MS Word 2010 Interface

Advanced Microsoft Word 2010
October 23, 2015

KMITS Training Room
KNOWLEDGE MANAGEMENT AND INFORMATION TECHNOLOGY SERVICE

Outline
I. Understanding the MS Word 2010 Interface
Using the Office Ribbon
Customizing the Office Ribbon
II. MS Word Shortcuts

Selecting Text for Formatting
Insert a Horizontal Line
Using Autocorrect to Create Abbreviations
Using Keyboard shortcuts & Function Keys
Splitting the Screen

Outline
III. Creating Content
Emphasizing text with Drop caps
Inserting & Removing Hyperlinks
Understanding Building Blocks
Adding a Cover Page
Using text boxes for document design
Creating and Saving Custom Headers and Footers
Creating and Saving Quick Parts
IV. Long Document Tricks
Creating and Navigating on a Bookmark
Add a Cross Reference
Creating a Citation and Bibliography
Outline
V. Working with Forms
VI. Macro and Mail Merge
VII. Reviewing Documents with Others
Tracking Changes and Showing Mark Up
Accepting & Rejecting Changes
Comparing and Combining Documents
VIII. Sharing Documents
Emailing a Document
Saving a Document to a Windows Live Drive
Using Word on the Web
Finalizing and Password Protecting a Document
Restricting all or part of the Document
Digitally Signing a Document

Understanding the MS Word 2010
Interface
Getting Started with Word 2010
Viewing the MS Word Screen
Upon launching the Microsoft Word 2010, your screen will
look like this.

 The Levels of Command Organization
The Microsoft Word 2010 is made up of different levels of command
organization. The tools are located in the Ribbon that consists of
various tabs with icons of the available functions.

The Levels of Command Organization
Within each tab, you will see groups. Items within a group
perform a specific function.

Dialog Box Launcher Buttons:
Groups display a Dialog box Launcher found at the bottom-right
of the group. By clicking the launcher display a dialog box
displaying additional options.

Word Screen Elements
PART DESCRIPTION
File Tab It provides access to the only menu in Office 2010. When you
click this button it shows the following menus: Save, Save As,
Open, Close, Info, New, Print, Save & Send, Help, options,
Exit
Quick Access Toolbar It provides access to the most common Word commands
including Save, Undo, Repeat and Copy. You can customize,
add or delete buttons on this toolbar.
Title Bar It shows the open program and the name of the open file
Ribbon It contains the commands organized in three components:
(a) Tabs – represents the activities you perform and contain
related groups
(b) Groups – organize related commands. Group name
appears below the group ribbon
(c) Commands – appear within each group

Word Screen Elements
PART DESCRIPTION
Dialog Box Launcher It opens a dialog box or task pane that provides more options
Scroll Bar It moves the document vertically
Document Area This is where you type your text. The insertion point
represents the location where your text will appear
Status Bar It displays the document information such as the number of
the page on which the insertion point appears, the total
number of pages, the proofing errors indicator and the view
buttons
View Buttons They display the buttons such as Print Layout, Full Screen
Reading, Web Layout, Outline, Draft
Control Buttons They minimize, maximize, restore and close the window
Zoom Level and Zoom Opens the zoom dialog box and maximizes / minimizes the
Slider view by sliding the zoom slider

What’s New in MS Word 2010
The Ribbon is the major change from MS Word 2003 to MS
Word 2010. The Ribbon displays the most common tools in a set
of tabs located at the top of the window. This will enable you to
easily access the tools you need to create your document. You can
customize the Ribbon to fit the way you work.
Another significant addition in MS Word 2010 is the
Backstage View. This view allows you to view all the tools you
need to open, save, print and work on your document all in one
view. You can print and preview in a single view, recover unsaved
documents or save in various formats.

What’s New in MS Word 2010
You can customize the MS Word 2010 window to suit your
needs. You can add and remove commands on the Quick Access
toolbar as well as change the Ribbon interface.
You can also edit pictures within MS Word 2010 such as

removing background of the picture or creating layers of pictures.

The Ribbon
The Ribbon is the panel at the top portion of the document. It has
seven tabs, which are Home, Insert, Design, Animations, Slide
Show, Review and View. These tabs contain commands and tools
which are grouped according to their function. Additional tabs such
as Format and Design will show when you are working on pictures,
Clip Art, Word Art, textboxes and shapes.
When you launch MS Word 2010, the ribbon is displayed. You can
hide or display the ribbon by clicking Minimize the Ribbon or
Maximize the Ribbon. To display the full ribbon, click the tab or
press Ctrl + F1.

The Ribbon
Minimize
Ribbon
Tool name
and function
When you move the mouse pointer over each command or tool, it
will display the pop-up name and function of the command

File Tab
The File Tab contains menus such as Save, Save As, Open, Close, Info, Recent,
New, Print, Save & Send, Help, Options and Exit

Home Tab
The Home tab displays the related commands which are grouped
as Clipboard, Font, Paragraph, Styles, Editing

Home Tab
GROUP NAME ICON NAME FUNCTION
Paste Pastes the contents of the clipboard
Cut Cuts the selection from the document and

puts it in the clipboard
Clipboard
Copy Copies the selection and put it on the
clipboard
Format Used to apply basic text formatting
Painter
Font Changes the font face
12 Font Changes the font size
Font
size
Bold Changes the font style to Bold

Home Tab
Italic Changes the font style to Italic
Font size Places underline on text
Strike Draws a line through the middle of the selected

abc through text
Subscript Creates a small letters below the text baseline
Font
Superscript Creates a small letters above the line of text
Grow Font Increases the font size
Shrink Font Decreases the font size
Clear Clears all the formatting from the selection,

Formatting leaving only the plain text.

Home Tab
Text Makes text look like it was marked with a
Highlighting highlighter pen
Color
Font Color Changes the text color
Font
Changes all the selected text to uppercase,
Change Case
lowercase or other common capitalization
Text Effects Applies a visual effect to a selected text,
such as shadow, reflection or glow.
Paragraph Bullets Create Bullet lists
Numbering Creates a numbered list
Multi level list Creates a multilevel list

Home Tab
Decrease Decrease the indent level of the
Indents paragraph
Increase Increase the indent level of the
Indents paragraph
Sort Alphabetizes the selected text or sort
numerical data
Show / hide Shows paragraph and other hidden
Paragraph
formatting symbols
Border Customizes the borders of the selected
cells or text
Shading Colors the background behind the
selected text or paragraph
Line Spacing Changes the spacing between lines of
text

Home Tab
Justify Aligns text to both the right and left
margins
Align Text Right Aligns text to the right
Paragraph
Center Aligns text to the center
Align Text Left Aligns text to the left
Styles Shows various styles

Styles Change Styles Changes the set of styles, colors and fonts
used in a document
Find Finds text in the document
Editing Replace Replaces text in the document
Select Selects text or objects in the document

Insert Tab
The Insert Tab displays the related commands which are grouped as Pages, Tables
Illustrations, Links, Header and Footer, Text, Symbols

Insert Tab
Cover Page Inserts a fully formatted cover page
Pages Blank Page Inserts a new blank page at the cursor position
Page break Starts the next page at the current position
Tables Table Inserts or draws a table into the document
Picture Inserts a picture from a file
Clip Art Inserts clipart to the document, including

drawing, movies, sounds or stock
Illustrations photography
Shapes Insert ready made shapes, such as square,

rectangle, arrows, lines, call outs, etc.

Insert Tab
Smart Art Inserts a Smart Art graphic to visually
communicate information
Illustrations
Chart Inserts a chart to illustrate and compare data
Screenshot Inserts a picture of any part of the screen
Hyperlink Creates a link to a web page, a picture, an
email address or a program
Bookmark Creates a bookmark to create a name to a
Links
specific point in a document
Cross Reference Refers to items such as headings, figures
and tables

Insert Tab
GROUP ICON NAME FUNCTION
NAME
Header Edits the header of the document
Header and Footer Edits the footer of the document

Footer
Page Number Inserts page numbers in the document

Text Box Inserts preformatted text boxes
Quick Parts Insert a reusable content, including filed and
documents properties
Word Art Inserts a decorative text in your document
Text
Drop Cap Inserts a large capital letter at the beginning
of the paragraph
Signature Line Inserts a signature line that specifies the
individual who must sign

Insert Tab
Date & Time Inserts the current date or time into the
Text current document
Object Inserts an embedded object
Equation Inserts common mathematical equations or
build up your own equations using a
Symbols
Symbol Inserts symbols that are not on your
keyboard

Page Layout Tab
The Page Layout Tab displays the related commands which are
grouped as Themes, Page Set-up, Page Background, Paragraph,
Arrange

Page Layout Tab
Changes the overall design of the entire
Themes
document including colors, fonts and effects
Theme Colors Changes the colors of the current theme
Themes
Theme Fonts Changes the fonts of the current theme
Theme Effects Changes the effects for the current theme
Page Margins Selects the margin sizes for the entire

Page Set up document or the current section
Page Orientation Switches the pages between portrait and
landscape layouts
Page Size Chooses the paper size for the current
section

Page Layout Tab
Columns Split texts into two or more columns
Breaks Add page, section or column breaks to
the document
Page Set up Line Numbers Add line numbers in the margins long
side of each line of the document
Hyphenation Allows word to break lines between the
syllables of words
Watermark Inserts ghosted text behind the contents
on the page
Page Page Color Chooses a color for the background of
Background the page
Page Borders Add or change the border of the page

Page Layout Tab
Left Indent Moves in the left side of the paragraph by a
certain amount
Right Indent Moves in the right side of the paragraph by
a certain amount
Paragraph
Spacing Before Changes the spacing between paragraph by
adding space above the selected paragraphs
Spacing After Changes the spacing between paragraph by
adding space below the selected paragraphs
Position Positions the selected object on the page
Align Aligns the edges of multiple selected

Arrange
objects
Rotate Rotates or flips the selected object

Page Layout Tab
Group Groups objects together so that they
can be treated as a single object
Wrap Text Changes the way text wraps around the
selected objects
Bring Forward Brings the selected object in front of
Arrange
the other object
Send Sends the selected object behind all
Backward other object
Selection Pane Shows the selection pane to help select
individual objects.

References
The References tab displays the related commands which are
grouped as Table of Contents, Footnotes, Citations &
Bibliography, Caption, Index, Table of Authorities

References Tab
NAME
Table of Adds a table of contents to the document
Contents
Table of Add Text Adds the current paragraph as an entry in
Contents the Table of Contents
Update Table Updates the Table of Contents so that the
entries refer to the correct page number
Insert Footnote Adds a footnote to the document
Insert Endnote Adds an endnote to the document
Footnotes Next Footnote Navigates to the next footnote in the
document
Show Notes Scrolls the document to show where the
footnotes or endnotes are located

References Tab
NAME
Insert Cite a book, journal article or other
Citations periodical as the source for the piece of
information in the document
Manage View the list of all sources cited in the
Citations & Sources document
Bibliography
Style Chooses the style of citation use in the
document
Bibliography Adds a bibliography, which list all the
sources cited in the document
Insert Caption Adds a caption to a picture or other image
Insert Table of Inserts a table of figures into the
Captions Figures document
Update Table Updates the Table of Figures to include
all the entries in the document

References Tab
NAME
Cross- Refers to item such as headings, figures
Captions
reference and tables
Mark Entry Includes the selected text in the index of
the document
Index Insert Index Inserts an index to the document
Update Index Updates the index so that all entries refer
to the record page number
Mark Add the selected text as an entry in the
Citations Table of Authorities
Table of Insert Table of Insert a Table of Authorities in the
Authorities Authorities document
Update Table Update the Table of Authorities to include
of Authorities all of the citations in the document

Mailings Tab
The Mailings tab displays the related commands which are
grouped as Create, Start Mail Merge, Write and Insert Fields,
Preview Results, Finish

Mailings Tab
NAME
Envelopes Create and print envelopes
Create
Labels Create and print labels
Start Mail Create a form letter which you intend to
Merge print or e-mail multiple times
Select Choose the list of people you intend to
Start Mail
recipients send the letter to
Merge
Edit Recipient Makes changes to the list of recipients
List and decide which of them should receive
your letter
Write and Highlight Highlight the fields you have inserted into
Insert Tab Merge Fields the document

Mailings Tab
NAME
Highlight Highlight the fields you have inserted in
Merge Fields the document
Address Adds an address to your letter
Block
Greeting Line Adds a greeting line
Insert Merge Adds any field from your recipient list to
Start Mail
Field the document
Merge
Rules Specify rules to add decision making
ability to the mail merge
Match Fields Allows you to tell Word the meaning of
different fields in your recipient lists
Update Labels Update all the labels in the document with
actual data from your recipients list

Mailings Tab
NAME
Preview Replace the merge fields in your
Results document with actual data from your
recipients list
First Record Previews the first record in the recipients
list
Previous Previews the previous record in the
Record recipients list
Preview
Next Record Previews the next record in the recipients
Results
list
Last Record Previews the last record in the recipients
list
Find Finds and preview specific record in the
Recipient recipient list
Auto Check Specify how to handle errors that occur
for Errors when completing the mail merge

Mailings Tab
NAME
Finish & Completes the mail merge
Finish
Merge

Review Tab
The Review tab displays the related commands which are grouped as Proofing,
Comments, Tracking, Changes, Compare, Protect

Review Tab
NAME
Spelling & Checks the spelling and grammar of text
Grammar in the document
Research Searches through reference materials
Proofing Thesaurus Suggests other word with similar meaning
to the word you have selected
Word Count Finds out the number of words,
characters, paragraphs and line in the
document
Translate Translates the selected text into a different
language
Language
Language Sets the language used to check the
spelling and grammar of the selected texts

Review Tab
NAME
New Adds a comment about the selection
Comment
Delete Deletes the selected comment
Comment
Comments
Previous Navigates to the previous comment in the
Comment document
Next Navigates to the next comment in the
Comment document
Track Track all changes made to the document,
Changes including insertions, deletions and
formatting changes
Tracking Display for Chooses how to view the proposed
Review changes to the document
Show Markup Chooses what kind of mark-up to show in
the document

Review Tab
NAME
Reviewing Shows revisions in a separate window
Tracking
Pane
Accept and Accepts the current change and move to
Move to Next the next proposed change
Reject and Rejects the current change and move to
Changes Move to Next the next proposed change
Previous Navigates to the previous revision in the
Change document so that you can accept of reject
it
Next Change Navigates to the next revision in the
document so that you can accept of reject
it
Compare Compares or combines multiple versions
Compare
of a document

Review Tab
NAME
Block Blocks other authors from editing the
selected text
Protect
Restrict Restrict how people can access the
Editing document

View Tab
The View tab displays the related commands which are grouped as
Document Views, Show/Hide, Zoom, Windows, Macros

View Tab
NAME
Document Print Layout Views the document as it will appear on
Views the printed page
Full Screen View the document in full screen
Reading
Web Layout Views the document as it would look as a
web page
Outline View Views the document as an outline and
show the outlining tools
Draft View Views the document as a draft to quickly
edit the text
Ruler Views the ruler which is used to measure
Show/Hide
and line up objects in the document
Gridlines Turn on gridlines to which you can align
objects in the document

View Tab
NAME
Navigation Opens the navigation pane which allows
Show/Hide Pane you to navigate by heading, by page or by
searching for text or object
Zoom Specifies the zoom level of the document
100% Zooms the document to 100% of the
normal size
One Page Zooms the document so that an entire
Zoom page fits in the window
Two Pages Zooms the document so that two page
fits in the window
Page Width Zooms the document so that the width of
the page matches the width of the window

View Tab
NAME
New Window Opens a new window containing a view
Window
of the current document
Arrange All Tiles all open program windows side-by-
side in the screens
Split Window Splits the current window into two parts
so that you can view different sections of
the document at the same time
View Side by Views two documents side-by-side so that
side you cannot compare the contents
Synchronous Synchronizes the scrolling of two
Scrolling documents so that they scroll together
Reset Window Resets the window position of the
Position documents being compared side-by-side
so that they share the screen equally

View Tab
NAME
Switch Switches to a different currently open
Windows window
Window
Macros Views the lists of macros, from which you
can run, edit, delete or create a macro

Customizing the Quick Access Toolbar
1. Click on the Down Arrow and select buttons that you use frequently.
2. You can also use any MS Word Command and add it to the Quick Access
Toolbar by selecting Right click and choose Add to Quick Access Toolbar

3. In the Quick Access Toolbar, you can also remove it by right clicking your
mouse and select Remove to Quick Access Toolbar.
1. To customize the office ribbon, right
click anywhere in the Ribbon and select
Customize the Ribbon
2. On the dialog box, click Customize
the Ribbon tab
3. On the list of commands, select the
one you would like to add

Customize
Ribbon
Existing Tabs
and Groups
Select the
command
you want to
add

To add a new group:
1. Click the tab you want to customize
2. Click the New Group button and Power Point adds the
group
3. Click the Rename button
4. On the rename dialog box, type the name of the group
5. Click OK and Power Point adds the new group to the tab

To add a New Command:
1. Click the Choose Command from arrow
2. From the drop-down list, select the
command category you want to use.
3. Click the command you want to add
4. Click the Custom Group you want to use
and click the Add button
5. Click OK and Word adds the command
6. To remove a custom command, select the
command and then click the Remove button.

MS Word Shortcuts
Below are some of the shortcut keys in selecting text in an MS Word:
Highlight One Word – double click your mouse

Highlight Entire Paragraph – triple click on the word or double click selection
Highlight Entire document – Press Ctrl button + A or triple click selection
Select a single sentence – Press Ctrl button + Click
Highlight One or More Paragraph – Press Ctrl button and drag your mouse
Go to beginning of row – Press Home key
Go to end of row – Press End Key
Select from first page to insertion point – Press Shift + Ctrl + Home key
Select from insertion point to last page – Press Shift + Ctrl + End key

Below are some of the shortcut keys in selecting text in an MS Word:
Select previous page – Press Shift + Page Up key

Select Next Page – Press Shift + Page Down Key
Move between words – Press Ctrl +  or 
Select words – Press Ctrl + Shift +  or 
Extend selection – Press F8 Key
Exit / Deselect – Press Esc Key

With some documents you create in Word, you may find
yourself needing a horizontal line placed on the page. You can
type characters on your keyboard and turn them into an instant
horizontal line on your document page.
1. To insert a horizontal like, click where you want to insert the
line in your document.
2. Type three dashes (---) and press Enter
3. Word inserts the line.

* To add a dashed line, type three asterisks (***) and press
Enter
* To add a double line, type three equal signs (===) and press
Enter
* To add a thick line, type three underscores (_ _ _) and press
Enter
• To add a wavy line, type three tildes (~~~) and press Enter
• To add a thick, decorative line, type three pound signs (###)
and press Enter.

Horizontal
Line

Using Autocorrect to create
Abbreviations
You can create abbreviations in MS Word.
1. To set and create abbreviations in your document, select the File tab and
choose Options.
2. In Word options, select Proofing and choose Autocorrect options
Proofing
Autocorrect
Options

Using Autocorrect to create
Abbreviations
3. In Autocorrect options, type a period (.) with a preferred abbreviation. Click add
to include the abbreviation that was created and click OK to close word options.
Replace Text
Add
Ok
4. Open MS Word. Type the abbreviation that you created and the autocorrect with
the complete name will appear.
Using Keyboard Shortcuts & Function
Keys
Common Shortcuts
Keyboard Function Keyboard Function

Combination Combination
Ctrl + S Save Ctrl + B Bold
Ctrl + Z Undo Ctrl + I Italic

Ctrl + O Open Ctrl + U Underline
Ctrl + P Print Ctrl + [ Decrease Font 1pt
Ctrl + X Cut Ctrl + ] Increase Font 1pt
Ctrl + C Copy Ctrl + Spacebar Clear Formatting
Ctrl + V Paste

Keys
Common Shortcuts
Keyboard Function Keyboard Function

Combination Combination
Ctrl + S Save Ctrl + B Bold
Ctrl + Z Undo Ctrl + I Italic

Ctrl + O Open Ctrl + U Underline
Ctrl + P Print Ctrl + [ Decrease Font 1pt
Ctrl + X Cut Ctrl + ] Increase Font 1pt
Ctrl + C Copy Ctrl + Spacebar Clear Formatting
Ctrl + V Paste

Keys
Common Shortcuts
Keyboard Combination Function

F1 Help
F4 Repeats last actions
F7 Spelling & Grammar
F9 Updates Fields
F12 Save As
Shift + F1 Reveal Formatting Pane
Shift + F3 Font Case
Shift + F5 Rotate Through 4 edit locations
Shift + F7 Thesaurus
Ctrl + F1 Opens Print Preview

1. Open an MS Word document. To split the screen, click corner handle of
the document and drag the handle to split the screen. You can also select
the View tab and select Split button.
Corner
handle

Split
Screen
Double click your mouse on the split area to remove split screen. You can also select View
tab and choose Remove Split.

Opening Two (2) Documents & View Side by Side
1. Open two MS Word documents

2. In the first document, go to the View tab and select Arrange All. The two documents
will open and be arranged but with independent filenames
Arrange All

Opening Two (2) Documents & View Side by Side
3. Click on the View tab and select View Side by Side. You can also select synchronous
scrolling to make the two documents scrolled side by side
Synchronous
Scrolling

Navigating w/ Browse by Object
1. Open a MS Word document
2. Select Browse by Object found at the bottom of the scroll bar
Browse by
Object

Creating Content
Emphasizing Text with Drop Caps
Word’s drop caps feature can quickly draw attention to the first
letter in a paragraph. Commonly used in the printing business, a
drop cap is the first letter in a paragraph that drops below the
first line and extends into the second line of text, creating a
large letter.
1. To create a drop cap, select the character you want to turn
into a drop cap.
2. Click the Insert tab on the Ribbon

3. Click Drop Cap and choose Drop Cap options. The drop cap
dialog box opens
Drop
Cap
Drop Cap
Options

4. Choose whether you want the position dropped or in the
margin
Drop Cap
Options

5. To choose a different font, click on the drop down arrow and
choose another. To change the number of lines dropped, type a
new value or use the arrow buttons to set a value. To change
the distance of the drop cap from the rest of the paragraph text,
type a new value here or use the arrow buttons to set a value
6. Click OK. Word applies the drop cap to the text.

What is a Hyperlink?
A hyperlink is a connection between an element in a hypertext document such as
a word, phrase, symbol or image and a different element in the document,
another hypertext document, a file or a script. You can activate the link by clicking
on the linked document which is usually underlined and in a color different from
the rest of the document to indicate that the element is linked.
Microsoft Word creates a hyperlink for you when you type the address of an
existing Web Page, such as www.yahoo.com , if the automatic formatting of
hyperlinks has not been turned off. You can also create customized links.

Creating a Hyperlink to an Existing Document
1. Click your mouse on the location in the document where you want to insert the
hyperlink.
2. On the Insert tab, click the Hyperlink button on the Links Group
3. On the Insert Hyperlink dialog box, click Existing File or Web Page and
select the Filename where the source file is located and then Hyperlink will be
created on your document.
4. Press Ctrl + Click on the hyperlink to open the linked file.

Creating a Hyperlink to a Web Page
1. Click your mouse on the location in the document where you want to insert the
hyperlink
2. Type the website address of the website you want to create the hyperlink.
3. Click the Insert Tab, go to the Links group and click the Hyperlink
Button.
4. On the Insert Hyperlink dialog box, click Existing File or Web Page and select
the Filename where the source file is located and then the hyperlink will be
created on your document
5. Press Ctrl + click on the hyperlink to open the website

Creating a Hyperlink to an E-mail Address
1. Select the text or picture you want to display, click the Insert Tab, go to the
Links Group and click the Hyperlink button
2. On the Insert Hyperlink dialog box, click E-mail Address.

3. Either type the e-mail address you want in the E-mail Address box, or select
an e-mail address in the Recently used e-mail addresses box.
4. In the subject box, type the subject of the e-mail message

Removing a Hyperlink
1. Highlight the hyperlink you want to remove.
2. Click the Insert Tab, go to the Links Group and click the Hyperlink
button
3. On the Edit Hyperlink dialog box, click Remove Link button

Understanding Building Blocks
Building Blocks
 Predefined pieces of document content saved for future use.
Building Blocks can contain single or multiple paragraphs of text,
tables, lists, or any other form of content.
 Word includes a number of predefined Building Blocks, including

headers, footers, cover pages, text boxes, equations, page numbers,
tables, and watermarks.

Adding a Cover Page
To add a professional touch to your cover page, you can add a cover page.
Word enables you to insert predefined cover pages from its Cover Page
gallery. Alternately, you can create your own cover page and save it to the
gallery for future use
1. Open an existing MS Word document.
2. To insert a cover page, select the Insert Tab and choose cover page
Cover Page

Adding a Cover Page
3. Click on the desired cover page. Word inserts the cover page at the
beginning of the document.
4. Select any placeholder text and type over it with text of your own.
Depending on the cover page that you selected, you may also insert a photo
Edited Cover
Page

Using Text Boxes for Document Design
1. Open a MS Word document.
2. To insert a text box, go to the Insert tab and choose Text box.
3. Select a text box from the built-in gallery. You may insert a text to be
placed in the text box.
Text Box
Text Box
Gallery

Creating and Saving Custom Headers &
Footers
Headers appear in the top page margin area, and footers appear at the
bottom. Word’s predefined headers and footers make it easy to insert the
information.
1. Click the Insert tab and select Header or Footer. Type in the text that you
want to place in your header or footer
Header &
Footer Tools
Header

Creating and Saving Custom Headers &
Footers
2. You can also save a header or footer if you want to re-use it in another
document. To do this, highlight the header or footer that you created. Then
select Save Selection to Header Gallery or Save Selection to Footer
Gallery
3. In the Create New Building Block dialog box, type the name of the header
or footer. Specify the gallery in which the header or footer should reside.
Click OK. The custom header / footer is added to the gallery.
Create New
Building Block
Dialog Box

Creating and Saving Quick Parts
2. Select the Insert tab and choose Quick Parts.
Quick Parts
Save
Selection to
Quick Part
Gallery
3. You can highlight a text to save as a quick part. Once a text is selected,
go to quick parts and choose Save Selection to Quick Part Gallery

Adding Captions to Tables, Figures &
Charts
2. To insert a caption, select the References tab and choose Insert
Caption. The caption dialog box appears. Fill in the caption details.
Insert Caption
3. Click OK button to insert the caption below the table

Insert Footnotes and Endnotes
You can use Word to insert footnotes and endnotes in your
document. A footnote is an explanatory note, usually in a smaller
font, inserted at the bottom of the page to cite the source or
further explain information that appear on that page. Endnotes
are like footnotes, but they appear at the end of a section of a
document rather than at the bottom of a page.
1. Click in your document where you want to add the numeral
or symbol indicating a footnote or endnote.
2. Click on the References tab and select Insert Footnote or
Insert Endnote.

A superscript numeral or symbol appears at the cursor location.
3. Type the information you want to include in the footnote or
endnote.
4. Click the dialog box launcher in the Footnotes group on the
References tab. The Footnote and Endnote dialog box appears
5. Select where on the page the footnote should appear and the
desired number format

6. Select the number, letter or symbol that should appear first
7. You can also specify whether the numbering would be
continuous, restart at the beginning of each section, or restart at
the beginning of each page.
8. Click Apply to apply your changes.

Generate a Table of Contents
If your document requires a table of contents, you can use Word
to generate one automatically. Word generates the table of
contents by searching for these styles, copying text that has been
formatted with them, and pasting it. The table of contents is
simply a preformatted table, listing the headings and page
numbers for each.
Style text as Headings

1. Select text in your document that you want to style as
heading
2. Click the Home tab and choose the styles group
The Quick style gallery appears
3. Click the style you want to select. Word applies the style you
chose to the selected text.
4. Repeat steps 2 and 3 to continue assigning styles throughout
the document as needed.

1. Click the location in your document where you want to insert
a Table of Contents
2. Once selected, go to the References tab and then to Table of
Contents
3. Choose the desired style. Word Generates the Table of
Contents

Long Document Tricks
Creating a Bookmark
Another useful tool to help you navigate documents that span
numerous pages is the ability to create bookmarks. A word bookmark
earmarks a specific location within a document. In essence, a
bookmark identifies a location or selection of text in a document for
future reference.
1. Navigate to the location where you want to add a bookmark and
select the text.
2. Click the Insert tab on the Ribbon
3. Click Bookmark. The bookmark dialog box opens.
4. Type the name for the new bookmark
5. Click Add to create the bookmark

Creating a Bookmark
Bookmark
Add
Bookmark

Navigating to a Bookmark
1. Click the Home tab and select the Find button’s drop down
arrow. Select Go to. The Find and Replace dialog box opens
to the Go To tab.
Find
Go To

3. Click the drop-down and select the bookmark you want to
navigate to.
Find and
Replace
Bookmark
4. Click the Go To button. Word displays the specified location in

the document.

1. Another way to navigate the bookmark is inserting a
hyperlink in the document. Highlight the text to insert a
hyperlink.
2. In the Insert hyperlink dialog box, select Place in this
Document and choose bookmarks. Click OK
Place in this
Document
Bookmark

3. When the text becomes a hyperlink, to view the document
press Ctrl + Click.
Document with
Hyperlink
4. Your mouse will be directed to the section of the document.

Cross references can refer readers to text styled as a heading, to footnotes,
to bookmarks, to captions and to numbered paragraphs.
1. Type any text you want to precede the cross reference.
2. Click the Insert tab and select Cross Reference. The Cross Reference
Dialog box appears
Cross Reference

Cross Reference
dialog box
2. Select the type of document element to which the cross reference will
refer
3. Select what type of information the cross reference will contain
4. Select the specific item to which the cross-reference should refer
5. Click Insert. Word inserts the Cross reference
6. Click Close
Creating a Citation
For Word to determine which entries should appear in the bibliography, you
must cite sources in your document as you work. Word then collects the
information from these citations to generate the bibliography.
1. Click at the end of the sentence or phrase that contains information you
want to cite.
2. Click the References tab and select Insert Citation. Click Add New
Source. The Create Source dialog box opens
Insert Citation
Add New Source

Creating a Citation
3. Type the details of your resource material in the Create Source dialog box.
Create Source
dialog box
4. Click OK. Word adds a citation to your document

Creating a Bibliography
1. To create a bibliography, click on the spot in the document where you want
the bibliography to appear.
2. Select the References tab and choose Bibliography.
3. Click one of the options to insert a predesigned bibliography into your
document.
4. Word inserts the bibliography.
Bibliography
Bibliography
Options

Working with Forms
Creating & Editing a Form
A fill in form looks just like a printed form to use and data can be typed directly
into the document.
1. Open a blank MS Word document
2. You need to display the Developer Tab. To show the Developer Tab, go to
the File tab and select Word Options. Select Customize Ribbon and locate
the Developer tab to be added to the Ribbon
Customize
Ribbon
Developer

Creating & Editing a Form
3. Form controls are located on the Developer ribbon. Controls allow users to
enter information into the form. Place the cursor where the control is to be
inserted.
4. Select the icon for the desired control from the Developer ribbon/Controls
group. The control appears at the position of the cursor. Select Control properties
to edit the form.
Controls

Macro & Mail Merge
Macro
What is a Macro?
Macro allows you to record a sequence of actions so that you will be able to use
your recorded macro on other documents. Using macro will help you save time
and effort. You do not have to repeat the same process over and over.
Recording a Macro
1. On the View Tab, click the drop-down arrow of Macros button.

2. Select the Record Macro on the drop down list
3. On the Macro name box, type the name of the macro
4. On the Store Macro in box, click the template or document in which you want
to store the macro.

Macro
What is a Macro?
Macro allows you to record a sequence of actions so that you will be able to use
your recorded macro on other documents. Using macro will help you save time
and effort. You do not have to repeat the same process over and over.
Recording a Macro
1. On the View Tab, click the drop-down arrow of Macros button.

2. Select the Record Macro on the drop down list
3. On the Macro name box, type the name of the macro
4. On the Store Macro in box, click the template or document in which you want
to store the macro.

5. If you do not want to assign macro to a toolbar, click OK to begin the recording of
the macro.
6. Your mouse pointer will show a recorder image to indicate that recording has
started and everything that you will be doing will be recorded.
7. Perform the actions that you want to record in macro.
8. To stop recording your macro, click the drop down arrow on the Macros button
and select Stop Recording.

Running a Macro
1. On the View tab, click drop-down arrow of Macros button.
2. Select the View Macros to run the macro.
3. On the Macros dialog box, click Run
4. On the Macros dialog box, you can also Edit or Delete macros.
Run Macro
Edit Macro
Delete Macro

Mail Merge
What is a Mail Merge?
Mail Merge allows you to quickly send information, newsletter, resumes or
brochures to many people.
Creating a Mail Merge

A data source is a file that contains the information to be merged to your Word
document. A data source may contain name, address, telephone and other
information you want to include. You must create a data source first and be able to
use mail merge for mass mailing.
1. Open the Word document that you want to mail merge.
2. On the Ribbon, click the Mailings tab, go to the Start Mail Merge group and
click Start Mail Merge and select Step by Step Mail Merge Wizard.
3. The Task pane will show the Mail Merge steps 1 to 6.

Mail Merge
Step 1: Select Document Type
1. Choose from the options such as Letters, E-mail Messages, Envelopes,
Labels or Directory
2. Click Next
Step 2: Select Starting Document

3. Choose from the options such as Use the current document, Start from a
Template or Start from existing document.
4. Click Next
Step 3: Select Recipients

5. If you have not created yet a recipient list, choose the Type a New List and
click Create and the New Address List dialog box will appear where you can
type in the names and data of your recipients
6. Click New Entry to add additional names and after typing click Cancel to close
the dialog box.

Mail Merge
3. After you have entered your list, the Save Address List dialog box will open.
4. Type your file name and click Save.
5. If you have previously created the recipient list select Use an Existing List and
click Browse or Edit Recipient List
6. The Mail Merge Recipients dialog box will appear.
7. You can still add or remove names on the dialog box and click OK.
Step 4: Write Your Letter

1. Click the Address Block to specify the Address elements
2. Click the Greeting Line to set the greeting line format
3. Click Next
Step 5: Preview Your Letter

4. The name, address and greeting line will show in the document
5. You can click the Forward and Back arrows to view other recipients in the list.
6. You can also Edit Recipient List.

Mail Merge
Step 6: Complete the Merge
1. To print directly, select Print
2. If you want to make adjustments on individuals recipients, select Edit
Individual Letters.

Reviewing a Document with
Others
Tracking Changes in a Document
1. Open a document and select the Review tab
2. You can select the tracking options
Track Changes
Tracking Options

1. Open a document and select the Review tab
2. You can select the tracking options to see how tracking changes are displayed.
Track Changes
Tracking Options

3. You can also opt to have changes displayed in balloons which appear outside of
the document text. Options for display of balloons can be changed using the
dropdown arrow on the Balloons button.
Show Mark Up
Balloons

1. Open an MS Word document that has been reviewed
2. Select the Review tab and go to the Changes group. The Changes group in the
Review tab allows the user to review, accept or reject tracked changes
The Next and Previous buttons selects the next or previous change in the
document.
Use Accept button to accept the change that has been made.
Use Reject to reject the proposed change, and change the wording or formatting
back to how it was originally

Changes
Group
When all changes have been reviewed, the dialog box appears to indicate that there
are no more tracked changes in the document

Changes
Group
When all changes have been reviewed, the dialog box appears to indicate that there
are no more tracked changes in the document

Comparing Documents
You can compare documents with one another using the Compare tool in MS Word.
1. Open a blank MS Word document. Select the Review tab and choose the
Compare Tool
Compare

Comparing Documents
2. The Compare dialog box appears. Select the Original document and the Revised document
at the top of the Compare Documents dialogue box. Select the Comparison Settings and Show
Changes options you wish to use, and click OK.
Compare
Documents
Dialog box
3. The original, revised or new document shows, with changes to or from the original marked
as tracked changes.
4. If desired, use the Show Source Documents button in the Compare group to change the
display of documents on screen.

Combining Documents
To combine two documents together:
1. Go to Review/Compare group, click the Compare button and select Combine.
Combine

Combining Documents
To combine two documents together:
2. Select the Original document and the Revised document at the top of the Compare
Documents dialogue box. Select the Comparison Settings and Show Changes
options you wish to use, and click OK.
Combine
Documents
3. The original, revised or new document shows, with changes to or from the
original marked as tracked changes.
4. Review the changes using buttons from Review/Changes group

Sharing Documents
Emailing a Document
1. Open an MS Word document
2. To send your document using email, select File and choose Save
& Send
3. Under Save & Send, select Send using Email and choose Send as
attachment
Send Using
Email

Emailing a Document
You can also send a document in other ways:
Send as PDF – the document has been converted to PDF and is an e-mail attachment
Send as XPS – the document has been converted as XPS format and it is opened using a web
browser or XPS viewer
Send as Internet Fax – the document will be sent as fax without the use of a fax machine.
This requires a fax service provider
Save & Send

2. To save your document in a Windows live account, select File tab
and choose Save & Send
3. Under Save & Send, select Save to Web
4. In Save to web, select, Save to Windows Live. Sign in using your
Windows Live username and password
Send to Web
Save to
Windows Live

Enter your
Windows Live
ID Credentials
5. Once you are signed in, the document that you created will be saved to
Windows One Drive.
Saved
document in
Windows One
Drive

Using Word on the Web
You can also create, edit and upload existing MS Office documents
(MS Word, Excel & PowerPoint) by going to the website Docs.com
(http://www.docs.com/). Docs.com has the same functionalities as the
regular MS Office but it is limited, lacking some tools and tabs.

Finalizing a Document
2. To finalize the document, select the File tab and choose Info
3. Select Protect Document then choose Mark as Final.
Protect Document
Mark as Final

Password Protecting a Document
2. To password protect the document, select the File tab and
choose Info
3. Select Protect Document then choose Encrypt with
Password.
Protect Document
Encrypt with
Password

Password Protecting a Document
4. Enter your desired password to protect the document.
Encrypt
Document
5. Your document will be password protected. The document will require a

password for it to open
Password
Protected
document

Restricting Editing for all or Part of a Document
Restricting Editing for the Entire Document
2. To restrict editing, select the File Tab and choose Protect Document.
Select Restrict Editing
Protect Document
Restrict Editing
The Restrict Formatting and Editing dialog box will appear at the right side of
the
word document.
3. In the Restrict Formatting and Editing dialog box, select allow editing
restrictions. Then select Yes, start enforcing protection button
Allow Editing
Yes, start
Enforcing
Protection
button

4. In the Start Enforcing Protection dialog box, type the password to
protect the document and click OK to save the password.
Start Enforcing
Protection
5. Once the document has been password protected, you can open the
document but you cannot edit the file. To stop protection and edit, click the
Stop protection button and re-type the password of the document.

Restricting Editing Part of a Document
2. To restrict editing, select the File Tab and choose Protect Document.
Select Restrict Editing
Protect Document
Restrict Editing
The Restrict Formatting and Editing dialog box will appear at the right side of
the
word document.
3. In the Restrict Formatting and Editing dialog box, select allow editing
restrictions and allow exceptions to allow certain part of the document to be edited.
Then select Yes, start enforcing protection button
Editing
Restrictions
Allow
Exceptions
Yes, start
Enforcing
Protection
button

4. In the Start Enforcing Protection dialog box, type the password to
protect the document and click OK to save the password.
Start Enforcing
Protection
5. Once the document has been password protected, you can open the
document but some portions can be edited. To stop protection, click the Stop
protection button and re-type the password of the document.

1. Open an existing word document
2. On the Insert tab, select Signature Line
3. A dialog box will appear, giving you the option to create a third party signature
service or create your own digital signature
If you select a third party signature service, you will be directed to the Microsoft
Office website.

4. If you decide to create your own digital signature, click OK. A signature set-up
dialog box appears that requires the user to fill up the required fields
Signature
Set-up
5. The signature line will be inserted in the document. You can double click the
signature line to edit and insert your digital signature

Sign dialog
box
6. The digital signature will be inserted in the document.
Digital
Signature

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Advanced Microsoft Word 2010

October 23, 2015

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II. MS Word Shortcuts

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You can also edit pictures within MS Word 2010 such as

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Cut Cuts the selection from the document and

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Font size Places underline on text

Strike Draws a line through the middle of the selected

Grow Font Increases the font size

Shrink Font Decreases the font size

Clear Clears all the formatting from the selection,

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Align Text Left Aligns text to the left

Styles Shows various styles

Editing Replace Replaces text in the document

Select Selects text or objects in the document

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Page break Starts the next page at the current position

Tables Table Inserts or draws a table into the document

Picture Inserts a picture from a file

Clip Art Inserts clipart to the document, including

Shapes Insert ready made shapes, such as square,

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Header and Footer Edits the footer of the document

Page Number Inserts page numbers in the document

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Theme Effects Changes the effects for the current theme

Page Margins Selects the margin sizes for the entire

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Align Aligns the edges of multiple selected

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