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M O D U L A R       S Y S T E MMICROSOFT WORD 2010             Mükremin ÖZKUL         http://book.zambak.com
Copyright © Sürat Basým Reklamcýlýk   ve Eðitim Araçlarý San. Tic. A.Þ.          All rights reserved.     No part of this ...
1. Getting Acquainted with Microsoft Word                             3. Formatting Characters and Paragraphs    Introduct...
7. Pictures and Drawings                                                10. Customizing Word and Securing Documents    Pic...
Introduction    Microsoft Word is a word-processor software that lets you create a    variety of different documents such ...
final printer-ready publication. If your page layout needs are a bitdemanding for Words tools, you can always transfer you...
Word Window - General Overview    File Tab    opens document related tasks.    Ribbon    consists of a series of tabs.    ...
Title Bar                                       Minimize the Ribbonshows the name of the document                  shows o...
The Ribbon                 The Ribbon is located at the top of the document area in Word. It                 consists of s...
To change the orientation of the document using shortcut keys;2. Press the Alt key on your keyboard.3. Press the P key to ...
Practice                                                                                                    To create a ne...
PracticeIn the following exercise, you will download atemplate from Microsoft Office Online. You willneed a connection to ...
4. Click the New Folder button in the Save As                                   dialog box. Name the new folder.          ...
File TypesWord 2010 provides different kinds of file types. The .docx fileextension is for basic documents with text and g...
You can have a quick access the documents on which you work                                        recently .             ...
2. Click on the New group button and rename it. Select the new    commands from the left pane. Click OK.    The new group ...
Document Views                                    Word 2010 has five different document views, Print Layout,              ...
Sending and Sharing DocumentsYou can share your documents by sending them in an e-mailmessage. You need an Internet connec...
Case StudyOpening, editing, and saving a                                 Save As type box, click the drop-downdocument    ...
Fill In The Blank1. Microsoft Word is ____________________ that         2. Click the Save button or press _______________ ...
Multiple Choice Questions1. What can you create with the Word program?        6. Which one does not start a new blank     ...
Moving Through a Document                                         You move through a document to see text and objects that...
Selecting TextWhen you want to perform an action with thetext; for example edit, format, or copy; youmust first select it....
Copy and Move                     There are several ways to copy and move text and                     graphics from one p...
PracticeCopy and Move with Other TechniquesThe keyboard shortcuts are the quickest andeasiest to use the Cut, Copy, and Pa...
Undo and Redo                                             The Undo feature allows you to reverse, or undo a recent action....
PracticeReplacing TextIn this exercise, you will search the word“tobacco” and replace it with the word“TOBACCO”.1. On the ...
A Red wavy line appears under the word “stard”,                                                            because you hav...
A quick way to search for online information for a text in the     document is to press the Alt key and then click the tex...
Translating Text                                    Word 2010 can easily translate a text into another language, such as  ...
Online document translationThe Document is translated and displays in French in a browserwindow.                  Fill In ...
Multiple Choice Questions1. How can you quickly recover a text that you just           type the word in the Search for box...
Font Formatting                                           Font Formatting enables you to give the text in documents differ...
To display the Mini toolbar;1. Select the text and move the mouse pointer just above the    selection.2. Click the buttons...
Live Preview                                            Live Preview enables you to see the formatting of a text without h...
Change CaseThe Change Case command changes the capitalization of a selected             Microsoft word          Sentence c...
Paragraph Alignment                                               There are four ways to align a paragraph. The format of ...
PracticeIn the following exercise; you will indent a paragraph in yourdocument.Indenting Text.1. Click in the paragraph st...
3. Select the Indents and Spacing tab.                                                          4. In the Line Spacing box...
Bulleted and Numbered ListsBulleted and Numbered lists make your document more readable andenable you to point out importa...
Practice                                   Customizing Bulleted and Numbered List                                   In a b...
Yocu can also easily convert a bulleted or numbered list to multilevellist with the Tab key.1. Place the insertion point a...
The Borders and Shading dialog box enables you to                                             create and modify the paragr...
PracticeApplying WatermarkIn this example, you will insert a watermark and apply a page color toyour document,1. Click the...
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  1. 1. M O D U L A R S Y S T E MMICROSOFT WORD 2010 Mükremin ÖZKUL http://book.zambak.com
  2. 2. Copyright © Sürat Basým Reklamcýlýk ve Eðitim Araçlarý San. Tic. A.Þ. All rights reserved. No part of this book may be reproduced, stored in a retrieval system or transmitted in any form without the prior written permission of the publisher. Digital Assembly Zambak Typesetting & Design Page Design Edip TÜRK Serdal YILDIRIM Editor Osman AY Proofreader Andy Martin PublisherZambak Basým Yayýn Eðitim ve Turizm Ýþletmeleri Sanayi Ticaret A.Þ. Printed by Çaðlayan A.Þ. Sarnýç Yolu Üzeri No:7 Gaziemir / Izmir, March 2010 Tel: +90-0-232-252 22 85 +90-0-232-522-20-96-97 ISBN: 978-975-???-???-? Printed in Turkey DISTRIBUTION ZAMBAK YAYINLARIBulgurlu Mah. Haminne Çeþmesi Sok. No. 20 34696 Üsküdar / Istanbul "Microsoft, MSN, Microsoft Excel 2010, Microsoft Office 2010, and_______________________ Windows are either registered trademarks or trademarks of Microsoft Tel.: +90-216 522 09 00 (pbx) Corporation in the United States and/or other countries." Fax: +90-216 443 98 39 http://book.zambak.com
  3. 3. 1. Getting Acquainted with Microsoft Word 3. Formatting Characters and Paragraphs Introduction . . . . . . . . . . . . . . . . . . . . . . . . 6 Font Formatting . . . . . . . . . . . . . . . . . . . . . 36 Uses of Word . . . . . . . . . . . . . . . . . . . . . . . 6 Paragraph Formatting . . . . . . . . . . . . . . . . . 39 Creating a New . . . . . . . . . . . . . . . . . . . . . 11 Bulleted and Numbered Lists . . . . . . . . . . . . 43 Saving a Document . . . . . . . . . . . . . . . . . . 13 Borders and Shading . . . . . . . . . . . . . . . . . 45 Opening a Document. . . . . . . . . . . . . . . . . 15 Columns . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Converting a Document . . . . . . . . . . . . . . . 17 Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Closing a Document. . . . . . . . . . . . . . . . . . 17 Styles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Document Views. . . . . . . . . . . . . . . . . . . . . 18 Sending and Sharing Documents . . . . . . . . . 19 4. Page Setup and Printing Getting Help . . . . . . . . . . . . . . . . . . . . . . . 19 Page Setup . . . . . . . . . . . . . . . . . . . . . . . . 58 Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . 602. Working with Text Moving Through a Document . . . . . . . . . . . 24 5. Inserting and Formatting Objects Selecting Text . . . . . . . . . . . . . . . . . . . . . . . 25 Copy and Move . . . . . . . . . . . . . . . . . . . . . 26 Equations. . . . . . . . . . . . . . . . . . . . . . . . . . 64 Undo and Redo . . . . . . . . . . . . . . . . . . . . . 28 Symbols. . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Find and Replace . . . . . . . . . . . . . . . . . . . . 28 Drop Cap Letters . . . . . . . . . . . . . . . . . . . . 66 Spelling and Grammar . . . . . . . . . . . . . . . . 29 Page Numbers . . . . . . . . . . . . . . . . . . . . . . 67 Research Task Pane . . . . . . . . . . . . . . . . . . 30 Cover Pages . . . . . . . . . . . . . . . . . . . . . . . 67 The Thesaurus . . . . . . . . . . . . . . . . . . . . . . 31 Date and Time . . . . . . . . . . . . . . . . . . . . . . 68 Translating Text. . . . . . . . . . . . . . . . . . . . . . 32 Moving Through a Document . . . . . . . . . . . 24 Selecting Text . . . . . . . . . . . . . . . . . . . . . . . 25 6. Tables Copy and Move . . . . . . . . . . . . . . . . . . . . . 26 Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Undo and Redo . . . . . . . . . . . . . . . . . . . . . 28 Table Borders . . . . . . . . . . . . . . . . . . . . . . . 74 Find and Replace . . . . . . . . . . . . . . . . . . . . 28 Spelling and Grammar . . . . . . . . . . . . . . . . 29 Table Styles . . . . . . . . . . . . . . . . . . . . . . . . 74 Research Task Pane . . . . . . . . . . . . . . . . . . 30 Resizing and Moving Tables. . . . . . . . . . . . . 76 The Thesaurus . . . . . . . . . . . . . . . . . . . . . . 31 Calculating Tables . . . . . . . . . . . . . . . . . . . 77 Translating Text. . . . . . . . . . . . . . . . . . . . . . 32 Sorting Tables . . . . . . . . . . . . . . . . . . . . . . 78
  4. 4. 7. Pictures and Drawings 10. Customizing Word and Securing Documents Pictures and Drawings. . . . . . . . . . . . . . . . . 82 Customizing Word . . . . . . . . . . . . . . . . . . 120 Clip Art . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 Securing Documents . . . . . . . . . . . . . . . . . 122 Inserting Pictures . . . . . . . . . . . . . . . . . . . . 83 Picture Adjustments. . . . . . . . . . . . . . . . . . . 84 Mail Merge. . . . . . . . . . . . . . . . . . . . . . . . 127 Resizing and Cropping Pictures . . . . . . . . . . 86 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 Rotating and Moving Pictures . . . . . . . . . . . 87 Positioning Pictures . . . . . . . . . . . . . . . . . . . 88 Picture Styles and Effects . . . . . . . . . . . . . . . 88 Drawings . . . . . . . . . . . . . . . . . . . . . . . . . . 898. Charts and SmartArt Graphics Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Chart Layouts and Formats . . . . . . . . . . . . . 98 SmartArt Graphics . . . . . . . . . . . . . . . . . . . 99 WordArt . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . 1029. Working with Long Documents Headers and Footers . . . . . . . . . . . . . . . . . 106 Footnotes and Endnotes. . . . . . . . . . . . . . . 107 Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 Hyperlinks and Bookmarks . . . . . . . . . . . . . 109 Making Comments . . . . . . . . . . . . . . . . . . 110 Tracking Document Changes . . . . . . . . . . . 110 Mail Merge. . . . . . . . . . . . . . . . . . . . . . . . 112
  5. 5. Introduction Microsoft Word is a word-processor software that lets you create a variety of different documents such as letters, single-file reports, multi- file reports, books, brochures, newsletters, and Web pages. Word processing software lets you create, edit, format, store, retrieve, and print a text document. Creating is writing and composing the document. Editing refers to making changes to the document to fix errors or improve it. Formatting is making the document look attractive. Storing means saving it on a disk. Retrieving is opening the saved document from a disk into the computer memory. Printing is producing the document on paper, using a printer connected to the computer. Microsoft Word provides powerful and easy-to-use tools. A few of its capabilities are: checking and correcting, spelling, and grammar, handling page organization such as page numbers, headers and footers, having auto texts, symbols and clipart, working with tables, and formatting text by one button clicking. Uses of Word Microsoft Word can be used at home, at school, and at work. At home, one can write notes, memos, letters, labels, envelopes, create cards, stickers or flyers. In schools, Word may be used for writing homework, theses, research notes, time tables or certificates. People working in business may use Word to set up faxes, reports, contracts, business cards or mail merge documents. It is also easy to prepare a resume or CV using Word. Word can create complex or specialized documents that are normally created by more specialized software applications such as: Web pages: Word has Web publishing features that let you create beginner level simple Web pages with ease. Brochures, newsletters, and other documents with complex page layouts: Microsoft Publisher might be able to do a better job at creating short, layout-intensive documents. However, Words improved drawing and layout features make it a highly viable tool for creating these kinds of documents. Printer-ready publications: Dedicated desktop publishing packages (such as Adobe InDesign, or Quark Press) do a superb job of creating printer-ready publications with precise page layouts, cross-references, indexes, tables of contents, and so on. Word is ideal for the initial organizing, writing, editing, and proofreading of a publication. However, you can also do quite a good job in Word of preparing the6 Chapter 1
  6. 6. final printer-ready publication. If your page layout needs are a bitdemanding for Words tools, you can always transfer your Worddocument to a dedicated desktop publishing program to create thefinal layout.Tables of numbers or other data: Clearly, Microsoft Excel is the tool ofchoice for working with numbers, and Microsoft Access for workingwith databases. However, Word tables can be used to store anddisplay reasonable amounts of numeric or textual data. Word evenprovides mathematical functions for working with numbers in tables,as well as database tools for working with data fields and records intables.Why use Word for a task that can be performed with a morespecialized software program, perhaps one which is already installedon your computer? The main reason is that you probably already knowhow to use Word, and the extra features of a more specialized programmight not be worth the time required to learn a new software package,especially if you create only an occasional Web page, brochure, orother specialized document. You might also have existing Worddocuments that you can quickly convert to Web pages or otherspecialized formats. You can thus use Word to improve not only yourcurrent skills, but also your existing collection of documents.PracticeStarting the Word Program1. On the Windows taskbar, click the Start button at the bottom left corner of your screen.2. Select All Programs and point to Microsoft Office.3. Move the mouse pointer over and click on Microsoft Word 2010. Starting the Word Program Starting the Word ProgramGetting Acquainted with Microsoft Word 7
  7. 7. Word Window - General Overview File Tab opens document related tasks. Ribbon consists of a series of tabs. Insertion Point (Cursor) shows where the text will be written. Status Bar displays information about a command , an operation in progress, or the location of the insertion point.8 Chapter 1
  8. 8. Title Bar Minimize the Ribbonshows the name of the document shows or hides the Ribbon. Minimize-Maximize-Closeand the program name. closes or changes the Word program windows. Help shows help for the written text. Split Box allows you to work in two parts of your document at the same time Scroll Bar scroll to another part of the document. The Web Layout view The Outline view enables displays the document as it you to see the sections of would appear in a web a document text. browser. The Draft viewThe Full Screen Reading essentially same asview gives more space on the Print Layout viewthe computer screen for but displays only thereading documents. text in a document. Document BrowserThe Print Layout is thedefault view of Word. The Zoom slider lets lets you navigate through yourDocuments appear as it you choose between document by letting you movewould be on a printed page. zoom levels. between objects. To specify the type of object click the round circle and select the object. Getting Acquainted with Microsoft Word 9
  9. 9. The Ribbon The Ribbon is located at the top of the document area in Word. It consists of series of tabs. Each tab is organized into groups and shows different commands. Practice To switch between tabs; 1. Click on each tab name. Or use the turn scroll button of your mouse. The Ribbon The Ribbon is context sensitive. It changes depending on the selected tab, object or command. For instance; when a table is selected, the Ribbon shows Contextual tabs related to tables. The Ribbon showing contextual tabs with shortcut keys. The diagonal arrows in the lower right corner of some groups open additional options relaeted to that group. Each command on the Ribbon has its own shortcut keys. If you dont know to use which key to activate a command, press the Alt key on the keyboard to show Key Tips. Pressing the associated key on the keyboard activates the command.10 Chapter 1
  10. 10. To change the orientation of the document using shortcut keys;2. Press the Alt key on your keyboard.3. Press the P key to open the Page Layout tab, and then the O to open Orientation menu.The File tab and the BackstageThe File tab opens the Backstageview that contains file related tasks;such as open, save, printing,sharing, and Word options.The left side of the Backstagewindow displays the major file tasksor commands. When you click on acommand, the Backstage displaysthe menu related to selected tasks. Creating a New DocumentIn this exercise, you will type a letter.Microsoft Word is a good choice forthis kind of task. Before start typingin Word, there are few things youneed to know;The short, vertical, blinking line at The Backstage view.the top of the document is theinsertion point (cursor). The insertion point indicates where text will beentered as you type.When typing long lines of text, you do not have to press Enter eachtime you want to start a new line. Word will automatically start a newline for you when you reach the right side of the page.This feature is called word wrapping.By default, Word functions in Insert mode. This means that any newtext you enter in the middle of a line is inserted between existing texts.But if you turn on the Overtype mode you can overwrite existing textwith any new text that you type in. You can double-click OVR on thestatus bar or press the Insert key on the keyboard to turn overtype onor off.Getting Acquainted with Microsoft Word 11
  11. 11. Practice To create a new document; 1. Click the File tab and then select New. The left side of the Backstage window contains templates for creating new documents. A preview of the document is displayed in the right pane of the window. 2. Under Available Templates, click Blank Document. 3. Click Create. Or press Ctrl + N. 4. Type “Dear President” and press Enter The New Document dialog window opens. twice. 5. Type “I am a student at the International High School”. Press Enter twice. 6. Continue your letter by typing the following text and at the end of each paragraph press Enter twice. Pressing the Enter key starts a new paragraph. Dear President, I am a student at the International High School. Templates I am very concerned about the growing number of people my age who smoke or use spit tobacco. Every day, between 80.000 and 100.000 children worldwide start smoking and try their first cigarette. Another 30.000 kids become regular smokers, and roughly one-third of A template is a document; such as brochures, them will eventually die from a tobacco-related disease. More than 40 million of all smokers are under the age of 18, including 39 percent of all high school students. memos, reports, and business letters, which Did you know that kids are three times more sensitive to tobacco advertising than adults, provides a preformatted layout for content with and youth are more likely to be infuenced by cigarette marketing than by peer pressure? Smoking related-discasses kill one in 10 adults globally, or cause four million deaths each text and graphics. You can customize the year. Every cigarette smoked cuts at least 5 minutes of life on average - about the time taken to smkoe it. content in the template to create your own Something must be done. The governments spend more than € 200 billion per year treating document. tobacco-related illnesses. As the President, we are counting on you to tell the tobacco industry to stop advertising in ways that they know will addict us to a habit that will lead to discase and premature death. We deserve your support and a chance at life without tobacco. Sincerely, John Doe 16/02/2010| Creating a new document If you are connected to the Internet you can use a variety of online templates that are stored on the Microsoft Office Online Web site.12 Chapter 1
  12. 12. PracticeIn the following exercise, you will download atemplate from Microsoft Office Online. You willneed a connection to the Internet to complete thetask.1. Click New command on the File tab.2. Select a template under Available Templates or use Search Office.com for templates box, and then click Download.3. Word downloads the template and opens it as a new document. Choosing a template Saving a DocumentAfter you have created a document, you must give it a name and saveit to a permanent storage device, such as the hard disk, or a flash disk,for future use. You should save the document not only at the end ofyour work but shortly after you first create and as you work on it.In this exercise, you will save your document with the name My Letterin your Documents folder.1. From the File tab, choose Save. Or press Ctrl + S. Or click the Save button on the Quick Access toolbar.The Save As dialog box opens because it is the first time that you aresaving the document.2. In the File name box, type “My Letter”.3. Click the Save button to save your document.To save the file in a new folder; Word opens the downloaded templateGetting Acquainted with Microsoft Word 13
  13. 13. 4. Click the New Folder button in the Save As dialog box. Name the new folder. Your file is saved with the name My Letter.docx in your folder. If you want to save your document under a different file name or to a different location, or in a different file format, you can use the Save As option. For example, the Word 97-2003 Document command saves the current document so that it can be viewed in previous versions of Word. The Save As dialog box Practice In this exercise, you will save your document “My Letter” with a different name on a flash drive or another hard disk. 1. From the File tab, choose Save As. Or press F12. 2. In the Folders pane, click the Computer button, and then select your flash drive. 3. Use the New Folder button to create a folder named “MyWork”. 4. In the File name box, type “My Letter”. Select the PDF file format from the Save as type box. 5. Click Save to save the file and the dialog box closes. Your document is saved with the name My The Save As menu Letter.pdf on your flash drive.14 Chapter 1
  14. 14. File TypesWord 2010 provides different kinds of file types. The .docx fileextension is for basic documents with text and graphics. Thedocuments with this extension block scripts and macros, making itsafe from viruses.A document with the .docm file extension contains macros orprogramming code. Previous versions of Word cannot open .docx and.docm file types. Basic documents with text and graphics Opening a DocumentWhen you work with Word you will sometimes need to create a newdocument from scratch. More often, you will need to work on anexisting document that you or someone else has previously created.Also its often easier and more efficient to create a document bymodifying one that already exists, instead of having to retype a lot ofinformation. Documents with macros or programmingTo open an existing document, code1. Press Ctrl + O. Or select the Open command on the File tab. The Open dialog box displays the previously used folder of the current user.2. Double-click on the My Letter file to open. Or select the file name and click Open. Web documents Adobe Reader documents The Open dialog boxGetting Acquainted with Microsoft Word 15
  15. 15. You can have a quick access the documents on which you work recently . 1. Click the Recent command. The Backstage displays recently accessed documents in Recent Documents pane. 2. Click on the document name to open it. To pin a document to fix its place on the Recent Documents pane; Opening Recent Documents 3. Click on the pin button next to the document name. Selecting a command The Quick Access Toolbar You can easily access and run a command by clicking its button on the Quick Access toolbar. The Quick Access toolbar contains most commonly used commands. By default, it has three buttons, Save, Undo, and Redo. You can customize the Quick Access toolbar to display the commands you use most often. To customize the Quick Access toolbar; 1. Click the down arrow next to the Quick Access toolbar. 2. Click on the Open command. If you dont see a command on the menu, click the More Commands… command. 3. The Open button appears on the Quick Access toolbar. Now, you can open your documents quickly without using the File tab. Customizing the Ribbon Customizing the Ribbon If you want to have more command on the Ribbon, you can add them to the Ribbon either by creating a new tab or a group. 1. Click the File tab, and then the Options command. The Word Options dialog box opens. Select the Customize Ribbon command.The new group and the commands on the Ribbon and the Quick Access toolbar 16 Chapter 1
  16. 16. 2. Click on the New group button and rename it. Select the new commands from the left pane. Click OK. The new group and the buttons appear on the Ribbon. Converting a DocumentWhen you open a document created in a previous version of Word, thetitle bar displays the name of the document, followed by the words“Compatibility Mode”. Word 2010 contains some formatting featuresthat cannot be available in previous Word versions. Converting olddocuments enables you to use these new features.1. Click the File tab.2. The Backstage displays the Convert command whenever a document with a previous version is open.3. Click the Convert command. The document is replaced with the converted version.4. Save the document. Converting documents Closing a DocumentWhen you have only one document open, clicking the Close button onthe title bar will close both the document and the Word program.1. On the File tab, click Close. Or press Ctrl + F4. The Close button on the File tab closes just the document and leaves the Word program open.When you attempt to close an unsaved document orhave made any changes to an existing document,Word asks whether you would like to save the Save Confirmationdocument.The Exit Word button at the bottom of the File tab closes all documentsand exits the Word program.2. Click the Exit Word button to close both your document and the Word. The Close buttonGetting Acquainted with Microsoft Word 17
  17. 17. Document Views Word 2010 has five different document views, Print Layout, Full Screen Reading, Web Layout, Outline, and Draft. Each view has its own purposes and advantages. The Document Views group In order to change the document view; 1. Click the View tab; choose one of the document views in the Document Views group. Or click the Document View buttons in the status bar. Print Layout is the default view of Word. Documents appear as it would be on a printed page. Print Layout view displays as graphics, tables, and headers, footers, and the other objects. Live preview works in the Print Layout view. The Full Screen Reading view gives more space on the computer screen for reading documents. The Web Layout view displays the document as it would appear in a web browser. It is used to prepare documents for digital publishing on the Internet and not suitable for printing Full Screen Reading view pages. The Outline view enables you to see the sections of a document It is ideal for working with long documents with several chapters. The Draft view is essentially the same as the Print Layout view but it displays only the text in a document. It is useful when The Zoom group you quickly want to write and edit text. The Zoom commands let you choose between zoom levels. Zooming in makes words easier to read and helps prevent eyestrain. Zooming out makes scrolling faster and helps you to see several pages at once. In order to change zoom levels, 1. In the View tab, click the Zoom button in the Zoom group. Or click the number next to the Zoom slider at the right bottom of the Word screen. 2. Select between predefined zoom levels or enter a new value in the Percent box. Or use the Zoom slider to change the zoom level. Changing Zoom levels18 Chapter 1
  18. 18. Sending and Sharing DocumentsYou can share your documents by sending them in an e-mailmessage. You need an Internet connection to use this feature. IfMicrosoft Outlook is installed and configured, Word uses it as a defaulte-mail program.In order to send a document by an e-mail;1. Click the File tab.2. Click the Share command, and then click Send As Attachment button. The default email program opens.3. The document is in the Attached box. Type in the e-mail address you want to send.4. Click Send. Sending documents Getting HelpThe Help feature allows you to learn to use the basic and advancedfeatures of Word. If you have a connection to the Internet you can getup-to-date online help from Microsoft Office Online.To get help;1. On the Ribbon, click the button with a question mark. Or press F1. Or if you see an information box on a button on the Ribbon, press F1.2. In the text box at the top, type “Save a document” and then click the Search button.3. Click on a topic to get help information.4. Click the Back, Forward, Stop, Refresh, and Home buttons on the toolbar to move around in the Word Help. The Word Help windowGetting Acquainted with Microsoft Word 19
  19. 19. Case StudyOpening, editing, and saving a Save As type box, click the drop-downdocument arrow and select Web Page (HTML). Click Save.Step-1 Run the Word program. Step-8 Close the document. On the Windows taskbar, click the Start When the document is closed without being button at the bottom left corner of your saved, the Word program will ask you screen. whether you want to save the document. On the Start menu, point to All Programs. Click Save on the dialog box to save the Move the mouse pointer up and point to document. Microsoft Office. Step-9 Try to repeat steps above without using the Move the mouse pointer over and click on mouse. Microsoft Word 2010.Step-2 Type the text. Creating, saving, and sending a Type your name, surname, telephone document. number, and address. Step-1 Create a new file.Step-3 Save the document to your flash drive using the name Case Study 1. Step-2 Under Office.com Templates, search for Greeting Cards. On the Quick Access toolbar, click the Save button. The Save dialog box opens on the Step-3 Download a Birthday Card template. screen. Type the file name in the file name box and click Save. Step-4 Change the text in the template with your own.Step-4 Close the document. Step-5 Save the document, and then send it to your On the File tab, click the Exit button. friend by e-mail as Birthday Invitation.Step-5 Open the document again. Open your document from the Recent Documents pane on the File tab.Step-6 Change the telephone number. Change the document by adding a new telephone number or changing the old one. You can insert other text like your birth date or your e-mail.Step-7 Re-save the document as a Web page. On the File tab, choose Save As. The Save As dialog box opens on the screen. In the20 Chapter 1
  20. 20. Fill In The Blank1. Microsoft Word is ____________________ that 2. Click the Save button or press _______________ lets you create a variety of different documents shortcut to quickly save the document. such as letters, single-file reports, multi-file 3. The short, vertical, blinking line at the top of the reports, books, brochures, newsletters, and document is ____________. web pages. True or False1. If you want to save a previously saved document to a different location, you can use Save As command. True False2. The shortcut key for the Help command is F1. True False3. You can convert a Word 2010 document to a Word 2003 document and keep all of the document formatting. True FalseGetting Acquainted with Microsoft Word 21
  21. 21. Multiple Choice Questions1. What can you create with the Word program? 6. Which one does not start a new blank document? a. Letters b. Web Pages c. Tables d. All of the above a. Ctrl + N keyboard shortcut. b. Opening a document from a flash drive.2. Which of the following option provides a c. Clicking New command on the File tab. document with preformatted layout for d. Starting the Word program. content with text and graphics? a. Dialog Launchers 7. What is the correct order to save a new Word b. Templates document to a flash drive? c. Saving As command I. Choose flash drive from Folders pane. d. Word Help II. Write the file name. III. Click the Save button on the Quick Access3. Choose the sentences those are true about toolbar. the Ribbon. (Choose two answers) IV. Click Save on the Save dialog box. a. III., II., I., IV. b. I., III., II., IV. a. The Ribbon is context sensitive. c. III., I., IV., II d. III., I., II., IV. b. You can not add your favorite commands to the Ribbon. c. Pressing Alt key shows short-cut keys on the 8. A document; you have just opened; appears Ribbon. very small in the Word screen. How can you d. The Ribbon contains major file tasks such as make it bigger to read or work on it? (Choose Open and Share. two answers) a. Switch to Full Screen Reading.4. What is the meaning of the text "Compatibility b. Use the Zoom dialog box and Zoom Out. Mode" after a document name in the title bar? c. Use the Zoom Slider in the Status bar to Zoom In. a. The document is compatible with your computer. d. Close the document and open it again. b. You need to save the file immediately. c. The document was created with a previous 9. Which of the following dialog boxes opens version of Word. when a document is saved for the first time? d. The document contains advanced features of a. Save All b. Save Word. c. Close d. Save As5. Which of the following can you do on the 10. How can you insert a text inside a text line Microsoft Office Online? without deleting the existing text? a. Download templates in different categories. a. Start typing in the overtype mode. b. Convert a document to an up-to date Word b. Locate the insertion point after the line. version. c. Start typing in the Insert mode. c. Get up-to-date help about a Word topic. d. Enable Word Wrapping by pressing Enter key. d. Download document views such as the page layout and draft view.22 Chapter 1
  22. 22. Moving Through a Document You move through a document to see text and objects that is off the screen, to set the insertion point at a new place, or to select text and objects for changes. There are several ways to move the insertion point in your document: you can use the mouse, the keyboard, or several commands, most notably the Go To command. Moving Through a Document with the Keyboard Up or Down arrows One line up or down Left or Right arrows One character left or right Home Start of the line End End of the line Page Up or Down One screen up or down Ctrl+Left or Right One word left or right Ctrl+Home To the beginning of the document Ctrl+End To the end of the document Ctrl+Page Up or Down One page up or down Practice To move the insertion point to a specific place; In this exercise, you will move the insertion point to the second line. 1. Click Page Number on the Status bar at the bottom of the Word screen. Or press Ctrl + G. 2. Select a type of place to go. In the Go to what list, select Line. 3. Type or select a specific item. In Enter line number type “2”. Moving the insertion point to the second line 4. Click the Go To button. The insertion point moves to the second line.24 Chapter 2
  23. 23. Selecting TextWhen you want to perform an action with thetext; for example edit, format, or copy; youmust first select it. Word makes text selectionquick and easy. Selection Bar Right Pointing Arrow Selecting a paragraphSelection Techniques TO DO Select a word Double-click on the word. Position the mouse pointer in the selection bar before the line Select a line you want to select. When the right-pointing arrow appears, click the mouse. Triple click on any word in the paragraph. Select a paragraph Or Position the pointer in the selection bar to the left side of the paragraph; when the right-pointing arrow appears, double-click the mouse. Position the pointer in the selection bar, when the right- pointing arrow appears, triple-click on the document. Select a whole Or Press Ctrl + A. document Or In the Editing group, click the Select button and then click Select All. Click where you want the selection to begin. Then, while Select any amount of holding down the shift key, click where you want the selection text to end. Select multiple text Hold down the Ctrl key on the keybord and with the mouse areas select different texts.Working With Text 25
  24. 24. Copy and Move There are several ways to copy and move text and graphics from one place to another. Dragging text is the most efficient way to move or copy text and graphics, as long as you can see the destination location on your screen. Practice Copy and Move with Drag and Drop In this exercise, you will move the date text from the last line of the document to the top of the document. Open the letter (My Letter.docx) that you have created in the previous chapter. 1. Scroll down until you can see the date text at the last line of the document. 2. Position the mouse pointer in the selection area, before the date. The mouse pointer changes to a right-pointing arrow. 3. Click to select the date. The selected text changes to white text on a darker background. 4. Position the mouse pointer over the selected text. The pointer turns into a left-pointing arrow. 5. Click and hold down the mouse button. A small, dotted box and a dotted insertion point appear. 6. Drag up until the dotted insertion point is before the text “Dear President” and then release the mouse button. 7. Click anywhere outside of the selected text to cancel the selection. Moving a text26 Chapter 2
  25. 25. PracticeCopy and Move with Other TechniquesThe keyboard shortcuts are the quickest andeasiest to use the Cut, Copy, and Paste editingcommands.In this exercise, you will copy the whole letterinto a new document.1. Select the whole letter. Selecting all the document On the Home tab, click the Select button in the Editing group and then choose Select All. Or press Ctrl + A.2. Copy the selected text. Click the Copy button in the Clipboard group. Or press Ctrl + C. A copy of the selected text is placed on the Clipboard.The Clipboard is an area of memory in which you can store text orgraphics temporarily. If you cut or copy text, graphics or other itemsthey will be temporarily stored in the Clipboard ready for use The Clipboard groupelsewhere in the document.3. Create a New Document.4. Insert a copy of the letter from the Clipboard. Click the Paste button in the Clipboard group. Or press Ctrl + V.To move the selected text;1. Click the Cut button in the Clipboard group. Or press Ctrl + X.To see the Clipboard contents;1. Click the Clipboard dialog box launcher in the Clipboard group. The Clipboard pane with recently copied Clipboard pane displays left to the document. text and imagesWorking With Text 27
  26. 26. Undo and Redo The Undo feature allows you to reverse, or undo a recent action. The Redo command allows you to repeat a recent action. Undo the last actionThe Undo and Redo buttons on the Quick You can undo your last action; Access toolbar 1. On the Quick Access toolbar, click the Undo button. Or press Ctrl + Z. Redo the last action You can redo your last action; 1. On the Quick Access toolbar, click the Redo button. Or press Ctrl + Y, or press F4. Find and Replace You can use the Find command to search for specific instances of a text in a document, and the Replace command to search for specific instances of text in a document and replace them with new text. In The Editing group addition to replacing text, you can use the Replace command to replace formats, such as bold and italic. The Find and Replace commands are located in the Editing group. Practice Finding and Highlighting Text In this exercise, you will find and highlight the word "tobacco" in the document My Letter. 1. On the Home tab, click the Find button in the Editing group. Or press Ctrl + F. The Navigation pane opens. 2. In the Search Document box, type “tobacco”. All the instances of “tobacco” in the My Letter document are highlighted. Finding all the instances of a text 28 Chapter 2
  27. 27. PracticeReplacing TextIn this exercise, you will search the word“tobacco” and replace it with the word“TOBACCO”.1. On the Home tab, click the Replace button in the Editing group. Or press Ctrl + H. The Find and Replace dialog box opens.2. In the Find what box, type “tobacco”.3. In the Replace with box, type “TOBACCO”. Click Find Next. When Word finds the text; click the Replace button.4. Click the Replace All button to replace all of the instances of the Replacing text text at once. Spelling and GrammarWord checks for spelling and grammar errors as you type. Red wavylines indicate words that arent recognized or is misspelled. Greenwavy lines indicate a possible grammar error. Blue wavy lines indicatecorrectly spelled words in the incorrect context. SPELLING AND ERROR GRAMMAR Spell checking You cann use the Find command to search for specific instances of a text. Grammar checking You can uses the Find command to search for specific instances of a text. Contextual Spell Checking You cane use the Find command to search for specific instances of a text.PracticeUse the Spelling and Grammar CheckerIn this exercise, you will use the Spelling and Grammar Checker tocorrect spelling and grammar errors.1. Type “stard” instead of start and press the spacebar. The Proofing groupWorking With Text 29
  28. 28. A Red wavy line appears under the word “stard”, because you have typed it incorrectly. 2. In the Review tab; click the Spelling & Grammar button in the Proofing group. Or press F7. 3. The Spelling and Grammar dialog box checks each underlined word in your document. In the Suggestions list box, click and select the correct word. 4. Click the Change button to change the word “stard” Checking spelling and grammar errors with “start”. You can also right-click on the word once the red underlining displays. A pop-up dialog box displays suggesting alternative, correctly spelled words. Word uses a default dictionary file. If a word isnt in the dictionary; it is also underlined with a red wavy line. You can add a word to the default dictionary; 1. Right-click on the misspelled word. 2. Choose the Add to Dictionary option from the pop-up menu. Research Task Pane The Research task pane provides links to Internet research tools that you can use from within Word.Spell checking on the pop-up menu To open the Research task pane; 1. Click the Review tab, and click the Research button in the Proofing group. Or press the Alt key and click anywhere within the document. To display the search results, you can either click the Start Searching arrow in the green box, or select a type of reference material from the list box below. 2. Use the drop-down menu at the top of the Research task pane to choose references such as Thesaurus. 3. Enter the key words or phrase in the Search for box in the task pane, and click the Start searching button.30 Chapter 2
  29. 29. A quick way to search for online information for a text in the document is to press the Alt key and then click the text. The last service used, Thesaurus or Translation, will display results for the text you clicked.4. To close the Research task pane; click the Research button in the Proofing group. The ThesaurusThe Thesaurus provides a list of synonyms for the text in which you arelooking up.PracticeTo use the Thesaurus;In this exercise, you will find a synonym for a word.1. Right-click the word “illness” in the My Letter.2. Point to Synonyms on the pop-up menu.3. Click to select a synonym. If you need a more detailed search, the Thesaurus option in the Clicking Alt key on a text displays online Research task pane provides more details; results in the Research pane4. Click the Review tab, and click the Thesaurus button in the Proofing group. Or press Shift + F7.5. The Research task pane opens. A list of suggested synonyms will display. Move your mouse pointer on a suggested synonym in the list and click the arrow next to it. Select Insert. Finding synonyms on the pop-up menuWorking With Text 31
  30. 30. Translating Text Word 2010 can easily translate a text into another language, such as English, French, and Spanish. To translate a text; 1. Click on the text you want to translate. 2. Click the Translate button in the Proofing group. Or right-click the text, select the Translate option from the pop-up menu, and choose Translate. 3. Select the languages in the From and To boxes in order to change the source languages. The results display in the Research task pane under Translation. You can simply move your mouse over a word and a Mini Translator will show up and translate the text. By default, the option is turned off. To enable the Mini Translator option; 1. Click the Translate button in the Proofing group 2. Select the language you want to translate into. 3. Move and hold your mouse on the text you want to translate. Translating the whole document doesn’t necessarily give the whole meaning of a document. It should rather to be used to get an idea The Translation displays about the document. In the following exercise you will translate the whole document to French. You need a connection to Internet to complete the task. To translate all the text in a document; 1. Click on the text you want translate. 2. Click the Translate button in the Proofing group. Or right-click the text, select the Translate option from the pop-up menu, and choose Translate. Enabling the Mini Translator 3. Select the languages in the From and To in order to change the source and target languages. Select English in the From box and French in the To box. The results display in the Research task pane under Translation. You can simply move your mouse over a word and a Mini Translator will show up and translate the text. By default, the option is turned off. The Mini Translator32 Chapter 2
  31. 31. Online document translationThe Document is translated and displays in French in a browserwindow. Fill In The Blank 1. To select a whole document, press 3. To move text, press ____________, and then ________________. ____________ . 2. To copy with drag and drop you must hold down ________________________ while you are dragging the selected text. True or False 1. If you want to undo your last action, press Ctrl + Z. True False 2. You can select a paragraph by double-clicking anywhere in the paragraph. True False 3. If you want to correct spelling and grammar errors you can use the Spelling and Grammar checker. True FalseWorking With Text 33
  32. 32. Multiple Choice Questions1. How can you quickly recover a text that you just type the word in the Search for box, and then accidentally deleted? (Choose two answers) press Enter. a. Use the Clipboard pane. 6. You can replace a word in your document with b. Press Ctrl + Z. another word that is more suitable and has nearly c. Use the Undo button on the Quick Access the same meaning by; toolbar. a. using the Spell Checking. d. Click the Find button, and then search for the b. using the Grammar Checking. deleted text. c. using the Mini Translator.2. If you want to Copy a text and Paste it to another d. using the Thesaurus feature. place, which shortcut keys should you use? 7. A spelling error in a document is identified by: a. Ctrl + Z and Ctrl + X a. A green highlight. b. Ctrl + C and Ctrl + V b. A red wavy underline. c. Ctrl + C and Ctrl + P c. A green wavy underline. d. Alt + C and Alt + P d. A blue wavy underline.3. Select the spelling and grammar checking 8. What options are available in the Find and options available in Word 2010. (Choose three Replace dialog box? (Choose two answers) answers) a. Find b. Synonyms a. Contextual spell checking c. Replace d. The Thesaurus b. Spell checking c. Style checking 9. How can you select all the text and the objects in d. Grammar checking a document? (Choose all that apply)4. How can you find and correct all the instances of a. Drag your mouse from the beginning to the a word which you mistyped in a document? end of the document. b. Press Ctrl + A. a. Press Ctrl + F shortcut keys. c. In the Editing group, click the Select button, b. Use the Research task pane, and look for all and then Select All. the instances of the text. d. Triple-click any word in the document. c. Select all text, and then click the Spelling & Grammar button. 10. As you read through an astronomy document, d. Open the Replace dialog box, and then use you encounter an astronomer named “Galileo”. Replace All command. How can you get online help about the astronomer without leaving the document and5. Select the ways you look for synonyms for a the Word screen? word. (Choose three answers) a. Open Google web site in an internet browser, a. Enable the Mini Translator and hold your and make a search. mouse on the word. b. Use the Thesaurus, in the Research pane. b. Right-click the word, and then select c. Hold down the Alt key and click on the word. Synonyms on the pop-up menu. d. Open the Find and Replace dialog box, and c. Hold down the Alt key and click on the word. click the Search on Internet option. d. Select the Thesaurus in the Research pane,34 Chapter 2
  33. 33. Font Formatting Font Formatting enables you to give the text in documents different looks and styles. You can change the font face, font size, underline text, and change the color and the spacing between letters. A font is a set of characters and letters of the same look and styles. Each font has a particular design. The size of a font is called font size. The most preferred fonts are Times New Roman, Arial, and Courier New, Calibri.Changing the font face in the Font group Practice Change and Format the Font Face In this exercise, you will change the font face and format the text as bold and italic in your document. (My Letter) 1. Select the text Date. In the Font dialog box, change the font type to “Arial” Formatting text in bold On the Home tab, click the Bold button in the Font group. 2. Or on the Mini toolbar, click the Bold button. Or press Ctrl + B. 3. Click anywhere outside the selected text to cancel the selection. 4. Select the text “Sincerely”. 5. Click the Italic button in the Font group. Or on the Mini toolbar, click the Italic button. Or press Ctrl + I. 6. Click anywhere outside the selected text to cancel the selection. Whenever you select a text; the Mini toolbar displays just above the selection. It contains a set of formatting commands for changing fonts and paragraphs. The document after the formatting36 Chapter 3
  34. 34. To display the Mini toolbar;1. Select the text and move the mouse pointer just above the selection.2. Click the buttons on the Mini toolbar to apply formatting to the The Mini toolbar selection. When you move the mouse away from the text; the Mini toolbar fades slowly and disappears.PracticeChange the Font Size and Apply Text Effects The Mini toolbar displaysIn this exercise, you will change the font size of the text and apply a texteffect.1. Select the last paragraph of the document.2. On the Home tab, click the arrow next to the Font box and in the Font group. Or use the Mini toolbar.3. Scroll down and select “Impact” in the list. The selected text changes to the Impact font face. In the Font group or on the Mini toolbar, click the arrow next to the Font Size box and, and then click “14” in the list. Or use the Grow or Shrink Font buttons to change the font size gradually.4. Click the Text Effects button in the Font group. Select an effect in the gallery. Changing the font size and applying a text format TO DO THIS click the arrow next to the Font Color button in the Font group. change the font color of a text, Or use the Mini Toolbar. underline the text, select the style of underline from the Underline style list. apply any text effect, select them from the Effects in the Font dialog box. increase or decrease character spacing, use the Advanced tab in the Font dialog box.Formatting Characters and Paragraphs 37
  35. 35. Live Preview Live Preview enables you to see the formatting of a text without having to apply it first. 1. Select the Date. 2. In the Font group, click the arrow next to the Font Color button. 3. Move your mouse on the colors under the Theme Colors. Live Preview shows the colors on the text. Clear Formatting You can clear the formatting of a text in one step; Clearing the text formatting 1. Select the text. 2. Click the Clear Formatting button in the Font group. Or press Ctrl + Space. Dialog Box Launchers In the lower-right corner of some command groups, there are Dialog Box Launcher buttons. The Dialog box launchers open dialog boxes with more commands. The Font dialog box launcher Practice In this exercise, you will change the font color of a text, underline the text, apply text effect and increase the space between characters. 1. Select the text “Dear President”. 2. In the Font group, click the Font dialog box button. Or press Ctrl + D. The Font dialog box opens. 3. Click the arrow next to the Font Color and select the color blue. Using the Font dialog box 4. Click the arrow next to the Underline Style box and select Words only. 5. Click the Advanced tab. 6. Click the arrow next to the Spacing box and select Expanded. In the By box, select 2 pt. and Text after formatting click OK.38 Chapter 3
  36. 36. Change CaseThe Change Case command changes the capitalization of a selected Microsoft word Sentence casetext. microsoft word lowercase1. Select an Lowercase text. MICROSOFT WORD UPPERCASE2. Click the Change Case button in the Font group. Capitalize Each Microsoft Word3. Select an option on the menu. WordFormat Painter mICROSOFT wORD tOGGLE cASEAt the end of your document My Letter, there is a second text Change Case options“President”. If you want to format this one like the first one, you mustrepeat the steps in the previous topic, or you can use a command thatcopies formatting from a text, then applies it to another text. Thisfeature is called the Format Painter.In this exercise, you will apply formatting using the Format Painter.1. Click on the text Dear President.2. In the Font group; double-click the Format Painter button if youre going to copy the formatting to several locations. Or just click if youre going to copy the formatting only one time.3. Click the Format Painter button. Move your mouse pointer to the The Format Painter in the Clipboard group second text “President”.4. Click or drag on the text. Format Painter applies the format of the first text to the destination text and turns off. Paragraph FormattingThe format of a paragraph can be changed by setting tabs, indenting,aligning, changing line spacing within and between paragraphs,controlling page breaks etc. All these features allow you to enhancethe appearance of your document. Selecting text with Format PainterFormatting Characters and Paragraphs 39
  37. 37. Paragraph Alignment There are four ways to align a paragraph. The format of a paragraph The format of a paragraph The format of a paragraph The format of a paragraph can be changed by setting can be changed by setting can be changed by setting can be changed by setting tabs, indenting, aligning, tabs, indenting, aligning, tabs, indenting, aligning tabs, indenting, aligning, controlling page breaks. controlling page breaks. controlling page breaks controlling page breaks. LEFT CENTER RIGHT JUSTIFY Each line of text is Each line is centered. Each line is aligned right. Each line aligns with the aligned left. both sides of the typing area. In this exercise, you will justify the text in your document. 1. Select the whole document 2. Click the Justify button in the Paragraph group. Or press Ctrl + J. Or click the Paragraph dialog box button in the Paragraph group. Under the General section; click the Alignment drop-down arrow and select Justify. Justifying text 3. Click OK. Indenting If you do not want all paragraphs to align with the borders of the typingDecrease Indent and Increase Indent Buttons area, you can use the indentation options to indent the text. INDENTATION FORMAT The format of a paragraph can be changed by setting tabs, Normal indenting, aligning, controlling page breaks etc. The format of a paragraph can be changed by setting tabs, Left: 1.25 cm indenting, aligning, controlling page breaks etc. The format of a paragraph can be changed by setting tabs, Right: 1.25 cm indenting, aligning, controlling page breaks etc. The format of a paragraph can be changed by setting tabs, First line indenting, aligning, controlling page breaks etc. The format of a paragraph can be changed by setting tabs,indenting, Hanging aligning, controlling page breaks etc. 40 Chapter 3
  38. 38. PracticeIn the following exercise; you will indent a paragraph in yourdocument.Indenting Text.1. Click in the paragraph starting with the text “I am very concerned”.2. In the Paragraph group, click the Increase Indent button. The whole paragraph moves to the right. If you only want to indent the first line of the paragraph3. Click in the first line of the paragraph. and press the Tab key Or click the Paragraph dialog box button; The Paragraph dialog box opens. Under the Indentation, choose the First Line option in the Special box.4. Click OK in the Paragraph dialog box.5. Indent the remaining paragraphs. Indenting optionsLine and Paragraph SpacingYou can change the amount of spacing between lines in a paragraphor between paragraphs by using the Spacing section in the Paragraphdialog box.To change line spacing;In this exercise, you will change the amount ofspacing between lines in a paragraph.1. Select the whole document.2. Click the Line Spacing button in the Paragraph group. On the menu; select 1.5. Or on the Line Spacing menu, click the Line Spacing Options command. The Paragraph dialog box opens. Indenting paragraphsFormatting Characters and Paragraphs 41
  39. 39. 3. Select the Indents and Spacing tab. 4. In the Line Spacing box, click the arrow and select 1.5 lines. 5. Click OK. The paragraph line spacing changes to 1.5 lines. Document with 1,5 Line Spacing Practice Changing Paragraph Spacing. In this exercise, you will change the amount of spacing between paragraphs. 1. Select the first four paragraphs in your document. 2. In the Paragraph group, click the Paragraph dialog box button; Or on the Page Layout tab, use the Paragraph group. 3. In the Spacing section, click the up arrow until you reach 18 pt. in the Before box. 4. In the Spacing section, click the up arrow until you reach 18 pt. in the After box. Spacing Between Paragraph Line and Page Breaks There are other useful paragraph rules that you can apply by clicking the Line and Page Breaks in the Paragraph dialog box. Such as Widow/Orphan Control, Keep Lines Together etc. These options are summarized as follows.Option Description Prevents the last line of a paragraph from being printed at the top of a page (widow)Widow/Orphan control or the first line of a paragraph from being printed at the bottom of a page (orphan).Keep with next Keeps the paragraph and the following paragraph on the same page.Keep lines together Keeps all lines of a paragraph on the same page. 42 Chapter 3
  40. 40. Bulleted and Numbered ListsBulleted and Numbered lists make your document more readable andenable you to point out important parts of a document. Bullets Special characters, symbols, and pictures Numbers Numerals, roman numerals, and letters The Paragraph groupUse Numbers when the ordering of the paragraphs and items isimportant (i.e. legal documents, instructions, manuals).Use Bullets when the ordering doesn’t matter (i.e. a shopping list).The Numbered documents are easy to edit. When you add or removeparagraphs or items, the Numbered list renumbers automatically. Forinstance, a new paragraph at the end of the list gets the nextconsecutive number.PracticeCreating Bulleted and Numbered ListsIn this exercise, you will create a list from scratch.1. Place the insertion point where you want to create the list.2. Click on the Numbering or Bullets button in Paragraph group. Word indents the line.3. Type the first item and press Enter. Bulleted listTo end a Bulleted and Numbered List;4. Click on the Numbering or Bullets button in the Paragraph group. Or press Enter twice at the end of the list.You can create space between the list items as youdo on paragraphs spacing. Numbered listFormatting Characters and Paragraphs 43
  41. 41. Practice Customizing Bulleted and Numbered List In a bulleted list, instead of using regular bullets you can select a different character, a picture bullet, or change indents. You can customize numbered lists and choose different number styles and fonts like in a bulleted list. In this exercise, you will customize a bulleted and numbered list. 1. Select the list or list items. In the Paragraph group, click the arrow next to the Bullets button; 2. Choose a new bullet from the Bullet Library. Customizing a Bulleted list There are seven bullet styles but you can define more; 3. Click the Define New Bullet command on the menu. Use the Symbol or Picture button to select a bullet style. 4. Click the Font button, and change the color of the bullet. Click OK. To convert the bulleted list to a numbered list; 1. Select the list. Click the Numbering button in the Paragraph group. Multilevel Lists A Multilevel List format enables you to organize documents with hierarchical content such as law and scientific literature. In order to create a multilevel list, the paragraphs must be indented. Practice Creating a Multilevel List 1. Indent the paragraphs by their levels in the list 2. Select the paragraphs. Click the Multilevel List button in the Paragraph group. 3. From the List Library menu, choose a list style. Each indentation level gets a different number A Multilevel List formatting.44 Chapter 3
  42. 42. Yocu can also easily convert a bulleted or numbered list to multilevellist with the Tab key.1. Place the insertion point after the number in your Numbered list.2. Press the Tab key; the paragraph is indented and gets a different letter or number. Borders and ShadingYou can add borders and shading around pagesand text selections to emphasize a section or toenhance the look of the document.PracticeApply a Border and ShadingIn this exercise, you will apply a border around aparagraph.1. Click the paragraph starting with the text “Did you know that”. Applying a border In the Paragraph group, click the arrow next the Borders button;2. From the menu, choose the Outside Borders option.3. Click the arrow next the Shading button in the Paragraph group.4. Under the Theme colors, click the color blue. The background of the paragraph is filled with blue shading.PracticeChange the Border and Apply ShadingIn this exercise, you will change the color, style andwidth of a border and apply shading to aparagraph.1. Click the paragraph starting with the text “Did you know that”.2. In the Paragraph group, click the arrow next to the Borders button;3. Click the Borders and Shading command on the menu. Applying a shadingFormatting Characters and Paragraphs 45
  43. 43. The Borders and Shading dialog box enables you to create and modify the paragraph, and page borders, and shadings. By customizing line styles and colors you can get different border effects for each paragraph or the whole document. 4. In the Width section, select 3 pt. 5. In the Color section, select the color Dark Blue. 6. Click OK. The Borders and Shading dialog box Practice Adding a Page Border In this exercise, you will add Page Borders to your document. 1. In the Borders and Shading dialog box , click the Page Changing borders and applying shading Border tab. Or on the Page Layout tab, click the Page Borders button in the Page Background group. 2. In the Art section, select any art picture. 3. In the Apply To section, select the Whole Document. 4. Click OK. Page Backgrounds You can add a background to your document such as a Watermark, color or a texture. Page background colors are applied by using the Page Color button in the Page Background group. Fill effects command at the bottom of the Page color menu allows you to select effects from four different categories. A watermark is a faint graphic image at the background of Adding a page border a document.46 Chapter 3
  44. 44. PracticeApplying WatermarkIn this example, you will insert a watermark and apply a page color toyour document,1. Click the Page Layout tab.2. In the Page Background group, click the Watermark button.3. Click one of the options. Word inserts the watermark on every page of the document. You can also create a custom watermark or insert a picture watermark.4. Click the Page Color button in the Page Background group.5. Choose a color on the menu. Word applies the background color to the document.To be able to print the document with the background color; The document with a page color and a watermark.1. Click the File tab; open the Word Options from the Background view menu.2. Click Display command on the left side of the dialog box.3. Under the Printing Options; check in the box Print background color and images. ColumnsYou can change the number of columns in a document or a section ofa document. You can create newspaper columns, parallel columnsand uneven columns before entering text or apply columns to existingtext. Applying columnsFormatting Characters and Paragraphs 47

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