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Basic Microsoft Word

Compiled by Lisa Collingwood Durbin

Table of Contents
Chapter 1 .......................................................................................................................................... 1 Word Fundamentals ....................................................................................................................... 1 Section 1Getting to Know Word............................................................................................. 1 About Word ............................................................................................................................. 1 The Word Screen .....................................................................................................................2 Word Window Elements ........................................................................................................ 3 Section 2Onscreen Tools ....................................................................................................... 4 The Ribbon ............................................................................................................................. 4 The Mini Toolbar .................................................................................................................... 4 The Quick Access Toolbar (QAT) ........................................................................................... 5 Key Tips................................................................................................................................... 6 File MenuThe Backstage View........................................................................................... 6 Status Bar ............................................................................................................................... 7 The Help Button ..................................................................................................................... 8 Section 3Working with Word Documents ............................................................................ 9 Open an Existing Document .................................................................................................. 9 Document Views ................................................................................................................... 10 Non-Printing Characters ....................................................................................................... 10 Other Show/Hide Commands ................................................................................................11 Zoom ...................................................................................................................................... 12 Window Views ....................................................................................................................... 13 Navigating a Document ........................................................................................................ 14 Enter Text in a Document ..................................................................................................... 15 Select Text ............................................................................................................................. 15 Insert and Delete Text .......................................................................................................... 16 Save Documents ................................................................................................................... 16 Print Preview ......................................................................................................................... 18 Print ....................................................................................................................................... 18

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Close a Document ................................................................................................................. 19 Create New Document ........................................................................................................ 20 Wrap Text and Correct Spelling ........................................................................................... 21 Chapter 2 .......................................................................................................................................27 Additional Appearance Features .................................................................................................27 Section 1Changing a Documents General Appearance ..................................................... 28 Format Using Quick Styles................................................................................................... 28 Format Using Document Themes ....................................................................................... 28 Section 2Formatting Characters (Text) .............................................................................. 30 Format Text .......................................................................................................................... 30 Working with the Font Face ................................................................................................ 30 Section 3Formatting Paragraphs .........................................................................................37 Paragraph Formatting Tools ................................................................................................37 Section 3Working with Tabs................................................................................................ 45 Types of Tabs ....................................................................................................................... 45 Final Tab Thoughts ............................................................................................................... 46 Section 4Page Formatting ..................................................................................................... 47 Page Borders and Page Colors ............................................................................................ 47 Watermarks .......................................................................................................................... 48 Headers and Footers ........................................................................................................... 49 Page Numbers ...................................................................................................................... 50 Section 5Page Layout ...........................................................................................................52 Margins ..................................................................................................................................52 Page Orientation .................................................................................................................. 53 Paper Size ............................................................................................................................. 53 Chapter 3 .......................................................................................................................................57 Working with Tables .....................................................................................................................57 Section 1Creating Tables ...................................................................................................... 58 Table Tools ........................................................................................................................... 58

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Parts of a Table .................................................................................................................... 59 Insert a Table by Dragging .................................................................................................. 59 Use the Insert Table Dialog Box .......................................................................................... 59 Draw a Table......................................................................................................................... 60 Insert a Quick Table .............................................................................................................. 61 Navigating a Table ................................................................................................................ 61 Section 2Modifying Tables .................................................................................................. 62 Quick Styles .......................................................................................................................... 62 Turning Table Style Options On or Off ............................................................................... 63 Change Column Width and Row Height ............................................................................. 63 Insert and Delete Columns and Rows................................................................................. 64 Move a Row or Column ....................................................................................................... 64 Positioning a Table on a PageHorizontal Alignment ..................................................... 65 Move a Table ........................................................................................................................ 65 Creating a Header Row ........................................................................................................ 66 Sorting Table Contents ........................................................................................................ 66 Merge and Split Table Cells ................................................................................................. 67 Section 3Format Tables ....................................................................................................... 69 Align Data ............................................................................................................................. 69 Apply Border to Table Cells ................................................................................................. 70 Add Shading to Table Cells ................................................................................................... 71 Chapter 4 .......................................................................................................................................73 Working with Objects in a Word Document................................................................................73 Section 1Pictures .................................................................................................................. 74 Pictures ................................................................................................................................. 74 Insert Pictures ...................................................................................................................... 74 Format Pictures .....................................................................................................................75 Picture Tools Tab...................................................................................................................75 Picture Styles ........................................................................................................................ 78

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Convert to a Picture to a SmartArt Graphic ....................................................................... 79 Additional Corrections ......................................................................................................... 80 Wrapping Text Around a Picture ......................................................................................... 81 Section 2Shapes, WordArt, and SmartArt .......................................................................... 83 Shapes .................................................................................................................................. 83 Word Art ............................................................................................................................... 84 SmartArt ............................................................................................................................... 85 Section 3Clip Art ................................................................................................................... 87 Section 5Advanced Formatting with Objects .................................................................... 88 Layer and Group Graphics ................................................................................................... 88 Section 6Enhancing Text ..................................................................................................... 89 Text Boxes ............................................................................................................................ 89 Drop Caps .............................................................................................................................. 91 Pull Quote .............................................................................................................................. 91 Chapter 5 ...................................................................................................................................... 93 Additional Basic Features ............................................................................................................ 93 Section 1Marking Documents ............................................................................................. 94 Insert, View, and Edit Comments ........................................................................................ 94 Track Changes in a Document ............................................................................................. 96 Section 2Working with Hyperlinks ...................................................................................... 97 Chapter 6 .....................................................................................................................................100 Final Basic Word Concepts .........................................................................................................100 Section 1Envelopes and Labels .......................................................................................... 101 Print an Envelope ................................................................................................................ 101 Print Labels .......................................................................................................................... 102 Section 2Working with Templates .....................................................................................104 Template Options in Backstage ......................................................................................... 104 Working with Templates .................................................................................................... 105

Chapter 1

Word Fundamentals

Section 1Getting to Know Word

About Word Word processing application within the Microsoft Office 2010 Suite Enable you to create letters, memos, and other text-based documents Features allow you to perfect and enhance your document and share it among workgroups. To Start Word Double-click the Word icon on your desktop, or Use the Windows button ( ): 1. Click the button. 2. Select All Programs. 3. Locate and click the folder for Microsoft Office. 4. Double-Click Microsoft Word. To Explore the Word Window After launching, a new blank page appears in the Word windowready to enter text. The Word 2010 window is designed an interface for easy use

The Word Screen


Quick Access Toolbar File Menu Document Title Help

Ribbon View Ruler Tabs Groups Ruler

Blank Document Scrollbar

View Buttons Status Bar

Zoom Slider

Word Window Elements Window Element Document window Explanation Displays a blank page where you can insert text, graphics, tables, or anything else to create your document. Blinking line that displays to indicate where text will be inserted as you type As you move your mouse, a corresponding movement of the pointer shows on-screen. Pointer changes shape based upon task you are performing. Allows you to move the page to view different parts of a document. Displays information about the document; contains View buttons and Zoom control buttons. Allows you to change the view of your document. Allows you to get a close-up view or your document, see more of a page at a reduced size, or view multiple pages.

Insertion point Mouse pointer

Scroll bars, scroll arrows Status bar View buttons Zoom slider

Section 2Onscreen Tools

The Ribbon

Tabs

Dialog Box Launcher Group of Commands

The ribbon is divided into eight tabs or areas of activities. Each tab contains groups of related commands. The ribbon is contextualoffers commands related to the type of document or object you are working with. Most groups have a dialog box launchersmall arrow in the lower right corner of the group which opens the related dialog box. A dialog box displays additional options or information to help execute a command. A command is a button that is clicked or a box where information is entered to give Word direction. Some commands have arrows which access a drop-down menu.

The Mini Toolbar This is a small toolbar with popular commands. This toolbar appears when you point to selected text.

The image is very faint until you point to a command, then it brightens when it becomes active. The Shortcut Menu displays a list of useful command which appears when you click the right mouse button.

The Quick Access Toolbar (QAT) Contains the commands that you use most often: Save, Undo, Redo, and Print.

The QAT can be customized easily.

To Customize 1. Click the arrow at the end of the QAT 2. Click an item without a checkmark to add the item to your QAT.

Key Tips When you press the ALT key, small letters and numbers appearkey tips Badgessmall square labels used to identify the key tip. To execute a command using a key tip press the key tip or the sequence of key tips that correspond with the command.

File MenuThe Backstage View Finally, the File menu is back! A menu of commands you will use for almost every file. Located in the upper left corner of the screen.

It also lists recently used documents.

Recent Activity

Common Document Commands

Status Bar Important information concerning the status of the document is displayed here. Right-click the status bar to display the menu to customize.

The Help Button If you have questions about Microsoft Word, you can choose to use the help topics installed with your software or with an Internet connect, you can access the information available online. To Access Click the Microsoft Office Word Help button.

Section 3Working with Word Documents

Open an Existing Document In Word, it is simple to open a Word document which was previously created. To Open Use the File Button. Or the keyboard shortcut. CTRL + O

The Open dialog box has options for how to open the document: o Open as a copy, o Leave the original intact, or o Open the document as a read-only.

Document Views Word has five main ways to view documents in Word. Use the status bar to switch views, or

Use the View tab.

Document Views in Word View Print Layout Description Most common Displays the document as it will look when printed. Enables use of the ribbon to create and edit the document. Made for reading document on screen. There are many options for customizing this view. Shows how the document would look as a Web page. Displays the document as an outline and shows an outline tab with commands for creating and editing outlines. Displays the document as a draft. Many document elements do not appear (headers, footers, graphics).

Full Screen Web Layout Outline Draft

Non-Printing Characters Also called Show/Hide Codes. As you create new documents, Word inserts nonprinting codes. As indicated by the name, even if they are displayed at the time of printing, the codes will not appear on the printed page.

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You can choose to display these codes at any time. o Tab key: o Enter Key: o Spacebar: Useful when editing. To Access Non-Printing Characters On the Home tab, in the Paragraph group, click the Show/Hide button. It is a toggle button, so clicking it once will activate the feature while clicking again will deactivate it. An Example

Other Show/Hide Commands There is a command group located on the View tab which allows you to show or hide various features of the Word screen. Rulermeasuring tool to help align text Gridlinesprovides a grid of vertical and horizontal lines to help align graphics or other objects.

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Navigation Pane appears to the left and allows you to navigate a long document easily. o Document Mapshows an outline of the documents headings (if you have not set headings, nothing will show). o Thumbnailsdisplay a small picture of a page.
Show/Hide Tools

Ruler

Navigation Pane

Gridlines

Zoom The Zoom Slider at the bottom can also be used.

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The Zoom group of commands lets you zoom in to get a closer view of a page or to zoom out to see more of the document at a smaller size. o The Page Width button expands the documents to the width of the window. o The Zoom button launches the Zoom dialog box with more options for zooming in and out. o The Zoom To section it is possible to choose a specify amount to zoom. o To access the Zoom group go to the View tab.

The Zoom Dialog Box

Window Views Documents can be viewed a variety of ways using the Window group of commands found on the View tab.

o The New Window will open a new window. o The Arrange All button will place two or more windows on the screen at the same time. o The Split command divides one document into two windows that scroll independently. o The Side-by-Side button allows viewing two documents next to each other and set the Synchronous Scrolling so they move together.

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o The Switch Windows button allows a change in the active window.

Open Windows

Navigating a Document Easiest way to move the insertion point around a document is to place the insertion point where you want it and clickclick and type. In long documents, may need to move more quickly.

The Mouse Scrollbars appear on the right and/or bottom of the document window to allow quick movement through the document. Click the Scroll Button to move up or down the document one line at a time. Click and drag the Scroll Box to move more quickly. The Previous Page and the Next Page will move through the document one page at a time. Scroll The Select Browse Object gives quick button access to various parts of a document.

Scroll box Next page

Select Browse Object

Previous page

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The Keyboard Certain keys or combinations of keys can be used to navigate through a Word document. Shortcut Key Left Arrow Right Arrow Up Arrow Down Arrow END HOME Page Up Page Down CONTROL + Page Down CONTROL + Page Up CONTROL + Home CONTROL + End To Move One character to the left One character to the right Up one line Down one line End of a line Beginning of a line Up one screen Down one screen Down one page Up one page To beginning of document To end of document

Enter Text in a Document When you move the mouse in the text area of a document, it is shaped like an I-beam. Position the I-beam where you want to key text and click Now it becomes an insertion point. When you key text Word automatically uses WordWrap.

Select Text Before you can edit text or data (format, delete, move, copy) you must first select it. Selecting means you highlight a character, word, block of text or data. When you select text, the Mini toolbar appears, quickly giving you access to formatting options.

To Select Text

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To Select A word A sentence A paragraph Entire document

Action Double-click the word Press and hold CTRL as you click in the sentence triple-click anywhere in the paragraph Triple-click in the left margin or Click the Home tab, in the Editing Group, click the Select button, choose Select All or CTRL + A

Can also use multi-selection to select multiple pieces of non-contiguous textpress and hold the CTRL key as additional selections are made.

Insert and Delete Text May need to make changes to your document. Most frequent changes, inserting or deleting text. Deleting Text Delete key Backspace key CTRL + X Keyboard shortcut:

Save Documents To Save To save a document, use one of the following methods: o Save on the File menu, o Save button on the QAT, or o Keyboard Shortcut: CTRL + S

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To Save As When saving a file for the first time, the Save As dialog box will appear. Can also use the Save As dialog box to specify a new name or storage location for and existing document. o Save As on the File menu o Keyboard shortcut: F12

REMEMBER: SAVE EARLY!!!! SAVE OFTEN!!!!

The Save As Dialog Box


Create a new folder

List of locations

Save with a different file name

Save with a different file format

File Format Varieties The format chosen enables different programs to open the document. Web page PDF Plain text

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Earlier version of Word

Print Preview Allows you to see how a document will look on the page before you print. Shown in reduced size. When you choose to print, you are directed immediately to a preview of your document. Window has its own tab groups and buttons. CTRL + P Access through the File menu or through the keyboard shortcut:
The Preview

Print To Quick Print You can quickly print a document using the QAT and selecting the Quick Print button. o Quick Printsends the document directly to the printer

To Print

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Can also display a print dialog box with printing options. o Print on the File menu o Keyboard shortcut: CTRL + P
Printing Options

Print Option Print range

Explanation Click ALL to print the entire document Click Current Page to print the page containing the insertion point Click Pages to enter the page numbers you would like to print Click Selection to print a portion of a document To print a single copy or multiple copies of a document, enter the number you want in the Number of copies text box To print all pages or just odd- or even-numbered pages, click the Print list arrow and choose an option To specify how you want the document collated, select or deselect the Collate check box

Copies Print Collate

Close a Document Click the Close button on the Microsoft Word window; will also close the application Can use the File menu as well Important to save your file before closing so no work is lost.

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For the first time, the Office Suite has a feature to automatically recover unsaved documents On the Recent section of the Backstage View The Versions feature.

Create New Document A new blank page is displayed when you open Word. Word assigns Document1 as the document name until you name it during the saving process. The documents name is displayed on the title bar. To Create Use the File Button, or

Use the keyboard shortcut:

CTRL + N

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Wrap Text and Correct Spelling As text is keyed, you will notice Word performs several tasks automatically. Word does the following tasks by default: o o o o Wraps text from the end of one line to the beginning of the next line. Alerts you to spelling and grammatical errors. Corrects Common misspellings (teh = the, adn = and). Suggests the completed word when the current date, day, or month is typed.

The Proofing Errors icon displays in the status bar. Error-free Errors--

Misspellings Word indicates certain mistakes directly in the document. Red wavy lines = spelling error Green wavy lines = grammatical error

To Correct Option 1 1. Right-click the marked word. 2. From the shortcut menu select one of the following: a. The correct revision, b. Ignore the mistake, or c. Add the item to the dictionary (for spelling). Option 2

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1. On the Review tab, in the Proofing group, click the Spelling & Grammar button. (The Spelling & Grammar dialog box will open.) 2. In the Spelling & Grammar dialog box, Word will highlight each error separately, then there are several options: a. Ignore the Rule either once or each time it appears in the document, b. To accept one of the suggestions, or c. To add to the dictionary (if a spelling error).

AutoComplete When certain text is entered, such as the current date, days, or months, Word will offer a suggestion for completion. It appears as a small box above the text. When the box appears, there are two options: o Press ENTER to accept the suggestion, or o Continue typing to reject the suggestion.

AutoCorrect This feature corrects commonly misspelled words or common errors as they are typed. When Word has used AutoCorrect the follow icon will appear with a an arrow for a drop-down menu:

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Options Correct two initial capitals Capitalize first letter of a sentence Capitalize first letter of table cells Capitalize names of days Correct accidental usage of cAPS lOCK Replace text as you type

Description Corrects words keyed accidentally with two initial capital letters, such as WOrd. Corrects any work at the beginning of a sentence that is not keyed with a capital letter. Corrects any word at the beginning of a table cell that is not keyed with a capital letter. Corrects a day spelled without an initial capital letter. If the CAP LOCK is accidentally pressed the text appears reversed (tODAY). The word will be corrected and CAP LOCK will be turned off. Makes all corrections automatically.

To View AutoCorrect Options 1. 2. 3. 4. Click File. In the Back Stage View, click the Options button. Click to access the Proofing tab. On the Proofing tab, click the button for AutoCorrect Options. (The AutoCorrect dialog box will open.)

The AutoCorrect Dialog Box

Checkmarks indicate items to be automatically corrected

If typed this way . . .

It is corrected this way.

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To Adjust AutoCorrections

Remove checkmarks to stop the correction

Type the way the misspelled word should be spelled Type a commonly misspelled word here

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Chapter 2

Additional Appearance Features

Section 1Changing a Documents General Appearance

Format Using Quick Styles Quick Stylespredefined formats you can apply to your document to instantly change the look of your document.

Format Using Document Themes Document theme set of predefined formatting options that include colors, fonts, and effects. Found on the Layout tab. Can make selections for Themes, Colors, Fonts, and Effects by clicking the corresponding arrow. Individual elements of a document can be changed by using the Theme Colors, Theme Fonts, and Theme Fonts buttons. Theme colors contain four text and background colors, six accent colors, and two hyperlink colors. Theme fonts contain a heading font and a body text font. Theme effects are sets of lines and fill effect.

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If you make any changes to the colors, fonts, or effects of the current theme, it can be saved as a new theme. Document themes are the same throughout the entire Office Suite, so all documents can share the same look.

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Section 2Formatting Characters (Text)

Format Text Change the appearance of a paragraphs or characters including letters, numbers, and symbols. Emphasize individual letters, words, a block of text Improve readability of text Formatting includes text alignments, line and paragraph spacing, fonts, font styles, font colors, case, highlighting, character spacing. Can apply formatting either before or after entering text How Formatting buttons on the ribbon The Mini toolbar Word 2010 shows a live preview of how most formatting changes will lookonly when option is selected from the Ribbon.

Working with the Font Face

The Font Group

Button

Description Font (w/drop-down arrow for more choices) Font Size (w/drop-down arrow for more choices) Shrink/Grow Font Clear Formatting

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Bold Italics Underline (w/drop-down arrow for more choices) Strikethrough Subscript Superscript Change Case (w/drop-down arrow for more choices) Text Highlight Color Font Color Change Fonts and Font Sizes Characterany single letter, number, symbol, or punctuation mark. Fontset of characters that have the same design. Point Sizeheight of the characters. One point = 1/72 of an inch.

Font Faces Font Face Each font has a name Each font is intended to convey a specific feeling Three types of font faces Serif Lines, curves, edges Times New Roman Sans serif Straight-edged Impact Script Looks like handwriting

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Script MT Bold

There are several ways to change the face or the size of the font: The Font group on the Home tab,

Font Face Options

Font Size Options

The Mini Toolbar (pops up when text is selected), or The Grow/Shrink Font button in the Font group.

Apply Special Character Attributes In addition to font and font size, you can also change the appearance of characters to give them special emphasis.
Underline Options

Font Dialog Box Word offers other effects to apply to characters:

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SMALL CAPS ALL CAPS Strikethrough Double strikethrough Shadow

Glow and Soft Edges Subscript Superscript HiddenHides text in the document

To Change Text Effects Click the dialog box launcher in the Font group on the Home Tab, or Use the keyboard shortcut: CTRL +D

Font Effects

Change the Case of Text


Additional Font The Change Case Menu in the Font group provides five options: Effects

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Options Sentence Case Lower Case Upper Case Title Case Toggle Case To Change the Case of Text

Descriptions Capitalizes the first word in each sentence. changes all letter to lowercase. CHANGES ALL CHARACTERS TO UPPERCASE. Capitalizes The First Character Of Each Word. cHANGES EACH CHARACTER TO ITS OPPOSITE CASE.

1. Select the word/words. 2. Used one of the following methods: a. On the Home tab, in the Font group, click the drop-down list for the Change Case button, and select a case, or b. Use the keyboard shortcut: (each time the shortcut is enter the text cycles through changing case.

Highlight Text Text will look like it has been marked with a highlighter. To Highlight Text 1. Click the Text Highlight button. 2. Select a color. 3. Drag the highlighter across the text to highlight.

Copying and Removing Formatting

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The Format Painter Feature allows you to copy formattingfont face, style, and sizefrom one block of text to another. To Use 1. 2. 1. 2. Select the text with desired formatting Click the Format Painter buttoncursor should now be a paint brush Paint the new text Use Esc or click the Format Painter button again to stop.

Clear Formatting When formatting document, sometimes you need to try a few different options before you get the desired appearance. Use the Clear Formatting button on the Home tab to be sure ALL the formatting is removed.

Formatting with Styles The Styles window list the same Quick Styles as are displayed in the Styles Gallery. A paragraph mark ( ) to the right of the style denotes a style created for paragraphs. o When selected, the formats are applied to all the text in the paragraph. A lowercase a ( a ) to the right of the style denotes a style created and applied to individual characters. Sometimes a style can be used for either a paragraph or characters and are indicate with both symbols (a). When you point to a style in the list, a screen tip displays the styles properties.

{Paragraph
Style

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Section 3Formatting Paragraphs

Paragraph Formatting Tools To format paragraphs, place the cursor anywhere within the paragraph. Word will apply the selected formatting to the entire paragraph. Tools for working with paragraphs can be found in tow locations: o The Home Tab in the Paragraph Group, or

o The Format Paragraph dialog box.

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Button

Description Bullets (w/drop-down arrow for more choices) Numbering (w/drop-down arrow for more choices) Mulitlevel ListOutline (w/drop-down arrow for more choices) Decrease Indent Increase Indent Sort Show/Hide Align Text Left Center Align Text Right Justify Line and Paragraph Spacing ( w/drop-down arrow for more choices) Shading (w/drop-down arrow for more choices) Border ( w/drop-down arrow for more choices)

Indent Text Indent feature allows you to set a temporary left, right, or left and right margin for paragraph text First-line indentindents each new paragraph at the indented setting Hanging indentindents all lines in a paragraph except the first To Indent Can use the Increase Indent or Decrease Indent buttons. Can also use the Paragraph dialog box by click the corner box in the Paragraph group.

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Horizontal Text Alignments Align to the left (the default), right, and center. Text is aligned between existing margins. You can justify textlines even at the left and right margin. To Set Horizontal Alignment With the cursor in the desired paragraph: Use the alignment tools in the Paragraph group on the Home tab, or

Use the keyboard shortcuts:

CTRL + LLeft CTRL + RRight CTRL + ECenter CTRL + JJustify

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Vertical Text Alignments bottom margins or between the top and bottom edges of the paper Useful for a cover page. Use the Page Layout tab.

To Adjust Vertical Alignment 1. Place the cursor in the desired paragraph. 2. On the Page Layout tab, in the Page Setup group, click the dialog box launcher. (The Page Setup dialog box will open.) 3. Click to access the Layout tab. 4. In the Page section, adjust the Vertical Alignment. 5. Click OK.

Line Spacing Line spacing Amount of space between lines of text. Default in Word 2010= 1.15 lines. Line spacing options:

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Singledefault option; accommodates the largest font in the line, plus a little extra space. 1.5one and one half times the amount of space as single. Doubletwice as much as single. At Leastsets the spacing at the minimum amount of space needed to fit the largest font in the line. Exactlysets the spacing at a fixed amount that Word does not adjust. Multiplesets the spacing at an amount that is increased or decreased from single space by a designated percentage.

To Set Line Spacing There are multiple methods for adjusting the line spacing of a document. Use the Home tab,

Use the keyboard shortcuts,

CTRL +1--Single CTRL + 2 Double CTRL + 51.5

The Paragraph dialog box, o Access by clicking the dialog box launcher in the Paragraph group on the Home tab.

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Paragraph Spacing Amount of space above or below a paragraph Measured in points Default O points before 10 points after Use the Paragraph dialog box to change (by clicking the dialog box launcher in the Paragraph group on the Home tab).

Create Numbered or Bulleted Lists Lists allow you to summarize information in an organized way Numbered list to sequence information, or Bulleted list to emphasize points. To Create Create using the Home Ribbon. o Can type the text then click the button, or o Can click the button then type the text.

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o Can use the arrow beside each of the buttons for additional options for either list type. Can also create the following way: o Type an * and then SPACEBAR or TAB for a bulleted list. o Type 1. and press the SPACEBAR or TAB for a numbered list.

Shade Paragraph Colors the background behind the selected text or paragraph. To Shade 1. Place cursor in the paragraph, or select if multiple paragraph are desired. 2. On the Home tab, in the Paragraph group, click the arrow to the right of the Shading button. 3. Select a color.

Place Borders around Paragraphs Borders can add interest and emphasis to paragraphs. Can be formatted in a variety of styles, colors, and widths. To Place 1. Place cursor in desired paragraph, or select if multiple paragraph are desired.

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2. Using either the Borders button in the Paragraph group on the Home tab or the same option on the Mini Toolbar. 3. Select a line style.

Character Spacing Word sets a default for the amount of space left between letters and words. You can adjust the spacing by using the character spacing feature. Expanded or condensedevenly alters spacing between all selected letters by the same amount Scalechanges the shapes of characters by percentages Kernfit letters closer together, refine letter spacing To Adjust 1. 2. 3. 4. 5. Select word/words. In the Font group, on the Home tab, click the dialog box launcher. Access the Character tab. Make the appropriate adjustments. Click OK.

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Section 3Working with Tabs


What is a Tab? Stopping points for the insertion point when the TAB key is pressed. By defaulttab stops are left aligned and set every inchindicated by marks on the rulertick marks.
Tab type selector

Tab MarkersTick

Types of Tabs Tab Type Left Tab Center Tab Right Tab Decimal Tab Bar Tab Explanation Aligns text left at the tab stop (moves text right of the tab as you enter text) Centers text at the tab stop Aligns text right at the tab stop (moves text left of the tab as you enter text) Aligns text at the decimal point (moves text left before the decimal point, then right after the decimal point) Does not align text, but adds a vertical line to selected paragraph to further define tabular columns

To Set 1. Click the Tab type selector until it displays the type of tab stop you wish to create 2. Click the ruler at the position where you want a custom tab (default tabs are gone) 3. Press TAB. Can change the distance between settings Can create Custom Tabssettings that affect the way text behaves once typing Represented by on the tab type selector by a different indicator.

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What is a Tab with Leaders?

Leader series of dotted/dashed/solid lines Connects one column to anotherkeeps eyes focused. To Set a Custom Tab 1. Click the Paragraph dialog box launcher on the Home tab in the Paragraph group. (The Paragraph dialog box will open.) 2. Click the Tab option at the bottom of the box. (The Tab dialog box will open.) 3. In the Tab dialog box, type in a numeric location (on the ruler) for the first tab. 4. Indicate desired alignment. 5. Indicate a leader style if desired. 6. Click Set. 7. To finish: a. Click OK to close the dialog box and return to the document, or b. Continue to enter addition custom tabs.

Enter Location for Tab

Final Tab Thoughts To delete a tabdrag the tab marker off the ruler To move a tab drag the tab marker left or right on the ruler Tab setting become part of the paragraph formatting.

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Section 4Page Formatting

Page Borders and Page Colors Add a final touch to your document Border around a page Apply a background color Word provides numerous page border stylesincluding art borders. Use the Page Layout tab. To Set Page Border 1. Place cursor on desired page. 2. On the Layout tab, in the Page Background group, click Page Borders. 3. Make the desired choices: a. Settingoverall appearance of the border. b. Styletype of line(s) to be used. c. Color d. Widthhow wide the border will be. e. Artspecial graphic options for the border. f. Apply toindicated if the border applies to the entire document or just a particular section. (As choices are made, the Preview will reflect the choices.) 4. Click OK.

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To Set Page Color CAUTION: It is important to use colored backgrounds in moderation and to use colors which complement the text without interference. 1. With the desired document open, click the Page Layout tab. 2. In the Page Background group, click the Page Color menu. 3. Select a color.

Watermarks What is a Watermark? Text or pictures that appears behind document text Appears on every printed page Can create a picture watermark or a text watermark, but you cannot include both on the same page Use the Page Layout ribbon tab. Page Background group. To Insert a Watermark 1. With the desired document open, on the Page Layout tab, in the Page Background group, click the Watermark button. 2. From the drop-down list, either select a preformatted watermark or click Custom Watermark.

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If creating a custom watermark, complete the following steps: If you want a picture watermark, click the option and follow the steps to locate the picture. If you want a text watermark, click that option, enter the text, and make the choices for the font.

Headers and Footers HeaderIdentical text that appears at the top of every page or specified pages Footeridentical text that appears at the bottom of every page or specified pages May contain any of the following: Document title, filename, the page number, the current date or time, any other text/graphic/symbol Can be formatted like other text. When you insert a header or footer, Word provides design tools to help you. To view headers and footers on the screen, you must be in the Print Layout view REMEMBER: While working in the header/footer area, the document will be grayed out; therefore, while working within the document, the header/footer area will be grayed out. To Insert Headers/Footers 1. With the desired document open, click the Insert tab. 2. On the Insert tab, in the Header and Footer group, click either Header or Footer. 3. From the drop-down menu, select the type of header or footer to be place in the document. 4. When you return to the document, the header or footer area will be active. 5. Not the placeholders can be replaced: a. Type own text remember what you type on one page will appear on each page of the

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document. b. Use the contextual Header & Footers Tools ribbon to insert any item(s).

Page Numbers Often necessary to number pages of multiple-page documents. o Helps reader and o Helps with referencing. To Insert Can insert page numbers using the Header & Footer option, as discussed earlier, or Use the Insert tab in the Header and Footer group.

1. On the Insert tab, in the Headers & Footers group, click the Page Numbers button. 2. Select a location (on the page) for the number. 3. From the side menu, select a style of numbering.

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NOTE: If you simply type a page number in either a header or footer, the same number will appear on each page of the document. (i.e. A 10-page document could have ten page ones.)

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Section 5Page Layout

Margins Blank space around the edge of a page. Predefined margin settings are available or custom margins can be created. Access the Page Layout tab in the Page Setup group. To Set Margins 1. On the Page Layout tab, in the Page Setup group, click Margins. 2. Select the desired option from the drop-down list. To Set Custom Margins 1. On the Page Layout tab, in the Page Setup group, click Margins. 2. On the Margins drop-down list, select Custom Margins. (The Page Setup dialog box will open.) 3. In the Margins section, enter the margins for any or all of the categories (top, bottom, left, right). 4. Unless you are creating a booklet, do not adjust the Gutter options. 5. Click OK.

Or The margins can be adjusted by dragging the ruler, where the blue (margin) and white (document) meet.

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Page Orientation Layout of a document Portrait orientationtaller than it is wide Landscape orientationwider than it is tall

To Change Use the Orientation button in the Page Setup dialog box on the Page Layout Ribbon, or

Use the Print Preview window.

Paper Size To create document of all kinds and sizes For invitations, postcards, legal documents, or reports, you can choose the paper size.

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To Change Use the Size button in the Page Setup dialog box on the Page Layout Ribbon, or

Use the Print Preview window.

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Chapter 3

Working with Tables

Section 1Creating Tables


What is a Table? A table is an arrangement of data make up of horizontal rows and vertical columns. Ideal for organizing information in an orderly manner. o Calendars, invoices, contact lists, etc. Word provides several options for creating table. Once a table has been created and has been selected, the Ribbon with display the Table Tools Design and Layout tabs to easily modify the table.

Employee Rick Sydnee Kathryn

Payroll Wage Hours Worked 25.00 25.00 28.00 50 20 40

Pay

Table Tools

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Parts of a Table Rowsrun horizontally Columnsrun vertically Cellsrectangles that are formed when rows and columns intersect. Gridlineslight gray lines that define the structure of the table.

Insert a Table by Dragging This method creates a table by dragging the mouse pointer to specify the number of rows and columns. This method allows the creation of a new empty table with up to eight rows and ten columns.

To Insert by Dragging 1. On the Insert tab, in the Tables group, click the Table button. (The Insert Table menu appears.)

Select rows and columns with mouse Table Menu

2. Drag the cursor across the Insert Table grid to indicate the number of rows and columns desired. (The table will be inserted.)

Use the Insert Table Dialog Box Allows you to create large tables; can specify up to 63 columns and thousands of rows.

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To Insert 1. On the Insert tab, in the Tables group, click the Table button. 2. Select Insert Table from the menu. (The Insert Table dialog box appears.)

3. In the Insert Table dialog box, complete the following: a. Enter the number of columns. b. Enter the number of rows. 4. Click OK.

Draw a Table Allows for the creation of complex tables. Allows you draw a table as you would with a pencil and piece of paper.

To Create 1. On the Insert tab, in the Tables group, click the Table button. 2. Select Draw Table from the menu. (The pointer will become a pencil tool.) 3. Begin drawing the table. a. Drag the mouse to form a rectangle for the table outline.

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b. Continue dragging mouse to form any other necessary line. 4. Press the ESC key when finished drawing the table.

Insert a Quick Table What are Quick Tables? Built-in preformatted tables to insert and use in documents. Word provides a variety of Quick Tables.

To Insert 1. On the Insert tab, in the Table group, click the table button. 2. Select Quick Tables from the menu. (A gallery will appear as a side menu.) 3. Click the desired table.

Quick Tables Menu

Navigating a Table Insertion point moves within a table in the same way it moves within a document Use mouse to click to appropriate cell Use TAB to move to the next cell Pressing TAB when the cursor is in the last cell in the last row adds a new row ENTER expands the cell downward.

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Section 2Modifying Tables


After a table is created, there are many ways to modify the table: 1. 2. 3. 4. 5. 6. 7. Resize or move columns, Insert columns and rows, Change the alignment or direction of its text, Organize data by sorting, Convert text and tables, Merge and split table cells, or Work with the tables properties.

Quick Styles Make it easy to quickly change the tables formatting. Styles can be applied to tables in much the same way you learned to apply style to text previously.

To Apply 1. Position the inserting point in the table. 2. On the Design tab, in the Table Styles group, click the More button to see a gallery of all the Quick Styles available. 3. Scroll through the list. Notice as the cursor hovers, the table shows a live preview.

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Turning Table Style Options On or Off Table Style Options enable you to change the appearance of the Quick Styles. The Options are linked to the selected Table Style, and will apply globally throughout the table. The options are as follows: o Header Row: Formats the top row of a table o Total Row: Formats the last row, usually contains column totals o Banded Rows: Formats even rows differently that odd rows o First Column: Formats the first column of the table o Last Column: Formats the last column of the table o Banded Columns: Formats even columns differently than odd columns

Change Column Width and Row Height Word offers a variety of ways to resize rows or columns.
Enter exact measurements

Drag to Adjust

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Insert and Delete Columns and Rows When you insert columns, all existing columns will become smaller to allow the newly inserted column to fit in. When you delete a column or a row, its content is also deleted. To Insert or Delete 1. Select the desired row or column or position the cursor in the desired row or column. 2. Use one of the following two methods: a. On the Table Tools Layout tab, in the Rows and Columns group, click the appropriate button, or b. Right-click and choose from the shortcut menu.

Move a Row or Column When working with tables, it is important to know how to rearrange columns and rows to better display data. By select the entire column or row, drag and drop can be used to move it to its new location. The mouse pointer will resemble an empty rectangle while moving. Another method: 1. Select a row or column. 2. Using any method, cut the row or column from the table. 3. Choose a new location. 4. Right-click. 5. Use Paste Special to paste the cut column/row as a new column/row.

New to 2010

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Positioning a Table on a PageHorizontal Alignment When you change column width or delete a column, Word keeps the same left margin. Table is no longer centered across the page You can align the table with the Properties button on the Table Tools Layout tab, which opens the Table Properties dialog box.

Table Alignment Tools

Table Wrapping Tools

Move a Table This feature is used to relocate the table to another part of the document. To Move 1. Click in the table. 2. When the Move Handle appears, click on the handle and drag the table its new location.

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Creating a Header Row A Header Row is the first row of the table that is formatted differently and should be repeated for tables that extend beyond one page. When specified, the row is distinguished from the entire table. Column heading are usually placed in the header row.

To Create 1. Place the insertion point on the first row of the table. 2. If necessary, on the Layout tab, in the Rows & Columns group, click Insert Above. (A new blank row is inserted.) 3. On the Design tab, in the Table Style Options group, click the Header Row check box to apply a distinctive format to the header row. 4. Key heading in each cell.

Sorting Table Contents To sort data means to arrange it alphabetically, numerically, or chronologically. Sort options: o Ascendingfrom beginning to end, or o Descendingfrom end to beginning. Sorting helps to immediately locate data. You can sort up to three columns of data in the Sort dialog box; however, the column(s) must be selected first.

To Sort 1. Place the insert point on the desired column. 2. On the Layout tab, in the Data group, click Sort. (The Sort dialgo box will appear.)

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3. Complete the sort dialog box. 4. Click OK.

Identifies Type of Data

A to Z Sorting

Identifies Sort Order

Z to A Sorting

Indicates if Table has Header Row

Merge and Split Table Cells Mergedremoving vertical lines between table cells Splitdivide the space of a single cell into a specified number of cells

Merged Cells

Split Cells

To Merge or Split Use the Table tools, or

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Or use a right-click

If you want to merge cells, you must select the cells first.

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Section 3Format Tables


We have already discussed the preformatted Quick Styles; however, Word provides many other formatting tools to individually enhance the appearance of the table: Align data with cells, Apply borders, and Apply shading.

Align Data Word provides tools to align data various ways during the table creation process or afterward:

Left Center

Right Justify Justified text needs more than one line to show its effect. The lines are even on the left and the right.
Vertical Alignment

Top

Vertical Alignment

Bottom Rotated Text 69

Center

To Align 1. Select the cell(s). 2. On the Layout tab, in the Alignment group, select the type of alignment desired.

To Change Direction of Text 1. Select the cell(s). 2. Can use the Layout tab, in the Alignment group. Each click will rotate the text. Or 1. 2. 3. 4. 5. Select the cell(s). Right-click. Select Text Direction from the shortcut menu. Select a text direction. Click OK.

Apply Border to Table Cells Default 1/2 point border lines Modify cell characteristics Change cell border Add shading You can modify line style, color, width of borders around a table or around individual cells. To Apply 1. Select the cell(s). 2. On the Design tab, in the Table Styles group, click Borers and Shading. (The Borders and Shading Dialog box will open.) 3. In the Borders and Shading dialog box, choose the design of the borders. The Preview window will adjust as changes are made.

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Border Line Style

Preview

Type of Border

Border Line Color

Border Line Width

Noneto remove all table and cell borders Boxto apply modifications to the table border and remove all the cell borders Allto apply modification to the table and cell borders Gridto apply style, color, and width modifications to the table borders but only color to the cell borders

Add Shading to Table Cells Colors are displayed in a gallery as Theme Colors, set of tints and shades of unique colors. By selecting a theme color, you can make formatting choices that follow a theme. To Add 1. Select the cell(s). 2. On the Design tab, in the Table Styles group, click the Shading button. (A drop-down list will appear.)

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Chapter 4

Working with Objects in a Word Document

Section 1Pictures
Little About Objects Enhance the visual aspects of your document Clip art, pictures, charts, diagrams, shapes, drawn lines, SmartArt, screenshots To begin, most of the tools can be found on the Insert tab.

Pictures When pictures are inserted into a Word document, they are embedded objects by default.

Insert Pictures An embedded object becomes part of the document. Can also insert a picture as a linked object: creating a connection between the document and the picture.

To Insert 1. Place insertion point in desired position in the document. 2. On the Insert tab, in the Illustrations group, click the Picture button. (The Insert Picture dialog box appears.) 3. Either select the image or selected the location for storage of the image.

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4. Click Insert.
Available Pictures Storage Locations

Click to Insert

Format Pictures The Formatting tab with Picture Tools appears when you click on an existing picture within the document. The Picture Tools provide many options for working with pictures: o Cropping (trim the edges to get rid of unwanted areas), o Resizing, o Scaling (reduce the height and width by percentages), and o Rotating.

Picture Tools Tab


Resize

Use the Picture Tools tab (must select the picture first):

Crop

Rotate

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To Crop 1. Select the picture. 2. Click the Crop button on the Picture Tools tab. (Crop Handles will appear around the picture.) 3. Using the mouse, drag the Crop Handles in to remove unwanted parts of the image.

Crop Handles

To Resize There are multiple ways to resize an image. For exact sizing, use the tools on the Picture Tools tab. 1. Select the picture. 2. On the Pictures Tools tab, in the Size group, enter the exact measurements desired for the image. Or 1. Select the picture. 2. On the Picture Tools tab, in the Size group, click the dialog box launcher in the size group. (The Layout dialog box will open.)

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3. Enter a height. 4. Enter a width. 5. Click OK.

Or for approximate sizing, use the mouse. 1. Click on the picture to select it. (Sizing Handles will appear.) 2. Drag the Sizing Handles in to make the entire image smaller.

Sizing Handles

To Scale 1. Select the picture. 2. On the Picture Tools tab, in the Size group, click the dialog box launcher. (The Layout dialog box will open.) 3. In the Scale section enter the desired percentage for the Height and the Width. The Lock Aspect Ratio (keeps it proportional) and Relative to Original Picture Size (scaling is comparative to the original size) should have checkmarks.

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To Rotate There are two ways to rotate an image: 1. Select the picture. 2. On the Picture Tools tab in the Size group, click the Rotate button. ( A drop-down list will appear.) 3. As the pointer hover over a selection, a live preview is provided of the effects of the rotation. 4. Select a rotation. Or 1. Click on the picture to select it. 2. Use the Rotation Handle (small green dot) to manually turn the picture.

Rotation Handle

Picture Styles Allows you to select from various designs. Provides added appeal to the picture. Can also use the Styles group to add a SmartArt caption to the picture.

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To Add a Picture Style 1. Click on the picture to select it. 2. On the Picture Tools tab, in the Picture Style group, click the More to reveal the options for styles.

3. Choose a style for the picture. 4. With the style selected, the Picture Border and the Picture Effects can be adjusted using the tools in the Style group.

Convert to a Picture to a SmartArt Graphic SmartArt graphics have preformatted designs with placeholders that allow entering text as a caption. To Create 1. Click the picture to select it. 2. On the Picture Tools tab, in the Pictures Style group, click the Picture Layout button.

New in Office 2010

SmartArt Options

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3. Select an option. 4. Type to replace placeholder text with own text.

Placeholder Text

Additional Corrections Although Word is not as advanced as many common photo editing tools, Word does offer many options for adjusting images.

The Adjust Group Type Remove Background Corrections Purpose Removes unwanted portions of a background. Sharpen and Soften adjusts a picture by highlighting the pixel colors. Brightness and Contrast alters the adjustment between the brightness and darkness of a picture. Color Saturation can be an intense deep color or dim color. Color Tone adjusts the color cast of a picture that contains a dominance of one color by enhancing the details. Recolor adjusts the image by changing the color to a gray scale or sepia tone. Applies distinct changes to an image to give it the appearance of a pencil drawing, line drawing, blur, watercolor sponge, film grains photocopy, etc. Reduces the size of an object. Changes the image while maintaining the size. Removes all formatting from the picture or resizes it back to its original size.

color

Artistic Effects

Compress Picture Change Picture Reset Picture

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To Correct 1. Select the image. 2. Use the appropriate tool in the Adjust group on the Picture Tools tab to adjust the image.

Background Removed

Wrapping Text Around a Picture Simple process using Words Positioning and Text Wrap commands. The Positioning command automatically positions the object in the location selected on the page. The Wrap Text command determines the way text wraps around the picture or object. o Inline objectmoves along with the text that surrounds it. o Floating objectimage precisely positioned on the page and allows the text to wrap around it.

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Section 2Shapes, WordArt, and SmartArt


Word offers illustrations to enhance the appearance of the document. o Shapesfigures (lines, rectangles, arrows, etc.) o SmartArt graphicsgraphical illustrations (list diagrams) o WordArtcreates decorative effects with text Additional ways to enhance the appearance of the document Word classifies diagrams as SmartArt Behave the same as other graphic elements o Size, shape position, edit, add special effects, wrap text, copy, delete, move

Shapes Used to create interesting effects Can insert text into a shape A drawn shape displays with sizing, adjustment, and rotation handles Once selected, you will have access to the Drawing Tools Format tab

To Insert 1. On the Insert tab, in the Illustrations group, click the Shape button. ( A drop-down menu will appear.) 2. Select shape. 3. Cursor will appear as a crosshair ( + ). Click and drag the mouse to draw the shape.

Adjustment Handle

Rotation Handle

Sizing Handle

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Special tools will appear to allow formatting of the shape on the Drawing Tools tab.

Word Art Allows you to create text as art. Word has predesigned WordArt styles Inserted as an inline graphicMUST wrap the text To Insert 1. On the Insert tab, in the Text group, click the WordArt Button. (The WordArt gallery drops down.) 2. Select the desired WordArt design.

Once inserted (and selected), WordArt tools are available for formatting.

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SmartArt Conceptual diagram Helps visualize information Many graphic typesProcess Hierarchy, Cycle, Relationship, Matrix, Pyramid Each type has several different layouts.

Word

Excel

PowerPoint

Access

Outlook

To Insert 1. Position the insertion point. 2. On the Insert tab, in the Illustrations group, click the SmartArt button. (The SmartArt dialog box will open.) 3. Select the type of art. 4. Select the layout. 5. Click OK.

Preview

Graphic Types Layouts

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After SmartArt is inserted or selected, the SmartArt Tools Design and Format are available:

Can customize the SmartArt graphic with preset style if you choose or as you choose Can format portions of it as you would shapes Add fill color Add text Change the line weight and style Wrap text around, position, modify the size, add special effects, copy, delete.

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Section 3Clip Art


Clip artvarious media types such as drawn images, photographs, movies, and sounds that are available in Word. Appears in document at the insertion point location Initially displays with sizing handles and a rotation handle Picture tools will display. To Insert 1. Select location in a document. 2. On the Insert tab, in the Illustrations group, click the Clip Art button. (The Clip Art Task Pane will open.)

Rotation Handle

Clip Art Task Pane Sizing Handle

Clip art functions similar to pictures; once the image has been inserted and selected, special toolsPicture Toolswill be available for formatting.

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Section 5Advanced Formatting with Objects

Layer and Group Graphics Layer stack on top of each other Create shadowing and other effects Arrange the order of layered graphics by moving to the bottom or top of the stack,

One is layered on top of the others.

Group Create one object out of individual parts Behave like a single object Useful for moving or copying a graphic If you want to edit part of a grouped graphic, you MUST first ungroup it To group, you MUST select ALL the parts first using the CONTROL key To ungroup, select the object first

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Section 6Enhancing Text

Text Boxes Allows you to set off text in box You can then position anywhere on a page Considered an object Text entered inside becomes part of the boxmoves as you move the box. Can create from scratch or use one of Words built-in predesigned boxes

To Create 1. Position the insertion point. 2. On the Insert tab, in the Text group, click the Text Box button. (A dropdown menu will appear.) 3. Select the desired style. 4. The text box is inserted and the placeholder text is selected. 5. Type your text.
Placeholder Text

Once inserted and selected, you will have access to Text Box Tools, Format tab. It can be adjusted similar to a picture or any other type of object.

Format a Text Box By default, text box appears with a solid line around it.

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Can change the appearance Outline color, weight, style around the box Fill box with color or pattern Add 3-D or shadow effect Apply a text box style

This is a text box with a style applied

Wrap Text Around a Text Box Creates an interesting effect. Select the box, click the Format tab, in the Arrange group, click the Text Wrapping button

Text box with wrapping

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Drop Caps Or a drop capital Enlarged capital letter that drops below the first line of body text Usually the first letter of a paragraph Can choose a drop capital style

To Create 1. Select a letter first. 2. On the Insert tab, in the Text group, click the Drop Caps button. 3. Select a style or click for the Drop Cap Options.

Pull Quote Word has built-in pull quotes to be inserted. Way of highlighting text by pulling certain text out of a document To Insert Use the text box feature to select your style.

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Chapter 5

Additional Basic Features

Section 1Marking Documents

Insert, View, and Edit Comments Commentshidden notes of annotations that you or a reviewer can add to a document. Useful for facilitating the online review of documents. You can read comments on-screen, hide them when the document is printed, or print them with the document. When comments are inserted, a balloon appears in which you can enter your comment. The balloon is numbered and includes the authors initials. Positioning your mouse on the balloon will display a pop-up with additional information Authors full name Date and time the comment was entered Can display a Reviewing task pane, which displays a summary of the comments entered:

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To Insert 1. 2. 3. 4. To Edit 1. Click on the comment balloon 2. Make your change To View a Summary of All Comments 1. Click the Review tab 2. In the Tracking group, click the Reviewing Pane button list arrow 3. You can click the Reviewing Pane again to hide the pane To Delete 1. Right-click the comment balloon. 2. Click Delete Comment from the menu. To Print a Document with Comments 1. Click the File button 2. Click Print 3. In the Print Preview, in the Documents list select to Print Markup. 4. Click OK Position the insertion point where you want to insert the comment Click the Review tab in the Comments group Click the New Comment button Enter the comment in the comment balloon that opens.

Can also print a list of markup comments and changes only.

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Track Changes in a Document The Track Changes feature allows you to see where a deletion, insertion, or other formatting change has been made in a document. Useful tool when editing an online document. When the feature is turned on . . . Insertions are indicated in red underlined text Deletions are show with a strikethrough Formatting changes are indicated in a balloon.

To Turn on Track Changes 1. Click the Review tab 2. In the Tracking group, click the Track Changes button 3. When the feature is enabled, the Track Changes button remains highlighted. To Accept or Reject Changes 1. Click the Review tab 2. In the Changes group, click the Accept button or the Reject buttonwill accept or reject your change and move to the next change.

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Section 2Working with Hyperlinks


You can connect a document to another document or to another location by inserting a hyperlink. You can create a hyperlink on document text that links to an existing file, a Web page, another document, or an email address. When you click the link, you go to that location. Hyperlinks appear as underlined text, as colored text, or as a graphic. You can create a hyperlink on existing text or type new text on which to create the link. If you type a Web or e-mail address in a document, you automatically create a hyperlink. To Create 1. 2. 3. 4. 5. Select the word(s) or object on the which you want to create the link Click the Insert tab In the Links group, click the Hyperlink button The Insert Hyperlink dialog box appears. Click a Link to button in the left pane that describes the location to which you want to link 6. Enter either a filename, Web address, or e-mail address. 7. Click OK.

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To Launch 1. Position the insertion point over the underlined text 2. Press CONTROL and click the left mouse button. To Remove 1. Position the insertion point over the hyperlink. 2. Right-click. 3. Click Remove Hyperlink from the list.

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Chapter 6

Final Basic Word Concepts

Section 1Envelopes and Labels


Word provides the tools to print different-size envelopes and labels the Mailings tab, in the Create group. Using the Envelopes and Labels command, the following tasks can be completed: o Print a single envelope without saving it, o Attach a single envelope to a document for future use, o Print labels without saving them, o Create a new document that contains a label text, or o Print a single label or a full page of the same label.

Print an Envelope Usually will need to manually feed the envelope to your printer.

To Create 1. In a new document, on the Mailing tab, in the Create group, click Envelopes. (Envelopes Dialog box will open.) 2. Enter the appropriate information/make the appropriate choices.

Enter the name/address of the recipient

Enter the name/address of the sender Click to change the envelope size or formatting Click to add to a document to save

Click to send directly to the printer

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Envelope Options Before printing an envelope, additional changes can be made: o Change the envelope size, o Change the font and other character formatting of the addresses, and o Verify the printing options.

Choose an envelope size Adjust the font

Printing Options

Print Labels The Labels tab in the Envelopes and Labels dialog box makes it easy to print different-size labels for either a return address or a delivery address.

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To Print 1. In a new document, on the Mailings tab, in the Create group, click the Labels button. (The Envelope and Labels dialog box will open.) 2. Enter the appropriate information and make the appropriate choices.

Enter address to appear on label(s) How many labels to print/add to document Make adjustments to the label type or formatting Add to a new document for future use

Send directly to the printer

Label Options

Choose a printer Choose a printer

Choose the size of the labels Choose the size of the labels

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Section 2Working with Templates


Working with templates saves re-creating documents which are frequently used.

Template Options in Backstage

Office 2010

New in

Preview Area Available Templates Search Box

Templates Available Online Select template, then click to create

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Working with Templates There are many categories of templates: letters, memos, resumes, flyers, forms, contracts, etc. With Word, there are even more options available online. What is a Template? A master document with predefined items: page layout, fonts, margins, styles. Templates are reusable. Templates installed on the computer can be found in the Sample Template folder in Backstage.

Installed Templates

In addition to the installed templates, Microsoft also offers many templates online. o Select a category using Office.com Templates, or o Search using the Search Box. Once a template has been created in Word, most often it will have placeholder text. o The placeholder text will print; so, it should be replaced or removed.

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Placeholders

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