Word 2010

1. Word 2010

2. Ms Word 2010 • Microsoft Word 2010 is a word-processing program, designed to help you create professional-quality documents. • With the finest document-formatting tools, Word helps you organize and write your documents more efficiently. • Word also includes powerful editing and revising tools so that you can collaborate with others easily.

3. Opening Microsoft Word On A Pc • To launch Microsoft Word, go to Start > All Programs > Microsoft Office > Microsoft Office Word 2010 . • A blank Word document will open.

4. Interface component • File Tab: • The File tab replaces the Office button from Word 2007. • You can click it to check Backstage view, which is the place to come when you need to open or save files, create new documents, print a document, and do other file related operations. • Quick Access Toolbar: • This you will find just above the File tab and its purpose is to provide a convenient resting place for the Word • most frequently used commands. You can customize this toolbar based on your comfort.

5. Interface component • Ribbon: • Ribbon contains commands organized in three components: • T abs: T hey appear across the top of the Ribbon and contain groups of related commands. Home, Insert, • Page Layout are example of ribbon tabs. • Groups: They organize related commands; each group name appears below the group on the Ribbon. • For example group of commands related to fonts or group of commands related to alignment etc. • Commands: Commands appear within each group as mentioned above.

6. Interface component • Title bar: • T his lies in the middle and at the top or the window. Title bar shows the program and document titles. • Rulers: • Word has two rulers - a horizontal ruler and a vertical ruler. T he horizontal ruler appears just beneath the • Ribbon and is used to set margins and tab stops. T he vertical ruler appears on the left edge of the Word window • and is used to gauge the vertical position of elements on the page. • Help: • T he Help Icon can be used to g et word related help anytime you like. T his provides nice tutorial on various • subjects related to word. • Zoom Control: • Zoom control lets you zoom in for a closer look at your text. T he zoom control consists of a slider that you can • slide left or rig ht to zoom in or out, . and + buttons you can click to increase or decrease the zoom factor.

7. View Buttons: T he group of five buttons located to the left of the Zoom control, near the bottom of the screen, lets you switch • among Word's various document views. • Print Layout view: T his displays pages exactly as they will appear when printed. • Full Screen Reading view: T his gives a full screen look of the document. • Web Layout view: T his shows how a document appears when viewed by a Web browser, such as • Internet Explorer. • Outline view: T his lets you work with outlines established using Word. standard heading styles. • Draft view: T his formats text as it appears on the printed page with a few exceptions. For example, • headers and footers aren't shown. Most people prefer this mode.

8. Interface component • Document Area: • T he area where you type. T he flashing vertical bar is called the insertion point and it represents the location • where text will appear when you type. • Status Bar: • T his displays document information as well as the insertion point location. From left to rig ht, this bar contains the • total number of pages and words in the document, language etc. • You can configure the status bar by rig ht-clicking anywhere on it and by selecting or deselecting options from the • provided list. • Dialog Box Launcher: • T his appears as very small arrow in the lower-rig ht corner of many groups on the Ribbon. Clicking this button • opens a dialog box or task pane that provides more options about the group.

9. Entering text • Document area is the area where you type your text. T he flashing vertical bar is called the insertion point • and it represents the location where text will appear when you type. • T he text appears to the left of the insertion point as you type: • T here are following two important points which would help you while typing : • You do not need to press Enter to start a new line, as the insertion point reaches the end of the line, Word • automatically starts a new one. You would need to press enter if you want to have a new paragraph. • When you want to add more than one space between words, use the Tab key instead of the spacebar. T his • way you can properly align text when you use proportional fonts.

10. Moving around document • Word provides a number of ways to move around a document using the mouse and the keyboard. • T o create a sample text there is a short cut available. • Open a new document and type =rand() and just press enter to see the magic. • Moving with Mouse: • You can easily move the insertion point by clicking in your text anywhere on the screen. Sometime if document is • big then you can not see a place where you want to move. In such situation you would have to use the scroll bars, • as shown in the following screen shot: • You can scroll your document by rolling your mouse wheel, which is equivalent to clicking the up-arrow or down arrow • buttons in the scroll bar.

11. Moving with Scroll Bars: • As shown in the above screen capture, there are two scroll bars: one for moving vertically within the document, • and one for moving horizontally. Using the vertical scroll bar, you may: • Move upward by one line by clicking the upward-pointing scroll arrow. • Move downward by one line by clicking the downward-pointing scroll arrow. • Move one next page, using next page button (footnote). • Move one previous page, using previous page button (footnote). • Use Browse Object button to move through the document, going from one chosen object to the next.

12. Moving around text using keyboard

13. Moving around text using keyboard

14. Moving with Go To Command: • Press F5 key to use Go T o command, which will display a dialogue box where you will have various options to • reach to a particular page. • Normally we use page number or line number or section number to g o directly on a particular page and finally • press Go T o button.

15. Saving your document • Saving New Document: • Step (1): Click the File tab and select Save As option. • Step (2): Select a folder where you would like to save the document, Enter file name which you want to give to • your document and Select a Save as type, by default it is .doc x format. • Step (3 ): Finally, click on Save button and your document will be saved with the entered name in the selected • folder.

16. Saving your document • Saving New Changes: • T here may be a situation when you open an existing document and edit it partially or completely, or even you • would like to save the changes in between editing of the document. If you want to save this document with the • same name then you can use either of the following simple options: • Just press Ctrl + S keys to save the changes. • Optionally you can click on the floppy icon available at the top left corner and just above the File tab. T his • option will also save the changes. • You can also use third method to save the changes, which is Save option available just above the Save As • option as shown in the above screen capture. • If your document is new and it was never saved so far, then with either of the three options, word would display • you a dialogue box to let you select a folder, and enter document name as explained in case of saving new • document.

17. Opening new document • Step (1): Click the File tab and select New option. • Step (2): When you select New option from the first column, it will display a list of templates in second column. • Just double click on Blank document, which is very first option in the template list. We will discuss about rest of • the templates available in the list in coming chapters. • Now you should have your blank document as shown below ready to start typing your text. • You can use a short cut to open a blank document anytime. T ry using Ctrl + N keys and you will see a new blank • document similar to above window is opened.

18. Opening Existing Document: • Step (1): Click the File tab and select O pen option. • Step (2): T his will display following file O pen dialog box, which lets you navigate through different file • folders and also lets you select a file which you want to open. • Step (3 ): Finally locate and select a file which you want to open and click small triangle available on O pen • button to open the file. You will have different options to open the file, but simply use O pen option. • T his will open your selected file. You can use O pen Read-Only option if you are willing just to read the file and • you have no intention to modify ie. edit the file. Other options can be used for advanced usage.

19. Close a document • Step (1): Click the File tab and select Close option. • Step (2): When you select Close option and if document is not saved before closing , it will display following • Warning box asking whether the document should be saved of not. • Step (3 ): Now its up to you if you want to save the changes, then click Save, otherwise click Don't Save • button. T o g o back to the document click Cancel button. • T his will close the document and if you had other documents open, Word displays the last document you used, • otherwise, you see a blank Word window as shown below:

20. Insert and Add Text: • Step (1): Click the location where you want to insert text or you can use keyboard arrows to locate the place • where you would like to insert the text. • Step (2): Start typing your text you want to insert. Word inserts the text to the left of the insertion point, moving • existing text to the rig ht.

21. Selecting text • Selecting a text is one of the most important skill required while editing a word document. • You can perform various operation on a selected text like you can delete it, copy it, move it, apply formatting to it, change its capitalization, etc…

22. Selecting methods • 1 Selecting text between two points • Click at the start of the block of text, hold down Shift, and click at the end of the block. • 2 Selecting a sing le word • Simply double click anywhere on the word you want to select. • 3 Selecting a paragraph • Simply triple click anywhere on the paragraph you want to select. • 4 Selecting a sentence • Hold down Ctrl key and click anywhere in the sentence you want to select. • 5 Selecting a column of text • Hold down Alt, click and hold the mouse button, and drag over the column you want to select. • Note that only one part of the document can be in selected state. If you have one portion of the document in • selected state and as soon as you try to select any other part of the document, previous part will automatically be • de-selected.

23. Using the Selection Bar: • T he black shaded area in the following screen shot is called selection bar. When you bring your cursor in this • area, it turns into a rightward-pointing arrow. • You can use selection bar to select various components of a document as following : • 1 Selecting a line • Bring your mouse in selection bar area and click in front of the line you want to select. • 2 Selecting a paragraph • Bring your mouse in selection bar area and double click in front of the paragraph you want to select. • 3 Selecting the document • Bring your mouse in selection bar area and triple click.

24. Selection Using the keyboard: • Keyboard provides very good support when you want to select various components of the document as • described in the following: • 1 Ctrl + A • Press Ctrl + A keys to select the entire document. • 2 Shift • Keep pressing Sift key and use any of the arrow keys to select the text. • 3 F8 • Press F8 and then use any of the arrows keys to select the text.

25. Delete text • Using Backspace & Delete Keys: • 1 Backspace • Keep the insertion point just after the character you want to delete and press backspac e key. Word • deletes the character immediately to the left of the insertion point. • 2 Delete • Keep the insertion point just before the character you want to delete and press delete key. Word • deletes the character immediately to the rig ht of the insertion point.

26. Copy text • T o use copy and paste or cut and paste operations, word makes use of a temporary memory which is called clipboard. When you copy or cut a text then temporarily it stayed in clipboard and in second step you can paste • this content at desired location. • Copy & Paste Operation: • Copy operation will just copy the content from its original place and create a duplicate copy of the content at the • desired location without deleting the text from it's the original location. Following is the procedure to copy the • content in word: • Step (1): Select a portion of the text using any of the text selection methods. • Step (2): At second step, you have various options available to copy the selected text in clipboard. Just use any • one of them which you like most: • Using Mouse Rig ht Click: If rig ht click on the selected text, it will display copy option, just click this • option to copy the selected content in clipboard. • Using Ribbon Copy Button: After selecting a text, you can use copy button available at the ribbon to • copy the selected content in clipboard. • Using Ctrl + c Keys: After selecting a text, just press Ctrl + c keys to copy the selected content in • clipboard.

27. Copy & paste text • Step (3 ): Finally click at the place where you want to copy selected text and use either of these two simple • options: • Using Ribbon Paste Button: Just click paste button available at the ribbon to paste the copied • content at the desired location. • Using Ctrl + v Keys: T his is simplest way of pasting the content. Just press Ctrl + v keys to paste the • content at the new location. • Note: You can repeat paste operation as many times as you like to paste the same content.

28. Cut & Paste Operation: • Cut operation will cut the content from its original place and move the content from its original location to a new • desired location. Following is the procedure to move the content in word: • Step (1): Select a portion of the text using any of the text selection methods. • Step (2): At second step, you have various options available to cut the selected text and put it in clipboard. Just • use any one of them which you like most: • Using Mouse Rig ht Click: If rig ht click on the selected text, it will display cut option, just click this • option to cut the selected content and keep it in clipboard. • Using Ribbon Cut Button: After selecting a text, you can use cut button available at the ribbon to cut • the selected content and keep it in clipboard. • Using Ctrl + x Keys: After selecting a text, just press Ctrl + x keys to cut the selected content and • keep it in clipboard. • Step (3 ): Finally click at the place where you want to move the selected text and use either of these two simple • options: • Using Ribbon Paste Button: Just click paste button available at the ribbon to paste the content at the • new location. • Using Ctrl + v Keys: T his is simplest way of pasting the content. Just press Ctrl + v keys to paste the • content at the new location. • Note: You can repeat paste operation as many times as you like to paste the same content.

29. Find Command: • T he Find command enables you to locate specific text in your document. • Step (1): Click the Find option in the Editing group on the Home tab or press Ctrl + F to launch the • Navigation pane • Step (2 ): Enter a word which you want to search in the search box, as soon as you finish typing , Word searches • for the text you entered and displays the results in the navigation pane and highlight the word in the document • Step (3): Finally if you are done with searching operation, you can click close button (X) to close the • Navigation Pane.

30. Find and replace • Step (1): Click the Replace option in the Editing group on the Home tab or press Ctrl + H to launch the • Find and Replace dialog box • Step (2): Type a word which you want to search and a word which would like to replace with in the Find and Replace dialog box • Step (3 ): Click Replace button available on Find and Replace dialog box and you will see first occurrence of the searched word would be replaced with the replace with word. • Clicking again on Replace button would • replace next occurrence of the searched word. • If you will click Replace All button then it would replace all the • found words in one go. • You can also use Find Next button just to search the next occurrence and later you can use Replace button to replace the found word.

31. Formatting Text • Formatted text can emphasize important information and help organize your document. • In Word, you have many options for adjusting the font of your text including size, color, and inserting special symbols. • You can also adjust the alignmentof the text to change how it is displayed on the page.

32. To Change the Font Size: • Select the text you wish to modify. • Click the drop-down arrow next to the Font Size box on the Home tab. A drop-down menu appears. • Move the mouse pointer over the various font sizes. A live preview of the font size will appear in the document. Changing the font size • Select the font size you wish to use.You can also use the Grow Font and Shrink Font commands to change the size.

33. To Change the Font type: • Select the text you wish to modify. • Click the drop-down arrow next to the Font box on the Home tab. The Font drop-down menu appears. • Move the mouse pointer over the various fonts. A live preview of the font will appear in the document. • Select the font you wish to use. The font will change in the document.

34. To Change the Font Color: • To Change the Font Color: • Select the text you wish to modify. • Click the Font Color drop-down arrow on the Home tab. The Font Color menu appears. • Move the mouse pointer over the various font colors. A live preview of the color will appear in the document. • Your color choices aren't limited to the drop-down menu that appears. Select More Colors at the bottom of the list to access the Colors dialog box. Choose the color that you want and click OK.

35. To Highlight Text: • From the Home tab, click the Text Highlight Color drop-down arrow. The Highlight Color menu appears. • Select the desired highlight color. • Select the text you wish to modify. It will then be highlighted. • To switch back to the normal cursor, click the Text Highlight Color command.

36. Formatting text • To Use the Bold, Italic, and Underline Commands: • Select the text you wish to modify. • Click the Bold (B), Italic (I), or Underline (U) command in the Font group on the Home tab. • To Change the Text Case: • Select the text you wish to modify. • Click the Change Case command in the Font group on the Home tab. • Select the desired case option from the list.

37. Change the Text Alignment: • To Change the Text Alignment: • Select the text you wish to modify. • Select one of the four alignment options from the Paragraph group on the Home tab. • Align Text Left: Aligns all the selected text to the left margin. • Center: Aligns text an equal distance from the left and right margins. • Align Text Right: Aligns all the selected text to the right margin. • Justify: Justified text is equal on both sides and lines up equally to the right and left margins. Many newspapers and magazines use full-justification.

38. Change text alignment using keyboard •   Step 6: It’s also possible to change selected text using a combination of keyboard shortcuts, •   To make text centred, select and highlight the text first, then hold down Ctrl + E. • To make text right aligned, select and highlight the text first, then hold down Ctrl + R. • To make text justified, select and highlight the text first, then hold down Ctrl + J. • To make the text left aligned again, press and hold down Ctrl + L.

39. Clear Formatting Options: • All of the setting can be reset to the plain text, or the default formatting . To reset text to default settings: • Step (1): Select the text that you want to reset. • Step (2): Click Clear Formatting button in the Home tab Font g roup, or simply use Ctrl + SPACEBAR

40. Add effects to text • Add an effect to text • Select the text that you want to add an effect to. • On the Home tab, in the Font group, click Text Effect. • Click the effect that you want. • For more choices, point to Outline, Shadow, Reflection, or Glow, and then click the effect that you want to add. • Make text superscript or subscript • Superscript and subscript refer to numbers that are positioned slightly higher or slightly lower than the text on the line. • Select the text that you want to format as superscript or subscript. • Do one of the following: • On the Home tab, in the Font group, click Superscript. Or press CTRL+SHIFT+=. • On the Home tab, in the Font group, click Subscript. Or press CTRL+=.

41. 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. • you can use tabs and indents to move a single line or a whole paragraph. • 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.

42. To Indent Using the Tab Key: • A quick way to indent is to use the Tab key. This will create a first line indent of 1/2 inch. • Place the insertion point at the very beginning of the paragraph you wish to indent. • Press the Tab key. On the ruler, you should see the First Line Indent marker move to the right by 1/2 inch.

43. 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. • If you would prefer to type in your indent amounts, you can use the Indent fields on the Page Layout tab.

44. Line Spacing • Adjusting the line spacing will affect how easily your document can be read. • You can increase spacing to improve readability, or reduce it to fit more text on the page. • About Line Spacing • Line spacing can either be measured in lines or points. For example, when text is double-spaced, the line spacing is two lines high. On the other hand, you might set 12-point text with something like 15-point spacing, which gives enough height for the text plus a little extra space. • You can reduce the line spacing to fit more lines on the page, • or you can increase it to improve readability.

45. To Format Line Spacing: • Select the text you want to format. • Click the Line and Paragraph Spacing command in the Paragraph group on the Home tab. • Select the desired spacing option from the drop-down menu. • From the drop-down menu, you can also select Line Spacing Options to open the Paragraph dialog box. From here, you can adjust the line spacing with even more precision.

46. Paragraph Spacing • Just as you can format spacing between lines in your document, you can also choose spacing options between each paragraph. • Typically, extra spaces are added between paragraphs, headings, or subheadings. • Extra spacing between paragraphs helps to make a document easier to read. • To Format Paragraph Spacing • Click the Line and Paragraph Spacing command on the Home tab. • Select Add Space Before Paragraph or Remove Space After Paragraph from the drop-down menu. • From the drop-down menu, you can also select Line Spacing Options to open the Paragraph dialog box. • From here, you can control exactly how much space there is before and after the paragraph.

47. Bullets and numbering • Bulleted and numbered lists can be used in your documents to format, arrange and emphasize text. • To Create a List: • Select the text that you want to format as a list. • Click the Bullets or Numbering drop-down arrow on the Home tab. • Select the bullet or numbering style you would like to use, and it will appear in the document. • To remove numbers or bullets from a list, select the list and click the Bullets or Numbering commands. • When you're editing a list, you can press Enter to start a new line, and the new line will automatically have a bullet or number. When you've reached the end of your list, press Enter twice to return to "normal" formatting.

48. Multilevel Lists • Multilevel lists allow you to create an outline with multiple levels. • In fact, you can turn any bulleted or numbered list into a multilevel list by simply placing the insertion point at the beginning of a line and pressing the Tab key to change the level for that line. • You can then use the Multilevel List command to choose the types of bullets or numbering that are used.

49. To Create a Multilevel List: • Select the text that you want to format as a multilevel list. • Click the Multilevel List command on the Home tab. • Click the bullet or numbering style you would like to use. It will appear in the document. • Position your cursor at the end of a list item and press the Enter key to add an item to the list. • To remove numbers or bullets from a list, select the list and click the Bullets or Numbering commands. • To Change the Level of a Line: • Place the insertion point at the beginning of the line. • Press the Tab key to increase the level. • Hold Shift and press Tab to decrease the level.

50. Word Viewing Operation • Microsoft Word provides a functionality to apply zoom-in and zoom-out operations on a document. • zoom-in operation, it enlarges the size of text • zoom-out operation reduces the size of text. • A zoom operation just changes the size of the font on-screen without impacting any other attribute of the • document. • Zoom-in & Zoom-out using view tab: • Step (1): Click the view tab and then click Zoom button . • Step (2): When you click Zoom button, a Zoom dialog box will appear and will display zoom options box to select a value to reduce or increase the size of the document on-screen. • BY default it will be 100%, you can select 200% to increase the size of the font or 75% to reduce the size of the font. You can sent view at custom percent as well by entering a value in the given box. • You can click the Many pages down arrow and select to display multiple pages. • Step (3 ): Once you are done with selecting an option, click OK to apply the changes on the document. • Step (4): Try different options available, for example Page Width and Text Width.