MICROSOFT WORD 2016
STEP-BY-STEP GUIDE
A MC-NPL Computer Lab Lesson Plan
Abstract
The Computer Lab Introduction to MS Word hands-on course is taught in three sessions of two
hours duration each.
Andrea Philo;Mike Angstadt
, MICROSOFT WORD 2016: STEP-BY-STEP GUIDE Revised: 2/20/2020
Table of Contents
INTRODUCTION ............................................................ 5 Dragging method ................................................ 26
SELECT A SINGLE WORD ................................................... 27
EXPLORING THE WORD 2016 ENVIRONMENT ............... 6
SELECT A SENTENCE ........................................................ 27
TITLE BAR ....................................................................... 6 SELECT A SINGLE LINE OR SEVERAL LINES ............................. 27
QUICK ACCESS TOOLBAR ................................................... 6 SELECT A PARAGRAPH ..................................................... 27
RIBBON .......................................................................... 7 SELECT ENTIRE DOCUMENT .............................................. 27
Active Tab .............................................................. 7
MOVING TEXT ............................................................. 28
Contextual Tab....................................................... 7
Groups and Buttons ............................................... 7 CUT AND PASTE ............................................................. 28
Buttons with Arrows .............................................. 8 COPY AND PASTE ........................................................... 28
Dialogue Box Launcher .......................................... 8
FORMATTING TEXT ...................................................... 29
Ribbon Display Options button .............................. 9
Dynamic Resizing ................................................. 10 CHANGING TEXT ATTRIBUTES ............................................ 29
File Tab ................................................................ 11 FORMATTING A PARAGRAPH ...................................... 30
WORKSPACE ................................................................. 12
STATUS BAR .................................................................. 12 CHANGING ALIGNMENT ................................................... 30
Current Information ............................................. 12 CHANGING LINE SPACING ................................................. 30
Views ................................................................... 12 CHANGING PARAGRAPH INDENTATION ............................... 30
Zoom Slider .......................................................... 12 CONTROLLING THE APPEARANCE OF YOUR DOCUMENT
Customization ...................................................... 13 .................................................................................... 31
CREATING A DOCUMENT AND SAVING IT ................... 13 CHANGING PAGE MARGINS ............................................. 31
CREATING A DOCUMENT .................................................. 13 PAGE BREAKS ................................................................ 32
PREPARING A SAVE TO LOCATION – A USB DEVICE ............... 13 HEADERS AND FOOTERS .................................................. 32
SAVING THE FILE ............................................................ 14 ADDING VISUAL INTEREST................................................ 35
SAFE REMOVAL OF A USB DEVICE ..................................... 17 OPENING A FILE USING “FILE EXPLORER” .................... 38
OPENING A FILE, MAKING CHANGES AND SAVING CORRECTION AND EDITING TOOLS .............................. 39
STRATEGIES ................................................................ 18
FIND/REPLACE ............................................................... 39
MAKING CHANGES IN A DOCUMENT .................................. 20 SPELLING & GRAMMAR CHECK ......................................... 41
USING THE SAVE BUTTON TO SAVE CHANGES...................... 21 Correcting Individual Words ................................ 41
FORGETTING TO SAVE ..................................................... 22 Reviewing the Entire Document .......................... 41
CREATING A NEW BLANK DOCUMENT WHEN WORD IS Testing Spelling & Grammar check features ....... 45
ALREADY OPEN ........................................................... 22 PICK UP WHERE YOU LEFT OFF FEATURE ..................... 46
MOVING AROUND IN A DOCUMENT ........................... 22 PRINTING A WORD DOCUMENT .................................. 47
OPENING A PRACTICE FILE ............................................... 22 PRINT PREVIEW ............................................................. 47
INSERTION POINT ........................................................... 23 ADJUSTING PRINT SETTINGS ............................................. 47
KEYBOARD KEYS ............................................................. 24
SAVING A DOCUMENT UNDER A DIFFERENT NAME ..... 49
UNDO AND REDO........................................................ 25
SAVING A DOCUMENT IN DIFFERENT FORMATS .......... 50
UNDO .......................................................................... 25
OLDER MICROSOFT WORD FILE FORMAT (.DOC) ................. 50
REDO........................................................................... 26
PDF ............................................................................ 52
SELECTING TEXT .......................................................... 26
PROTECTED VIEW ........................................................ 53
SELECT A SPECIFIC SECTION OF TEXT ................................... 26
BULLETED/NUMBERED LISTS ....................................... 56
Shift + click method ............................................. 26
BULLETED LISTS ............................................................. 56
MC-NPL Computer Lab • 1001 Powell St • Norristown, PA 19401 Page 2 of 103
(610) 278-5100 x141 • • www.mc-npl.org
, MICROSOFT WORD 2016: STEP-BY-STEP GUIDE Revised: 2/20/2020
NUMBERED LISTS ........................................................... 56 FORMAT PAINTER .......................................................... 77
MULTILEVEL LISTS .......................................................... 57 INSERTING A PICTURE FROM A WEBPAGE............................ 79
MODIFYING AN EXISTING LIST ........................................... 59
QUICK PARTS (SUPPLEMENTAL) .................................. 80
TABLES ........................................................................ 60
CREATING A QUICK PART................................................. 80
INSERTING A TABLE......................................................... 60 INSERTING A QUICK PART (METHOD1) ............................... 81
MOVING AROUND A TABLE .............................................. 61 INSERTING A QUICK PART (METHOD2) ............................... 81
ENTERING INFORMATION INTO A TABLE .............................. 61 SAVING THE BUILDING BLOCK........................................... 81
SELECTING PARTS OF A TABLE ........................................... 62
REPEAT (SUPPLEMENTAL)............................................ 82
RESIZING ROWS AND COLUMNS ........................................ 63
INSERTING ROWS AND COLUMNS ...................................... 63 TEMPLATES (SUPPLEMENTAL) ..................................... 83
Insert Control feature .......................................... 63 CALENDAR WIZARD ........................................................ 83
Ribbon method .................................................... 64 RAFFLE TICKETS ............................................................. 85
Right-click menu .................................................. 64
DELETING ROWS AND COLUMNS ....................................... 64 MAIL MERGE (SUPPLEMENTAL) ................................... 86
Ribbon method .................................................... 65 STEPS TO CREATE A MAIL MERGE DOCUMENT .................... 86
Right-click menu .................................................. 65 STEPS TO USE MAIL MERGE FOR ADDRESS LABELS ............... 91
FORMATTING A TABLE..................................................... 65 STEPS TO USE MAIL MERGE FOR ENVELOPES ...................... 93
ONLINE PICTURES, SHAPES, TEXT BOXES, AND OTHER LONG DOCUMENT (SUPPLEMENTAL) ........................... 96
PICTURES .................................................................... 67
CREATING A COVER PAGE ................................................ 96
ONLINE PICTURES .......................................................... 67 CREATING A HEADER & FOOTER ....................................... 98
Inserting Online Pictures ...................................... 67 CREATING A TABLE OF CONTENTS...................................... 98
Resizing Inserted Objects ..................................... 69 CHANGING THE HEADER STYLES ...................................... 101
Applying Wrapping Styles .................................... 70 NAVIGATING THE DOCUMENT ........................................ 102
Applying Formatting to Pictures .......................... 72 Using the Table of Contents .............................. 102
SHAPES ........................................................................ 73 Using the Navigation Task Pane ........................ 102
TEXT BOXES .................................................................. 75 COLLAPSING A SECTION ................................................. 103
OTHER PICTURES ........................................................... 75 CLEANING UP OUR DOCUMENT....................................... 103
Inserting a Picture ................................................ 75 Fixing the List Numbering .................................. 103
Color Effects and Artistic Effects .......................... 76 Changing the List Style ...................................... 103
Remove Background Effect .................................. 76 Adjusting the Indentation .................................. 104
Crop Picture Effect ............................................... 77
MC-NPL Computer Lab • 1001 Powell St • Norristown, PA 19401 Page 3 of 103
(610) 278-5100 x141 • • www.mc-npl.org
, MICROSOFT WORD 2016: STEP-BY-STEP GUIDE Revised: 2/20/2020
Created & Maintained by:
Andrea Philo
Mike Angstadt
MONTGOMERY COUNTY-NORRISTOWN PUBLIC LIBRARY
NORRISTOWN, PENNSYLVANIA
WWW.MC-NPL.ORG
Note to Home Students:
This lesson plan will frequently refer to flash drives that we have our students use
during class. Instead of saving files to a flash drive, you may save them to your
computer’s hard drive.
We preload these flash drives with an assortment of files that are used during class.
These files can be downloaded from on our Class Resources page. Our class handouts
and exercises can also be downloaded there. The website address is:
www.mc-npl.org/class-resources
MC-NPL Computer Lab • 1001 Powell St • Norristown, PA 19401 Page 4 of 103
(610) 278-5100 x141 • • www.mc-npl.org
STEP-BY-STEP GUIDE
A MC-NPL Computer Lab Lesson Plan
Abstract
The Computer Lab Introduction to MS Word hands-on course is taught in three sessions of two
hours duration each.
Andrea Philo;Mike Angstadt
, MICROSOFT WORD 2016: STEP-BY-STEP GUIDE Revised: 2/20/2020
Table of Contents
INTRODUCTION ............................................................ 5 Dragging method ................................................ 26
SELECT A SINGLE WORD ................................................... 27
EXPLORING THE WORD 2016 ENVIRONMENT ............... 6
SELECT A SENTENCE ........................................................ 27
TITLE BAR ....................................................................... 6 SELECT A SINGLE LINE OR SEVERAL LINES ............................. 27
QUICK ACCESS TOOLBAR ................................................... 6 SELECT A PARAGRAPH ..................................................... 27
RIBBON .......................................................................... 7 SELECT ENTIRE DOCUMENT .............................................. 27
Active Tab .............................................................. 7
MOVING TEXT ............................................................. 28
Contextual Tab....................................................... 7
Groups and Buttons ............................................... 7 CUT AND PASTE ............................................................. 28
Buttons with Arrows .............................................. 8 COPY AND PASTE ........................................................... 28
Dialogue Box Launcher .......................................... 8
FORMATTING TEXT ...................................................... 29
Ribbon Display Options button .............................. 9
Dynamic Resizing ................................................. 10 CHANGING TEXT ATTRIBUTES ............................................ 29
File Tab ................................................................ 11 FORMATTING A PARAGRAPH ...................................... 30
WORKSPACE ................................................................. 12
STATUS BAR .................................................................. 12 CHANGING ALIGNMENT ................................................... 30
Current Information ............................................. 12 CHANGING LINE SPACING ................................................. 30
Views ................................................................... 12 CHANGING PARAGRAPH INDENTATION ............................... 30
Zoom Slider .......................................................... 12 CONTROLLING THE APPEARANCE OF YOUR DOCUMENT
Customization ...................................................... 13 .................................................................................... 31
CREATING A DOCUMENT AND SAVING IT ................... 13 CHANGING PAGE MARGINS ............................................. 31
CREATING A DOCUMENT .................................................. 13 PAGE BREAKS ................................................................ 32
PREPARING A SAVE TO LOCATION – A USB DEVICE ............... 13 HEADERS AND FOOTERS .................................................. 32
SAVING THE FILE ............................................................ 14 ADDING VISUAL INTEREST................................................ 35
SAFE REMOVAL OF A USB DEVICE ..................................... 17 OPENING A FILE USING “FILE EXPLORER” .................... 38
OPENING A FILE, MAKING CHANGES AND SAVING CORRECTION AND EDITING TOOLS .............................. 39
STRATEGIES ................................................................ 18
FIND/REPLACE ............................................................... 39
MAKING CHANGES IN A DOCUMENT .................................. 20 SPELLING & GRAMMAR CHECK ......................................... 41
USING THE SAVE BUTTON TO SAVE CHANGES...................... 21 Correcting Individual Words ................................ 41
FORGETTING TO SAVE ..................................................... 22 Reviewing the Entire Document .......................... 41
CREATING A NEW BLANK DOCUMENT WHEN WORD IS Testing Spelling & Grammar check features ....... 45
ALREADY OPEN ........................................................... 22 PICK UP WHERE YOU LEFT OFF FEATURE ..................... 46
MOVING AROUND IN A DOCUMENT ........................... 22 PRINTING A WORD DOCUMENT .................................. 47
OPENING A PRACTICE FILE ............................................... 22 PRINT PREVIEW ............................................................. 47
INSERTION POINT ........................................................... 23 ADJUSTING PRINT SETTINGS ............................................. 47
KEYBOARD KEYS ............................................................. 24
SAVING A DOCUMENT UNDER A DIFFERENT NAME ..... 49
UNDO AND REDO........................................................ 25
SAVING A DOCUMENT IN DIFFERENT FORMATS .......... 50
UNDO .......................................................................... 25
OLDER MICROSOFT WORD FILE FORMAT (.DOC) ................. 50
REDO........................................................................... 26
PDF ............................................................................ 52
SELECTING TEXT .......................................................... 26
PROTECTED VIEW ........................................................ 53
SELECT A SPECIFIC SECTION OF TEXT ................................... 26
BULLETED/NUMBERED LISTS ....................................... 56
Shift + click method ............................................. 26
BULLETED LISTS ............................................................. 56
MC-NPL Computer Lab • 1001 Powell St • Norristown, PA 19401 Page 2 of 103
(610) 278-5100 x141 • • www.mc-npl.org
, MICROSOFT WORD 2016: STEP-BY-STEP GUIDE Revised: 2/20/2020
NUMBERED LISTS ........................................................... 56 FORMAT PAINTER .......................................................... 77
MULTILEVEL LISTS .......................................................... 57 INSERTING A PICTURE FROM A WEBPAGE............................ 79
MODIFYING AN EXISTING LIST ........................................... 59
QUICK PARTS (SUPPLEMENTAL) .................................. 80
TABLES ........................................................................ 60
CREATING A QUICK PART................................................. 80
INSERTING A TABLE......................................................... 60 INSERTING A QUICK PART (METHOD1) ............................... 81
MOVING AROUND A TABLE .............................................. 61 INSERTING A QUICK PART (METHOD2) ............................... 81
ENTERING INFORMATION INTO A TABLE .............................. 61 SAVING THE BUILDING BLOCK........................................... 81
SELECTING PARTS OF A TABLE ........................................... 62
REPEAT (SUPPLEMENTAL)............................................ 82
RESIZING ROWS AND COLUMNS ........................................ 63
INSERTING ROWS AND COLUMNS ...................................... 63 TEMPLATES (SUPPLEMENTAL) ..................................... 83
Insert Control feature .......................................... 63 CALENDAR WIZARD ........................................................ 83
Ribbon method .................................................... 64 RAFFLE TICKETS ............................................................. 85
Right-click menu .................................................. 64
DELETING ROWS AND COLUMNS ....................................... 64 MAIL MERGE (SUPPLEMENTAL) ................................... 86
Ribbon method .................................................... 65 STEPS TO CREATE A MAIL MERGE DOCUMENT .................... 86
Right-click menu .................................................. 65 STEPS TO USE MAIL MERGE FOR ADDRESS LABELS ............... 91
FORMATTING A TABLE..................................................... 65 STEPS TO USE MAIL MERGE FOR ENVELOPES ...................... 93
ONLINE PICTURES, SHAPES, TEXT BOXES, AND OTHER LONG DOCUMENT (SUPPLEMENTAL) ........................... 96
PICTURES .................................................................... 67
CREATING A COVER PAGE ................................................ 96
ONLINE PICTURES .......................................................... 67 CREATING A HEADER & FOOTER ....................................... 98
Inserting Online Pictures ...................................... 67 CREATING A TABLE OF CONTENTS...................................... 98
Resizing Inserted Objects ..................................... 69 CHANGING THE HEADER STYLES ...................................... 101
Applying Wrapping Styles .................................... 70 NAVIGATING THE DOCUMENT ........................................ 102
Applying Formatting to Pictures .......................... 72 Using the Table of Contents .............................. 102
SHAPES ........................................................................ 73 Using the Navigation Task Pane ........................ 102
TEXT BOXES .................................................................. 75 COLLAPSING A SECTION ................................................. 103
OTHER PICTURES ........................................................... 75 CLEANING UP OUR DOCUMENT....................................... 103
Inserting a Picture ................................................ 75 Fixing the List Numbering .................................. 103
Color Effects and Artistic Effects .......................... 76 Changing the List Style ...................................... 103
Remove Background Effect .................................. 76 Adjusting the Indentation .................................. 104
Crop Picture Effect ............................................... 77
MC-NPL Computer Lab • 1001 Powell St • Norristown, PA 19401 Page 3 of 103
(610) 278-5100 x141 • • www.mc-npl.org
, MICROSOFT WORD 2016: STEP-BY-STEP GUIDE Revised: 2/20/2020
Created & Maintained by:
Andrea Philo
Mike Angstadt
MONTGOMERY COUNTY-NORRISTOWN PUBLIC LIBRARY
NORRISTOWN, PENNSYLVANIA
WWW.MC-NPL.ORG
Note to Home Students:
This lesson plan will frequently refer to flash drives that we have our students use
during class. Instead of saving files to a flash drive, you may save them to your
computer’s hard drive.
We preload these flash drives with an assortment of files that are used during class.
These files can be downloaded from on our Class Resources page. Our class handouts
and exercises can also be downloaded there. The website address is:
www.mc-npl.org/class-resources
MC-NPL Computer Lab • 1001 Powell St • Norristown, PA 19401 Page 4 of 103
(610) 278-5100 x141 • • www.mc-npl.org
