module 3 microsoft office suite microsoft word 2010 cmpf 112 : computing skills

Module 3 Microsoft Office Suite Microsoft Word 2010 CMPF 112 : COMPUTING SKILLS

Word Basics 1: Getting Started with Word 2: Compatibility Mode 3: Formatting Text 4: Modifying Page Layout 5: Checking Spelling and Grammar PART 1

Introduction Word 2010 is a word processor that allows you to create various types of documents such as letters, papers, flyers, faxes and more. In this lesson, you will be introduced to the Ribbon and the new Backstage view, and you'll learn how to create new documents and open existing ones.

The Ribbon The new, tabbed Ribbon system was introduced in Word 2007 to replace traditional menus. The Ribbon contains all of the commands you'll need in order to do common tasks. It contains multiple tabs, each with several groups of commands, and you can add your own tabs that contain your favorite commands. Some groups have an arrow in the bottom-right corner that you can click to see even more commands.

Tabs Home Tab - This is the most used tab; it incorporates all text formatting features such as font and paragraph changes. Insert Tab - This tab allows you to insert a variety of items into a document from pictures, clip art, tables and headers and footers.

Tabs Page Layout Tab - This tab has commands to adjust page elements such as margins, orientation, inserting columns, page backgrounds and themes. Reference Tab - This tab has commands to use when creating a Table of Contents and citation page for a paper. It provides you with many simple solutions to create these typically difficult to produce documents.

Tabs Mailing Tab - This tab allows you to create documents to help when sending out mailings such as printing envelopes, labels and processing mail merges. Review Tab - This tab allows you to make any changes to your document due to spelling and grammar issues. It also holds the track changes feature which provides people with the ability to make notes and changes to a document of another person.

Tabs View Tab - this tab allows you to change the view of your document to a different two page document or zoom.

Backstage View

The Quick Access Toolbar The Quick Access Toolbar is located above the Ribbon, and it lets you access common commands no matter which tab you're on. By default, it shows the Save, Undo, and Repeat commands. You can add other commands to make it more convenient for you.

The Ruler The Ruler is located at the top and to the left of your document. It makes it easier to adjust your document with precision. If you want, you can hide the Ruler to free up more screen space.

Creating and Opening Documents Word files are called documents. Whenever you start a new project in Word, you'll need to create a new document, which can either be blank or from a template. You'll also need to know how to open an existing document. To Create a New, Blank Document: 1.Click the File tab. This takes you to Backstage view. 2.Select New. 3.Select Blank document under Available Templates. It will be highlighted by default. 4.Click Create. A new, blank document appears in the Word window.

Creating and Opening Documents

To Open an Existing Document: 1.Click the File tab. This takes you to Backstage view. 2.Select Open. The Open dialog box appears. 3.Select your document and then click Open.

Compatibility Mode Sometimes, you may need to work with documents that were created in earlier versions of Microsoft Word, such as Word 2007 or Word 2003. When you open these kinds of documents, they will appear in Compatibility mode. Compatibility mode disables certain features, so you'll only be able to access commands found in the program used to create the document. For example, if you open a document created in Word 2007, you can only use tabs and commands found in Word 2007.

Compatibility Mode In the image above, document on the left is in Compatibility mode, it only shows commands that were available in Word 2007. In order to exit Compatibility mode, you'll need to convert the document to the current version type. However, if you're collaborating with others who only have access to an earlier version of Word, it's best to leave the document in Compatibility mode so that the format will not change.

How to Convert? If you want access to all of the Word 2010 features, you can convert the document to the 2010 file format. *** Note that converting a file may cause some changes to the original layout of the document. 4.The document will be converted to the newest file type. 1.Click the File tab to access Backstage view. 2.Locate and select Convert command. 3.A dialog box will appear. Click OK to confirm the file upgrade.

Challenge! 1.Open Word 2010 on your computer. A new blank document will appear on the screen. 2.Make sure the ribbon is maximized. 3.Display the Ruler. 4.Add any commands you wish to the Quick Access Toolbar. 5.Close Word without saving the document.

Text & Formatting To Copy/Cut and Paste Text: 1.If you would like to remove text from your document you can copy or cut the text from the document. Simply highlight the text and go to the Home tab in the Clipboard group and click Cut or Copy. You can also right click on your mouse and select Cut or Copy. Pasting Text: the Paste Options button provides different options, depending on the source of the content.

Paste Options Keep Source Formatting This option preserves the look of the original text. Keep Text Only This option removes all the original formatting from the text. Link & Keep Source Formatting This option preserves the look of the original text, and it maintains a link to the source file and updates the pasted text with any changes that are made to the source file. Link & Use Destination Styles This option formats the text to match the style thats applied where the text is pasted. It also maintains a link to the source file and updates the pasted text with any changes that are made to the source file. Merge Formatting This option changes the formatting so that it matches the text that surrounds it. Picture This option inserts the text as an image. Use Destination Styles This option formats the text to match the style thats applied where the text is pasted. Use Destination Theme This option formats the text to match the theme thats applied to the document where the text is pasted.

Find and Replace When you're working with longer documents, it can be difficult and time consuming to locate a specific word or phrase. Word can automatically search your document using the Find feature, and it even allows you to change words or phrases using Replace. 1.From the Home tab, click the Find command. The Navigation pane will appear on the left side of the screen.

To Find Text: 1.Type the text you wish to find in the field at the top of the Navigation pane. 2.If the text is found in the document, it will be highlighted in yellow, and a preview will appear in the Navigation pane. 3.If the text appears more than once, you can click the arrows on the Navigation pane to step through the results. 4.You can also click the result previews on the Navigation pane to jump to the location of a result in your document. 5.When you close the Navigation pane, the highlighting will disappear.

To Replace Text: 1.From the Home tab, click the Replace command. The Find and Replace dialog box will appear. 2.From the Home tab, click the Replace command. The Find and Replace dialog box will appear. 3.Type the text you wish to find in the Find what field. 4.Type the text you wish to replace it with in the Replace with field. 5.Click Find Next and then Replace to replace text. You can also click Replace All to replace all instances within the document.

To Replace Text:

Page Layout and Formatting You can customize the page orientation, paper size, and page margins depending on how you wish your document to appear. Word offers a variety of page layout and formatting options that affect how content appears on the page.

To Change Page Orientation: 1.Select the Page Layout tab. 2.Click the Orientation command in the Page Setup group. 3.Click either Portrait or Landscape to change the page orientation. Landscape format means that the page is oriented horizontally, portrait format is oriented vertically.

To Change the Page Size: 1.Select the Page Layout tab. 2.Click the Size command and a drop-down menu will appear. The current page size is highlighted. 3.Click the size option you desire. The page size of the document changes.

To Format Page Margins: 1.Select the Page Layout tab. 2.Click the Margins command. A menu of options appears. Normal is selected by default. 3.Click the predefined margin size you desire.

To Use Custom Margins: 1.From the Page Layout tab, click Margins. 2.Select Custom Margins. This will take you to the Page Setup dialog box. 3.Adjust the margin sizes for each side of the page and click OK.

Checking Spelling and Grammar To make your document appear professional, you'll want to make sure it is free from spelling and grammar errors. You can run a spelling and grammar check or you can allow Word to check your spelling automatically as you type.

To Run a Spelling & Grammar Check 1.Go to the Review tab. 2.Click on the Spelling & Grammar command.

To Run a Spelling & Grammar Check 3.The Spelling and Grammar dialog box will open. For each error in your document, Word will try to offer one or more suggestions. You can select a suggestion and then click Change to correct the error.

To Run a Spelling & Grammar Check 4.If no suggestions are given, you can manually type in the correct spelling.

Automatic Spelling and Grammar Checking By default, Word automatically checks your document for spelling and grammar errors, so you may not even need to run a separate Spelling and Grammar check. These errors are indicated by colored, wavy lines. The red line indicates a misspelled word. The green line indicates a grammar error. The blue line indicates a contextual spelling error. This feature is turned off by default.

Common Tasks in Word 6: Using Indents and Tabs 7: Line and Paragraph Spacing 8: Working with Lists 9: Adding Breaks PART 2

Indents and Tabs Indenting and tabs are useful tools for making your text more readable. Indenting text adds structure to your document by allowing you to separate information. Depending on your needs, you can use tabs and indents to move a single line or a whole paragraph.

Indenting Text In many types of documents, you may wish to indent only the first line of each paragraph. This helps to visually separate paragraphs from one another. It's also possible to indent every line except the first line, which is known as a hanging indent. First Line IndentHanging Indent

To Create or Adjust a First Line Indent or Hanging Indent: Place the insertion point anywhere in the paragraph you wish to indent, or select one or more paragraphs. To adjust the first line indent, drag the First Line Indent marker on the ruler. To adjust the hanging indent, drag the Hanging Indent marker. To move both markers at the same time, drag the Left Indent marker. This will indent all of the lines in the paragraph.

To Use the Indent Commands: If you want to indent all of the lines in a paragraph, you can use the Indent commands on the Home tab. Select the text you wish to indent. Make sure you are on the Home tab. Click the Increase Indent command to increase the indent by increments of 1/4 inch. Click the Decrease Indent command to decrease the indent by increments of 1/2 inch.

Working with Lists Bulleted and numbered lists can be used in your documents to format, arrange and emphasize text.

Breaks Page breaks move text to a new page before reaching the end of a page, Section breaks create a barrier between parts of the document for formatting purposes. Column breaks split text in columns at a specific point. You might use a page break if you're writing a paper that has a bibliography to ensure that the bibliography starts on a new page.

Doing More With Word 10: Styles and Themes 11: Working with Headers and Footers 12: Working with Tables 13: SmartArt Graphics PART 3

Styles and Themes A style is a predefined combination of font style, color, and size of text that can be applied to selected text. A theme is a set of formatting choices that can be applied to an entire document and includes theme colors, fonts, and effects. Themes are a great way to change the tone of your entire document quickly and easily.

Styles

Themes Themes are a great way to change the tone of your entire document quickly and easily. You've already been using a theme, even if you didn't know it: the default Office theme. Every theme, including the Office theme, has its own theme elements:

Headers and Footers The header is a section of the document that appears in the top margin, while the footer is a section of the document that appears in the bottom margin. Headers and footers generally contain information such as the page number, date, and document name.

Headers and Footers

Working with Tables A table is a grid of cells arranged in rows and columns. Tables can be customized and are useful for various tasks such as presenting text information and numerical data. You can: Insert a Blank Table Convert Existing Text to a Table Apply a Table Style

Smart Art Graphics Smart Art allows you to visually communicate information rather than simply using text. Illustrations can really enhance your document, and Smart Art makes using graphics especially easy.

To Insert a SmartArt Illustration: 1.Place the insertion point in the document where you want the graphic to appear. 2.Select the Insert tab. 3.Select the SmartArt command in the Illustrations group. A dialog box appears. 4.Select a category on the left of the dialog box and review the SmartArt graphics that appear in the center. 5.Select the desired SmartArt graphic and click OK.

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