Microsoft Word 2010 Introduction

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1 Microsoft Word 2010 Introduction

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3 Introduction Microsoft Word 2010 Table of Contents Table of Contents INTRODUCTION... 5 CONVENTIONS... 5 QUICK REFERENCE... 7 SCREEN FEATURES... 7 Ruler... 7 Page Layout... 8 Margins... 8 Indents... 8 Tab Stops... 8 Status Bar... 9 Selection Bar MEASUREMENTS FUNCTION KEYS NAVIGATING DOCUMENTS Keyboard In Documents In Tables In Reading View Mouse SELECTING TEXT Keyboard In Document In Tables Mouse In Document In Tables In Selection Bar EDITING TEXT Normal Documents Symbols Editor FORMATTING TEXT Text Paragraphs DOCUMENT FEATURES Fields Mail Merge Web Pages VIEWING DOCUMENTS Outline View Print Preview Zoomed In Zoomed Out FILE MANAGEMENT Dialog Box Quick Keys OTHER MOUSE SHORTCUTS Page 1 / 103

4 Table of Contents Microsoft Word 2010 Introduction TEXT EDITING IN DOCUMENTS TYPING AND EDITING TEXT SELECTING TEXT Cancelling a Selection Using Navigation Keys Extend Mode Multiple Selections SELECTING DOCUMENT STRUCTURES Words Lines Sentences Paragraphs Whole Document UNDOING ACCIDENTS Undo Previous Actions Redo Actions REPEATING ACTIONS COPYING & MOVING TEXT Drag & Drop Windows Clipboard Placing Data in the Clipboard Pasting Data from the Clipboard Microsoft Office Clipboard Clipboard Task Pane Options Copying Formats Only SPELL & GRAMMAR CHECK Spell Check Language Automatic Spell & Grammar Check Conventions Correcting Mistakes Traditional Spell & Grammar Check Spelling Errors Duplicate Words Grammar Errors All Errors AUTOCORRECT FORMATTING TEXT CHARACTER FORMATS Typefaces - Background Information Applying Typeface & Font Attribute Formats Using the Ribbon Using the Mini Toolbar Using the Font Dialog Box Removing Typeface & Font Attribute Formats AutoFormat as You Type PARAGRAPH FORMATS Deleting Paragraph Breaks - A Warning! Paragraph Formatting Tools The Ribbon The Mini Toolbar The Ruler The Paragraph Dialog Box Indents and Spacing Click and Type Page 2 / 103

5 Introduction Microsoft Word 2010 Table of Contents BORDERS AND SHADING Using the Ribbon Using the Borders and Shading Dialog Box Paragraph Borders Page Borders Paragraph Shading PAGE SETUP DOCUMENT BREAKS Inserting Breaks Using the Keyboard Using the Ribbon Removing Breaks Controlling Automatic Page Breaks PAGE MARGINS PAGE ORIENTATION PAPER SIZE HEADERS & FOOTERS Header & Footer Tools Creating and Editing a Header or Footer Switching Between the Header & Footer Regions Exiting the Header & Footer Regions Deleting a Header or Footer Using the Header & Footer Building Blocks Creating a Building Block PAGE NUMBERS Using the Page Number Building Blocks Selecting a Building Block Creating a Building Block VIEWING DOCUMENTS HIDDEN CHARACTERS ZOOM LEVEL Status Bar Ribbon Zoom Dialog Box SCREEN VIEW MANAGING DOCUMENTS THE WINDOWS TASK BAR CREATING A NEW DOCUMENT Blank Document Using a Template OPENING DOCUMENTS My Computer/Windows Explorer Recent Documents Open Dialog Box Normal Use Display Options SAVING DOCUMENTS Saving Documents - The First Time Normal Use Saving Documents - Subsequently By Pass the Save As Dialog Box Display the Save As Dialog Box CLOSING A DOCUMENT Page 3 / 103

6 Table of Contents Microsoft Word 2010 Introduction PRINTING DOCUMENTS PREVIEW PANE Quick Reference PRINTING Print Printer Print Settings Page 4 / 103

7 Introduction Microsoft Word 2010 Introduction INTRODUCTION These notes describe how to use the basic features of Microsoft Word to create and manage normal everyday documents. They are sufficient for those who only need to create simple documents such as letters. More advanced features are described in separate notes. CONVENTIONS The following are the conventions used in this manual. Press the named key. Press and hold the first named key while you press the second. Press and release the first named key before pressing the second. Point the mouse at a specified screen feature. Click Press and release the left or right mouse button. Double Click Click the left or right mouse button twice - quickly. Drag Click and hold the left of right mouse button while you move the mouse. Filename.ext Text Entry Ribbon Option Highlight Press and hold the named key while you click the mouse button. Reference to a named file stored on disk. Typed text entry. Select the specified Ribbon or option from a displayed quick menu. Select the specified option from a displayed dialog box or task pane etc. Highlight for important notes and comments. Page 5 / 103

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9 Introduction Microsoft Word 2010 Quick Reference QUICK REFERENCE SCREEN FEATURES These notes only describe features relevant to Microsoft Word. Those that are common to numerous Microsoft Office applications are described separately. Ruler The Horizontal Ruler can be displayed in Normal & Print Layout views and in the Print Preview screen. A similar Vertical Ruler is also displayed in Print Layout View and in Print Preview only. Display/hide the Ruler(s) using: Ribbon: View Select: Ruler On/off toggle. Icon: Displayed to the right of the document above the vertical scroll bar. The Ruler may be used to edit the following settings: Page 7 / 103

10 Quick Reference Microsoft Word 2010 Introduction Page Layout Display the Page Setup dialog box using: Mouse: Vertical Ruler: Anywhere. Horizontal Ruler: Inside the grey margins of the Horizontal Ruler. Inside the top half of the Ruler. Margins In addition to using the Page Setup dialog box, the margins may be changed using: Mouse: On the left/right or top/bottom margins on the Ruler. Mouse pointer: Indents Set Paragraph Indent settings using: Mouse: On any of the Indent markers on the Horizontal Ruler. Refer to page 58 for further information. Tab Stops Select the type of Tab Stop you wish to set using: Mouse: On the Tab Stop selection toggle. It will change to indicate the type of Tab Stop selected. Edit Tab Stop settings using: Mouse: To set a Tab Stop. In the bottom half of the Horizontal Ruler. To move a Tab Stop. On the Tab Stop marker along the Horizontal Ruler. To delete a Tab Stop. On the Tab Stop marker away from the Horizontal Ruler. To display the Tabs dialog box. In the bottom half of the Horizontal Ruler. Page 8 / 103

11 Introduction Microsoft Word 2010 Quick Reference Status Bar Some features of the Status Bar - including instructions on customizing its content, which are common to several Microsoft Office applications are described separately. The following describes features that are peculiar to Microsoft Word which are displayed as part of the normal content of the Status Bar. Messages: Microsoft Word uses the Status Bar to display a miscellany of messages as appropriate to your current actions. Keep your eye open for any useful information! Page Count: Indicates the current page and number of pages in the document. These values are for physical page numbers - not logical ones that may vary if the page numbering sequence is changed within the document. The latter is beyond the scope of these notes. Mouse: Displays the Go To tabbed page of the Find and Replace dialog box. Word Count: Indicates the number of words in the current document. It will also indicate how many words are selected in the current document. Mouse: Displays the Word Count dialog box. Proofing: Auto Proofing Check - checking document. Auto Proofing Check - no mistakes found. Auto Proofing Check - one or more mistakes found and marked. Mouse: Searches for the next marked mistake in the document, and displays a quick menu of options to correct it. Refer to page 41 for further information. Language: Indicates the language in use at the text cursor position for the Proofing tools (Spell and Grammar checks). Word will use the spell, grammar and hyphenation dictionaries for the language shown - if they are installed on your PC. Mouse: Displays the Language dialog box. Page 9 / 103

12 Quick Reference Microsoft Word 2010 Introduction Selection Bar The Selection Bar is the blank region on the screen to the left of the text. Many users would describe this region as the left margin - but in Microsoft Word this area can be used to select sections of document text. You can identify the Selection Bar region by the shape of the mouse pointer. Mouse Pointer: Mouse: Select line of text or table row level with the mouse pointer. Select paragraph of text level with the mouse pointer. or Select whole document. Select multiple lines of text or table rows. Select multiple paragraphs of text. MEASUREMENTS There are a number of features in Microsoft Word that require you to enter a measurement - such as the Tabs dialog box illustrated opposite. On these occasions the text box(es) will display the current value with a suffix indicating a measurement unit. Microsoft Office applications normally use cm (centimetres), but from time to time other measurement units are used notably pt (point measure). Page 10 / 103

13 Introduction Microsoft Word 2010 Quick Reference When entering a new measurement you may use any of the following suffixes: Suffix None in or " cm mm pi pt Unit Microsoft Word uses the unit displayed before you changed the entry. Inches. Centimetres. Millimetres. Picas. Points Microsoft Word will convert the measurement you enter to the equivalent measure using the original measurement unit - normally Centimetres. For example: The tab stops, illustrated above, were entered as 1", 2", 3" etc. FUNCTION KEYS F1 F2 F3 F4 Key Help Move Selection Insert AutoText Shift Ctrl Reveal Formatting Task Pane Collapse/Expand Ribbon Redo or Repeat Last Action Copy Selection Change Case Repeat Find Print Preview Cut to Spike Close Document Shift Ctrl Insert Spike Alt Go To Next Field Create AutoText Exit Word Shift Alt Go To Previous Field Save Document Exit Word Ctrl Alt System Information Open Document F5 F6 F7 F8 Key Shift Go To Go To Revision Next Window Pane Previous Window Pane Spell & Grammar Check Thesaurus Extend Selection Shrink Selection Ctrl Next Window Shift Ctrl Edit Bookmark Previous Window Update Link Alt Shift Alt Restore Word Window Next Window Previous Window Find Next Marked Mistake Display Translate Task Pane Extend Column Selection Run Macro Ctrl Alt Language Page 11 / 103

14 Quick Reference Microsoft Word 2010 Introduction F9 F10 F11 F12 Key Update Field Show Hot Keys Next Field Save As Dialog Box Shift Ctrl Display Field Code Insert Field Quick Menu Previous Field Save File Maximise/Restore Document Window Lock Fields Shift Ctrl Unlink Fields Unlock Fields Alt Shift Alt Display All Field Codes Run GOTO or MACRO Button Maximise Word Window Display Smart Tag Menu Display Visual Basic Code Window Open File Display Print Dialog Box NAVIGATING DOCUMENTS Notes In the following lists of keystrokes the is mentioned a number of times. This key does not exist on USA keyboards, so all Microsoft help screens indicate the use of which is their long cut! These notes do not list the American keystrokes - though they do work! It is possible to personalise your system by assigning almost any command to a Quick Key combination of your choice - so do not be surprised if your system is different to the lists provided here! Keyboard In Documents Left/right one character. Up/down one line. Start/end of line. Up/down one window full. Next/previous word. Next/previous paragraph. Start/end of document. Page 12 / 103

15 Introduction Microsoft Word 2010 Quick Reference Next/previous page. Top/bottom of window. Go to next/previous frame or object. Go to previous revision, or to cursor position when file was last closed. Display Find tabbed page of the Find and Replace dialog box. Display Replace tabbed page of the Find and Replace dialog box. or Repeat last Find. or Display the Go To tabbed page of the Find and Replace dialog box. or Go back to previous location. Display document Browse Panel. Browse to next/previous item. In Tables or Next cell. Inserts new row when used in the last table cell. or Previous cell. Start/end of row. Top/bottom of column. In Reading View Go to start of document. Go to end of document. n Got to page n. Exit Reading layout View. Page 13 / 103

16 Quick Reference Microsoft Word 2010 Introduction Mouse Move the text cursor to the mouse pointer. Mouse Pointer: Use the Scroll Bars to scroll the screen until you can see the required position to click on with the mouse. SELECTING TEXT Keyboard In Document Hold down while using any of the normal navigation methods to select text. Activate Extend Mode. Then use: 1. Any of the above methods for navigating text. 2. Any key to select to the next occurrence of the character pressed. You may use repetitively. 3. Repetitively: 2 times: Select word. 3 times: Select sentence. 4 times: Select paragraph. 5 times: Select document. 4. Turn off Extend Mode. Reduce selection - reverse action to multiple uses of. Select rectangle of text. Use arrow keys to define the width/height. or Whole document. Page 14 / 103

17 Introduction Microsoft Word 2010 Quick Reference In Tables You may use any of the normal methods to select text or any of the following: Select contents of next/previous cell. Select whole table. Mouse In Document Mouse Pointer: Select word at mouse pointer. Select range of text. Select text between text cursor and mouse pointer. Select sentence at mouse pointer. Select an additional range of text. In Tables On top border of top cell in column, to select the column. Select column. In Selection Bar This is the region of the document screen to the left of the text in a document. Mouse Pointer: Select line of text or table row level with the mouse pointer. Select paragraph of text level with the mouse pointer. or Select whole document. Select multiple lines of text or table rows. Select multiple paragraphs of text. Page 15 / 103

18 Quick Reference Microsoft Word 2010 Introduction EDITING TEXT Normal Documents Toggle between inserts mode and over type mode. This feature is initially disabled in Word but may be enabled in the Options dialog box. Deletes character to left of cursor. Deletes word to left of cursor. Deletes character to right of cursor - or selected text/object. Deletes word to right of cursor. Copies selected item to Windows Clipboard. Press twice to display the Office Clipboard Task Pane. This latter feature is initially disabled in Word but may be enabled in the Options accessed from the task pane. Copies formats only to Windows Clipboard. or Pastes contents of Windows Clipboard into document. Display Paste Special dialog box. Pastes formats only from Windows Clipboard. or Cuts selected item to Windows Clipboard. or Undo last action. or or Redo or Repeat last command. Cut to Spike. Paste from Spike. Move selection. It is pasted back into document when you press or. Tab stop - in a table. Page 16 / 103

19 Introduction Microsoft Word 2010 Quick Reference or Paragraph break. Line break - does not create new paragraph. Page break. New column/split table. or Insert AutoText entry. When Word displays a note offering you an AutoText entry you may press or Create new Building Block. Insert an endnote. Insert footnote. Insert a comment. Insert page number. Mark entry for citation. Mark entry for table of contents. Mark entry for index. instead. Link header/footer to previous section. On/off toggle for revision marks. Display word count dialog box. Spell and Grammar check. Symbols Optional hyphen. Non breaking hyphen. Non breaking space. Page 17 / 103

20 Quick Reference Microsoft Word 2010 Introduction (Ellipsis) Some older printers do not support this symbol. á Combine with for: Á é Combine with for: É í Combine with for: Í ó Combine with for: Ó ú Combine with for: Ú Press these keys then press a vowel to create the same accented characters as the above. e.g. inserts: é Add a grave accent to the next character you press. Works for vowels only: à, À, è, È, ì, Ì, ò, Ò, ù, Ù As above to insert: â, Â, ê, Ê, î, Î, ô, Ô, û, Û As above to insert: ã, Ã, ñ, Ñ, õ, Õ As above to insert: ä, Ä, ë, Ë, ï, Ï, ö, Ö, ü, Ü, ÿ, Ÿ As above to insert: å, Å As above to insert: æ, Æ Use the letter: a. œ, Œ Use the letter: o. Use the letter: s. As above to insert: ç, Ç As above to insert: ð, Ð Page 18 / 103

21 Introduction Microsoft Word 2010 Quick Reference As above to insert: ø, Ø Editor Available when using Word as an editor - Microsoft Outlook only. Send message. Check names. Open Address Book. Open Address Book for To field. Open Address Book for Cc field. Open Address Book for Bcc field - when it is displayed. Go to Subject field. Display Message Options dialog box. FORMATTING TEXT Text These commands format individual characters - either selected text - or new text as it is typed. They act as on/off toggles for their specified function, except where detailed otherwise. Bold. Italics. or Display Font dialog box. Page 19 / 103

22 Quick Reference Microsoft Word 2010 Introduction or Continuous underline. Word underline. Double underline. Hidden text - this effect can only be undone if hidden text is first made visible. All capitals. Lower case letters formatted as small capital letters. Change case, toggles between lower, upper, and proper case. Symbol font. Subscript. Superscript. Next larger font size. Next smaller font size. Increase font size by 1pt. Decrease font size by 1pt. or Reset Character - turns off all character formatting. Paragraphs These commands format the paragraph at the text cursor, selected paragraphs, or new paragraphs as they are typed - the effect lasting until some other selection is made. AutoFormat. Update AutoFormat. Page 20 / 103

23 Introduction Microsoft Word 2010 Quick Reference or Left alignment. Centre alignment. Right alignment. Justified alignment. Distributed alignment. Indent a paragraph from the left. Remove indent. Hanging indent. Remove hanging indent. Add/remove a blank line above current paragraph. Single line spacing. Double line spacing. One and a half line spacing. Style separator - allows you to use more than one paragraph style in the same paragraph. Apply Normal style. Display Apply Styles Task Pane. Apply List style - Bullet markers.... Apply Heading styles Remove formatting - return to formats defined in current style. Display Reveal Formatting Task Pane. Page 21 / 103

24 Quick Reference Microsoft Word 2010 Introduction DOCUMENT FEATURES Fields Insert list number field. Insert date field. Insert time field. Insert page number field. Mark for inclusion in Table of Contents. Mark for inclusion in Table of Authorities. Mark for inclusion in Index. Update link from source document. Update selected fields. or Insert blank field. Toggle selected fields or field at text cursor position between displaying the field code(s) and the result. Toggle all fields between displaying the field codes and the results. Run a Go To Button or Macro Button from a field that displays the results. or Unlink selected fields or the field at text cursor position. or Go to next field. or Go to previous field. or Lock selected fields or the field at text cursor position. or Unlock field at text pointer. Page 22 / 103

25 Introduction Microsoft Word 2010 Quick Reference Mail Merge Edit a mail merge data source. Display Insert merge field dialog box. Preview a mail merge. Merge to the printer. Merge to a new document. Web Pages Insert hyperlink. Previous page. Next page. VIEWING DOCUMENTS or Draft view. Outline view. Print layout view. Print Preview - on/off toggle. Split/unsplit document window. Close active window pane. Display Word Count dialog box. Show/hide hidden characters such as spaces, paragraph breaks and other document effects such as Tabs etc. On/off toggle to show the character code for the character to the left of the cursor. On/off toggle to show XML tags in an XML document. Page 23 / 103

26 Quick Reference Microsoft Word 2010 Introduction Outline View Outline View. or: Promote selected paragraph(s). or: Demote selected paragraph(s). Demote to body text. Move selected paragraphs up. Move selected paragraphs down. Expand the text under selected heading(s). Collapse the text under selected heading(s). Show first line or all of body text. Show all headings at levels 1 9. Show all text and levels. Collapse and expand the sub-documents in a master document. Show/hide text formats. (Number pad only). Print Preview or Print Preview - on/off toggle. Display Print dialog box. Page 24 / 103

27 Introduction Microsoft Word 2010 Quick Reference Zoomed In These keystrokes are available when viewing part of a page. Scroll view left/right. Scroll screen up/down. Zoomed Out These keystrokes are available when viewing whole pages. Next/previous page. First/Last page. FILE MANAGEMENT New blank document. or Display the Open dialog box. Display the Print dialog box. or or Save document. Display Save As dialog box. Close window. Close Word. Close document. Dialog Box Quick Keys In addition to the normal keystrokes that can be used in any dialog box, the Open, Save As and Insert Picture dialog boxes support the following keystrokes: Previous folder. Parent folder. Page 25 / 103

28 Quick Reference Microsoft Word 2010 Introduction Search the Internet. Create new folder. Toggle between views. Display Tools menu. Expand drop down lists - whichever is currently active. Refresh (update) file list. Cancel command. OTHER MOUSE SHORTCUTS Apart from using the mouse on the most obvious features around the screen, you may double click the left mouse button on any of the following regions of the screen to perform the listed commands. Location Document Lower half of Ruler Upper half of Ruler Indent Marker in Ruler Status Bar Any Section Break Footnote reference mark Corners of page outside margins in Page Layout View Split box Window Title Bar Embedded object Effect Activates Click and Type in Print Layout and Web Layout Views. Opens Tabs dialog box. Opens Page Setup dialog box. Opens Paragraph dialog box. Opens the various dialog boxes depending on the item at the mouse pointer position. Opens Page Setup dialog box. Opens Footnote pane. Opens Page Setup dialog box. Splits current document window into two panes - on/off toggle. You may also drag it to position the split at any height. Maximises/restores the window. Runs application to edit the object. Page 26 / 103

29 Introduction Microsoft Word 2010 Text Editing in Documents TEXT EDITING IN DOCUMENTS The following describes a host of diverse features which are used when creating and editing documents. At first they may seem daunting to learn. In order to be able to do useful work you have to learn how to Type and Edit text (the first of the following sections), the remaining sections describe features that are important if you want to progress but initially you can survive without them. TYPING AND EDITING TEXT All applications require you to type and edit text from time to time. The basic text editing features used in Microsoft Word are in also used in exactly the same way when editing text in any other Windows application. Lists of keyboard and mouse methods for navigating and selecting the text in your documents are provided in the Quick Reference section near the front of this manual - more details are given in the following descriptions. Text Cursor: Flashing vertical line displayed in the text which is used to indicate where text editing will take place. It is normally placed between the characters. Inserting Text: Just type the text - it will be inserted at the text cursor position, and any subsequent text will be moved to make space. Word Wrap: When the text you are typing gets too close to the end of the line Microsoft Word will automatically start a new line. This is called Word Wrapping. Modern applications automatically manage the word wrapping for you as you type or delete text. The only times you need to start a new line is when text does not need to word wrap. For example when starting a new paragraph or when typing an address for a letter etc. Paragraph Break: Keyboard: or Used to finish a paragraph and start a new one. Most people create a gap between paragraphs by pressing the Enter key twice. Inserting a paragraph break in the middle of a line will split the text into two separate paragraphs - a very common mistake. Note Word treats paragraph breaks as normal characters so they may be deleted in the same way as any other characters using and providing you position the text cursor before/after the paragraph break. Page 27 / 103

30 Text Editing in Documents Microsoft Word 2010 Introduction Page Break: Microsoft Word will automatically manage pagination by inserting automatic page breaks as necessary when you run out of space at the bottom of a page. Again you may choose to insert a manual page break to force the following text to start on a new page using: Keyboard: Inserts a manual page break at the text cursor position. You may also use: Ribbon: Select: Select: Page Layout Breaks Page Tab Stop Note Word treats page breaks as normal characters so they may be deleted in the same way as any other characters using and providing you position the text cursor before/after the page break. Keyboard: Moves the text cursor to the next tab stop. When used in lists it provides an easy way to align entries on separate lines. Much better than using spaces! Deleting Text: Keyboard: Deletes the character to the right of the text cursor, or any selected text/object. Keyboard: Deletes the character to the left of the cursor - very useful for deleting the character you have just typed in error. Replacing Text: Any text you select in advance will automatically be replaced if you type any character. This is a common cause of accidents - beware! Page 28 / 103

31 Introduction Microsoft Word 2010 Text Editing in Documents Modifier Keys The following keys can be used to change the way normal character keys on the keyboard behave. Keyboard: The Shift Keys. Hold down either of these keys as you type to get the second character available on any key - including capital letters. e.g. $ The Graphics Shift key! Hold down this key as you type to get the third character available on any key. e.g. The Capitals Shift Lock Key. On/off toggle. A light on the keyboard indicates its current status. When on, the case of the letter keys is reversed, allowing you to type capital letters without using the Shift key. Do not forget to turn it off when you have finished with it! The Number Lock Key. Similar to the above, but affects the keys on the Number Pad. This key should normally be left switched on. Word makes use of many more keys for typing and editing text in your documents - but if you learn the above list you will know enough for most purposes. Page 29 / 103

32 Text Editing in Documents Microsoft Word 2010 Introduction SELECTING TEXT In order to edit and format existing text in your documents, it is often necessary to select the text you wish to affect. If you do not select some portion of the document before performing a command - you may only be affecting new text that you type afterwards. Refer to the small print associated with each command to decide what assumptions Word makes if you do not select anything in advance. Word provides a multitude of ways for selecting text you wish to perform some command on. Once selected, the selection remains highlighted until you cancel it - this makes it easy to perform more than one command on the same selection. Cancelling a Selection You cancel a selection, to display a normal text cursor, using: Keyboard: Press any navigation key. Mouse: Anywhere in the document. Notes You must be careful not to type characters on the keyboard once text is selected - as selected items are REPLACED by any new text you type. Always cancel the selection before typing - unless you wish to replace the selection. If you have turned Extend Mode on, you must turn it off before you can cancel a selection - see later. Using Navigation Keys You may select text using keyboard methods as follows: Keyboard: Keystroke Where the Keystroke is any navigation key listed in the Quick Reference section at the front of this manual. e.g. Tip Using the Shift key method allows you to change a selection after you drag the mouse and let go at the wrong moment - you do not have to start again from scratch! Mouse: To select the range of text from the text cursor to the mouse pointer. Extend Mode This feature is intended to allow you to select text in three ways: 1. In a similar way to the above - but with Extend Mode on you do not need to hold the key down, making it easier to get your fingers around the keystroke combinations. 2. To select standard components in the structure of a document: words, sentences, paragraphs etc. 3. To select to the next occurrence of a character. Page 30 / 103

33 Introduction Microsoft Word 2010 Text Editing in Documents Turn on Extend mode using: Keyboard: When Extend Mode is active, you may use: Keyboard: To extend the selection to the next larger document component. Reduce the selection. Navigation Extend selection using any normal document navigation keystrokes. Character To block to the next occurrence of the character key you press (case sensitive). This includes or which extend the selection to the end of the current paragraph. Mouse: To select the range of text from the text cursor to the mouse pointer. Cancel Extend Mode: Keyboard: Turns off Extend Mode. This will not cancel the selection - but will give you access to normal movement key controls - which will cancel the selection. Multiple Selections Microsoft Word allows you to select more than one section of your text at the same time, so allowing you to perform the same action on them all at the same time. Select the first section of text in any of the ways listed in these notes, then: Keyboard: Select the second and subsequent sections of text using the same methods but with the Control held down as you start each selection. Once started you may let go of the Control key while you extend the selection. Page 31 / 103

34 Text Editing in Documents Microsoft Word 2010 Introduction SELECTING DOCUMENT STRUCTURES Words Keyboard: To select the word at the text cursor position. Mouse: On the required word. Once the range of text is larger than a single word, this method will normally select whole words only. Note: Many commands do not require you to select a word - just place your cursor in it. e.g. you can turn Bold or Italics etc. on/off without selecting the whole word. Lines Mouse: Inside the Selection Bar. Selects the line of text level with mouse pointer. Inside the Selection Bar. Selects multiple whole lines of text. Or: Select a single line as above, then: Inside the Selection Bar level with the last required line. Tip: You may use the Scroll Bars to move around the document, in either direction, to locate the other end of the required text block. Sentences Keyboard: Select the sentence at the text cursor position (Extend Mode). Mouse: Select the sentence at the mouse pointer. Select multiple whole sentences that the mouse pointer traverses. Or: Select a single sentence as above, then: On the last sentence in the block. You may use the Scroll Bars to move around the document, in either direction, to locate the other end of the required block. Page 32 / 103

35 Introduction Microsoft Word 2010 Text Editing in Documents Paragraphs Keyboard: Select paragraph at the text cursor position (Extend Mode). Mouse: In the Selection Bar. Selects the paragraph level with the mouse pointer. Selects the paragraph at the mouse pointer. Inside the Selection Bar. Double click the left button before dragging the mouse. Selects the multiple whole paragraphs that the mouse pointer traverses. Or: Select a single paragraph as above, then: Inside the Selection Bar, level with the last required paragraph. You may use the Scroll Bars to move around the document, in any direction, to locate the other end of the block. Whole Document Ribbon: Home Select: Select All Keyboard: On the numeric keyboard only. (Extend Mode). Mouse: Inside the Selection Bar. Inside the Selection Bar. Page 33 / 103

36 Text Editing in Documents Microsoft Word 2010 Introduction UNDOING ACCIDENTS Microsoft Word allows you to Undo and then Redo any action you have performed, so allowing accidental damage to be repaired with ease. You can only repair mistakes if you Notice them! Always keep your eye on the screen to see the effect of the work you do. Beginners and experienced users alike all make mistakes - you won t see them if you do not look at the screen from time to time! Undo Previous Actions You may Undo your previous actions using: Toolbar: Click on the Icon to Undo your previous edit. Keyboard: Repeat to Undo more than one action, or use: Click on the arrow to display a panel listing the actions which can be Undone. Mouse: On a list entry to undo all previous edits up to the one at the mouse pointer. Tip: You do not have to know how or what went wrong to Undo a mistake - whatever it is, it is easier to Undo than work out how to repair the mess you just made! Redo Actions If after Undoing one or more actions you wish you hadn t, you may Redo them. Toolbar: Redo the action you have just Undone. Keyboard: The icon is only displayed when you have used the Undo command. Notes: You may repeat the command to Redo more than one Undo action. The Redo history is lost once you start editing the document again. Page 34 / 103

37 Introduction Microsoft Word 2010 Text Editing in Documents REPEATING ACTIONS It is sometimes useful to repeat your most recent action several times. Some commands have built in support for this, but if there is no other way, you may use the following: Toolbar: Keyboard: Repeat your last action. Useful if you want to perform the same action on different parts of a document. Select each item in turn and use this command to perform the action as you go. Not available if your last action was to Undo something! COPYING & MOVING TEXT Word provides the following features for copying and moving text and objects within and between your document(s). Drag and Drop: See page 35. Windows Clipboard: See Page 35. Office Clipboard See page 38. Drag & Drop This feature provides a quick mouse driven way of copying and moving entries. 1. Select the text to be affected. 2. Mouse: From inside the selection, to the required new location. The screen will display a dotted dummy cursor to indicate where the text/object will be positioned. 3. To Move text: Release the mouse key at the required location. Mouse Pointer: 4. To Copy text: Press and hold as the mouse button is released. Mouse Pointer: Windows Clipboard The Windows Clipboard is a feature which can temporarily store a selection of data you either Cut or Copy into it. Once stored the data may be pasted back into any document in any Windows Application. The traditional Windows Clipboard can only store one selection at a time; cutting or copying another selection usually overwrites the previous contents. However, Microsoft Office installs an enhanced Office Clipboard which only Microsoft Office Applications can take advantage of. Refer to: Office Clipboard Page 38. Page 35 / 103

38 Text Editing in Documents Microsoft Word 2010 Introduction Placing Data in the Clipboard Select the text or other object in your document that you wish to Move or Copy, then: Ribbon: Home Select from: Cuts the current selection to the Windows Clipboard and delete the original data; effectively moving it to the clipboard. Quick Menu: Cut Keyboard: Copies the current selection to the Windows Clipboard leaving the original data unaffected. Quick Menu: Copy Keyboard: Pasting Data from the Clipboard The Paste command pastes both the text/object(s) and the formatting attributes. Select the location for the text or object(s) you wish to Paste then use: Ribbon: Home Select from: This traditional command pastes back the most recent entry in the Windows Clipboard. Quick Menu: Paste Keyboard: Notes: You may Paste the contents of the Clipboard as many times as you want in as many different locations as you want. Since the Windows Clipboard is a Windows rather than a Word feature, you may copy data from any Windows application and paste it back into any other Windows application which provides a simple method of copying and moving data between Windows Applications. Page 36 / 103

39 Introduction Microsoft Word 2010 Text Editing in Documents Clicking on the bottom half of the tool displays a menu of options. Select: Paste Special To display the Paste Special dialog box. This command is a variation on the normal paste command giving more control over what is pasted back into the document from the Windows Clipboard. It does not provide access to items stored in the enhanced Office Clipboard. Note Different Paste Special dialog boxes are displayed by this command, depending on the type and source of the data item in the clipboard. Paste Pastes the contents of the Clipboard in the selected format. The following assumes you are copying text within a word document - the most common option. Paste link Pastes the data, as above, but creates a link to the original source. If the source changes, Word is able to update this linked copy. as Pick list of available data formats. The list varies depending on the contents of the clipboard, and how you intend to paste it. Each option has advantages and disadvantages - explore to find the option(s) that suit your needs best. Page 37 / 103

40 Text Editing in Documents Microsoft Word 2010 Introduction Microsoft Office Clipboard This enhanced clipboard has the facility to store up to 24 entries, only the most recent one being visible to the normal Windows Clipboard - described in the previous sections. Items are added to the Office Clipboard, in exactly the same way as for the Windows Clipboard, except that each new entry accumulates in a list rather than replacing the original entry. Clipboard Task Pane To manage the numerous entries in the Office Clipboard Word automatically displays the Clipboard Task Pane each time you cut or copy an additional item into it. The Task Pane uses icons to indicate the source application for the data in the clipboard - the illustration shows entries copied from PowerPoint, Word and Excel. You may display the Clipboard Task Pane using: Ribbon: Home Use any of the following methods for pasting entries into your document: Mouse: On any clipboard item. At any item to highlight it and display a pick list arrow. Click on the arrow to display a menu of choices. Select from: Paste Delete Buttons: Pastes all entries one after the other. Deletes all entries in the Office Clipboard. Page 38 / 103

41 Introduction Microsoft Word 2010 Text Editing in Documents Options Button: Displays a pick list of options affecting the display of, and therefore the accessibility of, the Office Clipboard. Experiment. Copying Formats Only Microsoft Office provides a Format Painter tool which is available in a number of applications. It provides a quick method of copying and pasting text and object formats only. Select the text with the required format attributes. Ribbon: Home Select: This Format Painter tool can be used in two ways: Single Copy: Mouse: On the Format Painter tool to store the formats of the current selection in the Windows Clipboard. Then use: or In your document to paste these formats on a different selection. This second action will deactivate the Format Painter tool. Multiple Copies: On the Format Painter tool to store the formats of the current selection in the Windows Clipboard. Then use: or To paste these formats on a different selection. This time the Format Painter Tool will not be deactivated, and you may continue to repeat this action to paste the formats on as many selections as you require. When finished, use: On the Format Painter tool to deactivate it. Note The Format Painter is ideal for repairing formatting damage. If you accidentally mess up the format of a heading, just copy the formats you require from another heading. Page 39 / 103

42 Text Editing in Documents Microsoft Word 2010 Introduction SPELL & GRAMMAR CHECK All word processors provide a spell checker as one of the essential tools for finding typing and spelling mistakes in draft documents. Modern applications provide a Grammar Check as well. Word combines the two into a single system for proofing your document. You are very strongly recommended to spell and grammar check all your work. Grammar checking can be a slow process, so you may choose to turn off this feature; but if you do, many more mistakes will be missed. When proofing documents you should bear in mind that the software cannot know what you intend to write, so it may well falsely identify some entries as mistakes, and may miss other mistakes that it thinks of as acceptable. Consider the following points. Your own personal jargon such as company and product names will not be included in the spell check dictionary - you can add these in as you go along - but be careful not to add incorrectly spelled words to the dictionary! Correctly spelled words used in the wrong context will be accepted - commonly confused words such as there and their etc. can cause problems - the grammar check will find many of these - if enabled. You may type incorrect entries which happen to form words you have never heard of - but do exist in the dictionary for the spell checker - these words will be accepted, unless they create a grammar error. Common typing mistakes include transposing letters - this can result in another word which again is accepted when it is really a mistake. My personal example here is: form and from - which I continually get wrong (in both directions) - no prizes for finding any examples in this manual! The lesson from the above is that, useful as spell and grammar checks are - do not rely on them to create the perfect result. You still need to proof read your work before accepting it as finished. Spell Check Language One of the most common complaints with Microsoft Word is that it uses a USA spell check dictionary. Often the complaint is misguided - but there is an easy way to tell - look at the Status Bar: Status Bar: Indicates the language in use at the text cursor position for the Proofing tools. Word will use the spell, grammar and hyphenation dictionaries for the language shown. Mouse: Displays the Language dialog box. Page 40 / 103

43 Introduction Microsoft Word 2010 Text Editing in Documents Mark selected text as: Indicates the language in use at the cursor position or of the current selection. If necessary select: English (U.K.) You may use other languages but they will only work if the appropriate dictionaries have been installed on your PC. Tip Marking some text with a language that is not installed on your PC provides a method of marking text that you do not want spell checked. Do not check spelling or grammar Disables the Speller Checker. Do not select! Detect language automatically Bad News! When selected, this option has a nasty habit of switching your text to a different language such as English (U.S.) - without asking! This option is selected by default! Disable it! Makes the current selections the default for all new documents created from the same template. Use this option if your PC starts new documents with the wrong language. Confirms your selections Closes the dialog box without changing the settings. Automatic Spell & Grammar Check This is an advanced form of spell and grammar check that detects and marks errors as you type them, though if this slows down your system it can be disabled. Conventions Individual spelling errors are marked with a red wavy underline, in the document itself. Individual grammar errors are marked with a green wavy underline, in the document itself. Auto Proofing Check - checking. Auto Proofing Check - no mistakes found. Auto Proofing Check - one or more mistakes found and marked. Page 41 / 103

44 Text Editing in Documents Microsoft Word 2010 Introduction Correcting Mistakes Quick Menu: On any marked error, to display the Quick Menu of alternatives. Mouse: On the Status Bar indicator to search for the first error and display the same Quick Menu of alternatives. The illustrations show the Quick Menu of alternatives for the marked errors shown above. Spelling: Select from: One of the suggested alternatives (if any), or: Ignore All Accept this entry for the whole document, but treat it as a mistake in future spell checks. Add to Dictionary Add the word into the custom spell check dictionary, so that it will always be acceptable. Take care to ensure the word is correctly spelled before adding it into the dictionary system. AutoCorrect Language Spelling Displays a sub-menu offering the same correction alternatives as above, but sets up an AutoCorrect entry which, in future, will make the correction automatically. Displays a sub-menu of options specifying the language dictionary to be used for the word. You will need to install the appropriate language dictionaries before this becomes relevant. Runs the traditional document spell and grammar check as described below - starting with the marked error. Grammar: Select from: One of the suggested alternatives (if any), or: Ignore once Grammar Ignore this occurrence of the error. Runs the traditional document spell and grammar check as described below - starting with the marked error. About this sentence Displays a comment, describing and offering advice about the error that Word is objecting to. Traditional Spell & Grammar Check Word normally performs spell and grammar checking at the same time, but the Customize dialog box, allows you to perform one without the other. The spell and/or grammar check normally starts from the text cursor position. On reaching the end of the document you will be prompted for permission to restart from the top of the document. Word will continue until the original starting position is reached. You may also check a section of text by selecting it in advance. Page 42 / 103

45 Introduction Microsoft Word 2010 Text Editing in Documents Ribbon: Review Select: Keyboard: The Spell and/or Grammar Check dialog box is displayed only when an error is found while searching through the document. It varies depending on the type of error that is detected. Word will check each full sentence for spelling errors. Then, on reaching the end of a sentence, any grammar errors in it are dealt with before moving onto the next sentence. Spelling Errors Not in Dictionary: On finding a misspelled word, the text from that region in the document is displayed in this panel with the error displayed in red. You may click in this panel to enter/edit a correction when no suitable suggestion is listed. This button is available if you make any changes to revert back to the original document entry. Alternatively you can click back in the document window to make any changes more directly. This does not close the Spelling and Grammar check dialog box. Select this button to restart the spell and grammar check from the text cursor position. Suggestions Pick list of suggestions from the Word dictionary. Select the correct option if it is listed. Ignore this error for this occurrence only, move on and find the next error. Ignore all occurrences of this error, for the rest of this Spell Check. Add the word into the custom dictionary. Word will then accept this new word in all future spell checks. Replace the entry in the document with the highlighted suggestion, or manual correction in the top panel. As above, but all subsequent occurrences are dealt with automatically without further reference to yourself. Page 43 / 103

46 Text Editing in Documents Microsoft Word 2010 Introduction Correct the mistake using the selected suggestion, and add the correction into the list of definitions used by the AutoCorrect feature - described in the previous section. Once defined, Word will automatically correct the error for you - without needing the Spell Check facility. Duplicate Words The spell check will also highlight entries where the same word has been typed twice in succession. Ignore this error for this occurrence only, move on and find the next error. Delete the duplicate word. Grammar Errors Top Panel This panel, as with spellings errors displays the offending portion of text. this time the error is shown in green. The title of the panel indicates the nature of the error that has been found. Use as for spelling errors, described earlier. Suggestions Pick list of suggested corrections. Select the most suitable option - if one is available. Ignore this error for this occurrence only, move on and find the next error. Ignore all occurrences of this type of error, for the rest of this grammar check. Ignore any further errors in this sentence and move on to the next sentence to check for errors. Replace the entry in the document with the entry highlighted suggestion, or manual correction in the top panel. Page 44 / 103

47 Introduction Microsoft Word 2010 Text Editing in Documents Activates the Help system to display a message describing the Grammar error. All Errors These options are available regardless of the type of error that has been detected. Check grammar Only available if you access the dialog box using Spelling and Grammar options. Turn off this feature to disable the Grammar Check - this will miss more mistakes but will be faster. Allows you to undo the last error correction - if you made a mistake, allowing you to make the correct choice. Displays the Word Options window where you can specify how the spelling and grammar checks are carried out. Most options in here are selfexplanatory, though you may wish to use the following: Explore! Page 45 / 103

48 Text Editing in Documents Microsoft Word 2010 Introduction AUTOCORRECT This feature is intended to enable Word to correct common typing errors by replacing a mistake with a correction - automatically. However, it can be used creatively by allowing a simple abbreviation to be replaced with a full formatted phrase or graphic without you having to do anything. If used in this way you must not use abbreviations that you may need to type as ordinary text - as they will always be replaced! This feature is described here so that you understand why and how Microsoft Word sometimes changes what you type. Using AutoCorrect is easy, simply type and let Word correct your mistakes as you go along - there is nothing more to do. The following, therefore, merely describes how to manage the AutoCorrect entries and settings. See also: AutoFormat As You Type Page55. Access the AutoCorrect dialog box using: Ribbon: File Select: Select: Click On: Select Tab: AutoCorrect Show AutoCorrect Options buttons When selected, Word displays a Smart Tag next to any text you point the mouse at that has been corrected by this feature. Smart Tag: Click on the Smart Tag to display a menu of options affecting the AutoCorrection. Displays a further dialog box where you may define exceptions to some of the following rules. This means that you do not have to disable a feature when it gets in the way. Page 46 / 103

49 Introduction Microsoft Word 2010 Text Editing in Documents Correct TWo INitial CApitals When selected, Word deals with those situations when you hold down the a little too long and end up with two capital letters at the start of a sentence or proper noun. The second character will be changed to lower case for you. Capitalize first letter of sentences When selected, Word will make the first letter in any sentence a capital letter - no need to bother about the key! Capitalize first letter of table cells When selected, Word will make the first letter in any cell within a table a capital letter - no need to bother about the key! Correct keyboard setting When selected, Word will change the language setting of the keyboard to match the text you are typing. Capitalize names of days As above, treating names of days of the week as proper nouns. Correct accidental usage of caps LOCK Key Wonderful! When selected, Word will automatically correct and turn of the key whenever it detects text typed in inverse case. Replace Text as You Type When selected, Word uses the settings shown in the panel at the bottom of the dialog box to automatically correct your common typing errors. Most of the settings here are provided for you, but you may add to, delete or replace any of the entries with your own preferred definitions, using the following features: Replace Type a text entry which you wish Word to correct for you. You may enter any of your own common typing errors, or abbreviations you wish Word to recognise as a form of shorthand etc. Type a new entry if you wish to create a new entry in the table, or type an existing entry you wish to edit or delete. You may also select an existing entry by highlighting it in the displayed list underneath. With Type in the correction for the error entered using the previous option. As an alternative, if you select existing text or a clip art object in your document prior to accessing this dialog box, the entry will be placed into this panel for you. Using this method, not only can you store the text, but also any character formats associated with it. This can lead to having automatically formatted, as well as corrected entries. Plain Text When selected, the correction is entered as plain text using the formatting attributes active at the time in the document. Formatted Text When selected, the correction is entered into your document with any formatting codes associated with the correction. This option is only available when the correction definition is based on text and graphics that you select prior to accessing the dialog box. Page 47 / 103

50 Text Editing in Documents Microsoft Word 2010 Introduction Used to add a new definition into the list, when a new Replace option is typed. New entries can also be added from errors detected in the Spell Checker and the Insert Symbol dialog box. Used to delete a definition, when an existing Replace option is typed or selected. Used to replace a definition with a new one. i.e. Allows you to edit existing entries in the list. Automatically use suggestions from the spelling checker On/off toggle for using AutoCorrections created in the Spell and Grammar dialog box. Page 48 / 103

51 Introduction Microsoft Word 2010 Formatting Text FORMATTING TEXT This section deals with the multitude of features which allow you to present the text in your document to its best advantage. The various features are broken down into related categories. CHARACTER FORMATS This section deals with the features which affect the appearance of the characters in your document. All these commands can be used to format new text as it is typed (do not select any text first), or to format existing text by selecting that text before performing any commands on the selected text. When editing text with various character attributes Word will automatically assume you wish to use the attributes in use at the text cursor position - unless you say otherwise. Moving the cursor to a new location will cancel the current options in favour of those at the new position of the text cursor. To change the formats of text after you have typed it you must first select it - with the exception that Microsoft Word will apply character formats to a whole word when the cursor is positioned somewhere within it. Refer to: Selecting Text Page 30. Typefaces - Background Information The technology of typefaces and font attributes has changed considerably over the years to give you access to a greater range of freedom than was ever available on a standard typewriter - but as with all good things it also has introduced a layer of complexity that the user should be aware of - in that sometimes what you see on the screen may not be what you see on the printed document - very frustrating. What follows is a brief description of the main types of typefaces and the associated problems - but you should be aware that the full story is much more complex. Note Strictly speaking Typeface refers to the general design of the characters (e.g. Arial, Times New Roman, Brush Script etc.), while Font refers to a variation of that design. (e.g. Bold, italics and underline are all fonts of a typeface.) Modern parlance uses the word Font to mean Typeface. This is wrong but universal! Mono Spaced: These typefaces correspond to the typefaces found on typewriters. Each character is designed to be the same width regardless of the size of the character itself. These typefaces are often a fixed size as well. A common mono-spaced typeface is courier: This is Courier at 12 characters per inch. These typefaces are sometimes measured in characters per inch - cpi. Smaller sizes can fit more characters per inch than larger fonts - the bigger the value, the smaller the text. 10 cpi and 12 cpi are commonly used sizes. Page 49 / 103

52 Formatting Text Microsoft Word 2010 Introduction Proportionally Spaced: These typefaces are designed so that the width of each character varies depending on the actual character used - and generally these tend to look tidier than the above typefaces - for the same size characters more text can fit in a given space as less space is wasted between individual characters. These typefaces are usually scalable as well. A common proportionally spaced typeface is Arial: This is Arial 12pt These typefaces cannot be measured by their width, so are measured by height. 1 point (1pt) is 1/72" high. The bigger the number, the bigger the text. 10pt and 12pt are commonly used sizes. The vast majority of modern fonts are Proportionally Spaced. Fixed Size: These are typefaces which come in one size only and cannot be scaled to another size - though there may be equivalent designs of a larger/smaller size also available. Scalable: These typefaces can be scaled up or down to any size required - depending on your needs. Most windows typefaces are scalable. This is 4pt text This is 35pt text Some typefaces do not scale very well as curved edges become very jagged - experiment to find fonts that behave as you require them to. The vast majority of modern fonts are fully Scalable. Symbol Typefaces: These typefaces are deliberately designed to use symbols instead of the normal characters. These can be used to give Word access to characters not normally found on the keyboard, such as:,,, é, etc. Wingdings is a very commonly used Symbol typeface. Keycaps UK is a typeface used throughout these notes. Windows requires files to describe the shape of each character - unfortunately sometimes different versions are used by different printers and the screen. These differences can sometime lead to issues where the printed version is not identical to the one you see on the screen. Documents using unusual fonts such as Keycaps UK may not work properly on PCs that do not have the required Typeface installed. Page 50 / 103

53 Introduction Microsoft Word 2010 Formatting Text Applying Typeface & Font Attribute Formats Word allows you to set any combination of character attributes using any of: the Ribbon, the Mini Toolbar the Font dialog box, or keyboard short cuts. The following fully describes the dialog box approach and, where available, lists the alternative methods at the appropriate point in the narrative. Using the Ribbon The more commonly used Characters formats are made available in the Home Ribbon: Most of these tools are described in the following sections of these notes, the exception being the following Ribbon tool which has no direct equivalent in the Font dialog box. Ribbon: Displays a list of alternative capitalization options for the affected text. Keyboard: Toggles highlighted text between lower, UPPER and Proper Noun cases. - Very useful! Using the Mini Toolbar To display the Mini Toolbar use: Mouse: In your text. At the currently selected text. These Character Formatting tools are described in the following sections of these notes. Using the Font Dialog Box Display the Font dialog box as follows: Ribbon: In the Font section of the Ribbon - see above. Quick Menu: Font Inside the document editing window, or selected text. Keyboard: Page 51 / 103

54 Formatting Text Microsoft Word 2010 Introduction Font Options Select Tab: Font Select this tab to display the illustrated tabbed page. Font Indicates the typeface at the cursor position or of the current selection and displays a list of alternatives to choose from. Note: If the current selection contains text formatted with multiple fonts the panel will be left blank. Either: Type the name of the required font. The associated list will automatically select the first matching font name. Or: Select from the list. Ribbon & Mini Toolbar Indicates the typeface in use at the text cursor position and displays the list of typefaces installed on your PC. The list is split into three parts: Theme Fonts Themes are beyond the scope of these notes. Recently Used Fonts Lists your most recent choices for convenience. All Fonts Alphabetic list of all the fonts (typefaces) installed on your PC. Keyboard: Activates the same list. Selects Symbol typeface. Notes: If you send documents to other users make sure that you use Fonts that are also installed on your recipients PC. Page 52 / 103

55 Introduction Microsoft Word 2010 Formatting Text Font style Regular No extra attributes. Bold Bold Ribbon/Toolbar: On/off toggle. Keyboard: On/off toggle. Italic Italic Ribbon/Toolbar: On/off toggle. Keyboard: On/off toggle. Bold Italic Bold Italics Combination of the above. Size Indicates the current font size. Keyboard: You may type the required point size in the panel provided, or select from the list. Note: Word supports font sizes in the range in intervals of 0.5! Displays the Font dialog box with the Size panel active. Increases font size by 1pt. Decreases font size by 1pt. Ribbon/Toolbar: Indicates the current font size, and displays a pick list of alternatives to choose from. You may also type a number into the panel to set a size that is not listed. Selects the next larger font size from the list. Keyboard: Selects the next smaller font size from the list. Keyboard: Font color Indicates the current font colour and displays a palette of text colours to choose from. Black and white printers will use a shade of grey to represent colours. Ribbon/Toolbar: Click on the icon to apply the displayed colour. Click on the pick list arrow to display the colour palette to apply an alternative. More Colors Displays a further dialog box which provides access to all possible colours. Page 53 / 103

56 Formatting Text Microsoft Word 2010 Introduction Underline style Indicates the selected underline style and displays a pick list of alternatives to choose from. Select from any in the list, or use one of the following short cuts: Toolbar: Click on the arrow to display a similar palette of underline options to select from. Click on the icon to apply the most recent choice from the palette. Continuous single underline is assumed if no previous choice has been made. Keyboard: Continuous single underline. Single underline for words only. Continuous double underline. Underline color Indicates the selected colour and displays the same palette of colours to choose an alternative border colour from. Black and white printers will use a shade of grey to represent colours. Effects A miscellaneous collection of other attributes that can be applied to selected text. Strikethrough On/off toggle for strikethrough. Ribbon: Double strikethrough On/off toggle for double strikethrough. Subscript On/off toggle for subscript. Ribbon: Keyboard: Superscript On/off toggle for superscript. Ribbon: Keyboard: Small caps All caps On/off toggle for SMALL CAPITALS. On/off toggle for CAPITALS. Keyboard: Page 54 / 103

57 Introduction Microsoft Word 2010 Formatting Text Hidden On/off toggle for hidden text. This feature can only be turned off if all non-printing characters are first made visible. Keyboard: You may show/hide non printing text using: Keyboard: Allows the user to set the displayed settings as the Normal Style. This will affect all new documents created with the Normal Template. A dialog box asking you to confirm the change will be displayed. Removing Typeface & Font Attribute Formats Remove all character formatting attributes for selected text using: Keyboard: In effect this option reapplies the formats contained in the formatting Style that has been applied to the text. The use of Styles is beyond the scope of these introductory notes - but they are very important when working with long and/or complex documents. For further information on Styles you need to refer to the appropriate Microsoft Word reference manual or the many Byte Size articles on the FDC Intranet: Search the FDC Intranet for: Byte Size Using Styles AutoFormat as You Type There are many automatic features in Microsoft Word that will change (sorry correct or format) your work as you type. When they do what you want them to do they are very useful, when they jump in and change something that does not need changing they become extremely annoying. Eventually there comes a point when you simply have to do something to control the way they work before you take a sledge hammer to your PC. Or put it another way - switch them OFF!! The two most useful and annoying (in equal measure) are: AutoCorrect Designed to correct common typing and spelling mistakes. Refer to: AutoCorrect Page 46. AutoFormat as you Type: Designed to Format text as you type it. See over. Page 55 / 103

58 Formatting Text Microsoft Word 2010 Introduction Using the AutoCorrect dialog box: Select Tab: AutoFormat As You Type This tabbed page of the same AutoCorrect dialog box, affects the text as you type it - and can be very useful, but occasionally it can annoy you by automatically formatting items you would rather it left alone. The most common example is to convert web page addresses or addresses into full blown hyperlinks, that will attempt to log you on to the web site, or create a new to send to a contact. Useful if you want it, a pain in the neck if you don't. Disable any of the features that annoy you! PARAGRAPH FORMATS The following commands affect whole paragraphs. You should either select the paragraphs in advance, or let Word assume the paragraph at the text cursor. Again these formatting features can be accessed using a variety of methods in a similar way including: the Ribbon, the Mini Toolbar, the Ruler, various Dialog Boxes and Keyboard shortcuts. The following explains the use of the dialog box methods in detail and indicates the available alternatives. Deleting Paragraph Breaks - A Warning! When you press or at the end of a paragraph, a Paragraph Break is inserted into the document. In effect, all paragraph formatting information for the following paragraph is stored with these paragraph breaks. If they are deleted, the current paragraph is joined with the next, which deletes the paragraph formats of the second paragraph. Simply re-typing the paragraph break does not repair the damage - use the Undo command! Paragraph Formatting Tools The Ribbon The more commonly used Paragraph formats are made available in the Home Ribbon: Page 56 / 103

59 Introduction Microsoft Word 2010 Formatting Text Others are found in the Page Layout Ribbon: These tools are fully described in the following sections of these notes The Mini Toolbar To display the Mini Toolbar use: Mouse: In your text. At the currently selected text. The Paragraph Formatting tools are described in the following sections of these notes. The Ruler The Ruler indicates and allows you to edit paragraph format settings for Tab Stops and Indents. Refer to: Ruler Page 7. Page 57 / 103

60 Formatting Text Microsoft Word 2010 Introduction The Paragraph Dialog Box The Paragraph dialog box provides access to an assortment of paragraph formats - but by no means all. Many of its features are also available via the Ribbon tools and keystroke shortcuts - these alternatives are indicated in the following descriptions. You may display the dialog box using: Ribbon: In either of the Paragraph sections of the Ribbon - see above. Quick Menu: Paragraph Inside the document editing window, or selected text. The dialog box has two tabbed pages: Indents and Spacing See below. Line and Page Breaks Refer to: Controlling Automatic Breaks Page 73. These options are always displayed: Accepts the current selections and then displays the Tabs dialog box. Tab stops are beyond the scope of these notes. Makes the current selections the default settings for new documents based on the same template. You will be prompted to confirm this action. Indents and Spacing Select Tab: Indents and Spacing General Alignment Indicates the horizontal alignment of the current selection or the paragraph at the text cursor position, and displays a pick list of alternatives to select from: Indicates the alignment of the current/selected paragraph(s) and displays a list of alternatives to select from: Left Text is aligned with the left margin and has an uneven right hand edge. Ribbon: Keyboard: Page 58 / 103

61 Introduction Microsoft Word 2010 Formatting Text Centered Text is centred between the margins. Ribbon/Toolbar: Keyboard: Right Text is aligned with the right margin and has an uneven left hand edge. Ribbon: Keyboard: Justified Text is spaced between the margins to give a straight edge on both edges. The last line of the paragraph is not affected. Ribbon: Keyboard: Outline level Indicates and allows you to set the level of a paragraph in a structured document. Beyond the scope of these notes. Indentation This section allows you to indent paragraph text away from the normal left or right page margins. Indent settings can also be viewed and edited using the Ruler and the Page Layout Ribbon. Refer to: Ruler Page 7. See also: Measurements Page 10. Left Indents the whole paragraph a specified distance from the normal left margin. Negative values are allowed - they move text into the left margin. Ruler: On the left indent marker. Ribbon/Toolbar: Indents the paragraph to the next tab stop. You may indent more than once to increase the indent. Keyboard: Decreases or removes the indent set by the above. Keyboard: Page 59 / 103

62 Formatting Text Microsoft Word 2010 Introduction Right Indents the whole paragraph a specified distance from the normal right margin. Negative values are allowed to move text into the right margin. Ruler: On the right indent marker. Special Sets a left paragraph indent which affects the first line of selected paragraphs differently to the other lines in the selected paragraphs. Select from one of the following options: First Line Hanging Indents the first line of each selected paragraph only. Indents all lines except the first line of each selected paragraph. Keyboard: Creates hanging paragraph indented to next tab stop. Reverses the effect of the above. Note: These notes make extensive use of Hanging Indents to create the layout used in this and many other paragraphs! By Enter a measurement to specify the size of the Special indent. Spacing See also: Measurements Page 10. Paragraph Spacing settings can also be viewed and edited in the Page Layout Ribbon. Before Enter a measurement that specifies the extra space above each of the selected paragraph(s). Keyboard: On/off toggle for an extra blank line above the selected paragraph(s). After As above, but places extra space below each of the selected paragraph(s). Page 60 / 103

63 Introduction Microsoft Word 2010 Formatting Text Don t add space between paragraphs of the same style When selecting, the above options are ignored when adjacent paragraphs have been formatted with the same Style. Styles are beyond the scope of these notes. Line spacing Pick list defining the vertical spacing between lines of text in the affected paragraphs. Ribbon: Displays a menu of Line Spacing options to choose from. Select from: Single The normal line height - defined by the size of the font in use. Keyboard: 1.5 Lines One and a half times the single line spacing. Keyboard: Double Twice the single line spacing. Keyboard: At Least Exactly Set the line spacing to at least the measurement defined in the At increment box. Larger font sizes will set the line spacing greater than this minimum setting. Set the line height to exactly the measurement defined in the At increment box. The line spacing will be totally independent of the font size. Multiple Any multiple of the single line spacing. Enter a value in the At increment box - including fractional values. Tip Using a fraction such as 0.98 allows you to cram that extra line of text on to a page without anyone noticing. I often use this as an aid to pagination in these reference manuals. Noticed any examples yet? At Specify a suitable value or measurement for the option selected above. Page 61 / 103

64 Formatting Text Microsoft Word 2010 Introduction Click and Type Click and Type provides a quick method of setting some of the paragraph formats listed above, and is accessed directly on the screen using the mouse when working in Print Layout or Web Layout views. The normal mouse pointer, changes to show different paragraph formats at different locations on the screen. To select the format offered simply: Mouse: Mouse Pointers: On a blank area of the document. Left aligned text. Left aligned using tab stops to the cursor horizontally with the mouse pointer. Centred text. Right aligned text. The feature will cause Microsoft Word to insert Paragraph Breaks to extend the document as necessary. It also allows Microsoft Word to insert a tab stop or change the text alignment, as necessary, to place the text cursor at the mouse pointer position. BORDERS AND SHADING This feature allows you to draw lines and boxes with background shading around selected paragraphs, tables, pages and objects such as clip art. The formatting of tables and objects is beyond the scope of these notes. Basic Paragraph formats can be set using the Ribbon, but for more flexible options you will need to use the Borders and Shading dialog box. The following sections detail the use of the dialog box and, where appropriate, indicate any alternative methods. Using the Ribbon Home Ribbon: Page Layout Ribbon: Page 62 / 103

65 Introduction Microsoft Word 2010 Formatting Text Select the paragraphs (or table cells etc.) to be affected (if none are selected the paragraph at the text cursor is assumed). Apply borders to the selection using: Ribbon: Click on the icon to apply the border illustrated on the icon. Click on the arrow to display a menu of options. Note: Selecting an option changes the associated icon which always reflects the most recent choice. Using the Borders and Shading Dialog Box Display the dialog box using: Ribbon: Page Layout Select: Or: Select: Borders and Shading from the above menu. Paragraph Borders Select Tab: Borders This tabbed page allows you to draw border lines around the current or selected paragraphs. Very similar features are also used to draw borders around cells in a Table. Page 63 / 103

66 Formatting Text Microsoft Word 2010 Introduction Setting A selection of pre-set border styles to choose from: None Box Shadow When selected, no border lines are drawn. Use this to remove existing borders. When selected, a border will be drawn around the outside edge (outline) of the selected paragraph(s), using the currently selected line Style, Color and Width. As for the above, but places a 3D shadow effect on the bottom and right hand sides of the outline border. 3-D As for the above, but applies borders which look like a picture frame. Custom Select this option to edit the settings manually using the remaining options in this tabbed page of the dialog box. Style Indicates the selected border style and displays a palette of alternatives to choose from. The setting affects all the other border tools. Setting to none, means that the border tools described later will apply No Border! Explore! Color Indicates the selected border colour and displays a palette of alternative colours to choose from. The setting affects all the other border tools. Width Indicates the selected border width and displays a palette of alternative widths to choose from. The palette varies depending on the selected Style. The setting affects all the other border tools. Preview This panel provides a preview of the current choices, but also allows you to edit them. The illustrated icons are available in the dialog box or from normal Toolbar icons. Mouse: On any border in the preview diagram to toggle that border on/off based on the current selections for Style, Colour and Width. Or use the following icons, displayed in the Preview section of the dialog box which perform the same function. Page 64 / 103

67 Introduction Microsoft Word 2010 Formatting Text Icon: On/off toggle for applying a border above the selected paragraph range. On/off toggle for applying a border between paragraphs in the selected range, or horizontal lines inside a range cells in a Table. Only displayed, when relevant. On/off toggle for applying a border underneath the selected paragraph range. On/off toggle for applying a border at the left margin for the selected paragraph range. On/off toggle for applying a border along vertical lines inside a range of cells in a Table. Only displayed, when relevant. On/off toggle for applying a border at the right margin for the selected paragraph range. On/off toggle for drawing diagonal lines inside a range of cells in a Table. Only displayed, when relevant. On/off toggle for drawing diagonal lines inside a range of cells in a Table. Only displayed, when relevant. Apply To Pick list of document features to apply the borders to. The list varies to reflect the current selection. Select from: Paragraph Applies borders to paragraphs. Default option, when the text cursor is inside a normal paragraph. Text Applies borders around text blocks rather than paragraph boxes. Default option when you select a range of text in advance. Table Applies borders around whole tables. Default option when the text cursor is placed inside a table cell. Cell Applies border around selected cell range within a table. Default option when a range of table cells is selected. Page 65 / 103

68 Formatting Text Microsoft Word 2010 Introduction Displays a further dialog box, which can be used to define the internal margins between the drawn borders and the enclosed text. Available only when you apply Paragraph borders. See also: Measurements Page 10. From Text Top Indicates the current measurement for the top margin and allows you to enter/edit any (sensible) measurement to set a different size. Bottom Left Right As above, for the bottom margin. As above, for the left margin. As above, for the right margin. Displays a further dialog box allowing you to draw horizontal lines using special clip art items. Explore! Page 66 / 103

69 Introduction Microsoft Word 2010 Formatting Text Page Borders You may access the Page Borders tab of the Borders and Shading dialog box directly using: Ribbon: Select Tab: Page Border This tabbed page provides very similar features to the Borders tabbed page, except that the resulting borders are drawn around whole pages rather than individual paragraphs or table cells. To avoid duplication the following only describes new or different features. Art Pick list of artwork, which you may use to draw page borders with - as illustrated. Apply to Pick list of options defining how much of the document is to be affected by the page borders. Select from one of those listed. Default: Whole Document Displays a further dialog box, which can be used to define the position of the page borders on the page. Margin Top Indicates the current top margin and allows you to enter/edit a new measurement. Bottom Left As above, for the bottom margin. As above, for the left margin. Measurements You may use one of the following as a suffix, for a measurement unit of your choice: in or " cm pi pt Inches. Centimetres. Picas. Points If no suffix is given the displayed units are assumed. Right As above, for the right margin. Page 67 / 103

70 Formatting Text Microsoft Word 2010 Introduction Measure from This option specifies how the above measurement is interpreted. Select from: Text Above measurements define gaps between the text and the page borders. Edge of page Above measurements define gaps from the edge of the paper to the page borders. When selected, some of the options in the remainder of the dialog box are not available. Options Align When selected, page, paragraph and table borders are set at the same positions, instead of drawing page borders around other borders. Always display in front Select to ensure borders are not obscured by other page entries. Surround header When selected, the document header is included with the page border. Surround footer When selected, the document footer is included with the page border. Paragraph Shading Select Tab: Shading Displays the illustrated tabbed page of the Borders and Shading dialog box which allows you to specify the background shading for the affected paragraphs. Page 68 / 103

71 Introduction Microsoft Word 2010 Formatting Text Fill Indicates the current Fill Colour and displays a palette of alternatives to choose from No Color Ribbon: To remove background colour. Click on the icon to set the colour displayed. Click on the arrow to display the palette. Patterns A pattern mixes the background colour above with a second colour in a two tone pattern. Style Color Pop-up panel of pattern selections including an alternative way of setting grey shading. When a pattern is selected above, this option allows you to select the second colour used in the pattern. Apply To Pick list of document features to apply the shading to. The list varies to reflect the current selection. Select from: Paragraph Applies shading to paragraphs. Default option, when the text cursor inside a normal paragraph. Text Applies shading to text blocks rather than paragraphs. Default option when you select a range of text in advance. Table Applies shading to whole tables. Default option when the text cursor is placed inside a table cell. Cell Applies shading to a selected cell range within a table. Default option when a range of table cells is selected. Page 69 / 103

72 Formatting Text Microsoft Word 2010 Introduction Page 70 / 103

73 Introduction Microsoft Word 2010 Page Setup PAGE SETUP This section deals with all the features that affect the layout of text on the page, and the location of page breaks etc. in the text. The Page Setup tools can be found on the Page Layout Ribbon: DOCUMENT BREAKS Word allows you to insert various types of breaks in your document as appropriate to the nature of the document and the features you build into it. Some breaks are inserted automatically when you run out of space on the line or page. You may also insert and delete your own manual breaks at places which suit your needs better. Paragraph Breaks: Paragraph breaks start a new paragraph on a new line underneath the current paragraph. Most users use: One Paragraph Break to separate lines in a list on an address. Two Paragraph Breaks to separate normal paragraphs. Officially this is not approved - but most of us do it! Line Breaks: Line breaks start a new line in your document but not a new paragraph, so that all paragraph formatting features still consider the result to be a single paragraph. This is useful for numbered and bulleted paragraphs where you want to start a new line without generating a new paragraph number or bullet marker. Page Breaks: Column Breaks: Automatic page breaks are inserted whenever there is no more room for lines of text on the page. You can insert your own manual page breaks higher up the page in order to create page breaks at more convenient places. Column breaks are used whenever the text in one column fills that column to the bottom of the page, and the text needs to continue at the top of the next column. You may insert your own column breaks to force text into the next column, as and when required. Column Breaks are beyond the scope of these notes. Section Breaks: Section breaks are used to subdivide the document in such a way as to allow different sections to have different settings - Section Formats include Columns, Headers & Footers, Page Setup etc. Section Breaks are beyond the scope of these notes. Page 71 / 103

74 Page Setup Microsoft Word 2010 Introduction Inserting Breaks Word will add/remove automatic Line, Page and Column Breaks as you edit your document. Insert manual breaks as follows: Using the Keyboard Keyboard: or Insert a Paragraph Break at the cursor position. or or Insert a Line Break at the cursor position. Insert a Page Break at the cursor position. Using the Ribbon Ribbon: Insert Inserts a blank page in your document at the cursor position by inserting Page Breaks before and after it. Inserts a Page Break at the cursor position. Page Layout Select: Page Displays a list of Break types to select from. The remaining more advanced types of Break are beyond the scope of these notes. Page 72 / 103

75 Introduction Microsoft Word 2010 Page Setup Removing Breaks Manual Breaks inserted by you may be deleted in the same way as deleting characters. Position the cursor on the break: Keyboard: Or after the break and use: Keyboard: Deleting Section or Paragraph Breaks will result in the loss of Section or Paragraph formatting information for the section or paragraph following the break - use with care. You may not delete automatic Line & Page Breaks inserted by Microsoft Word when it runs out of space, but you may make them unnecessary by inserting your own where you want them, or alternatively control the way Word inserts its automatic page breaks - as described in the next section. Controlling Automatic Page Breaks This feature allows you to prevent Word placing an automatic page break in places where you would not normally want them. You may display the Paragraph dialog box using: Ribbon: In either of the Paragraph sections of the Ribbon - see above. Quick Menu: Paragraph Inside the document editing window, or selected text. The dialog box has two tabbed pages: Indents and Spacing See page 58. Line and Page Breaks See below. Page 73 / 103

76 Page Setup Microsoft Word 2010 Introduction Select Tab: Pagination Line and Page Breaks Widow/Orphan control When selected, Word will insert automatic page breaks in the document in positions which do not create widows and/or orphans. A Widow An Orphan Occurs when a page break is placed after the first line of a paragraph. Leaving the first line of the paragraph stranded at the bottom of a page while the rest of the paragraph is overleaf. Occurs when a page break is placed before the last line in a paragraph. Leaving most of the paragraph at the bottom of one page and the last line overleaf on the next page. This feature is normally on by default - and there is little reason to turn it off in normal documents. Keep lines together When selected, the selected paragraph(s) will not be split with a page break. Keep with next When selected, this paragraph and the next will be kept together on the same page. Page break before When selected, a page break is placed before the selected paragraph(s). Suppress line numbers When selected, the affected paragraphs will not be numbered when outline paragraph numbers are in use. Don't hyphenate When selected, the affected paragraph(s) will not be hyphenated by the automatic hyphenation feature. PAGE MARGINS The Page Margins are the region around the outside of each page which is normally left empty. Large margins reduce the amount of space for text on the printed page. Small margins may not leave enough space to bind or staple document pages together. Margins should also leave enough space for any Headers and Footers you may want to use. See also: Headers and Footers page 78. Page 74 / 103

77 Introduction Microsoft Word 2010 Page Setup Ribbon: Page Layout Displays a list of margin setting to select from. The Normal setting uses margins of 2.54cm (= 1 inch) on each edge of the paper. This will suit most documents, but there is nothing to stop you experimenting. Custom Margins Displays the Page Setup dialog box, where you can enter your own measurements for each margin. A quicker method to access the dialog box is to: Ribbon: Displayed in the Page Setup section of the Ribbon. Measurements You may use one of the following as a suffix, for a measurement unit of your choice: in or " cm pi pt Inches. Centimetres. Picas. Points If no suffix is given the displayed units are assumed. Select Tab: Margins Settings for the margins can also be edited in the Ruler using the mouse. See page 8 for further information. Margins Top Specifies the top margin for affected pages. Bottom Left Specifies the bottom margin for affected pages. Specifies the left margin for the affected pages. This option changes to Inside when Multiple pages is not set to Normal. Right Specifies the right margin for the affected pages. This option changes to Outside when Multiple pages is not set to Normal. Page 75 / 103

78 Page Setup Microsoft Word 2010 Introduction Gutter Specifies the gutter for the affected pages. This feature can be used to adjust the position of printed text on pages in order to allow extra space for a binding edge, when the document is to be made up into a booklet. Gutter position Indicates which edge of the paper is to be used as the binding edge. Select from: Left Top Orientation Portrait When selected, the paper is used the normal way round. Landscape When selected, the paper is turned on its side so that you can type along its length. Pages Multiple pages Indicates how multiple pages in longer documents will be arranged for printing purposes. Select from: Normal Prints one page after the other in normal order, with all pages treated in the same way. Mirror margins Use when printing on both sides of the paper, and you want the outer edge margins and inner edge margins to be symmetrical. 2 pages per sheet Allows you to print two pages on the same sheet of paper. Mirror margins is assumed. Book fold Allows you to adjust the order in which pages are printed so that you may fold the resulting paper to form a booklet. Mirror margins is assumed. Sheets per booklet Indicates how may sheets of paper per booklet - select the correct option to be able to fold the result in the required manner. Experiment! Page 76 / 103

79 Introduction Microsoft Word 2010 Page Setup Preview Indicates the effect of the choices you make. Apply To Indicates the scope of the command, and displays a pick list of alternatives. Select from: Whole Document Selected Text This Point Forward Selected Sections This Section Default if you do not select any text in advance. Default if you do select some text in advance. Not available if you select some text in advance. Only available if your document includes section breaks. Default if you do not select any text in advance when the document contains two or more sections. Allows you to make the current settings in the dialog box the default for future documents. You will be prompted to confirm this action - this will update the template used for the document. PAGE ORIENTATION Rectangular paper can be used in two orientations: Portrait: Landscape: Short edge along the top. This document uses Portrait. Long edge across the top. You may change orientation for the whole document, or for individual pages within it. Ribbon: Page Layout Displays the orientation options to choose from. You may also select the page orientation in the Margins tabbed page of the Page Setup dialog box. See earlier. Page 77 / 103

80 Page Setup Microsoft Word 2010 Introduction PAPER SIZE In the UK most documents will use normal A4 paper, but you may use any size paper you wish. The only practical limit is the ability of your printer to work with unusual paper sizes. For example: Some printers have special paper trays for envelopes and/or photographic paper. Commercial printers may have multiple paper trays accepting: A3, A4, headed paper and labels etc. Ribbon: Page Layout Select: This tool displays a list of commonly used paper and envelope sizes to choose from. If the paper size you need is not listed: Select: More Paper Sizes To display the Page Setup dialog box where you can enter the dimensions of nonstandard paper. Page 78 / 103

81 Introduction Microsoft Word 2010 Page Setup HEADERS & FOOTERS A Header consists of text (and/or other objects) placed at the top of some or all of the pages in your document, and a Footer is the same but placed at the bottom of each page. You may, within reason, type almost any entry for use as Headers and Footers, and use any formatting commands you require. They are commonly used in conjunction with Page Numbers (see page 138). Notes: Advanced users can vary the Headers and Footers used throughout the document Headers and Footers are section properties. Using more than one section allows you to change the Headers and/or Footers at any location within a long document. You may also vary them for odd and even pages to allow for duplex (double sided) printing - see illustration. In addition, you may link the entry in one section to the entry in the next section, to make them continuous across section breaks. This is useful when you use section breaks to control other section formats such as newspaper columns. These more advanced features are beyond the scope of these Introductory notes. Header & Footer Tools Ribbon: When editing Headers or Footers, Microsoft Word provides access to all the tools needed to edit and manage them. Headers and Footers can be selected from palettes of attractive designs or simply typed and formatted in the traditional way in Print Layout View. Page 79 / 103

82 Page Setup Microsoft Word 2010 Introduction Creating and Editing a Header or Footer The following commands will access Print Layout View and activate the Header & Footer regions of the page - whatever your current display mode is. Ribbon: Insert To create a Header or Footer. Design While editing a Header or Footer. Select from: Displays a list of predefined Headers to choose from. If none of those offered suit your needs then: Select: Edit Header To make the Header region of the screen active so that you may add and edit your own content. Displays a list of predefined Footers to choose from. If none of those offered suit your needs then: Select: Edit Footer To make the Footer region of the screen active so that you may add and edit your own content. Mouse: In the Header or Footer region of the page. Print Layout View only. See also: Page Numbers Page 83. Note: When the Header or Footer region is active, the normal document content becomes inactive and is displayed more faintly than normal. Page 80 / 103

83 Introduction Microsoft Word 2010 Page Setup Switching Between the Header & Footer Regions Ribbon: Displays and positions the cursor in the Footer. Displays and positions the cursor in the Header. Exiting the Header & Footer Regions You may exit the Header and Footer regions to return to the main document using: Ribbon: Mouse: Inside the main document region of the page. Deleting a Header or Footer The obvious way is to delete all the content while editing the Header or Footer, the quick way is to: Ribbon: Select: Remove Header From the displayed list of options. Select: Remove Footer From the displayed list of options. Using the Header & Footer Building Blocks Microsoft Word provides you with Building Block Galleries of predefined Headers and Footers to choose from. See page 80. The Galleries can be accessed from the main document window when creating a Header or Footer, or when editing the Header or Footer - to replace the current entry. You may use them as is or as a starting point that you may edit afterwards. The content of these Galleries can be customized by adding your own entries for Headers and Footers. Page 81 / 103

84 Page Setup Microsoft Word 2010 Introduction Creating a Building Block Once you have created your own Header or Footer, select the entry then from the use: Ribbon: Select: Save section to Header Gallery Select: Save section to Footer Gallery Name Enter a descriptive name for your new entry. Gallery Microsoft Word will select the Gallery for you - but you may select an alternative if you want. The choice you make will affect the availability of the item. Header Gallery items are available when creating or editing a Header - simple really! Category Each Gallery is split into sections - select which section to put it in or create your own. This option defines groups within the list not when it is available. Description Optional descriptive entry - useful if you have numerous similar entries. Save in Indicates and allows you to select the template in which the item will be saved. The standard option makes it available to all documents. Options Indicates and allows you to specify what will be saved in the Gallery. Select: Insert Content Only Confirms your entries and selections and adds the item to the selected Gallery. Afterwards the item will be displayed in the appropriate Gallery. Cancels the command and does not create a new entry. Page 82 / 103

85 Introduction Microsoft Word 2010 Page Setup PAGE NUMBERS Page numbering is a feature in its own right that allows you to insert and format a page number anywhere on the page. However, in the vast majority of cases it is used to insert and manage page numbering in the Header or Footer. The following notes only describe the tools needed for simple Page Numbers. Note: Never type your own Page Numbers. Page Numbers need to change from page to page so they need to be calculated by Microsoft Word. Page Numbers are created using special Fields (formulas) which perform these calculations automatically. See also: Headers and Footers Page 78. Using the Page Number Building Blocks As with Headers and Footers, Microsoft Word provides a Building Block gallery of predefined options to select from. Selecting a Building Block Ribbon: Select a Gallery from: Top of Page Displays a Gallery of Page Number items for use in the Header. Selecting one of these options will replace the current Header. Bottom of Page Displays a Gallery of Page Number items for use in the Footer. Illustrated. Selecting one of these options will replace the current Footer. Page Margins Displays a Gallery of Page Number items for use in the left and right page margins Page 83 / 103

86 Page Setup Microsoft Word 2010 Introduction Current Position Displays a Gallery of Page Number items to be inserted at the text cursor position. This allows you to insert page number anywhere on the page. This option is useful when you want to add page numbering to an existing Header or Footer. Very useful! Explore the various options! Creating a Building Block Once you have created your own Page Number item, select the entry then use: Ribbon: Select: Select: The required Gallery - see above. Save section as Page Number Use this dialog box in the same way as when creating a Building Block for Headers or Footers - see page 82. Page 84 / 103

87 Introduction Microsoft Word 2010 Viewing Documents VIEWING DOCUMENTS Microsoft Word provides a number of ways of viewing your document. Each can help you perform a range of different tasks. Explore the views available and use those you find easiest to work with. See also: Print Preview Page 101. HIDDEN CHARACTERS Word documents contain characters that are not directly visible on the screen, e.g. Spaces, Indents, Tab Stops, Line Breaks, Paragraph Breaks and Page Breaks etc. You may show or hide screen symbols that represent these characters using: Ribbon: Home Select: Keyboard: Or: ZOOM LEVEL There are many ways of changing the Zoom level of your document. The Zoom level is a screen only feature which has no effect what so ever on the way the document prints. Status Bar Zoom Slider: Allows you to change the current screen zoom level. Mouse Click on the symbols: To decrease the level To increase the level Drag the Slider to set the required level. Zoom: Indicates the current Zoom level. Mouse: To display the Zoom dialog box. See later. Page 85 / 103

88 Viewing Documents Microsoft Word 2010 Introduction Ribbon Ribbon: View Zoom settings only affect the screen layout - they do not affect the way the document prints. Displays the Zoom dialog box. See below. Sets the Zoom level to 100% - normal size. Sets the Zoom level to the percentage value that will show one full page on the screen. Sets the Zoom level to the percentage value that will show two full pages side by side on the screen. Very useful for documents that you print on both sides of the paper. Sets the Zoom level to the percentage value that will show the full width of the paper on the screen. Zoom Dialog Box The Zoom dialog box can be accessed from the Status Bar or the View Ribbon - see previous sections. It allows you to enlarge/reduce the displayed size of your documents without affecting the printed result; this can be useful when working with landscape paper, or very large/small fonts etc. Zoom to 200% Enlarges the view to twice normal size. 100% Normal display size. 75% Reduces the view to three quarters normal size. Percent Set your zoom size percentage manually. Toolbar: Indicates the current Zoom level, and allows you to enter or select an alternative. Range Page width Set the percentage zoom level to that required to display the full width of the page - this setting adjusts as the space available or the page size varies. Page 86 / 103

89 Introduction Microsoft Word 2010 Viewing Documents Text width Whole page Many pages Similar to the above but does not allow space for the left and right margins. Set the percentage zoom level to that required to display the whole of one page on the screen. Set the percentage zoom level to show more than one page side by side. Use the Icon next to this option to select the number of pages visible from the panel. Mouse: Into the panel to select the required setting. SCREEN VIEW Screen views affect the layout and degree of detail displayed on the screen. Screen Views do not always show how the document will print. The current View is stored as part of the document when it is saved. Documents open in the View that was used when they were saved. Most new users will not worry about the various screen Views - but you need to be aware of them because of the Booby Trap effect. Opening a document created by an advanced user who saved the document with an unusual View will switch your PC to that View - until you change it again. You could find yourself working in a View you do not understand with no idea what is happening. It is therefore, useful to be aware of these Views and how to switch between them. Ribbon: View Select from: When selected, you will see the whole of each page that you work on - subject to the current Zoom level. This makes headers and footers etc. visible - and allows you to edit them directly on the screen. View Icon: Found on the Status Bar. Keyboard: Notes: This view can waste a lot of screen space, showing unused parts of the paper, and gaps between sheets of paper. Page 87 / 103

90 Viewing Documents Microsoft Word 2010 Introduction When selected, your document is displayed full screen in a way that makes it easier to read (proof read?). View Icon: Found on the Status Bar. This view is often used when opening Word documents that are attached to messages in Microsoft Outlook. Designed for use when creating and editing web pages. View Icon: Found on the Status Bar. Only used when creating web pages in Microsoft Word. There are better applications for this task! Best used when using Microsoft Word to create html messages. When selected, you will see the paragraphs in your document listed as an outline. This means you can easily view and reorganize the sections in your document. View Icon: Found on the Status Bar. Keyboard: Page 88 / 103

91 Introduction Microsoft Word 2010 Viewing Documents When selected, you will see most formatting information, but not column layout or the contents of headers and footers etc. View Icon: Found on the Status Bar. Keyboard: In older versions of Microsoft Word this was called Normal View. Page 89 / 103

92 Viewing Documents Microsoft Word 2010 Introduction Page 90 / 103

93 Introduction Microsoft Word 2010 Managing Documents MANAGING DOCUMENTS Each document you work with is displayed and edited in a window. You may open any number of documents - memory permitting. On running the application, Word will create a single blank document for you. Once you save this new document or open another, the window's Title Bar will display the document filename. THE WINDOWS TASK BAR The Windows Task Bar lists all these document windows and allows you to switch between them. Mouse: Point at any item to see full name of item. On the item you wish to use. Notes: Initially you will only want to work with one document at a time - but it soon becomes handy to have two or more documents open. You should always keep an eye on the Windows Task Bar so that you are aware of how many documents you have open - and whether you have saved them all. CREATING A NEW DOCUMENT A new blank document is created automatically when you first run Microsoft Word. The following shows you how you can start further documents when Microsoft Word is already running. Ribbon: Select: File New Page 91 / 103

94 Managing Documents Microsoft Word 2010 Introduction Blank Document You can create a new blank document in a new window, like the one displayed when you first run Microsoft Word, as follows: Select: Then: Creates a new document using the selected template. Or Mouse: On the required template. Keyboard: Much easier! This option works without having to access the File ribbon - Backstage View. Using a Template Microsoft Word provides the user with a range of templates that are readily available to help you create new documents, and provides access to the Internet for more. A template is a special document that is stored separately from your normal everyday work, and defines the starting point for a normal new document. In effect, every time you create a document from a template you create a new copy of it. Documents created from templates are considered to be new files. Advanced users may create their own templates, new users may well be provided with a series of Templates that they are required to use. Many large organizations insist that you use the corporate templates in order to create documents that fit the corporate style! Fenland District Council provides you with a few corporate templates - as shown in the following descriptions. Access all the available templates using: Page 92 / 103

95 Introduction Microsoft Word 2010 Managing Documents When highlighted, Word provides access to a wide variety of templates available on the Office.Com website. Explore! Provides access to those other templates you have used in the recent past. If any! Displays a list of those templates provided by Microsoft that are stored on your local hard disc. Explore! Displays a separate dialog box listing any personal templates that you have created - or have been made available to you. This dialog will be blank until you have created or are provided with some custom templates. The available templates may be listed in one of three ways, by clicking on the appropriate icon: Icon: Large icons. List of small icons. Detailed list including the file details - file size, file type and file date. Page 93 / 103

96 Managing Documents Microsoft Word 2010 Introduction OPENING DOCUMENTS You may open any number of your previously saved documents in a variety of ways: My Computer/Windows Explorer You may open any file in the application that was used to create directly from the Windows Desktop or when using My Documents or Windows Explorer to browse your filling system. Mouse: On the required file. Recent Documents Ribbon: Select: File Recent Displays a list of recently used files to choose from. Also displays a list of recently visited locations in your filing system. This provides a quick way of revisiting these locations to open other files. Click on the Pin to keep an entry in this list indefinitely. Reverses the above. Open Dialog Box Display the Open dialog box as follows: Ribbon: Select: File Open Keyboard: Page 94 / 103

97 Introduction Microsoft Word 2010 Managing Documents Normal Use Either: Mouse: On the required filename. Or: The main panel itemises available documents in the current location; highlight the file you wish to use, then: Abandon the dialog box without opening a file. Click on the button to open the highlighted file. Keyboard: or Click on the pick list arrow to display a menu of choices as to how the file is opened. Select from: Open Normal file open - as above. Open Read-Only Allows you to open the file but not save it with the same file name - useful when you want to experiment with a file that matters. Open as Copy Opens the file - but assumes a new filename - another way of protecting yourself against damaging a file when you are experimenting. Open in Browser Opens Web Pages in your Web Browser - normally Internet Explorer. Only available when a web page is highlighted. Beyond the scope of these notes. Open with Transform Opens XML documents with its file format changed using an Extensible Style Sheet Language Transformation that you will be prompted for separately. Beyond the scope of these notes. Open in Protected View Prevents macros from running. Prevents user from saving the file to disc. Page 95 / 103

98 Managing Documents Microsoft Word 2010 Introduction Open and Repair Helps you repair, or extract data from a corrupted file. Note This option can repair errors that the equivalent command in older versions fails to deal with. Show previous versions Lists previous versions of the highlighted document. Display Options These options are available in any and all dialog boxes which access the filing system. You may display the list of files in a variety of styles: Icon: Click on the icon to toggle round the display options. Click on the pick list arrow to display a menu of the available choices: Explore! SAVING DOCUMENTS Saving a document for the first time is always different from saving it a subsequent time as you will need to issue the document with a filename and choose the location in which to save it. Afterwards they can be saved without having to make these choices again. Saving Documents - The First Time The first time you save a new document you have to use the Save As dialog box to name the file. The same dialog box may be used on subsequent occasions to save a copy of the file with a different name or in a new location. Page 96 / 103

99 Introduction Microsoft Word 2010 Managing Documents Display the Save As dialog box as follows: Ribbon: Select from: File Save Save As Keyboard: Note: The Save As dialog box is always displayed when saving a file for the first time - regardless of the Save command you use. Normal Use Save as type This is the important option where you decide what file format to use. The dialog box shows the current choice and displays a list of alternatives to choose from. Among the many choices you need to be aware of the following: Word Document (*.docx) This is the normal file format for Microsoft Word It is not compatible with older versions of Microsoft Word so should only be used if you are certain that all other users have the same version of Microsoft Word as yourself. Word Macro-Enabled Document (*.docm) This is an alternative format for Microsoft Word 2010 documents that should only be used when your file contains Macros. Macros are a potential security risk (viruses), so this file format should not be used for normal documents. Page 97 / 103

100 Managing Documents Microsoft Word 2010 Introduction Word Document (*.doc) This is the old file format that will enable those who have older versions of Microsoft Word to open the document. This file format does not support any of the new features of Microsoft Word so you may find that some elements of the document are lost damaged - see below. Tip By saving your document in this format BEFORE you start any work, Microsoft Word 2010 will run in Compatibility Mode. This will prevent access to features that this file format does not support. Which means you will not lose any work! File name Use the text box to enter/edit a unique filename for the document. Do not select an existing filename from the pick list unless you wish to replace that file with this new one. Word will normally offer you a filename based on the contents of the first line of text in the document. You may select an existing filename to replace it with the current file, but it is more normal to type a new name for a new file. Saves the new document and closes the dialog box. Keyboard: or Notes: If you are saving a document in the old file format (see above), you will be warned if it will lose any features that the old file format does not support. The dialog box will itemise the problems and their consequences if you choose to continue. If you selected a filename that already exists, a warning message is displayed prompting you for an action. Continues to save the file with your chosen action - be careful! Abandons the command and allows you to try again. Page 98 / 103

101 Introduction Microsoft Word 2010 Managing Documents Saving Documents - Subsequently Once a document has been saved for the first time, in the way described above, you do not need to use the Save As dialog box. Unless you need to save a copy of it with a new name and/or in a new location. By Pass the Save As Dialog Box Ribbon: File Select: Save Toolbar: Keyboard: Display the Save As Dialog Box Ribbon: Select: Keyboard: File Save As CLOSING A DOCUMENT Each document you create or load into memory resides in the computer s memory until you either exit Microsoft Word or close the document. You should close documents when you have finished with them in order to release the memory they fill for other uses. Make sure you save any document before you close it if you wish to retain any changes since you last saved it. Window Icon: Found on the Title Bar. When closing the only open document, this option also Exits Microsoft Word. Ribbon: File Select: Close When closing the only open document, this option does not Exit Microsoft Word but there will be no document to edit! You must open a document or create a new one before you can continue working. Keyboard: Page 99 / 103

102 Managing Documents Microsoft Word 2010 Introduction Notes: If the document has not been changed since it was last saved it will be closed straight away. If the document has been changed since it was saved, a dialog box is used to prompt you for a suitable action: Save the document then close it. Close the document without saving it. Cancel the command - do nothing. Page 100 / 103

103 Introduction Microsoft Word 2010 Printing Documents PRINTING DOCUMENTS This section deals with the basic features of printing and previewing documents on screen. Refer to: Page Setup Page 71. For features which affect the page breaks in your document. Ribbon: Select: File Print Keyboard: PREVIEW PANE It is good practice to proof read and check your documents on screen before you waste paper printing a document with mistakes in it. Much of this work can be done in the normal in Print Layout view. However, Word 2010 automatically offers a Preview Pane, when you access the Print commands, which makes it easy to check your work before printing. The Preview Pane allows you to see headers, footers, page margins etc. that can't be seen from the normal workbook window. Quick Reference Tools: On/off toggle for Zoom to Page. The following keystrokes may be used when Zoom to Page is active. or Display next page. or Display previous page. Page 101 / 103

104 Printing Documents Microsoft Word 2010 Introduction or or Display first page. or or Display last page. The following keystrokes may be used in magnified view (Zoom In): Scroll screen left/right. Scroll screen up/down. Up/down one screen full. Left/right one screen full. Top/bottom edge of current page. Left/right edge of current page. Top left/bottom right corner of current page. PRINTING The following descriptions, assume you have already accessed the Print command from the File Ribbon. Print Print the spreadsheet using all current Print settings using: Tool: Copies: Enter or select the number of copies to print. Page 102 / 103

105 Introduction Microsoft Word 2010 Printing Documents Printer Indicates the current printer and allows you to select an alternative from those installed on your PC. Print Settings The Print window, offers a number of options. Click on each setting to drop down a list of options. Each option is explained on the screen so their descriptions are not repeated here. Explore! Page 103 / 103