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Webucator's Free Introduction to Microsoft Word Tutorial

Lesson: Finalizing Microsoft Word Documents

Welcome to our free Introduction to Microsoft Word tutorial. This tutorial is based on Webucator's Introduction to Microsoft Word 2019 Training course.

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

Lesson Goals

  • Learn to add page numbers to a Microsoft Word document.
  • Learn to add and customize Headers and Footers.
  • Learn to find and correct spelling mistakes.
  • Learn to 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 Command
  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:Cursor Location
  3. Choose the format and exact location for page numbers from the options that appear:Options
  4. Note that Word has opened the Design tab under Header & Footer Tools 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. Header or 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 or Footer
  2. Select one of the Header or Footer templates from the options that appear: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 and to display the Header & Footer Tools tab: 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: Footer Tools Tab
    3. Select a picture and click Insert. Insert Dialog Box
    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:Header and Footer Tools
    3. Select the date format of your choice and click OK: Insert Date
    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:Header and Footer Tools

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 Layout (PAGE LAYOUT in Word 2013) tab of the Ribbon and clicking the Page Setup group Dialog Box Launcher. Dialog Box Launcher
  2. Select the Layout tab, and check the Different First Page check box, and click OK. Different First Page Option

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 Word2019.1/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 2010, you will not be able to use this header; you should select a different one): Header
  4. Change the footer so that it looks like the below: Change 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:Select 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 Option 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 Option 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 Blank option.
    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 Word2019.1/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 Command
  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: Suggestions You have suggestions for how to change the word, or the following options:
    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. Ignore All. To leave the text as is in this and future instances, click Ignore All.
    3. Add to Dictionary. Adding a word to your dictionary will prevent Microsoft Word from ever noting this word as being misspelled again.
  4. If Word finds a grammar error, a dialog box similar to the below will appear: Grammar Error You have suggestions on how to change the issue, or the following options:
    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. Don't check for this issue. To no longer have Word flag this issue.
    3. At the bottom of the pane, you will see an explanation of the grammar error that Word has detected.

A useful feature when checking spelling and grammar is Word's AutoCorrect feature. When Word indicates a word in a document may be misspelled or incorrect, with a squiggle under it, you can right-click the word to see suggestions. If a suggestion is correct, simply select it to replace the word.

Autocorrect

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 Word2019.1/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 a suggestion. For plant names not recognized by the dictionary, select Ignore Once, Ignore All, or Add to Dictionary.
    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.