Word 2010:Beyond the basics

Skills for Learning IT booklet

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Introduction

This booklet contains tasks for you to work through. All tasks have a picture of a mouse next to them.

After working through the manual, you will understand more about the tools in Word and be able to use Word more quickly and efficiently.

Aims

Navigate Word more quickly Use navigation shortcuts Use Format Painter Use a range of shortcut keys,

function keys and tools Change and customise Word page

styles Customise the Quick Access

Toolbar

Work with Print Preview Find information on learning more about Word

1. Download the file to use with this workbook.

1. Go to http://skillsforlearning.leedsbeckett.ac.uk

4. Click on the link ‘files to download for use with the workbooks’, shown in Fig

3.

All document text is now highlighted.Note - You can use keyboard shortcut keys to select all text:

Fig 3

Press the Ctrl key on the keyboard and keep it pressed Press the letter A on the keyboard.

3. Click on the ‘More’ arrow next to the Line and Paragraph Spacing icon (in the Paragraph Group), shown in Fig 8.

4. Click on 2.0Your text is now double spaced.

5. Click anywhere in the white space of the document to deselect the text.

2. Use the format painter tool

The Format Painter tool is very useful. It allows you to copy and paste formatting (instead of text) from one part of your document to another.

1. Highlight the title text ‘Plagiarism’.2. Double click on the Format Painter icon, on the

Clipboard Group. It is shown in Fig 9.3. Scroll down to the second page.4. Click and drag the mouse across the title text ‘How do you avoid

plagiarising?’ 5. Scroll down to the third page. 6. Click on the title text ‘Summary’.7. Click on the Format Painter icon to switch the tool off.

The formatting has been changed to match the first title text.

Note - Double clicking the Format Painter tool allows you to apply formatting multiple times. Single click if you need to use it once.

Note - you can also hit the Esc key on the keyboard to switch off the Format Painter tool.

3. Control numbered lists

1. Highlight the text:

Fig 9

Fig 8

Fig 7

Copying from other students Written sourcesJournalsBooksWebsites CD-ROMsAudiovisual media

2. Click on the numbering icon, in the Paragraph group on the Home tab. It is shown in Fig 10. Your list is now numbered.

Fig 10

3. Control numbered lists

3. Click to the left of ‘Journals’ in the numbered list.4. Press the tab key on the keyboard, shown in Fig 11.5. Click the mouse to the left of ‘Books’ in the numbered list.6. Press the tab key on the keyboards. 7. Click the mouse to the left of ‘Websites’ in the numbered list. 8. Press the tab key.

The tab key has indented and grouped them under Written Sources. The labels have changed to a) b) and c).

9. Click the mouse to the left of ‘Websites’10. Press the shift key, shown in Fig 12, and

keep it pressed. 11. Press the tab key.

‘Websites’ has now moved up a level.12. Click the mouse to the left of ‘Websites’13. Click on the ‘More’ arrow to the right of

the numbers icons, shown in Fig 13.14. Click on ‘Set Numbering value’.

This will open the Set Numbering Value dialogue box, shown in Fig 14.

15. Click in the Set Value to box.16. Change to 1.17. Click on OK.

Need an unnumbered item in your list?

Hit return after the numbered item where you want your unnumbered item to be.

Hit the backspace key.This takes off the numbering.

Type in the item. Hit the return key.

This will take the mouse cursor onto the next line without a number. To start the numbered list again:

Click on the number icon on the Ribbon. The numbers have returned.

In your own time

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Fig 14

Fig 13

Fig 12

Fig 11

Try the above steps with a bulleted list. Note how different bullets are used for different levels.

5. Apply formatting to non-adjacent text

1. Highlight the text ‘Do you plagiarise?’2. Press the control key on the keyboard, shown in Fig 15. 3. Keep it pressed.4. Highlight the text ‘Reasons why you don't plagiarise’.5. Scroll down to the next page.6. Highlight the text ‘How do you

avoid plagiarising?7. Let go of the control key (Ctrl).8. Click on the Change Case icon,

shown in Fig 16.9. Click on ‘UPPERCASE’.

All three titles have been changed simultaneously.

Page Setup options

You can adjust margins, orientation, page size and number of columns by using the Page Setup options on the Page Layout tab.

6. Change the margins

1. Click on Page Layout on the Ribbon, shown in Fig 17.

2. Click on Margins.This will open a drop down menu similar to that shown in Fig 18 overleaf.You can choose one of the set margins from the drop-down list.

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Fig 15

Fig 16

Fig 17

6. Change the margins

To set your own margins:

3. Click on Custom Margins.This will open the Page Setup dialogue box, similar to that shown in Fig 18.

4. Change the margins to the size you require in the Top, Left, Bottom and Right boxes, shown in Fig 19.

5. Click on OK.

7. Change the page orientation

1. Click on Page Layout on the Ribbon (Fig 17).2. Click on Orientation, shown in Fig 20.3. Click on Landscape.

Your page has now changed.

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Fig 18

Fig 19

8. Change the paper size

Click on Page Layout on the Ribbon (Fig 17).

Click on Size, shown in Fig 21. Click on A3.

Your paper size has now changed.

In your own time - using the Undo and Redo buttons

Click on the Undo button, shown in Fig 22 (the left hand button), three times to remove the page size, orientation and margin changes.

Click on the Redo button to change the margins again. Note – you can undo changes made even after you have saved a document as long as you do not close the file.

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Fig 20

Fig 21

Fig 22

Styles in Word

Word has lots of inbuilt font and layout styles that can save you time when creating a document. However, if you’ve cut and pasted text from one document to another, the Change Styles tool doesn’t work. It’s therefore good practice to clear all formatting before applying a style. It’s also useful to know how to clear formatting in case it goes awry and any attempt to fix it makes it worse! Clearing all formatting allows you to start again and re-apply new formatting.

9. Remove all formatting

1. Press the Ctrl key on the keyboard and keep it pressed.

2. Press the A button on the keyboardThis selects all the text in your document

3. Click on the Clear Formatting icon on the Font group of the Home tab, shown in Fig 23.

9. Apply a style set in Word

1. Click on the Change Styles icon on the Ribbon. It is found on the right side of the Home tab, and is shown in Fig 24.

2. Click on Style Set, shown in Fig 25.This will open a drop-down menu of styles to choose from, similar to that shown in Fig 25.

3. Roll the mouse over each in turn.Notice how the page style changes with each option.

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Fig 23

Fig 24

Fig 25

10. Apply a font style in Word

Applying font styles is a quick way of ensuring consistency in fonts across the heading and main text in your document. Using Font Styles applies it to the entire document at once.

1. Click on Change Styles.2. Click on Fonts, shown in Fig 26.

This will open a drop-down menu of Font styles.

3. Click on the one you want.The font styles are applied to your document.

11. Apply quick styles in Word

Now that the document has an overall style and font set, heading and titles styles can be applied where needed.

1. Click on the title text ‘Plagiarism’.2. Click on Heading 1 style in the Styles group. This is found on the right of the

Home tab on the Ribbon and is shown in Fig 27.

This has applied a heading style to the title text.

In your own time

Explore the styles options available via the styles group. Click on the ‘More’arrow, circled in Fig 27 to open a drop-down menu of styles.

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Fig 26

Fig 27

Fig 28

Fig 32 Fig 33

Document Navigation

The following tasks will help you move around the document more quickly as well as allowing you to specify which part of your document to go to.

12. Navigate the document

To navigate to the top of your document:

1. Press the ctrl key on the keyboard, shown in Fig 28, and keep it pressed.

2. Press the Home button on the keyboard, shown in Fig 29.The mouse cursor will jump to the start of the document.

To navigate to the end of your document:

1. Press the ctrl key and keep it pressed. 2. Press the End button on the keyboard, shown in Fig 30.

The mouse cursor will jump to the end of the document.

13. Navigate to a particular place in the document

1. Click on the Find icon, on the Editing group at the right hand side of the Home tab. It is shown in Fig 31. This will open the navigation pane on the left of the screen, shown in Fig 32.

2. Type “Line Spacing” in the box where it says “Search Document”.This will open a list showing where ‘Line Spacing’ appears in your document, shown in Fig 33.

3. Click on the list item. The mouse cursor will jump down to that place in your text.

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Fig 29

Fig 30

Fig 31

Fig 34

Fig 35

Fig 36

12. Customise the Quick Access Toolbar for quick navigation

The Quick Access toolbar (QAT) is found above the Ribbon on the left hand side. It is shown in Fig 34. By default the QAT contains the Save, Undo and Redo icons. You can add any other icons for tasks you use most often, like printing or opening files.

1. Click on the ‘More’ arrow, on the right of the QAT.

2. This will open a drop-down menu of items you can add, shown in Fig 35.

3. Click the mouse on the icon you wish to add.In Fig 35, Open and Quick Print have been added to the QAT.

In your own timeMore Commands on the QAT

Click on More Commands – this will open the drop-down menu shown in Fig 36.

Click on an item in the left hand pane. Click on Add, circled in Fig 36. It will add the item to the QAT. Use the arrows circled in Fig 36 to move the item up or down within the QAT.

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Fig 37

Fig 38

13. Use Print Preview to check your document

Print Preview is useful to check and text and image layout on the page. For example you can check that your page numbers are displaying properly and that Headers and Footers display on the correct pages etc.

1. Click on the File button, shown in Fig 37.2. Click on Print.

This will open the Print and Print Preview menu pane, similar to that shown in Fig 38.

3. Click on the Zoom bar, circled in Fig 38. You can drag to the right to make the print preview bigger. Note – the minus and plus buttons will change the amount of pages you view. Being able to adjust like this is useful when you have long documents to preview.

When you have checked your document in Print Preview and feel it is ready, you can print it out.

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Fig 39

Fig 41

In your own time – Use Find and Replace

Find and replace will navigate you through your document, checking for words or symbols you wish to replace with a new word or symbol.

Click on Replace, on the right hand side of the Home tab. It is shown in Fig 39.This will open the Find and Replace dialogue box, shown in Fig 40.

Type in the word you want to change. In Fig 40, it has “button”.

Type in the word you wish to replace it with. In Fig 40, it has “icon”.

Click on Replace. Repeat clicking on Replace until you’ve changed all the instances of the word

in your document.When the last instance of the word has been changed, a pop-up box will appear, shown in Fig 41.

Click on OK.Remember to save your document regularly!

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Further Help

The ‘For Dummies’ series of books are very widely used as they are clear and easy to use. They are available in the Library:

Wang, W. (2010) Office 2010 for Dummies. New Jersey, Wiley.Headingley Location 005.5 WAN Civic Quarter Location 005.5 WAN

There is also a Word 2010 manual available.

Marmel, E.J. (2010) Teach yourself visually Word 2010. Indianapolis, Wiley,Headingley Location 005.52 MARCity Campus Location 005.52 MAR

Workshops and the Skills for Learning website:

Workshops on using Word are provided throughout the academic terms. For the most up to date timetable see the Skills for Learning website:

http://skillsforlearning.leedsbeckett.ac.uk/workshops/index.shtml

If you can’t attend a workshop due to a clash with your academic timetable, or you want help out of term time, contact Skills for Learning for a tutorial:skillsforlearningtutorials@leedsbeckett.ac.uk

Video tutorials

There are comprehensive video tutorials available for Leeds Beckett students and staff. You can access them via the Skills for Learning Information Technology section.

http:// skillsforlearning.leedsbeckett.ac.uk/local/information_technology/ category_homepage.shtml

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