Word Quick Reference

Microsoft

Word Cheat Sheet

Basic Skills

The Word Program Screen

Word Fundamentals

Create a Blank Document: Click the File tab,

select New, and click Blank document; or, press

Ctrl + N.

Open a Document: Click the File tab and select

Open, or press Ctrl + O. Select a location with a

file you want, then select a file and click Open.

Save a Document: Click the Save button on the

Quick Access Toolbar, or press Ctrl + S. Choose

a location where you want to save the file. Give the

file a name, then click Save.

Recover an Unsaved Document: Restart Word

after a crash. If a document can be recovered, the

Recover unsaved documents link will appear on

the start screen. Click the link to open the

Document Recovery pane, then select an

autorecovered document.

Change Document Views: Click the View tab and

select a view, or click one of the View buttons at

the bottom of the window.

Reading View

Print Layout View

Web Layout View

Print: Click the File tab, select Print, specify print

settings, and click Print.

Select and Edit Text

Select a Block of Text: Click and drag across the

text you want to select; or, click at the beginning of

a text block, hold down the Shift key, and click at

the end of a text block.

Select a Sentence: Press the Ctrl key and click in

a sentence.

Select a Line of Text: Click in the left margin for the

line you want to select.

Select a Paragraph: Double-click in the left margin

for the paragraph you want to select.

Select Everything: Click the Select button on the

Home tab and click Select All, or press Ctrl + A.

Edit Text: Select the text you want to replace and

type new text.

Cut, Copy and Paste: Select the text you want to

cut or copy and click the Cut or Copy button

on the Home tab. Click where you want to paste

the text, and click the Paste button.

Undo: Click the Undo button on the Quick

Access Toolbar.

Redo or Repeat: Click the Redo button on the

Quick Access Toolbar. The button turns to Repeat

once everything has been re-done.

General

Open a document ................ Ctrl + O

Create a new document ....... Ctrl + N

Save a document ................. Ctrl + S

Print a document ................. Ctrl + P

Close a document ................ Ctrl + W

Navigation

Move the text cursor ............ , , , →

Up one screen ..................... Page Up

Down one screen ................. Page Down

Beginning of a line ................ Home

End of a line ......................... End

Beginning of a document ..... Ctrl + Home

End of a document ............... Ctrl + End

Open Go To dialog box ........ Ctrl + G

Editing

Cut ...................................... Ctrl + X

Copy .................................... Ctrl + C

Paste ................................... Ctrl + V

Undo ................................... Ctrl + Z

Redo .................................... Ctrl + Y

Find ..................................... Ctrl + F

Replace ............................... Ctrl + H

Select All ............................. Ctrl + A

Check Spelling and

Grammar ............................. F7

Formatting

Bold ..................................... Ctrl + B

Italics ................................... Ctrl + I

Underline ............................. Ctrl + U

Align Left ............................. Ctrl + L

Align Center ......................... Ctrl + E

Align Right ........................... Ctrl + R

Justify .................................. Ctrl + J

Indent a paragraph .............. Ctrl + M

Remove an indent ................ Ctrl + Shift + M

Increase font size ................. Ctrl + Shift + >

Decrease font size ............... Ctrl + Shift + <

Increase font size 1pt ........... Ctrl + ]

Decrease font size 1pt ......... Ctrl + [

Copy formatting ................... Ctrl + Shift + C

Paste formatting................... Ctrl + Shift + V

Show/Hide Formatting

Marks .................................. Ctrl + Shift + *

Keyboard Shortcuts

Quick Access Toolbar

Title bar

Minimize Window

Rulers

Status bar

Views

Zoom

Ribbon

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Select and Edit Text 
Spelling and Grammar Errors: Potential spelling 
errors are underlined in red and potential 
grammar errors are underlined in blue. 
Correct a Spelling or Grammar Error: Manually 
make the correction, or right-click the error and 
select a suggestion you want to use.  
Ignore a Spelling or Grammar Error: Right-click 
the error and select Ignore All. 
Check Spelling and Grammar: Click 
the Review tab and click the Spelling & 
Grammar   button. 
Find the Word Count: Click the word count in 
the lower-left corner; or click the Review tab 
and click the Word Count   button. 
Use the Thesaurus: Click the word you want to 
replace, click the Thesaurus   button on the 
Review tab, click a word’s list arrow, and select 
Insert; or, right-click the word you want to 
replace, select Synonyms, and select a word 
from the menu. 
Find Text: Click the Find   button on the Home 
tab, type the text you want to find in the Search 
box, and click an item to jump to it in the 
document. 
Replace Text: Click the Replace   button on 
the Home tab. Enter the word you want to find in 
the Find What field, then enter the text that will 
replace it in the Replace With field. Click 
Replace or Replace All. Click OK when 
finished. 
Insert a Symbol: Click where you want to insert 
the symbol. Click the Insert tab and click the 
Symbol   button. Either select a symbol from 
the menu or select More Symbols, select a 
symbol, and click Insert. 
Insert Text from Another File: Place the cursor 
where you want to insert the text. Click the 
Insert tab, click the Object   button list 
arrow, and select Text from File. Select the file 
containing the text you want to insert, then click 
the Insert button. 
Format Text and Paragraphs 
Change the Font: Select the text you want to 
change, click the Font list arrow, and select a 
new font. 
Change the Font Size: Select the text you want 
to change, click the Font Size list arrow, and 
select a new font size. 
Change the Font Color: Select the text you want 
to change, click the Font Color   button list 
arrow, and select a new color. 
Apply Bold, Italic, or an Underline: Click the 
Bold  , Italic   or Underline   button in the 
Font group on the Home tab. 
Clear Formatting: Select the text you want to 
clear formatting from, then click the Clear All 
Formatting   button. 
Format Text and Paragraphs 
Create a Bulleted List: Select the text you want 
to make into a bulleted list, and click the Bullets 
 button. 
Change a Bulleted List Style: Select a bulleted 
list, click the Bullets   button list arrow, and 
select a bullet symbol. 
Create a Numbered List: Select the text you 
want to make into a numbered list, and click the 
Numbering   button. 
Change a Numbered List Style: Select a 
numbered list, click the Numbering   button 
list arrow, and select a numbered list style. 
Align a Paragraph: Click anywhere in the 
paragraph you want to align and click an 
alignment option in the Paragraph group on the 
Home tab. 
 Left aligned 
 Center aligned 
 Right aligned 
Add a Border: Click in the paragraph where you 
want to add a border, click the Borders button 
 list arrow, and select a border. 
Add Shading: Click in the paragraph where you 
want to add shading, click the Shading   
button list arrow, and select a shading color. 
Change Line Spacing: Select the paragraph you 
want to adjust, click the Line Spacing 
button, and select a spacing option. 
Change Paragraph Spacing: Click the 
Paragraph group’s dialog box launcher  , 
change the values in the Before or After 
spacing fields, and click OK. 
Copy Formatting: Select the formatted text you 
want to copy, click the Format Painter 
button, and select the text you want to apply 
formatting to. 
Indent Paragraphs: Click anywhere in the 
paragraph you want to indent and click the 
Increase Indent   or Decrease Indent   
button on the Home tab. 
Set Custom Indents: Click anywhere in the 
paragraph you want to indent and click the 
Paragraph group’s dialog box launcher  . 
Adjust the values in the Left and Right fields, 
then click OK. 
Enable the Ruler: Click the View tab, then 
check the Ruler check box. 
Set a Tab Stop: Click anywhere in the 
paragraph you want to add a tab stop to, then 
click a spot on the ruler. Or, click the Paragraph 
group’s dialog box launcher  , click the Tabs 
button, enter a tab stop position in the text field, 
and then click Set. Click OK when you’re 
finished adding tab stops.  
 
Format Text and Paragraphs 
Types of Tab Stops: Pressing the Tab key will 
advance the cursor to the next tab stop and 
align the text at that point, depending on the 
type of tab stop. 
 
Left aligned will align the left side of 
the text with the tab stop. 
 
Center aligned will align the text so 
that it’s centered under the tab stop. 
 
Right aligned will align the right side of 
the text with the tab stop. 
 
Decimal aligned will align text and 
numbers by a decimal point. 
Remove a Tab Stop: Click and drag a tab stop 
off of the ruler. 
Format the Page 
Choose a Margin Size: Click the Layout tab, 
click the Margins   button, and select a 
common margin setting. Or, click and drag the 
Adjust Left, Adjust Right, Adjust Top, or 
Adjust Bottom line on the Ruler. 
Change Paper Size: Click the Layout tab, click 
the Size   button, and select the size you want 
to use. 
Change Paper Orientation: Click the Layout 
tab, click the Orientation   button, and select 
Portrait or Landscape. 
Use a Header or Footer: Click the Insert tab, 
click either the Header   or Footer   button, 
and select an option. 
Add Page Numbers: Click the Insert tab, click 
the Page Number   button, select a part of the 
page, and select a page number style. 
Format Columns: Click the Layout tab, click the 
Columns   button, and select a column 
option. 
Insert Column Breaks: Place your cursor where 
you want to start a new column, click the 
Layout tab, click the Breaks   button, then 
select Column. 
Insert Page Breaks: Place your cursor where 
you want to start a new page, click the Insert 
tab, and click the Page Break   button. 
Add a Watermark: Click the Design tab, click 
the Watermark   button, and select a 
watermark style. 
Add Page Color: Click the Design tab, click the 
Page Color   button, and select a page color.  
Add Page Borders: Click the Design tab, then 
click the Page Borders   button. In the 
Borders and Shading dialog box, customize the 
border style, color, and width, as well as which 
sides the border will appear on, and then click 
OK. 
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Word Cheat Sheets

Intermediate Skills

Elements of a Table

Insert a Table: Click the Insert tab, click the Table

button, and select the number of rows and

columns that you want.

Add a Row or Column: Click in a cell next to where

you want to add a row or column. Click the Table

Tools Layout tab, then click Insert Above ,

Insert Below , Insert Left , or Insert Right

, depending on where you want the row or

column to be added.

Delete a Row or Column: Click in a cell in the row

or column you want to delete, click the Table Tools

Layout tab, click the Delete button, then select

Delete Row or Delete Column .

Convert a Table to Text: Select the table, click the

Table Tools Layout tab, click the Convert to Text

button, choose how to separate the cells, and

click OK.

Manually Resize a Table Row or Column: Click and

drag the cell border.

Automatically Resize a Table Row or Column:

Click within the table, click the Table Tools Layout

tab, click the AutoFit button, and select an

option.

Merge Cells: Select multiple cells that share a

border, click the Table Tools Layout tab, and click

the Merge Cells button.

Split Cells: Select a cell, click the Table Tools

Layout tab, click the Split Cells button, enter

the number of rows and columns, and then click

OK.

Distribute Rows and Columns: Click within the

table, click the Table Tools Layout tab, click the

Distribute Rows button to distribute the rows

evenly, or click the Distribute Columns

button to distribute the columns evenly.

Apply a Table Style: Click inside the table, click

the Table Tools Design tab, and select a style

from the Table Styles gallery.

Apply Text Alignment: Select the cell(s), click the

Table Tools Layout tab, and select an option

from the Alignment group.

Add a Border to a Table: Select a table, click the

Table Tools Design tab, click the Border Styles

button list arrow, select a border style, click the

Borders button list arrow, and select a border

option.

Add Cell Shading: Select the cell(s), click the

Shading button list arrow, and select a color.

Split a Table: Click in the row where the second

table will start, click the Table Tools Layout tab,

and click the Split Table button.

Navigating a Table

Next cell .......................... Tab

Previous cell .................... Shift + Tab

Next row .......................... 

Previous row .................... 

First cell in a row .............. Alt + Home

Last cell in a row .............. Alt + End

First cell in a column ........ Alt + Page Up

Last cell in a column ........ Alt + Page Down

Selecting Cells in a Table

Select a Single Cell: Click in the lower-left

corner of a cell, when the cursor changes

to an arrow ; or triple-click a cell; or click

the Table Tools Layout tab, click Select ,

and choose Select Cell.

Select a Row: Click to the left of the table

row (just outside the table itself); or click

the Table Tools Layout tab, click

Select , and choose Select Row.

Select a Column: Click above a column,

when the cursor changes to an arrow ; or

click the Table Tools Layout tab, click

Select , and choose Select Column.

Select an Entire Table: Click the table

selector button in the upper-left corner

of a table; or click the Table Tools Layout

tab, click Select , and choose Select

Table.

Table Style Options

Configure Table Style Options: Place the

text cursor within the table, click the Table

Tools Design tab, then check the check

boxes in the Table Style Options group to

toggle certain table elements.

The appearance of these elements will

vary, based on the current Table Style.

• Header Row applies special formatting

to the first row of a table.

• Total Row applies special formatting to

the final row of a table.

• Banded Rows alternates the shading

for the body rows between two

different colors.

• First Column applies special formatting

to the first column in a table.

• Last Column applies a special

formatting to the last column in a table.

• Banded Columns alternates the

shading for body columns between two

different colors.

Navigating a Table

Column

Row

Header Row

Selected Cell

Table Selector

Resize Handle

Tables

Total Row

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Graphics 
Insert a Picture: Place the text cursor where you 
want to insert a picture, click the Insert tab, 
click the Pictures   button, select a picture, 
and click Insert. 
Remove a Picture’s Background: Select a 
picture, click the Format tab, and click the 
Remove Background   button. Areas that will 
be removed are highlighted. Click the Mark 
Areas to Keep   button to draw over any area 
accidentally highlighted, and click the Mark 
Areas to Remove   button to draw over any 
area that needs to be removed. Click the Keep 
Changes   button. 
Insert a Text Box: Click the Insert tab, click the 
Text Box   button, and select a style of text 
box. 
Insert a Shape: Click the Insert tab, click the 
Shapes   button, select a shape, then click to 
place a shape (or click and drag to place the 
shape at a certain size). 
Insert a Drawing: Click the Draw tab, click the 
Draw with Touch  button, then click and drag 
the mouse (or use your finger on a touchscreen) 
to draw a shape. Click the Draw with Touch 
button again when you’re done drawing. 
Format a Shape: Select a shape, then click the 
Format tab and use the options in the Shape 
Styles group to customize the appearance of 
the shape. 
•  Click the Shape Fill   button and select a 
color to change the shape’s fill color. 
•  Click the Shape Outline   button and 
select a color and weight for the shape’s 
outline, as well as dash and arrow styles. 
•  Click the Shape Effects   button and 
select a shape effect, such as shadow, 
glow, or bevel. 
•  Select a shape style preset from the Shape 
Styles gallery. Click the gallery’s More   
button to see more presets. 
Insert WordArt: Click the Insert tab, click the 
Insert WordArt   button, and select a style of 
WordArt. 
Insert a Chart: Click the Insert tab, click the 
Add a Chart   button, select a chart category 
on the left, select a chart type, and click OK. 
Edit the chart data in the window that opens. 
Resize an Object: Select an object, then click 
and drag the sizing handles on the sides and 
corners until it’s the size you want. 
Move an Object: Select an object, then click 
and drag it to a new location. 
Rotate an Object: Select an object, then click 
and drag the rotate handle to the left or right. 
Or, select an object, click the Format tab, click 
the Rotate Objects   button, and select a 
rotation option. 
 
Graphics 
Flip an Object: Select an object, click the 
Format tab, click the Rotate Objects   
button and select Flip Vertical or Flip 
Horizontal. 
Position an Object on the Page: Select an 
object, click the Format tab, click the Position 
 button, and select a position. 
Wrap Text Around an Object: Select an object, 
click the Format tab, click the Wrap Text   
button, and select a text wrapping style. 
Move an Object Up or Down One Layer: Select 
an object, click the Format tab, and click the 
Bring Forward   button to move the object 
forward one layer, or click the Send Backward 
 button to send the object backward one 
layer. 
Group Objects: Select multiple objects, click the 
Format tab, click the Group Objects   button, 
and select Group. 
Ungroup Objects: Select a group, click the 
Format tab, click the Group Objects   button, 
and select Ungroup. 
Align Objects: Select multiple objects, click the 
Format tab, click the Align   button, and 
select an alignment option. 
Distribute Objects: Select multiple objects, click 
the Format tab, click the Align   button, and 
select Distribute Horizontally or Distribute 
Vertically. 
Styles, Themes, and Templates 
Apply a Style: Place the text cursor in a 
paragraph and select a style from the Styles 
gallery on the Home tab. Click the gallery’s 
More   button to see additional styles. 
Display the Styles Pane: Click the dialog box 
launcher    in the Styles group on the Home 
tab. 
Create a Style: Select some text that’s 
formatted the way you want the style to appear, 
then click the Styles gallery’s More   button 
and select Create a Style (or, click the New 
Style button in the Styles pane). Give the new 
style a name and click OK. 
Modify a Style: Change the formatting for some 
text with a style applied, right-click the style in 
the Styles gallery (or in the Styles pane) and 
select Update ___ to Match Selection. 
Apply a Theme: Click the Design tab, click the 
Themes   button, and select a theme. 
Use a Document Template: Click the File tab, 
click New, search for a template in the search 
field or select a recommended template, select 
a template, and click Create. 
Create a Document Template: Click the File 
tab, click Save As, select a location, give the 
file a name, click the Save As Type list arrow, 
select Word Template, and click Save. 
Long Documents 
Use Outline View: Click the View tab and click 
the Outline   button. Click the Close Outline 
View   button to return to the previous view. 
Demote Items: While in Outline view, click the 
item you want to demote and click the Demote 
 button (or the Demote to Body Text 
button). 
Promote Items: While in Outline view, click the 
item you want to promote and click the 
Promote   button (or the Promote to 
Heading 1 button). 
Navigate Long Documents: Click the View tab, 
check the Navigation Pane check box, and 
use the Pages tab to browse by page, or use 
the Headings tab to navigate by headings. 
Add a Bookmark: Select the text you want to 
bookmark, click the Insert tab, click the 
Bookmark   button in the Links group, give the 
bookmark a name, and click Add. 
Insert a Section Break: Place the cursor where 
you want the section to start, click the Layout 
tab, click the Breaks   button, and select a 
type of section break. 
Insert a Link: Select the text you want to use as 
a link, click the Insert tab, click the  
Link   button, choose what type of link to 
create, choose where to link to, and click OK. 
Create Footnotes and Endnotes: Click the text 
that you want the footnote / endnote to refer to, 
click the References tab, click the Insert 
Footnote   (or Insert Endnote  ) button, 
and type your footnote / endnote. 
Insert a Table of Contents: Place the text cursor 
where you want to insert a table of contents, 
click the References tab, click the Table of 
Contents   button, and select a table of 
contents style. 
Insert an Index Entry: Select the text you want 
the index entry to refer to, click the References 
tab, and click the Mark Entry   button. Set any 
index entry options you want, then click Mark 
(or, click Mark All to mark all instances of the 
text). Click Close. 
Insert an Index: Place the text cursor where you 
want to insert an index, click the References 
tab, click the Insert Index   button. Set up the 
index’s options, then click OK. 
Create a Citation: Click the References tab, 
click the Insert Citation   button, and select 
Add New Source. Enter the source’s 
information, then click OK. 
Insert a Citation: Click the References tab, 
click the Insert Citation   button, and select a 
citation from the menu. 
Insert a Bibliography: Click the References tab, 
click the Bibliography   button, then select a 
bibliography style. 
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Word Cheat Sheet

Advanced Skills

The Developer Tab

Share a Document: Make sure the document is

shared to an online-accessible location, such as

OneDrive or SharePoint. Click the Share button

above the ribbon and enter someone’s email

address in the Invite People field (or, click the

Address Book button and select someone in

the Address Book dialog box). Choose their

permission level by clicking the permissions list

arrow and selecting a level. Enter a short

message (optional), then click the Share button.

Highlight Text: Select the text you want to

highlight, click the Text Highlight Color

button list arrow on the Home tab, and select a

highlight color.

Insert a Comment: Select the text you want to

add a comment to, click the Review tab, click the

New Comment button, and add your

comment. Click outside of the comment field

when you’re finished.

Delete a Comment: Click a comment to select it,

click the Review tab, and click the Delete

button.

Reply to a Comment: Click a comment to select it

and click the Reply button in the comment.

Type your response, then click outside the

comment field when you’re finished.

Show / Hide Comments: Click the Review tab and

click the Show Comments button to toggle it

on or off.

Toggle Track Changes: Click the Review tab and

click the Track Changes button in the Tracking

group.

View Markup: Click the Review tab, click the

Show Markup button in the Tracking group,

and select a type of markup to show or hide.

Review Revisions: Click the Review tab, then click

the Next Change and Previous Change

buttons in the Changes group. Click the Accept

button to accept a change, or the Reject button

to reject it.

Compare Two Documents: Click the Review tab,

click the Compare button, and select

Compare. Select the original document from the

Original Document list arrow (or click the

Browse icon and select it), then select the revised

document from the Revised Document list arrow

(or click the Browse icon and select it). Click the

More button and select what types of differences

to look for (optional). Click OK.

Add Line Numbers: Click the Layout tab, click the

Line Numbers button, and select an option.

Add Forms to a Document

Enable the Developer Tab: Before adding

forms, you must enable the Developer tab

on the ribbon. Click the File tab, click

Options, click Customize Ribbon, check

the Developer check box, and click OK.

Add a Form Control: Place the text cursor

where you want the form control, click the

Developer tab, click the Design Mode

button in the Controls group, and click the

button for the form control you want to add.

Click the Design Mode button again

when you’re finished adding form controls.

Finalize a Form: Click the Developer tab

and click the Restrict Editing button to

open the Restrict Editing pane. Check the

Editing Restrictions check box, click the

Editing Restrictions list arrow, and select

Filling in forms. Click the Yes, Start

Enforcing Protections button, enter a

password (optional), and click OK.

Types of Form Controls

Form Controls: You can add different types

of form controls that allow a user to enter

different types of data into a form.

• Rich Text allows users to enter

text that can be formatted with different

fonts and font styles.

• Plain Text allows users to enter

text, but not to format that text.

• Picture allows the user to add a

picture from their computer or an

online location to the form.

• Check Box places a form with a

check box that the user can check or

uncheck.

• Combo Box adds a list with a text

box, where users can choose an option

or enter their own.

• Drop-Down List adds a list with

several options that a user can choose

from.

• Date Picker lets the user choose a

date from a calendar.

• Repeating Section contains other

types of content controls and repeats

as many times as you need it.

• Legacy Types of content controls

were used in older versions of Word.

You can still use them in a Word 97-

2003 document.

Forms

The Code group

contains commands

to record and edit

macros, as well as

control the level of

macro security in

Word.

The Add-ins

group configures

add-ins to extend

the functionality

of Word.

The Controls group lets

you add form controls to a

document. Click Design

Mode, then click a form

control button to insert it.

Click Design Mode again

when you’re finished.

The Mapping

group lets you

link content

controls to

external XML

data.

The Protect group

lets you restrict the

ability to make

changes to a

document (or certain

parts of a

document).

The Templates

group lets you

switch document

templates and

other add-ins.

Collaborate in Word

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Collaborate in Word

Customize Line Numbers: Click the Layout tab,

click the Line Numbers button, and select

Line Numbering Options. Click the Line

Numbers button. Customize where the line

numbers start, how far they appear from the

text, and how often they appear. Click OK, then

click OK again.

Protect a Document: Click the File tab, click the

Protect Document button, and select Mark

as Final. Click OK in both the confirmation

dialog boxes.

Password Protect a Document: Click the File

tab, click the Protect Document button, and

select Encrypt with Password. Enter a

password, click OK, then enter that password

again to confirm it, and click OK again.

Remove a Password: Click the File tab, click

the Protect Document button, select

Encrypt with Password, remove the password

from the text field and click OK.

Inspect a Document: Click the File tab, click the

Check for Issues button, and select Inspect

Document. Select the types of content you

want to check for, then click Inspect. After

inspection, click Remove All for any content

that you want to remove, then click Close.

Macros

Enable the Developer Tab: Before adding

macros, you must enable the Developer tab on

the ribbon. Click the File tab, click Options,

click Customize Ribbon, check the Developer

check box, and click OK.

Record a Macro: Click the Developer tab, click

the Record Macro button, and give the

macro a name. Click either Button or

Keyboard to assign a button or keyboard

shortcut to the new macro (optional). Click OK.

Perform the tasks you want to record, then click

the Stop Recording button.

Run a Macro: Place the text cursor where you

want the macro to run. Click the Developer

tab, click the Macros button, select a macro,

and click Run.

Edit a Macro: Click the Developer tab, click the

Macros button, select a macro, and click

Edit. Modify the macro using the Visual Basic

editor, then close Visual Basic.

Advanced Documents

Customize Word’s Options: Click the File tab

and click Options. Select a category on the left,

and then customize options on the right. Click

OK when you’re finished.

Customize the Ribbon: Click the File tab, click

Options, then click the Customize Ribbon

tab. Select and expand a ribbon tab, then select

and expand a group. Select a command from

the left column, then click Add to add it, or

select a command from the right column and

click Remove to remove it from the ribbon.

Advanced Documents

Change Word’s Default Font: Start in a new,

blank document. Click the Font group’s dialog

box launcher . Choose the new default font or

font style, then click the Set as Default button.

Select All documents based on the Normal

template, then click OK.

Create a Building Block: Select the text or

objects you want to use as a building block.

Then, click the Insert tab, click the Explore

Quick Parts button, and select Save

Selection to Quick Part Gallery.

Insert a Building Block: Place the text cursor

where you want a building block placed. Click

the Insert tab, click the Explore Quick Parts

button, and either select a building block from

the menu, or select Building Blocks

Organizer. Select a building block, and then

click Insert.

Find and Replace Using Wildcards: Click the

Find button list arrow, select Advanced

Find, and expand the dialog box by clicking the

More button. Check the Use Wildcards check

box, then while entering a search phrase in the

Find What field, click the Special button and

select a wildcard.

Wildcard Examples

any single character

any number of characters

[ ]

one of these characters

[ - ]

one of these characters in a

range

[! ]

none of the specified characters

beginning of a word

end of a word

one or more instances of a

character

{n}

exactly n instances of a character

{n, }

at least n instances of a character

{n, m}

between n and m instances of a

character

Find and Replace Special Characters: Click the

Find button list arrow, select Advanced

Find, and expand the dialog box by clicking the

More button. While entering a search phrase in

the Find What field, click the Special button

and select a special character.

Edit a Document in Multiple Languages: Select

the text in another language, click the Review

tab, click the Language button, and select

Set Proofing Language. Select a language

and click OK.

Add Additional Editing Languages: Click the

Review tab, click the Language button, and

select Language Preferences. Click the Add

additional editing languages list arrow and

select a language. Click Add, then click OK.

Insert a Date and Time Field: Click the Insert

tab, click the Date and Time button, select a

date format, check the Update Automatically

check box, and click OK.

Advanced Documents

Insert a Field: Click the Insert tab, click the

Explore Quick Parts button, and select

Field. Select a field category, then a field. Click

OK.

View Field Codes: Right-click a field and select

Toggle Field Codes.

Mail Merge

1 – Start the Mail Merge Wizard: Click the

Mailings tab, click the Start Mail Merge

button, and select Step-by-Step Mail Merge

Wizard.

2 – Choose a Document Type: In the Mail

Merge pane, select a document type, then click

Next.

3 – Select a Document: In the Mail Merge pane,

select whether to use the current document,

start a new document from a template, or use

another existing file, then click Next.

4 – Select Recipients: In the Mail Merge pane,

select whether to use an existing list, select

contacts from Outlook, or type a new list.

If using an existing list, click the Browse button,

select a file with a list of recipients, and click

Open. Select which contacts in the list you want

to use by checking or unchecking them, then

click OK.

If selecting contacts from Outlook, click the

Choose Contacts Folder button, select a

contacts folder to import, and click OK. Select

which contacts in the list you want to use by

checking or unchecking them, then click OK.

If typing a new list, click the Create button, then

fill out the fields for each address. Click OK

when finished.

Click Next.

5 – Write Your Letter: Place the text cursor

where you want an element, then click the

button for the element you want to add (such as

an Address Block or a Greeting Line),

choose an element’s options, then click OK. Or,

click the More Items button, select a specific

field to insert, click Insert, and then click Close.

When you’ve added all the fields you need, click

Next.

6 – Preview Your Letter: In the Mail Merge pane,

click the << and >> buttons to preview the

placeholders filled in with a recipient’s data.

When you’re finished previewing, click Next.

7 – Complete the Merge: In the Mail Merge

pane, click Print to print the finished mail

merged documents, or click Edit individual

letters to create a new document for all or

some of the records.

Close the Mail Merge pane when you’re finished

with the merge.

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