Additional Features in Microsoft Word Session Version 1.0 © 2011 Aptech Limited.

2 Objectives At the end of this session, students will be able to:  Describe editing and proofreading features  Explain the procedure to apply and customize built-in themes  Describe the procedure of creating and applying styles  Describe the procedure of reviewing a document using Track Changes Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 3 Introduction  Microsoft Word 2010 provides features for collaborative editing and reviewing  Reviewers can add comments and view changes made by other reviewers  Spell Check and AutoCorrect feature eliminate grammatical or spelling errors  Themes include combinations of colors, fonts, and shape effects  Word provides users with several built-in themes  Quick Styles in Word provide users with predefined formatting styles Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 4 Using Spelling and Grammar Check Feature [1-3]  The Spelling and Grammar check feature is used to correct the grammar and spelling mistakes  An internal dictionary contains millions of words with correct spelling and grammar rules  Spelling errors are underlined with a red zigzag line  Grammatical errors are underlined with a green zigzag line Additional Features in Microsoft Word 2010 / Session 8  To use the Spelling and Grammar checker on the entire document, perform the following steps:  Open an existing document in Word  Click Spelling and Grammar Editing and Proofreading Features

Version 1.0 © 2011 Aptech Limited. 5  Errors are searched from the current cursor position to the end of the document  If users check the document from the middle, Word prompts to search the remaining document Additional Features in Microsoft Word 2010 / Session 8 Spelling and Grammar Dialog Box Using Spelling and Grammar Check Feature [2-3]

Version 1.0 © 2011 Aptech Limited. 6  Select the required suggestion  To check for only spelling errors and not grammatical errors, clear the Check Grammar check box  To replace the current occurrence of erroneous word with the word selected from the Suggestions list, click Change  To correct all occurrences of the error in the entire document, click Change All  To add the word to the dictionary so that it is recognized as a valid word, click Add to Dictionary  To ignore the current occurrence of error, click Ignore Once  To ignore all the occurrences of the error in the entire document, click Ignore All Additional Features in Microsoft Word 2010 / Session 8 Spelling and Grammar Dialog Box Using Spelling and Grammar Check Feature [3-3]

Version 1.0 © 2011 Aptech Limited. 7 Using Thesaurus [1-2]  Thesaurus is useful for finding synonyms (similar meaning words) of a word. Additional Features in Microsoft Word 2010 / Session 8  To find synonyms of a word using the Thesaurus, perform the following steps:  Select the required word  Click Thesaurus  Point to the required synonym  Click the drop-down arrow on the right side of the synonym  Click Insert Thesaurus on Research Task Pane

Version 1.0 © 2011 Aptech Limited. 8  To replace a word with its synonym without using the Research task pane, perform the following steps:  Right-click the required word  Select Synonyms  Select the required synonym Using Thesaurus [2-2] Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 9 Using Research Task Pane [1-3]  Enables users to research on a particular topic  Is used by editors to verify facts about a specific topic  Users can research about a topic on different research sites, Web-based reference books and business and financial sites Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 10  To add additional services or reference, perform the following steps:  Click Research  Click Research options  Click Add Services Research Options Dialog Box Using Research Task Pane [2-3] Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 11  Type the full address of the website service provider  Click Add  Click Close  Click OK Using Research Task Pane [3-3] Additional Features in Microsoft Word 2010 / Session 8 Add Services Dialog Box

Version 1.0 © 2011 Aptech Limited. 12 Using AutoCorrect [1-4]  The AutoCorrect feature corrects frequently occurring typing errors instantly as they occur  A list is populated with entries to replace incorrectly spelt words with their correct spelling  Users can add more entries to the AutoCorrect list Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 13  To add entries to the AutoCorrect list, perform the following steps:  Click the File tab  Click Options  Click Proofing  Click AutoCorrect Options Using AutoCorrect [2-4] Additional Features in Microsoft Word 2010 / Session 8 Proofing Options in Microsoft Word

Version 1.0 © 2011 Aptech Limited. 14  Type the frequently occurring erroneous word in the Replace box  Type the correct usage of the word in the With box  To stop automatically correcting the words with first two letters capital, clear the Correct TWo INitial CApitals check box  To stop automatic capitalization of the first letters of sentences, clear the Capitalize first letter of sentences check box  To stop automatic capitalization of the first letters of table cells, clear the Capitalize first letter of table cells check box Research Options Dialog Box Using AutoCorrect [3-4] Additional Features in Microsoft Word 2010 / Session 8 AutoCorrect Dialog Box

Version 1.0 © 2011 Aptech Limited. 15  To stop automatic capitalization of the first letter of the names of days, clear the Capitalize names of days check box  To stop automatic correction of the accidental usage of caps lock key, clear the Correct accidental usage of cAPS LOCK key check box  To add the entry to the AutoCorrect list, click Add  To save changes and close the AutoCorrect dialog box, click OK Research Options Dialog Box Using AutoCorrect [4-4] Additional Features in Microsoft Word 2010 / Session 8 AutoCorrect Dialog Box

Version 1.0 © 2011 Aptech Limited. 16 Using Themes  Themes  Determine the overall look and feel of the document  Useful in effective presentation of the content  Is applied to the entire document  A theme encompasses settings for following three elements:  Theme Colors – Controls the colors used in headers, footers, and graphic elements  Theme Fonts – Controls the fonts used in the headings and body of the document  Theme Effects – Controls the effects used by shapes in the document Additional Features in Microsoft Word 2010 / Session 8 Options for Using Themes

Version 1.0 © 2011 Aptech Limited. 17 Applying a Theme  To apply a theme, perform the following steps:  Click Themes  Move the mouse pointer over the required theme  Select the required theme Themes Gallery Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 18 Modifying a Theme [1-2]  To Modify a theme, perform the following steps:  Click Colors  Select the required color scheme  Click Fonts  Select the required font Colors from Different Themes Additional Features in Microsoft Word 2010 / Session 8 Fonts from Different Themes

Version 1.0 © 2011 Aptech Limited. 19 Modifying a Theme [2-2]  Click Effects  Select the required effect Built-in Effects Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 20 Saving a Customized Theme  To save a customized a theme, perform the following steps:  Click Themes  Click Save Current Theme  Type the name of theme  Click Save Save Current Theme Dialog Box Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 21 Applying a Customized Theme  To apply a customized a theme, perform the following steps:  Click Themes  Select the customized theme Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 22 Using Quick Styles  Quick Styles are combination of formatting options applied to characters and paragraphs  The formatting options combined into a quick style are colors, fonts, paragraph spacing, indentation, alignment, bullets/numbering, and so forth  The main differences between quick styles and document themes are:  Quick Styles are applied to a paragraph  Themes can be customized and shared across multiple documents  The options to apply Quick Style to a paragraph are located in the Styles group of the Home tab Options for Quick Styles Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 23 Applying a Quick Style  To apply a Quick Style, perform the following steps:  Select the required paragraph  Click the drop-down arrow on the list of styles from the Styles group in Home tab  Select the required style Quick Styles Gallery and Menu Options Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 24 Modifying a Quick Style [1-2]  Click the Home tab  Right-click the style to modify  Select Modify Modify Style Dialog Box  To modify a Quick Style, perform the following steps: Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 25 Modifying a Quick Style [2-2]  Click Format  The table describes the options in the Format pull-up menu  Select the required option to display its appropriate dialog box  Select the required settings from the dialog box  Click OK Pull-up Menu OptionDescription FontAllows users to change font options ParagraphAllows users to modify settings associated with the paragraph TabsAllows users to set tab stops BorderAllows users to modify borders and shading options LanguageAllows users to change the language associated with the style FrameHelps users to group and move the associated content together in the document NumberingAllows users to change the bullets/numbering style Shortcut KeyAllows users to assign shortcut keys to apply the style Text EffectsProvides options to add various types of text effects to the style Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 26 Creating Custom Quick Styles [1-3]  To create a custom Quick Style, perform the following steps:  Click the dialog-box launcher icon  Click the New Style button from the bottom- left corner of Styles pane Styles Pane Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 27 Creating Custom Quick Styles [2-3]  Type the name for the style Create New Style from Formatting Dialog Box Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 28 Creating Custom Quick Styles [3-3]  Select the required type  The table lists the types of styles  Select the required formatting options  Click Format  Select the required formatting options  Modify the required settings  Click OK Style TypeDescription ParagraphApplies formatting to the entire paragraph CharacterApplies formatting to only the selected text LinkedA linked style behaves as a paragraph as well as a character style TableProvides options to create a Quick Style for a table ListProvides options to create a Quick Style for a list Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 29  The Track Changes feature help two or more users to edit or review a document  Multiple users can view and accept/reject changes  Users can also add comments in the document  To enable track changes in the document, click Track Changes Reviewing a Document Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 30  Word automatically assigns a new color to a reviewer  Insertion or deletion of text is displayed inline in the color assigned to user  Formatting changes and comments by users are displayed in balloons Tracking Changes [1-2] Comment Balloon Formatting Balloon Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 31 Tracking Changes [2-2]  Users can view all the changes at once in the Reviewing Pane  To display the reviewing pane, click Reviewing Pane Reviewing Pane Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 32  To change the tracking options, perform the following steps:  Click the down arrow on Track Changes  Select Change Tracking Options Changing Tracking Options [1-2] Track Changes Drop-down Menu Track Changes Options Dialog Box Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 33  The table describes the different sections of the Change Tracking Options dialog box Style TypeDescription MarkupSettings associated with insertions, deletions, changed lines, and comments MovesConfigure the method in which the content is displayed when it is moved from one part of the document to another Table cell highlighting Users can change the color when any changes have been made to table cells FormattingUsers can change the color when any formatting changes have been made to the content. BalloonsUsers can change the display size of the balloons and the lines connecting the balloon. Changing Tracking Options [2-2] Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 34  To accept or reject changes, perform the following steps:  Select the edited text  Right-click the edited text  Click Accept Change to accept the change OR Click Reject Change to reject the change Accepting and Rejecting Changes Accepting or Rejecting Changes Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 35  Convey the information to other users through comments  Users can navigate directly from one comment to another  The options for working with comments are located on the Comments group of the Review tab Inserting and Deleting Comments [1-2] Options for Comments Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 36  To insert a comment, perform the following steps:  Select the required text  Click the Review tab  Click New Comment  Type the comment in the balloon  To delete a comment, perform the following steps:  Click the required comment  Click Delete Inserting and Deleting Comments [2-2] Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited.  Clip Art refers to all types of images and graphics that can be freely included in a Word document  To insert a Clip Art image, perform the following steps:  Click Clip Art  Enter the type of image to search in the Search for box  Click Go  Click the required image 37 Inserting Clip Art Clip Art Pane Additional Features in Microsoft Word 2010 / Session 8

Version 1.0 © 2011 Aptech Limited. 38  Users can view and accept/reject the changes made by other users in the Track Changes mode.  Spell Check and AutoCorrect feature enables users to correct spelling and grammatical errors in the document.  Themes are a collection of fonts, colors, and shape effects.  Quick Styles are combination of different formatting settings applicable to paragraphs, characters, tables, and lists.  Themes can be shared across documents but Quick Styles can be shared only within the documents that are created using the same template.  In Track Changes mode, every user is assigned a different color by Word. All the changes made by users are displayed in the color assigned to that user.  Comments and formatting changes are displayed as balloons. Summary Additional Features in Microsoft Word 2010 / Session 8