Word 2016 Basics

Basic Word Course by Franklin A. Tavarez Ureña

• These notes cover the basics of using Word 2016
• Includes document creation and formatting
• Insertion of elements
• Adding headers and footers

Main Screen Elements

• Quick Access Toolbar allows frequently used commands
• Title Bar displays the name of the current document
• Minimize Button helps reduce the window
• Close Button closes the window
• Ribbon displays available options and tools
• Ruler aids in formatting and measurements
• Insertion Point indicated where the next character will appear
• Document Window is the area where you work on your document
• Status Bar provides information about the document
• Vertical Scroll Bar allows movement up and down the document
• Zoom control adjusts the magnification level

Creating a New Document

• Word has professional templates you can use
• Can also create a blank document

Creating a Blank Document

• Select Archivo > Nuevo
• Select Documento en blanco

Creating a Document from a Template

• Select Archivo > Nuevo to find a Word, template like a CV or invoice
• Search in the Buscar plantillas en línea box
• Select a template thumbnail to enlarge the preview
• Use the arrows to scroll through related templates

Pinning Templates

• Pin frequently used templates so they show up when you open Word
• Select a template from the list and click the pin icon below the thumbnail

Saving Documents

• Select Archivo > Guardar or press Ctrl + S
• Select a location to save the file
• Sitios (organización) saves to a shared library
• Este equipo saves to a folder on your computer

Saving as PDF or Other Formats

• Documents can be saved as PDF, web pages, OpenDocument, plain text, or rich text
• Select Archivo > Exportar and click Crear documento PDF or Cambiar el tipo de archivo
• Choose the format you want and then save

Printing Documents

• Go to Archivo > Imprimir to see print preview and settings
• Enter # of copies in the Copias box
• Select your printer from the Impresora drop down menu
• Check if the Configuración are correct or change them
• Click Imprimir to print

Document Formatting Options

• The format of text can be modified
• Numbered or bulleted lists can be created
• Text alignment can be adjusted
• Line spacing can be changed

Applying Quick Styles

• Select the text to format,
• In the Inicio tab, select a style to apply to the selected text

Applying Themes

• After styles are applied, apply a theme
• Themes include color, font, and style sets
• Select Diseño > Temas and pick a theme

Inserting Images

• Go to Insertar > Imágenes
• Find and select the image, then click Insertar

Working with Tables

• To create a table, go to Insertar > Tabla
• Then drag to select the number of rows and columns

Converting Text to a Table

• Ensure the data is correctly formatted
• Use Inicio > Mostrar u ocultar to to have the correct layout
• Insert separators (commas or tabs) to divide text into columns
• Use paragraph marks to start new rows

Creating a Table from Text

• Select the text you want to convert
• Go to Insertar > Tabla > Convertir texto en tabla
• Set the column width
• Ancho de columna fijo for a custom width
• Autoajustar al contenido to fit the text
• Autoajustar a la ventana to fit the space
• Set the separator character under "Separar texto en"

Adding Headers and Footers

• Add headers and footers as well as changing page numbers
• Select Insertar > Encabezado or Pie de página
• Then scroll through the designs and pick one
• Type the desited text in the header or footer
• Select "Cerrar encabezado y pie de página" when done

Adding and Removing Page Breaks

• Insert a manual page break where you want a new page
• Select the Insertar > Salto de página
• Ctrl+Enter can also be used

Viewing Page Breaks

• Select Inicio > Mostrar u ocultar to view page breaks

Removing a Page Break

• Display page breaks, select the one to remove, and press Delete

Changing Page Orientation, Size, and Margins

• Change page orientation, size, and margins in the Formato tab

Setting Margins

• For custom margins, select Márgenes personalizados
• Use the arrows to adjust and then click Aceptar

Using the Ruler to Adjust Margins

• To activate the ruler, select Vista and check the Regla box
• Margins will show up in grey on the ruler
• Hover over it and wait till the arrow appears, then you can modify it

Checking Word Count and Statistics

• Use the status bar to view word count, pages, characters, paragraphs or lines

Checking Document Statistics

• To view the number of words, select what you want to count
• The status bar will show the count of the selection as well as the whole document
• To display characters and line count, click on the counter in the status bar

Mail Merge Overview

• Combines data from a list with a main document to create personalized copies
• Requires the main document, a mailing list, and the combined document

Data Sources

• Word can import data from various sources for mail merge
• If you don't have a mailing list, you can create one during the mail merge process
• Common data sources include Excel spreadsheets

Mail Merge with Excel Spreadsheets

• Data must be formatted correctly for Word to read correctly
• Column names in the spreadsheet should match field names in the merge
• Format consistent data such as percentages, currencies, and codes
• Save the excel sheet locally to your computer

Starting the Mail Merge

• Open the Word document for the mail merge
• Go to Correspondencia > Iniciar combinación de correspondencia
• Then select letter, email, envelope, labels, directory, etc

Selecting Recipients

• Go to Correspondencia > Seleccionar destinatarios
• Then select Usar una lista existente
• Select the Excel sheet and the worksheet and click Aceptar
• Select Editar lista de destinatarios to view data source and select recipients and click Aceptar