Introduction

WordArt allows you to create stylized text with effects such

as textures, shadows, and outlines. You can also insert and
modify a variety of shapes like rectangles, circles, lines,
arrows, callouts, and stars.
About WordArt
 PowerPoint allows you to add effects to the text inside of a text box, which is known as WordArt.

 For the most part, the types of effects you can add are the same as the ones you can add to
shapes and text boxes (shadow, bevel, etc.).

 However, with WordArt, you can also Transform the text to give it a wavy, slanted, or inflated look.

To apply a WordArt style to text:

A WordArt Style will automatically apply several effects to your text at once.
You can then refine the look of your text by adding or modifying text effects.

1 Select a text box, or select some text inside of the text box.
2 On the Format tab, click the More drop-down arrow in the WordArt Styles group.

3 A drop-down menu of WordArt Styles will appear. Select the style you want to use.

4 The text will appear in the selected style. If desired,

you can change the font or font color from the
Home tab.
To add or modify text effects:
1 Select a text box, or select some text inside of the text box. The Format tab will appear.

2 On the Format tab, click the Text Effects command in the WordArt Styles group.

3 A drop-down menu will appear showing the different effect

categories. Hover the mouse over an effect category, then
select the desired effect from the menu that appears.
4 The effect will be applied to your text. If you want, you can combine several different effects.

5 In the WordArt Styles group, you can also use the Text Fill and Text Outline drop-down
boxes to modify the fill and outline color.
 To insert a shape:
1 Select the Insert tab, then click the Shapes command in the Illustrations group.
A drop-down menu of shapes will appear.
2 Select the desired shape.
3 Click, hold, and drag in the desired location to add the shape to the slide.

If desired, you can enter text in a shape.

When the shape appears in your document, you can simply begin typing.
You can then use the formatting options on the Home tab to change the font,
font size, or color of the text.
Modifying a shape or text box
When you click a shape or text box, handles will appear that let you manipulate the shape.
There are several types of handles:

Sizing handles Yellow handles Rotation handle

Formatting shapes and text boxes
You can change shapes and text boxes into

different shapes, format their style and color, and add shadow effects.

To change to a different shape:

1 Select the shape or text box you want to change. The Format tab will appear.

On the Format tab, click the Edit Shape command. In the menu that appears, hover
2 the mouse over Change Shape and select the desired shape.
The new shape will appear.
3
To change the shape style:
1 Select the shape or text box you want to change.

2 On the Format tab, click the More drop-down arrow in the Shape Styles group.

3 A drop-down menu of styles will appear. Select

the style you want to use.

4 The shape or text box will appear in the selected style.

To change the shape fill color:
1 Select the shape or text box you want to change.

2 On the Format tab, click the Shape Fill drop-down arrow.

The Shape Fill menu appears.

Move the mouse over the various colors. Select the color you
3 want to use. To view more color options, select More Fill
Colors.

4 The shape or text box will appear in the selected color.

If you want to use a different type of fill,

select Gradient or Texture from the drop-down menu.
You can also select No Fill to make it transparent.
To change the shape outline:
1 Select the shape or text box you want to change.

2 On the Format tab, click the Shape Outline drop-down

arrow. The Shape Outline menu will appear.

3 Select the color you want to use. If you want to make the
outline transparent, select No Outline.

4 The shape or text box will appear in the selected outline

color.
To change shadow effects:
1 Select the shape or text box you want to change.

2 On the Format tab, click the Shape Effects drop-down arrow. In the menu that appears,
hover the mouse over Shadow and select the shadow you want to use.

3 The shape will appear with the selected shadow.

4 To adjust the shadow color, size, and distance, select Shadow Options from the drop-
down menu.

The Format Shape pane will appear on the right side of the PowerPoint window,
5 allowing you to customize the shadow.
3D effects
There are two types of effects you can apply to your shapes and text boxes to give them a 3D
appearance

Bevel 3-D Rotation

 adds thickness and a rounded edge to  gives the appearance that you are
shapes viewing the object from a different angle
 but it doesn't work with every type of  it can be applied to any shape
shape
To add a bevel:
1 Select the shape or text box you want to change.

On the Format tab, click the Shape Effects drop-down arrow. In the menu that appears,
2
hover the mouse over Bevel and select the desired bevel preset.

3 The shape will appear in the selected

bevel effect.
 If you want, you can customize the bevel effect. Select 3-D Options from the drop-down menu.
 The Format Shape pane will appear on the right side of the PowerPoint window.
 From here, you can modify the width, height, and depth of a bevel.
 You can also change the shape's material to give it a metal, plastic, or translucent appearance, as well as
choose the lighting type to change how the shape is illuminated.
 To add 3-D Rotation:
1 Select the shape or text box you want to change.

On the Format tab, click the Shape Effects drop-down arrow.

2 In the menu that appears,
hover the mouse over 3-D Rotation and select the desired 3D
effect.

3 The shape will appear in the selected 3D rotation effect.

 If you want, you can customize 3-D Rotation.
 Select 3-D Rotation Options from the drop-down menu, and the Format Shape pane will appear on
the right side of the PowerPoint window.
 From here, you can adjust the rotation values.
Challenge!
1.Open Shapes WordArt Practice.
2.Add some WordArt effects to the text. If you are using the example,
use the text on slide 6.
3.Insert a shape.
4.Change the shape to a different shape.
5.Change the fill color.
6.Change the outline color.
7.Try various shadow effects.
8.Try various 3D effects.
 PowerPoint 2016
Inserting Pictures

Adding pictures can make your presentations more

interesting and engaging. You can insert a picture
from a file on your computer onto any slide.
PowerPoint even includes tools for finding online
pictures and adding screenshots to your presentation.
To insert a picture from a file:
1 Select the Insert tab, then click the Pictures command in the Images group.

2 A dialog box will appear. Locate and select the desired image file, then click Insert.
3 The picture will appear on the currently selected slide.

You can also click the Pictures command in

a placeholder to insert images.
Inserting online pictures
1 Select the Insert tab, then click the Online Pictures command.

2 The Insert Pictures dialog box will appear.

Choose Bing Image Search or your OneDrive. In our example, we'll use Bing Image Search.
3
4 Press the Enter key. Your search results will appear in the dialog box.

5 Select the desired image, then click Insert.

6 The image will appear on the currently selected slide.
When adding images, videos, and
music to your own projects, it's
important to make sure you have
the legal right to use them.
Most things you buy or download
online are protected by
copyright, which means you may
not be allowed to use them.

You can also click the Online Pictures command

in a placeholder to insert online images.
 To select a picture:
1 Before you can modify a picture, you'll need to select it. To resize a picture:
Click and drag the corner sizing
2 Simply click to select a picture. A solid line will appear 1
handles until the picture is the desired
around a selected picture.
size.

The corner sizing handles will resize a picture while

preserving its original aspect ratio.
If you use the side sizing handles, the image will
become distorted.
To rotate a picture:
To move a picture:
1 Click and drag the arrow above Click and drag to move a picture to a new
an image to rotate it right or left. location on a slide.

2 Hold the Shift key on your

keyboard when rotating an
image to snap it to angles in 15-
degree increments.
To delete a picture:
Select the picture you want to delete, then press
the Backspace or Delete key on your keyboard.

You can access even more picture

formatting options from the Format tab.
To insert screenshots of a window:
1 Select the Insert tab, then click
the Screenshot command in the Images group.

The Available Windows from your desktop will appear.

2
Select the window you want to capture as a screenshot.

3 The screenshot will appear on the

currently selected slide.
To insert a screen clipping:
1 Select the Insert tab, click the Screenshot command, then
select Screen Clipping.
A view of other open windows will appear. Click and drag
2 to select the area you want to capture as a screen
clipping.
3 The screen clipping will appear on the currently selected slide.
Challenge!
1.Open insert picture practice
2.Select the last slide.
3.Use the Online Pictures command to insert a picture of your favorite form of exercise.
4.Resize your picture so it takes up a majority of the slide without covering the title.
5.When you're finished, your slide should look something like this:
1.Insert a new slide with a Title Only layout.
2.In the Title placeholder, type Learn More at Fitness.gov.
3.Open http://www.fitness.gov in your browser, then insert a screen clipping of the website
onto the slide you just created.
4.When you're finished, your slide should look something like this:
PowerPoint 2016
Inserting Videos
To insert a video from a file:
1 From the Insert tab, click the Video drop-down arrow, then select Video on My PC.

2 Locate and select the desired video file, then click Insert.
3 The video will be added to the slide.

4 With the Screen Recording feature on the Insert tab, you can create a video of anything you are doing on
your computer and insert it into a slide.
To insert an online video:
 Some websites—like YouTube—allow you to embed videos into your slides.
 An embedded video will still be hosted on its original website, meaning the video itself won't be
added to your file.
 Embedding can be a convenient way to reduce the file size of your presentation, but you'll also
need to be connected to the Internet for the video to play.
To preview a video:
1 Click a video to select it.

2 Click the Play/Pause button below the video. The video will begin playing, and
the timeline next to the Play/Pause button will advance.

To jump to a different part of the video, click

3 anywhere on the timeline.
To resize a video:
1 Click and drag the corner sizing handles until the video is the desired size.

The corner sizing handles will resize a video while

preserving its original aspect ratio. If you use the side
sizing handles, the video will become distorted.
To move a video:
Click and drag to move a video to a new location on a slide.

To delete a video:
Select the video you want to delete, then
press the Backspace or Delete key on your
keyboard.
To trim a video:
1 Select the video, then click the Playback tab on the Ribbon.

2 Click the Trim Video command.

3 A dialog box will appear. Use the green handle to set
the start time and the red handle to set the end time.

4 To preview the video, click the Play button.

5 When you're done trimming the video, click OK.

 Video options
 There are other options you can set to control how your video will play.
 These are found in the Video Options group on the Playback tab.

Volume: Changes the audio volume for the video

Start: Controls whether the video starts automatically or when the mouse is clicked
Play Full Screen: Lets the video fill the entire screen while playing
Hide While Not Playing: Hides the video when not playing
Loop until Stopped: Replays the video until stopped
Rewind after Playing: Returns the video to the beginning when it is finished playing
To create a poster frame:
1 Click the timeline to locate the desired part of the video.

2 From the Format tab, click the Poster Frame command.

Select Current Frame from the menu that appears.

3 The current frame will become the poster frame.

If you want to use a picture from your computer,

select Image from file.
Challenge!
1.Open powerpoint2016_videos_practice. Also, use video butterfly.mp4.
2.On slide 2, Insert our example video file.
3.Resize the video so it fits next to the text box.
4.Apply a video style of your choice.
5.Trim the video so the start time is around 00:17.5 and the end time is around 00:25.
6.Add a bookmark somewhere in the middle of your video.
7.When you're finished, preview your video. It should look something like this:
To insert audio from a file:
1 From the Insert tab, click the Audio drop-down arrow, then select Audio on My PC.

2 Locate and select the desired audio file, then

click Insert.

3 The audio file will be added to the slide.

To record audio:
1 From the Insert tab, click the Audio drop-down arrow, then select Record Audio.

3 Click the Record button to start recording.

2 Type a name for the audio recording if you want.

4 When you're finished recording, click the Stop button.

5 To preview your recording, click the Play button.

6 When you're done, click OK. The audio file will be inserted
into the slide.
To preview an audio file: To move an audio file:
1 Click an audio file to select it. Click and drag to move an audio file to a new
location on a slide.
Click the Play/Pause button below the audio file.
2 The sound will begin playing, and the timeline next
to the Play/Pause button will advance.

To delete an audio file:

3 To jump to a different part of the file, click anywhere Select the audio file you want to delete, then
on the timeline. press the Backspace or Delete key on your
keyboard.
To trim an audio file:
A dialog box will appear. Use the green handle to set
3 the start time and the red handle to set the end time.
1 Select the audio file, then click
the Playback tab on the Ribbon.

2 Click the Trim Audio command 4 To preview the audio file, click the Play button.

5 Adjust the handles again if necessary, then click OK.

To add a fade in and fade out:
1 On the Playback tab, locate the Fade In: and Fade Out: fields.

1 Type the desired values, or use the up and down arrows

to adjust the times.
To add a bookmark:
1 Click the timeline to locate the desired part of the audio file.

The bookmark will appear on the timeline.

3 Click the bookmark to jump to that location.

2 From the Playback tab, click the Add Bookmark command.

 Audio options
 There are other options you can set to control how your video will play.
 These are found in the Audio Options group on the Playback tab.

 Volume: Changes the audio volume

 Start: Controls whether the audio file starts automatically or when the mouse is clicked
 Hide During Show: Hides the audio icon while the slide show is playing
 Play Across Slides: Continues playing the audio file across multiple slides instead of just the current slide
 Loop until Stopped: Replays the audio file until stopped
 Rewind after Playing: Returns the audio file to the beginning when it is finished playing
To change the audio icon:
1 Select the audio file, then click the Format tab.

2 Click the Change Picture command.

The Insert Pictures dialog box will appear.

3 Click Browse to select a file from your computer.
Alternatively, you can use the online image search
tools to locate an image online.
In example, we'll search using the phrase music note.
4 Locate and select the desired picture, then click Insert.

5 The icon will change to the new picture.

Challenge!
1.Open audio practice. Use audio music.
2.On slide 3, insert our example audio file.
3.Move the file to the bottom-left corner of the slide.
4.Trim the audio so the start time is around 00:15 and the end time is
around 00:55.
5.Change the Fade Duration to 02:00 for fade in and 08:00 for fade out.
6.Set the audio to Start Automatically and Play Across Slides.
7.Change the icon to an online picture of your choice.
8.When you're finished, your slide should look something like this:
9.Optional: Play your slideshow from the beginning to test the audio. Your
audio should start playing when you get to slide 3, and it should continue
to play when you advance to the next slide.
 PowerPoint 2016 - Action Buttons
Another tool you can use to connect to a webpage, file, email address, or slide is called
an action button.
Action buttons are built-in shapes you can add to a presentation and set to link to another
slide, play a sound, or perform a similar action.
When someone clicks or hovers over the button, the selected action will occur. Action
buttons can do many of the same things as hyperlinks.
Their easy-to-understand style makes them especially useful for self-running
presentations at booths and kiosks.
To insert an action button on one slide:
1 Click the Insert tab.

2 Click the Shapes command in the Illustrations group.

A drop-down menu will appear with the action buttons located at the very bottom.

3 Select the desired action button.

Insert the button onto the slide by clicking the desired

4 location. The Action Settings dialog box will appear.
5 Select the Mouse Click or Mouse Over tab. Selecting 6 In the Action on click section, select Hyperlink
the Mouse Click tab means the action button will to:, then click the drop-down arrow and choose an
perform its action only when clicked. Selecting option from the menu.
the Mouse Over tab will make the action button perform
its action when you move the mouse over it.
7 Check the Play Sound box if you want a sound to play when the action button is clicked.
Select a sound from the drop-down menu, or select Other sound to use a sound file on your
computer.
When you're done, click OK.
To insert an action button on all slides:
1 Click the View tab.

In the Master Views group, click the Slide Master command.

2 In the left navigation pane, scroll up and select the first slide.
3 Go to the Insert tab and select an action button from the bottom of the Shapes menu.
Click on the slide to add the action button, and choose the desired options from the dialog box that appears.

4 Return to the Slide Master tab and click Close Master View.
The new action button will now be on every slide.
To edit, move, or delete an action button inserted this way, click the View tab, then Slide Master.
Click Close Master View after making any desired changes.

If you notice that an action button isn't appearing on certain slides, you may need to uncheck
the Hide Background Graphics box.
 To test an action button:
1 Click the Slide Show tab.

2 In the Start Slide Show group, click From Current Slide.

3 Click your action button.

4 After you have tested it, right-click anywhere on the screen and select End Show.

5 If your action button did not work as you

intended, follow the instructions on the next
slide to edit it.
To edit an action button:
To change the appearance of an action button:
Challenge!
1.Open our action button practice
2.Open Slide Master view. In the left navigation pane, scroll up and select the first
slide.
3.In the bottom-right corner of the slide, insert the Action Button: Information.
4.Link the action button to the last slide.
5.Change the shape style of your action button to one of the green styles.
6.When you're finished, your slide master should look like this:
7.Close Master View, play your slide show, and test your action button.
NAMA PENSYARAH : PN. NURUL DAMIA’ BINTI ABDUL GHAFUR
NAMA AHLI KUMPULAN : NUR HIDAYAH BINTI ROSTAM
: NURUL UMAIRAH BINTI MASDZUKI
: NUR SHAFIKA BINTI MOHD SABKI
: SITI HAJAR ASIAH BINTI KHAIR
: AMENUDDIN BIN AHMAD
: MUHAMMAD NUR QURSANI BIN ISMAIL
: MOHAMMAD AMIR SUFI BIN AHMAD NAZRI
 Pie Bar Line
Chart Chart Chart

Chart Chart Chart

Title Legend Label
1. Highlight the data you want in the chart.
2. Then click to the Insert tab on the Ribbon. In the Charts group, click Insert Pie
or Doughnut Chart.

3. In the resulting menu, click 2D Pie and your pie chart will appear.
1. Arrange the data in columns or rows on the worksheet and select the data. On
the INSERT tab, in the Charts group, click the Bar chart icon on the Ribbon.

You will see the different types

of bar charts available.

A bar chart has the following

sub-types −

 2-D Bar Charts  3-D Bar Charts

i. Clustered Bar i. 3-D Clustered Bar

ii. Stacked Bar ii. 3-D Stacked Bar

iii. 100% Stacked Bar iii. 3-D 100% Stacked Bar

2. Point the mouse on each of the icons. A preview of that chart type will be
shown on the worksheet. Double-click the chart type that suits your data.
1. Firstly you need to create a data and select the data. Copy and paste the
data below the last row of the data.

2. Copy and paste the entire data on the right side of the data. The data looks
as given below.
3. Delete the cells highlighted in red that are depicted in the table of second set
of data given below.

4. Shift the cells up while deleting. The second set of data looks as given below.
5. Copy the second set of data and paste it to the right side of it to get the
third set of data.

6. Select the third set of data. Sort it from the smallest to the largest values.
1. Select the third set of data and insert a Line chart
2. Format the chart as follows :
 Click on the chart.
 Click the DESIGN tab on the Ribbon.
 Click Select Data in the Data group and
the Select Data Source dialog box appears.
 Select Series1 under Legend Entries (Series).
 Click the Remove button.
 Click the Edit button under Horizontal (Category) Axis Labels. Click OK.
3. Select the cells F2:F10 under the Axis labels range and click OK.

4. Click OK in the Select Data Source dialog box. Your chart will look as shown
below.
5. As you can observe, some values (Years) in the Horizontal (Category) Axis are
missing. To insert the values, follow the steps given below.
 Right click on the Horizontal Axis.
 Select Format Axis.
 Click AXIS OPTIONS in the Format Axis pane.
 Select Date Axis under Axis Type in AXIS OPTIONS.
6. Deselect the Chart Title and Legend in Chart Elements. Your chart is ready.
1) Add title to chart in Excel 2013 and Excel 2016
 In Excel 2013 and Excel 2016, a chart is already inserted with the default
"Chart Title". To change the title text, simply select that box and type your
title:
 You can also link the chart title to some cell on the sheet, so that it gets updated automatically
every time the liked cell is updated.
 If for some reason the title was not added automatically, then click :
- Chart tools tabs to appear
- Switch to the Design tab
- click Add Chart Element > Chart Title > Above Chart I (or Centered Overlay).
 You can click the Chart Elements button in the upper-right corner of the graph, and put a tick in
the Chart Title checkbox.

 Additionally :
a) Above Chart - the default option that displays the title at top of the chart area and changes
the graph's size
b) Centered Overlay - overlays the centered title on the chart without resizing the graph.
2) Add title to chart in Excel 2010 and Excel 2007
 To add a chart title in Excel 2010 and earlier versions, execute the following
steps :
a) Click anywhere within your Excel graph to activate the Chart Tools tabs on
the ribbon.
b) On the Layout tab, click Chart Title > Above Chart or Centered Overlay.
3) Link the chart title to some cell on the worksheet
 To link a chart title to a cell, perform the following steps :
a) Select the chart title.
b) On your Excel sheet, type an equal sign (=) in the formula bar, click on the
cell that contains the needed text, and press Enter.
4) Move the title within the chart
 If you want to move the title to a different place within the graph, select it
and drag using the mouse :
5) Remove the chart title
 If you don't want any title in your Excel graph, you can delete it in two ways:
a) On the Design tab, click Add Chart Element > Chart Title > None.
b) On the chart, right-click the chart title, and select Delete in the context menu.
6) Change font and formatting of chart title
 To change the font of the chart title in Excel, right-click the title and choose
Font in the context menu. The Font dialog window will pop up where you can
choose different formatting options.
 For more formatting options, select the title on your chart, go to the Format
tab on the ribbon, and play with different features. For example, this is how
you can change the title of your Excel graph using the ribbon :
1) When you create a chart in Excel, the default legend appears at the bottom of the
chart in Excel 2013 and Excel 2016, and to the right of the chart in Excel 2010
and earlier versions.
2) To hide the legend, click the Chart Elements button Chart Elements button in the
upper-right corner of the chart and uncheck the Legend box.
3) To move the chart legend to another position, select the chart, navigate to the
Design tab, click :
 Add Chart Element
 Legend and choose where to move the legend
 To remove the legend, select None.
4) Another way to move the legend is to double-click on it in the chart, and
then choose the desired legend position on the Format Legend pane under
Legend Options

5) To change the legend's formatting, you have plenty of different options on

the Fill & Line and Effects tabs on the Format Legend pane.
1) To make your Excel graph easier to understand, you can add data labels to
display details about the data series. Depending on where you want to
focus your users' attention, you can add labels to one data series, all the
series, or individual data points.
 Click the data series you want to label. To add a label to one data point, click
that data point after selecting the series.
 Click the Chart Elements button, and select the Data Labels option. For example, this is how
we can add labels to one of the data series in our Excel chart:

 For specific chart types, such as pie chart, you can also choose the labels location. For this,
click the arrow next to Data Labels, and choose the option you want. To show data labels
inside text bubbles, click Data Callout.
2) Change data displayed on labels :
 To change what is displayed on the data labels in your chart, click the Chart
Elements button > Data Labels > More options… This will bring up the Format
Data Labels pane on the right of your worksheet. Switch to the Label Options
tab, and select the option(s) you want under Label Contains :
 If you want to add your own text for some data point, click the label for that data point and then click it
again so that only this label is selected. Select the label box with the existing text and type the
replacement text :

 If you decide that too many data labels clutter your Excel graph, you can remove any or all of them by
right-clicking the label(s) and selecting Delete from the context menu.
 Data label tips:
a) To change the position of a given data label, click it and drag to where you want using the mouse.
b) To change the labels, font and background color, select them, go to the Format tab on the ribbon, and
choose the formatting options you want.
1) CREATE A TABLE OF STRAWBERRY MILKSHAKE
 FRESH MILK - 100ml
 MONIN STRAWBERRY - 50ml
 YOGURT - 40ml
 ICE CUBE - 50 cubes
 ICE CREAM VANILLA – 90 gram
2) CLICK INSERT RIBBON, AND CHOOSE RECOMMENDED CHART.
3) HIGHLIGHT ALL THE TOTAL INGREDIENTS EXCEPT THE OVERALL TOTAL AND
SELECT PIE CHART
4) CHANGE THE TITLE OF PIE CHART TO THE STRAWBERRY MILKSHAKE.
5) PUT THE ITEMS AT THE BOTTOM PIE CHART USING CHART LEGEND.
6) LAST SELECT DATA LABEL USING CHART ELEMENTS AND SHOW DATA INSIDE PIE
CHART.
7) WHEN YOU FINISHED YOUR WORKBOOK SHOULD LOOK LIKE THIS.
 (DBC 20012) COMPUTER APPLICATION
GROUP 1

NAME : SITI ARYANI BINTI OTHMAN (17DHF19F2041)

IZZATI BINTI BADROL HISHAM (17DHF19F2043)
NURAINUL ZAKIRAH BINTI ZAIDI (17DHF19F2045)
SYAZWANA BINTI HAZMIZA (17DHF19F2037)
NURIN FARHANA ADLIN BINTI MOHD RIZAL (17DHF19F2059)
HAMIZAH BINTI ABD RAZAK ( 17DHF19F2039)
HAMZAH NABIL FIKRI BIN HABRI ( 17DHF19F2070)
HARIHARAN PANDIYAN (17DHF19F2033)

LECTURER : PUAN NURUL DAMIA' BINTI ABDUL GHAFUR

 IF
The IF function is one of the most used functions in Excel. This page contains many easy to follow IF examples.
Simple If Examples
The IF function checks whether a condition is met, and returns one value if true and another value if false.

1a. For example, take a look at the IF function in cell B2 below. =IF(A2>500,'High”,”Low”).

Explanation: If the price is greater than 500, the IF function returns High, else it returns Low.
 NESTED IF
The IF function in Excel can be nested, when you have multiple conditions to meet. The FALSE value is being replaced by another IF function to
make a further test.
1. For example, take a look at the nested IF formula in cell C2 below. =IF(B2=1,”Bad”,IF(B2=2,”Good”,IF(B2=3,”Excellent”,”Not Valid”))).

Explanation: if the score equals 1, the nested IF formula returns Bad, if the score equals 2, the nested IF formula returns Good, if the score
equals 3, the nested IF formula returns Excellent, else it returns Not Valid. If you have Excel 2016 or later, simply use the IFS function.
 AND, OR, and NOT FUNCTION
Using the AND function in Excel
The AND function is the most popular member of the logic functions family. It comes in handy when you have to test several conditions and make
sure that all of them are met. Technically, the AND function tests the conditions you specify and returns TRUE if all of the conditions evaluate to
TRUE, FALSE otherwise.
The syntax for the Excel AND function is as follows:
AND(logical1, [logical2], …)
Where logical is the condition you want to test that can evaluate to either TRUE or FALSE. The first condition (logical1) is required, subsequent
conditions are optional.
And now, let's look at some formula examples that demonstrate how to use the AND functions in Excel formulas.

FORMULA DESCRIPTION
=AND(A2="Bananas", B2>C2) Returns TRUE if A2 contains "Bananas"
and B2 is greater than C2, FALSE
otherwise.
=AND(B2>20, B2=C2) Returns TRUE if B2 is greater than 20
and B2 is equal to C2, FALSE
otherwise.
=AND(A2="Bananas", B2>=30, B2>C2) Returns TRUE if A2 contains
"Bananas", B2 is greater than or equal
to 30 and B2 is greater than C2, FALSE
otherwise.
Excel AND function - common uses

By itself, the Excel AND function is not very exciting and has narrow usefulness. But in combination with other Excel functions, AND can
significantly extend the capabilities of your worksheets.

One of the most common uses of the Excel AND function is found in the logical_test argument of the IF function to test several conditions instead
of just one. For example, you can nest any of the AND functions above inside the IF function and get a result similar to this:

=IF(AND(A2="Bananas", B2>C2), "Good", "Bad")

Using the OR function in Excel
As well as AND, the Excel OR function is a basic logical function that is used to compare two values or statements. The difference is that the OR
function returns TRUE if at least one if the arguments evaluates to TRUE, and returns FALSE if all arguments are FALSE. The OR function is
available in all versions of Excel 2016 - 2000.
The syntax of the Excel OR function is very similar to AND:
OR(logical1, [logical2], …)
Where logical is something you want to test that can be either TRUE or FALSE. The first logical is required, additional conditions (up to 255 in
modern Excel versions) are optional.
And now, let's write down a few formulas for you to get a feel how the OR function in Excel works.

Formula Description

=OR(A2="Bananas", A2="Oranges") Returns TRUE if A2 contains "Bananas" or

"Oranges", FALSE otherwise.
=OR(B2>=40, C2>=20) Returns TRUE if B2 is greater than or equal
to 40 or C2 is greater than or equal to 20,
FALSE otherwise.
=OR(B2=" ", C2="") Returns TRUE if either B2 or C2 is blank or
both, FALSE otherwise.
As well as Excel AND function, OR is widely used to expand the usefulness of other Excel functions that perform logical tests, e.g. the IF function.
Here are just a couple of examples:
IF function with nested OR
=IF(OR(B2>30, C2>20), "Good", "Bad")
The formula returns "Good" if a number in cell B3 is greater than 30 or the number in C2 is greater than 20, "Bad" otherwise.
Excel AND / OR functions in one formula
Naturally, nothing prevents you from using both functions, AND & OR, in a single formula if your business logic requires this. There can be infinite
variations of such formulas that boil down to the following basic patterns:
=AND(OR(Cond1, Cond2), Cond3)
=AND(OR(Cond1, Cond2), OR(Cond3, Cond4)
=OR(AND(Cond1, Cond2), Cond3)
=OR(AND(Cond1,Cond2), AND(Cond3,Cond4))
For example, if you wanted to know what consignments of bananas and oranges are sold out, i.e. "In stock" number (column B) is equal to the
"Sold" number (column C), the following OR/AND formula could quickly show this to you:
=OR(AND(A2="bananas", B2=C2), AND(A2="oranges", B2=C2))
OR function in Excel conditional formatting
=OR($B2="", $C2="")
The rule with the above OR formula highlights rows that contain an empty cell either in column B or C, or in both.
Using the NOT function in Excel
The NOT function is one of the simplest Excel functions in terms of syntax:
NOT(logical)
You use the NOT function in Excel to reverse a value of its argument. In other words, if logical evaluates to FALSE, the NOT function returns
TRUE and vice versa. For example, both of the below formulas return FALSE:
=NOT(TRUE)
=NOT(2*2=4)
Why would one want to get such ridiculous results? In some cases, you might be more interested to know when a certain condition isn't met than
when it is. For example, when reviewing a list of attire, you may want to exclude some color that does not suit you. I'm not particularly fond of
black, so I go ahead with this formula:
=NOT(C2="black").
As usual, in Microsoft Excel there is more than one way to do something, and you can achieve the same result by using the Not equal to operator:
=C2<>"black".
If you want to test several conditions in a single formula, you can use NOT in conjunctions with the AND or OR function. For example, if you wanted
to exclude black and white colors, the formula would go like:
=NOT(OR(C2="black", C2="white"))
And if you'd rather not have a black coat, while a black jacket or a back fur coat may be considered, you should use NOT in combination with the
Excel AND function:
=NOT(AND(C2="black", B2="coat"))
Another common use of the NOT function in Excel is to reverse the behavior of some other function. For instance, you can combine NOT and
ISBLANK functions to create the ISNOTBLANK formula that Microsoft Excel lacks.
As you know, the formula =ISBLANK(A2) returns TRUE of if the cell A2 is blank. The NOT function can reverse this result to FALSE:
=NOT(ISBLANK(A2))
And then, you can take a step further and create a nested IF statement with the NOT / ISBLANK functions for a real-life task:
=IF(NOT(ISBLANK(C2)), C2*0.15, "No bonus :(")

Translated into plain English, the formula tells Excel to do the following. If
the cell C2 is not empty, multiply the number in C2 by 0.15, which gives
the 15% bonus to each salesman who has made any extra sales. If C2 is
blank, the text "No bonus :(" appears.
 COUNTIF
In Excel, count cells that meet a specific criterion. In this example only the Pen orders will be counted.
1. Select the cell in which you want to see the count (cell A12 in this example).
2. Type an equal sign (=) to start the formula.
3. Type: COUNTIF(.
4. Select the cells that contain the values to check for the criterion. In this example, cells A1:A10 will be checked.
5. Type a comma, to separate the arguments.
6. Type the criterion. In this example, you're checking for text, so type the word in double quotes: "Pen".
Note: upper and lower case are treated equally.
7. Type a closing bracket
The completed formula is: =COUNTIF(A1:A10,"Pen").

8. Press the Enter key to complete the entry.

9. The result will be 4, the number of cells that contain "Pen".
In Excel, count cells that contain a criterion as part of the cell's contents. In this example all Pen, Gel Pen, and Pencil orders will be
counted, because they contain the string "pen".
1. Select the cell in which you want to see the count (cell A12 in this example).
2. Type an equal sign (=) to start the formula.
3. Type: COUNTIF(.
4. Select the cells that contain the values to check for the criterion. In this example, cells A1:A10 will be checked.
5. Type a comma, to separate the arguments.
6. Type the criterion. In this example, you're checking for text, so type the word in double quotes, with one or more asterisk (*) wildcard
characters: "*Pen*".
Note: upper and lower case are treated equally.
7. Type a closing bracket
The completed formula is: =COUNTIF(A1:A10,"*Pen*").

8. Press the Enter key to complete the entry.

9. The result will be 6, the number of cells that contain the string, "Pen".
 DATE & TIME FUNCTIONS
To enter a date in Excel, use the "/" or "-" characters. To enter a time, use the ":" (colon). You can also enter a date and a time in one cell.

Note: Dates are in US Format. Months first, Days second. This type of format depends on your windows regional settings.

Year, Month, Day

To get the year of a date, use the YEAR function.

Note: use the MONTH and DAY function to get the month and day of a date.
Date Function
1. To add a number of days to a date, use the following simple formula.

2. To add a number of years, months and/or days, use the DATE function.

Note: the DATE function accepts three arguments: year, month and day. Excel knows that 6 + 2 = 8 = August has 31 days and rolls over to the next month
(23 August + 9 days = 1 September).

Current Date & Time

To get the current date and time, use the NOW function.

Note: use the TODAY function to enter today's date in Excel.

Hour, Minute, Second
To return the hour, use the HOUR function.

Note: use the MINUTE and SECOND function to return the minute and second.

Time Function
To add a number of hours, minutes and/or seconds, use the TIME function.

Note: Excel adds 2 hours, 10 + 1 = 11 minutes and 70 - 60 = 10 seconds.

 VLOOKUP FUNCTION
To start, let’s review an example, where you have two tables in Excel:
• The first table contains Client Data with 3 columns: Client First Name, Client Last Name and Country Code. Let’s call this table the ‘Client’ table.
• The second table contains Country Data with 2 columns: Country Code and Country Name. Let’s call this table the ‘Country’ table.
For each client name, under the first Client table, the goal is to display the Country Name (to be taken from the second Country table). You can then
use the VLOOKUP function to automate this task.
This is how the client data would look like in Excel:
And this is how the country data would look like in Excel:

Notice that both of the tables have the column Country Code, which contains common values under both tables. We will use the values under the
Country Code column to connect between the two tables.
Once you connected the two tables via the Country Code, you’ll be able to achieve the goal of displaying the Country Name for each client under
the Client table.
 Steps to Apply the VLOOKUP in Excel 2016 :
Here are the steps to apply the VLOOKUP function:

(1) First, go to the ‘Client Data’ sheet

(2) Next, double-click on cell D2

(3) Then, type/copy:

=VLOOKUP(C2,'Country Data'!A:B,2,TRUE).

• C2 is your lookup_value. It represents the value that is present in your first Client table, which you wish to find in your second Country table.
• ‘Country Data’!A:B is your table_array. It represents the range of cells for your second Country table, where you want to find your lookup_value.
• The value 2 is your col_index_num. It reflects the column position in your Country table. Here, ‘2’ means the second column under your Country
table. The values under this second column (i.e., the Country Name column) will then be displayed when you apply the VLOOKUP.
• TRUE is your [range_lookup] which reflects an approximate match.
This is how your VLOOKUP function would look like in Excel:

(4) Press Enter, and you’ll now see the result of your VLOOKUP function in cell D2. In our case, the country name associated with the country code
of 107 is “Finland”:
(5) Finally, drag-down the VLOOKUP function from cell D2 to cell D26, so that you can display the Country.
Name for each client under your first Client table:

The VLOOKUP is now fully applied.

 HLOOKUP FUNCTION
The HLOOKUP function can find an exact match in the lookup row, or the closest match. There are examples below that:

• Find the sales total in a specific region

• Find the interest rate in effect on a specific date

HLOOKUP Syntax

The HLOOKUP function has the following syntax:

• HLOOKUP(lookup_value,table_array,row_index_num,range_lookup).
• lookup_value: value to look for -- can be a value, or a cell reference.
• table_array: lookup table -- range reference or a range name, with 2 or more columns.
• row_index_num: row in the lookup table, with value to be returned.
• [range_lookup]: for exact match, use FALSE or 0; for approximate match, use TRUE or 1, with lookup value row sorted in ascending order.
 HLOOKUP Traps
The HLOOKUP function can be slow, especially when matching an exact text string match, in an unsorted table. For better results:

• If possible, use a table that is sorted by the first row, in ascending order, and use an approximate match.
• Use MATCH or COUNTIF to check for the value first, to make sure it is in the table's first row.
• Other functions, such as INDEX and MATCH, can be used to return values from a table, and are more efficient.

Example 1: Find Sales for a Specific Region

The HLOOKUP function looks for a value in the top row of the lookup table. In this example, we'll find the sales total for a selected region. We want
an exact match for the Region name, so the following settings are used:
• region name is entered in cell B7
• region lookup table has two rows, and is in range C2:F3
• sales total is in row 2 of the table.
• FALSE is used in the last argument, to find an exact match for the lookup value.

The formula in cell C7 is:

=HLOOKUP(B7,C2:F3,2,FALSE)
If the region name is not found in the first row of the lookup table, the HLOOKUP formula result is #N/A.

Example 2: Find Rate for Specific Date

Usually, an exact match is required when using HLOOKUP, but sometimes an approximate match works better. In this example, rates change at the
start of each quarter, and those dates are entered as column headings.

With HLOOKUP set for an approximate match, you can find the rate that was in effect for any date. In this example:

 a date is entered in cell C5

 the rate lookup table has two rows, and is in range C2:F3
 the lookup table is sorted by the Date row, in ascending order
 rate is in row 2 of the table.
 TRUE is used in the last argument, to find an approximate match for the lookup value.

The formula in cell D5 is:

=HLOOKUP(C5,C2:F3,2,TRUE).
If the exact date is not found in the first row of the lookup table, the HLOOKUP formula returns the rate for the next largest date that is less than
lookup_value.

The lookup value in this example is March 15th. That date is not in the date row, so the value for January 1st (0.25) is returned.
CABARAN !!!

1. Set formular bar untuk: • AGE (DATA MENEGAK)

• NAMA (DATA MENEGAK) =HLOOKUP(H15,D14:F18,5,FALSE)
=VLOOKUP(H4,B5:E10,2,FALSE)
4. Akhir sekali , type “172345” pada cell
• ADDRESS (DATA MENEGAK) L15
=VLOOKUP(H4,B5:E10,3,FALSE)
• SALARY ( DATA MENEGAK)
=VLOOKUP(H4,B5:E10,4,FALSE)
2. Kemudian type “M002” pada cell H4
3. SET formular bar untuk:
• NAMA ( DATA MENDATAR)
=HLOOKUP(H15,D14:F18,2,FALSE)
• ROOM NO. (DATA MENDATAR)
=HLOOKUP(H15,D14:F18,3,FALSE)
• COURSE ( DATA MENDATAR)
=HLOOKUP(H15,D14:F18,4,FALSE)
THANK YOU
 Excel 2016
Working with Multiple
Worksheets
Introduction

Excel is a spreadsheet program that Every workbook contains at least

allows you to store, organize, one worksheet by default. When working with a
and analyze information. While you may large amount of data, you can create multiple
believe Excel is only used by certain
people to process complicated data, worksheets to help organize your workbook and
anyone can learn how to take advantage make it easier to find content. You can
of the program's powerful features. also group worksheets to quickly add information
Whether you're keeping a budget, to multiple worksheets at the same time.
organizing a training log, or creating an
invoice, Excel makes it easy to work with
different types of data.
 To insert a new worksheet:
1 Locate and select the New sheet button near the bottom-right corner of the Excel window.

By default, any new

workbook you create in
Excel will contain one
worksheet,
called Sheet1. To change
the default number of
2 A new blank worksheet will appear.
worksheets, navigate
to Backstage view,
click Options, then
choose the desired
number of worksheets to
include in each new
workbook.
To copy a worksheet:
If you need to duplicate the content of one worksheet to
another, Excel allows you to copy an existing worksheet.

1 Right-click the worksheet you want to copy, then

select Move or Copy from the worksheet menu.
2 The Move or Copy dialog box will appear. Choose where the sheet will appear in
the Before sheet: field. In our example, we'll choose (move to end) to place the worksheet
to the right of the existing worksheet.

3 Check the box next to Create a copy, then click OK.

4 The worksheet will be copied. It will have the same title as the original worksheet, as well as
a version number. In our example, we copied the November worksheet, so our new worksheet is
named November (2). All content from the November worksheet has also been copied to the new
worksheet.

You can also copy a worksheet to an entirely

different workbook. You can select any workbook that is
currently open from the To book: drop-down menu.
To rename a worksheet:
1 Right-click the worksheet you want to rename, then
select Rename from the worksheet menu.
2 Type the desired name for the worksheet.

3 Click anywhere outside the worksheet tab, or press Enter on your keyboard. The
worksheet will be renamed.
 To move a worksheet:
1 Click and drag the worksheet you want to move until
a small black arrow appears above the desired location.

2 Release the mouse. The worksheet will be moved.

 To change the worksheet tab color:
1 Right-click the desired worksheet tab, and hover the
mouse over Tab Color. The Color menu will appear.

2 Select the desired color.

3 The worksheet tab color will be changed.

4 The worksheet tab color is considerably less

noticeable when the worksheet is selected. Select
another worksheet to see how the color will appear when
the worksheet is not selected.
 To delete a worksheet:
1 Right-click the worksheet you want to delete, then
select Delete from the worksheet menu.
2 The worksheet will be deleted from your workbook.

If you want to prevent specific worksheets from being

edited or deleted, you can protect them by right-clicking
the desired worksheet and selecting Protect Sheet from
the worksheet menu.
 Switching between worksheets
1 If you want to view a different worksheet, you can simply click the tab to switch to that
worksheet. However, with larger workbooks this can sometimes become tedious, as it may
require scrolling through all of the tabs to find the one you want. Instead, you can
simply right-click the scroll arrows in the lower-left corner, as shown below.
2 A dialog box will appear with a list of all of the sheets in
your workbook. You can then double-click the sheet you
want to jump to.
Grouping and ungrouping worksheets
You can work with each worksheet individually, or you can work with multiple worksheets
at the same time. Worksheets can be combined together into a group. Any changes made
to one worksheet in a group will be made to every worksheet in the group.

To group worksheets:
1 Select the first worksheet you want to include in
the worksheet group.
2 Press and hold the Ctrl key on your keyboard. Select
the next worksheet you want in the group.

3 Continue to select worksheets until all of the worksheets

you want to group are selected, then release the Ctrl key.
The worksheets are now grouped.

While worksheets are grouped, you can navigate to any worksheet within the
group. Any changes made to one worksheet will appear
on every worksheet in the group. However, if you select a worksheet that is
not in the group, all of your worksheets will become ungrouped.
To ungroup worksheets: The worksheets will be ungrouped.
2 Alternatively, you can simply click any
Right-click a worksheet in the group, then
1 worksheet not included in the group
select Ungroup Sheets from the worksheet menu.
to ungroup all worksheets.
Challenge!
1.Open practice
2.Insert a new worksheet, and rename it Q1 Summary.
3.Move the Expenses Summary worksheet to the far right, then move the Q1
Summary worksheet so that it is between March and April.
4.Create a copy of the Expenses Summary worksheet by right-clicking the tab. Do not
just copy and paste the content of the worksheet into a new worksheet.
5.Change the color of the January tab to blue and the color of the February tab to red.
6.Group the worksheets September, October, and November.
7.When you're finished, your workbook should look something like this:
 Excel 2016 - Cell Basics
Introduction
Whenever you work with Excel, you'll enter
information—or content—into cells. Cells are the
basic building blocks of a worksheet. You'll need to
learn the basics of cells and cell content to calculate,
analyze, and organize data in Excel.
Understanding cells
Every worksheet is made up of thousands of rectangles, which are called cells. A cell is
the intersection of a row and a column—in other words, where a row and column meet.

Columns are identified by letters (A, B, C), while rows are identified by numbers (1, 2, 3). Each cell
has its own name—or cell address—based on its column and row. In the example below, the
selected cell intersects column C and row 5, so the cell address is C5.
Note that the cell address also appears in the Name box in the top-left corner, and that a
cell's column and row headings are highlighted when the cell is selected.

You can also select multiple cells at the same time. A group of cells is known as a cell range. Rather
than a single cell address, you will refer to a cell range using the cell addresses of
the first and last cells in the cell range, separated by a colon.

For example, a cell range that included cells A1, A2, A3, A4, and A5 would be written as A1:A5. Take a
look at the different cell ranges below:

Cell range A1:A8 Cell range A1:F1

 Cell range A1:F8

If the columns in your spreadsheet are labeled with

numbers instead of letters, you'll need to change the
default reference style for Excel.
To select a cell:
To input or edit cell content, you'll first need to select the cell.

1 Click a cell to select it. In our example, we'll select cell D9.

A border will appear around the selected cell, and the column heading and row heading will
2
be highlighted. The cell will remain selected until you click another cell in the worksheet.

You can also select cells using

the arrow keys on your
keyboard.
To select a cell range:
Sometimes you may want to select a larger group of cells, or a cell range.
1 Click and drag the mouse until all of the adjoining cells you want to select
are highlighted. In our example, we'll select the cell range B5:C18.

2 Release the mouse to select the desired cell range.

The cells will remain selected until you click another
cell in the worksheet.
Cell content
Any information you enter into a spreadsheet will be stored in a cell. Each cell can contain different
types of content, including text, formatting, formulas, and functions.
Text: Cells can contain text, such as letters, numbers, and dates.
Formatting attributes: Cells can Formulas and functions: Cells can
contain formatting attributes that change the way contain formulas and functions that calculate
letters, numbers, and dates are displayed. cell values.
For example, percentages can appear as 0.15 or In example, SUM(B2:B8) adds the value of
15%. You can even change a each cell in the cell range B2:B8 and displays
cell's text or background color. the total in cell B9.
To insert content:
1 Click a cell to select it. In our example, we'll select cell F9.
2 Type something into the selected cell, then press Enter on your keyboard. The content will appear in
the cell and the formula bar. You can also input and edit cell content in the formula bar.
To delete (or clear) cell content:
1 Select the cell(s) with content you want to delete. In our example, we'll select the cell
range A10:H10.
2 Select the Clear command on
the Home tab, then click Clear Contents. 3 The cell contents will be deleted.

You can also use the Delete key on your keyboard to delete
content from multiple cells at once.

The Backspace key will only delete content from one cell at
a time.
To copy and paste cell content:
Excel allows you to copy content that is already entered into your spreadsheet and paste that
content to other cells, which can save you time and effort.
1 Select the cell(s) you want to copy. In our example, we'll select F9.
2 Click the Copy command on the Home tab, or press Ctrl+C on your keyboard.

3 The content will be pasted into the selected cells.

 To access more paste options:
You can also access additional paste options, which are especially convenient when working with
1
cells that contain formulas or formatting. Just click the drop-down arrow on the Paste command to
see these options.
 Instead of choosing commands from the Ribbon, you can access commands quickly
2 by right-clicking. Simply select the cell(s) you want to format, then right-click the mouse.
A drop-down menu will appear, where you'll find several commands that are also located
on the Ribbon.
To cut and paste cell content:
Unlike copying and pasting, which duplicates cell content, cutting allows you
to move content between cells.
1 Select the cell(s) you want to cut. In our example, we'll select G5:G6.

2 Right-click the mouse and select the Cut command. Alternatively, you can
use the command on the Home tab, or press Ctrl+X on your keyboard.
3 Select the cells where you want to paste the content. In our example, we'll select F10:F11.
The cut cells will now have a dashed box around them.

4 Right-click the mouse and select the Paste command. Alternatively, you can use the command on
the Home tab, or press Ctrl+V on your keyboard.
5 The cut content will be removed from the original cells and pasted into the selected cells.
 To drag and drop cells:
1 Instead of cutting, copying, and pasting, you can drag and drop cells to move their contents.
Hover the mouse over the border of the selected cell(s) until the mouse changes to a pointer
2
with four arrows.
3 Click and drag the cells to the desired location. In our example, we'll move them to G4:G12.
4 Release the mouse. The cells will be dropped in the selected location.
To use the fill handle:
If you're copying cell content to adjacent cells in the same row or column, the fill
handle is a good alternative to the copy and paste commands.

1 Select the cell(s) containing the content you want to use, then hover the mouse
over the lower-right corner of the cell so the fill handle appears.
 Click and drag the fill handle until all of the cells you want
2
to fill are selected. In our example, we'll select G13:G17.
3 Release the mouse to fill the selected cells.
To continue a series with the fill handle:
The fill handle can also be used to continue a series. Whenever the content of a row or column follows
a sequential order, like numbers (1, 2, 3) or days (Monday, Tuesday, Wednesday), the fill handle can
guess what should come next in the series. In most cases, you will need to select multiple cells before
using the fill handle to help Excel determine the series order. Let's take a look at an example:
1 Select the cell range that contains the series you want to continue. In our example, we'll select E4:G4.

2 Click and drag the fill handle to continue the series.

3 Release the mouse. If Excel understood the series, it will be continued in the selected cells. In our
example, Excel added Part 4, Part 5, and Part 6 to H4:J4.

You can also double-click the fill handle instead of clicking and
dragging. This can be useful with larger spreadsheets, where clicking
and dragging may be awkward.
Challenge!
1.Open practice
2.Select cell D6 and type hlee.
3.Clear the contents in row 14.
4.Delete column G.
5.Using either cut and paste or drag and drop, move the contents of row 18 to
row 14.
6.Use the fill handle to put an X in cells F9:F17.
7.When you're finished, your workbook should look like this:
 Excel 2016
Modifying Columns, Rows, and
Cells
Introduction

By default, every row and column of a new

workbook is set to the same height and width.
Excel allows you to modify column width and
row height in different ways, including wrapping
text and merging cells.
To modify column width:
In our example below, column C is too narrow to display all of the content in these cells.
We can make all of this content visible by changing the width of column C.

1 Position the mouse over the column line in the column

heading so the cursor becomes a double arrow.
1 Click and drag the mouse to increase or decrease the column width.

With numerical data, the cell will

display pound signs (#######) if
the column is too narrow.
Simply increase the column
1 Release the mouse. The column width will be changed. width to make the data visible.
To AutoFit column width:
The AutoFit feature will allow you to set a column's width to fit its content automatically.
Position the mouse over the column line in the column
1 heading so the cursor becomes a double arrow.
2 Double-click the mouse. The column width will be
changed automatically to fit the content.
You can also AutoFit the width for several columns at the
same time. Simply select the columns you want to AutoFit,
then select the AutoFit Column Width command from
the Format drop-down menu on the Home tab. This
method can also be used for row height.
To modify row height:
1 Position the cursor over the row line so the cursor becomes a double arrow.
2 Click and drag the mouse to increase or decrease the row height.

3 Release the mouse. The height of the selected row will be changed.
To modify all rows or columns:
Instead of resizing rows and columns individually, you can modify the height and width of every row and
column at the same time. This method allows you to set a uniform size for every row and column in your
worksheet. In our example, we will set a uniform row height.

1 Locate and click the Select All button just below

the name box to select every cell in the worksheet.
2 Position the mouse over a row line so the cursor becomes a double arrow.

3 Click and drag the mouse to increase or decrease the row height, then release the mouse when
you are satisfied. The row height will be changed for the entire worksheet.
 Inserting, deleting, moving, and hiding
After you've been working with a workbook for a while, you may find that you want to insert new columns or
rows, delete certain rows or columns, move them to a different location in the worksheet, or even hide them.

To insert rows:
1 Select the row heading below where you want the new row to appear. In this example, we want to
insert a row between rows 4 and 5, so we'll select row 5.
2 Click the Insert command on the Home tab.

3 The new row will appear above the selected row.

 When inserting new rows, columns, or cells, you will see a paintbrush
4
icon next to the inserted cells. This button allows you to choose how Excel
formats these cells. By default, Excel formats inserted rows with the same
formatting as the cells in the row above. To access more options, hover your
mouse over the icon, then click the drop-down arrow.
To insert columns:
Select the column heading to the right of where you want the new column to appear. For
1
example, if you want to insert a column between columns D and E, select column E.

2 Click the Insert command on the Home tab.

The new column will appear to the left of the selected column.

When inserting rows and columns, make sure you select

the entire row or column by clicking the heading. If you
select only a cell in the row or column,
the Insert command will only insert a new cell.
To delete a row or column:
It's easy to delete a row or column that you no longer need. In our example we'll delete a
row, but you can delete a column the same way.
Select the row you want to delete. In our example, we'll select row 9.
Click the Delete command on the Home tab.

The selected row will be deleted, and those around it will shift. In our example, row 10 has moved
up, so it's now row 9.
It's important to understand the difference between deleting a row or
column and simply clearing its contents. If you want to remove
the content from a row or column without causing others to shift, right-
click a heading, then select Clear Contents from the drop-down menu.
To move a row or column:
Sometimes you may want to move a column or row to rearrange the content of your
worksheet. In our example we'll move a column, but you can move a row in the same way.

Select the desired column heading for the column you want to move.
Click the Cut command on the Home tab, or press Ctrl+X on your keyboard.

Select the column heading to the right of where you want to move the column. For example,
if you want to move a column between columns E and F, select column F.
Click the Insert command on the Home tab, then The column will be moved to the selected
select Insert Cut Cells from the drop-down menu. location, and the columns around it will shift.
You can also access the Cut and Insert commands by
right-clicking the mouse and selecting
the desired commands from the drop-down menu.
To hide and unhide a row or column:
At times, you may want to compare certain rows or columns without changing the organization of your
worksheet. To do this, Excel allows you to hide rows and columns as needed. In our example we'll hide a
few columns, but you can hide rows in the same way.
Select the columns you want to hide, right-click the mouse, then select Hide from the formatting menu.
In our example, we'll hide columns C, D, and E.
The columns will be hidden. The green column line indicates the location of the hidden columns.
To unhide the columns, select the columns on both sides of the hidden columns. In our example, we'll
select columns B and F. Then right-click the mouse and select Unhide from the formatting menu.
The hidden columns will reappear.
 Wrapping text and merging cells
Whenever you have too much cell content to be displayed in a single cell, you may decide to wrap the
text or merge the cell rather than resize a column. Wrapping the text will automatically modify a cell's row
height, allowing cell contents to be displayed on multiple lines. Merging allows you to combine a cell with
adjacent empty cells to create one large cell.

To wrap text in cells:

Select the cells you want to wrap. In this
example, we'll select the cells in column C.
Click the Wrap Text command on
the Home tab.
The text in the selected cells will be wrapped.

Click the Wrap Text command again to unwrap the text.

To merge cells using the Merge & Center command:
Select the cell range you want to merge. In our example, we'll select A1:F1

Click the Merge & Center command on the Home tab. In our example, we'll select the cell range A1:F1.
The selected cells will be merged, and the text will be centered.
To access more merge options:
If you click the drop-down arrow next to the Merge & Center command on the Home tab,
the Merge drop-down menu will appear.

You'll want to be careful when using this feature.

If you merge multiple cells that all contain data,
Excel will keep only the contents of the upper-
left cell and discard everything else.

From here, you can choose to:

Merge & Center: merges the selected cells into one cell and centers the text

Merge Across: merges the selected cells into larger cells while keeping each row separate

Merge Cells: merges the selected cells into one cell but does not center the text

Unmerge Cells: unmerges selected cells

To center across selection:
Merging can be useful for organizing your data, but it can also create problems later on. For example, it
can be difficult to move, copy, and paste content from merged cells. A good alternative to merging
is Center Across Selection, which creates a similar effect without actually combining cells.

Select the desired cell range. In our example, we'll select A1:F1. Note: If you already
merged these cells, you should unmerge them before continuing to step 2.

Click the small arrow in the lower-right corner of the Alignment group on the Home tab.
A dialog box will appear. Locate and select The content will be centered across the
the Horizontal drop-down menu, select Center Across selected cell range. As you can see, this
Selection, then click OK. creates the same visual result as merging and
centering, but it preserves each cell within
A1:F1.
Challenge!
1.Open practice
2.Autofit Column Width for the entire workbook.
3.Modify the row height for rows 3 to 14 to 22.5 (30 pixels).
4.Delete row 10.
5.Insert a column to the left of column C. Type SECONDARY CONTACT in cell C2.
6.Make sure cell C2 is still selected and choose Wrap Text.
7.Merge and Center cells A1:F1.
8.Hide the Billing Address and Phone columns.
9.When you're finished, your workbook should look something like this:
 Excel 2016
Saving and Sharing Workbooks
Introduction
Whenever you create a new workbook in Excel, you'll need to know how
to save it in order to access and edit it later. As with previous versions of
Excel, you can save files locally to your computer. But unlike older
versions, Excel 2016 also lets you save a workbook to the
cloud using OneDrive. You can also export and share workbooks with
others directly from Excel.
To save a workbook:
It's important to save your workbook whenever you start a new project or make changes to an existing
one. Saving early and often can prevent your work from being lost. You'll also need to pay close
attention to where you save the workbook so it will be easy to find later.
Locate and select the Save command on the Quick Access Toolbar.

If you're saving the file for the first time, the Save As pane will appear in Backstage view.
You'll then need to choose where to save the file and give it a file name. To save the workbook to your
computer, select Computer, then click Browse. Alternatively, you can click OneDrive to save the file to
your OneDrive.
The Save As dialog box will appear. Select the location where you want to save the workbook.

Enter a file name for the workbook, then click Save.

You can also access

the Save command by
pressing Ctrl+S on your keyboard.

The workbook will be saved. You can click the Save command again to save your
changes as you modify the workbook.
 To change the default save location:
If you don't want to use OneDrive, you may be frustrated that OneDrive is selected as the
default location when saving. If you find it inconvenient to select Computer each time,
you can change the default save location so Computer is selected by default.

The Excel Options dialog box will appear.

Click the File tab to access Backstage view. Select Save, check the box next to Save to
Computer by default, then click OK. The default
Click Options. save location will be changed.
AutoRecover
Excel automatically saves your workbooks to a temporary folder while you are working on them. If
you forget to save your changes or if Excel crashes, you can restore the file using AutoRecover.

To use AutoRecover:
Open Excel. If autosaved versions of a file are found,
the Document Recovery pane will appear.

Click to open an available file. The workbook will be recovered.

By default, Excel autosaves every 10 minutes. If you are

editing a workbook for less than 10 minutes, Excel may
not create an autosaved version.
If you don't see the file you need, you can browse all autosaved files from Backstage view. Just
select the File tab, click Manage Versions, then choose Recover Unsaved Workbooks.
 COMPUTER
APPLICATION
2.7-Practise using graphics features

• 2.7.1.Use picture format features

• 2.7.2 Use graphics format features
• 2.7.3 Use SmartArt graphics features
2.7.2 Use graphics format features

■ DEFINITION
=Standardized means of organizing and storing digital images.

RASTER FILE FORMATS VECTOR FILE FORMATS

• JPEG
• GIF  PDF
• PNG  EPS
• TIFF
• RAW
 AI
• PSD
 JPEG

-stands for Joint Photographic Experts Group,

■ it’s extension is widely written as .jpg. This most used image file format is used to store photos all over the world, and
is generally a default file format for saving images. In fact, most of the images you find online will download as .jpg
files.
■ JPEG files come in different quality levels like low, medium and high. Low quality JPEGs are more compressed than
high quality versions. So, if you need a high quality image, you’ll need to choose a less compressed JPEG option.
■ Most commonly, JPEG images are great for sharing on social media, via email and on websites. These files are
relatively small, so they take up less space on your memory cards and computer storage. Beware, though, that saving
images as JPEGs can compromise the quality of that image.
■ When to Use JPEG Image Format:
•Complex images with a lot of different colors, like photographs
•To compress highly detailed images
•For print
 PNG

PNG stands for Portable Network Graphics

When to Use PNG Image Format:

•Images with transparency
•Small images, like logos
•Online
•To retain the quality of a detailed image, provided that you have storage for a
larger file size
 TIFF

■ TIFF stands for Tagged Image File Format, and it is known as the most used file
format by photographers and designers. Images stored as TIFF files are best for
post-processing, because they are not compressed at all.
■ When to Use TIFF Image Format:
• For images you want to store without losing details
• For images you need to print
 GIF

■ GIF stands for Graphics Interchange Format, and it’s quite similar to PNG in terms of
its image quality preservation. With GIF image files, you can also create short
animations for web.
■ When to Use GIF Image Format:
■ • For simple images with few colors, like icons
■ • For animated images
 PSD

■ PSD stands for Photoshop Document. When you save an image from Adobe
Photoshop, the program’s default is to save that photo as a PSD file
■ When to Use PSD Image Format:
■ • To save images you may edit again in the future
■ • To retain the quality and detail of images you want to print
Overview of SmartArt graphics
■ You can create a SmartArt graphic in Excel, PowerPoint, Word, or in an email
message in Outlook. The SmartArt button is on the Insert tab, and, depending on
your screen size, may look like any of the following:
■

■ Other Office programs do not allow for SmartArt graphic creation, but you can copy
and paste SmartArt graphics as images into those programs.
■ You can change the look of your SmartArt graphic by changing the fill of its shape or
text; by adding effects, such as shadows, reflections, glows, or soft edges; or by
adding three-dimensional (3-D) effects, such as bevels or rotations.
Creating SmartArt Graphics
to an Office document

Once you create a

graphic, you can
Navigate through add text to the
your choices and shapes using the
click on each optional SmartArt
category to see Text pane or by
Select a category of clicking directly
SmartArt for the examples and
explanations of the into the
concept you want to placeholders on
visually describe available graphics.
You can add or the shapes.
such as List,
In the Choose a Process, or remove graphics,
SmartArt Graphic Relationship change colors, and
dialog box, click re-size and move
the type and the SmartArt object.
layout that you
want.
From the
Insert tab,
choose
SmartArt from
the
Illustrations
group.
 Add or Delete Shapes in Your SmartArt Graphic
Shapes can be added or removed from the graphic and the layout will adjust

To add or delete shapes:

accordingly .
To insert a
Do one of the shape after
• Click the SmartArt graphic you want to add following: the selected
shape, click
another shape to. Add Shape
• Under the SmartArt Tools, on the Design After.
To insert a
tab. shape before
• Move to the Create Graphic group and the selected
shape, click
click the arrow next to Add Shape. Add Shape
• If you don’t see the SmartArt Tools or Before.
Design tabs, make sure that you’ve Click into your
document to
selected the SmartArt graphic. finish the
• You may have to double-click the SmartArt SmartArt. Click
back into the
to open the Design tab. graphic as
needed to
modify your
work.
Tips for adding or deleting shapes
•To add a shape from
the Text pane, click an
existing shape, move
your cursor before or
after the text where you
want to add the shape,
and then press [Enter].
To delete a shape from your
SmartArt graphic, click the
shape you want to delete, and
then press [Delete] to remove
extra shapes. To delete your
entire SmartArt image, click the
border of your graphic, and
press [Delete].

Although each shape in a

SmartArt graphic can be
independently sized, formatted,
and moved, select the graphic
as a whole to maintain a
consistent look and layout.
 About the Text pane
■ Use the Text pane to enter and edit the text that appears in your SmartArt graphic. The
Text pane appears to the left of your SmartArt graphic. As you add and edit your content
in the Text pane, your SmartArt graphic is automatically updated — shapes are added or
removed as needed.
■

■ When you create a SmartArt graphic, the SmartArt graphic and its Text pane are
populated with placeholder text that you can replace with your information. At the top of
the Text pane, you can edit the text that will appear in your SmartArt graphic. At the
bottom of the Text pane, you can read a description of the SmartArt graphic.
■ In SmartArt graphics that contain a fixed number of shapes, only some of the text in the
Text pane appears in your SmartArt graphic. Text, pictures, or other content that is not
displayed is identified in the Text pane with a red X. This content is still available if you
switch to another layout, but if you keep and close this same layout, the information is
not saved, to protect your privacy.
 Formatting SmartArt Graphics
To apply a SmartArt Style to a SmartArt graphic:

 Creating SmartArt GraphicsA SmartArt Style is

■ To change the colors of an entire a combination of various effects, such as line
SmartArt graphic:
style, fill style, bevel, or 3-D, that you can
apply to the shapes in your SmartArt graphic
■ Click the SmartArt. to create a unique and custom designed look.
If you’re adding multiple SmartArt graphics
■ Under SmartArt Tools, on the Design tab,
in the SmartArt Styles group, click into a PowerPoint presentation or other
Change Colors. If you don’t see the document, choose a consistent style for a
SmartArt Tools or Design tabs, make more professional appearance.
sure you’ve selected a SmartArt graphic.
You may have to double-click the
SmartArt graphic to open the Design tab  Click the SmartArt graphic you want to format.
in the contextual Ribbon.  Under SmartArt Tools, on the Design tab, in
■ Choose the color variation you want. the SmartArt Styles group, click the SmartArt
Style you want. Options may include a variety
of fills and 3-D styles.
CHALLENGE!

■ EVERY STUDENT HAVE TO FIND THIS SMARTART AND CHANGE THE COLOUR
■ YOU ARE GIVEN 5 MINUTES TO COMPLETE THIS CHALLENGE.
Microsoft Project 2016 Foundation

Microsoft Project 2016

Manual - Foundation Level

SAMPLE
 Microsoft Project 2016 Foundation - Page 2

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SAMPLE
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 Microsoft Project 2016 Foundation - Page 3

INSTALLING THE SAMPLE FILES ......................................................................................................... 5 

GETTING STARTED AND USING PROJECT......................................................................................... 6 
THE PROJECT 2016 SCREEN ............................................................................................................................ 6  
THE RIBBON ....................................................................................................................................................... 7 
CLOSING MICROSOFT PROJECT ........................................................................................................................ 8  
OPENING AN EXISTING MICROSOFT PROJECT DOCUMENT ............................................................................... 8  
CHANGING PROJECT VIEWS ............................................................................................................................ 11  
CREATING A NEW PROJECT BASED ON A DIFFERENT TEMPLATE ..................................................................... 14 
CLOSING THE CURRENT PROJECT DOCUMENT ............................................................................................... 15  
PROJECT HELP SCREEN .................................................................................................................................. 17 
SETTING UP A PROJECT ..................................................................................................................... 19 
EDITING YOUR PROJECT FILE PROPERTIES ................................................................................................... 19  
INPUTTING START AND FINISH DATES ............................................................................................................. 21  
SELECTING A PROJECT CALENDAR TYPE ....................................................................................................... 24  
MAKING A NEW CALENDAR .............................................................................................................................. 24 
APPLYING A CUSTOMISED CALENDAR ............................................................................................................. 28  
SAVING A PROJECT .......................................................................................................................................... 28 
SETTING UP CURRENCY WITHIN MICROSOFT PROJECT.................................................................................. 30 
TASKS, NOTES & MILESTONES.......................................................................................................... 32 
WHAT ARE TASKS? .......................................................................................................................................... 32 
ENTERING TASKS ............................................................................................................................................. 32 
ENTERING SUBTASKS ...................................................................................................................................... 33 
ENTERING TASK DURATIONS ........................................................................................................................... 36  
CREATING A SUMMARY TASK .......................................................................................................................... 38  
RECURRING TASKS .......................................................................................................................................... 42 
TASK NOTES .................................................................................................................................................... 46 
MILESTONES .................................................................................................................................................... 47 
MANIPULATING TASKS & CONSTRAINTS ........................................................................................ 49 
WHAT ARE CONSTRAINTS?.............................................................................................................................. 49 
ADDING CONSTRAINTS..................................................................................................................................... 49 
EDITING TASKS ................................................................................................................................................ 51 
DELETING TASKS ............................................................................................................................................. 52 

SAMPLE
MOVING TASKS ................................................................................................................................................ 54 
DEPENDENCIES..................................................................................................................................... 56 
WHAT ARE DEPENDENCIES? ........................................................................................................................... 56  
FINISH-TO-START (FS) DEPENDENCIES .......................................................................................................... 56  
START-TO-START (SS) DEPENDENCIES ......................................................................................................... 58  
START-TO-FINISH (SF) DEPENDENCIES .......................................................................................................... 62  
RESOURCES .......................................................................................................................................... 63 
WHAT ARE RESOURCES? ................................................................................................................................ 63 
CREATING A RESOURCE LIST .......................................................................................................................... 63  
WORKING TIME ................................................................................................................................................ 65 
RATES .............................................................................................................................................................. 68 
RESOURCE NOTES ........................................................................................................................................... 69 
ASSIGNING RESOURCES .................................................................................................................................. 70 
VIEWS & SPLIT WINDOWS ................................................................................................................... 79 
WHAT ARE MICROSOFT PROJECT VIEWS? ..................................................................................................... 79  
CHANGING VIEWS ............................................................................................................................................ 79 

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 Microsoft Project 2016 Foundation - Page 4

GANTT CHART VIEW ........................................................................................................................................ 80 

CALENDAR VIEW .............................................................................................................................................. 85 
NETWORK DIAGRAM VIEW ............................................................................................................................... 86 
TASK USAGE VIEW ........................................................................................................................................... 88 
RESOURCE GRAPH VIEW ................................................................................................................................. 93 
RESOURCE SHEET VIEW ................................................................................................................................. 94 
RESOURCE USAGE VIEW ................................................................................................................................. 95 
SPLITTING THE WINDOW .................................................................................................................................. 95 
PRINTING & REPORTS.......................................................................................................................... 97 
VIEWING AND PRINTING REPORTS .................................................................................................................. 97  
USING PRINT PREVIEW .................................................................................................................................... 97 
PAGE SETUP .................................................................................................................................................... 99 
REPORTS ........................................................................................................................................................ 101 

SAMPLE
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 Microsoft Project 2016 Foundation - Page 5

Installing the Sample Files

 Create a folder called:

Project 2016 Foundation

under the My Documents folder.

 Copy the sample files to the Project 2016 Foundation folder.

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 Microsoft Project 2016 Foundation - Page 6

Getting Started and Using Project

The Project 2016 Screen

 When you first start Microsoft Project the screen will look similar to the illustration below.

 Don’t click on anything just yet, but take a little time to examine this screen. This
opening page allows you to select a template which you can base your new project on.
Alternatively you could open an existing project.
 In this case click on Blank Project template.

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 Microsoft Project 2016 Foundation - Page 7

 This will display a new, blank project screen.

The table area to the left is the area within which you can enter the individual tasks
making up your project.

The area on the right displays the task information in the form of a Gantt chart.

The Ribbon
 The “Ribbon” is displayed along the top of the Microsoft Project application window. The
ribbon is context sensitive, meaning that it will display command icons which are relevant
to the task you are undertaking.

SAMPLE
 The ribbon is divided up into several tabs. The tabs are displayed just above the
command icons. The default tabs are File, Task, Resource, Report, Project, View and
Format. Other tabs may appear when performing certain actions.

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 Microsoft Project 2016 Foundation - Page 8

 Try clicking on each of the tabs and observe how the ribbon changes.

Closing Microsoft Project

 Click on the Close icon, shaped like a small cross at the top-right of the Microsoft Project
window or use the keyboard shortcut Alt+F4.

Opening an existing Microsoft Project Document

 Re-open Microsoft Project. The opening screen will look like this.

SAMPLE
 Click on the Open Other Projects link. This will display the Open window, as illustrated.

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 Microsoft Project 2016 Foundation - Page 9

 Click on This PC and then click on the Browse button. This will display the Open dialog
box. Navigate to the Project 2016 Foundation folder (located under the My
Documents folder)

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 Microsoft Project 2016 Foundation - Page 10

 Select a file called Sample and then click on the Open button. Your screen will now look
like this.

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 Microsoft Project 2016 Foundation - Page 11

 Tasks are listed in the left side, and the Gantt chart view is displayed to the right.

Changing Project Views

 There are a number of different views that you can use to view the data that you enter
into a project. You can tell Microsoft Project to display the View Bar down the left side of
the screen, which will make changing from one view to another much easier. To do this
right click on the vertical strip down the far left of the Microsoft Project window.

SAMPLE
 A popup menu will be displayed. Click on the View Bar command.

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 Microsoft Project 2016 Foundation - Page 12

The screen will now look like this.

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 Microsoft Project 2016 Foundation - Page 13

 As you can see there are lots of different views available. In fact if you click on the More
Views icon at the bottom of the View Bar you will see a dialog box displaying all the
different views. Click on the Cancel button to close this dialog box.

SAMPLE
 Close Project.

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 Microsoft Project 2016 Foundation - Page 14

Creating a new project based on a different template

 Start Project.
 When the opening screen is displayed, click on the New Business Plan template.

 You will then see the following screen.

SAMPLE
 You can enter a start date for the project. In this case type in the date for the next
available Monday.

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 Microsoft Project 2016 Foundation - Page 15

 Click on the Create button. A project will be created for you based on the template.

SAMPLE
 You could modify the dates and add or edit as you see fit, but as you can see using
templates can save you a lot of time.

Closing the current Project Document

 Often you may want to close the current project but leave the Microsoft Project program
open. Press Ctrl+F4 and you will see the following dialog box. In this case click on the
Yes button and the project will close.

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 Microsoft Project 2016 Foundation - Page 16

 When the Save dialog box is displayed enter a file name such as My Business Plan and
navigate to the Project 2016 Foundation folder (under the My Documents folder).

SAMPLE
 Click on the Save button. Your screen will now look like this. The Project program is
open, but no actual project files are open within the program.

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 Microsoft Project 2016 Foundation - Page 17

 Exit the Microsoft Project program (use the shortcut Alt+F4).

Project Help Screen

 Anytime you need some help with Project, press the F1 key. This will display the Project
Help screen.

SAMPLE
 Spend a few minutes investigating what sort of help is available.

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 Microsoft Project 2016 Foundation - Page 18

 Use the search box towards the top of the Help windows to search for information, such
as how to create a Timeline.

 In the top ribbon there is also a “Tell me what you want to do” section as illustrated
below that can also be used as a quick help tool.

SAMPLE
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 Microsoft Project 2016 Foundation - Page 19

Setting up a Project

Editing Your Project File Properties

 Start Microsoft Project 2016.
 Create a new Blank project.

 Click on the File tab and then select the Info command.

SAMPLE
 Click on the Project Information button in the right of the window and from the menu
select Advanced Properties.

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 Microsoft Project 2016 Foundation - Page 20

 The Properties dialog box will be displayed.

SAMPLE
 There are a number of tabs within the dialog box.

General: Provides a quick summary of the name, type, location, size, creation date,
modified date, accessed date and attributes of the project.

Summary: You can enter any additional information you may want to record regarding
your project.

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 Microsoft Project 2016 Foundation - Page 21

Statistics: Lists the dates the project was last created, modified, accessed and printed,
as well as who saved it last, the revision number and the total editing time.

Contents: Shows a project summary. It shows the start date, finish date, duration, work
hours, cost, % complete and % work complete.

Custom: Allows you to add custom file properties to the project.

 Click on the Summary tab, and type New Product Brochure into the Title field, as
illustrated below.

 Type your name into the Author field.

SAMPLE



You can click on the Statistics tab to see the dates that the project was last created,
modified, accessed and printed, as well as who saved it last, the revision number and
the total editing time.

Click on the OK button to close the Project Properties dialog box.

Inputting Start and Finish Dates

 The first step in starting a new project is establishing basic project information. The start
or finish date is what you will use to anchor your project. Your schedule will be built
around either the start date or the finish date. The start and finish date information is
entered in the Project Information dialog box.

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 Microsoft Project 2016 Foundation - Page 22

 Open the Project Information dialog box by clicking on the Project tab and selecting the
Project Information command

 You will see a dialog box similar to that shown below. The dates will be different
however.

SAMPLE
 Use the drop-down calendar in the Start date field to select the date 15 February, 2016.

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 Microsoft Project 2016 Foundation - Page 23

 Use the drop-down calendar in the Current date field to change the date to 8 February
2016.

NOTE. We are using these dates so that you can work through the examples in this
manual and you will see the same results, as well as the same issues and problems,
illustrated within these examples. In real life you would obviously use dates that are
current with your project.

Your dialog box will now look like this.

SAMPLE
 Be sure that Project Start Date is selected from the Schedule from drop-down menu
(Project Start Date is the default).

 Leave the other fields as the default values.

 Click on the OK button. Microsoft Project will close the dialog box and save the
information for you.

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 Microsoft Project 2016 Foundation - Page 24

Selecting a Project Calendar Type

 Microsoft Project supplies three basic calendars (Standard, Night Shift and 24 Hours)
which you can use as foundations to create your own base calendar.

You can make a calendar which indicates general working times for each resource or
group of resources. Project will use this information for things like scheduling resources
and converting task durations.

 To set up the project calendar, click on the Project tab and then select the Project
Information command.

 Confirm that Standard is selected from the Calendar drop-down menu, in the Project
Information, dialog box.

SAMPLE
 Click on the OK button, to close the Project Information dialog box and save the project
information.

Making a New Calendar

 To make a new calendar, click on the Project tab and then select the Change Working
Time command.

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 Microsoft Project 2016 Foundation - Page 25

 The Change Working Time dialog box will be displayed.

SAMPLE
 Click on the Create New Calendar button within the dialog box.

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 Microsoft Project 2016 Foundation - Page 26

 The Create New Base Calendar dialog box will be displayed.

 Enter Project 2016 Foundation Exercise as a descriptive name.

 Click on the OK button.

 Now let’s say that we need to book some time off for holidays. Within the Click on a
day to see its working times section of the dialog box, select the dates:

24 February 2016
25 February 2016
26 February 2016

NOTE: To select these dates click on 24 February and with the mouse pointer pressed
down move across to 26 February. Then release the mouse pointer.

SAMPLE
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 Microsoft Project 2016 Foundation - Page 27

 Type Holiday Time in the Exceptions area of the dialog box, as illustrated below.

 Click in the Start column next to the name Holiday Time and you will see the following
changes.

SAMPLE
 You will notice that 24 February, 25 February and 26 February are now greyed out as
non-working time. Click on the OK button to close the dialog box.

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 Microsoft Project 2016 Foundation - Page 28

Applying a customised Calendar

 We have created a new Calendar, now we have to apply it to our project.
 Click on the Project tab and then select the Project Information command.

 Click on the Calendar down arrow and see how the new calendar has been added to the
list. Click on Project 2016 Foundation Exercise to select it.

 Click on the OK button.

 Keep the project open for the next exercise.

Saving a project

SAMPLE
 Click on the Save icon, displayed on the Quick Access Toolbar in the top-left of the
Project window.

 This will display the Save As screen. Select This PC and then click in the Browse
button.

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 Microsoft Project 2016 Foundation - Page 29

 This will display the Save As dialog box.

 Navigate to the Project 2016 Foundation folder.
 Type My New Product Brochure in the File name field.

SAMPLE
 Click on the Save button.

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 Microsoft Project 2016 Foundation - Page 30

Setting up Currency within Microsoft Project

 Click on the File tab

 Click on the Options tab.

SAMPLE
 This will display the Options dialog box. Click on the Display tab, and from within the
Currency section of this tab you can make changes, if required.

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 Microsoft Project 2016 Foundation - Page 31

NOTE: The currencies have been abbreviated. Common examples are listed below.

GBP = Great British Pounds.

USD = United States Dollars.
AUD = Australian Dollars.
EUR = Euros.

 If you have time quickly have a look at some of the other tabs within the Options dialog
box and see what is available. For example clicking on the Advanced tab allows you to
set the number of Undo’s that you can use. You can also set standard and overtime
pay rates for use within projects. The Save tab allows you to set a time period to
automatically save your work.

 Exit the Microsoft Project program saving any changes that you have made.

SAMPLE
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 Microsoft Project 2016 Foundation - Page 32

Tasks, Notes & Milestones

What are Tasks?

 Tasks are the specific activities which must be completed in order to finish your project,
similar to a 'to-do' list. Your task list is the backbone of your project plan.

 It is essential to make your task list as comprehensive as possible, because if a required

task is omitted, you may not be able to achieve all of your goals.

 It is beneficial to create your task list in approximately the same order as the tasks will be
performed.

Entering Tasks
 Open Microsoft Project 2016.
 Open a project called Tasks which is located within your Project 2016 Foundation
folder under the My Documents folder.

 Click on the New Tasks command, displayed within the Project window Status bar.
From the menu, select Auto Scheduled.

SAMPLE
 Click in the first row of the Task Name column of the Gantt table.

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 Microsoft Project 2016 Foundation - Page 33

 Type Write Brochure and press Enter.

 Leave the Duration, Start and Finish dates as they are.

SAMPLE
Entering Subtasks
 Click in the second row of the Gantt table, underneath "Write Brochure".
 Type Research New Product and press the Enter key.
 Type Create an Outline and press the Enter key.
 Type Write a Rough Draft and press the Enter key.
 Type Edit Rough Draft and press the Enter key.

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 Microsoft Project 2016 Foundation - Page 34

 Your screen will now look like this.

 Select "Research New Product" by clicking on it.

SAMPLE
 Click on the Task tab and select the Indent command to make it a subtask.

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 Microsoft Project 2016 Foundation - Page 35

 Your screen will now look like this.

 Now select rows 3, 4, and 5.

SAMPLE
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 Microsoft Project 2016 Foundation - Page 36

 Click on the Task tab and select the Indent command.

Entering Task Durations

 Microsoft Project uses 1 day, as the default length, for task durations. If your estimate
for the duration of your task is different than one day, you can change it.

 Microsoft Project uses abbreviations for different time measures. Use these
abbreviations when typing in the duration.

SAMPLE
 In this case use the arrow buttons, on the right end of the Duration box, to adjust the
duration of the Research New Product task to 2 days.

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 Microsoft Project 2016 Foundation - Page 37

 Because you manually changed the duration of the Research New Product task, the
question mark which indicated an estimated duration disappeared. The other tasks still
display a question mark

 To specify that the changed duration is still an estimate, double click on the Research
New Product task in the list. Recheck the Estimated box in the Task Information
dialog box.

SAMPLE
 Click on the OK button.

Notice that the estimated duration of the Write Brochure summary task has changed as
well, as the duration of a summary task is based on the durations of the subtasks.

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 Microsoft Project 2016 Foundation - Page 38

Creating a Summary Task

 In row 6, type Prepare through desktop publishing and press Enter.
 In row 7, type Get quotes from printers and press Enter.
 In row 8, type Get printed and press Enter.
 Your screen will now look like this.

SAMPLE
 Insert a row by selecting row 6 and then pressing the Ins (Insert) key on your keyboard.
Your screen will now look like the illustration below.

NOTE: To select a row, click within the ID number column of the row you wish to select.
For instance in the illustration below, click on the number 6 within the left part of the
screen.

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 Microsoft Project 2016 Foundation - Page 39

 Within line 6, in the Task Name column, type Print Brochure and press Enter.

 If necessary, select the Print Brochure row and then click on the Outdent command, on
the Task tab.

WARNING: Make sure that you click on the Outdent, not the Indent command.

SAMPLE
 Notice how Print Brochure becomes a summary task and the three tasks below it
become its subtasks.

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 Microsoft Project 2016 Foundation - Page 40

 We will now enter the remaining tasks in our project.

 In row 10, type Distribute Brochure and press Enter.

 In row 11, type Create mailing list and press Enter.
 In row 12, type Do mass mail out and press Enter.

Your screen will now look like this.

SAMPLE
 Select row 10.

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 Microsoft Project 2016 Foundation - Page 41

 Click on the Outdent command, on the Task tab.

 Your screen will now look like this.

SAMPLE
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 Microsoft Project 2016 Foundation - Page 42

 Click on the Save button to save your changes.

Recurring Tasks
 Certain tasks fall into the category of recurring tasks. They could happen on a daily or
weekly basis, or at intermittent times, throughout your project. Microsoft Project allows
you to create a task once, and then assign both frequency and timing to it.

 Select row 10 and click on the lower half of the Task command button to display a drop
down menu and then select the Recurring Task command.

SAMPLE
 The Recurring Task Information dialog box is displayed.

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 Microsoft Project 2016 Foundation - Page 43

 Enter Team Meeting in the Task Name box.

 Enter 1h in the Duration box.
 Select the Daily button in the Recurrence pattern area.
 Select the Workdays button.

SAMPLE
 In the Range of recurrence section select the End after button
and choose 3.

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 Microsoft Project 2016 Foundation - Page 44

Your dialog box will now look like this.

SAMPLE
 Click on the OK button to return to the Gantt Chart view. Your screen will now look like
this.

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 Microsoft Project 2016 Foundation - Page 45

 Click on the Outdent command, on the Task tab.

SAMPLE
 Notice the recurring task symbol in the Indicator column in line 10.

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 Microsoft Project 2016 Foundation - Page 46

Task Notes
 Notes can be attached to a task to quickly display information relating to that task. Notes
can be displayed on-screen and included in printed reports.

 Double-click on the Print Brochure task

 Select the Notes tab in the Task Information dialog box.

 Type Remember to ask Kate for recommended printers.

SAMPLE
 Click on the OK button to save and attach the note to your task and return to the Gantt
Chart view.

Notice the note symbol in the Indicator column.

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 Microsoft Project 2016 Foundation - Page 47

 Move the mouse pointer over the note symbol to read the note.

Milestones
 Milestones are used to mark key moments in a project and can help you monitor your
progress. Although a milestone is usually a task with no duration, it is possible to mark a
task which has a duration as a milestone.

 Milestones are marked by a diamond in the Gantt Chart view.

 Double-click on the Edit Rough Draft task to open the Task Information dialog box.

SAMPLE
 Click on the Advanced tab.
 Click on the Mark task as milestone checkbox (towards the bottom-left of the dialog
box).

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 Microsoft Project 2016 Foundation - Page 48

 Click on the OK button. The task is now marked by a diamond in the Gantt Chart view.

 Click on the Save button to save your changes.

 Exit Microsoft Project.

SAMPLE
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 Microsoft Project 2016 Foundation - Page 49

Manipulating Tasks & Constraints

What are Constraints?

 A constraint is a parameter placed upon a task which limits the start or finish of a task.

 By default, the As Soon as Possible constraint is applied to every task. The following is
a list of all of the constraint types which are available to choose from.

As Soon as Possible
Schedules the task to start as soon as the beginning of the project.

As Late as Possible
Schedules the task to end no later than the end of the project.

Finish No Earlier Than/

Finish No Later Than
Schedules the tasks to finish no later or sooner than a specific date.

Must Finish On/

Must Start On
Schedules the task to finish on or start on a specific date.

Start No Earlier Than/

Start No Later Than
Schedules the task to start no earlier than or no later than a specific date.

Adding Constraints
 Start Microsoft Project
 Open a project called Constraints.
 Double click on the Print Brochure task.

SAMPLE
 This will display the Summary Task Information dialog box.
 Click on the Advanced tab.

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 Microsoft Project 2016 Foundation - Page 50

 Select Start No Earlier Than from the Constraint type drop-down menu.

 Select 9 February 2016 within the Constraint date field. This will ensure that the
printing of the brochure cannot start before 9 February.

SAMPLE
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 Microsoft Project 2016 Foundation - Page 51

 Your dialog box should look like this.

 Click on the OK button. Notice how the Print Brochure tasks have been moved in the
Gantt Chart view.

SAMPLE
Editing Tasks
 Tasks can be edited using a number of different methods, although the easiest and most
convenient way is to use the Task Information dialog box because all of the task
information is readily available for you to review and change.

 Double click on the Team Meeting 1 task to open the Task Information dialog box.

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 Microsoft Project 2016 Foundation - Page 52

 Change the duration of the meeting to 2 hours by entering 2h in the Duration field.

 Click on the OK button.

Deleting Tasks
 Occasionally you will need to delete tasks either because they were entered in error or

SAMPLE
they are no longer relevant. There are several ways to do this.

 Select row 14 (the Distribute Brochure task).

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 Microsoft Project 2016 Foundation - Page 53

 Press the Del key.

NOTE. If the Planning Wizard dialog box appears, click on the OK button.

 Notice how all of the subtasks were deleted along with the summary task.

The screen now looks like this.

SAMPLE
 Undo the deletion by clicking on the Undo button in the Quick Access toolbar, displayed
at the top-left of the Project window.

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 Microsoft Project 2016 Foundation - Page 54

The deleted tasks are displayed again.

Moving Tasks
 An important thing to keep in mind when moving tasks is that when you move a
summary task, its subtasks move with it. In order to move a subtask to a new location,
you must first outdent it so that it is at the highest possible level.

 Select row 10 (the Team Meeting summary task).

SAMPLE
 Move your mouse pointer over the ID number of the task (i.e. the number 10 in this case)
until the mouse pointer changes to the shape of a move cursor.

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 Microsoft Project 2016 Foundation - Page 55

 Click and hold down the mouse button. Drag the mouse pointer until the horizontal grey
stripe is above row 1 as illustrated below.

 Release the mouse button. Notice that all of the subtasks were moved with the
summary task.

 Save your changes and exit Microsoft Project.

SAMPLE
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 Microsoft Project 2016 Foundation - Page 56

Dependencies

What are Dependencies?

 Dependencies are a way to link tasks together, in order to describe which tasks must
precede or succeed one another. Some tasks must start or finish before another task
can begin or end. Creating dependencies allows Project to create a flexible time
framework, relative to the task preceding or succeeding it.

 There are two types of tasks in a dependency.

- A predecessor task must occur before another task.
- A successor task must occur after another task.

Finish-to-Start (FS) Dependencies

 The finish-to-start dependency is the most common type of relationship. The start of
one task begins as soon as its predecessor finishes. The successor can't start until the
predecessor finishes.
 Because most tasks in a project cannot occur concurrently, you must assign
dependencies, telling Project that one task cannot start until another finishes or that a
task cannot finish until another task finishes etc.

 Start Microsoft Project

 Open a project called Dependencies from the Project 2016 Foundation folder.

 Double-click on the Create an Outline task.

SAMPLE
 This will open the Task Information dialog box.

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 Microsoft Project 2016 Foundation - Page 57

 Click on the Predecessors tab.

SAMPLE
 Select "Research New Product" from the drop-down list in the Task Name column of
the Predecessors tab.

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 Microsoft Project 2016 Foundation - Page 58

 Select Finish-to-Start (FS) in the Type column.

 Click on the OK button. This tells Microsoft Project that you cannot start creating an
outline until the research for the new product is complete.

SAMPLE
NOTE: The dependency is represented by an arrow in the Gantt Chart.

Start-to-Start (SS) Dependencies

 In a start-to-start relationship, the successor can't start until the predecessor starts. The
tasks can happen simultaneously, but the predecessor needs to have started in order for
the successor to start.

 Double click on the Create mailing list task.

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 Microsoft Project 2016 Foundation - Page 59

 This will open the Task Information dialog box. Click on the Predecessors tab.

 Click on the down arrow at the right side of the Task Name column and scroll down the
list to select Get Printed (note you may have to scroll down the list to see this item).

SAMPLE
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 Microsoft Project 2016 Foundation - Page 60

 Click on the Start-to-Start dependency from the drop-down menu of the Type column.

This lets Project know that you can start creating your mailing list while the brochure is
being printed.
 Click on the OK button. Your screen will now look like this.

 Now we will finish assigning the dependencies for all of the tasks in the project.

 In the Gantt Chart (i.e. the chart within the right side of the screen), move your mouse
pointer over the Create an Outline task until the pointer changes to a shape with four

SAMPLE
arrows pointing outward.

 Click and drag the mouse pointer to the Write a Rough Draft task.

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 Microsoft Project 2016 Foundation - Page 61

The cursor becomes a link symbol and an information box is displayed describing the
link you are creating. By default, a Finish-to-Start dependency is created.

 Release the mouse and the link will be created, as illustrated below.

 Now we’ll create the dependencies for the remaining tasks.

 Create a Finish to Start dependency for the following tasks using the drag and drop
method in the Gantt Chart view.

‘Write a Rough Draft’ to ‘Edit Rough Draft’

‘Edit Rough Draft’ to ‘Prepare through desktop publishing’

SAMPLE
‘Prepare through desktop publishing’ to ‘Get quotes from printers’

‘Get quotes from printers’ to ‘Get printed’

‘Create mailing list’ to ‘Do mass mail out’

 As you add the dependencies, notice how the durations of the Summary tasks change.
Your screen will now look like this.

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 Microsoft Project 2016 Foundation - Page 62

 Save your changes and exit Microsoft Project.

Start-to-Finish (SF) Dependencies

 In a Start-to-Finish dependency, the successor task is completed after its predecessor
starts. In other words, the successor task cannot finish until the predecessor task starts.
The start to finish relationship is rarely used, although it may be necessary in unusual
instances.

SAMPLE
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 Microsoft Project 2016 Foundation - Page 63

Resources

What are Resources?

 Resources are people, supplies and equipment which you need to use to accomplish
your tasks and goals.

 Project uses the resource information you provide to make the schedule for your project.

Typically, the more resources you assign, the shorter the duration of the project will be
because a task is completed faster when there are more people or materials assigned to
it.

Creating a Resource List

 Start Microsoft Project.
 Open a project called Resources.

SAMPLE
 Click on the View tab and then select the Resource Sheet command.

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 Microsoft Project 2016 Foundation - Page 64

 Click in the first row of the Resource Name column, type Jane Doe and then press
Enter. Your screen will look like this.

 Click in the second row of the Resource Name column, type Katie Aiko and press
Enter.

SAMPLE
 Type Postage in the third row and press Enter.

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 Microsoft Project 2016 Foundation - Page 65

 In the cell to the right of the Postage cell, select Material from the drop-down list in the
Type column.

 Enter Stamps as a unit of measurement in the Material Label field and press Enter.

 Leave all other options as the default as we will cover them in the following exercises.

SAMPLE
 Click on the Save icon to save your work.

Working Time
 The base calendar which you choose for a resource determines its availability. You can
customise a resource's calendar if necessary (i.e. Blocking off vacation time).

 Double click on Jane Doe in the Resource Name column.

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 Microsoft Project 2016 Foundation - Page 66

 This will open the Resource Information dialog box. If necessary click on the General
tab.

SAMPLE
 Click on the Change Working Time button. This will display the Change Working
Time dialog box.

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 Microsoft Project 2016 Foundation - Page 67

 If necessary, select the Project 2016 Foundation Exercise calendar from the Base
calendar drop down menu.

SAMPLE



Click on the OK button and then close the Resource Information dialog box.

Repeat the steps outlined above to apply the Project 2016 Foundation Exercise
calendar to Katie Aiko.

 Save any changes you may have made.

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 Microsoft Project 2016 Foundation - Page 68

Rates
 It is important to enter rates for a resource, even if they are estimates, as this allows
Project to calculate the overall cost of a project.

 The cost of a resource may increase or decrease during the life of your project, and you
need to be able to reflect these changes.

 Project allows you to enter many different cost rates for a resource and specify the date
at which the new rates takes effect.

 In the Resource Sheet view, enter the following rate information for Jane Doe. Type 20
in the Std. Rate column and press Enter.

 Type 30 in the Ovt. Rate (this is the overtime rate) and press Enter.

 Use the method outlined above to enter a standard pay rate for Katie Aiko of 30 and an

SAMPLE
overtime rate of 45.

 Enter the following rate information for Postage. Type 0.5 in the Std. Rate column and
press Enter. Your resource sheet should look like this.

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 Microsoft Project 2016 Foundation - Page 69

 Leave Prorated in the Accrue At field. Project will calculate the cost throughout the
project.

 Save your changes.

Resource Notes
 You use resource notes in much the same way as task notes. They allow you to attach
readily available, additional information to a resource.
 Double click on the Jane Doe resource.

 This will display the Resource Information dialog box.

 Select the Notes tab.
 Type Send reminder regarding team meeting in the Notes area.

SAMPLE
 Click on the OK button to save and attach the note to your resource.

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 Microsoft Project 2016 Foundation - Page 70

Notice the note symbol in the Indicator column of the Resource Sheet view. Move your
mouse cursor over it to display the note.

 Click on the Save button to save your changes.

Assigning Resources
 Click on the View tab and then select the Gantt Chart command.

 Double click on the Team Meeting 1 task.

SAMPLE


This will open the Task Information dialog box.
Click on the Resources tab.

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 Microsoft Project 2016 Foundation - Page 71

 In the first row in the Resources tab, select Jane Doe from the drop-down list.

 In the second row, select Katie Aiko.

SAMPLE
 This assigns both resources to the team meeting because both resources are required to
attend the meeting. Your dialog box should look like this.

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 Microsoft Project 2016 Foundation - Page 72

 Click on the OK button to close the dialog box. The Gantt Chart will look like this.

 We will now assign the following tasks to Jane Doe.

SAMPLE
- Research New Product
- Create an Outline
- Write a Rough Draft

 To do this click on the Research New Product task row. You may see something like
this.

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 Microsoft Project 2016 Foundation - Page 73

 If you look carful, you may see a vertical divider line as illustrated below.

 If you drag this line to the right, you will see extra columns of information displayed, as
illustrated below.

SAMPLE



One of the extra columns you can see is called Resource Names.

Click within the Resource Names column, as illustrated below.

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 Microsoft Project 2016 Foundation - Page 74

 Click on the down arrow and select Jane Doe, as illustrated.

 The screen will now look like this.

SAMPLE
 Use the same technique to assign the Jane Doe resource to the Create an Outline and
Write a Rough Draft tasks. Your screen will then look like this.

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 Microsoft Project 2016 Foundation - Page 75

 In the same way that you assigned the Jane Doe resource, you can now assign the
Katie Aiko resource to the following tasks:

Edit Rough Draft

Prepare through desktop publishing
Get quotes from printers
Create mailing list

Your screen will now look like this.

SAMPLE


Double click on the Do mass mail out task to open the Task Information dialog box.
Click on the Resources tab. The dialog box will look like this.

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 Microsoft Project 2016 Foundation - Page 76

 Click in the Resource Name field and use the down arrow to select Postage, as
illustrated.

SAMPLE
 On the next line down, assign the resource called Jane Doe, as illustrated.

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 Microsoft Project 2016 Foundation - Page 77

 On the next line down, assign the resource called Katie Aiko. The dialog box will then
look like the illustration below.

SAMPLE
 Change the Units for the Postage to 5,000, as illustrated below, and then click on the
OK button to close the dialog box.

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 Microsoft Project 2016 Foundation - Page 78

 Save your changes and then exit Project 2016.

SAMPLE
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 Microsoft Project 2016 Foundation - Page 79

Views & Split Windows

What are Microsoft Project Views?

 Now that you are familiar with the basics of Project and know how to enter the
components of a project, you must learn how to view the information. The different
views within Microsoft Project allow you to see the project from a variety of perspectives
and focus on different aspects. This allows you to understand, visualise, and
communicate your project better.

 You can use most views to enter and edit information, although some views can only
display information.

 All views are made up of three basic components.

Chart or graph - information is represented by pictures.

Sheet - information is represented in a table format, similar to a worksheet.

Form - information about a single item is represented as it might be on a paper form.

Changing Views
 Open Microsoft Project and open a project file called Views 01.
 Click on the View tab and you will see commonly used views displayed within the ribbon.

SAMPLE
 If you click on the Other Views command and choose More Views you will see a dialog
box, from which you can select even more views.

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 Microsoft Project 2016 Foundation - Page 80

 A dialog box will be displayed, as illustrated below.

 Take a quick look at the range of different views listed.

SAMPLE
 Close the dialog box.

Gantt Chart View

 The Gantt Chart View is useful for entering task information and viewing the timing and
relationship between tasks.

 Click on the View tab and then select the Gantt Chart command.

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 Microsoft Project 2016 Foundation - Page 81

 The Gantt Chart View is the default view within Microsoft Project. It consists of the
Gantt Table (on the left) and the Gantt Chart (on the right). The Gantt table is made up
of columns of information, and the Gantt Chart is the graphic representation of the
information entered.

 The two windows can be resized so that you can view a larger or smaller portion of the
window. To resize, simply move your mouse cursor over the vertical divider until it
becomes two lines with arrows pointing outward. Click and drag the line until it is in the
position you desire.

SAMPLE
 The timescale at the top of the Gantt Chart is set to show weeks (in the middle tier) and
days (in the bottom tier) as the default. However, you can adjust it to show any
timescale you wish. Double click on the timescale. Within the days of the week section,
as illustrated.

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 Microsoft Project 2016 Foundation - Page 82

 This will display the Timescale dialog box.

 You can use the Timescale dialog box to format any tier on the timescale. Click on the
down arrow next to the Units section and select Days. A preview of your changes is
shown in the bottom portion of the dialog box.

SAMPLE
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 Microsoft Project 2016 Foundation - Page 83

 Click on the OK button to close the Timescale dialog box and apply your changes.

 Your screen will now look like this.

SAMPLE
 Reset the Units back to Weeks before continuing.

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 Microsoft Project 2016 Foundation - Page 84

 You can zoom in or out to view larger or smaller time increments in the Gantt Chart using
the Zoom control in the bottom-right of the Project window.

 You can also click on the View tab and then select the Zoom command which will
display the Zoom dialog box.

SAMPLE
 Experiment with using different levels of Zoom.

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 Microsoft Project 2016 Foundation - Page 85

 Set the Zoom level to 1 Week before continuing.

Calendar View
 The Calendar View is useful for a general overview of what needs to be done on a
specific day. The Calendar View uses a monthly format to show scheduled tasks.

 Click on the View tab and then select the Calendar command.

 The Calendar is displayed in a monthly format to show scheduled tasks.

SAMPLE
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 Microsoft Project 2016 Foundation - Page 86

 Tasks are shown by a bar stretching over the amount of days allocated for the task.

 The solid black bar shows a milestone.

 Scroll through the months by using the arrow buttons at the top of the window.

 Return the calendar to February 2014 before continuing.

Network Diagram View

 Click on the View tab and then select the Network Diagram command.

SAMPLE
 The Network Diagram view is displayed.

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 Microsoft Project 2016 Foundation - Page 87

This view is useful for analysing the general workflow and relationships between tasks.
It is a flowchart made up of nodes. Each node represents a task, and contains the task
name, duration, task ID, start date, finish date and resources (if a resource has been
assigned).

 Different shaped nodes represent different types of tasks. You can determine the
meaning and change the format of the shape by clicking on the Format tab and then
selecting the Box Styles command.

SAMPLE
 The Box Styles dialog box opens with available options.

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 Microsoft Project 2016 Foundation - Page 88

 Click on the Cancel button to close the Box Styles dialog box.

 If a task is in progress, a diagonal line appears through the node, and if the task is
complete, a crossed diagonal line appears.

 You can show or hide details by clicking on the cross which appears on the upper left
corner of a summary node.

SAMPLE




Spend a little time examining the items within this view.

Task Usage View

This view is useful for showing and organising assigned resources under each task.
Click on the View tab and then select the Task Usage command.

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 Microsoft Project 2016 Foundation - Page 89

The screen will look like this.

 Right-click on Work in the Details column of the Task Usage chart.

SAMPLE
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 Microsoft Project 2016 Foundation - Page 90

 From the popup menu displayed, select Cost.

 Notice that now both Work and Cost are listed in the Task Usage chart.

SAMPLE
 To select different options for the right-hand Details pane, right-click on the Details
header (at the top left corner of the Details pane).

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 Microsoft Project 2016 Foundation - Page 91

 This gives you access to the Timescale, Zoom and Change Working Time dialog
boxes.

 By default, the Task Usage table is shown in the left pane.

SAMPLE
 To change this, position the mouse pointer over the Select All button (at the top left
corner of the table).

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 Microsoft Project 2016 Foundation - Page 92

 Right-click and select Cost.

SAMPLE
 Now the cost is displayed in the table.

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 Microsoft Project 2016 Foundation - Page 93

 Close the file without saving your changes.

Resource Graph View

 Open a project file called Views 02.
 Click on the Other Views command within the Resource Views section of the View tab
and select Resource Graph.

SAMPLE
Notice that a red column would represent over allocations.

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 Microsoft Project 2016 Foundation - Page 94

Resource Sheet View

 This view is useful for viewing, entering, and editing resource information. It contains
detailed resource information in a worksheet format.

 Click on the Resource Sheet command within the Resource Views section of the View
tab.

SAMPLE
 Your screen will now look like this.

 This view can be very helpful in determining which group, a resource belongs to. If an
over allocation exists, a warning flag is displayed in the Indicator column. In addition, the
resource appears in red.

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 Microsoft Project 2016 Foundation - Page 95

Resource Usage View

 This view is useful for seeing each resource and the tasks assigned to that resource.
Click on the Resource Usage command within the Resource Views section of the View
tab.

 Your screen will now look like this.

NOTE: You may have to scroll up the page to view the data.

SAMPLE
 This view can be used for entering and editing resource information, or assigning tasks.
To assign or reassign a task, drag and drop between resources.

NOTE. A warning flag appears in the Indicator column if an over allocation exists.

Splitting the Window

 The Microsoft Project window can be split in order for you to see more than one view at a
time or use views in combination.

 Click on the View tab and then select options in the Split View group on the ribbon.

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 Microsoft Project 2016 Foundation - Page 96

 The window will be divided into two sections, as illustrated.

 Close the file without saving your changes and exit Microsoft Project.

SAMPLE
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 Microsoft Project 2016 Foundation - Page 97

Printing & Reports

Viewing and Printing Reports

 To keep others informed of your project, it is necessary to print views or reports which
are designed to show different information and highlight different aspects of the project.

For example, management would require different information than stakeholders or

accountants. Not all information is relevant to everyone, so it is important to be able to
present the appropriate data to the right people.

Using Print Preview

 Open Microsoft Project and open a project called Printing. The project will look like this.

SAMPLE
 Display the Print Preview by clicking on the File tab.

 Click on the Print tab.

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 Microsoft Project 2016 Foundation - Page 98

 Your screen will display a print preview of the project to the right of the screen. Print
preview has its own controls, as illustrated below.

 Click once within the print preview and the image to zoom in, click again and it will zoom
out.

SAMPLE
 Click on the One Page button to reset the display size.

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 Microsoft Project 2016 Foundation - Page 99

 Experiment with clicking on the Page Down and Page Up buttons.

Page Setup
 Click on the File tab and then click on the Print tab.

SAMPLE




Investigate the various options that are available.
See how you can select alternative printers using the Printer section.
See how to select page orientation and paper size.
Within the Settings section, see how you can select different items to print, ranging from
the entire project to specific pages.

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 Microsoft Project 2016 Foundation - Page 100

 Click on the Page Setup link and see the various Page Setup options that are available.

SAMPLE
 A dialog box will be displayed.

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 Microsoft Project 2016 Foundation - Page 101

 Close all open dialog boxes once you have finished investigating the printing options
available.

Reports
 Click on the Report tab. This will display the Report ribbon as illustrated.

SAMPLE
 Spend a little time examining the sort of reports you can produce. For instance click on
the Dashboard button and select Project Overview.

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 Microsoft Project 2016 Foundation - Page 102

 When you have finished experimenting close the Project program without saving any
changes you may have made.

SAMPLE
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 Word 2016
Getting Started with Word
Introduction
Microsoft Word 2016 is a word processing application
that allows you to create a variety of documents,
including letters, resumes, and more. In this lesson,
you'll learn how to navigate the Word interface and
become familiar with some of its most important
features, such as the Ribbon, Quick Access Toolbar,
and Backstage view.
Getting to know Word 2016
Word 2016 is similar to Word 2013 and Word 2010. If you've previously used either version, then
Word 2016 should feel familiar. But if you are new to Word or have more experience with older
versions, you should first take some time to become familiar with the Word 2016 interface.

The Word interface

When you open Word for
the first time, the Start
Screen will appear. From
here, you'll be able to create
a new document, choose
a template, and access
your recently edited
documents. From the Start
Screen, locate and
select Blank document to
access the Word interface.
1 Click the buttons in the interactive below to learn more about the Word interface:
2
3
4
5
6
7
8
9
10
11
Working with the Word environment
Like other recent versions, Word 2016 continues to use features like the Ribbon and the Quick Access
Toolbar—where you will find commands to perform common tasks in Word—as well as Backstage view.

The Ribbon
Word uses a tabbed Ribbon system instead of traditional menus.
The Ribbon contains multiple tabs, which you can find near the top of the Word window.
Each tab contains several groups of related commands. For example, the Font
group on the Home tab contains commands for formatting text in your document.

Some groups also have a small arrow in the bottom-right

corner that you can click for even more options.
Showing and hiding the Ribbon
If you find that the Ribbon takes up too much screen space, you can hide it. To do this, click the Ribbon Display
Options arrow in the upper-right corner of the Ribbon, then select the desired option from the drop-down menu:

Auto-hide Ribbon: Auto-hide displays your document in full-

screen mode and completely hides the Ribbon from view. To
show the Ribbon, click the Expand Ribbon command at the
top of screen.

Show Tabs: This option hides all command groups when

they're not in use, but tabs will remain visible. To show the
Ribbon, simply click a tab.

Show Tabs and Commands: This option maximizes the

Ribbon. All of the tabs and commands will be visible. This
option is selected by default when you open Word for the first
time.

To learn how to add custom tabs and commands to the

Ribbon, review our Extra on Customizing the Ribbon.
Using the Tell me feature
If you're having trouble finding command you want, the Tell Me feature can help. It works just like a regular
search bar: Type what you're looking for, and a list of options will appear. You can then use the command
directly from the menu without having to find it on the Ribbon.
The Quick Access Toolbar
Located just above the Ribbon, the Quick Access Toolbar lets you access common commands no matter which
tab is selected. By default, it shows the Save, Undo, and Redo commands, but you can add other commands
depending on your needs.
To add commands to the Quick Access Toolbar:
1 Click the drop-down arrow to the 2 Select the command you want 3 The command will
right of the Quick Access Toolbar. to add from the menu. be added to the Quick
Access Toolbar.
The Ruler
The Ruler is located at the top and to the left of your document. It makes it easier to adjust your
document with precision. If you want, you can hide the Ruler to create more screen space.

To show or hide the Ruler:

1 Click the View tab.

2 Click the checkbox next to Ruler to show or hide the Ruler.

Backstage view
Backstage view gives you various options for saving, opening a file, printing, and sharing your
document. To access Backstage view, click the File tab on the Ribbon.
Document views and zooming
Word has a variety of viewing options that change how your document is displayed. You can choose to view your
document in Read Mode, Print Layout, or Web Layout. These views can be useful for various tasks, especially
if you're planning to print the document. You can also zoom in and out to make your document easier to read.

Switching document views

Switching between different document views is easy. Just locate and select the
desired document view command in the bottom-right corner of the Word window.
Read Mode: This view opens the document to a full screen. This view
is great for reading large amounts of text or simply reviewing your work.
Print Layout: This is the default document view in Word. It
shows what the document will look like on the printed page.
Web Layout: This view displays the document as a webpage, which can be
helpful if you're using Word to publish content online.
Zooming in and out
To zoom in or out, click and drag the zoom control slider in the bottom-right corner of the Word
window. You can also select the + or - commands to zoom in or out by smaller increments. The
number next to the slider displays the current zoom percentage, also called the zoom level.
Challenge!
1.Open Word 2016, and create a blank document.
2.Change the Ribbon Display Options to Show Tabs.
3.Using Customize Quick Access Toolbar, add New, Quick Print, and Spelling & Grammar.
4.In the Tell me bar, type Shape and press Enter.
5.Choose a shape from the menu, and double-click somewhere on your document.
6.Show the Ruler if it is not already visible.
7.Zoom the document to 120%.
8.Change the Document view to Web Layout.
9.When you're finished, your document should look something like this:
Change the Ribbon Display Options back to Show Tabs and
Commands, and change the Document View back to Print Layout.
 Introduction
Word files are called documents. Whenever you start a new project in
Word, you'll need to create a new document, which can either be blank
or from a template. You'll also need to know how to open an existing
document.
 To create a new blank document:
When beginning a new project in Word, you'll often want to start with a new
blank document.

1 Select the File tab to access Backstage view.

2 Select New, then click Blank document.

3 A new blank document will appear.

 To create a new document from a template:
A template is a predesigned document you can use to create a new document
quickly. Templates often include custom formatting and designs, so they can save
you a lot of time and effort when starting a new project.
1 Click the File tab to access Backstage view, then select New.
Several templates will appear below the Blank document option. You can also use the search bar
2
to find something more specific. In our example, we'll search for a flyer template.
3 When you find something you like, select a template to preview it.

You can also browse templates by category

after performing a search.
4 A preview of the template will appear. Click Create to use the selected template.

5 A new document will appear with the selected template.

 To open an existing document:
In addition to creating new documents, you'll often need to open a document
that was previously saved. To learn more about saving documents, visit our
lesson on Saving and Sharing Documents.

1 Navigate to Backstage view, then click Open.

2 Select This PC, then click Browse. Alternatively, you can
choose OneDrive to open files stored on your OneDrive.
3 The Open dialog box will appear. Locate and select
your document, then click Open.

4 The selected document will appear.

 To pin a document:
If you frequently work with the same document, you can pin it to
Backstage view for quick access.
1 Navigate to Backstage view, click Open, then select Recent.
A list of recently edited documents will appear. Hover the mouse
2
over the document you want to pin, then click the pushpin icon.
 The document will stay in Recent documents list until it is
3
unpinned. To unpin a document, click the pushpin icon again.
Compatibility Mode
Sometimes you may need to work with documents that were created in earlier versions
of Microsoft Word, such as Word 2010 or Word 2007. When you open these types of
documents, they will appear in Compatibility Mode.
Compatibility Mode disables certain features, so you'll only be able to access
commands found in the program that was used to create the document. For example, if
you open a document created in Word 2007 you can only use tabs and commands
found in Word 2007.
In the image below, you can see how Compatibility Mode can affect which commands
are available. Because the document on the left is in Compatibility Mode, it only shows
commands that were available in Word 2007.

To exit Compatibility Mode, you'll need to convert the document to the current version
type. However, if you're collaborating with others who only have access to an earlier
version of Word, it's best to leave the document in Compatibility Mode so the format will
not change.
 To convert a document:
1 Click the File tab to access Backstage view, then locate
and select the Convert command.

2 A dialog box will appear. Click OK to confirm the file upgrade.

3 The document will be converted to the newest file type.

 Word 2016
Saving and Sharing Documents
Introduction
When you create a new document in Word, you'll need to know how to save it so you can
access and edit it later. As with previous versions of Word, you can save files to
your computer. If you prefer, you can also save files to the cloud using OneDrive. You can
even export and share documents directly from Word.
Save and Save As
Word offers two ways to save a file: Save and Save As. These options work
in similar ways, with a few important differences.

Save: When you create or edit a document, you'll use

the Save command to save your changes. You'll use this
command most of the time. When you save a file, you'll
only need to choose a file name and location the first time.
After that, you can click the Save command to save it with
the same name and location.

Save As: You'll use this command to create a copy of a

document while keeping the original. When you use Save
As, you'll need to choose a different name and/or location
for the copied version.
About OneDrive
Most features in Microsoft Office, including Word, are
geared toward saving and sharing documents online.
This is done with OneDrive, which is an online storage
space for your documents and files. If you want to use
OneDrive, make sure you’re signed in to Word with your
Microsoft account. Review our lesson on Understanding
OneDrive to learn more.
To save a document:
It's important to save your document whenever you start a new project or make changes to an
existing one. Saving early and often can prevent your work from being lost. You'll also need to pay
close attention to where you save the document so it will be easy to find later.

1 Locate and select the Save command on the Quick Access Toolbar.

2 If you're saving the file for the first time, the Save As pane will appear in Backstage view.
3 You'll then need to choose where to save the file and give it a file name. Click Browse to select a
location on your computer. Alternatively, you can click OneDrive to save the file to your OneDrive.

4 The Save As dialog box will appear. Select the location where you want to save the document.
5 Enter a file name for the document, then click Save.

6 The document will be saved. You can click the Save command again to save your changes as
you modify the document.

You can also access the Save command by

pressing Ctrl+S on your keyboard.
Using Save As to make a copy
If you want to save a different version of a document while keeping the original,
you can create a copy. For example, if you have a file named Sales Report, you
could save it as Sales Report 2 so you'll be able to edit the new file and still refer
back to the original version.
To do this, you'll click the Save As command in Backstage view. Just like when saving a file for the
first time, you'll need to choose where to save the file and give it a new file name.
To change the default save location:
If you don't want to use OneDrive, you may be frustrated that OneDrive is selected as the default location when
saving. If you find this inconvenient, you can change the default save location so This PC is selected by default.
1 Click the File tab to access Backstage view. 3 The Word Options dialog box will appear.
Select Save on the left, check the box next to Save
to Computer by default, then click OK. The default
save location will be changed.

2 Click Options.
AutoRecover
Word automatically saves your documents to a temporary folder while you are working on them. If you forget to
save your changes or if Word crashes, you can restore the file using AutoRecover.

To use AutoRecover: By default, Word autosaves every 10 minutes.

If you are editing a document for less than 10
1 Open Word. If autosaved versions of a file are found, minutes, Word may not create an autosaved
the Document Recovery pane will appear on the left. version.
2 Click to open an available file. The document will If you don't see the file you need, you can browse all
be recovered. autosaved files from Backstage view. Select
the File tab, click Manage Versions, then
choose Recover Unsaved Documents.
Exporting documents
By default, Word documents are saved in the .docx file type. However, there may be times when you need to
use another file type, such as a PDF or Word 97-2003 document. It's easy to export your document from
Word to a variety of file types.

To export a document as a PDF file:

Exporting your document as an Adobe Acrobat document, commonly known as a PDF file, can be
especially useful if you're sharing a document with someone who does not have Word. A PDF file will
make it possible for recipients to view—but not edit—the content of your document.
1 Click the File tab to access Backstage view, choose Export, then select Create PDF/XPS.
2 The Save As dialog box will appear. Select the location where you want to export the
document, enter a file name, then click Publish.

If you need to edit a PDF file, Word allows you to convert

a PDF file into an editable document. Read our guide
on Editing PDF Files for more information.
To export a document to other file types:
You may also find it helpful to export your document to other file types, such as a Word 97-2003
Document if you need to share with people using an older version of Word or as a .txt file if you need
a plain-text version of your document.
1 Click the File tab to access Backstage view, choose Export, then select Change File Type.
2 Select a file type, then click Save As.

3 The Save As dialog box will appear. Select the location where you want to export the
document, enter a file name, then click Save.
You can also use the Save as type drop-down menu in the Save As dialog box to save
documents to a variety of file types.
Sharing documents
Word makes it easy to share and collaborate on
documents using OneDrive. In the past, if you wanted to
share a file with someone you could send it as an email
attachment. While convenient, this system also
creates multiple versions of the same file, which can be
difficult to organize.

When you share a document from Word, you're actually

giving others access to the exact same file. This lets you
and the people you share with edit the same
document without having to keep track of multiple
versions.

In order to share a document, it must first

be saved to your OneDrive.
To share a document:
1 Click the File tab to Click the buttons in the interactive below to learn more
access Backstage view, then click Share. about different ways to share a document.

2 The Share pane will appear.

Challenge!
1.Open our practice document.
2.Use Save As to create a copy of the document. Name the new copy Saving
Challenge Practice. You can save it to a folder on your computer or to
your OneDrive.
3.Export your document as a PDF.
Word 2016 - Text Basics

Introduction
If you're new to Microsoft Word, you'll need to learn the basics of typing,
editing, and organizing text. Basic tasks include the ability to add, delete,
and move text in your document, as well as how to cut, copy, and paste.
Using the insertion point to add text
The insertion point is the blinking vertical line in your document. It indicates where you
can enter text on the page. You can use the insertion point in a variety of ways.
Blank document: When a new blank document opens, the insertion point
will appear in the top-left corner of the page. If you want, you can begin
typing from this location.

In a new blank document, you can

double-click the mouse to move
the insertion point elsewhere on
the page.
Adding spaces: Press the spacebar to add spaces after
a word or in between text.

New paragraph line: Press Enter on your keyboard to move the insertion
point to the next paragraph line.
Manual placement: Once you begin typing, you can use the mouse to move
the insertion point to a specific place in your document. Simply click
the location in the text where you want to place it.

Arrow keys: You can also use the arrow keys on your keyboard to move the
insertion point. The left and right arrow keys will move between adjacent
characters on the same line, while the up and down arrows will
move between paragraph lines. You can also press Ctrl+Left or Ctrl+Right to
quickly move between entire words.
Selecting text
Before you can move or format text, you'll need to select it. To do this, click and drag
your mouse over the text, then release the mouse. A highlighted box will appear over
the selected text.

When you select text or images in Word, a hover toolbar with command
shortcuts will appear. If the toolbar does not appear at first, try hovering the
mouse over the selection.
To select multiple lines of text:
1 Move the mouse pointer to the left of any line so it
becomes a right slanted arrow.

2 Click the mouse. The line will be selected.

3 To select multiple lines, click and drag the mouse up or down.

Other shortcuts
include double-clicking to
select a word and triple-
clicking to select an entire
sentence or paragraph.

4 To select all of the text in your document, choose the Select command on
the Home tab, then click Select All. Alternatively, you can press Ctrl+A on
your keyboard.
To delete text:
There are several ways to delete—or remove—text:
If you select text and
To delete text to the left of the insertion point, press start typing, the
the Backspace key on your keyboard. selected text will
automatically be
deleted and replaced
To delete text to the right of the insertion point, press
with the new text.
the Delete key on your keyboard.

Select the text you want to remove, then press

the Delete key.
Copying and moving text
Word allows you to copy text that's already in your document and paste it in other
places, which can save you a lot of time and effort. If you want to move text around in
your document, you can cut and paste or drag and drop.

To copy and paste text:

1 Select the text you want to copy.
2 Click the Copy command on the Home tab. Alternatively, you can
press Ctrl+C on your keyboard.

Place the insertion point where you want the text to

3
appear.
4 Click the Paste command on the Home tab. Alternatively,
you can press Ctrl+V on your keyboard.

5 The text will appear.

To cut and paste text:
1 Select the text you want to cut.

2 Click the Cut command on the Home tab. Alternatively,

you can press Ctrl+X on your keyboard.
3 Place your insertion point where you want the text to appear.

4 Click the Paste command on the Home tab. Alternatively,

you can press Ctrl+V on your keyboard.
5 The text will appear.

You can also cut, copy, and paste by right-clicking your document and
choosing the desired action from the drop-down menu.

When you use this method to paste, you can choose from three options that
determine how the text will be formatted:
Keep Source Formatting, Merge Formatting, and Keep Text Only.

You can hover the mouse over each icon to see what it will look like before
you select it.
 To drag and drop text:
1 Select the text you want to move.

2 Click and drag the text to the location where you want it to appear. A small
rectangle will appear below the arrow to indicate that you are moving text.
3 Release the mouse, and the text will appear.

If text does not appear in the exact location you want, you can press
the Enter key on your keyboard to move the text to a new line.
Undo and Redo
Let's say you're working on a document and accidentally delete some text.
Fortunately, you won't have to retype everything you just deleted! Word allows you
to undo your most recent action when you make a mistake like this.

To do this, locate and select the Undo command on the Quick Access Toolbar.
Alternatively, you can press Ctrl+Z on your keyboard. You can continue using this
command to undo multiple changes in a row.

By contrast, the Redo command allows you to reverse the last undo. You
can also access this command by pressing Ctrl+Y on your keyboard.
 Symbols
If you need to insert an unusual character that's not on your keyboard, such as a copyright
(©) or trademark (™) symbol, you can usually find them with the Symbol command.

To insert a symbol:
1 Place the insertion point where you want the symbol to appear.

2 Click the Insert tab.

3 Locate and select the Symbol command, then choose the desired symbol
from the drop-down menu. If you don't see the one you want, select More
Symbols.

4 The symbol will appear in the document.

Challenge!
1.Open practice document.
2.Scroll to page 2.
3.Place the insertion point at the top of the document and type Now Introducing...
4.Use your arrow keys to move the insertion point to the Signature Detail
Plan's price and change it to $99.99/mo.
5.At the bottom of the document, use drag and drop to move Just leave the
details to us to the end of the last line.
6.At the end of the line you just moved, insert the trademark symbol. If you cannot
find the trademark symbol, insert a different symbol of your choice.
When you're finished, your document should look something like this:
Word 2016 - Formatting Text
Introduction

Formatted text can draw the reader's

attention to specific parts of a document
and emphasize important information. In
Word, you have several options for
adjusting text, including font, size,
and color. You can also adjust
the alignment of the text to change how it
is displayed on the page.
To change the font size: 2 On the Home tab, click the Font size drop-down arrow.
Select a font size from the menu. If the font size you need
1 Select the text you want to modify.
is not available in the menu, you can click the Font size
box and type the desired font size, then press Enter.
3 The font size will change in the document.

You can also use the Grow

Font and Shrink
Font commands to change the
font size.
To change the font:
By default, the font of each new document is set to Calibri. However,
Word provides many other fonts you can use to customize text.

1 Select the text you want to modify. When creating a professional

document or a document
that contains multiple
paragraphs, you'll want to
select a font that's easy to
read. Along with Calibri,
standard reading fonts
include Cambria, Times New
Roman, and Arial.
2 On the Home tab, click the drop-down arrow next to
the Font box. A menu of font styles will appear.

3 Select the font style you want to use. 4 The font will change in the document.
To change the font color:
1 Select the text you want to modify. 2 On the Home tab, click the Font
Color drop-down arrow. The Font
Color menu appears.
3 Select the font color you want to use. The font color will
change in the document. Your color choices aren't limited to the
drop-down menu that appears.
Select More Colors at the bottom of
the menu to access the Colors dialog
box. Choose the color you want, then
click OK.
To use the Bold, Italic, and Underline commands:
The Bold, Italic, and Underline commands can be used to
help draw attention to important words or phrases.

1 Select the text you want to modify. 2 On the Home tab, click the Bold (B),
Italic (I), or Underline (U) command in
the Font group. In our example, we'll
click Bold.
3 The selected text will be modified in the document.
To change text case:
When you need to quickly change text case, you can use the Change
Case command instead of deleting and retyping text.

1 Select the text you want to modify. 2 On the Home tab, click the Change
Case command in the Font group.
3 A drop-down menu will appear. Select the
desired case option from the menu.
4 The text case will be changed in the document.
To highlight text:
Highlighting can be a useful tool for marking important text 2 From the Home tab, click the Text
in your document. Highlight Color drop-down arrow.
1 Select the text you want to highlight. The Highlight Color menu appears.
3 Select the desired highlight color. The selected text will To remove highlighting, select the highlighted
then be highlighted in the document. text, then click the Text Highlight Color drop-
down arrow. Select No Color from the drop-
down menu.

If you need to highlight several lines of text,

changing the mouse into a highlighter may
be a helpful alternative to selecting and
highlighting individual lines. Click the Text
Highlight Color command, and the cursor
changes into a highlighter. You can then click
and drag the highlighter over the lines you
want to highlight.
To change text alignment:
1 Select the text you want to modify. 2 On the Home tab, select one of the
four alignment options from
the Paragraph group. In our
example, we've selected Center
Alignment.
3 The text will be realigned in the document.
Challenge!
1.Open our practice document.
2.Scroll to page 2.
3.Select the words For Rent and change the font size to 48 pt.
4.With the text still selected, change the font to Franklin Gothic Demi. Note: If you don't see this font in the
menu, you can select a different one.
5.Use the Change Case command to change For Rent to UPPERCASE.
6.Change the color of the words For Rent to Gold, Accent 4.
7.Remove the highlight from the phone number (919-555-7237).
8.Select all of the text from For Rent to (919-555-7237) and Center Align.
9.Italicize the text in the paragraph below About Villa Piña.
10.When you're finished, your page should look like this:
 Word 2016
Using Find and Replace
Introduction

When you're working with longer documents, it

can be difficult and time consuming to locate a
specific word or phrase. Word can automatically
search your document using the Find feature,
and it allows you to quickly change words or
phrases using Replace.
To find text
In our example, we've written an academic paper and will use the
Find command to locate all instances of a particular word.

From the Home tab, click the Find command. Alternatively, you can press Ctrl+F on your keyboard.
The navigation pane will appear on the left side of the screen.

Type the text you want to find in the field at the top of the navigation pane. In our example,
we'll type the word we're looking for.
If the text is found in the document, it will be highlighted in yellow and a preview of the results will appear
in the navigation pane. Alternatively, you can click one of the results below the arrows to jump to it.
When you are finished, click the X to close the navigation pane. The highlight will disappear.
For more search options, click the drop-down arrow next to the search field.
To replace text
At times, you may discover that you've made a mistake repeatedly throughout your document—such as
misspelling a person's name—or that you need to exchange a particular word or phrase for another. You can use
Word's Find and Replace feature to quickly make revisions. In our example, we'll use Find and Replace to
change the title of a magazine so it is abbreviated.

From the Home tab, click the Replace command.

Alternatively, you can press Ctrl+H on your keyboard.

The Find and Replace dialog box will

appear.

Type the text you want to find in the Find

what: field.
Type the text you want to replace it with in the Replace
with: field. Then click Find Next.

Word will find the first instance of the text and highlight it in gray.
Review the text to make sure you want to replace it. In our example, the text is part of the title of the paper
and does not need to be replaced. We'll click Find Next again to jump to the next instance.
If you want to replace it, you can click Replace to change individual instances of text. Alternatively, you
can click Replace All to replace every instance of the text throughout the document.
The text will be replaced.

When you're done, click Close or Cancel to close the dialog box.
For more search options, click More in the Find and Replace dialog box. From here, you can
select additional search options, such as matching case and ignoring punctuation.

When it comes to using Replace All, it's important to remember that it could find matches
you didn't anticipate and that you might not actually want to change. You should only use
this option if you're absolutely sure it won't replace anything you didn't intend it to.
Challenge!
1.Open our practice document.
2.Using the Find feature, determine which pages
mention Caroline Gordon.
3.The name T.S. Eliot is misspelled. Replace all instances
of Elliot with Eliot. When you're finished, you should have
made three replacements.
4.Allen Tate's name is also misspelled. Find and
Replace Alan with Allen. Hint: Do not use Replace All.
Otherwise, you might accidentally replace the word balance.
Word 2016 - Indents and Tabs
Introduction
Indenting text adds structure to your document by allowing you to
separate information. Whether you'd like to move a single line or an
entire paragraph, you can use the tab selector and the horizontal
ruler to set tabs and indents.
Indenting text
In many types of documents, you may want to indent only the first line of each
paragraph. This helps to visually separate paragraphs from one another.
It's also possible to indent every line except for the first line, which is
known as a hanging indent.
To indent using the Tab key
A quick way to indent is to use the Tab key. This will create a first-line indent of 1/2 inch.
1 Place the insertion point at the very beginning of the paragraph you want to indent.
2 Press the Tab key. On the Ruler, you should see the first-line indent marker move to
the right by 1/2 inch.

3 The first line of the paragraph will be indented.

If you can't see the Ruler, select the View tab, then click
the check box next to the Ruler.
Indent markers
In some cases, you may want to have more The indent markers are located to the
control over indents. Word provides indent left of the horizontal ruler, and they
markers that allow you to indent paragraphs to provide several indenting options:
the location you want.
First-line indent marker adjusts the first-line indent

Hanging indent marker adjusts the hanging indent

Left indent marker moves both the first-line indent

and hanging indent markers at the same time
(this will indent all lines in a paragraph)
To indent using the indent markers
1 Place the insertion point anywhere in the paragraph you want to indent, or select one or
more paragraphs.
2 Click and drag the desired indent 3 Release the mouse. The paragraphs
marker. In our example, we'll click and will be indented.
drag the left indent marker.
To indent using the Indent commands
If you want to indent multiple lines of text or all lines of a paragraph, you can use the Indent commands.
The Indent commands will adjust the indent by 1/2-inch increments.

1 Select the text you want to indent. 2 On the Home tab, click the Increase Indent or Decrease
Indent command.
3 The text will indent. To customize the indent amounts, select the Layout tab
near the desired values in the boxes under Indent.
Tabs
Using tabs gives you more control over the placement of text. By default, every time you press the Tab key, the
insertion point will move 1/2 inch to the right. Adding tab stops to the Ruler allows you to change the size of the
tabs, and Word even allows you to apply more than one tab stop to a single line. For example, on a resume you
could left-align the beginning of a line and right-align the end of the line by adding a Right Tab, as shown in the
image below.

Pressing the Tab key can either add a tab or create a first-line indent, depending on where
the insertion point is. Generally, if the insertion point is at the beginning of an existing
paragraph, it will create a first-line indent; otherwise, it will create a tab.
The tab selector Types of tab stops:
The tab selector is located above
•Left Tab left-aligns the text at the tab stop.
the vertical ruler on the left. Hover the
mouse over the tab selector to see the
name of the active tab stop. •Center Tab centers the text around the tab stop.

•Right Tab right-aligns the text at the tab stop.

•Decimal Tab aligns decimal numbers using the

decimal point.

•Bar Tab draws a vertical line on the document.

•First Line Indent inserts the indent marker on the Rule

and indents the first line of text in a paragraph.

Although Bar Tab, First •Hanging Indent inserts the hanging indent marker
Line Indent, and Hanging
Indent appear on the tab and indents all lines other than the first line.
selector, they're not
technically tabs.
To add tab stops
1 Select the paragraph or paragraphs you want to add tab stops to. If you don't select any
paragraphs, the tab stops will apply to the current paragraph and any new paragraphs you
type below it.
2 Click the tab selector until the tab stop you want to use
appears. In our example, we'll select Right Tab.
3 Click the location on the horizontal ruler where you want your text to appear (it helps to click on
the bottom edge of the Ruler). You can add as many tab stops as you want.

4 Place the insertion point in front of the text you want to tab, then press the Tab key. The text will
jump to the next tab stop. In our example, we will move each date range to the tab stop we created.
Removing tab stops
It's a good idea to remove any tab stops you aren't using so they don't get in the way. To remove a tab stop,
first select all of the text that uses the tab stop. Then click and drag it off of the Ruler.
Word can also display hidden formatting symbols such as

spaces , paragraph marks , and tabs to help you see the formatting in your document.
To show hidden formatting symbols, select the Home tab, then click the Show/Hide command.
Challenge!
1.Open our practice document.
2.Use the Tab key to indent the beginning of each paragraph in the body of the cover letter. These start with I am
exceedingly interested, While working toward, and Enclosed is a copy.
3.When you're finished, the first page should look like this:
1.Scroll to page 2.
2.Select all of the text below Training & Education on page 2.
3.Place a right tab at the 6" (15.25 cm) mark.
4.Insert your cursor before each date range, then press the Tab key. These dates include 2008, 1997-2001,
and 1995-1997.
5.Select each job description under the Experience section and move the Left Indent to the 0.25" (50 mm)
mark.
6.When you're finished, page 2 should look something like this:
 Word 2016
Line and Paragraph Spacing
Introduction
As you design your document and make formatting
decisions, you will need to
consider line and paragraph spacing. You
can increase spacing to improve readability
and reduce it to fit more text on the page.
About line spacing
Line spacing is the space between each line in a paragraph. Word allows you to customize the line spacing to
be single spaced (one line high), double spaced (two lines high), or any other amount you want. The default
spacing in Word is 1.08 lines, which is slightly larger than single spaced.

In the images below, you can compare different types of line spacing. From left to right,
these images show default line spacing, single spacing, and double spacing.

Line spacing is also

known as leading
(pronounced to
rhyme
with wedding).
To format line spacing
1 Select the text you want to format.
2 On the Home tab, click the Line and Paragraph Spacing command, then select the
desired line spacing.
3 The line spacing will change in the document.
Fine tuning line spacing
our line spacing options aren't limited to the ones in the Line and Paragraph Spacing menu. To adjust
spacing with more precision, select Line Spacing Options from the menu to access the Paragraph dialog
box. You'll then have a few additional options you can use to customize spacing.

Exactly: When you choose this option, the line spacing

is measured in points, just like font size. For example, if
you're using 12-point text, you could use 15-
point spacing.

At least: Like the Exactly option, this lets you choose

how many points of spacing you want. However, if you
have different sizes of text on the same line, the spacing
will expand to fit the larger text.

Multiple: This option lets you type the number of lines of

spacing you want. For example, choosing Multiple and
changing the spacing to 1.2 will make the text slightly
more spread out than single-spaced text. If you want the
lines to be closer together, you can choose a smaller
value, like 0.9.
Paragraph spacing
In our example, we'll increase the space before each paragraph to separate them a bit more. This will
make it a little easier to read.
1 Select the paragraph or paragraphs you want to format.
2 On the Home tab, click the Line and Paragraph Spacing command. Click Add Space Before
Paragraph or Remove Space After Paragraph from the drop-down menu. In our example, we'll
select Add Space Before Paragraph.
3 The paragraph spacing will change in the document.
4 From the drop-down menu, you can also select Line Spacing Options to open the Paragraph dialog
box. From here, you can control how much space there is before and after the paragraph.

You can use Word's

convenient Set as
Default feature
to save all of
the formatting changes
you've made and
automatically apply them
to new documents. To
learn how to do this, read
our article on Changing
Your Default Settings in
Word.
Challenge!
1.Open our practice document.
2.Select the the date and the address block. This starts with April 13, 2016, and ends with Trenton, NJ
08601.
3.Change the spacing before the paragraph to 12 pt and the spacing after the paragraph to 30 pt.
4.Select the body of the letter. This starts with I am exceedingly and ends with your consideration.
5.Change the line spacing to 1.15.
6.When you're finished, your page should look like this:
 Word 2016 - Lists
Introduction
Bulleted and numbered lists can be used in your documents
to outline, arrange, and emphasize text. In this lesson, you
will learn how to modify existing bullets, insert
new bulleted and numbered lists, select symbols as bullets,
and format multilevel lists.
To create a bulleted list:
1 To create a bulleted list: 2 On the Home tab, click the drop-down
arrow next to the Bullets command. A menu of
bullet styles will appear.
3 Move the mouse over the various bullet styles. A live preview of the bullet style will appear in the
document. Select the bullet style you want to use.

4 The text will be formatted as a bulleted list.

Options for working with lists
To remove numbers or bullets from a list, select the list
and click the Bulleted or Numbered list command.

When you're editing a list you can press Enter to start a

new line, and the new line will automatically have a bullet
or number. When you've reached the end of your list,
press Enter twice to return to normal formatting.

By dragging the indent markers on the Ruler, you can

customize the indenting of your list and the distance
between the text and the bullet or number.
To create a numbered list:
When you need to organize text into a numbered list, Word offers several numbering options. You
can format your list with numbers, letters, or Roman numerals.
1 Select the text you want to format as a list. 2 On the Home tab, click the drop-down
arrow next to the Numbering command.
A menu of numbering styles will appear.
3 Move the mouse over the various 4 The text will format as a numbered list.
numbering styles. A live preview of the
numbering style will appear in the
document. Select the numbering style
you want to use.
To restart a numbered list:
If you want to restart the numbering of a list, Word has a Restart at 1 option. It can be applied
to numeric and alphabetical lists.
1 Right-click the list item you want to restart the numbering
for, then select Restart at 1 from the menu that appears.
2 The list numbering will restart. You can also set a list to continue numbering
from the previous list. To do this, right-click and
select Continue Numbering.
Customizing bullets
Customizing the look of the bullets in your list can help you emphasize certain list items and personalize the
design of your list. Word allows you to format bullets in a variety of ways. You can use symbols and
different colors, or even upload a picture as a bullet.
2 Select an existing list you want to format.
To use a symbol as a bullet:
1 Select an existing list you want to format.
3 The Define New Bullet dialog box will appear. Click 5 Click the Font drop-down box and select a
the Symbol button. font. The Wingdings and Symbol fonts are
good choices because they have many useful
symbols.

Select the desired symbol, then click OK.

4 The Symbol dialog box will appear.

6 The symbol will appear in the Preview section of the 7 The symbol will appear in the list.
Define New Bullet dialog box. Click OK.
To change the bullet color:
1 Select an existing list you want to format. 2 On the Home tab, click the drop-down arrow next to
the Bullets command. Select Define New Bullet from
the drop-down menu.
3 The Define New Bullet dialog box will appear. Click 5 Select the desired color, then click OK.
the Font button.

4 The Font dialog box will appear. Click the Font

Color drop-down box. A menu of font colors will appear.
6 The bullet color will appear in the Preview section of the 7 The bullet color will change in the list.
Define New Bullet dialog box. Click OK.
Multilevel lists
Multilevel lists allow you to create
an outline with multiple levels. Any bulleted or numbered
list can be turned into a multilevel list by using
the Tab key.
To create a multilevel list:
1 Place the insertion point at the 2 Press the Tab key to increase the
beginning of the line you want to move. indent level of the line. The line will
move to the right.
To increase or decrease an indent level:
You can make adjustments to the organization of a multilevel list by increasing or decreasing
the indent levels. There are several ways to change the indent level.
To increase the indent by more than one level, place the insertion point at the beginning
of the line, then press the Tab key until the desired level is reached.
To decrease the indent level, place the insertion point at the beginning of the
line, then hold the Shift key and press the Tab key.
You can also increase or decrease the levels of text by
placing the insertion point anywhere in the line and
clicking the Increase Indent or Decrease
Indent commands.

When formatting a multilevel list, Word will use the default

bullet style. To change the style of a multilevel list, select
the list, then click the Multilevel list command on
the Home tab.
Challenge!
1.Open our practice document.
2.Scroll to page 3.
3.Select the text under New Members starting with Carolyn and ending with Co-Treasurer, and format it as
a bulleted list.
4.With the text still selected, use the Define New Bullet dialog box to change the bullets to a green
star. Hint: You can find a star in the Wingdings font.
5.Increase the indent level by 1 for the lines Social Media Marketing, Fundraising, and Co-Treasurer.
6.Increase the indent level by 2 for the line Primarily Europe.
7.In the Treasurer's Report list, decrease the indent level by 1 for the line Amount available this month.
8.In the Communications Report list, restart the numbering at 1.
9.When you're finished, your page should look something like this:
Word 2016 - Text Basics

Introduction
If you're new to Microsoft Word, you'll need to learn the basics of typing,
editing, and organizing text. Basic tasks include the ability to add, delete,
and move text in your document, as well as how to cut, copy, and paste.
Using the insertion point to add text
The insertion point is the blinking vertical line in your document. It indicates where you
can enter text on the page. You can use the insertion point in a variety of ways.
Blank document: When a new blank document opens, the insertion point
will appear in the top-left corner of the page. If you want, you can begin
typing from this location.

In a new blank document, you can

double-click the mouse to move
the insertion point elsewhere on
the page.
Adding spaces: Press the spacebar to add spaces after
a word or in between text.

New paragraph line: Press Enter on your keyboard to move the insertion
point to the next paragraph line.
Manual placement: Once you begin typing, you can use the mouse to move
the insertion point to a specific place in your document. Simply click
the location in the text where you want to place it.

Arrow keys: You can also use the arrow keys on your keyboard to move the
insertion point. The left and right arrow keys will move between adjacent
characters on the same line, while the up and down arrows will
move between paragraph lines. You can also press Ctrl+Left or Ctrl+Right to
quickly move between entire words.
Selecting text
Before you can move or format text, you'll need to select it. To do this, click and drag
your mouse over the text, then release the mouse. A highlighted box will appear over
the selected text.

When you select text or images in Word, a hover toolbar with command
shortcuts will appear. If the toolbar does not appear at first, try hovering the
mouse over the selection.
To select multiple lines of text:
1 Move the mouse pointer to the left of any line so it
becomes a right slanted arrow.

2 Click the mouse. The line will be selected.

3 To select multiple lines, click and drag the mouse up or down.

Other shortcuts
include double-clicking to
select a word and triple-
clicking to select an entire
sentence or paragraph.

4 To select all of the text in your document, choose the Select command on
the Home tab, then click Select All. Alternatively, you can press Ctrl+A on
your keyboard.
To delete text:
There are several ways to delete—or remove—text:
If you select text and
To delete text to the left of the insertion point, press start typing, the
the Backspace key on your keyboard. selected text will
automatically be
deleted and replaced
To delete text to the right of the insertion point, press
with the new text.
the Delete key on your keyboard.

Select the text you want to remove, then press

the Delete key.
Copying and moving text
Word allows you to copy text that's already in your document and paste it in other
places, which can save you a lot of time and effort. If you want to move text around in
your document, you can cut and paste or drag and drop.

To copy and paste text:

1 Select the text you want to copy.
2 Click the Copy command on the Home tab. Alternatively, you can
press Ctrl+C on your keyboard.

Place the insertion point where you want the text to

3
appear.
4 Click the Paste command on the Home tab. Alternatively,
you can press Ctrl+V on your keyboard.

5 The text will appear.

To cut and paste text:
1 Select the text you want to cut.

2 Click the Cut command on the Home tab. Alternatively,

you can press Ctrl+X on your keyboard.
3 Place your insertion point where you want the text to appear.

4 Click the Paste command on the Home tab. Alternatively,

you can press Ctrl+V on your keyboard.
5 The text will appear.

You can also cut, copy, and paste by right-clicking your document and
choosing the desired action from the drop-down menu.

When you use this method to paste, you can choose from three options that
determine how the text will be formatted:
Keep Source Formatting, Merge Formatting, and Keep Text Only.

You can hover the mouse over each icon to see what it will look like before
you select it.
 To drag and drop text:
1 Select the text you want to move.

2 Click and drag the text to the location where you want it to appear. A small
rectangle will appear below the arrow to indicate that you are moving text.
3 Release the mouse, and the text will appear.

If text does not appear in the exact location you want, you can press
the Enter key on your keyboard to move the text to a new line.
Undo and Redo
Let's say you're working on a document and accidentally delete some text.
Fortunately, you won't have to retype everything you just deleted! Word allows you
to undo your most recent action when you make a mistake like this.

To do this, locate and select the Undo command on the Quick Access Toolbar.
Alternatively, you can press Ctrl+Z on your keyboard. You can continue using this
command to undo multiple changes in a row.

By contrast, the Redo command allows you to reverse the last undo. You
can also access this command by pressing Ctrl+Y on your keyboard.
 Symbols
If you need to insert an unusual character that's not on your keyboard, such as a copyright
(©) or trademark (™) symbol, you can usually find them with the Symbol command.

To insert a symbol:
1 Place the insertion point where you want the symbol to appear.

2 Click the Insert tab.

3 Locate and select the Symbol command, then choose the desired symbol
from the drop-down menu. If you don't see the one you want, select More
Symbols.

4 The symbol will appear in the document.

Challenge!
1.Open practice document.
2.Scroll to page 2.
3.Place the insertion point at the top of the document and type Now Introducing...
4.Use your arrow keys to move the insertion point to the Signature Detail
Plan's price and change it to $99.99/mo.
5.At the bottom of the document, use drag and drop to move Just leave the
details to us to the end of the last line.
6.At the end of the line you just moved, insert the trademark symbol. If you cannot
find the trademark symbol, insert a different symbol of your choice.
When you're finished, your document should look something like this:
Word 2016 - Formatting Text
Introduction

Formatted text can draw the reader's

attention to specific parts of a document
and emphasize important information. In
Word, you have several options for
adjusting text, including font, size,
and color. You can also adjust
the alignment of the text to change how it
is displayed on the page.
To change the font size: 2 On the Home tab, click the Font size drop-down arrow.
Select a font size from the menu. If the font size you need
1 Select the text you want to modify.
is not available in the menu, you can click the Font size
box and type the desired font size, then press Enter.
3 The font size will change in the document.

You can also use the Grow

Font and Shrink
Font commands to change the
font size.
To change the font:
By default, the font of each new document is set to Calibri. However,
Word provides many other fonts you can use to customize text.

1 Select the text you want to modify. When creating a professional

document or a document
that contains multiple
paragraphs, you'll want to
select a font that's easy to
read. Along with Calibri,
standard reading fonts
include Cambria, Times New
Roman, and Arial.
2 On the Home tab, click the drop-down arrow next to
the Font box. A menu of font styles will appear.

3 Select the font style you want to use. 4 The font will change in the document.
To change the font color:
1 Select the text you want to modify. 2 On the Home tab, click the Font
Color drop-down arrow. The Font
Color menu appears.
3 Select the font color you want to use. The font color will
change in the document. Your color choices aren't limited to the
drop-down menu that appears.
Select More Colors at the bottom of
the menu to access the Colors dialog
box. Choose the color you want, then
click OK.
To use the Bold, Italic, and Underline commands:
The Bold, Italic, and Underline commands can be used to
help draw attention to important words or phrases.

1 Select the text you want to modify. 2 On the Home tab, click the Bold (B),
Italic (I), or Underline (U) command in
the Font group. In our example, we'll
click Bold.
3 The selected text will be modified in the document.
To change text case:
When you need to quickly change text case, you can use the Change
Case command instead of deleting and retyping text.

1 Select the text you want to modify. 2 On the Home tab, click the Change
Case command in the Font group.
3 A drop-down menu will appear. Select the
desired case option from the menu.
4 The text case will be changed in the document.
To highlight text:
Highlighting can be a useful tool for marking important text 2 From the Home tab, click the Text
in your document. Highlight Color drop-down arrow.
1 Select the text you want to highlight. The Highlight Color menu appears.
3 Select the desired highlight color. The selected text will To remove highlighting, select the highlighted
then be highlighted in the document. text, then click the Text Highlight Color drop-
down arrow. Select No Color from the drop-
down menu.

If you need to highlight several lines of text,

changing the mouse into a highlighter may
be a helpful alternative to selecting and
highlighting individual lines. Click the Text
Highlight Color command, and the cursor
changes into a highlighter. You can then click
and drag the highlighter over the lines you
want to highlight.
To change text alignment:
1 Select the text you want to modify. 2 On the Home tab, select one of the
four alignment options from
the Paragraph group. In our
example, we've selected Center
Alignment.
3 The text will be realigned in the document.
Challenge!
1.Open our practice document.
2.Scroll to page 2.
3.Select the words For Rent and change the font size to 48 pt.
4.With the text still selected, change the font to Franklin Gothic Demi. Note: If you don't see this font in the
menu, you can select a different one.
5.Use the Change Case command to change For Rent to UPPERCASE.
6.Change the color of the words For Rent to Gold, Accent 4.
7.Remove the highlight from the phone number (919-555-7237).
8.Select all of the text from For Rent to (919-555-7237) and Center Align.
9.Italicize the text in the paragraph below About Villa Piña.
10.When you're finished, your page should look like this:
 Word 2016
Using Find and Replace
Introduction

When you're working with longer documents, it

can be difficult and time consuming to locate a
specific word or phrase. Word can automatically
search your document using the Find feature,
and it allows you to quickly change words or
phrases using Replace.
To find text
In our example, we've written an academic paper and will use the
Find command to locate all instances of a particular word.

From the Home tab, click the Find command. Alternatively, you can press Ctrl+F on your keyboard.
The navigation pane will appear on the left side of the screen.

Type the text you want to find in the field at the top of the navigation pane. In our example,
we'll type the word we're looking for.
If the text is found in the document, it will be highlighted in yellow and a preview of the results will appear
in the navigation pane. Alternatively, you can click one of the results below the arrows to jump to it.
When you are finished, click the X to close the navigation pane. The highlight will disappear.
For more search options, click the drop-down arrow next to the search field.
To replace text
At times, you may discover that you've made a mistake repeatedly throughout your document—such as
misspelling a person's name—or that you need to exchange a particular word or phrase for another. You can use
Word's Find and Replace feature to quickly make revisions. In our example, we'll use Find and Replace to
change the title of a magazine so it is abbreviated.

From the Home tab, click the Replace command.

Alternatively, you can press Ctrl+H on your keyboard.

The Find and Replace dialog box will

appear.

Type the text you want to find in the Find

what: field.
Type the text you want to replace it with in the Replace
with: field. Then click Find Next.

Word will find the first instance of the text and highlight it in gray.
Review the text to make sure you want to replace it. In our example, the text is part of the title of the paper
and does not need to be replaced. We'll click Find Next again to jump to the next instance.
If you want to replace it, you can click Replace to change individual instances of text. Alternatively, you
can click Replace All to replace every instance of the text throughout the document.
The text will be replaced.

When you're done, click Close or Cancel to close the dialog box.
For more search options, click More in the Find and Replace dialog box. From here, you can
select additional search options, such as matching case and ignoring punctuation.

When it comes to using Replace All, it's important to remember that it could find matches
you didn't anticipate and that you might not actually want to change. You should only use
this option if you're absolutely sure it won't replace anything you didn't intend it to.
Challenge!
1.Open our practice document.
2.Using the Find feature, determine which pages
mention Caroline Gordon.
3.The name T.S. Eliot is misspelled. Replace all instances
of Elliot with Eliot. When you're finished, you should have
made three replacements.
4.Allen Tate's name is also misspelled. Find and
Replace Alan with Allen. Hint: Do not use Replace All.
Otherwise, you might accidentally replace the word balance.
Word 2016 - Indents and Tabs
Introduction
Indenting text adds structure to your document by allowing you to
separate information. Whether you'd like to move a single line or an
entire paragraph, you can use the tab selector and the horizontal
ruler to set tabs and indents.
Indenting text
In many types of documents, you may want to indent only the first line of each
paragraph. This helps to visually separate paragraphs from one another.
It's also possible to indent every line except for the first line, which is
known as a hanging indent.
To indent using the Tab key
A quick way to indent is to use the Tab key. This will create a first-line indent of 1/2 inch.
1 Place the insertion point at the very beginning of the paragraph you want to indent.
2 Press the Tab key. On the Ruler, you should see the first-line indent marker move to
the right by 1/2 inch.

3 The first line of the paragraph will be indented.

If you can't see the Ruler, select the View tab, then click
the check box next to the Ruler.
Indent markers
In some cases, you may want to have more The indent markers are located to the
control over indents. Word provides indent left of the horizontal ruler, and they
markers that allow you to indent paragraphs to provide several indenting options:
the location you want.
First-line indent marker adjusts the first-line indent

Hanging indent marker adjusts the hanging indent

Left indent marker moves both the first-line indent

and hanging indent markers at the same time
(this will indent all lines in a paragraph)
To indent using the indent markers
1 Place the insertion point anywhere in the paragraph you want to indent, or select one or
more paragraphs.
2 Click and drag the desired indent 3 Release the mouse. The paragraphs
marker. In our example, we'll click and will be indented.
drag the left indent marker.
To indent using the Indent commands
If you want to indent multiple lines of text or all lines of a paragraph, you can use the Indent commands.
The Indent commands will adjust the indent by 1/2-inch increments.

1 Select the text you want to indent. 2 On the Home tab, click the Increase Indent or Decrease
Indent command.
3 The text will indent. To customize the indent amounts, select the Layout tab
near the desired values in the boxes under Indent.
Tabs
Using tabs gives you more control over the placement of text. By default, every time you press the Tab key, the
insertion point will move 1/2 inch to the right. Adding tab stops to the Ruler allows you to change the size of the
tabs, and Word even allows you to apply more than one tab stop to a single line. For example, on a resume you
could left-align the beginning of a line and right-align the end of the line by adding a Right Tab, as shown in the
image below.

Pressing the Tab key can either add a tab or create a first-line indent, depending on where
the insertion point is. Generally, if the insertion point is at the beginning of an existing
paragraph, it will create a first-line indent; otherwise, it will create a tab.
The tab selector Types of tab stops:
The tab selector is located above
•Left Tab left-aligns the text at the tab stop.
the vertical ruler on the left. Hover the
mouse over the tab selector to see the
name of the active tab stop. •Center Tab centers the text around the tab stop.

•Right Tab right-aligns the text at the tab stop.

•Decimal Tab aligns decimal numbers using the

decimal point.

•Bar Tab draws a vertical line on the document.

•First Line Indent inserts the indent marker on the Rule

and indents the first line of text in a paragraph.

Although Bar Tab, First •Hanging Indent inserts the hanging indent marker
Line Indent, and Hanging
Indent appear on the tab and indents all lines other than the first line.
selector, they're not
technically tabs.
To add tab stops
1 Select the paragraph or paragraphs you want to add tab stops to. If you don't select any
paragraphs, the tab stops will apply to the current paragraph and any new paragraphs you
type below it.
2 Click the tab selector until the tab stop you want to use
appears. In our example, we'll select Right Tab.
3 Click the location on the horizontal ruler where you want your text to appear (it helps to click on
the bottom edge of the Ruler). You can add as many tab stops as you want.

4 Place the insertion point in front of the text you want to tab, then press the Tab key. The text will
jump to the next tab stop. In our example, we will move each date range to the tab stop we created.
Removing tab stops
It's a good idea to remove any tab stops you aren't using so they don't get in the way. To remove a tab stop,
first select all of the text that uses the tab stop. Then click and drag it off of the Ruler.
Word can also display hidden formatting symbols such as

spaces , paragraph marks , and tabs to help you see the formatting in your document.
To show hidden formatting symbols, select the Home tab, then click the Show/Hide command.
Challenge!
1.Open our practice document.
2.Use the Tab key to indent the beginning of each paragraph in the body of the cover letter. These start with I am
exceedingly interested, While working toward, and Enclosed is a copy.
3.When you're finished, the first page should look like this:
1.Scroll to page 2.
2.Select all of the text below Training & Education on page 2.
3.Place a right tab at the 6" (15.25 cm) mark.
4.Insert your cursor before each date range, then press the Tab key. These dates include 2008, 1997-2001,
and 1995-1997.
5.Select each job description under the Experience section and move the Left Indent to the 0.25" (50 mm)
mark.
6.When you're finished, page 2 should look something like this:
 Word 2016
Line and Paragraph Spacing
Introduction
As you design your document and make formatting
decisions, you will need to
consider line and paragraph spacing. You
can increase spacing to improve readability
and reduce it to fit more text on the page.
About line spacing
Line spacing is the space between each line in a paragraph. Word allows you to customize the line spacing to
be single spaced (one line high), double spaced (two lines high), or any other amount you want. The default
spacing in Word is 1.08 lines, which is slightly larger than single spaced.

In the images below, you can compare different types of line spacing. From left to right,
these images show default line spacing, single spacing, and double spacing.

Line spacing is also

known as leading
(pronounced to
rhyme
with wedding).
To format line spacing
1 Select the text you want to format.
2 On the Home tab, click the Line and Paragraph Spacing command, then select the
desired line spacing.
3 The line spacing will change in the document.
Fine tuning line spacing
our line spacing options aren't limited to the ones in the Line and Paragraph Spacing menu. To adjust
spacing with more precision, select Line Spacing Options from the menu to access the Paragraph dialog
box. You'll then have a few additional options you can use to customize spacing.

Exactly: When you choose this option, the line spacing

is measured in points, just like font size. For example, if
you're using 12-point text, you could use 15-
point spacing.

At least: Like the Exactly option, this lets you choose

how many points of spacing you want. However, if you
have different sizes of text on the same line, the spacing
will expand to fit the larger text.

Multiple: This option lets you type the number of lines of

spacing you want. For example, choosing Multiple and
changing the spacing to 1.2 will make the text slightly
more spread out than single-spaced text. If you want the
lines to be closer together, you can choose a smaller
value, like 0.9.
Paragraph spacing
In our example, we'll increase the space before each paragraph to separate them a bit more. This will
make it a little easier to read.
1 Select the paragraph or paragraphs you want to format.
2 On the Home tab, click the Line and Paragraph Spacing command. Click Add Space Before
Paragraph or Remove Space After Paragraph from the drop-down menu. In our example, we'll
select Add Space Before Paragraph.
3 The paragraph spacing will change in the document.
4 From the drop-down menu, you can also select Line Spacing Options to open the Paragraph dialog
box. From here, you can control how much space there is before and after the paragraph.

You can use Word's

convenient Set as
Default feature
to save all of
the formatting changes
you've made and
automatically apply them
to new documents. To
learn how to do this, read
our article on Changing
Your Default Settings in
Word.
Challenge!
1.Open our practice document.
2.Select the the date and the address block. This starts with April 13, 2016, and ends with Trenton, NJ
08601.
3.Change the spacing before the paragraph to 12 pt and the spacing after the paragraph to 30 pt.
4.Select the body of the letter. This starts with I am exceedingly and ends with your consideration.
5.Change the line spacing to 1.15.
6.When you're finished, your page should look like this:
 Word 2016 - Lists
Introduction
Bulleted and numbered lists can be used in your documents
to outline, arrange, and emphasize text. In this lesson, you
will learn how to modify existing bullets, insert
new bulleted and numbered lists, select symbols as bullets,
and format multilevel lists.
To create a bulleted list:
1 To create a bulleted list: 2 On the Home tab, click the drop-down
arrow next to the Bullets command. A menu of
bullet styles will appear.
3 Move the mouse over the various bullet styles. A live preview of the bullet style will appear in the
document. Select the bullet style you want to use.

4 The text will be formatted as a bulleted list.

Options for working with lists
To remove numbers or bullets from a list, select the list
and click the Bulleted or Numbered list command.

When you're editing a list you can press Enter to start a

new line, and the new line will automatically have a bullet
or number. When you've reached the end of your list,
press Enter twice to return to normal formatting.

By dragging the indent markers on the Ruler, you can

customize the indenting of your list and the distance
between the text and the bullet or number.
To create a numbered list:
When you need to organize text into a numbered list, Word offers several numbering options. You
can format your list with numbers, letters, or Roman numerals.
1 Select the text you want to format as a list. 2 On the Home tab, click the drop-down
arrow next to the Numbering command.
A menu of numbering styles will appear.
3 Move the mouse over the various 4 The text will format as a numbered list.
numbering styles. A live preview of the
numbering style will appear in the
document. Select the numbering style
you want to use.
To restart a numbered list:
If you want to restart the numbering of a list, Word has a Restart at 1 option. It can be applied
to numeric and alphabetical lists.
1 Right-click the list item you want to restart the numbering
for, then select Restart at 1 from the menu that appears.
2 The list numbering will restart. You can also set a list to continue numbering
from the previous list. To do this, right-click and
select Continue Numbering.
Customizing bullets
Customizing the look of the bullets in your list can help you emphasize certain list items and personalize the
design of your list. Word allows you to format bullets in a variety of ways. You can use symbols and
different colors, or even upload a picture as a bullet.
2 Select an existing list you want to format.
To use a symbol as a bullet:
1 Select an existing list you want to format.
3 The Define New Bullet dialog box will appear. Click 5 Click the Font drop-down box and select a
the Symbol button. font. The Wingdings and Symbol fonts are
good choices because they have many useful
symbols.

Select the desired symbol, then click OK.

4 The Symbol dialog box will appear.

6 The symbol will appear in the Preview section of the 7 The symbol will appear in the list.
Define New Bullet dialog box. Click OK.
To change the bullet color:
1 Select an existing list you want to format. 2 On the Home tab, click the drop-down arrow next to
the Bullets command. Select Define New Bullet from
the drop-down menu.
3 The Define New Bullet dialog box will appear. Click 5 Select the desired color, then click OK.
the Font button.

4 The Font dialog box will appear. Click the Font

Color drop-down box. A menu of font colors will appear.
6 The bullet color will appear in the Preview section of the 7 The bullet color will change in the list.
Define New Bullet dialog box. Click OK.
Multilevel lists
Multilevel lists allow you to create
an outline with multiple levels. Any bulleted or numbered
list can be turned into a multilevel list by using
the Tab key.
To create a multilevel list:
1 Place the insertion point at the 2 Press the Tab key to increase the
beginning of the line you want to move. indent level of the line. The line will
move to the right.
To increase or decrease an indent level:
You can make adjustments to the organization of a multilevel list by increasing or decreasing
the indent levels. There are several ways to change the indent level.
To increase the indent by more than one level, place the insertion point at the beginning
of the line, then press the Tab key until the desired level is reached.
To decrease the indent level, place the insertion point at the beginning of the
line, then hold the Shift key and press the Tab key.
You can also increase or decrease the levels of text by
placing the insertion point anywhere in the line and
clicking the Increase Indent or Decrease
Indent commands.

When formatting a multilevel list, Word will use the default

bullet style. To change the style of a multilevel list, select
the list, then click the Multilevel list command on
the Home tab.
Challenge!
1.Open our practice document.
2.Scroll to page 3.
3.Select the text under New Members starting with Carolyn and ending with Co-Treasurer, and format it as
a bulleted list.
4.With the text still selected, use the Define New Bullet dialog box to change the bullets to a green
star. Hint: You can find a star in the Wingdings font.
5.Increase the indent level by 1 for the lines Social Media Marketing, Fundraising, and Co-Treasurer.
6.Increase the indent level by 2 for the line Primarily Europe.
7.In the Treasurer's Report list, decrease the indent level by 1 for the line Amount available this month.
8.In the Communications Report list, restart the numbering at 1.
9.When you're finished, your page should look something like this:
Working with Objects
 Word 2016
Pictures and Text Wrapping
Introduction
Adding pictures to your document can be a great way
to illustrate important information and
add decorative accents to existing text. Used in
moderation, pictures can improve the overall
appearance of your document.
To insert a picture from a file:
If you have a specific image in mind, you can insert a picture from a file. In our example, we'll insert a picture saved locally on our
computer. If you'd like to work along with our example, right-click the image below and save it to your computer.
Place the insertion point where you want the image to appear.
Select the Insert tab on the Ribbon, then click the Pictures command.
The Insert Picture dialog box will appear. Navigate to the folder where your image is located, then select the image and
click Insert.
The image will appear in the document.
To resize an image, click and drag one of the corner sizing handles. The image
will change size while keeping the same proportions. If you want to stretch it
horizontally or vertically, you can use the side sizing handles.
Changing text wrapping settings
When you insert a picture from a file, you may notice that it's difficult to move it
exactly where you want. This is because the text wrapping for the image is set
to In Line with Text. You'll need to change the text wrapping setting if you want
to move the image freely, or if you just want the text to wrap around the image in
a more natural way.
To wrap text around an image:
Select the image you want to wrap text around. The Format tab will appear on the right side of the Ribbon.
On the Format tab, click the Wrap Text command in the Arrange group. Then select the desired text wrapping option. In our
example, we'll select In Front of Text so we can freely move it without affecting the text. Alternatively, you can select More
Layout Options to fine tune the layout.
The text will wrap around the image. You can now move the image if you want. Just click and drag it to the desired location.
As you move it, alignment guides will appear to help you align the image on the page.
Alternatively, you can access text wrapping options by selecting the image and clicking the Layout Options button
that appears.
If the alignment guides do not appear, select the Page Layout tab, then click the Align command. Select Use Alignment
Guides from the drop-down menu that appears.
Using a predefined text wrapping setting
Predefined text wrapping allows you to quickly move the image to a specific location on the page. The text will automatically wrap
around the object so it's still easy to read.
Inserting online pictures
If you don't have the picture you want on your computer, you can find a picture online to add to your document. Word offers two options for finding
online pictures.
OneDrive: You can insert an image stored on your OneDrive. You can also link
other online accounts with your Microsoft account, such as Facebook and Flickr.
Bing Image Search: You can use this option to search the Internet for images. By default, Bing only shows images that are licensed
under Creative Commons, which means you can use them for your own projects. However, you should click the link to the image's website to
see if there are any restrictions on how it can be used.
To insert an online picture:
Place the insertion point where you want the image to appear.
Select the Insert tab, then click the Online Pictures command.

The Insert Pictures dialog box will appear.

Choose Bing Image Search or your OneDrive. In our example, we'll use Bing Image Search.
Press the Enter key. Your search results will appear in the box.
Select the desired image, then click Insert.
The image will appear in the document.

When adding images, videos, or music to your own projects, it's important to make sure you have the legal rights to use them. Most
things you buy or download online are protected by copyright, which means you may not be allowed to use them.
Challenge!
1.Open our practice document and scroll to page 3.
2.Change the text wrapping of the dog picture to Square.
3.Drag the picture to the right side of the bottom paragraph.
4.Place your insertion point next to the Community Reminders heading.
5.Use the Online Pictures command and type the word Recycle into the
search.
6.Insert a recycling symbol.
7.If needed, use the corner sizing handle to resize the recycling symbol so
everything fits on page 3.
8.Change the text wrapping to Square and drag the symbol to the right side of
the first bullet.
9.When you're finished, page 3 should look something like this:
Word 2016 - Formatting Pictures
Introduction
There are many ways to format pictures in Word. For
instance, you can change the size or shape of an
image to better suit your document. You can also
enhance its appearance using Word's image
adjustment tools.
To crop an image:
When you crop an image, part of the picture is removed. Cropping can be useful if you're working with an image that's too big and you want to
focus on only part of it.

Select the image you want to crop. The Format tab will appear.

From the Format tab, click the Crop command.

Cropping handles will appear on the sides and corners of the image. Click and drag any handle to crop the image.
Because the cropping handles are near the resizing handles, be careful not to drag a resizing handle by mistake.
To confirm, click the Crop command again. The image will be cropped.

The corner handles are useful for simultaneously cropping the image horizontally and vertically.
To crop an image to a shape:
Select the image you want to crop, then click the Format tab.
Click the Crop drop-down arrow. Hover over Crop to Shape, then select the desired shape from the drop-down menu.
The image will be cropped to the chosen shape.
To add a border to a picture:
Select the picture you want to add a border to, then click the Format tab.

Click the Picture Border command. A drop-down menu will appear. The border will appear around the image.

From here, you can select a color, weight (thickness), and whether the line
is dashed.
Making image adjustments
With Word's image adjustment tools, you can easily fine tune properties like color, contrast, saturation, and tone. Word also
offers built-in picture styles, which can be used to add a frame, drop shadow, and other predefined effects.

When you're ready to adjust an image, simply select it. Then use the options
below, which can be found on the Format tab.
Corrections
From here, you can sharpen or soften the image to adjust how clear or blurry it appears. You can also adjust brightness and contrast, which
affect the image's lightness and general intensity.
Color
Using this command, you can adjust the image's saturation (how vibrant the colors appear), tone (the color temperature
of the image, from cool to warm), and coloring (the overall tint of the image).
Artistic Effects
Here, you can apply special effects to your image, such as pastel, watercolor, or glowing edges. Because the results are so bold, you
may want to use these effects sparingly (especially in professional documents).
Picture Styles group
This group contains many different predefined styles that make image formatting even easier. Picture styles are designed
to frame your image without changing its basic settings or effects.
Compressing pictures
If you plan to email a document that contains pictures, you'll need to monitor its file size. Large, high-resolution images can cause your
document to become very large, which may make it difficult to attach to an email. Additionally, cropped areas of pictures are saved within
the document by default, which can add to the file size.

Thankfully, you can reduce your document's file size by compressing your
pictures. This will lower their resolution and delete cropped areas.

Compressing a picture may noticeably affect its quality (for instance, the image may become
blurry or pixelated). Therefore, we recommend saving an extra copy of your document before
you compress pictures. Alternatively, be prepared to use the Undo command if you're dissatisfied
with the results.
To compress a picture:
Select the picture you want to compress, then navigate to the Format tab.

Click the Compress Pictures command.

A dialog box will appear. Check the box next to Delete cropped areas of pictures. You can also choose whether to apply
the settings to this picture only or to all pictures in the document.

Choose a Target output. If you are emailing your document, you may want to
select Email, which produces the smallest file size.

Click OK.
Challenge!
1.Open our practice document.
2.Scroll to page 2 and select the picture of the sailboats.
3.In the Format tab, change the style to Simple Frame, White.
4.With the picture still selected, use Crop to Shape and crop to the Double
Wave shape in the Stars and Banners category. Hint: The shape names will
appear when you hover over them.
5.Select the picture of the anchor.
6.In the Format tab, use the Color drop-down menu to recolor the anchor to Gold,
Accent color 2 Light.
7.When you're finished, your page should look like this:
Removing the background from an image
Removing the background from an image can give it a cleaner appearance. If
you're printing your document, it can also save ink.

About Background Removal

With Background Removal, Word uses special algorithms to determine which parts of the image are the
background and then removes these areas from the image.
To remove the background from an image:
Select the desired image, then click the Format tab.
Word will try to guess which part of the image to
Click the Remove Background command. remove and mark the background with a magenta
fill. It will also place a box with selection handles
around the image.
Drag the selection handles until all of the foreground is inside the box. After you do this, Word may readjust the background.

At this point, you may need to help Word decide which parts of the image are in the foreground and which parts are in
the background. You can do this by using the Mark Areas to Keep and Mark Areas to Remove commands:

If Word has marked part of the foreground magenta, click Mark Areas to
Keep and draw a line in that region of the image.

If part of the background has not been marked with magenta, click Mark Areas to
Remove and draw a line in that region of the image.
After you add your marks, Word will readjust the image. When you're satisfied with the image, click Keep Changes.

The background will be removed. You can adjust the image at any time by clicking
the Remove Background command again.
Challenge!
1.Create a new Word document. If you want, you can use our practice
document.
2.Insert an image from a file into the document.
3.Crop the image. If you're using the example, crop the image in the Pool Re-
Opening & Celebration section into the shape of your choosing.
4.Experiment with different image corrections and color settings.
5.Add an Artistic Effect to the image. If you're using the example, add an artistic
effect to the image in the New Online Resident Portal section.
6.Try compressing an image. If you're using the example, compress the image
in Memorial Day Barbecue section.
7.Remove the background from the image. If you're using the example, remove
the background of the image in the Important Contact Info section.
 Word 2016 - Shapes
Introduction
You can add a variety of shapes to your document, including
arrows, callouts, squares, stars, and flowchart shapes. Want
to set your name and address apart from the rest of your
resume? Use a line. Need to create a diagram showing a
timeline or process? Use flowchart shapes. While you may
not need shapes in every document you create, they can
add visual appeal and clarity.
To insert a shape:
Select the Insert tab, then click the Shapes command. A drop-down menu of shapes will appear.

Select the desired shape.

Click and drag in the desired location to add the shape to your document.

If you want, you can enter text in a shape. When the shape appears in your document, you can begin typing. You can then use
the formatting options on the Home tab to change the font, font size, or color of the text.
To change the order of shapes:
If one shape overlaps another, you may need to change the ordering so the correct shape appears in front. You can bring a shape
to the front or send it to the back. If you have multiple images, you can use Bring to Front or Send to Back to fine tune the
ordering. You can also move a shape in front of or behind text.
Right-click the shape you want to move. In our example, we want the heart to
appear behind the ribbon, so we'll right-click the heart.
In the menu that appears, hover over Bring to Front or Send to Back. Several ordering options will appear.
Select the desired ordering option. In this example, we'll choose Send to Back.
The order of the shapes will change.

In some cases, the ordering option you select will not affect the ordering of the shapes. If this
happens, try selecting the same option again or try a different option.
If you have several shapes placed on top of each other, it may be difficult to select an individual shape. The Selection
pane allows you to select a shape and drag it to a new location. To access the Selection pane, click Selection Pane on
the Format tab.
To resize a shape:
Select the shape you want to resize. Sizing handles will appear on the corners and sides of the shape.
Click and drag the sizing handles until the shape is the desired size. You can use the
corner sizing handles to change the shape's height and width at the same time.
To rotate the shape, click and drag the rotation handle.
Some shapes also have one or more yellow handles that can be used to modify the shape.
For example, with banner shapes you can adjust the position of the folds.
Modifying shapes
Word allows you to modify your shapes in a variety of ways so you can tailor them to your projects. You can change a
shape into a different shape, format a shape's style and color, and add various effects.

To change the shape style:

Choosing a shape style allows you to apply preset colors and effects to quickly
change the appearance of your shape.
Select the shape you want to change.
On the Format tab, click the More drop-down arrow in the Shape Styles group. A drop-down menu of styles will appear.
Select the style you want to use.

The shape will appear in the selected style.

To change the shape fill color:
Select the shape you want to change. On the Format tab, click the Shape Fill drop-down
arrow. Select the color you want to use. To view more
color options, select More Fill Colors.
The shape will appear in the selected fill color.

If you want to use a different type of fill, select Gradient or Texture from the
drop-down menu. You can also select No Fill to make it transparent.
To change the shape outline:
Select the shape you want to change.

On the Format tab, click the Shape Outline drop-down arrow. The Shape
Outline menu will appear.
Select the color you want to use. If you want to make the outline transparent, The shape will appear in the selected outline color.
select No Outline.
From the drop-down menu, you can change the outline color, weight (thickness),
and whether it is a dashed line.
To add shape effects:
Select the shape you want to change.
On the Format tab, click the Shape Effects drop-down arrow. In the menu that appears, hover the mouse over the style of effect you want
to add, then select the desired preset effect.
The shape will appear with the selected effect.
To further adjust your shape effects, select Options at the end of each menu. The
Format Shape pane will appear, allowing you to customize the effects.
To change to a different shape:
Select the shape you want to change. The Format tab will appear. On the Format tab, click the Edit
Shape command. In the menu that appears,
hover the mouse over Change Shape, then
select the desired shape.
The new shape will appear.
Challenge!
1.Open our practice document.
2.On the right side of the page, insert a cloud shape from the Basic
shapes group. Hint: Shape names appear when you hover over them.
3.Change the shape outline to gray.
4.Change the shape fill to white.
5.Under the Shape Effects drop-down menu, add a Circle Bevel.
6.On top of the cloud, insert a Sun shape from the Basic shapes group.
7.Change the shape style to your choice of a Gold style. Hint: Style
names appear when you hover over them. Make sure the style name has
the word Gold in it.
8.Send the sun shape backward so it is behind the cloud shape.
9.If needed, move the cloud shape so the sun is peeking out from behind
it.
10.When you're finished, your image should look something like this:
 Word 2016 - Text Boxes
Introduction
Text boxes can be useful for drawing attention to
specific text. They can also be helpful when you need
to move text around in your document. Word allows
you to format text boxes and the text within them
with a variety of styles and effects.
To insert a text box:
Select the Insert tab, then click the Text Box command in the Text group.

A drop-down menu will appear. Select Draw Text Box.

Click and drag anywhere on the document to create the text box. The insertion point will appear inside the text box. You can now
type to create text inside the text box.
If you want, you can select the text and then change the font, color, and size by Click anywhere outside the text box to return to your document.
using the commands on the Format and Home tabs.
You can also select one of the built-in text boxes that have
predefined colors, fonts, positions, and sizes. If you choose this
option, the text box will appear automatically, so you will not
need to draw it.
To move a text box:
Click the text box you want to move.

Hover the mouse over one of the edges of the text box. The mouse will change
into a cross with arrows.

Click and drag the text box to the desired location.

To resize a text box:
Click the text box you want to resize.

Click and drag any of the sizing handles on the corners or sides of the text box
until it is the desired size.
Modifying text boxes
Word offers several options for changing the way text boxes appear in your document. You can change the shape, style,
and color of text boxes or add various effects.

To change the shape style:

Choosing a shape style allows you to apply preset colors and effects to quickly change the appearance of your text box.

Select the text box you want to change.

On the Format tab, click the More drop-down arrow in the Shape Styles group.
A drop-down menu of styles will appear. Select the style you want to use. The text box will appear in the selected style.

If you want to have more control over text box formatting, you can use any of the
shape formatting options such as Shape Fill and Shape Outline.
To change the text box shape:
Changing the shape of a text box can be a useful option for creating an interesting look in your document.

Select the text box you want to change. The Format tab will appear.

From the Format tab, click the Edit Shape command.

Hover the mouse over Change Shape, then select the
The text box will appear formatted as the shape.
desired shape from the menu that appears.
Challenge!
1.Open our practice document.
2.Insert a Simple Text Box.
3.In the text box, type Get an additional 25% off when you mention this ad!
4.Change the font to Gadugi, 20 pt, Center Align.
5.Change the shape of the text box to Double Wave from the Stars and
Banners group.
6.Change the text box style by selecting any style in the Intense Effect row.
7.Drag the text box to the space below Buy 1, Get 1 Free* and Formalwear.
8.When you're finished, your document should look something like this:
 Word 2016 - Tables
Introduction
A table is a grid of cells arranged in rows and columns. Tables can be used to organize

any type of content, whether you're working with text or numerical data. In Word, you can

quickly insert a blank table or convert existing text to a table. You can also customize

your table using different styles and layouts.

To insert a blank table:
1 Place the insertion point where you want the table to appear.

2 Navigate to the Insert tab, then click the Table command.

3 This will open a drop-down menu that contains a grid. Hover over the grid to select the number
of columns and rows you want.

4 Click the grid to confirm your selection, and a table will appear.
5 To enter text, place the insertion point in any cell, then begin typing.

To navigate between cells, use the Tab key or arrow keys on your keyboard. If
the insertion point is in the last cell, pressing the Tab key will automatically
create a new row.
To convert existing text to a table:
In the example below, each line of text contains part of a checklist, including chores and days of the week. The items are separated by tabs. Word can
convert this information into a table, using the tabs to separate the data into columns.

1 Select the text you want to convert to a table. If you're using our practice file, you can find this text on
page 2 of the document.

2 Go to the Insert tab, then click the Table command.

3 Select Convert Text to Table from the drop-down menu. 4 A dialog box will appear. Choose one of the options
under Separate text at. This is how Word knows what to
put into each column.
5 Click OK. The text will appear in a table.
Modifying tables
You can easily change the appearance of your table once you've added one to your document. There are several options for
customization, including adding rows or columns and changing the table style.

To add a row or column:

1 Hover outside the table where you want to add a row or column. Click the plus
sign that appears.
2 A new row or column will be added to the table.

Alternatively, you can right-click the table, then hover over Insert to see various
row and column options.
To delete a row or column:
1 Place the insertion point in the row or column you want to delete.

2 Right-click, then select Delete Cells from the menu. 3 A dialog box will appear. Choose Delete entire
row or Delete entire column, then click OK.

4 The row or column will be deleted.

To apply a table style:
Table styles let you change the look and feel of your table instantly. They control
several design elements, including color, borders, and fonts.

1 Click anywhere in your table to select it, then click the Design tab on the far right
of the Ribbon.
2 Locate the Table Styles group, then click the More drop-down arrow to see the
full list of styles.
3 Select the table style you want.
4 The table style will appear.
To modify table style options:
Once you've chosen a table style, you can turn various options on or off to change its appearance. There are six options: Header Row, Total
Row, Banded Rows, First Column, Last Column, and Banded Columns.

1 Click anywhere in your table, then navigate to the Design tab.

2 Locate the Table Style Options group, then check or uncheck the desired options.
3 The table style will be modified.

Depending on the Table Style you've chosen, certain Table Style Options may
have a different effect. You might need to experiment to get the look you want.
To apply borders to a table:
1 Select the cells you want to apply a border to.

2 Use the commands on the Design tab to choose the desired Line Style, Line Weight, and Pen Color.
3 Click the drop-down arrow below the Borders command.
4 Choose a border type from the menu.
5 The border will be applied to the selected cells.
Modifying a table using the Layout tab
In Word, the Layout tab appears whenever you select your table. You can use the options on this tab to make a variety of
modifications.
Click the buttons in the interactive below to learn more about Word's table layout controls.
Challenge!
1.Open our practice document.
2.Scroll to page 3 and select all of the text below the dates July 8 - July 12.
3.Use the Convert Text to Table to insert the text into a 6-column table. Make sure to Separate text at Tabs.
4.Delete the Saturday column.
5.Insert a column to the left of the Friday column and type Thursday in the top cell.
6.Change the table style to any style that begins with Grid Table 5. Hint: Style names appear when you hover
over them.
7.In the Table Style Options menu, uncheck Banded Rows and check Banded Columns.
8.Select the entire table. In the Borders drop-down menu, choose All Borders.
9.With the table still selected, increase the table row height to 0.3" (0.8 cm).
10.Select the first row and change the cell alignment to Align Center.
11.When you're finished, your table should look something like this:
 Word 2016 - Charts
Introduction

A chart is a tool you can use to communicate

information graphically. Including a chart in your
document can help you illustrate numerical data—
such as comparisons and trends—so it's easier for the
reader to understand.
Types of charts
There are several types of charts to choose from. To use charts effectively, you'll need to understand what makes each one unique.
Identifying the parts of a chart
In addition to chart types, you'll need to understand how to read a chart. Charts contain several different elements—or parts—that can
help you interpret data.
Inserting charts
Word utilizes a separate spreadsheet window for entering and editing chart data, much like a spreadsheet in Excel. The process of entering data is
fairly simple, but if you're unfamiliar with Excel, you might want to review our Cell Basics lesson.

To insert a chart:
1 Place the insertion point where you want the chart to appear.

2 Navigate to the Insert tab, then click

the Chart command in the Illustrations group.
3 A dialog box will appear. To view your options, choose a chart type from the left pane, then browse the charts on the right.

4 Select the desired chart, then click OK.

5 A chart and spreadsheet window will appear. The text in the spreadsheet is merely a placeholder that you'll need to replace with your own source data.
The source data is what Word will use to create the chart.
6 Enter your source data into the spreadsheet.

7 Only the data enclosed in the blue box will appear in the chart. If necessary, click and drag the lower-right corner of the blue box to manually
increase or decrease the data range.
8 When you're done, click X to close the spreadsheet window.

9 The chart will be complete.

To edit your chart again, simply select it, then click the Edit Data command on the Design tab. The spreadsheet
window will reappear.
Modifying charts with chart tools
There are many ways to customize and organize your chart in Word. For example, you can quickly change the chart type, rearrange the data, and even
change the chart's appearance.

To switch row and column data:

Sometimes you may want to change the way your chart data is grouped. For example, in the chart below the data is grouped by genre, with
columns for each month. If we switched the rows and columns, the data would be grouped by month instead. In both cases, the chart contains
the same data—it's just presented in a different way.
1 Select the chart you want to modify. The Design tab will appear on the right side of the Ribbon.
2 From the Design tab, click the Edit Data command in the Data group.

3 Click the chart again to reselect it, then click the Switch Row/Column command.
4 The rows and columns will be switched. In our example, the data is now grouped by month, with columns for each
genre.
To change the chart type:
1 Select the chart you want to change. The Design tab will appear.

2 From the Design tab, click the Change Chart Type command.
3 A dialog box will appear. Select the desired chart, then click OK.
4 The new chart type will be applied. In our example, the line chart makes it easier to see trends over time.
To change the chart layout:
To change the arrangement of your chart, try choosing a different layout. Layout can affect several elements, including
the chart title and data labels.
1 Select the chart you want to modify. The Design tab will appear.

2 From the Design tab, click the Quick Layout command.

3 Choose the desired layout from the drop-down menu.
4 The chart will update to reflect the new layout.
5 If you don't see a chart layout that has exactly what you need, you can click the Add Chart Element command on the Design tab to
add axis titles, gridlines, and other chart elements.

6 To fill in a placeholder (such as the chart title or axis title), click the element
and enter your text.
To change the chart style:
Word's chart styles give you an easy way to change your chart's design, including the color, style, and certain
layout elements.

1 Select the chart you want to modify. The Design tab will appear.

2 From the Design tab, click the More drop-down arrow in the Chart Styles group.
3 A drop-down menu of styles will appear. Select the style you want.
4 The chart style will be applied.
5 For even faster customization, use the formatting shortcuts to the right of your chart. These allow you to adjust the chart
style, chart elements, and even add filters to your data.
Challenge!
1.Open our practice document. You will also need to download our practice workbook.
2.Insert a Line chart into our practice Word document.
3.Open our practice workbook in Excel. Copy the data and paste it into the chart's spreadsheet.
4.Change the chart title to Monthly Sales.
5.Change the chart type to Stacked Column.
6.Use the Quick Layout drop-down menu to change to Layout 3.
7.Use the Add Chart Element drop-down menu to add a Primary Vertical Axis Title.
8.Double-click the axis title, then rename it Sale Profits.
9.Switch the Row/Column data.
10.When you're finished, your chart should look something like this:
 Word 2016 - SmartArt Graphics
Introduction
SmartArt allows you to communicate
information with graphics instead of just using
text. There are a variety of styles to choose
from, which you can use to illustrate many
different types of ideas.
To insert a SmartArt graphic:
Place the insertion point in the document where you want the SmartArt graphic to appear.

From the Insert tab, select the SmartArt command in the Illustrations group.

A dialog box will appear. Select a category on the left, choose the desired SmartArt graphic, then click OK.
The SmartArt graphic will appear in your document.
To add text to a SmartArt graphic:
Select the SmartArt graphic. The text pane should appear on the left side. If it doesn't appear, you can click
the small arrow on the left edge of the graphic.
Enter text next to each bullet in the text pane. The text will appear in the corresponding shape. It will be
resized automatically to fit inside the shape.
You can also add text by clicking the desired shape and then typing. This works well if you only need to add text to a few shapes.
However, for more complex SmartArt graphics, working in the text pane is often quicker and easier.
To reorder, add, and delete shapes:
It's easy to add new shapes, change their order, and even delete shapes from your SmartArt graphic. You can do all of this in the text pane, and it's a
lot like creating an outline with a multilevel list.
To demote a shape, select the desired bullet, then press the Tab key. The bullet
will move to the right, and the shape will move down one level.
To promote a shape, select the desired bullet, then press the Backspace key (or Shift+Tab). The
bullet will move to the left, and the shape will move up one level.
To add a new shape, place the insertion point after the desired bullet, then press Enter. A new bullet will appear in the text pane,
and a new shape will appear in the graphic.
To remove a shape, keep pressing Backspace until the bullet is deleted. The shape will then be removed. In our
example, we'll delete all of the shapes without text.
Organizing SmartArt from the Design tab
If you'd prefer not to use the text pane to organize your SmartArt, you can use the commands on the Design tab in the Create Graphic group.
Just select the shape you want to modify, then choose the desired command.
Promote and Demote: Use these commands to move a shape up or down between levels.
Add Shape: Use this command to add a new
shape to your graphic. You can also click the
drop-down arrow for more exact placement
options.

Move Up and Move Down: Use these commands to

change the order of shapes on the same level.

In our example, we've been organizing a graphic with a hierarchical

layout. Not all SmartArt graphics use this type of layout, so
remember that these commands may work differently (or not at
all) depending on the layout of your graphic.
Customizing SmartArt
After inserting SmartArt, there are several things you might want to change about its appearance. Whenever you select a SmartArt graphic,
the Design and Format tabs will appear on the right side of the Ribbon. From there, it's easy to edit the style and layout of a SmartArt graphic.

There are several SmartArt styles, which allow you to quickly modify the look and feel of your SmartArt. To change the style, select
the desired style from the SmartArt styles group.
You have a variety of color schemes to use with SmartArt. To change the colors, click the Change Colors command and
choose the desired option from the drop-down menu.
You can also customize each shape independently. Just select any shape in the graphic, then choose the desired
option from the Format tab.
To change the SmartArt layout:
If you don't like the way your information is organized within a SmartArt graphic, you can always change its layout to
better fit your content.
From the Design tab, click the More drop-down arrow in the Layouts group.

Choose the desired layout, or click More Layouts to see even more options.
The selected layout will appear.

If the new layout is too different from the original, some of your text may not
appear. Before deciding on a new layout, check carefully to make sure no
important information will be lost.
Challenge!
1.Open a blank document.
2.Insert a Basic Cycle SmartArt graphic from the Cycle category.
3.Insert the following text in clockwise
order: Condensation, Evaporation, Infiltration, Precipitation, Collection.
4.Delete the shape containing the word Infiltration.
5.Select the shape containing Evaporation, and click the Move
Down command twice to move the shape between Collection and Condensation.
6.Change the SmartArt Layout to Block Cycle.
7.Change the colors of the SmartArt to a range of your choice.
8.Change the SmartArt Style to Intense Effect.
9.When you're finished, your SmartArt should look like this:
Creating WordArt
In addition to adding effects to a text box, you can add effects to the text inside the text box, which is known as WordArt. For
the most part, the types of effects you can add are the same as the ones you can add to shapes or text boxes (shadow, bevel,
etc.). However, you can also Transform the text to give it a wavy, slanted, or inflated look.

Generally, you shouldn't use WordArt in more formal

documents like resumes and cover letters because it may
appear too casual.
To apply a quick style to text:
A quick style will automatically apply several effects to your text at once. You can then refine the look of your text by
adding or modifying text effects.
Select the text box, or select some text inside of the text box.

On the Format tab, click the Quick Styles command in the WordArt
Styles group. A drop-down menu of text styles will appear. Select the style you
want to use.

The text will appear in the selected style. If you want, you can change
the font or font color from the Home tab.
To convert regular text into WordArt:
For text to be formatted as WordArt, it must be inside a text box. However, there is a shortcut that allows you to
convert text into WordArt even if it's not in a text box.
Select the text you want to Click the WordArt drop-down arrow in
convert, then click the Text group. A drop-down menu of WordArt
the Insert tab. styles will appear. Select the style you want to
use.
Word will automatically create a text box for the text, Some effects, such as shadows, can be added from the Text
and the text will appear in the selected style. If you Effects menu in the Home tab. When you add effects in this way, it
want, you can change the font or font color from will not place the text in a text box.
the Home tab.
To transform text:
Select the text box, or select some text inside of the text box.

On the Format tab, click the Text Effects drop-down arrow in the WordArt Styles group.
A drop-down menu of effects will appear. Hover the mouse over Transform and select a transform effect from
the menu that appears.
The text will transform into the selected style.

If desired, you can add additional effects such as shadow, bevel, and more to the
transformed text.
Challenge!
1.Create a new Word document. If you want, you can use our practice document.
2.Insert a text box.
3.Enter some text into the text box. If you're using the example, enter the
text Every Friday from 7-9 pm.
4.Move the text box to a new location.
5.Try changing the shape of the text box.
6.Change the fill color of the text box.
7.Change the outline of the text box to No Outline.
8.Try applying some effects to the text box.
9.Add some WordArt effects to the text.
 Word 2016
Checking Spelling and Grammar
Introduction

Worried about making mistakes when you type?

Don't be. Word provides you with several proofing
features—including the Spelling and Grammar tool—
that can help you produce professional, error-free
documents.
To run a Spelling and Grammar check:
From the Review tab, click the Spelling & Grammar command. The Spelling and Grammar pane will appear on the
right. For each error in your document, Word will try
to offer one or more suggestions. You can select a
suggestion and click Change to correct the error.

Word will move through each error until you have reviewed all of them. After the
last error has been reviewed, a dialog box will appear confirming that the spelling
and grammar check is complete. Click OK.

If no suggestions are given, you can manually type the correct spelling in your
document.
Ignoring "errors"
The spelling and grammar check is not always correct. Particularly with grammar, there are many errors Word will not notice. There are
also times when the spelling and grammar check will say something is an error when it's actually not. This often happens with names and
other proper nouns, which may not be in the dictionary.

If Word says something is an error, you can choose not to change it. Depending on whether it's a spelling or grammatical error, you can
choose from several options.

For spelling "errors":

Ignore: This will skip the word without changing it.

Ignore All: This will skip the word without changing it, and
it will also skip all other instances of the word in the
document.

Add: This adds the word to the dictionary so it will never

come up as an error. Make sure the word is spelled
correctly before choosing this option.
For grammar "errors":
Ignore: This will skip the word or phrase without changing it.

For some grammatical errors, Word will provide an

explanation for why it thinks something is incorrect. This can
help you determine whether you want to change or ignore it.
Automatic spelling and grammar checking
By default, Word automatically checks your document for spelling and grammar errors, so you may not even need to run a separate check. These
errors are indicated by colored wavy lines.

The red line indicates a misspelled word.

The blue line indicates a grammatical error, including misused words.
To correct spelling errors:
Right-click the underlined word, then select the correct spelling from the list
of suggestions.

The corrected word will appear in the document.

You can also choose to Ignore All instances of an underlined word or add it to
the dictionary.
To correct grammar errors:
Right-click the underlined word or phrase, then select the correct spelling or
phrase from the list of suggestions.

The corrected phrase will appear in the document.

To change the automatic spelling and grammar check settings:
Click the File tab to access Backstage view, then click Options.
A dialog box will appear. On the left side of the
dialog box, select Proofing. From here, you have
several options to choose from. For example, if
you don't want Word to mark spelling
errors, grammar errors, or frequently
confused words automatically, simply uncheck
the desired option.

If you've turned off the automatic

spelling and/or grammar checks,
you can still go to the Review tab
and click the Spelling &
Grammar command to run a new
check.
To hide spelling and grammar errors in a document:
If you're sharing a document like a resume with someone, you might not want that person to see the red and blue lines. Turning off
the automatic spelling and grammar checks only applies to your computer, so the lines may still show up when someone else views
your document. Fortunately, Word allows you to hide spelling and grammar errors so the lines will not show up on any computer.

Click the File tab to go to Backstage view, then click Options.

A dialog box will appear. Select Proofing, then check the box next to Hide spelling errors in this document
only and Hide grammar errors in this document only, then click OK.

The lines in the document will be hidden.

Challenge!
1.Open our practice document. If you already
downloaded our practice document in order to follow
along with the lesson, be sure to download a fresh copy
by clicking the link in this step.
2.Run a Spelling & Grammar check.
3.Ignore the spelling of names like Marcom.
4.Correct all other spelling and grammar mistakes.
5.When you're finished, your document should look like
this:
Protecting your document
By default, anyone with access to your document will be able to open, copy, and
edit its content unless you protect it. There are several ways to protect a
document, depending on your needs.

To protect your document:

Click the File tab to go to Backstage view.

From the Info pane, click the Protect Document command.

In the drop-down menu, choose the option that best suits your needs. In our
example, we'll select Mark as Final. Marking your document as final is a good way
to discourage others from editing the file, while other options give you more
control if you need it.
A dialog box will appear prompting you to save. Click OK.

The document will be marked as final. Whenever others open the file, a bar will
appear at the top to discourage them from editing the document.

Marking a document as final will not actually prevent others from editing it
because they can just select Edit Anyway. If you want to prevent people from
editing the document, you can use the Restrict Access option instead.
Challenge!
1.Open our practice document. If you opened our practice
document in order to follow along with the lesson, be sure to
download a fresh copy by clicking the link again.
2.Use Document Inspector to check and remove any
hidden information.
3.Protect the document by marking it as final.
4.When you're finished, the top of your page should look
something like this: