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MICROSOFT WORD 2010

Level 1 Getting started

Wor10all-2 Oct 2011 DJK-v2

Wor10all-2 Oct 2011 DJK-v2

Microsoft Word 2010 - Level 1 Getting started

READ ME FIRST

Who this document is for.....

Microsoft Word 2010 Level 1 Getting started is designed for users who have some familiarity with Windows, the keyboard and using the mosue and now wish to learn the foundations of word processing with Word 2010. Before working through this document you should be familiar with Windows, using the keyboard and using a mouse. You should be able to acquire sufficient skills and knowledge to be able to use the software at an efficient level. At the completion of Microsoft Word 2010 Level 1 Getting started you should be able to: 1 work with the basic features of Word create a new document open, navigate, preview and count the words in a document and understand how a4document is presented on the screen select and work with text in a document use a range of font formatting techniques. format paragraphs create and apply styles cut and copy information within and between documents format paragraphs work effectively with features that affect the page layout of your document print a document find the information you need in Help

What you need to know before working through this document... Aims.... Objectives

Files needed for this document...

This document and all its associated practice files are also available on the web. To find these go to: http://www.bris.ac.uk/it-services/learning/ In the Keyword box type the document code given in the bottom right corner of the cover page.

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Read Me Preface

Microsoft Word 2010 - Level 1 Getting started

University of Bristol

Read Me Preface

Microsoft Word 2010 - Level 1 Getting started

CONTENTS PAGE
Chapter 1 Getting To Know Word ............................................................................................................ 1 The Word Screen ........................................................................................................................................... 2 Using The Ribbon ........................................................................................................................................... 3 The Quick Access Toolbar ............................................................................................................................. 4 Customising The Quick Access Toolbar ........................................................................................................ 5 The File Menu................................................................................................................................................. 6 Chapter 2 Creating A New Document ...................................................................................................... 7 Using The Blank Document Template............................................................................................................ 8 Typing Text ..................................................................................................................................................... 9 Saving A New Document ............................................................................................................................. 10 Deleting Text ................................................................................................................................................ 11 Checking Spelling And Grammar ................................................................................................................. 12 Saving An Existing Document ...................................................................................................................... 13 Chapter 3 Working With A Document .................................................................................................... 14 Opening An Existing Document ................................................................................................................... 15 Navigating With The Keyboard..................................................................................................................... 16 Scrolling Through A Document .................................................................................................................... 17 Chapter 4 Working With Text.................................................................................................................. 18 Techniques For Selecting Text..................................................................................................................... 19 Deleting Text ................................................................................................................................................ 20 Using Undo ................................................................................................................................................... 21 Chapter 5 Font Formatting Level 1 ..................................................................................................... 22 Understanding Font Formatting .................................................................................................................... 23 Changing Fonts ............................................................................................................................................ 24 Changing Font Size ...................................................................................................................................... 25 (Optional) Growing And Shrinking Fonts ...................................................................................................... 26 Making Text Bold / Italic / Underlined ........................................................................................................... 27 Changing Case ............................................................................................................................................. 28 Changing Text Colour .................................................................................................................................. 29 Clearing Font Formatting .............................................................................................................................. 30 Chapter 6 Paragraph Formatting............................................................................................................ 31 Understanding Paragraph Formatting .......................................................................................................... 32 Changing Text Alignments ........................................................................................................................... 33 Chapter 7 Styles ....................................................................................................................................... 34 Applying Styles To Paragraphs .................................................................................................................... 35 Applying Styles To Text ................................................................................................................................ 36 Changing the Style Set ................................................................................................................................. 37 Chapter 8 Cutting And Copying ............................................................................................................. 38 Understanding Cutting And Copying ............................................................................................................ 39 Cutting And Pasting ...................................................................................................................................... 40 Copying And Pasting .................................................................................................................................... 41

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Microsoft Word 2010 - Level 1 Getting started

(Optional) Using The Clipboard Task Pane ................................................................................................. 42 Chapter 9 Bullets and Numbering .......................................................................................................... 43 Starting A Bulleted List ................................................................................................................................. 44 Adding Bullets To Existing Paragraphs ........................................................................................................ 45 Removing Existing Bullets ............................................................................................................................ 46 (Optional) Starting A Numbered List ............................................................................................................ 47 (Optional) Numbering Existing Paragraphs .................................................................................................. 48 (Optional) Removing Existing Numbers ....................................................................................................... 49 Chapter 10 Page Layout ............................................................................................................................ 50 Changing Page Margins ............................................................................................................................... 51 Changing Page Orientation .......................................................................................................................... 52 Chapter 11 Printing .................................................................................................................................... 53 Print Previewing............................................................................................................................................ 54 The Print Dialog Box..................................................................................................................................... 55 Chapter 12 Getting Help ............................................................................................................................ 56 Understanding How Help Works .................................................................................................................. 57 Accessing The Help Window........................................................................................................................ 58 Chapter 13 Nice to Know Extras ............................................................................................................ 59 The Status Bar.............................................................................................................................................. 60 5Customising The Status Bar....................................................................................................................... 61 Inserting A Date ............................................................................................................................................ 62 Using Redo ................................................................................................................................................... 63 Using Repeat ................................................................................................................................................ 64 Changing Case ............................................................................................................................................. 65 Using KeyTip Badges ................................................................................................................................... 66

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Microsoft Word 2010 - Level 1 Getting started

CHAPTER 1

GETTING TO KNOW WORD


Microsoft Word is a word processing application that is usually part of a suite of Microsoft applications, known as Microsoft Office. You can use Word to create all sorts of documents, including letters, reports, faxes, forms, emails, web pages, invitations and certificates. Before you leap into creating anything, it is worth taking some time to become familiar with the Word window and its features.

In

FOCUS

In this session you will:


gain an understanding of the Word 2010 screen learn how to use the Ribbon gain an understanding of the Quick Access Toolbar learn how to customise the Quick Access Toolbar gain an understanding of the File Menu

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Page 1

Chapter 1 - Getting To Know Word

Microsoft Word 2010 - Level 1 Getting started

THE WORD SCREEN


Once you know your way around the Word screen youll find it much easier to use. The Word screen is made up of a number of different elements. Some of these elements, like the Ribbon and Status bar may be familiar to you if you have used another Office application such as Excel. If not, dont worry, they soon will be.

1 2

The File Menu is used to access file management functions such as saving, opening, closing,

! printing, etc. An Options item is also available so that you can set your working preferences
for Word 2010.

" #

The Ribbon is the tabbed band that appears across the top of the window. It is the control centre of Word 2010. Instead of menus, you can now use the tabs on the Ribbon to access commands which have been categorised into groups. It is largely the same as in 2007. The Status Bar appears across the bottom of the window and can be set to display information including page number, section number, column, and so on. It can also be used to access navigation commands such as Go To. The View buttons and the Zoom Slider are used to change the view or to increase/decrease the zoom ratio for your document.

$! %

The Scroll bar indicates your current position in the document and lets you move to other positions in the document by clicking or dragging. The arrows can also be used to move through the document.

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Chapter 1 - Getting To Know Word

Microsoft Word 2010 - Level 1 Getting started

USING THE RIBBON


The Ribbon is the new command centre for Microsoft Word. It provides a series of commands organised into groups and placed on relevant tabs. Tabs are activated by clicking on their name to display the command groups. Commands are activated by clicking on a button, tool or gallery option. The Ribbon is intended to make document design more intuitive.

Try This Yourself:


Before starting this exercise ensure that you have a blank document displayed Examine the groups on the Home tab ! 3

These are the most commonly used commands, including copy and paste, font and paragraph formatting, styles and editing...

Click on the Insert tab "! The commands on this tab are used to create pages, tables, illustrations, links, headers and footers, text objects and equations...

Click on Shapes in the Illustrations group to display #! the Shapes gallery This includes a huge range of shapes as well as the menu option: New Drawing Canvas at the bottom of the list... Click on each of the tabs and examine the commands $! Some of these open dialog boxes...

On the View tab, click on Zoom in the Zoom group to %! display the Zoom dialog box

Handy to Know
Additional tabs known as Contextual tabs appear in specific circumstances. For example, if you insert a picture, the Picture Tools: Format tab will appear. This provides quick access to all of the tools you may need to modify and work with the picture.

&!

Click on [Cancel] then click on the Home tab

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Chapter 1 - Getting To Know Word

Microsoft Word 2010 - Level 1 Getting started

THE QUICK ACCESS TOOLBAR


The Quick Access Toolbar, also known as the QAT, is a small toolbar that appears at the top, left-hand corner of the Word window. It is designed to provide access to the tools you use most frequently, such as Save, and includes by default the Undo and Redo buttons. You can add buttons to the Quick Access Toolbar to make finding your favourite commands easier.

The Quick Access Toolbar


The Quick Access Toolbar is positioned in the top left corner. In its default state, it includes the Save tool, the Undo tool and the Redo tool.

The Customise the Quick Access Toolbar


Appearing immediately to the right of the Quick Access Toolbar, the Customise Quick Access Toolbar tool displays a list of commonly used commands that you can add to the toolbar. You can select the items that you want to add. The ticks that appear to the left of the menu options show you that an option is already displayed.

You can add any command you like to the toolbar by selecting More Commands to display the Word Options dialog box. From here you can choose commands or tabs to add to the toolbar. You can even shift the Quick Access Toolbar below the ribbon if this suits the way you work.

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Chapter 1 - Getting To Know Word

Microsoft Word 2010 - Level 1 Getting started

CUSTOMISING THE QUICK ACCESS TOOLBAR


The Quick Access Toolbar can be customised by adding buttons or removing buttons. This is the only part of the Word interface that you can modify you cant add buttons to the ribbon or 1 command groups. There are two methods that can be used to customise the toolbar, including using the Customise Quick Access Toolbar tool which is provided just for the purpose.

Try This Yourself:


Before starting this exercise ensure that you have a blank document displayed Point to the first button on the Quick Access Toolbar to see the ! name of the tool and its shortcut In this case, it is Save... Right-click on Format Painter "! which appears in the Clipboard Select Add to Quick Access Toolbar to add the Format #! Painter tool to the QAT Click on the Customise Quick $! Access Toolbar tool to display the menu Select Open to add it to the Quick Access Toolbar %!

group on the Home tab to display a shortcut menu

Open is represented by an open folder icon...

If you want to restore the QAT to its original content, click on [Reset] in the Word Options dialog box.

Click on the Customise Quick &! Access Toolbar tool and

select More Commands to display the Word Options dialog box

Click on Open in the right-hand panel and click on [Remove] then '! do the same for Format Painter Click on [OK] to close the dialog box and restore the QAT (!

Handy to Know
You can move the QAT under the ribbon by clicking on the Customise Quick Access Toolbar tool and selecting Show Below the Ribbon. This puts the tools that you use most frequently closer to your document making it quicker to access them.

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Chapter 1 - Getting To Know Word

Microsoft Word 2010 - Level 1 Getting started

THE FILE MENU


The File Menu replaces the Office Button. It is one of the most significant changes to Word 2010. The File menu provides access to all of the file-related commands such as Open, Save and Print. It also provides access to the Options item where you can customise many features of Word.

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Chapter 1 - Getting To Know Word

Microsoft Word 2010 - Level 1 Getting started

CHAPTER 2

CREATING A NEW DOCUMENT


Pivotal to working successfully within Microsoft Word is having the ability to create a new document. There are several basic skills you will need to master to achieve this and these include being able to type and edit text and to also manage proofing, printing and saving the information for future use (not necessarily in that order!).

In

FOCUS

In this session you will:


learn how to create a new blank document based on the default template learn how to type text into a document learn how to save a new document learn how to make basic changes to text within a document learn how to check the spelling and grammar in a document learn how to save an existing document.

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Chapter 2 - Creating A New Document

Microsoft Word 2010 - Level 1 Getting started

USING THE BLANK DOCUMENT TEMPLATE


When you want to create a letter, shopping list, annual report or anything with words in it, you will first need to create a document. All documents created in Word are based on a template. A template defines the basic layout of a document. To create a simple document, you are able to base it on the Blank Document template installed with Word.

Try This Yourself:


Before you begin you should close all Word documents that are currently open Click on the File Menu to display the menu ! Select New to display the New Document dialog box "! The New Document dialog box displays the installed and online templates available to you...

Ensure Blank document is selected as shown #! Click on [Create] to create a new blank document $!

Notice that the document is automatically assigned a name, which is displayed in the title bar

Handy to Know
You can also use the keyboard shortcut + to instantly open a new blank document based on the Blank document template, by-passing the New Document dialog box.

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Chapter 2 - Creating A New Document

Microsoft Word 2010 - Level 1 Getting started

TYPING TEXT
The fastest way to learn how to type text into a Word document is simply to start. The text will adopt the default appearance determined by the template. Changing the appearance and layout of 1 the text can all be sorted out later. Any text that you type will appear at the insertion point (the small blinking black bar on your screen). So, to type, position the insertion point and type away.

Try This Yourself:


Continue using the previous file with this exercise, or open the file W702 Creating A New Document_1.docx...
Same File

Type Housing Construction Report ! Press to start a new line "! You might find that Word automatically changed the heading style, due to an in-built styles feature. Just ignore it for now as it is a feature that you will learn about in more advanced training...

#!

Type the paragraph as shown without pressing

Notice that when you reach the end of a line the insertion point jumps to a new line automatically this is called word wrap... Press then type the $! second paragraph as shown Press to complete the %! paragraph and to insert a blank line at the end

Handy to Know
The wavy red lines that might appear as you type text indicate words that are not recognised by Microsoft Word. The existence of inbuilt dictionaries enables Word to crossreference the text that is typed into documents.

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Chapter 2 - Creating A New Document

Microsoft Word 2010 - Level 1 Getting started

SAVING A NEW DOCUMENT


Few things are more frustrating in the world of computers than doing an hours work and then losing it all because the computer crashes. This is one reason why it is important to save your work regularly. Saving your work moves the information from the computers short-term memory (known as RAM), to its long-term storage (the hard disk drive) so that you can access it again later.

Try This Yourself:


Continue using the previous file with this exercise, or open the file W702 Creating A New Document_2.docx...
Same File

Click on the File Menu and click on Save (or Save As if ! you have opened the file above) to display the Save As dialog box In a new document, Word automatically proposes a name for the document, based on the text typed in the first line

"!

In the File name box, type Alpheius Housing Report (replacing the suggested name if necessary)

Check the folder, as shown in the Save In box at the top of #! the Save As dialog box: Stay in the current folder, or browse to an appropriate folder if necessary (If unsure, you can easily save files into My Documents by clicking this option on the left) Click on [Save] to save the document $! 4

Notice that the new name now appears in the title bar at the top of the screen

Handy to Know
You can also press the keyboard shortcut + or click on Save on the Quick Access toolbar to quickly save a document.

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Chapter 2 - Creating A New Document

Microsoft Word 2010 - Level 1 Getting started

DELETING TEXT
Deleting text is almost as easy as using an eraser. Typically, as long as the insertion point is positioned in the correct place within the document, you should have no problems.

Try This Yourself:


Before starting this exercise you MUST open the file W702 Creating A New Document_6.docx...
Open File

Click to the left of the word year in the first sentence, to ! position the insertion point at the front of the word Type two and press "! Press four times to move #! to the end of the word year and type the letter s You can also easily delete words... 3

$!

Move the mouse pointer to the left of the word half in the next sentence, then click and drag across the words half of the to select them

Press to delete the words %! Now lets replace a word with another... Double-click on the last word in the first paragraph: half &! This will select the word... Type year to replace the word '! When text is selected, anything typed will replace it automatically

Handy to Know
Pressing deletes text to the right of the insertion point, while pressing deletes text to the left of the insertion point.

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Chapter 2 - Creating A New Document

Microsoft Word 2010 - Level 1 Getting started

CHECKING SPELLING AND GRAMMAR


One of the most powerful tools in Word is the spelling checker and using it regularly before you print is an excellent work practice to get into. In this manner, you will save a lot of paper. When 3 the spelling check is run, it highlights each instance of a misspelt word or bad grammar and usually suggests a correction. You can then accept the suggestion or make a correction of your own.

Try This Yourself:


Before starting this exercise you MUST open the file W702 Creating A New Document_5.docx...
Open File

Press + to position ! the insertion point at the beginning of the document Click on the Review tab on the ribbon "! Click on Spelling & Grammar in the Proofing group #!

will

The Spelling and Grammar dialog box will open, displaying the first instance that Word detects as a spelling or grammatical error. In the example shown here, the company name Alpheius is not recognised by Word...

Click on [Add to dictionary] $! This ensures that the word is

recognised in future. The next error is then located the word poor has been misspelled...

Click on [Change] to accept the highlighted suggestion %! all the errors have been reviewed, Word will advise that ! When the spelling and grammar check is complete... Click on [OK] &!

Handy to Know
Word will normally also check your spelling and grammar as you type. Misspelt words will be underlined with a wavy red line and grammatical errors are highlighted with a wavy green line (you might also see a wavy blue line; this is not a spelling or grammar issue but rather an inconsistency in style).

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Chapter 2 - Creating A New Document

Microsoft Word 2010 - Level 1 Getting started

SAVING AN EXISTING DOCUMENT


Once a document has been named and saved for the first time, you can then open and close it at will and work in full confidence that, unless it is deleted, it is reasonably safe from computer crashes. However, you must still save the document regularly when you are working on it, to ensure that you do not lose information that has been added in the interim.

Try This Yourself:


Before starting this exercise you MUST open the file W702 Creating A New Document_6.docx...
Open File

Click at the end of the heading Housing Construction ! Report to position the insertion point Press and type 2007 "! Click on the File Menu then select Save to save the #! changes made up to this point As an alternative to using the File Menu, you can also use the Save tool on the Quick Access Toolbar. So lets make another change... Double-click on the value in Q4 for Hungary to select it, then $! type 256 Click on Save on the %! Quick Access Toolbar to save the document again

Handy to Know
You can also use the keyboard shortcut + to save your changes quickly.

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Chapter 2 - Creating A New Document

Microsoft Word 2010 - Level 1 Getting started

CHAPTER 3

WORKING WITH A DOCUMENT


Whenever you use Word to work with a report, letter, memo, book or the like, you are working with what is known as a document. Documents are the actual repositories of what you type: your data. There are fundamental skills that you will require to successfully work with documents.

In

FOCUS

In this session you will:


learn how to open an existing document learn how to navigate through a document using the keyboard learn how to scroll through a document.

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Page 14

Chapter 3 - Working With A Document

Microsoft Word 2010 - Level 1 Getting started

OPENING AN EXISTING DOCUMENT


There are several different ways to open an existing document. Perhaps the simplest way is from within the Word application itself, using the Open dialog box. This has tools to help you identify different file types, and the location of the folder where they have been saved.

Try This Yourself:


Before you begin, ensure that Word 2010 is open Click on the File Menu ! Click Open to display the Open dialog box 1

Browse to the 2010 level 1 course files folder "! Click on W703 Working With A Document_1.docx, then click #! on [Open] to open it

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Chapter 3 - Working With A Document

Microsoft Word 2010 - Level 1 Getting started

NAVIGATING WITH THE KEYBOARD


There are a number of ways to navigate Word documents. This can be very useful when working with documents comprising of more than one page. As well as using the mouse and 1 scroll bars, one of the quickest ways to move around a document is by using the keyboard shortcuts. It is possible to move all around a document using a variety of key combinations.

Try This Yourself:


Before starting this exercise you MUST open the file W703 Working With A Document_1.docx... Hold down and press move to the end of the document to
Open File

Press + to move to the "! start of the document Press + to jump to the #! next page Press + to jump to the $! previous page Press + five times to %! move down five paragraphs Press to jump to the end of &! the current line Press to jump to the start '! of the current line Press + to move the (! insertion point right one word Press + to move to the )! start of the document again

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Chapter 3 - Working With A Document

Microsoft Word 2010 - Level 1 Getting started

SCROLLING THROUGH A DOCUMENT


Using your mouse and the scroll bars is probably the easiest way to scroll through a document. Pointing and clicking to get where you want to be is certainly easier to negotiate 1 than having to remember key combinations. The scrolling arrows are easy to find; they are on either end of the scroll bar, which is located on the right side of the document window.

Try This Yourself:


Continue using the previous file with this exercise, or open the file W703 Working With A Document_1.docx... Press + to move the insertion ! point to the start of the document - the
Same File

status bar shows you are on page 1 of 4

Click once on the Next Page button to move to the next page notice the page "! number indicator in the status bar has changed

#! Click several times on the down arrow at the base of the scroll bar notice $! that you can no longer see the insertion
point, as it remains at the top of the document

Click once on the Previous Page button to move back a page

Click on the up arrow until the screen stops scrolling you should now see the %! top of the document Move the mouse pointer onto the slider &! button , hold down the left mouse button a tip box indicates the current page

Continue to hold down the left mouse '! button and drag the slider button

down until you get to the bottom of the scroll bar this is the bottom of the document

Drag the slider button up, until you get to the top of the document (!

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Chapter 3 - Working With A Document

Microsoft Word 2010 - Level 1 Getting started

CHAPTER 4

WORKING WITH TEXT


What you type into a document, often needs to change. You might need to swap a sentence or paragraph around to improve readability, replace several words or sentences, or even delete whole sections. Whatever the reason, text in a document constantly changes. To enable you to work with text, you must be able to locate and select it. This then indicates to Word which part of the document will be changed. Once text is selected, Word provides tools to enable you to easily edit, delete, move or copy it.

In

FOCUS

In this session you will:


gain an overview of the techniques used to select text learn how to delete text in a document learn how to undo actions in a document.

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Page 18

Chapter 4 - Working With Text

Microsoft Word 2010 - Level 1 Getting started

TECHNIQUES FOR SELECTING TEXT


You can select text in a document using either the mouse or the keyboard and, in some instances, a combination of both. The method that you choose will depend upon what you want to select and which device, mouse or keyboard, you are more comfortable using. The various techniques for selecting text are shown in the table below.

To select
Single character

Using the mouse


Click to the left of the character, hold down the left mouse button and drag to the right by one character. Click to the left of the character, hold down the left mouse button and drag to the right to highlight the desired characters. Double-click on the word.

Using the keyboard


Use the arrow keys to position the cursor to the left of the desired and press character. Hold down . Use the arrow keys to position the cursor to the left of the desired and press character. Hold down for each character. Use the arrow keys to position the cursor to the left of the desired word. Press + + . Use the arrow keys to position the cursor at the start of the sentence, + + until you then press have selected all of the words in the sentence. Use the arrow keys to position the cursor at the start of the line, then press + + until you have selected all of the words in the line. Use the arrow keys to position the cursor at the start of the paragraph, + + . then press

Multiple characters within a word

Word

Sentence

Click on the first word of the sentence then, while holding down the left mouse button, drag the mouse to select the remaining words in the sentence. Hover over the blank selection bar to the left of the text until the pointer changes to a right-pointing arrow then click once. Triple-click on a word in the paragraph. OR Hover over the blank selection bar to the left of the text until the pointer changes to a right-pointing arrow then double-click. Click on the first word of the block then, while holding down the left mouse button, drag the mouse over the remaining text. OR Use a combination of both the mouse and keyboard click at the start of the selection, scroll up/down so you can see the end of where you want to select, then press and click at the end of the selection. Hover over the blank selection bar to the left of the text until the pointer changes to a right-pointing arrow then triple-click.

Line

Paragraph

Block of text

Use the arrow keys to position the cursor at the start of the text, then press: + + to select whole words OR + to select characters

Whole document

Press + to position the cursor at the start of the document, then press + + OR Use a combination of both the mouse and keyboard click anywhere in the document and press + .

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Chapter 4 - Working With Text

Microsoft Word 2010 - Level 1 Getting started

DELETING TEXT
One of the primary advantages of working with a word processor is the ease with which corrections can be made. In Word, simple changes can be made to the text in your 2 document by using the delete and backspace keys to readily remove text. Whereas the delete key removes characters to the right of the insertion point, backspace removes characters to the left.

Try This Yourself:


Before starting this exercise you MUST open the file W704 Text Management_3.docx...
Open File

Click to the left of very in the third paragraph to position the ! insertion point Press to delete the letter to "! the right: v Press four more times to #! delete ery and the space Click to the right of remarkably in the second paragraph and $! press eleven times this will delete the characters to the left of the insertion point Click to the left of very peculiar in the next paragraph 4

%! Press + &! This keyboard shortcut deletes


an entire word... Click to the left of good in the next paragraph, hold down '! and click at the right end of good to select the word Press notice how the (! spacing between the words is adjusted automatically

Handy to Know
You can also select non-contiguous ranges of text. Simply select the first range, then hold down and select the next range/s. When using this method to delete multiple words, keep in mind that Word may not automatically adjust the spacing between words.

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Chapter 4 - Working With Text

Microsoft Word 2010 - Level 1 Getting started

USING UNDO
If you find that you have inadvertently deleted, changed or moved text, you can undo the changes that were made and revert to a previous version of the document. The Undo operation in 1 Word holds a snapshot of your document prior to each and every action that you perform, enabling you therefore to select the point to which you want to revert the document.

Try This Yourself:


Continue using the previous file with this exercise, or open the file W704 Text Management_4.docx...
Same File

Triple-click in the first paragraph to select it ! Press to delete it "! Whoops! Didnt actually mean to do that... Click on Undo #! Access Toolbar on the Quick 4

The deleted paragraph will be reinstated... Lets see how the Undo list of snapshots builds... Click immediately before founders in the second $! paragraph, type Alpheius then press Double-click on tiny in the third paragraph and press twice %! this will also delete the redundant comma Click on the drop arrow for &! Undo on the Quick 6 5

Access Toolbar to display the list of actions

Move the mouse pointer over the third action and click on it '! this will undo the last 3 actions

Handy to Know
You can also use the keyboard shortcut + to quickly undo the previous action. Alternatively, hold down and press repeatedly to undo consecutive actions.

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Page 21

Chapter 4 - Working With Text

Microsoft Word 2010 - Level 1 Getting started

CHAPTER 5

FONT FORMATTING LEVEL 1


If your document contains page after page of plain text it can be very hard for your reader to pick out the important points and make sense of the whole thing. You can improve the look and readability of your document by changing the appearance of the text this is known as formatting. Word 2010 offers many tools and facilities to help you achieve this and make your document more attractive, clear and interesting to read. This chapter gives an introduction to formatting; further topics are covered in Word 2010 - Level 2, which will take you a stage further.

In

FOCUS

In this session you will:


gain an understanding of font formatting learn how to change fonts learn how to change font size learn how to grow and shrink fonts learn how to make text bold learn how to change case learn how to change text colour learn how to clear font formatting.

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Page 22

Chapter 5 - Font Formatting - Level 1

Microsoft Word 2010 - Level 1 Getting started

UNDERSTANDING FONT FORMATTING


Font formatting refers to the appearance of text. You can change the format or appearance of text to make a particular phrase stand out, to make text more or less prominent, to indicate that the text is a quote, to reflect a particular mood or feeling, and to ensure that the overall effect is one of continuity and consistency. Text anywhere in a document can be formatted for any reason you like.

Text in Documents
Some of the simplest documents consist of text on a page. The text you use can be formatted to meet corporate requirements, to fit more on a page, to make it easy to read, to make it look like a flyer rather than a letter it can be formatted for a wide variety of reasons. For example, you may like to change the font, font size, apply bold or italics, underline or change the colour of text.

Text in Tables
Text is used in tables, as shown here. The text can be formatted to show: Headings Normal table entries Quotes S !"#$% and many other things... Callout boxes are another example of where text is used and can be formatted.

Text in Boxes
Text can also be used in text boxes and other shapes. This text can also be formatted to match your document or as a caption for an image in a borderless text box, for example.

Keep it Simple
Formatting of text is best applied simply. Only make a limited number of changes unless your project specifically calls for more. A single overall font change can often be more effective than multiple changes that confuse or distract the reader. As a rule of thumb: use no more than four formats on a page reserve underlining for very special cases, because it can interfere with the readability of text and imply a hyperlink dont use ALL UPPERCASE because it is not as easy to read as lowercase or mixed case and can be taken to imply SHOUTING Emphasise only the key words.

Font Formatting Tools


Because text can be added in so many ways to a document, it stands to reason that you will want your text formatting tools on hand wherever text appears. Font tools appear on the Normal tab, in the Mini toolbar that appears when text is selected, and when you right-click on text to display a shortcut menu. Mini toolbar The tools work as: toggles, such as Bold which is either on or off which only ever do what their tool tip says single-use buttons such as Grow Font

buttons to display a menu of choices, such as Change Case multi-purpose tools such as Font Colour which can be used either to apply the displayed colour or to display a menu of alternatives

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Chapter 5 - Font Formatting - Level 1

Microsoft Word 2010 - Level 1 Getting started

CHANGING FONTS
The appearance that you choose for your text is referred to as the font or typeface. Font traditionally refers to a combination of typeface, style and size in points (e.g. Arial Bold 12 pt). 1 In word processing, font just refers to the typeface or shape of the letters. Typical classic fonts include Times New Roman, Arial, Century Gothic and Copperplate.

Try This Yourself:


Before starting this exercise you MUST open the file W706 Font Formatting_2.docx...
Open File

Click on Select in the ! Editing group on the Home tab and select Select All All of the text will be selected. Notice that the Font group indicates that the font is Calibri (Body)... Click on the drop arrow "! Font and point to a font for

The text will adjust to reflect a preview of the new font...

#!

Point to Arial Narrow, then Book Antiqua, Garamond and Gill Sans MT If you dont have these fonts, try different ones. As you point to each font, the preview will change...

Scroll down and click on $! Verdana, or another font of your choice to apply the change This time the font formatting is permanent it wont change again unless you make another selection

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Chapter 5 - Font Formatting - Level 1

Microsoft Word 2010 - Level 1 Getting started

CHANGING FONT SIZE


One way that text can be emphasized is by changing the size of the font. For example, if your normal text is 11 pt, you may like to make the headings 13 pt or larger. Font size may also be changed for small detailed items, such as comments in a text box or a caption for a picture. Large text can be used in documents such as flyers and for cover pages.

Try This Yourself:


Continue using the previous file with this exercise, or open the file W706 Font Formatting_3.docx...
Same File

Click on Select in the ! Editing group of the Home tab and select Select All This selects all of the text in the document (other than in text boxes and headers and footers)... W Click on the drop arrow of "! Font Size and point to 14 Live preview will display the text in a larger font size... 2

#!

Click on 10 to change the font size to 10 pt You can also change the font size of parts of a document, and you can use the Mini toolbar...

Using the mouse, drag down the left of the first address at $! the top of the document to select it then move back over the text to display the Mini toolbar Click on the drop arrow of Font Size and click on 9 %! Click away from the text to hide the Mini toolbar &!

Handy to Know
You may have noticed that the text didnt change size when you used the Mini toolbar until you actually clicked on a different font size. This is because Live Preview doesnt work with the Mini toolbar.

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Chapter 5 - Font Formatting - Level 1

Microsoft Word 2010 - Level 1 Getting started

(OPTIONAL) GROWING AND SHRINKING FONTS


If youre not exactly sure what font size you want and just know that you want to make the text larger or smaller, you can grow or shrink the font. Grow Font and Shrink Font use the font 1 sizes listed under Font Size. Each time you click on Grow Font, it changes the font size to the next one up, as shown on the list. This is another way to try out different font sizes.

Try This Yourself:


Same File

Continue using the previous file with this exercise, or open the file W706 Font Formatting_4.docx... Click to the left of AGE Corporate Endeavours: ! Green Force Projects to select the line

In the Font group, click on "! Grow Font twice to increase the font size to 12 pt The size is displayed in the Font Size control... Click on Grow Font a #! few more times and see how the size increases each time Now to shrink it back... Click on Shrink Font to $! reduce the size of the font until it is around 8 pt It should be a lot smaller than the surrounding text... Click on Grow Font until %! the font size reaches 11 pt This is one point larger than the majority of the text 5 4

Handy to Know
A keyboard shortcut for increasing the font size is size is + + (close square bracket). (open square bracket). A keyboard shortcut for decreasing the font

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Chapter 5 - Font Formatting - Level 1

Microsoft Word 2010 - Level 1 Getting started

MAKING TEXT BOLD / ITALIC / UNDERLINED


One of the most common ways of emphasising text is to make it bold. Bold text is darker in appearance because the letters are thicker, but it retains the same shape as normal text. 1 The intensity of bold text draws the readers eye directly to it so that they read the most important information first. Like all formatting features, text must be selected before it can be made bold.

Try This Yourself:


Before starting this exercise you MUST open the file W706 Font Formatting_5.docx... Click to the left of the line AGE Corporate Endeavours: Green Force Projects to select it as shown 2
Open File

Click on Bold which is "! located on the Home tab, in the Font group The letters increase in thickness and intensity... Click away from the text to see the final effect #!

This makes the subject of the letter easier to identify To take the bold effect off, select the relevant text and click on Bold again

Try out the other two buttons for Italic and Underline $! in the same way

Handy to Know
Bold text is created by replacing the original letters with a darker, thicker version of them. Many typefaces, such as Times New Roman, have a series of typeface variations such as normal, bold, italics and bold italics. When you apply Bold, Word replaces your normal typeface with a bold version of it.

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Chapter 5 - Font Formatting - Level 1

Microsoft Word 2010 - Level 1 Getting started

CHANGING CASE
Case refers to whether the uppercase (capital) or lowercase form of a letter is used. Microsoft Word allows you to change between cases so that you dont have to retype text. Change case options are Sentence case, where the first letter is a capital, lowercase, UPPERCASE, Capitalise Each Word, and tOGGLE cASE, which swaps between upper and lower case.

Try This Yourself:


Before starting this exercise you MUST open the file W706 Font Formatting_12.docx...
Open File

Click to the left of the heading AGE Corporate ! Endeavours: Green Force Projects to select it

"!

Click on Change Case and select Sentence case. All of the capitals, other than the very first one, are changed to lowercase...

Click on Change Case #! and select UPPERCASE This time all letters are changed to capitals... Click on Change Case $! and select tOGGLE cASE This changes all of the uppercase letters to lowercase (and vice versa)... Click on Change Case %! and select Capitalise Each Word This converts the letters back to a form more suitable for a heading 5 4

Handy to Know
Text typed in all UPPERCASE letters is rarely used because it is harder to read (not varying in shape) and because uppercase can be interpreted as shouting when used in correspondence. All uppercase is best reserved for short headings or headlines which appear in much larger font sizes.

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Chapter 5 - Font Formatting - Level 1

Microsoft Word 2010 - Level 1 Getting started

CHANGING TEXT COLOUR


The colour of text can be changed to any colour that you select from the wide ranging palette. Colour can be used to reflect a corporate brand identity, to reflect the mood of a document or just 1 to jazz it up a bit and catch the eye of a passerby. With colour, as with many of the other font formatting features, less is more use too many colours and you will just confuse the reader.

Try This Yourself:


Continue using the previous file with this exercise, or open the file W706 Font Formatting_13.docx...
Same File

Double-click on AGE in the first paragraph to select it ! Click on the drop arrow for "! Font Colour to display the colour palette Point to different colours and see the effect on the text #! Live Preview will update the display... 4

Point to Green in Standard Colours $!

The tool tip displays the name of the colour so that its easier to find...

Click on Green to apply the colour to the font %! Click away from the text to deselect it and display the &! result

Handy to Know
Once you have selected a colour, it will appear in the Font Colour tool . You can then click on the tool rather than the drop arrow to apply the colour. You can remove a font colour by clicking on Automatic.

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Chapter 5 - Font Formatting - Level 1

Microsoft Word 2010 - Level 1 Getting started

CLEARING FONT FORMATTING


If you decide that the formatting applied to text actually makes it more difficult to read, or youve accidentally applied formatting that you dont want, you can clear formatting. You can reverse some formatting effects by using the same tool that you used to apply the effect, or you can remove all formatting and return text to its original normal state.

Try This Yourself:


Before starting this exercise you MUST open the file W706 Font Formatting_16.docx...
Open File

Examine the text ! It has had many formatting

changes applied to it, including font and font size as well as some special formatting effects...

Click on Select and select "! Select All Click on Clear Formatting #! to return the text to Calibri 11 pt and remove the font formatting effects

Click anywhere in the document to deselect the text, $! then scroll down to examine it All of the font formatting, including subscript and superscript have been removed. The only surviving effect is the highlighting... Click to the left of the heading highlighted in grey to select it %! Click on the drop arrow of Text &! Highlight Colour and click on No Colour The text is returned to its original format

Handy to Know
Clear Formatting changes text back to the default settings specified in the Font dialog box. It does not affect settings that dont appear in the Font dialog box, such as Text Highlight Colour .

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Chapter 5 - Font Formatting - Level 1

Microsoft Word 2010 - Level 1 Getting started

CHAPTER 6

PARAGRAPH FORMATTING
The spacing and alignment of text in a paragraph is controlled by paragraph formatting. By selecting the most effective layout for a paragraph you can ensure that the result is professional and easy to read.

In

FOCUS

In this session you will:


gain an understanding of paragraph formatting learn how to change text alignments.

University of Bristol

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Chapter 6 - Paragraph Formatting

Microsoft Word 2010 - Level 1 Getting started

UNDERSTANDING PARAGRAPH FORMATTING


Paragraph formatting refers to formatting commands that affect entire paragraphs settings such as indenting, bullets, line spacing and paragraph spacing. To understand paragraph formatting and how it works, you need to understand what a paragraph is. This page examines paragraphs and how formatting can be applied to them.

Understanding Paragraphs
A paragraph consists of any amount of text followed by a paragraph mark . A paragraph mark is created when you press and is usually hidden, although you can display paragraph marks and other formatting marks if you need to by clicking on Show/Hide in the Paragraph group on the Home tab. You can even have empty paragraphs which consist of a paragraph mark and nothing else. These are usually seen as blank lines. Paragraph marks hold the formatting for a paragraph, so if you accidentally delete a paragraph mark, the paragraph formatting of the following paragraph will take effect.

Examples of Paragraphs
The following paragraphs are shown with the formatting marks displayed so that you can see where paragraphs start and finish. Spaces are indicated by dots and tabs by right arrows. There are nine paragraphs below can you spot them all?

Blank line also a paragraph

Formatting Paragraphs
Because paragraph formatting affects everything in a paragraph, you do not need to select the entire paragraph to apply the formatting. As long as you are positioned somewhere in the paragraph, any paragraph formatting you apply will affect the entire paragraph.

Creating Paragraphs
and start a new paragraph, it will use the formatting of the previous paragraph When you press (unless specific style settings override this). This way, you can create a bulleted list and keep entering bullets until you no longer need them.

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Chapter 6 - Paragraph Formatting

Microsoft Word 2010 - Level 1 Getting started

CHANGING TEXT ALIGNMENTS


Paragraphs of text can be aligned in four different ways on the page using the paragraph alignment tools. The alignment of the text depends on the location of the left and right 1 indent markers which are visible on the ruler. They enable you to reposition text horizontally without having to change margin settings. Each paragraph can have its own alignment.

Try This Yourself:


Before starting this exercise you MUST open the file W707 Paragraph Formatting_1.docx...
Open File

Click in the heading ! This paragraph is left-aligned

and the corresponding tool in the ribbon is highlighted. Lets try the other options...

Click on Centre to centre "! the heading Click in the second paragraph below the heading #! and click on Right Select the last three paragraphs and click on $!

Justify then click away from the text to deselect it Now you have examples of all four alternatives. Notice how Justify spreads out the words in each line to create a block effect. This is neat from a distance, but harder to read because of the spacing...

%!

Press + to select all of the text then click on Left to restore the alignment of the text

Handy to Know
If your ruler is not visible, you can display it by clicking on Ruler in the Show/Hide group on the View tab. You can also display it temporarily by hovering in the area where it would normally appear immediately above the page.

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Chapter 6 - Paragraph Formatting

Microsoft Word 2010 - Level 1 Getting started

CHAPTER 7

STYLES
Microsoft Word is really making it very simple for you to produce great looking documents. And to this end, they have provided an extensive range of styles that let you apply multiple formatting settings to text with one click. By using styles, you will produce documents with a consistent look and feel quickly and easily.

In

FOCUS

In this session you will:


learn how to apply styles to paragraphs learn how to apply quick styles to text learn how to change the style set.

University of Bristol

Page 34

Chapter 7 - Styles - Level 1

Microsoft Word 2010 - Level 1 Getting started

APPLYING STYLES TO PARAGRAPHS


Microsoft is encouraging us to use Styles in our documents. They have created several sets of Quick Styles and have made them more accessible by locating them on the Home tab on 1 the ribbon. In this exercise, you will use the default Quick Style set to apply two of the predefined paragraph styles to selected text.

Try This Yourself:


Before starting this exercise you MUST open the file W712 Styles_1.docx... 2
Open File

Ensure the Home tab is active, then click anywhere ! in the heading AGE New Vehicle Department Notice that Normal is currently selected in the Styles group on the ribbon. Lets apply a different style to the heading paragraph... Click the More button "! for Styles to open the

Quick Styles gallery, then point to the various Quick Styles Notice that the whole heading, or just one word, may change based on the style to which you are pointing 4

Click on the style named Title to apply this #! paragraph style to the heading Now click anywhere in the paragraph beginning $! Blame..., then click the More styles button and apply the Quote paragraph style to this paragraph

Handy to Know
You can apply a paragraph style to a paragraph simply by clicking somewhere in the paragraph and then clicking on the desired Quick Style in the gallery. But if you click on a character style in the gallery, only the word on which you clicked will change to the new style.

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Chapter 7 - Styles - Level 1

Microsoft Word 2010 - Level 1 Getting started

APPLYING STYLES TO TEXT


Every paragraph in a document has a paragraph style applied to it even if it is just the default Normal style. As well as defining paragraph features, a paragraph style also specifies the 1 default character formatting which is applied to each character in the paragraph. You can overwrite the default character formatting by applying a character style to selected text within a paragraph.

Try This Yourself:


Before starting this exercise you MUST open the file W712 Styles_2.docx...
Open File

Ensure that the Home tab is active, then select the ! text our Flyer ZW6 doesnt look too bad Click on the More button "! for Styles to open the Quick Styles gallery, then point to the various quick styles Currently, the text is formatted with the default character formatting set for the Normal paragraph style... Click on Intense Emphasis to apply the character style #! to the text, then click away from the text to deselect it and see the change

Handy to Know
Character styles can only define formatting details such as font, font size, font colour, bold, italics and underlining.

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Chapter 7 - Styles - Level 1

Microsoft Word 2010 - Level 1 Getting started

CHANGING THE STYLE SET


In Word 2010, you can choose a set of styles that are designed to work together. The style colours and formats in a single style set create an attractive and readable document. 2 All you have to do is choose the Quick Style set that is appropriate for the document that you are creating and then apply the styles from the convenient Quick Styles gallery.

Try This Yourself:


Before starting this exercise you MUST open the file W712 Styles_7.docx...
Open File

On the Home tab, in the Styles group, click the Change Styles ! button Select Style Set to display the Style Set gallery "! Hover the mouse pointer over the different set names, such as #! Distinctive, Elegant, etc, in the Style Set gallery Live Preview will show you how your document would appear if the style set name was selected

$!

Click on the Style Set Fancy to format your document using the fonts and colours from this set

On the Home tab, in the Styles group, click the Change Styles %! button Click on Style Set but this time select Reset Document Quick &! Styles from the gallery This option resets the style set to the style set applied when the document was last saved... Now change the Style Set for this document to Modern '! Save the document, closing it on completion (!

Handy to Know
You can select a Style Set when you first create a new document, but you can change the Set again at a later time. You can change just the colours this will retain the underlying styles and fonts. You can change just the fonts this will retain the underlying styles and colours.

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Chapter 7 - Styles - Level 1

Microsoft Word 2010 - Level 1 Getting started

CHAPTER 8

CUTTING AND COPYING


If there is one set of skills that you will want to learn in Microsoft Word, it is cutting, copying and pasting. With this skill you will be able to easily move or copy text and objects around the pages of a document and also between documents. Cutting and copying will save you time and effort in instances when you need to duplicate or move information and ensures accuracy and consistency.

In

FOCUS

In this session you will:


gain an understanding of the cut and copy processes learn how to cut and paste text in a document using the ribbon learn how to copy and paste text using the ribbon learn how to use the Clipboard task pane.

University of Bristol

Page 38

Chapter 8 - Cutting And Copying - Level 1

Microsoft Word 2010 - Level 1 Getting started

UNDERSTANDING CUTTING AND COPYING


Cutting and copying are fundamental skills that you will benefit greatly from learning, when using a word processor such as Microsoft Word. As an integral part of creating and editing documents, you will constantly call on these skills to achieve fast and accurate results. Cutting and copying present a fast and effective means for moving information, rather than tackling it manually.

The Concept
Conceptually, you can think of the cutting and copying processes in terms of literally using a pair of scissors on a piece of paper or a book - the only difference with copying, is that you need to incorporate the imaginary services of a photocopier. Anyone with toddlers will no doubt picture the cutting process with clarity. Cutting information removes that content from its current location and temporarily stores it in a part of the computers memory called (appropriately) the Clipboard. When cut, the information will disappear from the screen, so try not to be too alarmed. When you navigate to the location where you want the information to be moved to, you simply paste it in as you would with glue or sticky tape. Once on the clipboard, information can be pasted repeatedly until, for instance, you cut or copy different information or close the application. Copying information makes a replica of the selected information and places that on the clipboard, so that the original content does not disappear. To check that a copy has in fact been made, as there is no real clear indication, you can view the contents of the Clipboard. Once activated, the Office Clipboard enables you to cut or copy 24 individual items and store them temporarily. In this way, you can pick and choose which item to paste in to various locations.

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Chapter 8 - Cutting And Copying - Level 1

Microsoft Word 2010 - Level 1 Getting started

CUTTING AND PASTING


Words Cut and Paste feature is aptly named because it looks and behaves like an electronic version of cutting with scissors and pasting with glue. When an item is cut from a document, it is 2 placed into a temporary holding area called the Clipboard. Data from the clipboard can be pasted back into the same document or to a totally different one.

Try This Yourself:


Before starting this exercise you MUST open the file W705 Cutting And Copying_1.docx...
Open File

Press + to move the ! insertion point to the end of the document Select the final paragraph (which happens to be just one "! line, in this case) On the Home tab on the #! ribbon, click on Cut in the Clipboard group The text is removed from the page and placed on the Clipboard. As the Clipboard is hidden by default, the text will seem to disappear... Press + to move $! the insertion point to the start of the document Click at the beginning of the first main paragraph (below the %! heading) to place the insertion point here On the Home tab, click on the top half of the Paste button in &! the Clipboard group The cut text has now been successfully moved to the beginning of the document.

Handy to Know
You can also use the keyboard shortcut + to cut text (this shortcut is easily remembered if you liken the letter X to a pair of scissors!) and + to paste text. You can also cut and paste from one application to another (e.g. Word to Excel)

University of Bristol

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Chapter 8 - Cutting And Copying - Level 1

Microsoft Word 2010 - Level 1 Getting started

COPYING AND PASTING


If you can cut and paste, then you have already mastered the skills required to copy and paste information. The techniques for copying text are similar to cutting, except that you need to perform a copy operation rather than a cut operation. Just like cutting, the copied information is also moved to the clipboard, the only difference being that the original data remains in the source document.

Try This Yourself:


Before starting this exercise you MUST open the file W705 Cutting And Copying_2.docx...
Open File

Double-click on Directors in the heading to select it ! Ensure that the Home tab is "! active then click on Copy in the Clipboard group Not much appears to happen as the original text remains in place; a copy of the text will have moved to the clipboard... Double-click on the word founders in the third #! paragraph to select it Ensure that the Home tab is active then click on the top half $! of Paste in the Clipboard group The word Directors will replace the selected word. Notice that the pasted word has adopted the formatting of the surrounding text... 4 3

When you paste information, the little smart tag enables you to choose from a list of Paste Options, primarily related to the format that you want to apply to the pasted text. To ignore the options, simply press .

Handy to Know
You can also use the keyboard shortcut + to copy text and + to paste text.

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Page 41

Chapter 8 - Cutting And Copying - Level 1

Microsoft Word 2010 - Level 1 Getting started

(OPTIONAL) USING THE CLIPBOARD TASK PANE


Microsoft Word enables you to copy and/or cut 24 selections and temporarily store these on the Office Clipboard. You can select individual items to paste from the clipboard into different 1 locations within the same document, or into a different document altogether. To achieve this, you need to display the Clipboard task pane, which appears on the left side of the screen.

Try This Yourself:


Before starting this exercise you MUST open the file W705 Cutting And Copying_5.docx...
Open File

Click on the dialog box launcher for the Clipboard ! group to display the Clipboard task pane Select the second heading The Founding Directors, then click "! in the Clipboard on Cut group to cut it The text will appear in the Clipboard task pane... Repeat step 2 to cut any other two paragraphs #! 5

You will see each one append to the Clipboard list. Lets paste items from the clipboard...

Press + to move the $! insertion point to the end of the document, then press start a new paragraph to Click on the last item listed in the clipboard to paste it into the document Notice that the item is still listed in the clipboard, enabling you to paste it repeatedly... Click on Close to close the Clipboard task pane &!
Click on the item in the clipboard to place a copy into the document

%!

Handy to Know
To remove an item from the Clipboard task pane, point to the item to display the drop arrow, then click on the drop arrow and select Delete If you shut down the computer, all items in the clipboard will be deleted

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Chapter 8 - Cutting And Copying - Level 1

Microsoft Word 2010 - Level 1 Getting started

CHAPTER 9

BULLETS AND NUMBERING


Adding bullets or numbers to your paragraphs helps to emphasise points you wish to make. A bullet is a symbol used at the beginning or a paragraph. Bulleted lists are used where the list of items has no particular order or priority. The list below uses bullets. Numbered lists are used where the items have a particular order or priority.

In

FOCUS

In this session you will:


learn how to start a bulleted list learn how to add bullets to existing paragraphs learn how to remove existing bullets learn how to start a numbered list learn how to number existing paragraphs learn how to remove existing numbers.

University of Bristol

Page 43

Chapter 9 - Bullets and Numbering

Microsoft Word 2010 - Level 1 Getting started

STARTING A BULLETED LIST


A Bullet is simply a symbol or special character placed at the start of a sentence or a line of text. The standard bullet in Word is a filled-in circle ! but other symbols can be used. Bulleted lists are 2 used to make a list stand out from the rest of the text and to make each item in the list easier to identify and read. Bulleted lists are used where the list of items has no particular order or priority.

Try This Yourself:


Before starting this exercise you MUST open the file W707 Paragraph Formatting_6.docx... Click at the end of the final and paragraph, press then type: Other useful plants include: Press to start a new "! line. On the Home tab click the Bullets button in the Paragraph group, to start the bulleted list The list is automatically indented... Type a few items into the list #! as shown, pressing after each entry You should now have a bullet on a new line at the end which you dont need... With the curser still in this $! new line, click on Bullets to turn the bullets off and return to the previous paragraph alignment 4 3
Open File

Handy to Know
You can adjust the position of a bulleted list using Increase Indent or Decrease

Indent . These are found in the Paragraph group of the Home tab.

University of Bristol

Page 44

Chapter 9 - Bullets and Numbering

Microsoft Word 2010 - Level 1 Getting started

ADDING BULLETS TO EXISTING PARAGRAPHS


In a bulleted list, each paragraph starts with a bullet. When you apply bullets to existing text, a bullet is placed at the beginning of each paragraph and the rest of the text is indented. 2 Bulleted lists, in their default format, have no spacing between the paragraphs other than normal line spacing. When you add bullets to paragraphs, the spacing between them may change.

Try This Yourself:


Before starting this exercise you MUST open the file W707 Paragraph Formatting_7.docx...
Open File

Select the three paragraphs that cover the stages of ! water purification Click on Bullets to "! apply bullets to the

paragraphs and indent the text You may notice that the spacing between the paragraphs has also been removed...

Click on Increase Indent #! to indent the paragraphs further Note the position of the left indent marker on the ruler. The first line indent marker indicates the position of the bullet, and the hanging indent marker marks the position of the text. You can adjust these manually if you want to... Click on Decrease Indent $! to remove the indent

and align the bullets to the left with the rest of the text

Handy to Know
The spacing between paragraphs in a bulleted list is controlled by a checkbox in the Paragraph dialog box. Look for Dont add space between paragraphs of the same style and remove the tick if you want to be able to adjust the Spacing Before and After. Otherwise, adjust the line spacing.

University of Bristol

Page 45

Chapter 9 - Bullets and Numbering

Microsoft Word 2010 - Level 1 Getting started

REMOVING EXISTING BULLETS


If you decide that bullets are not required for a series of paragraphs, you can remove them. Word will remove the bullets, adjust the alignment of the text and correct the spacing between the paragraphs. If youve just applied bullets, you can reverse the action by clicking on . If not, you can remove bullets by Undo reapplying them because Bullets is effectively a toggle switch.

Try This Yourself:


Continue using the previous file with this exercise, or open the file W707 Paragraph Formatting_8.docx...
Same File

Select the three paragraphs that have bullets applied !

Note the position of the indent marker on the ruler. The First Line Indent Marker is aligned with the left margin and the Hanging Indent Marker is indented... to remove

Click on Bullets "! the bullets

The bullets will disappear and the text and indent markers will be realigned with the left margin

Handy to Know
Bulleted lists are formatted according to a style called List Paragraph. When you remove bullets, they are reformatted using the Normal style which controls the paragraph format such as Spacing Before and After.

University of Bristol

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Chapter 9 - Bullets and Numbering

Microsoft Word 2010 - Level 1 Getting started

(OPTIONAL) STARTING A NUMBERED LIST


Numbered lists are used to make a list stand out from the rest of the text, especially where the items have a particular order or priority. The default numbering system is Arabic (1, 2, 3) but you can also use different number systems such as Roman numerals (i, ii, iii) and alphabetical (a, b, c).

Try This Yourself:


Continue using the previous file with this exercise, or open the file W707 Paragraph Formatting_9.docx...
Same File

Click at the end of the Stage ! 3 paragraph and press Type: "! The stages of nutrient pollution are: Press #! line to start a new

On the Home tab, click the $! button in the Numbering Paragraph group, to start a numbered list Type a few entries as shown, %! pressing at the end of each line The default Spacing After takes care of the space between the list and the following paragraph, while spacing within the list is controlled by the line spacing... Press again to turn off &! numbering and revert to 5

previous paragraph alignment (You can then delete any extra space, as appropriate)

Handy to Know
If you want to be able to adjust the spacing between items in a numbered list, remove the tick from Dont add space between paragraphs of the same style in the Paragraph dialog box. Use Spacing Before and After to adjust the spacing between items.

University of Bristol

Page 47

Chapter 9 - Bullets and Numbering

Microsoft Word 2010 - Level 1 Getting started

(OPTIONAL) NUMBERING EXISTING PARAGRAPHS


In a numbered list, each paragraph starts with a number. When you apply numbering to existing text, a number is placed at the beginning of each paragraph and the text in the paragraph is indented. The content of paragraphs in numbered lists should be considered carefully, because numbering implies a priority or sequence.

Try This Yourself:


Before starting this exercise you MUST open the file W707 Paragraph Formatting_10.docx...
Open File

Select the three paragraphs that cover the stages of ! water purification Click on Numbering "! apply numbering to the to

paragraphs and indent the text You may notice that the extra spacing between the paragraphs has been removed...

Click on Decrease Indent #! to remove the indent and align the numbers with the rest of the text

Handy to Know
Weve used Decrease Indent just to demonstrate that you can adjust the alignment of the numbered list using the Indent tools either those on the Home tab or the Page Layout tab.

University of Bristol

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Chapter 9 - Bullets and Numbering

Microsoft Word 2010 - Level 1 Getting started

(OPTIONAL) REMOVING EXISTING NUMBERS


You can remove either one or more of the numbers assigned to paragraphs. Word will remove the number, adjust the alignment of the text and correct the spacing between the 1 paragraphs. If youve just applied numbering, you . If not, you can remove it by clicking on Undo can remove numbering by reapplying it because Numbering is a toggle switch.

Try This Yourself:


Before starting this exercise you MUST open the file W707 Paragraph Formatting_11.docx...
Open File

Click in the paragraph that starts with the number 2. !

You can remove numbering from single paragraphs if you need to...

Click on Numbering then "! click on Increase Indent to align the paragraph with the other numbered paragraphs

This is handy if you have several paragraphs for a single point... Select the three paragraphs in the numbered section #! Click on Numbering $! This time numbering is applied to all of the paragraphs because one didnt have a number... Click on Numbering to %! remove the numbers Click on Decrease Indent &! to return the paragraphs to their original alignment Click outside the paragraphs to deselect the text '! 7

Handy to Know
Using Numbering and Bullets in Word can be a bit confusing because they dont always do what you expect like adding numbers when you actually want to delete them. Persevere youll eventually get what you want!

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Chapter 9 - Bullets and Numbering

Microsoft Word 2010 - Level 1 Getting started

CHAPTER 10

PAGE LAYOUT
Page layout refers to the overall layout and appearance of your document such as how much text you will include on each page, the size of the paper on which you will print your document, and so on.

In

FOCUS

In this session you will:


learn how to change page margins learn how to change page orientation.

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Chapter 10 - Page Layout

Microsoft Word 2010 - Level 1 Getting started

CHANGING PAGE MARGINS


The margin is the white space around the sides, top and bottom of a page. By default, Word sets this to 2.5 cm (or 1 inch) for each margin, but there will be occasions when you will want to 3 alter this default setting. For example, you may want to change the page margins just to alter the look of a document or perhaps to force a stray paragraph back to the previous page.

Try This Yourself:


Before starting this exercise you MUST open the file W715 Page Layout_1.docx...
Open File

Click on the Page Layout tab on the ! ribbon Click on Margins in the Page Setup group to "! open the Margins gallery Click on Wide to increase the Left and #! Right margins Repeat steps 2 and 3 to change the margins to $! Narrow Notice how the width of the text has increased significantly to what it was previously... Repeat steps 2 and 3 to return the margins to %! Normal

Handy to Know
Margins can help to improve a documents readability by limiting the width of the text that your users have to read. If the lines of text are too wide, your readers eyes will tend to get lost as they read along the lines of text, making the text harder and slower to read.
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Microsoft Word 2010 - Level 1 Getting started

CHANGING PAGE ORIENTATION


Word gives you two ways to orient a page: portrait and landscape. In portrait orientation your text runs down a page that is longer than it is wide. In landscape orientation the page is turned sideways and your text runs down a page that is wider than it is long. Portrait mode is ideal for most written documents, like letters and reports, and landscape is good for figures and diagrams.

Try This Yourself:


Before starting this exercise you MUST open the file W715 Page Layout_2.docx...
Open File

Ensure that the Page Layout tab is open, ! then click on Orientation in the Page Setup group to open a drop-down menu Select Landscape "! The page orientation

will change to landscape. Now, lets return the document to the default portrait orientation...

Click on Page #! Orientation

in the Page Setup group, then select Portrait

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Chapter 10 - Page Layout

Microsoft Word 2010 - Level 1 Getting started

CHAPTER 11

PRINTING
The printing process is very flexible. In Microsoft Word the printing commands allow you to control how the document will be printed, where it will be printed and what will be printed.

In

FOCUS

In this session you will:


learn how to preview a document before printing gain an understanding of the Print dialog box.

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Chapter 11 - Printing

Microsoft Word 2010 - Level 1 Getting started

PRINT PREVIEWING
Computers came with the promise of a paperless office but it hasnt really worked out that way. You can help do your bit to save paper and time by previewing your documents before printing. Word 2010 no longer has a separate Print Preview feature as it is now contained within the Print menu.

Try This Yourself:


Open File

Before starting this exercise you MUST open the file W767 Printing.docx...

Click on the File Menu then point to Print ! The Preview area is on the right of the screen Use the zoom slider in the bottom right hand corner to display more or less pages "! Click on the backwards and forwards arrows to the left of the zoom slider in order to step through the pages #!

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Chapter 11 - Printing

Microsoft Word 2010 - Level 1 Getting started

THE PRINT DIALOG BOX


There are many settings that you can use when printing to get the exact output that you need. You can print the document or special features of the document. You can print to a printer or to a file. You can print multiple pages per sheet or scale a page to fit a particular paper size. This page examines the controls in the Print dialog box.

Print prints according to existing default settings

Provides information such as the status of the current printer and allows you to select from a list of other installed printers.

Enables you to specify what to print, whether it is the document, information about the document or perhaps information about the template such as the styles or building blocks. Some options include Document, Document properties, Document showing markup, List of markup, and Styles.

Duplex or single sided printing and whether to collate or not

Paper size settings

How many pages of the document to print per page

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Chapter 11 - Printing

Microsoft Word 2010 - Level 1 Getting started

CHAPTER 12

GETTING HELP
While the interface in Microsoft Word is intuitive and easy to use, there will always be aspects that you dont quite understand and require assistance with. This is where Help comes in, and Microsoft Word provides it in many ways and locations.

In

FOCUS

In this session you will:


gain an understanding of Help learn how to access the Help window.

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Chapter 12 - Getting Help

Microsoft Word 2010 - Level 1 Getting started

UNDERSTANDING HOW HELP WORKS


Microsoft Office 2010 contains a wide range of help facilities and options for you to use. The main access point for Help is the Word Help window. The Word Help window appears when you either click on the Help button or the Help button in a dialog box, or point to a command on the ribbon and press to get help specific to the option.

1 2

Help tools

These tools are provided to make working with Help easier. They include back and forward buttons that you can use to step through the topics that youve researched, and a print button. You can even magnify the text if it is too small. The search tools include a text box that you can use to enter search topics and a drop-down list that enables you to specify which content you want to search in. These are a list of topics that may be related to the subject that you searched for. Initially the list includes commonly accessed topics. If you are online, many of these topics are retrieved from the Microsoft website. The Status Bar displays the current location of the insertion point, including page number, section number, column, and so on. It can also be used to access navigation commands such as Go To. This indicates whether or not you are connected to Office Online. It also operates as a button that you can use to change the connection status. The Scroll bar indicates your current position in the Word Help window and lets you move to other positions in Help by clicking or dragging. The arrows can also be used to move up or down through the information.

" # $

Search controls

Help topics

Status Bar

%! &!

Connected to Office Online Scroll Bars and Arrows

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Chapter 12 - Getting Help

Microsoft Word 2010 - Level 1 Getting started

ACCESSING THE HELP WINDOW


The Word Help window can be accessed from many places in Word. General help can be in the Word accessed by clicking on Help window or by pressing . Help for a specific dialog box can be accessed by clicking on Help in the dialog box.

Try This Yourself:


Before starting this exercise ensure that you have a document open... Click on Help to display ! the Word Help window This lists general interest topics because you havent searched from a specific command or dialog box... Click on close to close the Word Help window "! Click on the dialog box launcher in the Font #! group on the Home tab to display the Font dialog box Click on Help to display the Word Help window with $! suggestions for formatting techniques Click on close and then click on [Cancel] %! Another quick way to access Word Help is to press &! Click on close to close the Word Help window '!

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Chapter 12 - Getting Help

Microsoft Word 2010 - Level 1 Getting started

CHAPTER 13

NICE TO KNOW EXTRAS


This chapter contains a variety of short exercises. Some may be more suited to students producing long documents for their assignments. Some may be more suited to staff producing administrative or departmental documents. Use this chapter to chose the topics best suited to your own requirements.

In

FOCUS

In this session you will:


gain an understanding of the status bar learn how to customise the status bar learn how to insert the current date into a document learn how to redo changes in a document learn how to repeat actions in a document learn how to change case learn how to use the keytip badges.

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Chapter 13 - 'Nice to Know' Extras L1

Microsoft Word 2010 - Level 1 Getting started

THE STATUS BAR


The Status Bar is the bar across the bottom of the Word window. It is a very useful navigation aid that tells you not only the status of Word, but information such as the current page number and the number of words in the document. It also includes tools that can be used to change the document view. You can customise the status bar to change the information shown.

Page Numbers

The Page Number indicates the position of the insertion point in the document. In this example, the insertion point (where text will appear when you type) is on page 1. This indicator also tells you how many pages there are in total in this case, 1. If you click on the page number, the Go To page of the Find and Replace dialog box will be displayed. This tells you the total number of words in a document. You can click the Word Count tool to display the Word Count dialog box showing more details, including a tick box for whether or not to include text boxes, footnotes and endnotes in the total. If you have some text selected it will also show this, e.g. as 15/347 (15 words selected out of 347 total words). If a tick appears in the Spelling and Grammar check, you can rest assured that your spelling and grammar are correct. If a red cross appears , then proofing errors have been detected. You can click on the indicator to correct the errors. The Language tool displays the current language and can be used to display the Language dialog box so that you can change the language settings. A macro is a series of recorded actions and/or commands that you can save and replay. This button allows you to either start or stop recording commands. The Document View tools allow you to change the view of the document. You can select from Print Layout, Full Screen Reading, Web Layout, Outline and Draft. This button displays the current zoom percentage. If you click on the button, the Zoom dialog box will appear so that you can select a specific zoom percentage. The Zoom Slider indicates the current zoom level, where the centre mark is 100%. You can either drag the marker to the left or right, or click on a specific point of the slider to set a zoom percentage. You can also click on the buttons at either end of the slider to zoom in or zoom out . The Resize icon is visible in the Word window if the screen is not maximised. It allows you to change the size of the Word window by dragging in or out.

" # $

Word Count

Spelling and Grammar check

Language

%! &! '! (! )!

Macro Recorder (not currently showing) View Tools

Zoom Level

Zoom Slider

Resize Icon

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Chapter 13 - 'Nice to Know' Extras L1

Microsoft Word 2010 - Level 1 Getting started

5CUSTOMISING THE STATUS BAR


The Status Bar at the bottom of the Word window comprises two parts. The left-hand side displays options and information relevant to the current document, and the right-hand side displays viewing and zoom options. You can customise the settings of the Status Bar by adding or removing information to suit your working requirements.

Try This Yourself:


Before starting this exercise ensure that a blank document is displayed Click on the centre mark in the Zoom slide to zoom to 100% ! then type: The quick brown fox jumps over the lazy dog. Read the status bar "! Youll notice that it says Words: 9... Right-click on the status bar to display the Customise Status #! Bar menu This shows additional information about the document as well as listing settings you can choose... Click on Section and Line Number then click outside the $! menu to close it The Section number and Line number will be added to the Status bar... Right-click on the status bar to display the menu again %! Click on Section and Line Number to remove the ticks &! then click outside the menu to close it The status bar will be restored to the original view

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Chapter 13 - 'Nice to Know' Extras L1

Microsoft Word 2010 - Level 1 Getting started

INSERTING A DATE
Most documents and letters that you send are dated. To spare you the need to type the date every time you send a letter, Word has a facility for inserting dates. If you choose to, you can set 3 an inserted date to update automatically every time you open the document. This means that the document will appear with the current date each time you open it.

Try This Yourself:


Before starting this exercise you MUST open the file W702 Creating A New Document_4.docx...
Open File

Ensure that the cursor is positioned at the end of the ! document, then type Report compiled on and press Click on the Insert tab on the ribbon "! Click on Date & Time in #! the Text group to open the Date and Time dialog box Click on the format that includes the name of the day $! Click on Update automatically until it appears without a tick %! This will ensure that the date is not updated the next time this document is opened...

Click on [OK] to insert the date into the document &! Type a fullstop to complete the sentence '!

Handy to Know
If you want to insert a date that always updates when you open the document, ensure that Update automatically is ticked in the Date and Time dialog box.

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Chapter 13 - 'Nice to Know' Extras L1

Microsoft Word 2010 - Level 1 Getting started

USING REDO
The Undo function has a handy partner called the Redo function. Redo enables you to reverse an action that you have just undone. Its less confusing than it sounds. Consider an instance where you delete some text from your document and then change your mind. Undo will reinstate the text, but if you change your mind again, Redo will delete the text once again.

Try This Yourself:


Before starting this exercise you MUST open the file W704 Text Management_5.docx...
Open File

Triple-click in the first paragraph to select it ! Click on the Home tab on the ribbon, then click on "! Bold Oops, this wasnt the formatting we wanted...

in the Font group

#!

Click on Undo on the Quick Access Toolbar to remove the formatting Notice that the Redo tool is now available in the Quick Access Toolbar, enabling you to change your mind once again...

Click on Redo on the $! Quick Access Toolbar to

reapply the bold formatting

Handy to Know
The Redo tool is only available after you have used the Undo tool first to reverse a change until that time, it is replaced with the Repeat tool . You can also use the keyboard shortcut + to redo an action.

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Chapter 13 - 'Nice to Know' Extras L1

Microsoft Word 2010 - Level 1 Getting started

USING REPEAT
There will be many occasions when you are performing the same function repeatedly on different text within a document. For instance, you might be typing the same words repeatedly, changing the font of headings, or italicising words throughout the document. After performing an action once, the Repeat function enables you to repeat the action on different text.

Try This Yourself:


Before starting this exercise you MUST open the file W704 Text Management_6.docx... 1 6
Open File

Select the heading The Orphanages ! Press + to apply "! bold formatting to the heading text Scroll down the page and select the heading Out in #! the World Click on Repeat on the $! Quick Access Toolbar When you point to the Repeat tool, a tooltip appears, to indicate the action that will be repeated. In this case it reads: Repeat Bold. The heading will now be formatted bold... Repeat steps 3 and 4 to bold the heading The %! Meeting Repeat the previous steps to now italicise the same &! three headings Notice that the Repeat tooltip now displays: Repeat Italic

Handy to Know
The Repeat tool will switch to a Redo tool, if you use the Undo tool. If you then make a change to the document or click on Redo, it switches back. You can also use the keyboard shortcut + to Repeat your last action.

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Chapter 13 - 'Nice to Know' Extras L1

Microsoft Word 2010 - Level 1 Getting started

CHANGING CASE
Case refers to whether the uppercase (capital) or lowercase form of a letter is used. Microsoft Word allows you to change between cases so that you dont have to retype text. Change case options are Sentence case, where the first letter is a capital, lowercase, UPPERCASE, Capitalise Each Word, and tOGGLE cASE, which swaps between upper and lower case.

Try This Yourself:


Before starting this exercise you MUST open the file W706 Font Formatting_12.docx...
Open File

Click to the left of the heading AGE Corporate ! Endeavours: Green Force Projects to select it

"!

Click on Change Case and select Sentence case. All of the capitals, other than the very first one, are changed to lowercase...

Click on Change Case #! and select UPPERCASE This time all letters are changed to capitals... Click on Change Case $! and select tOGGLE cASE This changes all of the uppercase letters to lowercase (and vice versa)... Click on Change Case %! and select Capitalise Each Word This converts the letters back to a form more suitable for a heading 5 4

Handy to Know
Text typed in all UPPERCASE letters is rarely used because it is harder to read (not varying in shape) and because uppercase can be interpreted as shouting when used in correspondence. All uppercase is best reserved for short headings or headlines which appear in much larger font sizes.

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Chapter 13 - 'Nice to Know' Extras L1

Microsoft Word 2010 - Level 1 Getting started

USING KEYTIP BADGES


You can use the keyboard to access commands on the Ribbon. To make this possible, letters will appear next to commands on the ribbon when you press . These letters are known as keytip badges. You can also use and arrow keys to move through the commands and even the scroll wheel on your mouse if you have one. Keytip badges are also known as access keys.

Try This Yourself:


Before starting this exercise ensure that you have a blank document displayed Press to display the ! keytip badges Press to activate the "! Page Layout tab and 2

display the keytip badges for the Page Layout commands

Press to display the #! Margins options Notice the keytip badge for Custom Margins at the bottom of the menu...

$!

Press twice to return to the previous level of access keys

Press to access the %! Mailings tab Practise using the arrow keys and to move &!

through the tabs and into commands

Press to return to text '! entry mode

Handy to Know
You can still use the shortcut keys for menu commands that were available in previous versions of Office. For example, + applies bold to selected text.

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Chapter 13 - 'Nice to Know' Extras L1