Word 2016

Basic Styles and Structure

Course objectives:

• Simplify document formatting using styles

• Manage document structure with section breaks
• Insert page numbers
• Work with tables
• Track changes and combine documents

Email [email protected]
Table of Contents
Interface Overview ........................................................................................................................ 3
Prepare your interface .................................................................................................................. 3
Display formatting symbols..................................................................................... 3
Add quick access tools ........................................................................................... 3
Modify the Status Bar ............................................................................................. 4
Enable the Navigation Pane ................................................................................... 4
Styles ............................................................................................................................................. 4
Exercise 5. Apply quick styles ................................................................................................... 4
Locate and add styles to the Style Gallery.............................................................. 5
Modify styles ................................................................................................................................. 6
Modify the Normal style .......................................................................................... 6
Modify heading styles ............................................................................................. 7
Modify paragraph styles ......................................................................................... 8
Themes and style sets .................................................................................................................. 9
Save a style set/design theme ............................................................................ 9
Bullets and Numbering ................................................................................................................. 9
Add and Modify bullets to a selected list ............................................................. 9
Graphics ...................................................................................................................................... 10
Add an image ................................................................................................... 10
Tables .......................................................................................................................................... 11
Convert text to tables ........................................................................................ 11
Format tables.................................................................................................... 11
Insert tables ...................................................................................................... 12
Adjust tables ..................................................................................................... 12
Document structure .................................................................................................................... 13
Insert page and section breaks ......................................................................... 13
Remove page or section breaks ....................................................................... 14
Headers and footers ................................................................................................................... 14
Add header or footer text ..................................... Error! Bookmark not defined.
Add page numbers ........................................................................................... 14
Track Changes ............................................................................................................................ 16
Track Changes ................................................................................................. 16
Combine documents ......................................................................................... 17
Accept or Reject changes ................................................................................. 17
Interface Overview
2
1
3

Prepare your interface

Use Word’s non-printing formatting symbols to reveal paragraph and character formatting settings
as denoted by the ¶ pilcrow character.

Display formatting symbols

• Open the document Alpheius Global Enterprises
• Click Show/Hide in the Paragraph group of the
Home tab on the Ribbon.

Add quick access tools

The Quick Access Toolbar (QAT) is a small menu that you can customise with your favourite tools.

1. Click the Customise Quick Access Toolbar arrow

at the end of the toolbar
Consider enabling the following:
• New
• Open
• Print Preview and Print
• Undo
• Redo
2. Click More Commands... near the bottom of the list

Right click tools on the Ribbon to add

them to the toolbar.

3 of 18 Microsoft Word: Styles and Structure

 3. Click Choose Commands from > All Commands
for the full list of tools

Consider enabling:
• Insert page and section breaks
• Style inspector

Modify the Status Bar

1. Right click the status bar at the bottom of the MS
Word window
2. Enable document inspection information like page
number, section number etc.

Display the Navigation Pane

If the Navigation Pane is closed:
1. Click the View tab in the ribbon
2. Check Navigation Pane in the Show group

Styles
Styles are named collections for formatting choices that can be used instead of manual formatting.
Applying a style gives a text element a specific formatting definition that can be consistently applied
and easily updated. New documents automatically use the Normal style.

Apply quick styles

Heading styles
1. Go to “Alpheius Global Enterprises”
2. Click the Heading 1 quick style in the Style Gallery
on the Home tab
Applying this style changes the Normal text into a Heading. Word now
uses the Heading definition to format this paragraph.

3. Go to “The Founders”
4. Click the Heading 2 quick style
Heading styles are generally configured so that when Heading 2 is
used, Heading 3 becomes visible in the Style Gallery, and so on, down
to Heading 9.

4 of 18 Microsoft Word: Styles and Structure

Collapse content by Heading

1. Mouse over a heading paragraph

2. Click the collapse arrow to the left of the paragraph
to hide the content
3. Click the expand arrow to expand and show the
content

Access more styles

1. Select a normal paragraph

2. Click the More button on the Style Gallery
More is a downward arrow button which expands the available menu
options.

3. Locate and apply the Quote quick style

Locate and add styles to the Style Gallery

View all quick styles

1. Click the Styles Window launcher in the bottom

right of the Styles group
This is a small square box with a diagonal arrow.
The Styles Window will then open – docked on the right of screen.
This window can be detached and moved around.

2. Click the Options… link

3. Select show All styles
4. Click OK

Add quick styles to the Style Gallery

Use this procedure to add, and quickly access, any inbuilt style from the Style Gallery in the Ribbon.

5 of 18 Microsoft Word: Styles and Structure

 1. Select a normal paragraph
2. Locate and apply the Body Text quick style in the
Styles Window
The style must have been used before it will appear as a quick
style in the Style Gallery.

3. Right click the style or click the arrow dropdown

4. Click Add to Style Gallery
Thereafter you can access that style directly from the Style Gallery
on the Ribbon (in this document only). You may have to click the
‘More’ button to see new quick styles as they usually appear last in
the list.

Modify styles
Once a style is applied – modify its style definition to update all instances of the style.

Modify the Normal style

Modifying Normal will change all normal styled text. Any styles based on normal, and which therefore
inherit selected Normal style characteristics, will update at the same time.

1. Select a normal styled paragraph

2. Right click on the Normal quick style in the Styles
Gallery
3. Click Modify

4. Select Arial font

5. Click text align: Justified

6. Click Format > Paragraph

Line spacing and paragraph spacing reduce the need for extra enter
characters and enforce spacing consistency.

7. Select line spacing: 1.5 lines

8. Click OK to close the Paragraph dialog box
9. Click OK to confirm the style modification

Before After
6 of 18 Microsoft Word: Styles and Structure
 Modify heading styles
Heading styles are best reserved for headings within the body of your work because of their link with
multilevel numbering and Table of Contents features. This means heading styles should generally
not be used on title pages and preface pages.
While this exercises uses the Heading 1 and Heading 2 styles only – styles Heading 3 to Heading 9 are available for
more complex heading structures.

Heading 1
Heading 1 is usually used for the most significant heading type, e.g. chapter headings.

1. Select a Heading 1 styled paragraph

2. Right click > Modify the Heading 1 quick style

3. Select Arial font

4. Change font colour to Automatic
‘Automatic’ inherits the colour of the base style. Heading 1 is
based on the Normal style.

5. Click OK to update the style definition

Before After

Heading 2
Heading 2 is usually used for the next most significant heading type within the context of your
Heading 1 choice, e.g. as a chapter section heading.

1. Select a Heading 2 styled paragraph

2. Right click > Modify the Heading 2 quick style

3. Adjust your font type and colour so they match

your Heading 1 choices
4. Click OK to confirm the style modification

Before After

7 of 18 Microsoft Word: Styles and Structure

 Modify paragraph styles
Quote style
1. Select a Quote styled paragraph
2. Right click > Modify the quick style
3. Click Justified text alignment

4. Click Format > Paragraph

5. Update paragraph indentation from the left and
right margin to 1cm each
6. Select First line for Special indentation
7. Click OK to close the Paragraph dialogue
8. Click OK to update the style definition

Body text style

1. Select a Body Text styled paragraph
This references Add quick styles to the Style Gallery on page 5.

2. Right click > Modify the quick style

3. Click Format > Paragraph

4. Apply Single line spacing

5. Adjust spacing after to 8pt
6. Click OK to close the Paragraph dialogue
7. Click OK to confirm the style modification

Body Text with single line spacing could be useful when using Tables. Alternatively the No Spacing
quick style could be used for this purpose.

8 of 18 Microsoft Word: Styles and Structure

Themes and style sets
Microsoft has introduced the Design tab to the Word 2016 Ribbon and used it to more closely
integrate style sets into theme tools of the Office Suite.
• Style sets are collections of complementary styles in the same way a style is a collection of
formatting choices.
• Themes are a wider concept which incorporates style sets, colours and effects to theme a
document or a series of documents consistently.

Save a style set/design theme

Save a Style Set
1. Go to the Design tab on the Ribbon
After you have applied a Style Set/made any style changes as
required:

2. Click the More button to reveal all the Style Sets

on the Document Formatting group
3. Click Save as a New Style Set…

While styles are saved within the document and are portable –
Themes and Style Sets must be saved as files. By default they
are stored in specific locations on the local machine for native
access.

4. Give the style set a name

5. Adjust the save location as necessary
6. Click Save

Save a Theme
After you have applied a theme and made any design
changes:
7. Click the Themes button > Save Current
Theme...
8. Adjust the file name and location
9. Click Save

Bullets and Numbering

Add and Modify bullets to a selected list

1. Open the document “Annual Report Original”

2. Go to “Our Achievements”
3. Select 4 objectives

4. Click on the Bullets button

9 of 18 Microsoft Word: Styles and Structure

 5. Click on the arrow beside the Bullets button
6. Choose a new bullet from the displayed bullet library
or
7. Select Define New Bullet…

8. Choose Symbol… from the top of the dialogue box

Note: Picture… will allow you to choose a picture as a bullet.
Font… will allow you to choose colour, style and size of the bullet.

9. Pick any symbol from the choices available

Note: Changing the font type eg. Webdings will give other bullet
choices

10. Click OK
11. Click OK again

12. Your chosen symbols will display as new bullets

Graphics
Images, Online Pictures (previously known as ClipArt), Shapes and Charts can all be inserted into
a word document to enhance documents visually or to provide supporting evidence. They can be
inserted via the Insert tab or copied from original sources and pasted into their final destination.

Add an image
1. Open the file Annual Report.docx
2. Click at the beginning of any paragraph on
page 1
3. Click the Insert Tab
Note the types of Graphic from the Illustrations group

4. Click Pictures
5. Navigate to Downloads – Word2016
Productivity Tools folder
6. Double click AndromedaMilkyWay.jpg or
single click and click Insert

10 of 18 Microsoft Word: Styles and Structure

Tables
Microsoft Word tables are not just containers for data – they are essential formatting tools. Tabular
data gives information its structure. This data can be converted to tables instantly from the Insert
Table command.

Convert text to tables

1. Select the tabbed content in the Annual report

combined document

2. Click the Insert tab

3. Click Table
4. Click Convert Text to Table

5. Check the Number of columns field

6. Ensure Separate text at is set to Tabs
7. Click OK

Note: Check that the table has appeared as expected

Format tables
Apply Table Styles

1. Click inside the new table

2. Press CTRL +ALT + U to unformat

11 of 18 Microsoft Word: Styles and Structure

 3. On the Layout tab, Click View Gridlines

4. Hover over a column divider

5. Click and drag to required column width

6. Click the More button on the Design tab

7. Select a table style
Note: Tables can be formatted directly but styles will make
the process quick and easy.

Insert tables
1. Go to the end of page 1
2. Click on Layout tab
3. Click on the Breaks button
4. Select Next Page under Section Breaks

5. Go to Insert tab
6. Click the Footer button
7. Select Edit Footer

8. Go to Section 2
9. Click Link to Previous button to disconnect
footers
10. Go to Section 1

11. On the insert tab, Click the icon on the

Table button
Drag across a grid of 3 (columns wide) x 2 (rows high) and
click to create the table

12. Press CTRL + ALT + U to unformat

Adjust tables
Add or remove table rows and columns
A table will fit the page margins by default. If you resize manually, delete columns or paste the
table into another section with different margins you may need to resize your table. This also
applies to tables pasted from Excel.
12 of 18 Microsoft Word: Styles and Structure
 Extend a table
1. Go to the last cell in the table
2. Press Tab

Resize
3. Click and drag the table handle to scale
the table size

Insert/Delete rows and columns

1. Select the last column in the table
2. Go to the layout tab
3. Select Insert Right

4. Select the last 2 columns

5. Click the Delete button
6. Choose Delete Columns

7. Enter the text shown in the first column:

Creation date
Last update

Document structure
Using styles for paragraph spacing reduces the number of times you need to use the ENTER key in
a document. Page and section breaks are another best practice way of reducing document
formatting and placing content on a desired page or within a particular section.

Insert page and section breaks

Page breaks
Use page breaks to end the current page and start at the top of the next page.

1. Place your cursor directly before a chapter

section heading
2. Click the Layout tab > Breaks tool > Page

OR

• Use the CTRL + ENTER shortcut

The page break ends the current page.

3. Remove any surplus paragraphs

13 of 18 Microsoft Word: Styles and Structure

Section breaks
Use section breaks to end the current section and to isolate section specific formatting including
margins, page orientation and header and footer content.

1. Place your cursor directly before the chapter

heading

1. Click the Layout tab > Breaks tool > Sections

Breaks section > Next Page
Always use Section Break (Next Page) rather than a section
break continuous and a page break.

2. Reapply the Normal style or remove any pilcrow

which may still have heading styling applied.

Remove page or section breaks

1. Ensure formatting symbols are enabled
2. Locate and delete the page or section break
element
If you remove a section break separating two sections with
different formatting settings – the first section will adopt the settings
of the second: margins, page orientation and header and footer
text etc.

Headers and footers

Use the Header and Footer Workspace to include document information independent of the main
content area.

Add page numbers

Within the Header and Footer Workspace:

1. Right-Click the bottom of a page
2. Click Edit Footer

3. Delink the footer by clicking Link to Previous so

the button is off

14 of 18 Microsoft Word: Styles and Structure

4. Click Page Number > Current Position > Plain
Number 2

Using ‘Current Position’ retains any current Header or Footer text.

The other options (Top/Bottom) will overwrite any current
formatting – even if it looks like parts of the building block are
blank.

5. Click Page Number > Format Page Numbers…

6. Click the Start at: button
Check the starting number is 1

7. Click OK

15 of 18 Microsoft Word: Styles and Structure

Productivity Tools
MS Word provides a host of tools and features to simplify the document creation process. Track
changes will provide some insight and guidance into managing a document reviewed by another
user.

Track Changes

Track Changes

1. Open the file Annual Report.docx

2. Click Track Changes on the Review tab
3. Select Track Changes

4. Select Simple Markup in the Display changes

field
5. Click on Show Markup to confirm settings

Apply changes
1. Capitalise the word ‘report‘
2. Apply Heading 2 style to red text in document
3. Apply Heading 3 to blue text in the document

Add a comment
1. Select the heading “A Year in Review”
2. Click on New Comment on the Review tab

3. Enter a comment relating to the selected text

16 of 18 Microsoft Word: Styles and Structure

 Combine documents

1. Open the file Annual Report Edits.docx

2. Click on Compare on the Review tab
3. Select Combine

4. Select a file for the original document Annual

report.docx
check the correct editors name is displayed

5. Select a file for the Revised document Annual

Report Edits.docx
check the correct editors name is displayed

6. Click on OK

7. Select the document formatting to be used.

8. Click on Continue with Merge
A combined document will be created with both reviewers
displayed.

9. Save as Annual report combined.docx

To view the documents included in the combination

10. Click Compare on the Review tab

11. Select Show Source Documents
12. Select Show Both

Accept or Reject changes

You can review changes in a document with all edits displayed or restrict the edits to display one
individual.
Display reviewers
1. Click on Show Markup
2. Hover over Specific People
3. Click beside All Reviewers to see all changes in
combined document OR
Clear the checkbox for anyone you do not wish to
display

17 of 18 Microsoft Word: Styles and Structure

Review changes
1. Move to the beginning of the combined Document

2. Click the icon on the Accept button on the

Review tab

3. Click the icon on the Reject button on the

Review tab

4. Click the arrow on the Accept button on the

Review tab
5. Select Accept All Changes and Stop Tracking

Note: This will accept all changes made including all the comments
made during the document review.

Comments
1. Click on the Show Comments button to
show/hide comments in document
Note: Any comment will still print out if they are hidden

2. Click on the arrow on the Delete button

3. Select Delete All Comments in Document

18 of 18 Microsoft Word: Styles and Structure