In this chapter, you will learn to create, save, name, print, open, close, and edit a Word document as well as complete a spelling and grammar check. You will also learn about the Help feature, which is an on-screen reference manual providing information on features and commands for each program in the Office suite.
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Microsoft Office 2010 contains a word processing program named Word that you can use to create, save, edit, and print documents. Generally, to open Word, you would click the Start button on the Taskbar at the Windows desktop, point to All Programs, click Microsoft Office, and then click Microsoft Word 2010.The steps to open Word may vary depending on your system setup.
When Microsoft Word is open, a blank document displays as shown in the image in this slide.The features of the document screen are described in the tables displayed in the next two slides.
The Microsoft Word screen features are described in the tables in this slide and the next slide.
This slide continues from the previous slide and describes the Microsoft Word screen features.
A document is any information you choose—for instance, a letter, report, term paper, table, and so on.
With word wrap, a word is wrapped to the next line if it begins before the right margin and continues past the right margin. The only times you need to press Enter are to end a paragraph, create a blank line, or end a short line. An example of AutoCorrect would be the following: if you type the word adn instead of and, Word automatically corrects it when you press the spacebar after the word. AutoCorrect will also superscript the letters that follow an ordinal number. The automatic spell checker may insert a red wavy line for misspelled words, proper names, some terminology, and some foreign words. If you type a word not recognized by the Spelling dictionary, leave it as written if the word is correct. However, if the word is incorrect, you have two choices—you can delete the word and then type it correctly, or you can position the I-beam pointer on the word, click the right mouse button, and then click the correct spelling in the pop-up list. With the automatic grammar checker, you can leave the sentence as written or position the mouse I-beam pointer on the sentence, click the right mouse button, and a pop-up list will display with possible corrections.
This slide continues from the previous slide and lists some things to consider when typing text. Proportional typeface is set closer together, and extra white space at the end of a sentence or after a colon is not needed. If a word you type is corrected by AutoCorrect, if you create an automatic list, or if autoformatting is applied to text, the AutoCorrect Options button appears. Click this button to undo the specific automatic action. If you paste text in a document, the Paste Options button appears near the text. Click this button to display the Paste Options gallery with buttons for controlling how the pasted text is formatted. An example of AutoComplete is the following: type the letters Mondand Monday displays in a ScreenTip above the letters. Press the Enter key or press F3 and Word inserts Monday in the document.
Each time you press the Enter key, a new paragraph begins and 10 points of spacing is inserted after the paragraph. To move the insertion point down to the next line without including the additional 10 points of spacing, use the New Line command, Shift + Enter.A Word document is based on a template that applies default formatting. Some basic formatting includes 1.15 line spacing and 10 points of spacing after a paragraph.
To save a document, click the Save button on the Quick Access toolbar. At the Save As dialog box shown in the next slide, type the name of the document and then press Enter or click the Save button located in the lower right corner of the dialog box.Save a document if you want to use it in the future. You can use a variety of methods to save a document such as clicking the Save button on the Quick Access toolbar, clicking the File tab and then clicking the Save As button, or using the keyboard shortcut Ctrl + S.
The image in this slide displays the Save As dialog box.
This slide lists the characters that cannot be used in file names.Document names created in Word and other applications in the Office suite can be up to 255 characters in length, including drive letter and any folder names, and may include spaces.
Click the File tab and the Backstage view displays as shown in this slide. Use buttons and tabs at this view to work with and manage documents such as opening, closing, saving, and printing a document. To remove the Backstage view without completing an action, click the File tab, click any other tab in the ribbon, or press the Esc key on your keyboard.
This slide continues from the previous slide and lists the steps to print a document. Print a document with options at the Print tab Backstage view shown in this slide. To display this view, click the File tab and then click the Print tab. You can also display the Print tab Backstage view by pressing the keyboard shortcut, Ctrl + P. A printing of a document on paper is referred to as hard copy and a document displayed in the screen is referred to as soft copy.
As displayed in the image in the previous slide, the left side of the Print tab Backstage view displays three categories—Print, Printer, and Settings.
Another method for printing a document is to insert the Quick Print button on the Quick Access toolbar and then click the button. This sends the document directly to the printer without displaying the Print tab Backstage view. To insert the button on the Quick Access toolbar, click the Customize Quick Access Toolbar button that displays at the right side of the toolbar and then click Quick Print at the drop-down list. To remove the Quick Print button from the Quick Access toolbar, right-click on the button and then click the Remove from Quick Access Toolbar option that displays in the drop-down list.
When you save a document, it is saved on your storage medium and remains in the document screen. To remove the document from the screen, click the File tab and then click the Closebutton or use the keyboard shortcut, Ctrl + F4. When you close a document, the document is removed and a blank screen displays. At this screen, you can open a previously saved document, create a new document, or exit the Word program.
When you close a document, a blank screen displays. If you want to create a new document, display a blank document. To do this, click the File tab, click the New tab, and then click the Create button that displays below the image of the blank document at the right side of the New tab Backstage view. You can also open a new document using the keyboard shortcut, Ctrl + N, or by inserting a New button on the Quick Access toolbar. To insert the button, click the Customize Quick Access Toolbar button that displays at the right side of the toolbar and then click New at the drop-down list.
After you save and close a document, you can open it at the Open dialog box shown in the next slide. To display this dialog box, click the File tab and then click the Open button. You can also display the Open dialog box using the keyboard shortcut, Ctrl + O, or by inserting an Open button on the Quick Access toolbar. To insert the button, click the Customize Quick Access Toolbar button that displays at the right side of the toolbar and then click Open at the drop-down list.
At the Open dialog box, open a document by double-clicking the document name.
To see a list of the most recently opened documents, click the File tab and then click the Recent tab. This displays the Recent tab Backstage view containing a list of the most recently opened documents. To open a document from the list, scroll down the list and then click the desired document. The Recent tab Backstage view contains the Quickly access this number of Recent Documents option that displays at the bottom of the screen. Click the option to insert a check mark in the check box and the four most recently opened document names display below the four options (Save, Save As, Open, and Close) in the Quick Commands area. By default, four document names display. You can change this number with the option box that displays at the right side of the Quickly access this number of Recent Documents option.
When you click the File tab and then click the Recent tab, the Recent Documents list displays with the most recently opened documents. If you want a document to remain in the list, “pin” the document to the list by clicking the pin button that displays at the right side of the document name. This changes the dimmed gray stick pin to a blue stick pin. The next time you display the Recent Documents list, the document you “pinned” displays at the top of the list. To “unpin” the document, click the pin button to change it from a blue pin to a dimmed gray pin. You can pin more than one document to the list.
If you open a previously saved document and want to give it a new name, use the Save As button at the Backstage view rather than the Save button. Click the File tab and then click the Save As button and the Save As dialog box displays. At this dialog box, type the new name for the document and then press Enter.
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When you are finished working with Word and have saved all necessary information, exit Word by clicking the File tab and then clicking the Exit button located below the Help tab. You can also exit the Word program by clicking the Close button located in the upper right corner of the screen.
To move the insertion point using the mouse, position the I-beam pointer where you want the insertion point located and then click the left mouse button.
Click the up scroll arrow at the top of the vertical scroll bar to scroll up through the document and click the down scroll arrow to scroll down through the document.The scroll bar contains a scroll box that indicates the location of the text in the document screen in relation to the remainder of the document. To scroll up one screen at a time, position the arrow pointer above the scroll box (but below the up scroll arrow) and then click the left mouse button. Position the arrow pointer below the scroll box and click the left button to scroll down a screen. If you hold down the left mouse button, the action becomes continuous. You can also position the arrow pointer on the scroll box, hold down the left mouse button, and then drag the scroll box along the scroll bar to reposition text in the document screen. As you drag the scroll box along the vertical scroll bar in a longer document, page numbers display in a box at the right side of the document screen.
Navigation buttons display toward the bottom of the vertical scroll bar and include the Previous Page button, the Select Browse Object button, and the Next Page button.The full names of and the tasks completed by the Previous and Next buttons vary depending on the last navigation completed. Click the Select Browse Object button and a palette of browsing choices displays. You will learn more about the Select Browse Object button in the next section.
Word includes a Go To option you can use to move the insertion point to a specific page within a document. To move the insertion point to a specific page, click the Find button arrow located in the Editing group in the Home tab and then click Go To at the drop-down list.
This slide continues from the previous slide and lists the steps to use the Go To option. At the Find and Replace dialog box with the Go To tab selected, type the page number in the Enter page number text box and then press Enter. Click the Close button to close the dialog box.
The Select Browse Object button located toward the bottom of the vertical scroll bar contains options for browsing through a document. Click this button and a palette of browsing choices displays. Use the options on the palette to move the insertion point to various features in a Word document. Position the arrow pointer on an option in the palette and the option name displays above the options (the option name may display below the options). The options on the palette and the location of the options vary depending on the last function performed.
To move the insertion point with the keyboard, use the arrow keys located to the right of the regular keyboard. You can also use the arrow keys on the numeric keypad. If you use these keys, make sure Num Lock is off. Use the arrow keys together with other keys to move the insertion point to various locations in the document as shown in the tables in this slide and the next slide.
This slide continues from the previous slide and lists insertion point movement commands.When moving the insertion point, Word considers a word to be any series of characters between spaces. A paragraph is any text that is followed by a stroke of the Enter key. A page is text that is separated by a soft or hard page break. If you open a previously saved document, you can move the insertion point to where the insertion point was last located when the document was closed by pressing Shift + F5.
Editing a document may include inserting and/or deleting text. A number of options are available for deleting text. Some deletion commands are shown in the table in this slide.To insert text in a document, position the insertion point in the desired location and then type the text. Existing characters move to the right as you type the text.
When text is selected, it displays with a blue background as shown in the image in this slide and the Mini toolbar displays in a dimmed fashion and contains options for common tasks. Move the mouse pointer over the Mini toolbar and it becomes active.
Use the mouse to select a word, line, sentence, paragraph, or the entire document. The table in this slide indicates the steps to follow to select various amounts of text. To select a specific amount of text such as a line or a paragraph, the instructions in the table tell you to click in the selection bar. The selection bar is the space located toward the left side of the document screen between the left edge of the page and the text. When the mouse pointer is positioned in the selection bar, the pointer turns into an arrow pointing up and to the right (instead of to the left).
You can select a specific set of characters by positioning the I-beam pointer on the first character to be selected, holding down the left mouse button, and dragging to the last character. You can also use the Shift key to select text between two spots in a Word document. To cancel a selection using the mouse, click anywhere in the document screen outside the selected text.
Use the arrow keys to select the desired text. Press ESC and any arrow key to cancel the selection.You can customize the Status bar to display text indicating that the Selection Mode is activated. To do this, right-click any blank location on the Status bar and then click Selection Mode at the pop-up list. When you press F8 to turn on the Selection Mode, the words Extend Selection display on the Status bar.
You can also select text with the commands shown in the tables in this slide and the next slide.
This slide continues from the previous slide and shows commands to select text.
You can undo text or commands.Many Word actions can be undone or redone. Some actions, however, such as printing and saving, cannot be undone or redone.
Word maintains actions in temporary memory. To undo an action performed earlier, click the Undo button arrow. This causes a drop-down list to display. To make a selection from this drop-down list, click the desired action and the action, along with any actions listed above it in the drop-down list, is undone.
Two tools for creating thoughtful and well-written documents include a spelling checker and a grammar checker.The spelling checker and the grammar checker can help you create a well-written document, but do not replace the need for proofreading.
To complete a spelling and grammar check, click the Review tab and then click the Spelling & Grammar button in the Proofing group. You can also begin spelling and grammar checking by pressing the keyboard shortcut, F7.
This slide continues from the previous slide and lists the steps to check spelling and grammar. As the spelling and grammar checker selects text, make a choice from some of the options in the Spelling and Grammar dialog box as shown in this slide. The options are described in the tables in the next two slides.By default, a spelling and grammar check are both completed on a document. If you want to check only the spelling in a document and not the grammar, remove the check mark from the Check grammar check box located in the lower left corner of the Spelling and Grammar dialog box. When spell checking a document, you can temporarily leave the Spelling and Grammar dialog box, make corrections in the document, and then resume spell checking by clicking the Resume button.
The tables in this slide and the next slide describe the Spelling and Grammar dialog box buttons.
This slide continues from the previous slide and displays a table describing the Spelling and Grammar dialog box buttons.
Get help by clicking the Microsoft Word Help button located in the upper right corner of the screen (a question mark in a circle) or by pressing the keyboard shortcut, F1. This displays the Word Help window. In this window, type a topic, feature, or question in the Search text box and then press Enter. Topics related to the search text display in the Word Help window. Click a topic that interests you. If the topic window contains a Show All hyperlink in the upper right corner, click this hyperlink and the information expands to show all help information related to the topic. When you click the Show All hyperlink, it becomes the Hide All hyperlink.Word’s Help feature is an on-screen reference manual containing information about all Word features and commands. Word’s Help feature is similar to Windows Help and the Help features in Excel, PowerPoint, and Access.
The Help tab Backstage view, shown in this slide, contains an option for displaying the Word Help window as well as other options. To display the Help tab Backstage view, click the File tab and then click the Help tab. At the Help tab Backstage view, click the Microsoft Office Help button in the Support section to display the Word Help window and click the Getting Started button to access the Microsoft website that displays information about getting started with Word 2010. Click the Contact Us button in the Support section and the Microsoft Support website displays. Click the Options button in the Tools for Working With Office section and the Word Options dialog box displays. You will learn about this dialog box in a later chapter. Click the Check for Updates button and the Microsoft Update website displays with information on available updates. The right side of the Help tab Backstage view displays information about Office and Word.
After reading and/or printing the information, close a dialog box by clicking the Close button located in the upper right corner of the dialog box or close the Backstage view by clicking the File tab or clicking any other tab in the ribbon.