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MS Word - Lab #1

MS WORD 2010 - The Basics

Menus

When you begin to explore Word 2010 you will notice a new look to the menu bar. A File tab replaces the Microsoft Office Button included in Microsoft Word 2007. The button and the tab replace the File menu that was in some 2007 Microsoft Office system programs and in Microsoft Office 2003 and earlier. The Microsoft Office Button and the File tab are in the same general location but look different. When you click the File tab, you see the same basic commands that were available after you click the Microsoft Office Button or on the File menu in some 2007 Microsoft Office system programs and in Microsoft Office 2003 and earlier. These basic commands include, but are not limited to, Open, Save, and Print. Some commands, such as Import, have been moved to the ribbon.

 

MS Word 2010

MS Word 2010

 

Word 2007 Screen Layout

MS Word 2007

 

File Menu

Comparison Word 2010

 

For a video on the new "backstage" view: How Backstage View Works

 

The Ribbon

Ribbon

The Ribbon is the panel at the top portion of the document. It has seven tabs: Home, Insert, Page Layout, References, Mailings, Review, and View that contain many new and existing features of Word. Each tab is divided into groups. The groups are logical collections of features designed to perform functions that you will utilize in developing or editing your Word document. Commonly used features are displayed on the Ribbon, to view additional features within each group, click on the arrow at the bottom right of each group.

Addition Ribbon Tab Groups

Each of the tabs contains the following tools:

Home: Clipboard, Fonts, Paragraph, Styles, and Editing.

Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols

Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange

References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and Table of Authorities

Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish

Review: Proofing, Comments, Tracking, Changes, Compare, Protect

View: Document Views, Show/Hide, Zoom, Window, Macros

Quick Access Toolbar

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 on Show Below the Ribbon.

Location of Quick Access Toolbar

You can also add items to the quick access toolbar. Right click on any item in the Office Button or the Ribbon and click on Add to Quick Access Toolbar and a shortcut will be added to the Quick Access Toolbar.

Adding to the Quick Access Toolbar

Create a New Document
There are several ways to create new documents, open existing documents, and save documents in Word:

Click the File Tab and Click New or

Press CTRL+N (Depress the CTRL key while pressing the N key) on the keyboard

You will notice that when you click on the File tab and Click New, you have many choices about the types of documents you can create. If you wish to start from a blank document, click Blank.  If you wish to start from a template you can browse through your choices on the left, see the choices on centre screen, and preview the selection on the right screen.

 

new

 

 

Opening an Existing Document

Click the File tab and Click Open, or

Press CTRL+O (Depress the CTRL key while pressing the O key) on the keyboard, or

If you have recently used the document you can click the File tab and click the name of the document in the Recent section of the window

 

 

Saving a Document

Click the File tab and Click Save or Save As (remember, if you're sending the document to someone who does not have Office 2010, you will need to click the File tab, click Save As, and Click Word 97-2003 Document), or

Press CTRL+S (Depress the CTRL key while pressing the S key) on the keyboard, or

Click the File icon on the Quick Access Toolbar

quick access

 

Document Views
There are many ways to view a document in Word. 

Print Layout:  This is a view of the document as it would appear when printed.  It includes all tables, text, graphics, and images.

Full Screen Reading:  This is a full view length view of a document.  Good for viewing two pages at a time.

Web Layout:  This is a view of the document as it would appear in a web browser.

Outline:  This is an outline form of the document in the form of bullets.

Draft:  This view does not display pictures or layouts, just text.

To view a document in different forms, click the document views shortcuts at the bottom of the screen Document Views Shortcuts   

 

or:

 

Click the View Tab on the Ribbon

Click on the appropriate document view.

Document Views Group

Close a Document
To close a document:

Click the File tab

Click Close

 

Typing and inserting Text

To enter text, just start typing! The text will appear where the blinking cursor is located. Move the cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking the left button. The keyboard shortcuts listed below are also helpful when moving through the text of a document:

Move Action

Keystroke

Beginning of the line

HOME

End of the line

END

Top of the document

CTRL+HOME

End of the document

CTRL+END

 

Selecting Text

To change any attributes of text it must be highlighted first. Select the text by dragging the mouse over the desired text while keeping the left mouse button depressed, or hold down the SHIFT key on the keyboard while using the arrow buttons to highlight the text. The following table contains shortcuts for selecting a portion of the text:

 

Selection

Technique

Whole word

double-click within the word

Whole paragraph

triple-click within the paragraph

Several words or lines

drag the mouse over the words, or hold down SHIFT while using the arrow keys

Entire document

choose Editing | Select | Select All from the Ribbon, or press CTRL+A

Deselect the text by clicking anywhere outside of the selection on the page or press an arrow key on the keyboard.

 

Inserting Additional Text
Text can be inserted in a document at any point using any of the following methods:

Type Text:  Put your cursor where you want to add the text and begin typing

Copy and Paste Text:  Highlight the text you wish to copy and right click and click Copy, put your cursor where you want the text in the document and right click and click Paste.

Cut and Paste Text:  Highlight the text you wish to copy and right click and click Cut, put your cursor where you want the text in the document and right click and click Paste.

Drag Text:  Highlight the text you wish to move, click on it and drag it to the place where you want the text in the document.

You will notice that you can also use the Clipboard group on the Ribbon. 

Clipboard Group

Rearranging Blocks of Text
To rearrange text within a document, you can utilize the Clipboard Group on the Home Tab of the Ribbon.
Insert picture of clipboard group labelled

Move text:  Cut and Paste or Drag as shown above

Copy Text:  Copy and Paste as above or use the Clipboard group on the Ribbon

Paste Text:  Ctrl + V (hold down the CTRL and the V key at the same time) or use the Clipboard group to Paste, Paste Special, or Paste as Hyperlink

paste

 

paste special

Deleting Blocks of Text
Use the BACKSPACE and DELETE keys on the keyboard to delete text. Backspace will delete text to the left of the cursor and Delete will erase text to the right. To delete a large selection of text, highlight it using any of the methods outlined above and press the DELETE key.

 

Undo Changes
To undo changes:

Click the Undo Button on the Quick Access Toolbar

undo

Styles
A style is a format enhancing tool that includes font typefaces, font size, effects (bold, italics, underline, etc.), colours and more.  You will notice that on the Home Tab of the Ribbon, that you have several areas that will control the style of your document:  Font, Paragraph, and Styles.

menu


Change Font Typeface and Size

To change the font typeface:

Click the arrow next to the font name and choose a font. 

Remember that you can preview how the new font will look by highlighting the text, and hovering over the new font typeface.

Font Preview


 

To change the font size:

Click the arrow next to the font size and choose the appropriate size, or

Click the increase or decrease font size buttons.

Font Size

Font Styles and Effects
Font styles are predefined formatting options that are used to emphasize text.  They include:  Bold, Italic, and Underline.  To add these to text:

Select the text and click the Font Styles included on the Font Group of the Ribbon, or

Select the text and right click to display the font tools


Change Text Colour
To change the text colour:

Select the text and click the Colours button included on the Font Group of the Ribbon, or

Highlight the text and right click and choose the colours tool. 

Select the colour by clicking the down arrow next to the font colour button.

Font Color


Copy Formatting
If you have already formatted text the way you want it and would like another portion of the document to have the same formatting, you can copy the formatting.  To copy the formatting, do the following:

Select the text with the formatting you want to copy.

Copy the format of the text selected by clicking the Format Painter button on the Clipboard Group of the Home Tab

Apply the copied format by selecting the text and clicking on it.

Format Painter

Clear Formatting
To clear text formatting:

Select the text you wish to clear the formatting

Click the Styles dialogue box on the Styles Group on the Home Tab

Click Clear All

 

Formatting paragraphs

Formatting paragraphs allows you to change the look of the overall document.  You can access many of the tools of paragraph formatting by clicking the Page Layout Tab of the Ribbon or the Paragraph Group on the Home Tab of the Ribbon.

Page Layout Tab

Paragraph Group


Change Paragraph Alignment

The paragraph alignment allows you to set how you want text to appear.  To change the alignment:

Click the Home Tab

Choose the appropriate button for alignment on the Paragraph Group.

Align Left:  the text is aligned with your left margin

Centre:  The text is centred within your margins

Align Right:  Aligns text with the right margin

Justify:  Aligns text to both the left and right margins.

 

Alignment Buttons


Indent Paragraphs


Indenting paragraphs allows you set text within a paragraph at different margins. There are several options for indenting:

First Line:  Controls the left boundary for the first line of a paragraph

Hanging:  Controls the left boundary of every line in a paragraph except the first one

Left:  Controls the left boundary for every line in a paragraph

Right:  Controls the right boundary for every line in a paragraph

To indent paragraphs, you can do the following:

Click the Indent buttons to control the indent. 

Click the Indent button repeated times to increase the size of the indent.

 

Indent Buttons


Add Borders and Shading


You can add borders and shading to paragraphs and entire pages.  To create a border around a paragraph or paragraphs:

Select the area of text where you want the border or shading.

Click the Borders Button on the Paragraph Group on the Home Tab

Choose the Border and Shading

Choose the appropriate options

Borders and Shading


Apply Styles
Styles are a present collection of formatting that you can apply to text. To utilize Quick Styles:

Select the text you wish to format. 

Click the dialog box next to the Styles Group on the Home Tab. 

Click the style you wish to apply. 

Quick Styles


Change Spacing Between Paragraphs and Lines

You can change the space between lines and paragraphs by doing the following:

Select the paragraph or paragraphs you wish to change.

On the Home Tab, Click the Paragraph Dialog Box

Click the Indents and Spacing Tab

In the Spacing section, adjust your spacing accordingly

 

Styles

The use of Styles in Word will allow you to quickly format a document with a consistent and professional look.  Styles can be saved for use in many documents.

Apply Styles
There are many styles that are already in Word ready for you to use.  To view the available styles click the Styles dialog box on the Styles Group in the Home Tab.  To apply a style:

Select the text

Click the Styles Dialog Box

Click the Style you choose

Choose Styles

Creating New Styles
You can create styles for formatting that you use regularly.  There are two ways to do this:  New Styles or New Quick Styles.

New Styles
To create a new style:

Click the Styles Dialog Box

Click the New Style Button

Complete the New Style dialog box. 

At the bottom of that dialog box, you can choose to add this to the Quick Style List or to make it available only in this document.

New Style Dialog Box

Inserts

Word 2010 allows you to insert special characters, symbols, pictures, illustrations, and watermarks.

 

Symbols and Special Characters
Special characters are punctuation, spacing, or typographical characters that are not generally available on the standard keyboard. To insert symbols and special characters:

Place your cursor in the document where you want the symbol

Click the Insert Tab on the Ribbon

Click the Symbol button on the Symbols Group

Choose the appropriate symbol.

Illustrations, Pictures, and SmartArt
Word 2010 allows you to insert illustrations and pictures into a document.  To insert illustrations:

Place your cursor in the document where you want the illustration/picture

Click the Insert Tab on the Ribbon

Click the Clip Art Button

The dialog box will open on the screen and you can search for clip art.

Choose the illustration you wish to include

 

To insert a picture:

Place your cursor in the document where you want the illustration/picture

Click the Insert Tab on the Ribbon

Click the Picture Button

Browse to the picture you wish to include

Click the Picture

Click Insert

Smart Art is a collection of graphics you can utilize to organize information within your document.  It includes timelines, processes, or workflow. To insert SmartArt

Place your cursor in the document where you want the illustration/picture

Click the Insert Tab on the Ribbon

Click the SmartArt button

Click the SmartArt you wish to include in your document

Click the arrow on the left side of the graphic to insert text or type the text in the graphic.

Resize Graphics
All graphics can be resized by clicking the image and clicking one corner of the image and dragging the cursor to the size you want the picture.

Proofreading

There are many features to help you proofread your document.  These include:  Spelling and Grammar, Thesaurus, AutoCorrect, Default Dictionary, and Word Count.

 

Spelling and Grammar
To check the spelling and grammar of a document

Place the cursor at the beginning of the document or the beginning of the section that you want to check

Click the Review Tab on the Ribbon

Click Spelling & Grammar on the Proofing Group. 

 

Spelling and Grammar Button

 

Any errors will display a dialog box that allows you to choose a more appropriate spelling or phrasing.


If you wish to check the spelling of an individual word, you can right click any word that has been underlined by Word and choose a substitution.

Thesaurus
The Thesaurus allows you to view synonyms.  To use the thesaurus:

Click the Review Tab of the Ribbon

Click the Thesaurus Button on the Proofing Group. 

The thesaurus tool will appear on the right side of the screen and you can view word options.


You can also access the thesaurus by right-clicking any word and choosing Synonyms on the menu.

Customize AutoCorrect
You can set up the AutoCorrect tool in Word to retain certain text the way it is.  To customize AutoCorrect:

Click the File Tab

Click the Word Options Button

Click the Proofing tab

Click AutoCorrect Options button

 

On the AutoCorrect Tab, you can specify words you want to replace as you type

 

AutoCorrect Dialog Box

 

Check Word Count
To check the word count in Word 2010 look at the bottom left corner of the screen.  It will give you a total word count or if you have text highlighted it will tell you how many words are highlighted out of the total.

 

Modify Page Margins and Orientations
The page margins can be modified through the following steps:

Click the Page Layout Tab on the Ribbon

On the Page Setup Group, Click Margins

Click a Default Margin, or

Click Custom Margins and complete the dialog box.

To change the Orientation, Size of the Page, or Columns:

Click the Page Layout Tab on the Ribbon

On the Page Setup Group, Click the Orientation, Size, or Columns drop down menus

Click the appropriate choice

Apply a Page Border and Colour
To apply a page border or colour:

Click the Page Layout Tab on the Ribbon

On the Page Background Group, click the Page Colours or Page Borders drop down menus

 

Insert Common Header and Footer Information
To insert Header and Footer information such as page numbers, date, or title, first, decide if you want the information in the header (at the top of the page) or in the Footer (at the bottom of the page), then:

Click the Insert Tab on the Ribbon

Click Header or Footer

Choose a style

 

 

 

 

Create a Page Break
To insert a page break:

Click the Page Layout Tab on the Ribbon

On the Page Setup Group, click the Breaks Drop Down Menu

Click Page Break

Insert a Blank Page
To insert a blank page:

Click the Insert Tab on the Ribbon

Click the Blank Page Button on the Page Group

Lists allow you to format and organize text with numbers, bullets, or in an outline.

Bulleted and Numbered Lists


Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine numbers and letters depending on the organization of the list.

To add a list to existing text:

Select the text you wish to make a list

From the Paragraph Group on the Home Tab, Click the Bulleted or Numbered Lists button

 

To create a new list:

Place your cursor where you want the list in the document

Click the Bulleted or Numbered Lists button

Begin typing

 

Nested Lists
A nested list is list with several levels of indented text. To create a nested list:

Create your list following the directions above

Click the Increase or Decrease Indent button

 

Formatting Lists

The bullet image and numbering format can be changed by using the Bullets or Numbering dialog box.

Select the entire list to change all the bullets or numbers, or
Place the cursor on one line within the list to change a single bullet

Right click

Click the arrow next to the bulleted or numbered list and choose a bullet or numbering style.

 

 

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