Microsoft Word Tutorial - Intermediate Lesson 1

hi there jamie here at teachers tech  hope you're having a great day today   so welcome to my intermediate microsoft word  tutorial so i'm going to be diving into uh some   of the topics that we've touched in the previous  ones but going a little bit more into detail   like how to making sure we understand our margins  how to set those customized margins uh how to use   the tool like find and replace is a very powerful  tool looking at adding charts and captions to   charts and tables and putting it all together  in a table of contents that using the built-in   word function can save you a ton of time so let's  get started on these topics today in teachers tech   on how to use microsoft word everything in this  video will be timestamps so take a look below at   the description and then you can click on  the topic that you want to get to quickly   uh the other thing is i'll put a link to this  document that i'm using right here down below   and you can go ahead and make a copy and save it  to your computer if you want to follow along with   that one or you can use any of your any of your  documents that you have and you can do these same

things so first of all i want to talk about  how to adjust your margins in microsoft word   and there's a few different ways you can do this  now in it kind of depends too if it's a long   document or a short document how you might want to  do this i see a lot of people when they're using   their rulers they're actually grabbing the wrong  slider and they're changing the indent rather than   the margin so i just want to make sure i point out  the difference differences when using the ruler   the other thing is the ruler would be  for more of those shorter documents   and what i'm going to do since this is a longer  document that i have right here i'm just going to   take some of this information and just control c  and then go over to a new blank document and just   paste it with ctrl v over there so i do have my  my ruler on the top right here if you don't if   you look under your view tab and in the ribbon you  see where it says ruler if you don't have it on   just make sure that this is checked just like  that and you should have the ruler on the top   it on the side here you can  see i have it also there now the first thing   uh that i notice people do grab these wrong when  they're adjusting because see the bottom one here   the bottom one here is actually just for indenting  the top one is to indent the first line the margin   one that we're going to be just as in the middle  and first of all i'm going to just grab all the   text or select all the text and i can do this in a  couple different ways i'm just going to go ctrl a   and when you use ctrl a it selects everything the  other way you can do it inside go up to the tab   back to the home and if you look under select here  i have select all and does the exact same thing   so now i'm going to change the margins on this  document if i go up i don't want to grab the   bottom because it will look visually the same if  i do this in this document but it actually changes   the indents rather than the margin if i  go up you can see i'm going to get the if i hover   over i just right there i have that is what i want  it says left margin and when i click and hold now   i can adjust the margins to it just like that so  make sure you get the double headed arrow and if   i go to the other side you can see i can adjust it  just like that also so that's where i'm changing   the uh the margins because if i just grab the top  one you can see it's changing the indent of the   first uh of each first paragraph on it so that's  the difference a lot of people i notice are just   grabbing the top or the bottom and sometimes not  that double headed arrow and you can do this the   same if i go over to the side i get that double  headed arrow over here and i can change my top   and bottom margins doing that exact same method  so that's the first method i wanted to show you   with changing the margins in microsoft word using  the ruler so the two other methods i want to show   you in changing your margins in microsoft word are  using the presets and using custom margin you're   going to find the presets here if we go up to the  tab and look under layout then if you look over   we have margins these are going to be your presets  right through here you can see we have our normal   one our narrow our moderate wide mirrored  and this is more for binding like in a book   that you'd be using this it kind of shows how  that would look here and gives you all the   measurements and then we have our office 2003  default when you go through and click any of   these uh you need to make sure that if it's going  to be applied to everything you need to make sure   that you select everything like i showed you  before using the control a to select everything   or the other method or else it will just apply to  the section so if you want it to everything make   sure that you select everything you can get  to these in a different way too so if i go   i'm going to go up top to the tab file and take a  look if we look under print and what you're going   to see there is a margin sections here that  if you change them here this will adjust to   your document you can see that it's the exact same  list of the different presets right through here   so i'm just going to go back to the document  and i'm going to just show you the custom ones   and before i do that you can see custom was there  also but i'm going to go back and we can get to a   custom margins in a few different ways so  if i go back up to layout you can see it right   here at the bottom custom margins another shortcut  would be for me if i just double click right up   here on the gray area of that ruler bar it also  comes up so i could go through and set my margins   just going through and picking what i  want so i'll just put in some numbers here   just to make some quick adjustment adjustments  so that's the top and i'm just going to make this   change like so you can see we could  change orientation and everything   but what you can do in here if you drop down where  it says apply to whole document you could drop   down you could say from this point forward also  so you have the options if you had text selected   it would say would you like to add it to this  selection so it will change here if you do have   that so those are some different ways  that you can apply the margins so if i hit ok   then those adjustments are quickly  made so make sure you have your margins   set up correctly if you're using the ruler up  top that you're grabbing or sliding the right   thing so you're not changing your indent  but you're actually changing your margins

so now i want to show you some powerful features  inside microsoft word that can save you a lot   of time and that's the find in the finder replace  tools now to use this if we go up to the home tab   take a look and i've showed you where the select  was before now we have find and replace right here   if i go ahead and click on find it opens up the  navigation panel right here for a shortcut if i   close this down if i just hit control f like so  it opens it up so if you just hit control f that   will open up the find also if we're looking for  something in a document maybe we didn't even write   it so we're not sure where something's placed if i  go ahead and type word just like that you can see   it found 21 times that was used inside of  here and if i click on a certain this sentence   it will bring me to that so i can go through and  find it and make any edits very quickly without   having to read the whole document the other thing  that's very powerful with rather than just to find   is the find and replace in microsoft word and  how this works is if i just go up to here again   and hit replace so you can see since i have word  highlighted that's what comes up there so i'm just   going to go up to the beginning of the document  here right to the very beginning and i'm going to   make a change in here so i'm going to go back to  replace and i'm going to change this so i'm going   to look for the word learn and if i go to find and  i type in learn you can see it goes right there   but what i want to do i it happens three times  in this document i've searched before so it's   three different times i want to replace learn  with a different word and it's going to be   a choir just like that so i'm going to change  learn to acquire now i have some options here i   want to point out notice this more here if i open  this up it gives me all the different options so   if you don't see this just hit less or more now  when i go through it found the first learn right   there so do i want to go ahead and replace this  one or do i want to find the next one so when i   hit find next it found the next one i could choose  to go through and replace the ones that i want   maybe i don't want to change so here's the third  one right here do i want to change this one i   could go replace so now i've changed two of those  three it went through the document of it so you   can see how acquire is in it right there i'm just  gonna go and undo so i just backed up ctrl z and   a quick way to do it if you knew you did want to  change everything if i go replace just go replace   all and it does it all at once so even  if you had a hundred words that you're   changing you could go through and just click on  that and will quickly change now i just want to   point out some of the other search options  when you're looking for something so maybe   the word doesn't come up that or someone  typed it differently or in a different case   you can give it more parameters of how to search  whether it be matching case find whole words only   use wild cards sounds like find all words so take  a look at all these different ways that if you're   trying to look for something specific and it's not  coming up try to do a little bit more with these   search options so that's a great way to replace  some words inside your document very quickly but   it can actually do more than this too because it  can replace formatting so what i mean is and i'm   going to go back to the start of this you can see  now this might be different than your document i   went through and just underlined and italicized  my headings here and let's say you're working on a   project and your group member decided to do this  to all them but you really don't like that   formatting you just want it to be bold and you  not underlined or not italicized   so what you can do if i go back to replace again  you can change formatting also a lot of people   only use this for you uh for replacing words but  i'm just gonna get rid of these just delete what   i have in here so what am i trying to find so if  i click into find what make sure you've selected   go down to the very bottom where it says format  now at this point i can choose the font and i have   some options well this font here i can see it's  bold and it's italic and it is underlined and so   i'm choosing the underline right here and i hit  ok so it tells me what i'm looking for font bold   italic underline so what do i want to replace this  with so i click and replace with and i go format   and i'm going to go to font and i just want it  to be bold and i want none for underline hit   okay so again if i go uh now i can let's see  what we find so find next since i was at the   start it goes this one do i want to replace yes  do i want to replace yes now it's going through   but i could do them all at once and hit okay and  it tells me how many changes i made so if i go   through i want you to take a look notice this one  right here didn't get changed it was because this   one didn't match the criteria that i was looking  for this wasn't italicized so this was underlined   underlined and bolded so it didn't it skipped over  that in the fine it didn't make those changes so   you do it does have to match what you're looking  for let's say we're going to change something   from being highlighted to not highlighted so  if we just go up to the top i think i put in   a couple examples around four in here if i go  to replace up here notice that it's looking for   certain things if we want to clear this at all  if i say no formatting can see how it clears   up what's there so no formatting so in this case  what am i trying to find i'm going to go to format   highlight and it's looking for highlight right  now and replace with if i go to a format again   see it says replace with highlight but if i  click highlight again it says not highlight   let's see what happens here so if i go find next  and here it found one right here and i just say   replace it found that one found this one so i'll  replace and one more here replace so   i skipped over this first one because it depended  on where i was selected in the document but i   could go ahead and replace so remember though  i could hit replaced all to do it all at once   but if you wanted to see uh maybe as you go  through it gives you a quick way to scan and   change things so do remember yes you can change  words but the formatting options are there from   highlighting to the type of fonts and take a look  at all the different things that you can change

that can save you a lot of time so i want to move  into captioning things like charts tables images   inside your microsoft word document in this case  i don't have a chart yet so i quickly want to   show you how i can add a chart and then make any  customizations to it so i'm just on the first page   right here and i'm going to insert a chart and  i'm going to go up to insert and i'm going to   select chart right here you'll see right away  you have all the different charts that you can   choose from just by quickly choosing and anytime  if you hover over you can just see what the   larger image is so if i was under the pi one  do i want a 3d one like this i would pick the   one i want when i get it just go ahead and hit  ok so you're going to get this data open where   you can enter your data so i'll stretch this  out and i'm not going to change this much but   if you make any changes right in here so if i  change this to 3. 2 to 10 this chart dynamically   updates with this let's say this gets closed and  you have to update the information you can go to   edit data right up top here and it opens up again  if i right click on it too there is a edit data   right there so you can get back to it and make  any changes that you want another thing right   away when you click on it you'll probably  see that you can resize it by grabbing the   handles to get it into the position that you want  this microsoft 365 with the edition on makes it   easy to make some changes as soon as i select  any of this take a look up top when i have when   i select it the chart design comes up and then  i can go through and quickly make adjustments on   how i want it to look if i drop down you can  see all the different options available here   and then under chart element again with titles  above and if i choose a title i can click in   and change these so maybe it was apple sales  like that so i can quickly make these adjustments   i do i want the legend and it gives me that quick  idea how everything will look just like that   i and then try the quick layout hover over and see  all the different options now we have colors over   here that we can change and i do want to point out  with right clicking on this there are a number of   options that you get too with changing the chart  type so you can be looking up in the ribbon or   right clicking to see a lot of the same options to  it if i click in it notice if i double selected   that clicked on it twice i can drag this apart too  so when you see a certain chunk i could drag them   apart to really get that visualization of breaking  it down so this makes it easy to play with to add   your data to change the chart type i take a look  at if i select this what do i want to have seen   another shortcut turn it off on chart title off  on just like that now the other thing you might   want to look at is how it's with text you want the  text right around it so i can change the wrapping   if i right click here as wrap text right here so  i could go to square and then it puts it inside   if we look under layout up top you'll also when i  have this selected we have wrap text position with   it too so if i go ahead you can see as i hover  over different things you get different looks i'm   just going to leave it with square so now that we  have a chart in we can add a caption to this and

we can add captions to images and tables also so  i'm going to caption this and why might you want   to use a caption well because this will help us if  we wanted to create a table of figures and later   on after i do the table of contents i'll show you  quickly how you can create a table of figures in   microsoft word but to add our caption if i right  click on this here just like so you can see   insert caption and now i have some options well  this isn't going to be a table this is a figure   that i'm going to be used so if like those  images and charts that's generally going to be   a figure if i drop down i could choose figure  and this is going to be figure one because this   is the first one that i'm labeling with this in  my document and as i move down pick different   ones and it would be figure two figure three  figure four and so on if i wanted to do a new   label if i was going to type fig and maybe  i didn't want to type it all out like figure   it quickly adapts just like this i can  even write more in here so i'll just put   chart and at this time i can change even how my  numbering is so if i click do i want this to be   one two three drop down abc different options do  i want to include the chapters then i get a few   other options here's some examples i'm not  going to include the chapters with this one   where do i want this above or below selected  i'm going to leave it at below i exclude label   from caption so you can see if you want to check  turn that off or on so if i go ahead and hit ok   here is my caption right underneath now so it  makes the easy way you don't have to try to   bring a text box in to line it up it fit  it in nicely even how with the spacing between it   so if i was going to an image i can right click  on an image insert caption so this is going to be   figure two i'll just put image where do i want  it okay so it ran out of room at the bottom of   the page so i just moved it down and here it  is now if i was going to go to a certain part   i'm going to go and insert a table so insert  a table and i'll just make a small table here   i'll just give it some a little bit of formatting  and if i select this table and i'm just going to   right click here notice that i have insert caption  so at this time i probably want to call this   table rather than so this would be a table notice  that it's going to start at table 1. the figures   and the tables are going to be numbered  separately so this would be the first table   of what i'm inserting in this document so i  could go through do i want it above below and   if i'm just going to type first for first table  and you can see it gets entered in and this is   one but if i keep entering in another figure  then this one will be three so if i go insert   this is going to be a figure and i'll pick uh just  what i was using before figure three and hit ok   it gets added so that's how you add captions  whether it be to images to charts to tables and   like i said after i do the table of contents i'll  show you a figure of or sorry how to   do a table of figures just kind of like the table  of contents where it can take all those images   or tables and put them into a nice precise way  to organize them so in this part of the lesson

today i want to show you how to create a table of  contents in microsoft word and this is something   that can save you a lot of time i still see still  see people trying to you know piece together their   table of contents just by typing it back and  forth looking the page number there and creating   this on their first page after they've created  everything there is a much easier way to do that   and using this document today i'm going to show  you but again you could be using a different one   if you want but let's get started on how to  create this table of contents in microsoft word   so if you're following along with the document  this is the document that i'm working on right now   the title and the headings all they are bolded  so i haven't added any styles and that's what i'm   going to show you how to do and what i find is  a lot of people when they create their table of   contents they don't realize how quickly you can  do it if you use the built-in how it generates   forward what they tend to do is they'll go to  maybe a heading and then they just bold it like   this one is and increase the font size larger than  the other font and then they go through and then   just put the page numbers in after there's a much  easier way to do this and that's using the styles   and so i'm just going to click up in the title up  here and i'm going to add a style to it but before   i do that i'm just going to go to my view tab here  and in the ribbon just click on this navigation   pane here as i add the title and headings you're  going to see it kind of what what's happening a   little bit better so inside this so i'm going  to click on this line right here microsoft word   tutorial i'm going to go back to home and these  styles right here you can see that there is a   title one i'm going to go ahead and click on it  it quickly changes and this is classified as the   title now i'm going to go to this line here and  this is going to be a heading so it's a subheading   not that main title but i'm going to call this  heading 1 and you can see how this changes now   i do want to point out you can make custom  styles too so for example this one right here   is one a custom one that would match the font to  this i'll show you how to create your custom style   for these headings at the end of this video but  just for this demo here i'm going to go ahead   and use this heading 1 and i'm going to go down  to this one and turn it into heading 1. i'm just   going to do a few of these and you can do as many  as you want here but i'm going to go to the next   one here and add just this one more so you can  see on the side i have three different headings   in the navigation pane happening i wanted to point  out if i go back uh to this one right here were   templates and i just click on the line if i turn  this to heading two now you can see how it's been   indented it's like a subheading of this and you  could go heading three like this so if i went   into even further on and click here into number  three you can see how that becomes a subheading   of that one so it's quick to make those changes  and you can see how it adjusts just by clicking   on any of these now uh the other thing i just want  to point out you can if you do highlight it you do   you can get your styles right here too and you  can see you have all the different uh ones that   you can pick so i'm just gonna i'm gonna leave  this one right here as a subheading just when i   generate it and i'll change it after uh for it but  i'm gonna go through and just populate uh click on   the heading one for all these and then i'm gonna  get back we'll generate our table of contents   so i went through the document anytime i saw  one of those bolded headings i used the style   and turned it into heading one except for  this word templates is still a heading two   the other reason i like having this navigation  pane open when i add my headings from the styles   like this i can jump around just by clicking on  these navigation pane in the navigation pane so   it allows you in especially a big document to get  to find what you're looking for so i'm just going   to go back to the beginning i'm actually going  to change a couple more things here i want to   take this heading here and i'm going to change  it to a just a heading 2 also so you can see a   heading 2 and i'm going to take this how to zoom  one here and change it to a heading 3 like this   oops i better do the whole thing here and style  three just like that so you can see i have uh   two different ones here how it sets up with the  sub pages on it so now i'm going to go ahead and   insert my table of contents and i want to put this  i'm going to put a page in before this and insert   that table of contents because i know it's going  to eat up a bit of room because it's a fairly long   one to get to the table of contents i go and click  on the references tab and you'll see that over on   the left we have table of contents here now i'm  going to insert a page first i'm going to go   and we'll just put a page break here and i'm going  to make sure i'm at the top here and i'm going   to insert the table of conference table of  contents here so back to references and table of   contents i'm just going to click on it and you can  see i have from the automatic table 1 automatic   table 2 in the manual table i'm going to click on  the first one and what it did and i can go through   actually i'm going to leave it like this because  i'm just going to show i'm going to make some   adjustments here uh this page got put in i'm just  going to delete a spot there so it comes back up   right like that so we have our table of contents  you can see it has all the pages in it look at   where i put the headings and subheadings how it  indented automatically on that and i'm going to   show you how you can make some adjustments to kind  of customize your table of contents too but what   happens if something changes on it so do you have  to redo everything or how quickly can you redo it   well let's say if i go to here i'm going to change  these table contents here i'm going to go to this   word one here and i'm gonna go and just turn  it back to a heading one now if i go back to   my table of contents nothing has changed on this  but i just wanna point out look at this as i click   in the table of contents i can update the table  of contents so if i click on this it asks me do   i want update the page numbers only or update  entire table well i made a change to the actual   where this is going to be the page numbers  are going to change so i'm going to say entire   table on this one and you can see it just  automatically changed over so even if   there's a page number if you insert more uh more  headings using the style and add another chunk   you can go ahead and update your table and it's  going to automatically uh update to this so if the   pages change on of it on some of it so if i uh was  on this word template that i know is on page 2   and i'm just going to push it down to page three  here just like that and then if i go back up again   uh you're gonna see a change here as i  click in and update this time i'll only do   the page numbers hit ok and i saw a couple changes  in the numbers here right let's look at some of   the other options that i mentioned before in the  table of contents so i want to point out some   ways you could customize your table if you go up  back to table of contents in the ribbon   drop down and you can see that there is a custom  table of contents if you click on that you'll get   this table of contents box and you can see where  you can adjust things do you want the page numbers   to show gives you a little preview up here it  doesn't change anything yet until you hit okay   and update it and you can see the different  options i have different levels that i can show   so word templates that's level one how to set a  default level two and how to zoom level three so   if i went and said to change it to two levels hit  okay and said yes right now then the how to zoom   is gone out of the table of contents it's not  gone as a heading if i look over on the navigation   pane it's still there it's just not added to  my table of contents because it was in a level   i didn't want to add to it now you can quickly  delete these tables too you can click drop down on   this and you'll see how you can remove tables or  change it to different tables also you can remove   it this way from here now i did mention about  making a custom style and i'm going to go back

to home here we're going to make a custom style  for a heading how you do this is if you drop down   you can see that there's a create a style when you  hit create a style you can give it a name i'm just   going to leave this at style one click on modify  and you get all these different options here so   you can see from the name what do you want this to  be style and you can go through so is this going   to be a maybe a heading 5 and you would go through  and pick what you want out of all these what type   of font do you want what type of color uh and you  could pick all these styles so if i go ahead and   uh add you know we'll just so you can see it just  like this and we'll leave it i will go orange and   i'll hit okay and so that was style one it gives a  little preview so at any time if i was going to go   back to any of these here and i click on this dial  you can see how it quickly changes remember that's   a level five if even if i updated it wouldn't show  my table of contents here so i hope you like this   little tutorial on how to add a table of contents  to word i think about setting it up this way from   the get go adding your headings as you go along  because it can help with just navigation on the   side of the navigation pane and it'll just make  it easier to kind of just help you organize your   document and remember you can make those quick  changes and update your table of contents when   you're finished too to end this tutorial today on  microsoft word i would mention i want to show you

how you can insert a table of figures and i just  showed you how to use the table of contents now if   we're under references still take a look here it  says insert table of figures so i'm just going to   make sure i'm going to put it right here i could  place it anywhere i wanted it if i wanted to go   down here i could put it down there but for this  example insert table of figures so what it allows   you can see now it's going to go through and pick  all the different figures do i want to show page   numbers i can customize all this one take a look  at the different options that you have from here   so caption label is it going to be a table is  figure you choose what you want   and then when you're ready i do want to take a  look at the options here you can see and i'm going   to go ahead and hit ok and it added that in here  so kind of just like the table of contents you can   do a table of figures also so i hope you like all  these mini lessons in this one big lesson today   on teachers tech i plan on doing more in microsoft  word and other microsoft products because there's   so much to know about and i'm gonna break it  into these kind of these lessons of combined   uh topics so let me know what you're looking  for in the comments down below thanks for   watching this time on teachers tech i'll see  you next time with more tech tips and tutorials