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Word 2010: The Basics Table of Contents

THE WORD 2010 WINDOW ............................................................................................................................ 2

SET UP A DOCUMENT .................................................................................................................................... 3

INTRODUCING BACKSTAGE ................................................................................................................................ 3

CREATE A NEW DOCUMENT ................................................................................................................................ 4

Open a blank document .................................................................................................................................. 4

Start a document from a template ................................................................................................................... 4

OPEN A DOCUMENT ............................................................................................................................................ 4

SAVE A DOCUMENT ............................................................................................................................................ 4

FORMATTING MARKS ......................................................................................................................................... 5

CHANGE PAGE MARGINS ..................................................................................................................................... 5

Change the default margins ............................................................................................................................ 6

SELECT PAGE ORIENTATION ............................................................................................................................... 6

Change the orientation of your entire document ............................................................................................ 6

Use portrait and landscape orientation in the same document ....................................................................... 6

ADD AND DELETE PAGES .................................................................................................................................... 7

Add a page ...................................................................................................................................................... 7

Delete a blank page ........................................................................................................................................ 7

THE UNDO BUTTON ............................................................................................................................................ 7

MOVE AROUND A DOCUMENT AND SELECT TEXT ............................................................................. 7

SELECT TEXT BY USING THE MOUSE ................................................................................................................... 8

SELECT TEXT BY USING THE KEYBOARD ............................................................................................................ 8

MOVE THROUGH YOUR DOCUMENT .................................................................................................................... 8

SELECT AND DELETE TEXT ................................................................................................................................. 9

MOVE OR COPY TEXT .......................................................................................................................................... 9

ADD BASIC FORMATTING .......................................................................................................................... 10

FORMAT TEXT ................................................................................................................................................... 10

LIVE PREVIEW .................................................................................................................................................. 10

Preview character formatting ....................................................................................................................... 10

Preview paragraph formatting ...................................................................................................................... 11

CHANGE LINE SPACING ..................................................................................................................................... 11

Line spacing options ..................................................................................................................................... 11

CREATE LISTS ................................................................................................................................................... 12

Add bullets or numbering to a list ................................................................................................................ 12

SPELL CHECK................................................................................................................................................. 12

PRINTING AND PRINT PREVIEW IN WORD 2010 ................................................................................. 12

VIEW EACH PAGE AS IT WILL LOOK WHEN PRINTED ......................................................................................... 12

PRINT A DOCUMENT.......................................................................................................................................... 13

PRINT PART OF A DOCUMENT ........................................................................................................................... 13

PRINT WITH LANDSCAPE ORIENTATION ............................................................................................................ 14

PRINT MULTIPLE COPIES OF A DOCUMENT ........................................................................................................ 15

CUSTOMIZING THE STATUS BAR ............................................................................................................ 15

The

Word

2010

Window

Handout: Word 2010 The Basics Topics came directly from Microsoft Word 2010 Help.

ICT Training, Maxwell School of Syracuse University

Set up a document Microsoft Office Word 2010 helps you produce professional-looking documents by providing a

comprehensive set of tools for creating and formatting your documents.

Getting started with a basic document in Word 2010 is as easy as opening a new or existing document and

starting to type. Whether you start a document from scratch or rework an existing document, you can follow a

few basic steps to ensure high-quality results and you can complete a professional, well-designed document in

no time.

When you open Word, you see a blank document. It looks like a sheet of paper, and it takes up most of the

space on the screen. Above the document, the Ribbon spans the top of Word. You use buttons and commands

on the Ribbon to tell Word what you want to do.

Word waits for you to start typing. The insertion point, a blinking vertical line in the upper-left corner of the

page, tells you where the content you type will appear on the page. The blank spaces to the left and above the

insertion point are margins.

If you'd like to start typing further down the page instead of at the very top, press the ENTER key on your

keyboard until the insertion point is where you want to type.

If you want to indent the first line you type, press the TAB key on your keyboard before you start to type. This

will move the insertion point one-half inch to the right.

As you type, the insertion point moves to the right. When you get to the end of a line on the right side of the

page, just continue to type. Word will move on to the next line for you as you type.

To start a new paragraph, press ENTER.

Introducing Backstage

The new design in Microsoft Office 2010 includes the File tab replacing the Microsoft Office Button

included in the 2007 Microsoft Office system release in the following programs: Word, Excel, PowerPoint,

Access, and Outlook (in the composing and reading windows).

When you click the File tab, you see the same basic

commands that were available after you click the

Microsoft Office Button or on the File menu in

some 2007 Microsoft Office system programs. These

basic commands include, but are not limited to, Open, Save, and Print. Some commands, such as Import,

have been moved to the ribbon.

The Ribbon contains the set of commands for working in a document, while the Microsoft Office Backstage

view is the set of commands you use to do things to a document.

When you click the File tab, you see many of the same basic commands that

you saw when you clicked the Microsoft Office Button . You'll find

Open, Save, and Print, as well as a new Backstage view tab called Save &

Send, which offers multiple options for sharing and sending documents.

Tip: To quickly return to your document from Backstage view, click the

Home tab, or press ESC on your keyboard.



The Backstage views is where you manage your documents and related data about them — create, save, and

send documents, inspect documents for hidden metadata or personal information, set options such as turning

on or off AutoComplete suggestions, and more.

Create a new document Open a blank document 1) Click the File tab and then click New.

2) Under Available Templates, click Blank Document.

3) Click Create.

Start a document from a template 1) On the File tab, click New.

2) Under Available Templates, do one of the following:

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 you’ve 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.

Note: 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.

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.



Formatting Marks Imagine that you have typed a few paragraphs. The paragraphs seem very far apart, and the second paragraph

starts farther to the right than the first paragraph.

You can see what's going on by looking at the formatting marks Word automatically inserts as you type.

These marks are always in documents, but they are invisible until you display them.

To see formatting marks, use the Ribbon - on the Home tab, in the Paragraph group, click the Show/Hide

button . Click the button again to hide formatting marks.

Document with formatting marks.

Extra paragraph mark: ENTER was

pressed twice.

Extra tab mark: TAB was pressed

twice, making the second paragraph

indented more than the first.

Extra space between words: the

SPACEBAR was pressed twice instead of

once.

These marks are not just for show. You

can get rid of extra spacing by deleting

extra marks.

These marks do not print — they won't

be on printed pages, even when you see

them on the screen.

So what are formatting marks, and what do they mean? Here are a few examples:

Word inserts a paragraph mark each time you press ENTER to start a new paragraph. In the picture,

there's an extra paragraph mark between the two paragraphs, which means that ENTER was pressed twice.

This creates extra space. Deleting the extra paragraph mark will get rid of the extra space between the

paragraphs.

One arrow appears each time TAB is pressed. In the picture there is one arrow in the first paragraph and

two arrows in the second paragraph, so TAB was pressed twice in the second paragraph.

Dots show how many times you press the SPACEBAR between each word, or if you accidentally press the

SPACEBAR between letters in a word. One dot is one space; two dots are two spaces. Normally there should

be one space between each word. Dots, by the way, are different from periods at the ends of sentences.

Periods (which you always see) are on the bottom of the line. Dots are higher up, toward the middle of the

line.

Change page margins Page margins are the blank spaces around the edges of the page. There is a 1-inch page margin at the top,

bottom, left, and right sides of the page. This is the most common margin width, which you might use for

most of your documents. You can change margins at any time.



1) On the Page Layout tab, in the Page Setup group, click

Margins.

2) Do one of the following:

a) Click the margin type that you want. For the most common

margin width, click Normal.

b) Click Custom Margins, and then in the Top, Bottom, Left,

and Right boxes, enter new values for the margins.

The first margin in the list is Normal, the current margin. To get

narrower margins, you would click Narrow. If you want the left and

right margins to be much wider, click Wide. When you click the

margin type that you want, your entire document automatically

changes to the margin type you selected.

When you choose a margin, the icon for the margin you chose gets a different color background. If you click

the Margins button again, that background color tells you which margin size has been set for your document.

Change the default margins

1) After you select a new margin for the document, click Margins in the Page Setup group again, and then

click Custom Margins.

2) In the Page Setup dialog box, click Default.

a) The new default settings are saved in the template on which the document is based. Each new

document based on that template automatically uses the new margin settings.

Note: The new default margin setting will not appear in the gallery list of margin settings.

Select page orientation You can choose either portrait (vertical) or landscape (horizontal) orientation for all or part of your document.

When you change the orientation, the galleries of predesigned page and cover page options also change to

offer pages that have the orientation that you choose.

Change the orientation of your entire document

1) On the Page Layout tab, in the Page Setup group, click Orientation.

2) Click Portrait or Landscape.

Use portrait and landscape orientation in the same document

1) Select the pages or paragraphs that you want to change to portrait or landscape orientation.

Note: If you select some but not all of the text on a page to change to portrait or landscape orientation,

Word places the selected text on its own page, and the surrounding text on separate pages.

2) On the Page Layout tab, in the Page Setup group, click Margins.

3) Click Custom Margins.

4) On the Margins tab, click Portrait or Landscape.

5) In the Apply to list, click Selected text.

Note: Microsoft Word automatically inserts section breaks before and after the text that has the new page

orientation. If your document is already divided into sections, you can click in a section (or select multiple

sections), and then change the orientation for only the sections that you select



Add and delete pages

Add a page

1) Click where you want to insert a new page in your document.

a) The inserted page will appear just before your cursor.

2) On the Insert tab, in the Pages group, click Blank Page.

Delete a blank page Do one of the following:

To delete a blank page in your document, put your cursor at the start of the page that you want to delete,

and then press BACKSPACE.

To delete a blank page at the end of the document, go to the end of the document and delete any extra

paragraph marks. If you still see a page break, select the page break, and then press DELETE.

o If paragraph markers (¶), are not visible, click Show/Hide in the Paragraph group on the Home

tab.

The Undo Button You've moved a sentence (cut-and-paste), but now that you look at it, you're not happy with the change.

Fortunately, you don't have to go through the entire cut-and-paste process again to move the sentence back.

Instead, use Undo.

On the Quick Access Toolbar, click the arrow on the Undo button . Move the

insertion point over the last two actions, Paste and Cut, and then click. This will

undo the last two actions you took, and place the sentence back in its original

location.

1) On the Quick Access Toolbar, point to Undo .

a) Word displays the most recent action that you can undo.

2) Click Undo or press CTRL + Z.

a) If you want to undo a different action, click the arrow next to Undo , and then click the action in the

list of most recent actions.

When you undo an action, you also undo all actions above it in the list.

b) If you later decide you didn't want to undo an action, click Redo on the Quick Access Toolbar or

press CTRL+Y.

Move around a document and select text To work quickly and efficiently in the document, you need to know how to move around the insertion point,

which shows you where the text you type will be inserted. You can use either the mouse or the keyboard to

get to where you want to make a change.

Once you get to the part of the document you want to edit, you'll need to type the new text you want to add, or

select the existing text so that you can change or delete it. You can select a word, a sentence, a paragraph, or

the entire document. You can also move text to a different location.

Here are some of the ways to move the insertion point around a document and to select text.



Select text by using the mouse

To select Do this

Any amount of text Click where you want to begin the selection, hold down the left mouse

button, and then drag the pointer over the text you want to select.

A word Double-click anywhere in the word.

A sentence Hold down CTRL, and then click anywhere in the sentence.

A paragraph Triple-click anywhere in the paragraph.

The entire document Move the pointer to the left of any text until it changes to a right-pointing

arrow, and then triple-click.

Select text by using the keyboard

To select Do this

A word from its

beginning to its end

Place the insertion point at the beginning of the word, and then press

CTRL+SHIFT+RIGHT ARROW.

A sentence Place the insertion point at the beginning of the sentence, and then press

CTRL+SHIFT+RIGHT ARROW (hold the CTRL and SHIFT keys

down, and then press RIGHT ARROW until the entire sentence,

including the period at the end, is selected).

A paragraph from its

beginning to its end

Move the insertion point to the beginning of the paragraph, and then press

CTRL+SHIFT+DOWN ARROW.

The entire document Press CTRL+A.

Move through your document

To move Press

One character to the left LEFT ARROW

One character to the right RIGHT ARROW

One word to the left CTRL+LEFT ARROW

One word to the right CTRL+RIGHT ARROW

Up one line UP ARROW

Down one line DOWN ARROW

One paragraph up CTRL+UP ARROW



To move Press

One paragraph down CTRL+DOWN ARROW

To the beginning of a

document

CTRL+HOME

To the end of a document CTRL+END

Up one screen at a time PAGE UP

Down one screen at a time PAGE DOWN

You can also move through a document by using the scroll bar. The scroll bar is on the right side of the

window. To use it, click the scroll box on the scroll bar, and then drag it up or down to move through a

document. Or click the single scroll arrows at either end of the scroll bar to move up or down.

Select and delete text To delete text, first select what you want to delete. You can do this by using the mouse or the keyboard.

Place your pointer over the word you want to delete and then double-click the word. Or click in front of

the word, hold down the left mouse button, and then drag the pointer over the word.

OR

With the arrow keys on your keyboard, move the insertion point next to the text. Then hold down the

SHIFT key and press the arrow key that moves the insertion point in the correct direction until all the text

is selected.

Once the word is selected, delete it by pressing DELETE on your keyboard.

Move or copy text You don't have to delete a sentence and then type it again if you do not like where you’ve placed it, or if you

would like to reuse some of the same wording from another part of your document. Instead, you can move or

copy text by performing a cut-and-paste or copy-and-paste operation: Cut the sentence to delete it from its

current location, and then paste it into the new location. Copy text when you want to keep it in its original

location, but would like to reuse that text elsewhere in your document.

1) Select the item you want to move or copy.


a) To move the item: Home tab / Clipboard group / Cut button (or press CTRL+X).

b) To copy the item: Home tab / Clipboard group / Copy button (or press CTRL+C.)

3) If you want to move or copy the item to another document, switch to that document.

a) Click where you want the item to appear, then click the Paste button under the Home tab / Clipboard

group (or press CTRL + V)

Note: To adjust the format of the items that are pasted, click the Paste Options button that appears

just below your pasted selection, and then click the option that you want.



Add basic formatting Office Word 2010 offers easy ways to change formatting in a document.

Format text You can call attention to important information by applying formats, such as bold, italic, or underline. You do

this by clicking a button or by using a simple keystroke.

Select the text you want to call attention to, and then on the Ribbon, on the Home tab, in the Font group,

choose how to format the text.

For example, click Bold (you can do the same thing by pressing CTRL+B). This kind of formatting is

especially handy when you want to change the format of just a few characters or words in the body of a

document.

If you decide that bold doesn't look right, it's easy to undo. Select the text and click Bold again.

You can also change the font color to make the text stand out even more. Select the text, and then, on the

Home tab, in the Font group, point to Font Color . Click the arrow, and move the insertion point over

the colors. You get a preview in the document of how each color will look. When you see a color you like,

click it.

Live Preview You can quickly see how formatting options like fonts will look in place before you commit to them, by using

the Live Preview feature that is included in several programs in the 2010 Microsoft Office system.

By pointing to various formatting choices, you can instantly see how those choices would appear on selected

text and objects. For example, if you are trying to choose a font in Microsoft Office Word, just move the

pointer down the font list to see the effect of each font on any text that you have selected. When you finish

previewing formats and styles, move the pointer over the format or style that you like, and then click to apply

it.

Preview character formatting

1) Select the text that you want to format.

2) On the Home tab, in the Font group, do any of the following:

a) Click the arrow next to the Font box, and then move the pointer over the fonts that you want to

preview.

b) Click the arrow next to the Font Size box, and then move the pointer over the font sizes that you want

to preview.

c) Click the arrow next to the Text Highlight Color button, and then move the pointer over the highlight

or fill colors that you want to preview.

d) Click the arrow next to the Font Color button, and then move the pointer over the font colors that you

want to preview.

3) When you finish previewing the formatting choices, do one of the following:

a) To apply the previewed formatting, click the selected font name, font size, or color in the list.

b) To cancel live previewing without applying any changes, press ESC.



Preview paragraph formatting

1) Select the text that you want to format.

2) On the Home tab, in the Paragraph group, do any of the following:

a) Click the arrow next to the Bullets button, and then move the pointer over the bulleted list styles that

you want to preview.

b) Click the arrow next to the Numbering button, and then move the pointer over the numbered list styles

that you want to preview.

c) Click the arrow next to the Shading button, and then move the pointer over the shading colors that you

want to preview.

3) When you finish previewing the formatting choices, do one of the following:

a) To apply the previewed formatting, click the selected paragraph style or color in the list.

b) To cancel live previewing without applying any changes, press ESC.

Change line spacing You can adjust how much space is between lines of text. If you'd like more or less space between lines

throughout a document, or in a selected area of text, such as in a letter address, it's easy to change the spacing.

To change the line spacing for an entire document, you need to select all the text in the document by pressing

CTRL+A. To change line spacing for a single paragraph, you can just place the insertion point inside the text;

you don't have to select the text.

1) Select the paragraph for which you want to change the line spacing.

2) On the Home tab, in the Paragraph group, click Line Spacing.


a) To apply a new setting, click the number of line spaces that you want.

For example, if you click 1.0, the selected text is single-spaced.

b) To set more precise spacing measurements, click Line Spacing Options, and then select the options

that you want under Line spacing.

Line spacing options Single: This option accommodates the largest font in that line, plus a small amount of extra space. The

amount of extra space varies depending on the font that is used.

1.5 lines: This option is one-and-one-half times that of single-line spacing.

Double: This option is twice that of single line spacing.

At least: This option sets the minimum line spacing that is needed to fit the largest font or graphic on the

line.

Exactly: This option sets fixed line spacing that Word does not adjust.

Multiple: This option sets line spacing that is increased or decreased from single spacing by a percentage

that you specify. For example, setting line spacing to 1.2 will increase the space by 20 percent.



Create lists Word can automatically create bulleted and numbered lists as you type, or you can quickly add bullets or

numbers to existing lines of text.

Add bullets or numbering to a list

1) Select the items that you want to add bullets or numbering to.

2) On the Home tab, in the Paragraph group, click Bullets or

Numbering.

For more bullet styles and numbering formats, click the arrow next to Bullets or Numbering.

Spell Check As you type, Word might on occasion insert a wavy red, green, or blue underline beneath text.

Red underline: This indicates either a possible spelling error or that Word doesn't recognize a word, such

as a proper name or place. If you type a word that is correctly spelled, but Word doesn't recognize it, you

can add it to Word's dictionary so that it is not underlined in the future.

Green underline: Word thinks that grammar should be revised.

Blue underline: A word is spelled correctly but does not seem to be the correct word for the sentence. For

example, you type "too," but the word should be "to."

What do you do about the underlines? Right-click an underlined word to see suggested revisions (every once

in a while Word may not have any alternate spellings). Click a revision to replace the word in the document

and get rid of the underlines. Note that if you print a document with these underlines, they will not show up on

printed pages.

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, you can ignore the suggested revisions and get rid of the underlines.

Printing and Print Preview in Word 2010 In Microsoft Office 2010 programs, you now preview and print your Office files in one location — on the

Print tab in the Microsoft Office Backstage view.

View each page as it will look when printed 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.

Tip: To go back to your document, click the File tab.

2) A preview of your document automatically appears. To view each page, click the arrows below the

preview.



Print a document The Print tab in the Backstage view is the place to go to make sure you are printing what you want.

Clicking the File tab displays the Backstage view.

Click the Print tab to print a document, change print-

related settings, and to automatically display a preview of

your document.

Click the Print button to print your document.

This dropdown shows the currently selected printer.

Clicking the dropdown will display other available printers.

These dropdown menus show currently selected Settings.

Rather than just showing you the name of a feature, these

dropdown menus show you what the status of a feature is and

describes it. This can help you figure out if you want to

change the setting from what you have.

Follow these steps to print a document.


2) 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 Print to print the document.

Note: To change the properties for your printer, under the printer name, click Printer Properties.

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.



Choosing Print All Pages will print the entire

document.

Choosing Print Selection will only print the

selected content.

Choosing Print Current Page will only print

the current page.

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 page number s

section number. For example, p1s2, p1s3-p8s3. To

print an entire section, type s section number. For

example, type s3.

Choose Only Print Odd Pages to print odd

pages in the document.

Choose Only Print Even Pages to print all

even pages in the document.

To print part of a document, do the following.


Tip: To go back to your document and make changes before you print it, click the File tab.

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.

Note: To change the properties for your printer, under the printer name, click Printer Properties.

Print with landscape orientation



2) Under Settings, click the Portrait Orientation button and choose Landscape Orientation.

Note: This setting can also be changed on the Page Layout tab. Click Orientation, and then click

Landscape.

3) Click the large Print button.



Print multiple copies of a document



2) Next to the large Print button, choose the number of copies in the Copies box.

3) Click the large Print button.

Note: To print a complete copy of the document before the first page of the next copy is printed, under

Settings select Collated. If you prefer to print all copies of the first page and then print all copies of

subsequent pages, select Uncollated.

Customizing the Status Bar Written by Keith Johnson http://greatdocuments.net/customizing-the-status-bar/

This following article was written by Keith Johnson, and relates to Word 2007. However, the steps are exactly

the same for Word 2010.

In Microsoft Word 2007(and 2010), the document’s

Status Bar is much improved over previous

versions of Word and there are many settings that

you may choose within the status bar to enhance

your document development process.

You must “right-click” over the bottom blue beneath

the actual document, and Word will display the pop-

up window that you see in the image on the right.

If there is a “check” in the pop-up window’s left

hand column next to an individual option, then it is

activated. To deselect, simply left-click your mouse

over the check mark that is next to the option you

wish to deactivate.

What the “Customize Status Bar” allows you to

potentially view as you are working:

1) The total number of formatted pages.

2) The section of the document you are working on.

3) The page number that you are currently seeing on the screen.

4) The actual Vertical Page number.

5) The actual Line Number where the cursor is currently at.

6) The actual Column Number where the cursor is currently at.

7) The total word count of the document.

8) Spelling and Grammatical error check.

9) Language verification.

10) Signatures (must select ON or OFF).

11) Information Management policy (must select ON or OFF).

12) Permission (must select ON or OFF).

13) Track Changes (must select ON or OFF).

14) Caps Lock (must select ON or OFF).

15) Over Type (must select Insert or No-Insert).

16) Selection Mode.

17) Macro Recording (must select RECORDING or NOT

RECORDING).

18) View Shortcuts.

19) Zoom (current Zoom percentage).

20) Zoom Slider.

http://greatdocuments.net/customizing-the-status-bar/

http://greatdocuments.net/customizing-the-status-bar/customize_status_bar/

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