Word 365 Beginner | Intellezy Trainers | Skillshare
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62 Lessons (4h 22m)
    • 1. Introduction

    • 2. Understanding the Interface

    • 3. Using the Backstage View

    • 4. Opening Documents

    • 5. Navigating Documents

    • 6. Viewing Documents

    • 7. Creating Documents

    • 8. Entering Text

    • 9. Selecting Text

    • 10. Saving Documents

    • 11. Using the Accessibility Checker

    • 12. Converting to Updated File Format

    • 13. Understanding Document Properties

    • 14. Sharing and Co Authoring

    • 15. Using Versions

    • 16. Using the Inking Tools

    • 17. Moving and Copying Text

    • 18. Using Undo and Redo

    • 19. Opening and Editing a PDF

    • 20. Working with Formatting

    • 21. Applying Character Formatting

    • 22. Applying Paragraph Formatting

    • 23. Showing Hidden Characters

    • 24. Applying Formatting to Multiple Items

    • 25. Using Format Painter

    • 26. Using Word Styles

    • 27. Applying a Style Set

    • 28. Applying a Theme

    • 29. Inserting Blank and Cover Pages

    • 30. Inserting or Removing Breaks

    • 31. Applying Drop Caps

    • 32. Inserting the Date and Time

    • 33. Inserting Special Characters

    • 34. Inserting a Picture

    • 35. Working with Icons

    • 36. Using Text Wrapping and Positioning

    • 37. Resizing, Rotating, and Cropping

    • 38. Removing a Background

    • 39. Adjusting Images

    • 40. Applying Artistic Effects

    • 41. Compressing a Picture

    • 42. Applying Image Styles

    • 43. Replacing an Image

    • 44. Adding Watermarks

    • 45. Applying Color and Page Borders

    • 46. Using Find and Replace and the Go To Function

    • 47. Advanced Finding and Replacing

    • 48. Proofing a Document

    • 49. Using the Thesaurus and Smart Lookup

    • 50. Translating and Proofing Languages

    • 51. Using Read Mode

    • 52. Using the Learning Tools

    • 53. Viewing a Page Side by Side

    • 54. Custom Viewing of Documents

    • 55. Adjusting Document Margins

    • 56. Working with Headers and Footers

    • 57. Changing Page Orientation

    • 58. Controlling Hyphenation

    • 59. Creating a PDF or XPS File

    • 60. Emailing Documents

    • 61. Printing Documents

    • 62. Course Recap


About This Class

This course is designed to introduce students to the basic functionality and user interface of Microsoft Word 365. In this course, students will learn the basics of saving and opening documents and review the interface. Students will practice text navigation, selection, entry, and various other text formatting and editing commands and features. Additionally, students will work with bulleted and numbered lists, tables, and their various features and options. Students will also work with graphics and the various tools available in Word 365 to format and edit them. Lastly, this course will cover various options for viewing documents, proofing options for documents, and settings to prepare documents for distribution and publication.


1. Introduction: Hello and welcome to our course on Word 365, level one. My name is Ryan Stevens and I will be guiding you through this course. We'll be talking about all sorts of introductory things that have to do with word. Now word is one of the most commonly used Microsoft Office products, and most of us are familiar with some of its features. But even though this is an introductory course, there's all sorts of good and new features that are available inward that I want to tell you about so you can maximize your abilities. Now, some of the things that we're going to discuss throughout this course, or just a general introduction to Microsoft Office Word as a program. Then we're gonna talk about how we can actually edit and format Word documents. And then moving on, we'll talk about how we can then enhance those Word documents using all sorts of different styles and features that are available by default within Word. Then we're gonna talk about how we can prove and view our documents in different ways so that we can make sure that they are readable by multiple audiences and that they're ready to actually be printed and shared with others. And then finally, we're going to prepare those documents for publication, making sure that we can actually add them to maybe a PDF file or an XPS file, share them with other individuals and track our changes and get them ready to print out. So sit down, buckle up, come with me and I will tell you all about word. And it's introductory level course. 2. Understanding the Interface: Before we jump into the nitty-gritty of word, i really want to talk about how we can actually just navigate the entire user interface and some of the capabilities that it offers us. So one thing to keep in mind is that this course is for Microsoft Office Word 365. So if you're using the standalone version 2019, I recommend you switch over to that course at this point, just because these actual features differ between 195600019, not drastically, but there are some things that you're actually afforded only in 365 subscription. So we'll discuss those differences and throughout the course. But just keep that in mind from the get-go that if you have 2019, switch back over to that course, right way. But I want to show you really quickly how you can actually find that out. So a lot of people don't know what version they might be using. So if you're not sure, what you can do is an any Word document. If you navigate up to the upper left and click on the File tab here, you'll open up the File menu. Then if you go down to where it says account in the bottom left, you'll see over here what your product is. So under product information here, we can see that I'm using Microsoft Office 365 Pro Plus self that says anything other than 365 like 2019, just switch over to that course. Now as we go through here from the get-go, you'll see this is the general layout of word. And now if you're familiar at all with computers, you've probably used Word before, but you may not be entirely sure what word actually is. So word, like some other programs is a word processor and it essentially allows you to just create documents of any length and size within this sort of an interface. As you can see, I can scroll up and down here to see the pages of my document. I can left-click here to actually highlight any piece of my document or insert more texts. And I can right-click as well to bring up a contextual menu, which gives me some formatting options for the area of text that I've highlighted or Clifton. Now if you look at the top of the screen, you'll see a very familiar layout of the ribbon. Now if you've used any of Microsoft Office products before, you'll be very familiar with this ribbon. But in each of the products, some of the actual functionality of the Ribbon does differ. So in Word here, starting from the very upper left, we have the Quick Access Toolbar, which many of us are probably familiar with, but my may look a little different than yours. Now what's really interesting about the Quick Access Toolbar is that it is fully customizable. So right now we have an auto save option. We have our save option here. We have our typical redo and undo buttons. And then we have an option here to actually change between touch and mouse mode. Now this is something pretty new, but essentially what this will allow your ribbon to do is actually format itself for a specific device. So if you're using a computer as I am right now, I have it formatted for my mouse. So this gives you the standard Ribbon and commands and it's optimized for use with a mouse. Now if I was using a touchscreen enabled device, I could actually switch to this touch mode, which would allow more space between my commands. And it would be optimized for use with either a finger or perhaps a stylus. So just keep that in mind. Now if you click on these arrows on the right-hand side of your Quick Access toolbar. This is how you can customize the toolbar. If you will. Notice here there are some checks by these things and that means that they are part of the Quick Access Toolbar. Do you want to add one of these other sort of functions to that toolbar, all you have to do is left-click and you'll notice it right there. So now we can just create a new document from our toolbar. Then going straight to the middle here and the top, we have new product info. So this is what's known as the title bar, and this actually displays the title of your document and where it's located. So you can see that this is saved to my PC if we were using the online version of 365. So we went on the Word app online. We may see that this was saved to my OneDrive account instead of my PC. So again, this just shows you the title of the document that you're in right now, as well as the location that it's been saved to. On the right-hand side, you'll see your account and your name right up here. You can left-click on this for some more information about you and your account settings. And then you could click on this here, which gives you some ribbon commands. You can choose to auto hide the Ribbon, which if you do this, it actually affords you the most screen space possible. But you can see you don't really have access to any of your commands right from the get-go. You actually have to click that to then fan out the ribbon again. Now we also have an option here for showing only the tabs. Now what this does is actually affords you a little more screen space, but it doesn't give you as much as that full-screen view. But with this, you can at least see what the tabs are called. So if you click on any one of these tabs, for example, the Insert tab, you'll see that that will open up there, it'll expand out and we now have access to all those features and functions. Now, this at least gives you the ability to actually see the tab names. So if you're not using this and you're just auto hiding your ribbon completely. It can be a little difficult to find out what exactly or find where exactly the functions that you need are located. So I usually recommend that you either stick with showing tabs or Show Tabs and Commands. But if you're using a smaller screen, you may not have much screen real estate to work with. And auto hiding the Ribbon might be best for you. So I'm going to Show Tabs and Commands here. Then we have our typical window controls. We have are minimized button here. We have our restore down or Maximize button. And then we have our closed button, very common that's in most applications. I'm pretty sure everyone is familiar with that if you've used a computer, but just be sure that you've saved your work before you close your document. Most of the time we're does offer you a little assistance with that. If you accidentally close out of your document, you usually get a prompt saying something like, are you sure you want to close without saving? And then it will allow you to then save that document before it closes down. But sometimes that doesn't happen or you may actually lose your data. If for example, you were on battery power and maybe your battery died, or maybe you don't have a battery and you had your computer plugged in, there was a power outage. You never know what might happen. So be sure that you're saving quite often. Now right below that we have our ribbon, as I mentioned before, we have the File tab here, which just brings you to essentially a section that gives you a lot of information about the document that you're currently in. So you can see here we have all this information as well as the properties of the document. On the right-hand side, we have some actual tabs within the file menu here. So we have save and save as save allows us to just save a document. Immediately and save as actually allows us to submit a location to save that document as well as a name for the document. Print, as it says, just allows us to print our documents. Share allows us to share this with other individuals. And since we're using 365, we actually have the ability to coauthor with other individuals if we have shared this with them. Now it's a little different than just sharing and having someone else open a document which you are capable of doing in 2019 as well. But in 36, five, you actually have the ability to coauthor with another individual in the same document at the same time. Then you have the ability down here to export this document as another type of document. Perhaps you'd like this to be a non-edible, editable PDF or some other type of file. And you can also choose to transform this file as well. And then finally, you have an option down here to close. Then if you look at the very bottom here, you have options to access more information about your account as we did in the beginning of the video, you have options for feedback right here. If you'd like to send some information to Microsoft. And then you have this options tab which will take you into the backend sort of settings of Microsoft Word. And now we're going to discuss all of these a little more in depth as we go through the course. But as I said, I just want to give you a glimpse into the functionality and the interface of word. Moving across the top here we have our Home tab. As you'll see, this gives us all sorts of font and editing styles that we can actually add here. And we can actually format all of our fonts and different colors, perhaps highlight that font, and even add in different types of lists. Then we have our Insert tab, which as it says, allows us to insert all sorts of different things and into our document, including pages, tables, types of illustrations from online and our computer, as well as all sorts of different add-ins or media, or even text and symbols. We then have a Draw tab. If we have a touch enabled device, which actually allows us to draw on our document, if we need to maybe make up some sort of markup if we're sending us to another individual. Or maybe we'd like to highlight something using a stylus rather than just our mouse cursor. Then we have this design tab here, which allows us to format our entire document at once by applying what is known as a style, which would change the word formatting, the Paragraph formatting, and the entire page formatting. We have layout here which allows us to format different types or different parts of the page. So we can actually format the margins, the orientation of the page, the size, as well as number of columns within that page. We have a references tab. If perhaps we're making a professional document and we actually need to write a report where we're going to have a bibliography or works cited page. We have a mailings option here. If we'd like to create a mail merge that we could then send to multiple individuals. A review tab so that you can go over your document and check for accessibility issues. Or maybe you'd like to add some comments if you're sharing our co-authoring with another individual. The View tab here allows us to change the layout of our documents so that we might be able to see how it would look on the web, for example, or in a read mode. If maybe we have a lot of pages to go through, then we also have options for adding in grid lines as well as the Navigation pane. If we'd like to navigate our document in a different way than we have the Developer tab, which you may not see enabled on yours. And this is something that we're not gonna go too far into, especially in this beginner course for word. But it is important to note that you do have these options for creating fillable fields within a Word document. And then finally, we have our Help tab here, which allows us to access Microsoft's help functions as well as contact support and give feedback. And we have a search bar right here where if you still are having trouble locating any of these features, you could search for any and find them right here. You can share over here as well, and you can actually add comments on this side. Then as I mentioned before, we have our scroll bars on the right-hand side. We can see where we are in the document. If some rulers at the top here which show where our margins lie in the document, as well as on the left-hand side. And then if we look at the bottom, we can see our section number, our page number here we're on page one out of two. We have our word count for the entire document and you see we have 457 words, the language of the document, as well as the spell check, our accessibility checker here. And on the far right at the bottom, we have the option again to change our view mode right here. So our layout, as well as our zoom options right here. So we can zoom in and out of our document just from this little slider at the bottom right. So as you can see, there's a lot of functionality offered in word 365 just from the get-go and we haven't even scratched the surface here. So we're really going to look into each of these sections. So we're gonna go through each tab on that ribbon. We're going to go through the file menu here, as well as our home tab. We're going to discuss more about this Quick Access toolbar. And then we're going to discuss some of the features that we have available to us within a Word document for actually modifying and formatting our texts. 3. Using the Backstage View: Since this is the beginner course for word 365, I'm not gonna go too in depth with the options that are offered to us in the backstage or backend view. But I do want to show you how you can access that for you and how you can access those more advanced options and features. So right now I'm in my new product info document. And if you'd like to follow along with me, just recognize that this is the document that will be in the majority of this first chapter. So what we're gonna do is navigate up to our file tab up here, which opens up the backstage view. This is our file menu. Now if we want to get into those Backend Settings, Well, we have to do is go down here to this option section. But if we click on options, we'll see we have all sorts of capabilities here that we could modify within Word. Now most of these are pretty advanced, but I do just want to give you sort of a general overview of some of the options that are available. So in your general tab here, again, this is just general options for working with Word. You can change some of your user interface options here, such as what happens when you're using multiple displays, if this actually applies to you, then down here you can personalize your copy of Word. You can add in a username as well as some initials. You could change your background and themes here that will effect up here. You can add in office intelligence services, LinkedIn features, multiple Startup Options, and even real-time collaboration options. Again, if we're using the 365, you have options for modifying your display or what is displayed on your page here. As you can see, we could add formatting marks to our screen. You have options for changing how word actually corrects and formats texts. So we could go through here and change our autocorrect options, for example, with our spell check. And we can actually check spelling as we type. For example, Mark grammar errors as we type them. Or we can actually have word label, frequently confused words, and even Show readability statistics if we'd like. We have multiple options for what happens when we're saving documents here and how our auto save feature work. Changing the language here if we'd like to, changing our ease of access features. In other words, making this more accessible to individuals with possibly different disabilities or any sort of impairments. Down here we have very advanced options and these I'm barely going to scratch the surface on because I really don't want to go too far in depth. But just for reference, you have options for editing and word cutting, copying and pasting. You can change the defaults for those features. Using a pen, changing your image size and quality if you're inserting different media, as well as showing different document content and modifying your display. Finally, you can change some of your Print Options. You'll save options here as well. And some of those more advanced, just general and layout options. So if you are having trouble with something in Word, I recommend that you do come to this backend view and look into these settings and see if maybe some modification here could solve your problem. Again, you can customize that ribbon. You can add some more things in there, as well as your Quick Access Toolbar from these Backend Settings to you can add in different applications if you have some that your organization or your personal computer may have. And down here you can help make your documents more safe and secure. Now I'm going to back out of this really quickly and I'm just going to go back to the File menu view. So as I mentioned in the previous video, this gives us a glimpse some of the information pertaining to our document. So we can see the document name up here as well as its location in our computer or on our computer. We could choose to upload that to the cloud since we're using 365, share that with other individuals, copy the pathway of our computer or even open the file location. We can add different protections to our document right from here, as well as inspect that document for any sort of issues before we send it off and then manage that document. Over here we have our properties, as I said, and some of these you can actually add to or changed, such as the title tags and comments. Here, we have related dates such as the last time we modified this when it was created and last printed, as well as different related people. So who the author was or who was last modified by. So again, we have options for saving and saving as over here, printing and sharing with other individuals, exporting, transforming, and then just closing our document. Now if we click on the account tab here, will have some more information about our user account and our user info here. And some options for if we'd want to change some of that information, as well as product information on the right-hand side here. Perhaps we haven't updated that wasn't installed. We could actually add that from over here. Or we can learn more about our version of word right here and see what is most up-to-date for updates and what is new word. Then if we click on feedback were taken here, we can say if we like something from where it, if we don't like something, or if we have a suggestion for a new idea of a new feature. So that's that backend or backstage view of word. And again, I encourage you to go into that view and modify some of those settings. But if there are settings that you don't understand, you probably don't need to mess with them or change them at all. But again, if there are some things that you're encountering in here that you're not quite a fan of. And maybe the defaults of word just aren't working for you. Take a look in those backend backstage settings and see if changing something there can fix your problem. 4. Opening Documents: Before we can make any modifications to any of our Word documents, we need to understand how we can actually open our documents. So there are multiple ways that we can open a document. But first, I want to show you how we can actually just access the application of word and some of the options that are available to us there for opening and creating new documents. So from our desktop, we're going to navigate down to our taskbar, which already has word attached to it. Now if you don't have Word and your taskbar, you could find it in your start menu on the left-hand side here as well. Or you can just search for word right down here and you could access it that way. So once we left-click on word, were taken to the homepage of word. Now up at the top here you have an option for just creating a new blank document. And across the top you have options for a tour here, welcome to words. So this will guide you through some of the ways that you can actually modify inward. And then you have an option here for single-spaced blank document, as well as some other templates are available at the top here. And if you'd like even more of those, we can actually search through a template library here. You can see we have plenty of options for very helpful templates. And if you're still looking for something else, maybe you'd like something that's online. You can just search for that up here. So I'm gonna go back to home. Now if you don't want to pick a template or you don't want to start a new document immediately, you'll see you have a list of recent documents here. And you can actually see where these documents are located. Now since we're using 365, some of these documents are also being pulled from our online cloud service. So that would be our OneDrive account. So you can see here new product NFO is in my Downloads folder on my PC, whereas CRM analysis is coming from my OneDrive arrow Mara account. And you can also see down here when these were Last-Modified. Now if we'd like to go into any one of these recent documents, all we have to do is left-click on that document and will be taken straight inside. We can also click here if we have any documents that we have pinned to this sort of section. Now what this allows us to do is actually always have these documents available right at the top of our page. Here we can see documents that have been shared with us by other individuals. And we can also see who that was shared by and the last time or rather when it was shared. So you actually don't have the ability to see what I am is modified here. You can see the date that that has been shared with you and you can also see who it's been shared by. But if you're looking for when that was modified, you'll have to actually go into that document and look at those yourself in that info section of the backstage view. So we're gonna go back to recent. And let's say we actually didn't have any Recent Documents in here and we'd like to actually just find something from our computer. We can do is click on open on the left-hand side here. And that will pull up this sort of interface. And we have an option here to against liked our recent documents, documents that have been shared with us. But then we can also connect to our air Omar accounts. So we have a SharePoint sites here. And we also have a OneDrive account for arrow mark that we could access our documents from. And you'll see it actually shows that same sort of folder hierarchy as you would find on your computer itself. Then I have a personal OneDrive down here, as well as we could actually look on this PC. So we can go through any of the documents folders that we have on our PC and we can actually just open a file that way. Now what I'm gonna do is I'm gonna go back to home. And I'm just gonna go into our new product info here. So you can just follow me into that file. And you see again, as soon as we left-click on that will be taken straight into the interface. And if we actually had that document open at another time, we might be able to just begin where we left off in that document. And word will remember the changes that we've made. So again, very easy to open any documents in Word or you have to do is either open the application itself from your task bar, from your Start Menu or searching and then find a recent document within that interface. Or you could even just left-click or double left-click on a document on your desktop and just open straight into Word. 5. Navigating Documents: So once we've access to our document in Word 365, we actually need to know how we can then navigate that document. So the document that I have open right now, this new product info document is only two pages and it's not that hard for me to just scroll up and down using these scroll bars. And that's just using a scroll wheel on my mouse. I can also grab the scroll bar over here. Just hold that down into left-click and scroll up and down that way and you will see which page you're on. So page one is overview here. Page to phase three. You can see exactly where we're located. We also have options here for just clicking and dragging with our mouse in order to actually scroll. So you'll see if you go to the bottom there, you can still scroll. And there are other ways to move around with the mouse as well. We could click anywhere and have our cursor in that location on our Word document. As I said before, we can highlight a certain section or a certain word. And then if we right-click, we have access to that contextual menu as well as some formatting options right there. Now I'm gonna switch over to a slide that actually detail some of the ways that we can navigate using the keyboard. So let's say that maybe you didn't wanna scroll around with your mouse this entire time. We do have options for actually navigating through a document using our keyboard. And that doesn't mean necessarily just typing texts. So let me switch over to that and show you really quick. So when we're navigating a document in Word with the keyboard to move the cursor up or down the line or sideways one character at a time, we can just use the arrow keys on the keyboard. So pretty self-explanatory, pretty simple. Now if we want to move one word at a time, what we can do is actually hold that control key on our keyboard and use the right or left arrow keys. If we'd like to actually move one paragraph at a time, we can do that too by using Control and the up or down arrows. And then if we want to move an entire screen at a time, then we have the page up and page down keys on your keyboard, which will allow you to do that. Then if you want to move up or down one entire page. Now, this is important to keep in mind because there is a difference between moving a screen and a page. A page may not equate to a screen. So the screen is what can be seen on your screen. And the page is within Word itself, what is considered a page of your document. So if you want to move up and down one screen, use the page up and page down keys. But if you want to move particularly one page at a time, press down control and then use the pager up, page up or page down keys to actually navigate up and down one page. Now if you wanna go to the beginning and end of one line, you can use the Home key or the end key which are also located on your keyboard, right by those page up and page down keys. Then if you want to go straight to the start of your document, hold down the Control key and press home. And you want to go straight to the end of the Control key and end will take you right there. So that's just some of the ways that we can navigate through our document using our keyboard. Now, that may have seemed like a lot, but if you want to maybe pause the video and go through each of those and see how they all play out in Word, you can do so. Now, I personally like to grab things kind of using just the mouse by left clicking and dragging. Because I find that a lot easier than actually navigating using the keyboard. But if you are someone who enjoys using the keyboard or if you find that it's easier for you and whatever document you're using. I do encourage you to go through and use those keyboard shortcuts to navigate your documents in Word. 6. Viewing Documents: If you kept move me from the first video in this course, you'll note that I talked about different views and word. Now, when you actually just open up a document in Word, you do default to that sort of one page view. But we do have options for actually modifying that view and even creating our sort of own view options. So I'm in my new product info document here once again. And again, we have our typical view here. We're at 100% zoom down at the zoom slider here, and we are in our print layout. So again, this is by default, you will see this print layout and you can just scroll up and down your document. But we have multiple options when it comes to actually viewing our document. And depending on the type of document we have, we may find that it's more suited to a different type of view. So if I scroll up to the top here and I go to the View tab on my ribbon. You'll see on the left-hand side here we have options for just switching between the views that are available for us. We can also switch between most of these views down in the bottom right here. Whoops. As I said before, next to our zoom slider. So if I switch to the read mode here, you'll notice that this almost turns into pages of a book. Now, it doesn't necessarily look perfect. But it is something where if you, for example, are using a tablet, you can actually scroll to the left and right as if you were turning a page. Or you can just click on this icon here to move forward in your document. Now, you have a very large document. This can actually be very helpful because it actually is very easy on the eyes and it's easy for people to read and navigate through. So if you want to switch back to that print at anytime, you can do so down here, or since our ribbon has changed, we can actually click on view here at the top. And now we can find our settings in this sort of layout. If we choose to edit our document, watch as this now changes back to our print mode. So it's important to keep in mind in that read mode, you really don't have any options for formatting your text. Now if you want to do that, you'll have to be taken back into one of these other view modes. Then we have what's known as web layout. And you'll see here that this kind of pulls our pages to the side. Now some people might actually enjoy editing in this type of a layout. I personally steer clear from this as this is really only how your documents going to look if it's on the web. Now if you put this into an HTML site, this is what your document would look like. Now this is not how other people will see your document when they open it. So you should not format things based on this view and then assume that others will be taken straight into the web view and they open or accessor document. So again, you can make edits here on like that read mode, but I don't encourage that you do so I would say switch back to that print layout if you're going to edit your document. Then finally we have these last two which aren't available in the bottom right-hand corner here, we don't see this sort of outline or draft view down here. If we click on outline, you'll notice that our document has really changed in view now. Once again, our page actually takes up the entire screen, but this time our document is limited to the left-hand side. You'll see a lot of dots here that you have not seen before. And what this is really denoting is different sections of your document. So we see here overview is a heading. So we can actually see that right here. And we can actually click on any of these pieces and drag them in order to move these parts of our document around if we'd like to. As you can see, I could move that below phase one. Now if I take that up, goes back up there. And I can actually choose to move then phase one as well. So you can see that you can actually modify your document by moving chunks of that around using this outlining view. Now this can be very helpful, especially if you have a very large document with a lot of pages. Now you might want to have a table of contents, for example, that you could link to different pages. And you can actually help to do that by using this outline view. Then if we close the outline view here, we go back to our View tab and then that last view is our draft view. If I click on that, you'll notice that again, similar to that outline view, all of our text is pushed to the left hand side. Our page actually takes up the entire screen. But this time you see essentially what your document will look like two other viewers when they see it in the print layout. Except this time it has page breaks right here and it's one continuous flow. So this is again, a draft of your document. This is what most users will see, but this is not split between pages. So the only way you know you're on that other page is by looking at this dotted line here. So this is the main views that are afforded to you when you're actually using Microsoft Office 365, specifically the word Application, you can actually change views in many other applications, but none of them equate necessarily to these sorts of views. So when you're using Microsoft Excel, for example, if you want to switch around the views, just remember that you're not going to have read mode, print layout, and web layout. Those are going to differ in names, but they'll still be in this View tab. So now we're going to switch back to print layout as that's the one I like to actually stick with. And again, that's the one you'll find by default when you open a document in Word. Now, a lot of individuals like to actually use that outline part of their, or outline possibility of their views as well as the draft possibility. So I encourage you to use those if you find it better suited for what you're trying to do. And if you actually would like to change your zoom level, you can do that in any one of these views at any time, in the bottom right-hand corner. Now we had already discussed we have this slider here. We could grab the slider and move that left to right. We could use the plus to go in increments of ten or the minus. Or we could actually click on the percentage and the right-hand side here. And actually we're afforded some other options right here. So we have an option here to zoom to a 100%. We have an option to zoom as we are right now to 175% percent. Or we could do the page with text with and whole page. Now watch what happens when I do each of these. Page width zooms in so that the page takes up almost the entire screen. This can be very helpful if you want to see how everything looks full screened almost, but it can be more difficult to actually see all of your document at once. So if you're trying to edit a certain section, for example, this overview section, it could be helpful to be this far zoomed in, but if you want to really see your entire document as a whole, I would recommend Zooming further out. So if we click on this over here, let's do text width and see what happens here. As you can see that Xunzi even further because now we're not just zooming to the margins of the page. We're actually zooming in all the way to the sides so that they can see the text at its full Zoon. So again, this can be helpful if we want to just go through this overview section and really look at it closely. But if we're trying to look at that entire document or a larger section of the document, we probably won't want to be using this view. Then down here we have the whole page view, which will actually bring down your text size until you can see the entire page on your screen. Now this will change. If, for example, you choose to hide your ribbon, you'll see I've got a little bit bigger there. Now if I assume that backup, it goes back down to 60%. And this is very helpful for overviewing your entire document, much like you could do in the outlining or draft views. But this is not very helpful for editing smaller points in your document. So just keep in mind your zoom features when you're editing your document, as well as your view features, especially if you're using a large document that may have a table of contents or a references page. 7. Creating Documents: So we have discussed navigating our documents. We had discussed opening some documents either from the cloud or from our computer, will be actually haven't gone into how we can create a new document from scratch or by using a template. Now I know I mentioned it before, but in this video I really want to show you how we can just dive in straight into a blank document and word. So we're gonna go back down to our toolbar here or our taskbar. And we're going to left-click and open up our Word application. Now again, you can find that from your Start menu as well or the search bar if you're still having trouble locating it. So we're going to be focusing up at the top here where we have blank document as well as our options for templates. Now we could also navigate right here to this new section, which takes us straight into the view for actually searching for more templates online. So this shows us the templates that are pre-installed with word here. You can see we have all sorts of templates available for us. Even in APA style report, this would have helped me in grad school. We can go up here to the top here. And then we have options for searching online through Bing for other types of online templates. And down here we have suggested. And if you'd like to make a resume or a cover letter, we can look for those online. Now if we just click on Blank document, were taken straight into a blank document. As you can see, there's no text here, no formatting whatsoever, so we can really just start from scratch. Now if you're in a document and you want to create a new document from here, but you can do is navigate to that file tab. Just click there and then click where it says new. And again, we'll be taken back to this new page. Now at this point, I'm going to actually search for some resumes and cover letters. So I can show you how we can actually go through the different categories here and find what we're actually looking for. And so we don't have to create it on our own. Now, I'm going to click on this modern chronological resume style. We're going to left-click on that. And you see here it says provided by the Microsoft Corporation. It gives you an example of what this is actually made for. So this modern resume or CV emphasizes you're experienced by showing your jobs in chronological order. You're free to change the color scheme and font and the Design tab. This is an accessible template, shows you the download site here. And all you have to do is then click on Create and you'll be taken into that new template. Now here, there are lots of sort of fillable fields and text boxes and all these sorts of things that we'll be talking about later on in this course. But they're already actually established for you. So you can go over here and you could actually even pull in LinkedIn using this template to help you looking for inspiration to help craft your resume. So if we click on X and actually get rid of the resume assistance, we still have all of the options for our document already laid out for us. So all we have to do is actually go in and just fill in these fields with our information or change what is already here. Very easy to do. But none of this we had to do from scratch. So if I actually, which I have done, have gone into Word and created a resume from scratch. It would take me a long time and it can still look very good and can still look much like this. But it just takes a lot of time and a lot of energy. If you can find some of these templates online or pre-installed into word, I highly recommend that you use them in order to save yourself all sorts of time and energy when creating a document. 8. Entering Text: And the moment we have all been waiting for, we're actually going to learn about how we can insert words into a Word document. So I know it's been a little while and we've actually not discussed this much. But now we're going to jump into how we can actually enter text into a blank document or a document that already has text pre-installed. So if we go down to the bottom here and we open up a Word document, you'll see we're just going to go into a new blank document here. And as soon as you do that in the upper left, you'll notice this cursor. Now this cursor, as we showed in the videos before, can be maneuvered just by your mouse and left clicking on a word or maybe it's some other sort of text like a paragraph. But in here we don't have much to work with, so we actually can't click anywhere else on this document. So you can't really see, but i am left clicking right now and you'll see my cursor is moving around, but that actual insertion point up here is not changing. And that's because the way that word works is that you insert from left to right. And when you reach the other margin on that right-hand side, you'll be taken straight down to the next line. And that's called word wrapping. So from here, all you have to do is start typing. So I could just say this is the sample text. I'll just put a period. And you see, that's all you have to do to add text. It's very simple. And then once you've added your texts, you can then choose to modify that text. But if I, for example, I can think of something to write very long here, but I'm just going to take maybe one letter, hold that down. And just to show you what happens when it gets to the other side there, you'll see that word wrap has taken effect. If I just hold down this key, you'll see always the words will keep going. Once they hit that side, they will ramp down to the next line. So now I could choose to backspace this all which would backspace to the left, you'll see. But if I choose to press the delete key, that would actually backspace to the right. And as you can see, this is going to take a very long amount of time. So what I'm gonna do is highlight this section of text. And then I'm just going to press backspace once to get rid of it all at once. Now, what we can do here if we'd like to separate our text rather than just focus on that word wrapping. We can create another paragraph or create a line separation by pressing the enter key. And you'll see as soon as we do that my cursor has now gone down to the next line. So this is how I can kind of change where I'll be inserting my texts. So maybe I want to add multiple lines in there. And I can start saying, this is example text number two. And this is example number three. As you can see, I added some lines in between those and you would never really know it here. You might think that this is something that I just did very easily. I just texted right here and then I put my cursor down here. But you do have to keep in mind that you need to actually insert that other line, because word is always looking for lines here. So even if there was no text here, word considers this to be a word wrapped line. So we could start typing text here, for example. And if we started typing text on that top line, all the way to decide, we would then word wrap down to another line. So if you're inserting a line, just click that enter key. And that's a good way to separate again some paragraphs or just any sort of and separations. So that's the basic way for inserting text. Now in some of the later videos, we'll talk about what we can actually do with our inserted text, then how we can actually select and maneuver that text around a document. But for now, just remember, inserting text is just as easy as placing your cursor anywhere in the document that you need that text and then just start typing. 9. Selecting Text: Now that we've discussed how to enter text into a Word document, let's talk more about how we can actually select that text and actually maneuver it or maybe formatted in our document. So I'm back in our new product info document here, which already has a lot of sort of preinstalled text. So what I'm going to show you is different ways to actually grab this text. Maybe modify it, delete that taxed, or move it around our document. And enlightenment that I'm actually going to switch over to PowerPoint really quickly. So I can show you a slide that demonstrates all sorts of ways that you can select your text in Word. Switch over to that. So these are selection methods in word using the mouse or the keyboard. So I'm not gonna read through all of these in-depth, but I do want to just give you an idea. If you want to select any amount of text, clicking and dragging the mouse or clicking at the beginning of a selection, holding your shift key and then clicking at the end of the selection will grab a whole sort of range of texts. Now, I personally like to just highlight the range of text I'm looking to actually grab, but you can do it in this way as well, which means that you could click at the beginning and then just click shift. And at the end, click the end of that document, end of that selection. And you'll grab the entire section. Double-click on a word. We'll just actually highlight that entire word. A sentence Control and click will highlight the sentence. You can triple click on a paragraph in order to highlight an entire paragraph. And then you'll see you have options here for if you'd like to highlight several words in a row, several paragraphs in a row, as well as non-adjacent selections, which is important. A complete document as control a that's very helpful to keep in mind. And then from a current location to the end or start of your document, just control shift and the end or home keys. So as you can see from here, there's a lot of ways that we can use our keyboard to actually sort of makes shortcuts when it comes to modifying or grabbing selections of text. So I'm gonna go into word now and show you just how some of this works in practice. So let's say I wanted to just grab my entire document at once. That was the control, a keyboard shortcut that we just discussed. So if I want to actually make that my selection right now, if I click Control and a, you'll see that I've highlighted the entire document already. Now be careful when you highlight certain sections of a document, especially if you're highlighting the entire document. Because in word, basically the way it works is once you have a selection highlighted in Word, if you start to type, you will automatically delete that selection and start inserting new text. So if I accidentally hit something on my keyboard here, you can see I just deleted my entire documents worth of text. And now all I have is that little g at the top there. We're just very unhelpful for me. So just keep that in mind just to be a little careful when you're highlighting text and you're actually trying to insert other texts. What we're gonna do is just click on Undo and the upper left there to pull back our entire document. Now mistakes like that do happen, but just remember you have that undo capability up in your Quick Access toolbar at anytime. Now as I said before, I like to click and drag to highlight my text. So let's highlight this overview section by putting our cursor right here at the top of this, the beginning of overview will just click and drag all the way down to the bottom. And now again, I can modify this text by right-clicking and bringing up my contextual menu. Or I could make any sort of changes to this text by just deleting that text by typing. So if I wanted to, for example, move this text around the document, I can actually do that as well. What I can do here, and this is something that's very interesting in Word. If I highlight a selection and then I click on that selection and drag the selection itself. Watch what happens with my cursor. You'll see that now it's this bold dark line and there's this little box underneath my sort of mouse pointer there. This means that I'm actually moving that overview section where my cursor is placed. So if I like go here, you'll see that overview now goes below phase one and phase one has taken on the style of overview. So this can get a little complicated when you have a document with multiple styles in it. As you can see, this didn't really work as well as I thought it would. But again, I have an option to just undo that. And it was just to kind of demonstrate that you can click and drag selections of text around document rather than maybe cutting or copying and pasting that selection of texts. So again, I'll switch back to our PowerPoint section and I'll leave you with that so that I can show you multiple ways to select text in Word using your mouse and your keyboard. 10. Saving Documents: So once you've answered all your text into your document and you've made all the necessary changes or modifications, you're ready to save your document. Now, as I had said in the previous videos, I do recommend saving quite often that the first time that you save a document, you'll be brought to the Save As screen, which allows you to select a location to save that document, as well as a name for your file and a document file type. Now I'm going to tell you what all of that means in this video. So right now we're in our new product info sort of file that we have been in for most of this chapter. Now what we're gonna do is just assume that we're done with this document and now we want to save it as our final copy, essentially. So new and 365 is this auto save feature that we briefly mentioned at the beginning of the course. And you can find that up to the upper left next to your Quick Access toolbar. And you can see as I hover over this little tooltip says, this will save to OneDrive or SharePoint online if you'd like to use auto save. Now, I have it off. It actually is on by default. So you may see a different setting here, but if you'd like your documents not to be auto saved, you can just check that off as I have. Then in the Quick Access Toolbar, we have our little Save icon, which if you click on that, this will just save your document. And since I already have saved as this document, this will just save the document and it won't take me into any other screen or prompt. But if I click on the File tab in the upper left here, and I navigate down to where it says save. As. You'll see that I've now taken to this new section, which allows me to select where I'd like my document to be saved, what the name of the document is. And this bar here will show me the types of documents that I could actually save this as. So we're really not limited to just saving this as a Word document in Word, we have options here for saving as a word Macro Enabled document, more of a sort of compatibility Word documents. So this would be word 97 through 2003, a Word template document and so on and so forth, even PDF documents, XPS documents. So you can see you have multiple options are not just sort of roped into only a Word documents. So really go in here and change this as you might need to. You can click on More Options here. This will take you to what might be a more familiar sort of dialogue box that actually gives you again the file named section. You can select where you'd like to save that file. And down here again, you have your save as types. So let's say that I wanted to save this as maybe a word 972003 document. Now I already have a copy of this in that format, but maybe I can save this as new product info one. So let's say I wanted to make a separate copy. If I save that, then that will save as a separate document. And now you can see at the top here, we're no longer in the document I was in before. We're in this new document that I just save as. So we're in this new product NFO one. And you can see in the middle here of your title bar that, that we're now in compatibility mode, which means that this could work on older machines. Now if you ever find that your Word documents aren't displaying correctly on the screen, I do recommend that you either switch your document to compatibility mode or save that document as a older version of Word so that you can get the most compatible versions for you and your needs. 11. Using the Accessibility Checker: Something new and 365 is what's known as the accessibility checker. And now you can find this in most of your applications. So this won't just be limited to Word. You can also find this in Excel and PowerPoint and other more familiar types of Microsoft Office apps. But what the accessibility checker actually allows you to do is go through your entire document in one scan and see if there are any sort of sections or maybe formatting errors or something that might make it more difficult for someone of a disability to either read or see your document. So in my new product info right here, something that I had mentioned in the beginning of this course is down at the bottom of the screen, you actually have a little glimpse into your accessibility checker. Now this is new as well. It gets you a bit of information about your accessibility check. And actually if you click on that down here, you can actually invoke the accessibility checker. Now as you can see, we have no accessibility issues within this document. So it says that people with disabilities should not have difficulty reading this document. We could keep this running while I work, which would keep it constantly updated and we'd let us know we'd actually flag any accessibility issues. We could read more about making documents more accessible. We can actually just actually pull that back into that additional information section. If I click right here, we could move this sort of pain that then comes out. We could also change the size of that pain or close the pain entirely, which we'll do right there. Now if we don't have this option down at the bottom and you can't find that. Or maybe it's not enabled on your device. Where you can do to actually access that accessibility feature is by going into the Review tab at the top here. So once you're in this review tab, all you have to do is navigate over to where it says accessibility. Click on Check Accessibility. And again, you'll pull out that accessibility checker pane on the right-hand side. So it's very important before you finalize a document to check for these accessibility issues. Especially if you're making a more professional document that will be seen by a lot of individuals. You want to be sure that everyone of all abilities can read your document and see everything that they need to see. 12. Converting to Updated File Format: There might be a time that you receive a document in a different file format than what you're used to. Now with word that could come across as a compatibility mode type of file format, such as the word 97 through 2003 file format. Or it could be an NBA Macro Enabled file format. But it just might be something that you're unfamiliar with. If you receive one of those files, possibly from an older computer, if you would like to actually update or convert that file to the newest version of words sort of file format. You can do that very easily within your document. So right now I'm in I knew product info document, but this was the info document that I had created before. That was actually a compatibility mode document. And again, you can tell that just up at the title bar here, right in the middle, you'll see it'll say compatibility mode. Now some features are not available in compatibility mode and this is the reason that you'd want to convert that to the newest file format. Now again, if you're using an older computer, you may need to be in the compatibility mode, but on a newer system, there's no real need to be using compatibility mode within Word or its documents. So in order to actually change from compatibility mode to the newest file format, all you have to do is navigate to your file tab. Stay on this info section. And you'll notice above where it used to say Protect Document. Now we have this compatibility modes section. So some new features are disabled to prevent problems when working with previous versions of office. Converting this file will enable these features but may result in layout changes. So if this was a document that you created and compatibility mode, you may not want to convert that file because summing for formatting changes or if some of your formatting sort of creations may actually change when you go through your document. But if you want to actually convert this, who, the newest file format, you'll be given this little prompt that says your document will be upgraded to this newest file format. You'll get to use all the new features in Word. This may cause minor layout changes. So again, just keep that in mind. If you prefer not to upgrade, press Cancel. Converting allows you to use all the new features of word. And this is also important, reduces the size of your file. Such are having trouble sending a file to another individual. If it's in compatibility mode, Be sure to convert that to the newest file format to reduce that file size. This document will be replaced by the converted version. Now you can also check on this if you don't want to be notified of that every time you're converting a document. But I like having that option. So I'm just going to click on OK now. And immediately you'll see that this is now saved to my PC as the newest file format, and it doesn't have that compatibility modes section. So again, if you're going through a document and it's not in the newest format and your computer can handle it. I recommend you go into that info section of your file tab and just convert to that newest file format. 13. Understanding Document Properties: So what exactly are filed properties and why should we care about them? Well, properties for any file or essentially metadata for that file, which if you're not familiar with that word, is essentially data that actually bribes what that file is about. So the metadata for my Word file here, my new product info for example, might actually display the title of that document, the author of that document, maybe when it was last modified, things like that. Those are properties or metadata in a document. Now, most of these properties are modified or you can actually modify these properties if you go into the file tab of your menu. So up at the top here, if we go here into the file menu, on the right-hand side, we'll see our properties and I've mentioned this before, but I also did discuss briefly about how you can actually change some of these. So you'll see when I hover over the things like size pages, words, I can see the actual description here of how many words are there, but I don't have the option to edit this. And that's because this is what's known as a static statistic. Tries hang out five times faster, but this static statistics over here actually show you properties about your documents. So size will change as you add to your document, but you can't change it yourself right here in this properties pane. Some things you can change are the title of your document. So again, I could just label this as new product info. And you won't always see this information displayed in your documents. Sometimes you have to specifically access your document properties. Now where this will be most useful is if you're uploading your document to a sort of shared drive. Now that could be a Google Drive, that could be OneDrive, or that could be a sort of shared site on SharePoint. You can also make a tag for this if you'd like to better separate what may be category this document would fall under. And you can also add any sort of comments or description to this document as well. Down here you see those related dates that I had mentioned. So you can see when this was last modified, created, and last printed. And again, you don't really have options for modifying those sections. We have sections down here for related people such as the author and who it was last modified by, as well as documents that may or may not be related to this file. We could open that files location. But then I want you to pay attention to this. We can actually show all properties. What that does is actually add sort of more options here. It actually expands the options that we can change in our properties. We could change the status of this document and we can add a category, and this is a little bit different from tags. We can specify the subject of the document. For example, add a hyperlink based of a document. This is if this is going to be linked anywhere or if we want to send this to another individual. And we can specify the company that maybe owns this document. So this is an arrow mark documents. So maybe I'd want to type in arrow mark here just to differentiate that from other maybe company documents that we might find on my OneDrive account. Then again, we can scroll down and we can see now we have all of our properties listed all at once. So we can actually collapse that to go back to just the smaller sort of property view. But again, it's very simple to just navigate to this view in this info section of your file menu in order to change all of the properties and metadata of your document in one location. 14. Sharing and Co Authoring: At the beginning of this chapter, I discussed briefly about how we can actually share our document with other individuals. And since we're using Office 365, we can also co-author in real time with those individuals. So now I want to show you how easy it is to actually share our document. Upload that to either SharePoint or OneDrive and then coauthor with other individuals. So we're back in our new product info document. And as I said before, I think it's complete. But at this point, maybe I want to bring in another set of eyes to make sure if there are any edits or any updates we need to make before we fully finalize the document. So what I'm gonna do in line with that, we have two ways that we could do this. We could go to this little Share icon in the upper right here to share our document. Or we could click on file in the upper left and go down to the Share tab right here. Either way, it will bring up this sort of share window, which says please upload a copy of your document to OneDrive to share it. So I'm going to open one drive arrow Mar. And it may ask you to login here, but I should already be logged in. So I should allow me to just go to the next page, which will allow you to then send the link to this document to another individual. This allows another individual to then open the document and make any sort of changes that they might like. And then you would have access to open that document again and see those changes. Now, this is where sharing and coauthoring differ and it's very important to keep this in mind. In Office 2019365, you can share a document. Now again, this allows users to access the document, make changes, and then you can access that document and see those changes. Co-authoring, On the other hand, allows you both to be within the document at the same time, making changes in real time. And that's where it gets a little cool. So I'm actually going to show you what happens and what it looks like when you're co-authoring with another individual. So from here, if we click on the More Sort Options button here, and this is very commonly listed as this ellipsis. We can have the ability to manage access. So you can see right now, Ethan Kane, who I am, I'm the owner of this document, can go back out. And if we click on this, we have options for sending our link. We can send this so that anyone with the link can actually have access to this document. People in air Omar. So my company with the link can have access to this document. Only people with existing access to this document can access it or just specific people can access. And if we click on specific people, you'll see down at the bottom here that we have an option to modify whether or not we want to allow them to edit this document. Maybe I just like them to look at the document but not have editing capabilities. Just change that right here. So I am going to allow adding editing. We're going to apply that. And now I'm just gonna type in who I want to send this to. So I'm going to send this over to my coworker, Allan Wilson. So that right there. And I could keep adding more individuals in here such as Carlos Perez, who is another co-worker of mine. So I had him in. But I could also add a message down here if I'd like to describe to them maybe what I'm looking for y's while I share this document or if I'd like to coauthor with them as well, I could maybe set a time to do that within this message. So for now, I'm just going to send that over to them. And now I know that Carlos is busy today, but Ellen should be able to hop onto this document with me now that I've actually saved it to my OneDrive account. So as you can see, the link has been sent to Alan. So once she has access to that link, she should be able to come over and actually open my file. And then I could see that she would be in the file alongside me editing as well. And now the way that you can tell here that we're actually in our OneDrive account instead of on our computer. May not seem that way because our layout hasn't changed much is by looking up at the top here. So right now you can see new product info one, the name of our document, but now we're saved to OneDrive arrow mark. If we left-click on this, you'll notice our location here. We're in our OneDrive account, but we're using our desktop version of Word. Keep that in mind that we're technically connected to the Internet right now, which allows other individuals to co-author. And as you can see, Ellen has joined us. You may have seen her appear in the upper right here, but if you didn't, now you can see that Ellen Wilson has this document open so we can see her little picture there, as well as this red color and that shows that that denotes her cursor as red. So we could choose to open her contact card if I am actually friends with her, I guess you could say or I have her in my contacts list, then I could go to her location in the document. So it just zooms in on that red cursor right there, which is where she is located. Now as you can see, my cursor stays black, but on her screen, mine will look different as well. So now we are co-authoring this document. Ellen Wilson can go through the document and make any changes she would like. And you can see those again in real time are very useful feature here when we're trying to help with editing a document. Or maybe if we're trying to track the changes that we've made to a document, such as the version history or any comments that we make to that document, we can actually do that all in real time. So when you're sharing a document, check and see if it's more important to you to have that document visible to others, or if you'd like to actually view that document with them in real time using that co-authoring feature available in Office 365. 15. Using Versions: Let's say you're working on your document and the worst thing happens, there was a power outage and your computer system failed, or maybe the battery in your laptop died, or maybe your chord was unplugged or something of that nature and you lost your file. Now, Microsoft Word does have a very comprehensive way of storing and recovering your unsaved data. So right now I'm in my new product info file and I actually made a change here and I wasn't able to save my data. Now when I open that up, you'll notice this on the right-hand side, a little bookmark. Once again, I actually discussed this before, but it says welcome back, pick up where you left off. So this will take me down to where I made my change before. So Microsoft still knows that I'm actually trying to change things in this document and I can go back in and recover my data. Now another way if that doesn't actually take me to the correct spot is by going to our file menu in the upper left here, and in the info section going down to where it says Manage document. Now here you can click on recover unsaved documents. And it will give you a list of unsafe files. And all you have to do is left click on one of those to actually go back into that file and make the necessary changes and save it and close it. Then another thing is that if we go back to this, so I'm going to manage my document. You can see right here it says when I closed without saving, so it gives me the exact time that I close my document. If I go to the open section here and I go all the way down to the bottom. Actually, you can already see that there. I didn't even have to scroll. It says recover on saved documents. And that will take you right back into that section. So you could get back into your document, make those necessary changes, and save the document. Now it's important to keep in mind that Microsoft will not always be able to offer these capabilities. Sometimes it may not have actually saved into that file. Now this is something that Microsoft Office will do constantly as you're working that will save these copies into the file. But it may not be the most up-to-date copy that you're looking for. If something has happened before Microsoft makes that change, or rather makes that copy. But you can actually go in and recover that unsaved data. So that's something that's really useful. If, for example, as I said in the beginning of the video, if something happens that you didn't expect and you lose that data. So you always have the ability to go in and look in that recover unsaved sort of Data Files folder and see what is there to make those necessary changes. 16. Using the Inking Tools: At the start of this course, when I was discussing the Ribbon in Microsoft Word, I mentioned the Draw tab. Now I did mention that this is enabled by default on a touch enabled device. But if your device is not touch enabled, you may not see this tab. Now this is something that you can still actually add into your Word document. And let me show you really quickly how to do that. So I'm in this overview dot DOC ex, and if you're gonna be following along with me, I recommend that you open that as well. So once you're in that document, you're going to navigate to your Draw tab. And again, if you don't see that, I'm going to show you how you can add that to your ribbon. And so if you don't see it, go over to your file tab here. Go all the way back down to options there. So you get into your backstage view here with the backend options. And now what we're going to go to is Customize Ribbon. Now here, what we're going to be looking for is making sure that the Draw tab is taken from the left-hand side, essentially onto the right-hand side. So if you see commands over here, like maybe some draw commands that you'd like to add to one of the tabs that you already have. You can add it from this left hand side. Now if you're Draw tab is already on the right-hand side here and the disabled, you can tell that it will be disabled if it doesn't have a check mark in that check box, all you have to do is check the box there and just click on OK, and it will be added up top into your ribbon. So once you have the Draw tab, you just click on that will navigate over here. We have a couple of different options available for us if we're looking to ink our document, which essentially just means drawing on our document rather than typing text. So first, since I'm using a touchscreen device, I would have to choose whether or not I'd like to draw it using touch. I do my finger or a stylus perhaps. Or if I'd like to just draw it using a selection so I could actually draw using my mouse. Now, if you click on select here, it doesn't actually allow you to draw using a mouse. This goes back to your selection mode so that you can then select your text. If you're looking to draw with mouse, you still have to click on draw with touch. Now I know that might seem a little counterintuitive, but essentially, you can just think of your mouse as acting like your stylus at this point. So your cursor is basically where your finger might be. So from here, you select any one of the pens that you have here and your pen sort of catalog here may look different than mine because this is actually something that you yourself create. So maybe I don't like some of these pens and I don't want this pen, for example. Maybe I don't need this rainbow pen in Word. I could go down to the bottom after clicking on that little drop-down arrow. And I could click on delete here. And you'll see it's immediately removed from my little pen catalog there. And we have multiple different types of pens that are available for us. So you can see that we have pens or red pen, particularly this one is. And then over here we have a pencil, so is just a gray pencil. And you have these orange pencils over here as well as a purple pencil. Then we have this pan here, which is the Galaxy pen. And we also have options for highlighters. So essentially there are three types of pens that you can choose, or I guess inking tools you could call them. You can choose either the pencil or the pen or the highlighter. Now if we wanted to add a pen here, we'd have to choose one of those three categories. Let's add another highlighter. And now we have to actually choose the color of the highlighter as well as the thickness of the highlight. So let's make this, this light green color and will boost the thickness up to this top one there. And you can see an example of what that might look like on your screen right there. Now if you want to actually add a different color, but it's not displayed right here. You can click on More colors. You'll be taken to this sort of rainbow sort of landscape here that you can actually pick any color from. So you just kind of drag your cursor around and you can select anything in here. And you can also make sure that you select the intensity of that color as well. And cancel out because I like the color I've got. But once I've set those settings and I made sure that I am clicked onto that pen. As you can see here, sometimes little tooltips will come up. Just click on that. Now my cursor again will act as my insertion point for this. And if I wanted to highlight maybe this first paragraph, I could just left-click and drag that. And you can see them I highlight takes effect. Now it's important to remember that this is considering your mouse to be a drawing tool, which means that it will not function as if it's on a line. So what I mean by that is maybe if you were using a pencil, for example, you might accidentally dip up or down below the line as I did just there. It's the same when using the cursor. There's no real way to make it just a straight line across. So just be careful when you're highlighting that you actually get what you're looking for and you don't accidentally dip super far down or maybe super far up. So, but if that does end up happening, you do always have the options over here to undo or redo your last actions. And you also have an eraser available in your inking tools as well. So if I click on the eraser here, you can see I can click on anything that I have actually inked onto my page and immediately erase it. Other than that, we have options for Inc editing here, which essentially just puts us into this editing mode that we're currently in. We can actually make the ink into certain shapes. Maybe if we drew a square, we could actually make that a square shape in our document by pressing on ink to shape. And you could also write equations and then Ink to Math those equations into mathematical equations. Here you can insert a drawing canvas if you'd like to have a separate section to maybe draw notes or something else in your document and delete that. And then we also have the option to replay ink and this will show you the order in which ink marks were made on your document. So there are plenty of ways that you can actually mark up a document here. And these are in addition to the other ways that you can mark up a document using texts such as comments in a document. So I encourage, even if you don't have a touch enabled device that you go through and look at the drawing capabilities that are available to you in word. And now some of the interesting things about word, and this doesn't really carry over into other applications in office, is that you actually have what are known as natural gestures. Now, when you're drawing these gestures can actually allow you to modify the text in your document, rather do than just overlaying maybe a highlight or a pencil mark. So I'm going to switch over to a PowerPoint presentation really quickly and just show you what I mean. These natural gestures. If you actually create a circle using a gesture with either your touchscreen, with your cursor, You're such as your mouse. Or if you actually are using your finger or a stylus, you draw a circle around the text that you want to select. You can actually select words, sentences, and paragraphs in this way. And then you can apply formatting like font color, bold or italics as well. And this is all using touch. You could cross out to delete texts. So you could draw a line through certain texts to actually delete that text. You can apply highlighting as well as join words together, split words. You can even insert a word and make a new line using these gestures. So it's important when you're going through word to recognize that you have more options than just inserting text using the keyboard and actually formatting or modifying that text using the keyboard as well. You can also use all sorts of touch gestures. And this can be especially useful if you're using a device such as a tablet, which may only be a touch enabled device. 17. Moving and Copying Text: Let's talk about some of the ways that we can move and modify our text and word using the clipboard. So I have my overview document open right now. So if you want to follow along, I recommend that you open that as well. And this is the document that will be in for a good chunk of this chapter, but not all of it. So just kinda stick with me in this document and mixing of these changes as I go along as well. So what we're going to talk about now is how we can actually use the Clipboard and word and how we can actually make it so that we can take good, like pretty big chunks, I would say, of our Word document and actually cut those and paste them somewhere else in the document or even in another document entirely. So we have our overview here and it has sections for the overview itself and analysis, a review process, and a summary. Now, let's say that we wanted to add an overview of maybe a second option to this page. We want to copy all of these sections, but then delete the text within those so that we could keep the headings, but not any of that filler text. Now one way we could do that is go through and actually copy each of those sections. Now copying and something that we would do if you want to make sure that we duplicate something. Now copying is not the same as cutting something, so it's important to keep in mind if we cut something, we're actually taking the text out of the document and then we can place that somewhere else, but it's not duplicating that text. So essentially, we're gonna be using our right-click contextual menu here and going through cut copy and are multiple paste options. So right now all of these are grayed out and that's because I have not made a selection. Before we can actually use any of these features, we have to select either a word or a piece of a word or a larger selection of text. So for the purposes of this, let's just copy our entire page here. And if you'll remember back to chapter one, there's actually an easier way to do that rather than grabbing the entire document. All you have to do to highlight all of your text at once is click on control and a on your keyboard or other, just press those keys. As you see, we've highlighted everything now. So if I right-click here, now you'll see I have options for cutting or copying. Now we also have very familiar keyboard shortcuts for those that's control c for copy and control X for cutting. So again, if I cut this, you'll see that that entire document will then disappear because I've taken all of that sort of selection and then put that onto my clipboard. Now, you'll see in the upper left of your home tab, the clipboard section. This will allow us to paste. And if we click on the drop down below the paste clipboards section here, we'll see that we have multiple options when it comes to pasting are first one is to keep the source Formatting. Now that is, if we pasted this into another document type, we can make sure that we're keeping our source of formatting from word. The second one is for merging formatting. So let's say that we were maybe dropping this into an Outlook Email. We want to merge the formatting between word and outlook. We could actually paste this as a picture. And if we paste this as a picture, something to keep in mind is that you cannot edit this as if it were text. Now although this just looks like texts in a Word document, it's actually a photograph that has been pasted in of the texts that we actually had on our clipboard. And you can see that you can actually modify this as if it were a photograph, meaning you can grab the sizing handles at either end or I guess any of the ends you could say because you got on the sides as well, to actually modify the size of the text. But you don't wanna get too stretched out with this. As you can see, the more that I do this, the more stretched to becomes can be useful if you're trying to maybe paste an image of something, but pasting text as an image is not usually always that helpful, especially when we're working in a Word document. So I'm just going to Control Z, which is undo. We're going to go do it a few times. So the actually undo all of them. And now we're back to having that on our clipboard. Go back into our paced menu and look at the last option is an option to keep text only. Now this does not look any different from any of the other options we had right now. And that's because we haven't actually made any formatting changes to this document. If we had some sort of style applied to the document, or maybe some different formatting changes such as bold or italics, maybe even a text color change. That would then be taken if we were to merge formatting, for example, with another document or keep source formatting. If we were to paste this as text only, we would not carry over any of that formatting. So if you want to pay something as solely texts, used that text-only option. So you're not carrying over any of your previous formatting sort of changes that you made to that text. So that's our options for cutting our texts. And if we right-click here, you can see you have those paste options laid out for you here as well. Now let's say we wanted to copy this and again, because we're trying to make an overview to Section as well. So what we're gonna do is control a again so we can copy this whole thing. And then we'll use our keyboard shortcut Control C in order to copy. And you'll see once I copy that nothing actually disappears here. And that's because we just made a duplicate of this data and pasted that to our clipboard instead of taking all of the data itself. Now what I'm gonna do is press Enter down here to add some lines until I go over onto another page. Once I'm on this page, I will right-click and I'll look down at my paste options and see what best suits me here. Now again, since we don't have any formatting, it's fine to just do the text only. And now we have a duplicate on this second page so that we can actually go through and make a second product proposal and a second overview. So when you're going through your documents and words, be sure to use the cut, copy and paste commands. And I can assure you you will be using them quite frequently, especially in a larger document. So remember that you can invoke those commands using your keyboard shortcuts Control X4 cut, control c for copy, control V for paste. You can also access the clipboard in the upper left there in the home tab of your ribbon. And you can access all of your clipboard features by right-clicking anywhere in your document as well. 18. Using Undo and Redo: In this video, we're gonna talk about redo and undo the very famous commands in Word. Now this is actually kind of an extension of the previous videos. So if you haven't watched that video, I encourage you to watch that. See you have an idea of how our overview document here came to be the way it is. Now, you'll see in the document that we now have these two sections for overviewed that are fundamentally the same. But what we wanna do here, maybe we actually want to undo this action. We didn't mean to duplicate all of this in the first place. If that's the case, we have some options for invoking this command. We can go to the upper left here on our Quick Access Toolbar, where you should always have undo and redo available. So you can see undue paste to text-only. We can just click on that to undo that action. Now, we could also click on this button if we want to redo an action, maybe we actually didn't need to undo what we did. And we want to redo that. All we have to do is click on that as well. So you'll see these two kind of work in tandem. And if you want to actually access those using the keyboard rather than going up here into your Quick Access toolbar, you'll see as we hover over these, we have options here for control Z for Undo. And if I hover over this control y for redo, and you see right now it says can't repeat, but that's because there's nothing else to redo. So if I undo here, only then does this become available and it's that control y. So just remember, those don't really have any sort of Hetchy mnemonics that doesn't really unfortunately match up as well as control C for CO2, for example, or controlled P for print. Jesus have to remember that control z is your Undo and control why is your redo? So, but if you have trouble remembering those, I do just encourage you to go up to that Quick Access Toolbar. And as we discussed before, this is completely customizable up here. Don't see your undo or redo commands. Just click on this drop-down and make sure that there's a check mark next to those commands within the Customize Quick Access Toolbar menu. 19. Opening and Editing a PDF: In the first chapter, we had discussed saving our document in a different file types. So we actually discussed all the different file types that are available in word and there are quite a few, one of which was dot pdf. Now, if you've ever opened a dot PDF file before, you'll know that you can't really edit that file at all. It's a very static standalone file and it's helpful for actually going through maybe a long report or another type of documents so that you can actually read it quite easily. Now, if you have a PDF file that maybe you want to open in Word and then edit that file. You do actually have the ability to do so. So what I'm going to show you is how we can actually open a PDF file and then how we can actually convert that to a word file so we can make our necessary edits before we export it as a pdf again. So from our sort of splash screen for word, when we started up, we're gonna go to open and we're gonna go down to browse so that we can actually look in our files, are going to go here and then go into these. And there we have our introduction and you can see that's a PDF file right there. So if I actually go into introduction, we'll get a prompt from words saying word will now convert your PDF to an editable Word document. This may take a while. The resulting word document will be optimized to allow you to edit the text so it might not look exactly like the original PDF. Keep that in mind, especially if you have a very long and well-formatted PDF, it may not carry over exactly the way you wanted to into your Word document. Now and click on OK here. And you'll notice we are now placed into a Word document, which is an exact replica of our PDF. Now if we click on Enable editing up at the top there, it's going to say that it's converting it into an editable document. And you'll see that it's going to give me that message quite a bit so that it actually really rides home that message. But if you don't want to see it that often, you can always just check this box here so that it won't show that message again. I'll click on OK. And now I am in my introduction document in Word, and this was a pdf. Now it's a Word document. I can make any changes that I would like to within this document right now as you can see. And then once we're finished, what I can do is go up to the File tab here. I can click on Export down here. And I can click over here where it says create PDFs latch XPS document. Now you can do this with any Word document. It doesn't have to be one that was a PDF which you then converted to Word and now wants to convert back. It could be any Word document that you might like to actually create a PDF out of so that no user that looks at that PDF has an option to then edit. And you can also put restrictions on your PDFs so that people cannot import those into where it is. I just did. So when you're done, you can click on create PDF slash XPS, and then save this wherever you would like to and just make sure that the Save As Type is PDF. So we already have this here, but we'll just publish it again. Style is in use by another application or user. You can see Irish, they might have that open in Adobe or sense I actually might not have Adobe on this computer. You may have something where your PDF will open in either another free PDF reader or it will open straight into one of your internet browsers. So I'll close out of that. But again, very simple to just download one of those PDFs and import it into words so that you can make the necessary edits that you need to before you change that file back into a non editable PDF. 20. Working with Formatting: Now we're starting to get to the meat of this course where we're really going to go into all the options that we have for formatting and modifying our texts. Now in line with that, I've have right here a product summary file, which already has a lot of formatting that's been done to it. Now that is text formatting as well as section formatting and Paragraph formatting. So we'll go through all of these different types of formatting and what those can actually come out to look like within a document. And I have a slide that I'm going to switch to in just a second to show you the breakdown of these different types. So for right now, open up products summary if you want to follow along with me, just so you have an idea here of what kind of actual formatting options are available to us in Word. Now this is a small document and it obviously does not display the full breadth of what we can do with formatting, but it just has a few examples of some of the formatting that's available. So you can see here we've changed the font size here. We have this bolded as well as a different color. This is bolded and centered. We have a paragraph that's left justified here. You can see this paragraph is italicized and right justified, and so on and so forth. We have a bulleted list down here with a link in the middle. And then below that we have a summary section which you can see is full justice. Now will be discussing each of these if you're unfamiliar with any of these terms as we go through the course. But this is again, just to give you a glimpse of some of the formatting that we can do to any of our documents. So now let me switch gears to my PowerPoint presentation. So I can just show you what character, paragraph and section formatting really is. So character formatting is formatting that specifically changes the appearance of individual characters. And now examples of character formatting would be bolding or italicizing different characters or text. Changing the font as well as the font color and size of different texts, or even highlighting your texts. Then we have what's known as Paragraph formatting, which changes as you might think, the layout of a paragraph. And now this would look like text alignment, space between lines. So that would be paragraph spacing. You can actually change that bullets. You have numbering, also a numbering list and a bulleted list, indentations, even borders and shading on your pages. And then finally we have Section formatting. And this is formatting that changes the layout or formatting of pages. So entire pages in your document or sections of your document. And now these would include margin changes. For example, adding additional columns to your document, making section or page breaks in your document and even changing the orientation of the document itself. So as we go through this section of the course, we're going to dive a bit deeper into each of these types of formatting. And we're gonna talk about how we can apply those two characters, paragraphs, sections, and even our entire document as a whole. 21. Applying Character Formatting: So we've given an overview of the types of formatting that is available in Word. Now those are character formatting and that would be such as your emphasis. So you could bold, italicized or underlined, maybe change your font color. So that's just something particularly for fonts and the characters within those thoughts. And we have Paragraph formatting, which we'll talk about in a later video, as well as section formatting. So in this video we're just going to go over the Font group on the Home tab of the ribbon and discuss all the ways in which you can modify your text. So I'm in an overview document right now. So if you want to follow along with me, just open this up and your data files. And we're just going to be focusing, like I said, on this font group up here on the home tab. Now, if you want more access to these sorts of items, what you can do is actually open a dialogue box. If you actually click on this small arrow in the bottom right, he pulled that up, you'll see all of your fonts, sort of modification options available right here in front of you. And you can see it's a little bit easier to read and actually go through these options than if you're just using the small font group. This is more of a quick access thing. If you know that you need to bold something really quickly, you just highlight that text and then click on the bee right there. Or you can use the keyboard shortcuts. Now before I jump into this, if you actually hover over each of these, you'll get a description of what this will do to your text as well as the keyboard shortcut that's attached to this. So for example, if you want to bold a piece of text or a certain character, you could press the B up here after you've highlighted that text. As such, will highlight overview here. Let's click on the beach and you'll see it is immediately bolded there. But if I wanted to just do that really quickly and not actually navigate up to my font group. I could use that keyboard shortcut Control B. And there's control ie for italicizing there, and control you for underlining. So it's important to keep in mind the types of keyboard shortcuts that you are actually able to use within this font group can make your formatting a lot easier. So again, just hover over each one of these and I encourage you to check them all out so that you can have all the keyboard shortcuts you would need to format your text. Now I'm gonna open this font group again here. And you'll see immediately leave a font section on the top. So starting in the upper left here, this font section allows you to choose a particular font for your texts. Now if you are highlighting a certain section in your document, you can change the font of that text by picking any one of these fonts here, and you'll get a preview in this bottom box. Now as you can see, I'm just highlighting over overview there. And it doesn't actually provide me that preview. And you say, see down here it says this font is currently not available for preview. This font will be downloaded once applied and will then be available for preview printing and display. Now this is something that's very important to remember, is that not all of the fonts that you see here are available or already pre-installed in word. Some of these fonts need to be actually downloaded from the internet before you can actually use them and apply them to your text. Now we do have some fonts already installed, such as Arial, That's a very common font and word. Now, as you can see, I could pick this, it shows a preview down here. We can then choose our font style. So this would be those emphasis options, as well as our font size here. And you can see the changes as we select a size. So we can see our preview right down here as to what our texts would ultimately end up looking like. Then right here we have font color options. And again, you can access all of these in font group on the Home tab as well. In your color options, the automatic color is black, but you do have theme colors up here, and we'll talk about themes in a later video. But you have these options for your colors, as well as some sort of gradients of those colors. And you have your standard colors down here as well. And if this is not enough for you, you always have the option to access this sort of color wheel, or I guess color a hexagon. But this actually allows you to go through and select all sorts of colors. And you can see here it shows your current color on the bottom and then a new color on the top there. And if you still need more, you could go into custom where you have the entire rainbow at your disposal here, you can actually set the customized options for red, green, and blue. I'm going to back out of that. Now that's again, if you need to change the color of a certain section of font or a certain character. Here you have your underline style. Now you can see this actually changes what will happen if you use that underlying emphasis. You have multiple options for you here. And you can also change your underlying color. Now once you select a style that will allow you to modify this color, as you can see right now, I don't actually have the option to go in there, but automatically your color will be reflecting the actual color of your text. So since I have black text, if I put on an underline there, and we'll also show up in black. Now below our font section, we have the effect section. Now this applies certain effects or formatting effects to your text or characters. Strikethrough. Let me show you what this would look like. As you can see now, a line is going through my text showing that it is essentially strike out or struck out. Now I can take that off there. You could also do double strike through, which puts two lines there. Superscript, which actually pulls your text above the line. Now if you're familiar with mathematics at all, you would see exponents are in this sort of superscript. And if you are also familiar with math, if you're using a log or something of that nature, you would be in subscript down here. Then you also have small camps. As you can see, this actually puts our text into caps, but small caps. You have all caps, which is a larger version of your capital letters there. And then you can also choose to hide that text if you would prefer. So you have plenty of options when it comes to modifying particular sections of text. Now again, this is all just that character formatting. So this is not Paragraph formatting or section formatting, but we'll actually get to that in a later video. So you can choose now once you've actually gone through these formatting options to set this as your sort of default theme for your texts. Or you can even go further into text effects. And this actually allows you to fill in your text with a certain color, for example, or a gradient fill. And you can also choose to give your texts to certain outline. And then finally, you have options here for changing the shadows, reflections, glow, even soft edges or 3D format on your text. If you're doing something that has a lot of extra flair in it. Now if you are making a sort of a business document as we have here, doing text effects may not be necessary and it also might not really be appropriate. So when you go through your documents as you're using Word, I encourage you to really open up this font group using the dialog box and go through all of your options in here and see what would work best in the document that you're trying to create. 22. Applying Paragraph Formatting: Now that we've finished discussing our character formatting options in Word, let's move straight along into our Paragraph formatting options. Now, in order to find these, all you have to do is actually navigate straight to the right of that font group and you'll see your paragraph group. Now before we go forward with this, I do want you to notice that we are in a new document here. We're in the review process Document. And the only reason for this is just because we have a lot of paragraphs here that we can actually format width. So if you want to follow along, I do encourage that you open this document as well. And then as I said, we'll just navigate up to this paragraph, section or group within the home tab. Now, much as we did with the Font group, we could pull out all sorts of information from this by selecting that dialog box launcher in the bottom right. You see here we have options here for indents and spacing as well as line and page breaks. But something to note here is that this is not actually comprehensive. So as in the font group, we actually saw that we had all of our options laid out for us when we open that dialog box launcher. Within this group, we actually have some extra options that are only within the group on the ribbon. So just keep that in mind. If you pull out this dialog box, you don't actually have all of the formatting options available for your paragraph. So I'm gonna close out of this for now and let's just go through what we have up here. So for instance, in Paragraph formatting, we have the option to create bulleted lists or numbered lists. Or you can see here, we could do a multilevel blissed, which could actually be a mix of the two. And if we actually create a list here, let me show you down at the bottom, I'm just going to add another line of text. I'm going to start a bolded list by just clicking on that. And you'll see that the bullet is immediately placed into the document. Now if I had text, I was already inserted here, I could highlight that text and then create a bulleted list. And Microsoft Word would actually intelligently add bullets depending on where the brakes were in your text section. So if I just type some text here, it doesn't have to be anything that actually makes sense. And then I press enter. Normally you go to another line when you press Enter and the same thing still applies here, except now automatically you see that the bullet is added down there as well. If I back up here all the way through. So that's essentially how you use any of those lists. So that's the bulleted list, the numbered list, and the multilevel list. And if you select any of these drop down arrows by these lists, you'll see your recently used bullets, a library of bullets that's available to you, already pre-installed inward and then sub-bullets that are already within this document. You can also choose to define a new bullet with a symbol, even a picture, and a font-style. And you see here you can choose the alignment of those bullets and, and the preview at the bottom, you can see what this would change. Not too much. It's not very drastic, but it does change the indentation of your bullets on your list. So back out of there. Then if we go straight across the top here, we have indentation options. So you can decrease or increase the indent of the paragraph up here. So let's go to the top of our document. We'll grab our overview paragraph and let's say we want to add in our normal intent. So you can see if we hover over this, it moves your paragraph farther away from your margin. So if I click on that, you'll see that actually in dense the entire paragraph. So this is different than if you were to just press tab for example. So if I backspace Here, tab normally just in indents that first line, which is typical in Paragraph formatting. But in this sort of a document, we do like to have everything justified there to the left. Now, as you can see on the top here, you also have an option to sort your text. So this allows you to arrange your current selection in alphabetical order, numerical order. Now, this is more useful in something like Excel, but if you do need to format your text, you do have that option right here with this format button for sorting. To the right of this, we have the ability to show or hide paragraph marks. Now if I click on that, you can see exactly where each paragraph and, and word considers every line to be its own sort of paragraph section. So you'll see that even though these are headers up here, they are considered paragraphs. And as such, they have that paragraph mark at the end. And if we hover over this, you can see the keyboard shortcut, much as we did in our font group for everything here as well. On color doesn't actually have keyboard shortcuts. So that was a bad idea. But let's look at something like bold, for example. And you can see Control B is your shortcut for that. So we're just gonna turn this off. Now will go to this bottom row here. So first we have alignment options for our paragraphs. We can align our paragraphs to the left, the centre, the right, or it makes them full justified, which distributes or text evenly between the margins. So if I grabbed this text, let's just put, let me highlight this paragraph. I can change my alignment options for these paragraphs very easily. If I click this middle option, you can see that the text will align itself in a different format. I click to the right, it aligns itself in that way. And if I click Full justified, you can see it is very blocky now and it actually makes it look a little better than just having it in that left sort of alignment. So I'm actually gonna go through, and I'm going to grab my other paragraphs here and I'm going to full justify them, or we go. So it's very easy to go through your document and add in all of these Paragraph formatting or formatting options very easily. Next we have line spacing. Now, this is very useful if you have a document where you have a lot of text, it can be very helpful for a reader to actually face that text between sort of lines. So if you actually open up the line spacing, typically you have your lines spaced at one. Now sometimes people will go up to double spacing, but often I usually stick with 1.5 spacing just to make it easy to read, but also not too stretched. So what I can do here is grab my entire document either by clicking and dragging or by using the keyboard shortcut we've already discussed control a. Use that right now. I can just change my spacing options right in here. And as I hover over this, you'll see the change actually take effect. So as you can see, two is a little bit too big for me. So I'm going to put 1.5. And if you do want more options for line spacing, you can open up a dialogue box specifically for that, which takes us back into this familiar paragraph box. So you have your indents and spacing options right here. And then finally we have options right here for shading and adding borders to our document. Now, shading and borders are very useful in Excel and maybe even PowerPoint, but they may not have as much of a place or a purpose in a word document. But if you're bringing in, for example, sales figures or some other types of data into your Word document. It can be very helpful to just open up this shading sort of dialogue box. And you can click on colors again. And you'll be taken to that hexagon with color wheel here and very similar to the color wheel that you could access in that font group. So just keep that in mind. It's functions in much the same way as in the font group. And if we go in here, we have options for adding different types of borders. And as you can see, this goes around the selection that you're currently on. All borders here. You can see the outside borders actually do make this look very nice. So it could actually be pretty helpful in here. But again, this is your personal preference. It's up to you whether or not you'd like to add these borders. But you do have all sorts of options for doing so. And if you want to open up a full-page with your options for adding borders for your pages, particular sections of your pages, or even your entire document. You can do so right at the bottom of that list as I just did. And then you have options for shading your document as well. So you can see there are plenty of things that you can do when it comes to your paragraphs. And this kind of is a blend of paragraph and section formatting. Because as you can see out at our entire page here, using our Paragraph formatting options. Now, before you actually finalize the document, I really encourage you to go through these two groups. Font allows you to change again all of those character formatting options. And it allows you to really add some pizzazz and sort of flair into each of your documents. And Paragraph formatting allows you to make sure that your information is being displayed correctly and that everyone of all abilities can read what you'd have to write. 23. Showing Hidden Characters: In the last video, we mentioned something known as hidden characters. And this was something that we talked about and you can find it in the paragraph section. So it is part of Paragraph formatting, but it's part of formatting inward as a whole kind of on a larger scale. So I really want to devote this video to talking about what Hidden Characters you can actually see when you enable this feature and what they can help you to do in Word. So we're in our review process document and you can see it's just the way that we left it from the last video. What we're gonna do now is go back to our paragraph section. And much as we did in the previous video, we're going to enable these hidden characters. Now in our last video, i did particularly mentioned the Paragraph formatting icon or mark. And this is something that probably most people are familiar with. But there are other marks that are actually added into our document that can help us to format. So let me zoom in here so you can see now there are these sort of dots between each of our words. Now that just denotes a space here. But you can see that as you go through a document, now we have all sorts of marks that we didn't have before. Some of these may be confusing to you if you've never actually activated these marks before and it may actually not seen very helpful. It could seem detrimental to have these on. But I actually want to draw your attention to a PowerPoint slide that I have open right now that will show you and actually break down each of these paragraph marks or other formatting marks, including the paragraph mark. And we'll tell you what you can actually use them for when you're formatting a document. So let's switch over to my presentation. So Hidden Characters, you'll see I have a photo in here of some texts that as you can see, has a bunch of those hitting characters already shown. Now, I'm going to actually break down each of these characters and let's talk a little bit about them. So first we have our paragraph mark, as I've said before, this denotes paragraphs in Word and work considers a paragraph to be where you press Enter or Return and go to another line. So this is considered a paragraph, although it may not look like your typical paragraph. And this is also considered a paragraph as is this and this and so on and so forth. Next we have the line break. Now this shows where a specific line break was created. And this is not the same as creating a new paragraph or just pressing enter. A line break shows that this line actually is a continuation of the line above and it's not its own paragraph. Then we have a space which is something I had mentioned before. It's denoted by that little dot there almost looks like a period just in the middle of the actual sentence. So this just denotes where you have spaces in your document. And then we have the tab icon or tab a bark. And this shows where you have made a manual indent in your document using the tab key on your keyboard. So whenever you see this, you can be sure that you've used the Tab key and you've actually indented that material. So those are our paragraph marks. You can see down at the bottom here we also have a page break mark, and this can be helpful if you're outlining your document. So if you've created a document and you want to see exactly where your page breaks in section breaks and all your formatting is. All you have to do is enable these hidden sort of icons and features within Word. So you can see all the formatting that you've done, as well as the formatting that you need to do. 24. Applying Formatting to Multiple Items: So we've discussed the ways in which we can actually format our document. But we haven't touched too much upon the ways in which we can actually grab multiple selections of texts to format at once within a document. Now we do know that we can click and drag through a document, highlight a certain section of text. We have our keyboard shortcut Control a that we've used in the past to grab our entire document at once. But what if we wanted to grab a section of text that was actually non-contiguous, which means that was not adjacent to another section of text. So in my review process document here, let's say I wanted to grab the text from this overview paragraph and then the texts from the review process paragraph, but not anything in between. Now if I were to click and drag down here, up to overview, you can see that it highlights that middle swath of that analysis paragraph, which is something that we don't want in our selection. Now, I could select just this paragraph and make my formatting changes and then move along to the review process paragraph and make my changes there. But if I want to select these both at once and save some time, what I can do is use the control and click method. So if I hold down the Control key and I drag all the way down here, you can see that I've selected that text. And if I keep holding the Control key here, and I drag down here, I've selected this text as well and nothing in between. So hold down your control key and drag your mouse along in order to highlight those non-contiguous sections of text, then you can make any of your formatting changes as he would like. So we can just italicize this. And let's try the same thing with these two paragraphs. So we're gonna grab using control and we're going to hold the entire paragraph as well as the summary paragraph. And let's bold these ones. So I'll just click on bold there. So you can see we actually added in that formatting to multiple sections that were not right next to one another. So that's very helpful to do, especially if you're formatting a large document. Now we also have what's known as shift click. And this essentially allows you to grab a section of text without having to click and drag your mouse down. So a shift click, you hold down shift at the beginning of the selection you're trying to make, and then you click at the end. Simple as that, you can see, we grab that entire bit of text without having to just drag our mouse along. And they'd be accidentally get something that we weren't trying to format. So if you're trying to be concise with your formatting, again, just hold down the Shift key and click at the end of the selection you're trying to make. Once you've done your formatting, if you've noticed that you accidentally made a mistake perhaps, or that maybe it's getting a little too intense with your formatting. You can clear your formatting at anytime by selecting your texts. So we'll use our shift method here. Begin right here, and we will scroll all the way down. And we're going to grab the end. They're all you'd have to do to remove the formatting on all of your text and your paragraphs. Go into the font section and just click on this little eraser icon with the a. So you'll see then this little tool tip, what this does is clear all formatting. So it removes all formatting from the selection, leaving only the normal unformatted text. So as you can see, this brings it down to what it was when we began with this document. And it's very plain at this point. But now maybe we want to go back and we want to make some minor formatting changes rather than the full blondes one's full blown ones we made before. So it's very helpful if you notice, especially within those large documents again, that your formatting, it's got a little bit out of hand. You can always clear that at anytime and start from scratch. 25. Using Format Painter: Let's say you have some formatting already applied in your document. And you want to reapply that formatting to another section. Now instead of going back through your font dialog box or your paragraph dialog box and selecting those same options on that other section of text. What you can do is use as the Format Painter in the clipboard to actually change all the other sections of texts that you would like just by sort of painting over them with the format from that other selection of text. So I'll demonstrate this for you in my review process document. Now in our last video, we actually negated all of the formatting down here in the body of the text. So what we can do now is actually, let's say that we want to take the formatting from our new product proposal title and add that to each of the paragraph titles down here. Now, again, we could bold all those paragraph titles on our own. We could make sure they were this baskerville Old. This actually goes further. Let's see what sort of a font is baskerville Old Face. Baskerville Old phase, as you can see at 24 size. So we could do this all on our own manually. We could go back in, that's a strange fonts, so we'd have to search for that ourselves. But if we actually see all of this right here, we could just drag that around using the Format Painter. So you'll find your format painter once you've highlighted the text that you want to take the formatting of up in the upper left in that clipboard section. So it's right here. And you can see that it has some keyboard shortcuts that are applied to it. And it can actually explain how you can use the Format Painter. So if you just left-click on this once, what will now happen is whatever you highlight after this will actually get the formatting of the selection that you've highlighted in the first place. So if I highlight overview and you can tell that the Format Painter is on by noticing that little paintbrush icon that's attached to my cursor. Now, if I drag that over here and I let go, overview will now take on that same formatting. Something to note now is that the Format Painter will turn itself off normally if you just left-click at once. So if I highlighted analysis, you'll see that no change will take place. And that's just because that Format Painter is not enabled at this point. If we want to enable the what's called sticky mode of the Format Painter, all we have to do is double left-click. And now we can drag our formatting options around. So you see now we have analysis and we can again grab review process and our summary as well. And there you have it. We easily took the formatting of new product proposal and added it to all of our paragraph titles. So if you have a longer document, I do recommend that you use the Format Painter so you don't have to go back through and manually format all the selections of texts that you would like to. 26. Using Word Styles: So what our styles in Microsoft Word will styles are basically collection of formatting changes that are made to text in your document that you can access it anytime in these sort of style gallery that's provided by Microsoft. Now you can also create your own styles for easy access and easy formatting of certain characters or a certain paragraphs, even giant sections of a document. Now what styles are mostly used for is for headings or titles in a document. You can also apply a style to body text. But when you apply a style, specifically a heading style to texts and a document, you can then actually access different features, such as the Navigation pane, which allows you to navigate through your headings, as well as giving you the ability to actually collapse or expand the headings within your document for easier readability. So in our overview document right now, I'm just going to draw your attention up to the top here in our home tab of the ribbon, specifically in this style section. So these are our default styles. Right now we're in our normal style. We could do a no spacing style here. And you can see as I hover over, these changes do take effect. So this would be changing arrow mark to the Heading one style, heading two, heading three, title. That's a really good style. I actually like that, so I think I might stick with that for this. All I have to do to apply that style is left-click right there, and it's already taken effect. So I don't actually have to do any formatting on my own. Now, if you want to see all of the styles that are available to you, you can click on this icon. Now these are all the styles that are currently installed in word. But if we wanted to create a file here, we could do so. Now, this tooltip says that this allows us to create a style based on the formatting of our selected text will store your signature look in the style gallery so that you can easily use it again. So I don't actually want to create a style right now because I don't have any formatting that's been done to any of this text. But if I had gone through and I had really well formatted this document and I want it to be sure that I could format it another document in much the same way rather quickly. Well, I could do is grab a certain section of text and create a style based on that section. So now if I go through and I grabbed, let's say overview here and I give that the Heading two. I'll give analysis heading too as well. I'll grab that. So you can see it's very easy to apply these sort of style. So as you go through your document. And once I've done this, I want to show you when I hover over these. Now you'll see this small icon here. If I double-click on this icon, when I can actually do is collapse that section of my document. If I click back on that, you'll see that it fans it out again or expands that selection. So if I have a large document with all sorts of sections that can be very helpful if I'm only trying to work on a specific section. If I just collapsed the groups of these other sections that might be getting in the way. Now let's make this new product proposal would make that heading one here. So you can see already this document looks a lot nicer. It has an easy formatting that we've done to it with these styles. And as I was saying before, now we could actually navigate our document and an easier way, you can't really do so right now because we're only on one page, but it could pull us to each of these different sections. Once you create headings, as I mentioned at the beginning of the video, and you have access to the navigation pane, it can make it so much easier to go through your document, especially if it's a long one. And it can make it much easier to outline said document so that you can find out where you need to go to make the formatting changes that will make your document complete and look the best that it possibly can. 27. Applying a Style Set: Once you've applied all the formatting that you'd like to before you finalize your document, you can do what is known as applying a style set. Now style sets are mostly used when you've already applied formatting to a document, but they can be used to actually apply formatting before you begin to format your document manually. Now, a style set is essentially a collection of character, paragraph, and even sometimes section formatting options that you can apply to a document to see formatting take place across the entire document. So in our proposal file document here that we have our completed document, we are ready to go, but let's say we wanted to see what some other styles we would actually have available to us before we finalize this. So I do like the way this looks as it is right now. But I can go through these style sets that are installed in word and see if maybe something else might catch my eye. And the way that we actually apply these style sets is very similar to the way that we implied the styles in the first place. Except now we have to go to our design tab up here on our ribbon. Once we're there in this document formatting section, you see we have all sorts of style sets available for us. We can click on More here to pull these down. So built-in and you'll see as I hover over these, you'll see all of the changes take place. We have this style, we have this style. We have this set of styles which actually gives a green sort of flavor to this, which could be good for air Omar, as green as one of our company colors. This one, we have this style, and so on and so forth. So you can see we have all sorts of styles available to us that alter the colors as well as the way our paragraphs are formatted and the way our characters are formatted. So you can see it changes the font sizes, the font types, as well as the colors of those fonts. You can go through any one of these. I'm just going to select this shaded one here. And as you can see, it just take place on the entire document and it makes it look a lot nicer. Now over here we could specifically pick the colors for this style set. So you can see if we click on any one of these, it changes the colors that are actually applied to the style set. So I'm going to change it to this nice green for air Omar. Here, I could change the font styles if I didn't like the one that was already applied, I do like the one that we have right now. So I'm just going to keep that, but we can always change it to some of these other ones. Actually, I'm gonna change it to ariel right here. I think that looks a little bit better, especially in the title there. Then we have our paragraph spacing. And so again, this applies to your entire style set. That's very important to keep in mind. So you can make a compact, tight, open, relaxed, or even double, and keep it up relaxed there. You could choose to add effects here. And this would be if you had text effects for example. And then you can choose to set this as your default style set if you would like to. So again, I thought my document was finalized before, but now that I've added in this style set, it, make it look a lot better. And now it's ready for me to send out to my organization. And it's a completed document with formatting across the entire document. 28. Applying a Theme: So in our previous video, I said that our document was good to go. It was finalized and we could send it out to our organization. Now that was only a half truth. Our document was complete and it did look very nice and we could send it out as is. Well, if you'd like to go through and actually apply formatting to our entire document and actually apply color, paragraph spacing and font styles. We could do so using what's known as a theme. So instead of a style set, which as you can see, as we did in our previous video, we did apply those sorts of formatting options to our entire document. But a FEM actually goes ahead and changes the colors of your style set, as well as the font styles and sizes for that style set and the paragraph spacing and formatting options. So it really is just a way to create an automatic sort of style for your entire document. Now, we have a small document that we're using right now, it's our proposal final document. But if we had a very long and comprehensive document, applying a theme along with a style set is a great way to make sure that our formatting is applied to all of our text. So in our proposal here, as I said before, this is finalized and it does look really good. We could send it out as is. But if we'd want to actually change this, we could go back to our design tab up at the top here and click on this theme section. Now you can see we have a custom theme. And as soon as I hover over any one of these themes, all of the changes take effect. So you'll see we've changed the way that our headings look. We've changed the way that this style set looks entirely, but it still maintains some of its main formatting. You can go down here and go back to our office, which is the actual steam that is pre-installed an office and is usually the default theme of a document. We can go to facet gallery, integral, retrospect, organic, so on and so forth. And if we'd like to reset T2 theme from a template, we could do that. Or if we would like to browse for themes that we may have downloaded from the internet or themes that we created ourselves. We could do So this way. And if we go back into themes here, finally, we could save this theme if it's something that we've created ourselves as a new custom theme. Now if you want to make changes to your themes manually as we did in the previous video, you can change those colors over here. You can change those fonts, paragraph spacing and defects. But again, if you want to just have that happen bore manually so you can take more of a back seat. You can actually just change all of those at once using one of these themes. And you can also scroll down for other themes that are already preinstalled. So I'm just gonna go ahead and select one of these. Let's see what might look best. Let's go with organic. So again, now that we've selected that you see that the theme has taken place across the entire document. Those colors have changed, our fonts have changed, and our paragraph spacing has changed. Now our document is good to go. So before we move on, I do want to draw your attention to the fact that we do have a project file available for you if you'd like to test your skills and your knowledge now about these sort of character formatting, things that we've discussed, Paragraph formatting, a little bit of the section formatting as well, and particularly this design tab and the abilities that we have within it using styles, style sets, and themes. 29. Inserting Blank and Cover Pages: Many of us know that we can add an extra page to our document by pressing Enter or Return key enough times so that our lines go all the way down to the bottom of the page we're working on and extend onto that second page. But a lot of people don't know that there's a much easier way to add other pages into your document. The ability to add what's known as a page break. So you can actually end your page wherever you are on that page and move to a new page. Or you could actually add a blank page anywhere in your document. So in our arrow Mars story document, again, this is the one that we're gonna be using for a little bit. So if you want to follow along with me, just be sure that you have this open. You'll see it's just one page right now. And again, if I just press enter a few times, we could go all the way down to the bottom of that page and extent onto a new page. But this can mess with your formatting later on down the road. So this is not the best way to do this. I would recommend going to your insert tab on your ribbon. And then just looking in this Pages section in the upper left here. So first we have options for adding a cover page, but this is actually what I'm going to talk about last. If we wanted to add a blank page right here, all we have to do is click that and you see we're now taken onto this new page. Now, this allows us to actually add a blank page anywhere in our document. So we could do this in the middle of a very long document at the end, at the beginning, anywhere we would like. We also have an option for adding what's known as a page break, which essentially if I hover over this, just ends the current page wherever your cursor is, and we'll move you to the next page. So you can use both of those kind of interchangeably, but with formatting, you may prefer to use one over the other. Then we have what's known as our cover page. Oops, get off this. If I click on this cover page drop-down menu, we have all sorts of built-in options for adding a cover page to our document. Now this can be extremely useful if you're writing a report, for example, I've actually used this many a time back in grad school. So I do recommend that you go through some of these options and choose the one that works best for you. Now, you also have more pages from office.com. So you can see, whoops, if I hover over this, we do have some other options. And you can choose to remove a current cover page if you already have one. So let's just click on filigree here. And as you can see, it adds in this page and we may want to change the colors to match our company colors. But right now I'm just focusing on the formatting that this allows us. So you can see we have a new page that's been inserted at the beginning of our document. And we have some fillable fields here. You can tell because when I hover over them, they get that sort of gray background. Now if I click here, this allows us to put in a title. So I could call this arrow mark story. Down here. I can put a subtitle if I so chose. And at the bottom I also have a field for a date. So I could actually add today's date and make sure this was an updated field. I could add in my company name and the company address. So as you can see, using these cover pages can actually enhance your document in a very easy way. So we already added in all sorts of information, relevant information about this document just on our cover page. And we added in a another page just by inserting the blank page right there or using the page break. So its super easy and any size of a document to add in that cover page and add in another blank page. So I really encourage you to go through in your larger documents and even your smaller documents and mess around with some of these settings so that you can get the best document for you. 30. Inserting or Removing Breaks: So let's talk a little more about brakes. Now I mentioned page breaks in the previous video, and that's a way to end a page wherever you would like and then start your texts on the next page. And there are all sorts of other types of breaks as well that I want to draw your attention to. So in our arrow marks story document, I've removed our cover page and I've removed our second blank page. But I want to demonstrate a keyboard shortcut that will allow you to insert a page break wherever you would like to, rather than going into your insert tab and clicking on Page Break, all you have to do is click Control and enter or control return. So if you do so, you'll see I'm automatically added onto the next page and I can just start typing my text here as I would anywhere else. Now I can backspace just couple of times and I'm taken back to where I was on my first page. Now it's important to note, and we've talked about this in our previous chapters as well. But when you press Enter or Return, when you're actually doing is creating a new paragraph. At least that's what word beliefs. So if I press Enter a few times here, go back to my home tab on my ribbon. And I actually enabled these hidden marks. You can see that I've now created for extra paragraphs. And again, that's just what word believes. So this is important to note because this actually differentiates the type of formatting you can do to these. Now, if you want to move down to the next line, but keep your paragraph in that same section. But you can do is what's known as a soft return. And that is done by holding down Shift and pressing Enter. And you'll see as I do that a new icon actually has appeared, and this is called a line break icon. Now what this means is that this is a continuation of the line above it, and that's how word we'll view that. So if we take off these marks, you can see it looks much the same as if we just pressed enter, but that actually does, again offer us very different formatting options. So when you're going through, just be sure that you're using your software turn and your hard return depending on what you're looking to do. I'm just going to delete these right now. Well backspace again and will shut these off. Now what I'm gonna do is navigate over to what's known as the Layout tab of the ribbon. And we'll discuss some of the other break yeah, breaks that we actually have that we can add into our document. So you can insert page and section breaks here. Add a break at your current location to have your text pick up again at the next page, section or column. And as you can see, it's not just the page break that we have available to us. We can mark the point at which one page ends and the next page begins you using our page break, which we do have that keyboard shortcut for. But then if our page had columns, for example, we could indicate that the text following the column break, we'll begin in the next column. Then we could also add a text wrapping break, which separates text around objects on web pages such as caption texts from body texts. Then we have what are known as section breaks. So next page would insert a section break and start the new section on another page. Continuous would insert a section break and start the new section on the same page. Important to keep in mind. This would insert a section break and start the new section on the next even numbered page. Now this may not always be useful and it could actually mess with your formatting. So be careful about these even and odd page sort of breaks. But I do recommend using the next page break as well as the continuous break in your documents in order to format things in a way that flows better for you. Now, it's important to note that the column break will not really assist you if you are not using columns. Now by default, each page and word has one column only, but you can insert another column if you'd like to display two columns of text. And that's where this page break would come into play. Normally you're really only going to need this standard page break. And again, as I said before, the easiest way to insert one of those page breaks is to just use that keyboard shortcut Control Enter so you can begin your next section on that next page. 31. Applying Drop Caps: If you've ever viewed professional documents in Word, or even if you've actually read books that may have been created in Word or another word processor. You've probably noticed something about the text. Now at the beginning of a chapter or maybe the beginning of a page, text in the beginning can be very large. So usually it's the first letter is a lot larger and it draws the reader's attention to the beginning of that section. And this is known as a drop cap. And it's actually something that you can enter by yourself into Word quite easily. So right now we're in our testing process document. So if you'd like to follow along, just switch over to that document before we move on. And what I'm going to show you is how we can add a drop cap right here so that the reader can be actually drawn to the beginning of this page. Now all we have to do is go to our Insert tab on the ribbon. So normally you start in that home tab, just switch over to insert here. Go all the way to the right hand side into that text section. Click on drop cap. And then you'll notice we have two options here. The first is dropped and the second is in margin. Now if we do dropped here, you'll see that the T becomes quite large and it actually fills up the entire paragraph section there. But this is not within the margin. It's actually in our margins that we've already said. If we do in margin, it actually pulls the text back out into that margin. And we'll show you that T right there. Now as you can see, once I've selected one of these, we can actually modify this drop cap. So we can increase the size of this drop cap. For example, we could change the color here or maybe bold the Drop Cap, even italicize or underline that drop cap. We can even choose to now change the font for this one letter. So as you can see, this is now in our margin and I don't really like exactly how that looks. And so what I'm gonna do is actually change, whoops, to be dropped again, instead of being in that margin, I think it looks a lot better to just have it all in line with the text that you're currently using. Now if I go down here and maybe I want to add another Drop Cap somewhere else. As you can see, it doesn't really work as well in the document that we have right now because it's a very small document. But if this was a book again or something that had multiple sections, a long report, perhaps adding interrupt caps can make it easy for readers to know what section they should be drawn to. So you can see here I have this one at the beginning and this one right here. Very easy to add in those drop caps. And if you're making a professional document, they recommend you make use of this feature to again, draw your reader's attention what you want them to see. 32. Inserting the Date and Time: Another easy way to enhance your documents and Word is to give them the fillable fields. Now, I'm only going to mention one in this video and that's Date and Time, but it's one that's very useful in all sorts of documents. So we're back in our testing process document here. And I've removed the formatting and the drop caps that we added in the previous video, just so that we can start from scratch. Now if I want to add the date and time, let's put it at the bottom here because our top is actually pretty full. But what I'm gonna do is just go to my Insert tab. And again, you can actually add this anywhere in your document, anywhere that it makes the most sense to you. Maybe in a header or a footer might actually be best. So in order to go along with that, we're gonna double-click up here at the top of our document in order to activate our header. And now what we're gonna do is insert date and time. So now we're in our header and footer Tools tab this you can see there's a contextual tab that has only appeared because we're in our header right now. But within that design tab, we already have the ability to add in a date and time picker. But what we can also do is navigate to our Insert tab and go all the way to the right where we have Text Options. This is also where we found our Drop Caps and we have date and time here as well. Now this quickly adds the current date or time, so I'll just left-click on that. And now what we have to do is select an available format. So I'm gonna go with this right here. And over here, you can have this actually update automatically, which means that if you have a user openness tomorrow, that date will reflect the current date. So we click on OK there and you'll see it adds in today's date. And the way that we know that this is a fillable field, again, is if we hover over that, we can see that sort of gray background. If I left-click, you'll see this sort of field icon appears. And if I click on update, now I can see again that this is the current date. So if we have this on update automatically every time that you re-open this document, you will have the most updated date. And you can also add in a time selector as well if you would like. Now, all we really need for this document is the current date. And so I'm just gonna leave that up in the header there. But since this is now text and not just a field cycled back in my header. I can modify this just like any other piece of text. So I could go over here to my home tab. I can maybe bold and underline it as well just to draw my reader's attention up there and just show them that that's where the date is. And you can see that on every page, since it's in our header. So again, very easy to add in the date and time picker there. And you can see that since this is a fillable field, all we have to do is click on update there and it will be at the current date at all times. 33. Inserting Special Characters: One thing you can do in a professional document that can really add to your document is adding in special characters or symbols. Now a lot of the times when people have used word and have access symbols, they've seen those silly windowing or Wingdings. I think that's what they're called, but they're kind of like emojis, some things that you might see on your iPhone or your Android phone. And it's things that you wouldn't think of using in this professional type of document. But there are things within those special characters as well as within the symbols that really do have a place in this sort of professional environment. So what I want to show you is the way that we can add in some commonly used special characters through our gallery. And just how we can actually use keyboard shortcuts to easily access those without having to go through that gallery every time we want to add one of those symbols. So first I'm going to draw your attention over to a PowerPoint presentation that I have with a slide that shows some of the most commonly used professional symbols. So if I switch over here, you'll see right now, commonly used special characters and their shortcuts. So we have the copyright character very useful in a professional document. The shortcut is just Alt Control and see, all you have to do is hold down all three of those keys at once. And as soon as you let go, wherever your cursor was will now have that copyright symbol. Then you have the registered symbol, also very useful in professional documents. And that's just alt control and are the trademark symbol, again, very useful, Alt Control and T, And finally the ellipsis. And that is Alt Control and the period icon that you could find the period key and that you can find on the period key rather. So these are the most commonly used special characters, especially within a professional document. But there are so many others that aren't those sort of Wingdings, character symbols that might seem like something you would use maybe in elementary school. So if we switch back over to our Word document, now I want to show you how we can actually access these symbols within the symbols gallery. So from our Insert tab, we're gonna go all the way to the right in this symbol section and just click on this drop down in symbols. Now immediately you'll have some of the most commonly used symbols here, symbols that you have used in the past. So again, you'll see that some of these are those Wingdings symbols like this smiley face symbol. Not really going to have a place in this professional document, but we do have our registered sign here are copyright sign. We even have some currency signs here as well. Now if what we are looking for is not readily visible within the small gallery, we can browse more symbols here and this will pull up the entire gallery. So if we're looking for something in particular, we can change the font from what you see here, Wingdings to something else, such as Wide Latin. And as you can see, this gives us some other options for font styles and four symbols. Let's go down here to Wingdings. You can see the recently used symbols down at the bottom. But I want to draw your attention to this special characters tab as well. If we switch over to this, you'll notice that there are shortcuts already applied to each of these characters. Now these characters may not be things that you would use quite often, but as we already mentioned, things like the copyright symbol, registered symbol, trademark symbol. For me, very helpful. You can also add in section symbols as well as paragraphs symbols. Quotes are very easy to add in, as you can see here. And even hyphens or these dashes. Now if you want to change the shortcuts that are actually applied to these, if you click on this box down in the bottom left, that's a shortcut key. You can actually change the key commands for whatever special character or symbol you would like. As you can see here, the current keys are all to control the number C0 and minus. Now I could press a new shortcut key or key commands, so that would be multiple keys at once. If I found that this was maybe too complicated and this was something that I use a lot. Maybe I'd want to make it something that I would remember. Once I close out of here. You'll also notice on the left here you have options for auto correction. Now if you pull this up, you'll see that we can correct to initial capital letters. We can capitalize the first letter of sentences, first-level of letter of table cells capitalize the names of days, Correct accidental usage, the Caps Lock key. So you can see that this actually will apply to all of your typing, not just when you're using symbols or special characters. But down here, you'll notice this autocorrect section for replacing text as you type. You can see here that if you just put two parentheses around a seed, that will actually correct to your copyright symbol. So if you forget your keyboard shortcut, for example, for that symbol, or you don't want to navigate through your special characters library over there. All you have to remember is essentially the key code for the autocorrect here. And we can actually choose to change this if we would like to be something that we might better off remembering or that we might be better at remembering. So as you can see here, we have plenty of symbols. And this is very comprehensive because this is constantly being added to as you use Microsoft Word. So you'll see all of the possibilities for autocorrect. And again, if you'd like to add in your own possibilities, you can do so right up at the top here. So will just cancel out of that. And we'll go back to our symbols here. So if I click on any one of these symbols, for example, the copyright symbol, if I wanted to insert that into my document, I could just click on insert right here or down. I could use some of my keyboard commands to insert that as well. So as you can, I added and that copyright symbol into my heading right here. But let's say I don't want that to be as large. Maybe I want a superscript that above my AA 100 right there. If I go back to my home tab here and I go over, let's see, right here to where it says superscript. I can pull that above. And as you can see, because we're in a header, it actually makes it look a lot larger and it kinda makes it look very strange. So maybe this isn't something that we want to include in our head or maybe it's something that we want to conclude somewhere else. So as you can see, it can be very easy for you to add in these symbols o. And actually, so they made this was actually increasing and increasing the font size. Be very careful when you're going into your font group that you're actually selecting the correct formatting option. As you can see, I made a little mistake here. And what this is doing is increasing and decreasing the font-size of our copyright symbol. And maybe if we didn't want a superscript or subscript that symbol, what we could do is actually just reduce the size so that it's not taking up as much space. So that works as well. So as you can see, even though that wasn't mistake, we were able to actually use that to our advantage when formatting. So just keep that in mind. It's very easy to add in any of those symbols at anytime, as well as change the autocorrect and the shortcut keys for every symbol in your library. 34. Inserting a Picture: Now we've used the Insert tab for all sorts of sort of formatting features that we've found within Word and things that we can actually insert into our documents make it flow a little bit better. And some of the ways that we can format those things. What I wanted to talk about now is how we can actually insert different types of illustrations into our document. Now if you've used other Microsoft applications such microsoft PowerPoint or Microsoft Excel, even outlook. Nowadays, you probably are familiar with inserting different types of illustrations such as shapes or pictures, maybe even icons. But right now I'm just going to give you a more in-depth view on how you can insert those into Word and how we can actually modify those in word and the ways that it actually differs from other applications. So right now we are in the company.info. And as you can see, this is a pretty bland document. It doesn't really have much to it. This just got a little section about arrow mark our company. Now if we wanted to add something to this, such as a photo, all we'd have to do is go over to the Insert tab. And then we'll just gonna look in this illustration section. So first things first we have pictures. Now what this will do is actually search for pictures on your computer or a removable hard drive or a USB stick that you may have attached to your computer. Now, if we click on this, you'll see I'm already within a folder that has a couple of photos that I could actually add into this document. So I'm going to add my arrow Mar headquarters photo here. We're just gonna add this right at the bottom of the document. So keep in mind that where you have your cursor in the document is where that photo or image or whatever else or inserting is going to be inserted. So you can see we have our photo here now right at the bottom. And as soon as we actually highlight this photo, So if we left click on this, you'll see that we're taken to a contextual tab on our ribbon called Picture Tools. And here we can actually format our picture. So we have options for removing the background, for example, maybe correcting, such as sharpening or softening the picture or reducing the brightness and contrast if color options here. So we can actually change the saturation of color in our image, add an artistic effect, perhaps change the transparency level, compress that photo if we need to. Or we could change that with another photo, either from our computer or from the internet. And if we find that we need to reset the formatting for our quota, we can do that right here as well. We can also change these picture styles where for example, if I change to this, you can see it actually pushes it down a little bit. So maybe that's not actually what I want to add. So I'll just click on Undo there. But we do have options. If I double-click here again for changing the picture style. And whenever you do that, as you can see, this is actually going to push down on to that next page. But whenever you do that, you can actually hover over each of those to get a preview so you can actually see the changes that they would be in your document. So if you don't like any of the predetermined picture styles, you also have the ability to go into your picture border settings so you can set a color yourself, as well as effects for that picture if you would like. And finally, the picture layout. So change. You can add alternative text to your photos and other illustrations for accessibility purposes. Changed the position in the document. So let's say we'd like this to be in the bottom center right there. Makes it look a little bit nicer as you can see, it's now centered within the text. Double-click on this again. You can also choose to wrap text around this if perhaps this was in the middle of a block of text just to bring it forward or send it backward, depending on how many other images may be a part of this document. And if you have multiple images, you can open the selection pane. And finally, you can choose to align your objects with other objects that have been inserted into your document, group your objects or rotate your objects. And then you also have that ability over here to resize your object, either cropping out a part of the object or image, or actually just maybe stretching or shrinking the image down. You can also do those things by grabbing on the sizing handles here. You can pull it out. But as you see when you do this, the aspect ratio of that image is not kept the same. So just realize that if you move these, you're not going to have that original image anymore and you may lose quality. As you can see here, this is getting a little stretched. Still sorts of shows what we need it to. So I'm going to leave it like that. But just be aware that whenever you use those sizing handles, you are changing the size of the photo, but the pixel density does not change, and therefore may look a little stretched. And then if you want to rotate that photo, you do have this rotation handle at the top here and you see these can rotate completely 360 degrees. So I'll put that there. And now we will go back to our Insert tab. And I just want to show you, you can also search for photos online. Now if you have a particular photo that would fit within a document, such as the one that we inserted here. And by all means, go browser computer or your removable hard disk or anything else to see if you can actually attach that photo. But if you're looking for some inspiration, you can always go online and use Microsoft search powered by Bing. As you can see here, we have categories we could choose from. There's just something in particular that we're looking for. We could just search it right here. And when you go within a category, you do have quite a few options available for you based on what you can see in what is known as Creative Commons. Which essentially means that you would have access to use these images as they've not been copyrighted. So again, if you're having trouble maybe finding some inspiration or you don't have something that you can add to a document yourself, but you still want to add that extra flair. All you have to do is click on online pictures and use Bing's Search. So again, online pictures for pictures that you don't have on your own PC. Pictures for anything that you can browse on your own PC, grab that file and place it into your document. 35. Working with Icons: In the newer versions of Microsoft Office, we have the ability now to insert what is known as a scalable vector graphics. So this is known as an SVG file. And what this means is that this graphic can actually scale to any sort of size and format that you change it to. So as I mentioned in the previous video, insert a picture that you have taken or maybe found online. If you are actually going to grab those sizing handles and resize that image, the aspect ratio of the image and the pixel density will not change, meaning that your image we'll get a little bit stretched and might look a little funky, especially on different people's monitors. So if you're looking for an image that actually will scale to whatever size you would like it to, you need an SVG file. Now you can find a lot of those online. And you also have some that are pre-installed in Microsoft Office and this ONE gallery. So in my company info document right here, I actually just went ahead and deleted the photo that we added in the last video, just so I can show you how we can add in what are known as icons. So if I go to insert here, back in our illustrations section, we have this icon button. Now, this inserts an icon to visually communicate using symbols. If I click on that, you'll see now that we have a library of these icons. And each of these is an SVG file, meaning that we can scale them to whatever size we would need to. Now you may not need to actually insert these into your document, but if you ever find that you want to add something to a document, and maybe these would actually fit in a tutorial or something of that nature. You could just grab one of them, insert right at the bottom and you'll see it's placed immediately into your document. Now, something I like to do with photos or anything else that I inserts. An illustration is make sure that I've wrapped the text there, two square. Now what this means is that now I'll be able to actually drag this photo around my page. If you leave a photo or any other illustration, just as it normally is when it is inserted into your document, it's left justified and you don't have the capability to actually drag and drop that around the page. I do recommend that you use this Wrap Text Square again in order to actually move that around. But if you find that all you need to do is reposition it, you can just use these repositions right here. So for example, we can just put this in the bottom left of a document, maybe the middle left. The middle exactly as you can see. And then we also have the text wrapping there so that nothing gets hidden behind that image. Now, to show you again, since this is an SVG file, it will scale. We're not going to lose any quality if we span this here. As you can see, we've made a quite large. And if you zoomed in there, you would see that the pixel density has not changed at all on this entire thing. And so it scales to really any size that you would ever need it to and any shape. So you can see we can pull this to the side and it also scales to that as well. So if we just zoom out here back to 100%, you can see that this now fits a large portion of the bottom of the page. And with icons, you don't generally want them to be too large and in charge. So maybe we'll just kinda shrink this down here. And as I make this smaller, again, you'll notice that it scales exactly to the size I need. So I can drag this around and you'll notice that as I do so the text will wrap around this image because we selected that square text wrapping. Now maybe I could put this up at the top left here. And now as I can see about aero Mar has now shifted a bit to the right. So maybe if that's the case, I don't actually want to insert that there. Maybe I'll insert it in the margins itself. Now, this doesn't really add too much to this document, but there are all sorts of documents that you could add even just a little bit to using these different icons, maybe demonstrating, as I said before, a tutorial or a how-to document, or just denoting different sections of a document. And again, you have so much more capability when using these SVG files then you would do with a normal picture file, as you can scale those to whatever size and format you would like. 36. Using Text Wrapping and Positioning: In our previous video on icons, I mentioned a little bit about something known as text wrapping. Now if you're curious what this actually means, that essentially when you type your text, you normally have text wrapping when it hits the edge of the page. And normally that's the edge of the margin that you have selected. So then your text will wrap itself down onto the next line. Now text wrapping in the case of an image, means that when you actually insert an image or other illustration into a document, the text will then wrap around that image as if it was aligned. So if I insert an image into the center of my texts, for example, let's just look at my company info page. We had last unsorted this icon here with the square text wrapping. If I pull that around, you'll see that the text will wrap itself around in that square format based on where this is in my document. So if I pull this to the side, you'll see if I double-click on this. Or rather if I click on this, we have options for other types of layout. So this means that we can change our text wrapping. So the one that I have selected as square. But we also have tight through top and bottom behind the text and in front of the text. And you'll see as I change each of these and I'd whoops, I drag this around. You'll see that it's slightly changes how the text will wrap around my image. Now that remains mostly the same. Top and bottom would basically be for something that you would use as a divider between sections. As you can see, this essentially will split this into another paragraph. And if I move down here, you can see that it does so in such a way that these lines, once the image is actually passed them will go above that image. So you can set this in here again to denote a different section perhaps. Then you also have the ability to go behind texts. So you'll see your image is now behind the text. Not very useful for what we're trying to convey in this actual document, but still that is an option. You could also do in front of texts so that you can only see the image and the text slightly behind it. Again, not very helpful for this document, but it could be in some circumstances. Down here, you can decide whether or not you want your object to move on the page as text is added or deleted. Or if it should have a fixed position on the page, meaning that the object will be in the same place as text is added or deleted. And if it's anchor moves to the next page, your object will move as well. So again, I'm gonna go back to a square here because I prefer this. And as soon as you activate one of those text wrapping options, you have the ability to drag your image around the page. This was something that I had mentioned in the last video, but if you haven't watched that one, Just a reminder, it's important to actually be able to get that capability so that you don't just have to position your image on the document. Now you can position your image. There's nothing wrong with that, but it's much more easy to just kind of drag this around and position it that way. Now if we go through our format tab here, we could use the positioning options that are available to us by default. And as you can see, that would be in-line with texts. We have our upper left, we have our middle, and we have our upper right. And then you can see you have the middle right, center, left, and the bottom as well. So these are just your general layout options. If you'd like some more of those, you can click on the More layout options button down at the bottom. And we'll open up this position, text wrapping and size dialogue box. So this allows you to change the horizontal and vertical alignment. Very helpful. Text wrapping. Again, you can go through each of the text wrapping styles that I just mentioned. And then we have size here, your height, your width, your rotation, Andrew, or scale. Now, all of these you can access on that formatting tab, but if you'd like them all in one place, I encourage you to open up that dialog box. Once you're finished with your document and you format it everything the way you'd like to. You changed your text wrapping style. You've got this in the place that you would like. And I'm actually going to change this back to top and bottom. And I'm going to separate these two sections using this icon. And once you've done, all you have to do is save and all of those changes will take effect. And it will actually be there again when you just open the document that next time. And if you'd like to just get rid of this, all the formatting will go back to the way it was as soon as you delete that image. 37. Resizing, Rotating, and Cropping: You remember back a few videos when we were inserting pictures, either from our computer or from the internet. When I mentioned that the aspect ratio would be broken if you actually use those sizing handles on the image. Now this is not the case if you use an icon or a similar file, which would be an SVG Scalable Vector Graphics. But you do have the capability to do what's called locking the aspect ratio so that you can make your changes. And you would actually see that the aspect ratio would stay the same. So you can reduce any sort of stretching or any sort of deformity that that image might get from your formatting. So in our company info document, I'm just gonna go ahead and insert back in the picture that I had in the beginning here, which was our arrow Mar headquarters photo. We're gonna add that at the bottom. And then we're gonna go up to wrapping our text here and we're gonna do it in the square as I have been. We'll just drag that to the center of the document. And sometimes you'll notice when you drag your image around, you'll notice this green sort of line which this denotes the center of the document. So we can just drop that right there. And you'll see we already have some alternative text here. So really everything that we need. But Let's say that we wanted to resize this. If I grabbed the sizing handle as I have before, you'll notice that this starts to really stretch my image. So this is not how the image should look. It's losing quality and can see that it's degrading there. And if I zoom in, you can see that even better. As you can see, it's getting a little fuzzy, little pixelated. So if we go back to 100% and I just control z, this C, that's our undo, goes back to the way it was before. Now, if I go up to my sizing area here, and instead of just changing the size within here or cropping my image, I'm going to open this dialog box. This will take me back into the layout box, which gives me options for positioning, text wrapping, as well as sizing. But what I want you to focus on down here is this scale sections. We've already discussed how we can change the height and width of our document or of our image rather. And we've discussed how we can rotate that image as well, but we haven't talked about how we can scale the image. So when you're scaling the image right here, you can see that lock aspect ratio is checked. Meaning if we choose to scale this image, it's going to scale the same way on both accesses. That means that the height of the image will stay the same and the width will also stay the same so that, that aspect ratio is and the same. So for example, if I boosted this up to 150%, and you'll notice that immediately my width will also go to 150%. If I click OK. Now, you'll see that although this has now moved to the second page, it's kept those same dimensions, still a little pixelated. So you can see that this document or this image was not really meant to be blown up like this. So we can control z again and go back. And honestly this might be our best bet, just keeping it like this. But if you do want to resize or scale your images, perhaps, maybe you want to make it a little bit smaller even. All you have to do again is go back to that sizing dialog box. Make your changes in this scale section and click OK. Now, something to keep in mind. If you do uncheck lock aspect ratio, you do have the ability to then change this however you would like. For example, we can put this at 75% of the height and we can leave that width at a 100%. And as you can see it kinda scratches are document or image, again of a little bit in our document. But you can see that this didn't really make as drastic of a change as it did before when I was stretching my document. So scaling can be very helpful to maintain your pixel density. In other words, not heavy gets so fuzzy, but also keep the dimensions of your image the way that they were meant to be, so that you're not actually breaking your aspect ratio. 38. Removing a Background: One of the newer features that has been added across the Microsoft Office suite is the ability to remove the background of an image that you've inserted into a document. So let's look at the document that we've been working on, this company info document. Now I have my arrow Mar headquarters image there, but let's say that I wanted to remove the background of this image. Now maybe I wanted to get rid of this street here, or maybe the building in the background just so I could highlight my arrow Mar building. Now I'll double-click on this to open my picture tools contextual tab of the ribbon up here, we'll click on format. And we're gonna focus this Remove Background button. So as you hover over this, you'll see that this automatically removes unwanted portions of a picture. If needed. You can use marks to indicate areas to keep or removed from your photo. So once you left-click that, you'll notice that the photo changes some colors here. Now, this purple area is what is going to be removed from the photo when you click on Keep changes. So there may be some changes that you want to make to this. Microsoft does have an algorithm that it uses to select portions of the picture that you may deem unwanted. But as you can see, it's not perfect. So if there are things that you also want to mark as areas to remove, you can do so just by clicking right here. And if there's areas you mark as keeping, you can do so right here. Now keep in mind this is not an exact science, so you may have to kind of mess around with your features actually in here in order to make sure that you're selecting certain parts of the image that you want to keep. And that Microsoft actually understands that. So as you can see, it's kind of adding in different chunks of the image here. May not get all that I want. And again, it's not an exact science. It's a new feature, but it's still pretty cool to see how you can actually modify an image that you've already added into your document. Let's make this entire thing there. As you can see, there are only certain parts of the image now. And this does take a little getting used to, to actually use these different features. Let's switch to mark areas to remove. And now you'll see my pen will change to a red here. So maybe I'll go across the entire bottom and just add that in. Now, this is kind of finicky and it's really just for example purposes. But I do want to show you what happens if you choose to keep your changes. You'll notice that all the parts of the image here that we're actually in purple or pink have now been removed. So if I click off this image, that background is completely gone and it could leave just my image that I want to be seen. So for example, just the arrow mark headquarters, not anything around that. So if you have an easier image to maybe cut or crops certain parts of it can actually be really useful to use this Remove Background feature. Your audience is seeing only the things that you need them to see. 39. Adjusting Images: When we began this section, I mentioned some of the ways that we can actually modify or formats some of the illustrations or images that we can insert into Word. Now I want to talk a bit more about some of the ways that we can correct these images. So the image that I have right now in my company info document, our arrow Mar headquarters image doesn't need much correction. For example, softening or sharpening the image, or maybe increasing or decreasing the brightness or contrast. But if we did want to make these changes, we could actually see a live preview of those changes so that we could see if it actually was required. So what we could do is go into our format tab here. So we had a double-click again on that image, open up the Picture Tools contextual menu, and go over to this section where it says correction. Now, you already have up here the sharpen and soften correction sort of pain. And you can see, right now this is soften 50%. So it gets a little blurry there. But if we move it up to soften twenty-five percent, maybe that would take some of the jagged edges off of things and your images. You can leave it at 0% to see what that would look like. And then you can actually boost the sharpness here. And you can see that it makes it stick out a little bit more, but kind of gives it this sort of jagged edge. And since there's not money pixels there to work with, we don't have a very high pixel density. Sharpening may only work to a certain extent. Maybe we can keep it at sharpening 25%, and that looks pretty good. Go back to corrections here. We also have brightness and contrast options. This is negative 40 brightness, negative 40 contrast can go all the way down. You get a plus 40 contrasts, negative 40 brightness, and all the way to the opposite end of the spectrum. So you can see maybe if we had an image that required all sorts of these contrast changes or brightness changes, maybe it was a very dimly lit image or it was very dark. We can actually just go in and change this. All right here and again, you can see those live previews in your document. And if you still need some more options, you can click on this to pull up the format of picture pane on the right-hand side of your document. Here you can make those picture corrections. You can look at those presets as we did before. Or you can use this slider to actually boost or maybe actually diminish your sharpness. As well as going into the presets for brightness and contrast, and doing much the same thing with these sliders down here. If you find that you want to just reset your image back to what it was, you can do so just by clicking that button right down at the bottom. And as we go a little bit further into this section of the course, we're gonna talk more about how we can actually add to our colors for our picture. How we can change the transparency, how we can crop that picture, and some of the other ways that we can format our pictures and give them even shadows, reflections, glows, and sometimes even 3D formats. So we're gonna go through later on and discuss all of those in more depth. But in this video, I really just wanted to talk to you about how you can make those corrections for your images. And as you can see, this image doesn't really require much correction. But if you do have some and you don't have access to maybe Photoshop or any other sort of imaging software. You can do those corrections right from within your Word document. 40. Applying Artistic Effects: Before when we were talking about modifying our fonts, for example, or our colors, our styles in Word. Basically, now we can actually do all of those features except with our images. So what we're going to talk about in this video is how we can apply artistic effects to an image that we have actually placed in our document. So again, we're in our company info document. And this is just going to be for demonstration purposes is a lot of these artistic effects don't really have much of a place in a professional document. But it's just to show you that, again, much like the themes are the styles that we were using before when we were talking about fonts, as well as our character formatting and our Paragraph formatting. This is essentially going to be the same thing as in. It's going to take place on the entire image. So it's gonna be something that you can do rather quickly. So we double-click on this, go back into our formatting menu or picture tools contextual menu. We're going to go to where it says Artistic Effects. And it's going to pull up this gallery. Now you have to hover over each of these and you'll see again a live preview as well as a little description about what this is. Now we have no effect applied. The first one here is the marker effect. And as you can see, it kind of makes our image look a bit like a Van Gogh painting right now. So again, as I said, not really that helpful in a professional setting, but it can add some flair to some of your images and actually make your document look a little nicer. We also have this one, pencil grayscale, kinda looks like a came out of a horror movie. So not really something I'd want to be adding to my document. So just be careful when you go through, depending on the image that you have, these effects may display a little strangely. So you want to be sure you're keeping an eye on that live preview before you go ahead and submit this image. We have pencil sketch. If line drawing, if a blur effect here, glow diffused, as you can see, there are so many effects that we can go through such a paintbrush. And even the chalk sketch. I kind of like that one a little bit. And even something like this, which is called a light screen. So there are so many ways that you can modify your images, make them look a little different. So this helps them to kind of stand out. But again, not really something that I would recommend using on an image that you want people to clearly, or you want them to be able to see clearly. Now, one thing I do find very fun, and if you actually do have a document where you can add a little bit of fun to it. I would recommend maybe using this and glow edges. As you can see, it kinda makes us look like a futuristic sort of place. So something that I'm going to be sending when I send about aero Mar for example. But again, just a demonstration. You can just apply that to your entire image in one fell swoop by using those Artistic Effects. 41. Compressing a Picture: Let's talk a bit about compression. Now, when we're sending an email, for example, we have a size limit of files that we can attach to that email and we may want to compress our files, maybe putting them in a zip folder or somewhat of a dot RR archive, something like that in order to make sure that our document is within that size limits so we can send it along. Now, in a Word document, we don't really have a size limit necessarily. But if we're attaching that document again to an email, we do have that size limits, so maybe we want to shrink down some of the images in our document and compress them so that our document will fit in the email, or it'll fit maybe an instant message or some sort of other upload. So from our company info document, I've deleted what we had been working on on the bottom here. And what I'm gonna do is insert an arrow mark company logo here right at the top above about arrow mark. So first I'm gonna go to the insert tab and go to pictures as we had done before. And I'm going to click on arrow Mar logo. And now as you can see, this is a very nice logo and this is very good qualities. So he could zoom on this, for example. And you can see that you're not really getting any of those jagged edges. You're not really seeing the pixels there. So as you can see, this is definitely high fidelity. So if we go back down to 100%, now if we save this document, because we now have this image attached to the document, would increase the size of this document. And if we were finding that we weren't able to attach this to an email where we weren't able to upload it to a certain platform or you weren't able to maybe send it along in an instant message, like a Skype message or a team's message, what we could do is actually compress this picture to a lower size or smaller size, and then actually have it be blown back up into that HD resolution on the other users. And so the way we can do that is actually double-click our image, go back to our formatting tab with the Picture Tools and just go to where it says compressed pictures. Now this just compresses pictures in this document to reduce size. So first, we want to make sure we're applying only to this picture and that we're deleting cropped areas of the photo if there are any. And we haven't cropped this photo, so it doesn't really matter, but we're still going to leave that checked. Now down at the bottom here, you can see we could use the default resolution as we have right now. If we're gonna be putting this in an email, we can use 96 PPI, which minimizes the document size for sharing. We could do good for web and projectors. Excellent quality on most printers and screens, or good quality for a high-definition display. So you can see that we can actually change, each of these will change how that image looks slightly and I'll demonstrate and will also change the overall size of the document. So if I wanna send us an email, let's select email here. Now, unless you're looking really closely, probably didn't see a change on this arrow Mar logo. But watch what happens when I zoom in now. Now you have these jagged edges that we didn't have before. If you remember back to what we had before, and I can actually just control Z to show you the undo, we had a very smooth document, but particularly at this w and the M here, watch as I now redo. So you can see that this has definitely reduced the fidelity of this image. But it actually still shows up quite nicely on my screen and it should on most other screens as well. And this saved us a lot of space. So if I was going to send this document now in an email, it should go through with no problem because we've compressed that image. So if you have a large document or a document that you need to send to a large group of individuals. Make sure that you're going through and identifying which images should be actually compressed so that you have a small enough file size to send along. 42. Applying Image Styles: Continuing off of something I had mentioned earlier about the fact that we can actually modify and format our images and much the same way as we could. Our fonts are our characters or even our paragraphs. We can actually apply themes to our images as well. So I'm going to show you how to apply a theme to an image. How to kind of create a theme from scratch, such as using your own borders and shading, maybe adding in different lines or fills or even gradients to your image. So I have my arrow mark corporation logo here that I had attached in the previous video. And we reduce the size of this in the previous video in order to demonstrate compressing an image. But I actually just boosted this back up so that we can see the high fidelity image and the ways that we can actually alter that using themes. So if I double-click on this image were taken over to the Format section here. And we're going to be focusing in this picture styles section in the middle. Now if I click on More options here, I can see all of our preset themes here. And if I go around each of these, you can see it actually affects my logo. Now this is a kind of cool one. It has a little bit of a shadow behind. This is one that it can actually have a reflected rounded rectangle. I like that one as well. This one is not really helpful for what we're looking for. This one is pretty good as well. It looks a little sleek. We've gotta double flame or frame and black as a color. Now, this is not helpful because as you can see, it covers all the texts because we had that in black as well. This one's a simple frame. We can actually make an oval there as you can see. You go so on and so forth all the way to the bottom until you get to this last metal Oval. So you have lots of preset options when it comes to creating a theme for these. So let's go over to this moment, the shadow. I actually really like that. Some believe that there. Now if I wanted to modify some of these, I could click on picture border here. And we have touched upon this briefly, but we can add in a border using our theme colors here. As you can see, this very small border at the moment. But we could use a blackboard or there go back into picture border. If we want to remove that border at any time, just click on no outline here. You can find more outline colours as well if we clicked on this. But if we want to change how that actual outline looks, we can actually modify the weight of the outline. So we can actually make this all the way up to 6 here. I'm gonna go down. And then a quarter, we'll leave that there. So back to picture border and then dashes, you can actually change whether or not this is a solid line. So you'll see these and actually be different types of dashes here. And if you're looking for more lines, if you click on this, you'll pull in the format picture, sort of pain coming in from the right hand side. And you can see you have all these options for your lines here. So you can make this a gradient line. If for example, you'd like to make it a multi-colored line that kind of rose and fall or rows, rises and falls, I guess would be best. You can see here on the side that this gradient is goes all the way around. At the top, it's not very heavy, but at the bottom it is. So that's kinda what I mean by that rise and fall. Here you can set where the gradient stops, if you would like that to stop at certain sections along your image. And you can actually change whether or not this is a preset gradient. As you can see, you have quite a few options there. It will select a green one to kind of go along with our theme of air Omar. Then you can select the direction of the gradient and the type of the gradients. So it could be a linear gradient, a radio gradient, rectangular, or a path gradient. Then again, you have options for setting color, position transparency as well as brightness. Now, some of these things are a bit advanced, so I don't think that you're gonna be going through, for example, in setting the percentage of brightness necessarily for your gradient lines. But if you'd like to, you do have those options available right here. Down here you can go to compound type, dash type, even cap or join type if you would like to. So again, you have so many options when it comes to modifying the lines that go around your image. Now if we go back up here, we have Phil options as well. For a solid fill, we could fill that background with some color, a gradient fill. And as you can see, we've stuck with that sort of green gradient. I think this looks pretty good. Maybe a picture or texture fill. And in each of these you'll notice you have pretty much the same sort of modifications that you can make up for some, such as texture. You actually can select a texture and then the transparency for that texture and so on and so forth. And finally, we have pattern fill, which allows us to select a Pattern, choose a color for the foreground as well as the background. So if you have an image and it's just your stand-alone image, maybe you want to add something to that image and make it really pop out in your document. I encourage you to go into this format picture pane either by going into the format sections up here and changing your styles by opening up the pain on the right-hand side using the dialog box Launcher. In order to go in and fill your image. Add a background line to your image, some type of border or shading. And then we've already discussed a little bit of this, but you can add those artistic effects. You can modify whether this is a textbox or not. And you can make any of your picture corrections and change your colors and transparency all from within this one window. So I highly recommend that you use these features to make it so that your document can pop a bit more by modifying your images. 43. Replacing an Image: When working in a document that has a large amount of images, you may find as you're going through your document, that one image makes more sense than the image that you might have already had in place. Or you can do is then swap out those images very easily and have all the formatting that you made on the image that was currently in place, transfers straight to the new image that you insert to your document. So I want to demonstrate that for you in our company info document that we've been working on. Now you'll notice right away that the arrow mark Corporation logo that I have here is of much lower quality than the one I had there previously. Now I inserted this just for demonstration so I can show you how we can swap this out for our higher-quality version. So if we double-click on our image here, take back or take us, it takes us back to this format tab in Picture Tools right here at the top. All that we have to do is go to Change picture, need adjustment section. So it says here this removes a replaces the selected picture while maintaining the size and position of the picture object. So if we click on that, now we can choose whether or not we'd like to grab a file again from our own PC, from an online source or from the icons library. So we're going to collect, select from a file here, and we're going to click on arrow mark, logo. Now this is our higher-quality version. And you'll notice as soon as I do that, all of the formatting changes take place on this new image and it immediately makes it look a lot nicer. So again, if you find images as you're going through your document that make more sense in place of one that you already have. Feel free to just go in to that format section again, change that picture and everything that you did to that other photo will carry over to your new one. 44. Adding Watermarks: When creating a professional document in Word or a type of document that may be distributed to a large number of individuals. It may be helpful to insert a watermark so that you know that other individuals who are viewing that document will not be able to make changes to your document. And you won't be able to actually have other people steal your information or maybe sell your own information. So in order to add a watermark to a document, it's actually quite simple. We do have another library of preinstalled watermarks. And you can also create a custom watermark to add to maybe one or two pages or even your entire document. Now what we're gonna do is go to the Design tab in the ribbon at the top. And we're gonna go all the way to the right where it says page background. Now this is where we can add watermarks, changed the color of our pages, or add borders to our pages. So in the watermark section, first we have a confidential section where we can add a confidential watermark with grey diagonal texts. So if I click on that, you can see immediately this is a very common sort of watermark. You probably familiar with it, but as you can see, it's easy as that. Now we have that watermark here. All we have to do is save the document and we can enforce some protection on this document so that no one can make edits. So we can just make this read only. And then if anyone tried to distribute this 4x print this, they would have that watermark preventing them from using the material. Now again, we have other watermarks heroes such as Do not copy and see there it actually goes across the side, so or from side to side rather. So you can see it's a horizontal watermark. And then if we scroll down, we have urgency watermarks here. So in asap or urgent, and again, this diagonal type of watermarks. So we have those two types, diagonal or horizontal. And if we click on watermark, we could find other watermarks from office.com. As you can see, there's really no online content available in the realm of watermarks, but they actually do add more watermarks here and there. So be sure to actually check online as well. And then if you're looking to create your own in this custom watermark section, you can choose to add a picture for a watermark, such as maybe our company logo. So if I go in here, you can see we selected from a file, from a Bing image search or from our OneDrive account. So I'm gonna browse my files here, and I'm just gonna pick on this era Mar logo again. And then we can have it scale automatically and that washout makes it so that it's not that full color. So the washout makes it kind of this like off gray, almost something that you can still read through but that, you know, is there. So if we keep that and we apply that, now you'll see we have the air Omar logo in the middle there that goes across the screen. Now if I wanted a text watermark, For example, I can select right here what I would want the text to be. So we have all sorts of options such as asap confidential copy, do not copy, draft, original, personal sample, so on and so forth. So we select any of those, such as draft. We select a font, and then we select a size, as well as that color. Now down here is where we can select what we want that lay out today, that diagonal or the horizontal layer. Once we have that, click on apply. And then you can see we now have our new draft watermark applied to our document. So again, very easy to access all the watermarks who might need up in the upper right-hand corner on that design tab, I encourage you to go through the ones that are pre-installed inward and also to just create your own custom ones so that you can ensure that you're keeping your documents and your materials safe. 45. Applying Color and Page Borders: Well, the last ways and one of the easiest ways that you can actually enhance your document is just by changing the color of the page and adding page borders. So again, these are very simple things to do. Brian, our company info document. Again, we're gonna go up to our design tab and we're going to go back to where we found our watermarks. But now we're going to be focusing on this page color and page borders section. So if we open up page color, this adds a splash of color to your document by changing the color of the page itself. Now, we have options here to select any of these colors. See, we should be looking for something that matches well with the text that we have, as well as the colors that we have going on here. So maybe we want something a little bit lighter. And I actually think that let's see, maybe something like this. So this is just a tan background. And as you can see, it's given our entire page, this new color. Now something that is really important to keep in mind is that you're not actually able to print the entire page in this color by default. So you can change your colors in your document. And that's all well and good. But as soon as you going to go back to that normal print, now let me show you what I mean. So we're gonna click on file. We're gonna go to our print here to see a print preview. And you'll notice in the preview that that tan color did not take effect. Now in order to actually print that way and actually have the color of the page reflected in your printing. But you have to do is navigate to file here. Go down to options. And then once an options, you're going to go to the Display section here. Down at the bottom in printing options, you're going to just check print background colors and images. That's all you have to do. And now if we go back into our print preview, you'll notice by going here, click on print that now we can print the page in that tan color. Now, might just add a little bit to your document. And if you have a very long document, you may not want to tax your printer by printing each page with a different color or by printing a lot of pages with one color. But you do have that option there. And I do encourage you to use the display in order to actually be able to see that when you print. Then finally, you have this page border section over here, which allows you to add a border to your pages. Now you can choose to add this to the entire document, just to a section in the document or to one page. Now, over here we have options for setting a box, for example, a shadow type of border, or even a three-dimensional border. And then we can also create a custom border. So I'm gonna go to the box border here and we can select a style. Now as we go through. First we have are just generic kind of border and shading style, which would just be our normal line. Now we can also go down through here and we have all sorts of other types of lines, even some squiggly lines there. I'm gonna go and pick one of these more thick lines. I'm going to pick this one here. So it's a 3. Now, you have options here for changing the color of the line as well as the width of that line. And if there's any art that's attached to your border. So for color, I'm going to leave it as black, but I'm actually gonna make it a little bit smaller, maybe two and a quarter. And then art here, I'm not really going to add any of this because again, this is a professional document, not something that really needs the sort of artistic flair to it. And then I'm going to apply that to the whole document. And we only have one page here. So it's not as if this is really going to matter, but I do want this to apply to everything. If you still want to change things, if you click on Options here, you'll see you can actually modify the margins of this document. And you can measure from the edge of the page or from the text on that page. And here you have the option to display in front. And now it's important to keep in mind that these margins are not the margins for the text within your document. These are the margins for the borders and shading options that you have set. So these are the margins for the border that I'll be adding. Now we'll click on okay, since we're done. And we'll see that this has added a border to my document. And now these borders do print by default. So if I go back to my print preview, you'll see I now have my finalized about arrow mark document here, my company info document. I have a nice tan background on my page, as well as this two and a quarter width border here that goes all the way around my document. We formatted our photo here for our logo, the way that it should have been. Text looks great. So we are ready to go with this document. It is fully finalized and good descend off. So again, as we went through all of this, very easy to make all those formatting changes and really make word work for you. Now, something to keep in mind before we move on is we actually do have a project file that is attached to this chapter that I encourage you to work on so that you can actually go through and test your knowledge on all of these formatting options that we've discussed. And then once you're finished, you'll be able to make nice documents just like this one. 46. Using Find and Replace and the Go To Function: When navigating through a Word document, especially one on a larger scale, it can be helpful to open what is known as the Navigation pane and Use the Find, Replace, and go to features that are built into Word. So in this proud Specs document that I have open right now, if you'd like to follow along, I suggest that you open this as well. Maybe just pause the video and make sure we're on the same page here. So this isn't a very long document, but for the purposes of this video, it'll actually serve as really well. Some scroll back to the top here. And now what I'm gonna do is show you how to activate the navigation pane. So you're just kinda navigate to the view section of your ribbon here. And then where it says show, you're just going to click on navigation pane. Now by default, you have the ruler at the top of your page here, as well as along the side. And this shows you essentially where your margins lie on the page. Now you can take that off if you would like to, and it gives you a tiny bit more screen real estate, but it's pretty negligible, so I like to keep it on. You also can add grid lines here, which almost makes your page look like graph paper. Not very helpful unless you're doing some sort of mathematics. So I would recommend keeping this off. But then if you click on navigation pane here, you'll see that everything in your page will shift to the right and a pain will come out from the left-hand side. Now, here you have options for headings. And this was something that we mentioned earlier in the course. If you have headings denoted in your document, they'll actually show up in the navigation pane here as locations that you can actually easily traveled to just by clicking any of those headings. So you can see we're traveling down through our document here on the right-hand side, just by left clicking on any of these headings over here. We can also navigate through specific pages. So like I said, if we had a longer document, this would be more filled with pages that we could then navigate to just with a left-click. And then here, this results section. This is what is used up here when you're looking to search your document or find something. Now, this is a little bit redundant as this is technically the Find and Replace feature right here. But if you click over here on this drop-down, you'll see you actually have options to go into replace, go into, go to, go into more options for this as well as an advanced fine. So if I wanted to search this document for something in particular, let's go back to the top of the document here. And let's just say that I wanted to search for that summary section. Now I know it's already a heading, so I have it here, but that's just something that I want to actually navigate to. So if I type in summary here and press enter, all the instances that word has in the actual document will appear highlighted in yellow there. So you see we have phase two summary as well as summary, which is its own section, but both of them are highlighted in yellow. Now if you're searching for something in a document, it doesn't need to be a complete word, or at least that is the most helpful way to search for something. Because if you're searching for parts of a word, you're going to get a very complicated results page. So that's the easiest way to searcher document to find something. Now, if we go over here and we opened up our options here, we have some find options that we can change. We can choose to match the case of our words. Find whole words only as I said before, use wildcards. Sounds like and that's for English. Find all word forms of English. Match the prefix, suffix, ignore punctuation characters, or ignore the whitespace characters. And you can choose to set the defaults as well. So I'm just gonna click okay, they're gonna go back over here and we're gonna click on advanced. Fine. Now once you do this, you open up the Find and Replace dialog box. Now this is where Find, Replace and goto are all housed and into a little bit easier to navigate through them here than it is in the navigation pane. So again, find you'd just type that word there. That's what you're going to find in the document. You can choose to find the next instance. And you can choose to find that in a certain area of your document as well. In replace, this allows you to find something in the document as we would with fine, but then replace that word with something else. So instead of analysis, for example, maybe we want it to replace that with a rather summary it maybe we wanted to replace that with a word like analysis. So I'm gonna write that right here. And then we could click on Replace or replace all. So if I click Replace all there, you'll see right down here that's summary has now changed to Analysis. We made two replacements. Do you want to continue searching from the beginning? So I'm gonna say now here because again, our document is pretty small. We replaced the two instances of that word at once. Now this can be very helpful, especially if you have a very large document where there are multiple instances of certain words or sections that you might want to replace all in one moment. So again, you can choose to just replace all of those as well as just individual ones as well. Then finally, you have this goto feature which allows you to navigate to a certain part of your document based on these criteria on the left hand side. So you can go to a particular page if you so choose a section, a line, a bookmark, and we'll actually talk about that in later on. A comment, footnote and note field, table, graphic equation, object or heading. So you see you have so many choices for navigating through your document. And you can use the navigation pane again to navigate through those headings as we did before. But if you're looking to go to a specific part of your document, either a specific section, specific paragraph, or even a specific sentence. You could type in certain things within maybe the line, and actually just navigate to that particular point in your document. So these three features are very useful, particularly in those longer documents, as I've been saying. But even in a smaller document, it can be helpful for you to replace every instance of a word and for you to find maybe some spelling errors or some sections that you may want to expand on. 47. Advanced Finding and Replacing: So we've talked about using the generic search feature in Word as well as the generic Find, Replace, and go to features. But in this video, I want to talk about some of the ways that we can actually make our searches a bit more advanced and actually add filters to our finding and replacing. So if we go to editing over here just on the Home tab of the ribbon, you'll see we have find and replace right there for us. Now in the previous video, we open up the Navigation pane and we went to our search features through there. Now you can do that if you have a longer document and you want to have that navigation pane open, maybe at all times with that document. But in this video sounds we're using this smaller document, this proud Specs document. I'm just going to go into find over here. But what I'm gonna do is click on this drop-down and click on advanced. Fine. Now, once I do that, I'm brought into this window. And you may actually see this window like this where you don't have this more section actually expanded. So I want you to click on more here, and this gives you your advanced search options. Now these we did mentioned before, these are the find options. We mentioned them in the previous video, and we actually got to them in a different way. But this shows you just how it can actually maximize the performance of your search, right from within the search window. So here you can choose whether or not you'd like to search down the document, up the document or everything in the document. And again, you can choose to match case, prefix, suffix, find whole words only, so on and so forth. You have all these options for your words that you're searching. But then down here, you have these advanced find options. You could choose to find a particular font in the document, a particular paragraph type in the document, certain tabs within the document, the language, the frame, the style, the highlight. As you can see, you have all sorts of options here, very advanced options as well. And some you may not need, but I'm just showing you just how deep you can go with your searches in word. Over here on special, you can actually choose to search for a particular mark. For example, like a paragraph mark, a tab character, any particular character or digit, even a letter, a column break for example, an EndNote mark a field, a graphic Emmanuel line break, manual page break, and it goes on and on, even all the way down to whitespace itself. So you really do have almost unlimited options when it comes to finding or searching within your document. So I encourage you to go through these options, especially when you're in those really, really long documents and you're looking for something very particular, you can narrow it down quite a lot using these different features. Now, up here as well, you'll notice it says reading highlight. And now when the previous video, when we actually searched for a particular word, it would highlight that word in yellow. That's what this function would be. You can choose to highlight all of them or clear that highlighting as well. Here you can choose where you'd like to find. If you'd like to find in the main document or maybe the headers and footers of your document. And again, you can choose to find that next instance or sometimes all instances. And if we go over to replace, you'll see that we have these same search options available in Replace. And down here, we now have these Replace options available as well. And you'll see that these are the same exact options that we had in find. But again, they can really help to maximize and increase the power of your replacements in Word. Now it's important to note that go to does not have these advanced features as goto really is just finding a particular place within your document. But using Replace or find actually helps you to particularly, you know, go through and say, this is something that maybe I want to replace all these instances of, or maybe just this one letter in a word, for example, you've noticed that you had a spelling error or something, and you actually didn't engage these spelling and grammar check. You could do a manual sort of spellcheck if you wanted to, using find and replace. So again, it's very easy to use these advanced features in Find and Replace. You don't get those same features and go to, but I do encourage you to go through these three features of word as they can make it so much easier to navigate your documents. 48. Proofing a Document: In our last video, I mentioned that you could use the sign to replace and goto features within Word almost as a way to manually spell check your documents. But as most of us note, word actually has an automatic spell checker. And in 365, this has changed a little bit from the stand-alone version of Word 2019. So I'm going to show you how we can actually engage the spelling and grammar checker in multiple ways. And then how we can use the new features in that to actually help us to maximize these spelling and grammar check. So in our proud Specs document right now, as I scroll through this, you'll see we have a few spelling errors. Nothing too intense, but we can tell that there's spelling errors because of that red underline. I'll see here here as well, although this is just a last name, so and something that often happens in a Word document, someone's name may not be picked up by word as being an actual word, which makes sense. But you can always add that to your dictionary by right-clicking the word. And you'll see here, this actually engages the spelling and grammar checker, but only on this one instance. So by right-clicking, you open up this contextual menu. You'll see spelling at the top here. Over here, you'll get some actual sort of ideas that you could change this word into. So word gives you some options for that. So we have demarc here, Denmark and demarked. But we can see that we could add to the dictionary, which means that every time this word was Mao added to a document Word would recognize this. You could also choose to just ignored this word. So any instance that this word is within this document, it would now be ignored and not show up within our spelling and grammar checker. So you could pick one of these options if you find that these make more sense. But since this is someone's last name, I'm just going to actually have this be ignored. It's never gonna go up back to the top here. And we can actually get to our spelling and grammar checker in three different ways. Now the easiest way to activate these spelling and grammar checker or what's known now as the editor, is by just pressing your function key fn and then pressing F7. And you'll see automatically the Editor pane comes in from the right hand side. Now I'll close out here. You could also activate this by going down to the bottom here on the status bar and clicking right over here, where it says word found proofing errors, click or tap to correct them. If we click there, you'll see again that the Editor pane will come in from the right hand side. And the third way that we can actually activate our Editor pane is by going into the Review tab of our ribbon and then navigating to the left in this proofing section. Now, as I said before, this does look a little bit different from 2019. You'll see now then stub spelling and grammar. It says check document. And that's because we check for spelling grammar, and writing issues at this point. So you can see we have a correction section over here for spelling and grammar. But then we also have a refinement section and this is new and 365 that allows us to make changes to clarity and conciseness. So we see we don't really have any problems with grammar or clarity and conciseness here, but we do have these five spelling errors. So if we click on this, you'll see that we are then pulled into the spelling section of our editor. Now, you'll see the actual sentence that you're spelling error is in. And you can actually have that read aloud to you here. So you could read the original sentence at the text is selected, the selection will be red. And then it gives you some suggestions down here as you saw before, for ways that you could change this word. So we could choose to select one of these suggestions. We could click over here to have this read aloud. You could spell it out. We could make this change all instances of this. And we could also add this to our autocorrect, meaning if we made this mistake in the future, it would actually automatically be corrected by word. So I'm just going to click on this and as you see, it moves us straight to the next instance. So here, currently with spelt wrong. And so we're already gives us this suggestion and it's the correct one, so we'll click that as well. Now here we have a few possible possibilities because we have different forms of the verb. Now, we have to look at the sentence itself to actually be able to choose the correct one here. So the AAA 100 product line will be ready to roll out to existing clients starting May first, new clients can begin to enroll and expect delivery, so on and so forth. So we'll select that one business here and an existing here. And there you have it. The spelling and grammar check is complete. And you can tell on the left to the right hand side here by these checkmarks next to each of these sections mean that Word has not picked up on any problems here. Now if you want to modify any of the sections or any of these, the settings in your editor. You can click on Settings here and you'll be taken into the backend settings of word. And now these are a little bit more advanced, but I do want to show you that you have the capability to go in and modify how word actually edits and autocorrect different things. So again, you can go through here, have things be ignored in uppercase. Ignore words that contain numbers, internet and file addresses, flag repeated words, so on and so forth. So you can really modify and actually change a lot of the features within the editor to make it work better for you and your documents. 49. Using the Thesaurus and Smart Lookup: Let's talk a bit about the thesaurus in Word. Now, the Thesaurus is something that you can activate in pretty much any Microsoft Office program. But it is really useful in Word or it's most useful word. Now, if you have a document or maybe a report for school or for your organization that you want to actually go through and make sure that you're actually putting the best effort into that document. It actually flows, you know, you're not using the same word to many times, it can be very helpful to activate the Thesaurus, a hidden word, and actually go in and make sure that you're adding in different synonyms for your words or about your selecting the best options for your words. So in our proud Specs document, what we're gonna do and it's very easy to actually activate the thesaurus. You just go into the review tab of your ribbon here. And right below check document, you have this thesaurus icon. So what you're gonna do is select a word or a selection of words that you would like to change and to activate the thesaurus for. So for example, we could select overview up here. We'll double-click on that word to highlight the word. Then we'll click on thesaurus up here. And immediately on the right-hand side, you'll get these sort of suggestions. I would say that the source will offer to you here. So we have the impression right here, it's a noun. We have different ways that we could change this word. So we could change overview to summary, to outline synopsis, even gestalt, which I don't think would necessarily be what we want here. But as you can see, it really does offer a wide variety of synonyms for your word. So I'm just going to keep this as is. But something else that we could do, which is not just going into the thesaurus, but it's actually activating what's known as Smart Lookup. Misses something new in office right now. If you right-click on a word, you can actually go down here. And before we jump into smart lookup here, I'm going to show you that you can actually activate the Thesaurus right from here and get these synonyms. So you could do this for any word just within that Right-click contextual menu. So you don't actually even have to navigate into the Thesaurus to get the words you're looking for. You can however, just activate that right here if you would like to, without actually having to go and navigate through your ribbon. Now, if I click on Smart Lookup here, you'll see that we actually take this search online. So now will see files that connect to the word overview. We will see knowledge about the word overview. So this is pulling from a database online. So you can see we actually have the definition of the word as well as a list of synonyms, as well as a definition of overview as a verb. And down here we get some web results as well. So you can see that this really pulls, you can get some pictures here. So this really pulls from all sorts of places using Bing and your own Microsoft account in order to get comprehensive results for a particular word or phrase. So if you're going through your document and you're finding that there are certain things that pop up a lot that you'd like to change. Maybe all of those instances, I suggest that you open up the, Thesaurus. Say that ten times fast j's, you open up the thesaurus. You can actually make sure that you are going through each of the sections of your document, changing those words around and getting the best words to make your document flow the best it can. 50. Translating and Proofing Languages: You now have the ability to translate selections within a document or the entire document itself within Word. Now Translation features has always been a part of the Microsoft Office suite. However, now you actually have these in-house. So we're not going to a third party translator and pulling in the translation results. So I want to show you right now how easy it is to actually activate these translation features within Word and even changed the language within your document so that you can actually prove in another language. Now, because I have a document which is in the English language, is not really going to benefit me to actually change this into another proofing language, but I just want to show you how you can do that, especially helpful if you work internationally. So as you can see, as I said, this isn't an English here, but let's say we wanted to translate this to another document or rather to another language and actually create a copy of the document. What we could do here is go to our review tab up at the top, and we're going to focus on this language section. So as I said before, you can change the Proofing Language in your document very easily by just clicking on this language dropdown here. Click on Set proofing language. And as you can see, we have English and then French, Canada as our two proofing languages. We can add in any other language here as well. And as you can see, we have quite a list available for us. Goes all the way down to Yoruba, not even sure what that language is, but as you see, we have plenty of options. So the Speller and other proofing tools will automatically use the dictionaries of the selected languages if they're available. So that's important to keep in mind. They may not be as comprehensive as the English language dictionary, but you do have all these options. You can choose to not check spelling or grammar if you'd like. And you can also choose to detect the language automatically, which means that if you start a document and a certain language word may recognize that language and switch over the Proofing Language by itself. So we're just gonna go out of here and let's go to translate now. So let's try and translate our entire document here just to show how this would work. If you use Translate selection, all you have to do is highlight a selection in your document and then that can be translated. But if you translate the entire document, this translates your document with the Microsoft Translator online service. The translation will open as a separate document in a new window. So let's click on that and this opens up our translator pane on the right-hand side. So this creates translated copy of the document. Now from auto detect, this will auto detect the language of the document as we mentioned before. So it's probably detecting English, but in case it's not going to go ahead and select that. And now let's find a language within here that we could actually translate this to. Now, let's go around. And why don't we just translate this from English to Dutch. Now, touch is somewhat similar to English, so maybe this will be a pretty authentic translation. A lot of the times our translation services are not perfect and it's important to keep that in mind as a LOT does get lost, especially when you're using languages that are not from the same family. So for example, if I translated this from English into Chinese or Japanese, it would probably translate not the greatest has a lot of things do get lost in translation. So when you are trying to translate especially an entire document, I would recommend sticking within a language family. So we're just going to click on Translate now. And it could take a little while as it's going through the entire document here. Up here we'll say text and Dutch as not being checked. Do you want to download proofing tools and future updates? So I'm gonna click on download here. Now what's going to happen is I'm going to be taken up to a language accessory pack for office. Now, your organization may already have this installed, but they may also not allow you to install this. Just keep in mind that if you're translating into certain languages, you will have to navigate online and download that language pack, especially if you're translating an entire document. So I'm just going to back out of this for now. Click on, don't show up again. And you'll see that we actually did have most of the translation take effect. So we didn't really need to download that entire language pack. If you do find that your translations are not exactly how you need them to be, just navigate to the page that Microsoft actually just sent us to in order to download those additional language packs. But as you can see, this did translate mostly into Dutch from English. Now, I don't actually speak Dutch, nor can I read it. So I don't know if this is an authentic translation, but it's much more authentic than it would have been if, for example, we were translating this into a very different language as I said before. So when you're using the translation features, once again, be sure to be sticking within the language family for something more authentic, especially if you're using an entire document translation. But you can also just grab certain bits of your texts to translate to another language. And you can also easily changed the Proofing Language of your document or have it automatically detected so that you can make sure that you're going through and proofing correctly. 51. Using Read Mode: When navigating longer documents in word, you do have the option of putting your document into what is known as read mode. Now, read mode is one of the multiple types of views, and we've actually probably mentioned this already. However, in read mode, you can actually do a little bit of different things that you might be able to actually do. And the other views that can make it easier to actually read or do you have on the screen? So in our prospects document right now, and what we're gonna do is navigate to the View tab on our ribbon. And then we're just going to click on Read mode in the upper left here. So this is the best way to read a document, including some tools that are designed specifically for reading instead of writing, that's very important to keep in mind. So you'll see already that our page looks slightly different, that it's more of a CPO tone here. And you can see that now we have the page on the left and the page on the right. And as we scroll down, you'll see that the page has moved from side to side, almost like a book. Now if we had a touchscreen device, we could actually use our finger or stylus to turn the page, so to speak, by swiping to the left and swiping to the right. Now, the options that you actually have in this mode, you can find by clicking on view or tools up here in the upper left. If I click on Tools, I have the ability to find something right within this mode, as well as use the Smart Lookup and translation features that we've already discussed. And if you actually type here, you can choose to undo or redo your typing. Within view. You can go back to editing the document. You can pull up the navigation pane on the left hand side for easier navigation through the document. And that for a quick second, you could show comments in the document if maybe you sent this to another individual or you actually were coauthoring with someone else. You can make your column width change. So for example, you can actually have it be that there is more on one page or less. So we'll go back here and we'll just do the default. Then we can change our page color. So if you just leave it at none, it will just be whatever your page color was before. Now, as you can see before I had it on the sepia tone makes it a little bit easier on my eyes. You also can choose to make it inverse, which is really good for contrast. So this can be very helpful for people who may have vision problems or any sort of impairments can make it very easy to read is that white text really pops out against the black background with a black background. So if you go in here, I'll just leave it on inverse for now. But with layout, you can choose to have it be a paper layout or a column layout. If it's a paper layout, it switches back to our typical view. But we still have the capabilities over here to change some of these selections so we can show our comments again. We can bring in that navigation pane. You could change this layout back-to-back column layout. But from here, we could actually show the breaks between syllables. And we can also increase loops and help us increase the spacing between words, characters, and lines. This is again for easier readability. And we have the read aloud feature, which is new in this version of Word that actually allows us to read the text out loud and highlight each word as it's red. Again, for individuals with maybe a visual impairment or if you just don't feel like reading, you can have this read aloud to you. So I'm going to switch this back to my column layout. And then I'm gonna show you what it looks like if I activate this syllabus. So you can see here now that all the syllables are broken out in every word of the document. Then if I go in here and I increase the text spacing, you can see now it is very easy for me to read. And if I was maybe an english learner or I did not speak the language very well. It could be very helpful for me to break down the words in such a way. And even for someone who does know English very well, it can make it a lot easier on you to read in such a way. Now, personally, I would remove this sort of syllabus section, although I do think that can be very useful, I do like having the text spacing the way it is. So to me, having that black background and the text space like this, it makes it so much easier to read my document. So if you have a longer document and you're finding it a little too hard to read in this typical Edit mode, I really do encourage you to go in and use that read mode and all of its features to make your reading experience the best it can possibly be. 52. Using the Learning Tools: As we just mentioned, it's very easy to actually switch your document into read mode so that you can actually increase the readability of all of your text and make it a lot easier on your eyes and easier for people with any sort of accessibility issues to read the document. Now another way that we can actually do this is by going into what is known as the learning tools in Word. Now this allows us to essentially put the document and the same sort of mode as read mode, but it gives us some extra functionality as well. So from our document here, what we're gonna do is we're going to go up to where it says. And now where this says View here, we're going to particularly be looking in this immersive section where it says Learning Tools. If you click on that, you'll see immediately that we switch into this new immersive view. And you can see that we have this new learning tools contextual tab up here on our ribbon in this immersive section. So this allows us to scroll through our document and see everything that we have been split up with the syllables as we had before in our previous video, as well as the text spacing. Now you can choose to remove both of these if you'd like, and it still makes it very easy to read. But I actually like having this text spacing on, so I'm going to keep that. But something new that you actually have the capability of doing In this mode is line focus. So this allows you to narrow your breeding focus by highlighting the sets of 13 or even five lines within a document. So if I do one line, you'll see that right now I'm only highlighting that top texts. As I scroll, we start to see those other lines and we only are seeing the focus on that one section. Now we can also increase that to three lines, such as this, and then five lines as well. And this just makes it easier for readers to actually just focus on the one section that they are reading. So that can be removed just as easily as it can be added. We can change that page color again as we did in the previous video. So I like that inverse. Maybe I'll go back to that. You see as we scroll through this, very easy to read. And then we can change the column width over here. So right now it's on moderate, but you can narrow that column as well if you would like to. Or you can even increase it too wide. So it fills up the entire screen there, making it a lot easier to read. You also have that ability again to use the read aloud feature here. So you could read that text out loud and highlight each word as it's red. And I would say coupling the read aloud with the line focus makes it very easy, especially for people who are not native English speakers, to see and hear what is going on in the document. So if you find that read mode is not enough for you or anyone else who needs to be viewing your document. I do encourage you to go in and activate those learning tools and use the actual additional functionality it provides overread mode to make it easier on your viewers. 53. Viewing a Page Side by Side: Another way in which we can modify the view settings of our documents is to actually view the pages of our documents side-by-side. Now, when you're normally inward as I am right now in this proud Specs document, you have this vertical movement. So as I scroll, you'll see I'm moving down the document. And if I scroll up, I just move back up the document. But let's say you had a really long document and you want it to actually navigate through that document More like a book. If you go to the View tab of your ribbon and you click over here in page movement on side-to-side. You'll see that you'll zoom into this two page view where you can view your pages side-by-side. You have page one over here, page two right here. And watch what happens as I scroll down now on my wheel, you'll see that that page then moves to the left as if this was a book or maybe a sheet or a packet of paper. And see that that sheet moves to the left and the right as I scroll, we had a longer document. You can see more what I mean here, but this is enough to show you that this side-by-side sort of view gives you an easier view of what's upcoming and actually negates what you already have read so you don't have to worry about bad getting in the way of what's coming next. So again, it's just like a book. It's very helpful in that way, especially if you have a long document as I keep saying. But with this, what you have to keep in mind is that you also have negated your ability to zoom. So in this side to side view, you don't have that capability anymore. So if you're trying to actually make edits to your document, I don't recommend being in the side to side movement. And as you can see here, our text is very difficult to read. So this may not be very helpful for you unless you have a document that has a large amount of text in large text as well as a large amount of pages. So for this document, not very helpful, but I just wanted to show you that you can easily change that page movement from vertical to side-to-side at anytime. 54. Custom Viewing of Documents: As we close out this chapter, I want to tell you about some of the more advanced features you have when it comes to viewing your document. So if we navigate to the View tab of our ribbon as we have been. And we focus on this window section over here, we actually have some capabilities that we could add to our document to make it so that we could edit multiple instances of our document at once. So you can see here if we create a new window, this opens a second window or second instance of our document so that we can work at different places at the same time. So if I open this here, you'll see up in the title bar that now it's prod specs. If I drag this to the right side of the screen and then I actually maximize this on the left-hand side. You can see I can scroll to different locations and each of these. And maybe if I wanted to take a section of the my summary and add it to my overview. I could just do this from here and plop it in right over there without having to navigate all the way up and this document to the top and actually add it to overview here. Now I know this seems a little unnecessary and a document of this size, and it might be, but if you have a larger document, rather than scrolling all around that document, trying to find the place that you're looking forward to actually replace text or add text. It can be very helpful to have these multiple instances open at once. Now you also have window controls here that are available for you. So if I were to maximize this window, for example, I could click on a range of L and this would actually arrange the other window right below this. So you can see it actually snaps to the middle of the screen there. Now again, we could scroll through each of these separately, and we can choose to view those side by side as we were before. And maximize that again. Here, you'll notice that this is actually now enabled. It's called synchronous scroll. And what this means is that you can scroll to documents at the same time. This is a great way to compare your documents line by line scan for differences. And you can use this feature by turning on view side-to-side. So you have to remember that you need to have viewing side to side enabled in order to have that synchronous scrolling. Now I'm just going to reset my window positions back to how I have them. So again, you see there on the sides here, but as I scroll now, it's that synchronous scrolling, scrolling both documents in the same way at the same time. So I'm going to back out of this document now and I'm going to maximize this. Now what I want to show you is a way that we can split this document. So like I was saying before, this document's kinda small and it doesn't really lend itself to having those two instances open at once. But if I split the document in the middle here, and I can then navigate to another section on the bottom, 1.5 on the top half and easily add in text in multiple locations. I also have the ability here to actually change the size of my split. So you can see I can make it larger on the bottom or larger on the top just by dragging around the sizing handle or this border here. So if I need some more space on the top here, some more real estate and could do it this way. But if I knew more on the bottom, I can also just bring this up as well. So important to remember when you have these multiple instances open, you can choose to switch between them and you can open as many as you need to. And when you have those larger documents, it'll be probably more complicated to have multiple windows open at once. So using this switch windows feature can be very helpful to show which window you need to have maximized at what times. So when you go through your documents, just remember these advanced viewing features as well as the other more rudimentary viewing features that can really add to your document and its readability. Now, if you do need more assistance with any of this or you'd like to try out your skills. We do offer a project file that will actually go through and test all that you've learned on viewing a document, as well as proofing and translating your documents. 55. Adjusting Document Margins: So you've filled in the body of your document, you have all the texts that you would like, as well as the images. It's formatted the way you want. You have all your styles setup. Now it's time to finalize the document. So one of the first things that we can do to finalize our document is ensure that our margins are correct. So in my Aram, our story document right now, you'll see that we have our logo at the top here. A nice photo of our air Omar headquarters, as well as this explanation of what we are as a company. So this is a completed document, but maybe we want to make sure that these margins are lining up the way that they should be in order to actually change the margins. But we have to do is go to the Layout tab on our ribbon. Now we're going to focus on this page, Setup section, particularly the margin section in the upper left. If we click this, you'll see that right now we have normal margins, which is probably what we do want this document, but we can change this around and see what it might look like. So we have options for narrow margins, which reduces those margins to a 0.5 inch margin. If we click on that, you'll see that our document does expand out a little bit, but the picture kind of makes it a little off-center, so it looks a little strange. So maybe we want to make those a little bit bigger. We could do moderate margins. It's not as wide as the normal margins and see that it does add a little bit to our document. I kinda like the moderate margins there, but maybe we want to change those to the wide margins. Now that does kind of truncate the document here, and you can see that it does effect our logo at the top as well as our photo on the side. So that might not be something that we want. We could choose to mirror or we could choose the Office 2003 default if we were trying to do an Office 2003 compatibility document. So I'm gonna go to moderate. I actually ended up really liking that one. But if we actually couldn't find what we liked out of any of these, well, we could do is customize our settings. So if I went to normal here and I go down as you can, normal is just 1111. If we wanted to customize the margins there, we could do so from here. But as you see, we don't have that capability at the moment. But we could also go into our ruler, as I had mentioned before, this is usually actually viewed by default. But if you don't see that ruler over to your view tab here, and just make sure that this check box is checked so that you can view the role of the ruler denotes where your current margins are. And you'll see you have the ruler on the left-hand side as well as on the top. You want to change your margins there. You can grab this and actually pull it outwards and you can see that the text will move as well. So that's very important to keep in mind. You can modify the margins here. But if you do make those modifications, just remember how you modified them. But if you are having trouble, you can always go back to layout. Click on margins, and you'll see the last custom setting that you've created using your custom margins. So again, if you're not finding what you need out of any of these margins selections, I encourage you to go ahead and customize your margins either by using the custom margin settings within the margins dialogue box, or by using the ruler at the top and on the left-hand side of your document. 56. Working with Headers and Footers: Once you've gone ahead and finalize the margins in your document, when you move on, you can actually add in headers and footers to your pages. Now, this makes your document look a lot more professional and it can make it easier for individuals to know either where they are in the document or maybe what your document is about. So with a document that we have, it's only one page here. It's a bit of a white paper. We just have a bit of information about aero Mars accompany. We have our logo at the top and we also have our photo on the side here of our headquarters. Now if I wanted to add something to my header and footer by default, in order to enable the header and footer, you could double-click and the top of your page, the very top here you can see my cursor is at the top. If I double-click, it activates the header here. And as soon as I do that, you'll see we now are in a contextual tab on our ribbon called header and footer tools. And it allows us to design our headers and footers. Now if I'm close out of this, there is another way that we can actually insert these two are page. Now what we can do if we go to Insert Here, we can go over to where it says header and footer. We can click on header here. And we can choose from some of the built-in headers that Microsoft has. Or we could go to office.com and get some more Header possibilities. We could edit the header ourself as I did before when I double-clicked up there. Or we could choose to remove our header. And if we had actually created our own header here, we could save it to our gallery. So let's go to blank three columns. This is a very common type of header, as it actually allows you to add three different fields into your header. So you can type anything within these sections. So for example, I could add in a page number here, or I could maybe add Anna title of my document here. Could add in a company logo over here, for example. So I'm actually going to change what I have in my header and footer. So I'm gonna go over here and I'm going to go to edit header. Now as you can see, because I'm in that same version of the header, it just took me back to where I was essentially. But what I can do is take these out here. It's kind of Backspace through all of this and I wanna make my header from scratch. But now that we're on this header and footer Tools tab, we can actually do is make some modifications to this header. So the first thing we could do is page number. Now, this is not very helpful in this document as we only have one page. But I just want to show you that if you click on this, you have all sorts of options for what it comes to actually adding in a page number. You could do it at the top of the page there. You could do these simple. As you can see, it's just the page number either in the upper left to the middle or the upper right there. We have flips the page X. You can see it looks a little bit different. Page X of y. So there'll be one of one, for example, one of two. Then we could do play number here. And as you see as we scroll down there, so many capabilities or options that we have available for actually displaying our page numbers. Then we even have some more at office.com as well. Then you could choose to actually display them in the footer of your documents. So they'll be at the bottom of the page. And it would be the same sort of types of ways that we could actually display that number. So you can see down here we have the same types of ways, including the oval outline, circles, so on and so forth. Go to page margins here we could actually display the page number within the margins of the page. And this would actually be reflected based on the changes to the margins that you made. So for example, in the last video, when we change some of the margins around, that would actually reflect in where these page numbers were displayed. We could display that in the current position, for example, and even go ahead and format those page numbers. So if we do this, you can see we have different number formats so we could choose from, we can include a chapter number if perhaps this was a very large document. And then down here, we can continue from the previous section to actually number a page where we could start at a particular number, so it doesn't have to be page one. We'll go out here. And now that we're back in here, we can actually insert some fields into our header or footer. We could insert the date and time field as we've actually done before. We could select from our available formats here, habit update automatically, and that field will fill itself. We also can add in different pieces of information about our document. So this would access our documents properties. So we could insert the author of the document. For example, it's filename, the pathway of the file or where it's located on our system, as well as the document title itself. Here we can choose to add in all sorts of other document properties. As you can see, Abstract author, categories, comments, so on and so forth, all the way down to subject and title. And then if we don't want to do that, we can actually go ahead and create a field or self based on the Library of fillable fields that is available within Microsoft Office. Now, all of these Does may seem a little daunting because there are so many fields here, but all of them do give you some explanation about what they do down at the bottom. Description here, as well as what you need to do to actually modify the field properties in the center here. Once you've added in the field that you would like to see in either your header or your footer. Just click on OK and that will be added straight into your document. And click on cancel there. You could also add in Quick Parts here, and this would be auto text or another document property or another field. And you can access all of this information from one space within your building blocks organizer. As you can see, you have all sorts of building blocks here. And a lot of these may not actually have a place within a header or footer, but you can add anything that you would like to into these headers and footers. And that's just important to keep in mind. And keeping along with that same theme, we could actually add photos both from RPC or from online into our header or footer. So if I didn't have the arrow Mar logo here, for example, I can actually add that into my header and have it displayed on every page. Now if we choose to go to the footer here, you'll see me navigate down to the bottom of our page. Go to header, takes us up to the top. Previous and next would take us to our other pages of the document. Something to actually remember here is when you're going through a longer document, you can actually make the different first page. Now what this does is actually changes the first page header. You could also choose to make different odd or even page headers if you would like, and show the document text. So this shows the part of the document that's not in the header or the footer. And you really only need to turn this off as it says down here if you want to see content in the header and footer only. So a lot of people do use a different first page. For example, if they have a cover page, they don't want that to be considered page one. So you could select that, then we could make any changes here and they would not show up across our entire document. They would only show up in that first page. So lots you can do with your headers and footers. And I do recommend you go in and actually add in some of these fillable fields and maybe even some document properties so that you can make it easier for all of the users of your document to see the most important information in that place, right at the beginning of the document or at the bottom of your pages. 57. Changing Page Orientation: Before finishing a document, it's important to make sure that you're in the correct page orientation for your documents material. So in my arrow marks story document, for example, this does work pretty well in this portrait orientation, but maybe I'd want to try and see how that would actually look if I switched it to a landscape orientation. Now there are a couple of easy ways that we can do this. One is by going to our layout tab on our ribbon here and just clicking on orientation. And then changing from portrait to landscape. As soon as we do so you'll see that our text will pull itself to the sides and actually change itself into that landscape orientation, and it will format itself automatically. Now as you can see, this does look pretty good, but our photo does look a little off. Now that we're in this sort of landscape orientation, we can see how this would look in a print preview. Now if we navigate to file and we go down to print here. So we'll see that in that sort of landscape view. And then actually we have a capability of switching out of landscape view straight from the print menu. So it, before we print this, we do decide it would look a little better. Maybe it lends itself a little more to a portrait orientation. We can just switch back right from our print preview and then just print that from here. 58. Controlling Hyphenation: And we're finalizing a document in Word, you may find that some of the text is not wrap itself the way that you actually would want it to. And if you are coming from earlier in the course, you'll know that we discussed text wrapping and that word automatically wraps texts to the next line once it reaches your margins. Now, this is not like hyphenated your text, for example, if you write something maybe in your notebook, typically we've been taught to hyphenated word if it doesn't fit on one page or one section. And then we actually move to the next line after we hyphenate. Now this is something that you can enable in word, but just remember that by default, Word does not hyphenate anything will always used that word wrapping to pull those words to another line. So if we do want to hyphenate, what we can do is go to our layout tab on the ribbon. And then click and the hyphenation box right here in the Page Setup section. If we click on automatic here, you'll see that certain sections will now automatically have the hyphen added into them. And in this sort of a document, it doesn't really change much and it's not that useful. Documents look a lot more polished when they don't have that hyphenation there. And one of the main reasons that you would actually have that automatic hyphenation or even the manual hyphenation going on is if you wanted to make sure that your document was on the least amount of pages possible. Now, when you hyphenate things, you're actually making it so that your words will truncate themselves, that will kind of shrink down. And you can make sure that your documents fits on the pages you need it to. But other than that, there aren't really many reasons that you would need to use hyphenation and that default mode that word has where it doesn't hyphenate and just wraps those words onto the next line is actually more useful. But again, if you ever need that hyphenation option, very easy to add to your document both automatically and manually from within your layout settings. 59. Creating a PDF or XPS File: Once you're ready to send a document along in word, it can be helpful to actually export that document as either a PDF file or an XPS file that other individuals will not be able to edit. Now if you just send a Word file along to another person or maybe a group, they could easily go in and make modifications to that file unless it was saved as read only. Now, you could do that and then send along your read-only file. But it's a lot easier for individuals to navigate through a PDF document. It really helps with readability for your documents. So it's very easy to export any of your files as a PDF file in Word. All you have to do is go to the File menu up in the upper left. Go down to where it says export. And there you have it. Create a PDF or XPS document. Right here. It will give you a little bit of information about why you might want to do this. So this preserves the layout, formatting fonts and images of your document. The content cannot be easily changed within the PDF or XPS file. And you can see that free viewers are available on the web such as Adobe Reader. So we just click on this. And now we have our arrow Mars story PDF. You can see that's how I'm saving it. If I wanted to change to XPS, all I have to do is click on this drop-down menu. So I'll save it as a pdf in the same folder and we'll just publish that. And as soon as it's done, you'll see that it will open and whatever viewer you have available. And now we can scroll through our document easily, view this, and we won't be able to actually make any changes. So again, when you finalize your document, I do recommend that you use either a PDF or XPS file in order to send and share that document with others. 60. Emailing Documents: Our document is all set to go. Now let's say we wanted to share this with other individuals. Now we could do so by using OneDrive since we're using Office 365. But maybe I'd like to just send this along in an email. Now, what I could do is I did in the last video, I could create a PDF or XPS file of this document. Then I could go into Outlook or another email client. I could attach the document to an email and then send it out that way. But I could actually have words do most of that automatically for me. So we're in our arrow marks story document here. What we're gonna do is we're going to navigate over to where it says Share up in the upper right. Now you can also find this in your file menu. So it's not in your ribbon, you don't have a Share tab. It's important to keep in mind, go into file. You also have the ability to share here, down right there. And it will open the same dialogue box that you will get if you click on share in the upper right here. So as soon as you do that, you'll see it says please upload a copy of your document to OneDrive in order to share it. Now, as I said before, that's something that you can do with 365. But if we want to just attach a copy instead to an email, we can choose to do so as a Word document or actually send a PDF. So this would actually create a PDF document copy of this document, and then send that along using Outlook. So why don't we click on that and we'll see what happens here now automatically. And this happened very quickly because we have a smaller document. We open up this new e-mail in Outlook. You see we have a subject line there. It's the name of our document. We have the attachment there, it's a dot pdf. Now we could easily send this long to any individual who would need to see that document. And as you can see, that would take a lot less time than it would for you to manually go ahead, open up Outlook, start that new email, create the PDF attached to that. If you could do it all from this Share button. And again, you could attach it as a Word document just as easily by clicking there. And you'll see now it's that dot doc x. So if you have any trouble sending along these emails, don't go and actually give yourself a headache trying to do that manually, all you have to do is use the share feature here. And instead of coauthoring or sharing it on OneDrive, just use those email functions down at the bottom. 61. Printing Documents: You've completed your document, it's finalized. The pages setup the way you'd like it, your texts to setup. You've got your styles in place. Everything is good to go and you've shared it as well. Now it's time to print. Now a lot of us are familiar with the print settings that are available in word or across the Microsoft Office suite. And if you're not, you can access the print features by using the control P keyboard shortcut. Or you can also go into your file menu. So we're in our air Omar's story document. I could click Control p to access print right away. Or I could go navigate straight to my file menu up here and go down and click on print. That way. Either way gets you to the same dialogue and you can see right here you have the same capabilities. So on the right-hand side you see what's known as the Print Preview. This just shows how your document will look on a piece of paper. If you have a longer document or more text and a document you might be able to zoom in and out are actually scroll through those pages. Here you can set the number of copies you would like to make. I went ahead in here and said maybe I'd like to make a 100 copies of this because this is more of an informational whitepaper or flier for air Omar as a company. Then if you go down here, you can select your printer from the list of printers that are connected to your PC. Now it's important to keep in mind is that this will not be reflected on your PC because you have different actual printers or different services that are connected to your computer. So you'll see I have the ability to facts, Microsoft Print to PDF, XPS document writer OneNote sent to OneNote 2016. So you may see some different things in here. Just keep that in mind. You can choose to add a printer here, which takes you into the settings of windows, which allows you to add a printer or scanner, either manually or using an automatic sort of connection, maybe with a CD or with Bluetooth. Then if we go here, you can actually activate printer properties. So this allows you to go into the printer itself and change different types of properties. Now these features are a bit more advanced and it's not something that you'll really need to do unless you need to troubleshoot your printer for any reason. So I don't really recommend changing these settings, but you do have the option to access them at any time. We'll click on OK there, we'll go back into our Settings down here. So first things first, you can choose what you want to print in your document. So do we want to print all of our pages, maybe a specific selection of our pages, the current page or a custom print, maybe even information about our documents such as the properties of the document, a list of our tracked changes in the document, or maybe the styles that we used in that document. Finally, we could actually use auto text entries in that document. And we can see the key assignments of maybe custom shortcuts. Down here you can choose to print markup, only print odd pages or only print even pages. So as you can see, there are all sorts of capabilities available right within the Print Settings. Now if we wanted to make a custom print range right down here, we could do so very easily. Now, it's important to keep in mind there is a certain format for typing in a custom range. If you want to select a range pages that are next to one another, and you can use the range identifier, which is just the hyphen. So let's say we wanted to print out pages one through five, which is what the hyphen in between the one and the five. And we'll immediately print all of those pages. If we wanted to print something that was non-contiguous or pages that were not adjacent to one another. We'd have to use a comma in between each of the pages we'd like to print. So maybe we want 135, we could put the commas between each of those, and that will allow us to print those particular pages. So let's go back out of here. As we go further down, you could choose to print one sided. So that would just be printing your document on one sheet of paper on one side. Or you could print on both sides on the long edge or the short edge. And if your computer or your printer does not have the capability to actually automatically print double-sided, you can choose to manually feed your document back into the printer if you would like to manually print on both sides. Here you can choose whether or not you want your document to be correlated orientation. You want your document to be in, as we said before, you can make these last minute changes to actually change the landscape, see how that might look, and then change it back to portrait. Down here you can select the size or type of sheet of paper that you're going to be using within your printer. Here you can make last minute changes to your margins. And down here, you can decide whether or not you would like multiple pages of your document to appear on one sheet of paper. Finally, if you do need to make some more last minute settings, you can open up your page, setup dialog box or right from within your Print Settings, go through, make any changes to your margins that you might need. Any changes to the pieces of paper here and the layout of the document itself so that you can be sure that your document is ready to go when you're good to hit that print button. Now, it's important to remember we do have project files available in most of the chapters for this course, and this is one of them. So if you do want to go ahead and test your skills on how to finalize your documents and make sure that they're ready to go, ready to be shared, ready to be printed, things of that nature. You can do so just by accessing our project file. 62. Course Recap: Congratulations, you survived this course on word 365, level one. Now I know that this was an introductory course and a lot of it was probably some things that you've already found in word, but that you already knew how to do. But there are all sorts of features that are sort of hidden away within Word that allow you to really maximize your abilities and actually create all sorts of documents quite easily. So some of the things that I want to leave you with some key takeaways from this course because it was a rather long course, are just keep in mind the multiple ways that you can actually format your character, paragraph and section formatting. So we did talk about this earlier on in the course, but character formatting, and that is formatting that has to do with specific words, for example, or characters within words. That could be Font Formatting, Color formatting font sizes perhaps. And we also have that Paragraph formatting, which allows us to change the alignment of our paragraphs, or perhaps the actual size between the lines and our paragraphs. So we can have single-spaced or double-spaced. And then finally we have Section formatting, which has to do with margins, for example, or page breaks, such as section breaks. And this really allows us to customize our document and make it easier for us to navigate. Well, we're actually writing that document and then also makes it easier for our audience to read that document. And then another thing that I want to leave you with is about adding, wanting, having watermarks to our document. This is a very useful feature that a lot of people have wanted to learn about. Ben actually thought it might be a little bit more complicated than it might have been. So inward, it's actually quite easy to add in those watermarks. And it's very simple to make sure that you can protect your document and enforced that protection. So when you send your document to other individuals or if someone happened to get a copy of your document, they wouldn't be able to edit that document or print that document and claim it as their own. And then finally, we talked about how we use the new ability of using the learning tools in Word. Now, the learning tools allows us to make our document the most readable that a could possibly be. And we can actually make it accessible for multiple audiences and people who may have some impairments or may not have the screen that is equipped to read a certain document, for example. And we could also change our documents into that compatibility mode so we can make it so that all of our audience can see what we're trying to show. So again, so much for coming with me throughout this course. I hope you learned a lot and I hope that you are ready to go on to our other courses on word to learn a little bit more about this fantastic program.