Training at Georgetown: Handouts - Word 2010

Microsoft Word 2010 is an overview course. We will explain the ribbons within the application. Users will also learn to (1) open, save, and close documents, (2) edit and format text, creating and editing headers and footers, as well as (3) changing paragraph formatting and previewing documents. With time permitting, we will attempt to explain quick features: finding and replacing text, using special characters, inserting and editing footnotes/endnotes, using tables and columns and manipulating basic graphics with newsletters. Additionally, time permitting, this course will teach participants how to create and manipulate advanced features in Word such as performing mass mailings, and how to work with macros.

Changes in Word 2010

The major change in Word is on the ribbon toolbar. There is a File ribbon that brings back most of the familiar options you were searching for.

The new File menu has all of the familiar features.  Here is where you go for Save, Save As, Open, Close, Info, etc.

If you choose File and new, you have various options to choose from:
 

Once you make a selection, the appropriate document will open.

Opening a basic letter

To open a basic letter, take your mouse to the New File Menu Button and click on open. 
 

A new window will appear. It is important that you remember the location of the document. There is a useful listing on the left side that shows (1) recent documents in their order of modification, and (2) the recent locations of  documents (folders). This is helpful when navigating through to locate a document.

Saving Files

It is highly recommended that you save your document after entering any information. To save a document for the first time, go to your File ribbon and choose to Save As. Depending on the version you choose, there may be compatibility issues with other users who are using an older version of Word. One option when working with Word 2010 is to save as a Word ? 97-2003 Document (*.doc). 
 

Closing a Document

There are 2 ways to close a document: (1) Click on the X in the upper right-hand corner.

(2) Go to your New File Ribbon, and click on close.

Basic Editing Features

To perform basic editing features in Word 2010, your first step is to select the text. There are two ways to do this: using the mouse and the keyboard.

To select text using the mouse, press and hold the mouse button (left button unless otherwise noted) and move the arrow with the mouse over the desired text. Release the mouse button after text is selected.

To select the text using the keyboard, move the cursor using the arrow keys on the keyboard. Once you have moved the cursor before the text, press and hold shift. Next (still holding the shift button) press the arrow keys in the direction of where the text is. Word has many editing features. This section covers the basic and most commonly used features and the icons that will perform the same task: undo, redo, cut, paste, copy, change case.

Cut, Paste, and Copy can be found on the far left side of the Home ribbon.
 

The undo button is a blue arrow pointing toward the left in the upper left-hand corner of your Microsoft Word document. As always, placing the cursor over the icon will open a bubble that states the icons function.

This option allows you to "back track" when you have made a change that you do not like or did not intend. Undo will remove the last change you made. Whenever you are working in a document and need to delete the last task performed (perhaps you may have hit the wrong button, or deleted the wrong paragraph), you can undo that task by hitting on this blue arrow that turns toward the left.

Redo puts the last change back into affect. You can practice these editing tools by typing a test sentence, and then deled a portion of it by highlighting a word or phrase and hitting the delete key. Now click on the redo typing icon. Your text should be returned.

Cut, Paste, and Copy can be found on the far left side of the Home ribbon.

These icons are the most commonly used editing tools. You can access them by short cut keys or with the icons on the home ribbon. The following is a chart explaining the different ways to access these functions:

Feature	Shortcut	Icon
Cut	Ctrl-X
Copy	Ctrl-C
Paste	Ctrl-V

To use these editing features (cut, copy, paste); highlight the text upon which you would like to perform the edit.

To change case within a document, highlight the selected text and click on the (Aa) icon in the Font group of the Hometab. You will find the following options: Sentence case, lowercase, UPPERCASE, Capitalize Each Word, and tOGGLE cASE. Remember, you must select the text first!

Page Numbering

Page Numbering is a commonly used feature in Microsoft Word. You should begin by placing your cursor at theplace where you want the page number to begin.. To initiate page numbering, use the insert tab, and then select page numbers. Click on the downward pointing arrow to the right of the icon. If you would prefer to bold or italicize your numbers, go back to the home ribbon.

Select the position where  the page number is to be placed. If you would rather not have page 1 numbered, click the format page numbers option. Within the Page Number Format box, there is an option to show the number on the first page. Your numbering will begin with page 2.

When creating various sections of a formal paper, you may need to change the format of your numbers. Examples include the numbering in the beginning for the Table of Contents, or your index at the end of the document. To change the number format, click on format within the Page Numbers box above. A box like the one below will appear. Notice the various format options you have within the format page numbers box.

Fonts

To change a font or its size or other attribute, you must first select the text then use the Home tab in the Font group.

Click on the small box in the lower right corner of the Font group. Once the font box is open, you have many options. Option 1 below allows you to change the font of the selected text within your document. Notice that the preview box within the font format area gives you an idea of the changes that have been made. Option 2 shows all of the font styles you can change. If you want to increase the font size, click the proper number in Option 3. To change the font color, click on the downward pointing arrow to the right of the font color box. Additional styles and effects are available. Once all of your character edits have been made, click on OK at the bottom of the font box.

 

(Since not all groups have extenders, the option to use the ribbon icons should be taught first)

Another option is to use the items on the font group of the Home tab. The box that has Calibri (Body) written within is the box that will change your fonts. Click on the downward pointing arrow beside the Calibri (Body) and view all of the fonts. Any highlighted text will change to the font that the mouse pointer hovers over.  To complete change the font, click on the font you have selected. The box with the number 12 will change your font size. Click on the arrow to the right of the number and increase or decrease your font size. The B is to bold your text. The I italicizes and the U underlines your test. The A with the color below will change the font color.

Page Layout

In the older version of Microsoft Word, there was a Page Setup option within the File menu. Now, the Page Layout tab offers assistance with Page Setup, Backgrounds, Paragraphs, etc.

To make changes to your margins within a document, use the Page Layout tab, and click on the Margin icon. You will immediately see quick options for changing your margins. The last option on the pull down menu is to utilize custom margins. This will open the Page Setup section.

The Page Setup box will appear. You can adjust margins by clicking on the numbers within your margins or highlighting each of the numbers and making changes to them. You also have the option to change your paper size, paper source and layout within the page setup menu by clicking on the Paper tab. Simply click on the tab and follow the directions within. The Layout section of the Page Setup is where you go to make section changes, as well as header and footer preferences (if you wanted your headers and footers to be different) which will be discussed later.

Spelling and Grammar

Microsoft Word automatically marks spelling and grammatical mistakes as well as uncommon words. If there are simple errors, you will notice that it underlines these words in red. If there are errors in grammar, the words have a green underline. To correct a grammatical mistake, right click with your mouse on the word and see the suggestions listed. Left click on the corrected spelling in the small menu box or left click on the Add button. The red or green line should disappear. Even if there is a line, when printing, the line will not print.

If you would prefer to spell check your document when it is complete, go to the Review tab, and select spelling and grammar. A suggestion box will go through your document from the current cursor location and suggest spelling and grammar corrections. The spelling error will be corrected. Grammar suggests other options for your sentence structure. You have the option to change or ignore the suggestions.

Creating a Header and Footer

Headers and footers are used to create text that is to appear on multiple pages in the document, whether it is names, dates, chapters, or section titles. Word gives you the option of placing headers and/orfooters on alternating pages as well as the suppression of these elements on certain pages. To create a header or footer, make sure you are on the page that you want it to begin. Perform the following steps:

• Choose the Insert tab
• Click on the Header (or Footer) icon
• Choose the picture of the Header (or Footer) that you prefer.

You will see the option to insert test, page numbers (in various formats) dates, and times. You can format this information as you would any text, adjusting the font face or size and including styles such as bold or italic. Once you are within the header/footer menu, you can make your changes. allows you  to moving to the next header or footer. The close box on the end will close the header/footer view.

Formatting Paragraphs

When you need to make changes to a specific paragraph, (1) highlight the paragraph and go to the Home tab, and then to the paragraph section of the ribbon. The icon in the lower right corner of the paragraph section will open the Paragraph dialogue box.

Within this box, you can make changes to a specific paragraph within your document (see below). To change alignment of the paragrph, click on the box beside "Alignment". When writing a formal document, there may be a need to indent the entire paragraph. That can be done by changing the margins in the section below called "indentation". The Special section helps you work with the first line of the selected paragraph, as well as the body of the paragraph. To change your spacing before and after the paragraph, click on the up and down arrows in the Spacing section and make those changes. To change the spacing of the paragraph, click on the downward-pointing arrow beneath the Line Spacing. You should also note that in the lower left-hand corner of the paragraph box, there is a tabs button.

 

Clicking on the tabs button will allow you to change all of the default tabs set within your paragrph. Select the ruler location and tab type then press the Set button.. Press the OK button. This feature can work for the entire paragraph.

 

The second section of the Paragraph box is the Line and Page Breaks section. Remember, that you can get to this section by going to the home tab and then clicking on the icon in the lower-right of the paragraph group. Below you will see the area to click to insert a page break before.

(Placing a page break before will cause the paragraph to change the pagination so that the paragraph is always at the top of a new page)

Viewing Your Document

Viewing your document is available through various options. Click on the View Tab. You can change the view of your document many ways, depending upon your selection. The print layout, full screen, and other views are available on the ribbon. Other options, such as show ruler, and zoom are also available on the ribbon.

Formatting and Editing Features

Here are various tips and tricks designed to make working in Microsoft Word hassle free:

Special Characters

Microsoft Word contains many special characters such as multinational letters, typographical symbols, and phonetic characters. It is important to place your cursor where you want the symbol to be placed before you go to the symbol section. You can find them by using the Insert tab and select symbols in the symbols group (closer to the end of the ribbon).

Clicking on more symbols will open a symbol box. Within that box, you can find many multinational symbols and letters by clicking on the downward-pointing arrow at the end of the font box.

Bullets and Numbers

The option of inserting an outline or bullets is found under the Home tab. This option is useful when adding bullets to a document. The icon is in the paragraph group of the Home tab.

Clicking on the bullets icon (1) will make a simple bullet appear. Clicking on the downward pointed arrow to the right of the bullets will list a few options (Options within your Bullet Library and document bullets. Within this window are recently used bullets). Clicking the define new bullet option will open a window with various options for your bullets. You also have the option to open pictures and symbols.

Clicking on the numbered list (2) will create a numbered bulleted list. Clicking on the downward pointing arrow will open the Numbering Library with different formats. If you need to continue with a different numbered format, click on define new number format.

Another box of number formats will appear. To select one of those bullets, left click on your choice, and then click on OK. Clicking on the Customize button (3) will create a multi-leveled list.

Find/Replace and Go To Commands

Within the Home tab, there are other useful tools. These are the find/replace options at the end of the Home. The find/replace command allows you to search for a particular word, phrase, special character or formatting  within your document and replace it with a different word, phrase, special character or formatting. The Go TO command allows you to go to a particular point within your document such as a particular page. To utilize this option, click on the Find at the end of the ribbon and Go To is nested within.

Inserting and Editing Footnotes and Endnotes

Footnotes appear at the bottom of the page, endnotes appear at the end of the document and are placed at the bottom of a page of a book or manuscript that comments on or cites a reference for a designated part of the text. Endnotes are citations, which appear at the end of the document. Microsoft Word will place a dividing line between the body and the footnotes. The following steps are used to create a footnote/endnote: 

• Position the blinking insertion point immediately after the text to be cited
• Select the References tab
• Click on the Insert Footnote or Insert Endnote option
• Enter the appropriate citation information

Note that Microsoft Word gives you the ability to view and edit your footnote/endnotes by positioning the cursor within the note.

Creating Tables

Place the cursor within the document location where the table is to be inserted; then,o. Go to the Insert tab and click on Table icon. There is a downward pointing arrow to assist table creation. Click and drag to the desired number of columns and rows. Once you lift your mouse, the table will appear within your document.

Creating Columns

To create columns within a file, use Page Layout tab and select columns. The downward pointing arrow below the columns icon will give you the option for numbers and the placement of columns. Lifting your mouse over the number of selected columns will setup your document.

Inserting text in Microsoft Word

Within the Insert tab, you have the option to insert cover pages, pictures, tables, links, header and footers and text. If you need to insert an entire text file, click on the object icon and then choose text from file.

Manipulating Basic Graphics

To insert a graphic image, go to the insert tab and select picture. You will also see the options for: Clipart, Shapes, Smart Art and Chart. In order to insert a picture that has been saved on your computer, click on the picture icon. You also have the option of inserting pictures from the internet, etc.

A window will appear that allows you to locate your picture. If you want to insert clip art, click on the Clip Art icon, and a task pane will appear on the right of your computer screen.

Type in the item you are searching for, and click on Go.

Click on the downward pointing arrow to the right of the icon you want to insert in the document. You will see the option to insert. Click on that option. You will notice that when you click once with the left mouse button on the image, eight black dots appear around the image and a different button bar menu appears. The dots allow you to manually (re)size the image.

Creating a Merge

We create a merge by utilizing a basic letter (from file) and basic data file. Word 2010 can mail merge to labels,  envelopes, postcards or email.. To begin, go to the Mailings tab, if you will merge to envelopes or labels, select the sprective icon; otherwise, click on start the mail merge, and choose step by step mail merge wizard.

A task pane should open on the right side that will offer step by step instruction. The first pane asks wheat type of document you are working on, and offers a brief explanation. Choose the radio button that best answers your question, and then click on Next: Starting document at the bottom to continue. 
 

You will then be prompted about your starting document. Decide whether you intend to use the current document, choose from a template of letters, or start with a letter that already exists.

After you have  made that decision, click on Next to select your recipients.

Creating Data

You have the option of creating a new data list, or using an existing list. We will practice creating a new list.

Once you click on the link, a New Address List box appears.

You have the option of customizing the list, by clicking on the Customize Columns button to add, delete, or move fields. For example, in our class we will use the following fields: title, first name, last name, address 1, city, state and postal code. We can delete Company Name, Address line 2, the telephone numbers, and email address.

After closing this window, you are back to the New Address list box. This data file should be saved. As soon as you have completed adding your names, addresses and postal codes, click on the Close button. You will be prompted to save your Data Source. Microsoft Word will confirm your data. Click on OK.

Writing Your Letter

Once your letter has been written, you need to move your cursor to where the merge fields belong. Click on the item you want inserted on the Task Pane (whether it be an address block, greeting line, postal bar code, or an additional item).

You will notice a new field has been inserted where your cursor was placed.
<<AddressBlock>>

Previewing your letters

When you click on the next step to preview your letters, you will see an example of your letter with the new recipient's address.

Creating a Macro

Macros are simple recordings used to repeat tasks that you perform in Microsoft word. To begin a macro, go to the View tab and select marcos and then choose to record a new macro.

You will then be prompted to save the macro. Once you have decided what to call the macro, click on OK.

Your cursor icon will also have a cassette tape-type icon. Any changes you make to the document from now on are unaffected until you are ready to end the recording. You can end the recording, by going to the View tab, and selecting macros, then choose to pause recording. 

Whenever you want that macro to replay, simply go to the view tab and select macros and then choose to view macros. A window prompting you to choose the macro will appear. Select that macro and press run.