welcome to the wonderful world of Word
2016 my name is Dan McAllister and I'll
be your host today perhaps one of the
first things that we ought to do is go
grab some practice files to work with
although we won't be using them right
away we will be using them fairly
quickly
here is my extracted version of the word
sample files and I hope that you have
that as well
now that I have my sample files
available out on the desktop I think the
next thing I should do is start
Microsoft Word now when I installed
Microsoft Office 2016 it put little
shortcuts down here on the area called
the taskbar so I have one for Excel and
OneNote and outlook and PowerPoint and I
did actually have one for word right
here but let's imagine that you're not
that lucky that you don't have word blue
W for word just sitting down there
here's how you could get that to happen
so I'm gonna go click on my start orb
and the search box appears just
automatically with a cursor flashing in
it where I'm gonna start typing word and
as I type more letters it becomes more
focused on what I'm looking for so
having typed over letter W that might
even be enough to make word appear here
if it's not I keep typing the word word
and the more I type the more focused it
becomes
and in my case you can see that I have
word 2016 2010 2007 I actually have word
2013 in there you can't see it
I even have back here - word 2003 you
are not going to have that happening on
your computer most likely so what I want
to do is take word 2016 and pin it to
the taskbar Andy you Macintosh users
it's like putting a program on the dock
so here's how I'm going to do that
having typed in word and have 2016
appear up here I'm going to right click
on it so a little pop-up menu about it
and in the pop-up menu I can choose left
click pin to taskbar and so that way I
have it down here on the taskbar all the
time and the next time I need to start
Microsoft Word I just go click on it
instead of having to go back down here
and search for word and find the one
that I want and click on so now that I
have it down on the taskbar I point at
it I click on it one time it launches
once I start this the first thing I see
are a whole bunch of templates down here
now the first time I saw templates in a
Microsoft Project was several years ago
in Microsoft Publisher
the next time I saw them it was in the
Microsoft for Mac version of office
where he would start up one of the Mac
office programs and you would see the
templates now since 2010 as soon as you
start Microsoft Word you see these
templates and they can be a really cool
thing for example I've got templates for
let's see calendars
I've got templates for greeting cards
and invitations personalized letterhead
three panel brochures so I could look
like a design genius even though I'm
just starting with Microsoft Word I
could start with one of these templates
let me just click on that one for a
moment and it shows me a little preview
of it and if I then click create then it
pulls that one up
and then here's what it looks like and
it's pre-formatted
it's got some cool texture and sideways
here it's got some pictures in here now
you can click on a picture and insert
your own I'm not gonna do that right now
but you can see this is a this is a
three-panel brochure here
now I'm not quite ready to for you to do
that but I just want you to see that you
could look like a design genius by
starting with one of those templates I'm
going to close that one instead and and
I'm not gonna save it and since it's the
last document that I have open that
actually closes word so now that I have
it down on my taskbar I just point at it
again I click on it once
at this time I just want to start a
blank document so I'm gonna click on
blank document and here it comes why
don't you do that much put our video on
pause
go start word if you don't have word
down on your taskbar do that thing I did
I could have done the start button I
searched for word when I found it I
right clicked on it and on the pop-up
menu I told it to pin it to the taskbar
so please do that and then once word has
started click on the template for blank
document and your screen will look like
mine so put the video on pause right now
and catch up with me there start word
with a blank document please
all right let's rock so the first thing
on our agenda to talk about is kind of a
layout of things here called the
interface that's kind of an odd word
interface an interface is where two
systems come together in this case it's
called the user interface where a
Microsoft Word is interacting with you
the user so I'm going to work my way
from top to bottom here in some of the
automatic things that are set up in the
interface for example this area right up
here at the very top is referred to as
the quick access toolbar now Microsoft
makes a database program called access
but this thing called the quick access
toolbar has nothing to do with that so
the quick access toolbar is a place
where I can put buttons that I use a lot
so I have the Save button I have the
undo I have the redo and then I got a
fourth little button over here as I
hover over it it says customize that
quick access toolbar I'm going to click
on that right now and I see a list of
things that I could quickly add to that
quick access toolbar some of them are
check marked namely the Save button
the undo and the redo button that's the
three that are up there right now I
would like to introduce this thing touch
Mouse mode now Microsoft knows that one
of the waves of the future is
miniaturization so a lot of people won't
be working on a big desktop computer
maybe they won't even be working on just
a regular old laptop computer maybe
they're working on with those nice new
small tablet computers like the
Microsoft Surface computer well if
that's the case it might be nice to have
buttons that are a little bit bigger
than this I don't know about you but I
have kind of fat fingers so if I'm
working on some little small screen it
might be tough for me to use the touch
mode and touch on these little buttons
and get the one I want so I'm going to
add a choice here called touch slash
Mouse mode and it's kind of hard to see
it first here but it looks like a little
finger pointing at a button
and in fact let me zoom in on this using
some third-party software that I have
installed so here's the button that I
just created that I just added up there
it looks like a little finger pointing
at a button and if I want to turn it on
if I want to switch it over to touch
mode instead of mouse mode I click on
that button and you'll see two choices
here the mouse mode versus the touch
mode I'd like you to watch what happens
to the buttons up here when I click on
the touch mode by being bada-boom notice
they get bigger here and that'll make it
easier on one of those little tablet
computers when I'm trying to use my
fingers to touch on the screen and make
things happen the buttons get bigger and
that's gonna make it easier for that yes
the trade-off is that it eats into my
working space a little bit but
particularly on a small screen that's a
nice trade-off in fact a lot of my
friends just work with the rear buttons
all the time just makes it easier to
work on things for them and they don't
mind the trade-off of using the smaller
space so I'm going to go up and turn
that off I'm gonna go click on the touch
mode and switch it back to Mouse mode
all right so I'd like you to do what you
just saw me do what was that I went up
and clicked on the pull down arrow here
about customizing the quick access
toolbar I turned on touch and Mouse mode
and then I went and actually clicked on
the button and changed it over to touch
mode for a moment and then I switched it
back to Mouse mode so you go play with
that for just a moment turning on and
off the touch mode versus the mouse mode
everybody have a de
let's continue with our exploration of
the interface so far we've seen the
quick access toolbar up here at the top
notice the quick access toolbar also has
the title bar and I haven't saved this
document yet so it's got this generic
name document one right below the quick
access toolbar we have what are called
the command tabs file home insert design
every time I click a command tab
I get a new ribbon so when I click on
the insert command tab I get the insert
ribbon when I click on the Layout tab I
get the layout ribbon
now as I go across the command tabs
every single one of them produces a new
ribbon but there are times when I've
seen people lose the buttons down here
in the ribbon and let me show you how
that can happen
unfortunately fairly easily if I'm
working in the mailings tab I see the
mailings ribbon if I click on the Layout
tab at the layout ribbon if I happen to
double click on the references tab no
problem just produces the new references
ribbon but here's a very common mistake
if I point at the tab that's already
active and I happen to double click on
that maybe I'm just getting twitchy
fingered holy cow where'd all my buttons
go now in order to get that back the
first thing I'm going to think of is oh
I should probably go click on that again
and sure enough when I do that the
ribbon reappears but then as soon as I
make a choice on the ribbon and click
away it disappears again so some people
like working in that kind of view
because it gives them maybe an extra
inch of working space up here towards
the top but it does kind of defeat
Microsoft's purpose of taking the things
that they think you'll use most often
and putting them right in front of your
face under the Home tab so let's talk
about how we can manipulate these
command tabs and the buttons that appear
below them
all of that work can be done up here in
the upper right hand corner now those of
you who have been around the Windows
operating system for a while you're used
to the close button you're used to the
maximized slash restore down button
you're used to the minimize button but
unless you've already been using
Microsoft Office 2013 this one right
here is a new kid on the block ribbon
display options now when I click on that
I can see three different choices
one of them's blue right now and that's
the one that's active show the tabs I
see another one down here about show the
tabs and commands when I click on that
ah there comes all my buttons back again
and as soon as I use one of them they
won't disappear on me let's go look at
that choice one more time I'm going up
here what says ribbon display options
here's one that will mess people up
every once in a while Auto hide the
ribbon
so this gives me a full-screen document
to work on and then every once in a
while I need to make a choice in the
ribbon so how do I get it back well I've
got my close button here
I have a button that says ribbon display
options and when I click on that oh
here's my old friend I'm gonna go back
there and show the tabs and the commands
ha and life is good so again that's
something that can happen by mistake if
you happen to double-click on the tab
that's already active or you can do it
on purpose by clicking on this button to
look at all the different choices about
how the ribbon could appear do you want
to see the tabs you want to see the
ribbon at all do you want to see the
tabs and the commands so again I'm gonna
suggest that you put our video on pause
here for a moment and go up in there and
play with that button first of all work
across the tabs that are in here and
then go up there and play with that
button to see I can hide the tabs show
the tabs hide the commands show that
commands hide the ribbon itself so take
just a moment put our video on pause and
go play with that spot right there
everybody
all right welcome back from your play
with the information about the tabs and
the ribbon next thing I'd like to talk
about are these command tabs a little
bit more so far I've mentioned every
time I click on a command tab I get a
new ribbon just some of the other
terminology here inside the ribbon you
will see the buttons grouped into what
are called groups of buttons so for
example under my Home tab I have the
clipboard group I have the font group I
have the paragraph group and then by
hovering over each of the buttons I can
get them to tell me their names and
sometimes I'll even see a keyboard
shortcut for example when I hover over
the B it says oh that B stands for bold
and it says there's a keyboard shortcut
ctrl + B now I can either turn on the
bold before I type or after I type will
be doing all of that pretty soon so
every time I click a command tab I get a
new ribbon the ribbon is broken down
into groups of buttons here's the
paragraph group here's the Styles group
found under the Home tab which produced
the home ribbon and then every once in a
while in one of these groups they will
give you one of these guys a little down
pointing right arrow when I hover over
it it gives you a way to further
customize things that I'm seen on-screen
its official name is a dialog box
launcher sometimes at our company we
call it the black hole in time because
when I click on it very often I am taken
to a window that I might recognize if I
have been around word for a long time
maybe back to the 2003 version of
Microsoft Word this used to be the way
to modify my fonts so again pretty much
every time you click on one of those
dialog launchers you will be going into
an old-school window whether you realize
it or not maybe you weren't using word
back in the day where this looks
familiar to you but just be aware that
it's another way to do many of the same
things that you have in the group of
buttons up here for example I see this
is the paragraph group and I've got
stuff about adding bullets or adding
numbers to my lines indenting an out
denting setting line spacing options and
if I click on the dialogue launcher here
oh look I've got left aligned right a
lot
I've got line spacing options in here
it's just another way to do several of
the same jobs that are already available
in the groups of buttons right up here
and sometimes there's extra choices in
this dialog window that there isn't a
button for up in the main part of the
ribbon so that's how you can get to the
dialog launchers and just the
terminology the command tabs produce
ribbons ribbons are broken down into
groups of buttons many times the buttons
have pulled down arrows with further
choices and every once in a while
they'll give you one of these dialog
launchers that's a down pointing right
arrow
continuing with our exploration of the
interface I would like to mention that
one of these tabs is not like the others
one of these tabs is not the same one of
the come on everybody well maybe we're
not all Sesame Street fans um the tab
that I'm talking about right now is the
file tab so right now every one of these
tabs produces a new ribbon but if I go
over here and click the file tab welcome
to this totally different view here
called the backstage view
so you'll see they've got a nice list
here of recently used files the first
time you open your Microsoft Word you
probably won't have any files over here
I also have my personal onedrive that's
online storage
I have other web locations I have this
PC when I click on this PC then I will
see recently used folders as well as
recently used documents and if the thing
that I want isn't in any of these
folders is in any of these documents I
can simply browse for the file that I
want to open and then I can navigate
through my hard drive I can navigate
through shared drives in my corporate
network and so forth so this is how you
can open a file that exists already for
the moment I'm going to click cancel
now Microsoft says this backstage view
is where you do things to your files
rather than in them and many of those
things I see listed over at the left
hand side for example I can open a file
if I click on new oh look there's those
templates we were seeing when we started
this program if I click on the info
button on the left hand side I can see
some information about protecting the
document inspecting it some properties
some of these are automatically set up
some of them are things that I can fill
in
over here at the left side I can open a
file I can save a file I can take a file
that's already got a name and save it as
a different name I can click on print
here and I'll actually see a print
preview of my document wow that's pretty
exciting so far I don't have anything in
it yet
and you'll see a whole bunch of settings
that I can choose on the left hand side
for doing my printout I'm not quite
ready to do that yet you'll see that I
can share this document with others
there's another big trend of the future
collaboration with other people on a
document maybe you have to run it by the
legal department maybe have a couple of
people in your department who are
experts in various parts of what this
document is about so you could save it
to the cloud somehow either through
onedrive or if your company uses
SharePoint then you would be able to
share this with people and you could
control who could do what in it and then
you could have multiple people working
on it at the same time also in my
backstage view I see a choices about
exporting to other file types maybe I
want to change it to an older version of
Microsoft Word because I'm dealing with
somebody we know one of my customers who
still only has the 2003 version of
Microsoft Word quite frankly that
doesn't happen very often anymore cuz
it's 10 year old software but every once
in a while here's a place I can close my
document there are some other options in
here that will talk about how you can
decide where things are gonna get saved
and how they're gonna look and so forth
now to step out of the backstage view I
have to do is go up here and click on
the back button and now you're back into
the normal view where we've got the
command tabs and the quick access to
over
now as I look down towards the bottom of
the screen I have this bar down at the
bottom this is called the status bar and
I can see what page I'm working on I can
see how many words are in there again
not too exciting just yet you might be
able to see a section number down here
at the bottom of my screen there's
another important part of my word
interface this is called the status bar
on the left hand side I can see what
page I'm working on I can see how many
words are in my document gee that's not
too exciting so far over on the
right-hand side I see several different
views that are available and at the far
right I see ways to zoom in and zoom out
on this document now I've got a minus
sign on this end every time I click on
that it zooms me out so I can see more
of the document once I have text on
there it will be harder to read the text
as i zoom in and zoom out over here on
the right hand side I click on the plus
sign I can zoom in you can even see
percentages over here as to how much I
am zoomed in and you might notice this
slider goes back and forth as I click
the plus and minus signs I can actually
grab that slider and drag it left and
right now we can pass out the Dramamine
to anybody who's got any motion sickness
going on there but you know I got to
tell you if I have a mouse with a scroll
wheel on it I hardly ever go down here
to zoom in and out on my document right
now I'm sitting at a computer that has a
scroll wheel on its mouse and as I roll
that scroll wheel it lets me scroll up
and down the document here's the bottom
of the page and I'm going the other
direction here's the top of the page but
if I hold the control key while I'm
rolling the scroll wheel it quickly
zooms me in and out and this is not just
a word thing this happens all across the
office suite and in a lot of different
programs maybe even several of the
programs on the Adobe side and by using
ctrl in the scroll wheel I don't have to
get down to some little eighth of an
inch thing down here in the bottom right
corner to be able to zoom in and out
and pretty soon we're going to start
entering text and then we'll need to
start talking about formatting various
things now we're going to be discussing
things that will format the entire
document or just a paragraph or just a
word or words and sentences and
paragraphs that I have pre-selected but
let's start out with kind of a big thing
here let's talk about something that
will affect the entire document and this
is going to be available under the
Layout tab so I'm going to click the
Layout tab producing the layout ribbon
and one of the things that I get to
choose in there is the orientation of my
paper now right now I'm going to use the
ctrl and scroll wheel method for zooming
out so maybe I can see the entire page
here and then under my Layout tab I'm
going to click on the orientation of the
page and I get two choices right now I'm
in portrait orientation I have another
and called the landscape orientation
that turns the paper sideways now this
depends on what kind of a document I'm
trying to create for example maybe a
certificate of completion I'd like to
have it sideways with really big letters
on it but maybe for a business letter
I'd like to have the orientation in
portrait orientation so that I can do my
typing and it will look more like a
business letter one of the other things
I can change in here is the actual paper
size itself and of course that means
that I have to have a printer that will
print on these various sources legal
size executive size so let me zoom out a
little bit more here so that we'll be
able to really see the differences when
I change the paper size to legal for
example you can see it got quite a bit
taller all the sudden and if I turn that
one to landscape orientation now notice
that there is a trade off when I go to
landscape orientation I gain width but I
lose height so I'm you know pay
attention to that that will be part of
the thing that you'll want to set up
probably before you start typing you can
change it afterwards but it's better to
plan ahead as to what you want this
thing to look like so I'm going to go
back to the eight-and-a-half by 11
letter paper size and I'm going to go
back to the portrait orientation why
don't you just take a moment put our
video on pause and play with that for a
minute that was under the Layout tab and
we were changing the paper size
and the orientation
so put our video on pause and then come
on back and we'll continue with this
discussion
all right welcome back it's time to get
in and get our hands dirty so I'm going
to be zooming in so that when I type
stuff I'll actually be able to read it
and maybe there's going to be a memo to
people in a particular department so I'm
going to start typing that em e em oh
I'm holding the shift key to get all
capital letters and then once I've done
typing that I hit the enter key and it
will jump down to the next line and then
maybe this is going to be Who I am
sending it to I'm gonna say it's to the
people in the training department
I'm gonna hit the enter key it jumps
down and starts another new line I'm
gonna put in who it's from
every time I hit the enter key it jumps
down and starts a new line you'll see
that there's some nice line spacing
makes things a little bit easier to read
not all clumped up now every once in a
while I'll forget to put something in
now you may have noticed every time I
hit the enter key the cursor that's the
name of that flashing thing there jumps
down and starts a new line but there are
times when I want to take stuff that
I've already typed and kick it farther
down the page and this is going to be
one of those cases so to do that I'm
going to click right up here to put my
flashing cursor in front of the word to
and when I hit the enter key it takes it
everything following that cursor and
kicks it down and then I can hit the up
arrow and I could put in today's date by
the way
any of you who love keyboard shortcuts
Microsoft Word has a nice keyboard
shortcut for putting in today's date
it is Alt + Shift + D for date so right
now I'm holding the Alt + the shift and
while I'm holding them I'm tapping D for
date and lo and behold there is today's
date filled right in there
so I think this would be a good place
for you to put the video on pause and do
what you just saw me do remember I type
the word memo I hit the enter key I put
in the two line I hit the enter key I
put it in the from line I hit the enter
key and then to move the word to I click
to put my cursor just in front of it I
hit the enter key to kick it down and
then to fill in the date does anybody
remember what the keyboard shortcut was
for the date
right now I hope some of you are
shouting why Dan its alt + Shift + D
right it's your turn to try that so put
the video on pause catch up with me
everybody
welcome back I hoping you're having some
fun learning how to set up your text so
next thing I'm going to do is click
right after my name and I'm going to get
to cursor to kick down the page now if I
try to hit the down arrow key it will
only go as far as where I've hit enter
so far and then if I needed to go even
farther down than I need to hit enter
more times I'm going to leave a little
bit of extra space by hitting the enter
key one more time and now I'm going to
start my memo but I think I'd like to be
able to read it a little bit better so
I'm going to zoom in maybe I'm going
down here and click my plus sign a
couple of times maybe I would use
control and the scroll wheel
right now I'd like to type something
that's not just gonna be a little short
line I'd like to type something that's
going to be a paragraph or two and that
will let us talk about these margins and
how they are the places where your words
will wrap now this is not like rapper's
delight' or something like that boom -
boom boom to do is just WR AP the words
rapping inside the margins here we go so
this is a memo to my Training Department
and it's going to talk about how we
teach about Word when we first started
up so when teaching about Word 2016 we
want to do this thing we're going to do
that thing so I'm just going to keep
typing and you're gonna see the word
rapping happen when teaching about Word
2016 start with the interface
talk about the quick access toolbar
the ribbon the bottom status bar
and how to turn on the rulers
now you notice how it just automatically
were draft right there I did not hit the
enter key to start a new line so that's
an example of word wrapping let me zoom
in on that a little bit more so you have
a better chance of reading it maybe even
a better chance of reading the whole
thing
so I'd like you to catch up with me do
what I have done type this paragraph so
you can see it word wrapping in there
and then we'll come back and work
together on some more
so far we've been talking about entering
text but sometimes you realize you've
made mistakes or you've forgotten
something or you should have used a
different word somewhere so now we're
going to start talking about editing
text that exists already so for example
maybe I would like to get rid of the
word Dan and replace it with something
longer so one of the ways I can do this
is to click to put a cursor right after
the N in Dan and maybe hit the backspace
key to take those letters out one at a
time and then in their place I will type
in Daniel and add my middle name James
and you'll see as I do that the words
that are there already they just move
over and make room for that so that
flashing thing is called the cursor or
another name for it is the insertion
point and you've just actually seen why
they might call it the insertion point
now that's one way to do that erasing
one thing and then typing another thing
in its place but we have a little saying
around here we say you need not erase to
replace so maybe for example I want to
replace the word word with something
more general talk about not specifically
word 2016 but the whole office suite
when teaching about office 2016 so here
I'm going to talk about you need not
erase to replace I'm just gonna select
the word word by dragging across it and
then in its place I'm going to type the
word office and you'll see how it just
automatically puts that word right in
there and any word wrapping that's going
on at the end of the line it's just
gonna automatically take over and wrap
down to the next line now maybe I'm
realizing that not everybody's gonna
know what the QA toolbar is so maybe I
need to spell that out quick access
toolbar so I'm going to click to put my
flashing insertion point right there and
I'm gonna start typing the rest of the
word quick leave a little space hit the
right arrow key to move past the a and
add the word access by the way that has
nothing to do with the database program
called Microsoft Access it's just the
official name for this area right up
here called the quick access toolbar
all right so you can see how it
automatically rear apps the words as we
do that
so why don't you just take a moment and
go in and try some of the things you
just saw me doing I erased a word and
then type to another word in its place
and then I went and selected a word and
typed another word in its place without
deleting it first so put our video on
pause go do that just a little bit maybe
you're typing something different than
what I'm typing that's fine that's okay
you can work on the kind of memo that
you would be writing in that way you're
practicing stuff that would be more
familiar
so put our video on pause take just a
moment play a little bit with the
editing erase something and type
something else in its place and then try
one where you select a word and type
another word in its place without
erasing first so put our video on pause
and try that
welcome back let's continue typing so
I'm going to click right here after the
word rulers or whatever is your last
word hit the enter key a couple of times
and then let's put in a closing about
sincerely
in Turkey and then fill in your name
please pause the video and do that and
then we'll be ready to save this
document
all right good work let's go talk about
saving this thing now now as I look up
in my quick access toolbar and have this
little object supposed to look like an
old floppy disk or I can go to my file
tab and go to the backstage view and
save in there I'm gonna click the back
button when I hover over that floppy
disk it says okay it's used to save and
it might be a little bit hard to see but
it does say ctrl + S is the keyboard
shortcut for that in fact let me use
some third-party software to zoom in on
that even more
oh it won't keep the little tooltip as i
zoom in so again it's probably a little
bit hard to see because it gets
miniaturized on your screen but the save
command keyboard shortcut is ctrl + s
so I'm going to go click on that little
Save button
and you notice the window that pops up
says save as now until you've saved a
file in the first place obviously
there's no difference between save at
versus save as the save as specifically
comes in if you decide that you want to
save that document under a different
name so maybe you've got a document that
looks one way and then you've made some
changes to it and you don't want to lose
the original by clicking save to destroy
the original and put the new one in its
place you might be able to choose save
as and that way give it a slightly
different name or put it in a different
folder and then you'd have a before
version and an after version but when
you're saving it for the first time
there's no difference between save
versus save as now I get to choose where
I want to put it and you might notice
that by default it's ready to put it on
the cloud so this is another one of
those things that Microsoft realizes is
the wave of the future collaboration and
storing things in a place where not only
can I get to it on all my different
devices
maybe my Windows Phone maybe my tablet
computer maybe my desktop computer
that's one of the things that putting a
document on the cloud is good for also
for collaboration give somebody else
permission to work on that document on
the cloud with you and that way you can
be both working on it at the same time
that's a little bit down the road as far
as our lesson is concerned in my case I
would like to just save it on my
computer here so I'm going to click on
this PC right now I have to just
automatic choices that My Documents
folder or the desktop now in most cases
you would store things in the My
Documents folder that's what that's for
but in my case I'd like to make a little
folder for my finished files out on my
desktop so I'm gonna click on desktop
and then I will make a little folder for
finished files I've got one forward
sample files we haven't looked in there
yet but we will pretty soon I would like
to make a new folder luckily there is a
button right here that will let me
create a new folder so that's where I'm
headed right now to make a new folder
out on my desktop it makes a new folder
named new folder but its name is all
highlighted which means I can type right
over top of it and I'll call it finished
Word documents
now you can feel free to drop yours in
the My Documents folder but I would
still recommend make a new subfolder
make a new folder and name it finish
Word documents I happen to be putting
mine out on the desktop you can see here
and then by default it takes whatever is
in the very first line and makes that
the name of the file now you can
override that you can drag over the name
here and name it something else but in
my case memo yeah it seems like a decent
name for us so I'm gonna make sure I put
it in my finished Word documents folder
by double clicking on the finished Word
documents folder so now you can see that
I'm actually standing in that folder
that's on my desktop that's under my
name that lives in the house of the jack
belt and I'm going to finish saving that
by clicking the Save button right down
here
so I haven't really changed anything in
the document but as I look up in the
blue title bar now it says the name of
my document now you may or may not see
the four-letter filename extension up
here memo do see X that's not actually a
word thing that's a Windows thing so if
I have time to do it maybe we'll talk
about how could you get the four-letter
extension to show up but right now it's
not important so take a moment and save
your file again the way I did that I
clicked on file and save or I clicked on
the little floppy disk icon and then I
made a folder to put it in so I went to
file right now if I choose save it won't
ask me what to name it because it's
already got a name if I were to click on
save as maybe I can see more information
so I changed it from onedrive to this PC
I went to the desktop
I made a new folder that I named finish
Word documents I had to type that name
and hit the enter key to actually stand
in that folder
and then I kept the same name you can
change it if you like I just let it be
named memo when I hit the enter key it
saved it right into that folder
now if I click Save again right now it
just replaces the old one with the new
one all right so your turn you're
finishing off your letter and you are
saving it and you are creating a folder
to drop it into so catch up with me
there everybody
so far we've talked about entering text
editing text saving our document now I'd
like to show you something in the
background not the backstage view but
something that's happening that you just
can't see some of you may be old enough
to remember the old Wizard of Oz with
Judy Garland
where they walk in and they catch the
guy who's actually the wizard and he
says ignore the man behind the curtain
I'm going to show you behind the curtain
right now I'm going to go to the Home
tab and I would like to introduce this
object right here
kinda looks like a backwards P I've
heard different names for paragraph
symbol hard return I recently read its
official name it's called a pilcrow
pil cro w and if you would like to
impress your geeky friends later this
week tell them that you were studying a
Microsoft Word class and you learned
about the pilcrow but don't tell them
what it is pil cir o w you just tell
them you learned about it and they'll be
all curious and they'll go look it up
and they'll be really disappointed when
they find out what it is but you will
have kept him busy for 5 minutes looking
up the pillow crow let me show you what
it actually does so as i hover over it
it says show or hide and then it's got
the pilgrim symbol so I'm gonna actually
click on that and oh there's a whole
bunch of stuff has suddenly appeared a
whole bunch of Little Pill crows now if
you think about where that pilcrow
symbol is and what we did right at that
spot you'll realize that that poco
symbol signifies every place where we
hit the enter key also called a hard
return so we typed in memo we hit the
enter key it jumped down and created the
next line we put in today's date we hit
the enter key so every place that
there's one of those pill crawls
there's an Enter key notice here there's
a pilcrow ending this paragraph and then
another pilcrow leaving a little blank
gap between the two paragraphs here also
notice where it did the word wrapping
there is no pilcrow there it just
automatically wrapped at the margin and
if it can't fit a whole word in there it
doesn't hyphenate it by default it
carries the whole word to the next line
here so if you don't see a pilcrow it
means that you got word wrapping not
enter keys at any time I needed to
finish off a line that wasn't long
enough to word wrap I needed a pilcrow
right there I needed an Enter key there
now one of the reasons I'm telling you
about the pilcrow is because the next
document that we're going to open yes I
said open a document that exists already
we're gonna go look at pill crows in
there and see that they explain a couple
of things
so make sure you have saved the latest
version this document so far and then
let's go open a document from things
that we downloaded earlier
so you can leave this document open and
I'd like you to just watch first I'm
gonna go up and click on the file tab to
go to that backstage view in here I'm
going to tell it I don't want a new
document I want to open a document that
exists already so I'm going to click the
open command here I'm back at that same
window this looks very much like my save
window only now you can see I am opening
a document not saving it and the
document I want to open is on this PC
it's not on the cloud I'm going to click
on this PC now again that gives me
certain folders that I've been to
recently including the My Documents
folder but we haven't actually start
anything in the My Documents folder so
instead I would like to be able to get
out to the desktop I might be able to
find that by scrolling down in this list
of places that I've worked recently but
I can actually make that job a little
bit easier if I just go down here and
click on the Browse button so when I
click on browse it assumes I want to
work on my PC and the first place mine
is looking is the finished Word
documents because that's the last place
I was working but that's not where I
stored my downloaded files I put them in
a folder out on my desktop so I'm gonna
grab this scroll box right here and
scroll up so that I can go to my desktop
and then inside there I'm going to go
find my word sample files
now I don't know how many of you work in
a corporate location where you often
have a shared folder where you interact
with files that are used by everybody
maybe that's an H Drive or an N Drive or
an S Drive and sometimes you have to go
to that Drive and then you have to go
into a folder and then you have to go
into a little sub folder I'm going to
show you a way they can make life easier
for those kind of things it's not gonna
make life a lot easier for us because
I'm only saving myself one step but I
want you to notice this area over here
called the favorites area anything that
I put over there I can get to with a
single click for example maybe I would
like to be able to get to my word sample
files for any time I need to open one of
these downloaded files so I'd like you
to watch my screen I'm going to grab the
word sample files and I'm dragging it to
the left and at first I get this little
red Ghostbusters slash there
but if I'm just brave the Ghostbusters
slash will disappear and then I can make
sure to drop it between folders over
here I want to be careful not to drop it
on a folder otherwise I'm not actually
making any kind of quick shortcut I just
put it from one folder to another so I'm
looking for this little horizontal line
I let go and now I have a quick way to
get to my word sample files that'll be
handy for opening files and then I've
also got my folder here about finished
Word documents and that'll be handy when
I'm saving files so I'm going to drag
that one over to my favorites area as
well so I'm going to have my word sample
files there I'm going to have my
finished Word documents there
and then I'm going to go click on word
sample files
so why don't you put the video on pause
and do what you just saw me do let me
remind you of how I got to that whole
thing here and then it's going to be
your turn to try so I'm working on this
document but I want to open a different
one so I'm gonna go to the file tab I'm
here in the backstage view I'm gonna
click on open a document I'm gonna
navigate by browsing on my own computer
I'm gonna head to at first I had to go
to my desktop to be able to see the
folder called word sample files and then
I grabbed that folder and dragged it
over here and dropped it in my favorites
area and then I grabbed the finish Word
document folder and dragged over here
and dropped it in my favorites area so
go join me when you come back we'll all
be sitting right here ready to open that
the next document so put the video on
pause and do those things make a couple
of folders over there in your favorites
area and then we'll pick up right here
all right good work everybody and just
be aware anytime that you miss a step
you can always rewind the video a little
bit if you need to alright so now that
I've got a couple of things over here in
my favorites area I'm going to go over
here to my word sample files and then on
the right hand side on this alphabetized
list I'm going to scroll down to find
one named practice large document and
once I find that I'm going to point at
it I could click on it once and then
click open or if you've got a good
steady hand you can point at practice
large document and just double click on
it tap tap and it should pop open
looking like this
now you notice it looks a little bit
funny here that's because we opened a
document that we downloaded from the web
and it's not considered a trusted
location and right now I can scroll left
and right this is great for those tablet
computers where I'm holding it in my
hand and then I can use my thumb on the
side of the computer to scroll from page
to page this way but I won't be able to
edit it in order to do that you can see
up here in the yellow bar protected view
be careful are you really sure you trust
this and if I want to be able to change
anything in it I have to click on enable
editing
and now it looks a little bit more like
a regular document and because I've got
the pilcrow stern down I can actually
see a bunch of those there
so this would be a good time to go open
that file let's see you created the
shortcut over on the side of your screen
there and so now in Word you go to file
you go to open
going to browse
you dragged the folders over here so
that you can get to them quickly and you
can go to the folder name word sample
files single click gets you there on the
right-hand side scroll down and find
practice large document and then double
click on it and then we'll be ready to
go to the next chapter of our lesson
so catch up with me remember you'll have
to click on a yellow bar that says
enable editing by the way when you get
there if you just see a blank document
and you don't see the pill CROs you can
turn the pilcrow symbol on right here
that was under the Home tab all right so
go up on that document and we'll see you
in the next chapter
so here we are looking at our document
having clicked on enable editing and if
you haven't turned on the pill CROs do
that now
and so now if I start using my scroll
wheel to scroll down I can see I
basically got a blank page then I have a
title and then another title and then
paragraphs by the way when I mentioned
the word paragraph what I'm talking
about is everything between Bill crows
so here's a pill crow and here's a pill
crow everything between there is a
paragraph according to Microsoft Word
now sometimes paragraphs are very short
here's a pill crow and here's a pill
crow this is a four word paragraph this
is a I don't know thirty word paragraph
and so forth as far as Word is concerned
a paragraph is everything between the
pill crows not just you switching gears
and talking about a different subject
that's going to be really important when
we start talking about formatting
because when we talk about formatting a
paragraph we are talking about
formatting everything between the pill
across all right having said that and
beaten that horse to death let us scroll
to the top of the document where you see
all these pill crows and what I want to
do is remove them I want to remove those
pill crows and this page break now one
of the ways to do that would be to hit
the Delete key over and over again here
I'm tapping the Delete key that got rid
of one of my pill crows Here I am
tapping the Delete key again that got
rid of one of other pilgrims but we've
also seen that you can drag to select
text and tap the Delete or backspace key
just once and erase all those things at
once so that's what I'm gonna do right
now I'm gonna drag to select the pill
cross I'm dragging it straight down and
straight down to include the page break
and then tap the Delete key and all the
rest of it moves right up there your
turn to try that so put the video on
pause you're going to select all those
pill crows and the page break there on
the first page tap the Delete key to get
rid of them and then your document
should look like this so join me you
remove those pill crows please so now
that we've got our document looking like
this why don't we hide the pill crows
sometimes they kind of get in the way so
I'm going to go up and turn off the pill
crows now it just kind of looks like a
regular document
and I'm noticing that these letters look
different than these letters that's
because they have a different font and a
different size and any time you're
trying to figure out so what's the name
of this font and what size is it you can
click in the middle of such a section
and then go look up here under your Home
tab
specifically in the group called font in
this case I can see that the name of
this font is Arial and that it's size
right over here measured in 70 seconds
of an inch called points 14 70 seconds
of an inch 14.12 font when I click down
here and food for your mind same thing
Arial font 14-point size but I can see
that things are different down here in
this paragraph when I click down there
gee what font is being used down there
and what size is it look at my screen
answer the question before I tell you
right the font is named times new
something kind of hard to tell exactly
what that is and the size is twelve so
you notice these letters are not as tall
of those because those ones up here are
14 size and the ones down here in this
big paragraph our 12 size so I want you
to put our video on pause for just a
second try that little trick click in
the midst of a bunch of letters look to
see what font and what size it is and
then click down in the paragraph down
here and notice that it is a different
font and a different size so put our
video on pause and catch up with me in
that discussion
now this document you could see its name
up in the title bar practice large
document I also see the words
compatibility mode maybe more
information than you need to know right
now but anytime you see the words
compatibility mode it means that that
document was created in an older version
of Microsoft Word either the 2003
version or even earlier anytime you see
that thing up there in the title bar
that says compatibility mode that's what
it means now you'll never ever have a
problem using the new program to look at
a file created in the older version of
the program the problem would happen is
if you made this document in the new
version of the program and then emailed
it as an attachment to somebody who was
still using Word 2003 they wouldn't be
able to open that document so you never
have a problem using the newer program
on an older file type that's the good
news here we're gonna be using this
document through several of our lessons
so what I'd like to do right now is make
a copy of this document by using the
save as command and in this case not
only am I going to change the name of
the file but I'm going to change the
folder that it's in right now it's in
the downloaded folder I would like to
make a copy of it in our finished files
folder so here we go I'm going to go up
to my file tab
and this time I really need to choose
save as if I click on save or if I click
on the little floppy disk icon all I
will be doing is saving it under the
same name in the same place there is no
little quick button up here for save as
there is a keyboard shortcut for it if
you care
it's the f12 function key I'm not gonna
use that right now but I'll just keep
tossing in these keyboard shortcuts
again f12 is save as so instead I'm
gonna click on the file tab here I am in
the backstage view I'm gonna click on
save as I'm gonna browse now notice that
by default it's ready to put it back
where I opened it from the word sample
files I actually want to put it in my
finished files folder luckily I have a
nice little shortcut for that or we're
in my favorites area so I'm looking for
my finished word Documents folder I
click on it and then down here I'm gonna
change its name from practice large
document to working large document that
is I'm dragging across the word practice
and replacing it with the word working
hey I'm not actually in the document I
am naming the document but that same
method for selecting one thing and
typing in its place hey that works here
as well again don't worry if you don't
see the dot do see X on the end of that
it's too early to talk about that don't
worry about it if you don't see it
alright so I'm changing its name to a
working large document I'm changing
where I'm going to put it I brought it
in from word sample files I'm now saving
it in finished Word documents and I
finished that off either by hitting the
enter key or clicking the Save button
and you may notice on my screen right
now let me magnify that
I'm getting a little notice that says
your document will be upgraded to the
newest file format which means I won't
be working in compatibility mode anymore
now if what I want to do is edit this
document and then send it back by email
attachment to somebody who is still
using 2003 version of this then you can
see I would need to make a change here
instead of choosing ok I would have to
do this now watch my screen for just a
moment I'm not going to have you do this
but here's what I would have to do
I'd have to click on cancel and then
right down here where it says it's going
to save it as a Word document this is a
list box here's a list arrow here if I
click in that list box
one of my choices is to save it as a
word 97-2003 document and again you
might not see the filename extensions on
the end of your documents but a 2003
file would end and do see or as a normal
now Word document would be do see X by
the way if you don't see any year number
attached to that you're supposed to just
understand that means the squeaky shiny
new version of that okay so I'm backing
out of there I am going to save it as a
Word document which is the default
choice
and I'm saving that over here into my
finished Word documents and I'm changing
its name from practice large document to
working large doctoral
so I'd like you to do the same
you should get this little message that
says you're now going to have this in
the 2007 2010 2013 2016 file format it
uses the same format for all of those I
click on OK or hit the enter key so
here's my new name up in the title bar
working large document notice it no
longer says compatibility mode so you're
our turn to do that you're going to use
the save as command you can use f12 if
you want the keyboard shortcut you have
opened it from the downloading folder
you're going to save it into the
finished Word documents folder and
you're changing its name from practice
large document to working large document
all right catch up with me there
everybody
now that we've got a document that's a
little bit larger than we've been
working with let's talk about navigating
around in this document now the name of
it says working large document but as
they look in the lower left-hand corner
here it's really a three-page document
so it's not like the thing is really
huge here let's talk about navigating
slowly up and down I can use my mouse to
move over here into the scroll bar and I
can click on the down pointing arrow so
notice if I click to put my flashing
insertion point over here at this space
and then I move to the bottom of the
scroll bar and click in the little arrow
I'm moving my view down but I'm not
moving the cursor down if on the other
hand I go to the keyboard and I start
tapping the down arrow key at first I am
moving the cursor but when the cursor
gets to the bottom of the screen and I
keep hitting the down arrow key now I'm
actually scrolling down and the
difference between that and using the
arrows on the scroll bar is using the
arrows on my keyboard moves the cursor
as it Scrolls using the arrows on the
scroll bar doesn't move the cursor it
only moves my viewpoint I can move a
little bit faster if I hold the control
key and start tapping up and down arrow
keys now at first it's a little bit
tough to figure out how does it decide
where it should stop well I can solve
that riddle if I turn on the pill Krause
so here I am at the beginning of the
paragraph with my cursor ctrl down arrow
key move to the next pill Crowe next
pill Crowe ctrl down arrow key control
down arrow key next paragraph next pill
Crowe beginning of the next paragraph
next pill Crowe so that's going a
paragraph at a time when I'm holding the
ctrl key and tapping the down arrow key
what if I want to move a whole screens
worth at a time well if I move my mouse
over here I notice this scroll box that
I can grab and drag in the scroll bar
but if I want to go a whole screen at a
time I can put my mouse under the scroll
box in the scroll bar and click and it
will jump down one screen at a time now
I don't need to move the mouse right
below the scroll box I can move it way
down here and then every time I click it
goes one screen at a time until it
catches up to me
I can also do that with a couple of keys
on my keyboard there's a key on my
keyboard mark to page up and every time
I tap that page up key it is just like
clicking above the scroll box in the
scroll bar I move one screen at a time
notice the page up and page down key
don't necessarily move me to the bottom
of the next printed page they move me to
the bottom of the next screens worth as
far as whether I get to the bottom of
the printed page that's dependent on how
far I am zoomed in and zoomed out so the
keys that say page up and page down
names are a little bit misleading they
really should be called screen up and
screamed down so why don't you just take
just a moment and try out some of those
methods that I've been using grabbing
the scroll box clicking above or below
the scroll box using the down arrow key
to move the cursor using the down arrow
on the scroll bar to move your viewpoint
without moving the cursor control and up
arrow control and down arrow to move one
paragraph at a time and then the page up
and page down keys to move one screen at
a time so please put your video on pause
and try each of those things that we've
been talking about then when we come
back I'm gonna start talking about
moving within a paragraph
right and rolling the scroll wheel to
move my mouse up into one of the bigger
paragraphs up here and I'm just gonna
click to put my cursor right in the
middle of a line you can see my cursor
remember it's also called the flashing
insertion point so there's my cursor
sitting right there
now if I use arrow keys to move up and
down left and right we've all done that
but I'd like to start talking about a
key other than arrow keys that lets me
move around in the line for example I
see a key marked home when I tapped the
HOME key can everybody see what that did
with my cursor it's all the sudden right
over here at the beginning of a line
there's my cursor it's not flashing when
i zoom in with my third-party flashing
software there so that was the home key
moves me to the beginning of a line
moving this way with the arrow key
tapping the home key there I am at the
beginning of the line there's another
key usually real near my home key marked
end and if I tap the end key notice my
cursor is now over here at the right end
of the line so home moves me to the left
and moves me to the right now what if I
want to move all the way to the
beginning of the document
well I can add the ctrl key so I'm
holding the ctrl key and tapping the
HOME key there I am right in the upper
left hand corner of the first line let's
see so there was fall man and that was
control home how do you suppose I could
get to the very end of the document
hopefully somebody saying mmm well maybe
that would be ctrl and the end key I'm
gonna do that right now holding the ctrl
while I'm holding ctrl I'm tapping the
end key bang there I am right at the
last page I am now at the bottom of page
3 of 3 so I'd like you to try that
you're gonna click in the middle of a
line you're gonna test the HOME key
which goes to the beginning of the line
you're gonna test the end key that goes
to the end of the line
you're gonna try ctrl home that goes to
the beginning of the document you're
gonna try control end that goes to the
end of the document
try that out for a couple of seconds put
our video on pause when we come back
we're gonna start talking about
selecting objects
now one of the ways to select objects
gee why don't I go to the beginning of
my document here
mmm what keyboard combination did I just
do to get there
hopefully you're saying why dan you fool
can't you remember anything for two
seconds that must have been control and
hold and you would be right I'm going to
turn off the pill Krause here and this
time I want to select text now pretty
much everybody knows that you can grab
your mouse and drag sideways across text
you can drag up and down across text
using that method you don't always have
to drag to the right and down you can
drag up you can drag up and to the left
notice you can move up or down but not
both from the place that I started I can
move up or down but not both couple
other ways that I can select text if I
want to select a whole line I can move
my mouse out into this margin now most
of the time when I see an arrow it
points up and left
but notice out here in the margin it
points up and right and that has a
significance when I click with the up
pointing right arrow it selects that
whole line doesn't stop at the end of
the sentence it goes to the end of the
line if I move down and then I hold the
mouse button down as I'm dragging I can
select several lines at once either up
or down but not both so this time I'm
not starting in the middle of the line
this time I'm starting out in the
margins to drag up or down to select
entire lines multiple lines and if I
wanted to select an entire paragraph I
can move out here just make sure I make
the beginning of the paragraph and drag
straight down and if I keep dragging
down off the bottom it begins scrolling
up to me so these are ways to select
large blocks of text by the way there's
a way to do that through the keyboard as
well while I'm mentioning it here
remember how I could use down arrow keys
to move my mouse one line at a time or
ctrl down arrow key to move one
paragraph at a time well what I'd like
you to notice now is if I add the shift
key to that I won't just be moving my
cursor I'll be selecting so right now
I'm holding the shift key and while I'm
holding the shift key I'm tapping the
down arrow key oh look it says though I
had clicked out in the margin and if I
keep the shift key down and keep tapping
the down arrow key my cursor you can't
see it flashing but it is actually
moving down in that paragraph and
because I have the shift key down it is
selecting as it goes
what do you suppose would happen if I
held ctrl and shift and tap the down
arrow key well that's what I'm about to
do now ctrl + Shift I'm tapping the down
arrow key now it's going a paragraph at
a time because of the ctrl key and it's
selecting as it goes because of the
shift key and again I can go up or down
from the area that I had started but not
both I can go one direction or the other
okay so it's time for you to try this
it's just like the navigating was only
we're adding the shift key you can
either drag up and down within a
paragraph you can click to get a whole
line you can click and drag to take more
than one line you can use the down arrow
key to move your cursor you can use the
down arrow key while you're holding the
shift key to select while you're moving
the cursor and if you want to ctrl +
Shift + down arrow you can select entire
paragraphs at a time so now is the time
for you to try that everybody last we
were talking about navigating this time
we're talking about selecting and the
selecting is going to be really
important when we start formatting
things changing the font changing the
color changing the size of the letters
you must select - a fact so practice you
are selecting and you're navigating for
just a couple of minutes and then we'll
come back and we'll start talking about
selecting to effect
now we come to the first portion of our
lesson where it's really important to be
able to select because we're going to
start talking about formatting things in
our document and you must select to
effect that is you have to tell it what
to work on and then tell it what to do
to that text in my case I'd like to move
to the top of the document so I'm going
to use control and home
now let's say that I would like to take
this title up here and make it left
aligned
instead of centered I'd like to move it
to the left edge of the paper like this
title is so first I need to select up I
could drag across it to select it but we
had a way where you could select an
entire line and to do that we had to
move out here into the margin so we had
the up pointing right arrow that way
with a single click I can select that
entire line and notice what popped up on
screen this is called the mini
formatting toolbar Microsoft knows that
if you select text that you've already
typed it's usually because you want to
change the formatting somehow so this
little mini toolbar has the things in it
that people use most often when
formatting text that already exists
notice the B is already turned on here
as I hover over that it says that's bold
letters extra heavy dark
by the way you'll notice as I moved away
from that quick formatting toolbar it
disappeared and it's not easy to get
back luckily all I have to do is go up
to my home ribbon and I can get to those
things that were in my quick formatting
toolbar so for example I said maybe I'd
like to move the letters to the left or
to the right here's some little buttons
that will do that here's a line left
notice this one is already selected
that's why these words are centered on
the page maybe I want to move them to
the right side of the page if I click on
that button there they are over at the
right-hand side here I am moving them to
the left hand side Here I am
Riis entering them how did it know what
words to move because I had pre-selected
them you must select to affect let's say
that I would like to change the size of
those letters I've still got them
selected I'm gonna go up here to the
size box and I'm gonna boost them from
14 to maybe 20 by the way I haven't
clicked on 20 yet but notice I can see
what 20 would look like this is one of
my favorite features of the of Microsoft
Office suite it's called live preview I
get to see what the thing would look
like before I actually click to commit
to it this is a big thing because in the
old day your new old days we used to
select text and we would say you know I
think that's gonna look great as a 28
point font and then I click on 28 and I
go oh that's not as good as I was hoping
it would look because I couldn't see it
ahead of time I'm thinking I like purple
letters and so I'm going to choose
purple letters and then they look awful
I'm not really doing that yet but again
these are gonna be things that I can see
in my live preview if I don't like what
I see I move away from it if I do like
what I see I go ahead and click on it so
I'm gonna make those letters 28-point
size and then I'm going to go up right
up here under my home ribbon in the font
group I've got a way to set the letter
color now if I just click on that red a
right there I will get red letters but
maybe I want some other color than red
that's what this little sneaky list
arrow is about right here when I click
on this I see several colors they are
divided into what are called theme
colors and standard colors we'll be
talking about themes in a few minutes
but again and giving that lovely lie
preview and when I see something I like
I click on it and then to see what it
really looks like I click away from it
so it's not selected anymore so why
don't you take just a second and do that
select that top title move it to the
left move it to the right stand up sit
down fight fight fight change the size
change the color and then come on back
and we'll do some Omar formatting
together
alright let's say that I want to affect
multiple lines this time I've got these
little titles at the beginning of
several of my paragraphs and maybe I
would like to do something to say three
of those at once maybe I'd like to turn
them into fire engine red or dark blue
maybe those are my company colors light
green and dark blue so I'm gonna sort of
brand this document using the company
colors so first I'm going to select this
line and then I'd also like to select
this line at the same time but when I
click out in the margin okay I've got
that second one selected but I've lost
the first one now some of my more
experienced word users might know about
the ctrl-click trick and that's what I'm
about to do so first thing I'm gonna do
is click out here in the margin there's
the first one that I wanted to select
now I'm going to scroll down with my
scroll wheel and I'm going to move out
into the margin next to what is books
and beyond and I'm gonna hold the ctrl
key as I click oh look that lets me
choose two things at once and I can keep
doing that and we'll just scroll down
some more I'm going to hold the ctrl key
and click here and now I've got three
things selected at once and whatever I
do next will affect all three of those
lines for example maybe I go up here and
use that same green color that I was
using on the title and if you look
closely the thing that used to have a
red bar under the a now has that light
green bar under the a and if I just
click on that oh look I've got that
green down here alright it's your turn
to try that so you're gonna select
several of those titles remember you're
gonna click out in the margin I'm gonna
hold the ctrl key and click to get a
second one
ctrl click to get a third one and then
set the ladder color right up here
either through the pull down arrow or or
by reusing a color that you might have
used for the title have at it
catch up to me
all right good work let's move down to
the end of our document remember our old
keyboard shortcut by now control and the
pilsudski key no there's no pilsudski
key I'm talking about control and end
let's check to see who's listening here
so I'm using ctrl + n to get down to the
end of the document and let's say that
what I would like to do down here is
change the font of this last paragraph
so I'm gonna select the whole paragraph
yes I could drag from end to end or I
could move out in the margin and drag
downward or drag upwards select that
whole paragraph it's a couple other
keyboard ways to do that but I don't
want to overwhelm you with things and
what I'd like to do here is change the
font right now it's Times New Roman but
maybe I'd like to look like an old
school I mean an old school typewriter
the usual find on an old school
typewriter is called courier cou RI ER
word has a font called courier new and
I'd like to choose that so I'm moving up
either to my quick formatting mini
toolbar or I can move up to my home
ribbon and I'm going to click on the
pull down arrow in this list of fonts
and man what a list we have as I roll up
and down in that list I can actually see
it happening in the background I've got
that live preview thing going on back
there now sometimes partially covered up
by that list itself so I'm trying to
find a font called courier new I'm going
to start scrolling down through the
FBI's list I'm down to CEO I'm down to
see oh you there it is courier new I'm
hovering over it yeah that looks like an
old-school typewriter I'm clicking on it
so I can change the font I can change
the color got all kinds of formatting
features here make the font a little
bigger a little smaller there's a button
here that I can make everything
uppercase or lowercase we've got some
fancy schmancy word art it's called with
all kinds of reflections and glowing
features and so forth pretty much
everything up here in the font group is
kind of fun to play with we have to
select the text first so what I just did
was I selected that last paragraph and I
changed its font
courier new I'd like you to select that
last paragraph and I'd like you to just
play with it a little bit try ball try
talaq try underlined we got strike
through we've got superscript subscript
got all kinds of cool text effects I'd
like you to just play and make sure
you're working on that very last
paragraph so we'll give you a couple of
months to do that and then we're going
to come back and I want to talk about
kind of a cool feature that's available
only in Word and PowerPoint and we'll
take advantage of it here in word so
pause the screen select that last
paragraph get in there and play a little
bit when you're done unpause the screen
and we'll start talking about a special
feature that's only available in Word
and PowerPoint so get in there in play
for a minute put the video on pause play
around a bit and then come on back
all right so here comes this new thing
let's stop for a moment and save our
latest document come on up and click on
that little floppy disk up in the upper
right corner or maybe you like the
keyboard shortcut that it's showing me
ctrl s so go ahead and click on that now
we're not using save as so it just
assumes that we want to keep the same
file name and replace the old version
with the new version and now let's close
this file now one of the ways to do that
is to go up here to the upper right
corner and click the close button let's
go ahead and do it that way so click
that close button to close this document
now when I do that I can see that my
memo document is still open behind there
and maybe I want to turn the pill CROs
off
alright here's what I'd like everybody
to do first of all you're gonna watch me
do this and then you're gonna join me so
it's a special thing that happens when
we reopen a word document so I'm going
to go to my file menu I'm going to tell
it to open a file
I'm going to slide down here and browse
for my document where someone I was
working on most recently working large
document I'm going to double click to
reopen that
look what's happening down here in the
bottom right corner welcome back pick up
where he left off how are we doing so
far two minutes ago mmm
so if I click on that it takes me right
to that place that I was working earlier
the last place I was working when I
closed this document boy is that handy
maybe this is a twenty page document I
was fixing something on page twelve and
I kind of like to pick up where I left
off I can just click on that little
button that appeared in the bottom right
corner to take me right to the last
place I'd been working before I save
that file how cool is that
so it's your turn to make that happen
for you you've recently closed the
working large document go back up to the
file menu choose open slide down and
click on browse it should take you to
the last folder you were working in as
long as you haven't turned your computer
off between then and now and you should
get that little thing up here in the
bottom right corner when you go to open
that document and you can click on that
logo placeholder and it will take you
right to this place where you were
working last so catch up with me we were
working at the last part of that
document reopen it and let it take you
to pick up where you left off
early on in our lessons I mentioned that
we were going to talk about different
kinds of formatting formatting that
affects the entire document formatting
that affects just a paragraph formatting
that affects only certain words that
I've pre-selected and we've seen a
couple of those we saw formatting the
entire document involved maybe setting
the orientation are we going to go
portrait or landscape what size paper
are we going to use we can set those
things up and those are good to do
before I actually start your typing it
can be done afterwards but suddenly your
document like re wraps itself all of
these paragraphs and so forth so these
are things that are good to do fairly
early on as far as setting up the entire
document and then recently we saw that
we could affect this paragraph by
changing its font for example but maybe
there are other things I want to do to
draw attention to a paragraph maybe I'd
like to indent the sides temporarily
increasing the whitespace
and narrowing the paragraph that is
narrowing where it word wraps as I'm
typing maybe I want to change the line
spacing how much space there is between
the lines in a paragraph I grew up as a
child of those names and back then we
had a mechanical typewriter we didn't
even have an electric typewriter where I
grew up so you would put the paper in
the roller on your typewriter and you
would roll this it was called the
carriage you would roll the carriage
forward and bring the paper up to where
you were gonna tight
so you would type and when you finished
a line it wouldn't wrap you would have
to grab this little handle on the
typewriter and drag it sideways and that
would roll the platon up so that you
could get to the next line and it would
take that carriage and move it over to
the beginning of the next line by the
way any of you who have done any
programming you'll see this term
carriage return and line feed that's old
school term for that stuff I used to
have to do on a typewriter but I digress
I'm also thinking of maybe an elementary
school junior high we would be assigned
to read a book and then we had to write
a book report and very often the teacher
would say I want that to be two pages
double-spaced so when we talk about
double spacing we're talking about the
vertical distance between lines and a
pair
and that's what I'd like to talk about
now now when you're formatting a
paragraph many times you don't actually
have to select the entire paragraph to
format it depending on what sort of
things you're doing
if for example I wanted to change the
font as we did I really did have to
select all the characters in the
paragraph to change the font but for
things like indentation and line spacing
you just have to click to put your
cursor again also called the insertion
point in the middle of such a paragraph
so I'm going to do that with this
paragraph right here that starts with
books and Beyond has always been a place
to go for your reading pleasure so I'm
going to click anywhere in that big
paragraph now remember what a paragraph
is according to word I go up there and
turn on the pill Crow's under the Home
tab so here's the end of one paragraph
here's a blank paragraph here's this
paragraph no pill CROs at the end here
it just word wrapped here's the end of
the paragraph so I'm talking about
everything between here and here is this
paragraph and I've just clicked in the
middle of it I'm gonna turn the pill
CROs off right now and so what I want to
do now is set the line spacing to be
what's called double-spaced I notice
under my Home tab there's this whole
paragraph group up here and the names
don't really show up till you hover over
them but if I look at this one right
here I can see that it's name is line
and paragraph spacing and then they try
to tell me how this works so if I click
on that right now I get a little
pulldown list and I can see that it's
single spaced but I could make it
one-and-a-half spaced or the dreaded
double spaced even the even more dreaded
triple spaced usually that's kind of
overboard but if my teacher said I
needed to do something double spaced
then this would be a nice way to do it
and I love that live preview so I'm
gonna back out of there and I haven't
actually made that choice and I'm just
gonna click away
let me talking about another way that I
could get in and look at the line
spacing you may remember our discussions
of these little guys little
down-pointing right girls called the
dialogue launcher if I click the
dialogue launcher
I am taken to a relatively old-school
dialogue window where I can set the line
spacing right here notice many same
choices and some other ones that weren't
on that list I can also talk about
indenting left and right we're going to
be doing that in just a moment so this
is a nice window to control a lot of
things about a paragraph for the moment
I'm going to cancel
I want to switch gears for a second I
want to talk about indenting my
paragraph again that's temporarily
increasing the white margin space well
here's a little button that will do that
I'm hovering over it it says increase
indent notice I'm not getting a live
preview of that and when I click on oh
look what it did it indented the left
side of that paragraph roughly a half an
inch now what if I want to indent the
right-hand side of it turns out there's
no button for that I see a little button
with an arrow pointing the other
direction
it says decrease indent and when I click
on it decreases the indent on the left
side of the paragraph so what if I want
to indent both sides okay a couple of
things we need to talk about there now
I've also mentioned earlier left align
centered right aligned as a fourth one
up here called justified and I'm gonna
click on that and notice how it nicely
lines up both the right and left sides
of my paragraph and this way when I
indent it will be a little bit easier to
see that I'm actually indenting that
thing but there's no quick button form
so I'm gonna go to my dialogue launcher
for paragraphs where I could indent the
left and the right side now I can spin
it up here tenth of an inch at a time
you'll see a little preview down here
and I can do the right side only this
time instead of spinning it up I'm just
gonna drag across the zero I'm gonna
type in point five it assumes I mean
inches and then once I click on OK there
it is indented from both sides about a
half an inch and it's easy to tell that
it's indented because I've got that
right side lined up nicely when I
justified it so why don't you take just
a moment and do that click anywhere in
this paragraph books and Beyond has
always been placed blah blah blah and
you can play with the justified
alignment and you can play with the
indenting left and right so the
justified alignment can be done here the
left side indenting can be done up here
but if you want to control all of that
stuff maybe go to the dialogue launcher
where you could notice the alignment
here and left align red line centered
justified you could have done that here
and then I was able to indent a half an
inch on each side
and you can see that I've got all the
lines facing right here so take a moment
and go to this dialogue window so far
I'm going to cancel remember to get
there you're gonna go to the Home tab
here in the paragraph group I'm gonna
click on the dialog launcher so let's
increase left and right indent a half an
inch we'll make sure that it's justified
so that both left and right are lined up
nicely and while you're at it while
you're in there why don't you do the
double spacing in there as well that
could be around here double spacing
all right your turn to catch up with me
for that
sometimes when I'm working on a document
I realize that the order of things that
I've typed might be improved this is
gonna let us talk about something called
cut and paste and another closely
related feature called drag-and-drop so
let's go I'm scrolling upwards I'm gonna
find this paragraph whose label says
easy-listening and I'm realizing I would
like to change the order of these last
two sentences so one of ways to do this
is through what's called cut and paste
so I'm going to select the text that I
want to cut this was my step one of my
four step process step two I'm gonna
make the cut one of the ways to do that
right up here in the clipboard group I'm
gonna hover over these scissors as I do
that it tells me there's a keyboard
shortcut for it ctrl + X or if you're
big right click or like I am you can
right click in the selected text and
make a cut there well since I have this
on screen right now I'm just gonna go
through with that cut that sentence and
you'll see that it's gone but it's not
totally gone it's being starred right
now in an area of ram memory called the
clipboard hence the name of this group
of buttons here the clipboard group and
now what I want to do is paste it but
before I paste it I have to move the
flashing insertion point to the place
where I want to paste it if I paste it
right now it's going to go right back in
where I took it out so my step 3 of my
cut and paste is to place my flashing
insertion point down here in this case
and then the last step is to paste I'm
going to go up here and hover over the
paste button it tells me there's a
keyboard shortcut for that control V you
know the V in paste well yeah I've heard
of silent letters like the L and walk
the V in paste must not only be silent
apparently it's an invisible letter the
invisible V in paste but I digress so
I'm just gonna go click on that paste
button and that thing that I copied is
pasted right in there why don't you go
try that put our video on pause go
select that sentence about you can find
musical selections blah blah blah
cut it put the insertion point after
tape of your choice and then paste it
just like you saw me do maybe you'd like
to right click maybe you'd like to use
the keyboard shortcut but do a cut and a
paste and then come on back
next I'd like to talk about another way
to quickly cut and paste this is a
method called drag and drop and
sometimes people discover drag and drop
totally by mistake
so next I'd like to talk about the term
drag and drop this is a quick way to cut
and paste many times people will
discover drag and drop totally by
mistake let's imagine for example that I
would like to select this line about you
will find our inventory is complete blah
blah blah
but I'm dragging to start selecting it
and I let go a little too early and then
I figure I'll just go start that over
again I'll grab right over here and I'll
start dragging it to the right and all
sudden hey wait a minute those words
have moved around and this doesn't make
sense anymore
you will find that is complete and how
much you'll span your purchase on our
inventory you'll find that is complete
actually you will find that was
originally right over here next to our
inventory I just accidentally discovered
drag and drop the good news is I can now
point at that selected object and drag
it back here can you see a little tick
mark following me around I'm gonna drop
it right here before our inventory I
have just dragged and dropped put that
back in place only that was by accident
let's see how I might now do that on
purpose
I want to swap the order of these last
two sentences so one of the ways to do
that I'm going to select that whole
sentence and then instead of going
through the cut and paste I'm simply
going to point in the middle of it drag
down I see the little tick mark
following me drop it right at the end of
the paragraph and let go and I have cut
and pasted through drag and drop alright
again this is your turn so put our video
on pause rewind it if you need to don't
bother doing the mistaken one do the
right ones select that whole sentence
let go
point in the middle of it drag it down
and you will have swapped the order
quicker then copy and paste so I'd like
you to try that select that text and
then drag it down and that's the
quickest way to cut and paste catch up
with me
now that's all well and good if I'm
moving things around inside of a
document but what if I want to copy
something from one document to another
well let's talk about that for a moment
this is going to be copy and paste
rather than cut and paste so again the
steps are going to be for square I have
to select the thing to make a copy of
then I have to make the copy then I have
to place my insertion point where I want
to paste and then I do the pasting okay
so this time it won't disappear I'm not
cutting and pasting I'm copying and
pasting but first I want to have a new
document now we've seen that if we go up
to the file menu and choose new we've
got all these templates here what if I
just want to make a brand new document
well there is a keyboard shortcut for
this it's control and the letter n as in
new and that's a pretty universal
keyboard shortcut for pretty much every
program you're going to see control and
not end we know that control end takes
me to the end of my document control
n that makes a brand new document and
that's what I'm going to do right now
control n
so there's a brand-new document and if I
want to switch back and forth between
the documents that I have open I can do
that down on my taskbar which you can't
see right now or in word I can go up to
my View tab and I've got a choice here
about switch windows and when I click on
the switch windows button here is my
memo document is still open here's my
working large document is still open and
then here's the generic name document 3
because I haven't saved it yet but this
will give me a place to paste what I
wanted copied so I'm gonna switch
windows back to my working large
document I'm gonna go select maybe all
of this right here the label and that
paragraph and then I'm gonna make a copy
not a cut I don't want to disappear it
out of this window
I just want to copy it so here's the
button for copying as I hover it tells
me the keyboard shortcut for that is
ctrl C no invisible letters there I'm
just gonna click on copy if I was doing
this in Excel I would see a flashing
marquee around the thing I copied in
word you don't really get any clue that
you've copied it you just have to trust
that you've copied it and I'm going to
switch over to that other window the new
document I've just created that was my
view tab switch windows going to my
newly created document 3 and now on a
paste in there mmm let's say I don't see
the paste command because I'm looking at
the View tab right now the paste command
is over here under the Home tab or
control V or any of those things that
we've seen right clicking down here to
paste so I'm just going to paste that
bad boy and there it is right there
so this wasn't a cut and paste this was
a copy and paste so why don't you try
that what was my keyboard shortcut for
make a brand-new document
hopefully leaping to the tip of your
tone was control and the letter M and
then to switch back and forth between
the documents we went to the View tab
and switch windows we went to working
large document we selected the thing
that we wanted to copy then we went to
our View tab and switched windows back
to the new document and we pasted it so
your turn
catch up with me there rewind the video
if you need to but I think you got the
steps in your head try it out catch up
with me copying and pasting between
documents
what I'd like to do next is put together
a list of the different types of music
that are offered and in this case the
order of them doesn't matter we're going
to talk about making two kinds of lists
a bulleted list with little dots or a
numbered list with who would have
guessed numbers you use a numbered list
when the order of the objects is
important but in this case this list of
different types of music the order is
not particularly important so I want to
do bullets instead but maybe I'm not
quite sure how to start bullets in the
old days I would have gone to the help
window there would be a little menu
command up here that says help now
they've replaced it with this choice
telling me what you want to do so I'm
going to click in there and then I'm
going to start typing because what I
want to do is add bullets so I start
typing the word bullets and the more I
type the more focus it becomes and then
in fact here is the way to turn on
bullets I click on it and it's actually
gonna do it it's not telling me oh you
should go to the blahblah menu and do
this it's actually letting me do it
right here so I'm gonna click on this
bullets command
hey there comes a bullet and then I want
to say all right one kind of music is
gonna be rock but there are different
kinds of rocks so when I hit the enter
key it assumes that I want to continue
that bulleted list maybe I want to make
what's called a sub bullet that is
subcategories of rock well one of the
ways to do that is to hit the tab key
that's what I'm about to do right now
and notice how it indents and it changes
the look of the bullet so I can talk
about different kinds of rock I can talk
about rock and roll
I can talk about headbanger Rock
when I hit the enter key it assumes that
I want another bullet at that level but
in this case on a switch from rock to
gospel which means I want to make
another bullet like this one well a
couple of ways to do that to make a sub
bullet I hit the tab key and it indents
but if I want to go the other direction
if I want to out down I hold the shift
key and hit the tab key and I'm going to
do that again and now I've got that
first type of bullet so I can mention
gospel I'm gonna hit the enter key it
assumes I want another one at that level
so if I want to indent that and talk
about other kinds of gospel I can do
that or I can say now I want to talk
about jazz which happens to be my
personal favorite I'm gonna hit the
enter key and I'll put subcategories of
jazz I'm using the tab key to indent so
I'm gonna have let's see old-school
swing jazz we're gonna have from the 50s
something called Bebop
then there is something called the post
bop era
and then there's more modern jazz
and then there's the soft jazz
and so forth and if I need to indent
even more I can use tab tab tab you can
see there are several levels of bullets
and sub bullets so what if I done with
my list how do I tell it I don't want to
use buttons anymore well here's one of
the ways I can hit the enter key and it
assumes I want a bullet just like the
previous level and if I hit Enter key
one more time I am no longer bulleting
so I would like you to try that I would
like you to try what I just did start
out by using the tell me what you want
to do button up here um it's always up
there and you're going to type in
bullets and as you do that it'll find
the bullets button you can click on it
then and it'll make a bullet for you and
then you can create this list
remember to indent to make a sub bullet
use the tab key to outdent to make an a
you know previous level bullet you use
Shift + tab alright catch up with me
all right I'm hitting the inner key a
couple of times to stop my bulleted list
and maybe one more enter to leave a
little gap now I want to talk about a
closer they're in a thing called
numbered lists if we go to our home tab
we will discover there is a button right
here for bullets and right next door
there's a button for numbering also I
should mention that next to each of
those is a sneaky little list arrow or I
could choose other kinds of bullets or I
can choose what kind of numbering I want
do I want a number with a period do I
want a number with a parenthesis do I
want Roman numerals
I'm gonna try this way this time for my
numbers I'm going to click the little
pull down arrow and I'm going to choose
the ones with the parentheses here
notice I'm getting a live preview down
there as I'm doing it
I'm clicking so here's my first step now
I'm a part-time musician so maybe I want
to talk about the steps to recording a
piece so let's see starting right from
the beginning I have to get out my horn
I need to put it together
now you might have just seen something
happen there I didn't capitalize the
first letter but as I begin typing and
hit the spacebar it assumed that I
wanted a capital letter as the beginning
of a new sentence so put the horn
together
step 3 take out the music
now baby I want some sub numbers here so
I'm going to hit the enter key and then
I'm going to use the tab key to get a
sub number in this case it pulls up a
lowercase letter so when I take out the
music I have to decide whether it will
be
bebop
or swing
got too many E's in my be there
also you might notice the red squiggle
here that's my spell checker running I'm
gonna right-click on that word and it
offers me other words that I might have
meant and I can click on yeah this is
the one I wanted
lovely spell checker there now when I
hit the enter key it assumes that I want
another one at that level but if I want
to make this one a number four instead
what do you suppose I'm gonna do I'm
gonna do exactly what I did with the
bullets I'm going to shift tab holding
the shift key hitting tab I am now
making a number four so I've taken out
the music and I want to set the music on
the music stand
I want to turn on the microphone
and then I'm gonna swing baby
yeah actually no musicians who kind of
talk that way yeah maybe let's swing
don't worry about the club owner sweat
not baby yeah I've actually I know
people who talk that way and then when I
tell it that I want to stop numbering I
could do that by hitting the enter key
enough times to stop the memory all
right your turn so you're gonna go turn
on the numbering we did it up here this
time little pull down arrow sneaky list
arrow next to the numbering button you
can choose one of the different ones
here if you want to go with Roman
numerals or something like that feel
free to do that and then put together
some steps they can either be the steps
like I'm doing or they could be steps to
something that you do very often so make
a numbered list everybody
our last subject of discussion for this
module is going to involve something
called themes so a theme is something
that's available all across the office
suite it's a combination of fonts and
colors and special lighting and shadow
effects that you will only see you when
you make diagrams but the fonts and the
colors you'll see during the regular
typing the whole idea of a theme is
getting a consistent look across all of
your documents in the office suite so
for example I could have the same fonts
and colors in my three panel brochures
that I create in word same fonts and
colors that I use in my powerpoint
presentations same fonts and colors that
I use in my charts and graphs in
Microsoft Excel for example so this is
one of the things that works all the way
across the office suite I'd also like to
introduce some of these styles up here
under the Home tab there's something
called the Styles gallery so we'll be
talking a little bit more about text
styles in a future subject but right now
is a place where I can introduce them
because they kind of tie in to the
themes so first thing I'm going to do is
go up here and click on the heading 1
style in the style gallery and then down
here I'm going to click to place my
cursor and then I want to talk about the
bebop era
and so I'm gonna make that a heading 1
style notice as I hover over it I can
see the live preview I'm going to click
on that
and when I look up here in the corner I
can see that the theme called heading1
consists of Calibri light font in
16-point size now when I hit the enter
key it is no longer heading 1 and it's
switched to something called the normal
style and the normal style seems to be
Times New Roman 12-point font right and
now I'm going to type a little something
about the bebop era but I'm not gonna
make you watch me type it I'll put the
video on pause I'll type the thing in
and then I'll bring it back so there's
the stuff that I've typed in and I would
like you to do the same so we had a
heading 1 for the bebop era we hit the
enter key it switched to normal font and
then maybe let me magnify this on screen
a little bit to make it easier to read
I'm using some third-party zooming
software there all right so enter that
text hit the enter key one more time and
then we're going to come back and see
how the themes will affect how this
looks
all right everybody welcome back so I'm
going to zoom out with my third-party
software here I'm gonna leave this down
near the bottom of the screen and you'll
see why in just a moment so here's what
I would recommend everybody right now
click to put your cursor in that heading
1 style right there the bebop era this
will make it easier to see changes when
we start changing our theme so click to
put your cursor right there in the bebop
era
and we're moving on so I'm going up to
the design tab here in word and my
themes button is way over here at the
left and when I click on it I see a list
of these themes they seem to have
slightly different fonts they seem to
have different color swatches in there
but I might not really see much of
anything changing right now because the
main thing that's changing is that
heading one style and I can't see it
it's covered up by my list of themes
that's kind of irritating but there is
something I can do about that I can go
down here to the bottom right corner
notice I get a two headed arrow and when
I grab that I can readjust this list of
themes now one bad thing is next time I
go to get the list of themes it will
forget that I had resized it like that
so this is just a one time little
band-aid here but it does let me expose
the thing that I want to view while I'm
doing my live preview here I am now
hovering over these different themes I
can see the colors of those letters
changing in that heading one style I can
see the font itself changing in the
heading one style
so I would like you to try what you just
saw me do so you're clicking to put your
cursor in the bebop era title that's
very important here click on the pull
down arrow of the themes grab the bottom
right corner of the themes gallery
stretch it over here and then hover over
the different themes to see the live
preview of how those fonts and colors
would change
your turn
now once again if I go up and click on
the list of themes I see they've got
kind of interesting names here and it is
not sure if I can zoom in on them using
my third-party software yes I can
so I've got names like facet and
integral and ion and you can see that
the fonts are different and the color
swatches are different facet integral
and ion so one of the interesting things
about a theme is that it's available all
across the office suite so I'm going to
take a moment and open up Excel so we
can see this same themes with names like
facet and integral and ion will be
available on the excel side so I'm
sliding down to my taskbar you can't
really see me doing that I'm starting up
Excel
welcome to our discussion mr. Excel I'm
going to start a blank workbook here
and then in Excel the themes are listed
under the page layout command tab and as
I click on the pull down arrow for the
themes oh look at the names that I have
available here FAFSA and integral and
eye on and so forth so the themes is one
of the few things that goes all across
the office suite and again the idea is
you give that nice branded look to your
Word documents make them look similar to
your PowerPoint presentations make them
look similar to your Excel documents and
I'm going to close Excel right now
so you've had a chance to just get a
little bit of exposure to the idea of a
theme here and again the theme is
combinations of fonts and colors and we
didn't see any of the special lighting
and shadow effects cause illness only
show up for diagrams and charts so
thanks everybody thanks for hanging out
and checking out module one of our
Microsoft Word 2016 lessons this is Dan
McAllister signing off of our first part
module one hopefully you'll come back
and do module two
welcome or as the case may be for some
of you welcome back to the wonderful
world of Word 2016 as you can see here
my name is Dan McAllister and I'm yours
enter today and we're about to start
module two now we realize that not
everybody takes these modules in order
maybe you looked at the subjects in
module one and told yourself oh I know
how to do all of those I'm just gonna go
jump into module two you'll need some
practice files and I'm not going to
start every single module with here's
how you get to the practice files so if
you didn't take module one you might
want to go back and look at just the
beginning of it to see how to get the
practice files that were going to use in
our lessons so when they arrive they
will arrive in a zipped folder I
recommend you put the zipped folder out
on the desktop and then extract the
documents out of the zipped folder and
you'll wind up with a expanded folder
that looks like this let me step out of
here and go to my desktop for just a
moment
so you will wind up with a folder out
here that says word sample files and
when you double-click to look in it here
are the sample files that we'll be using
and then as part of module one again let
me step out of here as part of module
one we also made this folder named
finished Word documents and if you're
not quite sure how to make a folder on
your desktop here's how you can do it
I'm a big right clicker so I'm gonna
right click on the desktop and I see a
choice called new and a little submenu
I'm gonna make a new folder name new
folder and then you could begin typing
whatever you want to name that in this
case finished Word documents so I'm
going to delete that off my screen yes I
really wanted to so I think it is set up
that much create that folder to drop
your finished documents in download and
expand the word sample files folder and
we're gonna jump right in so put the
video on pause and go do that much and
then come on back and we're going to
start Word
all right everybody welcome back you
can't see my taskbar down at the bottom
of my screen but I do have a Bru W down
there and I'm gonna click on that right
now just start Word 2016 and why don't
you take a moment and do that as well
so as you start this program you're
gonna see these templates that appear
right away there are ways to turn them
off we haven't had a chance to talk
about that yet but I don't really want
to start with a blank document or a
template this time I'd like to go down
here and click on open other documents
so why don't you do that as well just
pause the video for a second go down
there and click on open other documents
when you do that it should come up
looking kind of like this only you won't
have the same things on the right-hand
side so do that for a moment click on
open other documents okay assuming that
you've done that let's then click down
here on browse the Browse button
so now I'm in here looking at all the
different folders that are on my hard
drive and like good Microsoft and Adobe
programs it's looking in the Documents
folder first but I just told you a
moment ago to put things on your desktop
so I'm gonna scroll up here and go to
the desktop and then over at the
right-hand side you should be able to
see the word sample files like I have
I'm gonna double click to open that and
then on this basically alphabetized list
I'm gonna scroll down and find a
document named practice large document
let me make the window a little bit
taller so I don't have to scroll quite
so long and I'm scrolling down and I'm
looking for a practice large document
once I find it I'm double clicking on it
to open it as you open yours you may get
a warning at the top of your screen that
says you need to enable editing and if
you see that or I go ahead and click on
that there was just something going on
on the right side of my screen that
won't be happening to you and so take a
moment and catch up with me again maybe
put the video on pause and go open
practice large document and when you
come back it's gonna look like this
all right at first glance it looks like
Dan McAllister had me open a blank
document but it turns out if you'll
scroll down I'm rolling my scroll wheel
right now there is stuff on page 2 and
page 3 in page 4
so our first subject of module 2 is to
talk about something called page breaks
and in this particular document there is
at least one page break in there already
in fact there are a couple and there's
at least one place where we need a page
break when I say page break what I'm
talking about is a way to force
Microsoft Word to start a new fresh page
with the whatever information is sitting
at your flashing cursor also called
insertion point so there is actually a
page break here on the first page and
I'd like to show it to you
so this document looks like it is a
blank document but there's actually
stuff going on in the background and I'm
going to reveal that by going up and
click on this little object right up
here it's name is the pilcrow
and when I click on it I can see some
information going on in the background
for example several Hill crows those
represent places where someone has hit
the enter key when they set this up and
I've got a little thing down below there
called a page break and that's actually
the subject of discussion for this first
part of module 2 removing page breaks
adding page breaks and so forth so I'm
gonna leave the pilcrow stern down and
I'm going to scroll down a bit you don't
necessarily need to do this with me just
yet you can just watch for a moment
so I'm scrolling down a bit
and I see that towards the bottom of
page 2 there is a nice new section that
appears called top 10 favorites and then
they've got some books down here and
there's a table that starts on one page
and continues on the next page and then
has a big blank section because of the
page break that's right here so we need
to talk about inserting page breaks and
removing page breaks and what the heck
is a page break and why would I bother
using them so I'm gonna turn off the
pill crows at the moment and you might
as well scroll up and down in your
document for a moment with the pill
crows turned on and you would be able to
see that there is a page break up there
on page 1 and there's a page break down
here at the bottom of page 3 and we're
gonna remove some of those and we're
going to add one of those so take just a
second and do that and then turn off the
pill crows and we should be ready to go
so I'll give you just a second to do
that put the video on pause and catch up
with me
right so I'm going to scroll down a bit
more now
to this place where I've got this thing
about top 10 favorites so I would like
to move that down to the next page and
what I'll see a lot of people do is
they'll click maybe just above it and
start hitting the enter key to move that
thing down turns out this is not a great
idea and we'll see why so just watch my
screen for a moment I'm gonna hit the
enter key and moving it down enter enter
enter enter enter until it goes to page
2 or in this case page 3 physically
from so you know so far that seems to
have cured a problem but it can actually
make a problem because what if I need to
go up here and add some things um if I
add more lines than what that'll do is
kick this thing down even further or if
I remove some lines it will move that
thing upward and I will have kind of
wasted my time hitting the inner key a
bunch of times to try to line that up so
really I'm gonna take that back
actually yeah I should probably show you
what's wrong with them so I'm gonna go
back up here to the top I'm gonna expose
the pill Crow's and I want to take out
these enter keys and that page break
right there so I'm selecting the enter
keys the pill Crow's I tap the delete
key they're gone and now I'm going to
tap the delete key again to get rid of
this page break and now everything moves
up to the top of that page and as I
scroll down there's my enter enter enter
enter and it kind of looks okay down
here but if I decide oh I need to add
some things like gosh anything I'll just
put in my name and when I hit the enter
key it then kicks this thing down a
little bit more and the more things I
add up at the top the more this thing
pushes down so that was not the best way
to do that by hitting a bunch of enter
keys let's talk about a better way so
first thing I would do is undo a bunch
of those things we haven't really talked
about undo in module 1 let me mention it
here there is an undo button right up
here
and as a hover over that tells me
there's a keyboard shortcut for it
control-z
so a lot of people have used the undo
button that makes me fearless I can just
try stuff but as I talk to people most
of them have never discovered this
sneaky little list arrow just to the
right of the undo button I'm gonna click
on that and what I'm seeing now is a
list of what I did last and what I did
just before that and just before that
and just before that and in this case
what I would like to do is undo all of
those now I could either use ctrl Z ctrl
Z ctrl Z or click the undo undo undo
undo or I can just roll down here notice
these are in reverse order so as I go
down to the lowest one on the list this
will be the earliest one that I did by
the way there's no way to undo that
seventh one without undoing the six
things that they did since then but this
is a really nice way to take back all
the stuff I've done so far as I click on
that thing or right there and now I've
got all those pilk rows up to the
beginning of page one and here's my
table that starts on a funny-looking
page and doesn't continue nicely on the
rest of the page so we're now going to
do this next thing together actually
you'll still watch me do it and then
I'll turn you loose to do so I'm going
to go in right now and select those pilk
rows and I'm gonna tap either the Delete
or backspace key and then with my cursor
flashing right here at the left end of
the page break I'm tapping the Delete
key again and now I got my books and
Beyond title is right at the top of page
1 and I'd like you to do that so put the
video on pause turn on the pill Crow's
go select the pill cross on page 1 and
delete them and then with the cursor at
the beginning of the line that says page
break tap the Delete key one more time
and it should come up looking like this
so I'll give you just a second put the
video on pause go do that and then come
on back and we'll do some stuff together
alright let's turn off the pill Crow's
there's a little trade-off there it
clutters up your screen when you've got
them on screen like that and it's time
to scroll down here and let's start
dealing with this top 10 favorites that
I would like to move down to the next
page what I'm about to do now is I'm
going to click above that but I'm not
going to hit enter enter
I'm gonna insert what's called a page
break now you saw a moment ago what it
looks like when you have the pill Krause
turned on it looks like a little line
going across there with the words page
break so I'm going to insert that right
now to insert a page break you can for
example go up here and click on the
insert command tab and then right over
here at the left hand side you can see a
pulldown list called pages and when I
click on that one of my choices is
insert a page or break right there so
I'm about to click on that again I went
to the insert tab I click the pull down
arrow under the pages command and now
I'm clicking to insert a page break and
it's gonna happen right here where my
cursor is you can't see it once I go to
the menu so inserting a page break and
there that took my top 10 favorites down
to the next page so it's your turn to do
that by the way if I go back up here and
turn on the pill Crow's that was under
the Home tab and the pill grows you can
see my page break appeared right there
so that's your turn you've got the
ebooks and Beyond is up at the top of
page one because you remove the page
break that was before it now scroll on
down there and click just above the line
that says top 10 favorites and insert
tab insert pages page break and yours
will look just as cool as mine does so
put the video on pause and insert that
page break alright let us scroll down a
little bit more there's an awful lot of
white space here below this table and
that's because just below the table
there is a page break and in fact if I
hover over the place where it is and
they give me this little marker here
kind of hard to tell what's going on
there how could I show myself that
there's actually a page break there yes
I could turn on the pill krause so your
job
your mission should you choose to accept
it is to get rid of the page break
that's there in order to see where it is
turn on the pill Crouse click to put
your flashing insertion point also
called the cursor right at the beginning
of the line that says page break and
remove it by tapping the Delete key I'll
catch up with you in a moment
alright time for me to catch up with you
I'm gonna go to that Home tab I'm
turning on the pill crows oh yeah
there's a page break right there
I'm gonna click to put my cursor right
at the beginning of that page break and
then I'm tapping the Delete key page
break is gone the stuff that was
starting out a new page has now moved up
and it's taking over all that whitespace
that have been there although now I've
got a table down here kind of sitting
there by itself I've got the description
of it up here I've got the table down
there and then it continues so some
people don't mind the look of that but
other people it kind of bugs them that
they add a description of this table and
then the table appears so you've got one
more thing you need to do let's put in a
page break right there right above music
inventory database please so you do it
and then I'll do it putting the video on
pause go do that and then I'll catch up
with you alright time for me to catch up
I'm inserting I'm inserting something
under the pages I'm inserting a page
break there we go so now we've got the
description of the table on the same
page as the table and everything
finishes before the end of page 3 right
very good everybody I'm hoping your
screen looks like mine let's turn off
the pillock rose and I'd like to use the
save as command to make a copy of this
document only changing its name so that
maybe later on during one of the later
modules we can come back and reopen the
document name practice large document
and it will be exactly as it was when we
first saw it so please don't click the
Save button that would destroy the
original practice large document renews
the save as command instead one of the
ways to get to the save as command is go
to the file tab welcome to the backstage
view and then click Save As if you
happen to be with us in module 1 I don't
think I had you use it but I did mention
a keyboard shortcut for save as is the
f12 function key which I'm about to tap
right now this is me tapping the f12 key
and oh look I'm in the save as window
and so I want to put it in that folder
named finish documents
that's out on my desktop now I can go
over here and click on desktop and then
over here on the right-hand side
finished Word documents but in module 1
I made a little shortcut to the finished
Word documents by grabbing that folder
named finished Word documents and
dragged it over here into the favorites
area now you notice it doesn't
necessarily alphabetize it in there but
there it is and the advantage of that is
in this case it's just one click quicker
but the reason that I wanted to
introduce that in these lessons is that
pretty much everybody I talk to in the
business world they're working on their
network and they have some shared Drive
it's the H Drive it's the S Drive or
whatever letter it's assigned to and
they spend a certain amount of their
time going into that shared drive into
some folder into some sub folder inside
the folder that's on the shared drive
that lives in the house of the jack
built um you could save a whole bunch of
that navigating by making a little
shortcut to that folder um you just have
to do what I did get to a place where
you can see the folder on the H Drive
inside the other folder and simply drag
it over here to the left now be careful
not to drop it on a folder over there
otherwise you're just basically
recreating the problem putting a folder
in a folder so I have to be careful to
drop it between the folders and get one
of these horizontal lines I'm not gonna
drop it there right now because I
already did that I already have one but
I would suggest that you do that and
then the next time you need to save
something into that folder you don't
have to stop at the desktop you can go
right to that little shortcut in your
favorites in the meantime let's go to
the finished word Documents folder and I
would like to rename this instead of
practice large document I'd like to name
it module to large document so I'm
dragging across the word practice
I'm retyping right over top of that
module to large document I'm gonna hit
the enter key or click Save and so this
thing says hey this is going to update
to the newest file format the reason
it's saying that is the original
document was created in Word 2003 which
actually stores its documents in a
different programming language than we
use since 2007 version so the version
that was used in 2007 is the same file
language that's used now into the
10 in 2013 and glory be 2016 so it's
just telling me that I'm gonna be
upgraded to the newest file format guru
free upgrade and I'm gonna hit the enter
key or click OK and I should be able to
see the new name of their module 2 large
document you may or may not see the
four-letter file name extension up there
don't worry if you don't but you
shouldn't see the words compatibility
mode up there when you're done
so go do what I did do not click the
Save button instead go to file and save
as
or what was my keyboard shortcut for
save s those of you who just chimed in
f12 extra 10 points for you I don't know
where you're gonna trade in those points
for any prizes but file them away
somehow
alright so that's your job use save as
name at madjoe to large document and put
it in our finished Word documents folder
our next subject of discussion concerns
the white space around the edges of the
pages now if I look up at the ruler at
the top here I can see roughly an inch
and a quarter on the left side another
inch and a quarter on the right side
it's a little bit tough to tell what's
happening at the top and the bottom of
the page
when I click in the page I should also
be able to see a ruler at the side so by
the grace face on the ruler it looks
like I've got an inch of margin at the
top and an inch of margin at the bottom
of the page so an inch and a quarter
left and right inch top and bottom maybe
I would like to change that maybe for
example I have one of those cool
printers that will print on both sides
of the paper and I would like to leave a
little bit of extra space to put in
staples or three-ring binder holes or
something like that on the inside of
each page and then as I print on the
backside of the page I still want the
three-ring binder holders on the inside
of the page and what that means is it's
on the left side of the front of the
page and the right side of the back of
the page and I shouldn't still be
excited all these years later about
having a printer that prints both sides
of the page but I love mine I do a lot
of printing and not having print one
side of the page all the time or put in
half the pages and then flip them over
and print the other half but I used to
have to do man I'm a happy camper now
with a two-sided printer so let's talk
about setting up the white space the
margins for a two-sided printer here for
a moment so to get to the margins I'm
going to go up to the layout command tab
to produce the layout ribbon and then
over here at the left hand side is a
button about margins so this is talking
about the white space at the side and
top and bottom of a page now why do they
do that
why do they bother putting white space
around the edges well it turns out that
if you have really long lines that go
very near the edges of the page it's
easier for your eyes to get lost reading
across those longer lines and hardly
anybody has a printer that will print
right to the edge of the page anyway so
you're gonna have some white space in
there somehow you might as well learn to
control what that does so I'm gonna go
up here and click the pull down arrow
for the margins and you will see that
there are several presets so we've got
the half-inch at the top bottom and left
and right we have something called
moderate we have something called wide
mirrored we're going to talk about in a
minute you'll notice one of them has
kind of a blue box down here it is the
2003 default and you may remember the
when we saw that thing about updating
the file format I had mentioned that
this did come from a 2003 file so that's
why it has an inch at the top in the
bottom and inch and a quarter and left
and right but if I want to change those
than I just need to move a little bit
farther down here so there's a
scrollable list up here and then down
way at the bottom there's one that says
custom margins I'm going to click on
that and that opens up this dialog
window you can see its title says page
setup and among other things it's got
information about the margins top bottom
left and right and etc so why don't you
join me in that window for just a moment
that is put the video on pause and to be
able to see that layout window for the
margins you're gonna go up here and
click on the layout command tab which
produces the layout ribbon and then over
here at the left side click the pull
down arrow for the margins and then
click on custom margins and your screen
should look like mine so put the video
on pause for just a moment and catch up
with me into the page setup window to
talk about margins
so you can see there aren't just four
boxes here top bottom left and right
there's also something called gutter and
gutter position very often the gutter is
used to temporarily increase margins for
maybe three-ring binders or you can just
increase the left margin for those
things as long as you're just going to
be printing on one side of the page but
if I'm going to be printing on both
sides of the page it's gonna take a
little trick it won't be called the left
side and you'll see that here in a
moment so I'm noticing down here towards
the bottom of this window there's a
little list box that says apply to whole
document right now that's what I want to
do apply to the whole document with
whatever I set up and I've also got a
thing here says multiple pages and as I
click on that pull down arrow I can say
well I'm gonna print two pages on each
sheet and then fold it like a booklet in
fact there's a slightly different thing
called book fold and then I would like
to introduce this idea of mirrored
margins now right now it says you got a
left margin and a right margin watch
what happens if I say mirror margins
here I see a little sample of two pages
where I'm going to be printing on both
sides of the page and now you notice it
doesn't say left and right it says
inside and outside so if for example I
set these up to be an inch on the top
and the bottom and the inside and the
outside
then this is a little sample of what
it's going to look like the white space
on the inside and outside edges are the
same now what about my three-ring binder
well I could add a gutter here and put
the gutter notice it says left it
doesn't really say inside or the way
I'll usually do it is I'll just increase
the inside margin a little bit so I'm
going to change my inside margin from
one inch I'm going to click and I'm
going to make it maybe 1.25 inches on
the inside and then if I click on some
other box it's kind of subtle but notice
now the inside margin in the sample box
is ever so slightly wider than the
outside margin in the sample box here so
the front page would be on this side
this would be a page run and then a page
two and three four and five so my even
numbered pages would be on the left my
odd number pages would be on the right
my cover page would be one of the right
right-side pages so that's the idea of
mirrored margins and so maybe I want to
make the top margin a little bigger or a
little smaller this is a box where you
can do that bottom margin as well all
I've done is increase the inside margin
and changed it to mirrored margins I did
them in the other direction there
actually I did the mirror margins first
so instead of saying left and right it
now says inside and outside and change
that inside margin to an inch and a
quarter and when you click on OK you
will see as you scroll up and down here
here's my odd-numbered page and then my
even-numbered page if I can zoom out a
little bit here you can see they are not
starting at the same indentation that's
because my odd number pages have the
inch and a quarter my even-numbered
pages have the inch margin so you can
actually see that in action right now so
I'd like you to put the video on pause
and go catch up with me again I went to
the margins pull down arrow went to
custom margins change them from normal
to mirrored margins and increase the
inside margin to an inch and a quarter
please
all righty everyone let's take just a
moment and save that back in we've been
working on I don't need to change its
name again I want to keep it name module
two large document and a quick way to do
that is to just go up and click on this
little icon right here by the way years
ago in a class this was quite a few
years ago now I had a lady asked me in
the middle of the class hey Dan what's
that little TV set up in the corner and
I had no idea what she was talking about
I went and looked over her shoulder and
she was plenty at this thing this little
floppy disc icon here I'm not sure how
many of you are willing to admit that
you saw floppy disks somewhere in your
computer studies some of you may even
have seen the wobbly floppy floppy disks
along the way I have to count myself in
that class and I'm feeling really old
and depressed so I'm moving on let's go
up and click on that little TV set
that's actually what we just called that
the rest of the semester
would say everybody click the little TV
set make sure you've saved the latest
and greatest version of your document
everybody knew what I was talking about
then so I'm gonna go click the little TV
set it doesn't ask me what to name it or
where to put it it just updates it all
right our next subject of discussion I
would like to use a separate practice
file here so let us go to file and open
or those of you who like keyboard
shortcuts keyboard shortcut for opening
a file is ctrl + the letter O so I'm
actually gonna do that right now I'm
gonna hold ctrl and tap the letter O not
the number 0 the letter O and Here I am
now opening a file so if you'd like to
try that ctrl + o to get yourself where
I am put the video on pause and do that
for just a second
all right now we're going to slide down
and click on the Browse button
so mine remembers that the last place
I'd been working was the finished Word
documents folder what I need is the word
work files folder so I'm going to scroll
up just a little bit over here on the
left side go to my word sample files
folder
and then I'm going to scroll down and
find it accurate named section brakes
for module two I'm going to give that a
quick double click it opens up on your
screen you may see a thing about needing
to enable editing if you do see that go
ahead and click on enable editing and
then your screen should pop up looking
like this
I'm going to zoom in a little bit by
holding the ctrl key and rolling my
scroll wheel on my mouse alright so put
the video on pause take just a second
and catch up to me open the file named
at section breaks please and then come
on back so maybe I would like to take
part of my document and make it look
like two columns wide now if I just slow
down a little bit and click somewhere in
the document and go start looking for
columns I'll find something about
columns under the Layout tab here so I'm
going to go click on that Layout tab
and then you should notice that there is
a button over here about columns and
when I click on the pull down arrow
under columns I get to choose how many
columns now by default the columns are
going to be equally spaced with just a
little bit of white space between them a
little margin gutter they call it
I can offset them so that I have a
skinnier column on the left or a
skinnier column on the right or three
columns if I want down here two more
columns I could actually choose how many
columns I want but when I started this
discussion I said I wanted two columns
I'm about to make a little mistake here
I'm gonna go click on two columns right
there's my little mistake all of a
sudden it looks like a newspaper I got
what's sometimes referred to as
newspaper style columns and if that's
what I wanted okay that's great well if
things can get a little bit strange
there because I've got to read all the
way to the bottom of that first column
and then move my eyeballs up and read
all the way to the bottom that second
column and then I'm going to the next
page that's fine if that's what I'm
trying to do but in my case that's not
what I was trying to do I only wanted to
make part of the document appear as two
columns ah thank goodness for undo so
I'm gonna go up here and click on the
undo button or I could use control Z and
then I'm back to one column that's
better so you don't actually have to go
do that you saw what was bad about it as
you can imagine maybe what I should have
done first is select the text that I
wanted to put into two columns so I'm
going to scroll down and I'm going to do
that I see a thing here says to change
the overall look of your document and
then the next paragraph is about when
you create pictures charts or diagrams
so I'm going to put those as two columns
side by side instead of two paragraphs
above and below each other which is
what's going on right now so first thing
I'm going to do is select what text I
want to put into two columns and then
I'm gonna go up and click on my columns
button and I'm gonna make two columns
and notice it only affects that much of
my text so I would like you to do what
you just saw me do scroll down to the
part that says let me undo that
scroll down to the part that says to
change the overall look of your document
looks like that's about the one two
third fourth big paragraph and select
that paragraph and the one next to it
and then you're going up here to your
Layout tab click on the pull down arrow
and make it two columns and notice that
only affects that much of your text so
pause the video go do that
I'd like to show you behind the curtain
here go turn on the pill CROs you're
gonna watch me do it first go into the
home tab turning on the pill CROs oh
look there's a section break right there
and a section break right there now
section break is different than a page
break think of your document as a big
building and by putting in section
breaks you put in some interior walls so
that's what we just did and that
happened here in the background because
of the way that word is set up when you
select text and put it into columns it
puts a section break above and a section
break below
I've just don't--i just admire bet so
you could see my status bar down here
right now as part of my status bar it
tells me what section I'm in what page
I'm working on how many total pages I
have how many words are in here
sometimes when you first look down here
in the status bar you might not see the
section number and that's something that
can be turned on and off by
right-clicking in this area called the
status bar so I'm pointing in the status
bar I'm clicking my right mouse button
and I got a pop-up list of things that I
would be able to see down in my status
bar if I check mark them so if you don't
see one for the section down here then
checkmark the one called section and
then you could tap the Escape key to
step out of that list and you should be
able to see what section you're in so
take just a moment and do that put the
video on pause go down and right click
on the status bar and turn on the
section indicator it's called
all right good work so now we can see
what section we're in when I click above
that section break it says I'm in
section 1 when I click in the 2
paragraphs
it says I'm in section 2 and when I
click below those two paragraphs after
that section break it says I am now in
section 3
so you should be able to check that out
take just a second and do that checkout
section 1 section 2 section 3 you just
saw how to do it
and that's what crazy about what's
happening right down at the bottom of my
first column it's a little bit tough to
tell where that column ends and the next
one begins
I can tell easily because I see the pill
crows well what I'd like to do is take
that next paragraph I'm going to click
just to put my flashing insertion point
there hit the enter key to leave just a
little bit of a line a little bit of
space in there so I'd recommend that you
do that click just at the beginning of
the following paragraph tap the Enter
key
kick that thing down puts in another
pilcrow and then I'm hiding the pillock
rows right now so as I begin to scroll
down things are looking fairly nice here
I do have a paragraph that starts on one
page and finishes on another but the
longer document I'm working on why the
more often that happens I'm not going to
worry too much about that so so far the
section breaks that we put in we're just
for a small piece of text not a whole
page but sometimes I do want to insert
not only a page break but a section
break to lead to something that we're
eventually going to talk about when we
get to mentioning headers and footers
not headings headings are of our font
styles headers is something else and
we're gonna be talking about that pretty
darn soon here so I would like to get to
the top of my document there is a nice
keyboard shortcut to do that maybe you
know it already or maybe you saw us use
it in module 1 think about what it is
wait for yeah its ctrl + home if you're
not familiar with this if I click in the
middle of a line and I just have the
HOME key on the right side of my
keyboard it moves my cursor to the
beginning of that line but if I want to
get to the whole beginning of the entire
document I can hold ctrl and tap the
home key which is what I'm about to do
right now and what I would like you to
do is hold ctrl and tap the home key now
you can see a label up here that says
chapter 1
while we're here why don't we do a
little bit of work with those margins so
I'm heading up to the Layout tab I'm
clicking on the margins pull down arrow
I'm going to go down here to custom
margins so we'll leave the top in the
bottom at one inch let's change it from
normal pages to mirrored margins we're
going to say top and bottom is one inch
inside doesn't say lefty mark says
inside we're going to make that an inch
and a quarter a little extra room there
for our binders three-ring binders
spiral binders and on the outside let's
make it three quarters of an inch that
is 0.75 of an inch on the outside and
then notice down at the bottom here it
says this would apply to only this
section now we've actually got more than
one section here because the columns
that we did so let's say apply to the
entire document and then choosing okay
and I can see the extra space at the
left side of one page and then at the
right side of the next page and so forth
so take just a moment and do that if you
would that was margins custom margins
start out with mirrored margins entered
a quarter on the inside 3/4 an inch on
the outside and don't apply it just to
this section make sure you apply it to
the entire document
now I'm using control in the scroll
wheel to zoom out until I can see more
than one page here back let me zoom to
what we might call to up and notice that
right now it looks like the inside
margin is the skinny one and the
outsides are the wider one but let me
just talk about how this thing is
actually going to print so let me go to
a PowerPoint slide here where I have a
little picture of the word icon now this
is supposed to simulate a document so
here's the front page
so this would be page 1 here and then as
we flip this thing open
this would be my page - and then this
one is going to be my page 3 so what we
were seeing on screen a moment ago when
we had it zoomed out isn't quite what's
going to be happening and maybe a way to
see that let's go back to my word
document here
would be to zoom out just a little bit
more so that I could see three up so
here's going to be the opening page and
then here is the inside pages and so
this way you can see that right in here
we're going to have the wider margins
when we put in our binder on the inside
of those pages two and three so I'm
going to zoom in again I'm just using
control in the scroll wheel to do that
so if I show the pill crows let me just
remind you that when we set up these
columns it automatically put in what's
called a continuous section break at the
beginning of the two columns and another
section break continuous at the bottom
of that
so those appeared just automatically and
this is bugging me a little bit I'm
gonna click down here and tap the Enter
key to move that down just a little bit
you can do that if you want it's not
terribly important what I'd like to do
now is break this document down into its
multiple chapters by turning each
chapter into a section so here we have a
section that's less than one page what
we're about to create are some sections
that are more than one page I'm going to
turn off the pillock rows just because
they're not terribly important for this
part so I'm gonna scroll down and I'm
gonna find where it says chapter two
there it is chapter two pictures I'm
going to click to put my cursor right
there and then I would like to insert a
special kind of section break this is
going to start a new section and it's
gonna start a new page we've seen how to
insert a page break one other ways to do
that was here under insert and pages and
page break or as I hover it says control
and return control in the Enter key that
would create a new page but it wouldn't
create a new section so for this we're
gonna switch instead to the Layout tab
and then you'll see a choice in here
about breaks and when I click on that
you'll notice the breaks are broken down
into two parts here page breaks versus
section breaks and there's actually one
of them that's both this guy right here
next page says insert a section break
and start a new section on the next page
so that's what I'm going to do right
here next page break boom there it is
starting a next page and if I turn on
the pill Crow's again Home tab pill
Krause I can see it's not just a page
break it is a section break called next
page so that's your job
right now put our video on pause scroll
down and find that spot where it says
chapter 2 click to put your insertion
point right there go to the Layout tab
insert a break that is a next page break
that'll start a new section and a new
page put our video on pause go join me
all right next thing I'd like to do is
find where it says chapter three now I
can scroll down an eyeball but there is
actually a fine command that's available
here so I'm going to go up to the Home
tab way over here I've got a choice to
find something when I click on that it
opens up my left-side navigation pane
and then I can tell it what I'm looking
for I would like to look for the
specific words chapter 3
and it finds for a chapter three is and
now that I found it I can close the
little searching window click there I'm
going to insert one more of those let's
see where was that what tab was it under
yeah it was under layout we're going for
breaks and next page break okay so your
job is to do that now you're gonna do
the find Quinn find chapter three insert
one of those next page breaks then
you're gonna go find chapter four do the
same thing chapter five do the same
thing when we come back I will have that
done already and so will you because you
did it as you put it on pause here so
put it on pause go find three four and
five and make them new next page breaks
and the next thing we're going to talk
about is doing stuff up here in the top
margin called adding page headers so
that would be the subject of our next
lesson in our last session we set up the
margins mirrored margins and we inserted
some next page breaks so we have several
different sections right now as I look
down at the bottom of my screen I can
say that I am now in section number
seven
so what I want to talk about next is
this header area right up here anything
you put in the header area will appear
on all of the pages at first although we
can adjust that so that I could have a
different header in the different
sections and that's what we're going for
for the next 15 minutes or so so here we
go so in order to insert a header we
would go to the insert tab right up here
that's where I'm headed and click on the
insert tab and one of my choices here is
to insert a header and when I click on
the little pull down arrow here comes a
list of headers that are pre created and
built into every copy of word and I see
one here called banded and when I click
on that here is something called the
banded header and as I scroll up and
down you'll see that that's happening on
every single page and if I look closely
it's got a little place where I could
click and type in the document title and
that way that would appear on every
single page of every single section but
maybe I would like to have different
things in each of those sections maybe
at the top of all the pages of chapter 1
I want it to say chapter 1 at the top of
every page that's in chapter 2 I wanted
to say chapter 2 so that's what we're
going to do one of the ways I can get
rid of this one would be to go up here
to the header tools by the way notice I
am now in a whole ribbon of stuff I can
do in the header and I'm gonna click on
header and you'll notice way down at the
bottom there's a choice about remove
header on the other hand if I know what
I want to put there instead of what's
here I don't actually have to remove it
before I choose the other thing that I
want to have happen there so watch my
screen here's the other thing I want to
have happen there so I'm going to go up
here to a header again
and they noticed a choice that says
blank now it turns out that's different
than remove headers I'm going to click
on blank and you'll see what that does
is give me a little placeholder where I
can type stuff and again right now
that's happening on every single page
and whatever I type there would happen
on every 10 page so I'm gonna scroll way
up to the top here I could use control
home of course and I'm gonna click where
it says type here now right now you can
see it says chapter 1 the insert tab and
as I scroll down to the next page that
one doesn't say anything about chapter 1
if I put chapter 1 up here in the header
then it will say that so far on every
single page and then we'll talk about
how could I change it between the
different sections so that's where I'm
headed right now I'm going to double
click down here in the text to step
temporarily out of the header section
I'm gonna go select that chapter 1 the
insert tab blah blah blah I'm gonna cut
yet so what other ways to do that I can
right-click on it and I'm going to cut
yet and then I'm going to go click where
it says type here in fact I have to
double click and that's where I'm going
to paste what I just copied in here and
there it is now I've got a couple of
extra inner keys down here I'm gonna
just hit the Delete key to get rid of
one of them leave a little bit of space
but now as I scroll down you'll notice
every single page says chapter 1 even
the pages that are actually chapter 2
stuff here's chapter 2 pictures down
here but it says chapter 1 up there in
the header we're gonna take care of that
right now but before we do that I would
like you you can skip the part where we
inserted the one called banded and just
go up there and click in the header and
click on header and make it a blank one
that'll give you the typing section and
then you're gonna do what I did we
double clicked in the document to step
out of the header we selected the words
chapter 1 the insert tab we cut them we
double clicked on the little placeholder
up here and we pasted them so join me
with that part and then we're going to
talk about how can I make the sections
have different headers and footers from
each other so join me in that part thus
far
now comes the park where we have
different headers for each section so
I'm gonna scroll down I'm gonna go find
that area where it says chapter 2 yes I
could do a find command for that so
here's my chapter 2 part notice right
now up here it says chapter 1 this is
the thing we want to take care of right
now and there is one specific very
important step in here and I'll stress
it when we get there so I'm gonna select
chapter 2 pictures I'm going to cut it
right now I'm using ctrl X 1 I'm gonna
go up and click in the header part I
probably have to double click to get
into the header part and before I do any
pasting there is something really
important to talk about notice right
over here on this side it says that this
header is the same as the previous
header I don't want that to be true
I want this header to be different from
the previous header and in order to
change that I'm gonna go right up here
where it says link to previous and we're
gonna click to turn that off this is a
really important part here another thing
to think about do this from top of the
document to the bottom of the document
makes it way easier if you try to work
from the bottom to the top things get
really wonky on you alright so I'm gonna
click on link to previous to tell it I
don't want it linked to previous notice
a little marker that says same as
previous is different and now I'm going
to drag across the chapter 1 stuff and
I'm gonna paste in the chapter 2 stuff
and if I've done that right if I've been
very careful not to link to previous I
should be able to scroll up here and see
chapter 1 in the section above there and
chapter 2 in the section below there and
right now it says chapter 2 on every
page till the end we'll do something
about that in a moment so I need you to
catch up with me again just to reiterate
what I did I scroll down I selected the
words chapter 2 pictures I cut them I
went up into the header section I double
clicked on the placeholder but before I
typed anything I made sure to go over
here and notice that it said same as
previous and the way that we got around
that was we went up here to the top and
we on selected link to previous then we
pasted it in the chapter 2 and then you
should be able to scroll up and see
chapter 1 above and chapter 2 below
and things will be really cool at that
point so put that video on pause catch
up to me
now this would be a really good time to
go up and save your document
we'll click that little TV set
all right I'm gonna guide you through
one more of those and then you're gonna
have to do it a couple more times after
that so just to reiterate while we're
doing it I would like to use the find
command you go to my home tab and click
on find by the way as I hover over find
I don't know that you'll be able to read
if i zoom in you won't be able to see it
ctrl + f is a keyboard shortcut for find
so I'm going to do that right now ctrl F
opens up my navigation pane and this
time I want to have it find chapter 3
and in fact it's in there from a similar
search that I did before and Here I am
now at the part about chapter 3 themes
so that's the thing that I'm eventually
going to copy and paste up here where it
currently says chapter 2 all the way to
the end of the document alright so see
if you can remember the steps we need to
cut but before we paste we have to make
sure we are not linking to previous so
maybe you can do that right now maybe
you can remember how to do the steps but
I'd recommend watch me one more time so
I'm selecting the text I'm cutting it
through ctrl X for example gonna go up
and double click in the header on the
area that I want to paste but before I
paste I notice it says same as previous
that's my enemy right now I need to not
link to previous select this text and
then paste I'm using ctrl V and so now
if I scroll down I should see chapter
threes all the way to the end and as we
move up I ought to be able to see
chapter twos up here and chapter ones
way up here a chapter once ok so that is
your job right now you're gonna do that
for chapter 3 and then I'm not gonna
come back and show you how to do it
again you have to go find chapter 4 and
do that chapter 5 and do that remember
remember remember the most important
part of that is not to link to previous
so you're gonna go do that for chapters
3 4 & 5 now for my next trick ladies and
gentlemen I would like to pull a rabbit
out of my sleeve no that's not what I'm
gonna do what I want to talk about now
is footers
so for our headers I wanted a different
thing at the top of each of my different
chapters for my footer what I want it to
show is in the middle of the footer I
want to see the date and at the right
side of the footer I would like to see
the page numbers and I want that to
happen just all the way through the
document I'm not going to have to worry
about same as previous although I could
there are times when people would like
to have each chapter start over with
page one but in my case I am not worried
about that so we're gonna work in the
footer section and we're gonna see how
we could create a footer that we could
use over and over again in more than one
document
so I can start in any footer down here
doesn't matter what page I'm on doesn't
matter what section I'm on as long as
I'm going to use same as previous maybe
just to sort of make sense here I'm
gonna go to the top of the document I
don't have to but I'm going to
so I'm double clicking out of the footer
I'm going to use my control home
keyboard shortcut to get up to the top
of that thing or it nicely says chapter
one I'm digging on that now I would like
to insert a footer and when I say insert
a footer I'm giving a big clue it's
under the insert tab the same way header
was so I'm clicking on insert I'm going
to go over here to insert a footer
and in this case I would like to have
three placeholders down here so instead
of blank I'm gonna go with blank three
columns and it drops that down in my
footer three separate placeholders now I
either have to type something in there
or remove them otherwise I will actually
see the words type here and that would
be an awful thing so for the first
little placeholder I'm going to click
and tap the Delete key and then I'm
gonna go to the second little
placeholder and click and now I've got a
whole ribbon up here of stuff I can do
in my header and footer like insert the
date and time so I'm gonna click on that
right now inserting the date and time it
says how would you like the date and
time to look I'm gonna go with the
little short date here and notice a
checkbox that says update automatically
so that means every time I open this
document will show that day's date down
there at the bottom and that can be
handy if I occasionally come and update
this file and when I print it out it'll
have the date of the printout and that
way maybe I can look at two different
printouts and figure out which one was
the most recent which one had the latest
changes in it on the other hand if I
would like it to show the date at which
I last edited it and not have it update
automatically every time I open up that
I would uncheck that but in my case I
would like it to update automatically so
that every time they open the document
it shows that day's date in it so I will
leave that checkmark and I'll choose
okay so there is today's date and then
the other thing I said I want to put it
in there it was the page number so I'm
going to click where it says type here
over at the right hand side and I've got
a thing up here about page numbers now
when I click on that I've got all kinds
of choices top of the page vitamin page
page margins blah blah blah I have
through my experience discovered the
best way to do that is select the place
where you want the page number to be and
then go with this bad boy right here
current position that way I'm not gonna
get any surprises about having it appear
someplace that I wasn't quite sure up so
hovering over a current position I see a
little pulldown list of page numbers
where I could have it just the page
number or the word page and the page
number if I scroll down just a little
bit there is one of them down here by
the way there's only one of them
year that shows page X of Y so that'll
show me what page I'm on and the total
number of pages and that's the one I
like I'm going to click on that and drop
it right in there so it says I'm looking
at page 1 of a total of 15 pages and if
I scroll down it says that on every
single page by the way just a little
keyboard shortcut if I'm in the header
or footer section and I tap the down
arrow key it goes to the next header or
footer section down arrow again goes the
next header or footer section and so
this way I can see it's gonna have
today's date and the page number on
every single page and it's just fine
with me if it's same as previous so now
it's your turn let me just remind you
what we did first we didn't have a
header or footer while we had a header
but we didn't have a footer so in this
case we went to insert we wanted to
insert a footer this time
we chose the blank three columns then we
deleted the leftmost placeholder we put
today's date in the center placeholder
and we put the page X of Y in the right
side placeholder your turn to go to that
come join me
in our previous lesson we just saw how
to insert a footer and I promised that
we would have a way to save that for
future use it's time to talk about how
to do that so when I'm in a footer one
of the ways to get there just double
click in the footer area now I'm in the
header & footer design ribbon
when I click on the pull down arrow for
footer you'll notice there is a choice
down here about save selection to the
footer gallery also notice that it's
grayed out any theories as to why save
selection to footer gallery would be
grayed out what does it usually mean
when something's grayed out on a menu
it means it's unavailable but it also
usually means that if I did something
else first then that would become
available save selection to the footer
gallery I have not made a selection
that's why it's grayed out so I'm gonna
go make a selection I'm gonna double
click in the footer section and maybe
I'll move out here into the left margin
so I get my up pointing right arrow a
single click selects that whole line now
that I have a selection I can go to the
footer pull down arrow and I can say oh
look save selection to footer gallery
opens up this lovely dialogue window
so it says for the name it's just going
to put in the things that I've typed in
there and that's going to look kind of
weird as the name of a footer so I'm
going to replace that name with let's
see what's in it date and page number
that would be the name of my personal
footer that I've created and it's got a
category here called general and you
wouldn't know it now because you just
have never seen it my experience tells
me if I leave that as the category
called general then my saved to a footer
is going to be down at the bottom of the
list of footers that are available so I
have discovered through a little bit of
practice that if I switch that from
general to something called built in yes
I understand it wasn't really just built
in but we're gonna make that choice
built in and then I got one more secret
if I choose built in it'll put it in a
group of choices near the top of the
list of footers and then I got one more
secret here if I go up and click at the
beginning of the name and start it with
a space bar alphabetically spaces come
before s and B's and C's so because of
the built in it'll be in a group at the
top of the list and because of the space
bar well it'll be almost at the very top
of the list the only two that will be
above we're the ones called blank and
blank three columns so again reiterating
here I selected the text I went to
footer
I chose save selection to footer gallery
opened up this dialog window we're
naming it space bar date and page number
gonna put the category as built in and
then I'm clicking on OK
so what did that achieve well the next
time I need to insert a footer I go up
here to footer and there's mine date and
page number the only two above it are
the blank and the blank three columns
everything else that used to be down
there is still below there but mine is
near the top so it's your turn to do
that you select it turn it into a footer
do the naming thing where you start it
with a space and put it in the built in
category your turn to do that
hope you're having some geeky fun along
the way bye now
the next subject on our agenda is to put
a nice cover page on this report and
there are some really nice pre-created
cover pages that are available now you
don't have to be sitting on page one to
see this happen but I usually like to so
I'm gonna double click out of the footer
section so that I'm talking in the in
the main text area now and I'm going to
use my old friend by now control home to
go to the top of that document so here's
what my first page looks like right now
and what I would like to do now is
insert one of the pre-created cover
pages and again insert the cover page
that means is found under the insert
ribbon here so I'm going to go up and
click on the insert tab and then on the
insert ribbon there's a choice over here
about pages and when I click on the
little pull down arrow for that I can
see cover page blank page and my old
friend page break so this time I've gone
with cover page and then here are
several that are available right out of
the box
now you may remember there was a header
called banded now there's actually a
cover page called banded if I scroll
down just a little bit I kind of like
this one that says filigree used to work
in a jewelry store a filigree ring has
little cutouts in it in the band itself
so you can see through the ring to your
finger and they'll have all kinds of
decorations and stuff on like that on a
filigree ring so I'm gonna choose the
filigree cover page and there it is it
drops it right in there now it always
puts that at the beginning of the
document no matter what page I was
sitting on when I did it and you can't
have more than one cover page well
actually you can if you go through a
bunch of finagling copying and pasting
but there's no real use for having more
than one cover page now you notice on
the cover page it's got a place for the
document title and a place for a
document subtitle and if you don't
either
erase or type something in those places
then when you print the thing out it'll
say those words document title document
subtitle so I can see up in the title
bar the name of the document is section
brakes mod 2 blah blah blah that doesn't
mean that's what the document title has
to say maybe this document is about how
to use Microsoft Word for veis mashup
methods now I'm noticing up at the top
of the screen the name of the file is
section breaks but maybe what the
document is about is using word 2016 so
I'm going to click in the document title
and I'm going to type that in as the
title for this document using word 2016
now you can see in this case it's set up
to use all capital letters you can
change that if you want but looks kind
of cool and then for the document
subtitle if I've got one I could put it
in there like my byline have my name in
there or if I don't want to put anything
there I just have to delete key and get
rid of it and when I click away we'll
see so if I do a print preview right now
you'll see it'll actually have that
document subtitle thing there
so what I'm going to do is try to
totally delete it tapping the Delete key
and then maybe even click on the
subtitle little name there and delete
that one more time
and then when I click away I'm left with
just a little paragraph mark and that's
not going to print and again as I go to
file and print so I can see a print
preview I can see the words that I put
in there and I don't see any subtitle so
getting rid of that subtitle was a
little bit difficult I kind of had to
delete it twice all right so that's your
job now you're going to insert a cover
page and if you want to try a different
one than filigree definitely feel free
to do that just make sure that every one
of the placeholders either is deleted or
has something in it so go insert a cover
page everybody
if you haven't done it recently this
would be a good time to go and save all
of your open documents and then let us
start a brand new document now I
mentioned this next thing in module 1
but maybe not everybody has actually
checked out module 1 so we just
mentioned it here I want to start a new
document one of the ways to do that is
to go up to my file tab
and in here in the backstage view I can
say I would like to make a new document
and then it offers me a whole bunch of
really cool ways to make new documents
for certificates and calendars and just
all kinds of stuff that's in there it's
taken it a second to catch up to me and
in there I can say Oh what I really
wanted was a blank document but if I
know that I want a blank document then I
can actually do that a faster way
through a keyboard shortcut the keyboard
shortcut being ctrl and the letter n as
in new not control in the end key that
would take me to the end of my document
so I want control in the letter n for a
new document then you just take a second
and catch up with me and I'm probably
zoomed in a little bit more than I want
to be so ctrl n to make a new document
go do that on your screen right now
alright now I'm going to do some typing
and as I'm typing I'm going to be making
mistakes and some of these it will catch
automatically and some of them I'll have
to do a little bit of extra work to get
it to catch the mistakes but the reason
it will catch some of them automatically
is because of what I'm about to show you
now you don't have to do this on your
screen you're just going to watch so I'm
up you're going to file and then in the
backstage view I'm going to click on
options right down here in the corner
and when I choose something on the
left-hand side it changes things on the
right and I want to talk about
proofreading also called proofing so on
the left side I'm gonna click on
proofing I'm gonna scroll down just a
little bit and I want to talk about
these things right in here so
automatically word 2016 is set up to
check your spelling as you're typing
mark grammar errors as you're typing
find frequently confused words and mark
them somehow and check the grammar and
the spelling at the same time so that's
why some of the things you're gonna see
are gonna happen right here I'm clicking
on OK so you've just peach peeked behind
the curtain don't ignore the man behind
the curtain sometimes you need to peek
behind the curtain okay so you're going
to see me typing some stuff and then
I'll leave it on screen and you can
repeat what I did here
first one there's going to be kind of a
simple one like my car are green
and right now it doesn't seem to have
caught the word ah but as soon as I hit
the enter key sometimes that's enough to
get it to trigger catching the thing
that was wrong right we'll talk about
what to do that in just a moment I'm
going to keep typing now let's
let this company
about but I'm gonna misspell about a BU
ot about its
biz and so now I'm not sure to watch a
special thing that's going to happen
right here I'm going to slightly miss
type business bu SI n e es when it
really should be e SS and when I hit the
period did you see it fix it I typed EES
fit typed e SS again we will talk about
why that happens in just a moment
alright I'm gonna hit the enter key by
the way that was called auto correct
oh now find something about the it's
that it doesn't like so while you're
typing it will catch some things other
things it waits until you hit the enter
key or a spacebar to catch problems and
some words it just fixes right away and
you might even not notice it that it
fixed
my first job was at McDonald's
so when you worked at McDonald's they
would show you these training films on
how to do things and one of my favorites
was the training film about building Big
Macs because it had some just classical
subjects in it so one of the things that
they would say in this video I'll never
forget it you're working on a Big Mac
and so you've got a toaster that has the
three section bun for the Big Mac so
it's got the bottom it's got the middle
and then it's got the muck crown yes
that's what they call that so one of the
steps in the video for making a Big Mac
was put the muck crowns
on the Merc buns that was my favorite
phrase in the whole training video put
them at crowns on the big buns and then
you send them to the front because
that's the last stop so put them at
crowns on the buns when I hit the enter
key it seems to catch something about
the McGee buttons so I'm gonna leave
this on screen I would like you to go to
your window and type things the way I
did and remember when you type in
business try to type an e ES and as soon
as you like type of period and hit the
enter key it might not even wait that
long it might just fix it while you're
typing it so again I'm going to leave
this on screen you're going to catch up
with me put the video on pause and do
that stuff
all right welcome back by the way I'm
from the Detroit area originally and
right across the Detroit River is
Windsor Ontario so we would do a lot of
business and talk to people from Canada
and so this would be kind of the way
that it would sound let's let this
company go a butte their business but
they would not spell it this way more
information than you need to know about
me so let's see what we can do about
these things that it has found I'm going
to go up here and point at the are green
and I'm going to right-click on it and
in the pop-up stuff that appears I've
got the little mini formatting toolbar
and then down here at the bottom I've
got stuff down here about spelling and
grammar and so it's suggesting that I
should use the word is and if I click on
it it will replace it but maybe I'd like
to figure out a little bit more
information about what's wrong with that
word I'm going to slide down here and
click on grammar
that opens up a little window pane over
at the left side that says alright
here's the word that's wrong here's what
we're suggesting and if I click on
change it'll just fix it or if I want to
read more about it I've got a little
arrow down here that I click on and
scroll down a little bit and it's
telling me what's wrong with it the
subject and the verb should agree in
numbers they should be singular or they
should be both singular or they should
be both plural and then it offers me
some suggestions that are not about my
specific word here but like here's what
we're talking about here's some examples
alright so in this case I do want to
replace it with is I can just click on
change right here and it does that and
it hides that a little mini panel that
popped up so you try that you can
right-click on it and in the little
pop-up that appears you can just click
on is or if you want to read more about
it click on grammar and then read about
it and then click on replace
all right let's move on to the next room
so for each of these you're putting the
video on pause so that you can try not
alright let's talk about the next run
I'm gonna do the same thing I'm going to
right-click on let's and this time they
don't seem to offer me the little extra
thing about grammar but they do tell me
oh it should be like this with an
apostrophe by the way if it's not really
misspelled then I'll have this thing
about ignore it or we'll see some other
choices in a minute so I'm gonna click
on let's with an apostrophe and there it
fixes that one
and then I'm gonna right-click on a boot
and it offers me choices that are like
that one and we'll talk about so where
did it get these choices from well I got
it from something called the spell
checker dictionary which is just being
mentioned down here so I'm gonna click
on the better spelling of a boot
by the way early on building computers
they thought they would be able to teach
computers how to spell relatively easily
they would give it a bunch of rules and
they'd let it get some experience and
that way it would learn and eventually
they got to that any of you who watched
jeopardy where they had the the big blue
computer playing against humans so
eventually they kind of worked that out
but imagine initially trying to teach a
computer how to spell like I want to
give it some rules here's one that
you've probably heard along the way if
you have a word with an E and an AI
right next to each other which one would
come first okay computer I'm going to
give you this rule i before e there we
go
but some of you in your head right now
you're saying yes except after C all
right so now I got to go in and give it
the rule about okay I before E there's
an exception here computer except after
C and when I talk to my father about
this years ago he said well the way we
learned that rule went like this I
before E except after C except when
sounding like a as in neighbor and he
IgH BR or way WI e GH so now I'm in
there saying hey computer I before E oh
there's an exception to the rule except
after C oh there's the exception to the
exception of the rule and and they you
know eventually kind of gave up on that
for a while and what they've done in the
office suite is give it a spell checker
dictionary now this is not a dictionary
with definitions they do have one of
those it's called the thesaurus but the
dictionary is just a list of about a
hundred thousand correctly spelled words
so that's where it got the better
spelling of about was from that spell
checker dictionary alright next thing
that I'm seeing here is it's with an
apostrophe I'm right-clicking on that it
says this room should be done without an
apostrophe the only time you should use
an apostrophe is if it's short for it is
and in this case that's not that let's
let this company go about it is business
know so I need it's without the
apostrophe alright put the video on
pause and you try that
alright now we come to the crowns and
lemic buns so I'm right-clicking on
McCrone z' it's having a little trouble
figuring out what this should be microns
macrons crowns
McNown z-- man I don't even know what
that word is but it's in the spell
checker dictionary so if this is a word
that I use a lot because I work at
McDonald's and I write documents about
my crowns that I do have a choice to
actually add it to the dictionary and
I'm gonna do that right now by the way
it would be a really good idea if you
had it spelled correctly in the first
place when you add it to the dictionary
otherwise you gotta figure out so how do
I get it out of the dictionary and then
fix it well while I'm just mentioning it
let's let's talk let's see so I'm going
to go up to the View tab and I'm slide
down here to options
and I'm going over here to the proofing
tools we were looking at this a moment
ago with the check spelling and all that
and right here it says hey we've got
some custom dictionaries and so I'm
going to click on custom dictionaries
and it shows me a couple of them and one
of them if i zoom in on it it's named my
roman custom dictionary and it says
that's the default place where it would
store these kind of words so with that
one selected I have a choice over here
at the left-hand or excuse me at the
right-hand side that says I would like
to edit that word list so I give that a
click and then here is my special word
list and if I'd misspelled it here I can
delete it notice there's not a like fix
it here so if I'm realizing oh I
misspelled that one in the first place
and I want to remove it from that spell
checker dictionary I can select it here
and then delete it and I'm gonna do that
and okay a couple of times in fact ok
thrice there we go
so now it's misspelled again and and I
don't have any better a better phrase
for that so we could do the same thing
with mcbunny by the way the red
squiggles are not going to print so if
this is just a one-time thing and you
don't want to add it to the dictionary
leave the red squiggles there that's
fine all right so so try that out right
click on the word my crowns and add it
to the dictionary
and then to remove it from the
dictionary you go to file and options
proofing
custom dictionary top default dictionary
edit the word list click on the word and
delete it so that's your job for the
next couple of minutes here put the
video on pause and go do all of that
stuff
all right now I've mentioned that there
are some things that it won't
necessarily find on the first pass
through but there's another way to get
it to kind of start over again I'm gonna
go up here to the review tab I'm going
to click on that
and then I've got a choice in here about
the spelling and grammar' and I'm gonna
click on that and right now it starts
wherever my cursor was and checks
forward from there
here are words that are in the spell
checker dictionary that it found and I'm
gonna say no I don't really want to do
any of those I'm just gonna say ignore
all for the moment and then it finds
this one that's wrong I'm gonna say yep
ignore that one as well
and now it says alright that spelling
and grammar check is complete sometimes
it will find things that it didn't find
previously so I'm just saying I'm after
you have fixed the things that it found
automatically run that spelling and
grammar checker again and then one more
thing that's really important there are
still things that it won't find you
still have to eyeball your document and
go through it and see if there are
things that it didn't find that you
would like changed so you still need to
go through and check things by eyeball
but it's kind of nice to feel like
somebody's watching your back in this
case word itself
now I had mentioned that there are a
couple other things we were going to
talk about so let's look a little bit
more about the proofing tools for
example let's say I would like to find a
different word for the word company so
I'm gonna go just click in the word
company to put my cursor there I don't
really need to select the whole thing as
it turns out for this and under my
review tab where I was doing spelling
and grammar a moment ago that pulled
things in from the spell checker
dictionary and I said that dictionary
doesn't really have definitions or
synonyms the thesaurus does that so I'm
going to click on the thesaurus it opens
up a little control panel over here
where it is now showing me synonyms for
the word business corporation firm
concern and then as I scroll down some
more it says oh there's another
definition for the word company and it's
companionship and so sometimes they'll
have the noun and a version of it
they'll have verb versions of it they'll
have multiple you know sort of versions
of a word and words that you could
substitute for that so let's say that I
would like to change this to corporation
I am tempted to just click on
corporation because that's what I did
when I was running my spell checker or
my grammar checker but watch what
happens when I click on corporation
didn't do anything over here what it's
doing instead now is looking up synonyms
for the word corporation oh and it says
one of those is company yeah okay
there's a big circle so if I want to go
back and look at company again I can
either click on company or there is a
little arrow here where I can go back to
a previous one that I was doing click on
the little left arrow now I'm looking at
company so how do I get corporation in
there in its place the secret in this
case if I click a little pull down arrow
I see a couple of choices called insert
or copy
alternatively if I right-click on
corporation I will see those traces out
insert or copy copy means take this word
corporation and put it on the clipboard
waiting to be pasted someplace if I want
it to replace the word company right
here then I would use insert instead of
copy and that's what I'm about to do
insert there we go now we got the word
corporation instead of company right
your turn to try that so you're gonna go
click anywhere in the word company you
can go up and click on the thesaurus
that opened up this window find a word
over here that you would like to replace
it with I would recommend don't use the
word business because that would say
let's let this business go about its
business I don't know I guess that could
be kind of cute but I'm gonna be careful
about those kind of things too okay so
you're gonna go do that put the video on
pause and get it to replace company with
corporation please
welcome back I would like to introduce
the new kid on the block here smart look
up it says learn more about texts that
you select by seeing definitions images
and other results from various online
sources so this is a brand new one here
let's say we don't just have a car we
have a Mercedes
I should be so lucky and then I'd like
to look up the word Mercedes using the
smart lookup one way to do that is to
right-click in it there's a charts about
smart lookup the other one has to just
go right here they're both going to do
the same thing they're going to open up
a new panel over at the right side smart
lookup
so it's got two tabs up here that were
undefined so yeah we don't really have a
another word for Mercedes but Explorer
tells me about mercedes-benz it's got a
Wikipedia article about it got some
pictures from Bing images
and smaller websites that I could click
on to actually go to the Mercedes Bend
website and learn more about the
different Mercedes that are available
the green ones and the other ones as
well so I'll give that a try
give yourself a Mercedes I wish we could
actually make that happen through this
class but make believe you have our
Mercedes and then click in it and do the
smart lookup and see this new thing
appear over here go at the video on
pause talk to you in a minute
all right welcome back so I'm gonna hide
both of these little task panes at the
right side I'm gonna hide the insides
will hide the thesaurus
now I want to talk about a thing that we
saw happen here where I miss type the
word business and it didn't flag it it
just fixed it
that's something called autocorrect and
we're going to see that there is a list
of commonly misspelled words and they're
better spellings and it can be used in a
couple of different ways that we're
gonna see so I'm gonna click right at
the end of that last sentence oh I'm
gonna hit the enter key and I'd like you
to watch it do a couple of these I went
to and I wanted type the word the except
I missed type a te h you see me typing
teh when I hit the spacebar it says oh
you probably meant ta G and if I'm just
typing along I misspelled it like that I
won't even see it fix it it just does it
so I went to the store and I'm gonna
misspell it
adn and I bought a Mercedes
must have been a heck of a store there
so that was a couple of examples of
something called autocorrect now maybe
you have words that you realize from
your experience that you commonly
misspelled and you'd like to add them to
that dictionary there's also a couple
other things we might use this for so
first of all let's go see what this what
this autocorrect list looks like
so I'm gonna go up here to a file and
I'll give you time to do this in a
minute you know how it goes you watch me
first and then you try out so going up
to file and options and I'm going back
to that proofing section where we were
talking about the custom dictionaries
the things that automatically is looking
for and then in the upper right corner
here's the bad-boy I'm looking for right
now autocorrect options I click on that
here comes a list
so up here at the top we have things
that it's looking for all the time like
two initial capitals here's an example
of it or if I type a sentence and I
haven't capitalize the first letter
it'll do that for me automatically
we've all had this happen where you've
accidentally hit the caps lock key and
it's typing everything reversal it can
try to look for those things and
automatically fix it while you're doing
it
also as I move down a little bit here
it's got a list on the left side it's
the misspellings and on the right side
it's what to change it to for the moment
I mean to scroll down in there
and then I'll zoom in a little bit so
about the should be replaced with about
space the and again these are Auto
correcting features you type it this way
it automatically types it this way so
you could go up right in here and type
some word that you know you commonly
misspelled and then type the better one
in here you might have to go and like
look it up in the dictionary first to
see what the better spelling is but this
way you could create no things on this
list of your own you would type in the
bad one type in the good one click on
add it would now be in this list now I
kind of scroll past a couple of things
that were in there that I should go back
and talk about for a moment
so if I want to make a copyright symbol
I can type parentheses around a
lowercase C and as soon as I hit the
spacebar and we replace it with a
copyright symbol we've got the
old-school Smiley's in here so you could
type one of the old-school Smiley's and
it'll fix it up with a new-school smiley
but there are other things that I've
seen people use this for let's say that
I work for doctor Norville knockin
Locker and I'm supposed to sign his name
at the end of every document that I send
out to his customers and so I'm always
in there and how do i spell knock and
lock here so I'm gonna set a thing up so
maybe I'll just type dr. K lucky maybe
even just dr k by the way these need to
be letters that you would not normally
just type in the course of typing a
normal document at least not these three
letters and then a space so i'm going to
type in dr k as an abbreviation for dr
knockin Locker and then on the right
hand side i'm gonna spell his name in
there dr Kanaka
all right got one more step to do here
I'm going to click on add
now let's see this in action I'm gonna
okay my way out of here you can see it
on the list down here so clicking okay
okay twice and now I'm gonna put in his
name dr k i hit the spacebar dr knockin
Locker now you could set up a thing so
that when you typed a couple letters it
could type your name i can see that it's
got a little problem with knock and
Locker here what could i do about that
so that it wouldn't flag his name
assuming I've spelled it right here
remember how we could add it to the
dictionary I could right click on it
and I could add it to the dictionary
again make sure you've spelled it right
the first time otherwise you gotta go
remove it from the dictionary alright so
I would like you to try that again the
way we got there was file options
proofing autocorrect options so you type
something on the left you type the
better thing on the right add it to this
list and then go check it out
so closing all of those little windows
so I tell you a little story about the
autocorrect feature so you don't have to
do this with me I'm gonna go up to file
I'm going to choose options I'm gonna go
to the proofing I'm gonna go to the
autocorrect options so one of my fellow
teachers this guy named Alex and he has
a good friend who's also a teacher here
named Jim so Alex was sent to a company
to teach one day and he knew that Jim
would be there the next day so he set
out to sabotage Jim he set it up so that
the next time somebody typed ji M it
would type big fat hairy idiot
and he knew Jim would know how to fix it
but he also knew Jim would be in a hurry
in the morning like typing stuff up on
the screen hi I'm Jim and you know this
is what we're gonna teach you and so it
said it went off just like clockwork hi
I'm big fat hairy at it and everybody
there was this like big gasp in the room
he had to look up to see why they were
gasping and he knew who had done it he
said Alex so they were both telling us
the story later on I'm not suggesting
you do that to any of your coworkers
silly little note there a little bit of
a brain break
I don't need this document for anything
more so if you just finish the the
previous section here feel free to close
this document so what are the ways to do
that I can go to file and close it ask
me do I want to save it and I will say
no thank you
so let's go open another file here to
play with for our next subject
so we can go to file and open or you can
use ctrl o going through file and open I
get to this window I'm gonna go browse
and I'm gonna go take advantage of the
fact that I made a little shortcut over
here so I'm gonna go over here and click
on my word sample files I'm going to
scroll down a little bit I'm looking for
one named finding text finding text for
mod two so I'm going to double click on
that one comes finding text
when you notice up here at the top it
says this is open and protected view
unless you need to edit it if you're
just going to read it then just read it
if you need to edit it then you'll have
to click on enable editing you may have
seen this happen earlier in your
experience here so I'm gonna click on
that and here I am now in the document
named finding text so pause the video go
open that document finding text please
so I would like to use the find command
up here
I'm gonna go click on that by the way as
I'm hovering over it might be tough to
read but it says a keyboard shortcut is
ctrl F so either ctrl F or click on the
word find opens up the left-side
navigation pane last time I was here was
in another module I was looking for the
words chapter 3 in a document notice in
this document it doesn't find any
chapter 3 but maybe I would like to look
up the word gallery find where the word
gallery appears so I'm gonna type that
in right here ga-oh as I'm typing it
starts looking the more I type the more
specific it gets about what it's looking
for and it automatically highlights all
the occurrences and if there's a bunch
of them and it shows you a little
shortcuts to them over here so I'm
scrolling up and down on hovering over
this one it says that ones on page one
scrolling away the heck down here
hovering over that line so that one's on
page four apparently the word gallery is
in here just a whole bunch of times now
maybe I want to replace that word just
once with some other word but we've seen
we could do that through the thesaurus
for example or maybe I want to replace
all occurrences of that word with
something else
a classic use for this would be we've
got a bunch of documents for a company
where the company name is mentioned in
the document and then the company gets
sold and now the company has a new name
and they need to go back and rework a
bunch of my documents to go find the old
name and replace it all with the new
name so we do have a couple of different
ways to replace things I'm going to up
here and click on the little pull down
arrow next to the word gallery and I've
got some choices in here about for
example do I want to find graphics in my
documents do I want to find footnotes in
my documents well not what I want to do
right now what I want to do is replace
their word gallery with something else
so I'm gonna click on replace and now it
opens up the Find and Replace window by
the way I could have done that by
clicking on replace up here to start
with so now it says gallery and then
down here I'm going to tell what word to
replace it with and then I can either
replace it once
and then find the next one beside about
replacing that or I can replace all of
them also as I look down here under the
more I've got some other choices down
here about do I worry about upper case
lower case do I want it to only find
places where a gallery is the whole word
or do I want it to find other words that
are like it like galleries that would be
all word forms if I don't look for whole
words only then it will find words
inside to each other this makes me think
of a old joke that Stephen Colbert was
telling on his show one night he was
reading an article that said a famous
political figure had been but button
aided and he said this was an example of
find and replace gone wild the person it
said had been but button aided and so
I'm thinking so what would that be about
a spellchecker
maybe he was assassinated when they'd
run a spellchecker looking for one of
those words and putting in the other one
and suddenly he was but button aided and
Stephens answer to that was that
probably happened with a but alt rifle
anyway moving on so I get real specific
about how I want it to find certain
words and do I care about the upper case
lower case and that kind of stuff and
maybe I want to replace their word
gallery with the showplace now that's
not really appropriate for the word
gallery here because they're talking
about these kind of galleries up there
the Styles galleries and so forth that's
what the official name of those but I'm
going to say in my case yeah I want to
replace the word gallery with the word
showplace so I'm gonna click on replace
somewhere in the background here it
replaced the word gallery with the show
place and now it has found the next one
then I'm gonna say okay he replace that
one and now that one's social place and
now it's finding the next one and if I
just don't like that word at all or it's
that one case where the new company has
bought out the old company and I need to
replace them all then I've got a button
for that replace all and it said it
found 71 replacements word gallery is
obviously mentioned a lot in this
document I'm gonna choose okay and then
I would like you to try that thing you
have just seen me do I'm going to close
this window so again the way I started
that was I went to the fine command that
opened up the navigation place over here
navigation pane
I said look for the word gallery
and it's having some trouble finding the
red gallery well I can see galleries
down here so you know I might need to go
in there and say hey find all versions
of the word but right now all of the
words gallery have been replaced with
that other word but that's how we got
started at it once it found places with
the word gallery we clicked on this
little pull down arrow said I want to
replace we told it to replace gallery
with showplace you can click on replace
it'll do them one at a time you might
need to grab the title bar to move it
out of the way and then maybe try
replace all and don't tell you how many
it found so your turn to use the find
and replace feature of microsoft word
please
as we've been working along we've got
several documents open right now if
you've been playing along with me why
don't we take a moment and close all the
documents we have open as we close them
at Alaska so if we want to save them
that'll be up to you but we probably
have saved them recently so it probably
won't ask so I'm gonna go up here and
click on my close button them up in the
upper corner
this one says do I want to save the
changes to finding text I'm gonna say
yeah go ahead and save that
with the replacements all right so jewel
to large document I'm going to close
that one the same way you can also go to
file and choose close by the way
keyboard shortcut for close a document I
believe is still controlled w so again
file and closing this one mine says do I
want to save it section breaks for mod -
sure I'll say that finishes closing it
now eventually along the way probably as
you get to closing the very last
document you're probably going to see
this you have modified styles or
building blocks such as cover pages or
headers in our case it's a footer and if
I want that footer to truly be available
from now on in other documents I need to
say yeah save that modified building
block that I made for a footer so I'm
gonna click on that you are probably
gonna see that along the way here if you
were playing along with me when we made
that footer all right let us go restart
microsoft word then in turn off for me
those templates right away and I'd like
to try one of these I'd like to try the
personal letterhead now yours might not
be just right up here in the top row you
may have to scroll down and look for a
little bit I wish the list was
alphabetized but I'm afraid I can't say
that so you're gonna scroll down try to
find one called personal letterhead it
should kind of look like this and when
you find it go ahead and click on it
it'll show you a little preview on it
and then you're gonna click create and
it may take it a moment but it should
pop it up fairly quickly so it's taken
who I'm signed in as thrown that up here
got little placeholders for
street addresses and so forth
now right now is I try to click on the
placeholders for the street address and
so forth seems to be a little tough here
I'm trying to click on it I'm getting
nothing if you will double click on it
you'll discover oh that's actually up in
the header and that's why you couldn't
get to it at first but now you can you
can modify whatever you want there
so put the video on pause and do what
you saw me do open up that template
called the personal letterhead it'll
show you a preview you'll click create
you should be where I am and then you
can double click up here for the street
address and you'll be in that
placeholder so go catch up with me
everybody
so you could go up here and modify the
street address your telephone number or
your email those sort of things so that
way that would be in this document the
next time you open it one of the things
that's cool about a template file I'm
sure that we've all done this I need to
make it a document this year that's very
much like a document that I created last
year so I'm really tempted to open up
last year's document and type in the new
information the new location of the
party that we're inviting them to the
new price of whatever thing I'm trying
to sell them and then if I make this
mistake if I go up and click on the Save
button what have I just done to last
year's document I've destroyed it I've
replaced it Microsoft would say you have
updated last year's document I have a
little different name for that I would
say you have stomped and folded and
mutilated last year's document and
replace it with this year's tablet one
of the cool things about a template is
you can modify it add new things to it
and then when you click the Save button
it will not destroy the template it will
create a brand new document every single
time and then we'll come back and talk
about well what if there are certain
things that I want in there every single
time maybe I'll make a template for
myself so we're gonna look at those two
levels of using templates right so if
you want to take a minute and fill in
your street address and telephone and
that kind of thing take a minute and do
that now I'm not going to do that right
now but feel free to do that if you like
put the video on pause and then come on
back so let's imagine that I have done
that and now I want to use this template
for a particular thing so I'm going to
double click down in the regular text
gets me out of the header so as I could
click to select a date hmm select a date
I click on it I get a little pull down
arrow here with something called a date
picker so it has today's date in there I
could click on today and put that in
there maybe I want to send the letter
next week so I could put you know next
week's date in there so if I just click
on today I click away there it is as
today's date in there
says dear recipient right so I'm writing
this letter to a particular person I'm
going to zoom in on it a bit so dear
Dizzy Gillespie
and then it's got a bunch of text down
here that I probably don't run in there
but it's just a little placeholders for
how the thing would look and so now I'm
going to fill in the information that I
need mr. glass for you to know so I am
dragging across the things that I'm
going to change and maybe this is going
to be sort of a standard form rejection
letter so we have reviewed reviewed your
application
to our trade show
our tej show when I right-click on that
and use my spell checker dictionary
trade show
we find that the products you have
offered are not appropriate
for our tradeshow
please reapply with different products
if you wish
now notice I see the red squiggle there
if I stop my typing and go fix it every
time I see a red squiggle it really
slows me down so good habit to get into
is just keep typing you ignore the
little red squiggles go back and fix
them at the end so please reapply with
different products if you wish
down here we got warm regards and my
name in it alright now I'm gonna go back
and right click on any mistakes grammar
and spelling mistakes and so forth them
fix them up and now this document is
ready to go so I can actually just click
Save I don't have to worry about save as
because I'm starting with a template so
I'm gonna go up to file I'm going to
choose save I'm gonna browse for a place
to put this I don't want to put it on my
corporate onedrive just yet
so I'm going to click on browse and
you'll notice right now it's ready to
make a Word document
and it's not going to write over top of
the old one my template so I'm gonna
save this Word document maybe I'll put
it in my Finnish Documents folder that I
created for my lessons so I'm going to
drop it right in the air and I'm going
to call it
Gillespie rejection letter
so I'd like you to try that you've
filled in your name your street address
and so far put it in today's date write
a little letter to somebody maybe make
it a rejection letter and then click the
Save button put it in our finished
Documents folder and name it something
appropriate for what textview filled in
there when I left off at the end of the
previous lesson we had just used a
template to create a document and the
one of the big points of why we would
use a template is you can modify the
document and choose the Save button and
you're not destroying the original the
original is still shall we say virginal
so I'm going to close this Wan document
right now and then I'm going to start
word again so the next time I want to
use that particular template it should
be a little bit higher on your list now
you can go click on personal letterhead
template going to create it a little
faster way you can double click on it so
it's creating it right now
you can see it's back to the original
select a start date
dear such-and-such and blah blah blah so
all that stuff that I typed in there did
not affect the original template but
what if I send out a lot of rejection
letters just like that one we don't like
what you offered us but feel free to
reapply with other products and maybe
that's just gonna be kind of a generic
letter that I send out to a lot of
people and I don't want to have to
retype all that stuff all the time so
what I'm gonna do is make a template for
myself that has that stuff that's not
going to change every time my street
address city state zip I still want to
have the part about select a date they
still want to have the part about select
a recipient but I will rebuild that
stuff that I had just said about you
know you don't qualify with what you're
offering us so far but please reapply
with other products so I'm gonna change
this up and I'm actually gonna save it
as a template at this time so put the
video on pause I would like you to
reopen that template it should be just
as it was when you first found it so
this time go in there enter your street
address city state zip the stuff that's
not going to change every time and then
come on back you'll discover I have done
a similar thing by the time you get back
alright welcome back
I've made up a street address here one
two three um Street I'm thinking a
Freddy Krueger I guess really dating
myself there so every time I use this I
want to be able to select the date I
want to be able to fill in a recipient
name caught a little grammar thing here
I wanted it to say we have reviewed your
application so I filled in basically the
same stuff that I sent to mr. Gillespie
earlier yes it should be nice and put a
period at the end of that sentence so
why don't you take him home and
basically duplicate what you see here
I'm gonna leave this on screen you're
gonna pause the video you're gonna go
change these things please and then come
on back we're almost done
so these are words that will not change
every time we send this out maybe I want
to have this as a template called
rejection letter that means we need to
save it specifically as a template and
not as a document so this will be a save
as command you're gonna watch and then
you'll do it so I'm clicking on file I'm
going to save as or I can use my
keyboard shortcut f12 I'm gonna browse
for and put this thing now just offhand
it's ready to put it in the My Documents
folder and it's ready to make a Word
document and whatever were the first
words in the document it wants that to
be the filename alright so I'm going to
change that I'm going to name it
rejection letter template I don't have
to we'll put the word template on there
anybody just call it rejection letter
I'll know that it's going to be a
template and then right down here where
it says save it as a Word document I'm
going to click and I'm going to tell us
specifically save it as a word template
save as a word template
now suddenly a special thing has gone on
in the upper part of my save window
notice it's not ready to put it into My
Documents folder anymore it's ready to
put it in a folder named custom office
templates that's a default choice for
where your personal templates go and I'm
gonna let it go there and I'm going to
let it be called rejection letter and
I'm going to save it
so now you can see the new name up here
rejection letter and again you might not
be able to see the four letter extension
on the end of your file names up here
but instead of ending in do CX this one
ends in do TX as in template alright so
your turn you've you've changed words
down in here to be the ones that you're
always sending out with this rejection
letter and then again we went to file
and save as
at first we said browse it was ready to
put it in the Documents folder but as
soon as we said I want to save it as a
template instead then it's putting it in
this magic custom office templates
folder and we've named it rejection
letter so catch up with me there finish
that off put the video on pause and go
that far please
all right so now we're going to see how
do we actually use this template so I'm
gonna close this document happens to be
the last one that I have open so now I
have to go restart word
so I've still got the personal
letterhead over here but that's the
generic one I'm looking for my rejection
letter the list is not alphabetized but
you could spend a long time trying to
look for that in this list you will not
find it because this is the featured
list
if I want to look at a list of things
that I have created I have to go to my
personal templates so I'm going to click
on personal templates
hey there's my rejection letter I'm
going to call it up by clicking on it so
it's got the rejection stuff in it I
have to fill in the date I have to fill
in the recipient and then I'll send it
out
so do that much
you can either close word or go to file
and new I would recommend that you close
the document that's specific for mr.
Gillespie and then go to file and new or
if that was the last document had opened
when you closed it at closed words or
restart word and then when you see those
templates let me just remind you of that
last step there when you're looking at
the templates
you have to go to the personal templates
and then find yours and give it a click
and it will launch that new template
with all of the rejection stuff in there
so pause the video catch up with me
so now I need to send this out to a
different person so I saved it as a
template now I've opened it from my
personal templates it's got the
information that I filled in that
doesn't change from document to document
like the rejection stuff
all I have to do is fill in the date and
the recipient so here's my date here's
my recipient and go to mr. Gless wheeze
friend Charlie Parker
it's the same rejection letter so I'm
ready to save that file save decide
where to put it maybe in my case I'll
put it in my finished Documents folder
over here
and this will be the Charlie Parker
rejection letter
right I'm not saving it as a template
I'm using the template I created to
create a new document from the template
I created from my personal template
alright I'm finished shaving that thing
and there we go
let's leave this document on screen for
our next lesson
so I'm ending this lesson and then go on
to the next ones we're going to talk
about how could I then take this
document and maybe email it to mr.
Parker so that's what we'll be talking
about next
in the previous session we created this
document from a template that we had
created and then what I want to do next
is send a copy of this document to mr.
Parker at his email address by involving
Outlook so here in Word I'm going to
click on file I'm going to choose to
share this document now notice the
default is to save it to the cloud and
then allow other people to edit it
that's really the wave of the future
that kind of collaboration but in this
case is just a one-off this is just an
email going out to tell him he's been
rejected from the tradeshow so I'm
clicking on email I send this document
as an attachment I can convert it to a
PDF and send it as an attachment got
several other choices down here but I
just want to send this document as an
attachment to an email using Outlook so
I click on send attachment
now it's getting me to sign into my
Outlook program here okay to sign in
Outlook should be appearing momentarily
here it is now I have to address it to
mr. Parker see Parker at Columbia
Records I don't know if any of you are
recognizing these names Dizzy Gillespie
Charlie Parker
they are legends of the jazz bebop era
I'm a big fan of jazz in fact oddly
enough my college degree is in jazz
music studies I've just always studied
computers along the way as well my minor
is in Computer Studies but trombone
players usually don't have blue cross
and things like that so it's been good
to have some other talents but that's
how I'm familiar with the names Dizzy
Gillespie and Charlie Parker and those
kind of things so I am I gotta tell you
I'm making up an email address because
Charlie Parker isn't even alive anymore
so I'm going to send this out to them
and you know drop a little drop a little
note to them saying please reapply if
desired
then we've also got the rejection letter
going out here
so when I click on send it ought to send
that email to him here I've got you know
a couple little things that are
hampering it the fact that this email
address doesn't actually exist but in
your business in real life when you
click done send it would actually send
that thing out so let's assume that that
would happen
if you would like to try that send out
something to Charlie Parker you'll
probably run into the same kind of
things that I'm running into that he
doesn't exist if you would like to try
to send it to I don't know maybe
yourself then you should have better
luck at that so if you want to try that
feel free to just send it to yourself
here just so you can see it actually
happen so that's the end of our section
about taking a document that you've
created attaching it to an email and
sending it out so I'm going to close
these windows
once you have sent that out you can go
ahead and close out look if it happens
to open for you and you'll wind up back
in your document thanks everybody so
that's the idea of sending out by email
in our previous session we were talking
about sending this document out by email
let's do as we have done with several of
our other sessions let's close all the
Word documents that we have open and
we're going to switch gears and we're
going to talk about sending something by
snail mail post office mail so I'm gonna
close this document and then I'm gonna
go open one here I'm gonna switch from
my finished rode documents to my word
sample files documents and I would like
to reopen one that we were using earlier
in this session
it's name was section brakes and it's
got several pages to it that's why I'd
like to reopen that one so it's going
down through the through the
alphabetized list here and finding
section breaks that we've used in module
two
so here's my cover page and then here's
my other pages where we'd set up the
headings at the top of the pages and so
forth I'm looking down here in the
bottom left corner it says this is a 16
page document so I'm going to print this
thing out and then eventually we're
going to talk about putting it in a
snail mail I'm printing out envelopes
and that kind of thing
so first of all let's talk about
printing the document itself getting it
on paper and then we'll decide what to
do with the paper in the next session so
to print this thing and go up to the
file menu and as you can imagine I'm
going to click on print
I really like the fact that they give me
a print preview right away any of you
who have been around word for a long
time there was an older version of word
where you had to make a separate choice
about seeing a print preview here as
soon as you go to print you see the
preview right away so there's a couple
of things going on in the lower left
section over here what is it I want to
print do I want to print all the pages
well that's what it is by default but
let's imagine that maybe in the middle
of this thing there's a page that has a
coupon for some freebie and that offer
isn't available anymore and I want to
skip that page so one of the ways that I
could choose to not print all the pages
is in this box right below where I can
list consecutive pages by putting in a
number and a hyphen and then the number
after it and then anything that I want
to like leave out I can leave a comma
and then choose some other pages and
right now that seems kind of egg but let
me tell you what I'm talking about here
so I could say in the cm looking at this
thing it says it's 16 pages I can
actually kind of move from page to page
to see what things are going to look
like so if for some reason I didn't want
to print page 7 let's just imagine that
that's the case I could say for the
pages on a print I'm going to print
pages 1 through 6 comma 8 through 16
or I could say 1 through 6 comma 8
through 12 comma 14 through 16 something
like that so let me just zoom in on that
I've said give me pages 1 through 6
skip page 7 give me pages 8 through 16
right below that I get to choose if I
have a printer that'll print on both
sides of the paper I should have a
choice about that now I can also do that
up here under the printer properties
this is probably actually a better place
to do that
so the properties that are available
when you click on printer properties of
course will depend on which printer
you've got the brand the model and so
forth I happen to be set up on a printer
here that can print both sides of the
paper so I could say well what quality
do I do want to use for my printouts I'm
gonna choose draft and then under layout
here I get to choose in this printer
that will chip print on both sides of
the paper do I want to just print on one
side of the paper or if I'm gonna print
on both sides of the paper do I want to
flip it on the short side which would be
on the bottom or do want to flip it on
the long side which just you know use
much more often here so again the
choices that you have in the printer
properties are totally dependent on the
model and make of the printer that you
have and then down below that we were
talking about this do I want to print
all the pages do I want to print certain
pages and then this word collated you
probably run into this word before let's
say I'm gonna print like eight copies of
this thing and I need to and I need to
distribute it to the people in my
department so I'm gonna print several
copies of this multiple page document
the default setting is that that
document will be automatically collated
that is as it says down here on a print
page 1 page 2 page 3 page 4 whatever
page as you said and then when it gets
to the end of that then ever perón page
1 page 2 page 3 page 4 I can't think of
any reason why I would ever want to turn
that off so that it will end up printing
page one page one page one paper entree
lunch eight times
that'll give me a page to picture
picture and then I've got to be a human
collator
I don't think so I can't think of a time
when I have ever used the uncoated
choice notice here I can choose the
orientation of my page either portrait
or landscape that actually should have
been long ago done as I was putting the
other the document itself I should have
made the choice about portrait versus
landscape orientation way back when it
would also have been a good idea to
choose the paper size early on we saw
how to do those things if you took
earlier or earlier sessions here here I
can set up the mirrored margins again
those are all things that should have
been done long ago so usually when I get
here to the printing stage about the
only thing I choose is
what pages do I own a print what printer
do I want to use any properties of that
printer I want to take advantage of and
then how many copies am I going to print
that's usually pretty much everything
that I choose about when I decide to
print this thing and then of course the
last step would be to click on print and
a way it would go it would print out my
doctor so there's not make very many
choices they have to go through when
you're printing the thing out but do
notice you have choices about which
pages and and some things like that that
we've just talked about so now that
we've discussed that why don't we close
this document well you can choose to
print yours if you want it's not
required and I'm not gonna print mine
right now so I'm just going to step back
out of here
and I'm going to close this document
in our previous lesson we talked about
printing out a document and now maybe I
need to take that document and send it
by snail mail and that means I'm going
to need an envelope for it but rather
than hand addressing an envelope
why don't I actually get word to print
the envelope for me so that's where
we're headed next I'm gonna start up
Microsoft Word I would like you to do
the same thing here we go all right now
right now it's ready to do a blank
document and that's an OK way to start
so I'm gonna click on blank document but
now I'm going to switch gears and I
actually want to print out an envelope
now as I look at the different command
tabs that are available up here at the
top wondering where I might find stuff
about an envelope what seems like the
most likely place well I see something
about may L here mailings that's
actually the place I need to go so
that's where I'm clicking on right now
mailings
and then over here at the side I see
some traces about printing out envelopes
or labels now in a later lesson we're
going to start talking about printing
out labels for a whole bunch of people
at once or printing out individually
addressed envelopes for a whole bunch of
people at once in order to do that we
would need to do something called mail
merge over here where it says envelopes
and labels these are about one at a time
or maybe a page of the same label over
and over again why would I ever print a
whole page of the same label well maybe
it's for somebody that I do a lot of
business with or maybe it's my return
address label so we'll talk about
envelopes first and we'll talk about
labels second and again this is not
individual labels for a whole bunch of
people it's the same label over and over
again when we get there but envelopes
first please so here we go I'm clicking
on unload it's going to open up a
separate little window here
so once this appears you'll see the
dialog window has information about
envelopes or labels so we're gonna start
with envelopes here's a little preview
of my envelope I could have a return
address section here the sending out
address here so that would be called the
delivery address that's why there's a
box for that and this would be called
the return address and there's a box for
that so let's fill some of that stuff in
maybe the delivery address so I need to
send this to mr. JJ Johnson
who is a jazz trombone player at least
was an JJ johnson maybe he lives at 10
Main Street in Detroit Michigan
409 and then the return address so the
delivery address is going to appear
there on the envelope here's my return
address it will appear there and so I am
Dan McAllister
from one to three M Street
in Bakersfield California
9 4 3 3 3
now there are some other options down
here if I click on options then I have
some choices about the size of the
envelope itself do I want to change the
font for the delivery address do I want
to change the font for the for the
return address if I want to then I go
and choose that and I make all those
kind of choices
and then once I'm ready I'm gonna click
on okay and then I'm gonna put that
envelope in my Primmer
now I don't know how many of you have
ever had to do that try to get an
envelope in your printer and put it in
there the right way very often on the
tray in the printer they'll have a
little picture of an envelope telling
you which way you should put it in you
want to put it in there with the flap up
or the flap down or what way does it
need to be oriented and if for some
reason your printer doesn't have that
what I've done in the past is grabbed a
sheet of paper and ripped it into thirds
so that I had a piece of paper that's
about the size of an envelope and I drew
an X on one side of it and I sent that
piece of paper through to figure out
which side of the envelope it prints on
but you're usually not gonna have to
worry about that usually on the printer
itself it's got some little thing that
indicates which way you're gonna put the
envelope in there and then when you're
ready to send it on then all you have to
do then is click on print and so I'm not
gonna send mine you can practice with
yours if you like so you've filled in
the sending address you've filled in the
return address and then click print and
make sure your envelope is in there
so that's how to print envelopes fairly
easily
and then when you're finished feel free
to close this dialog window and then
we'll switch gears when we come back the
next session is going to be about
printing labels and in this case it
won't be labels with different people's
names on it it's going to be a bunch of
labels with the same information on it
so for the moment we are done with the
printing of envelopes
in our last session we were talking
about printing an envelope in this
session I had promised that we were
going to talk about printing labels and
again let me just mention this this is
not a list of labels with several
different people's names on each label
this is going to be one page of the same
label over and over again maybe I do
business with one company and I send
them a lot of snail mail so I just want
their delivery label I'll print it out
or maybe I'm going to print a page of
return address labels that I can just
slip on envelopes instead of printing
the envelopes themselves I'll get an
envelope out and I'll put a label on it
many people find that easier to print
the labels and stick them on then
printing the actual envelopes themselves
so this time instead of envelopes again
if you look I'm under the mailings tab
here this time stead of envelopes I'm
going to go to labels
and this dialogue window should look
familiar its envelopes on one side and
labels on the other all right so this
time I have only one spot here for the
address whether that's my return address
or the sending address doesn't really
matter it's just going to be one address
here and then do I want to print a full
page of the same label or do I want to
print just one label now many times the
labels come several labels to a sheet in
fact most often they do that very often
well it depends on the size of the label
as to how many labels will actually be
on the piece of paper here so first of
all let's fill in the information about
the address and then we'll start talking
about alright then what labels do I want
to use so we're going to start out with
full-page of same label and we're gonna
make maybe a return address label here
so maybe fill in your company
information or your personal information
that you would put on a return address
label
now maybe I would put it all on one line
like that or maybe I'm going to separate
it into multiple lines like I'm going to
have the street and then I'm going to
have the city in the state and maybe
have the zip code right there on the
same line
next you'll need to set up the options
for the label what size is it how many
labels go up and down on the piece of
paper that they come glued to how many
sideways how many up and down what's the
size of the label and so forth so to do
that we're going to click here on the
options button
so up here at the top
boy they've got an old-school thing here
continuous feed printers those are the
ones that had the fan fold paper air
with the little little holes on the
sides of the paper man it's been a long
time since I saw one of those and then
the other choice the default choice is
page printers we're gonna slip in a page
with envelopes glued to it so I'm gonna
go with that and then we have label
vendors down here now early on Microsoft
really only supported a few of them and
maybe you guys know which one is the one
that's been around kind of forever I'll
call it the McDonald's of labels I'm
gonna click on the pulldown list here
and so I want to choose what brand I'm
gonna use and if I scroll down just a
little bit I'm gonna see this company
right here Avery so Avery has been
around forever
they are mcgann I called them the
McDonald's of labels here and recently I
was in an office Max and I was walking
through their labels section and
OfficeMax has their own brand of labels
and I found it kind of funny that on the
front of the office max labels
it said emulates Avery a 5 a 4 something
like that and I had to laugh at that
it's like if I'm selling beer and I say
my beer tastes just like Budweiser buy
my beer so I got a little kick out of
that but I'm gonna go with a a Bree size
and US letter is just the size of the
paper that it comes on so I'm gonna go
with Avery US letter and then once I
choose that then down here at the bottom
I've got all kinds of different Avery
product numbers here and probably the
two most popular labels from Avery our
numbers 21 60 and 50 160 so I'm going to
scroll down through here I'm going to
find 2160
mmm scrolling a bunch here getting down
to the twos
spelling out to get like the four digit
twos and I'm looking for 2160
there it is mini sheet labels half sheet
so when I click on that it says all
right um little mini labels they're an
inch I they're about two and two thirds
inches wide they come on a piece of
paper that's four and a half four and a
quarter by five inches well okay that's
great if my printer will handle those
easily let me scroll down and look for
5160 now in fact it's right here I type
a five it will jump past all the ones in
the twos down to the fives which is kind
of handy and now I'm going to go look
for 5160
easy PL address labels so these actually
come on an eight-and-a-half by eleven
sheet they're the same size as the other
ones one inch by two and two-thirds
they don't come on a half a sheet of
paper they come on a full sheet so 5160
2160 the setup is the same for each of
them it's just what size piece of paper
they come on so I'm going with the 5160
what I hope I will never have to do is
set up a brand new label or I'm gonna
define how wide the thing is and how
tall it is and how many across the page
and all that kind of stuff man I hope I
never ever ever have to do that so I'm
gonna go with one of the pre sizes here
for my Avery labels I'm gonna click on
okay and so I'm pretty much ready to go
here
if I'd like to see what that page is
gonna look like I can slide down here to
this button and say hey give me a new
document to show me what these labels
will actually look like and I'm going to
click on that right now and here's what
the labels will look like
and then the last thing I need to do is
put my page of labels on the printer and
again I might need to test it out to
figure out whether it's going to print
on the front side or the back side so
what I have done some times in the past
is just put in a regular piece of paper
without any labels on it make an X on
one side of that piece of paper send it
through and figure out well did it print
on the x side or the other side and
that'll help me decide which way I need
to put the labels in before like wasting
a whole page full of labels somehow all
right so it's your turn to kind of
finish that off you were probably doing
it with me but if not let me remind you
how we got started
that was mailings and labels and we
filled in the address of it we chose
which label we wanted to use by going to
the options choosing I went with the
Avery us letter size paper this was
simply number 50 160 you remember while
you're going through this list if you
just click on something and type a 5 it
will get it down past the ones and twos
and threes to the fives and then you
have to only scroll a little bit to get
the easy PL address labels 5160 so we
filled in that information we said ok
that's the one I want and then you could
just send it to the printer but I prefer
to put it on a new document so I can see
what it's going to look like and then
send that document to the printer so
it's your turn to do all of that so set
up your labels maybe you don't happen to
have a bunch of labels right there in
the house but if you want to slip a
piece of paper in your printer and see
what the labels will look like when you
print them out have at it
and that actually concludes our module 2
so I hope we've had a good time I hope
you have seen useful things hope you
will come back for module 3 and check
out some more of Word 2016 for the
moment this is Dan McAllister signing
off
have a great rest of your day if your
done otherwise I'll see you for module 3
thanks for watching don't forget we also
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