THE RIBBON A CREATING NEW DOCUMENTS, OPENING, AND CLOSING FILES PRINTING AND SAVING

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1 Microsoft Word 2010 THE RIBBON A C B A. Tabs The tab system started in Word They replaced the menus used in the older versions. B. Group Within each tab, there are subtasks, organized by group. C. Command Buttons Each group contains several buttons, for carrying out commands or displaying menus. CREATING NEW DOCUMENTS, OPENING, AND CLOSING FILES To create a New document: o Click the File tab in the top left corner of the screen and choose New. To create a blank document, click the Create button on the right side. You may also choose a template from Office.com by clicking any of the categories listed. Note: You must be connected to the Internet in order to download a template. To Open a document that you created previously and is saved: o Click the File tab in the top left corner of the screen and choose Open. Browse to the desired document. To Close a document without closing Word: o Click the File tab in the top left corner of the screen and choose Close. PRINTING AND SAVING To Print a document: o Click the File tab in the top left corner of the screen and choose Print. You can make changes, such as number of copies, two-sided, orientation, and paper size from this screen. For more advanced changes, click Printer Properties below the print name. 2

2 When you are ready to print, click the print button at the top. Note: Print Preview is now incorporated into the Print function. You will see the preview on the right side. Zoom in or out and navigate to a different page of the document by using the tools at the bottom of the screen. To Save a document: o Click the Save icon located in the Quick Access Toolbar. o OR Click the File tab and choose Save. Note: The first time you save a document, it automatically takes you to Save As, so you can designate a file name and a save location. However, every subsequent Save, you will not see this window. To change the name or location of a file, choose Save As. To Save Your Document to be opened with Word 2003 or an older version: o Click the File tab and choose Save As. o In the Save as type box, below File name, choose Word Document. FORMATTING THE BASICS Font, Size, and Color To change the Font, go to Home (Tab) Font (Group) Click on the down-pointed arrow and scroll through the choices to find the desired font. To change the Font Size, go to Home Font, then click the down-pointed arrow to select a size. o Font sizes are measured in points (1/72 inch = 1 point). Standard is points. To change the Font Color, go to Home Font Bold, Italics, Underline Go to Home Font Alignment Left Aligned: The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. Right Aligned: The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. Centered: The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. Justify: The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. Go to Home Paragraph 3

3 Line Spacing Change the spacing between lines (single, 1.5, double, etc). Note: The default line spacing in Word 2010 is In previous versions it was 1.0. Go to Home Paragraph After Spacing Change the amount of space between paragraphs (each time you hit Enter). Note: The default line spacing in Word 2007 and 2010 is 10 pt. In previous versions it was 0. Go to Page Layout Paragraph Bulleted and Numbered Lists All of the small, black circles on this handout are called bullets. They are used to emphasize text, or to create lists. Bulleted List o Go to Home Paragraph o Press the down arrow to the right of the bullet icon for more bullet choices. Go to Define New Bullet for even more choices. Numbered List o Go to Home Paragraph CUT, COPY, AND PASTE One advantage to word processing over typing is maneuverability. If you want to change the location of the text, you can move it without having to re-type. This is called cutting and pasting. Highlight the text you would like to move. To highlight, click and drag across the desired text or move your blinking cursor to the beginning of the desired text, hold down Shift on the keyboard and use the arrow keys on the keyboard to highlight one character at a time. Go to Home Clipboard Now you need to tell the computer where you would like to put the text. Move the blinking cursor (using the mouse or arrow keys on the keyboard) to where you would like the text. Go to Home Clipboard 4

4 Copy and Paste works the same way. However, the highlighted text is duplicated, not removed from the document. To practice, follow the above instructions, but go to Home Clipboard Copy instead of Cut. FIXING YOUR MISTAKES Undo Oops! You made the whole document 18 pt. type or worse yet, you deleted everything. What now? The Undo Button will remove your formatting changes one at a time. Go to the Quick Access Toolbar (above the File tab) Spelling Microsoft Word automatically puts red squiggly lines under words it thinks you have spelled incorrectly. Green squiggles indicate a grammatical or formatting error. These show up on the screen, but not on the printed version of your document. To correct a single misspelled word, try right-clicking on the word. You should see a list of suggestions as well as an option to Ignore. Spelling and Grammar Go to Review Proofing Spelling and Grammar. Word scans your entire document for misspelled words and grammatical errors. It provides suggestions for correct spelling, in addition to the option to add new words to your Word dictionary. AutoCorrect: AutoCorrect knows when you ve misspelled a word and corrects it for you. It doesn t work for everything, but it will change common errors such as teh for the, or becasue for because. APPEARANCE AND LAYOUT OF THE PAGE Margins The margin is the empty space around the border of the page. The default setting is 1 for all four sides. Go to Page Layout Page Setup Margins Orientation You may change the way a page is turned when it comes out of the printer. Go to Page Layout Page Setup Orientation 5

5 KEYBOARD SHORTCUTS FOR COMMON TASKS Enter a non-breaking space FG + h Enter a non-breaking hyphen FG + - Make text bold F + B Make text italicized F + I Make text and spaces underlined F + U Make text underlined, but not spaces FG + W Increase font size one level FG + > Decrease font size one level F G + < FORMAT WITH SMALL CAPS F G + K CHANGE case of Text G + 3 (rotates between UPPER, lower, Initial capital) Left-align paragraph (default) F + L Center-align paragraph F + E Right-align paragraph F + R Full justification (flush left and right edges) F + J Insert page break (new page without multiple I) F + I Single Spacing F + 1 Double Spacing F + 2 One and one-half Line spacing F + 5 Insert hyperlink (only needed to have label different than URL) F + K Insert footnote FE + F Insert endnote FE + D Make selection Select entire word (left / right) Select entire paragraph (up / down) Select all of current line Select everything in document Copy selection Cut selection Paste from clipboard Undo previous G + arrow keys GF + a / GF + c GF + b / GF + d G + X F + A F + C F + X F + V F + Z 6

6 Redo previous Help Menu 1 Print Save Wheaton Public Library Intro. to Microsoft Word F + Y F + P F + S COMMON ERRORS USING WORD PROCESSORS 1. Using the h or N at the end of a paragraph to get to a new line. (Use I instead.) 2. Pressing I more than once between paragraphs. (If you want more space between paragraphs, change After Spacing.) 3. Pressing I repeatedly to force text to the next page. (Use Page Break instead.) 4. Pressing I at the end of a line instead of allowing the word processor to wrap text. (Don t use I like the carriage return of a typewriter allow the word processor to do the work.) 5. Using two spaces between sentences. (That was the norm with typewriters which used monospaced fonts, but word processors typically use proportional fonts and only need one space between sentences.) 6. Attempting to align text with the h. (Use N instead; if necessary, use the Ruler, found on the View tab.) Keyboard Shortcuts and Common Errors courtesy of Ross Valentine, Geneva Public Library 7

7 Microsoft Word 2010 Part 2 Wheaton Public Library Intermediate Microsoft Word THE RIBBON A C B A. Tabs The tab system started in Word They replaced the menus used in the older versions. B. Group Within each tab, there are subtasks, organized by group. C. Command Buttons Each group contains several buttons, for carrying out commands or displaying menus. COLUMNS AND TABLES People often use columns when what they actually need is a table. Columns are only used for continuous text. If you would like to be able to type in the second column without filling the first, you need to use a table. Tables Go to Insert (Tab) Tables (Group) o Move your mouse over the squares to choose the desired number of rows and columns. To type in the number of rows and columns, choose Insert Table. o Once a table is inserted, two new tabs appear: Table Tools Design and Layout. Use these tabs to customize your table by removing borders, added banded rows, etc. Columns Go to Page Layout Page Setup TEXT EFFECTS AND WORDART Text Effects Add outlines, shadows, reflections, or glows to text or choose one of the pre-made text effects. Go to Home Font 3

8 WordArt Wheaton Public Library Intermediate Microsoft Word Go to Insert Text o Once WordArt is inserted, click on the text you have made WordArt and a new tab appears: Drawing Tools Format tab. Use this tab to change the color, text direction, text wrapping, etc. HEADERS AND FOOTERS The header of a document shows the same text on the top of each page. The footer shows text on the bottom of the page and is usually used for page numbers and date and time stamps. Go to Insert Header & Footer TIP: To view the Header and Footer of a document, double-click in the top or bottom margin of the page. To get out of Header/Footer view, double-click in the middle of the page. ILLUSTRATIONS To insert a Picture that is saved on your computer: o Go to Insert Illustrations Picture o Browse to the desired picture on your computer. To insert a Clip Art image: o Go to Insert Illustrations Clip Art o A Clip Art window appears on the right side of the screen. Type something in the Search box and click Go. Remember: Clip Art images are free to use. You will not find images that would be copyrighted. Clip Art is a much better choice than copying an image from the Internet. o Click on the desired image and it appears in your document. To insert a Shape: o Go to Insert Illustrations Shapes o Choose a shape. Click and drag to draw the shape. o Once a shape is inserted, click on your shape and a new tab appears: Drawing Tools Format tab. Use this tab to change the color, border, text wrapping, etc. To insert a Screenshot: o Go to Insert Illustrations Screenshot o To insert a picture of an entire window, click the desired window. 4

9 Wheaton Public Library Intermediate Microsoft Word o To insert a portion of a window or a portion of the desktop, choose Screen Clipping. The screen will then turn grayish. Click and drag to draw a box around the desired portion of the screen. The images of buttons in this document were inserted using Screen Clipping. EDITING PICTURES When you click on an inserted picture, a new tab appears: Picture Tools Format. Note: If you click away from the picture, this tab disappears. The following features are found on the Picture Tools Format tab: Corrections Adjust the brightness, contrast, and sharpen or soften a picture. Color Recolor the picture to black and white, sepia tone, washout, or tint the entire picture one color. Artistic Effects Add fun and interesting effects to your pictures, such as Paintbrush, Film Grain, or Cement. Wrap Text Change the way the text wraps around a picture. In order to be able to click and drag your picture anywhere on the page, choose Square or Tight. Crop Crop a portion of the picture out. You can also change the picture shape using Crop to Shape. Note: Crop to Shape replaced Picture Shape from Word FORMAT PAINTER The Format Painter is a quick way to copy multiple formatting changes from one set of text to another. Highlight the text to copy formatting. Go to Home Clipboard o If you are going to be copying the formatting to multiple places in the document, doubleclick the Format Painter button and it will then stay on until you turn it off. Highlight the text to receive the formatting change. 5