Word 2010: Shortcuts & Word 2003 Commands in 2010

Transcription

1 Word 2010: Shortcuts & Word 2003 Commands in 2010 LEGAL TECHNOLOGY TRAINING & CONSULTING

2 Word 2010: Shortcuts & Word 2003 Commands in 2010 Topics Word 2010 Keyboard Shortcuts... 1 Word 2003 Commands In Word Word 2010: Shortcuts & Word 2003 Commands in 2010 TOC

3 Word 2010 Keyboard Shortcuts To work faster and improve your productivity, here is a short list of shortcuts available in Key CTRL+SHIFT+A CTRL+SHIFT+F CTRL+SHIFT+G CTRL+SHIFT+S CTRL+SHIFT+L CTRL+SHIFT+F5 CTRL + B CTRL + I CTRL + U CTRL+E CTRL+C CTRL+X CTRL+V CTRL+Z CTRL+SHIFT+D CTRL+END END CTRL+HOME Home CTRL+SHIFT+. CTRL+] CTRL+K CTRL+M CTRL+J F10 ALT+F7 CTRL+H CTRL+P ALT+SHIFT+BACKSPACE F12 SHIFT+F3 CTRL+SHIFT+S F7 SHIFT+F7 Behaviour Converts the selected text to capital letters or vice versa Displays the font dialogue box. Displays the word count dialogue box. Displays the apply styles task pane. Applies bullets Bookmark Bold text Italic text Underline text Navigate to the centre paragraph Copy Cut Paste Undo Double underline End of document End of line Beginning of document Beginning of line Increase font Grow font one point Hyperlink Indentation Justifies paragraph Menu mode Moves to the next misspelling Replace Print Redo Save as Rotates through upper, lower and sentence case Style Spell Check Thesaurus Word 2010: Shortcuts & Word 2003 Commands in 2010 Page - 1

4 File Menu Word 2003 Commands In Word 2010 Word 2003 File Menu Word 2010 New Open Close Save Save Save As Page Setup Print Preview Print Send To (Mail Recipient as Attachment) Properties Recently Used Documents Exit File New File Open File Close Quick Access Toolbar Save File Save File Save As Page Layout Page Setup Page Setup File Print File Print File Save & Send Send as Attachment File Info File Recent File Exit Edit Menu Word 2003 Edit Menu Undo Redo Cut Copy Office Clipboard Paste Paste Special Paste as Hyperlink Word 2010 Location Quick Access Toolbar Undo Quick Access Toolbar Redo Home Clipboard Cut Home Clipboard Copy Home Clipboard Office Clipboard Home Clipboard Paste Home Clipboard Paste Paste Special Home Clipboard Paste Paste as Hyperlink Word 2010: Shortcuts & Word 2003 Commands in 2010 Page - 2

5 Word 2003 Edit Menu Clear (Formats) Select All Find Replace Go To Word 2010 Location Home Font Clear Formatting Home Editing Select Select All Home Editing Find Home Editing Replace Home Editing Find Go To View Menu Word 2003 View Menu Normal Web Layout Print Layout Reading Layout Outline Toolbars (Customise) Ruler Gridlines Show Paragraph Marks Document Map Header and Footer Footnotes Markup Zoom Word 2010 Location View Document Views Draft View Document Views Web Layout View Document Views Print Layout View Document Views Full Screen Reading View Document Views Outline File Options Customise Ribbon View Show Ruler View Show Gridlines Home Paragraph Show/Hide View Show Navigation Pane Insert Header & Footer References Footnotes Show Notes Review Tracking Show Markup View Zoom Zoom Insert Menu Word 2003 Insert Menu Break Page Numbers Word 2010 Location Insert Pages Page Break Insert Header & Footer Page Number Word 2010: Shortcuts & Word 2003 Commands in 2010 Page - 3

6 Word 2003 Insert Menu Date and Time AutoText (AutoText) Field Symbol Comment Ink Comment Ink Annotations Reference (Footnote) Reference (Caption) Word 2010 Location Insert Text Date & Time Insert Text Quick Parts Insert Text Quick Parts Field Insert Symbols Symbol Review Comments New Comment Review Ink Start Inking Review Ink Start Inking References Footnotes Footnote and Endnote Dialogue References Captions Insert Caption Reference (Cross-reference) References Captions Cross-reference Reference (Index and Tables) Reference (Index and Tables) Picture (Clip Art) Word 2003 Insert Menu Picture (From File) Picture (AutoShapes) Picture (WordArt) Picture (Organization Chart) Picture (Chart) Diagram Text Box Bookmark Hyperlink References Table of Contents Table of Contents References Index Insert Index Insert Illustrations Clip Art Word 2010 Location Insert Illustrations Picture Insert Illustrations Shapes Insert Text WordArt Insert Illustrations SmartArt Insert Illustrations Chart Insert Illustrations SmartArt Insert Text Text Box Text Box Insert Links Bookmark Insert Links Hyperlink Format Menu Word 2003 Format Menu Font Word 2010 Location Home Font Font Word 2010: Shortcuts & Word 2003 Commands in 2010 Page - 4

7 Word 2003 Format Menu Paragraph Paragraph Bullets and Numbering Borders and Shading Word 2010 Location Home Paragraph Dialogue Box Launcher Home Paragraph Paragraph Home Paragraph Bullets Home Paragraph Shading Columns Page Layout Page Setup Columns More Columns Tabs Home Paragraph Dialogue Box Launcher Tabs Drop Cap Insert Text Drop Cap Drop Cap Options Change Case Background Theme Styles and Formatting Object Tools Menu Word 2003 Tools Menu Spelling and Grammar Research Language (Set Language) Language (Thesaurus) Word 2003 Tools Menu Home Font Change Case Page Layout Page Background Colour Page Layout Themes Themes Home Styles Styles Click the object and then click the Ribbon tab with tools for that object Word 2010 Location Review Proofing Spelling & Grammar Review Proofing Research Review Proofing Set Language Review Proofing Thesaurus Word 2010 Location Language (Hyphenation) Page Layout Page Setup Hyphenation Hyphenation Options Word Count Track Changes Compare and Merge Documents Protect Document Letters and Mailings (Mail Merge) Review Proofing Word Count Review Tracking Track Changes Review Compare Compare Compare Review Protect Protect Document Mailings Start Mail Merge Start Mail Merge Step by Step Mail Merge Wizard Word 2010: Shortcuts & Word 2003 Commands in 2010 Page - 5

8 Letters and Mailings (Envelopes and Labels) Macro (Macros) Mailings Create Envelopes/Labels View Macros Macros Macro (Record New Macro) View Macros Macros Record Macro / Stop Recorder Macro (Security) Developer Code Macro Security Macro (Visual Basic Editor) Developer Code Visual Basic Templates and Add-Ins AutoCorrect Options Customise Options Developer Templates Document Template File Options Proofing AutoCorrect Options File Options Customise Ribbon File Options Table Menu Word 2003 Table Menu Word 2010 Location Draw Table Home Paragraph Borders Draw Table Insert Tables Table Draw Table Insert (Table) Insert Tables Table Insert Table Insert (Columns to the Left) Table Tools Layout Rows & Columns Insert Left Insert (Columns to the Right) Table Tools Layout Rows & Columns Insert Right Insert (Rows Above) Insert (Rows Below) Table Tools Layout Rows & Columns Insert Above Table Tools Layout Rows & Columns Insert Below Insert (Cells) Table Tools Layout Rows & Columns Dialogue Box Launcher Delete (Table) Table Tools Layout Rows & Columns Delete Delete Table Delete (Columns) Table Tools Layout Rows & Columns Delete Delete Columns Delete (Rows) Table Tools Layout Rows & Columns Delete Delete Rows Word 2003 Table Menu Word 2010 Location Word 2010: Shortcuts & Word 2003 Commands in 2010 Page - 6

9 Word 2003 Table Menu Word 2010 Location Delete (Cells) Table Tools Layout Rows & Columns Delete Delete Cells Select (Table) Select (Column) Select (Row) Select (Cell) Table Tools Layout Table Select Select Table Table Tools Layout Table Select Select Column Table Tools Layout Table Select Select Row Table Tools Layout Table Select Select Cell Merge Cells Table Tools Layout Merge Merge Cells Split Cells Table Tools Layout Merge Split Cells Split Table Table Tools Layout Merge Split Table Table AutoFormat Table Tools Design Table Styles Auto Fit (Auto Fit to Contents) AutoFit (AutoFit to Window) AutoFit (Fixed Column Width) AutoFit (Distribute Rows Evenly) AutoFit (Distribute Columns Evenly) Heading Rows Repeat Convert (Text to Table) Table Tools Layout Cell Size AutoFit AutoFit Contents Table Tools Layout Cell Size AutoFit AutoFit Window Table Tools Layout Cell Size AutoFit Fixed Column Width Table Tools Layout Cell Size Distribute Rows Table Tools Layout Cell Size Distribute Columns Table Tools Layout Data Repeat Header Rows Insert Tables Table Convert Text to Table Convert (Table to Text) Table Tools Layout Data Convert to Text Sort Table Tools Layout Data Sort Formula Table Tools Layout Data Formula Word 2010: Shortcuts & Word 2003 Commands in 2010 Page - 7

10 Word 2003 Table Menu Show Gridlines Word 2010 Location Table Tools Layout Table Show Gridlines Table Properties Table Tools Layout Table Properties Window Menu Word 2003 Window Menu New Window Arrange All Compare Side by Side with Split Currently Open Documents Word 2010 Location View Window New Window View Window Arrange All View Window View Side by Side View Window Split View Window Switch Windows Window Name Goes Here Word 2010: Shortcuts & Word 2003 Commands in 2010 Page - 8

11 Word 2010: Settings for Legal Professionals LEGAL TECHNOLOGY TRAINING & CONSULTING >

12 Word 2010: Settings for Legal Professionals Topics CONTENTS Customizing the Quick Access Toolbar... 1 Turn on Rulers for showing page and paragraph margins Turn on Gridlines in Tables... 3 Turn on Clipboard and set all options on (Check them all)... 3 Display More Status Items On The Status Bar... 4 Change the Default Font and Line Spacing for All New Documents... 5 Customize the Styles Pane To Be More Useful... 6 Configure Advanced Settings... 7 Get Warnings about documents with track changes in them... 9 Word 2010: Settings for Legal Professionals TOC

13 Word 2010: Settings for Legal Professionals CUSTOMIZING THE QUICK ACCESS TOOLBAR Customize the QAT (Quick Access Toolbar) with your most accessed/needed shortcuts (New, Open, Save, Close, Spellcheck, Show/Hide Formatting marks, etc). Click on the arrow to the right of the QAT to add useful shortcuts such as New and Open The QAT will quickly run out of screen real estate in its default location. You may opt to chose Show Below the Ribbon from the dropdown menu to move the QAT below the Ribbon. Word 2010: Settings for Legal Professionals Page - 1

14 On the Customize Quick Access Toolbar drop down you will see an option for More Commands. Clicking it will display a comprehensive list of the hundreds of commands available in Word. You may want to add the Shrink one Page button to your QAT. In the dialog box shown above, change the option that says Popular Commands to All Commands > scroll down to Shrink One Page, select it and click the Add button. Now, the Shrink One Page button is always available on your QAT To quickly add a button from any Ribbon simply Right-Click on any button/command on the toolbar and select Add To Quick Access Toolbar Word 2010: Settings for Legal Professionals Page - 2

15 TURN ON RULERS FOR SHOWING PAGE AND PARAGRAPH MARGINS. Go to the VIEW Tab, place a check in the Ruler box of the Show/Hide section TURN ON GRIDLINES IN TABLES Gridlines are set to OFF by default in Word 2010 making it hard to spot a table in a document. You ll want to turn them on once. 1. In a brand new blank document go to Insert > Table and insert any table of any size (it s temporary so just add any number of rows and columns). 2. The Tables Ribbon will appear 3. Click on the Layout subtab to show the Layout Ribbon for Tables 4. Simply click View Gridlines to activate them. It might not look like anything happened but you have set the gridlines on TURN ON CLIPBOARD AND SET ALL OPTIONS ON (CHECK THEM ALL) The Microsoft Office Clipboard allows you to copy and collect up to 24 items from Office documents or other programs and paste them into another Office document. It needs to be turned on for maximum functionality and efficiency. You need only do this once. 1. On the Home tab, in the Clipboard group, click the Clipboard Dialog Box Launcher. Word 2010: Settings for Legal Professionals Page - 3

16 2. In the Clipboard task pane, click Options as shown below, click all unchecked options (check everything). The Clipboard is now active and available in the other Microsoft Office programs (Excel, Outlook and PowerPoint) DISPLAY MORE STATUS ITEMS ON THE STATUS BAR Right click on the Status Bar and be sure the first 3 options are checked. (Formatted Page Number, Section, Page Number) Word 2010: Settings for Legal Professionals Page - 4

17 CHANGE THE DEFAULT FONT AND LINE SPACING FOR ALL NEW DOCUMENTS Your IT Deparment may have already set this in your firm templates and you may not be able to change these settings. 1. If you do not have a document open, create a new document that is based on the Normal template. To do this press CTRL + N or File > New 2. In the Font group, click the Font flyout button in the bottom right hand corner. 3. Select the options that you want to apply to the default font, such as font style and font size. If you selected specific text, the properties of the selected text are set in the dialog box. 4. Click the Set As Default button in the left hand corner of the dialog box. 5. Select the All documents based on the Normal.dotm template option, and then click OK. Word 2010: Settings for Legal Professionals Page - 5

18 CUSTOMIZE THE STYLES PANE TO BE MORE USEFUL Word 2010: Settings for Legal Professionals Page - 6

19 CONFIGURE ADVANCED SETTINGS For the following section you will go to File> Options in Word 2010 Under General options Set (or remove your user name here) Uncheck this box Turn Off Live Preview (If You Can t Stand It!) What is it? When you select a portion of text, it updates automatically as you move your mouse over buttons on the toolbar. It also works with items in lists, such as font styles and font faces. Live Preview does not make permanent changes to your document. Rather, like its name suggests, it simply allows you to preview changes. If you decide not to make any changes to your document, simply click anywhere in the document area. Word 2010: File > Options > General > Deselect Live Preview Under Display options Check "Update fields before printing". Check this box to make sure that all tables of contents and cross-references are updated prior to printing the document. NOTE: This will automatically update a DATE (ex July 24, 2012) field if the date is not hard coded in. To turn a date FIELD into a hard coded date that will not change highlight the date and press CTRL+Shift+F9 Word 2010: Settings for Legal Professionals Page - 7

20 File > Options> Display > Printing Options > Check the box next to Update Fields Before Printing Under Proofing options Turn off the Ignore Words in All Caps setting in spellcheck. File > Word Options > Proofing section. Set Autocorrect Options Also, while here, go to the AutoCorrections dialog box and delete the quick correct that turns this (c) into this same for symbol. Uncheck "Mark grammar errors as you type". This will eliminate the green squiggly lines in the document. OPTIONAL - Uncheck/Check "Check grammar with spelling". Unchecking this options will speed up a spell check, if you are not concerned about checking grammar. Under Save options Change "Save AutoRecover information every" option to 2-5 mins. Under Advanced options Editing options (the first section of this window) Uncheck "When selecting, automatically select entire word Uncheck "Automatically create drawing canvas when inserting AutoShapes". Uncheck "Use smart paragraph selection. Set your default paste to TEXT ONLY. Under the Cut, copy, paste section set options as show here. Word 2010: Settings for Legal Professionals Page - 8

21 Always showing shading for field codes will help you see fields like page numbers easily. Show Document Content section> Chose ALWAYS as the setting for Field Shading. Good tip for legal assistants turn on the Style Pane while in DRAFT mode (remember you only see it when in DRAFT mode). File > Word Options > Advanced > Display section > set Style area pane in Draft and Outline views to a value of 1 GET WARNINGS ABOUT DOCUMENTS WITH TRACK CHANGES IN THEM File > Options > From the Word Options dialog, choose Trust Center > Trust Center Settings > Privacy Options. In the "Document-specific settings" section, tick the box "Warn before printing, saving or sending a file that contains tracked changes or comments". You may also want to check Make hidden markup visible and Remove personal information from file The End. Word 2010: Settings for Legal Professionals Page - 9

22 Word 2010: Essentials - Formatting Text LEGAL TECHNOLOGY TRAINING & CONSULTING

23 Word 2010: Essentials - Formatting Text Topics Enhancing Text... 1 Applying Text Formatting Effects... 2 Removing Text Formatting... 3 Using Undo and Redo... 4 Using the Repeat Command to Apply Formatting... 6 Viewing and Copying Formatting... 6 Using Format Painter... 8 Using Bullets and Numbers... 9 Applying Bullets and Numbers as You Type Word 2010: Essentials -Formatting Text TOC

24 Enhancing Text You can use fonts, or typefaces, to enhance the appearance of text in your documents. You can also apply text enhancements such as bold, italic, and underline. If you change your mind about specific text formatting you have applied or removed, or if you want to repeat the last formatting action you performed, you can use the Undo, Redo, or Repeat option. Changing the Font Face or Point Size of Text Fonts determine the style and size of text. A font is expressed in terms of its name, or font face, and its point size. Common fonts include Courier, Times Roman, and Arial. The larger a font s point size, the larger the font. For example, the text on this page is 12 point, and the title at the top of the page is 16 point. Until another font for text is defined, document text is formatted with Word s default font attributes. You can apply a different font to text that is about to be entered or to text that already exists. To choose a font, you can use the Font dialog box, illustrated in Figure 2-2, or the Font group on the Home ribbon tab. The Font group enables you to use drop-down lists to change the font face or size quickly. Also, at the bottom right corner of the Font group, you will see the Font Dialog Box Launcher (circled Green in Figure 2-1). Figure 2-1: Circled Green is the Font Dialog Box Launcher Figure 2-2: The Font Dialog Box Word 2010: Essentials -Formatting Text Page - 1

25 METHOD To change the font face or point size of text: Ribbon method (direct) 1. Select the desired text. or 1. Place the insertion point where you want to type new text. 2. On the Font group of the Home ribbon tab, click the Font dropdown arrow. 3. From the Font drop-down list, select the desired font face. or 2. On the Font group of the Home ribbon tab, click the Font Size drop-down arrow. 3. From the Font Size drop-down list, select the desired point size. Dialog Box method 1. Select the desired text. or 1. Place the insertion point where you want to type new text. 2. On the Home tab, click the Font Dialog Box Launcher, and then (if necessary) click the Font tab. or 2. From the RIGHT MOUSE CLICK shortcut menu, choose Font. 3. In the Font dialog box, make sure the Font tab is selected. 4. If desired, on the Font tab, in the Font list box, select a font face. 5. If desired, in the Size list box, select a point size. 6. Choose OK. Applying Text Formatting Effects You can apply text formatting effects to selected or new text in your document by using the Formatting toolbar or the Font dialog box. The three most commonly used text effects, bold, italic, and underline, are available on the Formatting toolbar. All text effects are available in the Font dialog box. In the document window, Word displays formatted text as it will look when printed. METHOD Word 2010: Essentials -Formatting Text Page - 2

26 To apply bold, italic, or underline using the Font group on the Home tab: 1. Select the desired text. or 1. Place the insertion point where you want to type new text. 2. In the Font group on the Home tab, click the appropriate button. To apply text formatting effects using the Font dialog box: 1. Select the desired text. or 1. Place the insertion point where you want to type new text. 2. On the Home tab, click the Font dialog box Launcher or 2. From the RIGHT MOUSE CLICK shortcut menu, choose Font. 3. In the Font dialog box, make sure the Font tab is selected. 4. In the Font style list box, choose the desired effect. 5. If desired, in the Underline drop-down list box, choose an underline effect. 6. If desired, in the Effects section, select the check box(es) of one or more effects. 7. Choose OK. Removing Text Formatting After you apply text formatting, you might decide that you don t want the formatting after all. You can remove specific formatting effects from selected text by clicking the appropriate button In the Font group on the Home tab or by deselecting the formatting in the Font dialog box. If you want to remove all character formatting from selected text, press the CTRL+SPACEBAR key combination. METHOD To remove specific text formatting effects: 1. Select the formatted text. 2. In the Font group on the Home tab, click the button for the formatting you want to remove. or 2. Open the Font dialog box and, on the Font tab, deselect the formatting you want to remove. Word 2010: Essentials -Formatting Text Page - 3

27 To remove all character formatting: 1. Select the formatted text. 2. Press CTRL+SPACEBAR Using Undo and Redo Word s Undo feature enables you to reverse operations you perform while working with a document. You can undo document changes such as typing, cutting, pasting, and formatting. Undo is particularly useful for reversing text appearance changes; if you make a mistake when applying text formatting effects, you can undo the changes you make. To undo your most recent action, choose the Undo option from the Quick Access Toolbar menu or click the Undo toolbar button. Word keeps track of the changes that you make in your document and lists then in the Undo drop-down list. By choosing an item from the Undo list, you can reverse multiple operations. When you select an item from the Undo list, all operations between the most recently performed one and the selected one are reversed. Word also provides a Redo feature. The Redo Edit menu option and the Redo toolbar button enable you to reverse the last Undo action you performed. You can reverse multiple previous Undo actions by choosing an operation from the Redo drop-down list. METHOD To undo your most recent operation: 1. On the Quick Access Toolbar the Edit menu, choose Undo [operation]. or 1. Press CTRL+Z To undo multiple operations: 1. Click the Undo drop-down arrow. 2. In the Undo drop-down list, click an operation. To redo your last Undo action: 1. On the Quick Access Toolbar, choose Redo [operation]. To redo multiple Undo actions: Word 2010: Essentials -Formatting Text Page - 4

28 1. Click the Redo drop-down arrow. 2. In the Redo drop-down list, click an operation. Word 2010: Essentials -Formatting Text Page - 5

29 Using the Repeat Command to Apply Formatting The Repeat command duplicates the last action you performed. Using this command is particularly helpful when you want to apply the last text formatting you used to other text within a document. METHOD To use the Repeat command to apply formatting: 1. Perform the formatting operation you want to repeat. 2. Select the text to which you want to apply the formatting. 3. On the Quick Access Toolbar, choose Repeat [operation]. or 3. Press CTRL+Y Viewing and Copying Formatting Once you format your text the way you want it to appear, you can use zoom control to magnify the text so that you can examine its formatting. You can also view a summary of text formatting. In addition, Word enables you to copy formatting from one text selection to others in a document. Viewing Text Formatting Word allows you to choose how large an area you see in the document window by specifying a zoom value from ten to five hundred percent of the actual text size. The zoom control dialog box (shown below in Figure 2-3) is particularly useful when you are formatting text and you need to alternate between viewing the details of the document and viewing the effects of text formatting on the entire page. Word 2010: Essentials -Formatting Text Page - 6

30 Figure 2-3: The Zoom Dialog Box METHOD To view text formatting using zoom control: Menu method 1. In the Zoom group on the View tab, choose Zoom. 2. In the Zoom dialog box, in the Zoom to section, choose the desired zoom option button. or 2. In the Zoom dialog box, in the Percent scroll box, select a zoom percentage. 3. Choose OK. Ribbon presets method 1. In the Zoom group on the View tab, click the 100% button for an instant snap to 100% view. 2. In the Zoom group on the View tab, click the One Page, Two Pages, Page Width buttons for instant preset view zooms. To view a summary of text formatting: 1. Press SHIFT+F1. The Reveal Formatting pane opens on the right of the screen 2. Click a character in the text whose formatting you want to see. Word 2010: Essentials -Formatting Text Page - 7

31 3. Click additional characters as desired. 4. Press ESC Using Format Painter You can use Format Painter to copy text formatting. To do so, you must first select the text containing the formatting that you want to copy. When you click the Format Painter button on the Home tab (Clipboard group), the mouse pointer changes to include a paintbrush, enabling you to paint another portion of the document with the selected format. You can copy the formatting to just one text selection or to multiple selections. Figure 2-4: The Format Painter Button on the Clipboard Group METHOD To use Format Painter: 1. Select the text that contains the formatting you want to copy. 2. Double-click the Format Painter button to copy formatting more than once. or 2. Click the Format Painter button to copy formatting once. 3. Select the text you want to format. 4. If still activated, repeat step 3 as necessary. or 4. If still activated, click the Format Painter button to deactivate. or 4. If still activated, press ESC to deactivate. Word 2010: Essentials -Formatting Text Page - 8

32 Using Bullets and Numbers Bulleting or numbering a list of items is another way to enhance the text in your document. You can apply bullets or numbers to text that has already been entered into a document, or you can bullet or number a list as you type each item. Applying Bullets and Numbers to an Existing List You can use the Paragraph group on the Home tab or the Bullets and Numbering options lists that emanate from the Bullets entry and Numbering entry in the sub menu when you RIGHT MOUSE CLICK. See below: Figure 2-5: The Bullets Options Menu. All these Menus are generated by a Right Mouse Click. Word 2010: Essentials -Formatting Text Page - 9

33 Figure 2-6: The Numbering Options Menu. To apply bullets or numbers to an existing list. The appropriate method to use depends on whether you want to apply the default format or to customize the appearance of the bullets or numbers. The Bullets button and Numbering button in the Paragraph group on the Home tab automatically inserts the default bullet or numbering style, which is the most recently selected style. If you access the Bullets and Numbering options menu by right-clicking, as shown in Figure 2-5 and Figure 2-6, you can choose from a variety of formatting styles. METHOD To apply bullets or numbers to an existing list: Dialog box method 1. Select the text to be bulleted or numbered. 2. From the RIGHT MOUSE CLICK shortcut menu, choose Bullets and Numbering. 3. In the Bullets options list, click the desired effect. or 4. In the Numbering options list, click the desired effect. 5. Choose OK. Ribbon method Word 2010: Essentials -Formatting Text Page - 10

34 1. Select the text to be bulleted or numbered. 2. In the Paragraph group on the Home tab, click the Bullets button. or 2. In the Paragraph group on the Home tab, click the Numbering button. Applying Bullets and Numbers as You Type Instead of applying bullets and numbers to an existing list, you can apply them to text as you type it. When you do this, Word automatically inserts the default bullet or numbering style at the beginning of each new line of text in the list. METHOD To apply bullets and numbers as you type: 1. Type an asterisk (*) to type a bulleted list. or 1. Type the first number and a full stop to type a numbered list. 2. Press SPACEBAR 3. Type the first item in the list. 4. Press ENTER 5. Repeat steps 3 and 4 as necessary. 6. Press ENTER an additional time to turn off bullets or numbers. Word 2010: Essentials -Formatting Text Page - 11

35 Word 2010: Table of Authorities LEGAL TECHNOLOGY TRAINING & CONSULTING

36 Word 2010: Table of Authorities Topics Contents Mark citations for inclusion in the TOA... 1 Create the table of authorities... 3 Edit or format a table of authorities entry... 4 Add or change a citation category for a table of authorities... 5 Delete an entry from a table of authorities... 5 TOC

37 Create a Table of Authorities in Word 2010 Mark citations for inclusion in the TOA 1. Select / highlight the first citation in your document. For example, select "Forrester v. Craddock, 51 Wn. 2d 315 (1957)." 2. Press ALT+SHIFT+I to display the Mark Citation dialog box. NOTE You can also click the References tab and then click Mark Citation in the Table of Authorities group. or 3. In the Selected text box, edit the long citation as you want it to appear in the table of authorities. Page - 1

38 NOTE If you want to format the text, right-click the text in the Selected text box, and click Font. Select the formatting options that you want to use. 4. In the Category box, click the category that applies to the citation. If you don t see the category you would like, you may create your own. For example, if you'd like your TOA to have separate sections for federal statutes and state statutes you can create them. How? When you are marking a citation, click on the Category button on the right hand side of the window to add yor own. 5. In the Short citation box, edit the text so that it matches the short citation you will use throughout the rest of the document. For example, enter "Forrester v. Craddock." 6. To mark a single citation, click Mark. To mark all long and short citations that match those displayed in the Mark Citation dialog box, click Mark All. 7. To find the next citation in the document, click Next Citation. NOTES Word inserts each marked citation as a TA (Table of Authorities Entry) field in hidden text format. If you don't see the TA field, click Show/Hide in the Paragraph group on the Home tab. If you later add more citations to a document, you can mark the additional citations by selecting the original citation, pressing ALT+SHIFT+I, and clicking Mark All. When you get to a short-form citation for a case (or other authority) you have already cited, mark it in the same way -- but this time, click on the Page - 2

39 long form in the list. Create the table of authorities 1. Click (place your cursor) where you want to insert the table of authorities. 2. To make sure that the document is paginated correctly, you need to hide field codes and hidden text. If the TA (Table of Authorities Entry) fields are visible, click Show/Hide the Home tab. in the Paragraph group on 3. On the References tab, in the Table of Authorities group, click Insert Table of Authorities. or 4. In the Category box, click the category that you want to include in your table of authorities. To include all categories, click All. 5. Do one of the following: To use one of the available designs, click a design in the Formats box. To use a custom table of authorities layout, choose the options that you want. Page - 3

40 TIP To use additional options for customizing a table of authorities, you can use fields. For example, you can build the table of authorities for only part of the document. 6. Select any other table of authorities options that you want. NOTES If you add, delete, move, or edit a citation or other text in a document, you should update the table of authorities. For example, if you edit a citation and move it to a different page, you need to make sure that the table of authorities reflects the revised citation and page number. To update the table of authorities, click to the left of it and press F9. Don t modify the entries in the finished table of authorities; if you do, your changes will be lost when you update the table of authorities. Edit or format a table of authorities entry To change a table of authorities entry, you need to modify the text in the table of authorities entry field. Page - 4

41 1. If you don't see the TA fields, click Show/Hide in the Paragraph group on the Home tab. 2. Find the TA field for the entry that you want to modify. 3. To edit or format a table of authorities entry, change the text inside the quotation marks. { TA \l "Baldwin v. Alberti, 58 Wn. 2d 243 (1961)" \s "Baldwin v. Alberti" \c 1 \b } 4. To update the table of authorities, click to the left of the table of authorities and press F9. Add or change a citation category for a table of authorities If you don t want to use the existing categories of citations, such as cases or statutes, you can add or change categories of citations. 1. Press ALT+SHIFT+I. 2. Click Category. 3. Do one of the following: To replace an existing category, click the category that you want to replace. To add a new category, click a number from 8 to In the Replace with box, enter the name of the category that you want to add to the Category list. 5. Click Replace. 6. Click OK, and then click Close. Delete an entry from a table of authorities 1. If you don't see the TA fields, click Show/Hide in the Paragraph group on the Home tab. 2. Select the entire table of authorities entry field, including the braces {}, and then press DELETE. 3. To update the table of authorities, click to the left of the table of authorities, and press F9. Page - 5