Microsoft Office

Word 2016 for Windows

Introduction to Word

University Information Technology Services

Learning Technologies, Training & Audiovisual Outreach

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 University Information Technology Services

Microsoft Office: Word 2016 for Windows

Introduction to Word

Table of Contents
Introduction ............................................................................................................................................................ 5
Learning Objectives................................................................................................................................................. 5
The Word 2016 Interface ........................................................................................................................................ 6
The Backstage View ............................................................................................................................................ 6
The Ribbon .......................................................................................................................................................... 7
Customizing the Ribbon .................................................................................................................................. 7
The Quick Access Toolbar ............................................................................................................................... 9
Tell Me .............................................................................................................................................................. 10
Search for Features ....................................................................................................................................... 10
Get Help with Word ...................................................................................................................................... 11
Smart Lookup ................................................................................................................................................ 12
The Mini Toolbar ............................................................................................................................................... 13
Disable the Mini Toolbar ............................................................................................................................... 13
The Status Bar ................................................................................................................................................... 13
Customize the Status Bar .............................................................................................................................. 14
Creating a New Document .................................................................................................................................... 14
Setting up Your Document .................................................................................................................................... 15
Setting Margins ................................................................................................................................................. 16
Setting the Default Font .................................................................................................................................... 16
Setting Default Paragraph Alignment ............................................................................................................... 18
Adding Styles ..................................................................................................................................................... 19
Add a Style to Your Document ...................................................................................................................... 19
Adding Themes ................................................................................................................................................. 20
Editing a Document............................................................................................................................................... 21
Entering Text ..................................................................................................................................................... 21
Formatting Text................................................................................................................................................. 21
 Character Formatting ........................................................................................................................................ 21
Paragraph Formatting ....................................................................................................................................... 21
Enabling the Ruler ............................................................................................................................................. 22
Setting Tab Stops .............................................................................................................................................. 22
Adding a Leader to Tab Stops ....................................................................................................................... 23
Selecting Different Tab Stops........................................................................................................................ 24
Headers and Footers ......................................................................................................................................... 24
Editing Headers & Footers ............................................................................................................................ 25
Removing Headers & Footers ....................................................................................................................... 25
Adding Page Numbers to Your Document .................................................................................................... 26
Cut, Copy, and Paste Text ................................................................................................................................. 26
Cutting and Pasting Text ............................................................................................................................... 26
Copying and Pasting Text .............................................................................................................................. 27
Navigating the Document ..................................................................................................................................... 27
Using Find.......................................................................................................................................................... 28
Using Go To ....................................................................................................................................................... 28
Navigation Pane ................................................................................................................................................ 29
Proofing and AutoCorrect Options ....................................................................................................................... 30
AutoCorrect Options ......................................................................................................................................... 30
Spelling & Grammar Check ............................................................................................................................... 31
Thesaurus .......................................................................................................................................................... 32
Saving a Document ............................................................................................................................................... 33
Compatibility Mode .......................................................................................................................................... 35
Printing a Document ............................................................................................................................................. 36
Additional Help ..................................................................................................................................................... 37
Introduction
This booklet is the companion document to the Intro to Word 2016 workshop. It includes an introduction to
the interface, and covers the various aspects of creating, formatting, editing, saving, and printing a document.

Learning Objectives
After completing the instructions in this booklet, you will be able to:
 Identify the components of the Word 2016 interface.
 Use the Tell Me feature to enter words and phrases related to what you want to do next to quickly
access features or actions.
 Create a new document.
 Set document margins.
 Set paragraph alignment, indentation, and spacing.
 Set tabs.
 Add headers and footers to a document.
 Apply a theme to a document.
 Format text.
 Check the document for spelling and grammar.

Revised 6/28/2016 Page 5 of 37

The Word 2016 Interface
The Word 2016 interface is very similar to the Word 2013 interface, with a few minor changes. The
following describes the Word 2016 interface.

The Backstage View

When first opening the program, the user will be presented with options to open recent documents,
start a new blank document, or select from a number of templates. The following explains how to
enter the Backstage View after creating your document:
1. Click the File tab.

Figure 1 - File Tab (Backstage View)

2. From the Backstage View, you can perform the following actions:
a. Back - Takes you back to edit your document (See Figure 2).
b. Info - Obtain information about your documents (See Figure 2).
c. New - Create a new document from a blank or pre-formatted template (See Figure 2).
d. Open - Open a document (See Figure 2).
e. Save - Save the document to keep your edits (See Figure 2).
f. Save As - Resave a saved document as a different filename or file type (See Figure 2).
g. Print - Print documents and see a preview of your document (See Figure 2).
h. Close - Close the document (See Figure 2).

Figure 2 - Backstage View

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The Ribbon
The Ribbon is a panel that contains functional groupings of buttons and drop-down lists organized by
tabs. Each product in the Office Suite has a set of tabs that pertain to the functionality of that
application. Each tab is further divided into groups such as the Font and Paragraph.

Figure 3 - The Ribbon

At the bottom right-hand corner of some groups, there is a diagonal arrow called a Dialog Box
Launcher (See Figure 4). Clicking this button opens a dialog box for that group containing further
option selections for the group.

Figure 4 - Dialog Box Launcher

Contextual tabs ill appear depe di g o hat ou are orki g o . For e a ple, if ou’ e i serted
pictures, the tab appears whenever a picture is selected.

Figure 5 - Contextual Tab

Customizing the Ribbon

You can hide/unhide tabs that you do not use, or create your own tab of favorite tools. The following
explains how to customize the Ribbon to build your own tabs and groups.
1. Click the File tab.

Figure 6 - File Tab (Backstage View)

2. In the Backstage View, click Options.

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3. In the Word Options dialog box, click Customize Ribbon (See Figure 7).
4. Click the New Tab button (See Figure 7).
5. A New Tab has been added in the list of Main Tabs. Under New Tab, you will see New Group is
already selected for you (See Figure 7).
6. From the column on the left, select a command from the list under Choose commands from to
add to the New Group (See Figure 7).
7. Click the Add button (See Figure 7).

Figure 7 - Creating a New Tab

8. The command will be added to your New Group tab.

9. To rename the tab or group, right-click on the New Tab or New Group (See Figure 8).
10. Click Rename (See Figure 8).
11. To hide a tab, remove the check-mark next to the name of the tab (See Figure 8).

Figure 8 - Rename New Tab or New Group

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The Quick Access Toolbar
The Quick Access Toolbar is located in the upper-left part of the main Word window, above the File and
Home tabs. It provides easy access to commands that you may use often and be customized to your
preferences. The following explains how to customize the Quick Access Toolbar:
1. Click the drop-down arrow in the Quick Access Toolbar (See Figure 9).
2. In the Customize Quick Access Toolbar drop-down menu, click the command(s) you wish to add
or remove from your Quick Access Toolbar (See Figure 9).
3. Click More Commands (See Figure 9).

Figure 9 - Customize Quick Access Toolbar

4. In the Customize Quick Access Toolbar window, from the column on the left, select a command
from the list under Choose commands from to add to your Quick Access Toolbar (See Figure 10).
5. Click the Add button (See Figure 10).
6. Click the Ok button (See Figure 10).

Figure 10 - Adding Commands to the Quick Access Toolbar

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Tell Me
The Tell Me feature allows you to enter words and phrases related to what you want to do next to
quickly access features or actions. It can also be used to look up helpful information related to the
topic. It is located on the Menu bar, above the ribbon.

Search for Features

1. Click the Tell Me box.

Figure 11 - Tell Me

2. Type the feature you are looking for (See Figure 12).
3. In the Tell Me drop-down, you will receive a list of features based on your search. Click the
Feature you were looking for (See Figure 12).

Figure 12 - Select a Feature

4. You will either be taken to the feature or a dialog box of that feature will open.

Figure 13 - Insert Pictures Online Dialog Box

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Get Help with Word
To receive Microsoft Word Help, either type in the Tell Me box or press the F1 key on the keyboard.
1. Click in the Tell Me box.

Figure 14 - Tell Me

2. Type your question you want help with (See Figure 15).
3. In the Tell Me drop-down, click Get Help on question (See Figure 15).

Figure 15 - Get Help on Feature

4. In the Word 2016 Help dialog box, you will get a list of help topics based on your search. Click
the Topic you wanted help with.

Figure 16 - Word 2016 Help

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Smart Lookup
Use Smart Lookup to search Bing Mi rosoft’s internet search engine) to provide you with search
results for a word or phrase.
1. Click the Tell Me box.

Figure 17 - Tell Me

2. Type a word or phrase you are looking up information for (See Figure 18).
3. In the Tell Me drop-down, click Smart Lookup on word (See Figure 18).

Figure 18 - Smart Lookup on Word

4. In the Insights pane, you will receive the following information:

a. Explore - Wiki articles, image search, and related searches from the internet (See Figure 19).
b. Define - A list of definitions (See Figure 19).
Note: The Insights pane uses the Microsoft search engine Bing. For Smart Lookup to work you have
to be connected to the internet.

Figure 19 - Insights Pane

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The Mini Toolbar
The Mini Toolbar is a toolbar that appears when you select text. The Mini Toolbar provides quick access
to some commonly used formatting tools, such as font, font size, bold, italics, and more.

Figure 20 - Mini Toolbar

Disable the Mini Toolbar

1. Click the File tab.
2. In the Backstage View, click Options.
3. In the Word Options dialog box, click General (See Figure 21).
4. Under the User Interface options section, click the checkbox for Show Mini Toolbar on selection
(See Figure 21).
5. Click the OK button (See Figure 21).

Figure 21 - Turn off the Mini Toolbar

The Status Bar

The Status Bar is located at the bottom of the Word i do a d gi es ou a at a gla e s apshot of
important information regarding your current document (e.g. number of pages, number of words,
proofing errors, etc.).

Figure 22 - Status Bar

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Customize the Status Bar
1. Right-click the Status Bar (See Figure 23).
2. In the Customize Status Bar drop-down menu, click an option to add it (See Figure 23).
3. When finished, click anywhere outside the Customize Status Bar drop-down.

Figure 23 - Customize Status Bar

Creating a New Document

The following shows how to create a Blank Document in Word:
1. Click the File tab.

Figure 24 - File Tab (Backstage View)

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 2. In the Backstage View, click New (See Figure 25).
3. Click Blank Document (See Figure 25).

Figure 25 - Blank Document

Setting up Your Document

When you begin creating a new Word document, there are certain aspects of the document that you
should consider, such as margin settings, fonts and styles, and line spacing. Making these choices
before you begin typing could save you time editing your document later on.

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Setting Margins
Page margins, the blank space around the edges of the page, can contribute to the impression your
document makes, and even how easy it is to read. A few clicks set the margins for a page or an entire
document. The following instructions explain how to change the margin settings:
1. Click the Layout tab (See Figure 26).
2. Click the Margins button (See Figure 26).
3. Click one of the preset margin options (See Figure 26).
Note: Clicking on Custom Margins at the bottom of the Margin options will open the Page Setup
window and allow you to enter the specific margin values that you want.

Figure 26 - Margins

Setting the Default Font

You can change the default font options so your favorite font is always selected in Word. The following
explains how to change the default font options:
1. Click the Home tab (See Figure 27).
2. In the Font group, click the Font Dialog Box Launcher (See Figure 27).

Figure 27 - Font Dialog Box Launcher

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3. In the Font dialog box, you can change the Font, Font style, Size, Font color, Underline style, and
Effects (See Figure 28).
4. Click Set As Default (See Figure 28).

Figure 28 - Font Dialog Box

5. In the Set As Default dialog box, make a selection based on your preference (See Figure 29).
6. Click the OK button (See Figure 29).

Figure 29 - Set As Default Dialog Box for Font

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Setting Default Paragraph Alignment
You can change the default paragraph alignment options so is always spaced how you want it to be in
Word. Alignment, indentation, and line spacing are all set from the Paragraph dialog box. The following
explains how to change the default paragraph options:
1. Click the Home tab (See Figure 30).
2. In the Paragraph group, click the Paragraph Dialog Box Launcher (See Figure 30).

Figure 30 - Paragraph Dialog Box Launcher

3. In the Paragraph dialog box, you can change the Alignment, Outline level, Indentation, and
Spacing (See Figure 31).
4. Click Set As Default (See Figure 31).

Figure 31 - Paragraph Dialog Box

5. In the Set As Default dialog box, make a selection based on your preference (See Figure 32).
6. Click the OK button (See Figure 32).

Figure 32 - Set as Default Dialog Box for Paragraph

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Adding Styles
The Styles Gallery is a combination of text formatting options which are saved under a single name.
Using styles can make formatting text faster and easier than applying individual formatting options.
Styles can also help with navigating your document, and marking sections for later use in a table of
contents.

The choices in the Styles Gallery incorporate a feature called Live Preview. When you hover your mouse
over a selection in a Gallery, your document takes on the formatting attributes of that selection in
order to give you a preview of how that selection will look when applied to your document.

Add a Style to Your Document

1. Select the text you wish to add a style to (See Figure 33).
2. Click the Home tab (See Figure 33).
3. Click one of the preset styles (See Figure 33).
Note: Only the most recently used Styles in the Styles Gallery are displayed on the ribbon. The
entire Styles Gallery can be displayed by clicking the more button at the right of the displayed
Styles.

Figure 33 - Styles

4. The style will be added to your selected text.

Figure 34 - Style Added

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Adding Themes
A Theme is a set of formatting options that is applied to an entire document. A theme includes a set of
colors, a set of fonts, and a set of effects. Using themes shortens formatting time and provides a
unified, professional appearance.

Themes can be accessed from the Design tab. From here you can select a theme from the Document
Formatting group, as well as customize the colors, fonts, and effects of a theme. The default theme
that is applied to every new document is the Office Theme. The following shows how to apply a
different theme to a document:
1. Click the Design tab (See Figure 35).
2. Click the Themes button (See Figure 35).
3. Click the Theme to apply it to your document (See Figure 35).
Note: Hover the mouse over the selections in the Themes Gallery to preview how each theme will
look when applied to your document.

Figure 35 - Themes

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Editing a Document
Entering Text
Word will automatically wrap text when the cursor reaches the right margin. There is no need to press
the ENTER key unless you want to start a new paragraph or add space between lines of text.

Formatting Text
Character and paragraph formatting commands are found on the Home tab of the Ribbon. To apply
any of the formatting options, first select the text and then click the button or check box for the
option(s) that you want to apply.

Character Formatting
Character formatting involves changing the font, size, color, and spacing of characters, as well as
applying bold, italics, and various other effects. Commonly used commands are found in the Font
group, under the Home tab, while more commands can be found in the Font Dialog Box. The Font
Dialog Box can be accessed by clicking the Font Dialog Box Launcher.

Figure 36 - Font Dialog Box Launcher

Paragraph Formatting
Paragraph formatting involves changing the alignment, line spacing, or indentations of paragraphs.
Commonly used commands are located in the Paragraph group, under the Home tab, while more
commands can be found in the Paragraph Dialog Box. The Paragraph Dialog Box can be accessed by
clicking the Paragraph Dialog Box Launcher.

Figure 37 - Paragraph Dialog Box Launcher

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Enabling the Ruler
Word has a ruler that fits along the top and left side of your document and provides a point of
reference when aligning text and images within your document. The following explains how to enable
the ruler:
1. Click the View tab (See Figure 38).
2. Click the checkbox next to Ruler (See Figure 38).
3. The ruler will appear along the top and left side of your document (See Figure 38).

Figure 38 - Ruler

Setting Tab Stops

Tab stops provide a position for placing and aligning text on your document, and are most easily set
from the Ruler (See Enabling the Ruler). The following explains how to insert a tab stop:
1. Click within the paragraph or text that you want to insert your tab stop.
2. Position your mouse pointer over the Ruler at the location you want to add the tab stop.
3. Left-click the mouse button. A tab stop will be placed on the ruler.

Figure 39 - Tab Stop

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Adding a Leader to Tab Stops
After adding a tab stop (See Setting Tab Stops), a leader can be added to make text easier to read. For
example, on a menu the leaders make it easier to read the food and the corresponding price. The
following explains how to add leaders to your tab stops:
1. Double-click on the tab stop in your Ruler.

Figure 40 - Tab Stop

2. In the Tabs dialog box, click on one of the Leader options (See Figure 41).
3. Click the OK button (See Figure 41).

Figure 41 - Tabs Dialog Box

4. The leader will appear when you tab to the tab stop.

Figure 42 - Tab Stop Leader

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Selecting Different Tab Stops
At the far left of the horizontal ruler is the tab selector that lets you choose from different types of tab
stops. The most commonly used tab stop is a Left Tab and more can be selected by clicking the tab
selector.

Figure 43 - Tab Selector

The following is an explanation of the tab stops available:

 Left Tab - Left aligns text to the left of the tab stop.
 Center Tab - Centers the text on the tab stop.
 Right Tab - Right aligns the text to the right of the tab stop.
 Decimal Tab - Aligns decimal numbers by their decimal point.
 Bar Tab - Draws a vertical line on the document.
First Line Indent -

Inserts the indent marker on the ruler and indents the first line of text in a paragraph.
Hanging Indent -

Inserts the hanging indent marker and indents all lines other than the first line.

Headers and Footers

Headers and footers are areas containing text that will be displayed on every page. The header is
located along the top of every page, while the footer is located at the bottom of every page. The
following explains how to add a header to a document:
1. Click the Insert tab (See Figure 44).
2. Click Header (See Figure 44).
3. In the Header Gallery drop-down menu, click on a header design (See Figure 44).

Figure 44 - Header

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 4. To edit the header, type the text that you want to appear in the indicated areas (See Figure 45).
5. When you are finished, click Close Header and Footer in the Header & Footer Design Tools -
Design tab (See Figure 45).

Figure 45 - Close Header and Footer

Editing Headers & Footers

1. Click the Insert tab (See Figure 46).
2. Click Header (See Figure 46).
3. In the Header Gallery drop-down menu, click Edit Header (See Figure 46).
4. The Header & Footer Tools - Design tab will open. You will be able to make your edits to the
header and/or footer.

Figure 46 - Edit Header

Removing Headers & Footers

1. Click the Insert tab (See Figure 47).
2. Click Header (See Figure 47).
3. In the Header Gallery drop-down menu, click Remove Header (See Figure 47).

Figure 47 - Remove Header

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Adding Page Numbers to Your Document
1. Click the Insert tab (See Figure 48).
2. Click Page Number (See Figure 48).
3. In the Page Number drop-down menu, click Bottom of Page (See Figure 48).
4. In the Bottom of Page drop-down menu, click on a page number design (See Figure 48).

Figure 48 - Adding Page Numbers to Your Document

Cut, Copy, and Paste Text

To remove text from one place in the document and put it in another you cut and paste the text. You
can also copy and paste text if you want to add copies of your selection elsewhere in your document.

The Cut, Copy, and Paste commands, along with the Format Painter, are located in the Clipboard group
on the Home tab.

Cutting and Pasting Text

1. Select the text to be cut.
2. Click the Home tab (See Figure 49).
3. Click the Cut button (See Figure 49).

Figure 49 - Cut Tool

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 4. Click within the document where you want to paste the text.
5. Click the Paste button.

Figure 50 - Paste Tool

6. Your text will be reinserted into the location you specified within your document.
Note: You can move text from one place to another by selecting the text and then clicking and
dragging the text to the new location.

Copying and Pasting Text

1. Select the text to be copied.
2. Click the Home tab (See Figure 51).
3. Click the Copy button (See Figure 51).

Figure 51 - Copy Tool

4. Click within the document where you want to paste the text.
5. Click the Paste button.

Figure 52 - Paste Tool

6. Your text will be reinserted into the location you specified within your document.

Navigating the Document

By using the Find and Go To features, you can search for key words in your document, or move to a
specific page, section, comment, etc. If the heading styles have been added to your document, you can
also use the Navigation Pane to move to sections of your document.

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Using Find
The Find feature is useful for finding one or all instances of a specific word, as well as replacing the
word with another.
1. Click the Home tab (See Figure 53).
2. Click the Find tool (See Figure 53).
3. The Navigation Pane will open to the left of the document. In the search document field, type
the word you wish to search for (See Figure 53).
4. As you type your word in the search bar, your results will auto populate below. Click on one of
the search results to jump to that word in your document (See Figure 53).

Figure 53 - Find Tool

Using Go To
The Go To feature is helpful for moving to a specific page, section, comment, etc. within your
document.
1. Click the Home tab (See Figure 54).
2. Click the drop-down arrow next to the Find tool (See Figure 54).
3. In the drop-down menu, click the Go To tool (See Figure 54).

Figure 54 - Go To Tool

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 4. In the Find and Replace dialog box, make a selection under Go to what (See Figure 55).
5. Type your search parameters in the search field (See Figure 55).
6. Click the Go To button (See Figure 55).

Figure 55 - Go To Search

Navigation Pane
The Navigation Pane provides an easy way to move throughout your document, without having to
scroll. You can navigate quickly to areas of your document that have headings, or move to other pages.
You can also use the Results tab to find text within your document. The following explains how to
enable the Navigation Pane:
1. Click the View tab (See Figure 56).
2. Click the checkbox next to Navigation Pane (See Figure 56).
3. The Navigation Pane will display to the left of your document (See Figure 56).

Figure 56 - Navigation Pane

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Proofing and AutoCorrect Options
Word is configured to check your spelling and grammar as you type. As a result, you may notice that
certain markings appear on the page as you type. These markings indicate possible mistakes that Word
has identified in your document.

A jagged red line underneath a word indicates a spelling error (or an unrecognized word), while a
jagged blue line indicates a grammatical error.

Figure 57 - Proofing Results

AutoCorrect Options
Word will automatically correct misspelled words that are contained in the AutoCorrect list (e.g. typing
teh ill auto ati all e ha ged to the . The following explains how to customize the
AutoCorrect options:
1. Click the File tab.
2. In the Backstage View, click Options.
3. In the Word Options dialog box, click Proofing (See Figure 58).
4. In the AutoCorrect options section, click the AutoCorrect Options button (See Figure 58).

Figure 58 - AutoCorrect Options

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 5. From the AutoCorrect Options dialog box you can change the following actions:
a. To disable any of the default options, click the check box next to the option (See Figure 59).
b. To add your own Replace text as you type entry (See Figure 59):
i. Type the word that you want to correct in the Replace box (See Figure 59).
ii. Type the word with which you wish to replace it in the With box (See Figure 59).
iii. Click the Add button (See Figure 59).
c. Click the OK button (See Figure 59).
6. In the Word Options dialog box, click the OK button.

Figure 59 - AutoCorrect Dialog Box

Spelling & Grammar Check

Word auto ati all he ks for spelli g a d gra ar istakes as ou t pe. Ho e er, it’s a good idea to
run the Spelling & Grammar tool as the final step when finishing your document. When run, the
Spelling & Grammar tool will check your entire document for spelling & grammar errors, and allow you
to insert the corrections. The following explains how to run the Spelling & Grammar tool:
1. Click the Review tab (See Figure 60).
2. Click Spelling & Grammar (See Figure 60).

Figure 60 - Spelling & Grammar Tool

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 3. The Spelling & Grammar checker will open to the right side of the document.
4. From the Spelling & Grammar tool you can choose the following options:
a. Ignore - Ignore the currently selected misspelled word (See Figure 61).
b. Ignore All - Ignore the currently selected misspelled word and all instances of the
misspelled word in the document (See Figure 61).
c. Add - Add the selected misspelled word to the dictionary so it will not be identified as a
mistake (See Figure 61).
d. Suggested Word List - A list of suggested words for the misspelled word (See Figure 61).
e. Change - Apply the currently selected suggestion to the misspelled word (See Figure 61).
f. Change All - Apply the currently selected suggestion to all instances of the misspelled word
in the document (See Figure 61).
Note: The Spelling & Grammar tool will continue to check your document for any misspelled
words, or grammar errors. The Spelling and Grammar check will notify you when it has completed
checking your document.

Figure 61 - Spelling Results

Thesaurus
The Thesaurus tool can help you find synonyms for words, and insert the new word into your
document.
1. Select a word in your document that you wish to find a synonym for.
2. Click the Review tab (See Figure 62).
3. Click Thesaurus (See Figure 62).

Figure 62 - Thesaurus Tool

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 4. The Thesaurus tool will open to the right side of the document, with a list of synonyms for your
selected word (See Figure 63).
5. Hover over the word you wish to insert, and click the drop-down arrow (See Figure 63).
6. In the drop-down menu, click Insert (See Figure 63).

Figure 63 - Thesaurus Results

7. The chosen word from the Thesaurus will replace the selected word in your document.

Saving a Document
Saving your document will create a file that will allow you to access the document at a later time for
editing. You can also save your work to share the file with others. The following explains how to save
your document in the Word format to your Desktop:
1. Click the File tab.

Figure 64 - File Tab (Backstage View)

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2. In the Backstage View, click Save As (See Figure 65).
3. Click This PC (See Figure 65).
4. Click Desktop (See Figure 65).

Figure 65 - Backstage View

5. In the Save As dialog box, type a File name for your document (See Figure 66).
Note: Make sure Save as type is Word Document (*.docx). This will save the document as a Word
2016 document.
6. Click the Save button (See Figure 66).

Figure 66 - Save As Dialog Box

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Compatibility Mode
When opening a document created in a previous version of Word, Word 2016 will begin operating in
Compatibility Mode. At the top of the window, the words [Compatibility Mode] will be displayed next
to the name of the document.

Compatibility Mode means that some of the newer features of Word 2016 will not be available to you
because the document was created with an earlier version of Word. If you save the document as a
Word 2016 document, you will exit Compatibility Mode and all of the new features will be available to
you. The following explains how to save a document so that you can exit Compatibility Mode:
1. Click the File tab.

Figure 67 - File Tab (Backstage View)

2. In the Backstage View, click Info (See Figure 68).

3. Click Convert (See Figure 68).

Figure 68 - Convert

4. In the confirm your conversion dialog box, click the OK button.

Figure 69 - Confirm Your Conversion

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 5. The document will be converted to a Word 2016 document. The [Compatibility Mode] label will
e re o ed fro the do u e t’s title.

Printing a Document
If your computer is connected to a printer, you will be able to print your document to share a hard
copy with others.
1. Click the File tab.

Figure 70 - File Tab (Backstage View)

2. In the Backstage View, click Print (See Figure 71).

3. From Print you can choose the following options:
a. Copies - Set the number of copies you want to print (See Figure 71).
b. Printer - Select a printer (See Figure 71).
Note: Your list of available printers will be determined by the printers you have installed on
your computer.
c. Settings - Configure how and what you want to print (See Figure 71).
4. Click the Print button (See Figure 71).

Figure 71 - Print

Page 36 of 37
Additional Help
For additional support, please contact the KSU Service Desk:

KSU Service Desk for Faculty & Staff

 Phone: 470-578-6999
 Email: [email protected]
 Website: http://uits.kennesaw.edu

KSU Student Helpdesk

 Phone: 470-578-3555
 Email: [email protected]
 Website: http://uits.kennesaw.edu

Page 37 of 37
 Microsoft Office
Word 2016 for Windows
Tools for Your Research Paper

University Information Technology Services

Learning Technologies, Training & Audiovisual Outreach

Copyright © 2016 KSU Division of University Information Technology Services
This document may be downloaded, printed, or copied for educational use without further permission of the
University Information Technology Services Division (UITS), provided the content is not modified and this
statement is not removed. Any use not stated above requires the written consent of the UITS Division. The
distribution of a copy of this document via the Internet or other electronic medium without the written
permission of the KSU - UITS Division is expressly prohibited.

Published by Kennesaw State University – UITS 2016

The publisher makes no warranties as to the accuracy of the material contained in this document and
therefore is not responsible for any damages or liabilities incurred from UITS use.

Microsoft product screenshot(s) reprinted with permission from Microsoft Corporation.

Microsoft, Microsoft Office, and Microsoft Word are trademarks of the Microsoft Corporation.
 University Information Technology Services

Microsoft Office: Word 2016 for Windows

Tools for Your Research Paper

Table of Contents
Introduction ............................................................................................................................................................ 4
Learning Objectives................................................................................................................................................. 4
Styles ....................................................................................................................................................................... 5
Applying a Heading Style .................................................................................................................................... 5
Inserting a Table of Contents .................................................................................................................................. 6
Updating the Table of Contents .......................................................................................................................... 7
Footnotes and Endnotes ......................................................................................................................................... 8
Insert a Footnote ................................................................................................................................................ 8
Insert an Endnote................................................................................................................................................ 9
Additional Settings for Footnotes and Endnotes ................................................................................................ 9
Citations ................................................................................................................................................................ 11
Insert Citation ................................................................................................................................................... 11
Insert Saved Citation ......................................................................................................................................... 12
Adding Placeholders ......................................................................................................................................... 13
Add Saved Placeholder ..................................................................................................................................... 14
Updating Citations and Placeholders ................................................................................................................ 14
Managing Sources ............................................................................................................................................. 15
Bibliography .......................................................................................................................................................... 17
Creating a Bibliography ..................................................................................................................................... 17
Updating the Bibliography ................................................................................................................................ 18
Inserting Captions to Pictures or Tables ............................................................................................................... 18
Cross-Reference .................................................................................................................................................... 20
Insert a Table of Figures ........................................................................................................................................ 21
Updating the Table of Figures ........................................................................................................................... 22
Additional Help ..................................................................................................................................................... 22
Introduction
This booklet is the companion document to the Word 2016: Tools for Your Research Paper workshop. The
booklet will show users how to utilize tools under the References tab in the Ribbon, such as inserting a table of
contents, inserting citations and managing your saved citations from previous sessions, adding captions and
footnotes/endnotes, and using cross-references.

Learning Objectives
After completing the instructions in this booklet, you will be able to:
 Insert and update your table of contents.
 Add footnotes/endnotes to your document.
 Add citations and placeholders.
 Understand how to manage your citations and placeholders.
 Insert and update a Bibliography.
 Insert captions and using the cross-reference tool to create hyperlinks.
 Inserting a table of figures.

Revised 6/28/2016 Page 4 of 22

Styles
A Style is a predefined combination of font style, color, and size that you can use to format the text in
your document. Using styles can help you create documents that have a more professional, and
consistent, appearance. The Heading Styles are important when using the table of contents tool.

Applying a Heading Style

The following explains how to apply a heading to your document.
1. Select the text that you want to format (e.g. chapter or section title).
2. On the Home tab, in the Styles group, click on the Heading 1 style.

Figure 1 - Styles

3. You can also access your styles from the Mini Toolbar. After selecting your text, the Mini
Toolbar will appear. Click the Styles button on the right.

Figure 2 - Styles from the Mini Toolbar

Note: There are up to nine multilevel numbered Heading Styles available. Below is a sample of
Headings 1 through 3.

Figure 3 - Heading Styles

Note: For more information on using Styles, refer to the documentation Word 2016: Formatting your
Document at https://uits.kennesaw.edu/cdoc.

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Inserting a Table of Contents
Word provides a quick and easy way to create a Table of Contents page for your document; provided
you have already applied the proper headings to the chapters/sections throughout your document
(See Applying a Heading Style for more information).
1. Click to place your cursor in the document where you want to place the Table of Contents.
2. Click the References tab (See Figure 4).
3. In the References tab, click on Table of Contents (See Figure 4).
4. A list of content tables will appear. Click on Table of Contents (See Figure 4).

Figure 4 - Table of Contents List

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 5. Your Table of Contents will be inserted into the document.

Figure 5 - Table of Contents

Updating the Table of Contents

If you make changes to the document after you have added the Table of Contents, you can update the
table to reflect the new changes (e.g. additional sections added, or altered page numbers). The
following explains how to update the table of contents.
1. Click on the Table of Contents (See Figure 6).
2. Click on Update Table (See Figure 6).

Figure 6 - Update Table

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 3. In the Update Table of Contents window, click on Update entire table (See Figure 7).
4. Click the OK button (See Figure 7).
Note: It is recommended to select Update entire table, as this option will update page numbers and
any additional headings added to your document.

Figure 7 - Update Entire Table

Footnotes and Endnotes

Footnotes and Endnotes provide referencing information for specific text in a document. Footnotes
appear at the bottom of the page on which the reference mark appears. Endnotes appear at the end of
a section or document.

Insert a Footnote
The following explains how to insert a footnote on a page.
1. Click in the document at the location where you want to insert your footnote.
2. Click the References tab (See Figure 8).
3. In the References tab, click on Insert Footnote (See Figure 8).

Figure 8 - Insert Footnote

4. The footnote will be inserted into your document at the location selected, and at the bottom of
the page. Type your text in the footnote entry at the bottom of the page.

Figure 9 - Type Your Footnote

5. Once finished entering your text, click anywhere within your document to leave the footnote.
6. To edit the text in your footnote, just click on the text in your footnote to edit.
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Insert an Endnote
The following explains how to insert an endnote on a page.
1. Click in the document at the location where you want to insert your endnote.
2. Click the References tab (See Figure 10).
3. In the References tab, click on Insert Endnote (See Figure 10).

Figure 10 - Insert Endnote

4. The endnote will be inserted into your document at the location selected, and at the bottom of
the document. Type your text in the endnote entry at the bottom of the document.

Figure 11 - Type Your Endnote

5. Once finished entering your text, click anywhere within your document to leave the endnote.
6. To edit the text in your endnote, just click on the text in your endnote to edit.

Additional Settings for Footnotes and Endnotes

Additional settings are available for changing the location, layout, and format of footnotes and
endnotes.
1. Click the References tab (See Figure 12).
2. In the References tab, click the Dialog Box Launcher in the Footnotes grouping (See Figure 12).

Figure 12 - Reference Tab

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3. In the Footnote and Endnote window, you can do the following.
a. Location - Provides options for changing the location of where your Footnotes/Endnotes
appear within your document (See Figure 13).
b. Footnote layout - Gives you the option to split your footnote into columns (See Figure 13).
c. Format - Provides options for altering the number format (e.g. I, II, III or A, B, C), changing
the starting number, whether to use continuous numbering throughout the document, or
restart the numbering on each page or section (See Figure 13).
d. Apply changes - Allows you to apply your changes to certain sections of your document
(See Figure 13).
4. Click the Apply button (See Figure 13).

Figure 13 - Footnote and Endnote Window

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Citations
A Citation is information about a source referenced in the document. By using the Insert Citation tool,
you can add the citation to your document and the new source will be saved on your computer. You
a the i sert the itatio he e er eeded i your do u e t fro your itatio data ase . You
can even insert citations into future documents you write.

Insert Citation
1. Click after the text where you want to insert your citation.
2. Click the References tab (See Figure 14).
3. In the Reference tab, click on the Style dropdown to select your citation style (See Figure 14).
Note: The style selected in step 3 will affect what information Word collects when creating your
citation. If the Style: dropdown already shows your desired style, skip to step 4.

Figure 14 - Select Citation Style

4. Click on Insert Citation (See Figure 15).

5. Click on Add New Source (See Figure 15).

Figure 15 - Insert Citation

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 6. The Create Source window will appear showing the recommended fields to complete the source
citation.
a. Type of Source - Change the type of source you are citing, click on the dropdown box in the
Type of Source field to select a new source (e.g. Book, Journal, Webpage, etc.)
(See Figure 16).
b. Bibliography Fields - Type your information into the fields provided (See Figure 16).
Note: Clicking on the Edit button (where available) will allow you to enter names via first,
middle, and last name.
c. Show All Bibliography Fields - If you need to add additional information (See Figure 16).
Note: Additional fields will appear in the Create Source window with recommended fields
marked with a red asterisk.
7. Click the OK button (See Figure 16).

Figure 16 - Create Source

Insert Saved Citation

1. Click after the text where you want to insert your citation.
2. Click the References tab (See Figure 17).
3. Click Insert Citation (See Figure 17).
4. Click on a saved citation (See Figure 17).

Figure 17 - Insert Saved Citation

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Adding Placeholders
Placeholders are helpful for placing a temporary citation into your document that you can later update.
If you use the same placeholder multiple times, when you finally update the information, the rest of
your placeholders will automatically update as well. The following explains how to add a placeholder to
your document.
1. Click after the text where you want to insert your placeholder.
2. Click the References tab (See Figure 18).
3. Click Insert Citation (See Figure 18).
4. Click on Add New Placeholder (See Figure 18).

Figure 18 - Add New Placeholder

5. In the Placeholder Name window, type a name for your placeholder (See Figure 19).
6. Click the OK button (See Figure 19).

Figure 19 - Placeholder Name

Note: When typing a name for your placeholder, you will not be allowed to use spaces. The
placeholder name should be something that will help you remember what source it belongs to
later.

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Add Saved Placeholder
1. Click after the text where you want to insert your placeholder.
2. Click the References tab (See Figure 20).
3. Click Insert Citation (See Figure 20).
4. Click on a saved placeholder (See Figure 20).

Figure 20 - Insert Saved Placeholder

Updating Citations and Placeholders

Citations and Placeholders can easily be updated once they have been inserted into your document.
The following shows how to update citations/placeholders.
1. Click the Citation/Placeholder within your document to select it (See Figure 21).
2. Click the drop-down arrow (See Figure 21).
3. Click Edit Source (See Figure 21

Figure 21 - Edit Source

Page 14 of 22
 4. In Edit Source window, make your updates to your citation/placeholder as required.
5. Click the OK button (See Figure 22).
Note: When updating a placeholder that occurs multiple times in your document, you only need to
click on one of them to update all placeholders of the same type.

Figure 22 - Edit Source Window

Managing Sources
As you continue adding sources to your documents, Word will keep track of your sources. You can
continue adding these sources to your document, and even use them in separate documents created
on your computer. The following shows how to manage your list of stored sources between
documents.
1. Click the References tab (See Figure 23).
2. Click Manage Sources (See Figure 23).

Figure 23 - Manage Sources

Page 15 of 22
3. The Source Manager window will appear. The Master List will show all sources you have
entered using the citation tool, while the Current List will show sources in your current
document. From here you will be able to search, sort, copy, delete, edit, and add sources.
a. Search - To search for a particular source, type your search parameters in the Search field.
The Master List will automatically search for your request (See Figure 24).
b. Sort - To change how your sources are sorted (See Figure 24).
c. Copy - To add one of your sources to your current list, select it from the Master List and
click Copy to move it to your Current List (See Figure 24). This will make the source
accessible from Insert Citation.
d. Delete - To delete a source (See Figure 24).
e. Edit - To edit an existing source (See Figure 24).
f. New - To create a new source (See Figure 24).
4. Click the Close button (See Figure 24).

Figure 24 - Source Manager

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Bibliography
A bibliography is a collection of your citations. If you have been using the Insert Citation tool, then
Word can quickly and easily create a bibliography for you (similar to Inserting a Table of Contents).

Creating a Bibliography
1. Click in the document where you want to insert your bibliography (e.g. end of the document).
2. Click the References tab (See Figure 25).
3. Click Bibliography (See Figure 25).
4. In the Bibliography drop-down menu, click on Bibliography (See Figure 25).

Figure 25 - Bibliography

5. Your Bibliography will be inserted into your document.

Figure 26 - Inserted Bibliography

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Updating the Bibliography
If you make changes to the document after you have added the Bibliography, you can update it to
reflect the new changed (e.g. additional sections added, or altered page numbers). The following
explains how to update the bibliography.
1. Click on the Bibliography (See Figure 27).
2. Click Update Citations and Bibliography (See Figure 27).
3. Your Bibliography will be updated and any newly added citations will appear.

Figure 27 - Update Citations and Bibliography

Inserting Captions to Pictures or Tables

If you are writing a long document with pictures, captions can help provide additional reference to
your readers (such as the captions in this guide). Captions can be added to pictures, graphs, tables, that
have already been inserted into your document. The following explains how to add a caption to a
picture.
1. Click on the picture to select it.
2. Click the References tab (See Figure 28).
3. Click Insert Caption (See Figure 28).

Figure 28 - Insert Caption

Page 18 of 22
4. In the Caption window, type a name for your caption in the Caption field (See Figure 29).
5. Click the OK button (See Figure 29).
Note: You can choose a different label for your caption, create a new label to display, or exclude a
label altogether from your caption.
Note: The process for adding captions to tables or charts is the same as adding captions to a
picture.

Figure 29 - Caption

6. Your caption will be added to your picture.

Figure 30 - Caption Added to Image

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Cross-Reference
Cross-refere i g i for atio is helpful for he you eed to dire t the reader’s atte tio to a hart,
image, or section within your document. Once inserted, the cross-reference will make a note about the
referenced information, and can create a link to redirect the reader (e.g. this document uses several
cross-references. Try clicking on o e of the “ee Figure… otes).

You can use the cross-reference feature to reference captions, footnotes, endnotes, headings, and
more. The following will show how to cross-reference an existing caption within the document.
1. In the document, type the text that begins the cross-reference (e.g. For ore i for atio ,
see… ).
2. Click the References tab (See Figure 31).
3. Click Cross-reference (See Figure 31).

Figure 31 - Cross-reference

4. In the Cross-reference window, select the following.

a. Reference Type - Select a reference from the list (See Figure 32).
Note: Make sure the Insert as hyperlink box is checked. This will insert the cross-reference
as a hyperlink so readers can click the link to be redirected.
b. Insert reference to - Select how the reference will be inserted into the text (e.g. entire
caption, only label and number, only page number, etc.) (See Figure 32).
c. For which caption - Select the reference that will be inserted (See Figure 32).
5. Click the Insert button (See Figure 32).

Figure 32 - Cross-reference Window

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Insert a Table of Figures
Similar to Inserting a Table of Contents, using the Insert Table of Figures tool can quickly create a table
that contains all of the captions and which page they appear on in your document. The following
explains how to insert a table of figures.
1. Click to place your cursor in the document where you want to place the table of figures.
2. Click the References tab (See Figure 33).
3. Click on Insert Table of Figures (See Figure 33).

Figure 33 - Insert Table of Figures

4. In the Table of Figures window, click the OK button.

Figure 34 - Table of Figures

Page 21 of 22
Updating the Table of Figures
1. Click the Table of Figures to select it.
2. Click the References tab (See Figure 35).
3. Click Update Table (See Figure 35).

Figure 35 - Update Table

4. Click Update entire table (See Figure 36).

5. Click the OK button (See Figure 36).
Note: It is recommended to select Update entire table, as this option will update page numbers and
any additional figures added to your document.

Figure 36 - Update Table of Figures

Additional Help
For additional support, please contact the KSU Service Desk:

KSU Service Desk for Faculty & Staff

 Phone: 470-578-6999
 Email: [email protected]
 Website: http://uits.kennesaw.edu

KSU Student Helpdesk

 Phone: 470-578-3555
 Email: [email protected]
 Website: http://uits.kennesaw.edu

Page 22 of 22