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Word

2013

Sherry Kinkoph Gunter

800 East 96th Street,

Indianapolis, Indiana 46240

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Word 2013 Absolute Beginner’s Guide

a retrieval system, or transmitted by any means, electronic, mechanical,

photocopying, recording, or otherwise, without written permission from

the publisher. No patent liability is assumed with respect to the use of

the information contained herein. Although every precaution has been

taken in the preparation of this book, the publisher and author assume no

responsibility for errors or omissions. Nor is any liability assumed for damages

resulting from the use of the information contained herein.

ISBN-13: 978-0-7897-5090-7

ISBN-10: 0-7897-5090-2

Library of Congress Control Number: 2013940326

Printed in the United States of America

First Printing: July 2013

Trademarks

All terms mentioned in this book that are known to be trademarks or service

marks have been appropriately capitalized. Que Publishing cannot attest to

the accuracy of this information. Use of a term in this book should not be

regarded as affecting the validity of any trademark or service mark.

Warning and Disclaimer

Every effort has been made to make this book as complete and as accurate

as possible, but no warranty or fitness is implied. The information provided

is on an “as is” basis. The author and the publisher shall have neither liability

nor responsibility to any person or entity with respect to any loss or damages

arising from the information contained in this book.

Bulk Sales

Que Publishing offers excellent discounts on this book when ordered in

quantity for bulk purchases or special sales. For more information, please

contact

U.S. Corporate and Government Sales

1-800-382-3419

corpsales@pearsontechgroup.com

For sales outside the United States, please contact

International Sales

international@pearsoned.com

Editor-in-Chief

Greg Wiegand

Acquisitions Editor

Michelle Newcomb

Development Editor

Robin Drake

Managing Editor

Sandra Schroeder

Project Editor

Mandie Frank

Copy Editor

Paula Lowell

Indexer

Lisa Stumpf

Proofreader

Dan Knott

Technical Editor

Vince Averello

Editorial Assistant

Cindy Teeters

Cover Designer

Matt Coleman

Compositor

Mary Sudul

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Contents at a Glance

Introduction ................................................................................................1

Part I

Word Basics

Getting to Know Microsoft Word .............................................................5

Basic Word Operations ...........................................................................19

Setting Up Accounts and Services .........................................................35

Part II Building Simple Documents

Document Basics ......................................................................................55

Template Basics .......................................................................................71

Adding Text ..............................................................................................81

Part III Making Documents Look Impressive

Formatting Text ........................................................................................95

Formatting Paragraphs ..........................................................................107

Formatting Pages ...................................................................................127

10 Advanced Formatting ............................................................................143

Part IV Adding Visual Interest with Tables, Charts, and Graphics

11 Adding Tables to Word Documents ....................................................161

12 Editing Tables .........................................................................................171

13 Adding Charts, Graphs, and Diagrams................................................193

14 Adding Simple Graphic Elements ........................................................217

15 Inserting Pictures and Videos ...............................................................237

16 Fine-Tuning Your Graphics ...................................................................259

Part V Using Specialized Word Tools

17 Tools for Longer Documents ................................................................291

18 Using Proofreading Tools ......................................................................315

19 Printing Documents ...............................................................................333

Index ........................................................................................................361

Online Elements

20 Collaborating, Reviewing, and Sharing Documents

21 Using Word on the Internet

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Table of Contents

Introduction ...............................................................................................................1

Who This Book Is For ................................................................................................2

How This Book Is Organized ....................................................................................2

Conventions Used in This Book ...............................................................................3

I Word Basics

1 Getting to Know Microsoft Word .........................................................................5

Introducing Word ......................................................................................................6

What’s New in Word 2013? .....................................................................................8

Starting Word .............................................................................................................9

Exploring the Program Window ............................................................................11

Finding Help with Word Issues and Topics ..........................................................14

Exiting and Closing in Word ..................................................................................16

2 Basic Word Operations .........................................................................................19

Working with the Ribbon ........................................................................................20

Using Ribbon Elements .....................................................................................21

Hiding and Displaying the Ribbon ...................................................................24

Working with the Quick Access Toolbar ...............................................................25

Using Context Menus and Toolbars ......................................................................26

Dealing with Dialog Boxes .....................................................................................27

Working with Word View Modes and Zoom Tools ..............................................29

Changing View Modes ......................................................................................29

Zooming Your View ............................................................................................32

3 Setting Up Accounts and Services ......................................................................35

Introducing Web and Cloud Connectivity ............................................................36

Using a Microsoft Account .....................................................................................39

Signing In ............................................................................................................39

Adding and Switching Accounts ......................................................................41

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TABLE OF CONTENTS

Customizing Your Account .....................................................................................42

Customizing Your Account Picture ...................................................................43

Changing the Background and Theme ............................................................46

Adding Services .......................................................................................................47

Adding Apps ............................................................................................................50

II Building Simple Documents

4 Document Basics ....................................................................................................55

Starting a New Document ......................................................................................56

Saving Documents ...................................................................................................58

A Word About File Types ..................................................................................60

Other File-Saving Options to Consider ...........................................................62

Opening and Closing Documents .........................................................................62

Viewing Multiple Documents .................................................................................65

Moving, Copying, and Pasting Data Between Files ............................................66

Assigning Document Protection ............................................................................67

5 Template Basics ......................................................................................................71

Understanding Templates ......................................................................................72

Applying a Template...............................................................................................72

Finding More Templates ........................................................................................76

Saving Templates ....................................................................................................78

6 Adding Text ............................................................................................................81

Typing and Editing Text .........................................................................................82

Selecting Text ..........................................................................................................84

Moving and Copying Text ......................................................................................85

Cutting and Pasting Text ...................................................................................86

Copying and Pasting Text .................................................................................86

Using the Mini Toolbar ......................................................................................87

Working with the Clipboard Pane ....................................................................87

WORD 2013 ABSOLUTE BEGINNER’S GUIDE

Adding Text with Quick Parts ................................................................................88

Inserting a Quick Part ........................................................................................89

Creating Your Own Quick Parts ........................................................................91

Inserting Symbols ....................................................................................................92

III Making Documents Look Impressive

7 Formatting Text .....................................................................................................95

Applying Boldface, Italics, and Underline ............................................................96

Changing the Font ..................................................................................................98

Changing the Point Size .......................................................................................100

Using the Font Dialog Box ...................................................................................102

Adding Color to Text ............................................................................................103

Copying Formatting from One Place to Another ..............................................104

8 Formatting Paragraphs ......................................................................................107

Controlling Alignment...........................................................................................108

Indenting Text ........................................................................................................110

Simple Indents ..................................................................................................111

Custom Indents ................................................................................................111

Special Indents .................................................................................................112

Setting Indents with the Ruler.........................................................................112

Setting Tabs ...........................................................................................................115

Using Bulleted and Numbered Lists ...................................................................118

Controlling Spacing ...............................................................................................120

Line Spacing ......................................................................................................121

Paragraph Spacing ...........................................................................................123

Character Spacing ............................................................................................125

9 Formatting Pages ................................................................................................127

Setting Margins ......................................................................................................128

Creating Columns ..................................................................................................130

Changing Vertical Alignment ...............................................................................132

TABLE OF CONTENTS

vii

Adding Headers and Footers to a Document ....................................................134

Adding Headers and Footers .........................................................................135

Adding Page Numbers ....................................................................................138

Inserting Pages, Breaks, and Sections ................................................................139

Inserting Pages .................................................................................................139

Inserting Breaks ................................................................................................140

10 Advanced Formatting ........................................................................................143

Applying a Theme .................................................................................................144

Applying Styles ......................................................................................................146

Choosing Style Sets .........................................................................................149

Assigning Styles ................................................................................................150

Creating New Styles .........................................................................................151

Adding Special Effects ..........................................................................................152

Inserting Drop Caps .........................................................................................152

Applying Text Effects .......................................................................................153

Adding a Watermark ........................................................................................154

Adding Borders and Shading...............................................................................156

Adding Text Borders ........................................................................................157

Adding Page Borders ......................................................................................158

Adding Shading ................................................................................................159

IV Adding Visual Interest with Tables, Charts, and Graphics

11 Adding Tables to Word Documents ................................................................161

Inserting a Basic Table ..........................................................................................162

Inserting and Creating Quick Tables ...................................................................165

Drawing a Custom Table ......................................................................................167

Inserting Excel Spreadsheets as Tables ..............................................................169

12 Editing Tables ......................................................................................................171

Selecting Table Parts ............................................................................................172

Changing Column Widths and Row Heights ......................................................173

Resizing by Dragging .......................................................................................173

Using the Tab Tools .........................................................................................174

Using the Table Properties Dialog Box .........................................................175

viii

WORD 2013 ABSOLUTE BEGINNER’S GUIDE

Adding and Deleting Columns and Rows ..........................................................176

Adding and Deleting Cells ...................................................................................180

Merging and Splitting Table Cells .......................................................................181

Changing Cell Alignment and Margins ...............................................................184

Repositioning and Resizing Tables ......................................................................186

Dressing Up a Table with Table Styles and Borders .........................................188

13 Adding Charts, Graphs, and Diagrams ...........................................................193

Working with SmartArt ..........................................................................................194

Inserting SmartArt ............................................................................................196

Customizing SmartArt Graphics ......................................................................197

Changing Layouts, Colors, and Styles ...........................................................202

Formatting SmartArt ........................................................................................203

Inserting Charts ......................................................................................................205

Understanding the Chart Types ......................................................................206

Understanding Chart Parts ..............................................................................207

Inserting a Chart ...............................................................................................209

Entering Chart Data .........................................................................................210

Editing Charts ...................................................................................................212

14 Adding Simple Graphic Elements ....................................................................217

Drawing Shapes .....................................................................................................218

Repositioning and Resizing Shapes................................................................222

Formatting Shapes ...........................................................................................223

Inserting WordArt Objects ...................................................................................226

Inserting Text Box Objects ...................................................................................231

15 Inserting Pictures and Videos ...........................................................................237

Understanding Picture File Types ........................................................................238

Inserting Images from the Internet ......................................................................240

Using Pictures from Office.com ......................................................................242

Searching for Pictures Using Bing ..................................................................244

Searching for Pictures on SkyDrive ................................................................246

Inserting Your Own Pictures .................................................................................248

Capturing Screenshots ..........................................................................................250

Embedding Videos ................................................................................................254

TABLE OF CONTENTS

16 Fine-Tuning Your Graphics ................................................................................259

Resizing, Positioning, and Wrapping Text Around Graphics ...........................260

Rotating and Flipping Objects .............................................................................267

Layering and Grouping Objects ..........................................................................270

Layering Objects ..............................................................................................271

Grouping Objects .............................................................................................275

Adding Picture Styles and Borders ......................................................................276

Adding Flourishes with Effects .............................................................................279

Assigning Effects ..............................................................................................279

Applying Artistic Effects to Pictures ...............................................................281

Cropping Pictures ..................................................................................................282

Adjusting Pictures ..................................................................................................285

Correcting Picture Problems ...........................................................................285

Tweaking Colors ...............................................................................................286

Removing Backgrounds ...................................................................................287

V Using Specialized Word Tools

17 Tools for Longer Documents ............................................................................291

Structuring Documents with Outline View ..........................................................292

Inserting Footnotes and Endnotes ......................................................................297

Adding Captions ...................................................................................................299

Inserting Cross-References ...................................................................................301

Creating an Index ..................................................................................................302

Creating a Table of Contents ...............................................................................306

Inserting Bookmarks ..............................................................................................307

Navigating Long Documents with the Navigation Pane ...................................310

18 Using Proofreading Tools ..................................................................................315

Highlighting Text with a Highlighter Pen ...........................................................316

Inserting Comments ..............................................................................................317

Finding and Replacing Text .................................................................................319

Checking Spelling and Grammar .........................................................................322

Using AutoCorrect .................................................................................................324

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