2. Create and manage documents

You can use Word 2019 to create many different types of documents, for many different purposes. Word is widely used in schools, businesses, and many kinds of organizations to create letters, newsletters, reports, résumés, and other documents that contain text. Word provides a lot of flexibility in document design, so you can also create documents that contain images and content that doesn’t fit a standard sheet of paper, such as trifold brochures, greeting cards, business cards, certificates, and signs.

You can open and work with documents from a variety of locations. Word 2019 introduces methods of quickly accessing documents from multiple computers that can save you time and conserve storage space. When working in a Word document, you can display different views of the content and the document structure, and use different methods to move around within the document. You can also display and modify the information that is stored with each file (its properties).

This chapter guides you through procedures related to creating documents, opening and moving around in documents, displaying different views of documents, displaying and editing file properties, and saving and closing documents.

When you start Word, the app displays a Home page that gives you options for opening an existing file or creating a new one.

The Home page appears by default but can be disabled

If you’re already working in Word, you can create a new document from the New page of the Backstage view. The same templates and search options are available from both the Home page and the New page.

Word provides document templates for a wide variety of purposes

If you create custom templates and save them in your Custom Office Templates folder, Featured and Personal links appear below the search box on the New page. You can click these links to switch between viewing app-supplied templates on the Featured page and your custom templates on the Personal page.

You can start from a blank document that contains one page. You can then add content, apply structure and design elements, and make any necessary configuration changes.

New blank documents are based on the built-in Normal template by default. You can save time by basing your document on a content template and then customizing the content provided in the template to meet your needs.

Most Word templates are for specific types of documents, and many are pre-populated with text, tables, images, and other content that you can modify to fit your needs. A few of the templates are installed on your computer with Word. Many more templates are maintained on the Microsoft Office website, but you can locate and use them directly from within Word (provided you have an internet connection).

• The available templates vary depending on whether you’re working online or offline. When you’re working online (that is, when your computer has an active internet connection, regardless of whether you’re using it to do anything else), the New page displays thumbnails of featured templates. These vary based on the season; for example, they might include holiday-specific or season-specific templates for creating announcements, invitations, and newsletters. The search box at the top of the page is active; you can enter a search term to display related online templates, or select a category below the search box to display online templates in that category.

• When you’re working offline, the New page displays only templates stored on your computer. These include any templates that you’ve already used, and a selection of letter, newsletter, report, and résumé templates. The search box is unavailable; you can only search the offline templates by scrolling through the thumbnails on the New page.

Word document templates contain elements such as the following:

• Formatting Most templates contain formatting information, which in addition to styles can include page-layout settings, backgrounds, themes, and other types of formatting. A template that contains only formatting information defines the look of the document; you add your own content.

• Text Templates can also contain text that you customize for your own purposes. For example, if you base a new document on an agenda template from Office.com, the text of the agenda is already in place; all you have to do is customize it. Sometimes, a document based on a template displays formatted text placeholders surrounded by square brackets—for example, [Company Name]—instead of actual text. You replace a placeholder with your own text by selecting it and then typing the replacement. If you don’t need a placeholder, you can simply delete it.

• Graphics, tables, charts, and diagrams Templates can contain ready-made graphic elements, either for use as is or as placeholders for elements tailored to the specific document.

• Building blocks Some templates make custom building blocks, such as headers and footers or a cover page, available for use with a particular type of document. They might also include AutoText, such as contact information or standard copyright or privacy policies.

  See Also

  For information about working with building blocks, see “Insert preformatted document parts” in Chapter 9, “Format document elements,” and “Create custom building blocks” in Chapter 15, “Create custom document elements.”

• Custom tabs, commands, and macros Sophisticated templates might include custom ribbon tabs or toolbars with commands and macros specific to the purposes of the template. A macro is a recorded series of commands that helps a user perform a process with minimal effort. The topic of macros is beyond the scope of this book; for information, refer to Word Help.

When you base a new document on a template, that template is attached to the document. The styles defined in the attached template appear in the Styles pane so that you can easily apply them to any content you add to the document. You can change the document template by attaching a different one.

To create a new blank document

1. Start Word.

2. When the Home page appears, press the Esc key.

Or

1. If Word is already running, select the File tab to display the Backstage view.

2. In the left pane of the Backstage view, select New to display the New page.

3. On the New page of the Backstage view, select the Blank document thumbnail.

To preview design templates

1. Display the New page of the Backstage view.

2. On the New page, scroll through the pane to view the design templates that were installed with Word.

3. Select any thumbnail to open a preview window that displays a sample document page. Then do any of the following:

   • To create a document based on the template that is active in the preview window, select the Create button.

   • To view the next or previous template, click the arrow to the right or left of the preview window.

   • To close the preview window without creating a document, select the Close button in the upper-right corner of the preview window or click outside the preview window.

To create a document based on an installed template

1. Display the New page of the Backstage view.

2. Scroll through the pane to locate the design you want to use.

3. Double-click the thumbnail to create the document.

To create a document based on an online template

1. Display the New page of the Backstage view.

2. Do either of the following to display templates related to a specific topic:

   • In the search box at the top of the page, enter a term related to the template content or design you’re looking for, and then select the Search button.

   • Below the search box, select one of the suggested searches.

3. In the Category list, select any category or categories to further filter the templates. Active category filters are indicated by colored bars at the top of the Category list.

   

   Selecting multiple categories applies multiple filters

4. Scroll through the pane to locate a design that fits your needs.

5. Double-click any thumbnail to create a file based on the template.

To remove a template search filter

• In the Category list, point to the applied filter, and then select the X that appears to the right of the category name.

• Double-click the category name.

To clear a template search

• To the left of the search box, select All.

The Open page includes all the locations you’ve linked to from Office apps

The Open page displays only documents saved in the Word-specific file formats (.docx and .doc) and templates created for those standards. For more information about file formats, see “Save and close documents” later in this chapter.

The Recent list in the right pane of the Open page provides quick access to the documents you’ve worked with recently. The Recent list includes locally stored documents and documents that you’ve worked with while signed in with your current account on any computer, tablet, or other device, if the documents are stored in a shared location. This is one of the tremendous benefits of the Office 365 subscription model and the cloud storage that comes with it:you can be up and running on a new computer in minutes, without having to move files or configure settings and preferences. If you use multiple computers, you can use this very convenient feature to seamlessly transition between computers without having to actually transport files (on a USB flash drive or hard drive) or maintain multiple copies of files in different locations.

To ensure that you can find a specific document quickly regardless of whether you’ve worked with it recently, you can pin it to your document list. On the Open page, pinned files appear in the Pinned section at the top of the list and are indicated by a thumbtack. On the Home page, they appear on their own tab.

To open a recent document

1. Start Word.

2. On the Home page, in the Recent list, select the file name of the file you want to open.

Or

1. With Word running, select the File tab to display the Backstage view.

2. In the left pane of the Backstage view, select Open to display the Open page.

3. With Recent selected at the top of the left pane of the Open page, scroll through the file list in the right pane if necessary to locate the document you want to open. Then select the file name to open it.

To pin a document to the Recent file list

1. Display the Recent list on the Open page of the Backstage view.

2. If necessary, scroll through the list to locate the file you want to pin.

3. Point to the file name, and then select the Pin button that appears to the right of the file name to add the file to the Pinned area at the top of the Recent list on the Open page, and the Pinned list on the Home page.

To open any existing document from within Word

1. Start Word.

2. Do either of the following to display the Open page of the Backstage view:

   • On the Home page, select Find more in Open.

   • With Word running, display the Backstage view, and then select Open.

3. In the location list, select the local or network storage location where the file is stored.

   

   The location list includes all the file storage locations you’ve connected Office to

4. Navigate to the file storage folder you want by using one of the following methods:

   • In the right pane, select Folders. Then select pinned or recently accessed folders until you reach the folder you want.

   • In the left pane, select Browse to open the Open dialog box. Then select folders in the Navigation pane, double-click folders in the file pane, or enter the folder location in the Address bar.

5. Double-click the document you want to open.

   Tip

   In the Open dialog box, selecting a file name and then selecting the Open arrow displays a list of alternative ways to open the selected document. To look through a document without making any inadvertent changes, you can open the document as read-only, open an independent copy of the document, or open it in Protected View. You can also open the document in a web browser. In the event of a computer crash or other similar incident, you can tell the app to open the document and try to repair any damage.

To open a file directly from a OneDrive storage site

1. In your browser, navigate to the OneDrive folder.

2. Browse to and select the file you want to open.

3. If prompted to do so, enter the Microsoft account credentials associated with your OneDrive, and then select Sign in.

Or

1. In File Explorer, navigate to the OneDrive folder.

2. Browse to and double-click the file you want to open.

3. If prompted to do so, enter the Microsoft account credentials associated with your OneDrive, and then select Sign in.

You can also move around in a document by moving the cursor. You can place the cursor in a specific location by clicking there, or you can move the cursor different distances and in different directions and by pressing keyboard keys.

The cursor location is displayed on the status bar. By default, the status bar displays the page the cursor is on, but you can also display the cursor’s location by section, line number, and column, and in inches from the top of the page.

In a long document, you might want to move quickly among elements of a certain type—for example, from heading to heading, from page to page, or from graphic to graphic. You can do this from the Navigation pane.

Move to the next object of a specific type

A greater variety of browsing options is available from the Go To tab of the Find And Replace dialog box. From this tab, you can locate pages, sections, lines, bookmarks, comments, footnotes, endnotes, fields, tables, graphics, equations, objects, or headings. You can jump directly to a specific object if you know its position within the sequence of that type of object in the document (for example, if it is the fifth equation), move forward or backward a specific number of objects, or browse from one object to the next.

Move to a specific object

To change the area of a document that is displayed in the content pane

• On the vertical scroll bar, do any of the following:

  • Click the scroll arrows to move up or down by one line.

  • Click above or below the scroll box to move up or down by the height of one screen.

  • Drag the scroll box on the scroll bar to display the part of the document corresponding to the location of the scroll box. For example, dragging the scroll box to the middle of the scroll bar displays the middle of the document.

• On the horizontal scroll bar, do any of the following to move side to side:

  • Click the scroll arrows.

  • Click to the left or right of the scroll box.

  • Drag the scroll box on the scroll bar to display the part of the document corresponding to the location of the scroll box.

To move the cursor by using the keyboard keys

• Move the cursor by pressing the key or key combination described in the following table.

To move the cursor	Press
Left one character	Left Arrow
Right one character	Right Arrow
Up one line	Up Arrow
Down one line	Down Arrow
Left one word	Ctrl+Left Arrow
Right one word	Ctrl+Right Arrow
Up one paragraph	Ctrl+Up Arrow
Down one paragraph	Ctrl+Down Arrow
To the beginning of the current line	Home
To the end of the current line	End
To the beginning of the document	Ctrl+Home
To the end of the document	Ctrl+End
To the beginning of the previous page	Ctrl+Page Up
To the beginning of the next page	Ctrl+Page Down
Up one screen	Page Up
Down one screen	Page Down

To show or hide the Navigation pane in a document

• On the View tab, in the Show group, select the Navigation Pane check box.

To browse by object from the Navigation pane

• Open the Navigation pane, and then do any of the following:

  • At the top of the Navigation pane, select Headings. Then select any heading to move directly to that location in the document.

  • At the top of the Navigation pane, select Pages. Then select any thumbnail to move directly to that page of the document.

  • At the right end of the search box, select the arrow. In the Find list, select the type of object you want to browse by. Then select the Next and Previous arrows to move among those objects.

To display the Go To tab of the Find And Replace dialog box

• On the Home tab, in the Editing group, select the Find arrow, and then Go To.

• In the Navigation pane, select the Search arrow, and then in the Search for more things list, select Go To.

• Press Ctrl+G.

To browse by object from the Go To What list

1. Display the Go To tab of the Find and Replace dialog box.

2. In the Go to what list, select the type of object you want to search for. Then do any of the following:

   • Select the Next button to move to the next object of that type.

   • Select the Previous button to move to the previous object of that type.

   • In the adjacent box, enter either of the following, and then select the Go To button:

     • Enter a number identifying the position of the object within the total objects of that type in the document. (For example, to move to the fourth field in the document, you would enter 4.)

     • Enter + (plus sign) or – (minus sign) and then a number to move forward or backward by that many objects of the selected type.

Word 2019 has five views in which you can create, organize, and preview documents. Each view is suited to a specific purpose. The views are:

• Print Layout This view displays a document on the screen the way it will look when printed. You can review elements such as margins, page breaks, headers and footers, and watermarks. This is the default view and the view you’ll use most frequently (or perhaps the only view you’ll use) when developing content.

• Read Mode This view displays as much document content as will fit on the screen at a comfortable size for reading. In this view, the ribbon is replaced by one toolbar at the top of the screen with buttons for searching and navigating in the document. You can display comments, but you can’t edit the document in this view.

• Web Layout This view displays the document the way it will look when viewed in a web browser, so that you can review the way that text wraps to fit the window and the positioning of graphics. Web Layout view also displays page backgrounds and effects.

• Outline This view displays the structure of a document as nested levels of headings and body text, and provides tools for viewing and changing the hierarchy.

  See Also

  For information about displaying and modifying a document in Outline view, see “Reorganize document outlines” in Chapter 10, “Organize and arrange content.”

• Draft This view displays the content of a document with a simplified layout so that you can quickly enter and edit text. Draft view doesn’t display images or layout elements such as headers and footers.

You manage the display of views and of window elements from the View tab of the ribbon. Three of the views are also available from the View Shortcuts toolbar near the right end of the status bar.

The active view is shaded

While you’re developing a document in Print Layout view, the content pane displays the content of the document you’re working in. Each page is represented at the size specified in the document layout settings, with margins and other white space represented as they will appear when the document is printed. As you scroll through a multipage document, spaces appear between the pages. If you want to fit more content on the screen, you can hide the white space on and between pages.

The junction of two pages with and without white space

When working in Outline or Draft view, you can display the paragraph style of each paragraph in the left margin, in an area called the style area pane. (It’s not a pane, though; it’s just a marginal area of the page.) By default, the style area pane width is set to zero inches wide, so it is effectively closed. If you want to display it, you can increase the width.

The style area pane is available only in Draft view and Outline view

If your document uses styles to control the appearance and hierarchy of the content, you can display the headings in the Navigation pane and styles in the Style pane so that you can more quickly access and work with styles and styled content. You can also use the Navigation pane to display and move among page thumbnails or search results, as described in the previous topic.

Word has many other task-specific panes in which you can, for example, display Clipboard content, research terminology, review spelling, and format graphics. These panes usually appear to the right or left of the content pane and span its full height. Some of them can float within or outside the Word window or be docked to other sides of the window. Other chapters discuss these panes in the context of their functionality. Regardless of the purpose of the pane, however, you use the same methods to resize or move it.

You can change the space available for document content and app window elements by resizing the window, adjusting the relative sizes of the panes, or collapsing or hiding the ribbon. You can also entirely hide not only the ribbon content, but also the ribbon tabs and the app window title bar.

When you want to focus on the layout of a document, you can display rulers and gridlines to help you position and align elements. You can also adjust the magnification of the content area by using the tools available in the Zoom group on the View tab and at the right end of the status bar.

Selecting the Zoom Level button opens the Zoom dialog box

If you want to work with different parts of a document, you can open the same instance of the document in a second window and display both, or you can split a window into two panes and scroll through each pane independently.

You’re not limited to working with one document at a time. You can easily switch among multiple open documents. If you want to compare or work with the content of multiple documents, you can simplify the process by displaying the documents next to each other.

A feature that can be invaluable when you are fine-tuning the layout of a document in Word is the display of nonprinting characters (such as tabs, paragraph marks, and section breaks) that control the layout of your document. You can control the display of these characters for each window.

To switch among views of a document

• On the View tab, in the Views group, select the view you want.

• On the View Shortcuts toolbar, select the view button you want.

To hide or display white space in Print Layout view

1. Point to the space between two pages.

2. When the pointer changes to display a representation of that space, double-click.

To show or hide the Navigation pane

• On the View tab, in the Show group, select the Navigation Pane check box.

To adjust the size of the Navigation pane

• Point to the right border of the Navigation pane. When the pointer changes to a double-headed arrow, drag to the right or left.

To display the style area pane in Draft view or Outline view

1. In the Backstage view, select the Options page tab to open the Word Options dialog box.

2. In the Word Options dialog box, select the Advanced page tab.

3. On the Advanced page, scroll to the Display area (about halfway down the page) and change the Style area pane width in Draft and Outline views setting to any number greater than 0. Then select OK.

To resize the style area pane in Draft view or Outline view

1. Point to the right border of the style area pane.

2. When the pointer changes to a double-headed arrow, drag the border to the left or right.

To change the magnification of document content

1. Do either of the following to open the Zoom dialog box:

   • On the View tab, in the Zoom group, select Zoom.

   • At the right end of the status bar, select the Zoom Level button.

2. In the Zoom dialog box, select a Zoom to option or enter a specific percentage in the Percent box, and then select OK.

Or

• In the zoom controls at the right end of the status bar, do any of the following:

  • Drag the slider to the left to decrease the magnification or to the right to increase the magnification.

  • At the left end of the slider, select the Zoom Out button to decrease the magnification in 10-percent increments.

  • At the right end of the slider, select the Zoom In button to increase the magnification in 10-percent increments.

To display or hide rulers or gridlines in a document

• On the View tab, in the Show group, do either of the following:

  • Select or clear the Ruler check box.

  • Select or clear the Gridlines check box.

    See Also

    For information about controlling document gridlines, see “Arrange objects on a page” in Chapter 10, “Organize and arrange content.”

To display or hide nonprinting characters and formatting marks in a document

• On the Home tab, in the Paragraph group, select the Show/Hide ¶ button.

• Press Ctrl+*.

  Tip

  You need to hold down the Shift key to activate the * key. So, in effect, you are pressing Ctrl+Shift+8.

To split a window into two panes

• On the View tab, in the Window group, select Split.

To display a different open document

• On the View tab, in the Window group, select Switch Windows, and then select the file you want to view.

• Point to the Word icon on the Windows taskbar, and then select the thumbnail of the document you want to display.

To display multiple open documents at the same time

• On the View tab, in the Window group, select Arrange All.

You can examine the properties attached to a file from the Info page of the Backstage view.

Some of the properties stored with a typical Word document

You can change or remove basic properties in the default Properties list or expand the list to make more properties available, or you can display the Properties dialog box to access even more properties.

To display file properties

1. Display the Info page of the Backstage view. The Properties area in the right pane displays the standard properties associated with the document.

2. At the bottom of the Properties pane, select Show All Properties to expand the pane.

3. At the top of the Properties pane, select Properties, and then select Advanced Properties to open the Properties dialog box.

To edit file properties

1. In the Properties pane, select the value for the property you want to edit to activate the content box.

2. Enter or replace the property value, and then press Enter.

Or

• In the Properties dialog box, do either of the following:

  • On the Summary tab, click the box to the right of the property you want to modify, and then enter or replace the property value.

  • On the Custom tab, select the property you want to modify in the Name list, and then enter or replace the property value in the Value box.

Save your document in an online location to access it from anywhere

You can save the document in a folder on your computer or, if you have an internet connection, in a folder on your OneDrive. If your company uses SharePoint, you can add a SharePoint site so that it is available from the location list on the Save As page, just like any other folder.

Selecting Browse at the bottom of the left pane displays the Save As dialog box, in which you assign a name to the document and specify the folder in which you want to save it.

The Save As dialog box shows other files of the same type that are saved in the current folder

After you save a document for the first time, you can save changes simply by selecting the Save button on the Quick Access Toolbar. A new version of the document then overwrites the previous version.

To save a document for the first time

1. Select the File tab to display the Backstage view.

2. In the left pane of the Backstage view, select Save As.

3. On the Save As page of the Backstage view, select a storage location, and then select a recently accessed folder in the right pane, or select Browse.

4. In the Save As dialog box, browse to the folder you want to save the document in.

5. In the File name box, enter a name for the document.

6. If you want to save the document in a format other than the one shown in the Save As Type box, select the Save as type arrow and then, in the Save as type list, select the file format you want.

7. In the Save As dialog box, select Save.

To add a cloud storage location

1. On the Save As page of the Backstage view, select Add a Place.

2. In the Add a Place list, select Office 365 SharePoint or OneDrive.

3. In the Add a service dialog box, enter the email address you use to sign in to the cloud storage service, and then select Next.

4. In the Sign in dialog box, enter the password associated with the account, and then select Sign In to add the cloud storage location associated with that account to the Places list.

To save a copy of a document

1. Display the Save As page of the Backstage view.

2. Save the document with a different name in the same location or with any name in a different location. (You can’t store two documents with the same name in the same folder.)

To save a document without changing its name or location

• On the Quick Access Toolbar, select the Save button.

• In the left pane of the Backstage view, select Save.

• Press Ctrl+S.

A new feature in Word automatically saves new versions of documents stored on SharePoint or OneDrive; these files have an AutoSave button on the Quick Access Toolbar that you can use to toggle the function off and on.

When the AutoSave function is turned on:

• If you’re working in a new, unnamed file, the app saves a temporary copy of the file to your default storage location.

• If you’re working in a previously saved file, the app saves a copy of the file to the location in which you opened or last saved it.

You can turn off the automatic file-saving function if you prefer to save changes manually (although this is not advisable), and you can change the time interval between saves.

To adjust the time interval between saves

1. Display the Backstage view, and then select Options to open the Word Options dialog box.

2. In the left pane, select Save.

3. On the Save page, in the Save AutoRecover information every box, specify the frequency (in minutes) at which you’d like Word to save the document.

   See Also

   For information about working with document versions, see “Compare and merge documents” in Chapter 11, “Collaborate on documents.” For information about configuring other Word options, see “Change default Word options” in Chapter 16, “Customize options and the user interface.”

Word 2019 offers a selection of file formats intended to provide specific benefits. Each file format has a file name extension that identifies the file type to the system. The file formats and file name extensions for Word 2019 files include the following:

• Word Document (.docx)

• Word Macro-Enabled Document (.docm)

• Word Template (.dotx)

• Word Macro-Enabled Template (.dotm)

• Word XML Document (.xml)

Other file types not specific to Word, such as text files, webpages, PDF files, and XPS files, are available from the Save As dialog box.

You can save a document in any of these file formats

The default file format for files created in Word 2019 is the .docx format, which provides the following benefits over the .doc file format that was the previous standard:

• Decreased file size Files are compressed when saved, decreasing the amount of disk space and bandwidth needed to store and transmit files.

• Simpler retrieval and editing of content XML files can be opened in text-editing apps such as Notepad.

• Increased security Personal data can be located and removed from the document, and files can’t store macros. (The .docm file format is designed for documents that contain macros.)

If you want to save a Word document in a format that can be opened by the widest variety of programs (including text editors that are installed with most operating systems), use one of these two formats:

• Rich Text Format (*.rtf) This format preserves the document’s formatting.

• Plain Text (*.txt) This format preserves only the document’s text.

If you want people to be able to view a document exactly as it appears on your screen, use one of these two formats:

• PDF (.pdf) This format is preferred by commercial printing facilities. Recipients can display the file in the free Microsoft Reader or Adobe Reader apps, and can display and edit the file in Word 2019 or Adobe Acrobat.

• XPS (.xps) This format precisely renders all fonts, images, and colors. Recipients can display the file in Microsoft Reader or the free XPS Viewer app.

The PDF (Portable Document Format) and XPS (XML Paper Specification) formats are designed to deliver documents as electronic representations of the way they appear when printed. Both types of files can easily be sent by email to many recipients and can be made available on a webpage for downloading by anyone who wants them. However, the files are no longer Word documents. A PDF file can be converted to the editable Word format; an XPS file, however, cannot be opened, viewed, or edited in Word.

You can create a PDF file from all or part of a document

When you save a Word document in PDF or XPS format, you can optimize the file size of the document for your intended distribution method—the larger Standard file size is better for printing, whereas the Minimum file size is suitable for online publishing.

To save all or part of a document in PDF format

1. Open the Save As dialog box.

2. In the Save as type list, select PDF. The dialog box content changes to provide additional options.

3. If you want to create a PDF file that has a smaller file size (but lower quality), select Minimum size (publishing online).

4. To modify any of the default settings, select the Options button, do any of the following, and then select OK:

   • Specify the pages to include in the file.

   • Include or exclude comments and tracked changes.

   • Include or exclude nonprinting elements such as bookmarks and properties.

   • Select compliance, font embedding, and encryption options.

5. If you don’t want to automatically open the new PDF file in your default PDF viewer, clear the Open file after publishing check box.

6. In the Save As dialog box, select Save.

To close a document

• At the right end of the title bar, select the Close button to close the document and the Word window.

• Display the Backstage view, and then select Close to close the document without exiting Word.

• On the Windows taskbar, point to the Word button to display thumbnails of all open documents. Point to the thumbnail of the document you want to close, and then select the Close button that appears in its upper-right corner.

The introduction includes a complete list of practice files and download instructions.

1. Start Word and create a new, blank document.

2. Display the available templates for new documents. Scroll through the list of featured templates and note the types of documents you can create from them.

3. Search for a template that’s related to something you’re interested in. For example, you could use a search term such as food, school, children, or customers.

4. Review the categories in the right pane of the search results. Filter the results by two categories and notice the effect. Then remove one of the category filters. Preview a template from the search results. If the template preview includes multiple images, preview each of those by clicking the arrows below the image.

5. Without closing the preview window, preview the next or previous template by clicking the arrows to the sides of the preview window.

6. From the preview window, create a document based on the currently displayed template. Notice that the unsaved blank document remains open.

7. Close the blank document without saving it. Leave the template-based document open for use in a later set of practice tasks.

1. Display the Open page of the Backstage view.

2. If there are files in the Recent list, notice the groups they’re divided into, their file storage locations, and whether any are pinned to the list.

3. From the Open page, browse to the practice files folder, and open the NavigateFiles document.

4. In the second line of the document title, click at the right end of the paragraph to position the cursor.

5. Use a keyboard method to move the cursor to the beginning of the line.

6. Use a keyboard method to move the cursor to the beginning of the word Regulations.

7. Use a keyboard method to move the cursor to the end of the document.

8. Use the scroll bar to move to the middle of the document.

9. Use the scroll bar to change the view of the document by one screen.

10. Open the Navigation pane.

11. In the Navigation pane, select the Landscaping heading to move the cursor directly to the selected heading.

12. At the top of the Navigation pane, select Pages. On the Pages page, scroll through the thumbnails to review the amount of visible detail, and then select the thumbnail for page 5 to move the cursor directly to the top of the selected page.

13. At the right end of the Navigation pane title bar, select the Close button (the X) to close the pane.

14. On the Open page of the Backstage view, pin the NavigateFiles document to the Recent list.

15. Close the document without saving it.

1. If the document is not already in Print Layout view, display it in that view.

2. Switch to Web Layout view and scroll through the document to the end. Notice that the lines break differently and that there are no longer any page breaks.

3. Move the cursor back to the beginning of the document, and switch to Read Mode view.

4. On the Read Mode toolbar, select Tools to review the commands on the menu, and then select View to review the commands on that menu. Then, on the View menu, select Edit Document to return to Print Layout view.

5. In Print Layout view, hide the white space between pages. Scroll through the document and notice the change in the page lengths when the white space is hidden.

6. Open the Navigation pane and display the document headings. Adjust the pane width to the minimum necessary to display the headings.

7. Close the Navigation pane.

8. In the Word Options dialog box, set the width of the style area pane to 2”. Then select OK to return to the document.

9. Display the document in Draft view. Notice that the style area pane is visible along the left side of the document, but it is wider than necessary.

10. Drag the style area pane’s right border to the left until it takes up about half the original amount of space.

11. Display the document in Print Layout view, and use any method described in this chapter to change the magnification to 75%.

12. Split the window into two panes, position the cursor in the top pane, and then change the magnification to 100%. Notice that only the active pane changes. Then remove the split.

13. Use commands on the View tab to arrange the DisplayViews document and the document you created in the first set of practice tasks side by side on the screen.

14. In the DisplayViews document, display the gridlines. Notice that they appear in both open documents.

15. Switch to the document you created in the first set of practice tasks. Display the rulers. Notice the effect of this action in the other open document.

16. Save and close both documents.

1. On the Info page of the Backstage view, do the following:

   • Review the information in the Properties list. Notice the types of information that have been saved with the document.

   • Point to each of the property values and notice the values that you can edit.

   • Set the Title property to Welcome to Word.

2. Expand the Properties list to display all properties, and then do the following:

   • Notice the additional properties that were not previously visible. (If necessary, select Show Fewer Properties to switch back to the original list for comparison purposes.)

   • Point to the Manager and Author property values, and notice that Check Names and Address Books buttons appear. Experiment with adding a Manager property from your address book.

3. Select the Properties header, and then display the advanced properties. In the EditProperties Properties dialog box, do the following:

   • Compare the properties on the Summary tab with those in the Properties list. Notice the properties that you added in steps 1 and 2.

   • In the Author box, enter your name.

   • In the Keywords box, enter Word 2019 new features.

   • Review the information on the General, Statistics, Contents, and Custom tabs. Notice the information that is available only in the Properties dialog box.

   • Select OK.

4. Verify that the information you entered in the Properties dialog box appears in the Properties list. If it doesn’t, save, close, and reopen the document to update the properties.

1. Save a copy of the EditProperties document in the practice file folder as MyDocument. Close the document and this instance of Word.

2. Close the document you created in the first task without exiting Word.

3. Close the remaining open documents and exit Word.