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MS Word 2013

Level 1

MS Word 2013 Level 1

MS Word 2013 Level 1 Page i Office of Information Technology February 2015

Table of Contents

The MS Word 2013 Environment .................................................................................... 1

The Launch Screen ..................................................................................................... 1

The Word Window ....................................................................................................... 2

The File Tab ............................................................................................................. 2

The Quick Access Toolbar ....................................................................................... 4

To Customize the Quick Access Toolbar: ............................................................. 4

The Ribbon .............................................................................................................. 7

Collapse the Ribbon ............................................................................................. 8

Dialog Box Launcher ............................................................................................ 9

On-demand Tabs ................................................................................................ 10

Status Bar .............................................................................................................. 11

Customize the Status Bar ................................................................................... 12

Exploring the Ribbon ..................................................................................................... 13

Home tab ................................................................................................................... 13

Home tab Groups ................................................................................................... 13

Page Layout tab......................................................................................................... 14

Page Layout tab Groups ........................................................................................ 14

Insert tab .................................................................................................................... 15

Insert tab Groups ................................................................................................... 15

Design tab ................................................................................................................. 16

Design tab Groups ................................................................................................. 16

References tab .......................................................................................................... 17

Reference tab Groups ............................................................................................ 17

Mailings tab ............................................................................................................... 18

Mailings tab Groups ............................................................................................... 18

Review tab ................................................................................................................. 19

Review tab Groups ................................................................................................. 19

View tab ..................................................................................................................... 20

View tab Groups ..................................................................................................... 20


MS Word 2013 Level 1 Page 1 Office of Information Technology February 2015

The MS Word 2013 Environment

The Start Screen

New to Office 2013

When an Office application, such as Word, opens, by default the Start Screen appears. A list of recently opened documents appear in the left pane (1). In the left pane open a blank document, take a tour or select from many Word templates (2). Don’t see what you want? Click the Open Other Documents button at the bottom of the left pane (3).

Note the push pins in the Recent documents list. You can pin a document to the list for easy access by clicking on its push pin. A pin pointing down is pinned, a pin pointing left is unpinned.



The Word Window

The Word 2013 Window, also known as the User Interface, provides the user with all the tools needed to create professional documents. Within this window frame the user can create new documents, edit existing documents, and save them in a digital format. The following screen shot shows the major components within the Word Window.

The File Tab

The File Tab opens the Word Backstage View. It displays commands for the application and the document. In addition, it displays an Options button for personalizing Word to better meet your needs.

Ribbon

File Tab Quick Access Toolbar

Status Bar



Clicking on the File Tab opens the File Menu or Backstage view.

File Menu Options and their Description

Option Description

Use the Back Button to return to the Word Window and the document currently opened.

Displays Properties information about the current document. Also provides document tools for Protecting, Inspecting, and Version management.

New opens Available Templates where you can choose an exisitng template to start from or double click on Blank document to open a new blank document.

Opens the Open dialog box. The left pane has a list of document locations and the left pane contains navigation options. This includes the Recent Documents list found in the Launch Screen.

Clicking Save saves all changes to the document since the previous save. If the document was not previously saved, the Save As dialog box opens.

Save As opens a dialog box where you can choose where to save the document file, name the document file, and the format for the document. Documents are saved in the .docx format by default but can also be saved as earlier versions of Word, a PDF, and more.



The Quick Access Toolbar

The Quick Access Toolbar provides quick access to Word commands. By default it is in the top left corner above the Ribbon and contains three buttons; Save, Undo and Redo. The Quick Access Toolbar can be customized with additional tool buttons. It also can be positioned below the Ribbon.

To Customize the Quick Access Toolbar:

Click the Options button (see above) to open the Word Options Window.

Click the Quick Access Toolbar button in the Quick Launch Pane.

The Customize the Quick Access Toolbar window which opens contains two sections; the Command Buttons list and the Quick Access Toolbar list.

See figure below.

The Print and Print Preview dialog box. Here you can choose a printer, change printer settings, and set number of copies. It also displays a Print Preview of your document.

Click Share to:

share your document with others on OneDrive.

send document as an email attachment.

present the document in a Lync meeting or conversation.

post the document to a Blog.

Use the Export button convert the document to a PDF or to change the file type.

Closes the current document and the Word application. You will be prompted to save recent changes If they had not been saved,.

Provides User and Product Information.

Opens the Word Options Window. This provides customization options for Word so you can set it to your preferences.

To learn more see Word Options Window.



Customize the Quick Access Toolbar Window

Using this window you can add or remove command buttons from the Quick Access Toolbar. You can also change the order of the commands and separate categories with a vertical bar called the Separator.

1. Choose commands from: Field.

Field is set to Popular Commands by default. Click the menu button to display a list of other command locations. All Commands can be displayed as well as commands for each of the tabs in the Ribbon.

2. Commands Location Pane. This pane displays the commands for the location selected in the Choose commands from: field.



3. Customize Quick Access Toolbar: Field

Select from this field’s dropdown if the changes are:

For All Documents (default)

For <Current open document> only.

4. Quick Access Toolbar Pane This pane displays a list of the commands on the Quick Access Toolbar and their display order.

5. Add >> and <<Remove Buttons

Select a command in the left pane then click Add>>. The command is added to the list of Quick Access commands in the right pane.

Select a command in the right pane and click Remove The command is removed from the list of Quick Access commands in the right pane.

Shortcut Tip: Double a click a command to add or remove it.

6. Move Up and Down Buttons. Select a command in the right pane and move its position in the list up or down.

7. Show Quick Access Toolbar below the Ribbon Check Box.

Checking this box will cause the Quick Access Toolbar to display below the Ribbon.

8. OK button When fininshed, click OK to save your changes and exit the window.



The Ribbon

The Ribbon runs across the top of the program window and replaces the menu bar and tool bar. It consists of Tabs, Groups, and Commands.

Three components of the Ribbon:

1. Tabs

The Ribbon has Tabs across the top such as:

Home

Page Layout

Insert

etc.

Each Tab represents a related commands area or category.

2. Groups Each Tab is divided into Groups. Groups contain related commands or functions.

3. Commands Each Group contains Commands related by function or area. These are represented by a button, a box to enter information, or a menu.



Collapse the Ribbon

The Ribbon can be collapsed so only the tabs show. This provides more workspace for a document. To collapse the Ribbon:

Right click anywhere along the row of Tabs.

Select Collapse the Ribbon from the right click menu.

The Ribbon is now collapsed so only the Tabs show. Clicking on a Tab opens the Ribbon over the open document.

Shortcut Tip: Double clicking on any tab will cause the Ribbon to minimize and maximize.



Dialog Box Launcher

Not all related commands can be shown in the Group. In such cases, the Group has a

small, diagonal arrow button in the bottom right corner. This is called the Dialog Box Launcher. Many dialog boxes are the same as in previous versions of Word.

Dialog Box Launcher button

Clicking the Dialog Box Launcher button opens a dialog box or a task pane. Many of the dialog boxes are recognizable from previous versions of Word.



On-demand Tabs

On-demand tabs appear above the Ribbon only when an object on the document is selected, for example, when selecting a picture within a table. In this example, a Picture Tools tab and a Table Tools tab appear.

1. Picture selected When a picture is selected, the Picture Tools Tab appears above the ribbon.

2. Picture Tools sub-tab, Format The Picture Tools tab appears with a Sub-tab called Format. The Format Tab provides picture formatting cammands.

3. Format tab Groups Groups in the Format tab contain related commands for formatting the picture.

4. Table Tools tab appears

In this example, the selected picture is within a table, so the Table Tools tab also appears. It has two sub-tabs for Designing and changing the Layout of the table.

Note: On-demand tabs appear for other activity areas, such as drawing, diagrams,

and charts.



Status Bar

The Office Button, Quick Access Toolbar, Ribbon, and the Document Area all

reside in the MS Office Frame. At the bottom of the frame is the Status Bar which

contains several features not to be overlooked.

1. Page number of Total Pages Displays the current page’s number out of total number of pages. Click to open the Find and Replace dialog box.

2. Words: Displays the number of words in the Document. Click to open the Word Count dialog box.

3. Proofing Errors Indicator. Green checkmark indicates no proofing errors. Red checkmark indicates errors found. Click to run Spelling and Grammar check.

4. Document View Modes

Provides selection of 3 view modes:

Read Mode

Print Layout

Web Layout

5. Zoom Slide

Drag the slider to the right to zoom in. Drag the

slider to the left to zoom out or click the + or –

buttons.

6. Zoom Level Indicates view size relative to actual size. Click to open the Zoom dialog box.



Customize the Status Bar

The Status Bar can be personalized to meet individual user’s needs. To customize the Status Bar, do the following:

Right click on a blank area of the Status Bar.

A view pane opens that contains feature options for the Status Bar. Select or deselect a feature by clicking to the left of the name. A check mark appears when a feature is selected. The feature will immediately be added or removed from the Status Bar.



Exploring the Ribbon

Usually, there are several commands required to perform a particular task. The Word 2013 Ribbon takes these task-related commands and puts them in a single location called a Group. The Group provides single click accessibility to related commands, such as Formatting commands. Some Groups also have a Dialog Box Launcher which provides access to even more features.

Note: The Ribbon shrinks and grows as the Word window is resized. To maximize the number of Command tool buttons displayed in a Group, make the Word window as wide as possible.

Home tab

The Home tab contains the most commonly used commands to start working with a document. This tab contains formatting and editing commands.

Home tab Groups

Clipboard Provides Cut, Copy, and Paste commands and Format Painter. Click to open the Clipboard task pane.

Font Provides Commands for selecting and formatting fonts. Click to open the Font dialog box.

Paragraph Provides commands for formatting paragraphs. Click to open the Paragraph dialog box.

Styles Provides commands for selecting a paragraph style. Click to open the Styles task pane.

Editing Click on the Editing button to access Find, Replace and Select options.



Page Layout tab

The Page Layout tab contains groups that customize the pages in a document. It also provides commands for the placement of text and graphics in the document.

Page Layout tab Groups

Page Setup This group provides commands to change the features of the document page(s):

Margins - Select built in margins or create custom Margins

Orientation – Choose Portrait or Landscape document

Size – Select from pre-set paper sizes or create a custom Size

Columns - Select from pre-set or create custom Columns

Breaks- Select from different Page or Section Breaks

Line Numbers – Insert and control Line Numbers

Hyphenation – Turn off and on

Click to open the Page Setup dialog box.

Paragraph Provides Fields for changing Paragraph Indent and Spacing above and below the paragraph. Click to open the Paragraph dialog box.

Arrange Organize, align, group, or rotate objects:

Position – Provides multiple options for aligning an object in reference to text

Bring to Front – If multiple objects overlap, desired object brought to Front

Send to Back - If multiple objects overlap, desired object sent to Back

Text Wrapping – Select how text wraps around an object

Align – Align the edges of multiple selected objects

Group – Group multiple objects together so they can be treated as a single object

Rotate – Rotate or Flip the selected object



Insert tab

The Insert tab contains groups that enable quick insertion of objects such as Pages, Tables, Charts, and Pictures.

Insert tab Groups

Pages Insert a Cover Page, Blank Page, or a Page Break. Click the small arrow next to Cover Page to select from a list of pre-built Cover Pages.

Tables Clicking the Table button provides the following options:

Create a table up to 10 columns by 8 rows

Insert Table opens the Insert Table dialog box

Draw Table changes mouse pointer to pencil to draw a table

Convert Text to Table converts selected text to a table

Excel Spreadsheet inserts a blank Excel table

Quick Tables opens the Built In dialog box

Illustrations Insert a Picture, Online Pictures, Shapes, SmartArt, a Chart, or a Screenshot that you capture.

Links Clicking the Links button provides the following options:

Insert a Hyperlink to another place in the document or to an outside document or website.

Insert a Bookmark to assign a name to a location in the document. A hyperlink can be created to that Bookmark name.

Insert a Cross-reference by referring to an item or page in the document. Inserted Cross-references are updated automatically as document changes.



Header & Footer

Provides options for creating and editing Headers and Footers:

Clicking Header provides options for working with the Header

Clicking Footer provides options for working with the Footer

Clicking Page Number provides options for inserting and editing Page Numbers

Text Insert a Text Box in the document. Also provides options for inserting:

Quick Parts

Word Art

Drop Cap

Signature Line (Microsoft Digital Siganture)

Date and Time

Objects

Symbol Insert a Symbol or a mathematical Equation.

Design tab

The Design tab is a new feature in Word 2013. It brings commands together into a unified Design tab – your first stop for adjusting the look of your entire document. Use the tab before you create your document if you want to write it in your final font & color combination, or use it after you’re done to watch your document transform before your eyes. In short, you can give your document an entirely new personality. Just make sure to format with Styles as you write then play with the options on the Design Tab until your document shines.

Design tab Groups

Themes Selecting the Themes button opens a pane where you can choose a pre-built theme. It also contains tools for making change to a theme and creating and saving your own theme. The same pre-built themes are in all the Office applications.



Document Formatting

This group contains Style Sets that allow you to quickly choose a pre-built look and feel for your document. It also contains tools for adjusting the styles to suit your tastes. You can also save your custom style in the Style Set and then make it the default for all your documents.

Page Background

The tools in this group give you the ability to add a watermark your documents page, change the background color and add a border tp the pages.

References tab

The References tab contains groups that provide commands for easily creating professional research papers, dissertations, etc.

Reference tab Groups

Table of Contents

The easiest way to create a Table of Contents is to use the buit-in heading styles. Then word will create a Table of Contents for you automatically. You can use the built in Table of Contents style or create your own with these tools.

Footnotes Provides command for:

Inserting a Footnote

Inserting and Endnote

Navigating to the Next Footnote in a document

Show Notes by scrolling through the document Click to open the Footnote and Endnote dialog box.

Citations and Bibliography

Insert Citations, Manage Sources, select the Bibliography Style, and insert a Bibliography in a document.



Captions You can add captions to figures, equations, or other objects. You can also use those captions to vreate a table of captioned items. For example, a Table of Figures or a Table of Equations.

Index Click the Mark Entry button to insert the selected text into the document’s Table of Authorities. Also provides commands for Inserting an Index and Updating the Index.

Table of Authorities

Click the Mark Citation button to insert the selected text into the document’s Index. Also provides commands for Inserting a Table of Authorities and Updating the Table of Authorities.

Mailings tab

The Mailings tab contains groups that are used to create and run a mail merge, preview results, and create addressed envelopes or mailing labels.

Mailings tab Groups

Create Provides commands for creating addressed envelopes or mailing labels. Clicking either button opens the Envelopes and Labels dialog box.

Start Mail Merge

Provides commands for choosing and editing recipients and starting the mail merge.

Write and Insert Fields

Provides commands for setting up the mail merge in a document.

Preview Results

Before the mail merge is run, use these commands for previewing results.

Finish & Merge

Click the Finish and Merge button to run the mail merge and access editing commands.



Review tab

The Review tab provides commands for reviewing and editing the contents of a document by a single person or a group of people.

Review tab Groups

Proofing Check, modify, and enhance the text in a document or get the definintion of a word with features such as Spelling and Grammar, Define, and Thesaurus.

Language This group provides two tools. One, for translating text into a different language and and the other allows you to choose the language preference for proofing such a s Spell Check and editing.

Comments Provides the ability to insert Comments about selected text. Also provides editing and navigation tools for posted Comments.

Tracking Contains tools for Tracking Changes in a document. Also the format in which changes are displayed and the way they are viewed can be set. The Reviewing Pane can be opened as a separate window.

Changes Allows the author of a document to navigate through the changes and accept or reject them.

Compare Allows different versions of the original document to be viewed side-by-side or as a single merged document.

Protect Provides the author of a shared document the ability to set restrictions on access and editing privelages.

Start Inking Clicking in this group opens a new ribbon on the tab.. Here you can select from various pens and ink colors to make markups in a document.



View tab

The View tab provides commands to switch between different document views, show or hides features, and view multiple documents at the same time

View tab Groups

Document Views

Provides 5 document viewing options: 1. Reading Mode 2. Print Layout 3. Web Layout 4. Outline 5. Draft

Note: Document View tool buttons are also located in the Windows Frame, bottom right corner.

Show Click a check box to show or hide the Horizontal and Vertical Rulers, Gridlines, and the Navigation Pane.

Zoom Provides Zoom controls to zoom in or out on a document and choose to view single or multiple pages.

Window Use these commands when multiple document windows are open at once. Commands arrange open windows in several ways relative to each other.

Macros Click this button to open:

The Macros dialog box.

The Record Macro dialog box.