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Microsoft Word 2010

Beginner

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Contents
Word 2010 overview............................................................................................................................... 3
Getting started with Word 2010............................................................................................................. 3
New Features in Word 2010 ................................................................................................................... 3
Backstage view.................................................................................................................................... 3
The File tab.......................................................................................................................................... 4
The Info tab......................................................................................................................................... 5
The Navigation Pane ........................................................................................................................... 5
The layout in Word 2010 ........................................................................................................................ 6
Hiding the Ribbon ............................................................................................................................... 7
Typing in a document.......................................................................................................................... 8
Spelling and grammar ......................................................................................................................... 9
Formatting text .................................................................................................................................11
Basic tasks in Word 2010 ......................................................................................................................13
Create a new document....................................................................................................................13
Find and apply a template ................................................................................................................13
Open a document .............................................................................................................................14
Save a document...............................................................................................................................14
Read documents ...............................................................................................................................14
Print your document.............................................................................................................................15
Print preview.....................................................................................................................................15
Print part of a document...................................................................................................................15
Print with landscape orientation ......................................................................................................17
Print multiple copies of a document.................................................................................................17
File formats ...........................................................................................................................................17
Common keyboard shortcuts ...............................................................................................................19
Requirements to install Microsoft Word 2010 .....................................................................................20

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Word 2010 overview


Microsoft Word 2010 is a word-p
processing program, designed to help you createe professional-quality
documents. With the finest document-formatting tools, Word helps you organisse and write your
documents more efficiently. Wo
ord also includes powerful editing and reviewing tools so that you
can collaborate with others easily.

Getting started with Word


W
2010
If youve ever used Microsoft Word 2007, you may be very familiar with the lookk and feel of Word
2010, as the layout is similar apaart from some small changes such as the Microso
oft Office Button has
now been replaced. If however,, youve used an older version (Microsoft Word 2003
2
or earlier), you
will see a very new layout and allthough it may appear daunting at first, Microsofft has tried to make
this a more fluent and user frien
ndly interface. The main thing youll notice is that the menus and
toolbars have been replaced witth the Ribbon.
Figure 1
The Ribbon is
the central
place you will
see all the
commands
available

The Ribbon is designed to help you


y quickly find the commands that you need to complete a task.
Commands are organised in logical groups, which are collected together under taabs. Each tab
relates to a type of activity, such
h as writing or laying out a page. To reduce clutteer, some tabs are
shown only when needed. For eexample, the Picture Tools tab is shown only wheen a picture is
selected.

New Features in Word 2010


Backstage view
The Ribbon contains the set of commands for working in a document, while the Microsoft Office
Backstage view is the set of com
mmands you use to do things to a document.
Open a document, and click the File tab to see the Backstage view. The Backstagge view is where you
manage your documents and related data about them. You can create, save, and send documents,
inspect documents for hidden metadata
m
or personal information, set options succh as turning on or
off AutoComplete suggestions, and
a more.
To quickly return to your docum
ment from the Backstage view, click the Home tab
b, or press ESC on
your keyboard.
The File tab replaces the Microsoft Office Button
of Microsoft Office.

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and the File menu used


d in earlier releases

The File tab


The File tab is located in the upp
per-left corner of Microsoft Word 2010.
Figure 2
Click on the
File tab on the
Ribbon to
access the
features

To quickly return to your docum


ment from Backstage view, click the Home tab, or press ESC on your
keyboard.
u saw when you
When you click the File tab, you see many of the same basic commands that you
clicked the Microsoft
O
Office
Button or on the File menu in earlier releasses of Microsoft
Word.
e & Send, which
You'll find Open, Save, and Printt, as well as a new Backstage view tab called Save
offers multiple options for sharin
ng and sending documents.
Figure 3
The File tab
shows you
such options as
opening,
saving,
printing, or
creating a new
document

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The Info tab


The Info tab displays different co
ommands, properties, and metadata depending on the state of the
document and where it is stored
d. Commands on the Info tab can include Check In, Check Out, and
Permissions.
Figure 4
The Info tab
show you the
properties of
the document
you are
working on,
from the
amount of
words to the
permissions

Commands in the Backstage view


w are highlighted depending on how important itt is for the user to
notice and interact with the com
mmands. For example, Permissions on the Info taab is highlighted in
red when permissions set on thee document might limit editing.
To quickly return to your docum
ment from Backstage view, click the Home tab, or press ESC on your
keyboard.
There are also a host of new features in Word 2010, such as improved picture an
nd text formatting,
new artistic effects, new numbering formats and the ability to customise the Ribbon. All of these
will be detailed within the Beginner, Intermediate and Advanced manuals.

The Navigation Pane

Figure 5

The Navigation Pane within Worrd 2010 allow you to see a birds-eye
view of document pages and heaadings and then go to a specific section
or page with one click.

You can view


the Navigation
pane by
clicking on the
View tab, then
selecting
Navigation
Pane in the
Show section
on the Ribbon.

You can quickly locate, add to, and reorganise content by working with
headings in the Navigation Pane.
You can also find all instances off specific text and other items such as
tables without having to scroll fo
or them, as well as replace text.

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The layout in Word 2010


When you first open Word 2010
0, you will see two main parts:
1. The Ribbon This sits ab
bove where you work on the document, and includes a set of
buttons and commands that you use to do things in your document, like formatting text,
inserting a table or printting.
2. A blank document This looks like a blank sheet of white paper and takees up the majority of
the window.

Figure 6

The layout in
Word with the
Ribbon and
blank
document
highlighted

Below is a brief overview of the layout within Word 2010:


File - Opens the
Backstage view

Insert Insert
elements into
documents

References- Table
of Contents and
Footnotes

Review- Review
for comments by
others

Figure 7
The layout in
Word with all
of the tabs
described

Home Main
formatting
options

Page Layout
Set the marggins
and page sizee

Mailings For
Mail merges

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View- View other


documents or
layouts

Hiding the Ribbon


When youre working on some d
documents, you may find that the Ribbon is takin
ng up quite a bit of
space at the top of the screen. You
Y can hide this with a very simple process. You
u can click the small,
upward-facing arrow at the far right
r
of the row of tab names, just to the left of th
he Help button.
Figure
You can hide
the Ribbon at
any time to
create more
space on the
screen

Click here to hide the ribbon

You can also right-click any part of the ribbon and then click Minimize the Ribbon on the shortcut
menu, double-click the heading for the active tab, or press Ctrl+F1 to achieve thee same effect.
Figure 9
You can also
minimise the
Ribbon by
right-mouse
clicking
anywhere on
the Ribbon

Minimising the ribbon hides its contents,


c
leaving only the tab names behind in an
n arrangement that
looks similar to the old-style Office menu bar. Click any tab name to show the co
ontents of that tab
so you can use those groups of commands.
c
Click anywhere in the document to hide
h the ribbon
again. Click the downward-facin
ng arrow or double-click any tab name to expand the ribbon to its
normal height.

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Typing in a document
In the document, look for the cursor, which tells you where the content you type will appear on the
page. Word waits for you to start typing.
Figure 10
The cursor will
flash in the
blank
document to
show you
where you will
start typing
from

If youd like to start typing further down the page instead of at the very top, press the ENTER key on
your keyboard until the cursor is where you want to type.
Figure 11
This shows an
example text
that has been
entered into a
document

When you start typing, any text you type pushes the cursor to the right. If you get to the end of a
line, just continue to type. The text and insertion point will move on to the next line for you.
Once youve finished typing your first paragraph, press the ENTER key to go to the next paragraph. If
you want more space between the two paragraphs (or any two paragraphs), press ENTER again and
then start typing your second paragraph.
If you make a mistake while typing, just press the BACKSPACE key to erase the incorrect characters
or words.

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Spelling and grammar


As you type, Word will warn you
u if make spelling or grammar mistakes by inserting a wavy red,
green, or blue underline beneath
h the text that it thinks is an error.
Figure 12
Any spelling
mistakes will
be underlined
with a red
wavy line

Red underline: This indicates eitther a possible spelling error or that Word doesnt recognise a word,
such as a proper name or place.
Figure 13
You will see
different wavy
lines

Green underline: Word thinks th


hat grammar should be revised.
Blue underline: A word is spelled
d correctly but does not seem to be the correct word
w
for the
sentence. For example, you typee too, but the word should be to.

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You can right-click an underlined word to see suggested revisions.


Figure 14
If you rightmouse click on
a spelling
mistake, you
will have the
option of
replacing this
with the most
likely correct
word

Click a revision to replace the word in the document and get rid of the underlines.
A note of caution about green and blue underlines: Word is really good at spelling, which is pretty
straightforward most of the time. But grammar and correct word usage take some judgment.
If you think that you are right, and Word is wrong, then you can right-click the word and ignore the
suggested revisions and get rid of the underlines.
Figure 15
If the word is
spelt correctly,
but Word 2010
doesnt
recognise this,
you can ignore
the suggested
error

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Formatting text
If you wish to draw attention to a certain part of the document, you can add emphasis with bold,
italic, or underlined formatting.
To use any of these features, you need to first of all click on the second tab called Home. The Home
tab contains all the commands that are used most often. These include formatting commands like
changing text size, font style, font colour, list types, and clipboard functionality like Cut, Copy and
Paste. Furthermore, the Home tab includes features like text alignment, line spacing, gallery styles
and theme settings. Finally, the Home tab includes the ability to find and replace text. When you
click on the Home tab, you will see that the Ribbon changes to show various groups showing related
items together.
On the Home tab, look for the Font group, where youll see buttons and commands that perform a
specific action on your document. For example, the bold button makes the text bold. Or you can
change the font colour and size of text with the Font Colour and Font Size buttons.
Figure 16
The Home tab.
There are
various
sections
relevant to the
tab name.
Highlighted
here is the
Font section

This is a full list of all of the features available within the Home tab.
Figure 17
All the features
of the
Clipboard
section

Clipboard
Paste the
contents of
the clipboard

Cut the selection


and put it on the
clipboard

Copy the
selection and
put it on the
clipboard
Copy formatting
from one place
and apply it to
another

Clicking on the down arrow


allows you to see more
options such as pasting only
the values or formatting

Open up the
Clipboard task
pane

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Font
Change the
font face

Change the
font size

Increase the
font size

Decrease the
font size

Change the
case of the
selected text

Change the text colour.


Clicking on the down arrow
shows a complete list of
colours you can select

Make the selected text


bold
Italicise the selected text
Underline the selected
text. Clicking on the
down arrow shows
you different styles of
underlines that you
can use

Clear formatting
from the
selected text

Draw a line
through the
middle of
the selected
text

Create
small
letters
below the
text
baseline

Create
small
letters
above the
line of text

Apply a visual effect to the


text. Clicking on the down
arrow shows a complete
list of visual effects that
you can use

Figure 18
All the features
of the Font
section

Open up the Font


dialog box
Make text look like it was marked
with a highlighter pen. Clicking on
the down arrow shows a complete
list of colours you can select

Paragraph

Figure 19
All the features
of the
Paragraph
section

Start a bulleted
list. Click on the
down arrow to see
different styles

Start a numbered
list. Click on the
down arrow to see
different styles

Start a multilevel
list. Click on the
down arrow to see
different styles

Decreases
the indent
level of the
paragraph

Alphabetise the
selected text or sort
numerical data

Show paragraph marks and other


hidden formatting symbols

Align text to the left

Apply a border to the selected


text. Click on the down arrow to
see a full list of styles available

Centre the text

Align text to
the right

Increases
the indent
level of the
paragraph

Align text to both left


and right margins,
adding extra space
between words as
necessary

Change the spacing


between lines of text.
Click on the down
arrow to customise
the space used
before and after
paragraphs

Colour the
background
behind the
selected text or
paragraph

Open the Paragraph


dialog box

Styles
Select the desired style

Change the set of styles, colours, fonts, and


paragraph spacing used in this document

Figure 20
All the features
of the Styles
section

Editing
Figure 21
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All the features
of the Editing
section

12

Find text or other content in the document. Clicking on the down arrow gives you
further options such as replacing the text with new information or formatting

Replace text in the document

Select text or objects in the document. Clicking on the down arrow gives you
further options such as selecting objects that have been positioned behind text

Basic tasks in Word 2010


Create a new document
1. Click the File tab and then click New.
2. Under Available Templates, click Blank Document.
3. Click Create.

Find and apply a template


Word 2010 allows you to apply built-in templates, to apply your own custom templates, and to
search from a variety of templates available on Office.com. Office.com provides a wide selection of
popular Word templates, including basic CVs, job-specific CVs, agendas, print business cards, and
faxes.
To find and apply a template in Word, do the following:
1. On the File tab, click New.
2. Under Available Templates, do one of the following:
3. To use one of the built-in templates, click Sample Templates, click the template that you
want, and then click Create.
To reuse a template that youve recently used, click Recent Templates, click the template that you
want, and then click Create.
To use your own template that you previously created, click My Templates, click the template that
you want, and then click OK.
To find a template on Office.com, under Office.com Templates, click the template category that you
want, click the template that you want, and click Download to download the template from
Office.com to your computer.
You can also search for templates on Office.com from within Word. In the Search Office.com for
templates box, type one or more search terms, and then click the arrow button to search.

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Open a document
1. Click the File tab, and then click Open.
2. In the left pane of the Open dialog box, click the drive or folder that contains the document.
3. In the right pane of the Open dialog box, open the folder that contains the drawing that you
want.
4. Click the document and then click Open.

Save a document
To save a document in the format used by Word 2010 and Word 2007, do the following:
1. Click the File tab.
2. Click Save As.
3. In the File name box, enter a name for your document.
4. Click Save.
To save a document so that it is compatible with Word 2003 or earlier, do the following:
1. Open the document that you want to be used in Word 2003 or earlier.
2. Click the File tab.
3. Click Save As.
4. In the Save as type list, click Word 97-2003 Document. This changes the file format to .doc.
5. In the File name box, type a name for the document.
6. Click Save.

Read documents
1. Open the document that you want to read.
Figure 22

2. On the View tab, in the Document Views group, click Full Screen Reading

Click Full
Screen Reading
to view the
document
without any
menus or the
Ribbon

3. To move from page to page in a document, do one of the following:

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Click the arrows in the lower corners of the pages.

Press PAGE DOWN and PAGE UP or SPACEBAR and BACKSPACE on the keyboard.

Click the navigation arrows at the top centre of the screen.

Click View Options, and then click Show Two Pages

to view two pages, or screens, at a time.

Print your document


1. Click the File tab and then click Print.
2. Do the following:

Under Print, in the Copies box, enter the number of copies that you want to print.

Under Printer, make sure that the printer that you want is selected.

Under Settings, the default print settings for your printer are selected for you. If you
want to change a setting, click the setting you want to change and then select the
setting that you want.

3. When you are satisfied with the settings, click Print.

Print preview
Print preview automatically displays when you click on the Print tab in the Backstage view.
Whenever you make a change to a print-related setting, the preview is automatically updated.
1. Click the File tab, and then click Print.
2. A preview of your document automatically appears. To view each page, click the arrows
below the preview.

Print part of a document


You can print all or part of your document. Options for choosing what part of a document is printed
can be found on the Print tab in the Microsoft Office Backstage view. Under Settings click Print All
Pages to view these options.
1. Choosing Print All Pages will print the entire document.
2. Choosing Print Selection will only print the selected content.
3. Choosing Print Current Page will only print the current page.

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4. Choose Print Custom Range to print a range of pages. Your cursor will move automatically to
the Pages box. Enter the page numbers and/or page ranges separated by commas counting
from the start of the document or the section. For example, type 1, 3, 5-12. To specify a
range of pages within a section, type p for the page number and s for the section number.
For example, p1s2, p1s3-p8s3. To print an entire section, type s for the section number. For
example, type s3.
5. Choose Only Print Odd Pages to print odd pages in the document.
6. Choose Only Print Even Pages to print all even pages in the document.
Figure 23
The different
options when
printing part of
a document

1
2
3
4

5
6
To print part of a document, do the following.
1. Click the File tab, and then click Print.
2. Under Settings, click the Print All Pages button and choose the part of the document to be
printed.
3. The properties for your default printer automatically appear in the first section. When the
properties for your printer and document appear the way that you want them to, click the
large Print button to print the document.

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Print with landscape orientation


1. Click the File tab, and then click Print.
2. Under Settings, click the Portrait Orientation button and choose Landscape Orientation.
3. Click the large Print button.

Print multiple copies of a document


1. Click the File tab, and then click Print.
2. Next to the large Print button, choose the number of copies in the Copies box.
3. Click the large Print button.

File formats
Beginning in Word 2007, you could save files in a different format that was more efficient and
flexible than the format used in previous versions.
If you decide not to use the latest formats available in Word 2010, be aware that you wont be able
to use some of the new features. For example, text effects in Word will not be available to you.
When you first save the document, if you click on Save as type and you will see a host of different
file types you can save this as.
Figure 24
You can save
the document
in many
different
formats

An explanation of these files types follows:

Word Document (.docx) This is the standard document format that Microsoft first
introduced in Word 2007. The format made it easier for different Office 2007 programs

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to exchange information and enhanced security it offered, mainly by forbidding macros, a


series of pre-recorded commands and shortcut routines that could be abused by hackers
to infect documents.

Word Macro-Enabled Document (.docm) - Although macros could represent a security


risk, they can also be useful in helping you automate common tasks. A .docm file is a
Word 2007 or 2010 document that allows you to create and use macros.

Word 972003 Document (.doc) - Pre-2007 versions of Word cant read the .docx or
.docm format without a special compatibility pack installed. If you plan to share your
document with someone who has an older version of Word, save the file in this format,
or get your colleagues to install the compatibility pack; details here:
http://tinyurl.com/2xp8e3. (Word 2010 can read .doc files just fine, so you wont have
any compatibility issues with this format.)

Word Template (.dotx, .dotm, or .dot) - If you want to save a document as a template to
use as a model for creating future documents, select one of these formats. The .dotx
format works with Word 2007 and 2010, as does the .dotm format, which lets you use
macros in the document. If youre saving the template to work with Word 972003, use
the .dot format.

PDF (.pdf) Portable document format (PDF for short) is a standard file format that
accurately preserves your formatting, making it easier to exchange documents
electronically. Many of the publications and forms you can download from the internet
are in this format.

XPS Document (.xps) XPS, which stands for XML paper specification, is another fixedlayout file format. Like PDFs, XPS files keep their format when someone views or prints
them.

Web Page (.htm) If you want to display a document on the Internet as a web page, this
is the file type to choose. It formats the document to make it look good on the internet.

Rich Text Format (.rtf) This format, designed to be compatible with many different
word processing programs, holds the text and some formatting information.

Plain Text (.txt) If you want to save your text without formatting for compatibility
with programs like Notepad and other simple text editors use this file type.

Word XML Document (.xml) XML stands for extensible markup language, which is a
text format for structuring documents to make them easier to share between
applications and on the Web.

OpenDocument Text (.odt) This file type uses the OpenDocument standard to create a
file that you can open and edit in Word, OpenOffice.orgs Writer and many other word-

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processing programs, including StarOffice, NeoOffice Writer, AbiWord, Kword, and


LotusNotes 8 or later, as well as online word processors such as Google Docs and Zoho
Writer.

Works 6.09.0 (.wps) Microsoft Works is a smaller, stripped-down version of Office


that Microsoft stopped selling in 2009, replacing it with Office Starter 2010.

Still, many people used Works as a cheaper alternative to Office, so if you need to share a document
with someone who uses Works, save it in this format.

Common keyboard shortcuts


You will sometimes find that pressing a sequence of keys can be quicker than finding the relevant
command from the ribbon. The most common commands you may use are when copying and
pasting text, but below is a list of some of the keyboard shortcuts you may find yourself using
frequently.
Action
Copy and delete (cut) selected content
Copy selected content
Paste content
Hide or minimise ribbon
Apply/remove bold formatting
Apply/remove italic formatting
Apply/remove underline formatting
Align paragraph left
Align paragraph center
Align paragraph right
Add/remove space before paragraph
Apply double line spacing
Apply single line spacing
Apply normal style
Change case
Undo last action
Redo last action
Open shortcut menu
Check spelling
Save document
Save as
Print (show Print dialog box)
Open Help

Keyboard shortcut
Ctrl+X
Ctrl+C
Ctrl+V
Ctrl+F1
Ctrl+B
Ctrl+I
Ctrl+U
Ctrl+L
Ctrl+E
Ctrl+R
Ctrl+0 (zero)
Ctrl+2
Ctrl+1
Ctrl+Shift+N
Shift+F3
Ctrl+Z
Ctrl+Y
Shift+F10
F7
Ctrl+S
F12
Ctrl+P
F1

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Requirements to install Microsoft Word 2010


To install Microsoft Word 2010 on a version of Microsoft Windows, you need to be running one of
the following operating systems:
X86 platform (32-bit operating systems)

Windows 7
Windows Vista SP1
Windows XP SP3
Windows Server 2003 R2

X64 platform (64-bit operating systems)

Windows 7
Windows Vista SP1
Windows Server 2008

The specific minimum hardware requirements for Office 2010 are as follows:

256 MB memory
500 MHz processor
1.5 - 3.5 GB available disk space (depends on Office edition)
1024 768 resolution display

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