IT AcAdemy Lesson PLAn - Mrs. Ferris' Digital Classroom - · PDF file · 2012-02-23IT AcAdemy Lesson PLAn Turn potential into success ... tated answer key for each project is included

10IT AcAdemy Lesson PLAn

Turn potential into success

microsoft Word

Microsoft Office Word 2010: Lesson Plans

Introduction

each Lesson Plan Includes:

Preparing to teach courses on Microsoft Office 2010 for the first time can be a challenge requiring careful planning and organization. The Microsoft IT Academy provides these lesson plans to help you save time, skillfully manage the teaching environment and success-fully communicate the intended lesson.

The lesson plans are flexible and have been created in a concise format of small teachable units to allow you to use them with any textbook. To support a textbook independent teaching style, each lesson plan contains suggested demonstrations and explanations.

The lesson plans have been developed to be independent of a predefined lesson schedule. Whether the course is taught in either a semester or quarter term format, we suggest the following class format: a 60 minute lesson lecture followed by a 120 minute lab (hands-on performance) session. This model is recommended in order to increase student performance and enhance the knowledge and skills gained through active participation in the course.

Learning Goals for each lesson.

Learning Objectives that may be observed throughout the lesson.

Class/lab Setup suggestions to help you prepare the classroom each day.

Lecture Outline that detail what to present in each class.

Highlighted Cautions strategically placed throughout the lesson plan that alert you to common issues students may experience.

Discussion Questions that encourage class participation.

Tech Tips to remind you of items that may require explanation.

Alternative Methods for task completion that explain short cuts.

Hot Keys, or keyboard shortcuts, are introduced in the lesson plan to be used at your discretion.

Discussion questions at the conclusion of each teachable unit engage students and promote critical thinking.

Quick Quiz of multiple choice and true/false type questions.

Lesson Projects are provided that directly connect the student with the materials that were provided in the lesson. The projects may be used independent of a textbook or as an assessment to determine skill mastery. To simplify the scoring process, an anno-tated answer key for each project is included to adequately determine if the learning objective was accomplished through process of lecture and activity.

Multimedia resources at the end of each unit pull together a wide variety of online demos, videos, tutorials, quizzes, and E-Learn-ing resources all available for classroom use at no charge through your IT Academy membership. These resources can be used in class or by students as self paced instruction and lesson reinforcement outside of class.

IT Academy Program LeSSOn PLAn: MICrOSOfT OffICe 2010 // Microsoft Word 2010

Describe the importance of productivity software and word processing in the workplace and how Microsoft Word 2010 can increase productivity. Completed word processing projects such as letters, memos, newsletters, or flyers may be helpful to use as examples.

Instructors should demonstrate to students the following methods for starting Word:

1. Start Word using the Windows Start button. (Explain that this is the most common method.) Microsoft Word 2010 may then be located under the programs grouping.2. Start Word using the desktop shortcut. If this option is not available, demonstrate how to create the desktop shortcut.3. Start Word using the Most Frequently Used Programs list on the left side of the Start menu.

Alternative Methods:

4. Start Word by right-clicking a Word document and left-clicking Open.5. Start Word by double-clicking a document that was created in Word.

Discussion Question:

Ask students which method they prefer. After a brief discussion, explain the benefits of using each method. Examples of possible explanations are listed below.

Method 2: The Word program window opens, displaying a blank docu-ment so that the user can begin working immediately.This method is the quickest way to open the Word program window and immediately begin working in a blank document. The shortcut is always available on the desktop for quick and easy access to Word.

Method 4: Right-click a Word document and left-click Open. This method starts Word and opens a specific document. It eliminates extra steps that must be taken after opening the Word window to open a document that was previously created in Word.

Lesson 1: Understanding the Word Window and

Creating a New Document

Learning Objectives

exploring the Word Window

Lesson Introduction

Starting Word

Learning Goals // The goal of this lesson is for students to successfully

explore and describe the Word window and to create a new document.

The student will save the document and properly exit the program.

On completion of this lesson, students will be able to do the following:

Successfully start Microsoft Office Word 2010 using a variety of methods.•

Explore the Word window and identify various features in the window.•

Navigate the Word window.•

Use the Ribbons in Word.•

Navigate the various menus associated with each Ribbon.•

Create a new document.•

Insert text in a document using various methods.•

Save a document using the Save and Save As commands.•

Close a document and properly exit the Word program.•


exploring the Word Window

Using ribbons and Tabs

Instructors should do the following:

Demonstrate the different areas of the Word program window by pointing with the mouse or by using a laser pointer on the presentation area. Be sure to move the pointer to each feature as you discuss it.

Title BarWhen pointing to the title bar, explain that the title bar text changes to display the name of the active document. Demonstrate this task by opening a document and then closing the document. Now open a blank document, and point to the title bar to show the change in the file name.

File TabWhen pointing to the File Tab, explain that it allows access to the Word Op-tions dialog box and provides control to create new documents, save and print documents, as well as several other features.

RibbonOn the Ribbon, point to the commands and explain to students that the Rib-bon is grouped according to the task being performed. TabsPoint and click the individual tabs demonstrating how the tabs allow access to various groups of commands on the Ribbons.

Quick Access ToolbarDemonstrate how this toolbar provides access to commonly used tasks like saving a document.

Insertion PointShow the insertion point. Also discuss the various forms the mouse pointer can take based on the function being performed and the location to which the mouse is pointing.

Ruler Point to the ruler and explain the uses of rulers in the Word window. Tech Tip If students do not find that the ruler is active, demonstrate how to use the Ruler checkbox on the View tab to make the ruler active. Use this opportunity to explain that the ruler is an optional component in the Word program.

Scroll BarsDemonstrate the use of scroll bars. Drag the scroll bar throughout the Word document and click inside the scroll bar to make an area of the document visible. Use scroll bars to move the window up or down one line or left and right, one section at a time. While discussing scroll bars, demonstrate the navigation buttons that are located on the bottom of the vertical scroll bar.

View ButtonsThe view buttons for the Word window appear on the lower right side of the window. These buttons allow the user to determine the way that the docu-ment is viewed.


Discuss the use of Ribbons and tabs in Word.• Show the location of Ribbons in Word.• Explain that the most often used Ribbon groups will show first on the •


menu. (Instructors should also display this feature.)Explain and confirm how to expand a Ribbon group to see all available • options.Explain that dimmed tabs are unavailable.• Explain and demonstrate the Launcher button that appears with some • menu options.Discuss the use of Quick Access Toolbars and demonstrate a Quick Ac-• cess Toolbar.Discuss the use of shortcut keys and demonstrate how to use a shortcut • key.


Demonstrate how to enter text into a document window.• Explain that pressing the ENTER key at the end of each line is not neces-• sary because of the word wrap feature. Type a complete paragraph of information, demonstrating the word • wrap feature.Illustrate the editing options that can be changed with commands on • the Home Ribbon.Illustrate how to correct errors in Word by pressing the BACKSPACE key • once to delete text to the left of the insertion point or by pressing the DELETE key to delete text to the right of the insertion point.Discuss the default margins in Word.• Explain the use of margins in Word. •

Discussion question:

Discuss how word wrap deals with any long word that appears at the end of a line.


(Students should view the Word window in the Print Layout or Web Layout view before attempting this lesson.)

Demonstrate how to change the view using the View Ribbon or using • the View buttons on the lower-left corner of the Word window.Demonstrate the use of the Click and Type method to enter text in a • blank document window.Ask students to double-click a location of their choice and type in their • name.Explain that Click and Type is not available in every location.•

CAUTION If a mistake is made, use the Undo Typing button on the Quick Ac-cess Toolbar. If students click in the wrong location, have them choose a new location and type their information in the new location.


Discuss the purpose of saving a document and how editing a saved • document rather than recreating it can save time. Show the various areas of the Save and Save As dialog boxes found on • the File Tab.Discuss the ability to save files with long file names and the importance • of being descriptive with file names.Discuss characters that cannot be used when naming a document.• Describe how to create folders to organize documents into logical cat-• egories.Explain the necessity of saving a document often.•

entering Text

Using Click and Type

Saving a Document


Demonstrate how to save a document for the first time with the Save • command found under the File Tab.Demonstrate how to save a document using the Quick Access Toolbar.• Demonstrate how to save a document with a new name.• Demonstrate how to save a document in a new location.• Explain that after saving a document, the Save command no longer • offers the option of entering the file name or the choice of the storage location.Discuss the AutoSave and AutoRecover options and demonstrate how • to change the document AutoSave time intervals through the Word Op-tions button under the File Tab.


Demonstrate how to create a folder while working in the Save or the Save As dialog box. Discussion Questions:

Discuss folder categories that might assist in keeping documents orga-• nized.Discuss the idea of using a storage device as if it were a file cabinet and • folders with the file cabinet to quickly access documents. Students may be able to easily identify with the

HOT KEY Save a file—SHIFT+F12Save a file—CTRL+S


Demonstrate how to close a document using the Close command on the • File Tab.Explain how to close the document using the document control buttons • located at the right end of the title bar.Illustrate that the Microsoft Word popup option will offer to save a • document only if the document has been edited.Demonstrate how to exit Word 2010 using the Exit Word option located • on the File Tab.Show how to exit Word 2010 using the Close button located at the right • end of the title bar.Explain that the Microsoft Word popup option will ask to save any docu-• ments that were edited.

HOT KEY Exit Word—ALT+F4


Discuss how the Microsoft Word popup option can help in closing docu-ments or exiting Word by offering to save any edited work.

True/False

1. There are only two methods to start Microsoft Office Word 2010.

2. The basic Microsoft Office Word 2010 window includes nine Ribbon tabs that maybe selected to view various command groupings.

Closing a Document and exiting Word

Lesson Quiz


3. By double-clicking a Ribbon tab, the Ribbon will be reduced to a single line to conserve space in the workspace.

4. The only way the user can begin typing at a location in the document other than the first line, first space is to use the ENTER key or TAB key to move the insertion point to an alternate location.

5. The Save option on the Quick Access Toolbar may not be used the first time that you save a document.

Multiple Choice

1. Each ____ on the Ribbon is a collection of groups, and each group contains related items.

a. Areab. Unitc. Tabd. Dialog box

2. _____ is the tab that contains the most commonly used commands.

a. Viewb. Homec. Insertd. Start

3. The _____ provides quick access to frequently used commands.

a. Shortcut menub. Start menuc. Mini Toolbard. Quick Access Toolbar

4. The ___________ feature allows typing to continue on a new line when the current line is full.

a. Word wrapb. Edit Barc. Continuous Breakd. Line Break

5. Which of the following characters are allowed in a filename?

a. ? question markb. * asteriskc. _ underscored. : colon

Quiz Answers:

True/False

1. False, three methods are discussed and two alternative methods provided.2. True3. True4. False, Click and Type may be used to place the insertion point at any location within the document window.5. False, regardless of the method selected to save a file, if it is the first time you are saving the document, the Save As dialog box will open to enable the user to provide a filename.


Multiple Choice

1. C (Tab)2. B (Home)3. D (Quick Access Toolbar)4. A (Word wrap)5. C ( _ Underscore)

Hands-On Projects

Lesson 1—Exercise 1

As an office assistant, you are required to create announcements for the staff. A recent office procedural change was adopted, and the staff must be noti-fied. Create a brief announcement in Word 2010 that may be distributed to the staff.

Open Word 2010 using the File Tab and create a new blank document. Us-ing the Click and Type method, insert the announcement title Annual/Vaca-tion Leave Request Procedural Change in the center of the first one-third of the page.

Again, use the Click and Type method to key in the following left-aligned paragraph:

Employees must submit the request for Annual/Vacation Leave no less than 10 working days prior to the leave period. The leave request must be sub-mitted to the employee’s immediate supervisor for approval. The approv-ing supervisor reserves the right to decline the leave request based upon adequate staffing for the department affected.

Save the document with the filename Lesson1ex1 in the appropriate storage location. Close the document and Word 2010.

Lesson 1—Project 1

You are employed as the word processing specialist in a local business. Your first order of business is to introduce office support staff to the new features of Word 2010. To prepare for the class, you need to practice everything that you intend to demonstrate to the office staff. Begin by opening the Word 2010 program using the preferred method discussed in class. Take a mo-ment to navigate all of the tabs allowing the individual Ribbon groupings to display. Review each grouping to familiarize yourself with the Ribbons in preparation for staff questions.

In a new document, prepare your documentation by typing in the head-ing Introduction to the Word 2010 Window in the center of the document window.

Next, create a list of a minimum of five Word window locations that may be helpful for the staff to know. On the line under each term, include a brief explanation of each area listed. This document may be utilized as a handout or notes for the demonstration.

Explore the various view options found in the View button area on the lower-right side of the Word window. The staff will need to understand how to change the window View options, and you should be prepared to explain each of these.

Class Projects


Save the document with the filename Lesson1project1 in the appropriate storage location. Close the document and Word 2010.

Microsoft Office Online provides online training, demonstrations, and quizzes that include detailed explanations, preferred methods, and lesson tutorials for each Microsoft Office program. These resources are suggested to engage students in hands-on experience, self-paced lesson participation, and lesson reinforcement.

E-Learning Courses from Microsoft Learning

Course 10294: Beginner Skills in Microsoft Word 2010Show the class the information for this course and explain that the course is designed to help you use the Microsoft Word 2010 interface, commands, and features to create, enhance, and share documents.

Video Basics

Make the switch to Word 2010 Show the class the information for this video and explain that the video will help you get familiar with changes and see how to perform essen-tial everyday tasks.

Office 2010 Security: Protecting your files Show the class the information for this video and explain that the video will help you get familiar with the Security Message Bars that provide the opportunity to consider the potential security risks that may be in your file, and then the ability to open or read the file while reducing the risks that can occur.

Video and Trainingresource Links

Lesson 2: Editing a Document

Learning Objectives

https://www.microsoftelearning.com/eLearning/courseDetail.aspx?courseId=186945

http://office.microsoft.com/en-us/word-help/acquaint-yourself-with-the-ribbon-RZ101816356.aspx?CTT=1&lc=en-us&section=2

http://office.microsoft.com/en-us/word-help/active-content-and-the-message-bar-RZ101665538.aspx?lc=en-us&section=2


To effectively teach students how to use Microsoft Office Word 2010, show examples of the following documents that incorporate the tasks discussed in the lesson.

Memos• Faxes• Letters• Charts• Newsletters •

Give examples of the need to be flexible in the workplace and offer docu-ments in various formats to satisfy the needs of all users. Explain situations where items that are deleted from a document may need to be restored within the same work session. Examples of completed word processing projects such as letters, memos, newsletters, or flyers may be helpful with the introduction.


Describe the difference between opening a previously created docu-• ment and opening a new document.Explain that Word 2010 will display a list of the most recently opened • documents in the right pane of the Office menu list. Clicking on the file name will open the file from the location in which it is saved.Demonstrate and describe the Open dialog box. Point out the following • areas of the dialog box:

+ Previous locations drop-down list. + Navigation pane. + Look-in list. + Change View button. + New Folder button. + Open options drop-down list. + File Name box. + Organize button. + Tools button. + Files of Type drop-down list.

Demonstrate the methods used to change the viewable location.•


Demonstrate how to open a file directly from the My Computer window.

Lesson 2: Editing a Document

Learning Objectives

Lesson notes

Lesson Introduction

Opening an existing file

Learning Goals // The goal of this lesson is for the students to success-

fully open, navigate, and modify a document. The student will save

the document, with a new name or in a different format, and properly

organize a storage location for future reference.


Open a file.•

Navigate through a document.•

Scroll through text.•

Insert text in a document.•

Select text.•

Edit a document by deleting and restoring text.•

Create a folder.•

Save a file with a different name.•


HOT KEYS Open an existing file — CTRL+OOpen an existing file — CTRL+F12Open an existing file — CTRL+ALT+F2


Ask students to verbally list the different methods that can be used to open a file in Microsoft Word 2010. Demonstrate examples of the methods listed below.

1. Open a file from the File Tab.2. Open a file using the File Tab menu and choose from the list of recently documents.3. Open a Word document from the My Computer area of Windows.

CAUTION Students might choose the wrong file to open. If this occurs, ask students to close the file by clicking the File Tab and then click Close. Direct students to open the instructed file using the method of their choice.


Point out and describe the locations of the following items in the Word • program window:

+ Scroll box + Horizontal scroll bar + Scroll arrows + PAGE UP/PAGE DOWN keys + Arrow keys on the keyboard

Demonstrate the methods for minimizing and maximizing the Word • 2010 Window.Demonstrate navigating through the Word 2010 program window using • the PAGE UP and PAGE DOWN keys.Demonstrate navigating through the Word 2010 program window using • the arrow keys.Demonstrate navigating through the Word 2010 program window using • the HOME and END keys as well as combining these keys with the CTRL key.Demonstrate how to return to the last location that was visited by using • the SHIFT+F5 keys.Describe and demonstrate the various forms that the mouse pointer • takes when a user navigates through specific areas of the Word 2010 window.Explain that the amount of text that appears on the screen is based on • the size of the screen and the viewable area.Explain the various scroll bars that appear in the Word 2010 window.• Demonstrate how to use the scroll bars and scroll arrows to navigate • through the Word 2010 window.Demonstrate using the scroll box to navigate through the Word 2010 • window.Demonstrate how scrolling will not change the location of the mouse • pointer. To begin editing the document, click the location where the edit must take place.Describe the use of the scroll wheel that appears on some pointing • devices.

navigating through a Document


CAUTION If students are working in a new document, they will not be able to move the insertion point with the arrow keys. Explain that the document must contain text before the arrow keys are available for use.

HOT KEYS Move to top of a document—CTRL+HOMEMove to top of current page—CTRL+PAGE UPMove to bottom of current page—CTRL+PAGE DOWNMaximize the document window—CTRL+F10Maximize the program window—ALT+F10Restore the program window size—ALT+F5


Describe and demonstrate the Overtype and Insert modes of editing • text.Demonstrate how to control the Overtype or Insert mode through the • Word Options, Advanced dialog box.Explain to students that the Insert mode is the default mode for Word • 2010.Demonstrate that the Insert mode allows you to type and reposition all • text to the right of the new entry.Demonstrate that the Overtype mode deletes all text to the right of the • insertion point as you type.

CAUTION If students mistakenly leave the Overtype mode on while editing text, some of their information might be erased. Be sure to point out that the Undo Typing button (or CTRL+Z) can be used to recover the lost text.

Discussion Questions:

1. Discuss with students why the Insert mode is the default mode for typing in Word 2010 and the most popular method with users.

2. Discuss with students how the Overtype mode can easily cause problems if the document area is not properly set up prior to beginning on a docu ment. Review the Word Options area to determine the default option selections for Word 2010.


Show how to select a single character of text using the press and drag • method.Demonstrate how to select an entire word by pressing and dragging or • by double-clicking the word. Show how to select an entire paragraph of text with the press and drag • method or by triple-clicking the paragraph of text that needs to be selected.Demonstrate how to select an entire sentence in a document by holding • down the CTRL key and clicking any portion of the sentence that should be selected.Show how to select nonadjacent blocks of text by using the CTRL key as • blocks of text are selected.Demonstrate how to deselect text by clicking once anywhere on the • document.Demonstrate how to select all text in the document by clicking Select • All from the Select drop-down menu in the Editing group on the Home Ribbon.

Inserting Text in a Document

Selecting Text



As an alternative to using the mouse for text selection, use the keyboard ar-row keys in conjunction with the SHIFT key to select text.

Demonstrate how to select text using the keyboard by holding down the SHIFT key and pressing the RIGHT ARROW key to select text to the right of the insertion point. Hold down the SHIFT key and press the LEFT ARROW key to select text to the left of the insertion point.

Demonstrate that using the DOWN ARROW key with the SHIFT key allows for entire lines of text to be selected at one time.

Demonstrate the method for selecting multiple paragraphs of text using the selection bar to the left of the document text.

Demonstrate how to select an entire document by triple clicking the selec-tion bar to the left of the document text.

Students who prefer to use the quick keyboard commands can also use the keystroke combination of CTRL+A to select all text in the document.

Instructors should point out the location of the following items in the Word program window:

Undo Typing button on the Quick Access Toolbar.• Redo Typing button on the Quick Access Toolbar.• Overtype feature in the Word Options, Advanced dialog box.•


Demonstrate how to select a block of text and then remove the text by • pressing the Delete key on the keyboard.Explain and demonstrate that an operation can be undone by clicking • the Undo Typing button on the Quick Access Toolbar.Demonstrate the process of deleting text to the left of the insertion • point by pressing the BACKSPACE key.Demonstrate the process of deleting text to the right of the insertion • point by pressing the DELETE key.Explain to students that using the Undo Typing button will undo their • last action.


Demonstrate to the students that they can use the BACKSPACE key in lieu of the DELETE key when deleting a selected block of text.

As discussed earlier in this lesson, students can choose a block of text and use the Overtype mode to delete the text and insert new text at the same time.

CAUTION Students might not be able to locate the Undo Typing or Redo Typing buttons on the Quick Access Toolbar. The buttons can be added to the Quick Access Toolbar by right clicking on the Quick Access Toolbar and choosing to customize the toolbar.

Tech Tip Students must know that actions such as saving and printing cannot be undone.

Deleting and restoring Text in a Document



Discuss with students the importance of the Undo Typing and Redo Typing buttons. Explain that more actions can be undone by choosing the drop-down arrow that appears to the right of the Undo button on the Quick Access Toolbar. Discuss situations in which the use of the Undo button can eliminate careless errors.


Discuss the importance of using file organization in any program to • quickly access files.Define the terms folder and subfolder.• Demonstrate how to create a new folder using the Save As dialog box.• Show how to delete a previously created folder using the Save As dialog • box.Demonstrate how to delete a previously created folder using the Open • dialog box.Show how to create a subfolder inside a folder.•


Demonstrate how to create a new folder in the Computer area of Windows. Students should know that this task can be performed prior to opening Word 2010.

Explain and show that folders can be viewed through the application and in the Computer area.

CAUTION Students could accidentally misspell the folder name. Explain how to rename a folder to correct the error. Instructors should do the following:

Discuss and point out the areas of the Save As dialog box.• Explain that a file can be saved using a new file name in the Save As • dialog box. Emphasize that assigning a new name preserves the original file and also creates a new version of the file.Explain the methods of creating a backup copy of important files.•

Tech Tip Explain to students that renaming a file from the Computer area of Windows does not make a copy of the file. Instead, the file name is changed. Discussion Question:

Discuss the loss of important files. Ask students to describe an occasion when they lost a file because of poor backup procedures or a virus attack. Explain and discuss various file backup technologies that exist.


Define file format and file extension.• Explain to students that Word allows documents to be saved in various • formats, depending on the program with which the file will be used.Explain the term Rich Text Format (RTF).• Demonstrate how to save a file in a format other than .docx using the • Save As Type drop-down list. Explain and demonstrate the use of document properties found on the • right pane of the Info option of the File Tab.

Creating a folder

Saving a file with a Different name

Saving a file with a Different format


CAUTION If students attempt to open files that have formats other than .docx or .rtf in Word, unreadable text might appear in the document window. Explain that saving files in .rtf format allows numerous application programs to utilize the same file.


Ask students to provide examples of situations in which keying in the docu-ment properties might eliminate confusion in identifying a file.

True/False

1. To erase a character to the left of the insertion point, press the BACKSPACE key once.

2. To save a file with a new name or new file format, click the Save button on the Quick Access Toolbar.

3. A new folder may be created on the selected storage device after the Save As command is selected.

4. To quickly move to the top of a document, use the keystroke combination of CTRL+UP ARROW.

5. To undo the last action, click the Restore button on the Home Ribbon.

Multiple Choice

1. An entire paragraph of text may be selected quickly by ____.

a. Using the left-click, drag methodb. Double-clicking the paragraph of textc. Triple-clicking the paragraph of textd. Using the shift and drag method.

2. The following are all methods of navigating through a document except:

a. Using the PAGE UP and PAGE DOWN keys on the keyboard.b. Using the keyboard arrows.c. Using the Shortcut menu.d. Using various Hot Key combinations.

3. An existing document may be opened by _____

a. Viewing the Home Ribbon, and choosing the Open buttonb. CTRL+0 (zero)c. Selecting the Open button found on the Quick Access Toolbar.d. Selecting the Open option found under the File Tab.

4. Which of the following is not a part of the File Open dialog box?

a. Change view buttonb. New folder buttonc. Open options buttond. Delete button

Lesson Quiz


5. Which of the following is not a file format in which a Word document may be saved?

a. .text (plain text file format)b. .rtf (rich text format)c. .html (hypertext markup language)d. .pdf (portable document format)

Quiz Answers:

True/False

1. True2. False, this option will save the document using the current filename and current file format. Use the Save As option on the File Tab.3. True4. False, CTRL+Home is the correct combination.5. False, click the Undo button on the Quick Access Toolbar.

Multiple Choice

1. C (Triple-clicking the paragraph of text)2. C (Using the Shortcut menu)3. D (Select the Open option found under the File Tab)4. D (Delete button)5. A (.text plain text format)

Class Projects

The class projects provide the student with the opportunity to practice skills that were taught in the lesson. The projects may be utilized as class, indi-vidual, or assessment activities. Completion of projects helps provide lesson reinforcement and verification of skill mastery.

Data files to accompany the project are found in the student data files. Each project may be verified for accuracy using the annotated project answer keys found in the instructor’s resource files.

Hands-On Projects

Lesson 2 - Exercise 1

As the Education and Training Coordinator for American Marketing, you continually train new employees in various areas. You are preparing for a training session beginning Microsoft Word 2010 users. Using the student data file Lesson2project1.docx, make the following revisions to prepare the documentation for your training session.

1. Open the file Lesson2ex1 from the student data files.2. Navigate to the bottom of the document.3. Place the insertion point at the end of the last paragraph in the document.4. Press the ENTER key twice.5. Type your name.6. Create a new folder on your student data diskette or on your student net work drive. Name the folder Lesson2.7. Save the current file as Lesson2ex1a.docx in the folder.8. Navigate to the top of the document and place the insertion point to the left of the first character in the first paragraph.9. Type the title of the document: Microsoft Office Word 2010. 10. Press the ENTER key twice.


11. Save the file in the Lesson2 folder as a Rich Text Format (.rtf) file, with the name Lesson2ex1b.12. Save the file in the Lesson2 folder with the name Lesson2ex1c as a Micro soft Word 2010 document file format (.docx).13. Close all open files.14. Open the file named lesson2ex1b from the Lesson 2 folder.15. Select the subtitle (second) line of the document and delete the text.16. Print the file.17. Restore the document title.18. Select the word release in the first line of the first paragraph and replace it with the word version.19. Save the file in the Lesson 2 folder with the name Lesson2ex1d.20. Close the file.21. Exit Microsoft Word 2010.

Lesson 2 - Project 1

As the Education and Training Coordinator for American Marketing, you continually train new employees in various areas. You have recently discov-ered a policy that requires numerous revisions. Using the student data file Lesson2project1.docx, make the following revisions:

1. Add a new document title: American Marketing.2. Chance the subtitle to Education and Training Policy.3. Replace all instances of the word assistance with the words education and training.4. Change the job title education coordinator to education and training coordinator.5. Delete the statement union and worker.6. Save the file as Lesson2project1complete.docx and place it in a new folder named Lesson 2 Project 1.7. To ensure that all employees may review the file no matter what word processing software they have installed, save the file as a Rich Text Format (.rtf) file and save it in the Lesson 2 Project 1 folder.8. Close the file and exit Word 2010.


Microsoft Office ELearning Course

Course 10294: Beginner Skills in Microsoft Word 2010Show the class the information for this course and explain that the course is designed to help you use the Microsoft Word 2010 interface, commands, and features to create, enhance, and share documents.

Online Training Resources

Use the Navigation Pane to search and move around in your document Show the class the information for this video and point out that the video will explain how the Navigation Pane enables you to view all of your document’s headings and pages in a clear, top-to-bottom format; locate and restructure chunks of content just by dragging headings; and find all instances of specific words, phrases, or items such as figures and tables – without having to scroll through the search results.



http://office.microsoft.com/en-us/word-help/see-what-your-document-is-made-of-RZ101829243.aspx?lc=en-us&section=2

http://office.microsoft.com/en-us/word-help/see-what-your-document-is-made-of-RZ101829243.aspx?lc=en-us&section=2


Create your first Word document I Show the class the information for this video and point out that the video will explain how to create your first document in Word: type where you want to on a page, fix spelling errors, make a list, change page margins, add emphasis to some words, quickly add some style, and save your work.

Microsoft Office Online Help

Microsoft Office Online provides access to help using the latest information available from Microsoft. Each Microsoft Office program has its own help resource list and step-by-step instructions that can be accessed by searching for a specific subject or command.

http://office.microsoft.com/en-us/word-help/the-first-time-you-open-word-RZ101790574.aspx?lc=en-us&section=2

http://office.microsoft.com/en-us/support/?redir=0




Give examples of the need to be flexible in the workplace and provide docu-ments vary in format based upon the context of the work. Discuss how the use of document formatting may be used to highlight specific information or enhance the overall appearance of the document. Examples of com-pleted word processing projects such as letters, memos, newsletters, or flyers may be helpful with the introduction.


Demonstrate how to use the Home tab to gain access to the Home Rib-• bon.Point out the location of the Formatting Groups on the Home Ribbon.• Demonstrate how to use the Launcher button to expand the Command • Groups. Explain to students the purpose of the buttons and other controls lo-• cated on the Home Ribbon.Demonstrate ToolTips, which indicate the name of each formatting but-• ton.Define text attributes.• Explain that the buttons on the Home Ribbon toggle between on and • off modes for selected text.Illustrate the value of and how to use the Show/Hide Button in the Para-• graph Group on the Home Ribbon.Demonstrate to students how to turn the Show/Hide button on and off.• Explain the term font to students and define point size. Remind students • that one point is equal to 1/72 of an inch.Demonstrate to students how to adjust the font type and font size by •

Lesson 3: Formatting Text

Learning Objectives

Lesson notes

Lesson Introduction

Use the Home ribbon to format Text


fully apply formatting to a document. The student will save, preview,

and print the document.


Use the Home Ribbon to format text•

Apply character effects to text•

Align text•

Cut and paste text•

Use the Paste Special command•

Drag and drop to edit text•

Collect and paste multiple items•

Apply styles•

Create a border•

Add shading to a paragraph•

Preview a document•

Print a document•


Applying Character effects to Text

Aligning Text in a Document

using Font Group buttons on the Home Ribbon.Explain to students that the most commonly used font types will appear • at the top of the list and the remainder will appear in alphabetical order. Students should also know that this depends upon the document theme.Explain and illustrate to students that the font names appear in their • respective styles.Explain and point out to students that the font size appears on the tool-• bar as a whole number. Students can key in alternative font sizes of their choice.Demonstrate to students how to apply and remove the text attributes of • bold, italics, and underlining on selected text.


Explain to students that all of the options found on the Home Ribbon can also be found on the Font and Paragraph Dialog Boxes after the Launcher is selected.

HOT KEYS Apply Bold Attribute to selected text — CTRL+BApply Italic Attribute to selected text — CTRL+IApply Underline Attribute to selected text — CTRL+UChange Font Face Attribute of selected text — CTRL + Shift +FChange Font Size Attribute of selected text — CTRL + Shift +PGrow Font Size Attribute of selected text — CTRL + >Shrink Font Size Attribute of selected text — CTRL + >


Ask students to explain a situation in which the Show/Hide button might be useful.


Describe and demonstrate various character effects that can be applied • to selected text. Remind students that these effects are found only in the Font dialog box that is displayed after the Font Group Launcher is selected.Remind students that text attributes can be changed at any time.•


Demonstrate to students how to set up a font effect prior to keying in any text. Font effects can be applied at any time during document creation. Font effects can be removed by launching the Font dialog box and removing the check from the effect box.


Point out the location of the alignment buttons in the Paragraph Group • on the Home Ribbon.Explain to students that the default alignment for the blank document • template is left aligned.Describe and illustrate all alignment options.• Remind students that alignment affects all text from the point at which • the alignment is altered or all selected text.


All alignment options can be found by launching the Paragraph Group on the Home Ribbon.


CAUTION When using templates, alignment will be predefined. To remove a specific alignment, the text to be affected must be selected.


Ask students to explain how understanding alignment can help in creating documents for other classes. You might also choose to explain how align-ment is used in MLA (Modern Language Association) or APA (American Psychological Association) document styles.


Explain to students that word processing programs gained popularity • because they could be used to rearrange text without retyping the text.Define cutting and pasting text.• Point out to students that cutting and pasting text is essentially moving • selected text to a new location.Point out the location of the Cut, Copy, and Paste buttons in the Office • Clipboard Group on the Home Ribbon.Demonstrate how to use the Cut and Paste commands found in the Of-• fice Clipboard Group on the Home Ribbon.Define copy and paste.• Explain to students that copying and pasting text creates a duplicate • copy of the selected text.Demonstrate how to use the Copy and Paste commands found in the • Office Clipboard Group on the Home Ribbon.Demonstrate to students that by right-clicking on selected text, the Cut, • Copy, and Paste options are available on the shortcut menu.Define the Office Clipboard. • Demonstration how to control the appearance of the Office Clipboard.• Demonstrate the method of opening and closing the Office Clipboard • task pane.Explain that all cut or copied items are placed on the Office Clipboard • for future use.Demonstrate cutting or copying an item and point out its placement on • the Office Clipboard.Explain to students that only 24 items can be stored on the Office Clip-• board.Explain to students that large items that are cut or copied might reduce • the amount of space available on the Office Clipboard.Demonstrate to students how to paste items directly from the Office • Clipboard.Students should know that the Office Clipboard is available in all Micro-• soft Office applications.

HOT KEYS Cut a selected item — CTRL+ XCopy a selected item — CTRL+ CPaste an item — CTRL+ V

CAUTION Remind students that if they cut the wrong item, they should click the Undo button on the Quick Access Toolbar. If students copy an incorrect item, ask them to select the correct item and choose to copy it again. The item in error that appears on the Office Clipboard can be deleted from the task pane by right-clicking on the item and then choosing Delete from the Office Clipboard shortcut menu.

rearranging Text within a Document - Cut and

Paste Text



Ask students to recall all possible methods of using the Cut, Copy, and Paste commands in Word 2010.


Explain paste options.• Demonstrate how to paste information into a document and point out • the paste options that appear near the newly pasted text.Point out the three options that appear on the paste options link.• Explain that the option to keep source formatting will not alter the • pasted text.Explain that the option to Merge Formatting will change the text to the • formatting options that are applied in the paste location.Explain that the option to Keep Text Only will discard any original for-• matting and only paste the text from the Office Clipboard.


The Paste Special Option may also be located on the Home Ribbon in the Office Clipboard Group under the Paste dropdown option.

CAUTION Remind students that if the Paste Special option to keep text only is selected that any content other that text will be discarded. This includes pictures, tables, and formatting such as bullets or numbered list items.


Explain that the option allow drag and drop text editing may be selected • in the Word Options Advanced dialog box.Demonstrate how to enable or disable this option.• Demonstration how to use drag and drop text editing.•

CAUTION Explain to students that when enabled, drag and drop text editing can cause text to be moved in error when slowly dragging the mouse over selected text. Remind student to use the undo button on the Quick Access Toolbar to undo any dragging errors.


Explain the benefits of collecting and pasting multiple items from the • Office Clipboard.Explain that multiple items may be copied and stored on the Office Clip-• board, up to a maximum of 24 items.Explain that items will remain on the Office Clipboard until you exit all • Office 2010 programs that are running on your computer.Demonstrate how to paste all items from the Office Clipboard by select-• ing the Paste All button in the Clipboard task pane.Demonstrate how to delete unwanted items from the Office Clipboard • by choosing the arrow next to the item and clicking the delete option.

CAUTION Explain that if a 25th item is copied to the Office Clipboard, the first item on the clipboard will be deleted.

Using the Paste Special Command

Drag and Drop to edit Text

Collect and PasteMultiple Items



Explain that styles are predefined formatting combinations of fonts, col-• ors, and paragraph formatting that are designed to save time.Explain the advantages of using styles to format text.• Demonstrate how to preview available styles in the Quick Styles gallery • found on the Home Ribbon.Demonstrate how to apply a style found in the Quick Styles gallery on • the Home Ribbon in the Styles Group.Demonstrate how to customize a style by modifying a built-in style.• Explain that the undo button on the Quick Access Toolbar may be used • to undo any style selection.Demonstrate how to change any style back to the Normal style tem-• plate found in the Quick Styles gallery on the Home Ribbon in the Styles Group.Demonstrate how to locate a style that are not displayed in the Quick • Styles Gallery by opening the Apply Styles Task Pane.


Point out that the styles option may also be located on the Shortcut Menu by Right-Clicking the mouse.

HOT KEYS Open the Apply Styles Task Pane — CTRL + SHIFT + S

CAUTION Explain that unwanted styles may be removed immediately using the undo button on the Quick Access Toolbar or the normal style type, found in the Quick Styles gallery can be applied to the text area.


Discuss how styles can be used to re-create formats that must be the same throughout several documents.


Define borders.• Explain to students that paragraph borders make text stand out in a • document.Explain that borders can be placed around selected text or around an • entire document.Explain that borders can be created with a combination of line styles.• Demonstrate how to use the border option in the Paragraph Group on • the Home Ribbon.Demonstration how to access the Borders and Shading Dialog box in the • Paragraph Group on the Home Ribbon.Point out and explain the function of the various options on the Borders • and Shading Dialog box.Demonstrate how to remove a paragraph or page border.•


Point out how borders other than an outline border may be used in a docu-ment.

Demonstrate how to easily remove borders using the Border Button in the Paragraph Group on the Home Ribbon.

Apply Styles

Create a Border


CAUTION Warn students that the last outline border style that was applied will appear on future selections. To apply a different border style, students must use the Borders and Shading Dialog Box.

In cases of extreme difficulty in removing a border, select the text area and then choose Clear Formatting button found in the Font Group on the Home Ribbon. This command will remove all formatting that is applied to the selected text.


Explain that shading can emphasize text in a document.• Explain that shading can be added in a color or in gray.• Explain to students that when printing color shading on a black-and-• white printer, the shaded area will print in gray regardless of the color that was selected.Demonstrate how to apply shading using the Shading button found in • the Paragraph Group on the Home Ribbon.Remind students that the Borders and Shading Dialog box was used in • the last section.Point out how to change the shade color using the drop-down option • on the Shading Button.Demonstrate how to select text and apply shading to the selected text • using the Shading Button in the Paragraph Group.Explain that the Shading Color button will change to the last color used. • This color will be used for the next shading that is applied unless the color is changed by selecting a new color from the drop-down list.Demonstrate how to remove shading from selected text by using the • Undo button on the Quick Access toolbar or by changing the shade color using the drop-down on the Shading button in the Paragraph Group.


Demonstrate how to add shading using the Borders and Shading Dialog box that may be accessed in the Paragraph Group on the Home Ribbon.

Demonstrate how to remove shading using the Borders and Shading Dialog box.

CAUTION Explain to students that Word will automatically adjust the color of the text to white if a dark color shade is applied. This adjustment is made for better readability.


Explain that all documents should be checked prior to printing to con-• serve resources or to make edits prior to sending the document elec-tronically.Explain that the Print Preview window will show the document exactly as • it will appear when it is printed.Point out how to locate the Print Preview area in the Print Information • Window on the File Tab.Point out the various options located at the bottom of the Print Preview • area.Demonstrate how to preview multiple pages of a document at the same • time.

Add Shading to a Paragraph

Previewing a Document


CAUTION: Warn students that the zoom controls at the bottom of the print preview area control the ability to zoom the document image.

Discussion Questions:

Discuss the importance of conserving materials and how the Print Preview area can assist in accomplishing this goal.

Discuss the importance of using the Print Preview area to proofread a docu-ment before sending the document electronically.


Explain that a printed document is sometimes referred to as a hard copy.• Explain that an electronic document is referred to as a soft copy.• Explain that the Print Information Window is located on the File Tab.• Explain that the Print Controls area will appear allowing the Print Op-• tions to be changed.Demonstrate how to change the selected printer using the Printer Drop-• down command on the Print Information Window of the File Tab.Demonstrate how to print multiple pages of a document, selected pages • of a document, or a single page of a multipage document.Demonstrate how to print a selected area of a page.•

HOT KEYS Open the Print Information Window — CTRL + P

CAUTION: Students should be cautioned that the only way to change the default printer is to use the Printers Option box in Windows Control Panel, which is opened from the Start menu. Students might need administrative privileges to make this change.

True/False

1. The default printer that is selected for your computer system affects Word wrap.

2. A point size is equivalent to approximately 1/72 of an inch.

3. The default typing mode for Word 2010 is insert mode.

4. The Office Clipboard stores the last 25 items copied.

5. Print preview is a suggested method for proofing a document prior to printing.

Multiple Choice

1. Changing the appearance of letters, numbers, and symbols is considered ______ formatting.

a. Documentb. Specialc. Paragraphd. Character

Printing a Document

Lesson Quiz


2. ____ is the appearance and shape of letters, numbers, and characters.

a. Symbolsb. Fontc. Character formattingd. Font size

3. Moving and inserting a selected item to a new location is ______.

a. Drag and dropb. Clip and pastec. Cut and pasted. Drag and paste

4. With each click, the _____ button increases the font size of selected text.

a. Font sizeb. Enlargec. Grow fontd. Increase font

5. Which button would you choose to change a selected text color back to black?

a. Defaultb. Font colorc. Standardd. Automatic

Quiz Answers:

True/False

1. False, Word wrap is not affected by the printer.2. True3. True4. False, the Office Clipboard stores 24 items.5. True

Multiple Choice

1. D (Character)2. B (Font)3. A (Drag and Drop)4. C (Grow Font)5. D (Automatic) The class projects provide the student with the opportunity to practice skills that were taught in the lesson. The projects may be utilized as class, indi-vidual, or assessment activities. Completion of projects helps provide lesson reinforcement and verification of skill mastery.


Hands-On Projects


Target Marketing, Inc. has recently employed a new Marketing Assistant.

Class Projects


Please revise and implement the required formatting changes to the new employee orientation letter that needs to be sent immediately.

1. Open the file Lesson3ex1 from the student data files.2. Use the Font Group to italicize the phrase Marketing Assistant in the first paragraph.3. Using the Paragraph Group, left align the complementary close and the signature line.4. Drag and drop the paragraph that begins with the words I anticipate after the last sentence of the paragraph that begins You’ll also have. This will create one paragraph.5. In the third paragraph, apply bold to the text new.6. Scroll to the top of the document, and apply the Outline border effect to the text Marketing Assistant.7. Open the document lesson3ex1b from the data files. Copy all of the text and paste it into the current document using the Paste Special command. Select to keep source formatting. Text will be pasted into the current document immediately below the third paragraph.8. Close the lesson3ex1b file.9. Preview and proof the document using Print Preview.10. Print the document.11. Save the document as lesson3ex1complete in the Lesson 3 Word folder.12. Close the file.


You are a writer for the Sonoma Community College campus newspaper. Each month you feature a new job description discussing positions that are of critical need in your community. Revise the draft job description that you have prepared for next month’s edition of the campus newspaper.

1. Open the file Lesson3project1 from the student data files.2. Center the document title, the author name, and the date.3. The last sentence of the first paragraph should be included with paragraph two.4. Change the word host in the first paragraph to multitude.5. Change the last sentence in paragraph two so that it is the first sentence in paragraph three.6. Place a paragraph border of your choice around the title of the document. Apply light yellow shading to the border area.7. Save the file as Lesson1project1a_complete.docx in the Lesson 3 Word folder.8. Apply the Heading I style to the title of the document. 9. Apply the Subtitle Emphasis style to the author’s name and date.10. Place your name anywhere below the last paragraph of the document.11. Apply any two character effects to your name.12. Save the document as lesson3project1b_complete in the Lesson 3 Word folder.13. Close the document.



Course 10294: Beginner Skills in Microsoft Word 2010Show the class the information for this course and explain that the course is designed to help you use the Microsoft Word 2010 interface, commands,

Video and Training resource Links



and features to create, enhance, and share documents.


Create your first Word document II Show the class the information for this video and point out that the video will explain how to learn to move around in the document, use formatting marks, and move text by using Cut and Paste, and change line spacing and alignment in Word 2010. This video is part 2 in a series.



http://office.microsoft.com/en-us/word-help/moving-around-in-the-document-RZ101806168.aspx?lc=en-us&section=2





Give examples of the being efficient in the workplace. Discuss how revising documents can be necessary as the work environment progresses and that document revision enables a word processor to be productive. Examples of completed word processing projects such as letters, memos, newsletters, or flyers may be helpful with the introduction.


Define the different views of a document (Print Layout, Full Reading • Screen, Web Layout, Outline, and Draft).Point out the Document View group is found in the on the View Ribbon.• Demonstrate how to change the document view by using the document • view buttons in the Document Views Group.Ask students to practice changing the document view.• Explain that multiple documents can each be opened in a different view.• Explain the difference between the Print Layout view and Print Preview. • Discuss that Print Layout view enables you to view the document as it would be printed as well as make changes to the document. The docu-ment cannot be edited while in Print Preview.

Tech Tip Explain to students that more information can be obtained about any view from Word Help. F1 Key on the keyboard.


Discuss how Print Layout view is important when attempting to see the document as it would be printed.

Lesson 4: Revising the Document Layout

Learning Objectives

Lesson notes

Lesson Introduction

Changing Document Views


fully revise the layout of a document. The student will change docu-

ment views, revise margins and alignment, modify tab settings, create

page numbers as well as apply headers and footers to the document.


Switch between different views of a document •

Adjust page margin settings•

Set paragraph alignment, indentation, and spacing•

Change tab settings•

Insert and clear tabs•

Add page numbers to a document•

Create and customize headers and footers•

Change page orientation•


Adjust Page Margins

Aligning Text on a Page

Text Indentation


Define the term margin.• Explain the differences between the left, right, top, and bottom margins.• Describe the Word 2010 default margin settings.• Define the horizontal ruler and the vertical ruler.• Explain that rules are displayed in Print Layout view.• Demonstrate how to change page margins using the ruler bar, which ap-• pears at the top of the document area.Indicate that the mouse pointer appears as a horizontal double-headed • arrow when it is positioned over the page margin.Point out the areas of the ruler bar that allows for first line, hanging, left, • and right indents to be changed.Explain that holding down the Alt key while dragging the margins on • the ruler bar will display the margin measurements in a ScreenTip.Demonstrate how to change page margins using the Page Setup Group • found on the Page Layout Ribbon.Explain that you can apply changes to margins for the whole document • or for sections of a document.


Demonstrate to students how to use the default margin selections found in the Margins drop-down on the Page Setup Group.

Demonstrate how to create custom page margins using the Margins drop-down on the Page Setup Group.


Discuss the various report style measurements for APA and MLA document styles.


Define vertical alignment and horizontal alignment.• Explain that horizontal alignment options are found in the Paragraph • Group on the Home Ribbon. Vertical alignment is found only on the Ar-range Group on the Page Layout Ribbon.


Discuss how vertical alignment allows text to be aligned with the bottom of the page.


Define indentation.• Describe how indentation is used to enhance the look of a document.• Explain the four types of indents: left, right, hanging, and first line.• Describe how indents may be changed or created using the Paragraph • Group on the Page Layout Ribbon.Point out and demonstrate the use of the Increase Indent and Decrease • Indent Commands in the Paragraph Group.Demonstrate how to create an indent using the Paragraph Group on the • Page Layout Ribbon.


Demonstrate how to create an indent using the Ruler Bar.



Discuss how indentation is used in the APA and MLA document styles.


Define line spacing and paragraph spacing.• Describe how is used to enhance readability in a document.• Explain the line spacing options that are predefine in Word 2010.• Explain how spacing before and after a paragraph can be used to im-• prove the look of a paragraph.Demonstrate how to change line spacing using the Line Spacing Com-• mand found in the Paragraph Group on the Home Ribbon.Demonstrate how to access the Line Spacing Options using the Line • Spacing Command found in the Paragraph Group on the Home Ribbon.Point out that the Paragraph Spacing options are located in the Line • Spacing Options Dialog Box.Explain that spacing may be adjusted for an entire document or only a • portion of a document.


Explain and demonstrate how to set the default spacing for all new docu-ments using the Change Styles Command in the Styles Group on the Home Ribbon.


Discuss preferred spacing this is used for most professional document as well as spacing for APA and MLA document styles.


Define the terms paragraph and paragraph mark.• Explain that paragraph marks are nonprinting character marks.• Point out the location of the Show/Hide command for paragraph marks • in the Paragraph Group on the Home Ribbon.Explain that when a paragraph is selected formatting is applied up to • the paragraph mark, and that formatting from the current paragraph is applied to the next paragraph that is typed.Describe the default paragraph settings.• Point out the Paragraph Group on the Home Ribbon and remind stu-• dents that other commands for this group were previously discussed.Explain to students that paragraph formatting can be applied before or • after typing the paragraph.


Explain and demonstrate how to set the display default to show formatting marks on the screen using the Word Options dialog box.


Define the terms tab and tab stop.• Explain that tab stops are set by default at every half inch and are left • aligned.Point out that tab stops can be viewed on the ruler bar at the top of the • document window.Explain the significance of the symbols that appear on the left side of the • ruler bar.Define the five types of tab stops that can be created in Word 2010 (left, •

Line and Paragraph Spacingin a Document

formatting a Paragraph

Working with Tabs


right, center, decimal, and bar).Explain the advantages of using tab stops in lieu of spacing between • sections of text.Define the term leader tab.• Demonstrate how to change or delete tab settings using the Tabs com-• mand found in the Paragraph Dialog Box.Demonstrate how to change tab stops by altering tab stops on the ruler • bar.Point out that tabs can be deleted by dragging the tab stop down into • the document area.Point out that tabs can be changed by selecting the affected area and • dragging the tab stop to a new position on the ruler bar.Remind students of the other uses of the ruler bar; for example, chang-• ing indentation


Discuss the advantages of using tab stops in lieu of spacing between sections of text.


Discuss the importance of page numbers.• Demonstrate how to insert page numbers by using the Page Number • Command found in the Header & Footer Group on the Insert Ribbon.Explain that page numbers can be positioned in various locations on the • document.Demonstrate how to change the position of the page numbers using the • Page Number Command.Demonstrate how to format page numbers using the Page Number • Command in the Header & Footer Group.


Discuss the placement of page number in various types of formal documents as well as in APA and MLA document styles.


Define the terms header and footer.• Explain how page numbers are inserted in the header and footer area.• Explain the uses of the header and footer area.• Demonstrate how to display the Header or Footer Command found in • the Header & Footer Group on the Insert Ribbon.Explain the function of the buttons on the Header and Footer toolbar.• Demonstrate how to make headers and footers visible in the document • window.Demonstrate how to enter text in the header and footer area.• Explain and demonstrate customization of the header and footer area.• Demonstrate how to control headers and footers using the Page Setup • Dialog Box. Explain and demonstrate how to create headers and footers that do • not appear on the first page of a document by using Headers or Footer Command in the Header & Footer Group.


Discuss the use of headers and footers in various types of formal documents as well as in APA and MLA document styles.

Inserting Page numbers

Headers and footers



Define page orientation.• Describe portrait and landscape page orientation.• Demonstrate how to change the page orientation using the Orientation • Command found in the Page Setup Group on the Page Layout Ribbon.Explain that you can view the whole page by using the Zoom drop-• down list on the Standard toolbar.


Discuss how page orientation is typically dictated by the type of document that is being prepared.

True/False

1. Text is right aligned by default in Word 2010.

2. To move a custom tab stop, drag the tab marker to the desired location on the ruler.

3. Page margins may only be changed through the Page Layout Ribbon.

4. The view that is most often used when beginning a new document is the Outline view.

5. Formatting marks, such as paragraph markers and space indicators, will not print on documents and are therefore sometimes referred to as nonprinting characters.

Multiple Choice

1. Headers and footers can contain text, graphics, and _____.

a. Dateb. Timec. Page numberd. All of these

2. The increase and decrease indent commands are found in the _____ group.

a. Fontb. Editingc. Paragraphd. Header & Footer

3. The Normal Style applies _____ points before and after each paragraph.

a. 5b. 0c. 2d. 1

4. The default setting for a document header is _____ from the top of the page.

a. 1 inchb. .25 inchc. .5 inchd. 1.25 inches

Switching Page Oriention

Lesson Quiz


5. Default spacing for a document in Word 2010 is _____.

a. Singleb. Doublec. 1.5d. triple

Quiz Answers:

True/False

1. False (left aligned by default)2. True3. False (page margins may also be changed on the ruler bar)4. False (Page layout view is the most popular)5. True

Multiple Choice

1. D (all of these)2. C (Paragraph)3. B (0)4. C (.5 inch)5. A (Single)



Hands-On Projects


You are the Human Relations Specialist for Woodland Health Clinic and your job requires you to provide information to employees regarding their benefits package. You have recently received the new company sponsored health insurance benefit package information from the company provider. This information must be distributed to the clinic employees but you prefer to present it in a more formal format. Using the information below, format the document appropriately:

1. Open the file Lesson4ex1 from the student data disk.2. View the document in Page Layout view.3. Adjust all page margins to 1 inch.4. Apply the Heading 1 style to the title and subtitle of the document and center align the headings’ text.5. Apply the Heading 1 style to all paragraph headings.6. Apply a .5-inch first line indent to text paragraphs.7. Set a 1.5-inch left tab stop for the criteria items that appear in paragraph 3.8. Add page numbers to the bottom of all pages of the document and center align the page numbers.9. Insert your name in the page footer, right aligned.10. Insert the current date in the top-right document header.11. Create a folder on your student drive called Lesson 4 Word.12. Print the document.

Class Projects


13. Save the document as lesson4ex1complete.


The position of Safety Officer for the Georgian Trucking and Transport Company requires that you to provide information to employees regarding various safety issues. You have recently prepared an update for the emer-gency preparedness information. This information must be distributed to employees but you prefer to present it in a more readable format. Using the information below, format the document appropriately:

Open the file Lesson4project1 from the student data disk.• Adjust Page margins to .5 inch for the whole document.• Set Page orientation to Landscape.• Double space the document.• Center the document heading and apply the Heading 1 style.• Create bullets for all items that appear under the “Be Prepared” section • and indent to .75 inch.Set the subheading “Be Prepared” to Intense Emphasis style.• Indent the first lines of all paragraphs to .5 inch.• Insert page numbers that are positioned at the bottom of the document • and centered.Insert your name in the header section, centered.• At the end of the fifth bulleted item, insert the following statement: • Basic first aid kits must include the following:Create a single spaced, non-bulleted list with a 3-inch left tab for items • in the first-aid kit. Insert the items in the kit as follows: bandages, sterile dressing, alcohol pads, antiseptic towels, sting relief pad, ointment, latex gloves, scissor, and first aid instruction guide.Save the document as test4item1complete in the Lesson 4 Word folder.• Print the document.•



Course 10391: Intermediate Skills in Microsoft Word 2010Show the class the information for this course and explain that the course provides you with the skills and knowledge required to enhance, share, and customize Word 2010 documents.


Create your first Word document II Show the class the information for this video and point out that the video will explain how to learn to move around in the document, use formatting marks, and move text by using Cut and Paste, and change line spacing and alignment in Word 2010. This video is part 2 in a series.




Lesson 5: Editing Text

Learning Objectives


http://office.microsoft.com/en-us/word-help/moving-around-in-the-document-RZ101806168.aspx?lc=en-us&section=2





Give examples of how inaccuracies can cause a setback in the workplace. It is vital that students proof documents for spelling and grammatical errors and make those corrections when necessary. Provide examples of completed word processing projects that include errors and discuss the issues that arise because of the document errors.


Explain the standard dictionary in Word 2010 and that spelling errors • are indicated with a red wavy underline.Explain the grammar rules checked in Word 2010 and that those errors • are indicated by a green wavy underline.Explain that spelling and grammar errors can be corrected manually • or by selecting Spelling and Grammar from the Proofing Group on the Review Ribbon.Explain that the wavy underline disappears when the error is corrected • or when Ignore is selected in the Shortcut Menu.Demonstrate how to open the Spelling and Grammar dialog box by us-• ing the command in the Proofing Group.Explain the function of the buttons in the Spelling and Grammar dialog • box.Explain that when checking the spelling of a document, Word 2010 • compares the words that appear in the document to words found in the standard dictionary.Explain that by right clicking an item that has the wavy underline, sug-• gestions for correcting the error will appear on the Shortcut Menu. To accept a suggestion, click the item and the item is corrected.Demonstrate how to spell check a document to correct errors, ignore • errors once, or ignore all instances of an error.Explain and demonstrate how to correct grammar errors and how to •

Lesson 5: Editing Text

Learning Objectives

Lesson notes

Lesson Introduction

Spelling and Grammer Checking

Learning Goals // The goal of this lesson is for the students to learn to

edit Word 2010 documents. The student will edit the document using

spell check, use of the thesaurus, replace text, and use the auto correc-

tion feature.


Check the spelling in a document•

Check a document for grammatical errors•

Translate text to and from other languages•

Use the thesaurus•

Find specific text•

Replace specific text•

Create AutoCorrect entries and exceptions•

Insert the date and time as text or as a field•

Insert special characters•


view an explanation of errors that Word identifies by using the About This Sentence option, available by right clicking the error.Remind students that there are two methods to check spelling and • grammar in Word 2010: right clicking the word or sentence in error and clicking the Spelling and Grammar button in the Proofing Group.Explain the Check Spelling As You Type option found in the Proofing • area in the Word Options Dialog Box. Remind students that this check box must be selected for Word to automatically check for errors in a document.Explain that spelling and grammar changes can be undone by clicking • the Undo button on the Quick Access Toolbar or by choosing Undo on the Quick Access Toolbar.Explain the options in the Proofing Area of the Word Options dialog box. • Describe how each of the options will affect the way that Word 2010 checks for spelling and grammar errors in the document.


Discuss the importance of proofing a document and that errors in a docu-ment can hinder a productive work environment.

HOT KEYS Spell and Grammar Checking — F7


Explain the importance of being able to translate text into other lan-• guages.Explain the Research feature of Word 2010.• Explain that single words or short phrases are translated using bilingual • dictionaries.Demonstrate how to use the Translate Command in the Language Group • to translate a selected word.Point out the Translation Options List in the Language Group and de-• scribe how to change the options.

CAUTION Explain that the language feature must be installed with Microsoft Office 2010 to translate words and phrases.


Define a thesaurus.• Point out the location of the Thesaurus command in the Proofing Group • on the Review Ribbon.Demonstrate how to use the thesaurus to look up and replace words in a • document.Demonstrate how to use the shortcut menu to look up and replace • words with suggestions from the thesaurus.


Explain the importance of being able to navigate quickly to specific • content in a document.Explain the Find and Replace dialog box of Word 2010.• Demonstrate how to quickly locate and replace a word in a document • by using the Find and Replace commands.Demonstrate how to use the Select Command, in the Editing Group on • the Home Ribbon, to quickly maneuver to text with specific formatting.Demonstrate how to open the Find And Replace dialog box by using the • Select Browse Object button located on the lower portion of the vertical

Translating Text inWord 2010

Using the Thesaurus

Navigating to Specific Content


scroll bar.Define wildcard characters and point out that ? (question mark) and * • (asterisk) characters can be used to search for specific text in Word 2010.Demonstrate how to turn on the Wildcard Option and find specific text • using the two wildcard characters that were identified earlier.Define a search string.• Explain the “sounds like” feature of the Find And Replace dialog box.• Demonstrate how to use the search string and the “sounds like” feature.• Demonstrate the use of the Go To feature by using the plus sign to • quickly maneuver to a new page in a document.Explain that the Go To tab can also be displayed from the drop down • option on the Find Command.Demonstrate how to replace specific text using the Find And Replace • dialog box.Point out that the Find and Replace feature allows you to search only a • portion of a document by selecting the portion to be searched and then opening the Find And Replace dialog box.


Demonstrate how to search for text using only a portion of a word.•

Tech Tip Remind students that any replacement can be reversed by using the Undo button located on the Quick Access toolbar.

HOT KEYS Find Dialog Box — CTRL + FGo To Command — F5Go To Command — CTRL + GFind and Replace Dialog Box — CTRL + H


Explain the AutoCorrect feature that will automatically correct typo-• graphical and capitalization errors.Point out the AutoCorrect Options found in the Word Options Dialog • Box.Demonstrate how to turn off AutoCorrect Options from the Proofing • area of the Word Options Dialog Box.Demonstrate how to set up customized AutoCorrect entries by using the • AutoCorrect Option dialog box.Explain and demonstrate how AutoCorrect can be used to quickly set up • abbreviated versions of commonly used text.Explain and demonstrate how to create exceptions in the AutoCorrect • Options Dialog Box for entries that should not be corrected.

CAUTION If AutoCorrect changes an entry that should not be corrected, you can select the shortcut Autocorrect Options menu that appears to undo the correction.


Explain the options for inserting the date and time as text or as a field • that will automatically update.Define the term field.• Explain that selecting the Update Automatically check box will cause • Word to insert the date and time as a field rather than as static text.Demonstrate how to insert the date and time into a document using the •

Creating AutoCorrect entries and exceptions

Inserting the Date and Time


Date And Time command in the Text Group on the Insert Ribbon.Point out the various formatting options that are available for the date • and time.


Demonstrate how to insert the date and time by using the Insert Date and Insert Time buttons on the Header and Footer Ribbon that is available when headers or footers are selected.

Tech Tip Explain that the date and time that is inserted into the document is dependent on the date and time of the computer. Explain how to update the date and time of the computer through the Windows Control Panel.


Discuss various documents that would use a dynamic (automatically updat-ing) date and time rather than a static date and time. Instructors should do the following:

Define special characters.• Demonstrate how to insert special characters from the Symbols Group • on the Insert Ribbon.Explain how shortcut keys can save time when used to insert special • characters.Demonstrate how to insert special characters using a shortcut key.• Demonstrate how to remove a special character from a document area.• Demonstrate how to find some commonly used symbols in the Symbol • dialog box, which is opened from the Symbol Group.


Discuss with students the use of the registered trademark and trademark symbols in various documents.

True/False

1. You can use the Ignore All button in the Spelling and Grammar dialog box.

2. Spell Checking options may be changed in the Word Options Dialog Box.

3. Find and replace is available for text, paragraph breaks and page break but not for formatting.

4. Options exist to change the Time and Date to match those of the country or region.

5. Word 2010 provides a proofing tool that can change the language that a dictionary uses to check spelling in a document.

Multiple Choice

1. Which of these is a book of synonyms?

a. Encyclopediab. Dictionaryc. Indexd. Thesaurus

Inserting Special Characters

Lesson Quiz


2. A green wavy line displaying under text indicates that there may be a problem with _____.

a. Font sizeb. Grammarc. Spellingd. Paragraph Alignment

3. Special characters are characters that ____.

a. Normally occur in a documentb. Use a different font colorc. appear in a large font sized. Do not appear on the keyboard or are decorative symbols.

4. The autocorrect feature is setup by default to _____.

a. Automatically correct common typos and misspelled wordsb. Insert a predefined list of symbolsc. Quickly insert a long piece of text that is repeatedd. All of the above.

5. To search for special characters, use the ___ tab in the Symbol Dialog Box.

a. Insert symbolb. Special Charactersc. Findd. Character list

Quiz Answers:

True/False

1. Ture2. True3. False (Microsoft Office Word 2010 can find and replace text, format ting, paragraph breaks, page, and other items. You can also find and replace noun or adjective forms or verb tenses.)4. True5. True

Multiple Choice

1. D (thesaurus)2. B (Grammar)3. D (Do not appear on the keyboard or are decorative symbols.)4. D (all of the above)5. B (special characters)



Hands-On Projects


Class Projects


Since you are upon graduation from college, you realize that you need begin your job search and hope to find a position in your degree area. The Bank of North America appeals to you since it is close to home and offers a wide variety of benefits to employees. You draft a letter introducing yourself and your unique qualifications. Prior to sending the final letter, you need to proof the letter for errors. Open the file lesson5ex1 from the student data files and make the following changes to the document:

1. Edit the document by checking the spelling and grammar in the docu ment. One sentence in the document will need to be revised.2. Use the thesaurus to find a replacement for the word growing in the first sentence.3. Use the Find And Replace dialog box to replace the word trust with the word finance.4. Create an AutoCorrect entry for the company name Bank of North America to be inserted when bna is keyed into the document. Create an exception for any time that the abbreviation is used in all caps.5. Insert an automatically updating date after the sender’s address at the top of the document area. Use the long date format.6. Insert the special character for the registered trademark symbol after the text Client Estate in the third paragraph.7. Save the completed document as Lesson5ex1complete in the Lesson 5 Word folder.


Your position as Word Processing Clerk for Lynch & Morgan Insurance Agen-cy requires that you prepare claim letters for clients. You drafted a letter regarding a recent claim and need to proof and finalize the letter. Open the file lesson5project1 from the data files and make the following corrections:• Change the word copy to duplicate in the whole document.• The date must be automatically updating.• Create an AutoCorrect entry for polcy to correct as policy.• Replace the word Friends with a more appropriate, business-like term.• Translate the word covered to Spanish and place the translation in paren thesis.• Replace the typist’s initials with your initials.• Save the file as test5item1complete in the Lesson 5 Word folder.



Course 10392: Advanced Skills in Microsoft Word 2010Show the class the information for this course and explain that the course provides you with the skills and knowledge required to create complex documents and publish them by using Word 2010.




Lesson 6: Word Templates

Learning Objectives






Give examples of a situation where the use a template would save time and be more productive. Point out that a template may also be referred to as a boiler plate in other literature. A template should be thought of as a pattern for a series of similar documents. Explain that some templates are available in Word 2010 and custom templates may be saved in the templates folder. Instructors should do the following:

Define the term template.• Describe how templates are used in Microsoft Word 2010 and the differ-• ences in a template and a document.Explain the difference in a .dotx and a .dotm file.•


Demonstrate how to create a new document from a template.• Demonstrate how to find Word templates from the New File Informa-• tion area.Demonstrate how to search for Word templates from Microsoft Office • Online.Demonstrate how to download a template from Microsoft Office Online.•


Describe how placeholders and samples text are used in templates.• Define Content Controls that are found in templates.• Demonstrate how to enter data into a placeholder and how to use con-• tent controls.


Explain that Word 2010 enables the user to create custom templates.• Remind students of some important questions to answer prior to creat-• ing a template:

+ Determine the intended audience

Lesson 6: Word Templates

Learning Objectives

Lesson notes

Lesson Introduction

Understanding Templates

Create a new Document from a Template

Working with Templateelements

Create a Custom Template


fully create and work with templates. The student will create a new

document using a Word Template, modify template elements, create a

custom template and work with a custom template.


Understanding templates•

Create a new document from a template•

Working with template elements•

Create a custom template•

Using a custom template•


+ Create templates that are easy to use. + Ensure that the template is technically accurate. ( i.e. correct calcu lations and functional macros) + Meets editorial standards by having correct spelling, grammar, punctuation, and mechanics.

Demonstrate how to create a template from a new blank document.• Explain that saving the template in the default template location will en-• able the template to be applied after a new document is opened.Explain and demonstrate the ability to protect a template from user • changes.


Explain that previously created documents may be saved as a template as well.


Demonstrate how to open a custom template as a document.• Demonstrate how to enter text into a document created from a tem-• plate.Explain that templates can be customized.• Demonstrate how to customize a template.•

True/False

1. When you create a document from a template, you must use all of the elements that come with the template.

2. Unlike other templates, the Normal Document template does not have any text or graphics that are present.

3. Content controls are present in templates and allow the user to replace them with appropriate text.

4. The file extension used for Word 2010 templates is .dot.

5. Microsoft Office Online provides most kinds of templates that may be downloaded for a small fee.

Multiple Choice

1. A _____ is a file that is a starting point for creating other files without recreating formatting or common text.

a. Themeb. Templatec. Formd. Style

2. To find a custom template in the Templates Area when opening a new document, the template must be stored in _____.

a. Windows Imagesb. Microsoft Officec. My Templatesd. My Documents

Using a Custom Template

Lesson Quiz


3. A templates consists of which of the following?

a. Various Fontsb. Marginsc. Stylesd. All of the above

4. _____ may be added to a template to prevent other users from modifying the contents.

a. Protectionb. A Passwordc. Text Encodingd. Both A and B

5. A template that contains macros should be saved with the _____ extension.

a. .dotmb. .dotxc. .macd. .dom

Quiz Answers:

True/False

1. False, templates may be modified.2. True3. True4. False, the Word 2010 Document Template file extension is .dotx5. False, templates may be downloaded at no charge from Microsoft Office Online.

Multiple Choice

1. B (Template)2. C (My Templates)3. D (All of the Above)4. D (Both A and B)5. A (.dotm)



Hands-On Projects


Recently, Webster Property Management Supplies collected bids from po-tential suppliers for a new line of products. Since you serve as the company Purchase Agent, you need to notify the suppliers of the bid acceptance. In order to increase the productivity of this task, you decide to create a tem-plate to use for the correspondence. Print the file lesson6ex1 to serve as a guide for creating the letter template. The letter template should include the following:

Class Projects


1. Create a bid acceptance letter using the handout provided.2. The letter date should be inserted as long date style, automatically updating.3. Document margins are set to 1 inch.4. Type the letter providing bracket areas for data to be inserted.5. Save as a template in the Lesson 6 Word folder and save the document as lesson6ex1Acomplete.6. Open the letter template as a document and create the acceptance letter for the following company: a. Jack Bell, Bell Distribution, 234 North Main Street, Savannah, Georgia, 34156, (date of bid) June 2, 2010.7. Save the completed menu in the Lesson 6 Word folder and save the docu ment as lesson6ex1Bcomplete.


Kevin Patrick, owner of Kevin’s Blue Ribbon Café, has contracted with you to create a weekly menu for his lunch specials. In order to save time and preserve the agreed upon format, you determine that it is best to create a document template for the menu. Print the file lesson6project1 to serve as a sample for developing a menu template that is similar in appearance. The template should include the following elements:

1. Create the restaurant menu template using the handout provided.2. Insert Shapes for each area of the menu, Starters, Main Courses, and Des serts.3. Ensure that each shape is large enough to contain at least 5 items.4. Save as a template in the Lesson 6 Word folder and save the document as lesson6project1Acomplete.5. Open the template as a document and enter the following menu items:

6. Save the completed menu in the Lesson 6 Word folder and save the docu ment as lesson6project1Bcomplete.




Starters

Boneless Wings, 4.99

Cheese Sticks, 3.99

Veggie Sticks, 3.99

Spinach Dip/Chips, 3.99

Chips/Salsa, 2.99

Main Course

Hot Chicken Salad, 8.99

BrickOven Pizza.,7.99

Pasta of the Day, 8.99

Chicken Sandwich, 6.99

Grilled Shrimp, 8.99

Desserts

Ice Cream, 2.99

Apple Pie, 4.99

fruit Cobbler, 4.99

fruit with Yogurt, 4.99

Chocolate Cake, 4.99


Lesson 7: Working withGraphics

Learning Objectives




Reports• Flyers• Memos• Faxes• Letters• Charts• Newsletters •

Give examples of the need to be flexible in the workplace and offer docu-ments in various formats to satisfy the needs of all users. Explain situations where items that are deleted from a document may need to be restored within the same work session. Examples of completed word processing projects such as letters, memos, newsletters, or flyers may be helpful with the introduction.


Define the terms picture and graphic.• Describe how digital cameras and scanners enable you to capture pic-• tures or graphics.Describe the various graphic file types. (BMP, TIFF, GIF, JPEG, PNG)• Explain that pictures or graphics can be modified only in Print Layout, • Full Screen Reading and Web Layout.Remind students that Lesson 4 illustrated how to switch from one view • to another.Demonstrate how to insert a picture from a file by using the Picture • Command on the Insert Ribbon.Define clip art.• Explain the Microsoft Clip Art collections.• Explain that some Clip Art items are installed by default with Microsoft • Office 2010 and that many others can be accessed from the Microsoft Office Online Web site.Students should be made aware that Clip Art includes video, sound, clip • art and photographs in addition to clip art.Explain the Windows Metafile (.wmf) file format and that this file format • allows a graphic to be ungrouped so that individual portions of the

Lesson 7: Working withGraphics

Learning Objectives

Lesson notes

Lesson Introduction

Inserting and Positioning Pictures


fully open, navigate, and modify a document. The student will save

the document, with a new name or in a different format, and properly

organize a storage location for future reference.


Insert pictures from files•

Insert picture from the Microsoft Clip Art collections•

Resize and reposition a picture•

Create and modify WordArt•

Create and modify Shapes•

Create and modify SmartArt•

Create and modify charts•

Insert and create screenshots•


graphic can be altered and the graphic may be shared between Micro-soft Applications.Demonstrate how to insert a graphic from the Clip Art collection.• Explain how to resize a graphic by using the sizing handles that are lo-• cated on the perimeter of the graphic when the graphic is selected.Show how to make the Picture Tools Format Ribbon active by selecting • the graphic.Describe the text wrapping options that are available in the Arrange • Group on the Picture Tools Format Ribbon.Demonstrate how to use each wrapping style with a graphic that has • been inserted into a document.Define watermarks.• Demonstrate how to create a watermark by using the Color Command • in the Format Picture dialog box.Define text effects.• Demonstrate how to create text effects by using the Font Dialog Box on • the Home Ribbon.Point out to students that repositioning a picture is more time efficient • than deleting the picture and reinserting it.Demonstrate how to preview graphic repositioning using the Position • Command in the Arrange Group on the Picture Tools Format Ribbon.Demonstrate how to reposition a picture by moving it in small incre-• ments using the arrow keys.Point out that multiple graphics can be moved by selecting several • graphics and dragging the graphics to a new position.Demonstrate how to use the Picture Position Tab located by choosing • the More Layout Options on the Position Command dropdown in the Arrange Group on the Picture Tools Format Ribbon.Explain that the Align Command enables users to select the horizontal • and vertical placement of the picture. Remind students that the Align Command is located in the Arrange Group on the Picture Tools Format Ribbon.


Demonstrate how to drag a picture from the Clip Art task pane into a docu-ment.

Demonstrate how to resize a graphic by using the Size Group on the Picture Tools Format Ribbon.

CAUTION Inform the students that the Clip Art collection will vary in the amount of graphics that are available depending on the choices made when installing Word 2010.Explain how to avoid distorting a graphic when it is resized. Remind students that the corner sizing handles resize the graphic proportionately.Warn students that enlarging a picture can sometimes cause the graphic to have a grainy appearance. The grainy appearance occurs because enlarging a graphic can reduce the quality of the image.


Define the terms object, Shapes, and WordArt.• Explain how to turn on the New Drawing Canvas by choosing Shapes • Command in the Illustrations Group on the Insert Ribbon.Identify the function of the various buttons located in the Drawing Tools • Format Ribbon that is display when the Drawing Canvas is open.Point out the WordArt Command in the Text Group on the Insert Rib-• bon.Explain that WordArt will be inserted into the document as an object.•

Creating WordArt


Demonstrate how to create a WordArt object in a document.• Explain that when a WordArt object is selected, the Drawing Tools For-• mat Ribbon will appear.


Define Shapes.• Demonstrate how to insert Shapes into a document by using the Shapes • Command in the Illustrations Group on the Insert Ribbon.Point out that a shape can be resized using the size handles. Remind • students that this procedure is the same as the one used for resizing graphics.Explain to students that shapes can be rotated in various directions using • the commands on the Drawing Tools Format Ribbon.Demonstrate how to add a fill color or fill pattern to a Shape.• Point out that a drawing will be created using the New Drawing Canvas.• Explain that the Drawing Canvas allows for manipulation, insertion, and • changes to be made to the drawing object.Demonstrate how to create drawings using the Drawing Canvas.• Demonstrate how to scale, expand, and fit contents to the Drawing • Canvas.Explain that the Drawing Canvas can be resized to fit the desired area.• Demonstrate how to apply various wrapping styles to objects on the • Drawing Canvas.


Demonstrate how to display the Drawing Tools Format Ribbon by clicking the drawing object.

Explain that the drawing canvas behavior can be altered using the Drawing Canvas Format Command on the Drawing Canvas Shortcut Menu.


Discuss how Shapes can be used in lieu of clip art for various documents.


Define SmartArt.• Demonstrate how to insert SmartArt using the SmartArt Command in • the Illustrations Group on the Insert Ribbon.Explain that the SmartArt Tools Design and Format Ribbons are only • available when the SmartArt Object is selected.Explain that List, Process, Cycle, Hierarchy, Relationship, Matrix, Pyramid, • Picture and Office.com diagrams are available in Word 2010.Describe how to replace placeholders with text in the diagram.• Explain that the shapes lines in most of the SmartArt Objects can be • altered in various ways.Demonstrate how to insert and modify a hierarchy chart in a document.• Explain and demonstrate how to uses of the various commands on the • SmartArt Tools Design and Format Ribbons.Demonstrate the various other diagrams that can be used in Word 2010.•


Define chart.• Explain a datasheet and the parts of a datasheet (column, row, column • heading, row heading, and cell)Explain what an embedded object is in Word 2010.• Demonstrate how to insert a Chart into a document by using the Chart •

Drawing a Shape

Creating SmartArt

Creating and Modifying a Chart


Command in the Illustrations Group on the Insert Ribbon.Demonstrate how to enter data into a datasheet area by changing the • contents of the datasheet.Demonstrate how to select data in the datasheet area.• Show how to change the column size to fit all data.• Explain that clicking outside the datasheet area will deactivate the • datasheet and make the chart active.Point out that double-clicking on the chart will engage the Chart Tools • Ribbons so that alterations can be made to the raw data.Explain the various types of charts that are available in Word 2010.• Explain that charts should not be deleted when changes need to be • made; charts can be modified easily.Select a chart and explain all of the chart tools that appear in the Chart • Tools Ribbons.Demonstrate how to change one chart style to another chart style by • clicking the Design Ribbon, which appears as one of the Chart Tools Rib-bons that are displayed when the Chart is selected.Demonstrate how to resize the chart area to make the chart larger or • smaller.Demonstrate how to use fill colors and fill patterns, add data labels and • titles, and remove the legend on the chart.Explain to students that each specific area that is selected by double-• clicking will enable specialized formatting options for that area.


Point out various methods of maneuvering through the datasheet area by using the Tab, Enter, and arrow keys.


Define a screenshot.• Point out the location of the Screenshot Command in the Illustrations • Group on the Insert Ribbon.Explain that the program window cannot be minimized in order for a • screenshot to be inserted.Demonstrate how to insert a screenshot from the available windows list • found on the dropdown area of the Screenshot Command.Explain that a part of a program window may be selected for the screen-• shot.Demonstration how to use screen clipping to insert a picture from a • screen into a document area.


Discuss how screenshots can be valuable tools in many documents. Ask students to describe situations where a screenshot can be helpful.

True/False

1. WordArt is a feature that allows you to create eye-catching and dramatic text.

2. The WordArt Format Ribbon is available regardless of whether the Word Art object is selected or not.

3. Diagrams and Charts are created in Word 2010 using a feature called ClipArt.

4. Shapes may be inserted into a document using the Picture Command on the Insert Ribbon.

Insert and Modifying a Screenshot

Lesson Quiz


5. SmartArt object contain placeholder text that is replaced with text appro priate for your project.

Multiple Choice

1. SmartArt include which of the following types of diagrams?

a. Matrixb. Processc. Hierarchyd. All of the above

2. Graphics refer to which of the following?

a. Picturesb. Clip Artc. Drawingd. All of these

3. All of the following are graphic file types except:

a. TAGb. TIFFc. PNGd. JPEG

4. _____ is a graphic that is used to compare or show a relationship between multiple sets of data.

a. Chartb. Process Graphicc. Relationship Graphicd. Matrix Graphic

5. ____ is a collection of readymade images which are install with Word 2010 or may be downloaded from the Microsoft Office Online Website.

a. SmartArt Graphicsb. Picturesc. Clip Art d. Drawing Objects

Quiz Answers:

True/False

1. True2. False, the object must be selected in order to see the WordArt For mat Ribbon.3. False, Diagrams and Charts are created using the SmartArt Feature.4. False, Shapes are inserted using the Shapes Command on the Insert Ribbon.5. True

Multiple Choice

1. D (All of the above)2. D (All of these)3. C (TAG)4. A (Chart)5. C (Clip Art)




Hands-On Projects

Lesson 7 - Exercise 1

You are the new Student Activities Coordinator for North State College. While going through the old files, you discover that your predecessor left some hard copies of meeting handouts, charts and other information but did not leave the data files. To prepare for a committee meeting with all club advisors, some documentation is needed. Use the file Lesson7ex1 and recre-ate a meeting handout that is similar in appearance. The handout should include the following elements:

1. A cycle diagram in any color (other than the default) with bold text of 11- point font size.2. Heading created in a coordinated WordArt style. 3. The WordArt style should be set to diagonal down in a coordinated color.4. Rectangle with text inserted.5. Rectangle border should be changed to a coordinating color with a 4-point weight.6. Appropriate clip art should be inserted.7. Circle drawn around the radial diagram.8. Circle should be placed behind the text with coordinating fill and outline colors.9. Student name is centered in the document footer.10. Center all information in the document.11. Save the document in the Lesson 7 Word Folder as Lesson7ex1complete.12. Print the document. Lesson 7 - Project 1

The Bates Rental Company has an upcoming meeting with all department chairs regarding the FY 2011 Budget. The Budget and Finance Supervisor has asked you to help create some documentation to share at the meeting. Print the file Lesson7Project1 to use as a basic guide for this task. Create the following presentation information using the skills obtained in this lesson:

Open a new document.• The entire document requires Landscape orientation and 1 inch margins.• Create the appropriate centered document heading.•

+ Bates Rental CompanyCreate a page heading for the second page that is centered and inserted • into a rectangular drawing object.

+ Department Organizational ChartInsert and format the organization chart resembling the handout to any • AutoFormat style.On a new page, insert a centered organization chart.•

Class Projects


Create a 3D Bar Chart for the Department Budget based on the follow-• ing information:

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

Travel 6000 5500 6500 5000

Equipment 5000 5000 6000 7000

Supplies 1500 1500 2000 1500

Meetings 600 600 600 800

Miscellaneous 500 500 500 500

Apply the a 12 point bottom legend, 14 point font for all axis, center and • fit the chart on the page, and apply the appropriate chart title.Save the document as Lesson7project1complete in the Lesson 7 Word • Folder.



Course 10391: Intermediate Skills in Microsoft Word 2010Show the class the information for this course and explain that the course provides you with the skills and knowledge required to enhance, share, and customize Word 2010 documents. Online Demos

Create visually compelling documents in Word 2010 Show the class the information for this video and explain that the video demonstrates how to apply graphical formatting to text, enhance im-ages with picture tools, insert clippings and screenshots in documents, and use SmartArt graphics.





http://office.microsoft.com/en-us/word-help/make-your-document-text-stand-out-with-special-effects-RZ101888976.aspx?lc=en-us&section=2




Memos• Reports• Letters• Newspaper Articles• Newsletters •

Explain to students that the use of columns is just one to the desktop pub-lishing features that is included in Word 2010. Point out that columns are commonly used in newsletters as well as newspaper articles. Columns can help to create text that is easy to read.


Define columns.• Explain that columns can contain pictures or objects.• Point out that you can create up to 12 columns in a document.• Explain how to determine the size of the columns based on the margins • and page width.Explain that the amount of space allowed between columns is an option • that can be modified in the Columns dialog box.Explain that columns can be created with equal width or varying widths.• Demonstrate how to create columns of equal width, unequal width, and • customized columns.Demonstrate how to open the Columns dialog box in the Page Setup • Group on the Page Layout Ribbon. Identify the areas of the Columns dialog box.• Explain that columns can be modified by using the Columns dialog box.• Demonstrate how to create columns using only selected text.• Demonstrate how to create columns using all text in a document.• Explain a section break and how it will allow for only a portion of a • document to be created in columns.Demonstrate how to alter the width of a column and the spacing be-• tween columns using the Columns dialog box.


Column widths can also be modified by using the ruler bar. When altering the width on the ruler bar, holding down the Alt key shows the measure-ment as you move the marker on the ruler bar.

The ruler bar can also be used to change the spacing between columns.

Lesson 8: Working withColumns

Learning Objectives

Inserting a Column Break

Inserting Verticle linesbetween Columns

Lesson notes

Lesson Introduction

Creating and Modifying Columns


fully create documents that incorporate columns of varying sizes and

styles. Students will learn to quickly format a document in columns for

quick reading.


Create columns•

Adjust column width•

Adjust column spacing•

Insert a column break•

Insert a vertical line between columns•


Inserting a Column Break

Inserting Verticle linesbetween Columns

When using the Columns button on the Page Layout Ribbon, only three columns will appear in the drop-down menu, but up to twelve columns can be selected by using the more columns option.

CAUTION Caution students that making one column wider in the Columns dia-log box automatically alters the other columns to accommodate the change in width.


Define a column break.• Explain that a column break can be inserted anywhere to cause the text • to break to the next column.Explain that Word 2010 automatically breaks columns at the end of the • page, but this setting can be changed by inserting a manual column break.Demonstrate how to insert column breaks into a table by using the • Breaks command in the Page Setup Group on the Page Layout Ribbon.Explain that manual column breaks can be deleted by clicking on the • break and then pressing Delete on the keyboard. To see the manual break, the Show/Hide Command, located on the Home Ribbon, must be turned on.

HOT KEYS Create a manual column break — CTRL+ SHIFT + ENTER


Explain how vertical lines can make text easier to read by visually sepa-• rating the data.Demonstrate how to insert vertical lines between columns by using the • Columns dialog box.Point out that the line that is inserted between columns will appear • along the length of the longest column in the document.Explain that vertical lines are defaulted to the center area between col-• umns.


To control the length of the vertical line that is inserted between columns, use the line option found under the Shapes Command, to create the vertical line.

Remind students that the Shapes Command is opened from the Illustrations Group on the Insert Ribbon.

CAUTION Warn students that vertical lines that are created with the Shapes Command will not automatically adjust if the column length changes.


Discuss how inserting a vertical line between columns can add visual appeal to the document.


True/False

1. If columns are created in a document, they must apply to all text in the document.

2. A maximum of 12 columns may be created in a document.

3. Columns must be created in equal widths.

4. Graphics are not allowed in the column area.

5. Column breaks may be inserted to manually move text from one column to the next.

Multiple Choice

1. A section break may be placed in a document using the Breaks Command on the _____ Ribbon.

a. Homeb. Insertc. Viewd. Page Layout

2. _____ breaks are inserted to cause the text following the break to begin in the next column.

a. Sectionb. Next Pagec. Columnd. Continuous

3. The option to place a line between columns may be selected in the follow ing location:

a. Line Command on the Page Layout Ribbonb. Line Between Option on the Columns Dialog Boxc. Line Command on the Insert Ribbond. Line Between Command on the Page Layout Ribbon

4. ____ refers to the distance between one column and another.

a. Column spacingb. Column widthc. Column line widthd. Column height

5. A vertical line may be manually inserted between columns by _____.

a. Using the Draw Line Command in the Columns Dialog Box.b. Using the Line Command on the Shapes Command drop down.c. Using the Insert Line Command on the Home Ribbon.d. Using the Border Command on the Home Ribbon.

Quiz Answers:

True/False

1. False, columns may be applied to sections using section breaks.2. True,3. False, columns may be created in varying widths


4. False, text and graphics may be inserted into columns.5. True

Multiple Choice

1. D (Page Layout)2. C (Column)3. B (Line Between Option on the Columns Dialog Box)4. A (column Spacing)5. B (Using the Line Command on the Shapes Command drop down.)



Hands-On Projects


You are the Human Relations Specialist for Woodland Health Clinic and your job requires you to provide information to employees regarding their health benefits package. You have recently received the new health insurance ben-efit package information from the company provider. This information must be distributed to the clinic employees but you prefer to present it in an easy to read format. Using the information below, create a two column docu-ment that contains the health benefit information.

1. Open the file lesson8ex1 from the data files.2. Insert a line break after the heading Section 1, the subheading Introduc tion, and before the section Purpose of the Report. 3. Make the heading and subheading of the document bold and centered.4. Select the document section that begins Purpose of the Report and format the document in two columns.5. Place a break between each section heading and the text.6. Add bullets to the list of criteria that appears after the second paragraph of text.7. Insert a column break prior to the section heading Cost to Employee.8. Insert a vertical line between all columns.9. Insert the student name centered in the page footer, and insert the page number right aligned in the page header.10. Create a folder on your student drive named Lesson 8 Word and save the file as Lesson8ex1complete in the folder.


The Vice President of Employee Relations at Safe Star Home Monitoring has asked you, the Employee Relations Administrative Assistant, to cre-ate a document pointing out the dress code revision. It is imperative that the policy revision information be circulated immediately and in an easy to read format. This information also needs to be eye-catching so as not to be missed. Using the information below, create a two column document that contains the dress code revision information.

1. Open the file Lesson8project 1.2. Center the document heading.3. Create a two column document body with 1 inch vertical spacing.

Class Projects


4. Create a 2 point, red vertical, dashed line that begins and ends about .5 inch in the column area.5. Ensure that the body is easy to read using Arial, 14 point, bold, and red font style.6. The student name should be centered in the document footer.7. Save the document as test8project1 in the Lesson 8 Word folder.8. Print the document.




Video and Trainingresources Links

Lesson 9: OrganizingContent

Learning Objectives




Letters• Reports• Long Documents•

Describe the importance of organizing a document for readability and how Microsoft Word 2010 makes this possible through the addition of tables and referencing features. Completed word processing projects such as letters, reports, and long documents may be helpful to use as examples.


Define the term tables.• Describe how tables are used in Microsoft Word 2010 to summarize and • emphasize information.Describe the elements of a table (cells, columns and rows)• Explain that Word 2010 allows the user to customize many elements of • a table. Explain that Word 2010 allows for 63 columns as well as an unlimited • about of rows to be created in a table.Point out that Word 2010 will automatically adjust the column width to • allow the table to fit within the document margins.Demonstrate how to insert a table of varying sizes using the Table • Group on the Insert Ribbon.Demonstrate how to create a table of varying sizes using the Draw Table • Command found by choosing the drop down Table Command Button in Table Group on the Insert Ribbon.Explain the Quick Tables are table templates that are built into Microsoft • Word 2010.Demonstrate how to insert a table using the Quick Tables Option by • selecting Quick Tables from the Table Group on the Insert Ribbon.

Lesson 9: OrganizingContent

Learning Objectives

Lesson notes

Lesson Introduction

Creating Tables in Word 2010

Learning Goals // The goal of this lesson is for students to successfully

organize document content using tables. This lesson also stresses pro-

ductive word processing features such as build blocks and quick parts.

In addition, students will learn to use Word 2010 Reference Ribbon

features to provide notation and direction in a document.


Using tables in Word•

Insert a table•

Enter text into a table•

Selecting parts of a table•

Sorting in tables•

Insert rows and columns•

Delete rows and columns•

Change column widths and row height•

Formatting tables with style•

Using quick parts•

Insert and format reference and captions•



Explain that text and graphics may be placed in tables cells.• Demonstrate how to enter text in a table cell.• Explain that text entered in a table cell will automatically wrap within the • cell.Point out that the insertion point may be advanced to the next cell using • the tab key or the right arrow key.Point out that each table column has its own margin settings which are • displayed on the Ruler Bar.Explain that gridlines for tables may be toggled using the Show Gridlines • Options on the Table Tools Layout Ribbon.Explain that when a table is selected the Table Tools Design and Layout • Ribbons become visible.Describe the commands on the Table Tools Design and Layout tables.• Demonstrate how to select the table, a single column, a single row, mul-• tiple columns and multiple rows.Demonstrate how to select non-adjacent columns and rows in a table.• Define sorting.• Demonstrate how to sort data that appears in a table using the Sort • Command on the Table Tools Layout Ribbon.


Discuss with students how the addition of tables can make detailed data such as lists readable.


Explain that rows and columns may be inserted or deleted from a table.• Demonstrate how to insert or delete a column in a table using the Table • Tools Layout Ribbon.Demonstrate how to insert or delete a row in a table using the Table • Tools Layout Ribbon.Demonstrate how to insert or delete multiple columns in a table using • the Table Tools Layout Ribbon.Demonstrate how to insert or delete multiple rows in a table using the • Table Tools Layout Ribbon.Demonstrate how to insert or delete cells in a table using the Table Tools • Layout Ribbon.Explain that the row height and column width of a table may be easily • altered using the Table Tools Layout Ribbon.Demonstrate how to adjust the row height and column width using the • Table Tools Layout Ribbon.

Alternative Methods

Explain that columns and rows may be inserted or deleted using the Short-cut menu.

Explain that the row height and column width may be adjusted using the column and row markers on the Ruler Bar.

Explain that the row height and column width may also be altered using the Properties Command on the Table Tools Layout Ribbon. Instructors should do the following:

Point out that a table in Word 2010 may be formatting to make the ap-• pearance more appealing.Explain that the table formatting tools are found on the Table Tools •

Using Tables

editing Table Parts

formatting Tables


Design Ribbon.Demonstration the commands on the Table Tools Design Ribbon.• Explain that a predefined list of Table Styles is available on the Table • Tools Design Ribbon.Demonstrate how to use a Table Style found on the Table Tools Design • Ribbon.Demonstrate how to modify a Table Style found on the Table Tools De-• sign Ribbon.Explain the ability to merge cells or split cells in a table. • Demonstrate how to merge cells and split cells in a table.• Demonstrate how to select text and convert the text to a table.•


Demonstrate how to merge selected cells or slip a cell using the Shortcut menu.


Discuss with students the importance of formatting tables to enhance read-ability. Provide examples of formatted and unformatted tables to demon-strate how formatting enhances a table’s appearance.


Define Quick Parts and Building Blocks.• Explain that Quick Parts are elements that may be saved and reused to • save time in a document.Demonstrate how to create a Quick Part using the command in the Text • Group on the Insert Ribbon.Demonstrate how to add Quick Parts to a document.• Explain that the entire Quick Parts collection may be viewed using the • Building Blocks Organizer.


Ask students to identify parts of a document that, if created as a quick part, would increase productivity.


Define References and Caption.• Point out the importance of using Reference options in a document.• Explain that References include the Table of Contents, Footnotes, Cita-• tions and Bibliography, Captions, Index and Table of Authorities.Explain how each of these Reference items may be used in a document. • Demonstrate how to create a Table of Contents using the Table of Con-• tents Group on the References Ribbon.Demonstrate how to create Footnotes using the Footnotes Group on the • References Ribbon.Demonstrate how to create Citations and Bibliographies using the Cita-• tions and Bibliographies Group on the References Ribbon.Demonstrate how to create Captions using the Captions Group on the • References Ribbon.Demonstrate how to create an Index and Table of Authorities using the • Index and Table of Authorities Group on the References Ribbon.Demonstrate how to apply formatting to each of these options found on • the References Ribbon.

Using Quick Parts in Word 2010

Using references ribbon



Point out how each of the features of the Reference Ribbon are using in the MLA and APA Document Styles.

True/False

1. A table consists of only two elements, rows and columns.

2. Tables may be inserted into a document using the Table command on the Insert Ribbon.

3. A row may be inserted into a table by first selecting the row above or below the location where the new row will be inserted.

4. Only text may be placed into a table.

5. Building blocks are frequently used items that the user creates and Quick Parts are built-in building blocks.

Multiple Choice

1. Quick Parts may be created by selecting the Quick Parts Command on the _____ Ribbon.

a. Homeb. Insertc. Page Layoutd. Text 2. _____ is the process of rearranging information in a alphabetical, numerical or chronological order.

a. Organizingb. Movingc. Sortingd. Selecting

3. The quickest way to move from one cell to another in a table is to use the ____ key on the keyboard.

a. Tabb. Enterc. Shift + Enterd. Insert

4. Rows or columns in a table may be deleted by selecting the area and choosing the _____ command on the Table Tools Layout Ribbon.

a. Propertiesb. Deletec. Autofitd. Select

5. Using a _____ is quick method to apply design elements to a table with a single click.

a. Format Painterb. Table Enhancerc. Table Borderd. Table Style

Lesson Quiz


Quiz Answers:

True/False

1. False, three elements, rows, columns, and cells.2. True3. True4. False, text or graphics may be inserted into a table.5. False, building blocks are built-in and quick parts are user created.

Multiple Choice

1. B (Insert)2. C (Sorting)3. A (Tab)4. B (Delete)5. D (Table Style)



Hands-On Projects


Your position as Administrative Assistant to the President of QuickMart, requires that you create many reports for the board of directors. Using the information below, prepare a sales forecast document that will be shared at the next board meeting.

1. In a new document, create a table that contains the following information: a. Document Title: QuickMart Third Quarter Projected Sales

District July August September12 $126,500 $127,250 $125,60015 $129,000 $132,500 $127,50016 $156,500 $157,600 149,000

2. Apply Table Style – Medium Shading1 - Accent 1.3. Create a caption for the table: Table 24. Insert a footer with the student name centered.5. Save the document in the Lesson 9 Word folder and save the document as lesson9ex1complete


You are employed as the Assistant to the Student Advisor at Northeastern Community College. The office’s data entry clerk has exported and emailed a list of current advisees to you. This information is presented as a text file since it was exported from the student records management system. You first task of the day it to convert this text to a table for the Student Advisor to review. The advisor also asks that you apply formatting to the table to create an easy to read table.

Class Projects


Open the data file, Lesson9project1_data.docx from the student data • folder.Convert the text to a table.• Format the table using any table style that does not include column • borders.Create the landscaped document with the following page header:•

+ Advisement List – (insert current date here) + Format the page header using elements that are similar to the Table Style that was applied.

Apply a caption to the table: Table 1• Insert the student name centered in the footer.• Save the document in the Lesson 9 Word folder and save the document • as lesson9project1complete.



Course 10391: Intermediate Skills in Microsoft Word 2010Show the class the information for this course and explain that the course provides you with the skills and knowledge required to enhance, share, and customize Word 2010 documents.




Lesson 10: Mail Mergeand Reviewing

Documents

Learning Objectives





Memos• Faxes• Letters• Reports• Newsletters •

Explain that mail merge provides the ability to send a single document to a list of people without recreating the document for each recipient. Give examples of documents that may be appropriate for a mail merge project. Discuss how the use of document versions can preserve document changes as they occur over time and using tracked changes can enable a group of people to make revision suggestions on a single document.


Define the term merge.• Explain the elements of mail merge: main document and data source.• Explain the parts of the main document.• Explain the parts of the data source: fields and records.• Describe how the main document and the data source are combined to • create the merged document.Point out that the Mail Merge Commands are located on the Mailings • Ribbon and describe each of the commands within the ribbon groups.


Discuss with students various documents or situations where a mail merge may be most productive.


Explain that a main document may be selected from an existing docu-• ment or a new document may be created.Demonstrate how to select a main document.• Explain that a data source may be an existing recipient list, a Microsoft •

Lesson 10: Mail Mergeand Reviewing

Documents

Learning Objectives

Lesson notes

Lesson Introduction

Mail Merge

The Mail Merge Process


fully create a mail merge project and review documents using the Re-

view Ribbon. The student will create and preview a merge document

as well as review the document to approve changes.


Understanding mail merge•

Using mail merge•

Selecting a main document•

Create a data source•

Edit the main document•

Preview the merged document•

Complete the merge•

Compare and merge document versions•

Manage tracked changes•


Access Database file, a Microsoft Outlook file, a Microsoft Excel file, or a text file.Demonstrate how to select an existing data source.• Demonstrate how to create a data source for mail merge and populate • the data source with information.Demonstrate how to edit the main document to insert the appropriate • merge fields.Explain that the merged document may be previewed, prior to merging, • to determine if further edits are required.Demonstrate how to preview the merge document.• Demonstrate how to merge the main document and data source to • complete the mail merge.Point out that the main document and data source are saved and may • be editing for future use.Demonstrate how to edit the main document and data source for an-• other project.Demonstrate how to merge only selected records from the data source.•


Discuss with students the ability to reuse main documents and data source for future mail merge projects.


Point out that documents reviewed by several reviews may be merged • into a singular document preserving the changes and comments made by each reviewer.Describe the Compare Group commands that appear on the Review Rib-• bon.Point out and explain the Compare and Combine Commands in the • Compare Group.Demonstrate how to combine and compare documents from two re-• viewers.Demonstrate how to accept or reject changes in a document.•


Discuss with students the necessity of being able to display the original and the revised documents.

CAUTION Remind students that they will no longer have the opportunity to review changes if the option to accepting all changes at once or reject all changes at once is selected.


Discuss how using track changes are more efficient than proofing a • document hard copy.Explain how track changes marks the changes that you make in a docu-• ment.Explain how to enable track changes and remind students that the docu-• ment must be view in Print Layout View.Point out that text changes appear in a contrasting color, formatting • changes appear in oblong boxes called balloons, and a vertical line ap-pears in the left margin next to text that has been changed in any way.Explain the Tracking Group found on the Review Ribbon.• Demonstrate the Track Changes feature by enabling Track Changes and • making changes in a document.Explain that comments may be inserted into the document margins.•

Merging Document Versions

Managing Tracked Changes


Demonstrate how to insert comments into a document, edit and delete • the comments.Demonstrate how to use the Markup Command in the Tracking Group • on the Review Ribbon to control the document track changes display.Point out the ScreenTip that displays to indicate the user name, date and • time of an edit.Demonstrate how to adjust the Track Changes Options on the Track • Changes Command in the Tracking Group.

True/False

1. A letter is an example of a main document.

2. A data source may come from any of the following sources: text file, Excel Spreadsheet, or graphic file.

3. In the mail merge process, two separate documents that are used are the main document and the data bank.

4. Selecting to see Final on the Markup option will show the document with accepted changes.

5. Up to three documents may be merged at once to combine document versions.

Multiple Choice

1. Names and addresses are an example of the ____ information that will inserted into a main document.

a. datab. mergec. addressd. contact

2. In the data source, a row is made up of _____ which is related information.

a. cellsb. fieldsc. columnsd. data

3. _____ may be added in the document margin of a document that is being reviewed.

a. Commentsb. Notesc. Suggestion Boxesd. Balloons

4. Track Changes and Document Compare may be enabled using the Com mand on the _____ Ribbon.

a. Homeb. Page Layoutc. Viewd. Review

Lesson Quiz


5. Select _____ from the Review Ribbon to combine revisions from multiple reviews into a single document.

a. Compareb. Joinc. Combined. Merge

Quiz Answers:

True/False

1. True2. False, text file, Excel Spreadsheet, Access Database, Outlook Address Book.3. False, main document and data source.4. True5. False, only two documents may be merged at once.

Multiple Choice

1. B (Merge)2. B (fields)3. A (Comments)4. D (Review)5. C (Combine)



Hands-On Projects


Quartet Advertising has recently selected you to become a part of their Management Training Program. You have prepared an acceptance letter and created a new revision of the document. Please compare and combine the revisions from the following documents: Original: Lesson10ex1_a Version 1: Lesson10ex1_b

1. Open the file Lesson10ex1_a from the student data files.2. Combine the second version with the original.3. Review all of the changes made to the document.4. Accept the changes.5. Enable Track Changes.6. Remove the word Position from the first sentence.7. Change 2020 to 2010 in the second paragraph.8. Review the document for any further revisions.9. Accept all changes.10. Check the Spelling & Grammar for the entire document.11. Save the document as lesson10ex1complete in the Lesson 10 Word folder.12. Close the file.

Class Projects



You are a society column writer for the In-Times Magazine. You are prepar-ing documentation for this month’s feature article. The article will be about various type of cheese. You have made some revisions to the list and created a new version of the document. Since this is your first food related article, you feel that you need some feedback regarding the cheese that is selected. After finalizing the document you will send it to several family members to get their opinions. In order to expedite this process you will include the document in a mail merge letter to your family members.Original: Lesson10project1_a Version 1: Lesson10project1_b

1. Open the file Lesson10project1_a from the student data files.2. Combine version.3. Review the combination and determine if changes should be accepted.4. Spell check the entire document.5. Save the document as Lesson10project1a_complete in the Lesson 10 Word folder.6. Format the document title using any two formatting elements.7. Create a page border for the document of any style.8. Create page numbers in the footer and the student name in the document header.9. Save the file as Lesson10project1b_complete.10. Open the Letter that you have drafted to your family members, Lesson10project1_c.11. Copy and paste the cheese document (Lesson10project1a_complete) on a new page at the end of the letter. This is you new main document for the merge, save this file as Lesson10project1c_complete in the Lesson 10 Word folder.12. Create a data source, saved as Lesson10project1_data in the Lesson 10 Word folder, with five names and addresses of your friend or family.13. Save Lesson10project1c_complete after merge fields are inserted.14. Merge the document to create five complete letters.15. Save the merged letters as Lesson10project1d_complete in the Lesson 10 Word folder.





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