Join Nick Brazzi for an in-depth discussion in this video Touring the interface, part of Learning Word 2016.
- If you're using Microsoft Word on Windows for the very first time, you should take a minute to get familiar with a few key components of the application interface. The interface is very similar to many current and recent versions of Word on other platforms, so if you've used a different version of Word there should be some very familiar elements. I'm going to start by launching Word. So I'll go into the Start menu. And you don't have Word pinned to your taskbar or your Start menu, you can go to All apps, scroll down to Word, click on it to launch it.
So this is the Welcome screen and you have some options for opening existing documents or starting a new document. Now I can open something from my list of Recent files which is right here on the left, or I could start with a template over here on the right. I can choose the Blank template to start writing a new blank document, or I could choose one of the other templates as a starting point. Now we're going to talk more about creating new documents and working with templates later. For now, I want to click on Open Other Documents.
And this takes me to a screen that's called the Backstage view. Backstage is where you can open, save, and close files as well as some other important controls. At this point, I don't have access to all of the tools over here on the left side, but that's only because I don't have a document open yet. We'll see more of these options when we actually have a document open. If you click on New, you have the same options to create a new document from a template, which we saw a minute ago and which we'll talk more about in another movie.
If we go to Open, of course this is where you can go to open an existing file. If you use an Office 365 account, you may want to go down to this button that says Account. And you want to make sure that you're signed in and that Office is activated. Now this may already be signed into your account when you install Office. But I can see that I'm not signed in here. So I want to make sure I sign in, so I'm going to click on that and I'll type in the email address and password associated with my Office 365 account. I'll hit Next and then I'll type in the Password, and I'll hit Sign In.
Signing in to my 365 account will give me access to all of the online features of Word including cloud storage with OneDrive. Finally, there's an Options button down here which will take you to settings that you can adjust in Word. We'll see more of the Backstage view in a minute. For now, I want to open a file. So I'm going to to back to the Open option here in Backstage. Now if you are connected to a Microsoft account, then you'll be able to access your OneDrive which is cloud storage. So I could go to my OneDrive and maybe go into my Documents folder on my OneDrive and open up a folder from here, and then I could double click on any of these files to open them.
But I think it's more common to open files directly from the hard drive on your computer. And for that, you're going to click on this option that says Browse. And now I can browse through the hard drive on my computer. So I'm going to go to my Desktop to the Exercise Files which I have for this course, and then I can just double click on any of these files to open it up. So now I've got a document open, and we're in the main document window. Now the first thing that I want you to be aware of when you're working on a document like this is the ribbon.
That's this row all the way up here at the top of the screen. And the ribbon has lots of buttons for different commands that you might use in Word, and we're going to use a lot of them in this course. You can do things like change the font of your text, change the size, change the formatting to make it bold or underlined, change your paragraph alignment, use styles, lots of stuff like that. But I'm only seeing a fraction of the tools that we have in Word because I'm only looking at one ribbon. I want you to look up at the top of the ribbon.
I see these words Home, Insert, Design, Layout, and so on. So I'm currently in the Home ribbon. If I click on one of these other words, it switches me to a different ribbon. So now I'm in the Insert ribbon and I have completely different options here. I can go to the Layout ribbon, and I have other options entirely. So you might want to flip through the different ribbons and see the options that you have, and as we go through this course, we're going to be going into different ribbons and looking at different options. But the very first button in the ribbons is different from the others, That's the File button.
And the File button takes you to the Backstage view. And now we do have all of the Backstage options because I currently have a file open. In addition to the options for creating a new file or opening an existing file, I can see information for the file that I'm currently on, that's because Info is active, but I also have options to Print my file or Share it, or Close it when I'm finished. But I just want to get out of the Backstage view and go back to my main document editing workspace.
So to leave the Backstage view, all I need to do is click on this Back button up in the top left, and I'm back in my document. All right, so we were talking about the ribbon, and I think the Home ribbon is where you're going to spend most of your time, so I'm going to click on Home to go back to the Home ribbon. Above the ribbon is an area that we call the Quick Access toolbar. Here you have quick access to some very common controls. There's a shortcut right here to Save your file. That's this button that looks like an old style floppy disk.
This way you can save changes to your document without going to the Backstage view. There's also an Undo button and a Redo button here as well. Now of course, the main part of the window is where you'll be working on your document. And we're going to be covering the core functionality of writing and formatting text in another movie, so I'm going to skip this for now. Now down at the bottom of the window, there's a toolbar and this will give you information about your document, like how many pages are in your document, how many words are in your document, and so on.
We've got a couple different view options here, and then you've got this zoom slider. So if your document is too big on the screen or too small, you can grab this slider, and you can zoom out to make it smaller, or you could move it up to zoom in to get closer. But I find it's much easier to click on the percentage right next to the slider, and here I can choose a preset percentage or I could type something in. So maybe I want to set this to 125% and hit OK, and I think that's a good size for my document on this screen.
So those are the core elements of the Word interface. You do not have to be intimately familiar with all of the options in the ribbons, but I do want you to know how to work with the ribbons in general and I want you to be familiar with the Welcome screen and the Backstage view. And with that, you're in a good position to follow me through the rest of the course.
- Explain why you should sign in to your Office 365 account when using Word.
- Recognize options for formatting a document in Word.
- Name benefits of using styles in a document.
- Recall a way to insert a picture into a document.
- Identify where to click in order to make a format change to an entire table.