Microsoft Word 2010 (Beginner)

Microsoft
Word 2010
Beginner
Introduction to Microsoft Word 2010
RUNNING MICROSOFT WORD

USAGE: Microsoft Word can be accessed through the desktop or through
the Start menu (located on the taskbar at the bottom of the screen).
If you have assigned a shortcut to your desktop,

double-click on the Microsoft Word 2010 icon to run
the application.
Although the quickest way of running Word is obviously through the

desktop, you can also access the Start menu which allows you to
locate any program available on your system.
Follow these steps to run Word from the Start menu:
Click on this button (located along the far left side of

the taskbar) to access the Windows Start menu.

Select from the pop-up menu.
Select from the sub menu.

Select Microsoft Word 2010 from the sub-menu.
THE WORD SCREEN

After you start the program, you are taken into a blank untitled document where you may begin
entering your text. The screen can be quite intimidating the first time you see it as there are so
many items displayed on it. However, if you take a few minutes to familiarize yourself with the
various screen elements, the program will become easier to work with.
Along the top left corner of the screen is the Word button which is used to manipulate the
program window (minimize, maximize and restore its size, move it, close it). To the right of the
Word Button is the Save tool as well as the Undo and Redo tools. Since those are tools that
are most often used, they are placed in a convenient location on what is referred to as the
Quick Access Menu. Click on the button to the right of these tools to customize this Quick
Access Menu.
The name of current document followed by the application name is displayed in the middle.
The far right side of this line contains three icons for minimizing,
maximizing, and closing the document or program:
The second line contains tabs which are used to access a series of
Ribbons to help you quickly find the commands needed to
complete a task. Commands are organized in logical groups that
are collected together under these tabs. Each tab on the Ribbon
relates to a type of activity, such as inserting an object or laying out
a page. To reduce screen clutter, some tabs are shown only when
they are needed.
There is no way to delete or replace the Ribbon with the toolbars

and menus from previous versions of Microsoft Office. However,
you can minimize the Ribbon to make more space available on the
screen. To quickly minimize the Ribbon, press C+!. If you
prefer using the mouse, point to an empty space just to the right of
the last tab across the top of your screen and click the [RIGHT]
mouse button. From the pop-up menu, choose Minimize Ribbon.
If you press C+! a second time, the Ribbon will again be

displayed. If you prefer using your mouse, point just to the right of
the last tab and click your [RIGHT] mouse button. From the pop-up
menu, again choose Minimize Ribbon (this time to de-select it).
Use the A key to access the ribbon directly from the keyboard.
For example, if you were to press A+n, you could access the
Insert Ribbon. Each time you press A, Word displays
corresponding letters for the ribbon items to help you to continue
using keyboard shortcuts to select them.
Along the right side of the screen is the scroll bar used to quickly
move (vertically) within your document. Use the arrows located
across the top and bottom of the scrollbar to move up and down.
To move more quickly, drag the small rectangle located within the
scroll bar to the desired location (up or down).
If you zoom to a larger size than can fit horizontally within the
window, a horizontal scroll bar will appear across the bottom of the
screen.
Below the vertical scroll bar are three buttons which are used to
move up and down between pages and/or document objects.
The Ruler indicates the current margins and tab settings and is
displayed across the top and along the far left side of the typed
document. Click on (located towards the right side of the
screen just above the vertical scroll bar) to toggle the ruler on/off.
The actual typing area is the large interior portion of the window
that the program uses to display its data and special symbols. In
Word, this working section is referred to as the Text Area.
Within the text area you should see a small blinking vertical line,
referred to as the Insertion Point or cursor. It marks the spot
where your next typed character will appear.
You should also see an I-beam which indicates where the mouse
pointer is located. As you move the mouse to the Ribbon area at
the top of the screen or along the left or right edges of the
document, it will change into the shape of an arrow . The arrow
is used to point to items within the Ribbon or to select lines of text.
Just below and to the left of the vertical scroll bar is the Zoom Area.
Notice you can click on the increase or decrease buttons to
change the zoom factor. You can also drag the slider horizontally
to change the text size as it appears on the screen. Word displays
the current percentage just to the left of this area.
To the left of the zoom area are five View Icons. These are used
to change the current page for display purposes. Simply click on
the view you want to switch to.
The far left side of this line contains the Status Bar which indicates
the number of pages and how many words have been entered in
the document, as well as information on proofing tools.
NOTE: If you have a document with a Table of Contents,

Word displays a Navigation pane along the left side of
the screen with each of the topic listed.
To make working with multiple documents less confusing, Word

displays all opened documents along the taskbar at the very bottom
of the screen. Rather than having to access the Ribbon labeled
View to switch between opened windows, you can simply use your
mouse to click on the name of the file you want to access directly
on the taskbar. Once selected, that document becomes the active
window.
WORKING WITH HELP

USAGE: Word has an extensive help database that can assist you with
virtually any topic you encounter while working with the program.
Help can be as generic as explaining how to print within the

program or as specific as detailing each item within a dialog box.
To display help, simply click on this tool (located on the far

right side of the tabs and just above the Ribbon).
There are several buttons across the top of the help window:
If you have been moving between help topics, click on the

back arrow button to return to the previous help topic.
If you have returned to a previous help topic, click on the

forward arrow button to display the next topic.
If you are viewing a topic online and it is taking a long time to

load, click on this button to cancel the help page.
Click on this button to refresh the help window.
Click on this button to return to the original help topic list.
Click on this button to print the current help topic.
Click on this button to increase/decrease the text size for

viewing purposes in the help window.
Click on this button to access Words complete table of

contents for help. A separate pane will be opened along the
left side of the help window, listing all help topics. To view a
topic, simply click on its title. Click on this button a second
time to close the contents pane.
Click on this button to keep the current help topic on top.
Click on the down arrow beside this button to

select the type of help topic you would like displayed.
By default, help is connected to the

online Microsoft Office website. Click on
this button (lower right side of the status
bar) to disconnect from the website and,
instead, search for help topics available
only on your computer.
PRINTING HELP TOPICS
If you find a help topic that you feel might be a good idea to print,
you can have Word send that topic to the printer. This comes in
handy when a screen lists several choices or perhaps lists various
keyboard shortcuts.
Click on this tool to print the current help topic. A dialog box
containing two tabs will be displayed:
The first tab (labeled General) is divided into three main sections,
as discussed below:
Select Printer This section is used to select the printer. There

is also a checkbox to print the topic to a file.
Page Range Use this section to specify the print range.
Number of copies Sets the number of copies to print. If you are

printing more than one copy of a multiple page
topic, you can check the Collate box to have
Word organize each set of copies for you.
The second tab (labeled Options) contains the following items:
Print frames This section is only used for pages that have
been divided into multiple frames and is not
always available.
There are also two check boxes at the bottom of this dialog box that
allow you to print related linked documents as well as a table that
lists the links in the document.
Printing all links will also print any documents referred to (via links)
by the displayed topic. Printing a table of links adds a table at the
end of the printout which lists all linked documents.
When done, choose to begin the printing.
EXITING HELP
Click on this button (located in the top right corner) to

close the help window and return to your document.
SCREENTIPS
A common problem most users encounter is not knowing what

each tool on the screen represents.
For example, the SAVE tool is displayed as a 3.5" diskette which

some users do not immediately relate to saving a file.
To alleviate this problem, Word offers quick mouse assistance on

each tool, referred to as ScreenTips.
As you point to a tool, Word will display a quick

note as to the tool's function.
VIEWING OPTIONS
USAGE: Word provides more than one way to view a document. The five
views include Print Layout (the most common), Full Screen
Reading, Web Layout, Outline, and Draft. The main difference
between these views is your personal preference as to how you
want to work with the document. Each view has its own unique
format. You can switch between the views at any time. It is also
possible to zoom in or out of a document to get different
perspectives of the same page.
You can change the display mode by either accessing the

Document Views section on the View Ribbon or using the
viewing icons located towards the bottom right of the screen:
Click on this button to switch to Print Layout view.

This display shows the final page layout while still
allowing you to edit the document. Headers, footers
and all formatting are displayed within this view.
Click on this icon to switch to Full Screen Reading

Layout view. This view is best when opening simply
for reading as it hides most of the screen elements.
Click on this icon to switch to Web Layout view. This

display is used to create documents for the Internet.
Click on this icon to switch to Outline view. This view

allows you to work with large documents - collapsing
certain sections while expanding others.
Click on this button to switch to Draft view. Headers,

footers and most of the formatting are not displayed
within this view.
If you click on this button (located to the right of the

viewing icons) a dialog box will open whereby you can
select a Zoom factor for the text displayed on the
screen. You can also use the and buttons to
increase/decrease the zoom factor.
You can also access the Zoom section on the View

Ribbon to switch to a specific zoom factor, 100%,
one page, two pages, or page width view.
DISPLAYING NON-PRINTING SYMBOLS
This tool (located within the Paragraph section on the Home

Ribbon) toggles between displaying/hiding non-printing
symbols, such as hard returns, spaces and tabs.
SHOW/HIDE SCREEN ELEMENTS
The Show/Hide section on the View Ribbon is used to display

(when checked) or hide various screen elements. These elements
include the ruler (to see your margins), gridlines (to align graphic
objects), the message bar (to complete required actions), the
document map (to navigate through the structural view of your file),
and thumbnails (to quickly move through a large file).
WORKING WITH A FULL READING SCREEN
The full screen reading layout hides most of the screen elements so
that you can easily read only the text within the document. This
view is useful when reviewing a document from a colleague.
While in this view, there are a

series of tools across the left side
of the screen which are used to
save, print, translate, highlight,
and add comments.
Across the top center of this screen, Word

displays the current page number along with
the total number of pages within the document.
The right side of the screen is used to change

viewing options (increase or decrease text size,
display one or two pages at a time, allow typing
to be performed from within this view, track
changes, show comments, and show the
original or final version of the document).
RETURNING THE SCREEN TO NORMAL
When done reviewing the document in this view, click

on this button to close the full screen reading layout
and return to the normal view.
SAVING A DOCUMENT
USAGE: After having typed a document, you will want to save it and assign
a name that will allow you to easily find it again. If you access the
File tab (across the top of the screen in the ribbon section), you will
notice two options for saving a document: Save and Save As.
Save is the normal save feature which will ask you the first time you
save a file to assign a name to it. From that point on, choosing
SAVE will simply update the file to include the new information. On
the other hand, Save As saves an existing file under a new name
or as a different format to be imported into another program.
Click on the Save icon (located on the Quick Access Bar).
The first time you save a document, Word provides a dialog box
prompting you to enter a file name, as shown below:
Along the left side of the dialog box, Word displays the Navigation
Pane. This pane lists common/favorite locations (links) as well as a
section for browsing your folders and drives. You can hide/display
the Folders List section at the bottom of this area by clicking on
the arrows.
Use the address bar to determine the path, as shown below:
Notice the path is displayed horizontally on the bar. For example,

in the diagram shown above the currently selected item is the
Data drive (W) which is part of your computer. To get to that
folder, you had to first choose your computer, then the Data drive
(W). This new layout is commonly referred to as bread crumbs
because it shows you the path that was taken to get to the current
location.
You can easily move to another folder on the W drive by clicking

on the arrow beside the drive name and then selecting a different
folder to view.
In the box provided, enter a name for the new file. Letters,
numbers and spaces are allowed. Enter 1-255 characters.
Notice that Word defaults to assigning the docx extension.
If you want to save the document in another format (such as

another word processing application or any previous version of
Word so that someone else can edit the document who does not
have this version), click on the down arrow beside the box
labeled Save as type and select the format from the list provided.
Enter a name for the document in the box labeled File name and
then click on to actually save the document.
TIP: The shortcut key for saving is C+s.

USING THE AUTO SPELL CHECKER

USAGE: Word offers an automatic spell checker which, as you type, checks
words to see if they match the installed dictionary. Simple
corrections will be performed automatically for you. If you type a
word that is not included in the installed dictionary, Word will flag it
as a misspelling by underlining it in red. The underline is for
viewing purposes only and will not be printed.
You can quickly correct the spelling mistake using your mouse.
Click the [RIGHT] mouse button while pointing to the flagged word.
A pop-up menu will appear as shown below:
The top below portion of the pop-up

menu offers suggestions for the flagged
word. Notice that Word also allows you
to ignore the word (regardless of how
many times it is contained within the
document) or add the word to the user
dictionary for future reference.
You can also instruct Word to

automatically correct this mistake in the
future by choosing the AutoCorrect
option or change the Language that is
being used to check the spelling. In
addition, you can access the spell
checking dialog box or lookup the word.
USING THE SPELL CHECKER

USAGE: Before printing and sending a document out for others to read, you
should always spell check it for typing errors. By comparing words
in your file against the dictionary, Word can check your spelling and
alert you of possible mistakes.
For each word the program cannot find in its dictionary, Word asks
what to do. You will be able to choose to change the spelling,
suggest alternative words, have the word remain as it is, or add the
word to the dictionary. Word also checks for words that are
incorrectly capitalized and for repeated words.
Click on the Spelling and Grammar tool (located within

the Proofing section on the Review Ribbon).
Word will display the following box:

The top section of the box contains the first unrecognized word -
shown in red with its accompanying sentence so you can see how
you were using the word within the document. The bottom of the
dialog box contains suggestions for correcting the flagged word.
The following buttons are provided within the spell checking box:
If the word should remain as it is, select the

Ignore Once button. Word also offers the
option of Ignore All if the word in question
appears throughout the document.
If the word should be added to your custom

dictionary for future reference, click on this
button.
If one of the suggestions is correct, double-

click on the correct spelling or highlight the
word and choose the Change button. If you
are afraid you misspelled a word more than
once, click on the Change All button.
If both the word and suggestions are incorrect,

you can type the correct spelling yourself since
your cursor is already blinking in the top
section (beside the selected word).
Afterwards, press E or select Change.
Use this button to add the word to the

AutoCorrect list. In the future, when you
misspell this word while typing, Word will
automatically correct it - without you having to
access the spell checker.
Reverses the latest actions made during the

current spell checking session.
Check this box to include grammar checking.

This button is used to change the options associated

with spelling and grammar features.
This box provides a variety of options to customize how the spell

checker works. You can specify whether to suggest and where to
get the suggestions and what you want to ignore during the spell
checker (such as uppercase words or words containing numbers).
Click on to add or modify custom dictionaries,

such as medical and legal to be used during spell checking.
In addition, you can specify grammar options, such as how often to

check, and what writing style to use.
Once all options are selected, choose . You will be
returned to the original spell checking box where you can continue.
After running the spell checker, save your document again.

PRINTING YOUR DOCUMENT

USAGE: Obviously, youll need to print at some point. You can choose what
part of the document to print (such as the current page, multiple
pages or the entire file). In addition, you can specify which printer
to use and how many copies youd like.
Click on the File tab on the Ribbon and select

Print from the pull-down list of options.
The Print window will be displayed:

A preview of the document as it will be printed appears along the

right side of this window.
Use this section to zoom in and out of

the document.
Use this button to quickly display the full page.
Use this section to move between pages within the

print preview.
Click on this button to select the printer you

want to use.
Click this item to access additional

properties for the printout.
Use this section to specify which page(s)

should be printed.
Specify whether you want a single-sided or

double-sided printout.
You can choose to collate multi-page

documents so you dont have to go back
and arrange them manually.
Choose whether you are printing landscape

or portrait.
Use this section to specify your paper size.
Set your margins for the printout.
If youre creating a booklet, you may need

this to combine pages on a single sheet.
Provides detailed document settings.
Click on this button to begin printing.
TIP: The shortcut key for printing is C+p.

CLOSING A DOCUMENT
USAGE: Although you can have several windows (documents) open at the
same time, it is usually a good idea to close a file once you have
saved and printed it if you no longer need to continue editing.
Click on the close button in the upper right corner of the

window to close the current document. If you only have one
document open and you click on this icon, Word will close
the entire program.
If you only have one document open and dont want to close the
entire application, you can close the document by accessing the
File tab on the Ribbon, as shown below:
Select Close from the pull-down list of options.
NOTE: If you have made changes to the file and have not
saved those changes, Word will ask whether you want
to save the changes before closing the file.
CREATING A NEW DOCUMENT

USAGE: When you first access Word you are automatically taken into a
blank, untitled document where you may begin entering text. If,
however, you are in the midst of working with one file and then
decide to create another document, you will need to instruct Word
as to what type of new document you want to create.
To create a new document, select New from

the pull-down list of options within the File tab
on the Ribbon.
The following window will be displayed:

You can create a blank document or base the new file on one of the
built-in templates that come with Word. A template is used to
determine the basic structure of the document and can contain
predefined settings, such as fonts, page layouts, graphics,
formatting, and macros.
The right section of the window displays a preview of the currently

selected template. To preview a template before actually selecting
it, click on its name and then look at the right side of the window.
Once you decide which template you would like to

use, highlight its name and then click on this button.
The new document will be created - based on the template you

have selected.
NOTE: To quickly create a new blank document without first

having to access the Office menu, press C+n.
SWITCHING BETWEEN MULTIPLE DOCUMENTS
When working with two or more open documents, you can switch
between them by accessing the View Ribbon and then clicking on
the button labeled Switch Windows or you can quickly switch
between open documents using the Windows taskbar (located
along the bottom of your screen), as shown below:
Each time you create a new document or open an existing one,

Word displays it along your taskbar - making it easy to access.
Simply click on the document you want to switch to and that file will
become the active window.
If there is not enough room on the taskbar to

display all of your open documents, Word will
stack the documents under this icon.
Either point or click on the icon to display a preview of each of your

opened documents, as shown below:
Simply click on the document you wish to work with.

OPENING AN EXISTING DOCUMENT

USAGE: When you want to work on a document that already exists, you will
need to open it. If its a file that you have been working on recently,
you can select it from a list provided by Word of recent files.
To open an existing document, select Open

from the pull-down list of options within the File
tab on the Ribbon.
If you select the option labeled Recent from

this list, you will be taken to a box displaying
your most recently used files.

Along the left side of the dialog box, Word displays the Navigation
Pane. This pane lists common/favorite locations (links) as well as a
section for browsing your folders and drives. You can hide/display
the Folders List section at the bottom of this area by clicking on
the arrows.
The address bar is displayed, as shown below:
Notice that the path is displayed horizontally on the bar. For

example, in the diagram shown above the currently selected item is
the Data drive (W) which is part of your computer.
To get to that folder, you had to first choose your computer, then
the Data drive (W). You could then select the folder containing
your Word documents.
This layout is commonly referred to as bread crumbs because it

shows you the path that was taken to get to the current location.
You can easily move to another folder on the W drive by clicking

on the arrow beside the drive name and then selecting a different
folder to view.
Across the top of the window are the following buttons:
Click on this button to access the Organize pull-down

menu. From the resulting pull-down list, select the
operation (e.g., cut, copy, paste, delete, rename) you
want to perform on existing files listed within this box.
Click on this button to create a new folder.

When ready, double-click on the name of the file you want to open
or highlight the name and click on to open the file.
If you click on the down arrow beside

the button, you can choose
from a list of options (such as opening
the file as read-only or in your Web
browser).
TIP: To open more than one file at a time, select the first
file by clicking on its name once to highlight it. Next,
hold the C key down as you click on each
additional file to be opened. Once all files have been
selected, click on to actually open them.
Each file will be placed in its own window.
TIP: The shortcut key for opening files is C+o.

NAVIGATING WITHIN A DOCUMENT

USAGE: When working with large files you should know the quickest ways of
moving from page to page and from one area to another.
Z Moves one line up.

Y Moves one line down.
Q Moves one character to the left.
R Moves one character to the right.
C+R Moves one word to the right.
F+Q Moves one word to the left.
F+Y Moves one paragraph down.
F+Z Moves one paragraph up.
} Moves to beginning of the current line.
~ Moves to end of the line.
C+g Moves to specified page number.
F+} Moves to beginning of the file.
F+~ Moves to end of the file.
O Displays the previous screenful.
N Displays the next screenful.
To scroll through the document using the mouse, click on one of

the arrows located on either the horizontal or vertical scroll bar.
If you drag the scroll box on the vertical scroll bar up or down, Word
will display the current page number to the left of the box. When
you see the desired page, release the mouse button and that page
will be displayed.
If you are using a mouse with a scroll wheel, roll the rubber wheel
(located between the [LEFT] and [RIGHT] mouse buttons) forward
or back to quickly scroll through large documents.
NOTE: If you are using the mouse to move through a

document, remember that you must click on the new
page before the cursor will move to the new location!
Directly beneath the vertical scroll bar are two icons. The
top one moves to the previous page while the bottom icon
moves to the next page.
Click on this button (located between the previous and next

page icons) to change the method by which the previous and
next buttons will navigate through your document. For
example, you can set them to move from one graphic picture
to another rather than from page to page.
Once you click on the Select Browse Object button, a pop-

up box appears:
Each icon within this box represents a type of object

available within a Word document. The object you select will
be used to browse through the document. For example, if
you select the table object, the previous and next buttons will
go to the previous or next table within your document.
The previous and next buttons change color (to blue) if you
select anything other than page (the last icon on the first line
of the box) as the object.
You can see the description of each icon as your mouse

hovers over an icon.
If you click on the left side of the status line where the current page
number and section are displayed (located at the bottom of your
screen), Word will ask what page to "Go To".
REPLACING TEXT
USAGE: In Word you are automatically placed in insert mode. If you move
your cursor to a line where text exists and begin typing, Word will
insert it and move the existing text over.
REPLACING EXISTING TEXT
There will be times when you would rather type over existing text.
To do this, use the mouse or the keyboard to select the text to be

replaced as described below:
Move the mouse pointer to the beginning of the text to be selected.

Next, click and drag to highlight the desired text.
Move the cursor to the beginning of the text to be selected. Hold

the S key down and use the arrow keys to highlight text.
After you have selected the text (using either the mouse or the
keyboard method discussed above), simply begin typing. The
highlighted text will be replaced by the new information.
DELETING TEXT
USAGE: When a block of text is no longer needed, you can easily remove it.
Deletes the character to the left of the cursor. Works

like a correctable backspace on a typewriter.
= Deletes the character to the right of the cursor.
SELECTING WITH THE MOUSE
Word Double-Click anywhere on the word.
Line Move the Insertion Bar to the left of a line until

it changes to an arrow . Click once.
Sentence Hold the F key down and click the mouse

button anywhere on the sentence.
Paragraph Move the Insertion Bar to the left of a line until

it changes to a pointer arrow . Double-Click.
Triple-Clicking on a paragraph also selects it.
Any Text Move the Insertion Bar to the beginning of the

block you want to delete. Click and drag.
Entire File Move the Insertion Bar to the left of a line until
it changes to a pointer arrow . Hold C
down and click once. Triple-Clicking on the left
side of the screen also selects the entire file.
You can also press C+a to select the
entire document.
You can also use this button (located within the

Editing section of the Home Ribbon) to select
items. The pull-down list includes options for
selecting everything within the document,
graphic objects, or text with similar formatting.
After selecting the item(s) you wish to remove, press =.

SELECTING NONCONTIGUOUS TEXT
To select multiple pieces of text from different parts of a document,

you will need to select the first item and then while holding down
the C key, select the additional text items. For example, to
select three words that are located in different paragraphs, double-
click on the first word and then while holding down the C key,
double-click on the other two words. All three words will be
highlighted.
USING THE KEYBOARD TO SELECT TEXT
Hold down S and use the arrows to highlight desired text.
To highlight larger blocks of text, you can use the movement keys
while holding S.
Below is a listing of some quick selecting keys:
S+C+R Selects to the next word.
S+C+Q Selects to the previous word.
S+~ Selects to the end of a line.
S+} Selects to the beginning of a line.
S+C+Y Selects to the end of the paragraph.
S+C+Z Selects to the beginning of the paragraph.
S+C+~ Selects to the end of the document.
S+C+} Selects to the beginning of the document.
Once the appropriate block of text is selected, press = to

remove the selected block of text.
OOPS!! UNDELETING TEXT

USAGE: If you ever delete a portion of a document by mistake, Word has
the ability to undo that deletion. Undo instructs the program to
disregard the last action (whether it was deleting, copying, or
applying format changes). It is important to understand, however,
that certain actions (such as printing and saving) cannot be
undone. Word has the capability of remembering not only the last
action performed but the last several.
Click on the Undo tool to undo the last action.
If you click on the down arrow (to the

right of the tool), you can scroll through
the last several actions.
Move your mouse down the list to

highlight the number of actions to undo.
They must be done in sequence!
REDOING/REPEATING COMMANDS
If you undo an action and then change your mind (again), you can
always redo what you have just undone.
Click on this button to redo the last undo.
The Redo button (shown above) changes from Redo

to Repeat depending on what action was last
performed. For example, if you just deleted an item
and then chose to Undo the deletion, Word would
display the Redo button. However, if you just
applied an attribute (such as bold or underline) to a
block of text, Word would display the Repeat button
so that you could repeat the last action (applying the
attribute) for another block of text.
USING CLICK AND TYPE

USAGE: Word has a feature referred to as Click and Type which allows you
to simply double-click at a blank location and begin typing.
Depending on where you click (left, center or right), Word will
automatically apply the formatting necessary to align the new item
to the position where you double-clicked.
If you double-click in a blank spot when your mouse pointer

looks like this, the next item you enter will be left-justified.

looks like this, Word will automatically indent the first line of
new text you enter and left-justify the remainder of the
paragraph. This pointer will only appear when your mouse
pointer is approximately a half-inch from the left margin.

looks like this, the next item you enter will be centered.

looks like this, the next item you enter will be right-justified.
In the example below, turning on the formatting marks shows how

Click and Type adds the blank lines and justification codes:
APPLYING ATTRIBUTES
USAGE: As you enter and edit text, you can change its appearance to add
emphasis. Formatting the text means setting the font and size of
the letters, and emphasizing words using such attributes as bold,
underline or italics. To format characters you can either use the
keyboard or the Home Ribbon. All of the character attributes are
located within the Font section on this ribbon.
Before typing, turn on the attribute and then begin entering text.
When you want to turn the attribute off you select the same tool.
Click on this tool to turn bold on and off.
Click on this tool to turn italics on and off.
Click on this tool to turn underline on and off.
Click on this tool to turn strikeout on and off.
Click on this tool to turn subscript on and off.
superscript
Click on this tool to on and off.
Click on this tool to select from a variety of text effects.
Click on this tool to highlight a block of text.
Click on this tool to change the font color.
Click on these tools to increase/decrease the font size.
Click on this tool to specify upper/lower case.
When you select a block of text, a semitransparent toolbar is

displayed which helps you work with fonts, font styles, font sizing,
alignment, text color, indent levels, and bullet features. When you
see the transparent toolbar appear, simply point to the attribute you
want to set and select it with your mouse.
TURNING HIGHLIGHT ON/OFF
When working on a document with someone else, you may want to

highlight text so that it stands out - just as you would with a yellow
highlighter pen.
To highlight existing text, follow these four steps:
Click on the down arrow beside the Text

Highlight tool on the Home Ribbon.
Select the color you want to use (from

the pull-down list) to highlight text.
When you move to your document, the mouse

pointer will have changed shape. Click and
drag the [LEFT] mouse button to select the
text to be highlighted.
Click on the Highlight tool a second time to

turn it off.
NOTE: If you do not have any text selected before clicking on

the Highlighter Pen, the mouse pointer will
automatically change to the pen so that you may begin
highlighting blocks of text. When done, select the
Highlighter Pen tool a second time to turn it off.
Below is a table summarizing the character formatting keys:
KEYS WITH C
KEY RESULT
b Bold
i Italics
u Underline
KEYS WITH C+S

KEY RESULT
d Double Underline
h Hidden
k Small Caps
w Word Underline
REMOVING ATTRIBUTES
After selecting the text containing the attributes you want

removed, click on the Clear Formatting tool (located within
the Font section on the Home Ribbon).
You can also press C+ to remove most attributes.

CHANGING FONTS & POINT SIZE

USAGE: A font is a family of characters that have the same design. To
change fonts, you select the new font by its name.
Click on the down arrow to the right of the Font tool

(located within the Font section on the Home Ribbon).
Select the new font from the pull-down list. Notice how Word
displays a sample of each font within the pull-down list so
that you can see the font before actually selecting it.
The new font begins at the current cursor location and

continues until the end of the document or until you change it
again. Begin typing your text.
NOTE: Notice that Word displays the current theme fonts

along with the last few selected fonts at the top of the
list for easy access.
NOTE: To change existing text, be sure to select the text first

and then choose the desired font. If text is selected,
as you scroll through the list of available fonts, Word
will display the selected text with the currently
highlighted font as a preview.
CHANGING THE POINT SIZE
Click on the down arrow to the right of the Font Size

button (located within the Font section on the Home Ribbon).
Select the desired font size from the pull-down list.
The new font size begins at the current cursor location and
NOTE: As was the case with attributes, to change existing

text, be sure to select the text first and then choose
the desired font size.
You can also use the following tools (both of which are located
within the Font section on the Home Ribbon) to quickly increase or
decrease the font size.
Click on these tools to quickly increase or decrease

the current font size.
CHANGING THE COLOR OF THE FONT
Although Word defaults to printing your text in black, if you have a

color printer you can change the color of the font by accessing the
Home Ribbon, as shown in the steps below:
Click on this tool to use the last selected color

or click on the down arrow beside the Font
Color tool (located within the Font section on
the Home Ribbon) to choose another font
color.
Select the color you want to use (from the pull-down list) for
the selected text.
The new font color begins at the current cursor location and
NOTE: The color you chose last becomes the default. If you
look at the tool, the current color will be shown (as an
underline for the letter A on the tool).
To view the complete color palette, click on
The following dialog box will be displayed:
The first tab (labeled Standard) allows you to select from a group
of predefined colors.
The box in the lower right corner of the dialog box will display the
current font color as well as the new color you select.
The second color tab (labeled Custom) allows you to further

customize the color applied to the text, as shown below:
Unless you know the exact values for a particular color, follow the
steps shown below to choose a custom color:
Click in the palette area on the color to customize. Notice

the bottom right corner of the screen contains a box labeled
Current. Be sure you see the color to customize in that box
before continuing to the second step.
Drag the color marker up or down to intensify the color.

Notice the New color box at the bottom of the dialog box.
Once you have the desired color, click on the

button to close the dialog box.
APPLYING TEXT EFFECTS
You can also add special effects to text (such as a shadow or an

outline) by accessing the Text Effects tool located on the Home
Ribbon, as shown in the steps below:
Click on this tool to choose from a list of built-in

text effects.
From the list provided, select the effect you want to use.
The new effect begins at the current cursor location and

ADVANCED FORMATTING OPTIONS

USAGE: To access the more advanced text effects, you will need to access
the Font dialog box.
Click on the Font Dialog Box Launcher (located on the Home

Ribbon).
The first tab (labeled Font) offers the following options:
As you make changes within this dialog box, a preview of your

selections is displayed at the bottom.
Font Scroll through the list of available fonts. They

are listed in alphabetical order and contain the
fonts currently installed on your system.
Simply click on the font you would like to use.
Font style Scroll through the list of font styles. The styles
available will depend on the currently selected
font. Click on the style you want to apply.
Size Scroll through the list of available font sizes.

Simply click on the size you want to apply.
Font color Click on this box to specify which font color to

apply to your text.
Underline style Click on this box to specify the type of

underline you want to apply to your text.
Underline color If you have chosen to underline text, you can

click on this box to specify which underline
color you would like to apply to your text.
Effects Use these checkboxes to specify which (if any)

effects should be applied to your text. To
preview each effect, simply click in its
corresponding box (to enable it) and then look
at the Preview section (located at the bottom of
the dialog box). To remove an unwanted
effect, click a second time to remove the check
which will disable the effect.
Preview This section simply displays a preview of the

currently selected options within this dialog box
to let you see how the text will appear if you
accept the current settings.
Click on this button to change the default font

for all future documents to your current
settings.
Click on this button to access a second dialog

box containing more advanced text effects.
The tab labeled Advanced contains these options:
The following options are available within this box:
Scale Click on the down arrow beside this box to stretch

or compress the text as a percentage of what it
currently is set to.
Spacing Use this section to manually increase or decrease the

spacing between the individual characters.
Choose either Expanded or Condensed and then

enter the amount in the box labeled By.
Position Use this section to raise or lower the selected text in

relation to the baseline.
Choose either Raised or Lowered and then enter the

amount in the box labeled By.
Kerning Use this box to have Word automatically adjust the

for fonts spacing between characters to give your words a
more evenly spaced appearance.
Preview This section displays a preview of the currently

selected options within this dialog box.
OpenType If you are familiar with OpenType fonts, you can

Features use this section to customize the settings for these
fonts.
When done, click on to accept the changes made within

the dialog box and return to your document.
USING THE FORMAT PAINTER

USAGE: Word offers a feature which allows you to copy attributes from one
block of text and paste them onto another block. This feature can
save you time by copying the format of an existing block of text.
To use the format painter, follow the steps outlined below:
Select the text containing the attributes to be copied.
Select the Format Painter tool from the

Home Ribbon. If you plan on formatting
more than one block of text, double-click
on this tool.
Your mouse pointer changes to a paintbrush.
Highlight the block of text to be formatted. Word will

automatically apply the same formatting options you copied.
If you only clicked the tool once, Word deactivates this
feature after the first block is formatted.
If you double-clicked the icon to begin with, the Format

Painter remains active until you deactivate it by clicking the
tool again.
Continue highlighting each block of text to be formatted.
TIP: If you include the end of paragraph marker when you

are selecting the block to be copied, Word will also
copy any paragraph formats (e.g., spacing,
justification) along with any character formats.
PAGE SETUP
USAGE: To change the margins, page orientation, and page size or other
features that affect the layout of your page, switch to the Page
Layout Ribbon.
CHANGING MARGINS
Click on the Margins tool (located within the Page Setup

section on the Page Layout Ribbon).
Select the new margin setting from the list provided.
If you need a margin setting that is not included in this pull-down

list, click on Customize Margins. (located at the bottom of the
list) to open a dialog box where you can enter custom margins.
CHANGING ORIENTATION
Click on the Orientation tool (located within the Page

Setup section on the Page Layout Ribbon).
Select the page orientation from the two diagrams provided.
CHANGING PAPER SIZE
Click on the Size tool (located within the Page Setup

section on the Page Layout Ribbon).
Select the paper size desired. If you dont see a size in the list,
click on More Paper Sizes to access the Page Setup dialog box.
ACCESSING THE PAGE SETUP DIALOG BOX
Click on the Page Setup Dialog Box Launcher (located Page

Layout Ribbon).
Using the first tab within this dialog box (labeled Margins), you can
adjust the top, bottom, left or right margins. A preview box is
provided in the lower portion of this box to see how your new
margin settings will affect the document.
The Gutter option refers to an additional margin used when

creating manuals or documents which will be bound. This margin is
added to either the left or top margins to compensate for binding
that may occur. Use this section to specify both the gutter margin
and the gutter position.
The Orientation option can be changed simply by clicking on the

appropriate diagram.
The section labeled Pages is used to specify how your multiple-

paged document will be handled. Mirror margins are used when
creating books/manuals. While reading a book, margins mirror
themselves as the pages are turned to accommodate the binding of
the book. For example, even pages might have a left margin of 2"
and a right margin of 1" while odd pages would have exactly the
opposite settings. When you select this option, left and right
margins are replaced by inside and outside margin settings.
You can select the option of 2 pages per sheet if you want to
combine two pages of text on a single sheet of paper. Word will do
this by adjusting your margins so that two pages can fit on one.
Once Word adjusts the margins, you will probably need to review
the document to make sure the pages have been split properly.
If you are creating a booklet with more than two pages, choose the
book fold option to print your document in landscape format with
two pages per sheet. After selecting this option, you can choose to
limit each booklet to a specific number of pages. If your document
contains more pages than you specify per booklet, Word will print
multiple booklets.
The Apply to section of the dialog box allows you to apply the
margin settings to various portions of the document.
To change the paper size and/or paper source, select the second
tab at the top of the dialog box, labeled Paper.
Click on the down arrow to the right of the Paper size box to
select from one of many predefined sizes.
You can define a custom size by entering a new width or height in

the sections provided.
Using the Paper source section, you can instruct Word as to where
paper should be loaded from.
For example, your printer may have two paper trays. The first page
of a document may require letterhead paper (which is stored in the
top paper tray) while the remainder of the document requires bond
paper (stored in the bottom tray). Select the tray to be used for the
first page as well as the tray to be used for all other pages.
Click on to access a second dialog box where you

can even further specify how the document will be printed.
You can also control advanced layout settings for headers and
footers, section breaks, vertical alignment and line numbers. Be
sure the Layout tab has been selected from the top of this box.
Use Section start to select whether the current section should

begin on a new, even or odd page, a new column or whether the
section should continue from the previous one.
Check the box labeled Suppress endnotes if you want to prevent

endnotes from printing in the current section. Instead, they will be
printed in the next section. Endnotes (like footnotes) are used to
explain, comment on, or provide references for text within a
document. Whereas footnotes are printed at the bottom of each
page, endnotes are typically printed at the end of a document or the
end of a section.
Use the section labeled Header and footers to determine if you

would like different ones added for odd/even pages and whether to
have a separate header/footer for the first page.
The section labeled From edge is used to define header and footer
margins. These two margins are measured from the edge of the
paper - within the page margins you have set.
Use Vertical alignment to determine whether the text on the page

is to be vertically centered or evenly justified between the top and
bottom margins.
Click on to access a second box where you can add

or remove line numbering as well as specify what number to start
with, the increment to be used, and whether numbering should re-
start for each page, each section, or continue until to the end of the
document.
Click on to access a second dialog box which provides

options for adding borders and shading to your text and/or pages.
If the changes you make are to be permanent for the current and all
future documents (based on this template), click .
You will need to confirm this option.
Once settings have been changed, select to close the

Page Setup dialog box and return to your document.
CHANGING MARGINS WITH THE MOUSE

USAGE: You can easily set all four margins using the mouse. However, be
sure you are in Print Layout view before continuing.
Move your mouse to either the horizontal ruler (to

adjust left/right margins) or the vertical ruler (to adjust
top/bottom margins). The pointer will change to one
of these two shapes (depending on which margin is
being changed). If you leave your pointer in place for
a few seconds, a small note will appear - indicating
which margin you have selected (e.g., top or left).
When selecting the left margin marker, you may find

the indent markers to be in the way. Place your
mouse pointer between the first line indent and
hanging indent markers (point more towards the first
line indent marker at the top). Do not begin dragging
until you see the double-arrow.
As you drag the margin, a dashed line will appear across the
page providing an easy method for aligning the margins.
TIP: Hold the A key down while dragging a margin marker, to

display the margin distances in inches (as shown below) - to
adjust the margins more precisely.
TIP: If you double-click on the Ruler Bar, Word will display the
"Page Setup" dialog box.
ADJUSTING THE LINE SPACING

USAGE: Line spacing is the amount of space between lines of text within a
paragraph. When typing a draft, you may want to double space it
to allow room for hand-written comments and corrections. Word is
set for single line spacing but adjusts the spacing to what is needed
to accommodate the largest font size on the line.
The easiest method for adjusting line spacing is through a tool

located on the Home Ribbon:
Click on this tool (within the Paragraph section of the

Home Ribbon) to choose from a list of the most
common line spacing settings.
If you select the option in the list (labeled Line Spacing

Options), you will be taken to the dialog box displayed on the
previous page where you can choose a customized setting.
ADJUSTING PARAGRAPH SPACING
You can also specify the spacing before and after each paragraph
within a dopcument. You wil need to use the Spacing section
(located on the Page Layout Ribbon) to adjust the spacing between
paragraphs.
Click in this section to make your changes.

Notice you can either enter an actual value in
the boxes provided or use the up and down
arrows to increase/decrease the current
spacing between paragraphs.
For more customization, click on the Paragraph Dialog Box

Launcher (located on the Page Layout Ribbon).
Select the Indents and Spacing tab from the top of the dialog box.
The first two sections in this dialog box have nothing to do with line
spacing. Instead, look for the third section labeled Spacing which
is divided into three sets of boxes, as described below:
Before/After Sets the spacing before and after a paragraph.

You can either type a number in the box provided
or click on the arrow buttons (located to the right of
each box) to increase/decrease the setting.
Line spacing Sets basic spacing (e.g., single, double).
At Sets precise spacing for pre-printed forms or

documents requiring an exact measurement.
There is also a checkbox within this section that instructs Word not
to add a space between paragraphs of the same style.
When done, click on .

PARAGRAPH ALIGNMENT
USAGE: Depending on the type of document you are creating, you may find
it preferable to have a report title centered between the left and
right margins or to have the paragraphs fully justified.
Word is capable of aligning paragraphs, as shown below:
Word is automatically set for left alignment. To change the

alignment, place your cursor anywhere on the paragraph and select
one of the following tools (located on the Home Ribbon):
Left Aligned
Centered
Right Aligned
Full Justification
TIP: Typically the last line of a paragraph is shorter than

the rest of the paragraph and may not be justified. To
justify the last line, press S+E instead of
E at the end of the line. However, if the line is
very short, there may be large gaps between words.
You can quickly set the alignment before typing within a blank area
by moving your mouse pointer left/right on the page until you see
the pointer change to the desired alignment setting.
The mouse pointer will change shape depending on where you

move it. For example, if you move the pointer in the middle of the
page, the pointer will change to - indicating center alignment.
Double-click at that location and the next text you enter will be
centered.
It is also possible to adjust the paragraph alignment through the

keyboard, using the following shortcut keys:
F+j (Justified)
F+e (Centered)
F+r (Flush Right)
F+l (Left)
All text from within the current paragraph will be aligned

accordingly. As with all other formatting options, you can first
select existing text and then alter its alignment.
REVEAL FORMATTING
USAGE: Word provides a handy feature referred to as Reveal Formatting.
It can be used to troubleshoot your document when encountering
formatting issues, such as font changes and alignment settings.
When activated, this feature reveals all of the formatting properties

for the current word or selected text. These properties are
displayed within a task pane so that you can quickly modify the
format currently being used.
Press S+! to display the Reveal Formatting task pane.
The task pane will change to display the reveal formatting

information, as illustrated in the diagram below:
The top of the task pane displays a copy of the text (or portion of
the text) currently selected. All of the formatting properties that are
currently being applied to the selected text will be displayed in the
window below the sample.
Simple formatting changes can be applied by accessing the

Selected text box (located across the top of the Reveal Formatting
task pane), as shown below:
Click on the down arrow

to the right of the
Selected text box to
display a list of available
options.
Choose from one of the following options:
The first option (labeled Select All Text with Similar Formatting)
allows you to quickly select other text within the document having
the same formatting properties.
The second option (labeled Apply Formatting of Surrounding

Text) is used to apply the formatting of the text on either side of the
current selection. This can be useful if you have inserted a word or
phrase within the middle of a paragraph and the inserted text does
not match the surrounding format.
The third option (labeled Clear Formatting) is used to remove all

formatting for the selected text.
The checkbox labeled Compare to another selection can be used

to quickly see the formatting differences between two pieces of text.
To use this option, select the first piece of text, check the box and
then select the second piece of text to which the original selection
should be compared.
If you then want the second piece of text to match the first, click the
down arrow (to the right of the lower Selected text box) and
choose Apply Formatting of Original Selection.
To compare the original selection to a different piece of text,

uncheck the box and repeat the process.
Beneath the Selected text box you will see different types of
formatting, such as font, paragraph and section. Each format (e.g.,
font, paragraph, section) will have a plus or minus sign to the
left, which allows you to display (plus) or hide (minus) the details
associated within that format. The number of formats will depend
on what is currently selected.
While reviewing the properties of a particular format, you will notice

that the properties that can be modified are displayed in blue and
underlined (similar to a hyperlink).
Simply click on the underlined property to be modified. A dialog

box will be displayed where you can make the desired changes.
There are two checkboxes displayed along the bottom of the

Reveal Formatting task pane.
If your document contains several styles, use the first checkbox

(labeled Distinguish style source) to display the style names from
which the formatting originates. This allows you to verify the
formatting properties that should be applied by a particular style.
This option will not be available while comparing the formatting of
two selections.
The checkbox labeled Show all formatting marks is used to

display all of the non-printing symbols, such as hard returns,
spaces and tabs within your document. This option is the same as
selecting the tool (located on the Home Ribbon and discussed
previously within this manual).
To remove the Reveal Formatting task pane from view, click

on the close button (which is located in the upper right
corner of the task pane).
CHANGING CASE
USAGE: If you have pressed the key by mistake and continued typing
more than a few characters, you can have Word go back and
convert the text to the correct case.
Select the text to be converted.
Click on the Change Case tool (located within the Font

section on the Home Ribbon).
The following choices are available within this list:
Sentence case The first character of each sentence will

be capitalized. Word looks for
punctuation (a period, exclamation or
question mark) to determine the end of
a sentence.
lowercase Converts selected text to all lowercase.
UPPERCASE Coverts selected text to all uppercase.
Capitalize Each Word Capitalizes the first letter of each word.
tOGGLE cASE Switches the case of the selected text to

the exact opposite as it is now.
Select the desired case from the list.

INSERTING THE DATE & TIME

USAGE: You can quickly insert the date and time in the middle of your
document. In addition to selecting the exact format for the
date/time, you can also specify whether it should be updated
automatically. This can be useful for letters you use as a template
for new files.
Click on the Date and Time tool (located within

the Text section on the Insert Ribbon).
Click on the button to change the default setting within

Word to the currently selected format. This setting will be used for
any date codes (e.g., when working with headers or footers) added
to this or future documents.
Select the desired format and choose .

SETTING TABS
USAGE: Tabs are used for creating columnar lists of numbers and text. As
with other paragraph settings, tabs affect the current paragraph and
are stored in the paragraph marker. These settings are then
duplicated for the next paragraph when you press E. The
default tab stops appear every half inch.
When creating tabs, Word allows you to create five types: Left,
Center, Right, Decimal, and Bar.
The left edge of the ruler contains an icon used to select the
type of tab or indent required.
Left Tab
Center Tab
Right Tab
Decimal Tab
Bar Tab
First Line Indent
Hanging Indent
To set a tab, follow the steps outlined below:
Choose the appropriate tab style and then move to the

position on the ruler where the tab should be inserted.
Click the [LEFT] mouse button once at the desired location

and the tab will appear on the ruler.
REMOVING TABS FROM THE RULER
Grab the tab stop and pull it down off the ruler.
MOVING A TAB STOP POSITION
Grab the tab stop and drag it left or right to the new location. A
dashed vertical line will appear to help guide you.
CREATING DOT LEADER TABS
You can use dot leaders for your tabs for items such as phone lists,
table of contents, and indexes.
Chapter 1......................................................................1
Chapter 2......................................................................9
To set a dot leader tab or to set several tabs at once, point to the
location on the ruler where you want to set the new tab and then
double-click on that blank spot (towards the lower portion of the
ruler).
You can also access the Tabs dialog box by switching to the Page
Layout Ribbon and launching the Paragraph dialog box. From
within the dialog box, click on the button.

To clear all existing tabs so that you can start setting new tabs,
click on the button.
If you need to remove a single existing tab, highlight it from within

the list and then click on .
To set a new tab, type in the position number, set the alignment
type, a leader style and then click on the button.
When done setting all tabs, choose .

INDENTING PARAGRAPHS
USAGE: Should you want to change the left margin for only one paragraph,
you may find using the indent command easier than changing the
left margin. Word actually allows for three indent settings: left,
right and first line.
The left indent controls the left edge of all lines within a paragraph
except the first. This indent is measured from the left margin. A
paragraph's right indent controls the right edge of all lines in the
paragraph. This indent is measured from the right margin. A
paragraph's first line indent controls only the left edge of the
paragraph's first line. This indent is measured from the left margin.
Setting it to a negative number would create a "hanging indent."
Click on this button to indent a paragraph.
Click on this tool to outdent a paragraph.
When using the ruler to set indents, drag the indent marker to the
desired position. Notice that when you drag the left indent marker,
the first line marker moves with it. This keeps the first line
indentation you set as you change the left indent. It is possible to
move the first line marker individually.
CREATING A HANGING INDENT
Hold S down while dragging the left indent marker on the ruler.
You can also change the tab selector to the hanging indent symbol
and then click on the ruler to set the indent.
ADDING MANUAL PAGE BREAKS

USAGE: Although Word automatically paginates your documents using the
margins and paper size settings as its guide, there will be times
when you will want to add a page break manually.
To add a page break to your document, move your cursor to the

location where the current page should end.
Click on the Page Break tool (located within the Pages

section on the Insert Ribbon).
If you prefer using the keyboard, press F+E
REMOVING A PAGE BREAK
If you place a page break in your document manually, it is possible

to remove it yourself.
Turn on paragraph markers (from the Paragraph section on the

Home Ribbon).
Manual page breaks are displayed as thin dotted lines with the
words Page Break in the middle.
Place your cursor at the beginning of the Page Break line to be

removed and press =.
INSERTING BLANK PAGES

USAGE: Although Word automatically paginates your documents using the
margins and paper size settings as its guide, there might be a time
when you want to have a blank page inserted in the middle of your
document.
This can be useful when creating long documents with several

sections. You might decide that a blank page between sections
makes sense.
To add a blank page to your document, move your cursor to the

location where the current page should end and the blank page
should be inserted.
Click on the Blank Page tool (located within the Pages

A new blank page will have been inserted into your document at the
current cursor location.
TIP: You can quickly insert a blank page by pressing

C+E.
CREATING COVER PAGES

USAGE: Word has a new feature that allows you to create custom cover
pages for a more polished feel to your document. You first select
one of the predefined cover pages that Word includes and then you
edit it to include your own text.
To add a cover page to the current document follow these steps:
Click on the Cover Page tool (located within the

Pages section on the Insert Ribbon).
From the pull-down list

of built-in cover pages,
select the one youd
like to insert into your
document.
Notice there is an
option within this pull-
down list to remove the
current cover page in
case you change your
mind after inserting
one.
You can also choose to

save the selection to
the Cover Page Gallery
for use in future
documents.
Once the cover page has been inserted, simply click in each
section to customize the text.
MOVING TEXT
USAGE: If you have typed a document and then decide that a portion of the
text should be placed in a different area in the file, you can move
the contents by cutting and pasting.
When you choose to cut text, Word removes it from the current
document and places it in the Windows Clipboard (a temporary
storage area).
Only the last item that was cut or copied is stored within the
clipboard.
To move a block of text from one location to another within your

document, follow these steps:
Select the portion of the document to be moved.
Click on the Cut tool (which is located on the

Home Ribbon). The block of text is temporarily
removed from the screen and placed in the
clipboard.
Move your cursor to the new location.
Click on the Paste tool.
TIP: Using the keyboard, press C+x to Cut and

C+v to Paste text.
PASTE FORMAT OPTIONS
Once an item has been pasted, a small clipboard icon is

displayed at that location within the document.
Click on this icon to select from a list of options that defines how the
item should be pasted. These options depend on the type of
content you are pasting, the application you are pasting from and
the format of the text where you are pasting.
When you click on the clipboard icon

from within your document, a pull-down
list appears offering several formatting
options.
Choose from one of the following options:
Select this option to retain the original format of the

pasted item.
Choose this option to merge the original format of the

copied text with the format of where youre pasting it. For
example, if the original text was bold and the location
where youre inserting the text is underlined, this option
will paste the text with both the bold and underline
formats applied.
Select this option to paste the text without any format.
Set Default Paste Choose this option to access a dialog box

where you can set the default format options
for pasting future items within your document.
COPYING TEXT
USAGE: If you need a portion of text copied within the same file or placed in
another document within Word, you can copy the text. This leaves
the text in its original location while taking a copy of it to the new
location.
To copy a block of text from one location to another within the

document, follow these steps
Select the portion of the document to be copied using either

the mouse or the keyboard.
Click on the Copy tool (which is located on the

Home Ribbon). The block of text is temporarily
copied to the clipboard.
Move your cursor to the new location.
Click on the Paste tool.
TIP: Using the keyboard, press C+c to Copy text and

C+v to Paste.
DRAGGING & DROPPING

USAGE: Word also allows you to cut/copy and paste text within a document
by using the Drag & Drop feature available in most Windows
programs. This feature allows mouse users to place the pointer in
the middle of selected text and "drag" the block to a new location.
Once the location is reached, you "drop" the selected text off.
MOVING TEXT WITH DRAG & DROP
Begin by selecting the text to be moved.
Place the mouse pointer in the middle of the selected text.

The pointer should change to an arrow.
Begin dragging the block of text. A small piece of paper

moves with you. Notice a light cursor also appears -
indicating where the text will be placed when the mouse
button is released.
When you reach the correct location, release the mouse

button. The selected text should have been moved.
COPYING TEXT WITH DRAG & DROP
Begin by selecting the text to be copied.
Place the mouse pointer in the middle of the selected text.

The pointer should change to an arrow.
While holding the C key down, drag the block of text. A

small piece of paper with a plus sign moves with you.
Notice a light cursor - indicating where the text will be placed
when you release the mouse button.
When you reach the correct spot, release the mouse button.
USING THE OFFICE CLIPBOARD

USAGE: You can use the Office Clipboard to collect multiple items (both text
and graphics) to be pasted within Word or other Office applications.
The standard Windows clipboard is only able to store one item at a
time. You have to paste whatever you have cut or copied before
your next cut/copy can be completed.
However, the Office Clipboard can store up to 24 items at a time,

making it easy to collect multiple items to be pasted. If you copy a
25th item, the first item in your clipboard will automatically be
removed to make room for the latest entry.
Depending on your computers settings, choosing to copy an item

and then copying a second one without pasting the first may trigger
the Clipboard task pane to be displayed.
If the task pane is not automatically displayed, you can manually

display it by accessing the following tool:
Click on the Clipboard Task Pane Launcher (located along the

far left side of the Home Ribbon).
The Office Clipboard will automatically be opened and placed within

a task pane, as shown below:
The clipboard will display each of the cut or copied items - with the
latest item placed at the top of the list. If you have cut or copied
several entries, a scroll bar will be placed along the right side so
that you can quickly move through the items.
A small icon is placed to the left of each object to indicate what

application the cut or copied item was originally created in.
Move to the location to which the item(s) should be pasted.
Click on the clipboard item to be pasted.
There are two tools available across the top of the clipboard:
Click on this tool to paste each of the items stored

within the Office Clipboard in the current document (or
within the current Office application).
Click on this button to clear the contents of the Office

Clipboard. It will also clear the Windows Clipboard.
To remove a single item from the clipboard, point to the item you
want to remove until you see a small down arrow .
Click on the down arrow and select Delete

from the list of options.
CLIPBOARD OPTIONS
Towards the bottom of the clipboard is a button which is

used to change the display settings for the Office Clipboard.
From the five options available, check the box labeled Show Office
Clipboard Automatically to open the clipboard within the task
pane when two items in a row have been copied.
Select Show Office Clipboard When Ctrl+C Pressed Twice to

display the Office Clipboard after pressing the copy shortcut keys.
Choose Collect Without Showing Office Clipboard if you prefer

not to display the clipboard within the task pane when two items in
a row have been copied. This option displays the clipboard icon on
the taskbar even if you are in a different application.
Select Show Office Clipboard Icon on Taskbar to display the

clipboard icon at the bottom of your screen.
Choose Show Status Near Taskbar When Copying to display the

status of a copied item on the taskbar.
Check each of the options you would like to enable from the list.
Click a second time to disable the option.
Once the Office Clipboard has been activated, an icon will be

placed on the Windows taskbar (notification tray) along the bottom
right of your screen. If you are in an Office application and the
clipboard is not displayed, double-clicking on this icon will open the
task pane and display the clipboard items. If you are in a different
application (not an Office product), double-clicking on this icon will
display the Office application and activate the Office Clipboard
within the task pane.
If you right-click on the clipboard icon located along the taskbar

at the bottom of your screen, the following list of options will be
displayed:
From this list, you can choose to display the Office Clipboard, clear
all of the items currently being stored within the clipboard, or close
the clipboard. The last item within this list allows you to specify the
display options for the clipboard (which were discussed on the
previous page).
If you do not specify otherwise, the collected items remain in the

Clipboard until you close all Office applications.
WORKING WITH THE THESAURUS

USAGE: If you have used a word several times within the same paragraph,
you may want to use the thesaurus to look up an alternative word.
You can also use this feature to find a word similar in meaning to
the one you want to use, but gets the point across a bit stronger.
Using the mouse, select the word you want to look up

and then switch to the Review Ribbon and click on this
tool (located within the Proofing section) to activate the
Thesaurus Task Pane.
A listing of words similar to the one currently selected will be

provided within the task pane. If there is more than a screenful,
you can move through the list by using the scroll bars provided.
Notice if the selected word has more than one meaning, Word
displays each of those meanings with a list of alternative words.
Each different meaning will have a plus or minus sign to the
left, which allows you to display (plus) or hide (minus) its set of
alternative words. The number of meanings will depend on what
word is currently selected.
REPLACING A WORD
To replace the word in your document

with one of the choices provided within
the task pane, simply click on the down
arrow beside the new word and
choose Insert from the list.
Notice you can also copy the word to

paste in another location or lookup the
selected word.
LOOKING UP A NEW WORD
To look up a different word, simply click in the box labeled Search

and then enter the new word. After entering the word, either press
E or click on .
If you have looked up more than one word, click on to

return to the previous listing.
If you have chosen to move back through the list of thesaurus

choices, click on to move forward through the list.
USING THE AUTO GRAMMAR CHECKER

USAGE: Word not only offers a spell checker but can also act as a proof
reader - letting you know of any grammatical errors within your
document. While spelling errors are underlined in red, grammatical
errors are flagged using a wavy green underline. This underline is
for viewing purposes only and will not be printed.
Once a sentence is flagged as having a possible mistake, you will

notice that the status bar at the bottom of the screen displays an X
with the Proofing icon . This indicates that a spelling or
grammatical error has been found in your document.
You do not need to access the grammar checking box to correct

the mistake. Instead, you can use your mouse, as outlined below:
Click on this icon or point to the underlined word and click the
[RIGHT] mouse button once.
A pop-up menu will appear. The top portion of this pop-up menu
offers suggestions for the possible mistake. Notice that Word
allows you to ignore the mistake.
You can also choose to access the grammar checking dialog box
(shown on the next page) or read a further explanation of the
mistake and examples of how to correct the sentence by choosing
About this Sentence... from the menu.
THE GRAMMAR CHECKER

USAGE: Before printing and sending a document out for others to read, you
should always check it for grammatical errors as well as spelling
mistakes you may have made.
Click on the Spelling & Grammar tool (located within

the Proofing section on the Review Ribbon).
Word will stop at the first spelling or grammar error. Grammar

errors are placed in a dialog box, as shown below:
The top section contains the first questionable phrase - shown in

green with its accompanying paragraph so you can see how you
were using the sentence within the document.
The bottom section of the dialog box contains suggestions for

correcting the mistake.
There are also several buttons on the right side of the box, as
discussed below:
If the questionable phrase should remain as it

is, select the Ignore button. Word also offers
the option of Ignore Rule if the phrase in
question appears throughout the document.
Click on this button to move to the next

questionable sentence.
Click on this button to accept the current

selection in the suggestion box. If you have
manually edited the text in the box, click this
button to make the change.
Click on this button to read an explanation of

the rule.
Click on this button to close the dialog box.
NOTE: If the mistake involves a repeated word, youll have

the option of deleting the additional word.
This button opens a second dialog box where you can

change the options associated with the grammar
checking feature. For example, you can determine
whether you want the program to automatically check
the file for grammar mistakes as you type.
You can also specify whether grammar is checked

when the spelling is and if you want to display the
readability statistics (e.g., average number of words
per sentence, grade level you are writing at). You can
also specify the writing style (grammar and style or
grammar only).
After running the grammar checker, be sure to save your document

again as changes have probably been made to it.
USING BOOKMARKS
USAGE: A "Bookmark" in Word is similar to a physical bookmark you might
use when reading a book - if you want to return to the page you left
off, you insert a bookmark at that location. If you get interrupted
while working on a document, you can set a bookmark so that you
can quickly pick up where you left off.
You can also use bookmarks to mark different sections of a large

document. Instead of trying to remember what page the section
was in, you could simply go to the bookmark.
Word allows you to set several bookmarks within a document.

Each bookmark is given a unique name so that you can quickly
move to a particular location. The name you assign to the
bookmark should remind you of why you set that bookmark.
CREATING BOOKMARKS
Place your cursor at the location you want to mark

and then click on the Bookmark tool (located within
the Links section on the Insert Ribbon).
You may now enter a name for the bookmark (up to 40 characters -
no spaces) and then click on the button.
GOING TO A BOOKMARK
To quickly go to one of your bookmarks, you can either use the

mouse or the keyboard as shown below:
Click on the current page number (located on the status bar at the
bottom left of your screen).
If you prefer using the keyboard:
Press C+g
The following box will be displayed asking where you want to go:
Be sure to select Bookmark from the section labeled Go to what

and then choose your bookmark from the list provided (in the pull-
down list along the right side of the dialog box).
After selecting the bookmark, click on . Your cursor will

be taken to the location where the bookmark was originally created.
The box remains on the screen until you choose .

DELETING A BOOKMARK
If you no longer use or need a bookmark, you should delete it from

the document to remove excess codes.
Click on the Bookmark tool (located within the Links

From the list of bookmarks, select the bookmark to be removed and

click on .
PRINTING ENVELOPES
USAGE: Envelopes are a major part of word processing. In the past, placing
return and mailing addresses on envelopes ranged from using a
typewriter to print labels and sticking them on envelopes to simply
handwriting them. Word has an enhanced feature that can
automatically capture the mailing address from the current
document and place it on an envelope.
The return address can also be filled in or left off, depending on

whether you are using preprinted envelopes.
Once you have completed typing your letter, you will be ready to
add an envelope.
Click on the Envelope tool (located within the Create

section on the Mailings Ribbon).

Select the tab labeled Envelopes. Next, click on in the

Delivery and/or Return address section of this dialog box to choose
from a list of stored addresses. Notice there is a checkbox to omit
the return address if you are using pre-printed envelopes.
If everything is correct, select to immediately begin

printing the envelope.
If you are not ready to print, click on to add the

envelope to the beginning of the document. The envelope will be
added to a page numbered 0.
If you have an electronic postage

application installed (such as
stamps.com), you can check this box to
instruct Word to automatically print the
postage on the envelope. Click on
to customize your
electronic postage settings.
ENVELOPE OPTIONS
To change the size of the envelope, add bar codes, or change the
fonts for the envelope, select the button. A second
dialog box will be displayed, as shown below:
Envelope size Click on the down arrow beside this option

to choose from a list of predefined sizes.
Delivery address Use this section to define the font and

placement of the delivery address.
Return address Use this section to define the font and

placement of the return address.
A preview is provided along the bottom of this dialog box.

PRINTING OPTIONS
Select the second tab (labeled Printing Options) to change how

the envelope will be fed into the printer and from which paper tray.
Feed method Select the way in which the envelope

will be fed into the printer. You will also
need to include whether the envelope
should be fed face up or face down.
Clockwise rotation When feeding envelopes vertically,

check this box to reverse the actual
printing direction.
Feed from Click on the down arrow beside this

option to define how the envelopes will
be fed into the printer (through a specific
printer tray or manually).
When done, click on .

MAILING LABELS
USAGE: Word is commonly used to produce mailing labels. This process is
as simple as providing the program with the information it needs to
know about your labels (printer type, label type/size, quantity).
You can print an address on a single mailing label, or print the

same address on every label on an entire sheet of mailing labels.
You can either specify the mailing address and return address from
the one contained in the current document or you can enter the
address while in the labels dialog box.
Select the Labels tool (located within the Create

section on the Mailings Ribbon).

Be sure to select the Labels tab from the top of the dialog box.
If working with a document containing a mailing address, Word will

select it as the text for the labels. Click on in the Address
section of this box to choose from a list of stored addresses.
To print multiple return addresses, check Use return address.
In the bottom left corner of the dialog box are options to print a Full
Page of the same label or a Single label. If you are not printing a
full page of labels, select the Single label option, which allows you
to specify the number of labels to print.
If you have an electronic postage

application installed, you will also see
this box which, when checked, will print
the postage directly on the envelope.
Click on to customize
your e-postage settings.
To begin printing your labels, click on the button.

CHANGING LABEL FORMATS
Word has all of the standard Avery label definitions available as

well as many other label vendors.
To choose a different label format, select .
Select the type of printer on which the labels will be printed.
Choose between continuous-feed and page printer label formats,

depending on your requirements.
Select the vendor of the labels you are using.
Next, choose the type of label from the Product number section.
To the right of the product number is a Label information box
which displays details for the currently selected product to help you
determine the correct label to use.
CREATING CUSTOM LABELS
If you have labels that do not fit any of the predefined formats,
choose the format closest to your label and click on .
Change the Label name to identify your custom label.
Next, change the format features as needed for your custom label.
As you make your changes, Word adjusts the Preview of the label
to match your specifications.
When all changes have been made, click on .

TEMPLATES
USAGE: Word's Template feature allows you to create documents which
may be used for files with standard information or formatting codes.
Rather than creating new documents each time, a template file may
be set up.
Templates may consist of text, styles and/or formatting codes.

There are several built-in templates to create memos, fax covers,
newsletters, and other business as well as personal documents.
When you create a new document, Word needs to know which

template to apply to the new file. The default setting is a template
called Normal. If you do not tell Word otherwise, all new
documents will be based on this template.
The "Normal" template is a blank document containing the default

margin, character and paragraph formatting codes. You may edit
the "Normal template or create a number of your own templates.
Template files within Word 2010 contain the extension .DOTX
Once the template is saved, you can create new documents based
on that template. You will simply choose to create the new
document based on that particular template.
Each time you create a new document based on a template, Word

creates a new document (untitled until you save it) but places all of
the text and/or formatting codes in that file based on the selected
template.
CREATING A NEW TEMPLATE
The simplest method for defining a new template is to create a

document as you would any other and then save it as a template.
After creating the document and inserting all of the necessary

codes and graphics for the template, follow the steps outlined
below to save it as a template for future documents to be based on.
Select Save As from the pull-down list of

options within the File tab on the Ribbon.

Click on the down arrow beside the Save as type option

and select Word Template (*.dotx).
Be sure you have entered a descriptive name for the

template before clicking on the button.
NOTE: Notice that Word automatically assigns the extension

.DOTX to template files.
Normal Microsoft Word documents are assigned the

extension .DOCX.
USING A TEMPLATE
To use the template that you created, you will follow the usual steps
to create a new document with one exception. You will choose
your template as the one to base the new document on.
To create a new document based on an existing template, follow

the steps outlined below.
Select New from the pull-down list of options

within the File tab on the Ribbon.

Select the My templates category.
From within this dialog box, select the template to base your
new document on.
Select Document as the type of new file to create.
Choose to actually create the new file based on

the currently selected template.
OPENING A TEMPLATE
If you realize that a template needs to be modified, you can open it

as you would any other document. Once opened, you will be able
to edit the template and then save it again. You can also edit the
Normal template to set any defaults you would like applied to all
documents created using the default template.
To open a template, follow these steps:
Select Open from the pull-down list of options

within the File tab on the Ribbon.

Change the Files of type: section (located at the bottom of

the dialog box) to include only Document templates
(*.dotx). You may need to switch drives/folders to locate it.
Select the template to modify and choose .
Make the changes youd like to the template and then save it again
as you would any other document.
APPLYING A DOCUMENT THEME

USAGE: You can quickly and easily format an entire document to give it a
professional and modern look by applying a document theme. A
document theme is a set of formatting choices that include a set of
theme colors, a set of theme fonts (including heading and body text
fonts), and a set of theme effects (including lines and fill effects).
To quickly apply one of the existing document themes

to the current file, click on the Themes tool (located
within the Themes section on the Page Layout
Ribbon).
Select the theme to be applied from the list provided. If you decide
you dont like the theme you selected, notice there is an option to
reset the theme back to the original template setting. You can also
make changes to the theme and then save it as a new theme.
Click on this button (located within the Themes

section of the Page Layout Ribbon) to customize the
theme colors being applied to your document.
A list of theme colors will be displayed. Click on the

one you want to apply. Notice you can also choose to
create your own color theme.
Click on this tool (located within the Themes section

of the Page Layout Ribbon) to customize the theme
fonts being applied to your document.
A pull-down list of theme fonts will be displayed. Click

on the one you want to apply to your document.
Notice you can also create new theme fonts.
Click on this tool (located within the Themes section

of the Page Layout Ribbon) to customize the theme
effects being applied to your document.
A pull-down list of theme effects will be displayed.

Click on the one you want to apply.
CHANGING THE PAGE COLOR

USAGE: You can quickly and easily change the color of a page to make it
appear more professional. This can also be useful if youd like the
document to stand out a bit but dont have color paper on which to
print it.
To quickly change the background color of the page,

click on this tool (located within the Page
Background section on the Page Layout Ribbon).
From the list provided, select the color you wish to apply. Notice as
you scroll through the options, Word offers a preview of the page
color for you to see before making your choice.

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How can you run Microsoft Word?

How can you run Microsoft Word?

What are the main elements of the Word screen?

What are the main elements of the Word screen?

Microsoft

RUNNING MICROSOFT WORD

If you have assigned a shortcut to your desktop,

Although the quickest way of running Word is obviously through the

Follow these steps to run Word from the Start menu:

Click on this button (located along the far left side of

Select from the sub menu.

THE WORD SCREEN

There is no way to delete or replace the Ribbon with the toolbars

If you press C+! a second time, the Ribbon will again be

NOTE: If you have a document with a Table of Contents,

To make working with multiple documents less confusing, Word

WORKING WITH HELP

Help can be as generic as explaining how to print within the

To display help, simply click on this tool (located on the far

If you have been moving between help topics, click on the

If you have returned to a previous help topic, click on the

If you are viewing a topic online and it is taking a long time to

Click on this button to refresh the help window.

Click on this button to return to the original help topic list.

Click on this button to print the current help topic.

Click on this button to increase/decrease the text size for

Click on this button to access Words complete table of

Click on this button to keep the current help topic on top.

Click on the down arrow beside this button to

By default, help is connected to the

PRINTING HELP TOPICS

Select Printer This section is used to select the printer. There

Page Range Use this section to specify the print range.

Number of copies Sets the number of copies to print. If you are

The second tab (labeled Options) contains the following items:

When done, choose to begin the printing.

Click on this button (located in the top right corner) to

A common problem most users encounter is not knowing what

For example, the SAVE tool is displayed as a 3.5" diskette which

To alleviate this problem, Word offers quick mouse assistance on

As you point to a tool, Word will display a quick

You can change the display mode by either accessing the

Click on this button to switch to Print Layout view.

Click on this icon to switch to Full Screen Reading

Click on this icon to switch to Web Layout view. This

Click on this icon to switch to Outline view. This view

Click on this button to switch to Draft view. Headers,

If you click on this button (located to the right of the

You can also access the Zoom section on the View

DISPLAYING NON-PRINTING SYMBOLS

This tool (located within the Paragraph section on the Home

SHOW/HIDE SCREEN ELEMENTS

The Show/Hide section on the View Ribbon is used to display

WORKING WITH A FULL READING SCREEN

While in this view, there are a

Across the top center of this screen, Word

The right side of the screen is used to change

RETURNING THE SCREEN TO NORMAL