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Microsoft
Word
2010 Training
Word 2010 tips and tricks
Course contents
Overview: Shortcuts and handy features
Lesson: Includes 12 instructional movies
Quick Reference Card

Overview: [Title]
Youve created tons of Word
documents. But perhaps you need
some timesaving techniques to help
you work faster. This short course will
do just that: give you tips and tricks for
working with Word 2010.
Course goals
Open Word quickly by
using a keyboard shortcut.
Use a template from
Office.com.
Convert a list into a table.
Convert a list into a
SmartArt graphic.
Crop a picture to a shape.
Zoom with your mouse.
Put a document on
SkyDrive.
Find and replace
text.
Use advanced
selection techniques.
Show or hide the
ribbon.
Use the Quick
Access Toolbar.
Make a to-do list
with checkboxes.
Open Word quickly (0:36)
Point to the bottom of the video to see the video controls. Drag or point
along the progress bar to move forward or go back.

Heres a quick shortcut for opening Word really fast.
Youre going to use your Windows keys and the R key,
Windows-R in succession.
This launches the Run box and here youre going to type in
winword. Thats W-I-N-W-O-R-D and hit Enter on your keyboard.
Word launches immediately and youre ready to roll for
creating your next document.
Use a template from Office.com (0:44)

If you need to set up a new document quickly, you can use a
template from Office.com.
To do that we go to the File menu, we select New, and all of
the Office.com templates are available to us here.
Were going to select Agendas, and then were going to
select the Conference Agenda, and now all we need to do is download.
The conference agenda opens up with different sections and
times laid out with example entries.
So thats show we can quickly create a new document using
templates from Office.com
Convert a list into a table (2:08)

Lets take a moment and see what it takes to convert a list
into a table.
I have a list here that Ive used tabs to separate and align,
and its just not looking the way Id like it to. Im going to really spruce it up by turning it into a table.
The first step of course is that I have to highlight or select the
text I want to change.
So I selected all this text and I want to go up here to the
Insert menu,
and Im going to click the drop-down list under the Table
button, and Im going to choose Convert Text to Table.
When I select that it pops up the Convert Text to Table
dialog.
Now remember I told you I use tabs to create this list and I
had to use some extra tabs here and there.
So its going to be creating three columns instead of the two
IUs,
but were going to just accept the defaults and fix it after the
fact, so lets go ahead and click OK.
Now notice that it has three columns, thats okay because
Im going to go ahead
and just simply highlight this column using that downward
pointing arrow,
I click once, and then I can right click on the selected column
and choose Delete Columns.
Well that was easy enough. So now we can go ahead and
finish formatting our table.
Right now, as you can see here in the Table Styles, weve got
a pretty standard format, and we could choose one of these others if we wanted to.
Notice that I can just roll my cursor over the top of them, but
Ive got one in mind.
Were going to go ahead and go in and make sure that weve
clicked in our table.
Were going to click on the drop-down list and choose this
one here,
which is actually referred to as: Light Table Accent 2. It kind
of throws my table out of whack,
but thats okay because I can move it back within the margins
very easily by clicking,
and holding, and dragging with the table handle straight into
my margins, and dropping it off where I want to.
That was straightforward, simple, and we got a really good
looking table out of it. This is how you convert a list into a table.
Make a bulleted list more interesting (1:16)

Id like to take a moment to show you how to convert a list
into SmartArt. We start by highlighting the list we wish to change.
This bulleted list here now needs to be cut so that I can paste
it into my SmartArt after I insert that.
I choose to Insert SmartArt, then I choose the Bulleted List
here, and I click OK. You of course can choose anything youd like.
Now here in the text area Im simply going to highlight all of
these text items
and paste using CTRL-V on my keyboard, those items back
into my SmartArt and into my document.
When I click away to close the SmartArt dialog, I notice that
these run right to the edge of my margins, so Im going to need to change the size of this SmartArt.
To do that I want to get to a corner and click, and hold, and
drag towards the center.
Thatll resize the SmartArt and make it look a lot better inside
of my document. So thats how we convert a list into SmartArt.
Crop a picture to shape (0:33)

A quick way to add extra emphasis to a picture is to crop that
picture to a shape.
To do that we select the picture, verify that were in the
Format tab, and select Crop,
and under Crop, Crop to Shape. Then you can choose any
shape you like, any shape at all.
So thats how we add emphasis to a picture by cropping to
shape.
Zoom with your mouse (0:42)

If Im working in a Word document and I want to quickly
zoom in on objects in my document,
I can press the CTRL key on my keyboard and dial the mouse
wheel forward to zoom in.
I can zoom out again by pressing the CTRL key on my
keyboard and dialing the mouse wheel backwards.
If I select an object I can zoom in specifically on that object,
and it works for texts too!
Thats how we use CTRL and our mouse wheel to zoom in
and out.
Put documents on SkyDrive (1:22)

If youre going to be creating Word documents, its always
nice to have a place to save them.
One of the really handy things to know about is Windows
Live SkyDrive.
If you dont already have a SkyDrive you can get one at
Office.live.com for free.
Once youre there and signed in you can add a Word
document, or really, any kind of document for that matter.
To do that you click Add Files. Once you add files it wants to
know where you want to put them
so were going to select My Documents. You obviously could
create a new folder there.
At this point we could drag and drop our documents on to
this little square, or we can select the documents from our computer.
Theres our sales proposal, were going to select that and
click Open.
At which point it uploads the document and we can click
Continue.
Now that document shows up inside of the My Documents
folder, as you see here at the top, as a listing.
If I put my cursor over the top of it I can edit it in the
browser, I can open it up in Microsoft Word,
I can add comments for that document, or I can do a number
of other things, including sharing it. So thats adding a document to SkyDrive, another great tip.
Find and replace text (1:16)

In viewing a final viewing of a document sales proposal, I
notice that Fabrikam has been misspelled.
It should be F-A-B-R-I-K-A-M. I need to change all instances
of
F-A-B-R-I-C-A-M to F-A-B-R-I-K-A-M and I need to do it
quickly. So Im going to select this item and Im going to use Replace. Because I selected the item, its listed here in Find What. And again, I want to place it with Fabri-K-A-M, Fabrikam.
So now I can go ahead and replace them, each individually
but I dont know how many instances there are.
What I want to do is do it all in one fell swoop with Replace
All, so I select Replace All.
Now it tells me that nine replacements were made and do I
want to search from the beginning?
Since I dont know how many there are I guess I sort of have
to. So Im going to replace all by saying Yes. It tells me a total of twelve replacements were made. Good thing I clicked Yes, so now I can go ahead and click OK. And thats how I find and replace text.
Tips for selecting things (2:24)

To make changes inside of Microsoft Word we have to select
the items we want to change.
So I just want to take a couple of minutes and remind you of
a few of the selection techniques that you have available to you.
Im going to start by selecting this large block of text here by
clicking, and holding, and dragging. You may already know that one. I can also go ahead and double-click on any word to select it, I double-click and the word is selected, double-click.
But then I also have the ability to click three times in a row,
or triple click, and select an entire paragraph. Then there are those non-traditional selection techniques:
I have out here in my margin and area where my arrow turns
back towards the text.
Notice Im working with the I-beam and then it turns into an
arrow pointing in to the right.
At this point I can select the line that Im pointing at by
clicking once.
I can double-click and select a paragraph, or I can triple-click
and select the entire document. I can also click in combination with other keys.
If I use the CTRL key on my keyboard and click my left mouse
button once,
I can select from the beginning to the end of a sentence. A
little less common; I can select a line,
hold down my CTRL key and select another line, and a
different, and a line below that. I can do the same thing with words; if I select a single word,
and then select another word, and then another word, and
another word.
Allowing me to format those words separately from
everything else. And finally, I can use my Shift key to select text as well.
If I want to select these two paragraphs, my other option was
to simply click and drag to the bottom.
But sometimes, as we know, that can get a little unwieldy
and we can never quite get what we want.
Or we can click at the top of the paragraph at the beginning
of the desired selection,
hold down the Shift key, and click at the end, and it selects
that entire group of text.
So those are just some of the selection techniques available
to you here in Microsoft Word.
Show or hide the ribbon (0:59)

Sometimes to make your documents to look as good as
possible, you need more space to work
and one of the ways that you can get space is to hide your
ribbon.
You can use the keyboard command CTRL-F1 and that hides
the ribbon, press CTRL-F1 again and that brings the ribbon back.
Or you can double-click any tab except the File tab and that
hides the ribbon. Double-click again and it brings the ribbon back.
Now with the ribbon hidden you can still use it just click any
tab, and then after you select something its hidden again.
And of course, like we showed you a second ago, to bring it
back permanently double-click the tab. So thats how I can show or hide the ribbon inside of Word.
Use the Quick Access Toolbar (0:47)

If you find that youre using some commands and buttons
more than others,
you can quickly add them to your quick access toolbar to
make them available no matter where you are.
I find that I use styles quite often, so Im going to go ahead
and add the entire gallery to my quick access toolbar.
In the Styles section I right-click on a style and choose Add
gallery to quick access toolbar.
Then, no matter where I am I have access to all of the styles
available to me.
So thats how you add a menu or tool you use more often to
your quick access toolbar.
Add a list with checkboxes (3:10)

If you have a list where you need checkboxes; if its like a to
do list
or something that needs to be checked off for whatever
reason, you can simply replace the bullets next your list.
So I would highlight my bulleted list, come up to my Bullet
button,
and choose Define New Bullet down at the bottom of the
dialog.
Then I would choose the right font and I happen to know for
a fact that Wingdings has a good box in it.
Right up here in the top row and then I go ahead and click OK
there as well.
Then I click OK one more time to confirm it all and those
bullets are replaced with checkboxes.
And the cool thing is, of course, that if hit Enter and I put in a
new item, then I have a list that will continue to produce checkboxes.
Now the drawback here for a bullet replacement is that I
cant actually check these here in this list. There is no checkmark appearing when I click on those.
So if I wanted a list where the checkmarks actually appear
here in Word, I need to get rid of these bullets
and actually start using what are known as the content
controls in my Developer ribbon.
Lets do this first, lets get rid of these bullets and set our list
up and get it ready for our checkboxes.
Now that weve gotten rid of the bullets were going to come
up to our ribbon
and were going to right-click anywhere youd like so that you
can get the customized ribbon command.
Were going to customize the ribbon and when we get that
were going to get a dialog box,
and were going to go to the only unchecked tab here, which
is the Developer tab.
Im going to select it and click OK. Thats all you need to do
here, nothing fancy needs to happen. Because what that does is activate the Developer tab.
Under the Developer tab you have a checkbox which is your
checkbox content control.
Im going to click where I want the checkbox to appear, and
Im going to click the Checkbox Content Control.
Im going to do it again, right here, Checkbox Content
Control, and again, and I can just do this all day if I wanted to.
Now unfortunately I cant insert controls as a group, if thats
what youre thinking.
If I were to undo these and select these items here, I
wouldnt be allowed to do it on multiple paragraphs.
So as I did before; I will have to, in fact, insert them
individually.
That being said, once I have them I can go ahead and check
them.
Im going to check that one, and Im going to check my new
item just to be difficult. There you are. Thats how you create the content controls
or checkbox list for your to do list or, again for whatever
reason.
Quick Reference Card 1
Open Word really fast
Press the Windows Key+R, type winword, and then press Enter.
Use a template from Office.com
On the File tab, click New, and then under Office.com Templates,
choose a template.
Convert text into a table
Select several lines of text. On the Insert tab, click Table, and then
click Convert Text to Table.

Make a bulleted list more interesting
1. Select your bulleted list.
2. Press CTRL+X.
3. On the Insert tab, click SmartArt.
4. Choose a layout, and then click OK.
5. After the SmartArt is inserted, select all of the bullets in the text
pane on the left.
6. Press CTRL+V.

Crop a picture to a shape
1. Select the picture or pictures that you want to crop to a specific
shape.
2. Under Picture Tools, on the Format tab, in the Size group, click
the arrow under Crop.
3. Click Crop to Shape and then click the shape you want to crop to.
Put documents on SkyDrive
1. Go to http://office.live.com and obtain a Windows Live ID, if you
dont have one already.
2. After you have a Windows Live ID, go to http://office.live.com.
3. Click Add files and then upload documents from your computer.

Find and replace text
1. On the Home tab, Replace.
2. Type what you want to find in the Find what box
3. Type what you want to replace it with in the Replace with box
4. Click Replace All.
Tips for selecting things
To select a word, double click.
To select a paragraph, triple click.
Place your cursor in the left margin. Click once for a line, double
click to select all lines in a paragraph.

Show or hide the ribbon
CTRL+F1
Use the Quick Access Toolbar
Right-click a button, and then click Add to Quick Access Toolbar.

The online version of this Quick Reference Card has more information.
To see that version, go to http://office.microsoft.com/en-us/word-
help/quick-reference-card-RZ102673170.aspx?section=15&mode=print

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