Microsoft Word 2010

Lecture 4

1
Didam A Mahmud
Topics

 The Word program window

 Formatting Text

 Cut, Copy, and Paste commands

 Clipboard and Spell Checker

 Document and Page Layouts

 Headers and Footers

 Inserting Symbols, Tables, and Clipart

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Microsoft Word Program

 Microsoft Word is a word processing program

used to create:
 Letters
 Memos
 Newsletters
 Research papers
 Web pages
 Business cards
 Resumes
 Financial reports
 Other types of documents
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Word Processing Software

 A word processing program is software that allows

you to enter, edit, and format text and graphics

 The files you create using Word are called

documents

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Word with various objects…

Header
Graphic

Column
Formatted
text

Chart

Table

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Word Program Window

Quick Title
Access bar
toolbar

Ribbon

Scroll
Document
bar
Ruler window

Status
bar View
buttons

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Word Program Window Summary

 Quick Access toolbar contains frequently used commands and

is customizable
 The Ribbon contains tabs
 Tabs include buttons for commands organized in groups
 Rulers show margins, tabs, and indent settings
 View buttons are used to switch between Word document
views

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Word-wrap and Automatic Features

 Word includes a word-wrap feature

 As you type, the insertion point moves automatically to the next
line when you reach the right margin
 Press [Enter] only when you want to start a new paragraph

 Automatic features that might appear as you type

 AutoCorrect
 Spelling and Grammar

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Saving a Document

 Save a file for the first time using the Save button on
the Quick Access toolbar or the Save command on the
Office menu

 Assign a filename and a file location to a document

using the Save As dialog box

 After you save a file for the first time, save changes
using the Save button, the Save command, or [Ctrl][S]

 To create a copy of the file, use the Save As command

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under the Office Button.
Selecting Text

 Use the mouse to select words, lines, paragraphs, and other large blocks of text.

 Press and hold the Ctrl key to select NON-consecutive text.

to select use the pointer to

Any amount of text Drag over the text

A word Double-click the word
A line of text Click with the selection pointer to the left of the line

A sentence Press and hold [Ctrl], then click the sentence

A paragraph Triple-click the paragraph or double-click with the selection pointer to the left of the
paragraph

A large block of text Click at the beginning of the selection, press and hold [Shift], then click at the end of the
selection

Multiple nonconsecutive Select the first selection, then press and hold [Ctrl] as you select each additional
selections selection

An entire document Triple-click with the selection pointer to the left of any text, press [Ctrl][A], or click the
Select button in the Editing group on the Home tab, and then click Select All

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Methods for selecting text
Home Tab

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Cutting and Pasting Text

 The operation of moving text from one location to another is called cut and paste

 Cut the selected text using the Cut button in the Clipboard group on the Home
tab or the keyboard shortcut [Ctrl][X]
 Cut text is placed on the Clipboard, a temporary storage area for text and
graphics cut or copied from a document
 Two clipboards:
• System Clipboard - holds one item, the last item cut or copied from a
document
• Office Clipboard - holds up to 24 items
 Paste text at the location of the insertion point using the Paste button in the
Clipboard group on the Home tab or the keyboard shortcut [Ctrl][V]

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Drag and Drop Text

 You can also move text using the drag and drop method

 Drag selected text to a new location using the mouse

 Text that is dragged is not placed on the Clipboard

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Shortcut Keys for Editing

 Use keyboard shortcuts as a quick way to perform a

command
 [Ctrl][X] to cut text
 [Ctrl][C] to copy text
 [Ctrl][V] to paste text
 [Ctrl][A] to select all the text in a document
 [Ctrl][S] to save a document
 The keyboard shortcut for a command appears in the
ScreenTip
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Copying and Pasting Text

 Copied text is not removed from the document

 A copy of copied text is placed on the Clipboard

 Use the Copy button in the Clipboard group on the Home tab or
the keyboard shortcut [Ctrl][C]

 Copy selected text by pressing [Ctrl] as you drag it to another

location

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Office Clipboard

 Stores up to 24 items

 Stores text and graphics

 Items can be cut or copied from any Office program

 Items on the Office Clipboard can be viewed

 The last item collected is stored on both the Office Clipboard

and the system Clipboard

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 Using the Office Clipboard

 The Office Clipboard appears Click to resize or

move the Clipboard
in the Clipboard task pane task pane

 Can be set to open automatically

after two consecutive cut or copy Stored
items
actions

 Display manually by clicking the Icon indicates the

launcher in the Clipboard group item is collected
from Word

Click to
change
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display
Fonts

 A font is a complete set of characters with the same typeface or

design
 Arial, Times New Roman, Tahoma, and Calibri are examples of
fonts

 MS Word allows you to use a variety of fonts and change

their size, style and colour.

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Formatting with Fonts

 Serif fonts have a small stroke, called a serif, on the

ends of characters, and are often used for body text:
– Times New Roman
– Garamond
– Book Antiqua
– Californian FB
 Sans serif fonts do not have a serif, and are often
used for headings:
– Arial Rounded MT Bold
– Comic Sans MS
– Franklin Gothic Demi
– Papyrus

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Font Styles

 Make text darker and thicker by applying bold

 Click the Bold button to apply bold
 Slant text by applying italic
 Click the Italic button to apply italic
 Underline text for emphasis
 Click the Underline list arrow, then select an underline style

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Font Effects

 Apply using the Font

dialog box
• Superscript
• Subscript
• Shadow
• Outline
• Emboss
• Engrave
• Small caps

Choose font
effects 21
Other Font part

 Change Case: Change all the selected text to uppercase,

lowercase, or other common capitalizations.

 :Increases the text size

 :Decreases the text size.

 :Clears all formatting for the selected text, leaving only

the plain text.

 :Changes the text color.

 :Makes text look like it was marked with a highlighter 22

Format Painter

 The Format Painter allows you to copy the format setting

applied to selected text to other text
 Use to copy multiple format settings or individual ones
• Click the Format Painter button once to apply the format settings to one
item

• Double-click the Format Painter button to activate the Format Painter and
apply settings to multiple items

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Line and Paragraph Spacing

 Adding white space to a document can make it easier to read

 Increase space between lines using the Line Spacing list arrow

 Increase space between paragraphs using the Before and After

text boxes in the Paragraph group on the Page Layout tab

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Aligning Paragraphs

 Paragraphs are aligned relative to the left and right margins

 Left-aligned text is flush with the left margin and has a ragged

right edge

 Right-aligned text is flush with the right margin

 Centered text is positioned evenly between the margins

 Justified text is flush with both the left and right margins
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Aligning Examples

 Change paragraph alignment using the alignment buttons in the

Paragraph group on the Home tab
Right-aligned

Centered

Justified

Left-aligned

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Bullets and Numbering

 Formatting paragraphs with bullets and numbering can help

to organize ideas in a document

 A bullet is a character, often a small circle, that appears before

the items in a list to add emphasis

 Numbering the items in a list helps to illustrate sequence and

priority
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Adding Bullets and Numbering

 Use the Bullets or Numbering list arrows to apply, change, or

customize bullet and numbering styles

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Indenting

 Indenting a paragraph moves the edge of the paragraph in

from the left or right margin
 Indent the entire left or right edge of a paragraph
 Indent just the first line
 Indent all lines except the first line

 Indent markers on the horizontal ruler identify the indent

settings for the paragraph in which the insertion point is
located 29
Indent Markers on Ruler

Indent buttons
First Line
Indent marker

Hanging Indent
marker

Left Indent
marker

Indented
paragraph Right Indent
marker 30
Borders and Shading

 Adding borders and shading to text can help to enhance

the information in a document
 A border is a line added above, below, to the side of, or around
words or paragraphs
 Shading is a color or pattern that is added behind words or
paragraphs
 Use the Border button or the Shading button in the Paragraph
group on the Home tab

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Borders and Shading Example

Shading Border

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Styles

 A set of pre-defined formatting instructions that you can use

repeatedly throughout the document

 Let's say each heading in a document must be centered,

uppercase, bold, and a slightly larger font size

 Without using style you would have to repeat four steps for
each heading

 If you store the formatting commands in a style, you can

apply that style any time you need it
Finding and Replacing Text

 Use the Replace command to search for and replace all

instances of a word or phrase in a document
 Automatically find and replace all occurrences at once, or
 Find and review each individual occurrence
 Use the Find command to locate and highlight every
occurrence of a word or phrase in a document

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Templates

 One purpose of a template is to give related documents a

common look and feel.
 Templates provide style definitions and can contain elements
such as cover pages, custom headers and footers.
 No need to design the document from scratch.
 To insert a new template:
Click the File Select New  Click Sample templates to
choose a built-in template.
Modifying existing templates

 To modify an existing template:

1. Click the File tab, and then click Open.
2. On the Open page, click Computer, click My Documents,
and then open the Custom Office Templates folder.
3. Select the template you want to modify, and then click Open.
4. Make the changes you want to the template’s styles and other
elements.
5. Click the File tab, and then click Save.
Insert Tab

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cover page

 Microsoft Word offers a gallery of convenient predesigned

cover pages.
1. On the Insert tab, in the Pages group, click Cover Page.

2. Click a cover page layout from the gallery of options.

 Then replace the sample text with your own.

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Page Breaks

 As you type, an automatic (soft) page break is automatically

inserted when you reach the bottom of a page
 Text flows to the next page

 You can force text onto the next page by inserting a manual
(hard) page break
 Use the Breaks button in the Page Setup group on the Page Layout
tab to insert a page break, or

 Press [Ctrl][Enter] 39
Inserting a Table

 Tables illustrate information intended for quick reference and

analysis
 A table is a grid of columns and rows that you can fill with text
and graphics
• A cell is the box formed by the intersection of a column and a row

• Borders are the lines that divide the rows and columns of a table and
help you see the structure

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Table Example

Column

Row

Border Cell

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Inserting a Table

 to insert the table:

1. Select the Insert tab.

2. Click the Table button.

3. Move your mouse over the desired number

of columns and rows.

4. Click on the select cell.

Your table is inserted into your Word

document with evenly spaces columns and
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rows.
Insert a Larger Table

 You aren’t limited to inserting a 10 X 8 table. You can

easily insert a larger table into your document.
 To insert a large table:
1. Select the Insert tab.
2. Click on the Table button.
3. Select Insert Table from the drop-down menu.
4. Select the number of columns to insert in the Columns field.
5. Select the number of rows to insert in the Rows field
6. Select the Autofit to Window radio button.
7. Click Ok.
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HOME WORK

Add or delete a table column or row.

Modify table Design.

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Clip Art

 Illustrate a document with clip art

 Clip art is a collection of graphic images that you can insert in a
document
• Clip Organizer, a library of clips

• Clips are the media files, including graphics, photographs, sounds, movies,
and animations, that come with Word

 Add clips by clicking the Clip Art button in the Illustrations

group on the Insert tab

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Clip Art Task Pane

 Search for clips using the ClipArt task pane

Choose clip
collections to search
Search
using a
keyword
Choose type of clips
to search

Results of a
clip search

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Inserting Clip Art

 A clip is inserted as an inline graphic at the location of

the insertion point
 An inline graphic is a graphic that is part of the line of
text

 A floating graphic is independent from text and can be

moved anywhere on a page

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Wrapping Text around Clip Art

 Wrap text around the graphic

 Apply a text wrapping style
 Click the Text Wrapping button in the Arrange group on the
Picture Tools Format tab
Faded image
shows graphic
being dragged

Sizing handle

Floating graphic

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Formatting Clip Art

 Picture Tools Format tab

 Adjust contrast, brightness, compression, and so on in the Adjust
group

 Apply a style from the gallery in the Picture Styles group

 Position, wrap text, flip, group, and so on in the Arrange group
 Crop and change height or width in the Size group

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Headers and Footers

 Add headers and footers to a document when there is an

item you want to appear on every page
 A header is text or graphics that appears at the top of every
page of a document

 A footer is text or graphics that appears at the bottom of every

page of a document

 Headers and footers often contain information such as

document title, author name, dates, and page numbers 50
Adding Headers and Footers

 Open headers and footers by clicking the Header button or

the Footer button on the Insert tab

 Add text to headers and footers by typing in the Header and

Footer areas
 You can also add symbols, borders, graphics, and other elements to
headers and footers

 The Header & Footer Tools Design tab opens when the
Header and Footer areas are open
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Headers and Footers Example

 Document text is dimmed when the Header and Footer areas are open
 Dimmed text can’t be edited
 The Header and Footers areas are independent of the document itself and must be
formatted separately

Header &
Footer Tools
Design Tab

Header area
open with
content control
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Editing Headers and Footers

 To edit headers and footers, first open the Header and Footer
areas:
 Double-click a header or footer in Print Layout view
 Insert, delete, and format content
 Change the default tab stops in the Header and Footer areas if the
default document margins were changed

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Different Headers and Footers

 Create different headers and footers:

 For the first page of a document or section
 For each section in a document
 For even- and odd-numbered pages in a document or section
 Use the tools on the Header & Footer Tools Design tab or use
the Layout tab in the Page Setup dialog box

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Page Numbers

 Automatically number the pages of a document by

inserting a page number field
 A field is a code that serves as a placeholder for data that changes
in a document

 Click the Page Numbers button in the Header & Footer group on
the Insert tab to insert a page number field
• Select a location, such as bottom of page

• Select a preformatted page number and alignment

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Page Numbers Example

 Page number fields are inserted in a document header or

footer

Document text
(dimmed when
the Footer area
is open)

Page number
(in the Footer
area)

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Inserting Symbols

 A symbol is a special character, such as a graphic, shape, or

foreign language character

 Add a symbol using the Symbol button on the Insert tab

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Inserting Equation

1. on the Insert tab, in the Symbols group, click the arrow next
to Equation.

2. Click the equation that you want, or click Insert New

Equation to type an equation.

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Insert a textbox

 You may want to insert a text box into your document to draw
attention to specific text or have the ability to easily move text
within a document

 To insert a text box:

1. Select the Insert tab on the Ribbon.

2. Click the Text Box command in the Text group. A drop-down menu will
appear.

3. Select Draw Text Box. Or From the drop-down menu, you can also select
one of the built-in text boxes that have predefined
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Challenge: change format of text box(background, border..etc)
Page layout tab

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Document Margins

 Document margins are the blank areas between the edge of

the text and the edge of the page

 To adjust a document’s margins:

 Click the Margins button in the Page Setup group on the Page
Layout tab, then click Custom Margins
• Change margin settings on the Margins tab in the Page Setup dialog box

 Drag a margin indicator on a ruler to a new location

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Setting Document Margins

Top margin Right margin

Ruler shows
location of
top margin

Ruler shows
location of
left margin

Left margin
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Page Orientation

 Portrait orientation means a page is taller than it is

wide
 The default page orientation for a document is
portrait
 Landscape orientation means a page is wider than it
is tall

 Default paper size is 8.5” x 11”

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Other page layout tab

 page size: Click the Size command, and a drop-down menu will
appear. The current page size is highlighted.

 Watermarks: are text or pictures that appear behind document

text. You can change available text or apply a picture

 Page color

 Page border

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Reference Tab

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Footnotes and Endnotes

 Footnotes and endnotes provide additional information

 They consist of two parts

 Note reference mark
 Corresponding footnote or endnote
 Footnotes appear at the bottom of page

 Endnotes appear at the end of the document.

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Footnotes and Endnotes Example

Separator
line

Footnote Note reference

text mark

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Table of content

 One of the most common features of professional documents

is the table of contents
1. Select the text that you want to appear in the table of contents.
2. On the Home tab, in the Styles group, click the style that you
want.

3. On the References tab, in the Table of Contents group,

click Table of Contents, and then click the table of contents
style that you want.
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Insert Citations

 Use the Word References feature to keep track of

reference sources
 Insert a citation into a document
 A citation gives credit to the source of a quotation or other
information used in a document
• Usually includes author name and page number

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Insert Citations

•Adding a Report source

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Summary

 The Word program window

 Formatting Text

 Cut, Copy, and Paste commands

 Clipboard and Spell Checker

 Document and Page Layouts

 Headers and Footers

 Inserting Symbols, Tables, and Clipart

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