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Uploaded by station Search icon An illustration of a magnifying glass. User icon An illustration of a person's head and chest. Sign up Log in. Web icon An illustration of a computer application window Wayback Machine Texts icon An illustration of an open book. Books Video icon An illustration of two cells of a film strip.

Video Audio icon An illustration of an audio speaker. Audio Software icon An illustration of a 3. Software Images icon An illustration of two photographs. Images Donate icon An illustration of a heart shape Donate Ellipses icon An illustration of text ellipses. Double-click the category name. To clear a template search 1. To the left of the search box, click the Home button. Open and move around in documents The Start screen that appears by default when you start Word displays a list of documents you worked on recently, and a link to open other existing documents.

Open existing documents If the document you want to open appears on the Start screen, you can open it directly from there. Otherwise, you can open documents that are stored locally on your computer, or in a remote storage location such as a Microsoft OneDrive folder or a Microsoft SharePoint document library, either from within Word or from the document storage location.

This is one of the tremendous benefits of the Office subscription model and 37 Chapter 2: Create and manage documents the cloud storage that comes with it—you can be up and running on a new computer in minutes, without having to move files or configure settings and preferences.

If you use multiple computers, you can use this very convenient feature to seamlessly transition between computers without having to actually transport files on a USB flash drive or hard drive or maintain multiple copies of files in different locations.

Pinned files appear in the Pinned section at the top of the list and are indicated by a thumbtack. Open documents in Protected view When you open a document from an online location such as a cloud storage location or email message or from a location that has been deemed unsafe, Word opens the file in Protected view, with most editing functions disabled.

The purpose of this is to prevent any malicious code from gaining access to your computer. In Protected view, the title bar displays Read-Only in brackets to the right of the file name, and a yellow banner at the top of the content pane provides information about why the file has been opened in Protected view.

If you know that the document is from a safe location or sender, and you want to edit the file content, you can choose to enable editing.

If you want to open documents from a specific online storage folder without going into Protected view, you can add that folder and its subfolders, if you want to your Trusted Locations list.

On the Start screen, in the Recent list, click the file name of the file you want to open. In the left pane of the Backstage view, click Open to display the Open page. With Recent selected at the top of the left pane of the Open page, scroll the file list in the right pane if necessary to locate the document you want to open. Then click the file name to open it. To pin a document to the Recent file list 1.

Display the Recent list on the Open page of the Backstage view. If necessary, scroll through the list to locate the file you want to pin.

Point to the file name, and then click the Pin button that appears to the right of the file name to add the file to the Pinned area at the top of the Recent list. To open any existing document 1. With Word running, display the Backstage view, and then click Open. In the Places list, click the local or network storage location where the file is stored. Then click any subfolders until you reach the folder you want. In the left pane, click Browse to open the Open dialog box.

Then click folders in the Navigation pane, double-click folders in the file pane, or enter the folder location in the Address bar. Double-click the document you want to open. To look through a document without making any inadvertent changes, you can open the document as readonly, open an independent copy of the document, or open it in Protected view. You can also open the document in a web browser. In the event of a computer crash or other similar incident, you can tell the app to open the document and try to repair any damage.

In your browser, navigate to the OneDrive folder. Browse to and click the file you want to open. If prompted to do so, enter the Microsoft account credentials associated with your OneDrive, and then click Sign in.

In File Explorer, navigate to the OneDrive folder. Browse to and double-click the file you want to open. When you finish, you can save the file as a document or as a PDF. In Word, display the Open page of the Backstage view, navigate to the file location, click the file, and then click Open.

Word converts the file to an editable Word document. If the file contains complicated formatting and layout, the Word version of the document might not be a perfect replica of the PDF, but most simple files convert quite cleanly. Move around in documents If you open a document that is too long or too wide to fit in the content pane, you can bring off-screen content into view without changing the location of the cursor by using the vertical and horizontal scroll bars.

The scroll bars appear only when the document is longer or wider than the content pane. You can make them reappear by moving the mouse. You can also move around in a document by moving the cursor. You can place the cursor in a specific location by clicking there, or you can move the cursor different distances and in different directions and by pressing keyboard keys.

The location of the cursor is displayed on the status bar. You can do this from the Navigation pane. From this tab, you can locate pages, sections, lines, bookmarks, comments, footnotes, endnotes, fields, tables, graphics, equations, objects, or headings. You can jump directly to a specific object if you know its position within the sequence of that type of object in the document for example, if it is the fifth equation , move forward or backward a specific number of objects, or browse from one to the next.

Click above or below the scroll box to move up or down by the height of one screen. Drag the scroll box on the scroll bar to display the part of the document corresponding to the location of the scroll box. For example, dragging the scroll box to the middle of the scroll bar displays the middle of the document.

Or 43 Chapter 2: Create and manage documents 1. To move the cursor by using the keyboard keys 1. Move the cursor by pressing the key or key combination described in the following table. On the View tab, in the Show group, select the Navigation Pane check box. Then click any heading to move directly to that location in the document. Then click any thumbnail to move directly to that page of the document. At the right end of the search box, click the arrow.

In the Find list, click the type of object you want to browse by. Then click the Next and Previous arrows to move among those objects. In the Navigation pane, click the Search arrow, and then in the Search for more things list, click Go To.

To browse by object from the Go To What list 1. Display the Go To tab of the Find and Replace dialog box. In the Go to what list, click the type of object you want to search for. For example, to move to the fourth field in the document, you would enter 4. If you want to take a closer look at the document content, you can increase the magnification of the content pane.

If you want a high-level view of the content—for example, to quickly review all the pages of a document for length—you can decrease the magnification and view multiple pages at the same time. Word has five views in which you can create, organize, and preview documents.

Each view is suited to a specific purpose. You can review elements such as margins, page breaks, headers and footers, and watermarks.

In this view, the ribbon is replaced by one toolbar at the top of the screen with buttons for searching and navigating in the document. Web Layout view also displays page backgrounds and effects. Display different views of documents You manage the display of views and of window elements from the View tab of the ribbon.

Three of the views are also available from the View Shortcuts toolbar near the right end of the status bar. Each page is represented at the size specified in the document layout settings, with margins and other white space represented as they will appear when the document is printed. As you scroll a multipage document, spaces appear between the pages. If you want to fit more content on the screen, you can hide the white space on and between pages.

The junction of two pages with and without white space When working in Outline or Draft view, you can display the paragraph style of each paragraph in the left margin, in an area called the style area pane. By default, the style area pane width is set to zero inches wide, so it is effectively closed. If you want to display it, you can increase the width. You can also use the Navigation pane to display and move among page thumbnails or search results, as described in the previous topic.

Word has many other task-specific panes in which you can, for example, display Clipboard content, research terminology, review spelling, and format graphics.

These panes usually appear to the right or left of the content pane and span the full height of the content pane. Some of them can float within or outside of the Word window or be docked to other sides of the window. I discuss these panes in the context of their functionality in other chapters. Regardless of the purpose of the pane, however, you use the same methods to resize or move it.

A new feature introduced with Word permits you to entirely hide not only the ribbon content, but also the ribbon tabs and the app window title bar. You can also adjust the magnification of the content area by using the tools available in the Zoom group on the View tab and at the right end of the status bar. You can easily switch among multiple open documents. If you want to compare or work with the content of multiple documents, you can simplify the process by displaying the documents next to each other.

A feature that can be invaluable when you are fine-tuning the layout of a document in Word is the display of nonprinting characters such as tabs, paragraph marks, and section breaks that control the layout of your document. You can control the display of these characters for each window. To switch among views of a document 1. To hide or display white space in Print Layout view 1.

Point to the space between two pages. When the pointer changes to display a representation of that space, double-click. To show or hide the Navigation pane 1. To adjust the size of the Navigation pane 1. Point to the right border of the Navigation pane. When the pointer changes to a double-headed arrow, drag to the right or left. When you adjust the width of the Navigation pane, the pane content changes accordingly. For example, the Navigation pane displays more page thumbnails in a narrow pane and fewer page thumbnails in a wide pane.

In the Backstage view, click the Options page tab to open the Word Options dialog box. In the Word Options dialog box, click the Advanced page tab. On the Advanced page, scroll to the Display area about halfway down the page and change the Style area pane width in Draft and Outline views setting to any number greater than 0. Then click OK. To resize the style area pane in Draft view or Outline view 1. Point to the right border of the style area pane. When the pointer changes to a double-headed arrow, drag the border to the left or right.

To change the magnification of document content 1. In the Zoom dialog box, select a Zoom to option or enter a specific percentage in the Percent box, and then click OK. At the left end of the slider, click the Zoom Out button to decrease the magnification in percent increments.

At the right end of the slider, click the Zoom In button to increase the magnification in percent increments. To split a window into two panes 1. On the View tab, in the Window group, click the Split button. To display a different open document 1. Point to the Word button on the Windows taskbar, and then click the thumbnail of the document you want to display.

To display multiple open documents at the same time 1. On the View tab, in the Window group, click the Arrange All button. Some properties exist to provide information to computer operating systems and apps. You can display properties within the content of a document for example, you can display the page number on the document pages.

Word automatically tracks some of the file properties for you, and you can set others. Some of the properties stored with a typical Word document You can change or remove basic properties in the default Properties pane or expand the Properties pane to make more available, or you can display the Properties dialog box to access even more properties.

Display the Info page of the Backstage view. The Properties area in the right pane displays the standard properties associated with the document. At the bottom of the Properties pane, click Show All Properties to expand the pane. At the top of the Properties pane, click Properties, and then click Advanced Properties to display the Properties dialog box. To edit file properties 1.

In the Properties pane, click the value for the property you want to edit to activate the content box. Enter or replace the property value, and then press Enter. On the Custom page, select the property you want to modify in the Name list, and then enter or replace the property value in the Value box.

Save and close documents When you save a document in Word, it is saved in the default. For example, if you plan to distribute the document electronically to people who use a different wordprocessing program, you can choose a compatible format, or if you want to protect the document content, you can save it as a PDF file. Both actions open the Save As page, where you can select a storage location.

If your company is running SharePoint, you can add a SharePoint site so that it is available from the Places pane of the Save As page, just like any other folder. After you save a document for the first time, you can save changes simply by clicking the Save button on the Quick Access Toolbar. The new version of the document then overwrites the previous version.

To save a document for the first time 1. Click the File tab to display the Backstage view. In the left pane of the Backstage view, click Save As. On the Save As page of the Backstage view, click a storage location, and then click a recently accessed folder in the right pane, or click Browse.

In the Save As dialog box, browse to the folder you want to save the document in. In the File name box, enter a name for the document. If you want to save a document in a format other than the one shown in the Save As Type box, click the Save as type arrow and then, in the Save as type list, click the file format you want. In the Save As dialog box, click Save. To add a cloud storage location 1. In the Add a service dialog box, enter the email address you use to sign in to the cloud storage service, and then click Next.

In the Sign in dialog box, enter the password associated with the account, and then click Sign In to add the cloud storage location associated with that account to the Places list. To save a copy of a document 1. Display the Save As page of the Backstage view. Save the document with a different name in the same location or with any name in a different location.

To save a document without changing its name or location 1. OneDrive is a cloud-based storage solution. The purpose of OneDrive is to provide a single place for you to store and access all your files. Although this might seem like a simple concept, it provides major value for people who use Word or other Office products on multiple devices, including Windows computers, Mac computers, iPads and other tablets, and Windows, iPhone, and Android smartphones.

If you use the full suite of Office products within your organization, you can even present the document in a Skype for Business meeting from your tablet PC, all while the document is stored in the same central location. Each OneDrive is linked to a specific account. You might have both types of OneDrive available to you; if you do, you can connect to both from within Word or any Office app. In this book, the personal and organizational versions are referred to generically as OneDrive sites.

You can share specific files or folders with other people by sending a personalized invitation or a generic link that allows recipients to view or edit files. Through File Explorer, when you synchronize your OneDrive site contents with the computer.

Through a web browser. Because OneDrive and OneDrive for Business file storage locations are easy to add to any version of Word , OneDrive is a simple and useful cloud storage option. To adjust the time interval between saves 1. Display the Backstage view, and then click Options to open the Word Options dialog box.

In the left pane, click Save. Word offers a selection of file formats intended to provide specific benefits. Each file format has a file name extension that identifies the file type to the system. Recipients can display the file in the free Microsoft Reader or Adobe Reader apps, and can display and edit the file in Word or Adobe Acrobat. Both types of files can easily be sent by email to many recipients and can be made available on a webpage for downloading by anyone who wants them.

However, the files are no longer Word documents. A PDF file can be converted to the editable Word format. An XPS file cannot be opened, viewed, or edited in Word.

You can create a PDF file from all or part of a document When you save a Word document in PDF or XPS format, you can optimize the file size of the document for your intended distribution method—the larger Standard file size is better for printing, whereas the Minimum file size is suitable for online publishing.

You can open. When you open a file created in Word or an earlier version of Word, the title bar displays [Compatibility Mode] to the right of the document name.

You can work in Compatibility mode, or you can convert the document to Word format by clicking the Convert button on the Info page of the Backstage view, or by saving a copy of the document with Word Document as the file type. To save part or all of a document in PDF format 1. Open the Save As dialog box. In the File type list, click PDF.

The dialog box content changes to provide additional options. If you want to create a PDF file that has a smaller file size but lower quality , click Minimum size publishing online. Close documents Every time you open a document, a new instance of Word starts. When you close the file, you can exit that instance of Word. If you have only one document open, you can close the file and exit Word, or you can close the file but leave Word running.

To close a document 1. Display the Backstage view, and then click Close to close the document without exiting Word. On the Windows taskbar, point to the Word button to display thumbnails of all open documents. Point to the thumbnail of the document you want to close, and then click the Close button that appears in its upper-right corner.

You can save the results of the tasks in the same folder. Create documents Perform the following tasks: 1. Start Word and create a new, blank document. Display the available templates for new documents. Scroll through the list of featured templates and note the types of documents you can create from them. For example, you could use a search term such as food, school, children, or customers. Review the categories in the right pane of the search results. Filter the results by two categories and notice the effect.

Then remove one of the category filters. Preview a template from the search results. If the template preview includes multiple images, preview each of those by clicking the arrows below the image. Without closing the preview window, preview the next or previous template by clicking the arrows to the sides of the preview window. From the preview window, create a document based on the currently displayed template.

Notice that the unsaved blank document remains open. Close the blank document without saving it. Leave the template-based document open for use in a later set of practice tasks. Open and move around in documents In Word, perform the following tasks: 1.

Display the Open page of the Backstage view. From the Open page, browse to the practice files folder, and open the NavigateFiles document. In the second line of the document title, click at the right end of the paragraph to position the cursor. Use a keyboard method to move the cursor to the beginning of the line. Use a keyboard method to move the cursor to the beginning of the word Regulations. Use a keyboard method to move the cursor to the end of the document.

Use the scroll bar to move to the middle of the document. Use the scrollbar to change the view of the document by one screen. Open the Navigation pane. In the Navigation pane, click the Landscaping heading to move the cursor directly to the selected heading. At the top of the Navigation pane, click Pages.

On the Pages page, scroll through the thumbnails to review the amount of visible detail, and then click the thumbnail for page 5 to move the cursor directly to the top of the selected page. At the right end of the Navigation pane title bar, click the Close button the X to close the pane.

Close the document without saving it. Display different views of documents Open the DisplayViews document in Word, and then perform the following tasks: 1. If the document is not already in Print Layout view, display it in that view.

Switch to Web Layout view and scroll through the document to the end. Notice that the lines break differently and that there are no longer any page breaks. Move the cursor back to the beginning of the document, and switch to Read Mode view. On the Read Mode toolbar, click Tools to review the commands on the menu, and then click View to review the commands on that menu.

In Print Layout view, hide the white space between pages. Scroll through the document and notice the change in the page lengths when the white space is hidden. Open the Navigation pane and display the document headings.

Adjust the pane width to the minimum necessary to display the headings. Close the Navigation pane. Then click OK to return to the document. Display the document in Draft view.

Notice that the style area is visible along the left side of the document, but it is wider than necessary. Notice that only the active pane changes. Then remove the split. Use commands on the View tab to arrange the DisplayViews document and the document you created in the first set of practice tasks side by side on the screen.

In the DisplayViews document, display the gridlines. Notice that they appear in both open documents. Switch to the document you created in the first set of practice tasks.

Display the rulers. Notice the effect of this action in the other open document. Save and close both documents. Display and edit file properties Open the EditProperties document in Word, and then perform the following tasks: 1. Notice the types of information that have been saved with the document.

If necessary, click Show Fewer Properties to switch back to the original list for comparison purposes. Experiment with adding a Manager property from your address book. Click the Properties header, and then display the advanced properties. Notice the properties that you added in steps 1 and 2. Notice the information that is available only in the Properties dialog box.

Click OK. Verify that the information you entered in the Properties dialog box appears in the Properties list. Save and close documents In Word, perform the following tasks: 1. Save a copy of the EditProperties document in the practice file folder as MyDocument. Close the document and this instance of Word. Close the document you created in the first task without exiting Word. Close the remaining open documents, and exit Word.

This can be text that you enter yourself or text that you import from another file. For example, you can select a word, a sentence, a line, or a paragraph. You can select one of these elements at a time, or you can select several at the same time. These words, sentences, lines, or paragraphs can be adjacent that is, next to each other in your document or non-adjacent that is, in different areas of the document.

You can also select all the content in a document at the same time. Word also includes a wide array of reference and research tools. This chapter guides you through procedures related to entering or importing text; moving, copying, and deleting text; finding and replacing text; and using reference and research tools. A blinking cursor shows where the next character you enter will appear. When you begin entering text, any existing text to the right of the cursor moves to make room for the new text.

When the cursor reaches the right margin, the word you are entering moves to the next line. To enter text 1. Click to position the cursor where you want to add your text, and begin typing. To start a new paragraph 1.

Press the Enter key. To import text 1. In the target document, position the cursor where you want to insert text from another document. On the Insert tab, in the Text group, click the Object arrow not the button. Then click Text from File to open the Insert File dialog box. Browse to the file that contains the text you want to insert, click the file, and then click the Insert button to import the text into your document.

For example, you might want to compile 12 monthly reports into an annual report. It would be tedious to select and copy the text of each report and then paste it into the annual report document.

Instead, you can have Word import the text from those documents in one easy operation. In the target document, position the cursor where you want to insert the existing documents. On the Insert tab, in the Text group, click the Object arrow not the button and then, in the list, click Text from File. In the Insert File dialog box, open the folder that contains the source files you want to insert. If the files containing the text you want to import are listed together, click the first file.

Then, while pressing the Shift key, press the last file. All the files will be selected. If the files are not listed together, click the first file. Then, while pressing the Ctrl key, click each additional file. Click the Insert button. The content of each file you selected will be added to the target document. Or you might want to edit a document that you created for one purpose so that you can use it for a different purpose.

You can edit a document as you create it, or you can write it first and then revise it. Selected text appears highlighted on the screen. To highlight text is to apply the Highlight character format. You can select content by using the mouse, using the keyboard, tapping, or combining multiple tools. When the mouse pointer is in the selection area, it changes to an arrow that points toward the upper-right corner of the page.

This method is easiest to use when you can display the original location and destination on the screen at the same time. You can create a copy by holding down a key while dragging. There are multiple methods for cutting, copying, and pasting text. No matter which method you use, when you cut text, Word removes it from its original location.

When you copy text, Word leaves the original text intact. You can display items that have been cut or copied to the Clipboard in the Clipboard pane. The Clipboard stores items that have been cut or copied from any Microsoft Office app You can cut and copy content to the Clipboard and paste the most recent item from the Clipboard without displaying the Clipboard pane.

If you want to work with items other than the most recent, you can display the Clipboard pane and then do so. If you make a change to a document and then realize that you made a mistake, you can easily reverse, or undo, one or more recent changes. In addition to moving and copying text, you can also simply delete it.

The easiest way to do this is by using the Delete key or the Backspace key. To select any amount of adjacent content, hold down the Shift key and then click at the end of the content that you want to select. To select a word, double-click anywhere in the word. Word selects the word and the space immediately after the word, but not any punctuation after the word.

To select a sentence, hold down the Ctrl key and click anywhere in the sentence. Word selects all the characters in the sentence, from the first character through the space following the ending punctuation mark.

This activates the non-adjacent multi-selection functionality described in a later procedure. Word selects the text of the paragraph and the paragraph mark. To release a selection 1. Click anywhere in the window other than the selection area. To cut text to the Clipboard 1. To copy text to the Clipboard 1. To paste the most recent item from the Clipboard 1.

Right-click where you want to insert the text, and then in the Paste Options section of the menu, click a paste option. Drag the text from the original location to the new location. Hold down the Ctrl key and drag the text from the original location to the new location. To display the Clipboard pane 1.

On the Home tab, click the Clipboard dialog box launcher. To manage cut and copied items in the Clipboard pane 1. To paste all the items stored on the Clipboard at the same location, click the Paste All button at the top of the Clipboard pane. To remove an item from the Clipboard, point to the item in the Clipboard pane, click the arrow that appears, and then click Delete.

To remove all items from the Clipboard, click the Clear All button at the top of the Clipboard pane. The available options vary depending on the type of content that you have cut or copied to the Clipboard. For example, when pasting text, the Paste menu includes buttons for keeping source formatting, merging formatting, or pasting only the text.

Word offers several different methods of pasting content Pointing to a button displays a preview of how the source content will look if you use that option to paste it at the current location. Clicking Paste Special opens a dialog box in which you can choose from additional options.

In the Cut, Copy, And Paste section of this page, you can set default paste options. At the bottom of the pane, click Options, and then click the display option you want. Clipboard pane display options To undo your last editing action 1. To undo two or more actions 1. On the Quick Access Toolbar, in the Undo list, click the first action you want to undo. Word reverts that action and all those that follow. To delete only one or a few characters 1. Position the cursor immediately to the left of the text you want to delete.

Press the Delete key once for each character you want to delete. Position the cursor immediately to the right of the text you want to delete. Press the Backspace key once for each character you want to delete. To delete any amount of text 1. Select the text you want to delete. Press the Delete key or the Backspace key. When you enter characters in the search box at the top of the pane, Word highlights all occurrences of those characters in the document and displays them on the Results page of the Navigation pane.

When you point to a search result on the Results page, a ScreenTip displays the number of the page on which that result appears and the name of the heading preceding the search result. You can click a search result to move directly to that location in the document, or you can click the Next and Previous arrows to move between results. If you want to be more specific about the text you are looking for—for example, if you want to look for occurrences that match the exact capitalization of your search term—you can do so from the Find tab of the Find And Replace dialog box.

You can make a search more specific by using the criteria in the Search Options area of the Find tab If you want to substitute a specific word or phrase for another, you can use the Replace function. As on the Find tab, the Replace tab contains options you can use to carry out more complicated replacement operations. Note that the settings in the Search Options area apply to the search term and not to its replacement.

To display the Results page of the Navigation pane 1. On the View tab, in the Show group, select the Navigation Pane check box and then, at the top of the Navigation pane, click Results. To search for text 1. On the Results page of the Navigation pane, enter the text you want to find in the search box. On the Results page of the Navigation pane, point to a search result to display a ScreenTip with the number of the page on which that result appears and the name of the heading that precedes that search result.

Click the search result to move directly to that location in the document. To display the Find tab of the Find And Replace dialog box 1. To conduct a more specific search 1. Display the Find page of the Find and Replace dialog box. Click More in the lower-left corner of the dialog box to display additional search options. In the Find what box, enter the text you want to search for, or click the Special button and then click the symbol or formatting symbol you want to locate. Locate only text that matches the capitalization of the search term by selecting the Match case check box.

Exclude occurrences of the search term that appear within other words by selecting the Find whole words only check box. Find two similar words, such as effect and affect, by selecting the Use wildcards check box and then including one or more wildcard characters in the search term.

For a list of the available wildcards, select the Use Wildcards check box and then click the Special button. Locate formatting, such as bold, or special characters, such as tabs, by selecting them from the Format or Special list. Locate words with the same beginning or end as the search term by selecting the Match prefix or Match suffix check box.

Locate words with different hyphenation or spacing by selecting the Ignore punctuation characters or Ignore white-space characters check box. Click the Find Next button to find the next instance of the text in the document. The Find Options dialog box opens, where you can select many of these same settings while continuing to use the Results page of the Navigation pane to conduct your search. To display the Replace tab of the Find And Replace dialog box 1. If the Navigation pane is open, click the Search for more things arrow at the right end of the search box, and then click Replace.

Display the Replace tab of the Find and Replace dialog box. In the Find what box, enter the text you want to replace. In the Replace with box, enter the replacement text. Click Replace All to replace all occurrences of the text in the Find what box with the text in the Replace with box. For example, if you want to change trip to journey, be sure to tell Word to find only the whole word trip; otherwise, triple could become journeyle.

Use reference and research tools Language is often contextual. That is, you use different words and phrases in a marketing brochure than you would in a letter requesting immediate payment of an invoice or in an informal memo about a social gathering after work.

You can also use the selected word as a jumping-off point for further research. You can display definitions of words on the Define page of the Smart Lookup pane. By default, this pane displays dictionary definitions from online sources. There are many other useful apps available for Word and other Office apps, including fax services, maps, newsfeeds, and social connectors.

To locate apps that are available for Word, follow these steps: 1. On the Insert tab, in the Add-ins group, click the Store button to display the Store tab of the Office Add-ins dialog box. Browse the available apps or use the search box to search for a specific app. To display and manage your installed add-ins, do the following: 1. To remove an app, right-click it on the My Add-ins page of the Office Add-ins dialog box, click Remove, and then click Remove again to confirm the removal.

You can display a list of synonyms words that have the same meaning and usually an antonym a word that has the opposite meaning from the shortcut menu that appears when you click a word. You can display a more comprehensive list of synonyms in the Thesaurus pane. You can click any synonym in the Thesaurus pane to display the synonyms and definition of that word, until you find the word that best suits your needs.

You can use built-in and online tools to translate words, phrases, or even entire documents into other languages. In the Bilingual Dictionary pane that appears, you can choose to display more information and options, copy the translated word or phrase, or hear the original word or phrase spoken for you. You can also use the Research pane to obtain a translation of a word or phrase that does not appear in the text of the document.

When you choose this option, Word sends the document to the Microsoft Translator service which is free ; the translated document then appears in your web browser. You can modify the translation languages in the boxes at the top of the webpage and point to any part of the translation to display the original text.

You set which languages you want to use in the Translation Language Options dialog box. Set the language for each translator independently 90 Use reference and research tools Display document statistics Word displays information about the size of a document at the left end of the status bar.

To show the number of words in only part of the document, such as a few paragraphs, simply select that part. You can review more statistics and specify the content to include in the statistics in the Word Count dialog box. To open it, click the Word Count indicator on the status bar or the Word Count button in the Proofing group on the Review tab.

Click or select the word that you want the definition of. Click the Define link in the Insights pane to display the Define page, which provides various definitions of the word. On the Insert tab, in the Add-ins group, click the Store button to open the Office Add-ins dialog box. In the search box in the dialog box, enter dictionary. A list of available dictionaries appears. Click the dictionary you want to install. The Office Add-ins dialog box changes to display information about the dictionary.

Click the Trust It button to install the dictionary. To display synonyms for a word 1. Right-click the word, and then click Synonyms. To display synonyms, antonyms, and the definition of a word 1. Right-click the word, click Synonyms, and then on the submenu, click Thesaurus. Click or select the word. To replace a word with a synonym 1. Display the Thesaurus, point to the synonym you want to use, click the arrow that appears, and then click Insert.

To change the languages used by the translator tools 1. On the Review tab, in the Language group, click the Translate button, and then click Choose Translation Language to display the Translation Language Options dialog box. In the Choose Mini Translator language section, in the Translate to list, click the translation language.

To translate text within Word 1. Select the word or phrase you want to translate. The Research pane opens and displays the selected text in the Search For box. The From and To boxes display the currently selected original and translation languages. If either language is different than the current selection, change the selection.

Then click the Search button the green arrow to display the translated word or phrase in the Translation page. To turn on the Mini Translator 1. On the Review tab, in the Language group, click the Translate button, and then click Mini Translator.

To translate text by using the Mini Translator 1. To translate a phrase or other longer piece of text, select the text you want to translate, and then point to it to display the Microsoft Translator dialog box, which contains a translation in the specified language.

Click the Copy button to copy the entire contents of the dialog box to the Clipboard. Click the Play button to hear the word or phrase spoken for you. To insert translated text from the Online Bilingual Dictionary into the document, replacing the text selection 1. In the Research pane, in the translation text below Bilingual Dictionary, select and copy the translated word you want to insert. In the document, replace the original word with the copied word.

To change the translation languages in the Research pane 1. To translate a word that does not appear in the text of a document 1. In the Research pane, on the Translation page, enter the word you want to translate in the search box. In the From list, select the original language of the text you want to translate.

In the To list, select the language to which the text should be translated. Click the Start Searching button. To use the online machine translator to translate an entire document 1.

 

Microsoft word 2016 step by step pdf free

 

This topic gives you step-by-step instructions and best practices for making your PowerPoint presentations accessible and unlock your content to everyone, including people with disabilities. PowerPoint has many features built-in that help people with different abilities to read and author documents. In this topic, you learn, for example, how to work with the Accessibility Checker to tackle accessibility issues while you're creating your presentation.

You'll also learn how to add alt texts to images so that people using screen readers are able to listen to what the image is all about. You can also read about how to use slide design, fonts, colors, and styles to maximize the inclusiveness of your slides before you share or present them to your audience.

Best practices for making PowerPoint presentations accessible. Check accessibility while you work. Create accessible slides. Avoid using tables. Add alt text to visuals. Create accessible hyperlink text and add ScreenTips. Use accessible font format and color. Use captions, subtitles, and alternative audio tracks in videos. Save your presentation in a different format. Test accessibility with a screen reader.

The following table includes key best practices for creating PowerPoint presentations that are accessible to people with disabilities. To find missing alternative text, use the Accessibility Checker. Use the Accessibility Checker to find slides that have possible problems with reading order. A screen reader reads the elements of a slide in the order they were added to the slide, which might be very different from the order in which things appear.

Set the reading order of slide contents. Use built-in slide designs for inclusive reading order, colors, and more. To determine whether hyperlink text makes sense as standalone information, visually scan the slides in your presentation. Tip: You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink. Turn on the Color filter switch, and then select Grayscale.

Visually scan each slide in your presentation for instances of color-coding. People who are blind, have low vision, or are colorblind might miss out on the meaning conveyed by particular colors. Use an accessible presentation template. To find insufficient color contrast, use the Accessibility Checker. Strong contrast between text and background makes it easier for people with low vision or colorblindness to see and use the content. Use accessible font color.

To find slides that do not have titles, use the Accessibility Checker. People who are blind, have low vision, or a reading disability rely on slide titles to navigate. For example, by skimming or using a screen reader, they can quickly scan through a list of slide titles and go right to the slide they want. Give every slide a title. Hide a slide title. If you must use tables, create a simple table structure for data only, and specify column header information.

To ensure that tables don't contain split cells, merged cells, or nested tables, use the Accessibility Checker. Use table headers. To find potential issues related to fonts or white space, review your slides for areas that look crowded or illegible. Make videos accessible to people who are blind or have low vision or people who are deaf or hard-of-hearing.

Subtitles typically contain a transcription or translation of the dialogue. Closed captions typically also describe audio cues such as music or sound effects that occur off-screen. Video description means audio-narrated descriptions of a video's key visual elements. These descriptions are inserted into natural pauses in the program's dialogue. Video description makes video more accessible to people who are blind or have low vision. Include accessibility tags to PDF files you create from your presentation.

The tags make it possible for screen readers and other assistive technologies to read and navigate a document. Top of Page. The Accessibility Checker is a tool that reviews your content and flags accessibility issues it comes across. It explains why each issue might be a potential problem for someone with a disability. The Accessibility Checker also suggests how you can resolve the issues that appear. In PowerPoint, the Accessibility Checker runs automatically in the background when you're creating a document.

If the Accessibility Checker detects accessibility issues, you will get a reminder in the status bar. The Accessibility pane opens, and you can now review and fix accessibility issues. For more info, go to Improve accessibility with the Accessibility Checker. Tip: Use the Accessibility Reminder add-in for Office to notify authors and contributors of accessibility issues in their documents. With the add-in, you can quickly add reminder comments that spread awareness of accessibility issues and encourage the use of the Accessibility Checker.

For more info, go to Use the Accessibility Reminder to notify authors of accessibility issues. The following procedures describe how to make the slides in your PowerPoint presentations accessible.

For more info, go to Video: Create accessible slides and Video: Design slides for people with dyslexia. Use one of the accessible PowerPoint templates to make sure that your slide design, colors, contrast, and fonts are accessible for all audiences.

They are also designed so that screen readers can more easily read the slide content. In the Search for Online templates and themes text field, type accessible templates and press Enter. One simple step towards inclusivity is having a unique, descriptive title on each slide, even if it isn't visible.

A person with a visual disability that uses a screen reader relies on the slide titles to know which slide is which. Use the Accessibility ribbon to make sure every slide has a title. For instructions, go to Title a slide and expand the "Use the Accessibility ribbon to title a slide" section. You can position a title off the slide. That way, the slide has a title for accessibility, but you save space on the slide for other content.

For instructions, go to Title a slide and expand the "Put a title on a slide, but make the title invisible" section. If you want all or many of your slide titles to be hidden, you can modify the slide master. For instructions, go to Title a slide and expand the "Systematically hide slide titles" section. If you've moved or edited a placeholder on a slide, you can reset the slide to its original design. All formatting for example, fonts, colors, effects go back to what has been assigned in the template.

Restoring the design might also help you find title placeholders which need a unique title. To restore all placeholders for the selected slide, on the Home tab, in the Slides group, select Reset. Some people with visual disabilities use a screen reader to read the information on the slide. When you create slides, putting the objects in a logical reading order is crucial for screen reader users to understand the slide. Use the Accessibility Checker and the Reading Order pane to set the order in which the screen readers read the slide contents.

When the screen reader reads the slide, it reads the objects in the order they are listed in the Reading Order pane. For the step-by-step instructions how to set the reading order, go to Make slides easier to read by using the Reading Order pane. PowerPoint has built-in, predesigned slide designs that contain placeholders for text, videos, pictures, and more.

They also contain all the formatting, such as theme colors, fonts, and effects. To make sure that your slides are accessible, the built-in layouts are designed so that the reading order is the same for people who use assistive technologies such as screen readers and people who see.

For more info, go to Video: Use accessible colors and styles in slides. Expand the Themes gallery and select the slide layout that you want. PowerPoint automatically applies this layout to the presentation. In general, avoid tables if possible and present the data another way, like paragraphs with headings. Tables with fixed width might prove difficult to read for people who use Magnifier, because such tables force the content to a specific size.

This makes the font very small, which forces Magnifier users to scroll horizontally, especially on mobile devices. If you have to use tables, use the following guidelines to make sure your table is as accessible as possible:. If you have hyperlinks in your table, edit the link texts, so they make sense and don't break mid-sentence. Make sure the slide content is easily read with Magnifier. Screen readers keep track of their location in a table by counting table cells.

Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table. Use a simple table structure for data only and specify column header information. Screen readers also use header information to identify rows and columns. Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos.

In alt text, briefly describe the image, its intent, and what is important about the image.