Information Technology: MS Word 2010

Microsoft Word 2010

Word Processor:

Word processor is software which is used to create, edit, format and print text based documents in different format and styles.

Word processor is software that helps you to create any type of written communication like a letter, a report, a memo, or any other type of correspondence or text data.

(i.e. Microsoft Word, Word Pad, Word Star and Word Perfect are the common word processors). But the Microsoft word is popular Word processor.

MS Word 2010:

It is a part of Microsoft Office. Its main function is for producing documents that includes text, graphics, table, clip art, etc. The most familiar application among the members of the Office is MS Word.

MS Word 2010 Interface

Creating a New Document: Keyboard Option

· Press Ctrl+N ( It is faster and easier way of getting a blank document).

Creating a New Document: Menu Option

· Click File menu, select New

· Select Blank and recent section, click Blank Document

Opening an Existing Document

· Click File menu, select Open or Press Ctrl+O

· Select Look in pull-down list, select the desired file

· Click Open

Saving a Document: First Time

· Click File menu, select Save

· From the Save in pull-down list, select the appropriate drive and folder.

· In the File name text box, type a filename( Word adds a docx extension)

· Click Save

Saving a Document: Subsequent Times

· Press Ctrl+S OR From the File menu, select Save

Insertion Point and Pointers

The blinking vertical line located in the window is the insertion point. As you type, text will appear to the left of the insertion point.

Moving Insertion Point

Selecting Text

From keyboard ( like, Ctrl+A, Use Shift key with Insertion point Movement Keys)
From Mouse ( Like Double Click, Left Click, Tripple Left Click)
From Keyboard & Mouse (Like Ctrl or Alt, with left click)

To edit text in a document, you must first select the desired text. One way to select text is to hold down the mouse button and then drag the insertion point over the text that you want to select. You select text by clicking anyway within the documents, window, The following table summarizes the methods for selecting blocks of text.

Quick Access Toolbar:

The Quick Access Toolbar is located above the Ribbon and contains commands that users that users access most often.

Home Mennu

Clipboard group :

The Office clipboard allows you to copy up to 24 items from office documents or other programs and paste and them into another office document.

Copy (ctrl + C)
Cut (ctrl + X )
Past (ctrl + v )
Format painter (ctrl + shift + C & ctrl + shift + V )
Clipboard ( ctrl + c twice)

Font group :

The font toolbar allows you to edit aspects of the text in your document.

Font (ctrl + shift + F )
Font size ( increase Ctrl + ] , decrease ctrl +[ )
Clear all formatting (ctrl + space )
Bold (ctrl + B )
Italic (ctrl+ I )
Underline (ctrl + u)
Strikethrough
Subscript (ctrl + = )
Superscript ( ctrl + shift + = )
Change case ( Shift + f3)
Text highlight color
Font color

Font window: (Ctrl+D)

Paragraph Group:

The paragraph group allows you to edit, align, spacing, indentation in aspect of paragraph the text in your document.

Bullets (Ctrl+Shift +L)
Numbering
Multilevel List
Increase Indent (Ctrl+Shift+M)
Sort
Show/Hide(Ctrl+)
Paragraph Alignments (Ctrl+L, Ctrl+E, Ctrl+R, Ctrl+j, Ctrl+Shift+J )
Line spacing (single Ctrl+1, 1.5 Ctrl+5, double Ctrl+2)
Fill Color
Border

Paragraph Window:

Indentation:

First Line Indent
Left Indent (Ctrl+M, Ctrl+Shift+M)
Right Indent
Hanging Indent ( Ctrl+T, Ctrl+Shift+T)

Tab Setting

Style Group: (Ctrl+Shift+S)

Editing Group:

Find ( Ctrl+F)
Replace (Ctrl+H)
Go To(Ctrl+G+/F5)
Select (select all Ctrl+A)

Insert Menu

The Insert Tab is used to insert different features such as tables, pictures, clip art, shapes, charts, page numbers, page numbers, word art, headers, and footers into a document.

Pages Group:

This group can be used to insert a page. Formatted cover pages, blank page or page break for document.

Table Group:

This group is used to insert a table into the document .You can insert table through different methods. Additional options for table formatting and layout can be applied through design and layout menu;

Table: Combination of columns and rows are called table.

Column: Cobination of vertical cells is called column.

Row: Combination of horizontal cells is called row.

Cell: Intersection of column and row is called cell.

There are 6 different method to create table:

Graphic Grid
Specify number of rows and columns in Insert Table dialogue box.
Draw Table
Convert text to Table
Excel Spreadsheet
Quick Table (preformatted table)

Design Table Menu

You can apply pre-designed or self-designed formatting through design menu:

Quick Style Options

Header Row
Total Row
Banded Rows
First Column
Last Column
Banded Columns

Table Style

Shading
Borders
Table Effects

Draw Borders

Borders Style
Border Style
Pen Color
Draw Table
Eraser

Layout Table Menu

You can change the table layout, size etc. through layout menu:

Table group

Select
View Gridlines
Properties

Rows & columns

Delete
Insert

Merge

Merge cells
Split cells
Split tables

Cell size

Height
Width
Auto fit

Alignment

Alignments
Text Directions
Cell margins

Data

Sort
Repeat header rows
Convert to text
Formula

Illustration Group:

This group is used to insert pictures, drawings, ready – made shapes such as circles, squares, arrows, and triangles, diagrams, screenshots and charts into a document. Additional options for image/object formatting can be applied through format menu.

Shapes
Picture
Clip Art
Smart Art
Chart
Screen Short

Format Menu:

Link Group:

This group is used to create links between files or within files.

Hyperlink (Ctrl+K)
Bookmark ( specify the location in a document)
Cross-reference

Comment Group:

This group is used to insert comment against any text.

Header & Footer Group:

Header and footer are pieces of text, or graphics that appear at the top and bottom of a page. After you set up a header and footer, they will appear on all of your pages. You can also add page numbers. Additional options can be applied through Design menu. You can apply

Same header and footer all pages of the document
Same header and footer but different first page
Different odd & even pages header and footer.
Section-wise header & footer using section break
Different page number format and starting number can also be changed.

Design Menu

Text Group:

This group allowed you to insert following in documents:

Text Boxes
Quick Parts
Word Art
Drop Cap
Signature Line
Date & Time
Object

Symbol Group:

This group allowed you to insert meth equations and symbol in documents:

Page Layout Menu

The Page Layout tab holds all the options that allow you to arrange your document pages just the way you want them. You can set margins, apply themes, control of page orientation and size, add sections and line breaks, display line number and set paragraph indentation and lines.

Themes
Margins
Orientation
Size
Columns
Page/Section Break
Hyphenation
Watermark
Page Border
Page Color
Indent & Spacing
Arrange

References Menu

The References tab provides tools that let you build a list of sources such as table of contents, table of figure, and insert the citations where you need them in a document.

Table of Contents

Open a document. The document should contain text formatted with the heading styles found in the Home tab.
Place the cursor where you wish to insert a table of content
In the Table of content group ,click the table of content button. You will see several styles that you can use to create a table of content s.
Select the styles you desire.
If you had no formatting in your document using the styles found in the Home tab, click Manual Table .A table will be inserted into your document

Endnote /Footnote

Place the cursor after the world or phrase to which you desire to add the footnote or endnote.
On the References tab, in the footnotes group , click the footnote button. A superscript footnote reference is added next to the endnote at the end of documents
In the footnote group, click Show
If the documents has both foot notes and endnotes, when you see the Dialog box, select the type of note you want to review and click OK.

Citation & Bibliography

Place your cursor where you want the citation to be inserted.
In the Citations & Bibliography Group, click the Arrow located on the Insert Citation button.
Click Add New Source.
In the dialog box that will pop up, from the Type Source list, select the type of citation and then fill in the required fields.
Click OK when you’re done.
For each citation you create Word stores it in a Mater Citation List. This means that you can use it again by simply choosing it from a list.

To use a Citation form your list

In the Citations & Bibliography group, click Manage Sources.
Select the appropriate citation from the Mater List and then Click Copy. This will add the citation to you document.
Place the cursor where you want to insert the citation.
In the Citation & Bibliography group, click the arrow on the Insert Citation button.
Click the desired citation to be inserted.
You can reuse a citation in your document repeating the steps in Bold letters .

How Do I Edit My Citation Sources?

In the Citations & Bibliography group, click Manager Sources.
Select the citation you want to edit and Click Edit .
Click OK twice in order to save tour changes.

To Create a Bibliography

Place your cursor where you want the bibliography .
In the Citations & Bibliography group , click Bibliography.
Then select the type of bibliography you desire.
Word does an automatic insert.

Captions/Tables of Figure

Define a caption for each figure. Place the insertion point in the positions where you want to define a figure’s caption . On the References tab,in the Caption group , click insert Caption . Enter a caption and Click OK.
Place your cursor where you want to insert a table of figure.
ON the References tab, in the Caption’s group , Click insert Table of Figure , Configure the table’s format and click OK.

Index

An index lists the terms and topics discussed in a document and the page or pages on which they appear . An online index provides the user with a point-and-click resource for quickly navigate online content.

Mark Citation /Table of Authorities

A table of authorities lists the references in a legal document , along with the numbers of the pages the references appear on.To create a table of authorities, you mark citations and Microsoft Word inserts a special TA (Table of Authorities Entry)field in your document.You can then search the document for next long or short citation to mark, or you can automatically mark each subsequent occurrence of the citation. If you don’t want to use the existing categories of citation . such as cases or statutes, you can change or add categories of citations.
Select the first citation in your document. For example , select “Forrester v. Craddock, 51 Wn . 2d 315 (1957).’’
Press ALT+I. You can also click the References tab and then click Mark Citation in the Table of Authorities group.

In the selected text. Box. Edit the long citation as you want it to appear in the table of authorities. If you want to format the text, right-click the text in the selected text box and click font select the formatting options that you want to use.
In the Category box, click the category that applies to the citation.In the short citation box, edit the text so that it matches the short citation that you want word to search for in the document. For example enter “Forrester v, Craddock.”To mark a single citation , click mark. To mark all long and short citation that match those displayed in the mark citation dialog box, click mark All.
To find the next citation in the document. Click next citation.

Note:

Word inserts each marked citation as a TA (Table of Authorities Entry)field in hidden text format. If you don’t see the TA field, click show/Hide in the paragraph group on the Home tab,
If you later add more citation by selecting the original citation pressing, ALT+I, and clicking Mark All.

Create the table of authorities

Click where you want to insert the table of authorities.
To make sure that the document is paginated correctly, you need to hide field codes and hidden text, if the TA (Table of Authorities Entry) field are visible, click show/ Hide in the paragraph group on the Home Tab,
On the References tab, in the Table of Authorities group, click insert.

Table of Authorities

In the Category box, click the category that you want to include in your table of authorities. To include all categories, click All.
Do one of the following:
To use one of the available designs, click a design in the Formats box.
To use a custom table of authorities layout, choose the options that you want.

Built-in Templates

Built-in templates provide a preset structure for several common types of documents, including:

Faxes
Letters
Memos
Reports
Resumes
Web pages
Documents without custom formatting

You can create documents using these basic templates as they are, or you can modify them to better suit your needs.

Custom Templates

If you have formatting or a layout that you use frequently in your work but that is not offered in Word’s collection of preset templates, you can easily create a new template using your own formatting and settings. The new template can then be saved with Word’s other templates and accessed each time you want to use the custom format.

Mailing Menu

The Mail Merge feature allows you to write to many different people with the same information which can be modified for each individual. Mail Merge involves creating two documents. A Main Document (Mail Merge File) and a Data Source. Combining these files into a single document automates time-consuming tasks such as (form) letters, labels, memos and reports.

Mail merge Wizard

Click on the Mailings tab.
When you click on the arrow beside start Mail Marge, a drop-down list appears.
Select the last option ,”Step by step Mail Merge Wizard .”
Select Letter (or whatever type want) as the type of document
Click on the “Next: Starting document “link at the bottom of the task pane
Select your starting document.

Selecting a Template

Select “Start from a template.” This up a link you click on to “Select template”.
This opens the “Select Template ”dialog box.
Select the “letters “tab and choose ”Oriel Merge letter. “Click Ok.

Selecting Recipients

Select “Use an existing list “Click on the “Browse “link.
Locate and open the file containing your data source.
This opens dialog box)in which you select the table (the named range define within Excel)containing the mail merge recipients info you want to pull into the merge fields in your document .
Select whatever you named the range in your spreadsheet containing the names and address you want to use for the mail merge.
Make sure to check the box indicating that the first” row of data contain column headers so that the field labels (Last Name, First Name, Address 1,etc .) on your spreadsheet won’t be mistaken for data.
This opens the Mail Merge Recipients dialog box. Here you can select which recipients to include or exclude by name.
Click on the link “Next : Write your letter” to go on to the next step to edit the mail template letter content.

Inserting Merge Fields

Pick the data field and replace with your own.
Go on to the and field and step to preview your letters by clicking on the link at the bottom of the task pane.

Matching Fields

When you click on the Address block link, a dialog box appears in which you can choose the format of the address. Also, you can click on the Match Fields button to match the missing address field (the Match Fields button is also on the mailings tab in the “Write and Insert Field “ grouping).

Clicking on the Match Fields button brings up dialog box. Use the Address I drop-down list to select the street field name from the Excel spreadsheet.

Previewing Results

You have buttons on both the preview Results group on the Mailings ribbon as well as the task pane to look at different recipient info before going on to the next stop to complete the merge.

Completing the Merge

Click on the link,” Next : Complete the merge”
Click on the link “ Edit individual letters “ which you can from the screen tip is the link to “Merge to new document.” This is also a button on the “ Finish & Merge” dropdown list on the Mailings Ribbon.
The print link on the task pane or print documents on the ribbon drop-down list allows you to merge directly to the printer. When you click on the link to edit the letters.
you can choose whether to merge all selected recorders. Click Ok and then a new merged documents entitled Letters I is created. It contains the individual letters for each recipient . If you look at the status bar, you will see that it indicates multiple letters.

Review Menu

The review tab is useful in a number of ways. For instance, you can use it for proofing your document, adding or removing comments, and tracking changes among other things.

Spelling & Grammar (F7)
Thesaurus (Shift + F7)
Word Count (Ctrl+Shift+G)
Language
Comments
Tracking
Changes
Compare
Protect

When you need to collaborate on the content of a document or if you need someone to proofread your document, Word’s Track Changes and Comments features make it easier for you to collaborate with others. Tracked changes are really just suggested changes. To become permanent, they have to be accepted. On the other hand, the original author may disagree with some of the tracked changes and choose to reject them.

If you edit a document without tracking changes, it’s still possible to use reviewing features such as Accept and Reject. You can do this by comparing two versions of the document. All you need is the original document and the revised document, and they must have different file names.

View Menu

The view tab will be mostly used with your complete document, usually to see how it will look like. There are other important commands like the documents view and the show/ hide ruler option.

Working with different document views
Show / hide rules, gridlines, navigation Pane
Working with different Zoom
Window environment
Switch Windows

Macros:

Macros is used to record an action or set of action through any icon or keyboard command.

Click on Record Macro, it will bring up Record Macro dialog, allowing you to enter a Macro name. Under Assign macro to options, click Keyboard button to assign a hotkey.

Now place insert cursor in Press new shortcut key box, and assign a hotkey by pressing keys combination. Click Assign to assign hotkey to macro, and then click OK.
You will see recorder-like image with pointer, indicating that macro is being recorded. We will do some formatting over the text like insert drop box, change paragraph color etc.

To stop recording macro, head over to View tab and from Macro options, click Stop Recording.
Now you can use this macro through command or icon.

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Information Technology

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MS Word 2010

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