This document provides an overview of the course contents for Microsoft Word 2016. It covers topics such as starting a new document, saving files, formatting text, inserting pictures and tables, adding headers and footers, and using templates and styles. The document demonstrates how to access various views and tabs in Word 2016 and describes the functions of tools like the ribbon, ruler, and status bar. Formatting topics like font styles, paragraph indentation and alignment are also explained.

1. Microsoft Word 2016
Ts. Azamuddin bin Rasidi
Timbalan Pengarah
Bahagian Teknologi Pendigitalan
Pusat Teknologi Maklumat

2. Course Contents
• Introduction
• Start screen
• New & Open Existing Document
• Save & Save As
• Insertion Point
• Undo & Redo
• Word 2016 Environment
• Ribbon
• Title Bar & Status Bar
• Quick Access Toolbar
• Document View
• Backstage View
• Ruler
• Format Painter
• Font Group & Font Dialog Box
• Formatting Mark
• Page Size & Orientation
• Paragraph & Line Spacing
• Hands on : Certificate
• Template
• Text / Picture Watermark
• Page Border
• Picture
• Mail Merge
• Hands on : Long Documents
• Document Style
• Page & Section Break
• Header & Footer
• Footnote / Endnote
• Page Numbering
• Bookmark
• Table of Contents
• Index
• Hands on : Newsletter
• Column
• Word Art
• Shapes
• Smart Art
• Chart
• Hands on : Form
• Developer Tab
• Form Controls
• Restrict Editing

3. Introduction
• A word processor is a computer program that allows you to create, edit
and produce text documents, such as letters.
• Microsoft Word is a word processor created by Microsoft. The first
version of Microsoft Word was released in 1983 as a competitor to
WordStar, the most popular word processor at the time.
• The term “Microsoft Office” refers to Microsoft’s entire suite of office
productivity applications. Microsoft Word is one of the many
applications that are grouped under the “Microsoft Office” umbrella.
• Office 365 is a service where you pay a monthly subscription fee to
use Microsoft Office.

4. Start Screen
• When Word is
opened the Word
Start Screen will
appear
• The start screen
allows you to create a
new document by
choosing from the
list of pre-made
templates

5. New Document
• To begin a new project in Word
1. Select the file tab. Backstage view will appear.
2. Select New, then click a template.
3. A new, document will appear.

6. Open an Existing Document
1. Navigate to Backstage view, then click Open.
2. Choose “Browse”
3. The Open dialog box appears. Locate and select your document, then click Open.

7. Save and Save As
• In Word there are two says to save a file, SAVE and SAVE AS.
• SAVE is used when a document is open or edited to save what you are working on.
• SAVE AS is used to save the document to a location and change the name of the
document.
• It is important to save your document whenever you start a new project or make
changes to an existing one. Saving early and often can prevent you work from being
lost. You will also need to pay close attention to where you save the document so it
will be easy to find later.

8. To Save a Document
1. Locate and select the Save command on the
Quick Access toolbar.
2. If you are saving the document for the first time
Save As will appear in Backstage view.
3. You will then need to choose where to save the file
and give it a file name.
4. The Save As dialog box will appear. Select the
location where you wish to save the document.
5. Enter a file name for the document, then click
Save.
1
2
3

9. Insertion Point
Sometimes referred to as the cursor, insertion point is the
name for the blinking line where anything you insert goes.
There are several ways to move the insertion point to get it
where you want it to be.
1. Click in the middle of the first line of the first
paragraph of the practice document.
2. Refer to the chart below to practice moving the
insertion point around using the keyboard.

10. Undo & Redo
• The Undo button reverts changes that you’ve
recently made to the document.
• Similarly, the Redo button re-applies any
changes that were made with the Undo button.

11. Word 2016 Environment

12. Ribbon
• The Ribbon contains multiple Tabs. The tools provided in the ribbon will help you
complete common tasks in Word.
• On each Tab, the Buttons are organized into Groups.
• The Ribbon has nine tabs:
• File
• Home
• Insert
• Design
• Layout
• References
• Mailings
• Review
• View

13. Ribbon
• The Home tab gives you access to some of the most commonly used commands for working with Word, including
copying and pasting, formatting, aligning paragraphs, and choosing document styles.
• The Insert tab allows you to insert pictures, charts, tables, shapes, cover pages, and more to your document, which can
help you communicate information visually and add style to your document.
• The Design tab gives you access to a variety of design tools, including document formatting, effects and page borders,
which can give you document a polished look.
• The Layout tab allows you to change the print formatting of your document, including margin width, page orientation,
page breaks, and more. These tools will be helpful when preparing to print a document.
• The References tab allows you to add footnotes, citations, table of contents, captions and a bibliography. These tools are
helpful when composing academic papers.
• The Mailings tab is used for composing letters, address envelopes, and creating labels. It is useful when you are mailing
a large number of letters.
• The Review tab has Word’s powerful editing features, such as adding comments and tracking changes. These features
make it easy to share and collaborate on documents.
• The View tab allows you to switch between different views for your document and split the screen to view two parts of
your document at once. These tools will also be helpful when preparing to print a document.

14. Ribbon – Contextual Tabs
• Contextual tabs under Format will appear on the Ribbon when working with certain items,
such as tables and pictures. These tabs contain special tools that can help you format items as
needed.
• Buttons with Arrows
• Note that some buttons have images on them and some have images and an arrow. The
arrow indicates that more information is needed to carry out the function of the button.

15. Title Bar & Status Bar

16. Status Bar Customization
The Status bar can be customized.
1. Right-click on the Status bar to bring up the
customize menu. Options that are enabled have
a checkmark next to them.
2. Click on “Line Number” to enable this option.
3. Notice how the menu didn’t disappear. Click in
a clear space to dismiss the menu.
4. Notice how “Line: 1” appears in the Status bar.

17. Quick Access Toolbar
• Located just above the Ribbon, the Quick
Access toolbar lets you access common
commands no matter which tab is selected.
• By default, it shows the Save, Undo, and
Repeat commands. You can add other tools
depending on your preference.
• To add Commands to the Quick Access
Toolbar:
1. Click the drop-down arrow to the right of
the Quick Access toolbar.
2. Select the Commands you wish to add
from the drop-down menu. To choose from
more commands, select more commands
3. The Command will be added to the Quick
Access toolbar.
Step 2
Step 3

18. Document View
• Print Layout view
• Read Mode view
• Web Layout view
• Outline view
• Draft view
Read
Mode
Print
Mode
Web
Mode

19. Backstage View
• Backstage view gives you various options for saving, opening a file, printing, and
sharing your document.
To access Backstage view:
1. Click the file tab on the
Ribbon. Backstage view
will appear.

20. Ruler
• The Ruler is located at the top and to
the left of you document. It makes it
easier to adjust you document with
precision. If you want, you can hide
the Ruler to create more screen space.
Ruler
• To show or hide the Ruler:
1. Click the view tab.
2. Click the check box next to Ruler
show or hide the ruler.

21. Format Painter
• The Format Painter is used to copy the
formatting of a piece of text or picture and
apply it to something else.
• For instance, in the case of text, the
formatting would be the font face, size, and
color.
• Double click format painter to apply in
multiple places.
• Short-cut : Ctrl+Shift+C, Ctrl+Shift+V

22. Font Group & Dialog Box
Word has a variety of way to change Font.
• Font Group
• Font Dialog Box

23. Assignment #1
• H2SO4 + 2NaOH
• Na2SO4 + 2H2O
• 2H+ + SO4
2- + 2Na+ + 2OH-
Type the following chemical equation (Hint : use Font Dialog Box)

24. Formatting Mark
• Also known as Pilcrow symbol
• The formatting mark will show paragraph marks and other
formatting symbols.
• Short-cut : Ctrl+Shift+*
• Types of formatting marks :

25. Page Orientation
• To change page orientation:
1. Select the Page Layout tab.
2. Click the “Orientation” command in the Page Setup Section.
3. A drop-down menu will appear. Click either “Portrait” or “Landscape” to
change the page orientation.
4. Once one is selected the page will change.

26. Page Size
• To change the page size:
• Word has a variety of predefined page sizes to choose from.
1. Select the “Layout” tab, then click the “Size” command.
2. A drop-down menu will appear. The current page size is
highlighted

27. Paragraph - Indentation
• A paragraph is created by entering text and then pressing the Enter key.
• A paragraph can contain one word, one sentence, or multiple sentences.
• You can change the look of a paragraph by changing its indentation, alignment, and line
spacing, as well as the space before and after it.

28. Paragraph - Alignment
• You can also determine the positioning of a paragraph between the left and right
margins by changing its alignment.
• There are four paragraph alignment options:
1. Align Left : Lines the text up against the left margin.
2. Center : Centers the text on the page. This is good for titles.
3. Align Right : Lines the text up against the right margin.
4. Justify : Lines the text up against the left and right margins, resulting in a cleaner look.

29. Paragraph & Line Spacing
There are several methods for adjusting paragraph spacing within a document:
1. Choose from the Paragraph Spacing options in the Document Formatting group
on the Design tab.
2. Click the paragraph spacing commands on the Line And Paragraph Spacing menu
that is available in the Paragraph group on the Home tab.
3. Clicking the Paragraph dialog box launcher on either the Home tab or the Page
Layout tab opens the Paragraph dialog box.
1
2 3

30. Assignment #2

31. Hands on : Certificate

32. Template
• Although most Word users rarely need to concern themselves with the fact,
all Word documents are based on templates.
• New blank documents are based on the built-in Normal template.
• However, many other. templates are available when you’re working in Word
2016
• A few of the templates are installed on your computer with Word.
• Many more templates are maintained on the Microsoft Office website, but
you can locate and use them directly from within Word (provided you have
an Internet connection)

33. Template
• You can create a document
based on one of these
templates from the Start
screen or from the New
page of the Backstage view.
• The templates available on
the New page vary
depending on whether
you’re working online or
offline.

34. Text / Picture Watermark
• A watermark is a faint text or graphic
image that appears on the page behind the
main content of a document.
• A common use of a text watermark is to
indicate a status such as DRAFT or
CONFIDENTIAL.
• To add a predefined watermark to a
document:
1. Open the document to which you
want to add a watermark.
2. On the Design tab, in the Page
Background group, click the
Watermark button to display the
Watermark gallery and menu.

35. Page Border
• To apply a simple border
1. In the Page Background
group, click the Page
Borders button to display
the Page Border page of
the Borders And Shading
dialog box.
2. In the Setting area of the
Borders and Shading
dialog box, click the type
of border you want.

36. Picture
• To insert a picture :
1. Click the Insert tab. In the
Illustrations group, click
Pictures.
2. In the Insert Picture dialog
box, navigate to the your
folder and select the picture
you wanted to insert
3. In the dialog box, click
Insert.

37. Mail Merge
• All the tools for performing mail merge operations are available from the Mailings
tab.
• Three important terms that are used when discussing mail merge processes are:
1. Data source : The file or storage entity that contains the variable information you want to pull into
the merge output.
2. Field : A specific category of information, such as a first name, last name, birthdate, customer
number, item number, or price.
3. Record : A set of the information that goes in the fields; for example, information about a
specific person or transaction. A record doesn’t have to contain information for every field, but it
must have a placeholder for any missing information.

38. Mail Merge Wizard
• To use the Mail Merge wizard
1. Start Word and display the Mailings
tab.
2. In the Start Mail Merge group, click the
Start Mail Merge button, and then click
Step-by-Step Mail Merge Wizard.
3. In each of the six panes of the wizard,
select an option or provide the
requested information.
4. In the last pane, specify whether to send
the merge output directly to the printer
or to create one or more documents
that you can review and save.

39. Assignment #3

40. Hands on : Long Documents

41. Document Style
• Styles can include character formatting (such as
font, size, and color), paragraph formatting
(such as line spacing and outline level), or a
combination of both.
• Styles are stored in the template that is
attached to a document.
• The Normal template includes a standard
selection of styles that fit the basic needs of
most documents.
• These styles include nine heading levels,
various text styles including those for multiple
levels of bulleted and numbered lists, index and
table of contents entry styles, and many
specialized styles such as those for hyperlinks,
quotations, placeholders, captions, and other
elements.

42. Page & Section Break
• Page Breaks are used to end a page without
filling it with text.
• Short-cut : Ctrl+Enter
• A Section Break essentially splits your
document into different parts to allow you
to apply complex formatting to your
document

43. Header & Footer
• You can display information on every page
of a document in regions at the top and
bottom of a page by selecting a style from
the Header or Footer.
• To insert custom header or footer content,
use one of these method :
1. Position the cursor anywhere in the
document. On the Insert tab, in the Header
& Footer group, click the Header button or
the Footer button, and then click the
corresponding Edit command on the menu.
2. In Print Layout view, double-click in the top
margin of a page to activate the header or in
the bottom margin to activate the footer.

44. Footnote/Endnote
• When you want to make a comment about a statement in a
document—for example, to explain an assumption or cite the
source for a different opinion—you can enter the comment as a
footnote or an endnote.
• To insert a footnote
1. Click in the document where you want the footnote reference to
appear.
2. On the References tab, in the Footnotes group, click Insert
Footnote.
3. Word creates a blank footnote at the bottom of the page and
displays a blinking cursor. Enter the footnote text, and then click
anywhere outside of the footnote area to return to the document.
• To insert an endnote
1. Click in the document where you want the endnote reference to
appear.
2. On the References tab, in the Footnotes group, click Insert
Endnote.
3. Word creates a blank endnote at the end of the document and
displays a blinking cursor. Enter the endnote text, and then click
anywhere outside of the endnote area to return to the document.

45. Page Numbering
• To insert page number :
• On the Insert tab, in the Header & Footer
group, click the Page Number button, and then
click the corresponding menu.

46. Bookmark
• Word provides two tools that you can use to jump
easily to designated places within the same
document:
1. Bookmarks
2. Cross-references
• To insert a bookmark, do either of the following:
1. Position the cursor in the location where you want to
insert the bookmark.
2. Select the text that you want to include in the
bookmark.
3. On the Insert tab, in the Links group, click the
Bookmark button to open the Bookmark dialog box.
4. In the Bookmark name box, enter a name for the
bookmark you want to create (or replace the name that
is currently in the Bookmark Name box.).
5. Click Add or press Enter.

47. Table of Contents
• By default, Word creates a table of contents based on
paragraphs within the document that you have formatted
with the standard heading styles: Heading 1, Heading 2, and
so on.
• Word can also create a table of contents based on outline
levels or on fields that you have inserted in the document.
• The Table Of Contents controls are available from the
References tab.
• In the Table Of Contents gallery, you can select from three
standard options:
• Automatic Table 1 : This option inserts a table of contents that
has the heading Contents and includes all text styled as Heading 1,
Heading 2, or Heading 3.
• Automatic Table 2 : This option inserts a table of contents that
has the heading Table of Contents and includes all text styled as
Heading 1, Heading 2, or Heading 3.
• Manual Table : This option inserts a table of contents that has
the heading Table of Contents and includes placeholders that are
not linked to the document content.

48. Index
• Word creates an index by compiling an
alphabetical listing with page numbers
based on index entry fields that you
mark in the document.
• Before you can generate an index for
your document, you must insert index
entry fields throughout the document.
1. On the References tab, in the
Index group, click the Mark
Entry button.
2. After finishing marking the entry,
on the References tab, in the
Index group, click the Insert
Index button to open the Index
dialog box.
1 2

49. Assignment #4
• Open the provided Word document
• Alter the document and then :
• Apply Heading1 & Heading2 on all Title and Subtitle
• Add Header & Footer
• Add Page Number
• Insert Table of Contents on the first page
• Add Page Break and/or Section Page where appropriate/required
• Index

50. Hands on : Newsletter

51. Column
• By default, Word displays text in one
column that spans the width of the
page between the left and right
margins.
• If you prefer, however, you can specify
that text be displayed in two, three, or
more columns to create layouts like
those used in newspapers and
magazines.
• The Columns gallery in the Page
Setup group on the Layout tab
displays several standard options for
dividing text into columns. You can
choose one, two, or three columns of
equal width or two columns of
unequal width.

52. WordArt
• You can use WordArt to apply a series of effects to text with
one click.
• The 15 default WordArt styles included with Word 2016
combine outlines, fills, shadows, reflections, glow effects,
beveled edges, and three-dimensional rotation to create text
that really gets your attention.
• To convert existing text into WordArt :
• Select the text you want to convert to WordArt.
• On the Insert tab, in the Text group, click the WordArt button.
• Choose a text style in the WordArt gallery. The selected text is
converted to WordArt.
• To insert a WordArt object :
• Click in the document in the spot where you want to insert a new
WordArt object.
• On the Insert tab, in the Text group, click the WordArt button.
• Choose a text style in the WordArt gallery. A placeholder WordArt
object with the selected text effect is inserted at the cursor.
• Select Your text here, and then enter your own text.

53. Shapes
• An extensive library of shapes is available in
Word.
• Shapes can be simple, such as lines, circles, or
squares; or more complex, such as stars, hearts,
and arrows.
• To create a shape on a page :
1. On the Insert tab, in the Illustrations group, click the Shapes button and then, on the Shapes menu, click the
shape you want to insert.
2. When the cursor changes to a plus sign, do either of the following:
• Click on the page to create a shape of the default size.
• Drag diagonally on the page to specify the upper-left and lower-right corners of the rectangle that
surrounds the shape (the drawing canvas).
• To add text to a shape :
1. Select the shape, and then enter the text you want to display on the shape.
2. There is no cursor to indicate the location of the text; simply start typing and it appears on the shape.

54. SmartArt
• You can easily create a dynamic, appealing diagram by using
SmartArt graphics, which visually express information in predefined
sets of shapes.
• You can use SmartArt graphics to easily create sophisticated
diagrams that illustrate the following concepts:
• List : These diagrams visually represent lists of related or independent
information—for example, a list of items needed to complete a task,
including pictures of the items.
• Process : These diagrams visually describe the ordered set of steps that are
required to complete a task—for example, the steps for getting a project
approved.
• Cycle : These diagrams represent a circular sequence of steps, tasks, or
events, or the relationship of a set of steps, tasks, or events to a central, core
element— for example, the looping process for continually improving a
product based on customer feedback.
• Hierarchy : These diagrams illustrate the structure of an organization or
entity—for example, the top-level management structure of a company.
• Relationship : These diagrams show convergent, divergent, overlapping,
merging, or containment elements—for example, how using similar
methods to organize your email, calendar, and contacts can improve your
productivity.
• Matrix : These diagrams show the relationship of components to a whole—
for example, the product teams in a department.
• Pyramid : These diagrams illustrate proportional or interconnected
relationships—for example, the amount of time that should ideally be spent
on different phases of a project.
• To create a diagram in a document
1. Position the cursor in the document where you want to insert the
diagram.
2. Do either of the following to open the Choose a SmartArt Graphic
dialog box: On the Insert tab, in the Illustrations group, click the
SmartArt button.
3. Press Alt+N+M.
4. In the left pane, select a type of diagram. Then in the center pane,
select a diagram layout thumbnail to view an example, along with a
description of what the diagram best conveys, in the right pane.
5. Click OK to insert the selected diagram at the cursor.

55. Charts
• You can easily add a chart to a
document to help identify trends
that might not be obvious from
looking at numbers.
• Word 2016 has 15 chart
categories.
• The most frequently used chart
categories include:
1. Column
2. Line
3. Pie
4. Bar

56. Assignment #5

57. Hands on : Form

58. Developer Tab
• The Developer tab isn't
displayed by default, but you
can add it to the ribbon.
• On the File tab, go to
Options > Customize
Ribbon.
• Under Customize the Ribbon
and under Main Tabs, select
the Developer check box.

59. Form Controls
• Rich text content control
• Plain text content control
• Checkbox content control
• Drop down list content control
• Date picker content control

60. Restrict Editing
To prevent people from introducing inconsistent formatting or
unwanted changes into a document, you can restrict the types of
changes that an individual document permits, in the following ways:
• Restrict formatting : You can limit formatting changes to a
specific list of styles that you select, or to the “recommended
minimum” style set, which consists of all the styles needed by
Word for features such as tables of contents.
• Restrict editing : You can limit changes to comments, tracked
changes, or form field content, or you can permit no changes at all.

61. Assignment #6