MICROSOFT WORD 2019/M365 (EASY GUIDE) ASMA ASDAYANA BINTI IBRAHIM NOR ADILA BINTI AHMAD
MICROSOFT WORD 2019/M365 Asma Asdayana Ibrahim Nor Adila Ahmad POLITEKNIK SULTAN AZLAN SHAH (EASY GUIDE)
Published by: Politeknik Sultan Azlan Shah Behrang Stesen, Behrang 35950 Perak. Tel: 05-4544431 Faks: 05-4544993 Email: http://www.psas.edu.my First published 2024. All rights reserved. No part of this publication may be reproduce stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without permission of Politeknik Sultan Azlan Shah. PERPUSTAKAAN NEGARA MALAYSIA MICROSOFT WORD 2019/M365 (EASY GUIDE) eISBN 978-629-7623-29-0
Preface We intended this book to help you, the reader, approach the Microsoft Words M365 with a simpler view and suitable for everyday use be it for your office work, research, or you can even help your child with the information given. We also want to give chances to everyone to start maximizing the use of Microsoft Words M365. Most of Microsoft Words user use these words processor just to format and do editing, but there’s usually more than meets the eye with the features inside this. This book is also user-friendly, provides formatting options, collaboration and sharing tools, citation and referencing features, templates, auto-save, and ease of access.
2 TABLE OF CONTENTS TABLE OF CONTENTS __________________________________________ 2 1 MANAGE DOCUMENTS ______________________________________ 3 1.1 Navigate within documents __________________________________________ 3 1.2 Save and share documents _________________________________________ 11 1.3 Format documents ________________________________________________ 19 1.4 Inspect documents for issues _______________________________________ 27 2 INSERT AND FORMAT TEXT, PARAGRAPHS, AND SECTIONS ____ 35 2.1 Insert text and paragraphs__________________________________________ 35 2.2 Format text and paragraphs_________________________________________ 38 2.3 Document sections _______________________________________________ 46 3 MANAGE TABLE AND LIST __________________________________ 53 3.1 Create tables ____________________________________________________ 53 3.2 Modify tables ____________________________________________________ 57 3.3 Create and modify lists ____________________________________________ 65 4 CREATE AND MANAGE REFERENCE ELEMENTS _______________ 73 4.1 Create and manage reference elements _______________________________ 73 4.2 Create and manage reference tables _________________________________ 80 5 INSERT AND FORMAT GRAPHICS ELEMENTS__________________ 83 5.1 Insert illustrations and text boxes. ____________________________________ 83 5.2 Format illustrations and text boxes ___________________________________ 95 5.3 Add text to graphic elements. ______________________________________ 105 5.4 Modify graphic elements.__________________________________________ 111 6 MANAGE DOCUMENT COLLABORATION _____________________ 116 6.1 Add and manage comments _______________________________________ 116 6.2 Manage change tracking.__________________________________________ 120
3 1 MANAGE DOCUMENTS 1.1 Navigate within documents 1.1.1 Search for text A quick way to activate the Search box in Word is to use the Ctrl+F keyboard shortcut. This activates the Navigation pane. Or on the View tab, select the Navigation Pane check box. In this lesson, you will learn how to efficiently navigate your document, save and share document, formatting documents and inspect documents for issues.
4 1.1.2 Link to locations within documents Add hyperlink to a location within the same document. Your hyperlink options include: • Existing File or Web Page • Place in This Document • Create New Document • E-mail Address Step by step : Insert Bookmarks 1. Select text or an item, or click where you want to insert a bookmark. 2. Click Insert > Bookmark
5 1. Under Bookmark name, type a name. 2. Click Add. Step by Step: Apply a heading style 1. Select the text to which you want to apply a heading style. 2. On the Home tab, click the style you want.
6 Step by step : Add the link 1. After you have marked the destination, you are ready to add the link. 2. Select the text or object you want to use as a hyperlink. 3. Right-click and then click Hyperlink . 4. Under Link to, click Place in This Document. 5. In the list, select the heading or bookmark that you want to link to. 1.1.3 Move to specific locations and objects in documents There are many ways of accomplishing move and copy operations in Word, so you can select whatever method is most comfortable for you or makes the most sense in a particular situation. The following explain the various move and copy operations and the differences between them.
7 Step by step : Moving or copying text with drag and drop 1. Select the text or object(s) you want to move or copy. 2. (Optional) To copy, hold down the Ctrl key. You don't have to hold anything down if you want to move. 3. Position the mouse over the selection, and then click and hold down the left mouse button on it. 4. Still holding down the left mouse button, drag the selection to a new location. Then release the mouse button. Move Here The default operation; the same as regular dragging with the left mouse button. Copy Here The same as holding down the Ctrl key with the left-mouse-button drag. Link Here Creates a copy that retains a link to the original location, such that if the original changes, this copy changes too. Cancel Cancels the current drag-and-drop operation. Step by step : Using Cut, Copy and Paste Cut and Copy are very similar operations. Cut removes the selection from the document and places it on the Clipboard, which is a hidden holding area; Copy leaves the selection as is and places a copy of it on the Clipboard. After a Cut or Copy operation, you can then use Paste to place the Clipboard's content at the insertion point location. Cut Copy Paste Click these buttons on the Home tab: Press these shortcut keys: Ctrl+X Ctrl+C Ctrl+V Right-click your selection and then choose one of these commands: Cut Copy Paste
8 Step by step : Pasting with Paste Special The Paste Special command enables you to define the format of the pasted copy, and in some circumstances also create a dynamic link to the original. 1. To use Paste Special instead of Paste, open the drop-down menu below the Paste button and select Paste Special from that menu 2. Doing so opens the Paste Special dialog box
9 Step by step : Using Paste options After you have pasted something in Word, a Paste Options button appears next to it. You can click this button to open a menu of choices governing the paste operation. Keep Source Formatting The object retains its look from its original location. Match Destination Formatting The object is stripped of any previous formatting and the formatting of the new location is applied. Keep Text Only The object is stripped of any previous formatting and remains stripped in the new location. Step by step : Add the link 1.1.4 Show and hide formatting symbols and hidden text These are formatting marks, such as dots (for spaces) or arrows (for tab characters) in Outlook. Formatting marks assist with text layout. They do not appear on a printed message.
10 Step by step: Quickly toggle all formatting marks 1. On the Format Text tab, in the Paragraph group, click the button that looks like a paragraph mark. 2. Point your mouse at the button, the tooltip says Show/Hide ¶ Keyboard shortcut CTRL+SHIFT+* Step by step: Turn specific formatting marks on or off 1. Select File > Options > Display. 2. Check or uncheck the formatting marks you want to see on the screen.
11 1.2 Save and share documents When you first open Word, you'll be presented with two options: • To open a recent document—that is, a document you’ve already been working on • To access pinned documents—that is, specific documents you chose for the application to hold in the Pinned area so that you can easily access them at any time
12 1.2.1 Save documents in alternative file formats Saving a document is simple, but the difference between Save and Save As is an important distinction to understand. You will also explore how to use the Save As command to save your documents as other file types. Step by step: Save your documents 1. Select File > Save As. 2. Select a place to save the file, or select Browse and go to the location where you want to save the file. 3. Enter a name for the document. 4. Select Save as type and choose the file format you want to use. 5. Select Save. The Save pane with the Save and More options buttons
13 Save As dialog box 1.2.2 Modify basic document properties Standard properties By default, Office documents are associated with a set of standard properties, such as author, title, and subject. You can specify your own text values for these properties to make it easier to organize and identify your documents.
14 Automatically updated properties These properties include both file system properties (for example, file size or the dates when a file was created or last changed) and statistics that are maintained for you by Office programs (for example, the number of words or characters in a document). You cannot specify or change the automatically updated properties. Custom properties You can define additional custom properties for your Office documents. You can assign a text, time, or numeric value to custom properties, and you can also assign them the values yes or no. You can choose from a list of suggested names or define your own. Document library properties These are properties that are associated with documents in a document library on a website or in a public folder. When you create a new document library, you can define one or more document library properties and set rules on their values. When you add documents to the document library, you are prompted to include the values for any properties that are required, or to update any properties that are incorrect. Step by step: View or change the document properties 1. Click the File tab. 2. Click Info. Click the View and edit database properties link at the top of the page. 3. In the Properties dialog box, click the tabs to select the properties that you want to view or update. 4. Click OK. Any changes you made are saved automatically. 5. Click the File tab again to return to your database.
15 1.2.3 Modify print settings 1. Display the File tab of the ribbon. 2. Click Print at the left side of the dialog box. Word displays the printing options at the right side of the dialog box. 3. Using the Printer drop-down list, select the printer you want to use. (It is common to have more than one printer available if you are working in a networked environment.) 4. Click on the Printer Properties button. Word displays the Properties dialog box for the printer you selected in step 3. The exact appearance of the dialog box, and the controls it contains, depends on the printer driver you have installed for your printer.
16 5. Using the tabs and other controls in the dialog box, specify the printer settings you want to use.
17 6. Click on OK to close the Properties dialog box. 7. Click the Print button to print your document. 1.2.4 Share documents electronically If you have an account on SharePoint or Microsoft OneDrive, you can store files, such as your Word documents, to one of those places, then use the Share command to let others read or edit your copy of the file. No more file pile, just one copy with everyone's feedback. Step by step: Adding SharePoint or a OneDrive to your list of places in Word 1. In Word, click File > Save As > Add a place. 2. Under Add a place, click the service you want to use, like Office 365 SharePoint or OneDrive. 3. Complete the Sign in screen that appears for either service. You may need to contact your IT department for a user name and password. 4. Once you're done, the new location appears on Word’s Save As pane.
18 Step by step: Save to your new place and share After you add a cloud storage location to your list of places, you can share your document. You only need to do this once per file. 1. Open the document you want to share. 2. Click File > Save As. 3. On the Save As page, double-click the location you want to use— your SharePoint document library, a location on your computer, your MySite, or your OneDrive. 4. Give the file a name and click Save. If this takes you back to the Info tab, click Share again. 5. Under Share with People (or, in Word 2013, Invite People), enter the names or email addresses of the people you want to share the file with. 6. If you want to, select Can Edit or Can View. The first option lets your coworkers change the file, the second keeps your file more secure. 7. Enter a message in the box below the address line if you want to, then click Share. Step by step: Share an already saved document If you've already saved a file to SharePoint or a OneDrive, follow these steps. 1. Open the document you want to share. 2. Click File > Share > Share with People (or, in Word 2013, Invite People). 3. Enter the names or email addresses of the people you're sharing with. 4. If you want to, click Can Edit or Can View. The first option lets your coworkers change the file. The second keeps your file more secure. 5. Enter a message in the box below the address line if you want to, then click Share.
19 Step by step: Stop sharing with someone And here's how you stop sharing a document. 1. Open the document you don't want to share. 2. Click File > Share. 3. Under Share with People (or, in Word 2013, Invite People), right-click the person you want to remove and click Remove User. 1.3 Format documents 1.3.1 Set up document pages Word offers a variety of page layout and formatting options that affect how content appears on the page. You can customize the page orientation, paper size, and page margins depending on how you want your document to appear. Step by step: To change page orientation 1. Select the Layout tab. 2. Click the Orientation command in the Page Setup group. 3. A drop-down menu will appear. Click either Portrait or Landscape to change the page orientation. 4. The page orientation of the document will be changed.
20 Step by step: To change page size 1. Select the Layout tab, then click the Size command. 2. A drop-down menu will appear. The current page size is highlighted. Click the desired predefined page size. 3. The page size of the document will be changed.
21 Step by step: To use a custom page size 1. From the Layout tab, click Size. Select More Paper Sizes from the drop-down menu. 2. The Page Setup dialog box will appear. 3. Adjust the values for Width and Height, then click OK. 4. The page size of the document will be changed. 5. The margins of the document will be changed. Step by step: To format page margin 1. Select the Layout tab, then click the Margins command. 2. A drop-down menu will appear. Click the predefined margin size you want.
22 Step by step: To use custom margins 1. From the Layout tab, click Margins. Select Custom Margins from the drop-down menu. 2. The Page Setup dialog box will appear. 3. Adjust the values for each margin, then click OK. 4. The margins of the document will be changed.
23 1.3.2 Apply style sets Word provides a set of styles that work together. Each Quick Style set might include styles for several heading levels, body text, quotes, and titles that work together in a single document. Step by step: Apply styles 1. Select the text you want to format. 2. On the Home tab, point to a style to preview it. 3. If you don't see a style you want, click the More button to expand the gallery. 4. Select a style. 1.3.3 Insert and modify headers and footers Step by step: Insert header or footer 1. Go to Insert > Header or Footer.
24 2. Choose the header style you want to use. 3. Add or change text for the header or footer. a) Header 4. To edit a header or footer that's been already created, double-click on it. 5. To eliminate a header--like deleting it on the title page--select it and then check the Different First Page box. 6. Select Close Header and Footer or press Esc to exit. Step by step: Remove header or footer 1. To delete, select Insert > Header (or Footer) 2. Remove Header (or Remove Footer).
25 b) Footer 1.3.4 Configure page background elements To add some extra visual interest to your document, add a background color using the Page Color button. Step by step: Add or change the background color 1. Go to Design > Page Color. 2. Choose the color you want under Theme Colors or Standard Colors.
26 Patterns and textures are repeated (or “tiled”) to fill the entire page. If you save your document as a webpage, the textures are saved as JPEG files, and the patterns and gradients are saved as PNG files.
27 Step by step: Remove the background color 1. Go to Design > Page Color. 2. Select No Color. 1.4 Inspect documents for issues In Word, the Document Inspector displays several different Inspectors that allow you to find and remove hidden data and personal information that is specific to Word documents. For a list of the different types of hidden data and personal information that the Document Inspector can find and remove from Word documents, review the following table. Inspector name Finds and removes Comments, Revisions, Versions, and Annotations • Comments • Revision marks from tracked changes • Document version information • Ink annotations
28 Document Properties and Personal Information • Document properties, including information from the Summary, Statistics, and Custom tabs of the Document Properties dialog box • E-mail headers • Routing slips • Send-for-review information • Document server properties • Document Management Policy information • Content type information • Databinding link information for databound fields (last value will be converted to text) • User name • Template name Headers, Footers, and Watermarks • Information in document headers • Information in document footers • Watermarks Hidden Text Text that is formatted as hidden (a font effect that is available in the Font dialog box) Note: This Inspector cannot detect text that was hidden by other methods (for example, white text on a white background). Custom XML Data • Custom XML data that might be stored within a document Invisible Content Objects that are not visible, because they have been formatted as invisible. Note: This Inspector cannot detect objects that are covered by other objects.
29 1.4.1 Locate and remove hidden properties and personal information Types of hidden data and personal information. Comments, revision marks from tracked changes, versions, and ink annotations If you've collaborated with other people to create your document, your document might contain items such as revision marks from tracked changes, comments, ink annotations, or versions. This information can enable other people to see the names of people who worked on your document, comments from reviewers, and changes that were made to your document, things that you might not want to share outside of your team. Document properties and personal information Document properties, or metadata, include details about your document such as author, subject, and title. Document properties also include information that is automatically maintained by Office programs, such as the name of the person who most recently saved a document and the date when a document was created. Headers, footers, and watermarks Word documents can contain information in headers and footers. Additionally, you might have added a watermark to your Word document. Hidden text Word documents can contain text that is formatted as hidden text. If you do not know whether your document contains hidden text, you can use the Document Inspector to search for it. Document server properties If your document was saved to a location on a document management server, such as a Document Workspace site or a library based on Windows SharePoint Services, the document might contain additional document properties or information related to this server location.
30 Custom XML data Documents can contain custom XML data that is not visible in the document itself. The Document Inspector can find and remove this XML data. Step by step: Inspects for hidden data and personal information 1. Open the Word document that you want to inspect for hidden data and personal information. 2. Click the File tab, click Save As, and then type a name in the File name box to save a copy of your original document. 3. In the copy of your original document, click the File tab, and then click Info. 4. Click Check for Issues, and then click Inspect Document. 5. In the Document Inspector dialog box, select the check boxes to choose the types of hidden content that you want to be inspected. 6. Click Inspect.
31 7. Review the results of the inspection in the Document Inspector dialog box. 8. Click Remove All next to the inspection results for the types of hidden content that you want to remove from your document.
32 1.4.2 Locate and correct accessibility issues Step by step: Check accessibility 1. Select the Review tab. 2. Select Check Accessibility.
33 1.4.3 Locate and correct compatibility issues What is compatibility mode? When you open a document created in an older version of Microsoft Word, Excel, or PowerPoint in a modern version of Office, you may see “Compatibility Mode” appear after the name of the document in the titlebar. This changes the way the document appears and prevents you from using some modern features. Step by step: Check compatibility issues 1. Open the file that you want to be compatible with older versions of Office. 2. Select File > Info. 3. Select Check for Issues > Check Compatibility.
34 4. Review the list of issues found in the compatibility check. 5. To return to the document and fix the compatibility issues, select OK.
35 2 INSERT AND FORMAT TEXT, PARAGRAPHS, AND SECTIONS 2.1 Insert text and paragraphs A text is a writing consisting of multiple glyphs, characters, symbols or sentences while paragraph is a section of text containing one or more sentences, which together express a single idea or unit of information. In modern typesetting, a paragraph is usually delimited by a visual separator or paragraph break. The separator may be a line break, vertical spacing such as a blank line, indentation of the first word, a horizontal line, or some combination. 2.1.1 Find and replace text Step by step: Find and replace text 1. Go to Home > Editing Group > Replace or press Ctrl+H. In this lesson, you will learn how to insert and formatting text and paragraphs and setting document sections and column breaks.
36 2. Enter the word or phrase you want to locate in the Find box. 3. Enter your new text in the Replace box. 4. Select Find Next until you come to the word you want to update. 5. Choose Replace. To update all instances at once, choose Replace All. 2.1.2 Insert symbols and special characters A special character is one that is not considered a number or letter. Symbols, accent marks, and punctuation marks are considered special characters. Similarly, ASCII control characters and formatting characters like paragraph marks are also special characters. Unlike alphanumeric characters, special characters are extremely versatile and can be used for a number of different purposes in writing, coding, and mathematical operations. Special characters may also be referred to as special letters, special symbols, or keyboard characters.
37 Step by step: Insert symbols 1. Click or tap where you want to insert the symbol. 2. Go to Insert > Symbol 3. Go to Special Characters. 4. Double-click the character that you want to insert. 5. Select Close Step by step: Insert special character 1. Click or tap where you want to insert the special character. 2. Go to Insert > Symbol > More Symbols. 3. Go to Special Characters. 4. Double-click the character that you want to insert. ... 5. Select Close.
38 2.2 Format text and paragraphs 2.2.1 Apply text effects Step by step: Add an effect to text 1. Select the text that you want to add an effect to. 2. On the Home tab, in the Font group, click Text Effect. 3. Click the effect that you want. 4. For more choices, point to Outline, Shadow, Reflection, or Glow, and then click the effect that you want to add. Step by step: Remove an effect to text 1. Select the text that you want to remove an effect from. 2. On the Home tab, in the Font group, click Clear Formatting. 2.2.2 Apply formatting by using Format Painter Step by step: Use the Format Painter 1. Select the text or graphic that has the formatting that you want to copy. 2. To choose Format Painter, On the Home tab, select Format Painter in the Clipboard group.
39 3. The cursor changes to a paintbrush icon. 4. Use the brush to paint over a selection of text or graphics to apply the formatting. This only works once. To change the format of multiple selections in your document, you must first double-click Format Painter. 5. To stop formatting, press ESC. 2.2.3 Set line and paragraph spacing and indentation Step by step: Change paragraph indents and spacing 1. Select one or more paragraphs that you want to adjust. 2. Go to Home and then select the Paragraph dialog box launcher . 3. Choose the Indents and Spacing tab. 4. Choose your settings, and then select OK. Explore paragraph dialog box options There are general, indentation, and spacing options available in the Paragraph dialog box options. At the bottom of the dialog box, you can see a Preview of how the options will look before you apply them. General Alignment Choose Left to align text to the left with a ragged right edge (or use the keyboard shortcut, Ctrl+L). Choose Center to center text with a ragged left and right edge (Ctrl+E).
40 Choose Right to align text to the right with a ragged left edge (Ctrl+R). Choose Justify to align text both left and right, adding space between words (Ctrl+J). Outline level The level at which the paragraph appears in Outline view. Choose Collapsed by default if you want the document to open with headings collapsed by default. Indentation Left Indents the paragraph on the left by the amount you choose. Right Indents the paragraph on the right by the amount you choose. Special Choose First line > By to indent the first line of a paragraph. To quickly create a first line indent using the ruler, see Step by step: Create a first line indent. Choose Hanging > By to create a hanging indent. To quickly create a hanging indent using the ruler, see Step by step: Create a hanging indent. Mirror indents The level at which the paragraph appears in Outline view. Choose Collapsed by default if you want the document to open with headings collapsed by default. Step by step: Create a first line indent If you always want first-line indentation, modify the Normal style: 1. Put the cursor anywhere in the paragraph. 2. On the Home tab, right-click the Normal style, and choose Modify.
41 3. Select Format, and then choose Paragraph. 4. On the Indents and Spacing tab, under Indentation, select First line. 5. Select OK. 6. Select OK again.
42 Step by step: Create a hanging indent 1. Select the text where you want to add a hanging indent. 2. Go to Home > Paragraph dialog launcher > Indents and Spacing. 3. Under Special, select Hanging. 4. You can adjust the depth of the indent using the By field. 5. Select OK. Spacing Before Adjusts the amount of space before a paragraph. After Adjusts the amount of space after a paragraph. Line spacing Choose Single to single-space text. To quickly single space your entire document, see Step by step: Single space lines in a document. Choose 1.5 lines to space text one-and-one-half times that of single spacing. Choose Double to double-space text. To quickly double space your entire document, see Step by step: Double space lines in a document. Choose At least > At to set the minimum amount of spacing needed to fit the largest font or graphic on the line.
43 Choose Exactly > At to set fixed line spacing, expressed in points. For example, if the text is in 10-point font, you can specify 12 points as the line spacing. Choose Multiple > At to set line spacing as a multiple expressed in numbers greater than 1. For example, setting line spacing to 1.15 will increase the space by 15 percent, and setting line spacing to 3 increases the space by 300 percent (triple spacing). Don’t add Choose Don’t add space between paragraphs when you don’t want extra space between paragraphs. Step by step: Single space lines in a document. Single-space your document 1. Select the top of the document. 2. Go to Design > Paragraph Spacing. 3. Choose No Paragraph Space. This overrides the settings of the style set you're currently using. To return to the original settings: 4. Go to Design > Paragraph Spacing. 5. Select Default or the style name you're currently using.
44 Single-space part of a document 1. Select the paragraphs you want to change. 2. Go to Home > Line and Paragraph Spacing . 3. Choose 1.0 Step by step: Double space lines in a document. 1. To double-space the whole document, go to Design > Paragraph Spacing, and choose Double.
45 2. To double-space only part of the document, select the paragraphs you want to change, go to Home > Line and Paragraph Spacing, and choose 2.0. 2.2.4 Apply built-in styles to text Step by step: Apply styles 1. Select the text you want to format. 2. On the Home tab, point to a style to preview it. 3. If you don't see a style you want, click the More button to expand the gallery. 4. Select a style.
46 2.2.5 Clear formatting Step by step: Clear all text formatting 1. Select the text that you want to return to its default formatting. 2. In Word and Publisher 3. On the Home tab, in the Font group, click Clear All Formatting. 2.3 Document sections 2.3.1 Format text in multiple columns Step by step: Add columns to a document You can format your document in a newspaper-style column layout by adding columns. On the Layout tab, click Columns, then click the layout you want. 1. To apply columns to only part of your document, with your cursor, select the text that you want to format. 2. On the Layout tab, click Columns, then click More Columns. 3. Click Selected text from the Apply to box. Step by step: Create columns of text in a text box or a shape 1. Right-click the text box, placeholder, or shape border, and click Format Shape. 2. On the right side of the window, click Text Options > Textbox .
47 3. Click Columns, enter the number of columns in the Number box, and the space between each column (in inches) in the Spacing box. If the Columns button is grayed out, it's likely because you are working on a table. Columns for tables are described in a separate article. Any text you now enter will appear in columns. If the object you right-clicked in step 1 already contained text, you’ll see that the text now appears in columns.