gsww 2010 lesson 1

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Microsoft Word 2010:Getting Started with Word

With Lots of Tips and Tricks

Lesson 1: Getting to Know the Working Environment

Introduction

In Lesson 1, you learn how to use the Word 2010 software (Word) to create oropen, save, print, and close a text document, such as an agenda or report.

You begin by starting Word and reviewing the elements of the Word window.Next, you key a text paragraph into a blank document, insert and remove text,and then save and close the document.

Then you create two documents: a new blank document using a button on theRibbon and a second document using a Word document template. You switchbetween the documents and then close them.

Next, you open an existing document and view the document in various Wordreviewing or editing views. You use the keyboard, Navigation Pane, and the GoTo feature to navigate in the document, and then you preview and print it.

Finally, you learn how to modify Word interface options and how to get help whileworking in Word.

Learning Objectives

After completing this lesson you will be able to:1.a start Word and identify Word window elements,1.b add and remove text, and save and close a document,1.c create a new document and switch between open documents,1.d open an existing document and change the document view,1.e navigate in a document,1.f preview and print a document, and1.g modify Word interface options and get help in Word.

Key Terms

Backstage view (1.a)Close button (1.a)comment (1.d)contextual tabs (1.a)Customize Quick AccessToolbar button (1.a)

document(s) (1.a)

Document1 (1.a)Draft view (1.d)enhanced ScreenTip (1.g)File tab (1.a)Full Screen Reading view (1.d)Help icon (1.g)I-beam pointer (1.b)

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information icon (1.g)insertion point (1.a)KeyTips (1.a)Maximize button (1.a)Microsoft Word Help button (1.a)

Minimize button (1.a)Navigation Pane(1.e)Normal template (1.c)null screen (1.b)Print Layout view (1.d)Quick Access Toolbar (1.a)Restore Down button (1.a)Ribbon (1.a)

Ribbon tabs (1.a)ScreenTip (1.g)scroll bar (1.a)status bar (1.a)template (1.c)

thumbnails (1.e)title bar (1.a)View Shortcuts (1.a)word wrap (1.b)Zoom button (1.a)Zoom In icon (1.a)Zoom Out icon (1.a)Zoom Slider (1.a)

Objective 1.a: Starting Word and Identifying Word WindowElements

Word is software included in the Microsoft Office 2010 software productivitysuites. Word is typically used by accountants and others to create textdocuments, such as letters, interoffice memorandums, faxes, agenda, andreports.

When you start Word, a new blank document, temporarily named Document1,

opens automatically. The blank document contains the insertion point ablinking vertical bar that indicates where the text appears in the document whenyou key the text. You can use this blank document to create a letter, memo, orreport and then save it with a new name.

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To start Word and view the default blank Document1:

Step 1 Click the Start button on the taskbar

Step 2 Point to All Programs

Step 3 Click the Microsoft Office folder icon to view itscontents (scroll to view the folder, if necessary)

Step 4 Click Microsoft Word 2010

Step 5 Observe the Word window containing the blankdocument

Step 6 Observe the temporary document name,

Document1, on the title barStep 7 Observe the blinking insertion point

Your Word window and blank document should look similar to Figure 1-1.

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FIGURE 1-1 Word window with blank Document1

Figure 1-1 illustrates the Word window elements that are common to other

software programs in the Microsoft Office 2010 suite. File tab switches to Backstage view where you find options for creating,

opening, saving, previewing, and printing documents (replaces theMicrosoft Office Button and the File menu available in previous versions ofWord)

Quick Access Toolbar a customizable toolbar

Title bar contains the name of the document, the name of the software,and the Minimize, RestoreDown orMaximize, and Close buttons

Ribbon contains tabbed groups of buttons organized around completinga specific type of task

Microsoft Word Helpbutton used to access Word Help,

Scroll bar a vertical scroll bar used to view different areas of adocument

Status bar a customizable bar below the document area that is used todisplay various types of information plus the View Shortcuts buttons andthe Zoom tools

View Shortcuts icons used to switch between document views

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Zoom button a button used to change the documents magnification orzoom level

Zoom In and Zoom Out icons increases or decreases the documentsmagnification or zoom level

Zoom Slidera slide control used to change the documents

magnification or zoom level

The File Tab and Backstage View

You can click the File tab to switch to Backstage view. You use options inBackstage view to create a new document, open an existing document, savethe current document, reopen a recently used document, preview and print adocument, and other file management tasks. You can also set Word userinterface options and close Word with options in Backstage view.

To switch to Backstage view:

Step 1 Click the File tab

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Step 2 Observe the command and tab options in the leftpane in Backstage view

Step 3 Observe that the Info tab is selected in the left pane

and the Info options for Document1 appear in a

gallery in the right pane

The Info tab and gallery in Backstage view on your screen should look similar toFigure 1-2.

FIGURE 1-2 Info tab and gallery inBackstage view

You will learn to use options in Backstage view as you work through the lessonsin this course. For now, you can close Backstage view and switch back to Normalview by clicking the File tab again or by clicking a Ribbon tab, such as the Hometab.

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Step 4 Click the File tab or the Home tab on the Ribbon toclose Backstage view

The Quick Access Toolbar

The Quick Access Toolbaris a customizable toolbar located, by default, in theupper-left corner above the Ribbon. When you first install Word, the Quick

Access Toolbar contains the Save, Undo, and Redo (Repeat) buttons in additionto the Customize Quick Access Toolbar button, as shown in Figure 1-3.

FIGURE 1-3 Quick Access Toolbar

You can add or remove Quick Access Toolbar buttons as needed to help youquickly perform common tasks, such as creating a new document or printing thecurrent document.

To customize the Quick Access Toolbar by adding and removing buttons usingthe Customize Quick Access Toolbar button:

Step 1 Click the Customize Quick Access Toolbarbuttonon the Quick Access Toolbar

Step 2 Observe the Customize Quick Access Toolbarmenu

A check mark appears to the left of the buttons already added to the QuickAccess Toolbar. Your Customize Quick Access Toolbar menu should look similarto Figure 1-4.

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FIGURE 1-4 CustomizeQuick Access Toolbar menu

Step 3 Click New to add the button to the Quick AccessToolbar; clicking this button creates a newdocument


Step 5 Click Open to add the button to the Quick AccessToolbar; clicking this button launches the Opendialog box and allows you to open an existingdocument

Step 6 Add the Print Preview and Print button to theQuick Access Toolbar; clicking this button switchesto Backstage view and activates the Print gallery

Step 7 Add the Quick Print button to the Quick AccessToolbar; clicking this button prints the current

document using the default printer and other printsettings

Step 8 Add the E-Mail button to the Quick Access toolbar;clicking this button launches your e-mail clientsnew message window and attaches the currentdocument to the message

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Your Quick Access Toolbar should now look similar to Figure 1-5.

FIGURE 1-5 CustomizedQuick Access Toolbar

To remove a button from the Quick Access Toolbar, simply display theCustomize Quick Access Toolbar menu and click the command to remove thecheck mark.

Alternatively, you can right-click a button on the Quick Access Toolbar and clickRemove From Quick Access Toolbar.

Step 9 Right-click the E-Mail button on the Quick Access

ToolbarStep 10 Click Remove From Quick Access Toolbar

Your Quick Access Toolbar should now look similar to Figure 1-6.

FIGURE 1-6 CustomizedQuick Access Toolbar

The Quick Access Toolbar can also be positioned below the Ribbon.

To reposition the Quick Access Toolbar below the Ribbon and then return it to itsdefault position:

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Step 2 Click Show Below the Ribbon

Your Quick Access Toolbar should now be positioned below the Ribbon, asshown in Figure 1-7.

FIGURE 1-7 Quick Access Toolbar positioned below the Ribbon

You can also right-click any button on the Quick Access Toolbar or Ribbon andselect a command on the shortcut menu to reposition the Quick Access Toolbar.

Step 3 Right-click any button on the Quick Access Toolbar

Step 4 Click Show Quick Access Toolbar Above theRibbon

The Ribbon

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The Ribbon contains a series of grouped buttons organized around specifictasks. By default, the Ribbon tabs that appear when you start Word are theHome, Insert, Page Layout, References, Mailings, Review, and View tabs. Youmay see additional tabs, depending on your Word installation choices and otherinstalled software.

Each Ribbon tab contains buttons organized in groups according to task.Contextual tabs will appear as necessary when you perform specific tasks, suchas editing headers and footers.

To review the Ribbon:

Step 1 Click the Home tab on the Ribbon, if necessary

Step 2 Observe the Clipboard, Font, Paragraph, Styles,and Editing button groups; each group containsbuttons related to a specific task

Your Home tab button groups should look similar to Figure 1-8.

FIGURE 1-8 Button groups on the Ribbon Home tab

Step 3 Click the Insert tab on the Ribbon

Step 4 Observe the Pages, Tables, Illustrations, Links,Header & Footer, Text, and Symbols groups

Step 5 Continue by clicking the remaining Ribbon tabsand reviewing the groups

Step 6 Click the Home tab on the Ribbon

You learn how to use many of the Ribbon tabs and grouped buttons as you workthrough the lessons in this course.

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You cannot reposition the Ribbon; however, you can make it smaller byminimizing it so that only the Ribbon tabs appear. You can minimize the Ribbonor maximize a minimized Ribbon using the mouse pointer by:

right-clicking the Ribbon and clicking Minimize the Ribbon or Maximize theRibbon on the shortcut menu,

double-clicking a Ribbon tab, and

clicking the Minimize the Ribbon icon or the Maximize the Ribbon iconbelow the title bar Close button.

To minimize the Ribbon:

Step 1 Right-click any Ribbon tab

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Step 2 Click Minimize the Ribbon on the shortcut menu toinsert a check mark

Step 3 Observe that only the Ribbon tabs are visible

Step 4 Click the Page Layout tab on the Ribbon to viewthe groups

Your Page Layout tab button groups should look similar to Figure 1-9.

FIGURE 1-9 Page Layout button groups

You can hide the Page Layout button groups by clicking the Page Layout Ribbontab again to view the minimized Ribbon.

To hide the Page Layout button groups and return the Ribbon to its default view.

Step 5 Click the Page Layout tab on the Ribbon to hidethe button groups

Step 6 Double-click the Home tab to maximize the Ribbon

Step 7 Observe that the Ribbon returns to its defaultmaximized size

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The Customizable Status Bar

The customizable status bar (See Figure 1-1) provides a message area, forexample to display the Track Changes or Caps Lock indicators, in addition todisplaying the Page Number, Word Count, and Spelling and Grammar Check

indicators, the View Shortcuts icons, and the Zoom tools.

The Page Number indicator tells you the page number that contains the insertionpoint and the total number of pages in the document. The Word Count indicatortells you how many words are in the document. You learn more about using theSpelling and Grammar Check, View Shortcuts, and the Zoom tools later in thiscourse.

You can modify what appears on the status bar by turning on or off an optionusing the Customize Status Bar shortcut menu.

To add the Track Changes and Caps Lock indicators to the status bar:

Step 1 Right-click the status barto display the CustomizeStatus Bar menu

Your Customize Status Bar menu should look similar to Figure 1-10.

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FIGURE 1-10 Customize Status Bar menu

Step 2 Click Track Changes to insert a check mark, ifnecessary

Step 3 Click Caps Lock to insert a check mark, ifnecessary

Step 4 Press the ESC key to close the menu

Step 5 Press the CAPS LOCK key to turn on the feature

Step 6 Observe the Track Changes and Caps Lockindicators on the left side of the status bar

The left side of your status bar should look similar to Figure 1-11.

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FIGURE 1-11 Track Changes and Caps Lock indicators added to status bar

Step 7 Press the CAPS LOCK key to turn off the feature

Step 8 Observe that the Caps Lock indicator is no longervisible

Step 9 Display the Customize Status Bar shortcut menu

Step 10 Click Track Changes to remove the check mark

Step 11 Click Caps Lock to remove the check mark

Step 12 Press the ESC key to close the menu

Step 13 Leave the blank document open for the next section

Objective 1.b: Adding and Removing Text and Saving andClosing a Document

As you key text in a Word document it is not necessary to press the ENTER keyat the end of each line of text. Word uses a feature called word wrap toautomatically move the text to the next line when it will not fit on the current line.You will press the ENTER key onlywhen you want to create a new paragraph orinsert a blank line in a document.

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Next, you key a short paragraph of text in the blank Document1, then addadditional text, remove text, and save and close the document. The text containsa deliberate error; key the paragraph just as you see it. The error will becorrected in later steps.

To key text at the insertion point:

Step 1 Key the text:Word is software included in the MicrosoftOffice 2010 software productivity suites. Wordis typically used by accountants and others toocreate text documents, such as letters,memorandums, and reports.

Step 2 Observe that Word wrapped the text to a new lineas necessary

Step 3 Observe that the insertion point moves to the right

and then down to the next line as you key the textand is now positioned at the end of the paragraph

The paragraph in your document should look similar to Figure 1-12.

FIGURE 1-12 Keyed paragraph

You can quickly edit a document by adding or removing text. To add or removetext, first reposition the insertion point and then key the additional text or deleteexisting text.

One way to reposition the insertion point is to move the mouse pointer into the

text paragraph where it changes to an I-beam pointer. Position the I-beampointer where you want the insertion point and click the mouse button.

To reposition the insertion point in the paragraph and add additional text:

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Step 1 Move the mouse pointerinto the paragraphdirectly in front of the word memorandums to viewthe I-beam pointer

Your I-beam pointer should be positioned as shown in Figure 1-13.

FIGURE 1-13 I-beam pointer in the paragraph

Step 2 Click the mouse button to position the insertionpoint in front of the word memorandums

Step 3 Key interoffice

Step 4 Press the SPACEBAR

Now, you are ready to correct the error in the paragraph text. The word too onthe second line should be corrected to the word to by removing the extracharacter.

You can quickly remove the extra character by moving the insertion point into theword and either pressing the DELETE key or the BACKSPACE key. Pressing theDELETE key removes characters to the right of the insertion point; pressing theBACKSPACE key removes characters to the left of the insertion point.

You can press the DELETE or BACKSPACE keys once for each character to beremoved or you can hold down the keys until all the desired characters areremoved.

To correct the word too by removing the extra character:

Step 1 Move the insertion point to the end of the wordtoo in the second line

Step 2 Press the BACKSPACE key to delete the extracharacter

Your edited paragraph should now look similar to Figure 1-14.

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FIGURE 1-14 Edited paragraph

Saving and Closing a Document

You can now save and close the document. The first time you save a document

to an internal or external storage device or a network server, you can click SaveAs in Backstage view to launch the Save As dialog box. In the dialog box, youspecify the location to which the document will be saved and replace thetemporary Document1 name with a more meaningful name.

To save Document1 in the default Word 2010 format:

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Step 1 Click the File tab to switch to Backstage view

Step 2 Click Save As to launch the Save As dialog box

Step 3 Switch to the folder that contains your solution filesStep 4 Key Entering and Editing Text in the File name

text box

Your Save As dialog box should look similar to Figure 1-15.

FIGURE 1-15 Save As dialog box

Step 6 Click Save to save the document and close thedialog box

Step 7 Observe the new file name on the title bar

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Although you might have multiple documents open at one time, it is a good ideato close a document when you are finished with it.

You can close a document by clicking Close in Backstage view or by clicking the

Close button on the title bar. If you have a single document open, clicking theClose button on the title bar also closes the Word software.

When you close all open documents and leave the Word software running, yousee the Word null screen in which most features are disabled. From the nullscreen you can create a new document, open an existing document, or close thesoftware.

To close the Entering and Editing Textdocument and leave the Word applicationrunning:


Step 2 Click Close in the left pane

Step 3 Observe that the document closes leaving the Wordsoftware running and the null screen visible

Objective 1.c: Creating a New Document and Switching BetweenOpen Documents

You can switch to Backstage view and then click the New tab in the left pane todisplay the New gallery in the right pane; then create a new document based ona specific model document.

When creating a new document based on the default model, you can save timeby clicking the New button on the customized Quick Access Toolbar.

Using the Quick Access Toolbar

To create a new document:

Step 1 Click the New button on the Quick Access Toolbar

Step 2 Observe that a blank document opens ready forentering and editing text

Step 3 Observe the documents temporary name on thetitle bar

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FIGURE 1-16 New gallery

Step 4 Click the Sample Templates button in the gallery

Step 5 Observe the sample templates installed with Wordin the center pane and the preview of the selectedtemplate in the right pane

Your sample templates should now look similar to Figure 1-17.

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FIGURE 1-17 Sample templates in the New gallery

Step 6 Scroll to view the available sample templates

Step 7 Click a template button of your choice to previewthe template in the right pane

Step 8 Continue to preview the other templates

Step 9 Click the template button of your choice in thecenter pane

Step 10 Click the Create button in the right pane to create anew document based on the template

The new document on your screen might contain margin settings, formatting,sample text, content controls, or other elements based on the template youselected, similar to the elements shown in Figure 1-18, a letter based on the

Adjacency letter template.

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FIGURE 1-18A new document based on a letter template

Step 11 Save the document as New Document Using aTemplate in the location where you store yoursolution files

Step 12 Leave the document open for the next section

To complete a document you created based on a template, just replace a contentcontrol with your own text, make any other changes you desire, and then savethe document with a meaningful name.

Switching Between Multiple Open Documents

You can have multiple documents open in Word at one time and then switchbetween open documents for reviewing or editing using a button on the Windowstaskbar or the Switch Windows button on the Ribbon View tab.

Currently, you have two documents open: the new document you created usingthe New button on the Quick Access Toolbar and the new document you createdusing a template in the New gallery.

To switch to the other open document using the Ribbon:

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Step 1 Click the View tab on the Ribbon

Step 2 Locate the Window group

Step 3 Click the Switch Windows button to view a list of

open documents

Step 4 Click New Document in the list

Step 5 Observe that you are now viewing the blankdocument

Step 6 Click the Switch Windows button in the Windowgroup on the View tab

Step 7 Click New Document Using a Template in the listto switch back to this document

Step 8 Switch to Backstage view and close bothdocuments without saving them to view the nullscreen; leave Word open for the next section

Objective 1.d: Opening an Existing Document and Changing theDocument View

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Word offers several ways to view a document for editing or reading, includingPrint Layout view, Full Screen Reading view, Web Layout view, Outline view, andDraft view. In this section, you are introduced to Print Layout, Full ScreenReading, and Draft views. For more information on Web Layout and Outline

views, see Word Help. You learn how to use Word Help later in this course.

To begin, you will open two existing documents and then view the documents indifferent views. You can open an existing document by clicking Open inBackstage view or by clicking the Open button on the customized Quick AccessToolbar to launch the Open dialog box.

In the Open dialog box, you switch to the location that contains the course datafiles, click the file name, and then click Open or double-click the file name. Toopen more than one document, press and hold the CTRL key as you click eachadditional file name.

To open the lesson_1_agenda_data_file and the lesson_1_report_data_file:

Step 1 Click the Open button on the customized QuickAccess Toolbar

Step 2 Switch to the location in which your course datafiles are stored

Step 3 Click the lesson_1_agenda_data_fi le to select it

Step 4 Press and hold the CTRL key

Step 5 Click the lesson_1_report_data_fi le to select it

Step 6 Click the Open button in the dialog box to open bothfiles and close the dialog box

The lesson_1_agenda_data_file and lesson_1_report_data_file both open inPrint Layout view.

Step 7 Switch to the lesson_1_agenda_data_file document

You can change the way Word displays a document and set various viewingoptions by clicking buttons in different groups on the View tab. For example, youcan switch between Word views by clicking a button in the Document Viewsgroup.

Alternatively, you can quickly change the document view by clicking a ViewShortcuts button on the status bar.

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Step 8 Locate the View Shortcuts on the taskbar

Step 9 Point to each button in the View Shortcuts to viewthe name of the button in a ScreenTip

Step 10 Observe that the Print Layout shortcut is selected;this is the current view

Print Layout View

Print Layout view is the default view for creating, editing, and formatting a Worddocument. In Print Layout view, you can enter and edit text and see how the textappears on the printed page. You can also view more than one page at a time

and use the rulers to position text or other elements on the page. (You learnmore about using the rulers later in this course.)

To view both pages of the lesson_1_agenda_data_file document by scrolling:

Step 1 Scroll down to view the documents second page

Step 2 Observe that each page of the two-page documentappears on its own sheet; you can see exactly howeach pages text appears on the printed page

Step 3 Scroll up to view the top of the documents first

pageStep 4 Observe the horizontal and vertical rulers at the top

and left side of the document area

You can modify Page Layout view by selecting various view options, for example,viewing two pages at one time or zooming the document to increase or decreaseits magnification, by clicking buttons in the Zoom group on the Ribbon View tab.

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To view both pages of the document at one time using a button:

Step 1 Click the View tab on the Ribbon

Step 2 Locate the Zoom group

Step 3 Click the Two Pages button in the Zoom group

Word decreases the magnification or zoom to less than 100 percent in order todisplay both pages at one time. You can work in two-page view by using the I-beam pointer to position the insertion point in either page.

Your two-page document in Print Layout view should look similar to Figure 1-19.

FIGURE 1-19 Document viewed in two pages in Print Layout view

You can switch back to viewing a single page by clicking the One Page button inthe Zoom group.

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Step 4 Click the One Page button in the Zoom group

Step 5 Observe the Zoom button to the right of the ViewShortcuts on the taskbar; the documents

magnification continues to be less than 100 percent

You can increase or decrease a documents magnification or zoom by clickingthe Zoom button on the taskbar or the Zoom button in the Zoom group to launchthe Zoom dialog box. Then set the desired magnification by selecting a dialogbox option.

A quickerway to change a documents magnification is to click the Zoom Out orZoom In icons or drag the Zoom Slider located to the right of the Zoom button onthe taskbar.

To return the magnification to 100 percent using the Zoom Slider:

Step 1 Locate the Zoom Out (decrease magnification) andZoom In (increase magnification) icons and theZoom Slider on the taskbar

Step 2 Drag the Zoom Slider to the right until the Zoombutton indicates 100 percent

Step 3Close the lesson_1_agenda_data_file withoutsaving it

Step 4 Observe that the lesson_1_report_data_file is nowvisible in Print Layout view

You can also view multiple pages of a document at one time in Print Layout viewby decreasing the documents magnification or zoom by clicking the Zoom Outicon or by dragging the Zoom Slider.

To view multiple pages of the document using the Zoom Out icon and then returnthe magnification to 100 percent using the Zoom Slider.

Step 1 Click the Zoom Out icon multiple times until alleight pages of the open document are visible inPrint Layout view

Step 2 Scroll to view the pages, if necessary

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Step 3 Drag the Zoom Slider to the right until the Zoombutton indicates 100 percent

Full Screen Reading View

Full Screen Reading view displays the document in the largest amount ofscreen space andis useful when reviewing and commenting on a document youare sharing with others. You can open a document, switch to Full ScreenReading view, and then add comments or markup changes to the document.

Typically, you do not key or edit large amounts of text in Full Screen Readingview; therefore, the Ribbon is not available. Instead, Full Screen Reading viewprovides:

a Mini toolbar with buttons you can use to print, use research features,translate text, highlight text, and insert a comment,

the screen scroll buttons and scroll arrows,

the View Options button that displays an options gallery for the view,including the options to allow keying in the document or making changesto the document that other users can accept or decline, and

the Close button.

To switch to Full Screen Reading view:

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Step 1 Click the Full Screen Reading button in the ViewShortcuts on the taskbar

You may see your document in one or two pages, depending on the previoussettings in Full Screen Reading views View Options. Your document in twopages in Full Screen Reading view should look similar to Figure 1-20.

FIGURE 1-20 Document in Full Screen Reading view

A comment is a small, colored box connected to selected text in which you cankey a message. You can insert a comment in Print Layout view by clicking theNew Comment button in the Comments group on the Review tab. In Full ScreenReading view, you can click the Insert Comment button on the Mini toolbar toinsert a comment.

To insert a comment connected to the report title:

Step 1 Click at the end of the report title on the first pageto position the insertion point

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To display the View Options menu:

Step 1 Click the View Options button

Step 2 Review the options on the menu

Your View Options menu should look similar to Figure 1-22.

FIGURE 1-22 View Options menu

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By default, Full Screen Reading view does not display the document as it willprint. To do that, you can click an option on the View Options menu or switchback to Print Layout view.

Step 3 Click the Show Printed Page command on the

View Options menu to turn the feature on

Step 4 Observe that the document now appears as it willprint

Step 5 Click the View Options button

Step 6 Click the Show Printed Page command on theView Options menu to turn the feature off

Step 7 Observe that the document returns to the originalFull Screen Reading view

Step 8 Click the Close button to return to Print Layout view

Step 9 Observe that the comment remains attached to thereport title

Step 10 Save the document as Report with Commentandleave it open for the next section

Draft View

Draft view is a view in which you can quickly key and enter text, but cannot seehow the text actually appears on individual pages. Unlike Print Layout view, inDraft view you cannot see the top, bottom, left, and right edges of each page.Other items, such as headers and footers, also are not visible in Draft view.

Some people switch to Draft view to quickly enter and format text and then switch

back to Print Layout view to set margins or insert other document elements, suchas headers and footers.

To switch to Draft view:

Step 1 Click the Draft view button in the View Shortcuts

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Step 2 Scroll the document

Step 3 Observe that you no longer see the edges ofindividual pages; a single dotted line running acrossthe screen from left to right indicates a breakbetween pages

Step 4 Observe that you can no longer see the commentbox in the right margin; it is replaced by a commentindicator

Step 5 Move the I-beam pointerto the comment indicatorto view the comment text in a tip box

Step 6 Click the Print Layout button in the View Shortcutsto switch back to Print Layout view

Step 7 Save the document

Step 8 Leave it open for the next section

Objective 1.e: Navigating in a Document

Word provides a number of ways to navigate or move the insertion point in thedocument. As you learned earlier in this lesson, the basic method of moving theinsertion point is to click in the document using the I-beam pointer.

You can also use a number of keys on the keyboard to reposition the insertionpoint. Additionally, you can navigate large, multi-page documents quickly using

options in the Navigation Pane or the Go To feature.

Warning! Scrolling a document does not automatically reposition the insertionpoint. Remember to use the I-beam to reposition the insertion point if neededwhen scrolling multi-page documents.

Navigating with the Keyboard

Word offers many, many keyboard shortcuts for performing tasks. While youmight find it difficult to learn to use most of the keyboard shortcuts available, it isa good practice to learn to use the keyboard shortcuts for those tasks you

perform most frequently.

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Many of the most commonly used keyboard shortcuts are introduced throughoutthis course. For example, because your hands are already on the keyboard whenworking in a Word document, you might find it more efficient to use keyboardshortcuts to navigate or move the insertion point in the document rather thanreaching for the mouse.

Figure 1-23 presents a table of the most commonly used keyboard shortcuts fordocument navigation. For additional keyboard shortcuts, see Word Help.

FIGURE 1-23 Common keyboard shortcuts for navigating in a document

To practice navigating in a document using the keyboard:

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Step 1 Press the CTRL + END keys to move the insertionpoint to the end of the document

Step 2 Press the CTRL + HOME keys to move theinsertion point to the top of the document

Step 3 Press the DOWN ARROW until the insertion pointis in the second body paragraph beginning Youcreate

Step 4 Press the UP ARROW until the insertion point is inthe first body paragraph beginning Consolidationby

Step 5 Press the END key to move the insertion point tothe end of the current line

Step 6 Press the HOME key to move the insertion point tothe beginning of the current line

Step 7 Press the RIGHT ARROW key two times to movethe insertion point to the right a character at a time

Step 8 Press the LEFT ARROW keys two times to movethe insertion point to the left a character at a time

Step 9 Press the CTRL + RIGHT ARROW keys to movethe insertion point to the beginning of the next wordto the right

Step 10 Press the CTRL + LEFT ARROW keys to move theinsertion point to the beginning of the next word to

the left

Step 11 Press the CTRL + UP ARROW keys to move theinsertion point to the beginning of the first bodyparagraph

Step 12 Press the CTRL + DOWN ARROW keys twice tomove the insertion point to the beginning of thesecond body paragraph

Step 13 Press the PAGEDOWN key to move the insertionpoint down a screen view

Step 14 Press the PAGEUP key to move the insertion pointup a screen view

Step 15 Press CTRL + HOME

Navigating with Thumbnails

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You can navigate in a multi-page document by clicking a small image of anindividual page, called a thumbnail. To view page thumbnails, display theNavigation Pane by clicking the Navigation Pane checkbox in the Show groupon the View tab.

To display the Navigation Pane and navigate from page to page using pagethumbnails:

Step 1 Click the View tab on the Ribbon, if necessary

Step 2 Locate the Show group

Step 3 Click the Navigation Pane checkbox to insert acheck mark

Step 4 Observe that the Navigation Pane opens on the left

side of the document area

Step 5 Click the Browse the pages in your document tabin the Navigation Pane

Step 6 Observe that the first thumbnail is selected; this isthe thumbnail for the first page of the documentwhich is visible in the document area

Your document and the Navigation Pane should look similar to Figure 1-24.

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Navigating with Go To

The Go To tab, located in the Find and Replace dialog box, allows you to movethe insertion point to a specific page, line, or other document element, such as acomment or picture. You can quickly launch the Find and Replace dialog box and

view the Go To tab by pressing the CTRL + G keyboard shortcut keys.

To launch the Go To tab in the Find and Replace dialog box and move theinsertion point to page five:

Step 1 Press the CTRL + G keyboard shortcut keys tolaunch the Find and Replace dialog box and viewthe Go To tab

Step 2 Click Page in the Go to what list, if necessary

Step 3 Key 5 in the Enter page number text box

Your Go To tab in the Find and Replace dialog box should look similar to Figure1-25.

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FIGURE 1-25 Go To tab in the Find and Replace dialog box

Step 4 Click the Go To button in the dialog box

Step 5 Click the Close button in the dialog box

Step 6 Observe that you are now viewing page five of thedocument; the insertion point is at the top of thedocument

Step 7 Press CTRL + G

Step 8 Click Comment in the Go to what list

Step 9 Click the Previous button in the dialog box tosearch for comments above the insertion point

Step 10 Observe that the insertion point is moved to thecomment indicator in the title on page one

Step 11 Close the dialog box

Step 12 Save the document

Step 13 Close the document leaving Word open and the nullscreen visible

Objective 1.f: Previewing and Printing a Document

You can preview your document, if desired, before you send it to the printer bydisplaying the document in the Print gallery in Backstage view. You can also set

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FIGURE 1-26 Document previewed in Backstage view

You can scroll between pages in a previewed multi-page document by:

clicking the Next Page or Preview Page icons below the document

preview, dragging the scroll box on the vertical scroll bar, and

keying a page number in the Current Page box.

You can also zoom the document preview using the Zoom button or Zoom In,Zoom Out, Zoom Slider, and Zoom to Page button also located below thedocument preview.

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To scroll and zoom the document preview:

Step 1 Click the Next Page scroll icon to view page 2

Step 2 Click the Previous Page scroll icon to view page 1

Step 3 Drag the Zoom Slider to the left and right tozoom the document preview

Step 4 Click the Zoom to Page button to zoom back to thedefault zoom percentage

Step 5 Drag the scroll box on the vertical scroll bar to

scroll between pagesStep 6 Key 1 in the Current Page box to view page 1

Step 7 Press the ENTER key to preview page 1

You will learn about setting print options in the Print gallery in Backstage view inLesson 3. For now, you are ready to quickly print the document using the defaultprint settings by clicking the Quick Print button on the Quick Access Toolbar. (Ifyou are not connected to a printer, read but do not complete the following steps.)

To print the document:

Step 1 Click the File tab to close Backstage view

Step 2 Click the Quick Print button on the Quick AccessToolbar

Next you close the document and create a new blank document.

Step 3 Close the document without saving it leaving Wordopen and the null screen visible

Step 4 Create a new, blank document

Objective 1.g: Modifying Word Interface Options and GettingHelp in Word

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You can change various Word user interface options, such turning on or offcertain features or specifying the default location in which you save yourdocuments, by modifying options in the Word Options dialog box.

You can launch the Word Options dialog box by clicking the Options tab in

Backstage view.

To launch the Word Options dialog box and review its contents:


Step 2 Click Options to launch the Word Options dialogbox

Step 3 Click General in the left pane, if necessary, to viewthe General options in the right pane

You can turn on or off a Mini Toolbar for formatting, the Live Preview feature, andScreenTips; change the content of ScreenTips; and change the Word colorscheme with some of the General option settings. (You learn more about usingthe Mini Toolbar and Live Preview later in this course.)

The Word Options dialog box on your screen should look similar to Figure 1-27.

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FIGURE 1-27 Word Options dialog box with General option settings

Step 4 Continue by clicking a topic in the dialog box leftpane to review the applicable options in the rightpane

Step 5 Click the dialog box Cancel button to close it withoutmaking any changes to the options

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Word offers a variety of ways to get Help including access to offline and onlineHelp topics, ScreenTips, and enhanced ScreenTips.

Offline and Online Help Topics

You can quickly access offline and online Word Help topics by clicking the

Microsoft Word Help icon located to the right of the Ribbon below the title baror by pressing the F1 keyboard shortcut key. Either method opens the Word Helpwindow.

To open the Word Help window:

Step 1 Press the F1 shortcut key

The Word Help window on your screen should look similar to Figure 1-28.

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FIGURE 1-28 Word Help window

The Word Help window contains a customizable toolbar with buttons you canclick to move back and forth between recently viewed Help topics, print a topic,and access to other features plus a Search text box in which you can key searchkeywords to search for a specific Help topic.

The Search button to the right of the Search text box offers a pull-down menu

from which you can choose to search offline or online Help topics. The availabletopics appear in the Word Help and How To list below the Search text box.

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You can specify offline or online Help topic sources with commands on theSearch button menu.

To search for a Help topic:

Step 1 Key ScreenTips in the Search text box

Step 2 Click the Search button face to view a list of Helptopics relevant to the ScreenTips keyword

Step 3 Click the Show or Hide ScreenTips link to view theHelp topic

Step 4 Scroll the Help topic to review an explanation ofScreenTips and enhanced ScreenTips

Step 5 Click the Back button on the Help window toolbarto return to the previous contents

Step 6 Close the Word Help window

Using ScreenTips and Enhanced ScreenTips

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A ScreenTip is a small explanatory box that appears when you point to anelement in the Word window, such as a button. Typically, a ScreenTip boxprovides the name of the element.

An enhanced ScreenTip might also provide a brief explanation, a Help topic

reference, and in the case of a button a relevant keyboard shortcut for thecommand.

As noted earlier in this section, you can set the ScreenTips style in the Generaloptions group in the Word Options dialog box.

To review ScreenTips and enhanced ScreenTips:

Step 1 Click the Home tab, if necessary

Step 2 Locate the Font group

Step 3 Point to the Bold button in the Font group

Step 4 Observe the ScreenTip or enhanced ScreenTip

The enhanced ScreenTip illustration in Step 4 includes the name of the button,the applicable keyboard shortcut, and a brief explanation.

Getting Help in a Dialog Box

You also access Word Help from inside a dialog box by pressing the F1 key

when the dialog box is open or by clicking the Help icon on the dialog boxtitle bar. For additional information on a dialog box option, you can point to an

options information icon , as shown in Figure 1-27 above.

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To review dialog box Help features using the Word Options dialog box:

Step 1 Launch the Word Options dialog box

Step 2 Click Quick Access Toolbarin the left pane to

view the Customize the Quick Access Toolbaroptions in the right pane

Step 3 Point to the information icon to the right of theChoose commands from option to view anenhanced ScreenTip for the option

Step 4 Press the F1 key to open the Word Help windowcontaining Help topics for the Customize Quick

Access Toolbar options

Step 5 Close the Word Help window

Step 6 Close the Word Options dialog box

In this lesson, you learned how to start Word and then reviewed the basicelements in the Word window. You keyed a text paragraph, added and deletedcharacters, and then saved the document. You created a new document using abutton and a template. Then, you opened two existing documents, switchedbetween documents using a button, and explored several ways to view a Worddocument.

You learned how to use the I-beam pointer and the keyboard to navigate or

reposition the insertion point in a document. You also learned how to previewand print a document and how to modify the Word interface options and accessboth online and offline Help topics.

In Lesson 2, you learn how to select and format text and use the proofing tools.