Table of Contents Ribbon... 3 Customizing the Ribbon and Quick Access Toolbars... 3 File Tab... 5 Print and Print Preview... 7 Working in Protected Mode... 8 Accessibility Checker... 9 Compatibility Changes Between Versions... 11 Recent Documents... 11 NEW FEATURES... 13 Insert a Screenshot... 13 Building Blocks... 13 Translating Text... 15 PDF and XPS Formats... 16 1
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Ribbon The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical Groups, which are collected together under Tabs. Each Tab relates to a type of activity, such as writing or laying out a page. At the top of the page, the Title Bar tells you what document you are working in. The Quick Access Toolbar can be either just below the Title Bar or, as in this case, just above the ruler. Customizing the Ribbon and Quick Access Toolbars Customizing the Ribbon You may customize the ribbon to create custom tabs and custom groups containing your frequently-used commands. Although you can add commands to custom groups, you cannot change the default tabs and groups that are built into Microsoft Office 2010. Customizing the Quick Access Toolbar The Quick Access Toolbar is a customizable toolbar that contains a set of commands that are independent of the tabs on the ribbon. You can move the Quick Access Toolbar from one of the two possible locations, and you can add buttons that represent commands to the Quick Access Toolbar. To customize the Ribbon or the Quick Access Toolbar: 1. Click File. 2. Select Options. 3. Choose Customize Ribbon or Quick Access Toolbar. 3
Moving the Toolbar - The Quick Access Toolbar can be located in one of two places: The upper left corner next to the Word icon (default location). Below the ribbon. The Mini Toolbar appears automatically when you select text and when you right-click text. 1. Select the text that you want to format. 2. Move your pointer to the Mini Toolbar, and click on the formatting choice. 4
File Tab The File Tab gives you access to file-related activities: Save Save As Open Close Info Permissions Anyone can open, copy and change any part of this document. Mark as Final Let readers know the document is final and make it read-only. Encrypt with Password Require a password to open this document. Restrict Editing Control what types of changes people can make to this document. Restrict Permissions by People Grant people access while removing their ability to edit, copy or print. Add a Digital Signature Ensure the integrity of the document by adding an invisible digital signature. 5
Recent Recent Documents Recent Places New Blank Document Templates Print Save & Send Save & Send Using E-Mail Send as Attachment Send as PDF Send as XPS Send as Internet Fax Save to Web Save to Web using Windows Live Save to SharePoint Publish as Blog File Types Change File Type Create PDF/XPS Document 6
Print and Print Preview Print In Word 2010, the new view combines the Print dialog, the most common Page Setup elements and Print Preview. To go to the Print view: 1. Click File. 2. Click Print. Or Press Ctrl-P. Print Preview The Print Preview area gives you page navigation buttons (you can also use the scroll bar to move through pages), the zoom slider, and a Zoom to Page button to the right of the slider. This resizes the page to the preview area if you ve been zooming around. You can also add it to your Quick Access Toolbar. 7
Working in Protected Mode Protected View is a read-only mode in which most editing functions have been disabled. There are several reasons why a file opens in Protected View: The file was opened from an internet connection. This is because the file is being opened from the Internet. Files from the Internet can have viruses and other harmful content embedded in them. We recommend that you edit only the document, if you trust its contents. The file was received as an Outlook 2010 attachment and your computer policy has defined the sender as unsafe. This is because the file was received from a potentially unsafe sender. The file was opened from an unsafe location. The file was opened from a folder that is unsafe. An example of an unsafe location is your Temporary Internet Files folder. The file is blocked by File Block. Editing is not allowed. Editing is allowed. File validation failure. This has occurred because the file did not pass file validation. The file was opened in Protected View by using the Open in Protected View option. This is because you chose to open the file in Protected View. This can be done by using the Open in Protected View option: 1. Click the File tab. 2. In the Microsoft Office Backstage view, click Open. 3. On the Open dialog, click the arrow on the Open button. 4. From the list, select Open in Protected View. 8
Exiting Protected View If you must read the file and don t have to edit it, you can remain in Protected View. If you know the file is from a trustworthy source and you want to edit, save or print the file, then you can exit Protected View. After you leave Protected View, it becomes a trusted document. Exit Protected View and edit when the yellow message bar appears: On the Message Bar, click Enable Editing, if the button appears. Otherwise, use the following instructions to exit Protected View. Exit Protected View and edit when the red message bar appears: 1. Click the File tab. The Backstage view appears. 2. Click Edit Anyway. Accessibility Checker Because many organizations continue to revise their requirements so everyone can access information, Microsoft Office 2010 introduces the Accessibility Checker to help identify and resolve accessibility issues in your files. Similar to spell checker alerting you to potential spelling errors, Accessibility Checker alerts you to certain accessibility issues in your file so that you can fix potential problems that might keep someone with a disability from accessing your content. The Accessibility Checker checks your document against a set of possible issues that users who have disabilities might experience in your file. Each issue is classified as an Error, a Warning or a Tip. Error: An accessibility error is given for content that makes a file very difficult or impossible for people with disabilities to understand. Warning: An accessibility warning is given for content that in most, but not all, cases makes a file difficult for people with disabilities to understand. Tip: An accessibility tip is given for content that people with disabilities can understand, but that might be better organized or presented in a way that would maximize their experience. Whenever the Accessibility Checker finds an issue, the task pane shows information about why the content might be inaccessible. Selecting the issue then shows instructions on how to repair or revise it. Using Accessibility Checker: 1. Click the File tab. 2. Click Info. 3. Under Prepare for Sharing, an alert will appear if Accessibility checker has detected any potential accessibility issues. 9
If you want to view and repair the issues in your file, click Check for Issues, and then click Check Accessibility. 4. You are returned to your file where the Accessibility Checker task pane is open, showing the inspection results. 5. Click on a specific issue to see Additional Information and steps you can take to fix or revise the content. 10
Compatibility Changes Between Versions The Compatibility Checker lists elements in your document that aren t supported or will behave differently than in the Word 2007 or the Word 97-2003 format. Some of these features will be permanently changed and won t be converted to Microsoft Word 2010 elements even if you later convert the document to Word 2010 format. In the Compatibility checker, you can review a summary of elements that behave differently in earlier versions of Word and then either click Continue to save the document in Word 97-2003 format or click Cancel. If you aren t sure whether the people you send your document to are working with Word 2010 or if they have an earlier version but have installed the Compatibility Pack for Word, you can work in Compatibility Mode. Compatibility Mode makes sure that no new or enhanced features in Word 2010 are available while you work in a document so that people who are using previous versions of Word will have full editing capabilities. Turn on Compatibility Mode When you create a new document that will be used in an earlier version, you can turn on Compatibility Mode by saving the file in Word 97-2003 format. 1. Open a new document. 2. Click the File tab. 3. Click Save As. 4. In the Save as type list, click Word 97-2003 Document. This changes the file format to.doc. 5. In the File name box, type a name for the document. 6. Click Save. Recent Documents It is now easier to recover a Microsoft Word 2010 file if you close your file without saving, or if you want to review or return to an earlier version of the file you re already working in. When you close without saving: If you close your file without saving, a version of your file is kept temporarily so that you can recover it when you open the file again. 1. Click the File tab. 2. Click Recent. 3. Click Recover Unsaved Documents. 4. Your saved drafts folder will open in a new window. Select the file and then click Open. 5. Click Save As to save your file to your computer. Working with autosaved versions of your file: To view autosaved versions of your current file, follow the steps below. 1. Click the File tab. 2. Click Info. The autosaved versions of your current file are listed under Versions. 3. Click on any version in the list to open it. 11
Restore earlier versions of your current file: 1. Click the File tab. 2. Click Info. 3. Click on any version in the list to open the file. 4. Click Restore. 5. Click OK to overwrite your current document with the earlier autosaved version. Compare an earlier version of your file with the current version: Word lets you compare your current document with an earlier one, and choose which changes you want to save. 1. Click the File tab. 2. In the version list, click on the earlier version you want to compare with your current document. 3. Click Compare. A new document will open that shows the differences between the two versions you are reviewing. At this point, you can choose one of the following options: 1. Accept or reject the changes in the comparison document and save it as a new document. 2. Close the comparison document and restore the complete autosaved version of your file. 3. Close the comparison and autosaved versions of your file and continue to work in your current document. 12
NEW FEATURES Insert a Screenshot You can quickly and easily add a screenshot to your file. Screenshots are useful for capturing snapshots of information such as a breaking news story or a time-sensitive list of information. Screenshots are also helpful for copying from Web pages and other sources whose formatting might not successfully transfer into the file by any other method. Screenshots are static images. When you click the Screenshot button, you can insert the whole program window or use the Screen Clipping tool to select part of a window. Building Blocks If you ve ever inserted a header or footer into a document, you ve been using something called a Building Block. You can create your own Building Blocks. Anything you can select in Word can be saved as a Building Block. Building Blocks will maintain any formatting you ve applied: bold, centering, or any option. To create a Building Block: 1. Select what you want saved as a Building Block. 2. On the Insert tab, in the Text group, select Quick Parts. 3. In the drop down, select Save Selection to Quick Part Gallery. The Create New Building Block dialog box appears. 4. Name the Building Block. Word will try to pick up whatever text is selected and suggest that. 5. Select the gallery where you want the Building Block to display (if you ve created a footer, you can have it display in the Footer gallery). You can create a new category: 1. Click the Category drop down. 2. Select Create New Category. 13
3. Give your new category a more meaningful name and click OK. 4. Click OK. Using a Building Block In your document, click where you want to insert the Building Block: 1. On the Insert tab, in the Text group, click Quick Parts. 2. Select the Building Block you want to use. 14
Translating Text Word 2010 allows you to translate text in your document; words, phrases, sentences, or the entire document in a few mouse clicks. How to translate selected text in Word 2010: 1. On the Review tab, in the Language group, click Translate and from the drop-down list, select Translate Selected Text. 2. The Research pane is displayed to the right of the document area. In the Research pane, in the Translation section, select the languages that you want to translate from the From and To drop-down list. 3. Translate text and view the results in the Research pane in the Translation section. To translate a specific word, press ALT, and then click the word. To translate a phrase, select the phrase, press ALT and then click the selection. To translate a word or phrase, type the word or phrase in the Search for box, and click Start searching. 15
PDF and XPS Formats Sometimes you want to save files so that they cannot be modified, but you still want them to be easy to share and print. With Microsoft Office 2010 programs, you can convert files into PDF or XPS formats without needing additional software. Examples include resumes, legal documents, newsletters, files intended to only be read and printed, and documents intended for professional printing. IMPORTANT Once you have saved a file as a PDF or XPS file, you cannot convert it back to a Microsoft Office file format without specialized software. Portable Document Format (PDF) preserves document formatting and enables file sharing. When the PDF format file is viewed online or printed, it retains the format that you intended. Data in the file cannot be easily changed, and can be explicitly set to prohibit editing. The PDF format is also useful for documents that will be reproduced using commercial printing methods. PDF is accepted as a valid format to many agencies and organizations. XML Paper Specification (XPS) also preserves document formatting and enables file sharing. When the XPS file is viewed online or printed, it retains exactly the format that you intended, and the data in the file cannot be easily changed. XPS embeds all fonts in the file so they appear as intended, regardless of whether the specified font is available on the recipient s computer, and has more precise image and color rendering on the recipient s computer than PDF. 16