Download Teach Yourself VISUALLY Word 2010 by Elaine Marmel

Microsoft
®
Word 2010
Elaine Marmel
Word 2010
by Elaine Marmel
Teach Yourself VISUALLY™
Word 2010
Published by
Wiley Publishing, Inc.
10475 Crosspoint Boulevard
Indianapolis, IN 46256
www.wiley.com
Published simultaneously in Canada
Copyright © 2010 by Wiley Publishing, Inc., Indianapolis,
Indiana
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ISBN: 978-0-470-56680-0
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10 9 8 7 6 5 4 3 2 1
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In order to get this information to you in a timely manner,
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Credits
Executive Editor
Jody Lefevere
Project Coordinator
Sheree Montgomery
Project Editor
Jade L. Williams
Technical Editor
Vince Averello
Graphics and Production
Specialists
Jennifer Henry
Andrea Hornberger
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Copy Editor
Kim Heusel
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Group Publisher
Richard Swadley
Vice President and Executive
Publisher
Barry Pruett
Screen Artist
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Illustrators
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Cheryl Grubbs
Mark Pinto
About the Author
Elaine Marmel is President of Marmel Enterprises, LLC, an
organization which specializes in technical writing and software
training. Elaine spends most of her time writing; she has authored and
coauthored over 50 books about Microsoft Project, Microsoft Excel,
QuickBooks, Peachtree, Quicken for Windows, Quicken for DOS, Microsoft
Word for Windows, Microsoft Word for the Mac, Windows 98, 1-2-3 for
Windows, and Lotus Notes. From 1994 to 2006, she also was the
contributing editor to monthly publications Peachtree Extra and
QuickBooks Extra.
Elaine left her native Chicago for the warmer climes of Arizona (by way
of Cincinnati, OH; Jerusalem, Israel; Ithaca, NY; Washington, D.C.
and Tampa, FL) where she basks in the sun with her dog Josh, and her
cats, Watson and Buddy.
Dedication
To Cato, a sweet and loyal friend for 17 years. You are sorely missed by all
of us, little girl.
Author’s Acknowledgments
A book is far more than the work of the author; many other people
contribute. I’d like to thank Jody Lefevere for once again giving me
this opportunity. Sarah Cisco, it is a pleasure to work with you and I
hope you’ll get in touch with me the next time you visit your sister. My
thanks to Kim Heusel for making me look good and to Vince Averello
for helping to ensure that this book is technically accurate. Finally, my
thanks to the graphics and production teams who labor tirelessly
behind the scenes to create the elegant appearance of this book.
How to Use This Book
Who This Book Is For
3 Icons and Buttons
This book is for the reader who has never used this
particular technology or software application. It is also
for readers who want to expand their knowledge.
Icons and buttons show you exactly what you need to
click to perform a step.
4 Tips
Tips offer additional information, including warnings
and shortcuts.
The Conventions in This Book
1 Steps
This book uses a step-by-step format to guide you
easily through each task. Numbered steps are actions
you must do; bulleted steps clarify a point, step, or
optional feature; and indented steps give you the
result.
5 Bold
Bold type shows command names, options, and text
or numbers you must type.
6 Italics
Italic type introduces and defines a new term.
2 Notes
Notes give additional information — special conditions
that may occur during an operation, a situation that
you want to avoid, or a cross reference to a related
area of the book.
Add a
Screenshot
6
Working with Graphics
4 Click Insert.
5 Click Screenshot.
You can insert into a Word document an image
called a screenshot of another document open in
Word or of a document open in another
program.
10
chapter
5
5
6
2
4
● The Screenshot Gallery shows
open programs and available
screenshots of those programs.
Note: You can open as many programs and
documents as your computer permits. In this
example, in addition to Excel and Word, the
Outlook Calendar is also open.
6 Click the screenshot you want to
insert in your Word document.
1
Add a Screenshot
1 Open a document.
● This example shows a chart
in Excel.
● The screenshot appears selected
in your Word document.
Click anywhere outside the
screenshot to continue working.
2
2 Open the Word document in
which you want to insert a
screenshot of the document
you opened in Step 1.
4
Can I use the Screenshot feature to
insert a screenshot of the current Word
document into the same document?
3 Position the insertion point where
you want the screenshot to
appear.
3
PA
STE
No, but here is a workaround. Open the
document in which you want to insert a
screenshot and then open a second, blank
document. From the blank document, shoot a screen of
the first Word document. The screen appears in the blank
document, already selected. Click Copy ( ). Then switch
to the Word document, click where the screenshot should
appear, and click Paste ( ).
Can I use the Screenshot
feature to take a picture
of my desktop?
No, but you can take a
picture of your desktop and
insert it into a Word document. While
viewing your desktop, press Print scrn.
Then switch to Word and position the
insertion point where you want the
+
screenshot to appear. Press
to
paste the image into your Word document.
3
Table of Contents
1
chapter
Getting Familiar with Word
Open Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Explore the Word Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Work with Backstage View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Select Commands with the Keyboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Select Commands with the Mouse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Work with the Mini Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Work with Context Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Launch a Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Work with Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Enter Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Move Around in a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Get Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
2
chapter
e
l
i
F
Managing Documents
Save a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Reopen an Unsaved Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Save a Document to Word 97-2003 Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Save a Document in PDF or XPS Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Set Options for Saving Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Open a Word Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Open a Document of Another Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Start a New Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Switch Between Open Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Compare Documents Side By Side . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Work with Document Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Choose a save option ...
H
Close a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Inspect a Document Before Sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Work with Protected Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Mark a Document as Final . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Home
Shapes
Insert
New Docu
ment
- Word
Page Layout
References Ma
ilings Review
Cover Page
Blank Page
Page Break Tab
le Picture
Pages
Clip AArtt Cha
Tables
rt
Illus
trations
View
Hyperlink
Bookmark
Cross-reference
Links
Header
Footer
# Page Numbe
Header & Footer
Convert Word Documents from Prior Versions to Word 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . 50
3
chapter
Editing Text
Insert Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Delete Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Insert Blank Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Undo Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Select Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Mark and Find Your Place . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Move or Copy Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Share Text Between Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Move or Copy Several Selections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Take Advantage of Paste Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Switch Document Views. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Understanding Document Views. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Work with the Navigation Pane. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Zoom In or Out. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Insert a Symbol . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Work with Equations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Set Options for Additional Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Using Additional Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Translate Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
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Table of Contents
chapter
4
Proofreading in Word
Search for Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Substitute Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Alike
Count Words in a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Automatically Correct Mistakes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
D i ff e
Automatically Insert Frequently Used Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Check Spelling and Grammar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Disable Grammar and Spell Checking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Find a Synonym or Antonym with the Thesaurus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Research Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Add Comments to a Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Track Document Changes During Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Review Tracked Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Combine Reviewers’ Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
5
chapter
Formatting Text
Change the Font . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Change Text Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
READING
Emphasize Information with Bold, Italic, or Underline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Superscript or Subscript Text. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Change Text Case . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Change Text Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Apply Text Effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Apply a Font Style Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
COOLEST
rent
Apply Highlighting to Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Apply Strikethrough to Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Copy Text Formatting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Remove Text Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Set the Default Font for All New Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
chapter
6
10 PT
S
E
M
TI
BLUE
Formatting Paragraphs
Change Text Alignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Set Line Spacing Within a Paragraph . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Set Line Spacing Between Paragraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Create a Bulleted or Numbered List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Display Formatting Marks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Hide or Display the Ruler. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Indent Paragraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Set Tabs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Add a Paragraph Border . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Check for Formatting Inconsistencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Review and Change Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Compare Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
Apply Formatting Using Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Switch Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
Save Formatting in a Style . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Modify a Style . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
Add Paragraph Shading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Woord
Table of Contents
7
chapter
Formatting Pages
Adjust Margins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
Insert a Page Break . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Control Text Flow and Pagination . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Align Text Vertically on the Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Change Page Orientation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Insert a Section Break . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Add Page Numbers to a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Add Line Numbers to a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Using the Building Blocks Organizer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Add a Header or Footer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Using Different Headers or Footers Within a Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Add a Footnote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Add an Endnote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Find, Edit, or Delete Footnotes or Endnotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Convert Footnotes to Endnotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
Generate a Table of Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
Add a Watermark . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194
Add a Page Border . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Create Newspaper Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
8
chapter
Printing Documents
Preview and Print a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
Print on Different Paper Sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
Print an Envelope . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Set Up Labels to Print. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
e
le xeclutive
lettgea
r
9
chapter
Creating Tables and Charts
Create a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
Change the Row Height or Column Width . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214
Move a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216
Resize a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Add or Delete a Row . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
Add or Delete a Column . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
1
2
1
2
3
4
3
4
5
Set Cell Margins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222
Add Space Between Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Combine Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
Split Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
Split a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
S
NEW ROW
DINER
Add a Formula to a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
Align Text in Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Add Shading to Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Change Cell Borders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
Format a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
Add a Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Chart Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
1
2
3
4
5
6
7
8
Table of Contents
10
chapter
Working with Graphics
Add WordArt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Add a Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Add a Screenshot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244
Add a Clip Art Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Add a Shape . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248
Add a Text Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250
Move or Resize a Graphic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252
Crop a Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254
Rotate a Graphic. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256
Correct the Brightness or Contrast of a Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257
Modify the Color of a Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258
Change the Color of a Drawing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259
Add a Shadow to a Graphic. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260
Make a Graphic Three-Dimensional . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261
Apply a Style to a Graphic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
Apply a Color Outline to a Graphic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Understanding Text Wrapping and Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264
Wrap Text Around a Graphic. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265
Work with Diagrams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
11
chapter
Customizing Word
Control the Display of Formatting Marks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
Customize the Status Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273
e
g
a
P up
Setoup
Gr
Hide or Display Ribbon Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274
Add a Predefined Group to a Ribbon Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276
Create Your Own Ribbon Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278
Create Your Own Ribbon Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282
Work with the Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Add Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
Create a Macro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292
Run a Macro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294
12
chapter
Work with Mass Mailing Tools
Create Letters to Mass Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
Address
Add Envelopes to Mass Mailing Letters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304
Greeting
Create Labels for a Mass Mailing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306
13
chapter
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Photos
E-mail a Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Create a Hyperlink . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316
Save a Document as a Web Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318
Post to Your Blog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320
Explore New Ways to Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322
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chapter
1
Getting Familiar
with Word
Are you ready to get started
in Word? In this first
chapter, you become
familiar with the Word
working environment and
you learn basic ways to
navigate and to enter text.
Open Word ............................................................ 4
Explore the Word Window ................................ 5
Work with Backstage View ................................ 6
Select Commands with the Keyboard ............ 8
Select Commands with the Mouse ............... 10
Work with the Mini Toolbar ............................ 11
Work with Context Menus ............................... 12
Launch a Dialog Box ......................................... 13
Work with Commands ...................................... 14
Enter Text ............................................................. 16
Move Around in a Document ......................... 18
Get Help ............................................................... 20
Open
Word
k
ic
cl
You can open Microsoft Word a number of
ways. This section demonstrates how to open
Word from the All Programs menu. Once Word
opens, a blank document, ready for you to type
text, appears.
Open Word
1 Click Start.
2 Click All Programs.
● All Programs changes to Back
once you click it.
3 Click Microsoft Office.
4 Click Microsoft Word 2010.
3
4
1
● A blank document appears in the
Word window.
4
k
ic
cl
Explore the
Word Window
Getting Familiar with Word
1
chapter
The Word window contains tools you can use to work quickly and efficiently while you create
documents.
● Title Bar
Shows the program
and document titles.
● Document Area
The area where you type.
The flashing vertical bar,
called the insertion point,
represents the location
where text will appear
when you type.
● Scroll Bar
Enables you to reposition
the document window
vertically. Drag the scroll
box within the scroll bar
or click the scroll bar
arrows ( and ).
● Dialog Box Launcher
Appears in the lower-right corner of
many groups on the Ribbon. Clicking
this button opens a dialog box or
task pane that provides more
options.
● Quick Access Toolbar (QAT)
Contains buttons that perform
common actions: saving a
document, undoing your last action,
or repeating your last action. To
customize the QAT, see Chapter 11.
● Status Bar
Displays document information as
well as the insertion point location.
From left to right, this bar contains
the number of the page on which
the insertion point currently
appears, the total number of pages
and words in the document, the
proofing errors button ( ), the
macro recording status button, the
View buttons, and the Zoom Slider.
To customize the Status Bar, see
Chapter 11.
● Ribbon
Contains commands organized in
three components: tabs, groups,
and commands. Tabs represent
common actions you take in Word.
They appear across the top of the
Ribbon and contain groups of
related commands. Groups
organize related commands with
each group name appearing below
the group on the Ribbon.
Commands appear within each
group. To customize the Ribbon, see
Chapter 11.
5
Work with
Backstage View
Clicking the File tab opens Backstage view, which
resembles a menu. In Backstage view, you find a
list of actions — commands — you can use to
manage files and program options. For example,
from Backstage view you can open, save, print,
remove sensitive information, and distribute
documents as well as set Word program behavior
options.
Work with Backstage View
1 Click the File tab.
1
● In the Backstage view, commonly
used file and program
management commands appear
here.
2
2 Click Info.
● The title of the open document
appears here.
● Information about the currently
open document appears here.
● Buttons appear that you can click.
6
k
c
li
c
Getting Familiar with Word
1
chapter
3 Click an option in the left column;
this example shows the results of
clicking Save & Send, which
contains commands that help you
share Word documents.
● As you click a button in the Save
& Send column, the information
shown to the right changes.
3
4 Repeat Step 3 until you find the
command you want to use; this
example shows the results of
clicking Recent, which displays up
to the last 20 documents opened,
plus folders you have recently
opened. You can select a
document or a folder to open it;
see Chapter 2.
4
Is there a way to return to
working in Word without making
any selections in Backstage view?
Yes. You can click the File button or
press the Esc key on the keyboard.
Although you might be tempted to
click Exit, resist the temptation,
because clicking Exit closes Word
completely.
7
Select Commands with
the Keyboard
To keep your hands on the keyboard and
work efficiently, you can use your keyboard
to select commands from the Ribbon or the
Quick Access Toolbar.
Local Weather
online
7
updated at 5:32 P.M.
on June 15, 2005
k
clan
Select Commands with the Keyboard
1 If appropriate for the command
you intend to use, place the
insertion point in the proper word
or paragraph.
2 Press
on the keyboard.
1
● Shortcut letters and numbers
appear on the Ribbon.
Note: The numbers control commands on the
Quick Access Toolbar.
3 Press a letter to select a tab on the
Ribbon.
This example uses
8
.
3
Getting Familiar with Word
● Word displays the appropriate tab
and letters for each command on
that tab.
1
chapter
4
4 Press a letter or letters to select a
command.
● Word displays options for the
command you selected.
5 Press a letter or use the arrow
keys on the keyboard to select an
option.
Word performs the command you
selected, applying the option you
chose.
Is there a way to
toggle between the
document and the
Ribbon using the
keyboard?
Yes. Each time you press
, Word changes focus
of the program, switching
between the document,
the Status bar, and the Ribbon.
What should I do if I
accidentally press the
wrong key?
click
es c
to back
You can press
up to your preceding action.
For example, if you complete
Steps 1 to 3 and, in Step 3,
you press
when you
, press
meant to press
to redisplay the letters associated with
.
tabs and then press
9
Select Commands
with the Mouse
You can use the mouse to navigate the Ribbon
or select a command from the Quick Access
Toolbar (QAT) at the top of the window. The
Ribbon organizes tasks using tabs. On any
particular tab, you find groups of commands
related to that task.
H
The QAT appears on the left side of the title bar, immediately
above the File and Home tabs and contains three commonly used
commands: Save, Undo, and Redo. Click a button to perform that
command. To customize the QAT, see Chapter 11.
e
Fil
Select Commands with the Mouse
1 Click the tab containing the
command you want to use.
1
3
2 Click in the text or paragraph you
want to modify.
3 Point to the command you want
to use.
● Word displays a ScreenTip
describing the function of the
button at which the mouse points.
2
4 Click the command.
● Word performs the command you
selected.
10
4
e
m
o
Work with the
Mini Toolbar
Getting Familiar with Word
1
chapter
You can use the Mini toolbar to format text without
switching to the Home tab. The Mini toolbar contains a
combination of commands available primarily in the Font
group and the Paragraph group on the Home tab.
Work with the Mini Toolbar
1 Select text.
● The Mini toolbar appears
transparently in the background.
1
2 Position the mouse pointer close
to or over the Mini toolbar.
● The Mini toolbar appears solidly.
3 Click any command or button.
Word performs the actions
associated with the command or
button.
2
11
Work with
Context Menus
You can use context menus to format text
without switching to the Home tab. The context
menu contains the Mini toolbar and a
combination of commands available primarily in
the Font group and the Paragraph group on the
Home tab.
Work with Context Menus
1 Select text.
● The Mini toolbar appears in the
background.
1
2 Right-click the selected text.
● The context menu appears along
with the Mini toolbar.
Note: You can right-click anywhere, not just on
selected text, to display the Mini Toolbar and the
context menu.
3 Click any command or button.
Word performs the actions
associated with the command or
button.
12
2
Launch a
Dialog Box
Getting Familiar with Word
Although the Ribbon contains most of the commands
you use on a regular basis, you still need dialog boxes
occasionally to select a command or refine a choice.
1
chapter
Hi, Bill,
Can you pick up Kelly
Smith at the airport
tomorrow afternoon?
Wanda
Launch a Dialog Box
1 Position the mouse pointer over a
Dialog Box launcher button (
).
● Word displays a ScreenTip that
describes what will happen when
you click.
1
2
This example uses the Paragraph
dialog box.
2 Click
.
● The Paragraph dialog box
appears.
13
Work with
Commands
You can use the galleries Word often
provides to view the choices for a particular
command.
In many cases, Word 2010 previews the effects of a
command choice before you select it. Think of this behavior
as an opportunity to try before you buy.
Work with Commands
Work with Galleries
1
1 In galleries containing the More
button ( ), click
and
to
scroll through command choices.
2 Click
to open the gallery and
view additional choices.
● Word hides
gallery.
to display the
3 Scroll over choices to see a live
preview.
4 Click a choice from the gallery to
apply it.
To close the gallery without
choosing a command, click
anywhere outside the gallery.
14
2
3
1
chapter
Getting Familiar with Word
Watch a Live Preview
2
1 Click in the word or paragraph
you want to modify.
2 Click the tab containing the
command you are considering
performing.
1
3 Position the mouse pointer above
the choice you are considering
applying.
3
● Word displays the effects of the
choice without performing the
command.
In this example, the paragraph
containing the insertion point
appears in the Heading 1 style.
You can click to select your
choice.
What do the small down arrows below or beside
buttons mean?
When you see a small list box arrow ( ) on a button,
there are several choices available for the button. If you
click the button directly, Word applies a default choice.
, Word displays additional
However, if you click
options as either lists or galleries. As you move the
mouse pointer over the two parts of the button, Word
highlights one or the other to alert you that you have
more choices.
15
Enter
Text
Word makes typing easy: you do not need to
press Enter to start a new line. Word calculates
when a new line should begin and automatically
starts it for you.
To add more than one space between words, use the Tab key
instead of the spacebar. See Chapter 6 for details on setting tabs.
Enter Text
Type Text
1 Type the text that you want to
appear in your document.
● The text appears to the left of the
insertion point as you type.
● As the insertion point reaches the
end of the line, Word
automatically starts a new one.
Press
paragraph.
1
only to start a new
Separate Information
1 Type a word or phrase.
2 Press
.
To align text properly, you press
to include more than one
space between words.
Several spaces appear between
the last letter you typed and the
insertion point.
3 Type another word or phrase.
16
1
3
Getting Familiar with Word
1
chapter
Enter Text Automatically
1 Begin typing a common word,
phrase, or date.
The AutoComplete feature
suggests common words and
phrases based on what you type.
● Word suggests the rest of the
word, phrase, or month.
1
to let Word
● You can press
finish typing the word, phrase, or
month for you.
You can keep typing to ignore
Word’s suggestion.
Why should I use
instead of
one space between words?
to include more than
Typically, when you include more than one space between words or
phrases, you do so to align text in a columnar fashion. Most fonts are
proportional, meaning each character of a font takes up a different amount
of space on a line. Therefore, you cannot calculate the number of spaces
needed to align words beneath each other. Tabs, however, are set at
specific locations on a line, such as 3 inches. When you press
, you
know exactly where words or phrases appear on a line. Word sets default
tabs every .5 inches. To avoid pressing
multiple times to separate text,
change the tab settings. See Chapter 6 for details.
17
Move Around in
a Document
Home
Insert
Shapes
You can use many techniques to move to a
different location in a document; the
technique you select depends on the location
to which you want to move.
N
ew
Pa
Doc
Cover ge Layout
umen
Refer
Blank Page
tences
Page Page
Wor
Mailin
PagesBreak
gs
d
Table
Revie
w
Tables Pic
ture
View
Clip
Art
Hyp
Illustra
tions
Chart
erli
Bookma nk
Cross-re rk
Links ference
Move One Character
1 Note the location of the insertion
point.
.
1
● Word moves the insertion point
one character to the right.
to
, , or
You can press
move the insertion point one
character left, up, or down.
Holding any arrow key moves the
insertion point repeatedly in the
direction of the arrow key.
or
+
You can press
to move the insertion
+
point one word at a time to the
right or left.
18
Header
Footer
Quic
Word k Parts
Art
Text
Move Around in a Document
2 Press
#
Equa
Symboltion
Getting Familiar with Word
1
chapter
Move One Screen
1 Note the last visible line
on-screen.
2 Press
.
1
● Word moves the insertion point
down one screen.
to move the
You can press
insertion point up one screen.
to scroll up or
● You can click
to scroll down one line at a
time in a document.
How do I quickly move the
insertion point to the
beginning or the end of a
document?
Press
+ Home to move the
insertion point to the beginning
of a document or
+
to
move the insertion point to the
bottom of a document. You can press
+
to move the insertion point to the last place you
changed in your document.
Is there a way to move the
insertion point to a specific
location?
Yes. You can use bookmarks to
mark a particular place and then
return to it. See Chapter 3 for
details on creating a bookmark
and returning to the bookmark’s
location. See Chapter 4 for details on searching for
a specific word and, if necessary, replacing that
word with a different one.
19
Get
Help
You can search for help with the Word
tasks you perform. By default, Word
searches the Help file on your computer as
well as the Internet.
Get Help
1 Click the Help button ( ).
1
The Word Help window appears.
2 Type a word or phrase related to
the help topic you want to view.
3 Click Search or press
20
.
2
3
Getting Familiar with Word
1
chapter
● Help topics related to the word or
phrase you typed appear in the
task pane.
4 Click the topic most closely related
to the subject on which you want
help.
4
5
● The help topic information
appears in the Word Help
window.
5 To close the Help window,
click
.
The Word window reappears.
Can I leave the Word Help window
open while I work
in Word?
Yes. Simply do not perform Step 5. By
default, the Word Help window remains
on top of the Word window. You can
move the Word Help window by dragging its title bar.
You can resize the window by positioning the mouse
pointer over any edge of the window; when the mouse
pointer changes to a two-headed arrow, drag in to make
the window smaller and out to make the window larger.
I want to keep the Help
window open, but not in
front of the Word window.
Is there a way to make it
drop down to the Windows
task bar?
Yes. Click the pushpin button ( ). When
you subsequently click in the Word window,
Word Help drops down to the Windows task
bar. You can redisplay Word Help by clicking
its task bar button.
21
chapter
2
Managing
Documents
mark-o-matic
Now that you know the
basics, it is time to discover
how to navigate among
Word documents efficiently.
In this chapter, you learn
how to manage the Word
documents you create.
Save a Document ............................................... 25
Reopen an Unsaved Document ...................... 26
Save a Document to Word 97-2003
Format .............................................................. 28
Save a Document in PDF or XPS
Format .............................................................. 29
Set Options for Saving Documents ............... 30
Open a Word Document .................................. 32
Open a Document of Another Format .......... 34
Start a New Document ..................................... 36
Switch Between Open Documents ................ 38
Compare Documents Side By Side ................ 40
Work with Document Properties ................... 42
Close a Document.............................................. 43
Inspect a Document Before Sharing ............. 44
Work with Protected Documents................... 46
Mark a Document as Final .............................. 48
Convert Word Documents from Prior
Versions to Word 2010................................. 50
Save a
Document
You can save a document so that you can use it at
another time in Microsoft Word. Word 2010 uses
the same XML-based file format that Word 2007
uses, reducing the size of a Word document, and
improving the likelihood of recovering information
from a corrupt file.
After you save a document for the first time, you can click the Save
icon on the Quick Access Toolbar (QAT) to save it again.
Save a Document
● Before you save a document,
Word displays a generic name in
the title bar.
1
1 Click the File tab.
The Backstage view appears.
2 Click Save As.
24
2
Managing Documents
2
chapter
The Save As dialog box appears.
3 Type a name for the document
here.
● You can click here to select a
location on your computer in
which to save the document.
● You can click the New Folder
button to create a new folder in
which to store the document.
3
4
4 Click Save.
● Word saves the document and
displays the name you supplied in
the title bar.
Will my associate,
who uses Word
2003, be able to
open a document
I save in Word
2010?
2007
How can I tell if I am working on a document saved in
Word 2010 as opposed to one saved in Word 2003?
2003
To make it easier for your associate, you
can create the document in Word 2010
but save it in Word 2003 format. See the
section “Save a Document to Word
97-2003 Format” for more information.
Word 2010 uses the file name extension .docx to designate its
file format, while the file name extension for a Word 2003
document is .doc. If you set your computer’s folder options to
display extensions of known file types, the full file name of the
document appears in the title bar of the program. If you do not
display extensions for known file types, a document created in
Word 2003 name with appear in the program title bar.
25
Reopen an Unsaved
Document
You can open documents you created within
the last seven days but did not save because, as
you work, Word automatically saves your
document even if you take no action to save it.
Reopen an Unsaved Document
1 Click the File tab.
1
The Backstage view appears.
2 Click Info.
3 Click Manage Versions.
4 Click Recover Draft Versions.
2
3
4
26
2
chapter
Managing Documents
The Open dialog box appears,
showing you available draft files
that were auto-saved by Word but
not saved as documents by you.
5
5 Click the unsaved file you want to
open.
6 Click Open.
6
The draft version appears
on-screen as a read-only file to
which you cannot save changes.
● This gold bar identifies the
number of days before Word
automatically deletes the file.
7
7 Click Save As to save the file as a
Word document and work with it.
Note: See the section “Save a Document” for
details.
After you save the document, the
gold bar disappears.
Is it possible to open documents
that I closed without saving?
Yes, if you open them fairly soon after
closing without saving. These
documents appear in the Recent
Documents list and remain there until
you open 20 other documents. You can compare
the unsaved version with the saved version or
replace the saved version with the unsaved version.
See the section “Open a Document” for details on
using the Recent Documents list. See Chapter 4 for
details on combining versions of a document.
Can I control any of the
options associated with Word
automatically saving my
documents?
Yes. You can specify how often
Word automatically saves your
document and where Word stores the files it uses
to help you recover lost work. You also can
control some other settings associated with saving
documents; see the section “Set Options for
Saving Documents” later in this chapter for details.
27
Save a Document to
Word 97-2003 Format
You can save documents you create in
Microsoft Word in a variety of other formats,
such as Word templates, Microsoft Works files,
text files, or Word 97-2003 format to share
them with people who do not use Microsoft
Word 2010.
Although the steps in this section focus on saving a document to
Word 97-2003 format, you can use these steps to save a
document to any file format Word supports.
Save a Document to Word 97-2003 Format
1 Click the File tab.
The Backstage view appears.
1
2
2 Click Save As.
The Save As dialog box appears.
3 Type a name for the document.
4 Click here to display the formats
available for the document and
click Word 97-2003 Document
(*.doc).
5 Click Save.
Word saves the document in the
format that you select.
28
3
4
5
Save a Document in
PDF or XPS Format
Managing Documents
2
chapter
Choose a save option ...
You can save Word documents in PDF or XPS formats.
Anyone using Adobe Corporation’s free Adobe Reader
can open a PDF file. XPS is Microsoft’s alternative to a
PDF file.
Windows Vista and Windows 7 come with an XPS viewer; users of other versions
of Windows can view XPS documents using Internet Explorer 7 or higher.
Save a Document in PDF or XPS Format
1 Click the File tab.
The Backstage view appears.
1
2
2 Click Save As.
The Save As dialog box appears.
3 Click here to type a name for your
document.
4 Click here to select either PDF
(*.pdf) or XPS Document
(*.xps).
Note: If you choose XPS format, you can opt to
save and then open the document.
5 Click Save.
Word saves the document in the
selected format.
3
4
5
29
Set Options for
Saving Documents
Choose a save option ...
You can set a variety of options for saving
documents, like whether Word creates a
backup copy of your document and the
location Word suggests when you save your
documents.
Set Options for Saving Documents
Set File Saving Options
1
1 Click the File tab.
The Backstage view appears.
2 Click Options.
2
The Word Options dialog box
appears.
3 Click Save.
● Select the Save AutoRecover
information every option (
changes to ) and specify an
interval for saving recovery
information.
3
● You can select the Keep the last
AutoRecovered file if I close
without saving option (
changes to ) to make sure
Word saves unsaved documents.
4 Click OK to save your changes.
30
4
Managing Documents
2
chapter
Set File Saving Locations
1 Complete Steps 1 to 3 in the
subsection “Set File Saving
Options” on the preceding page.
2 Click Browse next to Default file
2
location.
The Modify Location dialog box
appears.
5
3 Click here to navigate to the folder
where you want to save Word
documents.
4 Click OK to redisplay the Word
Options dialog box.
You can repeat Steps 3 and 4 to
set the AutoRecover File and the
Server drafts locations.
3
5 Click OK to save your changes.
4
Word saves your changes.
Can I make Word automatically save a backup copy
of my document?
2
Yes. Follow these steps:
1 Complete Steps 1 and 2 in the subsection “Set File Saving
Options” on the previous page.
2 Click Advanced and scroll down to the Save section.
3 Select the Always create backup copy option.
4 Click OK.
3
4
31
Open a Word
Document
You can display documents you previously saved
on-screen. When you open a document, you can
make changes to it.
Home
Shapes
Insert
New Docume
nt
Illustrations
Open a Word Document
1 Click the File tab.
1
The Backstage view appears.
2 Click Open.
32
2
-
Word
Page Layout
References Mailin
Cover Page
gs Review
View
Blank Page
Page Break Table
Hyperlink
Picture Clip
Bookmark
Pages
Art Chart
Tables
Cross-reference
Links
#
Header
Footer
Quick Parts
Word Art
Equation
Drop Cap
Symbol
Text
Symbols
Managing Documents
2
chapter
The Open dialog box appears.
3 Click here to navigate to the folder
containing the document you
want to open.
● Documents in a folder appear
here.
4
4 Click the document you want to
open.
3
5 Click Open.
5
The document appears on-screen.
Are there other ways to open a document?
Yes. By default, the 25 most recently opened
documents appear in Backstage view. You can click
any of these documents to open them.
1 Click the File tab to display Backstage view.
2 Click Recent.
3 Click a document to open it.
1
3
2
33
Open a Document of
Another Format
You can open documents created by colleagues
using several other word-processing programs
besides Word.
Open a Document of Another Format
1 Click the File tab.
1
The Backstage view appears.
2 Click Open.
34
2
Managing Documents
2
chapter
The Open dialog box appears.
3 Click here to navigate to the folder
containing the document you
want to open.
● Documents in a folder appear
here.
4 Click here to select the type of
5
3
document you want to open.
5 Click the file you want to open.
6 Click Open.
6
4
Note: You may be prompted to install a converter
to open the file; click Yes or OK to install the
converter and open the file.
● Word opens the file in
Compatibility Mode.
How do I open a backup copy?
1 Follow Steps 1 to 3 in this section.
2 Click here and click All Files.
3 Select the document. “Backup of”
3
precedes the original document
file name. The document’s
extension is .wbk.
4 Click Open.
4
2
35
Start a New
Document
Although a new, blank document appears when
Word opens, you do not need to close and
reopen Word to start a new, blank document.
You can use a variety of templates — documents containing
predefined settings that save you the effort of creating the
settings yourself — as the foundation for your documents.
Start a New Document
1 Click the File tab.
1
The Backstage view appears.
2 Click New.
● Templates available on your
computer appear here.
● Templates available online appear
here.
3 Click an available type of
template.
36
3
2
Managing Documents
2
chapter
4 Select a template to use for your
document.
● A preview of the template appears
here.
5 Click Create.
5
4
The new document appears.
You can edit this document any
way you choose.
What is a template?
A template provides a foundation for a Word document. All documents
are built on some template; blank documents are built on the Normal
template. Using templates, your company can create documents with
consistent appearances because templates contain a specific set of fonts
and styles and use the same formatting. Some Word templates, like the
FAX cover sheets or the forms, also contain text that helps you quickly
and easily create a document. Many of the available templates come from
the Office Online Web site; when you select one, you download it.
plalate Sa
ry Tem
les T
nI vento
emp
late
Template 1
37
Switch Between
Open Documents
If you have two or more documents open,
you can switch between them from within
Word or by using the Windows taskbar.
If buttons representing each open document do not appear on
the Windows taskbar, you can set options to display them.
Switch Between Open Documents
Switch Documents Using Word
1 Click the View tab.
2 Click Switch Windows.
● A list of all open documents
appears at the bottom of the
menu.
3 Click the document you want to
view.
The selected document appears.
38
1
2
3
Managing Documents
2
chapter
Switch Documents Using the
Windows Taskbar
1 Open all the documents you need.
Note: To open a document, see the section “Open
Documents.”
2 Click the Word button in the
Windows taskbar.
● An entry appears for each open
document.
● You can point at an entry and
click the red X ( ) to close the
document.
3 To view a document, click its
3
2
taskbar button or its name in
the list.
The document appears.
How do I deselect the feature that
enables a button to appear in the
Windows taskbar?
Follow these steps to turn the feature off:
1 Open the Word Options dialog box.
Note: See the section “Set Options for Saving Documents”
to open this dialog box.
2
3
2 Click Advanced.
3 In the Display section, select the Show
all windows in the Taskbar option
( changes to ).
4 Click OK.
4
39
Compare Documents
Side By Side
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You can view two open documents side by side
to compare their similarities and differences.
Using the technique described in this section, you can scroll
through both documents simultaneously.
a
Aquitani
Compare Documents Side By Side
Compare Documents
2
3
1 Open the two documents you
want to compare.
Note: See the section “Open Documents” for
details on opening a document.
2 Click the View tab.
3 Click View Side by Side.
1
Word displays the documents in
two panes beside each other.
4 Drag either documents’ scroll bar.
Word scrolls both documents
simultaneously.
4
4
40
4
4
Managing Documents
2
chapter
Stop Comparing Documents
5 Click Window in the document
5
6
on the left.
Options drop down from the
Window button.
6 Click View Side by Side.
Word redisplays the document in
a full screen.
● The second document is still open.
You can see buttons for both
documents in the Windows
taskbar and you can click a button
to switch to the other document.
Note: For more on this technique, see the section
“Switch Between Open Documents” earlier in this
chapter.
Is there a way to
compare two
documents with
their differences
highlighted?
Yes. You can compare
different document
versions to see their
differences. See
Chapter 4 for details.
What does the Reset
Window Position
button do?
You can use Arrange All
to place one window
above the other, each in
its own separate pane. To
return to side-by-side
viewing, click Reset
Window Position.
ET
RES
41
Work with Document
Properties
You can supply information about a
document that you can then use when you
search for documents.
Windows XP users can search for files using document
properties by downloading Windows Desktop Search from
the Microsoft Web site. Windows Vista and Windows 7
users can use each operating system’s built-in search
engine.
Work with Document Properties
1 Click the File tab.
1
The Backstage view appears.
2 Click Info.
● The Information panel appears.
2
3
4
3 Click Properties.
4 Click Show Document Panel to
display the properties you can
fill in above the document.
● The Document Properties panel
appears above the document.
5 Click in a box and type
information.
6 Repeat Step 5 as needed.
7 Click the X in the Document
Properties panel to save your
changes and return to editing the
document.
42
5
7
Close a
Document
2
chapter
Managing Documents
When you finish working with a document, you close it. If
you made any changes that you did not save, Word prompts
you to save them before closing the document.
ing:
Now Play
Word.doc!
Closed
Ticket Sales
Close a Document
1 Click the File tab.
1
The Backstage view appears.
2 Click Close.
Word removes the document
from your screen.
2
If you had other documents open,
Word displays the last document
you used; otherwise, you see a
blank Word window.
43
Inspect a Document
Before Sharing
You can remove any personal information that
Word stores in a document. You may want to
remove this information before you share a
document with anyone.
Ashley Smith
9106 Birdseed Ave.
Miami, FL. 40001
Building a Birdhouse
Building a Birdhou se
Sharing..........
Inspect a Document Before Sharing
1 Click the File tab.
1
The Backstage view appears.
2 Click Info.
3 Click Check for Issues.
4 Click Inspect Document.
Note: If you have unsaved changes, Word
prompts you to save the document, which you do
by clicking Yes.
44
2
3
4
Managing Documents
2
chapter
The Document Inspector window
appears.
● You can click to deselect check
marks to avoid inspecting for
these elements.
5 Click Inspect.
5
The Document Inspector looks for
the information you specified and
displays the results.
● You can remove any identified
information by clicking Remove
All beside that element.
● You can click Reinspect after
removing identifying information.
6 Click Close.
6
Can I review the
information that the
Document Inspector
displays before I remove it?
What happens if I remove
information and then
decide that I really want
that information?
No. The only way to review the
information before you remove
it is to close the Document
Inspector without removing information, use the
appropriate Word features to review the
information, and then rerun the Document
Inspector as described in this section.
You cannot undo the effects
of removing the information
using the Document
Inspector. However, to restore removed
information, you can close the document without
saving changes and then reopen it.
45
Work with Protected
Documents
You can limit the changes others can make to a
document by protecting it with a password. Word
offers two kinds of protection: Password and User
Authentication. User authentication, not shown in
this section, relies on Windows authentication.
You can limit the styles available to format the document, the kinds
of changes users can make, and the users who can make changes.
Work with Protected Documents
1 Click the Review tab.
2 Click Restrict Editing.
1
2
The Restrict Formatting and
Editing pane appears.
3 Select this option to limit
document formatting to the styles
you select ( changes to ).
4
4 Click the Settings link.
The Formatting Restrictions dialog
box appears.
5
5 Select the styles you want
unavailable (
6 Click OK.
46
changes to
).
6
3
Managing Documents
2
chapter
7 Select this option to specify editing
restrictions (
changes to
).
8 Click here and select the type of
editing to permit.
7
You can select parts of the
document to make them available
for editing.
8
9
9 Click here to identify users who
are allowed to edit the selected
parts of the document (
changes to ).
0
0 Click Yes, Start Enforcing
Protection.
The Start Enforcing Protection
dialog box appears.
!
@
#
$
$
Type a password.
Retype the password.
Click OK.
Click the Save button (
!@
).
Word protects the document and
saves the protection.
How do I open a protected document
and work in it?
#
Birdwatching Magazine
Joe Goodman
X
Open a protected document like you open
X
any other document. Areas you can edit are
highlighted. If you try to change an area
that is not highlighted, a message appears
in the status bar, explaining that you cannot
make the modification because that area of the document is
protected. Follow Steps 1 and 2 in this section to display the
Protect Document pane and click Show All Regions I Can
Edit to find areas you can change. To turn off protection, you
need the protection password.
What happens when
I click Restrict
permission at the
bottom of the Protect
Document pane?
rict
Rest
k
c
li
c
Word offers to install
Windows Rights Management, a service
that helps prevent documents and e-mail
messages from being forwarded, edited,
or copied unless authorized. You can
click the Learn more about this feature
link to get more information.
47
Mark a Document
as Final
When you mark a document as final, Word
makes the document read-only; you cannot
make changes to it or inspect it.
mark-o-matic
Marking a document as final is not a security feature; instead,
it is a feature that helps you focus on reading rather than
editing because it makes editing unavailable.
Mark a Document as Final
Mark the Document
1
1 Click the File tab.
The Backstage view appears.
2
2 Click Protect Document.
3 Click Mark As Final.
3
A message explains that Word will
mark the document as final and
then saved.
4 Click OK.
● Word saves the document and
confirms that the document has
been marked as final and editing
commands are unavailable.
6
5 Click OK.
6 Click the File tab.
5
48
Managing Documents
2
chapter
Editing a Final Document
● The document is now read-only
and the Save button ( ) on the
QAT becomes unavailable.
7
● Word hides the Ribbon buttons
because most editing commands
are not available.
● This gold bar appears, indicating
that the document has been
marked as final.
● The Marked as Final button (
appears in the status bar.
)
7 Click Edit Anyway in the red bar
at the top of the document.
● Word no longer marks the
document as read-only.
● Word redisplays and makes
available all Ribbon buttons.
●
●
is available.
disappears from the
Status Bar.
Can any user remove the “Mark
As Final” status from a document?
Yes. If you absolutely do not want
others to edit or change your
document, consider other security
options. If you share a document
without permitting changes, you can protect the
document. You can also consider saving your
document as a PDF or XPS document, which is
discussed earlier in this chapter in the section “Save
a Document in PDF or XPS format.”
In the Backstage view,
I noticed the Protect
Document button? What
does this do?
You can use this button to
assign a password or add a
digital signature to a document. If you assign a
password, no one can open the document
without the password. You use a digital
signature to indicate that a document has not
changed since you signed it.
49
Convert Word Documents from
Prior Versions to Word 2010
You can convert existing Word 97-Word 2003
documents to the new format introduced by Word
2007. You also can convert Word 2007 to Word 2010
documents using the same approach.
2003
Building a Birdhouse
Convert Word Documents from Prior Versions to Word 2010
1 Open any prior version Word
document; this example uses a
Word 2003 document.
2
Note: See the section “Open Documents” earlier in
this chapter for details.
● In the title bar, Word indicates
that the document is open in
Compatibility Mode.
2 Click the File tab.
The Backstage view appears.
3 Click Info.
4 Click Convert.
50
3
4
2007
Building a Birdhouse
Managing Documents
Word closes Backstage view and
displays a message indicating it
will convert the document to the
newest file format.
● If you do not want to view this
message in the future when you
convert documents, select this
option ( changes to ).
2
chapter
5
6
5 Click OK.
● Word converts the document and
removes the Compatibility Mode
indicator from the title bar.
6 Click
.
The Save As dialog box appears.
● Word suggests the same file name
but the new file format extension
.docx
7 Click Save.
Word saves the document in
Word 2010 format.
Do I need to convert
my documents from
earlier versions of
Word before I work on
them in Word 2010?
7
3
d 200
Wor
Word 2007
No. You can work on a
document created in an
older version of Word and
even incorporate Word
2010 features not available in earlier versions of
Word. You only need to convert documents in
which you expect to include features available only
in Word 2010.
Is there any difference
between using the
method described in
this section and
opening a Word
97-Word 2003
document and then
using the Save As
command?
Not really; if you use the Save As method and
choose Word Document (*.docx), Word prompts
you to convert the older version document to the
Word 2010 format using the Convert command as
described in this section.
51
Editing
Text
Once you know how to
navigate around Word, it is
time to work with the text
that you type on a page. In
this chapter, you learn
editing techniques that you
can use to change text in
documents you create.
Insert Text ............................................................ 54
Delete Text........................................................... 56
Insert Blank Lines .............................................. 58
Undo Changes ..................................................... 59
Select Text ........................................................... 60
Mark and Find Your Place ............................... 62
Move or Copy Text............................................. 64
Share Text Between Documents .................... 66
Move or Copy Several Selections .................. 68
Take Advantage of Paste Options ................. 70
Switch Document Views ................................... 72
Understanding Document Views.................... 73
Work with the Navigation Pane ..................... 74
Zoom In or Out ................................................... 76
Insert a Symbol .................................................. 78
Work with Equations ........................................ 80
Set Options for Additional Actions ............... 82
Using Additional Actions ................................. 83
Translate Text ..................................................... 84
Insert
Text
You can insert text into a document by adding to
existing text or replacing existing text. In Insert
mode, Word adds to existing text. In Overtype
mode, Word replaces existing text to the right of
the insertion point, character for character.
Insert Text
Insert and Add Text
1 Click the location where you want
to insert text.
The insertion point flashes where
you clicked.
, , or
,
You can press
to move the insertion point one
character or line.
You can press
or
+
to move the insertion
+
point one word at a time to the
right or left.
1
2 Type the text you want to insert.
Word inserts the text to the left of
the insertion point, moving
existing text to the right.
2
54
3
chapter
Editing Text
Insert and Replace Text
1 Right-click the status bar.
2 Click Overtype.
2
1
An indicator appears in the
status bar.
3 Click the indicator to switch to
Overtype mode.
Each time you click the indicator,
you switch between Overtype and
Insert mode.
4
4 Position the insertion point where
you want to replace existing text
and type the new text.
3
Can I control switching between Insert
mode and Overtype mode using the
keyboard?
Yes. Follow these steps:
2
1 Click the File tab and click Options to
3
display the Word Options dialog box.
2 Click Advanced.
3 Select the Use the Insert key to control
overtype mode option (
4 Click OK and then press
changes to
).
on your
keyboard.
Word switches between Insert mode and
Overtype mode.
4
55
Delete
Text
You can easily remove text from a document using
either the Delete or Backspace keys on your
keyboard.
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Delete Text
Using the Delete Key
1 Click to the left of the location
where you want to delete text.
The insertion point flashes where
you clicked.
, , or
,
You can press
to move the insertion point one
character or line.
You can press
or
+
to move the insertion
+
point one word at a time to the
right or left.
2 Press
Del
on your keyboard.
● Word deletes the character
immediately to the right of the
insertion point.
You can hold Del to repeatedly
delete characters to the right of
the insertion point.
+ Del to
You can press
delete the word to the right of the
insertion point.
56
1
Editing Text
3
chapter
Using the Backspace Key
1 Click to the right of the location
where you want to delete text.
The insertion point flashes where
you clicked.
1
2 Press
on your
keyboard.
● Word deletes the character
immediately to the left of the
insertion point.
to
You can hold
repeatedly delete characters to the
left of the insertion point.
+
You can press
to delete the word to the left of the
insertion point.
Do I have to delete a
large block of text one
character or one word
at a time?
No. You can select the
block of text and then
press either Del or
; either key
deletes selected text. For
details on selecting text,
see the section “Select Text” later in this chapter.
What should I do if I
mistakenly delete
text?
You should use the
Undo feature in Word
to restore the text you
deleted. For details on
how this feature works,
see the section “Undo
Changes” later in this
chapter.
57
Insert
Blank Lines
You can insert blank lines in your text to signify new
paragraphs by inserting line breaks or paragraph marks.
You use line breaks to start a new line without starting a
new paragraph.
New
nces
Refere
es
Shap
Insert Blank Lines
Start a New Paragraph
1 Click where you want to start a
new paragraph.
2 Press Enter.
● Word inserts a paragraph mark
and moves any text to the right
of the insertion point into the new
paragraph.
1
3 Repeat Steps 1 and 2 for each
blank line you want to insert.
Insert a Line break
1 Click where you want to start a
new paragraph.
2 Press
+
.
● Word inserts a line break and
moves any text to the right of the
insertion point onto the new line.
58
1
view
gs Re
Mailin
Chart
Layout
At
ip Ar
Page
re Cl tions
Pictu
tra
Page
Insert
Illus
Cover k Page Table
Blan Break Tables
Page s
Page
Home
Word stores paragraph formatting in the paragraph mark shown in this section.
When you start a new paragraph, you can change the new paragraph’s formatting
without affecting the preceding paragraph’s formatting. For more information on
styles and displaying paragraph marks, see Chapter 6.
o
t-W
men
Docu
View
rlink
Hype rk
ma
Book erence
Cross-refs
Link
Header
Footer ber
Num
# Page Footer
Header &
Word Art
Drop Cap
Text
Symbols
Undo
Changes
Editing Text
You can use the Undo feature to reverse actions you take
while working in a document, such as deleting or
formatting text.
WorldWeatherWa
tch
3
chapter
WorldWeatherWa
tch
The Undo feature is particularly useful if you mistakenly delete text; when you
use the Undo feature, you can recover the text.
Undo Changes
1 Click the Undo button ( ).
1
● Word reverses the effects of the
last change you made.
to
You can repeatedly click
reverse each action you have
taken, from last to first.
You can also press
reverse an action.
+
to
● If you decide not to reverse an
action after clicking , click the
Redo button ( ).
59
Select
Text
Before performing many tasks in Word, you
identify the existing text on which you want to
work by selecting it. For example, you select
existing text to underline it, align it, change its
font size, or apply color to it.
Home
Insert
Shapes
Illustrations
Doc
Select a Block of Text
1 Position the mouse pointer to the
left of the first character you want
to select.
2 Click and drag to the right and
down over the text you want to
select and release the mouse
button.
To cancel a selection, you can press
, , or , or click
,
anywhere on-screen.
1
2
Select a Word
1 Double-click the word you want to
select.
● Word selects the word and the
Mini Toolbar appears faded in the
background.
You can slide the mouse pointer
closer to the Mini Toolbar to make
its options available.
Note: See Chapter 1 for details on using the Mini
Toolbar.
1
60
ark
Cross-referenc
e
Links
Header
Footer
# Page Number
Header & Footer
Quick Parts
Word Art
Equation
Drop Cap
Symbol
Text
Symbols
DDoocu
cum
ummeneentnt1t11
Select Text
● The selection appears highlighted
and the Mini toolbar appears faded
in the background.
New Do
cument
Page Layou
- Word
t Refe
Cover Page
rences
Mailings
Blank Page
Review
Page Brea
View
k
Table
Pages
Picture
Hyperlink
Tables
Clip A
Artt Chart
Bookm
Editing Text
3
chapter
Select a Sentence
1 Press and hold
.
2 Click anywhere in the sentence
you want to select.
● Word selects the entire sentence
and the Mini Toolbar appears
faded in the background.
You can slide the mouse pointer
closer to the Mini Toolbar to make
its options available.
2
Note: See Chapter 1 for details on using the Mini
Toolbar.
1
Select the Entire Document
1 Click the Home tab.
2 Click Select.
3 Click Select All.
3
2
● Word selects the entire document.
You also can press and hold
and press
to select the entire
document.
To cancel the selection, click
anywhere.
Can I select text using
the keyboard?
HORT
S
Yes. Press and hold
CUT
,
,
while pressing
, or
. You also can
to select,
+
press
for example, several words
in a row. If you press and
while
+
hold
five times, you select five consecutive
pressing
words to the right of the insertion point.
Can I select
noncontiguous text?
Yes. You select the first
area using any of the
techniques described in
this section. Then press
as you
and hold
select the additional
areas. Word selects all
areas, even if text
appears between them.
61
Mark and
Find Your Place
You can use the Bookmark feature to mark a
location in a document so that you can easily
return to it later.
You can also use bookmarks to store text; and Word uses
bookmarks behind the scenes to operate some of its features.
My L
S o Fai fe,
r. . .
Mark and Find Your Place
Mark Your Place
2
1 Click the location you want to
3
mark.
Note: If you select text instead of clicking at the
location you want to mark, Word creates a
bookmark containing text.
2 Click the Insert tab.
3 Click Bookmark.
1
The Bookmark dialog box
appears.
4 Type a name for the bookmark.
5 Click Add.
Word saves the bookmark and
closes the Bookmark dialog box.
62
4
5
Editing Text
Find Your Place
3
chapter
1
2
1 Click the Home tab.
2 Click the down arrow beside Find.
3 Click Go To.
The Go To tab of the Find and
Replace dialog box appears.
4 Click Bookmark.
5 Click here and select a bookmark.
6 Click Go To.
5
4
6
● Word moves the insertion point to
the bookmark.
Note: If the bookmark contains text, Word selects
the text in the bookmark.
7 Click Close or press
.
Word closes the Find and Replace
dialog box.
7
Can I display bookmarks in my
document?
Yes. Follow these steps.
1
2
3
4
Click the File tab.
Click Options.
Click Advanced.
3
4
Select the Show bookmarks option
( changes to ).
5 Click OK.
Word displays open and close brackets
representing the bookmark.
5
63
Move or
Copy Text
New Document - Word
Home
You can reposition text in your document by
cutting and then pasting it. You also can repeat
text by copying and then pasting it.
Insert
Shapes
When you move text by cutting and pasting it, the text disappears
from the original location and appears in a new one. When you
copy and paste text, it remains in the original location and also
appears in a new one.
Move or Copy Text
Using Ribbon Buttons
2
3
1 Select the text you want to move
or copy.
Note: To select text, see the section “Select Text.”
2 Click the Home tab.
3 To move text, click the Cut button
( ); to copy text, click the Copy
button ( ).
1
4 Click to place the insertion point
at the location where you want
the text to appear.
5
5 Click the Paste button ( ).
The text appears at the new
location.
4
64
Page Layout References Mailings Review
Cover Page
Blank Page
Page Break Table Picture Clip Art
A t Chart
Tables
Pages
Illustrations
View
Hyperlink
Header
Footer
Bookmark
Cross-reference # Page Number
Header & Footer
Links
Quick Parts
Equatio
Word Art
Symbol
Drop Cap
Symbols
Text
Editing Text
3
chapter
Dragging and Dropping
1 Select the text you want to move
or copy.
2 Position the mouse pointer over
the selected text ( changes
to ).
3 Either move or copy the text.
To move text, drag the mouse
( changes to ).
1
2
To copy text, press and hold
and drag the mouse ( changes
to ).
3
● The text appears at the new
location.
Is there a way I can
move or copy text
using menus?
Tex t
Text
Yes. You can select the
text that you want to
move or copy and then
right-click it. The context
menu and the Mini toolbar appear; click Cut or
Copy. Then place the insertion point at the location
where you want the text to appear and right-click
again. From the context menu, click Paste.
Can I copy or move
information other than text?
Yes. You can copy or move any
type of element in your Word
document: text, pictures, tables,
graphics, and so on. Essentially,
you can copy or move any
element that you can select. You also can copy or
move text from one Word document to another;
see the section “Share Text Between Documents”
later in this chapter.
65
Share Text
Between Documents
When you cut, copy, and paste text, you are not
limited to using the text in a single document.
You can move or copy text from one document
to another.
As a result, you should always make sure that you
clean the bird feeder regularly, and that you change
the bird seed often.
Building a Birdhouse
Building a Birdhou se
The Car din al
Any text that you cut disappears from its original location. Text
that you copy continues to appear in its original location.
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bird with many differe
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drive the ball around
300.
23
23
Share Text Between Documents
1 Open the two documents you
want to use to share text.
2 Select the text you want to move
or copy.
Note: For details on selecting text, see the section
“Select Text.”
2
1
3 Click
to move text or click
to copy text.
3
4 Switch to the other document by
clicking its button in the Windows
taskbar.
66
4
24
24
Editing Text
3
chapter
The other document appears.
5 Place the insertion point at the
location where you want the text
you are moving or copying to
appear.
5
6 Click
.
● The text appears in the new
location.
6
Why do I see a button
when I paste?
Word displays the Paste
) to
Options button (
give you the opportunity to
determine how to handle
the formatting of the
P aste
selection you are pasting.
See the section “Take
Advantage of Paste Options”
for details on how to use Paste options.
What format will Word
use by default for text I
paste?
Paste
Options
The default appearance of
pasted text depends on
options set in the Word
P a s te
Options dialog box. To
view or set the default
and then click Set
appearance, click
Default Paste to display cut, copy, and paste
options in the Word Options dialog box.
67
Move or Copy
Several Selections
You can move or copy several selections at the
same time using the Office Clipboard. The
Office Clipboard is the location where
information you cut or copy is stored until you
paste it.
The Clipboard can hold up to the last 24 selections that you cut or
copied in any Office program.
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Move or Copy Several Selections
1 Click the Clipboard
.
1
● The Office Clipboard pane
appears.
3
Note: If you cut or copied anything prior to this
time, an entry appears in the Clipboard pane.
2 Select the text or information you
want to move or copy.
3 Click
or
.
● An entry appears in the Clipboard
pane.
68
2
Editing Text
3
chapter
4 Repeat Steps 2 and 3 for each
selection you want to move or
copy.
● Word adds each entry to the
Clipboard pane; the newest entry
appears at the top of the pane.
5 Click in the document where you
want to place text you cut or
copied.
6 Click a selection in the Clipboard
pane to place it in the document.
7 Repeat Steps 5 and 6 to paste
6
other items from the Clipboard.
● If you want to place all of the
items in one location and the
items appear in the Clipboard
pane in the order you want them
in your document, you can click
Paste All.
Why does
appear when I
point at an item in
the Clipboard
pane?
If you click , a
menu appears. From
this menu, you can
click Paste to add the item to your
document, or you can click Delete to
remove the item from the Clipboard pane.
5
Must I display the Office Clipboard
to collect copied elements?
Office
Clipboard
No. Click the Options button at the
bottom of the Clipboard pane and then
click Collect Without Showing Office
Clipboard. As you cut or copy, a
message appears in the lower-right
corner of your screen, telling you how many elements
are stored on the Office Clipboard. You must display the
Office Clipboard to paste any item except the one you
last cut or copied.
69
Take Advantage
of Paste Options
mark-o-matic
When you move or copy information, you can
choose the formatting Word applies to the
selection at its new location.
Take Advantage of Paste Options
1 Make a selection; this example
uses an Excel spreadsheet
selection, but you can select text
in a Word document.
2 Click
or
2
1
.
3 Position the insertion point in your
Word document where you want
to paste the information.
4 Click the Paste
.
● Buttons representing paste
options appear.
5 To preview the appearance of the
selection, point at the Keep
Source Formatting button (
70
).
4
5
Editing Text
3
chapter
6 To preview the appearance of the
selection, point at the Use
Destination Styles ( ) button.
6
7 To preview the appearance of the
selection, point at the Keep Text
Only button ( ).
8
7
8 Click a Paste Options button to
paste the selection and specify its
format in your Word document.
What do the various Paste Options buttons mean?
Paste Options Button
Function
Use the formatting of the selection you copied or cut.
Formats the selection using the style of the location where you paste the selection.
Uses the formatting of the selection you cut or copied and links the selection at the new
location to the selection at the original location.
Formats the selection using the style of the location where you paste the selection and links
the selection at the new location to the selection at the original location.
Formats the selection as a graphic that you cannot edit in Word.
Applies no formatting to the selection; only text appears.
71
Switch
Document Views
New Document - Word
Home
You can view a document five ways. The view you use
depends entirely on what you are doing at the time;
select the view that best meets your needs. For more on
the various views, see the section “Understanding
Document Views.”
buttons on the Ribbon:
Print Layout
Full Screen Reading
Web Layout
Outline
Draft
● Word switches your document to
the view you selected.
● Buttons for each view also appear
at the right edge of the status bar;
position the mouse pointer over
each button to see its function
and click a button to switch views.
72
View
Hyperlink
Bookmark
Cross-reference
Links
Header
Footer
# Page Number
Header & Footer
Quick Parts
Word Art
Drop Cap
Text
Equation
Symbol
Symbols
nt - Word
Home
Home
Switch Document Views
1
2
Page Layout References Mailings Review
Cover Page
Blank Page
Table
Picture Clip A
Art Chart
Page Break
Pages
Tables
Illustrations
Shap
Shapes
Shapes
The button for the currently selected view appears in orange.
1 Click the View tab.
2 Click one of the Document Views
Insert
Shapes
nt
View
View
New Docume
Review
Header
Mailings Review
Hyperlink
Footer
Hyperlink
References Mailings
Layout References
# PageFNumber
Bookmark
Page Layout
Insert
Cross-reference
H d & Footer
Header
Cross-reference
Insert CoverPage
t Chart
Page
ks
A
Links
Page
Links
Art
Cover Page
Page
Picture Clip
BlankBreak
Blank
Page Break
Page
Pag
Pages
Table
bles
Tables
T
Illustrations
Equation
Quick Parts
Symbol
Word Art
Drop Cap
Symbols
Symbols
Symb
Symbo
Text
Understanding
Document Views
Editing Text
3
chapter
You should select the view that best meets your needs. But, which view is right for you? The
purpose of each view is described in this section.
To switch between views, see the section “Switch Document Views.”
Draft View
Draft view is designed for editing and formatting; it does not display your document the way it
will print. Instead, you can view elements such as the Style Area on the left side of the screen,
but you cannot view the document’s margins, headers and footers, or graphics in the location
where they will appear.
Web Layout View
Web Layout view is useful when you are designing a Web page.
Print Layout View
Print Layout view presents a “what you see is what you get” view of your document. In Print
Layout view, you see elements of your document that affect the printed page, such as margins.
Outline View
Outline view helps you work with the organization of a document. Word indents text styled as
headings based on the heading number; you can move or copy entire sections of a document
by moving or copying the heading.
Full Screen Reading View
Full Screen Reading view is designed to minimize eye strain when you read a document
on-screen. This view removes most toolbars. To return to another view, click the Close button
(
) in the upper-right corner of the screen.
73
Work with the
Navigation Pane
You can use the Navigation Pane to navigate
through a document that contains text styled in
one of the Heading styles.
The Navigation Pane is blank for documents that do not contain
Heading styles. For more information on styles, see Chapter 6.
Work with the Navigation Pane
Navigate Using Headings
1 In a document containing text
styled with Heading styles, click
the View tab.
2 Click Navigation Pane
(
changes to
).
The Navigation Pane appears.
● Heading1 styles appear at the left
edge of the Navigation Pane.
● Word indents Heading2 styles
slightly and each subsequent
heading style a bit more.
● This icon represents a heading
displaying subheadings; you can
click it to hide subheadings.
● This icon represents a heading
hiding subheadings; you can click
it to display subheadings.
74
1
2
Editing Text
3
chapter
3 Click any heading in the
Navigation Pane to select it.
● Word moves the insertion point to
it in your document.
or
to
● You can click
navigate one heading at a time
through your document.
3
Navigate by Page
1 Click here.
● Word displays each page in your
document as a thumbnail.
1
2 Click a thumbnail.
● Word selects that page in the
Navigation Pane and moves the
insertion point to the top of that
page.
2
or
to
● You can click
navigate one page at a time
through your document.
What do I do with the
Search Document box?
You can use the Search
Document box to find
text in your document;
see Chapter 4 for details
on using this box and on
other ways you can
search for information in
your document.
um
Doc
ent
I realize I can close the
Navigation Pane by clicking
in the upper-right corner of
the pane. What does
beside
do?
When you click
, a menu
appears. You can use the menu to
move or size the Navigation Pane.
The menu also contains a Close command that you can
to close the Navigation Pane.
use instead of
75
Zoom In
or Out
You can use the Zoom feature to enlarge or
reduce the size of the text on-screen. Zooming
in enlarges text. Zooming out reduces text,
providing more of an overview of your
document.
Zoom In or Out
1 Click the View tab.
2 Click Zoom.
1
2
The Zoom dialog box appears.
3 Click a zoom setting.
76
3
Editing Text
3
chapter
● You can click the Many pages
button and select to display
multiple pages.
Note: The number of pages you can view depends
on the resolution you set for your monitor.
4 Click OK.
4
The document appears on-screen
using the new zoom setting.
What do the Page width and
Text width options do?
You can select the Page width
changes to
) to fit
option (
the page, including margins, across
the width of the screen, or Text
width to fit text, excluding
margins, across the width of the
screen. The Page Width button on
the Ribbon serves the same purpose as the Page width
option in the Zoom dialog box, and the One Page button
and the Two Pages button on the Ribbon are the most
common choices when using the Many pages option in the
Zoom dialog box.
Can I use the
mouse to
zoom?
Yes. Drag the
Zoom slider in
the status bar or
click the plus or
minus signs at
either end of the
Zoom slider. Each click of the plus sign
zooms in 10 percent; each click of the
minus sign zooms out 10 percent.
77
Insert a
Symbol
Using the Symbol feature, you can insert
characters into your documents that do not
appear on your keyboard.
Insert a Symbol
1 Click the location in the document
2
where you want the symbol to
appear.
3
2 Click the Insert tab.
3 Click Symbol.
A list of commonly used symbols
appears. If the symbol you need
appears in the list, you can click it
and skip the rest of these steps.
4
1
4 Click More Symbols.
The Symbol dialog box appears.
5 Click here and select the symbol’s
font.
78
5
Editing Text
3
chapter
The available symbols change to
match the font you selected.
6 Click a symbol.
7 Click Insert.
8 Click Close to close the Symbol
6
dialog box.
8
7
● The symbol appears in the
document.
Note: You can control the size of the symbol the
same way you control the size of text; see Chapter
5 for details.
If I have a particular symbol I use frequently, how can I easily insert it?
You can assign a keyboard shortcut, which you can then use to place the symbol.
1 Complete Steps 1 to 6 in this section and then click Shortcut Key.
2 In the Customize Keyboard dialog box, press
or
and any
other key; the combination should be unassigned in the selected
template.
2
3 Click Assign.
4 Click Close in both dialog boxes.
You can now position the insertion point and press the assigned
keyboard shortcut to place the symbol.
3
4
79
Work with
Equations
Word 2007 Equations
You can easily create complex equations in
Word 2010 using the Equation Tools Design
tab on the Ribbon. You no longer need to use
add-in products as you did in versions of Word
prior to Word 2007.
If you add a structure to an equation, Word supplies dotted box
placeholders for you to click and substitute constants or variables.
Note that the Equation feature does not function when you work
in Compatibility Mode.
Work with Equations
Insert an Equation
2
3
1 Position the insertion point where
you want to insert an equation.
2 Click the Insert tab.
3 Click
on the Equation
1
button.
● The Equation Gallery, a list of
commonly used equations,
appears.
4
You can click an equation to insert
it and then skip Steps 4 and 5.
4 Click Insert New Equation.
Word inserts a blank equation box.
● The Equations Tools Design tab
appears on the Ribbon.
5 Type your equation.
You can click the tools on the
Ribbon to help you type the
equation.
6 Press
or click outside the
equation box.
80
5
Editing Text
3
chapter
Word hides the equation box and
you can continue typing.
Delete an Equation
1 Click anywhere in the equation to
display it in the equation box.
2 1
2 Click the three dots on the left
side of the box.
Word highlights the contents of
the equation box.
3 Press
Del
.
Word deletes the equation from
your document.
Can I save an equation I use regularly
so that I do not have to create it each
time I need it?
3
4
Yes. Follow these steps:
1
2
3
4
5
6
Click anywhere in the equation.
Click the three dots on the left side of the box.
Click the Equation Tools Design tab.
1
Click Equation.
Click Save Selection to Equation Gallery.
5
In the Create New Building Block dialog box
that appears, click OK.
The next time you display the Equation Gallery,
your equation appears on the list.
81
Set Options for
Additional Actions
You can control the kinds of information Word
recognizes and identifies for additional actions that can
save you time.
You also can turn off additional action recognition entirely.
Set Options for Additional Actions
1 Click the File tab.
1
The Back Stage view appears.
2 Click Options.
2
The Word Options dialog box
appears.
3 Click Proofing.
4 Click AutoCorrect Options.
The AutoCorrect dialog box
appears.
5 Click the Actions tab.
● You can click here ( changes
to ) to turn off smart tag
recognition.
3
4
5
6 Click the check box beside an
item to turn additional action
recognition on ( ) or off ( ).
6
7 Click OK to close the AutoCorrect
dialog box.
8 Click OK to close the Word
8
Options window.
Word saves your preferences.
82
7
Using Additional
Actions
Editing Text
3
chapter
You can use the Additional Actions feature, formerly
called “Smart Tags,” to save time. Using this feature,
Word can convert measurements, add a telephone
number to Outlook Contacts, or schedule a meeting.
This feature may not be on by default; see the section, “Set Options for
Additional Actions.”
Using Additional Actions
1 Right-click text for which you have
enabled additional actions. In this
example uses an address.
● A context menu appears.
2 Click Additional Actions.
1
2
● Word displays a list of actions you
can take using the text.
3 Click an action.
Word performs the action; or, the
program that performs the action
you selected appears on-screen.
3
83
Translate
Text
Using the Translation feature, you can
translate a word from one language to
another using language dictionaries
installed on your computer.
If you are connected to the Internet, the Translation feature
searches the dictionaries on your computer as well as online
dictionaries.
Translate Text
Translate a phrase
1
2
3
4
2
3
Select a phrase to translate.
Click the Review tab.
4
Click Translate.
Click Translate Selected Text.
1
● The Research task pane appears.
● The phrase you selected appears
here.
● The current language translation
languages appear here.
to display
● You can click
available translation languages.
● The translation appears here.
84
Editing Text
Use the Mini Translator
3
chapter
1
2
1 Click the Review tab.
2 Click Translate.
3 Click Mini Translator.
3
4 Move the mouse pointer over any
word.
● A translation of the word appears.
5 Repeat Step 4 for each word you
want to translate.
To stop translating, repeat Steps
1 to 3.
4
How do I set a
translation language
for the Mini Translator?
Click the Review tab and
then click Translate; from
the drop-down menu, click
Choose Your Translation Language. On the
left side of the Translation Language Options
dialog box, click Mini Translator and then use
to select the originating and target
languages to use for translation.
Can the Translation feature
translate my entire document?
tor
nsla
Tra
Yes and no. While the feature is capable
of fairly complex translations, it may not
grasp the tone or meaning of your text.
You can choose Translate Document
from the Translate drop-down menu to send the
document over the Internet for translation, but be
aware that Word sends documents as unencrypted
HTML files. If security is an issue, do not choose this
route; instead, consider hiring a professional translator.
85
chapter
4
Proofreading
in Word
We the people of the United States , in order to
form an more perfect union, establish justuce,
provide for the
y, prov
ility,
insure domestic tranqility
welfare,
eneral w
common defense, promote the gener
lvess
elve
urse
ours
to
ty
liber
of
and secure the blessings
blish this
esta
and
in
orda
do
,
arity
and our post
ricaa..
meric
States of Ame
Constituiton for the United
This chapter shows you how
to handle proofreading
tasks in Word. You can
search through text to find
something in particular, as
well as search for particular
text to replace it. Word
contains some features to
help you with spelling and
grammar issues as well as
researching aids. This
chapter also shows you how
to track revisions and work
with revisions provided by
multiple reviewers.
Search for Text.................................................... 88
Substitute Text.................................................... 90
Count Words in a Document........................... 92
Automatically Correct Mistakes ..................... 94
Automatically Insert Frequently
Used Text ......................................................... 96
Check Spelling and Grammar ......................... 98
Disable Grammar and Spell Checking ........100
Find a Synonym or Antonym
with the Thesaurus .....................................102
Research Information .....................................104
Add Comments to a Document ....................106
Track Document Changes
During Review ..............................................108
Review Tracked Changes ...............................110
Combine Reviewers’ Comments...................112
Search
for Text
Occasionally, you need to search for a word or
phrase in a document. You can search for all
occurrences simultaneously or for each single
occurrence.
This section focuses on finding text; see the next section, “Substitute
Text” for information on finding and replacing text.
er
Crest of Aeom
The White
e foul
h
ere.
t
t
a
r
e
d
n
o
d in w
beast that lay th
They looke
that lay tshaeirde,.“Ride
t
s
a
e
b
l
l
e
f
e
h
t
Marck”, he
carcass of
, “Ride
Find
e Marck,”, he sawidyn farewell.”
a n d R “Hail, King of th
bid Aeo
eplac
ewell.”
r
a
f
n
y
w
o
e
e
y - bid A
t Aeowyn
nowTteoxvtictor
Find
d knew noatt Atheoawyn
:
h
t
t
o
n
w
e
n
go odAnd so he died and k
bye
stood by
Repl
d tehtohsaet tshtoaot d by
ace:
him. And thos
r
a
e
n
y
a
l
fa rew
i Theodyn
ell t crying, “Theodyn, kingk, Theodyn
wep
to them
A omer said
CA
NCE
L
OK
Search for Text
Search for All Occurrences
1
2
1 Click the Home tab.
2 Click Find.
● The Navigation Pane appears.
3 Type the word or phrase for
which you want to search.
● Word highlights all occurrences of
the word or phrase in yellow.
4 Click Close (X) to clear the search
and results.
5 Click Close (X) to close the
Navigation Pane.
88
5
3
4
Proofreading in Word
4
chapter
Search for One Occurrence
at a Time
1 Complete Steps 1 and 2 in the
subsection “Search for All
Occurrences.”
2
3
2 Click the magnifying glass
button (
).
3 From the menu that appears, click
Find to display the Find and
Replace dialog box.
4 Click here and type the word or
phrase for which you want to
search.
● You can click Reading Highlight
and then click Highlight All to
highlight each occurrence of the
word in yellow.
4
● You can click Find in to limit the
search to the main document or
the headers and footers.
5
5 Click Find Next to view each
occurrence.
When Word finds no more
occurrences, a dialog box appears
telling you that the search is
finished; click OK.
How can I set options to limit my search in the Navigation Pane?
1 Complete Steps 1 and 2 in the subsection “Search for All Occurrences.”
2 Click .
3 From the menu that appears, click Options to display the Find
4
Options dialog box.
4 Select the options you want to use ( changes to ).
5 Click OK and complete the rest of the steps in the section.
5
89
Substitute
Text
Home
Often, you want to find a word or phrase
because you need to substitute some other word
or phrase for it.
Shapes
Insert
New Document - Word
Page Layout References Mailings
Review
View
Cover Page
Hyperlink
Blank Page
Bookmark
Page Break Table Picture Clip
A t Chart
Art
Cross-reference
Pages
Tables
Illustrations
Links
Header
Footer
# Page Number
Header & Footer
Quick Parts
Equation
Word Art
Symbol
Drop Cap
Symbols
Text
You can substitute a word or phrase for all occurrences of the
original word or phrase, or you can selectively substitute.
Substitute Text
1 Click the Home tab.
2 Click Replace.
1
2
The Find and Replace dialog
box appears.
3 Type the word or phrase you
want to replace here.
4 Type the word or phrase you
want Word to substitute here.
● You can click More to display
additional search and replace
options; the More button
changes to Less.
5 Click Find Next.
90
3
4
5
Proofreading in Word
4
chapter
● Word highlights the first
occurrence of the word or phrase
that it finds.
● If you do not want to change the
highlighted occurrence, you can
click Find Next to ignore it.
6 Click Replace.
● To change all occurrences in
the document, you can click
Replace All.
6
● Word replaces the original word
or phrase with the word or phrase
you specify as the substitute.
7 Repeat Steps 5 and 6 as needed.
8 When Word finds no more
occurrences, a dialog box appears
telling you that the search is
finished; click OK.
● The Cancel button changes
to Close.
8
9 Click Close to close the Find and
Replace dialog box.
Can I find italic text
and change it to
boldface text?
Can I search for and replace
special characters such as
tabs or paragraph marks?
Yes. Follow Steps 1 and
2 and click More to
expand the window.
Follow Steps 3 and 4,
but, instead of typing text, click Format and then
click Font. In the Font style list of the Font dialog
box that appears, click Italic for Step 3 and Bold
for Step 4. Then complete Steps 5 to 9.
Yes. Follow Steps 1 and 2 and
click More to expand the window.
tab
Then follow Steps 3 and 4, but
instead of typing text, click Special
to display a menu of special characters. For Step 3,
select the special character you want to find. For
Step 4, select the special character you want to
substitute. Then complete Steps 5 to 9.
91
Count Words
in a Document
New Document - Word
Home
You can count the number of words in a
document or in any portion of a document. This
is particularly handy when you must limit the
number of words in a section of a document.
Make use of this feature when a work or school
project requires a specific number of words.
Shapes
Insert
Page Layout References Mailings Review
Cover Page
Blank Page
Page Break Table Picture Clip Art
A Chart
Pages
Tables
Illustrations
View
Hyperlink
Bookmark
Cross-reference
Links
Header
Footer
# Page Number
Header & Footer
Quick Parts
Word Art
Drop Cap
Text
Equation
Symbol
Symbols
Count Words in a Document
Display the Word Count
1 Right-click the status bar.
● The Status Bar Configuration
menu appears.
● The number across from Word
Count is the number of words in
the document.
3
2 If no check mark appears beside
Word Count, click Word Count;
otherwise, skip this step.
3 Click anywhere outside the menu.
1
● Word closes the menu and the
number of words in the document
appears on the status bar.
92
2
Proofreading in Word
4
chapter
Display Count Statistics
1 Click the word count on the
status bar.
1
The Word Count dialog box
appears.
The Word Count dialog box
reports the number of pages,
words, characters with and
without spaces, paragraphs, and
lines in your document.
2
2 When you finish reviewing count
statistics, click Close.
Can I count the number of words in
just one paragraph?
Yes. Do the following:
1 Select the text containing the words you
want to count.
● Both the number of words and the total
words in the document appear in the
Word Count box on the status bar.
1
93
Automatically
Correct Mistakes
Using the AutoCorrect feature, Word
automatically corrects hundreds of
common typing and spelling mistakes as
you work. You can also add your own set
of mistakes and the corrections to the list
Word references.
e Zombie
I was a Teenag
EXT. Night
eet.
Muncie str
Open on a
ughs!
Gimme do
Punk One:
y brains!
Oh no, m
Woman:
T
EC
CORR
AUTO
Automatically Correct Mistakes
1 Click the File tab.
1
The Backstage view appears.
2 Click Options.
2
The Word Options dialog box
appears.
3 Click Proofing to display
proofing options.
4 Click AutoCorrect Options.
94
3
4
Proofreading in Word
4
chapter
The AutoCorrect dialog box
appears.
● The corrections Word already
makes automatically appear in
this area.
5 Click here and type the word you
typically mistype or misspell.
6
5
6 Click here and type the correct
version of the word.
7 Click Add.
7
● Word adds the entry to the list to
automatically correct.
You can repeat Steps 5 to 7 for
each automatic correction you
want to add.
8 Click OK to close the AutoCorrect
dialog box.
9 Click OK to close the Word
Options dialog box.
8
9
How does the
automatic correction
work?
What should I do if Word
automatically replaces an entry
that I do not want replaced?
You do not need to do
ECT
CORR
AUTO
anything unusual — just
type. If you mistype or
misspell a word stored
as an AutoCorrect entry,
Word corrects the entry when you press
.
, or
,
Position the insertion point at the
beginning of the AutoCorrected
word and click the AutoCorrect
) that appears.
Options button (
From the list of choices displayed,
click Change back to. To make Word permanently stop
correcting an entry, follow Steps 1 to 4, click the stored
AutoCorrect entry in the list, and then click Delete.
95
Automatically Insert
Frequently Used Text
Quick
Using the Quick Parts feature, you can store and
then insert phrases you use frequently. The Quick
Parts feature is particularly useful for phrases that
take up more than one line, such as a name, title, and
company name that appears at the bottom of a letter.
ibrary
L
Parts
Quick
ibrary
L
Parts
Quick Parts were known as AutoText entries in versions of Word prior
to Word 2007. Any AutoText entries you created appear in Word 2010,
but unless you remember their names, you can insert them only using
the AutoText Gallery. For Word 2010, Quick Parts are faster and easier
to use.
Automatically Insert Frequently Used Text
Create a Quick Part Entry
1 Type the text that you want to
store, including all formatting that
should appear each time you
insert the entry.
1
2 Select the text you typed.
3 Click the Insert tab.
4 Click Quick Parts.
5 Click Save Selection to Quick
Part Gallery.
96
2
3
4
5
Proofreading in Word
The Create New Building Block
dialog box appears.
4
chapter
6
6 Type a name that you want to
use as a shortcut for the entry.
7 Click OK.
7
Word stores the entry on the
Quick Part Gallery.
2
Insert a Quick Part Entry
1 Position the insertion point where
3
you want the Quick Part entry to
appear.
2 Click Quick Parts.
All building blocks you define as
Quick Parts appear on the Quick
Part Gallery.
3 Click the entry.
1
sName
Quick Part
How can I find and use
an AutoText entry?
AutoText entries do not
appear when you open the
Quick Part Gallery. To find an
ss
oocckk
gg BBll eerr
AutoText entry, click Quick
llddiinnrrggaanniizz
i
i
u
u
BB OO
Parts and then click
Building Blocks Organizer.
In the Building Blocks
Organizer window that
appears, click the entry and click Insert.
Ann
Yes. Type the
name you
assigned to the
entry and press
. Word inserts
the Quick Part.
ck Parts Name
Quick Parts Qui
Name
ABC Co.
Is there a way
to use the Quick
Part without
using the
mouse?
J.
PreDavid
sid
ent
Word inserts the Quick Part entry.
97
Check Spelling
and Grammar
Using the Spelling and Grammar Checker, you
can search for and correct all spelling and
grammar mistakes in your document. On-screen,
Word places a red squiggly underline beneath
spelling errors, a green squiggly underline
beneath grammar errors, and a blue squiggly line
under correctly spelled but misused words.
Uni States , in order to
We the people of the United
ct union, establish justuce,
form an more perfect
provid for the
yy,, provide
lity,
insure domestic tranqilit
welf
eral welfare,
common defense, promote the general
ves
oursellves
liberty to ourse
and secure the blessings of
lish this
blish
and estab
and our postarity, do ordain
States of America.
Constituiton for the United
Check Spelling and Grammar
1 Click the Review tab.
2 Click Spelling and Grammar.
● Word selects the first spelling or
grammar mistake and displays the
Spelling and Grammar window.
Note: If your document contains no errors, this
window does not appear.
● This area displays the spelling or
grammar mistake.
● This area displays suggestions to
correct the error.
98
2
1
Proofreading in Word
4
chapter
3 Click the suggestion you want
to use.
4 Click Change.
● You can click Ignore Once or
Ignore All to leave the selected
word or phrase unchanged.
Word selects the next spelling or
grammar mistake.
3
4
5 Repeat Steps 3 and 4 for each
spelling or grammar mistake.
Word displays a dialog box when
it finishes checking for spelling
and grammar mistakes.
6 Click OK.
6
Can I correct spelling
and grammar mistakes
as I work instead of
checking them all at
once?
Yes. Each time you see a
red, green, or blue squiggly
underline, right-click the
word or phrase. Word
displays a menu of suggestions; you can click one
to correct the error.
When should I use the Add
to Dictionary button?
Word identifies misspellings by
comparing words in your
document to its own
NARY
O
I
T
C
dictionary. When a word you
DI
type does not appear in Word’s
dictionary, Word flags the word
as misspelled. If the word is a
term you use regularly, click Add to Dictionary so
that Word stops flagging the word as a misspelling.
99
Disable Grammar
and Spell Checking
By default, Word automatically checks spelling
and grammar by displaying red and green
squiggly lines whenever it identifies a spelling or
grammar mistake. If the red and green squiggly
underlines annoy you, you can turn off automatic
spelling and grammar checking.
Disable Grammar and Spell Checking
1 Click the File tab.
1
The Backstage view appears.
2 Click Options.
2
100
We the people of the United States , in or
form an more perfect union, establish ju
insure domestic tranqility, provide f
common defense, promote the general w
and secure the blessings of liberty to ou
and our postarity, do ordain and establi
Constituiton for the United States of Ame
Proofreading in Word
The Word Options dialog box
appears.
3 Click Proofing.
4 Deselect the Check spelling as
4
chapter
3
you type option ( changes
to ) to disable automatic spell
checking.
5 Deselect the Mark grammar
5
errors as you type option
( changes to ) to disable
automatic grammar checking.
6 Click OK.
4
6
● Word no longer identifies the
spelling and grammar errors in
your document.
If I disable automatic spelling
and grammar checking, is there
a way to check spelling and
grammar?
HIDE
Yes. Use the procedure described in
the section “Check Spelling and
Grammar.” When you follow the
procedure in that section, you
disable only the portion of the feature where Word
automatically identifies misspellings or grammar
mistakes with squiggly red or green underlines.
What should I do if I
change my mind and
decide that I want to
see the red and
green squiggly lines?
Repeat the steps in this
section, selecting the
options you deselected
changes
previously (
).
to
101
Find a Synonym or Antonym
with the Thesaurus
Using the thesaurus, you can search for a more
suitable word than the word you originally chose. The
thesaurus can help you find a synonym — a word with
a similar meaning — for the word you originally
chose, as well as an antonym, which is a word with an
opposite meaning.
Alike
D i ff e
rent
Find a Synonym or Antonym with the Thesaurus
1 Click the word for which you want
to find an opposite or substitute.
2
3
2 Click the Review tab.
3 Click Thesaurus.
1
The Research task pane appears.
● The word you selected appears
here.
● Click here to display a list of
resources you can use to search
for information.
102
Proofreading in Word
4
chapter
A list of words with similar
meanings appears.
● Each bold word represents a part
of speech — a noun, a verb, an
adjective — with a similar
meaning to the word you selected.
● Each word listed below a bold
word is a synonym for the bold
word.
● Antonyms are marked.
4 Point the mouse at the word you
want to use in your document.
appears beside the word.
4
5
6
5 Click here to display a list of
choices.
6 Click Insert.
Word replaces the word in your
document with the one appearing
in the Research task pane.
Is there a faster way I can display
synonyms and antonyms?
1
Yes. Follow these steps:
1 Click the word for which you want a
synonym or antonym.
2 Press
or right-click the word
+
and click Synonyms.
3
2
3 Click a choice to replace the word in your
document.
103
Research
Information
Using the Research task pane, you can look
up a word in the dictionary or search online
resources for information on a variety of
subjects using encyclopedias or online
business resources.
A
B
C
Dictio
Encyc
Using online resources, you can search for essential business
news and information to help you make better decisions
faster, and you can get a stock quote.
Inte
nary
loped
ia
rnet
CAN
CEL
OK
Research Information
1 Click a word in your document
that you want to research.
3
2
2 Click the Review tab.
3 Click Research.
1
● The Research task pane appears.
● The word you clicked in Step 1
appears here.
4
4 Click here to display a list of
resources available for research.
5 Click the resource you want
to use.
Note: This example uses MSN Money Stock
Quotes.
104
5
4
chapter
Proofreading in Word
● Information from the research
tool you selected appears in the
Research task pane.
● Some of the research tools offer
you a way to include the research
in your document; for example,
using MSN Money Stock Quotes,
you can click
and then click
Insert Price.
Can I find all the
research information
for free?
How can Factiva iWorks
help me?
File Edit View Favorites
ebsit
webs
Tools Help
bsite
e.com
ite.co
.com
m
Back- Windows Inter
Search
net Explo
Favorites
re
rer
Factiva iWorks provides free
fac
f tiv
ti a
$
Web search capabilities and
$
$
is designed to provide
access to content that helps
employees make quicker,
more informed business
decisions. It is a streamlined
version of Factiva.com, the fee-based search
engine built into Microsoft Office 2003 and later.
http://
Addresswww.w
.websi
http://ww
ebsite.
t com s.com/
w.giganew
factiva
Dow
SearchJones
Search
rchh
& Reuters
GO
Go
Windows
ws Live
Page
No. If you must pay for the
information, a link appears
in the Research pane.
Tools
GO
ISP Special!
ISP Specia
l!
RECENT NEWS
RECEN
RECENTT NEWS
NEWS
105
Add Comments
to a Document
New Document - Word
Home
You can add comments to clarify your
documents. For example, you can use a
comment to explain a statement, add a note of
clarification, or remind you to take an action.
Shapes
Insert
Page Layout References Mailings Review
Cover Page
Blank Page
Page Break Table Picture Clip AArtt Chart
Pages
Tables
Illustrations
Add Comments to a Document
Add a Comment
3
4
1 On the status bar, click the Full
Screen Reading button ( ), the
Web Layout button ( ), or the
Print Layout button ( ) to view
your document.
You alternatively can click
or
on the View tab.
,
2 Select the text about which you
want to comment.
,
2
3 Click the Review tab.
4 Click New Comment.
1
● A comment balloon appears in
the markup area on the right side
of the document.
● The comment balloon is attached
to the text you selected, which is
highlighted in the color of the
balloon.
Note: In the comment, Word inserts the initials
stored in the Personalize section of the Word
Options dialog box along with a comment number.
106
View
Hyperlink
Header
Bookmark
Footer
Cross-reference # Page Number
Header & Footer
Links
Quick Parts
Equation
Word Art
Symbol
Drop Cap
Symbols
Text
Proofreading in Word
4
chapter
5 Type the text you want to store
in the comment.
6 Click outside the comment
balloon to save your comment.
5
6
Delete a Comment
2
1 Click anywhere in the comment
balloon you want to delete.
2 On the Review tab, click Delete.
Word deletes the comment balloon
and removes the highlighting from
the associated text.
1
Can I insert a comment in Draft view
or Outline view?
Yes. Do the following:
1 Follow Steps 1 to 4 in this section,
selecting Draft view (
view ( ) in Step 1.
) or Outline
2 Type your comment.
3 To continue working, click in the
2
3
document.
● To hide the pane, click the Close
button ( ).
107
Track Document
Changes During Review
view
Monthly Re6
11-09-200
n
r Edition
Novembe
Word can track the editing and formatting
changes made to your document. This feature is
particularly useful when more than one person
works on the same document.
Monthly Review
views
Format Re
01-06-2007
view
Monthly Re
06
12-02-20
r Edition
Decembe
rmats
Tracked Fo
When Word tracks document revisions, it tracks the changes
made and who made them so that you can easily identify who
did what to a document.
Tracking Ed
its
eview
Monthly R07
01-06-20
dition
January E
Tracking
Edits
Track Document Changes During Review
1 Click
2
.
3
The document appears in Print
Layout view.
2 Click the Review tab.
3 Click Track Changes.
1
● The Track Changes button
appears pressed.
4 Make changes to the document
as needed.
● A vertical bar appears in the left
margin beside lines containing
changes.
● Deleted text changes appear with
strikethrough formatting.
108
4
Proofreading in Word
4
chapter
● Added text appears underlined
and in a color other than black.
Each reviewer’s changes appear in
a different color.
● You can view details about a
change and who made it by
positioning the mouse pointer
over a change.
You can stop tracking changes
by repeating Steps 2 and 3.
Note: To review changes and accept or reject
them, see the section “Review Tracked Changes.”
Can I print revisions?
Yes, you can print revisions in the
document as they appear on-screen,
or print a separate list of revisions.
1
1 Click the File tab.
The Backstage view appears.
2
3
4
5
2
3
Click Print.
Click the button below Settings.
Click List of Markup.
Click Print.
4
109
Review Tracked
Changes
New Document - Word
Home
When you review a document containing tracked
changes, you decide whether to accept or reject
the changes. As you accept or reject changes,
Word removes the revision marks.
Shapes
Insert
Page Layout References Mailings Review
View
Cover Page
Hyperlink
Header
Blank Page
Bookmark
Footer
Page Break Table Picture Clip Art Chart
Cross-reference # Page Number
Header & Footer
Tables
Pages
Illustrations
Links
Quick Parts
Equation
Word Art
Symbol
Drop Cap
Symbols
Text
Review Tracked Changes
1 Open a document in which
changes were tracked.
2 Click the Review tab.
3 Click Reviewing Pane.
2
3
● For each change, Word displays
the reviewer’s name, the date and
time of the change, and the details
of the change.
● You can click
the pane.
to close
4 Press
+ Home to place the
insertion point at the beginning of
the document.
5 Click Next to review the first
change.
● Word highlights the change.
You can click Next again to skip
over the change without accepting
or rejecting it.
110
5
Proofreading in Word
4
chapter
6 Click Accept to incorporate the
change into the document or
Reject to revert the text to its
original state.
Word accepts or rejects the
change, removes the revision
marks, and highlights the next
change.
6
7 Repeat Step 6 to review all
revisions.
● If you need to move backward to
a change you previously skipped,
you can click Previous.
When you have reviewed all
changes, this dialog box appears.
8
8 Click OK.
Is there a way I can work in the document without addressing the changes or viewing the
tracking marks?
Yes. You can work viewing the original document before changes or viewing the edited document
after changes.
1 Click the Display for Review
drop-down menu.
2 Click Final to view the edited
1
2
document without revision marks or
click Original to view the document
without revision marks, before any
changes were made.
111
Combine Reviewers’
Comments
Anne’s
Com
men
ts
re
ce
d
You can combine two versions of the same document;
this feature is particularly useful when two reviewers
have each reviewed the same original and you want to
work from the combined changes of both reviewers.
’S COMMENTS
JON
ed
olde
st
,
incomplete sentenc
e
f
Combine Reviewers’ Comments
1 Click the Review tab.
2 Click Compare.
3 Click Combine.
1
2
3
The Combine Documents dialog
box appears.
4 Click the Open button (
)
for the Original document.
The Open dialog box appears.
4
5
5 Navigate to the folder containing
the original file you want to
combine.
6 Click the file.
7 Click Open.
6
7
112
Proofreading in Word
4
chapter
The Combine Documents dialog
box reappears.
8 Repeat Steps 4 to 7, clicking
9
for the Revised document.
● You can type a label for changes
to each document in these boxes.
9 Click OK.
Word displays three panes.
● The left pane contains the results
of combining both documents.
● The top-right pane displays the
document you selected in Step 6.
● The bottom-right pane displays
the document you selected in
Step 8.
● You can display information
about each revision by clicking
Reviewing Pane.
What happens
when I click the
More button?
UMENT
AL DOC
ORIGIN
REVISED DOCUMENT
NEW DO
CUMEN
T
Word displays a
series of settings
you can control.
You can specify
the comparisons
you want to make
and you can
identify how to
show changes. For example, you can control
whether Word displays changes in the original
document, the revised document, or a new
document.
MOR E
Two reviewers
reviewed same
document but they
forgot to track
changes; can I
somehow see their
changes?
Doc 2
Doc 1
You can compare the
documents with the
original or with each other.
Follow the steps in this
section, but, in Step 3, click Compare. Word again
displays three panes; the results of comparing the
two documents appears in the left pane, while the
document you select in Step 6 appears in the topright pane, and the document you select in Step 8
appears in the bottom-right pane.
113
chapter
5
Formatting
Text
W
Documen
t 1 -Mic
rosoft W
ord
ABC
FORMATTING TEX
T
XT
TEXXT
O MATTING TE
FOOR
You can format text for
emphasis and for greater
readability. And although
the individual types of
formatting are discussed
separately, you can perform
each of the tasks in this
chapter on a single
selection of text.
Change the Font ...............................................116
Change Text Size ..............................................117
Emphasize Information with Bold,
Italic, or Underline.......................................118
Superscript or Subscript Text........................119
Change Text Case .............................................120
Change Text Color............................................121
Apply Text Effects ............................................122
Apply a Font Style Set ....................................124
Apply Highlighting to Text .............................126
Apply Strikethrough to Text ..........................127
Copy Text Formatting ......................................128
Remove Text Formatting ................................129
Set the Default Font for All
New Documents ...........................................130
Change
the Font
You can change the typeface that appears in your
document by changing the font. Changing the font
can help readers better understand your document.
Text
Font and Size
Changer
A BB
A
Use serif fonts — fonts with short lines stemming from the bottoms of the
letters — to provide a line that helps guide the reader’s eyes. Use sans serif
fonts — fonts without short lines stemming from the bottoms of the letters —
for headlines.
to change
C
font and si
ze
Change the Font
1 Select the text that you want to
2
change to a different font.
If you drag to select, the Mini
toolbar appears faded in the
background, and you can use it
by moving
toward the Mini
toolbar.
1
● To use the Ribbon, you can click
the Home tab.
2 Click here to display a list of the
available fonts on your computer.
Word displays a sample of the
selected text in any font at which
you point the mouse.
Note: See Chapter 1 for details on Live Preview
and the Mini toolbar.
3 Click the font you want to use.
● Word assigns the font you
selected to the text you selected.
You can click anywhere outside
the selection to continue working.
116
3
Change
Text Size
chapter
Formatting Text
5
You can increase or decrease the size of the text in your
document. Increase the size to make reading the text
easier; decrease the size to fit more text on a page.
Change Text Size
1 Select the text to which you want
2
to assign a new size.
If you drag to select, the Mini
toolbar appears faded in the
background, and you can use it
by moving
toward the Mini
toolbar.
1
● To use the Ribbon, click the
Home tab.
2 Click here to display a list of the
possible sizes for the current font.
Word displays a sample of the
selected text in any font size at
which you point the mouse.
3
Note: See Chapter 1 for details on Live Preview
and the Mini toolbar.
3 Click the size you want to use.
● Word changes the size of the
selected text.
You can click anywhere outside
the selection to continue working.
117
Emphasize Information with
Bold, Italic, or Underline
You can apply italics, boldface, or underlining to text
in your document for emphasis.
help
Emphasize Information with Bold, Italic, or Underline
1 Select the text that you want to
emphasize.
● If you drag to select, the Mini toolbar
appears faded in the background,
and you can use it by moving
toward the Mini toolbar.
Note: See Chapter 1 for details on the Mini toolbar.
● If you want to use the Ribbon, click
the Home tab.
2 Click the Bold button ( ), the
Italic button ( ), or the Underline
button ( ) on the Ribbon or the
Mini toolbar.
● Word applies the emphasis you
selected.
This example shows the text after
italics is selected.
You can click anywhere outside
the selection to continue working.
118
2
1
2
Superscript or
Subscript Text
Formatting Text
chapter
5
You can assign superscript or subscript notation to any
text to make it appear above or below the regular line of
text. Superscripting and subscripting are often used when
inserting trademark symbols.
The example in this section uses superscript.
Superscript or Subscript Text
1 Type the text that you want to
3
superscript or subscript.
4
2 Select the text that you want to
superscript or subscript.
If you drag to select, the Mini
toolbar appears faded in the
background.
Note: See Chapter 1 for details on the Mini
toolbar.
1
3 Click the Home tab.
4 Click the Superscript button ( )
or the Subscript button (
2
).
● Word superscripts or subscripts
the selected text.
You can click anywhere outside
the selection to continue working.
119
Change
Text Case
EADING
You can change the case of selected text instead of
retyping it with a new case applied.
COOLEST
Change Text Case
1 Select the text to which you want
to assign a new case.
If you drag to select, the Mini
toolbar appears faded in the
background.
Note: See Chapter 1 for details on the Mini
toolbar.
2 Click the Home tab.
3 Click the Change Case
button (
).
4 Click the case you want to use.
● The selected text appears in the
new case.
You can click anywhere outside
the selection to continue working.
120
2
3
4
1
Change
Text Color
Formatting Text
chapter
5
You can change the color of selected text for emphasis. Color
is effective when you view your document on-screen, save it as
a PDF or an XPS file, or print it using a color printer.
Text
Change Text Color
1 Select the text that you want to
change to a different color.
2
● If you drag to select, the Mini
toolbar appears faded in the
background, and you can use it
by moving
toward the Mini
toolbar.
2
1
● To use the Ribbon, click the
Home tab.
2 Click the Font Color button (
)
on the Ribbon or on the Mini
toolbar and point at a color.
3
Word displays a sample of the
selected text.
Note: See Chapter 1 for details on Live Preview
and the Mini toolbar.
3 Click a color.
● Word assigns the color to the
selected text.
You can click anywhere outside
the selection to continue working.
121
Apply
Text Effects
You can apply effects to text such as outlining,
shadows, reflections, glows, and beveling to draw a
reader’s eye to the text.
T
X
TE
This example applies outlining to text.
Apply Text Effects
Assign a Text Effect
2
1 Type and select the text to which
3
you want to apply an effect.
If you drag to select, the Mini
toolbar appears faded in the
background.
2 Click the Home tab.
3 Click the Text Effects
button (
).
1
● The Text Effects gallery appears.
Word displays a sample of the
selected text in any text effect at
which you point the mouse.
Note: See Chapter 1 for details on Live Preview
and the Mini toolbar.
4 Click an option from the gallery
to apply it.
122
Formatting Text
chapter
5
● Word applies your choice to the
selected text.
You can click anywhere outside
the selection to continue working.
Control a Text Effect’s Appearance
2
3
1 Select text to which you have applied
an effect.
2 Click the Home tab.
3 Click to display the Text Effects
gallery.
4
4 Click the type of effect you applied.
● Use the menu that appears to make
changes to the appearance of the text
effect.
1
The changes you can make depend on
the type of effect you applied.
I applied a shadow to text but I cannot see it; what
should I do?
Use the Format Text Effects window to adjust the distance of your
shadow. While viewing the Text Effects gallery, click Shadow and
then click Shadow Options.
1 Click Shadow.
2 Drag this slider bar to increase the shadow distance.
● You can type a distance here.
1
3
2
3 Click Close.
123
Apply a Font
Style Set
You can use font style sets to enhance the
appearance of OpenType fonts.
You see the biggest difference in style set changes when you select a
larger number from the Stylistic Sets list box.
Apply a Font Style Set
1 Select an OpenType font.
1
This example uses Gabriola.
2 Type some text.
2
3 Select the text you typed.
If you drag to select, the Mini
toolbar appears faded in the
background.
4 Click the Font
124
.
4
3
Formatting Text
The Font dialog box appears.
chapter
5
5
5 Click the Advanced tab.
6 Click the Stylistic sets and
choose 7.
● A preview of your choice appears
here.
6
7 Click OK.
7
● Word applies the font style set to
the text you selected.
You can click anywhere outside
the selection to continue working.
What effect does the Number forms option in the Font dialog
box have?
When you click
, you can select either Oldstyle or Lining. This feature
for OpenType fonts affects the alignment of numbers above and below
an imaginary horizontal line. Oldstyle aligns numbers above and below
the imaginary line, while Lining aligns numbers on the imaginary line.
125
Apply Highlighting
to Text
You can use color to create highlights in a document to
draw attention to the text. Highlighting is effective when
you view the document on-screen or when you print it
using a color printer.
ord
ft W
roso
Mic
Apply Highlighting to Text
1 Select the text that you want to
2
highlight.
If you drag to select, the Mini
toolbar appears faded in the
background, and you can use it
by moving
toward the Mini
toolbar.
2 To use the Ribbon, click the
Home tab.
3 Click
beside the Text Highlight
Color button ( ) on the Ribbon
or the Mini toolbar and point at
a color.
Word displays a sample of the
selected text highlighted in any
color at which you point the
mouse.
Note: See Chapter 1 for details on Live Preview
and the Mini toolbar.
4 Click a color.
● Word highlights the selected text
using the color you select.
126
4
1
3
Apply Strikethrough
to Text
Formatting Text
chapter
5
Strikethrough formatting is often used in the legal
community to identify text the reviewer proposes to
delete.
If you need to track both additions and deletions and want to update the
document in an automated way, use Word’s review tracking features as
described in Chapter 4.
Apply Strikethrough to Text
1 Select the text to which you want
to apply strikethrough formatting.
2
3
If you drag to select, the Mini
toolbar appears faded in the
background.
Note: See Chapter 1 for details on the Mini
toolbar.
2 Click the Home tab.
3 Click the Strikethrough
button (
).
1
● Word applies strikethrough
formatting to the selected text.
You can click anywhere outside
the selection to continue working.
You can repeat these steps to
remove strikethrough formatting.
127
Copy Text
Formatting
To save time, you can copy formatting that you apply
to text in one portion of your document to another
portion of your document.
Copy Text Formatting
1 Select the text containing the
formatting that you want to copy.
● If you drag to select, the Mini
toolbar appears faded in the
background, and you can use it
by moving
toward the Mini
toolbar.
2
2
1
● To use the Ribbon, click the
Home tab.
2 Click the Format Painter
button (
).
The mouse pointer changes to
when you move the mouse over
your document.
3 Select the text to which you want
to assign formatting.
The newly selected text changes to
the format used for the original
selection.
You can click anywhere outside
the selection to continue working.
128
3
Remove Text
Formatting
Formatting Text
chapter
5
You can quickly and easily remove formatting that you
have applied to text in your document.
Remove Text Formatting
1 Select the text from which you
want to remove formatting.
2
3
Note: If you do not select text, Word removes text
formatting from the entire document.
The Mini toolbar appears faded in
the background.
2 Click the Home tab.
3 Click the Clear Formatting
button (
).
1
● Word removes all formatting from
the selected text.
Click anywhere outside the
selection to continue working.
129
Set the Default Font for
All New Documents
You can change the default font that Word uses
for all new documents you create. The default
font that ships with Word is Calibri, 11 point.
Home
Shapes
Insert
New Do
cument
Page Layou
- Word
t Refe
Cover Page
rences
Mailings
Blank Page
Review
Page Brea
View
k
Table
Pages
Picture
Hyperlink
Tables
Clip Art
A t Chart
Bookm
Illustrations
ark
Cross-referenc
e
Links
Header
Footer
# Page Number
Header & Footer
Quick Parts
Word Art
Drop Cap
Text
Equation
Symbol
Symbols
Documetn1t1
en
m
u
c
o
D
Changing the default font does not affect documents you have
already created.
Set the Default Font for All New Documents
1 Click the Home tab.
2 Right-click the Normal style.
3 Click Modify.
The Modify Style dialog box
appears.
4 Click
to select the font that
you want to use for all new
documents.
5 Click
to select the font size
that you want to use for all new
documents.
130
1
2
3
4
5
Formatting Text
chapter
5
● A preview of the new selections
appears here.
6 Select the New documents
based on this template option
( changes to ).
7 Click OK.
6
7
● When you open a new document,
the default font is the font you
selected.
Note: To open a new document, see Chapter 2.
I like the default font, but I want to indent the first
line of each paragraph by default. Can I do that?
3
Yes. Follow these steps:
1
2
3
4
Complete Steps 1 to 3.
3
Click Format, and from the list that appears, click Paragraph.
Click here and click First line.
Click OK twice.
2
4
131
chapter
6
Formatting
Paragraphs
Home
Paste
Clipboard
Insert Design
Animations Slide
Show Review
View
Layout
Add
Slide
A
Reset
Delete
Slides
B I U S
x
A
?
A
Font
Paragraph
AAA
WordArt Styles
A
Replace
Find
Select
Editing
Instead of formatting
individual words in your
document, you can apply
changes to entire paragraphs
to help certain sections of
your text stand out. You can
apply formatting such as line
spacing, bullets, or borders
to the paragraphs in your
document to enhance the
appearance of the document.
Change Text Alignment ..................................134
Set Line Spacing Within a Paragraph .........135
Set Line Spacing Between Paragraphs .......136
Create a Bulleted or Numbered List ...........138
Display Formatting Marks..............................140
Hide or Display the Ruler ..............................141
Indent Paragraphs ...........................................142
Set Tabs ..............................................................144
Add a Paragraph Border ................................148
Check for Formatting Inconsistencies ........150
Review and Change Formatting ...................152
Compare Formatting .......................................154
Apply Formatting Using Styles .....................156
Switch Styles .....................................................158
Save Formatting in a Style.............................160
Modify a Style ...................................................162
Add Paragraph Shading..................................163
Change Text
Alignment
You can change the alignment of various paragraphs in
your document to enhance the document’s appearance.
You can align text with the left or right margins, center it horizontally
between both margins, or justify it so that the text aligns with both the left
and right margins. To align text vertically, see Chapter 7. The example in this
section centers a headline between the left and right margins.
Change Text Alignment
1 Click anywhere in the paragraph
2
that you want to align.
3
2 Click the Home tab.
3 Click an alignment button.
The Align Left button ( ) aligns
text with the left margin, the
Center button ( ), centers text
between the left and right margins,
the Align Right button ( ) aligns
text with the right margin, and the
Justify button ( ) aligns text
between the left and right margins.
Word aligns the text.
● This text is aligned with the
left margin.
● This text is centered between
both margins.
● This text is aligned with the
right margin.
● This text is justified between
both margins.
134
1
Set Line Spacing
Within a Paragraph
Formatting Paragraphs
You can change the amount of space Word places between
the lines of text within a paragraph. Word 2010 uses a
different default line spacing than Word 2003 and earlier.
chapter
6
Hi Bill,
Can you pick up Kelly at school? She
Word can measure line spacing in inches, but it is typically easiest to measure in
points, specified as pts. 12 pts equal approximately one line of space.
is going to be 15 minutes late for
her band practice if .
Wanda
Set Line Spacing Within a Paragraph
1 Click in the paragraph for which you
2
want to change line spacing.
3
2 Click Home.
3 Click the Line Spacing button ( ).
4 Click a number.
1 represents single spacing, the
default in Word 97–2003; 1.15 is
the default spacing in Word 2010;
1.5 places 1⁄2 blank line between
lines of text; 2 represents double
spacing; 2.5 places 11⁄2 blank lines
between lines of text; and 3
represents triple spacing.
4
1
● Word applies the line spacing you
specified to the selected text.
135
Set Line Spacing
Between Paragraphs
You can change the amount of space Word places
between paragraphs of text. For example, you can
use this technique to set double spacing between
paragraphs while maintaining single spacing within
each paragraph.
Hi Bill,
Can you pick up Kelly at school? She
is going to be 15 minutes late for
her band practice if .
Wanda
By default, Word 2010 uses different settings than Word 2003 and
earlier for space between paragraphs.
Set Line Spacing Between Paragraphs
1 Select the paragraph or
2
paragraphs for which you
want to define spacing.
2 Click the Home tab.
3 Click the Paragraph
3
.
1
The Paragraph dialog box
appears.
4 Click here to increase or decrease
the space before the selected
paragraph.
4
136
Formatting Paragraphs
chapter
6
5 Click here to increase or decrease
the space after the selected
paragraph.
6 Click OK.
5
6
● Word applies the spacing before
and after the selected paragraph.
7 Click anywhere outside the
selection to continue working.
7
How many points should I use
before and after paragraphs to
leave one blank line between
paragraphs?
As described later in this chapter,
you can use styles to assign
predefined sets of formatting
information, such as font and paragraph
information. By default, Word assigns the Normal
style to each paragraph of text. You can use the
Do not add space between paragraphs of the
same style check box to use the same spacing
both within a paragraph and between paragraphs
to which you have assigned the same style.
Assign 6 points before and after each
paragraph. The 6 points of space at
the bottom of Paragraph 1 plus the 6
points of space at the top of Paragraph 2 equal 12
points, or one line space. A point is 1/72 of an
inch. A 72-point line of text is approximately 1 inch
high. Measure 1 inch of text vertically; in most
cases, six lines of text fill 1 vertical inch of space.
One line equals about 1/6 inch, and 1/6 inch
equals 12 points of vertical line space.
PPOO
IINNTT 66
SS
PPOO
IINNTT 66
SS
What does the Do not add
space between paragraphs
of the same style check
box do?
137
Create a Bulleted
or Numbered List
You can use bullets or numbers to call attention to
lists that you present in your documents.
Phone Directory
Use numbers when the items in your list follow a particular order.
Use bullets when the items in your list do not follow any particular
order.
eted ed
Bull mber
Nu
Last
First
Allbaugh
Kyle
(555) 555-5551
Phone #
Barnard
Corey
(555) 555-5552
Cox
Eric
(555) 555-5553
Duff
Jason
(555) 555-5554
Fague
Jacob
(555) 555-5555
Day
Wesly
(555) 555-5556
Fassnacht Wesly
(555) 555-5557
Goyer
Tony
(555) 555-5558
Groninger
Kyle
(555) 555-5559
Create a Bulleted or Numbered List
Create a List from Existing Text
2
1 Select the text to which you want
3
to assign bullets or numbers.
2 Click the Home tab.
3 Click the Numbering button ( )
or the Bullets button (
).
1
● Word applies numbers or bullets
to the selection.
This example uses bullets.
4 Click anywhere outside the
selection to continue working.
4
138
Formatting Paragraphs
chapter
6
Create a List as You Type
1 Type 1. to create a numbered list
or * to create a bulleted list.
2 Press
or
.
1
Word automatically formats the entry as
a list item and displays the AutoCorrect
Options button so that you can undo or
stop automatic numbering.
3 Type a list item.
4 Press
to prepare to type another
3
list item.
● Word automatically adds a bullet or
number for the next list item.
5 Repeat Steps 3 and 4 for each list item.
To stop entering items in the list, press
twice.
Can I create a bulleted or numbered list with more than one level, like the type of list you use
when creating an outline?
Yes. You can use the Multilevel List button (
).
1 Click .
2 Click a format.
3 Type your list.
1
2
to enter a new list
● You can press
item at the same list level.
● Each time you press
a level in the list.
, Word indents
3
,
+
● Each time you press
Word outdents a level in the list.
139
Display
Formatting Marks
Now
You can display formatting marks that do not print
but help you identify formatting in your document.
Showing!
FORMATS!
Word can display formatting marks that represent spaces, tabs,
paragraphs, hidden text, and optional hyphens.
Display Formatting Marks
1 Open any document.
2 Click the Home tab.
3 Click the Show/Hide button ( ).
Word displays all formatting
marks in your document.
● Single dots (·) appear each time
.
you press
● Paragraph marks (¶) appear each
time you press
.
● Arrows (→) appear each time you
.
press
● Hidden text appears underlined
with dots.
● Optional hyphens, inserted by
+ , appear as
pressing
140
.
2
3
Hide or Display
the Ruler
Formatting Paragraphs
You can hide or display horizontal and vertical rulers to
help you identify the position of the insertion point or to
align text.
You can use the ruler to indent paragraphs or set tabs in your document; see
the sections “Indent Paragraphs” and “Set Tabs.”
chapter
6
Show Rulers
Hide Rulers
Hide or Display the Ruler
1 Click the View tab.
2 Click Ruler.
2
1
● A ruler appears above your
document.
● A ruler appears on the left side of
your document.
● You can click the Ruler button
( ) to hide or display the rulers.
141
Indent
Paragraphs
You can indent paragraphs in your document
from the left and right margins. You also
can indent only the first line of a
paragraph or all lines except the first line of
the paragraph.
Indent Paragraphs
1 Select the text that you want
2
to indent.
2 Click the Home tab.
3 Click the Paragraph
3
.
1
The Paragraph dialog box
appears.
4 Click here to specify the number
of inches to indent the left and
right edge of the paragraph.
● The effects of your settings
appear here.
142
4
Formatting Paragraphs
chapter
6
5 Click here and select an indenting
option.
First line indents only the first
line of the paragraph, and
Hanging indents all lines except
the first line of the paragraph.
5
6
6 Click here to set the amount of
the first line or hanging indent.
● The effects of your settings appear
here.
7 Click OK.
7
● Word applies your settings to the
selected paragraph.
You can click anywhere outside
the selection to continue working.
Can I set paragraph indentations
without using a dialog box?
Yes. You can use buttons in the ruler.
On the ruler, drag the Left Indent
button ( ) to indent all lines from the
left margin, drag the Hanging Indent
button ( ) to create a hanging
indent, or drag the First Line Indent
button ( ) to indent the first line
only. On the right side of the ruler, drag the Right Indent
button ( ) to indent all lines from the right margin.
What do the
Decrease Indent
button and the
Increase Indent
button do?
The Increase Indent
button ( ) indents
all lines from the
left margin. The
Decrease Indent button ( ) decreases the
indent of all lines from the left margin.
143
Set
Tabs
You can use left, center, right, decimal, or bar
tabs to line up columnar information. Using tabs
ensures that information lines up properly within
a column.
By default, Word places tabs every .5 inch across the page between
the left and right margins.
Set Tabs
Add a Tab
1 Click here until the type of tab you
want to add appears.
1
Left tab
Center tab
Right tab
Decimal tab
Bar tab
2 Select the lines to which you want
to add a tab.
3
3 Click the ruler where you want the
tab to appear.
Word displays a tab at the
location you clicked on each
selected line.
2
144
Formatting Paragraphs
chapter
6
Using a Tab
1 Click to the left of the information
you want to appear at the tab.
2 Press
.
1
3
3 Type your text.
The text appears at the tab.
Move a Tab
1 Click the line using the tab or
select the lines of text affected by
the tab.
2
2 Drag the tab to the left or right.
● A vertical line marks its position as
you drag.
When you click and drag a tab,
the text moves with the tab.
1
How can I delete a tab?
Yes. Follow these steps:
1 Click in or select the paragraphs containing
the tab.
2 Drag the tab off the ruler.
2
● When you delete a tab, text aligned at the
tab moves to the first preset tab on the line.
145
Set Tabs
(continued)
You can use dot leader tabs to help your reader
follow information across a page.
Set Tabs (continued)
Add Leader Characters to Tabs
3
1 Follow Steps 1 to 3 in the
4
subsection “Add a Tab” to
create a tab stop.
2 Select the text containing the tab
to which you want to add dot
leaders.
3 Click the Home tab.
4 Click the Paragraph
.
2
The Paragraph dialog box
appears.
5 Click Tabs.
146
5
Formatting Paragraphs
chapter
6
The Tabs dialog box appears.
6 Click the tab setting to which
6
you want to add leaders.
7 Select a leader option
(
changes to
).
8 Click OK.
7
8
● Word adds leading characters
from the last character before
the tab to the first character
at the tab.
Click anywhere outside the
selection to continue working.
Can I set tabs using the Tabs dialog box instead of the ruler?
2
Yes. Follow these steps:
1
2
3
4
5
6
Follow Steps 2 to 5 on this page to display the Tabs dialog box.
5
3
Click here and type a tab stop position.
Click here and select a tab alignment option (
changes to
Click Set.
).
4
Repeat Steps 2 to 4 for each tab stop you want to set.
Click OK to have the tabs you set appear on the ruler.
6
147
Add a Paragraph
Border
You can draw attention to a paragraph containing
important information by adding a border to it.
Add a Paragraph Border
1 Select the text that you want to
2
surround with a border.
3
2 Click the Home tab.
3 Click beside the Borders
button (
).
4 Click Borders and Shading.
1
The Borders and Shading dialog
box appears.
5 Click the Borders tab.
6 Click here to select a type of
border.
This example uses 3-D.
148
5
6
4
Formatting Paragraphs
chapter
6
7 Click here to select the style for
the border line.
8 Click here and select a color for
7
the border line.
9 Click here and select a thickness
8
9
for the border line.
This area shows the results of the
settings you select.
0
0 Click OK.
● The border appears around the
text you selected in Step 1.
! Click anywhere outside the
selection to continue working.
!
How do I remove a border?
Yes. Follow these steps, and if you are willing to
use the same color, style, and thickness for the
border, you also can use these steps to quickly
apply a border to any paragraph, clicking the
type of border you want to apply in Step 4.
1
2
3
4
2
3
4
1
Click anywhere in the text surrounded by a border.
Click the Home tab.
Click
on
.
Click No Border.
Word removes the border.
149
Check for Formatting
Inconsistencies
You can have Word display wavy blue underlines
to mark text you have formatted inconsistently
in your document. This feature is useful when
you want to make sure that you have applied
direct formatting, such as italics, consistently or
that you have used styles whenever possible.
Woorrdd
W
For each formatting inconsistency, Word suggests a way that you
can make the formatting consistent and give your document a more
professional-looking appearance.
Check for Formatting Inconsistencies
Display Format Inconsistencies
1
1 Click the File tab.
The Backstage view appears.
2 Click Options.
2
The Word Options dialog box
appears.
3 Click Advanced.
4 In the Editing options section,
select Keep track of formatting
( changes to ).
5 Select Mark formatting
inconsistencies (
to ).
3
54
changes
6 Click OK.
Word saves your settings.
150
6
Formatting Paragraphs
chapter
6
Correct Formatting
Inconsistencies
1 Right-click a formatting
inconsistency to display
a context menu.
1
● Formatting inconsistencies appear
with wavy blue underlines.
2
2 To correct the inconsistency, click
the first option on the menu.
● You can ignore this inconsistency
by clicking Ignore Once, or you
can ignore all occurrences of this
inconsistency by clicking Ignore
Rule.
● Word selects the inconsistency,
corrects or ignores it, and
removes the wavy blue underline.
You can click anywhere outside
the selection to continue working.
3 Repeat Steps 1 and 2 for each
inconsistency.
What kinds of formatting
inconsistencies does
Word check for?
ON
ON
Repeat Steps 1 to 5 in the
subsection “Display Format
Inconsistencies.” Deselect
the Mark formatting
inconsistencies option in
changes to
).
Step 4 (
When you click OK in Step 5, Word disables the
feature.
F
OF
F
OF
Word looks for occurrences
of similar, but not identical,
formatting that you applied
directly to text or lists. Word
also looks for occurrences of
formatting you applied
directly to text that matches
styles you applied elsewhere
in your document.
I do not want Word to
check for formatting
inconsistencies any
longer. How do I turn
off this feature?
151
Review and
Change Formatting
Home
Paste
Clipboard
Insert Design
Animations Slide
Show Review
View
Layout
Add
Slide
A
Reset
Delete
Slides
B I U S
?
A
Paragraph
You can review the formatting associated with
text in your document to see the details of
exactly what formatting is applied to the text.
x
A
Font
AAA
WordArt Styles
A
Replace
Find
Select
Editing
Review and Change Formatting
1 Select the text containing the
2
formatting you want to review.
3
2 Click the Home tab.
3 Click the Styles .
1
The Styles pane appears.
4 Click the Style Inspector
button (
).
The Style Inspector pane appears.
5 Click the Reveal Formatting
button (
).
5
4
The Reveal Formatting pane appears.
6 Click the Close buttons ( ) to
close the Styles pane and the Style
Inspector pane.
● A portion of the selected text
appears here.
6
● Formatting details for the selected
text appear here.
● You can click a plus sign ( )
beside a bold heading in the Reveal
Formatting pane to
display links.
7 Click the link for the type of change
you want to make.
152
6
7
Formatting Paragraphs
In this example, the Indents and
Spacing tab of the Paragraph
dialog box appears.
chapter
6
8
8 Select the options you want to
change.
9 Click OK.
9
● Word applies the formatting
changes.
● The information in the Reveal
Formatting task pane updates.
0 Click anywhere to continue
working.
0
to close the
● You can click
Reveal Formatting task pane.
What happens if I select the Distinguish style source
option below the Reveal Formatting task pane?
When you select this option ( changes to
), Word changes the
appearance of the Reveal Formatting task pane to include the
names of any styles used in your document. For more information
on using styles, see the section “Apply Formatting Using Styles.”
153
Compare
Formatting
You can compare the formatting of one selection to
another and have Word update the second selection so
that it matches the first selection. This feature is useful
for ensuring that you apply consistent manual
formatting to multiple selections.
Resum
e
Form
at
Autom s
Upda atic
tes
Compare Formatting
1 Select the text containing the
2
formatting that you want to
compare.
3
2 Click the Home tab.
3 Click the Styles .
1
The Styles task pane appears.
4 Click
.
The Style Inspector pane appears.
5 Click
.
5
4
● The Reveal Formatting pane
appears.
6 Click
to close the Styles pane
and the Style Inspector pane.
6
6
154
Formatting Paragraphs
chapter
6
7 Select the Compare to another
selection option (
to ).
changes
● A second box for selected text
appears.
7
8 Select the text that you want to
compare to the text you selected
in Step 1.
● Formatting differences between
the selections appear here.
8
9 To match the formatting of the
selections, slide the mouse pointer
over the second selection.
0 Click .
! Click Apply Formatting of
Original Selection.
0
9
!
Word applies the formatting of the
first selection to the second
selection.
You can click anywhere to
continue working.
to close the
● You can click
Reveal Formatting task pane.
What kind of formatting
differences does Word identify in
the Reveal Formatting task pane?
For any two selections, Word
rd
Word
Wo
identifies differences in font,
paragraph style, alignment, outline
level, spacing before and after the
paragraphs, line and page breaks, and bullets and
numbering. You can make changes to any of these
formatting differences by following the steps in the section
“Review and Change Formatting.”
What happens if I
select the Show all
formatting marks
option below the
Reveal Formatting
task pane?
When you select this
option, Word displays
formatting marks in your document that
represent tabs, spaces, paragraphs, line
breaks, and so on.
155
Apply Formatting
Using Styles
You can quickly apply formatting and maintain
formatting consistency by using styles to format
text. Styles are predefined sets of formatting that
can include font, paragraph, list, and border and
shading information.
My Resume
Jacob B. Mansfield [email protected]
Email: jacobmansfi
Bend Ct.
8993 River
s, IN. 46205
Indianapoli
(765) 426-5752
Home Phone
You can store styles you use frequently in the Quick Style gallery,
but you also can easily use styles not stored in the Quick Style
gallery.
Club;
Spain; Art History Member;
ACTIVITIES
Abroad in Madrid,
Active Church
Summer Study at Wheeler Missions;
Club
Volunteer
League; PASSPORT
Basketball
Intramural
ansfield.com
or find at www.jakem
upon request
* Portfolio available
yle
NT
Present
books.
EMPLOYME
Dec.-2004 to
to print in Visual
in full color
s, IN.
Technical Illustrator
chapter spreads.
Indianapoli
illustrations
conceptual
as cover designs,
Wiley Publishing,
and meaningful
as needed such and guidelines.
• Create precise
us illustrations
design
series character
• Create miscellaneo
for Simplified
, Fall-2004
• Responsible
Spring-2003
Fall-2002,
• Salary: $22k/yr.
for the
nts, and illustrations
Graphic Designer West Lafayette, IN.
advertiseme
comics, logos,
Purdue Exponent,
created multiple
• Designed and
2
Fall-2001-0
to
daily newsprint.
teaching them
IN.
while
Coach
Delphi,
Football
Middle School, achieve a winning season
Delphi Community
players to
and guided
• Instructed team.
a
interact as
Fall-2001
r for news anchors.
Studio CameramanLafayette, IN.
the teleprompte
West
and directed
WLFI TV18,
studio cameras
• Operated
2
and
my knowledge
Artist utilizing
Digital Production
:
as a Junior
OBJECTIVE
full time position and education.
To obtain a
work
my previous
talent from
Dec. 2004
Science
Lafayette, IN.
, Minor in Political
Arts, West
EDUCATION
School of Liberal in Drawing and Illustration
on
Purdue University,
Fine Arts, concentrati
Microsoft
Bachelor of
Adobe GoLive,
(Major)
GPA: 3.0/4.0
Adobe Illustrator,InDesign.
Adobe Photoshop,
and Adobe
s, Freehand,
(Mac and PC):
, 3D design,
Relevant skills Max, Rhino, QuarkXPres
Typography
Studio
3D
History,
Sculpture,
Art
,
Office,
Painting,
Life Drawing,
Ceramics, Illustration
in Art, Woven
work: Drawing, Communication Design,
Computers
Relevant course
y, Visual
Graphic Design, Translate Spanish.
, Photograph
and
n Art History,
Lithography
History, Post-Moder Audio/Video Production,
Modern Art
Scan and Editing,
Textiles, Color
Apply Formatting Using Styles
Using the Quick Style Gallery
2
3
1 Select the text to which you want
to apply formatting.
2 Click the Home tab.
3 Click and to scroll through
available Quick Styles.
4 Click
.
Word displays the Quick Style
gallery.
● The style of the selected text
appears highlighted.
● As you position the mouse pointer
over various styles, Live Preview
shows you the way the selected
text would look in each style.
You can click a style to apply it to
the selected text.
156
4
1
Formatting Paragraphs
chapter
6
Using other Styles
1 Complete Steps 1 to 3 in the
subsection “Using a Style from the
Quick Style Gallery.”
2 Click Apply Styles.
2
4
The Apply Styles pane appears.
3
3 Click
to open the Style Name
list and then select a style.
Word applies the style to the
selected text.
4 Click
to close the Apply
Styles pane.
You can click anywhere to
continue working.
Can I view the styles in the Apply
Styles pane using Live Preview?
1
Yes. Follow these steps:
1 Click the Styles .
2 In the Styles task pane, select the Show
Preview option (
changes to
).
The next time that you open the Apply
Styles pane, Word shows a preview of the
style in the pane.
2
157
Switch
Styles
St yle 1
St y le 2
y le
2
You can easily change all text that is formatted in
one style to another style. Using this technique can
help you maintain formatting consistency in your
documents.
Switch Styles
1 Place the insertion point in or
2
select one example of text
containing the formatting that you
want to change.
3
2 Click the Home tab.
3 Click the Styles .
1
Word displays the Styles pane.
● The style for the selected text
appears highlighted.
over any
● You can position
style to display its formatting
information.
158
Formatting Paragraphs
chapter
6
4 Position the mouse pointer over
a style until
5 Click
appears.
to display a list of
options.
6 Click Select All Instance(s).
● Word selects all text in your
document formatted using the
style of the text you selected in
Step 1.
4
5
6
7 Click the style you want to apply
7
to all selected text.
● Word changes all selected text to
the style you selected in Step 7.
You can click anywhere to
continue working.
Is there an easy way to see the style
assigned to each paragraph of my
document?
Yes. You can use the Style area pane on the left
side of the Draft view.
1 Click on the Status Bar to switch to Draft view.
2 Click the File tab.
3 In the Backstage view, click Options to open the
4
5
Word Options dialog box.
4 Click Advanced.
5 Click here and select a value of at least .5 inches.
6 Click OK.
6
159
Save Formatting
in a Style
You can easily create your own styles to
store formatting information if you cannot
find a built-in style that exactly suits your
needs.
Files
When you create a new style, you can make it appear in the
Quick Style gallery.
les
Sty
or
yF
m
s
at
e
m
suats
Rerm t
a
o
F om es
t at
Aupd
U
M
gs
lo
Cata
Save Formatting in a Style
1 Format text in your document
using the formatting you want
to save.
3
2 Select the text containing the
formatting you want to save.
3 Click
.
1
2
The Quick Style gallery appears.
4 Click Save Selection as New
Quick Style.
4
160
Formatting Paragraphs
The Create New Style from
Formatting dialog box appears.
chapter
6
5
5 Type a name for the style.
6 Click Modify.
6
Word displays additional options
in the dialog box.
7 Click here and select the style of
the paragraph that follows the
style you are creating.
7
8 Select the font formatting options
8
9
for the style.
9 Select paragraph alignment,
spacing, and indentation options.
0 Select this option to make your
style available in new documents
( changes to ).
! Click OK.
Word saves your newly created
style.
!
0
What happens if I
click Format?
A menu appears that
you can use to specify
additional formatting.
Select the type of
formatting, and Word
displays a dialog box
where you can add more
formatting characteristics
to the style.
r
te
ac
ar
ph
h
ra
C
ag
r
Pa
e
bl
t
Ta
Lis
What does the Style
based on option do?
Every style you create is
based on a built-in Word
style. Changing a built-in
style can result in many
styles changing. For
example, many styles are
based on the Normal
style. If you change the
font of the Normal style, you change the font of
all styles based on the Normal style.
161
Modify
a Style
My Resume
My Resume
At some point you may decide that the formatting of a
style is close to but not exactly what you want. You do
not need to create a new style; you can modify the
existing one.
You can modify a style so that Word automatically updates the style’s
definition if you apply manual formatting to a paragraph using this style.
Modify a Style
1 Open a document containing the
2
style you want to change.
3
2 Click the Home tab.
3 Click the Styles to display the
Styles pane.
4 Position the mouse pointer over
the style you want to change to
display .
5 Click .
6 Click Modify.
4
6
The Modify Style dialog box
appears.
7 Select any font or paragraph
formatting changes you want
to make.
8 Select this option (
changes
to ) to make the modified style
available in new documents.
7
9 Select this option (
changes
to ) to add the style to the
Quick Style gallery.
0 Click OK.
Word updates all text in the
document formatted with the
style you changed.
162
8
9
0
5
Add Paragraph
Shading
Formatting Paragraphs
Shading is another technique you can use to draw your
reader’s attention. Shading appears when you print your
document; if you do not use a color printer, make sure
you select a shade of gray for your shading.
chapter
6
UU
er
Add Paragraph Shading
1 Place the insertion point in the
2
paragraph that you want to shade.
3
2 Click the Home tab.
3 Click on the Shading
button (
).
1
The Shading gallery appears.
4 Point at a color.
Live Preview highlights the
paragraph containing the insertion
point with the color at which the
mouse points.
4
5
5 Click a color to select it as the
shading color for the paragraph.
Note: If Word applies shading to more text than
and Word reduces the
you intended, click
amount of text to which it applies shading.
163
chapter
7
Formatting
Pages
Home
Shapes
w Docu
ment - Word
Insert
Page Layout Ref
erences Mailing
s Review
Cover Page
View
Blank Page
Page Break Tabl
Hyperlink
e Picture Clip
Header
Bookmark
Pages
A t Chart
Art
Tables
Cross-reference # Footer
Illust
rations
Links
Page Number
Header & Footer
Quick Parts
Word Art
Equation
Drop Cap
Symbol
Text
Symbols
In addition to applying
formatting to characters and
paragraphs, you can apply
formatting to pages of your
Word document. Find out
how to get your page to
look its best in this chapter.
Adjust Margins .................................................166
Insert a Page Break .........................................168
Control Text Flow and Pagination ...............170
Align Text Vertically on the Page .................172
Change Page Orientation ...............................173
Insert a Section Break ....................................174
Add Page Numbers to a Document ............176
Add Line Numbers to a Document..............178
Using the Building Blocks Organizer ..........180
Add a Header or Footer .................................182
Using Different Headers or Footers
Within a Document .....................................184
Add a Footnote .................................................186
Add an Endnote................................................187
View, Edit, or Delete Footnotes
or Endnotes ...................................................188
Convert Footnotes to Endnotes ...................190
Generate a Table of Contents.......................192
Add a Watermark .............................................194
Add a Page Border ..........................................196
Create Newspaper Columns ..........................198
Adjust
Margins
Home
Paste
Clipboard
Add
Slide
Insert Design
Animations
Slide Show Review
Layout
View
Reset
Delete
Slides
A
B I U S
A
Paragraph
You can adjust the right, left, top, and bottom
margins of your document. When you adjust
margins, Word sets the margins from the position
of the insertion point to the end of the document.
By default, Word sets all margins — left, right, top, and bottom —
to 1 inch.
Adjust Margins
1 Click anywhere in the document
2
or section where you want to
change margins.
2 Click the Page Layout tab.
1
3 Click Margins.
The Margins Gallery appears.
3
If the margins you want to use
appear in the Margins Gallery,
click them and skip the rest of
these steps; otherwise, proceed
with Steps 4 to 9.
4 Click Custom Margins.
4
166
x
A
?
Font
AAA
WordArt Styles
A
Replace
Find
Select
Editing
Formatting Pages
7
chapter
The Page Setup dialog box appears,
displaying the Margins tab.
5 Drag the mouse pointer over any
6
5
margin setting.
6 Type a new margin setting.
7 Repeat Steps 5 and 6 for each
margin setting.
8 Click OK.
8
Word saves your changes and
applies them to your document.
Can I change the
margins for just
one part of my
document?
Yes, you can if you
divide your
document into
sections using section breaks. You can
set distinct margins for each section of
a document. See the section “Insert a
Section Break” for more information.
Can I use the mouse to change
margins?
1
In Print Layout view, Word displays margins
in blue on the ruler. Select the text you want
to change. To reposition the left margin,
on the ruler and drag
point the mouse at
to the right or left. To adjust the right margin,
to the right or left. To adjust top and bottom margins,
drag
move the mouse into the ruler area on the left side of the
window, between the white and blue portions of the ruler.
changes to . Drag up or down to reposition the margin.
167
Insert a
Page Break
You can insert a page break to force Word to start
text on a new page. Word automatically starts a new
page when the current page becomes filled with text.
x
?
Show Review View
Home Insert Design Animations Slide
You can insert a page break using either the mouse or the keyboard.
Insert a Page Break
Using the Mouse
2
1 Position the insertion point
immediately before the text
that you want to appear on a
new page.
2 Click the Insert tab.
3 Click Page Break.
● Word inserts a page break and
moves all text after the page break
onto a new page.
168
3
1
A
Layout
Paste
Clipboard
Reset
Add
Slide
Delete
Slides
AAA
A
A
B I US
Font
Paragraph
WordArt Styles
A
Replace
Find
Select
Editing
Formatting Pages
7
chapter
Using the Keyboard
1 Position the insertion point
immediately before the text
that you want to appear on a
new page.
2 Press
+
1
.
● Word inserts a page break and
moves all text after the page break
onto a new page.
2
Can I delete a page break?
Yes. You can delete page breaks that you insert into
your document.
1 Click the Draft view button ( ).
2 Click Home.
3 Click the Paragraph button ( ).
3
4
● Lines representing page breaks appear.
● Dotted lines without “Page Break” in them are page
breaks inserted automatically by Word.
1
4 Click at the left edge of the page break line.
5 Press Del .
169
Control Text Flow
and Pagination
You can control the placement of the automatic page
breaks that Word inserts when you fill a page with
text.
You can eliminate widows and orphans, keep an entire paragraph on one
page, keep one paragraph with the next paragraph on a page, or insert a
page break before a paragraph.
c l ic k
Control Text Flow and Pagination
1 Select the text whose flow you
2
want to affect.
3
Note: To control widows and orphans, you do not
need to select any text.
2 Click the Page Layout tab.
3 Click the Paragraph ( ).
1
1
The Paragraph dialog box
appears.
4 Click the Line and Page
Breaks tab.
● This area contains the options you
can use to control text flow and
automatic pagination.
170
4
Formatting Pages
5 Select an option (
to
7
chapter
changes
).
6 Repeat Step 5 as needed.
7 Click OK.
5
7
● Word groups the selected text in
the manner you specified.
What is a widow?
What is an orphan?
Widow is the term used
to describe text grouped
so that the first line of a
paragraph appears at
the bottom of a page
and subsequent lines
appear on the following
page. Widows are
distracting to reading
comprehension.
Orphan is the term used
to describe text grouped
so that the last line of a
paragraph appears at the
top of a new page and
all preceding lines
appear at the bottom of
the previous page. Like
widows, orphans are
distracting to reading comprehension.
171
Align Text Vertically
on the Page
You can align text between the top and bottom margins
of a page if the text does not fill the page. For example,
centering text vertically often improves the appearance of
short business letters or report cover pages.
By default, Word applies vertical alignment to your entire document, but you
can limit the alignment if you divide the document into sections. See the
section “Insert a Section Break” for more information.
Align Text Vertically on the Page
1 In the document you want to align,
1
click the Page Layout tab.
2 Click the Page Setup
.
The Page Setup dialog box appears.
3 Click the Layout tab.
4 Click the Vertical alignment
and select a vertical alignment
choice.
● To align all pages from the insertion
point to the end of the document,
click the Apply to
and select
This point forward.
5 Click OK.
● Word applies vertical alignment.
172
3
2
4
5
Change Page
Orientation
7
Formatting Pages
chapter
You can change the direction that text prints from the
standard portrait orientation of 81⁄2 inches × 11 inches to
landscape orientation of 11 inches × 81⁄2 inches.
To remember the difference between the orientations, think of paintings.
Leonardo da Vinci painted his famous Mona Lisa portrait with the canvas
oriented vertically. Georges Seurat painted his famous Sunday Afternoon
on the Island of La Grande Jatte landscape with the canvas oriented
horizontally.
Change Page Orientation
1 Click anywhere in the document.
Note: The document in this example appears
zoomed out to show orientation changes more
clearly.
2 Click the Page Layout tab.
3 Click Orientation.
2
3
4
● The current orientation appears
highlighted.
4 Click an option.
1
● Word changes the orientation.
Note: By default, Word changes the orientation for
the entire document. To limit orientation changes,
divide the document into sections. See the section
“Insert a Section Break.”
173
Insert a
Section Break
You can insert a section break in a document to
establish different margins, headers, footers, vertical
page alignment, and other page formatting settings in
different portions of your document.
Insert a Section Break
1 Click in the location where you
want to start a new section in
your document.
3
2
2 Click the Page Layout tab.
3 Click Breaks.
1
The Breaks Gallery appears.
4 Click an option to select the type
of section break you want to
insert.
4
174
Formatting Pages
7
chapter
● Word inserts the type of break
you selected.
5 Click
to display the document
in Draft view.
5
● A section break line appears.
You can remove the section break
by clicking the section break line
and pressing the Del key on
your keyboard.
How does Word handle
printing when I insert a
section break?
Section breaks are formatting
marks that do not print; instead,
the effects of the section break
are apparent when you print.
For example, if you insert a Next
Page section break as shown in the example in
this section, Word starts the text that immediately
follows the section break on a new page.
What happens if I select
Even page or Odd page?
EVEN
ODD
Word starts the next section
EVEN
of your document on the next
even or odd page. If you
insert an Even page section
break on an odd page, Word
leaves the odd page blank.
Similarly, if you insert an Odd page section break
on an even page, Word leaves the even page
blank.
175
Add Page Numbers
to a Document
You can have Word automatically print page
numbers on the pages of your document. As you
edit your document to add or remove text, Word
adjusts the document and the page numbers
accordingly.
Page numbers appear on-screen only in Print Layout view.
Add Page Numbers to a Document
1 Click the Insert tab.
2 Click Page Number.
1
2
3
Page number placement options
appear.
3 Click a placement option.
A gallery of page number
alignment and formatting
options appears.
4 Click an option.
4
176
Formatting Pages
7
chapter
● The page number appears in the
header or footer.
5 Click the Print Layout button
( ) to display the document in
Print Layout view and continue
working on the document.
5
● The page number appears in the
location and formatting you
selected.
Note: The page number appears gray and is
unavailable for editing in Print Layout view. To
work with the page number, you must open the
header. See the section “Add a Header or Footer”
later in this chapter.
How can I start each section of my document
with Page 1?
You can break the document into sections and use these
steps to start each section on Page 1.
1 Complete Steps 1 to 4 in this section.
2 Place the insertion point in the second section of your
document and repeat Steps 1 to 3, selecting Format
Page Numbers in Step 3.
3
3 In the Page Numbering section, select the Start at option
(
changes to
) and type 1 in the box.
4 Click OK.
5 Repeat these steps for each subsequent section of your
3
4
document.
177
Add Line Numbers
to a Document
You can add numbers to the left edge of every
line of your document. Line numbers are
particularly useful for proofreading; proofreaders
can refer to locations in the document by their
line numbers.
Line numbers appear on-screen only in Print Layout view.
Add Line Numbers to a Document
Add Line Numbers
2
1 Click
to display the document
in Print Layout view.
3
4
2 Click the Page Layout tab.
3 Click Line Numbers.
4 Click a line numbering option.
This example shows Continuous.
1
● Word assigns line numbers to
each line of your document.
178
Formatting Pages
7
chapter
Number in Unusual Increments
1 Add line numbers using Steps
1 to 3 above.
2 Repeat Steps 1 to 3, selecting
Line Numbering Options in
Step 3.
The Layout tab of the Page Setup
dialog box appears.
4
5
3 Click Line Numbers to display
3
the Line Numbers dialog box.
4 Click the Count by
to specify
an increment for line numbers.
5
5 Click OK twice.
● Line numbers in the increment
you selected appear on-screen.
What does the From text
option control in the Line
Numbers dialog box?
How do I
remove line
numbers?
Using this option, you can
specify the position in inches
in the left margin where line
numbers will appear.
Exercise caution, however; if
you specify too large a
distance, the line numbers
will not appear or print.
Follow Steps
1 to 4 in the
subsection “Add
Line Numbers,”
clicking None
in Step 4. Word
removes line
numbers from the document.
era
ser
179
Using the Building
Blocks Organizer
Building blocks are preformatted text and
graphics that quickly and easily add a splash of
elegance and pizzazz to your documents. Some
building blocks appear by default as gallery
options in Word.
Word organizes building blocks into different galleries, such as
cover pages, headers, footers, tables, and text boxes, so that you can
easily find something to suit your needs. This section adds a header
building block to a document.
Using the Building Blocks Organizer
1 Open a document to which you
2
3
want to add a building block.
Note: Depending on the type of building block you
intend to use, you may need to position the
insertion point where you want the building block
to appear.
4
2 Click the Insert tab.
3 Click Quick Parts.
4 Click Building Block Organizer.
The Building Blocks Organizer
window appears.
● Building blocks appear here.
● You can preview a building block
here.
5
5 Click a column heading to sort
building blocks by that heading.
Sorting by Gallery is most useful
to find a building block for a
specific purpose.
6
6 Click a building block.
7 Click Insert.
7
180
Formatting Pages
7
chapter
● The building block appears in
your document.
8 Fill in any information required by
the building block.
This example incorporates a place
for a date in the header.
8
● For headers and footers, you can
make the building block appear
on all pages of your document if
you do not select Different First
Page.
● You can zoom out to see multiple
pages of your document and
confirm the appearance of a
header or footer on all pages.
How do I know where in my document Word
will insert a building block?
Word places a building block in your document
based on the building block’s properties. Follow
these steps:
1 Follow Steps 1 to 4 in this section to display the
Building Blocks Organizer window.
2 Click Edit Properties.
The Modify Building Block dialog box appears.
3 Click the Options
3
2
to determine where a
particular building block will appear in your
document.
181
Add a Header
or Footer
You can use headers at the top of the page and
footers at the bottom of the page to add
information that you want to appear on each
page of your document.
This section shows how to add a footer, but you can use the steps
in this section to add a header by substituting “header” everywhere
that “footer” appears.
Add a Header or Footer
1 Click the Insert tab.
2 Click Footer.
The Footer Gallery appears.
3 Click a footer style.
Note: The headers and footers that appear in the
Header Gallery and the Footer Gallery are building
blocks that also appear in the Building Blocks
Organizer. See the section “Using the Building
Blocks Organizer” for details.
● The text in your document
appears dimmed.
● The insertion point appears in the
Footer area.
● Header & Footer Tools appear on
the Ribbon.
● Some footers contain information
prompts.
182
1
2
3
Formatting Pages
7
chapter
4 Click or select an information
prompt.
6
5 Type footer information.
6 Click Close Header and Footer.
5
Word saves your footer.
● You can zoom out to view the
footer on multiple pages of your
document.
Can I change the style
of header or footer?
Can I format text in a
header or footer?
Yes. If you closed the
header or footer pane,
perform Steps 1 to 3,
clicking Edit Header or
Edit Footer in Step 3.
Then click Header or
Footer at the left side of
the Ribbon to redisplay the Header Gallery or
Footer Gallery and make a different selection.
Yes. You can apply
boldface, italics,
underlining, and other
character formatting the
same way that you apply
them in the body of a
document. And, the Header area and the Footer
area each contain two predefined tabs so that
you can center or right-align text you type.
Text
183
Using Different Headers or
Footers Within a Document
You can use different headers or footers in different
portions of your document. If you plan to use more
than one header or footer, insert section breaks
before you begin. See the section “Insert a Section
Break” for details.
This section shows how to create different headers in your document,
but you can use the steps to create different footers by substituting
“footer” everywhere that “header” appears.
Using Different Headers or Footers Within a Document
1 Click in the first section for which
2
3
you want to create a header.
2 Click the Insert tab.
3 Click Header.
4
The Header Gallery appears.
4 Click a header.
1
Word inserts the header.
● The text in your document
appears dimmed.
● The insertion point appears in the
Header-Section 1 box.
5 Type any necessary text in the
header.
6 Click Next.
184
6
5
Formatting Pages
Word moves the insertion point
into the header for Section 2.
7
chapter
7
● The Header-Section 2 box
appears.
● Word identifies the header or
footer as “Same as Previous.”
7 Click Link to Previous, to
deselect it and unlink the
headers of the two sections.
Word removes the “Same as
Previous” marking from the right
side of the header box.
8 Repeat Steps 2 to 5 to insert a
new header in the second section.
0
9 Repeat Steps 6 to 8 for each
section for which you want a
different header.
● You can zoom out to preview the
different headers.
● Word displays two different
headers in the document.
0 Click Close Header and Footer.
Can I create different headers or footers for
odd or even pages?
3
2
Yes, and you do not need to insert section breaks.
1 Complete Steps 2 to 5 in this section.
2 On the Design tab of the Header and Footer Tools,
click Different Odd & Even Pages.
● Each header or footer box is renamed to Odd Page
or Even Page.
3 Click Next Section to switch to the Even Page Header
box or the Even Page Footer box and type text.
185
Add a
Footnote
You can add footnotes to a document to provide
additional explanatory information or to cite references
to other works.
Footnotes are numbered 1, 2, 3, and appear within your document in Print
Layout view and Full Screen Reading view. Footnote references appear in
the body of your document in all views.
Add a Footnote
1 Click in the document where you
want the footnote number to
appear.
2
3
2 Click the References tab.
3 Click Insert Footnote.
1
● Word displays the footnote
number in the body of the
document and in the note.
4 Type the text for the footnote.
5 Press
+
.
Word returns the insertion point
to the place in your document
where you inserted the footnote.
4
186
Add an
Endnote
7
chapter
Formatting Pages
You can add endnotes to a document to provide additional
explanatory information or to cite references to other works.
a ry
S umm
of the
ration
us Decla of America.
animo
The un united Sates
en
thirte
Endnotes are numbered i, ii, iii, and appear at the end of your document in Print
Layout view and Full Screen Reading view. Endnote references appear in the body
of your document in all views.
p
i. Co
t of
yrigh
U.S.A.
the
tnirP
nacS
Add an Endnote
1 Click in the document where you
want the endnote number to
appear.
3
2
● In this example, the endnote
number appears on Page 1.
2 Click the References tab.
3 Click Insert Endnote.
1
Word inserts the endnote number
in the body of your document.
● Word inserts the endnote number
at the end of your document and
displays the insertion point in the
endnote area.
4
4 Type the text for the endnote.
.
+
5 Press
Word returns the insertion point
to the place in your document
where you inserted the endnote.
187
Find, Edit, or Delete
Footnotes or Endnotes
Working in any view, you can find a footnote or
endnote, modify its text, or delete the footnote
or endnote.
Find, Edit, or Delete Footnotes or Endnotes
Find Footnotes or Endnotes
1 Press
+ Home to move the
mouse pointer to the top of the
document.
3
2
4
2 Click References.
3 Click beside Next Footnote.
4 Click an option to find the next or
previous footnote or endnote.
Word moves the insertion point to
the next or previous footnote or
endnote.
Edit Footnotes or Endnotes
1 Select the footnote or endnote
reference number in your
document.
2 Double-click the selection.
Note: To easily edit endnotes, press
+
to move the insertion point to the end of
the document.
● In Print Layout view, Word moves
the insertion point into the
footnote or endnote.
188
1
Formatting Pages
7
chapter
● In Draft view, Word displays
footnotes in the Footnotes pane.
3 Edit the text of the note as
needed.
4 In Draft view, click the Close
button (
editing.
) when you finish
3
4
Delete a Footnote or Endnote
1 Select the reference number of
the footnote or endnote you want
to delete.
2 Press
Del
on your keyboard.
Word removes the footnote or
endnote number and related
information from the document
and automatically renumbers
subsequent footnotes or endnotes.
1
Can I print endnotes on a separate page?
2
Yes. Follow these steps:
1 Click in your document before the first endnote.
2 Click the Insert tab.
3 Click Page Break.
Word inserts a page break immediately before the
endnotes, placing them on a separate page at the
end of your document.
3
1
189
Convert Footnotes
to Endnotes
If you change your mind and want to use
endnotes instead of footnotes or footnotes
instead of endnotes, you can convert one to the
other.
s
Bir
dh
ous
es,
Pg
.
24
6
A
rdhou
i
B
g
n
mazi
Convert Footnotes to Endnotes
1 Click the References tab.
2 Click the Footnotes .
1
2
The Footnote and Endnote dialog
box appears.
3 Click Convert.
190
3
Formatting Pages
7
chapter
The Convert Notes dialog box
appears.
4 Select the option that describes
what you want to do (
to ).
changes
5 Click OK to redisplay the Footnote
4
and Endnote dialog box.
In the Footnote and Endnote
dialog box, Cancel changes to
Close.
5
6 Click Close.
6
● Word makes the conversion and
renumbers footnotes and
endnotes appropriately.
What does the Show Notes button do?
If your document contains only footnotes or only endnotes, Word
jumps to the footnote section on the current page or the endnote
section at the end of the document. If your document contains both
footnotes and endnotes, Word displays this dialog box so that you
can select an option to view.
191
Generate a
Table of Contents
You can create a table of contents that
automatically updates as you update your
document. Table of contents entries can come from
text styled as Heading 1, Heading 2, and Heading 3
or from text you mark to appear in the table of
contents.
You can create a table of contents at any time, continue working, and
update the table of contents automatically with new information
whenever you want. This section shows a table of contents created
using heading styles.
Generate a Table of Contents
Insert a Table of Contents
1 Place the insertion point in your
2
3
document where you want the
table of contents to appear.
● This example places the table of
contents on a blank page after the
cover page of a report.
2 Click the References tab.
3 Click Table of Contents.
The Table of Contents gallery
appears.
4 Click a table of contents layout.
● Word inserts a table of contents at
the location of the insertion point.
The information in the table of
contents comes from text to which
Heading styles 1, 2, and 3 are
applied.
You can continue working in your
document, adding new text styled
with heading styles.
Note: Do not type directly in the table of contents;
make corrections in the document.
192
4
Formatting Pages
Update the Table of Contents
7
chapter
3
1 Add or change text styled with heading
styles or remove heading styles from
text in your document.
2 Click anywhere in the table of
4
contents.
3 Click the References tab.
4 Click Update Table.
5
2
6
● You can click the Update Table
button at the top of the table of
contents.
The Update Table of Contents dialog
box appears.
5 Select Update entire table
(
changes to
).
6 Click OK.
Word updates the table of contents to
reflect your changes.
Can I include additional heading styles, such as
Heading 4, in the table of contents?
Yes. Simply follow these steps:
1 Complete Steps 2 to 4 in the subsection “Insert
a Table of Contents,” selecting Insert Table of
Contents in Step 4 to display the Table of
Contents dialog box.
2 Click the Show levels
to change the number of
heading styles included in the table of contents.
3 Click OK.
2
3
Word prompts you to replace the current table of contents.
4 Click Yes to update the table of contents.
193
Add a
Watermark
You can add a watermark, which is faint text that
appears behind information in a document, to
your document to add interest or convey a
message.
Watermarks are visible in Print Layout view and when you print your
document.
Add a Watermark
1 Click
to display your document
in Print Layout view.
1
2 Click the Page Layout tab.
3 Click Watermark.
2
3
● If you see the watermark you
want to use in the Watermark
gallery, you can click it and skip
the rest of the steps in this section.
4 Click Custom Watermark.
4
194
Formatting Pages
The Printed Watermark dialog box
appears.
7
chapter
5
5 Select the Text watermark
option (
changes to
).
6
6 Click here and select the text to
use as a watermark or type your
own text.
7
● You can use these options to
control the font, size, color,
intensity, and layout of the
watermark.
7 Click OK.
● Word displays the watermark on
each page of your document.
What happens if I select the Picture
watermark option in the Printed Watermark
dialog box?
Word enables you to select a picture stored on your
hard drive as the watermark in your document.
1 Follow Steps 1 to 5, selecting Picture watermark
in Step 5.
2 In the Printed Watermark dialog box, click Select
Picture.
3 In the Insert Picture dialog box, navigate to the
picture you want to use as a watermark.
4 Click Insert.
5 Click OK in the Printed Watermark dialog box to
3
4
add the picture watermark to your document.
195
Add a Page
Border
You can add a border around each page of your
document to add interest to the document.
WILEY
Add a Page Border
1 Click
to display your document
in Print Layout view.
2
3
2 Click the Page Layout tab.
3 Click Page Borders.
1
The Borders and Shading dialog
box appears, displaying the Page
Border tab.
5
4 Click the type of border you want
to add to your document.
5 Click a style for the border line.
● This area shows a preview of the
border.
● You can click here to select a color
for the border.
196
4
Formatting Pages
7
chapter
● You can click here to select a
width for the border.
6 Click here to specify the pages on
which the border should appear.
7 Click OK.
6
7
Word applies the border you
specified.
Can I add a border that does not surround the page?
Yes. Follow these steps:
1 Follow Steps 1 to 6 to select the border you want to apply.
2 In the Preview area, click the border lines that you do not want
2
to appear in your document.
3 Click OK.
Word applies the modified page border.
3
197
Create Newspaper
Columns
You can format text in your document so that
it appears in columns like the text in
newspapers. Newspaper column formatting is
useful when you are creating newsletters or
brochures.
Ne
Weekly
Text appears in newspaper columns only in Print Layout view.
Create Newspaper Columns
1 Click
to display your document
in Print Layout view.
1
2 Click the Page Layout tab.
3 Click Columns.
2
3
The Columns gallery appears.
Note: Although you can click a column layout and
skip the rest of these steps, you can control your
column layout better using the rest of these steps.
4 Click More Columns.
198
4
ws
7
chapter
Formatting Pages
The Columns dialog box appears.
5
5 Click the kind of columns you
want to create.
● You can use these settings to
change the width of each column
and the spacing between columns.
● You can select the Line between
option ( changes to ) to add
a line between columns.
6
● A preview appears here.
6 Click OK.
Word applies the column settings.
Can I force text from the left column to the
top of the next column?
2
3
You can insert a column break.
1 Click at the left edge of the text you want to appear
4
at the top of the second column.
2 Click the Page Layout tab.
3 Click Breaks.
4 Click Column.
199
chapter
8
Printing
Documents
Once your document looks
the way you want it to look,
you are ready to distribute
it. In this chapter, you learn
how to preview and print
documents, print envelopes,
and print labels.
Preview and Print a Document ....................202
Print on Different Paper Sizes ......................204
Print an Envelope.............................................206
Set Up Labels to Print .....................................208
Preview and Print
a Document
If your computer is connected to a printer that
is turned on, you can preview your document
to look for layout errors and other possible
formatting inconsistencies and print it to produce
a paper copy of it.
Preview and Print a Document
1 Open the document you want to
2
print.
2 Click the File tab.
To print only selected text, select
that text.
The Backstage view appears.
3 Click Print.
● A preview of your document
appears here.
4 Click these arrows to page
3
through your document.
5 To magnify an area of a page,
drag the Zoom slider.
4 4
202
5
Printing Documents
6 Click here to select a printer.
7 To print more than one copy, type
8
chapter
7
the number of copies to print
here.
6
8 Click the Settings button to print
8
the entire document, text you
selected, only the current page, or
document elements such as
document properties or a list of
styles used in the document.
9 To print noncontiguous pages,
type the pages you want to print,
such as 1,5,6–9, in the Pages box.
0
0 To print the document, click the
Print button.
● If you change your mind and do
not want to print, click the File
tab to return to the document
window.
9
What other print options can I set?
In the Other Settings section, click buttons to select options:
Option
Purpose
PRINT S
N
OPTIO
Determine whether to print on one or both sides of the paper.
When printing multiple copies, specify whether to collate the copies or
print multiple copies of each page at the same time.
Choose to print in Portrait or Landscape orientation.
Select a paper size.
Select page margins.
Specify the number of pages to print on a single sheet of paper.
203
Print on Different
Paper Sizes
You can print one part of your document on one
size of paper and another part on a different size
of paper. For example, you may want to print
one portion of your document on legal-sized
paper and another on letter-sized paper.
e ecutive
legxa
letterl
You must insert section breaks in your document for each portion
you want to print on different paper sizes. To learn how to insert
section breaks, see Chapter 7.
Print on Different Paper Sizes
1 After dividing your document into
2
sections, place the insertion point
in the section you want to print on
a different paper size.
3
2 Click the Page Layout tab.
3 Click the Page Setup dialog box
launcher (
The Page Setup dialog box
appears, displaying the
Margins tab.
4 Click the Paper tab.
5 Click here and select the paper
size you want to use.
204
1
).
4
5
Printing Documents
8
chapter
● The height and width of the paper
size you selected appear here.
● A preview of your selection
appears here.
6 Click here to select a paper tray
for the first page in the section.
7 Click here to select a paper tray
7
6
for the rest of the section.
8 Click the Apply to
and click
This section.
9 Repeat these steps for other
sections of the document.
0 Click OK to save your changes.
8
0
What happens when I click Print Options in the Page Setup
dialog box?
The Display tab of the Word Options dialog box appears. In the
Printing Options section, you can select check boxes to control the
printing of various Word elements.
205
Print an
Envelope
If your printer supports printing envelopes, Word
can print a delivery and return address on an
envelope for you.
Outbox
Consult your printer manual to determine if your printer supports
printing envelopes.
Print
Print an Envelope
1 Click the Mailings tab.
2 Click Envelopes.
The Envelopes and Labels dialog
box appears.
3 Click the Envelopes tab.
Note: If Word finds an address near the top of
your document, it enters that address in the
Delivery address box.
4 You can type a delivery address.
You can remove an existing
address by pressing Del on
your keyboard.
206
1
2
3
4
the eet
my Str
e S ain A
Jan54 M eld, G
123 ringfi
Sp 321
54
Scan
Printing Documents
8
chapter
By default, Word displays no
return address in the Return
address box.
5 Click here to type a return
address.
6 Click Print.
5
6
A dialog box appears if you
supplied a return address.
Note: If you save the return address, Word
displays it each time you print an envelope and
does not display this dialog box.
7 Click Yes.
Word saves the return address as
the default return address and
prints the envelope.
7
What happens if I click Options in the Envelopes and Labels dialog box?
Word displays the Envelope Options dialog box. On the Envelope Options tab, you
can set the envelope size, include a delivery bar code, and set fonts for the
delivery and return addresses. On the Printing Options tab, you can set the feed
method and tray for your printer.
207
Set Up Labels
to Print
You can format a Word document so that you
can use it to type labels. For example, you can
create address, name tag, and file folder labels.
This section demonstrates how to create a blank page of address
labels onto which you can type address label information.
ith h St. 04 3
46
J.A. Sm
Sout
204a ersoonn,, IN
nd
ith h St. 043 A A. Smith uth St. 46043
JJ. 4a So n, IN
J.A. Sm
Sout n, IN
N 46
4a
20 erso
20 erso
And
And
ith h St. 043
h h St .
ith
043
J.A. Sm
Sout IN 46
J.A. Sm
Sout IN 46
204aderson,
204a erson,
An
And
ith St.
h
.
it h St 043
043
J.A. Sm
South IN 46
J.A. Sm
Sout IN 46
204aderson,
204aderson,
An
An
ith th St. 043
ith th St. 043
u , IN 46
J.A. Sm
Sou n, IN 46
J.A. Sm
So
4a
20 derso
204aderson
An
An
ith th St. 043
J.A. Sm
Sou IN 46
204aderson,
An
Set Up Labels to Print
1 Click the Mailings tab.
2 Click the Labels tab.
1
2
The Envelopes and Labels
dialog box appears.
● This area shows the label
currently selected.
3 Click Options.
8
208
3
Printing Documents
The Label Options dialog box
appears.
8
chapter
4
4 In this area, select the type of
printer and printer tray to print
labels ( changes to ).
5
6
7
5 Click here to select the maker of
your labels.
6 Click the product number of your
9
labels.
0
7 Click OK.
8 Click New Document in the
Envelopes and Labels dialog box.
Word displays a blank document,
set up for label information.
9 If you do not see gridlines to
separate labels, click Design.
0
!
@
#
Click the Borders
!
.
Click View Gridlines.
Type a label.
to move to the next
Press
label and type an address.
Note: To print labels, see the section “Preview and
Print a Document” earlier in this chapter.
Can I print a single label?
1 Complete Steps 1 and 2 in this section to open the
Envelopes and Labels dialog box.
4
2 Select the Single label option ( changes to ).
3 Type the row and column of the label you want to
use on the label sheet.
4 Type the label information here.
5 Click Print, and Word prints the single label.
2
5
3
3
209
chapter
9
Creating Tables
and Charts
Do you want to keep the
information in your Word
document easy to read? The
answer may very well be to
add a table to contain your
data. In this chapter, you
learn how to create and
work with tables in Word.
TABLE
Create a Table ...................................................212
Change the Row Height or
Column Width ...............................................214
Move a Table.....................................................216
Resize a Table ...................................................217
Add or Delete a Row .......................................218
Add or Delete a Column ................................220
Set Cell Margins ...............................................222
Add Space Between Cells ..............................223
Combine Cells ...................................................224
Split Cells ...........................................................225
Split a Table ......................................................226
Add a Formula to a Table ..............................227
Align Text in Cells ............................................228
Add Shading to Cells.......................................229
Change Cell Borders ........................................230
Format a Table..................................................232
Add a Chart........................................................234
Chart Concepts .................................................236
Create
a Table
You can create a table and type text into it. Tables
are well suited to organize and display large
amounts of data.
TABL
TABLE
The initial table you create may not contain the number of rows
and columns you ultimately need, but you can always add rows or
columns to your table later.
Create a Table
Set up a Table
2
3
1 Click in your document where you
want the table to appear.
2 Click the Insert tab.
3 Click Table.
● Word displays a table grid.
1
4 Slide the mouse pointer across the
squares that represent the
number of rows and columns you
want in your table.
● Live Preview draws a sample of
the table on-screen.
5 Click the square representing the
lower-right corner of your table.
212
4
5
Creating Tables and Charts
9
chapter
The table appears in your
document.
● Table Tools appear on the Ribbon.
6 Click in a table cell and type
information.
● If necessary, Word expands the
row size to accommodate the text.
to move the
You can press
insertion point to the next cell.
6
2
Delete a Table
1 Click anywhere in the table you
3
want to delete.
2 Click the Layout tab.
3 Click Delete.
4 Click Delete Table.
Word removes the table and its
contents from your document.
Can I add rows
to the bottom
of the table?
Yes. You can
easily add rows
to the bottom of
a table by placing
the insertion
point in the last
cell of the table and pressing the
key.
4
1
What, exactly, is a table cell?
A cell is the term used to refer to
the square that appears at the
intersection of a row and a
column. In spreadsheet programs,
columns are named with letters,
rows are named with numbers,
and a cell is named using the
column letter and row number.
For example, the cell at the
intersection of Column A and Row 2 is called A2.
213
You can change the height of rows or the width of
columns to accommodate your table information.
r ow
hei
ght
Change the Row Height
or Column Width
Make sure that you are working from Print Layout or Web Layout view;
you can use the buttons on the status bar to switch views if necessary.
column
width
Change the Row Height or Column Width
Change the Row Height
1 Click the Print Layout button (
the Web Layout button (
) or
).
2 Position the mouse pointer over the
bottom of the row you want to change
( changes to ) and drag the row
edge up to shorten or down to lengthen
the row height.
● A dotted line marks the proposed
bottom of the row.
3 When the row height suits you, release
the mouse button.
● Word adjusts the row height.
214
2
1
1
Creating Tables and Charts
9
chapter
Change the Column Width
1 Position the mouse pointer over the
right side of the column you want
to change ( changes to ).
2 Drag the column edge right to
widen or left to narrow the column
width.
2
1
● A dotted line marks the proposed
right side of the column.
3 Release the mouse.
● Word adjusts the column width.
Note: For any column except the rightmost
column, changing a column’s width also changes
the width of the column to its right, but the overall
table size remains constant. When you change the
width of the rightmost column, you change the
width of the entire table.
I tried to change the row height but
the mouse pointer never changed
to . What did I do wrong?
You can change row height only when
displaying your document in either
Print Layout view or Web Layout view.
Make sure you select one of those
views by clicking the Print Layout view button ( )
or the Web Layout view button ( ). See Chapter 3
for more on understanding and switching between
document views.
Can I easily make a
column the size that
accommodates the
longest item in it?
Yes. You double-click the
right edge of the column.
Word widens or narrows
the column based on the
longest entry in the
column. When you use this technique, Word
also adjusts the overall table size.
215
Move
a Table
You can move a table to a different location in your
document.
x
?
ce
Repla
A
Home
Design
Insert
Layou
t
Delet
Paste
Slides
rd
Clipboa
ID #
tions
U S
B I
Reset
Add
Slide
Make sure that you are working from Print Layout or Web Layout view; you can
use the buttons on the status bar to switch views if necessary.
Anima
e
Review
Show
Slide
A
A
A
Font
AA A
View
aph
Paragr
t
Selec
Find
Editing
My T
able
WordA
rt Sty
les
Move a Table
1 Click or
2 Position the mouse pointer over
the table.
● A handle ( ) appears in the
upper-left corner of the table.
2
1
1
3 Position the mouse pointer over
the handle ( changes to
).
4 Drag the table to a new location.
● A dashed line represents the
proposed table position.
5 Release the mouse button.
The table appears in the new
location.
To copy the table, perform these
in Step 3.
steps but press
216
2
3
Resize
a Table
Creating Tables and Charts
9
chapter
If you find that your table dimensions do not suit your
purpose, you can resize the table from Print Layout view or
Web Layout view. For example, you may want to resize a
table to make it longer and narrower.
Make sure that you are working from Print Layout or Web Layout view; you can
use the buttons on the status bar to switch views if necessary.
Resize a Table
1 Click .
2 Position the mouse pointer over
the table.
● A handle ( ) appears in the
lower-right corner of the table.
2
1
3 Position the mouse pointer over
the handle ( changes to
).
4 Drag the table up to make it
shorter or down to make it larger
( changes to ).
Note: You can also drag diagonally to
simultaneously change both the width and height of
the table.
● A dashed line represents the
proposed table size.
5 Release the mouse button to
change the table’s size.
3
4
217
Add or
Delete a Row
You can easily add rows to accommodate more
information or remove rows of information you do
not need.
1
2
3
4
1
2
3
4
5
S
NEW ROW
DINER
1
2
3
4
5
6
7
8
Add or Delete a Row
Add a Row
1 Click in the row below where you
2
3
want a new row to appear.
2 Click the Layout tab.
3 Click Insert Above.
1
● Word inserts a row and selects it.
You can click in the row to add
information to the table.
218
Creating Tables and Charts
Delete a Row
1 Click anywhere in the row you
want to delete.
2 Click the Layout tab.
3 Click Delete.
4 Click Delete Rows.
9
chapter
2
3
4
1
● Word removes the row and any
text it contained from the table.
Can I delete more than
one row at a time?
Can I insert more than one
row at a time?
Yes. Select the rows you
want to delete and
perform Steps 2 to 4 in
the subsection “Delete
a Row.” To select
the rows, position
outside the left side of the table ( changes
to ). Drag to select the rows you want to delete.
Yes. Select the number of rows
you want to insert before you
perform Steps 2 and 3 in the
subsection “Add a Row.” You
can select rows below where
you want the new rows and then perform Steps
2 and 3, or you can select rows above where you
want the new rows and, in Step 3, click Rows
Below.
219
Add or Delete
a Column
You can add or delete columns to change the
structure of a table to accommodate more or less
information.
When you add columns, Word decreases the size of the other
columns to accommodate the new column but retains the overall
size of the table.
Add or Delete a Column
Add a Column
2
1 Click in the column to the left of
the column you want to add.
2 Click the Layout tab.
3 Click Insert Right.
3
1
● Word inserts a new column in the
table to the right of the column
you clicked in Step 1 and selects
the new column.
You can click in the column to add
text to it.
220
Creating Tables and Charts
9
chapter
Delete a Column
1 Click anywhere in the column you
want to delete.
2
3
4
2 Click the Layout tab.
3 Click Delete.
4 Click Delete Columns.
1
● Word removes the column and
any text it contained from the
table.
● The insertion point appears in the
column to the right of the one you
deleted.
Word does not resize existing
columns to use the space
previously occupied by the
deleted column.
Is there a way I can easily enlarge a table to fill up the space between the left and right
margins after deleting a column?
2
Yes. Follow these steps:
1
2
3
4
3
Click anywhere in the table.
Click the Layout tab.
4
Click AutoFit.
Click AutoFit Window.
The table content and columns readjust
to fill the space.
1
221
Set Cell
Margins
Cell 1 Cell 2 Cell 3 Cell 4
You can set margins in table cells to make table
information more legible.
C lll l 4
ellll l 2 CCeeelllll 3 Cel
Cel l 1 CCel
Set Cell Margins
1 Click anywhere in the table.
2 Click the Layout tab.
3 Click Cell Margins.
The Table Options dialog box
appears.
4 Type margin settings here.
5 Click OK.
2
3
4
5
1
Word applies cell margin settings.
222
Add Space
Between Cells
Creating Tables and Charts
9
chapter
You can set spacing between table cells to make table
information easier to read and more attractive.
Add Space Between Cells
1 Click anywhere in the table.
2 Click the Layout tab.
3 Click Cell Margins.
3
2
The Table Options dialog box
appears.
4 Select the Allow spacing
between cells option (
changes to ) and type a setting
for space between cells.
5 Click OK.
4
4
5
1
● Word adds space between cells.
223
Combine
Cells
You can combine two or more cells to create one large cell
in which you can store, for example, a table title.
Combine Cells
1 Position the mouse pointer inside
4
the first cell you want to merge
( changes to ).
2 Drag
across the cells you want
to merge to select them.
3 Click the Layout tab.
4 Click Merge Cells.
● Word combines the cells into one
cell and selects that cell.
● For a table title, you can click the
Align Center button ( ) to
center text in the cell both
horizontally and vertically.
5 Click anywhere to cancel the
selection.
224
3
2
1
2
Split
Cells
Creating Tables and Charts
9
chapter
If you find that you have more information in one cell than
you want, you can split the cell into two or more cells that
span one or more rows, columns, or both to make room for
the extra information.
Split Cells
1 Click anywhere in the cell you
2
3
want to split.
2 Click the Layout tab.
3 Click Split Cells.
The Split Cells dialog box appears.
4
4 Type the number of columns and
rows into which you want to split
the cell here.
5
5 Click OK.
1
● Word splits and selects the cell.
225
Split a
Table
You can split one table into two tables. This feature is
particularly useful if you discover that you should have
created separate tables after you have entered a
significant amount of information in one table.
Table Splitting
Split a Table
1 Position the insertion point
anywhere in the row that
should appear as the first
row of the new table.
2
3
2 Click the Layout tab.
3 Click Split Table.
1
● Word separates the table into two
tables and places the insertion
point between the tables.
● Because the insertion point is not
resting in a table cell, Table Tools
no longer appears on the Ribbon.
226
Add a Formula
to a Table
9
chapter
Creating Tables and Charts
You can place a formula in a cell and let Word
automatically do the math for you. Word generally suggests
the correct formula for the situation.
You can accept the suggested formula, as this example does, or you can select a
different formula as needed.
0
1
4
.
7
2
5
=
8
3
6
++
9
--
*
//
16
/3
44
5.2
Add a Formula to a Table
1 In a table containing numbers,
2
click in a cell that should contain
the sum of a row or a column.
3
2 Click the Layout tab.
3 Click Formula.
The Formula dialog box appears,
suggesting a formula.
1
● You can click here to select a
number format.
● You can click here to select a
different formula.
4
4 Click OK.
● Word places the formula in the
cell containing the insertion point
and displays the calculated result
of the formula.
If you change any of the values in
the row or column that the
formula sums, you can click in the
cell containing the formula and
to update the formula
press
result.
227
Align Text
in Cells
RIGHT
TOP
To make your text look more uniform, you can align
text or numbers with the top, bottom, left, right, or
center of cells.
By default, Word aligns table entries at the top left edge of each cell.
BOTTOM
EEGGGGSS
EG GS
EGGS
Align Text in Cells
1 Click in the cell you want to align.
You can position the mouse
pointer over the left edge of the cell
whose alignment you want to change
( changes to ) and drag to select
multiple cells.
2 Click the Layout tab.
3 Click an alignment button.
● Word selects the text and aligns it
accordingly in the cell.
4 Click anywhere to cancel the
selection.
228
2
3
1
LEFT
EGG
Add Shading
to Cells
Creating Tables and Charts
9
chapter
You can add shading to cells to call attention to them.
Add Shading to Cells
1 Click anywhere in the cell to
2
which you want to add shading.
3
You can position the mouse
pointer over the left edge of any
cell ( changes to ) and drag
to select multiple cells.
2 Click the Design tab.
3 Click Shading.
1
The Shading Gallery appears.
You can position the mouse
pointer over a color, and Live
Preview displays a sample of the
selected cells shaded in the
proposed color.
4
4 Click a color.
● Word applies the shading to the
selected cells and closes the
Shading Gallery.
229
Change Cell
Borders
You can change the appearance of cell borders to
call attention to them.
Change Cell Borders
1 Click anywhere in the cell around
which you want to place a border.
You can position the mouse
pointer over the left edge of any
cell ( changes to ) and drag
to select multiple cells.
2 Click the Design tab.
3 Click Line Style.
1
2
3
The Line Style Gallery appears.
4 Click the line style you want to
apply.
4
230
Creating Tables and Charts
● You can click Line Weight and
Pen Color to select the weight
and color of the border line.
5 Click the Borders
.
The Borders Gallery appears.
9
chapter
5
6
6 Click the type of border to apply.
This example uses Outside
Borders.
● Word applies the border using the
selected line style, weight, and
pen color to the selected cells.
How can I remove borders from table cells?
Follow these steps:
1 Complete Steps 1 to 3 in this section.
2 Click the Borders .
3 Click No Border.
2
3
Word removes the borders from the table cells.
Dotted blue gridlines appear on-screen, but they do not print.
231
Format
a Table
You can apply any number of predefined table
styles to a table to format it.
TABLE
Format a Table
1 Click anywhere in the table.
2 Click the Design tab.
3 Click in the Table Styles group.
2
3
1
The Table Style Gallery appears.
4 Position the mouse pointer over a
table style.
4
232
Creating Tables and Charts
9
chapter
● Live Preview displays the table in
the proposed table style.
5 Repeat Step 4 until you find the
table style you want to use.
6 Click the table style you want
6
to use.
● Word displays the table in the
style you selected.
How can I remove a table formatting design?
You have a few options:
● If you just applied the formatting, you can click the Undo
button ( ).
● If you performed other actions since applying the table
formatting design, perform Steps 1 to 3 in this section and
then click Clear.
233
Add a
Chart
You can chart data from Microsoft Word 2010.
This process uses Microsoft Excel 2010.
Although this example inserts a chart in a document containing a
table, the table is independent of the chart. You supply all data for
the chart in Excel and you do not need to use table information
found in Word.
Add a Chart
1 Click in the document where you
2
3
want a chart to appear.
2 Click the Insert tab.
3 Click Chart.
1
The Insert Chart window appears.
4 Click a chart type.
4
● Categories of chart types appear
here.
● Chart types organized by category
appear here.
5 Click OK.
234
5
Creating Tables and Charts
9
chapter
Microsoft Excel opens alongside
Microsoft Word.
● A sample chart of the data
appears in Word.
● Sample data appears in Excel.
6 Change the data in Excel.
● The chart in Word updates to
reflect the changes in Excel.
7
7 You can close Excel without saving
by clicking the Close button (
).
6
Can I format the chart in Word?
Yes. When you maximize the Word window and select the chart,
Word displays Chart Tools on the Ribbon.
● From the Design tab, you can select a layout and style from the
Chart Layouts and the Chart Styles Galleries.
● From the Layout tab, you can set up chart and axis titles, add data
labels, and modify the legend.
● The Format tab provides options for shape styles and WordArt styles.
235
Chart
Concepts
When creating a chart, you have a wide variety of choices. You can create column charts, line
charts, pie charts, bar charts, area charts, XY charts, stock charts, surface charts, doughnut
charts, bubble charts, and radar charts. Each chart type serves a different purpose and
communicates different information to the reader. The type of chart you use depends on the
information you are trying to convey to your reader. In addition, you are not limited to the
first chart type you select; if you discover that you have not selected the optimal chart type,
try a different one.
Column Charts
A column chart shows data changes over a period of time and can compare different sets of
data. A column chart contains vertically oriented bars.
Line Charts
Line charts help you see trends. A line chart connects many related data points; by connecting the
points with a line, you see a general trend.
Pie Charts
Pie charts demonstrate the relationship of a part to the whole. Pie charts are effective when you are
trying to show, for example, the percentage of total sales for which the Midwest region is
responsible.
Bar Charts
Bar charts typically compare different sets of data and can also show data changes over time. A bar
chart closely resembles a column chart, but the bars are horizontally oriented.
Area Charts
Area charts show data over time, but an area chart helps you see data as broad trends, rather than
individual data points.
236
Creating Tables and Charts
9
chapter
XY Charts
Statisticians often use an XY chart, also called a scatter chart, to determine whether a correlation
exists between two variables. Both axes on a scatter chart are numeric, and the axes can be linear
or logarithmic.
Stock Charts
Also called High-Low, Open-Close charts, stock charts are used for stock market reports. This chart
type is very effective to display data that fluctuates over time.
Surface Charts
Topographic maps are surface charts, using colors and patterns to identify areas in the same range
of values. A surface chart is useful when you want to find the best-possible combination between
two sets of data.
Doughnut Charts
Like a pie chart, a doughnut chart shows the relationship of parts to a whole. Although a pie chart
contains only one data series, a doughnut chart typically contains more than one data series. The
doughnut chart is round like a pie chart, but each series in the doughnut chart appears as a
separate ring in the circle.
Bubble Charts
A bubble chart is a specific type of XY chart that compares sets of three values. The size of the
bubble indicates the value of a third variable. You can arrange data for a bubble chart by placing
the X values in one column and entering corresponding Y values and bubble sizes in the adjacent
columns.
Radar Charts
You can use a radar chart to compare data series that consist of several variables. Each data series
on a radar chart has its own axis that “radiates” from the center of the chart — hence the name
radar chart. A line connects each point in the series.
237
chapter
Working with
Graphics
Ho
Past
e
Clip
boar
d
me
Ad
Slide d
Slid
es
Inse
rt
Des
ign
Layo
Rese ut
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An
De
B
Jil
I U
im
ati
S
Fon
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on
s
Slid
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Sho
w
A
A
A
Rev
iew
Vie
w
He
Mo re is a
I ha unta pict
sen ve m ins h ure o
tim d yo any m ere in f the
Ch e rig u but ore Ariz Red
no ristm ht no I do pictu ona.
no
re
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sno as
w o bac . I ho t ha s to
Ja
n t k in pe t ve
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Wo
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Fin
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You can spruce up documents by
inserting a variety of graphics;
the technique to insert graphics
varies, depending on the type of
graphic.
When you edit, however, some
techniques are common to all
types of graphics and others
vary by graphic type. When a
technique applies to all types
of graphics, this chapter uses
the generic term graphic. For
editing techniques that apply
to pictures, clip art, and
screenshots, this chapter calls
these graphics pictures.
Similarly, for editing techniques
that apply to WordArt, shapes,
and text boxes this chapter
calls these graphics drawings.
Diagrams fall into a category by
themselves.
Add WordArt .....................................................240
Add a Picture ....................................................242
Add a Screenshot .............................................244
Add a Clip Art Image .......................................246
Add a Shape ......................................................248
Add a Text Box .................................................250
Move or Resize a Graphic ..............................252
Crop a Picture ...................................................254
Rotate a Graphic ..............................................256
Correct the Brightness or Contrast
of a Picture ....................................................257
Modify the Color of a Picture .......................258
Change the Color of a Drawing ....................259
Add a Shadow to a Graphic ..........................260
Make a Graphic Three-Dimensional ...........261
Apply a Style to a Graphic .............................262
Apply a Color Outline to a Graphic .............263
Understanding Text Wrapping
and Graphics .................................................264
Wrap Text Around a Graphic ........................265
Work with Diagrams .......................................266
Add
WordArt
WordArt is decorative text that you can add to a
document as an eye-catching visual effect. You can
create WordArt text as you create a WordArt
graphic, or you can apply a WordArt style to
existing text.
Add WordArt
1 Click in the document where you
2
3
want to add WordArt or select
existing text and apply WordArt
to it.
2 Click the Insert tab.
3 Click WordArt.
1
● The WordArt Gallery appears.
4 Click the WordArt style you want
to apply.
4
240
Working with Graphics
10
chapter
● If you selected text in Step 1, your
text appears selected in the WordArt
style you applied; otherwise, the
words “Your Text Here” appear
selected in the upper-left corner of
your document.
● Handles ( and ) surround the
WordArt graphic.
● Drawing Tools appear on the Ribbon;
you can use these tools to format
WordArt, shapes, and text boxes.
5 If necessary, type text.
● Word converts the text to a WordArt
graphic.
6 Click anywhere to continue working.
Note: You can move the WordArt; see the section,
“Move or Resize a Graphic.”
Note: You can change the size of the WordArt font
by selecting the WordArt text and, on the Home tab,
selecting a different font size from the Font list in the
Font group.
6
Can I edit the
WordArt drawing?
Can I delete a
WordArt drawing?
Yes. Click inside the
WordArt drawing.
)
Handles ( and
appear around the
WordArt. Edit the text
the way you would
edit any text, deleting
and changing as
needed.
Yes, but be aware that
deleting the drawing
also deletes the text.
Click near the edge of
the drawing or, if you
click inside the drawing,
click any handle
) to select the
( or
drawing. Then press Del .
delete
POOF!
241
Add a
Picture
You can include a picture file graphic stored on your
computer in a Word document.
Home
Insert
Paste
Design
Animations
Layout
Clipboard
Add
Slide
Slide Show
Reset
Slides
Jill,
Delete
A
B I U
S
Font
Review
View
A
x
A
Paragraph
AAA
WordArt
Here is
a pictur
e of the
Mountai
Re
ns
I have ma here in Arizon d
a.
send you ny more pictur
es
time rig but I do not hav to
ht
Christma now. I hope to e
s back in
see you
no sno
w on the Indiana! I ho soon for
pe there
ground.
is
Jake.
Add a Picture
1 Click in your document where you
2
want to add a picture.
2 Click the Insert tab.
3 Click Picture.
3
1
The Insert Picture dialog box
appears.
● The folder you are viewing
appears here.
● You can click here to navigate to
commonly used locations where
pictures may be stored.
242
Styles
?
A
Replace
Find
Select
Editing
Working with Graphics
4 Navigate to the folder containing
10
chapter
4
the picture you want to add.
5 Click the picture you want to add
to your document.
6 Click Insert.
5
6
● The picture appears in your
document, selected and
surrounded by handles
( and ).
● Picture Tools appear in the
Ribbon; you can use these tools
to format pictures.
How can I delete a picture?
1 Move the mouse pointer over the picture.
● The pointer changes to
.
2 Click the picture to select it.
3 Press Del .
243
Add a
Screenshot
You can insert into a Word document an image
called a screenshot of another document open in
Word or of a document open in another
program.
Add a Screenshot
1 Open a document.
● This example shows a chart
in Excel.
2
2 Open the Word document in
which you want to insert a
screenshot of the document
you opened in Step 1.
3 Position the insertion point where
you want the screenshot to
appear.
3
244
Working with Graphics
4 Click Insert.
5 Click Screenshot.
10
chapter
4
5
● The Screenshot Gallery shows
open programs and available
screenshots of those programs.
6
Note: You can open as many programs and
documents as your computer permits. In this
example, in addition to Excel and Word, the
Outlook Calendar is also open.
6 Click the screenshot you want to
insert in your Word document.
● The screenshot appears selected
in your Word document.
Click anywhere outside the
screenshot to continue working.
Can I use the Screenshot feature to
insert a screenshot of the current Word
document into the same document?
PA
STE
No, but here is a workaround. Open the
document in which you want to insert a
screenshot and then open a second, blank
document. From the blank document, shoot a screen of
the first Word document. The screen appears in the blank
document, already selected. Click Copy ( ). Then switch
to the Word document, click where the screenshot should
appear, and click Paste ( ).
Can I use the Screenshot
feature to take a picture
of my desktop?
No, but you can take a
picture of your desktop and
insert it into a Word document.
Print
While viewing your desktop, press scrn .
Then switch to Word and position the
insertion point where you want the
to
+
screenshot to appear. Press
paste the image into your Word document.
245
Add a Clip
Art Image
You can add clip art images to your document to
help get your message across and add graphic
interest to your document.
Dessert Menu
Choices
Price
Cheese Cake
$4.75
GGree
reenn CCock
ocktail
tail $5.75
$5.75
Bi
Birtrthd
hday
ay Ca
Cake
ke $9.
$9.9955
Prices may change after
Dec. 21st
Add a Clip Art Image
1 Click in your document where you
2
want to place an image.
2 Click Insert.
3 Click Clip Art.
3
1
The Clip Art Pane appears on the
right side of your screen.
4 Click here and type one or more
words to describe the image you
want to find.
● You can click here ( changes
to ) to search online at
Office.com for additional clip art.
Note: This example does not search online.
5 Click Go.
246
4
5
Working with Graphics
10
chapter
● Images matching the words you
typed appear here.
6 Click an image.
6
● The image appears selected, with
handles ( and ) surrounding it.
● Picture Tools appear on the Ribbon.
7 Click anywhere in the document to
continue working.
What happens if I
click the Results
should be list box
arrow ( )?
You have the opportunity
to specify the types of
media for which you
want to search. Searching
takes less time if you limit the search, but the
search may not display as many clip art images
if you limit it.
What kinds of media
types are available for
searching?
When you use the default
settings, you search for
illustrations, photographs,
videos, and audio. Using the
Results Should Be list, you
can limit the search to any
one or a combination of
those media types.
247
Add a
Shape
Microsoft Word
To give your Word document pizzazz, you can
add graphic shapes such as lines, arrows, stars,
and banners.
As a result, you should always make sure that you
clean the bird feeder regularly,
y and that you change
the bird seed often.
Buildin g a Birdhou se
Shapes are visible in Print Layout, Web Layout, and Reading Layout
views.
23
Add a Shape
1 Click the Insert tab.
2 Click Shapes.
1
2
The Shapes Gallery appears.
3 Click a shape.
The mouse pointer ( ) changes
to .
3
248
Working with Graphics
10
chapter
4 Position the mouse pointer at the
upper-left corner of the place
where you want the shape to
appear.
5 Drag the mouse pointer ( )
down and to the right until the
shape is the size you want.
4
5
When you release the mouse
button, the shape appears.
● The handles ( and ) that
surround the shape indicate that
the shape is selected.
● Drawing Tools appear on the
Ribbon.
You can press
or click
anywhere to continue working in
your document.
Can I change the color of a shape?
Yes, you can change the color inside a shape as
well as the shape’s outline color.
5
1 Click the shape to select it.
2 On the Ribbon, in the Shape Styles group, click the
2
3
Shape Fill button to display the color gallery.
3 Move the mouse pointer over the Color gallery and
Live Preview displays the outline of the shape in
the proposed color.
1
4 Click a color.
5 Repeat these steps, selecting Shape Outline in
Step 2.
249
Add a
Text Box
Build ing a Birdh ouse
You can add a text box, which is another type of
graphic, to your document to control the
placement and appearance of the text that
appears in the box.
Buildin g a Birdhou se
The Ca rdi nal
The cardin al is a
bird with many differ
anyon e will read this
articl e so I will just ent traits . I doubt
thing that come up
talk about the first
in my mind. I went
fishin g this weeke
my best friend Jason
nd with
Kaepp el. We both
caugh t a bass but
a throw back. Jason
mine was
’s fish was a keepe
r but he didn’t feel
clean ing I have been
like
playin a lot of golf
fun. I’m still not
lately so that is pretty
very good but I can
drive the ball aroun
d 300.
Text boxes are visible only in Print Layout, Web Layout, and
Reading Layout views.
24
24
Add a Text Box
1 Click the Insert tab.
2 Click Text Box.
1
2
The Text Box Gallery appears.
3 Click a text box style.
3
250
Working with Graphics
10
chapter
● Word places a text box in your
document.
● Existing text flows around the box.
Sample text appears inside a Pull
Quote box, where you can type
your text.
4
4 Position the mouse pointer inside
the text box over the sample text
and click.
Word selects the sample text.
5 Type your text.
6 Click outside the text box.
Your text appears in the box.
Note: You can format the text using the
techniques described in Chapter 5.
5
6
What should I do if I do not like any of the predefined
text box formats?
You can draw your own text box and format it. Follow these
steps:
1 Complete Steps 1 and 2 in this section.
2 Click Draw Text Box ( changes to ).
3 Drag the mouse pointer ( ) from the upper-left to lower-right
corner of the place where you want the text box to appear.
The text box appears.
2
251
Move or Resize
a Graphic
If you find that a graphic — a picture, Clip
Art image, shape, text box, or WordArt
graphic — is not positioned where you want
it or if it is too large or too small, you can
move or resize it.
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Pag nk P age
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V
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Hyp iew
s
Boo erlink
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Cros kmar
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rig u bu mo in
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Foot ader
t I re p Ari e Re
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Head Page Nu
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m
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Foote
ow as b ow. do n ictu ona d
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Move or Resize a Graphic
Move a Graphic
1 Click the graphic.
● Handles ( ,
the graphic.
) surround
2 Position the mouse pointer over
the WordArt image, picture, Clip
Art image, or shape, or over the
edge of the text box ( changes
to ).
2
1
3 Drag the graphic to a new
location.
● A lighter-shaded version of the
graphic indicates the proposed
position of the graphic.
4 Release the mouse button.
The graphic appears in the new
location.
5 Click outside the graphic to cancel
its selection.
252
3
10
chapter
Working with Graphics
Resize a Graphic
1 Click the graphic.
● Handles ( and
graphic.
) surround the
2 Position the mouse pointer over
one of the handles ( changes to
,
, , or ).
1
2
3 Drag the handle until the graphic
is the appropriate size ( ,
, or changes to ).
,
● A lighter-shaded version of the
graphic indicates the proposed
size of the graphic.
4 Release the mouse button.
The graphic appears in the
new size.
5 Click outside the graphic to cancel
3
its selection.
Is there an easy way I
can make a graphic
move only horizontally
or vertically but not
diagonally?
Yes. Press and hold the
key as you drag the
graphic. Word allows you
to move the graphic
horizontally or vertically
but not diagonally.
Does it matter which
handle I use to resize a
graphic?
If you click and drag any of
the corner handles, you
maintain the proportion of the
graphic as you resize it. The
square handles on the sides,
top, or bottom of the graphic
resize the width or the height
only of the graphic.
253
Crop a
Picture
You can crop a picture, screenshot, or clip art
image to reduce its size or change the focus of
the image.
For example, you might want to remove the black border of a
screenshot you captured in Word or eliminate the Ribbon from the
image.
Crop a Picture
1 Click the image to select it; handles
( and
2
3
) surround the image.
2 Click Picture Tools.
3 Click Crop.
4
● Black crop handles appear at each
corner and in the middle of each side
of the image, framing the portion of the
image that will remain.
4 Slide the mouse pointer over a crop
handle ( , , or
, , ,
,
1
changes to ,
, , or ).
1
5 Click and drag the handle toward
the center of the picture.
● As you drag, the crop handle
changes to .
● Word displays the area it will
remove shaded in black.
254
5
Working with Graphics
10
chapter
6 Repeat Steps 4 and 5 as needed
until crop handles frame the
portion of the image you want
to keep.
● Areas to be removed appear
shaded in black.
7 Press
6
.
The cropped image appears.
or click
You can press
outside the image to cancel its
selection.
Is there a way to crop my image using a
special shape?
Yes. Follow these steps:
1
2
3
4
4
2
3
Complete Steps 1 and 2 above.
Click the list box arrow (
) on the Crop button.
Click Crop to Shape.
From the Shape gallery that appears, select a shape.
● Word crops the selected image to the shape you
choose.
255
Rotate a
Graphic
For dramatic effect, you can rotate pictures, clip art
images, and some shapes. You cannot rotate text boxes.
Para
AA
gra
ph
A
Wor
dAr
t St
yles
P
A
Rotate a Graphic
1 Click the image you want to
rotate.
● Handles ( and
graphic.
) surround the
2
2 Position the mouse pointer over
the green handle at the top of the
image ( changes to ).
3
3 Drag the mouse in the direction
you want to rotate the image
( changes to ).
● A lighter-shaded version of the
graphic indicates the proposed
position of the image.
● Word displays the rotated image.
or click
You can press
outside the image to cancel its
selection.
256
1
M
A
Correct the Brightness
or Contrast of a Picture
Working with Graphics
10
chapter
You can change the brightness and contrast of a picture,
clip art, or a screenshot to improve its appearance.
You also can sharpen or soften an image.
Contrast
Brightness
Correct the Brightness or Contrast of a Picture
1 Click the image to select it.
● Handles ( and
picture.
2
) surround the
● Picture Tools appear in the
Ribbon.
3
2 Click Corrections.
You can slide the mouse pointer
over an option in the gallery that
appears and Live Preview displays
the appearance of the image
using that option.
1
3 Click an option.
Word applies the correction to
the image.
or click
You can press
outside the image to cancel its
selection.
257
Modify the Color
of a Picture
You can adjust the color of a picture or a screenshot by
increasing or decreasing color saturation or color tone. You
also can recolor a picture, screenshot, or clip art image to
create an interesting effect.
Color saturation controls the amount of red and green in a photo, while color
tone controls the amount of blue and yellow.
Saturation
Modify the Color of a Picture
1 Click the image to select it.
● Handles ( and
picture.
) surround the
2
3
● Picture Tools appear in the
Ribbon.
2 Click Color.
You can slide the mouse pointer
over an option in the gallery that
appears and Live Preview displays
the appearance of the image
using that option.
3 Click an option.
Word applies the option to
the image.
or click
You can press
outside the image to cancel its
selection.
258
1
Tone
Change the Color
of a Drawing
Working with Graphics
10
chapter
You can add to or change the color of a shape, WordArt
image, or text box to draw attention to it or to make it more
interesting.
Change the Color of a Drawing
1 Click the shape or text box to
select it.
● Handles ( and ) appear
around the image.
2 Click Drawing Tools.
3 Click Shape Fill to display
2
3
4
available colors.
You can slide the mouse pointer
over a color in the gallery and Live
Preview displays the appearance of
the image in that color.
1
4 Click the color you want to apply.
● Word fills the drawing with the
selected color.
● To change the color of a drawing
outline, you can repeat Steps 1 to
4, clicking Shape Outline, which
appears below Shape Fill, in
Step 3.
You can press
or click
outside the image to cancel its
selection.
259
Add a Shadow
to a Graphic
You can add depth to any picture or drawing by
adding a shadow to it.
Add a Shadow to a Graphic
1 Click a graphic.
● Handles ( and
the image.
2
) appear around
2 Click the Picture Tools Format tab.
3 Click Picture Effects or Shape
3
4
1
Effects.
4 Click Shadow.
You can slide the mouse pointer
over an option in the gallery
and Live Preview displays the
appearance of the image using
that option.
5 Click a shadow effect.
● Word applies the shadow effect to
the selected graphic.
To remove a shadow, repeat Steps
1 to 5, selecting No Shadow Effect
in Step 5.
260
5
Make a Graphic
Three-Dimensional
Working with Graphics
To create an interesting visual effect, you can make a
graphic — a picture, clip art image, WordArt, a text box,
or a shape — appear three-dimensional.
10
chapter
Insert Design Animations
Slide Show Review
View
Layout
Paste
Clipboard
Clipboa d
A
Reset
Delete
Slides
B I U S
x
?
A
A
Font
Paragraph
AAA
WordArt Styles
A
Replace
Find
Select
Editing
Make a Graphic Three-Dimensional
1 Click a graphic.
● Handles ( and
image.
2
3
) appear around the
2 Click Format.
3 Click Picture Effects or Shape Effects.
4 Click Bevel.
4
The Bevel Gallery appears.
You can slide the mouse pointer over an
option in the gallery and Live Preview
displays the appearance of the image
using that option.
1
5
5 Click a bevel effect.
Word adds the bevel effect to the
graphic, giving it a three-dimensional
look.
To remove a three-dimensional effect,
repeat Steps 1 to 5, selecting No Bevel
in Step 5.
261
Apply a Style
to a Graphic
You can apply a predefined style to a shape, text box,
WordArt graphic, picture, or clip art image. Styles
contain predefined colors and effects and help you
quickly add interest to a graphic.
Applying a style removes other effects you may have applied, such as
shadow or bevel effects.
eess
SShhaapp
Apply a Style to a Graphic
1 Click a graphic.
● Handles ( and ) appear
around the image.
2
3
2 Click Format.
3 Click the More button ( ).
1
The Styles Gallery for the type of
graphic you selected in Step 1
appears.
Note: This task displays the Shape Styles Gallery.
You can slide the mouse pointer
over an option in the gallery and
Live Preview displays the
appearance of the image using
that option.
4 Click a style.
● Word applies the style to the
selected graphic.
262
4
Apply a Color
Outline to a Graphic
Working with Graphics
10
chapter
You can change the color of the outline of a graphic to which
you have applied a style.
Apply a Color Outline to a Graphic
1 Click a graphic.
Handles ( and
image.
2
3
) appear around the
2 Click the Picture Tools Format tab.
3 Click Picture Border or Shape Outline.
4
You can slide the mouse pointer over an option
in the gallery and Live Preview displays the
appearance of the image using that option.
4 Click Weight.
5 Select a line weight for the outline.
● Word applies a black outline to the graphic in
the weight you selected.
6 Click Picture Border or Shape Outline.
7 Click a color.
5
1
6
● Word applies the color to the outline of the
selected graphic.
7
263
Understanding Text
Wrapping and Graphics
When you insert graphics into a Word document, you can control the way that text wraps
around the graphic. By default, most graphics you insert have a relatively square boundary,
even if the graphic is not a square, and most text wrapping options relate to that relatively
square boundary.
By editing a graphic’s wrap points, you can change the square boundary to more closely match the graphic’s shape and wrap
text more closely around the shape.
Square
Wraps text in a square
around your graphic
regardless of its shape. You
can control the amount of
space between text and all
your graphic’s sides.
Tight
Wraps text around the graphic’s outside edge. The
difference between this and Square is apparent
with a nonsquare shape; with Tight, you can control
the space between the text and the graphic’s right
and left sides. Word leaves no space between text
and the graphic’s top and bottom sides.
Top and Bottom
Wraps text around the graphic’s
top and bottom, but leaves the
space on either side of a graphic
blank.
Behind Text
With this, the text runs over the
graphic, as if the graphic were
not there.
In Front of Text
With this, the graphic blocks the
text underneath the graphic’s
location.
In Line with Text
With this, text does not wrap
around the graphic. Word
positions the graphic exactly
where you placed it. The graphic
moves to accommodate added
or deleted text, but no text
appears on the graphic’s right
or left.
264
Through
With Through, if you edit a
graphic’s wrap points by
dragging them to match
the shape of the graphic,
you can wrap text to
follow the graphic’s shape.
Wrap Text Around
a Graphic
Working with Graphics
10
chapter
You can control the way that Word wraps text around a
graphic image in your document. This becomes very
important when you want to place graphics in a document
where space is at a premium, such as a two-columned
newsletter.
The information in this section shows text wrapping for a shape but applies to
text wrapping for any kind of graphic.
Wrap Text Around a Graphic
1 Click a graphic.
2
● Handles ( and ) appear
around the image.
4
2 Click Format.
3 Click Wrap Text.
4 Click the wrapping style you want
to apply.
3
1
Word wraps text around the
graphic using the text wrapping
option you selected.
265
Work with
Diagrams
Using SmartArt, you can add any of a variety of diagrams
to your document to illustrate a concept. For example, you
can create organization charts, process diagrams, diagrams
that represent cycles, and diagrams that present list
information as well as other types of diagrams.
Work with Diagrams
2
1 Click in your document where you
want the diagram to appear.
2 Click the Insert tab.
3 Click SmartArt.
3
1
The Choose a SmartArt Graphic
dialog box appears.
4 Click a diagram category.
5 Click the type of diagram you
5
want to add.
● A description of the selected
diagram appears here.
6 Click OK.
266
Home
Shapes
The example in this section demonstrates adding an organizational chart.
Add a Diagram
ord
t-W
ocumen
4
6
New D
Review
Mailings
ferences
out Re
Page Lay
Chart
e
Insert
Clip AArt
ture
Pic
Cover Pag
ations
e
le
Illustr
Blank Pagak Tab
Tables
Page Bre
Pages
artArt Graphic
Choose a Sm
s
View
nk
Hyperli
rk
Bookma nce
Cross-refere
Links
Header
Footer er
# Page Numb r
Header & Foote
? X
Quick Part
Word Art
Drop Cap
Text
Equation
Symbol
Symbols
Working with Graphics
10
chapter
Word adds the diagram to your
document.
● The graphic border surrounding
the diagram indicates that the
diagram is selected; the border
will not print.
● SmartArt Tools appear on the
Ribbon.
● The Text pane appears here.
● If the Text pane does not appear,
click Text Pane.
Each object within the diagram is
called a shape.
Add Text to the Diagram
7 Click next to a bullet in the Text
pane.
8 Type the text you want to add.
9 Repeat Steps 1 to 2 for each
shape in the diagram.
Note: You do not need to use the Text pane; you
can type directly in a shape.
7
8
How can I add two lines of
text to a shape?
TEXT
After you type the first line of
the text in the Text pane, press
Two Lines
. Then type the
+
of Text
second line, and Word adjusts
the font size of the text to fit
the shape; for consistency, Word also adjusts
the font size of all text in the diagram. Pressing
alone adds another shape to the diagram
and adjusts the size of all shapes in the diagram.
Can I control the size and
position of the diagram on the
page?
Yes. Click the Format tab, click Size,
and then click the spinner arrows ( )
to change the height and width. Word
sets the default position on the diagram inline with
your text. You can use the Position Gallery to place
the diagram in one of nine predetermined positions
on the page. On the Format tab, click Arrange and
then click Position to display the Position Gallery.
267
Work with Diagrams
(continued)
Home
Paste
Reset
Add
Slide
Clipboard
x
Insert Design Animations
Slide Show Review View
Layout
To keep your diagrams current and interesting, you can
add or delete shapes and apply styles to diagrams.
Delete
A
B I U S
Slides
?
A
A
Font
Paragraph
AAA
A
WordArt Styles
Jill,
I have attached an image
of the charts for the matrix
project. Please see to it that
Jon gets a copy as well.
Thank you,
Jake
Work with Diagrams (continued)
Add or Delete Shapes
1
1 Click the Design tab.
2 Click the shape above or beside
which you want to add a shape.
● Handles ( and
shape.
) surround the
3
3 Click the list box arrow ( )
beside Add Shape and select the
option that describes where the
shape should appear.
● The new shape appears.
You can add text to the new shape
by following the steps in the
subsection “Add Text to the
Diagram” on the previous page.
268
2
Replace
Find
Select
Editing
Working with Graphics
Apply a Diagram Style
10
chapter
1
1 Click the Design tab.
2 Click the More button ( ) in the
2
SmartArt Styles group to display
the Quick Styles Gallery.
The Quick Styles Gallery appears.
You can slide the mouse pointer
over an option in the gallery and
Live Preview displays the
appearance of the image using
that option.
3 Click a style.
● Word applies the selected style to
the diagram.
3
You can click anywhere outside
the diagram to continue working.
How can I
delete a shape?
Click the outside
border of the
shape; handles
)
( and
appear around
the shape. Press
Del to remove the selected shape from
the diagram.
Can I change the layout of an
organization chart diagram after I
insert it?
Yes. Click the border of the organization
chart to select it. Then click the Design
tab and, in the Layouts group, click the
to display the Layouts
More button
Gallery and select a different organization
chart structure. You can click More Layouts at the bottom
of the Layouts Gallery to reopen the Choose a SmartArt
Graphic dialog box shown earlier in this task.
269
chapter
11
Customizing
Word
e
g
a
P up
Setoup
Gr
Ho
e
m
Do you like the default Word
settings? If not, you can
easily customize portions of
the Word program to make
it perform more in line with
the way you work.
Control the Display of
Formatting Marks ........................................272
Customize the Status Bar ..............................273
Hide or Display Ribbon Buttons ..................274
Add a Predefined Group to
a Ribbon Tab.................................................276
Create Your Own Ribbon Group ..................278
Create Your Own Ribbon Tab .......................282
Work with the Quick Access Toolbar..........286
Add Keyboard Shortcuts ................................290
Create a Macro .................................................292
Run a Macro ......................................................294
Control the Display
of Formatting Marks
Although you can display all formatting marks,
you also can limit the formatting marks that Word
displays to view just the ones that interest you.
Using the Show/Hide button displays all formatting marks.
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Control the Display of Formatting Marks
1 Click the File tab.
1
The Backstage view appears.
2 Click Options.
2
The Word Options dialog box appears.
3 Click Display.
● You can select the Show all
formatting marks option
( changes to ) to display
all formatting marks.
3
4
4 Select the check boxes of the
formatting marks you want to
display ( changes to ).
5 Click OK.
Word displays only the selected
formatting marks in your document.
272
5
Customize the
Status Bar
Customizing Word
11
chapter
You can customize the status bar to display information
you want visible while you work, such as page numbers
and the position of the insertion point.
/86
:1
rds
fo 3 Wo
:1
e
Pag
Customize the Status Bar
1 Right-click the status bar.
● Word displays the Customize
Status Bar menu.
2 Click the option you want to
display on the status bar.
2
3 Repeat Step 2 for each option
you want to display.
1
● Word displays the option(s) you
selected on the status bar.
You can click anywhere outside
the menu to close it.
273
Hide or Display
Ribbon Buttons
You can hide the Ribbon while you work and then
redisplay it when you need it. Hiding the Ribbon
can make your screen appear less crowded.
When you hide the Ribbon, you hide the buttons on each tab, but the
tab names continue to appear.
Hide or Display Ribbon Buttons
● By default, Word displays the
Ribbon.
1
1 Click the Minimize the Ribbon
button (
).
● Word hides the buttons on the
Ribbon but continues to display
the tabs.
● The Quick Access Toolbar
continues to appear.
3
2 Type in your document as usual.
3 When you need a Ribbon button,
click that Ribbon tab.
Note: You can click any Ribbon tab, but you will
save time if you click the tab containing the button
you need.
274
2
Customizing Word
11
chapter
● Word redisplays the Ribbon
buttons.
4 Click the button you need.
4
● Word applies the command.
● Word hides the Ribbon buttons
again.
How can I
redisplay the
Ribbon buttons
permanently?
Repeat Step 1.
Is there another way to hide the
Ribbon buttons?
Cl ick
miz
e
i
n
Yes, you can right-click the bottom
m i n ribbo
the
edge of any group on the Ribbon and,
from the menu that appears, click
Minimize the Ribbon. When the
Ribbon buttons are hidden, you can
right-click a Ribbon tab to see that a
check mark appears beside the
Minimize the Ribbon command. You can click the Minimize
the Ribbon command to redisplay the Ribbon buttons.
275
Add a Predefined Group
to a Ribbon Tab
You can set up Word so that you can work more
efficiently if you customize the Ribbon to place
the groups of buttons that you use most often
on a single tab.
e
Pag up
Setoup
Gr
For example, suppose that most of the buttons you need appear on
the Home tab, but you often use the Page Setup group on the Page
Layout tab to change document margins and set up columns. You
can add the Page Setup group to the Home tab.
Add a Predefined Group to a Ribbon Tab
1 Click the File tab.
1
The Backstage view appears.
2 Click Options.
2
3 In the Word Options dialog box,
click Customize Ribbon.
3
5
4
4 Click the list box arrow ( ) and
select Main Tabs.
5 Click the plus sign ( ) beside the
tab containing the group you want
to add ( changes to ).
6 Click the group you want to add.
276
6
H
e
m
o
Customizing Word
11
chapter
7 Click
beside the tab where
you want to place the group you
selected in Step 6 ( changes
to ).
7
8 Click the group you want to
appear on the Ribbon to the left
of the new group.
8
9
9 Click Add.
● Word adds the group you selected
in Step 6 below the group you
selected in Step 8.
0 Repeat Steps 5 to 9 as needed.
! Click OK.
!
● Word adds the group you selected
to the appropriate Ribbon tab.
Note: Word might collapse other groups to fit the
new group on the tab. In this example, Word
collapsed the Quick Styles gallery.
How do I add a single
button — instead of a
group — to one of the
existing groups on the
Ribbon?
You cannot add or delete a
button to one of the default
groups on the Ribbon. But,
you can create your own
group that contains only those buttons you want
to use and then hide the default group Word
displays. See the section “Create Your Own Ribbon
Group” later in this chapter.
If I change my mind,
how can I eliminate the
changes I made to the
Ribbon?
Restore
Defaults
Complete Steps 1 to 3. In
the column on the right,
select the Ribbon tab and
group you added. Just
above the OK button, click
Restore Defaults, and from the menu that
appears, click Restore only selected Ribbon tab.
Then click OK.
277
Create Your Own
Ribbon Group
You cannot add or remove buttons from
predefined groups on a Ribbon tab, but you can
create your own group and place the buttons you
want in the group.
My
Group
Create Your Own Ribbon Group
Make a Group
1 Click the File tab.
1
The Backstage view appears.
2 Click Options.
2
278
Customizing Word
11
chapter
The Word Options dialog box
appears.
3 Click Customize Ribbon.
4 Click beside the tab to
4
5
which you want to add a
group ( changes to ).
3
5 Click the group you want to
appear on the Ribbon to the left
of the new group.
6
6 Click New Group.
● Word adds a new group to the tab
below the group you selected in
Step 5 and selects the new group.
Can I move the location of my group to
another tab?
Yes. Complete Steps 1 to 3. Then follow
these steps:
1
1 Click
beside the tab containing the group
you want to move and the tab to which you
want to move the group to display all groups
on both tabs.
3
1
2
2 Click the group you want to move.
3 Click the Move Up button ( ) or the
Move Down button (
position the group.
) repeatedly to
4 Click OK to save your changes.
4
279
Create Your Own Ribbon
Group (continued)
When you add a group to a tab, you can assign a
name to it that you find meaningful and then you
can add whatever buttons you need to the group.
Create Your Own Ribbon Group (continued)
Assign a Name to the Group
1 Click Rename.
The Rename dialog box appears.
2 Type a name for your group.
3 Click OK.
2
3
● Word assigns the name to your
group.
280
1
Customizing Word
11
chapter
Add Buttons to Your Group
1 Click the group you created.
2 Click a command.
● If the command you want does
not appear in the list, click the list
box arrow ( ) and select All
Commands.
1
3
2
3 Click Add.
● The command appears below the
group you created.
4 Repeat Steps 2 and 3 for each
button you want to add to your
group.
5 Click OK to save your changes.
4
5
Are there any
restrictions for the
names I assign to
groups I create?
No
Name
Restrictions
No. In fact, you can
even use a name that already
appears on the Ribbon, such as
Font, and you can place that
custom group on the Home tab,
where the predefined group
already exists, or on another tab.
How do I assign keyboard shortcuts to the
buttons I add to my group?
T
SHORT
CU
You do not need to assign keyboard shortcuts; Word
assigns them for you, based on the keys already
assigned to commands appearing on the tab where
you placed your group. Be aware that you can place the same
button on two different tabs, and if you do, Word assigns different
keyboard shortcuts to that button on each tab. You cannot change
the key Word assigns to buttons in your group, but you can change
the key assigned to a command that appears on the default Ribbon;
see the section “Add Keyboard Shortcuts” later in this chapter.
281
Create Your
Own Ribbon Tab
Com
ing S
oon
R
i
bbon - a ne
Ribbo
n tab
Tab w
const
ructi
on
You can create your own tab on the Ribbon to
store all of the buttons you use most frequently.
Then you can leave the Ribbon positioned on
your tab, saving you the time of locating the
buttons you need on the various Ribbon tabs.
Create Your Own Ribbon Tab
Make a Tab
1 Click the File tab.
1
The Backstage view appears.
2 Click Options.
2
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11
chapter
The Word Options dialog box
appears.
3 Click Customize Ribbon.
4 Click the tab you want to appear
to the left of the new tab.
3
4
5 Click New Tab.
5
● Word creates a new tab below the
tab you selected in Step 4, along
with a new group on that tab.
Can I reposition a tab?
Yes. You reposition tabs the
same way you reposition
groups. Complete Steps 1
to 3 to open the Word
Options dialog box to the
Customize Ribbon pane. In
the list on the right, click the tab and then
or
; these buttons appear on the
click
right edge of the Word Options dialog box.
What is on the Developer tab
and why does no check mark
appear beside it?
OPER
DEVEL
The Developer tab contains tools
used by those who write programs
to make Word perform actions
automatically. When no check mark
appears beside a tab, Word does not display that tab
on the Ribbon; in the case of the Developer tab, most
users do not need the tools on that tab, so Word does
not display it by default.
283
Create Your Own
Ribbon Tab (continued)
When you create a custom tab, Word
automatically creates one group for you so that
you can quickly and easily add buttons to the
new tab.
OUP
R
G
EW
re
N
You can add other groups to the tab; see the section “Create Your
Own Ribbon Group” earlier in this chapter.
e
H
tons
ut
Add B
Create Your Own Ribbon Tab (continued)
Assign Names
1 Click New Group (Custom).
2 Click Rename.
5
The Rename dialog box appears.
3
4
5
6
Type a name for your group.
1
Click OK.
Click New Tab (Custom).
Repeat Steps 2 to 4.
4
3
2
● Word assigns names to your tab
and your group.
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Add Buttons to Your Group
1 Click the group on the tab you created.
2 Click a command.
● If the command you want does not
appear in the list, click the list box
arrow ( ) and select All Commands.
1
2
3
3 Click Add.
● The command appears below the group
you created.
4 Repeat Steps 2 and 3 for each button
you want to add to the group.
5
5 Click OK.
● The new tab appears on the Ribbon,
along with the group containing the
buttons you added.
What can I do if I decide I do not want a
custom tab on the Ribbon?
You can hide the tab, which makes it invisible
without deleting it.
2
1 Complete Steps 1 to 3 in the subsection “Make
a Tab.”
2 Click the check box beside the tab you want to hide
(
changes to
).
3 Click OK.
Word redisplays the Ribbon without your
custom tab.
3
285
Work with the Quick
Access Toolbar
You can customize the Quick Access Toolbar
(QAT) in Word 2010 by changing both its
appearance and its content.
k
c
li
c
Work with the Quick Access Toolbar
Change Placement
1
1 Click the Customize Quick
Access Toolbar button (
).
Word displays a menu of choices.
2 Click Show Below the Ribbon.
2
● The Quick Access Toolbar (QAT)
appears below the Ribbon instead
of above it.
You can repeat these steps to
move the QAT back above the
Ribbon.
286
Customizing Word
Add Buttons to the QAT
1 Click
11
chapter
1
.
Word displays a menu of choices.
● You can click any command on
the menu to add it to the QAT.
2 Click More Commands.
2
The Word Options dialog box
appears, showing the Quick
Access Toolbar customization
options.
● You can add any of these
commands to the QAT.
● If the command you want to add
does not appear in the list, click
the list box arrow ( ) and select
All Commands.
● Commands already on the QAT
appear here.
● You can use this list to customize
the QAT for all documents or just
the current document.
Is there an easy way to get rid of changes I
made to the Toolbar?
Yes. You can reset it by following these steps:
1 Perform Steps 1 and 2 above.
2 In the Word Options dialog box, click Reset and
select Reset only Quick Access Toolbar.
The Reset Customizations dialog box appears,
asking if you are sure of your action.
2
2
4
3 Click Yes and Word resets the QAT.
4 Click OK.
287
Work with the Quick
Access Toolbar (continued)
You can add commands to the Quick Access
Toolbar and reorganize the order in which
commands appear on the QAT.
Work with the Quick Access Toolbar (continued)
3 Click the list box arrow ( ) to
display the various categories of
commands.
4
3
You can select All Commands to
view all commands in alphabetical
order regardless of category.
4 Click a category of commands.
This example uses the Commands
Not in the Ribbon category.
5 Click the command you want to
add to the Toolbar.
6 Click Add.
● Word moves the command from
the list on the left to the list on
the right.
7 Repeat Steps 3 to 6 for each
command you want to add to the
Quick Access Toolbar.
288
6
5
Customizing Word
11
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Reorder QAT Buttons
1 While viewing QAT customization
options in the Word Options
dialog box, click a command in
the right-hand column.
1
2 Click the Move Up button ( ) or
the Move Down button ( ) to
change a command’s placement
on the Quick Access Toolbar.
2
3 Click OK.
3
● The updated Quick Access Toolbar
appears.
How do I add a button from the Ribbon to the Quick Access Toolbar?
To add buttons from the Ribbon to the Quick Access Toolbar
follow these steps:
1 Right-click the button.
2 Click Add to Quick Access Toolbar.
Word adds the button to the QAT.
2
1
289
Add Keyboard
Shortcuts
You can add keyboard shortcuts for commands
you use frequently. Using a keyboard shortcut
can be faster and more efficient than clicking a
button on the Ribbon or the QAT.
The appearance of the command as a button on the Ribbon is not
relevant; you can create keyboard shortcuts for any command.
Add Keyboard Shortcuts
1 Click the File tab.
1
The Backstage view appears.
2 Click Options.
2
The Word Options dialog box
appears.
3 Click Customize Ribbon.
4 Click Customize.
3
4
290
Customizing Word
The Customize Keyboard dialog
box appears.
5
● Categories of commands appear
here.
11
chapter
6
● Commands within a category
appear here.
5 Click the category containing the
command to which you want to
assign a keyboard shortcut.
6 Click the command.
● Any existing shortcut keys for the
selected command appear here.
7 Click here and press a keyboard
combination.
● The keys you press appear here.
● The command to which the
shortcut is currently assigned
appears here.
7
8 Click Assign.
9 Click Close.
0 Click OK.
Word saves the shortcut.
8
9
0
How can I test my
shortcut to make sure it
works?
You can press the keys you
assigned. You also can
position the mouse pointer
over the tool on the Ribbon;
assigned keyboard shortcuts
appear in the ToolTip.
291
Create a
Macro
You can create a macro to save time. A macro
combines a series of actions into a single
command. For example, you can store repetitive
text that you type frequently in a macro so that
you can insert it quickly and easily.
Most people find it easiest to create a macro by recording the
keystrokes that used to take the action they want to store in the
macro.
Create a Macro
1 Click the View tab.
2 Click the arrow ( ) under
1
2
Macros.
3
3 Click Record Macro.
The Record Macro dialog box
appears.
4
4 Type a name for the macro.
Note: Macro names must begin with a letter and
contain no spaces.
5 Type a description for the macro
here.
6 Click OK.
292
5
6
Customizing Word
11
chapter
● Stop Recording and Pause
Recording buttons appear when
you click Macros.
The mouse pointer changes to
.
7 Perform the actions you want
included in the macro.
8
9
Note: Macros can include typing, formatting, and
commands. You cannot use the mouse to position
the insertion point.
8 When you have taken all the
actions you want to include in the
macro, click
under Macros.
7
9 Click Stop Recording.
Word saves the macro.
In the Record Macro dialog
box, what do the Button
and Keyboard buttons do?
d
Keyboar
They enable you to assign a
Button
macro to a button on the QAT
or to a keyboard shortcut at
the same time that you create
the macro. You can always
assign a macro to a QAT button or a keyboard
shortcut after you create it. See the section “Run a
Macro” later in this chapter.
Do I need to re-create
my macros from Word
2003 or Word 2007?
MACRO
No. If you upgrade from
Word 2003 or Word 2007,
Word 2010 converts the
Normal template you used
in those versions. The
converted Normal template contains all your
macros, and they should appear in the Macros
dialog box and work in Word 2010.
293
Run a
Macro
You can save time by running a macro you created
because Word performs whatever actions you stored
in the macro. The method you choose to run a
macro depends primarily on how often you need to
run it. If you use the macro only occasionally, you
can run it from the Macros window. If you use it
often, you can assign a macro to a keyboard shortcut
or a Quick Access Toolbar button.
To record a macro, see the section “Create a Macro” earlier in this
chapter.
Run a Macro
Use the Macros Dialog Box
2
3
1 Position the insertion point in your
document where you want the
results of the macro to appear.
2 Click the View tab.
3 Click Macros.
1
The Macros dialog box appears.
● Available macros appear here.
4 Click the macro you want to run.
● The macro’s description appears
here.
5 Click Run.
Word performs the actions stored
in the macro.
294
4
5
Customizing Word
Assign and Use a QAT Button
11
chapter
1
1 Click the File tab.
The Backstage view appears.
2 Click Options.
2
The Word Options dialog box
appears.
3
4
5
6
7
8
4
Click Quick Access Toolbar.
Click
5
and select Macros.
3
Click the macro to add to the QAT.
Click Add.
6
Click OK.
Click the QAT button to perform
the actions stored in the macro.
7
How do I assign a
keyboard shortcut to a
macro?
T
SHORT
CU
You use the same method
you use to assign a keyboard
shortcut to any command, as described in
the section “Add Keyboard Shortcuts” earlier
in this chapter. Complete Steps 1 to 4 as
described. In Step 5, scroll to the bottom of
the list and select Macros. In Step 6, select
the macro. Then complete Steps 7 to 10.
Can I create a Screen Tip for my QAT
button that contains a name I recognize
when I point the mouse at the QAT
button?
QAT
Click
Yes, you can rename the QAT button. Complete
Steps 1 to 6 in the section “Assign a QAT Button.” Then, in
the list on the right, click the macro, and below the list, click
Modify. In the Modify Button dialog box that appears, you
can select a button image to assign — this image appears
on the QAT — and in the Display Name text box below the
button symbols, type the new name for your macro.
295
chapter
12
Work with Mass
Mailing Tools
Why do the work yourself?
You can use Word’s mass
mailing tools to create and
mail form letters.
Andrew Abbey
322 W.Salem
Fielding, IN 46142
Address
Dear Mr. Abbey,
Frost Chocolates would like to thank
you for your business with a special gift.
Simply bring in this letter for a free
Champagne
mpag Truffle from our new Trufflee
Temptations
Temptatio line, or buy a one pound
und
Ab
box of chocolates
and get a freebey Andrew
cho
322 W.
Salem
Fielding
12a Ma
IN 46
rket St.
142
Greenfi
eld
167 N.
IN 46
Noble St.
140
Daniels
Oakland
Deanna
13 Ferra
IN 46
144
r Ave.
Darby
Caldwell
Melissa
3846 E.
IN 46
141
Main
French
Eden
Alex
P.O. Bo
IN 46
x 345a
147
Fry
Fenton
Matthew
16 Pik
IN 46
e Rd.
149
Gibbons
Greenfi
Gina
eld
9 Sapp
IN 46
hire Ct
140
Grover
.
Fielding
Henry
11 Adam
IN 46
142
Hopkins
s St.
Fielding
Mark
23 Ches
IN 46
142
hire Ct
Hollowa
. Eden
y Sam
10 Dorch
IN 46
147
Ince
ester
Caldwell
Charles
345 S.
IN 46
Ealing
141
Jerome
Fenton
Mary
76 Foxfi
IN 46
149
eld Dr.
Kern
Fielding
Jon
4040 S.
IN 46
142
Elm St.
Eden
IN 46
147
Brooks
Greeting
ML-1210
ML-1210
Error
ank
d like to th
olates woul
special
Frost Choc
ess with a
sin
bu
ur
for a
you for yo
this letter
y bring in
our new
gift. Simpl
uffle from
Tr
e
gn
one
pa
free Cham
e, or buy a
tations lin
free
Truffle Temp chocolates and get a
of
res
pound box
offers expi
mpler. This
d
sa
an
e
on
ec
so
-pi
six
me in
31st, so co
December
.
ed
pt
tem
be
Sincerely,
t,
Grace Fros tes
ola
Frost Choc
Paper
Data
Toner Saver
Cancel/Reprint
Crumb
Delia
Demo
Mark
Create Letters to Mass Mail ..........................298
Add Envelopes to Mass Mailing Letters ....304
Create Labels for a Mass Mailing ................306
Create Letters
to Mass Mail
Using a form letter and a mailing list, you can
quickly and easily create a mass mailing that
merges the addresses from the mailing list into
the form letter.
Typically, the only information that changes in the form letter is
the addressee information. You can create the mailing list as you
create the mass mailing, or you can use a mailing list that exists in
another Word document, an Excel file, or your Outlook Contact List.
This example uses an Excel file.
Andrew Abbey
322 W.Salem
Fielding, IN 46142
Dear Mr. Abbey,
Frost Chocolates would like to thank
you for your business with a special gift.
Simply bring in this letter for a free
Champagne
mpag Truffle from our new Trufflee
Temptations line, or buy a one pound
Temptatio
und
Abbey
Andrew
chocolates and get a free
box of cho
Address
322 W.
Salem
Fieldin
g
12a Ma
IN 461
rket St.
42
Greenf
ield
167 N.
IN 461
Noble St.
40
Oaklan
Deanna
d
13 Fer
IN 461
rar Ave
Darby
44
.
Caldwe
Melissa
ll
3846 E.
IN 461
Main
French
41
Eden
Alex
P.O. Box
IN 461
345a
Fry
47
Fenton
Matthe
w 16
IN 461
Pike Rd.
Gibbon
49
s
Greenf
Gina
ield
9 Sapphi
IN 461
re Ct.
Grover
40
Fieldin
Henry
g
11 Ada
IN 461
ms St.
Hopkin
42
s Ma
Fieldin
rk
g
23 Che
IN 461
shire Ct.
Hollow
42
ay Sam
Eden
10 Dor
IN 461
chester
Ince
47
Caldwe
Charles
ll
345 S.
IN 461
Eal
Jerome
41
ing
Fenton
Mary
76 Fox
IN 461
field Dr.
Kern
49
Fieldin
Jon
g
4040 S.
IN 461
Elm St.
42
Eden
IN 461
47
Brooks
Greeting
ML-1210
nk
like to tha
lates would
cial
Frost Choco
with a spe
r business
letter for a
you for you
bring in this
new
our
from
gift. Simply
ffle
one
pagne Tru
, or buy a
free Cham
ptations line
free
Truffle Tem chocolates and get a
of
pound box
offers expires
pler. This
sam
and
n
ce
soo
-pie
six
e in
31st, so com
ber
em
Dec
be tempted.
Sincerely,
Grace Frost,
lates
Frost Choco
Error
Paper
Data
Toner Saver
Cancel/Reprint
Delia
Demo
Crumb
Mark
Daniels
Create Letters to Mass Mail
Set Up for a Mail Merge
1 Open the Word document that
you want to use as the form letter.
1
3
4
2
Note: The letter should not contain any
information that will change from letter to letter,
such as the inside address.
2 Click the Mailings tab.
3 Click Start Mail Merge.
4 Click Letters.
Nothing visible happens
on-screen, but Word sets up for a
mail merge.
Identify Recipients
1 Click Select Recipients.
2 Click to identify the type of
recipient list you plan to use.
This example uses an existing list
in an Excel file.
298
1
2
Working with Mass Mailing Tools
12
chapter
The Select Data Source dialog box
appears.
3 Click here to navigate to the folder
containing the mailing list file.
4 Click the file containing the
4
mailing list.
5 Click Open.
3
5
Word links with Excel and the
Select Table dialog box appears.
Note: If the Excel notebook contains multiple
sheets, you can select a specific sheet in the Select
Table dialog box.
6
7
6 If necessary, select a sheet.
7 Click OK.
How do I create a mailing list?
To create a mailing list, follow these steps:
1 In Step 2 in “Identify Recipients,” click Type
New List.
2 In the New Address List dialog box, type recipient
2
information for each addressee.
3 Click OK.
4 Save the file in the Save Address List dialog box that
3
appears.
5 Skip to the subsection “Create the Address Block” to
finish the steps.
299
Create Letters to
Mass Mail (continued)
A
You can select specific recipients from the mailing list to
receive the form letter, and you use merge fields to specify
the place in your document where the recipient’s address
and greeting should appear.
B
Create Letters to Mass Mail (continued)
8 Click Edit Recipient List.
The Mail Merge Recipients
window appears.
8
● A check box ( ) appears beside
each person’s name, identifying
the recipients of the form letter.
9
9 Click beside any addressee for
whom you do not want to prepare
a form letter ( changes to ).
9
0
0 Click OK.
Create the Address Block
2
1 Click the location where you want
the inside address to appear in
the form letter.
3
2 Click Address Block.
The Insert Address Block dialog
box appears.
3 Click a format for each recipient’s
name.
● You can preview the format here.
4 Click OK.
300
4
1
Working with Mass Mailing Tools
● The <<Address Block>> merge field
appears in the letter.
Create a Greeting
12
chapter
2
3 3
3
1 Click at the location where you want the
greeting to appear.
2 Click Greeting Line.
The Insert Greeting Line dialog box
appears.
1
3 Click these list box arrows ( ) to select
4
the greeting format.
● A preview of the greeting appears here.
4 Click OK.
● The <<Greeting Line>> merge field
appears in the letter.
Note: When you complete the merge, Word replaces the
merge field with greeting information.
● You can click Preview Results to
preview and merge your results.
What should I do if the preview in the Insert Address Block dialog box is blank or incorrect?
Follow these steps:
1 After you complete Step 3 in “Create the Address Block,”
subsection click Match Fields.
2
The Match Fields dialog box appears.
2 Beside each field you use in your merge, click the list box
arrow ( ) and select the corresponding field name in
your mailing list file.
1
3 Click OK and continue with Step 4 in “Create the Address
Block.”
Word matches your fields.
3
301
Create Letters to
Mass Mail (continued)
After you finish adding merge fields, you can
preview the letters, select specific recipients, and
then create individual letters for each person in
the mailing list file.
Microsoft
Word
US
You also can merge the letters directly to your printer by creating
an electronic file of letters. And you can send the letters as e-mail
messages.
Create Letters to Mass Mail (continued)
● Word displays a preview of the merged
letter, using the unchanging content of
the letter and information from the
address file.
● You can click the Next Record button
( ) to preview the next letter and
the Previous Record button ( ) to
move back and preview the previous
letter.
● You can click Preview Results to
redisplay merge fields.
5 Click Finish & Merge.
6 Click Edit Individual Documents.
302
5
6
Working with Mass Mailing Tools
12
chapter
The Merge to New Document
dialog box appears.
7 Select an option to identify
7
the recipients of the letter
( changes to ).
The All option creates a letter for
all entries on the mailing list; the
Current record option creates
only one letter for the recipient
whose letter you are previewing;
and the From and To option
creates letters for recipients you
by their numeric position in the
address list, not by their names.
8
9
0
8 Click OK.
● Word merges the form letter
information with the mailing list
information, placing the results in
a new document named Letters1.
● The new document contains
individual letters for each mailing
list recipient.
9 Click the Customize Quick
Access Toolbar button (
).
0 Click Quick Print.
● You can click the Save button ( )
on the QAT and assign a new
name to save the merged letters.
What should I do differently if I want to send
letters to Outlook Contacts?
The process is very much the same as described in these
steps. In Step 2 of “Identify Recipients,” click Select from
Outlook Contacts. If you have more than one Outlook
profile, you are prompted to select a profile. Then the
Select Contacts window appears. Select a contact folder
and click OK. The Mail Merge Recipients window, shown
in Step 6 of “Identify Recipients,” appears and you can
select contacts to receive the letter.
303
Add Envelopes to
Mass Mailing Letters
You can add addressed envelopes for letters you
create using the Mail Merge feature in Word.
Outbox
Print
the eet
my Str
e S ain A
Jan54 M eld, G
123 ringfi
Sp 321
54
Scan
Add Envelopes to Mass Mailing Letters
1 Create letters for the envelopes.
Note: See the section “Create Letters to Mass Mail”
for more on creating letters.
2 On the Windows taskbar, click the
form letter you used to create the
merged letters.
1
2
● Word displays the letter you set
up to create the mail merge.
Note: This example shows merge fields; click
Preview Results to switch between merge fields
and final text.
3
3 Click Envelopes.
The Envelopes and Labels dialog
box appears.
4 Click Add to Document.
4
304
Working with Mass Mailing Tools
An envelope appears in your
document.
12
chapter
6
● You can type a return address.
5 Click in the lower center of the
envelope to locate the address box.
● Dotted lines surround the
address box.
6 Click Address Block.
The Insert Address Block dialog box
appears.
7
5
8
7 Click an address format.
8 Click OK.
● The <<Address Block>> merge field
appears on the envelope.
9 You can follow the steps in “Preview
and Merge” in the preceding section
“Create Letters to Mass Mail” to
preview envelopes, merge address
information on envelopes, and print
envelopes along with your letters.
My printer does not have two trays, so I cannot print two paper
sizes at the same time, which the technique in this section requires.
Can I still create envelopes for my letters?
Yes. You can create your envelopes in a separate merge document. Start in a
blank document and follow the steps in the section “Create Letters to Mass
Mail,” but in Step 4, click Envelopes instead of Letters. The Envelope Options
dialog box appears. Select your envelope size and click OK. Then complete the
rest of the steps in the section “Create Letters to Mass Mail.”
305
Create Labels for
a Mass Mailing
Delia Brooks
12a Market St.
Greenfield, IN 46140
In addition to creating personalized form letters
for a mass mailing, you can use the merge
feature to create mailing labels for mass mailing
recipients.
This example uses addresses stored in an Excel file.
Mark Crumb
167 N. Noble St.
Oakland, IN 46144
Deanna Daniels
13 Ferrar Ave.
Caldwell, IN 46141
Melissa Darby
3846 E. Main
Eden, IN 46147
Alex French
P.O. Box 345a
Fenton, IN 46149
Matthew Fry
16 Pike Rd.
Greenfield, IN 46140
Gina Gibbons
9 Sapphire Ct.
Fielding, IN 46142
Henry Grover
11 Adams St.
Fielding, IN 46142
Mark Hopkins
23 Cheshire Ct.
Eden, IN 46147
Create Labels for a Mass Mailing
Select a Label Format
1 Start a new blank document.
2
3
Note: See Chapter 2 for details starting a new
document.
4
2 Click the Mailings tab.
3 Click Start Mail Merge.
4 Click Labels.
The Label Options dialog box
appears.
5 Select a printer option
(
changes to
).
6 Click to select a label vendor.
7 Use the scroll arrows ( and )
to find and click the label’s
product number.
● Information about the label
dimensions appears here.
5
8 Click OK.
67
Word sets up the document for
the labels you selected.
Note: If gridlines identifying individual labels do
not appear, click the Layout tab and then click
View Gridlines.
7
8
7
306
Andr
ew
322 W Abbey
.S
Field alem
ing, IN
46142
OUT
Working with Mass Mailing Tools
12
chapter
Identify Recipients
1 Click Select Recipients.
2 Click to identify the type of
1
2
recipient list you plan to use.
This example uses an existing
list in an Excel file.
The Select Data Source dialog
box appears.
3 Click here to navigate to the
3
folder containing the mailing
list file.
4
4 Click the file containing the
mailing list.
5 Click Open.
5
What happens if I click
Details in the Label
Options dialog box?
Address 5162
information
A dialog box appears,
displaying the margins and
dimensions of each label, the
number of labels per row, and
the number of rows of labels, along with the page
size. Although you can change these dimensions,
you run the risk of having label information print
incorrectly if you do.
What happens if I click New
Label in the Label Options
dialog box?
New Custom Label
A dialog box appears that you can
use to create your own custom
label. Word bases the appearance
of this dialog box on the settings
selected in the Label Options dialog box. Type a
name for the label and then adjust the margins,
height and width, number across or down, vertical or
horizontal pitch, and page size as needed.
307
Create Labels for a
Mass Mailing (continued)
Using the label options you specify, Word sets
up a document of labels to which you attach a
file containing recipient information and then
add merge information.
You can create an address file as you create labels, or you can use
addresses stored in an Excel file or contacts stored in Outlook.
Andrew Abbey
322 W. Salem
Fielding, IN 46142
Delia Brooks
12a Market St.
Greenfield, IN 46140
Mark Crumb
167 N. Noble St.
Oakland, IN 46144
Deanna Daniels
13 Ferrar Ave.
Caldwell, IN 46141
Melissa Darby
3846 E. Main
Eden, IN 46147
Alex French
P.O. Box 345a
Fenton, IN 46149
Matthew Fry
16 Pike Rd.
Greenfield, IN 46140
Gina Gibbons
9 Sapphire Ct.
Fielding, IN 46142
Henry Grover
11 Adams St.
Fielding, IN 46142
Name
Address
Abbey, An
drew
Brooks,
Delia
Crumb,
Mark
Daniels,
Mark Hopkins
23 Cheshire Ct.
Eden, IN 46147
Darby,
Deanna
Melissa
French
, Alex
Fry, M
at
Gibb
thew
ons,
Gina
Grov
er, H
en
ry
322 W. Sal
em
12a Marke
t St.
167 N.
Noble St.
13 Fer
rar
3846
Ave.
E. Ma
in
P.O. Bo
x 345a
16 Pi
ke
City, Stat
e, Zip
Fielding,
, IN 461
40
Oakland
, IN 4614
4
Caldwell
, IN 46
141
Eden,
IN 46
147
Fenton
, IN 46
14
9
Rd.
9 Sa
pphi
re
IN 4614
2
Greenfield
Greenf
ield,
Ct.
11 A
dams
St.
IN 46
140
Fieldi
ng, IN
4614
2
Fieldi
ng IN
4614
2
Create Labels for a Mass Mailing (continued)
Word links with Excel and the
Select Table dialog box appears.
6
7
Note: If the Excel notebook contains multiple
sheets, you can select a specific sheet in the Select
Table dialog box.
6 If necessary, select a sheet.
7 Click OK.
2
Word inserts a <<Next Record>>
field in each label but the first one.
Add Merge Fields
1 Click the first label to place the
insertion point in it.
1
3
2 Click Address Block.
The Insert Address Block dialog
box appears.
3 Click a format for each recipient’s
name.
● You can preview the format here.
4 Click OK.
308
4
Working with Mass Mailing Tools
● Word adds the <<Address
Block>> merge field to the
first label.
12
chapter
5
Note: When you merge the information, Word
replaces the merge field with information from the
mailing address file.
5 Click Update Labels.
● Word adds the <<Address
Block>> merge field to every
label.
● You can click Preview Results to
preview and merge your results.
Can I selectively create labels using an existing file?
Yes. Follow these steps:
1 Click Edit Recipient List.
The Mail Merge Recipients dialog box appears.
2
2
2 Click beside any addressee for whom you do not want to create
a mailing label (
3 Click OK.
changes to
).
3
309
Create Labels for a
Mass Mailing (continued)
You can preview the labels before you print
them. When you complete the merge, you can
merge all records in the mailing list file or only
those you select.
x
Document1 - Microsoft Word
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A
Deanna Daniels
13 Ferrar Ave.
41
Caldwell, IN 461
Mark Crumb
167 N. Noble St.
Oakland, IN 46144
Deanna Daniels
13 Ferrar Ave.
Caldwell, IN 46141
Melissa Darby
3846 E. Main
Eden, IN 46147
Select
Editing
Mark
167 N.
Oakl
Andrew Abbey
322 W. Salem
Fielding, IN 46142
Andrew Abbey
322 W. Salem
Fielding, IN 46142
Replace
Find
Matthew Fry
16 Pike Rd.
Greenfield, IN 46140
Mark Hopkins
23 Cheshire Ct.
Eden, IN 46147
Meli
3846
42
Edelding, IN 461
Henry Grover
11 Adams St.
Fielding, IN 46142
Sam Holloway
10 Dorchester
Caldwell, IN 46141
Create Labels for a Mass Mailing (continued)
Word displays a preview of your
labels, replacing the merge field
with information from the mailing
list file.
6
● You can click to preview the
next label and to move back
and preview the previous label.
6 Click Preview Results to
redisplay merge fields.
7 Click Finish & Merge.
8 Click Edit Individual
7
Documents.
8
310
Working with Mass Mailing Tools
The Merge to New Document
dialog box appears.
9 Select an option to identify
the recipients of the letter
( changes to ).
The All option creates a label for
all entries on the mailing list; the
Current record option creates
only one label for the recipient
you are previewing; and the From
option creates labels for recipients
you specify.
12
chapter
9
0
!
@
0 Click OK.
● Word creates the labels in a new
Word document named Labels1.
The new document contains
individual labels for each mailing
list recipient.
! Click .
@ Click Quick Print.
The labels print.
What does the Auto Check for Errors button
on the Ribbon do?
When you click this button, Word gives you the
opportunity to determine whether you have
correctly set up the merge. The Checking and
Reporting Errors dialog box appears; select an
changes to
) and click OK.
option (
Depending on the option you choose, Word
reports errors as they occur or in a new document.
311
chapter
13
Using Word to Interact
Over the Internet
Statemus
http://ww
w.st
m.com
atemuseu
Home
Page
Tools
Photos
um
State Muse of Learning®
The Fun
nts
Current Eve
ions
Epoque Fash
e
Open Hous
nts of
Documen
story
Hi
ca
eri
Am
Belle
e
nch with th
Art Cafe - Lu
Curator
Using Word, you can
interact with others over
the Internet. You can e-mail
a document, create a
hyperlink in a document
that opens a Web page or
another document at your
own site, save a document
as a Web page, use Word to
post to your blog, and more.
E-mail a Document ..........................................314
Create a Hyperlink ...........................................316
Save a Document as a Web Page ................318
Post to Your Blog .............................................320
Explore New Ways to Work...........................322
E-mail a
Document
Although you do not need to send the document from your e-mail
program, your e-mail program must be set up on your computer.
Com
e to
Our
On
Ope
nH
to v June 2
ouse
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You can e-mail a Word document while you work
in Word; you do not need to open your e-mail
program and send the document from there.
Word sends the document as an attachment.
Come to Our Open House!
On June 21, everyone is welcome
to visit the State Museum for our
Open House Day!
We will have several guest
and will be opening ou speakers,
of American History” r “Documents
exhibit, in our
newly renovated North
Wing.
E-mail a Document
1 Open the document you want to
send by e-mail.
1
2
2 Click the File tab.
4
The Backstage view appears.
3 Click Save & Send.
4 Click Send Using E-Mail.
5 Click a method to send the
3
document.
This example sends the document
as an attachment.
5
An e-mail message window appears.
● The e-mail attachment appears here;
in this example, the attachment is
the Word document.
6 Click here to type the e-mail address
of the recipient.
● You can also type the e-mail address
of someone to whom you want to
send a copy of the message.
Note: To send to multiple recipients, separate each
e-mail address with a semicolon (;) and a space.
314
6
Using Word to Interact Over the Internet
13
chapter
7 Click here to type a subject for the
e-mail message.
Note: Subjects are not required but including one
is considerate. Word automatically supplies the
document name for the subject; you can replace
the document name with anything you want.
7
● You can type a message here.
8 Click Send.
8
Word places the message in your
e-mail program’s Outbox and
closes the e-mail message
window.
Note: You must open your e-mail program, and, if
your e-mail program does not automatically send
and receive periodically, send the message.
What should I do if I
change my mind
about sending the
e-mail message
while viewing the
e-mail message
window?
Click
in the e-mail
message window. A
message appears,
asking if you want to save the message. Click No.
What happens if I
choose Send as PDF in
Step 5?
Word creates a PDF version
of the document and
attaches the PDF version to
the e-mail message instead
of attaching the Word file.
The recipient cannot edit
the PDF file with Word; to edit the document, the
recipient would need special software.
PDF
315
Create a
Hyperlink
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Using a hyperlink, you can connect a word,
phrase, or graphic image in a Word document
to another document on your computer or in
your company’s network, or to a Web page on
the Internet.
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Create a Hyperlink
1 Select the text or graphic you want
2
3
to use to create a hyperlink.
2 Click the Insert tab.
3 Click Hyperlink.
You can right-click the selection
and click Hyperlink instead of
performing Steps 2 and 3.
1
The Insert Hyperlink dialog box
appears.
4 Click Existing File or Web Page.
● Files in the current folder appear
here.
5 Click here and navigate to the
folder containing the document to
which you want to link.
6 Click the file to select it.
7 Click ScreenTip.
316
4
7
5
6
Wind
ows Liv
e
Page
Epoq
ue Fas
Art
hions
CuraCafe - Lu
tor
nch w
ith th
e
Tools
Using Word to Interact Over the Internet
13
chapter
The Set Hyperlink ScreenTip
dialog box appears.
8 Type text that should appear
8
when a user positions the mouse
pointer over the hyperlink.
9
9 Click OK.
The Insert Hyperlink dialog box
reappears.
0
0 Click OK.
● Word creates a hyperlink shown
as blue, underlined text in your
document.
If I do not create a
ScreenTip for the
hyperlink, what
appears when I
position the mouse
pointer over the
hyperlink?
www.statemuseum.gov
Word displays the
location on your
computer’s hard drive
or in your network, or if you linked to a Web page,
Word displays the Web address.
How do I use a
hyperlink that
appears in a Word
document?
Press and hold
as you click the
hyperlink. The linked
document or Web
page will appear.
Ctrl
317
Save a Document
as a Web Page
You can save any Word document as a Web page
that you can then upload to the Internet.
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stat
atem
emus
useu
eum
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.com
m--W
Win
indo
dows
wsIn
http://w
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tern
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etEx
Expl
plor
orer
museu
er
m.com
Home
Photos
State
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um
Window
s Live
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ents
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Save a Document as a Web Page
1 Open the document you want to
save as a Web page.
2 Click the File tab.
1
2
3
The Backstage view appears.
3 Click Save As.
The Save As dialog box appears.
● The location where Word will save
the file appears here.
● You can click here to navigate to a
different location.
4 Click here.
5 Select Web Page.
5
4
318
the
Tools
Using Word to Interact Over the Internet
13
chapter
6 Type a name for the Web page here.
7 Click Change Title.
The Enter Text dialog box appears; use
this dialog box to assign a title to the
Web page.
8
8 Type the title that you want to appear
at the top of the screen when the page
is displayed in a Web browser.
9
6
9 Click OK.
The Save As dialog box reappears.
7
0
0 Click Save.
● Word saves the document as a Web
page and displays the document in
Web Layout view, showing the
document as it will appear in a Web
browser.
After I close the Web page, what should I do
if I want to reopen it?
Follow these steps:
1 Click the File tab, and from the Backstage view,
click Open.
2
3
2 Click here and navigate to the folder where you
saved the Web page.
3 Click the Web page document.
4 Click Open.
4
Word reopens the Web page.
319
Post to
Your Blog
If you already have a blog space, you can use
Word to post entries to your blog. If you do
not have a space, you can sign up using any of
several free blog service providers, or you can use
other providers that charge a fee.
Post to Your Blog
1 Click the File tab.
1
The Backstage view appears.
2 Click Save & Send.
3 Click Publish as Blog Post.
4 Click Publish to Blog.
3
4
2
Word opens a new document
designed to post blog entries.
● You can use these buttons to
manage blog entries. For example,
you can click Manage Accounts to
set up blog accounts.
● You can use these tools to format
text as you type.
5 Click the Insert tab.
320
5
Using Word to Interact Over the Internet
● Use these buttons to incorporate
tables, pictures, clip art, shapes,
graphics, screenshots, WordArt,
symbols, and hyperlinks in a
blog entry.
6 Click here and type a title for your
13
chapter
8
6
7
blog entry.
7 Click here and type your entry.
8 Click the Blog Post tab.
Note: You can save your blog entry on your hard
drive the same way you save any document.
9
9 Click Publish.
Word connects to the Internet and
posts your entry.
● A message like this one appears,
identifying when the entry was
posted.
If I already have a blog account, how do I
make Word use it?
Word prompts you to register your blog account
after you complete Step 4 for the first time.
Click Register Now. The Blog Registration
wizard appears; in the New Blog Account dialog
box that appears, select your blog provider and click Next. In the
New Account dialog box that appears, provide the identification
information requested; the information varies from provider to
provider. Click OK, and Word registers your blog account. Click
Manage Accounts to set up additional blog accounts.
Can I post entries
as drafts to
review them
before making
them visible to
the public?
Yes. Click
on the bottom of the
Publish button and click Publish
as Draft. When you are ready to let
the public review your entry, open
it in Word and click Publish.
321
Explore New
Ways to Work
Office 2010 introduces new ways to collaborate while creating Office documents. In addition
to using desktop editions of Office products, you can collaborate over the Internet using
Office Web Apps.
Introducing Web Apps
The Office Web Apps give you a familiar Microsoft Office
experience when you are away from your Microsoft Office
applications on your computer. The Office Web Apps are browser
based and enable you to perform lightweight editing of Word
2010, Excel 2010, PowerPoint 2010, and OneNote 2010 files.
The Office Web Apps also make sharing documents easier,
because friends and colleagues do not need to worry about the
version of Office they use.
Word
neN
ote
Exce
l
Coauthor a Word Document
Using the Word Web App, multiple authors can edit a Word
document simultaneously regardless of geographic location. An
icon displaying each person’s name appears in the section that
person is editing. You can block other authors from editing the
sections of the document on which you are working. Saving
makes changes available and visible; when you save, changes
you made become available to others, and you see changes
made and saved by others. Other authors see changes you
save when they save.
HEL
my
nam
LO
e is
is
LO
e
nam
O
LL is
name
HE
my
322
HE
my LL
nam O
e is
HmyEL
Communicate as You Work
As you work, you can communicate with others working on
the document. In Backstage view, while viewing properties
for a document, you can hover the mouse pointer over an
author’s name. Buttons appear that enable you to e-mail or
instant message the author. While working online, the
Presence button indicates whether a coauthor is online and
you can initiate communication without leaving Word.
4
5
6
3
2
1
0
7 8 9
Using Word to Interact Over the Internet
Work from Anywhere
Because of the browser-based Office Web Apps, you
can work from any location containing a computer
connected to the Internet. The computer can be a PC
or a Mac, using Windows or the Macintosh operating
system. And, using Office Mobile, you can create, edit,
and save Microsoft Office documents from your
Smartphone. Office Mobile enables you to use your
Smartphone to view charts, graphs, and images as you
see them on your main computer. You also can copy
and paste across programs and send documents via
e-mail or save them directly back to SharePoint 2010
or Windows Live.
13
chapter
Corporate Users: Share Your Desktop
If your organization uses Office Communicator 2007
R2 and Office Communications Server 2007 R2, you
can use Backstage view to start a sharing session that
shares your computer’s desktop, not Word. Those
connected to your shared session can watch you
make changes to the document. You also can send
documents via instant messaging.
1.0
0.8
0.6
0.4
9:41
AM
0.2
1.0
0.8
0.0
0.6
CHANGES
IN PROGRESS
0.4
0.2
0.0
Requirements for Corporate Users
To coauthor a document, corporate users need
SharePoint 2010. To communicate with others
while collaborating, corporate users need Office
Communicator 2007 R2 and Office Communications
Server 2007 R2.
Requirements for Individuals
Individuals can also use Office Web Apps to collaborate
and communicate even though they have no access to
SharePoint 2010. Individuals can use Office Web Apps
instead by signing up for a Windows Live ID and
logging in to Windows Live services offerings.
323
Index
A
accepting changes, 111
Add Dictionary button, 99
Additional Actions feature, 82–83
address book, for mass mailings
envelopes for, 304–305
labels for
creating, 306–307
Excel or Outlook files for, 308–309
previewing, 310–311
printing, 207–209
letters for
creating, 298–299
merging, 302–303
recipients for, 300–301
Adobe Reader, 29
Align Center button, 224
aligning
numbers, 125
tabs, 147
text, 17, 134, 172, 174
text in table cells, 228
blank line, inserting, 58
blog post, 320–321
boldface text, 91, 118, 183
Bookmark feature, 19, 62–63
borders
for graphics, 263
gridlines as, 209
page, 196–197
paragraph, 148–149
table cell, 230–231
breaks
column, 199
page, 168–169
section, 167, 174–175, 177, 204
brightness, of pictures, 257
brochures, columns for, 198–199
bubble charts, 237
Building Blocks Organizer, 97, 180–181
built-in styles, 161
bulleted list, 138–139
button
Add Dictionary, 99
Align Center, 224
Auto Check for Errors, 311
Center, 134
Change Case, 120
Clear Formatting, 129
Decrease Indent, 143
First Line Indent, 143
Font Color, 121
Hanging Indent, 143
Increase Indent, 143
Justify, 134
Left Indent, 143
Manage Versions, 26
More, 113
Multilevel List, 139
New Folder, 25
One Page view, 77
Presence, 322
proofing errors, 5
Protect Document, 49
pushpin, 21
Recover Draft Versions, 26
Reset Window Position, 41
Restore Defaults, 277
Reveal Formatting, 152–153, 155
Shape Fill, 249, 259
Shape Outline, 249
Show Levels, 193
Show Notes, 191
Style Inspector, 152
Two Pages view, 77
View, 5
All Commands, 288
All Programs menu, 4
antonyms, 102–103
Apply Styles pane, 157
area charts, 236
Arrange All option, 41
arrow keys, 58, 61
arrows
down, 14
as graphics, 248–249
in list box, 14
attachments, to e-mail, 314
Auto Check for Errors button, 311
AutoCorrect Options, 82, 94–95, 139
Autofit Window option, 221
AutoText entries, Quick Parts feature, 96–97, 180
B
Backspace key, 56–57
Backstage view
overview, 6–7
Protect Document button, 49
recently opened documents in, 33
for saving documents, 24
sharing desktop, 323
backup copy, 35
balloon, comment, 106
banners, graphic, 248–249
bar charts, 236
bar tabs, 144
beginning of documents, 19
behind text wrapping, 264
beveling effect, 122–123, 261
blank document, 4
324
C
Calibri font, as default, 130
case of text, 120
cells, table
borders for, 230–231
combining, 224
defined, 213
margins of, 222
shading for, 229
space between, 223
splitting, 225
text alignment in, 228
Center button, 134
center tabs, 144
Change Case button, 120
charts, 234–237
Clear Formatting button, 129
clip art, 246–247
Clipboard, in Office, 68–69
Close command, 76
closing documents, 43
Cntl (control) key, 19, 61
coauthoring documents, 322
collaboration, 322
collating, 203
color
border, 149, 196
outline, 263
Pen Color option, 231
of pictures, 258–259
printing in, 126
shading, 163
of shapes, 249
text, 121
Compatibility Mode, 35, 80–81
contact information, adding, 83
context menus, 12
contrast, of pictures, 257
Control (Cntl) key, 19, 61
converting documents, 50–51
copying
formatting, 128
tables, 216
text, 64–65, 68–69
corporate users, 323
correcting mistakes, and proofreading
AutoCorrect Options for, 82, 94–95
comment in, 106–107
frequently used text insertion, 96–97
line numbers for, 178
Research task pane for, 104–105
reviewer comments combining, 112–113
spelling and grammar checking, 98–101
text searching in, 88–89
text substitution in, 90–91
Thesaurus feature for, 102–103
tracking changes in, 108–111
word count in, 92–93
counting words, 92–93
cropping pictures, 254–255
Ctrl (control) key, 19, 61
Custom Margins option, 166
customizing Word
formatting marks display, 272
keyboard shortcuts, 290–291
macros, 292–295
Quick Access Toolbar, 286–289
Ribbon
buttons on, 274–275
groups in tabs of, 276–281
tabs of, 282–285
status bar, 273
column chart, 236
columns
adding or deleting, 220–221
newspaper, 198–199
tabs to set, 17, 144
width of, 214–215
combining reviewer comments, 112–113
commands
All, 288
Close, 76
Exit, 7
galleries of, 14–15
in groups, 5
keyboard, 8–9
Mini toolbar, 11
Minimize the Ribbon, 275
mouse, 10
Quick Access Toolbar (QAT), 10
Recent, 7
Share, 7
comments
combining reviewer, 112–113
proofreading, 106–107
Compare feature
for documents, 40–41
overview, 112–113
for paragraphs, 154–155
cycle diagram, 266
D
decimal tab, 144
Decrease Indent button, 143
defaults, 277
Delete key, 56–57
deleting
column, 220–221
page break, 169
picture, 243
shape, 269
strikethrough for, 127
tab, 145
table, 213
table row, 218–219
text, 56–57
WordArt, 241
deselecting features, 39
desktop, picture of, 245
325
Index
Desktop Search, Windows, 42
Developer tab, 283
diagram, 266–269
dialog boxes
Envelopes and Labels, 207
Find and Replace, 90–91
font, 125
Label Options, 307
launching, 5, 13
Line Numbers, 178
open, 27
Page Setup, 205
Printed Watermark, 195
Record Macro, 292–293
Reset Customizations, 287
Save As, 25
tab, 147
Word Options, 67
dictionary, adding, 99
digital signature, 49
Distinguish style source option, 152
Document Inspector, 45
documents
area for, 5
blank, 4
Bookmarks in, 63
closing, 43
coauthoring, 322
comments added to, 106–107
comparing, 40–41
converting from prior Word versions, 50–51
default font for, 130–131
distributing, 6
e-mailing, 314–315
emphasis in, 118, 121
end of, 19
inspecting, 44–45
keyboard toggle to Ribbon from, 9
marking as final, 48–49
moving in, 18–19
new, 36–37
opening, 32–35
page
border for, 196–197
break in, 168–169
Building Blocks Organizer, 180–181
endnotes, 187, 188–191
footnotes, 186, 188–191
header and footer, 182–185
line numbers, 178–179
margins of, 166–167
newspaper columns on, 198–199
orientation of, 173, 203
page number, 176–177
section break, 174–175
table of contents, 192–193
text flow on, 170–171
vertical alignment of text on, 172
watermark on, 194–195
page numbers for, 176–177
326
paragraph
border for, 148–149
bulleted and numbered lists, 138–139
change in formatting, 152–153
comparing formatting, 154–155
Enter key to start, 16
formatting marks, 140
inconsistencies in formatting, 150–151
indenting, 131, 142–143
line spacing between, 136–137
line spacing in, 135
marks for, 91
new, 58
ruler in, 141
shading for, 163
styles for formatting, 156–162
tab setting, 144–147
text alignment in, 134
word count for, 93
printing
Backstage view for, 6
endnotes, 189
envelope, 206–207, 305
highlighting, 126
label, 208–209
paper sizes for, 204–205
previewing before, 202–203
revisions, 109
section break effect on, 175
properties for, 42
protected, 46–47
Recent command for, 7
saving
automatically, 26–27
options for, 30–31
overview, 24–25
paragraph formatting styles, 160–161
to PDF or XPS format, 29
as Web pages, 318–319
to Word 97-2003 format, 28
Search Document box for, 76
sharing text in, 66–67
switching between, 38–39
text
aligning, 17, 134, 172, 174
blank document for, 4
boldface, 91, 118
case of, 120
copying, 64–65, 68–69
deleting, 56–57
editing. See editing
entering, 16–17
flow of, 170–171
formatting. See formatting
frequently used, 96–97
in header and footer, 183
hidden, 140
inserting, 54–55
italic, 91, 118
macro to store, 292–293
moving, 64–65, 68–69
noncontiguous, 61
preformatted, 180
saving as, 28
searching for, 88–89
selecting, 57, 60–61
in shapes, 267
substituting, 90–91
table. See table
in table cell, 228
From text option, 178
translating, 84–85
underlined, 118, 183
wrapping of, 264–265
views for, 72–73
.docx file name extension, 25
double-sided printing, 203
doughnut chart, 237
down arrow, 14
Draft view, 72–73, 107
Draw Text Box option, 251
E
editing
additional action options, 82–83
blank line insertion, 58
Bookmark feature, 62–63
document views for, 72–73
endnotes and footnotes, 188–189
equations, 80–81
moving and copying, 64–65, 68–69
navigation pane for, 74–75
paste options, 70–71
symbol insertion, 78–79
text
deletion of, 56–57
insertion of, 54–55
selection of, 60–61
sharing of, 66–67
translation of, 84–85
tracking changes in, 108–109
undoing changes in, 59
WordArt, 241
zooming for, 76–77
effects, formatting, 122–123
e-mail, 314–315
emphasis, in documents, 118, 121
End key, 19
endnotes
adding, 187
finding, editing, or deleting, 188–189
footnotes converted to, 190–191
Enter key, 16–17
envelopes, 206–207, 304–305
Envelopes and Labels dialog box, 207
equations, 80–81
errors, correcting, and proofreading
AutoCorrect Options for, 82, 94–95
comment in, 106–107
frequently used text insertion, 96–97
line numbers for, 178
Research task pane for, 104–105
reviewer comments combining, 112–113
spelling and grammar checking, 98–101
text searching in, 88–89
text substitution in, 90–91
Thesaurus feature for, 102–103
tracking changes in, 108–111
word count in, 92–93
Esc (Escape) key, 7, 9
even pages
headers and footers for, 185
section breaks for, 175
Excel, 234, 298, 308–309
Exit command, 7
eye strain, minimizing, 73
F
Factiva iWorks, 105
file name extension, 25
File tab, 6
final document, marking as, 48–49
Find and Replace dialog box, 90–91
Find feature, 88–89
First Line Indent button, 143
font
changing, 116
default, 130–131
proportional, 17
style sets of, 124–125
Font Color button, 121
Font dialog box, 125
Font group commands, 11–12
footnotes
adding, 186
endnotes from, 190–191
finding, editing, or deleting, 188–189
form letters (mass mailings)
envelopes for, 304–305
labels for
creating, 306–307
Excel or Outlook files for, 308–309
previewing, 310–311
printing, 207–209
letters for
creating, 298–299
merging, 302–303
recipients for, 300–301
Format Painter, 128
formatting
boldface, italics, underlining, 118
case of text, 120
color, 121
copying, 128
effects, 122–123
fonts, 116, 124–125, 130–131
highlighting, 126
marks for, 272
327
Index
page
border for, 196–197
break in, 168–169
Building Blocks Organizer, 180–181
endnotes, 187, 188–191
footnotes, 186, 188–191
header and footer, 182–185
line numbers, 178–179
margins of, 166–167
newspaper columns on, 198–199
orientation of, 173, 203
page number, 176–177
section break, 174–175
table of contents, 192–193
text flow on, 170–171
vertical alignment of text on, 172
watermark on, 194–195
paragraph
change in, 152–153
comparing, 154–155
formatting marks, 140
inconsistencies in, 150–151
styles for, 156–162
removing, 129
strikethrough, 127
superscripts and subscripts, 119
tables, 232–233
tracking changes in, 108–109
formulas, in tables, 227
frequently used text, 96–97
From text option, 178
F6 key, 19
Full Screen Reading view, 72–73, 106
G
galleries
of commands, 14–15
equation, 81
header and footer, 183
Line Style, 230
Quick Style, 156, 160
Grammar Checker, 98–101
graphics
clip art, 246–247
color outline for, 263
diagrams, 266–269
moving and resizing, 252–253
pictures
brightness or contrast of, 257
color of, 258–259
cropping, 254–255
of desktop, 245
inserting, 242–243
watermark option, 195
preformatted, 180
rotating, 256
screenshots, 244–245
shadows for, 260
328
shapes, 248–249
styles for, 262
text box, 250–251
text wrapping with, 264–265
three-dimensional, 261
WordArt, 240–241
gridlines, for labels, 209
groups, 5, 276–281
H
handles, on graphics, 253
Hanging Indent button, 143
header and footer, 174, 182–185
Heading styles, 74
help, 20–21
hidden text, 140
Highlight All feature, 89
highlighting, 41, 47
high-low chart, 237
Home key, 19
Home tab
boldface, italics, and underlining on, 118
font changing on, 116
formatting on
copying, 128
effects, 122
removing, 129
highlighting on, 126
overview, 11–12
text case changing on, 120
text size changing on, 117
hyperlinks, 316–317
hyphens, optional, 140
I
image (picture)
brightness or contrast of, 257
color of, 258–259
cropping, 254–255
of desktop, 245
inserting, 242–243
watermark option, 195
in front of text wrapping, 264
in line with text wrapping, 264
Increase Indent button, 143
indenting, 131, 142–143
Insert mode
blank line, 58
equation, 80–81
Overtype mode versus, 58
symbol, 78–79
text, 54–55
insertion point
arrow keys for, 58
on document area, 5
movement of, 18–19
inspecting documents, 44–45
Internet
blog post for, 320–321
e-mailing documents, 314–315
hyperlinks, 316–317
Office Web Apps, 322–323
Translation feature, 84
Web pages for, 318–319
lines
for columns, 199
as graphics, 248–249
Lining option, for aligning numbers, 125
Link to Previous option, 185
list
bulleted and numbered, 138–139
diagrams for, 266
mailing, 299
for mass mailings
envelopes for, 304–305
labels for, 306–311
letters for, 298–303
Internet Explorer 7, 29
italic text, 91, 118, 150, 183
J
Justify button, 134
list box arrow, 14
Live Preview, 157, 163, 229
K
Keep the last AutoRecover file option, 30
keyboard
arrow, 58, 61
Backspace, 56–57
Cntl (control), 19, 61
commands on, 8–9
Delete, 56–57
document to Ribbon toggle, 9
End, 19
Enter, 16–17
Esc (Escape), 7, 9
F6, 19
Home, 19
Insert to Overtype mode toggle, 59
for Quick Parts entries, 97
to select text, 61
Shift, 19, 61
Shortcut key, 79
shortcuts on, 281, 290–291, 294–295
symbol shortcuts on, 79
Tab, 17
L
Label Options dialog box, 307
labels
creating, 306–307
Excel or Outlook files for, 308–309
previewing, 310–311
printing, 207–209
landscape orientation, of pages, 173, 203
language, for translation, 85
leader tabs, 146–147
Left Indent button, 143
left tabs, 144
letters
creating, 298–299
merging, 302–303
recipients for, 300–301
line break, 58
line chart, 236
line numbers, 178–179
line spacing, 135–137
Line Style Gallery, 230
M
MacIntosh operating system (Apple), 323
macros, 5, 292–295
mailings, mass. See mass mailings
Manage Versions button, 26
manual formatting, 154
margins
aligning text to, 134
label, 307
page, 166–167
print option for, 203
section, 174
table cell, 222
Mark formatting inconsistencies option, 150
mass mailings
envelopes for, 304–305
labels for
creating, 306–307
Excel or Outlook files for, 308–309
previewing, 310–311
printing, 207–209
letters for
creating, 298–299
merging, 302–303
recipients for, 300–301
measurements, converting, 83
meetings, scheduling, 83
menus
All Programs, 4
context, 12
to move and copy text, 65
merge, for mass mailings
envelopes for, 304–305
labels for
creating, 306–307
Excel or Outlook files for, 308–309
previewing, 310–311
printing, 207–209
letters for
creating, 298–299
merging, 302–303
recipients for, 300–301
329
Index
Merge Cells option, 224
Microsoft Excel, 234, 298, 308–309
Microsoft Office 2003, 105
Microsoft Office Clipboard, 68–69
Microsoft Office Communicator 2007 R2, 323
Microsoft Office Mobile, 323
Microsoft Office Web Apps, 322–323
Microsoft Outlook, 298, 303, 308–309
Microsoft Windows Desktop Search, 42
Microsoft Windows Live, 323
Microsoft Windows Rights Management, 47
Microsoft Windows 7, 29
Microsoft Windows Vista, 29
Microsoft Windows XP, 42
Microsoft Word. See under Word
Microsoft Works, 28
Mini Toolbar
boldface, italic, and underlining on, 118
font changing on, 116
formatting on
copying, 128
effects, 122
removing, 129
highlighting on, 126
overview, 11–12
selecting text with, 60
text case changing on, 120
text size changing on, 117
Mini Translator, 85
Minimize the Ribbon command, 275
mistakes, correcting, and proofreading
AutoCorrect Options for, 82, 94–95
comment in, 106–107
frequently used text insertion, 96–97
line numbers for, 178
Research task pane for, 104–105
reviewer comments combining, 112–113
spelling and grammar checking, 98–101
text searching in, 88–89
text substitution in, 90–91
Thesaurus feature for, 102–103
tracking changes in, 108–111
word count in, 92–93
More button, 113
mouse
commands with, 10
margin change with, 167
as pointer, 14
to zoom, 77
moving text, 64–65, 68–69
Multilevel List button, 139
N
Navigation Pane, 74–75, 89
new documents, 36–37
New Folder button, 25
newspaper columns, 198–199
330
noncontiguous text, 61
Number forms option, 125
numbered list, 138–139
numbers
aligning, 125
automatic insertion of, 139
line, 178–179
page, 176–177
O
odd pages
headers and footers for, 185
section breaks for, 175
Office 2003, 105
Office Clipboard, 68–69
Office Communicator 2007 R2, 323
Office Mobile, 323
Office Web Apps, 322–323
Oldstyle option, for aligning numbers, 125
One Page view button, 77
Open dialog box, 27
open-close stock chart, 237
opening documents
of other formats, 34–35
overview, 32–33
unsaved, 27
opening Word, 4, 6
OpenType fonts, 124–125
optional hyphens, 140
organization chart, 266, 269
orientation, page, 173
orphans and widows, 171
Outline view, 72–73
outlining effects, 122–123
Outlook, 298, 303, 308–309
Outlook Contacts, 83
Overtype mode, 58–59
P
page
border for, 196–197
break in, 168–169
Building Blocks Organizer, 180–181
endnotes
adding, 187
finding, editing, or deleting, 188–189
footnotes to, 190–191
footnotes
adding, 186
endnotes from, 190–191
finding, editing, or deleting, 188–189
header and footer, 182–185
line numbers, 178–179
margins of, 166–167
newspaper columns on, 198–199
orientation of, 173, 203
page number, 176–177
section break, 174–175
table of contents, 192–193
text flow on, 170–171
vertical alignment of text on, 172
Page Layout tab, 166
Page Setup dialog box, 205
Page watermark option, 194–195
Page width option, 77
pagination, 170–171
paper size, 203–205
paragraph
border for, 148–149
bulleted and numbered lists, 138–139
Enter key to start, 16
formatting of
change in, 152–153
comparing, 154–155
formatting marks, 140
inconsistencies in, 150–151
styles for, 156–162
indenting, 131, 142–143
line spacing between, 136–137
line spacing in, 135
marks for, 91
new, 58
ruler in, 141
shading for, 163
tab setting, 144–147
text alignment in, 134
word count for, 93
Paragraph dialog box, 13
Paragraph group commands, 11–12
password protection, 46–47, 49
paste options, 64, 67, 70–71
PDF format, 29, 121, 315
Pen Color option, 231
personal information, removing, 44
personalized form letters
envelopes for, 304–305
labels for
creating, 306–307
Excel or Outlook files for, 308–309
previewing, 310–311
printing, 207–209
letters for
creating, 298–299
merging, 302–303
recipients for, 300–301
picture
brightness or contrast of, 257
color of, 258–259
cropping, 254–255
of desktop, 245
inserting, 242–243
watermark option, 195
pie chart, 236
pitch, 307
place in text, marking, 62–63
points, for line spacing, 135, 137
portrait orientation, of page, 173, 203
predefined text box formats, 251
preformatted text, 180
Presence button, 322
previewing
document, 202–203
label, 310–311
letter, 301
merged fields, 302
Print Layout view. See also table
comment added in, 106
line numbers added in, 178
newspaper columns added in, 198
overview, 72–73
page numbers added in, 177
watermark added in, 194
Printed Watermark dialog box, 195
printing
Backstage view for, 6
endnotes, 189
envelope, 206–207, 305
highlighting, 126
label, 208–209
paper sizes for, 204–205
previewing before, 202–203
revisions, 109
section break effect on, 175
process diagram, 266
program behavior, 6
proofing errors button, 5
proofreading
AutoCorrect Options for, 82, 94–95
comment in, 106–107
frequently used text insertion, 96–97
line numbers for, 178
Research task pane for, 104–105
reviewer comments combining, 112–113
spelling and grammar checking, 98–101
text searching in, 88–89
text substitution in, 90–91
Thesaurus feature for, 102–103
tracking changes in, 108–111
word count in, 92–93
protected documents, 46–47, 49
Publish as Blog Entry option, 320–321
pushpin button, 21
Q
Quick Access Toolbar (QAT)
customizing, 286–289
description, 5
macros assigned to, 294–295
mouse to select commands from, 10
with Ribbon minimized, 274
Quick Parts feature, 96–97, 180
Quick Style gallery, 156, 160
331
Index
R
radar chart, 237
Reading Highlight feature, 89
Read-only document, 48
Recent command, 7
Record Macro dialog box, 292–293
Recover Draft Versions button, 26
References tab, 186–188, 190, 192
reflection effect, 122–123
rejecting change, 111
repeating action, 5
repetitive text, 64–65, 292
Research task pane, 104–105
Reset Customizations dialog box, 287
Reset Window Position button, 41
Restore Defaults button, 277
Restrict Editing option, 46
Restrict Permission option, 47
Reveal Formatting button, 152–153, 155
Review tab, 46
reviewing
combining comments in, 112–113
tracking changes in, 108–111
Reviewing Pane, 110–111
revisions, printing, 109
Ribbon
Auto Check for Errors button, 311
boldface, italic, and underlining on, 118
buttons on, 274–275
copying formatting on, 128
description, 5
document views on, 72
Equation Tools Design tab, 80–81
font changing on, 116
groups in tabs of, 276–281
Header and Footer Gallery, 183
highlighting on, 126
keyboard toggle to, 9
mouse to navigate, 10
One Page and Two Page buttons on, 77
shortcuts on, 8
tabs of, 282–285
text size changing on, 117
right tab, 144
rotating graphics, 256
row of table
adding or deleting, 213, 218–219
height of, 214–215
ruler, 141
S
sans serif fonts, 116
Save As dialog box, 25
Save AutoRecover option, 30
saving documents
automatically, 26–27
options for, 27, 30–31
overview, 6, 24–25
332
paragraph formatting styles, 160–161
to PDF or XPS format, 29
as Web pages, 318–319
to Word 97-2003 format, 28
scatter chart, 237
scheduling meetings, 83
screenshot, 244–245
ScreenTip, 10, 13, 295, 316–317
scroll bar, 5
Search Document box, 76
searching
clip art, 247
Help files, 20
online resources, 104–105
text, 88–89
section break, 167, 174–175, 177, 204
security, 85
selecting text, 57, 60–61
sensitive information, 6, 44
serif fonts, 116
Set Default Paste option, 67
shading, 148, 163, 229
shadow effect, 122–123, 260
Shape Fill button, 249, 259
Shape Outline button, 249
shapes, 248–249, 255, 267
Share commands, 7
Sharepoint 2010, 323
sharing documents, 44–45
sharing text, 66–67
Shift key, 19, 61
Shortcut Key, 79
shortcuts, keyboard, 281, 290–291, 294–295
Show all formatting marks option, 155
Show All Regions I Can Edit option, 47
Show Levels button, 193
Show Notes button, 191
size
of paper, 203–205
of text. See font
Smart Tags, 82–83
SmartArt, 266
Spacebar, 17
special characters, 91
spelling
AutoCorrect Options, 94–95
Spell Checker, 98–101
splitting tables, 226
spreadsheet programs, 213
square text wrapping, 264
stars, as graphics, 248–249
Start Enforcing Protection option, 47
Status Bar, 5, 273
stock chart, 237
strikethrough, applying, 127
Style Area, 73
Style Inspector button, 152
selection of, 60–61
sharing of, 66–67
translation of, 84–85
entering, 16–17
flow of, 170–171
frequently used, 96–97
in header and footer, 183
hidden, 140
inserting, 54–55
italic, 91, 118
macro to store, 292–293
moving, 64–65, 68–69
noncontiguous, 61
preformatted, 180
saving as, 28
searching for, 88–89
selecting, 57, 60–61
in shapes, 267
substituting, 90–91
in table cell, 228
From text option, 178
translating, 84–85
underlined, 118, 183
wrapping of, 264–265
styles
border, 149
built-in, 161
Distinguish style source option, 152
font set, 124–125
graphics, 262
of headers and footers, 183
heading, 74, 193
inconsistencies in, 150
paragraph formatting
applying, 137, 156–157
modifying, 160–161
saving, 160–161
switching, 158–159
table, 232–233
subheading, 74
subscripts and superscripts, 119
substituting text, 90–91
surface chart, 237
switching documents, 38–39
Symbol feature, 78–79, 119
synonyms, 102–103
T
Tab key, 17
tab setting, 140, 144–147, 183
table
cells of
border for, 230–231
combining, 224
margins of, 222
shading for, 229
space between, 223
splitting, 225
text alignment in, 228
column added to or deleted from, 220–221
creating, 212–213
deleting, 213
formatting, 232–233
formula in, 227
moving, 216
resizing, 217
row added to or deleted from, 218–219
row height and column width in, 214–215
splitting, 226
table of contents, 192–193
Tabs dialog box, 147
tabs on Ribbon, 10, 46, 91. See also Ribbon
Taskbar, 39
templates, 28, 36–37, 131
text. See also editing; formatting; table
aligning, 17, 134, 172, 174
blank document for, 4
boldface, 91, 118
case of, 120
copying, 64–65, 68–69
deleting, 56–57
editing
deletion of, 56–57
insertion of, 54–55
text box, 250–251
Text watermark option, 195
Text width option, 77
Thesaurus feature, 102–103
thickness, border, 149
three-dimensional graphics, 261
through text wrapping, 264
thumbnail, 75
tight text wrapping, 264
title, table, 224
Title Bar, 5
top and bottom text wrapping, 264
tracking changes, in reviewing, 108–111
trademark symbol, 119
translation, 84–85
Two Pages view button, 77
U
underlined text, 118, 183
Undo feature
for actions, 5
for changes, 59
described, 45
for formatting, 233
restore text with, 57
unencrypted HTML files, translations as, 85
User Authentication, 46–47
V
versions, managing, 26–27
vertical alignment, 172, 174
View button, 5
Vista, Windows, 29
333
Index
W
watermarks, 194–195
Web Apps, 322
Web Layout view, 72–73, 106. See also table
Web pages, documents saved as, 318–319
weight, line, 231
widows and orphans, 171
window, Word, 5
Windows Desktop Search, 42
Windows Live, 323
Windows Rights Management, 47
Windows 7, 29
Windows Vista, 29
Windows XP, 42
Word, customizing
formatting marks display, 272
keyboard shortcuts, 281, 290–291, 294–295
macros, 292–295
Quick Access Toolbar, 286–289
Ribbon
buttons on, 274–275
groups in tabs of, 276–281
tabs of, 282–285
status bar, 273
Word, overview of
Backstage view, 6–7
commands
galleries of, 14–15
keyboard, 8–9
mouse, 10
334
context menus, 12
dialog boxes, 13
help, 20–21
insertion point, 18–19
Mini Toolbar, 11
opening, 4
text entering, 16–17
window tools, 5
Word 97-2003 format, 25, 28, 293
word count, 92–93
Word Options dialog box, 67
Word templates, 28
WordArt, 240–241
Work from Anywhere, 323
Works, Microsoft, 28
X
XML-based format, 24
XP Windows, 42
XPS format, 29, 121
XY chart, 237
Z
Zoom feature, 76–77, 181
Zoom Slider, 5, 77
335
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