Microsoft Word 2019 Step by Step Joan Lambert © Microsoft Word 2019 Step by Step Editor-in-Chief Published with the authorization of Microsoft Corporation by: Brett Bartow Pearson Education, Inc. Executive Editor Copyright © 2019 by Pearson Education, Inc. Loretta Yates All rights reserved. This publication is protected by copyright, and permission Assistant Editor must be obtained from the publisher prior to any prohibited reproduction, Charvi Arora storage in a retrieval system, or transmission in any form or by any means, electronic, mechanical, photocopying, recording, or likewise.
For information Managing Editor regarding permissions, request forms, and the appropriate contacts within the Sandra Schroeder Pearson Education Global Rights & Permissions Department, please visit www. No patent liability is assumed with respect to Senior Project Editor the use of the information contained herein. Although every precaution has Tracey Croom been taken in the preparation of this book, the publisher and author assume no responsibility for errors or omissions. Nor is any liability assumed for damages Copy Editor resulting from the use of the information contained herein.
Dan Foster ISBN-13: 978-1-5093-0587-2 Indexer ISBN-10: 1-5093-0587-4 Valerie Haynes Perry Library of Congress Control Number: 2018914581 Proofreader Scout Festa 1 18 Technical Editor Trademarks Laura Acklen Microsoft and the trademarks listed at http://www.com on the “Trademarks” webpage are trademarks of the Microsoft group of companies. All Editorial Assistant other marks are property of their respective owners. Cindy Teeters Warning and Disclaimer Cover Designer Every effort has been made to make this book as complete and as accurate as Twist Creative, Seattle possible, but no warranty or fitness is implied. The information provided is on an “as is” basis.
The author, the publisher, and Microsoft Corporation shall have Compositor neither liability nor responsibility to any person or entity with respect to any loss Danielle Foster or damages arising from the information contained in this. Special Sales For information about buying this title in bulk quantities, or for special sales opportunities (which may include electronic versions; custom cover designs; and content particular to your business, training goals, marketing focus, or branding interests), please contact our corporate sales department at corpsales@ pearsoned. For government sales inquiries, please contact governmentsales@pearsoned. For questions about sales outside the U., please contact intlcs@pearson.
Contents About the author. xiii Who this book is for. xiii The Step by Step approach. xiii Features and conventions.
xiv Download the practice files. xv E-book edition. xviii Get support and give feedback. xix Errata and support.
xix Stay in touch. xix Part 1: Get started with Word 2019 1 Word 2019 basics. 4 Work in the Word user interface. 5 Identify app window elements.
6 Sidebar: About Office. 8 Work with the ribbon and status bar. 15 Sidebar: Adapt procedures for your environment. 16 Manage Office and app settings.
22 Sidebar: Microsoft account options. 23 Get help and provide feedback. 34 iii 2 Create and manage documents. 38 Open and move around in documents.
44 Open existing documents. 44 Sidebar: Open documents in Protected View. 46 Sidebar: Open and edit PDF files in Word. 48 Move around in documents.
48 Display different views of documents. 53 Display and edit file properties. 60 Save and close documents. 61 Manually save documents.
62 Automatically save documents. 65 Sidebar: Save files to OneDrive. 66 Save documents in other formats. 68 Sidebar: Maintain compatibility with earlier versions of Word.
74 3 Enter and edit text. 79 Enter and import text. 80 Move, copy, and delete text. 84 Sidebar: Paste options.
88 Find and replace text. 91 Use reference and research tools. 97 Sidebar: Install Office tools. 100 Sidebar: Display document statistics.
106 iv Part 2: Create professional documents 4 Modify the structure and appearance of text. 113 Apply paragraph formatting. 115 Configure vertical spacing. 120 Sidebar: Configure paragraph borders and shading.
123 Structure content manually. 124 Apply character formatting. 128 Sidebar: Character formatting and case considerations. 135 Sidebar: Format the first letter of a paragraph as a drop cap.
136 Create and modify lists. 137 Sidebar: Format text as you type. 141 Apply built-in styles to text. 142 Manage outline levels.
147 Change the document theme. 154 5 Organize information in columns and tables. 159 Present information in columns. 160 Create tabbed lists.
167 Present information in tables. 169 Sidebar: Insert spreadsheet content into a document. 171 Sidebar: Other table layout options. 186 Sidebar: Quick Tables.
194 v 6 Add simple graphic elements. 197 Insert, move, and resize pictures. 198 Sidebar: Graphic formats. 200 Edit and format pictures.
202 Sidebar: Add video content to documents. 212 Provide additional information about pictures. 213 Insert screen clippings. 216 Insert and format icons.
220 Sidebar: Work with scalable vector graphics. 222 Draw and modify shapes. 223 Draw and add text to shapes. 223 Sidebar: Use the drawing canvas to draw shapes.
224 Sidebar: Locate additional formatting commands. 225 Move and modify shapes. 228 Sidebar: Insert symbols. 239 Part 3: Enhance document content 7 Insert and modify diagrams and 3D models.
254 Create picture diagrams. 260 Insert and modify 3D models. 270 vi 8 Insert and modify charts. 276 Sidebar: Custom chart templates.
282 Manage chart data. 282 Modify the display of chart elements. 285 Sidebar: Pie charts. 296 9 Format document elements.
301 Format the page background. 302 Insert a background watermark. 309 Insert headers, footers, and page numbers. 314 Insert preformatted document parts.
319 Sidebar: Insert and link custom text boxes. 327 10 Organize and arrange content. 331 Reorganize document outlines. 332 Manage content in the Navigation pane.
332 Manage content in Outline view. 334 Arrange objects on a page. 338 Use tables to control page layout. 348 Sidebar: Structure content for accessibility.
351 vii Part 4: Review and finalize documents 11 Collaborate on documents. 357 Mark up documents. 361 Display and review document markup. 364 Review and respond to comments.
369 Review and process tracked changes. 371 Sidebar: Remember to check for errors. 373 Compare and combine documents. 373 Compare and combine separate copies of a document.
374 Compare separate versions of a document. 377 Control content changes. 379 Restrict access by using a password. 394 12 Finalize and distribute documents.
399 Locate and correct text errors. 400 Sidebar: Set mathematical AutoCorrect options. 409 Preview and adjust page layout. 411 Control what appears on each page.
417 Prepare documents for electronic distribution. 422 Sidebar: Accessibility issues. 426 Print and send documents. 436 viii Part 5: Use advanced Word functions 13 Reference content and content sources.
443 Insert bookmarks and cross-references. 444 Sidebar: Hyperlink to additional resources. 449 Display document information in fields. 450 Insert and modify footnotes and endnotes.
454 Create and modify tables of contents. 456 Sidebar: Other reference tables. 461 Create and modify indexes. 463 Cite sources and compile bibliographies.
478 14 Merge data with documents and labels. 485 Understand the mail merge process. 486 Start the mail merge process. 487 Get started with letters.
488 Get started with labels. 489 Get started with email messages. 492 Choose and refine the data source. 494 Select an existing data source.
495 Create a new data source. 498 Refine the data source records. 499 Sidebar: Refresh data. 504 Insert merge fields.
504 Preview and complete the merge. 507 Create individual envelopes and labels. 510 Generate individual envelopes. 510 Generate individual mailing labels.
518 ix 15 Create custom document elements. 523 Create and modify styles. 524 Create and manage custom themes. 531 Create and attach templates.
533 Create custom building blocks. 543 16 Customize options and the user interface. 547 Change default Word options. 548 Manage general Office and Word options.
550 Manage display options. 554 Manage proofing options. 555 Manage file saving options. 559 Manage language options.
562 Manage advanced options. 565 Customize the Quick Access Toolbar. 573 Sidebar: Transfer user interface customizations to another Word installation. 578 Customize the ribbon.
580 Manage add-ins and security options. 584 Manage add-ins. 584 Configure Trust Center options. 595 Appendix: Keyboard shortcuts.
635 x About the author Joan Lambert has worked closely with Microsoft technolo- gies since 1986, and in the training and certification industry since 1997, guiding the translation of technical information and requirements into useful, relevant, and measurable resources for people seeking certification of their computer skills or who simply want to get things done efficiently. Joan is the author or coauthor of more than 50 books about Windows and Office (for Windows, Mac, and iPad), five genera- tions of Microsoft Office Specialist certification study guides, video-based training courses for SharePoint and OneNote, QuickStudy guides for Windows 10 and Office 2016, and GO! series books about Outlook. Joan is a Microsoft Certified Professional, Microsoft Office Specialist Master (for all versions of Office since Office 2003), Microsoft Certified Technology Specialist (for Windows and Windows Server), Microsoft Certified Technology Associate (for Windows), Microsoft Dynamics Specialist, and Microsoft Certified Trainer. Joan is a Pacific Northwest native, now blissfully based in America’s Finest City with her simply divine daughter, Trinity; her German host daughter, Elly; and their faithful canine, feline, and aquatic companions.
The Office 2019 version of this book was a highly collaborative process that could not have been completed without the tender care of Joan’s long-time colleagues Susie Carr and Jaime Odell. xi Modify the structure and appearance of text 4 Documents contain text that conveys information to In this chapter readers, but the appearance of the document content also conveys a message. You can provide structure and ■■ Apply paragraph formatting meaning by formatting the text in various ways. Word ■■ Structure content manually 2019 provides a variety of simple-to-use tools that you ■■ Apply character formatting can use to apply sophisticated formatting and create a navigational structure.
■■ Create and modify lists In a short document or one that doesn’t require a ■■ Apply built-in styles to text complex navigational structure, you can easily format ■■ Change the document theme words and paragraphs so that key points stand out and the structure of your document is clear. You can achieve dramatic flair by applying predefined WordArt text effects. To keep the appearance of documents and other Microsoft Office files consistent, you can format docu- ment elements by applying predefined sets of formatting called styles. In addition, you can change the fonts, colors, and effects throughout a document with one click by applying a theme.
This chapter guides you through procedures related to applying character and paragraph formatting, structuring content manually, creating and modifying lists, applying styles to text, and changing a document’s theme. 113 Chapter 4: Modify the structure and appearance of text Apply paragraph formatting You create a paragraph by entering text and then pressing the Enter key. A paragraph can contain one word, one sentence, or multiple sentences. Every paragraph ends with a paragraph mark, which looks like a backward P (¶).
Paragraph marks and other structural characters (such as spaces, line breaks, and tabs) are usually hidden, but you can display them. Sometimes displaying these hidden characters makes it easier to accomplish a task or understand a structural problem. SEE ALSO For information about working with hidden structural characters, see the sidebar “Structure content manually,” later in this chapter. You can change the look of a paragraph by changing its indentation, alignment, and line spacing, in addition to the space before and after it.
You can also put borders around it and shade its background. Collectively, the settings you use to vary the look of a paragraph are called paragraph formatting. You can modify a paragraph’s left and right edge alignment and vertical spacing by using tools on the Home tab of the ribbon, and its left and right indents from the Home tab, the Layout tab, or the ruler. The ruler is often hidden to provide more space for the document content.