Exploring Microsoft® Office 2016 Series Editor Mary Anne Poatsy Mulbery|Krebs|Hogan|Cameron |Davidson|Lau|Lawson|Williams Series Created by Dr. Robert T. Grauer

Exploring Word 2016 Chapter 1 In Chapter 1, you will learn how to create documents, customize the Word environment, and improve the readability of your documents. You will learn how to view a document in different ways, modify a document’s properties, and prepare a document for distribution to others. Introduction to Word Organizing a Document Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Objectives Begin and Edit a Document Customize Word Use Features that Improve Readability View a Document in Different Ways Modify Document Properties Prepare a Document for Distribution The objectives for this chapter are: Begin and Edit a Document Customize Word Use Features that Improve Readability View a Document in Different Ways Modify Document Properties Prepare a Document for Distribution Copyright © 2017 Pearson Education, Inc.

Objective 1: Begin and Edit a Document In this section, the skills include: Create a Document Reuse Text Use a Template Save a Document Open a Document Insert Text and Navigate a Document Review Spelling and Grammar Skills:  Create a Document  Reuse Text  Use a Template  Save a Document  Open a Document  Insert Text and Navigate a Document  Review Spelling and Grammar Copyright © 2017 Pearson Education, Inc.

Begin and Edit a Document Blank document This figure shows the starting screen when Word is opened. From this screen, you can select the blank document template or select from several categories of templates. Templates Copyright © 2017 Pearson Education, Inc.

Begin and Edit a Document Word’s basic features: Ribbon commands Title bar Quick Access Toolbar Status bar Views Horizontal and vertical scroll bars The following is a list of some of Word’s basic features: • Ribbon commands enable you to create, modify, and enhance documents. • The title bar indicates the file name of the current document and includes Windows control buttons. • The Quick Access Toolbar makes it easy to for you to save a document and undo or redo recent commands. • The status bar provides information such as word and page count and the current position within the document. • View buttons enable you to change the view of a document and to enlarge or reduce the onscreen size of a document. • The horizontal and vertical scroll bars enable you to scroll through your document. Copyright © 2017 Pearson Education, Inc.

Begin and Edit a Document Quick Access Toolbar Title bar Ribbon Vertical scroll bar Many of Word’s features are located at the top of the window, and these are the ones that you will use most often. As discussed in the next objective, some of these controls can be customized. Status bar Views Copyright © 2017 Pearson Education, Inc.

Begin and Edit a Document OneDrive This PC After you have entered and edited a document, you will save it. Word enables you to save your work locally on This PC or on the cloud using a OneDrive account, which is the default location. If you save to your OneDrive account, then you can open the document from any computer with an Internet connection. This means that you do not have to remember to bring a USB drive with you. Copyright © 2017 Pearson Education, Inc.

Begin and Edit a Document List of suggestions Spelling error Word has an excellent spelling and grammar feature, which enables you to check your document before submitting it to others. Potential spelling errors are underlined with a red wavy line and grammatical mistakes or word usage errors with a blue wavy line. Right-clicking on a misspelled word produces a list of suggested corrections. Grammatical or word usage error Copyright © 2017 Pearson Education, Inc.

Objective 2: Customize Word In this section, the skills include: Explore Word Options Customize the Ribbon Customize the Quick Access Toolbar Skills:  Explore Word Options  Customize the Ribbon  Customize the Quick Access Toolbar Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Customize Word Add or Remove As mentioned in the previous objective, you can customize Word to meet your needs. You can customize the Ribbon and the Quick Access Toolbar by adding or deleting options. Customizing the Ribbon is a simple task. You simply select an option from the left pane and then click Add, or select an option from the right pane and then click Remove. Copyright © 2017 Pearson Education, Inc.

Customize Word Customize Quick Access Toolbar To add or remove options from the Quick Access Toolbar, click Customize Quick Access Toolbar, and then select or deselect options from the displayed list. Copyright © 2017 Pearson Education, Inc.

Objective 3: Use Features that Improve Readability In this section, the skills include: Insert Headers and Footers Adjust Margins Change Page Orientation Insert a Watermark Insert a Symbol Skills:  Insert Headers and Footers  Adjust Margins  Change Page Orientation  Insert a Watermark  Insert a Symbol Copyright © 2017 Pearson Education, Inc.

Features that Improve Readability Header or Footer—information at top or bottom of page Watermark—text or a graphic displayed behind text Margin—distance from sides of a page Symbol—text, graphic, or foreign language character Documents contain features which improve the readability of the document. A header consists of one or more lines of information at the top of each page, and a footer displays information at the bottom of each page. You would add a header or footer to better identify a document. A watermark is text or a graphic that is displayed behind the text on a page. A margin is the distance from the top, bottom, left, or right side of a page. A symbol is text, a graphic, or a foreign language character that you can insert into a document. Some symbols like a $ can be entered using the keyboard. The em dashes shown on this slide are not on a key but inserted as a symbol. Copyright © 2017 Pearson Education, Inc.

Features that Improve Readability Ways to improve readability: Well worded and structured Headers or footers Watermarks Adjust margins Page orientation Frequently, you create a document for others to read. Therefore, the document should be designed for your reading audience. It should be well worded and structured, and may include features that better identify it, such as headers, footers, and watermarks. In addition, you may need to adjust margins and change page orientation to improve its readability. Copyright © 2017 Pearson Education, Inc.

Features that Improve Readability Footer As seen in this figure, this footer contains two lines of information. The top line will remain constant, always showing the displayed text. However, the bottom line contains the name of the file and is dynamic. That is, if this document is saved with a new name, the footer will change to reflect the new file name. Copyright © 2017 Pearson Education, Inc.

Features that Improve Readability Watermark A common use of a watermark is to identify the draft version of a document. Copyright © 2017 Pearson Education, Inc.

Features that Improve Readability Em dash — Symbol Symbol dialog box To add non-keyboard symbols, you click Symbol in the Symbols group on the Insert tab. Doing so displays the Symbol dialog box. To insert an em dash, you would click the Special Characters tab. Copyright © 2017 Pearson Education, Inc.

Objective 4: View a Document in Different Ways In this section, the skills include: Select a Document View Change the Zoom Setting View a Document Manage Page Flow Skills:  Select a Document View  Change the Zoom Setting  View a Document  Manage Page Flow Copyright © 2017 Pearson Education, Inc.

View a Document in Different Ways Word views: Read Mode—shows a document in pages like a magazine Print Layout—shows what a document looks like when printed Web Layout—shows a document as it appears on the Internet Outline—shows levels of organization and detail Draft—provides the most space possible for typing Word enables you to view a document using five different views: Read Mode used for reading a document that is shown in pages like a magazine. Print Layout shows margins, headers, footers, graphics, and other page features similar to what your document will look like when it is printed. This is the view used to manage page flow. Web Layout shows a document as it would appear on the Internet. Outline shows levels of organization and detail, which you can collapse or expand to show only what is necessary. Draft provides the most space possible for typing, but it does not show margins, headers, or other features. Copyright © 2017 Pearson Education, Inc.

View a Document in Different Ways Go to next page If you are not familiar with Word’s Read Mode, this figure shows how a document is displayed in a manner similar to a book. If you have e-books and an appropriate reading device, then you are already familiar with this view. Of course, there is a difference. Word enables you to edit the document, and an e-reader does not. How do you tell that these must be the first two pages of the document? Copyright © 2017 Pearson Education, Inc.

View a Document in Different Ways Zoom Group Zoom Slider You can enlarge or reduce the view of the text in your document. There are two groups of commands to do this. There is a Zoom slider on the Status bar, and a Zoom group on the View tab. Copyright © 2017 Pearson Education, Inc.

Objective 5: Modify Document Properties In this section, the skills include: Customize Document Properties Print Document Properties Skills:  Customize Document Properties  Print Document Properties Copyright © 2017 Pearson Education, Inc.

Modify Document Properties Author Document purpose Audience Title Tags Sometimes, you might want to include information to further identify a document, such as author, document purpose, intended audience, title, tags, or additional comments. These data elements, are called, document properties. They are saved within the document file, but they do not appear in the document when it is displayed onscreen or when it is printed. You can easily modify document properties to include identifying or descriptive information. By adding keywords or tags, you can search for a particular file. Copyright © 2017 Pearson Education, Inc.

Modify Document Properties To view and edit Document Properties, click the File tab. Notice that the Document Properties also include document statistics such as the creation and modification dates of the document, total editing time, and page and word counts. Copyright © 2017 Pearson Education, Inc.

Objective 6: Prepare a Document for Distribution In this section, the skills include: Ensure Document Compatibility Understand Backup Options Run the Document Inspector Select Print Options Skills:  Ensure Document Compatibility  Understand Backup Options  Run the Document Inspector  Select Print Options Copyright © 2017 Pearson Education, Inc.

Prepare a Document for Distribution Change file type Usually, you create a document for distribution that is shared with others. If you are taking classes, then you have or will create documents that are submitted to your instructors. Because Word is revised every few years, it is always possible that someone who needs to read your document is working with a version that is not compatible with yours, or perhaps the person is not working with Word at all. You can eliminate that source of frustration by saving a document in a compatible format before distributing it. Word 2016 is compatible with versions 2007-2013. If someone has an older version, then you can save your document so that it is compatible with them. After clicking File, click Save As to display the Save As dialog box. From this dialog box, you can change the file type to an earlier version of Word, or as a Rich Text Format (RTF) or Portable Document Format (PDF) as a more universal file type. Copyright © 2017 Pearson Education, Inc.

Prepare a Document for Distribution Backup frequency If you have ever lost some of your work, you know how important it is to back it up. Inevitably, files are lost, systems crash, or a virus compromises a disk. So the importance of saving work frequently and ensuring that backup copies exist cannot be overemphasized. Word’s AutoRecover feature is one of the ways in which Word enables you to back up your work. You can set the frequency at which your document is automatically backed up. To display the Word Options dialog box, click the File tab, click Options, and then click Advanced. Copyright © 2017 Pearson Education, Inc.

Prepare a Document for Distribution Word’s Document Inspector checks for: Comments, revisions, versions, and annotations Document properties and personal information Custom XML data Headers, footers, and watermarks Invisible content Hidden text Another source of concern when distributing a document is the hidden or personal data that might be stored in document properties. Word’s Document Inspector checks for and enables you to remove various types of identifying information, such as: • Comments, revisions, versions, and annotations • Document properties and personal information • Custom XML data • Headers, footers, and watermarks • Invisible content • Hidden text Copyright © 2017 Pearson Education, Inc.

Prepare a Document for Distribution Document Inspector To display the Document Inspector dialog box, click the File tab, click Check for Issues, and click Inspect Document. As seen in the figure, you select or deselect options that fit your needs. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Summary Create and edit documents to improve readability Customize the Word interface to fit your needs Headers and footers, margins, and page orientation can improve document readability Document properties and other Word features prepare a document for sharing In this chapter, you learned : Word enables you to create and edit documents to improve readability. You can customize the Word interface to fit your needs by adding or removing commands on the Ribbon or Quick Access Toolbar. Adding headers and footers, adjusting margins, and changing page orientation can improve document readability. Document properties and other Word features enable you to prepare a document for sharing with others. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Questions ? It is important to understand the skills learned in this chapter so, you can build on these in future Word chapters. Are there any questions? Copyright © 2017 Pearson Education, Inc.

Copyright Copyright © 2017 Pearson Education, Inc.