Microsoft Word 2010 - University of Tennessee Extension Introduction to Word 2010 University of Tennessee Extension 3 Information Technology Shawn Towater Getting Started The file

Microsoft Word 2010

Shawn TowaterUT Extension

An Introduction to Word 2010

University of Tennessee Extension 1

Information Technology Shawn Towater

Getting Started .................................................................................................... 3 Ribbon - the panel at the top portion of the document. ............................................................. 3 Quick Access Toolbar ............................................................................................................ 3 Mini Toolbar - a floating toolbar ............................................................................................. 3 Customize the Environment .................................................................................................... 4

General .............................................................................................................................. 4 Display .............................................................................................................................. 4 Proofing ............................................................................................................................. 4 Save ................................................................................................................................... 4 Advanced ........................................................................................................................... 4 Customize Ribbon & Quick Access Toolbar ......................................................................... 4

Working with Documents .................................................................................... 5 Create a New Document ........................................................................................................ 5 Open an Existing Document .................................................................................................. 5 Save a Document ................................................................................................................... 5 Rename a Document .............................................................................................................. 5 Document Views .................................................................................................................... 6 Working on Multiple Documents ............................................................................................ 6

Editing a Document ............................................................................................. 6 Typing and Inserting Text ...................................................................................................... 6 Selecting Text ........................................................................................................................ 7 Inserting/Rearranging Text .................................................................................................... 7 Deleting Text ......................................................................................................................... 7 Undo and Redo your most recent actions ................................................................................. 7 Find and Replace Text ........................................................................................................... 7

Formatting Text ................................................................................................... 8 Select Text for Formatting ...................................................................................................... 8 Change the Font Name........................................................................................................... 8 Change the Font Size ............................................................................................................. 8 Bold, Italicize, Underline, Color, & More ................................................................................ 8 Highlight Text ....................................................................................................................... 8 Copy Formatting .................................................................................................................... 9 Clear Formatting ................................................................................................................... 9




Formatting Paragraphs ........................................................................................ 9 Change Paragraph Alignment ................................................................................................. 9 Indent Paragraphs ................................................................................................................. 9 Add Borders and Shading .................................................................................................... 10 Apply Styles ........................................................................................................................ 10 Create Links ........................................................................................................................ 10 Change Spacing Between Paragraphs and Lines .................................................................... 10

Adding Tables .................................................................................................... 11 Create a Table ..................................................................................................................... 11 Enter Data in a Table ........................................................................................................... 11 Modify the Table Structure and Format a Table .................................................................... 11

Graphics ............................................................................................................. 12 Symbols and Special Characters ........................................................................................... 12 Equations ............................................................................................................................ 12 Clip Art: .............................................................................................................................. 12 Pictures: .............................................................................................................................. 12 Smart Art ............................................................................................................................ 13 Resize Graphics ................................................................................................................... 13 Watermarks ......................................................................................................................... 13

Proofreading a Document .................................................................................. 14 Spelling and Grammar ......................................................................................................... 14 Thesaurus ............................................................................................................................ 14 Customize AutoCorrect ........................................................................................................ 15 Create a New Default Dictionary .......................................................................................... 15 Check Word Count .............................................................................................................. 15

Page Formatting ................................................................................................. 16 Page Margins ...................................................................................................................... 16 Orientation, Size of the Page, or Columns: ............................................................................ 16 Apply a Page Border and Color ............................................................................................ 16 Insert Common Header and Footer Information .................................................................... 16 Create a Page Break ............................................................................................................. 17 Insert a Cover Page .............................................................................................................. 17 Insert a Blank Page .............................................................................................................. 17

Lists ................................................................................................................... 17 Bulleted and Numbered Lists ............................................................................................... 17 Nested Lists ......................................................................................................................... 17 Formatting Lists .................................................................................................................. 18

Notes .................................................................................................................. 18




Getting Started The file menu allows you to create a new document, open an existing document, save or save as, print, send (through email), publish or close.

Ribbon - the panel at the top portion of the document. • It has seven main tabs:

1. Home: Clipboard, Fonts, Paragraph, Styles, and Editing. 2. Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols 3. Page Layouts: Themes, Page Setup, Page Background, Paragraph, Arrange 4. References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and Table of

Authorities 5. Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish 6. Review: Proofing, Comments, Tracking, Changes, Compare, Protect 7. View: Document Views, Show/Hide, Zoom, Window, Macros

• Each tab is divided into groups with features designed to perform function that you will utilize in developing or editing your Word document.

• Commonly utilized features are displayed on the Ribbon. o To view additional features within each group, click the arrow at the bottom right corner of each

group.

Quick Access Toolbar • To add items to the toolbar, right click on any item on the Ribbon and click

Add to Quick Access Toolbar.

• To change the location of the toolbar, click on the arrow at the end of the toolbar and click Show Below the Ribbon.

Mini Toolbar - a floating toolbar • Displayed when you right-click text.

• It displays common formatting tools, such as Bold, Italics, Fonts, Font Size and Font Color.




Customize the Environment Word 2010 has customizable options that allow you to make Word work the best for you.

• Click File

• Click Options

General

• Show mini toolbar

• Enable Live Preview - allows you to preview the results of applying design and formatting changes without actually applying it.

• Color schemes

Display

• Select how the document content is displayed on the screen and what is printed

• Select to show or hide certain page elements

Proofing

• Personalize how word corrects and formats your text

• Have word ignore certain words or errors in a document

Save

• Specify how often you want AutoRecover to save

• Specify where you want your documents saved

Advanced

• Specify options for editing, copying, pasting, displaying, printing, saving, and other general settings.

Customize Ribbon & Quick Access Toolbar

• Add features to the Quick Access Toolbar and your Ribbons.

• If there are tools that you are utilizing frequently, you may want to add these to the Quick Access Toolbar.




Working with Documents Create a New Document • Click File, New

o New document: Choose Blank document (shortcut is Ctrl+N: hold down the Ctrl key & press the “N”)

o Document from a template: there are a few ways of finding a template

look under Office.com templates and choose a category

Choose one of the template options beside Blank document

Browse through your choices

Click on a template to see a preview of it here

Open an Existing Document

• Click File, Open (Ctrl+O) or Recent (if recently used the file)

• Browse to the file then click on the file name & open the document

Save a Document Two ways to save a document:

• Click File, Save (Ctrl+S) or click on the Quick Access Toolbar.

• Click File, Save As (save the file under a different name)

Rename a Document If you are in Word and want to rename a document, the document to be renamed can not be open when following the below steps:

• Click File and find the file you want to rename.

• Right-click the document name with the mouse and select Rename from the shortcut menu.

• Type the new name for the file and press the ENTER key.




Document Views Click the View Tab on the Ribbon or the shortcuts at the bottom of the screen

• Print Layout: to view document as it would appear when printed

• Full Screen Reading: Good for viewing two pages at a time.

o Click on View Options, Show Printed Page. o Click View Options, Show Two Pages.

• Web Layout: to view document as it would appear in a web browser

• Outline: View the document as an outline (displays only text) and shows outlining tools

• Draft: Displays only text.

Working on Multiple Documents Open more than one document, then you can do the following on the View Tab of the Ribbon:

• Click on Switch Windows

o The current document will have a checkmark, select another document to view it.

• Click on Side by Side

o Will allow you to view two documents beside each other

o To not have the documents to scroll at the same time, click the Synchronous Scrolling button off

Editing a Document Typing and Inserting Text • To enter text, start typing.

• To move cursor, use arrow buttons or left click with mouse at desired location.

• The following Keyboard Shortcuts allow you to move to certain locations in a document by pressing

o Home: the beginning of the line

o End: the end of the line

o Ctrl+Home: the top of the document

o Ctrl+End: the end of the document




Selecting Text Text must be highlighted to make any changes to attributes of text after it has been typed

• Click and hold down the left mouse button and drag mouse over desired text

• Hold down the Shift key and use arrow buttons

• Entire word: double-click within the word

• Whole paragraph: triple-click within the paragraph

• Entire document: in the Editing section on the Home tab, click Select, Select All (shortcut is Ctrl+A)

To deselect text, click anywhere outside of highlighted text

Inserting/Rearranging Text Text can be inserted in a document at any point.

• Type text: put cursor at location to add text and begin typing

• Copy/Cut and Paste text:

o highlight text to copy/cut

o right click and select Copy or Cut (or on the Clipboard group of the Home tab, click Copy or Cut)

o put cursor at location to Paste text, then either:

right click and select Paste (shortcut is Ctrl+V)

or on the Clipboard group of the Home tab, click Paste

• Drag Text:

o Highlight text to move

o Click on the text and drag it to the correct location

Deleting Text • To delete text to the left of the cursor, press the Backspace key.

• To delete text to the right of the cursor, press the Delete key.

• To delete a large selection of text, highlight the text and press the Delete or the Backspace key.

Undo and Redo your most recent actions • On the Quick Access Toolbar, click Undo or Redo

Find and Replace Text • To find a word or phrase, click Find located on the Home tab in the Editing group then

type the word or phrase in the box under Navigation.

• To find and replace a word or phrase, click Replace in the Editing group then type the information beside Find what: and beside Replace with:.




Formatting Text Select Text for Formatting • Anytime you select text, a font tools pop-up lightly shows up.

• In order to see it well, move the mouse onto the pop-up.

• You can also use this pop-up with the formatting instructions below.

o Note: The font tools pop-up has almost all the options that are on the Home tab in the Font portion of the Ribbon.

Change the Font Name • Click the arrow next to the font name and choose

a font.

o You can preview how another font will look

Highlighting text to change

Click the arrow next to the font name

Hover over a font name

Change the Font Size • Click the arrow next to the font size and choose the appropriate size, or

• Click the increase or decrease font size buttons.

Bold, Italicize, Underline, Color, & More Note: If there is an arrow next to a button, you can click on it to see other options.

• Before typing the text you would like to be different, click one of the options included on the Font Group of the Ribbon, or

• Select the text to change and click one of the options

Highlight Text • Select the text

• Click the Highlight Button

o Click the arrow next to the highlight button to change the color of the highlight.




Copy Formatting If you would like another portion of the document to have the same formatting, you can copy the formatting.

• Select the text with the formatting you want to copy.

• Click the Format Painter button on the Clipboard Group of the Home Tab

• Apply the copied format by selecting the text to format

Clear Formatting • Select the text you wish to clear the formatting

• Click the Styles dialogue box on the Styles Group on the Home Tab

• Click Clear All

Formatting Paragraphs Change Paragraph Alignment • On the Home Tab of the Ribbon in the Paragraph group, choose the appropriate alignment button for

your paragraph.

o Align Left: the text is aligned with the left margin

o Center: the text is centered within the margins

o Align Right: aligns text with the right margin

o Justify: aligns text to both the left and right margins

Indent Paragraphs • First Line: Controls the left boundary for the first line of a paragraph

• Hanging: Controls the left boundary of every line in a paragraph except the first one

• Left: Controls the left boundary for every line in a paragraph

• Right: Controls the right boundary for every line in a paragraph

To indent paragraphs, you have a few options:

1. Click the Indent buttons to control the indent. o Click the Indent button repeated times to increase the

size of the indent.

2. Click the dialog box of the Paragraph Group o Click the Indents and Spacing Tab

Note: First Line & Hanging Indent is under Special:




3. Right click and click on Paragraph… 4. Click on the Page Layout tab

Add Borders and Shading You can add borders and shading to paragraphs and entire pages.

• Select the area of text where you want the border or shading.

• Click the Borders arrow on the Paragraph Group on the Home Tab

• Choose the correct border or click on Borders and Shading for more options

Apply Styles Styles are a preset collection of formatting that you can apply to text.

• Select the text you wish to format.

• Click the dialog box next to the Styles Group on the Home Tab.

• Click the style you wish to apply.

Create Links Creating links in a word document allows you to put in a URL that readers can click on to visit a web page.

• Click the Hyperlink Button on the Links Group of the Insert Tab.

• Type in the text in the “Text to Display” box and the web address in the “Address” box.

Change Spacing Between Paragraphs and Lines • Select the paragraph or paragraphs you wish to change.

• On the Home Tab, Click the Paragraph Dialog Box

• Click the Indents and Spacing Tab

• In the Spacing section, adjust your spacing accordingly




Adding Tables Tables are used to display data in a table format.

Create a Table • Place the cursor on the page where you want the new table

• Click the Insert Tab of the Ribbon

• Click the Tables Button on the Tables Group. You can create a table one of four ways:

1. Highlight the number of row and columns 2. Click Insert Table and enter the number of rows and columns 3. Click the Draw Table, create your table by clicking and entering the rows

and columns 4. Click Quick Tables and choose a table

Enter Data in a Table Place the cursor in the cell where you wish to enter the information. Begin typing.

Modify the Table Structure and Format a Table • Click the table and notice that you have two new tabs on the Ribbon: Design and Layout. These pertain

to the table design and layout.

1. The Design Tab includes: o Table Style Options

o Table Styles

o Draw Borders

2. The Layout Tab allows you to format a table. You can:

o View Gridlines and Properties

o Insert/Delete the Table, Rows and Columns

o Merge or Split Cells

o Increase and Decrease cell size

o Align text within the cells and change text directions




o Sort Data and Convert the table to text

Graphics Symbols and Special Characters Special characters are punctuation, spacing, or typographical characters that are not generally available on the standard keyboard. To insert symbols and special characters:

• Place your cursor in the document where you want the symbol

• Click the Insert Tab on the Ribbon

• Click the Symbol button in the Symbols Group

• Choose the appropriate symbol.

Equations • Place your cursor in the document where you want the equation


• Click the Equation Button on the Symbols Group

• Choose the appropriate equation and structure or click Insert New Equation

Note: To edit the equation, click the equation and the Design Tab will be available on the Ribbon.

Clip Art: • Place your cursor in the document where you want the graphic/picture


• Click the Clip Art Button

• The dialog box will open on the screen and you can search for clip art.

Pictures: • Place your cursor in the document where you want the picture


• Click the Picture Button

• Browse to the picture you wish to include

• Click the Picture and click Insert




Smart Art A collection of graphics you can utilize to organize information within your document. It includes timelines, processes, or workflow.

• Place your cursor in the document where you want the Smart Art


• Click the SmartArt button

• Click the SmartArt you wish to include in your document and click OK

Resize Graphics All graphics can be resized by clicking the image and clicking one corner of the image and dragging the cursor to the size you want the picture.

Watermarks A watermark is a translucent image that appears behind the primary text in a document.

• Click the Page Layout Tab in the Ribbon

• Click the Watermark Button in the Page Background Group

• Click the Watermark you want for the document or click Custom Watermark and create your own watermark

Note: To remove a watermark, follow the steps above, but click Remove Watermark




Proofreading a Document

Spelling and Grammar • Place the cursor at the beginning of the document or the

beginning of the section that you want to check

• Click the Review Tab on the Ribbon

• Click Spelling & Grammar on the Proofing Group.

o Any errors will display a dialog box that allows you to choose a more appropriate spelling or phrasing.

Note: If you wish to check the spelling of an individual word, you can right click any word that has been underlined by Word and choose a substitution.

Thesaurus The Thesaurus allows you to view synonyms.

• Click the Review Tab of the Ribbon

• Click the Thesaurus Button on the Proofing Group.

• The thesaurus tool will appear on the right side of the screen and you can view word options.

Note: You can also access the thesaurus by right-clicking any word and choosing Synonyms on the menu.




Customize AutoCorrect You can set up the AutoCorrect tool in Word to retain certain text the way it is. To customize AutoCorrect:

• Click File

• Click the Options Button

• Click the Proofing tab

• Click AutoCorrect Options button

Note: On the AutoCorrect Tab, you can specify words you want to replace as you type

Create a New Default Dictionary Often you will have business or educational jargon that may not be recognized by the spelling and/or grammar check in Word. You can customize the dictionary to recognize these words.

• Click File

• Click the Options Button

• Click the Proofing tab

• Click the When Correcting Spelling in Microsoft Office Programs tab

• Click Custom Dictionaries

o Click Edit Word List

o Type in any words that you may use that are not recognized by the current dictionary.

Check Word Count • Look at the bottom left corner of the screen. It will give you a total word count.

o If you have text highlighted, it will tell you how many words are highlighted out of the total.




Page Formatting Page Margins • Click the Page Layout Tab on the Ribbon

• On the Page Setup Group, click Margins

• Click a Default Margin, or

• Click Custom Margins and complete the dialog box.

Orientation, Size of the Page, or Columns: • Click the Page Layout Tab on the Ribbon

• On the Page Setup Group, click the Orientation, Size, or Columns drop down menus

• Click the appropriate choice

Apply a Page Border and Color • Click the Page Layout Tab on the Ribbon

• On the Page Background Group, click the Page Colors or Page Borders drop down menus

Insert Common Header and Footer Information Such as page numbers, date, and title


• Click Header - location: top of the page or Footer - location: bottom of page

• Choose a style

• The Header/Footer Design Tab will display on the Ribbon

• Choose the information that you would like to have in the header or footer (date, time, page numbers, etc.) or type in the information you would like to have in the header or footer




Create a Page Break • Click the Page Layout Tab on the Ribbon

• On the Page Setup Group, click the Breaks Drop Down Menu

• Click Page Break

Insert a Cover Page • Click the Insert Tab on the Ribbon

• Click the Cover Page Button on the Pages Group

• Choose a style for the cover page

Insert a Blank Page • Click the Insert Tab on the Ribbon

• Click the Blank Page Button on the Page Group

Lists Lists allow you to format and organize text with numbers, bullets, or in an outline.

Bulleted and Numbered Lists Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine numbers and letters depending on the organization of the list.

• To add a list to existing text:

o Select the text you wish to make a list

o From the Paragraph Group on the Home Tab, Click the Bulleted or Numbered Lists button

• To create a new list:

o Place your cursor where you want the list in the document

o Click the Bulleted or Numbered Lists button

o Begin typing

Nested Lists A nested list is list with several levels of indented text. To create a nested list:

• Create your list following the directions above

• Click the Increase or Decrease Indent button




Formatting Lists The bullet image and numbering format can be changed by using the Bullets or Numbering dialog box.

• Select the entire list to change all the bullets or numbers, or Place the cursor on one line within the list to change a single bullet

• Right click

• Click the arrow next to the bulleted or numbered list and choose a bullet or numbering style.

Notes