Word 2010: The Basics Table of Contents THE WORD 2010 WINDOW... 2 SET UP A DOCUMENT... 3 INTRODUCING BACKSTAGE... 3 CREATE A NEW DOCUMENT...

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1 Word 2010: The Basics Table of Contents THE WORD 2010 WINDOW... 2 SET UP A DOCUMENT... 3 INTRODUCING BACKSTAGE... 3 CREATE A NEW DOCUMENT... 4 Open a blank document... 4 Start a document from a template... 4 OPEN A DOCUMENT... 4 SAVE A DOCUMENT... 4 FORMATTING MARKS... 5 CHANGE PAGE MARGINS... 5 Change the default margins... 6 SELECT PAGE ORIENTATION... 6 Change the orientation of your entire document... 6 Use portrait and landscape orientation in the same document... 6 ADD AND DELETE PAGES... 7 Add a page... 7 Delete a blank page... 7 THE UNDO BUTTON... 7 MOVE AROUND A DOCUMENT AND SELECT TEXT... 7 SELECT TEXT BY USING THE MOUSE... 8 SELECT TEXT BY USING THE KEYBOARD... 8 MOVE THROUGH YOUR DOCUMENT... 8 SELECT AND DELETE TEXT... 9 MOVE OR COPY TEXT... 9 ADD BASIC FORMATTING FORMAT TEXT LIVE PREVIEW Preview character formatting Preview paragraph formatting CHANGE LINE SPACING Line spacing options CREATE LISTS Add bullets or numbering to a list SPELL CHECK PRINTING AND PRINT PREVIEW IN WORD VIEW EACH PAGE AS IT WILL LOOK WHEN PRINTED PRINT A DOCUMENT PRINT PART OF A DOCUMENT PRINT WITH LANDSCAPE ORIENTATION PRINT MULTIPLE COPIES OF A DOCUMENT CUSTOMIZING THE STATUS BAR... 15

2 The Word 2010 Window

3 Set up a document Microsoft Office Word 2010 helps you produce professional-looking documents by providing a comprehensive set of tools for creating and formatting your documents. Getting started with a basic document in Word 2010 is as easy as opening a new or existing document and starting to type. Whether you start a document from scratch or rework an existing document, you can follow a few basic steps to ensure high-quality results and you can complete a professional, well-designed document in no time. When you open Word, you see a blank document. It looks like a sheet of paper, and it takes up most of the space on the screen. Above the document, the Ribbon spans the top of Word. You use buttons and commands on the Ribbon to tell Word what you want to do. Word waits for you to start typing. The insertion point, a blinking vertical line in the upper-left corner of the page, tells you where the content you type will appear on the page. The blank spaces to the left and above the insertion point are margins. If you'd like to start typing further down the page instead of at the very top, press the ENTER key on your keyboard until the insertion point is where you want to type. If you want to indent the first line you type, press the TAB key on your keyboard before you start to type. This will move the insertion point one-half inch to the right. As you type, the insertion point moves to the right. When you get to the end of a line on the right side of the page, just continue to type. Word will move on to the next line for you as you type. To start a new paragraph, press ENTER. Introducing Backstage The new design in Microsoft Office 2010 includes the File tab replacing the Microsoft Office Button included in the 2007 Microsoft Office system release in the following programs: Word, Excel, PowerPoint, Access, and Outlook (in the composing and reading windows). When you click the File tab, you see the same basic commands that were available after you click the Microsoft Office Button or on the File menu in some 2007 Microsoft Office system programs. These basic commands include, but are not limited to, Open, Save, and Print. Some commands, such as Import, have been moved to the ribbon. The Ribbon contains the set of commands for working in a document, while the Microsoft Office Backstage view is the set of commands you use to do things to a document. When you click the File tab, you see many of the same basic commands that you saw when you clicked the Microsoft Office Button. You'll find Open, Save, and Print, as well as a new Backstage view tab called Save & Send, which offers multiple options for sharing and sending documents. Tip: To quickly return to your document from Backstage view, click the Home tab, or press ESC on your keyboard. ICT Training, Maxwell School of Syracuse University Page 3

4 The Backstage views is where you manage your documents and related data about them create, save, and send documents, inspect documents for hidden metadata or personal information, set options such as turning on or off AutoComplete suggestions, and more. Create a new document Open a blank document 1) Click the File tab and then click New. 2) Under Available Templates, click Blank Document. 3) Click Create. Start a document from a template 1) On the File tab, click New. 2) Under Available Templates, do one of the following: To use one of the built-in templates, click Sample Templates, click the template that you want, and then click Create. To reuse a template that you ve recently used, click Recent Templates, click the template that you want, and then click Create. To use your own template that you previously created, click My Templates, click the template that you want, and then click OK. To find a template on Office.com, under Office.com Templates, click the template category that you want, click the template that you want, and click Download to download the template from Office.com to your computer. Note: You can also search for templates on Office.com from within Word. In the Search Office.com for templates box, type one or more search terms, and then click the arrow button to search. Open a document 1) Click the File tab, and then click Open. 2) In the left pane of the Open dialog box, click the drive or folder that contains the document. 3) In the right pane of the Open dialog box, open the folder that contains the drawing that you want. 4) Click the document and then click Open. Save a document To save a document in the format used by Word 2010 and Word 2007, do the following: 1) Click the File tab. 2) Click Save As. 3) In the File name box, enter a name for your document. 4) Click Save. To save a document so that it is compatible with Word 2003 or earlier, do the following: 1) Open the document that you want to be used in Word 2003 or earlier. 2) Click the File tab. 3) Click Save As. 4) In the Save as type list, click Word Document. This changes the file format to.doc. 5) In the File name box, type a name for the document. 6) Click Save. ICT Training, Maxwell School of Syracuse University Page 4

5 Formatting Marks Imagine that you have typed a few paragraphs. The paragraphs seem very far apart, and the second paragraph starts farther to the right than the first paragraph. You can see what's going on by looking at the formatting marks Word automatically inserts as you type. These marks are always in documents, but they are invisible until you display them. To see formatting marks, use the Ribbon - on the Home tab, in the Paragraph group, click the Show/Hide button. Click the button again to hide formatting marks. Document with formatting marks. So what are formatting marks, and what do they mean? Here are a few examples: Extra paragraph mark: ENTER was pressed twice. Extra tab mark: TAB was pressed twice, making the second paragraph indented more than the first. Extra space between words: the SPACEBAR was pressed twice instead of once. These marks are not just for show. You can get rid of extra spacing by deleting extra marks. These marks do not print they won't be on printed pages, even when you see them on the screen. Word inserts a paragraph mark each time you press ENTER to start a new paragraph. In the picture, there's an extra paragraph mark between the two paragraphs, which means that ENTER was pressed twice. This creates extra space. Deleting the extra paragraph mark will get rid of the extra space between the paragraphs. One arrow appears each time TAB is pressed. In the picture there is one arrow in the first paragraph and two arrows in the second paragraph, so TAB was pressed twice in the second paragraph. Dots show how many times you press the SPACEBAR between each word, or if you accidentally press the SPACEBAR between letters in a word. One dot is one space; two dots are two spaces. Normally there should be one space between each word. Dots, by the way, are different from periods at the ends of sentences. Periods (which you always see) are on the bottom of the line. Dots are higher up, toward the middle of the line. Change page margins Page margins are the blank spaces around the edges of the page. There is a 1-inch page margin at the top, bottom, left, and right sides of the page. This is the most common margin width, which you might use for most of your documents. You can change margins at any time. ICT Training, Maxwell School of Syracuse University Page 5

6 1) On the Page Layout tab, in the Page Setup group, click Margins. 2) Do one of the following: a) Click the margin type that you want. For the most common margin width, click Normal. b) Click Custom Margins, and then in the Top, Bottom, Left, and Right boxes, enter new values for the margins. The first margin in the list is Normal, the current margin. To get narrower margins, you would click Narrow. If you want the left and right margins to be much wider, click Wide. When you click the margin type that you want, your entire document automatically changes to the margin type you selected. When you choose a margin, the icon for the margin you chose gets a different color background. If you click the Margins button again, that background color tells you which margin size has been set for your document. Change the default margins 1) After you select a new margin for the document, click Margins in the Page Setup group again, and then click Custom Margins. 2) In the Page Setup dialog box, click Default. a) The new default settings are saved in the template on which the document is based. Each new document based on that template automatically uses the new margin settings. Note: The new default margin setting will not appear in the gallery list of margin settings. Select page orientation You can choose either portrait (vertical) or landscape (horizontal) orientation for all or part of your document. When you change the orientation, the galleries of predesigned page and cover page options also change to offer pages that have the orientation that you choose. Change the orientation of your entire document 1) On the Page Layout tab, in the Page Setup group, click Orientation. 2) Click Portrait or Landscape. Use portrait and landscape orientation in the same document 1) Select the pages or paragraphs that you want to change to portrait or landscape orientation. Note: If you select some but not all of the text on a page to change to portrait or landscape orientation, Word places the selected text on its own page, and the surrounding text on separate pages. 2) On the Page Layout tab, in the Page Setup group, click Margins. 3) Click Custom Margins. 4) On the Margins tab, click Portrait or Landscape. 5) In the Apply to list, click Selected text. Note: Microsoft Word automatically inserts section breaks before and after the text that has the new page orientation. If your document is already divided into sections, you can click in a section (or select multiple sections), and then change the orientation for only the sections that you select ICT Training, Maxwell School of Syracuse University Page 6

7 Add and delete pages Add a page 1) Click where you want to insert a new page in your document. a) The inserted page will appear just before your cursor. 2) On the Insert tab, in the Pages group, click Blank Page. Delete a blank page Do one of the following: To delete a blank page in your document, put your cursor at the start of the page that you want to delete, and then press BACKSPACE. To delete a blank page at the end of the document, go to the end of the document and delete any extra paragraph marks. If you still see a page break, select the page break, and then press DELETE. o If paragraph markers ( ), are not visible, click Show/Hide in the Paragraph group on the Home tab. The Undo Button You've moved a sentence (cut-and-paste), but now that you look at it, you're not happy with the change. Fortunately, you don't have to go through the entire cut-and-paste process again to move the sentence back. Instead, use Undo. On the Quick Access Toolbar, click the arrow on the Undo button. Move the insertion point over the last two actions, Paste and Cut, and then click. This will undo the last two actions you took, and place the sentence back in its original location. 1) On the Quick Access Toolbar, point to Undo. a) Word displays the most recent action that you can undo. 2) Click Undo or press CTRL + Z. a) If you want to undo a different action, click the arrow next to Undo, and then click the action in the list of most recent actions. When you undo an action, you also undo all actions above it in the list. b) If you later decide you didn't want to undo an action, click Redo on the Quick Access Toolbar or press CTRL+Y. Move around a document and select text To work quickly and efficiently in the document, you need to know how to move around the insertion point, which shows you where the text you type will be inserted. You can use either the mouse or the keyboard to get to where you want to make a change. Once you get to the part of the document you want to edit, you'll need to type the new text you want to add, or select the existing text so that you can change or delete it. You can select a word, a sentence, a paragraph, or the entire document. You can also move text to a different location. Here are some of the ways to move the insertion point around a document and to select text. ICT Training, Maxwell School of Syracuse University Page 7

8 Select text by using the mouse To select Do this Any amount of text A word A sentence A paragraph The entire document Click where you want to begin the selection, hold down the left mouse button, and then drag the pointer over the text you want to select. Double-click anywhere in the word. Hold down CTRL, and then click anywhere in the sentence. Triple-click anywhere in the paragraph. Move the pointer to the left of any text until it changes to a right-pointing arrow, and then triple-click. Select text by using the keyboard To select Do this A word from its beginning to its end A sentence A paragraph from its beginning to its end The entire document Place the insertion point at the beginning of the word, and then press CTRL+SHIFT+RIGHT ARROW. Place the insertion point at the beginning of the sentence, and then press CTRL+SHIFT+RIGHT ARROW (hold the CTRL and SHIFT keys down, and then press RIGHT ARROW until the entire sentence, including the period at the end, is selected). Move the insertion point to the beginning of the paragraph, and then press CTRL+SHIFT+DOWN ARROW. Press CTRL+A. Move through your document To move Press One character to the left One character to the right One word to the left One word to the right Up one line Down one line One paragraph up LEFT ARROW RIGHT ARROW CTRL+LEFT ARROW CTRL+RIGHT ARROW UP ARROW DOWN ARROW CTRL+UP ARROW ICT Training, Maxwell School of Syracuse University Page 8

9 To move One paragraph down To the beginning of a document To the end of a document Up one screen at a time Down one screen at a time Press CTRL+DOWN ARROW CTRL+HOME CTRL+END PAGE UP PAGE DOWN You can also move through a document by using the scroll bar. The scroll bar is on the right side of the window. To use it, click the scroll box on the scroll bar, and then drag it up or down to move through a document. Or click the single scroll arrows at either end of the scroll bar to move up or down. Select and delete text To delete text, first select what you want to delete. You can do this by using the mouse or the keyboard. Place your pointer over the word you want to delete and then double-click the word. Or click in front of the word, hold down the left mouse button, and then drag the pointer over the word. OR With the arrow keys on your keyboard, move the insertion point next to the text. Then hold down the SHIFT key and press the arrow key that moves the insertion point in the correct direction until all the text is selected. Once the word is selected, delete it by pressing DELETE on your keyboard. Move or copy text You don't have to delete a sentence and then type it again if you do not like where you ve placed it, or if you would like to reuse some of the same wording from another part of your document. Instead, you can move or copy text by performing a cut-and-paste or copy-and-paste operation: Cut the sentence to delete it from its current location, and then paste it into the new location. Copy text when you want to keep it in its original location, but would like to reuse that text elsewhere in your document. 1) Select the item you want to move or copy. 2) Do one of the following: a) To move the item: Home tab / Clipboard group / Cut button (or press CTRL+X). b) To copy the item: Home tab / Clipboard group / Copy button (or press CTRL+C.) 3) If you want to move or copy the item to another document, switch to that document. a) Click where you want the item to appear, then click the Paste button under the Home tab / Clipboard group (or press CTRL + V) Note: To adjust the format of the items that are pasted, click the Paste Options button just below your pasted selection, and then click the option that you want. that appears ICT Training, Maxwell School of Syracuse University Page 9

10 Add basic formatting Office Word 2010 offers easy ways to change formatting in a document. Format text You can call attention to important information by applying formats, such as bold, italic, or underline. You do this by clicking a button or by using a simple keystroke. Select the text you want to call attention to, and then on the Ribbon, on the Home tab, in the Font group, choose how to format the text. For example, click Bold (you can do the same thing by pressing CTRL+B). This kind of formatting is especially handy when you want to change the format of just a few characters or words in the body of a document. If you decide that bold doesn't look right, it's easy to undo. Select the text and click Bold again. You can also change the font color to make the text stand out even more. Select the text, and then, on the Home tab, in the Font group, point to Font Color. Click the arrow, and move the insertion point over the colors. You get a preview in the document of how each color will look. When you see a color you like, click it. Live Preview You can quickly see how formatting options like fonts will look in place before you commit to them, by using the Live Preview feature that is included in several programs in the 2010 Microsoft Office system. By pointing to various formatting choices, you can instantly see how those choices would appear on selected text and objects. For example, if you are trying to choose a font in Microsoft Office Word, just move the pointer down the font list to see the effect of each font on any text that you have selected. When you finish previewing formats and styles, move the pointer over the format or style that you like, and then click to apply it. Preview character formatting 1) Select the text that you want to format. 2) On the Home tab, in the Font group, do any of the following: a) Click the arrow next to the Font box, and then move the pointer over the fonts that you want to preview. b) Click the arrow next to the Font Size box, and then move the pointer over the font sizes that you want to preview. c) Click the arrow next to the Text Highlight Color button, and then move the pointer over the highlight or fill colors that you want to preview. d) Click the arrow next to the Font Color button, and then move the pointer over the font colors that you want to preview. 3) When you finish previewing the formatting choices, do one of the following: a) To apply the previewed formatting, click the selected font name, font size, or color in the list. b) To cancel live previewing without applying any changes, press ESC. ICT Training, Maxwell School of Syracuse University Page 10

11 Preview paragraph formatting 1) Select the text that you want to format. 2) On the Home tab, in the Paragraph group, do any of the following: a) Click the arrow next to the Bullets button, and then move the pointer over the bulleted list styles that you want to preview. b) Click the arrow next to the Numbering button, and then move the pointer over the numbered list styles that you want to preview. c) Click the arrow next to the Shading button, and then move the pointer over the shading colors that you want to preview. 3) When you finish previewing the formatting choices, do one of the following: a) To apply the previewed formatting, click the selected paragraph style or color in the list. b) To cancel live previewing without applying any changes, press ESC. Change line spacing You can adjust how much space is between lines of text. If you'd like more or less space between lines throughout a document, or in a selected area of text, such as in a letter address, it's easy to change the spacing. To change the line spacing for an entire document, you need to select all the text in the document by pressing CTRL+A. To change line spacing for a single paragraph, you can just place the insertion point inside the text; you don't have to select the text. 1) Select the paragraph for which you want to change the line spacing. 2) On the Home tab, in the Paragraph group, click Line Spacing. 3) Do one of the following: a) To apply a new setting, click the number of line spaces that you want. For example, if you click 1.0, the selected text is single-spaced. b) To set more precise spacing measurements, click Line Spacing Options, and then select the options that you want under Line spacing. Line spacing options Single: This option accommodates the largest font in that line, plus a small amount of extra space. The amount of extra space varies depending on the font that is used. 1.5 lines: This option is one-and-one-half times that of single-line spacing. Double: This option is twice that of single line spacing. At least: This option sets the minimum line spacing that is needed to fit the largest font or graphic on the line. Exactly: This option sets fixed line spacing that Word does not adjust. Multiple: This option sets line spacing that is increased or decreased from single spacing by a percentage that you specify. For example, setting line spacing to 1.2 will increase the space by 20 percent. ICT Training, Maxwell School of Syracuse University Page 11

12 Create lists Word can automatically create bulleted and numbered lists as you type, or you can quickly add bullets or numbers to existing lines of text. Add bullets or numbering to a list 1) Select the items that you want to add bullets or numbering to. 2) On the Home tab, in the Paragraph group, click Bullets or Numbering. For more bullet styles and numbering formats, click the arrow next to Bullets or Numbering. Spell Check As you type, Word might on occasion insert a wavy red, green, or blue underline beneath text. Red underline: This indicates either a possible spelling error or that Word doesn't recognize a word, such as a proper name or place. If you type a word that is correctly spelled, but Word doesn't recognize it, you can add it to Word's dictionary so that it is not underlined in the future. Green underline: Word thinks that grammar should be revised. Blue underline: A word is spelled correctly but does not seem to be the correct word for the sentence. For example, you type "too," but the word should be "to." What do you do about the underlines? Right-click an underlined word to see suggested revisions (every once in a while Word may not have any alternate spellings). Click a revision to replace the word in the document and get rid of the underlines. Note that if you print a document with these underlines, they will not show up on printed pages. A note of caution about green and blue underlines: Word is really good at spelling, which is pretty straightforward (most of the time). But grammar and correct word usage take some judgment. If you think that you are right, and Word is wrong, you can ignore the suggested revisions and get rid of the underlines. Printing and Print Preview in Word 2010 In Microsoft Office 2010 programs, you now preview and print your Office files in one location on the Print tab in the Microsoft Office Backstage view. View each page as it will look when printed Print preview automatically displays when you click on the Print tab in the Backstage view. Whenever you make a change to a print-related setting, the preview is automatically updated. 1) Click the File tab, and then click Print. Tip: To go back to your document, click the File tab. 2) A preview of your document automatically appears. To view each page, click the arrows below the preview. ICT Training, Maxwell School of Syracuse University Page 12

13 Print a document The Print tab in the Backstage view is the place to go to make sure you are printing what you want. Follow these steps to print a document. Clicking the File tab displays the Backstage view. Click the Print tab to print a document, change printrelated settings, and to automatically display a preview of your document. Click the Print button to print your document. This dropdown shows the currently selected printer. Clicking the dropdown will display other available printers. These dropdown menus show currently selected Settings. Rather than just showing you the name of a feature, these dropdown menus show you what the status of a feature is and describes it. This can help you figure out if you want to change the setting from what you have. 1) Click the File tab, and then click Print. 2) The properties for your default printer automatically appear in the first section. When the properties for your printer and document appear the way that you want them to, click Print to print the document. Note: To change the properties for your printer, under the printer name, click Printer Properties. Print part of a document You can print all or part of your document. Options for choosing what part of a document is printed can be found on the Print tab in the Microsoft Office Backstage view. Under Settings click Print All Pages to view these options. ICT Training, Maxwell School of Syracuse University Page 13

14 Choosing Print All Pages will print the entire document. Choosing Print Selection will only print the selected content. Choosing Print Current Page will only print the current page. Choose Print Custom Range to print a range of pages. Your cursor will move automatically to the Pages box. Enter the page numbers and/or page ranges separated by commas counting from the start of the document or the section. For example, type 1, 3, To specify a range of pages within a section, type p page number s section number. For example, p1s2, p1s3-p8s3. To print an entire section, type s section number. For example, type s3. Choose Only Print Odd Pages to print odd pages in the document. Choose Only Print Even Pages to print all even pages in the document. To print part of a document, do the following. 1) Click the File tab, and then click Print. Tip: To go back to your document and make changes before you print it, click the File tab. 2) Under Settings, click the Print All Pages button and choose the part of the document to be printed. 3) The properties for your default printer automatically appear in the first section. When the properties for your printer and document appear the way that you want them to, click the large Print button to print the document. Note: To change the properties for your printer, under the printer name, click Printer Properties. Print with landscape orientation 1) Click the File tab, and then click Print. Tip: To go back to your document, click the File tab. 2) Under Settings, click the Portrait Orientation button and choose Landscape Orientation. Note: This setting can also be changed on the Page Layout tab. Click Orientation, and then click Landscape. 3) Click the large Print button. ICT Training, Maxwell School of Syracuse University Page 14

15 Print multiple copies of a document 1) Click the File tab, and then click Print. Tip: To go back to your document, click the File tab. 2) Next to the large Print button, choose the number of copies in the Copies box. 3) Click the large Print button. Note: To print a complete copy of the document before the first page of the next copy is printed, under Settings select Collated. If you prefer to print all copies of the first page and then print all copies of subsequent pages, select Uncollated. Customizing the Status Bar Written by Keith Johnson This following article was written by Keith Johnson, and relates to Word However, the steps are exactly the same for Word In Microsoft Word 2007(and 2010), the document s Status Bar is much improved over previous versions of Word and there are many settings that you may choose within the status bar to enhance your document development process. You must right-click over the bottom blue beneath the actual document, and Word will display the popup window that you see in the image on the right. If there is a check in the pop-up window s left hand column next to an individual option, then it is activated. To deselect, simply left-click your mouse over the check mark that is next to the option you wish to deactivate. What the Customize Status Bar allows you to potentially view as you are working: 1) The total number of formatted pages. 2) The section of the document you are working on. 3) The page number that you are currently seeing on the screen. 4) The actual Vertical Page number. 5) The actual Line Number where the cursor is currently at. 6) The actual Column Number where the cursor is currently at. 7) The total word count of the document. 8) Spelling and Grammatical error check. 9) Language verification. 10) Signatures (must select ON or OFF). 11) Information Management policy (must select ON or OFF). 12) Permission (must select ON or OFF). 13) Track Changes (must select ON or OFF). 14) Caps Lock (must select ON or OFF). 15) Over Type (must select Insert or No-Insert). 16) Selection Mode. 17) Macro Recording (must select RECORDING or NOT RECORDING). 18) View Shortcuts. 19) Zoom (current Zoom percentage). 20) Zoom Slider. ICT Training, Maxwell School of Syracuse University Page 15