Word 2016 Intermediate

WORD 2016

I NTERMEDIATE

OFFICEPRO, Inc. 8 Granite Pl. Suite 26 Gaithersburg, MD 20878 MD: (301) 468-3312 DC: (202) 347-1114 VA: (703) 922-0400 Fax: (301) 263-6879 www.officeproinc.com help@officeproinc.com

W ORD 2016

I NTERMEDIATE

Presented by OFFICEPRO, Inc.

Manual # MS16-220-01

Copyright 2014, all rights reserved. Material may not be reproduced in any form without written approval from OFFICEPRO, Inc.

About OFFICEPRO – We Change Lives! OFFICEPRO is a software-training company that specializes in providing high-quality, cost- effective, training services to our clients. OFFICEPRO has been providing computer training since 1984. We assist our clients in determining the most advantageous training solutions for their particular requirements and work with them to implement these solutions effectively in a flawless manner.

Student Expectations

Instructors OFFICEPRO’s instructors are simply the best in the business. They each have at least two years of stand-up training experience as well as “real world” experience in the applications they teach. The instructor teaching you today was chosen specifically for your class. When assigning an instructor we consider many variables. The instructor is available to answer questions throughout the day and after class.

Students can expect the following from an OFFICEPRO class:

Clearly stated class objectives

• •

The opportunity to express what they would like to achieve in class

Relevant training

• •

Hands-on training that allows students to learn by doing, not viewing A schedule for the day including lunch and break times

•

The chance to evaluate the instructor and the overall class.

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What to expect from OFFICEPRO?

Exercise Files

Training Manuals Contain •Discussions & Procedures •Notes & Warnings •Step-by-Steps

•Download from www.officeproinc.com or •Book publisher's website

Course Levels •2 to 3 levels of training for each topic •Call us at 301-468-3312 to learn how to further build your skills

Technical Support •Receive 1 year of post-training support on topics covered in class • Email: help@officeproinc.com • Phone: 301-468-3312

Microsoft Office Specialist Certifications •Validate skills needed to use features of Microsoft Office applications •Contact OFFICEPRO to schedule an exam!

Copyright & Trademarks Copyright 2014 by OFFICEPRO, Inc.. All rights reserved. Information in this document is subject to change without notice and does not represent a commitment on the part of OFFICEPRO. Trademarked names appear throughout this book. Rather than list the names and entities that own the trademarks or insert a trademark symbol with each mention of the trademark name, OFFICEPRO states that it is using the names for editorial purposes and to the benefit of the trademark owner with no intention of infringing upon the trademark. Disclaimer OFFICEPRO has made every effort to ensure the accuracy of this document. If you should discover any discrepancies, please notify us immediately.

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Table of Contents

ABOUT OFFICEPRO – WE CHANGE LIVES! ...............................................................I

WHAT TO EXPECT FROM OFFICEPRO?...................................................................II

TABLE OF CONTENTS...........................................................................................III

LESSON 1 -

WORKING WITH HEADERS AND FOOTERS .......................................1 Creating Headers/Footers using the Galleries .........................................................2 Inserting Page Numbers using the Gallery ...............................................................4 Inserting the Current Date........................................................................................6 Creating a First Page Header and Footer .................................................................9 Alternating Odd and Even Headers/Footers ..........................................................11 Setting the Starting Page Number..........................................................................14 Exercise...................................................................................................................18 USING SECTION BREAKS ...............................................................21 Working with Section Breaks..................................................................................22 Inserting a Next Page Break ...................................................................................23 Formatting a Section ..............................................................................................24 Inserting a Continuous Break .................................................................................26 Inserting an Odd/Even Page Break.........................................................................28 Removing a Section Break ......................................................................................30 Inserting Automatic Section Breaks .......................................................................30 Modifying a Section Break......................................................................................33 Exercise...................................................................................................................35 USING STYLES ..............................................................................37 Using the Quick Styles Gallery ................................................................................38 Using Style Inspector ..............................................................................................41 Managing Styles......................................................................................................43 Applying Styles........................................................................................................45 Creating a Style.......................................................................................................47 Adding a Style to the Quick Styles Gallery..............................................................49 Editing an Existing Style..........................................................................................51 Clearing Formats and Styles ...................................................................................53

LESSON 2 -

LESSON 3 -

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Deleting a Style.......................................................................................................55 Exercise...................................................................................................................58 USING QUICK PARTS ....................................................................61 Creating a Quick Part..............................................................................................62 Adding Quick Parts to a Document ........................................................................64 Inserting Document Property Fields.......................................................................66 Using the Building Blocks Organizer .......................................................................69 Exercise...................................................................................................................72 WORKING WITH TABLES...............................................................73 Creating a Table......................................................................................................74 Navigating a Table ..................................................................................................76 Entering Text into a Table.......................................................................................77 Inserting a Blank Line..............................................................................................78 Using Table Styles...................................................................................................79 Hiding and Showing Gridlines.................................................................................81 Using the Draw Table Feature ................................................................................83 Converting Existing Text into a Table .....................................................................86 Exercise...................................................................................................................90 EDITING A TABLE..........................................................................93 Selecting Table Components ..................................................................................94 Selecting the Entire Table.......................................................................................95 Inserting Rows and Columns into a Table ..............................................................96 Merging Cells ..........................................................................................................99 Rotating Text in a Table........................................................................................100 Changing Column Width and Row Height ............................................................102 Aligning Table Text ...............................................................................................104 Distributing Rows and Columns Evenly ................................................................105 Splitting Cells ........................................................................................................106 Deleting Columns and Rows .................................................................................108 Setting Table Properties .......................................................................................109 Converting a Table into Text ................................................................................113 Creating a Table Heading......................................................................................115

LESSON 4 -

LESSON 5 -

LESSON 6 -

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Exercise.................................................................................................................117

LESSON 7 -

APPLYING BORDERS AND SHADING ............................................ 119 Using Borders and Shading...................................................................................120 Adding Borders and Shading to Text ....................................................................121 Adding a Border to a Page....................................................................................124 Adding a Border to a Table...................................................................................126 Removing a Border from a Table..........................................................................128 Adding and Removing Shading.............................................................................130 Exercise.................................................................................................................133 SORTING TABLE DATA ................................................................ 135 Designing a Table to be Sorted.............................................................................136 Sorting a Table Alphabetically ..............................................................................136 Sorting a Table Numerically..................................................................................139 Sorting a Table by Date ........................................................................................141 Sorting a Table by Multiple Columns....................................................................143 Exercise.................................................................................................................147 WORKING WITH COMMENTS AND REVISIONS ............................ 149 Enabling Change Tracking.....................................................................................150 Setting Change Tracking Options .........................................................................151 Disabling Change Tracking....................................................................................155 Inserting Comments .............................................................................................156 Managing Comments ...........................................................................................158 Viewing and Navigating Comments .....................................................................160 Reply to Comment and Mark Resolved................................................................163 Enabling Balloon Options .....................................................................................165 Selecting Options for Show Markup.....................................................................167 Displaying the Reviewing Pane.............................................................................169 Comparing Documents.........................................................................................172 Combining Multiple Revisions ..............................................................................176 Reviewing Tracked Changes .................................................................................183 Accepting/Rejecting All Changes ..........................................................................186 Printing Markup....................................................................................................192

LESSON 8 -

LESSON 9 -

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Lock Track Changes...............................................................................................193 Exercise.................................................................................................................195 WORKING WITH AUTOFORMAT ................................................. 197 Using AutoFormat as You Type ............................................................................198 Changing AutoFormat Options .............................................................................200 Exercise.................................................................................................................204 INSERTING DATES AND SYMBOLS ............................................... 207 Inserting the Date and Time .................................................................................208 Inserting Symbols .................................................................................................210 Inserting Special Characters .................................................................................213 USING THE NAVIGATION PANE................................................... 217 Use the Navigation pane to Search a Document..................................................218 Using Advanced Find ............................................................................................220 Browse by Objects ................................................................................................223 Finding Special Characters....................................................................................224 Finding a Format...................................................................................................227 Using Replace .......................................................................................................230 Exercise.................................................................................................................233

LESSON 10 -

LESSON 11 -

LESSON 12 -

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Lesson 1 - W ORKING WITH H EADERS AND F OOTERS This lesson covers the following objectives:

Creating Headers/Footers using the Galleries Inserting Page Numbers using the Gallery Inserting the Current Date Creating a First Page Header/Footer Alternating Odd and Even Headers/Footers Setting the Starting Page Number Exercise

Lesson 1 – Working with Headers and Footers

Word 2016

C REATING H EADERS /F OOTERS USING THE G ALLERIES  D ISCUSSION Create your own headers and footers for a document or use the predesigned headers and footers Word provides which can be applied easily to your document. The predefined headers and footers are listed and displayed in the Built-In sections in the Header and Footer drop-down lists.

If you create your own header or footer, save it for future use in the Header and Footer galleries.

Create a footer

NOTE If you cannot find any built-in header and footer designs in the galleries, the Building Blocks add-in may be unavailable. To make sure that built-in designs appear in all Word Building Block galleries, enable Building Blocks.dotx . You will find this under Word Options in the Office menu; select Add-Ins then select Disabled Items in the Manage list and click Go .

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Word 2016

Lesson 1 – Working with Headers And Footers



P ROCEDURES

1. Select the Insert tab

.

2. Select the Header button . 3. From the gallery of headers, select the desired header. 4. Edit the header as desired.

5. Select the Footer button

on the Header & Footer Tools tab.

6. From the gallery of footers, select the desired footer. 7. Edit the footer as desired.



S TEP - BY -S TEP From the Student Data directory, open HDRFTR2.DOCX .

Create headers and footers using the galleries.

Steps

Practice Data

1. Select the Insert tab.

Click

The Insert tab is displayed.

2. Select the Header button. The Header gallery appears.

Click

3. From the gallery, select the desired header. The selected header is applied to the document and the insertion point is positioned in the header. The Header & Footer Tools contextual tab appears.

Scroll as necessary and click ViewMaster

Leave the header text as it is; it is using the Title field specified in document properties

4. Edit the header as desired.

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Lesson 1 – Working with Headers and Footers

Word 2016

Steps

Practice Data

5. Select the Footer button on the Header & Footer Tools tab. The Footer gallery appears.

Click

6. From the gallery, select the desired footer. The selected footer is applied to the document and the insertion point is positioned in the footer.

Scroll as necessary and click ViewMaster

7. Edit the footer as desired. The footer is edited.

Press [Delete] twice to remove [Type text]

Close HDRFTR2.DOCX.

I NSERTING P AGE N UMBERS USING THE G ALLERY  D ISCUSSION If you want a document to contain page numbers, Word can automatically number each page and will then keep the numbering updated as you edit the document. Insert a page number into the document header or the footer, or into the left or right margins.

Word provides a variety of styles and formats from which you can choose, but after making a selection edit the results to suit your needs. You can also add extra text; for example, if you insert a plain number you can type the word Page .

You can see the headers and footers in your document when working in Print Layout view. They appear grayed-out and you cannot edit them from the body of the document. Edit the page numbers through the headers and footers.

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Word 2016

Lesson 1 – Working with Headers And Footers

Insert the page number

NOTE Word only allows you to insert one page number in each location; for example, if you already have a page number in the header and attempt to add a second one, it replaces the first). However, you can insert a page number in each location available (header, footer, and side margins), so be careful that you do not end up unintentionally duplicating the page numbers.



P ROCEDURES

1. Select the Insert tab

.

2. Select Page Number in the Header & Footer group. 3. Select the relevant option depending on the required page number location. 4. Select an option, based on the desired location and style.

5. Click Close Header and Footer

.



S TEP - BY -S TEP Insert page numbers using the gallery.

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Lesson 1 – Working with Headers and Footers

Word 2016

Open a new, blank document, if necessary. Make sure you are in Print Layout view.

Steps

Practice Data

1. Select the Insert tab. The Insert tab appears.

Click

2. Select Page Number in the Header & Footer group.

The Page Number menu opens.

Click

3. Select the relevant option

Point to Page Margins

depending on the required page number location. The Page Number submenu opens. 4. Select an option, based on the desired location and style. The page number is inserted. The Header opens, with the Header & Footer Tools tab appears. 5. Click Close Header and Footer . The header closes and, the Home tab appears.

Click Accent Bar, Left

Click

I NSERTING THE C URRENT D ATE  D ISCUSSION

Word can automatically add the current date in the document header or footer. This task is accomplished using the Date & Time button in the Header & Footer Tools tab. Word inserts the date as a field, which then updates automatically to show the current date. You can choose from a variety of formats.

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Word 2016

Lesson 1 – Working with Headers And Footers

Select the desired date format

NOTE Use the Date and Time dialog box to enter the current time, or a combination of the current date and time.



P ROCEDURES

1. Select the Insert tab

.

2. Select the Header button

or Footer button

in the Header & Footer

group. 3. Select the Edit Header or Edit Footer option. 4. Position the insertion point where you want to insert the current date.

5. Select the Date & Time button

in the Insert group.

6. Select the desired date format. 7. Select OK .

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Lesson 1 – Working with Headers and Footers

Word 2016



S TEP - BY -S TEP Insert the current date into the header or footer of a document.

Open a new, blank document.

Steps

Practice Data

1. Select the Insert tab. The Insert tab displays.

Click

2. Select the Header or Footer button in the Header & Footer group. The Header or Footer gallery appears. 3. Select the Edit Header or Edit Footer option. The Header or Footer area opens for editing and the Header & Footer Tools tab appears. 4. Position the insertion point where you want to insert the current date. The insertion point appears in the new location. 5. Select the Date & Time button in the Insert group. The Date and Time dialog box opens.

Click

Click Edit Header

Press [Tab] twice

Click

6. Select the desired date format. The desired format is selected.

Click the third option in the list

7. Select OK .

Click OK

The Date and Time dialog box closes and the date is inserted in the selected location.

Practice the Concept: Select the Go to Footer button in the Navigation group. Press [Tab] twice. Select the Date & Time button in the Insert group. Select the last time format option in the list. Click OK .

Close the Header & Footer Tools tab. Close the document without saving it.

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Word 2016

Lesson 1 – Working with Headers And Footers

C REATING A F IRST P AGE H EADER AND F OOTER  D ISCUSSION In many documents, the first page has a different header and footer than the rest of the document. If you do not want to display the header or footer on the title page, you can choose to have a different first page header or footer.

Use the Previous Section and Next Section buttons on the Header & Footer toolbar to navigate between the different headers and footers.

Create first page header



P ROCEDURES

1. Select the Insert tab

.

2. Select the Header button

or Footer button

in the Header & Footer

group. 3. Select the Edit Header or Edit Footer option. 4. Select the Different First Page option in the Options group. 5. Enter the First Page Header or First Page Footer content as desired.

6. Select the Next Section button

in the Navigation group to display the

next header area.

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Lesson 1 – Working with Headers and Footers

Word 2016

7. Add the Header or Footer content as desired.



S TEP - BY -S TEP From the Student Data directory, open DIFHEAD.DOCX . Create a first page header or footer.

Steps

Practice Data

1. Select the Insert tab. The Insert tab displays.

Click

2. Select the Header or Footer button in the Header & Footer group. The Header or Footer gallery displays. 3. Select the Edit Header or Edit Footer option. The Header or Footer area opens for editing and the Header & Footer Tools tab displays. 4. Select the Different First Page option in the Options group. The Different First Page option is selected and the First Page Header and First Page Footer are created. 5. Enter the First Page Header or First Page Footer content as desired. The content appears in the Header or Footer areas.

Click

Click Edit Header

Click Page

Different First

In the Insert group, click the Date & Time button. Select the preferred date format. Select OK .

6. Select the Next Section button in the Navigation group to display the next Header area. The next Header area displays.

Click

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Word 2016

Lesson 1 – Working with Headers And Footers

Steps

Practice Data

7. Enter the Header or Footer content as desired. The content appears in the header or hooter areas.

In the Header & Footer group, select the Page Number button Select the Top of Page option. Select Accent Bar 1 from the gallery.

Close the Header & Footer Tools tab.

Select the File tab, point to Print , and adjust the Zoom to show two pages in the Preview. View the first two pages. Notice that the headers are different on the first and the subsequent pages. Return to the Home tab.

A LTERNATING O DD AND E VEN H EADERS /F OOTERS  D ISCUSSION Documents printed on both sides and bound in book form contain facing pages. You can create different header and footer content for odd- and even-numbered pages. For example, alternate page numbers by left-aligning the page number for even page footers and right-aligning the page number for odd page footers. You can also create odd and even headers and footers that contain different text.

Use the Previous Section and Next Section buttons on the Header & Footer toolbar to navigate between the different headers and footers.

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Lesson 1 – Working with Headers and Footers

Word 2016

Create an even page footer



P ROCEDURES

1. Select the Insert tab

.

2. Select the Header button

or Footer button

in the Header & Footer

group. 3. Select the Edit Header or Edit Footer option. 4. Select the

Different Odd & Even Pages option in the Options group.

5. Select the Next Section button in the Navigation group to display the Even Page Header area, if necessary. 6. Enter the Even Page Header or Even Page Footer content as desired. 7. Select the Next Section or Previous Section button in the Navigation group to display the Odd Page Header area. 8. Enter the Odd Page Header or Odd Page Footer content as desired. or Previous Section button



S TEP - BY -S TEP Alternate odd and even headers or footers.

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Word 2016

Lesson 1 – Working with Headers And Footers

Steps

Practice Data

1. Select the Insert tab. The Insert tab appears.

Click

2. Select the Header or Footer button in the Header & Footer group. The Header or Footer gallery appears. 3. Select the Edit Header or Edit Footer option. The Header or Footer area opens for editing and the Header & Footer Tools tab appears. 4. Select the Different Odd & Even Pages option in the Options group. The Different Odd & Even Pages option is selected and the Odd Page and Even Page headers and footers are created. 5. Select the Next Section or Previous Section button in the Navigation group to display the Even Page Header area, if necessary. The Even Page Header area appears. 6. Type the Even Page Header or Even Page Footer content as desired. The content appears in the Header or Footer areas.

Click

Click Edit Header

Click

Different Odd &

Even Pages

Click

In the Header & Footer group, click the Page Number button.

Click the Top of Page option.

Select Accent Bar 1 from the gallery.

7. Select the Next Section or Previous Section button in the Navigation group to display the Odd Page Header area. The Odd Page Header area appears.

Click

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Lesson 1 – Working with Headers and Footers

Word 2016

Steps

Practice Data

8. Enter the Odd Page Header or Odd Page Footer content as desired. The content appears in the header or footer areas.

Follow the instructions shown below the table to add content to the header and footer.

Now that we have different odd and even headers this choice of page number style is no longer appropriate. Select the Page Number button in the Header & Footer group. Point to the Top of Page option, and select Accent Bar 2 from the gallery.

Select the Previous Section button in the Navigation group to return to the Even Page Header area. Select the Go to Footer button in the Navigation group to display the Even Page Footer area. Press [Tab] and type Worldwide Sporting Goods .

Select the Next Section button in the Navigation group to display the Odd Page Footer area. Press [Tab] and type Fitness Equipment Show .

Close the Header & Footer Tools tab.

Select the File Tab , point to Print , and select Print Preview . Select the Two Pages button in the Zoom group. Notice that the headers and footers are different on the first, the even and the odd pages. Return to a one page view and close Print Preview.

S ETTING THE S TARTING P AGE N UMBER  D ISCUSSION

The Page Number Format dialog box is where you select a number format other than the default option of 1, 2, 3 . Options include letters and Roman numerals. It also enables you to add chapter numbers to the page numbers, based on the heading styles. You can also control page numbering by specifying the beginning page number.

Although Word automatically starts numbering pages at page 1, you can start page numbering on a different number. If your document is inserted at page 5, start your first page number at 5 so that the page numbers in the header or footer agree with the final printed document.

If your document contains a cover page, you may want to reset your page numbers. Page numbers are usually not printed on the document’s cover page, and the cover page is not

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Word 2016

Lesson 1 – Working with Headers And Footers

usually considered part of the page count. Therefore, you may want the second page to be page 1 rather than page 2. Do this by designating the starting page number (the cover page) as 0; then, the next page is page 1.

The Page Number Format dialog box

NOTE If your document contains several front pages you do not want included in the page count, use section breaks to control the page numbering and the numbering styles.



P ROCEDURES

1. Select the Insert tab

.

2. Select the Page Number button

in the Header & Footer group.

3. Select the Format Page Numbers option.

4. Select the Number format list

.

5. Select the desired format. 6. Select the

Start at option under Page numbering .

7. Enter the desired starting page number in the Start at spin box . 8. Select OK .

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Lesson 1 – Working with Headers and Footers

Word 2016



S TEP - BY -S TEP Set the starting page number.

If necessary, switch to Print Layout view.

Steps

Practice Data

1. Select the Insert tab. The Insert tab appears.

Click

2. Select the Page Number button in the Header & Footer group. The Page Number menu appears.

Click

3. Select the Format Page Numbers option. The Page Number Format dialog box opens. 4. Select the Number format list. A list of available number formats appears.

Select Format Page Numbers

Click Number format

5. Select the desired format.

Click 1, 2, 3, ... if necessary

The selected format appears in the Number format box.

6. Select the Start at option under Page numbering . The Start at option is selected.

Click At

Start at

7. Enter the desired starting page

Click

to 0

number in the Start at spin box. The number appears in the Start at spin box.

8. Select OK .

Click OK

The Page Number Format dialog box closes and the page numbering is formatted.

Notice that the page number does not appear at the top of the first page. Scroll to the top of the second page, which is the first page with content. Notice that the page numbering in the second page header starts on page 1.

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Word 2016

Lesson 1 – Working with Headers And Footers

Notice that despite this change to the page numbering format, the Status Bar shows the second page as Page: 2 of 4 . Word still numbers the pages consecutively from the first page in the document, no matter what page numbering format you use. The document pagination will not show in the document unless you insert it; however, you need to remember that when printing, for example, page 2, Word will print the second page of the document, not the page numbered or formatted as 2 in the content.

Close DIFHEAD.DOCX.

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Lesson 1 – Working with Headers and Footers

Word 2016

E XERCISE

W ORKING WITH H EADERS AND F OOTERS



E XERCISE Create headers and footers for a document.

1. Open Headerex.docx . 2. Open the Header area for editing. 3. Change the header so that the first page is different. 4. Leave the first page header blank and switch to the first page footer. 5. Select the Quick Parts button in the Insert group, then select Field . Scroll down to find the Filename field and select OK . Add the current date at the right tab position, using the format that includes the day of the week. 6. Display the horizontal ruler. Adjust the tab stops by dragging the centered tab stop to 3.25 and the right tab stop to 6.5. 7. Display the next footer. In the center of the footer, type the word Page , add a space, and insert the page number (select Current Position , then Plain Number ). Then, adjust the tab stops by dragging the centered tab stop to 3.25 and the right tab stop to 6.5. 8. Switch to the header. Type All Products at the right margin. 9. Adjust the right tab stop by dragging it to 6.5 so that the header text is aligned to the right margin of the document. 10. Use the Page Number Format dialog box to reset the starting page number to 0 . 11. Close the Header & Footer Tools tab. 12. Look at the document in Print Preview . Notice that the cover page does not contain a header and that the first page of the document containing body text is numbered Page 1 . 13. Close the document without saving it.

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Word 2016

Lesson 1 – Working with Headers And Footers

Completed Exercise

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Lesson 2 - U SING S ECTION B REAKS This lesson covers the following objectives:

Working with Section Breaks Inserting a Next Page Break Formatting a Section Inserting a Continuous Break Inserting an Odd/Even Page Break Removing a Section Break Inserting Automatic Section Breaks Modifying a Section Break Exercise

Lesson 2 – Using Section Breaks

Word 2016

W ORKING WITH S ECTION B REAKS  D ISCUSSION A section is a portion of a document and can include as little as one paragraph or the entire document.

Usually, you create a section to format it differently from the rest of the document. If you want to change the margins, page layout, page orientation, column formats, page numbering, or headers and footers within part of a document, you can do that within a new section.

In Print Layout view, a section break is only visible when you show the formatting marks. In Draft view, a section break is always visible. It appears as a double dotted line in the document and is identified by the words Section Break , followed by the type of break in parentheses.

A Next Page section break in Print Layout view

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Word 2016

Lesson 2 – Using Section Breaks

NOTE You can review section formatting by opening the Reveal Formatting task pane (available via the Style Inspector task pane) and expanding the Section heading. In addition, you can click the Margins , Layout , Paper , or Header and Footer heading in the Reveal Formatting task pane to open the Page Setup dialog box.

I NSERTING A N EXT P AGE B REAK  D ISCUSSION

You can create a section that starts from a new page by inserting a Next Page section break. For instance, you may need to print one page of a document in landscape orientation and the rest of the document in portrait orientation. To perform this task, you can create one or more Next Page sections and adjust the page layouts for each section as desired.

The Section Breaks menu



P ROCEDURES

1. Position the insertion point where you want to create a new section. 2. Select the Layout tab. 3. Select the Breaks button in the Page Setup group. 4. Select the Next Page option.

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Lesson 2 – Using Section Breaks

Word 2016



S TEP - BY -S TEP From the Student Data directory, open AWARD1.DOCX . Insert a Next Page section break.

If necessary, show the formatting markings.

Steps

Practice Data

1. Position the insertion point where you want to create a new section. The insertion point appears in the new location.

Scroll as necessary and click to the left of the text Directions and Information

2. Select the Layout tab. The Layout tab appears.

Click Layout

3. Select the Breaks button in the Page Setup group. The Section Breaks menu appears.

Click

4. Select the Next Page option.

Click Next Page

The Section Breaks menu closes, a Next Page section break appears at the insertion point, and the automatic pagination is adjusted accordingly.

F ORMATTING A S ECTION  D ISCUSSION

After you have created a new section, you can set different margins, page layouts, page orientations, column formats, page numbering, headers, and footers for each section in the document.

Section formatting is stored in the Section Break mark found at the end of each section.

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Word 2016

Lesson 2 – Using Section Breaks

NOTE Many of the dialog boxes used to create page formats contain an Apply to list from which you can choose how you want the page format to be applied. The choices can include Whole Document , Selected text , This section , or This point forward . You can copy and paste section breaks to reproduce the section formatting in another area of the document. Before you apply any page formatting, the insertion point must be positioned in the section you want to format. 1. Position the insertion point in the section you want to format. 2. Select the Layout tab. 3. Select the launcher arrow button in the Page Setup group. 4. Select the desired tab. 5. Select the desired options. 6. Select the Apply to list . 7. Select the desired option. 8. Select OK .



P ROCEDURES



S TEP - BY -S TEP Format a section of a document.

Steps

Practice Data

1. Position the insertion point in the section you want to format. The insertion point appears in the new location.

Press [Ctrl+Home]

2. Select the Layout tab. The Layout tab appears.

Click Layout

3. Select the launcher arrow button in the Page Setup group. The Page Setup dialog box opens.

Click Page Setup

4. Select the desired tab.

Click the Layout tab, if necessary Follow the instructions below the table before continuing to the next step

The corresponding page appears.

5. Select the desired options.

The desired options are selected.

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Steps

Practice Data

6. Select the Apply to list.

Click Apply to

A list of available options appears.

7. Select the desired option. The option is selected.

Click This section , if necessary

8. Select OK .

Click OK

The Page Setup dialog box closes, and the section is formatted accordingly.

Click the Vertical alignment list and select Center .

Return to the table and continue to step 6.

Select the View tab, and select the Two Pages button in the Zoom group so that you can view both pages of the document. Notice the different page formatting in each section. Then, select the 100% button in the Zoom group to return to the regular view. Close AWARD1.DOCX.

I NSERTING A C ONTINUOUS B REAK  D ISCUSSION

To create a new section on the same page as the previous section, you must insert a Continuous section break. You would use this type of break to create multiple layouts on the same page. For instance, you might insert a Continuous section break to add newspaper style columns to one part of a page.

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Continuous sections with different margins



P ROCEDURES

1. Position the insertion point where you want to begin the new section. 2. Select the Page Layout tab. 3. Select the Breaks button in the Page Setup group. 4. Select the Continuous option. and



S TEP - BY -S TEP From the Student Data directory, open EQUIP1.DOCX . Insert a Continuous section break.

Display the formatting marks and make sure you are in Print Layout view. Notice that the table is truncated at the right margin.

Steps

Practice Data

1. Position the insertion point where you want to begin the new section. The insertion point appears in the new location.

Click in the blank line above the table

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Steps

Practice Data

2. Select the Page Layout tab. The Page Layout tab appears.

Click Page Layout

3. Select the Breaks button in the Page Setup group. The Section Breaks menu appears. 4. Select the Continuous option. The Section Breaks menu closes and a Continuous section break appears at the insertion point.

Click

Click Continuous

Position the insertion point in the section containing the table (but not in the table itself) and use the Page Setup dialog box to change the left margin of the section to 0.5 inch (or 1.25cm). Notice that the left margin of the section containing the table is different than the rest of the document. The paragraphs of text below the table are also included in the section formatting.

Practice the Concept: Click in the blank line below the table and add another Continuous section break between the table and the following paragraph of text. Change the left margin of the section below the table to 1.25 inch (or 3.17cm).

Select the View tab, and select the One Page button in the Zoom group so that you can view the whole page. Notice the different margins in each section of the document. Then, select the 100% button in the Zoom group to return to the regular view.

I NSERTING AN O DD /E VEN P AGE B REAK  D ISCUSSION

You can create an Even Page section break to begin a new section on the next even-numbered page or an Odd Page section break to begin a new section on the next odd-numbered page. For instance, you might want to begin the first page of each chapter on an odd-numbered page.

If necessary, Word prints a blank page to force the section to the next even-numbered or odd- numbered page.  P ROCEDURES 1. Position the insertion point where you want to begin the new section.

2. Select the Page Layout tab. 3. Select the Breaks button

in the Page Setup group.

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4. Select the Odd Page or Even Page option.



S TEP - BY -S TEP Insert an Odd Page or Even Page section break.

Move to the top of the document. Notice that the status bar displays the page number as Page: 1 of 1 .

Steps

Practice Data

1. Position the insertion point where you want to begin the new section. The insertion point appears in the new location.

Click in the blank line below the Equipment Showcase title

2. Select the Page Layout tab. The Page Layout tab appears.

Click Page Layout

3. Select the Breaks button in the Page Setup group. The Section Breaks menu appears. 4. Select the Odd Page or Even Page option. The Section Breaks menu closes, an Odd Page or Even Page section break appears at the insertion point, and the automatic pagination is adjusted accordingly.

Click

Click Odd Page

Notice that the status bar now displays the page number as Page: 3 of 3 . Word has inserted a blank page (page 2) in order to force the new section to start on an odd-numbered page.

View the three pages using Print Preview . Select the File Tab , point to Print , and select Print Preview . Press [Page Up] twice to view pages 1 and 2. Close Print Preview .

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R EMOVING A S ECTION B REAK  D ISCUSSION

When you remove a section break, you also remove the formatting associated with that section. The Section Break mark stores the formatting for the section above it, just as the paragraph mark stores the formatting of the paragraph preceding it.

When you remove a section break, the text above the deleted section break assumes the section formatting of the text below the deleted section break.  P ROCEDURES 1. Select the Section Break mark for the section break you want to remove. 2. Press [Delete] .  S TEP - BY -S TEP Remove a section break.

Display the formatting marks and make sure you are in Print Layout view. Move to the top of the document.

Steps

Practice Data

1. Select the Section Break mark for the section break you want to remove. The Section Break mark is selected.

Click the Section Break (Odd Page) mark below the Equipment Showcase title

2. Press [Delete] .

Press [Delete]

The section break is removed.

Close EQUIP1.DOCX.

I NSERTING A UTOMATIC S ECTION B REAKS  D ISCUSSION

Word can automatically insert section breaks when you format only a portion of existing document text. If you select text and then perform a command that can only be applied to a

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section, Word inserts the necessary section breaks and applies the command to the selected text, unless you specify otherwise.

Also, there are other times when Word will automatically insert a section break into a document. For example, Word inserts a section break each time you create a table of contents.

Inserting automatic section breaks



P ROCEDURES

1. Select the text you want to format. 2. Select the Layout tab. 3. Select the launcher arrow button in the Page Setup group. 4. Select the desired tab. 5. Select the desired options. 6. Select the Apply to list . 7. Select Selected text . 8. Select OK .



S TEP - BY -S TEP From the Student Data directory, open EQUIP2.DOCX . Insert automatic section breaks.

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Display the formatting marks, and make sure you are in Print Layout view.

Select the View tab and select the Two Pages button in the Zoom group to view the document. Then select the 100% button in the Zoom group to return to the normal view.

Steps

Practice Data

1. Select the text you want to format. The text is selected.

Scroll as necessary, and drag to select the paragraph beginning Product specialists will... , the table, and the paragraph mark below the table

2. Select the Layout tab. The Layout tab appears.

Click Layout

3. Select the launcher arrow button in the Page Setup group. The Page Setup dialog box opens.

Click Page Setup

4. Select the desired tab.

Click the Margins tab, if necessary

The corresponding page appears.

5. Select the desired options. The options are selected.

Click Left

to 0.5 in

6. Select the Apply to list.

Click Apply to

A list of available options appears.

7. Select Selected text .

Click Selected text

The desired option appears in the Apply to box.

8. Select OK .

Click OK

The Page Setup dialog box closes and Word automatically inserts section breaks above and below the selected text.

Select the View tab, and use the Two Pages button to view the results of inserting the section breaks. Then, select the 100% button to return to the normal view.

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