Word I Microsoft Word 2010

Transcription

1 Word I Microsoft Word 2010 Opening Microsoft Word To run Word 2010 on your computer you can A. Double-click on the icon OR B. Select Start >> Programs >> Microsoft Office >> Microsoft Word When you first open Microsoft Word 2010, it will appear as follows: Tabs The Ribbon For a helpful review of the changes from Word 2003 to Word 2010, you can work through Microsoft s brief tutorial at

2 Tabs Each tab provides a specific set of features (page numbers for more information provided in parentheses): FILE Saving (save and send) (3-4) Opening (3) Closing (3) Info (properties) (3) Printing (5) Help (5) REFERENCE End notes (8) Foot notes (8) Citations (8) HOME Copy/Paste (5) Text formatting (font style, size, etc.) (5) Bullets/Numbering (6) Find/Replace (5) MAILINGS Labels (8) Mail merge (8) INSERT Page breaks (6) Tables (6) Images (6-7) Headers/Footers (7) Page Numbers (7) REVIEW Spelling/Grammar (9) Dictionary/Thesaurus (9) Comments (9) Track changes (9) Protect (9) PAGE LAYOUT Page margins (8) Page orientation (8) Page color (8) VIEW Document views (9) Ruler (9) Gridlines (9) Macros (personalized shortcuts) (9) Features to Note: If something doesn t appear as an option, click on the Dialog Box Launcher (arrow in bottom right corner of each group in tab). Some tabs/features appear automatically, like when click on an image or shape. When hovering over an option, such as style or color, the item appears temporarily as a preview of what it will look like. Highlight and point to your text in order to view the Mini toolbar, which offers quick access to basic features. Quick Access Toolbar (at the top) allows you to save, undo, and repeat without having to access the associated tab. You can also add favorite commands to the toolbar by customizing with arrow at end of Toolbar. Old shortcuts remain the same as with previous versions, but there are additional ones, now known as KeyTips. To access these, press the ALT button down on the keyboard then release it and your options will appear. Press ALT again to remove the KeyTips. 2

3 File Tab When you click on this tab you ll see what s known as Backstage View, as it provides some insight into those items that occur off the screen of the actual document. Some of the basic options include: Save/Save As: Clicking on the Save icon saves the document you are currently working on. If you are saving a document for the first time, you can click on this button. However, if you want to save a new file from a preexisting document, then you must go to the File tab and select Save As to give the file a new name. When working on any document, you should be sure to save frequently, so that you don't lose any work. Open: Clicking on this icon opens up a previously saved document on your computer or disk. Close: Closes the current document you are working on. Info: Review the file size, word count, and other behind-the-scenes details of your document. New: To begin a new document, click on New. This will allow you to create a new blank document or select from existing templates. Print: Clicking on Print will provide you with a print preview as well as options regarding how you would like to print. When ready, click on the Print icon. Help: Get answers to your pressing questions, learn how to do something in Microsoft Word, etc. SAVING A DOCUMENT When you are working with any sort of media in any software, you should be sure to save your work often. In Word, there are numerous options for saving documents in a variety of file types. To save a new, unsaved document, you can click on the Save icon, shaped like a disk located on the Quick Access Toolbar. Or, you can go to the File tab, and select Save or Save As. If saving for the first time, a dialogue box should appear, offering you a number of options. To save the document in the desired location on your computer, locate it by clicking on the down arrow next to Save in:, clicking on your drive, and clicking on the folder on your computer or disk, or select an icon to the right. 3

4 TIP: Create a Folder While Saving 1. While in the Save or Save As Dialogue Box, first, select the drive (and possibly folder) where you want to create a new folder. 2. Click on the icon of a manila folder with a starburst. 3. Type in the name of the new folder and click OK. 4. You are now ready to name your file. Give your document a name in the file name text box. While you can give your document long names, make sure you save it with a name you can remember. Please note that it's good practice not to use spaces or special characters in file names. For example, a long file name may look like this: expos_sample_paper1.doc You can also select the type of file you wish to save. This may come in handy if you plan to transfer files between computers with different versions of Word or computer that does not have Microsoft Word. To select the type of file, click on the down arrow next to Save as type: Some common file extensions include:.doc = Word 2003 document (can be opened on Word 2003 or later).docx = Word 2007/2010 document (can be opened on Word 2007 or later).htm or.html = Webpage (can then upload to internet).rtf = Rich Text Format (easily transferable between various programs, but you may lose some formatting). As we shift from Microsoft Office 2003 to 2010 (and others are doing the same), it s important to maintain compatibility with previous versions of Microsoft Word. To do so, BEFORE YOU SAVE, be sure that the Maintain compatibility with previous versions of Word box is selected. This will enable you to utilize only that formatting, styles, etc., which are also available in (You can also save it as a.doc if you prefer.) 4

5 PRINTING YOUR DOCUMENT Once you have finished with your masterpiece, it s time to print. (Don t forget to save periodically, and especially before you go to print; see pages 3-4 for details.) To print your document, you click on the File tab then Print. From here you can select the specific pages numbers you wish to print, how many copies, and access your personalized preferences (options) for your particular printer (such as 2-sided printing or fast/economical printing). Once you have selected your desired options, click the Print button. Home Tab Some of the basic options include: Clipboard: Used to cut, copy, and paste text or images. Copy (duplicate) or Cut (copy and remove from existing document) the current selection to the clipboard, which can then be pasted elsewhere in the document, or into a completely separate program/document. Clicking on the Paste button inserts the text that has been most recently added to the Clipboard (the text would have been added there by Cutting or Copying). Font: Select font, size, style, and colors. Paragraph: Create bulleted and numbered lists, adjust indenting and alignment, and select line spacing. Styles: Select predetermined styles for headings. Editing: Find and replace specific words in your document. 5

6 BULLETED AND NUMBERED LISTS To select custom bullets and numbered lists, go to the Home Tab and in the Paragraph group, select Bullets, Numbering, or Multilevel lists (outline form). To customize, select the down arrow next to the icon and select an available option or Define a new bullet, Number format, or Multilevel list. Oftentimes, Microsoft Word will try to read your mind and make assumptions about where you want your bullets or numbered list to appear. This can wreak havoc on your formatting. To repair the damage, you can manipulate the list using the ruler. To access the ruler, on the View tab, be sure that the box next to Ruler is selected. To change the indenting of lines: Highlight the text (and bullets or numbers) you wish to change. Click on the upper carrot to alter the first line s tab/indent. Click on the lower carrot to alter the second and subsequent lines tabs/indents, known as hanging indent. Click on the box to alter both the first and subsequent lines, known as left indent (their selected distance from one another will remain intact). You may also need to grab the tab icon as well in the ruler in order to adjust your bulleted lists properly. Insert Tab Some basic features of the Indent tab include: Pages: Insert a cover page, blank page, or page break. Tables: When this icon is clicked, a small window will appear in the form of a grid of squares. Use this window as a guide to indicate how many rows and columns you would like your table to contain. Once selected, a table will automatically appear in Word. You also will have access to the Insert Table menu here, with more options. More on creating tables is addressed in Word II. Illustrations: Insert a picture, clip art, shapes, graphics, and charts. While clip art will be addressed in this tutorial, inserting saved images will be a part of Word II. Links: Insert Hyperlinks, Bookmarks, and Cross-references. You may find that you want to make links to a particular web site, web page, or some other kind of online file in your Word document. Using the Hyperlink button, you can turn selected text or graphics into hyperlinks. When the icon is clicked, a window will appear that will allow you to insert the URL (web address) of the web page you want to link to. You can type in the URL yourself or insert a preexisting bookmark. Once the link is inserted, the link in your Word document can be clicked and the web page will open up in a web browser. Header and Footer: Insert a header, footer, or page numbers. Text: Insert a textbox, WordArt, Signature line, date and time, or other special features. Utilizing WordArt is a part of the Word II tutorial. Symbol: Insert a mathematical equation or symbol. 6

7 HEADERS/FOOTERS Headers and footers are important aspects of a Word document if you wish to include information such as page numbers and headings on every page. To access the header and footer options, go to the Insert tab and utilize the icons in the Header and Footer group to click on the desired feature. When you click on the associated icon, a submenu will appear that provides the available options for styles. When you click on your preferred style, the header (or footer) will appear along with a more specific formatting menu in the Ribbon. The cursor will already be placed in the Header box. To add text in the Header or the Footer, simply start typing. To have a different first page header or alternating headings, be sure that your header is selected (if you clicked out of it, just click again in the header (or footer) then the specific Header/Footer Design menu will become available. Make sure that Different First Page is selected or Different Odd & Even Pages is selected, as desired, then begin typing. (If you select it after you have typed, you may need to delete the old text and start fresh.) To add page numbers to your document, be sure your header or footer is selected (or use the Insert Tab), and select the Page Number icon. This will provide you with option as to where and how you want your numbering to appear. USING CLIPART In Word, it's possible to add clipart or other images to a document. Click the cursor in your document where you wish to place an image. Then go to the Insert tab and in the Illustrations group, select the Clip Art icon. To the right of the document, a clipart search menu will appear for all Clip Art from Microsoft stored on your computer. Under Search for: type in a brief description of what you re looking for. You may want to limit the search under Results should be:, where you can search for only certain types of media. Double click on the desired image. It will now appear in your document. To remove the search screen, click on the small x to the right of Clip Art. You can now manipulate your image. To change its size, click on the image once so that a box appears around the image. To maintain original dimensions of the object, 7

8 click and hold on one of the corner boxes, the move diagonally to resize the image. Release your mouse when you have the desired proportions. To change its location, again, click once on the image to attain the editing box around the image, then click and hold anywhere within the image. Drag it to its desired location and release your mouse. To alter the way it appears side-by-side with the text, double-click on the image to access the Format Picture Ribbon. Now you can select the desired wrapping style, shadows, borders, and other more specific appearance options. Page Layout Tab Some basic features of the Page Layout tab include: Themes: Change the overall design of the document. Page Setup: Adjust margins, page size, orientation, page breaks, line numbers, columns, and more. Page Background: Include a watermark, or alter the page color and borders. Paragraph: Assign specific quantities to paragraph indents and spacing. NOTE: Word 2010 automatically assigns a 10-point space after each paragraph (keeping in line with online writing), so you may need to adjust this on your documents depending on what style you are using. Arrange: Adjust the position of a selected object. References Tab Some basic features of the References tab include: Table of Contents: Insert a Table of Contents into the document. Footnotes: Insert a footnote into your document. Citations & Bibliography: Insert a citation of a particular source into your document. Captions: Add captions to pictures, tables of figures, and cross-references with ease. Index: Create and manage index at the click of a button. Table of Authorities: List cases, statutes, and other authorities used in document. Mailings Tab Some basic features of the Mailings tab include: Create: Quickly create and print envelopes and labels (used with purchased products such as Avery). Start Mail Merge: Formulate a letter enabling you to send your document to multiple recipients. Write and Insert Fields: Designate certain areas in your document to be replaced with specific information depending on the recipient. Preview Results: Review your document before it is sent via mail. Finish: Create separate print documents, save, or . Acrobat: Create as a PDF and send as . 8

9 Review Tab Proofing: Run spell and grammar check, references (such as dictionaries and thesauruses), and check word count. Language: Translate into or select a language. Comments: Insert and manage comments. Tracking: Track changes in your document and alter the viewing of those changes. Changes: Accept or reject changes to adjust your document accordingly. Compare: Compare and combine multiple versions of a document. Protect: Block particular authors or limit the ability of others to edit your document. View Tab Document Views: View Print Layout, Full Screen, Web Layout, Outline, and Draft forms of your document. Show: Reveal or remove the Ruler, Gridlines, and Navigation Pane. Zoom: Zoom in and out of your document, or view one or two pages at a time. Window: Open a new window to view your document or arrange or split your screen to view all open Word windows at the same time. Macros: Create shortcuts for lists, etc., so you don t have to type them out in full each time. SPACE FOR ADDITIONAL NOTES: 9