Microsoft Office Training Skills 2010

Transcription

1 Lesson 3 - Creating Documents with MS word 2010 Introduction to Word Processing MS-Word 2010 is word processing application that is used create and edit documents such as: Books, letters, reports, newsletters, magazines, and so on, with pictures and graphics Common Terms in MS Office A. File Button B. insertion point C. landscape orientation D. portrait orientation E. Ribbon tabs F. Quick Access Toolbar G. Mini toolbar H. status bar I. view Buttons J. Zoom Controller K. Scroll bars L. Maximize button M. Minimize button N. Restore button O. Close button P. Dialog box Q. Menus R. word wrap Run MS-Word 2010 & create new documents Launching the Application There are many ways in which MS word can be started here are the steps: On the taskbar, click the start button, from the start menu, locate Microsoft Folder, and then Click Microsoft word 2010 Type your text inside the text area. NB: To get a sample text use this formula =rand () Microsoft Office word 2010 Page 1

2 Saving the Document On the quick access toolbar, click save, or click file then choose save, then choose the location where you are saving your document Create new folder, using your own name, give a descriptive name and hit the save button. NB: to quickly save the document using keyboard shortcut press CTRL+S Existing the application To exit and close the application do the following steps: Click file then choose exit Or you can use close button on the right corner of the application window Or use keyboard shortcut: Alt+F4 or Alt+Space+C Edit Documents and use keyboard short cut keys To open existing document Click File, and then select the open command. This will display the open dialog box, within this dialog box select the file that you saved, and click on the open button Your file will be copied from your hard disk into your computer memory. You will see your document displayed on your screen. Copy, Cut and Paste Text To copy text, first select the text, then right click on it, and then choose copy command (or you press CTRL+C to quickly copy text) also you can do using copy command from the clipboard group. To cut text, first select the text, then right click on it, and then choose cut command (or you press CTRL+X, to quickly cut text) also you can do copying text using cut command from the Clipboard group. Microsoft Office word 2010 Page 2

3 To paste copied/cut text, first place the insertion point where you want text to appear, then right click, and then choose paste command (or you press CTRL+V, to quickly paste text) also you can do pasting text using paste command from the Clipboard group. Short-cut keys used in Microsoft office word 2010 Short-cut Function Short-Cut Function Ctrl + N Create new document Ctrl + F Find text Ctrl + S Save the document Ctrl + H Replace text Ctrl + O Open document Ctrl + G Go to Alt + F4 Close the document Ctrl + Shift + > Ctrl + B Bold text Ctrl + Shift + < Increase font size Decrease font size Ctrl + I Italic text Ctrl + D Open font dialog box Ctrl + U Under line text Ctrl + Home Moves the cursor into the beginning of the document Ctrl + A Select All Ctrl + End Moves the cursor into the end of the document Ctrl + C Copy text Ctrl + E Align the text into center Ctrl + V Paste text Ctrl + L Align the text into left Ctrl + X Cut text Ctrl + R Align the text into right Ctrl + P Print document Ctrl + Z Undo the last action Ctrl + F2 Print Preview Ctrl + Y Redo the last action F12 Save as Ctrl + K Create Hyperlink Microsoft Office word 2010 Page 3

4 Select text You can select a text in many different ways, first just point the left of text you want to select, hold down the left mouse button, and drag the right to select the entire line. If you want to select a single word just double click the word. If you want to select entire paragraph just point to any word and triple click. If you want to select the entire document just point the insertion point to the beginning/ending of the document and then hold shift key and click to the beginning or ending the document. Alternatively you can also select the entire document using short cut keys Ctrl + A Insert text from other documents If want to insert objects such as: graphics, charts, files, or text from another word document, follow these steps: 1. On the ribbon, click on the insert tab. 2. In the text group, click the object button arrow and select text from file option. 3. The insert file dialog box appears, then navigate the location of the file you want to insert and then select the file. 4. In the lower right corner of the insert file dialog box, click the insert button. Change font, font size, font color and font styles A font is a set of characters with the same design and shape. One to format text is to change the font name, color or the font size you can also add font styles to your text such as: bold, italic and underline. 1. First select the text you want to format 2. Go the home tab, then in the font group, click the font arrow list and choose the font type 3. In the font size list select the size you want. In the font color list choose the color you like. 4. And apply any font styles you want from font styles toolbar such as bold, italic and underline Microsoft Office word 2010 Page 4

5 5. Then save your document. Insert and work with graphics You can insert clipart- graphics and images included in with Microsoft office or obtained from other source anywhere into your document. To Insert a Clipart do these steps: Place the insertion point where you want the image to appear, Click the insert tab, in the illustration group, click clipart button. In the search box, type your text (e.g. computer) and hit go, and select the image you like from result displayed, then close the clipart task pane To Insert a Digital Image do these steps: You can also insert picture from your hard disk, or other storage devices. Place the insertion point where you want the image to appear, Click the insert tab, then click picture, Insert picture dialog box appears, and then select the image you want to insert and click insert button. Note that a new tab- the format tab is added to the ribbon which allows you format your picture as you want Checking spelling and grammar The number of potential errors displayed by word depends on your settings. So to set the spelling and grammar option do the following steps: Click on file button, then select options, proofing, under spelling and grammar option list set your options as you want So inside your document type the word compter and a red underline appears that indicate spelling error To correct, right click the word and choose the correct word from the list Save your document NB: In MS-word, red underline indicates spelling errors, also green underline indicates grammar errors Microsoft Office word 2010 Page 5

6 Use the thesaurus and proofing options A thesaurus: list of words that have the same or similar meaning to the word you are looking for. Select the word you want to view its thesaurus list On the review tab, in the proofing group, click the thesaurus button, a research task pane appears that displays list of similar word To insert the list word, right click the listed word and then choose insert and the inserted word replace the former word Click the close button and save your document. Create document footers & Headers A header and footer are reserved areas for text, graphics, other thing that display at the top (header) or bottom (footer) of each page in a document. Microsoft Office Word 2007 includes many predesigned headers or footers that you can insert into your document. Or you can create a custom header or Footer). Insert a predefined header or footer 1. On the Insert tab, in the Header & Footer group, click Header or Footer 2. Click the header or footer design that you want 3. Then click somewhere outside the header/footer area 4. The header or footer is inserted on every page of the document. If necessary, you can format the text in the header or footer by selecting the text and using the formatting options on the Mini toolbar. If you want to switch to a different predefined header or footer, repeat these steps, and choose a different header or footer from the gallery. Insert a custom header or footer 1. On the Insert tab, in the Header & Footer group, click Header or Footer. 2. Click Edit Header or Edit Footer. Microsoft Office word 2010 Page 6

7 3. Type text or insert graphics and other content by using the options in the Insert group on the Design tab, under the Header & Footer Tools tab 4. Then click somewhere outside the header/footer area Make the first page header or footer different from the rest of the pages 1. On the first page of the document, double click the header or footer area. 2. Under Header & Footer Tools, on the Design tab, in the Options group, select the Different First Page check box. 3. Create a header or footer, or make changes to the existing header or footer, on the first page. Remove the header or footer 1. Click anywhere in the document. 2. On the Insert tab, in the Header & Footer group, click Header or Footer. 3. Click Remove Header or Remove Footer. 4. The headers or footers are removed from the entire document. NB: If you created different first-page or odd-and-even headers or footers, or if there are sections that aren't linked, be sure to remove the headers or footers from each different page or section Work with print page and save documents in other formats Before you print a document it is a good practice to preview it on your screen so that you can see any final changes that is necessary. 1. Click file tab, on the left side click print 2. Under printer list choose the printer that is available and connected to the computer. 3. Select what you want to print such as: All, current page, or pages 4. Set the number of copies you want to make 5. Choose the paper format you want e.g. A4, A5, B5 etc. Microsoft Office word 2010 Page 7

8 6. choose the layout you want (weather portrait or landscape) and finally set the margin if necessary 7. click print to print the document To save document other formats do these steps: 1. Go to file button, and then click save as command or just press F12 2. Then save as dialogue box appears 3. In the save as type drop down button choose other format than word document (e.g. pdf) 4. Then click save End of Lesson Three Microsoft Office word 2010 Page 8