Microsoft Word 2016 | Intermediate
Styles, Advanced Formatting & Efficiency
Unit 2.5: Style and Outlines / Table formatting
Examining formatting · Working with styles · Outlines · Table design · Table data
Examining Formatting
Use the Reveal Formatting pane (Shift+F1) to see exactly which fonts, spacing, and styles are applied. Compare formatting between selections.
Shortcut: Shift+F1Working with Styles
Apply, modify, and create Quick Styles. Use Style Sets for consistent branding. Update a style to automatically change all instances.
Ctrl+Shift+S to open style dialogWorking with Outlines
Switch to Outline View (View → Outline). Promote/Demote headings (Alt+Shift+←/→). Collapse/expand sections and reorganize documents easily.
Alt+Shift+← / →Table Design Options
Use Table Design tab: Header Row, Banded Rows, Total Row. Apply table styles, borders, shading, and custom table formatting.
Table Data
Sort data within tables (Layout → Sort). Use formulas like =SUM(ABOVE). Convert text to table and table to text. Repeat header rows across pages.
Layout → Formula (Ctrl+F9)Unit 2.6: Advanced Document Formatting
Diagrams · Shapes · Graphic formatting · Sections · Columns · Document design
Creating Diagrams
Insert SmartArt (Insert → SmartArt) for flowcharts, hierarchies, cycles, and matrices. Convert bullet points to SmartArt instantly.
Working with Shapes
Insert shapes (Insert → Shapes). Add text inside shapes. Group, align, and distribute multiple shapes. Use selection pane to manage overlapping shapes.
Formatting Shapes Graphically
Apply shape fill, gradient, texture, outline, and effects (shadow, glow, 3D). Use Format Painter to copy shape styles quickly.
Ctrl+Shift+C / Ctrl+Shift+V for style copyCreating & Formatting Sections
Insert Section Breaks (Next Page, Continuous, Even/Odd). Apply different headers/footers, margins, and page numbering per section.
Layout → Breaks → Section BreaksWorking with Columns
Create newspaper-style columns (Layout → Columns). Control column width, spacing, and add vertical lines. Use section breaks to mix single and multi-column layouts.
Document Design
Use Design tab: Themes, Colors, Fonts, Watermark, Page Borders. Apply a consistent look across entire document with Document Formatting gallery.
Unit 2.7: Working Efficiently
Customizing the Ribbon · General Settings
Customizing the Ribbon
Right-click the Ribbon → Customize the Ribbon. Create custom tabs, rename, reorder, or hide default tabs. Add any command (even those not in default Ribbon). Export/Import customizations.
File → Options → Customize RibbonGeneral Settings (Word Options)
Optimize your environment: Change default font, set AutoRecover interval, enable/disable Live Preview, customize Quick Access Toolbar (QAT), adjust proofing settings, and set default save location.
File → Options → General / Advanced• File → Options → Save → AutoRecover every 5 minutes
• File → Options → Advanced → "Show shortcut keys in ScreenTips"
• File → Options → Quick Access Toolbar → Add "Select Multiple Objects"
📌 What You Will Master After These 3 Units
🚀 Ready to Apply These Skills?
Practice each topic in Word 2016. Create a sample report with styles, insert a table with design options, add a diagram, break into sections, and finally customize your Ribbon.
Microsoft Word 2016: Intermediate 4 — Complete
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mdsajibsheikh
I am a freelance Graphic Designer and Mentor focused on logo design, branding, and creative education. Through this blog, I share design tips, freelancing guides, and strategies to help you grow as a designer.
