Microsoft Word 2016: How To

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Basics

Create a New Document

  1. Open Microsoft Word 2016
  2. Three Options for new Documents
    • Make a Blank Document
    • Search for templates
      • Search from Templates you created under PERSONAL
    • On your keyboard Press Ctrl + N

 

 

 

 

 

 

 

Open a Document

Option 1

  1. Click File then Open
    1. Select a File listed
    2. Browse through the various Locations

 

Option 2

  1. Ctrl + O

 

Save a Document

Option 1

  1. Click the Save Icon

 

Option 2

  1. Click File
    1. Pick Where You want your Document Saved (OneDrive, Browse etc.)
    2. Type in the Name of the Document the first time you Save

 

Option 3Save a Document Select a Location

  1. Ctrl + S

 

 

 

 

Save with a Different NameSave as change save type

  1. Click File,
  2. Select Save As
  3. Enter a new name or select a preexisting file to replace it
    • Specify Format

 

 

 

Preview a Document

  1. Click File
  2. Select Print
    • Look to the right

 

 

 

Print a Document

Option 1Print Preview

  1. Click File
    • Click the Print tab
    • Check the Options before printing (Double-sided printing etc.)

Option 2

  1. Ctrl + P

 

View Advanced Printing Options

  1. Click File tab
  2. Click the Print tab
  3. Go through the Various Settings

 

 

 

Undo a mistake

Option 1Undo

  1. Click Undo button
    • Click the Down arrow next to it to go back a certain amount of undos

Option 2

  1. Ctrl + Z

 

 

Move Text with a Mouse

  1. Highlight the Text
    • Click and drag across the items or text you want to highlight
  2. Click and Drag
    • Click on the highlighted section and while you have the left mouse button clicked drag the selection around
    • A flashing cursor appears where you want to

 

Replace Text

Option 1Replace with keyboard

  1. Click Replace
    1. Fill in the text you want to replace
    2. Fill in what you want the text replaced with
    3. You can choose to replace one instance(Replace) or all instances(Replace All)

 

 

Option 2Replace with button

  1. Ctrl + H

 

 

 

 

 

Close a Document

Option 1Click Close

  1. Click Close button
    • Look for the Blue X  and when you have your mouse over the button it will change colours to Red X 

Option 2

  1. Ctrl + W

 

Correct a Spelling Error

Option 1

 

  1. Right Click and choose a correction

 

Option 2

  1. Press F7

 

Option 3

  1. Click Review tab
  2. Click Spelling & Grammar

 

 

 

 

Use the ThesaurusThesaurus

  1. Click Review tab
  2. Click Thesaurus

 

 

 

 

Minimize the Ribbon

Option 1

  1. Click Minimize Ribbon

 

Option 2

  1. Ctrl + F1

 

Change Program Settings

  1. Click FileClick Options
  2. Click Options Button
    • General:
      • User interface
      • Personalize your copy of Microsoft Office
      • Start up options
      • Real-time collaboration options
    • Display:
      • Page display options
      • Always show these formatting marks on the screen
      • Printing options
    • Proofing: Proofing options
      • AutoCorrect options
      • When correcting spelling in Microsoft Office programs
      • When correcting spelling and grammar in Word
    • Save:
      • Save documents
      • Offline editing options for document management server files
      • Preserve fidelity when sharing this document
    • Language: Choose Editing Languages
      • Choose Display and Help Languages
    • Advanced: Advanced option
      • Editing options
      • Cut, copy, and paste
    • Customize Ribbon:
      • Edit the Main Tabs Ribbon
    • Quick Access Toolbar:
      • Add or Remove from the Quick Access Toolbar
    • Add-Ins:
      • Add-ins
    • Trust Center:
      • Security & more
      • Microsoft Word Trust Center

 

Get Help

  1. Press F1
  2. Type your question in the box
  3. Press Enter

 

 

 

Navigation

Open the Navigation Pane

Option 1

  1. Click Find

 

 

 

Option 2

  1. Or Ctrl + F
    • Type the word or Phrase

 

 

 

 

StylesStyles

Apply a Style

  • Select text, Choose a Style

Apply a Document Theme

  • Click Design Tab, Click

View all Available Style Sets

  • Click the down arrows

Change a Style Set

  • Click and choose a set

Check your Styles

  • Click then Click Style Inspector

 

 

Editing

Copy or Cut textcut, copy paste icon

Option 1

  1. Select Text Click Cut or Click Copy Copy icon

Option 2

  1. Right Click
    • Click Copy or Paste

Option 3

  1. For Cut Press Ctrl + X and For Copy Press Ctrl + C

 

Paste TextPaste options

Option 1

  • Click where you want to paste text, Click
    1. Select Text Click Paste button

Option 2

  1. Right Click
    • Click Paste

Option 3

  1. Ctrl + V

 

Preview Before PastingPreview paste

  1. Click the arrow below the Paste
  2. Hover over the options Presented

 

 

 

 

Insert / Delete a Comment

Option 1

  1. Click the Insert tab
  2. Click Comment

 

 

 

 

Option 2

  1. Click the Review tab
  2. Click Insert or Delete Comment
  • Click New Comment  to insert a comment
  • Click Delete to Remove the comment
  • Click the down arrow below the Delete option to be able to delete one, many or all of the comments
  • Click Previous to jump to the previous comment more
  • Click Next to jump to the Next comment in line
  • Click Show Comments to display all of the comments

 

Formatting

Format TextFont options

  • In the Font group, you can:
    • Change font size, colour, erase formatting, bold, italicize, underline, subscript, change casing(all uppercase, all lowercase, camel casing etc.)
  • When you click the Dialog boxdialogue box button you can go into more detail

 

 

 

Copy Formatting with Format Painter

Option 1Click the format painter

  1. Click  the Format Painterformat painter icon Icon
    1. Highlight the Text you want to copy the format of
    2. Click the Formatformat painter icon Icon
    3. Highlight the text you want to change

 

 

Option 2Right click and select format painter

  1. Right Click the text you want the format of
  2. Select the Format Painterformat painter icon Icon
  3. Highlight the text you want to change

 

 

 

Indent/Decrease Indents in a Paragraph

Option 1Indent Options

  1. You can use the icons visible on the Home Tab
    • Click the Increase IndentIncrease indent icon icon
      • Or You can Press Tab to indent as well
    • Click the Decrease IndentDecrease indent icon icon

Option 2

  1. You can also Press Tab on your keyboard

 

Create a Bulleted or Numbered ListWhere to find bullet options

  • Click Icons for the following options
  • If you click the arrow next to the icons it presents you with more options

 

 

 

 

  •  Bulletsbullet options
    • Click the Bullet icon
    • If you Click Define New Bullet…
      • Enables you to choose a different symbol, Picture or Font as well as alignments
      • When you make a bullet or numbered list you can click the Tab button on the next level to make a multi-level list

 

  • Numberingnumbered options
    • Click the Numbering icon
    • If you Click Define New Number Format…
      • Enables you to create a different format and specify more styles
      • When you make a bullet or numbered list you can click the Tab button on the next level to make a multi-level list

 

  • Multilevelmultilevel options
    • Click the Multilevel List icon
    • If you Click Define New Multilevel List…
      • Enables you to create a different format, specify more styles and its positioning
      • When you make a bullet or numbered list you can click the Tab button on the next level to make a multi-level list

 

Change Page Orientationpage orientation

  • Click the Layout tab
  • Click the Orientation button and choose Landscape or Portrait
    • If you click the dialogue boxdialog box icon button you get more options
    • you can choose to change the orientation for the
      • Whole document Choose Whole document  Whole Document option
      • Individual page choose Selected Text Selected text option

 

Insert Header/FooterInsert Header and Footer

  • Double Click at the Top or Bottom of the document
  • Click the Insert Tab
  • Click the Header or Footer
    • Choose an option from the list or find more from Office Online
    • You can also insert Page Numbers

footer options

header options

 

 

 

 

 

Manual Page Break

Option 1inserting breaks

  1. Click Layout tab
  2. Click Breaks
  3. Choose an option from the list

 

 

 

Option 2Manual Page Break

  1. Ctrl + Enter

Page Breaks

Page

Mark the point at which one page ends and the next page begins.page breaks and section breaks

Column

Indicate that the text following the column break will begin in the next column.

Text Wrapping

Separate text around objects on web pages, such as caption text from body text.

Section Breaks

Next Page

Insert a section break and start the new section on the next page.

ContinuousLayout screenshot

Insert a section break and start the new section on the same page.

Even Page

Insert a section break and start the new section on the next even-numbered page.

Odd Page

Insert a section break and start the new section on the next odd-numbered page.

 

 

Drawing and Graphics

Insert Pictureinsert a picture from files

  1. Click the Insert tab.
  2. Click Picture button
  3. Select the picture from a location on the computer

 

 

 

Insert Online Pictureinsert an online picture

  1. Click the Insert tab.
  2. Click the Online Picture button
    • You can search Bing
    • Or Browse any accounts you have linked

 

 

 

Draw a Shapeinsert a shape

  1. Click the Insert tab.
  2. Click the Shapes button
  3. Select the picture from a location on the computer

 

 

 

 

Insert Smart ArtInsert Smart art

  1. Click the Insert tab.
  2. Click the SmartArt button
  3. Select from the options displayed

 

 

 

Insert ScreenshotInsert a screenshot

  1. Click the Insert tab.
  2. Click the Screenshot button
    • Select from the options displayed
    • Or Make your own Screen Clipping (make sure you have the screen to be copied visible

 

 

Adjust Text Wrapping

Option 1click on the wrap text icon, select an option

  1. Click the object
  2. Click the Layout tab
  3. Click the Wrap Text button
    • Select from the options displayed

 

 

 

Option 2click on the image, then the wrap text icon

  1. Click on the Wrap Text button
  2. Click one of the Options

 

 

 

 

Option 3right click on the picture go to wrap text

  1. Right click the object
  2. Click on the Wrap Text Option
  3. Click one of the options

 

 

 

 

Resize an Object

Option 1sizing options

  1. Click the object,
  2. Drag the Handle in and out

 

Option 2

  1. Click the dialog boxdialog box icon button
  2. Go through the Size options

 

Format an Objectlook through the available options

  1. Click on the object
  2. Go through all of the options available

 

 

 

 

Delete an Object

  • Click on the object
  • Press Delete Key

 

Tables

Insert a Tableinserting a table

  1. Click Insert tab
  2. Click Table
  3. Hover your mouse over the boxes, they will change to an orange outline, use this to specify a quick table

 

 

 

Create an Excel Sheet in the documentinsert excel table

  1. Click Insert tab
  2. Click Table
  3. Click the Excel Spreadsheet Option

 

 

 

Specify a table more than 10 x 18 cellsInsert a table

  1. Click Insert tab
  2. Click the Table button
  3. Click Table (again)

 

 

 

Use Quick TablesQuick table actions

  1. Click Insert tab
  2. Click the Table button
  3. Click Quick Tables
  4. Choose one of the Options listed

 

 

 

Insert a Column or Row

Option 1Insert table rows and columns

  1. Click in the Table
  2. Click the Layout tab
  3. Use the Rows and Columns Group
    • Insert Above
    • Insert Below
    • Insert Left
    • Insert Right

Option 2right click, go up, select insert, select option

  1. Right Click anywhere in the table
  2. Go up to list to Insert
  3. Select from the Group
    • Insert Left
    • Insert Right
    • Insert Above
    • Insert Below
    • Insert Cells

 

Option 3Insert table rows and columns with right click

  1. Right Click anywhere in the table
  2. Click the Insert button which pops up
  3. Select from the Group
    • Insert Left
    • Insert Right
    • Insert Above
    • Insert Below
    • Insert Cells

 

 

Delete a Column or Row

Option 1Delete a table

  1. Select Column or Row
  2. Click Layout tab
  3. Click Delete
    • Delete Cells
    • Delete columns
    • Delete Rows
    • Delete Table

 

Option 2delete a table pop up

  1. Highlight the cells to remove
  2. Press the Backspace key on your keyboard
  3. Select from the Popup window
    1. Shift cells left
    2. shift cells up
    3. Delete entire row
    4. Delete entire column

 

Adjust Column Width or Row Height

Option 1Adjust width and height

  1. Click in the Table
  2. Click Layout Tab
  3. Use the options available

 

 

 

Option 2click on the lines between

  1. Click in the Table
  2. Click and drag the horizontal or vertical lines

 

 

 

 

Keyboard Shortcuts

Keys

Task

Keys

Task

Ctrl + C Copy Ctrl + B Bold
Ctrl + X Cut Ctrl + I Italics
Ctrl + V Paste Ctrl + U Underline
Ctrl + Y Redo Ctrl + L or R Align Left or Right
Ctrl + O Open Ctrl + E Align Center
Ctrl + N New Document Double Click  the word Select One Word
Ctrl + S Save Ctrl + Click Select whole Sentence
Ctrl + P Print Ctrl + A Select All
Ctrl + W Close a Document F5 Find or Replace
F1 Help

 

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