Word 2007 / 2010 Core Level 2

Transcription

1 - Contents Happy Computers Manual for... Word 2007 / 2010 Core Level 2 This course guide is produced for the Happy Computers Word 2007 / 2010 Core Level 2 course For all your computer training needs contact: Help-line: help_line@happy.co.uk Bookings: Copies of this guide can be obtained from Happy Computers, fully bound, at a cost of 15 each, or 10 for extra copies for organisations who have booked courses. Happy Computers allows this guide to be copied, provided that permission is sought and the name and phone number of Happy Computers remains on the copies. Happy Computers Page 0

2 Word 2007 / 2010 Core Level 2 - Contents Contents Contents... 1 Happy Computers Telephone Help-Line... 3 The Happy Computers Web Site... 4 Learn more online with Happy elearning... 5 The Word 2007 Screen... 6 The Word 2010 Screen... 7 Moving around the document... 8 Basic Keyboard Shortcuts... 8 Moving Around... 9 Selecting Text with the Keyboard Selecting Text with the Mouse Formatting Text Smart Tags How can they help? Cut, Copy & Paste Using Smart Tags Automatic Features AutoCorrect Building Blocks Using a button on the Quick Access Toolbar to add the Building Block Headers and Footers Inserting the Filename and Path Inserting page numbers No number on the first page and the second page starts at Page Breaks Finding and Replacing Text Adding Borders around Text Adding Page Border Art Adding Shading around Text Page Setup, Section Breaks and More Document Presentation The Page Setup Dialog Box Section Breaks Using the Ruler Basic Indents Understanding the Indent Markers Setting Indents with the Ruler Setting Indents with the Paragraph dialog box Basic Tabs Setting Tabs with the Tab-type Selector Setting Tabs the Paragraph dialog box Tab Leaders Bar Tabs Bulleted and Numbered Lists Customising Bullets Page 1 Happy Computers

3 Word 2007 / 2010 Core Level 2 - Contents Customising Numbers Multilevel Lists (known as Outline Numbering in previous version of Word) Tables Table Basics Table Rows and Columns Working with Rows and Columns Working with whole Tables Borders and Gridlines Table AutoFormat Table Borders Table Shading Working with Text in Tables Creating Minutes with a Table Sorting Tables Using a Table for Sums Extra Table Features Mail Merge Mail Merge Mail merge to letters Mail-Merge to Labels Appendices Function Keys Keyboard Shortcuts Clip Art Customising Clipart Adding text to shapes Formatting shapes and lines Text Style and Size Text Alignment Text Case Text Colour Highlighting text Paragraph Formatting Undo & Redo A license to make mistakes Spelling & Grammar Thesaurus in Word Index Happy Computers Page 2

4 Word 2007 / 2010 Core Level 2 - Happy Computers Telephone Help-Line Happy Computers Telephone Help-Line We want to hear from you. The aim of our courses is to leave delegates confident in using the software. If you have difficulty with any aspect of what you covered on the course, we want to know about it and we want to help you through it. It is a guarantee of the quality of our training, so we don t extend it to anyone else in your organisation who has not been trained by us. (Though contact us if you would like to arrange cover for holidays or sickness). For two years from the day of your course you will be able to use the helpline free of charge, even if you have changed jobs since doing the course. The help-line hours are 9.30am pm help_line@happy.co.uk You can contact us if you have a question that relates to the course you did with Happy Computers (Sorry it s not a General Helpline). We do our best but we don t guarantee instant answers please see the table below for our target call resolution times. Access, VBA and web courses: please note: we will do what we can to help but we cannot carryout debugging or redesign work. This course is a category A course Category A Category B Category C Category D Category E Category F 90% solved within one hour 90% solved within four hours 90% solved within 24 hours 90% solved within 2 working days One special trainer only 90% solved within 2 working days unless the trainer is on holiday/sick 90% solved within 5 working days If your question goes beyond the level of the course you attended it is up to the discretion of the Helpline person whether they answer it. We will always try to point you to another source of help if this is the case. We want you to ring Your help-line questions also help us. We find out how you use the software, the problems you hit, and sometimes, bugs we don t know about. All this helps to improve our courses and our service. So please keep those calls coming. If you have difficulty getting through please contact Henry Stewart, Chief Executive of Happy Computers, on his personal mobile number ( ) or you can him at the following address: henry@happy.co.uk Page 3 Happy Computers

5 Word 2007 / 2010 Core Level 2 - The Happy Computers Web Site The Happy Computers Web Site Where is it? Why should I visit it? The Happy Computers web site is dedicated to providing you with information about both the software you use, and the courses we run. You ll find copies of manuals to download and tips on the programs you use, designed to make your work quicker and easier. You ll find up-todate news about Happy Computers and the team, and you can of course find information on all our courses and book your place on one. Who runs it? If you have any comments, ideas or just fulsome praise, you can our web editor at: webmaster@happy.co.uk. Alternatively, write your comments when you do your evaluations on-line at the end of a course at Happy Computers. What is all that stuff above about? If the above means nothing to you, and you are interested in learning more about the World Wide Web and the Internet, Happy Computers run a wide range of courses in Internet software. Happy Computers Page 4

6 Word 2007 / 2010 Core Level 2 - Learn more online with Happy elearning Learn more online with Happy elearning We hope you enjoy the classroom course with Happy. But your learning doesn t need to end there Why don t you try Happy elearning; all of Happy Computers expertise in training, online! We offer courses in ECDL, ITQ and all Microsoft packages, and we can even create custom made courses for your company All courses let you work on the live software while you learn Courses are divided into small lessons, that take 5, 10 or 15 minutes to do Learn at your own pace learn what you like, when you like Easy to understand lessons, with hints and answers, and full manual provided Complete a pre-course assessment to gauge your level of knowledge before you start. Then learn only what you need to! Quizzes and assignments test your progress Full support package available; your own etutor, forums, chat room, support, and one year free helpline (the same as our classroom helpline) Monitor your own students progress through our courses, with our bespoke learning management system Try our courses for Free! You can now try out our online courses for free just register with us at (it only takes a few minutes). Or pass the link onto your training manager At the moment, we have available sample versions of ECDL and of the Office Sense health and safety course. If you are interested in any the courses we have available, give us a ring now on Page 5 Happy Computers

7 Word 2007 / 2010 Core Level 2 - The Word 2007 Screen The Word 2007 Screen If you are familiar with previous versions of Microsoft Word, you will notice the screen looks very different...there are now no menus or toolbars. They have been replaced with Tabs and Groups. For example, the Home tab contains the Clipboard group and Font group. These groups contain commands, such as Paste, Bold and Font size. A command can be a button or icon or even a drop down menu. Office button Quick Access Toolbar A Tab Ribbon Commands Scroll bar Zoom slider Document Views Happy Computers Page 6

8 Word 2007 / 2010 Core Level 2 - The Word 2010 Screen The Word 2010 Screen You will notice the screen looks exactly the same as the Word 2007 screen, except the Office button has now been replaced with the File tab. File tab Tabs - There are 7 tabs (8 in Office 2010), each one represents a core tasks in Excel. Groups Each tab contains a group of related items. Commands These are buttons and can represent a box to enter information or even a menu. Title bar Quick Access toolbar Office button Ribbon Zoom slider Which program you are in and the name of the current workbook This holds some of the common features, such as Undo and Redo This has replaced the File menu, so it contains options like Save, open, Close and Print, as well as some more features Replaces Menus and Toolbars, contain tabs and commands Allows you to zoom in and out of the document Page 7 Happy Computers

9 Word 2007 / 2010 Core Level 2 - Moving around the document Moving around the document Basic Keyboard Shortcuts Using CTRL You can use the CTRL key in combination with other keys on the keyboard to carry out the most basic commands in word: CTRL + O CTRL + S CTRL + P CTRL + N CTRL + C CTRL + X CTRL + V Open a document Saves the current document Print Create a new document Copies text Cuts text Pastes text Using ALT to access menu options 1. Press the ALT key Letters appears next to all the tabs 2. Press the letter that The tab opens corresponds to the tab you want 3. Letters appear next to all the icons 4. Press the letter that corresponds to the button you want Happy Computers Page 8

10 Word 2007 / 2010 Core Level 2 - Moving around the document Moving Around Using the keyboard to move the Cursor around Ctrl Ctrl Home End Ctrl Ctrl Ctrl Home Ctrl End Page Up Page Down Ctrl Page Up Ctrl Page Down Ctrl + G Up a line Down a line Left a character Right a character Left a word Right a word Far left of this line Far right of this line Up a paragraph Down a paragraph Top of a document Bottom of a document Go up a screen Go down a screen Go up a page Go down a page Go directly to a page Using Go To 1. Press the F5 key Find and Replace box appears 2. Enter the page number 3. Press Enter 4. Press the Escape button Page 9 Happy Computers

11 Word 2007 / 2010 Core Level 2 - Moving around the document Selecting Text with the Keyboard Selecting text 1. Place the Cursor at the start of what you wish to select 2. Hold down the Shift key 3. Use the Cursor keys to move along the text you wish to select Cancelling a selection Selecting a word Press a Cursor key again without holding down Shift 1. Place the Cursor at the start of the word 2. Hold down Shift and Ctrl 3. Press the right arrow key Selecting a line 1. Place the Cursor at the start of the line 2. Hold down the Shift key 3. Press End Selecting the entire document Press Ctrl + A at the same time Happy Computers Page 10

12 Word 2007 / 2010 Core Level 2 - Moving around the document Selecting Text with the Mouse Selecting text 1. Place the Cursor at the start of the text you wish to select 2. Click and drag over the text Smart Selection When you click and drag over text, Word 2007 uses Smart Selection. This means that if you start dragging from the middle of a word and carry onto other words, the beginning of the first word gets selected automatically. My text has moved around If you select text and then release the mouse, it is possible to click back on the selected text and drag it to a different place. You will see a fuzzy grey line appear if this is happening. Click Undo to put it back. Cancelling a selection Click once into any white space on the right hand side of your document Selecting a word Double-click on the word Selecting a sentence 1. Hold down the Ctrl key 2. Click anywhere in the sentence Selecting a line Click to the left of the line The Cursor will change to a white arrow when you are in the right place Selecting a paragraph Double-click to the left of the paragraph Or Triple-click the paragraph The Cursor will change to a white arrow when you are in the right place Page 11 Happy Computers

13 Word 2007 / 2010 Core Level 2 - Moving around the document Selecting multiple words, lines or paragraphs 1. Select in one of the ways described above 2. Do not let go of the mouse 3. Drag over the rest of the text you wish to select Selecting text which is not next to each other In this version of Word you can now select multiple pieces of text even when not next to each other. 1. Select the first piece of text 2. Hold down the Ctrl Key 3. Select the next piece of text Selecting the entire document There are four ways to select the whole document: Press Ctrl & A Click on the Edit menu, click on Select All Hold down the Ctrl key and click to the left of the document Triple-click to the left of the document Selecting a large area 1. Position the Cursor at the start of the text you wish to select 2. Move to the end of the text to select using the Scroll-bar 3. Hold down the Shift key 4. Click at the end of the text Extending your selection 1. Position the Cursor at the start of the text you wish to select 2. Press F8 3. Use the Cursor keys to move to the end of the text you wish to select 4. Press Esc on the keyboard when you have finished Happy Computers Page 12

14 Word 2007 / 2010 Core Level 2 - Moving around the document Formatting Text Applying formatting Ctrl + B Ctrl + I Ctrl + U Ctrl + ] Ctrl + [ Ctrl + Shift + F Ctrl + E Ctrl + R Ctrl + L Ctrl + J Shift + F3 Makes the selected text bold Makes the selected text italic Underlines the selected text Makes the selected text larger Makes the selected text smaller Changes the font type of the selected text Centre aligns selected paragraphs Right-aligns selected paragraphs Left-aligns selected paragraphs Makes selected paragraphs fully justified Changes the case of selected text Removing formatting Press CTRL + the spacebar (Removes character formatting (like bold, underline, size etc)) Or Press CTRL + Q (Removes paragraph formatting (like alignment, double spacing etc)) Page 13 Happy Computers

15 Word 2007 / 2010 Core Level 2 - Smart Tags How can they help? Smart Tags How can they help? Smart Tags were a new feature in Office 2002 (XP)/2003 and they are still present in all of the Office 2007 / 2010 products (Word, Excel, Access and PowerPoint). Smart Tags are buttons that pop up and offer you help according to what you are doing. Smart Tag What is it for? This Smart Tag appears to give you information. It will appear when you type in a name and will prompt you to add it to your Outlook Contact List. When you paste in something you have copied this Smart Tag will appear. Hover your mouse over it and it will give you options for the formatting you have selected. An AutoFill Smart Tag appears when you use AutoFill and will give you various options. The Insert Options button appears when rows columns or cells are inserted. You are then offered various formatting options. What are Smart tags? Smart tags are little buttons that appear from time to time to give you other options to play with for example, you could paste in some text, and a Smart tag would appear attached to it, letting you change the formatting, create a contact, undo the formatting, etc. The particular tag you see depends on what you are doing. In Word, you will know something has a Smart tag attached because it will have a purple dotted line underneath, or a little square image next to it. List smart tags When creating a numbered list, you can use the smart tag to continue the previous list, or restart the numbering. Example This is the Smart tag Happy Computers Page 14

16 Word 2007 / 2010 Core Level 2 - Smart Tags How can they help? You want to continue numbering the bottom list from where the first list ended: 1. Click on the Smart tag 2. Choose Continue Numbering Cut, Copy & Paste Using Smart Tags When pasting text from one document to another, the formatting, i.e. the way the text looks may not match the formatting of the document you are pasting into. This is where the Smart tag comes in This is what you might see when you paste into a new document This is the Smart tag Moving text 1. Select the text you want to move 2. Click on the Cut icon 3. Position the Cursor in another location 4. Click on the Paste icon Copying text 1. Select the text you want to copy 2. Click on the Copy icon 3. Position the Cursor in another location Page 15 Happy Computers

17 Word 2007 / 2010 Core Level 2 - Smart Tags How can they help? 4. Click on the Paste icon The Clipboard remembers the last thing you cut or copied Whenever you click on paste, Word will just reproduce whatever you last cut or copied, so you can paste many times. Matching the destination formatting It is possible to paste text into a document with a different format and match the format of the document you are copying to. 1. Hover mouse over the Smart tag 2. Click on the dropdown 3. Select Match Destination Formatting When does Smart Tag go away? The Smart tag goes when you continue working on your document Keyboard shortcuts Ctrl + X Cut Ctrl + C Copy Ctrl + V Paste Quick ways to cut, copy or paste If you right-click over selected text, a shortcut menu will appear giving you the option of cutting or copying it. If you then right-click in the place you want to paste, a shortcut menu will give you the option of pasting. You can also use the right mouse button here Happy Computers Page 16

18 Word 2007 / 2010 Core Level 2 - Smart Tags How can they help? Viewing the Clipboard Task Pane If you close the Clipboard task pane you can view it again as follows 1. Click on the Dialog box launcher for Clipboard 2. To close the Clipboard Task Pane, click on the Dialog launcher again Copying or moving more than one item on the clipboard Word 2007 (like previous versions) gives you the option of putting lots of things on the Clipboard, so that you can cut or copy many separate pieces of text at once. 1. Select first piece of text 2. Click on the Copy icon 3. Select second piece of text 4. Click on the Copy icon 5. If required continue copying text Each item will appear in the Task Pane 6. Position Cursor where you would like to paste the text 7. Hover your mouse over the required item in the Task Pane and click on the dropdown arrow 8. Click on Paste Page 17 Happy Computers

19 Word 2007 / 2010 Core Level 2 - Smart Tags How can they help? Eventually the Clipboard will get full-up Once you have cut or copied 24 pieces of text the clipboard will get full. Click on dropdown next to item and select Delete or click on the Clear All button, to delete all of the items. Happy Computers Page 18

20 Word 2007 / 2010 Core Level 2 - Automatic Features Automatic Features AutoCorrect AutoCorrect automatically corrects common grammatical and spelling mistakes as you type. Switching AutoCorrect on 1. Click on the Office Button (2007) Or Click on the File tab (2010) 2. Select Word Options (2007) Or Select Options (2010) 3. Click on Proofing 4. Click on the AutoCorrect Options button AutoCorrect dialog box opens Page 19 Happy Computers

21 Word 2007 / 2010 Core Level 2 - Automatic Features 5. Tick the required options (at the top of the box) 6. Click OK AutoCorrect options Correct two initial capitals Capitalise first letter of sentences Capitalise first letter of table cells Capitalise names of days Correct accidental usage of the caps lock key THe - becomes The end. beginning - becomes end. Beginning First letter typed into a table cell is capitalised monday - becomes Monday there IS - becomes There is Happy Computers Page 20

22 Word 2007 / 2010 Core Level 2 - Automatic Features Adding your own Replace text as you type If you type common spelling mistakes like teh or abscence instead of the and absence. Word will correct them as you type. Unlike previous versions of Word, in 2007 there are no words in the Replace as you type section, you need to add all the words you spell wrong. 1. Click on the Office Button (2007) Or Click on the File tab (2010) 2. Select Word Options (2007) Or Select Options (2010) 3. Click on Proofing 4. Click on the AutoCorrect Options button AutoCorrect dialog box opens 5. Click into the Replace box and type your mis-spelling 6. Click into the With box and type the correct spelling Page 21 Happy Computers

23 Word 2007 / 2010 Core Level 2 - Automatic Features 7. Click Add 8. Click OK Removing spelling mistakes 1. Click on Office Button (2007) Or Click on the File tab (2010) 2. Click on Word Options (2007) Or Click on Options (2010) 3. Click on Proofing 4. Click on the AutoCorrect Options button 5. Find the word you want to remove 6. Click on the Delete button Happy Computers Page 22

24 Word 2007 / 2010 Core Level 2 - Building Blocks Building Blocks This is one of the features which have changed the most in Word In previous versions of Word, you may have used AutoText to insert phrases that you often use, however in Word 2007/2010 you would insert a Building Block instead. 1. Type the text you want to add as AutoText 2. Select the text 3. Click on the Insert tab 4. Within the Text group, click on the Quick Parts button 5. Click on Save Selection to Quick Part Gallery Dialog box appears 6. Rename the new Building Block 7. Change Quick Parts to Autotext 8. Click OK Using a Building Block (AutoText) 1. Position your cursor where you want the AutoText to appear 2. Click on the Quick Parts button All the AutoText entries appear at the top of the drop down 3. Select the entry you want to insert Deleting a Building Block (AutoText) 1. Click on the Quick Parts button All the AutoText entries appear at the top of the drop down Page 23 Happy Computers

25 Word 2007 / 2010 Core Level 2 - Building Blocks 2. Right-click on the one you want to delete 3. Choose Organise and Delete 4. Click on the Delete button 5. Click Close Using a button on the Quick Access Toolbar to add the Building Block By adding the entry to a button, it means you can quickly add the AutoText to your document. There are 2 steps: 1. Adding the AutoText button to the Quick Access Toolbar 2. Adding the AutoText entries to it Adding the AutoText button to the Quick Access Toolbar 1. Right-click on the Quick Access Toolbar 2. Select Customise Quick Access Toolbar Word Options box opens 2007 Happy Computers Page 24

26 Word 2007 / 2010 Core Level 2 - Building Blocks Click on the down arrow for Popular Commands 4. Select All Commands 5. Scroll down to AutoText 6. Click on AutoText 7. Click on the Add button AutoText appears on the right-side 8. Click OK AutoText button appears on the Quick Access Toolbar Adding AutoText entries to the AutoText button If you have already created your Autotext entry from above, you don t need to do it again, skip to Inserting your Autotext entry using the Autotext icon. 1. Create the text which will be the AutoText entry 2. Select it 3. Click on the AutoText button on the Quick Access Toolbar 4. Click on Save Selection to AutoText Gallery Create New Building Block dialog box appears Page 25 Happy Computers

27 Word 2007 / 2010 Core Level 2 - Building Blocks 5. Type a name for the AutoText entry 6. (Optional) Create a category for the entry 7. Click OK This is useful if you are creating more than one AutoText for a particular document you are working on Inserting your AutoText entry using the AutoText icon 1. Click where you want the entry to appear 2. Click on the AutoText button on the Quick Access Toolbar 3. Scroll down until you find the entry 4. Click on the entry It will be inserted where the cursor is Inserting your AutoText entry using F3 1. Click where you want the entry to appear 2. Type the name of the AutoText entry 3. Press F3 4. AutoText entry appears The name must be at least 3 characters long Happy Computers Page 26

28 Word 2007 / 2010 Core Level 2 - Headers and Footers Headers and Footers You can only see headers and footers in Print Layout view. Going into the Header and Footer area 1. Click on the Insert tab 2. Within the Header & Footer group, click on the Header or Footer button or 3. Choose one of the Header or Footer styles 4. Type what you want to appear What you type will appear on every page of the document Or 5. If you don t want to use of the styles in Word 2007, click on Edit Header/Footer 6. Type what you want to appear What you type will appear on every page of the document 7. Click on the Close Header and Footer button Quickly getting back into the header and footer area once there is text inside them Double-click on the header or footer area to go back in. Double-click the text in the main part of the document to get out again. Adding text in the middle or on the right Press the Tab key to move to the middle Press the Tab key again to move to the right Page 27 Happy Computers

29 Word 2007 / 2010 Core Level 2 - Headers and Footers Header and Footer Design tab This is a contextual tab; you will only see it when you are in either a header or a footer. Moving from header and footer Navigating to different sections Changing the size and alignment of the header and footer Different items you can add to a header or footer Where headers and footers appear in the document Inserting the Filename and Path This is one of the most useful things to add to your Headers and Footers. It will give you the filename; where the document is saved and the filename; the name of the file. 1. Ensure you are in a header or footer 2. Click where you want the filename and path to appear 3. Click on the Quick Parts button You should be able to see the Header and Footer Design tab 4. Select Field 5. Scroll down to FileName Happy Computers Page 28

30 Word 2007 / 2010 Core Level 2 - Headers and Footers 6. Click on the box for Add path to filename 7. Click OK Filename and path appear 8. Click Close Header and Footer Updating the Filename and Path By adding the filename and path, you have simply added the fields filename and path. If either one of them change, you will need to update the fields. 1. Double-click the filename and You are now in Header and Footer view path 2. Press F9 This is the universal key for update a field The filename and path will be updated 3. Click Close Header and Footer Page 29 Happy Computers

31 Word 2007 / 2010 Core Level 2 - Headers and Footers Inserting page numbers 1. Ensure you are in a header or footer 2. Click where you want the page numbers to appear 3. Click on the Page Number button You should be able to see the Header and Footer Design tab 4. Decide where you want the page numbers 5. Select the style you want 6. Click Close Header and Footer No number on the first page and the second page starts at 1 The main reason you may want to do this is if you have a cover page and you don t want the first page to be numbered 1. Instead what you want is no page number on the first page, but the second page in the document to be numbered Ensure you are in the header or footer on the second page 2. Ensure there is a tick in the Different First page box You should be able to see the Header and Footer Design tab 3. Within the Header and Footer group, click on the Page Number button Happy Computers Page 30

32 Word 2007 / 2010 Core Level 2 - Headers and Footers 4. Select Format Page Numbers Page Number Format dialog box opens 5. Change the Start at to 0 6. Click OK There will now be no page number on the first page and the page number on the second page will show 1 Page 31 Happy Computers

33 Word 2007 / 2010 Core Level 2 - Headers and Footers Deleting page numbers 1. Double-click a the header or footer you want to delete 2. Press the Delete key Page Breaks What is a Page Break? A Page Break forces Word to end the current page and start a new one. This is useful if you need to start a new page and you have not yet typed down to the end of the page that you are on. Creating a Page Break 1. Position the Cursor where you would like a Page Break 2. Press Ctrl + Enter Deleting a Page Break Your document will have natural page breaks, where the text has to move to the next page as there is no space on the current page, these page breaks you can t delete. This is what a natural Page break looks like This is what an enforced Page break looks like 1. Click on the Draft view icon in the bottom right corner of the screen You will now see the Page break, but not see the Headers and Footers 2. Click anywhere on the Page break 3. Press Delete Happy Computers Page 32

34 Word 2007 / 2010 Core Level 2 - Finding and Replacing Text Finding and Replacing Text Finding text 1. Click Ctrl + F Find and replace box appears Or 2. Ensure you are on the Home tab 3. Within the Editing group, click on Find and replace box appears the Find button 4. Type what you want to find in the Find what box 5. Click on the Find Next button Word will highlight the first instance 6. Click on the Find Next button 7. Click on Cancel (to close the Find and Replace box) Using Find and Replace Word will display a message when it has found all instances If you have entered the wrong word throughout a document, you can quickly replace every instance of it with the correct word. 1. Click Ctrl + H Find and Replace box appears Or 2. Ensure you are on the Home tab 3. Within the Editing group, click on Find and Replace box appears the Replace button Page 33 Happy Computers

35 Word 2007 / 2010 Core Level 2 - Finding and Replacing Text 4. Type in the word you wish to find, next to Find what 5. Type in the word you wish to replace it with, next to Replace with 6. Click on the Replace All button This will replace all instances of the word at once Or 7. Click on the Replace button This will replace each instances of the word individually Don t use Replace All if you are unsure Using replace means that you can check each replacement word makes. Changing the search options From the Find and Replace dialogue box Click on the More button Happy Computers Page 34

36 Word 2007 / 2010 Core Level 2 - Finding and Replacing Text 2. Tick next to the option you require Click on the dropdown arrow to change the direction word searches in. E.g. If you click down, word will search from the Cursor down towards the end of the document If you choose All word will search the entire document If you choose Down or Up word will not search in Headers or Footers, Footnotes or Endnotes Searches for the word in the case that you have typed. E.g. If you type HAPPY, you will not find Happy, or happy Searches for the whole word, e.g. typing good will not find goodness or goodbye If you type in part of a word, e.g. comp the search will find any word containing those letters e.g. computer, computing Finds words that sound like, but are not spelt the same, as the word you are looking for, e.g. typing in their will find you there and they re Use this when you wish to replace the word form you have used e.g. If you wish to change all instances of have to had type have in the find what box, and had in the replace box, and then tick the find all word forms box, before you replace them. Page 35 Happy Computers

37 Word 2007 / 2010 Core Level 2 - Finding and Replacing Text Searching for special characters If you are not looking for straightforward text, but for hidden or special characters, you can instruct word to search for these instead. 1. Press Ctrl + F 2. Click on the More button 3. Click into the Find what box 4. Click on the Special button 5. Click on the type of character you are looking for A code will be inserted into the Find what box Adding Borders around Text Applying borders 1. Select the text or paragraphs to apply borders to 2. Ensure you are on the Home tab 3. Within the Paragraph group, click on the down arrow next to the Borders button A code will be inserted into the Find what box 4. Select Borders and Shading Borders and Shading dialog box appears Happy Computers Page 36

38 Word 2007 / 2010 Core Level 2 - Finding and Replacing Text Click the border buttons to specify which borders you require 5. Choose the Setting you require from the left hand side 6. If required, choose a different Style from the list 7. If required, choose a different colour for your border 8. If required, change the width of your border 9. If you have chosen the Custom setting, click the borders buttons to add selected borders 10. Click OK Some styles only have one width! You cannot have 3-D or Shadow unless your border goes all the way around. Some styles will not allow you 3-D or shadow. Changing borders using the Borders and Shading button 1. Select the text or paragraph change 2. Click on the Borders and Shading button 3. Choose where you want the border Page 37 Happy Computers

39 Word 2007 / 2010 Core Level 2 - Finding and Replacing Text Adding Page Border Art Adding a page border using the menu 1. Select the text or paragraph change 2. Click on the Borders and Shading button 3. Select Borders and Shading 4. In the Borders and Shading dialogue box click on the Page Border tab 5. Select the Art you wish to apply 6. Click OK Adding Shading around Text Adding shading 1. Select the text or paragraphs you wish to shade 2. Click on the Borders and Shading button 3. Select Borders and Shading 4. Click on the Shading tab 5. Click on the colour you require from the colour pallet 6. Decide if you want to apply the shading to the Text, Paragraph or Table 7. Click OK You will only see the option for applying shading to a Table if you are in a table Happy Computers Page 38

40 Word 2007 / 2010 Core Level 2 - Page Setup, Section Breaks and More Document Presentation Page Setup, Section Breaks and More Document Presentation The Page Setup Dialog Box Changing the margins using the Page Layout tab 1. Click on the Page Layout tab 2. Within the Page Setup group, click on the Margins button 3. Select one of the preset margins settings Creating Custom Margins 1. Click on the Page Layout tab 2. Within the Page Setup group, click on the Margins button 3. Select Custom Margins 4. Change the Margin settings for the current document 5. Click OK Page 39 Happy Computers

41 Word 2007 / 2010 Core Level 2 - Page Setup, Section Breaks and More Document Presentation Changing the measurements from imperial to metric or vice versa 1. Click on the Office Button 2. Select Word Options 3. Click on Advanced 4. Within Display, click on the down arrow next to the measurement 5. Choose Centimetres or Inches 6. Click OK Orientation 1. Click on the Page Layout tab 2. Click on the Orientation button 3. Select either Portrait or Landscape Every page will become portrait or landscape. Section Breaks What are Section Breaks? Section breaks allow you to make a section of the document different to the rest in terms of its layout. So a section can have:- Different margins Different orientation Different page numbering Different headers and footers You can have as many sections as you like inside a document and they can all have a different layout. Inserting a Section break 1. Click on the Page Layout tab 2. Click on the Breaks button 3. Select the Section break you need See below for an explanation of the different types of Section breaks Happy Computers Page 40

42 Word 2007 / 2010 Core Level 2 - Page Setup, Section Breaks and More Document Presentation Next Page Continuous Even page Odd Page Creates a section break and a page break, so any text after the section break will go onto a new page. Creates a section break with no page break. Inserts a section break and starts the next section on the next even numbered page. Inserts a section break and starts the next section on the next odd numbered page. Deleting Section Breaks This is what a (continuous) Section break looks like 1. Click on the Draft view icon in the bottom right corner of the screen You will now see the Section break, but not see the Headers and Footers 2. Click anywhere on the Section break 3. Press Delete An example of Section breaks a document with portrait and landscape pages This is an example of when you might use Section breaks. You have a document with four pages and you would like to make page three landscape. This is section one This is section two This is section three 1. Click on the Draft view icon in the bottom right corner of the screen You will see the Section Breaks in this view Page 41 Happy Computers

43 Word 2007 / 2010 Core Level 2 - Page Setup, Section Breaks and More Document Presentation 2. Position the Cursor where you would In the example above, it would be at the like your first section break top of page 3 3. Ensure you are on the Page Layout tab 4. Click on Breaks 5. Choose the type of break you require In the example above it would be continuous 6. Position the Cursor where you would like your second section break In the example above it would be at the top of page 4 7. Click on Breaks 8. Choose the type of break you require In the example above it would be continuous The document now has three sections 9. Position your Cursor anywhere inside the section you wish to make landscape 10. Click on the Margins button 11. Click on Custom Margins 12. Choose Landscape 13. Within Preview, ensure the Apply to is set to This section In the example above it would be anywhere on page Click OK 15. Click on Print layout button in the bottom right corner of the screen to see the document with the pages in portrait and landscape Happy Computers Page 42

44 Word 2007 / 2010 Core Level 2 - Page Setup, Section Breaks and More Document Presentation Using the Ruler Seeing the Ruler 1. Click on the View tab 2. Within the Show group, click on the Ruler box Understanding the Ruler The diagram shows the ruler in Print Layout view. Blue area is the right margin Blue area is the left margin Egg timer is the left hand indent marker Vertical lines on the grey bar underneath the ruler represent default tab stops Righthand indent marker Changing the Measurements on the Ruler 1. Click on the Office Button Or Click on the File tab 2. Select Word Options Or Select Options 3. Click on Advanced Within Display section 4. Change the Measurement units box to the unit you require 5. Click OK Page 43 Happy Computers

45 Word 2007 / 2010 Core Level 2 - Page Setup, Section Breaks and More Document Presentation Basic Indents What are Indents? This is a normal paragraph with no sort of indentation whatsoever. It is just straightforward and normal and not a single thing is special about it. This is an indented paragraph. When I type, the text is indented from the left hand margin, and when I get to the next line it remains indented. This paragraph is different again because it is indented from the left and also from the right. And finally here is a hanging indent, which we often use for numbers because the first line is normal, but the rest of the paragraph is indented slightly from the left hand side, which means that if you had a numbered list, it would all line up nicely. When do you use Indents? For giving emphasis to a paragraph For quotes For creating numbered or bulleted lists manually (although Word will do these for you automatically, see page 55) Indents affect Paragraphs Word does not see paragraphs in quite the same way as you would expect. To Word a paragraph is wherever you have pressed the Enter key, so even blank lines are paragraphs. Indenting a Paragraph from the Left 1. Position your Cursor in the paragraph to change Or Select the paragraphs you wish to change 2. Ensure you are on the Home tab 3. Within the Paragraph group, click the Increase Indent button Happy Computers Page 44

46 Word 2007 / 2010 Core Level 2 - Page Setup, Section Breaks and More Document Presentation Removing the left indent from a paragraph 1. Position your Cursor in the paragraph to change Or Select the paragraphs you wish to change 2. Ensure you are on the Home tab 3. Within the Paragraph group, click the Decrease Indent button Hanging indent 1. Position your Cursor in the paragraph to change Or Select the paragraphs you wish to change 2. Press Ctrl + T Removing the hanging indent 1. Position your Cursor in the paragraph to change Or Select the paragraphs you wish to change 2. Press Ctrl + Shift +T Understanding the Indent Markers Understanding the indent markers On the ruler you will see several grey triangles. These represent different indents. The top triangle lines up the first line of the paragraph you are in If the paragraph you are in is indented from the right hand side, as well as the left, this triangle will be dragged in from the right hand margin The bottom triangle lines up to the rest of the paragraph, which you are in i.e. anything but the first line Page 45 Happy Computers

47 Word 2007 / 2010 Core Level 2 - Page Setup, Section Breaks and More Document Presentation Indent markers will change depending on which paragraph your cursor is in If your document has paragraphs with different indents, you must click into the paragraph you require to see the indents it contains. Setting Indents with the Ruler Set the indents after the paragraphs are typed Otherwise the indents you set will affect everything you type afterwards, and you will only have to change them back again. Setting Indents with the ruler 1. Position your Cursor in the paragraph to change Or Select the paragraphs to change 2. Click and drag the indent marker you require (see below) Drag the top triangle to move the first line of the paragraph Drag the bottom triangle to move the rest of the paragraph Drag the right indent marker to indent the right hand side of the paragraph Drag the square to move the rest of the paragraph and the first line together Happy Computers Page 46

48 Word 2007 / 2010 Core Level 2 - Page Setup, Section Breaks and More Document Presentation Setting Indents with the Tab-type Selector The tab-type selector is found to the left of the ruler, and allows you to set left indents and tabs. The Tab-type Selector 1. Position your Cursor in the paragraph to change Or Select the paragraphs to change 2. Click on the tab type selector until it changes to the indent marker you require - Centre tab - Right tab - Decimal tab - Bar tab - First line tab 3. Click on the ruler in the position you wish to set the indent 4. Position your mouse just between the blue and the white at the bottom of the ruler - Hanging Indent See below for an explanation of tabs Left tab (the start of the text will line up to the tab stop) Centre tab (text will line up around the centre of the tab stop) Right Tab (the end of the text will line up to the tab stop) Decimal tab (the decimal point in figures will line up the tab stop) Bar tab (a line will appear at the tab stop in the document) First line tab (the first line of text will line up to the first tab) Page 47 Happy Computers

49 Word 2007 / 2010 Core Level 2 - Page Setup, Section Breaks and More Document Presentation Hanging Indent (All lines except the first will line up to the first line tab) Setting Indents with the Paragraph dialog box 1. Click on the dialog box launcher for Paragraph Paragraph dialog box appears 2. Within the Indentation part, type the indentation you require 3. Click OK See example below of different indents Happy Computers Page 48

50 Word 2007 / 2010 Core Level 2 - Page Setup, Section Breaks and More Document Presentation Basic Tabs What are Tabs? Have you ever tried to line text up using the space bar? It may look nice and neat on the screen, but when you print, you ll find that it doesn t line up at all. Instead you should use tabs. There are invisible markers across the page called tab stops and when you press the Tab key, your Cursor jumps to the next available tab stop position. You can then line text up to these tab stops. When do you use Tabs? For lining text up on the page For creating neat columns of text or numbers For creating forms with tab leaders (see page 52) Using default Tabs Press the tab key Cursor will jump to next tab stop Default tab stops are shown as thin grey lines underneath the ruler Seeing where you have typed Tabs Once you have typed tabs you cannot see them without turning on the show-hide button. Within the Paragraph group, click on the Show/Hide button Tabs will appear as arrows Removing a Tab 1. Make sure the Show/Hide button is turned on 2. Position your Cursor next to an arrow representing a tab 3. Press Backspace or Delete keys Page 49 Happy Computers

51 Word 2007 / 2010 Core Level 2 - Page Setup, Section Breaks and More Document Presentation Setting Tabs with the Tab-type Selector Set the tabs before you type! Once you have set tabs, they do not affect your text, unless you press the Tab key. You must set them before you type otherwise your Cursor will not jump to the correct place for you to start typing 1. Position your Cursor in the paragraph where you wish the tab to be 2. Click on the Tab-type Selector until it shows the type of tab you require 3. Position the mouse between the grey and white part on the ruler where you wish the tab stop to be 4. Click once Moving tabs with the ruler 1. Select all the paragraphs that are affected by this tab 2. Position your mouse on the horizontal black line at the bottom of the tab 3. Click and drag it to a new position Removing tabs with the ruler 1. Select all the paragraphs you wish to remove this tab from 2. Click on the horizontal black line at the bottom of the tab 3. Drag it down away from the ruler Changing tabs with the ruler 1. Select all the paragraphs that are affected by this tab 2. Click on the horizontal black line at the bottom of the tab you wish to change 3. Drag down away from the ruler Happy Computers Page 50

52 Word 2007 / 2010 Core Level 2 - Page Setup, Section Breaks and More Document Presentation 4. Change the Tab-type Selector to the type of tab you wish to change to 5. Set the new tab in the same position as the original Setting Tabs the Paragraph dialog box 1. Click on the dialog box launcher for Paragraph Paragraph dialog box appears 2. Click on the Tab button Tab dialog box appears 3. Type in the tab position in the Tab stop position box 4. If required, change the alignment to the type of tab you require 5. Click on the Set button 6. Click OK Don t forget to click on Set If you forget to click on the Set button your tab will not appear. Page 51 Happy Computers

53 Word 2007 / 2010 Core Level 2 - Page Setup, Section Breaks and More Document Presentation Tab Leaders What are Tab Leaders? Have you ever needed to produce something like this, but couldn t get the dots to line up correctly and spent ages adding and removing full stops to try to get the text to line up? Then Tab leaders are your answer! Types of Leaders Dotted... Dashed Lined Setting Tab Leaders 1. Click on the dialog box launcher for Paragraph Paragraph dialog box appears 2. Click on the Tab button Tab dialog box appears Happy Computers Page 52

54 Word 2007 / 2010 Core Level 2 - Page Setup, Section Breaks and More Document Presentation 3. Type in the tab position in the Tab stop position box 4. Click next to the Leader style you require 5. Click on the Set button 6. Click OK Remember to choose the Leader style For each Tab leader you set you must remember to select the leader, Word doesn t remember it. Using your Tab Leaders 1. Type the text you require For example Name on the left hand side 2. Press the tab key The leader style you have chosen will appear and stop at the next tab stop 3. Type the next piece of text 4. If needed, press the tab key again or press Enter to move to the next line Page 53 Happy Computers

55 Word 2007 / 2010 Core Level 2 - Page Setup, Section Breaks and More Document Presentation Bar Tabs Setting with the Ruler 1. Position your Cursor in the paragraph where you would like a Bar tab 2. Change the Tab- type Selector to a Bar tab 3. Position your mouse between the grey and white on the ruler in the position you would like the bar tab 4. Click once Happy Computers Page 54

56 Word 2007 / 2010 Core Level 2 - Bulleted and Numbered Lists Bulleted and Numbered Lists Word will create these lists automatically for you! What are Bulleted and Numbered lists? Word Excel Access A bulleted list adds emphasis 1. Word 2. Excel 3. Access A numbered list adds sequencing Bullets Numbering Creating a simple Bulleted or Numbered list 1. Position your Cursor where you would like to start the list 2. Click on the Bullets or Numbering icon 3. Type your text 4. Press the Enter key whenever you require a new bullet or number A number or bullet will appear Turning Bullets or Numbers Off Press the Enter key twice Applying bullets or numbers to existing text You can switch Bullets or Numbering on before you type the text or type all you text, then apply Bullets or Numbering. 1. Select the text to change 2. Click on the Bullets or Numbering icon Page 55 Happy Computers

57 Word 2007 / 2010 Core Level 2 - Bulleted and Numbered Lists Adding extra points in the middle of a numbered list 1. Place your Cursor at the end of the point before where you require the new point 2. Press the Enter key (Word will automatically renumber or add a other bullet) Creating blank lines in the middle of a list Word is programmed to give you a number or a bullet wherever you press the Enter key. To get a blank line you need what s called a soft return. 1. Position your Cursor at the end of the point before where you require a blank line 2. Hold down the Shift key and press the Enter key at the same time 3. Press the Enter key again to get the next number If your text is fully justified. This method will cause the alignment to go a little strange. 1. Press the Enter key for the required blank lines (numbers will appear) 2. Click your Cursor onto a line which has an unwanted number or bullet 3. Click on the bullets or numbers icon turn them off Removing Bullets or Numbers 1. Select the text you wish to remove bullets or numbers from 2. Click on the Bullets or Numbering icon Happy Computers Page 56

58 Word 2007 / 2010 Core Level 2 - Bulleted and Numbered Lists Customising Bullets Changing the style of bullets 1. Select the bulleted list to change 2. Click on the down arrow next to the Bullets icon 3. Select a Bullet from the Bullet Library 4. If you don t like any of these bullets, click on Define New Bullet 5. Click on the Symbol button 6. Select a symbol of your choice 7. Click OK 8. Click OK The new bullet appears Customising Numbers Changing the number style This can be changing from 1,2,3 to I, II, III or a, b, c. 1. Select the numbered list to change 2. Click on the down arrow next to the Numbering icon Page 57 Happy Computers

59 Word 2007 / 2010 Core Level 2 - Bulleted and Numbered Lists 3. Select a numbering style from the Numbering Library Changing the indentation of bullets or numbering 1. Select the bulleted list to change 2. Right-click on the list 3. Select Adjust List Indents Increase or decrease the distance between the bullet and the margin here Increase or decrease the distance between the bullet and the text here 4. Make the changes 5. Click OK Continue and Re-start numbering If your numbering does not work correctly, and you find that you are getting the wrong number, you can choose to re-start again at one, or continue a list that you were doing previously. 1. Right-click your cursor into the incorrect number 2. Choose Restart at 1 Or 3. Continue Numbering Happy Computers Page 58

60 Word 2007 / 2010 Core Level 2 - Bulleted and Numbered Lists Multilevel Lists (known as Outline Numbering in previous version of Word) What is a multilevel list? This allows you to produce numbered lists with main and sub-points:- 1) This is the first level of my numbering 2) This is another first level a) This is a second level b) And so is this 3) Here we are back at the first level a) This goes back to the secondary level b) Secondary level c) And again i) And this is a third level ii) So is this 4) And back to the first level again There is now an icon you can click on to start your multilevel list. Multilevel list Starting your multilevel list 1. Position your Cursor where you would like to start the multilevel list 2. Click on the Multilevel list icon The numbering doesn t start at 1 Don t worry if this happens, simply right click on the number and choose Restart at 1, then continue typing. 3. Choose a list style from the gallery of styles 4. Type your list Page 59 Happy Computers

61 Word 2007 / 2010 Core Level 2 - Bulleted and Numbered Lists Creating a sub-point 1. Position your Cursor at the end of the main point 2. Press the Enter key You will see this 3. Click on the Tab key Or Click on the Increase Indent icon The Increase Indent icon is found within the Paragraph group You will see this 4. Type your sub-point 5. Press Enter A second sub-point will be created Returning to main points The following steps are continued from above. Your cursor is positioned at the start of the second sub-point, but you want a space then point Press Backspace until your cursor is at You may need to press the end of the first sub-point Backspace about 5 times 2. Hold down Shift and press Enter This will give you a soft return, see page Press Enter You will see 4. Click Shift + Tab Or Click on Decrease Indent icon The Decrease Indent icon is found within the Paragraph group You will see 5. Type your main point 6. Press Enter key Another main point will be created (If you wish to return to sub-points, see the section above) Happy Computers Page 60

62 Word 2007 / 2010 Core Level 2 - Bulleted and Numbered Lists Turning numbering off Press the Enter key twice at the end of your list Page 61 Happy Computers

63 Word 2007 / 2010 Core Level 2 - Tables Tables Table Basics Creating a table with the icon 1. Position your cursor where you require the table 2. Click on the Insert tab 3. Click on the Table icon 4. Click and drag over the number of columns and rows you require Creating a table with the menu This is useful if you require a large table. 1. Position your cursor where you require the table 2. Click on the Insert tab 3. Click on the arrow below the Table icon 4. Select Insert table Insert table dialog box appears Happy Computers Page 62

64 Word 2007 / 2010 Core Level 2 - Tables 5. Type in the number of columns you require (or use the up and down arrows) 6. Type in the number of rows you require (or use the up and down arrows) 7. Click OK Table will be created Adding text to a table 1. Position Cursor in the cell you wish to add text to 2. Type your text Moving around with the keyboard Tab Shift-Tab Moves to the next cell Takes you to the previous cell Up a row Down a row Left a cell Right a cell Moving around with the mouse Click into the cell you require The mouse must look like this Selecting cells 1. Click at the bottom left corner of the cell Mouse changes to a black arrow 2. Click and drag to select more cells Selecting rows 1. Position the mouse outside the table to the left of the row 2. Click and drag to select several rows It will change to a white arrow Selecting columns 1. Position the mouse above the table It will change to a black down arrow 2. Click and drag to select several columns Page 63 Happy Computers

65 Word 2007 / 2010 Core Level 2 - Tables Selecting the whole table Click on the box on the top left corner of the table Table Rows and Columns Inserting a new row 1. Position the cursor in the row adjacent to where you require a new one 2. Right-click the row 3. Select Insert 4. Select Insert Rows Above or Select Insert Rows Below Either the top or bottom row Inserting several new rows 1. Select six rows adjacent to where you require six new ones 2. Right-click the selection 3. Select Insert 4. Select Insert Rows Above or Select Insert Rows Below Six new rows will be inserted Inserting a new column 1. Position the cursor in the column adjacent to where you require a new one 2. Right-click inside the column 3. Select Insert 4. Select Insert Columns to the Left or Select Insert Columns to the Right Either the left or right column Happy Computers Page 64

66 Word 2007 / 2010 Core Level 2 - Tables Inserting several new columns 1. Select six columns adjacent to where you require six new ones 2. Right-click the selection 3. Select Insert 4. Select Insert Columns Above or Select Insert Columns Below Six new columns will be inserted Deleting a row or column 1. Select the row/column you want to delete 2. Right-click 3. Choose either Delete Rows or Delete Columns Draw Table icon This icon allows you to draw a table anywhere in your document using a pencil pointer. You can also add new rows and columns. 1. Click on the Insert tab 2. Click on the down arrow below the Table icon 3. Select Draw Table Cursor changes to a pencil 4. Click and drag your rows and Design tab appears, which is a columns contextual tab, only appears when your cursor is in a table 5. When you have finished click on the Draw Table icon Page 65 Happy Computers

67 Word 2007 / 2010 Core Level 2 - Tables Deleting rows and columns using the Eraser icon 1. Click on the Eraser icon (found next to the Draw Table icon) 2. Click on the lines you want to delete 3. When you have finished, click on the Eraser icon again Working with Rows and Columns Changing row height with the mouse 1. Position the mouse at the bottom border of the row you wish to re-size Your mouse will change to a double-headed arrow 2. Click and drag Changing column widths with the mouse 1. Position the mouse on the border of the two columns Your mouse will change to a double-headed arrow 2. Click and drag Using the keyboard and mouse Holding down the Shift key whilst you drag, means that only the column to the left will change its width Holding down the Ctrl and Shift keys whilst dragging, means that the overall width of the table stays the same Holding down the alt key will show you the measurements as they change in the ruler area Happy Computers Page 66

68 Word 2007 / 2010 Core Level 2 - Tables Changing the row height with the ruler 1. Position your mouse over a row marker on the vertical ruler to the left Your mouse will change to a double-headed arrow 2. Click and drag Changing the Column width with the ruler 1. Position your mouse over a column marker on the horizontal ruler at the top Your mouse will change to a double-headed arrow 2. Click and drag Specifying exact sizes for rows and columns 1. Select the rows or columns to change 2. Click on the Layout tab Layout tab appears, which is a contextual tab, only appears when your cursor is in a table 3. Within Cell Size, change the Table Row Height or Table Column Width measurements 4. Press Enter when you have finished Distributing rows and columns evenly For this to work your rows or columns must be uneven, otherwise there will be no change! 1. Select the rows or columns you wish to make even 2. On the Layout tab, within Cell Size click on the Distribute Rows/Distribute Columns icons Page 67 Happy Computers

69 Word 2007 / 2010 Core Level 2 - Tables Merging cells together You can join cells together in a table. 1. Select the cells you wish to merge 2. Click on the Layout tab 3. Click on the Merge Cells icon Splitting cells Splitting cells can create extra columns where needed, or can be used to split up cells which have been merged. Originally there were two cells in this row. Each cell has been split to show categories. 1. Select the cell(s) you wish to split 2. Click on the Layout tab 3. Click on the Split Cells icon 4. Specify the number of rows/columns 5. Click OK Working with whole Tables Moving the whole table 1. Position the mouse in the middle of the table A cross will appear at the top left and a white box will appear at the bottom right Click and drag here to move the table Happy Computers Page 68 Click and drag here to re-size table

70 Word 2007 / 2010 Core Level 2 - Tables 2. Move the mouse towards the cross at the top left You must not take the mouse outside of the table, or you will lose the cross! 3. Position the mouse over the cross It will change to a four headed arrow 4. Click and drag to the new position Re-sizing the whole table 1. Position the mouse in the middle of the table A cross will appear at the top left and a white box will appear at the bottom right 2. Move the mouse towards the box at the bottom right You must not take the mouse outside of the table or you will lose the box! 3. Position your mouse over the box It will look like a doubleheaded arrow 4. Click and drag Aligning a table on the page Once the table has been resized it can be aligned to centre or right. 1. Select the entire table by clicking on the cross in the top left corner of the table 2. Right-click on the selected table 3. Choose Table Properties Table Properties dialog box appears Page 69 Happy Computers

71 Word 2007 / 2010 Core Level 2 - Tables 4. Change the Alignment option 5. Click OK Putting tables next to each other Once you have moved or re-sized tables, you can also place them next to each other on the page. 1. Create your first table 2. Re-size it using the white box at the bottom right 3. Click your Cursor underneath the table 4. Press the Enter Key 5. Create your second table 6. Re-size it using the white box 7. Move one of the tables next to the other using the cross at the top right Make sure your tables are small enough to fit next to each other on the page If your tables are too big to go next to each other, Word will either refuse to place the tables where you require them, or it will put one of the tables inside the other. Happy Computers Page 70

72 Word 2007 / 2010 Core Level 2 - Tables Creating nested tables Word 2007 allows you to create complicated table layouts by creating tables within tables. 1. Create your first table 2. Position your Cursor inside the first table where you would like to create a nested table 3. Create the second table Changing the text wrapping around a table Once you have moved or re-sized the whole table you can have text around the edge of it. 1. Select the entire table by clicking on the cross in the top left corner of the table 2. Right-click on the selected table 3. Choose Table Properties Table Properties dialog box appears 4. Change the Text wrapping option 5. Click OK Page 71 Happy Computers

73 Word 2007 / 2010 Core Level 2 - Tables Borders and Gridlines What s the difference between a border and a gridline? When you first create a table it will have black lines to separate the cells. These are called borders and will print. You can remove the borders if you do not wish to have them print. If you do, you will see blue gridlines. They show you how the cells are separated but do not print. You can, if you want to, turn off the gridlines too. Turning the printing borders off 1. Select the table 2. Click on the Design tab 3. Click on the down arrow for Borders 4. Choose No Borders Turning the gridlines on and off If you have removed borders, you will see gridlines in their place. These appear as light blue lines around you table. They do not print. 1. Select the table 2. Click on the Layout tab 3. Select View Gridlines To bring gridlines back Repeat the steps from above. Table AutoFormat Applying an AutoFormat to a table Tables can be formatted from a preset list of table format styles. 1. Select the table 2. Click on the Design tab 3. Select a Table Style Creating your own table format If the formats you see in the list do not quite match up with what you want you can create your own. Happy Computers Page 72

74 Word 2007 / 2010 Core Level 2 - Tables 1. Select the table 2. Click on the Design tab 3. Click on the More button for Table Styles 4. Click on New Table Style 5. Type a name for your new table style 6. Make the appropriate changes 7. If you want the style to be available again click in New documents based on this template 8. Click OK Table Borders Editing the borders 1. Select the table 2. Click on the Design tab 3. Click on the down arrow for Borders 4. Choose Borders and Shading Borders and Shading dialog box Page 73 Happy Computers

75 Word 2007 / 2010 Core Level 2 - Tables appears 5. Choose the setting you require from the left hand side 6. If required, select a different style from the Style list 7. If required, select a different colour from the Color dropdown arrow 8. If required, select a different width from the Width dropdown arrow 9. If you have chosen the Custom setting, click the borders buttons to add selected borders 10. Click OK My inside borders have disappeared! When you add an outside border around the table the inside border lines sometimes disappear. Editing the borders using the Border button 1. Select the part of the table you wish to change 2. Click on the Design tab 3. Click on the Borders icon Happy Computers Page 74

76 Word 2007 / 2010 Core Level 2 - Tables 4. Click on the borders you would like to set Applies a bottom border Applies a top border Applies a left border Applies a right border No Borders All borders. Applies inside and outside borders Applies a border around the outside of your selection Applies inside borders Applies an inside horizontal border Applies inside vertical borders Applies diagonal borders through the cells in your selection Inserts a grey decorative border wherever your Cursor is. Table Shading Shading the table 1. Select the part of the table you wish to shade in 2. Click on the Design tab 3. Click on the Shading icon 4. Click on the colour you require from the grid Or Click on More Colours 5. Click OK Page 75 Happy Computers

77 Word 2007 / 2010 Core Level 2 - Tables Working with Text in Tables Changing the text alignment within a cell 1. Select the cells you wish to change 2. Click on the Layout tab Changing the direction of text for a single cell Select the cell you wish to change and click on the Text Direction icon. 3. Click on the Text Direction icon By clicking on the icon, the text direction will change Putting space around text Sometimes text can look a bit too close to the table lines and therefore look a bit cramped. You can put space around the text to give the text a bit of air. Tab Moves to the next cell Shift-Tab Takes you to the previous cell Up a row Down a row Left a cell Right a cell A table with no spaces around the text. The table is easier to read like this...it has 3pt above and below the text Tab Shift-Tab Moves to the next cell Takes you to the previous cell Up a row Down a row Left a cell Right a cell 1. Select the table 2. Click on the Paragraph dialog box launcher Paragraph dialog box opens Happy Computers Page 76

78 Word 2007 / 2010 Core Level 2 - Tables 3. In Spacing, type a suitable space Before and After 4. Click OK In the above example, we have used 3pt before and after Page 77 Happy Computers

79 Word 2007 / 2010 Core Level 2 - Tables Creating Minutes with a Table How it will look The process 1. Create a table with two columns and one row 2. Remove all the borders 3. Select the first column and add a right border 4. Select the first column 5. Choose the Numbering style you want 6. Re-size the first column so it is wide enough for your points 7. Change the text alignment to centre for the second column Typing your minutes 1. Type your first point into the first column 2. Click on the Increase Indent icon to move to a sub-point 3. Press the Tab key and type in your action items 4. Press the Tab key to move to your second main point Happy Computers Page 78

80 Word 2007 / 2010 Core Level 2 - Tables Sorting Tables Sorting a table If you have a database stored in a table, you may wish to sort it into order. E.g. By surname, by date of birth, by salary etc 1. Click inside the column you wish to sort 2. Click on the Sort icon Sort dialog box appears 3. Decide on what you want to sort by 4. Click OK You can sort by paragraphs! Click on paragraphs to reorder paragraphs based on the first letter of each paragraph. Page 79 Happy Computers

81 Word 2007 / 2010 Core Level 2 - Tables Using a Table for Sums Adding up columns If you have number in your table, you can add them up. 1. Create a blank row underneath the column you wish to add 2. Click into the cell below the column you wish to add 3. Click on the Layout tab 4. Click on the Formula icon Formula dialog box appears 5. Click OK Updating the total Remember this isn t Excel, Word doesn t know if the number has changed, you have to manually update the calculation. 1. Select the answer This is a field and will appear shaded when selected 2. Press F9 The total is field and by clicking on F9 you are updating the field Cell references Although you cannot see them All the columns in your table have an invisible letter All the rows in your table have an invisible number To do more complicated calculations, you must use cell references. These are based on the column letter and then the row number of the cell you require, e.g. A1, B2, C6 Happy Computers Page 80

82 Word 2007 / 2010 Core Level 2 - Tables Adding up cells 1. Click in the cell where you require the answer 2. Click on the Layout tab 3. Click on the Formula icon 4. Delete whatever is in the formula box 5. Type = 6. Type the first cell reference you require 7. Type + 8. Type the second cell reference you require 9. Click OK Answer appears Finding the average 1. Click in the cell where you require the answer 2. Click on the Layout tab 3. Click on the Formula icon 4. Delete whatever is in the formula box 5. Type =average( 6. Type the first cell reference you require 7. Type a colon 8. Type the last cell reference you require 9. Type ) 10. Click OK Answer appears E.g. To find the average of the figures held in column b, rows 2 to 10: =average (b2:b10) Page 81 Happy Computers

83 Word 2007 / 2010 Core Level 2 - Tables Extra Table Features Creating table headings As new rows are added to a table it might flow into another page. You can repeat the headings that you have on the first page whenever the table flows on to a new page. 1. Select the first row(s) containing the headings 2. Click on the Layout tab 3. Click on Repeat Header Rows icon Converting text to a table For this to work, word must have some way of telling where you want to start new columns. It will decide this based on where there are commas, hard returns or tab marks. You can specify which of these it should choose. 1. Select the text 2. Click on the Insert tab 3. Click on the Table icon 4. Click on Convert Text to Table icon Convert text to table dialog box appears Happy Computers Page 82

84 Word 2007 / 2010 Core Level 2 - Tables 5. Select Paragraphs, Commas or Tabs depending on how you wish to create your columns 6. Click OK Page 83 Happy Computers

85 Word 2007 / 2010 Core Level 2 - Mail Merge Mail Merge Mail Merge What is a Mail Merge? The theory Mail Merge is used when you wish to send the same letter to lots of people. A mail merge involves three steps: A Data Source A Main Document The Merge What is a data source? A Data Source is the list of information that changes for each letter in a merge. For example the name and address fields. What is a field? Firstname Surname Address City A field is one category of information so the name or address would each be a field. Field Name Field Name What is a record? Firstname Surname Address City John Jones 35 The Street Anytown A record is a collection of information that relates to one item or person in your list. One Record Happy Computers Page 84

86 Word 2007 / 2010 Core Level 2 - Mail Merge What can I use for a data source? You can use just about any type of data source you want for a mail merge: Data Source Microsoft Word Data Source or Header Source Microsoft Excel Worksheet Microsoft Access Database Microsoft Outlook Contact List Microsoft Office Address List Other Database files HTML file Different types of electronic address book You can use a Word document as a data source. The document should contain a single table, with the first row containing headings and the other rows containing the records you want to merge. You can also use a header source as a data source. You can select any worksheet or named range as a data source. You can use any table or query as a data source. You can retrieve information directly from your Outlook Contact list. You can create a simple office address list during the mail merge process and access it for later use. This is best for lists that you do not use frequently. A Data Source you can connect to by using the Data Connection Wizard. You can use an HTML file that has a single table in it. The first row must contain column names and the rest of the rows the information. A Microsoft Outlook Address Book. A Microsoft Schedule+ 7.0 Contact List. The Personal Address Book that you created for use with Microsoft Exchange Server. Any similar address lists that were created with a MAPI-compatible messaging system, such as Microsoft Outlook. Text Files You can use any text file that has data fields separated (or delimited) by tab characters or commas, and data records separated by Page 85 Happy Computers

87 Word 2007 / 2010 Core Level 2 - Mail Merge paragraph marks. What are the steps? Choose the type of document you wish to create Decide whether to create a new list of recipients or use one that exists already Write your letter Preview your letters Complete the merge Mail merge to letters The Mailings tab makes creating a Mail Merge very simple. 1. Create a new blank document 2. Click on the Mailings Tab 3. Click on Start Mail Merge 4. Select Letters from the list You will be given a list of mail merge options 5. Click Select Recipients 6. Click on Use Existing List to find your Data Source 7. Navigate to the Data Source Happy Computers Page 86

88 Word 2007 / 2010 Core Level 2 - Mail Merge 8. Click Open 9. Click on Edit Recipient List Your list is displayed At this point you can Do nothing All the records are already selected Or 11. Filter the list to show only those in say London Page 87 Happy Computers

89 Word 2007 / 2010 Core Level 2 - Mail Merge How do I filter my list? 1. Click on the filter button 2. Click in the drop down button for Field 3. Choose the appropriate field name, for example City or Address 2 4. In the Compare to box type London 5. Click OK 12. To remove any filters, click on the Clear All button Once you are happy with the list you are going to mailmerge Click OK 14. Click OK 15. Write the standard part of your letter 16. Use the Write & Insert Fields to add the individuals details You do not need to include Dear, as this is part of the Greeting Line Choose individual fields to enter Inserts the whole address block Inserts the greeting line: Dear Mr etc 17. Click on Preview Results You can now move through your letters to see how they would appear by using the scroll buttons Happy Computers Page 88

90 Word 2007 / 2010 Core Level 2 - Mail Merge I ve used Greeting Line, but it s using Dear Sir or Madam. If this happens, you will need to click on the Match Fields button Click on the appropriate drop down arrow for the fields you cannot see 2. Choose the correct field from your data source 3. Do this as many times as you need to 4. If you need to, click on the 5. Click OK 6. Click OK 18. Click on the Preview Results Allows you to preview one letter at a time 19. Use the arrows to view each letter 20. Click on Finish & Merge button 21. Click Print Documents to merge the letters Or 22. Click Edit Individual Letters to personalise letters further Or 23. Click Send Messages to send letters in an Adding Fields in Preview Instead of working with the field codes, you can enter the fields whilst in Preview so it is much easier to see what you are doing. Mail-Merge to Labels 1. Create a new blank document 2. Click on the Mailings Tab 3. Click on Start Mail Merge Page 89 Happy Computers

91 Word 2007 / 2010 Core Level 2 - Mail Merge You will be given a list of mail merge options 4. Select Labels from the list 5. Select Label vendor 6. Select Product number 7. Click OK 8. Click Select Recipients 9. Click on Use Existing List to find your Data Source 10. Select the list that contains your recipients 11. Click Open 12. Click on Edit Recipient List Your list is displayed Happy Computers Page 90

92 Word 2007 / 2010 Core Level 2 - Mail Merge At this point you can: 13. Select all the recipients Or 14. Select just some of the recipients Or 15. Filter the list to show only those in say London 16. Click OK 17. Click on the Insert merge Field button 18. Click on the field you want to insert in the label 19. Press Enter 20. Continue adding fields, pressing Enter after each one 21. Click on the Update Labels button 22. Click on the Preview results button 23. Use the arrows to preview the other label sheets 24. Click on Finish & Merge button 25. Choose Edit Individual Documents 26. Click OK The Labels merge is now Page 91 Happy Computers

93 Word 2007 / 2010 Core Level 2 - Mail Merge complete Happy Computers Page 92

94 Word 2007 / 2010 Core Level 2 - Appendices Appendices Function Keys Function Keys Shift + Function Keys Control + Function Keys F1 Help SHIFT+F1 Start contextsensitive Help or reveal formatting CTRL+F2 Print Preview F2 Move text or graphics SHIFT+F2 Copy text CTRL+F3 Cut to the Spike F3 Insert an AutoText entry SHIFT+F3 Change case CTRL+F4 Close window F4 Repeat the last action SHIFT+F4 Repeat a Find or Go To F5 Go to SHIFT+F5 Move to a previous revision F6 Go to next pane or frame SHIFT+F6 Go to the previous pane or frame CTRL+F5 CTRL+F6 CTRL+F7 F7 Spelling and grammar SHIFT+F7 Thesaurus CTRL+F8 Size Restore Next window Move F8 Extend selection SHIFT+F8 Shrink a selection CTRL+F9 Insert empty field F9 Update selected fields SHIFT+F9 Switch between a field code and its result F10 Activate the menu bar SHIFT+F10 Display a shortcut menu F11 Go to next field SHIFT+F11 Go to the previous field F12 Save As SHIFT+F12 Save CTRL+F10 CTRL+F11 CTRL+F12 Maximise Lock a field Open Ctrl + Shift + Function Key Alt + Function key Alt + Shift + Function Key CTRL+SHIFT+F3 CTRL+SHIFT+F5 Insert contents Spike Edit a bookmark ALT+F1 Next field ALT+SHIFT+F1 Go to the previous field ALT+F3 Create an AutoText CTRL+SHIFT+F6 Previous window ALT+F4 Quit Word CTRL+SHIFT+F7 CTRL+SHIFT+F8 Update linked information Extend a selection ALT+F5 ALT+F7 Restore Find the next misspelling or grammatical error. CTRL+SHIFT+F9 Unlink a field ALT+F8 Run a macro ALT+SHIFT+F2 Save Page 93 Happy Computers

95 Word 2007 / 2010 Core Level 2 - Appendices CTRL+SHIFT+F10 Activate ruler ALT+F9 Switch between field codes and results CTRL+SHIFT+F11 Unlock a field ALT+F10 Maximize CTRL+SHIFT+F12 Print ALT+F11 Display Microsoft Visual Basic code Keyboard Shortcuts It is possible to get a list of the keyboard shortcuts available in Word 2007/ Click on Microsoft Office Word Help icon 2. Type Keyboard Shortcuts in to the question box 3. Press Enter 4. Click on Keyboard shortcuts for Microsoft Office Word Happy Computers Page 94

96 Word 2007 / 2010 Core Level 2 - Appendices Clip Art Clip Art contains drawings, photographs, sounds and videos that you can insert into your Office documents. Browsing for Clip Art 1. Click where you want to insert the Clip Art 2. Click on he Insert tab 3. Click on the Clip Art icon Clip Art task pane opens on the right of the screen 4. In the Search for box, type what you want to search for 5. In the Search in box, decide where you want to search 6. In the Results should be, decide what media files you want This can be Clip Art, Photographs, Movies and Sounds 7. Once you have found the clip art you want, click on it 8. Select Insert The Clip Art will be inserted wherever your cursor is Page 95 Happy Computers

97 Word 2007 / 2010 Core Level 2 - Appendices Getting Extra Pictures from the Web If you are connected to the Internet you can access even more pictures online. 1. Click on Clip art on Office Online 2. Click OK (if a dialog box appears relating to the Google toolbar or connecting to the web) 3. Type keywords related to what you are looking for in the Clip Art text box 4. Click on Search Or Click on the dropdown arrow and click on the type of search you wish to perform 5. Click on the arrows to move through the pictures Your Internet Browser will open and you will be taken to Microsoft s Clip Art site 6. Click on the Copy icon underneath the image that you require 7. In Word right-click on the page that you want to add the image to 8. Click on Paste Customising Clipart Adjusting the picture colour (greyscale, black and white or washout) 1. Select the picture 2. Click on the Format tab 3. Using the Adjust group, change the colour of the picture The order in which you change the image control makes a difference E.g. Changing from Automatic to black and white gives a black and white image BUT changing from watermark to black and white creates a white silhouette or makes the image disappear completely! Happy Computers Page 96

98 Word 2007 / 2010 Core Level 2 - Appendices Cropping This allows you to cut the edges off a picture. 1. Select the picture 2. Click on the Crop icon 3. Position the mouse over a handle 4. Click and drag inwards to cut off an edge Borders Borders can only be used if your picture is floating over text. To change the picture, so it is floating Right-click the picture 2. Select Format Picture 3. Click on the Layout tab 4. Select In front of text 5. Click OK 1. Select the picture 2. Click on the Format tab 3. Using the Border group, change the colour and style of the border Changing the text wrapping 1. Select the picture 2. Click on the Text Wrapping 3. Select the wrapping style Page 97 Happy Computers

99 Word 2007 / 2010 Core Level 2 - Appendices Drawing shapes and lines 1. Click where you want the shape/line to appear 2. Click on the Insert tab 3. Click on the Shapes icon 4. Select the shape/line 5. Click and drag over the page to create the shape Creating a perfect shape or a straight line 1. Click on the shape you wish to draw 2. Hold down the Shift key 3. Click and drag over the page to create the shape Moving shapes 1. Select the shape(s) you wish to move 2. Position your mouse in the middle of the shapes 3. Click and drag to a new position It will change to a four-headed arrow Re-sizing shapes 1. Select the shape(s) you wish to move 2. Hover the mouse over a handle It will change to a double-headed arrow 3. Click and drag outwards/inwards to make the shape bigger/smaller Deleting shapes 1. Select the shape(s) you wish to move 2. Press Delete on the keyboard Happy Computers Page 98

100 Word 2007 / 2010 Core Level 2 - Appendices Adding a SmartArt diagram This is a new feature of Word Here you can add an Organisation chart a Cycle diagram a Radial diagram a Pyramid diagram a Venn diagram a Target diagram 1. Click where you want the diagram to appear 2. Click on the Insert tab 3. Click on the SmartArt icon SmartArt Gallery appers 4. Select the diagram you want 5. Click OK Diagram appears on the page Selecting more than one shape 1. Click on the first shape you require 2. Hold down the Shift key 3. Click on any other shapes you require Handles will appear around all selected shapes Page 99 Happy Computers

101 Word 2007 / 2010 Core Level 2 - Appendices Adding text to shapes Adding text to shapes 1. Click on the Insert tab 2. Click on Shapes icon 3. Within the Recently used shapes, click on the Text box icon 4. Click on the shape you want to add the text box to 5. Type the text 6. You may need to adjust the sixe of the text box and shape (see Resizing shapes on page 98) Moving shapes which contain text Once you have added text to a shape, you cannot move it by dragging from the middle, instead: 1. Click inside the shape Diagonal lines appear around the border 2. Click on the diagonal lines Dotted line appears around the border 3. Position the mouse over the dotted line, NOT the handles 4. Click and drag to a new position Formatting shapes and lines Changing the colour of shapes 1. Click inside the shape Handles appear around the shape 2. Click on the Format tab 3. Using Shape Styles, change the colour of the shape Or Click on Shape Fill icon to select a colour of your choice Changing the line colour 1. Select the line(s) to change 2. Click on the Format tab 3. Using the Shape Outline icon Happy Computers Page 100

102 Word 2007 / 2010 Core Level 2 - Appendices change the colour of the shape Page 101 Happy Computers

103 Word 2007 / 2010 Core Level 2 - Text Style and Size Text Style and Size The style in which text appears in your documents is called the font. You can change the fonts to reflect the tone of your document. Quick font changes 1. Select the text to change 2. Click on the down arrow next to the font box 3. Click on the name of the font you require Changing the size of text 1. Select the text to change 2. Click on the down arrow next to the size box 3. Click on the size you require Keyboard shortcuts Ctrl + ] Ctrl + [ Ctrl + Shift + F then down arrow Ctrl + Shift + P Increase the size of the font Decrease the size of the font Select font Select font size Removing character formatting 1. Select the text you would like to get rid of formatting from 2. Press Ctrl + spacebar Happy Computers Page 102

104 Word 2007 / 2010 Core Level 2 - Text Style and Size Formatting text using the Font dialog box The Font dialogue box can be used to make lots of changes at once and create special effects. 1. Select the text to change 2. Click on the dialog box launcher arrow for Font 3. Make any changes you require 4. Click OK Special effects The Font dialog box comes with lots of effects which you can apply to your text. Here is a list of them and how they affect text. Page 103 Happy Computers

105 Word 2007 / 2010 Core Level 2 - Text Style and Size Changing the default font The default font is the font that is used automatically when you create a new document. 1. Open the Font dialog box, see above Formatting text using the Font dialog box 2. Make any changes you require 3. Click on the Default button 4. Click Yes 5. Click OK Text Alignment What is alignment? Alignment signifies whereabouts your text will line up on the page. This is left aligned for normal text This is Centre aligned for headings This is right aligned for dates And this is a piece of fully justified text that has straight edges at both sides. It looks very neat and legible doesn t it? Using the icons The alignment icons will change the whole paragraph the cursor is in. The end of a paragraph is where you have pressed the return key. Align Text Left Justify Align Text Centre Align Text Right Happy Computers Page 104

106 Word 2007 / 2010 Core Level 2 - Text Style and Size 1. Click into the paragraph you wish to change 2. Or 3. Select several paragraphs 4. Click on the icon you require Keyboard shortcuts Ctrl + L Ctrl + E Ctrl + R Ctrl + J Left Align Fully justified Centre Align Right Align How can I have left-aligned and right-aligned text on the same line Like this? You cannot achieve this effect with the alignment icons. The solution is tabs or a table. Text Case However you have typed your text, you can afterwards change the case to make it all uppercase for instance. Changing case of letters 1. Select the text to change 2. Press Shift + F3 to cycle through the different cases Types of case Type of case Sentence Lowercase Uppercase Title Case Toggle case Text in this case This is some text in sentence case this is some text in lower case THIS IS SOME TEXT IN UPPER CASE This Is Some Text In Title Case this is some text in toggle case Page 105 Happy Computers

107 Word 2007 / 2010 Core Level 2 - Text Style and Size Text Colour Applying colour to text 1. Select the text to change 2. Click on the down arrow next to the text colour icon 3. Click on the colour you require Removing colour from text 1. Select the text to change 2. Click on the down arrow next to the text colour icon 3. Click on Automatic Highlighting text Highlighting text 1. Select the text to change 2. Click on the down arrow next to the Text Highlight Colour icon 3. Click on the colour you require Removing highlighting 1. Select the text that is highlighted 2. Click on the down arrow next to the Text Highlight Colour icon 3. Select No colour Happy Computers Page 106

108 Word 2007 / 2010 Core Level 2 - Text Style and Size Paragraph Formatting The end of a paragraph and the start of a new one is where the Enter key has been pressed. There s too much space after I press enter after a paragraph. The default paragraph formatting in Word 2007/2010 has a 10 point space after the paragraph. That means every time you press return you get what looks like double spacing. To change the default: 1. Click on the Home tab 2. Click on the dialogue box launcher for Paragraph 3. Change the Space after to 0 4. Click on the Default button Using line spacing In Word 2007/2010, it is easy to change the line spacing for your paragraphs. 1. Select one or several paragraphs 2. Click on the Line spacing icon 3. Select the line spacing you want to use Keyboard shortcuts Ctrl + 1 Ctrl + 2 Ctrl + 5 Single-line spacing Double- line spacing 1.5 line spacing Keeping lines with each other If you have some text that you do not want to be split over two pages, you can choose to keep lines together. 1. Select the lines you wish to keep together 2. Click on the Dialog box Launcher for Paragraph 3. Click on the Line and Page Breaks tab 4. Make sure there is a tick next to Keep Lines together 5. Click OK Page 107 Happy Computers

109 Word 2007 / 2010 Core Level 2 - Text Style and Size Removing Paragraph formatting 1. Select the text you would like to get rid of formatting from 2. Press Ctrl + Q Undo your last action Redo your last Undo Use the down arrow to undo Use the down arrow to redo Undo & Redo A license to make mistakes Word 2007/2010 allows you undo your last actions. Having used Undo, you can of course use Redo to reinstate everything you have just undone! Undoing the last thing you did Click the undo button Or Press Ctrl X Redoing the last thing you undid! Click the redo button Or Press Ctrl Y Undoing up more than just the last action 1. Click on the down arrow next to the undo button 2. Use the scroll-bar to scroll to the last action you wish to undo 3. Click on the action The last x number of actions will be undone It will undo all of the actions! You cannot pick out an isolated action from the list and just undo that. If you undo the action you did 10 steps ago, your last 9 steps will be undone as well Happy Computers Page 108

110 Word 2007 / 2010 Core Level 2 - Text Style and Size Spelling & Grammar Performing a spelling and grammar check You may want to run the spelling and grammar checks after you have created your document; spelling mistakes appear with a squiggly underline and grammatical errors are shown with a green squiggly underline. Alternatively, the may notice red and green squiggly lines appear under certain words without you clicking on the icon. Quick Spelling and grammar check Right-click any word which has a red or green line underneath it and a shortcut menu of suggested corrections will appear. You can also use the right mouse button here 1. Click on the Review tab 2. Within the Proofing group, click on the Spelling & Grammar icon Spelling & Grammar dialog box opens A word highlighted in red at the top indicates a misspelling Page 109 Happy Computers

111 Word 2007 / 2010 Core Level 2 - Text Style and Size A word or sentence highlighted in green at the top indicates a grammatical error 3. Decide if you want to Ignore the suggestions or use them 4. Click cancel to finish the spellcheck early Or 5. Click OK once the spell-check is complete Once you have done this, you will move to the next error in the document How to correct your spelling mistakes If the word is spelt correctly If the word is spelt correctly and occurs several times in the document If the word is spelt correctly and is a word that you use very commonly, e.g. your name If the correct spelling is listed under suggestions If the correct spelling is listed under suggestions and the misspelling occurs commonly in the document If the word is spelt incorrectly and you commonly make this mistake If the word is spelt incorrectly and the correct suggestion is not listed Click on Ignore Click on Ignore All Click on Add This will add the word to the dictionary so that it is never seen as a mis-spelling again 1. Click on the correct suggestion 2. Click on Change 1. Click on the correct suggestion 2. Click on Change All 1. Click on the correct spelling from suggestions 2. Click on the Options button 3. Click on AutoCorrect Options It is added to the AutoCorrect list (covered in Word Intermediate) 1. Click into the large box containing the text 2. Make the correction manually 3. Click on Change Happy Computers Page 110

112 Word 2007 / 2010 Core Level 2 - Text Style and Size How to correct your grammatical errors If there is no grammatical error If there is no grammatical error and similar sentences appear in the rest of your document If the correct grammar appears under suggestions If the grammar is incorrect, but the correct suggestion does not appear Click on Ignore Click on Ignore rule 1. Highlight the correct suggestion 2. Click on Change 1. Click into the large box containing the text 3. Make the correction manually 4. Click on Change If you have the American dictionary 1. Click on the Office button (2007) Or Click on the File tab (2010) 2. Choose Word Options (2007) Or Click on Options (2010) 3. Within Popular, click on Language Settings (2007) Or Within Language, in Choose Editing Languages, select English (UK)(2010) 4. Ensure the Primary Editing Language is set to English (UK) (2007) 5. Click OK Changing the Spelling and Grammar options 1. Click on the Office button (2007) Or Click on the File tab (2010) 2. Click on Word Options (2007) Or Click on Options (2010) 3. Click on Proofing Page 111 Happy Computers

113 Word 2007 / 2010 Core Level 2 - Text Style and Size 4. Make any changes 5. Click OK Thesaurus in Word Calling up the Thesaurus 1. Click on the word you want to look up 2. Click on the Review tab 3. Within the Proofing group, click on Thesaurus In this example we have used the word Research The Research Task Pane appears o the right side of the screen Happy Computers Page 112

114 Word 2007 / 2010 Core Level 2 - Text Style and Size 4. When you move the cursor over the suggestion on the right a drop down arrow appears 5. When you have finished, click on the cross to close the Research pane You can -Insert the word -Copy it -Look it up Page 113 Happy Computers