Microsoft Word Step by Step: Guide to Microsoft 365 and Office 2021 PDF
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This book is a step-by-step guide to using Microsoft Word. It covers basic functions such as creating and managing documents and entering and editing text. It also explores more advanced topics like formatting text, organizing information in tables and columns, and applying styles.
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Microsoft Word Step by Step (Microsoft 365 and Office 2021) Joan Lambert © Microsoft Word Step by Step (Microsoft 365 and Office 2021) Editor-in-Chief Published with the authorization of Microsoft Corporation by: Brett Bartow Pearson Education,...
Microsoft Word Step by Step (Microsoft 365 and Office 2021) Joan Lambert © Microsoft Word Step by Step (Microsoft 365 and Office 2021) Editor-in-Chief Published with the authorization of Microsoft Corporation by: Brett Bartow Pearson Education, Inc. Executive Editor Loretta Yates Copyright © 2023 by Pearson Education Inc. Development Editor All rights reserved. This publication is protected by copyright, and permission Songlin Qiu must be obtained from the publisher prior to any prohibited reproduction, storage in a retrieval system, or transmission in any form or by any means, Managing Editor electronic, mechanical, photocopying, recording, or likewise. For information Sandra Schroeder regarding permissions, request forms, and the appropriate contacts within Senior Project Editor the Pearson Education Global Rights & Permissions Department, please visit Tracey Croom www.pearson.com/permissions. Project Editor/Copy Editor No patent liability is assumed with respect to the use of the information contained Dan Foster herein. Although every precaution has been taken in the preparation of this book, Indexer the publisher and author assume no responsibility for errors or omissions. Nor Valerie Haynes Perry is any liability assumed for damages resulting from the use of the information contained herein. Proofreader Scout Festa ISBN-13: 978-0-13-752272-9 Technical Editor ISBN-10: 0-13-752272-X Laura Acklen Library of Congress Control Number: 2023935870 Editorial Assistant Cindy Teeters ScoutAutomatedPrintCode Cover Designer Trademarks Twist Creative, Seattle Microsoft and the trademarks listed at http://www.microsoft.com on the Compositor “Trademarks” webpage are trademarks of the Microsoft group of companies. Danielle Foster All other marks are property of their respective owners. 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Contents Acknowledgments........................................................ xi About the author......................................................... xii i Who this book is for...................................................... xiii The Step by Step approach................................................ xiii Features and conventions................................................. xiv Download the practice files............................................... xv E-book edition........................................................... xix Get support and give feedback............................................ xix Errata and support................................................... xix Stay in touch......................................................... xix Sidebar: Adapt exercise steps......................................... xx Part 1: Get started with Microsoft Word 365 1 Word basics......................................................3 Start Word................................................................ 4 Work in the Word user interface............................................ 5 Identify app window elements......................................... 7 Sidebar: About Microsoft 365 apps..................................... 8 Work with the ribbon and status bar................................... 16 Sidebar: Adapt procedures for your environment....................... 18 Sidebar: Discover new features........................................ 25 Manage Microsoft 365 app settings....................................... 26 Sidebar: Microsoft account options.................................... 27 Get help and provide feedback............................................ 31 Key points............................................................... 36 Practice tasks............................................................ 37 iii 2 Create and manage documents................................... 41 Create documents........................................................ 42 Open and move around in documents..................................... 47 Open existing documents............................................. 47 Sidebar: Open documents in Protected View........................... 50 Sidebar: Open and edit PDF files in Word.............................. 51 Move around in documents........................................... 52 Display different views of documents...................................... 56 Display and edit file properties............................................ 63 Save and close documents................................................ 64 Manually save documents............................................ 65 Sidebar: Save files to OneDrive........................................ 68 Automatically save documents........................................ 70 Save documents in other formats...................................... 70 Sidebar: Maintain compatibility with earlier versions of Word........... 73 Close documents..................................................... 74 Key points............................................................... 75 Practice tasks............................................................ 76 3 Enter and edit text............................................... 81 Enter and import text..................................................... 82 Select, move, copy, and delete text........................................ 85 Sidebar: Paste options................................................ 90 Find and replace text..................................................... 93 Use reference and research tools.......................................... 98 Sidebar: Install Office tools............................................ 99 Sidebar: Display document statistics...................................101 Key points.............................................................. 103 Practice tasks........................................................... 104 iv Part 2: Create professional documents 4 Modify the structure and appearance of text..................... 111 Apply paragraph formatting..............................................112 Configure alignment.................................................113 Configure vertical spacing............................................114 Configure indents....................................................118 Sidebar: Configure paragraph borders and shading....................121 Structure content manually.............................................. 122 Apply character formatting.............................................. 126 Sidebar: Character formatting and case considerations.................131 Sidebar: Format the first letter of a paragraph as a drop cap............ 133 Create and modify lists.................................................. 134 Sidebar: Format text as you type..................................... 139 Apply built-in styles to text.............................................. 140 Apply styles......................................................... 140 Manage outline levels............................................... 145 Change the document theme............................................ 147 Key points...............................................................151 Practice tasks........................................................... 152 5 Organize information in columns and tables...................... 157 Present information in columns.......................................... 158 Create tabbed lists...................................................... 166 Present information in tables............................................. 168 Sidebar: Insert spreadsheet content into a document.................. 170 Sidebar: Other table layout options................................... 176 Format tables........................................................... 183 Sidebar: Quick Tables................................................ 188 Key points.............................................................. 190 Practice tasks............................................................191 v 6 Add simple graphic elements....................................195 Insert, move, and resize pictures......................................... 196 Sidebar: Graphic formats............................................. 198 Edit and format pictures................................................. 200 Sidebar: Add video content to documents............................ 210 Provide additional information about pictures.............................211 Insert screen clippings................................................... 214 Insert and format icons.................................................. 216 Sidebar: Work with scalable vector graphics........................... 218 Draw and modify shapes................................................. 219 Sidebar: Use the drawing canvas to draw shapes....................... 220 Draw and add text to shapes......................................... 220 Sidebar: Locate additional formatting commands..................... 221 Move and modify shapes............................................ 222 Format shapes...................................................... 224 Sidebar: Insert symbols.............................................. 226 Build equations......................................................... 229 Sidebar: Math AutoCorrect.......................................... 233 Key points.............................................................. 236 Practice tasks........................................................... 237 Part 3: Enhance document content 7 Insert and modify diagrams and 3D models..................... 245 Create diagrams......................................................... 246 Modify diagrams........................................................ 251 Create picture diagrams................................................. 257 Insert and modify 3D models............................................ 259 Insert 3D models.................................................... 259 Modify 3D models.................................................. 262 Key points.............................................................. 264 Practice tasks........................................................... 265 vi 8 Insert and modify charts....................................... 269 Create charts............................................................ 270 Sidebar: Custom chart templates..................................... 274 Modify charts........................................................... 275 Manage chart data.................................................. 275 Modify the display of chart elements................................. 278 Sidebar: Pie charts................................................... 283 Format charts........................................................... 284 Key points.............................................................. 288 Practice tasks........................................................... 289 9 Format document elements.................................... 293 Format the page background............................................ 294 Insert a background watermark.......................................... 300 Insert headers, footers, and page numbers................................ 305 Insert preformatted document parts..................................... 310 Sidebar: Insert and link custom text boxes............................ 316 Key points.............................................................. 317 Practice tasks........................................................... 318 10 Organize and arrange content...................................321 Reorganize document outlines........................................... 322 Manage content in the Navigation pane.............................. 322 Manage content in Outline view...................................... 324 Arrange objects on a page............................................... 328 Use tables to control page layout......................................... 338 Sidebar: Structure content for accessibility............................ 339 Key points.............................................................. 341 Practice tasks........................................................... 342 vii Part 4: Review and finalize documents 11 Collaborate on documents..................................... 347 Mark up documents..................................................... 348 Insert comments.................................................... 348 Track changes....................................................... 350 Display and review document markup.................................... 354 Display markup..................................................... 355 Review and respond to comments.................................... 360 Review and process tracked changes................................. 363 Compare and combine documents....................................... 365 Compare and combine separate copies of a document................ 365 Sidebar: Remember to check for errors............................... 365 Compare separate versions of a document............................ 369 Control content changes................................................. 370 Restrict actions...................................................... 370 Restrict access by using a password................................... 376 Coauthor documents.................................................... 380 Key points.............................................................. 386 Practice tasks........................................................... 387 12 Finalize and distribute documents...............................391 Locate and correct text errors............................................ 392 Preview and adjust page layout.......................................... 403 Control what appears on each page...................................... 409 Prepare documents for electronic distribution............................ 414 Sidebar: Accessibility issues.......................................... 418 Print and send documents............................................... 421 Key points.............................................................. 427 Practice tasks........................................................... 428 viii Part 5: Use advanced Word functions 13 Reference content and content sources......................... 433 Insert bookmarks and cross-references................................... 434 Sidebar: Hyperlink to additional resources............................ 438 Display document information in fields...................................440 Insert and modify footnotes and endnotes................................444 Create and modify tables of contents.....................................446 Sidebar: Other reference tables...................................... 451 Create and modify indexes............................................... 453 Cite sources and compile bibliographies.................................. 460 Key points.............................................................. 466 Practice tasks........................................................... 467 14 Merge data with documents and labels......................... 473 Understand the mail merge process...................................... 474 Start the mail merge process............................................. 475 Get started with letters.............................................. 476 Get started with labels............................................... 477 Get started with email messages..................................... 480 Sidebar: Attaching files to email merge messages..................... 481 Choose and refine the data source....................................... 482 Select an existing data source........................................ 483 Create a new data source............................................ 486 Refine the data source records....................................... 487 Sidebar: Refresh data................................................ 492 Insert merge fields...................................................... 492 Preview and complete the merge........................................ 495 Create individual envelopes and labels.................................... 497 Generate individual envelopes....................................... 498 Generate individual mailing labels.................................... 502 Key points.............................................................. 504 Practice tasks........................................................... 505 ix 15 Create custom document elements............................. 509 Create and modify styles................................................ 510 Create and manage custom themes...................................... 517 Create and attach templates............................................. 520 Create custom building blocks........................................... 525 Key points.............................................................. 529 Practice tasks........................................................... 530 16 Customize options and the user interface....................... 533 Change default Word options............................................ 534 Manage general Office and Word options............................ 535 Manage display options............................................. 539 Sidebar: Controlling connected experiences.......................... 540 Manage proofing options............................................ 541 Manage file saving options..........................................544 Manage language options........................................... 547 Manage advanced options........................................... 551 Display and customize the Quick Access Toolbar.......................... 560 Sidebar: Transfer user interface customizations to another Word installation............................................ 565 Customize the ribbon.................................................... 566 Manage add-ins and security options..................................... 570 Manage add-ins..................................................... 570 Configure Trust Center options....................................... 572 Key points.............................................................. 578 Practice tasks........................................................... 579 Appendix: Keyboard shortcuts........................................... 583 Glossary.................................................................611 Index................................................................... 621 x Acknowledgments Every book represents the combined efforts of many individuals. First and foremost, I must extend my deep appreciation to Paul McFedries for jumping into the void to contribute to many chapters of this edition of the book. Paul is the author of several books in the Step by Step series. We’ve worked together on a few, although we’ve never met in person. At Pearson, I’m thankful to Loretta Yates for the continuing opportunity to be part of this series, to Charvi Arora and Malobika Chakraborty for keeping things on track, and to Tracey Croom for overseeing the production process. Laura Acklen performed the technical review of this book, helping us to catch some of the many changes Microsoft rolled out to Word between the time we started and the time we finished creat- ing this content. I’m sure there will be more by the time this book reaches your hands! Please use the feedback mechanism described in the Introduction to let us know about any issues you find. It was a pleasure to work once again with the production team of Dan Foster (copy editor and absolutely priceless backup developmental editor and technical reviewer), Danielle Foster (com- positor and graphics processor), Valerie Haynes Perry (indexer), and Scout Festa (proofreader). They are consummate professionals, and I become a better author each time I work with them. As always, many thanks and all my love to my divine daughter, Trinity Preppernau. xi About the author Joan Lambert is a certified expert in accessibility, training, Adobe InDesign, Intuit QuickBooks, Dynamics, Windows Server technologies, and many Microsoft applications and systems including Access, Excel, OneNote, Outlook, PowerPoint, SharePoint, Windows, and Word. A former small business owner and recovering workaholic, she has worked for over 36 years with Microsoft and Microsoft technologies and for over 26 years in the training and certification industry. As a member of the Pearson VUE Accessibility team since 2022, Joan has gained a new perspective on computer interactions and the importance of providing equitable access to technology and content. Through her books, Joan enjoys help- ing people gain confidence and increase their productivity. She has written more than 50 books about Windows, Office, and SharePoint technologies, including dozens of Step by Step books and five generations of Microsoft Office Specialist certification study guides. Students who use the GO! with Microsoft Office textbook products from Pearson may overhear her cheerfully demon- strating Office features in the videos that accompany the series. A native of the Pacific Northwest, Joan has had the good fortune to live in many parts of the world—including Germany, New Zealand, Sweden, and Denmark—and many of our United States. She currently resides with her family—one daughter, two dogs, two cats, and five chickens— in the Beehive State, where she enjoys the majestic mountain views, mostly blue skies, and occasional snowstorm. xii Introduction i Welcome! This Step by Step book has been designed so you can read it from the begin- ning to learn about Microsoft Word 365 (or Word 2021) and then build your skills as you learn to perform increasingly specialized procedures. Or, if you prefer, you can jump in wherever you need guidance for performing tasks. The how-to steps are delivered crisply and concisely—just the facts. You’ll also find informative graphics that support the instructional content. Who this book is for Microsoft Word Step by Step (Microsoft 365 and Office 2021) is designed for use as a learning and reference resource by people who want to use Word to create and edit documents, and who want to make use of the many features that help users achieve an attractive and professional result. The book content is designed to be useful for people who are upgrading from earlier versions of Word and for people who are discovering Word for the first time. The Step by Step approach This book’s coverage is divided into parts representing general Word skill sets. Each part is divided into chapters representing skill set areas, and each chapter is divided into topics that group related skills. Each topic includes expository information followed by generic procedures. At the end of the chapter, you’ll find a series of practice tasks that you can complete on your own by using the skills taught in the chapter. You can use the practice files available from this book’s website to work through the practice tasks, or you can use your own files. xiii Introduction Features and conventions This book has been designed to lead you step by step through tasks you’re likely to want to perform in Word. The topics are all self-contained, so you can start at the beginning and work your way through all the procedures or reference them indepen- dently. If you have worked with a previous version of Word, or if you complete all the exercises and later need help remembering how to perform a procedure, the follow- ing features of this book will help you locate specific information: Detailed table of contents Browse the listing of the topics, sections, and sidebars within each chapter. Chapter thumb tabs and running heads Identify the pages of each chapter by the thumb tabs on the book pages’ open fore edge. Find a specific chapter by number or title by looking at the running heads at the top of even-num- bered (verso) pages. Topic-specific running heads Within a chapter, quickly locate the topic you want by looking at the running heads at the top of odd-numbered (recto) pages. Practice tasks page tabs Easily locate the practice tasks at the end of each chapter by looking for the full-page stripe on the book’s fore edge. Detailed index Look up coverage of specific tasks and features in the index at the back of the book. You can save time when reading this book by understanding how the Step by Step series provides procedural instructions and auxiliary information and identifies on- screen and physical elements that you interact with. The following table lists content formatting conventions used in this book. xiv Introduction Convention Meaning TIP This reader aid provides a helpful hint or shortcut to simplify a task. IMPORTANT This reader aid alerts you to a common problem or provides information necessary to successfully complete a procedure. SEE ALSO This reader aid directs you to more information about a topic in this book or elsewhere. 1. Numbered steps Numbered steps guide you through generic procedures in each 2. topic and hands-on practice tasks at the end of each chapter. 3. Bulleted lists Bulleted lists indicate single-step procedures and sets of multiple alternative procedures. Interface objects In procedures and practice tasks, semibold black text indicates on-screen elements that you should select (click or tap). User input Light semibold formatting identifies specific information that you should enter when completing procedures or practice tasks. Ctrl+P A plus sign between two keys indicates that you must select those keys at the same time. For example, “press Ctrl+P” directs you to hold down the Ctrl key while you press the P key. Emphasis and URLs In expository text, italic formatting identifies web addresses and words or phrases we want to emphasize. Download the practice files Before you can complete the practice tasks in this book, you must download the book’s practice files to your computer from: MicrosoftPressStore.com/Word365SBS/downloads Follow the instructions on the webpage. IMPORTANT Word and other Microsoft 365 apps are not available from this book’s website. You should install Word 365 from the Microsoft 365 desktop app or from www.microsoft.com/microsoft-365, or install Word 2021, before working through the procedures and practice tasks in this book. xv Introduction You can open the files that are supplied for the practice tasks and save the finished versions of each file. If you want to repeat practice tasks later, you can download the original practice files again. SEE ALSO For information about opening and saving files, see “Open and move around in documents” in Chapter 2, “Create and manage documents.” The following table lists the files available for use while working through the practice tasks in this book. Chapter Folder File Part 1: Get started with Microsoft Word 1: Word basics Word365SBS\Ch01 None 2: Create and manage Word365SBS\Ch02 DisplayViews.docx documents EditProperties.docx NavigateFiles.docx 3: Enter and edit text Word365SBS\Ch03 EditText.docx FindText.docx ImportText.docx ResearchText.docx Part 2: Create professional documents 4: Modify the structure and Word365SBS\Ch04 ApplyStyles.docx appearance of text ChangeTheme.docx CreateLists.docx FormatCharacters.docx FormatParagraphs.docx StructureContent.docx 5: Organize information in Word365SBS\Ch05 AddColumns.docx columns and tables CreateTabbedLists.docx CreateTables.docx FormatTables.docx xvi Introduction Chapter Folder File 6: Add simple graphic Word365SBS\Ch06 AddInformation.docx elements Bamboo1.jpg EditPictures.docx InsertClippings.docx InsertIcons.docx InsertPictures.docx Part 3: Enhance document content 7: Insert and modify Word365SBS\Ch07 Astronaut.glb diagrams and 3D models Chickens.jpg Create3DModels.docx CreateDiagrams.docx CreatePictograms.docx Fish.jpg Globe.glb ModifyDiagrams.docx Penguins.jpg Tiger.jpg 8: Insert and modify charts Word365SBS\Ch08 CreateCharts.docx FormatCharts.docx ModifyCharts.docx Temperatures.xlsx 9: Format document Word365SBS\Ch09 AddWatermarks.docx elements Clouds.jpg InsertBuildingBlocks.docx InsertHeadersFooters.docx Logo.jpeg 10: Organize and arrange Word365SBS\Ch10 ArrangeObjects.docx content Bamboo1.jpg Bamboo2.jpg ControlLayout.docx ReorganizeOutlines.docx xvii Introduction Chapter Folder File Part 4: Review and finalize documents 11: Collaborate on Word365SBS\Ch11 ControlChanges.docx documents MergeDocs1.docx MergeDocs2.docx ReviewComments.docx TrackChanges.docx 12: Finalize and distribute Word365SBS\Ch12 ControlLayout.docx documents CorrectErrors.docx PrepareDocument.docx PreviewPages.docx PrintDocument.docx Part 5: Use advanced Word functions 13: Reference content and Word365SBS\Ch13 CompileBibliography.docx content sources CreateIndexes.docx CreateTOC.docx DisplayFields.docx InsertBookmarks.docx InsertFootnotes.docx 14: Merge data with Word365SBS\Ch14 CreateEnvelopes.docx documents and labels CustomerList.csv CustomerList.xlsx InsertFields.docx PolicyholdersList.xlsx RefineData.docx StartMerge.docx 15: Create custom document Word365SBS\Ch15 ChangeTheme.docx elements CreateBuildingBlocks.docx CreateStyles.docx CreateTemplates.docx CreateThemes.docx 16: Customize options and Word365SBS\Ch16 None the user interface xviii Introduction E-book edition If you’re reading the e-book edition of this book, you can do the following: Search the full text Print Copy and paste You can purchase and download the e-book edition from the Microsoft Press Store at: MicrosoftPressStore.com/Word365SBS/detail Get support and give feedback We’ve made every effort to ensure the accuracy of this book and its companion con- tent. We welcome your feedback. Errata and support If you discover an error, please submit it to us at: MicrosoftPressStore.com/Word365SBS/errata We’ll investigate all reported issues, update downloadable content if appropriate, and incorporate necessary changes into future editions of this book. For additional book support and information, please visit: MicrosoftPressStore.com/Support For assistance with Microsoft software and hardware, visit the Microsoft Support site at: support.microsoft.com Stay in touch Let’s keep the conversation going! We’re on Twitter at twitter.com/MicrosoftPress. xix Introduction Adapt exercise steps This book contains many images of the Word user interface elements (such as the ribbon and the app window) that you’ll work with while performing tasks in Word 365 on a Windows computer. Unless we’re demonstrating an alternative view of content, the screenshots shown in this book were captured on a horizontally oriented dis- play at a screen resolution of 1920 × 1080 and a magnification of 100 percent. If your settings are different, the ribbon on your screen might not look the same as the one shown in this book. As a result, exercise instructions that involve the ribbon might require a little adaptation. Simple procedural instructions use this format: On the Insert tab, in the Illustrations group, select the Chart button. If the command is in a list, our instructions use this format: On the Home tab, in the Editing group, select the Find arrow and then, in the Find list, select Go To. If differences between your display settings and ours cause a button to appear differ- ently on your screen than it does in this book, you can easily adapt the steps to locate the command. First select the specified tab, and then locate the specified group. If a group has been collapsed into a group list or under a group button, select the list or button to display the group’s commands. If you can’t immediately identify the button you want, point to likely candidates to display their names in ScreenTips. xx Introduction Multistep procedural instructions use this format: 1. To select the paragraph that you want to format in columns, triple-click the paragraph. 2. On the Layout tab, in the Page Setup group, select the Columns button to display a menu of column layout options. 3. On the Columns menu, select Three. On subsequent instances of instructions that require you to follow the same process, the instructions might be simplified in this format because the working location has already been established: 1. Select the paragraph that you want to format in columns. 2. On the Columns menu, select Three. The instructions in this book assume that you’re selecting on-screen content and user interface elements on your computer by clicking (with a mouse, touchpad, or other hardware device) or tapping a touchpad or the screen (with your finger or a stylus). Instructions refer to Word user interface elements that you click or tap on the screen as buttons, and to physical buttons that you press on a keyboard as keys, to conform to the standard terminology used in documentation for these products. When the instructions tell you to enter information, you can do so by typing on a con- nected external keyboard, tapping an on-screen keyboard, or even speaking aloud, depending on your computer setup and your personal preferences. xxi Pearson’s Commitment to Diversity, Equity, and Inclusion Pearson is dedicated to creating bias-free content that reflects the diversity of all learners. We embrace the many dimensions of diversity, including but not limited to race, ethnicity, gender, socioeconomic status, ability, age, sexual orientation, and religious or political beliefs. Education is a powerful force for equity and change in our world. It has the potential to deliver opportunities that improve lives and enable economic mobility. As we work with authors to create content for every product and service, we acknowledge our responsibility to demonstrate inclusivity and incorporate diverse scholarship so that everyone can achieve their potential through learning. As the world’s leading learn- ing company, we have a duty to help drive change and live up to our purpose to help more people create a better life for themselves and to create a better world. Our ambition is to purposefully contribute to a world where: Everyone has an equitable and lifelong opportunity to succeed through learning. Our educational products and services are inclusive and represent the rich diversity of learners. Our educational content accurately reflects the histories and experiences of the learners we serve. Our educational content prompts deeper discussions with learners and moti- vates them to expand their own learning (and worldview). While we work hard to present unbiased content, we want to hear from you about any concerns or needs with this Pearson product so that we can investigate and address them. Please contact us with concerns about any potential bias at https://www.pearson.com/report-bias.html. Create and manage documents 2 Using Microsoft Word, you can create many different In this chapter types of documents, for many different purposes. Word is widely used in schools, businesses, and many kinds Create documents of organizations to create letters, newsletters, reports, Open and move around in résumés, and other documents that contain text. Word documents provides a lot of flexibility in document design, so you can also create documents that contain images and Display different views of content that doesn’t fit a standard sheet of paper, such as documents mailing labels, trifold brochures, greeting cards, business Display and edit file properties cards, certificates, and signs. Save and close documents You can open and work with documents from a variety of locations. Word introduces methods of quickly access- ing documents from multiple computers that can save you time and conserve storage space. When working in a Word document, you can display different views of the content and the document structure, and use different methods to move around within the document. You can also display and modify document properties, such as the name of the document author and any keywords that apply to the document. This chapter guides you through procedures related to creating documents, opening and moving around in documents, displaying different views of documents, displaying and editing file properties, and saving and closing documents. 41 Chapter 2: Create and manage documents Create documents All documents are based on templates. Even when you create a “blank” document, that document is based on the default Normal template in Word. You can create a blank document of the default file type or create a document with a predefined design, such as one of the other templates provided with Word. Each non-blank tem- plate incorporates specific design elements such as fonts and colors. Most non-blank templates also include typical information that you can modify or build on to create a useful document. When you start Word, the app displays the Home page that gives you options for opening an existing file or creating a new one. In the New section, you see several templates, including Blank document, which creates a new, empty document based on the Normal template. In the Home page, you can select More templates to open the New page of the Backstage view. The Home page appears by default but can be disabled TIP The document templates available in Word include standard templates that have been available for many years and featured templates that change occasionally. The templates on the New page of the Backstage view in your installation of Word might be differ- ent from those shown in images in this book. 42 Create documents If you’re already working in Word, you can create a new document from the New page of the Backstage view. The same templates and search options are available from both the Home page and the New page. 2 Word provides document templates for a wide variety of purposes If you create custom templates and save them in your Custom Office Templates folder, Featured and Personal links appear below the search box on the New page. You can select these links to switch between viewing app-supplied templates on the Featured page and your custom templates on the Personal page. SEE ALSO For information about creating custom templates, see “Create and attach templates” in Chapter 15, “Create custom document elements.” You can start with a blank document that contains one page. You can then add content, apply structure and design elements, and make any necessary configuration changes. 43 Chapter 2: Create and manage documents New blank documents are based on the built-in Normal template by default. You can save time by basing your document on a content template and then customizing the content provided in the template to meet your needs. Most Word templates are for specific types of documents, and many are pre- populated with text, tables, images, and other content that you can modify to fit your needs. A few of the templates are installed on your computer with Word. Many more templates are maintained on the Microsoft 365 website, but you can locate and use them directly from within Word (provided you have an internet connection). The available templates vary depending on whether you’re working online or offline. When you’re working online (that is, when your computer has an active internet connection, regardless of whether you’re using it to do anything else), the New page displays thumbnails of featured templates. These vary based on the season; for example, they might include holiday-specific or season-specific templates for creating announcements, invitations, and newsletters. The search box is active; you can enter a search term to display related online templates, or select a category below the search box to display online templates in that category. When you’re working offline, the New page displays only templates stored on your computer. These include any templates that you’ve already used and a selection of letter, newsletter, report, and résumé templates. The search box is unavailable; you can only search the offline templates by scrolling through the thumbnails on the New page. Word document templates contain elements such as the following: Formatting Most templates contain formatting, which in addition to styles can include page-layout settings, backgrounds, and themes. A template that contains only formatting defines the look of the document; you add your own content. Text Templates can also contain text that you customize for your own pur- poses. For example, if you base a new document on an agenda template from the Microsoft 365 website, the text of the agenda is already in place; all you have to do is customize it. Sometimes, a document based on a template displays formatted text placeholders surrounded by square brackets—for example, [Company Name]—instead of actual text. You replace a placeholder with your own text by selecting the placeholder and then typing the replace- ment. If you don’t need a placeholder, you can delete it. 44 Create documents Graphics, tables, charts, and diagrams Templates can contain ready-made graphic elements, either for use as is or as placeholders for elements tailored to the specific document. Building blocks Some templates make custom building blocks, such as 2 headers and footers or a cover page, available for use with a particular type of document. They might also include AutoText, such as contact information or standard copyright or privacy policies. SEE ALSO For information about working with building blocks, see “Insert preformatted document parts” in Chapter 9, “Format document elements,” and “Create custom building blocks” in Chapter 15. Custom tabs, commands, and macros Sophisticated templates might include custom ribbon tabs or toolbars with commands and macros specific to the purposes of the template. A macro is a recorded series of commands that helps a user perform a process with minimal effort. The topic of macros is beyond the scope of this book; for information, refer to Word Help. TIP Current Word template files have one of two file name extensions, depend- ing on their content. Those that contain macros have the.dotm file name extension; those that don’t contain macros have the.dotx extension. When you base a new document on a template, that template is attached to the document. The styles defined in the attached template appear in the Styles pane so that you can quickly apply them to any content you add to the document. You can change the document template by attaching a different one. SEE ALSO For information about attaching templates to existing documents, see “Create and attach templates” in Chapter 15. To create a new blank document 1. Start Word. Word automatically creates a blank document and displays the Home page of the Backstage view. 2. Press the Esc key to close the Backstage view. Or 45 Chapter 2: Create and manage documents 1. If Word is already running, select the File tab to display the Backstage view. 2. Do either of the following: In the New section at the top of the Home page of the Backstage view, select the Blank document thumbnail. In the left pane of the Backstage view, select New. Then on the New page of the Backstage view, select the Blank document thumbnail. To preview design templates 1. Display the New page of the Backstage view. 2. On the New page, scroll through the pane to view the design templates that were installed with Word. 3. Select any thumbnail to open a preview window that displays a sample docu- ment page. Then do any of the following: To create a document based on the template that is active in the preview window, select the Create button. To view the next or previous template, select the arrow to the right or left of the preview window. To close the preview window without creating a document, select the Close button in the upper-right corner of the preview window or click or tap out- side the preview window. When you select a template thumbnail, Word displays a preview of the template 46 Open and move around in documents To create a document based on an installed template 1. Display the New page of the Backstage view. 2. Scroll through the pane to locate the design you want to use. 2 3. Double-click the thumbnail to create the document. To create a document based on an online template 1. Display the New page of the Backstage view. 2. Do either of the following to display templates related to a specific topic: In the search box, enter a term related to the template content or design you’re looking for, and then select the Search button or press Enter. Below the search box, select one of the suggested searches. 3. Scroll through the pane to locate a design that fits your needs. 4. Double-click any thumbnail to create a file based on the template. To clear a template search To the left of the search box, select Back. Open and move around in documents In addition to templates, the Home page displays documents you’ve worked in recently, documents you’ve pinned to the page so they’re always available, and docu- ments other people have shared with you. Open existing documents If the document you want to open appears on the Home page, you can open it directly from there. Otherwise, you can open documents stored locally on your computer or in a remote storage location such as a Microsoft OneDrive folder or a Microsoft SharePoint document library, either from within Word or from the docu- ment storage location. 47 Chapter 2: Create and manage documents TIP If you receive a Word document as an attachment to an email message, you can open the attached document and start Word, if it isn’t already running, from within Outlook, or you can preview the document content directly in the Outlook Reading pane without starting Word. IMPORTANT Never open a Word document attached to an email message if you do not know the sender because malicious users can embed malware within Word files. Even if you know the sender, if you weren’t expecting the Word document, it’s best to check with the sender to make sure the file was sent legitimately (and not, say, by a malicious user having hijacked or spoofed that person’s email). For more information, see the sidebar “Open documents in Protected View” later in this chapter. The Open page includes all the locations you’ve linked to from Microsoft 365 apps The Open page displays only documents saved in the Word-specific file formats (.docx and.doc) and templates created for those standards. For more information about file formats, see “Save and close documents” later in this chapter. 48 Open and move around in documents The Recent list in the right pane of the Open page provides quick access to the docu- ments you’ve worked with recently. The Recent list includes locally stored documents and documents that you’ve worked with while signed in with your current account on any computer, tablet, or other device, if the documents are stored in a shared loca- 2 tion. This is one of the tremendous benefits of the Microsoft 365 subscription model and the cloud storage that comes with it: you can be up and running on a new com- puter in minutes, without having to move files or configure settings and preferences. If you use multiple computers, you can use this very convenient feature to seamlessly transition between computers without having to transport files (on a USB flash drive or hard drive) or maintain multiple copies of files in different locations. SEE ALSO For more information about Microsoft 365 apps, see the sidebar “About Microsoft 365 Apps” in Chapter 1, “Word basics.” To ensure that you can find a specific document quickly regardless of whether you’ve worked with it recently, you can pin it to your document list. On the Open page, pinned files appear in the Pinned section at the top of the list and are indicated by a thumbtack. On the Home page, they appear on the Pinned tab. To open a recent document 1. Start Word. 2. On the Home page, in the Recent list, select the file name of the file you want to open. Or 1. With Word running, select the File tab to display the Backstage view. 2. In the left pane of the Backstage view, select Open to display the Open page. 3. With Recent selected at the top of the left pane of the Open page, scroll through the file list in the right pane if necessary to locate the document you want to open. Then select the file name to open it. 49 Chapter 2: Create and manage documents Open documents in Protected View When you open a document from an online location (such as a cloud storage location or email message) or from a location that has been deemed unsafe, Word opens the file in Protected View, with most editing functions disabled. This prevents any malicious code from gaining access to your computer. If you’re uncertain about the origin of a file that you’re opening, you can choose to open the file in Protected View. In Protected View, the title bar displays [Read-Only] to the right of the file name, and a yellow banner at the top of the content pane provides information about why the file has been opened in Protected View. If you know that the document is from a safe location or sender, and you want to edit the file content, you can choose to enable editing. If you don’t intend to modify the file content, you can hide the banner by selecting the Close button (the X) at its right end. If you want to open documents from a specific online storage folder without going into Protected View, you can add that folder (and its subfolders, if you want) to your Trusted Locations list. For information about trusted locations and other Trust Center settings, see “Manage add-ins and security options” in Chapter 16, “Customize options and the user interface.” To pin a document to the Recent file list 1. Display the Recent list on the Open page of the Backstage view. 2. If necessary, scroll through the list to locate the file you want to pin. 3. Point to the file name, and then select the Pin button that appears to the right of the file name to add the file to the Pinned area at the top of the Recent list on the Open page and to the Pinned tab on the Home page. To open any existing document from within Word 1. Do either of the following to display the Open page of the Backstage view: Start Word, and then select Open. With Word running, display the Backstage view, and then select Open. 2. In the location list, select the local or network storage location where the file is stored. 50 Open and move around in documents 3. Navigate to the file storage folder you want by using one of the following methods: In the right pane, select Folders. Then select pinned or recently accessed 2 folders until you reach the folder you want. In the left pane, select Browse to display the Open dialog. Then select fold- ers in the Navigation pane, double-click folders in the file pane, or enter the folder location in the Address bar. 4. Double-click the document you want to open. TIP In the Open dialog, selecting a file name and then selecting the Open arrow displays a list of alternative ways to open the selected document. To look through a document without making any inadvertent changes, you can open the document as read-only, open a copy of the document, or open it in Protected View. You can also open the document in a web browser. In the event of a computer crash or other similar incident, you can instruct the app to open the document and try to repair any damage. Open and edit PDF files in Word A useful feature of Word is the ability to open PDF files and edit them by using all the standard Word features. When you finish, you can save the file as a document or as a PDF. To open a PDF file in Word, do either of the following: In File Explorer, right-click or long-press (tap and hold) the PDF file, select Open with, and then select Word. If you don’t see Word in the list of apps, select Choose another app, select Word, and then select Just once. In Word, display the Open page of the Backstage view, navigate to the file location, select the file, and then select Open. (In the Open dialog, PDF files fall into the category of Word Documents.) Word converts the file to an editable Word document. If the file contains complicated formatting and layout, the Word version of the document might not be a perfect replica of the PDF, but most simple files convert cleanly. 51 Chapter 2: Create and manage documents To open a file directly from a OneDrive storage site 1. In your web browser, navigate to the OneDrive folder. 2. Browse to and select the file you want to open. 3. If prompted to do so, enter the Microsoft account credentials associated with your OneDrive, and then select Sign in. Or 1. In File Explorer, navigate to the OneDrive folder. 2. Browse to and double-click the file you want to open. 3. If prompted to do so, enter the Microsoft account credentials associated with your OneDrive, and then select Sign in. Move around in documents If you open a document that is too long or too wide to fit in the content pane, you can bring off-screen content into view without changing the location of the cursor by using the vertical and horizontal scroll bars. The scroll bars appear only when the document is longer or wider than the content pane. To remove distractions, the scroll bars and pointer fade from sight when you’re not using the mouse. You can make them reappear by moving the mouse. You can also move around in a document by moving the cursor. You can place the cursor in a specific location by clicking or tapping there, or you can move the cursor different distances and in different directions and by pressing keyboard keys. The cursor location is displayed on the status bar. By default, the status bar displays the page the cursor is on, but you can also display the cursor’s location by section, line number, and column, and in inches from the top of the page. SEE ALSO For information about displaying information on the status bar, see “Work with the ribbon and status bar” in Chapter 1. In a long document, you might want to move quickly among elements of a certain type—for example, from heading to heading, from page to page, or from graphic to graphic. You can do this from the Navigation pane. 52 Open and move around in documents 2 In the Navigation pane, you can move to the next object of a specific type SEE ALSO For information about working in the Navigation pane, see “Display different views of documents,” later in this chapter. For information about using the Navigation pane to search for specific content in a document, see “Find and replace text” in Chapter 3, “Enter and edit text.” A greater variety of browsing options is available from the Go To tab of the Find and Replace dialog. From this tab, you can locate pages, sections, lines, bookmarks, com- ments, footnotes, endnotes, fields, tables, graphics, equations, objects, or headings. You can jump directly to a specific object if you know its position within the sequence of that type of object in the document (for example, if it is the fifth equation), move forward or backward a specific number of objects, or browse from one object to the next. From the Go To tab of the Find and Replace dialog, you can move to a specific object 53 Chapter 2: Create and manage documents To change the area of a document that is displayed in the content pane On the vertical scroll bar, do any of the following: Click or tap the scroll arrows to move up or down one line. Click or tap above or below the scroll box to move up or down by the height of one screen. Drag the scroll box on the scroll bar to display the part of the document cor- responding to the location of the scroll box. For example, dragging the scroll box to the middle of the scroll bar displays the middle of the document. On the horizontal scroll bar, do any of the following to move side to side: Click or tap the scroll arrows. Click or tap to the left or right of the scroll box. Drag the scroll box on the scroll bar to display the part of the document corresponding to the location of the scroll box. To move the cursor by using the keyboard keys Move the cursor by pressing the key or key combination described in the following table. To move the cursor Press Left one character Left Arrow Right one character Right Arrow Up one line Up Arrow Down one line Down Arrow Left one word Ctrl+Left Arrow Right one word Ctrl+Right Arrow Up one paragraph Ctrl+Up Arrow Down one paragraph Ctrl+Down Arrow To the beginning of the current line Home To the end of the current line End To the beginning of the document Ctrl+Home To the end of the document Ctrl+End 54 Open and move around in documents To the beginning of the previous page Ctrl+Page Up To the beginning of the next page Ctrl+Page Down Up one screen Page Up 2 Down one screen Page Down To show or hide the Navigation pane in a document On the View tab, in the Show group, select the Navigation Pane checkbox. To browse by object from the Navigation pane Open the Navigation pane, and then do any of the following: At the top of the Navigation pane, select Headings. Then select any head- ing to move directly to that location in the document. At the top of the Navigation pane, select Pages. Then select any thumbnail to move directly to that page of the document. At the right end of the search box, select the arrow. In the Find list, select the type of object you want to browse by. Then select the Next and Previous arrows to move among those objects. To display the Go To tab of the Find and Replace dialog On the Home tab, in the Editing group, select the Find arrow, and then Go To. In the Navigation pane, select the Search arrow, and then in the Search for more things list, select Go To. Press Ctrl+G. To browse by object from the Go To What list 1. Display the Go To tab of the Find and Replace dialog. 2. In the Go to what list, select the type of object you want to search for. Then do any of the following: Select the Next button to move to the next object of that type. Select the Previous button to move to the previous object of that type. 55 Chapter 2: Create and manage documents In the text box (the name of which varies depending on what you select in the Go to what list), enter either of the following, and then select the Go To button: Enter a number identifying the position of the object within the total objects of that type in the document. (For example, if you select Footnote in the Go to what list, enter 4 to move to the fourth foot- note in the document.) Enter + (plus sign) or – (minus sign) and then a number to move forward or backward by that many objects of the selected type. Display different views of documents You can display a document in different views that provide different types of informa- tion and make it easier to interact with specific document elements. For a closer look at the document content, you can increase the magnification of the content pane. If you want a high-level view of the content—for example, to quickly review all the pages of a document for length—you can decrease the magnification and view mul- tiple pages at the same time. Word has five views in which you can create, organize, and preview documents. Each view is suited to a specific purpose. The views are: Print Layout This view displays a document on the screen the way it will look when printed. You can review elements such as margins, page breaks, headers and footers, and watermarks. This is the default view and the view you’ll use most frequently (or perhaps the only view you’ll use) when developing content. Read Mode This view displays as much document content as will fit on the screen at a comfortable size for reading. In this view, the ribbon is replaced by one toolbar at the top of the screen with buttons for searching and navigating in the document. You can display comments, but you can’t edit the document in this view. Web Layout This view displays the document the way it will look when viewed in a web browser so that you can review the way that text wraps to fit the window and the positioning of graphics. Web Layout view also displays page backgrounds and effects. Outline This view displays the structure of a document as nested levels of head- ings and body text and provides tools for viewing and changing the hierarchy. 56 Display different views of documents SEE ALSO For information about displaying and modifying a document in Outline view, see “Reorganize document outlines” in Chapter 10, “Organize and arrange content.” 2 Draft This view displays the content of a document with a simplified layout so that you can quickly enter and edit text. Draft view doesn’t display images or layout elements such as headers and footers. You manage the display of views and of window elements from the View tab of the ribbon. Three of the views are also available from the View Shortcuts toolbar near the right end of the status bar. In the Views group on the View tab, the active view is shaded While you’re developing a document in Print Layout view, the content pane displays the content of the document you’re working in. Each page is represented at the size specified in the document layout settings, with margins and other white space represented as they will appear when the document is printed. As you scroll through a multipage document, spaces appear between the pages. If you want to fit more content on the screen, you can hide the white space between pages and the margin content—including page headers and footers if the document has them—at the top and bottom of each page. What space shown White space hidden The bottom of one page and the top of the next page with and without white space 57 Chapter 2: Create and manage documents When working in Outline view or Draft view, you can display the paragraph style of each paragraph in the left margin, in an area called the style area pane. (It’s not a pane, though; it’s just a marginal area of the page.) By default, the style area pane width is set to zero inches wide, so it is effectively closed. If you want to display it, you can increase the width. Style area pane set to 1” width The style area pane is available only in Draft view and Outline view If your document uses styles to control the appearance and hierarchy of the content, you can display the headings in the Navigation pane and styles in the style area pane so that you can more quickly access and work with styles and styled content. You can also use the Navigation pane to display and move among page thumbnails or search results, as described in the previous topic. Word has many other task-specific panes in which you can, for example, display Clipboard content, research terminology, review spelling, and format graphics. These panes usually appear to the right or left of the content pane and span its full height. Some of them can float within or outside the Word window or be docked to other sides of the window. Other chapters discuss these panes in the context of their func- tionality. Regardless of the purpose of the pane, however, you use the same methods to resize or move it. 58 Display different views of documents You can change the space available for document content and app window ele- ments by resizing the window, adjusting the relative sizes of the panes, or collapsing or hiding the ribbon. You can entirely hide not only the ribbon content but also the ribbon tabs and the app window title bar. 2 SEE ALSO For information about hiding, collapsing, and displaying the ribbon, see “Work with the ribbon and status bar” in Chapter 1. When you want to focus on the layout of a document, you can display rulers and grid- lines to help you position and align elements. You can also adjust the magnification of the content area by using the tools available in the Zoom group on the View tab and at the right end of the status bar. Zoom Out Zoom In Change the content area magnification by using either the Zoom slider or the Zoom dialog SEE ALSO For information about controlling paragraph formatting from the ruler, see “Apply paragraph formatting” in Chapter 4, “Modify the structure and appearance of text.” If you want to work with different parts of a document at the same time, you can open the same document in a second window and scroll through each window sepa- rately, or you can split the current window into two panes and scroll through each pane independently. You’re not limited to working with one document at a time. You can quickly switch among multiple open documents. If you want to compare or work with the content of multiple documents, you can simplify the process by displaying the documents next to each other. A feature that can be invaluable when you’re fine-tuning the layout of a document in Word is the display of nonprinting characters (such as tabs, paragraph marks, and section breaks) that control the layout of your document. You can control the display of these characters for each window. 59 Chapter 2: Create and manage documents To switch among views of a document On the View tab, in the Views group, select the view you want. On the View Shortcuts section of the status bar, select the view button you want. Print Layout Read Mode Web Layout Switch views by using these buttons on Word’s status bar To hide or display the top and bottom page margins in Print Layout view 1. Point to the page break indicator between the end of one page and the start of the next page. When the margins are displayed, including the page headers and footers, a gap between the pages indicates the page break. When the margins are hidden, a horizontal line indicates the page break. 2. When the pointer changes to a representation of the page break with two arrows pointing away from the break when the margins are hidden or toward the break when the margins are displayed), double-click. Point to the break between any two pages and then double-click To show or hide the Navigation pane On the View tab, in the Show group, select or clear the Navigation Pane checkbox. To adjust the size of the Navigation pane Point to the right border of the Navigation pane. When the pointer changes to a double-headed arrow, drag to the right or left. 60 Display different views of documents TIP The Navigation pane is available in all views except Read Mode. When you adjust the width of the Navigation pane, the pane content changes accordingly. For example, the Navigation pane displays fewer page thumbnails in a narrow pane and more page thumb- nails in a wide pane. 2 To display the style area pane in Draft view or Outline view 1. In the Backstage view, select the Options page tab to open the Word Options dialog. 2. In the Word Options dialog, select the Advanced page tab. 3. On the Advanced page, scroll to the Display area (about halfway down the page) and change the Style area pane width in Draft and Outline views set- ting to any number greater than 0. Then select OK. To resize the style area pane in Draft view or Outline view 1. Point to the right border of the style area pane. 2. When the pointer changes to a double-headed arrow, drag the border to the left or right. To change the magnification of document content 1. Do either of the following to open the Zoom dialog: On the View tab, in the Zoom group, select Zoom. At the right end of the status bar, select the Zoom Level button. 2. In the Zoom dialog, select a Zoom to option or enter a specific percentage in the Percent box, and then select OK. Or In the zoom controls at the right end of the status bar, do any of the following: Drag the slider to the left to decrease the magnification or to the right to increase the magnification. At the left end of the slider, select the Zoom Out button to decrease the magnification in 10-percent increments. At the right end of the slider, select the Zoom In button to increase the magnification in 10-percent increments. 61 Chapter 2: Create and manage documents To display or hide rulers or gridlines in a document On the View tab, in the Show group, do either of the following: Select or clear the Ruler checkbox. Select or clear the Gridlines checkbox. SEE ALSO For information about controlling document gridlines, see “Arrange objects on a page” in Chapter 10. To display or hide nonprinting characters and formatting marks in a document On the Home tab, in the Paragraph group, select the Show/Hide ¶ button. Press Ctrl+* (asterisk). TIP When entering an asterisk (*) on a standard keyboard rather than a numeric keypad, you must hold down the Shift key and then press the number 8 to enter an asterisk. So, in effect, you are pressing Ctrl+Shift+8. To open a second window displaying the current document On the View tab, in the Window group, select New Window. To split a window into two panes On the View tab, in the Window group, select Split. To display a different open document On the View tab, in the Window group, select Switch Windows, and then select the file you want to view. Point to the Word icon on the Windows taskbar, and then select the thumbnail of the document you want to display. To display multiple open documents at the same time On the View tab, in the Window group, select Arrange All. 62 Display and edit file properties Display and edit file properties Properties are file attributes or settings, such as the file name, size, creation date, author, and read-only status. Some properties exist to provide information to com- 2 puter operating systems and apps. You can display properties within the content of a document (for example, you can display the page number on the document pages). Word automatically tracks some of the file properties for you, and you can set others. You can examine the properties attached to a file from the Info page of the Backstage view. Some of the properties stored with a typical Word document You can change or remove basic properties in the default Properties list or expand the list to make more properties available. You can also display the Properties dialog to access even more properties. 63 Chapter 2: Create and manage documents To display file properties 1. Display the Info page of the Backstage view. The Properties section in the right pane displays the standard properties associated with the document. 2. At the bottom of the Properties section, select Show All Properties to expand the section. 3. At the top of the Properties section, select Properties, and then select Advanced Properties to open the Properties dialog. To edit file properties 1. In the Properties section of the Info page, select the value for the property you want to edit to activate the content box. 2. Enter or replace the property value, and then press Enter. Or In the Properties dialog, do either of the following: On the Summary tab, select the box to the right of the property you want to modify, and then enter or replace the property value. On the Custom tab, select the property you want to modify in the Name list, and then enter or replace the property value in the Value box. Save and close documents When you save a document in Word, it is saved in the default.docx file format, but you can also select a different format from many other choices. For example, if you plan to distribute the document electronically to people who use a different word- processing program, you can choose a compatible format, or if you want to protect the document content, you can save it as a PDF file. 64 Save and close documents Manually save documents You save a document the first time by selecting the Save button on the title bar or by displaying the Backstage view and then selecting Save As. Both actions open the Save As page, where you can select a storage location. 2 Save your document in an online location to access it from anywhere You can save the document in a folder on your computer or, if you have an internet connection, in a folder on your OneDrive. If your company uses SharePoint, you can add a SharePoint site so that it is available from the location list on the Save As page, just like any other folder. SEE ALSO For information about OneDrive, see the sidebar “Save files to OneDrive” later in this chapter. 65 Chapter 2: Create and manage documents Selecting Browse at the bottom of the left pane displays the Save As dialog, in which you assign a name to the document and specify the folder in which you want to save it. The Save As dialog shows other files of the same type that are saved in the current folder TIP If you want to create a new folder in which to store the document, select New Folder on the Save As dialog toolbar. After you save a document for the first time, you save changes by selecting the Save button on the title bar. A new version of the document then overwrites the previous version. To save a document for the first time 1. Select the File tab to display the Backstage view. 2. In the left pane of the Backstage view, select Save As. 66 Save and close documents 3. On the Save As page of the Backstage view, select a storage location, and then select a recently accessed folder in the right pane, or select Browse. 4. In the Save As dialog, browse to the folder you want to save the document in. 5. In the File name box, enter a name for the document. 2 6. If you want to save the document in a format other than the one shown in the Save As Type box, select the Save as type arrow and then select the file format you want. 7. In the Save As dialog, select Save. To add a cloud storage location 1. On the Save As page of the Backstage view, select Add a Place. 2. In the Add a Place list, select a place, such as OneDrive. 3. In the Add a service dialog, enter the email address you use to sign in to the cloud storage service, and then select Next. 4. In the Sign in dialog, enter the password associated with the account, and then select Sign In to add the cloud storage location associated with that account to the Places list. To save a copy of a document 1. Display the Save As page of the Backstage view. 2. Save the document with a different name in the same location or with any name in a different location. (You can’t store two documents with the same name in the same folder.) To save a document without changing its name or location On the title bar, select the Save button. In the Backstage view, select Save. Press Ctrl+S. 67 Chapter 2: Create and manage documents Save files to OneDrive When you save a document to OneDrive, you and other people with whom you share the document can work on it by using a local installation of Word or by using Word Online, which is available in the OneDrive environment. If you’re new to the world of OneDrive, here’s a quick tutorial to help you get started. OneDrive is a cloud-based storage solution. The purpose of OneDrive is to provide a single place for you to store and access all your files. Although this might seem like a simple concept, it provides major value for people who use Word or other Microsoft 365 Apps on multiple devices, including Windows computers, Mac computers, iPads and other tablets, and Windows, iPhone, and Android smartphones. For example, you can create a document on your desktop computer at work, edit
