Are you getting the most from Microsoft Word năm nhâm thìn & 2019 for Windows? Get to lớn know the key features.
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Word has always been the workhorse phầm mềm of the Microsoft Office suite. Nearly everyone who uses Office ends up using Word at some point, whether it be for writing memos, typing up agendas, creating reports, crafting business correspondence or any of a thousand other uses.
Microsoft sells Office under two models: Individuals and businesses can pay for the software license up front và own it forever (what the company calls the “perpetual” version of the suite), or they can purchase an Office 365 subscription, which means they have sầu access lớn the software for only as long as they keep paying the subscription fee.
When you purchase a perpetual version of the suite — say, Office năm nhâm thìn or Office 2019 — its applications will never get new features, whereas Office 365 apps are continually updated with new features. (For more details, see “What are the differences between Microsoft Office 2019 and Office 365?”)
This cheat sheet gets you up khổng lồ speed on the features that were introduced in Word năm 2016 and Word 2019, the perpetual-license versions of Word included with Office năm 2016 và Office 2019, respectively. In Office 365, Word has all those features, plus several more. If you or your organization has an Office 365 subscription, see our separate Word for Office 365 cheat sheet for coverage of all the lakiểm tra features.< Related: Microsoft cheat sheets: Dive sầu inlớn Windows & Office apps >
Most of the tips in this article apply to lớn both Word năm 2016 và Word 2019 for Windows. Near the over is a section for Word 2019 only.
Share this story: IT pros, we hope you’ll pass this guide on to your users to lớn help them learn to get the most from Word năm nhâm thìn and 2019.
Use the Ribbon
The Ribbon interface in Word 2016 and 2019 hasn’t changed much compared to lớn earlier versions. The Ribbon has been included in Office suite applications since Office 2007, so you’re probably familiar with how it works. But if you need a refresher, see our Word 2010 cheat sheet.
Just as in Word 2013, the Ribbon in Word 2016 và 2019 is flatter-looking, cleaner và less cluttered than the one in Word 2010 và 2007. The năm 2016 & 2019 Ribbon is smaller than in Word 2013, the title bar is now solid blue rather than the previous trắng, và the thực đơn text (File, Home, Insert & so on) is now a mix of upper- and lowercase rather than all caps. There are other minor changes as well — for instance, the old Page Layout tab is now called just Layout — but the Ribbon still works in the same way and you"ll find most of the commands in the same locations as in Word 2013.
The Ribbon in Word 2016 hasn’t changed much from Word 2013. (Click image lớn enlarge it.)
To find out which commands live sầu on which tabs on the Ribbon, tải về our Word 2016 and 2019 Ribbon quick reference. Also see the nifty new Tell Me feature described below.
Just as in earlier versions of Word, to make the commands underneath the tabs on the Ribbon go away, press Ctrl-F1. To make the commands appear again, press Ctrl-F1. (Note that the Ribbon tabs — File, trang chủ, Insert và so on — stay visible.)
Here are the Ribbon display options.
You’ve got other options for displaying the Ribbon as well. To get to them, click the Ribbon display options inhỏ at the top right of the screen, just to lớn the left of the icons for minimizing & maximizing Word. A drop-down thực đơn appears with these three options:Auto-hide Ribbon: This hides the entire Ribbon, both the tabs & commands underneath them. To show the Ribbon again, cliông chồng at the top of Word.Show Tabs: This shows the tabs but hides the commands underneath them. It’s the same as pressing Ctrl-F1. To display the commands underneath the tabs when they’re hidden, press Ctrl-F1, cliông xã a tab, or cliông chồng the Ribbon display icon and select “Show Tabs & Commands.”Show Tabs and Commands: Selecting this shows both the tabs and commands.
And if for some reason that blue on the title bar is too much color for you, you can turn it white or gray. (In Word 2019, there’s also a blaông chồng option.) To vày it, select File > Options > General. In the "Personalize your copy of Microsoft Office" section, click the down arrow next to Office Theme and select Dark Gray or White (or Black) from the drop-down thực đơn. To make the title bar xanh again, choose the Colorful option from the drop-down danh sách. Just above the Office Theme menu is an Office Background drop-down menu — here you can choose lớn display a pattern such as a circuit board or circles and stripes in the title bar.
There’s a useful change in what Microsoft calls the backstage area that appears when you cliông xã File on the Ribbon: If you click Open or Save sầu As from the thực đơn on the left, you can see the cloud-based services you"ve connected to lớn your Office tài khoản, such as SharePoint và OneDrive sầu. Each location now displays its associated email address underneath it. This is quite helpful if you use a cloud service with more than one account, such as if you have sầu one OneDrive sầu account for personal use và another one for business. You"ll be able to lớn see at a glance which is which.
Select “Add a Place” lớn add a new cloud storage service for Word.
The biggest feature launched with Word năm nhâm thìn is live collaboration that lets people work on documents together from anywhere in the world with an mạng internet connection, a feature that Google Docs has long had. There are only two requirements for collaboration in Word 2016: You must be logged inlớn your Microsoft or Office 365 trương mục, and the document must be stored in OneDrive, OneDrive sầu for Business or SharePoint Online.
However, while Office 365 subscribers or anyone using Word 2019 or Word Online can see the changes that other users of those versions make to lớn a shared document in real time as they happen, Word năm 2016 users have sầu to lớn save their documents periodically to see và nói qua changes. So while it is live sầu collaboration, it’s not real-time visibility inkhổng lồ that collaboration. Still, it does allow you to work with others on the same document at the same time.
To collaborate on a document, first open it, then clichồng the Share inhỏ in the upper-right part of the screen. If you haven’t yet saved your tệp tin in OneDrive sầu, OneDrive for Business or SharePoint Online, you’ll be prompted to vày so.
Clicking the Share button opens the Share pane on the right-h& side of the screen — this is command central for collaboration. At the top of the pane, type in the gmail addresses of the people with whom you want to lớn collaborate on the document, separated by commas. As you type, Word looks through your address book & displays the matches it finds; cliông xã the person you want to invite. If you’re on a corporate network, you can clichồng the address book on the right to lớn tìm kiếm through your corporate email address book. If a person isn’t in your address book — just type in their complete email address.
Selecting people with whom to collaborate via the Share pane. (Click image to lớn enlarge it.)
After you enter the addresses, select either "Can edit" or "Can view" in the drop-down to lớn allow collaborators full editing or read-only privileges. (If you want lớn assign different rights to different users, you can sover two separate emails, or you can change any collaborator’s permissions later by right-clicking their name in the Share pane.) Type a message in the text box if you want. When you’re done, cliông xã Share. An email gets sent out lớn everyone with whom you’ve sầu shared the file, showing a “View in OneDrive” button that they can cliông xã to open the document.
Your collaborators get an email message like this when you nội dung a document. (Click image to enlarge it.)
There’s another way lớn cốt truyện a file stored in a personal OneDrive for collaboration: At the bottom of the Share pane, click “Get a sharing link,” & from the screen that appears, choose “Create an edit link” if you want lớn create a liên kết to the tệp tin that will allow people to edit the file, or “Create a view-only link” if you want lớn create a link that will allow them khổng lồ view the file only. Then copy the liên kết, paste it into lớn an tin nhắn using any email program, và skết thúc it.
When your recipients receive the gmail from you, they clichồng a button or liên kết khổng lồ open the document, which opens in Word Online in a website browser rather than in the Word desktop client. At this point, they can view the document but not edit it. Users who aren’t signed inlớn a Microsoft tài khoản will see an Edit in Browser button; once they cliông chồng that, they can start editing in their browser window. Logged in users will see an Edit Document menu, from which they can choose Edit in Word to lớn open the tệp tin in the client version of Word, or Edit in Browser khổng lồ work in the miễn phí web version.
The web version isn’t as fully featured as the client version — for instance, there aren’t as many formatting options & you can’t insert shapes, take screenshots, use mail merge, or use several other features. But for basic editing, it works fine.
When a collaborator starts working in a shared document, you’ll get a notification that someone else is editing the document. What you see next depends on whether you’re working in Word năm nhâm thìn or 2019.
If you’re using Word năm nhâm thìn, whenever a collaborator makes a change, a small Updates Available icon appears along the bottom of your Word window. As mentioned above sầu, though, you’ll have sầu lớn save your document (or cliông chồng the Updates Available icon) lớn see their changes or have them see yours. After you save or cliông xã Updates Available, your collaborators’ additions appear in your document with a pale green overlay.
When collaborating in Word năm nhâm thìn, you must save sầu the document to lớn see changes made by others (highlighted in green) and to chia sẻ your changes with them. (Click image to enlarge it.)
When you"re working on a document in Word 2019 with other people in real time, each person gets a cursor with their own chất lượng color. You can see what they do as they do it, including deleting, editing và adding text. They see what you vì chưng as well.
In Word 2019 you can see other collaborators’ edits in real time, with a different colored cursor for each collaborator. (Cliông chồng image to lớn enlarge it.)
Be aware that how well real-time collaboration works depends on the strength of your mạng internet connection. On slow or flaky connections, you won’t immediately see edits that other people make and they won’t see yours immediately — there will be a lag. So it’s always best, when possible, khổng lồ have sầu the strongest connection possible when collaborating.
In addition to seeing each other’s changes khổng lồ the document, you can communicate with your collaborators in other ways. The Share pane shows a menu of people who have access lớn the document, with a note underneath their name indicating if they are currently editing the document, and if not, whether they have editing or viewing access.
Right-cliông xã the inhỏ of anyone currently working on the document & click Open Contact Card; a screen pops out with the various ways you can tương tác them, including chat, phone và Clip via Skype (if they have sầu Skype) & tin nhắn. That lets you talk or text with them while you"re working on the document together, making collaboration that much more effective sầu.
Cliông chồng the inhỏ of someone working with you on a document to see other ways you can liên hệ them. (Click image khổng lồ enlarge it.)
Tackle tasks with Tell Me
Although live collaboration is the biggest addition khổng lồ Word năm 2016, there are several other new features as well. A very useful one is Tell Me, which is extremely helpful when you want to lớn vì a task that you haven’t done before or have sầu forgotten how khổng lồ do.
It’s a text box just khổng lồ the right of the Ribbon tab labels at the top of the screen with the words “Tell me what you want lớn do” in it. Type in a task, and you’ll get a danh mục of possible matches. Click the task you want lớn get instructions on how to bởi vì it.
For example, I typed “address an envelope” and chose the “Envelope” result, and the screen you use for addressing envelopes appeared. When I typed in the more general query “write an essay,” it popped up a links khổng lồ Word’s Researcher feature that lets you vì chưng research from right within Word, add sources from the research you find, & then cite the sources in the document properly. If you type in a query và hover your mouse over a result instead of clicking it, you’ll see a screen describing what you can vì chưng if you click the results.
Tell Me gives advice on addressing an envelope (or any other task). (Clichồng image to lớn enlarge it.)
It’s a big time-saver, because you don’t have sầu to hunt through the Ribbon khổng lồ find the comm& you want. And it remembers the features you"ve sầu previously selected in the box, so when you click in it, you first see a menu of previous tasks you"ve searched for. That way, tasks that you frequently perform are always within easy reach.