Microsoft Office Training Skills 2010

Microsoft Office Training Skills 2010 Lesson 5 Working with pages, Tables, Shapes and Securing Documents Adding Page color Add color to the background of one or several pages in the document. 1. Click the Page Layout tab on the Ribbon 2. Click the Page Color button in the Page Background group. 3. The Page Color button displays the available page colors 4. Select a color from the list. 5. The color is applied to the page. Note: To remove page color, click the Page Color button and select No Color. Create tables In Word, tables are useful for organizing and presenting data. You can create a blank table, convert text to a table, and apply a variety of styles and formats to existing tables To insert a blank table: 1. Place your insertion point in the document where you want the table to appear. 2. Select the Insert tab. 3. Click the Table command. 4. Hover your mouse over the diagram squares to select the number of columns and rows in the table 5. Click your mouse, and the table appears in the document. 6. You can now place the insertion point anywhere in the table to add text. To add rows to a table: 1. Place the insertion point in a row below the location where you want to add a row. 2. Right-click the mouse. A menu appears. 3. Select Insert Insert Rows Above. 4. A new row appears above the insertion point. To add a column: 1. Place the insertion point in a column adjacent to the location where you want the new column to appear. Microsoft Word 2010 Page 1

2. Right-click the mouse. A menu will appear. 3. Select Insert Insert Columns to the Left or Insert Columns to the Right. A new column appears To delete a row or column: 1. Select the row or column. 2. Right-click your mouse. A menu will appear. 3. Select Delete Cells 4. Select Delete entire row or Delete entire column, then click OK. To convert existing text to a table: 1. Select the text you want to convert. 2. Select the Insert tab. 3. Click the Table command. 4. Select Convert Text to Table from the menu. A dialog box will appear. 5. Choose one of the options in the Separate text at: section. This is how Word knows what text to put in each column 6. Click OK. The text appears in a table. Apply table styles To apply a table style: 1. Click anywhere on the table. The Design tab will appear on the Ribbon. 2. Select the Design tab and locate the Table Styles. 3. Click the More drop-down arrow to see all of the table styles. 4. Hover the mouse over the various styles to see a live preview. 5. Select the desired style. The table style will appear in the document. To format text in table cells You can format text in tables in the same manner you format text in a document To format text in table cells do the following: 1. Select the text you want to apply formatting 2. Go the home tab 3. Click the font dialog box launcher 4. In the font dialog box launcher, under font type select the font you want 5. Under font size select the size you want 6. And under font style click the font style you want Microsoft Word 2010 Page 2

7. Click ok, then save the document to keep the changes you made. To add borders to a table: 1. Under Table Tools, click the Layout tab. 2. In the Table group, click Select, and then click Select Table. 3. Under Table Tools, click the Design tab. 4. In the Table Styles group, click Borders, and then do one of the following: 5. Click one of the predefined border sets. 6. Click Borders and shading, click the Borders tab, and then choose the options that you want. Remove table borders from the whole table 1. Under Table Tools, click the Layout tab. 2. In the Table group, click Select, and then click Select Table. 3. Under Table Tools, click the Design tab. 4. In the Table Styles group, click Borders, and then click No Border. Add table borders to specified cells only 1. On the Home tab, in the Paragraph group, click Show/Hide. 2. Select the cells that you want, including their end-of-cell marks. 3. Under Table Tools, click the Design tab. 4. In the Table Styles group, click Borders, and then click the border that you want to add. Remove table borders from specified cells only 1. On the Home tab, in the Paragraph group, click Show/Hide. 2. Select the cells that you want, including their end-of-cell marks. 3. Under Table Tools, click the Design tab. 4. In the Table Styles group, click Borders, and then click No Border. Display or hide gridlines Gridlines show the cell boundaries of a table on the screen wherever the table doesn't have borders applied. If you hide the gridlines in a table that has borders, you won't see the change because the gridlines are behind the borders. To view the gridlines, remove the borders. Unlike borders, gridlines appear only on the screen; they are never printed. If you turn off gridlines, the table is displayed as it will be printed. Microsoft Word 2010 Page 3

NB: Gridlines are not visible when you view a document in a Web browser or in Print Preview. Display or hide table gridlines in a document Under Table Tools, on the Layout tab, in the Table group, click View Gridlines. Merge or split cells You can combine two or more cells in the same row or column into a single cell. For example, you can merge several cells horizontally to create a table heading that spans several columns. Merge cells 1. Select the cells that you want to merge by clicking the left edge of a cell and then dragging across the other cells that you want. 2. Under Table Tools, on the Layout tab, in the Merge group, click Merge Cells. 3. Split cells 4. Click in a cell, or select multiple cells that you want to split. 5. Under Table Tools, on the Layout tab, in the Merge group, click Split Cells. 6. Enter the number of columns or rows that you want to split the selected cells into. Changing Page Orientation and Paper Size The page orientation and size are two of the most obvious page layout properties of a document. Page orientation Every document you print uses one of two different types of page orientations: which are Portrait and Landscape orientations. 1. Click the Page Layout tab on the Ribbon 2. Click the Orientation button in the Page Setup group. 3. A list of two options appears: Portrait: In Portrait orientation, the paper is taller than it is wide like a portrait painting. Landscape: In Landscape orientation, the paper is wider than it is tall like a landscape painting. 4. Select the page orientation you want to use. 5. The page layout is changed accordingly. Note: Other Ways to Change Page Orientation Click the Dialog Box Launcher in the Page Setup Group. On the Margins tab, click the orientation you want to use Microsoft Word 2010 Page 4

Change Document paper (size): It is very important to justify document letter and type of paper you want to use and apply. To change the document paper size do this 1. Go to page layout tab 2. In the page setup group size dropdown command 3. Then choose the appropriate size you (A4, A3, A5 etc.) Adding a Cover Page and Page Numbers Adding Cover page A cover page for your document is like the cover of a book: it contains basic information, such as the title of the document, date, and author, presented in a way that is eye-catching and welcoming to the reader. 1. Click the Insert tab on the Ribbon and click the Cover Page button in the Pages group. 2. A list of built-in cover pages appears. Notice that each design has a name, which makes it easier to match up with other built-in elements, such as built-in headers and footers. 3. Select the cover page you want to insert in the document. 4. The cover page always appears as the first page in the document, no matter where the insertion point is located when it is inserted. 5. When inserted, placeholders for information appear on the cover page. 6. Word tries to insert as much information as it can, such as user information like your name and company name, but you will probably have to insert information manually as well. 7. Click in a placeholder and type your own text. Inserting page number 1. Click Insert Tab, then click Page Number 2. Under page number select the option you want 3. Click from page number to select the option you want, click OK Change page number format into Roman style To change page number format do these steps: 1. Click Insert Tab, then click Page Number 2. Under page number select the format page numbers option 3. Page Number Format dialog box appears 4. Then under number format drop down menu choose Roman Style 5. In the start at box type where the number starts Microsoft Word 2010 Page 5

6. Then click OK Removing page Number 1. Double click on the page number 2. Double click the number to select it 3. Press Delete on the keyboard (press ESC) Password Protecting a Document This password protects the document so that anyone can open the document, but a password is required to modify it. 1. Click the File tab on the Ribbon and click save as. 2. The Save As dialog box appears. 3. Click the Tools button at the bottom of the Save As dialog box and select General Options from the list. 4. The General Options dialog box appears. Note that there are two password text boxes here: one to open the document and one to modify the document. 5. Click the Password to modify text box and enter the password. 6. Click OK. 7. Reenter your password and click OK. 8. The password is confirmed. Note: To remove a password, open the General Options dialog box and remove the password from the Password to open or Password to modify text box in which it was entered. Protecting the document (Restrict for editing) 1. On the review tab, in the protect group, click protect document drop down button, and then choose Restrict formatting and Editing 2. Select the second option (Editing restrictions) check box 3. Click Yes Start Enforcing Protection button 4. Enter the password twice and click OK Note: If you want to stop protection click stop protect, then enter the password - OK Create multiple column text Columns and column breaks can improve your document's organization and increase its readability. They also allow you to utilize all of the available space on the page. Microsoft Word 2010 Page 6

To add columns to a document: 1. Select the text you want to format. 2. Click the Page Layout tab. 3. Click the Columns command. A drop-down menu will appear. 4. Select the number of columns you want to insert. The text will then format into columns. Note: If you want to remove the columns, click the Columns command and select one for the number of columns. To insert column break Once you've created columns, the text will automatically flow from one column to the next. Sometimes, though, you might want to control exactly where each column begins. You can do this by creating column breaks. To add column breaks do these: 1. Place the insertion point where you want to add the break. 2. Click the Page Layout tab. 3. Click the Breaks command in the Page Setup group. A drop-down menu will appear. 4. Select Column from the list of break types. 5. The text will shift to reflect the column break. Creating a large Dropped Initial capital latter 1. place the curser on the word you want 2. click Insert tab, then click Drop cap, drop cap options 3. select the option you want, click Ok NB:-to remove a large dropped, click Insert tab, then click Drop cap, click None Insert Text boxes and Shapes Text boxes are useful for helping to organize your document. They are basically treated the same as shapes, so when you insert a text box you can format it by changing its fill color, outline color, and shape style, and so on. To insert a text box: 1. Select the Insert tab on the Ribbon. 2. Click the Text Box command in the Text group. A drop-down menu will appear. 3. Select Draw Text Box. 4. Click and drag on the document to create the text box. 5. You can now start typing to create text inside the text box. Microsoft Word 2010 Page 7

Note: From the drop-down menu, you can also select one of the built-in text boxes that have predefined colors, fonts, positions, and sizes. If you choose this option, the text box will appear automatically so you will not need to click and drag to draw it To move a text box: 1. Click the text box. 2. Hover the mouse over one of the edges of the text box. The mouse pointer becomes a cross with arrows on each end. 3. Click and drag the text box to the desired location on the page. To resize a text box: 1. Click the text box. 2. Click and drag one of the sizing handles on the corners or sides of the text box until it is the desired size. Changing a text box's appearance To change the text box shape do the following steps: 1. Select the text box. A new Format tab appears with Drawing Tools. 2. Go to the Format tab. 3. Click the Edit Shape command. 4. Click Change Shape to display a drop-down list 5. Select the desired shape from the list. To choose a shape style: Choosing a shape style allows you to apply a preset fill and outline color, and in some cases other affects such as beveling and shadow. You don't have to pick a style for your text box, but it can help you save time or experiment with different appearances. 1. Select the text box. The Format tab appears. 2. Select the Format tab. 3. Click the More drop-down arrow in the Shape Styles group to display more style options. 4. Hover your mouse over the styles to see a live preview. 5. Select the desired style. Microsoft Word 2010 Page 8

To change shapes fill: 1. Select the text box. The Format tab appears. 2. Click the Format tab. 3. Click the Shape Fill command to display a drop-down menu. 4. From the drop-down menu, you can select a color from the list, choose No Fill, or select More Fill Colors to use a color that's not on the list. To change the shape outline: 1. Select the text box. The Format tab appears. 2. Click the Shape Outline command to display a drop-down list. 3. Select a color from the list, choose No Outline, or select More Outline Colors to use a color that's not on the list. 4. From the drop-down menu, you can change the outline color, weight (thickness), and whether it is a dashed line. To change shadow effects: 1. Select the text box. The Format tab appears. 2. Select the Format tab. 3. Click the Shape Effects command. 4. Click Shadow. 5. Move your mouse over the menu options to see a live preview in your document. 6. Click the desired option to select the shadow effect. To choose a different shadow color for your shape, select Shadow Options from the drop-down menu, then click the Color button. Apply and format text effects The Text Effects button allows you to apply some pretty cool effects to any text in your Word 2010 document. You can apply a number of effects to any text in the document. 1. Select the text you want to format. 2. Click the Text Effects drop down. 3. Select one of the presets, or apply individual effects. Add an effect to text 1. Select the text that you want to add an effect to. 2. On the Home tab, in the Font group, click Text Effect drop down button. Microsoft Word 2010 Page 9

3. Click the effect that you want. 4. For more choices, point to Outline, Shadow, Reflection, or Glow, and then click the effect that you want to add. Remove an effect from text 1. Select the text that you want to remove an effect from. 2. On the Home tab, in the Font group, click Clear Formatting. Group and Ungroup Objects It is often easier to work with a single object than it is to work with several smaller objects. A group is a collection of objects that Word treats as a single object. Select multiple objects Before you can work with multiple objects, you must select them. Press and hold down the <Shift>or <Ctrl>key as you click each object that you want to select. Group objects By grouping several objects together you can format an entire group of objects rather than formatting each object individually. 1. Select the objects that you want to group 2. Click the Format contextual tab on the Ribbon. 3. Click the Group button in the Arrange group and select Group from the list. Other Ways to Group Objects: Select the objects that you want to group. Then, right-click one of the selected objects, point to Group in the contextual menu, and select Group Ungroup objects If you need to make changes to an object that is part of a group, you ll need to ungroup the objects first. 1. Select the group of objects that you want to ungroup and click the Format contextual tab on the Ribbon. 2. Click the Group button in the Arrange group, and select Ungroup from the menu. 3. The selected objects are ungrouped. Now you can work with each object individually. Microsoft Word 2010 Page 10

Other Ways to Ungroup Objects: Right-click the group, point to Group in the contextual menu, and select Ungroup from the submenu. Use and create quick styles: A style is a predefined combination of font style, color, and size of text that can be applied to selected text. So you can apply, modify, and create a style; use style sets To use a style: 1. Select the text you want to format. 2. In the Style group on the Home tab, hover over each style to see a live preview in the document. 3. Click the More drop-down arrow to see additional styles. 4. Select the style you want. 5. The selected text appears formatted in the style. To modify a style: 1. Locate the style you want to change in the Styles group. 2. Right-click the style. A drop-down menu will appear. 3. Click Modify, and the Modify Style dialog box appears. 4. Make the desired changes to the formatting. 5. If you want, you can also change the name of the style. 6. Click OK to apply the modifications to the style. To create a new style: 1. Click the arrow in the bottom-right corner of the Styles group. 2. This opens the Styles task pane. 3. Select the New Style button at the bottom. A dialog box will appear. 4. Enter a name for the style, and set the text formatting the way you want. 5. Click OK, and the new style will appear in the task pane. Microsoft Word 2010 Page 11

Add borders and shading to pages Word allows you to quickly and easily add different types of borders to your paragraphs and pages. You can add borders to any or all sides of a paragraph or you can create a drop-shadow effect. Adding Borders to Pages 1. Click the Border Button to display a list of options to put a border. 2. Select Border and Shading option available at the bottom of list of the options 3. This will display a Border and Shading dialog box. 4. Click Page Border tab which will display a list of border settings, styles and options whether this border should be applied to the whole document or just one page or first page. 5. You can customize your border by setting its color, width by using different art available under style section. 6. Once you are done, click OK button to apply the result. Insert smart art graphics Smart Art allows you to visually communicate information rather than simply using text. Illustrations can enhance your document, and Smart Art makes using graphics especially easy. To insert a Smart Art illustration: 1. Place the insertion point in the document where you want the graphic to appear. 2. Select the Insert tab. 3. Select the Smart Art command in the Illustrations group. A dialog box appears 4. Select a category to the left of the dialog box, and review the Smart Art graphics that appear in the center. 5. Select the desired Smart Art graphic, then click OK To add text to a Smart Art graphic: 1. Select the graphic. A border will appear around it with an arrow on the left side. 2. Click the arrow on the left side of the graphic to open the task pane. 3. Enter text next to each bullet in the task pane. The information will appear in the graphic and will resize to fit inside of the shape. 4. To add a new shape, press Enter. 5. A new bullet will appear in the task pane, and a new shape will appear in the graphic. Microsoft Word 2010 Page 12

Format Smart Art graphics To change the Smart Art style: 1. Select the graphic. The Design and Format tabs appear on the Ribbon. 2. Click the Design tab. 3. In the Smart Art Styles group, click the more drop-down arrow to view all of the styles. 4. Hover your mouse over each style to see a live preview. 5. Select the desired style. 6. The selected style will be applied to your smart Art To change color scheme: Word provides a variety of color schemes to use with Smart Art. The color schemes use theme colors, so they will vary depending on which theme you are using. 1. Select the graphic. The Design and Format tabs appear on the Ribbon. 2. Select the Design tab. 3. Click the Change Colors command. A drop-down menu appears, showing various color schemes. 4. Select the desired color scheme. Done Creating Automatic Table of Contents Creating automatic table of contents is a two way process: first set all your chapters as heading 1, 2, 3 and so on, then create your table of contents. 1. Highlight the text and select Heading 1, 2. Set all of the remaining headings. Once you have set all of your headings, 3. Click on the References tab at the top of the screen. 4. Place your cursor at the beginning of the document. This is the place where the table of contents will be inserted. Click on the Table of Contents icon and select Automatic Table 1 5. Notice that a table of contents has been inserted at the head of your document. NB: - If you want to update the table of contents, simply click anywhere on the table And then click the Update Table tab that appears at the top of the table NB: If you would like the table of contents to appear on a separate page, place your cursor before the first heading and click Page Break within the Insert tab Delete a table of contents 1. On the References tab, in the Table of Contents group, click Table of Contents. 2. Click Remove Table of Contents. Microsoft Word 2010 Page 13