Word 2016 Tutorial Complete for Professionals and Students

[Music] hello my name is Sally coselli in this comprehensive tutorial we'll go over some of the basic stuff to start with and then understand some of the concepts and features of Microsoft Word 2016 please hang along here throughout the whole tutorial and view as many of the modules as you can this is designed so it can enhance your resume and understand how to use the latest version of Microsoft Word effectively for your job and in your career we are going to cover some of the basic features such as getting started using the templates understanding the office ribbon concepts and what's new there formatting the documents applying styles to text and then customizing existing format styles creating a custom style and using a format painter using search and replace than enhancing your document by inserting pictures shapes SmartArt tables charts screenshots online video in a document hyperlinks comments headers and footers then we move into inserting page numbers text boxes and the files from another document a cover page a page break and then how to enhance the document such as applying themes to the whole document and also how to change the formatting of the document by changing the margins and changing the orientation columns in the document formatting the paragraph and then using references for your documents such as table of contents reading citations and bibliography and then also doing mail merges such as for labels envelopes and email merges as well finally as a progression here that's suppose if you have a big document or a big project to complete check the grammar finally check some of the research tools insert comments and then inspect the document before sharing it with other users so stick around and check out as many of those modules as you can we'll get started in a moment here with the first module for Microsoft Word 2016 in this session I'm going to cover the most basic concepts in getting started with Word 2016 so we open Microsoft Word you can either click here on the word icon or if you cannot locate it you can simply type here Microsoft Word or just word and then choose Word 2016 now this is new with newer versions of Word particularly 2013 and 16 here but notice you are presented here with a bunch of templates so you can start a blank document you can take a tour of Microsoft Word or you can use one of those pre-designed templates that you are presented where these are presented to you in the very beginning so that you don't have to reinvent the wheel now notice here on the left hand side you also have the recent documents that you have been working with and also you have the option here to open other documents in your computer so let's assume that you wanted to use one of those templates instead of you redesigning something you can simply click on one of those designs or templates and click to create it and it's as simple as that and then you all you have to do is fill in this information in any of these fields let's go back to the previous window here you notice that you can also search for templates online so let's say I want to brochure type it what you want and then you'll see here a listing of designs from the web all you have to do like we did earlier you can click on it and then it will open up and change it notice you also have these options here on the right-hand side so feel free to check those out as well open it now click on create now this it has all the components and you do not have to reinvent the wheel so the third scenario here is how to create a new document so of course let's assume that we don't need these whatsoever and we are starting from scratch you'll find the Microsoft Word and you'll click on a blank document once you click on a blank document now you're presented with the interface for Microsoft Word so before we get any further here I'll just take a couple more minutes and explain just some of the components that they exist here in Word 2016 it's very similar to the previous versions that you're used to using however it probably helps for somebody who is starting so notice here you have these different tabs here on the very top you have the Home tab the insert tab you have the design tab the Layout tab and so on the tabs here along with all of these different icons within each one of the tabs and those icons are simply different functions that you can perform in a document using Microsoft Word notice that those functions are also grouped together so for all the stuff that has to do with the fonts it's under the font block here or grouping anything that has to do with paragraphs or styles it's under the paragraph grouping here or Styles grouping if you go under the insert tab similar thing as well you have here anything that has to do with illustrations it's its own grouping and so on so the way those tabs work they are organized in the order that you'd most likely work with in a document so particularly if you're working on a brand-new document you're going to create the content format the text paragraphs apply some Styles then you're going to insert stuff to the document such as pictures and tables and such and then you're going to change the layout to the document you're going to add some references but potentially you might be doing some mailings and so on and then finally you might be doing some review for it checking spelling and such and then under the View tab here you'll be able to read it to finalize before you send that document or project with somebody so again the concept to understand here is that they are organized in a certain way grouped the icons are grouped together and the tabs are in a specific order depending on the work that you're doing notice also you have the file menu this is back from if you remember in office 2007 that was taken away notice you have some additional options here how to save the document how to print it share it export it and so on notice if you wanted to change also options within your application you have to go under options here and this is where you can customize additional settings related to Microsoft Word in your computer now you could change here for some of the themes or you could change the display and but one of the things that you might want to change you might end up changing at some point is this save location as well so just check those out and nothing is going to be broken as long as you potentially take note of what you're changing now we're on the very top left you have what's called a quick access toolbar the quick access toolbar has the most commonly used functions here and you can customize this to add additional items as well so notice I clicked here on the drop down you can put here the email icon or attach icon now if you want it also an icon here let's say for inserting pictures well all you have to do is you right click here and choose to add it to quick access toolbar and now the option to add pictures it's added to the quick access toolbar so again quick access toolbar it serves for you to get quickly to whatever you need to do another thing to remember here is that notice we don't see the ruler anywhere in this document so this is an area of course where you type your document and such so if you need to view additional components here you can choose to under the View tab you want to customize the show the ruler for the document you can even have gridlines if you needed to and navigation pane as well if you need it too additionally before I finalize this quick session here notice that on the bottom right here you have also options for zooming in and out of the document and you have the various different layouts for this specific document whether you want to do a read mode or the print layout mode here on the left you also have the page numbers and the words in this specific document if you click on any of these options here it will give you more information about your document finally one quick feature and this is new in Word 2020 16 is that let's say you're on the Home tab here and you don't know how to do something well office 2016 has this option here that you can it says tell me what you want to do so if you under to change let's say the margins you simply type margins here and know this it gives you the older potential options here so you don't necessarily have to know where an option is even though I'm gonna explain it in this tutorial so you click here on adjust margins and it gives you all the different options for margins even though you're not in that specific tab if you're not sure as to how to do something you can also click here and get help on margins and it will take you to the online help for office 2016 directly from Microsoft so some of those options will learn them as well as we go but I thought it would be helpful for you to know about this feature tell me what you want to do so hopefully that is helpful stay tuned we'll get started in a moment the next segment here on getting started with a document doing some of the basic functions in a document [Music] in this session we are going to get started using and working with a document or the basic functions here in the document so if you wanted to create a document from scratch of course just click here in a white space and simply start typing for the sake of simplicity at this point I'm going to just go ahead and bring in a document that has just some plain text and we work with that specific document let's assume that we have this document you typed it there's nothing special about it I copied and pasted this and by the way this is the credit for the document where I got the information from so all it is it's about 24 pages of text let's assume that we have this long document that we want to tweak at this point as we learn how to use Word 2016 so just a couple of things for you to remember here is that if we wanted to change any of this stuff about this document now this is if we want to change the font of course selected and then simply choose a different font here change the size and notice that some of the icons so you can make it bigger or smaller now there's some of them they also have a drop-down that you can customize to make everything lowercase or uppercase or for example in the case of the spacing here or the font just as a key concept here is that there are additional options and dropdowns additionally remember there are also these options here to expand and customize for example anything related to the fonts and this is very similar to the old interface so as you are working with text so let's assume that this is your text that you are working with notice that as soon as I release the mouse after I select the text there is this mini toolbar the mini toolbar has some of the quick options that you could potentially use here in Microsoft Word whether it's release or the font or some of the basic functionality to it so that you don't have to reach for the mouse up here on the top or under the ribbon but you're basically tweaking this simply within without moving the mouse too far so again you're selected the quick mini toolbar shows up and you pick the option that you want to utilize the other thing as we get started here is that if you're not sure as to what something does here yeah remember that you can always hold the mouse on the icon edge we'll show you what that does so it gives you a description of what that function is and what it does I could select those and this is basically using the bulleted lists so if I want just simply dots here notice I just selected the text chose this on a different particular kind I can simply click on the drop-down and pick one of those or if I wanted numbers you can do it like that if for some reason you want to customize something within the bulleted list you can change the levels you can customize down here as well by set the numbering style and things of that nature as well so the tip here is that the computer is not going to break just thinker with all the different options if you want to learn the program and the application here click on the various different options and see what they do that's the best way to learn an application on your own as well besides following this tutorial of course so in the next segment here I'm going to go over how to utilize styles and formatting text and making it easier to provide consistency in the document and save your time so stay tuned for the next segment [Music] in this session I'm gonna go over using staffs in a document styles in Word 2016 are a powerful tool that can help you provide consistency throughout the document by applying the same properties throughout the document as you're formatting it as well as save you time so how do you apply Styles all you have to do is you select the section of your document here and let's assume that we want to make this heading number 1 so simply click on heading number 1 here and by the way these are the list of styles here notice you have a drop-down as well here to see the other styles in the document now this feature here of you holding the mouse on the text here this is called the live preview it gives you a preview of what it would look like if you were to select that option before you even click on it so let's assume that we want this for heading number 1 so basically go throughout the document here and you apply the different styles for this particular document now my suggestion is that you apply heading 1 heading 2 and heading 3 styles and so on throughout the document the reason for that is that later if you have a long document you can also create a table of contents directly from the styles that you applied throughout your document and the table of contents will be generated only if you have heading 1 and so on styles now if you don't like how something looks like at this point what you can do is that will go and modify the style to your liking and then that will be updated throughout the document automatically so basically you don't like something you can tweak the heading 1 style but you need the heading 1 style to create the table of contents later I'll also show you how to create custom styles from scratch here in a moment you get the idea here we go we apply the heading Styles throughout the document depending on the layout and the organization of your document so first of all this would be heading one this will be heading two and then you scroll down in your document and you apply the other heading so this let's assume it will be heading number three you believe and apply this as a heading number four let's assume that's heading number two I notice here we had the technical underpinnings and then we have the development plan and then we have the essential information protection that probably falls under what we covered earlier so you'll do that throughout your document now one thing to keep in mind here is that like I mentioned earlier if I wanted to change how heading number two looks like and notice if I click here it shows heading number two that someone selected to modify a specific style I have two options I could simply either customize the text here the way I want it so for example I want this to be larger and let's say I want that to be bold and then I want this to go all the way to the left here now this I can go here since I have the ruler showing and if you don't have the ruler you can go under view and choose ruler here now this it shows up where it disappears go here to the Home tab and I'm going to move this to the left so that my text is all the way in the left now we are kind of deviating what we are trying to do to explain here as far as the heading one style but basically we're tweaking this the way we like it to be showing up and then I'm gonna make this let's say orange color so it kind of stands out for us and let's say I want the font to be a different font let's say I want the colibri here and I want that to be 20 points now what you can do is now that I have tweaked heading one here the way I like it I can simply select it and you can right click on the heading style up here it says update heading 1 to match selection we're telling the computer to update and he heading one style where ever we have applied them and even though we have not applied them yet to be however we chose this to look we click here an update and now notice if I scroll down we'll find out here that wherever I applied here for example it was heading one that has been updated and notice and the other options as well now if I wanted to update heading number two I could do the same thing I could simply highlight this change the font and let's say I want to make that blue there's only however I like it and then I can choose to update it and now I know this if I scroll down throughout the document here you'll see that heading two has been updated to what we chose earlier now let's say that we still want to tweak this we want to make it underlined or whatever what you can do is you can select it go under heading to choose modify and then notice you can just change properties so again you can modify this two different ways you can either tweak it first and then update it I think that's the easiest one or you can simply right-click and then tweak with all kinds of other properties here as well so you can change for example I wanted an underline and I press this it will be underlined you can also change the formatting the border the frame the numbering text effects and all kinds of other stuff and you can tweak that on your own just remember if you change it you need to also update it automatically as well you click OK and now if we scroll up or down here which wherever this was applied in the document it will be automatically updated with the underlining same thing with heading number three so we'll go and find the heading number three wherever we applied it so this is for example heading number four typically it can't use heading number four until you have used heading three but in any case I think heading number three is this one right here so you can tweak this however you want it again and then simply right-click update heading 3 to match selection and that will update all instances let's say we want to do this as well update heading 4 and now it has been applied throughout the document so using the Styles it's a very powerful feature and strongly recommend it because it will save your time and it'll provide consistency throughout the document now let's assume that you wanted to create a new style of some sort so let's say anywhere in the document I want a new type of style again you can customize it the way you want let's make it something completely different here and now what you can do is you can select this and you can click on styles here in the under mini toolbar or you can click on the drop-down here on the top under the Styles area and you have an option to create a new style so you can just give it a name let's say Sally and then click OK now if I want to apply this wherever I want it apply they can simply go and apply the Sally style if I wanted to tweak it I could simply either tweak it from here and update it or I can tweak it from the top and modify it over here that's how cool styles are strongly suggested that you use them in your documents because it's very powerful in creating also the table of contents and it will save you time and provide consistency throughout the document [Music] in this session I'm going to demonstrate how to use the format painter in Word 2016 format painter what it does is is basically you can format a bunch of text a certain way to look a certain way and then you can copy the formatting and paste it to another section of text it's very similar to copy and paste but the difference is it's gonna copy and paste the formatting properties so let's assume that we have this bunch of text here and we have this blue color and it's underlined and all that type of stuff and I'm going to change the font as well to a different font here now let's say that I wanted to apply that somewhere else in the document here as well so what you do is use you go to the area where which has that specific formatting your selected and then you click on format painter it's going to seem like nothing happens now notice it has this broom type of thing you select where you want to apply it and notice I'm leaving out a couple of words in the end here and then let you let the mouse go as soon as that happens notice it copied all the properties from the first area here to the other section where we applied the format painting so it's just as easy as that [Music] in this next session I'm going to go over one of the features that pretty much everybody should know if they want to be productive in your work how to search for something in your document and replace it with something else but make sure that all instances of it are replaced in your document so let's assume that we want to find the word computers and change it with PCs for whatever reason so you go here under replace in the Home tab and we want to find the word computers and like I said we want to replace it with pcs and those you have additional options here as well you can choose to match the case match only whole words and you can also use wildcards as well if you need it that is basically if you want the word computer and to include also the computers and so on so multiple variations of it so now notice also you can change check on formatting paragraph and all kinds of other options as well like specific paragraph marks and so on and I'll try to demonstrate that in a moment here so now we click here on find next and that would be the best option here to find for some computers here and it's going to replace it so there were three instances of the word computers in this document we could also have chosen if we are sure that all instances matched what we wanted we could have chosen here to replace it all to replace all of it the other feature that I'll try to show you here it's very powerful is you want to make sure the in your document there are no extra paragraph spaces for example we want to take anywhere where there are more than one paragraph space we want to replace it with only one paragraph space there to fix the whole document of course right now I'm messing it up from purpose so we can fix it in a moment so the search and replace capability comes in very handy here besides searching replacing for text you can search and replace other components such as spacing and things of that nature in your document now for you to see the hidden characters in a document you need to click on this little icon here and that's what we'll demonstrate or show where the extra spaces are so for example here we have an extra paragraph space here we have two of them and so on so that we have this document and it has all these additional spaces that we want to take out instead of you going throughout the document taking them all out manually what you can do is you can do a search and replace for anything that is the new paragraph or end of the paragraph there that these empty areas so we click here on replace and then what you do is you go here under special so we want to find the paragraph mark wherever the paragraph mark is located so we click on this paragraph more and we want to find wherever there are two of them and we want to replace them with only one paragraph more then we click on fine next and notice it should find this next one right there and then we click on replace and then we go and replace the next one next one or we could replace them all now I notice it found nine locations and point and closing that it should be that no areas in my documents should have to paragraph marks in there and you can do that for the same thing for tabs if you want to remove all the tabs in the document you can do a search replace four tabs and so on so it's a key feature in the word processing that it's very valuable to save you time provide consistency and enhance your resume as well in knowing how to do this features [Music] in this session I'm gonna continue with other features of Microsoft Word in order to enhance our document here that we are working with and learn some of those features as well so earlier we learned how to use the items here under the Home tab such as the paragraph and format painter and styles and certain area plays and so on so now as we mentioned earlier you have the office ribbon that has those features and functions grouped together depending on the task that you are performing so now that we are done with the basic stuff in our document here in formatting certain components and applying styles now we want to insert additional components to it to make it even fancier in this case let's go under the insert tab and here you can insert all kinds of other stuff but we are going to start here with the illustrations and we'll come back through all these other options as well in a moment here so let's say we want to insert pictures and now we want to enhance this document and we want to get some pictures of let's say Microsoft Word or pcs or whatever it is if you we might want there we go here under insert and then we click on pictures the pictures you can get them directly from the computer in this case because it's gonna get them and notice here I have office 2016 notice in this case this image it's quite large so you can resize it I'm sure you know how to do this by simply dragging the corners it's recommended that you use the corner handles rather than using the middle points here because this resizes it proportionately now that the the image has been inserted here if you double click on the image notice there is a picture tools option that shows up or one of the other tabs here as soon as I click on the picture here it opens up with picture tools we double click it'll actually open that whole rib here these are tools and they are referred to as contextual tools basically tools that are displayed on the ribbon based on the context of what we are doing so in this case we have picture styles remember the text styles we could change and tweak the text within the document here we could format this picture by simply applying a variety of other styles to it depending on how we want it let's say we want it this way you can change the border other picture effects and again like I mentioned in one of the previous segments in order to really learn the application just click on the various options and see how you can tweak and tinker with it and that's the best way to learn about it now the other thing that you can do here is that you can also customize the position where you want this picture to show up so you can simply click a specific position in your document and let's say we want it in the middle of the document the left and all that type of thing so I'm gonna leave it alone for now so that I can show you one of the other features before we can tweak and tinker with that so let's suppose that we want the text to be wrapped around the picture here and this is a very important concept for you to understand and that has to do is what's called text wrapping or wrap text for this image so what you do is you click on the image and you choose then wrap text here you can tell the system how do you want the text wrapped around this picture you click let's say on tight and notice now the text it will be tightly integrated around the picture since we chose that option we can also drag this and place it wherever we want in the document and then the text will kind of self adjust around this specific image that we picked and notice there is also a little icon here next to it to choose the different layout options and you can apply whichever option you prefer in that case so that's an important component for you to remember here notice also you can use the crop tools we don't really need to crop this much at this point but if we needed to just crop it from whichever direction and click crop again and now it has been cropped if for some reason you choose to undo one of those options you can simply back go back here and it will be the way we had it from earlier so this is basically using the back and forward options or undo and redo options so that is applying pictures from the computer or inserting pictures from the computer now in office 2016 you also the clip art option it's actually no longer available if you see here if you note here so what they did was they Microsoft has you go online for pictures and access pictures online so you simply click on online pictures and then it's going to use the Bing search engine for you to search for various pictures so let's say computer hit enter it's going to give you a whole bunch of computers now remember some of those are copyrighted materials so you need to really kind of be cautious if you're going to use those for marketing and commercial products and so on so you pick what you want from here assuming that the copyright stuff is correct and then click on what you want click on insert and this is very similar to clip art in previous versions of Microsoft Word again you can resize this and apply any of these picture tools that we learned about earlier and then choose the text wrapping tight and then move it wherever you prefer to have this so that's inserting pictures from online the other thing that you can do is also you can insert various shapes in this document so for whatever reason you want to make a diagram or an arrow or whatever the case may be simply click on the shape here that you want and then drag it that's the difference that's a trick here in Microsoft or when using shapes that you have to drag it the other thing to remember here as soon as we insert the shape you notice that you have a new set of tools the contextual tools and you can change here the design for your new object that you insert it you can change different properties and position and the wrapping as well so you could actually make that so it's tightly wrapped as well within the text so notice the text will be self adjusting around it one key thing to remember here as well is that you can rotate it by using this handle right here and rotate this object any which direction that you prefer so that is inserting shapes in your document next and we're going to do this in the different video segment we're going to learn how to insert smart art it's a very powerful feature so stay tuned to help you use it [Music] in this next session we're gonna learn how to use smart art in Microsoft Word 2016 microsoft word starting with office 2007 has this feature called SmartArt SmartArt is basically a graphic to visually demonstrate or communicate information so let's say we are talking about the computer security and you probably are familiar with this the confidentiality integrity and availability or as they refer to as a CI a of Information Security instead of us are representing this data in this format by simply using bullets which seems okay what we could do is we could insert smart art so you go here under SmartArt and then you pick one of the designs from here so you basically could type this I choose the design that I want and this will be adjusted automatically now this you can close this typing area of the text and notice you have this handle to show this anytime in the future or you could change it directly from the diagram at this point of course you can resize it and if for some reason you do not like this diagram you can pick a different one and convert it to a different one also you can change the colors so basically you're applying different styles again to this type of object as well so as you kind of kind of see it's very powerful in representing something so notice this is what we are representing but now this is a little bit more useful potentially here for us so again using SmartArt it's a way for you to represent something in a graphical to communicate something a graphical way to your audience or to your reader [Music] in this session I'm going to demonstrate very briefly as to how to use tables in the document in Microsoft Word so let's assume that we want to insert a table in this location for this documents all you have to do is you go into the insert tab click on the table and then you can either pick one of the quick tables from here or you can design your own so let's say I want five columns and 3 rows right there and the table has been created automatically now notice as soon as we insert the table you have these table styles again remember just like with text and images and so on you can apply predefined styles to your objects that you're working with depending on what you're doing now these are additional Styles here that you could apply as well so just pick one of those styles and customize it further if you needed to now this you have also under the layout here you can customize the delete or change properties or insert and indent text and all that type of thing regarding your table here in word 2016 so the idea again is to insert the table pick however you want it and then adjust it by going to the design tab and going to the Layout tab notice if you need to adjust the width of each column here notice here under the ruler area and if you don't have the ruler area here in the view you could go under view and choose to show the ruler now from this area you can adjust the width of these columns as well so that's basically how to insert tables in Microsoft Word [Music] in this session of it also demonstrate how to create charts or how to insert charts in a document in Microsoft Word a lot of times when you're creating a report or major document or whatever it may involve in using data as well and by the way they'll have another video on importing linking Excel with Microsoft Word that's another tutorial it'll be coming shortly here but this is basically how to insert a chart within a document so we can he run chart under the insert tab and then basically you pick the design that you want for your chart notice you have a live preview of whatever the chart going to look like so let's assume I want just a column chart for now and then click OK at this point notice as soon as it inserts the chart you notice you have this excel like data entry form here so it says serious one well maybe you want the months here so basically you have to plug in the date at this point and then let's say this is the average sales and millions for example and you get the idea then you'd plug in the numbers so let's say this was seven point eight in February it was two point seven and in March was six point nine now notice the table here it's being updated automatically now the other thing to notice as well and I'm gonna try to make this bigger or navigate through a little bit notice that we don't need this category for what we can do here is that we can actually exclude that so instead of deleting it because if you deleted it notice what happens it just leaves it still there but it just gonna be blank what you need to do is you need to move this blue area hold the mouse on it until it changes to a double arrow and then drag it up let it go and now notice the it's going to be automatically readjusting for your display here in your document now if I click outside of the chart here or close this at any point here now this now it's ready and I can resize this however I want you can change the title of course now if you wanted to change additional properties for this you can double click on it again and notice you have the design area and you can change and utilize a different style again for your charts here and you could tweak this however you need it to make it much fancier as you can see and you can change also the quick layout if you need it to you can change colors if you prefer to and other options as well as well as editing the data here as well if you don't like the same type chart or type of chart that you pick you can change it from here notice there is also another tab here under contextual tools where you can adjust the formatting for this and keep in mind here for the chart as well under the formatting there's also the option for text wrapping so text wrapping it's a really important concept to understand for all types of objects that you use in your document so I choose here wrap tightly around the text here and now notice the chart can be part of my document [Music] in this next session I'm going to talk about inserting or using the screenshot feature in Microsoft Word 2016 so let's assume we have this document here and now we want to insert a snapshot whether we are doing documentation on how to do something or whatever the case may be so what you do is you go under the insert tab or you click on screenshot here and notice you can either clip the screen or you can pick from one of the available windows so in my case I'm going to do a screen clipping first so like click on screen clipping and now at this point I could pick part of my screen and now that has been inserted in my document now this you could use it for creating a manual or creating directions or whatever it may be within your document and notice here this is basically just like another image that inserting the in the document I can go here and customize this and make it look differently in and so on and apply the various different styles related to the image is in the document the other things you can do is you can go and take actually you go here under the insert under screenshot so you have to have something open in your computer and then you can take a screenshot of an application that you may have opened in your computer and then of course resize this however you need to but personally I think the screen clipping it's going to be the one that is more useful in this case [Music] another cool feature in Word 2016 is the ability to insert media directly from online such as a video from online so to insert video from online you can click on insert here you go to online video and then you can search for videos whether it's from Bing or from YouTube and so on so so if you go here you're searching for a specific video you click on it and then click on insert and there is the video directly the link from YouTube and this is a new feature in office 2016 now at this point of course you could customize this if you needed to and format it differently just like an image in your document including the positioning of it in the document [Music] in this brief video I'm going to demonstrate how to utilize the hyperlink feature in a document in Word 2016 please basically you're linking to a document or to a resource outside of your document here so let's assume we want to learn how to customize privacy settings in Windows 10 and we want to have a link so that where whoever we send this document to they can go and click on that link and go to that video directly online or to that article directly online or whatever it may be the case so what you can do is you can simply select the text that you want a hyperlink and then click on hyperlink and then instead of directly linking to an existing file here you can link to a URL to a web page out there so now what we do before we can do that part we go to here to the web and we find the video that you want or the article that you want copy the URL now we bring this down and then here under the address that we opened our here we can open it again so I have highlighted this click on hyperlink go ahead and paste it in there and then click OK now at this point notice that it says press ctrl click to take you directly to that video so if I do ctrl down hold down the control key it'll take me to the video or to that article on the web so that's how you use hyperlinks in a document and this was just to the web site to a web document but over to a web site but you can also link to a document in your computer as well [Music] in his brief session I'm gonna go over how to insert a comment in a document in Microsoft Word 2016 so let's say in this link here I want to make a note or a comment I'm reviewing this document for someone and I want to make a comment for it so all that you have to do is you go here under the insert tab and you want to insert a comment you select the text area and you click on comment and you could say and so on or put something else and then you go to other places in your document as well and you can put additional comments as well so this you could be using it for grading student papers or you can use it for making comments for other people that you're collaborating with now if for some reason you don't want that comment in there anymore you can simply right-click on it and choose delete comment or if you were to go under the review tab and it's in office 2016 that Microsoft actually put it in the insert tab here but it's also under the review tab here and you can choose to delete a comment or create a new comment now that we've deleted it it's all gone so that is basically inserting comments in a document it's more for collaboration and working in a team and so on [Music] in this next session I'm going to demonstrate how to insert headers and footers in a document so if you notice here in my document I don't have any headers or footers so what you can do anywhere in your document go ahead and simply click on insert and then click on let's say header now notice it's exactly going to drop down you have all these different templates now this depends from version to version now with office 2016 there are more options in here for you to utilize so pick any of those designs and basically you'd put in there the title of the document and this has the date field in there but you could change that insert additional options in there so the date field or you could simply pick a different design so if you go here under the insert and choose headers and footers if I wanted a different design here are different header that's my different header now for inserting a footer go under insert and then choose footer and then choose the type of footer that you want to apply to your document and there is my folder here in my case here I didn't when I chose a design under insert here for footers it's not giving me a complete preview for some reason I think it's because of the resolution that I'll be using here for recording but you should also be able to see in here a little preview of what it will look like now notice as you are in the header or the footer area let's say we go to the header here double click on it now they say have the contextual tools for the header and footer area so you have the formatting of the header and footer you can change the design however you prefer it and other components as well but you can also have here that type under the design here the design tab you can choose if we go to the very top and the others have to be slightly outside of the bath here but you can choose to make it a different header and footer on the first page if you want a different one for the first page and then notice right now the first page doesn't have that but there are other pages they do so this is if you're doing a report you don't want the header on the first page that's how you'd enable or disable that and also you can change the it for add and even pages from here as well notice that you can insert other stuff here for some of the page number the top of the page or in the bottom of the page or whatever and so on you can also change to insert here other quick parts such as document properties whether you want the author or whether you want the date or the status or the title of the document and things so that nature is part of your header and footer as well here so the big idea is is that you go under the insert tab you choose the header and footer your pick of design and then once you're in that header and footer area further customize it by utilizing the contextual tools here under the design tab and the formatting tab [Music] in this next session demonstrate how to use a text box in a document in Microsoft Word 2016 it may seem very simple and basic but actually a pretty cool feature especially in the newer version of Microsoft Word 2016 so what you do is you go here in the document wherever in your document and let's say we want to insert a text box we go under the insert tab and then you go under text box now here you have different types of designs that you could pick from so let's say I like this kind of design here now this has a cool design there you all you have to do is just put some text here and there you have your text box if you wanted to change it or make adjustments to it again remember the concept is is that you can double click on it and click on the various tools related to this particular object and of course using other functionalities as well we're options within this remember you can always resize it and move it wherever you need to move it so that's basically using a text box within a document [Music] this next session instead how to insert that's from another document in Microsoft Word a lot of times we have two documents around immersion together of course one of the ways is to copy and paste the document from one to the other and so on but how do you do it by using the commands or options in here so the way to do that is by clicking on the insert tab here and you go under object and besides inserting an object you can insert text from a file so text from a file then you go ahead and find the other file and no this is just going to paste it in here so now I have 20 pages now I have 46 pages in my document so it's as simple as that other things that you can insert here and since we are in this session let's learn as far as that you can also insert additional components such as equations in your document or additional symbols here as well [Music] in this session we're going to briefly demonstrate how to insert drop caps for specific areas or parts of your document so let's say you're reading a brochure creating a fancy documents or flyer what you can do is you can go to whatever your paragraph or the text is that you want to have a drop cap for right in front of it click on insert go under drop cap and then choose the style that you want and then repeat that basically for other sections of your document and that's how you do it in less than a minute before we move any further in our study of Microsoft Word learn our tutorial on using Microsoft Word 2016 let's also learn how to utilize and insert a couple things here on their pages on the insert tab so let's learn how to insert a cover page the cover page all you have to do is click on insert here and you have various templates or designs that you can apply to your document so click on whichever design you want and even though you might be later in the document in a lower page let's say later page 3 your page 15 and so on Microsoft Word is smart enough to actually insert that as the very first page of your document now here you could simply put the subtitle change the image if you prefer to put a little abstract and then you're all good to go with the cover page for this specific document note as well that if you had page numbers or if it had already the headers and footers it's not going to apply them to the cover page because that has the cover page properties applied to it again you can tweak it further by using the design and changing the layout tools and contextual tools that exist here under the ribbon so that is using a cover page in a document [Music] in this session we'll learn how to insert a blank page and a page break in a document in Microsoft Word so suppose we have this long document here and we have a cover page in the very beginning but then we also want to have a blank page starting somewhere in here so they do is we can go under the insert tab and simply click on insert blank page and now we have a blank page on page 2 now or page 1 in that case if we wanted a page break and a page break let's suppose that we want to end right here and no matter how we do formatting in the future we want this computer security here to always be on a new page so in order to do that what we do is that we put in here somewhere we put in under insert we can put a page break and that's basically is saying end the page here and move whatever is after this page break to a new page in my document so we click on page break and now notice there is this so now even if this were to overflow at some point in the future let's say I formatted it differently you know this it's going to leave the next section of the document here blank even though there was space so basically wherever the page break is it's going to always be at the beginning of another page now the question is let's say I changed my mind and I want to delete that page break what's the easiest way for me to go ahead and delete it and remove the page break it's a little bit tricky but of course it can be done so if you go here under the Home tab and you go here to show and hide the paragraph marks or hidden characters notice right here it says page break so all you need to do is can we have showed here the hidden characters all we have to do is we press backspace and delete the page break or selected press Delete and now it'll bring the whole text up again so that's how you add a page break to a document and that's how you remove it as well [Music] in this session I'm going to demonstrate and utilize the design feature in Microsoft Word 2016 this is a new tab in this version of Microsoft Word and we have this option for design so here for example you can go under any object in your document and you can apply a design theme throughout your document or to various components so then the your document so that it provides consistency and such so basically what you can do is go here on the design and then select an object in your document and let's say I want to make that the title notice this is the live preview that's how it's going to change whatever I'm trying to tinker with here so what it's doing actually is that it's formatting my complete document here to look a certain way with certain pre-designed components notice how each is shifting here everything is kind of shifting in my document whether it's the styles here for heading 1 heading 2 or other components as well that's utilizing these themes you know this it's applying that specific design that I just chose including it's changing even the text of my document it's applying it throughout the documents and notice considerations this was not in blue earlier the other thing you can do is you can go here under the theme and it's going to color coordinate all the objects within your document so notice how it's changing here my headings and such depending on what object I'm live previewing here so this makes it so that the whole all the components within the document they can match together so those are it matched now the headings had matched the Fuller's had match the graphics the tables the other objects that we had inserted in the document here so it's a pretty neat feature that try it and they can customize it further by inserting and changing the color here and things of that nature notice as well that you can change the page color if you need it to and you can add a watermark as well so if you're in office environment and you want to add a confidential or do not copy or whatever else component to it you can put a watermark to your document so that's how you briefly utilize the features here in the design tab in Word 2016 [Music] in this next session we're going to learn a little bit about the layout of modifying the layout of your document in Microsoft Word 2016 so let's say we have this document we tweak the fonts we tweaked all kinds of other components then we inserted pictures and all kinds of other fancy stuff in our document and then we change the design and that's why we have this reddish look to it at this point now we will go under the layout at this point let's say we want to change the margins for this document so we are learning how to change the margins if we go and I'm going to unhide this paragraph marks at this point or of hidden characters to change the margins we go under the Layout tab and then we click on margins now in here you can pick an existing design or parameters that are pre specified for is 0.5 inches on all corners and click on it and you'll notice that it's going to apply those changes throughout the document automatically if you want it custom once you click on margins here again and you go to custom margins and this is where you can change the spacing on the very top on the left and then on the right and so on whether you want to change landscape and so on also you can choose here to apply this to the whole document or from this point forward so let's say that you needed a couple pages that needed a specific format only let's say I need this page to be in landscape mode well all I have to do is I go here under the layout choose margins custom margins change it to landscape and then I say this point forward then click OK now at this point all my other pages subsequent pages the previous pages are going to be portrait the other pages following pages are going to be in landscape now if I wanted to change it again let's say at some point here too start again importers I go here under custom margins and then choose portrait and then from this point forward change it again to portrait I notice my middle pages here are in landscape and the top ones are imported and the bottom ones are imported as well so that's how you change the margins and also the orientation for specific pages in your document and I notice also you can change it from here the orientation to landscape or portrait but that's going to do it for the whole document [Music] in this session I'm going to demonstrate how to create columns and basically format your document to use columns and so on to make it more visually appealing so the way it works is that you can go to layout here the Layout tab and then you go under columns and if you don't adjust columns throughout your document let's say two columns or whatever you need you simply click on two and then it's going to apply it throughout that section in your document now if you don't want that then I'm going to undo this part here you can simply go to a specific section select it and then click on columns and then click on more columns or you can just choose two for that here if you want to just do you know this one so we selected it it applied it to just that specific section the other thing you can do is you can go under columns more columns and this is where you can customize it even further let's say you want a line in between and you can how many columns you want and that type of thing and then also where it applies whether it applies to the whole document or to the selected section or to the whole document as well and now we have two columns there and that's how you basically utilize columns in your document in the page layout for your document [Music] in a session of them demonstrate how to create a table of contents in Microsoft Word 2016 there are two things that you have to do in order to successfully generate a table of contents first you have to have a document and the document has to have sections or that you can apply for example it's heading 1 heading 2 heading 3 heading 4 basically you need to organize the document in such a way that it kind of makes sense then the second step is is that you have to apply the actual heading for those sections so for example we have here this section let's assume this is heading number 1 so we click here on their styles and choose heading number one we don't worry at this point as far as how this looks and all that type of stuff if you're interested in customizing the Styles just check the video on customizing and utilizing styles now if you go to the next one here let's assume this will be heading number two because it potentially falls under this subsection so we choose heading number two and then we go further here throughout the document and let's assume that this will be again heading number one just that one heading number one that would be lets say heading number one here let's assume heading number two number two let's assume this is 3 heading 1 and heading 1 as well you're basically going throughout your document and applying the various headings now let's assume that we are ready to generate the table of contents we simply scroll to the very top here or wherever we want the table of contents and let's assume we want to insert here a blank page sort so we click on insert blank page and then go to the very top and now we want to put in here a table of contents we'll also assume that there is a cover page somewhere here for our report but for now we just want to insert a table of contents we go here under references and then we click on table of contents then we pick one of those designs it's going to create an automatic table based on heading 1 heading 2 heading 3 styles that we applied earlier in our document so all I have to do is click on this and there it is so for example this says on page 9 its separation of privilege if for some reason you change the document and the page number is shifted and that type of thing then what you need to do is you need to go back to the top here and click on update table and then click on updates either page numbers only or entire table if you apply new styles along the document and so on so you click on that and then the page numbers will be updated again so that's how it works keep in mind here that if you hold the control key and press click it will take you to that specific section in your document so it's a powerful tool to know how to use and how to do in your document so this was from scratch from a scratch document now in our existing document that we were working earlier let's assume assume but this was actually our previous document here that I had our tutorial on Microsoft Word and let's say here on page 2 purposefully I had left so empty now I want to insert the table of contents well I can just simply go under table of contents one here and notice the table of contents has been created utilizing the theme that we applied earlier from our design theme so hopefully that is helpful [Music] in this session of the demonstrate how to insert footnotes and endnotes in a document this is primarily if you're doing your longer report and you need further explanations and so on and then endnotes sometimes for papers as well so to insert a footnote let's say pcs here we want to put a footnote for the word PCs so you go to the word in your document and then you go under the references tab and then you click on insert footnote it's going to insert it to the bottom of the page providing more information about your document click on it and now in the very bottom here it says telling me it's put in number two because there was apparently a number one earlier in there now in here I can put another explanation that's it sir tell pcs or whatever that or you can put a link to a website or things of that nature just any type of explanation now if you are in the same document you are inserting another footnote that's gonna make it as number three if that part of the document was to shift to the next page personal this manager three here let's press for example let's move this to a different page and I know this that is as number three on this specific page it has been moved to the other page if I want to insert another one of course the process is going to be the same it's going to change the number to four and so on and so on in your document if we wanted to insert endnotes so we click here on insert in note the endnotes will actually be notes that I inserted at the very end of the document so here in my case I have a 26 page document this will be inserted at the very end of this document so click here insert and note and notice it's going to put a different numbering system there and this is where you could put your explanation for whatever you are trying to explain okay so that's how footnotes and endnotes work in a document in Word 2016 [Music] in this session of the demonstrate how to use citations and bibliography and managing sources for references in a document in Microsoft Word 2016 this is a very powerful tool and I strongly suggest that if your students anywhere take advantage of this this tool allows you to insert sources of information for a book or article or other material where it came from and then as you're utilizing it for multiple papers it also builds a repository of the source resource manager stuff within your master list here so here's how it works so basically let's say this is something that we are citing so let's assume we copied this and how we want to cite it what you do is you first have to determine what your style of writing is whether it's APA or MLA so I'm gonna pick at this point APA basically you just have to do this once for all your papers or for that course or whatever your for that document and then you click here on insert citation you could insert an existing one or you add a new source so in this case let's say it's a book and the author here you can click on edit or you can simply type it here you enter the title of the author and then you put the year when it was published the city and then the publisher as well you could also insert here additional fields if you needed to as to what volume it is the number of volumes the title pages and so on then you click OK notice at this point for the APA style this is how you would cite this source last name comma 2016 now we go to another part of the document here and let's assume that this was another set that we want to cite we put it in parentheses and now we go here under citation and then Adam your source notice that under the new source you can pick other things as well so firstly you could pick a journal article you could pick a periodical a conference or report a website a recording and so on all of these are the small technicalities that are complicated to remember but this is a tool that makes it easy for you how to cite it so for example an article from a website you could simply click here a website so a document from a website and you put in the author notice you also have examples here so in this case we are going from to the web so we go here to the website and let's say this is the article ken laws keep up with the tech world and it was written and published on such-and-such a date so now the author in this case it would be Bruce Schneier or however you say and then we go to our document and then we just put the author in there the name of the webpage the name of the webpage is the title of the article I'm just copying it pasted the name of the website so this would be for you know cnn.com the year 2015 so actually we want to put the year in there the date that it was published so notice it was updated on November 21st 2015 so we put here Year 2015 the month December and then the day 21 and then you also need to put in there the URL for this article so we copied and then we'll paste it in there and then we simply click ok now it puts it the right formatting for it and it's good to go at this stage now let's say that somewhere else now notice I'm going up in my document here let's say that this is my other section here that I want to cite and now let's say this is a section here and by the way if you are doing this for an actual paper you probably have to make this reformat it so it's an inch from each corner if it's more than 40 words and all that type of thing based on the rules and such for the formatting of the style here but let's assume that I'm simply citing this for now I can go ahead and click here on insert citation and I could even pick an existing citation now notice here under manage sources I use two of them in this document those that have the check marks those who are existing or new ones that I just entered however there's also this other one right here that I could utilize to cite in this document but basically this is a list of other sources that I have done other research reason - this first one now what I could do is I could utilize this in my document here in my paper so all I have to do is I go here under insert citation and pick that source to be included now let's suppose them done with all my citations for this paper and now I want to insert the bibliography or the works cited so what you out do is go here to my document and insert a new page I go and insert let's say a page break or whatever basically I'll just do a page break for now and now on the next page I want to insert the bibliography I go under references and then I click on bibliography and notice it gives you multiple options here um bibliography references and works cited that will depend on the type of research that you are doing and what your paper or professor requires so for example if I wanted to be the ography here here's my bibliography and it has the word bibliography by the way it's putting everything also alphabetically automatically and it's formatting and italicizing and doing all that redundant work automatically for you now if you need to see what the difference is between bibliography and works cited its you just click on this and insert works cited as well and pretty much I think it's about the same but again it depends on what your paper requires and so that's basically using works cited and citations tool here it's a very powerful tool it helps you manage your resources and your sources and it keeps track of where you're getting your sources for your long research paper I strongly suggest that you utilize [Music] in this very brief session I'm going to demonstrate how to insert a caption for a specific object in a document in Microsoft Word 2016 so suppose you have all these images or charts or objects within your document then you want to reference them through your document so what you do is you click on the object here you go under references and then click on insert caption and then you just choose figure one or whatever the label that you want and let's say you want it below the item just click OK and now know this it says figure 1 now you come to the next thing here and you do the same let's just figure 2 you can also type it right here and simply click OK and you can further customize it if you need so that's basically how you insert captions for various objects within your document in Microsoft Word [Music] in this session we'll demonstrate how to perform a mail merge in Microsoft Word 2016 the process is actually very similar to other versions of Microsoft Word as well if not identical however I'm gonna go over it here in the office 2016 so let's say I have this long document here and I want to do a mail merge and send this to individual sub for now I'm going to create a new page here I'm going to insert a new page and I'm gonna put their proper their information in there for my users or clients let's say so in this case I'm gonna go under insert and I'm gonna insert the page break so just so that I have a blank page here to start with and then in here I'm going to make it so that this document can be customized for each individual it has their address and/or their name and some kind of information as well and by the way this doesn't have to be a document like this it can be a blank document that letter that you just sent it would be invoices it would be whatever notice is that you send out there it's very similar to the letters that you received from various companies out there that have your name on top of it you have to have a document in Word and you have to have an Excel document as well and that's best to use Excel of course you can have other options as well so let's assume this is the list of my customers I have their first name last name the State address of course this sole fictitious zip code and then a bunch of email addresses and you could have also comment one two three so this would be customized personalized comments so this is what the comment that I could write for sort of customer one now a customer two I would say and so on now one key thing to remember as well as you build your list in Excel is that the first row here needs to have the field names or it's best to have the field names so first name last name telephone State address and keep those separate as well if you can't keep as many fields as you want here a column with comments because you can utilize this for multiple mail merges in the way you'll be doing it is that you can link the same data file and you keep on updating this from month to month and you link it to the same report or the same mail merge that you do for your customers so in this case let's say we are all good to go here we have maintained this list this is our customer list and so on notice that the tab here on the bottom it says customer so now I'm going to save it and close it and then I'm gonna go back to my document now in here I want to create a new mail merge so I go under mailings and then I go under start mail merge and the best thing to do is that suggest that you do is click on step by step mail merge wizard in here notice that there is pain in the right-hand side shows up and it asks you don't create letters email address email messages envelopes tables and so on so you can do emails and that's a powerful feature and I'll try to demonstrate that in another video here or fourthly here or actual gathers like the old taste that you used to do print them in a paper and stuff them in an envelope and send them and that type of thing so for now we are going to learn how to do letters we click on next step to start the document it says do you want to use the current document that we have opened here or do you want to start from a template or you don't reuse an existing document that you have from some Tyler time so I say I want to use the current one and then the next step here is to select the recipients now it says do you want to use an existing list or do you want to create in your list in our case we are going to use an existing list at the excel file that I opened a moment ago also you can use Outlook if you use Microsoft Outlook as well now type in your list you can do it from here from Microsoft Word however I'd recommend create the list in Excel if you are going to have to create a new list because it's much easier to manage in the future and update so we click here use an existing list we click on browse and then we have to find the file so now we scroll up here and I'm going to go to the word 2016 and this is my customer list for the mailmerge I click on open that's my excel file basically and here is my customer table notice there are two sheets in there but then what they use remember I mentioned already a customer okay now know this this is the list of all the customers in that Excel spreadsheet you could also sort them a certain way if you wanted so you can sort them alphabetically by first name by last name and all that type of thing and then you can also filter them if you're needed to so let's say you want only by a specific zip code or by a specific criteria and so on you could basically simply click on filter and choose a field name and let's say here's a zip and you would say zip equal to some number or greater than some number and so on so in this case I'm going to cancel that you could find duplicates to avoid sending duplicates and then you simply click on OK here at this point we are ready we have told the system that we're going to use the existing document and an existing list now the next thing it says write your letter now in my letter here it's saying well put in your address block I could put this by clicking on it or we could insert the fields manually I would recommend that you tinker with it manually so you could say dear and then choose here the insert field option so dear first name the computer will put the first name in there then you go to the next line here and then you start writing your letter basically now the other thing you could do is in here you could put their address so that'll be part of the envelope or however it's gonna show up so we click here under insert field first name space last name and then insert field street address city Tama state and the zip now those look coded but that's the computer is going to pull them one by one and match them with the Excel spreadsheet so don't panic on that now in here you would write your letter you'd say below is the annual report for your investments let's assume this is an investment report and if you have any concerns please contact us you could also insert here remember in Excel we have the comments field you could put in a comments field in here now at this point you put your name there you could also insert an image if you needed to or a log or whatever part of your it's going to be duplicated across all the pages now at this stage you could simply actually save this if you were to save it at this point and it would give it a name now the next step is the reason why I saved it is because you could at any point open this and it's going to pull your data automatically from your excel file if you needed to do another mail merge in six months or whatever now the next thing here notice it says preview your letters so notice it says this is the address Alex and so on you could kind of preview them right here next next next now a lot of people they stop here but you need to finish to complete your merge you can click here under complete merge and then you can either choose to print them or edit individual letters now there's also finish and merge option on the top here as well so in my case particularly what I usually prefer to edit individual letters and then I'm going to choose all of them now it's going to take a little while because I had 29 pages here and I have a lot of customers so notice now we have one long report for every one of the customers here so notice we have here the first one is for Alex and now we have to keep on scrolling because it's a long report now here's Amber it's the next customer and again like I mentioned it's going to be a long one so suppose you have two or three pages and this would be much more meaningful but basically we are creating a personalized report here for each one of the customers and here's for the next third one keep in mind again the key there is that this is the output at this stage if we were to look at the documents that I have opened here but I apparently have many of them but this is the one with merged results it says letters one word this we can actually trash it after we are done with that we don't need to save it unless you need it for documentation purposes this is our form so at this point if I close this and I save the changes if I go to open this again so this was the one for mail merge form notice it prompts you it says this opening this document will run the following commands select from customer order by first name and last name that you want to update it yes and now it's linking it to the excel file now at any point we're gonna go here under mailings and it's ready we can simply click on finish and merge and it's going to merge all of those just like it did earlier so hopefully that is helpful and keep in mind again before I end this session that you can always update the excel file and you can always reuse the form file the results page the merged results you don't necessarily need to save them unless you need to keep them for documentation purposes as to what you sent out [Music] in this brief video I'm going to demonstrate how to create an email merge to contact customers via email and send them customized emails with their name and specific information pertaining to their account or pertaining to them so the way it works is that you have to have an excel file where you're keeping track of the data by the way this does not have to be just Excel it can be a data in Access database it could be data pulled from another system and so on it'll be data from Outlook and and so on but the simplest way is to have it in an excel file it's important that on the first column here you have the actual field names for what they stand for for example this column stands for first name it has all the first names and the last name and then telephone number and so on this label sitting on the top will use them from within Word when we do the email merge the other thing that you will need to have in order to do an e mail merge is that you need to have an email address or a field with the email address for each of the customers of course the email shouldn't be exactly the same for all the customers otherwise it will not really work the way you intend it to in order for this to work is that you need to have Microsoft Outlook installed or a mappy compliant email application installed and usually if you have office in your computer the Microsoft Outlook client application comes with it and most likely you are using it or in a business environment you'll be using that so the way this works is you'll go on in Microsoft Word so we can close the excel file at this point we go into Word and we'll create a new document it doesn't have to be a new one you can use an existing email or in the existing template from word that you are using again this works in conjunction with Excel and outlook in words we are using three applications from the office suite so in this case we go under mailings and then we click on start mail merge then we go under mail merge wizard and then we go on their email messages the process is exactly the same as for creating labels or creating mail regular mail merge for letters so the only difference is in the very end when it initiates using Outlook so in this case we'll go to next step here we chose email messages then start the document and we are going to use the current document if we wanted to use something else we can pick one from here then we click the recipients we have to tell the computer what the recipients we're going to use an existing list and we are going to click on browse to find the list then we'll go under wherever we have our excel file so you'd know wherever you saved it before and you'll pick usually the first field that shows up from your excel file if your excel file has more tabs and you're using those tabs then of course that's what you'll be picking here as well notice here it says first row data contains column headers you'll click OK and then this is our data we can filter it we can sort it we can do other stuff here but for the sake of simplicity we are not going to thinker with that and then we are going to click OK the next step here it is to write the email message so it click and then we go to start writing it we can say dear and then insert the field dear first name let's assume at this point that the order number was actually this one under customer ID we're gonna mix it at this point a little bit so you're putting that and then you can put in other comments and you can put in whatever other fields that you might be keeping from your data file so now if we want to insert the coupon or whatever it may be we go online here we search under Bing for a coupon code let's assume that's the coupon you let's say that's the coupon that we understand now at this point we can format this a little bit better if we wanted to and customize it further and the next thing is we can click on preview your email now this it says dear Owen thank you for recent order 11:05 and then we can go to the next customer here and you can see there John dear Harry there Kathy and so on so you can see it's going to send them the exactly the same email but it's going to be personalized of their own name and also some kind of pertinent information related for them now in this case we can click on complete the merge and then the option here which is different from regular mail merges is that it's asking us for electronic mail then we tell it that the to field is in the email column for the excel file so if we have that labeled somewhere else or something different then you'll choose whatever the name of that column is so in this case I'm going to choose email and then you can put a subject line this will be the title of your email that's just like your regular emails then the format you want to have the format if you're going to use pictures like this you want to make it HTML format and then you would simply click OK now at this point the way it works is that the system is going to connect and utilize Microsoft Outlook and it is going to send those emails one after the other it's not going to be like I made a distribution list it's gonna be just one email after the other now be cautious and careful here that you don't blast everybody with this type of email or send the wrong email and you misuse the list so basically for words we hit okay here it is going to send those emails out based on the access on the excel list now this point I'll go do that because we get the idea I hope and what you can do at this stage if you go back to the where you have the codes here if something is not correct you can always go back and correct it into the excel file and then rerun it again now what you can do as well is if you can save this file notice with the codes here and if I save it look at the name here on and then if I'm to go back here after two weeks or two months or whatever and I come back to word again and then go to open it here's my sample email notice it's going to come up and ask me do you want to link to the customer's file in Excel of course I want to say yes and then from this point on we can go here under the steps and then choose just next next basically and here they are and basically just complete the merge and do the electronic mail again so basically you don't have to redesign the form all the time it works exactly the same you can save the form both in regular mail merges in label mail merges and email mail merges and reuse the same form multiple times and you just keep the excel file up to date and that's it and that should do it it's a very powerful tool especially today and nowadays where you want to save money instead of selling spending fifty cents and each letter to send out you can send them an email merge with personalized content in that Neal [Music] in this brief session I'm going to explain the process on how to create labels the process is actually simpler than one thinks or they are used probably thinking with it but basically all you have to have is Microsoft Word and then the best is to use an excel file the excel file could be a list of names on the first row can be different labels for sum or customer number the company the first name last name telephones they have a city zip and so on you could have here any other new fields as well so this list as you can see you can create it by either extracting it from an existing system or you can simply type those addresses and keep those in a list somehow somewhere by simply typing them one after the other so then the next step here is and close this you don't need the excel file open when you do this and we need to go to Microsoft Word under word we need to click on mailings tab here so we click on actually a mail merge option here and then we go under step-by-step wizard I usually recommend the step by step wizard because it takes you step by step as it says in order to generate those labels so you click here and then we tell the system that we are going to create labels then click on next to start the document then the next here is telling us that we are going to use the current document layout or you can use an existing document if you want but in this case it's gonna be labels just populate it with the basic names and addresses if you wanted something where it says labels for with other information that you can simply type it here on the left hand side then the next option here is to choose label options we need to tell the system what kind of labels are we using for this mail merge then here on the label vendors unless you have Micro soft you need to change it to something else and usually the most common one is the Avery us letter under Avery us letter notice there are a lot of different ones and usually when you go to the store and buy those you'll have the number directly on the label so it will tell you in the box of labels as to which number it is which product number so one of the common ones that we use is the Avery 5160 which tells me it's one inch in height and then two point six two inches so we click OK here the next step here in the bottom notice it says go to the select the recipients so I click on select recipients and then you can use an existing list you can use the contacts from Outlook or you can type a new list if you want it as well like I said earlier it's easier to just type the list first in Excel and then you just utilize that list so we go here under use an existing list and then we go and find it and locate it click on browse and then we are going to go here under week three and this is the customer list from your merge now in here there are two tabs or two sheets in this spreadsheet now when I have this earlier it was the first one so basically I'm not gonna open it again but it's gonna be one of the first ones usually when you open Excel it's gonna have two to three tabs that it starts with so pick the first one and these are all the names you could filter those names if you wanted but for now we're going to leave everything alone for the sake of simplicity then we are going to go and here on the first one we are going to click on insert merge field so we go here to the first label and we click on merge insert merge field and we say insert first name a space insert last name hit enter then insert street address hit enter again and then we are going to insert the city comma state and then the zip now here is where pretty much everybody has problems because the labels don't generate them populate through all the fields so the next thing what you need to do here is we click on arrange labels and then the next thing what you have to do here is click on update all labels so before you go and preview them you want to update the same information that you see here to all of the labels all over in that same sheet so the computer will do this automatically for you and this is just for the labels you click on update all labels and notice it's a whole bunch of stuff in there then we click on preview your labels and know this the information is posted if for some reason we want to change something here we could go back to the previous step or the code stuff is highlighted let's say the first and last name we want to make it bold click on bold there if you want to put the word two we could do that right in front of it but then remember to update the old labels again and that will populate all the labels then preview your labels and then complete the merge you can preview them how it's going to look page by page by page but basically in the last step what you want to do is complete the mail merge you complete it you could print it or you can click on edit individual labels if we click on edit individual labels click on OK this is the final product so the final product here basically it's the whole merged results this you shouldn't have to tinker with it if something is not correct it is recommended that you go back to your CEL file I'm not going to save the results here you go to your excel file you change whatever you need to change and then you come here to the previous step which by the way you can save this form and you can save it particularly with the codes at this stage and any time you run it in the future it will actually pull from the same list of addresses and list of information you just have to keep the same file the data file and the form this is referred to as the form file in the same folder it's basically the same folder or linked it's the same structure that it was to start with and then once you change something you just go back to preview the labels and complete the merge all over again so that's how the labels work [Music] in this brief video I'm going to demonstrate how to use the track changes feature so basically what happens is that when working in a team or working with other individuals across the country or the world or next to your desk you can have the same document and then pass it around and everybody makes changes and all these changes are trapped between the different individuals so what I can do here is we can go under let's say when you open Word you are on the Home tab to start with but then you want to track the changes then you go under the review tab and then you click on track changes under track changes what it does is that any changes from this point on the system is going to keep track of them so if I go and delete or make this bolt it's gonna keep track of it that it was changed and then if I go and deletes or let's delete that part of it it's going to tell us that this was changed as well now notice it shows these changes on the right-hand side or they are minimized if you hide them there will be these red marks here on the left but if you want to expand them it just shows you what happened so basically any changes even spaces that you add to the document are going to be tracked so then what happens is that the document get passed gets passed around from one person to the other each individual can by the way to have your name and they are posted as well but each individual can also choose a different color if they need it to once the document comes back to you as the reviewer what you can do is then and I'm gonna just simplify it here and make it somewhat a little bit simpler and then you as a reviewer you come back here and you say ok this was made in bold if you like that change that was made in bold you accept it notice there's a drop down accepted and no next and it implements that change then if you go over here this was fine the way it was so what you do is you just simply reject it and move on to the next and then this one were 365 there's no need for the dash there so all we have to do is just reject it so you are going through the document and accepting and rejecting specific changes that were made to a document now what you can also do is that you can lock the tracking as well so somebody cannot turn off the tracking of a changes in the document accidentally or on purpose and the way you do that you just simply click in there put a password and then if somebody wants to turn it off they can't until they enter that password now this next thing is very important for you before you send the document around outside of the organization particularly there are cases where they said if you go here you can go and look at the original you can go and look as to what has changed and suggest that you don't want somebody else outside of your team to see the comments and to see all the adjustments that were made to the document so what you can do is you can go under file and then inspect the document so under info here you can click on check for issues and then you can choose to inspect the document this checks it for hidden properties and personal information before you send it out so it's a yes and now we're going to make sure that all the comments revisions and annotations are taken out any personal information is taken out in the XML data and so on so we click on inspect it goes and cleans it out for us and then you can reinsert it again because notice it's saying that there is still personal information you can remove all the personal information you could remove all kinds of other stuff here as well if you need however the comments and the versions and the annotations are have been successfully removed so you can reinstate it again and then remove whatever you want manually then click on close at this point the document should be good to be sent out [Music] in this brief session I'm going to demonstrate how to use the compare feature between documents in or between two documents in Word 2013 or word 365 so let's say this is one of my documents here I'm going to save it and I want to compare this with another version or another document so what you do is you click on we are in the Home tab at this point we want to go under the review tab and then we click on compare we want to compare two versions of a document so we're going to put the original document here on the left and the original document is version 2 so I need to find it in this case I can't see it over there so I'm going to here it is this one is the original and the revised version is the modified version 2 I'm going to check it for all these properties whether tabs or I added tables feels anything and then I click okay at this point this is a combined view showing the changes between one and the other so notice the word more effectively here it was deleted and if we keep on scrolling down display the word display was deleted as well the word editing was deleted and so on so I just changed a couple of the words in this gate the other thing that you can do is you can go here under compare and then under show source documents you can click on show both of them and then will be able to see them side-by-side as to what was changed in each one of them so here's the original over here and that's the revised version of it notice the word more to communicate one has more effectively the other one doesn't and so on so that's how you can use the compare feature between the two documents and then down here is basically a summary of what changed specifically for both documents and what where the revisions were it works it's not ideal and perfect but it's somewhat effective in this video I'm going to demonstrate how to utilize macros macros are a great tool while you're working in a document particularly when you have to perform various repetitive tasks so instead of you doing one thing over and over and over again with all the different steps what you can do is you can record all of those steps in a macro and then you simply execute that macro so here's how it works to get to the macro so what we have to do is we go under the View tab in Word and then we go under the macros option here then we click on record macro in this case I'm going to record bringing up labels for example label Avery 5160 so instead of you having to do all those steps time after time you simply execute the macro so we click here on record macro and then we'll give it a name now it says that assign macro to you can assign the macro to a specific button which would be an icon here as somewhere in the quick access toolbar or somewhere so you can assign to this macro a button or a keyboard shortcut so in this case I'm going to choose I'm going to assign a button and then notice it says new macro macro one you can change the name if you'd like and then I'm going to add this notice it's going to be on the quick access toolbar but I'm going to add this also to the right-hand side here so I want to customize my quick access toolbar so I'm going to click on add and then I'm gonna click okay all that is going to do is it it put this icon over here now notice that at this point the next to the mouse there is this little cassette tape that means that every step or every click that I perform from this point on until I stop it all of those steps are going to be recorded so now to insert a label usually you'll go under mailings and then you'll go under labels once you go in under labels we need to go here are under options and then we'll pick the specific type of label that we want we said earlier that we wanted Avery 5160 so we go here on their label vendors and we will want to change this to Avery so choose Avery US leather and then the number here it actually depends on the box of labels that you purchased from the store so we want here 5160 for example and there it is so we click OK and then here we click on new document now notice it brought in it designed this document to be that type of label so this is where we want our macro to stop so at this point all we have to do is we click here under view we go back to macros and we choose stop recording so now the macro has been recorded and all the steps have been recorded notice we have an icon here in the very top so let's assume now another day came by and we want to create labels so we go here under new we choose document and all of a sudden we have a need for those labels for Avery 5160 when we don't have to go and search for the label search for the vendor and all that stuff so all you have to do at this point is we click on this icon here for the macro and notice the label definition has been applied so it's the same step for anything else that you do in a repetition so way in within word all of those steps you can record them exactly the same way you can use macros to open a file from a specific location or you can have it to create labels or put headers footers or whatever else that you do within Microsoft Word so hopefully this was helpful and that's how you record a macro in Microsoft Word

Channel: Kaceli TechTraining

Views: 3,147,532

Keywords: word 2016 tutorial complete, word 2016 tutorial for beginners, beginner tutorial word 2016, free tutorial word 2016, office 2016 tutorial, getting started with word 2016, table of contents, office 365 tutorial, word 365 tutorial, skaceli, sali kaceli tutorial, word 2016 for professionals, word 2016 for students, styles in word, citation tools in word, student tutorial word 2016

Id: IaiZc0jomz4

Length: 121min 48sec (7308 seconds)

Published: Wed Sep 06 2017