Microsoft Word Quick Reference Guide. Union Institute & University

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1 Microsoft Word 2010 Quick Reference Guide Union Institute & University

2 Contents Using Word Help (F1)... 4 Window Contents:... 4 File tab... 4 Quick Access Toolbar... 5 Backstage View... 5 The Ribbon... 5 Text Box Commands... 6 The Status Bar... 6 Working with Documents... 6 Opening a Document... 6 Opening a Recent Document... 6 Creating a New Blank Document... 6 Saving a Document... 6 Page Layout... 7 Selecting the paper Size... 7 Changing the Page Orientation... 7 Setting Page Margins... 7 Inserting Page Numbers... 7 Removing Page Numbers... 8 Page Layout Tab... 9 To add section breaks... 9 Adding Tab Stops Indents Text Formatting Text Text Effects Checking Spelling, Grammar and Context Using Bullets and Numbers Cutting, Copying, and Pasting Text Live Preview Turning Off Live Preview Using the Format Painter Paragraph Formatting Inserting Header and Footers

3 Inserting a Blank Page / Page Break Inserting Date and Time Creating a Table of Contents References Tab How to Update the Table of Contents Review Tab Track Changes To check for changes in a document Removing Tracked Changes Hiding / Displaying Tracked Changes Editing Searching for Text Searching for Objects Replacing Text (Ctrl + H) Using Word Count Illustrations Inserting Pictures, Clip Art and Shapes Inserting a Screen Shot Snipping Tool Open Snipping Tool Use Snipping Tool to Capture Screen Shots Changing Snipping Tool Options Output Previewing and Printing (Ctrl + P) ing a Document Recovering Files Recovering Unsaved Documents Recovering Previously Saved Documents Comparing a Document with an AutoSaved Version Additional Features Customize Your Ribbon Creating a Document from a Template Creating a Document from an Office.com Template The Push Pin Feature Document Navigation

4 To view the Document Navigation Pane Organizing Document Headings

5 Getting Started with Microsoft Word Using Word Help (F1) Get Help by clicking the Microsoft Word Help Button located in the upper left hand corner of the screen. Or, click File, and click Help Chose an item from Browse Word 2010 Support Click the book icon at the top of the window to browse the Table of Contents Click on the book icon next to each topic listed Use the search window to type in keywords Click on the desired topic Note: Once a topic is displayed, click on the print icon, select the desired options, click Print. Window Contents: File tab New- The Microsoft Office Button in Word 2007 has been replaced with a File tab. By clicking the File tab, a drop down box of options appears. It allows users to Save, Save As, Open, Close, View Document Information (as seen below), Open Recent Documents, Open a New Document, Print, Save & Send, Open Microsoft Office Help, Change Options and Exit.

6 Quick Access Toolbar-The top toolbar (above the File tab) contains shortcuts for tools. (e.g.: save, undo, redo, etc.) 5 Note: Clicking the arrow will allow the user to select more tools for the toolbar. (e.g.: New, Open, Save, , Quick Print, Print Preview, Spelling and Grammar, etc.) Backstage View Below the Quick Access Toolbar, is the Backstage View, which contains Tabs to work with files and settings. By clicking on the various tabs, different tools are displayed below the Backstage View in the Ribbon. The Home tab displays tools in the Ribbon for: Clipboard, Font, Paragraph, Style and Editing. Pictured below, the Insert Tab displays tools in the Ribbon for: Pages, Tables, Illustrations, Links, Header & Footer, Text and Symbols. The Ribbon is below the Backstage View and changes as the tabs on the Backstage View are changed. The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups, which are collected together under tabs. Each tab relates to a type of activity, such as writing or laying out a page. To reduce clutter, some tabs are only shown when needed. For example, the Picture Tools is shown only when a picture is selected. Pictured below is the Page Layout tab in the Backstage View and the corresponding Ribbon which includes tools for Themes, Page Setup, Page Background, Paragraph, and Arrange.

7 Text Box Commands To display the text box commands, click on the diagonal arrow in the corner of the desired group in the ribbon. 6 The Status Bar is located at the bottom of the screen. It contains document information and shortcuts. Working with Documents Opening a Document Click on File Select Open A new window will open Locate and select the file to open Click Open Opening a Recent Document Click on File Click on Recent Recent Documents are displayed in the left pane Click on the desired document Creating a New Blank Document Click on File Click New Click on Blank Document Click Create Saving a Document 1. Click on File Select Save 2. Select Save As to save the document in another format Select where you want to save the document Name the document in the file name box Click the arrow on the save as type box and select a type Click Save

8 7 Page Layout Selecting the paper Size Click on the Page Layout tab Click Size 1. For a standard size - Select from the drop down menu 2. For a custom size- Select More Paper Sizes Enter the desired Width and Height Click OK Changing the Page Orientation Click on the Page Layout tab Select Orientation Select Portrait or Landscape Setting Page Margins Click on the Page Layout tab Select Margins 1. Select the desired margin from the menu 2. For a custom margin Select Custom Margins Enter the desired values Click OK Inserting Page Numbers Click on the Insert tab Select Page Number Select the desired location for the page number Select a format from the drop down menu Click the Close Header and Footer button

9 Removing Page Numbers Click on the Insert tab Click on Page Number Click Remove Page Numbers 8 Formatting Page Numbers After inserting page numbers, you can select to change the format. Click on the Insert tab Click on the Page Number Click on Format Page Number Click the Number Format drop down arrow Select desired option 1, 2, 3, -1-, -2-, -3-, a, b, c A, B, C, I, ii, iii Click OK You can start numbering on the second page of your document, or you can start numbering on a different page. Start numbering on the second page Double-click the page number This opens the Design tab under Header & Footer Tools Select the Different First Page check box (This will leave the first page without a number and start numbering the second page with number 2.) To start numbering with 1 (on the second page) Double-click the page number This opens the Design tab under Header & Footer Tools Select the Different First Page check box Click Page Number in the Header & Footer group Click Format Page Numbers Click Start at and enter 0 Click Close Header and Footer on the Design tab (This will leave the first page without a number and number the second page with number 1.) (If you select Start at: 1, the first page will be blank and the second page will have a number 2.)

10 Page Layout Tab To add section breaks Place your cursor where you want the break Click on the Page Layout tab Click Breaks in the Page Setup group 9 Click Next Page under Section Breaks Double-click in the header area or the footer area (near the top of the page or near the bottom of the page). This opens the Header & Footer Tools tab Click Page Number Click Format Page Numbers Click the drop down arrow and select the desired format Note: If you select Continue from previous section, it will appear to remove your section break. (The break is still in your document, but it is continuing numbering from the previous section. Select the page number you want to start numbering the section with Click Close Header and Footer Note: To use Include chapter number, you need to use Heading styles and multi-level lists (in the Paragraph group from the Home tab). To View or Delete Section Breaks Click on the Home tab Click on the Format icon in the paragraph group Section breaks will appear. Place your cursor on the section break and press delete to remove it. Click the Format icon again to turn it off

11 Adding Tab Stops The facilitator should review the following information. By default there are no tab stops when you open a new blank document To display the ruler: 1. Click View and Check the Ruler in the Show group 2. Click the View Ruler icon at the top of the vertical scroll bar Click the tab selector at the left end of the ruler to select the desired tab stop Click the ruler where you want the tab stop Demonstrate the location of the View Ruler icon and Tab Selector. Review the different tab stops shown below and available in the sample document. 10 Indents Click the First Line Indent Click the upper half of the ruler where you want the first line of a paragraph to begin. Click Hanging Indent Click the lower half of the ruler where you want the remaining lines for the paragraph to begin You can also set tab stops using the dialog box Click the Page Layout tab Click the Paragraph Dialog Box Launcher Click Tabs Enter the location for the tab stop Under Alignment, select the desired type of tab stop Click the desired option under Leader Click Set Click OK Clear Tab Stop Spacing Click on the Page Layout tab Click the Paragraph Dialog Box Launcher Click Tabs 1. Under Tab Stop Position, click the desired tab stop position Click Clear 2. Select Clear All Click OK

12 Text Formatting Text 1. Click Home Select the text you want to format Use the format tools in the Font group 2. Click Home Click on the show font dialog box 11 Select desired Formatting Click OK Text Effects You can add shadows, reflections, or glows. Select the text Click on the Home tab Click the Text Effect (the glowing A in the Font group) Select the desired effect Use the Clear Formatting icon to remove effects Checking Spelling, Grammar and Context 1. Word will automatically check spelling grammar and context as you type. Errors are indicated by a red, green, or blue wavy line under the text. To correct errors, place your cursor on the text with the wavy line and right click the mouse. Select from the options provided. 2. Click the Review tab Click Spelling & Grammar in the Proofing group Note: To change the Editing options: Click File, Options, Proofing, select desired options and click OK. Using Bullets and Numbers 1. Click Home Highlight the text to add bullets or numbers In the Paragraph group click: The bullet icon Number icon Multilevel List 2. Type an * asterisk for bullets or 1. for numbers Press the space bar or Tab Type the desired text Press enter Enter twice to end the bulleted list Note: To promote or demote a bulleted or numbered item use the Decrease or Increase Indent buttons in the Paragraph group. Cutting, Copying, and Pasting Text Click on Home

13 Highlight the desired text Select Cut (Ctrl + X), or Copy (Ctrl +C) Place the cursor where you want the text 1. Click the Paste button 2. Click the arrow below the Paste button a. Select the desired paste option i. Keep Source Formatting ii. Merge Formatting iii. Keep Text Only (no formatting) 3. Right click a. Select the desired paste option i. Keep Source Formatting ii. Merge Formatting iii. Keep Text Only (no fromatting) Note: To preview pasting text, place the cursor over the various paste options using the Paste arrow key in the Clipboard group or right clicking the mouse. 12 Live Preview A new feature is the Live Preview. This allows you to see how text will look when it is pasted and gives you various options to format the item to be pasted. Note: To preview pasting text, place the cursor over the various paste options using the Paste arrow key in the Clipboard group or right clicking the mouse. b. Hover your mouse over the various options to see the Live Preview iv. Keep Source Formatting v. Merge Formatting vi. Keep Text Only (no fromatting) c. Select the desired paste option Turning Off Live Preview Explain and demonstrate the following are directions to disable Live Preview. Click File Click Options Click Advanced Under Cut, Copy and Paste: Clear the Show Paste Options button when content is pasted checkbox

14 13 Using the Format Painter The Format Painter will copy text or graphic formatting from one area to another. Click on the Home tab Highlight or select the text or graphic that has the format you want to copy Click on the Format Painter in the Clipboard group The mouse will change to a paint brush icon Select the text or graphic to apply the formatting to Paragraph Formatting Click on Home 1. Use the Paragraph group tools 2. Click on the Show Paragraph dialog box Select desired options Click OK Inserting Header and Footers Click on the Insert tab Click on Header or Footer Select a Header or Footer from the drop down menu Enter desired text Other items from the Insert tab may be put in the Header and Footers (Page Number, Text Box, and Date & Time) Inserting a Blank Page / Page Break Click on Insert Place your cursor in the document where you want the blank page or break 1. Select Blank Page 2. Select Page Break (Ctrl + Return) Inserting Date and Time Click on Insert Place your cursor in the document where you want the Date & Time Click on Date & Time

15 Select the desired format Click OK Check the update automatically box if you want the date and time to update when you open or print 14 Creating a Table of Contents You create a table of contents by applying heading styles for example, Heading 1, Heading 2, and Heading 3 to the text that you want to include in the table of contents. Microsoft Word searches for those headings and then inserts the table of contents into your document. When you create a table of contents this way, you can automatically update it if you make changes in your document. Mark entries for a table of contents, by using built-in heading styles. You can select the style prior to typing the text. If you already have a completed document, highlight the text and then select the desired style. Select the text that you want to appear in the table of contents. On the Home tab, in the Styles group, click the style that you want. For example, if you selected text that you want to style as a main heading, click the style called Heading 1 in the Quick Style gallery. If you don't see the style that you want, click the arrow to expand the Quick Style gallery. If the style that you want does not appear in the Quick Style gallery, press CTRL+SHIFT+S to open the Apply Styles task pane. Under Style Name, click the style that you want. References Tab Once you have used the Styles for text Place your cursor where you want to insert the Table of Contents Note: The Table of Contents is usually placed after the title page before the first text page of your document. Insert a page break if necessary. Click the References tab Click Table of Contents A new window will open Select desired table format How to Update the Table of Contents 1. Click Update Table from the Reference tab 2. Click on the Table of Contents and Click Update Table tab at the top right of the table Select From: Update page numbers only Update entire table

16 Click OK 15 Review Tab Track Changes Track changes is useful for making revisions to a document. When it is turned on, deleted items appear in balloons in the margin and insertions appear underlined a user can also make comments. These changes can be hidden, but are part of the document until the changes are accepted or rejected. To Track Changes Click on the Review tab Click on the Track Changes icon Make the desired changes to the document To check for changes in a document Click the File tab Click Info Select Check for Issues Click Inspect Document The Document Inspector will open Click Inspect If tracked changes are found, you can select remove all Click close Removing Tracked Changes Click on the Review tab Click on the Show Markup drop down arrow Ensure the following items are checked: Comments Ink Insertions and Deletions Formatting All Reviewers In the Changes group Click Next or Previous 1. Click Accept, Reject or Delete for all tracked changes 2. Click Accept All Changes

17 3. Reject All Changes In the Comments group Click the Delete drop down arrow Select Delete All Comments 16 Hiding / Displaying Tracked Changes To hide tracked changes: Click on the Review tab Click on Final or Original To show Tracked Changes: Click on the Review tab Click Final: Show Markup or Original: Show Markup Editing Searching for Text Click Home Click Find Type the text you are searching for The results will appear in the Navigation pane Note: Use the drop down arrow in the Search Document window to search for items other than text. Searching for Objects Click Home Click Find Click the down arrow in the Search Document field in the Navigation Pane. Select from the find options Replacing Text (Ctrl + H) Click Home Click Replace Enter the text to be replaced in the Find what box Enter the new text in the Replace with box Click Find Next Select from Find Next, Replace, or Replace All Click Close Using Word Count Click on the Review tab Click Word Count Click Close Illustrations Inserting Pictures, Clip Art and Shapes Click on the Insert tab Place your cursor where you want the illustration in the document 1. Click Picture to insert a picture from a file

18 Locate and select the file Click Insert 2. Click Clip Art to insert clip art Enter the item you want in the Search for box Click Go Select the desired item 3. Click Shapes Select the desired shape Click and drag to place it in the document Note: The Format tab (as pictured below) will appear to format the illustration. 17 Inserting a Screen Shot You can take a screen shot of any window that is not minimized and insert it into a document. Click on the Insert tab Place your cursor in the document where you want the screen shot Click Screenshot 1. Click Available Windows to insert a screen that is open 2. Click Screen Clipping to insert a screen shot you create from an open window Click and drag the area you want to select and insert Note: The Formatting tab will appear. Snipping Tool You can use Snipping Tool to capture a screen shot, or snip, of any object on your screen, and then annotate, save, or share the image by using a mouse or tablet pen to capture a snip. Open Snipping Tool Click the Start button Click All Programs Click Accessories Click Snipping Tool Use Snipping Tool to Capture Screen Shots Click the New drop down arrow in the Snipping Tool Window Select from: Free-form Snip - Draw an irregular line, such as a circle or a triangle, around an object Rectangular Snip - Draw a precise line by dragging the cursor around an object to form a rectangle Window Snip - Select a window, such as a browser window or dialog box that you want to capture Full-screen Snip -Capture the entire screen when you select this type of snip Use the mouse or pen to capture the desired snip

19 Note: When Snipping Tool is open, a white overlay appears on your screen until you capture a snip. After you capture a snip, it's automatically copied to the mark-up window, where you can annotate, save, or share the snip. 18 Changing Snipping Tool Options Click Options Check or uncheck the desired Application Click OK

20 Output Previewing and Printing (Ctrl + P) Click on the File tab Click Print The preview is automatically displayed on the right side of the screen Select the desired print options Click Print 19

21 ing a Document Click on the File tab Click Save & Send Select Send Using Select from Send as Attachment, Send as PDF, Send as XPF, or one of the other options if available An will open with the document attached Complete the To box Click Send 20 Recovering Files Recovering Unsaved Documents Auto Recover and Auto Save are automatically turned on, to allow you to recover a file you closed without saving. Click the File tab Click on Manage Versions (in the middle of the screen) Click Recover Unsaved Documents Select the desired document Click Open

22 Recovering Previously Saved Documents If you close a file that was previously saved, without saving your most recent changes, you can overwrite the file with the last AutoSaved version. Click on the File tab Under Versions Select the version labeled When I closed without saving Click Restore Click OK 21 Comparing a Document with an AutoSaved Version You can compare a previously AutoSaved Version of a document with your current document and pick the changes you want to save. Click on the File tab Select the desired version you want to view Click Compare Use the Review tab to accept or reject Additional Features Customize Your Ribbon Click on the File tab Select Options Select Customize Ribbon Select an option from the drop down menu under Choose commands from: On the Right Side of the screen, click the drop down arrow under Customize the Ribbon Select: All Tabs, Main Tabs, or Tool Tabs 1. To hide or display a tab, check or clear the box next to the item 2. To rename a tab or group, select the current name and click Rename Enter a new name and Click OK 3. To rearrange tabs and groups, select the tab or group Click the Move Up arrow or Move Down arrow Click OK

23 22 Creating a Document from a Template Click on File Select New On the left under Available Templates select Blank Document from the options: Blank Document Recent templates Sample templates My Templates New from Existing Click Create

24 23 Creating a Document from an Office.com Template Click on File Select New Click on the desired Office.com Template category Click on the desired template Click Download The Push Pin Feature Microsoft Word will track the last few local or online locations you visited in that program. You can keep the ones you select on a list. Click the File tab Click Recent The far right hand column will display the recent locations Right click the location to keep and select Pin to list The push pin will change directions and color when it is pinned To Unpin a Location Click the pin again to unpin the location. Right click the location and select Remove from list To Clear the list of locations Right click and select Clear unpinned places

25 24 Document Navigation If a document has Styles included, the user can utilize the Navigation Pane to change the organization of a document. The Navigation Pane in Word 2010 offers a top-to-bottom view of your document s heading and page structure and provides a quick way to organize content without having to scroll or cut and paste large chunks of text. It s an ideal tool to use as you develop and edit long or highly structured documents. The Navigation Pane is also home to search functionality in Word To view the Document Navigation Pane Click View Click Navigation Pane in the Show group The Navigation Pane will be displayed on the left of the screen There is a Search Document at the top of the pane. You can type text in this area and the corresponding results will be displayed and highlighted. The pane can be viewed by Headings in the document, Pages in the document, or Results from a current search by clicking the corresponding icon (as shown below). Clicking on the various Headers or Pages will take you directly to that location in the document. Organizing Document Headings Headers and their corresponding text can be easily rearranged by clicking and dragging. You can right-click any heading to perform additional actions such as: Promoting or demoting a heading. Adding a new heading before or after the current heading. Adding a subheading. Deleting a heading.

26 The Document Navigation Pane is pictured below showing the Heading view. 25

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