Word 2016 Intermediate/Advanced

MICROSOFT WORD 2016

I NTERMEDIATE /A DVANCED

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

M ICROSOFT W ORD 2016

I NTERMEDIATE /A DVANCED

Presented by OFFICEPRO, Inc.

Manual # MS16-255-01S

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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OFFICEPRO, Inc.

Table of Contents

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

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

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

LESSON 1 -

INDENTING PARAGRAPHS ..............................................................1 Changing the Left Indent ..........................................................................................2 Indenting the First Line.............................................................................................3 Creating a Hanging Indent........................................................................................6 Creating a Right Indent.............................................................................................7 Exercise...................................................................................................................10 USING STYLES ..............................................................................11 Using the Quick Styles Gallery ................................................................................12 Using Style Inspector ..............................................................................................15 Managing Styles......................................................................................................17 Applying Styles........................................................................................................19 Creating a Style.......................................................................................................21 Adding a Style to the Quick Styles Gallery..............................................................23 Editing an Existing Style..........................................................................................25 Clearing Formats and Styles ...................................................................................27 Deleting a Style.......................................................................................................29 Exercise...................................................................................................................32 USING SECTION BREAKS ...............................................................35 Working with Section Breaks..................................................................................36 Inserting a Next Page Break ...................................................................................37 Formatting a Section ..............................................................................................38 Inserting a Continuous Break .................................................................................40 Inserting an Odd/Even Page Break.........................................................................42 Removing a Section Break ......................................................................................44 Inserting Automatic Section Breaks .......................................................................44 Modifying a Section Break......................................................................................47 Exercise...................................................................................................................49

LESSON 2 -

LESSON 3 -

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LESSON 4 -

WORKING WITH HEADERS AND FOOTERS .....................................51 Creating Headers/Footers using the Galleries........................................................52 Inserting Page Numbers using the Gallery .............................................................54 Inserting the Current Date......................................................................................56 Creating a First Page Header and Footer................................................................59 Alternating Odd and Even Headers/Footers ..........................................................61 Setting the Starting Page Number..........................................................................64 Exercise...................................................................................................................68 WORKING WITH TABLES...............................................................71 Creating a Table......................................................................................................72 Navigating a Table ..................................................................................................74 Entering Text into a Table.......................................................................................75 Inserting a Blank Line..............................................................................................76 Using Table Styles...................................................................................................77 Hiding and Showing Gridlines.................................................................................79 Using the Draw Table Feature ................................................................................81 Converting Existing Text into a Table .....................................................................84 Exercise...................................................................................................................88 EDITING A TABLE..........................................................................91 Selecting Table Components ..................................................................................92 Selecting the Entire Table.......................................................................................93 Inserting Rows and Columns into a Table ..............................................................94 Merging Cells ..........................................................................................................97 Rotating Text in a Table..........................................................................................98 Changing Column Width and Row Height ............................................................100 Aligning Table Text ...............................................................................................102 Distributing Rows and Columns Evenly ................................................................103 Splitting Cells ........................................................................................................104 Deleting Columns and Rows .................................................................................106 Setting Table Properties .......................................................................................107 Converting a Table into Text ................................................................................111 Creating a Table Heading......................................................................................113

LESSON 5 -

LESSON 6 -

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Exercise.................................................................................................................115

LESSON 7 -

WORKING WITH COMMENTS AND REVISIONS ............................ 117 Enabling Change Tracking.....................................................................................118 Setting Change Tracking Options .........................................................................119 Disabling Change Tracking....................................................................................123 Inserting Comments .............................................................................................124 Managing Comments ...........................................................................................126 Viewing and Navigating Comments .....................................................................128 Reply to Comment and Mark Resolved................................................................131 Enabling Balloon Options .....................................................................................133 Selecting Options for Show Markup.....................................................................135 Displaying the Reviewing Pane.............................................................................137 Comparing Documents.........................................................................................140 Combining Multiple Revisions ..............................................................................144 Reviewing Tracked Changes .................................................................................151 Accepting/Rejecting All Changes ..........................................................................154 Printing Markup....................................................................................................160 Lock Track Changes...............................................................................................161 Exercise.................................................................................................................163 USING MAIL MERGE................................................................... 165 Working with Mail Merge.....................................................................................166 Starting Mail Merge..............................................................................................167 Using the Mail Merge Wizard...............................................................................168 Identifying the Main Document ...........................................................................169 Creating a Recipient List .......................................................................................171 Customizing Columns in a Recipient List ..............................................................173 Rearranging Columns in a Recipient List ..............................................................176 Saving a Recipient List ..........................................................................................177 Entering Records into a Recipient List..................................................................178 Sorting Records to be Merged..............................................................................182 Highlighting Merge Fields.....................................................................................185 Inserting Merge Fields into a Document ..............................................................187 Previewing Merged Data ......................................................................................190

LESSON 8 -

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Merging to a New Document ...............................................................................192 Merging to the Printer..........................................................................................194 Sending Email Messages.......................................................................................195 Exercise.................................................................................................................201 CREATING A TABLE OF CONTENTS .............................................. 203 Using a Table of Contents.....................................................................................204 Generating a Table of Contents............................................................................205 Removing a Table of Contents..............................................................................207 Using Custom Styles .............................................................................................209 Viewing the TOC Field Code .................................................................................212 Updating a Table of Contents...............................................................................214 Inserting TC Field Codes .......................................................................................215 Using TC Fields......................................................................................................218 Using Outline Levels .............................................................................................220 Exercise.................................................................................................................225 USING BOOKMARKS................................................................... 227 Working with Bookmarks .....................................................................................228 Creating Bookmarks .............................................................................................228 Viewing Bookmarks ..............................................................................................230 Going to a Bookmark ............................................................................................231 Cross-referencing to a Bookmark .........................................................................233 Deleting a Bookmark ............................................................................................235 Exercise.................................................................................................................238 USING FOOTNOTES AND ENDNOTES........................................... 241 Using Notes...........................................................................................................242 Inserting Notes .....................................................................................................242 Setting Note Options ............................................................................................245 Viewing Notes.......................................................................................................247 Browsing Notes.....................................................................................................249 Moving and Copying Notes ..................................................................................251 Deleting a Note.....................................................................................................252 Exercise.................................................................................................................255

LESSON 9 -

LESSON 10 -

LESSON 11 -

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LESSON 12 -

PROTECTING A DOCUMENT........................................................ 257 Opening the Protect Document Button ...............................................................258 Restricting Document Formatting ........................................................................259 Restricting Document Editing...............................................................................263 Creating Restriction Exceptions............................................................................265 Exercise.................................................................................................................272

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Lesson 1 - I NDENTING P ARAGRAPHS This lesson covers the following objectives:

Changing the Left Indent Indenting the First Line Creating a Hanging Indent Creating a Right Indent Exercise

Lesson 1 – Indenting Paragraphs

Word 2016

C HANGING THE L EFT I NDENT  D ISCUSSION

Indenting a paragraph refers to moving it away from the left, the right, or both margins. This feature has many uses, including calling attention to sections in a document or indicating subordinate text. Additionally, the first line of each paragraph in many letters and documents is often indented from the left to improve readability.

The Indent buttons in the Paragraph group on the Home tab move the paragraph to the next tab stop. By default, tab stops are set every half-inch (0.5 in or 1.27 cm). Therefore, you can use the Increase Indent button to indent a paragraph to the right in half-inch increments and the Decrease Indent button to decrease a paragraph indent in half-inch increments.

Create a left indent

NOTE If you want to indent a different amount (such as 0.7 in), you can use the Indentation options ( Left or Right ) in the Paragraph dialog box.

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Word 2016

Lesson 1 – Indenting Paragraphs



P ROCEDURES

1. Position the insertion point in the paragraph you want to indent. 2. Click the Increase Indent or Decrease Indent

button in the Paragraph

group.



S TEP - BY -S TEP From the Student Data directory, open INDPAR.DOCX . Change the left indent of a paragraph.

If necessary, display the Home tab.

Steps

Practice Data

1. Position the insertion point in the paragraph you want to indent. The insertion point appears in the new location. 2. Click the Increase Indent or Decrease Indent button in the Paragraph group. The paragraph indent changes accordingly.

Click in the special offers line

Click three times

Practice the Concept: Select the three other paragraphs that make up the list ( discounts , free samples , and promotional items ) and the blank lines between them, and indent them one and a half inches, to line up under special offers . Select the entire list and use the Decrease Indent button to decrease the indent by one tab stop, to one inch.

Click in the special offers paragraph and open the Paragraph dialog box. Notice the Left indentation setting of 1 in or 2.54 cm .

I NDENTING THE F IRST L INE  D ISCUSSION

There are several ways in which you can indent a paragraph from the left margin. For example, you can indent only the first line of a paragraph. The first line indent is often used to begin a paragraph of text. It is easy to create this type of indent using the horizontal ruler.

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Lesson 1 – Indenting Paragraphs

Word 2016

The indent marker on the left side of the horizontal ruler is composed of two indent markers and a box. The top triangle is the First Line Indent marker and the bottom triangle is the Hanging Indent marker. The First Line Indent marker and the Hanging Indent marker move independently of each other; however, you can drag the Left Indent marker (the box) to move the First Line Indent and Hanging Indent markers simultaneously.

Indent Marker

Use

First Line Indent

Indents only the first line of the selected paragraph from the left margin. Indents all lines of a paragraph other than the first line from the left margin. Moves both the First Line Indent marker and the Hanging Indent marker simultaneously.

Hanging Indent

Left Indent

Indent first line

NOTE You can also use the Paragraph dialog box to set a first line indent. Select First line from the Special list and enter the amount of the indent in the By spin box.

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Word 2016

Lesson 1 – Indenting Paragraphs

NOTE After indenting text, you can easily apply the same indent settings to other paragraphs by using the Format Painter in the Clipboard group.



P ROCEDURES

1. Select the View tab and, in the Show group, select Ruler to display the rulers. 2. Select the paragraphs you want to indent. 3. Drag the First Line Indent marker on the horizontal ruler to the desired position.



S TEP - BY -S TEP Indent the first line of a paragraph using the horizontal ruler.

Steps

Practice Data

1. Select the View tab then, in the Show group, select Ruler . The rulers are displayed. 2. Select the paragraphs you want to indent. The paragraphs are selected. 3. Drag the First Line Indent marker on the horizontal ruler to the desired position. A dotted line appears as you drag and the indent is applied to the first line of each selected paragraph when you release the mouse button.

Click the Ruler check box

Scroll as necessary and drag to select the two paragraphs beginning Morning and Midday Drag to the first tab mark

Practice the Concept: Place the insertion point anywhere in the Morning or Midday paragraphs. Select Format Painter in the Clipboard group on the Home tab. Click in the Evening paragraph to apply the same indented formatting.

Select View tab > Show group > Ruler check box again to hide the rulers.

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Lesson 1 – Indenting Paragraphs

Word 2016

C REATING A H ANGING I NDENT  D ISCUSSION You can indent all the lines of a paragraph except the first line. This type of indent is known as a hanging indent. A hanging indent is often used for lists or bibliographic references.

Create hanging indent

NOTE You can also use the Paragraph dialog box to create a hanging indent. Select Hanging from the Special list and enter the amount of the indent in the By spin box. Be careful to drag only the triangular Hanging Indent marker. If you drag the Left Indent marker (bottom square), the First Line Indent marker will move as well.



P ROCEDURES

1. Select the View tab and, in the Show group, select Ruler to display the rulers. 2. Select the paragraphs you want to indent. 3. Drag the Hanging Indent marker on the horizontal ruler to the desired position.

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Word 2016

Lesson 1 – Indenting Paragraphs



S TEP - BY -S TEP Create a hanging indent using the horizontal ruler.

Steps

Practice Data

1. Select the View tab then, in the Show group, select Ruler . The rulers are displayed. 2. Select the paragraphs you want to indent. The paragraphs are selected. 3. Drag the Hanging Indent marker on the horizontal ruler to the desired position. The second and subsequent lines of each selected paragraph are indented accordingly.

Click the Ruler check box

Drag to select the three paragraphs beginning Morning , Midday , and Evening Drag to the second tab mark

Open the Paragraph dialog box and notice the Left and Hanging indentation settings.

C REATING A R IGHT I NDENT  D ISCUSSION You can indent a paragraph from the right margin. You may want to do this, for example, to make a paragraph stand out on a page or to indicate a subordinate paragraph.

You can indent selected text from the right margin by dragging the Right Indent marker on the horizontal ruler. The Right Indent marker is identical to the Hanging Indent marker, except that it appears alone near the right end of the horizontal ruler.

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Lesson 1 – Indenting Paragraphs

Word 2016

Create right indent

NOTE You can also use the Paragraph dialog box to create a right indent. Set the desired indentation using the Right spin box under Indentation .



P ROCEDURES

1. Select the View tab and, in the Show group, select Ruler to display the rulers. 2. Select the paragraphs you want to indent. 3. Drag the Right Indent marker on the horizontal ruler to the desired position.



S TEP - BY -S TEP Indent the right margin of a paragraph using the horizontal ruler.

If necessary, scroll the document to display the right indent marker.

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Word 2016

Lesson 1 – Indenting Paragraphs

Steps

Practice Data

1. Select the View tab then, in the Show group, select Ruler . The rulers are displayed. 2. Select the paragraphs you want to indent. The paragraphs are selected. 3. Drag the Right Indent marker on the horizontal ruler to the desired position. The paragraph indent changes accordingly.

Click the Ruler check box

Drag to select the three paragraphs beginning Morning , Midday , and Evening Drag to the second last tab mark

Open the Paragraph dialog box and notice the Right indentation setting. Close INDPAR.DOCX.

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Lesson 1 – Indenting Paragraphs

Word 2016

E XERCISE

I NDENTING P ARAGRAPHS



T ASK Work with paragraph indents.

1. Open Indentex.docx . 2. Create a first line indent of 0.5 inch (one tab stop) in the paragraph beginning Worldwide Sporting Goods manufactures... . 3. Increase the indent of the list starting with the word Equipment and ending with the word Memorabilia three tab stops to the right. 4. Create a hanging indent of 1.5 inches (three tab stops) for the Equipment paragraph below the list. 5. Indent the second paragraph under Equipment three tab stops to the right. 6. Create a hanging indent of 1.5 inches (three tabs) for the Clothing , Supplies , and Memorabilia paragraphs. 7. On page 2, indent the paragraph under Terms and Conditions of Sale one tab stop to the right. Then, create a right indent at one tab stop to the left for the same paragraph. 8. Close the document without saving it.

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Lesson 2 - U SING S TYLES This lesson covers the following objectives:

Using the Quick Styles Gallery Using Style Inspector

Managing Styles Applying Styles Creating a Style Adding a Style to the Quick Styles Gallery Editing an Existing Style Clearing Formats and Styles Deleting a Style Exercise

Lesson 2 – Using Styles

Word 2016

U SING THE Q UICK S TYLES G ALLERY  D ISCUSSION

A style is a group of formatting attributes that are saved with a style name. Styles make it simple to format text and paragraphs consistently. For example, if you format the subtitles in your document with a Tahoma 28-point font, small caps, and 16 points of space above and below the subtitle, you can create a style containing these attributes. Thereafter, you can easily format a new subtitle in one step, simply by applying the style to selected text.

There are three types of style: character, paragraph, and linked paragraph. You can apply styles as you type, or you can apply styles to existing text. Applying a style adds all the formatting attributes contained in that style to the selection.

The Quick Styles gallery, located in the Styles group on the Home tab, provides a rapid method of previewing and applying styles to selected text. Furthermore, Word provides predetermined sets of styles that work together well. These are called Style Sets and are applied to an entire document. You can choose an appropriate style set for your document and the styles that make up the style set are then made available in the Quick Styles gallery.

You can also open a Styles window by selecting the Styles dialog box launcher on the Home tab menu. Unlike the Font and Paragraph dialog boxes, the Styles window can be left open while you access other options. It can also be docked on either side of the document area by dragging it off to one side or the other.

The symbol next to a style name indicates which type of style it is:

Style Type

Symbol

Character Paragraph Linked paragraph and character

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Word 2016

Lesson 2 – Using Styles

Quick Styles gallery

NOTE The Quick Styles gallery is laid out in several rows. You can see the entire gallery by using the scroll buttons on the right of the gallery or by clicking on the Quick Styles Gallery list button. The style of the currently selected text is highlighted in the Quick Styles gallery on the Home tab and in the Styles window if it is open.



P ROCEDURES

1. Select the Home tab. 2. Select the Styles launcher . 3. Pick up the Styles window so that it can be repositioned in a convenient location. 4. Drop the Styles window in a convenient location. 5. To view the style applied to specific text, position the insertion point in the desired text. 6. To find all text formatted with a specific style, right-click the style you want to find in the Quick Styles gallery. 7. Select the Select All: option. 8. Position the insertion point elsewhere in the document to deselect the text. 9. Close the Styles window.

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Lesson 2 – Using Styles

Word 2016



S TEP - BY -S TEP From the Student Data directory, open STYLE1.DOCX . Use the Quick Styles gallery and style sets.

Steps

Practice Data

1. Select the Home tab.

Click Home

The Home tab is displayed.

2. Select the Styles dialog box launcher. The Styles window opens in the same location as it was when last closed. 3. Pick up the Styles window so that it can be repositioned in a convenient location. The Styles window floats.

Click the Styles

Drag the Styles window to the far left of the document area

4. Drop the Styles window in a convenient location.

Release the Styles window so that it docks on the left of the document area

The Styles window remains in the new location.

5. To view the style applied to specific text, position the insertion point in the desired text. The style applied to the text is highlighted in the Styles window and in the Quick Styles gallery in the Styles group on the Home tab.

In the document, click inside the heading Terms and Conditions of Sale

6. To find all text formatted with a

Right-click

specific style, right-click the style you want to find in the Quick Styles gallery. A list of available options appears.

7. Select the Select All option. All the text formatted with the designated style is selected.

Click Select All

8. Position the insertion point elsewhere the document to deselect the text. The text is deselected.

Click anywhere in the document area

9. Close the Styles window. The Style window closes.

Click

on the Styles

window

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Word 2016

Lesson 2 – Using Styles

U SING S TYLE I NSPECTOR  D ISCUSSION

It is sometimes useful to know whether text has been manually formatted instead of formatted using styles. Style Inspector is a convenient way to do this and enables you to clear manually applied formatting easily.

For example, if you apply a Style Set to a document and the styles are not updated in the way that you expect, you can use Style Inspector to check and reset the text to the default style formatting, which then allows the Style Set to take full effect.

Style Inspector

NOTE Like the Styles window, the Style Inspector window can be relocated or docked at either side of the document area and left open while opening dialog boxes such as Font or Paragraph and while working on the document. The Reset and Clear buttons in the Style Inspector window all look the same, but their location and their ScreenTips indicate their individual functions.

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Lesson 2 – Using Styles

Word 2016



P ROCEDURES

1. Select the Home tab. 2. Open the Styles window by selecting the Styles .

3. Open the from the Styles window. 4. Select the text that you want to inspect. 5. Clear manually applied formatting by selecting the desired Reset , Clear, or Clear All buttons. 6. Close the Style Inspector window. 7. Close the Styles window.



S TEP - BY -S TEP

Use Style Inspector.

Steps

Practice Data

1. Select the Home tab.

Click Home

The Home tab is displayed.

2. Open the Styles window by selecting the Styles dialog box launcher. The Styles window is displayed. 3. Open Style Inspector from the Styles window. The Style Inspector window is displayed. 4. Select the text that you want to inspect. Style Inspector indicates the paragraph and character styles and any additional manual formatting applied to the selected text. 5. Clear manually applied formatting by selecting the desired Reset , Clear or Clear All buttons. The formatting is reset or cleared accordingly. 6. Close the Style Inspector window. The Style Inspector window is closed.

Click the Styles

Click

Click WORLDWIDE in the sixth line of text

Click

Click on the Style Inspector window

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Word 2016

Lesson 2 – Using Styles

Steps

Practice Data

7. Close the Styles window.

Click on the Styles window

The Styles window is closed.

M ANAGING S TYLES  D ISCUSSION

There are over 200 styles built into Word 2016 and you can create your own styles. Most of the time you will want to use very few of these, but you may also want to apply more rigorous control of their use, or have different styles available for different types of documents. The Manage Styles dialog box is where you can organize the styles.

The Manage Styles dialog box provides options for editing, recommending, and restricting the use of specific styles and for setting defaults. Apply options to the styles used in the current document or to new documents based on the template that is used for the current document. You can also import or export styles between documents and templates.

On the Edit tab, you can specify the sort order as well as edit a specific style or create new styles.

Under the Recommend tab, you can determine which styles are listed by default in the recommended style list, the order in which they appear, and the circumstances under which they are listed or hidden.

On the Restrict tab, specify whether certain styles are available or restricted in some way when a document is protected from formatting changes.

Finally, on the Set Defaults tab, redefine the paragraph and character formatting to which all styles refer for their default settings.

NOTE A style can also be edited for the current document only or for all documents based on the current template. Right-click the style in the Quick Styles gallery and selecting the Modify... option.

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Lesson 2 – Using Styles

Word 2016



P ROCEDURES

1. Select the Home tab. 2. Open the Styles window by selecting the Styles dialog box launcher.

3. Select

from the Styles window.

4. Select the Set Defaults tab. 5. In the Font list, select the font that you want to apply as the default font.

6. Select

.



S TEP - BY -S TEP

Manage styles

Steps

Practice Data

1. Select the Home tab.

Click Home

The Home tab is displayed.

2. Open the Styles window by selecting the Styles dialog box launcher. The Styles dialog box is displayed. 3. Select Manage Styles from the Styles window. The Manage Styles dialog box opens.

Click the Styles

Click

4. Select the Set Defaults tab.

Click Set Defaults

The Set Defaults tab is displayed.

5. In the Font list, select the font that you want to apply as the default font. The selected font is highlighted and inserted in the Font box.

Scroll as necessary and click Arial

6. Select OK .

Click

The Manage Styles dialog box closes and the default font is applied to the document.

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Word 2016

Lesson 2 – Using Styles

A PPLYING S TYLES  D ISCUSSION

The Quick Styles gallery enables you to quickly apply an existing style to selected text. This helps ensure that all the headings, subheadings or paragraphs of text in a document are consistent in appearance and will remain consistent if a style is updated later.

You can apply any of the many styles already set up in Word 2010, or you can apply any styles that you have created or modified.

Expanded Quick Styles

NOTE Another good reason to apply styles to your document is to benefit from other Word features. For example, applied styles helps you quickly create a Table of Contents that can be easily updated, or use Outline View to get an overall view of the document structure. When exploring the list of styles available, hover the pointer over any style to see it previewed in your document. The style is only applied when you click to select it. If you accidentally click the style, you may not always notice that a change has been made. Although this action can be undone, be careful to only click when you mean to apply a style.

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Lesson 2 – Using Styles

Word 2016



P ROCEDURES

1. Select the Home tab. 2. Click in the paragraph to apply a style. 3. Click the required style in the Quick Styles gallery. 4. Drag to select the text to apply a style. 5. Release the mouse button. 6. Click the button to view the styles available. 7. Click the required style. 8. Click in the document to deselect the text.



S TEP - BY -S TEP

Apply styles.

Steps

Practice Data

1. Select the Home tab.

Click Home

The Home tab is displayed.

2. Click in the paragraph where you want to apply a style. The insertion point appears in the selected paragraph. 3. Click the required style in the Quick Styles gallery. The paragraph is formatted in the new style. 4. Drag to select the text that you want to apply a style to. The text is highlighted as you drag.

Click anywhere in Delivery in the second paragraph

Click Heading 2

Drag to select the text 45 days under the heading Payment

5. Release the mouse button. The text is selected.

Release the mouse button

6. Click the More button to view the styles available. The Quick Styles gallery expands.

Click the button in the Styles group on the Home tab Click Intense E... (Intense Emphasis)

7. Click the required style.

The text is formatted in the new style.

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Word 2016

Lesson 2 – Using Styles

Steps

Practice Data

8. Click in the document to deselect the text. The text is deselected.

Click anywhere in the document area.

C REATING A S TYLE  D ISCUSSION

The Quick Styles gallery provides a number of styles, organized into style sets, for you to use. Style sets are designed to offer a wide range of attractive and functional options for you to use in various circumstances. However, you may wish to create a new style to present some text in a particular way.

Create New Style from Formatting dialog box

NOTE The new style is available only in the document where you create it. To make the new style available to other documents as well, select the Manage Styles button in the Styles task pane, then select Import/Export to access the Organizer .



P ROCEDURES

1. Select the Home tab. 2. Drag to select the text that you want to change.

3. Release the mouse button. 4. Format the text as desired. 5. Highlight the formatted text.

6. Click the More

button in the styles section to display Quick Styles.

7. Select the Create a Style option. 8. Type a name for the new style in the Name field.

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Lesson 2 – Using Styles

Word 2016

9. Select OK .



S TEP - BY -S TEP

Create a style.

You want to create a new style. You can do this by formatting the relevant text and then creating the style based on that formatting.

Steps

Practice Data

1. Select the Home tab.

Click Home

The Home tab is displayed.

2. Drag to select the text that you want to change. The text is highlighted as you drag.

Drag to select the text Net payment is due in 45 days under the heading Payment

3. Release the mouse button. The text is selected.

Release the mouse button

4. Format the text as desired.

In the Paragraph group.

The text is formatted as intended for the new style.

Click Borders

>

•

Outside Border .

Click Increase Indent .

•

In the Font group, click Italics . Point to Net payment is due in 45 days

5. Highlight the formatted text. The text is selected.

6. Click the More button in the styles section. The Quick Styles appear.

Click

7. Select the Create a Style option

Click Create a Style

The Create New Style from Formatting dialog box appears.

8. Type a name for the new style in the Name field. The new name appears.

Type Payment Terms

9. Select OK .

Click OK

The new style is created.

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Lesson 2 – Using Styles

The new style has been created, and now appears as an option in the Quick Styles gallery.

Practice the Concept: Select the word Sporting under the heading Delivery . In the Styles section, click More , and select Create a Style . In the name field ,type Worldwide Emphasis . Click OK . Select Worldwide Sporting Goods in the first sentence and apply the new style. A DDING A S TYLE TO THE Q UICK S TYLES G ALLERY  D ISCUSSION The Quick Styles gallery, located in the Styles group on the Home tab, provides a rapid method to preview and apply styles to selected text. Word populates this gallery from its extensive library of styles with over 200 styles available. When you select a different Style Set to use with your document, the Quick Styles gallery is repopulated with the styles associated with the selected Style Set.

You can also add a style to the Quick Styles gallery, perhaps one you use regularly but does not appear in the gallery, a style you created yourself, or one that was removed and you want to replace.

O

Options for styles

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Lesson 2 – Using Styles

Word 2016

NOTE In the Styles task pane, the styles are listed with an icon to the right of each. The icons signify the style type -- character styles are marked with the paragraph styles with the and linked paragraph and character styles with the . Point to a style name to view the specifications then click the list arrow that appears on the right of the highlighted style to view the options available. If you click a style in the style pane, it is immediately applied to the selected text or paragraph where the insertion point is located. Be sure to right-click instead, unless you want the style to be applied immediately.



P ROCEDURES

1. Select the Home tab. 2. Select the Styles dialog box launcher . 3. Select Options... . 4. Select the Select styles to show: list. 5. Select the All styles option. 6. Select OK . 7. Activate the shortcut menu for the desired style in the Styles window by right clicking the desired style. 8. Select Add to Quick Style Gallery .



S TEP - BY -S TEP Add a style to the Quick Styles Gallery.

Steps

Practice Data

1. Select the Home tab.

Click Home

The Home tab is displayed.

2. Select the Styles dialog box launcher. The Styles dialog box opens in the same location as it was when last closed.

Click Styles

3. Select Options... .

Click Options...

The Style Pane Options dialog box opens.

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Lesson 2 – Using Styles

Steps

Practice Data

4. Select the Select styles to show: list. A list of options appears.

Click Select styles to show:

5. Select the desired option.

Click All styles

The selected option appears in the Select styles to show: box.

6. Select OK .

Click

The Style Pane Options dialog box closes and the Styles dialog box list changes accordingly. 7. Activate the shortcut menu for the desired style in the Styles window. An options pop-up appears. 8. Select Add to Quick Style Gallery . The style is added to the Quick Styles Gallery .

Scroll as necessary and right-click Block Text

Click Add to Quick Style Gallery

E DITING AN E XISTING S TYLE  D ISCUSSION

The Quick Styles gallery provides many styles for your use, organized into style sets designed to suit different purposes. You can also create entirely new styles. However, there may be times when you wish to adjust or edit an existing style within a document to meet a particular formatting need.

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Lesson 2 – Using Styles

Word 2016

Edit existing style

NOTE To check the existing formatting attributes for a style, open the Styles dialog box. Hover the pointer over any style and a popup window appears listing all relevant attributes. When you edit a style, all text formatted with that style is updated automatically. Before proceeding, think about whether you want the change to apply throughout the document, or just in one instance. 1. Select the Home tab. 2. Drag to select any text with the style that you want to edit. 3. Release the mouse button. 4. Format the text as desired. 5. Point to the style in the Styles group on the Home tab. 6. Click the right mouse button. 7. Select the Update [Style] to Match Selection option.



P ROCEDURES



S TEP - BY -S TEP

Edit an existing style.

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Word 2016

Lesson 2 – Using Styles

Steps

Practice Data

1. Select the Home tab.

Click Home

The Home tab is displayed.

2. Drag to select any text with the style that you want to edit. The text is highlighted as you drag.

Drag to select the text Payment in the fifth paragraph, which has the style Heading 2

3. Release the mouse button. The text is selected.

Release the mouse button

4. Format the text as desired.

In the Font group, click and select a dark green color option. Point to the Heading 2 style

The text is formatted as intended for the edited style.

5. Point to the style in the Styles group on the Home tab. The mouse pointer changes into an arrow.

6. Click the right mouse button. The shortcut menu appears.

Click the right mouse button

7. Select the Update [Style] to Match Selection option. The style is updated.

Click Update Heading 2 to Match Selection

The existing style has been updated. Note that all instances of text with this style in the document have been updated.

C LEARING F ORMATS AND S TYLES  D ISCUSSION

Use the Clear Formatting command to remove formatting and styles from text. When you remove all formatting and styles from text, it adopts the attributes of the Normal style. You can remove formatting and style from a single instance or from all instances of that formatting or style.

Since the Normal style is a paragraph style, all attributes such as font, paragraph, tab, border, language, and numbering are returned to the attributes defined by the Normal style.

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