This chapter comes from the 33rd edition of the "Secret Guide to Computers & Tricky Living," copyright by Russ Walter. To read the rest of the book, look at www.SecretFun.com.

Word

A word-processing program helps you write and edit sentences and paragraphs. What you’re writing and editing (such as a business letter, report, magazine article, or book) is called the document.

A word-processing program’s main purpose is to manipulate paragraphs.

To manipulate drawings, get a graphics program instead.

To manipulate a table of numbers, get a spreadsheet program.

To manipulate a list of names (such as customers), get a database program.

To use a word-processing program, put your fingers on the keyboard, then type the paragraphs that make up your document, so they appear on the screen. Edit them by pressing special keys on the keyboard. Finally, make the computer send the document to the printer, so the document appears on paper. You can also make the computer copy the document onto a disk, which will store the document for many years.

 

How word processing began

Back in the 1950’s, 1960’s, and 1970’s, computers were used mainly to manipulate lists of numbers, names, and addresses. Those manipulations were called data processing (DP), so the typical computing center was called a data-processing center (DP center), run by a team of programmers and administrators called the data-processing department (DP department).

Those old computer systems were expensive, unreliable, and complex. They were run by big staffs that did continuous repairs, reprogramming, and supervision. They were bureaucratic & technological nightmares. The term “data-processing” got a bad reputation. Secretaries who wanted to write and edit reports preferred to use simple typewriters rather than deal with the dreaded “data-processing department”.

When easy-to-use word-processing programs were finally invented for computers, secretaries were afraid to try them because computers had developed a scary reputation. The last thing a secretary wanted was a desktop computer, which the secretary figured would mean “desktop trouble”.

That’s why the term “word processing” was invented. Wang, IBM, and other manufacturers told the secretaries, “The machines we’ll put on your desks are not dreadful computers but rather souped-up typewriters. You like typewriters, right? Then you’ll love these cute little machines too!. We call them word processors. Don’t worry: they’re not data-processing equipment; they’re not computers.”

The manufacturers were lying: their desktop machines were computers. To pretend they weren’t computers, the manufacturers called them word processors and omitted any software dealing with numbers or lists. The trick worked: secretaries acquired word processors, especially the Wang Word Processor and the IBM Displaywriter. Today’s secretaries are unafraid of computers, understand Windows and Macs, and run word-processing programs on them.


3 definitions of “word processor”

A “word processor” is supposed to be “a computer whose main purpose is to do word processing”. But some folks use the term “word processor” to mean “a word-processing program” or “a typist doing word processing”.

In ads, a “$300 word processor” is a machine; a “$100 word processor” is a program you feed a computer; a “$12-per-hour word processor” is a typist who understands word processing.

Word-processing programs

During the early 1980’s, these word-processing programs were popular:

Electric Pencil (the first word-processing program for microcomputers), Wordstar (which was more powerful), Multimate (the first program that made the IBM PC imitate a Wang word-processing machine), Displaywrite (which made the IBM PC imitate an IBM Displaywriter word-processing machine), PC-Write (shareware you could try for free before sending a donation to the author), and Xywrite (which ran faster than any other word processor)

But by 1991, most users had switched to WordPerfect 5.1, which ran on the IBM PC (and several other computers) and could perform many fancy tricks.

All those word-processing programs were awkward to learn and use. Beginners preferred these simpler word-processing programs:

PFS Write (for the IBM PC), IBM Writing Assistant (which was a modified version of PFS Write), Q&A (which also included a database program),
Bank Street Writer (for the Apple 2), and Mac Write (which was invented by Apple for the Mac and sometimes given away free)

But those word-processing programs couldn’t perform as many tricks as WordPerfect 5.1, which remained the business standard that secretaries were required to learn and use.

In 1992, Microsoft invented Windows 3.1 (the first version of Windows good enough to become popular). Companies and consumers began switching from DOS to Windows and wanted a good word-processing program for Windows. Unfortunately, WordPerfect 5.1 used DOS, not Windows. Windows 3.1 included a word-processing program called Write, but it was stripped down.

The first good word-processing programs for Windows were Ami (which is the French word for “friend”) and an improved version (Ami Pro), both published by a company called Samna, which got bought by Lotus, which got bought by IBM, which eventually changed the name to Word Pro.

Microsoft invented a word-processing program called Microsoft Word. The DOS version of it was terribly awkward, but the Mac and Windows versions of it improved and eventually became even better than Ami Pro and Word Pro. A good Windows version of WordPerfect became available but too late: by then companies had already decided to switch to the Windows version of Microsoft Word.

What to buy

The best word-processing program is Microsoft Word, which is part of Microsoft Office (for Windows & the Mac).

To pay less, get Microsoft Works (which crudely imitates Microsoft Office for Windows) or iWork (which crudely imitates Microsoft Office for the Mac). To pay nothing, use WordPad (which is part of Windows 95&98&Me&XP&Vista&7&8&8.1&10) or TextEdit (which is part of Mac OS X) or Open Office (a free Internet download that imitates an outdated version of Microsoft Office).


Versions of Word

Of all the word-processing programs ever invented, the fanciest and most popular is Microsoft Word. Versions of Microsoft Word have been invented for DOS, Windows, and the Mac.

If you’re using a DOS version of Microsoft Word, it’s primitive! Switch to a Windows version.

The Mac versions of Microsoft Word resemble the Windows versions. Here’s the main difference: instead of pressing a Ctrl key, press the Mac’s Command key
(on which you’ll see a squiggly cloverleaf — and also see an apple if your keyboard is modern).

Microsoft Word for Windows is nicknamed Winword. It’s gone through several versions:

Version 1          was invented in 1989 for Windows 2.

Version 1.1       was invented in 1990 for Windows 2.

Version 2          was invented in 1991 for Windows 3.

Version 6          was invented in 1994 for Windows 3.1. (There was no Winword version 3, 4, or 5.)

Version 7          was invented in 1995 for Windows 95.

Version 97        was invented in 1997 for Windows 95.     It’s also called version 8.

Version 2000    was invented in 1999 for Windows 98.     It’s also called version 9.

Version 2002    was invented in 2001 for Windows Me.    It’s also called version 10 and version XP.

Version 2003    was invented in 2003 for Windows XP.     It’s also called version 11.

Version 2007    was invented in 2006 for Windows Vista.  It’s also called version 12.

Version 2010    was invented in 2010 for Windows 7.       It’s also called version 14.

Version 2013    was invented in 2013 for Windows 8.       It’s also called version 15.

Version 2016    was invented in 2015 for Windows 10.     It’s also called version 16.

This chapter explains how to use versions 2007, 2010, 2013, and 2016.
If you’re using version 2002 or 2003, read the 31st edition instead
, which you can get by phoning me at 603-666-6644.

 

Fun

Here’s how to enjoy using Microsoft Word.

Prepare yourself

Before starting Microsoft Word, read and practice my Windows chapter, especially the section about “WordPad”, which is a stripped-down simplified version of Microsoft Word.

Install

Here’s how to put Microsoft Word onto your computer.

Version 2016 Microsoft Word 2016 is intended to be used with Windows 10. (It can also run on Windows 7, 8, and 8.1, but I’ll assume you have Windows 10.)

Microsoft Word 2016 is part of Microsoft Office 2016, which you can get in many ways. For example, you can try clicking the tile saying “Get Office” or “Microsoft Office”.

Microsoft Office 2016 is part of the 2016 version of Microsoft Office 365. To copy a 30-day-trial version of Microsoft Office 365 from the Internet to your hard disk, free, go on the Internet to:

http://products.office.com/en-us/try


Version 2013 Microsoft Word 2013 is intended to be used with Windows 8. (It can also run on Windows 7, 8.1, and 10, but I’ll assume you have Windows 8.)

Microsoft Word 2013 is part of Microsoft Office 2013, which you can get in many ways. For example, Microsoft Office 2013 is part of the 2013 version of Microsoft Office 365. Here’s how to copy a 30-day-trial version of Microsoft Office 365 from the Internet to your hard disk, free:

While you’re looking at the Start screen, type “mi”. Tap “Microsoft Office”.

Tap the “Try” button then “Start your free trial” then the “Product Language” box then “English” then “Get started” then the “Install” button then the “Run” button (which is at the screen’s bottom) then “Yes” then “Next” then “Send us information” then “View Agreement” (which is next to “Accept”) then “OK” then “Accept” then “Next” then “Next” again then “No, thanks”.

The screen will say “You can use Office now” then “You’re good to go”. Tap “All done”.

Close the window (by tapping the X at the screen’s top-right corner). You see another X; tap it.

Press the Windows Start key, so you can start fresh.

Version 2010 Microsoft Word 2010 is intended to be used with Windows 7. (It can also run on Windows XP & Vista, but I’ll assume you have Windows 7.)

Microsoft Word 2010 is part of Microsoft Office 2010, which you can get in many ways. For example, here’s how to copy a 60-day-trial version of Microsoft Office Professional 2010 from the Internet to your hard disk, free:

Using your Web browser (such as Internet Explorer), go to office.microsoft.com. Click “Download a trial”.

Scroll down until you see the “Try it now button” that’s under “Office Professional 2010”. Click that button.

If you already got a Windows Live ID (by signing up for Windows Live Mail or other Windows Live software), click in the Password box and type your Windows Live ID, then click the “Sign in” button. (If you don’t have a Windows Live ID yet, click the “Sign up for New Account” button instead, then come back to this process.)

Click in the “First name” box. Type your first name (such as “Russ”). Press the Tab key. Type your last name (such as “Walter”).

Click the Country/Region box’s down arrow then your country (such as “United States”) then “Continue Checkout”.

The computer will tell you a Product Key (a secret code consisting of 25 characters, plus dashes). Scribble it onto a sheet of paper.

Click “DOWNLOAD NOW”.

If the computer asks “Do you want to run or save this file?” click “Run”.

If the computer asks “Do you want to allow the following program to make changes to this computer?” click “Yes”.

The computer says “Enter your Product Key”. Click in the box. Type the Product Key there, then press Enter.

Click “I accept the terms of this agreement” then “Continue”. Press Enter.

Click “Close”. Close all windows, so you can start fresh.


Version 2007 Microsoft Word 2007 is intended to be used with Windows Vista (which was invented at the same time) but can also run on Windows XP (which is older) and Windows 7 (which is newer).

I’ll assume you have Windows Vista.

Microsoft Word 2007 is part of Microsoft Office 2007, which comes on a DVD disk that you (or your computer store) must copy to your hard disk, by doing this:

Turn on the computer without any floppy or CD-ROM or DVD disks in the drives, so the computer runs Windows Vista and the computer’s bottom-left corner shows the Start button.

Into the DVD drive, put the Microsoft Office disk (which is a DVD).

If the computer says “AutoPlay”, click “Run SETUP.EXE”. If the computer says “A program needs your permission to continue”, click the Continue button.

The disk comes in a rectangular jacket whose backside sports a “Product Key” code, which contains 25 letters and digits (separated by dashes). Type the 25 letters and digits; automatically, the computer will capitalize the letters and insert the dashes. When you type the last letter or digit, the computer will pause before showing it on the screen; if you typed it correctly, the computer will show it with a check mark, which means you typed it correctly.

Press Enter. Click “I accept the terms of this agreement”. Press Enter twice.

The computer will say “Microsoft Office 2007 has been successfully installed.” Click the blue Close button. Remove the DVD from the drive.

If your computer came with a free trial version of Microsoft Office Home & Student edition, install it by doing this:

Make sure you’re connected to the Internet.

Double-click the “Microsoft Office — 60 Day Trial” icon (which says “Microsoft Office —…”).

Click “Step 1”. A 25-character code (including letters and numbers) will appear in the OEM Key box. Write it on a sheet of paper.

Click “Step 2”. Type your full name (such as “Russell Mark Walter”). Press the Tab key. Type your initials (such as “RMW”) and press Enter. Type your 25-character code. When you’ve typed it correctly, a green check mark will appear next to it. Press Enter, 3 times. Click “Accept”. Press Enter.

Starting

Here’s how to start using Microsoft Word.


Version 2016 Choose one of these methods:

Menu method Tap the Start button. (For old Windows 10, then tap “All apps”.) You start seeing an alphabetical list of all apps. Get to the “W” part of that list (by putting your finger in the list’s middle and swiping up, or by tapping “A” then “W”). Tap “Word 2016”.

Search method Next to the Windows Start button is the Windows Search box. Make sure that box is white or light gray. (If it’s black or dark gray, make it lighter by tapping it or the Windows Start button.) Type “word”. (Type on a physical keyboard, or make an on-screen keyboard appear by tapping the keyboard icon at the screen’s bottom.) Your typing appears in the Windows Search box. You see a list of things that contain “word”. Tap “Word 2016: Desktop app”.

Then tap “Blank document”.

Version 2013 While you’re looking at the Apps screen (or Start screen), type “wo”. Tap “Word 2013” then “Blank document”.

Versions 2007&2010 Click the Start button (at the screen’s bottom-left corner).

If you see “Microsoft Office Word 2007” or “Microsoft Word 2010”, click it. (Otherwise, click “All Programs” then “Microsoft Office” then “Microsoft Office Word 2007” or “Microsoft Word 2010”.)

While doing that, you might face these hassles:

If the computer says “This copy has expired”, you’ve been using a free trial version, which has expired. To continue using Microsoft Word to edit your writing, buy a Product Key Card for Microsoft Word (or Microsoft Office) from your local store (or mail-order) then do the following. Click “Upgrade” then “Enter Product Key”. Type the 25-character product key (which is on the orange sticker you bought); the computer will type the hyphens for you automatically. The computer will say “Please wait”; after that message disappears, press Enter twice. The computer will say “Installing”; after that message disappears, close the Microsoft Word window (by clicking its X), then start Microsoft Word again.

If the computer says “Activation Wizard”, do the following. Make sure you’re connected to the Internet. Press Enter twice. If the computer says “You must restart”, close the Microsoft Word window (by clicking its X) then start Microsoft Word again. If you see 3 boxes to check, do this: put check marks in all 3 boxes (by clicking); press Enter; click “Download and install updates from Microsoft Update when available”; press Enter; click the Continue button.

If the computer says “Help Protect and Improve Microsoft Office”, click the circle under “Use Recommended Settings” and press Enter.

If the computer asks “Do you want to allow the following program to make changes to this computer?” click “Yes”.

See the Microsoft Word screen

Here’s what you see:

Version 2016 The screen’s top says “Document1 — Word”. You also see this
tab bar:

File    Home    Insert    Draw    Design    Layout    References    Mailings    Review    View

Version 2013 The screen’s top says “Document1 — Word”. You also see this
tab bar:

FILE   HOME   INSERT   DESIGN   PAGE LAYOUT   REFERENCES   MAILINGS   REVIEW   VIEW

If the computer also says “RENEW YOUR SUBSCRIPTION”, do this soon (because your 30-day trial or 1-year license will end soon):

Click “Buy”. Then click the “Buy now” that’s next to “99.99 per year”. Answer questions about how you wish to pay $99.99. Click “Save” (which you’ll see when you scroll down) then “Purchase” then “Continue”. The screen will say “AVAILABLE INSTALLS: 4 OF 5”. Do not click the Install button; instead, close the window (by clicking the X at the screen’s top-right corner). Follow the screen’s instructions about signing in.

Versions 2007&2010 The screen’s top says “Document1 — Microsoft Word”. You also see this tab bar:

File       Home       Insert       Page Layout       References       Mailings       Review       View

(Version 2007 lacks “File”.)

Type your document

Start typing your document.

Microsoft Word resembles WordPad, so read these topics on pages 77-79:

“Use the keyboard”

“Scroll arrows”

“Insert characters”

“Split a paragraph”

“Combine paragraphs”


Exceptions:

Ctrl symbols Microsoft Word understands more Ctrl symbols than WordPad. Here’s what Microsoft Word understands:

Symbol  How to type it

      ©      While pressing the Ctrl and Alt keys, type the letter “c”.

      ®      While pressing the Ctrl and Alt keys, type the letter “r”.

      ™    While pressing the Ctrl and Alt keys, type the letter “t”.

      €       While pressing the Ctrl and Alt keys, type the letter “e”.

      …    While pressing the Ctrl and Alt keys, type “.”.

      ¿       While pressing Ctrl and Alt (and Shift), type “?”.

      ¡       While pressing Ctrl and Alt (and Shift), type “!”.

      ç       While pressing Ctrl, tap the “,”  key. Then type the letter “c”.

      ¢       While pressing Ctrl, tap the “/”  key. Then type the letter “c”.

      ø       While pressing Ctrl, tap the “/”  key. Then type the letter “o”.

      ñ       While pressing Ctrl (and Shift), type “~”.      Then type “n”.

      ô       While pressing Ctrl (and Shift), type “^”.    Then type “o”.

      ü       While pressing Ctrl (and Shift), type “:”.    Then type “u”.

      å       While pressing Ctrl (and Shift), type “@”. Then type “a”.

      æ      While pressing Ctrl (and Shift), type “&”.  Then type “a”.

      œ      While pressing Ctrl (and Shift), type “&”.  Then type “o”.

      ß       While pressing Ctrl (and Shift), type “&”.  Then type “s”.

      è       While pressing Ctrl, type the symbol `.        Then type “e”.

      é       While pressing Ctrl, type the symbol '.        Then type “e”.

      ð       While pressing Ctrl, type the symbol '.        Then type “d”.

      «       While pressing Ctrl, type the symbol `.        Then while Shifting, type “<”.

      »       While pressing Ctrl, type the symbol `.        Then while Shifting, type “>”.

Insert characters Microsoft Word differs from WordPad in this way:

Tap the screen just if your screen is touch-sensitive.

Ctrl with Page Down makes the pointer move down to the next page.

Ctrl with Page Up makes the pointer move up to the previous page’s beginning.

Automatic editing

The computer will automatically edit what you type.

AutoCorrect While you type, the computer will automatically make little corrections to your typing. For example:

If you type “teh” or “hte”, the computer will change your typing to “the”.

If you type “loove”, the computer will change your typing to “love”.

If you type a day (such as “sunday”), the computer will capitalize it.

If you capitalize the first two letters of a word, the computer will make the second letter small.

The computer will capitalize each sentence’s first word.

The computer will change (r) to ®, change (c) to ©, and change (tm) to ™.

The computer will change (e) to € (just in version 2010).

The computer will change 2nd to 2nd, change 3rd to 3rd, change 4th to 4th, etc.

The computer will change 1/2 to ½, change 1/4 to ¼, and change 3/4 to ¾.

The computer will change -- to –, change --> to à, and change <-- to ß.

The computer will change ==> to è, change <== to ç., and change <=> to ó.

The computer will change :) to J, change :( to L, and change :| to K.

If you type a phrase in quotation marks ("like this"), the quotation marks will become curly (“like this”).

If you type three periods (...), the periods will move farther apart (…).

If you type the first four letters of a month (such as “sept”) or day (such as “wedn”) then press Enter, the computer will finish typing the word and capitalize its first letter.

If you type the current month then press the Space bar then Enter, the computer will type the current date & year.

Some of those corrections happen immediately; others are delayed until you finish typing a word (and press the Space bar or a period).

The computer’s ability to make those corrections is called AutoCorrect.

If you dislike a correction that the computer made to your typing, undo the correction. Here’s how:


Button method Click the Undo button. (It’s a curved arrow pointing to the left. It’s at the screen’s top. In version 2016, it’s white and above the words “File” and “Home”. In versions 2007&2013, it’s blue and above the word “Home”; in version 2010, it’s blue and above the words “File” and “Home”.)

Keyboard method While holding down the Ctrl key, tap the Z key.

Those methods work just if done immediately, before you do any other typing or editing.

Red squiggles While you type, the computer automatically puts a red squiggle under any word that looks strange. The computer considers a word to look “strange” if the word’s not in the computer’s dictionary or if the word’s the same as the word before. For example, if you type “For a sentury, I love you you”, the computer will put a red squiggle under “sentury” and under the second “you”.

If you see a red squiggle, you misspelled the word or accidentally repeated the word or forgot to put a space between words or your vocabulary is more advanced than the computer understands. So if you see a red squiggle, look carefully at the squiggled word to make sure it’s really what you want.

If a word has a red squiggle under it, try right-clicking that word (by using the mouse’s right-hand button). Then the computer will make suggestions about what the squiggled word should be.

For example, if you typed “sentury” and the computer put a red squiggle under it, right-clicking the “sentury” will make the computer display two suggestions (“century” and “sentry”) and two other popular choices, so you see this list:

sentry

century

 

Ignore All

Add to Dictionary

Choose what you want:

If you meant “century” or “sentry”, click the word you meant.

If you meant “sentury” and want to add that slang word to the computer’s permanent dictionary (because the word means “a sentry who watches for a century”), click “Add to Dictionary”. Warning: before clicking “Add to Dictionary”, make sure the word “sentury” really exists and you’ve spelled it correctly and your colleagues give you permission to add slang to the dictionary!

If you meant “sentury” but don’t want to add that slang word to the dictionary, click “Ignore All”. The computer will ignore the issue about how “sentury” is spelled in this document; the computer will remove the red squiggle from every “sentury” in this document; but since “sentury” is still not in the dictionary, the computer will put red squiggles under any “sentury” in other documents.

If you’re not sure what you meant, press the keyboard’s Escape key (which says Esc on it). The list of choices will disappear; “sentury” will still be in your document and squiggled.


Blue squiggles (just in version 2016) When you finish typing a sentence and start typing a new one, the computer automatically check the grammar of the sentence you just typed and puts a blue squiggle under any obvious grammar error. For example, if you type “We is” instead of “We are”, the computer will draw a blue squiggle under the “is”. (The computer will draw the squiggle when you finish typing that sentence and start typing the next one.) If you accidentally press the Space bar twice instead of once, so you type “They  kiss” instead of “They kiss”, the computer will put a blue squiggle under “They  kiss” (when you finish typing that sentence and start typing the next one).

If a word has a blue squiggle under it, try right-clicking that word (by using the mouse’s right-hand button). Then the computer will suggest what the squiggled word should be.

If you agree with the computer’s suggestion, click that suggestion. The computer will fix what you wrote.

If you disagree with the computer’s suggestion, click “Ignore Once”. The computer will ignore the issue about that sentence’s grammar and remove the blue squiggle from that sentence.

If you’re not sure why the computer is complaining, click “Grammar”. The computer will tell you why it’s complaining. Then click “Change” (to accept the computer’s suggestion) or “Ignore” (to just erase the blue squiggle from that sentence).

Green squiggles (just in versions 2007&2010) When you finish typing a sentence and start typing a new one, the computer automatically check the grammar of the sentence you just typed and puts a green squiggle under any obvious grammar error. For example, if you type “We is” instead of “We are”, the computer will draw a green squiggle under the “is”. (The computer will draw the squiggle when you finish typing that sentence and start typing the next one.) If you accidentally press the Space bar twice instead of once, so you type “They  kiss” instead of “They kiss”, the computer will put a green squiggle under “They  kiss” (when you finish typing that sentence and start typing the next one).

If a word has a green squiggle under it, try right-clicking that word (by using the mouse’s right-hand button). Then the computer will suggest what the squiggled word should be.


If you agree with the computer’s suggestion, click that suggestion. The computer will fix what you wrote.

If you disagree with the computer’s suggestion, click “Ignore Once”. The computer will ignore the issue about that sentence’s grammar and remove the green squiggle from that sentence.

If you’re not sure why the computer is complaining, click “Grammar”. The computer will tell you why it’s complaining. (If you still don’t understand why the computer’s complaining, click “Explain” then read the explanation then close the Word Help window.) Then double-click the computer’s suggestion, or click “Ignore Once” (to erase the green squiggle from that sentence), or click “Ignore Rule” (to erase the green squiggle from that sentence and from all similar sentences in that document), or click “Cancel” (if you’re not sure what you want).

Synonyms Suppose you’ve typed a word correctly (so it has no squiggle) but wish you could think of a better word instead. Just right-click the word then click “Synonyms”. The computer will show you synonyms (words that have similar meaning).

For example, if you type the word “girl” then right-click it then click “Synonyms”, the computer will show you these words, which have similar meaning:

Version 2007    Version 2010    Versions 2013&2016

young woman     lassie                   lassie

lass                      teenager              teen-ager

schoolgirl            teen-ager             teenager

daughter             miss                     miss

youngster           adolescent          adolescent

child                    mademoiselle     mademoiselle

teenager             lass                      lass

                            daughter              daughter

If one of those words appeals to you, click it: that word will replace “girl” in your document. If none of those words appeals to you, press the Escape key (which says “Esc” on it) twice.

What about the word “hot”? It has 4 popular meanings: “high temperature”, “miserably warm and humid weather”, “spicy food”, and “excited person”. Try typing the word “hot” then right-click it. The computer will start by showing you these synonyms:

Version 2007    Versions 2010&2013&2016

burning                warm

scorching             burning

boiling                 scorching

blistering             boiling

sizzling                blistering

searing                sizzling

warm                    searing

                            broiling

Version 2007 will also show you this antonym (word that has the opposite meaning):

cold (Antonym)

If one of those words appeals to you, click it. If none of those words appeals to you, try clicking “Thesaurus” (which appears under the synonym list and means “book of synonyms”): that makes the screen’s right edge show you a special windowpane.

Versions 2013&2016 The special windowpane is called the “Thesaurus pane”.

Versions 2007&2010 The special windowpane is called the “Research pane”.

In that special pane, you see this longer list of “hot” synonyms and antonyms, grouped into 4 categories:

warm

warm, burning, scorching, boiling, blistering, sizzling, searing, broiling, fiery, heated, scalding

cold (Antonym)

sweltering

sweltering, stifling, muggy, sultry, boiling, scorching, oppressive, broiling

fresh (Antonym)

spicy

spicy, peppery, piquant, pungent, fiery, strong, red-hot

mild (Antonym)

passionate

passionate, fierce, vehement, emotional, strong, intense, excitable, angry, ardent, fervent, stormy, torrid

dispassionate (Antonym)

mild (Antonym)

(Version 2007 lacks some of those choices.) If you click one of those words, the computer will show you that word’s synonyms. If you finally find a word you like, point at it without pressing the mouse’s button, then click the word’s down-arrow then “Insert”: that makes the word replace “hot” in your document. When you no longer need the special pane, close it (by clicking its X).


Translate The computer can translate words among English, Spanish, French, and many other languages.

This method translates your entire document immediately to many languages but requires you to first connect to the Internet.

While connected to the Internet and using Microsoft Word, right-click anywhere in your document. For versions 2010&2013&2016, click “Translate”; for version 2007, click “Translate” then “Translate…”.

If version 2016 asks “Do you want to proceed?”, click “Don’t show again” then “Yes”.

At the screen’s right edge, in the Research window, click the From box’s down-arrow then the language you want to translate from, such as “English”; click the To box’s down-arrow then the language you want to translate to, such as “Spanish”. (In version 2016, each box gives you these 46 choices: Arabic, Bosnian, Bulgarian, Catalan, Chinese from the mainland’s People’s Republic of China, Chinese from Taiwan, Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hebrew, Hindi, Hungarian, Indonesian, Italian, Japanese, Kiswahili, Korean, Latvian, Lithuanian, Malay, Maltese, Norwegian, Persian, Polish, Portuguese, Romanian, Russian, Serbian written in Cyrillic characters, Serbian written in Latin characters, Slovak, Slovenian, Spanish, Swedish, Thai, Turkish, Ukrainian, Urdu, Vietnamese, Welsh. In version 2013, each box gives you 37 choices. In versions 2007&2010, each box gives you 22 choices.)

Afterwards, click the right-arrow below those boxes. Press Enter.

If version 2012 says “The Office Document Cache Handler from Microsoft Corporation is ready for use”, click “Don’t Enable”.

You’ll see the translation. (The computer might make mistakes, especially if the document involves slang or complicated grammar; but you can have fun viewing the computer’s attempt.) When you finish reading it, close its window (by clicking the X at that window’s top-right corner). When you finish using the Research window, close it also (by clicking its X).

Here’s an easier method, but it translates just to Spanish or French, just from English, just occasional words, and works just in version 2007:

Right-click anywhere in your document, then click “Translate” then either “Spanish” or “French”.

Then point at any word in your document without pressing the mouse’s button: that makes computer show you how to translate that word from English to the language you requested. You see an entry from a bilingual dictionary. The entry shows you several ways to translate the word and how to translate phrases & slang expressions containing that word. To translate other words, point at them without pressing the mouse’s button.

When you tire of viewing translations, turn the feature off by doing this: right-click anywhere in your document, then click “Translate” then “Turn Off Translation ScreenTip”.

Bottom corners

Look at the screen’s bottom corners.

Page count The screen’s bottom-left corner tells you which page of your document you’re on and how many pages are in the entire document. For example, if you’re on page 2 of a 3-page document, that corner says:

Version 2016              Page 2 of 3

Version 2013              PAGE 2 OF 3

Versions 2007&2010 Page: 2 of 3

Here’s how to hop to a different page:

Versions 2013 & 2016 Click the word “Page” (or “PAGE”). In the Navigation pane (at the screen’s left edge), you see tiny copies of all pages in your document. Click the page you want to go to. Close the Navigation pane (by clicking its X).

Versions 2007&2010 Click the word “Page”. Type the number of the page you want to go to (and press Enter). Click the word “Close”.


Word count To the right of the page count, you see the word count. For example, if your document contains 279 words, you see this:

Version 2016              279 Words

Version 2013              279 WORDS

Versions 2007&2010 Words: 279

To find out more about your document’s length, click “WORDS” or “Words”. The computer will tell you how long your document is:

how many pages

how many words

how many characters if you don’t count blank spaces

how many characters if you do count blank spaces

how many paragraphs

how many lines

When you finish looking at those lengths, press Enter.

Zoom Microsoft Word can zoom:

Versions 2013&2016 Microsoft Word zooms the same way as Windows 10’s WordPad (explained on page 79), except Microsoft Word’s slider is a box instead of a pentagon. To move the slider easily, use your mouse instead of your finger, since your fat finger will probably accidentally bump other icons nearby.

Versions 2007&2010 Microsoft Word zooms the same way as Windows 7’s WordPad (explained on page 124).

Page arrows (just in versions 2007 & 2010) Near the screen’s bottom-right corner, you see this symbol:

5

5

If your document contains several pages, clicking that symbol makes the computer go back up and show you the previous page. For example, while you’re looking at page 4, clicking that symbol makes the computer show you page 3.

Under that symbol, you see this symbol:

6

6

Clicking it makes the computer show you the next page. For example, while you’re looking at page 3, clicking that symbol makes the computer show you page 4.

Page break

After you’ve finished typing a paragraph (and pressed Enter), try this experiment: while holding down the Ctrl key, press Enter again. That creates a page break: it makes the next paragraph be at the top of the next page.

If you change your mind, here’s how to remove the page break:

Click at the beginning of the paragraph you’ve put at the top of a page. Then press the Backspace key twice.

All delete

Here’s how to delete the entire document, so you can start over:

While holding down the Ctrl key, press the A key. That means “all”. All of the document turns blue.

Then press the Delete key. All of the document disappears, so you can start over!


 

Quick Access Toolbar

At the screen’s top, near the left edge, you see the Quick Access Toolbar, which is a row of icons (little pictures) called buttons, starting with these:

The Save button is a purple-and-white square that’s supposed to look like a floppy disk (though it also looks like a TV set).

The Undo button is an arrow curving toward the left. The arrow is blue (unless you haven’t typed anything yet).

If you point at a button (by moving your mouse’s arrow there, without clicking), the computer will tell you the button’s name.

Here’s how to use those buttons.…

Save button To save the document you’ve been typing (copy it onto the disk), click the Save button. To keep matters simple, then do this if you haven’t saved the document before:

Version 2016 Click “This PC” then “Enter file name here”. Invent a name for your document. Type the name and press Enter.

Version 2013 Click “Computer” then “Documents”. Invent a name for your document. Type the name and press Enter.

Versions 2007&2010 The computer will say “File name”. Invent a name for your document. Type the name and press Enter.

That makes the computer copy the document onto the hard disk. For example, if you named the document “mary”, the computer puts a document called mary.docx into the Documents folder. (Windows 7 puts it into the Documents library’s “My Documents” folder instead.) If you wish, you can prove it by doing this:

Version 2016 (using Windows 10) At the screen’s bottom, you see an “e”. Next to it, you see the File Explorer button (which looks like a yellow file folder). Click the File Explorer button then “Documents” (at the screen’s left edge, indented under “Quick Access”). If you called the document “mary”, you’ll see mary is one of the files in Documents. Finally, clear that proof off your screen (by clicking the X at the screen’s top-right corner).

Version 2013 (using Windows 8&8.1) Near the screen’s bottom-left corner, you see an “e”. Next to it, you see the File Explorer button (which looks like 3 yellow file folders). Click the File Explorer button then “Documents” (at the screen’s left edge). If you called the document “mary”, you’ll see mary.docx is one of the files in Documents. Finally, clear that proof off your screen (by clicking the X at the screen’s top-right corner).

Versions 2007&2010 (using Windows 7) Click the Start button then “Documents”. If you called the document “mary”, you’ll see mary is one of the files in Documents. If you right-click mary’s icon then click “Properties”, you’ll see the type of file is “.docx”. Finally, clear that proof off your screen (by clicking “OK” then the red X button).

Afterwards, if you change your mind and want to do more editing, go ahead! When you finish that extra editing, save it by clicking the Save button again.

Save often! If you’re typing a long document, click the Save button about every 10 minutes. Click it whenever you get to a good stopping place and think, “What I’ve typed so far looks good!” Then if an accident happens, you’ll lose at most 10 minutes of work, and you can return to the last version you felt good about.

Instead of clicking the Save button, you can use this shortcut: while holding down the Ctrl key, tap the S key (which stands for “Save”).

Undo button If you make a mistake (such as accidentally deleting some text or accidentally inserting some useless text), click the Undo button (which is an arrow turning back). That makes the computer undo your last activity, so your text returns to the way it looked before you made your boo-boo. (To undo your last two activities, click the Undo button twice.)

Instead of clicking the Undo button, you can use this shortcut: while holding down the Ctrl key, tap the Z key (which stands for “Zap”).

Redo button If you click the Undo button, the computer might undo a different activity than you expected. For example, it might even erase everything you typed! If clicking the Undo button accidentally makes the text look even worse instead of better, and you wish you hadn’t clicked the Undo button, you can “undo the undo” by clicking the Redo button (which is next to the Undo button and shows an arrow curving to the right, so it bends forward).

The Redo button appears just after you click the Undo button. At other times, you see a Repeat button instead (which is an arrow making a circle). If you click the Repeat button, the computer repeats the last thing you typed.

Instead of clicking the Redo button or Repeat button, you can use this shortcut: while holding down the Ctrl key, tap the Y key (which stands for “Yes, I do want it, very much”).

Touch/Mouse button (just in versions 2013&2016) Microsoft Word works best if you have a mouse. If you don’t have a mouse (or don’t like to use it) but have a touchscreen instead, tap the Touch/Mouse button (a hand whose index finger points at a circle) then tap “Touch”.

That makes all icons be farther apart, so your fat finger can tap an icon without accidentally tapping icons nearby. Since the icons are farther apart, the screen unfortunately shows fewer Style icons and fewer lines of your document. To return to normal (with a mouse), click the Touch/Mouse button then “Mouse”.

 

File-office button

At the screen’s left edge, very close to the top, you see the File-office button.

Versions 2010&2016 That button says “File”.

Version 2013 That button says “FILE”.

Version 2007 That button is a circle holding the Microsoft Office logo.

Click it. Then you see the File-office menu:

Version 2007       Version 2010    Version 2013    Version 2016

New                        Save                     Info                      Info

Open                       Save As               New                      New

Save                        Open                    Open                    Open

Save As                  Close                   Save                     Save

Print                        Info                      Save As                Save As

Prepare                   Recent                 Print                     Print

Send                       New                     Share                    Share

Publish                    Print                     Export                  Export

Close                      Save & Send       Close                   Close

    Word Options    Exit Word      Help                     Account               Account

                                Options                Options                Options

                                Exit                                                   Feedback

From that menu, choose whatever you wish (by clicking it). Here are the most popular choices.…

Save

If you choose Save from the File-office menu (by clicking the word “Save” after clicking the File-office button), you get the same result as clicking the Save button that’s on the Quick Access Toolbar.


 

Save As

Suppose you’ve already saved a document then edited it some more, but you’re not sure you like the new editing. Try this experiment.…

Choose Save As from the File-office menu, by clicking the phrase “Save As” after clicking the File-office button. (For version 2013, then click the first “My Documents”.)

Invent (and type) a new name for the document. At the end of the new name, press Enter.

The computer will copy the document’s new, edited version onto the hard disk. That new, edited version will have the new name you invented.

The document’s old original version will be on the disk also and keep its old original name. The disk will contain both versions of the document.

Print

Here’s how to print the document onto paper. Make sure you’ve bought a printer, attached it to the computer, turned the printer’s power on, and put paper into the printer. Then choose Print from the File-office menu (by clicking the word “Print” after clicking the File-office button); when you do that, make sure you click the word “Print”, not any arrow next to it.

If the computer says “Microsoft Print to PDF” (instead of your printer’s name), do this:

Click the down-arrow next to “Microsoft Print to PDF” then your printer’s name.

The computer assumes you want to print just 1 copy of the document. If you want to print several copies, do this:

Version 2007 Type how many copies you want.

Versions 2010&2013&2016 Click in the “Copies” box. Then type how many copies you want.

Then do this:

Version 2007 Press Enter.

Versions 2010&2013&2016 Tap the “Print” button (which is left of “Copies”).

The computer will print the document onto paper.

How to finish

When you finish working on a document, choose Exit or Close from the File-office menu.

Exit If you choose Exit, the computer will stop using Microsoft Word. (Version 2007 says “Exit Word” instead of just “Exit”. Versions 2013&2016 lacks “Exit”: instead click the X at the screen’s top-right corner.)

Close If you choose Close instead of Exit, the computer will let you work on another document, and your next step is to say “new document” or “old document”. Here’s how.…

If you want to start typing a new document, choose New from the File-office menu then do this:

Versions 2013&2016 Click “Blank document”.

Version 2010              Double-click the first “Blank document”.

Version 2007              Press Enter.

If you want to use an old document, do this:

Versions 2013&2016 Choose Open from the File-office menu. You see a list of the 25 documents you used most recently: that list starts with the most recent.

Version 2010 Choose Recent from the File-office menu. You see a list of the 25 documents you used most recently: that list starts with the most recent.

Version 2007 Click the File-office button, so you see the File-office menu. To the right of the File-office menu you see a list of the 17 documents you used most recently: that list starts with the most recent.


From that list, click whichever document you want to use. If you want to use an older document (not on that list), do this for version 2016 —

Click “This PC”. The computer starts showing you a list of all readable documents in the Documents folder. To use one of those documents, click the document’s name; the computer will put that document onto the screen and let you edit it.

or do this for version 2013 —

Click “Computer” then “My Documents”. The computer starts showing you a list of all readable documents in the My Documents folder.

If you want to use one of those documents, double-click the document’s name; the computer will put that document onto the screen and let you edit it. If instead you want to delete one of those documents, click the document’s name then press the Delete key; the computer will move that document to the Recycle Bin.

or do this for versions 2007&2010:

Choose Open from the File-office menu (by clicking Open).

The computer starts showing you a list of all readable documents in the Documents folder (or Windows 7’s Documents library), unless you’ve requested a different folder instead. If the list is too long to show completely, here’s how to see the rest of the list: either “click in that list then rotate the mouse’s wheel toward you” or “repeatedly click the down-arrow that’s to the right of that list”.

If you want to use one of those documents, double-click the document’s name; the computer will put that document onto the screen and let you edit it. If instead you want to delete one of those documents, click the document’s name then press the Delete key then the Enter key; the computer will move that document to the Recycle Bin.

Didn’t save? If you didn’t save your document before doing those “how to finish” procedures, here’s what happens:

Versions 2013&2016 The computer asks, “Want to save?” If you click the Save button, the computer copies your document’s most recent version to the hard disk; if you click the Don’t Save button instead, the computer eventually ignores and forgets your most recent editing.

Version 2010 The computer asks, “Do you want to save?” If you click the Save button, the computer copies your document’s most recent version to the hard disk; if you click the Don’t Save button instead, the computer ignores and forgets your most recent editing.

Version 2007 The computer asks, “Do you want to save?” If you click “Yes”, the computer copies your document’s most recent version to the hard disk; if you click “No” instead, the computer ignores and forgets your most recent editing.

How to erase the recently-used list The list of recently-used documents might annoy you, for 2 reasons:

One of the documents might be embarrassing (because it’s pornographic or a private letter), and you want to hide it from your colleagues and family.

Even after you’ve deleted a document, that document’s name might still be on that list.

If the document list annoys you, delete documents from it, as follows:

The recently-used list shows just the names of the last few Microsoft Word documents you mentioned. Go use other Microsoft Word documents; they’ll go onto the recently-used list and bump off the older documents.

Another way to get a document off the recently-used list is to erase that entire list from the File-office menu. You can do that easily & sneakily in versions 2007&2010 (but not 2013&2016). Here’s how.…

From the File-office menu, choose Options (which version 2007 calls “Word Options”). Click “Advanced”. Scroll down to the “Display” category. Double-click in the box labeled “Show this number of Recent Documents”, type a zero, and press Enter. That erases the recently-used list from the File-office menu. Afterward, let the computer create a new recently-used document list in the Office menu, as follows. From the File-office menu, choose Options again. Click “Advanced”. Scroll down to the “Display” category. Double-click in the box labeled “Show this number of Recent Documents”. For version 2007, type 17; for version 2010, type 25. Press Enter.

Font group

To make sure your computer is acting normally, click the word “Home” or “HOME” (which is near the screen’s top-left corner).

Then you see these 5 words: Clipboard, Font, Paragraph, Styles, Editing. Above each word, you see a group of icons. I’ll explain how to use each group. Let’s start with the
Font group, which looks like this:

Snip%20Word%20font
 

 

 

 

 

 

 

 

 


(Version 2007 lacks A.)

Underline

Here’s how to underline a phrase (like this).

Activate the Underline button (which says U on it) by clicking it.

Versions 2013&2016 Activating the button makes it turn gray.

Versions 2007&2010 Activating the button makes it turn orange.

Then type the phrase you want underlined. Then deactivate the Underline button (by clicking it again).

Go ahead: try it now! Practice using the underline button before you progress to more advanced buttons!

Shortcut Instead of clicking the Underline button, you can use this shortcut: while holding down the Ctrl key, tap the U key.

Fancy underlines The computer assumes you want each underline to be a simple horizontal line. If you want the underline to be fancier (such as a double underline, a thick underline, a dotted underline, a dashed underline, or a wavy underline), do this instead of clicking the Underline button: click the Underline button’s down-arrow then the kind of underline you want. The computer will remember which kind of underline is your favorite and automatically choose that kind for all future underlines — until you tell the computer otherwise or exit from Microsoft Word.

Advanced fonts

Microsoft Word handles advanced fonts the same way as WordPad. For details, read these topics on pages 81-82:

“Bold”

“Italic”

“Superscript”

“Subscript”

“Strikethrough”

“Font size”

“Font”


Font Color

Normally, the characters you type are black. Here’s how to make them a different color, such as red.

Look at the Font Color button, which has an underlined A on it. Notice the color of the A’s underline. If it’s the color you want, click the underline. If it’s not the color you want, do this instead:

Click the down-arrow that’s to the right of the A’s underline. You see 70 colors.

If you like one of those colors, click it.

If you don’t like any of those colors, click “More Colors” then “Standard”, which shows you 142 colors: double-click your favorite.

Afterwards, whatever characters you type will be in the color you chose. (The characters you typed earlier remain unaffected.)

When you finish typing in that color, here’s how to return to typing characters that are normal (black): click the down-arrow that’s to the right of the A’s underline, then click “Automatic” (which means “normal”).


Select text

Here’s how to dramatically change a phrase you typed.

Point at the phrase’s beginning, then drag to the phrase’s end (while holding down the mouse’s left button).

Versions 2007&2010 The whole phrase turns blue.

Versions 2013&2016 The whole phrase turns gray.

Turning the phrase’s color that way is called selecting the phrase.

Then say what to do to the phrase. For example, choose one of these activities:

To underline the phrase, activate the Underline button (by clicking it).

To make the phrase be bold, activate the Bold button (by clicking it).

To italicize the phrase, activate the Italic button (by clicking it).

To make the phrase be tiny and raised, activate the Superscript button (by clicking it).

To make the phrase be tiny and lowered, activate the Subscript button (by clicking it).

To make the phrase look crossed out, activate the Strikethrough button (by clicking it).

To prevent the phrase from being underlined, bold, italicized, superscripted, subscripted, or crossed out, deactivate those buttons (by clicking them again).

To change the phrase’s point size, choose the size you want from the Font Size menu.

To change the phrase’s font, choose the font you want from the Font menu.

To make the phrase’s characters be colored (instead of black), click the Font Color button’s down-arrow then your favorite color.

To make the phrase’s background be colored (such as yellow) as if you had a highlighting pen, find the Text Highlight Color button (which is in the Font group and shows “ab” with a highlighting pen): click that button’s down-arrow then your favorite color.

Just in versions 2010&2013&2016: to make the phrase’s characters be outlined (LIKE THIS), click the Text Effects button (which is in the Font group and shows A); you see examples of 15 effects in versions 2013&2016, 20 effects in version 2010; click your favorite. Version 2010’s effect #20 (purple reflected) works just with capitals; if you choose that effect, the computer automatically capitalizes the phrase.

To change how the phrase is capitalized, click the Change Case button (which is in the Font group and shows “Aa6”) then click “UPPERCASE” (which capitalizes all letters) or “Capitalize Each Word” (which capitalizes just the first letter of each word) or “Sentence case” (which capitalizes just the first letter of each sentence) or “lowercase” (which uncapitalizes all letters) or “tOGGLE cCASE” (which capitalizes what was uncapitalized and uncapitalizes what was capitalized).

To cancel all the formatting you did to the phrase (so the phrase returns to being plain, unformatted
11-point Calibri), click the Clear All Formatting button. (That button is in the Font group. In versions 2013&2016, that button shows “A” being erased; in versions 2007&2010, that button shows “Aa” with an eraser.)

To delete the phrase, press the Delete key.

To replace the phrase, just type whatever words you want the phrase to become.

Go ahead! Try it now! It’s fun!

Advanced selection

Microsoft Word resembles WordPad, so read these sections on page 83:

“Other ways to select”

“Document vanishes”

“Drag a phrase”

Here are differences.…

Other ways to select Microsoft Word permits this extra method:

Method 10: To select just one sentence, click in its middle while holding down the Ctrl key.

Drag a phase Microsoft Word’s vertical line is black. In versions 2007&2010, it’s dotted.

 

 

 

 

Clipboard group

The Clipboard group looks like this:

 

 

 

 

 

 

 

 

 

 


(If your screen isn’t wide enough to fit all those words, it hides the words “Cut”, “Copy”, and “Format Painter” but still shows their icons.)

Clipboard fundamentals

Microsoft Word resembles WordPad, so read these topics on page 88:

“Cut and paste”

“Copy”

Exception: in versions 2013&2016, the selected text is gray instead of blue.

Format Painter

Suppose one part of your document looks pretty, and one part looks ugly. Here’s how to make the ugly part look as pretty as the pretty part:

Drag across the pretty part, so you’ve selected it (and it’s turned blue in versions 2007&2010,
gray in versions 2013&2016). Click the
Format Painter button (which is a paintbrush).

Then drag across the ugly part. The computer will make the ugly part look as pretty as the pretty part. For example, the ugly part will have the same font and font size as the pretty part; it will be underlined, boldfaced, and italicized the same way as the pretty part.

If you do the procedure incorrectly and wish you hadn’t pressed the Format Painter button, just click the Undo button, which makes the document return to its previous appearance.

If one part of your document looks pretty, here’s how to make several other parts look as pretty:

Drag across the pretty part, so you’ve selected it and it’s turned blue or gray. Double-click the Format Painter button.

Drag across the first ugly part; the computer will make it look pretty. Then drag across the second ugly part; the computer will make it look pretty. Drag across each additional ugly part; the computer will make each look pretty.

When all the ugly parts have turned pretty, deactivate the Format Painter button (by clicking it again or pressing the Esc key).


Paragraph group

The Paragraph group looks like this:

 

 

 

 

 

 

 

 

 

 


Alignment buttons

Microsoft Word resembles WordPad, so read “Alignment buttons” on page 84. Exception: versions 2013&2016 says “Align Left” instead of “Align text left” and says “Align Right” instead of “Align text right”.

Line Spacing

While typing a paragraph, you can click the Line Spacing button (which has an up-arrow and down-arrow on it), which makes this menu appear:

1.0

1.15

1.5

2.0

2.5

3.0

Line Spacing Options

Add Space Before Paragraph

Remove Space After Paragraph

Clicking “2.0” makes the paragraph be double-spaced (so there’s a blank line under each line). Clicking “3.0” makes the paragraph be triple-spaced (so there are two blank lines under each line). Clicking “1.0” makes the paragraph be single-spaced (without extra space under the lines). Clicking “1.15” makes the paragraph have a little extra space between each pair of lines; that’s what the computer assumes you want if you don’t say otherwise.

The computer assumes you want a 10-point-high blank space under the paragraph, to separate that paragraph from the paragraph below. If you don’t want that space, click “Remove Space After Paragraph”.

If you click “Add Space Before Paragraph”, the computer will put a 12-point-high blank space above the paragraph, to separate that paragraph from the paragraph above.

Indentation buttons

Before typing a paragraph, you can press the Tab key. That makes the computer indent the paragraph’s first line, half an inch.

If you want to indent all lines in the paragraph, do this instead of pressing the Tab key: while typing the paragraph, click the Increase Indent button (which shows a right-arrow pointing at lines). That makes the computer indent all lines in the paragraph. (The paragraphs you typed earlier remain unaffected.)

When you start typing a new paragraph, the computer indents that paragraph if the paragraph above it was indented.

If you indented a paragraph by clicking the Increase Indent button but then change your mind, here’s how to unindent the paragraph: click in the paragraph, then click the Decrease Indent button (which shows a left-arrow pointing from lines).


Example Suppose you start typing a new document. Here’s how to make just paragraphs 3, 4, and 5 be indented.

Type paragraphs 1 and 2 normally (without pressing the Increase Indent button).

When you start typing paragraph 3, press the Increase Indent button. That makes the computer start indenting, so paragraphs 3, 4, and 5 will be automatically indented.

When you start typing paragraph 6, here’s how to prevent the computer from indenting it: click the Decrease Indent button at the beginning of paragraph 6.

Changing your mind To indent a paragraph you typed earlier, click in the middle of that paragraph and then click the Increase Indent button. To unindent a paragraph you typed earlier, click in its middle and then click the Decrease Indent button.

Extra indentation If you click the Increase Indent button twice instead of just once, the computer will indent the paragraph farther. After typing that doubly indented paragraph, if you want the paragraph below to be unindented you must click the Decrease Indent button twice.

Each time you click the Increase Indent button, the computer indents the paragraph a half inch farther. Each time you click the Decrease Indent button, the computer indents the paragraph a half inch less.

Bullets Here’s a different way to indent an entire paragraph: while typing the paragraph, activate the Bullets button (which is the first button in the Paragraph group) by clicking it. That makes the computer indent the paragraph and also put a bullet (the symbol ·) to the left of the paragraph’s first line. That’s called a bulleted paragraph. The bullet symbol is indented a quarter inch; the paragraph’s words are indented a half inch.

After you’ve typed a bulleted paragraph, any new paragraphs you type underneath will be bulleted also — until you request an unbulleted paragraph (by deactivating the Bullets button).

Numbering Here’s another way to indent an entire paragraph: while typing the paragraph, activate the
Numbering button (which has 1 and 2 and 3 on it) by clicking it. That makes the computer indent the paragraph and put “1.” to the left of the paragraph’s first line. That’s called a
numbered paragraph. The number is indented a quarter inch; the paragraph’s words are indented a half in.

When you type a new paragraph underneath, that paragraph will be numbered “2.”, the next paragraph will be numbered “3.”, etc. Any new paragraphs you type underneath will be numbered also — until you request an unnumbered paragraph (by deactivating the Numbering button).

Shading

Here’s how to make a whole paragraph’s background be colored (instead of white).

Click in the paragraph. Click the down-arrow of the
Shading button (which looks like a paint bucket). Click one of the 70 colors (or click “More Colors” then “Standard” then double-click your favorite of the 142 colors).


Show/Hide ¶

The symbol for “Paragraph” is ¶, which looks like a backwards P.

One of the buttons has a ¶ on it. Microsoft calls it the Show/Hide ¶ button, but most folks call it just the ¶ button or the
Show Symbols button.

If you activate that button (by clicking it), the screen will show a ¶ symbol at the end of each paragraph, so you can easily tell where each paragraph ends. The screen will also show a dot (·) wherever you pressed the Space bar and show a right-arrow (ž) wherever you pressed the Tab key, so you easily tell how many times you pressed those keys.

For example, if you typed “I love you” correctly, the screen will show “I·love·you”. If you see “I·love···you” instead, you know you accidentally pressed the Space bar 3 times after “love” instead of just once, so you should delete the 2 extra spaces (by moving there then pressing the Delete key twice).

When you finish examining the ¶ symbols and dots and right-arrows, and you’re sure you’ve put just one space between each pair of words, here’s how to make those special symbols vanish: deactivate the ¶ button (by clicking it again).

Sort

Here’s how to alphabetize a list of names (or words or phrases).

Type each item on a separate line, like this:

Zelda

Al

Pedro

If the list is the whole document, click in the list. If the list is just part of the document, select the list by doing this:

Triple-click in the list’s first line.

While holding down the Shift key, click in the list’s last line.

Click the Sort button (which shows an A over a Z, with a down-arrow). Then press Enter.

That makes the computer alphabetize the lines, so the document looks like this:

Al

Pedro

Zelda

Border

After you’ve typed a paragraph, here’s how to put a box around it:

Click in the paragraph. Click the “6” at the Paragraph group’s right edge. Click “All Borders”.

If you change your mind, here’s how to remove the box:

Click in the paragraph. Click the “6” at the Paragraph group’s right edge. Click “No Border”.

Styles group

The Styles group looks like this:

 

 

 

 


(If your screen isn’t wide enough to show all those styles, it shows fewer, such as just the first 4.)

Visible styles

The first 4 styles are called Normal, No Spacing, Heading 1, and Heading 2. Click whichever style you prefer. Here’s how they differ.

Normal is good for typing a short business memo. It’s the style that Microsoft assumes you want, unless you say otherwise. It uses 11-point Calibri (which resembles Arial and Tahoma).

Instead of just single spacing, it puts extra space between the lines.

Versions 2013&2016 use 1.08 line spacing.

Versions 2007&2010 use 1.15 line spacing.

Below each paragraph, it also puts a blank space.

Versions 2013&2016 The blank space is   8 points tall.

Versions 2007&2010 The blank space is 10 points tall.

No Spacing resembles Normal (it uses 11-point Calibri) but wastes less space: it puts no extra space between the lines (they’re single spaced) and puts no blank space below each paragraph.

Heading 1 is good for typing a heading.

It uses a big font.

Versions 2013&2016 The font is 16-point Calibri Light.

Versions 2007&2010 The font is 14-point Cambria Bold (which resembles Times Roman Bold).

The font is dark blue (instead of black).

Above the heading, it adds blank space.

Versions 2013&2016 The added blank space is 12 points tall.

Versions 2007&2010 The added blank space is 24 points tall.

It makes the paragraph below the heading be Normal. If the paragraph below is too long to fit on the same page as the heading, the computer moves the heading and paragraph together to the next page, so the heading stays immediately above the paragraph.

Heading 2 resembles Heading 1 but is more modest: it’s smaller (just 13-point), and the added blank space above it is smaller:

Versions 2013&2016 The added blank space is 2 points (instead of 12 points).

Versions 2007&2010 The added blank space is 10 points (instead of 24 points). The font’s a lighter blue.


Table of styles

Those 4 styles are just the beginning of a table of styles. To see the whole table (which includes 16 styles), click the down-arrow that has a dash over it.

In versions 2013&2016, those 16 styles have these features:

Style                    Main features

Normal                 11-point Calibri, 8-point space below paragraph

No Spacing          11-point Calibri

Heading 1             16-point Calibri Light, blue, 12-point space above para.

Heading 2             13-point Calibri Light, blue,   2-point space above para.

Title                      28-point Calibri Light

Subtitle                 11-point Calibri, gray, 8-point space below paragraph

Subtle Emphasis    italic, dark gray

Emphasis              italic

Intense Emphasis  italic, blue

Strong                  bold

Quote                   11-point Calibri, gray, italic, centered,

                             10-point space above para., 8-point space below para.

Intense Quote       11-point Calibri, blue, italic, bold, under&overline, centered,

                             18-point space above para., 18-point space below para.

Subtle Reference   smaller-font capitals, gray

Intense Reference smaller-font capitals, blue, bold

Book Title             italic, bold

List Paragraph      11-point Calibri, indent, 8-point space below paragraph

In versions 2007&2010, those 16 styles have these features:

Style                    Main features

Normal                 11-point Calibri, 10-point space below paragraph

No Spacing          11-point Calibri

Heading 1             14-point blue Cambria, bold, 24-point space above para.

Heading 2             13-point blue Cambria, bold, 10-point space above para.

Title                      26-point blue Cambria, underline, 15-point space below para.

Subtitle                 12-point blue Cambria, italic

Subtle Emphasis    italic, gray

Emphasis              italic

Intense Emphasis  italic, blue, bold

Strong                  bold

Quote                   11-point Calibri, italic, 10-point space below paragraph

Intense Quote       11-point blue Calibri, bold, italic, underline, indent,

                            10-point space above para., 14-point space below para.

Subtle Reference   smaller-font capitals, underline, red

Intense Reference smaller-font capitals, underline, red, bold

Book Title             smaller-font capitals, bold

List Paragraph      11-point Calibri, indent, 10-point space below paragraph

If you click one of those 16 styles, the computer will choose it — and its row of the table will become the main row that you see on the screen (until you choose a different row instead by clicking the up-arrow or dashed down-arrow).

If you click Heading 2, the computer expands the table by including a Heading 3. If you click Heading 3, the computer expands the table by including a Heading 4. The computer can produce up to Heading 9.


In versions 2013&2016, each heading is Calibri Light; here are the differences:

Style           Main features

Heading 1    16-point      blue                  12-point space above heading

Heading 2    13-point      blue                    2-point space above heading

Heading 3    12-point      dark blue             2-point space above heading

Heading 4    11-point      blue         italic    2-point space above heading

Heading 5    11-point      blue                     2-point space above heading

Heading 6    11-point      dark blue             2-point space above heading

Heading 7    11-point      dark blue  italic    2-point space above heading

Heading 8    10.5-point   dark gray             2-point space above heading

Heading 9    10.5-point   dark gray italic    2-point space above heading

In versions 2007&2010, each heading is Cambria; here are the differences:

Style           Main features

Heading 1    14-point blue        bold            24-point space above heading

Heading 2    13-point blue        bold            10-point space above heading

Heading 3    11-point blue        bold            10-point space above heading

Heading 4    11-point blue        bold   italic  10-point space above heading

Heading 5    11-point dark blue                    10-point space above heading

Heading 6    11-point dark blue           italic  10-point space above heading

Heading 7    11-point dark gray          italic  10-point space above heading

Heading 8    10-point dark gray                    10-point space above heading

Heading 9    10-point dark gray          italic  10-point space above heading

Traditional fonts

Microsoft made Calibri the normal font for Microsoft Word because Calibri’s easy to read even on a blurry screen. But to print on paper and high-quality screens, you should make the normal font be Times New Roman instead, which is the easiest font to read if you’re not in a fog.

Here’s how to make that switch:

Version 2016 Click Design then “Fonts” then “Arial-Times New Roman” (which you’ll see when you scroll down) then “Home”.

Version 2013 Click DESIGN then “Fonts” then “Arial-Times New Roman” (which you’ll see when you scroll down) then “HOME”.

Versions 2007&2010 Click Change Styles then “Fonts” then “Office Classic”.

That changes the normal (body) font from Calibri to Times New Roman (and changes the headings to Arial), so Calibri is eliminated from that document. (Other documents are unaffected.)

Traditional style
(just in versions 2007&2010)

Microsoft made “blank space below each paragraph” the normal style for Microsoft Word so people writing business letters, e-mails, and Websites wouldn’t have to press the Enter key twice at the end of each paragraph. But publishers of books, newspapers, and magazines want a more traditional format where each paragraph’s first line is indented and there’s no extra space between paragraphs, since “extra space” means “wasted paper”.

Versions 2007&2010 let you make that switch easily. Here’s how:

Click Change Styles then “Style Set” then “Traditional”.

That switch affects the whole document. (Other documents are unaffected.)


 

If you’re smart enough to make both of those changes (changing fonts to Office Classic and changing Style Set to Traditional), here’s what the 16 styles become:

Style                 Main features

Normal              11-point Times New Roman, indent first line

No Spacing        11-point Times New Roman

Heading 1          12-point Arial, blue, underline, 30 pt. above, 4 pt. below, bold

Heading 2          12-point Arial, blue, underline, 10 pt. above, 4 pt. below

Title                   30-point Arial, blue, green underline, blue overline, center

Subtitle              12-point Arial, italic, 10 pt. above, 45 pt. below, align right

Subtle emphasis italic, gray

Emphasis           italic, gray, bold

Intense Emphasis italic, blue, bold

Strong               bold

Quote                11-point Arial, gray, italic, indent first line

Intense Quote    12-point Arial, white-on-blue, italic, green underline,

                           indent all lines, 16 pt. above, 16 pt. below

Subtle Reference Times New Roman, green underline

Intense Reference green Times New Roman, underline

Book Title          Arial, italic, bold

List Paragraph   11-point Times N.R., indent all lines, indent first line farther

Invent your own style

Here’s how to invent your own paragraph style.

In your document, create a paragraph whose appearance thrills you (by using the Font, Paragraph, and Styles groups). Then do this:

Versions 2013&2016 Click in the middle of the paragraph’s first word. On the keyboard, tap the Alt key then the H key then the L key then the S key (which stands for “Home Loves Style”).

Versions 2007&2010 Right-click in the middle of the paragraph’s first word. Click “Styles” then “Save Selection as a New Quick Style”.

Invent a name for your style (such as “Wow”): type the name, and at the name’s end press the Enter key.

The style you invented (“Wow”) will appear in the Styles group as the first style.

Go ahead and use it! For example, while you’re typing another paragraph, you can make that paragraph’s style be “Normal” or “Wow”: just click the style you want.

The style you invented (“Wow”) is part of the computer’s repertoire just while you’re using that document, not while you’re using other documents.

Here’s how to improve that style later. Click in a paragraph written in that style. Improve that paragraph’s appearance (by using the Font, Paragraph, and Styles groups). Then do this:

Version 2013&2016 Click in the middle of the paragraph’s first word. Right-click the style’s name. Click “Update”.

Versions 2007&2010 Right-click in the middle of the paragraph’s first word. Click “Styles” then “Update”.

 

Editing group

In the Editing group, you see 3 choices: Find, Replace, and Select.

Find

Here’s how to make the computer search through your document to find whether you’ve used the word “love”.

Modern method (just in versions 2010&2013&2016) Click the word “Find” (or press Ctrl with F). At the screen’s left edge, you see the Navigation pane. Type the word you want to find (“love”), so the word appears in the Navigation pane’s box. That makes the computer highlight every “love” in your document, in yellow.

In the Navigation pane, below where you typed “love”, the computer shows a list of your phrases containing “love”. If you click in that list, that phrase’s “love” turns gray in versions 2013&2016, blue in version 2010.

When you finish using the Navigation pane, close it (by clicking its X). Then the yellow becomes white again.

Classic method Click where you want the search to begin. (For example, if you want the search to begin at the document’s beginning, click in the middle of the document’s first word.)

Then do this:

Versions 2010&2013&2016 Click Find’s down-arrow then Advanced Find.

Version 2007                       Click Find (or press Ctrl with F).

Type the word you want to find (“love”), and press Enter.

The computer will search for “love”. If the computer finds a “love” in your document, it will highlight that “love” so it turns gray in versions 2013&2016, blue in versions 2007&2010. (If the “Find and Replace” window covers the part of your document that says “love”, drag that window out of the way, by dragging “Find and Replace”.)

If you want to find the next “love” in your document, press Enter.

If you click “Reading Highlight” then “Highlight All”, the computer will immediately highlight every “love” in your document, in yellow (unless you changed the highlighting pen’s color).

Highlighting disappears when you edit the document.

If you do not want to search for more “love”, click the “Find and Replace” window’s X.

Blue arrows (just in versions 2007&2010) After you’ve searched, the previous-page and next-page arrows (at the screen’s bottom right corner) turn blue. Clicking them will make the computer find the previous or next “love” (instead of the previous or next page).

Example: Lincoln Suppose you’ve written a history of America and want to find the part where you started talking about Lincoln. If you forget what page that was, no problem! Just put the cursor at the document’s beginning and tell the computer to find “Lincoln”.

Replace

Microsoft Word resembles WordPad, so read “Replace” on page 85.

Select

To select everything in the document (so the whole document is highlighted in blue), use one of these methods:

Click method Click Select then “Select All”.

Ctrl method While holding down the Ctrl key, tap the A key (which means “All”).

If you formatted a phrase (such as by underlining or bolding or italicizing or making the font bigger), here’s how to find all other phrases that have been formatted the same way:

Click in the formatted phrase’s middle. Click Select’s down-arrow then “Select All Text with Similar Formatting”. The computer will select (highlight in gray or blue) all phrases that have been formatted the same way.

For example, suppose your document’s only formatting is that you underlined some words. Here’s how to make all those underlined words become bold also:

Click in the middle of one of the underlined words. Click Select’s down-arrow then “Select All Text with Similar Formatting”. The computer will highlight all the underlined words (so they turn blue or gray). Then click the Bold button (which is in the Font group): that makes the computer embolden all the highlighted words (which are the underlined words). Then click anywhere in the document (to turn off the gray or blue highlighting).


Tab bar

Near the screen’s top, you see the tab bar. Here’s how it looks in version 2016:

File    Home    Insert    Draw    Design    Layout    References    Mailings    Review    View

Other versions say “Page Layout” instead of just “Layout” and have these other differences:

Version 2013 omits “Draw” and capitalizes the others (such as “FILE” instead of “File”).

Version 2010 omits “Draw” and “Design”.

Version 2007 omits “File”, “Draw”, and “Design”.

Each word or phrase on the tab bar is called a tab.

If you click the Home tab (which says “Home” in versions 2007&2010&2016, “HOME” in version 2013), you see the 5 groups I discussed (Clipboard, Font, Paragraph, Styles, and Editing). If you click a different tab instead, you see different groups.

Tab             Groups you see

Home           Clipboard, Font, Paragraph, Styles, Editing

Insert           Pages, Tables, Illustrations, Add-ins (just 2016), Apps (just 2013), Media (just 2013&2016),

                   Links, Comments (just 2013&2016), Header & Footer, Text, Symbols

Draw           Tools (just 2016), Pens (just 2016), Convert (just 2016)

Design         Document Formatting (just 2013&2016), Page Background (just 2013&2016)

Layout         Themes (just 2007&2010), Page Setup, Page Background (just 2007&2010), Paragraph, Arrange

References   Table of Contents, Footnotes, Citations & Bibliography, Captions, Index, Table of Authorities

Mailings      Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish

Review        Proofing, Insights (just 2016), Language (just 2010&2013&2016), Comments, Tracking,

                   Changes, Compare, Protect, Ink (just 2013)

View            Views (which 2007&2010 call “Document Views”), Show (which 2007 calls “Show/Hide”),

                    Zoom, Window, Macros

Layout tab

Click the Layout tab (which versions 2007&2010&2013 call “Page Layout”).

Margins Normally, Microsoft Word leaves a 1-inch margin at all 4 edges of your paper. If you want margins that are wider or narrower, click “Margins” (in the Page Setup group). Then click one of these popular choices:

Choice       How big the margins are

Normal       1 inch at all 4 edges

Narrow       ½ inch at all 4 edges

Moderate    1 inch at top & bottom,  ¾ inch   at left & right

Wide           1 inch at top & bottom,  2 inches at left & right

Mirrored     1 inch at 3 edges, 1¼ inches at stapled edge (left edge on odd pages, right edge on even)

Office 2003 1 inch at top & bottom, 1¼ inches at left & right

Size In the U.S., a normal sheet of paper is 8½ inches wide and 11 inches tall. Microsoft Word assumes your paper is that size. If you want to print on paper that’s a different size, click “Size” (in the Page Setup group) then the paper’s size. (To see all the choices, point at the scroll bar, which is below the up-arrow, and drag that scroll bar down.)

In the U.S., these sizes are the most popular:

Letter            8½  inches wide and 11   inches tall

Legal             8½  inches wide and 14   inches tall

Executive      7¼  inches wide and 10½ inches tall

Pick a size your printer can handle!

Orientation When an artist paints a portrait of a face, the canvas’s height is usually bigger than its width. That situation (height bigger than width) is called
portrait orientation.

When an artist paints a landscape (showing many trees and hills), the canvas’s width is usually bigger than its height. That situation (width bigger than height) is called landscape orientation.

The computer assumes you want portrait orientation (height bigger than width). For example, if you tell the computer to print on paper that’s 8½ inches by 11 inches, the computer assumes you want the height to be bigger than the width, so it assumes you want height to be 11 inches and the width to be 8½ inches.

You can force the computer to do landscape orientation instead, so the width is bigger than the height, and so the width is 11 inches and the height is 8½ inches. That makes the paper wide, so you can fit more words on each line. To do that, click “Orientation” (in the Page Setup group) then “Landscape”.

To accomplish landscape printing, the computer & printer rotate the paper or words 90 degrees.

For example, to print on a Statement (8½ inches wide and 5½ inches tall) or a #10 Envelope (9½ inches wide and 41/8 inches tall), tell the computer to do landscape printing (by clicking “Orientation” then “Landscape”).

Columns In a newspaper, text is printed in many narrow columns. In a business letter, text is printed in a single wide column.

The computer assumes you want a single wide column. If you want several narrow columns instead (like a newspaper or magazine), click “Columns” (in the Page Setup group). Then click one of these popular choices:

Choice    How many columns you get

One          1 wide column (like a business letter)

Two         2 narrow columns

Three       3 very narrow columns

Left          2 columns (left column is very narrow,

                right column is wider)

Right        2 columns (right column is very narrow,

                left column is wider)

The gap between each pair of columns is a half-inch wide.

After you’ve finished typing a paragraph (and pressed Enter), try this experiment: while holding down the Ctrl and Shift keys, press Enter again. That creates a
column break: it makes the next paragraph be at the top of the next column. (If you change your mind, here’s how to remove the column break: click at the beginning of the paragraph you’ve put at the top of a column, then press the Backspace key.)

Breaks Here’s how to divide your document into two sections and give each section its own margins and its own number of columns:

Click where you want the second section to begin. Click “Breaks” (in the Page Setup group). Click either “Continuous” (to start the second section on the same page as the first section ended) or “Next Page” (to start the second section on a separate page from the first section). Afterwards, any margin or columns command you give will affect just the section you’re clicking in, not the other section.

If you wish, create extra sections: for each extra section, click where you want the section to begin, then click “Breaks” then either “Continuous” or “Next Page”.


Line Numbers If you plan to mail the document to a friend and then chat about it by phone, you should number each line, so you can ask your friend “What do you think about line 27?” To make the computer number the lines for you (by writing the numbers in the left margin), click “Line Numbers” (in the Page Setup group). Then click either “Continuous” (which makes the computer number the lines 1, 2, 3, etc., until the document’s end) or “Restart Each Page” (which makes each page’s first line be numbered 1, each page’s second line be numbered 2, etc.).

When you finish chatting with your friend and don’t need the line numbers anymore, here’s how to erase them: click “Line Numbers” then “None”.

Insert tab

Click the Insert tab.

Symbol If you click “Symbol” (which is in the Symbols group), you see the symbols you used recently. If you haven’t used any symbols yet, you see these:

€       £        ¥       ©      ®

™     ±       ¹       £       ³

¸       ´       ¥      m       a

b       p       W      S       J

If you want to use one of those symbols now, click it. If you want a different symbol instead, do the following.…

Click “More Symbols”. You see the Symbol window.

You see many symbols. If you want one of those symbols, double-click it. If you don’t like any of those symbols, view different symbols by using the scroll arrows or clicking “Special Characters” or the Font box’s down-arrow.

If you click the Font box’s down-arrow, you see a list of different fonts. Scroll down to see the different font choices. For best results, click one of these 6 fonts:

(normal text)

Symbol

Webdings

Wingdings

Wingdings 2

Wingdings 3


For example, if you click “Wingdings” you see these pictorial characters:

 

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(To see them all, scroll down by clicking that window’s first down-arrow.)

If you click “Wingdings 2” instead, you see these:

 

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If you click “Wingdings 3” instead, you see these:

 

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If you click “Webdings”, you see fancier drawings:

 

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For fun with young kids, point at those Webdings and play a game of “Do you know what this is?”

If you click “Symbol”, you see math, Greek, and card suits:

 

!

"

#

$

%

&

'

(

)

*

+

,

-

.

/

0

1

2

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k

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m

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p

q

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¡

¢

£

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§

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©

ª

«

¬

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®

¯

°

±

²

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µ

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¹

º

»

¼

½

¾

¿

À

Á

Â

Ã

Ä

Å

Æ

Ç

È

É

Ê

Ë

Ì

Í

Î

Ï

Ð

Ñ

Ò

Ó

Ô

Õ

Ö

×

Ø

Ù

Ú

Û

Ü

Ý

Þ

ß

à

á

â

ã

ä

å

æ

ç

è

é

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Whenever you see a character you like, double-click it. That makes the computer put the character into your document. Then double-click any other characters you like.

When you finish using the Symbol window, make it disappear by clicking the button that says “Close” on it.

Warning: your printer might be too stupid to print those symbols, especially if the font is “(normal text)”. Instead of printing a symbol, the printer might just leave a blank space. Before giving the printout to a friend, look at the printout yourself to make sure the symbols printed correctly and clearly.


Date & Time To type the date or time, click Date & Time (which is in the Text group). The computer will show a list of formats, like this:

12/25/2016

Sunday, December 25, 2016

December 25, 2016

12/25/16

2016-12-25

25-Dec-16

12.25.2016

Dec. 25, 16

25 December 2016

December 16

Dec-16

12/25/2016 10:59 PM

12/25/2016 10:59:20 PM

10:59 PM

10:59:20 PM

22:59

22:59:20

Click the format you want. Press Enter. The computer will type the date or time in the format you requested.

In that procedure, just before you press Enter, you might wish to put a check mark in the “Update automatically” box. Here’s how that box works:

Suppose you type a document on Monday, but you print the document the next day (Tuesday). Which date will the computer print on paper? The computer will print the date that the document was typed (Monday), unless you put a check mark in the “Update automatically” box, which makes the computer print the “date printed” (Tuesday).

If you put a check mark in the “Update automatically” box, the computer will automatically update the date & time whenever the document is printed (or print-previewed or opened).

Page Number To make the computer put a page number on each page, click Page Number (which is in the Header & Footer group). Then click “Top of Page” (if you want the number to be in each page’s top-margin area called the header) or “Bottom of Page” (if you want the number to be in each page’s bottom-margin area called the footer).

Click “Plain Number 2”. That makes the page number have plain style #2 (centered instead of near the paper’s left edge or right edge).

You see the page number, on the current page. (The computer has automatically put page numbers on all the other pages also.)

Do you want any words to appear to the left of the page number? If so, type them then press the Space bar. For example, if you want the 2nd page to say “This is page 2” instead of just “2”, type “This is page” then press the Space bar.

Do you want any words to appear to the right of the page number? If so, press the right-arrow key then the Space bar then type those words. For example, if you want the 2nd page to say “This is page 2 of the great American novel” and you’ve already typed “This is page ”, press the right-arrow key (to move past the page number) then the Space bar (to leave 1 blank space after the page number) then type “of the great American novel”.

Whatever words you put to the left and right of the page number appear on all the other page numbers also.

When you finish editing the page number’s line, double-click in the screen’s middle. Then you can continue editing your document’s paragraphs.

If you want to edit the page number’s line again, double-click in the middle of that line.

Table To type a table of numbers in the middle of your document, click where you want the table to appear then click Table (which is in the Tables group).

You see 80 little boxes (called cells), arranged to form a table having 8 rows and 10 columns. How many rows and columns do you want in your table? Point at the first cell (box) and drag down and to the right, until your desired number of rows and columns turns orange. For example, if you want just 3 rows and 4 columns, drag down and to the right until 3 rows and 4 columns turn orange, so you see 12 orange cells altogether.

When you take your finger off the mouse’s button, you’ll see the table you requested.

Then just fill in the cells, with whatever numbers and words you wish. To move from cell to cell, click with the mouse, or press the Tab key (which moves right to the next cell), or press Shift with Tab (which moves left to the previous cell), or press the arrow keys repeatedly.

In a cell, you can type a number, word, sentence, or even an entire paragraph! If you start typing a paragraph in a cell, the computer will automatically make the cell and its row taller, so the entire paragraph will fit in the cell. You can even type several paragraphs in a single cell: just press the Enter key at the end of each paragraph. If you want to indent the first line of one of those paragraphs, press the Space bar several times or press Ctrl with Tab.

Here’s how to make the table have more cells.

To create an extra row at the table’s bottom:

click in the table’s bottom right cell, then press the Tab key.

To insert an extra row into the table’s middle:

click in the row that’s under where you want the extra row to appear, then the “Layout” that’s under “Table Tools” on the tab bar, then “Insert Above” (in the Rows & Columns group).

To create an extra column at the table’s right edge:

click in last column, then the “Layout” that’s under “Table Tools” on the tab bar, then “Insert Right” (in the Rows & Columns group). To fit the extra column, the computer will make the previous columns narrower.

To insert an extra column into the table’s middle:

click in the column that’s right of where you want the extra column to appear, then the “Layout” that’s under “Table Tools” on the tab bar, then “Insert Left” (in the Rows & Columns group). To fit the extra column, the computer will make the other columns narrower.

The computer assumes you want the table’s columns to all be the same width. Here’s how to change that assumption:

For example, here’s how to adjust the width of the table’s left column (column 1). Move the mouse until its pointer is on the vertical gridline that separates column 1 from column 2, and the pointer’s shape turns into this symbol: . Then drag the vertical gridline to the right (to make the column wider) or left (to make the column narrower).

If you make a column wider, the computer makes room for it by shrinking the next column. If you make a column narrower, the computer compensates by expanding the next column.

If you want to fine-tune the widths of all columns, work from left to right: adjust the width of column 1 (by dragging the gridline that separates it from column 2), then adjust the width of column 2 (by dragging the gridline that separates it from column 3), then adjust the width of column 3 (by dragging the gridline that separates it from column 4), etc.

If a column contains mostly numbers, here’s how to make that column look prettier, so the numbers are aligned properly:

Move the mouse until its pointer is at the very top of the column and is centered on the gridline above the column, so the pointer’s shape turns into this down-arrow: È. Then click. The entire column turns gray in versions 2013&2016, blue in versions 2007&2010.

Click “Home” (on the tab bar) then version 2013&2016’s Align Right button (or version 2007&2010’s Align Text Right button), in the Paragraph group. That makes all cells in that column be aligned right, so the numbers are aligned better.

When you’ve finished typing numbers and words into all the cells, here’s how to make the computer adjust the widths of all the columns, so each column becomes just wide enough to hold the data in it:

Click in the table. Click the “Layout” that’s under “Table Tools” on the tab bar then “AutoFit” (in the Cell Size group) then “AutoFit Contents”.

When you’ve finished editing the table, here’s how to put paragraphs below it:

Click below the table by using the mouse, or go below the table by pressing the down-arrow key several times. Then type the paragraphs you want below the table.

Here’s how to delete a row or column:

Click in the middle of what you want to delete. Click the “Layout” that’s under “Table Tools” on the tab bar then “Delete” (in the Rows & Columns group). Click “Delete Rows” (if you want to delete a row) or “Delete Columns” (if you want to delete a column).

Here’s how to delete the entire table:

Click in the table. Click the “Layout” that’s under “Table Tools” on the tab bar then “Delete” (in the Rows & Columns group) then “Delete Table”.

Here’s how to create a table that has a customized shape.

In the middle of your document, press the Enter key several times, to create a blank space for the table. Then click Table (which is in the Insert tab’s Tables group) then Draw Table.

Where do you want the table to be in your document? Put the mouse pointer where you want the table’s top left corner to be, and drag to where you want the table’s opposite corner. (While dragging, hold down the mouse’s left button.) You’ll see a box, which is your table. Inside the box, make a grid of rows and columns by drawing horizontal and vertical gridlines. To draw a gridline, put the mouse pointer where you want the line to begin, and drag to where you want the line to end.

If you make a mistake, click the Undo button or do the following.…Click the word “Eraser”. (In versions 2013&2016, it’s in the Draw group. In versions 2007&2010, it’s at the screen’s far-right edge.) That makes the mouse pointer turn into an eraser. Move the mouse until the eraser’s bottom corner touches the line you want to erase; then click (press the mouse’s left button). That makes the line disappear. You can make other lines disappear also, by clicking them. When you finish using the eraser, click “Draw Table” (which is in version 2013&2016’s Draw group or near version 2007&2010’s top-right corner) to continue drawing more lines.

View tab

Click the View tab.

Ruler If you put a check mark in the Show group’s Ruler box (by clicking there), you’ll see a ruler (saying 1", 2", 3") above the page and another ruler at the screen’s left edge. Those rulers show how many inches will be printed on paper.

Afterwards, you’ll be seeing rulers even when you’re viewing other documents and even on other days, until you cancel the rulers (by removing the check mark from the Ruler box).

Split To see 2 parts of your document at the same time, click Split (which is in the Window group). Here’s what happens next:

Versions 2013&2016 A thin gray line (with top & bottom edges) appears across your screen’s middle and splits your screen’s window into 2 parts, a top windowpane and a bottom windowpane. If you dislike the line’s position, drag the line up or down.

Versions 2007&2010 A fat gray line appears across your screen’s middle and splits your screen’s window into 2 parts, a top windowpane and a bottom windowpane. Move the mouse slightly (which moves the fat gray line slightly up or down), until you like the line’s position. Then click the mouse’s left button.

Now you can see 2 parts of your document at the same time!

Each windowpane has its own scroll arrows. You can click those scroll arrows to change what you see in that windowpane, without changing what’s in the other windowpane.

You can also click in one windowpane’s text and then use the keyboard’s movement keys (up-arrow, down-arrow, left-arrow, right-arrow, Page Up, Page Down, Home, and End) to change what’s in that windowpane, without changing what you see in the other windowpane.

Both windowpanes show parts of the same document. If you change a word in one windowpane (by deleting or inserting or revising that word), while the other windowpane happens to show the same part of the document, you see that word automatically change in the other windowpane also, immediately!

Using those 2 windowpanes, you can compare 2 parts of your document and copy from one part to the other (by using the Home tab’s Copy and Paste buttons or using Ctrl C and Ctrl V).

When you stop wanting 2 windowpanes, here’s how to return to a single pane:

Which windowpane do you want to remove? Click in that windowpane. Click Remove Split (which is in the Window group). That windowpane disappears, so the entire screen becomes devoted to the other windowpane.

Arrange All Here’s how to see 2 documents on the screen at once!

To be safe, make sure both documents have been saved on disk (by using the Save button). Close any documents that are on the screen (by choosing Close from the File-office menu), so the screen’s main part is blank.

Open the first document (by using the File-office button). You see the document’s words and paragraphs on the screen.

While that first document is still on the screen (without closing it), open the second document. You see the document’s words and paragraphs on the screen; they cover up the first document, so you can’t see the first document at the moment.

Click the View tab then Arrange All (which is in the Window group). Then you see 2 windows on the screen. The top window shows the second document; the bottom window shows the first document.

Each window is small, showing just a tiny part of the document. A window might seem blank if it’s so small that it shows just the document’s top margin.

Each window has its own scroll arrows. Use them to scroll through the documents and see the parts of the documents that are not blank.

By using those 2 windows, you can easily compare 2 documents and copy from one to the other (by using the Home tab’s Copy and Paste buttons or using Ctrl C and Ctrl V).

When you stop wanting one of the windows, close it (by clicking its X button), then expand the other window (by clicking its maximize button, which is next to its X button).

References tab

Click the References tab.

Insert Footnote Suppose you’re writing a religious pamphlet in which you want to say “Read the Bible tonight!” Suppose you want to add a footnote saying “written by God”, so the main text looks like this —

Read the Bible1 tonight!

and the page’s bottom contains this footnote:

1 Written by God.

Here’s how to do it all.…

Type “Read the Bible”. Click “Insert Footnote” (which is in the Footnotes group) or, while holding down the Ctrl and Alt keys, tap the F key. Type the footnote (“Written by God.”). Go back to the main text, where you left off, by using one of these methods:

Double-click method Double-click the footnote’s number, then press the right-arrow key.

Climb method Climb back up to the main text (by using the keyboard’s up-arrow key), then go right to where you left off typing (by using the End key).

The computer will automatically number the footnote: it will automatically type 1 after “Bible” and type 1 before “Written by God.” If your document contains more footnotes, the computer will automatically number them 2, 3, 4, etc. (Those numbers are easy to read on paper. On the screen, the numbers are easier to read while the Home tab’s “¶” button is deactivated.)


The computer will put the footnotes at the bottom of the page. If the page is divided into newspaper columns, the computer will put each footnote at the bottom of the column it refers to.

The computer will put a 2-inch horizontal line above the footnotes to separate them from the main text.

If you insert extra footnotes, the computer will automatically renumber the other footnotes, so the first footnote appearing in your document will be numbered 1, the second footnote will be numbered 2, etc.

Here’s the easiest way to delete a footnote:

Click the left edge of the footnote’s number in the main text; then press the Delete key twice.

 

Help

For free help using Word, call my cell phone (603-666-6644) or do the following....

Version 2016 Click “Tell me what you want to do” (which is to the right of “View” and a lightbulb), then start typing your question (about Word) or the name of a Word topic. Below your typing, you see a list of related topics. Click the topic you want help about.

Instead of doing that, you can try this alternative way to get help:

Press the F1 key. Exception: on that key, if the “F1” is blue (such as on Toshiba’s laptop) or very tiny (such as on HP’s new laptop) or on a new computer by Microsoft or Lenovo, do this instead: press the F1 key while holding down the Fn key (which is left of the Space bar).

You see these topics:

Rotate a page to landscape or portrait

Insert WordArt

Track changes in Word

Change the capitalization of text

Add a chart to your document

Change or set the default font

More

Word training

If you click “More”, you see these topics instead:

Get started

Troubleshoot problems

Create and format documents

Headers and footers

Page numbers

Tables of contents

Links, images, and graphics

Review a document

Mail merge

Share and print

Accessibility

Click whatever topic you want help about.

Versions 2007&2010&2013 Click the question mark.

Version 2013              The question mark is at the screen’s top, near the right edge.

Versions 2007&2010 The question mark is to the right of the tab bar, at the screen’s right edge.

To get help about using Microsoft Word, click that question mark or press the F1 key. (You’ll get the best help if you connect to the Internet before doing that, so Microsoft can give you the newest help lessons.)

You see the Word Help window, which contains this list of popular topics:

Version 2007                       Version 2010                                                Version 2013

What’s new in Word 2007        Getting started with Word 2010                          Résumé

Find Word 2003 commands in Word 2007 Introducing the Backstage view                          Watermark

Up to speed with Word 2007    Create a document                                             Labels

Header and footer basics           Create a document to be used by previous versions of Word  Table of contents

                                                                                                                         Word count

                                                                                                                          Mail merge

                                                                                                                          Header

                                                                                                                          Line spacing

                                                                                                                          Margins

Formatting                               Collaboration                                                     See what’s new

Converting documents             Creating documents                                           Keyboard shortcuts

Creating specific documents     File migration                                                    Get free training

Page numbers                          Formatting                                                         Learn Word basics

Margins and page setup            Getting started with Word                                  Use Word Web App

Page breaks and section breaks                                                                          Tips for tablets

If one of those topics interests you, click it.

If none of those topics interests you, do this:

Version 2013 Click “more”.

Version 2010 Click “see all”.

Version 2007 Click “View all categories” (at the screen’s bottom, when you scroll down).

Then you’ll see this list of topics:

Version 2007                             Version 2010                 Version 2013

Accessibility                                   Accessibility                      Make the switch to Word 2013

Activating Word                             Activating Word                Use Word on your tablet

Add-ins                                          Add-ins                             Use Word Web App

Automation and programmability   Charts

Collaboration                                 Collaboration                     Start here for basics

Converting documents                    Creating documents           Open documents from earlier versions

Creating specific documents           Digital IDs and signatures  Create a table of contents

Customizing                                   Equations

File management                            Field codes

Formatting                                     File management

Getting help                                   File migration

Headers and footers                        Formatting

Lists                                                Getting help

Macros                                           Getting started with Word

Mail merge                                     Headers, footers, and page numbers

Margins and page setup                  Installing

Page breaks and section breaks       Lists

Page numbers                                 Mail merge

Saving and printing                        Page breaks and section breaks

Security and privacy                       Page setup

Tables                                             Pictures and clip art

Tables of contents and other references  Reading documents

Tracking changes and comments     Saving and printing

Training                                         Security and privacy

Viewing and navigating                  SmartArt graphics

What’s new                                    Spelling, grammar, and thesaurus

Word demos                                   Tables

Working with graphics and charts   Tables of contents and other references

Writing                                           Tracking changes and comments

Working in a different language      Training courses

                                                      Videos

                                                      Working in a different language

If one of those topics interests you, click it. If none of those topics interests you, click in the Search box (the white box at the window’s top) then type the question you want help about (or type your topic’s main words) and press Enter.

Then you’ll see a list of subtopics. (To see them all, click the scroll-down arrow at the window’s bottom-right corner.) Click whichever subtopic interests you. You’ll see a lesson about that subtopic.

If you want to return to a previous list of topics or subtopics, click the
Back button (the left arrow at the window’s top-left corner). When you finish using the Word Help window, close it (by clicking the X button at its top-right corner).