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

2. 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
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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
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4. 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
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5. 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
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6. 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.
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7. 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
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8. 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.
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9. 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
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10. 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
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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.
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12. 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.
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13. 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
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14. 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.
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15. 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.
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16. 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.
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17. Features that Improve Readability
Watermark
A common use of a watermark is to identify the draft version of a document.
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18. 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.
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19. 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
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20. 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.
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21. 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?
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22. 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.
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23. Objective 5: Modify Document Properties
In this section, the skills include:
Customize Document Properties
Print Document Properties
Skills:  Customize Document Properties  Print Document Properties
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24. 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.
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25. 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.
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26. 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
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27. 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 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.
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28. 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.
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29. 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
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30. 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.
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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.
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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?
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33. Copyright
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