Advanced Microsoft Word 2016: Word Essentials Book 2 (MSword)

by George Wempen

  To insert a chart:

  Place the insertion point or mouse pointer where you want the chart to appear in the working document.

  Navigate to the Insert tab, and then click the Chart command in the Illustrations group.

  To view your chat options, choose a chart type from the left pane, then browse the charts on the right on the dialog box that will appear as seen below.

  Select the desired chart, and then click OK.

  A chart and spreadsheet window will appear. A placeholder for text will be included in the chats. This placeholder is used for chat customization or labeling. You will need to replace the text with your required text and data from your own data source.

  Enter your source data for the required chat into the spreadsheet interface or module.

  In source data entry, only the data enclosed in the blue box as seen below will appear in the chart. Click and drag the lower-right corner of the blue box to manually increase or decrease the data range if required.

  Click X to close the spreadsheet window when done.

  The completed chat will look like the below screenshot.

  The already prepared chat can be edited by simply selecting and clicking the Edit Data command on the Design tab. The spreadsheet window will open again and prompt for impute.

  Creating charts with existing Excel data

  If you already have data in an existing Excel file that you'd like to use in Word, you can copy and paste it instead of entering it by hand. Just open the spreadsheet in Excel, copy the data, then paste it as the source data in Word.

  You can also embed an existing Excel chart into your Word document. This is required if the excel is regularly updated separately. By so doing, the chats on your Microsoft word document will also be updated automatically any time a change is made.

  Modifying charts with chart tools

  There are many ways to customize and organize your chart in Word. For example, you can quickly change the chart type, rearrange the data, and even change the chart's appearance.

  To switch row and column data:

  Sometimes you may want to change the look and feel of your chart data is grouped. For example, in the chart below the data is grouped by genre, with columns for each month. If we switched the columns and rows, the data would be grouped by month instead. In both cases, the chart contains the same data; it's just presented in a different way.

  Select the chart you want to modify in your document or project. The chat Design tab will appear on the right side of the Ribbon as shown or illustrated below.

  From the Design tab, click the Edit Data command in the Data group as shown in below screenshot.

  Click the chart again to reselect it, and then click the Switch Row/Column command.

  The rows and columns will be switched. In below illustration, our data is now grouped by month, with columns for each genre.

  To change the chart type:

  Microsoft word provided option of change of chat type. If you discover incompatibility in your data and Chat type, you may follow below provided step to change the chat to a more suitable chat.

  In our illustration below, we'll change the chart type from a column chart to a line chart.

  Select the chart you want to change in your document. The Design tab will appear as shown below.

  From the Design tab, click the Change Chart Type command as illustrated below.

  A dialog box will appear. Select the desired chart, and then click OK as shown below.

  The new chart type will be applied. It could be seen that from the illustration, the line chart makes it easier to see trends over time.

  To change the chart layout:

  You can change the arrangement or further customization of your chat anytime by selecting a different layout. Layout can affect several elements, including the chart title and data labels.

  Select the chart you want to modify. The Design tab will appear as seen below.

  From the Design tab, click the Quick Layout command.

  Choose the desired layout from the drop-down menu.

  The chart will update to reflect the new layout.

  In the absence of a chat with all the required layouts, you can further customize your chats by clicking on the Add Chat Element command on the Design tab to add axis titles, guidelines and other relevant chat elements.

  Changing the chart style:

  In Microsoft word, you chat styles can further be customized by changing certain features including but not limited to design, color, style and layout

  Select the chart you want to modify. The Design tab will appear.

  From the Design tab, click the More drop-down arrow in the Chart Styles group as seen in below illustration.

  From the drop-down menu that will appear, select the preferred style.

  The selected chart style will be applied as seen below.

  The formatting shortcuts located at the right of your chat can help you for a faster customization of your chats. These grants you access to adjusting the chat styles, chats elements and also add filters to your data.

  CHAPTER FIVE

  Collaboration and Reviewing

  Checking Spelling and Grammar

  Microsoft Word comes with some proofing features, including but not limited to Spelling and Grammar tool, which can help produce error-free and professional documents.

  Spelling and Grammar check

  To do a spell and grammar check, from the Review tab, click the Spelling & Grammar command on the currently working document.

  The Spelling and Grammar pane of Microsoft word will appear on the right hand side. For each error in your working document, Microsoft Word will try to offer one or more suggestions. You can select a suggestion and click Change to correct the error as seen below.

  Doing this, Microsoft Word will move through your document, locating each error until you have reviewed all of them. After the last error in the document has been reviewed, a dialog box will appear confirming that the spelling and grammar check is complete. Click OK as seen below.

  You can always type in the correct spelling in your document if no suggestions are given.

  Ignoring "errors"

  The spelling and grammar check of Microsoft work is not always suitable andcorrect. In Microsoft word document particularly with grammar, there are many errors Word will not notice. Word may sometime in error underline some words as grammatically incorrect. This often happens with names and other proper nouns, which may not be in the dictionary.

  Microsoft word is very flexible in its grammar and spelling check. If Word says something is an error, depending on whether it's a spelling or grammatical error, you can choose not to change it or select from several options.

  For spelling "errors":

  Ignore: This will skip the word without changing it.

  Ignore All: This will skip the highlighted word in the document or project without changing it, and it will also skip all other instances of that same or particular word in the document.

  Add: This adds the word to the dictionary so it will never come up as an error. Make sure the word is spelled correctly before choosing this option.

  For grammar "errors":

  Ignore: Selecting this option, will skip the word, group of words or phrase without changing it.

  For some grammatical errors, Word will provide an explanation for why it thinks something is incorrect. This can help you determine whether you want to change or ignore it.

  Automatic spelling and grammar checking

  Microsoft Word check your word or document for grammar errors and spelling errors as you type by default., so separate grammar or spelling error check may not be needed. These errors are indicated by colored underlines.

  The red under line in word indicates a misspelled word.

  The blue under line in word indicates a grammatical error, including misused words.

  In grammar and spelling check of Microsoft word, a misused word, also known as a contextual spelling err
or occurs when a word is spelled correctly but used incorrectly. For instance, if you used the phrase or group of words Deer Mr. Theodore at the beginning of a letter or sentence. Deer is spelled correctly, but deer would be a contextual spelling error and is used incorrectly in the letter. The correct word is Dear.

  Correct spelling errors:

  Correcting a misspelled and underlined word in Microsoft word has been simplified. To do this, right-click the underlined word in your document, then select the correct spelling from the list of suggestions.

  The corrected word will replace or appear in the document.

  Microsoft word also gives you the freedom to either ignore allinstances of an underlined word or add to word’s dictionary.

  Correct grammar errors:

  In Microsoft word, correction of grammatical errors is simplified. Right-click the underlined word or phrase, and then select the correct spelling or phrase from the list of suggestions that will be provided by word as illustrated below.

  The corrected phrase or paragraph will appear in the document.

  Changing the automatic spelling and grammar check settings:

  On Microsoft word document, click the File tab to access Backstage view, then click Options as seen below.

  Select Proofing situated on the left hand side of the dialog box that will appear. From this option as seen below, you have several options to choose from. You may decide not to underline or mark spelling errors, grammar errors, or frequently confused words automatically by un-checking the desired option as seen below.

  If you have turned off Microsoft word’s automatic spelling and/or grammar checks in word, you can perform a Spelling and Grammar check by going to the Review tab and clicking on the Spell and Grammar command tab.

  Hide spelling and grammar errors in a document:

  You may be required to share a document or send a resume to an employer. You may not want the person or receiver to see the red and blue line indicating spelling errors or grammar errors. Turning off the automatic spelling and grammar checks is not advisable as it will only apply or work on your computer and will still show up on the receivers end. Microsoft Word allows you to hide these errors (spelling and grammar) on the file or document, so that the lines will not show up on any computer.

  To hide spelling and grammar errors, click the File tab to go to Backstage view of word, and then click Options.

  A dialog box will appear. Select Proofing from the options, then check the box next to Hide spelling errors in this document only and Hide grammar errors in this document only, then click OK on the dialog box that will appear.

  The spelling and grammar error lines in the document will be hidden.

  Track Changes and Comments

  Microsoft word allows you to proofread cross out sentences, mark misspellings, and also add comments in a documents margins while proofreading and collaborating a document, just as you can do or perform on a printed document if asked for these. This is referred to as Track Changes and Comments in Microsoft word.

  Understanding Track Changes

  In tracking changed and comment, when you turn on Track Changes, every change you make to the document will appear as a colored markup in the document. This applies to deleted texts, as they will only be crossed out in red color. Any newly added text will also be underlined. This feature allows you to see changes before making the changes permanent.

  Microsoft word assigns different markup colors to different reviewers in a multi reviewer’s scenario.

  To turn on Track Changes:

  From the Review tab of the current document, click the Track Changes command as shown below.

  Track Changes features of Microsoft word (MSWord) will be turned on. Any changes you make to the document will appear as colored markups from this point onwards.

  Reviewing changes

  Tracked changes in Microsoft word documents are just suggested changes. They must be accepted to become permanent. The original author may decide not to accept or agree to the suggested changes, thereby rejecting them.

  To accept or reject changes:

  Select the change you want to accept or reject.

  From the Review tab of the current document, click the Accept or Reject command as illustrated below.

  The markup will disappear, and Microsoft Word will automatically move to the next change. You can continue rejecting or accepting each change until you have reviewed all highlighted.

  Click the Track Changes command to turn off Track Changes to exit when you're finished.

  To accept all changes at once, click the Accept drop-down arrow, then select Accept All as seen below. If you no longer want to track your changes, you can select Accept All and Stop Tracking to exit Tracking mode.

  Track Changes viewing options

  Microsoft word provided an easy and simplified way to further customize your tracked changes if you have a lot of tracked changes. This will help prevent or reduce distractions while reading the document. Word provides a few ways to customize how tracked changes appear:

  Simple Markup: This shows the final version of the document without inline markups. Red markers will be seen or appear in the left margin to indicate where a change has been made.

  All Markup: This shows the final version with inline markups.

  No Markup: This shows the final version and hides all markups.

  Original: This shows the original version and hides all markups.

  Hide tracked changes:

  From the Review tab on the Home screen, click the Display for Review command which is located to the right of the Track Changes command on your working document.

  Select the desired option from the drop-down menu in your Microsoft word document or project as shown below. In our illustration below, before accepting the changes, we will select No Markup to preview the final version of the document.

  You can also click the marker in the left margin to switch between Simple Markup and All Markup.

  Having in mind that hiding Track Changes is not the same as reviewing changes. You will still need to accept or reject the changes before sending out the final version of your document.

  Show revisions in balloons:

  In Microsoft Word by default, most revisions appear inline, meaning the text itself is marked. The revisions on a Microsoft word document can also be shown or displayed in balloons, which moves most revisions to the right margin. Removing inline markups can make the document easier to read, and balloons also give you more detailed information about some markups.

  To show revisions in balloons, from the Review tab, click Show Markup > Balloons > Show Revisions in Balloons as shown in the image illustration below.

  Although any added text will still appear inline most revisions in Microsoft word will appear in the right margin,

  To go back to inline markups type on Microsoft word, you can select either Show All Revisions Inline or Show Only Comments and Formatting in Balloons.

  Comments

  You may occasionally want to need or require comment to provide feedback in your project instead of editing a the full document. While it's often used in combination with Track Changes, you may not turn on need to turn on the track Changes features to add comments.

  To add comments:

  Highlight some text in your currently working document, or place the insertion point where you want the comment to appear.

  From the Review tab, click the New Comment command as illustrated below.

  Type or key in your comment. When done, pres the Esc on your keyboard to exit from the comment box, you can also alternatively, click outside to exit comment the box.

  Deleting comments:

  To delete a comment in Microsoft word, select the comment you want to delete.

  From the Review tab on your Home tab, click the Delete command as shown below.

  The highlighted comment will be deleted.

  Alternatively, you can delete all comments, click the Delete drop-down arrow and select Delete
All Comments in Document as shown below