Professional Documents
Culture Documents
Course Contents
Getting Started
o Screen layout
o Adding Watermarks
o Underline Options
Formatting Paragraphs
o Indenting Paragraphs
o Hanging Indent
o Tab Stops
o Leader Tabs
o Drawing a Table
o Table Properties
o Performing Calculations
Formatting Sections
o Understanding Sections
Using Styles
o Modify styles
o Organize styles
o Formatting Columns
Creating Templates
o Changing templates
o Creating Envelopes
Customizing Ribbons
o Previewing
o Printing
o Printing options
Word 2010 has a new interface that builds on interface from the previous version of Word. Word
2010 uses the RIBBON interface that was introduced in Microsoft Office 2007 applications. Each
TAB in the RIBBON contains many tools for working with your document. To display a different
set of commands, click the tab name. BUTTONS are organized into groups according to their
function.
In addition to the TABS, Word 2010 also makes use of the QUICK ACCESS TOOLBAR from the
MS Office 2007 applications.
Two new features in Word 2010 are the File tab, which opens the Backstage View, and the
Navigation pane, which helps to navigate through your document.
Ribbons
Ribbons are tabs that show different commands with respect to what you wish to do the HOME
ribbon shows basic commands of formatting.
The INSERT ribbon allows the insertion of any object. Just click on the named ribbon to see list
of commands that you can perform by clicking on the appropriate icon.
Select the FILE tab in the Ribbon to open the Backstage view. The Backstage view is where you
will find the commands for creating, saving, opening, and closing documents, as well as
information about the document. The Backstage view includes new interfaces for printing and
sharing your documents. The Options command is also available to open a new screen for setting
your Word Options.
The New tab of the Backstage view provides several options for creating new documents. The
Blank Document option is the first choice.
Step One
Step Three
Step Two
Step Four
Typing Text
The document window is just like a blank piece of paper in a typewriter. The cursor shows your
current location. Once the cursor is where you want your text, simply begin typing.
Cursor
Sample text for students to type:
The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog.
The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog.
The quick brown fox jumped over the lazy dog.
The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog.
The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog.
The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog.
Selecting text is highlighting it in order to edit it, format it, copy it, or delete it. You can use the
mouse or the keyboard to select text.
1. Using the arrow keys, place the cursor either at the beginning of the text you want to
select, or at the end of the text you want to select.
2. Hold down the shift key while pressing the arrow key to select text in that direction.
1. Point the mouse to either the beginning or the end of the text you want to select.
2. Hold the left mouse button down.
3. Move the mouse to select the text. You can move left, right, up and/or down.
4. Let the mouse button up when you have finished selecting the text.
Word 2010 makes it easy to adjust documents, including a new document based on a template, or
a document started by you or another Word user.
The cut command deletes selected text from the current location, but allows you to move it
somewhere else.
The copy command allows you to copy selected text, leaving it in the current location, but also
allowing you to include it somewhere else.
The paste command allows you to include text you have cut or copied at the cursor’s current
location. The paste options include keeping the source formatting, merging the formatting, using
the destination theme, and keeping the text only. We’ll use text only as the paste option for now.
1. Highlight the text you want to cut and press the Control key and the C key at the same
time.
2. Move the cursor to the new location.
3. Press the Control key and the V key at the same time.
Just as Word automatically wraps text at the end of the line, Word also starts a new page
automatically when you fill the page with text. However, you may wish to insert a manual page
break.
1. Press Enter to start a new paragraph. This will be important for formatting the document
later.
2. Select the Page Layout Tab on the Ribbon.
3. Select the Breaks tool on the Page Setup Group.
4. Select Page.
Inserting & Formatting Text
Inserting Special Characters
Word 2010 lets you sprinkle characters beyond the keyboard's 26 letters of the alphabet,
numbers, a few special symbols, and punctuation characters. For example, Word provides foreign
language letters and symbols — all sorts of fun stuff. You can insert a special character or
symbol in your document in a couple of ways:
Click the Symbol command button in the Symbol group on the Insert tab. A list of some popular
or recently used symbols appears. Selecting a symbol from the menu inserts the special symbol
directly into your text (where you currently have the insertion pointer), just like you insert any
other character.
Choosing More Symbols from the Symbol menu displays the Symbol dialog box. Choose a
decorative font, such as Wingdings, from the Font menu to see strange and unusual characters.
To see the range of what is possible with normal text, select (Normal Text) from the Font drop-
down list. Use the Subset drop-down list to see even more symbols and such.
To stick a character into your document from the Symbol dialog box, select the symbol and click
the Insert button. Click the Cancel button when you're done using the Symbol dialog box.
You can insert symbols by typing the symbol’s code and then pressing the Alt+X key
combination. For example, the code for the sigma character is 2211: Type 2211 in your document
and then press Alt+X. The number 2211 is magically transformed into the sigma character. A
quick Web search will produce a resource with a list of symbols and their corresponding codes.
When Word calculates line width and wraps text to the next line, it tries to break the line at either
a space or a hyphen. Sometimes, however, you may not want Word to break a line at a certain
space. For instance, you may want to make sure that two adjacent words appear on the same line
as each other. The answer is to use non-breaking spaces instead of regular spaces when you don't
want Word to break a line at a certain space. To do this, hold down the Ctrl and Shift keys as
you press the Spacebar. Word will then not break the line at that point.
1. Display the Symbol dialog box by choosing Symbol from the Insert menu.
4. Click on Insert.
In general, a nonbreaking hyphen will move the first part of a hyphenated word to the next line
of your document, even when the first part of the word would fit on the previous line.
A nonbreaking space will keep two words together and not split them across lines.
To insert a:
Watermarks are text or pictures that appear behind document text. They often add interest or
identify the document status, such as marking a document as a Draft. You can see watermarks in
Print Layout view and Full Screen Reading view or in a printed document.
Watermarks can be viewed only in Print Layout and Full Screen Reading views and on the
printed page.
You can insert a predesigned watermark from a gallery of watermark text, or you can insert a
watermark with custom text.
1. On the Page Layout tab, in the Page Background group, click Watermark.
o Click Custom Watermark, click Text watermark and then select or type the
text that you want. You can also format the text.
3. To view a watermark as it will appear on the printed page, use Print Layout view.
You can turn a picture, clip art, or a photo into a watermark that you can use to brand or decorate
a document.
1. On the Page Layout tab, in the Page Background group, click Watermark.
4. Select the picture that you want, and then click Insert.
5. Select a percentage under Scale to insert the picture at a particular size
6. Select the Washout check box to lighten the picture so that it doesn't interfere with text.
The picture that you selected is applied as a watermark to the entire document.
Change a watermark
1. On the Page Layout tab, in the Page Background group, click Watermark.
o To change pictures, click Custom Watermark, and then click Select Picture.
o To change picture settings, click Custom Watermark, and then select or clear the
options Picture watermark.
o To change text, click Custom Watermark, and then select a different built-in
phrase or type in your own phrase.
o To change text settings, click Custom Watermark, and then select or clear the
options that you want under Text watermark.
Changing Color, Font, Size, Style and Case
The basic types of formatting are font formatting and paragraph formatting. The font formatting
changes the look and feel of the text at the letter or word level. The paragraph formatting
changes the look and feel of the text for the whole paragraph.
The Home tab of the Ribbon includes a group for font formatting and a group for paragraph
formatting.
Below is the Font and Paragraph group on the Home tab of the Ribbon.
You can easily change the font face to any font installed on your computer. You can use the Font
group on the Ribbon, or you can use the context menu that appears when you select text.
The Font face list includes the theme fonts first, then the most recently used fonts, then the other
fonts installed on your system in alphabetical order.
Use the following procedure to change the font face and size using the Ribbon tools.
3. Select the new font face or font size just as you would on the Ribbon.
Changing the Font Color
You can choose any color for your text. The font group includes a gallery to choose one of the
following for your font color:
Use the following procedure to select a color for their fonts from the gallery.
In the Standard Colors dialog box, simply click on the color and select OK to use that color.
In the Custom Colors dialog box, you can click on the color, or you can enter the red, green, and
blue values to get a precise color. When you have the color you want, select OK.
Adding Font Enhancements
You can choose several enhancements for your text. The font group on the Ribbon and the font
context menu allow you to easily change the font to:
Bold
Italic
Underline
Strikethrough
Subscript
Superscript
Underline Options
Unlike previous Word versions, Word 2010 offers a variety of underline styles. You will also be
able to change the underline color and customize underline styles.
Word 2010 contains multiple types of Underline’s styles. For changing it, select the text and
under Home tab, from Font group, open Underline options, and select one.
1. Select the text that has been formatted with the formatting properties that you want to
copy.
2. Select the Format Painter tool.
3. Select the text you want to format with the same properties.
Format
Painter Cursor
The cursor returns to normal after applying the formatting properties once. You can always
repeat the process to format more text with the same properties.
Formatting Paragraphs
Indenting Paragraphs
You can add a tab at any time by simply placing the cursor in the desired location and pressing
the TAB key. You can create indents using the tools on the Ribbon or by using the Paragraph
dialog box.
1. With your cursor anywhere in the paragraph you want to adjust (the text does not have to
be selected), select the Indent tool from the Ribbon. You can also select multiple
paragraphs by selecting the text.
Use the following procedure for the indent options on the Paragraph dialog box.
1. With your cursor anywhere in the paragraph you want to adjust (the text does not have to
be selected), select the square at the bottom right corner of the Paragraph group on the
Ribbon to open the Paragraph dialog box.
2. You can use the up and down arrows to adjust the left and/or right Indentation for the
paragraph. The arrows adjust the measurement in 1/10 of an inch increments (by default-
your default measurement can be changed). You can also enter any number in the LEFT
and RIGHT fields to adjust the indentation more precisely.
3. The Special field allows you to select a first line only or hanging indent. Enter the
measurement for the special indent in the BY field.
4. Check the MIRROR INDENTS to have the indent on both the left margin and the right
margin by the same amounts.
Step (1): Click anywhere on the paragraph you want to indent left and click Increase Indent
button available on Home tab or simply press Ctrl + M keys. You can click multiple times to
create deeper indentation.
Step (2): You can remove left indentation by clicking Decrease Indent button available on
Home tab or simply press Ctrl + Shift+ M keys. You can click multiple times remove deeper
indentation.
You can also use to Paragraph Dialog Box to set left and right indentations. We will see this
dialog box in last section of this chapter.
Right indent means to move the right edge of the paragraph inward towards the center of the
paragraph. Let us use the following steps to create right indentation.
Step (1): Click anywhere on the paragraph you want to indent right and click Increase Right
Indent spinner available on Page Layout tab. You can click multiple the spinner times to create
deeper indentation. You can use Left Indent spinners as well to set left indentation from the
same place.
Step (2): You can remove right indentation by clicking the Decrease Right Indent spinner in
opposite direction.
You can also use to Paragraph Dialog Box to set left and right indentations. We will see this
dialog box in the next section.
You can move the left side of the first line of a paragraph inward toward the center. Let us see the
procedure to perform first line indentation.
Step (1): Click anywhere on the paragraph you want to indent right and click the Paragraph
Dialog Box Launcher available on Home tab.
Step (2): Click Before Text spinner to set left indentation and select First Line Option to move
the left side of the first line of a paragraph inward toward the center. You can control the
movement by setting Indentation Unit. A preview box will give idea no the indentation status.
Hanging Indentation:
You can move the left side of the first line of a paragraph leftward, away from the center which is
called hanging indentation. Let us see the procedure to perform hanging indentation.
Step (1): Click anywhere on the paragraph you want to indent right and click the Paragraph
Dialog Box Launcher available on Home tab.
Step (2): Click Before Text spinner to set left indentation and select Hanging Option to move
the left side of the first line of a paragraph leftward, away from the center. You can control the
movement by setting Indentation Unit. A preview box will give idea no the indentation status.
Changing Line Spacing
Following are the simple steps to adjust spacing between two lines of the document.
Step (1): Select the paragraph or paragraphs for which you want to define spacing. You can use
any of the text selection method to select the paragraph(s).
Step (2): Click the Line and Paragraph Spacing Button triangle to display a list of options to
adjust space between the lines. You can select any of the option available by simply clicking over
it.
Spacing between Paragraphs:
You can also set distance between two paragraphs. Following are the simple steps to set this
distance.
Step (1): Select the paragraph or paragraphs for which you want to define spacing and click the
Paragraph Dialog Box Launcher available on Home tab.
Step (2): Click Before spinner to increase or decrease the space before the selected paragraph.
Similar way click After spinner to increase or decrease the space after the selected paragraph.
Finally click OK button to apply the changes.