Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Exploring Microsoft Office Word 2010 by Robert Grauer, Michelle Hulett, and Mary Anne Poatsy Chapter 1 Introduction to Word This chapter introduces you to Microsoft Office Word 2010. The chapter focuses on basic word processing features used by people around the world to create documents such as letters, reports, research papers, newsletters, brochures, and more. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Objectives Understand how word processors work Customize Microsoft Word Use features that improve readability Check spelling and grammar The objectives of this chapter are: Understand how word processors work Customize Microsoft Word Use features that improve readability Check spelling and grammar The objectives continue on the next slide. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Objectives (continued) Display a document in different views Prepare a document for distribution Modify document properties Additional objectives include to: Display a document in different views Prepare a document for distribution Modify document properties Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Word Processing Word processing software, such as Microsoft Word 2010, is the most commonly used type of software. Students, office assistants, managers, and professionals in all areas use word processing software to produce a variety of documents. Shown here are four common examples: An annual report, a supply list, a newsletter, and an agenda. Word processing software enables you to enhance documents in a wide variety of ways that you will explore as you complete this chapter. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. The Word Window Quick Access Toolbar Title bar Rulers Scroll bar As shown here, a document opens in a window. Tools are placed conveniently around the document. The status bar contains information that is useful. If you have used other Office software applications, then some of the tools will be familiar to you. At this point, just get a feel for how the screen looks and where things are located. The details for using the parts will be learned as you continue your study of Word. The basic features of Word are the Ribbon, the Quick Access Toolbar, the scroll bars, and the status bar. In Word, the status bar displays the page number where the insertion point is located, the total number of pages, and the total number of words. The view buttons display the document in various layouts, such as Print Layout, Full Screen Reading, Web Layout, Outline, and Draft. Status bar View buttons Zoom slider Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Word Wrap Soft returns Hard returns Soft returns Word wrap is an automatic function in word processing software. It enables you to type continuously without pressing Enter at the end of every line. The only time you press Enter is at the end of a paragraph. This saves you from having to worry about how much text will fit on a line. A hard return is created when you press Enter to move the insertion point to the next line. A soft return is created by the software as it wraps the text to a new line. As you insert or delete text, the soft returns adjust automatically. The paragraphs at the top of the figure here show two hard returns. The first paragraph has four soft returns and the second has three. When the margins were moved for the third and fourth paragraphs, the hard returns remained but the number of soft returns decreased because more text fits on the lines. Hard returns Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Keyboard Shortcuts Keys Moves Insertion Point Left arrow One character left Right arrow One character right Up arrow Up one line Down arrow Down one line Home Beginning of the line End End of line PgUp Up to the previous page PgDn Down to the next page Keyboard shortcuts enable you to move the insertion point around the document using the keyboard rather than the mouse. This can save you time as a typist. These are some of the basic keyboard shortcuts. Additional shortcuts occur when you press Ctrl while pressing these keys. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Toggle Switches Show/Hide Tab Hard return A toggle, when pressed or clicked, causes the computer to switch from one setting to another. You are probably familiar with the Caps Lock action on the keyboard. Each time you press it, the next thing you type will change from uppercase to lowercase, or vice versa. A number of features in Word work in a similar way. Bold, Italic, and Underline commands are toggles. Another toggle command is the Show/Hide feature. When active, the formatting applied to a document is revealed. Located in the Paragraph group on the Home tab, non-printing format marks appear when it is active. This slide shows the formatting marks for this document when the Show/Hide feature is on. Space between words Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Page Breaks Show/Hide on Just as soft returns happen automatically, soft page breaks also occur as you type more text than fits a page. This type of page break will readjust if you insert or delete text. In some situations you will want to make a page break occur. A hard page break forces the text to begin on a new page. There are several methods for inserting hard page breaks. Click Breaks in the Page Setup group on the Page Layout tab or click Page Break in the Pages group on the Insert tab. You can also press and hold CRTL, and then press Enter. Shown here is a hard page break. You can only view the marker if you toggle the Show/Hide formatting marks or view the document in Draft view. Hard page break marker Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Page Numbers Placement options Format Page Numbers Gallery Lengthy documents benefit from the addition of page numbers. They serve as a reference point for the writer and the reader. The Page Number command in the Header & Footer group on the Insert tab is used to place page numbers into a document. If you add or delete pages, Word will automatically adjust the page numbers. You can select to display the numbers at the top or bottom of the page in the header or footer areas, and they can be left, center, or right aligned. The gallery shown here displays a few of the options for the placement of the page number in the footer. The discussion of page numbers continues on the next slide. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Page Numbers (continued) Click to display formats Page Number Using Word you can customize the format of the page numbers. For instance, you may wish to use Roman numerals on the preface pages and Arabic numbers on later pages. You may also start the page numbering on a page other than the first page, as commonly done when creating the title page. Click Page Number on the Insert tab and then Format Page Number. The feature displays the Page Number Format dialog box. Start numbering on page Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Cover Page Cover Page Gallery Word 2010 offers a feature that enables you to quickly create a preformatted cover page for your document. Click Cover Page in the Pages group on the Insert tab to view the gallery of designs. For each design, fields such as Document title, Company Name, Date, and Author enable you to personalize the cover page. If you do not need a field, you can remove it. Additional cover pages can be downloaded from Office.com More cover pages Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Customize Word Categories Descriptions Word is a full-featured word processing application and it can be customized to meet the needs of the user. You can add or remove features from the document window. You can add commands to the Quick Access Toolbar, and you can customize how documents are saved. There are ten categories of customization choices you can make. To modify the Word options, click the File tab and then click Options. The Word Options dialog box displays the categories. Click on each to see the description and review the settings. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Headers and Footers Formatting options Fields to insert Display options Position options Header area Headers and footers give your documents a professional appearance. The header consists of one or more lines of text at the top of each page. The header might include the name of the organization, author, or title. The footer displays at the bottom of the page. It might contain a page number or the date the document was created. If you use the Header and Footer features to set up these areas, they appear automatically on every page of the document. You also have the option to use only a header or a footer, or to use both. The Header and Footer commands are on the Insert tab. You can format the text just as you would any other paragraph by setting typefaces, sizes, and alignments. Word 2010 offers built-in formatting options that control how the headers and footers display throughout a document. The options are available on the Header & Footer Tools Design tab shown here. Special fields such as author, date and time automatically insert the information when the document is saved. You can select the options for whether the first page will have a different header or footer, whether odd and even number pages have different content, and whether to display the text of the document while designing the headers and footers. You can also set the position of the header and footer by specifying the distance from the top or bottom. Footer area Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Sections Page Layout tab Breaks Section Breaks Sections enable you to use different formatting in different parts of your document. For instance, on one page, you may want to show a chart using landscape orientation, while the rest of the document is in portrait orientation. By using sections, you can divide the document and format each section independently. You can change the margins, page orientation, page numbering, and number of columns in each section. A section break divides a document into sections. Click Breaks in the Page Setup group on the Page Layout tab and click the type of break you wish to use. Four section breaks are available. The New Page option inserts the break and starts the new section on the next page. The Continuous option inserts the break and the section will start on the current page. When you use Even Page or Odd Page, they behave similarly, inserting the section break and then starting on the next even-numbered or odd-numbered page. The discussion of sections continues on the next slide. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Sections (continued) Previous Next Link to Previous active If your document has multiple sections, the Link to Previous feature in the Header & Footer Tools tab enables you to set the page numbering to continue sequentially from section to section. If you want to restart page numbering when a section changes, turn off the Link to Previous toggle. The toggle displays an orange color when active. Click Next or Previous on the Navigation group of the Header & Footer Tools Design tab to move between the headers and footers of the sections. Section break locations are viewed using the Draft view or double-click on the header or footer of a page to see the section number. If you delete a section break, the formatting will change to the characteristics of the next section. Section number Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Watermarks Watermark Watermark options Watermark Watermarks refer to very light text or graphics behind the text of a document. It is often used by companies to add the logo to documents. Sometimes the status of a document, such as for review only, confidential, or draft is used as watermark text. Shown here are the words For Review Only as a watermark. Click Watermark on the Page Background group on the Page Layout tab to select a watermark from the gallery, or click Custom Watermark at the bottom of the gallery to set a picture or other text as the watermark. Watermarks do not appear on documents saved as Web pages, so you will not see them if you are in Web Layout view. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Spelling and Grammar Contextual spelling error Producing documents without misspelled words and grammar errors is important. Microsoft Word has automated spelling and grammar checker tools which assist you in accomplishing this goal. Regardless, you should carefully proofread all documents because the spelling and grammar checkers may not find every error. Using test, when you actually mean text, is an example of an error that will not be flagged by either of the tools. Word uses contextual spelling checks which attempt to locate a word that is spelled correctly, but used incorrectly. This catches errors such as the use of there for their, or two for too. A blue wavy line under a word indicates a contextual spelling error as shown here. Words that are not found in the Microsoft Office dictionary are shown with a red wavy line to indicate a misspelled word. In some cases, the word is a proper noun and not misspelled, or the word is not in the dictionary of words used to check the spelling. In this figure, the word Woolum is actually the name of a place, and spelled correctly. Normally you would fix errors as they are flagged on the page. Right-click on words that have an indicated error, click the appropriate correction, or click Ignore or Ignore All to ignore all occurrences of the word in the document. Words that you use that are not in the Microsoft Office dictionary are added by clicking Add to Dictionary. You can also check the spelling and grammar of the whole document using the Spelling & Grammar feature on the Review tab. Possible spelling error Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Document Views Web Layout Word displays your documents in a variety of different views. The view can be changed using the View tab and clicking the desired view from the Document Views group. Buttons on the status bar also enable you to quickly change the view. The Print Layout view is the default view of the documents and looks very much like the printed document. The Full Screen Reading view hides the Ribbon and make it easier to read the document. The Web Layout view shows the document as it would appear if saved as a Web page. The Outline view converts the text into a structural view that can be collapsed or expanded, and opens the Outlining tool tab. The Draft view, shown here, is a simplified work area, removing white space and other elements from view. Draft Print Layout Full Screen Reading Outline Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Zoom Magnification Page view layout The Zoom feature in the Zoom group on the View tab displays several options as shown here. Magnifications range from 75% to 200%, or you can use the Percent box to type a number. If you select Page width, Text width, or Whole page, Word automatically determines the magnification. Use the Many pages option to view more than one page at a time and select the pages by dragging over the pages you wish to see, as shown here. The document on the right is displaying pages shown in 2 X 2 format. You can also use the Zoom slider on the status bar to change the magnification. Zoom slider Percent Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Save a Document Save as type arrow It is important to remember to save your document regularly as you are working on it. By default, documents save as Word 2010 files. When you complete your work on a document and are ready to share the document, you should consider compatibility issues that might arise. Because some people may have a different version of Microsoft Word, you may want to save the document in Word 97 – 2003 format. Click the File tab, and then click Save As. Select the Save as type arrow and select Word 97 – 2003. Type a name for the file in the Save As box. The document will be saved with a .doc extension rather than the .docx extension of a Word 2010 file. Word 97 – 2003 Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Compatibility Mode Compatibility Mode If you open a Word document created in a previous version of Word, the title bar indicates Compatibility Mode, as shown in this figure. You will still be able to work with the document and save it, but some features introduced in later versions of Word are not available for use. For instance, SmartArt and graphic enhancement options found in Word 2010 are not going to work in a Word 2003 document. You can remove a document from compatibility mode by converting it to Word 2010. Click the File tab, and then click Convert. The file will be converted, but it will still display the .doc extension until you save the file. After making it compatible, you can use all of the features of Word 2010. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Compatibility Checker List of incompatible items If you will be sending a document to someone who does not have Word 2010, it is a good idea to check for the use of features not supported by previous Word versions. Click the File tab, click Check for Issues, and then click Check Compatibility. If the document contains anything that cannot be opened in a different version of Word, it will be listed in the dialog box. Make corrections to the items listed in the dialog box before saving again and sending the file. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Backup Options Check to enable AutoRecover Time between AutoRecover saves Location of the AutoRecover file Word enables you to backup your files in different ways. If AutoRecover is enabled, it helps you to recover the previous version of a file if Word crashes. The only work you would lose is that which took place between the last AutoRecover save and the time of the crash. The AutoRecover actions are set on the File tab. Click Options, and then Save, as shown here, to change the length of time between AutoRecover saves and the location of the saved files. An additional backup option is shown on the next slide. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Backup Options (continued) Advanced Backup option Another backup option you may want automatically creates a backup copy every time you save. The second time you save a document, when this option is enabled, the first file becomes the backup copy and the new copy is saved under the name you specified. You now have two versions of the file on the computer, one designated as the backup file and the other as the new version of the file. When you save the next time, the previous version becomes the backup file and the current version is saved as the “new” file. Regardless of the number of times you save the document, only one backup file will be available. Using this backup option enables you to use the backup file if the original file is accidently erased or edited incorrectly. One disadvantage is that this puts two copies of every file onto your computer, possibly using valuable storage space. The option to backup files is not set by default. Click the File tab, and then click Options. Click the Advanced tab and scroll down to the Save options. Select Always create backup copy, and then click OK. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Document Inspector Inspectors The Document Inspector checks for and removes different kinds of hidden and personal information from a document, for privacy or security reasons. Shown in the dialog box are the types of content that are affected by the Document Inspector. Because some information that the Document Inspector might remove cannot be recovered with the Undo command, you should always save a copy of the original document, using a different file name, before running any Inspector. Click the File tab, and then click Check for Issues. Click Inspect Document to open the Document Inspector dialog box, shown here. Select the types of content you want to check and click Inspect. Word lists the results and enables you to choose whether to remove the content from the document. Check for Issues Inspect Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Printing Options Number of copies Preview Select printer Settings As you finalize your document and prepare to print it, you should review the print preview carefully. This keeps you from printing pages that you will not be able to use. The print preview appears automatically on the Backstage view when you click the File tab and Print. Use the Previous Page and Next Page arrows to move between the pages. You can zoom to magnify the page or view several pages at once on the Backstage view. There are many options available when you are ready to print the document, as shown here. You can select the number of copies to print, select a different printer, and specify settings that include printing all of the pages, printing one-sided copies, and collating the copies. Additional specifications are orientation of the printouts, the paper size, margins, and number of pages per sheet. Previous Next Zoom Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Document Properties Document Properties panel Properties arrow Close The properties for a document are shown on the Backstage and include statistics such as the size of the file, pages in the documents, the number of words, the editing time, and dates created and modified. You can add additional detailed information to the Document Panel such as notes to yourself about the document, the document’s author, purpose or intended audience. To display the full Document Panel, click the File tab, and then the Properties arrow. Click Show Document Panel to display the panel as shown here. After placing the information into the boxes on the panel, click the close button on the panel. The information will be saved with the file as you save the document, but it will not appear in the document. If you wish to print the Document Properties, click the File tab, and then click Print. Click Print All Pages, click Document Properties, and then click Print. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Summary Word processors have features that make it easy to create documents. Consider both the content and look of the document. Create copies of documents and back up changes at every opportunity. Word processors are the most commonly used type of software and enable you to create a wide variety of documents. As you create documents, consider not only the content of documents, but how they will look when printed. Protect the work you put into documents by saving often, creating copies, and backing up changes. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. Questions As you complete this introduction to Word, be sure you ask questions. You want to understand the concepts so that you can continue to build on them in future chapters. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall. All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2013 Pearson Education, Inc. Publishing as Prentice Hall.