Getting started with Word 2010 for students Documents... · etc. Word Options are also available so that you can set your working preferences for Word 2010 (this replaces the Office

Last updated October 2011 MC / ER / FML / BM

For details of Information Services workshops see: http://www.brighton.ac.uk/is/training/ 1

IS Doc no

024

Getting started with Word 2010 for students The essentials of using Word 2010



IS Doc no

024

Contents

Getting started with Word 2010 for students .............................................................1

Contents ....................................................................................................................2

Workshop requirements ............................................................................................2

About Word 2010 .......................................................................................................4

Starting and Saving a Word Document .....................................................................8

Closing, Opening and Re-saving a Document ....................................................... 11

Moving around a Document ................................................................................... 13

Adding Pictures ...................................................................................................... 21

Page Setup ............................................................................................................. 22

Spelling and Grammar Checking ........................................................................... 23

Word Count............................................................................................................. 24

Printing .................................................................................................................... 24

Getting Help ............................................................................................................ 26

Workshop requirements

Files required for this workshop

No exercise files are required for this workshop.

System and software requirements

Windows XP, Vista or 7

Office 2010

This document can be downloaded from

https://staff.brighton.ac.uk/is/training/Pages/Word/Word.aspx




IS Doc no

024

Getting Started with Word 2010

www.brighton.ac.uk/is/docs 4 Last updated October 2011

About Word 2010

Word 2010 is part of the Office suite, and its primary function is word processing. You can use

Microsoft Word to write reports, essays, theses and dissertations. Word documents can be sent

via email or submitted online via studentcentral.

This workbook walks you through the basics and is intended for those who are new to Word

2010 or who would like a refresher.

For more on using Word 2010 (including referencing and creating tables of contents), visit


Exercise 1 Accessing Word 2010 from a university computer

1 To access Word, double click on the applications folder on your desktop.

In the folder that opens up, double click on the Microsoft Office Word icon, this will

launch the application.

Figure 1 the Applications folder



www.brighton.ac.uk/is/computer_skills 5 This page © Watsonia Publishing

The Word Screen

Once you know your way around the Word screen you’ll find it much easier to use. The Word screen is

made up of a number of different elements.

The File tab is used to access file management functions such as saving, opening, closing, printing,

etc. Word Options are also available so that you can set your working preferences for Word 2010 (this

replaces the Office button in previous versions).

The Ribbon is the tabbed band that appears across the top of the window. It is the control centre of

Word 2010. You use the tabs on the Ribbon to access commands which have been categorised into

groups. The commands include galleries of formatting options that you can select from, such as the

Styles gallery shown here.

The Insertion point shows where the text will appear if you start typing.

The Mouse Pointer is used, amongst other things, to move the insertion point to different locations in

the document. It may appear as a pointer or an I-bar, as in this example, or any number of other forms

depending upon its function at that position on the screen.

The Status Bar appears across the bottom of the window and displays the current location of the

insertion point, including page number, section number, column, and so on.

The View buttons and the Zoom Slider are used to change the view or to increase/decrease the zoom

ratio for your document.

The Scroll bar indicates your current position in the document and lets you move to other positions in

the document by clicking or dragging. The arrows can also be used to move through the document.

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www.brighton.ac.uk/is/computer_skills 6 Last updated October 2011

The File Tab (Backstage View)

The File Tab provides access to key commands in Word such as:

Open an existing document from your USB stick or network drive

Print

Save your file.

Access online Help videos for using Word from Microsoft online.

Clicking on the File tab opens what is referred to as the Backstage View and fills the entire

Word window.

To close the Backstage View to return to edit your document, click on the File tab again.

The left hand menu covers all the main functions offered in

this area.

The large pane on the right can contain further functionality

relating to your choice on the menu, or can contain

information.

Selecting Print from the lefty-hand menu allows you to

select a printer and change its settings, as well as show you

previews of each page.

Selecting Save & Send offers the options to:

Send the document as an email attachment

Save as a PDF (Adobe Acrobat) file



The Ribbon

The ribbon at the top of the page is where you will find all of the commands to help you

complete a task. Commands are represented by icons. Commands are logically grouped

together into groups. And groups of icons are logically grouped together on tabs of the

ribbon. Icons are logically grouped together in tabs and groups.

To choose a command on the ribbon, point at the icon with the mouse and click the left button

once.

Exercise 2 Using the ribbon

1 Click on the Home tab. This tab is used for copying text and formatting the document.

2 Click on the Insert tab. This tab is used to insert things into the document such as

pictures, web addresses, shapes as well as to build the header and footer and insert

automatic page numbers.

3 Click on the Page Layout tab. This tab is used to change the layout of the page.

4 Click on the References tab. This tab is used to add a table of contents, insert footnotes,

references and captions.

5 Click on the Mailings tab. This tab is used to create a mailmerge. This technique is used

where Word is used to create a letter that will be sent to several people.

6 Click on the Review tab. This tab is used to check spelling, set the language of the spell

checker, perform a word count and track changes in a document.

7 Click on the View tab. This tab is used to change how the document is displayed on the

screen.

8 Click on the Add-ins tab. The contents of this tab will differ from machine to machine,

depending on which extras have been installed on the computer.

9 Click on the EndNote tab. This tab is used to build a bibliography using EndNote. For

more information on using EndNote see is674.

Other tabs may be available on the ribbon depending on what is installed on your machine or

what you have selected in the document. For instance, if you click on a picture in a document

the Picture Tools Format tab will appear, providing the commands to edit the picture.

To check what an icon on the ribbon is used for, point the mouse pointer at it. After a moment a

‘help bubble’ appears, to say what the icon does.



Starting and Saving a Word Document

Starting a New Document

When starting Word it opens with a new blank document ready for use. This blank document is

based on a template called ‘Normal’, the default template, but there are other templates

available for use. To access the other templates, do the following:

Click on the File Tab and select New from the left hand menu.

A list of the types of template available is shown on the left.

Click to select a template type from the list on the left or click on My templates to

access any templates saved on your computer (you can create your own templates in

future).

Exercise 3 Your first document

Click on the File Tab and select New from the left hand menu.

1 Click to select Blank Document, and then click the Create button below the preview

on the right hand side. This will open up a new “sheet of paper” for us to work on. This

document is based on the Normal word template.

Typing text

The flashing I Insertion Point (or Cursor) shows where text will be inserted.

When you start a new document, it is only possible to click and start typing at the top of the

page. If you want to start your text further down the page you will to press Enter to insert

some blank lines to move the insertion point down the page.

The Enter key on your keyboard creates a new blank line or paragraph. Note that the

Enter key doesn’t always have the word Enter written on it. Sometimes this key is also

called the Return key.

When typing, the text will automatically spill on to the next line down when you reach the

edge of the page. You do not need to press Enter at the end of each line of text.

Once there is text on the page, you can use the mouse or the arrow keys to move around

the text on the page.

Use the Enter key to start a new paragraph.

Pressing the Enter key twice is a quick way to create a blank line between paragraphs. If

you need double-spacing between all lines in your document, pressing Enter is not the

most efficient way of doing this. It should be done using line-spacing, not by pressing

Enter. Line-spacing is mentioned later in this document.

The Shift and the appropriate letter key produces a capital letter. The keyboard has 2

Shift keys – one above the Control key on the left of the keyboard and another below

Enter key



the Enter key on the right of the keyboard. Shift and the appropriate key also types the

upper character, where two characters share one key (e.g. the * above number 8).

The Backspace key deletes characters to the left of the insertion point.

The Delete key deletes characters to the right of the insertion point.

The Spacebar inserts a space between words. The spacebar is the long key at the

bottom of the keyboard.

1 Type the word Essays on the first line and then press Enter.

2 Type the word Introduction and then press Enter.

3 Select all the text you have just entered (left click, hold and drag across the text)

4 Locate the Align centre icon on the Home tab and click on it. What has happened

to your text?

5 Press Enter and then click on the Align Left icon on the Home tab.

6 Type the following text:

All essays start with an introduction. The purpose of the introduction is to inform the reader of

the essay’s subject and to give them an idea of what the writer plans to say about that subject.

Conclusion

The conclusion of the essay summarises the essay’s main points and in some ways is an echo

of the introduction.

Remember that you do not need to press Enter at the end of each line, unless starting a new

paragraph.

Saving a Document

You must save your document in order to keep your work.

If you use a computer at home, you can save your document onto the computer itself.

If you are working on a computer in a university computer pool room, you should never

save your work onto the computer itself (for instance, on the desktop). This is because all files

are deleted from the pool room computers each time you log off.

All students are given some space on the university network to which they can save their work.

This is referred to as your network drive or M drive. This can be accessed from any

computer within the university. However, it is not possible to access your M drive from home

and its space is limited so you may need to consider buying a USB data storage device.

You should create a copy of your important files regularly in case you lose your USB stick or the

data stored on the M drive is corrupted. This is called creating a backup. For more information

about saving your work, refer to document is914.



Exercise 4 Saving your document to your University network (M) drive

1 Click on the File Tab and click on Save

As.

2 The default location for saving files should be

your university network (M) drive. This

corresponds to the Documents Library on

machines in the student pool room and

should appear automatically in the Save in

box at the top of the Save As window.

Your network drive (M drive) is on the university

network and can be accessed via any PC in the

computer pool rooms.

If the Save in box is not showing Library >>

Documents:

On the left, double-click on Libraries and

then click on Documents

OR on the left, click on Computer and then

double click on the drive on the right called

\\juno.university.brighton.ac.uk along

with your username.

Or to save to a USB stick, on the left, click on My Computer and double click on the icon

representing your USB stick, usually drive I in the student pool room but could be anything

from drive E to I.

3 Type a name for the document in the File Name box. For this exercise call the file

MyEssay

4 Click on Save.



Closing, Opening and Re-saving a Document

Closing a File

Once you have saved your document for the first time,

you should get into the habit of clicking on the Save icon

on the Quick Access Toolbar on a regular basis, for

example every 10 minutes. This will save any updates

you have made to the file and means that if something

causes the computer to stop working, you will lose a minimal amount of information.

When closing your file, you may be prompted to save. You should normally say yes.

To close your file, do one of the following:

Click on the button in the top right hand side of the screen; this will close both your

document and Word.

On the File Tab and click on Close; this will close both your document and Word.

On the File Tab and click on Exit; this will close both your document and Word.

Opening an existing Document with Word

1 Open Word.

2 Click on the File Tab and click on Open.

You will see the Open dialogue box where you

will need to browse to locate your file.

3 On the left, locate the folder where you

saved your file.

To open a file from your Network (M) drive,

on the left, double-click on Libraries

and then click on Documents (this is the default option when opening a file so this

should appear automatically, represented by Libraries >> Documents at the top

of the window).

OR on the left, click on Computer and then double click on the drive on the right

called \\juno.university.brighton.ac.uk along with your username.

To open a file from your USB stick:

on the left, click on My Computer and double click on the icon representing your

USB stick, usually drive I.

4 On the right of the window, locate the file that you want and double-click on it to open it.



For this exercise locate the MyEssay file from the previous exercise.

Re-saving the File

Once you have saved your document for the first time, you should continue to save it regularly,

while you are working on it. Here are some quick ways to save changes to a document:

Click on the Save button in the Quick Launch Toolbar

Click on the File Tab and click on Save

Press the CTRL+S keys together

When closing a document that has been saved once you will be prompted to save if you have

made more changes without saving them.

What is the difference between Save and Save As?

Save As allows you to choose where you want to save your document and what you want to

call it. You can also choose what type of document you want to save it as.

Save will just re-save the document in the same place and with the same name and type as

you have already chosen. Save will over-write the document you saved previously.

When should you use Save As?

If you want to save another copy of your document in a different place. To do this choose

Save As and choose a new location from the Save In box.

If you want to save a different version of your document. For example, if you have just

made a lot of changes to your document and want to keep the previous version untouched

in case you want to refer to it again. Choose Save As and then choose a new name for

your document. It can be useful to include the date, or version number, for example ‘essay-

v- 2’, or ‘essay-jun10’

If you want to work on the document with an older version of Word. We have Word 2007

and 2010 at university, you may have Word 2003 (the older version) at home, or perhaps

Word 97 (an even older version). Or, you may be sending your document to someone else.

Although it is possible to install convertors that enable you to open newer versions of

Word, not everyone knows how to do this. If you are using Word 2010 and want to send a

document to someone else, the safest thing to do is to save it as a Word 2003 document

before you send it to them. Choose Save As and then change the ‘Save as type’ to Word

97-2003.



Moving around a Document

There are a number of ways you can move around your document. Have a go at some of the

following:

Left click and hold the scroll bar to the right of the

screen. Now drag it up and down to move through

your document.

Use the ‘Next Page’ or ‘Previous Page’

functions at the foot of the scroll bar.

Use your keyboard keys:

Previous Page

Next Page Page

Up

Page

Down

Ctrl Home

Ctrl End

+

+

Moves up one page

Moves down one page

Moves to your first page

Moves to your last page


www.brighton.ac.uk/is/computer_skills 14 This page © Watsonia Publishing

Techniques for Selecting Text

You can select text in a document using either the mouse or the keyboard and, in some instances, a

combination of both, depending on which you are more comfortable using.

To select Using the mouse Using the keyboard

Single character Click to the left of the character, hold down the left mouse button and drag to the right by one character.

Use the arrow keys to position the cursor to the left of the desired character. Hold

down and press .

Multiple characters within a word

Click to the left of the character, hold down the left mouse button and drag to the right to highlight the desired characters.

Use the arrow keys to position the cursor to the left of the desired character. Hold

down and press for each character.

Word Double-click on the word. Use the arrow keys to position the cursor

to the left of the desired word. Press

+ + .

Sentence Click on the first word of the sentence then, while holding down the left mouse button, drag the mouse to select the remaining words in the sentence.

Use the arrow keys to position the cursor at the start of the sentence, then press

+ + until you have selected all of the words in the sentence.

Line Hover over the blank selection bar to the left of the text until the pointer changes to

a right-pointing arrow then click once.

Use the arrow keys to position the cursor

at the start of the line, then press +

+ until you have selected all of the words in the line.

Paragraph Triple-click on a word in the paragraph.

OR Hover over the blank selection bar to

the left of the text until the pointer

changes to a right-pointing arrow then double-click.

Use the arrow keys to position the cursor at the start of the paragraph, then press

+ + .

Block of text Click on the first word of the block then, while holding down the left mouse button, drag the mouse over the remaining text.

OR Use a combination of both the mouse

and keyboard – click at the start of the selection, scroll up/down so you can see the end of where you want to select, then

press and click at the end of the selection.

Use the arrow keys to position the cursor at the start of the text, then press:

+ + to select whole words

OR + to select characters

Whole document Hover over the blank selection bar to the left of the text until the pointer changes to

a right-pointing arrow then triple-click.

Press + to position the cursor at

the start of the document, then press

+ +

OR Use a combination of both the mouse and keyboard – click anywhere in the

document and press + .



Exercise 5 Editing text

1 Go back to your document MyEssay.

2 Select the word purpose using one of the techniques on the previous page.

3 What happens when you select a word?

4 Click anywhere else on the page to de-select the word purpose.

5 Select the word purpose again using a different one of the techniques on the previous

page.

6 With the word purpose still selected, type the word aim on your keyboard.

Correcting mistakes

Did you make any typing mistakes? Do you know which keys will remove the wrong characters?

Exercise 6 Delete or Backspace?

1 On a new line, type 123456789

2 Use the mouse to place the text cursor in the middle of these numbers.

3 Press the delete key once - which number disappeared?

4 Press the backspace key once - which number disappeared?

5 Please take some time to try the delete and backspace keys again until you are able to

predict which character will be removed.

If you run out of numbers, just type them in again.

Exercise 7 Deleting entire words or paragraphs

1 Select the word echo using one of the techniques on the previous page.

on the keyboard. 2 Press the delete key

3 Select the final paragraph using one of the techniques on the previous page.

on the keyboard. 4 Press the delete key

You can remove whole words and paragraphs at a time. You can also remove pictures and

other items.



Exercise 8 Undo and Redo

Undo is available in many applications to help you recover after making a mistake. Undo can

usually be used to go back several steps.

1 Click on undo on the Quick Launch Toolbar or press the Ctrl and Z buttons on

your keyboard together (CTRL+Z). What happens?

2 Click on undo button again.

You have a choice between using icons and menus for most things. We will try both and you

can decide which you prefer.

3 Click on the redo button on the Quick Launch Toolbar. What happens?

Redo will re-instate a change backed out using undo. This is useful if you click on undo too

many times!

Copying, moving and cutting text

One of the main advantages of using Word to write your documents instead of a pen and paper

is that you can move phrases, paragraphs and entire sections of text around without having to

re-type them. This makes editing your documents much easier. There are different ways of

moving text from one place to another, which we will look at in this section.

Exercise 9 Drag and drop

Drag and drop is useful for moving small pieces of text short distances. To drag and drop text:

Select the text you need to move using one of techniques we saw earlier.

Drag and drop the selected text to the position in the document to which you want to move

it. To drag and drop:

- Without clicking again, move the mouse pointer to

point at the text you have just selected.

- Hold down the left mouse button. The pointer will change to

- Keep the left mouse button held down whilst you move

to the place to which you want to move the selected

text. A dotted vertical insertion point will appear to

indicate where the text will move to.

- When the insertion point is in the right place, release the left mouse button to

move the text.

Let’s practice.



1 Select the sentence All essays start with an introduction.

2 Without clicking again, move the mouse point over the selected sentence.

3 Hold down the left-mouse button and move the pointer to the right of the word subject at

the end of that paragraph.

4 Release the mouse button

Exercise 10 Copy and Paste

If you need to move text further, or copy it into a different document, then you’ll need something

more sophisticated. This is where we use cut, copy and paste.

Copy Makes a copy of the text you have selected. The original text is not affected.

Cut Makes a copy of the text you have selected and deletes the original text.

Paste Makes the copied text appear in the document at the place where the insertion

point is flashing.

Using Copy and then Paste will allow you to copy text to a different place or different

document, leaving the original text where it was.

Using Cut and then Paste will move the text to a different place or different document. The

end result of Cut and Paste is the same as moving text with the Drag and Drop technique

we used in the previous exercise. However, it is easier to use Cut and Paste if you want to

move text from one document to another or within a very large document as Drag and Drop

can be tricky.

To move text using Cut and Paste:

Select the text you wish to move

Click on on the Home tab

Move your cursor to the new position

for your text.


To copy text using Copy and Paste,

Select the text you wish to copy


Move your cursor to the appropriate

place


If you find using the Home tab takes too long, there are useful keyboard shortcuts. You must

select the text before using these:

Copy CTRL + C

Cut CTRL + X

Paste CTRL + V



Exercise 11 Copying text between documents

1 Select a section of text and then click on Cut on the Home tab.

2 Click somewhere else in your document and click on Paste on the Home tab.

3 Click on the Undo button or use CTRL+Z to back out the change.

4 Select a different section of and then click on Copy on the Home tab.

5 Click on the new document icon in the Quick Launch Toolbar to open a new

blank document.

6 Click on the paste on Paste on the Home tab and your text should appear in the

new document.

7 Close the new document without saving it.



Formatting Text

When typing text into a document the font, size and paragraph settings will use the default

settings.

The easiest way to alter this is to use Styles. We’re going to look at both Character and

Paragraph styles.

Paragraph Styles

As the majority of a document is formatted using Paragraph Styles let’s look at those first.

Paragraph Styles are used to control the formatting of an entire paragraph, including:

character formatting, line height, tab spacing, alignment and borders.

When opening a new blank document you will have opened a page based on a template

called Normal. This template contains a default paragraph style called ‘Normal’ which is set

to Calibri size 11 with single line height and left aligned. A number of other styles are

dependent on this style so the easiest option for creating your main paragraph style is to modify

the style called ‘Normal’. So let’s have a go.

Exercise 12 Paragraph Styling

1 Open the Styles Task Pane by click on

the in the Styles group on the Home tab.

2 Look for the style called ‘Normal’. When you hover over this style you will see a small

downwards arrow appear to the right . Click on this and select ‘Modify…’ from the

options available.

This will open up the ‘Modify Style’ dialogue box, in which you can change the format of the

main paragraph style.

Change the formatting as follows:

3 Change the font from Calibri to Arial.

4 Change the size of the characters from 11 to 14.

5 These three options allow you to make

quick changes to the line spacing. The first is single,

the second is 1½ and the third is double line

spacing. This can be very useful if you have been

told to produce an essay with double line spacing. Choose 1½ line spacing



6 These two options allow you to increase, or decrease, the space between

paragraphs. Remember we said that we would find a more efficient way of leaving a blank

line between all the paragraphs in your document. Click the first button once to add 6

points before and 6 points of space after each paragraph.

7 Now click OK. You should notice the format of the whole document has changed.

Keep this document open as we will be using it throughout the workshop.

Character Styles

Character Styles are used to format characters within paragraphs. Let’s say you need to

highlight a word, or words, within a paragraph by making them bold, or maybe italic and you

also want to use a different colour. This is best done by creating a Character Style that you

re-use over and over again.

Exercise 13 Creating and applying character Styles

1 Click on the New Style icon at the bottom of the Styles Task Pane.

2 In the Style dialogue box enter the following information:

Name: MyCharacter

Style Type: Character

Style based on: Default Paragraph Font

3 Change the font to Arial Black and the colour to

Red.

4 Click OK.

5 To apply this style, click anywhere within the word

you want to format and then click on the style name in

the Task Pane.

6 Try this out on a few words.

Remember you can create as many styles as you need to format your document, or modify

existing ones.

Using styles is more efficient than manually formatting word with the Font and Paragraph

groups on the Home tab as if you edit a style all sections of text formatted using that style will

automatically be updated.

What is more, using the Heading styles available in the Styles Task Pane for your

document’s headings and sub-headings enables you to use the options on the References

tab to automatically create a table of contents.

For more information about using styles and creating a table of contents, see document is061.



Adding Pictures

Word enables you to insert pictures directly into a document.

You can add Clip Art (images, movies and sounds available

from Microsoft) or pictures that you have stored on your

computer, disc or USB stick. You can also create new drawings

and charts using tools available on the Insert tab.

Inserting Clip Art Pictures

Let’s first add a Clip Art picture.

Exercise 14 Inserting Clip Art

1 Go to the end of your document (Ctrl+End) and press Enter to place your cursor on a

new line.

2 On the Insert tab click on Clip Art

This will open up the Clip Art Task Pane ready for you to

search for pictures.

3 In the ‘Search For’ box at the top of the Task Pane type

the search word university and click the Go button.

The results of your search will be displayed in the Task Pane

(see right)

4 To insert one of the pictures into your document simply click

on the picture of your choice.

The picture may need resizing to fit the layout of your document,

so here’s how –

5 Left-click once anywhere on the picture in your document to

select it. You will notice small white circles and boxes around the edge of the picture when

selected. These are called drag handles.

6 Move your mouse over one of the drag handles until you notice your cursor change to a

two way arrow. Now left click, hold and drag to either reduce or enlarge your picture.



Inserting Pictures from File

Exercise 15 Inserting my own pictures

This exercise will show you how to insert images that you have stored on your computer or

external device (USB stick or disc).

1 Go to the end of your document (click in the margin to the right of the picture) and press

your Enter key to put the cursor at the start of a new line.

2 On the Insert tab click on Picture

This will open up the Insert Picture dialogue box.

3 Navigate to your M drive. Inside of this drive you will see a folder called My Pictures.

This is the default location in which pictures can be saved.

4 Double click on this folder to open it and double-click on one of your pictures to insert it into

your document (if you have no pictures to practise with, double-click to open the Sample

pictures folder).

You can now resize the picture, if needed, as in the previous exercise.

Page Setup

Page setup defines the size of paper, margins and orientation (portrait or landscape) for the

document.

Setting the Margins

To set the margins for your document do one of the following:

Check that the Ruler checkbox is ticked on the View

tab.

On the ruler itself, drag and drop the relevant margin

guide, to adjust the top, bottom, left or right margins.

OR on the Page Layout tab click on the Margins

icon and choose from the pre-set page layouts or click

on Custom Margins to specify your own.



Paper Size and Orientation

Paper size and orientation is also set from the Page Layout tab. To change your paper size

and/or orientation do the following:

1 To alter the orientation, click on the Orientation icon and select the orientation

you require (portrait or landscape

2 To alter the paper size, click on the Size icon and choose your paper size

from the list.

Spelling and Grammar Checking

To make sure the spelling checker is using the English (UK)

dictionary:

Press CTRL+A to select everything in your document.

Click on the Review tab and click to select

Click to select English (UK) and click on OK.

Word has two ways of checking spelling and grammar: Checking

as you write and checking the whole document.

Checking as you write

As you type, any spelling or grammar errors are underlined: red line for spelling, or green for

grammar.

1 To make changes to a spelling mistake: point to a red-underlined word, and right-click.

From the suggestions offered, either:

Select the correct spelling (if given) OR:

Click Ignore All (for all occurrences in the document) OR:

Click away (to close the box) and edit the word yourself.

Right-click one or two examples of grammar-checks to see Word's suggestions for

improvement, but do not make any changes.

(You can turn off the grammar check if this option if not required:

click on the File Tab; click on Options; click on Proofing; click to remove the tick from

the Mark grammar errors as you type checkbox).



Checking the entire document

You should always check your spelling before submitting an essay or sending off a CV. To do

this:

Click on the Review tab and click on

Word Count

Word count is invaluable when writing an essay. To count how many words are in your

document:

Click on the Review tab and click on

If you only want to count the words on a specific page or in a specific paragraph, use your

mouse to select the required text before clicking on Word Count.

Printing

You can print your documents from all open access computer pools and libraries. To be able to

print you must:

Add money to your UniCard account. You can do this in one of two ways:

Use cash at a printer credit station.

Top-up your account online at http://unicard.brighton.ac.uk

Print your document from Word (see below)

Log on to a Print Release station.

Print release stations are located in or near computer pool rooms.

They look like a normal computer but have a Print Release Station sign next to them.

Log on with your username and password.

A list of the documents you have sent to the printer will be displayed.

Follow the instructions on screen to send these documents to the printer.

Your print account will automatically be debited for the cost of the prints.

Click on the File tab in your document and then click on Print.The documents you print

will wait in a queue until you are ready to collect them. (You can then ‘release‘ them

using your nearest Printer Release Station) – This is known as spooled printing.

For more information about printing see:

www.brighton.ac.uk/is and click on the Printing and Copying link.

http://unicard.brighton.ac.uk/



Printing your document from Word

1 Click on the File tab and click on Print in the left-hand menu

2 Check the print preview shown on the right. Using print preview can help you save both

time and paper, by displaying how your document will look when printed.

To view the other pages in your document, use the previous / next arrows

on the bottom bar.

To magnify or reduce the preview page in size, use the slider

on the right of the bottom bar.

3 Set the print options as required in the column to the left of the preview. You can:

Choose which printer you require in the Printer drop-down. If you are using an

open access computer and you want to print in colour, make sure you select one of

the colour printers.

Choose to print only the current page by clicking on the Print All Pages drop-down

menu.

Print only specific pages by typing the page numbers you require in the Pages box.

Select the paper size

Save paper and printing costs by choosing to print more than one page on each

sheet via the 1 Page Per Sheet drop-down menu.

4 To send to the print queue, click on the Print icon .

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Getting Help

Word Help

The Help tool in Microsoft Word is a good place to look if you are not sure how to do something.

Exercise 16 Using Help

1 Click on the Help icon at the right of the ribbon.

or press F1 on your keyboard, or click on the

File tab and select Help from the side menu*

2 Type a brief description of what you want help

with in the search help box. For example, type

“styles” or “spacing” or “create a table of contents”.

3 Click on

4 A list of search results will be displayed.

5 To read more, click on the article title (blue text).

6 To see more search results, click on Next.

7 Click on to close the Help window.

* Having selected Help from the File tab, you have further options. You can:

1 Choose the Help option as described above

2 See some Getting Started videos and tutorials

3 Contact Microsoft with questions or comments

4 You can also call up the options dialogue, where you can set all sorts of program,

language and settings features

Help from the University of Brighton

Information Services provides a number of online guides and tutorials that could help with your

use of Word. Visit www.brighton.ac.uk/is/computer_skills for more information.

The Academic Study Kit website has information on essay and assignment preparation as well

as details of IT workshops and drop-ins for help with preparing your assignments in Word. For

more information visit http://student.brighton.ac.uk/ask.

http://www.brighton.ac.uk/is/computer_skills

http://student.brighton.ac.uk/ask