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READ ME FIRST
Microsoft Word 2010 Level 1 Getting started is designed for users who have some familiarity with Windows, the keyboard and using the mosue and now wish to learn the foundations of word processing with Word 2010. Before working through this document you should be familiar with Windows, using the keyboard and using a mouse. You should be able to acquire sufficient skills and knowledge to be able to use the software at an efficient level. At the completion of Microsoft Word 2010 Level 1 Getting started you should be able to: 1 work with the basic features of Word create a new document open, navigate, preview and count the words in a document and understand how a4document is presented on the screen select and work with text in a document use a range of font formatting techniques. format paragraphs create and apply styles cut and copy information within and between documents format paragraphs work effectively with features that affect the page layout of your document print a document find the information you need in Help
What you need to know before working through this document... Aims.... Objectives
This document and all its associated practice files are also available on the web. To find these go to: http://www.bris.ac.uk/it-services/learning/ In the Keyword box type the document code given in the bottom right corner of the cover page.
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CONTENTS PAGE
Chapter 1 Getting To Know Word ............................................................................................................ 1 The Word Screen ........................................................................................................................................... 2 Using The Ribbon ........................................................................................................................................... 3 The Quick Access Toolbar ............................................................................................................................. 4 Customising The Quick Access Toolbar ........................................................................................................ 5 The File Menu................................................................................................................................................. 6 Chapter 2 Creating A New Document ...................................................................................................... 7 Using The Blank Document Template............................................................................................................ 8 Typing Text ..................................................................................................................................................... 9 Saving A New Document ............................................................................................................................. 10 Deleting Text ................................................................................................................................................ 11 Checking Spelling And Grammar ................................................................................................................. 12 Saving An Existing Document ...................................................................................................................... 13 Chapter 3 Working With A Document .................................................................................................... 14 Opening An Existing Document ................................................................................................................... 15 Navigating With The Keyboard..................................................................................................................... 16 Scrolling Through A Document .................................................................................................................... 17 Chapter 4 Working With Text.................................................................................................................. 18 Techniques For Selecting Text..................................................................................................................... 19 Deleting Text ................................................................................................................................................ 20 Using Undo ................................................................................................................................................... 21 Chapter 5 Font Formatting Level 1 ..................................................................................................... 22 Understanding Font Formatting .................................................................................................................... 23 Changing Fonts ............................................................................................................................................ 24 Changing Font Size ...................................................................................................................................... 25 (Optional) Growing And Shrinking Fonts ...................................................................................................... 26 Making Text Bold / Italic / Underlined ........................................................................................................... 27 Changing Case ............................................................................................................................................. 28 Changing Text Colour .................................................................................................................................. 29 Clearing Font Formatting .............................................................................................................................. 30 Chapter 6 Paragraph Formatting............................................................................................................ 31 Understanding Paragraph Formatting .......................................................................................................... 32 Changing Text Alignments ........................................................................................................................... 33 Chapter 7 Styles ....................................................................................................................................... 34 Applying Styles To Paragraphs .................................................................................................................... 35 Applying Styles To Text ................................................................................................................................ 36 Changing the Style Set ................................................................................................................................. 37 Chapter 8 Cutting And Copying ............................................................................................................. 38 Understanding Cutting And Copying ............................................................................................................ 39 Cutting And Pasting ...................................................................................................................................... 40 Copying And Pasting .................................................................................................................................... 41
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(Optional) Using The Clipboard Task Pane ................................................................................................. 42 Chapter 9 Bullets and Numbering .......................................................................................................... 43 Starting A Bulleted List ................................................................................................................................. 44 Adding Bullets To Existing Paragraphs ........................................................................................................ 45 Removing Existing Bullets ............................................................................................................................ 46 (Optional) Starting A Numbered List ............................................................................................................ 47 (Optional) Numbering Existing Paragraphs .................................................................................................. 48 (Optional) Removing Existing Numbers ....................................................................................................... 49 Chapter 10 Page Layout ............................................................................................................................ 50 Changing Page Margins ............................................................................................................................... 51 Changing Page Orientation .......................................................................................................................... 52 Chapter 11 Printing .................................................................................................................................... 53 Print Previewing............................................................................................................................................ 54 The Print Dialog Box..................................................................................................................................... 55 Chapter 12 Getting Help ............................................................................................................................ 56 Understanding How Help Works .................................................................................................................. 57 Accessing The Help Window........................................................................................................................ 58 Chapter 13 Nice to Know Extras ............................................................................................................ 59 The Status Bar.............................................................................................................................................. 60 5Customising The Status Bar....................................................................................................................... 61 Inserting A Date ............................................................................................................................................ 62 Using Redo ................................................................................................................................................... 63 Using Repeat ................................................................................................................................................ 64 Changing Case ............................................................................................................................................. 65 Using KeyTip Badges ................................................................................................................................... 66
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The File Menu is used to access file management functions such as saving, opening, closing,
! printing, etc. An Options item is also available so that you can set your working preferences
for Word 2010.
" #
The Ribbon is the tabbed band that appears across the top of the window. It is the control centre of Word 2010. Instead of menus, you can now use the tabs on the Ribbon to access commands which have been categorised into groups. It is largely the same as in 2007. The Status Bar appears across the bottom of the window and can be set to display information including page number, section number, column, and so on. It can also be used to access navigation commands such as Go To. The View buttons and the Zoom Slider are used to change the view or to increase/decrease the zoom ratio for your document.
$! %
The Scroll bar indicates your current position in the document and lets you move to other positions in the document by clicking or dragging. The arrows can also be used to move through the document.
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These are the most commonly used commands, including copy and paste, font and paragraph formatting, styles and editing...
Click on the Insert tab "! The commands on this tab are used to create pages, tables, illustrations, links, headers and footers, text objects and equations...
Click on Shapes in the Illustrations group to display #! the Shapes gallery This includes a huge range of shapes as well as the menu option: New Drawing Canvas at the bottom of the list... Click on each of the tabs and examine the commands $! Some of these open dialog boxes...
On the View tab, click on Zoom in the Zoom group to %! display the Zoom dialog box
Handy to Know
Additional tabs known as Contextual tabs appear in specific circumstances. For example, if you insert a picture, the Picture Tools: Format tab will appear. This provides quick access to all of the tools you may need to modify and work with the picture.
&!
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You can add any command you like to the toolbar by selecting More Commands to display the Word Options dialog box. From here you can choose commands or tabs to add to the toolbar. You can even shift the Quick Access Toolbar below the ribbon if this suits the way you work.
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If you want to restore the QAT to its original content, click on [Reset] in the Word Options dialog box.
Click on Open in the right-hand panel and click on [Remove] then '! do the same for Format Painter Click on [OK] to close the dialog box and restore the QAT (!
Handy to Know
You can move the QAT under the ribbon by clicking on the Customise Quick Access Toolbar tool and selecting Show Below the Ribbon. This puts the tools that you use most frequently closer to your document making it quicker to access them.
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Ensure Blank document is selected as shown #! Click on [Create] to create a new blank document $!
Notice that the document is automatically assigned a name, which is displayed in the title bar
Handy to Know
You can also use the keyboard shortcut + to instantly open a new blank document based on the Blank document template, by-passing the New Document dialog box.
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TYPING TEXT
The fastest way to learn how to type text into a Word document is simply to start. The text will adopt the default appearance determined by the template. Changing the appearance and layout of 1 the text can all be sorted out later. Any text that you type will appear at the insertion point (the small blinking black bar on your screen). So, to type, position the insertion point and type away.
Type Housing Construction Report ! Press to start a new line "! You might find that Word automatically changed the heading style, due to an in-built styles feature. Just ignore it for now as it is a feature that you will learn about in more advanced training...
#!
Notice that when you reach the end of a line the insertion point jumps to a new line automatically this is called word wrap... Press then type the $! second paragraph as shown Press to complete the %! paragraph and to insert a blank line at the end
Handy to Know
The wavy red lines that might appear as you type text indicate words that are not recognised by Microsoft Word. The existence of inbuilt dictionaries enables Word to crossreference the text that is typed into documents.
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Click on the File Menu and click on Save (or Save As if ! you have opened the file above) to display the Save As dialog box In a new document, Word automatically proposes a name for the document, based on the text typed in the first line
"!
In the File name box, type Alpheius Housing Report (replacing the suggested name if necessary)
Check the folder, as shown in the Save In box at the top of #! the Save As dialog box: Stay in the current folder, or browse to an appropriate folder if necessary (If unsure, you can easily save files into My Documents by clicking this option on the left) Click on [Save] to save the document $! 4
Notice that the new name now appears in the title bar at the top of the screen
Handy to Know
You can also press the keyboard shortcut + or click on Save on the Quick Access toolbar to quickly save a document.
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DELETING TEXT
Deleting text is almost as easy as using an eraser. Typically, as long as the insertion point is positioned in the correct place within the document, you should have no problems.
Click to the left of the word year in the first sentence, to ! position the insertion point at the front of the word Type two and press "! Press four times to move #! to the end of the word year and type the letter s You can also easily delete words... 3
$!
Move the mouse pointer to the left of the word half in the next sentence, then click and drag across the words half of the to select them
Press to delete the words %! Now lets replace a word with another... Double-click on the last word in the first paragraph: half &! This will select the word... Type year to replace the word '! When text is selected, anything typed will replace it automatically
Handy to Know
Pressing deletes text to the right of the insertion point, while pressing deletes text to the left of the insertion point.
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Press + to position ! the insertion point at the beginning of the document Click on the Review tab on the ribbon "! Click on Spelling & Grammar in the Proofing group #!
will
The Spelling and Grammar dialog box will open, displaying the first instance that Word detects as a spelling or grammatical error. In the example shown here, the company name Alpheius is not recognised by Word...
recognised in future. The next error is then located the word poor has been misspelled...
Click on [Change] to accept the highlighted suggestion %! all the errors have been reviewed, Word will advise that ! When the spelling and grammar check is complete... Click on [OK] &!
Handy to Know
Word will normally also check your spelling and grammar as you type. Misspelt words will be underlined with a wavy red line and grammatical errors are highlighted with a wavy green line (you might also see a wavy blue line; this is not a spelling or grammar issue but rather an inconsistency in style).
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Click at the end of the heading Housing Construction ! Report to position the insertion point Press and type 2007 "! Click on the File Menu then select Save to save the #! changes made up to this point As an alternative to using the File Menu, you can also use the Save tool on the Quick Access Toolbar. So lets make another change... Double-click on the value in Q4 for Hungary to select it, then $! type 256 Click on Save on the %! Quick Access Toolbar to save the document again
Handy to Know
You can also use the keyboard shortcut + to save your changes quickly.
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CHAPTER 3
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Browse to the 2010 level 1 course files folder "! Click on W703 Working With A Document_1.docx, then click #! on [Open] to open it
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Press + to move to the "! start of the document Press + to jump to the #! next page Press + to jump to the $! previous page Press + five times to %! move down five paragraphs Press to jump to the end of &! the current line Press to jump to the start '! of the current line Press + to move the (! insertion point right one word Press + to move to the )! start of the document again
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Click once on the Next Page button to move to the next page notice the page "! number indicator in the status bar has changed
#! Click several times on the down arrow at the base of the scroll bar notice $! that you can no longer see the insertion
point, as it remains at the top of the document
Click on the up arrow until the screen stops scrolling you should now see the %! top of the document Move the mouse pointer onto the slider &! button , hold down the left mouse button a tip box indicates the current page
Continue to hold down the left mouse '! button and drag the slider button
down until you get to the bottom of the scroll bar this is the bottom of the document
Drag the slider button up, until you get to the top of the document (!
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CHAPTER 4
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To select
Single character
Word
Sentence
Click on the first word of the sentence then, while holding down the left mouse button, drag the mouse to select the remaining words in the sentence. Hover over the blank selection bar to the left of the text until the pointer changes to a right-pointing arrow then click once. Triple-click on a word in the paragraph. OR Hover over the blank selection bar to the left of the text until the pointer changes to a right-pointing arrow then double-click. Click on the first word of the block then, while holding down the left mouse button, drag the mouse over the remaining text. OR Use a combination of both the mouse and keyboard click at the start of the selection, scroll up/down so you can see the end of where you want to select, then press and click at the end of the selection. Hover over the blank selection bar to the left of the text until the pointer changes to a right-pointing arrow then triple-click.
Line
Paragraph
Block of text
Use the arrow keys to position the cursor at the start of the text, then press: + + to select whole words OR + to select characters
Whole document
Press + to position the cursor at the start of the document, then press + + OR Use a combination of both the mouse and keyboard click anywhere in the document and press + .
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DELETING TEXT
One of the primary advantages of working with a word processor is the ease with which corrections can be made. In Word, simple changes can be made to the text in your 2 document by using the delete and backspace keys to readily remove text. Whereas the delete key removes characters to the right of the insertion point, backspace removes characters to the left.
Click to the left of very in the third paragraph to position the ! insertion point Press to delete the letter to "! the right: v Press four more times to #! delete ery and the space Click to the right of remarkably in the second paragraph and $! press eleven times this will delete the characters to the left of the insertion point Click to the left of very peculiar in the next paragraph 4
Handy to Know
You can also select non-contiguous ranges of text. Simply select the first range, then hold down and select the next range/s. When using this method to delete multiple words, keep in mind that Word may not automatically adjust the spacing between words.
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USING UNDO
If you find that you have inadvertently deleted, changed or moved text, you can undo the changes that were made and revert to a previous version of the document. The Undo operation in 1 Word holds a snapshot of your document prior to each and every action that you perform, enabling you therefore to select the point to which you want to revert the document.
Triple-click in the first paragraph to select it ! Press to delete it "! Whoops! Didnt actually mean to do that... Click on Undo #! Access Toolbar on the Quick 4
The deleted paragraph will be reinstated... Lets see how the Undo list of snapshots builds... Click immediately before founders in the second $! paragraph, type Alpheius then press Double-click on tiny in the third paragraph and press twice %! this will also delete the redundant comma Click on the drop arrow for &! Undo on the Quick 6 5
Move the mouse pointer over the third action and click on it '! this will undo the last 3 actions
Handy to Know
You can also use the keyboard shortcut + to quickly undo the previous action. Alternatively, hold down and press repeatedly to undo consecutive actions.
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CHAPTER 5
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Text in Documents
Some of the simplest documents consist of text on a page. The text you use can be formatted to meet corporate requirements, to fit more on a page, to make it easy to read, to make it look like a flyer rather than a letter it can be formatted for a wide variety of reasons. For example, you may like to change the font, font size, apply bold or italics, underline or change the colour of text.
Text in Tables
Text is used in tables, as shown here. The text can be formatted to show: Headings Normal table entries Quotes S !"#$% and many other things... Callout boxes are another example of where text is used and can be formatted.
Text in Boxes
Text can also be used in text boxes and other shapes. This text can also be formatted to match your document or as a caption for an image in a borderless text box, for example.
Keep it Simple
Formatting of text is best applied simply. Only make a limited number of changes unless your project specifically calls for more. A single overall font change can often be more effective than multiple changes that confuse or distract the reader. As a rule of thumb: use no more than four formats on a page reserve underlining for very special cases, because it can interfere with the readability of text and imply a hyperlink dont use ALL UPPERCASE because it is not as easy to read as lowercase or mixed case and can be taken to imply SHOUTING Emphasise only the key words.
buttons to display a menu of choices, such as Change Case multi-purpose tools such as Font Colour which can be used either to apply the displayed colour or to display a menu of alternatives
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CHANGING FONTS
The appearance that you choose for your text is referred to as the font or typeface. Font traditionally refers to a combination of typeface, style and size in points (e.g. Arial Bold 12 pt). 1 In word processing, font just refers to the typeface or shape of the letters. Typical classic fonts include Times New Roman, Arial, Century Gothic and Copperplate.
Click on Select in the ! Editing group on the Home tab and select Select All All of the text will be selected. Notice that the Font group indicates that the font is Calibri (Body)... Click on the drop arrow "! Font and point to a font for
#!
Point to Arial Narrow, then Book Antiqua, Garamond and Gill Sans MT If you dont have these fonts, try different ones. As you point to each font, the preview will change...
Scroll down and click on $! Verdana, or another font of your choice to apply the change This time the font formatting is permanent it wont change again unless you make another selection
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Click on Select in the ! Editing group of the Home tab and select Select All This selects all of the text in the document (other than in text boxes and headers and footers)... W Click on the drop arrow of "! Font Size and point to 14 Live preview will display the text in a larger font size... 2
#!
Click on 10 to change the font size to 10 pt You can also change the font size of parts of a document, and you can use the Mini toolbar...
Using the mouse, drag down the left of the first address at $! the top of the document to select it then move back over the text to display the Mini toolbar Click on the drop arrow of Font Size and click on 9 %! Click away from the text to hide the Mini toolbar &!
Handy to Know
You may have noticed that the text didnt change size when you used the Mini toolbar until you actually clicked on a different font size. This is because Live Preview doesnt work with the Mini toolbar.
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Continue using the previous file with this exercise, or open the file W706 Font Formatting_4.docx... Click to the left of AGE Corporate Endeavours: ! Green Force Projects to select the line
In the Font group, click on "! Grow Font twice to increase the font size to 12 pt The size is displayed in the Font Size control... Click on Grow Font a #! few more times and see how the size increases each time Now to shrink it back... Click on Shrink Font to $! reduce the size of the font until it is around 8 pt It should be a lot smaller than the surrounding text... Click on Grow Font until %! the font size reaches 11 pt This is one point larger than the majority of the text 5 4
Handy to Know
A keyboard shortcut for increasing the font size is size is + + (close square bracket). (open square bracket). A keyboard shortcut for decreasing the font
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Click on Bold which is "! located on the Home tab, in the Font group The letters increase in thickness and intensity... Click away from the text to see the final effect #!
This makes the subject of the letter easier to identify To take the bold effect off, select the relevant text and click on Bold again
Try out the other two buttons for Italic and Underline $! in the same way
Handy to Know
Bold text is created by replacing the original letters with a darker, thicker version of them. Many typefaces, such as Times New Roman, have a series of typeface variations such as normal, bold, italics and bold italics. When you apply Bold, Word replaces your normal typeface with a bold version of it.
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CHANGING CASE
Case refers to whether the uppercase (capital) or lowercase form of a letter is used. Microsoft Word allows you to change between cases so that you dont have to retype text. Change case options are Sentence case, where the first letter is a capital, lowercase, UPPERCASE, Capitalise Each Word, and tOGGLE cASE, which swaps between upper and lower case.
Click to the left of the heading AGE Corporate ! Endeavours: Green Force Projects to select it
"!
Click on Change Case and select Sentence case. All of the capitals, other than the very first one, are changed to lowercase...
Click on Change Case #! and select UPPERCASE This time all letters are changed to capitals... Click on Change Case $! and select tOGGLE cASE This changes all of the uppercase letters to lowercase (and vice versa)... Click on Change Case %! and select Capitalise Each Word This converts the letters back to a form more suitable for a heading 5 4
Handy to Know
Text typed in all UPPERCASE letters is rarely used because it is harder to read (not varying in shape) and because uppercase can be interpreted as shouting when used in correspondence. All uppercase is best reserved for short headings or headlines which appear in much larger font sizes.
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Double-click on AGE in the first paragraph to select it ! Click on the drop arrow for "! Font Colour to display the colour palette Point to different colours and see the effect on the text #! Live Preview will update the display... 4
The tool tip displays the name of the colour so that its easier to find...
Click on Green to apply the colour to the font %! Click away from the text to deselect it and display the &! result
Handy to Know
Once you have selected a colour, it will appear in the Font Colour tool . You can then click on the tool rather than the drop arrow to apply the colour. You can remove a font colour by clicking on Automatic.
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changes applied to it, including font and font size as well as some special formatting effects...
Click on Select and select "! Select All Click on Clear Formatting #! to return the text to Calibri 11 pt and remove the font formatting effects
Click anywhere in the document to deselect the text, $! then scroll down to examine it All of the font formatting, including subscript and superscript have been removed. The only surviving effect is the highlighting... Click to the left of the heading highlighted in grey to select it %! Click on the drop arrow of Text &! Highlight Colour and click on No Colour The text is returned to its original format
Handy to Know
Clear Formatting changes text back to the default settings specified in the Font dialog box. It does not affect settings that dont appear in the Font dialog box, such as Text Highlight Colour .
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CHAPTER 6
PARAGRAPH FORMATTING
The spacing and alignment of text in a paragraph is controlled by paragraph formatting. By selecting the most effective layout for a paragraph you can ensure that the result is professional and easy to read.
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Understanding Paragraphs
A paragraph consists of any amount of text followed by a paragraph mark . A paragraph mark is created when you press and is usually hidden, although you can display paragraph marks and other formatting marks if you need to by clicking on Show/Hide in the Paragraph group on the Home tab. You can even have empty paragraphs which consist of a paragraph mark and nothing else. These are usually seen as blank lines. Paragraph marks hold the formatting for a paragraph, so if you accidentally delete a paragraph mark, the paragraph formatting of the following paragraph will take effect.
Examples of Paragraphs
The following paragraphs are shown with the formatting marks displayed so that you can see where paragraphs start and finish. Spaces are indicated by dots and tabs by right arrows. There are nine paragraphs below can you spot them all?
Formatting Paragraphs
Because paragraph formatting affects everything in a paragraph, you do not need to select the entire paragraph to apply the formatting. As long as you are positioned somewhere in the paragraph, any paragraph formatting you apply will affect the entire paragraph.
Creating Paragraphs
and start a new paragraph, it will use the formatting of the previous paragraph When you press (unless specific style settings override this). This way, you can create a bulleted list and keep entering bullets until you no longer need them.
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and the corresponding tool in the ribbon is highlighted. Lets try the other options...
Click on Centre to centre "! the heading Click in the second paragraph below the heading #! and click on Right Select the last three paragraphs and click on $!
Justify then click away from the text to deselect it Now you have examples of all four alternatives. Notice how Justify spreads out the words in each line to create a block effect. This is neat from a distance, but harder to read because of the spacing...
%!
Press + to select all of the text then click on Left to restore the alignment of the text
Handy to Know
If your ruler is not visible, you can display it by clicking on Ruler in the Show/Hide group on the View tab. You can also display it temporarily by hovering in the area where it would normally appear immediately above the page.
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CHAPTER 7
STYLES
Microsoft Word is really making it very simple for you to produce great looking documents. And to this end, they have provided an extensive range of styles that let you apply multiple formatting settings to text with one click. By using styles, you will produce documents with a consistent look and feel quickly and easily.
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Ensure the Home tab is active, then click anywhere ! in the heading AGE New Vehicle Department Notice that Normal is currently selected in the Styles group on the ribbon. Lets apply a different style to the heading paragraph... Click the More button "! for Styles to open the
Quick Styles gallery, then point to the various Quick Styles Notice that the whole heading, or just one word, may change based on the style to which you are pointing 4
Click on the style named Title to apply this #! paragraph style to the heading Now click anywhere in the paragraph beginning $! Blame..., then click the More styles button and apply the Quote paragraph style to this paragraph
Handy to Know
You can apply a paragraph style to a paragraph simply by clicking somewhere in the paragraph and then clicking on the desired Quick Style in the gallery. But if you click on a character style in the gallery, only the word on which you clicked will change to the new style.
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Ensure that the Home tab is active, then select the ! text our Flyer ZW6 doesnt look too bad Click on the More button "! for Styles to open the Quick Styles gallery, then point to the various quick styles Currently, the text is formatted with the default character formatting set for the Normal paragraph style... Click on Intense Emphasis to apply the character style #! to the text, then click away from the text to deselect it and see the change
Handy to Know
Character styles can only define formatting details such as font, font size, font colour, bold, italics and underlining.
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On the Home tab, in the Styles group, click the Change Styles ! button Select Style Set to display the Style Set gallery "! Hover the mouse pointer over the different set names, such as #! Distinctive, Elegant, etc, in the Style Set gallery Live Preview will show you how your document would appear if the style set name was selected
$!
Click on the Style Set Fancy to format your document using the fonts and colours from this set
On the Home tab, in the Styles group, click the Change Styles %! button Click on Style Set but this time select Reset Document Quick &! Styles from the gallery This option resets the style set to the style set applied when the document was last saved... Now change the Style Set for this document to Modern '! Save the document, closing it on completion (!
Handy to Know
You can select a Style Set when you first create a new document, but you can change the Set again at a later time. You can change just the colours this will retain the underlying styles and fonts. You can change just the fonts this will retain the underlying styles and colours.
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CHAPTER 8
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The Concept
Conceptually, you can think of the cutting and copying processes in terms of literally using a pair of scissors on a piece of paper or a book - the only difference with copying, is that you need to incorporate the imaginary services of a photocopier. Anyone with toddlers will no doubt picture the cutting process with clarity. Cutting information removes that content from its current location and temporarily stores it in a part of the computers memory called (appropriately) the Clipboard. When cut, the information will disappear from the screen, so try not to be too alarmed. When you navigate to the location where you want the information to be moved to, you simply paste it in as you would with glue or sticky tape. Once on the clipboard, information can be pasted repeatedly until, for instance, you cut or copy different information or close the application. Copying information makes a replica of the selected information and places that on the clipboard, so that the original content does not disappear. To check that a copy has in fact been made, as there is no real clear indication, you can view the contents of the Clipboard. Once activated, the Office Clipboard enables you to cut or copy 24 individual items and store them temporarily. In this way, you can pick and choose which item to paste in to various locations.
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Press + to move the ! insertion point to the end of the document Select the final paragraph (which happens to be just one "! line, in this case) On the Home tab on the #! ribbon, click on Cut in the Clipboard group The text is removed from the page and placed on the Clipboard. As the Clipboard is hidden by default, the text will seem to disappear... Press + to move $! the insertion point to the start of the document Click at the beginning of the first main paragraph (below the %! heading) to place the insertion point here On the Home tab, click on the top half of the Paste button in &! the Clipboard group The cut text has now been successfully moved to the beginning of the document.
Handy to Know
You can also use the keyboard shortcut + to cut text (this shortcut is easily remembered if you liken the letter X to a pair of scissors!) and + to paste text. You can also cut and paste from one application to another (e.g. Word to Excel)
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Double-click on Directors in the heading to select it ! Ensure that the Home tab is "! active then click on Copy in the Clipboard group Not much appears to happen as the original text remains in place; a copy of the text will have moved to the clipboard... Double-click on the word founders in the third #! paragraph to select it Ensure that the Home tab is active then click on the top half $! of Paste in the Clipboard group The word Directors will replace the selected word. Notice that the pasted word has adopted the formatting of the surrounding text... 4 3
When you paste information, the little smart tag enables you to choose from a list of Paste Options, primarily related to the format that you want to apply to the pasted text. To ignore the options, simply press .
Handy to Know
You can also use the keyboard shortcut + to copy text and + to paste text.
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Click on the dialog box launcher for the Clipboard ! group to display the Clipboard task pane Select the second heading The Founding Directors, then click "! in the Clipboard on Cut group to cut it The text will appear in the Clipboard task pane... Repeat step 2 to cut any other two paragraphs #! 5
You will see each one append to the Clipboard list. Lets paste items from the clipboard...
Press + to move the $! insertion point to the end of the document, then press start a new paragraph to Click on the last item listed in the clipboard to paste it into the document Notice that the item is still listed in the clipboard, enabling you to paste it repeatedly... Click on Close to close the Clipboard task pane &!
Click on the item in the clipboard to place a copy into the document
%!
Handy to Know
To remove an item from the Clipboard task pane, point to the item to display the drop arrow, then click on the drop arrow and select Delete If you shut down the computer, all items in the clipboard will be deleted
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CHAPTER 9
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Handy to Know
You can adjust the position of a bulleted list using Increase Indent or Decrease
Indent . These are found in the Paragraph group of the Home tab.
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Select the three paragraphs that cover the stages of ! water purification Click on Bullets to "! apply bullets to the
paragraphs and indent the text You may notice that the spacing between the paragraphs has also been removed...
Click on Increase Indent #! to indent the paragraphs further Note the position of the left indent marker on the ruler. The first line indent marker indicates the position of the bullet, and the hanging indent marker marks the position of the text. You can adjust these manually if you want to... Click on Decrease Indent $! to remove the indent
and align the bullets to the left with the rest of the text
Handy to Know
The spacing between paragraphs in a bulleted list is controlled by a checkbox in the Paragraph dialog box. Look for Dont add space between paragraphs of the same style and remove the tick if you want to be able to adjust the Spacing Before and After. Otherwise, adjust the line spacing.
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Note the position of the indent marker on the ruler. The First Line Indent Marker is aligned with the left margin and the Hanging Indent Marker is indented... to remove
The bullets will disappear and the text and indent markers will be realigned with the left margin
Handy to Know
Bulleted lists are formatted according to a style called List Paragraph. When you remove bullets, they are reformatted using the Normal style which controls the paragraph format such as Spacing Before and After.
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Click at the end of the Stage ! 3 paragraph and press Type: "! The stages of nutrient pollution are: Press #! line to start a new
On the Home tab, click the $! button in the Numbering Paragraph group, to start a numbered list Type a few entries as shown, %! pressing at the end of each line The default Spacing After takes care of the space between the list and the following paragraph, while spacing within the list is controlled by the line spacing... Press again to turn off &! numbering and revert to 5
previous paragraph alignment (You can then delete any extra space, as appropriate)
Handy to Know
If you want to be able to adjust the spacing between items in a numbered list, remove the tick from Dont add space between paragraphs of the same style in the Paragraph dialog box. Use Spacing Before and After to adjust the spacing between items.
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Select the three paragraphs that cover the stages of ! water purification Click on Numbering "! apply numbering to the to
paragraphs and indent the text You may notice that the extra spacing between the paragraphs has been removed...
Click on Decrease Indent #! to remove the indent and align the numbers with the rest of the text
Handy to Know
Weve used Decrease Indent just to demonstrate that you can adjust the alignment of the numbered list using the Indent tools either those on the Home tab or the Page Layout tab.
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You can remove numbering from single paragraphs if you need to...
Click on Numbering then "! click on Increase Indent to align the paragraph with the other numbered paragraphs
This is handy if you have several paragraphs for a single point... Select the three paragraphs in the numbered section #! Click on Numbering $! This time numbering is applied to all of the paragraphs because one didnt have a number... Click on Numbering to %! remove the numbers Click on Decrease Indent &! to return the paragraphs to their original alignment Click outside the paragraphs to deselect the text '! 7
Handy to Know
Using Numbering and Bullets in Word can be a bit confusing because they dont always do what you expect like adding numbers when you actually want to delete them. Persevere youll eventually get what you want!
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CHAPTER 10
PAGE LAYOUT
Page layout refers to the overall layout and appearance of your document such as how much text you will include on each page, the size of the paper on which you will print your document, and so on.
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Click on the Page Layout tab on the ! ribbon Click on Margins in the Page Setup group to "! open the Margins gallery Click on Wide to increase the Left and #! Right margins Repeat steps 2 and 3 to change the margins to $! Narrow Notice how the width of the text has increased significantly to what it was previously... Repeat steps 2 and 3 to return the margins to %! Normal
Handy to Know
Margins can help to improve a documents readability by limiting the width of the text that your users have to read. If the lines of text are too wide, your readers eyes will tend to get lost as they read along the lines of text, making the text harder and slower to read.
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Ensure that the Page Layout tab is open, ! then click on Orientation in the Page Setup group to open a drop-down menu Select Landscape "! The page orientation
will change to landscape. Now, lets return the document to the default portrait orientation...
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CHAPTER 11
PRINTING
The printing process is very flexible. In Microsoft Word the printing commands allow you to control how the document will be printed, where it will be printed and what will be printed.
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Chapter 11 - Printing
PRINT PREVIEWING
Computers came with the promise of a paperless office but it hasnt really worked out that way. You can help do your bit to save paper and time by previewing your documents before printing. Word 2010 no longer has a separate Print Preview feature as it is now contained within the Print menu.
Before starting this exercise you MUST open the file W767 Printing.docx...
Click on the File Menu then point to Print ! The Preview area is on the right of the screen Use the zoom slider in the bottom right hand corner to display more or less pages "! Click on the backwards and forwards arrows to the left of the zoom slider in order to step through the pages #!
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Chapter 11 - Printing
Provides information such as the status of the current printer and allows you to select from a list of other installed printers.
Enables you to specify what to print, whether it is the document, information about the document or perhaps information about the template such as the styles or building blocks. Some options include Document, Document properties, Document showing markup, List of markup, and Styles.
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Chapter 11 - Printing
CHAPTER 12
GETTING HELP
While the interface in Microsoft Word is intuitive and easy to use, there will always be aspects that you dont quite understand and require assistance with. This is where Help comes in, and Microsoft Word provides it in many ways and locations.
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1 2
Help tools
These tools are provided to make working with Help easier. They include back and forward buttons that you can use to step through the topics that youve researched, and a print button. You can even magnify the text if it is too small. The search tools include a text box that you can use to enter search topics and a drop-down list that enables you to specify which content you want to search in. These are a list of topics that may be related to the subject that you searched for. Initially the list includes commonly accessed topics. If you are online, many of these topics are retrieved from the Microsoft website. The Status Bar displays the current location of the insertion point, including page number, section number, column, and so on. It can also be used to access navigation commands such as Go To. This indicates whether or not you are connected to Office Online. It also operates as a button that you can use to change the connection status. The Scroll bar indicates your current position in the Word Help window and lets you move to other positions in Help by clicking or dragging. The arrows can also be used to move up or down through the information.
" # $
Search controls
Help topics
Status Bar
%! &!
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CHAPTER 13
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Page Numbers
The Page Number indicates the position of the insertion point in the document. In this example, the insertion point (where text will appear when you type) is on page 1. This indicator also tells you how many pages there are in total in this case, 1. If you click on the page number, the Go To page of the Find and Replace dialog box will be displayed. This tells you the total number of words in a document. You can click the Word Count tool to display the Word Count dialog box showing more details, including a tick box for whether or not to include text boxes, footnotes and endnotes in the total. If you have some text selected it will also show this, e.g. as 15/347 (15 words selected out of 347 total words). If a tick appears in the Spelling and Grammar check, you can rest assured that your spelling and grammar are correct. If a red cross appears , then proofing errors have been detected. You can click on the indicator to correct the errors. The Language tool displays the current language and can be used to display the Language dialog box so that you can change the language settings. A macro is a series of recorded actions and/or commands that you can save and replay. This button allows you to either start or stop recording commands. The Document View tools allow you to change the view of the document. You can select from Print Layout, Full Screen Reading, Web Layout, Outline and Draft. This button displays the current zoom percentage. If you click on the button, the Zoom dialog box will appear so that you can select a specific zoom percentage. The Zoom Slider indicates the current zoom level, where the centre mark is 100%. You can either drag the marker to the left or right, or click on a specific point of the slider to set a zoom percentage. You can also click on the buttons at either end of the slider to zoom in or zoom out . The Resize icon is visible in the Word window if the screen is not maximised. It allows you to change the size of the Word window by dragging in or out.
" # $
Word Count
Language
%! &! '! (! )!
Zoom Level
Zoom Slider
Resize Icon
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INSERTING A DATE
Most documents and letters that you send are dated. To spare you the need to type the date every time you send a letter, Word has a facility for inserting dates. If you choose to, you can set 3 an inserted date to update automatically every time you open the document. This means that the document will appear with the current date each time you open it.
Ensure that the cursor is positioned at the end of the ! document, then type Report compiled on and press Click on the Insert tab on the ribbon "! Click on Date & Time in #! the Text group to open the Date and Time dialog box Click on the format that includes the name of the day $! Click on Update automatically until it appears without a tick %! This will ensure that the date is not updated the next time this document is opened...
Click on [OK] to insert the date into the document &! Type a fullstop to complete the sentence '!
Handy to Know
If you want to insert a date that always updates when you open the document, ensure that Update automatically is ticked in the Date and Time dialog box.
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USING REDO
The Undo function has a handy partner called the Redo function. Redo enables you to reverse an action that you have just undone. Its less confusing than it sounds. Consider an instance where you delete some text from your document and then change your mind. Undo will reinstate the text, but if you change your mind again, Redo will delete the text once again.
Triple-click in the first paragraph to select it ! Click on the Home tab on the ribbon, then click on "! Bold Oops, this wasnt the formatting we wanted...
#!
Click on Undo on the Quick Access Toolbar to remove the formatting Notice that the Redo tool is now available in the Quick Access Toolbar, enabling you to change your mind once again...
Handy to Know
The Redo tool is only available after you have used the Undo tool first to reverse a change until that time, it is replaced with the Repeat tool . You can also use the keyboard shortcut + to redo an action.
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USING REPEAT
There will be many occasions when you are performing the same function repeatedly on different text within a document. For instance, you might be typing the same words repeatedly, changing the font of headings, or italicising words throughout the document. After performing an action once, the Repeat function enables you to repeat the action on different text.
Select the heading The Orphanages ! Press + to apply "! bold formatting to the heading text Scroll down the page and select the heading Out in #! the World Click on Repeat on the $! Quick Access Toolbar When you point to the Repeat tool, a tooltip appears, to indicate the action that will be repeated. In this case it reads: Repeat Bold. The heading will now be formatted bold... Repeat steps 3 and 4 to bold the heading The %! Meeting Repeat the previous steps to now italicise the same &! three headings Notice that the Repeat tooltip now displays: Repeat Italic
Handy to Know
The Repeat tool will switch to a Redo tool, if you use the Undo tool. If you then make a change to the document or click on Redo, it switches back. You can also use the keyboard shortcut + to Repeat your last action.
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CHANGING CASE
Case refers to whether the uppercase (capital) or lowercase form of a letter is used. Microsoft Word allows you to change between cases so that you dont have to retype text. Change case options are Sentence case, where the first letter is a capital, lowercase, UPPERCASE, Capitalise Each Word, and tOGGLE cASE, which swaps between upper and lower case.
Click to the left of the heading AGE Corporate ! Endeavours: Green Force Projects to select it
"!
Click on Change Case and select Sentence case. All of the capitals, other than the very first one, are changed to lowercase...
Click on Change Case #! and select UPPERCASE This time all letters are changed to capitals... Click on Change Case $! and select tOGGLE cASE This changes all of the uppercase letters to lowercase (and vice versa)... Click on Change Case %! and select Capitalise Each Word This converts the letters back to a form more suitable for a heading 5 4
Handy to Know
Text typed in all UPPERCASE letters is rarely used because it is harder to read (not varying in shape) and because uppercase can be interpreted as shouting when used in correspondence. All uppercase is best reserved for short headings or headlines which appear in much larger font sizes.
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Press to display the #! Margins options Notice the keytip badge for Custom Margins at the bottom of the menu...
$!
Press to access the %! Mailings tab Practise using the arrow keys and to move &!
Handy to Know
You can still use the shortcut keys for menu commands that were available in previous versions of Office. For example, + applies bold to selected text.
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