Eric Butow - MCA Microsoft Office Specialist (Office 365 and Office 2019) Complete Study Guide

You can check for a specific version of Word someone else is using by clicking the Select Versions To Show button to view a drop‐down list of Word versions to check compatibility. You can select from the previous three versions: Word 97–2003, Word 2007, and Word 2010.

What's more, you may find it unlikely that you'll have to open this feature from the Info screen because Word automatically checks compatibility with all three of those earlier versions. If Word finds something, the dialog box opens automatically.

If you don't want to check compatibility when you save a document so that you can check it manually, clear the Check Compatibility When Saving Documents check box.

Unfortunately, you have to remember what the problems are because you can't edit the document while the dialog box is open. Close the dialog box by clicking OK.

1 Open an existing document.

2 Run the Document Inspector.

3 If the Document Inspector finds anything, click the Remove All button in that category.

4 When you're done inspecting your document, click the Close button.

5 Check your document for accessibility issues and make any changes that Word recommends.

6 Check your document for compatibility issues with previous versions of Word.

This chapter started by exploring the various ways you can navigate around the document to find text that you're looking for. You also learned how to add a link within a document to another place or object in your document. Then you learned how to hide formatting symbols in your document, hide text within your document, and show the hidden text again.

After I discussed how to move around your document, we moved on to learning how to set up your document so that it looks the way you want. Word gives you the power to change many document features, including the look and feel of the page; text setting styles you can apply to a paragraph or selected text; headers and footers; and page background elements, including the page color.

When you finish your document and save it, you can save it in one of 16 different formats in addition to the DOCX format that's native to Word 365 and Word 2019. You can change print settings in Word so that your printed document looks the way you want, and you can take advantage of Word's built‐in sharing tools to send your document to others in various formats.

Finally, you learned about the built‐in tools that Word gives you to inspect your document before you share it with others. These tools ensure that you don't share any sensitive information, that people of all abilities can read your document, and that people who have older versions of Word can read your document.

Know how to find and link to text and objects as well as replace text in a document.Understand how to search for text from the Word title bar, the Navigation pane, and the Find And Replace dialog box. Know how to add a link within the document to a different location in the document. You also need to know how to view and hide Word formatting symbols on the page.

Understand how to set up document pages.Know how to change document page settings from within the Layout tab ribbon. Be able to apply a design template and page background elements.

Know how to apply a style.Understand how to open the Styles pane and apply one of the built‐in styles to a paragraph or selected text in your document.

Know how to add a header and footer.Understand how to add a header and footer as well as how to select and apply a prebuilt header and footer style.

Understand how to save a document in different formats.Know when you need to save a document in a different format and what happens after you save the document in a new format.

Be able to change document and print properties.Understand how to view all of your document properties before you share your document, as well as your printing properties, before you print your document.

Understand how to send documents electronically within Word.You need to know how to use the built‐in sharing tools to share your documents electronically in email and on the web.

Understand how to inspect and fix document issues.Know how to use the Word Document Inspector to find any potential problems with your documents that you need to fix, including accessibility for all devices and readability for users with older versions of Word.

1 How can you replace text in multiple places within a document most quickly?Search for the text in the Word title bar and then change each one.Open the Navigation pane, search for the text, click on each result in the results list, and then change the text for each instance.Open the Find And Replace dialog box, type the text to find and replace in the Find and Replace fields, and then click the Replace All button.Scroll down through the document and change any instance of the word that you see.

2 Adding lighter background text to the background of a document is called what?HeaderWatermarkFooterStyle

3 What is the area above the text of a document called?FooterTopMarginHeader

4 Which menu option do you click to inspect documents?HomeReviewFileHelp

5 How do you know a style applies to a paragraph?The paragraph marker appears to the right of the style name within the Styles pane.The name of the styleThe lowercase “a” appears to the right of the style name in the Styles pane.The Navigation pane shows that information.

6 What is the difference between a style and a theme?They're the same thing.Styles are in the Home ribbon and themes are in the Design ribbon.The lowercase “a” appears to the right of the style name in the Styles pane.A style is a collection of formatting settings, and a theme is a collection of styles.

7 Within the File screen, what menu option do you click on the left side of the screen to send a document to someone else?InfoShareSaveExport

8 How do you jump to a specific page in a document?Scroll down to that page.Search for text you know is on that page within the Navigation pane.Click the down arrow to the right of the Find icon in the Home ribbon and then click Go To.Type the page number in the Search box in the Word title bar.

9 How do you find out if a document may be hard for people of different abilities to read?Send the document to other people and ask if they have any trouble reading it.Search for accessibility in the Search box within the Word title bar.Save the document in a different format.Use the Accessibility Checker.

10 What does the Compatibility Checker answer about your document?If the document is compatible with the webIf the document can be read in earlier versions of WordIf the document can be exported to other file formatsIf you need to use a different word processing program

MICROSOFT EXAM OBJECTIVES COVERED IN THIS CHAPTER:

Insert and format text, paragraphs, and sectionsInsert text and paragraphsFind and replace textInsert symbols and special charactersFormat text and paragraphsApply text effectsApply formatting by using Format PainterSet line and paragraph spacing and indentationApply built‐in styles to textClear formattingCreate and configure document sectionsFormat text in multiple columnsInsert page, section, and column breaksChange page setup options for a section