Business Skills Series: Introduction to Microsoft Word 2010

INTRODUCTION TO

MICROSOFT WORD 2010

INTRODUCTION TO MICROSOFT WORD 2010

WELCOME!

Welcome to the Workforce Centers Microsoft Word 2010 INTRODUCTION training course! This course will focus on the basic features of Microsoft Word in an interactive, instructor-led environment.

TABLE OF CONTENTS

I. Introduction to Microsoft Word 2010

1. Opening the Program

2. Office button

3. Closing the Program

4. Tabs & Ribbons

5. Page & Word count

6. Views and Zoom Function

II. Opening a Document

7. New documents

i. Using Templates

8. Existing documents

i. Recent documents

III. Typing a document

9. The Keyboard

10. Font Options

11. Indentations & Bullets

12. Using Spell Check

IV. Formatting a Document

13. Copy & Paste

14. Changing margins

15. Using Themes

V. Saving a Document

16. How to Save your document

17. Compatible vs. 2010 save files

VI. Printing a Document

18. Preview & Print

SECTION I: INTRODUCTION TO MICROSOFT WORD 2010

LESSON ITEM #1: OPENING THE PROGRAM

REASON: The computer program must be activated before it can operate

Action 1:

Locate the Microsoft Word Icon on the desktop screen & double-click

Microsoft Word 2010 Icon

Action 2:

Click on the green START button, All Programs, Microsoft Office, Microsoft Office Word 2010

By moving the mouse cursor over a part of the program and stopping it, a box will appear explaining what that item does.

LESSON ITEM #2: MICROSOFT File Tab

REASON: This menu helps you open, save, or print, and to see everything else you can do with your document

Action:

Locate the File tab at the top left corner of your screen

LESSON ITEM #2: MICROSOFT File Tab, Contd

Action:

Click on the File tab and look at the menu items

LESSON ITEM #3: CLOSING THE PROGRAM

REASON: Closing the program will allow the program to shut down, saving the computers resources for the other programs youd like to run.

Action 1:

Locate and click the X button located at the top right-hand side of the program screen

CLOSE

LESSON ITEM #3: CLOSING THE PROGRAM, Contd

Action 2:

Click on the File tab and click Close from the menu

If your document hasnt been saved before closing, Word will ask you to save it before shutting down!

CLOSE

LESSON ITEM #4: TABS AND RIBBONS

REASON: Tabs and Ribbons contain all of the key tools for operating Microsoft Word 2010 smoothly and efficiently.

Action 1:

Ribbon buttons will changed based on the type of tools you request for your document!

Ribbons are located near the top of the program. Locate the

Home ribbon and note the different tabs and tab sections.

DEFINITIONS:

TAB A broad set of tools needed to perform a specific type of job for your document

RIBBON The area of Microsoft Word 2010 that contains the operating tools

TAB SECTION A specific set of tools needed to perform a more specific job for your document

LESSON ITEM #5: PAGE & WORD COUNT

REASON: Page and word count helps you track how many pages in your document as well as how many total words it contains.

Watch your word count when creating a document to copy & paste to an online job application. Some sites limit how many words you can type.

Action:

Locate the page and word count feature in the lower left portion of your program screen

PAGE / WORD COUNT

LESSON ITEM #6: VIEWS & ZOOM FUNCTIONS

REASON: The views and zoom functions make it easier to view your document in a variety different ways.

There are 5 different types of Views available on the view toolbar:

DEFINITIONS:

PRINT LAYOUT How your document should look when printed

FULL SCREEN READING Shows your document in full screen for maximum detail

WEB LAYOUT Shows how your document should look when displayed on the Web

OUTLINE Displays your work in an outline format

DRAFT A simplified draft version without pictures or clip art

LESSON ITEM #6: VIEWS & ZOOM FUNCTIONS, Contd

The ZOOM feature allows you to magnify or shrink the view of the open document by either:

Moving the ZOOM slide back and forth with the mouse cursor

Clicking on the Plus and/or Minus buttons on the ZOOM bar

The SCROLL feature allows you to move the document to easily view certain sections:

Moving the SCROLL slide up and down with the mouse cursor moves the page up & down

Moving the SCROLL slide left & right moves the page left to right (when applicable)

Action #1:

Locate the VIEW, ZOOM, and SCROLL features in the lower right portion of your program screen

Action #2:

Practice selecting multiple VIEWS, SCROLLS, and ZOOM ranges.

SCROLL BAR

ZOOM

DOCUMENT VIEWS

SECTION I: COMPLETE!

SECTION II: OPENING A DOCUMENT

LESSON ITEM #7: NEW DOCUMENTS

REASON: Learning how to open a new document is the first step to creating your own work. Templates can be used to make your new project even easier.

Action #1:

Click on the File tab and locate the New button

Click on the word New

New Button

DEFINITIONS:

TEMPLATE A pre-formatted document that allows you to simply fill in the blanks rather than create a similar document from scratch

SAMPLE TEMPLATES A template that is already installed on your computer and ready to use

MY TEMPLATES Additional templates that typically come standard with Microsoft Word

NEW FROM EXISTING A template that you previously built and saved yourself

OFFICE.COM TEMPLATES Templates found Online, typically through the Microsoft Website

LESSON ITEM #7: NEW DOCUMENTS Contd

Action #1:

Click on the Sample Templates Option

Locate the Black Tie Letter template and double-click to open

Action #2:

Fill in different areas of the template by clicking once over the area you want to change, then type in the text you want to add

Note how when clicking on the section labeled Pick the Date, an actual calendar appears for you to more easily choose the date you want to add

Templates can also be downloaded from the Internet by searching the Office.com section of the New menu in the File tab!

LESSON ITEM #8: EXISTING DOCUMENTS

REASON: Learning how to open an existing document is a key component to operating your Microsoft Word files.

Action #1:

Click on the File tab and locate the Open button

Click on the word Open

Open Button

Microsoft Word 2010 keeps track of which documents you have used the most recently. These files are stored under Recent menu which is easily accessed from the File tab.

Microsoft Word documents are often referred to as Files. Think of it as being the same as an important piece of paper. Dont forget what folder you put it in!!

DEFINITIONS:

FILE A document or item that can be opened with a specific program

FOLDER A small place where you store files

DRIVE A large place that stores many folders and programs

ICONS (BUTTONS):

DRIVE

FOLDER

FILE

LESSON ITEM #8: EXISTING DOCUMENTS, Contd

Action #2:

Double-Click on button labeled Local Disk (C:)

Local Disk (C:)

Action #3:

Double-Click the FOLDER labeled Training Class Files DO NOT REMOVE

Microsoft Word 2010 documents cannot be opened by older Word programs without first saving them in a special format

Action #4:

Double-Click the FOLDER labeled Introduction to MS Word

Action #5:

Double-Click the FILE labeled Keyboard Practice

SECTION II: COMPLETE!

SECTION III: TYPING A DOCUMENT

LESSON ITEM #9: THE KEYBOARD

REASON: The SPACE BAR, RETURN, and ARROW keys are the main keyboard tools used to navigate through a Microsoft Word 2010 document.

Action #1:

Locate the following keys on your keyboard

ARROW KEYS

DELETE

ENTER

BACKSPACE

SPACE BAR

TAB KEY

Action #2:

Open the existing document file labeled Keyboard Practice located on the C: drive in the folder labeled Training Class Files DO NOT REMOVE

Refer to Lesson Item #7, action item #2 if necessary.

Follow the instructions at the top of the document to complete the activity

LESSON ITEM #10: FONT OPTIONS

REASON: Using the FONT options will allow you to customize your text and affect the overall presentation of the document

DEFINITIONS:

FONT The style and typeface in which the text of a Microsoft Word document is presented

Action #1:

Locate the FONT ribbon on Microsoft Word

Action #2:

Become familiar with the basic FONT buttons presented on the ribbon

FONT

ITALICS

BOLD

UNDERLINE

FONT SIZE

TEXT COLOR

Action #3:

Open the existing document file labeled Font Practice located on the C: drive in the folder labeled Training Class Files DO NOT REMOVE

Follow the instructions at the top of the document to complete the activity

LESSON ITEM #11: INDENTATIONS & BULLETS

REASON: Indentations & bullets allow you to shape your document so it is easier to scan and read complex information. These tools are used frequently in the business world.

DEFINITIONS:

INDENT - set in from the margin; "Indent the paragraphs of a letter" Performed by using the Tab key on the keyboard

BULLET - A symbol or used to introduce items in a list Performed by using the Bullets button on the Paragraph tab section

Most modern resumes use the bullet format to show information about past work experience!

Action #1:

Locate the INDENT & BULLETS on the picture below

Indent

Bullets

Action #2:

Open the existing document file labeled Bullet-Indent Practice located on the C: drive in the folder labeled Training Class Files DO NOT REMOVE

Follow the instructions at the top of the document to complete the activity

LESSON ITEM #12: USING SPELL CHECK

REASON: Using Spell Check helps to ensure that your document is free of any spelling or grammatical errors. This is an important feature that is used often by professionals of all areas.

Action #1:

Locate the SPELL CHECK button on the picture below. NOTE: It is located on the Review ribbon

Spell Check

Action #2:

Open the existing document file labeled Spell Check Practice located on the C: drive in the folder labeled Training Class Files DO NOT REMOVE

Follow the instructions at the top of the document to complete the activity

SECTION III: COMPLETE!

SECTION IV: FORMATTING A DOCUMENT

LESSON ITEM #13: CUT, COPY & PASTE

REASON: The Cut, Copy, & Paste features are a vital part of most everyday business applications of Microsoft Word, as well as many other programs.

DEFINITIONS:

CLIPBOARD This is the area where items being cut, copied, and pasted are temporarily stored. Think of it just as the name implies, as an imaginary clipboard to hold the items needed for the project at hand

CUT The process of removing a text, picture, or other object from the document and placing it on the CLIPBOARD

COPY The process of making a copy of a text, picture, or other object from the document and placing it on the CLIPBOARD

PASTE The process of removing something from the CLIPBOARD and adding it to the current document

Action #1:

Locate the CUT, COPY & PASTE buttons located in the Clipboard Tab Section of the Home tab

Paste

Copy

Cut

Action #2:

Open the existing document file labeled Cut, Copy, Paste Practice located on the C: drive in the folder labeled Training Class Files DO NOT REMOVE

Follow the instructions at the top of the document to complete the activity

CUT, COPY, & PASTE functions can also be accessed by selecting the object and clicking the right mouse button!

LESSON ITEM #14: CHANGING MARGINS

REASON: Margins allow you to further shape your document by setting the outer limits of where text can and cannot be typed

Action #1:

Locate the Margins menu found in the Page Setup Tab Section of the Page Layout tab

Action #2:

Margins

Click on the Margins menu button and view the different options

Action #3:

Open the existing document file labeled Margins Practice located on the C: drive in the folder labeled Training Class Files DO NOT REMOVE

Follow the instructions at the top of the document to complete the activity

LESSON ITEM #15: USING THEMES

REASON: Themes can help to add a little extra flair to your document by changing colors and layouts at the touch of a button.

Action #1:

Locate the Themes menu found in the Themes Tab Section of the Page Layout tab

Themes

Action #2:

Click on the Themes menu button and view the different options

Action #3:

Open the existing document file labeled Themes Practice located on the C: drive in the folder labeled Training Class Files DO NOT REMOVE

Follow the instructions at the top of the document to complete the activity

SECTION IV: COMPLETE!

SECTION V: SAVING A DOCUMENT

LESSON ITEM #16: HOW TO SAVE A DOCUMENT

REASON: Saving a document is CRITICAL. Without saving your document you will lose ALL WORK you have done, up to and including the entire document itself

Action #1:

Locate the Save button, found to the right of the Microsoft Word icon, in the Quick Access Toolbar

Save

When saving a new document for the first time, a dialog box will appear asking what you want to name the file and where you want to store it.

STEP 3:

Click Save

STEP 1:

Note the FILE name where the document is being stored

STEP 2:

Type the document name

LESSON ITEM #17: COMPATIBLE VS WORD 2010

REASON: This lesson is key because saving your document in the incorrect format can prevent some recipients from being able to see it.

DEFINITIONS:

FORMAT The form in which a file is stored

COMPATIBLE Designed to be used in another program

VERSION A program that was released to the public in a particular year. EXAMPLE: Microsoft Word 2007, or Microsoft Word 2010.

Documents saved in the Microsoft Word 2010 format cannot be opened by older versions of Microsoft Word unless they are saved in Compatibility Mode

Action #1:

Locate the Save As menu button located in the File tab

Click on the Save As button to activate the menu

Save As

Action #2:

Using the Save As menu, save the document as a Word 97-2003 Document from the Save As Type menu.

This will make it compatible with other versions of Microsoft Word

SECTION V: COMPLETE!

SECTION VI: PRINTING A DOCUMENT

LESSON ITEM #18: PRINT PREVIEW / PRINT

REASON: Print preview allows you to see your document as it will appear when printed. This is important to check for any last minute issues before printing. Microsoft Word 2010 has a built in Print Preview from the Print Menu.

Action #1:

Locate and left-click the Print menu button located in the File tab

Notice the different options to customize your print

Print

Action #2:

Become familiar with the following areas of this menu

Printer Selects the printer that you want to print the document

Print All Pages/Pages Decides how much of the document to print

Copies Select how many copies of each printed sheet you would like

Print Button Starts the printing process

SECTION VI: COMPLETE!

CONGRATULATIONS YOUVE FINISHED!!!

WFC452-0414Page 2 of 21Issued 03-31-2014

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