Microsoft 365 Word For Dummies

Introduction 1 About This Book 1 How to Use This Book 2 Foolish Assumptions 3 Icons Used in This Book 3 Where to Go from Here 4 Part 1: I’ll Take Word for $100 5 Chapter 1: Word Origins. 7 Word of the Day 7 Starting Word, the program 8 Starting Word, the online version 8 Opening a document to start Word 9 Your First Word 10 Working the Word Start screen 11 Beholding Word’s main screen 12 Navigating the ribbon 13 Showing and hiding the ribbon 14 Using Word on a touchscreen 15 Changing the document view 16 Viewing a document vertically or side-to-side 17 Making the document appear larger or smaller 17 Last Word 18 Quitting Word 18 Closing a document without quitting Word 19 Setting Word aside 20 Chapter 2: The Typing Chapter. 21 The New Hunt-and-Peck 21 Using the PC keyboard 22 Working the touch keyboard 23 Understanding the mouse pointer 24 Keyboard Do’s and Don’ts 25 Following the insertion pointer 25 Whacking the spacebar 26 Backing up and erasing 26 Pressing the Enter key 27 Table of Contents iii Stuff That Happens While You Type 27 Using text predictions 27 Watching the status bar 28 Observing page breaks 28 Working collapsible headers 29 Dealing with spots and clutter in the text 30 Understanding colorful underlines 30 Part 2: Your Basic Word 33 Chapter 3: Moving Around a Document 35 Scroll the Document 35 Working the vertical scroll bar 35 Using the horizontal scroll bar 37 Scrolling with the mouse wheel 37 Move the Insertion Pointer 38 Commanding the insertion pointer 38 Moving the insertion pointer in small increments 38 Moving from start to end 39 Return to the Previous Edit 40 Go to Wherever with the Go To Command 41 Chapter 4: Text Editing 43 Remove Text You Don’t Want 43 Plucking out single characters 44 Deleting a word 44 Deleting more than a word 45 Paragraph Playtime 47 Setting hard and soft returns 47 Splitting a paragraph 48 Joining two paragraphs 49 Undo Mistakes with Undo Haste 49 Undoing the Undo command with Redo 50 Using the Repeat command 50 Chapter 5: Search for This, Replace It with That 51 Text Happily Found 51 Finding a tidbit o’ text 52 Scouring your document with Advanced Find 53 Finding stuff you can’t type 56 The Replace Part 58 Replacing text 58 Replacing formatting 59 Chapter 6: Blocks o’ Text 61 Meet Mr Block 61 Mark a Block of Text 63 Using the keyboard to select text 63 Marking a block with the mouse 64 Using the F8 key to mark a block 65 Blocking the whole dang-doodle document 66 Deselecting a block 66 Block Manipulation 67 Copying a block 68 Moving a block 68 Setting the pasted text format 69 Using the mouse to copy or move a block 70 Viewing the Clipboard 71 Chapter 7: Spell It Write 73 Check Your Spelling 73 Fixing a misspelled word 74 Dealing with incorrectly flagged words 75 AutoCorrect in Action 76 Undoing an AutoCorrect correction 76 Creating a new AutoCorrect entry 77 Adjusting AutoCorrect settings 78 Grammar Be Good 79 All-at-Once Document Proofing 80 Reviewing all those errors 80 Rechecking a document 81 Document Proofing Settings 82 Editing the custom dictionary 82 Disabling automatic proofing 83 Hiding all proofing errors in a document 83 Dealing with Word’s refusal to spell-check 84 Chapter 8: Documents New, Saved, and Opened 85 Some Terms to Get Out of the Way 85 Behold! A New Document 86 Save Your Stuff! 87 Saving a document for the first time 88 Dealing with document-save errors 90 Saving or updating a document 90 Saving automatically on OneDrive 91 Forgetting to save before you quit 91 Open a Document 92 Using the Open command 92 Opening one document inside another 94 Recover a Draft 95 Chapter 9: Publish Your Document 97 Your Document on Paper 97 Previewing before printing 98 Printing the entire dang doodle document 98 Printing a specific page 100 Printing a range of pages 101 Printing on both sides of the page 102 Printing odd- and even-numbered pages 102 Printing a block 103 Printing more than one copy of something 104 Choosing another printer 104 Canceling a print job 105 Electronically Publishing Your Document 105 Preparing a document for publishing 105 Making a PDF 106 Exporting your document 107 Part 3: Fun with Formatting 109 Chapter 10: Character Formatting 111 Text Formatting Techniques 111 Basic Text Formats 112 Setting a font 113 Applying character formats 114 Text Transcending Teensy to Titanic 115 Setting the text size 116 Nudging text size 116 More Colorful Text 117 Coloring the text 117 Shading the background 118 Change Text Case 119 Clear Character Formatting 119 Behold the Font Dialog Box 120 Chapter 11: Paragraph Formatting 123 Paragraph Formatting Rules and Regulations 124 Formatting a paragraph 124 Locating the paragraph formatting commands 125 Justification and Alignment 126 Line up on the left! 126 Everyone center! 126 Line up on the right! 127 Line up on both sides! 127 Make Room Before, After, or Inside Paragraphs 128 Setting the line spacing 128 Making space between paragraphs 129 Paragraph Indentation Madness 130 Indenting the first line of a paragraph 130 Making a hanging indent (an outdent) 131 Indenting a whole paragraph 132 Using the ruler to adjust indents 133 Chapter 12: Tab Formatting 135 Once Upon a Tab 135 Viewing the invisible tab characters 136 Seeing tab stops on the ruler 137 Using the ruler to set tab stops 138 Using the Tabs dialog box to set tabs 138 The Standard Left Tab Stop 140 Creating a basic tabbed list 140 Creating a 2-tab paragraph-thing 141 The Center Tab Stop 143 The Right Tab Stop 144 Making a right-stop, left-stop list 144 Building a 2-column right-stop list 145 The Decimal Tab 146 The Bar Tab 147 Fearless Leader Tabs 148 Tab Stop, Begone! 150 Chapter 13: Page Formatting 151 Describe That Page 151 Setting page size 152 Changing orientation (landscape or portrait) 152 Setting the page margins 153 Using the Page Setup dialog box 154 Page Numbering 156 Adding an automatic page number 156 Starting with a different page number 158 Numbering with Roman numerals 159 Removing page numbers 159 New Pages from Nowhere 160 Starting text on a new page 160 Inserting a blank page 161 Page Background Froufrou 161 Coloring pages 161 Printing colored pages 162 Adding a watermark 163 Chapter 14: Section Formatting 165 A Document Sliced into Sections 166 Reviewing section types 167 Creating a new section 167 Using sections 168 Removing a section break 169 That First Page 169 Adding a cover page 170 Inserting a cover page manually 170 Headers and Footers 171 Using a preset header or footer 171 Creating a custom header or footer 172 Working with multiple headers and footers 175 Removing a header or a footer 177 Chapter 15: Style Formatting 179 The Big Style Review 179 Locating styles in Word 180 Applying a style 182 Identifying the current style 182 Removing style formatting 183 Make Your Own Styles 183 Creating a style 184 Using the Create New Style from Formatting dialog box 185 Modifying a style 187 Assigning a shortcut key to a style 187 Deleting a style 188 Style Tips and Tricks 189 Changing the Normal style 189 Creating heading styles 190 Customizing the Style Gallery 191 Chapter 16: Template and Themes Formatting 193 Instant Documents with Templates 194 Using a template to start a new document 194 Changing a document’s attached template 196 Templates of Your Own 197 Building a template from an existing document 197 Modifying a template 198 The Theme of Things 199 Applying a document theme 200 Modifying or creating a theme 201 Chapter 17: Everything Drawer Formatting. 203 Weird and Fun Text Effects 203 Steal This Format! 205 Automatic Formatting 206 Enjoying automagical text 206 Formatting tricks for paragraphs 209 Undoing an AutoFormat 210 Center a Page, Top to Bottom 210 Part 4: Spruce Up a Dull Document 213 Chapter 18: They’re Called Borders 215 The Basics of Borders 216 Putting borders around a paragraph 217 Boxing multiple paragraphs 218 Removing borders 218 The Borders and Shading Dialog Box 218 Creating a fancy title 219 Boxing text 220 Applying a page border 221 Stick a Thick Line Between Paragraphs 222 Chapter 19: Able Tables 223 Set a Table in Your Document 223 Working with tables in Word 223 Creating a table 224 Converting a table to text 228 Deleting a table 228 Text in Tables 229 Typing text in a table 229 Selecting in a table 230 Aligning text in a cell 230 Table Modification 231 Adding or removing rows or columns 231 Adjusting row and column size 232 Merging cells 232 Splitting cells 233 Making the table pretty 233 Adding a table caption 234 Chapter 20: Columns of Text 235 All about Columns 235 Making two-column text 237 Building a trifold brochure 238 Giving up on columns 239 Column Tricks 239 Changing column formats 239 Placing a column break 240 Chapter 21: Lots of Lists 243 Lists with Bullets and Numbers 243 Making a bulleted list 244 Numbering a list 244 Creating a multilevel numbered list 245 Numbering lines on a page 246 Document Content Lists 247 Creating a table of contents 247 Building an index 248 Adding a list of figures 250 Footnotes and Endnotes 251 Chapter 22: Here Come the Graphics 253 Graphical Goobers in the Text 254 Copying and pasting an image 255 Plopping down a picture from a file 255 Slapping down a shape 256 Sticking things into a shape 257 Using WordArt 257 Image Layout 258 Wrapping text around an image 259 Floating an image 260 Keeping an image with a paragraph 260 Image Editing 260 Resizing an image 261 Cropping an image 261 Rotating an image 262 Changing an image’s appearance 263 Image Arrangement 263 Moving an image hither and thither 263 Aligning graphics 264 Shuffling images front or back 265 Grouping images 265 Chapter 23: Insert Tab Insanity 267 Characters Foreign and Funky 267 Nonbreaking spaces and hyphens 268 Typing characters such as Ü, Ç, and Ñ 268 Inserting special characters and symbols 269 Spice Up a Document with a Text Box 270 Fun with Fields 271 Understanding fields 271 Adding some useful fields 272 Updating a field 274 Changing a field 274 Viewing a field’s raw data 274 Deleting fields 274 The Date and Time 275 Adding the current date or time 275 Using the PrintDate field 276 Part 5: Famous Last Words 277 Chapter 24: Multiple Documents, Windows, and File Formats 279 Multiple Document Mania 279 Viewing multiple documents 280 Showing a single document in multiple windows 281 Using the old split-screen trick 282 Other Document Types 283 Opening a non-Word document 283 Updating an older Word document 285 Chapter 25: Word for Writers 287 Organize Your Thoughts 287 Entering Outline view 288 Typing topics in the outline 289 Rearranging topics 290 Demoting and promoting topics 291 Expanding and collapsing topics 292 Adding a text topic 293 Humongous Documents 295 Stitching together chapter documents 295 Splitting a document 296 Dan’s Writing Tips 297 Choosing the best word 297 Counting every word 298 Writing for writers 298 Chapter 26: Let’s Work This Out 299 Comments on Your Text 299 Adding a comment 299 Perusing comments 301 Dealing with a comment 301 Deleting comments 302 The Yellow Highlighter 302 Look What They’ve Done to My Text, Ma 303 Comparing two versions of a document 303 Tracking changes as they’re made 304 Viewing revision marks (and comments) 305 Reviewing changes 306 Printing revisions (and comments) 306 Remote Collaboration 307 Chapter 27: Mail Merge Mania 309 About Mail Merge 309 Understanding Word’s mail merge jargon 310 Reviewing the mail merge process 311 Using the Mail Merge Wizard 312 I. The Main Document 312 Creating a mail merge form letter 313 Creating mail merge email messages 313 Creating mail merge envelopes 314 II The Recipient List 315 Building a new recipient list 315 Using an already created recipient list 319 Grabbing a recipient list from Outlook 319 Editing a recipient list 320 III Fold In the Fields 320 IV Preview the Merged Documents 321 V Mail Merge, Ho! 322 Merging to a new set of documents 322 Merging to the printer 323 Merging to email 323 Chapter 28: Labels and Envelopes 325 Labels Everywhere 325 Printing sheets of identical labels 326 Printing an address list 327 Instant Envelope 330 Chapter 29: A More Custom Word 333 A Better Status Bar 333 The Quick Access Toolbar 335 Adding buttons to the Quick Access toolbar 336 Editing the Quick Access toolbar 336 Removing items from the Quick Access toolbar 338 Customize the Ribbon 338 Add More Features with Add-Ins 339 Chapter 30: Meet Your Copilot 341 Write Me Something 341 Finding your Copilot 342 Drafting with Copilot 342 Help from That AI Brain 343 Part 6: the Part of Tens 345 Chapter 31: Ten Cool Tricks 347 Side-to-Side Page Movement 347 Automatic Save with AutoRecover 349 Accelerate the Ribbon 349 Ancient Word Keyboard Shortcuts 350 Build Your Own Fractions 351 Electronic Bookmarks 351 Lock Your Document 352 The Drop Cap 353 Map Your Document 354 Sort Your Text 355 Chapter 32: Ten Bizarre Things 357 Equations 357 Video in Your Document 358 Hidden Text 358 The Developer Tab 359 Hyphenation 359 Document Properties 360 Document Version History 360 Collect-and-Paste 360 Click-and-Type 361 Translations 361 Chapter 33: Ten Automatic Features Worthy of Deactivation 363 Bye-Bye, Start Screen 364 Restore the Traditional Open and Save Dialog Boxes 364 Disable the Mini Toolbar 365 Select Text by Letter 365 Disable Click-and-Type 366 Set Paste Options 366 Disable AutoFormat Features (×4) 367 Index 369