Teach Yourself VISUALLY Word 2013 E-Book

Elaine Marmel

• Herausgeber: John Wiley & Sons
• Kategorie: Wissenschaft und neue Technologien
• Serie: Teach Yourself VISUALLY (Tech)
• Sprache: Englisch
• Veröffentlichungsjahr: 2013

Seitenzahl: 296

Beschreibung

Get up to speed on the newest version of Word with visual instruction Microsoft Word is the standard for word processing programs, and the newest version offers additional functionality you'll want to use. Get up to speed quickly and easily with the step-by-step instructions and full-color screen shots in this popular guide! You'll see how to perform dozens of tasks, including how to set up and format documents and text; work with diagrams, charts, and pictures; use Mail Merge; post documents online; and much more. Easy-to-follow, two-page lessons make learning a snap. * Full-color, step-by-step instructions show you how to perform all the essential tasks of Microsoft Word 2013 * Explains how to set up and format documents, edit them, add images and charts, post documents online for sharing and reviewing, and take advantage of all the newest features of Word * Previous editions have sold more than 220,000 copies * The Visual learning system makes it easy to learn more while reading less Teach Yourself VISUALLY Word 2013 helps you master the most popular word processing program quickly, easily, and visually.

Leseprobe

Teach Yourself VISUALLY™ Word 2013

Table of Contents

Getting Familiar with Word

Open Word

Explore the Word Window

Work with Backstage View

Select Commands

Using Word on a Tablet PC

Work with the Mini Toolbar and Context Menus

Enter Text

Move around in a Document

Managing Documents

Save a Document to Your Computer

Reopen an Unsaved Document

Save a Document to Your Computer in Word 97-2003 Format

Save a Document to Your Computer in PDF or XPS Format

Set Options for Saving Documents

Open a Word Document

Open a Document of Another Format

Start a New Document

Switch between Open Documents

Compare Documents Side by Side

Work with Document Properties

Close a Document

Inspect a Document before Sharing

Work with Protected Documents

Mark a Document as Final

Convert Word Documents from Prior Versions to Word 2013

Editing Text

Insert Text

Delete Text

Insert Blank Lines

Undo Changes

Select Text

Mark and Find Your Place

Move or Copy Text

Share Text between Documents

Move or Copy Several Selections

Take Advantage of Paste Options

Switch Document Views

Understanding Document Views

Work with the Navigation Pane

Insert Symbols

Work with Equations

Zoom an Object

Zoom In or Out

Translate Text

Set Options for Additional Actions

Using Additional Actions

Proofreading

Work in Read Mode View

Search for Text

Substitute Text

Count Words in a Document

Automatically Correct Mistakes

Automatically Insert Frequently Used Text

Check Spelling and Grammar

Disable Grammar and Spell Checking

Find a Synonym or Antonym with the Thesaurus

Find a Definition

Track Document Changes During Review

Lock and Unlock Tracking

Work with Comments

Review Tracked Changes

Combine Reviewers’ Comments

Formatting Text

Change the Font

Change Text Size

Emphasize Information with Bold, Italic, or Underline

Superscript or Subscript Text

Change Text Case

Change Text Color

Apply Text Effects

Apply a Font Style Set

Apply Highlighting to Text

Apply Strikethrough to Text

Copy Text Formatting

Remove Text Formatting

Set the Default Font for All New Documents

Formatting Paragraphs

Change Text Alignment

Set Line Spacing within a Paragraph

Set Line Spacing between Paragraphs

Create a Bulleted or Numbered List

Display Formatting Marks

Hide or Display the Ruler

Indent Paragraphs

Set Tabs

Add a Paragraph Border

Review and Change Formatting

Compare Formatting

Apply Formatting Using Styles

Switch Styles

Save Formatting in a Style

Expand or Collapse Document Content

Modify a Style

Add Paragraph Shading

Formatting Pages

Adjust Margins

Insert a Page Break

Control Text Flow and Pagination

Align Text Vertically on the Page

Change Page Orientation

Insert a Section Break

Add Page Numbers to a Document

Add Line Numbers to a Document

Using the Building Blocks Organizer

Add a Header or Footer

Using Different Headers or Footers within a Document

Add a Footnote

Add an Endnote

Find, Edit, or Delete Footnotes or Endnotes

Convert Footnotes to Endnotes

Generate a Table of Contents

Add a Watermark

Add a Page Border

Apply Document Formatting

Create Newspaper Columns

Printing Documents

Preview and Print a Document

Print on Different Paper Sizes

Print an Envelope

Set Up Labels to Print

Working with Tables and Charts

Create a Table

Change the Row Height or Column Width

Move a Table

Resize a Table

Add or Delete a Row

Add or Delete a Column

Set Cell Margins

Add Space between Cells

Combine Cells

Split Cells

Split a Table

Add a Formula to a Table

Align Text in Cells

Add Shading to Cells

Change Cell Borders

Format a Table

Add a Chart

Chart Concepts

Working with Graphics

Add WordArt

Add a Picture

Insert an Online Picture

Insert an Online Video

Add a Screenshot

Add a Shape

Add a Text Box

Move or Resize a Graphic

Understanding Graphics Modification Techniques

Understanding Text Wrapping and Graphics

Wrap Text around a Graphic

Work with Diagrams

Customizing Word

Control the Display of Formatting Marks

Customize the Status Bar

Hide or Display Ribbon Buttons

Add a Predefined Group to a Ribbon Tab

Create Your Own Ribbon Group

Create Your Own Ribbon Tab

Work with the Quick Access Toolbar

Add Keyboard Shortcuts

Create a Macro

Run a Macro

Working with Mass Mailing Tools

Create Letters to Mass Mail

Create Labels for a Mass Mailing

Word and the World beyond Your Desktop

E-Mail a Document

Create a Hyperlink

Post to Your Blog

Word and the Cloud

Sign In to Office Online

Open a Cloud Document

Save a Document to the Cloud

Share a Document from Word

Download Apps from the Office Store

Using the Word Web App in SkyDrive

Teach Yourself VISUALLY™ Word 2013

Published by John Wiley & Sons, Inc. 10475 Crosspoint Boulevard Indianapolis, IN 46256

www.wiley.com

Published simultaneously in Canada

Copyright © 2013 by John Wiley & Sons, Inc., Indianapolis, Indiana

No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, 978-750-8400, fax [phone]. Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, 201-748-6011, fax [phone], or online at www.wiley.com/go/permissions.

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ISBN: 978-1-118-51769-7

Manufactured in the United States of America

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Wiley, the Wiley logo, Visual, the Visual logo, Teach Yourself VISUALLY, Read Less - Learn More and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates. Microsoft is a registered trademark of Microsoft Corporation. All other trademarks are the property of their respective owners. John Wiley & Sons, Inc. is not associated with any product or vendor mentioned in this book.

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LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZATION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ.

FOR PURPOSES OF ILLUSTRATING THE CONCEPTS AND TECHNIQUES DESCRIBED IN THIS BOOK, THE AUTHOR HAS CREATED VARIOUS NAMES, COMPANY NAMES, MAILING, E-MAIL AND INTERNET ADDRESSES, PHONE AND FAX NUMBERS AND SIMILAR INFORMATION, ALL OF WHICH ARE FICTITIOUS. ANY RESEMBLANCE OF THESE FICTITIOUS NAMES, ADDRESSES, PHONE AND FAX NUMBERS AND SIMILAR INFORMATION TO ANY ACTUAL PERSON, COMPANY AND/OR ORGANIZATION IS UNINTENTIONAL AND PURELY COINCIDENTAL.

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Credits

Executive Editor

Jody Lefevere

Sr. Project Editor

Sarah Hellert

Technical Editor

Donna Baker

Copy Editor

Gwenette Gaddis

Editorial Director

Robyn Siesky

Business Manager

Amy Knies

Sr. Marketing Manager

Sandy Smith

Vice President and Executive Group Publisher

Richard Swadley

Vice President and Executive Publisher

Barry Pruett

Project Coordinator

Patrick Redmond

Graphics and Production Specialists

Ana Carrillo Carrie A. Cesavice Joyce Haughey Andrea Hornberger Jennifer Mayberry

Quality Control Technician

Lauren Mandelbaum

Proofreader

Indianapolis Composition Services

Indexer

Potomac Indexing, LLC

About the Author

Elaine Marmel is President of Marmel Enterprises, LLC, an organization that specializes in technical writing and software training. Elaine has an MBA from Cornell University and worked on projects to build financial management systems for New York City and Washington, D.C. This prior experience provided the foundation for Marmel Enterprises, LLC to help small businesses manage the project of implementing a computerized accounting system.

Elaine spends most of her time writing; she has authored and co-authored more than 65 books about Microsoft Excel, Microsoft Word, Microsoft Project, QuickBooks, Peachtree, Quicken for Windows, Quicken for DOS, Microsoft Word for the Mac, Microsoft Windows, 1-2-3 for Windows, and Lotus Notes. From 1994 to 2006, she also was the contributing editor to monthly publications Inside Peachtree, Inside Timeslips, and Inside QuickBooks.

Elaine left her native Chicago for the warmer climes of Arizona (by way of Cincinnati, OH; Jerusalem, Israel; Ithaca, NY; Washington, D.C., and Tampa, FL) where she basks in the sun with her PC, her cross stitch projects, and her dog, Jack.

Author’s Acknowledgments

Because a book is not just the work of the author, I’d like to acknowledge and thank all the folks who made this book possible. Thanks to Jody Lefevere for the opportunity to write this book. Thank you, Donna Baker, for doing a great job to make sure that I “told no lies.” Thank you, Gwenette Gaddis, for making sure I was understandable and grammatically correct — you made me look very good. And, thank you, Sarah Hellert; your top-notch management of all the players and manuscript elements involved in this book made my life easy and writing the book a pleasure.

Dedication

To Buddy (1995-2012), my constant companion for 17 ½ years. You brought me nothing but joy and I will sorely miss you. And so will Jack.

How to Use This Book

Who This Book Is For

This book is for the reader who has never used this particular technology or software application. It is also for readers who want to expand their knowledge.

The Conventions in This Book

Steps

This book uses a step-by-step format to guide you easily through each task. Numbered steps are actions you must do; bulleted steps clarify a point, step, or optional feature; and indented steps give you the result.

Notes

Notes give additional information — special conditions that may occur during an operation, a situation that you want to avoid, or a cross-reference to a related area of the book.

Icons and Buttons

Icons and buttons show you exactly what you need to click to perform a step.

Tips

Tips offer additional information, including warnings and shortcuts.

Bold

Bold type shows command names or options that you must click or text or numbers you must type.

Italics

Italic type introduces and defines a new term.

Chapter 1

Getting Familiar with Word

Are you ready to get started in Word? In this chapter, you become familiar with the Word working environment, including the Word Start screen and Backstage view, and you learn basic ways to navigate and to enter text using both the keyboard and the mouse. You also learn some basics for using Word on a tablet PC.

Open Word

Explore the Word Window

Work with Backstage View

Select Commands

Using Word on a Tablet PC

Work with the Mini Toolbar and Context Menus

Enter Text

Move around in a Document

Open Word

Office 2013 runs on a 1 gigahertz (Ghz) or faster x86- or x64-bit processor with 1 or 2 gigabytes of RAM, based on your processor speed, and your system must be running Windows 7, Windows 8, Windows Server 2008 R2, or Windows Server 2012. For additional requirements, visit http://technet.microsoft.com/en-us/library/ee624351%28v=office.15%29.aspx.

This section demonstrates how to open Word from the Windows 8 Start screen. After Word opens, the Word Start screen appears, helping you to find a document on which you recently worked or starting a new document. For other ways to open or start a new document, see Chapter 2.

Open Word

On the Windows 8 Start screen, click .

Note: You can start typing the name of the program and then skip to Step 3.

Windows zooms out so that you can see tiles for all installed programs.

Click any program tile on the right side of the Start screen.

Windows zooms in and enlarges all tiles to their regular size.

Click the Word 2013 tile.

Windows switches to the Desktop and opens Word, displaying the Word Start screen, which helps you open new or existing documents; see Chapter 2 for other ways to open documents.

A You can use this panel to open an existing document.

B You can use this area to start a new document.

C This area indicates whether you have signed in to Office Online.

TIPS

How can I open Word if I use Windows 7?

Click the Windows Start button, and point at All Programs. When Windows 7 displays the All Programs menu, find Word 2013 and click it. In either Windows 7 or Windows 8, you can double-click a Word document to open Word 2013.

What does signing in to Office Online do?

Office Online connects Office 2013 applications to the cloud, providing you with a large set of features that enable you to work on your documents from anywhere. Chapter 13 describes working with Office Online in detail. You do not need to sign in to Office Online unless you need to use online tools such as searching for templates online.

Explore the Word Window

All Office programs share a common appearance and many features, and Word is no different. These features include a Ribbon and a Quick Access Toolbar (QAT). The Ribbon contains commands that Microsoft believes you use most often, and the QAT contains frequently used commands.

A Quick Access Toolbar (QAT)

Contains buttons that perform common actions: saving a document, undoing your last action, or repeating your last action.

B Ribbon

Contains buttons organized in tabs, groups, and commands. Tabs appear across the top of the Ribbon and contain groups of related commands. Groups organize related commands. Commands appear within each group.

C Dialog Box Launcher

Appears in the lower-right corner of many groups on the Ribbon. Clicking this button opens a dialog box or task pane that provides more options.

D Document Area

The area where you type. The flashing vertical bar, called the insertion point, represents the location where text will appear when you type.

E Status Bar

Displays document information as well as the insertion point location. This bar contains the number of the page on which the insertion point currently appears, the total number of pages and words in the document, the proofing errors button (), the View buttons, and the Zoom slider.

F Title Bar

Shows the program and document titles.

G Office Online Indicator

If you see your name, you are signed in to Office Online. You can click to display a menu that enables you to change your photo, manage your Microsoft account, or switch to a different Microsoft account. If you are not signed in, this area shows a Sign In link.

H Close Button

Closes the current document. Word closes if no documents are open.

I Scroll Bar

Enables you to reposition the document window vertically. Drag the scroll box within the scroll bar, or click the scroll bar arrows ( and ).

Work with Backstage View

You can click the File tab to display Backstage view, which resembles a menu. Backstage view is the place to go when you need to manage documents or change program behavior. In Backstage view, you find a list of actions — think of them as commands — that you can use to, for example, open, save, print, remove sensitive information, and distribute documents as well as set Word program behavior options. You also can manage the places on your computer hard drive or in your network that you use to store documents and you can manage your Office Online account from Backstage view.

Work with Backstage View

Click the File tab to display Backstage view.

A Commonly used file and program management commands appear here.

B Buttons you can click appear here.

C Information related to the button you click appears here. Each time you click a button, the information shown to the right changes.

Note: The New, Close, and Options commands do not display buttons or information but take other actions. See Chapters 2 and 11 for details on these commands.

Click the Back button () to return to the open document.

Select Commands

You can keep your hands on your keyboard and select commands from the Ribbon or the Quick Access Toolbar (QAT). Or you can use the mouse to navigate the Ribbon or select a command from the QAT at the top of the window. The method you choose is a matter of personal preference for the task you are performing.

On any particular Ribbon tab, you find groups of related commands. The QAT appears above the File and Home tabs and by default contains the Save, Undo, and Redo commands. To customize the Ribbon or the QAT, see Chapter 11.

Select Commands

Select Commands with the Keyboard

If appropriate for the command you intend to use, place the insertion point in the proper word or paragraph.

Press on the keyboard.

A Shortcut letters and numbers appear on the Ribbon.

Note: The numbers control commands on the Quick Access Toolbar.

Press a letter to select a tab on the Ribbon.

This example uses .

Word displays the appropriate tab and letters for each command on that tab.

Press a letter or letters to select a command.

If appropriate, Word displays options for the command you selected. Press a letter or use the arrow keys on the keyboard to select an option.

Word performs the command you selected, applying the option you chose.

Select Commands with the Mouse

Click in the text or paragraph you want to modify.

Note: If appropriate, select the text; see Chapter 3 for details.

Click the tab containing the command you want to use.

Point to the command you want to use.

B Word displays a ScreenTip describing the function of the button at which the mouse points.

Click the command.

C Word performs the command you selected.

Note: If you selected text, click anywhere outside the text to continue working.

TIPS

Can I toggle between the document and the Ribbon using the keyboard?

Yes. Each time you press , Word changes the focus of the program, switching between the document, the status bar, and the Ribbon, in that order.

What do the small arrows below or beside buttons mean?

When you see a small arrow () on a button, several choices are available for the button. If you click the button directly, Word applies a default choice. However, if you click , Word displays additional options as either lists or galleries. As you move the mouse pointer over the two parts of the button, Word highlights one or the other to alert you that you have more choices.

Using Word on a Tablet PC

If you are using Word 2013 with Windows 8 on a tablet PC, you need to know some basic touch gestures. Using a tablet PC is a different experience than using a computer with a keyboard and mouse, but Windows 8 was built with the tablet PC in mind, so the touch gestures are intuitive and easy to learn.

On a tablet PC, you use your fingers (or sometimes a stylus, if your tablet comes with one) to run applications, select items, and manipulate screen objects. This may seem awkward at first, but just a little practice of the gestures in this section will make your experience natural and easy.

Using Word on a Tablet PC

Start Word

Position your finger or the stylus over a blank spot toward the bottom of the Windows 8 Start screen.

Quickly move your finger or the stylus across the tablet screen — called swiping — from the right edge to the left edge of the tablet.

Windows 8 displays the tiles on the right side of the Start screen.

Tap the Word tile to switch to the Desktop and open Word to the Word Start screen.

Swipe the Screen

Switch to Word’s Read Mode view.

Note: See Chapter 3 for details.

Swipe left from the right edge of the tablet to read the next page.

Swipe right from the left edge of the tablet to read the previous page.

Move an Object

Position your finger or the stylus over the item you want to move.

Tap and hold the item and begin moving your finger or the stylus.

A The object moves along with your finger or the stylus, and an alignment guide helps you find a position for the object.

When the object appears where you want it, lift your finger or the stylus off the screen to complete the move and hide the alignment guide.

TIPS

How do I close Word using gestures?

Position your finger or the stylus at the top edge of the tablet, and then slide it down the screen. At first, you see the Windows 8 application bar for Word, so keep sliding. When you get about halfway, the application becomes a small window. Keep dragging that small window to the very bottom of the screen, and then lift your finger or the stylus. Windows 8 shuts down the application.

How many alignment guides are there?

The Alignment Guide feature uses one vertical and one horizontal alignment guide, and Word displays only one at a time, depending on the position of the object within the document.

Work with the Mini Toolbar and Context Menus

Most of the formatting commands appear on the Home tab in Word, but you have alternatives when you need to format text. You can use the Mini toolbar to format text without switching to the Home tab. The Mini toolbar contains a combination of commands available primarily in the Font group and the Paragraph group on the Home tab.

You also can use the context menu to format text without switching to the Home tab or the Review tab. The context menu contains the Mini toolbar and a combination of commands available primarily in the Font group and the Paragraph group on the Home tab and on the Review tab.

Work with the Mini Toolbar and Context Menus

Work with the Mini Toolbar

Select text.

A The Mini toolbar appears transparently in the background.

Position the mouse pointer close to or over the Mini toolbar.

B The Mini toolbar appears solidly.

Click any command or button to perform the actions associated with the command or button.

Work with Context Menus

Select text.

C The Mini toolbar appears in the background.

Right-click the selected text.

D The context menu appears along with the Mini toolbar.

Note: You can right-click anywhere, not just on selected text, to display the Mini toolbar and the context menu.

Click any command or button to perform the actions associated with the command or button.

TIP

Can I turn off the Mini toolbar?

Yes. To do so, click the File tab and then click Options. The Word Options dialog box appears. On the General tab, deselect Show Mini Toolbar on selection ( changes to ). Click OK to close the dialog box.

Enter Text

Word makes typing easy. First, by default, when you start typing, any existing text moves over to accommodate the new text. Further, you do not need to press to start a new line. Word calculates for you when a new line should begin and automatically starts it for you, based on the margins you set, the font you use, and the font’s size. See Chapter 7 for details on setting margins and Chapter 5 to learn more about choosing a font and setting its size.

To add more than one space between words, use instead of . See Chapter 6 for details on setting tabs.

Enter Text

Type Text

Type the text that you want to appear in your document.

A The text appears to the left of the insertion point as you type.

B As the insertion point reaches the end of the line, Word automatically starts a new one.

Press only to start a new paragraph.

Separate Information

Type a word or phrase.

Press .

To align text properly, you press to include more than one space between words.

Several spaces appear between the last letter you typed and the insertion point.

Type another word or phrase.

Enter Text Automatically

Begin typing a common word, phrase, or date.

The AutoComplete feature suggests common words and phrases based on what you type.

C Word suggests the rest of the word, phrase, or month.

D You can press to let Word finish typing the word, phrase, or month for you.

You can keep typing to ignore Word’s suggestion.

TIP

Why should I use instead of to include more than one space between words?

Typically, when you include more than one space between words or phrases, you do so to align text in a columnar fashion. Most fonts are proportional, meaning that each character of a font takes up a different amount of space on a line. Therefore, you cannot calculate the number of spaces needed to align words beneath each other. Tabs, however, are set at specific locations on a line, such as 3 inches. When you press , you know exactly where words or phrases appear on a line. Word sets default tabs every .5 inch. To avoid pressing multiple times to separate text, change the tab settings. See Chapter 6 for details.

Move around in a Document

When you edit a large document, you can move the insertion point around the document efficiently using a variety of keyboard shortcuts. Although pressing and holding an arrow key moves the insertion point rapidly in the direction of the arrow, that approach is not efficient when you are viewing page 1 and need to edit text in the middle of the second paragraph on page 5.

You can use many techniques to move the insertion point to a different location in a document; the technique you select depends on the current location of the insertion point and the location to which you want to move.

Move around in a Document

Move by One Character

Note the location of the insertion point.

Press .

A Word moves the insertion point one character to the right.

You can press , , or to move the insertion point one character left, up, or down.

Holding any arrow key moves the insertion point repeatedly in the direction of the arrow key.

You can press + or + to move the insertion point one word at a time to the right or left.

Move One Screen

Note the last visible line on-screen.

Press .

B Word moves the insertion point down one screen.

You can press to move the insertion point up one screen.

C You can click to scroll up or to scroll down one line at a time in a document.

TIPS

How do I quickly move the insertion point to the beginning or the end of a document or to a specific page?

Press + or + to move the insertion point to the beginning or the end of a document. To land on a specific page, press to display the Go To dialog box, type the number of the page, and press . Press + to move the insertion point to the last place you changed in your document.

Is there a way to move the insertion point to a specific location?

Yes. You can use bookmarks to mark a particular place and then return to it. See Chapter 3 for details on creating a bookmark and returning to the bookmark’s location.

Chapter 2

Managing Documents

Now that you know the basics, it is time to discover how to navigate among Word documents efficiently. In this chapter, you learn how to manage the Word documents you create, and the tasks in this chapter focus on files stored on your computer; see Chapter 13 to learn about managing documents on SkyDrive.

Save a Document to Your Computer

Reopen an Unsaved Document

Save a Document to Your Computer in Word 97-2003 Format

Save a Document to Your Computer in PDF or XPS Format

Set Options for Saving Documents

Open a Word Document

Open a Document of Another Format

Start a New Document

Switch between Open Documents

Compare Documents Side by Side

Work with Document Properties

Close a Document

Inspect a Document before Sharing

Work with Protected Documents

Mark a Document as Final

Convert Word Documents from Prior Versions to Word 2013

Save a Document to Your Computer

You save documents so that you can use them at another time in Microsoft Word. Word 2013 uses the same XML-based file format that Word 2010 and Word 2007 use, reducing the size of a Word document and improving the likelihood of recovering information from a corrupt file.

After you save a document for the first time, you can click the Save icon on the Quick Access Toolbar (QAT) to save it again. The first time you save a document, Word prompts you for a document name. Subsequent times, when you use the Save button on the QAT, Word saves the document using its original name without prompting you.

Save a Document to Your Computer

A Before you save a document, Word displays a generic name in the title bar.

Click the File tab.

Backstage view appears.

Click Save As.

Click Computer.

B If the folder in which you want to save the document appears here, click it and skip to Step 5.

Click Browse.

The Save As dialog box appears.

Type a name for the document here.

C You can click here to select a location on your computer in which to save the document.

D You can click Newfolder to create a new folder in which to store the document.

Click Save.

E Word saves the document and displays the name you supplied in the title bar.

TIPS

Will my associate, who uses Word 2003, be able to open a document I save in Word 2013?

To make it easier for your associate, you can create the document in Word 2013 but save it in Word 2003 format. See the section “Save a Document to Your Computer in Word 97-2003 Format” for more information.

How can I tell if I am working on a document saved in Word 2013 as opposed to one saved in Word 2003?

Checking the document name in the title bar is the easiest way to identify whether you are working in a document saved in Word 2013 or in any earlier version of Word. The title of a document created in any earlier version of Word appears with “Compatibility Mode” in the title bar.

Reopen an Unsaved Document

You can open documents you created within the last seven days but did not save. It happens: You work on a document and then close it without saving it because you think you will not need it again. And then, a few hours or days later, you find that you do need it.

You can reopen a document you created within the last seven days but did not save because, as you work, Word automatically saves your document even if you take no action to save it.

Reopen an Unsaved Document

With any document open, even a blank document, click the File tab.

Note: See “Open a Word Document” or “Start a New Document” for details.

Backstage view appears.

Click Info.

Click Manage Versions.

Click Recover Unsaved Documents.

The Open dialog box appears, showing you available files that were auto-saved by Word but not saved as documents by you.

Click the unsaved file you want to open.

Click Open.

A The document appears on-screen in Read Mode view.

B The document is a read-only file to which you cannot save changes.

C This gold bar identifies the document as a recovered file temporarily being stored on your computer.

Click Save As to save the file as a Word document.

Note: See the section “Save a Document to Your Computer” for details.

After you save the document, the gold bar disappears.

TIPS

How often does Word save a document while I work on it?

By default, Word automatically saves your work — even on documents you have not yet saved — every 10 minutes. You can control the frequency with which Word automatically saves your work; see the section “Set Options for Saving Documents” for details.

Is there another way to open the dialog box that shows unsaved documents?

Yes. Click the File tab, and then click Open. At the bottom of the Recent Documents list in Backstage view, click Recover Unsaved Documents to display the available unsaved documents you can reopen. See the section “Open a Word Document” for more information on the Recent Documents list.

Save a Document to Your Computer in Word 97-2003 Format

You can save documents you create in Microsoft Word in a variety of other formats, such as Word templates, Microsoft Works files, text files, or Word 97-2003 format to share them with people who do not use Microsoft Word 2013.

Although the steps in this section focus on saving a document to Word 97-2003 format, you can use these steps to save a document to any file format Word supports. Be aware that people using Word 2010 or 2007 can open files saved as Word 2013 files; Word 2010 or 2007 users simply cannot use features available in Word 2013.

Save a Document to Your Computer in Word 97-2003 Format

Click the File tab.

Backstage view appears.

Click Save As.

Click Computer.

A If the folder in which you want to save the document appears here, click it and skip to Step 5.

Click Browse.

The Save As dialog box appears.

Type a name for the document.

Click to display the formats available for the document, and click Word 97-2003 Document (*.doc).

Click Save.

Note: If you save a complex document, you might see the Compatibility Checker dialog box, which summarizes changes Word will make when saving your document. Click OK.

Word saves the document in the format that you select.

Save a Document to Your Computer in PDF or XPS Format