Quick Guide for Word 2016 Basics October 2015 Training:

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1 Quick Guide for Word 2016 Basics October 2015 Training:

2 Word 2016 Basics Overview Converting a Document 1. Open the desired file. 2. Click the File tab. 3. Do one of the following: To convert a document without saving a copy, click Info, and then click Convert. To create a new copy of the document in Word 2016 mode, click Save As and then choose the location and the folder where you want to save the new copy. Type a new name for the document in the File name box, and click Word Document in the Save as type list. Make sure the box next to Maintain compatibility with previous versions of Word is unchecked. 4. Click OK. NOTE: You don t see Compatibility Mode in the title when opening a Word 2013 document in Word 2016 because they are already compatible. Opening a File Created in a Different Application 1. Click the FILE tab > Open. 2. Click the Computer icon. 3. Click the Browse icon. 4. In the lower right corner of the dialog box, click All Files. 5. Select the document. 6. Click Open. Moving Between Documents 1. Click the VIEW tab. 2. In the Window s group, click Switch Windows. 3. Click the desired document. Accessing a Document s Statistics 1. On the Status Bar, click Words. 2. The Word Count dialog box will open. Formatting Changing Case 1. Highlight the desired text. 3. In the Font group, click the Change Case icon. a. A drop-down menu appears. 4. Select the desired option. Applying Styles 1. Place the cursor anywhere within the paragraph to apply a style. 3. In Styles group, choose a style from the Quick Styles gallery. Inserting a Page Break 1. Place the cursor to the desired page brake. 2. Click the INSERT tab. 3. In the Pages group, click Page Break or press CTRL + Enter on the keyboard. Removing a Page Break 1. Place the cursor after the break. 2. Press the Backspace on the keyboard. Adding Section Breaks 1. Click Page Layout > Breaks. 2. Click the sort of section break you want. Altering Spelling and Grammar Settings 1. Click the FILE tab > Options > Proofing. Help Desk: Page 1

3 3. In the Paragraph group, click the Line and Paragraph Spacing icon. 4. Choose the desired option. 2. Customize the settings. 3. Click OK when finished. Finding and Replacing Text 1. Click the HOME tab. 2. In the Editing group, click Replace or press CTRL + H on the keyboard. 3. In the Find what field, insert the desired text to find and change. 4. In the Replace with field, insert the desired text to use as a substitute. 5. Choose Replace All to replace all instances or choose Replace to replace one occurrence or to ignore a particular instance, click Find Next. Sorting Text 1. Select the desired list or table content to sort. 3. In the Paragraph group, click the Sort icon. a. The Sort Text dialog box will pop-up. 4. Under Sort by, choose the desired option. 5. If sorting a table with headers, under My list has, click Header row. Adjusting Text Alignment Changing the Line Spacing 1. Place the cursor in the desired paragraph to change the line spacing. Using Hanging Indents Note: Every line after the first line of the selected paragraph will be indented. This is useful for bibliographic citations. 1. Place the cursor anywhere in the desired paragraph that will be formatted. 3. In the Paragraph group, click the Paragraph Settings icon. 4. In the Indentation section, click the Special drop-down menu. 5. Choose Hanging. Help Desk: Page 2

4 Working with Tables Creating a Table 1. Click the INSERT tab. 2. In the Tables group, click Table > Insert Table 3. Choose the number of rows and columns in the corresponding fields. 4. If desired, check AutoFit to contents to make each cell to fit its content independently of its length. 5. Click OK. Converting Text to a Table 1. Insert separator characters such as commas or tabs to indicate where to divide the text into table columns. 2. Use paragraph marks to indicate where you want to begin a new table row, and select all of the text you want to convert to a table. 3. Click Insert > Table > Convert Text to Table. 4. In the Convert Text to Table box, choose the options you want. 5. Click OK. Converting a Table to Text 1. Select the rows or table you want to convert to text. 2. Under Table Tools, on the Layout tab, click Convert to Text. 3. In the Convert to Text box, under Separate text with, click the separator character you want to use in place of the column boundaries. Rows will be separated by paragraph marks. 4. Click OK. Citations and Bibliographies Creating Source 1. Click the REFERENCES tab. 2. In the Citations & Bibliography group, click Manage Sources. 3. Click New 4. Choose the Type of Source to use for citations or bibliography. 5. Add the corresponding information to the related source fields. 6. Click OK when finished > Close. Inserting Citations 1. Position the cursor to the desired position to insert the citation. 2. Click the REFERENCES tab. 3. In the Citations & Bibliography group, click Insert Citation. 4. Click the desired citation to be added. Inserting a Bibliography 1. Position the cursor to the desired position to insert the citation. 2. Click the REFERENCES tab. 3. In the Citations & Bibliography group, in the Style drop-down menu, choose the desired bibliographic style. 4. Click Bibliography > Insert Bibliography. Headers and Footers Creating Headers 1. Click the INSERT tab. 2. In the Header & Footer group, click Header. 3. Choose a built-in style from the gallery. 4. Type the text of the header. 5. Double-click anywhere outside the header when finished editing the header. Creating Footnotes 1. Place the cursor to the desired location to refer to a footnote. 2. Click the REFERENCES tab > 3. In the Footnotes group, click Insert Footnote. 4. Type the footnote text. Deleting Footnotes 1. Highlight the desired footnote number on the main document. 2. Press Delete on the keyboard. Adding a Date Code Note: This feature is useful to track different versions of a file. 1. Double-click the header or footer to add the date. 2. Click the DESIGN tab. 3. Under the HEADER & FOOTER TOOLS tab, In the Insert group, click Date & Time. 4. Choose the desired date format. 5. Check the box Update automatically. Saving Options Saving as HTML Note: To see how the document will look on the Web, click the VIEW tab > Web Layout. 1. Click the FILE tab > Save As. 2. Select the folder to save the HTML page to, or click the Browse icon. 3. Select the Save as type: drop-down menu and click Web Page (*.htm; *.html). Help Desk: Page 3

5 4. Click Save. Saving as a Word Document 1. Click the FILE tab. 2. In the Info section, click Check for Issues > Check Compatibility. 3. Read the warnings and click OK. a. Note: If there are compatibility issues, address these first before continuing to save the document. 4. Click the FILE tab > Save As. 5. Select the folder to save the document to, or click the Browse icon. 6. Select the Save as type: drop-down menu and click Word Document. 7. Click Save. Saving as PDF 1. Click the FILE tab > Save As. 2. Select the folder to save the PDF document to, or click the Browse icon. 3. Select the Save as type: drop-down menu and click PDF. 4. Click Save. Help Desk: Page 4

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