Microsoft Word 2010: Working with Styles

Transcription

1 CALIFORNIA STATE UNIVERSITY, LOS ANGELES INFORMATION TECHNOLOGY SERVICES Microsoft Word 2010: Working with Styles Fall 2014, Version 1.1 Table of Contents Introduction...3 Formatting Documents...3 Live Preview...3 Mini Toolbar...3 Formatting Characters...3 Changing the Font...3 Changing the Font Size...4 Applying Font Styles and Effects...4 Changing the Font Color and Highlighting Text...4 Formatting Paragraphs...5 Aligning Paragraphs...5 Changing Line and Paragraph Spacing...6 Indenting Paragraphs...7 Setting Tab Stops...8 Creating Bulleted and Numbered Lists...9 Inserting Breaks...10 Inserting Page Breaks...11 Inserting Section Breaks...11 Inserting Page Numbers...12 Changing Page Margins...13 Applying Styles...13 Creating Headings...14 Creating a Table of Contents...15 Updating a Table of Contents...16 Inserting Tables...16 Inserting Images...17 Inserting Excel Charts into Word Documents...18 Inserting and Updating Captions...18 Inserting and Updating Cross-references...19 Using Templates...20 Creating Custom Templates...21 Reviewing Documents...22 For additional handouts, visit For video tutorials, visit

2 Changing User Information...22 Tracking Changes...22 Working with Comments...23 Inserting Comments...23 Deleting Comments...24 Showing or Hiding Tracked Changes or Comments...24 Displaying Changes in Different Ways...25 Accepting or Rejecting Changes...26 Comparing or Combining Documents...27 Microsoft Word 2010: Working with Styles 2

3 Introduction Microsoft Word 2010 is a word-processing program that can be used to create professionallooking documents. It includes many powerful tools that can be used to enhance the appearance of documents as well as collaborate with others. This handout covers how to apply character and paragraph formatting, insert tables and images with captions, add page numbers, insert and update a table of contents, use templates, and track and review document changes. Formatting Documents Word 2010 includes a number of features that can be used to easily format a document. Formatting enhances the appearance of a document and makes it look professional. Live Preview The Live Preview feature allows you to see how different formatting options will look before you apply them. As you move the mouse pointer over the list items or thumbnail images in the galleries, the formatting of the selected text or object in the document temporarily changes. You can apply the previewed formatting by clicking the selected option. You can also cancel live previewing without applying any changes by pressing the Esc key. Mini Toolbar The Mini toolbar contains frequently used formatting commands and appears in a semitransparent mode whenever text is selected. Moving the mouse pointer over the toolbar activates it and makes the options available for use (see Figure 1). Most of the formatting options on the Mini toolbar are discussed in the following sections. Figure 1 Mini Toolbar Formatting Characters Character formatting enhances the appearance of text and includes font, font size, font style and effect, and font color. You can use the commands in the Font group on the Home tab of the Ribbon to quickly apply character formatting (see Figure 2). Figure 2 Font Group on the Home Tab Changing the Font A font is defined as a group of characters sharing similar type attributes. The default font in a new Word 2010 document is Calibri. Microsoft Word 2010: Working with Styles 3

4 To change the font: 1. Select the text that you want to format. 2. On the Home tab, in the Font group, click the Font arrow and select the desired font from the list. Changing the Font Size Font size is measured in points. The larger the font size, the larger the text. The default font size in a new Word 2010 document is 11 points. To change the font size: 1. Select the text that you want to format. 2. On the Home tab, in the Font group, click the Font Size arrow and select the desired font size from the list. NOTE: If a desired font size is not listed in the Font Size list, click in the Font Size box, type the desired font size, and then press the Enter key. Applying Font Styles and Effects You can apply one or more font styles or effects to text. Font styles are attributes such as bold and italic; effects are special enhancements such as strikethrough and shadow (see Table 1). Table 1 Font Style and Effect Buttons Name Bold Italic Underline Strikethrough Subscript Superscript Text Effects Change Case Description Makes the selected text bold (example). Italicizes the selected text (example). Underlines the selected text (example). Draws a line through the middle of the selected text (example). Creates small letters below the text baseline ( example ). Creates small letters above the line of text ( example ). Applies a visual effect (such as a shadow, glow, or reflection) to the selected text. Changes all the selected text to uppercase, lowercase, or other common capitalizations. To apply a font style or effect: 1. Select the text that you want to format. 2. On the Home tab, in the Font group, click the button for the desired font style or effect. If the button has an arrow, click the arrow to see more options. NOTE: The Bold, Italic, Underline, Strikethrough, Subscript, and Superscript buttons are toggles. If you select text to which one of these formats has been applied, and then click the corresponding button, that format is removed. Changing the Font Color and Highlighting Text You can emphasize important text by changing the font color or applying highlighting. Microsoft Word 2010: Working with Styles 4

5 To change the font color: 1. Select the text that you want to format. 2. On the Home tab, in the Font group, click the Font Color button to apply the color displayed on the button. NOTE: To select a different color, click the Font Color arrow and select the desired color from the color palette (see Figure 3). Figure 3 Font Color Palette To highlight text: 1. Select the text that you want to format. 2. On the Home tab, in the Font group, click the Text Highlight Color button to apply the color displayed on the button. NOTE: To select a different color, click the Text Highlight Color arrow and select the desired color from the color palette (see Figure 4). Figure 4 Text Highlight Color Palette Formatting Paragraphs Paragraph formatting refers to the layout of a paragraph on the page. You can change the look of a paragraph by changing its indentation, alignment, and line spacing, as well as the space before and after it. You can use the commands in the Paragraph group on the Home tab of the Ribbon to quickly apply paragraph formatting (see Figure 5). NOTE: You can display or hide formatting marks such as spaces, tabs, and paragraph marks by clicking the Show/Hide button in the Paragraph group on the Home tab. Figure 5 Paragraph Group on the Home Tab Aligning Paragraphs Paragraph alignment refers to the position of each line of text in a paragraph between the left and right margins. The Paragraph group on the Home tab of the Ribbon contains four alignment buttons that can be used to quickly change the alignment of a paragraph (see Table 2). Microsoft Word 2010: Working with Styles 5

6 Table 2 Paragraph Alignment Buttons Name Align Text Left Center Align Text Right Justify Description Aligns each line of the paragraph at the left margin, producing a ragged right edge. This is the default alignment. Aligns the center of each line in the paragraph between the left and right margins, producing ragged left and right edges. Aligns each line of the paragraph at the right margin, producing a ragged left edge. Aligns each line of the paragraph between the left and right margins, producing even left and right edges. To change the alignment of a paragraph: 1. Select the paragraph that you want to format. 2. On the Home tab, in the Paragraph group, click the desired paragraph alignment button (see Table 2). Changing Line and Paragraph Spacing Line spacing determines the amount of space between the lines of text in a paragraph. Paragraph spacing determines the amount of space above or below a paragraph. In Word 2010, the default spacing is 1.15 line spacing and 10 points after each paragraph. To change the line spacing within a paragraph: 1. Select the paragraph that you want to format. 2. On the Home tab, in the Paragraph group, click the Line and Paragraph Spacing button and select the desired line spacing (see Figure 6). Figure 6 Line and Paragraph Spacing Menu NOTE: For additional options, click the dialog box launcher in the Paragraph group to open the Paragraph dialog box. On the Indents and Spacing tab, in the Spacing section, select the desired option from the Line spacing list, and then click the OK button (see Figure 7 and Table 3). Figure 7 Spacing Section in the Paragraph Dialog Box Microsoft Word 2010: Working with Styles 6

7 Table 3 Line Spacing Options Option Single Description This option accommodates the largest font in the line, plus a small amount of extra space. 1.5 lines This option is one-and-one-half times that of single line spacing. Double This option is twice that of single line spacing. At least This option sets the minimum line spacing that is needed to fit the largest font or graphic on the line. Exactly This option sets fixed line spacing, expressed in points. Multiple This option sets line spacing that can be expressed in numbers greater than 1. For example, setting line spacing to 1.15 will increase the space by 15 percent. To change the spacing before or after a paragraph: 1. Select the paragraph that you want to format. 2. On the Home tab, in the Paragraph group, click the Line and Paragraph Spacing button, and then click Add Space Before Paragraph or Remove Space After Paragraph (see Figure 6). The options available on the menu depend on the Before and After settings of the selected paragraph. NOTE: If you want to customize the spacing, click the dialog box launcher in the Paragraph group to open the Paragraph dialog box. On the Indents and Spacing tab, in the Spacing section, enter the desired value in the Before or After box, and then click the OK button (see Figure 7). Indenting Paragraphs Indenting a paragraph refers to moving it away from the left, the right, or both margins. You can indent an entire paragraph on one side or the other to make it stand out from the surrounding text. You can also indent only the first line of a paragraph (which is called a first line indent), or indent all lines except the first line (which is called a hanging indent). Paragraphs can be indented using the Ribbon, the horizontal ruler, as well as the Paragraph dialog box. To quickly indent an entire paragraph: 1. Select the paragraph that you want to format. 2. On the Home tab, in the Paragraph group, do one of the following: To increase the left indent of the paragraph, click the Increase Indent button. To decrease the left indent of the paragraph, click the Decrease Indent button. To indent with the ruler: 1. If the horizontal ruler is not visible, click the View Ruler button at the top of the vertical scroll bar. 2. Select the paragraph that you want to format. 3. On the horizontal ruler, do one of the following (see Figure 8): To change the left indent of the entire paragraph, drag the Left Indent marker to the position where you want the text to start. To change the right indent of the entire paragraph, drag the Right Indent marker to the position where you want the text to end. To create a first line indent, drag the First Line Indent marker to the position where you want the first line to start. Microsoft Word 2010: Working with Styles 7

8 To create a hanging indent, drag the Hanging Indent marker to the position where you want all lines except the first line to start. Figure 8 Ruler with Indent Markers NOTE: If you want to set precise indent settings, click the dialog box launcher in the Paragraph group to open the Paragraph dialog box. On the Indents and Spacing tab, in the Indentation section, enter the desired values, and then click the OK button (see Figure 9). Figure 9 Indentation Section in the Paragraph Dialog Box Setting Tab Stops You can align lines of text in different locations across the page by using tab stops (see Table 4). Word 2010 automatically sets a tab stop every half inch from the left margin. You can also set custom tab stops exactly where you need them. The easiest way to set tab stops is to use the horizontal ruler. Table 4 Tab Stops Name Left Tab Center Tab Right Tab Decimal Tab Bar Tab Description Aligns the left end of the text with the tab stop. Aligns the center of the text with the tab stop. Aligns the right end of the text with the tab stop. Aligns the decimal point in the text (usually a numeric value) with the tab stop. Draws a vertical line at the position of the tab stop. To set a custom tab stop: 1. If the horizontal ruler is not visible, click the View Ruler button at the top of the vertical scroll bar. 2. Select the paragraph in which you want to set a tab stop. 3. Click the tab selector at the left end of the horizontal ruler until it displays the desired tab stop (see Figure 10). 4. Click the horizontal ruler where you want to set the tab stop. A tab stop marker appears on the ruler. 5. Press the Tab key to move to the tab stop. Microsoft Word 2010: Working with Styles 8

9 Figure 10 Ruler with Tab Stop Marker and Tab Selector NOTE: You can remove a custom tab stop by dragging it off the horizontal ruler. You can also change the position of a tab stop by dragging it to the left or right along the ruler. Creating Bulleted and Numbered Lists Bulleted and numbered lists make documents easier to read and understand. You can add bullets or numbers to existing lines of text, or Word can automatically create bulleted and numbered lists as you type. When you want to emphasize items in a list in no particular order, create a bulleted list. When you want to present a sequence of information or list items by order of importance, create a numbered list. You can also create a list that has multiple levels. To create a bulleted list: 1. Click in the document where you want to add the list. 2. On the Home tab, in the Paragraph group, click the Bullets button. 3. Type the text for the first list item. 4. Press the Enter key to add the next list item. 5. To end the list, press the Enter key twice. NOTE: You can change the bullet symbol by clicking the arrow on the Bullets button and making a selection from the Bullets gallery (see Figure 11). To create a numbered list: 1. Click in the document where you want to add the list. 2. On the Home tab, in the Paragraph group, click the Numbering button. 3. Type the text for the first list item. 4. Press the Enter key to add the next list item. 5. To end the list, press the Enter key twice. NOTE: You can change the number style by clicking the arrow on the Numbering button and making a selection from the Numbering gallery (see Figure 12). NOTE: If the numbering sequence is incorrect, right-click the list item, and then click Restart at 1 or Continue Numbering on the shortcut menu. Figure 11 Bullets Gallery Figure 12 Numbering Gallery Microsoft Word 2010: Working with Styles 9

10 To create a multilevel list: 1. Click in the document where you want to add the list. 2. On the Home tab, in the Paragraph group, click the Multilevel List button and select the desired style from the Multilevel List gallery (see Figure 13). 3. Type the text for the first list item. 4. Press the Enter key to add the next list item. 5. Continue creating the list of items that are all at the same level. 6. To change the list level, do one of the following: Press the Tab key to demote the list level. Press Shift+Tab to promote the list level. 7. To end the list, position the insertion point at the end of the last list item, press the Enter key, and then press the Delete key. Figure 13 Multilevel List Gallery To add bullets or numbers to existing text: 1. Select the text that you want to add bullets or numbers to. 2. On the Home tab, in the Paragraph group, click the Bullets or Numbering button. NOTE: If you move an item within a numbered list, Word will renumber the list to keep the items in the correct order. To remove bullets or numbers from text: 1. Select the text from which you want bullets or numbers removed. 2. On the Home tab, in the Paragraph group, click the Bullets or Numbering button. Inserting Breaks Word includes several types of breaks that you can insert into your document to change the layout and pagination. Each type of break serves a different purpose and will affect the document in different ways. A page break forces subsequent information to appear on the next page. A column break forces the text below it to move to the next column. A text wrapping break (also known as a line break) forces the text that follows it to the next line. A section break marks the end of a section. It stores the section formatting elements of the section that precedes it. NOTE: When working with breaks, it is recommended to display hidden formatting marks by clicking the Show/Hide button in the Paragraph group on the Home tab. Microsoft Word 2010: Working with Styles 10

11 Inserting Page Breaks Word automatically inserts a page break when you reach the end of a page. You can insert a manual page break if you want the page to break in a different place. A manual page break displays the words Page Break in the middle of a dotted line (see Figure 14). Figure 14 Manual Page Break To insert a page break: 1. Click in the document where you want to start a new page. 2. Do one of the following: On the Insert tab, in the Pages group, click the Page Break button. On the Page Layout tab, in the Page Setup group, click the Breaks button, and then click Page (see Figure 15). Figure 15 Breaks Menu Inserting Section Breaks When you create a new document, there are no section breaks because the entire document consists of one section. You can insert section breaks to divide the document into multiple sections. This will allow you to set specific page layout and formatting options (such as page orientation, page numbering, margins, columns, or headers and footers) for different parts of the document. A section break appears as a double dotted line and displays the words Section Break and the type of the break (see Figure 16). Figure 16 Continuous Section Break Word includes four types of section breaks: A Next Page section break starts the new section on the next page. A Continuous section break starts the new section on the same page. An Even Page section break starts the new section on the next even-numbered page. An Odd Page section break starts the new section on the next odd-numbered page. Microsoft Word 2010: Working with Styles 11

12 To insert a section break: 1. Click in the document where you want the new section to begin. 2. On the Page Layout tab, in the Page Setup group, click the Breaks button and select the desired section break (see Figure 15). Inserting Page Numbers If your document has multiple pages, you can display a page number on each page. In most documents, page numbers appear in either the header or the footer of each page. Word 2010 provides a variety of page number designs from which you can choose. After inserting page numbers, you can format them to suit your needs. For example, you can choose to have page numbers start with a value other than 1. To insert page numbers: 1. On the Insert tab, in the Header & Footer group, click the Page Number button, point to the desired location (e.g., Bottom of Page), scroll through the options in the gallery, and then click the desired page number format (see Figure 17). NOTE: The Page Number gallery includes Page X of Y formats in which Y is the total number of pages in the document. 2. On the Design tab, in the Close group, click the Close Header and Footer button. Figure 17 Page Number Menu To format page numbers: 1. On the Insert tab, in the Header & Footer group, click the Page Number button, and then click Format Page Numbers (see Figure 17). 2. In the Page Number Format dialog box, select the desired options, and then click the OK button (see Figure 18). Figure 18 Page Number Format Dialog Box Microsoft Word 2010: Working with Styles 12

13 Changing Page Margins Page margins are the blank space around the edges of the page. You insert text and graphics in the printable area inside the margins. You can change page margins by choosing one of the predefined settings from the Margins gallery or by creating custom margins. To change page margins using predefined settings: 1. On the Page Layout tab, in the Page Setup group, click the Margins button and select the desired settings from the Margins gallery. To create custom margins: 1. On the Page Layout tab, in the Page Setup group, click the dialog box launcher. 2. In the Page Setup dialog box, on the Margins tab, in the Margins section, enter the desired values in the Top, Bottom, Left, and Right boxes (see Figure 19). 3. Click the OK button. Figure 19 Page Setup Dialog Box Applying Styles Instead of using direct formatting, you can use styles to apply consistent formatting to a document. A style is a set of formatting characteristics such as font, font size, font color, and paragraph alignment and spacing. Word 2010 includes several built-in styles that can be used to format headings, body text, lists, etc. If you do not like the appearance of a built-in style, you can modify it or create a custom style to suit your needs. The Quick Styles gallery on the Home tab of the Ribbon provides a quick way of previewing and applying styles to selected text. You can also apply styles using the Styles pane. Microsoft Word 2010: Working with Styles 13

14 To apply a style using the Quick Styles gallery: 1. Select the text that you want to format. 2. On the Home tab, in the Styles group, select the desired style from the Quick Styles gallery (see Figure 20). NOTE: To display the entire Quick Styles gallery, click the More button corner of the gallery to expand it. in the lower-right Figure 20 Styles Group on the Home Tab To apply a style using the Styles pane: 1. On the Home tab, in the Styles group, click the dialog box launcher. The Styles pane opens (see Figure 21). 2. Select the text that you want to format. 3. In the Styles pane, select the desired style. To modify an existing style: 1. In the Styles pane, right-click the style, and then click Modify on the shortcut menu. 2. In the Modify Style dialog box, make the desired changes, and then click the OK button. NOTE: When you modify a style, all text formatted with that particular style will be updated automatically. Figure 21 Styles Pane To create a new style: 1. In the Styles pane, click the New Style button. 2. In the Create New Style from Formatting dialog box, type a name for the new style in the Name box, select the desired options, and then click the OK button. NOTE: If you want to use formatted text as the basis of a new style, select the text before you click the New Style button. The dialog box will open with all the attributes of the selected text already specified, so you only need to type a new name for the style. Creating Headings The best way to create headings in a Word document is to apply heading styles. If you use the built-in heading styles (Heading 1 through Heading 9), Word can generate a table of contents automatically. Microsoft Word 2010: Working with Styles 14

15 To apply a heading style: 1. Select the text that you want to format. 2. Do one of the following: On the Home tab, in the Styles group, select the desired heading style from the Quick Styles gallery. In the Styles pane, select the desired heading style. Creating a Table of Contents A table of contents is a list of the headings in a document, organized in the order in which they appear, along with their corresponding page numbers. It is usually inserted at the beginning of the document and provides an overview of its contents to help users navigate to specific sections. A table of contents is created by using Word s built-in heading styles (Heading 1, Heading 2, etc.) to format headings, and then generating the table of contents based on those headings. To create a table of contents: 1. Click in the document where you want to insert the table of contents. 2. On the References tab, in the Table of Contents group, click the Table of Contents button and select the desired table of contents style (see Figure 22). NOTE: If you want to specify more options (e.g., how many heading levels to show), click Insert Table of Contents on the menu to open the Table of Contents dialog box. Figure 22 Table of Contents Menu Microsoft Word 2010: Working with Styles 15

16 Updating a Table of Contents If you add, delete, move, or edit headings in a document after creating a table of contents, you can quickly update the table of contents to reflect those changes. When you update the table of contents, you have the option of updating the entire table, including all the text entries, or just the page numbers. To update a table of contents: 1. On the References tab, in the Table of Contents group, click the Update Table button. Or, right-click anywhere in the table of contents, and then click Update Field on the shortcut menu. 2. In the Update Table of Contents dialog box, select the Update page numbers only or Update entire table option, and then click the OK button (see Figure 23). Figure 23 Update Table of Contents Dialog Box Inserting Tables Tables are often used to organize and present data. A table is composed of horizontal rows and vertical columns. The box at the intersection of each row and column is called a cell. Each cell can contain paragraphs of text, numbers, images, etc. To insert a table: 1. Click in the document where you want to insert the table. 2. On the Insert tab, in the Tables group, click the Table button to display the Table gallery, move the mouse pointer over the grid to select the desired number of rows and columns, and then click to insert the table into the document (see Figure 24). Figure 24 Table Gallery Microsoft Word 2010: Working with Styles 16

17 When you insert or select a table, the Table Tools contextual tabs become available on the Ribbon. The tools on the Design tab enable you to enhance the appearance of the table (see Figure 25). The tools on the Layout tab help you ensure that the table presents information in a logical way that is meaningful to the reader (see Figure 26). Figure 25 Table Tools Design Tab Figure 26 Table Tools Layout Tab Inserting Images Images can add interest and impact to your Word documents. You can insert photographs, drawings, screenshots, charts, diagrams, etc. To insert an image: 1. Click in the document where you want to insert the image. 2. On the Insert tab, in the Illustrations group, click the Picture button. 3. In the Insert Picture dialog box, locate and select the image that you want to insert, and then click the Insert button (see Figure 27). Figure 27 Insert Picture Dialog Box Microsoft Word 2010: Working with Styles 17

18 When you insert or select an image, the Picture Tools Format tab becomes available on the Ribbon. The tools on this tab enable you to modify the image and enhance its appearance (see Figure 28). Figure 28 Picture Tools Format Tab Inserting Excel Charts into Word Documents There may be times when you want to insert a chart that you created in Excel into a Word document. You can do this by simply copying the chart in Excel, and then pasting it into the Word document. To insert an Excel chart into a Word document: 1. In Excel, select the chart that you want to copy 2. On the Home tab, in the Clipboard group, click the Copy button. 3. In the Word document, click where you want to paste the copied chart. 4. On the Home tab, in the Clipboard group, click the Paste button. NOTE: For additional paste options, click the arrow on the Paste button to display the Paste menu, and then click to select the desired option (see Figure 29). Figure 29 Paste Menu Inserting and Updating Captions A caption is a numbered label (such as Figure 1) that you can add to a figure, a table, an equation, or another object. If you later add, delete, or move captions, you can easily update the caption numbers all at once. To insert a caption: 1. Select the object (e.g., figure) to which you want to add a caption. 2. On the References tab, in the Captions group, click the Insert Caption button. The Caption dialog box opens (see Figure 30). 3. In the Caption box, click to the right of the label and number (e.g., Figure 1), and then type the desired caption. 4. Select any other options you want. 5. Click the OK button. To update all caption numbers in the document: 1. Press Ctrl+A to select the entire document, and then press the F9 key. Microsoft Word 2010: Working with Styles 18

19 Figure 30 Caption Dialog Box Inserting and Updating Cross-references A cross-reference refers to an item that appears in another location in a document (e.g., see Figure 1). By default, Word inserts cross-references as hyperlinks that you can click to be taken directly to the referenced items. You can create cross-references to any existing numbered items, headings, bookmarks, footnotes, endnotes, equations, figures, or tables in the document. If the referenced item is changed or moved to another location, you can easily update its crossreference to reflect the new information. Cross-references to equations, figures, and tables are actually references to captions applied to those items. To insert a cross-reference: 1. Click in the document where you want to insert the cross-reference. 2. On the References tab, in the Captions group, click the Cross-reference button. The Cross-reference dialog box opens (see Figure 31). 3. In the Reference type box, select the type of item you want to reference. 4. In the Insert reference to box, select the information you want inserted in the document. 5. In the For which box, select the specific item you want to reference. 6. To allow users to jump to the referenced item, leave the Insert as hyperlink check box selected. 7. Click the Insert button. Figure 31 Cross-reference Dialog Box Microsoft Word 2010: Working with Styles 19

20 To update a specific cross-reference: 1. Right-click the cross-reference, and then click Update Field on the shortcut menu. To update all cross-references in the document: 1. Press Ctrl+A to select the entire document, and then press the F9 key. NOTE: If you see Error! Reference source not found, the cross-referenced item is no longer in the document. Using Templates Templates are a great way to save time and create consistent documents. Most templates contain styles and page layout settings, and many are pre-populated with text, tables, images, and other content that you can modify to fit your needs. Word 2010 includes a variety of built-in templates that you can use to create documents such as letters, reports, newsletters, faxes, and resumes. If you have an Internet connection, you can also find templates for most kinds of documents on Office.com. To use a template: 1. Click the File tab, and then click New. The New tab of the Backstage view displays thumbnails of the available templates and template categories (see Figure 32). 2. Do one of the following: To use one of the built-in templates, under Available Templates, click Sample templates, select the desired template, and then click the Create button. To use a template available on Office.com, under Office.com Templates, select a template category, select the desired template, and the click the Download button. NOTE: You can also search for templates on Office.com from within Word by typing one or more search terms in the Search Office.com for templates box, and then pressing the Enter key. Figure 32 New Tab of the Backstage View Microsoft Word 2010: Working with Styles 20

21 Creating Custom Templates If none of the templates that come with Word 2010 or that you download from Office.com meets your needs, you can create your own template. To create a custom template, you simply create a document containing the content, styles, and settings that you want, and then save it as a document template (a.dotx file) rather than as a document (a.docx file). You can save a custom template anywhere, and then browse to and double-click the file name to open a new document based on the template. However, if you save the template in your personal templates folder, it will be available when you click My templates on the New tab of the Backstage view (see Figure 32). To create a custom template: 1. Click the File tab, and then click New. 2. Under Available Templates, click Blank document, and then click the Create button. A new blank document opens in a new window. 3. Make the changes that you want to the margin settings, page size and orientation, styles, and other formats. 4. Add any text and graphics that you want to include in all new documents that are based on this template. 5. Click the File tab, and then click Save As. 6. In the Save As dialog box, scroll to the top of the folder list and select Templates under Microsoft Word (see Figure 33). 7. Click the Save as type arrow and select Word Template (*.dotx) from the list. 8. In the File name box, type a name for the template. 9. Click the Save button. 10. To close the template, click the File tab, and then click Close. Figure 33 Save As Dialog Box Microsoft Word 2010: Working with Styles 21

22 Reviewing Documents Many documents are developed collaboratively by a team of people or undergo some sort of a review process. With Word 2010, you can easily track changes that you make to a document, insert comments in a document to make suggestions or explain edits, accept or reject changes made by other reviewers, as well as compare or combine multiple versions of the same document. The reviewing tools are available on the Review tab of the Ribbon (see Figure 34). Figure 34 Review Tab Changing User Information The user name and initials that appear in the Word Options dialog box are used to identify your tracked changes and comments. Before reviewing any document, each reviewer should update their user information so that everyone can easily identify who made which changes. To change your user information: 1. On the Review tab, in the Tracking group, click the arrow on the Track Changes button, and then click Change User Name (see Figure 35). Figure 35 Track Changes Menu 2. In the Word Options dialog box, on the General tab, under Personalize your copy of Microsoft Office, type your user name in the User name box and your initials in the Initials box, and then click the OK button (see Figure 36). Figure 36 User Information in the Word Options Dialog Box Tracking Changes Whether you work on a document alone or with others, it is often important to keep a record of what has been changed, who made the changes, and when the changes were made. By turning on the Track Changes feature, you can track all changes made to the document, including insertions, deletions, and formatting changes. Microsoft Word 2010: Working with Styles 22

23 When Word tracks changes, any additions to the document are marked with an underline, deletions are indicated with a strikethrough line, and formatting changes appear in balloons in the right margin. In addition, all changes are marked in the left margin by a vertical line. Each reviewer s changes appear in a different color from the original text. To turn on Track Changes: 1. On the Review tab, in the Tracking group, click the Track Changes button (see Figure 37). The button changes color. 2. Edit or reformat the document as needed. Figure 37 Tracking Group on the Review Tab NOTE: You can turn off Track Changes by clicking the Track Changes button again. Turning off the feature does not remove any changes that have already been tracked. Working with Comments Using comments is a great way to provide feedback to others. You can use the commands in the Comments group on the Review tab of the Ribbon to insert and delete comments, as well as navigate between comments in the document (see Figure 38). Figure 38 Comments Group on the Review Tab Inserting Comments When reviewing a document, you can insert comments to ask questions, make suggestions, or explain edits. To insert a comment: 1. Select the text that you want to comment on, or click at the end of the text. 2. On the Review tab, in the Comments group, click the New Comment button (see Figure 38). A Comment balloon appears in the right margin, next to the line of text that has the comment (see Figure 39). Figure 39 Comment Balloon 3. Type your comment inside the Comment balloon, and then click outside of the balloon to complete the comment. NOTE: After inserting a comment, you can edit it by clicking inside its Comment balloon, making the desired changes, and then clicking outside of the balloon. Microsoft Word 2010: Working with Styles 23

24 Deleting Comments You can delete comments that are no longer needed. Comments can be deleted individually or all at once. To delete a comment: 1. Click its Comment balloon in the right margin. 2. On the Review tab, in the Comments group, click the Delete button (see Figure 38). NOTE: You can quickly delete a single comment by right-clicking its Comment balloon in the right margin, and then clicking Delete Comment on the shortcut menu. To delete all comments in a document: 1. Click a Comment balloon in the right margin. 2. On the Review tab, in the Comments group, click the arrow on the Delete button, and then click Delete All Comments in Document (see Figure 40). Figure 40 Delete Comment Menu Showing or Hiding Tracked Changes or Comments To prevent you from inadvertently distributing documents that contain tracked changes and comments, Word displays tracked changes and comments by default. You can use the Display for Review menu to determine exactly what displays when a document contains tracked changes. For example, you may want to view a document as it will appear after all changes are incorporated. The Display for Review menu includes the following options (see Figure 41): The Final: Show Markup view displays the final document with all tracked changes and comments showing. This is the default view for all documents opened in Word. The Final view displays the document with all changes incorporated into the text and without tracked changes showing. However, any tracked changes or comments that have not been accepted, rejected, or deleted remain in the document. The Original: Show Markup view displays the original text with tracked changes and comments. The Original view displays the original document without tracked changes and comments showing. However, any tracked changes or comments that have not been accepted, rejected, or deleted remain in the document. To show or hide tracked changes or comments: 1. On the Review tab, in the Tracking group, click the arrow in the Display for Review box and select the desired option (see Figure 41). Figure 41 Display for Review Menu Microsoft Word 2010: Working with Styles 24

25 NOTE: Clicking the Reviewing Pane button in the Tracking group on the Review tab of the Ribbon displays revisions in a separate pane. The Reviewing Pane displays all of the changes that currently appear in the document, the total number of changes, and the number of changes of each type. To close the Reviewing Pane, click the Close button in the upper-right corner of the pane (see Figure 42). Figure 42 Reviewing Pane Displaying Changes in Different Ways You can display all changes in a document in different ways. For example, you can display tracked changes by type of edit (such as insertions and deletions or formatting changes). You can also display only the comments. You can turn off balloons to display all comments and tracked changes inline. You can even display only the changes made by a specific reviewer. To display changes by type of edit: 1. On the Review tab, in the Tracking group, click the Show Markup button and select the type of change that you want to display (see Figure 43). NOTE: A check mark next to an item indicates that the item is selected. Figure 43 Show Markup Menu Microsoft Word 2010: Working with Styles 25

26 To display changes by reviewer: 1. On the Review tab, in the Tracking group, click the Show Markup button, point to Reviewers, and then click to deselect all check boxes except the ones next to the reviewers whose changes and comments you want to display (see Figure 44). NOTE: To select or deselect all check boxes for all reviewers in the list, click All Reviewers. Figure 44 Show Markup Menu with Reviewers Submenu To change the way that markup is displayed: 1. On the Review tab, in the Tracking group, click the Show Markup button, point to Balloons, and select the desired option (see Figure 45). Figure 45 Show Markup Menu with Balloons Submenu Accepting or Rejecting Changes If a document contains tracked changes, all the information about each change will stay in the document until you accept or reject the change. Changes can be accepted or rejected one at a time or all at once. You can use the commands in the Changes group on the Review tab of the Ribbon to accept or reject changes, as well as navigate between changes in the document (see Figure 46). Microsoft Word 2010: Working with Styles 26

27 Figure 46 Changes Group on the Review Tab To accept or reject changes one at a time: 1. On the Review tab, in the Changes group, click the Next or Previous button to locate a change, or click a change in the text or in a balloon. 2. On the Review tab, in the Changes group, click the Accept button to make the change permanent or the Reject button to remove the change. 3. Continue accepting or rejecting changes until there are no more tracked changes in the document. NOTE: You can also right-click a change, and then click Accept or Reject on the shortcut menu. To accept all changes at once: 1. On the Review tab, in the Changes group, click the arrow on the Accept button, and then click Accept All Changes in Document (see Figure 47). Figure 47 Accept Menu To reject all changes at once: 1. On the Review tab, in the Changes group, click the arrow on the Reject button, and then click Reject All Changes in Document (see Figure 48). Figure 48 Reject Menu Comparing or Combining Documents The Compare feature allows you to compare two versions of the same document. The Combine feature allows you to combine revisions from multiple authors into a single document. In both cases, Word shows the differences with revision marks. Microsoft Word 2010: Working with Styles 27

28 To compare or combine two documents: 1. On the Review tab, in the Compare group, click the Compare button, and then click Compare or Combine (see Figure 49). The Compare Documents or Combine Documents dialog box opens (see Figure 50). Figure 49 Compare Menu Figure 50 Compare Documents Dialog Box 2. In the Original document section, click the Folder button, locate and select the original document, and then click the Open button. 3. In the Revised document section, click the Folder button, locate and select the revised document, and then click the Open button. NOTE: Clicking the More button displays additional options. By default, all of the Comparison settings are enabled, Show changes at is set to Word level, and Show changes in is set to New document. 4. Click the OK button. Microsoft Word 2010: Working with Styles 28