Microsoft Word 2010 Introduction. 5/18/2010 Archdiocese of Chicago Mike Riley

Transcription

1 Microsoft Word 2010 Introduction 5/18/2010 Archdiocese of Chicago Mike Riley i

2 VIDEO TUTORIALS AVAILABLE Almost 100,000 video tutorials are available from VTC. The available tutorials include Windows 7, GroupWise 8 and Office 2010 applications. To access these tutorials, visit and click the link for VTC Online Training. Login with your GroupWise username and password. You MUST use our custom login page from the list of Archdiocesan Web Links. You will NOT be able to login directly at VTC.com. Once logged into the VTC site, you can view any of the available tutorials (the Flash versions tend to load that fastest). You can view as many tutorials as you want. We have a limit of 5 concurrent users (only 5 people from our network can be logged in at one time). If all of the seats are currently in use, you will receive an error message. You can also access these tutorials from home. Simply use the link provided at

3 CONTENTS Getting Started... 1 Starting Word... 1 Programs Menu... 1 By Opening a File... 1 The Word Interface... 2 The Ribbon... 2 The Quick Access Toolbar... 2 Tabs... 3 Contextual Tabsets... 4 Group Tabs... 4 Mini Toolbar... 4 Context Menu (Shortcut Menu)... 5 Status Bar... 5 Opening Files... 5 Converting files to Word 2010 Format... 6 Creating New Files... 6 Blank Document... 6 From Template... 7 Saving Files... 8 Save (Overwrite)... 8 Save As (Copy)... 8 Switching Between Files... 8 Closing Files... 9 Entering/Editing Text i

4 Typing Text Selecting Text Deleting Text Inserting Text Replacing Text Undo/Redo Spellcheck as You Type Navigating a Document The Home Tab Clipboard Group Moving Items (Cut and Paste) Copying Items (Copy and Paste) Using Paste Special Format Painter Styles Group Font Group Paragraph Group Editing Group Find Replace Select Finalizing Your Document Spell Check Headers and Footers Page Breaks Saving and Printing Documents Printing Documents ii

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7 MICROSOFT WORD 2010 INTRODUCTION GETTING STARTED Microsoft Word 2010 is the latest version of Microsoft Word for the PC. Word 2010, along with most of the other Office 2010 applications, appears on the surface to be a major departure from previous versions (other than 2007). While it may take awhile to get used to using Office 2010, eventually you'll discover that you can work more effectively with the new versions. STARTING WORD Before you can create, edit, or view a Word document (or other file associated with Microsoft Word), you'll need to start the program. PROGRAMS MENU Like almost every Windows program, when Office is installed, it adds a group to the Programs Menu. To start Microsoft Word 2010: Choose Start, All Programs Choose Microsoft Office Choose Microsoft Word 2010 You can also pin Word 2010 to the start menu or task bar or use a desktop shortcut. BY OPENING A FILE Opening a file that uses Microsoft Word as its default application will launch Microsoft Word AND open the file at the same time. To start Microsoft Word 2010 by opening a file: Browse to the file you want to open using My Computer or Windows Explorer Double-click the file 1

8 THE WORD INTERFACE THE RIBBON The large area of tools and commands at the top of the document is the Ribbon. THE QUICK ACCESS TOOLBAR This toolbar contains commonly used commands and can be customized by adding additional commands. To add a new command to the Quick Access Toolbar, select the desired command from the drop-down list to the right of the QAT. You can also right-click any button from any tab and choose Add to Quick Access Toolbar. 2

9 TABS Tabs make up the main context of the ribbon. You'll find different options available from the different tabs. FILE TAB The File tab replaces the File menu (in Office 2003 and earlier) and the File tab in Office Clicking the File tab opens the Backstage view that includes commands for working with the entire document or a different document. To close the File tab without choosing an option, simply click the File tab again or click a different tab. 3

10 CONTEXTUAL TABSETS When certain objects in a document (such as a table) are selected, contextual tabsets appear. These tabsets contain one or more tabs with the functions available for those objects. GROUP TABS Commands on tabs are often grouped by functionality. The paragraph group (shown to the left), provides the formatting tools that affect one or more paragraphs. When there's not enough screen space to display all of the tools for a group, the group will collapse. MINI TOOLBAR common formatting features. The mini-toolbar appears when you select text or right-click on objects. This allows easier access to 4

11 CONTEXT MENU (SHORTCUT MENU) The Context Menu (Shortcut Menu) appears when you right-click on different elements in your document. The Mini-Toolbar might also appear, depending on the object you rightclick. STATUS BAR The Status Bar (at the bottom of the screen) displays information about the document (page count, word count, spell/grammar check indicator), the view icons and view slider. OPENING FILES You are likely to open and edit existing files just as often as (if not more than) you create new files. To open a file: Click the File tab Choose Open Browse to and open the folder containing the file Double-click the file Use the Files of type drop-down to display on specific types of files. All Word Documents includes files saved in ANY Word format (including Templates). Be careful about opening non-document files in Microsoft Word. While you can open Excel spreadsheets with Word, doing so and then saving the changes will BREAK the spreadsheet. 5

12 CONVERTING FILES TO WORD 2010 FORMAT When you open a file that was created in a previous version of Microsoft Word, Word 2010 will run in Compatibility Mode. To use all of the features available in Word 2010, you will need to convert the file to the most current format. To convert to the Word 2010 format: Click the File tab Click Info Click Convert CREATING NEW FILES The Convert option does not save a copy until you use the Save or Save As command. If you use the Save command, it will save a copy in the same location and with the same filename (but in the Word 2010 format). Creating new Word Document is as simple as clicking a button and choosing the type of document to create. BLANK DOCUMENT To create a new, blank document: Click the File tab Choose New Choose Blank Document and click Create or double-click Blank Document If you plan on creating a lot of new, blank documents, you can add a New button to the Quick Access toolbar. 6

13 FROM TEMPLATE You can also create new documents using a template. A template is a preset document that may contain design elements, layout options, styling, automation, etc. To create a document from a template: Click the File tab Choose New Select the desired group, then the desired template Click Create If you have an active connection to the internet, you can also get additional templates from Microsoft Office Online. 7

14 SAVING FILES When you are happy with changes you've made to a document, you should save your changes. You'll want to save early and often (so that you can close the file WITHOUT saving changes if needed). SAVE (OVERWRITE) The first time you save a new file, the Save As dialog box opens (since you'll need to specify the file name, type and location). After a file has been saved, you can click the Save icon on the Quick Access toolbar or use the Save command from the File tab. The Save command will then overwrite the current file with the changes you have made. SAVE AS (COPY) The Save As command makes a copy of the original file with your current changes. Use the Save As command in the following situations: To simply create a new version of the original file without modifying the original file (if you are going to do this, use the Save As command immediately so that you don't accidentally change the original) To save a copy of the file in a new location To save a copy of the file as a different file type (for instance, to save a Word 2010 document as a Word document that almost anybody will be able to open) Office 2010 files are the exact same format as Office 2007 files. SWITCHING BETWEEN FILES When you have more than one file on in Microsoft Word 2010, each document will be represented as a button in the Windows Taskbar. To switch from one file to another, simple click the button for the file (or button for program and then select the file). 8

15 CLOSING FILES When you are done working with a file, you should close it so that you don't accidentally make changes to the file and that other network users can work with that file (if the file is on a network drive). You can close a file using the Close command from the File tab or by using the Close button (X) at the top-right corner of the window. 9

16 ENTERING/EDITING TEXT The core component of a Word document is the text of the document. There are some tricks you can use when entering text in a document that can make your job easier. TYPING TEXT To add text to a document, simply move the cursor to the point you want the text to begin, click, and being typing. The blinking cursor indicates where your text will appear. When you enter text, you can use the Backspace key to move back (and delete text). The Delete key will delete characters to the RIGHT of the cursor. Your text will automatically word wrap when you hit the margin of the paragraph. To begin a new paragraph, simply tap the Enter key. Avoid using Enter multiple times to give additional space between paragraphs or to force something to start at the top of a page. This is best done through styles and paragraph level formatting. To begin a new line (without starting a new paragraph), hold down the Shift key and tap Enter. When entering text, there may be words that need to stay together on the same line (and not word wrap). You can use keyboard shortcuts when entering the text to force the words to stay together. To add a non-breaking space, use Ctrl-Shift-space. To add a non-breaking hyphen, use Ctrl-Shift-hyphen. For example: A date such as July 27 th, 2010 will look quite unusual if the 2010 is on a different line. Using nonbreaking spaces will keep that date together on the same line. SELECTING TEXT Before you can change text in your document, you need to select that text. There are many techniques you can use depending on how much text you want to select. Select a Single word Single sentence Entire paragraph All contents of your document Select multiple lines Select multiple words Try This Double-click on the word Ctrl-click within the sentence Triple-click within the paragraph Ctrl-A Move your mouse into the left margin of the document so that it changes to an arrow pointing to your text. Click and drag. Click and drag from the end of the last word you want to select to the beginning of your selection. 10

17 DELETING TEXT Once you have selected text, you can tap the Delete or Backspace key to delete the entire selection. If you continue to tap the Delete or Backspace key, additional characters will be deleted. INSERTING TEXT Word 2010 defaults to insert mode while working in a document. To insert text, move the cursor to the insertion point and begin typing. REPLACING TEXT When text in a document is highlighted, if you begin typing, it will replace the highlighted text. UNDO/REDO If you make a mistake while working within a document (such as deleting or replacing a group of text), you can easily back up. To undo: Click the Undo button on the Quick Access toolbar Continue clicking Undo until you are at the point you want You can also use the drop-down arrow next to the Undo icon to go back several steps. If you undo too many times, you can use the Redo button to undo your undo. To redo: Click the Redo button Continue clicking Redo as necessary The Redo button is only active if you have just used Undo. Otherwise, the Redo button becomes a Repeat button. SPELLCHECK AS YOU TYPE As you type, misspelled words and grammatical errors will be indicated by red and green wavy underlines. You can right-click on words with the errors to quickly correct or ignore those errors. 11

18 NAVIGATING A DOCUMENT If you are editing an existing document, you'll need to locate the parts of the document that you need to change. There are many techniques you can use to move throughout a document. Technique Page Up/Page Down Keys Arrow keys Home key End key Ctrl-Home Ctrl-End Scroll Bar Arrows Dragging the Scroll Box Clicking Above/Below the Scroll Box Browse Object Arrows (Double-Arrows) Browse Object Selector (Circle) Clicking the Page X of X indicator What It Does Moves you one screen at a time Moves you one line up/down or one character left/right Moves you to the beginning of the line Moves you to the end of the line Moves you to the beginning of your document Moves you to the end of your document Moves you up/down one line at a time Moves you longs distances Moves you one screen at a time Moves you to the next/previous browse object Sets the browse object Activates the Go To command. 12

19 THE HOME TAB You'll probably spend 90% of your time in Microsoft Word 2010 using tools available from the Home Tab. CLIPBOARD GROUP You use the Clipboard Group to move items (cut and paste) and copy items (copy and paste). MOVING ITEMS (CUT AND PASTE) To move items in your document: Select the items to move Click the Cut (scissors) icon Click on the destination Click the Paste icon COPYING ITEMS (COPY AND PASTE) Instead of moving, you can copy items. This is most often done when copying items from one document to another. To copy items: Select the items to copy from the current document, a different document, or a different file Click the Copy icon (from within the program you are copying from) Click on the destination Click the Paste icon USING PASTE SPECIAL If you click the drop-down arrow below Paste, you can activate Paste Options (and preview) and Paste Special options. Hovering over a Paste Option will indicate the type of paste as well as previewing the paste. The Paste Special command displays the different options you can use. You activate Paste Special by clicking the arrow below the paste icon, choosing Paste Special, then selecting the desired format. The Paste options also allow you to paste content in different ways. 13

20 FORMAT PAINTER The Format Painter is a special tool for copying and pasting. The Format Painter only pastes formatting and is one option you can use to achieve similar formatting. To use the format painter: Select the item that has the formatting you want to apply Click the Format Painter icon Drag over the item you are painting the formatting onto STYLES GROUP The Format Painter will take some practice. There are many other techniques you can use to achieve consistent appearance that are much easier to use. To apply a style: Select the text you want to apply the style to Click on the desired style from the Style Gallery You can use the Styles Group to quickly apply sets of formatting (styles) to entire paragraphs or selected text. If at all possible, try to limit any formatting you use in a document so Styles. This will (down the road) make it easier to apply global changes to a document and maintain consistency across documents. If a style is a paragraph formatting style, it will change the entire paragraph if any part of paragraph is selected. When you use styles from the Style Gallery, you can quickly change the appearance of the entire document by applying a new Style Set. To change the style set: Click the Change Style button Choose Style Set Choose the desired Style Set One of the main reasons for using Style Sets is consistency. Your department should decide which style set should be used. 14

21 FONT GROUP The tools in the Font Group affect the appearance of selected text. The options available in the Font Group are: Font face Font size Grow font/shrink font Change Case Clear formatting Bold/Italic Underline Used to change the typeface Used to change the size. 72 pts = 1 inch. Your main content in a document should typically be pts. Used to quickly increase/decrease the size of the selected text. Lets you change text to ALL CAPS, lowercase, Title Case, etc. Clear formatting of the selected text. (If an entire paragraph is selected, formatting is cleared and the Style is set to Normal.) Applies bold and italic formatting Applies underlining. Click the drop-down next to the Underline icon to choose additional underlining options. Calibri Cambria Arial Times New Roman 8 pt 10 pt 12 pt 24 pt bold italic underline dashed underline 15

22 Strikethrough Subscript/Superscript Text effects Text Highlight Color Font Color Applies a strikethrough effect Shrinks and lowers/raises text Changes the appearance of the text to a Word Art style Gives a highlighting effect to text. You can use black highlighting for printed material to show that specific information has been "censored." Lets you specify the color of the text. strikethrough sub script super script Highlighted text Censored text Most documents should only use two font faces: one for headings and one for the main body text. Some documents might use an additional font face for "decorative" text. You should try to limit yourself to no more than 3 fonts in a document. The new default fonts, Calibri and Cambria, use less ink/toner than Times New Roman and Arial. 16

23 PARAGRAPH GROUP The tools in the paragraph group (typically) affect the appearance of an entire paragraph. A paragraph can be a single line. The Enter key is what defines text as being in a paragraph. When applying paragraph-level formatting, you don't need to highlight the paragraph you only need to be within the paragraph you want to affect. Bullets Numbering Multilevel List Creates a bulleted list. Click the drop-down arrow to select a specific bullet. Creates a numbered list. Click the drop-down arrow to specify the numbering style. Creates a multilevel list where indented items use different list indicators. Use the Decrease/Increase Indent tools to change the item's "level." Decrease Indent/Increase Indent Sort Show/Hide Formatting Symbols Align Text Line Spacing Shading Borders Removes or increases the indentation. This is often used in bulleted lists. Used to sort tables, bulleted lists, or paragraphs. Shows or hides the non-printing characters in a document. Left, Center or Right Aligns text. Justify will have the text hit both the left and right margins. (Justify is normally only used in multicolumn documents.) Lets you specify the spacing between lines in paragraphs as well as increasing/decreasing the spacing above or below a paragraph. Applies shading to the paragraph. If you select text, the shading will apply to the text only (and not the entire paragraph). Applies borders to the paragraph. If you select text, the borders will apply to the text only (and not the entire paragraph). 17

24 EDITING GROUP The Editing Group contains 3 tools: Find, Replace and Select. FIND The Find tool is a quick way to locate parts of a document that you need to modify. To use the find tool: Click Find Enter the text to search for in the Find what box Click Find Next Repeat as needed REPLACE You can use the Replace tool to change text in your document and also to clean up formatting. To use replace: Click Replace Enter the text you are replacing in the Find What box Enter the new text in the Replace With box Click Find Next to find the next instance and click Replace to replace the text - OR Click Replace All 18

25 REPLACE ALL WORD FORMS You can use the Replace All Word Forms feature to change all variations of the text (singular/plural nouns, verb forms, etc.) To replace all word forms: Click Replace Enter the text you are replacing in the Find What box Enter the new text in the Replace With box Click More Check Find All Word Forms Click Find Next to find the next instance and click Replace to replace the text - OR Click Replace All CASE SENSITIVE REPLACE By default, Replace is case insensitive. Words found in lowercase will be replaced with lowercase words. Words in all caps will be replaced with all caps. In some cases, you might want to change all lowercase instances to all caps. To perform a case sensitive replace: Click Replace Enter the text you are replacing in the Find What box Enter the new text in the Replace With box Click More Check Match Case Click Find Next to find the next instance and click Replace to replace the text - OR Click Replace All REPLACE FORMATTING You can also use the Replace function to clean up formatting in a document. This is especially useful if you want to use Styles, Tables and Tab Stops for formatting. To replace formatting: Click Replace Click More In the Find what box, click the Special button to choose what you are looking for In the Replace with box, click the Special button to choose what you are looking for Click Find Next to find the next instance and click Replace to replace the text - OR Click Replace All You can use Replace Formatting to remove extra paragraph breaks in your document. Find ^p^p (two paragraph breaks in a row) and replace with ^p (a single paragraph break). You can also use this to replace two spaces in a row with a single space. 19

26 SELECT The Select tool is fairly straightforward. Use it to select the entire contents of your documents, Objects (non-text elements), or to select all paragraphs with the same formatting. FINALIZING YOUR DOCUMENT Before you print or distribute your document, you'll want to do some final reviews. Use the following instructions to spell and grammar check your document, apply headers and footers, set margins, and insert page breaks. SPELL CHECK Distributing a document with spelling and grammar errors is unprofessional and can be quite embarrassing. While there is NO substitute for actually proofreading a document (and you should have someone unfamiliar with the document do the proofreading), the spell and grammar checker can locate obvious errors. To spell and grammar check a document: Select the Review tab Click the Spelling & Grammar tool When an error is located, you can: o Ignore Once to skip a single instance of the error o Ignore All to skip all instances of the error o Add to Dictionary (if the word is spelled correctly) o Change a single instance to the text you manually correct (by entering it into the Not in Dictionary/Grammar Use box) or to the selected Suggestion o Change all instances using the same conditions as changing a single instance o AutoCorrect to change the instance using the same conditions as changing a single instance AND replacing future misspellings of that word to the correct word Setting AutoCorrect is a quick way to counter your common spelling errors. For instance, if you typically misspell business as buisness, when the spell check encounters that error, you can have it automatically correct future instances of buisness. 20

27 HEADERS AND FOOTERS You can add headers and/or footers to each page of a document. Typically, you might include page numbers, the date the file was last updated and possibly the original path of the file (useful for determining the location of a file from the printed copy). To add headers and footers: Select the Insert tab Select Header (or Footer) and choose the desired style Once a header or footer has been added, you can easily add content to the header or footer. To add static text to a header/footer: Double-click within the header/footer if necessary to active edit mode Type the desired text Click the Close Header/Footer button when finished In addition to static text in a header/footer, you can add other non-static information such as page numbers, date the file was updated, etc. To add page numbers to a header/footer: Double-click within the header/footer if necessary to active edit mode Select the Header & Footer Design tab if needed Click Page Number, Current Position and choose the desired page numbering style Click the Close Header/Footer button when finished To add the date the file was last saved: Double-click within the header/footer if necessary to active edit mode Select the Header & Footer Design tab if needed Click Date and Time, choose the desired format, check the Update Automatically box and click OK. Click the Close Header/Footer button when finished To add the filename and path: Double-click within the header/footer if necessary to active edit mode Click on the Type text box Choose Quick Parts, Field Choose the FileName field. Check the Add path to filename box (if desired). Click the Close Header/Footer button when finished 21

28 PAGE BREAKS Another step before you print or distribute a document is to make sure that the default page breaks in the document don't result in an unusual layout. For example, you don't want a signature block to appear at the top of a page in a letter with no other text. You can resolve this issue by manually adding page breaks. To insert a page break: Position your cursor before the text that will begin on a new page From the Insert tab, click Page Break When inserting text into an existing document, you might want to clear all page breaks and then add them again as needed. Use Replace and the Special option to remove all manual page breaks. SAVING AND PRINTING DOCUMENTS When a document is finalized, there are three things you typically do with the document: Print, Save and . PRINTING DOCUMENTS To print a document: Click the File tab Choose Print Select the desired options Click the Print button Print Preview is now displayed within the Print view. 22

29 SAVING When saving a copy of the document, you should save it in the file format that is most compatible with your version of Microsoft Word (in other words, save your copies as Word Documents). After saving in the correct version of Word, you may need to save a copy in a different file format so that you can distribute the file electronically. To save in a different file format: Click the File tab Choose Save As Navigate to the folder where you want to save the file Choose the desired format from the drop-down list (Word document for distribution to people who use older versions of Microsoft Word) Enter a name for the file (example: Annual Report W97 version) Click Save ING You can trigger the ing of the current document within Microsoft Word (instead of within GroupWise). To a document: Click the File tab Choose Save & Send Select the desired Send User option Complete the message in your program and send as normal 23

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