Ms Word 2010 Professional.docx

MS WORD 2010 PROFESSIONAL (2 DAY COURSE)

Course Contents 

Getting Started o Screen layout o The Ribbon & Backstage View o Selecting, Deleting, and Inserting Text o Inserting a Page Break

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Inserting & Formatting Text o Inserting Special characters o Inserting non breaking hyphens & spaces o Adding Watermarks o Changing Color, Font, Size, Style and Case o Underline Options o Use the format painter tool

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Formatting Paragraphs o Indenting Paragraphs o Left & Right Indent o First Line Indent o Hanging Indent o Changing Line Spacing

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Bullet and Numbered lists o Auto Numbering paragraphs

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Tabs o Setting Tabs using the Ruler o Left, Centre & Right Tabs o Tab Stops o Clearing all Tabs o Leader Tabs

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Working with Tables o Inserting & Deleting Rows and Columns o Merging and Splitting o Changing Column Width and Row Height o Changing Table Alignment o Drawing a Table o Adding Borders and Shading o Table Properties o Sorting Table data o Converting Text to a Table o Performing Calculations o Repeating Header Rows

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Formatting Sections o Understanding Sections o Inserting Section Breaks

o Changing the Page Setup for Sections o Using Sectional Headers and Footers o Numbering Pages in Sections 

Using Styles o Create and apply Styles o Modify styles o Organize styles

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Working with Columns o Creating newspaper style columns o Formatting Columns

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Creating Headers and Footers o Inserting Headers and Footers o Page Numbering & Dates o Controlling Headers and Footers

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Creating Templates o Creating a Template based on a document o Creating a Template based on a Template o Changing templates

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Introduction to Mail Merge o Creating a form letter o Creating a data source o Use criteria to merge o Importing data from Excel/Access

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Creating Envelopes and Labels o Creating Envelopes o Creating Mailing Labels

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Customizing Ribbons o Creating a New ribbon o Adding/Removing ribbon icons

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Previewing and Printing a Document o Previewing o Printing o Printing options o Inserting manual page breaks

Getting Started Screen Layout

Word 2010 has a new interface that builds on interface from the previous version of Word. Word 2010 uses the RIBBON interface that was introduced in Microsoft Office 2007 applications. Each TAB in the RIBBON contains many tools for working with your document. To display a different set of commands, click the tab name. BUTTONS are organized into groups according to their function. In addition to the TABS, Word 2010 also makes use of the QUICK ACCESS TOOLBAR from the MS Office 2007 applications. Two new features in Word 2010 are the File tab, which opens the Backstage View, and the Navigation pane, which helps to navigate through your document.

Ribbons Ribbons are tabs that show different commands with respect to what you wish to do the HOME ribbon shows basic commands of formatting.

The INSERT ribbon allows the insertion of any object. Just click on the named ribbon to see list of commands that you can perform by clicking on the appropriate icon.

Using Backstage View Select the FILE tab in the Ribbon to open the Backstage view. The Backstage view is where you will find the commands for creating, saving, opening, and closing documents, as well as information about the document. The Backstage view includes new interfaces for printing and sharing your documents. The Options command is also available to open a new screen for setting your Word Options. Below is the Backstage View. Use the following procedure. 1. Select the File tab on the Ribbon. 2. Word displays the Backstage View, open to the Info tab by default. A sample is illustrated below.

Creating a Blank Document The New tab of the Backstage view provides several options for creating new documents. The Blank Document option is the first choice. To follow is how to create a blank document. Use the following procedure. 1. Select the FILE tab on the Ribbon. 2. Select the NEW tab in the Backstage View. 3. Select BLANK DOCUMENT.

4. Select CREATE.

Step One

Step Three

Step Two

Step Four

Typing Text The document window is just like a blank piece of paper in a typewriter. The cursor shows your current location. Once the cursor is where you want your text, simply begin typing. Below is the cursor location in a blank document.

Cursor

Sample text for students to type: The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog.

Selecting Text with the Mouse or Keyboard Selecting text is highlighting it in order to edit it, format it, copy it, or delete it. You can use the mouse or the keyboard to select text. Use the following procedure to use the keyboard to select text. 1. Using the arrow keys, place the cursor either at the beginning of the text you want to select, or at the end of the text you want to select. 2. Hold down the shift key while pressing the arrow key to select text in that direction. The selected text is highlighted in blue.

Use the following procedure to use the mouse to select text. 1. 2. 3. 4.

Point the mouse to either the beginning or the end of the text you want to select. Hold the left mouse button down. Move the mouse to select the text. You can move left, right, up and/or down. Let the mouse button up when you have finished selecting the text.

Use the mouse shortcuts for selecting text.   

You can double click on a word to select it. You can click three times on a paragraph to select the whole paragraph. You can click once to the left of a line to select the whole line.

 

You can press Shift while clicking to add to your selection. The selections must be next to each other. You can press Control while clicking to add non-congruent text to your selection.

Using Cut, Copy, and Paste Word 2010 makes it easy to adjust documents, including a new document based on a template, or a document started by you or another Word user. The cut command deletes selected text from the current location, but allows you to move it somewhere else. The copy command allows you to copy selected text, leaving it in the current location, but also allowing you to include it somewhere else. The paste command allows you to include text you have cut or copied at the cursor’s current location. The paste options include keeping the source formatting, merging the formatting, using the destination theme, and keeping the text only. We’ll use text only as the paste option for now. Use the following procedure to cut and paste text. 1. Highlight the text you want to cut. 2. Right click the mouse to display the context menu and select cut.

3. Move the cursor to the new location. 4. Right click the mouse to display the context menu and select the Text Only paste option, as illustrated below.

Use the following procedure to copy and paste text using the keyboard shortcuts. 1. Highlight the text you want to cut and press the Control key and the C key at the same time. 2. Move the cursor to the new location. 3. Press the Control key and the V key at the same time.

Starting a New Page (Inserting a Page Break) Just as Word automatically wraps text at the end of the line, Word also starts a new page automatically when you fill the page with text. However, you may wish to insert a manual page break. Use the following procedure to insert a page break. 1. Press Enter to start a new paragraph. This will be important for formatting the document later. 2. Select the Page Layout Tab on the Ribbon. 3. Select the Breaks tool on the Page Setup Group. 4. Select Page.

Inserting & Formatting Text Inserting Special Characters Word 2010 lets you sprinkle characters beyond the keyboard's 26 letters of the alphabet, numbers, a few special symbols, and punctuation characters. For example, Word provides foreign language letters and symbols — all sorts of fun stuff. You can insert a special character or symbol in your document in a couple of ways: The Symbol menu Click the Symbol command button in the Symbol group on the Insert tab. A list of some popular or recently used symbols appears. Selecting a symbol from the menu inserts the special symbol directly into your text (where you currently have the insertion pointer), just like you insert any other character.

The Symbol dialog box Choosing More Symbols from the Symbol menu displays the Symbol dialog box. Choose a decorative font, such as Wingdings, from the Font menu to see strange and unusual characters. To see the range of what is possible with normal text, select (Normal Text) from the Font dropdown list. Use the Subset drop-down list to see even more symbols and such.

To stick a character into your document from the Symbol dialog box, select the symbol and click the Insert button. Click the Cancel button when you're done using the Symbol dialog box. The symbol's code You can insert symbols by typing the symbol’s code and then pressing the Alt+X key combination. For example, the code for the sigma character is 2211: Type 2211 in your document and then press Alt+X. The number 2211 is magically transformed into the sigma character. A quick Web search will produce a resource with a list of symbols and their corresponding codes.

Inserting non breaking hyphens & spaces When Word calculates line width and wraps text to the next line, it tries to break the line at either a space or a hyphen. Sometimes, however, you may not want Word to break a line at a certain space. For instance, you may want to make sure that two adjacent words appear on the same line as each other. The answer is to use non-breaking spaces instead of regular spaces when you don't want Word to break a line at a certain space. To do this, hold down the Ctrl and Shift keys as you press the Spacebar. Word will then not break the line at that point. An alternative way of inserting a non-breaking space is to follow these steps: 1. Display the Symbol dialog box by choosing Symbol from the Insert menu. 2. Click on the Special Characters tab. (See below Figure)

3. Highlight the Nonbreaking Space character. 4. Click on Insert. 5. Close the dialog box by clicking on Cancel. In general, a nonbreaking hyphen will move the first part of a hyphenated word to the next line of your document, even when the first part of the word would fit on the previous line. A nonbreaking space will keep two words together and not split them across lines. To insert a: 

Nonbreaking hyphen: Ctrl+Shift+Hyphen

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Nonbreaking space: Ctrl+Shift+Space

Adding Watermarks Watermarks are text or pictures that appear behind document text. They often add interest or identify the document status, such as marking a document as a Draft. You can see watermarks in Print Layout view and Full Screen Reading view or in a printed document. Watermarks can be viewed only in Print Layout and Full Screen Reading views and on the printed page. You can insert a predesigned watermark from a gallery of watermark text, or you can insert a watermark with custom text. 1. On the Page Layout tab, in the Page Background group, click Watermark.

2. Do one of the following: o

Click a predesigned watermark, such as Confidential or Urgent, in the gallery of watermarks.

o

Click Custom Watermark, click Text watermark and then select or type the text that you want. You can also format the text.

3. To view a watermark as it will appear on the printed page, use Print Layout view.

Turn a picture into a watermark You can turn a picture, clip art, or a photo into a watermark that you can use to brand or decorate a document. 1. On the Page Layout tab, in the Page Background group, click Watermark. 2. Click Custom Watermark. 3. Click Picture watermark, and then click Select Picture. 4. Select the picture that you want, and then click Insert.

5. Select a percentage under Scale to insert the picture at a particular size 6. Select the Washout check box to lighten the picture so that it doesn't interfere with text. The picture that you selected is applied as a watermark to the entire document.

Change a watermark 1. On the Page Layout tab, in the Page Background group, click Watermark. 2. Do one of the following: o

Choose a different predesigned watermark, such as Confidential or Urgent, from the gallery of watermarks.

o

To change pictures, click Custom Watermark, and then click Select Picture.

o

To change picture settings, click Custom Watermark, and then select or clear the options Picture watermark.

o

To change text, click Custom Watermark, and then select a different built-in phrase or type in your own phrase.

o

To change text settings, click Custom Watermark, and then select or clear the options that you want under Text watermark.

Changing Color, Font, Size, Style and Case The basic types of formatting are font formatting and paragraph formatting. The font formatting changes the look and feel of the text at the letter or word level. The paragraph formatting changes the look and feel of the text for the whole paragraph. The Home tab of the Ribbon includes a group for font formatting and a group for paragraph formatting. Below is the Font and Paragraph group on the Home tab of the Ribbon.

Changing Font Face and Size You can easily change the font face to any font installed on your computer. You can use the Font group on the Ribbon, or you can use the context menu that appears when you select text. The Font face list includes the theme fonts first, then the most recently used fonts, then the other fonts installed on your system in alphabetical order. The font size is measured in points, which is unit of measure in typography. Use the following procedure to change the font face and size using the Ribbon tools. 1. 2. 3. 4. 5.

Select the text you want to change. Select the arrow next to the current font name to display the list of available fonts. Use the scroll bar or the down arrow to scroll down the list of fonts. Select the desired font to change the font of text. With the text still selected, select the arrow next to the current font size to see a list of common font sizes. 6. Use the scroll bar or the down arrow key to scroll to the size you want and select it. You can also highlight the current font size and type in a new number to indicate the font size you want.

The font context list that appears when you select text. 1. Select the text you want to change. 2. A very faint context menu appears. Move your mouse over the menu to make sure it stays visible. If you don’t see it, you can always right-click the mouse to make it appear.

3. Select the new font face or font size just as you would on the Ribbon.

Changing the Font Color You can choose any color for your text. The font group includes a gallery to choose one of the following for your font color:    

Automatic – Makes the font black. Theme Colors – Includes a palette of colors based on the document’s theme. Standard Colors – Includes a palette of 10 standard colors. More Colors – Opens the Colors dialog box to choose from more colors or to enter the values for a precise color.

You can also choose from the variety of gradients. Use the following procedure to select a color for their fonts from the gallery. 1. Select the text you want to change. 2. Select the arrow next to the Font Color tool on the Ribbon to display the gallery. Or select the same tool from the context menu (appears when you select text or by right-clicking).

3. Select the color to change the font color.

The Colors dialog box

1. Select the text you want to change. 2. Select the arrow next to the Font Color tool on the Ribbon to display the gallery. Or select the same tool from the context menu (appears when you select text or by right-clicking). 3. Select MORE COLORS to open the Colors dialog box.

In the Standard Colors dialog box, simply click on the color and select OK to use that color.

In the Custom Colors dialog box, you can click on the color, or you can enter the red, green, and blue values to get a precise color. When you have the color you want, select OK.

Adding Font Enhancements You can choose several enhancements for your text. The font group on the Ribbon and the font context menu allow you to easily change the font to:      

Bold Italic Underline Strikethrough Subscript Superscript

Underline Options Unlike previous Word versions, Word 2010 offers a variety of underline styles. You will also be able to change the underline color and customize underline styles. Word 2010 contains multiple types of Underline’s styles. For changing it, select the text and under Home tab, from Font group, open Underline options, and select one.

Use the format painter tool

The Format Painter allows you to quickly apply the same formatting from one piece of text to another. Use the following procedure to use the Format Painter. 1. Select the text that has been formatted with the formatting properties that you want to copy. 2. Select the Format Painter tool. 3. Select the text you want to format with the same properties. The cursor changes to a Format Painter cursor, as illustrated below.

Format Painter Cursor

The cursor returns to normal after applying the formatting properties once. You can always repeat the process to format more text with the same properties.

Formatting Paragraphs Indenting Paragraphs Tabs allow you to indent the first line of your paragraph. There are a few different kinds of indents:    

You can indent a whole paragraph. You can indent the first line of a paragraph (First indent). You can create a hanging indent, such as for bulleted information or Notes. You can create mirror indents.

You can add a tab at any time by simply placing the cursor in the desired location and pressing the TAB key. You can create indents using the tools on the Ribbon or by using the Paragraph dialog box. Use the following procedure to add a whole paragraph indent. 1. With your cursor anywhere in the paragraph you want to adjust (the text does not have to be selected), select the Indent tool from the Ribbon. You can also select multiple paragraphs by selecting the text.

Use the following procedure for the indent options on the Paragraph dialog box. 1. With your cursor anywhere in the paragraph you want to adjust (the text does not have to be selected), select the square at the bottom right corner of the Paragraph group on the Ribbon to open the Paragraph dialog box.

2. You can use the up and down arrows to adjust the left and/or right Indentation for the paragraph. The arrows adjust the measurement in 1/10 of an inch increments (by defaultyour default measurement can be changed). You can also enter any number in the LEFT and RIGHT fields to adjust the indentation more precisely. 3. The Special field allows you to select a first line only or hanging indent. Enter the measurement for the special indent in the BY field. 4. Check the MIRROR INDENTS to have the indent on both the left margin and the right margin by the same amounts.

Left & Right Indent

Left indent means to move the left edge of the paragraph inward towards the center of the paragraph. Let us use the following steps to create left indentation. Step (1): Click anywhere on the paragraph you want to indent left and click Increase Indent button available on Home tab or simply press Ctrl + M keys. You can click multiple times to create deeper indentation.

Step (2): You can remove left indentation by clicking Decrease Indent button available on Home tab or simply press Ctrl + Shift+ M keys. You can click multiple times remove deeper indentation. You can also use to Paragraph Dialog Box to set left and right indentations. We will see this dialog box in last section of this chapter. Right indent means to move the right edge of the paragraph inward towards the center of the paragraph. Let us use the following steps to create right indentation. Step (1): Click anywhere on the paragraph you want to indent right and click Increase Right Indent spinner available on Page Layout tab. You can click multiple the spinner times to create deeper indentation. You can use Left Indent spinners as well to set left indentation from the same place.

Step (2): You can remove right indentation by clicking the Decrease Right Indent spinner in opposite direction. You can also use to Paragraph Dialog Box to set left and right indentations. We will see this dialog box in the next section. First Line Indent: You can move the left side of the first line of a paragraph inward toward the center. Let us see the procedure to perform first line indentation. Step (1): Click anywhere on the paragraph you want to indent right and click the Paragraph Dialog Box Launcher available on Home tab. Step (2): Click Before Text spinner to set left indentation and select First Line Option to move the left side of the first line of a paragraph inward toward the center. You can control the movement by setting Indentation Unit. A preview box will give idea no the indentation status.

Hanging Indentation: You can move the left side of the first line of a paragraph leftward, away from the center which is called hanging indentation. Let us see the procedure to perform hanging indentation. Step (1): Click anywhere on the paragraph you want to indent right and click the Paragraph Dialog Box Launcher available on Home tab. Step (2): Click Before Text spinner to set left indentation and select Hanging Option to move the left side of the first line of a paragraph leftward, away from the center. You can control the movement by setting Indentation Unit. A preview box will give idea no the indentation status.

Changing Line Spacing Following are the simple steps to adjust spacing between two lines of the document. Step (1): Select the paragraph or paragraphs for which you want to define spacing. You can use any of the text selection method to select the paragraph(s). Step (2): Click the Line and Paragraph Spacing Button triangle to display a list of options to adjust space between the lines. You can select any of the option available by simply clicking over it.

Spacing between Paragraphs: You can also set distance between two paragraphs. Following are the simple steps to set this distance. Step (1): Select the paragraph or paragraphs for which you want to define spacing and click the Paragraph Dialog Box Launcher available on Home tab. Step (2): Click Before spinner to increase or decrease the space before the selected paragraph. Similar way click After spinner to increase or decrease the space after the selected paragraph. Finally click OK button to apply the changes.