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Word 2016 In Depth (includes Content Update Program)

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Word 2016 In Depth (includes Content Update Program)

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  • Copyright 2016
  • Dimensions: 7" x 9-1/8"
  • Edition: 1st
  • eBook (Watermarked)
  • ISBN-10: 0-13-426942-X
  • ISBN-13: 978-0-13-426942-9


Word 2016 IN DEPTH

Beyond the Basics…

Beneath the Surface…In Depth

Do more in less time!

Are you ready to harness the full power of Word 2016 to create professional documents? Then, you’re ready for Word 2016 In Depth. In this comprehensive guide to Word, you’ll learn the skills and techniques for efficiently building the documents you need for both your professional and your personal life. Faithe Wempen delivers step-by-step instructions, troubleshooting advice, and insider tips to help you improve your written image in business, academic, organizational, and personal settings.

•    Accelerate formatting by creating and applying themes and styles

•    Incorporate graphical content such as clip art, photos, SmartArt, and charts

•    Save your work in a variety of formats, including backward-compatible Word files, PDF and XPS page layouts, graphics, HTML, and more

•    Perform mail and data merges to generate catalogs, form letters, labels, and envelopes

•    Learn about the fields that drive many of Word’s most powerful features, and how to look behind the scenes to customize field behaviors

•    Use indexing, tables of contents, and master documents to organize book-length works

•    Cite sources and document references in a variety of formats, including APA and MLA

•    Collaborate with other people, even simultaneously, managing each person’s comments and changes

•    Create complex math formulas without leaving Word

•    Write and edit macros that automate repeated tasks

•    Work with your Word documents anywhere via OneDrive® and Office Online

•    Create user-interactive forms that include a variety of field types

All In Depth books offer

•    Comprehensive coverage with detailed solutions

•    Troubleshooting help for tough problems you can’t fix on your own

•    Outstanding authors recognized worldwide for their expertise and teaching style

Learning, reference, problem-solving...the only Word 2016 book you need!

This book is part of Que’s Content Update Program. As Microsoft updates features of Word, sections of this book will be updated or new sections will be added to match the updates to the software. See inside for details.

Sample Content

Table of Contents


1 Creating and Saving Documents 5
Understanding the Word Interface 5
Tabs and the Ribbon 5
Backstage View 7
The Mini Toolbar 9
Galleries, Dialog Boxes, and Panes 9
Working with Views 12
Switching Document Views 12
Showing or Hiding Onscreen Elements 14
Changing the Zoom 14
Displaying Multiple Documents and Windows 15
Using the Help System 16
Starting a New Document 18
Creating a Blank Document 19
Creating a Document Based on a Microsoft Template 20
Creating a Document Based on a Personal Template 21
Saving a Document 23
Choosing a Save Location 24
Managing the Quick Access List (or Favorites List) 27
Selecting an Appropriate File Format 28
Saving in Web Format 32
Opening a Document 34
Opening a Recently Used Document 34
Opening a Document with the Open Dialog Box 35
Changing the File List View in the Open Dialog Box 36
Opening Other File Types 36
Opening Files in Special Modes 37
Making a Document Read-Only 38
Working with File Properties 39
Defining Custom Properties 42
Automatically Updating Custom Properties 43
Setting File-Handling Preferences 43
Returning to the Word 2010 Style of Saving and Opening 44
Setting the Default Save Location and File Type 44
Setting an AutoRecover Interval 46

2 Typing and Editing Text 47
Text Entry and Editing Basics 47
Switching Between Insert and Overtype Modes 48
Undoing, Redoing, and Repeating 49
Inserting Symbols and Special Characters 50
Moving Around in a Document 55

Scrolling 56
Moving the Insertion Point with Click and Type 56
Navigating with Keyboard Shortcuts 57
Selecting Text and Other Objects 58
Moving and Copying Text and Objects 61
Moving or Copying Text with Drag-and-Drop 61
Using Cut, Copy, and Paste 61
Keeping or Discarding Formatting When Pasting 62
Pasting with Paste Special 65
Using the Office Clipboard 66
Locating Specific Content 67
Finding and Replacing 67
Using Go To 77
Displaying a Document Map 77
Displaying Page Thumbnails 78
Evaluating Readability 79
Viewing Word Count 81
Controlling Hyphenation 81
Enabling or Disabling Automatic Hyphenation 82
Turning Off Automatic Hyphenation for Specific Text 83
Hyphenating a Document Manually 84
Inserting Dummy Text 85
Working with Building Blocks 85
Creating a Building Block 86
Inserting a Building Block 87
Deleting Building Blocks 89
Changing a Building Block’s Properties 89

3 Correcting and Printing Documents 91
Correcting Spelling and Grammatical Errors 91
Checking the Spelling of an Individual Word 92
Fixing Individual Grammatical Errors 93
Performing an Interactive Spelling and Grammar Check 95
Finding Proofing Errors 96
Customizing Spelling and Grammar Options 97
Customizing Grammar Rules 99
Managing the Spelling Dictionaries 100
Checking Spelling and Grammar in Multiple Languages 105
Automating Corrections with AutoCorrect 106
Rejecting an Automatic Correction 107
Setting AutoCorrect Options 107
Changing or Removing an AutoCorrect Entry 109
Adding a Plain Text AutoCorrect Entry 110
Adding a Formatted or Graphical AutoCorrect Entry 110
Configuring Math AutoCorrect 111
Working with Actions 112
Performing an Action 112
Configuring Action Settings 113
Using Research Tools 114
Checking a Word’s Definition with a Dictionary 114
Finding Words with a Thesaurus 115
Translating Text into Other Languages 117
Looking Up Information at a Research Site 121
Customizing and Extending the Research Tools 122
Printing a Document 124
Printing Quickly with Default Settings 125
Printing the Current Document 125
Using Print Preview 129
Setting Print Options for Word Documents 130
Setting Options for a Certain Printer 132
Storing Different Properties for a Single Printer 133
Printing Iron-On Transfers 134
Managing a Print Queue 134
Faxing Documents 136
Faxing a Document with a Fax Modem 136
Faxing with Windows 136

II Formatting a Document

4 Applying Character Formatting 139
Understanding How Fonts Are Applied 139
Changing the Text Font and Size 141
Setting the Default Font 145
More About Font Types 147
Adding More Fonts to Your System 148
Embedding and Substituting Fonts 148
Changing Font Color and Style 150
Changing Font Color 150
Bold and Italic: Applying Font
Styles 153
Underlining Text 155
Applying Font Effects and Text Effects 156
Changing Text Case 159
Highlighting Text 160
Adjusting Character Spacing and Typography 161
Creating a Drop Cap 163
Clearing Formatting 165
Copying Formatting with Format Painter 165
Revealing and Comparing Formatting 166
Using AutoFormat 168
Setting AutoFormat As You Type Options 169
Formatting a Document with AutoFormat 170

5 Formatting Paragraphs and Lists 175
How Word Handles Paragraphs 175
Setting Line Spacing 177
Choosing a Line Spacing Multiplier 177
Setting a Precise Line Spacing Value 178
Setting Spacing Before or After a Paragraph 179
Indenting Paragraphs 181
Setting Precise Indent Values 181
Quick Indenting with Buttons and Shortcuts 183
Visually Indenting with the Ruler 183
Working with Tab Stops 185
Types of Tab Stops 186
Placing and Removing Tab Stops on the Ruler 187

Defining Tab Stops with the Tabs Dialog Box 188
Changing the Default Tab Stop Interval 190
Converting a Tabbed List to a Table 190
Copying Tab Stop Settings Between Paragraphs 191
Setting Paragraph Alignment 192
Creating Numbered and Bulleted Lists 193
Typing a Quick Numbered or Bulleted List 193
Creating Lists with AutoFormat As You Type 194
Restarting or Continuing List Numbering 195
Starting a List at a Certain Number 196
Changing the Number Format 196
Changing the Bullet Character 199
Changing the List Level 204
Adjusting Bullet or Number Spacing and Indents 205
Applying Paragraph Borders 205
Applying and Removing Borders 206
Formatting Borders 208
Applying Paragraph Shading 210
Preventing Paragraphs from Breaking 212

6 Creating and Applying Styles and Themes 215
Understanding Styles 215
Methods of Applying Styles 217
Methods of Creating and Modifying Styles 217
Working with the Style Gallery 218
Changing the Style Set 219
Using the Styles Pane 220
Using the Apply Styles Pane 222
Customizing the Styles Pane 223
Clearing Styles and Formatting 224
Viewing the Style Area 226
Creating and Deleting Styles 228
Style Naming and Alternate Names 228
Creating a New Style by Example 229
Creating a New Style by Definition 231
Applying a Keyboard Shortcut to a Style 235
Deleting a Style 236
Modifying Styles 237
Updating a Style Automatically 237
Updating a Style to Match a Selection 237
Modifying a Style Definition 238
Redefining the Normal (Default) Style 238
Renaming Styles 239
Working with Cascading Styles 239
Modifying the Styles in the Current Template 240
Modifying Styles in the Manage Styles Dialog Box 240
Sorting the Styles List 242
Filtering the Styles List 244
Copying Styles Between Documents 244
Working with Themes 245
Applying a Theme 246
Resetting to the Template Theme 247
Creating New Themes 247

Applying a Color Scheme 247
Creating a New Color Scheme 248
Editing an Existing Color Scheme 250
Applying a Font Scheme 250
Creating a New Font Scheme 251
Applying an Effect Scheme 251
Changing the Default Theme Settings 252

7 Formatting Documents and Sections 253
Working with Section Breaks 253
Inserting a Section Break 255
Deleting a Section Break 255
Changing a Section Break’s Type 255
Changing Page Margins 256
Selecting a Margin Preset 256
Entering Precise Margin Values 257
Setting Up Gutters and Book Folds 258
Setting Page Orientation 260
Setting Paper Size 260
Setting Vertical Alignment 261
Using Line Numbering 262
Inserting Page Breaks 263
Inserting Cover Pages 264
Saving Content as a New Cover Page 265
Creating Headers and Footers 266
Understanding the Header and Footer Areas 267
Inserting a Header or Footer Building Block 268
Understanding Header/Footer Field Codes 269

Deleting a Field Code 269
Adding and Formatting a Page-Numbering Code 269
Setting the Format for a Page-Numbering Code 270
Inserting a Date or Time Code 271
Inserting a Document Property 274
Adjusting Header and Footer Positioning 274
Inserting a Picture in a Header or Footer 275
Working with Multiple Headers/Footers 276
Repeating Elements on Every Page 277
Applying a Page Watermark 278
Inserting a Built-In Watermark 279
Inserting a Custom Text Watermark 279
Creating a Picture Watermark 280
Working with Multiple Columns 281
Applying a Column Preset 283
Creating Manual Column Breaks 283
Applying Custom Column Settings 284
Using Different Column Settings for Selected Text 284
Applying a Page Background 285
Using Page Borders 287

8 Working with Templates and Nonstandard Layouts 289
About Templates 289
Types of Template Files 290
Determining What Template a Document Is Using 290
Starting a New Document Based on a Template 291
Using a Microsoft Template 291
Using a Personal or Custom Template 295
Saving an Existing Document as a Template 296
Modifying Templates 296
Understanding Template Storage Locations 297
Opening a Template for Editing 297
Storing and Accessing Workgroup Templates 298
Modifying a Template by Modifying the Current Document 300
Protecting Templates 301
Creating Your Own Templates 301
Changing a Document’s Template 302
Applying Global Templates 304
Enabling Global Templates at Startup 304
Preventing a Template from Loading at Startup 304
Automatically Changing the Template of All Documents Opened 305
Troubleshooting Problems with Normal.dotm 307
Creating Text Box Layouts 308
Inserting a Text Box 309
Moving and Resizing a Text Box 310
Applying and Removing Text Box
Borders and Fills 311
Changing the Text Box Shape 313
Setting Text Box Margins and Vertical Alignment 314
Wrapping Text Around a Text Box 315
Linking Text Boxes 317
Breaking the Link 318
Changing the Text Direction 318
Tips for Creating Text Box Layouts 319
Working with Frames 320
Creating Banners 322
Addressing Envelopes 323
Adding an Envelope to a Letter 323
Setting the Envelope Size 324
Changing the Address Position 325
Changing the Envelope Font 325
Printing an Envelope 326
Controlling How Envelopes Feed into Your Printer 326
Storing and Retrieving Addresses 327
Adding Graphics to an Envelope 328
Using E-Postage with Word 328
Creating Labels 328
Printing a Full Page of the Same Label 329
Printing a Single Label 330
Creating a Custom Label Specification 331
Fine-Tuning the Label Appearance 332
Creating Folded Note Cards 332
Using Card Templates 333
Specifying the Paper Size and Type 334
Creating Upside-Down Text 334

III Tables and Graphics

9 Creating and Formatting Tables 337
Creating a Table 338
Inserting a Table from the Table Menu 338
Inserting a Table via the Insert Table Dialog Box 339
Drawing a Table 340
Entering Data in a Table 341
Editing a Table 342
Selecting Cells 342
Selecting Rows, Columns, or Tables 344
Inserting Rows, Columns, or Cells 345
Deleting Rows, Columns, or Cells 347
Deleting an Entire Table 347
Moving and Copying Rows and Columns 348
Merging and Splitting Cells 349
Splitting a Table 351
Creating a Nested Table 351
Sizing a Table 352
Changing the AutoFit Setting 352
Resizing by Dragging 353
Specifying an Exact Size 354
Distributing Column Widths Evenly 356
Resizing the Entire Table 357
Formatting a Table 357
Applying Table Styles 357
Setting the Default Table Style 358
Creating or Modifying Table Styles 358
Changing the Cell Background Color 360
Working with Cell Borders 362
Setting Cell Margins 365
Setting Overall Internal Margins for the Table 366
Setting Internal Margins for an Individual Cell 366
Setting Text Alignment Within a Cell 367
Changing Text Direction 368
Repeating Headings on Each Page 368
Preventing a Row from Breaking Across Pages 368
Orienting the Table on the Page 368
Setting Table Alignment 369
Setting Table Text Wrap 369
Creating a Table Caption 371
Sorting Tabular Data 373
Performing Math Calculations in a Table 374
Setting the Order of Operations 379
Referencing Values Outside the Table 379
Getting Data Into or Out of Tabular Format 380
Converting Text to a Table 380
Converting a Table to Regular Text 382
Pasting Tables from Other Office Applications 382

10 Working with Pictures and Videos 385
Understanding Digital Photography 385
Understanding Color Models 387
Understanding Color Depth 387
Understanding File Formats 388
Understanding Image Resolution 389
Inserting Pictures 390
Inserting a Picture from a File 391
Inserting a Picture from Your OneDrive 392
Inserting a Picture from a Bing Search 393
Capturing and Inserting Screenshots 394
Setting Text Wrap 395
Setting Picture Position 399
Manually Positioning a Picture 399
Working with Anchors 399
Changing a Picture’s Anchor Point 400
Locking an Anchor 400
Choosing a Position Preset 400
Specifying a Custom Position 401
Resizing Pictures 403
Cropping Pictures 404
Compressing Pictures 406
Setting the Brightness, Contrast, and Color Mode 407
Adjusting Brightness and Contrast 407
Sharpening or Softening a Picture 408
Changing the Color Mode 408
Setting a Transparent Color 410
Removing a Picture Background 410
Applying Artistic Effects 411
Applying Picture Styles and Effects 412
Applying a Picture Style 412
Applying a Picture Preset 413
Applying a Shadow Effect 414
Applying Reflection 415
Applying Glow 415
Applying Soft Edges 416
Applying a Beveled Edge and Other 3-D Formatting 416
Rotating a Picture 417
Applying a Picture Border 419
Applying Picture Layouts (SmartArt) 420
Using Figure Captions 422
Adding Alt Text Descriptions 424
Inserting Videos and Interactive Content 424
Inserting a Video from an Online Source 425
Inserting Video Clips from Your Own Files 426

11 Working with Drawings and WordArt 427
Understanding Vector Graphics 427
Drawing Lines and Shapes 429
Drawing a Shape 429
Drawing a Straight or Curved Line 430
Drawing a Freeform Polygon 431
Working with the Drawing Canvas 432
Adding Text to a Shape 434
Modifying Drawn Objects 435
Modifying a Straight Line 435
Adding and Removing Arrow Heads 435
Modifying an Elbow or Curved Connector 436
Modifying Curves and Scribbles 436
Modifying Shapes 438
Rotating and Flipping Objects 438
Sizing and Positioning Objects 439
Sizing Objects 439
Setting Position and Text Wrapping 440
Anchoring Lines to Shapes 440
Layering Objects and Text 442
Grouping Shapes 444
Aligning and Distributing Objects 444
Formatting Drawn Objects 446
Applying Shape Styles 446
Formatting Borders 447
Applying Solid Fills 448
Applying a Picture Fill 451
Cropping a Picture to a Shape 453
Applying a Gradient Fill 454
Applying a Texture Fill 457
Applying a Pattern Fill 458
Applying Shadows 460
Applying 3-D Effects 460
Creating and Modifying WordArt 461
Editing and Formatting WordArt Text 462
Changing WordArt Text Wrap 463
Transforming the WordArt Shape 464
Changing the Fill and Outline 464
Creating Vertical WordArt 464
Setting WordArt Alignment 466
Working with Clip Art 466
Applying Clip Art Background Fill 467
Editing Clip Art in Word 468

12 Working with Charts 471
Understanding the Parts of a Chart 471
Creating a New Chart 473
Creating a Chart in a Word Document 474
Creating a Legacy Chart 475
Working with Chart Templates 476
Creating a Chart Template 476
Starting a New Chart Based on a User Template 476
Managing Stored Chart Templates 477
Modifying Chart Data 478
Editing the Data 478
Changing the Charted Data Range 479
Switching Between Rows and Columns 480
Controlling How the Chart and Document
Interact 481
Setting Text Wrapping 481
Positioning a Chart 481
Changing the Chart Type 482
Creating a Combination Chart 486
Working with Chart Elements 488
Applying a Quick Layout 488
Adding a Chart Title 489
Working with Legends 490
Using Data Labels 492
Applying Axis Titles 494
Modifying Axis Properties 496
Using Gridlines 500
Adding Trendlines 501
Adding Error Bars 504
Adding Up/Down Bars 506
Adding and Formatting a Data Table 507
Applying Chart Styles and Colors 508
Formatting Individual Chart Elements 509
Selecting Chart Elements 509
Clearing Manually Applied Formatting 510
Applying a Shape Style 510
Applying Shape Outlines and Fills 511
Applying Shape Effects 511
Applying Shadow Effects 512
Applying Reflection Effects 513
Applying Glow Effects 513
Applying Soft Edge Effects 514
Applying Bevel Effects 514
Changing the Shape of a Series 515
Adjusting Data Spacing 516
Formatting Chart Text 517
Changing the Font, Size, and Text Attributes 517
Applying a WordArt Style 518

13 Working with SmartArt and Math Formulas 521
Types of SmartArt 521
Inserting a SmartArt Diagram 524
Changing the Diagram’s Layout 525
Choosing a Different Layout 526
Changing the Flow Direction 526
Adding Shapes 526
Removing Shapes 527
Promoting or Demoting a Shape 527
Adding Bulleted Lists 528
Positioning Organization Chart Branches 528
Working with Diagram Text 529
Adding and Editing Text 529
Formatting Diagram Text 529
Changing the Font by Applying a Font Set 530
Changing the Font, Size, and Text Attributes Manually 530
Applying WordArt Styles to Text 531
Using the Text Pane 532
Setting Text Positioning Within a Shape 533
Formatting a Diagram 534
Applying SmartArt Styles 534
Changing the Theme Effects for the Entire Document 535
Changing Diagram Colors 536
Formatting an Individual Shape 537
Applying a Shape Style 537
Applying Shape Outlines, Fills, and Effects 537
Changing the Shape Geometry 537
Sizing, Positioning, and Rotating a Shape 539
Controlling Diagram Size and Positioning 539
Resizing a Diagram 539
Positioning a Diagram 540
Creating Math Formulas with the Equation Editor 541
Inserting a Preset Equation 542
Creating a New Blank Equation Object 542
Creating a Basic Equation 542
Inserting and Filling Structures 543
Setting Equation Layout and Display Options 544
Formatting an Equation 546
Switching Between Inline and Display Mode 547
Saving an Equation to the Equation Gallery 547

IV Collecting and Managing Data

14 Performing Mail and Data Merges 549
Understanding Mail Merges 549
Performing a Letter Merge with the Mail Merge Wizard 551
Selecting a Main Document Type 555
Setting Envelope Options 555
Setting Label Options 556
Selecting a Data Source 558
Choosing an Outlook Contact List as a Data Source 559
Choosing an Existing Data Source 560
Choosing an Excel Data Source 560
Choosing a Word Data Source 562
Choosing a Delimited Text Data Source 562
Setting Up an Oracle or SQL Database as a Data Source 562
Using an ODBC Data Source 563
Creating a New Data Source in Word 565
Customizing Fields 566
Editing the Data Source 567
Preparing the Main Document 567
Inserting Merge Fields 568
Inserting Single Fields 568
Inserting Address Blocks 569
Inserting Greeting Lines 572
Setting Up Fields on Labels 573
Setting Up Fields in Directories 574
Filtering and Sorting the Data 575
Excluding Individual Records 576
Applying a Filter 576
Sorting the Records 578
Finding a Recipient 579
Finding Duplicate Entries 580
Validating Addresses 580
Previewing and Printing the Merge 580
Checking for Errors 581
Merging to a New Document 581
Merging to a Printer 582
Merging to Email 583
Creating Custom Merges with Word Fields 584
Collecting Information with a Fill-In Field 585
Collecting and Storing Information with an Ask Field 586
Setting Up Conditions with an If...Then...Else Field 588
Using a Field to Set Bookmark Text 589
Assigning Numbers to Merge Records 589
Advancing to the Next Record (or Not) 590

15 Copying, Linking, and Embedding Data 591
Working with Hyperlinks 592
Automatically Creating Hyperlinks by Typing 592
Turning Off Automatic Hyperlink Creation 592
Following a Hyperlink 593
Creating a Text Hyperlink 593
Adding a Hyperlink to an Image 595
Creating an Email Hyperlink 595
Creating and Hyperlinking to a New Document 596
Editing a Hyperlink 597
Removing a Hyperlink 598
Changing Hyperlink Underlining and Color 598
Working with Bookmarks 599
Creating a Bookmark 599
Jumping to a Bookmark 601
Inserting a Hyperlink to a Bookmark 601
Inserting a Cross-Reference to a Bookmark 604
Embedding Data 605
Embedding an Entire Existing File 605
Embedding a Data Selection 608
Embedding a New Object 609
Linking to Data in Other Files 610
Linking to an Entire File 610
Linking to a Portion of a File 611
Managing Link Update Settings 612
Manually Updating a Link 613
Changing the Linked File’s Location or Range 614
Breaking a Link 614
Inserting Content with IncludeText and IncludePicture 615
Inserting Text with {IncludeText} 615
Creating an {IncludeText} Field with Insert Text from File 615
Creating an {IncludeText} Field by Inserting a Field Code 616
Updating an {IncludeText} Field 617
Inserting a Picture with {IncludePicture} 618
Creating an {IncludePicture} Field with Insert Picture 618
Creating an {IncludePicture} Field by Inserting a Field Code 618

16 Working with Fields and Forms 621
How Word Uses Fields 621
Inserting Fields 623
Specifying Field Properties and Options 624
Manually Typing Field Codes 626
Toggling Between Data and Field Code Views 627
Editing Field Code Strings 628
Nesting Fields 628
Selecting the Right Field 629
Date and Time Fields 629
Document Information Fields 630
User Information Fields 632
Numbering Fields 632
Equations and Formulas Fields 633
Index and Tables Fields 634
Links and References Fields 634
Document Automation Fields 636
Mail Merge Fields 637
Updating and Editing Fields 638
Updating a Field 638
Locking Fields Against Updates 639
Updating Fields for Printing 640
Finding and Moving Between Fields 640
Converting Fields to Plain Text 640
Formatting Fields 641
Preventing the Formatting from Changing 641
Specifying Font Formatting for a Field 641
Specifying a Numbering Type 641
Constructing a Custom Numeric Format 642
Constructing a Custom Date or Time Format 644
Understanding Forms 645
Designing a Form 645
Saving a Form as a Template 647
Differentiating Between Content
Controls and Legacy Fields 647
Displaying the Developer Tab 648
Creating a Form with Content Controls 649
Inserting a Content Control 649
Configuring a Control 650
Settings Common to All Control Types 650
Style Options 651
Multiparagraph Text Options 652
List Options 652
Date Options 653
Check Box Options 654
Building Block Options 654
Editing Placeholder Text 655
Creating a Form with Legacy Form Fields 655
Inserting a Legacy Field 656
Configuring Legacy Text Field Options 657
Inserting the Current Date or Time 658
Setting Up a Calculation in a Legacy Field 658
Configuring Legacy Check Box Options 659
Configuring Legacy List Options 661
Setting a Macro to Run on Entry or Exit for a Legacy Field 662
Enabling or Disabling a Legacy Field 662
Assigning a Bookmark to a Legacy Field 663
Adding Help Text for a Legacy Field 663
Protecting a Form 664
Filling Out a Form 666
Filling Out a Form with Content Controls 666
Filling Out a Legacy Form 667
Saving and Printing a Form 667
Saving Only the Form Data 667
Printing Only the Form Data 667
Tips for Creating Printed Forms 668

V Working with Long Documents

17 Outlining and Combining Documents 669
Outline Basics 669
Typing an Outline in Outline View 671
Demoting and Promoting Outline Items 671
Creating an Outline from an Existing Document 673
Viewing and Organizing the Outline 674
Rearranging Outline Topics 675
Setting a Style’s Outline Level 675
Setting an Individual Paragraph’s Outline Level 677
Numbering Outline Items 678
Applying a Multilevel List 680
Creating Your Own Multilevel Lists and List Styles 681
Creating a Multilevel List 681
Including Numbers from Higher Outline Levels 684
Adding a Custom Multilevel List to the Gallery 685
Creating a List Style 685
Deleting a Multilevel List or List Style 687
Printing or Copying an Outline 688
Understanding Master Documents 688
Master Documents and Styles 690
Master Documents and Headers/Footers 690
Master Documents and TOCs and Indexes 691
Master Documents and Numbered Notes or Captions 691
Creating a Master Document 691
Inserting Existing Documents into a Master Document 692
Separating an Existing Document into Subdocuments 693
Viewing and Collapsing Subdocuments 694
Editing Subdocuments 695
Modifying the Master Document’s Structure 696
Moving a Subdocument 696
Removing a Subdocument 697
Unlinking a Subdocument 697
Renaming a Subdocument 698
Merging Subdocuments 698
Nesting Subdocuments 699
Splitting a Subdocument 700
Locking and Unlocking a Subdocument 700
Paginating and Printing a Master Document 702

18 Citing Sources and References 703
Understanding Sources and Citations 703
Selecting a Citation Style 704
Entering Sources 706
Editing a Source 708
Deleting a Source 709
Transferring Sources to and from the Master List 710
Inserting Inline References to Sources 710
Creating a New Source When Entering a Citation 711
Inserting Temporary Placeholders for Later Entry of Sources 712
Editing a Citation 713
Converting a Citation to Plain Text 714
Generating a Bibliography 714
Inserting a Bibliography from the Bibliography Gallery 715
Working with a Bibliography Field 716
Saving a Bibliography as a New Gallery Entry 717
Removing a Bibliography from the Gallery 718
Working with Footnotes and Endnotes 718
Inserting a Footnote 720
Inserting an Endnote 721
Moving a Reference Mark 721
Deleting a Note 721
Jumping to the Note That Corresponds to a Reference Mark 721
Moving Between Notes 721
Switching Between Footnotes and Endnotes 722
Changing the Positioning of the Notes 723
Changing the Note Numbering or Symbols 723
Modifying Note Styles 723
Changing the Note Separator Line 725
Managing Footnote Continuations 726
Creating Cross-References 726
Cross-Referencing Options 728
Cross-Reference Context 729
Footnote and Endnote Cross-References 729
Caption Cross-References 730

19 Creating Tables of Contents and Indexes 731
Creating a Table of Contents 731
Checking Style Outline Levels 732
Creating a TOC from a Preset 733
Updating a TOC 734
Removing a TOC 735
Manually Marking Entries for the TOC 735
Creating Custom TOCs 737
Working with Multiple TOCs 742
Creating a Table of Figures 744
Captioning Figures 744
Generating the Table of Figures 745
Manually Marking Captions 746
Creating Citations and Tables of Authorities 747
Marking Citations 747
Generating the Table of Authorities 749
Planning an Index 750
Deciding on the Indexing
Conventions 751
Marking Index Entries 751
Manually Marking Index Codes 752
AutoMarking Index Entries 756
Working Directly with {Index} Field Codes 758
Generating the Index 759
Updating the Index 759
Indexing Only Selected Entries 760
Indexing Only Selected Letters of the Alphabet 761
Formatting the Index 761
Setting the Index Layout 761
Defining Index Styles 762
Controlling the Appearance of Index Headings 764
Indexing Across Multiple Documents 764
Creating Multiple Indexes in a Single Document 765

VI Collaboration and Online Sharing

20 Collaborating with Others 767
Configuring Revision Tracking Options 768
Displaying or Hiding the Reviewing Pane 768
Showing or Hiding Certain Revision Types 769
Controlling the Use of Balloons 770
Changing the Colors and Markings Used for Revisions 773
Changing the Username 773
Using Revision Tracking 775
Turning Revision Tracking On or Off 775
Reviewing Revisions 775
Moving Among Revisions 775
Accepting or Rejecting Revisions 776
Preventing Others from Tampering with Revisions 777
Working with Comments 778
Inserting Comments 778
Viewing and Editing Comments 779
Hand-Writing Comments 780
Including Inked Annotations 780
Deleting Comments 781
Marking a Comment as Done 781
Comparing Documents 781
Viewing Two Documents Side by Side 782
Comparing and Combining Documents 783
Comparing with Legal Blackline 783
Combining Two or More Documents 785
Working in Read Mode 786
Turning On/Off Optional Screen Elements 787
Moving Between Screens 787
Collaborating on a Shared Document 788
Sending an Invitation to Share a Document 788
Getting a Sharing Link 790
Working with Someone Else’s Shared Content 792
Working with PDF and XPS Files 792
Saving a Document in PDF or XPS Format 793
Editing a PDF File in Word 794

21 Protecting and Securing Documents 795
Restricting Access to a Document 796
Password-Protecting a Document in Word 796
Saving with a Password 796
Removing a Password from a File 797
Using Windows Encryption 798
Encrypting a Folder 798
Decrypting a Folder 799
Removing Network Share Permission for a Location 800
Restricting What Users Can Do to a Document 800
Recommending Read-Only 800
Making the Document File Read-Only 801
Setting a Read-Only Editing Restriction 801
Restricting a Document to Comments Only 803
Restricting a Document to Form Fill-In Only 803
Forcing Revision Marks to Stay On 804
Restricting Style Usage 804
Setting Up Per-User Exceptions to Restrictions 805
Marking a Document as Final 806
Preventing Macro-Based Attacks 806
Choosing Nonmacro File Formats 806
Specifying Trusted Locations 806
Working with Trusted Publishers 808
Adjusting Macro Settings 809
Configuring Protected View and File Blocking 809
Protecting Your Privacy 812
Finding and Removing Personal Information 812
Setting Privacy Options 813
Adding a Digital Signature 814

22 Developing Online-Delivered Content 817
Web Page Development: Word’s Strengths and Weaknesses 817
Web Technologies Supported in Word 818
Web Page File Formats 819
Word Features Lost When Saving in Web Format 820
Why You Might Not Want to Use Word 820
Creating and Saving a Web Page in Word 820
Previewing a Web Page 821
Saving a Web Page 821
Options for Web Page Saving 823
Saving for Compatibility with Specific Browsers 823
Understanding the PNG and VML Options 824
Selecting Web Page File Options 825
Changing Page Size 826
Changing Language Encoding 826
Changing the Default Fonts 826
Working with Web Page Properties 827
Creating Hyperlinks 828
Creating a Text Hyperlink 828
Adding a Hyperlink to an Image 830
Creating an Email Hyperlink 830
Building Multicolumn Layouts with Tables 831
Creating Your Own Web Page Templates 833
Attaching a Cascading Style Sheet 833
Blogging with Word 834
Understanding the Word Blogging Interface 834
Registering Your Blog Server in Word 835
Creating a New Blog Post 836
Adding Pictures and Other Graphics to a Blog 836
Categorizing Blog Entries 837
Managing the Blog List 838
Modifying a Blog Post 838
Sending Email from Word 838

23 Using OneDrive and the Word Online App 841
Understanding OneDrive 841
Logging In to the OneDrive Web Interface 842
Working with OneDrive Content in File Explorer 843
Saving and Opening Files from Your OneDrive Within Word 845
Managing Files on Your OneDrive 846
Uploading a File to Your OneDrive 846
Downloading a File from Your OneDrive 847
Renaming a File or Folder 848
Moving or Copying a File or Folder 849
Deleting a File or Folder 850
Sharing OneDrive Files 851
Using the Word Online App 853
Editing an Existing File Using the Word Online App 853
Starting a New Document Using the Word Online App 854

VII Customizing and Extending Word

24 Macros and Add-Ins 855
Understanding Macro Basics 855
Choosing the Macro Creation Method 857
Planning Your Macro 857
Recording a Macro 858
Naming Your Macro 858
Deciding Where to Store Your Macro 859
Assigning a Macro to a Keyboard Shortcut or Toolbar Button 860
Recording the Steps for Your Macro 863
Running a Macro 865
Dealing with Macro Error Messages 867
Making Additional Macros Available 869
Opening Additional Templates to Run Macros 869
Copying Macros Between Documents 869
Renaming and Deleting Macros 871
Assigning a Keyboard Shortcut to an Existing Macro 871
Creating a Quick Access Toolbar Button for an Existing Macro 873
Editing Macro Code in VBA 874
Opening a Macro for Editing 874
Examples of Macro Command Syntax 875
Working with Macro Security 879
Understanding Trusted Publishers and Locations 880
Determining What Locations Are Trusted 880
Setting Security Levels for Macro Running 881
Working with Add-Ins 882
Enabling/Disabling COM Add-Ins 883
Enabling/Disabling Actions 883
Enabling/Disabling Other Add-Ins 883

25 Customizing the Word Interface 885
Customizing the Quick Access Toolbar 885
Repositioning the Quick Access Toolbar 885
Adding Common Commands 886
Adding Commands from the Ribbon 886
Adding Other Buttons 886
Removing Buttons 888
Switching Between Touch Mode and Mouse Mode 888
Customizing the Ribbon 888
Collapsing the Ribbon 888
Displaying or Hiding Tabs 889
Creating or Deleting a Tab or a Custom Group 890
Creating a Custom Tab 890
Creating a Custom Group 891
Deleting a Custom Tab or Group 892
Adding or Removing Commands 892
Adding a Command 892
Removing a Command 893
Renaming or Reordering Tabs 894
Resetting Customizations 894
Exporting and Importing Customization Settings 894
Exporting Customizations 895
Importing Customizations 895
Defining Shortcut Keys 895
Changing Viewing Options 896
Changing the Status Bar Content 897
Changing Page Display and Formatting Marks 897
Setting General Options 899
Other Customization Options 901

VIII Appendixes

A Recovering Files and Repairing Word 903
Recovering Document Files 903
Using the Document Recovery Task Pane 903
Recovering Data from an Unreadable File 906
Creating Automatic Backup Copies 907
Dealing with Word Crashes 907
Sending Error Reports 907
Fixing Crashes Related to a Certain Document 908
Disabling Add-Ins and Extensions 908

B Converting from Other Word Processing Systems 911
Converting from Previous Word Versions 911
Converting from Word 97-2003 Versions 911
Converting from Word 2007, 2010, or 2013 912
Converting Files from Other Supported Formats 915
Converting from an Unsupported File Format 915
Confirming File Conversions 916
Sharing Word Documents with Other Programs 916
Setting a Default Save Format 917
Displaying Word Files on Computers Without Any Version of Word 918

C Accessibility Issues and Word 919
Types of Adaptive Technology 919
File Format and Accessibility 920
Creating Accessible Word Documents 920
Headings and Styles 920
Graphics 921
Hyperlinks 921
Tables 922
Text Boxes and Frames 923

Index 925


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