Module 3 Microsoft Office Suite Microsoft Word 2010 CMPF 112 :
COMPUTING SKILLS
Slide 2
Word Basics 1: Getting Started with Word 2: Compatibility Mode
3: Formatting Text 4: Modifying Page Layout 5: Checking Spelling
and Grammar PART 1
Slide 3
Introduction Word 2010 is a word processor that allows you to
create various types of documents such as letters, papers, flyers,
faxes and more. In this lesson, you will be introduced to the
Ribbon and the new Backstage view, and you'll learn how to create
new documents and open existing ones.
Slide 4
The Ribbon The new, tabbed Ribbon system was introduced in Word
2007 to replace traditional menus. The Ribbon contains all of the
commands you'll need in order to do common tasks. It contains
multiple tabs, each with several groups of commands, and you can
add your own tabs that contain your favorite commands. Some groups
have an arrow in the bottom-right corner that you can click to see
even more commands.
Slide 5
Tabs Home Tab - This is the most used tab; it incorporates all
text formatting features such as font and paragraph changes. Insert
Tab - This tab allows you to insert a variety of items into a
document from pictures, clip art, tables and headers and
footers.
Slide 6
Tabs Page Layout Tab - This tab has commands to adjust page
elements such as margins, orientation, inserting columns, page
backgrounds and themes. Reference Tab - This tab has commands to
use when creating a Table of Contents and citation page for a
paper. It provides you with many simple solutions to create these
typically difficult to produce documents.
Slide 7
Tabs Mailing Tab - This tab allows you to create documents to
help when sending out mailings such as printing envelopes, labels
and processing mail merges. Review Tab - This tab allows you to
make any changes to your document due to spelling and grammar
issues. It also holds the track changes feature which provides
people with the ability to make notes and changes to a document of
another person.
Slide 8
Tabs View Tab - this tab allows you to change the view of your
document to a different two page document or zoom.
Slide 9
Backstage View
Slide 10
The Quick Access Toolbar The Quick Access Toolbar is located
above the Ribbon, and it lets you access common commands no matter
which tab you're on. By default, it shows the Save, Undo, and
Repeat commands. You can add other commands to make it more
convenient for you.
Slide 11
The Ruler The Ruler is located at the top and to the left of
your document. It makes it easier to adjust your document with
precision. If you want, you can hide the Ruler to free up more
screen space.
Slide 12
Creating and Opening Documents Word files are called documents.
Whenever you start a new project in Word, you'll need to create a
new document, which can either be blank or from a template. You'll
also need to know how to open an existing document. To Create a
New, Blank Document: 1.Click the File tab. This takes you to
Backstage view. 2.Select New. 3.Select Blank document under
Available Templates. It will be highlighted by default. 4.Click
Create. A new, blank document appears in the Word window.
Slide 13
Creating and Opening Documents
Slide 14
To Open an Existing Document: 1.Click the File tab. This takes
you to Backstage view. 2.Select Open. The Open dialog box appears.
3.Select your document and then click Open.
Slide 15
Compatibility Mode Sometimes, you may need to work with
documents that were created in earlier versions of Microsoft Word,
such as Word 2007 or Word 2003. When you open these kinds of
documents, they will appear in Compatibility mode. Compatibility
mode disables certain features, so you'll only be able to access
commands found in the program used to create the document. For
example, if you open a document created in Word 2007, you can only
use tabs and commands found in Word 2007.
Slide 16
Compatibility Mode In the image above, document on the left is
in Compatibility mode, it only shows commands that were available
in Word 2007. In order to exit Compatibility mode, you'll need to
convert the document to the current version type. However, if
you're collaborating with others who only have access to an earlier
version of Word, it's best to leave the document in Compatibility
mode so that the format will not change.
Slide 17
How to Convert? If you want access to all of the Word 2010
features, you can convert the document to the 2010 file format. ***
Note that converting a file may cause some changes to the original
layout of the document. 4.The document will be converted to the
newest file type. 1.Click the File tab to access Backstage view.
2.Locate and select Convert command. 3.A dialog box will appear.
Click OK to confirm the file upgrade.
Slide 18
Challenge! 1.Open Word 2010 on your computer. A new blank
document will appear on the screen. 2.Make sure the ribbon is
maximized. 3.Display the Ruler. 4.Add any commands you wish to the
Quick Access Toolbar. 5.Close Word without saving the
document.
Slide 19
Text & Formatting To Copy/Cut and Paste Text: 1.If you
would like to remove text from your document you can copy or cut
the text from the document. Simply highlight the text and go to the
Home tab in the Clipboard group and click Cut or Copy. You can also
right click on your mouse and select Cut or Copy. Pasting Text: the
Paste Options button provides different options, depending on the
source of the content.
Slide 20
Paste Options Keep Source Formatting This option preserves the
look of the original text. Keep Text Only This option removes all
the original formatting from the text. Link & Keep Source
Formatting This option preserves the look of the original text, and
it maintains a link to the source file and updates the pasted text
with any changes that are made to the source file. Link & Use
Destination Styles This option formats the text to match the style
thats applied where the text is pasted. It also maintains a link to
the source file and updates the pasted text with any changes that
are made to the source file. Merge Formatting This option changes
the formatting so that it matches the text that surrounds it.
Picture This option inserts the text as an image. Use Destination
Styles This option formats the text to match the style thats
applied where the text is pasted. Use Destination Theme This option
formats the text to match the theme thats applied to the document
where the text is pasted.
Slide 21
Find and Replace When you're working with longer documents, it
can be difficult and time consuming to locate a specific word or
phrase. Word can automatically search your document using the Find
feature, and it even allows you to change words or phrases using
Replace. 1.From the Home tab, click the Find command. The
Navigation pane will appear on the left side of the screen.
Slide 22
To Find Text: 1.Type the text you wish to find in the field at
the top of the Navigation pane. 2.If the text is found in the
document, it will be highlighted in yellow, and a preview will
appear in the Navigation pane. 3.If the text appears more than
once, you can click the arrows on the Navigation pane to step
through the results. 4.You can also click the result previews on
the Navigation pane to jump to the location of a result in your
document. 5.When you close the Navigation pane, the highlighting
will disappear.
Slide 23
To Replace Text: 1.From the Home tab, click the Replace
command. The Find and Replace dialog box will appear. 2.From the
Home tab, click the Replace command. The Find and Replace dialog
box will appear. 3.Type the text you wish to find in the Find what
field. 4.Type the text you wish to replace it with in the Replace
with field. 5.Click Find Next and then Replace to replace text. You
can also click Replace All to replace all instances within the
document.
Slide 24
To Replace Text:
Slide 25
Page Layout and Formatting You can customize the page
orientation, paper size, and page margins depending on how you wish
your document to appear. Word offers a variety of page layout and
formatting options that affect how content appears on the
page.
Slide 26
To Change Page Orientation: 1.Select the Page Layout tab.
2.Click the Orientation command in the Page Setup group. 3.Click
either Portrait or Landscape to change the page orientation.
Landscape format means that the page is oriented horizontally,
portrait format is oriented vertically.
Slide 27
To Change the Page Size: 1.Select the Page Layout tab. 2.Click
the Size command and a drop-down menu will appear. The current page
size is highlighted. 3.Click the size option you desire. The page
size of the document changes.
Slide 28
To Format Page Margins: 1.Select the Page Layout tab. 2.Click
the Margins command. A menu of options appears. Normal is selected
by default. 3.Click the predefined margin size you desire.
Slide 29
To Use Custom Margins: 1.From the Page Layout tab, click
Margins. 2.Select Custom Margins. This will take you to the Page
Setup dialog box. 3.Adjust the margin sizes for each side of the
page and click OK.
Slide 30
Checking Spelling and Grammar To make your document appear
professional, you'll want to make sure it is free from spelling and
grammar errors. You can run a spelling and grammar check or you can
allow Word to check your spelling automatically as you type.
Slide 31
To Run a Spelling & Grammar Check 1.Go to the Review tab.
2.Click on the Spelling & Grammar command.
Slide 32
To Run a Spelling & Grammar Check 3.The Spelling and
Grammar dialog box will open. For each error in your document, Word
will try to offer one or more suggestions. You can select a
suggestion and then click Change to correct the error.
Slide 33
To Run a Spelling & Grammar Check 4.If no suggestions are
given, you can manually type in the correct spelling.
Slide 34
Automatic Spelling and Grammar Checking By default, Word
automatically checks your document for spelling and grammar errors,
so you may not even need to run a separate Spelling and Grammar
check. These errors are indicated by colored, wavy lines. The red
line indicates a misspelled word. The green line indicates a
grammar error. The blue line indicates a contextual spelling error.
This feature is turned off by default.
Slide 35
Common Tasks in Word 6: Using Indents and Tabs 7: Line and
Paragraph Spacing 8: Working with Lists 9: Adding Breaks PART
2
Slide 36
Indents and Tabs Indenting and tabs are useful tools for making
your text more readable. Indenting text adds structure to your
document by allowing you to separate information. Depending on your
needs, you can use tabs and indents to move a single line or a
whole paragraph.
Slide 37
Indenting Text In many types of documents, you may wish to
indent only the first line of each paragraph. This helps to
visually separate paragraphs from one another. It's also possible
to indent every line except the first line, which is known as a
hanging indent. First Line IndentHanging Indent
Slide 38
To Create or Adjust a First Line Indent or Hanging Indent:
Place the insertion point anywhere in the paragraph you wish to
indent, or select one or more paragraphs. To adjust the first line
indent, drag the First Line Indent marker on the ruler. To adjust
the hanging indent, drag the Hanging Indent marker. To move both
markers at the same time, drag the Left Indent marker. This will
indent all of the lines in the paragraph.
Slide 39
To Use the Indent Commands: If you want to indent all of the
lines in a paragraph, you can use the Indent commands on the Home
tab. Select the text you wish to indent. Make sure you are on the
Home tab. Click the Increase Indent command to increase the indent
by increments of 1/4 inch. Click the Decrease Indent command to
decrease the indent by increments of 1/2 inch.
Slide 40
Working with Lists Bulleted and numbered lists can be used in
your documents to format, arrange and emphasize text.
Slide 41
Breaks Page breaks move text to a new page before reaching the
end of a page, Section breaks create a barrier between parts of the
document for formatting purposes. Column breaks split text in
columns at a specific point. You might use a page break if you're
writing a paper that has a bibliography to ensure that the
bibliography starts on a new page.
Slide 42
Slide 43
Doing More With Word 10: Styles and Themes 11: Working with
Headers and Footers 12: Working with Tables 13: SmartArt Graphics
PART 3
Slide 44
Styles and Themes A style is a predefined combination of font
style, color, and size of text that can be applied to selected
text. A theme is a set of formatting choices that can be applied to
an entire document and includes theme colors, fonts, and effects.
Themes are a great way to change the tone of your entire document
quickly and easily.
Slide 45
Styles
Slide 46
Themes Themes are a great way to change the tone of your entire
document quickly and easily. You've already been using a theme,
even if you didn't know it: the default Office theme. Every theme,
including the Office theme, has its own theme elements:
Slide 47
Headers and Footers The header is a section of the document
that appears in the top margin, while the footer is a section of
the document that appears in the bottom margin. Headers and footers
generally contain information such as the page number, date, and
document name.
Slide 48
Headers and Footers
Slide 49
Working with Tables A table is a grid of cells arranged in rows
and columns. Tables can be customized and are useful for various
tasks such as presenting text information and numerical data. You
can: Insert a Blank Table Convert Existing Text to a Table Apply a
Table Style
Slide 50
Slide 51
Smart Art Graphics Smart Art allows you to visually communicate
information rather than simply using text. Illustrations can really
enhance your document, and Smart Art makes using graphics
especially easy.
Slide 52
To Insert a SmartArt Illustration: 1.Place the insertion point
in the document where you want the graphic to appear. 2.Select the
Insert tab. 3.Select the SmartArt command in the Illustrations
group. A dialog box appears. 4.Select a category on the left of the
dialog box and review the SmartArt graphics that appear in the
center. 5.Select the desired SmartArt graphic and click OK.