and to any new paragraph typed after the settings are changed.

Figure 1.39: Paragraph Indentation Using the “Layout” Menu

 Setting Tabs

Another way to align the text to specific positions in a document is to set tabs. By default, Word sets an

indent tab stop at every half inch across the ruler. To set a tab stop, click the location on the ruler where the

new tab should be set. By default, a left tab will be created. The default indent tabs are removed after the

new tab and replaced with left tabs at every half inch. The default tabs are not displayed on the ruler; only

the tabs you set will be displayed. There are other types of tab stops that have different functions. To

change the type of tab stop that is created, click the tab set options icon at the far left on the ruler. It toggles

between left, right, center, decimal, bar, hanging indent, and paragraph indent. The various types of tab

stops are listed in the following table.

Tab Stop Definitions

Setting a tab stop applies it to a single paragraph—either an existing paragraph or a new one that is about to

be typed. If you want tab stops and indentations to apply to multiple paragraphs, you must select them

before setting the tab stop. If you are using the tab stop for a lot of paragraphs, then you should use a style.

You will learn how to use styles in a later section.

Clearing Tab Stops

To clear a tab stop from a paragraph, the cursor must first be placed somewhere within the paragraph so

that the tab stops are displayed on the ruler. To remove any tab stop, simply drag it off the ruler with your

mouse pointer. The tab stop will disappear, and the paragraph will adjust its alignment automatically.

Changing Margins
In the previous section, the paragraph indentations and tab stops were measured from the left margin. By

default, margins of a Word document are set to one inch. This gives the document a one-inch white space
around the whole document. However, we can also change the margins in the document by using the

“Layout” ribbon. Figure 1.40 shows the “Margin” menu options available. Word has several standard

margin settings that you can choose. The “Mirrored” option makes a larger left margin on odd numbered

pages, and a larger right margin on even numbered pages. This is used for documents that are printed on

both sides and that are bound in a book style.

In Figure 1.40 we also note that the page orientation and page size can be controlled. Other menu icons in

this group will be discussed later.

Figure 1.40: Page Layout with Margin Options

There is also an option to make your own custom margins, as shown at the bottom of Figure 1.41. Clicking

on this option opens up a “Page Setup” dialog box to customize both the margins and the orientation of the

page. You can set either standard margins that apply to every page, or mirrored ones for distinct even and

odd pages. The “Gutter” refers to the larger margin area for even/odd layout. Notice in the figure that these

margins can be applied to the entire document, to just the current page, or from the current point in the

document forward.
 Figure 1.41: Custom Margin Options

\1.6Practice Editing a Document

Practice Problems
Task 1: Add text No assembly. to the document between the period and the next word in . . . stove.

Boils . . . in the second paragraph.

Task 2: Move the Fire Starters: paragraph to after the Cooking pot: paragraph. Hint: After selecting

the Fire Starters: paragraph, drag it so that the insertion point is in front of the S in Six and then drop it

(i.e., let go of the mouse).

ask 3: Using the change case icon in the “Home” ribbon, modify the six great reasons to buy text to have

first letter caps on all the words except to. (Hint: You may have to correct the t in to.)

Task 4: Change the font face of the heading at the top of the page to Arial Black.

Select “QuickStove Emergency Cook Kit,” then select Arial Black from the font drop-down list.
Task 5: Change the font size of the heading at the top of the page to 14 point.

Select “QuickStove Emergency Cook Kit,” then select 14 from the font size drop-down.
Task 6: Indent the numbered items (1 through 6) under the words Six Great Reasons to Buy to 0.5 on the

ruler. Be sure to grab the “First Line Indent” control.

Select the six numbered items and drag the indent marker on the ruler to 0.5 inches.
Task 7: Duplicate all the formatting on Stove to the other main items (Fire Starters and Cooking Pot) using

the Format Painter.

Double-click the “Format Painter” button with “Stove” highlighted. Drag the mouse pointer over the
words to apply the format.
 Task 8: Cut and paste the specifications from the bottom of the document to under the Cooking Pot item.

Use the “Cut” command to copy the items to the clipboard, then move the insertion point to a new
location. Paste the text, keeping the original formatting.
Task 9: The document no longer needs the word Pot at the beginning of each line of the specifications. Use

the find and replace option to remove the word Pot.

Open the “Replace” option on the “Home” ribbon. Enter “Pot” (and a space) in the “Find” text box and
leave the “Replace” option blank. Then select “Replace All.”

Task 10: Change the color of the heading line (QuickStove Emergency Cook Kit) to standard color dark

blue.
 Select the text and open the “Font Color” drop-down. Select the color from the standard row.
Task 11: Change the margins of the document to “Wide” using the “Margins” option on the “Layout”

ribbon.

Task 12: Save your document and submit your work by using the “Submit” button on the “Assignment”

ribbon.

1.7Enhancing a Document
In the first sections of this chapter, you learned how to develop and edit a Word document. In this section,

you will learn more techniques to work with your document. We will first discuss making lists of items.

The next major topic in this section is how to insert and manage images and pictures in your documents.

Finally, we will discuss a special kind of object—a text box—that can be used to emphasize text.

Bulleted and Numbered Lists

When writing a document, it is often desirable to make a list of items. This might be as simple as a two-

word list. Other times, it may be necessary to have a more complex list that is made up of phrases. In

addition, each item in the list may have subitems; in other words, there may be a sublist within a single list

item. In some situations, the list is simply an unordered list, and simple bullets can be used to denote each

item. In other cases, specific steps or sequences may be listed, and it is important to list them by number.

Numbered lists may also require sublists, which are also numbered, for each particular item. Sometimes it

is even necessary to have an item that requires several paragraphs to explain and then pick the numbered

list back up, with the next sequential number, for additional items in the list. All of these features are

available within the list features of Word. We will first discuss bulleted lists and then turn to numbered

lists.

Bulleted Lists

A simple list can be created in two ways. One technique is simply to position the cursor on a blank line,

click the “Bullets” icon, and start typing. Every time the Enter key is pressed, a new list item is created.

The listed items are preceded by a bullet and indented at the first tab stop. To end the list, press either the

Delete key or the Backspace key. The Delete key immediately returns the cursor to a new paragraph

position. The Backspace key is more complex: one press stops the list, a second press positions a new

paragraph, and a third press removes the tab position.

Another way to create a list is to type several paragraphs, highlight the paragraphs, then click the “Bullets”

menu icon. Each paragraph then becomes a bulleted item in the list.

To make subitems or sublists within a bulleted item, press the Tab key on a bulleted item. Since bulleted

items are always indented a tab stop, by indenting a bullet to the next tab stop, it automatically becomes a

subitem. As you type subitems, you can return to a higher level by pressing the Shift+Tab key combination.
Figure 1.42 illustrates both the menu items for the “Bullets” icon and an example of a multilevel bullet list.

Figure 1.42: Bullet List Options and Example Bulleted List

Notice that the subitems use a different bullet image. The drop-down at the far right shows the sequence of

bullet images that are used for sublists. You can also choose which icons you want to use for each level, or

you can even define your own bullet graphic and use it.

Numbered Lists

Numbered lists are created in a similar way to bulleted lists. The major difference is that the listed items are

numbered instead of bulleted. Normally, each new paragraph is numbered; however, as mentioned earlier,

it may be necessary to use several paragraphs for a single numbered item. As you build the list and create

new paragraphs, each paragraph will receive a number. To remove a number from a paragraph, position the
cursor on the paragraph and click the “Numbering” icon in the ribbon. Clicking that icon will remove the

number from that paragraph. The “Numbering” icon toggles between listed and not listed. Since later

paragraphs may be part of the sequence, Word provides the capability to set a specific number on a

paragraph. Figure 1.43 illustrates a numbered list.

It is also possible to create sublists within each numbered item. There are two techniques available. The

first technique is the same as with bulleted lists: simply press the Tab key on the paragraphs that are to be

sublists. Word also has a menu icon on the ribbon that allows more options on multilevel numbered lists.

Either outline numbering notation can be used, or decimal notation, such as 1.1.1., can be used, as shown

in Figure 1.43.

Figure 1.43: Numbered List Options and Example List

Adding Pictures and Images to a Document
Adding a picture to a document is a straightforward task. However, once the picture has been added, there

are other issues to address, and that task can be a little more complicated. Such issues as the size, the

alignment, positioning, anchor point, text wrapping, and picture captions all add some complexity when it

is desirable to add pictures or graphics. This text has many screen capture images that have been added as

graphics. You will also probably have many occasions to add graphics to your documents.

Inserting a Picture

Basically, there are two ways to add an image to a document. If you are adding an image from another

document or a screen capture, you can simply copy and paste it. First, copy it from your other document or

application; second, place the cursor at the desired insertion point and then paste the graphic.

The second way is to insert the graphic from a file. On the “Insert” ribbon, there are the following icons

used to insert corresponding objects: “Pictures,” “Online Pictures,” “Shapes,” “SmartArt,” “Chart,” and

“Screenshot.” These types of graphics all have many of the same features, including the ability to change

the size, choose the alignment, set text wrapping, and so forth.

To insert a picture, simply click the “Picture” icon on the “Insert” ribbon. A dialog box with the folders and

files on the computer will be displayed. Find the correct image, select it, and click “Insert.” It is added to

your document at the insertion point. To add a different type of graphic, such as an online image or

screenshot, the appropriate dialog box or tool will display to allow you to find the desired graphic and add

it.

If the image is too large to fit on the page, then it automatically goes to the top of a new page. Sometimes

this is acceptable, but sometimes you will have to reposition or resize the image.

Use caution when searching for and saving images from the internet. Many images are copyright protected

and cannot be used for commercial purposes. Always check the copyright before using an image you don’t

own.
 Image "Format" Ribbon

When you first insert an image, a new tab and ribbon appear. This “Format” tab contains several menu

icons that can be used to manipulate the image. We will discuss a few, but you should take time to try all

the icons. Word has a rich set of image-manipulating tools.

Figure 1.44: Image “Format” Ribbon

The icons in the “Adjust” group and the “Picture Styles” group are used to edit the picture itself. With

those icons you can add many different types of artistic effects, including coloring; removing background

colors; adding borders, shadows, and other styles; adjusting contrast; recoloring; and many other special

effects. Since this text is focused on Word rather than on editing images, we will not discuss all those tools.

It is suggested, however, that you spend some time learning about the picture editing capabilities provided

in Word.

On the right half of the ribbon are icons to control how the image is positioned and how it relates to the text

itself. These are an important aspect of using Word, and we will discuss them below. Also note that many

of these features can be accessed either through the menu icon on the ribbon or by right-clicking the image.

Right-clicking often brings up menu items similar to the ones on the ribbon.

Sizing an Image

One of the first decisions you make is to set the size of the image. Word attempts to size the image

appropriately so that it fits on the page. In fact, it always resizes it so that it fits within the margins of the

page. When an image is selected, or highlighted, it has selection handlesaround the image. To resize the

image, simply grab one of the handles by positioning the mouse pointer until it changes to a double arrow,

then drag the handle inward or outward to resize. Note that it is possible to resize horizontally and

vertically independently, or resize from the corner, changing the height and width at the same time. The

aspect ratio is maintained only when resizing from a corner.

On the far right of the “Format” ribbon is a “Size” group of icons and text boxes. The “Height” and

“Width” text boxes can also be used to resize the image. Note that the aspect ratio is set to automatically

maintain itself. If you want to disconnect the height and width (in other words, change the aspect ratio),

you can open up the “Layout” dialog box by clicking on the small arrow in the bottom-right corner of the

“Size” group. Figure 1.45 illustrates the “Layout” dialog box with the “Size” tab selected.
 Figure 1.45: Image “Layout” Dialog Box for Sizing an Image

In the “Size” group of the “Format” ribbon, there is also a menu icon to allow you to crop the picture. This

is another technique that can be used to resize a picture, especially one that is too large and that has

extraneous material that may not be needed. Click the “Crop” icon once to place cropping bars on the

image, which can be dragged to select the area to be saved. Once the area has been chosen, click on the

“Crop” icon again to crop the picture.

Deleting a Graphic

Deleting a picture or graphic is exactly the same as deleting text. You select what you want to delete and

use the Delete key. Remember, the picture or graphic will only display the sizing handles when the object

is selected.
 Anchors, Positioning, and Text Wrapping

Pictures are either in-line or floating in a Word document. When you first insert a picture, it is placed in-

line. An in-line picture is placed in the document at the insertion point and acts just like another piece of

text. If you insert a picture on a blank line, it has the characteristics of a paragraph.

You can indent the picture or align it on left, right, or center. If you insert it in the middle of a paragraph, it

is treated as other text in the paragraph. It moves forward if you type behind it. It adjusts itself as the

paragraph is indented or aligned. But you cannot drag it to reposition it.

If you want to reposition the picture or wrap text around it, then you must change it from in-line to floating.

You change a picture to floating by first selecting it and then clicking on the layout icon that appears next

to the picture. Figure 1.46 shows a picture with the icon and the corresponding drop-down that displays

when you click on it.

Mac Note

Use the ribbon icons or the right-click shortcuts to adjust the image settings.

Figure 1.46: Picture with Layout Options

Figure 1.46 shows that this picture has the characteristic of “In Line with Text.” To change it to be a

floating picture, click on one of the wrapping choices in the “With Text Wrapping” group. The six choices

for text wrapping, from top left to bottom right, are as follows:

 Wrap text, but with square boundaries

 Wrap text, tight but with inside areas open

 Wrap text tightly around image

 Type text before and after, no wrapping (similar to in-line, but with more flexibility to move the image)

 Type text on top of image

 Place image on top of text

When an image is floating, it can be positioned on the page by using drag and drop. Even if the text

wrapping option is before and after, the image can be repositioned up and down the page. When the image

is floating, it also has an anchor.

The anchor appears on a floating image when it is selected or in focus. (If the anchor does not appear, go to

the backstage, choose “File” -> “Options” -> “Display,” and make sure the check box for “Anchors” is

checked.)

Figure 1.48 displays two other options that allow you to set the anchor point. A picture can be anchored

either to a paragraph (“Move with text”) or to the page (“Fix position on page”). If a picture is anchored to

a paragraph, the picture will move up or down on the page as the paragraph moves when text is added or

deleted. If a picture is anchored to the page, it will remain at the same location on the page, and the text

will move around it. Moving the image manually also moves the anchor point.

The “See more…” option opens up the “Layout” box that is shown in Figure 1.47, which also allows

detailed control of the image’s position, text wrapping, and size. Figure 1.47 shows the “Layout” dialog

box with the “Position” and “Text Wrapping” tabs open. Notice the settings and values in the fields.
 Figure 1.47: “Layout” Dialog Box with “Position” and “Text Wrapping” Tabs Displayed

Figure 1.48 illustrates an image that is floating, that has an anchor point on the paragraph, that has square

text wrapping, and that has been positioned (with drag and drop) in the middle of the page.
 Figure 1.48: Floating Image with Tight Text Wrapping

Shapes and Text Boxes

On the “Insert” ribbon in the “Illustrations” group is an icon labeled “Shapes.” Figure 1.49 illustrates all the

types of shapes that can be inserted in a document. When you click on one of the icons in the drop-down,

your mouse pointer will be displayed with crosshairs that can be used to draw the shape to the size that you

desire. Note that the shape you draw is an image object, so it has all the characteristics that were just

explained above.

Figure 1.49: “Shapes” Drop-Down Menu

When you draw a shape in a document, Word makes it a floating graphic with a wrap text style of “In Front

of Text.” The text wrap setting can be changed so that the text wraps around the graphic. A “Format”

ribbon also appears, but it is slightly different from the other “Format” ribbon we saw earlier. This

“Format” ribbon has tools to format the shape, such as changing the fill color or typing text on the shape.

Figure 1.50: Shape in a Document with Ribbon and “Layout Options” Box
Sometimes when you are creating a document, you may have some critically important text that you want

to emphasize—something like a tip or a special note. One effective way to do this is to separate it from the

rest of the text and put it in a text box. A text box is a graphical object, so it has all the characteristics that

were just described for shapes and images. However, the text box contains its own minidocument within its

boundaries. This minidocument is primarily text but can also contain images.

The icon to draw a text box can be found in the “Shapes” drop-down menu under the “Basic Shapes”

heading, as seen in Figure 1.49. It can also be found on the “Insert” ribbon under the “Text” group of

icons. Figure 1.51 illustrates a text box with some text and an image inserted. When typing within the text

box, the insertion point is inside the box. A picture can also be inserted at that insertion point.
 Figure 1.51: Text Box with Text and Picture

Word also contains predefined text boxes that include special effects and colors. The “Text Box” icon, on

the “Insert” ribbon in the “Text” group, not only allows you to draw a text box but also contains icons to

use fancy predefined text boxes. These boxes have coloring, titles, and specific sizes and locations. For

example, the sidebar boxes have default characteristics so that they are positioned along the right margin,

have a height of a full page, and have square text wrapping. Other predefined boxes have different

settings. Figure 1.52 illustrates the “Banded Quote” predefined text box. Notice that this text box has

another text box embedded inside for the title.

If you need to delete a text box, click on the border in order to select it, then press the Delete key.

Figure 1.52: Sample “Banded Quote” Text Box

Adding Borders
On a flyer or report, you may want to emphasize something in your document without creating a separate

graphical text box. Word also has several different types of borders that can be added. A paragraph border

is simply a border around a paragraph that is in line with the rest of the text. A page border is a design

element that can apply to the entire document or to a particular page in a document. Both types of borders

can be simple lines or fancy designs.

To add a paragraph border, the border icon on the “Home” ribbon in the “Paragraph” group can be

used. Figure 1.53 shows the various types of paragraph borders that can be used, either full borders or left,

right, top, or bottom borders.

Figure 1.53: Paragraph Border Options

The “Page Background” group in the “Design” ribbon also has menu icons to make your pages more

elaborate. The “Page Borders” icon opens up a “Borders and Shading” dialog box. Even though the name

of the icon is “Page Borders,” it has tabs to apply borders and shading both to full pages and to individual

paragraphs. Figure 1.54 illustrates this dialog box with the “Page Border” tab open. The figure also
 illustrates that the borders can be fancy lines or even artistic graphics. The border can apply to the entire

document or to only specific sections within the document.

Figure 1.54: Borders and Shading with “Page Borders” Tab Open

Adding Page Color

Next to the “Page Border” option on the “Design” ribbon is the “Page Color” option. This option allows

you to add color to the whole document. Using “Page Color” will add a solid color to the background of a

page. Figure 1.55 shows the drop-down of the standard colors that are available.
 Figure 1.55: “Page Color” Drop-Down

When deciding on the page color, consider the font color used in the document. Choosing a dark page color

and a dark font color may make the document difficult to read. If you choose a dark page color, change the

font to a lighter color.

Keep in mind that most printers will not print the page color. You should use this option to see how your

document will look when printed on color paper. Adjusting the font color for a dark background and then

printing on white paper may make your text unreadable.

Figure 1.56: Page with Page Color

Previewing and Printing the Document

 Before sending a document to the printer, you should always preview how the document will look based on

the settings of the selected printer. To preview the document, select “File,” then “Print.” The preview

window displays the current page of the document. If the document has multiple pages, you can use the

page selection arrows at the bottom of the preview window to move to the other pages. Figure

1.57 illustrates the preview you will see on the “Print” page.

Figure 1.57: Print Preview and “Print” Window

1.8Practice Enhancing a Document

Task 1: Insert the QuickStoveTitle picture you downloaded and saved to your computer. Insert it at the top

of the page at the beginning of the first paragraph.

Choose “Picture” from the “Insert” ribbon, then locate the folder on your computer where you saved the
downloaded file. Select the QuickStoveTitle file and click “Insert.”
Task 2: Change the graphic so that the layout option is not “In Line with Text” but is “With Text

Wrapping” with the text above and below (“Top and Bottom” option).

Select “Top and Bottom” from the “Position” menu.

Task 3: Center the image above the text by selecting “Center at Top with Square Text Wrapping” using the

“Position” icon on the “Format” ribbon. (Note: Sometimes Word has a delay of a few seconds when

completing this operation.)

Task 4: Consistent with stoves that use flames, the page color will look good in orange. To change the page

color, from the “Design” ribbon first ensure that the color theme is the standard Office set of theme colors

by selecting the “Colors” icon and choosing “Office.” Then click the “Page Color” icon, choose the orange

theme color (sixth column), and click the second from the bottom color, “Orange Accent 2, Darker 25%.”

(Note: Sometimes Word has a delay of a few seconds when completing this operation.)

Task 5: While you are still on the “Design” ribbon, add a page border. Select a single line border and select

the “Box” style of border. You can set the line weight to any setting you prefer. The figure below shows

the line weight at 1 point.

 Select “Page Border,” “Box” and set the line weight.
Task 6: The seven unique cooking positions will look better on the flyer if they are displayed in a text box.

From the “Insert” ribbon, insert the text box and add it to the document. Use the “Retrospect Sidebar” text

box. (You will need to scroll down to find this option. They are listed in alphabetic order.)

Task 7: Select the text box, grab the border, and position the text box to the right of the text so that it is on

the right side of the page. Also keep the right edge inside the border you previously created, and position it

directly below the QuickStove title graphic.

Task 8: First, replace the title placeholder with the title “Unique Cooking Positions.” Select the title

text Unique Cooking Positions. Cut the text and paste it into the sidebar title placeholder. (Hint: Make sure

the placeholder is selected before you paste.)

Task 9: Enter the rest of the text in the text box. Cut the text from the main page and paste it into the text

placeholder. Be sure the text placeholder is selected before you paste. There are three heading lines.

Underline these three lines (1) Large Pot—Upright Stove, (2) Small Pot—Upside down Stove, and (3) For

Grilling—Closed Stove. Ensure that the text has a font size of 12 point. Shorten the text box to be only

large enough to display the text. In other words, remove the empty space at the bottom of the text box.
 Select the cooking positions at the bottom of the document. Cut the text and paste it in place of the
placeholder text in the text box.
Task 10: There are seven unique cooking positions for the stove. Make these seven positions into a

numbered list. To do this, select the first three items under Large Pot—Upright Stove. Press the

“Numbering” button. (You might also want to decrease the indent to make the numbers display on the left

margin within the text box, to use the space more effectively.) Select the second three items under Small

Pot—Upside down Stove and select the “Numbering” button. Notice that the numbers start over again at 1.

To fix this, you can click on the numbering icon that appears and select “Continue”, or you can open the

“Numbering” drop-down and select “Set Numbering Value.” Change the value to 4 and click “OK.” Repeat

this process to set the last item to be number 7.

 Task 11: There is still a lot of empty space on the main portion of the flyer, and the text is hard to read on

the dark orange background. To fix this, change the font size to 20 point and change font color to white.

Select all the text in the document except the text in the text box. Select “20” from the “Font Size” drop-
down and select “White” from the “Font Color” option.
Task 12: To make the features stand out, make a bulleted list of the items listed under

the Features paragraph. Add the bulleted list by selecting the three lines under Features and clicking the

“Bullets” icon on the “Home” ribbon.

Task 13: There is still some space available, and it would be helpful to have a picture of the stove on the

flyer. To add the picture, place the insertion point in front of the T in The Cube Stove at the beginning of

the second paragraph. Insert the QuickStove picture you downloaded and saved to your computer. Wrap

the text to the right of the picture by right-clicking on the picture and selecting “Square” from the “With

Text Wrapping” area. Do not resize the image.

Task 14: Make sure the entire flyer, with the images, text, and text box, fit on one page. You may need to

resize the text box, resize the image of the stove, or make sure the margins are set to narrow (0.5 inches).

Task 15: Save your document and then navigate to the “Assignment” ribbon and submit your work.