Office Word
Table of Contents Introduction
Accessibility Checker
Inserting Sound Files
Text to Speech
Keyboard Shortcuts
Additional Using the Keyboard to Navigate the Ribbon Increasing Spaces between Words
Zoom Read Mode
Best Practices
Page Layout
Alternative Text
Font Size and Color Schemes
Headings
Tables
Hyperlinks
Additional Help
Introduction Welcome!
This Step by Step book has been designed to make it easy for you to learn about key aspects of four of the Microsoft Office 2016 apps—Word, Excel, PowerPoint, and Outlook. In each part, you can start from the beginning and build your skills as you learn to perform specialized procedures. Or, if you prefer, you can jump in wherever you need ready guidance for performing tasks. The how-to steps are delivered crisply and concisely—just the facts. You’ll also find informative, colorful graphics that support the instructional content. Who this book is for Microsoft Office 2016 Step by Step is designed for use as a learning and reference resource by home and business users of Microsoft Office apps who want to use Word, Excel, and PowerPoint to create and edit files, and Outlook to organize email, contacts, and appointments. The content of the book is designed to be useful for people who have previously used earlier versions of the apps, and for people who are discovering the apps for the first time. Although the chapters in this book thoroughly cover key skill sets for each of the four apps, Microsoft Office 2016 Step by Step is best used as an introduction. For a full discussion of each app, including in-depth coverage of advanced topics, refer to the Step by Step book for each app: Microsoft Word 2016 Step by Step, Microsoft PowerPoint 2016 Step by Step, and Microsoft Outlook 2016 Step by Step, all by Joan Lambert (Microsoft Press, 2015), and Microsoft Excel 2016 Step by Step by Curtis Frye (Microsoft Press, 2015). A listing of the contents of each book is provided at the end of this book. xi 699236_Office2016SBS.indb 11 10/29/2015 6:33:02 PM The Step by Step approach The book’s coverage is divided into parts, each of which provides a thorough introduction to one of the four apps covered. Each part is divided into chapters representing some of the app’s key 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 you can complete on your own by using the skills taught in the chapter. You can use the practice files that are available from this book’s website to work through the practice tasks, or you can use your own files. Download the practice files Before you can complete the practice tasks in this book, you need to download the book’s practice files to your computer from http://aka.ms/Office2016sbs/downloads. Follow the instructions on the webpage. IMPORTANT The Office 2016 apps are not available from the book’s website. You should install the apps before working through the procedures and practice tasks in this book. If you later want to repeat practice tasks, you can download the original practice files again. SEE ALSO For information about opening and saving files, see Chapter 2, “Create and manage files.” The following table lists the practice files for this book
Accessibility Checker The Accessibility Checker will scan your document to check for potential accessibility problems, so that someone with a disability can read and get to your content. The following explains how to use the Accessibility Checker. 1. Click the File tab (See Figure 1). Figure 1 - File Tab 2. The Backstage view will appear. Click on Check for Issues (See Figure 2). Figure 2 - Check for Issues Page 6 of 26 3. A dropdown menu will appear. Click on Check Accessibility (See Figure 3). Figure 3 - Check Accessibility 4. The Accessibility Checker will check your document and display the results to the right of your document (See Figure 4). Figure 4 - Accessibility Checker Results Page 7 of 26 5. Click on one of the listed accessibility issues for additional information on where the issue takes place, and why the issue needs to be fixed (See Figure 5). Figure 5 - Accessibility Checker Additional Information Inserting Sound Files Inserting sound files can be very helpful for people who have difficulty reading and writing. The following explains how to insert a pre-existing sound file into your word document: 1. Open the location on your computer that contains the sound file you wish to insert. Page 8 of 26 2. Resize and adjust the window containing the Word 2013 document so you can see the file containing the sound on your computer (See Figure 6). Figure 6 - Prepare to Insert Sound File 3. Click and drag the sound clip into the Word document. 4. The sound clip is now available in the Word document (See Figure 7). Figure 7 - Sound Clip Added 5. To play the sound file, double-click the sound file icon. Page 9 of 26 6. The Open Package Contents window will open. Click the Open button (See Figure 8). Figure 8 - Open Package Contents 7. The sound file will open and play in your default sound player. Text to Speech Word 2013 has a Speak text-to-speech tool that will read selected sections of a document out loud. This text-to-speech tool must first be added to your Quick Access Toolbar to be able to access. The following explains how to add the Speak tool to the Quick Access Toolbar. 1. Right-click on any blank area within the Ribbon (See Figure 9). Figure 9 - Clicking on a Blank Area within the Ribbon 2. A context sensitive menu will appear. Click on Customize Quick Access Toolbar (See Figure 10). Figure 10 – Custoŵize QuiĐk AĐĐess Toolďar… Page 10 of 26 3. The Word Options – Customize the Quick Access Toolbar window will appear. Under Choose commands from: click on the dropdown arrow (See Figure 11). Figure 11 - Word Options: Choose Commands From 4. Select All Commands from the dropdown list (See Figure 12). Figure 12 - Choose Commands From: All Commands Page 11 of 26 5. Search down through the list of commands and select Speak (See Figure 13). Figure 13 - Select Speak Tool 6. Click the Add > > button to add the Speak tool to your Quick Access Toolbar (See Figure 13). 7. Click the OK button (See Figure 13). To use the Speak tool: 1. Select the text in your document that you want to be read out loud. 2. In the Quick Access Toolbar, click on the Speak tool (See Figure 14). Figure 14 - Speak Tool 3. Your selected text will be read out loud. Page 12 of 26 Keyboard Shortcuts Keyboard shortcuts can be used to quickly select and execute tasks in Word 2013 (e.g. copying text and pasting elsewhere in the document). You can also create your own shortcuts to help improve efficiency. The following explains how to create a keyboard shortcut.
1. Right-click on any blank area within the Ribbon Clicking on a Blank Area within the Ribbon
2. A context sensitive menu will appear. Click on Custoŵize the RiďďoŶ Customize the Ribbon
3. The Word Options – Customize the Ribbon window will appear. Next to Keyboard Shortcuts, click on Custoŵize Keyboard Shortcuts: Customize...
4. The Customize Keyboard window will appear Customize Keyboard
5. In the Categories box, select the category that contains the command you wish to assign a keyboard shortcut to (e.g. the tab where you would find the desired command)
6. In the Commands box, select the command that you want to assign a keyboard shortcut to
7. If a keyboard shortcut is already assigned to the command, it will appear in the Current keys box
8. If there is no shortcut assigned to the command, place your cursor in the Press new shortcut key box .
9. Press the key combination that you want to assign to this command (example: Alt + Ctrl + B). If you receive a message that the combination that you select is already assigned to another command, try a different combination. 10. Click the Assign button
10. Click the Close button
11. Additional Keyboard Shortcuts The following are some commonly used keyboard shortcuts in Word 2013:
Function Shortcut Description
1. Bold CTRL + B: Makes the text bold
2. Italic CTRL + I Italicizes the text Underline CTRL + U Underlines the text
3. Copy CTRL + C Standard keyboard shortcut for copying anything. Applicable across Windows
4. Cut CTRL + X Instead of making a copy, removes the text from the current location and copies it to the clipboard, from where it can be pasted into another location
5. Paste CTRL + V Pastes anything from the clipboard into your current location
6. Redo CTRL + Y Repeats the last action
7. Undo CTRL + Z Undo the last action
8. Select All CTRL + A Selects all text on the page. Useful for copy-pasting entire documents Save As F12 Opens the ͚“ave As͛ dialog box
9. Open CTRL + O Opens an existing document
10. New CTRL + N Creates a new document
11. Print CTRL + P Opens the Print dialog box Find/Replace F5 Opens the find/replace/go-to dialog box Spell Check F7 Opens the spell check Insert Link CTRL + K Inserts a link at the current location Move to Document.
12. End CTRL + End Moves cursor to the end of the document Move to Document Start
13. CTRL + Home Moves cursor to the beginning of the document Single Line Spacing CTRL + 1 Changes line-spacing to single space Double Line Spacing CTRL + 2 Changes to double line spacing Page 15 of 26 Using the Keyboard to Navigate the Ribbon Some users may prefer using the keyboard as they work with Microsoft Word. Access Keys allow you to control each button on the ribbon with the keyboard. The following instructions explain how to use Access Keys.
1. Press the Alt key on your keyboard.
2. You will see letters and numbers appear next to the tabs and commands on the ribbon.
3. Access Keys Displayed
3. Press the corresponding number/letter on your keyboard to select that option. For example, if you select the letter ͞H͟ for the Home tab, the tab will become selected and you will see additional letter and number options for each command on the selected tab Access Keys Displayed - Tab Selected
4. Continue to press letters or numbers to navigate and select your desired command. Note: If a separate window opens in Word, use the tab key to move the cursor throughout the window and Shift + Tab to move backwards. If checkboxes are available, the space bar will allow you to place a check-mark. Page 16 of 26 Increasing Spaces between Words Once a document is typed, it can sometimes make the document more accessible to increase the spaces between words by using the Replace tool. The following explains how to increase spaces between words using the Replace tool.
1. Click the Home tab Home Tab
2. In the Editing group, click on Replace .
Replace Tool
3. The Find and Replace window will appear. In the Find what: field, press the spacebar once. Find and Replace
4. In the Replace with: field, press the spacebar to equal the number of spaces that you want to insert between each word 5. Click the Replace All button
6. The space between words in your document will be increased.
7. Zoom The zoom tool magnifies the document on the screen, making text larger (or smaller). Note that using the zoom tool will not change the appearance of the document when it is printed. The Zoom tool can be found on the View tab in the Zoom grouping or on the right-side of the status bar at the bottom of the document Zoom Tool under View Tab Zoom Tool on Status Bar To adjust Zoom via the View tab: 1. Click on the View tab ( View Tab 2. In the Zoom grouping, click on Zoom - Zoom Tool Page 18 of 26 3. The Zoom window will appear. In the Percent field, adjust the number relative to how much you want to zoom in/out (See Figure 28). Figure 28 - Zoom Window 4. Click on Ok. To adjust Zoom via the Status Bar: 1. Click the minus or plus button to zoom your document in/out (See Figure 29). Figure 29 - Zoom via Status Bar 2. You can also drag the slider to the left or right to zoom in or out (See Figure 30). Figure 30 - Zoom Slider Page 19 of 26 Read Mode New in Word 2013 is the Read Mode. When activated, Word will hide the ribbon and menus. Read Mode will automatically fit the pages to your computer, use columns and larger font sizes to improve readability (or if you are using a tablet, resize the page to fit your device). While in read mode, you can also change these options to suit your needs. The following explains how to enter Read Mode. 1. Click the View tab (See Figure 31). Figure 31 - View Tab 2. In the Views section, click Read Mode (See Figure 32). Figure 32 - Read Mode 3. Your document will now display in Read Mode. To navigate through the document, click the arrows within the left/right margins (See Figure 33). Figure 33 - Document in Read Mode Page 20 of 26 4. To return to editing your document, click the View tab (See Figure 34). Figure 34 - Read Mode: View Tab 5. Click on Edit Document to return to the Print Layout view (See Figure 35). Figure 35 - Edit Document Best Practices The following should be considered when developing a document to make it accessible to everyone. Page Layout When developing a template, make certain that the document is not cluttered. To avoid a cluttered document, allow for an adequate amount of white space between paragraphs, graphics, tables, etc. Also, use bullets and numbers whenever possible to improve readability. Alternative Text Alternative Text helps people with screen readers understand the content of the pictures. Be certain to use alternative text for your graphics so that those with visual impairments will be able to understand the purpose of the graphic in the document. Page 21 of 26 The following explains how to add alternate text to a graphic in Word. 1. Right-click the graphic in your document. 2. A context-sensitive menu will appear. Click on Format Picture (See Figure 36). Figure 36 - Format Picture 3. The Format Picture options will appear to the right of the document. Click on the Layout & Properties icon (See Figure 37). Figure 37 - Format Picture Options Page 22 of 26 4. Click on Alt Text (See Figure 38). Figure 38 - Alt Text 5. A dropdown will appear. Complete the Title and Description fields (See Figure 39). Figure 39 - Add Alt Text to Picture 6. Click on your document when done adding your Alternate Text. Note: Remember the following when developing alt text to use concise wording (e.g. about 100 characters), capitalize only the first letter, and avoid punctuation, sentences, or special formatting (e.g. bold, italics). Page 23 of 26 Font Size and Color Schemes Remember the following when developing documents so that they will be easy to read: Make all font sizes at least ten points. Avoid using light or pale font colors with light backgrounds. Limit the use of the following font variations: bold, italics, and capital letters. Headings When developing the document, be certain to use headings for each section (e.g. this booklet uses headings for sections and sub-sections). This will help people with screen readers to quickly and easily understand each section of the document without having to read the details in each section. Headings can also be used to quickly navigate to sections within the document. The Styles group on the Home tab is an effective way to structure a document. Consider using the heading elements (Heading 1 and Heading 2) and the normal paragraph element (See Figure 40). Figure 40 - Styles The following instructions explain how to display the Navigation Pane, which is a list of the headings within the document. 1. Click the View tab (See Figure 41). Figure 41 - View Tab Page 24 of 26 2. In the Show group, click the checkbox next to Navigation Pane (See Figure 42). Figure 42 - Navigation Pane 3. The Navigation Pane will appear to the left of your document (See Figure 43). Figure 43 - Navigation Pane Visible 4. Click on a heading under the Headings tab to jump to that section within your document. Page 25 of 26 Tables The use of tables in documents help to make large amounts of data easy to understand for everyone. The reader can make sense of the data when the tables include effective headings. If the table stretches over several pages, it is important to include headings on each page (See Figure 44). Figure 44 - Table with Headings on Each Page Note: Screen reading software has difficulty reading tables that have rows with different heights, and have a varying number of columns in the various rows. Avoid creating tables with the tab key. Hyperlinks When inserting a hyperlink in a document, the hyperlink will be more effective if the user sees a descriptive title for the URL. For example, if you have a link to Kennesaw State University in your document, it would be more effective to use Kennesaw State University instead of non-descriptive text such as, Click Here. To insert a Hyperlink into your document: 1. Click on the Insert tab (See Figure 45). Figure 45 - Insert Tab Page 26 of 26 2. In the Links grouping, click on Hyperlink (See Figure 46). Figure 46 – Hyperlink 3. The Insert Hyperlink window will appear. In the Text to display: field, type the Descriptive title for the URL (See Figure 47). Figure 47 - Insert Hyperlink 4. In the Address: field, type the URL for the webpage you wish to insert into the document (See Figure 47). 5. Click on OK (See Figure 47). 6. Your Hyperlink will be added to your document.
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