All-Units-Sample-2016

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TERMS OF USE
© LEARN NEW SKILLS FROM HOME 2009. Please note that no part of this document may be
reproduced in any form or by any means (including photocopying or storing it in any medium)
without written permission from Paul Buggs.
GUIDE FORMAT
The TEACH YOURSELF ADVANCED OFFICE 2016 guide was created in the following format:
Although operating systems (Windows 7, Windows 8 or higher) and text style requirements will
not encumber the completion of this guide, it is advised that learners use the recommended (by
Microsoft) 1024x768 or higher screen resolution when using Microsoft Office 2016; this is due to
a dynamic ribbon being used, which adjusts the amount of options displayed depending on
visible space.
PUBLISHED BY:
Paul Buggs
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Sutton-At-Hone
Dartford
Kent
DA4 9EZ
UK
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All reasonable precautions have been made in the preparation of this document, including both
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HEADING 1 STYLE – Cambria 18pt
HEADING 2 STYLE - Cambria 14pt
BODY TEXT - Cambria 12pt
SCREEN RESOLUTION – 1360x768
MICROSOFT OFFICE – 2016
OPERATING SYSTEM – Windows 7 or higher

© www.learn-new-skills-from-home.com 3
TEACH YOURSELF
ADVANCED OFFICE 2016
BY PAUL BUGGS
THIRD EDITION

CONTENTS
INTRODUCTION
TEACH YOURSELF
 Teach Yourself via Visual Learning.............................................................................................................13
 Units covered within this Guide...................................................................................................................13
 About the Author................................................................................................................................................13
 Acknowledgements...........................................................................................................................................14
QUALIFICATIONS
 Overview ...............................................................................................................................................................14
 ECDL (ICDL) Advanced Modules..................................................................................................................14
 ECDL (ICDL) Expert...........................................................................................................................................14
 ITQ Advanced ......................................................................................................................................................15
 Testing Centres...................................................................................................................................................15
 Sample Tests........................................................................................................................................................15
 British Computer Society Associate Membership (AMBCS)..............................................................15
GUIDE
 How to use this Guide.......................................................................................................................................15
 Software Requirements...................................................................................................................................16
 Office 365 ..............................................................................................................................................................16
 Updates ..................................................................................................................................................................16
 Marking Schemes...............................................................................................................................................16
 Downloading Work-Files ................................................................................................................................17
 Members’ Area....................................................................................................................................................17
 FREE Bonus Unit ................................................................................................................................................17
 Key Symbols.........................................................................................................................................................17
ADVANCED WORD-PROCESSING UNIT
WORD 2016
 Layout.....................................................................................................................................................................19
 Standard View .....................................................................................................................................................20
 The Microsoft Office Button...........................................................................................................................21
 Ribbon ....................................................................................................................................................................22
 Quick Access Toolbar........................................................................................................................................22
SYLLABUS
 Areas Covered ....................................................................................................................................................23
OVERVIEW
 History....................................................................................................................................................................24
 File Formats .........................................................................................................................................................24
 Extensions.............................................................................................................................................................24
 Templates..............................................................................................................................................................25
 Shortcuts................................................................................................................................................................25

FORMATTING
 Style Types............................................................................................................................................................26
 Image Manipulation..........................................................................................................................................26
 Page Breaks..........................................................................................................................................................29
 Text Formatting..................................................................................................................................................33
 Table Formatting................................................................................................................................................38
 Indent and Spacing............................................................................................................................................39
 Character Styles..................................................................................................................................................41
 Sort Data Alphabetically..................................................................................................................................44
 Paragraph Styles.................................................................................................................................................46
 Column Layouts..................................................................................................................................................50
 Column Widths and Spacing..........................................................................................................................52
 Column Lines .......................................................................................................................................................56
REFERENCING
 Captions.................................................................................................................................................................57
 Bookmarks............................................................................................................................................................60
 Footnotes...............................................................................................................................................................62
 Table of Contents ...............................................................................................................................................64
 Mark Index Entry ...............................................................................................................................................68
 Convert Table to Text.......................................................................................................................................73
ENHANCE PRODUCTIVITY
 FileSize Fields......................................................................................................................................................75
 Drop-Down Fields..............................................................................................................................................77
 Check Box Fields.................................................................................................................................................81
 Link and Embed External Data via Microsoft Excel..............................................................................86
 Mail-Merge............................................................................................................................................................89
 Modify Template ................................................................................................................................................97
 Delete/Add Automatic Text Entries .........................................................................................................100
COLLABORATIVE EDITING
 Document Security ..........................................................................................................................................105
 Track Changes ...................................................................................................................................................108
 Macros..................................................................................................................................................................111
 Master Document.............................................................................................................................................116
PREPARE OUTPUTS
 Delete Section Breaks.....................................................................................................................................123
 Page Setup...........................................................................................................................................................126
 Watermarks........................................................................................................................................................128
TEST AREA
 Practice Tests.....................................................................................................................................................132
 Completed Criteria ..........................................................................................................................................133
 Test Structure....................................................................................................................................................134
 Advanced Word-Processing Unit Test#1................................................................................................135
 Advanced Word-Processing Marking Scheme Test#1 ......................................................................138
 Advanced Word-Processing Unit Test#2................................................................................................139
 Advanced Word-Processing Unit Marking Scheme Test#2.............................................................141

ADVANCED SPREADSHEET UNIT
EXCEL 2016
 Layout...................................................................................................................................................................143
 Worksheets.........................................................................................................................................................144
 The Microsoft Office Button.........................................................................................................................145
 Ribbon ..................................................................................................................................................................146
 Quick Access Toolbar......................................................................................................................................146
SYLLABUS
 Areas Covered ...................................................................................................................................................147
OVERVIEW
 History................................................................................................................................................................. 148
 File Formats .......................................................................................................................................................148
 Extensions...........................................................................................................................................................148
 VBA ........................................................................................................................................................................149
 Popular Functions............................................................................................................................................149
 Shortcuts..............................................................................................................................................................150
 Worksheet/Workbook Specifications & Limits ...................................................................................151
FORMATTING
 Freeze Panes......................................................................................................................................................152
 Move/Copy Worksheets................................................................................................................................154
 Hide Data.............................................................................................................................................................157
 Merge Spreadsheets........................................................................................................................................159
 Split Windows ...................................................................................................................................................164
 Absolute Cell Reference.................................................................................................................................166
 Conditional Formatting .................................................................................................................................170
 Custom Number Format................................................................................................................................172
FUNCTIONS AND FORMULAS
 DATE Function..................................................................................................................................................174
 IF Function..........................................................................................................................................................177
 PAYMENT (PMT) Function...........................................................................................................................181
 DCOUNT Function............................................................................................................................................185
 CONCATENATE Function..............................................................................................................................188
 UPPER Function................................................................................................................................................191
 VLOOKUP Function .........................................................................................................................................194
 HLOOKUP Function.........................................................................................................................................198
 ROUND Function ..............................................................................................................................................202
 DSUM Function .................................................................................................................................................206
 DIM Function .....................................................................................................................................................209
 DAVERAGE Function.......................................................................................................................................212
 COUNTA Function............................................................................................................................................215
 3D Sum.................................................................................................................................................................217
CHARTS
 Chart Data ...........................................................................................................................................................220
 Chart Formatting..............................................................................................................................................225
 Chart Elements..................................................................................................................................................231

ANALYSIS
 Sort Data Range ................................................................................................................................................236
 Filtering Data.....................................................................................................................................................239
 Scenarios .............................................................................................................................................................242
 Table Formatting..............................................................................................................................................247
 Manipulate Pivot Table..................................................................................................................................250
 Advanced Filtering ..........................................................................................................................................253
VALIDATING AND EDITING
 Comments ...........................................................................................................................................................257
 Show Formulas .................................................................................................................................................259
 Validation Criteria............................................................................................................................................261
 Input Messages and Error Alerts ...............................................................................................................264
 Missing Dependents........................................................................................................................................268
ENHANCING PRODUCTIVITY
 Define Cell Name ..............................................................................................................................................272
 Macros..................................................................................................................................................................274
 Paste Special.......................................................................................................................................................281
COLLABORATIVE EDITING
 Document Security ..........................................................................................................................................284
 Hyperlinks...........................................................................................................................................................288
 Track Changes ...................................................................................................................................................291
 Accept & Reject Changes in a Worksheet ...............................................................................................294
 Trace Precedents & Dependent Cells .......................................................................................................299
TEST AREA
 Practice Tests.....................................................................................................................................................302
 Test Structure....................................................................................................................................................304
 Advanced Spreadsheets Unit Test#1........................................................................................................305
 Advanced Spreadsheets Unit Marking Scheme Test#1.....................................................................307
 Advanced Spreadsheets Unit Test#2........................................................................................................308
 Advanced Spreadsheets Unit Marking Scheme Test#2.....................................................................310
ADVANCED DATABASE UNIT
ACCESS 2016
 Layout...................................................................................................................................................................312
 Ribbon ..................................................................................................................................................................314
SYLLABUS
 Areas Covered ...................................................................................................................................................315
OVERVIEW
 History..................................................................................................................................................................316
 VBA .......................................................................................................................................................................316
 Shortcuts..............................................................................................................................................................316

ACCESS SPECIFICATIONS & LIMITS
 General – Attributes........................................................................................................................................317
 Query – Attributes ...........................................................................................................................................318
 Table – Attributes ............................................................................................................................................318
 Form & Report – Attributes .........................................................................................................................319
 Macro Attributes ..............................................................................................................................................319
DATABASE CONCEPTS
 Development & Use.........................................................................................................................................320
 Models ..................................................................................................................................................................320
 Structured Query Language.........................................................................................................................320
TABLES & RELATIONSHIPS
 Primary Keys......................................................................................................................................................320
 Foreign Keys ......................................................................................................................................................321
 Join Types............................................................................................................................................................321
 Relationship Types..........................................................................................................................................321
 Referential Integrity........................................................................................................................................321
 Input Masks........................................................................................................................................................322
 Formatting Fields.............................................................................................................................................327
 Relationships .....................................................................................................................................................330
QUERIES
 Query Criteria....................................................................................................................................................343
 Duplicate Records Query...............................................................................................................................347
 Query Date Formula........................................................................................................................................351
 Sort Data..............................................................................................................................................................355
 Query Profit Formula......................................................................................................................................359
 Delete Query ......................................................................................................................................................363
 Wildcards ............................................................................................................................................................368
 Crosstab Query..................................................................................................................................................372
 Show Highest Range of Values in a Query..............................................................................................376
 Query SUM Function.......................................................................................................................................381
 Lookup Query....................................................................................................................................................384
 Update Query.....................................................................................................................................................389
 Append Query....................................................................................................................................................393
 Make Table Query............................................................................................................................................398
FORMS
 Form Themes.....................................................................................................................................................404
 Command Buttons ...........................................................................................................................................409
 Add Subform ......................................................................................................................................................413
 Add Control Properties..................................................................................................................................420
 Form Controls....................................................................................................................................................424
 Form Tab Controls...........................................................................................................................................434
 Form Properties ...............................................................................................................................................439
REPORTS
 Report Fields......................................................................................................................................................444
 Delete Subreport ..............................................................................................................................................448
 Report Calculations.........................................................................................................................................450
 Report Fields......................................................................................................................................................454

 Report Page Breaks.........................................................................................................................................457
ENHANCING PRODUCTIVITY
 Macros..................................................................................................................................................................460
 Print Screen........................................................................................................................................................463
 Print Specific Records ....................................................................................................................................467
 Delete Data..........................................................................................................................................................469
 Exporting Data ..................................................................................................................................................471
 Importing Data..................................................................................................................................................473
TEST AREA
 Practice Tests.....................................................................................................................................................477
 Test Structure....................................................................................................................................................479
 Advanced Database Unit Test#1................................................................................................................480
 Advanced Database Unit Marking Scheme Test#1 .............................................................................483
 Advanced Database Unit Test#2................................................................................................................484
 Advanced Database Unit Marking Scheme Test#2 .............................................................................487
ADVANCED PRESENTATION UNIT
POWERPOINT 2016
 Layout...................................................................................................................................................................489
 Slide Layouts......................................................................................................................................................490
 Normal View ......................................................................................................................................................490
 Ribbon ..................................................................................................................................................................492
SYLLABUS
 Areas Covered ...................................................................................................................................................493
OVERVIEW
 History..................................................................................................................................................................494
 Extensions...........................................................................................................................................................494
 Templates............................................................................................................................................................494
 Shortcuts..............................................................................................................................................................495
 Image Types .......................................................................................................................................................497
 VBA ........................................................................................................................................................................497
 File Formats .......................................................................................................................................................497
PRESENTATION PLANNING
 Audience and Environment ........................................................................................................................497
 Design, Content and Layout ........................................................................................................................498
 Presenter View..................................................................................................................................................498
SLIDE MASTER & TEMPLATES
 Slide Master........................................................................................................................................................498
 Templates............................................................................................................................................................503

FORMATTING DRAWN OBJECTS
 Shape Effects......................................................................................................................................................506
 Fill Colour............................................................................................................................................................509
 Transparencies .................................................................................................................................................511
FORMATTING PICTURES, IMAGES
 Image Manipulation........................................................................................................................................513
HANDLING GRAPHICAL OBJECTS
 Image Cropping.................................................................................................................................................516
 Image Positioning ............................................................................................................................................519
 Omit Background .............................................................................................................................................522
USING CHARTS
 Chart Types ........................................................................................................................................................525
 Chart Tools..........................................................................................................................................................528
 Chart Formatting..............................................................................................................................................533
USING DIAGRAMS
 Smart Art.............................................................................................................................................................536
 Illustrations........................................................................................................................................................538
MOVIES, SOUND
 Inserting Movie.................................................................................................................................................541
ANIMATION
 Custom Animations ........................................................................................................................................545
LINK EMBEDDING
 Hyperlinks...........................................................................................................................................................549
 Import Document in Outline View ............................................................................................................552
 Link and Embed External Data via Microsoft Excel............................................................................554
 Action Buttons...................................................................................................................................................557
 Action Settings ..................................................................................................................................................560
IMPORTING, EXPORTING
 Save Image..........................................................................................................................................................562
CUSTOM SHOWS
 Named Show ......................................................................................................................................................564
SLIDE SHOW SETTINGS
 Timings.................................................................................................................................................................568
 Transition............................................................................................................................................................569
SLIDE SHOW CONTROL
 Pen Annotations ...............................................................................................................................................571
 Display Presentation in Black and White ...............................................................................................574
PRINTING
 Handouts .............................................................................................................................................................578

TEST AREA
 Practice Tests.....................................................................................................................................................501
 Test Structure....................................................................................................................................................583
 Advanced Presentation Unit Test#1.........................................................................................................584
 Advanced Presentation Unit Marking Scheme Test#1......................................................................588
 Advanced Presentation Unit Test#2.........................................................................................................589
 Advanced Presentation Unit Marking Scheme Test#2......................................................................592
REFERENCE
 Glossary ...............................................................................................................................................................593
 Index......................................................................................................................................................................612

INTRODUCTION
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TEACH YOURSELF VIA VISUAL LEARNING
Visual learning is a teaching and learning style in which images, pictures or colours are used to gain
information for studying. Visual learning forms part of the three basic learning styles which includes the
Kinesthetic (learning that takes place via physical activity as opposed to listening or watching) and
Auditory (learning that takes place via listening) learning styles. Generally, visual learners also have a
good sense of spatial awareness (sense of direction) and often like to draw and scribe.
At LEARN NEW SKILLS FROM HOME, we strive to help self-study learners achieve their goals by
providing affordable learning materials without compromising on quality. All our study materials are
designed for the VISUAL LEARNER and use easy-to-follow, step-by-step instructions, illustrated
throughout via screen shots. This easy-to-use visual guide covers advanced features in popular Microsoft
Office 2016 applications and incorporates FOUR UNITS IN ONE book, Word, Excel, Access and
PowerPoint. Additional learning support supplied includes examination checks, shortcut tips, test
structures and underpinning knowledge. Learners will also have FREE access to our online Members’
Area (12 months access), which has additional question and answer snippets, job search facilities,
qualification updates and a learner’s forum.
The Advanced (level 3) units covered within this guide incorporate the globally recognised v.2.0
syllabuses for the “European Computer Driving Licence” (ECDL) and “International Computer
Driving Licence” (ICDL) qualifications.
UNITS COVERED WITHIN THIS GUIDE
Units covered within this guide include some of the world’s most popular ICT (Information
Communication Technology) applications, which utilise the Microsoft Office suite of programs. Units
covered:
 ECDL / ICDL Advanced Word-Processing
 ECDL / ICDL Advanced Spreadsheets
 ECDL / ICDL Advanced Databases
 ECDL / ICDL Advanced Presentations
ABOUT THE AUTHOR
Paul Buggs is a certified Microsoft Office Master Instructor who has delivered ICT (Information
Communication Technology) training materials for both private and public educational providers
for over a decade.
In 2009, Paul founded LEARN NEW SKILLS FROM HOME to help self-study learner's achieve their
educational goals using quality study guides that incorporate both maximum learning flexibility and
cost-effectiveness.

ACKNOWLEDGMENTS
- www.ecdlexpert.co.uk
- www.bcsitq.co.uk
-www.ecdl.org
- www.learn-new-skills-from-home.com
- www.office.microsoft.com
- www.bcs.org
- en.wikipedia.org
- https://products.office.com/en-GB/try
QUALIFICATION OVERVIEW
The ECDL Foundation offers globally recognised ICT (Information Communication Technology)
certifications, which many leading corporations/governments (IBM, IKEA, Ministry of Defence, Post
Office, Bank of England, Shell and Pfizer) have adopted as their prerequisite ICT benchmark for
employees. The quality and reputation of the Foundation has been built on over a decade of
experience in successfully delivering ICT certification to over 9 million people, in 41 languages,
covering 148 countries around the world. The ECDL (European Computer Driving Licence)
qualification was established in 1997 and due to its success, the ICDL (International Computer
Driving Licence) was established shortly after in 1999 for the international market outside Europe.
Both the ECDL and ICDL certifications are global recognised qualifications and have the same
syllabus and test structures, the only difference being the ECDL is designated for European (ECDL)
countries the ICDL for regions outside Europe. Further information including qualification news and
updates can be found on the ECDL Foundation website - www.ecdl.org
ECDL (ICDL) ADVANCED MODULES
ECDL Advanced (Word-Processing, Spreadsheets, Databases and Presentations) units/modules are
set as level 3 (A-Level) qualifications in the UK by QCF (Qualifications and Credit Framework).
Advanced units/modules are designed for learners who have intermediate/advanced skills in ICT
and wish to gain a worldwide recognised certification.
ECDL (ICDL) EXPERT
Learners who successfully pass four ECDL Advanced units/modules can claim the “ECDL (ICDL)
Expert” certification at no extra cost. Further information can be found on the ECDL Expert website
- www.ecdlexpert.co.uk

TESTING CENTRES
ECDL (ICDL) Advanced examinations incur no registration fees but examinations cost approximately
£70 per exam (prices may vary). Candidate identification is required usually in the form of a utility
bill and passport or driving licence. Learners are advised to book their desired examination date
10-14 days prior. In September 2012, manual tests for ECDL Advanced units/modules were
replaced with industry standard e-assessments. E-assessments offer many advantages over manual
tests, including instant results and a breakdown of a candidate’s strengths and weaknesses.
There are literary 1000's of ECDL Advanced and ICDL Advanced test centres around the UK and
10,000’s globally. Please visit the BCS website to find your nearest test centre -
http://apps.bcs.org/fac/
SAMPLE TESTS
Additional ECDL Advanced and ICDL Advanced sample tests are available for FREE via the ECDL
website:
BRITISH COMPUTER SOCIETY ASSOCIATE MEMBERSHIP
(AMBCS)
Learners who gain all four ECDL Advanced certifications can apply for “British Computer Society
Associate Membership (AMBCS)”. Associate Membership is aimed at those who are at the start of
their career in IT and taking their first step on the ladder to full Professional membership. Once
approved, learners can use the letters AMBCS after their name on CV / resumes and business cards,
enhancing their job/career prospects. For further information, please visit -www.bcs.org
HOW TO USE THIS GUIDE
This guide covers Advanced (level 3) features using popular Microsoft Office 2016 applications. As
this guide is set at level 3 (A-Level) it is aimed at learners who have some prior knowledge of the
application/s they wish to study. Learners can use this guide to complete individual or several
(Word-Processing, Spreadsheets, Databases or PowerPoint) units/modules. Learners who wish to
complete all four units/modules can study them in any order enabling them to concentrate on areas
of most importance first.
http://www.ecdl.org

SOFTWARE REQUIREMENTS
ECDL and ICDL Units are non vendor-specific, which means examinations can be taken using a
variety of software (Lotus Notes, Microsoft Office, OpenOffice etc…) packages. For the purposes of
this training guide, we have selected the “Microsoft Office 2016 Suite”. The Office 2016 suite of
applications is predominately used within most companies globally and therefore enables learners
to maximize their prospects in finding employment and enhancing their careers. Additionally Office
2016 applications can be used virtually via the Office 365 service and are designed to be integrated
into Windows 8, utilising touch screen technology. To complete the unit/modules within this guide,
learners will need access to a PC (Windows 7 or higher operating system) and Microsoft Office 2016.
Free 60-day trials of Microsoft Office 2016 can be downloaded via the Microsoft website at:
OFFICE 365
Office 365 is a Web-based platform that pairs the Office applications with cloud storage. Users can
install Microsoft Office 365 on up to five machines running Windows 7 or higher. Free 60-day trials
of Office 365 can be found via the Microsoft website at:
UPDATES
To reflect any syllabus, exam and guide updates we have supplied an updates page, where learners
can access and download any recent changes:
MARKING SCHEMES
Once learners have completed their chosen application (Word, Excel, Access or PowerPoint)
unit/module test, they will need to printout the relevant marking scheme which is located in the
“Marking Scheme” folder (located in the downloaded files). Learners can cross-reference their
answers with the previously studied material within the guide. The Marking Schemes are designed
so learners can write in comments regarding their answers. Some questions can be awarded half-
marks (except multiple-choice) if partially completed but it is best practice for learners to only mark
completely correct answers as right, this is due to differing marking decisions and testing methods
(manual and automated) used.
http://www.learn-new-skills-from-home.com/our-courses/resources/updates.html
(Second Site) https://sites.google.com/site/learnnewskillsfromhome/updates
http://office.microsoft.com
https://products.office.com/en-GB/try

DOWNLOADING REQUIRED WORK-FILES
All required work-files for this training guide are supplied within the “Advanced” folder of the
learners chosen application (Word, Excel, Access and PowerPoint) and are available for 24/7
download at:
MEMBERS’ AREA
Additional learning support supplied within this guide includes examination checks, shortcut tips, test
structures and underpinning knowledge. Learners will also have access to our online “Members’ Area”,
which has additional question and answer snippets, job search facilities, qualification updates and a
learner’s forum. Joining details are supplied at the back of this guide.
FREE BONUS UNIT
An additional ITQ (Information Technology Qualification) bonus unit is available
to download FREE (RRP £6.99) via the members’ area. The guide covers the
“Improving Productivity Using IT” unit (level 3), which was introduced into the
UK’s Qualification & Credit Framework (QCF) in 2010 (previously NVQ). The ITQ
unit can be mapped to the ECDL portfolio and once added to any four ECDL
Advanced (level 3) modules enables learners to claim the “ITQ Level 3 in IT
User Skills” certification provided by BCS (British Computer Society). Further
information about ITQ Units can be found on the BCS/ITQ website - www.bcsitq.co.uk
KEY SYMBOLS
Exam Checks Test Structure
Shortcut Tips Underpinning Knowledge
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USING WORD 2016
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The Advanced Word-Processing Unit covers advanced features, shortcuts,
examination checks and underpinning knowledge related to Microsoft Office Word
2016 certifications. The Advanced Word-Processing unit is designed to enable
learners to complete complex tasks in a Word-Processor (Microsoft Word)
application. Advanced tasks include, using sophisticated typographical, formatting
and layout configurations, including tables, forms and graphics, master
documents and using macros and advanced mail-merge operations.
WORD 2016 LAYOUT
In Office 2016 each application is assigned its own color-coded start screen, blue for Word, green for
Excel, red for Access and orange for PowerPoint. When Word 2016 is opened it displays a list of
recently opened documents, built in document templates (Blank document template set as default)
available, additional online template search facility and Open Other Documents option to search
for local documents on disk or in a SkyDrive (Microsoft online storage area) folder. At the top right
of the screen login details of any current SkyDrive accounts are displayed. The 2016 layout is
designed to help new users find their way around more easily, and more experienced users
appreciate having all options in one place at startup.
BLANK DOCUMENT OPTION
SKYDRIVE LOGIN DETAILS
When a Blank (new) Document is
created in Word it is opened in Print
Layout view as default. The Print
Layout view is ideal for users to get the
best perspective of designing their
document structured.

STANDARD VIEW
Microsoft Office Word 2016 supports the “DOCX” (XML format), which was introduced in Word
2007. The DOCX format took over from the standard “DOC” format used in previous office (2000,
XP, 2003) versions. Microsoft Office 2016 is backwards compatible enabling earlier Word versions to
be opened in Word 2016 but documents that were originally created in Word 2016 cannot be
opened in older applications (excluding Office 2007, 2010), which used the ‘DOC’ format, unless a
compatibility program is used (compatibility programs are available from the Microsoft downloads
website). Besides the XML format Microsoft Office 2016 has many added features and cosmetic
changes compared to some previous Office versions including capitalised ribbon text, general
functionality and toolbars.
OFFICE BUTTON RIBBON TABS
GROUPS
ZOOM PAGE BAR
BODY AREA
HIDE RIBBON OPTION
The Word editor view is generally set as
Print Layout as default. Print Layout is
ideal for user to get the best perspective
of how their document will be displayed
when completed. Page views can vary,
depending on whichever view the user
last edited (Full Screen Reading, Web
Layout, Outline and Draft) and save the
document in.

THE MICROSOFT OFFICE BUTTON
In Office 2016 the Office Button (FILE tab) has been updated both cosmetically (text appears
capitalised) and functionally (when selected a new screen appears, making it easier to view commands
and menu options). Menu options include New, Open, Save, Save As, Print and the Options button
(for accessing additional commands). Once the user has accessed their desired function they can
return back to the main screen via the Back button option.
MENU OPTIONS
BACK BUTTON OPTION
OPTIONS BUTTON
COMMAND OPTIONS
Select the Alt + T + O keys to
activate the Word Options
dialog box.

RIBBON
Microsoft Word 2016 unlike some previous versions (2000, 2003) uses a “Ribbon” interface to issue
commands. The Ribbon is located near the top of the window, below the “Quick Access Toolbar”. At
the top of the Ribbon are several tabs; clicking a tab will display several related command groups.
Within each group are linked command buttons. Additionally a dialog box launcher is located in the
bottom-right corner of several groups, clicking the dialog box launcher option will give access to
extra commands. It is advised that learners use the recommended (by Microsoft) 1024x768 or
higher screen resolution when using Microsoft Office 2016; this is due to a dynamic ribbon being
used, which adjusts the amount of options displayed depending on visible space.
QUICK ACCESS TOOLBAR
The “Quick Access Toolbar” is located by default at the top of the Word window and provides quick
access to tools that are used frequently. The Quick Access Toolbar can be customized by adding and
removing commands to it.
MORE COMMANDS OPTION
Before starting any test questions
learners should make sure the
“Minimize the Ribbon” option is
deselected on the quick access
toolbar otherwise the Office Ribbon
will be minimized every time you
click on the document page. Select
the Ctrl +F1 keys to activate the
Ribbon option.
COMMAND BUTTONS/OPTIONS
DIALOG BOX LAUNCHER
RIBBON TAB

SYLLABUS AREAS COVERED
Due to the new ECDL (ICDL) Advanced syllabus version 2.0 overhaul, the four Advanced ECDL and
ICDL modules (Word-Processing, Spreadsheets, Databases and Presentations) have been updated,
making the questions more relevant for modern day usage. The marking structure for the new ECDL
(ICDL) Advanced syllabus v2.0 is still the same as in the previous v1.0 syllabus with 20 questions a
required pass mark of 15 out of 20 (75%) and 1 hour time limit. The full v2.0 syllabus can be
downloaded via the ECDL website – www.ecdl.org
 FILE FORMATS
 EXTENSIONS
 TEMPLATES
 STYLE TYPES
 IMAGE MANIPULATION
 PAGE BREAKS
 TEXT FORMATTING
 TABLE FORMATTING
 INDENT AND SPACING
 CHARACTER STYLES
 SORT DATA ALPHABETICALLY
 PARAGRAPH STYLES
 COLUMN LAYOUTS
 COLUMN WIDTHS AND SPACING
 COLUMN LINES
 CAPTIONS
 BOOKMARKS
 FOOTNOTES
 TABLE OF CONTENTS
 CONVERT TABLE TO TEXT
 MARK INDEX ENTRY
 FILESIZE FIELDS
 DROP-DOWN FIELDS
 CHECK BOX FIELDS
 MAIL-MERGE
 MODIFY TEMPLATE
 DELETE/ADD AUTOMATIC TEXT ENTRIES
 DOCUMENT SECURITY
 TRACK CHANGES
 MACROS
 MASTER DOCUMENT
 DELETE SECTION BREAKS
 PAGE SETUP
 WATERMARKS
 LINK AND EMBED EXTERNAL DATA VIA MICROSOFT EXCEL

OVERVIEW
The following guide covers advanced features, shortcuts, examination checks and underpinning
knowledge related to Microsoft Office Word 2016 certifications. Once you have worked your way
through the guide and are satisfied that you understand the information provided attempt the
Advanced Word-Processing tests located at the end of this unit.
HISTORY
Word is a graphical word-processing program that users can add styles to text, add captions to images
and text, cross references (headings and figures), add comments to text and images, track changes,
embed objects and auto-generate tables and indexes. Word is used primarily for creating documents
such as letters, brochures, learning activities, tests and quizzes.
Word was first released in 1981 with many of the ideas and features incorporated into it coming from
Bravo, the first graphical writing program. Microsoft brought the Bravo program, and changed its name
to Microsoft Word. When Word was released it used a feature called WYSIWYG(What You See Is What
You Get), which meant that users could change the visual style of writing (e.g. bold, italics), by clicking on
buttons, when in other programs like WordPerfect, users had to add special 'codes' to change the style of
writing. WYSIWYG is now a common feature of all computer writing programs.
FILE FORMATS
Word supports the “DOCX” (XML format). The DOCX format took over from the standard “DOC”
format used in previous office (2000, XP, 2003) versions.
EXTENSIONS
XML FILE TYPE EXTENSION
Document .docx
Macro-enabled document .docm
Template .dotx
Macro-enabled template .dotm
Web Page .html
PDF .pdf
Plain Text .txt
Rich Text Format .rtf

TEMPLATES
A template is a document type that creates a copy of itself when the user opens it. In Microsoft Office
Word users can create a template saving a document as a .dotx file, .dot file, or a .dotm file (a .dotm file
type allows you to enable macros in the file).
SHORTCUTS
KEY GENERAL
ALT+TAB Switch to the next window.
ALT+SHIFT+TAB Switch to the previous window.
CTRL+W or CTRL+F4 Close the active window.
ALT+F5 Restore the size of the active window after you maximize it.
SHIFT+F6 Move to a task pane from another pane in the program window
(counter clockwise direction).
CTRL+F6 When more than one window is open, switch to the next window.
CTRL+SHIFT+F6 Switch to the previous window.
CTRL+F10 Maximize or restore a selected window.
ALT+PRINT SCREEN Copy a picture of the selected window to the Clipboard.
CTRL+SHIFT+SPACEBAR Create a nonbreaking space.
CTRL+SHIFT+HYPHEN Create a nonbreaking hyphen.
CTRL+B Make letters bold.
CTRL+I Make letters italic.
CTRL+U Make letters underline.
CTRL+SPACEBAR Remove paragraph or character formatting.
CTRL+C Copy the selected text or object.
CTRL+V Paste text or an object.
CTRL+ALT+V Paste special
CTRL+SHIFT+V Paste formatting only
CTRL+Z Undo the last action.
CTRL+Y Redo the last action.

STYLE TYPES
STYLE CHARACTERISTICS
Character
A Character Style is a collection of formatting commands such as font
name, size, color, bold, italic, underline, borders, and shading.
Paragraph
A Paragraph Style contains both formatting characteristics such as
font name, size, color, bold, italic, underline, borders shading and
paragraph characteristics such as line spacing, text alignment,
indentation, and tab stops.
List
A List Style is used to determine the look of lists, including characteristics
such as bullet style or number scheme, indentation, and any label text.
Table
A Table Styles is used to determine the look of tables, including
characteristics such as the text formatting of the header row, gridlines,
and accent colors for rows and columns.
IMAGE MANIPULATION
Open the Plans document located in the Advanced Word-Processing folder by double
clicking it.
When the Document opens you may see a message stating that this file was downloaded from the
internet and the file is currently in PROTECT VIEW. This is a safety standard message built into
Microsoft Applications. Select the Enable Editing button to continue.
If the Document opens in another application (Lotus Notes, OpenOffice
etc…) then you may not have Word set as your default Word-Processor
(right click the documents icon and select the “Open With, Microsoft Office
Word” options) software. Alternatively Microsoft Office Word may not be
installed on your machine. Free 30-60 day trials are available for
download at:
http://office.microsoft.com
Double clicking
documents will open
them automatically in
Word.
THE ENABLE EDITING BUTTON

Select the Parking image within the Plans document by clicking on it. The image handles
will be displayed around the image to indicate that the image has been selected.
When the Plans image is selected the PICTURE TOOLS section will be automatically
displayed on the ribbon. Select the FORMAT tab (if required), within the section.
Select the Position drop-down option within the Arrange group.
FORMAT TAB
ARRANGE GROUP
POSITION DROP-DOWN OPTION
PARKING IMAGE
PICTURE TOOLS SECTION
IMAGE HANDLE
Word 2016 has a new Layout
Options introduced in Word 2013
which allows the user to easily access
image positions such as Text
Wrapping.

The Position drop-down list will be displayed. Select the Top Left with Square Text
Wrapping option from the drop-down list.
The text will now wrap around the image.
REQUIRED POSITION
Unlike in some older versions of
Office (2000, 2003 etc...) the image
position will automatically change
as each option is rolled-over. This
added feature makes it more
convenient for the user to edit
document alignments.
WRAPPED TEXT
If a Caption was added to the image prior
it may also move to the left of the image.
In these cases leave the caption in its
current position as it does not need to be
moved, unless specified within the
question criteria.
POSITION DROP-DOWN OPTION

Select the Office Button(FILE)tab.
Select the Save option from the drop-down list.
PAGE BREAKS
Open the Plans document (if required) located in the Advanced Word-Processing folder by
double clicking it.
Place the cursor at the end of the paragraph “When we have done…” of the document.
Select the INSERT tab located on the ribbon.
INSERT TAB
SAVE OPTION
Select the Ctrl + S
keys to activate the
Save option.
OFFICE BUTTON TAB
Users can also use the Save ( )
option on the Quick Access Bar
located in the top left corner of
the application.
Select the Alt + F
FILE tab.
PLANS DOCUMENT

Select the Page Break button within the Pages group.
A new page will be displayed. Create two clear spaces (Hard Returns) at the top of the
newly created page by using the Enter button located on the keyboard.
Open the Addresses document (with the Plans document still open) located in the Advanced
Word-Processing folder by double clicking it.
NEW PAGE
ADDRESSES DOCUMENT
PAGE BREAK BUTTON
PAGES GROUP
Double clicking
documents will open
them automatically in
Word.
The File Size, Date and Time
fields displayed may vary
depending on the order test
questions are completed in. File
information fields(dates, time and
size) will update automatically,
when the document is saved.
A Page Break will create a new
page within a document and
keep the same general
formatting such as text, footers
and page sequences as the
previous page.
A Hard Return creates a
paragraph break. To insert a
hard return press the Enter
key located on the keyboard.
Hard returns differ from Soft
Returns, which are used to
signify the end of a line. To
insert a soft return use the
Shift+Enter keys located on
the keyboard.

Select the table within the Addresses document by clicking on the select table square box.
Select the HOME tab (if required), from the ribbon. Select the Copy button (with the table
still selected), within the Clipboard group.
Return back to the Plans document by clicking on the Plans window option located on the
Taskbar.
SELECT TABLE SQUARE
HOME TAB
COPY BUTTON
CLIPBOARD GROUP
PLANS DOCUMENT
Select the Ctrl + C
Copy option.
The Taskbar is located at the bottom
of the screen. Layouts may vary
depending on the operating system
being used (Vista, Windows 7,
Windows 8 etc…).
Word 2016 has a new feature allowing the
user to easily add additional ( ) rows or
columns to a table.

Place the cursor at the top of the newly created second page (below the two hard returns
previous added). Select the HOME tab (if required) located on the ribbon. Select the Paste
button within the Clipboard group.
The table will now be displayed on the second page of the Plans document.
PASTED TABLE
Select the Ctrl + V
Paste option.
HOME TAB
PASTE BUTTON
TWO CLEAR SPACES
CLIPBOARD GROUP
SAVE OPTION
Select the Ctrl + S
Save option.
OFFICE BUTTON TAB

TEXT FORMATTING
double clicking it. Place the cursor above the table located within the second page of the
document. Ensure there is one clear space (hard return) between the cursor position and
the table (as created in the Page Breaks section earlier).
Enter the title text “Development Contact Details”.
You will notice that the text within the document is not consistent in size and font; this is
because the newly inserted table is in Times New Roman font, size 10 and the original text
within the Plans document is Arial font, size 12. To make the document text consistent
(Arial size 12), select the HOME tab (if required) located on the ribbon.
Click the Select drop-down option within the Editing group.
TITLE TEXT
EDITING GROUP
HOME TAB
SELECT DROP-DOWN OPTION
TOP OF SECOND PAGE

Click the Select All option from the drop-down list.
Change the Font(with all the text still highlighted) type in the Font group to Arial and Font
Size to 12.
All the text within the document (except the footnote) will be changed to Arial size 12.
FONT TYPE
FONT SIZE
SELECT ALL OPTION
Users may need to set the
font size and font type
options then click back onto
the Plans document for
them to display within the
Font group.
ARIAL SIZE 12
Select the Ctrl + A keys
to activate the Select All
option.

With all the text in the document still highlighted select the HOME tab (if required) located
on the ribbon.
Select the Centre Text button within the Paragraph group.
All the text within the document (except the Footnote) is now Centre aligned.
HOME TAB
PARAGRAPH GROUP
CENTRE TEXT BUTTON
Although the table body text
has been centre aligned the
table position remains Left
aligned. Only body text will be
centre aligned, other sections of
the document (Footers,
Headers, Footnotes, Endnotes,
Tables etc...) will remain in
their original alignments. Data
alignment outside the body
section should not be changed
unless stated in the question
criteria.
Select the Ctrl + E keys to
activate the Centre Align
option.
Ariel is a font (typefaces) type in the San-
Serif (does not use small lines at the ends
of characters) category. Popular sans serif
fonts include Helvetica, Avant Garde, Arial
and Geneva. Serif fonts include Times
Roman, Courier and New Century
Schoolbook.

Select the “Development Contact Details” text within the document by highlighting it.
Select the HOME tab (if required) located on the ribbon.
Select the Font dialog box launcher within the Font group.
The Font box will be displayed. Select the Font tab (if required).
FONT DIALOG BOX LAUNCHER
FONT TAB
HOME TAB
Click anywhere on the title
three times consecutively to
highlight it.
HIGHLIGHTED TEXT
Select the Ctrl + D keys to
activate the Font dialog
box option.

Select the double underline option from the Underline style: drop down list. Select the All
caps check box from the Effects section. Using the Font color: drop-down option change the
font colour of the title to Red. The title changes can be viewed in the Preview section located
at the bottom of the Font dialog box. Select the OK button.
The “Development Contact Details” text has now been formatted with the All caps (capital
letters), Shadow, Double Underline and Red effects.
Select the Save option located on the Quick Access Toolbar.
PREVIEW SECTION
ALL CAPS CHECK BOX
DOUBLE UNDERLINE STYLE
FORMATTED TEXT
FONT COLOR
SAVE OPTION
Select the Ctrl + S keys
to activate the Save
option.

TABLE FORMATTING
double clicking it. Select the Development Contact Details table by clicking on the select
table square.
Select the HOME tab (if required) located on the ribbon.
Select the Centre Text button within the Paragraph group.
The table is now centre aligned within the document.
SELECT TABLE SQUARE
HOME TAB
TABLE CENTRE ALIGNED
PARAGRAPH GROUP
CENTRE TEXT BUTTON
Select the Ctrl + E keys to
activate the Centre Align
option.

SAVE OPTION
Select the Ctrl + S
Save option.
OFFICE BUTTON TAB
Users can also use the Save ( )
option on the Quick Access Bar
located in the top left corner of
the application.
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