Getting Started with Microsoft Word 2010 5 Session Version 1.0 © 2011 Aptech Limited

Getting Started with Microsoft Word 2010

5Session

Version 1.0 © 2011 Aptech Limited.


Objectives

At the end of this session, the student will be able to: Explain the user interface in Word 2010Create, edit, save, and open a Word documentDescribe basic text operationsExplain the use of the Navigation PaneExplain different document viewsDescribe the use of Undo/Redo actionsExplain the use of cut/copy/paste function

2Getting Started with Microsoft Word 2010 / Session 5


Is a document and word processing application that enables users to create, edit, and format different types of documents, such as letters, fax cover sheets, reports, and so forth

Enables user to add effects to pictures from within the document and allows multiple authors to collaborate efficiently on a document

Following are some of the features of Microsoft Word:

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Introducing Microsoft Word 2010 [1-4]

Getting Started with Microsoft Word 2010 / Session 5

Feature DescriptionTemplates A Template is a starter document which provides the

design, formatting style, and other placeholder text.

Quick Styles A Quick Style is a combination of formatting settings that has been applied to text.

Tables Tables help to organize text in a grid of rows and columns.


The table lists some of the features of Microsoft Word

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Feature DescriptionGraphics Word provides options to add pictures to document and

create diagrams.Mail Merge It help users to create own customized form letter

wherein each copy is customized for a particular recipient.

Document Security and Review

It enables the user to protect the document against unwanted changes.

Navigation Pane Provides an outline of the document and enable the users to navigate within a document and re-organize it. The Navigation Pane is a newly added feature in Microsoft Word 2010.



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Feature DescriptionSmartArt Provides a large collection of graphic layouts to

communicate complex text information visually.Picture-editing Tools Provides a large collection of picture effects and other

picture-editing tools to format pictures from within the document. Picture-editing tools have been greatly enhanced in Microsoft Word 2010.

Direct Screen Capture

Enables user to capture screenshots from within the document without the need of an external screen capture tool. This feature has been newly added in Microsoft Word 2010.



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Feature DescriptionCustomizable Tabs Enables user to personalize the tabs on the Ribbon

interface. This feature has been newly added in Microsoft Word 2010.

Backstage View Enables users to efficiently manage files and associated settings. This feature has been newly added in Microsoft Word 2010.


To open Microsoft Word 2010, perform the following steps: Click Start > All Programs > Microsoft Office > Microsoft Word 2010

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Starting Microsoft Word 2010


Starting Microsoft Word 2010


Microsoft Word 2010 interface

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Understanding the Microsoft Word 2010 Interface [1-3]


Microsoft Word 2010 Interface


The following are the elements in a Microsoft Word window

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Element DescriptionRibbon It organizes the frequently accessed commands in groups on

a set of contextual tabs.Contextual Tabs Commands displayed on the contextual tabs changes

depending on the task being performed by the user. Occasionally, additional contextual tabs are also displayed.

Quick Access Toolbar

It provides Quick Access buttons to perform frequently repeated commands with a single click.

Document Views

It provides different views to analyze the document in different perspectives.

File Tab It is a non-contextual tab on the Ribbon. It does not change depending on the task being performed by the user. It provides access to the Backstage view.


Several commands on the Ribbon do not contain a label Microsoft Word displays a short description of the command It also displays a keyboard shortcut for the command, if available

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Description and Shortcut of a Command



Is a common feature in all applications of the Microsoft Office 2010 Suite Is an area above the document workspace Provides easy and quick access to commands by organizing them in a set of

tabs File tab provides access to the Backstage view Contextual tabs are divided into groups that represent different command

groups Additional contextual tabs appear as the user works with different objects

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Understanding the Ribbon [1-4]



The table lists the tabs on the Word 2010 Ribbon

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Tab DescriptionHome Provides options for font and paragraph formatting, text styles,

find/replace, and cut/copy/paste functions.Insert Provides options for inserting different objects into the

document, such as tables, images, Clip art, SmartArt graphics, links, header/footer, symbols, and other basic text functions.

Page Layout Provides options for applying themes to the document, changing the page borders and background, adjusting paragraph indentation, and arranging objects that have been inserted in a layered manner.

References Provides options to insert external citations and add references within the document such as table of contents or figures.



The table lists the tabs on the Word 2010 Ribbon.

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Tab DescriptionMailings Provides various option for inserting envelopes and labels to

efficiently format a letter for mass mailing.Review Provides option for proof-reading, spell-checking, and

collaborative editing of the document by multiple reviewers.View Provides option for changing the document views and working

with multiple Word windows.

Add-Ins Provides option for working with different macros and using external applications from within the document.



Groups on some of the tabs contain a ‘dialog box launcher’ icon at the lower-right of the group

Word displays a dialog box to perform functions included in that group, when users click the dialog box launcher icon

For example, the Styles group on the Home tab contains a dialog box launcher icon

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Dialog Box Launcher Icon



Provides options for various actions related to the Word document, such as defining file properties, changing permissions, and managing different versions

Allows user to access the list of recently accessed documents

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Understanding the Backstage View [1-3]



To access the Backstage view, perform the following steps:



Backstage View

Open Microsoft Word 2010

Click the File tab


Provides options for saving/closing the active document, opening an existing document, and opening one of the recent documents

Displays the Info pane when users click the File tab for the first time The following options are available on the Info pane:

Permissions – allows user to make a document as read-only, protect it with a password, restrict editing while working in collaboration with other reviewers, and add a digital signature to it

Prepare for Sharing – provides options for preparing a file before sharing it by editing file properties and checking its compatibility with different versions of Word

Versions – allows user to view different versions of the file that were saved at different times. Users can then compare these versions and make changes as required




Appears on the upper-left corner of Word window Contains shortcuts for most frequently used commands Displays the Save, Undo, and Redo command buttons Customize the Quick Access toolbar to add shortcuts for frequently used

commands


Understanding the Quick Access Toolbar [1-4]


To customize the Quick Access toolbar, perform the following steps: Click the File tab Click Options



Word Options Dialog Box


Click Quick Access Toolbar

Select the required category of commands from the Choose commands from list

Click the required command from the list on the left

Click Add



Customizing the Quick Access Toolbar


Click the command from the list on the right

Click Remove to remove a command button from the Quick Access toolbar

Click OK



Options for Customizing the Quick Access Toolbar


To create a new Word document, perform the following steps:


Creating a Word Document [1-2]

Creating a Word Document

Open Microsoft Word 2010

Click the File tab Click New to display the

Available Templates pane

Click Blank Document Click Create


Users can type required text to fill the document While typing, the characters appear on the right of the vertical insertion

point. This vertical insertion point is called as ‘cursor’ The BACKSPACE and DELETE keys can be used to delete characters whereas

the Spacebar key is used to enter spaces By default, the margins left for a blank document are 1 inch on the left and

right When the user reaches the right boundary while typing, Word automatically

moves the insertion point to the next line. This feature is called Word Wrap Word wrap feature aligns the text in the document within the margin

boundaries


Creating a Word Document [2-2]


After creating and editing a Word document, users save the document for future use

Word provides following two options for saving a document: Save – appends the changes to the same copy of the document Save As – creates a new copy of the document and allows a user to assign a

different name to it


Saving a Word Document [1-4]


To save a Word document, perform the following steps:


Save As Dialog Box


Click the File tab Click Save to save

the changes to the same copy of the document

Click Save As to create a new copy of the document


Browse to the required folder

Type the name of the file in the File name box

Select the required type from the Save as type list

Click Save


Save As Dialog Box



Word 2010 allows a user to save files in the following four XML based formats:

.docx – ordinary document containing no macros .docm – document containing macros or is macro enabled .dotx – template that does not contain macros .dotm – template that can store macros




To close a Word document, perform the following steps: Click the File tab Click Close Click Save to retain the changes Click Don’t Save to discard the changes and close the document Click Cancel to resume editing


Closing a Word Document

Closing a Word Document


To open a existing document, perform the following steps:


Opening an Existing Document [1-2]

Open Dialog Box

Open Microsoft Word Click the File tab Click Open Browse to the

required location Select the required

file Click Open


To open a existing document from recent documents list, perform the following steps:


Opening an Existing Document [2-2]

Opening Recent Documents

Click the File tab Click Recent Click the required file


To select text using the keyboard, perform the following steps: Using the arrow keys, move the cursor at the start of the text Hold down the SHIFT key and using arrow keys perform the selection of the text


Selecting Text [1-3]


To select text using the mouse, perform the following steps:



Selecting Text Using the Mouse

Move the mouse over the required text to select a word or a sentence

Double-click the word to select it

Press the CTRL key and click over the sentence to select a sentence


Move the mouse to the Selection Bar to select one or more lines

Click the Selection Bar next to the line to select one line

Click and drag the mouse pointer along multiple lines to select multiple lines

Double-click the Selection Bar next to the paragraph to select the paragraph



Selecting Text


Enables the user to re-organize and navigate around long documents quickly by using the headings inserted in the document

Useful only when the document has been created with headings Enables user to navigate directly to specific page Allows searching through the document and directly navigating to one of the

searched locations


Navigating a Document using the Navigation Pane [1-6]


To use the Navigation Pane, perform the following steps: Click the View tab



View Tab


Select the Navigation Pane check box from the Show group of the View tab Click the required heading from the Navigation pane Drag and drop the heading in Navigation pane, as required to re-organize the

content using the headings



Navigation Pane


Click button on the Navigation pane to navigate to another page



Pages View in the Navigation Pane


Click button on the Navigation pane to search text in document



Search View in the Navigation Pane


Type the required text in the Search Document box Click the required search result



Searching Using the Navigation Pane


Is a combination of two functions, cut-paste and copy-paste Use cut-paste function to remove some portion of text from one location of

the document and insert it at other location in the same document or to a different document

Use copy-paste function to perform the same operation, but the selected portion of text is retained at the original location and is not removed

Office Suite applications include a Paste Special feature which: Allows user to cut/copy/paste content within a document and across documents

without any formatting Allows user to copy only the content without any formatting

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Using Cut, Copy, and Paste [1-5]



The options for cut, copy, and paste functions are located in the Clipboard group of the Home tab

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Cut, Copy, and Paste Options




To use cut-copy-paste functions, perform the following steps: Select the portion of text to cut or copy Click Cut from the Clipboard group of the Home tab to cut the text Click Copy from the Clipboard group of the Home tab to copy the text Click icon from the Clipboard group of the Home tab to view the text on the

clipboard Click Paste from the Clipboard group of the Home tab



Clipboard Task Pane


To use the Paste Special function to paste the selected text without any formatting, perform the following steps: Select the required portion of text Copy the text Click the Paste drop-down arrow from the Clipboard group of the Home tab Select Paste Special



Paste Options


Select Unformatted Text Click OK



Paste Special Dialog Box


If users make mistakes while editing a document, the actions can be undone with the help of Undo function

If user reverses some actions by mistake, the actions can be redone with the help of Redo function

Undo and Redo functions are located on the Quick Access toolbar

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Undo and Redo Options on Quick Access Toolbar

Performing Undo/Redo Functions


To use Undo/Redo functions, perform the following steps: Click the Undo icon on the Quick Access Toolbar to undo an action Click the Redo icon on the Quick Access Toolbar to redo an action


Microsoft Word 2010 provides different document views for users to work with a document from different viewpoints

Provides following five views of a document: Print Layout Full Screen Reading Web Layout Outline Draft

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Using Document Views



Is the default view of Microsoft Word and shows the document as it will be printed

Allows user to view the edges of the page, headers and footers, and all the text and images as they will be printed

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Print Layout View [1-2]



To switch to Print Layout View, perform the following steps: Click Print Layout from the Document Views group of the View tab


Print Layout View [2-2]

Print Layout View


Facilitates reading the document by displaying it in full screen Does not display the Ribbon interface and any other panes Is typically used, when a user is reviewing some other user’s document Does not allow editing of the document

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Full Screen Reading View [1-3]



To switch to Full Screen Reading View, perform the following steps:



Full Screen Reading View

Click Full Screen Reading from the Document Views group of the View tab

Click the Next Page and Previous Page icons on the toolbar in Full Screen Reading view to move forward and backward in the document while reading


To display one page at a time in the Full Screen Reading view, perform the following steps: Click View Options from the upper-

right corner of window in Full Screen Reading view

Click Show One Page

Click Close to exit the Full Screen Reading view



View Options in Full Screen Reading View


Is useful when the document is to be used as a Web page, e-mail, or blog Does not divide the document into pages and there are no headers and

footers; entire document can be viewed as a ’single page’

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Web Layout View [1-2]



To switch to Web Layout View, perform the following steps: Click Web Layout from the Document Views group of the View tab


Web Layout View [2-2]

Web Layout View


Displays the overall structure of the document by showing headings and sub-headings in levels

Helps in working with different ideas and getting them organized in a hierarchical fashion

Displays an additional Outlining contextual tab Provides different options for organizing the ideas at different levels of

headings

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Outline View [1-2]



To switch to Outline View, perform the following step: Click Outline from the Document Views group of the View tab


Outline View [2-2]

Outline View


Provides a text-only perspective of the document, so that users can concentrate on flow of text content in the document

Excludes all images and headers/footers excluded from display

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Draft View [1-2]



To switch to Draft View, perform the following steps: Click Draft from the Document Views group of the View tab


Draft View [2-2]

Draft View


Microsoft Word 2010 is a word processing application that allows users to create, edit, and format different types of documents, including letters, fax cover sheets, and so forth.

Microsoft Word 2010 provides a customizable Ribbon and the Backstage view. Ribbon is a common part of all applications in Microsoft Office 2010 Suite and

provides easy and efficient access to all the commands by organizing them as a set of contextual tabs.

Quick Access toolbar in Microsoft Word 2010 provides quick access buttons for most commonly used commands.

The Backstage view provides options for various actions related to the Word document file, such as setting the file properties, changing permissions, and managing its different versions.

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Summary [1-2]



Microsoft Word 2010 also allows publishing and sharing of a document on to the Web in different formats.

The Navigation Pane in Microsoft Word 2010 enables the user to re-organize and navigate through a long document based on its headings.

The different document views available in Microsoft Word 2010 are Print, Full Screen Reading, Web Layout, Outline, and Draft.

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Summary [2-2]
