Exploring Microsoft Office 2016 Series Editor Mary Anne

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 Introduction to Word Organizing a Document Copyright © 2017 Pearson Education, Inc.

Introduction to Word Processing • Microsoft Word 2016, included in the Microsoft Office suite, is the most current version of the popular word processing software. • Working with Word, you can create letters, reports, research papers, newsletters, and all sorts of documents. • To enhance a document, you can change colors, add interesting styles of text, insert graphics, and use tables to present data. Copyright © 2017 Pearson Education, Inc.

Objective 1: Begin and Edit a Document 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 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 Copyright © 2017 Pearson Education, Inc.

Begin and Edit a Document Quick Access Toolbar Title bar Ribbon Vertical scroll bar Status bar Views Copyright © 2017 Pearson Education, Inc.

Begin and Edit a Document The shortcut keys to save: Ctrl+S One. Drive This PC Copyright © 2017 Pearson Education, Inc.

Begin and Edit a Document • 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.

Objective 2: Use Features that Improve Readability 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 • We can insert some features into the document to improve the readability, such as header, footer, watermark, margin and symbol. • 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. Copyright © 2017 Pearson Education, Inc.

Features that Improve Readability • For example, there is a footer in this document. It contains two lines of information.

Features that Improve Readability • We can insert some features into the document to improve the readability, such as header, footer, watermark, margin and symbol. • A watermark is text or a graphic that is displayed behind the text on a page. • A watermark is often used to display a very light, washed-out logo for a company or to indicate the status of a document. • For example, a watermark displaying Draft indicates that the document is not in final form. Copyright © 2017 Pearson Education, Inc.

Features that Improve Readability • For example, there is a watermark (Draft) in this document. It indicates that the document is not in final form.

Features that Improve Readability • We can insert some features into the document to improve the readability, such as header, footer, watermark, margin and symbol. • A margin is the area of blank space that displays to the left, right, top, and bottom of a document, between the text and the edge of the page. • A symbol is text, a graphic, or a foreign language character that you can insert into a document. Copyright © 2017 Pearson Education, Inc.

Features that Improve Readability • We can insert the special symbols by clicking Symbol in the Symbols group.

Features that Improve Readability • 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 • In addition, you may need to adjust margins and change page orientation to improve its readability. • You can change page orientation. You will find that some documents are more attractive in either portrait or landscape orientation. • A document displayed in portrait orientation is taller than it is wide, whereas a document shown in landscape is wider than it is tall. • Most certificates are designed in landscape orientation; letters and memos are typically presented in portrait orientation. Copyright © 2017 Pearson Education, Inc.

Objective 4: View a Document in Different Ways 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 view—default view, shows what a document looks like when printed, default view. §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, it doesn’t show margins, headers, or other features. Copyright © 2017 Pearson Education, Inc.

View a Document in Different Ways • To change document view, click the View tab and select a view from the Views group. • You can go back to layout mode by pressing the ESC key. Or select “layout view” in the status bar. Copyright © 2017 Pearson Education, Inc.

View a Document in Different Ways • 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. • Changing the size of text onscreen does not actually change the font size of a document.

Force a page break p In some cases, we want to force a page break. p Simply click where the page break is to be placed and do one of the following: • Press Ctrl+Enter. • Click the PAGE LAYOUT tab, click Breaks, and then select Page. Copyright © 2017 Pearson Education, Inc.

Objective 5: Modify Document Properties Skills: Customize Document Properties Print Document Properties Copyright © 2017 Pearson Education, Inc.

Modify Document Properties • 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. 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.

Objective 6: Prepare a Document for Distribution Copyright © 2017 Pearson Education, Inc.

Prepare a Document for Distribution Ø Word is revised every few years, so 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. Ø In this case, ensure the compatibility of your document. Ø Word 2016 is compatible with versions 2007 -2013. So, if someone has an older version, you can save your document in a older version so that it is compatible with them. Ø 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 Portable Document Format (PDF) as a more universal file type. Copyright © 2017 Pearson Education, Inc.

Summary • Create, edit, and save a document • Headers and footers, watermark, symbols, margins, and page orientation can improve document readability • Modify document properties such as author, title, tags… • Change the file type to ensure document compatibility Copyright © 2017 Pearson Education, Inc.

Hands-on exercise in class • For this exercise, please follow me to do it. • Download the file “w 01_exam_chap_data. docx”, “w 01_exam_chap_text. docx” and “w 01_exam_chap_instruction. docx”from the website. • Suppose that you are the staff leader for a local children’s entertainment facility, “Inside Fun. ” You are responsible for creating and distributing guidelines and policies for the staff members. It is the time of year when many new staff members have been hired and you want to prepare a refresher document with the most important policies for staff members to follow.

Hands-on exercise • Perform Preliminary Work § Open w 01_exam_chap_data and save it as w 01_exam_chap_Last. First. (Always change “Last. First” as your name, such as Zhang. Qingchen) § Position the insertion point in the blank paragraph below Policy Summary and insert the text from the file w 01_exam_chap_text. (Hint: Click the INSERT tab and click the Object arrow. Click Text from File. Navigate to w 01_exam_chap_text. docx and double-click the file name) Copyright © 2017 Pearson Education, Inc.

Hands-on exercise • Check Spelling and Grammar and Edit the Text § Perform a Spelling & Grammar check. Address any incorrectly spelled words and then proofread the document to ensure there are no other errors. (Hint: encorage) § Replace the word clear in the second paragraph of Other Reminders with a synonym from the Thesaurus: noticeable. § Change the words First Last in the second to last line in the document with your first and last name. § Insert a diagonal custom text watermark in the document that reads For Posting. (Hint: Design Watermark Custom Watermark) Copyright © 2017 Pearson Education, Inc.

Hands-on exercise • Finalize the Document for Distribution § Add Policy and Staff Reminders to the Tags in the document properties. § Save your document and then save it in Portable Document Format (PDF) as w 01_exam_chap_Last. First. pdf. Copyright © 2017 Pearson Education, Inc.