1. Getting Started with Microsoft Word 2010 5 Session Version 1.0 © 2011 Aptech Limited.

2. Objectives At the end of this session, the student will be able to:  Explain the user interface in Word 2010  Create, edit, save, and open a Word document  Describe basic text operations  Explain the use of the Navigation Pane  Explain different document views  Describe the use of Undo/Redo actions  Explain the use of cut/copy/paste function 2 Getting Started with Microsoft Word 2010 / Session 5

3. Version 1.0 © 2011 Aptech Limited.  Is a document and word processing application that enables users to create, edit, and format different types of documents, such as letters, fax cover sheets, reports, and so forth  Enables user to add effects to pictures from within the document and allows multiple authors to collaborate efficiently on a document  Following are some of the features of Microsoft Word: 3 Introducing Microsoft Word 2010 [1-4] Getting Started with Microsoft Word 2010 / Session 5 FeatureDescription TemplatesA Template is a starter document which provides the design, formatting style, and other placeholder text. Quick StylesA Quick Style is a combination of formatting settings that has been applied to text. TablesTables help to organize text in a grid of rows and columns.

4. Version 1.0 © 2011 Aptech Limited.  The table lists some of the features of Microsoft Word 4 Introducing Microsoft Word 2010 [2-4] Getting Started with Microsoft Word 2010 / Session 5 FeatureDescription GraphicsWord provides options to add pictures to document and create diagrams. Mail MergeIt help users to create own customized form letter wherein each copy is customized for a particular recipient. Document Security and Review It enables the user to protect the document against unwanted changes. Navigation PaneProvides an outline of the document and enable the users to navigate within a document and re-organize it. The Navigation Pane is a newly added feature in Microsoft Word 2010.

5. Version 1.0 © 2011 Aptech Limited.  The table lists some of the features of Microsoft Word 5 Introducing Microsoft Word 2010 [3-4] Getting Started with Microsoft Word 2010 / Session 5 FeatureDescription SmartArtProvides a large collection of graphic layouts to communicate complex text information visually. Picture-editing ToolsProvides a large collection of picture effects and other picture-editing tools to format pictures from within the document. Picture-editing tools have been greatly enhanced in Microsoft Word 2010. Direct Screen Capture Enables user to capture screenshots from within the document without the need of an external screen capture tool. This feature has been newly added in Microsoft Word 2010.

6. Version 1.0 © 2011 Aptech Limited.  The table lists some of the features of Microsoft Word 6 Introducing Microsoft Word 2010 [4-4] Getting Started with Microsoft Word 2010 / Session 5 FeatureDescription Customizable TabsEnables user to personalize the tabs on the Ribbon interface. This feature has been newly added in Microsoft Word 2010. Backstage ViewEnables users to efficiently manage files and associated settings. This feature has been newly added in Microsoft Word 2010.

7. Version 1.0 © 2011 Aptech Limited.  To open Microsoft Word 2010, perform the following steps:  Click Start > All Programs > Microsoft Office > Microsoft Word 2010 7 Starting Microsoft Word 2010 Getting Started with Microsoft Word 2010 / Session 5 Starting Microsoft Word 2010

8. Version 1.0 © 2011 Aptech Limited.  Microsoft Word 2010 interface 8 Understanding the Microsoft Word 2010 Interface [1-3] Getting Started with Microsoft Word 2010 / Session 5 Microsoft Word 2010 Interface

9. Version 1.0 © 2011 Aptech Limited.  The following are the elements in a Microsoft Word window 9 Understanding the Microsoft Word 2010 Interface [2-3] Getting Started with Microsoft Word 2010 / Session 5 ElementDescription RibbonIt organizes the frequently accessed commands in groups on a set of contextual tabs. Contextual TabsCommands displayed on the contextual tabs changes depending on the task being performed by the user. Occasionally, additional contextual tabs are also displayed. Quick Access Toolbar It provides Quick Access buttons to perform frequently repeated commands with a single click. Document Views It provides different views to analyze the document in different perspectives. File TabIt is a non-contextual tab on the Ribbon. It does not change depending on the task being performed by the user. It provides access to the Backstage view.

10. Version 1.0 © 2011 Aptech Limited.  Several commands on the Ribbon do not contain a label  Microsoft Word displays a short description of the command  It also displays a keyboard shortcut for the command, if available 10 Understanding the Microsoft Word 2010 Interface [3-3] Description and Shortcut of a Command Getting Started with Microsoft Word 2010 / Session 5

11. Version 1.0 © 2011 Aptech Limited.  Is a common feature in all applications of the Microsoft Office 2010 Suite  Is an area above the document workspace  Provides easy and quick access to commands by organizing them in a set of tabs  File tab provides access to the Backstage view  Contextual tabs are divided into groups that represent different command groups  Additional contextual tabs appear as the user works with different objects 11 Understanding the Ribbon [1-4] Getting Started with Microsoft Word 2010 / Session 5

12. Version 1.0 © 2011 Aptech Limited.  The table lists the tabs on the Word 2010 Ribbon 12 Understanding the Ribbon [2-4] TabDescription HomeProvides options for font and paragraph formatting, text styles, find/replace, and cut/copy/paste functions. InsertProvides options for inserting different objects into the document, such as tables, images, Clip art, SmartArt graphics, links, header/footer, symbols, and other basic text functions. Page LayoutProvides options for applying themes to the document, changing the page borders and background, adjusting paragraph indentation, and arranging objects that have been inserted in a layered manner. ReferencesProvides options to insert external citations and add references within the document such as table of contents or figures. Getting Started with Microsoft Word 2010 / Session 5

13. Version 1.0 © 2011 Aptech Limited.  The table lists the tabs on the Word 2010 Ribbon. 13 Understanding the Ribbon [3-4] TabDescription MailingsProvides various option for inserting envelopes and labels to efficiently format a letter for mass mailing. ReviewProvides option for proof-reading, spell-checking, and collaborative editing of the document by multiple reviewers. ViewProvides option for changing the document views and working with multiple Word windows. Add-InsProvides option for working with different macros and using external applications from within the document. Getting Started with Microsoft Word 2010 / Session 5

14. Version 1.0 © 2011 Aptech Limited.  Groups on some of the tabs contain a ‘dialog box launcher’ icon at the lower- right of the group  Word displays a dialog box to perform functions included in that group, when users click the dialog box launcher icon  For example, the Styles group on the Home tab contains a dialog box launcher icon 14 Understanding the Ribbon [4-4] Dialog Box Launcher Icon Getting Started with Microsoft Word 2010 / Session 5

15. Version 1.0 © 2011 Aptech Limited.  Provides options for various actions related to the Word document, such as defining file properties, changing permissions, and managing different versions  Allows user to access the list of recently accessed documents 15 Understanding the Backstage View [1-3] Getting Started with Microsoft Word 2010 / Session 5

16. Version 1.0 © 2011 Aptech Limited.  To access the Backstage view, perform the following steps: 16 Getting Started with Microsoft Word 2010 / Session 5 Understanding the Backstage View [2-3] Backstage View  Open Microsoft Word 2010  Click the File tab

17. Version 1.0 © 2011 Aptech Limited.  Provides options for saving/closing the active document, opening an existing document, and opening one of the recent documents  Displays the Info pane when users click the File tab for the first time  The following options are available on the Info pane:  Permissions – allows user to make a document as read-only, protect it with a password, restrict editing while working in collaboration with other reviewers, and add a digital signature to it  Prepare for Sharing – provides options for preparing a file before sharing it by editing file properties and checking its compatibility with different versions of Word  Versions – allows user to view different versions of the file that were saved at different times. Users can then compare these versions and make changes as required 17 Getting Started with Microsoft Word 2010 / Session 5 Understanding the Backstage View [3-3]

18. Version 1.0 © 2011 Aptech Limited.  Appears on the upper-left corner of Word window  Contains shortcuts for most frequently used commands  Displays the Save, Undo, and Redo command buttons  Customize the Quick Access toolbar to add shortcuts for frequently used commands 18 Getting Started with Microsoft Word 2010 / Session 5 Understanding the Quick Access Toolbar [1-4]

19. Version 1.0 © 2011 Aptech Limited.  To customize the Quick Access toolbar, perform the following steps:  Click the File tab  Click Options 19 Getting Started with Microsoft Word 2010 / Session 5 Understanding the Quick Access Toolbar [2-4] Word Options Dialog Box

20. Version 1.0 © 2011 Aptech Limited.  Click Quick Access Toolbar  Select the required category of commands from the Choose commands from list  Click the required command from the list on the left  Click Add 20 Getting Started with Microsoft Word 2010 / Session 5 Understanding the Quick Access Toolbar [3-4] Customizing the Quick Access Toolbar

21. Version 1.0 © 2011 Aptech Limited.  Click the command from the list on the right  Click Remove to remove a command button from the Quick Access toolbar  Click OK 21 Getting Started with Microsoft Word 2010 / Session 5 Understanding the Quick Access Toolbar [4-4] Options for Customizing the Quick Access Toolbar

22. Version 1.0 © 2011 Aptech Limited.  To create a new Word document, perform the following steps: 22 Getting Started with Microsoft Word 2010 / Session 5 Creating a Word Document [1-2] Creating a Word Document  Open Microsoft Word 2010  Click the File tab  Click New to display the Available Templates pane  Click Blank Document  Click Create

23. Version 1.0 © 2011 Aptech Limited.  Users can type required text to fill the document  While typing, the characters appear on the right of the vertical insertion point. This vertical insertion point is called as ‘cursor’  The BACKSPACE and DELETE keys can be used to delete characters whereas the Spacebar key is used to enter spaces  By default, the margins left for a blank document are 1 inch on the left and right  When the user reaches the right boundary while typing, Word automatically moves the insertion point to the next line. This feature is called Word Wrap  Word wrap feature aligns the text in the document within the margin boundaries 23 Getting Started with Microsoft Word 2010 / Session 5 Creating a Word Document [2-2]

24. Version 1.0 © 2011 Aptech Limited.  After creating and editing a Word document, users save the document for future use  Word provides following two options for saving a document:  Save – appends the changes to the same copy of the document  Save As – creates a new copy of the document and allows a user to assign a different name to it 24 Getting Started with Microsoft Word 2010 / Session 5 Saving a Word Document [1-4]

25. Version 1.0 © 2011 Aptech Limited.  To save a Word document, perform the following steps: 25 Getting Started with Microsoft Word 2010 / Session 5 Save As Dialog Box Saving a Word Document [2-4]  Click the File tab  Click Save to save the changes to the same copy of the document  Click Save As to create a new copy of the document

26. Version 1.0 © 2011 Aptech Limited.  Browse to the required folder  Type the name of the file in the File name box  Select the required type from the Save as type list  Click Save 26 Getting Started with Microsoft Word 2010 / Session 5 Save As Dialog Box Saving a Word Document [3-4]

27. Version 1.0 © 2011 Aptech Limited.  Word 2010 allows a user to save files in the following four XML based formats: .docx – ordinary document containing no macros .docm – document containing macros or is macro enabled .dotx – template that does not contain macros .dotm – template that can store macros 27 Getting Started with Microsoft Word 2010 / Session 5 Saving a Word Document [4-4]

28. Version 1.0 © 2011 Aptech Limited.  To close a Word document, perform the following steps:  Click the File tab  Click Close  Click Save to retain the changes  Click Don’t Save to discard the changes and close the document  Click Cancel to resume editing 28 Getting Started with Microsoft Word 2010 / Session 5 Closing a Word Document

29. Version 1.0 © 2011 Aptech Limited.  To open a existing document, perform the following steps: 29 Getting Started with Microsoft Word 2010 / Session 5 Opening an Existing Document [1-2] Open Dialog Box  Open Microsoft Word  Click the File tab  Click Open  Browse to the required location  Select the required file  Click Open

30. Version 1.0 © 2011 Aptech Limited.  To open a existing document from recent documents list, perform the following steps: 30 Getting Started with Microsoft Word 2010 / Session 5 Opening an Existing Document [2-2] Opening Recent Documents  Click the File tab  Click Recent  Click the required file

31. Version 1.0 © 2011 Aptech Limited.  To select text using the keyboard, perform the following steps:  Using the arrow keys, move the cursor at the start of the text  Hold down the SHIFT key and using arrow keys perform the selection of the text 31 Getting Started with Microsoft Word 2010 / Session 5 Selecting Text [1-3]

32. Version 1.0 © 2011 Aptech Limited.  To select text using the mouse, perform the following steps: 32 Getting Started with Microsoft Word 2010 / Session 5 Selecting Text [2-3] Selecting Text Using the Mouse  Move the mouse over the required text to select a word or a sentence  Double-click the word to select it  Press the CTRL key and click over the sentence to select a sentence

33. Version 1.0 © 2011 Aptech Limited.  Move the mouse to the Selection Bar to select one or more lines  Click the Selection Bar next to the line to select one line  Click and drag the mouse pointer along multiple lines to select multiple lines  Double-click the Selection Bar next to the paragraph to select the paragraph 33 Getting Started with Microsoft Word 2010 / Session 5 Selecting Text [3-3] Selecting Text

34. Version 1.0 © 2011 Aptech Limited.  Enables the user to re-organize and navigate around long documents quickly by using the headings inserted in the document  Useful only when the document has been created with headings  Enables user to navigate directly to specific page  Allows searching through the document and directly navigating to one of the searched locations 34 Getting Started with Microsoft Word 2010 / Session 5 Navigating a Document using the Navigation Pane [1-6]

35. Version 1.0 © 2011 Aptech Limited.  To use the Navigation Pane, perform the following steps:  Click the View tab 35 Getting Started with Microsoft Word 2010 / Session 5 Navigating a Document using the Navigation Pane [2-6] View Tab

36. Version 1.0 © 2011 Aptech Limited.  Select the Navigation Pane check box from the Show group of the View tab  Click the required heading from the Navigation pane  Drag and drop the heading in Navigation pane, as required to re-organize the content using the headings 36 Getting Started with Microsoft Word 2010 / Session 5 Navigating a Document using the Navigation Pane [3-6] Navigation Pane

37. Version 1.0 © 2011 Aptech Limited.  Click button on the Navigation pane to navigate to another page 37 Getting Started with Microsoft Word 2010 / Session 5 Navigating a Document using the Navigation Pane [4-6] Pages View in the Navigation Pane

38. Version 1.0 © 2011 Aptech Limited.  Click button on the Navigation pane to search text in document 38 Getting Started with Microsoft Word 2010 / Session 5 Navigating a Document using the Navigation Pane [5-6] Search View in the Navigation Pane

39. Version 1.0 © 2011 Aptech Limited.  Type the required text in the Search Document box  Click the required search result 39 Getting Started with Microsoft Word 2010 / Session 5 Navigating a Document using the Navigation Pane [6-6] Searching Using the Navigation Pane

40. Version 1.0 © 2011 Aptech Limited.  Is a combination of two functions, cut-paste and copy-paste  Use cut-paste function to remove some portion of text from one location of the document and insert it at other location in the same document or to a different document  Use copy-paste function to perform the same operation, but the selected portion of text is retained at the original location and is not removed  Office Suite applications include a Paste Special feature which:  Allows user to cut/copy/paste content within a document and across documents without any formatting  Allows user to copy only the content without any formatting 40 Using Cut, Copy, and Paste [1-5] Getting Started with Microsoft Word 2010 / Session 5

41. Version 1.0 © 2011 Aptech Limited.  The options for cut, copy, and paste functions are located in the Clipboard group of the Home tab 41 Cut, Copy, and Paste Options Using Cut, Copy, and Paste [2-5] Getting Started with Microsoft Word 2010 / Session 5

42. Version 1.0 © 2011 Aptech Limited.  To use cut-copy-paste functions, perform the following steps:  Select the portion of text to cut or copy  Click Cut from the Clipboard group of the Home tab to cut the text  Click Copy from the Clipboard group of the Home tab to copy the text  Click icon from the Clipboard group of the Home tab to view the text on the clipboard  Click Paste from the Clipboard group of the Home tab 42 Getting Started with Microsoft Word 2010 / Session 5 Using Cut, Copy, and Paste [3-5] Clipboard Task Pane

43. Version 1.0 © 2011 Aptech Limited.  To use the Paste Special function to paste the selected text without any formatting, perform the following steps:  Select the required portion of text  Copy the text  Click the Paste drop-down arrow from the Clipboard group of the Home tab  Select Paste Special 43 Getting Started with Microsoft Word 2010 / Session 5 Using Cut, Copy, and Paste [4-5] Paste Options

44. Version 1.0 © 2011 Aptech Limited.  Select Unformatted Text  Click OK 44 Getting Started with Microsoft Word 2010 / Session 5 Using Cut, Copy, and Paste [5-5] Paste Special Dialog Box

45. Version 1.0 © 2011 Aptech Limited.  If users make mistakes while editing a document, the actions can be undone with the help of Undo function  If user reverses some actions by mistake, the actions can be redone with the help of Redo function  Undo and Redo functions are located on the Quick Access toolbar 45 Undo and Redo Options on Quick Access Toolbar Performing Undo/Redo Functions Getting Started with Microsoft Word 2010 / Session 5  To use Undo/Redo functions, perform the following steps:  Click the Undo icon on the Quick Access Toolbar to undo an action  Click the Redo icon on the Quick Access Toolbar to redo an action

46. Version 1.0 © 2011 Aptech Limited.  Microsoft Word 2010 provides different document views for users to work with a document from different viewpoints  Provides following five views of a document:  Print Layout  Full Screen Reading  Web Layout  Outline  Draft 46 Using Document Views Getting Started with Microsoft Word 2010 / Session 5

47. Version 1.0 © 2011 Aptech Limited.  Is the default view of Microsoft Word and shows the document as it will be printed  Allows user to view the edges of the page, headers and footers, and all the text and images as they will be printed 47 Print Layout View [1-2] Getting Started with Microsoft Word 2010 / Session 5

48. Version 1.0 © 2011 Aptech Limited.  To switch to Print Layout View, perform the following steps:  Click Print Layout from the Document Views group of the View tab 48 Getting Started with Microsoft Word 2010 / Session 5 Print Layout View [2-2] Print Layout View

49. Version 1.0 © 2011 Aptech Limited.  Facilitates reading the document by displaying it in full screen  Does not display the Ribbon interface and any other panes  Is typically used, when a user is reviewing some other user’s document  Does not allow editing of the document 49 Full Screen Reading View [1-3] Getting Started with Microsoft Word 2010 / Session 5

50. Version 1.0 © 2011 Aptech Limited.  To switch to Full Screen Reading View, perform the following steps: 50 Getting Started with Microsoft Word 2010 / Session 5 Full Screen Reading View [2-3] Full Screen Reading View  Click Full Screen Reading from the Document Views group of the View tab  Click the Next Page and Previous Page icons on the toolbar in Full Screen Reading view to move forward and backward in the document while reading

51. Version 1.0 © 2011 Aptech Limited.  To display one page at a time in the Full Screen Reading view, perform the following steps:  Click View Options from the upper- right corner of window in Full Screen Reading view  Click Show One Page  Click Close to exit the Full Screen Reading view 51 Getting Started with Microsoft Word 2010 / Session 5 Full Screen Reading View [3-3] View Options in Full Screen Reading View

52. Version 1.0 © 2011 Aptech Limited.  Is useful when the document is to be used as a Web page, e-mail, or blog  Does not divide the document into pages and there are no headers and footers; entire document can be viewed as a ’single page’ 52 Web Layout View [1-2] Getting Started with Microsoft Word 2010 / Session 5

53. Version 1.0 © 2011 Aptech Limited.  To switch to Web Layout View, perform the following steps:  Click Web Layout from the Document Views group of the View tab 53 Getting Started with Microsoft Word 2010 / Session 5 Web Layout View [2-2] Web Layout View

54. Version 1.0 © 2011 Aptech Limited.  Displays the overall structure of the document by showing headings and sub- headings in levels  Helps in working with different ideas and getting them organized in a hierarchical fashion  Displays an additional Outlining contextual tab  Provides different options for organizing the ideas at different levels of headings 54 Outline View [1-2] Getting Started with Microsoft Word 2010 / Session 5

55. Version 1.0 © 2011 Aptech Limited.  To switch to Outline View, perform the following step:  Click Outline from the Document Views group of the View tab 55 Getting Started with Microsoft Word 2010 / Session 5 Outline View [2-2] Outline View

56. Version 1.0 © 2011 Aptech Limited.  Provides a text-only perspective of the document, so that users can concentrate on flow of text content in the document  Excludes all images and headers/footers excluded from display 56 Draft View [1-2] Getting Started with Microsoft Word 2010 / Session 5

57. Version 1.0 © 2011 Aptech Limited.  To switch to Draft View, perform the following steps:  Click Draft from the Document Views group of the View tab 57 Getting Started with Microsoft Word 2010 / Session 5 Draft View [2-2] Draft View

58. Version 1.0 © 2011 Aptech Limited.  Microsoft Word 2010 is a word processing application that allows users to create, edit, and format different types of documents, including letters, fax cover sheets, and so forth.  Microsoft Word 2010 provides a customizable Ribbon and the Backstage view.  Ribbon is a common part of all applications in Microsoft Office 2010 Suite and provides easy and efficient access to all the commands by organizing them as a set of contextual tabs.  Quick Access toolbar in Microsoft Word 2010 provides quick access buttons for most commonly used commands.  The Backstage view provides options for various actions related to the Word document file, such as setting the file properties, changing permissions, and managing its different versions. 58 Summary [1-2] Getting Started with Microsoft Word 2010 / Session 5

59. Version 1.0 © 2011 Aptech Limited.  Microsoft Word 2010 also allows publishing and sharing of a document on to the Web in different formats.  The Navigation Pane in Microsoft Word 2010 enables the user to re-organize and navigate through a long document based on its headings.  The different document views available in Microsoft Word 2010 are Print, Full Screen Reading, Web Layout, Outline, and Draft. 59 Summary [2-2] Getting Started with Microsoft Word 2010 / Session 5