MICROSOFT WORD (INSERT- DESIGN-LAYOUT-

REFERENCES-REVIEW-VIEW)
INSERT TAB
Utilizing WordArt and SmartArt

Another desktop publishing tool that adds pizzazz to a drab document is the use of WordArt or
SmartArt. WordArt is a drawing object with special effects that change the

appearance of text by formatting special shapes, patterns and orientations. WordArt can be used
to add color, outlines and 3-D effects to regular text. Common usage is titles for papers, posters
or other marketing materials. Click the WordArt button in the Text group of the Insert tab. After
selecting an initial WordArt style, a placeholder box will appear and await your input of text.

Once inserted, a contextual tab offers numerous to change the effects of the WordArt object.
Additional formatting options available include change the text fill, outline or text effects of the
WordArt object. The Text Effects offer some exciting ways to rotate and transform the text. The
best way to learn about these features is to experiment with them!

SmartArt are diagrams that illustrate concepts and show relationships between elements. Think
of SmartArt as pre-made drawing canvases that you can insert into your document and then
customize as you see fit. There are a variety of styles to choose from, which you can use to

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illustrate many different types of ideas. Simply pick an arrangement, such as a list, process,
cycle, etc. Insert the SmartArt via the Illustrations group on the Insert tab, which opens the
SmartArt dialog window.

After choosing a layout, a SmartArt placeholder will appear. In a SmartArt graphic, elements are
represented by shapes. Each shape can have text applied, be resized and re-positioned. You can
even add, delete, promote and demote shapes via the text pane or the contextual tab.

SmartArt dialog

A SmartArt graphic can be formatted and edited using options on the contextual SmartArt Tools
Design and Format tabs. The Design tab allows the user to pick from numerous layouts, styles
and colors. The Format tab provides choices for shape styles and WordArt options. SmartArt can
be utilized throughout the Microsoft Office suite of applications. Again, the best way to learn
about these options is to experiment!

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Inserting and Modifying Hyperlinks

A hyperlink, often referred to simply as a link, is text or a graphic that, once clicked, “jumps” to
a different location in the file or to a different software program. Software programs include e-
mail applications, web pages or an external file, often created in Microsoft Office programs like
Excel or PowerPoint. There are a few ways to insert a link into your document. Depending on
how you want the link to appear, you can use Word’s automatic link formatting or convert the
text or graphic into a link. The fastest way to create a link in a document is to press ENTER or
the SPACEBAR after you type the address of an existing webpage, such as
www.minnesota.edu. Word automatically converts the address into a link. The same result
occurs if the user were to enter an e-mail address, such as [email protected].
Hyperlinks have two parts: the address (URL) of the web page and the display text. In the two
previous examples, the URL matches the display text, however it is possible to create a link to
any word, combination of words, or an object, such as a picture or shape.

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 Insert Hyperlink

To create a link on a specific word or object to a web page, start by selecting the word(s) or
object, and then click the Link button in the Links group of the Insert tab to open the Insert
Hyperlink window. In the illustration below, a link is being defined to go to Microsoft’s website
for the Word program. The text “Word” appears as the Text to display so that once the link is
created, this text will appear with the hyperlink attributes, which are typically blue and
underlined. The Address field contains the URL to the specific web page destination that will
open in the current device’s default browser application. The Insert Hyperlink window fields will
change significantly if the Link to: open on the left side is changed from Existing File or Web
Page to another option. To follow a hyperlink in Word, hold the Ctrl key and click the linked
text or object.

DESING TAB
Document Formatting
This group was moved in 2013 from the Page Layout tab.
This group was called Themes in 2010.

Themes - (Moved in 2013). Drop-Down. The drop-down contains the commands: Built-in, More
Themes on Microsoft Office Online, Browse for Themes and Save Current Theme. The built-in
themes are: Office, Apex, Aspect, Civic, Concourse, Equity, Flow, Foundry, Median, Metro,
Module, Opulent, Oriel, Origin, Paper, Solstice, Technic, Trek, Urban and Verve. Tooltip
indicates the current theme. The default theme is "Office". Tooltip indicates the current theme.
Quick Access to more themes saved down on Microsoft Office Online. Default theme is
"Office". Changes the overall design of the entire document inc colours, fonts and effects. This

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drop-down has an additional command not found in Excel or PowerPoint which is "Reset to
Theme from Template".

Style Set - (Added in 2013). Change the look of your document by choosing a new style set.
Style sets change the font and paragraph properties of your entire document.
Colors - (Moved in 2013). Drop-Down. Displays a list of all the available colors and lets you
change the color component of the active theme.
Fonts - (Moved in 2013). Drop-Down. Displays a list of all the available fonts and lets you
change the font component of the active theme.
Paragraph Spacing - (Added in 2013). Drop-Down. Quickly change the line and paragraph
spacing in your document. The drop-down contains the commands: No Paragraph Space,
Compact, Tight, Open, Relaxed, Double, Custom Paragraph Spacing.
Effects - (Moved in 2013). Drop-Down. Displays a list of all the available effects and lets you
change the effect component of the active theme. The drop-down contains the commands:
Office, Apex, Aspect, Civic, Concourse, Equity, Flow, Foundry, Median, Metro, Module,
Opulent, Oriel, Origin, Paper, Solstice, Technic, Trek, Urban and Verve.
Set As Default - (Added in 2013). Use the current look for all new documents.

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 Page Background
This group was moved in 2013 from the Page Layout tab.

Watermark - (Moved in 2013). Drop-Down. The drop-down contains the commands: Custom
Watermark, Remove Watermark and Save Selection to Watermark Gallery. First, create your
custom watermark.

1. On the Design tab, select Watermark > Custom Watermark.

2. Choose Picture Watermark and select a picture, or choose Text watermark and type your
watermark text in the Text box.
3. Click OK.

Next, save the watermark so you can use it in other documents.

1. Double-click near the top of the page, to open the header.

2. Move the cursor over the watermark until the cursor displays a four-headed arrow, and then click
the watermark to select it.

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3. On the Design tab, in the Page Background group, choose Watermark.
4. Select Save Selection to Watermark gallery.
5. Give the watermark a name, and click OK.

To insert your custom watermark in another document, select it under General in the gallery of
watermarks.

Page Color - (Moved in 2013). Drop-Down. Lets you change the background colour of the page.
Displays the full theme colour palette.

Borders and Shading

Borders add interest and emphasis to your document. Borders make attractive frames for text,
pictures, tables, or entire pages. You can customize borders to complement your document by
experimenting with Word’s built-in styles. To add a border to text, select the text. On
the Home tab, click the small down arrow next to the Borders button, and choose an option OR
choose the Borders and Shading option to open the Borders and Shading dialog window.

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Make sure the Apply to box is set to Text, which adds a border around lines of text, or
Paragraph, which creates a border that outlines the paragraph. Also make sure that a choice, like
Box, is selected under the Setting option.

Shading is the color or artistic design you use as background for a paragraph. By shading words
or paragraphs in Word, you can create visual interest in a document. The Highlight command
offers a more limited color selection, which you can use when you review or edit a document to
highlight specific text. The shading fill, style, and color can be defined from the Shading tab of
the Borders and Shading window. To apply shading to a part of a document, select the data, then
click the arrow next to Shading, and under Theme Colors, click the color you want to shade your
selection.

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 Shading palette

Borders can also be added to pictures. Just select the picture, then choose a pre-formatted border
from the Picture Styles gallery off of the Picture Tools Format tab.

To remove the paragraph borders and/or shading, choose the None option in the Borders and
Shading window. In the Shading tab choose the No Color item in the Fill section, and choose the
Clear style in the Patterns section.

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 Page LAYOUT
You can display the "Page Setup" dialog box, Margins Tab, by clicking on the dialog box
launcher in the bottom right corner of this group.

Margins - Drop-Down. Lets you choose from one of the built-in margin settings or lets you
customise your own. Similiar to Excel but has 2 more options "Moderate" and "Mirrored".
Custom Margins displays the "Page Setup" dialog box (Margins tab).
Orientation - Drop-Down. Lets you change the orientation of the current section. The drop-
down contains the commands: Portrait and Landscape. This provides a shortcut to the (Page
Setup)(Page tab, Orientation).
Size - Drop-Down. Lets you select from all the different available paper sizes. This provides a
shortcut to the (Page Setup)(Page tab, Paper size drop-down).
Columns - Drop-Down. The drop-down contains the commands: One, Two, Three, Left and
Right and the command More Columns. Provides access to 1,2,3 column layouts.
Breaks - Drop-Down. The drop-down contains the commands: Insert Page Break, Remove Page
Break and Reset All Page Breaks.
Line Numbers - Drop-Down. The drop-down contains the commands: None, Continous, Restart
Each Page, Restart Each Section, Suppress for Current Paragraph and Line Numbering Options.
The Line Numbering Options displays the "Page Setup" dialog box (Layout tab).
Hyphenation - Drop-Down. The drop-down contains the commands: None, Automatic, Manual
and Hyphenation Options. The Hyphenation Options displays the "Hyphenation" dialog box.

REFERENCES TAB

1. Put your cursor where you want to add the table of contents.

2. Go to References > Table of Contents. and choose an automatic style.

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3. If you make changes to your document that affect the table of contents, update the table of
contents by right-clicking the table of contents and choosing Update Field.

To update your table of contents manually, see Update a table of contents.

If you have missing entries

Missing entries often happen because headings aren't formatted as headings.

1. For each heading that you want in the table of contents, select the heading text.
2. Go to Home > Styles, and then choose Heading 1.

3. Update your table of contents.

Vıew

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1. Put your cursor where you want to add the table of contents.

2. Go to References > Table of Contents. and choose an automatic style.

3. If you make changes to your document that affect the table of contents, update the table of
contents by right-clicking the table of contents and choosing Update Field.

If you have missing entries

Missing entries often happen because headings aren't formatted as headings.

1. For each heading that you want in the table of contents, select the heading text.
2. Go to Home > Styles, and then choose Heading 1.

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3. Update your table of contents.

Add a new citation and source to a document

1. On the References tab, in the Citations & Bibliography group, click the arrow next
to Style and click the style that you want to use for the citation and source. For example, social
sciences documents usually use the MLA or APA styles for citations and sources.

2. Click at the end of the sentence or phrase that you want to cite.
3. On the Reference tab, click Insert Citation and then do one of the following:
 To add the source information, click Add New Source, and then, in the Create Source dialog
box, click the arrow next to Type of Source, and select the type of source you want to use (for
example, a book section or a website).
 To add a placeholder, so that you can create a citation and fill in the source information later,
click Add New Placeholder. A question mark appears next to placeholder sources in Source
Manager.
4. If you chose to add a source, enter the details for the source. To add more information about a
source, click the Show All Bibliography Fields check box.
5. Click OK when finished. The source is added as a citation at the place you selected in your
document.

Add citations to your document

1. Click at the end of the sentence or phrase that you want to cite, and then on the References tab,
in the Citations & Bibliography group, click Insert Citations.
2. From the list of citations under Insert Citation, select the citation you want to use.

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 Find a source

The list of sources that you use can become quite long. At times, you might need to search for a
source that you cited in another document.

1. On the References tab, in the Citations & Bibliography group, click Manage Sources.

If you open a new document that does not yet contain citations, all of the sources that you used in
previous documents appear under Master List.

If you open a document that includes citations, the sources for those citations appear
under Current List. All the sources that you have cited, either in previous documents or in the
current document, appear under Master List.

2. To find a specific source, do one of the following:

 In the sorting box, sort by author, title, citation tag name, or year, and then look for the source
that you want in the resulting list.
 In the Search box, type the title or author for the source that you want to find. The list
dynamically narrows to match your search term.

Note: You can click the Browse button in Source Manager to select another master list from
which you can import new sources into your document. For example, you might connect to a file
on a shared server, on a research colleague's computer or server, or on a Web site that is hosted
by a university or research institution.

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 Edit a source

1. On the References tab, in the Citations & Bibliography group, click Manage Sources.

2. In the Source Manager dialog box, under Master List or Current List, select the source you
want to edit, and then click Edit.

Note: To edit a placeholder to add citation information, select the placeholder from Current
List and click Edit.

3. In the Edit Source dialog box, make the changes you want and click OK.

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REVIEW TAB

Spelling and Grammar

In addition to the automatic spelling and grammar functionality, a user can manually check
their document, and utilize extra functionality. To manually check the document for spelling and
grammatical errors, the user can use the commands found under the

Spelling & Grammar

Review tab. The keyboard shortcut to invoke this command is the [F7] key. In addition to the
Spelling & Grammar check, the user can also utilize the Thesaurus and Word Count features to
improve readability and accuracy. The thesaurus offers a collection of synonyms that can replace
words that are used too often. It is a great tool for solving crossword puzzles! The Word Count is
also automatically updated on the status bar.

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