Are you getting the most from Microsoft Word năm 2016 and 2019 for Windows? Get khổng lồ know the key features.
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Word has always been the workhorse ứng dụng 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 và businesses can pay for the software license up front & 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 access khổng lồ the software for only as long as they keep paying the subscription fee.
When you purchase a perpetual version of the suite — say, Office 2016 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 to lớn tốc độ on the features that were introduced in Word 2016 & Word 2019, the perpetual-license versions of Word included with Office năm nhâm thìn & 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 lademo features.
< Related: Microsoft cheat sheets: Dive sầu into lớn Windows & Office apps >Most of the tips in this article apply to both Word 2016 & Word 2019 for Windows. Near the kết thúc is a section for Word 2019 only.
Share this story: IT pros, we hope you’ll pass this guide on khổng lồ your users to lớn help them learn to lớn get the most from Word năm 2016 và 2019.
Use the Ribbon
The Ribbon interface in Word năm 2016 and 2019 hasn’t changed much compared to 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 năm nhâm thìn và 2019 is flatter-looking, cleaner & less cluttered than the one in Word 2010 và 2007. The năm 2016 and 2019 Ribbon is smaller than in Word 2013, the title bar is now solid xanh rather than the previous White, and the thực đơn text (File, Home, Insert & so on) is now a phối 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 năm 2016 hasn’t changed much from Word 2013. (Cliông xã image khổng lồ enlarge it.)
To find out which commands live on which tabs on the Ribbon, tải về our Word năm 2016 and 2019 Ribbon quiông xã reference. Also see the nifty new Tell Me feature described below.
Just as in earlier versions of Word, to lớn make the commands underneath the tabs on the Ribbon go away, press Ctrl-F1. To make the commands appear again, press Ctrl-F1. (cảnh báo that the Ribbon tabs — File, Home, Insert and so on — stay visible.)
Here are the Ribbon display options.
You’ve sầu got other options for displaying the Ribbon as well. To get lớn them, click the Ribbon display options ibé at the top right of the screen, just khổng lồ the left of the icons for minimizing and maximizing Word. A drop-down thực đơn appears with these three options:
Auto-hide Ribbon: This hides the entire Ribbon, both the tabs và commands underneath them. To show the Ribbon again, cliông xã 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, clichồng a tab, or cliông xã the Ribbon display inhỏ và select “Show Tabs & Commands.”Show Tabs & 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 Trắng or gray. (In Word 2019, there’s also a blaông chồng option.) To bởi it, select File > Options > General. In the "Personalize your copy of Microsoft Office" section, click the down arrow next to lớn Office Theme and select Dark Gray or White (or Black) from the drop-down menu. To make the title bar xanh again, choose the Colorful option from the drop-down list. Just above the Office Theme menu is an Office Background drop-down thực đơn — here you can choose khổng lồ 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 click File on the Ribbon: If you cliông xã mở cửa or Save As from the menu on the left, you can see the cloud-based services you"ve connected to your Office tài khoản, such as SharePoint and OneDrive. 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 one OneDrive sầu trương mục for personal use and another one for business. You"ll be able to lớn see at a glance which is which.
Select “Add a Place” khổng lồ add a new cloud storage service for Word.
Collaborate live
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 internet connection, a feature that Google Docs has long had. There are only two requirements for collaboration in Word 2016: You must be logged into lớn your Microsoft or Office 365 tài khoản, & 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 khổng lồ a shared document in real time as they happen, Word năm nhâm thìn users have to lớn save their documents periodically lớn see and nội dung changes. So while it is live sầu collaboration, it’s not real-time visibility into that collaboration. Still, it does allow you lớn work with others on the same document at the same time.
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To collaborate on a document, first open it, then cliông chồng the Share icon in the upper-right part of the screen. If you haven’t yet saved your tệp tin in OneDrive, OneDrive for Business or SharePoint Online, you’ll be prompted to lớn bởi so.
Clicking the Share button opens the Share pane on the right-h& side of the screen — this is commvà central for collaboration. At the top of the pane, type in the gmail addresses of the people with whom you want lớn collaborate on the document, separated by commas. As you type, Word looks through your address book and displays the matches it finds; click the person you want to lớn invite. If you’re on a corporate network, you can cliông xã the address book on the right khổng lồ tìm kiếm through your corporate email address book. If a person isn’t in your address book — just type in their complete tin nhắn address.
Selecting people with whom to collaborate via the Share pane. (Cliông chồng image khổng lồ enlarge it.)
After you enter the addresses, select either "Can edit" or "Can view" in the drop-down khổng lồ allow collaborators full editing or read-only privileges. (If you want lớn assign different rights to different users, you can send 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, clichồng Share. An email gets sent out khổng lồ everyone with whom you’ve sầu shared the file, showing a “View in OneDrive” button that they can cliông chồng lớn open the document.
Your collaborators get an gmail message lượt thích this when you cốt truyện a document. (Cliông xã image to enlarge it.)
There’s another way khổng lồ mô tả a file stored in a personal OneDrive for collaboration: At the bottom of the Share pane, cliông xã “Get a sharing liên kết,” & from the screen that appears, choose “Create an edit link” if you want to create a liên kết lớn the tệp tin that will allow people to edit the file, or “Create a view-only link” if you want to lớn create a link that will allow them to lớn view the tệp tin only. Then copy the link, paste it into an email using any email program, & sover it.
When your recipients receive sầu the gmail from you, they cliông chồng a button or liên kết to 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 trương mục will see an Edit in Browser button; once they click 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 to work in the miễn phí website version.
The website version isn’t as fully featured as the client version — for instance, there aren’t as many formatting options and 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 khổng lồ save sầu your document (or cliông xã the Updates Available icon) lớn see their changes or have sầu them see yours. After you save sầu or cliông chồng Updates Available, your collaborators’ additions appear in your document with a pale green overlay.
When collaborating in Word năm 2016, you must save the document lớn see changes made by others (highlighted in green) & to nội dung your changes with them. (Clichồng image khổng lồ 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 unique color. You can see what they vì chưng as they do it, including deleting, editing and adding text. They see what you bởi vì 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 khổng lồ 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 và they won’t see yours immediately — there will be a lag. So it’s always best, when possible, to lớn have sầu the strongest connection possible when collaborating.
In addition khổng lồ seeing each other’s changes to lớn the document, you can communicate with your collaborators in other ways. The Share pane shows a list of people who have access khổng lồ the document, with a note underneath their name indicating if they are currently editing the document, và if not, whether they have editing or viewing access.
Right-cliông chồng the icon of anyone currently working on the document và click Open Liên hệ Card; a screen pops out with the various ways you can tương tác them, including chat, phone & đoạn 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.
Cliông xã the ibé of someone working with you on a document to see other ways you can tương tác them. (Click image to lớn enlarge it.)
Tackle tasks with Tell Me
Although live sầu collaboration is the biggest addition lớn Word 2016, there are several other new features as well. A very useful one is Tell Me, which is extremely helpful when you want to bởi vì a task that you haven’t done before or have sầu forgotten how to lớn bởi vì.
It’s a text box just lớn the right of the Ribbon tab labels at the top of the screen with the words “Tell me what you want to do” in it. Type in a task, & you’ll get a danh mục of possible matches. Cliông xã the task you want lớn get instructions on how to lớn vị it.
For example, I typed “address an envelope” và chose the “Envelope” result, & the screen you use for addressing envelopes appeared. When I typed in the more general query “write an essay,” it popped up a links lớn Word’s Researcher feature that lets you vì chưng research from right within Word, add sources from the retìm kiếm you find, và then cite the sources in the document properly. If you type in a query and hover your mouse over a result instead of clicking it, you’ll see a screen describing what you can vày if you clichồng the results.
Tell Me gives advice on addressing an envelope (or any other task). (Cliông xã image to lớn enlarge it.)
It’s a big time-saver, because you don’t have sầu to lớn hunt through the Ribbon lớn find the comm& you want. And it remembers the features you"ve previously selected in the box, so when you cliông xã in it, you first see a menu of previous tasks you"ve sầu searched for. That way, tasks that you frequently perkhung are always within easy reach.