Unit 3: Exploring Microsoft Office

Word 2010

Introduction to Word

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 Objectives
• Understand how word processors work
• Customize Microsoft Word
• Use features that improve readability
• Check spelling and grammar

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 Objectives (continued)
• Display a document in different views
• Prepare a document for distribution
• Modify document properties

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 Word Processing

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 The Word Window
Quick Access Toolbar Title bar

Rulers Scroll bar

Status bar
View buttons Zoom slider
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 Word Wrap
Soft returns
Hard returns

Soft returns
Hard returns

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 Keyboard Shortcuts
Keys Moves Insertion Point
Left arrow One character left
Right arrow One character right
Up arrow Up one line
Down arrow Down one line
Home Beginning of the line
End End of line
PgUp Up to the previous page
PgDn Down to the next page
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 Toggle Switches
Show/Hide

Tab

Hard return

Space between words

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 Page Breaks
Show/Hide on

Hard page break marker

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 Page Numbers
Placement options Format Page Numbers

Gallery

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 Page Numbers (continued)
Page Number Click to display formats

Start numbering on page

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 Cover Page
Cover Page

Gallery

More cover pages

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 Customize Word
Categories

Descriptions

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 Headers and Footers
Formatting options Fields to insert Display options Position options

Header area

Footer area

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 Sections
Page Layout tab Breaks

Section Breaks

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 Sections (continued)
Previous Next

Link to
Previous active

Section number

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 Watermarks
Watermark

Watermark
options

Watermark

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 Spelling and Grammar

Contextual spelling error

Possible spelling error

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 Document Views

Web Layout

Draft

Print Layout Full Screen Reading Outline

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 Zoom

Magnification Page view layout

Zoom slider

Percent

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 Save a Document

Save as type arrow

Word 97 – 2003

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Compatibility Mode

Compatibility Mode

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Compatibility Checker

List of incompatible items

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 Backup Options
Check to enable AutoRecover Time between AutoRecover saves

Location of the
AutoRecover file

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 Backup Options (continued)

Advanced

Backup option

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 Document Inspector
Inspectors

Check for Issues Inspect

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 Printing Options
Number of copies Preview

Select printer

Settings

Previous Next Zoom

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Document Properties
Document Properties panel Properties arrow

Close

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 Summary

• Word processors have features that make it easy

to create documents.
• Consider both the content and look of the
document.
• Create copies of documents and back up
changes at every opportunity.

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 Exploring Microsoft Office
Word 2010

Section 2
Document Presentation

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 Objectives
• Apply font attributes through the Font dialog
box
• Control word wrapping
• Set off paragraphs with tabs, borders, lists,
and columns
• Apply paragraph formats

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 Objectives (continued)
• Understand styles
• Create and modify styles
• Format a graphical object
• Insert symbols into a document

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 Typography
Typeface or font Type Style
• Serif • Regular
• Sans serif • Bold
• Monospaced • Italic
• Proportional • Bold italic

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 Font Attributes
Style

Font
Size

Color

Special Effects

Preview

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 Font Attributes (continued)
Text Effects Effects

Text Effects

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 Character Spacing
Advanced

Spacing

OpenType settings
Preview

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 Change Text Case
Change Case

• Sentence case
• lowercase
• UPPERCASE
• Capitalize Each Word
• tOGGLE case
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 Text Highlighting
Text Highlight Color arrow

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 Word Wrapping

Date wrapping

Phone number
wrapping
Nonbreaking space

Nonbreaking
hyphen
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 Paragraph Formatting
• Alignment • Pagination
• Indentation • Borders
• Tab stops • Shading
• Line spacing

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 Set Tabs
Tab selector Show or hide ruler

Tab position

Tab Selector Icon Type of Tab

L Left tab
T
Center tab
Right tab
T . Decimal tab
I Bar tab
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 Leaders Characters
Paragraph Dialog Box Launcher

Dot leaders

Leader characters

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 Borders and Shading
Borders tab Page Border tab Preview

Line style

Line color

Line width

Horizontal Line

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 Borders and Shading (continued)
Shading tab Preview

Fill color

Shading options

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 Bullets and Numbers
Live Preview Bullets Numbering Multilevel List Define New Bullet

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 Columns
Preset columns

Spacing between
Number of columns columns

Column width

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 Nonprinting Formatting Marks
End of paragraph Tab Nonbreaking hyphen

Regular hyphen Nonbreaking space Regular space

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 Text Alignment

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 Paragraph Indents

Measurement for indent

First line indent

Hanging indent

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 Line and Paragraph Spacing

Paragraph spacing Line spacing

Before the paragraph

After the paragraph

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 Widows and Orphans
Lines and Page Breaks tab
Widow/Orphan Control

Keep with next

Keep lines together

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 Styles
Quick Style More Styles Dialog Box Launcher

Styles pane

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 Styles (continued)

Show Preview

Options

New Style Style Inspector Manage Styles

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 Modify Styles
Style name

Format specifications

Preview

Format

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 Style Pane Options

Styles to show

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 Outline View
Outline view controls

Paragraph expanded

Paragraph collapsed

Outline
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 Graphical Objects

Size group

Original size graphic

Sizing handles Scale

Lock proportions

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 Text Wrapping
Wrap Text

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 Picture Quick Styles
Pictures Styles More arrow Soft Edge Oval

Original

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 Cropping
Cropping handles Crop

Portion to discard Original photograph

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Contrast and Brightness

Presets

Brightness

Contrast

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 Symbols
Symbol

Symbol gallery

More Symbols

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 Summary

• Typography gives your document a polished,

professional look.
• Alignments, indentation, and line spacing make
the document readable.
• Styles provide consistency.
• Graphics enhance the document.

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 Exploring Microsoft Office
Word 2010

Section 3
Collaboration and Research

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 Objectives
• Insert comments in a document
• Track changes in a document
• Acknowledge a source
• Create and modify footnotes and endnotes

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 Objectives (continued)
• Insert a Table of Contents and Index
• Add other reference tables
• Create cross-references

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Inserting Comments

Initials of reviewer

Markup balloon

Comment

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 Reviewing Pane
Reviewing Pane arrow Previous Next

Reviewing Pane

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 Show Markup
Show Markup

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 Tracking Changes
Track Changes active Accept Reject

Reviewer’s name,
Markup balloon
date and time of
for deletion
revision

Changed lines

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 Markup Views
Original: Show Markup selected Display for Review arrow

Deleted text Inserted text

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Customize Track Changes
Track Changes arrow

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 Acknowledging a Source
Insert Citation Type of Source

Fields for
bibliography

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 Share and Search for Source

Master List Current List

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 Bibliography
Bibliography

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 Writing Styles
Common writing styles Style arrow

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 Footnotes and Endnotes

Separator line

Footnote number Footnote text

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Footnotes and Endnotes
Footnotes & Endnotes Dialog Box Launcher

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 Table of Contents
Fancy Formal

Modern Simple

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 Index
Fancy Formal

Modern Simple

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 Exploring Microsoft Office
Word 2010

Section 4
Document Productivity

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 Objectives
• Insert a table
• Format a table
• Sort and apply formulas to table data
• Convert text to a table

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 Objectives (continued)
• Select a main document
• Select or create recipients
• Insert merge fields
• Merge a main document and data source

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 Tables
Column

Row

Cell

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 Insert a Table
Select cells for table size

Insert Table

Size in rows and columns

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 Select a Table

Table Move handle Design Layout

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 Insert and Delete
Delete Insert commands Layout

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 Merge and Split Cells
Merge Cells Split Cells

Selected
cells

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 Change Height and Width

Table Row Width

Wrapped data
Table Column Width

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Formatting a Table
Table Tools Design

Styles More Shading Borders

Live Preview

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 Table Position and Alignment
Properties Cell alignment options Text Direction Cell Margins

Table alignment Custom indent

options

Text wrapping
options

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Sorting and Applying Formulas
Sorted by date

Formula calculates total

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Calculate with Table Formulas
Formula

G3

G12

Formula to calculate total

Number format

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 Sort Data
Sorted in ascending order by date

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 Sorting Data (continued)
Sort by list

Header row selected

Table data selected

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Convert Text to Table
Table Number of columns

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 Mail Merge

Merge fields

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Mail Merge (continued)
Fields to merge

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Mail Merge (continued)

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Selecting a Main Document
Categories of documents

Wizard

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 Using the Wizard
Directions

Next

Previous

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 Selecting Recipients
Fields

Header row

Record

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 Create a Data Source

New record

New Entry

Delete Entry

Customize Columns

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 Editing a Data Source
Edit Recipient List

Name of Data Source

Edit

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 Using an Excel Worksheet
Select Recipients

Excel Files

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 Using an Access Database

Field names

Data in table format

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Database Tables and Queries

Query results

Database table

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Match Fields with Database
Database fields Match Fields

Fields in the recipient list

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 Sorting and Filter Records
Remove check to omit recipient

Sort

Filter

Additional options

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 Sorting the Data Source
Sort order Sort Records

Available fields

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 Inserting Merge Fields
Available fields in data source

Merge field

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 Merging

Merged fields

Documents merged

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 Merging to E-mail
Select Recipients Finish & Merge

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 Summary
• Tables organize information, making it easy to
read and understand.
• Mail merges save time and energy when preparing
personalized documents.

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 Figure Captions
Insert Caption

Chart selected
Label

Numbering

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 Table of Figures
Insert Table of Figures

Tab leader style

Formats

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Table of Authorities
Selected
Mark Citation text

Mark the
selected
entry

Mark all entries

to the same case
in document

Case denoted
by braces

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 Cross-References
Insertion point where page number will display Cross-reference

Reference
Reference type
element

Hyperlink

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 Summary
• Collaboration features enable you to insert
comments and track changes in a document.
• Tools, such as footnotes, endnotes, and
bibliographies, enable you to acknowledge
sources.
• Supplemental document components assist
readers in finding information.

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