INTRODUCTION TO MICROSOFT WORD 2010

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1 Southern Illinois University School of Medicine Medical Library INTRODUCTION TO MICROSOFT WORD 2010 QUICK ACCESS TOOLBAR The Quick Access Toolbar is located at top left of the screen Click on the black triangle to add icons for commands that you use often. Choose More Commands to show more options, WORD RIBBON The Word Ribbon uses Tabs to group and organize related tasks. TO MINIMIZE THE WORD RIBBON TO SHOW JUST THE TAB NAMES: Click the Minimize Ribbon button at upper right OR Hold down the Ctrl + F1 keys Toggle the Ribbon display back on in the same way.

2 VIEW CONTROLS This panel in the lower right corner lets you switch between different views of the document (print layout, full screen, outline and draft views) and lets you zoom in or out NAVIGATION PANE To turn on the Navigation pane display: 1. Select the View Tab 2. Check the Navigation Pane box. The Navigation Pane provides multiple ways to find what you re looking for in your document. If you use styles to add headings, the Navigation Pane lists the headings so you can click and go directly to that section. You can also search and find text within your document. FILE TAB BACKSTAGE VIEW When you click File, Backstage view opens, and the Info Tab is automatically displayed which includes information about the document such as: File permissions File versions File size, number of words, number of page Creation and revision dates Page 2

3 Click on the Recent Tab on the left to display recent documents: To pin a specific file or folder to the displayed list, click the small push pin to the right of the file name The item will be saved and displayed with the list each time. To unpin the item, click the icon a second time. To close Backstage View, click the File a second time, or click on another tab on the ribbon. PAGE LAYOUT TAB The Page Layout Tab includes setting margins, page orientation, breaks (page, column, etc), indentation and spacing between paragraphs. SETTING PAGE MARGINS To set your page margins, click the Page Layout Tab and then click Margins. You can choose one of the pre-set margins or choose Custom Margins at the bottom. Custom Margins will display the Page Setup Dialog Box with more options. Page 3

4 VIEW TAB VIEW TAB: DOCUMENT VIEWS SECTION Print Layout: view the document as it will appear on the printed page. Full Screen Reading: Maximize the space for reading. Web Layout: View the document as it would look as a web page. Outline: view document as an outline and show outlining tools. Draft: view for quick editing. DISPLAY THE RULER, GRIDLINES AND NAVIGATION PANE - VIEW TAB: SHOW SECTION Ruler show the ruler to measure and line up items in the document Gridlines turn on to align objects in the document Navigation Pane view the document pages as small pictures VIEW TAB: WINDOW SECTION VIEW DOCUMENTS SIDE BY SIDE. Open the two documents you want to view and compare Click the View Tab and then in the Window section of the Ribbon, choose View Side by Side If you don t want the documents to scroll together, click Synchronous Scrolling to turn off the scrolling. Click Synchronous Scrolling again to resume the coordinated scrolling. INSERT TAB Page 4

5 PAGE NUMBERS To insert page numbers, click on the Insert tab, look for the Header & Footer section and click Page Number. You can then choose Top of Page or Bottom of Page and the format that you want for the page number. Note that you are now in the header or footer area of the document and that the toolbar has changed to Header & Footer Tools Design. Click on Close Header and Footer at the far right side of the toolbar in order to exit the Header or Footer area. REVISING TEXT MOVING AND COPYING TEXT AND GRAPHICS DRAG-AND-DROP EDITING Easiest way to move or copy selected text a short distance To MOVE Select text or graphic, put pointer on selection, hold down mouse button and drag the dotted insertion point to the new location To COPY: Select text or graphics, hold down the CTRL key, put pointer on selection, hold down mouse button and drag the dotted insertion point to the new location KEYBOARD COMMANDS Cut CTRL + X Copy CTRL + C Paste CTRL +V Home Tab Toolbar the Clipboard section More convenient when moving or copying a longer distance Page 5

6 Cut - Removes selected text from the screen to the Clipboard Copy - Copies the selected text to the Clipboard Paste - Paste text from the clipboard into your document Format Painter Button - copy formatting from one place and apply it to another 1. Select the text with the formats you want to copy, then double- the Format Painter button. The mouse pointer will change to the Format Painter pointer 2. Select the text to format - the formatting will be applied to the selected text. You can copy the formatting to more than one section. 3. To return to the regular mouse pointer, click the Format Painter button again. FORMATTING PARAGRAPHS HOME TAB TOOLBAR THE PARAGRAPH SECTION LINE SPACING Click on the small black triangle on the line spacing icon to display and choose line spacing options. You can add or remove space before or after paragraphs. Use Line Spacing Options to make exact adjustments ALIGNMENT To change paragraph alignment, use the following buttons on the Paragraph section of the Home Tab Toolbar Left Right Centered Justified Page 6

7 INDENTATION Never press TAB or the SPACEBAR numerous times in an attempt to indent text. Also, don t press enter at the end of each line. When printed, the text may not line up evenly and if you add or delete text the tabs will end up in strange locations. THERE ARE THREE WAYS TO SET INDENTATION Select the paragraph(s) to be changed and do ONE of the following: 1. USE THE INDENTATION BUTTONS ON THE PARAGRAPH SECTION OF THE HOME TAB TOOLBAR To indent a paragraph to the next tab stop To indent a paragraph to the previous tab stop 2. USE THE RULER To display the Ruler, click the View tab; go to the Show section and click the check box for Ruler. Top triangle = first-line indent marker Bottom triangle and square = left indent marker Triangle on right side = right indent marker Click and drag the markers to the desired settings on the ruler: To indent First line only Left edge of paragraph Right edge of the paragraph Do Drag the first-line indent marker Drag the left indent marker Drag the right indent marker 3. USE THE PARAGRAPH SECTION ON THE PAGE LAYOUT TAB MENU TO SET PRECISE MEASUREMENTS FOR PARAGRAPH INDENTS. Page 7

8 SETTING AND CLEARING TAB STOPS USING THE RULER Word has preset tabs at half-inch intervals. To set or change custom tabs, select the paragraphs you want the changes to affect and use the ruler to make the changes. left aligned tab centered tab decimal tab.00 right-aligned tab Widgets 50 $ June Gizmos 120 $19.95 August Thingamajigs 1200 $ September TO SET A TAB STOP: Click on this icon on the left side of the ruler to select the type of tab stop. Then click the point on the ruler where you want to set the tab stop. TO CHANGE A TAB STOP: Click and drag a tab stop marker to move it to another location on the ruler. TO CLEAR A TAB STOP: Click and drag the tab stop off the ruler. TO SET PRECISE MEASUREMENTS FOR TAB STOPS OR TO INSERT LEADER CHARACTERS: Open the Tabs dialog box: Click the Home Tab and then click the tiny box in the lower right corner of the Paragraph section Page 8

9 BULLETED, NUMBERED, AND MULTILEVEL LISTS Home Tab - Paragraph Section The icons for creating numbered, bulleted and multilevel lists can be found on the Paragraph section of the Home Tab. Select text and then click one of the icons to add numbers or bullets. OR, click on one of the icons before typing a list. When the list is completed click the same button again to turn off this feature. BORDERS AND SHADING Home Tab - Paragraph Section TABLES Borders and shading can be added to ordinary text and to paragraphs in table cells and frames. Borders and shading extend from the left indent of the selected paragraph to the right indent of the paragraph. To change the width of the bordered or shaded area in paragraphs with short lines of text, adjust the indent markers on the ruler. INSERTING TABLES Click the Insert Tab and click the Table icon Click and drag to select the number of rows and columns that you want for the table. Page 9

10 TABLE TOOLS: TABLE DESIGN AND LAYOUT CLICK ANYWHERE IN A TABLE TO MAKE THE TABLE TOOLS TAB APPEAR ON THE TOP TOOLBAR: CLICK ON THE LAYOUT TAB TO REVEAL LAYOUT OPTIONS CLICK ON THE DESIGN TAB TO REVEAL DESIGN OPTIONS ADDING ILLUSTRATIONS INSERT TAB ILLUSTRATIONS SECTION Picture Clip Art Shape SmartArt Chart Screenshot After inserting a picture, Picture Tools will appear on the Toolbar. Lets you search in Office and web collections of clip art. Lets you choose from a variety of shapes and then add formatting such as color and drop shadows. Choice of different types of organizational charts Opens an editable data sheet to customize your chart. Different types of charts are listed on the toolbar. Insert a picture of any program not minimized to the Task Bar. Page 10

11 SPELLING AND GRAMMAR REVIEW TAB: PROOFING SECTION The Review tab Proofing section includes Spelling & Grammar, Thesaurus and Word Count. THEMES AND STYLES A theme is a coordinated set of fonts, colors, and special effects applied automatically throughout your document. TO PREVIEW AND CHOOSE A THEME: Click the Page Layout Tab, then click the Themes button. Point to a theme to preview how the document will look. Click the theme to apply it to your document. Using Styles and applying headings will produce the best results Styles let you coordinate the formatting of elements you use in your document such as headings, page title, subtitle, and quotes. In addition, different style sets are available to change the look of your document TO APPLY A STYLE 1. Click on the text you want to format. 2. On the Home Tab, click the arrow on the lower right of the Styles section to display the gallery of styles 3. Preview different styles and click to apply the style. Page 11

12 SELECT A STYLE SET 1. On the Home tab, click the Change Styles button located in the Styles Group 2. Choose Style Set and point to a style set to preview 3. Click to apply the style set to your document. CPG 9/13/12 Page 12

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