Microsoft Word 2010 Basics - Lafayette Parish School System · 2 Microsoft Word 2010 Basics Review: Proofing, Language, Comments, Tracking, Changes, Compare, Protect View: Document

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Microsoft Word 2010 Basics

Microsoft Word 2010 Basics Starting Word 2010 with XP Click the Start Button, All Programs, Microsoft Office, Microsoft Word 2010 Starting Word 2010 with ‘07 Click the Microsoft Office Button with the Windows flag logo Start Button, All Programs, Microsoft Office, Microsoft Office 2010 Introduction to Word: Things to Remember When Word opens, the appearance of the screen will be different. Once you get used to the new 2010 features, you will find it much easier to use as you create and edit your Word document. There are three features that you should remember as you work within Word 2010:

Quick Access Toolbar The Quick Access Toolbar is a customizable toolbar that contains commands that you may want to use. You can place the quick access toolbar above or below the ribbon. To change the location of the quick access toolbar, click on the arrow at the end of the toolbar and click Show Below the Ribbon. You can also add items to the quick access toolbar; simply right click on any item on the Ribbon. Click Add to Quick Access toolbar and a shortcut will be added.

Ribbon The ribbon is the panel at the top portion of the document that has tabs: File, Home, Insert, Page Layout, References, Mailings, Review, View and Add-Ins. Each tab is divided into groups.

To view features in each tab, click the tab name. Below is the list of groups within each tab:

File: See below for more details (File Window) Home: Clipboard, Font, Paragraph, Styles, Editing Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, Symbols Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange References: Table of contents, Footnotes, Citations & Bibliography, Captions, Index, Table of Authorities Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish

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Review: Proofing, Language, Comments, Tracking, Changes, Compare, Protect View: Document Views, Show, Zoom, Window, Macros Add-Ins: Educator tools, Student tools (This tab is only available on LPSS imaged machines).

To view additional features within each group, click the dialog box launcher (arrow) at the bottom right corner of each group.

o File Window When you click on the File tab, you are brought to the Info/Recent screen. It looks like your document is gone, but it is not. As you click on the options in the File tab, the screen will change accordingly.

Save: Saves the file as 2010 file Save As: Choose a different file type (i.e. 97-03 File, PDF) Open: Browse to and open a Word document Close: Closes the file but keeps Word running Info: Compatibility Mode, Permissions, Prepare for Sharing, Versions Recent: List of your recently used Word documents New: New Word Document Screen Print: Print Options Save & Send: Options for emailing the file Help: Microsoft Help Options: Set default options Exit: Closes Word (file and program) To go back toyour doucment, click on the Home tab.

Mini Toolbar This floating toolbar appears when you select text or right click text. This toolbar displays common formatting tools (ex. Fonts, size, bold, italics, etc.) Viewing Options Your viewing options are in the bottom right corner of the screen. Options for viewing your document inlcude print layout, full screen reading, web layout, outline, and draft mode.

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You can also adjust your zoom level with the sliding bar or by click on the % to open up the zoon dialog box. To view different areas of the page or go to the next page, use the scroll bars. Entering Text

1. Click in the document. The cursor will blink. 2. Type in your text. 3. To get to a new line, press Enter on the keyboard. 4. To indent, press the Tab button on the keyboard.

Saving Your Document

1. Click on the File tab. 2. Select Save As. 3. Browse to the location to which you would like to save

the document. 4. In the File Name box, name your document. 5. In the Save as type box, select Word 97-2003 Document

from the drop down list. This allows the document to be opened on computers with older versions of Word.

6. Click Save. Editing Text

1. Place the cursor next to the text you would like to edit. You can also use the arrows on your keyboard to move the cursor to the desired location.

2. Use the Backspace key to delete characters to the left of the cursor. 3. Use the Delete key to delete characters to the right of the cursor.

Navigating Through the Text in Your Document

Click to move your cursor.

Use the arrows on your keyboard.

Home brings you to the beginning of the line of text.

End brings you to the end of the line of text.

CTRL + Home brings you to the beginning of the document.

CTRL + End brings you to the end of the document. Selecting Text

Place the cursor in front or back of the text. Click and drag across the text.

To select a word, double click on the word.

To select a paragraph, triple click on any word in the sentence

To select the entire document, click Select in the Editing group on the home tab. Choose Select All.

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To select a specific amount of text, click one time at the beginning of the text you wish to select, hold the shift key, and then click at the end of the text.

Formatting Text:

1. Highlight/select the text you would like to format. 2. From the Home tab in the Font group, select the options you would like to use.

Font

Size (numeric, bigger, smaller)

Style: o Bold o Italics o Underline o Strikeout o Subscript o Superscript

Text Color Note: You can also access most of these options from the mini toolbar. More options are available by clicking the Dialogue Box Launcher.

Format Painter The Format Painter is a tool that allows you to copy the formatting of selected text and apply that formatting to other text in the document.

1. Select the text that is formatted. 2. From the Home tab, click on Format Painter in the Clipboard group. 3. Click and drag across the text to which you would like to apply the

format. 4. Repeat as necessary.

Clear Format Tool If you would like to clear the formatting of text (large or small selection), you can use the Clear Formatting tool.

1. Select your text. 2. Click Clear Formatting from the Font group on the

Home tab. 3. Your text will now be in the default format.

Highlighting Text

1. Click on the highlighter tool from the Font group on the Home tab. If you would like to change the color of the highlighter, click on the arrow next to the highlighter to choose a color.

2. The highlighter is now selected. 3. Click and drag over the text that you would like to highlight. 4. The highlighter will remain active until you click on it again.

You can also select text first and click on the Highlighter tool. The selected text will then be highlighted and the tool will be off.

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Creating Bulleted or Numbered Lists 1. Click on the Home tab. 2. In the Paragraph group, click on the Bullets or Numbering

icon. 3. A bullet/number will appear on the page. Begin typing 4. Each time you press enter, a new bullet/number will

appear. 5. To create a list beneath a bullet/number, press Tab on

your keyboard or the Increase Indent in the Paragraph group.

6. To return to the original list, click on the Decrease Indent icon in the Paragraph group. 7. To change the appearance of the bullets/numbers, click on the arrow next to the Bullets or

Numbering icon. Text Alignment From the Home tab in the Paragraph group, click on Left, Center, Right, or Justify to choose your alignment. The option will apply to the paragraph, title, or sentence. If you would like the option to apply to a larger or smaller text selection, select the text and then click on the alignment option. NOTE: You can double click in the center or right of the document to align the text. Line Spacing

1. From the Home tab, click on the Line Spacing icon in the Paragraph group.

2. Choose one of the preset options. If you would like to apply any of these setting to text that you have already entered into the document, select the text first. Then select the line spacing option.

3. You can also choose Add Space Before/After Paragraph. 4. If you need more options, click Line Spacing Options. NOTE: If you would like to apply any of these setting to text that you have already entered into the document, select the text first. Then select the line spacing options. Copy and Paste This allows you to copy the selected text and create a duplicate of the text in another location.

1. Highlight the text that you would like to copy. 2. From the Home tab, click Copy. 3. Move your cursor to your desired location. 4. Click Paste.

Cut and Paste This allows you to move the selected text to another location in your document.

1. Highlight the text that you would like to move. 2. From the Home tab, click Cut. 3. Move your cursor to your desired location. 4. Click Paste.

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Undo and Redo On the Quick Access toolbar, click the undo and redo icon. Spelling & Grammar Check As you are working in your document, spelling errors will be underlined in red and grammar errors will be underlined in green.

1. Click on the Review tab. 2. Click Spelling & Grammar 3. Errors will spear in a pop-up window. 4. Options:

Ignore Once

Ignore All

Add to Dictionary- Adds the word to the dictionary. Example: Last names

Change- Choose a correction from the suggestions box. Changes only this error.

Change All- Choose a correction from the suggestions box. Changes all instances of this error.

Cancel- Stops the spelling and grammar check Thesaurus Method 1:

1. From the Review tab, click on Thesaurus. A pop-up window appears on the right side of the screen.

2. Type in a word. 3. Click the green arrow to search. 4. Browse through the results. 5. You can also click on words in the results to browse through other

synonyms. Method 2:

1. Right click on a word within your document. 2. Select Synonyms from the pop-up window that appears. 3. Click on any of the words in the list to replace the word in your

document. Word Count In the bottom left corner of the screen, you will see the word count.

You can also check the word count by clicking Word Count in the Review tab.

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Inserting Clip Art 1. Click on the Insert tab. 2. Click Clip Art. The Clip Art window appears on the right side of the

screen. 3. Type in a keyword. 4. Click Go. 5. Browse through the results. 6. When you find clipart you would like to use, click on the thumbnail

from the Clip Art window. 7. The Clip Art image will then appear on your page.

Text Wrapping

1. Select the Object. 2. Click on the Format tab (Text Box, Drawing, or Picture Format). 3. In the Arrange group, click on Wrap Text. This will determine how text

will arrange around the object. Options:

None

Square

Tight

Top & Bottom

Through

More Layout Options You can also right click on an object to get that text wrapping options.

1. Right click on the object. 2. Select Format Picture. 3. Click the Layout tab. 4. Select the Wrapping Style option you desire. 5. Click OK.

Resizing Objects

1. Click on the object. 2. Click and drag the handles to resize.

a. The corner handles will resize the object proportionally. b. The handles centered on the lines of the box will stretch the

object vertically and horizontally. c. The green handles allow you to rotate the object.

Moving Objects

1. Place your cursor over the object so that you see the crosshairs. 2. Click and drag the objects to the desired location.

NOTE: You cannot move an object if the text wrapping is set to In Line with Text (default). You must change the text wrapping option in order to move the object.

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Deleting Objects: 1. Click on the object. 2. Press Delete on your keyboard.

Inserting WordArt The WordArt options that you see will depend on how you have saved the document. In documents saved as 97-2003, you will see the classis WordArt options. If the document is new or saved as a 2010 document, you will see the new WordArt options. NOTE: If you choose a 2010 WordArt format and save your document as a 97-2003 document, the format will not be saved.

1. Click on the Insert tab. 2. Click the arrow underneath WordArt. 3. Choose one of the available Styles or Transform Styles. 4. Type in your text. 5. Choose your font style from the drop down menu. 6. Click OK. 7. The WordArt appears on the page, and you are brought to the WordArt Tools Format tab. From

this tab, you can edit the text, style, and more. Grouping and Ungrouping Objects

1. Select the first object. 2. Hold down the CTRL key on the keyboard. 3. While holding CTRL, click on all other objects that you would like to

group. 4. After all objects have been selected, right click on any of the objects

selected. 5. Select Group. 6. To ungroup the objects, right click on the group and then select

ungroup. Inserting a Picture

1. Click on the Insert tab. 2. Click on Picture. 3. Browse to the location of the picture you have saved on your computer. 4. Select the picture and click Insert.

Pictures can be formatted using the same steps used to format Clipart.

Inserting Shapes

1. Click on the Insert tab. 2. Click on Shapes. 3. Select a shape from the drop down menu. 4. On the page, click and drag to create the shape. 5. The shape appears on the page, and you are brought to the Drawing Tools

Format tab. From this tab, you can edit the style, fill, outline, and more. Shapes can be formatted using the same steps used to format Clipart.

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Inserting a Table Method 1:

1. From the Insert tab, click on Table. 2. Hover the mouse across the down the grid to create the table. 3. The table will appear on the page as you choose the dimensions. 4. If you need a larger table than what is shown, use method 2.

Method 2:

1. From the Insert tab, click on Table. 2. Click Insert Table. 3. Specifiy the number of columns and rows by typing the number or

using the up and down arrows next to the boxes. 4. Click OK. 5. The table will appear on your page.

Formatting the Table

1. To move the table, click on the blue crosshairs and drag it to the desired location.

2. To increase or decrease the size of the table, click on the white square on the bottom right corner of the table. Click and drag in or out to resize.

3. For more options, click on the Table Tools Design or Layout tabs. If you do not see these tabs, select the table.

a. Design Tab: Table Styles, Boarders, Shading, and more b. Layout Tab: Delete, Insert Rows/Columns, Alignment, and

more NOTE: These options are also available by right clicking within the table.

Insert Headers & Footers

1. Click on the Insert tab. 2. In the Header & Footer group, select either Header or Footer. 3. Select the desired header or footer. 4. Insert the text. 5. When you are finished, click Close Header & Footer or double click on

the page. 6. To go back to the header or footer, double click in the header or footer area.

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Inserting Page Numbers 1. Click on the Insert tab. 2. From the Header & Footer group, select Page Number. 3. Select one of the available options:

a. Top of Page b. Bottom of Page c. Page Margins (sides of the page) d. Current Position (where your cursor is) e. For more options, select Format Page Numbers

4. After you select your option, page numbers will be applied to the document. 5. To go back to the document, click Close Header & Footer or double click on the page.

Inserting Text Boxes

1. Click on the Insert tab. 2. In the Text group, select Text Box. 3. Choose one of the selections. The text box will then appear on the page. 4. If you would like to create your own text box, click Draw Text Box. Click and drag on the page to

create the text box. 5. Enter your text and move the text box to the desired location. 6. To format the text box, click on the Text Box Tools format tab. (If you do

not see this tab, click on the text box.) You can change the text box style, fill, outline, shape, and more.

To edit the text in a text box, simply click within the text box and edit the text. To Delete a Text Box

1. Click on the outline of the text box. 2. Press Delete on your keyboard.

Setting Margins

1. Click on the Page Layout tab. 2. Click on Margins. 3. Select one of the pre-set options. 4. If the margins that you need are not available, click Custom Margins. 5. In the pop-up window that spears, you can set the

top, bottom, left, and right margins. 6. After you have set the margins, click OK.

Page Orientation 1. Click on the Page Layout tab. 2. Click on Orientation. 3. Choose either Portrait or Landscape.

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Columns 1. Click on the Page Layout tab. 2. Click on Columns. 3. Select the number of columns from the list. 4. If the number of columns that you need is not available or you would

like to customize the columns, click More Columns. 5. In the pop-up window that appears, you can enter a number of

columns. You can also set the width and spacing for each column. 6. When you are finished setting your columns, click OK.

Creating a New Document

1. Click on the File tab. 2. Click New. 3. You can choose to create a Blank Document or use a template:

a. Agendas b. Certificates c. Brochures d. Calendars e. and MORE!

4. Select one of the choices. 5. Begin creating your new document.

Opening a Document

1. Click on the File tab. 2. Click Open. 3. Browse to the location of the document. 4. Select the document. 5. Click Open.

Printing Your Document

1. Click on the File tab. 2. Click Print. 3. Select the number of copies. 4. Choose your Print Settings:

a. What you want to print: All Pages, Selection, Current Page, or Custom Range

b. Manually enter page numbers that you would like to print

c. Print 1-sided or 2-sided d. Collation Options e. Orientation f. Paper Size g. Margins h. Number of pages printed per sheet

of paper 5. Click Print.

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Help in Word

To get detailed help on how to perform a task, click the help button in the upper right hand corner. To narrow your search, you can use the Table of Contents, Browse Word Help, or type in a search term. Some of the help items are built into Microsoft Word and other items access Microsoft Office Help Online.

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Microsoft Word 2010 Basics - Lafayette Parish School System · 2 Microsoft Word 2010 Basics Review: Proofing, Language, Comments, Tracking, Changes, Compare, Protect View: Document