Intermediate Microsoft Word:Formatting Documents, Working with Pictures

Welcome to the Intermediate Microsoft Word class from Williamsburg Regional Library. To take this course, you should already have taken Basic Word or have equivalent experience with computers and basic text entry with Microsoft Word. This class builds on that foundation, adding skills such as cut, copy, and paste; formatting the document’s margins and spacing; and adding and positioning pictures. Off we go!

Please start Microsoft Word on your computer. On the first line of the new document, type your first initial and last name, then save the document. Go ahead and use the default name and location to save the file.

OBJECTIVE 1: Cut, copy, and paste text within a document or from another source.

In the first class, we created a document from scratch, but depending on how you use Word, you might reformat existing text as often as you do original data entry. To move text around, you must learn how to cut, copy, and paste.

For our first exercise, we’re going to find text from another source, on the internet, and then copy and paste it into Word. We’ll use that block as the text we’ll format for the rest of the class.

Step 1: Select the Text

A. Open an Internet Explorer window, by clicking the blue “e” icon on the taskbar. B. Go to WRL’s Blogging for a Good Book site: http://bfgb.wordpress.comC. With your instructor’s guidance, go to the newest entry in the blog and click on the title of the item. D. Highlight or select the text of this entry (not the title, pictures, or other content on the web page) from this post,

using the techniques you learned in Basic Word (Reminder: start at one end of the text, then click, hold down, and drag over the text until you reach the other end, then let off the mouse button.) When the text is highlighted it will have a gray or blue background.

Step 2: Copy the Text onto the Clipboard

A. Once text is selected, there are three ways to copy it. The first is to go to the “Edit” menu in Internet Explorer and then from the options that drop down, click Copy;OR: Right click on the selected text. In the dialog box that appears, click Copy;OR: Hold down the Ctrl key and then press C (for “copy”).

B. No matter which method is used, nothing visual will happen, but if you’ve done the task correctly, a copy of the text will be placed on the computer’s clipboard.

Step 3: Paste the Text into your Word Document

A. Return to Word by clicking the button for it on the taskbar at the bottom of the screen. B. Place the cursor one line below where you typed your initial and name, then…C. On the Home tab on the ribbon, click the Paste button (it’s on the far left of the ribbon and

looks like a clipboard);

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OR, right-click on the point in the document where you want to paste the text and from the box that appears, choose Paste; OR, hold down the Ctrl key on the keyboard and press the V key.

D. No matter which of the three methods is chosen, the copied text should paste into the document. If it doesn’t, go back to Step 1 and repeat the process until you have success. Get the instructor’s help if you need it. Don’t repeat the “paste” step multiple times, or you’ll add multiples copies of the same text into the document.

Cutting and Pasting to Move Text within a Document

Moving text within a document is similar to copying, but unless you want two copies of the text in the document, this time you will “cut” the text instead of copying it. Again, there are three steps:

Step 1: Select the Text to Move

A. For our exercise, move the first paragraph of text from the blog post from the top to the bottom of the Word document. You will need to select that first paragraph to do so.

B. Use either the mouse or keyboard as you did in Step 1 for copying to select the text of the first paragraph.

Step 2: Cut the Selected Text into the Clipboard

A. Click the Cut button (it’s the little scissors icon just right of the Paste button);OR, right click the selected text, then in the box that appears, click Cut;OR, hold down the Ctrl key on the keyboard and press X to cut.

B. Unlike copying, when text is cut, it actually disappears from the document. That’s OK, it means that you’ve successfully copied it into the clipboard, and can now paste it elsewhere.

Step 3: Paste the Text into a New Location in the Document

1. Click the document at the spot where the text will be moved to place the cursor there. In this case, your cursor should go on a new line at the end of the document, so put the cursor at the end of the document and hit “Enter” to start a new line.

2. Choose one of the methods in Step 3C above to paste the text back into the new location.

Copying and Pasting within a Document

If you want the same piece of text multiple times in a document, use Copy instead of Cut. Steps 1 and 3 are the same as above to highlight and paste the text. What differs is step 2:

A. Click the Copy button (it’s the icon with two overlapping documents, just below the cut icon on the Ribbon);OR, right click the selected text, then in the box that appears, click Copy; OR, hold down the Ctrl key on the keyboard and press the C key.

That’s all it takes to cut, copy, and paste, but it’s an important skill, so take a minute to practice a few more times, bringing other text from the internet into your document or moving other text within the document.

OBJECTIVE 2: Understand how to format multiple aspects of text at once with Styles or the Format Painter.

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There are two methods for changing multiple aspects of text—for instance, font, font size, and color—in one step to preset styles or to the style of existing text in the document.

Method One: Styles

“Styles” are located on the right side of the Home ribbon in Word. In addition to the style buttons you can see, the small arrow buttons to the right of these allow access to other styles.

A style setting includes a font, its size, the font color, additions like bold or italics, the alignment of the text, and the spacing to be used with it. You can highlight a block of text, then click one of these style buttons and all of these elements will be changed at once.

To edit a style, right click its button, then from the options that appear, click Modify… In the box that pops up, make the desired changes to the style, then click OK. Different sets of styles, color schemes, and default fonts can also be set. To choose one of these, click the Change Styles button, then adjust the Style Set, Colors, or Fonts.

Method Two: Format Painter

If apply formatting in one part of a document to other spots in the document quickly, use the Format Painter tool. It’s on the Home Tab with the Clipboard tools and looks like a small paintbrush.

To use the Format Painter, put the cursor in the section that has the formatting that you want to replicate. Click the Format Painter button once. Then select the section where you wish to replicate the formatting, and it will change.

To replicate formatting in multiple places in your document, again place the cursor in the section with the format to copy. Double click the Format Painter button instead of just clicking. Then, one at a time, select all of the sections that you want to change to that formatting style. Finish by clicking the Format Painter button once more to turn it off.

OBJECTIVE 3: Adjust line spacing and space before or after paragraphs.

The button to adjust line spacing is on the Home Tab, almost in the middle of the screen. It has blue up and down arrows, four lines, and a drop down arrow.

Select a section of the document or place the cursor in the paragraph where you would like to adjust spacing, and then click the line spacing button. In the drop-down box that appears, current line spacing for the paragraph or section has a yellow checkmark next to it. Single spacing is 1.0, double spacing 2.0 and so on.

To change the line spacing, click the desired number. The options to add or remove extra spacing before or after paragraphs (adjusting the amount of white space in the document) are at the bottom of the list. Further options for controlling line spacing are available if you select Line Spacing Options… from the drop-down list.

To change the line spacing for the entire document at once, use Ctrl+A to select all, then click the line spacing button and make the desired adjustments.

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OBJECTIVE 4: Adjust indentation on a single line, on a paragraph, or on the entire document.

An indentation on a single line is not truly an indentation, but just a tab stop. To indent a single line, place the cursor at the front of the line and press the Tab key on the keyboard. It will indent ½ inch each time you press Tab.

There are three places to adjust indentation on paragraphs or pages in Word. Directly above the line spacing button on the Home Tab, there are buttons to Decrease Indent or Increase Indent. Place the cursor in a paragraph and click Increase Indent to add a half-inch indentation on the entire paragraph for each click. Click Decrease Indent to reduce indentation by the same half inch.

To change multiple paragraphs, select all of the text you wish to be more or less indented before clicking the buttons. If the section has bullets or numbers, the change of indentation may also change the bullet or number style. Each bulleted or numbered line is treated as a paragraph, so to change multiple bulleted or numbered lines, select them all first.

For more detailed control of indent spacing or to indent the right side of a paragraph as well as the left, there are two options. The first is near the

middle of the Page Layout Tab on the Ribbon. Put the cursor in the desired paragraph, or select multiple paragraphs, then click the up or down arrows next to the Left: or Right: Indent boxes to adjust the indent for the selected paragraphs by a tenth of an inch with each click.

Finally, there are also sliding markers on the horizontal ruler which can be dragged to change the indent on either the line where the cursor is currently placed or on multiple lines if those lines are selected. Drag the appropriate marker (as labeled in the image below) to the desired location on the ruler to make the adjustment.

OBJECTIVE 5: Place border lines around part or all of a document.The tool to place borders around a paragraph in Word is on the Home Tab to the right of the line spacing button and left of the styles buttons. To use it, select text to put a border around, then click the down arrow right of the button. A list of options will drop. Many border effects can be created, but in most cases, choose Outside Borders, which places a box around selected text, or All Borders, which creates gridlines around text in the selected area.

After placing the border, click the down arrow on the button to the left of the border button, which shows a little pouring bucket. From the color grid that drops down, select a color to put a colored background inside of the border (but know that this fill color can obscure the text if the text color and the fill color don’t contrast enough).

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Select the same block of text again, and click No Border in the drop down list to turn the border lines back off. For more elaborate border and shading options, click the down arrow on the border button, then choose the last option in the list Borders and Shading…

To create borders around the entire page instead of just paragraphs, and colored filled backgrounds within those borders, go to the Page Layout Tab. Page Background options are near the middle of the Ribbon.

Click Page Borders and in the resulting dialog box choose the style of line, the line’s color, and its width. Or choose border art, which places a ring of pictures around the page. Make the desired adjustments, and then click OK.

The Page Color button makes the background of the page a particular color, but again, remember that if this doesn’t contrast with the text color enough, the text may be obscured or even invisible. If you’re going to print the document, colored backgrounds will use a lot of ink.

Finally, you can also put a pale Watermark across the page background with that button, such as “Confidential” or “Do Not Copy.”

OBJECTIVE 6: Adjust the margins, page orientation, or page size.

Buttons for this objective are on the Page Layout Tab of the Ribbon in the Page Setup section.

Default margins in Word are one inch on all four sides. To change these, click the Margins button and in the box that drops down, choose one of the predefined margin sets, or to define your own margins, go to the bottom of the list and click Custom Margins… Set the desired margins in the box that pops up, and then click OK. Most printers cannot print closer than half an inch (.5” in Word settings) from the edge of the page, so this should be the minimum margin setting.

To change the margins in only a portion of the document, select the section to change, click Margins, then Custom Margins…, set the changes in the resulting box, and then change the setting in the Apply to… box from Whole Document to Selected Text. Finish by clicking OK.

The default page Orientation is Portrait (as in these handouts). To design for a page turned on its side, click Orientation and switch to Landscape.

Default page size is 8.5” by 11”. To switch paper sizes, click the Size button, then click one of the common paper or envelope sizes listed or choose More Sizes… and make adjustments in the window that appears to find a less common size or to define your own size. Any of these changes to page size will create corresponding changes in the page on the screen and the length of the rulers around the edge of the document.

OBJECTIVE 7: Insert page breaks at a desired location.

Word automatically ends one page and drops down to the next when the typed text passes the bottom margin of the page. Instead, a page break can be set at any point in the document by positioning the cursor at that point, then holding

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down the Ctrl key and pressing Enter. This can also be done on the Insert Tab with the button near the far left labeled Page Break. Next to this is a button to insert a formatted Cover Page at the beginning of the document.

On the Page Layout Tab in the Page Setup section, to the right of buttons for changing Orientation and Size, there is also a button for Breaks. This gives access to further options with setting page breaks, such as skipping a page, setting a manual column break, or designating a section break without changing pages. Beneath the Breaks button are buttons to put Line Numbers on every line of the document or to allow Hyphenation of words at the end of lines.

OBJECTIVE 8: Format part of a document in columns.

Part or all of a document can be formatted into columns, as in the print in this section. This option is also found on the Page Layout Tab of the Ribbon in the Page Setup section, just beneath or to the right of the button for Size. You can either type the text first and then format it into columns or set the number of columns at the top of the section before typing content.

Click Columns and then click the desired number of columns. By default, Word creates columns of equal width with equal spacing between them. To change this, click Columns, select More Columns, adjust width and spacing in the resulting window and click OK. By

default, columns are equal length: in a two-column section, half the lines would be in the first column, and the next half in the second. To create unequal columns, put the cursor where you want the column to break, and then click Breaks and under Page Breaks choose Column.

While you can create any number of columns on a page, at some point some phrases or words in those columns will be wider than the columns themselves, which results in awkward wrapping of text that is hard to read. If this happens, reduce the number of columns to make the document look good again.

OBJECTIVE 9: Insert page numbers and adjust headers and footers.

Headers and footers are sections at the top and bottom of the document. Text in these sections appears on every page of the document. They are most commonly used for page numbers, but can be used for many purposes. Controls in Word to add and edit Headers and Footers are on the Insert Tab, just to the right of center on the Ribbon.

To add a Page Number on each page, click that button. A drop-down menu appears that allows you to put the number at the Top of the Page…, Bottom of the Page…, in the Page Margins…, or in the cursor’s Current Position… Without clicking yet, move the mouse over the location of your choice. Further options appear to the left or right, showing what the number would look like in locations left, right, or

center. Move the mouse pointer over the preferred option, and click. The header, footer, or other location opens, and shows how the page number will appear. If you want a different font or size, select the page number in the header or footer and a set of font controls appear that can be edited. After editing the page number, notice that when working in the header or footer, the Ribbon changes to a Design tab that normally doesn’t show. This tab has controls to edit the

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Header and Footer of the document only. To close it and go back to editing the main document (with page numbers now set), look to the far right of the ribbon and click the red “x” labelled Close Header and Footer.

To add a new header, click the Header button on the Ribbon. A drop-down menu appears. Choose the style of header that’s closest to your needs. This will open the header on the page and replace the Insert Tab with the Design Tab for headers and footers on the Ribbon. One of the spots for text will be highlighted. Type what you want to appear in this part of the header and hit Enter, then hit the Tab key to move to the next area for text if there is one. Repeat until all of these text holders are adjusted. If you don’t want to use one of the text holders in the design, tab to it, then hit the Backspace key. To adjust a section, select it again by dragging over it, make changes, and hit Enter. To add other text wherever desired in the header, just put the cursor in that location and type. When finished, click Close Header and Footer on the Ribbon to go back to editing the main document. The adjusted header appears atop each document page.

Adding a footer works the same way. Just start by clicking Footer on the Insert Tab.

To edit an existing header or footer, double click on it to return to the Header and Footer Design tab. Make the desired changes, then close the Design Tab. You can also edit or remove headers and footers through the buttons on the Insert tab. Click the appropriate button, and then look beneath the preset styles in the drop-down box to click either Edit or Remove the Header or Footer.

Remember that when a Header or Footer is added, it will take up space and may alter the layout of the rest of the page. If the exact location of items in the document is critical, it’s easiest to insert the Header or Footer before typing the rest of the document, so you’ll know as you type the rest how it lays out. Otherwise, you may have to go back through the document after adjusting the Header or Footer to make sure that text or images haven’t shifted to other pages.

Take a minute to practice these skills, adding a header and footer to your practice document.

OBJECTIVE 10: Add hypertext (internet links) to a document.

Internet links can be added to a Word document. These links are only functional when the document is viewed on a computer with an internet connection. The button to add a Hyperlink is found to the left of center on the Insert Tab.

To add a link, highlight the document text that will serve as the link. Click Hyperlink. A dialog box pops up in which the highlighted text is listed on the top Text to display: line.

On the bottom Address: line, type or copy and paste the address of the site where the link will go. Click OK to finish inserting the link. From now on, if the linked text in the document is clicked, the computer will launch an internet window and go to the linked site.

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Hyperlink can also be used to get Word to launch another Word document on the computer, or to start a new email message to a particular address on home computers, but we won’t go into that in this class. If you want to use this feature, talk to your instructor.

OBJECTIVE 11: Insert a special character into a document.

Some characters don’t appear on the keyboard, including many special symbols, mathematical symbols, and the accent marks that often appear on letters in foreign words or names. To use these, click the Insert tab. At its far right is the button to insert a Symbol.

Click it and a drop down menu appears with some very common symbols (left). If the desired symbol is there, just click it to insert it. More likely, you’ll have to click More Symbols… which produces a pop up dialog box:

In this box, use the scroll bar on the right to move through the many symbol options until you find the

desired symbol, then click on it. Click Insert to place the symbol, then Cancel to close the dialog box and return to the document. If you can’t find the desired symbol, change the Font in the symbol box, as each font has different symbols. The “Webdings” and “Wingdings” fonts include many icon symbols not available in most other fonts.

OBJECTIVE 12: Insert an image into a document via clip art, file, or internet copy and paste.

Microsoft Word has some simple but robust graphic editing tools that allow you to import images into a document, place them in location in relation to text, resize the graphics, and print them. These tools are on the Insert Tab.

Click the Picture button to insert a graphic saved on your computer. By default, Word will open a dialog box, looking in the Pictures library, a subset of the Documents library on computers running Microsoft operating systems. Navigate from there to any other location on the computer. Find the graphic file, click it, and then click Insert to add the graphic to the current Word document wherever the cursor is located. We’ll provide more information about how to adjust the image after inserting it in upcoming objectives.

The second way to insert a graphic is the next button over, Clip Art. Click it, and a clip art search box opens on the right. Word comes with a selection of simple graphics that can be used to illustrate documents. Search for: simple words on

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the top line to see clip art options. For best results, check the Include Office.com content option before searching. If you like a resulting image, click it to insert it into the document. Note that some of these images are quite large and may distort the document’s layout significantly until adjusted. To prevent this, hover over the clip art before clicking it to see the dimensions (in pixels) of the image or to see a drop-down arrow that, when clicked, allows copying of the picture into the clipboard for more exact insertion into the document later.

Take a minute and try a few clip art searches. Insert one or two of these images into your document, remembering that they will insert where your cursor is currently located. When finished with Clip Art, click the x in the corner of the Clip Art box to close it up.

The most versatile way to insert images into a document, is to go on the Internet, search for a graphic, and then copy and paste that graphic into Word. Most graphics that you’ll need won’t necessarily be on your computer already as either graphic files or clip art, so this provides a much broader potential to find the pictures that you want. Here are the steps to follow:

1. Leaving your Word document open, open an internet browser. We’ll use Internet Explorer: Click the blue “e” icon in the task bar at the bottom of your screen to open it.

2. In Explorer, go to the Google site, http://www.google.com, then switch to the image search by clicking Images in the upper right corner of the page. Or go directly to Google Image Search by going to http://images.google.com.

3. In the search box, search for an image to put in your document. Simple nouns work best, but if you don’t see an image that you want in the results that come back, just refine your keywords. Search for a few minutes now until you find an image that you want.

4. Find an image that might work and click on it. This produces a better view that shows what web page the picture comes from and the width and length of the image in pixels. Larger images (more than 400 pixels wide or tall) will distort the document layout until they are resized back in Word.

5. Right click on the image, and from the resulting option box, choose Copy Image. This copies the image into your clipboard.

6. Go back to Word by clicking the button for it on the taskbar at the bottom of the screen.7. Place the cursor where you want to insert the image into the document, and then Paste the picture from the

clipboard into your document, either from the Paste button on the Home Tab or by right clicking at the insertion point and then clicking Paste in the resulting option box.

Repeat this process until you have successfully pasted one or two pictures into your document. We’ll work with these images in the following objectives.

OBJECTIVE 13: Adjust the dimensions of an image in a document.

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After bringing an image into a document, it may be too small or too large. That’s easy to adjust in Word. In fact, it can be useful to bring some pictures into Word even when they are not associated with a document because this is the easiest software tool available to resize a picture for printing. Here’s how to resize:

1. Click the graphic once to activate it. You’ll see “handles” that look like little bubbles around the edge of the document.

2. The little green bubble at the top of the image is the rotation handle. Click and drag it right or left to rotate the picture’s angle.

3. On the top, sides, bottom, and corners of the image are resize handles. Click one, hold down the mouse button, and drag in or out to make the picture larger or small. Handles on the sides will only resize the document horizontally, and the handles on the top and bottom will only resize the document vertically, either of which can distort the picture. That means that it is best to use a corner handle, which resizes both dimensions proportionately at

the same time.

OBJECTIVE 14: Move an image within the document and control the way that text wraps around the picture.

Once a graphic is re-sized, its location and the way that text wraps around it on the page may still need adjustment. To access picture editing tools, double click on any image in Word. The Picture Tools Tab on the Ribbon opens, which will remain in place until you click another part of the document. Tools to control placement of the picture are in the Arrange section to the right of center on the Ribbon.

Click Position to move the picture to one of nine preset page positions and wrap text tightly around the picture. Available positions show in a drop-down box. Click a position to move the picture to that location on the page.

For more exact control of placement, follow these instructions:

1. Click the button Wrap Text and from the options that appear choose Tight.2. Grab the picture by an edge. You’re in the right spot when the mouse pointer turns

into a four-pointed arrow. Click and hold down on the mouse button. Drag the graphic to the desired location and let go of the mouse button. Make sure that the graphic stays within the page margins on the ruler, or the part outside may not print. Note that graphics can overlap on the page if you want them to do so.

3. Check to see if the text is wrapping around the graphic as you would like. Repeat steps 1 and 2 as needed until the placement is just right.

4. Other text wrapping options are available in step 1, placing the picture Behind Text, In Front of Text, with text at Top and Bottom of graphic, and more.

OBJECTIVE 15: Crop a picture.

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To Crop a picture means to cut part of it away, and again, Word provides an easy-to-use tool.

1. Double click a picture to access Picture Tools.2. Click Crop. Cropping handles appear in dark black around the edges of the picture.3. Grab the handle on the side of the picture you want to crop and drag toward the center of the picture. Let go

when the undesired portion of the picture no longer shows.4. Click Crop once more to finish the job. Any text around the picture will wrap around the newly sized picture.

OBJECTIVE 16: Make further edits to pictures, including adding borders, changing the picture to grayscale or black and white, or resetting it to its original format.

Double click any picture in Word to access these other Picture Tools. Starting from the left of the Ribbon:

Remove Background, a new tool, allows you to isolate part of a picture and remove everything around it, but it isn’t an easy tool to use. Consult the help in Word for exact instruction.

Corrections allows adjustment of the sharpness or contrast of an image. Click it to drop options, then hover over the choices, noticing how each would potentially adjust the picture. When you find one you like, click it. This is most useful for sharpening a blurry picture or lightening a dark picture.

The Color button drops down various recoloring choices. Choose one to change a color picture to black and white, or to create artistic effects by turning a picture all white and a color of choice.

Artistic Effects drops options to make the picture look as if it was created in different media, like markers, colored pencils, or shrink wrap.

Moving right, we’ve already learned to Compress Picture by using the bubble handles on the corners.

Change Picture allows you to swap a different picture saved on the computer into the same spot, but this picture has to be saved somewhere on your computer. It’s just as easy to delete the old picture and insert a different one with the methods already covered.

Reset Picture returns the picture to its original size and shape, discarding cropping, recoloring, or other formatting.

In the Picture Styles area, hover over any button to see how it will reshape, angle, or place a border around the picture. Click one to apply it, or click the down arrow with the line above it to the right of the style buttons to drop more options.

Create styles of your own design by combining options under Picture Shape, Picture Border, and Picture Effects buttons.

OBJECTIVE 17: Adjust the view of the document on the screen.

Options on the View Tab do not to control the way the document appears in print, but how it is viewed on the computer screen. This allows individual users to make adjustments based on preference, eyesight, monitor size, and more. Go to the View Tab now, and click through options on the left half of the Ribbon with your instructor, which are the most useful. Starting on the left:

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Print Layout is the default view in Word. It shows your document as it would look if printed onto a page.

Full Screen Reading shows two document pages at a time, set out side by side, filling the whole screen, and hiding other Word commands. This is for reading instead of editing and works best if you have a large monitor. When finished with this view, click Close in the upper right corner to return to Print Layout.

We’ll skip Web Layout, which is only of use to web designers and beyond our scope. Outline shows the outline level of your document, including paragraph breaks, section breaks, and other formatting elements normally hidden from view. This view is useful if problems with document formatting cannot be resolved. Sometimes this is caused by a misplaced section break or other formatting element that you can see and delete or adjust in this view. When finished with this view, click the red X above the button Close Outline View, then return to the View Tab.

Draft view shows the document without graphics, headers or footers for quick text editing of text. When finished with this view, return to Print Layout.

The next section gives click box options to show or hide certain elements of the Word controls. We’ve already clicked the Ruler box to show the ruler. Try the others as well: Gridlines puts a grid behind the page, mostly useful to facilitate intricate layouts or exact geometric placement of graphical elements. Navigation Pane puts a list of different document sections in the column on the left, where you can click any of them to jump to that section of the document. Click in each of these boxes again to toggle these view options back off.

The Zoom section buttons allow you to zoom in or out on the document. Click Zoom and choose one of the options in the pop-up box to change the display. The default is 100%. Switching to 200% zoom gives a closer view of the document with larger text (and thus less fitting on the screen.) Conversely, 75% shows more document but makes text smaller. The up and down arrows next to Percent can set a percentage of your choice.

Page width is a closer view on most monitors, spreading the page to fit the width of the monitor. Text width spreads it even further, cutting off margins and bringing the text edges to the edges of the monitor. Whole page zooms out so that the whole page fits on the screen, not just the width, but also the length. Many pages drops a box where you can decide

how many pages to fit on the screen (the resulting pages are quite small.)

Other buttons in the Zoon section are quick ways to perform options listed under the Zoom button: 100%, One Page, Two Pages, and Page Width.

Before exiting the View Tab, hide all the options but the Ruler in the Show/Hide section and reset your document to 100% View and Print Layout.

For Further Study

This completes the Intermediate Word class at WRL. Don’t forget that you can click Help under the File Tab or click on the blue question mark on the right side of the screen just above the Ribbon to access further Word help if questions arise that aren’t answered in our manuals. A Google search that includes the words “Microsoft Word,” the number of your version of the software, and words to describe the skills you need help with will also usually reveal a variety of good online resources. The library also carries many books that can help you with this or other common software.

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Our classes in Microsoft Word cover the functions that most users turn to regularly, but Word can do a few other things that we didn’t explore. Here are some other skills you might want to try learning from Word help documents and other resources.

Save files as .rtf, .pdf, or other formats Learn how to use the templates available under the File Tab Spell and grammar check an entire document under the Review Tab Use the thesaurus, research, translation, and word count tools under the Review Tab Learn how to adjust autocorrect and autoformat options and make other changes to the way your software

works through Options under the File Tab Insert a text box into a document under the Insert Tab Insert shapes into a document under the Insert Tab Insert word art into a document under the Insert Tab Insert a table and manipulate text within a table under the Insert Tab Insert footnotes or endnotes into a document under the References Tab Insert an index or table of contents into a large document under the References Tab Learn the basics of how to track and accept or reject changes collaboratively under the Review Tab Use the drawing tools Insert charts into a document and format them in basic ways under the Insert Tab Insert screenshots from any software program into Word documents under the Insert Tab Merge information such as names and addresses onto labels that can be printed from Word under the

Mailings Tab

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