University of Miami Information Technology

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1 University of Miami Information Technology Word 2013 is fairly similar to Word 2010 but has a few variations. Word 2013, however, still uses the same file extension (.docx) This manual will discuss the interface, each of the tabs, and commonly used functions of Word Where is it Located? Start > All Programs > Microsoft Office 2013 > Differences from Previous Version When opening Word, users are no longer taken directly to a blank document New tab: DESIGN New Tables features Able to open PDFs and convert them to word documents to edit Alignment with alignment guides Option to save to SkyDrive The File Tab Many functions such as Save and Print can be found in the file tab. Other options include: Info Protect documents, properties, & versions New blank document various templates (letterheads, resumes, ect) search online for templates Open Save Save As To computer To SkyDrive Print Share Export Create PDF Change file type Close Account Options To go back to editing your document, click the back arrow encased in a circle at the top of the list of file options. An important button contained here is the Options button, which allows you to customize the Word 2013 interface along with many other changeable preferences for saving, printing, formatting, and displaying your word documents. Print The print screen of Word 2013 is very similar to that of Word This screen also serves as the Print Preview screen where you can also change the page setup, landscape, margins, and pages printed per sheet. Computer Labs Page 1

2 print (continued) User Name Here Home Tab The Home Tab is almost identical to the 2010 version and still contains functions that were previously contained in the Edit, Font, and Paragraph menus and on the toolbar in Word This includes the Copy/Paste Functions, as well as Font and Stylization attributes. Clipboard Icon Name Shortcut Function Cut Ctrl + X remove selected material (places on clipboard for use in pasting) Copy Ctrl + C copies selected material (to the clipboard) Paste Ctrl + V inserts most recent item on the clipboard (last item cut or copied) By clicking the downward arrow, the Paste Special and Paste as a Hyperlink options can be accessed allowing the user to paste specific parts or formatting of clipboard items. Format Painter Ctrl + Shift + C copies formatting of selected text. To use: First select text with desired formatting. Next, click the Format Painter icon. Use the cursor to select the text to be affected. Double click the Format Painter if there are multiple pieces of text to format. Expand shows Office Clipboard Task Pane which lists recently copied or cut items to be pasted as desired Computer Labs Page 2

3 Home Tab (continued) Font The Font section of the Home Tab allows the user to manipulate the appearance of text in the document. Its various buttons are described below. Icon Name Shortcut Function Font Face Ctrl + Shift + F the type of font used dropdown lists options with examples Font Size Ctrl + Shift + P the point size of the selected font Increase Font Size Ctrl + > increases font size by one point Decrease Font Size Ctrl + < decreases font size by one point Clear Formatting removes all formatting from selection leaving only plain text Bold Ctrl + B makes selected text bold Italic Ctrl + I makes selected text italic Underline Ctrl + U underlines selection the drop-down menu contains options for various line styles and colors Strikethrough puts a line through the center of the selected text Subscript Ctrl + = creates small letters below the text baseline Superscript Ctrl + Shift + + creates small letters above the line of text **not a footnote- create a footnote using the References tab** Change Case the drop-down menu lists all the case options Highlight Color Font Color Expand makes text appear to be marked with a highlighter pen applies a bright background to selected text changes the font color of the selection leads to the Font Dialog box allows access to all the Font effects as well as Character Scale, Spacing, Position and Kerning (all found on the Character Spacing Tab) Computer Labs Page 3

4 Home Tab (continued) Paragraph The Paragraph section of the Home Tab contains options for lists, alignment, indentation, and more. Icon Name Shortcut Function Bullets Numbering Multilevel List creates a bulleted list to change bullet style click downward arrow creates a numbered list to change numbering format click downward arrow creates a multilevel list click downward arrow to choose different multilevel styles or create a custom style Decrease Indent decreases the indent of selection by 1/2 Increase Indent increases the indent of selection by 1/2 Sort arranges selected text alphabetically or numerically Show/Hide Ctrl + * shows or hides paragraph marks and other hidden formatting marks Align Text Left Ctrl + L aligns selected text to the left (the current selected alignment of the text is displayed as orange) Center Ctrl + E centers the selection Align Text Right Ctrl + R aligns selected text to the right Justify Ctrl + J aligns text to left and right, adding space between words as necessary creates a cleaner appearance Line Spacing Shading edits spacing between lines of selected text Default line spacing for Word 2010 is 1.15 sets the color for the background of the selected text or paragraph Borders customizes the border of the selected text or paragraph accesses Paragraph Dialog box contains all the above options as well as setting custom tabs, restoring default tabs, setting special indents like first line or hanging, and formatting line and page break options Computer Labs Page 4

5 Home Tab (continued) Styles This section manages the kinds of fonts used in specific parts of the document. It allows a user to create a concrete and consistent theme throughout the text, setting specific appearances for Headings, Subtexts, Quotes etc. This is very similar to functions in publishing software like Adobe InDesign. The styles are displayed on the left and can be scrolled through or viewed all at once by hitting. The Apply Styles option accesses an alternative toolbar for managing styles. The Modify option, allows the user to customize the styles offered and enable those styles to be used as a template in future documents. The Change Styles button gives the user access to choose the Style Set, Color and Font. By clicking the icon, the Styles window is revealed. It lists the available styles and includes the following buttons: Editing New Styles: create new formatting styles and enable availability in other documents Style Inspector: lists formatting applied to a selected style and accesses the Reveal Formatting menu. Manage Styles: lists available styles and formatting applied to them. Also allows user to change styles and availability. The Styles window also allows the user access to the Options menu which not only allows you to change the levels of formatting affected but also allows you to apply the styles set in the current document as a template for future files. This section contains the functions of Find, Replace, and Select. Find allows you to locate specific words or phrases in the document. It provides access the Go To feature in its drop down menu. Replace allows the user to replace any word with another. The last function in this menu is Select. Select s drop-down menu contains Select All, Select Object, and Select Text with Similar Formatting. Select Object allows the user to select objects with text on top of them. Insert Tab The Insert Tab contains the functions for adding pages, inserting special characters and objects, creating tables and managing Headers and Footers. Pages This section of the Insert Tab contains the options to insert pages in the document. Its function are as follows Cover Page : allows the user to insert a cover page to the document and the dropdown menu lists several preset possiblities. Blank Page : inserts a blank page after the page the cursor is on. Page Break : moves any information after the cursor at that time to the next page. Computer Labs Page 5

6 Insert Tab (continued) Tables The Tables section helps the user create tables in a Word document. Upon creation of a table, Word prompts two alternative menus for the Design and Layout options of the selected table. Table Tools How to Create a Table There are five ways to create tables in Word. 1. Using the grid in the Table drop-down menu: Move the mouse over the boxes to select the desired dimensions and click the bottom right box of the orange table to finish. 2. Insert Table: Allows user to type in the desired dimensions and edit the AutoFit options for the table. 3. Draw Table: Draw one box or cell of the table at a time, allowing the creation of alternative table shapes and structures. 4. Convert Text to Table: Convert selected pre-existing text into a table. Simply select the desired text and go to the Table menu under the Insert Tab. Cells are set based on paragraphs, commas, tabs, or another set character in the text. 5. Excel Spreadsheet: Insert an Excel Spreadsheet that can be managed and used like an Excel Spreadsheet and can even utilize tools such as Excel functions. Quick Tables Quick Tables is an option on the Tables menu that creates a table using the settings for one of several built-in tables, including calendars and lists. The user can save the customized formatting done on a table to the QuickTables gallery for future use. When a table is created or selected, two menus appear under the Table Tools heading. They are labeled Design and Layout. Table Tools- Design The Design menu manages the appearance formatting of the table. Table Style Options: contains options to create a Header Row, Total Row, special formats for the First/Last Column or Banded Rows/Columns. Table Styles: contains several pre-set table formats available. By hitting the button, the Modify Styles dialog box can be accessed. Here the fonts, line styles, alignment, etc can be modified and set as templates for future documents. Also, the Format button in the bottom left customizes options for Table Properties, Borders and Shading, Banding, Font, Paragraph, and Tabs. Draw Borders: controls creation, formatting and removal of borders. The button accesses Borders and Shading dialog box which allows the user to modify several options for Borders and Shading as well as insert a Horizontal Line. Computer Labs Page 6

7 Insert Tab-tables (continued) Table Tools- Layout The Layout menu contains the options for the arrangement of elements in the table. All the buttons are sufficiently illustrative as to their function. Table: controls major table options. This includes the Select function for selecting a cell, row, column, or the entire table and the View Gridlines option which shows or hides the gridlines of the table (not the same as the borders). This section also provides access to the Table Properties dialog box through the Properties button. Rows & Columns: manages the addition and removal of rows and columns with illustrative buttons. The button accesses the Insert Cells dialog box. Merge: allows the user to merge and split cells as well as split the table (consequently above whatever row the cursor is in). Cell Size: controls AutoFit options and cell dimensions. Alignment: graphically displays the cell alignment options as well as text direction and cell margins. Data: contains several less used options. They are as follows: Sort: arranges data alphabetically, numerically, or chronically. Repeat Header Row: displays the header row of a table on every page the table is displayed. (To apply this option or turn it off, the header row must be selected.) Convert to Text: converts the table into text separating cell information by commas, paragraphs, tabs or other characters. Formula: prompts the Formula dialog box which allows a user to apply formulas for sums, products, etc to the table. Links This menu allows the user to insert hyperlinks, bookmarks, and crossreferences. Hyperlinked text links to webpages, pictures, addresses, and other programs. Bookmarks assign names to specific points in a document. These allow the user to hyperlink to that point or access it in the Go To menu. Crossreferences are texts referring to figures or headings (Ex: See Table 6 below). They are automatically updated when things are moved and are added as hyperlinks by default. Illustrations The Illustrations section of the Insert tab allows the user to Insert Pictures, Online Pictures, Shapes, SmartArt, Charts, and Screenshots into the document. New to Word 2013 compared to the 2010 version are the Online Pictures and Screenshot options. Clip Art is now accesable through Online Pictures. The Pictures option is self explanitory. Online Pictures allows users to search Office.com clip art or images on the web through a Bing image search. The Shapes button prompts a drop-down box of a multitude of shape options. By clicking New Drawing Canvas, an area for a new shape is inserted and the Design Tools Format menu (pictured on next page) is accessed. Different shapes, colors, and borders can be chosen along with different placement and effects options. Computer Labs Page 7

8 Insert Tab (continued) The Drawing Tools Menu allows users to create various shapes, customize color, effects, arrangement and size. The Smart Art button allows the user to visually communicate information with a selection of graphics. Smart Art graphics range from graphical lists and process diagrams to Venn diagrams and organizational charts. Word 2013 has many new Smart Art features and options. The Charts button manages the creation of a chart into the Word document. After a chart type is chosen, an Excel file is opened containing the data information and the Chart Tools menus appear in Word. The Excel file allows the user to input the proper data for the chart and the menus control the Design, Layout, and Format of the chart. Chart Tools-Design menu: Manages chart type, layout, and style as well as data arrangement. Chart Tools- Format menu: Manages the styles, colors, sizes, and arrangement of chart parts. The drop down menu under file allows users to select which feature to be formated New to Word 2013, Charts now have 4 options displayed directly to the right of the chart when selected. Layout options: includes text wrapping, position, and size Chart Elements: allows users to change chart features including axes, axis titles, chart title, data labels, data table, error bars, legend, gridelines and trendlines. These can also be accessed by clicking the desired element on the chart directly. Chart Styles: can also be accessed in the Chart Tools - Design Tab Chart Filters: used for editing what data points and names are visible on the chart Header & Footer The Header & Footer section of the Insert tab controls the insertion and contents of a Header and/or Footer in the document as well as allowing the user to insert the Page Number. After choosing a Header or Footer format, an alternate menu called Header & Footer Tools Design (shown on next page) pops up allowing the user to format the appearance and content of the header/foooter. This includes positions, options, and insert page numbers, dates, and graphics. For example, the settings can be changed so that the header on the first page is the different than the following pages or the footer can be different for odd and even pages for documents arranged like a book. To exit from the header/footer editing, click the large red X. Computer Labs Page 8

9 Insert Tab (continued) **The options for alternate headers/footers for odd and even pages or a different header/footer for the first page are also available in the Page Layout dialog box on the Layout tab. This can be accessed by going to the Page Setup section of the Page Layout menu and clicking the button. Text This portion of the Insert tab manages the options for inserting several objects regarding text, such as a Text Box, WordArt, a Signature Line, and Objects from other programs such as Excel and Photoshop. The text can also be formatted text to appear with a Dropped Cap (or enlarged and offset first letter) at the beginning of each paragraph. The Quick Parts option inserts reusable pieces of content, like fields, document properties such as publish date, or preformatted snippets created by the user. Date & Time inserts one of several formats of the date and/or time into the document. T Symbols The Symbols section of the Insert Tab manages the inclusion of equations and various symbols into the Word document. Equation editor is a useful tool for writing scientific or engineering reports or papers. It can be accessed by clicking the Equations option which allows a user to insert either one of several preformatted equations or one of their own. The Equation Tools menu for Design (shown below) is prompted upon selecting an equation or to create a new one. This menu controls the structure, contents, and type of the equations, as well as making several symbols available. To create an equation, a structure should be selected first.there are two optional views under the Tool section: Professional and Linear. Design Tab The Design tab houses options that were found under the Page Layout tab in Word In this tab is the options to apply Themes, as well as the options for Watermark, Page Color and Page Borders. Themes Themes format the overall design of the entire document. There are several preset themes from which to choose as well as several preset color combinations, font sets, and graphical effect settings. Users can now change the colors and fonts of the any selected theme. The options are more or less self-explanatory and should cause very few difficulties or questions for users. Computer Labs Page 9

10 Desgin Tab (continued) Page Background The Page Background manages the overal background of the document. Watermark applies a faded image or text to the background of the page. Page Color applies a solid color as the background for the document. Page Borders allows the user to apply a border to each page of the document by accessing the Borders and Shading dialog box. Page Layout Tab The Page Layout tab contains Page Setup, Paragraph settings, Arrangement options. These include settings for margins and orientation as well as page breaks, paragraph spacing and paragraph indents. In Word 2013, this tab no longer includes: watermarks, page borders, or themes; these are under the Design Tab as discussed earlier. Page Setup This section of the Page Layout tab manages the margins, orientation, and columns of the document as well as the addition of columns, breaks, line numbers, and hyphenation. Margins: Five preset options, visually and numerically described in dropdown menu. Default is 1 inch all around. Orientation: switches between Portrait and Landscape Size: changes paper size of document Columns: Breaks: Line Numbers: Hyphenation: manages number, placement, spacing, and width of columns can apply to a section or the whole document inserts page breaks and column breaks applies text wrapping inserts section breaks (partition document which is useful in formatting navigating large documents) display line numbers in document continuously or for each section or page. turns on hyphenation enabling Word to break lines between syllables of words to allow uniform spacing between words. It also manages the hyphenation options. The button prompts the Page Setup dialog box which manages these options as well as vertical alignment, paper source, and other settings. Paragraph The Paragraph sectionmanages the indents and spacing of paragraphs in the document. The Indent section moves the Left and Right indent of the selected paragraph. The Spacing section adjusts the spacing before and after the selected paragraph. The button accesses the Paragraph dialog box discussed previously in the Home tab section. Computer Labs Page 10

11 Page Layout Tab (continued) Arrange This section manages the position of objects or graphics in the document. Position edits the location of the object on the page in relation to text. Wrap Text manages how text flows around the object. It also allows the user to edit the wrap points. Bring Froward and Send Backward change the order of layered objects. New to Word 2013 is the Selection Pane, which shows a list of all your objects. The Align option aligns the edges of multiple selected objects. It also contains functions to distribute objects horizontally or vertically on the page and show the object placement gridlines of the document as well as change gridline dimensions. Group packages selected objects together or breaks connected objects apart. The Rotate option allows the user to turn the object. This includes flipping it horizontally or vertically and rotating it 90 degrees left or right. The More Rotation Options link leads to the Format Object dialog box. Here the object can be rotated any desired degree. References Tab The References tab manages citations, footnotes, captions, indexes, tables of contents, and bibliographies in a Word 2013 document. This is very useful to users creating research papers. Table of Contents The Table of Contents section allows the user to add a table of contents to the document. By clicking Table of Contents, the user can choose from the built in table of contents or select Insert Table of Contents to customize one using the Table of Contents dialog box. To add the items to the table, select the desired section title and assign it a Heading Level. This can be done using the Add Text option or by applying a Heading Style from the Styles gallery on the Home tab. Update Table can be used to update the table of contents after any changes or additions have been made. Footnotes The Footnotes section manages the addition of footnotes and endnotes to the word document. Word automatically updates the numbers for these as text is moved in the document. The button allows the user to access the Footnote and Endnote dialog box where the location and numbering of the annotations can be formatted. Captions The Captions section of the References Tab manages the treatment of figures in the document by controlling the creation and organization of captions. Insert Caption A caption is a line of text that appears below a graphic it describes.to insert a caption select the desired figure, chart, or equation and click Insert Caption on the References Tab. By using a caption, a uniform way of labeling images in the document is applied. Also the number acts as a field which can be updated when images are moved around. (Right click and select Update Field). Computer Labs Page 11

12 References Tab(continued) Citations & Bibliography To use these tools it is wise to first select the Style of citation desired for the document from the dropdown menu in the Citations & Bibliography box. To add a source, click Insert Citation, then Add New Source or click Manage Sources and select New on the Source Manager dialog box. The Create Source menu (shown below) will appear. Select the type of source and fill in the fields. Ciation formating (style) options include MLA, APA, IEEE and more. It may be wise to also add a placeholder to make using that source in future citations easier. To add a bibliography or works cited, click the Bibliography button and select one from the dropdown menu. Cross-reference Using captions to label objects in the document also allows the use of cross-references to refer to them. A cross-reference is a phrase that refers to items like tables or pictures in the document, such as See Table 6 below. To insert a cross-reference, type the desired phrase without the changeable fields, place the cursor where you would like the first field and click the Cross-reference option in the Captions section of the References Tab. The Crossreference dialog box will pop up allowing the user to manage options and insert fields referring to captions as desired throughout the document. Insert Table of Figures The Captions section also manages the creation of a table of figures. This lists each captioned object in the document and its page number. The table is inserted wherever the cursor is when Insert Table of Figures is selected. Index This section manages the creation of index entries and an actual index for the document. An index is lists of keywords found in the document and the page number on which those words appear. To mark a desired word for the index, simply select the word, click Mark Entry and select the appropriate options. (The document will then show with all paragraph markings and hidden formatting. This can be turned off on the Home Tab in the Paragraph section using the button.) The Find option in the Editing section of the Home Tab can be used to find all instances of desired words. At any time, an index can be added by clicking Insert Index. It will be added wherever the cursor is at that time and does not include a title. It can be updated by selecting the index and then clicking the Update Index option. Table of Authorities A Table of Authorities lists the cases, statutes, etc cited in the document. Desired entries of this table can be marked using the Mark Citation option. To insert the Table, place the cursor in the desired location and click Insert Table of Authorities and select the appropriate properties and appearance. By default it comes up with a title of Cases. As more citations are marked and text is moved throughout the document the Table can be updated by clicking the Update Table option. Computer Labs Page 12

13 Mailings Tab The Mailings Tab manages the creation and formating of form letters, labels, envelopes, and other mail-related documents to multiple recipients. This can be done on an entry by entry basis or using Mail Merge. Mail Merge employs the use of fields to connect information from a database or contact list to the document so that it can change for each copy. If any assistance is required with this tab, please access the Help feature in the top right corner of the window. Review Tab The Review Tab manages the editing and formatting of the document. This includes comments, Spelling & Grammar Checking, Language Settings, and Word Count. It also handles the options regarding Markup and Protecting Documents and contains the Dictionary and Thesauras. Proofing The Proofing section contains the Define, Thesaurus, Word Count, and Spelling & Grammar Check options. Language New to Word 2013 is the spererate Language section under the Review tab. It contains several language options. The language can also be detected automatically. Set Language, under the Language button, allows the user to change the language of the document. Translate accesses the option to translate words or phrases from one language to another. The Mini Translator function can be turned on by selecting the dropdown menu. This function displays the translation of any word the cursor hangs over. Tracking Comments This section manages the creation, deletion and navigation of comments. To add a comment, place the cursor in the desired location and click New Comment. To delete a comment, click Delete and select the appropriate option from the dropdown menu. The Previous and Next option navigate among the comments in the document. The display of comments can be determined by the Show Comments option. This section manages options for displaying changes to the document. To turn on the Track Changes option, click the dropdown menu and select Track Changes. This dropdown menu also provides access to the Tracking Changes Options dialog box which allows the user to modify changes options and colors used. The top right field in the Tracking section is the Display for Review. It allows the user to chose how the document is displayed. The Final contains all the proposed changes. The Original is obviously the original. Markup stands for the proposed changes and formatting. Computer Labs Page 13

14 Review Tab (continued) Changes The Changes section manages the navigation and acceptance of proposed changes in a document. This function is useful when evaluating the changes recommended by outside or multiple reviewers. Compare This section of the Review Tab allows the user to compare and combine multiple versions of the document. The options include displaying source documents, original versions, and/or revised documents. Protect This section manages the options for document protection. Here changes can be made to restrict access to the document. The available options relate to reviewing and permission. View Tab The View Tab manages the options for viewing documents and windows as well as Macros. This includes displaying rulers and gridlines, Zoom options, and splitting windows. Views This section of the View Tab contains the selections for how the document can be viewed. The options include Read Mode, Print Layout, Web Layout, Outline, and Draft. Note that Read Mode is new to Word 2013; it is a revamped version of Full Screen Reading that was avalible in the older version. It automatically scales the document to fit the reading window and allows user to use the most common reading tools. Enlarging pictures and charts by a click is also a new feature in the Read Mode. Each view is explained in a pop-up if the cursor is placed over the view option.the view can also be changed by selecting from the options at the bottom right of the window. Show This section of the View Tab contains options to show or hide document organization options. This includes Ruler and Gridlines which helps in the placement of objects in the document and Navagation Pane which make it easier to navigate the document. Computer Labs Page 14

15 View Tab (continued) Zoom Icon Name Function Zoom accesses the Zoom dialog box can change zoom by individual percents or choose from several options includes a screen preview 100 % displays document at its actual size One Page Multiple Pages shows an entire page in the window displays two pages of the document side by side Page Width zooms the document so the width matches the width of the window Window Icon Name Function New Window opens a new window containing a view of the current document Arrange All tiles all open program windows side by side on the screen Split View Side by Side Synchronous Scrolling Reset Window Position Switch Windows divides the current window so different sections of the same document can be viewed at the same time. displays both windows next to each other enables the function of each window scrolling together toggles between a vertical or horizontal split window arrangement switches to a different currently open window. Macros This section of the View Tab manages the recording and presentation of the macros in the Word 2007 program. A macro is a set of keystrokes and instructions that are recorded and saved under a short key code or macro name, a bunch of commands grouped together as a single command to accomplish a task automatically. A macro combines several small tasks into one action simplifying a long list of tasks. Computer Labs Page 15