what s new in word 2010 - user guide

7/24/2019 What s New in Word 2010 - User Guide

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What's new in Word 2010?

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Microsoft Word 2010 not only has improved some of its existing features, it also has some brand new

functionality too. These improved and new features will only work in the new 2010 file format which is

DOCX, so ensure that the document has been saved in the DOCX format before attempting to use them.

You should read the shaded box below.

Important note: When opening a document in Word, it will automatically open in 2003 Compatibility Mode.Compatibility Mode enables people to work together in documents regardless of whether they have been

migrated to 2010 or not. While working in this mode, some new features, although available, may not

function as expected. Compatibility Mode will continue to be the automatic opening file format until everyone

at A&O has been migrated. Once this happens, we will then be able to move to the new file formats.

To use the features in this document: To gain full benefit of the 2010 features detailed in this document,

you need to take specific action to save your document in 2010 as a DOCX file. The only way you should do

this with a Word document is to use the Conver t button located on the Allen & Overy tab in the Tools group

and choose Upgrade to .docx from the dropdown. This will ensure that everything in the document is

converted into 2010 format. Check that the document is in DOCX format by saving, closing, re-opening and

checking the title bar for DOCX before you start working on it . Consider that some of these new features will

not be available if the DOCX format is opened into 2003.

This guide covers the following topics (note that all of these features are covered in the What's New in

Word? course):

Tables Views SmartArt

Equations Document Navigation Pane Mini Translator

Themes Quick Parts Photo Effects

Picture Compression Background Removal Tool Screenshot

Important note: While working in an A&O document, the Allen & Overy tab should be used to apply any

styles. Avoid the use of the Styles gallery and Change Styles button on the Home tab as this does notcontain A&O styles and will cause a conflict with any existing styles in the document. You should acquaint

yourself with what is on the Allen & Overy tab and use the functionality from there over and above anything

similar that exists on another tab.

Tables

Word Tables now offer some enhanced features, as well as a new feature called Quick Tables. Consider

the document layout when using Quick Tables as these are provided by Word 2010, and do not contain any

standard tables provided by A&O. You can even create your own table and add it to the Quick Tables list

so that you can re-use it quickly in the future.

1. How to insert a table

(a) Click on the Insert tab

(b) Click on the Table button and either drag over the grid to select the

number of columns and rows required in the table or choose the

Insert Table… option (outlined in red)

2. How to access Quick Tables

(a) Click on the Insert tab and click the Table icon

(b) Select Quick Tables (outlined in blue) to open the panel of built-in

tables. Click on the table of your choice to insert it into the

document

(c) Complete the table as normal



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3. Adding a table to Quick Tables list

If you find that you are repeatedly creating the same table layout (formatting, borders, shading) for

your documents, add the completed table to Quick Tables.

(a) Create a new, blank table in the document. Format the table as required, e.g. borders,

shading, alignment etc(b) Select the table, click on the Insert tab and click the Table icon

(c) Select Quick Tables

(d) Click Save Selection to Quick Tables Gallery… at the bottom of the box. In the Create

New Building Block box, give the table a name and a description

(e) Click OK

Views

Word has always provided a selection of views whilst working within a document. A new view, Full Screen

Reading, disables all the Ribbon and toolbars and provides useful options, for example the ability to

increase the text size for easier reading.

IMPORTANT: While working in an A&O legal document, the recommendation is to work in Draft view, to

enable the Style bar on the left of the screen to be viewed. It is also recommended that you work with the

Show/Hide button switched on, especially when working with styles. The End of Paragraph marker needs

to be selected when applying styles as this ensures the entire paragraph is selected and avoids styles and

formatting being applied to only part of a paragraph (rather than the whole), which may cause problems in

the document.

How to switch to a different view:

While in a Word document, choose the view from the icons in

the bottom right hand corner of the screen:

Print Layout – same as in 2003

Full Screen Reading –

once in this view, choose View Options in the top left corner of the screento change viewing options

Web Layout – viewing the document as it would appear on a Web page

Outline – useful for viewing a document containing styles. This can also be used to move large

amounts of text around a document without having to select the text first

Draft – replaces the 2003 Normal view

SmartArt

SmartArt is a new feature in Word 2010 and is available across all the Microsoft 2010 applications.

SmartArt can be quickly and easily created and offers a visual representation of information to effectively

communicate messages or ideas.

When you create a SmartArt graphic, you are prompted to choose a type of SmartArt graphic, such as

Process, Hierarchy, Cycle, or Relationship. Each type of SmartArt graphic contains several different layouts.

After you choose a layout, it is easy to switch the layout or type of a SmartArt graphic. Most of your text and

other content, colours, styles, effect, and text formatting are automatically carried over to the new layout.

IMPORTANT: If SmartArt is going to be used externally, be aware that Word 2010 colour options will be

used rather than A&O brand colours.



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1. How to add a SmartArt graphic

(a) Position your cursor in the document

where you want the SmartArt to appear

(b) Choose SmartArt from the Insert tab

on the Ribbon(c) Select the SmartArt required from the

box and click OK when done

(d) Enter text by clicking into [Text] in the

Text pane, then type your text

Note: Text can be copied and pasted into

[Text] if required

2. How to add or delete shapes in SmartArt

(a) Click into the existing shape closest to the position for

the new shape

(b) Click on the Design tab, click the arrow under Add

Shape and choose to Add Shape After or Add Shape

Before

(c) Click into the Text pane, click an existing shape, click before or after the text where the new

shape needs to appear and press Enter

Note: To delete a shape, click the shape to be removed and press Delete on the keyboard

3. How to change the colours of an entire SmartArt graphic

(a) Select the SmartArt graphic

(a) Click Change Colors on the Design tab

4. How to apply a SmartArt Style to a SmartArt graphic

(a) Click the SmartArt graphic

(b) Choose the More option on the SmartArt Styles group

on the Design tab

Equations

Equations have now been improved in Word 2010. You can choose from a library of example equations, or

you can create your own equation from the vastly improved Symbols and Structured groups on the Design

tab.

How to insert an equation into a document

(a) Before using this feature, ensure the document has been saved into a DOCX

format using the Convert button (ensure you have read the opening paragraphs

of this document regarding the DOCX format)

(b) Position the cursor where the equation is to appear

(c) Click on the Insert tab and choose Equation – this is a two part button:

The dropdown provides a library of pre-created equations that can be edited

The button inserts an empty equation field into the text of the document, ready for theequation to be built using the symbols on the Design tab

(d) Click into the text outside the equation to save the changes

(e) Double-click to edit the equation



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Document Navigation Pane

In Word 2003, you could use a feature called the Document Map to navigate quickly through a document. In

Word 2010, the Document Map has been replaced by the Document Navigation Pane. You can now

search for text. The new Navigation pane can help you find text, tables, graphics, comments, footnotes or

endnotes, and equations. You can also get a quick look at the structure of your document and you canchange the structure by dragging headings inside the Navigation pane.

1. Three ways to switch on the Document Navigation Pane

(a) Click on the View tab and tick the Navigation Pane option in the Show group. The

Navigation Pane is displayed on the left side of the document

(b) Click on the Home tab and in the Editing group click Find and the Navigation Pane will

open

(c) Press Ctrl & F and the Navigation Pane will open

2. How to search for text

(a) To search for text in the document, type the required text

into the Search Document section of the Navigation

Pane

(b) Click on a result to see it in the document, or browse

through all the results by clicking the Next Search Result

and Previous Search Result arrows (outlined in red)

3. How to search for other document elements

(a) Click the arrow next to the Magnifying Glass, and then

click the option that you want

(b) Follow the above instructions for moving through the

results

4. How to view a thumbnail image of pages

(a) In the Navigation Pane, click the Browse the pages in

your document tab

(b) To go to a page in the document, click the thumbnail

image

5. How to browse by headings

(a) In the Navigation Pane, click the Browse the headings

in your document tab

(b) To go to a heading in your document, click the heading

(c) To show or hide the subheadings under a heading, click

the triangle next to the heading

6. How to change the document structure

(a) In the Navigation Pane, click the Browse the headings in your document tab

(b) To move part of the document, click the heading and drag it to a new location

Note: If working with Track Changes, the text will appear as deleted from the original position and

inserted at its new position

Mini Translator

The Microsoft Office Mini Translator is a new feature and offers a translation option while working in your

document. You can point to a word or selected phrase with the mouse and the translation displays in a small

window. The Mini Translator includes a Play button so you can hear an audio pronunciation of the word orphrase, and a Copy button so you can paste the translation into another document. Note: Mini Translator



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is only available in Word, Outlook and PowerPoint.

IMPORTANT: This should not be used to translate whole documents. Contact The Bridge for translation

services.

1. How to set up the Mini Translator

(a) Select the Review tab on the Ribbon.Click on the Translate button in the

Language group and select Choose

Translation Language...

(b) Translate to: – chooses the language

to be used to automatically translate

words or phrases when clicking into,

or selecting, text in the document

(c) Choose document translation

languages – chooses the language

for translation when using the

Translate Selected Text option onthe Translate button

(d) Choose the languages to translate

from and to

(e) Translate from: – although this offers

other language choices, only English

(U.S.) option is offered

2. How to use the Mini Translator

(a) Click the Review tab, click Translate, and then choose Mini

Translator

(b) Select some text and the translation will appear above thetext

3. How to use the Research option

(a) Point to a word in your document

(b) To open the Research pane, click Expand (outlined in red)

in the Mini Translator

(c) Use the Play button (outlined in blue) to hear an audio

version of the word. Ensure the sound on your PC is

switched on before using this feature

4. How to switch off the Mini Translator

To stop the translations appearing on your text, reset the Mini Translator Language to English

(U.S.)

Photo Effects

Word 2010 offers some of the new photo effects found in PowerPoint 2010 that can be used to edit a picture

in your document. You can change the brightness and contrast, and also re-colour the picture. If there are a

lot of images in your document, be aware that this feature can make the document very large.

IMPORTANT: A&O provides a large library of images on the intranet in the Global Image Library. Images

can also be used from the Microsoft ClipArt Library, which can be inserted from the Insert tab. Considercopyright issues for any image taken directly from the internet.



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How to apply a photo effect

(a) Click on the picture in your document

(b) From the Picture Styles group, on the Picture Tools/Format

contextual tab, choose the following:

Picture Border – changes the colour of the border around

the picture

Picture Effects – enables different effects to be applied to

the picture

Picture Layout – will add the picture to a SmartArt graphic, so text can be added

The More option – select this to open the gallery containing the photo effects. Move over

each option to see how the effect will change your picture

(c) In the Adjust group, on the Picture Tools/Format contextual tab,

choose the following:

Corrections – allows you to apply sharpening, softening,

brightness and contrast to the picture

Color – enables you to change the overall colour of the

picture

Artistic Effects – provides different effects that can be

applied to the picture

Note: You can reset the picture back to its original state by

clicking on Reset Picture

Picture Compression

Pictures or images within your document can dramatically increase its size. You can reduce this by

compressing the pictures or images. Be aware that there may be a change in the quality of the picture or

image once it has been compressed.

How to compress a picture or image

(a) Click on the picture in your document

(b) Click on the Compress Pictures button on the Picture

Tools/Format contextual tab

(c) Select the options you require

(d) Target output: the lower the ppi (pixels per inch), the lower the

picture resolution so there may be some changes to the image

quality in the document

(e) To set the picture back as it first appeared in the document, click

on Reset Picture

Background Removal Tool

The Background Removal Tool is a new feature in Word 2010 and is available across all the Microsoft

2010 applications. Pictures can be used in Word to emphasise a point and generally support information or

data. A picture may do this better if parts of it (perhaps the background) are removed.

IMPORTANT: A&O provides a large library of images on the intranet in the Global Image Library. Images

can also be used from the Microsoft ClipArt Library, which can be inserted from the Insert tab. Consider

copyright issues for any image taken directly from the internet.



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How to use the Background Removal Tool

(a) Insert the picture or image into your worksheet, and click on it

(b) Choose Remove Background from the Picture Tools/Format

contextual tab

(c) PowerPoint makes an initial guess about what to remove and

puts a purple mask over the area that is about to be removed. If

correct, click on Keep Changes, on the Background Removal

tab

(d) If the guess is incorrect, drag the rectangle to fit around the

required object. Click Mark Areas to Remove button and draw

lines over the unwanted areas

(e) If part of the object is under the purple mask, use Mark Areas to Keep to indicate the areas that

need to stay

(f) Choose Keep Changes to accept all the changes

(g) Choose Discard All Changes to revert the picture/image back to its original state

Screenshot (built-in screen capture tool)

A new feature available across all Microsoft Office 2010 applications is Screenshot, the built-in screen

capture tool. When you click on Screenshot on the Ribbon, the tool will automatically take screenshots of

all the open applications on your computer (that are not minimised) and these can then be inserted directly

into your document. This is particularly useful if you want to include screenshots with instructions. Whereas

Screenshot captures the whole screen, there is an additional Screen Clipping feature which enables you to

capture smaller selections.

Note: Screenshot will not include a screenshot of the application you are currently working in.

1. Adding images to the Screenshot gallery

(a) Click on the Screenshot button on the Insert tab

(b) The screenshots will automatically appear in the Available Windows

gallery

(c) Click on the required screenshot to add it to the document

(d) Click on the image and choose the Crop tool from the Size group on

the Picture Tools/Format contextual tab to remove sections of the

screenshot that are no longer required

2. Using the Screen Clipping tool

(a) Before using the Screen Clipping tool, use Alt & Tab to navigate to the

screen from which you want to take the Screen Clipping. Return to

Word and choose the Screen Clipping tool

(b) Select Screen Clipping and the entire window will temporarily become

opaque or "frosted over"

(c) Click and drag to select the part of the window that is required. The selection will show

through this opaqueness

(d) The screen clipping will automatically be added into the slide in the document in Word

what s new in word 2010 - user guide

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