Getting started with Word 2010

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1 Getting started with Word 2010 This document is a brief introduction to Word For help with using the Office 2010 interface, see Getting Started with Microsoft Office Formatting your document The Home tab includes a range of tools you can use to format your document. You will find familiar commands for copying and pasting, as well as options for editing your font and paragraph settings. The Home tab also provides quick access to styles, lists and find and replace functions. Using styles Format your document with ease by using styles from the Quick Styles gallery in the Styles group. Simply select the text, or for paragraph styles, click anywhere in the paragraph, and then click on the style name to apply the formatting. The Quick Styles gallery only displays some of the styles available; for the full list, click on the Styles dialog box launcher to display the Styles pane. By default, you will see only a few of the styles that come with Word. Use Options at the bottom on the pane to change what is displayed. In Select styles to show, choose from: Recommended, In use, In current document and All styles. Getting started with Word 2010 From the Styles pane, you can modify styles, create new ones and copy styles between documents. To modify a style, move to the style name in the pane, click on the down arrow that appears and select Modify. Click on the Format button in the Modify Style dialog box to access the full range of formatting options. To create a new style, click the New Style button. To import or export styles between documents, click the Manage Styles button and then click Import/Export. Creating bulleted and numbered lists The Paragraph group on the Home tab includes options for creating bulleted, numbered and multilevel (formerly known as outline) lists. If you require this document in an alternative format, such as larger print, please

2 Choose a bullet type, or numbering or list format. from the Library. You can also define your own bullet, number or multilevel list if the built-in formats don t suit your needs. If you have chosen a multilevel list format that is linked to the built-in Heading styles, e.g., apply your numbering by selecting the appropriate style from the Quick Style gallery or the Styles pane. For formats not linked to the built-in Heading styles, you can use the Decrease Indent and Increase Indent buttons or the Tab keys to change to different levels. Using find and replace To locate a word or phrase in your document, click on Find in the Editing group on the Home tab. The Navigation pane opens on the left of the screen. Click on the magnifying glass icon to set search options, access advanced search, and to search for specific elements such as images or tables. If you have applied styles, you can also use the Navigation pane to move parts of the document to different locations by dragging and dropping the headings. Note: To access the Find and Replace dialog box familiar from previous versions, click on Replace in the Editing group, or click on Find and select Advanced Find. Structuring your document Options for document layout and structure appear on both the Page Layout and the Insert tabs. It can be confusing, but the rule is, if you can t find what you want on Page Layout, try Insert! Changing the page margins To change the margins, click on the Page Layout tab, and on Margins in the Page Setup group. You can choose from Word s built-in settings or click on Custom Margins to define your own. Page Setup includes options to set page Orientation, Size and the number of Columns. This is also where you can insert Breaks page, column and section. Inserting headers and footers To add headers and footers, click on the Insert tab. Click on Header or Footer in the Header & Footer group to choose from the gallery of built-in layouts. Type content into the [Type text] boxes, and remember to delete any boxes you don t want to use to prevent them from displaying. When you insert a header or footer, the Header and Footer Tools tab displays. 2

3 From here, you can insert page numbers from the Header & Footer group, and add images and the date and time from the Insert group. The Quick Parts option in the Insert group also allows you to add AutoText entries, fields, and document properties, such as author or title. You can use the Options group to create a different first page or odd and even page headers and footers, and the Position group to control the height of the header and footer areas. Creating tables Word 2010 allows you to create tables quickly and easily. Click on the Insert tab and on Table. Drag your cursor across the grid to create a basic table, or select Insert Table to display the dialog box familiar from previous versions. You can also choose a built-in design from the Quick Tables gallery, or select Excel Spreadsheet to create a table you can edit in Excel. You can format your table using the options on the Table Tools Design tab. Select a built-in style from the Table Styles gallery, or create your own design using shading and borders. Select and de-select checkboxes in the Table Style Options group to display different sub-sets in the gallery. On the Table Tools Layout tab you can set table properties, insert and delete rows and columns, merge and split cells, align content and enter formulas. Inserting images, diagrams and charts Add interest to your document with images, diagrams and charts. Click on the Insert tab to see the options available in the Illustrations group. Working with images Use Picture and Clip Art to insert images, Shapes to insert basic shapes, SmartArt for diagrams, and Chart for a range of chart types. Screenshot allows you to capture an open window as an image. You can use the Picture option to insert a file of your own or Clip Art to choose from the Microsoft gallery. Word includes a range of image editing tools on the Picture Tools Format tab. Use the Adjust group to recolour the image or add artistic effects; the Picture Styles group to add borders and picture effects; the Arrange group for positioning and text wrapping, and the Size group to resize and crop. 3

4 A new feature in Office 2010 is Remove Background. Areas marked in magenta will be deleted. You can adjust the selection marquee box to include more or less of the background, and you can also mark specific areas to keep or remove. Creating diagrams and charts Click on SmartArt to access a gallery of diagram layouts. You can choose from eight types: list, process, cycle, hierarchy, relationship, matrix, pyramid and picture. Enter text in the text pane or directly into the SmartArt shapes. You can add extra shapes to the graphic, and change the layout and styles through the SmartArt Tools Design tab. To change the look of text and shapes, use the SmartArt Tools Format tab. Click on Chart for a gallery of chart types. Change the chart type and choose a style on the Chart Tools Design tab; add a title, labels and gridlines on the Chart Tools Layout tab, and change shape styles and set positioning on the Chart Tools Format tab. Creating references You will find a range of tools to help you work with long documents on the References tab. From here you can create and update a Table of Contents, use the Footnotes group to insert footnotes and endnotes, and the Captions group to add captions, cross-references and tables of figures. Using proofing and reviewing tools Click on the Review tab to access tools for proofing and reviewing your document. The Proofing group contains a Spelling & Grammar checker and a Thesaurus. You can also display statistics for your document by clicking Word Count. The Comments, Tracking and Changes groups contain tools for reviewing a document using Word s track changes function. Compare allows you to compare versions and combine revisions into a single document. To protect your document, you can apply formatting and editing restrictions through the Restrict Editing option in the Protect group. Word includes settings for correcting and formatting text. To change these settings, click on the File tab and select Options under Help. Click on Proofing to edit the settings for spelling, grammar and AutoCorrect. 4

5 Resources For the full range of Getting started guides, and the material for the course Upgrading to Microsoft Office 2010, see the Basic technology and information skills section at: 5

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