Documents quick reference

The following tables help you discover or remember how to do certain document tasks.

Table 1. Formatting text
How Do I... Action
Change the zoom size? Click the Zoom icon zoom icon on the toolbar.
Show or hide the formatting marks? Click View > Formatting Marks.
Change the font size? Select the text, and click the Select Font Size icon Select Font Size on the toolbar.
Change the font color? Select the text and click the Set Font Color icon Set Font Color icon on the toolbar.
Highlight text with color? Select the text and click the Set Highlight Color icon highlight color on the toolbar.
Change the indentation of text? Select the text that you want to indent and click the Increase Indent icon increase indent or Decrease Indent icon decrease indent on the toolbar.
Change the line spacing? Select the text that you want to change the line spacing, click Format > Line Spacing, and select the line spacing that you want.
Align text? Select the text that you want to align and click the alignment icon. alignment icon on the toolbar. Select the alignment that you want from the list.
Apply a heading style to text? Select the text to which you want to apply heading style and click Format > Heading. Then, select the heading style that you want.
Add numbering and bullets to text? To add numbering, click the Add Numbering or Change Numbering Style icon numbering icon on the toolbar. To add bullets, click the Add Bullets or Change Bullet Style icon bullets on the toolbar.
Return to normal paragraph formatting after a bulleted or numbered list? Press Enter twice.
Create a document header or footer? Click Insert > Header or Insert > Footer.
Copy formatting from selected text and apply to other text? Select the text, click the Copy Formatting icon Copy Formatting icon, and select the target text.
Remove formatting? Click Format > Clear Formatting.
Insert date and time in text? Click Insert > Fields.
Insert a link in text? Click Insert > Link.
Insert section breaks? Click Insert > Section Break.
Insert page breaks? Click Insert > Page Break.
Insert special characters? Click Insert > Special Character.
Spell check text? Click Tools > Check Spelling as You Type.
Add a table of contents? Click Format > Heading to apply a heading style to each heading, click where you want to add the table of contents, and then click Insert > Table of Contents.
Edit a table of contents? Change the headings in the document, right-click the table of contents, and click Update.
Remove a table of contents? Right-click the table of contents, and click Delete.
Table 2. Creating and editing tables
How Do I... Action
Create a table? To create a simple table, click Table > Create. To create a table with predefined styles, click Table > Table Properties.
Add or delete a row in a table? Click the row and click the arrow on the Insert or Delete Row icon insert or delete row icon on the toolbar, and then select an option.
Add or delete a column in a table? Click the column and click the arrow on the Insert or Delete Column icon insert or delete column icon on the toolbar, and then select an option.
Change column width? Hover over the column boundary until it becomes a resize pointer. Drag the boundary to the new location.
Change row height? Hover over the row boundary until it becomes a resize pointer. Drag the boundary to the new location.
Resize an entire table? Hover over the end of the table until the resize handle and a double-sided arrow resize table pointer displays. Drag the table to the size that you want.
Merge cells? Select the cells that you want to merge, right-click, and then select Cell > Merge Cells.
Split a cell? Right-click the cell, select Cell > Split Cells, and enter the number of rows and columns to split the cell into.
Set background colors for the cells? Select the cells, right-click, select Cell > Color Cell, and select a color from the panel. If you want more colors, click More Colors.
Table 3. Inserting and modifying graphics
How Do I... Action
Insert an image? Click Insert > Image.
Set image properties such as image width, height, and alternative text? Right-click the image and click Image Properties.
Quickly change the image size? Hover over the end of the image until the resize handle and a double-sided arrow resize table pointer displays. Drag the image to the size that you want. The aspect ratio is not preserved.
Table 4. Collaborating with others in real time
How Do I... Action
Hide co-editing highlights in a document? Click View > Co-editing Highlights.
Share the current document with others as editors? Click File > Share.
Make updates available to people that you shared with as readers Make sure File > Publish Automatically is selected, or click File > Publish Now.
Add a comment? Place the cursor where you want to add a comment and click Team > Add Comment.