WORD PROCESSING: MICROSOFT WORD 2010

Microsoft Word 2010 is a word-processing program that can be used to create professional-
looking documents such as reports, resumes, letters, memos, and newsletters. It includes many
powerful tools that can be used to enhance the appearance of documents and collaborate with
others. This handout provides an overview of the Word 2010 user interface and covers how to
perform basic tasks such as creating, saving, editing, formatting, and printing documents, as well
as getting help.

Starting Word
There are multiple ways to start Word. You can start Word 2010 from the Start menu (in
Windows 7) or by opening an existing Word file.

To start Word 2010 from the Start menu:

1. Click the Start button, click All Programs, click Microsoft Office, and then click
Microsoft Word 2010. The program window opens with a new blank document.

Overview of the User Interface

All the Microsoft Office 2010 programs share a common user interface so you can apply basic
techniques that you learn in one program to other programs. The Word 2010 program window is
easy to navigate and simple to use (see Figure 1 and Table 1).

Figure 1 – Word 2010 Program Window

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Table 1 – Word 2010 Program Window Elements

Name Description
Title bar Appears at the top of the program window and displays the name of the
document and the program. The buttons on the right side of the Title bar are
used to minimize, maximize, restore, and close the program window.
Quick Access Appears on the left side of the Title bar and contains frequently used commands
toolbar that are independent of the tab displayed on the Ribbon.
Ribbon Extends across the top of the program window, directly below the Title bar, and
consists of a set of tabs, each of which contains groups of related commands.
Navigation Appears on the left side of the program window and enables you to navigate
pane long documents, search for specific text, and reorganize content.
Document Appears below the Ribbon and displays the contents of the document.
window
Cursor Indicates where text or graphics will be inserted.
Scroll bars Appear along the right side and bottom of the document window and enable
you to scroll through the document.
Status bar Appears at the bottom of the program window and displays information about
the document (number of pages, number of words, etc.). The tools on the right
side of the Status bar can be used to display the document in a variety of views
and to change the magnification of the document.

Quick Access Toolbar

The Quick Access toolbar provides one-click access to commonly used commands and options.
By default, it is located on the left side of the Title bar and displays the Save, Undo, and Redo
buttons (see Figure 2). You can change the location of the Quick Access toolbar as well as
customize it to include commands that you use frequently.

Figure 2 – Quick Access Toolbar

To add a command to the Quick Access toolbar:

1. On the Ribbon, right-click the command that you want
to add, and then click Add to Quick Access Toolbar on
the shortcut menu.

To remove a command from the Quick Access toolbar:

1. On the Quick Access toolbar, right-click the command
that you want to remove, and then click Remove from
Quick Access Toolbar on the shortcut menu.

NOTE: Clicking the arrow on the right side of the Quick Access
toolbar displays a menu which includes additional commands and
options that can be used to customize the toolbar. A check mark next
to an item indicates that the item is selected (see Figure 3).
Figure 3 – Customize Quick
Access Toolbar Menu

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Ribbon
The Ribbon is designed to help you quickly find the commands that you need to complete a task.
It consists of a set of task-specific tabs (see Figure 4 and Table 2). The main tabs are visible at all
times. Other tabs, known as contextual tabs, appear only when you create or select certain types
of objects (e.g., images, tables, charts). These tabs are indicated by colored headers and contain
commands that are specific to working with the selected object. Clicking a tab displays a set of
related commands that are organized into logical groups. Commands generally take the form of
buttons and lists; some appear in galleries. Some commands include an integrated or separate
arrow; clicking the arrow displays options available for the command. The appearance of the
buttons and groups on the Ribbon changes depending on the width of the program window. If a
command on the Ribbon appears dimmed, it is unavailable. Pointing to a command on the
Ribbon displays its name, description, and keyboard shortcut (if it has one) in a ScreenTip.

A dialog box launcher appears in the lower-right corner of most groups on the Ribbon (see
Figure 4). Clicking it opens a related dialog box or task pane which offers additional options or
more precise control than the commands available on the Ribbon.

You can minimize the Ribbon to make more space available on the screen by clicking the
Minimize the Ribbon button on the right side of the Ribbon (see Figure 4). You can expand
the Ribbon by clicking the Expand the Ribbon button . When the Ribbon is minimized, only
the tab names are visible.

Figure 4 – Tabs and Groups on the Ribbon

Table 2 – Ribbon Tabs

Name Description
File Displays the Backstage view which contains commands related to managing files
and customizing the program. The File tab replaces the Microsoft Office button
and File menu used in earlier releases of Microsoft Office.
Home Contains the most frequently used commands. The Home tab is active by default.
Insert Contains commands related to all the items that you can insert into a document.
Page Layout Contains commands that affect the overall appearance of a document.
References Contains commands related to items that you can add to a document.
Mailings Contains commands related to creating mass mailings.
Review Contains commands related to proofreading a document, working in other
languages, adding comments, tracking and resolving document changes, and
protecting a document.
View Contains commands related to changing the view and other aspects of the display.

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Navigation Pane
The Navigation pane offers a top-to-bottom view of your document’s heading and page structure,
and provides a quick way to navigate long documents, search for specific text, and reorganize
content. The Navigation pane includes a Search box and three tabs (Headings, Pages, and
Results) (see Figure 5 and Table 3).

Figure 5 – Navigation Pane

Table 3 – Navigation Pane Tabs

Name Description
Displays a list of all the headings in the document. Click a heading in the
Headings pane to go to the corresponding heading in the document. Drag a heading up
or down to change its order in the overall document structure. Right-click any
heading to perform additional actions such as promote or demote a heading,
add a new heading or subheading, or delete a heading.
Displays thumbnail images of all the pages in the document. Click a
Pages thumbnail image in the pane to go to the corresponding page in the document.
Displays a list of search results. Click a result to go to the corresponding
Results location in the document.

To open the Navigation pane:

1. On the View tab, in the Show group, select the Navigation Pane check box (see Figure
6). The Navigation pane opens on the left side of the program window (see Figure 5).

Figure 6 – Show Group on the View Tab

To search for text using the Navigation pane:

1. In the Search box, type the text that you want to find, and then press the Enter key. The
search results are displayed as follows:
 On the Headings tab, headings that contain a match are highlighted.
 On the Pages tab, only pages that contain a match are displayed.
 On the Results tab, all the matches are displayed in a list that includes the
surrounding text for each match.

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 NOTE: You can use the Previous button or Next button at the top of the Navigation
pane to browse through all the headings, pages, or results.

To close the Navigation pane:

1. Click the Close button in the upper-right corner of the pane.

Backstage View
The File tab (the first tab on the Ribbon) is used to display the Backstage view which contains all
the commands related to managing files and customizing the program. It provides an easy way to
create, save, open, share, print, and close files; find recently used files; view and update file
properties; set permissions; set program options; get help; and exit the program.

To display the Backstage view:

1. Click the File tab on the Ribbon (see Figure 7).

To exit the Backstage view:

1. Click any tab on the Ribbon. Or, press the Esc key.

Figure 7 – Info Page of the Backstage View

Creating Documents
When you start Word 2010 without opening an existing document, a new blank document is
displayed, ready for you to enter your content. You can also create a new document while Word
2010 is running. The cursor, a blinking vertical line in the upper-left corner of the page, shows
where the next character you type will appear. When the cursor reaches the right margin, the
word you are typing automatically moves to the next line. Pressing the Enter key starts a new
paragraph.

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To create a new document:
1. Click the File tab, and then click New. The New page of the Backstage view displays
thumbnails of the available templates and template categories (see Figure 8).
2. Under Available Templates, click Blank document.
3. Click the Create button. A new blank document opens in a new window.
NOTE: You can also press Ctrl+N to create a new document.

Figure 8 – New Page of the Backstage View

Saving Documents
Each document you create is temporary unless you save it as a file with a unique name or
location.

NOTE: By default, Word 2010 documents are saved in the Word Document format which has the .docx
file extension. Documents created in versions of Word prior to Word 2007 have the .doc file extension.
You can use Word 2010 to save a document in the Word 97-2003 Document format to make it compatible
with earlier versions of Word. You can also use Word 2010 to open documents created with earlier
versions of Word, but the new features of Word 2010 will not be available until the document is
converted to the .docx format.

To save a document for the first time:

1. On the Quick Access toolbar, click the Save button . Or, press Ctrl+S. The Save As
dialog box opens (see Figure 9).
2. In the left Navigation pane, select a location to save the file or leave the default location.
NOTE: By default, files are saved in the Documents folder.
3. In the File name box, type a name for the document.
NOTE: File names can have up to 250 characters and can include any combination of
alphanumeric characters, spaces, and special characters, with the exception of the forward slash
(/), backslash (\), greater than sign (>), less than sign (<), asterisk (*), question mark (?),
quotation mark (“), pipe symbol (|), and colon (:).

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 4. Click the Save button.
NOTE: After a document has been saved, subsequent saves will not open the Save As dialog box.
You can save changes by clicking the Save button on the Quick Access toolbar or by pressing
Ctrl+S. The new version of the document will overwrite the previous version.

Figure 9 – Save As Dialog Box

Using Save As
The Save As command can be used to save a document in a different location, with a different
file name, or in a different file format.

To use the Save As command:

1. Click the File tab, and then click Save As. The Save As dialog box opens (see Figure 9).
2. To save the document in a different location, select the desired location in the left
Navigation pane.
3. To save the document with a different file name, type the desired name in the File name
box.
4. To save the document in a different file format, select the desired file format from the
Save as type list.
5. Click the Save button.

Closing Documents
When you finish working on a document, you should close the file. If the document contains any
unsaved changes, you will be prompted to save the changes before closing the file.

To close a document:
1. Click the File tab, and then click Close.

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Opening Documents
When you save a document, it is saved as a file. You can open the document at a later time to
view it, modify it, or print it.

To open a document:
1. Click the File tab, and then click Open. The Open dialog box opens (see Figure 10).
2. Locate and select the file that you want to open.
NOTE: If the file you want to open is not in the default folder, use the left Navigation pane in the
Open dialog box to select the appropriate drive or folder.
3. Click the Open button.

Figure 10 – Open Dialog Box

Editing Documents
Most documents require some editing. After creating a document, you may want to add or
remove text, or move text from one place to another. This section covers how to perform basic
tasks such as selecting, deleting, copying, and moving text; and undoing and redoing changes.

Selecting Text
In order to perform certain tasks, you must first select the text. You can use the mouse, the
keyboard, or the selection area (an invisible area in the document’s left margin) to make a
selection. Selected text appears highlighted on the screen.

To select text:
1. Do the following:
 To select a word, double-click anywhere in the word.
 To select a sentence, hold down the Ctrl key and click anywhere in the sentence.
 To select a line, click in the selection area to the left of the line.
 To select a paragraph, triple-click anywhere in the paragraph. Or, double-click in the
selection area to the left of the paragraph.
 To select the entire document, triple-click in the selection area. Or, press Ctrl+A.

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  To select adjacent words, lines, or paragraphs, drag the mouse pointer over the text.
Or, click at the beginning of the text, and then hold down the Shift key and click at
the end of the text.
 To select non-adjacent words, lines, or paragraphs, make the first selection, and then
hold down the Ctrl key and make the second selection.
NOTE: To deselect selected text, click anywhere in the document.

Deleting Text
You can use the Backspace or Delete key to delete text one character at a time. The Backspace
key removes the character to the left of the cursor; the Delete key removes the character to the
right of the cursor. You can also select and delete a word, sentence, paragraph, or block of text.

To delete text:
1. Select the text that you want to delete, and then press the Delete key.

Copying and Moving Text

When editing a document, you may want to move or copy text. If you want to duplicate text in
another location, you can copy the text rather than retype it. When you move text, the text is
deleted from its original location and placed in the new location.

NOTE: Cut or copied text is stored on the

Clipboard, a temporary storage area. You can
access it by clicking the dialog box launcher
in the Clipboard group on the Home tab of the
Ribbon (see Figure 11).
Figure 11 – Clipboard Group on the Home Tab

To copy text:
1. Select the text that you want to copy.
2. On the Home tab, in the Clipboard group, click the Copy button . Or, press Ctrl+C.
3. Click in the document where you want to paste the text.
4. On the Home tab, in the Clipboard group, click the Paste button . Or, press Ctrl+V.
NOTE: Clicking the arrow on the Paste button displays additional paste options.

To move text:
1. Select the text that you want to move.
2. On the Home tab, in the Clipboard group, click the Cut button . Or, press Ctrl+X.
3. Click in the document where you want to paste the text.
4. On the Home tab, in the Clipboard group, click the Paste button . Or, press Ctrl+V.

Undoing and Redoing Changes

The Undo command allows you to reverse the results of the previous action. Once the Undo
command is used, the Redo command becomes available. The Redo command allows you to
restore the results of the action you reversed with the Undo command.

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To undo an action:
1. On the Quick Access toolbar, click the Undo button . Or, press Ctrl+Z.

To redo an action:
1. On the Quick Access toolbar, click the Redo button . Or, press Ctrl+Y.

Formatting Documents
Word 2010 includes a number of features that can be used to easily format a document.
Formatting enhances the appearance of a document and makes it look professional.

Live Preview
The Live Preview feature allows you to see how different formatting options will look before you
apply them. As you move the mouse pointer over the list items or thumbnail images in the
galleries, the formatting of the selected text or object in the document temporarily changes. You
can apply the previewed formatting by clicking the selected option. You can also cancel live
previewing without making any changes by pressing the Esc key.

Mini Toolbar
The Mini toolbar contains frequently used formatting commands and appears in a semi-
transparent mode whenever text is selected. Moving the mouse pointer over the toolbar activates
it and makes the options available for use (see Figure 12).

Figure 12 – Mini Toolbar

Formatting Characters
Character formatting enhances the appearance of text and includes font, font size, font style and
effect, and font color. You can use the commands in the Font group on the Home tab of the
Ribbon to quickly apply character formatting (see Figure 13).

Figure 13 – Font Group on the Home Tab

Changing the Font

A font is defined as a group of characters sharing similar type attributes. The default font in new
Word 2010 documents is Calibri.

To change the font:

1. Select the text that you want to format.
2. On the Home tab, in the Font group, click the Font arrow and select the
desired font from the list.

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Changing the Font Size
Font size is measured in points. The larger the font size, the larger the text. The default font size
in new Word 2010 documents is 11 points.

To change the font size:

1. Select the text that you want to format.
2. On the Home tab, in the Font group, click the Font Size arrow and select the
desired font size from the list. If a font size you want is not listed in the Font Size list,
click in the Font Size box, type the desired number, and then press the Enter key.

NOTE: You can also change the font size by clicking the Grow Font button or Shrink Font
button in the Font group on the Home tab of the Ribbon.

Applying Font Styles and Effects

You can apply one or more font styles and effects to text. Font styles are attributes such as bold
and italic; effects are special enhancements such as strikethrough and shadow (see Table 4).

Table 4 – Font Style and Effect Buttons

Name Description

Bold Makes the selected text bold (example).

Italic Italicizes the selected text (example).

Underline Draws a line under the selected text (example). Click the arrow on the
button to select the type of underline.
Strikethrough Draws a line through the middle of the selected text (example).

Subscript Creates small letters below the text baseline (example).

Superscript Creates small letters above the line of text (example).

Text Effects Applies a visual effect (such as a shadow, glow, or reflection) to the
selected text.
Changes all the selected text to uppercase, lowercase, or other common
Change Case
capitalizations.

To apply a font style or effect:

1. Select the text that you want to format.
2. On the Home tab, in the Font group, click the button for the desired font style or effect.
If the button has an arrow, click the arrow to see more options.
NOTE: The Bold, Italic, Underline, Strikethrough, Subscript, and Superscript buttons are
toggles. If you select text to which one of these formats has been applied, and then click the
corresponding button, that format is removed.

Changing the Font Color and Highlighting Text

You can emphasize important text by changing the font color or applying highlighting.

To change the font color:

1. Select the text that you want to format.

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 2. On the Home tab, in the Font group, click the Font Color button to apply the most
recently used color, or click the Font Color arrow and select a different color from the
color palette (see Figure 14).

To highlight text:
1. Select the text that you want to highlight.
2. On the Home tab, in the Font group, click the Text Highlight Color button to apply the
most recently used color, or click the Text Highlight Color arrow and select a different
color from the color palette (see Figure 15).
NOTE: You can remove a highlight by clicking the Text Highlight Color arrow, and then
clicking No Color.

Figure 15 – Text Highlight Color Palette

Figure 14 – Font Color Palette

Clearing Formats
You can use the Clear Formatting command to remove all formatting and styles from selected
text, leaving only the plain text.

To clear formats:
1. Select the text that has the formatting you want to clear.
2. On the Home tab, in the Font group, click the Clear Formatting button .

Copying Formats
The Format Painter command allows you to copy the formatting of specific text and apply it to
other text in the document. This feature can save you time and effort when multiple formats have
been applied to text and you want to format additional text with all the same formats.

To copy formats:
1. Select the text that has the formatting you want to copy.
2. On the Home tab, in the Clipboard group, click the Format Painter button . The
mouse pointer changes to an I-beam with a paintbrush .
3. Select the text to which you want to apply the copied formatting.

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 NOTE: If you want to apply the copied formatting to more than one area, double-click the
Format Painter button instead of single-clicking it. This keeps the Format Painter active until
you press the Esc key.

Formatting Paragraphs
Paragraph formatting refers to the layout of a paragraph on the page. You can change the look of
a paragraph by changing its indentation, alignment, and line spacing, as well as the space before
and after it. You can use the commands in the Paragraph group on the Home tab of the Ribbon
to quickly apply paragraph formatting (see Figure 16).

NOTE: You can display or hide formatting marks such as spaces, tabs, and paragraph marks by clicking
the Show/Hide button in the Paragraph group on the Home tab of the Ribbon.

Figure 16 – Paragraph Group on the Home Tab

Aligning Paragraphs
Paragraph alignment refers to the position of each line of text in a paragraph between the left and
right margins. The Paragraph group on the Home tab of the Ribbon contains four alignment
buttons that can be used to quickly change the alignment of a paragraph (see Table 5).

Table 5 – Alignment Buttons

Name Description
Aligns each line of the paragraph at the left margin, producing a ragged
Align Text Left
right edge. This is the default alignment.
Aligns the center of each line in the paragraph between the left and
Center
right margins, producing ragged left and right edges.
Aligns each line of the paragraph at the right margin, producing a
Align Text Right
ragged left edge.
Aligns each line of the paragraph between the left and right margins,
Justify
producing even left and right edges.

To change the alignment of a paragraph:

1. Select the paragraph that you want to align.
2. On the Home tab, in the Paragraph group, click the desired alignment button.
NOTE: You can also change the alignment of a paragraph by clicking the dialog box launcher
in the Paragraph group to open the Paragraph dialog box, and then selecting the desired
Alignment option in the General section on the Indents and Spacing tab (see Figure 17).

Figure 17 – General Section in the Paragraph Dialog Box

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Changing Line and Paragraph Spacing
Line spacing determines the amount of space between the lines of text in a paragraph. Paragraph
spacing determines the amount of space above or below a paragraph. In Word 2010, the default
spacing is 1.15 line spacing and 10 points after each paragraph.

To change the line spacing within a paragraph:

1. Select the paragraph that you want to format.
2. On the Home tab, in the Paragraph group, click the Line and Paragraph Spacing
button and select the desired line spacing option (see Figure 18).

Figure 18 – Line and Paragraph Spacing Menu

NOTE: For additional options, click the dialog box launcher in the Paragraph group to open
the Paragraph dialog box. On the Indents and Spacing tab, in the Spacing section, select the
desired option from the Line spacing list, and then click the OK button. If you select the At
least, Exactly, or Multiple option, you can enter the desired value in the At box (see Figure 19).

Figure 19 – Spacing Section in the Paragraph Dialog Box

To change the spacing before or after a paragraph:

1. Select the paragraph that you want to format.
2. On the Home tab, in the Paragraph group, click the Line and Paragraph Spacing
button, and then click Add Space Before Paragraph or Remove Space After
Paragraph (see Figure 18). The options available on the menu depend on the Before and
After settings of the selected paragraph.
NOTE: If you want to customize the spacing, click the dialog box launcher in the Paragraph
group to open the Paragraph dialog box. On the Indents and Spacing tab, in the Spacing
section, enter the desired value in the Before or After box, and then click the OK button (see
Figure 19).

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Indenting Paragraphs
Indenting a paragraph refers to moving it away from the left, the right, or both margins. You can
indent an entire paragraph on one side or the other to make it stand out from the surrounding
text. You can also indent only the first line of a paragraph (which is called a first line indent), or
indent all lines except the first line (which is called a hanging indent). Paragraphs can be
indented using the Ribbon, the horizontal ruler, or the Paragraph dialog box.

To indent a paragraph using the Ribbon:

1. Select the paragraph that you want to indent.
2. On the Home tab, in the Paragraph group, do one of the following:
 To increase the left indent of the paragraph in half-inch increments, click the
Increase Indent button .
 To decrease the left indent of the paragraph in half-inch increments, click the
Decrease Indent button .

To indent a paragraph using the horizontal ruler:

1. If the horizontal ruler is not visible, click the View Ruler button at the top of the
vertical scroll bar.
2. Select the paragraph that you want to indent.
3. On the horizontal ruler, do the following (see Figure 20):
 To change the left indent of the entire paragraph, drag the Left Indent marker to the
position where you want the text to start.
 To change the right indent of the entire paragraph, drag the Right Indent marker to
the position where you want the text to end.
 To create a first line indent, drag the First Line Indent marker to the position where
you want the first line to start.
 To create a hanging indent, drag the Hanging Indent marker to the position where
you want all lines except the first line to start.

Figure 20 – Horizontal Ruler with Indent Markers

NOTE: If you want to set precise indent settings, click the dialog box launcher in the
Paragraph group to open the Paragraph dialog box. On the Indents and Spacing tab, in
the Indentation section, enter the desired values, and then click the OK button (see Figure
21).

Figure 21 – Indentation Section in the Paragraph Dialog Box

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Setting Tab Stops
You can align lines of text in different locations across the page by using tab stops (see Table 6).
By default, Word 2010 sets left-aligned tab stops every half inch from the left margin. You can
also set custom tab stops exactly where you need them. The easiest way to set tab stops is to use
the horizontal ruler.

Table 6 – Tab Stops

Name Description
Left Tab Aligns the left end of the text with the tab stop.
Center Tab Aligns the center of the text with the tab stop.
Right Tab Aligns the right end of the text with the tab stop.
Decimal Tab Aligns the decimal point in the text (usually a numeric value) with the tab
stop.
Bar Tab Draws a vertical line at the position of the tab stop.

To set a custom tab stop:

1. If the horizontal ruler is not visible, click the View Ruler button at the top of the
vertical scroll bar.
2. Click the tab selector on the left side of the horizontal ruler until it displays the desired
tab stop (see Figure 22).
3. Click the bottom edge of the horizontal ruler where you want to set the tab stop. A tab
stop marker appears on the ruler.
4. Press the Tab key to move to the tab stop.

Figure 22 – Ruler with Tab Stop Marker and Tab Selector

NOTE: You can remove a custom tab stop by dragging it off the horizontal ruler. You can also
change the position of a tab stop by dragging it to the left or right along the horizontal ruler.

Creating Bulleted and Numbered Lists

Bulleted and numbered lists make documents easier to read and understand. When you want to
emphasize items in a list in no particular order, create a bulleted list. When you want to present a
sequence of information or list items by order of importance, create a numbered list. You can add
bullets or numbers to existing lines of text, or Word can automatically create bulleted or
numbered lists as you type. You can also create a list that has multiple levels.

To create a bulleted list:

1. Click in the document where you want to add the list.
2. On the Home tab, in the Paragraph group, click the Bullets button .
3. Type the text for the first list item.
4. Press the Enter key to add the next list item.
5. To end the list, press the Enter key twice.
NOTE: You can change the bullet symbol by clicking the Bullets arrow and selecting the desired
option from the gallery (see Figure 23).

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 Figure 23 – Bullets Gallery

To create a numbered list:

1. Click in the document where you want to add the list.
2. On the Home tab, in the Paragraph group, click the Numbering button .
3. Type the text for the first list item.
4. Press the Enter key to add the next list item.
5. To end the list, press the Enter key twice.
NOTE: If you move an item within a numbered list, Word will renumber the list to keep the items
in the correct order.
NOTE: You can change the number style by clicking the Numbering arrow and selecting the
desired option from the gallery (see Figure 24).

Figure 24 – Numbering Gallery

To create a multilevel list:

1. Click in the document where you want to add the list.

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 2. On the Home tab, in the Paragraph group, click the Multilevel List button and
select the desired style from the gallery (see Figure 25).
3. Type the text for the first list item.
4. Press the Enter key to add the next list item.
5. Continue creating the list of items that are all at the same level.
6. To change the list level, do one of the following:
 Press the Tab key to demote the list level.
 Press Shift+Tab to promote the list level.
7. To end the list, position the insertion point at the end of the last list item, press the Enter
key, and then press the Delete key.

Figure 25 – Multilevel List Gallery

To add bullets or numbers to text:

1. Select the text that you want to add bullets or numbers to.
2. On the Home tab, in the Paragraph group, click the Bullets or Numbering button.
NOTE: If the numbering sequence is incorrect, right-click the list item, and then click Restart at
1 or Continue Numbering on the shortcut menu.

To remove bullets or numbers from a list:

1. Select the list from which you want to remove bullets or numbers.
2. On the Home tab, in the Paragraph group, click the Bullets or Numbering button.

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Adding Borders and Shading
You can set apart text from the rest of the document by adding borders and shading. You can add
borders to any side of the text or all sides to make a box.

To add borders:
1. Select the text that you want to add borders to.
2. On the Home tab, in the Paragraph group, click the Borders button to apply the most
recently used border style, or click the Borders arrow and select a different border style
from the menu (see Figure 26).

To add shading:
1. Select the text that you want to add shading to.
2. On the Home tab, in the Paragraph group, click the Shading button to apply the most
recently used color, or click the Shading arrow and select a different color from the color
palette (see Figure 27).

Figure 27 – Shading Palette

Figure 26 – Borders Menu

Applying Styles
Instead of using direct formatting, you can use styles to apply consistent formatting to a
document. A style is a set of formatting characteristics such as font, font size, font color, and
paragraph alignment and spacing. Word includes several predefined styles that can be used to
format headings, body text, lists, etc. If you do not like the appearance of a built-in style, you can
modify it or create a custom style to suit your needs. The Quick Styles gallery on the Home tab of
the Ribbon provides a quick way of previewing and applying styles to selected text. You can also
apply styles using the Styles pane.

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To apply a style using the Quick Styles gallery:
1. Select the text that you want to apply a style to.
2. On the Home tab, in the Styles group, select the desired style from the Quick Styles
gallery (see Figure 28).
NOTE: To display the entire Quick Styles gallery, click the More button in the lower-right
corner of the gallery to expand it.

Figure 28 – Styles Group on the Home Tab

To apply a style using the Styles pane:

1. On the Home tab, in the Styles group, click the dialog box launcher (see Figure 28).
The Styles pane opens on the right side of the program window (see Figure 29).
2. Select the text that you want to apply a style to.
3. In the Styles pane, click the desired style.

Figure 29 – Styles Pane

To modify an existing style:

1. In the Styles pane, right-click the style, and then click Modify on the shortcut menu.
2. In the Modify Style dialog box, make the desired changes, and then click the OK button.
NOTE: When you modify a style, all text formatted with that particular style will be updated
automatically.

To create a new style:

1. In the Styles pane, click the New Style button .
2. In the Create New Style from Formatting dialog box, type a name for the new style in
the Name box, select the desired options, and then click the OK button.

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 NOTE: If you want to use formatted text as the basis of a new style, select the text before you
click the New Style button. The dialog box will open with all the attributes of the selected text
already specified, so you will only need to type a new name for the style.

Creating Headings
Headings are used to organize information into a logical structure. The best way to create
headings in a Word document is to apply heading styles. If you use the built-in heading styles
(Heading 1 through Heading 9), Word can generate a table of contents automatically.

To apply a heading style:

1. Select the text that you want to apply a heading style to.
2. Do one of the following:
 On the Home tab, in the Styles group, select the desired heading style from the
Quick Styles gallery.
 In the Styles pane, click the desired heading style.

Previewing and Printing Documents

The Print page of the Backstage view makes it easy to preview a document, set print options, and
print the document, all in one location (see Figure 30).

Figure 30 – Print Page of the Backstage View

Previewing Documents
Before printing a document, you can preview it to see how each page will look when printed.
Print preview automatically displays on the Print page of the Backstage view. Whenever you
make a change to a print-related setting, the preview is automatically updated.

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To preview a document:
1. Click the File tab, and then click Print. Or, press Ctrl+P. The Print page of the
Backstage view displays print settings in the center pane and a preview of the document
in the right pane (see Figure 30).
2. To preview the next or previous pages, click the Next Page button or Previous Page
button below the preview.
3. To adjust the magnification, drag the Zoom slider below the preview, or click the
Zoom Out button or Zoom In button on either side of the slider.
4. When you are finished, click any tab on the Ribbon to exit the Backstage view.

Printing Documents
When you are ready to print a document, you can quickly print one copy of the entire document
using the current printer, or you can change the default print settings before you print the
document.

To print a document:
1. Click the File tab, and then click Print. Or, press Ctrl+P. The Print page of the
Backstage view displays print settings in the center pane and a preview of the document
in the right pane (see Figure 30).
NOTE: You can skip step 2 if you do not want to change any of the print settings.
2. To change the print settings, do one or more of the following:
 To change the printer, in the Printer section, click the button displaying the name of
the default printer and select the desired printer from the list.
 To print multiple copies, type the number of copies you want to print in the Copies
box.
 To specify what part of the document to print, in the Settings section, click the button
displaying Print All Pages and select the desired option from the list.
NOTE: If you select the Print Custom Range option, type the desired page numbers in the
Pages box. Use commas for individual pages and hyphens for a range of pages (e.g., the page
range 1,3,5-7 prints page 1, page 3, and pages 5, 6, and 7).
3. Click the Print button.

Getting Help
You can use the Word Help system to get assistance on any Word topic or task. This system is a
combination of tools and files that were stored on your computer when Word 2010 was installed.
If your computer is connected to the Internet, you can also access resources from Office.com.

To get help:
1. Click the Microsoft Word Help button on the right side of the Ribbon. Or, press the
F1 key. The Word Help window opens, displaying a list of general help topics (see
Figure 31).
NOTE: You can also click the Help button in the upper-right corner of an open dialog box
to display topics related to the functions of that dialog box in the Word Help window.
2. Click any topic to display the corresponding information.

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 Figure 31 – Word Help Window

3. To find help on a specific topic, type a word or phrase related to the topic in the Search
box, and then press the Enter key. The search results display in the window.
4. To switch between online and offline help, click the button in the lower-right corner of
the window to display the Connection Status menu, and then click Show content from
Office.com or Show content only from this computer (see Figure 32).

Figure 32 – Connection Status Menu

5. To close the Word Help window, click the Close button in the upper-right corner
of the window.

Exiting Word
When you finish using Word 2010, you should exit the program to free up system resources.

To exit Word 2010:

1. Click the File tab, and then click Exit. Or, click the Close button in the upper-right
corner of the program window.

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Introduction
Microsoft Word 2010 is a word-processing program that can be used to create professional-
looking documents such as reports, resumes, letters, memos, and newsletters. It includes many
powerful tools that can be used to enhance the appearance of documents and collaborate with
others. This handout covers working with tables and images, creating a table of contents,
inserting captions, cross-references, headers, and footers, as well as changing the page layout.

Working with Tables

Tables are commonly used to organize and present data. A table is made up of horizontal rows
and vertical columns; the box at the intersection of a row and a column is called a cell (see
Figure 1). Each row and column can be identified by a heading, although some tables have only
column headings or only row headings. Each cell can contain text, numbers, images, etc.

Figure 1 – Table

When you click anywhere in a table, the Table Tools contextual tabs become available on the
Ribbon. The tools on the Design tab can be used to change the appearance of the table (see
Figure 2). The tools on the Layout tab can be used to change the table structure (see Figure 3).

Figure 2 – Table Tools Design Tab

Figure 3 – Table Tools Layout Tab

Inserting Tables
Word 2010 makes it quick and easy to insert a table into a document.

To insert a table:
1. Click in the document where you want to insert the table.
2. On the Insert tab, in the Tables group, click the Table button, drag across the grid until
you select the desired numbers of rows and columns, and then release the mouse button
(see Figure 4).

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 NOTE: If you want to insert a table with more than 8 rows or 10 columns, click the Table button,
click Insert Table to open the Insert Table dialog box, enter the desired numbers of rows and
columns, and then click the OK button (see Figure 4 and Figure 5).

Figure 5 – Insert Table Dialog Box

Figure 4 – Table Menu

Navigating Tables
You can navigate a table using the mouse or the keyboard. If you prefer using the mouse, just
click in the desired cell. If you prefer using the keyboard, press the Tab key to move forward one
cell at a time, or press Shift+Tab to move backward one cell at a time. You can also use the
arrow keys on the keyboard to navigate up, down, left, or right in a table.

NOTE: If you press the Tab key when the cursor is in the last cell of the table, a new row will be inserted
at the bottom of the table.

Selecting Table Parts

In order to apply formatting or make other modifications to a table, you need to know how to
select the various parts of the table.

To select parts of a table:

1. Click anywhere in the table, cell, row, or
column that you want to select.
2. Under Table Tools, on the Layout tab, in
the Table group, click the Select button,
and then select the desired option (see
Figure 6).
NOTE: To deselect any selected part of a table,
just click anywhere outside the selected area.
Figure 6 – Select Menu

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Adding Borders and Shading
Borders and shading can enhance the appearance of a table. You can add borders and shading to
individual cells, rows, columns, or the entire table.

To add borders:
1. Select the table or cells that you want to add borders to.
2. Under Table Tools, on the Design tab, in the Table Styles group, click the Borders
arrow and select the desired option (see Figure 7).
NOTE: You can remove borders by clicking No Border on the Borders menu.

To add shading:
1. Select the table or cells that you want to add shading to.
2. Under Table Tools, on the Design tab, in the Table Styles group, click the Shading
arrow and select the desired color (see Figure 8).
NOTE: You can remove shading by clicking No Color on the Shading palette.

Figure 8 – Shading Palette

Figure 7 – Borders Menu

Aligning Table Text

By default, Word 2010 aligns text in a table to the upper-left corner of a cell. You can change
both the vertical alignment (top, center, or bottom) and the horizontal alignment (left, center, or
right) of text in a cell.

To align text in a table:

1. Select the cell that contains the text that you want to align.
2. Under Table Tools, on the Layout tab, in the Alignment group, click the desired
alignment button (see Figure 9).

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 Figure 9 – Alignment Group on the Layout Tab

Inserting Rows and Columns

You can easily add rows and columns anywhere in a table. You can insert a row above or below
the current location in the table, or insert a column to the left or right of the current location.

To insert a row or column:

1. Select the row or column next to which you want to insert the new row or column.
2. Under Table Tools, on the Layout tab, in the Rows & Columns group, do one of the
following (see Figure 10):
 Click the Insert Above button to insert a new row directly above the selected row.
 Click the Insert Below button to insert a new row directly below the selected row.
 Click the Insert Left button to insert a new column directly to the left of the selected
column.
 Click the Insert Right button to insert a new column directly to the right of the
selected column.

Figure 10 – Rows & Columns Group on the Layout Tab

NOTE: You can quickly insert a row at the bottom of a table by clicking in the last cell of the
last row, and then pressing the Tab key.

Resizing Rows and Columns

When you insert a table in a document, it automatically fits between the left and right margins,
and the columns are all the same width. Each row starts at the height needed for one line of text,
expanding automatically as you add more text to any of its cells. You can change row heights or
column widths to specific measurements, make multiple rows or columns the same size, as well
as automatically resize a table to fit its contents or the page.

To resize rows or columns:

1. Select the rows or columns that you want to resize.
2. Under Table Tools, on the Layout tab, in the Cell Size group, enter the desired value in
the Height or Width box (see Figure 11).

Figure 11 – Cell Size Group on the Layout Tab

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To distribute rows or columns evenly:
1. Select the rows or columns that you want to distribute evenly.
2. Under Table Tools, on the Layout tab, in the Cell Size group, click the Distribute Rows
button or Distribute Columns button .

To automatically resize a table:

1. Click anywhere in the table.
2. Under Table Tools, on the Layout tab, in the Cell Size group, do one of the following
(see Figure 12):
 To resize the table to fit its contents, click the AutoFit button, and then click AutoFit
Contents.
 To resize the table to fit the page, click the AutoFit button, and then click AutoFit
Window.
NOTE: If you want to turn off AutoFit, click the AutoFit button, and then click Fixed
Column Width.

Figure 12 – AutoFit Menu

Merging and Splitting Cells

Word 2010 makes it possible to merge two or more cells in the same row or column into a single
cell, split one cell into two or more cells within the same space, as well as split one table into two
separate tables.

To merge cells:
1. Select the cells that you want to merge.
2. Under Table Tools, on the Layout tab, in the Merge group, click the Merge Cells button
(see Figure 13).

Figure 13 – Merge Group on the Layout Tab

To split a cell:
1. Click in the cell that you want to split.
2. Under Table Tools, on the Layout tab, in the Merge group, click the Split Cells button
(see Figure 13).
3. In the Split Cells dialog box, enter the number of columns and rows that you want to split
the selected cell into, and then click the OK button (see Figure 14).

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 Figure 14 – Split Cells Dialog Box

To split a table:
1. Click in the row that you want to be the first row of the second table.
2. Under Table Tools, on the Layout tab, in the Merge group, click the Split Table button
(see Figure 13).

Repeating Header Rows

A header row contains column headings that provide context and aid navigation of the data in the
table. If a table spans more than one page, you can have the header row repeat at the top of each
page.

To make a header row repeat:

1. Select the header row.
2. Under Table Tools, on the Layout tab, in the Data group, click the Repeat Header
Rows button .

Sorting Table Data

You can sort a table by any column containing text, numbers, or dates. The column can be sorted
in ascending order (A to Z, smallest to largest, oldest to newest) or descending order (Z to A,
largest to smallest, newest to oldest). You can sort by up to three columns.

To sort table data:

1. Click anywhere in the table.
2. Under Table Tools, on the Layout tab, in the Data group, click the Sort button . The
Sort dialog box opens (see Figure 15).
3. If the table has a header row, under My list has, select the Header row option.
NOTE: Selecting the Header row option prevents the header row from being sorted, and
provides labels in the Sort by and Then by lists.
4. In the Sort by section, select the column by which you want to sort from the Sort by list,
select the type of data stored in the column from the Type list, and then select the
Ascending or Descending option.
5. If you want to sort by additional columns, repeat step 4 in the first and second Then by
sections.
6. Click the OK button.

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 Figure 15 – Sort Dialog Box

Deleting Rows and Columns

You can delete any rows or columns you no longer need in a table. Deleting a row or column
also deletes all the contents within it.

To delete a row or column:

1. Select the row or column that you want to delete.
2. Under Table Tools, on the Layout tab, in the Rows & Columns group, click the Delete
button, and then click Delete Columns or Delete Rows (see Figure 16).

Figure 16 – Delete Menu

NOTE: If you want to delete the contents of a row or column without deleting the row or column
itself, select the row or column, and then press the Delete key.

Deleting Tables
When you no longer need a table and the data that it contains, you can delete the entire table.

To delete a table:
1. Click anywhere in the table.
2. Under Table Tools, on the Layout tab, in the Rows & Columns group, click the Delete
button, and then click Delete Table (see Figure 16).
NOTE: If you want to delete the contents of a table without deleting the table itself, select the
table, and then press the Delete key.

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Working with Images
Images can add visual interest to documents. They can also be used to effectively communicate
ideas or convey information. When you select an image, the Picture Tools Format tab becomes
available on the Ribbon. The tools on this tab enable you to modify the image and enhance its
appearance (see Figure 17).

Figure 17 – Picture Tools Format Tab

Inserting Images
You can insert images in a variety of graphics file formats (.gif, .jpg, .png, .bmp, etc.) into a
document.

To insert an image:
1. Click in the document where you want to insert the image.
2. On the Insert tab, in the Illustrations group, click the Picture button .
3. In the Insert Picture dialog box, locate and select the image that you want to insert, and
then click the Insert button (see Figure 18).

Figure 18 – Insert Picture Dialog Box

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Resizing Images
You can resize an image to better fit the layout of a document. When resizing an image, you can
adjust the size visually to fit properly within the text, or you can specify a measurement.

To resize an image using specific measurements:

1. Select the image that you want to resize.
2. Under Picture Tools, on the Format tab, in the Size group, enter the desired
measurements (in inches) in the Height and Width boxes (see Figure 19).

Figure 19 – Size Group on the Format Tab

To resize an image using sizing handles:

1. Select the image that you want to resize. Sizing handles appear at the corners and on the
sides of the image (see Figure 20).
2. Drag any of the sizing handles toward the center of the image to make it smaller, or away
from the center to enlarge it.
NOTE: The sizing handles at the corners adjust both the height and the width of the image to
keep them in the same proportion (called the aspect ratio), but the sizing handles on the sides
affect only the height or the width.

Figure 20 – Image with Sizing Handles

Rotating Images
You can flip an image to face the other direction or rotate it slightly to better fit the layout of a
document.

To rotate an image:
1. Select the image that you want to rotate.
2. Under Picture Tools, on the Format tab, in the Arrange group, click the Rotate button,
and then select the desired option (see Figure 21).

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 Figure 21 – Rotate Menu

NOTE: You can quickly rotate an image by selecting it, and then dragging the rotation handle
(the green circle that appears above the image) in the direction that you want the image to rotate
(see Figure 20).

Cropping Images
You can crop an image to remove the unwanted parts.

To crop an image:
1. Select the image that you want to crop.
2. Under Picture Tools, on the Format tab, in the Size group, click the Crop button .
Cropping handles appear at the corners and on the sides of the image (see Figure 22).
3. Drag any of the cropping handles toward the center of the image. The parts that will be
removed are shaded.
 To crop equally on two sides at once, hold down the Ctrl key while you drag the
center cropping handle on either side inward.
 To crop equally on all four sides at once, hold down the Ctrl key while you drag a
corner cropping handle inward.
4. When you are finished, click outside the image or press the Esc key.

Figure 22 – Image with Cropping Handles

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Positioning Images
By default, Word 2010 inserts images in line with text. That is, Word inserts an image where the
cursor is, even though it may not be aligned properly with the text around it. After inserting an
image, you can change its position and the way text wraps around it.

To position an image:
1. Select the image that you want to position.
2. Under Picture Tools, on the Format tab, in the Arrange group, click the Position
button, and then select the desired option under With Text Wrapping (see Figure 23).

To wrap text around an image:

1. Select the image that you want to wrap text around.
2. Under Picture Tools, on the Format tab, in the Arrange group, click the Wrap Text
button, and then select the desired option (see Figure 24).

Figure 24 – Wrap Text Menu

Figure 23 – Position Menu

Adding Borders
You can make an image stand out by adding a border.

To add a border to an image:

1. Select the image that you want to add a border to.
2. Under Picture Tools, on the Format tab, in the Picture Styles group, click the Picture
Border button, and then select the desired border color. If you want to assign a different
line thickness or style, click the Weight or Dashes submenu, and then select the desired
option (see Figure 25).

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 Figure 25 – Picture Border Palette

Adding Alternative Text

Alternative text (also known as alt text) helps people with screen readers understand the content
of an image.

To add alternative text to an image:

1. Right-click the image, and then click Format Picture on the shortcut menu. The Format
Picture dialog box opens (see Figure 26).
2. In the left pane, click Alt Text.
3. In the right pane, in the Description box, type a brief description of the image.
4. Click the Close button.

Figure 26 – Format Picture Dialog Box

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Inserting and Updating Captions
A caption is a numbered label (e.g., Figure 1) that you can add to a figure, a table, an equation, or
another object. You can also add descriptive text to the label. If you later add, delete, or move
captions, you can easily update the caption numbers all at once.

To insert a caption:
1. Select the object to which you want to add a caption.
2. On the References tab, in the Captions group, click the Insert Caption button . The
Caption dialog box opens (see Figure 27).

Figure 27 – Caption Dialog Box

3. In the Caption box, click to the right of the label and number, and then type the desired
text.
4. Select any other options you want.
5. Click the OK button.

To update all caption numbers in the document:

1. Press Ctrl+A to select the entire document, and then press the F9 key.

Inserting and Updating Cross-references

A cross-reference refers to an item that appears in another location in a document (e.g., see
Figure 1). By default, Word 2010 inserts cross-references as hyperlinks that you can click to be
taken directly to the referenced items. You can create cross-references to any existing numbered
items, headings, bookmarks, footnotes, endnotes, equations, figures, or tables in the document. If
the referenced item is changed or moved to another location, you can easily update its cross-
reference to reflect the new information. Cross-references to equations, figures, and tables are
actually references to captions applied to those items.

To insert a cross-reference:
1. Click in the document where you want to insert the cross-reference.
2. On the References tab, in the Captions group, click the Cross-reference button . The
Cross-reference dialog box opens (see Figure 28).
3. In the Reference type box, select the type of item you want to reference.
4. In the Insert reference to box, select the information you want inserted in the document.

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 5. In the For which box, select the specific item you want to reference.
6. To allow users to jump to the referenced item, leave the Insert as hyperlink check box
selected.
7. Click the Insert button, and then click the Close button.

Figure 28 – Cross-reference Dialog Box

To update a specific cross-reference:

1. Right-click the cross-reference, and then click Update Field on the shortcut menu.

To update all cross-references in the document:

1. Press Ctrl+A to select the entire document, and then press the F9 key.
NOTE: If you see Error! Reference source not found, the cross-referenced item is no longer in
the document.

Creating a Table of Contents

A table of contents is a list of the headings in a document, organized in the order in which they
appear, along with their corresponding page numbers. It is usually inserted at the beginning of
the document and provides an overview of its contents to help users navigate to specific sections.
A table of contents is created by using Word’s built-in heading styles (Heading 1, Heading 2,
etc.) to format headings, and then generating the table of contents based on those headings.

To create a table of contents:

1. Click in the document where you want to insert the table of contents.
2. On the References tab, in the Table of Contents group, click the Table of Contents
button, and then select the desired option (see Figure 29).
NOTE: If you want to specify more options (e.g., how many heading levels to show), click the
Table of Contents button, and then click Insert Table of Contents to open the Table of
Contents dialog box.

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 Figure 29 – Table of Contents Menu

Updating a Table of Contents

If you add, delete, move, or edit headings in a document after creating a table of contents, you
can quickly update the table of contents to reflect those changes. When you update the table of
contents, you have the option of updating the entire table, including all the text entries, or just the
page numbers.

To update a table of contents:

1. On the References tab, in the Table of Contents group, click the Update Table button
. Or, right-click anywhere in the table of contents, and then click Update Field on the
shortcut menu.
2. In the Update Table of Contents dialog box, select the Update page numbers only or
Update entire table option, and then click the OK button (see Figure 30).

Figure 30 – Update Table of Contents Dialog Box

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Working with Headers and Footers
Headers and footers are the areas in the top and bottom margins of each page. You can insert text
or graphics in headers and footers. For example, you can add page numbers, the document title,
the time and date, the author’s name, or a logo.

When the cursor is in the header or footer area, the Header & Footer Tools Design tab becomes
available on the Ribbon. You can use the tools on this tab to insert preset fields or graphics,
navigate between the header and footer areas, as well as assign any special options or positioning
controls (see Figure 31).

Figure 31 – Header & Footer Tools Design Tab

Inserting Headers and Footers

When you insert a header or footer, it appears on every page. Word 2010 includes many
predesigned headers and footers that you can insert into a document, or you can create a header
or footer from scratch.

NOTE: While you are working in the main area of a document, the header and footer areas are
automatically dimmed and you cannot edit them. Similarly, while you are editing a header or footer, the
main document area becomes dim.

To insert a header or footer:

1. On the Insert tab, in the Header & Footer group, click the Header or Footer button to
open the corresponding menu, and then select the desired option (see Figure 32). Word
2010 displays dotted borders to indicate the header and footer areas (see Figure 33).

Figure 32 – Header & Footer Group on the Insert Tab

Figure 33 – Header Area

2. Replace any placeholder text with your own text.

3. When you are finished, double-click anywhere in the document area to return to the main
document.

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 NOTE: To edit a header or footer, double-click in the header or footer area and make the desired
changes. To remove a header or footer, on the Insert tab, in the Header & Footer group, click
the Header or Footer button to open the corresponding menu, and then click Remove Header or
Remove Footer.

Inserting Page Numbers

Page numbers are the most common type of header or footer. When you insert page numbers,
you can select the position and alignment of the numbers on the page. You can also format the
numbers to suit your needs. For example, you can choose to have page numbers start with a
value other than 1.

To insert page numbers:

1. On the Insert tab, in the Header &
Footer group, click the Page
Number button, point to the desired
position (Top of Page, Bottom of
Page, Page Margins, or Current
Position), and then select the desired
option (see Figure 34).
NOTE: The Page Number options
include Page X of Y formats in which Y
is the total number of pages in the
document.
2. When you are finished, double-click Figure 34 – Page Number Menu
anywhere in the document area to
return to the main document.

To format page numbers:

1. On the Insert tab, in the Header & Footer group, click the Page Number button, and
then click Format Page Numbers (see Figure 34).
2. In the Page Number Format dialog box, select the desired options, and then click the
OK button (see Figure 35).

Figure 35 – Page Number Format Dialog Box

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Changing the Page Layout
Word 2010 offers a variety of page layout options that affect how content appears on the page.
The Page Setup group on the Page Layout tab of the Ribbon offers the key settings you might
need to change when determining the overall layout of a document (see Figure 36).

Figure 36 – Page Setup Group on the Page Layout Tab

Changing the Page Margins

Margins are the areas between the content of a document and the edges of the page. By default,
every new document has 1-inch margins on all four sides. You can adjust the margins to suit
your needs. Word 2010 offers a selection of preset page margins as well as a way to set custom
margins.

To change the page margins:

1. On the Page Layout tab, in the Page Setup group, click the Margins button, and then
select the desired margin setting (see Figure 37).

Figure 37 – Margins Menu

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To set custom margins:
1. On the Page Layout tab, in the Page Setup group, click the Margins button, and then
click Custom Margins at the bottom of the Margins menu (see Figure 37).
2. In the Page Setup dialog box, on the Margins tab, in the Margins section, enter the
desired values in the Top, Bottom, Left, and Right boxes (see Figure 38).
3. Click the OK button.

Figure 38 – Page Setup Dialog Box

Changing the Page Orientation

Orientation refers to whether the page is laid out horizontally (landscape) or vertically (portrait).
The default orientation is portrait.

To change the page orientation:

1. On the Page Layout tab, in the Page Setup group, click the Orientation button, and then
click Portrait or Landscape (see Figure 39).

Figure 39 – Orientation Menu

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Changing the Page Size
Word 2010 offers many standard page sizes. The default page size is 8.5 x 11 inches.

To change the page size:

1. On the Page Layout tab, in the Page Setup group, click the Size button, and then select
the desired page size (see Figure 40).

Figure 40 – Size Menu

Changing the Number of Columns

You can format an entire document or a section of a document in two, three, or more columns to
create layouts like those used in newspapers and magazines. When you select a section and then
change the number of columns, Word 2010 automatically inserts Continuous section breaks
before and after the selection.

To change the number of columns:

1. Select the text or graphics that you want to flow into columns.
2. On the Page Layout tab, in the Page Setup group, click the Columns button, and then
select the desired layout. You can select one, two, or three columns of equal width, or
two columns of unequal width (see Figure 41).

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 Figure 41 – Columns Menu

NOTE: If you need to create custom columns, click More Columns at the bottom of the
Columns menu to open the Columns dialog box. You can use the dialog box to specify the
number of columns, adjust the column width and spacing, and even add a vertical line between
columns (see Figure 42).

Figure 42 – Columns Dialog Box

Inserting Breaks
Word 2010 includes several types of breaks that you can insert into a document to change the
layout and pagination. Each type of break serves a different purpose and will affect the document
in different ways.

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  A page break forces subsequent information to appear on the next page.
 A column break forces the text below it to move to the next column.
 A text wrapping break (also known as a line break) forces the text that follows it to the
next line.
 A section break marks the end of a section. It stores the section formatting elements of
the section that precedes it.

NOTE: When working with breaks, it is recommended to display hidden formatting marks by clicking the
Show/Hide button in the Paragraph group on the Home tab of the Ribbon.

Inserting Page Breaks

Word 2010 automatically inserts a page break at the end of each page. If you want the page to
break in a different location, you can insert a manual page break. When hidden formatting marks
are displayed, a manual page break appears as a dotted line and displays the words Page Break in
the middle of the line (see Figure 43).

Figure 43 – Page Break

To insert a page break:

1. Click in the document where you want to start a new page.
2. On the Insert tab, in the Pages group, click the Page Break button . Or, press
Ctrl+Enter.
NOTE: You can delete any page break that you insert manually by selecting the page break, and
then pressing the Delete key.

Inserting Section Breaks

When you create a new document, there are no section breaks because the entire document
consists of one section. You can insert section breaks to divide the document into multiple
sections. This will allow you to set specific page layout and formatting options (such as page
orientation, margins, number of columns, or headers and footers) for different parts of the
document. When hidden formatting marks are displayed, a section break appears as a double
dotted line and displays the words Section Break and the type of break in the middle of the line
(see Figure 44).

Figure 44 – Section Break

Word 2010 includes four types of section breaks:

 A Next Page section break starts the new section on the next page.
 A Continuous section break starts the new section on the same page.
 An Even Page section break starts the new section on the next even-numbered page. If
the section break falls on an even-numbered page, Word leaves the intervening odd-
numbered page blank.
 An Odd Page section break starts the new section on the next odd-numbered page. If the
section break falls on an odd-numbered page, Word leaves the intervening even-
numbered page blank.

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To insert a section break:
1. Click in the document where you want to start a new section.
2. On the Page Layout tab, in the Page Setup group, click the Breaks button, and then
select the desired section break (see Figure 45).

Figure 45 – Breaks Menu

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Introduction
Microsoft Word 2010 is a word-processing program that can be used to create professional-
looking documents such as reports, resumes, letters, memos, and newsletters. It includes many
powerful tools that can be used to enhance the appearance of documents and collaborate with
others. This handout covers working with views, adding visual elements, finding and replacing
text, tracking and reviewing document changes, using the Mail Merge wizard, using templates,
viewing and changing document properties, and protecting documents.

Working with Views

Word 2010 provides several different ways in which you can view documents. This section
covers how to switch views, change the zoom level, split the document window, switch between
open documents, and view documents side by side.

Switching Views
You can display a document in a variety of views, each suited to a specific purpose (see Table 1).

Table 1 – Document Views

Name Description
Print Layout Displays the document as it will appear when printed. This is the
default view.
Full Screen Reading Displays as much of the content of the document as will fit on the
screen.
Web Layout Displays the document the way it will look when viewed in a web
browser.
Outline Displays the structure of the document as nested levels of headings
and body text, and provides tools for viewing and changing its
hierarchy.
Draft Displays the content of the document with a simplified layout so that
you can type and edit quickly. Layout elements such as headers and
footers are not displayed.

To switch views:
1. On the View tab, in the Document Views group, click the desired view button (see
Figure 1). Or, click the desired view button on the View Shortcuts toolbar located on the
right side of the Status bar (see Figure 2).

Figure 1 – Document Views Group on the View Tab

Figure 2 – View Shortcuts Toolbar

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Changing the Zoom Level
You can zoom in to make a document easier to read or zoom out to see more of the document.
Changing the zoom level does not change the document; it only changes how the document
appears on the screen.

To change the zoom level:

1. On the View tab, in the Zoom group, click the Zoom button (see Figure 3). Or, click the
Zoom button on the right side of the Status bar (see Figure 4).

Figure 4 – Zoom Button and Zoom Slider

Figure 3 – Zoom Group on the View Tab

2. In the Zoom dialog box, under Zoom to, select the desired zoom level. A preview
appears in the Preview box (see Figure 5).
3. Click the OK button.

Figure 5 – Zoom Dialog Box

NOTE: You can also adjust the zoom level by using the Zoom slider on the right side of the
Status bar (see Figure 4). You can drag the Zoom slider to the left or right, or click the Zoom
Out button or Zoom In button to change the percentage incrementally.

Splitting the Document Window

You can split the document window horizontally into two panes. This enables you to scroll each
pane separately so that you can view two different parts of a document at the same time.

To split the document window:

1. On the View tab, in the Window group, click the Split button . A horizontal split bar
appears in the document window (see Figure 6).

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 2. Click where you want to split the document window.

Figure 6 – Split Bar

3. To remove the split, double-click the split bar.

Viewing Multiple Documents

You can open more than one document at a time and switch between them as you work. You can
also view two documents side by side or view all open documents at once.

To switch document windows:

1. On the View tab, in the Window group, click the Switch Windows button , and then
click the document that you want to view.

To view two documents side by side:

1. On the View tab, in the Window group, click the View Side by Side button .
NOTE: If only two documents are open, they immediately appear side by side. If more than two
documents are open, the Compare Side by Side dialog box will open for you to select the second
document you want to display.

To view all open documents at once:

1. On the View tab, in the Window group, click the Arrange All button .
NOTE: You can use the Minimize, Restore Down, and Maximize buttons in the upper-right
corner of the window to control individual windows.

Adding Visual Elements

Word 2010 provides a wide range of tools that you can use to create visually compelling
documents. This section covers working with shapes, SmartArt graphics, and WordArt objects.

Inserting Shapes
Word 2010 provides a variety of ready-made shapes (lines, rectangles, circles, arrows, stars, etc.)
that you can insert into a document to add visual interest and impact.

To insert a shape:
1. On the Insert tab, in the Illustrations group, click the Shapes button, and then click the
desired shape (see Figure 7).
2. Drag the pointer where you want to place the shape until it is the desired size, and then
release the mouse button.
NOTE: To draw a proportional shape, hold down the Shift key while you drag.

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 Figure 7 – Shapes Gallery

When a shape is selected, the Drawing Tools Format tab becomes available on the Ribbon. The
tools on this tab enable you to modify and format the shape (see Figure 8).

Figure 8 – Drawing Tools Format Tab

Inserting SmartArt Graphics

SmartArt graphics allow you to create diagrams that convey processes or relationships. Word
2010 provides a variety of built-in SmartArt graphics to choose from, including graphical lists,
organization charts, and process diagrams.

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To insert a SmartArt graphic:
1. Click in the document where you want to insert the SmartArt graphic.
2. On the Insert tab, in the Illustrations group, click the SmartArt button . The Choose
a SmartArt Graphic dialog box opens (see Figure 9).
3. In the left pane, click the desired category (such as All, List, Process, Cycle, Hierarchy,
Relationship, Matrix, Pyramid, or Picture).
4. In the center pane, click the desired graphic style. A larger preview and description
appear in the right pane.
5. Click the OK button. The SmartArt graphic is placed in the document.
6. Replace the placeholder text with your own text.
7. When you are finished, click outside the SmartArt graphic to deselect it.

Figure 9 – Choose a SmartArt Graphic Dialog Box

When a SmartArt graphic is selected, the SmartArt Tools contextual tabs become available on
the Ribbon. You can use the tools on the Design and Format tabs to change the structure and
appearance of the graphic (see Figure 10 and Figure 11).

Figure 10 – SmartArt Tools Design Tab

Figure 11 – SmartArt Tools Format Tab

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Inserting WordArt Objects
You can use WordArt to add special text effects to a document. Word 2010 provides a variety of
WordArt styles to choose from. These styles combine outlines, fills, shadows, reflections, glow
effects, beveled edges, and three-dimensional rotation to make text stand out.

To insert a WordArt object:

1. Click in the document where you want to insert the WordArt object.
2. On the Insert tab, in the Text group, click the WordArt button, and then click the
desired style (see Figure 12). A WordArt object is placed in the document.
3. Replace the placeholder text with your own text.
4. When you are finished, click outside the WordArt object to deselect it.

Figure 12 – WordArt Gallery

When a WordArt object is selected, the Drawing Tools Format tab becomes available on the
Ribbon. The tools on this tab enable you to modify and format the object (see Figure 13).

Figure 13 – Drawing Tools Format Tab

Finding and Replacing Text

The Find and Replace commands make it easy to find or replace specific text in a document.
Word 2010 provides two ways to find text; you can use the Find and Replace dialog box or the
Navigation pane.

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To find text:
1. Click at the beginning of the document.
2. On the Home tab, in the Editing group, click the arrow on the Find button, and then
click Advanced Find (see Figure 14). The Find and Replace dialog box opens with the
Find tab selected (see Figure 15).
NOTE: Clicking the Find button in the Editing group displays the Navigation pane. You can use
the Search box at the top of this pane to find text in the document.

Figure 14 – Editing Group on the Home Tab

Figure 15 – Find and Replace Dialog Box: Find Tab

3. In the Find what box, type the text that you want to find.
NOTE: Clicking the More button in the lower-left corner of the Find and Replace dialog box
expands it and displays additional options that can be used to limit the search (e.g., match case,
find whole words only).
4. Click the Find Next button to start the search. If a match is found, the first instance of the
text is highlighted in the document.
5. Click the Find Next button again to search for additional instances of the text.
6. To highlight all instances of the text, click the Reading Highlight button, and then click
Highlight All.
7. When you are finished, click the Close or Cancel button to close the Find and Replace
dialog box.

To replace text:
1. Click at the beginning of the document.
2. On the Home tab, in the Editing group, click the Replace button (see Figure 14). The
Find and Replace dialog box opens with the Replace tab selected (see Figure 16).
3. In the Find what box, type the text that you want to replace.
4. In the Replace with box, type the replacement text.
NOTE: Clicking the More button in the lower-left corner of the Find and Replace dialog box
expands it and displays additional options that can be used to limit the search (e.g., match case,
find whole words only).
5. Click the Find Next button to start the search. If a match is found, the first instance of the
text is highlighted in the document.
6. For each instance of the text that is found, do one of the following:

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  Click the Replace button to replace that instance and go the next instance.
 Click the Replace All button to replace all instances in the document.
 Click the Find Next button to leave that instance unchanged and go to the next
instance.
7. When you are finished, click the Close or Cancel button to close the Find and Replace
dialog box.

Figure 16 – Find and Replace Dialog Box: Replace Tab

Reviewing Documents
Many documents are developed collaboratively by a team of people or undergo some sort of a
review process. With Word 2010, you can easily track changes that you make to a document,
insert comments in a document to make suggestions or explain edits, accept or reject changes
made by other reviewers, as well as compare or combine multiple versions of the same
document. The reviewing tools are available on the Review tab of the Ribbon (see Figure 17).

Figure 17 – Review Tab

Changing User Information

The user name and initials that appear in the Word Options dialog box are used to identify your
tracked changes and comments. Before reviewing any document, each reviewer should update
their user information so that everyone can easily identify who made which changes.

To change your user information:

1. On the Review tab, in the Tracking group, click the arrow on the Track Changes
button, and then click Change User Name (see Figure 18).

Figure 18 – Track Changes Menu

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 2. In the Word Options dialog box, on the General tab, under Personalize your copy of
Microsoft Office, type your user name and initials in the corresponding boxes, and then
click the OK button (see Figure 19).

Figure 19 – Word Options Dialog Box

Tracking Changes
Whether you work on a document alone or with others, it is often important to keep a record of
what has been changed, who made the changes, and when the changes were made. By turning on
the Track Changes feature, you can track all changes made to the document, including insertions,
deletions, and formatting changes.

When Word tracks changes, any additions to the document are marked with an underline,
deletions are indicated with a strikethrough line, and formatting changes appear in balloons in
the right margin. In addition, all changes are marked in the left margin by a vertical line. Each
reviewer’s changes appear in a different color from the original text.

To track changes:
1. On the Review tab, in the Tracking group, click the Track Changes button (see Figure
20). The button changes color.
2. Edit or format the document as needed.

Figure 20 – Tracking Group on the Review Tab

NOTE: You can turn off Track Changes by clicking the Track Changes button again. Turning
off the feature does not remove any changes that have already been tracked.

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Working with Comments
Using comments is a great way to provide feedback to others. You can use the commands in the
Comments group on the Review tab of the Ribbon to insert and delete comments, as well as
navigate between comments in the document (see Figure 21).

Figure 21 – Comments Group on the Review Tab

Inserting Comments
When reviewing a document, you can insert comments to ask questions, make suggestions, or
explain edits.

To insert a comment:
1. Select the text that you want to comment on, or click at the end of the text.
2. On the Review tab, in the Comments group, click the New Comment button .A
Comment balloon appears in the right margin, next to the line of text that has the
comment (see Figure 22).
3. Type your comment inside the Comment balloon, and then click outside of the balloon
to complete the comment.
NOTE: After inserting a comment, you can edit it by clicking inside its Comment balloon,
making the desired changes, and then clicking outside of the balloon.

Figure 22 – Comment Balloon

Deleting Comments
You can delete comments that are no longer needed. Comments can be deleted individually or all
at once.

To delete a comment:
1. Click its Comment balloon in the right margin.
2. On the Review tab, in the Comments group, click the Delete button .
NOTE: You can quickly delete a single comment by right-clicking its Comment balloon in the
right margin, and then clicking Delete Comment on the shortcut menu.

To delete all comments in a document:

1. Click a Comment balloon in the
right margin.
2. On the Review tab, in the
Comments group, click the arrow on
the Delete button, and then click
Delete All Comments in Document
(see Figure 23). Figure 23 – Delete Comment Menu

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Showing or Hiding Tracked Changes or Comments
To prevent you from inadvertently distributing documents that contain tracked changes and
comments, Word 2010 displays tracked changes and comments by default. You can use the
Display for Review menu to determine exactly what displays when a document contains tracked
changes. For example, you may want to view a document as it will appear after all changes are
incorporated.

The Display for Review menu includes the following options:

 The Final: Show Markup view displays the final document with all tracked changes and
comments showing. This is the default view for all documents opened in Word.
 The Final view displays the document with all changes incorporated into the text and
without tracked changes showing. However, any tracked changes or comments that have
not been accepted, rejected, or deleted remain in the document.
 The Original: Show Markup view displays the original text with tracked changes and
comments.
 The Original view displays the original document without tracked changes and
comments showing. However, any tracked changes or comments that have not been
accepted, rejected, or deleted remain in the document.

To show or hide tracked changes or comments:

1. On the Review tab, in the Tracking group, click the arrow on the Display for Review
box, and then select the desired option (see Figure 24).

Figure 24 – Display for Review Menu

NOTE: Clicking the Reviewing Pane button in the Tracking group on the Review tab of the Ribbon
displays revisions in a separate pane. The Reviewing Pane displays all of the changes that currently
appear in the document, the total number of changes, and the number of changes of each type. To close
the Reviewing Pane, click the Close button in the upper-right corner of the pane (see Figure 25).

Figure 25 – Reviewing Pane

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Displaying Changes in Different Ways
You can display all changes in a document in different ways. For example, you can display
tracked changes by type of edit (such as insertions and deletions or formatting changes). You can
also display only the comments. You can turn off balloons to display all comments and tracked
changes inline. You can even display only the changes made by a specific reviewer.

To display changes by type of edit:

1. On the Review tab, in the Tracking group, click the Show Markup button, and then
select the type of change that you want to display (see Figure 26).
NOTE: A check mark next to an item indicates that the item is selected.

Figure 26 – Show Markup Menu

To display changes by reviewer:

1. On the Review tab, in the Tracking group, click the Show Markup button, point to
Reviewers, and then click to deselect all check boxes except the one next to the reviewer
whose changes and comments you want to display (see Figure 27).
NOTE: To select or deselect the check boxes for all reviewers in the list, click All Reviewers.

Figure 27 – Show Markup Menu with Reviewers Submenu

To change the way that markup is displayed:

1. On the Review tab, in the Tracking group, click the Show Markup button, point to
Balloons, and then select the desired option (see Figure 28).

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 Figure 28 – Show Markup Menu with Balloons Submenu

Accepting or Rejecting Changes

If a document contains tracked changes, all the information about each change will stay in the
document until you accept or reject the change. Changes can be accepted or rejected one at a
time or all at once. You can use the commands in the Changes group on the Review tab of the
Ribbon to accept or reject changes as well as navigate between changes in the document (see
Figure 29).

Figure 29 – Changes Group on the Review Tab

To accept or reject changes one at a time:

1. On the Review tab, in the Changes group, click the Next or Previous button to locate a
change, or click a change in the text or in a balloon.
2. On the Review tab, in the Changes group, click the Accept button to make the change
permanent or the Reject button to remove the change.
3. Continue accepting or rejecting changes until there are no more tracked changes in the
document.
NOTE: You can also right-click a change, and then click Accept or Reject on the shortcut menu.

To accept all changes at once:

1. On the Review tab, in the Changes group, click the arrow on the Accept button, and then
click Accept All Changes in Document (see Figure 30).

Figure 30 – Accept Menu

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To reject all changes at once:
1. On the Review tab, in the Changes group, click the arrow on the Reject button, and then
click Reject All Changes in Document (see Figure 31).

Figure 31 – Reject Menu

Comparing or Combining Documents

The Compare feature allows you to compare two versions of the same document. The Combine
feature allows you to combine multiple revisions into a single document. In both cases, Word
shows the differences with revision marks.

To compare or combine two documents:

1. On the Review tab, in the Compare group, click the Compare button, and then click
Compare or Combine (see Figure 32). The Compare Documents or Combine
Documents dialog box opens (see Figure 33).
NOTE: The Compare Documents or Combine Documents dialog boxes are very similar.

Figure 32 – Compare Menu

Figure 33 – Compare Documents Dialog Box

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 2. In the Original document section, click the Folder button , locate and select the
original document, and then click the Open button.
3. In the Revised document section, click the Folder button , locate and select the
revised document, and then click the Open button.
NOTE: Clicking the More button displays additional options. By default, all of the Comparison
settings are enabled, Show changes at is set to Word level, and Show changes in is set to New
document.
4. Click the OK button.

Using the Mail Merge Wizard

You can use the Mail Merge feature in Word 2010 to create mass mailings. The mail merge
process combines static information stored in one file (main document) with variable information
stored in another file (data source) to produce personalized documents. The main document
contains the text and graphics that are the same in each copy of the merged document. It also
contains placeholders (called merge fields) for the variable data. The data source contains the
data that varies in each copy of the merged document. It can be an Access database, Excel
worksheet, Outlook contacts list, etc.

This section covers how to use the Mail Merge wizard to perform a mail merge, using letters as
an example. The mail merge process includes the following general steps:
 Select the document type and main document.
 Connect the main document to a data source and refine the recipients list.
 Add merge fields to the main document.
 Preview the results and complete the merge.

To perform a mail merge:

1. Create a new blank document and type your letter, or open an existing letter.
2. On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button,
and then click Step by Step Mail Merge Wizard (see Figure 34). The Mail Merge pane
opens on the right side of the program window (see Figure 35).
NOTE: The Mail Merge wizard guides you through each step in the process. In addition, you can
go back to any previous step to review or modify the selected options.

Figure 34 – Start Mail Merge Menu

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3. In Step 1 of 6, in the Select document type section, select the Letters option (see Figure
35).
NOTE: You can create letters, e-mail messages, envelopes, labels, or a directory. The document
type you select determines the subsequent steps.
4. Click the Next link at the bottom of the Mail Merge pane to continue.

Figure 35 – Mail Merge Pane: Step 1 of 6

5. In Step 2 of 6, in the Select starting document section, select the Use the current
document option (see Figure 36).
NOTE: You can start with the currently open document and add merge fields, start with a mail
merge template and customize it to suit your needs, or start with an existing mail merge document
and make changes to the content or recipients.
6. Click the Next link at the bottom of the Mail Merge pane to continue.

Figure 36 – Mail Merge Pane: Step 2 of 6

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7. In Step 3 of 6, in the Select recipients section, select the Type a new list option, and
then click the Create link (see Figure 37).
NOTE: You can use an existing list, use your contacts list in Outlook, or create a new list from
scratch.

Figure 37 – Mail Merge Pane: Step 3 of 6

8. In the New Address List dialog box, type the information for the first recipient (see
Figure 38).
9. Click the New Entry button, and then type the information for the next recipient.
NOTE: If you want to add, delete, rename, or reorder columns, click the Customize Columns
button to open the Customize Address List dialog box, make the desired changes, and then click
the OK button.
10. When the list is complete, click the OK button.

Figure 38 – New Address List Dialog Box

11. In the Save Address List dialog box, select a location to save the file, type a name in the
File name box, and then click the Save button.
NOTE: The list is saved as an Access database (with an .mdb extension) which you can reuse for
future mail merges. You can open the file in Access to make changes to it.

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12. In the Mail Merge Recipients dialog box, select the check box next to each recipient you
want to include in the mail merge, and deselect the check box next to each recipient you
want to exclude from the mail merge (see Figure 39).
NOTE: The order in which the mail merge results appear is determined by the order of the entries
in the recipients list. If you want to sort the list of recipients, click the column heading of the field
that you want to sort by.
13. When you are finished, click the OK button.

Figure 39 – Mail Merge Recipients Dialog Box

14. Click the Next link at the bottom of the Mail Merge pane to continue.
15. In Step 4 of 6, click in the document where you want to insert a merge field.
16. In the Mail Merge pane, in the Write your letter section, click the link for the merge
field that you want to insert (e.g., Address block, Greeting line), select the desired
options in the dialog box that opens, and then click the OK button (see Figure 40). A
placeholder is inserted in the main document (e.g., «AddressBlock», «GreetingLine»).
NOTE: The Address block field adds name and address information. The Greeting line field
adds the opening salutation along with the name of the recipient. The More items link allows you
to insert any field from your recipient list.
17. Repeat steps 15 through 16 until the main document contains all the necessary merge
fields.
NOTE: To format merged data, you must format the merge fields in the main document. When
formatting merge fields, select the whole field, including the chevrons (« ») at each end.
18. Click the Next link at the bottom of the Mail Merge pane to continue. The first merged
document appears in the document window.

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 Figure 40 – Mail Merge Pane: Step 4 of 6

19. In Step 5 of 6, in the Preview your letters section, click the Next button or Previous
button to preview each merged letter (see Figure 41).
NOTE: You can preview the merged letter for a particular recipient by clicking the Find a
recipient link. You can exclude the displayed recipient from the merge by clicking the Exclude
this recipient button. You can also make changes to the recipient list by clicking the Edit
recipient list link.

Figure 41 – Mail Merge Pane: Step 5 of 6

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 20. Click the Next link at the bottom of the Mail Merge pane to continue.
21. In Step 6 of 6, in the Merge section, click the Print link (see Figure 42).
NOTE: You can personalize individual letters by clicking the Edit Individual Letters link.

Figure 42 – Mail Merge Pane: Step 6 of 6

22. In the Merge to Printer dialog box, select the range of letters that you want to print, and
then click the OK button (see Figure 43).

Figure 43 – Merge to Printer Dialog Box

23. In the Print dialog box, select the desired options, and then click the OK button.

Using Templates
Templates are a great way to save time and create consistent documents. Most templates contain
styles and page layout settings, and many are pre-populated with text, tables, images, and other
content that you can modify to fit your needs. Word 2010 includes a variety of built-in templates
that you can use to create documents such as letters, reports, newsletters, and resumes. If you
have an Internet connection, you can find templates for most kinds of documents on Office.com.

To use a template:
1. Click the File tab, and then click New. The New page of the Backstage view displays
thumbnails of the available templates and template categories (see Figure 44).
2. Do one of the following:
 To use one of the built-in templates, under Available Templates, click Sample
templates, select the desired template, and then click the Create button.

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  To use a template available on Office.com, under Office.com Templates, select a
template category, select the desired template, and the click the Download button.
NOTE: You can also search for templates on Office.com from within Word by typing one or
more search terms in the Search Office.com for templates box, and then pressing the Enter
key.

Figure 44 – New Page of the Backstage View

Creating Custom Templates

If none of the templates that come with Word 2010 or that you download from Office.com meets
your needs, you can create your own template. To create a custom template, you simply create a
document containing the content, styles, and settings that you want, and then save it as a
document template (a .dotx file) rather than a document (a .docx file). You can save a custom
template anywhere, and then browse to and double-click the file name to open a new document
based on the template. However, if you save the template in your personal templates folder, it
will be available when you click My templates on the New page of the Backstage view (see
Figure 44).

To create a custom template:

1. Click the File tab, and then click New.
2. Under Available Templates, click Blank document, and then click the Create button. A
new blank document opens in a new window.
3. Make the changes that you want to the margin settings, page size and orientation, styles,
and other formats.
4. Add any text and graphics that you want to include in all new documents that are based
on this template.
5. Click the File tab, and then click Save As.
6. In the Save As dialog box, scroll to the top of the folder list and select Templates under
Microsoft Word (see Figure 45).
7. Click the Save as type arrow and select Word Template (*.dotx) from the list.
8. In the File name box, type a name for the template.
9. Click the Save button.
10. To close the template, click the File tab, and then click Close.

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 Figure 45 – Save As Dialog Box

Viewing and Changing Document Properties

Document properties, also known as metadata, are details about a file that describe or identify it.
You can add or change properties such as title, author, and subject. Other properties such as file
size and creation date can be viewed, but they cannot be edited.

To view or change document properties:

1. Click the File tab. The Info page of
the Backstage view displays
document properties in the right pane
(see Figure 46).
2. To display more properties, click the
Show All Properties link at the
bottom of the pane.
3. To add or change properties, point to
the property that you want to edit,
click the box that appears around the
property to activate it, enter the
desired value, and then click outside
the box.

Figure 46 – Document Properties

146
 NOTE: To display the properties in a panel or dialog box, click the Properties button at the top
of the pane, and then click Show Document Panel or Advanced Properties (see Figure 47).

Figure 47 – Properties Menu

4. When you are finished, click any tab on the Ribbon to exit the Backstage view.

Protecting Documents
In Word 2010, you can set a password to help prevent unauthorized users from opening a
document. This can be used to protect files stored on computers and external storage devices, as
well as data being transferred via networks.

To protect a document:
1. Click the File tab. The Info page of the Backstage view displays.
2. In the center pane, click the Protect Document button, and then click Encrypt with
Password (see Figure 48).

Figure 48 – Protect Document Menu

3. In the Encrypt Document dialog box, type a password in the Password box, and then
click the OK button (see Figure 49).
NOTE: Passwords are case-sensitive. Lost or forgotten passwords cannot be recovered.

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 Figure 49 – Encrypt Document Dialog Box

4. In the Confirm Password dialog box, retype the password in the Reenter password
box, and then click the OK button (see Figure 50).

Figure 50 – Confirm Password Dialog Box

NOTE: If you want to remove the password, click the File tab to display the Info page, click the
Protect Document button, and then click Encrypt with Password. In the Encrypt Document
dialog box, delete the password, and then click the OK button.

148
 SPREADSHEET: MICROSOFT EXCEL 2010

Microsoft Excel 2010 is a spreadsheet program that is used to manage, analyze, and present data.
It includes many powerful tools that can be used to organize and manipulate large amounts of
data, perform complex calculations, create professional-looking charts, enhance the appearance
of worksheets, and more. This handout provides an overview of the Excel 2010 user interface
and covers how to perform basic tasks such as creating and saving workbooks, selecting cells,
rows, and columns, entering and editing data, formatting text and numbers, positioning cell
contents, applying cell styles, and getting help.

Starting Excel
There are multiple ways to start Excel. You can start Excel 2010 from the Start menu (in
Windows 7), or by opening an existing Excel file.

To start Excel 2010 from the Start menu:

1. Click the Start button, click All Programs, click Microsoft Office, and then click
Microsoft Excel 2010. The program window opens with a new blank workbook.

Overview of the User Interface

All the Microsoft Office 2010 programs share a common user interface so you can apply basic
techniques that you learn in one program to other programs. The Excel 2010 program window is
easy to navigate and simple to use (see Figure 1 and Table 1).

Figure 1 – Excel 2010 Program Window

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Table 1 – Excel 2010 Program Window Elements

Name Description
Title bar Appears at the top of the program window and displays the name of the
workbook and the program. The buttons on the right side of the Title bar are
used to minimize, maximize, restore, and close the program window.
Quick Access Appears on the left side of the Title bar and contains frequently used
toolbar commands that are independent of the tab displayed on the Ribbon.
Ribbon Extends across the top of the program window, directly below the Title bar,
and consists of a set of tabs, each of which contains groups of related
commands.
Formula bar Appears below the Ribbon and displays the data or formula stored in the
active cell. It can also be used to enter or edit a formula, a function, or data
in a cell.
Name box Appears on the left side of the Formula bar and displays the active cell
address or the name of the selected cell, range, or object.
Workbook Appears below the Formula bar and displays a portion of the active
window worksheet.
Sheet tabs Each tab represents a different worksheet in the workbook. A workbook can
have any number of worksheets, and each worksheet has its name displayed
on its tab.
Scroll bars Appear along the right side and bottom of the workbook window and enable
you to scroll through the worksheet.
Status bar Appears at the bottom of the program window and displays various
messages. The tools on the right side of the Status bar can be used to display
the worksheet in a variety of views and to change the magnification of the
worksheet.

Quick Access Toolbar

The Quick Access toolbar provides one-click access to commonly used commands and options.
By default, it is located on the left side of the Title bar and displays the Save, Undo, and Redo
buttons (see Figure 1). You can change the location of the Quick Access toolbar as well as
customize it to include commands that you use frequently.

Figure 2 – Quick Access Toolbar

To add a command to the Quick Access toolbar:

1. On the Ribbon, right-click the command that you want to add, and then click Add to
Quick Access Toolbar on the shortcut menu.

To remove a command from the Quick Access toolbar:

1. On the Quick Access toolbar, right-click the command that you want to remove, and then
click Remove from Quick Access Toolbar on the shortcut menu.

NOTE: Clicking the arrow on the right side of the Quick Access toolbar displays a menu which includes
additional commands and options that can be used to customize the toolbar. A check mark next to an item
indicates that the item is selected (see Figure 3).

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 Figure 3 – Customize Quick Access Toolbar Menu

Ribbon
The Ribbon is designed to help you quickly find the commands that you need to complete a task.
It consists of a set of task-specific tabs (see Figure 4 and Table 2). The main tabs are visible at all
times. Other tabs, known as contextual tabs, appear only when you create or select certain types
of objects (e.g., images, tables, charts). These tabs are indicated by colored headers and contain
commands that are specific to working with the selected object. Clicking a tab displays a set of
related commands that are organized into logical groups. Commands generally take the form of
buttons and lists; some appear in galleries. Some commands include an integrated or separate
arrow; clicking the arrow displays options available for the command. The appearance of the
buttons and groups on the Ribbon changes depending on the width of the program window. If a
command on the Ribbon appears dimmed, it is unavailable. Pointing to a command on the
Ribbon displays its name, description, and keyboard shortcut (if it has one) in a ScreenTip.

A dialog box launcher appears in the lower-right corner of most groups on the Ribbon (see
Figure 4). Clicking it opens a related dialog box or task pane which offers additional options or
more precise control than the commands available on the Ribbon.

You can minimize the Ribbon to make more space available on the screen by clicking the
Minimize the Ribbon button on the right side of the Ribbon (see Figure 4). You can expand
the Ribbon by clicking the Expand the Ribbon button . When the Ribbon is minimized, only
the tab names are visible.

Figure 4 – Tabs and Groups on the Ribbon

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Table 2 – Ribbon Tabs

Name Description
File Displays the Backstage view which contains commands related to managing files
and customizing the program. The File tab replaces the Microsoft Office button
and File menu used in earlier releases of Microsoft Office.
Home Contains the most frequently used commands. The Home tab is active by default.
Insert Contains commands related to all the items that you can insert into a worksheet.
Page Layout Contains commands that affect the overall appearance of a worksheet.
Formulas Contains commands used to insert formulas, name cells or ranges, audit formulas,
or control how Excel performs calculations.
Data Contains data-related commands, including data validation commands.
Review Contains commands used to check spelling, translate words, add comments, or
protect worksheets.
View Contains commands related to changing the view and other aspects of the display.

Backstage View
The File tab (the first tab on the Ribbon) is used to display the Backstage view which contains all
the commands related to managing files and customizing the program. It provides an easy way to
create, save, open, share, print, and close files; find recently used files; view and update file
properties; set permissions; set program options; get help; and exit the program.

To display the Backstage view:

1. Click the File tab on the Ribbon (see Figure 5).

To exit the Backstage view:

1. Click any tab on the Ribbon. Or, press the Esc key.

Figure 5 – Info Page of the Backstage View

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Overview of Workbooks
An Excel file is called a workbook. Each new workbook contains three blank worksheets; you
can insert additional worksheets or delete existing worksheets as needed. By default, a new
workbook is named Book1 and the three worksheets are named Sheet1, Sheet2, and Sheet3. Each
worksheet consists of 1,048,576 rows (numbered 1 through 1,048,576) and 16,384 columns
(labeled A through XFD). The box formed by the intersection of a row and a column is called a
cell. Cells are used to store data. Each cell is identified by its address which consists of its
column letter and row number (e.g., cell A1 is the cell in the first column and first row). A group
of cells is called a range. A range is identified by the addresses of the cells in the upper-left and
lower-right corners of the selected block of cells, separated by a colon (e.g., A1:C10). Only one
cell can be active at a time. The active cell has a thick black border around it and its address
appears in the Name box on the left side of the Formula bar; the row and column headings of the
active cell appear in a different color to make it easier to identify (see Figure 6).

Figure 6 – Worksheet

Creating Workbooks
When you start Excel 2010 without opening an existing workbook, a new workbook containing
three blank worksheets is displayed, ready for you to enter your data. You can also create a new
workbook while Excel 2010 is running.

To create a new workbook:

1. Click the File tab, and then click New. The New page of the Backstage view displays
thumbnails of the available templates and template categories (see Figure 7).
2. Under Available Templates, click Blank workbook.
3. Click the Create button. A new blank workbook opens in a new window.
NOTE: You can also press Ctrl+N to create a new workbook.

153
 Figure 7 – New Page of the Backstage View

Saving Workbooks
Each workbook you create is temporary unless you save it as a file with a unique name or
location.

NOTE: By default, Excel 2010 workbooks are saved in the Excel Workbook format which has the .xlsx
file extension. Workbooks created in versions of Excel prior to Excel 2007 have the .xls file extension.
You can use Excel 2010 to save a workbook in the Excel 97-2003 Workbook format to make it compatible
with earlier versions of Excel. You can also use Excel 2010 to open workbooks created with earlier
versions of Excel, but the new features of Excel 2010 will not be available until the workbook is
converted to the .xlsx format.

To save a workbook for the first time:

1. On the Quick Access toolbar, click the Save button . Or, press Ctrl+S. The Save As
dialog box opens (see Figure 8).
2. In the left Navigation pane, select a location to save the file or leave the default location.
NOTE: By default, files are saved in the Documents folder.
3. In the File name box, type a name for the workbook.
NOTE: File names can have up to 218 characters and can include any combination of
alphanumeric characters, spaces, and special characters, with the exception of the forward slash
(/), backslash (\), greater than sign (>), less than sign (<), asterisk (*), question mark (?),
quotation mark (“), pipe symbol (|), and colon (:).
4. Click the Save button.
NOTE: After a workbook has been saved, subsequent saves will not open the Save As dialog box.
You can save changes by clicking the Save button on the Quick Access toolbar or by pressing
Ctrl+S. The new version of the workbook will overwrite the previous version.

154
 Figure 8 – Save As Dialog Box

Using Save As
The Save As command can be used to save a workbook in a different location, with a different
file name, or in a different file format.

To use the Save As command:

1. Click the File tab, and then click Save As. The Save As dialog box opens (see Figure 8).
2. To save the workbook in a different location, select the desired location in the left
Navigation pane.
3. To save the workbook with a different file name, type the desired name in the File name
box.
4. To save the workbook in a different file format, select the desired file format from the
Save as type list.
5. Click the Save button.

Closing Workbooks
When you finish working on a workbook, you should close the file. If the workbook contains any
unsaved changes, you will be prompted to save the changes before closing the file.

To close a workbook:
1. Click the File tab, and then click Close. Or, click the Close Window button in the upper-
right corner of the program window (see Figure 9).

Figure 9 – Close Window Button

155
Opening Workbooks
When you save a workbook, it is saved as a file. You can open the workbook at a later time to
view it, modify it, or print it.

To open a workbook:
1. Click the File tab, and then click Open. The Open dialog box opens (see Figure 10).

Figure 10 – Open Dialog Box

2. Locate and select the file that you want to open.

NOTE: If the file you want to open is not in the default folder, use the left Navigation pane in the
Open dialog box to select the appropriate drive or folder.
3. Click the Open button.

Moving Around and Making Selections

This section covers how to perform basic tasks such as moving around worksheets and selecting
cells, rows, and columns.

Moving Around Worksheets

There are various ways to navigate through a worksheet. Using the mouse and the scroll bars,
you can scroll through the worksheet in any direction. Using the navigational keys on the
keyboard, you can move from cell to cell, move up or down one page at a time, or move to the
first or last used cell in the worksheet (see Table 3). You can also navigate to a specific cell in
the worksheet by entering its address in the Name box.

NOTE: Scrolling with the mouse does not change the location of the active cell. To change the active cell,
you must click a new cell after scrolling.

156
Table 3 – Navigation Keyboard Shortcuts

Key Action
Down arrow or Enter Moves the active cell one cell down.
Up arrow or Shift+ Enter Moves the active cell one cell up.
Right arrow or Tab Moves the active cell one cell to the right.
Left arrow or Shift+Tab Moves the active cell one cell to the left.
Page Down Moves the active cell down one page.
Page Up Moves the active cell up one page.
Alt+Page Down Moves the active cell right one page.
Alt+Page Up Moves the active cell left one page.
Ctrl+Home Moves the active cell to cell A1.
Ctrl+End Moves the active cell to the last used cell in the worksheet.

Selecting Cells, Rows, and Columns

In order to work with a cell, you must first select it. When you want to work with more than one
cell at a time, you can quickly select ranges, rows, columns, or the entire worksheet.

To select a single cell:

1. Click the desired cell (see Figure 11).

Figure 11 – Active Cell

To select a range of cells:

1. Click the first cell that you want to include in the range, hold down the Shift key, and
then click the last cell in the range (see Figure 12). Or, drag from the first cell in the
range to the last cell.
NOTE: When a range is selected, every cell in the range is highlighted, except for the active cell.
You can deselect a range by pressing any arrow key or by clicking any cell in the worksheet.

To select nonadjacent cells or ranges:

1. Select the first cell or range, hold down the Ctrl key, and then select the other cells or
ranges (see Figure 13).

Figure 12 – Selected Range Figure 13 – Selected Nonadjacent Ranges

157
To select a single row or column:
1. Click the header of the row or column that you want to select (see Figure 14 and Figure
15).
NOTE: When a row or column is selected, every cell in the row or column is highlighted, except
for the active cell. You can deselect a row or column by pressing any arrow key or by clicking
any cell in the worksheet.

Figure 14 – Selected Row Figure 15 – Selected Column

To select multiple adjacent rows or columns:

1. Click the header of the first row or column that you want to select, hold down the Shift
key, and then click the header of the last row or column. Or, drag across the headers of
the rows or columns that you want to select.

To select multiple nonadjacent rows or columns:

1. Hold down the Ctrl key, and then click the headers of the rows or columns that you want
to select.

To select all cells in a worksheet:

1. Click the Select All button in the upper-left corner of the worksheet (see Figure 16). Or,
press Ctrl+A.

Figure 16 – Select All Button

Editing Worksheets
After creating a workbook, you can start adding data to a worksheet. If you need to make
changes, you can easily edit the data to correct errors, update information, or remove information
you no longer need.

Entering Data
The simplest way to add data to a worksheet is to select a cell and enter data. A cell can contain a
maximum of 32,767 characters and can hold any of three basic types of data: text, numbers, or
formulas.

NOTE: If you make a mistake while entering data, simply press the Backspace key to delete all or a
portion of your entry and enter the correct data.

158
Entering Text
You can enter text in a worksheet to serve as labels for values, headings for columns, or
instructions about the worksheet. Text is defined as any combination of letters and numbers. Text
automatically aligns to the left in a cell. If you enter text that is longer than its column’s current
width, the excess characters appear in the next cell to the right, as long as that cell is empty (see
Figure 17). If the adjacent cell is not empty, the long text entry appears truncated (see Figure 18).
The characters are not actually deleted and will appear if the width of the column is adjusted to
accommodate the long text entry.

Figure 17 – Overflowing Text Entry Figure 18 – Truncated Text Entry

To enter text:
1. Select the cell in which you want to
enter text.
2. Type the desired text, and then press
the Enter key.
NOTE: To enter a line break in a cell, Figure 19 – Cell with Line Breaks
press Alt+Enter (see Figure 19).

Entering Numbers
Numeric entries contain only numbers and are automatically aligned to the right in a cell.
Numbers can exist as independent values, or they can be used in formulas to calculate other
values. You can enter whole numbers (such as 5 or 1,000), decimals (such as 0.25 or 5.15),
negative numbers (such as -10 or -5.5), percentages (such as 20% or 1.5%), and currency values
(such as $0.25 or $20.99).

NOTE: A number that does not fit within a column is displayed as a series of pound signs (#####). To
accommodate the number, increase the column width.

To enter a number:
1. Select the cell in which you want to enter the number.
2. Type the desired number, and then press the Enter key.

Entering Dates and Times

Excel treats dates and times as special types of numeric values.

To enter a date:
1. Select the cell in which you want to enter the date.
2. Type the month, day, and year, with each number separated by a forward slash (/) or a
hyphen (-), and then press the Enter key.

To enter a time:
1. Select the cell in which you want to enter the time.
2. Type the hour, a colon (:), and the minutes, press the Spacebar, type a for A.M. or p for
P.M., and then press the Enter key.

159
Editing Data
If a cell contains a long entry and you only want to change a few characters, it is faster to edit the
data than to retype the entire entry. You can edit the contents of a cell directly in the cell or in the
Formula bar.

To edit data:
1. Double-click the cell that contains the data you want to edit. The cursor (a blinking
vertical line) appears in the cell in the location that you double-clicked.
2. To insert characters, click where you want to make changes, and then type the new
characters.
NOTE: You can also move the cursor by pressing the Home, End, or arrow keys.
3. To delete characters, click where you want to make changes, and then press the
Backspace or Delete key.
NOTE: Pressing the Backspace key deletes the character to the left of the cursor; pressing the
Delete key deletes the character to the right of the cursor.
4. When you are finished, press the Enter key.
NOTE: If you are editing data and decide not to keep your edits, press the Esc key to return the
cell to its previous state.

Replacing Data
You can replace the entire contents of a cell with new data. Any formatting applied to the cell
remains in place and is applied to the new data.

To replace data:
1. Select the cell that contains the data you want to replace.
2. Type the new data, and then press the Enter key.

Deleting Data
You can delete the entire contents of a cell if the data is no longer needed. Deleting data does not
remove any formatting applied to the cell.

To delete data:
1. Select the cell that contains the data you want to delete.
2. Press the Delete key.

Moving and Copying Cells

You can copy or move a cell from one location to another in a worksheet. When you copy a cell,
you make a copy of the original cell and paste it in another location. When you move a cell, you
remove the cell from its original location and paste it in another location. A copied cell can be
pasted multiple times; a cut cell can be pasted only once.

NOTE: Cut or copied data is stored on the Clipboard, a temporary storage area. You can access it by
clicking the dialog box launcher in the Clipboard group on the Home tab of the Ribbon (see Figure
20).

160
 Figure 20 – Clipboard Group on the Home Tab

To move or copy a cell:

1. Select the cell that you want to move or copy.
2. On the Home tab, in the Clipboard group, do one of the following:
 To move the cell, click the Cut button . Or, press Ctrl+X.
 To copy the cell, click the Copy button . Or, press Ctrl+C.
3. Select the cell where you want to paste the cut or copied cell.
4. On the Home tab, in the Clipboard group, click the Paste button . Or, press Ctrl+V.
NOTE: A marquee (scrolling dotted line) appears around cells that are cut or copied. You can
remove the marquee by pressing the Esc key (see Figure 21).

Figure 21 – Cells with Marquee

Using Paste Special

The Paste Special command is a very useful editing feature. It allows you to control which
aspect of the copied cell to paste into the target cell. For example, you can choose to paste only
the copied cell’s formula, only the result of the formula, only the cell’s formatting, etc. You must
copy to use the Paste Special command; when you cut, the Paste Special command is not
available.

To use the Paste Special command:

1. Select the cell that contains the value,
formula, or formatting you want to copy.
2. On the Home tab, in the Clipboard
group, click the Copy button .
3. Select the cell where you want to paste
the value, formula, or formatting.
4. On the Home tab, in the Clipboard
group, click the Paste arrow and select
the desired option from the menu (see
Figure 22).
NOTE: Pointing to a command on the Paste
menu displays its name in a ScreenTip. You
can access more options by clicking Paste
Special at the bottom of the menu. Figure 22 – Paste Menu

161
Clearing Cells
You can clear a cell to remove its contents, formats, or comments. When clearing a cell, you
must specify whether to remove one, two, or all three of these elements from the cell.

To clear a cell:
1. Select the cell that you want to clear.
2. On the Home tab, in the Editing group, click the Clear button and select the desired
option (see Figure 23).

Figure 23 – Clear Menu

Undoing and Redoing Changes

The Undo command allows you to reverse the results of the previous action. Once the Undo
command is used, the Redo command becomes available. The Redo command allows you to
restore the results of the action you reversed with the Undo command.

To undo an action:
1. On the Quick Access toolbar, click the Undo button . Or, press Ctrl+Z.

To redo an action:
1. On the Quick Access toolbar, click the Redo button . Or, press Ctrl+Y.

Formatting Worksheets
Excel 2010 includes a number of features that can be used to easily format a worksheet.
Formatting enhances the appearance of a worksheet and makes it look professional.

Live Preview
The Live Preview feature allows you to see how different formatting options will look before you
apply them. As you move the mouse pointer over the list items or thumbnail images in the
galleries, the formatting of the selected cell or object temporarily changes. You can apply the
previewed formatting by clicking the selected option. You can also cancel live previewing
without making any changes by pressing the Esc key.

Mini Toolbar
The Mini toolbar contains frequently used formatting commands. It appears above the shortcut
menu when you right-click a cell or an object that can be formatted (see Figure 24).

162
 Figure 24 – Mini Toolbar

Formatting Cells and Cell Contents

You can make a worksheet easier to read and understand by applying different types of
formatting to cells and cell contents. This includes changing the font, font size, font style, and
font color, as well as adding cell borders and changing the background color of cells. Since
formatting is attached to the cell and not to the entry, you can format a cell before or after you
enter the data. The Font group on the Home tab of the Ribbon provides quick access to the most
commonly used formatting commands (see Figure 25).

Figure 25 – Font Group on the Home Tab

Changing the Font

A font is defined as a group of characters sharing similar type attributes. The default font in new
Excel 2010 workbooks is Calibri.

To change the font:

1. Select the cell that you want to format.
2. On the Home tab, in the Font group, click the Font arrow and select the
desired font from the list.

Changing the Font Size

Font size is measured in points. The larger the font size, the larger the data. The default font size
in new Excel 2010 workbooks is 11 points.

To change the font size:

1. Select the cell that you want to format.
2. On the Home tab, in the Font group, click the Font Size arrow and select the
desired font size from the list. If a font size you want is not listed in the Font Size list,
click in the Font Size box, type the desired number, and then press the Enter key.

NOTE: You can also change the font size by clicking the Increase Font Size button or
Decrease Font Size button in the Font group on the Home tab of the Ribbon.

Applying Font Styles

You can apply one or more font styles to emphasize important data in a worksheet. Font styles
are attributes such as bold, italic, and underline. Bolding makes the characters darker. Italicizing
slants the characters to the right. Underlining adds a line below the characters in a cell, not the
cell itself.

163
To bold or italicize data:
1. Select the cell that you want to format.
2. On the Home tab, in the Font group, click the Bold button or the Italic button .

To underline data:
1. Select the cell that you want to format.
2. On the Home tab, in the Font group, do one of the following (see Figure 26):
 To apply a single underline, click the Underline button.
 To apply a double underline, click the Underline arrow, and then click Double
Underline.

Figure 26 – Underline Menu

NOTE: The Bold, Italic, and Underline buttons are toggles. If you select a cell to which one of these
formats has been applied, and then click the corresponding button, that format is removed.

Adding Cell Borders

You can add borders to any or all sides of a single cell or range. Excel includes several
predefined border styles that you can use.

To add a cell border:

1. Select the cell to which you want to
add a border.
2. On the Home tab, in the Font group,
click the Borders button to apply the
most recently used border style, or
click the Borders arrow and select a
different border style from the menu
(see Figure 27).
NOTE: You can remove a cell border by
clicking the Borders arrow, and then
clicking No Border.

Figure 27 – Borders Menu

164
Changing the Font Color and Fill Color
You can change the font color or fill color of cells to emphasize important data or add visual
impact to a worksheet. Fill color refers to the background color of a cell.

To change the font color:

1. Select the cell that you want to format.
2. On the Home tab, in the Font group, click the Font Color button to apply the most
recently used color, or click the Font Color arrow and select a different color from the
color palette (see Figure 28).

To change the fill color:

1. Select the cell that you want to format.
2. On the Home tab, in the Font group, click the Fill Color button to apply the most
recently used color, or click the Fill Color arrow and select a different color from the
color palette (see Figure 29).
NOTE: You can remove a fill color by clicking the Fill Color arrow, and then clicking No Fill.

Figure 28 – Font Color Palette Figure 29 – Fill Color Palette

Formatting Numbers
You can apply number formats to cells containing numbers to better reflect the type of data they
represent. For example, you can display a numeric value as a percentage, as currency, as a date
or time, etc. The Number group on the Home tab of the Ribbon provides quick access to the most
commonly used number formats (see Figure 30).

NOTE: Formatting does not change the actual value stored in a cell. The actual value is used in
calculations and is displayed in the Formula bar when the cell is selected.

Figure 30 – Number Group on the Home Tab

165
To format numbers:
1. Select the cell that you want to format.
2. On the Home tab, in the Number group, do
one of the following (see Figure 30):
 Click the Accounting Number Format
button to display the number with
a dollar sign, comma separators, and two
decimal places.
NOTE: You can select a different currency
symbol by clicking the Accounting
Number Format arrow and selecting the
desired symbol from the menu.

 Click the Percent Style button to

convert the number to a percentage and
display it with a percent sign.
 Click the Comma Style button to
display the number with comma
separators and two decimal places.
NOTE: You can access additional number
formats from the Number Format menu
(see Figure 31).

Figure 31 – Number Format Menu

To change the number of decimal places:

1. Select the cell that you want to format.
2. On the Home tab, in the Number group, do one of the following (see Figure 30):
 Click the Increase Decimal button to increase the number of decimal places.
 Click the Decrease Decimal button to decrease the number of decimal places.

Positioning Cell Contents

The Alignment group on the Home tab on the Ribbon contains the most useful commands for
positioning data within cells (see Figure 32). They can be used to change the alignment,
indentation, and orientation of cell data, wrap data within cells, as well as merge cells.

NOTE: For more precise control and additional options, click the dialog box launcher in the Alignment
group to open the Alignment tab of the Format Cells dialog box.

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 Figure 32 – Alignment Group on the Home Tab

Aligning Data
You can change the horizontal and vertical alignment of cell data. By default, text is aligned to
the left edge of a cell and numbers are aligned to the right.

To align data:
1. Select the cell that contains the data you want to align.
2. On the Home tab, in the Alignment group, click the desired alignment button (see Figure
32 and Table 4).

Table 4 – Alignment Buttons

Name Description

Align Text Left Aligns the cell contents with the left edge of the cell.

Center Centers the cell contents horizontally within the cell.

Align Text Right Aligns the cell contents with the right edge of the cell.

Top Align Aligns the cell contents with the top edge of the cell.

Middle Align Centers the cell contents vertically within the cell.

Bottom Align Aligns the cell contents with the bottom edge of the cell.

Indenting Data
Indenting moves data away from the edge of the cell. This is often used to indicate a level of less
importance (such as a subtopic). Each click increments the amount of indentation by one
character.

To indent data:
1. Select the cell that contains the data you want to indent.
2. On the Home tab, in the Alignment group, click the Increase Indent button the
number of times that you want the data indented (see Figure 33).
NOTE: You can decrease or remove the indentation applied to cell data by clicking the Decrease
Indent button in the Alignment group.

Figure 33 – Indented Data

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Rotating Data
You can rotate data clockwise, counterclockwise, or vertically within a cell. This is often used to
label narrow columns or to add visual impact to a worksheet.

To rotate data:
1. Select the cell that contains the data you want to rotate.
2. On the Home tab, in the Alignment group, click the Orientation button and select the
desired option from the menu (see Figure 34). The row height automatically adjusts to fit
the rotated data (see Figure 35).

Figure 35 – Rotated Data

Figure 34 – Orientation Menu

NOTE: You can restore the data to its default orientation by clicking the Orientation button and
selecting the currently selected orientation.

Wrapping Data
Wrapping displays data on multiple lines within a cell. The number of wrapped lines depends on
the width of the column and the length of the data.

To wrap data:
1. Select the cell that contains the data you want to wrap.
2. On the Home tab, in the Alignment group, click the Wrap Text button . The row
height automatically adjusts to fit the wrapped data (see Figure 36).

Figure 36 – Wrapped Data

NOTE: You can restore the data to its original format by clicking the Wrap Text button again.

Merging Cells
Merging combines two or more adjacent cells into one larger cell. This is a great way to create
labels that span several columns.

NOTE: If the cells you intend to merge have data in more than one cell, only the data in the upper-left cell
remains after you merge the cells.

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To merge cells:
1. Select the cells that you want to merge.
2. On the Home tab, in the Alignment group, click the Merge & Center arrow and select
one of the following options (see Figure 37):
 Merge & Center: Merges the selected cells into one cell and centers the data. This is
the default action of the button.
 Merge Across: Merges each row of the selected cells into a larger cell.
 Merge Cells: Merges the selected cells into one cell.

Figure 37 – Merge & Center Menu

NOTE: You can split a merged cell by selecting it, clicking the Merge & Center arrow, and then
clicking Unmerge Cells.

Copying Cell Formats

After formatting a cell, you might want to apply the same formats to other cells in the worksheet.
Rather than selecting each cell and applying the individual formats, you can use the Format
Painter command to quickly copy the formatting of one cell and apply it to other cells.

To copy cell formats:

1. Select the cell that has the formatting you want to copy.
2. On the Home tab, in the Clipboard group, click the Format Painter button . The
mouse pointer changes to a plus sign with a paintbrush .
3. Select the cell to which you want to apply the copied formatting.
NOTE: If you want to apply the copied formatting to more than one cell, double-click the
Format Painter button instead of single-clicking it. This keeps the Format Painter active until
you press the Esc key.

Applying Cell Styles

A cell style is a defined collection of formats (font, font size, font color, cell borders, fill color,
etc.) that you can use to quickly format the cells in a worksheet. In addition to saving you time,
cell styles can help you keep formatting consistent throughout a worksheet. Excel includes
several predefined styles for different worksheet elements such as headings, numbers,
calculations, notes, etc.

To apply a style:
1. Select the cell that you want to format.
2. On the Home tab, in the Styles group, click the Cell Styles button and select the desired
style from the gallery (see Figure 38).

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 Figure 38 – Cell Styles Gallery

Getting Help
You can use the Excel Help system to get assistance on any Excel topic or task. This system is a
combination of tools and files that were stored on your computer when Excel 2010 was installed.
If your computer is connected to the Internet, you can also access resources from Office.com.

To get help:
1. Click the Microsoft Excel Help button on the right side of the Ribbon. Or, press the
F1 key. The Excel Help window opens, displaying a list of general help topics (see
Figure 39).
NOTE: You can also click the Help button in the upper-right corner of an open dialog box
to display topics related to the functions of that dialog box in the Excel Help window.
2. Click any topic to display the corresponding information.
3. To find help on a specific topic, type a word or phrase related to the topic in the Search
box, and then press the Enter key. The search results display in the window.
4. To switch between online and offline help, click the button in the lower-right corner of
the window to display the Connection Status menu, and then click Show content from
Office.com or Show content only from this computer (see Figure 40).
5. To close the Excel Help window, click the Close button in the upper-right corner of
the window.

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 Figure 39 – Excel Help Window

Figure 40 – Connection Status Menu

Exiting Excel
When you finish using Excel 2010, you should exit the program to free up system resources.

To exit Excel 2010:

1. Click the File tab, and then click Exit. Or, click the Close button in the upper-right
corner of the program window (see Figure 41).

Figure 41 – Close Button

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Introduction
Microsoft Excel 2010 is a spreadsheet program that is used to manage, analyze, and present data.
It includes many powerful tools that can be used to organize and manipulate large amounts of
data, perform complex calculations, create professional-looking charts, enhance the appearance
of worksheets, and more. This handout covers modifying worksheets and workbooks, working
with views and comments, changing the page layout, previewing and printing worksheets, and
using templates.

Working with Rows and Columns

Although the number of rows and columns in a worksheet is fixed, you can still insert rows and
columns if you need to make room for additional data, or delete rows and columns if the data
they contain is no longer needed. These operations do not change the total number of rows and
columns in the worksheet. You can also resize or hide rows and columns to meet your needs.
The Cells group on the Home tab of the Ribbon contains commands that can be used to easily
insert, delete, or format rows and columns (see Figure 1).

Figure 1 – Cells Group on the Home Tab

Inserting Rows and Columns

You can insert rows and columns into a worksheet to add empty space or additional data. Rows
are inserted above the selected row; columns are inserted to the left of the selected column.

To insert a row:
1. Select the row above which you want to insert a new row.
2. On the Home tab, in the Cells group, click the Insert arrow, and then click Insert Sheet
Rows (see Figure 2).
NOTE: You can also insert a row by right-clicking the header of the row above which you want
to insert the new row, and then clicking Insert on the shortcut menu.

Figure 2 – Insert Menu

To insert a column:
1. Select the column to the left of which you want to insert a new column.

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 2. On the Home tab, in the Cells group, click the Insert arrow, and then click Insert Sheet
Columns (see Figure 2).
NOTE: You can also insert a column by right-clicking the header of the column to the left of
which you want to insert the new column, and then clicking Insert on the shortcut menu.

Deleting Rows and Columns

You can delete rows and columns from a worksheet to close up empty space or remove
unwanted data. Before deleting a row or column, you should make sure that it does not contain
any data you want to keep.

To delete a row:
1. Select the row that you want to delete.
2. On the Home tab, in the Cells group, click the Delete arrow, and then click Delete Sheet
Rows (see Figure 3).
NOTE: You can also delete a row by right-clicking the row header, and then clicking Delete on
the shortcut menu.

Figure 3 – Delete Menu

To delete a column:
1. Select the column that you want to delete.
2. On the Home tab, in the Cells group, click the Delete arrow, and then click Delete Sheet
Columns (see Figure 3).
NOTE: You can also delete a column by right-clicking the column header, and then clicking
Delete on the shortcut menu.

Changing Row Heights

Excel automatically adjusts row heights to accommodate the tallest entry in the row. You can,
however, manually increase or decrease row heights as needed. The default row height is 15
points. You can specify a row height of 0 (zero) to 409 points. If you set a row height to 0 (zero)
points, the row is hidden.

To change a row height:

1. Select the row that you want to resize.
2. On the Home tab, in the Cells group, click the Format button, and then click Row
Height (see Figure 4). Or, right-click the row header, and then click Row Height on the
shortcut menu.
3. In the Row Height dialog box, type a value in the Row height box, and then click the
OK button (see Figure 5).

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 Figure 5 – Row Height Dialog Box

Figure 4 – Format Menu

NOTE: You can also resize a row by dragging the bottom edge of the row header down to
increase or up to decrease the row height (see Figure 6). Double-clicking the bottom edge of the
row header changes the row height to automatically fit its contents.

Figure 6 – Changing the Row Height Using the Row Header

Changing Column Widths

The default worksheet columns are wide enough to display about 8 characters. If your data is too
long and does not fit in a cell, you can widen the column to display the entire contents of the cell.
You can also make columns narrower to save worksheet space. The default column width is 8.43
characters. You can specify a column width of 0 (zero) to 255 characters. If you set a column
width to 0 (zero) characters, the column is hidden.

To change a column width:

1. Select the column that you want to resize.
2. On the Home tab, in the Cells group, click the Format button, and then click Column
Width (see Figure 4). Or, right-click the column header, and then click Column Width
on the shortcut menu.
3. In the Column Width dialog box, type a value in the Column width box, and then click
the OK button (see Figure 7).

Figure 7 – Column Width Dialog Box

NOTE: You can also resize a column by dragging the right edge of the column header right to
increase or left to decrease the column width (see Figure 8). Double-clicking the right edge of the
column header changes the column width to automatically fit its contents.

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 Figure 8 – Changing the Column Width Using the Column Header

Hiding and Unhiding Rows and Columns

You can hide rows and columns within a worksheet. Any data or calculations in hidden rows and
columns are still available through references; they are simply hidden from view. When you
need the data, you can unhide rows and columns. Hidden rows and columns do not appear in a
printout.

To hide a row or column:

1. Select the row or column that you want to hide.
2. On the Home tab, in the Cells group, click the Format button, point to Hide & Unhide,
and then click Hide Rows or Hide Columns (see Figure 9).
NOTE: You can also hide a row or column by right-clicking the row or column header, and then
clicking Hide on the shortcut menu.

Figure 9 – Format Menu and Hide & Unhide Submenu

To unhide a row or column:

1. Select the rows above and below the hidden row, or select the columns to the left and
right of the hidden column.
2. On the Home tab, in the Cells group, click the Format button, point to Hide & Unhide,
and then click Unhide Rows or Unhide Columns (see Figure 9).

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 NOTE: You can also unhide a row or column by selecting the rows or columns that surround the
hidden row or column, right-clicking the selection, and then clicking Unhide on the shortcut
menu. To unhide row 1, right-click the top edge of the row 2 header, and then click Unhide. To
unhide column A, right-click the left edge of the column B header, and then click Unhide.

Working with Worksheets

A worksheet, also known as a sheet, is where you enter data in Excel. A workbook can contain
one or more worksheets. Each worksheet has a tab located at the bottom of the workbook
window. The active worksheet is the one that is currently displayed (see Figure 10).

Figure 10 – Worksheet Tabs

Selecting Worksheets
In order to work with a worksheet, you must first select (or activate) it. When you want to work
with more than one worksheet at a time, you can select multiple adjacent or nonadjacent
worksheets. When multiple worksheets are selected, the word [Group] appears in the Title bar at
the top of the program window.

To select a worksheet:
1. Click the tab of the worksheet that you want to select (see Figure 10).

To select multiple adjacent worksheets:

1. Click the tab of the first worksheet that you want to select, hold down the Shift key, and
then click the tab of the last worksheet that you want to select (see Figure 11).

Figure 11 – Selected Worksheet Tabs

NOTE: To cancel the selection of multiple worksheets, click the tab of any unselected worksheet,
or right-click the tab of any selected worksheet, and then click Ungroup Sheets on the shortcut
menu.

To select multiple nonadjacent worksheets:

1. Click the tab of the first worksheet that you want to select, hold down the Ctrl key, and
then click the tabs of additional worksheets that you want to select.

To select all worksheets in a workbook:

1. Right-click a worksheet tab, and then click Select All Sheets on the shortcut menu.

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Navigating Between Worksheets
If a workbook contains many worksheets, all the worksheet tabs may not be visible. You can use
the tab scrolling buttons located at the bottom of the workbook window to display hidden tabs
(see Figure 12 and Table 1).

Figure 12 – Tab Scrolling Buttons

Table 1 – Tab Scrolling Buttons

Name Description
First Tab Displays the first worksheet tab in the workbook.
Previous Tab Displays the previous worksheet tab to the left.
Next Tab Displays the next worksheet tab to the right.
Last Tab Displays the last worksheet tab in the workbook.

NOTE: When you right-click any of the tab scrolling buttons, Excel displays a list of all the worksheets in
the workbook. You can quickly activate a sheet by selecting it from the list (see Figure 13).

Figure 13 – List of Worksheets

Renaming Worksheets
Each worksheet has a name that appears on its tab at the bottom of the workbook window.
By default, the worksheets are named Sheet, followed by a number (Sheet1, Sheet2, etc.). You
can replace the default worksheet names with descriptive names to help you easily locate data in
a workbook.

To rename a worksheet:
1. Double-click the tab of the worksheet that you want to rename. Or, right-click the
worksheet tab, and then click Rename on the shortcut menu. The worksheet name is
selected on the tab (see Figure 14).

Figure 14 – Worksheet Tab with Selected Name

2. Type a new name, and then press the Enter key. The worksheet tab size adjusts to fit the
name.
NOTE: Worksheet names can have up to 31 characters and can include letters, numbers, symbols,
and spaces. Each worksheet name in a workbook must be unique.

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Inserting Worksheets
By default, each new workbook contains three worksheets. You can insert additional worksheets
as needed.

To insert a worksheet:
1. Click the tab of the worksheet to the left of which you want to insert a new worksheet.
2. On the Home tab, in the Cells group, click the Insert arrow, and then click Insert Sheet
(see Figure 15).

Figure 15 – Insert Menu

NOTE: You can also insert a worksheet by clicking the Insert Worksheet button located on the
right side of the last worksheet tab (see Figure 16). This inserts a new worksheet after the last
worksheet in the workbook.

Figure 16 – Insert Worksheet Button

Deleting Worksheets
If you no longer need a worksheet, you can delete it from the workbook. Deleting a worksheet
cannot be undone.

To delete a worksheet:
1. Click the tab of the worksheet that you want to delete.
2. On the Home tab, in the Cells group, click the Delete arrow, and then click Delete Sheet
(see Figure 17).

Figure 17 – Delete Menu

3. If the worksheet contains data, a dialog box opens asking you to confirm. Click the
Delete button (see Figure 18).

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 Figure 18 – Microsoft Excel Dialog Box

NOTE: You can also delete a worksheet by right-clicking its tab, and then clicking Delete on the
shortcut menu.

Moving Worksheets
You can move a worksheet to another location in a workbook. This allows you to rearrange the
worksheets in a workbook. For example, you might want to arrange worksheets in chronological
order or in order of importance, or you might want to group similar worksheets together.

To move a worksheet:
1. Right-click the tab of the worksheet that you want to move, and then click Move or
Copy on the shortcut menu. The Move or Copy dialog box opens (see Figure 19).
2. In the Before sheet box, click the name of the worksheet to the left of which you want
the selected worksheet to be moved.
NOTE: The (move to end) option moves the selected worksheet after the last worksheet in the
workbook.
3. Click the OK button.

Figure 19 – Move or Copy Dialog Box

NOTE: You can also move a worksheet by dragging its tab to the desired location. As you drag,
the mouse pointer changes to a small sheet and a small black arrow indicates where the worksheet
will be moved when you release the mouse button (see Figure 20 and Figure 21).

Figure 20 – Moving a Worksheet Figure 21 – Moved Worksheet

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Copying Worksheets
You can make a copy of a worksheet in a workbook. This is useful if you need to create a new
worksheet that is similar to an existing worksheet in the workbook. When you copy a worksheet,
the new copy is given the name of the original worksheet followed by a sequential number in
parentheses. For example, making a copy of Sheet1 results in a new worksheet named Sheet1 (2).

To copy a worksheet:
1. Right-click the tab of the worksheet that you want to copy, and then click Move or Copy
on the shortcut menu. The Move or Copy dialog box opens (see Figure 19).
2. In the Before sheet box, click the name of the worksheet to the left of which you want
the selected worksheet to be copied.
3. Select the Create a copy check box.
4. Click the OK button.
NOTE: You can also copy a worksheet by holding down the Ctrl key and dragging its tab to the
desired location. As you drag, the mouse pointer changes to a small sheet with a plus sign on it
and a small black arrow indicates where the worksheet will be copied when you release the
mouse button (see Figure 22 and Figure 23).

Figure 22 – Copying a Worksheet Figure 23 – Copied Worksheet

Working with Comments

Some cells in a worksheet may contain data that requires an explanation or special attention.
Comments provide a way to attach this type of information to individual cells without cluttering
the worksheet. You can use the commands in the Comments group on the Review tab of the
Ribbon to add, edit, and delete comments, navigate between comments, as well as display or hide
comments (see Figure 24).

Figure 24 – Comments Group on the Review Tab

Adding Comments
You can add a comment to any cell in a worksheet. Excel labels each new comment by using a
name that is specified in the Excel Options dialog box.

To add a comment:
1. Select the cell to which you want to add a comment.
2. On the Review tab, in the Comments group, click the New Comment button (see Figure
25). Or, right-click the cell, and then click Insert Comment on the shortcut menu.

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 Figure 25 – New Comment Button in the Comments Group

3. Type the comment in the Comment box (see Figure 26).

Figure 26 – Comment Box

4. When finished, click outside the Comment box to hide it. A red triangle appears in the
upper-right corner of the cell to indicate that it contains a comment.

Editing Comments
You can easily edit comments if you need to make any changes.

To edit a comment:
1. Select the cell that contains the comment you want to edit.
2. On the Review tab, in the Comments group, click the Edit Comment button (see Figure
27). Or, right-click the cell, and then click Edit Comment on the shortcut menu.

Figure 27 – Edit Comment Button in the Comments Group

3. Edit the comment in the Comment box.

4. When you are done, click outside the Comment box to hide it.

Deleting Comments
You can delete comments that are no longer needed.

To delete a comment:
1. Select the cell that contains the comment you want to delete.
2. On the Review tab, in the Comments group, click the Delete button (see Figure 28).

Figure 28 – Delete Button in the Comments Group

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 NOTE: You can also delete a comment by right-clicking the cell, and then clicking Delete
Comment on the shortcut menu.

Displaying and Hiding Comments

By default, comments are hidden and appear only when the mouse pointer is positioned over a
commented cell. If needed, you can display comments at all times regardless of where the mouse
pointer is located. You can display or hide comments individually or all at once.

To display or hide a comment:

1. Select the cell that contains the comment you want to display or hide.
2. On the Review tab, in the Comments group, click the Show/Hide Comment button (see
Figure 29).

Figure 29 – Show/Hide Comment Button in the Comments Group

NOTE: You can also click the Show All Comments button in the Comments group to display or
hide all the comments in the worksheet.

Working with Views

Excel provides several ways in which you can view worksheets and workbooks. You can use the
commands on the View tab of the Ribbon to switch to different views, change a worksheet’s
zoom level, split the workbook window into panes, freeze panes, switch between open
workbooks, and display multiple workbooks on the screen.

Switching Views
Excel offers a variety of viewing options that change how a worksheet is displayed on the screen.
These views can be useful for performing various tasks (see Table 2).

Table 2 – Workbook Views

Name Description
Normal This is the default view. If you switch to another view and return to
Normal view, Excel displays page breaks.
Page Layout Displays the worksheet as it will appear when printed. Use this view
to see where pages begin and end, and to add headers and footers.
Page Break Preview Displays a preview of where pages will break when the worksheet is
printed. Use this view to easily adjust page breaks.
Allows you to save a set of display and print settings as a custom
Custom Views
view, and then apply it.
Displays the worksheet in full screen mode which hides the Ribbon,
Full Screen
Formula bar, and Status bar. You can exit the Full Screen view by
pressing the Esc key.

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To switch views:
1. On the View tab, in the Workbook Views group, click the desired view button (see
Figure 30). Or, click the desired view button on the View Shortcuts toolbar located on
the right side of the Status bar (see Figure 31).

Figure 31 – View Shortcuts Toolbar

Figure 30 – Workbook Views on the View Tab

Changing the Zoom Level

You can zoom in to make a worksheet easier to read or zoom out to see more of the worksheet.
Changing the zoom level does not affect the appearance of the printed worksheet; it only affects
how the worksheet appears on the screen.

To change the zoom level:

1. On the View tab, in the Zoom group, click the Zoom button (see Figure 32). Or, click the
Zoom button on the right side of the Status bar (see Figure 33).

Figure 33 – Zoom Button and Zoom Slider

Figure 32 – Zoom Button in the Zoom Group

2. In the Zoom dialog box, select a preset zoom level or enter a custom zoom level, and
then click the OK button (see Figure 34).

Figure 34 – Zoom Dialog Box

NOTE: You can also adjust the zoom level by using the Zoom controls on the right side of the
Status bar (see Figure 33). You can drag the Zoom slider to the left to zoom out or to the right
to zoom in, or click the Zoom Out button or Zoom In button on either side of the slider.

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Freezing Panes
Freezing panes is a useful technique for keeping an area of a worksheet visible while you scroll
to another area of the worksheet. You can choose to freeze just the top row, just the left column,
or multiple rows and columns of a worksheet. Excel displays thin black lines to indicate frozen
rows and/or columns (see Figure 35).

NOTE: You can freeze only rows at the top and columns on the left side of the worksheet; you cannot
freeze rows and columns in the middle of the worksheet.

Figure 35 – Frozen Rows and Columns

To freeze panes:
1. Select the cell below the row and to the right of the column that you want to freeze.
2. On the View tab, in the Window group, click the Freeze Panes button, and then click
Freeze Panes (see Figure 36).

Figure 36 – Freeze Panes Menu

NOTE: If any rows or columns in a worksheet are frozen, the Freeze Panes option changes
to Unfreeze Panes. You can unfreeze panes by clicking the Freeze Panes button, and then
clicking Unfreeze Panes.

Splitting the Workbook Window

You can split the workbook window into two or four resizable panes, all with independent scroll
bars. This allows you to view different parts of a worksheet at the same time.

To split the workbook window:

1. Select the cell where you want to split the workbook window.
NOTE: To split the workbook window into two panes instead of four, select the first cell in the
row or column where you want to create the split.

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 2. On the View tab, in the Window group, click the Split button (see Figure 37). Split bars
appear in the workbook window (see Figure 38).

Figure 37 – Split Button in the Window Group

Figure 38 – Workbook Window with Four Panes

NOTE: You can resize the panes by dragging the split bars. You can remove the panes by
clicking the Split button again or by double-clicking the split bars that divide the panes.

Viewing Multiple Workbooks

You can have more than one workbook open at a time and switch between them as you work.
You can also arrange two or more workbooks on the screen at the same time.

To switch between open workbooks:

1. On the View tab, in the Window group, click the Switch Windows button and select the
workbook that you want to display (see Figure 39).
NOTE: A check mark appears to the left of the active workbook.

Figure 39 – Switch Windows Menu

To display two workbooks side by side:

1. On the View tab, in the Window group, click the View Side by Side button (see Figure
40).

Figure 40 – View Side by Side Button in the Window Group

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 NOTE: If only two workbooks are open, they immediately appear side by side. If more than two
workbooks are open, the Compare Side by Side dialog box opens so you can select the second
workbook you want to display (see Figure 41).

Figure 41 – Compare Side by Side Dialog Box

To display all open workbooks:

1. On the View tab, in the Window group, click the Arrange All button (see Figure 42).

Figure 42 – Arrange All Button in the Window Group

2. In the Arrange Windows dialog box, select the desired arrangement option, and then
click the OK button (see Figure 43).

Figure 43 – Arrange Windows Dialog Box

NOTE: When multiple workbooks are displayed on the screen, you can activate a particular
workbook by clicking its window. You can control individual windows by clicking the
Minimize, Maximize, or Close button in the upper-right corner of each window (see Figure 44).

Figure 44 – Minimize, Maximize, and Close Buttons

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Changing the Page Layout
The commands used to define the layout of a printed page are available on the Page Layout tab
of the Ribbon (see Figure 45). They can be used to change the page margins and orientation, set a
print area, control page breaks, adjust the scale, and specify whether or not to print gridlines.

Figure 45 – Page Layout Tab of the Ribbon

NOTE: You can also adjust page layout settings using the Print page of the Backstage view. This allows
you to immediately see the results in the preview pane.

Changing the Page Margins

Margins define the printed area on a page. They control the amount of blank space between the
printed data and the top, bottom, left, and right edges of the page. You can change the page
margins by selecting one of the preset margin settings or by setting custom margins.

To change the page margins:

1. Select the worksheet for which you want to change the margins.
2. On the Page Layout tab, in the Page Setup group, click the Margins button and select
the desired margin setting (see Figure 46).

Figure 46 – Margins Menu

To set custom margins:

1. Select the worksheet for which you want to set custom margins.
2. On the Page Layout tab, in the Page Setup group, click the Margins button, and then
click Custom Margins at the bottom of the Margins menu (see Figure 46).

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 3. In the Page Setup dialog box, on the Margins tab, enter the desired values in the Top,
Bottom, Left, and Right boxes (see Figure 47).
4. To center the data on the page, select the Horizontally and/or Vertically check boxes in
the Center on page section.
5. Click the OK button.

Figure 47 – Margins Tab of the Page Setup Dialog

Changing the Page Orientation

In Excel, you can print a worksheet in either portrait or landscape orientation. Portrait orientation
(the default) is useful for long worksheets that are not very wide; landscape orientation is useful
for worksheets with many columns.

To change the page orientation:

1. Select the worksheet for which you want to change the orientation.
2. On the Page Layout tab, in the Page Setup group, click the Orientation button, and then
click Portrait or Landscape (see Figure 48).

Figure 48 – Orientation Menu

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Setting a Print Area
By default, Excel prints the entire worksheet. If you frequently print a specific section of a
worksheet, you can set a print area that includes just that section. That way, when you print the
worksheet, only that section will print.

To set a print area:

1. Select the range of cells that you want to print.
2. On the Page Layout tab, in the Page Setup group, click the Print Area button, and then
click Set Print Area (see Figure 49). The print area is outlined with a dashed line.

Figure 49 – Print Area Menu

NOTE: You can clear the print area by clicking the Print Area button, and then clicking Clear
Print Area.

Adjusting Page Breaks

Page breaks are dividers that break a worksheet into separate pages for printing. Excel inserts
automatic page breaks based on the paper size, margin settings, and scaling options you set. You
can override the automatic page breaks by inserting manual page breaks or by moving existing
page breaks to another location in the worksheet. You can also remove manually-inserted page
breaks or reset all page breaks back to the default. Although you can work with page breaks in
Normal view, the best way to view or adjust all the page breaks in a worksheet is in Page Break
Preview view.

To insert a page break:

1. Select any cell in the row below or in the column to the right of where you want the break
to occur.
2. On the Page Layout tab, in the Page Setup group, click the Breaks button, and then
click Insert Page Break (see Figure 50). A dashed line appears in the worksheet
indicating the location of the page break.

Figure 50 – Breaks Menu

To remove a page break:

1. Select a cell in the row below a horizontal break or in the column to the right of a vertical
break.

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 2. On the Page Layout tab, in the Page Setup group, click the Breaks button, and then
click Remove Page Break or Reset All Page Breaks (see Figure 50).
NOTE: Page breaks inserted automatically by Excel cannot be removed.

To move a page break:

1. On the View tab, in the Workbook Views group, click the Page Break Preview button
(see Figure 51).

Figure 51 – Workbook Views on the View Tab

2. In the Welcome to Page Break Preview dialog box, click the OK button (see Figure
52).
NOTE: If you do not want to see this dialog box every time you switch to Page Break Preview,
select the Do not show this dialog again check box before you click the OK button.

Figure 52 – Welcome to Page Break Preview Dialog Box

3. Drag the page break (a dashed or solid blue line) to the desired location (see Figure 53
and Figure 54).
NOTE: Moving an automatic page break changes it to a manual page break.

Figure 53 – Automatic Page Break (Dashed Line) Figure 54 – Manual Page Break (Solid Line)

4. To exit Page Break Preview, click the Normal button on the View tab (see Figure 51).

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Scaling Worksheets
Scaling allows you to adjust the size of a worksheet for printing. By default, Excel prints a
worksheet at a scale of 100%. You can change the scale percentage (from 10% through 400%) to
fit more or less data on a printed page. You can also adjust the scale by specifying the number of
horizontal and vertical pages on which the worksheet should fit. These changes affect only the
worksheet’s printed appearance, not how it looks on the screen.

To change the scale percentage:

1. Select the worksheet that you want to scale.
2. On the Page Layout tab, in the Scale to Fit group, enter the desired percentage in the
Scale box (see Figure 55).
NOTE: The Width and Height controls must be set to Automatic in order to use this feature.

Figure 55 – Scale to Fit Group on the Page Layout Tab

To fit a worksheet on a specific number of pages:

1. Select the worksheet that you want to scale.
2. On the Page Layout tab, in the Scale to Fit group, do the following (see Figure 55):
 Click the Width arrow and select the number of horizontal pages that the worksheet
should take up when printed.
 Click the Height arrow and select the number of vertical pages that the worksheet
should take up when printed.
NOTE: The Width and Height controls are normally set to Automatic which means that the
worksheet prints at full size on as many pages as necessary.

Printing Gridlines
Gridlines are the light gray lines that appear around cells in a worksheet. By default, gridlines are
displayed on the screen, but they are not printed. You can choose to print a worksheet with
gridlines the make the data easier to read on a printed page.

To print gridlines:
1. Select the worksheet that you want to print with gridlines.
2. On the Page Layout tab, in the Sheet Options group, under Gridlines, select the Print
check box (see Figure 56).

Figure 56 – Sheet Options Group on the Page Layout Tab

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Previewing and Printing Worksheets
The Print page of the Backstage view makes it easy to preview a worksheet, set print options,
and print the worksheet, all in one location (see Figure 57).

Figure 57 – Print Page of the Backstage View

Previewing Worksheets
Before printing a worksheet, you can preview it to see how each page will look when printed.
Print preview automatically displays on the Print page of the Backstage view. Whenever you
make a change to a print-related setting, the preview is automatically updated.

To preview a worksheet:
1. Select the worksheet that you want to preview.
2. Click the File tab, and then click Print. Or, press Ctrl+P. The Print page of the
Backstage view displays print settings in the center pane and a preview of the worksheet
in the right pane (see Figure 57).
3. To preview the next or previous pages, click the Next Page button or Previous Page
button below the preview.
4. To view page margins, click the Show Margins button below the preview. Click the
Show Margins button again to hide margins.
NOTE: You can change the margins and column widths by dragging the lines and handles.

5. To display the page in normal size, click the Zoom to Page button below the
preview. Click the Zoom to Page button again to return to full-page preview.
6. When you are finished, click any tab on the Ribbon to exit the Backstage view.

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Printing Worksheets
When you are ready to print a worksheet, you can quickly print one copy of the entire worksheet
using the current printer, or you can change the default print settings before you print the
worksheet.

To print a worksheet:
1. Select the worksheet that you want to print.
2. Click the File tab, and then click Print. Or, press Ctrl+P. The Print page of the
Backstage view displays print settings in the center pane and a preview of the worksheet
in the right pane (see Figure 57).
NOTE: You can skip step 3 if you do not want to change any of the print settings.
3. To change the print settings, do one or more of the following:
 To change the printer, in the Printer section, click the button displaying the name of
the default printer and select the desired printer from the list.
 To print multiple copies, type the number of copies you want to print in the Copies
box.
 To specify what part of the workbook to print, in the Settings section, click the button
displaying Print Active Sheets and select the desired option from the list.
NOTE: The Print Active Sheets option prints the active worksheet, the Print Entire
Workbook option prints all the sheets in the workbook, and the Print Selection option prints
only the selected cells.
 To specify an exact page or a range of pages to print, in the Settings area, type the
desired page numbers in the Pages and to boxes.
4. Click the Print button.

Using Templates
You can save time and effort by creating a new workbook based on a template. Templates
include predefined layouts and styles, as well as labels, graphics, formulas, or other content that
you can modify to meet your needs. Excel 2010 includes a variety of built-in templates that you
can use to create workbooks such as budgets, invoices, and calendars. There are also many more
templates available through Office.com.

To use a template:
1. Click the File tab, and then click New. The New page of the Backstage view displays
thumbnails of the available templates and template categories (see Figure 58).
2. Do one of the following:
 To use a built-in template, in the Available Templates section, click Sample
templates, select the desired template, and then click the Create button.
 To use an online template, in the Office.com Templates section, select a template
category, select the desired template, and then click the Download button.
NOTE: You can also search Office.com for templates by using the Search box in the
Office.com Templates section.

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Figure 58 – New Page of the Backstage View

194
 PRESENTATION: MICROSOFT POWERPOINT 2010

Microsoft PowerPoint 2010 is a presentation program that offers various effects, themes, layouts,
and formatting options that can be used to quickly and efficiently create and share dynamic
presentations with your audience. This handout provides an overview of the PowerPoint 2010
user interface and covers how to perform basic tasks such as creating a new presentation,
formatting text, inserting images, printing, and getting help.

Starting the Program

The following steps are for starting PowerPoint 2010 using the computers in the ITS Training
Program computer labs. The steps for starting the program on other computers may vary.

To start PowerPoint 2010:

1. Click the Start button, click All Programs, click Microsoft Office, and select Microsoft
PowerPoint 2010. The program window opens with a new blank presentation.

Exploring the User Interface

The PowerPoint 2010 program window is easy to navigate and simple to use (see Figure 1 and
Table 1 for the main elements of the program window). It is designed to help you quickly find
the commands that you need to complete a task.

Figure 1 – PowerPoint 2010 Program Window

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Table 1 – PowerPoint 2010 Program Window Elements

Element Description
Title bar Displays the name of the presentation and the program.
Minimize, Restore Used to control the program window. Use the Minimize button to hide the
Down/Maximize, window. Use the Restore Down/Maximize button to adjust the size of the
and Close buttons window. Use the Close button to close the presentation or exit PowerPoint.
Quick Access Contains frequently used commands that are independent of the tab
toolbar displayed on the Ribbon.
Ribbon Contains all the commands related to managing presentations and working
with presentation content.
Overview pane Appears on the left side of the program window and has two tabs. Clicking
the Slides tab displays small thumbnails of all the slides in the active
presentation. Clicking the Outline tab shows all the text on the slides
displayed as an outline.
Slide pane Shows the current slide as it will appear in the presentation.
Notes pane Appears below the Slide pane and provides a place for entering notes about
the current slide (e.g., speaker notes).
Status bar Displays information about the current presentation (e.g., slide number,
theme name) and provides access to certain program functions.
View Shortcuts Used to display the presentation in a variety of views, each suited to a
toolbar specific purpose.
Zoom Level button Used to change the magnification of the presentation.
and Zoom slider

Customizing the Quick Access Toolbar

By default, the Quick Access toolbar is located at the left end of the Title bar and displays the
Save, Undo, and Redo buttons (see Figure 1). You can change the location of the Quick Access
toolbar and customize it to include commands that you use frequently.

To add a command to the Quick Access toolbar:

1. On the Ribbon, click the appropriate tab or
group to display the command that you want to
add.
2. Right-click the command and select Add to
Quick Access Toolbar from the shortcut menu.

To remove a command from the Quick Access toolbar:

1. On the Quick Access toolbar, right-click the
command that you want to remove and select
Remove from Quick Access Toolbar from the
shortcut menu.
NOTE: Clicking the Customize Quick Access Toolbar
arrow on the Quick Access toolbar displays a list of
Figure 2 – Customize Quick Access
additional commands and options that can be used to Toolbar Menu
customize the toolbar (see Figure 2).

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Exploring the Ribbon
The Ribbon is located below the Title bar. Across the top of the Ribbon is a set of task-specific
tabs (see Figure 1 and Table 2). Some tabs, known as contextual tabs, appear only when you
create or select certain types of objects (e.g., pictures, tables, charts). Clicking a tab displays an
associated set of commands that are organized into logical groups. Commands generally take the
form of buttons and lists. Some commands appear in galleries. The appearance of the buttons and
groups on the Ribbon changes depending on the width of the program window. A button
representing a command that cannot be performed on the selected element is inactive (gray).

NOTE: Pointing to a button on the Ribbon displays information about the button in a ScreenTip.

Table 2 – Ribbon Tabs

Tab Description
File tab Displays the Backstage view which contains commands related to managing
files and customizing the program. The File tab replaces the Microsoft
Office button and File menu used in earlier releases of Microsoft Office.
Home tab Contains commands related to creating slide content. The Home tab is active
by default.
Insert tab Contains commands related to all the items you can insert into a
presentation.
Design tab Contains commands related to the appearance of a presentation.
Transitions tab Contains commands related to the transition of slides in a presentation.
Animations tab Contains commands related to slide animation.
Slide Show tab Contains commands related to displaying a presentation.
Review tab Contains commands related to editorial tasks such as checking spelling and
adding comments.
View tab Contains commands related to changing the view or the display of a
presentation.

Using Dialog Box Launchers

Some groups on the Ribbon have related dialog boxes or task panes that contain additional
commands. These commands can be accessed by clicking the dialog box launcher located in
the lower-right corner of the group (see Figure 1).

Minimizing and Expanding the Ribbon

You can minimize the Ribbon to make more space available on the screen. When the Ribbon is
minimized, only the tab names are visible.

To minimize the Ribbon:

1. Click the Minimize the Ribbon button located at the right end of the Ribbon. Or,
press Ctrl+F1.

To expand the Ribbon:

1. Click the Expand the Ribbon button located at the right end of the Ribbon. Or,
press Ctrl+F1.

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Exploring the Backstage View
The Backstage view contains all the commands related to managing files and customizing the
program (see Figure 3). It provides an easy way to create, open, save, print, share, and close
files; find recently used files; view and update file properties; set permissions; set program
options; get help; and exit the program.

To display the Backstage view:

1. Click the File tab on the Ribbon (see Figure 3).

Figure 3 – Info Tab of Backstage View

To exit the Backstage view:

1. Click any tab on the Ribbon. Or, press the Esc key.

Creating, Saving, and Closing a Presentation

When you start PowerPoint 2010 without opening a specific presentation, a new blank
presentation containing one slide is displayed, ready for you to enter your content. You can also
create a new presentation while PowerPoint 2010 is running.

To create a new presentation:

1. Click the File tab on the Ribbon. The Backstage view displays.
2. Click New in the left pane. The New tab displays (see Figure 4).
3. Under Available Templates and Themes, select Blank presentation.
4. Click the Create button in the right pane. A new blank presentation opens in a new
window.

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 Figure 4 – New Tab of Backstage View

Entering Text
A new blank presentation includes one slide which is based on the Title Slide layout. The slide
contains two placeholders, one formatted for a title and the other formatted for a subtitle (see
Figure 5). The arrangement of placeholders on a slide is called a layout. There are several other
slide layouts available in PowerPoint and each provides placeholders for inserting various types
of content. When you click inside a placeholder, PowerPoint switches to edit mode; the
placeholder appears with dashed borders with sizing handles (white circles and squares), a rotate
handle (green circle), and the insertion point appears in the placeholder. When the insertion point
reaches the end of the line, the text you are typing automatically moves to the next line. Pressing
the Enter key starts a new line. If you type more text than will fit in a placeholder, PowerPoint
reduces the size of the text so that all the text fits.

NOTE: The prompt text appears in the placeholder until you type your text. If you do not enter any text,
the placeholder text remains on the screen, but it is not displayed when you play the slide show or print it.

Figure 5 – Title Slide with Two Placeholders

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To enter text:
1. In the Slide pane, click inside the placeholder in which you want to add text.
2. Type the desired text.
3. Click anywhere outside the placeholder to deselect it.

Copying and Moving Text

When editing a presentation, you may want to move or copy text within the same presentation or
between presentations. If you want to duplicate text in another location, you can copy the text
rather than retype it. When you move text, the text is removed from its original location and
placed into the new location. Cut or copied text is placed on the Clipboard where it is saved until
you paste it to a new location.

To copy text:
1. Select the text that you want to copy.
2. On the Home tab, in the Clipboard group, click the Copy button (see Figure 6). Or,
press Ctrl+C.
3. Position the insertion point where you want to paste the text.
4. On the Home tab, in the Clipboard group, click the Paste button . Or, press Ctrl+V.

To move text:
1. Select the text that you want to move.
2. On the Home tab, in the Clipboard group, click the Cut button (see Figure 6). Or,
press Ctrl+X.
3. Position the insertion point where you want to paste the text.
4. On the Home tab, in the Clipboard group, click the Paste button . Or, press Ctrl+V.

Figure 6 – Clipboard Group on the Home Tab

Using Undo and Redo

The Undo command allows you to reverse the results of the previous command or action. Once
the Undo command is used, the Redo command becomes available. The Redo command allows
you to restore the results of the command or action you reversed with the Undo command.

To undo the previous command or action:

1. Click the Undo button on the Quick Access toolbar. Or, press Ctrl+Z.

To redo the undone command or action:

1. Click the Redo button on the Quick Access toolbar. Or, press Ctrl+Y.

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Adding and Deleting Slides
By default, a slide added after the Title Slide layout has the Title and Content layout. Thereafter,
each added slide has the layout of the preceding slide. If you want to add a slide with a different
layout, you can select the desired layout from the New Slide gallery. If a slide is no longer
needed, you can easily delete it from the presentation.

To add a slide without selecting the layout first:

1. On the Home tab, in the Slides group, click the New Slide button.

To add a slide with a specific layout:

1. On the Home tab, in the Slides group, click the arrow on the New Slide button and select
the desired layout from the gallery (see Figure 7).

Figure 7 – New Slide Gallery

To delete a slide:
1. In the Overview pane, on the Slides tab, select the slide that you want to delete.
2. Press the Delete key.
NOTE: You can also right-click the slide on the Slides tab of the Overview pane and select
Delete Slide from the shortcut menu.

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Changing a Slide's Layout
As you create a presentation, you may find it useful to change the layout of an existing slide.
When you change to a different layout, you change the type and/or positioning of the
placeholders on it. If the previous placeholders had content in them, that content shifts to a new
location on the slide to reflect the different positioning for that placeholder type. If the new
layout does not contain a placeholder appropriate for that content, the content remains on the
slide, but becomes orphaned (a free-floating object outside of the layout).

To change a slide’s layout:

1. In the Slide pane, display the slide that you want to apply a new layout to.
2. On the Home tab, in the Slides group, click the Layout button and select the desired
layout from the gallery (see Figure 8).

Figure 8 – Layout Gallery

Moving, Resizing, and Rotating Placeholders

The size and position of the placeholders on a slide are dictated by the slide’s design. You can
move, resize, and rotate placeholders to suit your needs. When you click inside a placeholder, the
placeholder is surrounded by a dashed border. You can then enter new text or edit existing text
(see Figure 9). Clicking the dashed border changes it to a solid border. You can then manipulate
the placeholder as a unit (see Figure 10).

Figure 9 – Placeholder with a Dashed Border Figure 10 – Placeholder with a Solid Border

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To move a placeholder:
1. In the Slide pane, position the mouse pointer over the placeholder’s border. The pointer
changes to a four-headed arrow.
2. Drag the placeholder to the desired location.
3. Click anywhere outside the placeholder to deselect it.

To resize a placeholder:
1. In the Slide pane, click the placeholder that you want to resize.
2. Drag any sizing handle (white circle or square) as desired to increase or decrease the size
of the placeholder.
3. Click anywhere outside the placeholder to deselect it.

To rotate a placeholder:
1. In the Slide pane, click the placeholder that you want to rotate.
2. Drag the rotate handle (green circle) in the desired direction.
3. Click anywhere outside the placeholder to deselect it.

Saving a Presentation
Each presentation you create is temporary unless you save it as a file with a unique name or
location.

To save a presentation for the first time:

1. Click the Save button on the Quick Access toolbar. The Save As dialog box opens
(see Figure 11).
2. In the Navigation pane, select a location to save the file or leave the default location.
NOTE: By default, files are saved in the Documents folder.
3. In the File name box, enter a name for the file.
NOTE: File names can have up to 255 characters and can include any combination of
alphanumeric characters, spaces, and special characters, with the exception of the forward slash
(/), backslash (\), greater than sign (>), less than sign (<), asterisk (*), question mark (?),
quotation mark (“), pipe symbol (|), and colon (:).
4. Click the Save button.
NOTE: After a presentation has been saved, subsequent saves will not open the Save As dialog
box. You can save changes by clicking the Save button on the Quick Access toolbar or by
pressing Ctrl+S. The new version of the presentation will overwrite the previous version.
NOTE: By default, PowerPoint 2010 presentations are saved in the PowerPoint Presentation
format which has the .pptx file extension. Presentations created in versions of PowerPoint prior
to PowerPoint 2007 have the .ppt file extension. You can use PowerPoint 2010 to save a
presentation in the PowerPoint 97-2003 Presentation format to make it compatible with earlier
versions of PowerPoint. You can also use PowerPoint 2010 to open presentations created with
earlier versions of PowerPoint, but the new features of PowerPoint 2010 will not be available
until the presentation is converted to the .pptx format.

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 Figure 11 – Save As Dialog Box

Using Save As
The Save As command can be used to save a presentation in a different location, with a different
file name, or in a different file format.

To use the Save As command:

1. Click the File tab on the Ribbon, and then click Save As. The Save As dialog box opens
(see Figure 11).
2. To save the presentation in a different location, select the desired location in the
Navigation pane.
3. To save the presentation with a different file name, enter the desired name in the File
name box.
4. To save the presentation in a different file format, click the Save as type arrow and select
the desired file format from the list.
5. Click the Save button.

Closing a Presentation and Exiting PowerPoint

When you finish working on a presentation, you should close it and exit the PowerPoint
program. If the presentation contains any unsaved changes, you will be prompted to save the
presentation before closing it.

To close a presentation:
1. Click the File tab on the Ribbon, and then click Close.

To exit PowerPoint 2010:

1. Click the File tab on the Ribbon, and then click Exit. Or, click the Close button
located at the right end of the Title bar.

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Opening an Existing Presentation
When you save a presentation, it is saved as a file on your computer. You can open the
presentation at a later time to view it, modify it, or print it.

To open an existing presentation:

1. Click the File tab on the Ribbon, and then click Open. The Open dialog box opens (see
Figure 12).
2. Locate and select the file you want to open.
NOTE: If the file you want to open is not in the default folder, use the Navigation pane in the
Open dialog box to select the appropriate drive or folder.
3. Click the Open button.

Figure 12 – Open Dialog Box

Formatting a Presentation
PowerPoint 2010 includes a number of features that can be used to easily format a presentation.
Formatting can enhance the appearance of the presentation and make it more visually appealing
to your intended audience.

Live Preview
The Live Preview feature allows you to try out different styles, effects, and colors to visualize
their effects before applying them. As you move the mouse pointer over the thumbnail images or
list items in the galleries, the formatting displayed in the presentation temporarily changes. When
you finish previewing the styles, click to select your preferred option.

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Mini Toolbar
The Mini toolbar contains frequently used formatting commands and appears in a semi-
transparent mode whenever text is selected. Moving the mouse pointer over the toolbar activates
it and makes the options available for use (see Figure 13). Most of the formatting options on the
Mini toolbar are discussed in the following sections.

Figure 13 – Mini Toolbar

Formatting Characters
All text formatting is determined by the theme upon which the presentation is based as well as
the selected slide layout. However, you can manually change the formatting of text to suit your
needs. Character formatting enhances the appearance of text on a slide and includes font, font
size, font color, and font styles. Character formatting can be applied using the commands in the
Font group on the Home tab of the Ribbon (see Figure 14).

Figure 14 – Font Group on the Home Tab

Changing the Font

A font is defined as a group of characters sharing similar type attributes. The default font used in
a presentation is determined by the theme that is applied to the presentation.

To change the font:

1. Select the text that you want to format.
2. On the Home tab, in the Font group, click the Font arrow and select the
desired font from the list.

Changing the Font Size

Font size is measured in points. The larger the font size, the larger the text. The default font size
of titles and other text in a presentation is determined by the theme that is applied to the
presentation.

To change the font size:

1. Select the text that you want to format.
2. On the Home tab, in the Font group, click the Font Size arrow and select the
desired font size from the list.
NOTE: Font sizes are not listed in increments of one point. If a desired font size is not listed in
the Font Size list, click in the Font Size box and enter the desired font size.

206
Changing the Font Style
Font style refers to type enhancements such as bold and italic (see Table 3). They can be used to
emphasize key words in a presentation.

Table 3 – Font Styles

Name Description

Bold button Makes the selected text bold.

Italic button Italicizes the selected text.

Underline button Draws a line under the selected text.

Text Shadow button Adds a shadow to the selected text.

Strikethrough button Draws a line through the middle of the selected text.

To change the font style:

1. Select the text that you want to format.
2. On the Home tab, in the Font group, click the button for the desired font style (see Table
3).
NOTE: The Bold, Italic, Underline, Shadow, and Strikethrough buttons are toggles. If you
select text to which one of these formats has been applied, and then click the corresponding
button, that format is removed.

Changing the Font Color

Color can be used to emphasize text in a presentation. The default font color used in a
presentation is determined by the theme that is applied to the presentation. When selecting
colors, be sure there is enough contrast between the background and text color to make the
presentation easier to read.

To change the font color:

1. Select the text that you want to format.
2. On the Home tab, in the Font group, click the Font Color button to apply the color
on the button.
NOTE: To select a different color, click the Font Color arrow and select the desired color from
the color palette (see Figure 15).

Figure 15 – Font Color Palette

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Formatting Paragraphs
You can change the appearance of an entire paragraph by applying paragraph formatting. For
example, you can adjust a paragraph’s line spacing and horizontal alignment, as well as create
bulleted and numbered lists. Paragraph formatting can be applied using the commands in the
Paragraph group on the Home tab of the Ribbon (see Figure 16).

Figure 16 – Paragraph Group on the Home Tab

Changing Text Alignment

You can change the alignment of text in a slide using the four alignment commands in the
Paragraph group on the Home tab (see Table 4).

Table 4 – Alignment Commands

Name Description
Aligns text against the placeholder’s left edge.
Align Text Left button
Aligns text in the middle of the placeholder.
Center button
Aligns text against the placeholder’s right edge.
Align Text Right button
Aligns text against both the left and right edges, adding space
Justify button
between words to fill the line.

To change text alignment:

1. Select the text that you want to align.
2. On the Home tab, in the Paragraph group, click the desired alignment button (see Table
4).

Modifying Line Spacing

PowerPoint leaves varying amounts of space between lines and between paragraphs. You can
change the default line spacing on a slide if you want to spread the text to cover more of the slide
or to condense it into a smaller area.

To modify the line spacing within a paragraph:

1. Position the insertion point in the paragraph for which you want to change the line
spacing.
2. On the Home tab, in the Paragraph group, click the Line Spacing button and
select the desired line spacing from the menu (see Figure 17).
NOTE: If you want to customize the spacing, select Line Spacing Options from the Line
Spacing menu to open the Paragraph dialog box, and then modify the spacing in the Spacing
section.

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 Figure 17 – Line Spacing Menu

Creating Bulleted and Numbered Lists

Slides often contain text in bulleted lists. PowerPoint automatically creates the bullets as you
type the list. You can also add and remove bullets manually. When you want to present a
sequence of information or list items by order of importance, you can also create a numbered list.

To create a bulleted list:

1. Select the lines of text that you want to add bullets to.
2. On the Home tab, in the Paragraph group, click the Bullets button .
NOTE: You can change the bullet symbol by clicking the Bullets arrow and making a selection
from the Bullets gallery (see Figure 18).

To create a numbered list:

1. Select the lines of text that you want to add numbers to.
2. On the Home tab, in the Paragraph group, click the Numbering button .
NOTE: You can change the number style by clicking the Numbering arrow and making a
selection from the Numbering gallery (see Figure 19).

Figure 18 – Bullets Gallery Figure 19 – Numbering Gallery

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To remove bullets or numbers from a list:
1. Select the lines of text from which you want to remove bullets or numbers.
2. Do one of the following:
 To remove bullets, click the Bullets arrow and select None from the Bullets gallery
(see Figure 18).
 To remove numbers, click the Numbering arrow and select None from the
Numbering gallery (see Figure 19).

Copying Formatting
You can use the Format Painter command to copy the formatting of specific text and apply it to
other text. This feature saves time when multiple formats have been applied to text and you want
to format additional text with all the same formats.

To use the Format Painter to apply text formats:

1. Select the text containing the formats you want to copy.
2. On the Home tab, in the Clipboard group, click the Format Painter button . The
mouse pointer changes into an I-beam with a paintbrush to its left.
3. Select the text that you want to format.
NOTE: To apply formatting to multiple items, double-click the Format Painter button; the
Format Painter will then remain activated until you click the button again to disable it.

Inserting Images
Images can enhance a PowerPoint presentation. They can be used to depict an idea that may be
difficult to describe or to make the presentation more visually appealing to your intended
audience. Images that can be used in a presentation include clip art and pictures. Once you insert
an image into a presentation, you can move it, resize it, crop or cut away portions of the image,
or change its colors.

NOTE: You can add images to a slide without an available content placeholder and regardless of the slide
layout.

Inserting Clip Art

One method of adding images to a presentation is to insert clip art. PowerPoint 2010 provides
access to hundreds of license-free clip art which includes illustrations, photographs, movies, and
sounds. If your computer has an Internet connection, you can also access the thousands of free
clip art images available on the Office.com website.

To find and insert clip art:

1. Display the slide on which you want to place the clip art.
2. On the Insert tab, in the Images group, click the Clip Art button (see Figure 20). Or,
click the Clip Art button in the content placeholder (see Figure 21). The Clip Art
pane opens (see Figure 22).

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 Figure 20 – Images Group on the Insert Tab

Figure 21 – Content Placeholder

3. In the Search for box, enter a keyword related to the desired clip art (see Figure 22).
4. Click the Go button. Thumbnails of any clip art, movies, and sounds that have the
associated keyword appear in the pane.
5. Scroll down to see all the available clip art, and then click the thumbnail of the desired
clip art to insert it into the slide.

Figure 22 – Clip Art Pane

Inserting Pictures
Another method of adding images to a presentation is to insert a picture from a file. You can
select from a variety of pictures, including scanned images, photographs, and drawn objects that
are saved as files.

To insert a picture:
1. Display the slide on which you want to place the picture.
2. On the Insert tab, in the Images group, click the Picture button (see Figure 20). Or,
click the Insert Picture from File button in the content placeholder (see Figure 21).
The Insert Picture dialog box opens (see Figure 23).

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 Figure 23 – Insert Picture Dialog Box

3. Locate and select the picture that you want to insert.

4. Click the Insert button.

Moving an Image
You can enhance a presentation by placing images in the best possible location on each slide.

To move an image:
1. Position the mouse pointer over the image. A four-headed arrow appears next to the
pointer.
2. Drag the image to the desired location on the slide.

Resizing an Image
You can resize an image to better fit the layout of a slide. Images can easily be resized by
dragging one or more sizing handles. You can also resize an image by entering specific
measurements in the height and width fields in the Size group on the Format contextual tab.

To resize an image using sizing handles:

1. Select the image that you want to resize. Sizing handles appear around the image.
2. Drag any sizing handle to increase or decrease the size of the image.
NOTE: Dragging a corner handle shrinks or grows the image proportionally.

To resize an image using specific measurements:

1. Select the image that you want to resize.
The Format contextual tab appears.
2. On the Format contextual tab, in the Size
group, enter the desired height and width
(in inches) in the Height and Width
Figure 24 – Size Group on the Format
boxes (see Figure 24). Contextual Tab

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Viewing a Presentation in Different Ways
PowerPoint 2010 has four primary views to help you create, organize, and display presentations
(see Table 5). Normal is the default view.

Table 5 – View Commands

Name Description
Normal button This view includes a Slide pane where you can work on the content of an
individual slide; a Notes pane where you can enter development and
delivery notes; and an Overview pane where you can move to a specific
slide using the Slides tab or work with the presentation outline using the
Outline tab.
Slide Sorter In this view, the slides of the presentation are displayed as thumbnails so
button that you can easily rearrange, copy, or delete slides. You can also apply
transitions from one slide to another, as well as specify how long each
slide should remain on the screen.
Reading View In this view, which is ideal for previewing the presentation, each slide
button appears in a window with simple controls. You can click buttons on the
navigation bar to move through or jump to specific slides.
Slide Show This view is used to deliver the presentation to an audience. In this view,
button each slide fills the entire screen.

To change the view:

1. Click the desired view button on the View Shortcuts toolbar located at the right end of
the Status bar (see Figure 25). Or, click the desired view button in the Presentation
Views group on the View tab (see Figure 26).

Figure 25 – View Shortcuts Toolbar

Figure 26 – Presentation Views Group on the View

Tab

Managing Slides in the Slide Sorter View

The Slide Sorter view displays all the slides in a presentation as thumbnails so that you can
easily manage them (see Figure 27). It provides a convenient way to rearrange the slides in any
order, copy slides so that you can base a new slide on existing content, delete slides you no
longer need, apply transitions to slides, and set slide show timings. In order to perform any
action on a slide in the Slide Sorter view, you must first select it. You can select more than one
slide at a time. Selected slides are indicated by a yellow border.

To select one or more slides in the Slide Sorter view:

1. Click the Slide Sorter button on the View Shortcuts toolbar to display the Slide
Sorter view (see Figure 27).
2. To select a single slide, click it.

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 3. To select a contiguous group of slides, click the first slide, hold down the Shift key, and
then click the last slide.
4. To select multiple noncontiguous slides, hold down the Ctrl key as you click each slide.
NOTE: Click anywhere between slides to deselect the slides.

Figure 27 – Slide Sorter View

To copy a slide:
1. With the Slide Sorter view displayed, select the slide that you want to copy.
2. On the Home tab, in the Clipboard group, click the Copy button. Or, press Ctrl+C.
3. Select the slide after which you want to paste the original slide.
4. On the Home tab, in the Clipboard group, click the Paste button. Or, press Ctrl+V.

To move a slide:
1. With the Slide Sorter view displayed, select the slide that you want to move.
2. Drag the selected slide to where you want it to appear in the presentation. A vertical line
indicates the new position.
3. Release the mouse button to place the slide in the new position. All the slides are
renumbered accordingly.

To delete a slide:
1. With the Slide Sorter view displayed, select the slide that you want to delete, and then
press the Delete key. Or, right-click the slide and select Delete Slide from the shortcut
menu.

Running a Presentation in the Slide Show View

The Slide Show view is used to deliver the presentation to an audience. This view shows your
slides in full-screen mode.

To run a presentation:
1. Select the first slide.
2. Click the Slide Show button on the View Shortcuts toolbar. The slide show displays
starting with the currently selected slide.

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 3. Do one of the following:
 To perform the next animation or advance to the next slide, press the Right Arrow
key or the Spacebar, or click anywhere on the screen.
 To perform the previous animation or return to the previous slide, press the Left
Arrow key or the Backspace key.
4. To end the presentation, press the Esc key.
NOTE: You can end a slide show at any point, whether you have reached the last slide or not. If,
however, you finish running through the slides and reach the end, you will see a message that the
show is over; click anywhere on the screen or press any key to exit the Slide Show view.

Previewing and Printing a Presentation

Even if you plan to deliver your presentation electronically, you might want to print the
presentation to proof it for typographical errors and stylistic inconsistencies. Before you print,
you can preview your presentation to see how the slides will look on paper. Previewing and
printing have become much easier in PowerPoint 2010. The Print tab in the Backstage view
allows you to preview a presentation, set print options, and print the file, all in one location (see
Figure 30).

Selecting Page Setup Options

By default, slides are sized for an on-screen slide show with a width-to-height ratio of 4:3 (10 ×
7.5 inches). The slides are oriented horizontally, with slide numbers starting at 1. You can
change these settings in the Page Setup dialog box.

To select Page Setup options:

1. On the Design tab, in the Page Setup group, click the Page Setup button (see Figure 28).
The Page Setup dialog box opens (see Figure 29).
2. Enter or select the desired options.
3. Click the OK button.
NOTE: The orientation of slides can also be changed by clicking the Slide Orientation button in
the Page Setup group and selecting the desired option (see Figure 28).

Figure 28 – Page Setup Group on

the Design Tab

Figure 29 – Page Setup Dialog Box

Printing a Presentation
When you are ready to print a presentation, you can quickly print one copy of the entire
presentation using the current printer, or you can change the default print settings before you
print the presentation.

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To print a presentation:
1. Click the File tab on the Ribbon, and then click Print. Or, press Ctrl+P. The Print tab
displays, with print settings in the center pane and a preview of the presentation in the
right pane (see Figure 30).

Figure 30 – Print Tab of Backstage View

2. To preview each slide, click the Next Page or Previous Page arrow in the lower-
left corner of the Preview pane.
NOTE: You can skip step 3 if you do not want to change any of the print settings.
3. To change the print settings, do one or more of the following:
 To change the printer, under Printer, click the button displaying the name of the
default printer and select the desired printer.
 To print multiple copies, in the Copies box, enter the number of copies you want to
print.
 To specify which slides to print, under Settings, click the button displaying the
default Print All Slides option and select the desired option.
 To print only specific slides, in the Slides box, enter the slide numbers and ranges
separated by commas (no spaces). For example, enter 1,3,5-7 to print slides 1, 3, 5, 6,
and 7.
 To specify what to print (e.g., slides, handouts, notes pages, an outline), under
Settings, click the button displaying the default Full Page Slides option and select
the desired option.
 To print in grayscale or pure black and white, under Settings, click the Color button,
and select the desired option.
4. Click the Print button.

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Getting Help
You can use the PowerPoint Help system to get assistance on any PowerPoint topic or task. This
system is a combination of tools and files that were stored on your computer when PowerPoint
2010 was installed. If your computer is connected to the Internet, you can also access resources
from Office.com.

To get help:
1. Click the Microsoft PowerPoint Help button located at the right end of the Ribbon.
Or, press the F1 key. The PowerPoint Help window opens displaying a list of general
help topics (see Figure 31).
NOTE: You can also click the Help button in the upper-right corner of an open dialog box
to display topics related to the functions of that dialog box in the PowerPoint Help window.
2. Click any topic to display the corresponding information.
3. To find help on a specific topic, type a word or phrase related to the topic in the Search
box, and then press the Enter key. The search results display in the window.
4. To access online help, click the Offline button in the lower-right corner of the window
and select Show content from Office.com from the menu (see Figure 32).
5. To close the PowerPoint Help window, click the Close button in the upper-right
corner of the window.

Figure 32 – Connection Status Menu

Figure 31 – PowerPoint Help Window

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