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Webucator's Free Introduction to Microsoft Word 2013 Tutorial

Lesson: Finalizing Microsoft Word Documents

Welcome to our free Introduction to Microsoft Word 2013 tutorial. This tutorial is based on Webucator's Introduction to Microsoft Word 2013 Training course.

In this lesson, you will learn how to finalize your Microsoft Word documents.

Lesson Goals

  • Add page numbers to a Microsoft Word document.
  • Add and customize Headers and Footers.
  • Find and correct spelling mistakes.
  • Find and correct grammar mistakes.

Adding Page Numbers

To add page numbers to a Microsoft Word document:

  1. From the Header & Footer group on the INSERT tab, select Page Number. Page Number from Header and Footer Group of Insert Tab
  2. Choose to locate the page numbers in one of the following positions:
    1. Top of Page. The page number will appear in the Header.
    2. Bottom of Page. The page number will appear in the Footer.
    3. Page Margins. The page number will appear in the left or right Margin.
    4. Current Position. The page number will appear in the current location of the cursor:Page Number Options
  3. Choose the format and exact location for page numbers from the options that appear:Page Number Format and Location Options
  4. Note that Word has opened the DESIGN tab under HEADER & FOOTER TOOLS (called simply Header & Footer in Microsoft Word 2007) and that the Header or Footer is now the active area of your page. To get back into the body of your document, double-click in the body of your document or select Close Header and Footer. Close Header and Footer

Note: To delete or customize existing page numbers, double-click on the number in the Header, Footer or Margin, and then make the changes you wish to make. Changes you make on one page will affect every page in the document.

Adding Page Numbers

Duration: 5 to 15 minutes.

In this exercise, you will add, move, customize and remove page numbers from a document. If you don't have it open, open Plants in my yard.docx for use in this exercise.

  1. Add page numbers to the bottom center of the document.
  2. Format page numbers to include dashes on either side of the number.
  3. Move the page numbers to the top left of the document.
  4. Remove the page numbers from the document.

Solution:

  1. To add page numbers to the bottom center of the document:
    1. On the INSERT tab, in the Header & Footer group, click Page Number.
    2. Scroll over Bottom of Page and then select Plain Number 2.
  2. To format page numbers to include dashes on either side of the number:
    1. Double-click in the Footer to make it active.
    2. Enter dashes before and after the page number.
  3. To move the page numbers to the top left of the document:
    1. Delete the existing page numbers by selecting the page number on any page and deleting it.
    2. On the INSERT tab, in the Header & Footer group, click Page Number.
    3. Scroll over Top of Page and then select Plain Number 1.
  4. To remove the page numbers from the document:
    1. On the INSERT tab, in the Header & Footer group, click Page Number.
    2. Click Remove Page Numbers.

Headers and Footers

To add text or graphics to the top or bottom of the pages in your document, add a header or footer. Changes made in the header and footer will appear on every page in your document.

To add a header or footer to your document:

  1. From the Header & Footer group on the INSERT tab, select Header or Footer:Header and Footer on the Insert Tab
  2. Select one of the Header or Footer templates from the options that appear:Header Templates
  3. To change the header or footer, simply select Header or Footer again and choose a different option.
  4. To get back into the body of your document, double-click in the body of your document or select Close Header and Footer.

Customizing Headers and Footers

Three common ways that people customize headers and footers are:

  1. Adding pictures (such as a logo).
  2. Adding the date.
  3. Setting the header and footer such that they don't show on the first page.

To customize your header or footer:

  1. Double-click in the header or footer to make them active an to display the Header & Footer Tools tab: Header and Footer Tools Tab
  2. To add a picture to the header or footer:
    1. Place your cursor in the header or footer in the location at which you want to add the picture.
    2. Select Pictures (Picture, in Microsoft Word 2007 and 2010) from the INSERT group on the HEADER & FOOTER TOOLS tab: Pictures in Insert Group of Header and Footer Tools Tab
    3. Select a picture and click Insert. Selected Picture
    4. Resize the picture by selecting and dragging a corner or side.
  3. To add the date to the header or footer:
    1. Place your cursor in the header or footer in the location at which you want to add the date.
    2. Select Date & Time for the Insert group on the HEADER & FOOTER TOOLS tab:Date and Time from the Insert Group of the Header and Footer Tools Tab
    3. Select the date format of your choice and click OK: Date and Time Dialog Box
    4. To set the header and footer such that they do not show on the first page:
      1. Check Different First Page in the Options group on the HEADER & FOOTER TOOLS tab:Different First Page in Options Group of Header and Footer Tab

Use a Different Header on the First Page

To start with a different first page:

  1. Display the Page Setup dialog box by selecting the PAGE LAYOUT tab of the Ribbon and clicking the Page Setup group Dialog Box Launcher. Page Setup Group Dialog Box Launcher
  2. Select the Layout tab, and check the Different First Page check box, and click OK. Page Setup Dialog Box Layout Tab

Using Headers and Footers

Duration: 15 to 25 minutes.

In this exercise, you will add a custom header and footer to a document and then edit it. Open or go to Plants in my yard.docx (in the Word2013.1/Exercises folder) for use in this exercise. You will also need the file Plantsmen logo.gif, which is in the same folder.

  1. Add a header with:
    1. Your name in the top center.
    2. The date in the top right.
  2. Add a Footer with the page number in the bottom left.
  3. Change the header so that it looks like the below (if you are using Microsoft Word 2007 or 2010, you will not be able to use this header; you should select a different one): Plants in My Yard Header
  4. Change the footer so that it looks like the below: Plantsmen Nursery Footer
  5. Remove the header and footer from the first page of the document.

Solution:

  1. To add a header with your name in the center and the date in the top right:
    1. From the Header & Footer group on the INSERT tab, click Header.
    2. Select the Blank (Three Columns) option.
    3. Place your cursor where you see [Type text] on the left. Press the Delete key.
    4. Place your cursor where you see [Type text] in the center. Type your name. Alternatively, you could use could select Quick Parts > Document Property > Author to insert your name as you added it to Microsoft Word earlier in the course:Quick Parts Document Property Author
    5. Place your cursor where you see [Type text] on the right.
    6. In the Insert group, in the Date & Time group, select Date & Time.
    7. Choose the format of your choice and click OK.
  2. To add a Footer with the page number in the bottom left:
    1. From the Navigation group, click Go to Footer:Go to Footer in Navigation Group If you don't see the Navigation group, then you probably aren't in the HEADER & FOOTER TOOLS tab anymore. In this case, select Page Number from the Header & Footer group on the INSERT tab and skip the next step.
    2. Click Page Number from the Header & Footer group.
    3. Scroll over Bottom of Page and select Plain Number 1.
  3. To change the header per the instructions:
    1. From the Navigation group, click Go to Header:Go to Header in Navigation Group If you don't see the Navigation group, then you probably aren't in the HEADER & FOOTER TOOLS tab anymore. In this case, select Header from the Header & Footer group on the INSERT tab and skip the next step.
    2. Click Header from the Header & Footer group.
    3. Select the Banded option. (If you are using Microsoft Word 2007 or 2010, you should select a different option, such as the Alphabet option.)
    4. Type "Plants in My Yard".
  4. To change the footer per the instructions:
    1. From the Navigation group, click Go to Footer.
    2. Click Footer from the Header & Footer group.
    3. Select the Annual option. Please note your style options may differ - choose one you like!
    4. Click to the right of the vertical bar and type "Photos and descriptions courtesy of The Plantsmen Nursery, Lansing, NY."
    5. Press the Enter key.
    6. From the Insert group, click Picture.
    7. Navigate to and select the file Plantsmen logo.gif (in the Word2013.1/Exercises folder).
    8. Make the file smaller by grabbing one of the corners and dragging in.
  5. To remove the header and footer from the first page of the document:
    1. Double-click in the header and footer area on any page of the document.
    2. From the Options group select Different First Page.

Checking Spelling and Grammar

To check your document for spelling and grammar mistakes:

  1. From the Proofing group on the REVIEW tab, select Spelling & Grammar. Spelling and Grammar in Proofing Group of Review Tab
  2. Microsoft Word will look for spelling and grammar errors starting from the location of your cursor in the document.
  3. If Word finds a spelling error, a navigation pane similar to the below will appear: Spelling Dialog Box You have the following options:
    1. Ignore. To leave the text as is in a specific instance, but be notified if Microsoft Word finds the same thing again, click Ignore.
    2. Ignore All. To leave the text as is in this and future instances, click Ignore All.
    3. Add. Adding a word to your dictionary will prevent Microsoft Word from ever noting this word as being misspelled again.
    4. Change. To correct only this instance of the misspelling, click Change.
    5. Change All. To correct all instances of the misspelling throughout the document, click Change All.
  4. If Word finds a grammar error, a dialog box similar to the below will appear: Grammar Dialog Box
    1. Ignore Once. To leave the text as is in a specific instance, but be notified if Microsoft Word finds the same thing again, click Ignore.
    2. Change. To accept Word's suggested correction, click Change.
    3. At the bottom of the pane, you will see an explanation of the grammar error that Word has detected.

Checking Spelling & Grammar

Duration: 5 to 15 minutes.

In this exercise, you will check a document for spelling and grammar mistakes. Open or go to Plants in my yard.docx (in the Word2013.1/Exercises folder) for use in this exercise.

  1. Check the document for spelling and grammar mistakes.

Solution:

  1. To check the document for spelling and grammar mistakes:
    1. Move your cursor to the top left of the document.
    2. From the Proofing group on the REVIEW tab, select Spelling & Grammar.
    3. Correct errors by selecting Change or Change All. For plant names not recognized by the dictionary, select Ignore, Ignore All, or Add. For errors, select Change or Change All.
    4. Note that while grammar is handled in the same way as spelling, it is important to consider grammar selections rather than just accepting all of them. Unlike spelling, grammar is not always a matter of right and wrong.
Next Lesson: Microsoft Word 2013 New Features