Word 2019 For Dummies book cover

Word 2019 For Dummies

Author:
Published: October 23, 2018

Overview

The bestselling beginner’s guide to Microsoft Word 

Whether you've used older versions of this popular program or have never processed a single word, this hands-on guide gets you going with the latest version of Microsoft Word. In no time, you'll begin editing, formatting, proofing, and dressing up your Word documents like a pro.  

In this leading book about the world’s number one word processing application, Dan Gookin talks about using Microsoft Word in friendly, easy-to-follow terms. Focusing on the needs of the beginning Word user, it provides everything you need to know about Word—without any painful jargon.

  • Covers the new and improved features found in the latest version of Word
  • Create your own templates
  • Explains why you can’t always trust the spell checker
  • Offers little-known keyboard shortcuts

If you’re new to Word and want to spend more time on your actual work rather than figuring out how to make it work for you, this new edition of Word X For Dummies has you covered.

The bestselling beginner’s guide to Microsoft Word 

Whether you've used older versions of this popular program or have never processed a single word, this hands-on guide gets you going with the latest version of Microsoft Word. In no time, you'll begin editing, formatting, proofing, and dressing up your Word documents like a pro.  

In this leading book about the world’s number one word processing application, Dan Gookin talks about using Microsoft Word in friendly, easy-to-follow terms. Focusing on the needs

of the beginning Word user, it provides everything you need to know about Word—without any painful jargon.

  • Covers the new and improved features found in the latest version of Word
  • Create your own templates
  • Explains why you can’t always trust the spell checker
  • Offers little-known keyboard shortcuts

If you’re new to Word and want to spend more time on your actual work rather than figuring out how to make it work for you, this new edition of Word X For Dummies has you covered.

Articles From The Book

21 results

Word Articles

How to Add Graphics to Word 2019 Documents

The door to Word’s graphical closet is found on the Insert tab. The command buttons nestled in the Illustrations group place various graphical goobers into the text. Here’s how the process works for pictures and graphical images:

  1. Click the mouse at the spot in the text where you desire the image to appear. You don’t need to be precise, because you can always move the image later.
  2. Click the Insert tab.
  3. Use one of the command buttons to choose which type of image to add. You can also paste a previously copied image.
The figure illustrates how a freshly added image looks, highlighting some of its features. While the image is selected, a new tab appears on the Ribbon. For pictures, it’s the Picture Tools Format tab; for other types of graphics, the Drawing Tools Format tab appears. Both tabs offer tools to help you perfect the recently inserted graphic. Beyond pictures and images, shapes are drawn on the page. In this case, they appear in front of or behind the text.
  • To remove an image, click to select it and then tap the Delete key. If the graphical object, such as a shape, contains text, ensure that you’ve clicked the object’s border before you tap the Delete key.

The more graphics you add in Word, the more sluggish it becomes. My advice: Write first. Add graphics last. Save often.

How to copy and paste an image in Word 2019

A simple way to stick an image into a document is to paste it in from elsewhere. Follow these steps:
  1. Select the image in another program or from the web.
  2. Press Ctrl+C to copy the image. For a web page image, right-click and choose the Copy or Copy Image command.
  3. Switch to the Word document window. In Windows, press the Alt+Tab keyboard shortcut to deftly switch program windows.
  4. In Word, position the insertion pointer where you want the image to dwell.
  5. Press Ctrl+V to paste the image into the document.
If the image doesn’t paste, it might be in a graphical format incompatible with Word. You can also obtain an image from the web directly, by performing a web image search from within Word: On the Insert tab, in the Illustrations group, click the Online Pictures button. Use options in the Insert Pictures window to locate an online image, courtesy of Microsoft’s Bing search engine.

How to plop down a picture in Word

Your computer is most likely littered with picture files. No matter how the image was created, as long as it’s found somewhere on your PC, you can stick it into your document. Follow these steps:
  1. Click the mouse in the text where you want the image to appear.
  2. Click the Insert tab; in the Illustrations group, click the Pictures button. After clicking the Pictures button, the Insert Picture dialog box appears.
  3. Locate the image file on your PC’s storage system.
  4. Click to select the image.
  5. Click the Insert button. The image is slapped down in the document.

A nifty picture to stick at the end of a letter is your signature. Use a desktop scanner to digitize your John Hancock. Save the signature as an image file on your computer, and then follow the steps in this section to insert that signature picture in the proper place in the document.

Refer to the book
Word 2016 For Professionals For Dummies (Wiley) for details on adding a caption to an image and creating a list of captions for the manuscript.

How to slap down a shape in Word

Word comes with a library of common shapes ready to insert in a document. These include basic shapes, such as squares, circles, geometric figures, lines, and arrows — plus popular symbols. Graphics professionals refer to these types of images as line art. To place some line art in a document, follow these steps:
  1. Click the Insert tab.
  2. In the Illustrations group, click the Shapes button. The button holds a menu that lists shapes organized by type.
  3. Choose a predefined shape. The mouse pointer changes to a plus sign (+).
  4. Drag to create the shape. The shape is placed into the document, floating in front of the text.
At this point, you can adjust the shape: Change its size, location, or colors. Use the Drawing Tools Format tab, conveniently shown on the Ribbon while the shape is selected, to affect those changes.
  • Instantly change the image by using the Shape Styles group on the Ribbon’s Drawing Tools Format tab. Choose a new style from the Shape Gallery. Styles are related to the document’s theme.
  • Other items in the Shape Styles group affect the selected shape specifically: Click the Shape Fill button to set the fill color; use the Shape Outline button to set the shape’s outline color; choose an outline thickness from the Shape Outline button’s menu, on the Weight submenu; use the Shape Effects button to apply 3D effects, shadows, and other fancy formatting to the shape.

To more effectively format a shape, click the Launcher in the lower right corner of the Shape Styles group. Use the Format Shape pane to manipulate settings for any selected shape in the document.

How to stick things into shapes in Word

Shapes need not be clunky, colorful distractions. You can use a shape to hold text or a picture, which makes them one of the more flexible graphical goobers to add to a document. To slip a smidgen of text into a shape, right-click the shape and choose the Add Text command. The insertion pointer appears within the shape. Type and format the text. To place a picture into a shape, select the shape. Click the Drawing Tools Format tab. Click the Shape Fill button and choose the Picture menu item. Use the Insert Pictures window to hunt down an image to frame inside the shape.
  • Yes, it’s possible to have both a picture and text inside a shape.
  • To further deal with text in a shape, click the shape and then click the Drawing Tools Format tab on the Ribbon. The Text group contains buttons to manipulate the shape’s text.
  • To remove text from a shape, select and delete the text.
  • To remove a picture, select a solid color from the Shape Fill menu.

How to use WordArt

Perhaps the most overused graphic that’s stuck into any Word document is WordArt. This feature is almost too popular. If you haven’t used it yourself, you’ve probably seen it in a thousand documents, fliers, and international treaties. Here’s how it works:
  1. Click the Insert tab.
  2. In the Text group, click the WordArt button to display the WordArt menu. word2019-wordart
  3. Choose a style from the WordArt gallery. A WordArt graphic placeholder appears in the document.
  4. Type the (short and sweet) text that you want WordArt-ified.

Use the Word Art Styles group on the Drawing Tools Format tab to customize WordArt’s appearance. If you don’t see the Drawing Tools Format tab, first click the WordArt graphic.

Word Articles

How to Add Date and Time Information to Word 2019 Documents

With few exceptions, time travelers are the only ones who bother asking for the current year. Otherwise, people merely want to know the month and day or just the day of the week. Word understands those people (but not time travelers), so it offers a slate of tools and tricks to insert date-and-time information into a document.

How to add the current date or time to Word documents

Rather than look at a calendar and type a date, follow these steps:
  1. Click the Insert tab.
  2. In the Text group, click the Date and Time button. The button may say Date & Time, or you may see only the icon. word2019-date-time
  3. Use the Date and Time dialog box to choose a format.
  4. If desired, click the Update Automatically option so that the date-and-time text remains current with the document. Setting the Update Automatically ensures that the date and time values are updated when you open or print the document.
  5. Click the OK button to insert the current date or time into the document.
The keyboard shortcut to insert the current date is Alt+Shift+D. To insert the current time, press Alt+Shift+T.

How to use Word's PrintDate field

The date field I use most often is PrintDate. This field reflects the current date (and time, if you like) when a document prints. It’s marvelous for including in a letterhead template or in another document you print frequently. Here’s how it works:

  1. Click the Insert tab.
  2. In the Text group, click Quick Parts →Field. The Field dialog bo, appears.
  3. Select Date and Time from the Categories drop-down list.
  4. Select PrintDate from the Field Names list.
  5. Choose a date-and-time format from the Field Properties area.
  6. Click OK.
The field looks odd until you print the document, which makes sense. Also, the field reflects the last day you printed the document. It’s updated when you print again.

Word Articles

Use Fields in Word 2019 to Add Dynamic Elements

Word lets you add dynamic elements to a document. Unlike the text you normally compose, dynamic text changes to reflect a number of factors. To add these dynamic elements to a document, you use a Word feature called fields.

Word's dynamic field feature

Word’s dynamic field feature is part of the Quick Parts tools. To add a field to a document, click the Insert tab and in the Text group and click the Quick Parts button. Choose the Field command to behold the Field dialog box, shown here. The scrolling list on the left side of the Field dialog box shows categories. These represent various dynamic nuggets you can insert in a document. Choose a specific category to narrow the list of Field Names. The center and right part of the dialog box contain formats, options, and other details for a selected field. To insert the field, click the OK button. The field appears just like other text, complete with formatting and such, but the information displayed changes to reflect whatever the field represents. For example, a page number field always shows the current page.

When the insertion pointer is placed inside a field, the text is highlighted with a dark gray background. It’s your clue that the text is a field and not plain text.

How to add useful fields

Word offers an abundance of fields you can thrust into a document. Of the lot, you might use only a smattering. These subsections assume that the Fields dialog box is open.

Page numbers

To ensure that the document accurately reflects the current page number, insert a current page number field:
  1. In the Field dialog box, select Numbering from the Categories drop-down list.
  2. Select Page from the Field Names list.
  3. In the Field Properties section of the Field dialog box, select a format for the page number.
  4. Click OK.
The current page number appears in the document. No matter how you edit or modify the document, that number reflects the current page number.

Total number of pages

To insert the total number of pages in a document, heed these directions:
  1. Select Document Information from the Categories drop-down list.
  2. Select NumPages from the Field Names list.
  3. Select a format.
  4. Click OK.

Word count

Getting paid by the word? Stick an automatic word count at the end of the document:
  1. From the Categories list, select Document Information.
  2. Select NumWords from the Field Names list.
  3. Click OK.

Document filename

Many organizations place the document’s filename into a document header or footer. Rather than guess, why not use a field that contains the document’s exact name? Do this:
  1. From the Categories list, select Document Information.
  2. Select FileName from the Field Names list.
  3. In the field properties list, choose a text case format.
  4. Optionally (though recommended), put a check mark by the option Add Path to Filename.
  5. Click OK.
The FileName field always reflects the name of the file, even when you change it.

How to update a field

Not every field updates automatically, like the page number fields. For some fields, you must perform a manual update to keep the content fresh. To do so, right-click the field and choose the Update Field command. The field’s text is refreshed.

Printing fields update when you print the document. They don’t need to be manually updated.

How to change a field

When you don’t get the field’s text quite right — for example, you desire a date format that displays the weekday name instead of an abbreviation — right-click the field and choose the Edit Field command. Use the Field dialog box to make whatever modifications you deem necessary.

How to view a field’s raw data

Just as those mutants at the end of Beneath the Planet of the Apes removed their human masks, you can remove a field's mask by right-clicking it and choosing the Toggle Field Codes command. For example, the FileSize field looks like this:

{ FILESIZE \* MERGEFORMAT } To restore the field to human-readable form, right-click it again and choose the Toggle Field Codes command. The keyboard shortcut is Alt+F9. All praise be to the bomb.

How to delete fields

Removing a field works almost like deleting text. Almost. The main difference is that you must press the Delete or Backspace key twice. For example, when you press Backspace to erase a field, the entire field is highlighted. It’s your clue that you're about to erase a field, not regular text. Press Backspace again to remove the field.