To be sure that your copy of Word will look and react as the Step-by-Step directions describe, you may need to change some settings. There are many things about Word that you can change or customize. You will probably be comfortable with the default settings for most of Word's behaviors.
When Word itself or your document is not looking or behaving as you wish, there are several places that you can go to make changes.
Ribbon: Page Layout tab: Margins, orientation, columns, indentions, line spacing, etc.
The Themes tab group is on this ribbon in Word 2007 and 2010 but the group is on the new Design ribbon in Word 2013 and 2016.
dialog: Set the size,
Word Options dialog: Contains several pages with many settings for how Word behaves and reacts, including automatically saving, printing, spell check and grammar check. If something is happening automatically that you don't like, this dialog probably contains the setting you need to change. The dialog is slightly different in each version of Word.
AutoCorrect dialog: Automatic spelling corrections, automatic formatting, automatic replacement of text with symbols or text block., etc. We will cover this one in the next lesson.
Step-by-Step: Word Settings
|What you will learn:|| to change the way a document displays
to change the page characteristics
to change the window display
to change the way Word behaves
Start with: (Word is open with a blank document.)
[If you are logged onto the computer under your own user name,
changes that you make below will not affect other users.]
If it's not already highlighted, click on the Show/Hide Marks button to show the marks.
The button changes color to show that the feature is turned on .
Problem: Marks do not show or hide as expected
Cause: The Word Options dialog has a check list of marks that you can choose to show all of the time, regardless of what the Show/Hide marks button does.
As you make changes in the Page Setup dialog, you can see the effect in the preview of a sample document in the dialog. The image is called a 'preview', but it's a preview of your choices, not of your actual document. Don't get confused!
Apply to = Whole document
If your window is not full screen, maximize your document window by clicking the Maximize button on the document's title bar.
The button changes to the Restore button.
Did the size of the text change?? Can you read your text easily? Is this a comfortable size for your computer screen's size and resolution?
On most desktop monitors full screen is uncomfortably wide for most documents. On a laptop, you may need all of the screen to edit comfortably.
Note: To keep the file size for the illustrations in these lessons small, the illustrations probably show a smaller window size than would be comfortable in real life.
Click on the Minimize button at the upper right of the title bar.
Where does the Word window go?
It is hiding in the Word icon on the Taskbar. Did you catch the animation of the window shrinking up and being absorbed by the icon?
Problem: Other Word windows still show
If you have more than one Word document open, clicking the Minimize button only hides the current document window.
No Solution: There is no command to minimize all open Word documents at once.
On the Taskbar click the icon for your document (Windows XP or Vista)
or the Word icon (Windows 7, 8, 8.1, or 10).
Your document window shows up again.
XP/Vista: If you have more than one Word document open at once and your Taskbar icons are grouped, clicking the icon shows you a list of open
documents but does not automatically show a window.
Solution: You have to click on the icon to see the list and then click on the name of the document you want to see.
Problem: Win7, Win8, Win8.1, Win10: If you have more that one Word document open,
clicking or hovering over the Word icon on the Taskbar opens a gallery of thumbnails of the
documents above the Taskbar.
Solution: You must click the icon to see the thumbnails and then click on a thumbnail to bring that window back up.
If the thumbnail is not clear enough for you to decide that it is the correct document, hover the mouse pointer over the thumbnail and a full window will temporarily show up. You have to click the thumbnail to keep that window in view.
You cannot change the icons, tabs, or order of the items on the ribbon that come with Word 2007 2010, 2013, or 2016. In Word 2010, 2013, and 2016, you can create a custom ribbon tab or a custom group in an existing ribbon tab and add any commands that you want, in any order.
Click on Minimize the
Ribbon or Collapse the Ribbon.
The ribbon collapses and shows only the names of the tabs.
Open the ribbon's context menu and click on ' Show Quick Access Toolbar Below the Ribbon'.
The short Quick Access toolbar shifts down and the ribbon shifts up.
The Word control icon stays on the Title bar at the top.
Advantage to toolbar below ribbon:
Quick Access icons are easier to get to with the mouse.
toolbar below ribbon:
Less vertical space for the document.
The other options on the ribbon's context menu, Customize the Quick Access Toolbar and Customize the Ribbon (Word 2010 and 2013), actually bring up the Word Options dialog. So let's go look at that dialog in some detail.
The Word Options dialog has several pages, opened by clicking a choice in the Navigation pane at the left. We will look at some of these in this lesson and more in the next lesson.
Most of the settings are probably still at the original defaults. The steps below make sure that certain key choices are checked so that Word will behave as the lessons describe.
Note: If you want to save your changes before getting to the end of this page, click the OK button on the dialog at any point. The dialog will close and you will have to open it again to continue. Annoying, but I am sure you can deal with that.
Open the Word Options dialog:
Word 2007: Click the Office button and then the Word Options button at the bottom right.
Word 2010, 2013, 2016: Click the File tab and then on Options in the Navigation pane.
In either case, the Word Options dialog opens to the page listed at the top of its navigation pane on the left.
The first page is called Popular in Word 2007 and General in Word 2010, 2013, and 2016. The choices on this first page are nearly identical between the versions.
We will look at AutoCorrect Options later. It has its own dialog.
Click in the Navigation pane on Save.
When Word is doing an automatic save, you won't be able to work. So don't set the number of minutes too small. You may never notice the wait for small documents that save really fast. The wait gets really annoying for large documents!
Do not change the location of the AutoRecover files.
You can change the Default local file location on your own computer if you want Word to open the Save As dialog somewhere besides the top of your Documents folder.
Click in the Navigation pane on Advanced.
The pane at the right changes to a long, scrolling list of several sections of options.
Most of these options are the same between Word 2007 and 2010.
Cut, copy and paste:
Show document content:
You still cannot add items to the original tabs or groups. But in these versions you can create your own ribbon tab or add a group to an existing ribbon tab.
Open the ribbon's context menu again and select Customize
The Customize dialog opens. It shows two lists, a list of popular Word commands on the left and a list of ribbon tabs and what commands are on them on the right.
At the bottom right there are buttons for adding a new tab or a new group. You can also import or export your custom tabs and groups.
Notice that in the illustration that the View tab list is expanded and so is the Views group. The commands in the group are gray. You cannot edit this group by adding something, removing an item, or changing the order of the items in the group. Nothing!!
These lessons will not require a custom tab or custom group. But you might want to create one for your own work.
Change what icons are
on the Quick Access toolbar, which is at the top left of the Title bar.
Click in the Navigation pane on Customize Ribbon or Quick Accesss Toolbar.
The pane at the right changes to show two lists. On the left is a list of popular commands in Word. There are other lists of commands from the drop list.
On the right is a list of the icons for commands currently showing on the Quick Access toolbar.
The default icons are Save, Undo, and Redo. The illustration shows a command that is automatically installed by a trackpad. So some items may show up without your assistance (for good or ill!).
Repeat until you have the following icons: Save, Undo, Redo, Print Preview and Print, AutoFormat..., plus any others that you think you will find useful.