FACULTY OF NATURAL

SCIENCES.

DEPARTMENT OF MATHEMATICAL
SCINCES AND COMPUTING

MICROSOFT WORD NOTES

LECTURERS: Ms. NH. Mphetshwa

Ms. N. Phaliso

Ms. Z. Mki

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MICROSOFT WORD

Introduction
Microsoft Word 365 is a word processing application that allows you to create a
variety of documents, including letters, resumes, and more. In this lesson, you'll
learn how to navigate the Word interface and become familiar with some of its
most important features, such as the Ribbon, Quick Access Toolbar,
and Backstage view.

Getting to know Word

Word 365 is similar to Word 2016 and Word 2019. If you've previously used either
version, then Word 365 should feel familiar. But if you are new to Word or have
more experience with older versions, you should first take some time to become
familiar with the Word 365 interface.

The Word interface

When you open Word for the first time, the Start Screen will appear. From here,
you'll be able to create a new document, choose a template, and access
your recently edited documents. From the Start Screen, locate and select Blank
document to access the Word interface.

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 WORKING WITH THE WORD ENVIRONMENT

Like other recent versions, Word 365 continues to use features like
the Ribbon and the Quick Access Toolbar—where you will find commands to
perform common tasks in Word—as well as Backstage view.

The Ribbon

Word uses a tabbed Ribbon system instead of traditional menus.

The Ribbon contains multiple tabs, which you can find near the top of the Word
window.

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Each tab contains several groups of related commands. For example, the Font
group on the Home tab contains commands for formatting text in your document.

Some groups also have a small arrow in the bottom-right corner that you can click
for even more options.

Showing and hiding the Ribbon

If you find that the Ribbon takes up too much screen space, you can hide it. To do
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this, click the Ribbon Display Options arrow in the upper-right corner of the
Ribbon, then select the desired option from the drop-down menu:

• Auto-hide Ribbon: Auto-hide displays your document in full-

screen mode and completely hides the Ribbon from view. To
show the Ribbon, click theExpand Ribbon command at the
top of screen.

• Show Tabs: This option hides all command groups when

they're not in use, but tabs will remain visible. To show the
Ribbon, simply click a tab.

• Show Tabs and Commands: This option maximizes the

Ribbon. All of the tabs and commands will be visible. This
option is selected by default when you open Word for the
first time.

Using the Tell me feature

If you're having trouble finding command you want, the Tell Me feature can help.
It works just like a regular search bar: Type what you're looking for, and a list of
options will appear. You can then use the command directly from the menu
without having to find it on the Ribbon.

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The Quick Access Toolbar

Located just above the Ribbon, the Quick Access Toolbar lets you access common
commands no matter which tab is selected. By default, it shows the Save, Undo,
and Redo commands, but you can add other commands depending on your
needs.

To add commands to the Quick Access Toolbar:

1. Click the drop-down arrow to the right of the Quick Access Toolbar.

2. Select the command you want to add from the menu.

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 3. The command will be added to the Quick Access Toolbar.

The Ruler

The Ruler is located at the top and to the left of your document. It makes it easier
to adjust your document with precision. If you want, you can hide the Ruler to
create more screen space.

To show or hide the Ruler:

1. Click the View tab.

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 2. Click the checkbox next to Ruler to show or hide the Ruler.

Backstage view

Backstage view gives you various options for saving, opening a file, printing, and
sharing your document. To access Backstage view, click the File tab on
the Ribbon.

Document views and zooming

Word has a variety of viewing options that change how your document is

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displayed. You can choose to view your document in Read Mode, Print Layout,
or Web Layout. These views can be useful for various tasks, especially if you're
planning to print the document. You can also zoom in and out to make your
document easier to read.

Switching document views

Switching between different document views is easy. Just locate and select the
desireddocument view command in the bottom-right corner of the Word
window.

• Read Mode: This view opens the document to a full screen.

This view is great for reading large amounts of text or simply
reviewing your work.

• Print Layout: This is the default document view in Word. It

shows what the document will look like on the printed page.

• Web Layout: This view displays the document as a webpage,

which can be helpful if you're using Word to publish content
online.

Zooming in and out

To zoom in or out, click and drag the zoom control slider in the bottom-right
corner of the Word window. You can also select the + or - commands to zoom in
or out by smaller increments. The number next to the slider displays the
current zoom percentage, also called the zoom level.

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 UNDERSTANDING ONE DRIVE

Introduction
Many of the features in Office are geared toward saving and sharing files online.
OneDrive is Microsoft’s online storage space that you can use to save, edit, and
share your documents and other files. You can access OneDrive from your
computer, smartphone, or any of the devices you use.

To get started with OneDrive, all you need to do is set up a free Microsoft
account, if you don’t already have one.

Once you have a Microsoft account, you'll be able to sign in to Office. Just
click Sign in in the upper-right corner of the Word window.

Benefits of using OneDrive

Once you’re signed in to your Microsoft account, here are a few of the things
you’ll be able to do with OneDrive:

• Access your files anywhere: When you save your files

to OneDrive, you’ll be able to access them from any
computer, tablet, or smartphone that has an Internet
connection. You'll also be able to create new documents from
OneDrive.

• Back up your files: Saving files to OneDrive gives them an

extra layer of protection. Even if something happens to your
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 computer, OneDrive will keep your files safe and accessible.

• Share files: It’s easy to share your OneDrive files with friends
and coworkers. You can choose whether they can edit or
simply read files. This option is great for collaboration
because multiple people can edit a document at the same
time (also known as co-authoring).

Saving and opening files

When you’re signed in to your Microsoft account, OneDrive will appear as an

option whenever you save or open a file. You still have the option of saving

files to your computer. However, saving files to your OneDrive allows you to
access them from any other computer, and it also allows you to share files
with friends and coworkers.

For example, when you click Save As, you can select either OneDrive or This PC
as the save location.

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 CREATING AND OPENING DOCUMENTS

Introduction
Word files are called documents. Whenever you start a new project in Word,
you'll need to create a new document, which can either be blank or from a
template. You'll also need to know how to open an existing document.

To create a new blank document:

When beginning a new project in Word, you'll often want to start with a new
blank document.

1. Select the File tab

2. Select New, then click Blank document.

3. A new blank document will appear.

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To create a new document from a template:

A template is a predesigned document you can use to create a new

document quickly. Templates often include custom formatting and designs,
so they can save you a lot of time and effort when starting a new project.

1. Click the File tab, then select New.

2. Several templates will appear below the Blank document option. You can
also use the search bar to find something more specific. In our example,
we'll search for a flyer template.

3. When you find something you like, select a template to preview it.

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4. A preview of the template will appear. Click Create to use the selected
template.

5. A new document will appear with the selected template.

You can also browse templates by category after performing a search.

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To open an existing document:

In addition to creating new documents, you'll often need to open a document

that was previously saved.

1. Navigate to Backstage view, then click Open.

2. Select This PC, then click Browse. Alternatively, you can

choose OneDrive to open files stored on your OneDrive.

3. The Open dialog box will appear. Locate and select your document, then
clickOpen.
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 4. The selected document will appear.

Most features in Microsoft Office, including Word, are geared toward saving
and sharing documents online. This is done with OneDrive, which is an online
storage space for your documents and files. If you want to use OneDrive,
make sure you’re signed in to Word with your Microsoft account.

To pin a document:
If you frequently work with the same document, you can pin it to Backstage view
for quick access.

1. Navigate to Backstage view, click Open, then select Recent.

2. A list of recently edited documents will appear. Hover the mouse over
thedocument you want to pin, then click the pushpin icon.

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 3. The document will stay in Recent documents list until it is unpinned.
To unpin a document, click the pushpin icon again.

COMPATIBILITY MODE

Sometimes you may need to work with documents that were created in earlier
versions of Microsoft Word, such as Word 2010 or Word 2007. When you open
these types of documents, they will appear in Compatibility Mode.

Compatibility Mode disables certain features, so you'll only be able to access

commands found in the program that was used to create the document. For
example, if you open a document created in Word 2007 you can only use tabs and
commands found in Word 2007.
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In the image below, you can see how Compatibility Mode can affect which
commands are available. Because the document on the left is in Compatibility
Mode, it only shows commands that were available in Word 2007.

To exit Compatibility Mode, you'll need to convert the document to the current
version type. However, if you're collaborating with others who only have access
to an earlier version of Word, it's best to leave the document in Compatibility
Mode so the format will not change.

SAVING AND SHARING DOCUMENTS

Introduction
When you create a new document in Word, you'll need to know how to save it so
you can access and edit it later. As with previous versions of Word, you can save
files to your computer. If you prefer, you can also save files to the
cloud using One Drive. You can even export and share documents directly from
Word.

SAVE AND SAVE AS

Word offers two ways to save a file: Save and Save As. These options work in
similar ways, with a few important differences.

Save: When you create or edit a document, you'll use the Save command to save
your changes. You'll use this command most of the time. When you save a file,
you'll only need to choose a file name and location the first time. After that, you
can click the Save command to save it with the same name and location.
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Save As: You'll use this command to create a copy of a document
while keeping the original. When you use Save As, you'll need to
choose a different name and/or location for the copied version.

TO SAVE ADOCUMENT:

It's important to save your document whenever you start a new project or make
changes to an existing one. Saving early and often can prevent your work from
being lost. You'll also need to pay close attention to where you save the
document so it will be easy to find later.

1. Locate and select the Save command on the Quick Access Toolbar.

2. If you're saving the file for the first time, the Save As pane will appear
inBackstage view.

3. You'll then need to choose where to save the file and give it a file name.
ClickBrowse to select a location on your computer. Alternatively, you can

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 clickOneDrive to save the file to your OneDrive.

4. The Save As dialog box will appear. Select the location where you want to
save the document.

5. Enter a file name for the document, then click Save.

6. The document will be saved. You can click the Save command again to save
your changes as you modify the document.

You can also access the Save command by pressing Ctrl+S on your
keyboard.

USING SAVE AS TO MAKE A COPY

If you want to save a different version of a document while keeping the

original, you can create a copy. For example, if you have a file named Sales
Report, you could save it as Sales Report 2 so you'll be able to edit the new
file and still refer back to the original version.

To do this, you'll click the Save As command in Backstage view. Just like
when saving a file for the first time, you'll need to choose where to
save the file and give it a new file name.

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To change the default save location:

If you don't want to use OneDrive, you may be frustrated that OneDrive is
selected as the default location when saving. If you find this inconvenient, you can
change the default save location so This PC is selected by default.

1. Click the File tab to access Backstage view.

2. Click Options.

3. The Word Options dialog box will appear. Select Save on the left, check the
box next to Save to Computer by default, then click OK. The default save
location will be changed.

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 EXPORTING DOCUMENTS

By default, Word documents are saved in the .docx file type. However,
there may be times when you need to use another file type, such as
a PDF or Word 97-2003 document. It's easy to export your document from
Word to a variety of file types.

TO EXPORT A DOCUMENT AS A PDF FILE:

Exporting your document as an Adobe Acrobat document, commonly

known as a PDF file, can be especially useful if you're sharing a document
with someone who does not have Word. A PDF file will make it possible for
recipients to view—but not edit—the content of your document.

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 1. Click the File tab to access Backstage view, choose Export, then
select Create PDF/XPS.

2. The Save As dialog box will appear. Select the location where you want to
export the document, enter a file name, then click publish

TEXT BASICS

Introduction
If you're new to Microsoft Word, you'll need to learn the basics of typing, editing,
and organizing text. Basic tasks include the ability to add, delete, and move text
in your document, as well as how to cut, copy, and paste.

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Using the insertion point to add text

The insertion point is the blinking vertical line in your document. It indicates
where you can enter text on the page. You can use the insertion point in a variety
of ways.

Blank document: When a new blank document opens, the insertion

point will appear in the top-left corner of the page. If you want, you
can begin typing from this location.

Adding spaces: Press the spacebar to add spaces after a word or in

between text.

New paragraph line: Press Enter on your keyboard to move the

insertion point to the next paragraph line.

Manual placement: Once you begin typing, you can use the mouse
to move the insertion point to a specific place in your document.
Simply click the location in the text where you want to place it.

Arrow keys: You can also use the arrow keys on your keyboard to
move the insertion point. The left and right arrow keys will
move between adjacent characters on the same line, while

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the up and down arrows will move between paragraph lines. You
can also press Ctrl+Left or Ctrl+Right to quickly move between
entire words.

Selecting text

Before you can move or format text, you'll need to select it. To do this, click and
drag your mouse over the text, then release the mouse. A highlighted box will
appear over the selected text.

To select all of the text in your document, choose the Select command on the
Home tab, then click Select All. Alternatively, you can press Ctrl+A on your
keyboard.

TO DELETE TEXT:

There are several ways to delete—or remove—text:

• To delete text to the left of the insertion point, press

the Backspace key on your keyboard.

• To delete text to the right of the insertion point, press

the Delete key on your keyboard.

• Select the text you want to remove, then press

the Delete key.

NB: If you select text and start typing, the selected text will automatically be
deleted and replaced with the new text.

COPYING AND MOVING TEXT

Word allows you to copy text that's already in your document and paste it in
other places, which can save you a lot of time and effort. If you want to move text

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around in your document, you can cut and paste or drag and drop.

To copy and paste text:

• Select the text you want to copy.

• Click the Copy command on the Home tab. Alternatively, you can
press Ctrl+C on your keyboard.
• Place the insertion point where you want the text to appear.
• Click the Paste command on the Home tab. Alternatively, you can
press Ctrl+Von your keyboard.
• The text will appear.

To cut and paste text:

• Select the text you want to cut.

• Click the Cut command on the Home tab. Alternatively, you can
press Ctrl+Xon your keyboard.

• Place your insertion point where you want the text to appear.
• Click the Paste command on the Home tab. Alternatively, you can
press Ctrl+Von your keyboard.
• The text will appear.

NB: You can also cut, copy, and paste by right-clicking your document and
choosing the desired action from the drop-down menu. When you use this
method to paste, you can choose from three options that determine how the text
will be formatted: Keep Source Formatting, Merge Formatting, and Keep Text
Only. You can hover the mouse over each icon to see what it will look like before
you select it.

To drag and drop text:

• Select the text you want to move.

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• Click and drag the text to the location where you want it to appear. A small
rectangle will appear below the arrow to indicate that you are moving text.
• Release the mouse, and the text will appear.

If text does not appear in the exact location you want, you can press
the Enter key on your keyboard to move the text to a new line.

UNDO AND REDO

Let's say you're working on a document and accidentally delete some text.
Fortunately, you won't have to retype everything you just deleted! Word allows
you to undo your most recent action when you make a mistake like this.

To do this, locate and select the Undo command on the Quick Access Toolbar.
Alternatively, you can press Ctrl+Z on your keyboard. You can continue using this
command to undo multiple changes in a row.

By contrast, the Redo command allows you to reverse the last undo. You can also
access this command by pressing Ctrl+Y on your keyboard.

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SYMBOLS

If you need to insert an unusual character that's not on your keyboard, such as
acopyright (©) or trademark (™) symbol, you can usually find them with
the Symbol command.

To insert a symbol:

• Place the insertion point where you want the symbol to appear.

• Click the Insert tab.

• Locate and select the Symbol command, then choose the desired symbol
from the drop-down menu. If you don't see the one you want, select More
Symbols.

• The symbol will appear in the document.

FORMATTING TEXT
Introduction

Formatted text can draw the reader's attention to specific parts of a document
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and emphasize important information. In Word, you have several options for
adjusting text, including font, size, and color. You can also adjust the alignment of
the text to change how it is displayed on the page.

To change the font size:

• Select the text you want to modify.

• On the Home tab, click the Font size drop-down arrow. Select a font size
from the menu. If the font size you need is not available in the menu, you
can click the Font size box and type the desired font size, then press Enter.

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 • The font size will change in the document.

You can also use the Grow Font and Shrink Font commands to change the font
size.

To change the font:

By default, the font of each new document is set to Calibri. However, Word
provides many other fonts you can use to customize text.

• Select the text you want to modify.

• On the Home tab, click the drop-down arrow next to the Font box. A menu
of font styles will appear.

• Select the font style you want to use.

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 • The font will change in the document.

NB: When creating a professional document or a document that contains multiple

paragraphs, you'll want to select a font that's easy to read. Along with Calibri,
standard reading fonts include Cambria, Times New Roman, and Arial.

To change the font color:

• Select the text you want to modify.

• On the Home tab, click the Font Color drop-down arrow. The Font
Color menu appears. On the Home tab, click the Font Color drop-down
arrow. The Font Color menu appears.

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 • Select the font color you want to use.

• The font color will change in the document.

To use the Bold, Italic, and Underline commands:

The Bold, Italic, and Underline commands can be used to help draw attention to
important words or phrases.

• Select the text you want to modify.

• On the Home tab, click the Bold (B), Italic (I), or Underline (U) command in
theFont group. In our example, we'll click Bold.

• The selected text will be modified in the document.

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To change text case:

When you need to quickly change text case, you can use the Change
Case command instead of deleting and retyping text.

• Select the text you want to modify.

• On the Home tab, click the Change Case command in the Font group.

• A drop-down menu will appear. Select the desired case option from the
menu.

• The text case will be changed in the document.

To highlight text:

Highlighting can be a useful tool for marking important text in your document.

• Select the text you want to highlight.

• From the Home tab, click the Text Highlight Color drop-down arrow. The
Highlight Color menu appears.

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 • Select the desired highlight color. The selected text will then be highlighted
in the document.

To remove highlighting

• Select the highlighted text, then click the Text Highlight Color drop-down
arrow.

• Select No Color from the drop-down menu.

To change text alignment:

By default, Word aligns text to the left margin in new documents. However, there
may be times when you want to adjust text alignment to the center or right.

• Select the text you want to modify

• On the Home tab, select one of the four alignment options from
the Paragraph group. In our example, we've selected Center Alignment.

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 • The text will be realigned in the document.

Align Text Left: This aligns all selected text to the left margin. The Align Text Left
command is the most common alignment and is selected by default when a new
document is created.

USING FIND AND REPLACE

Introduction

When you're working with longer documents, it can be difficult and time
consuming to locate a specific word or phrase. Word can automatically search

your document using the Find feature, and it allows you to quickly change words
or phrases using Replace.

To find text

• From the Home tab, click the Find command. Alternatively, you can

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 pressCtrl+F on your keyboard.

• The navigation pane will appear on the left side of the screen.

• Type the text you want to find in the field at the top of the navigation pane.
In our example, we'll type the word we're looking for.

• If the text is found in the document, it will be highlighted in yellow and

apreview of the results will appear in the navigation pane. Alternatively,
you can click one of the results below the arrows to jump to it.

• When you are finished, click the X to close the navigation pane. The
highlight will disappear.

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For more search options, click the drop-down arrow next to the search field.

To replace text

At times, you may discover that you've made a mistake repeatedly throughout
your document—such as misspelling a person's name—or that you need to
exchange a particular word or phrase for another. You can use Word's Find and
Replace feature to quickly make revisions. In our example, we'll use Find and
Replace to change the title of a magazine so it is abbreviated.

• From the Home tab, click the Replace command. Alternatively, you can
pressCtrl+H on your keyboard.

• The Find and Replace dialog box will appear.

• Type the text you want to find in the Find what: field.

• Type the text you want to replace it with in the Replace with: field. Then
click Find Next.

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• Word will find the first instance of the text and highlight it in gray.

• Review the text to make sure you want to replace it. In our example, the
text is part of the title of the paper and does not need to be replaced. We'll
click Find Next again to jump to the next instance.
• If you want to replace it, you can click Replace to change individual
instances of text. Alternatively, you can click Replace All to replace every
instance of the text throughout the document.

• The text will be replaced.

• When you're done, click Close or Cancel to close the dialog box.
When it comes to using Replace All, it's important to remember that it could
find matches you didn't anticipate and that you might not actually want to
change. You should only use this option if you're absolutely sure it won't
replace anything you didn't intend it to.

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 LINE AND PARAGRAPH SPACING

Introduction
As you design your document and make formatting decisions, you will need to
consider line and paragraph spacing. You can increase spacing to improve
readability and reduce it to fit more text on the page.

About line spacing

Line spacing is the space between each line in a paragraph. Word allows you to
customize the line spacing to be single spaced (one line high), double spaced (two
lines high), or any other amount you want. The default spacing in Word is 1.08
lines, which is slightly larger than single spaced.

To formatline spacing

• Select the text you want to format.

• On the Home tab, click the Line and Paragraph Spacing command, then
select the desired line spacing.

• The line spacing will change in the document.

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Paragraph spacing

Just as you can format spacing between lines in your document, you can adjust
spacing before and after paragraphs. This is useful for separating paragraphs,
headings, and subheadings.

To format paragraph spacing:

In our example, we'll increase the space before each paragraph to separate them
a bit more. This will make it a little easier to read.

• Select the paragraph or paragraphs you want to format.

• On the Home tab, click the Line and Paragraph Spacing command. Click Add
Space Before Paragraph or Remove Space After Paragraph from the drop-
down menu. In our example, we'll select Add Space Before Paragraph.

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 • The paragraph spacing will change in the document.

From the drop-down menu, you can also select Line Spacing Options to open the
Paragraph dialog box. From here, you can control how much space there is before
and after the paragraph.

LISTS
Introduction

Bulleted and numbered lists can be used in your documents to outline, arrange,
and emphasize text. In this lesson, you will learn how to modify existing bullets,
insert new bulleted and numbered lists, select symbols as bullets, and
format multilevel lists.

To create a bulleted list:

• Select the text you want to format as a list.

• On the Home tab, click the drop-down arrow next to the Bullets command.
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 A menu of bullet styles will appear.

• Move the mouse over the various bullet styles. A live preview of the bullet
style will appear in the document. Select the bullet style you want to use.

• The text will be formatted as a bulleted list.

To create a numbered list:

When you need to organize text into a numbered list, Word offers
several numbering options. You can format your list with numbers, letters,
or Roman numerals.

• Select the text you want to format as a list.

• On the Home tab, click the drop-down arrow next to

the Numberingcommand. A menu of numbering styles will appear.

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 • Move the mouse over the various numbering styles. A live preview of the
numbering style will appear in the document. Select the numbering style you
want to use.

• The text will format as a numbered list.

Customizing bullets

Customizing the look of the bullets in your list can help you emphasize certain list
items and personalize the design of your list. Word allows you to format bullets in
a variety of ways. You can use symbols and different colors, or even upload
a picture as a bullet.

To use a symbol as a bullet:

• Select an existing list you want to format.

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 • On the Home tab, click the drop-down arrow next to the Bullets command.
Select Define New Bullet from the drop-down menu.

• The Define New Bullet dialog box will appear. Click the Symbol button.

The Symbol dialog box will appear.

• Click the Font drop-down box and select a font. The Wingdings and Symbol
fonts are good choices because they have many useful symbols.

• Select the desired symbol, then click OK.

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 • The symbol will appear in the Preview section of the Define New Bullet
dialog box. Click OK.

The symbol will appear in the list as shown below

PAGE LAYOUT
Introduction

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.

Page orientation

Word offers two page orientation options: landscape and portrait. Compare our
example below to see how orientation can affect the appearance and spacing of
text and images. Landscape means the page is oriented horizontally.

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 Portrait means the page is oriented vertically.

To change page orientation

• Select the Layout tab.

• Click the Orientation command in the Page Setup group.

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 • A drop-down menu will appear. Click either Portrait or Landscape to
change the page orientation.

• The page orientation of the document will be changed.

Page margins

A margin is the space between the text and the edge of your document. By
default, a new document's margins are set to Normal, which means it has a one-
inch space between the text and each edge. Depending on your needs, Word
allows you to change your document's margin size.

To format page margins:

Word has a variety of predefined margin sizes to choose from.

• Select the Layout tab, then click the Margins command.

• A drop-down menu will appear. Click the predefined margin size you want.

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The margins of the document will be changed.

PRINTING DOCUMENTS
Introduction
Once you've created your document, you may want to print it to view and share
your work offline. It's easy to preview and print a document in Word using
the Print pane.

To pint a document:

• Select the File tab. Backstage view will appear.

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• Select Print. The Print pane will appear.

Preview Pane
Here, you can see a preview of how your document will look when printed.

• Select the desired printer.

• Enter the number of copies you want to print.

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 • Select any additional settings if needed.

• Click Print.

COLUMNS

Introduction
Sometimes the information you include in your document is best displayed in
columns. Not only can columns help improve readability, but some types of
documents—like newspaper articles, newsletters, and flyers—are often written in
column format. Word also allows you to adjust your columns by adding column
breaks.

To add columns to a document:

• Select the text you want to format.

• Select the Layout tab, then click the Columns command. A drop-down
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 menu will appear.

• Select the number of columns you want to create.

• The text will format into columns.

Adding column breaks

Once you've created columns, the text will automatically flow from one column to
the next. Sometimes, though, you may want to control exactly where each
column begins. You can do this by creating a column break.

To add a column break:

In our example below, we'll add a column break that will move text to the
beginning of the next column.

• Place the insertion point at the beginning of the text you want to move.

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 • Select the Layout tab, then click the Breaks command. A drop-down menu
will appear.

• Select Column from the menu.

• The text will move to the beginning of the column. In our example, it
moved to the beginning of the next column.

Headers and Footers

Introduction
The header is a section of the document that appears in the top margin, while the
footer is a section of the document that appears in the bottom margin. Headers
and footers generally contain additional information such as page

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numbers, dates, anauthor's name, and footnotes, which can help keep longer
documents organized and make them easier to read. Text entered in the header
or footer will appear on each page of the document.

To create a header or footer:

In our example, we want to display the author's name at the top of each page, so
we'll place it in the header.

• Double-click anywhere on the top or bottom margin of your document. In

our example, we'll double-click the top margin.

• The header or footer will open, and a Design tab will appear on the right
side of the Ribbon. The insertion point will appear in the header or footer.

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 • Type the desired information into the header or footer. In our example,
we'll type the author's name and the date.

• When you're finished, click Close Header and Footer. Alternatively, you can
press the Esc key.

The header or footer text will appear.

To insert a preset header or footer:

Word has a variety of preset headers and footers you can use to enhance your
document's design and layout. In our example, we'll add a preset header to our
document.

• Select the Insert tab, then click the Header or Footer command. In our
example, we'll click the Header command.

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• In the menu that appears, select the desired preset header or footer.

• The header or footer will appear. Many preset headers and footers contain
text placeholders called Content Control fields. These fields are good for

adding information like the document title, author's name, date, and page
number.

• To edit a Content Control field, click it and type the desired information.

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 • When you're finished, click Close Header and Footer. Alternatively, you can
press the Esc key.

To insert the date or time into a header or footer:

Sometimes it's helpful to include the date or time in the header or footer. For
example, you may want your document to show the date when it was created.

On the other hand, you may want to show the date when it was printed, which
you can do by setting it to update automatically. This is useful if you frequently
update and print a document because you'll always be able to tell which version is
the most recent.

• Double-click anywhere on the header or footer to unlock it. Place

the insertion point where you want the date or time to appear. In our
example, we'll place the insertion point on the line below the author's
name.

• The Design tab will appear. Click the Date & Time command.

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 • The Date and Time dialog box will appear. Select the desired date or time
format.

• Check the box next to Update Automatically if you want the date to change
every time you open the document. If you don't want the date to change,
leave this option unchecked and Click OK.

The date will appear in the header.

PAGE NUMBERS

Introduction
Page numbers can be used to automatically number each page in your document.
They come in a wide range of number formats and can be customized to suit your
needs. Page numbers are usually placed in the header, footer, or side margin.
When you need to number some pages differently, Word allows you to restart
page numbering.

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To add page numbers:

Word can automatically label each page with a page number and place it in a
header, footer, or side margin. If you have an existing header or footer, it will be
removed and replaced with the page number.

• On the Insert tab, click the Page Number command.

• Open the Top of Page, Bottom of Page, or Page Margin menu, depending
on where you want the page number to be positioned. Then select the
desired style of header.

• Page numbering will appear.

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 • Press the Esc key to lock the header and footer.

• If you need to make any changes to your page numbers, simply double-click
the header or footer to unlock it.

To hide the page number on the first page:

In some documents, you may not want the first page to show the page number.
You can hide the first page number without affecting the rest of the pages.

• Double-click the header or footer to unlock it.

• From the Design tab, place a check mark next to Different First Page. The
header and footer will disappear from the first page. If you want, you can

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 • type something new in the header or footer, and it will only affect the first
page.

PICTURES AND TEXT WRAPPING

Introduction
Adding pictures to your document can be a great way to illustrate important
information and add decorative accents to existing text. Used in moderation,
pictures can improve the overall appearance of your document.

To insert a picture froma file:

If you have a specific image in mind, you can insert a picture from a file. In our
example, we'll insert a picture saved locally on our computer.

• Place the insertion point where you want the image to appear.

• Select the Insert tab on the Ribbon, then click the Pictures command.

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 • The Insert Picture dialog box will appear. Navigate to the folder where your
image is located, then select the image and click Insert.

The image will appear in the document.

Inserting online pictures

If you don't have the picture you want on your computer, you can find a picture
online to add to your document. Word offers two options for finding online
pictures.

• OneDrive: You can insert an image stored on your OneDrive.

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• Bing Image Search: You can use this option to search
the Internet for images. By default, Bing only shows images that are
licensed under Creative Commons, which means you can use them for your
own projects. However, you should click the link to the image's website to
see if there are any restrictions on how it can be used.

To insert an online picture:

• Place the insertion point where you want the image to appear.

• Select the Insert tab, then click the Online Pictures command.

• The Insert Pictures dialog box will appear.

• Choose Bing Image Search or your OneDrive. In our example, we'll use Bing
Image Search.

• Press the Enter key. Your search results will appear in the box.
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 • Select the desired image, then click Insert. The image will appear in the
document.

Formatting Pictures

Introduction

There are many ways to format pictures in Word. For instance, you can change
the size or shape of an image to better suit your document. You can also enhance
its appearance using Word's image adjustment tools.

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