Microsoft Word Tutorial

Q. How to insert columns in document?

Columns are used in many types of documents, but they are most commonly used in
newspapers, magazines, academic journals, and newsletters.
1. Select the text you want to format.
2. Click the Page Layout tab.
3. Click the Columns command. A drop-down menu will appear.

4. Select the number of columns you want to insert. The text will then format into
columns.
Note that if you want to remove the columns click the Columns command and
select One for the number of columns.

Q. How to add column break in document?

Once you've created columns, the text will automatically flow from one column to the
next. Sometimes, though, you might want to control exactly where each column begins.
You can do this by creating column breaks.
1. Place the insertion point where you want to add the break.
2. Click the Page Layout tab.
3. Click the Breaks command in the Page Setup group. A drop-down menu will appear.
4. Select Column from the list of break types.

5. The text will shift to reflect the column break.

Q. How to insert hyperlinks in document?

When you're online, you use hyperlinks to navigate from one webpage to
another. Sometimes a hyperlink will link to a different section of the same page. If you
want to include a web address or email address in your Word document, you can
format it as a hyperlink for someone else to click.
Adding hyperlinks to your document can help readers quickly access contact
information, other parts of the document and any additional information online that you
want to share.
1. Select the text or image you want to make a hyperlink.
2. Right-click the selected text or image, then click Hyperlink. You can also right-click in a
blank area of the document and click Hyperlink.
3. The Insert Hyperlink dialog box will open. You can also get to this dialog box from
the Insert tab by clicking Hyperlink.
4. If you selected text, the words will appear in the Text to display: field at the top. You
can change this text if you want.
5. Type the address you want to link to in the Address: field.

6. Click OK. The text or image you selected will now be a hyperlink.

Note that you can also insert a hyperlink that links to another portion of the same document by
selecting Place in This Document from the Insert Hyperlink dialog box.
Q. How to make an Email address a hyperlink?

1. Right-click the selected text or image, then click Hyperlink.

2. The Insert Hyperlink dialog box will open.
3. On the left side of the dialog box, click Email Address.

4. Type the email address you want to connect to in the Email Address box, then click OK.

Note that Word often recognizes email and web addresses as you type and will format them as
hyperlinks automatically after you press the Enter key or the spacebar.
Q. How to remove the hyperlink?

1. Right-click the hyperlink.

2. Click Remove Hyperlink.

Q. How to insert Textbox in document?

You may want to insert a text box into your document to draw attention to specific
text or have the ability to easily move text within a document. Text boxes are basically
treated the same as shapes, so you can add the same types of effects to them and can
even change their shape.
1. Select the Insert tab on the Ribbon.
2. Click the Text Box command in the Text group. A drop-down menu will appear.
3. Select Draw Text Box.
4. Click and drag on the document to create the text box.

5. You can now start typing to create text inside the text box.
Q. How to move the textbox in document?

1. Click the text box.

2. Hover the mouse over one of the edges of the text box. The mouse pointer becomes

a cross with arrows on each end .

3. Click and drag the text box to the desired location on the page.

Q. How to resize the textbox in document?

1. Click the text box.

2. Click and drag one of the sizing handles on the corners or sides of the text box until
it is the desired size.

If you drag the sizing handles on any of the four corners, you will be able to change
the height and width at the same time. The sizing handles on the top or bottom of the text box
will only allow you to resize vertically, while the handles on the left and right sides will resize
the text box horizontally.
Q. How to change appearance of the textbox?

1. Select the text box. A new Format tab appears with Drawing Tools.
2. Go to the Format tab.
3. Click the Edit Shape command.

4. Click Change Shape to display a drop-down list.

5. Select the desired shape from the list.

Q. How to change shape style?

Choosing a shape style allows you to apply a preset fill and outline color, and in
some cases other effects such as beveling and shadow. You don't have to pick a style for
your text box, but it can help you save time or experiment with different appearances.
1. Select the text box. The Format tab appears.
2. Select the Format tab.
3. Click the More drop-down arrow in the Shape Styles group to display more style
options.
 4. Hover your mouse over the styles to see a live preview.
5. Select the desired style.

Q. How to fill the shape?

1. Select the text box. The Format tab appears.

2. Click the Format tab.

3. Click the Shape Fill command to display a drop-down menu.

4. From the drop-down menu, you can select a color from the list, choose No Fill, or
select More Fill Colors to use a color that's not on the list.

Q. How to change shape outline?

1. Select the text box. The Format tab appears.

2. Click the Shape Outline command to display a drop-down list.
 3. Select a color from the list, choose No Outline, or select More Outline Colors to
use a color that's not on the list.
4. From the drop-down menu, you can change the outline color, weight (thickness), and
whether it is a dashed line.

Q. How to change the shape effect?

1. Select the text box. The Format tab appears.

2. Select the Format tab.
3. Click the Shape Effects command.
4. Click Shadow.
5. Move your mouse over the menu options to see a live preview in your document.
 6. Click the desired option to select the shadow effect.
To choose a different shadow color for your shape, select Shadow Options from the drop-down
menu, then click the Color button.

Q. How to use 3-D rotation to shapes or textboxes in document?

1. Select the text box.

2. Select the Format tab.
3. Click Shape Effects from the Shape
Styles group.
4. Hover your mouse over 3-D Rotation.
A drop-down menu will appear.

5. Select the desired rotation preset from

the drop-down menu. You can also
click 3-D Rotation Options if you
would prefer to type custom values.
Q. How to use Bevel on shapes or textboxes in document?

1. Select the text box.

2. Select the Format tab.
3. Click Shape Effects from the Shape
Styles group.
4. Hover your mouse over Bevel. A drop-
down menu will appear.
5. Select the desired bevel preset from the
drop-down menu. You can also click 3-
D Options if you would prefer to type
custom values.
If you click 3-D Options, you'll also be able to
change the shape's Material to give it a metal,
plastic, or translucent appearance, and you can
choose the Lighting type to change how the
shape is illuminated.
WordArt
In addition to adding effects to a text box, you can add effects to the text inside
the text box, which is known as WordArt. For the most part, the types of effects you
can add are the same as the ones you can add to shapes or text boxes (shadow, bevel,
etc.). However, you can also Transform the text to give it a wavy, slanted, or inflated
look.

Q. How to apply quick style to text in document?

A quick style will automatically apply several effects to your text at once. You can then
refine the look of your text by adding or modifying text effects.
1. Select the text box, or select some text inside of the text box. The Format tab will
appear.
2. Click the Format tab.
3. Click the Quick Styles command in the WordArt Styles group. A drop-down menu will
appear.
 4. Select the desired style preset to apply the style to your text.
After you have applied a quick style, you can still modify the font or font color from
the Home tab if you want.

Q. How to convert regular text into WordArt?

For text to be formatted as WordArt, it needs to be inside of a text box. However, there's
a shortcut that allows you to convert text into WordArt even if it's not in a text box.
1. Select the text you want to convert.
2. Click the Insert tab.
3. Click the WordArt command.
The Quick Styles drop-down menu
will appear.
4. Select the desired quick style.
5. Word will automatically create a text
box for your text and apply the style
to the text.

Some effects, such as shadows, can be added from the Text Effects menu in the Home tab.
When you add effects in this way, it will not place the text in a text box.
Q. How to add or modify text effect in WordArt?

1. Select the text box, or select some

text inside of the text box.
The Format tab will appear.
2. Click the Format tab.
3. Click the Text Effects command in
the WordArt Styles group. A drop-
down menu will appear, showing the
different effect categories.

4. Hover over an effect category. A drop-down menu will appear. You can hover the mouse
over the different presets to see a live preview.

5. Select the desired effect preset. The effect will be applied to your text. If you want, you
can combine several effects.
Clip art and pictures
Adding clip art and pictures to your document can be a great way to illustrate
important information or add decorative accents to existing text. You can insert
images from your computer or search Microsoft's extensive selection of clip art to find
the image you need. Once an image has been inserted, you can format text
to wraparound the image.

Q. How to locate ClipArt?

1. Select the Insert tab.

2. Click the Clip Art command in
the Illustrations group.

3. The clip art options appear in

the task pane to the right of the
document.
4. Enter keywords in the Search
for: field that are related to the
image you want to insert.
5. Click the drop-down arrow in
the Results should be: field.
6. Deselect any types of media you do
not want to see.
 7. If you also want to search for clip art on
Office.com, place a check mark next
to Include Office.com content.
Otherwise, it will just search for clip art
on your computer.

8. Click Go.

Q. How to insert Clip Art?

1. Select the Insert tab.

2. Click the Clip Art command in
the Illustrations group.

3. The clip art options appear in

the task pane to the right of the
document.
4. Enter keywords in the Search
for: field that are related to the
image you want to insert.
5. Click the drop-down arrow in
the Results should be: field.
6. Deselect any types of media you do
not want to see.

7. If you also want to search for clip art on

Office.com, place a check mark next
to Include Office.com content.
Otherwise, it will just search for clip art
on your computer.

8. Click Go.
 Q.How to insert picture from a file into document?

1. Place your insertion point where you

want the image to appear.
2. Select the Insert tab.
3. Click the Picture command in
the Illustrations group. The Insert
Picture dialog box appears.

4. Select the desired image file, then click Insert to add it to your document.

To resize an image, click and drag one of the corner sizing handles. The image will change size
while keeping the same proportions. If you want to stretch it horizontally or vertically, you can
use the side sizing handles.

Q. How to crop image?

1. Select an image. The Format tab will appear.

2. Select the Format tab.
3. Click the Crop command. Black cropping handles appear.
 4. Click and drag a handle to crop an image.
5. Click the Crop command to deselect the crop tool.
Corner handles will allow you to simultaneously crop the image horizontally and vertically.

Q. How to crop an image to a shape?

1. Select the image. The Format tab will appear.

2. Select the Format tab.
3. Click the Crop drop-down arrow (below the Crop command). A drop-down menu will
appear.

4. Select a shape from the drop-down menu.

5. The image will take the shape you have selected.
Q. How to add border to the image?

1. Select the picture.

2. Select the Format tab.
3. Click the Picture Border command. A drop-down menu will appear.

4. From the drop-down menu, you can select a color, weight (thickness), and whether the
line is dashed.

Q. How to make corrections to the image?

1. Select the image. The Format tab will appear.

2. Click the Format tab.
3. Click the Corrections command. A drop-down menu will appear.
 4. To sharpen or soften the image, hover over the Sharpen and Soften presets. You'll see a
live preview of the preset in the document.
5. When you've found a preset you like, click it to select it.
6. Click the Corrections command again.
7. Hover over the Brightness and Contrast presets to see a live preview.
8. When you've found one you like, click it to select it.
You can also select Picture Corrections Options from the drop-down menu to refine the
settings.

Q. How to adjust the color in image?

1. Select the image. The Format tab will appear.

2. Click the Format tab.
3. Click the Color command. A drop-down menu will appear.
 4. From the drop-down menu, you can choose a preset from each of the following three
categories:
o Color Saturation: This controls how vivid the colors are in the image.
o Color Tone: This controls the temperature of the color, from cool to warm.
o Recolor: This controls the overall color of the image. Use this option to make the
image black and white or grayscale, or to colorize it with a different color.

Q. How to add Artistic effects to the image?

1. Select the picture. The Format tab will appear.

2. Click the Format tab.
3. Click the Artistic Effects command. A drop-down menu will appear.
 4. Hover over the different presets to see a live preview of each one.
5. When you've found a preset you like, click it to select it.
6. To adjust the settings for the effect, click Artistic Effects again, then select Artistic
Effect Options.
Many clip art images do not allow you apply artistic effects. Generally speaking, the ones that
look hand-drawn or painted do not work, while photographs do.

Q. How to apply picture style?

1. Select the picture. The Format tab will appear.

2. Select the Format tab.
3. Click the More drop-down arrow to display all of the picture styles.

4. Hover over a picture style to display a live preview of the style in the document.
5. Select the desired style.
 6. To refine the picture style, click the Picture Effects command to see the Effects drop-
down menu.

Q. How to compress the image?

Word can reduce the file size by compressing pictures, lowering their resolution, and deleting
cropped areas.
1. Select the picture. The Format tab will appear.
2. Select the Format tab.
 3. Click the Compress Pictures command in the Adjust group. A dialog box appears.

4. Place a check mark next to Delete cropped areas of pictures. You can also choose
whether to apply the settings to this picture only or to all pictures in the document.
5. Choose a Target output. If you are emailing your document, you may want to
select Email, which produces the smallest file size.

6. Click OK.

Q. How to remove background from the image?

Removing the background from an image can give your images a cleaner appearance. If you're
printing your document, it can also save ink.
With Background Removal, Word uses special algorithms to determine which parts of the
image are the background and then removes these areas from the image.
1. Click the image. The Format tab will appear.
2. Click the Format tab.
3. Click the Remove Background command.
4. Word will try to guess which part of the image is the background, and it will mark the
area with a magentafill. It will also place a box around the image with selection handles.

5. Drag the selection handles until all of the foreground is inside the box. After you do this,
Word may readjust the background.
6. At this point, you may need to help Word decide which parts of the image
are foreground and which parts are background. You can do this by using the Mark
Areas to Keep and Mark Areas to Remove commands.
o If Word has marked part of the foreground magenta, click Mark Areas to
Keep and draw a line in that region of the image.
o If part of the background has not been marked with magenta, click Mark Areas
to Remove and draw a line in that region of the image.
7. After you add your marks, Word will readjust the image.
 8. When you're satisfied with the image, click Keep Changes. All of the magenta areas will
be removed from the image.

9. You can adjust the image at any time by clicking the Remove Background command
again.
As with artistic effects, Background Removal will not work with some clip art images.

Text wrapping settings

When you insert clip art or a picture from a file, you may notice that it's difficult to move
it exactly where you want. This is because the text wrapping for the image is set to In Line
with Text. You'll need to change the text wrapping setting if you want to move the image
freely, or if you just want the text to wrap around the image in a more natural way.

Q. How to wrap text around an image?

1. Select the image. The Format tab 4. Select the desired menu option. The
will appear. text will adjust based on the option
2. Click the Format tab. you have selected.
3. Click the Wrap Text command in
the Arrange group.
 5. Move the image around to see how the text wraps for each setting.
If you can’t get your text to wrap the way you want, click the Wrap Text command, then
select More Layout Options from the menu. You can make more precise changes in the
Advanced Layout dialog box that appears.

Q. How to use predefined text wrapping setting?

1. Click the Position command to the left

of the Wrap Text command. A drop-
down menu will appear.
2. From the drop-down menu, select the
desired image position.
3. The image will move to the position
you have selected, and it will
automatically have text wrapping
applied to it.

Using styles and themes

Styles and themes are powerful tools in Word that can help you easily create
professional-looking documents. A style is a predefined combination of font style, color, and
size of text that can be applied to selected text. A theme is a set of formatting choices that can
be applied to an entire document and includes theme colors, fonts, and effects.
 Word's large selection of styles and themes allows you to quickly improve the
appearance of your document. Styles can give your document a more sophisticated look, while
themes are a great way to change the tone of your entire document quickly and easily. To use
styles and themes effectively, you'll need to know how to apply,modify, and create a style;
use style sets; apply a document theme; and create a custom theme.

Q. How to select style?

1. Select the text you want to format.

2. In the Style group on the Home tab, hover over each style to see a live preview in the
document. Click the More drop-down arrow to see additional styles.

3. Select the style you want. The selected text appears formatted in the style.

Q. How to apply a style set?

Style sets include a combination of title, heading, and paragraph styles. Style sets allow you
to format all of the elements of your document at once, rather than formatting your title and
headings separately.
1. Click the Change Styles command on the Ribbon. A drop-down menu will appear.
 2. From the drop-down menu, select Style Set.

3. Select the Style Set you want, and the change will be reflected in the entire document.

Q. How to modify a style?

1. Locate the style you want to change in the Styles group.

2. Right-click the style. A drop-down menu will appear.
3. Click Modify, and the Modify Style dialog box appears.
 4. Make the desired changes to the formatting. If you want, you can also change the name of
the style.

5. Click OK to apply the modifications to the style.

Q. How to create new style?

1. Click the arrow in the bottom-right

corner of the Styles group. This opens
the Styles task pane.
2. Select the New Style button at the
bottom. A dialog box will appear.
3. Enter a name for the style, and set the
text formatting the way you want.
4. Click OK, and the new style will
appear in the task pane.
Themes
A theme is a set of colors, fonts, and effects that determines the overall look of your
document. Themes are a great way to change the tone of your entire document quickly and
easily.

Q. What is a theme?

All documents in Word 2010 use a theme. You've already been using a theme, even if you didn't
know it: the default Office theme. Every theme, including the Office theme, has its own theme
elements:
 Theme colors (available in every Color menu)

 Theme fonts (available in the Font menu)

 Shape styles (available in the Format tab when you click a shape)
Q. How to change the theme in document?

1. Select the Page Layout tab.

2. Click the Themes command. A drop-
down menu will appear.

3. Hover the mouse over a theme to see a live preview of it.

4. Select the desired theme.

Q. How to change the theme colors?

1. From the Page Layout tab, click

the Theme Colors command. A drop-
down menu will appear.
 2. Hover your mouse over the different sets of theme colors to see a live preview.
3. Select the set of theme colors you want, or select Create New Theme Colors to
customize each color individually.

Q. How to change theme font?

1. From the Page Layout tab, click the Theme Fonts command. A drop-down menu will
appear.

2. Hover your mouse over the different sets of theme fonts to see a live preview.
3. Select the set of theme fonts you want, or select Create New Theme Fonts to customize
each font individually.

Q. Hoe to change the theme effect?

1. From the Page Layout tab, click the Theme Effects command. A drop-down menu will
appear.
 2. Hover your mouse over the different sets of theme effects to see a live preview.
3. Select the set of theme effects, you want.

Q. How to save your changed theme / customized theme?

Once you've found settings you like, you may want to save the theme so you can use it in other
documents.
1. From the Page Layout tab, click the Themes command. A drop-down menu will appear.
2. Select Save Current Theme.

3. Type a file name for your theme, then click Save.

 Tables:
A table is a grid of cells arranged in rows and columns. Tables can be customized and
are useful for various tasks such as presenting text information and numerical data.

Q. How to insert the table to document?

1. Place your insertion point in the

document where you want the table to
appear.
2. Select the Insert tab.
3. Click the Table command.
4. Hover your mouse over the diagram
squares to select the number
of columns and rows in the table.

5. Click your mouse, and the table appears in the document.

6. You can now place the insertion point anywhere in the table to add text.

Q. How to convert existing text to table in document?

1. Select the text you want to convert.

2. Select the Insert tab.
3. Click the Table command.
4. Select Convert Text to Table from the
menu. A dialog box will appear.
 5. Choose one of the options in
the Separate text at: section. This is
how Word knows what text to put in
each column.

6. Click OK. The text appears in a table.

Q. How to add a row to the table?

1. Place the insertion point in a row below the location where you want to add a row.

2. Right-click the mouse. A menu appears.

3. Select Insert Insert Rows Above.
 4. A new row appears above the insertion point.

You can also add rows below the insertion point. Follow the same steps, but select Insert Rows
Below from the menu.

Q. How to add a column to the table?

1. Place the insertion point in a column adjacent to the location where you want the new
column to appear.
2. Right-click the mouse. A menu will appear.

3. Select Insert Insert Columns to the Left or Insert Columns to the Right. A new
column appears.

Q. How to delete a row or column from table?

1. Select the row or column.

2. Right-click your mouse. A menu will appear.
3. Select Delete Cells.
 4. Select Delete entire row or Delete entire column, then click OK.

Q. How apply a table style?

1. Click anywhere on the table. The Design tab will appear on the Ribbon.
2. Select the Design tab and locate the Table Styles.
3. Click the More drop-down arrow to see all of the table styles.

4. Hover the mouse over the various styles to see a live preview.
5. Select the desired style. The table style will appear in the document.
Q. How to change table style options?

Once you've chosen a table style, you can turn various options on or off to change the
appearance of the table. There are six options: Header Row, Total Row, Banded Rows, First
Column, Last Column, and Banded Columns.
1. Click anywhere on the table. The Design tab will appear.
2. From the Design tab, check or uncheck the desired options in the Table Style
Options group.

Depending on which table style you're using, certain table style options may have a somewhat
different effect. You may need to experiment to get the exact look you want.

Q. How to add borders to a table?

1. Select the cells you want to add a border to.

2. From the Design tab, select the desired Line Style, Line Weight, and Pen Color.

3. Click the Borders drop-down arrow.

4. From the drop-down menu, select the desired border type.
 5. The border will be added to the selected cells.

Q. How to modify table using Layout Tab?

When you select a table in Word 2010, Design and Layout tabs appear under Table Tools on
the Ribbon. Using commands on the Layout tab, you can make a variety of modifications to the
table.
Click the buttons in the interactive below to learn about the different ways you can modify a
table with the Layout tab.
SmartArt
SmartArt allows you to visually communicate information rather than simply using
text. Illustrations can enhance your document, and SmartArt makes using graphics especially
easy. In this lesson, you will learn how to insert a SmartArt graphic, modify
the color and effects, and change the organization of the graphic.
Word has a variety of SmartArt graphics you can use to illustrate and organize many
different types of ideas. To get the most out of SmartArt, you'll need to know how to insert a
SmartArt graphic, modify the color and effects, and change the organization of the graphic.

Q. How to insert a SmartArt illustration in document?

1. Place the insertion point in the document where you want the graphic to appear.
2. Select the Insert tab.
3. Select the SmartArt command in the Illustrations group. A dialog box appears.

4. Select a category to the left of the dialog box, and review the SmartArt graphics that
appear in the center.
5. Select the desired SmartArt graphic, then click OK.
To see more details about a graphic, click any image and a larger preview of the graphic
with additional text details will appear on the right side of the dialog box.

Q. How to add text to a SmartArt graphic?

1. Select the graphic. A border will appear around it with an arrow on the left side.
2. Click the arrow on the left side of the graphic to open the task pane.

3. Enter text next to each bullet in the task pane. The information will appear in the graphic
and will resize to fit inside of the shape.
 4. To add a new shape, press Enter. A new bullet will appear in the task pane, and a new
shape will appear in the graphic.
You can also add text by clicking the desired shape and typing your text. This works well if
you only need to add text to a few shapes. However, for more complex SmartArt graphics
working in the task pane is often faster.
You can change the layout of a SmartArt graphic even after you've added text. However, if
the new layout is different from the old one, some of your text may not show up. Experiment
with different layouts to see how they display your text differently.

Q. How to add a shape to a graphic?

1. Select the graphic. The Design and Format tabs appear on the Ribbon.
2. Select the Design tab.
3. Click the Add Shape command in the Graphics group.
4. Decide where you want the new shape to appear, and select one of the shapes nearby the
desired location.
5. Select Add Shape Before or Add Shape After. If you want to add a superior or a
subordinate, select the Add Shape Above or Add Shape Below options.
Q. How to move shapes using the Promote and Demote commands?

1. Select the graphic. The Design and Format tabs appear on the Ribbon.
2. Select the Design tab.
3. Select the shape you want to move.
4. Click the Promote or Demote command in the Create Graphic group.

5. The shape will move up or down by one level.

You can also demote and promote shapes from within the task pane. With the insertion point in
the task pane, press the Tab key to demote a shape. Press the Backspace key (or Shift+Tab) to
promote a shape. It's a lot like creating an outline with a multilevel list.
Q. How to change the SmartArt style?

1. Select the graphic. The Design and Format tabs appear on the Ribbon.
2. Click the Design tab.
3. In the SmartArt Styles group, click the More drop-down arrow to view all of the styles.

4. Hover your mouse over each style to see a live preview.

5. Select the desired style.

Q. How to change color scheme?

Word provides a variety of color schemes to use with SmartArt. The color schemes use theme
colors, so they will vary depending on which theme you are using.
 1. Select the graphic. The Design and Format tabs appear on the Ribbon.
2. Select the Design tab.
3. Click the Change Colors command. A drop-down menu appears, showing various color
schemes.
4. Select the desired color scheme.

If you want to change the appearance of a single shape within the SmartArt graphic,
select the shape, then click the Format tab. You can then modify the shape style, color, effects,
and other settings for that shape.

Template:
A template is a predesigned document you can use to create documents quicklywithout
having to think about formatting. With a template, many of the larger document design
decisions such as margin size, font style and size, and spacing are predetermined. In this lesson,
you will learn how to create a new document with a template and insert text into it.
Templates can help you create a more professional and visually appealing document.
With Word's large selection of templates, you'll likely find one to suit your purpose—whether
you're creating a business card or a simple award certificate. To use templates, you'll need to
know how to create a new document with a template and how to insert text into the template.

Q. How to insert a template into document?

1. Click the File tab to go to Backstage view.

2. Select New. The New Document pane appears.
3. Click Sample templates to choose a built-in template, or select an Office.com
template category to download a template.

4. Select the desired template, then click Create. A new document will appear using the
template you have selected.
Use caution when downloading Office.com templates. Some of them are uploaded by people
not affiliated with Microsoft, and Microsoft cannot guarantee that these templates are free from
viruses or defects. For these templates, you'll see a warning message before downloading them.

Q. How to enter text into the template?

Templates include placeholder text that is surrounded by brackets. To personalize your

document, you'll need to replace the placeholder text with your own text.
Some templates simply use regular text as the placeholder text, rather than the traditional
placeholder text with brackets. In these cases, delete the text and type in your own text.
1. Click the text you want to replace. The text will appear highlighted, and a
template tag will appear.

2. Enter some text. It will replace the placeholder text.

For some fields, there's a drop-down arrow you can use to select information rather than type it.
For example, a date field will show a calendar so you can choose the date more easily.
Q. How to change the prefilled information?

In some templates, your name or initials will be automatically added. This is known as prefilled
information. If your name or initials are incorrect, you'll need to change them in Word
Options.
1. Click the File tab to go to Backstage view.
2. Click the Options button. The Word Options dialog box appears.
3. Enter the user name and/or initials in the General section, then click OK.

If you are using a public computer, such as one at a library, you may not want to change these
settings.

Mail Merge:
Mail Merge is a useful tool that will allow you to easily produce multiple letters, labels,
envelopes, nametags, and more using information stored in a list, database, or spreadsheet. In
this lesson, you will learn how to use the Mail Merge Wizard to create a data source and a
form letter, and you'll explore other wizard features.
When you are performing a Mail Merge, you will need a Word document (you can start with
an existing one or create a new one) and a recipient list, which is typically an Excel workbook.

Q. How to use Mail Merge?

1. Open an existing Word document, or create a new one.

2. Click the Mailings tab.
 3. Click the Start Mail Merge command.
4. Select Step by Step Mail Merge Wizard.

The Mail Merge task pane appears and will guide you through the six main steps to complete a
merge. The following is an example of how to create a form letter and merge the letter with
a recipient list.
Step 1:
1. Choose the type of document you want to create. In this example, select Letters.

2. Click Next: Starting document to move to Step 2.

Step 2:
1. Select Use the current document.
 2. Click Next: Select recipients to move to Step 3.
Step 3:
Now you'll need an address list so Word can automatically place each address into the document.
The list can be in an existing file, such as an Excel workbook, or you can type a new address
list from within the Mail Merge Wizard.
1. From the Mail Merge task pane, select Use an existing list, then click Browse.

2. Locate your file in the dialog box (you may have to navigate to a different folder), then
click Open.
3. If the address list is in an Excel workbook, select the worksheet that contains the list,
then click OK.

4. In the Mail Merge Recipients dialog box, you can check or uncheck each recipient to
control which ones are used in the merge. When you're done, click OK to close the
dialog box.
 5. From the Mail Merge task pane, click Next: Write your letter to move to Step 4.
If you don't have an existing address list, you can click the Type a new list button and
click Create. You can then type your address list.
Step 4:
Now you're ready to write your letter. When it's printed, each copy of the letter will basically be
the same, except the recipient data—like the name and address—will be different on each one.
You'll need to add placeholders for the recipient data so Mail Merge knows exactly where to
add the data. If you're using Mail Merge with an existing letter, make sure the file is open.

Q. How to add recipient data?

1. Place the insertion point in the document where you want the information to appear.
2. Select Address block, Greeting line, Electronic postage, or More items from the task
pane.
 3. Depending on your selection, a dialog box may appear with various options. Select the
desired options, then click OK.

4. A placeholder appears in your document (for example: «AddressBlock»).

5. Repeat these steps each time you need to enter information from your data record.
6. From the Mail Merge task pane, click Next: Preview your letters to move to Step 5.
For some letters, you'll only need to add an Address block and Greeting line. Sometimes,
however, you may want to place recipient data within the body of the letter to
further personalize it.
Step 5:
1. Preview the letters to make sure information from the recipient list appears correctly in
the letter. You can use the left and right scroll arrows to view each document.

2. Click Next: Complete the merge to move to Step 6.

Step 6:
1. Click Print to print the letters.

2. The Merge to Printer dialog box opens. Click All, then click OK.
 3. The Print dialog box will appear. Adjust the print settings if needed, then click OK.

Reviewing the document:

Let's say someone asks you to proofread a report. If you have a hard copy of the report,
you might use a red pen to cross out sentences, mark misspellings, or add comments in the
margins. However, you could also do all of these things in Word using the Track
Changes and Comments features.
When you've finished reviewing the document, the other person can choose to
automatically accept all of your changes, or decide whether to accept or reject each change one
by one.
When you need to collaborate on the content of a document or if you need someone to
proofread your document, Word's Track Changes and Comments features make it easier for
you to collaborate with others.
 When you turn on the Track Changes option, all changes you make to the document
show up as colored markups. If you delete some text, it won't disappear but instead will have a
visible strike through it. If you add text, it will be underlined. This allows another person to see
which changes have been made before making the changes permanent.

The color of the markups will vary depending on who is reviewing the document, so if there are
multiple reviewers you'll be able to tell at a glance who made each change.

Q. How to turn on the track changes?

1. Click the Review tab.

2. Click the Track Changes command. It should now be highlighted in gold to show that it
is active.

3. Any changes you make to the document will be shown as colored markups.

4. Click the Track Changes command again to turn it off.

Q. How to add comments to the document?

Sometimes instead of changing something, you may want to make a comment about part of the
document. Comments show up in balloons in the right margin and can be read by the original
author or by any other reviewers.
1. Highlight some text, or place the insertion point where you want the comment to
appear.
2. From the Review tab, click the New Comment command.

3. Type your comment.

Q. How to delete the comment?

1. Select the balloon containing the comment you want to delete.

2. From the Review tab, click the Delete command.

Q. How to accept or reject a change?

Tracked changes are really just suggested changes. To become permanent, they have to
be accepted. On the other hand, the original author may disagree with some of the tracked
changes and choose to reject them.
 1. Select the change you want to accept or reject.

2. From the Review tab, click the Accept or Reject command.

3. If you accepted the change, the markup will disappear, and the text will look normal.

For some tracked changes, you can reject the changes by deleting them as if they were normal
text. For example, if a reviewer adds a word to a sentence, you can just delete the word.

Q. How to accept all changes in document?

1. From the Review tab, click the Accept drop-down arrow. A drop-down menu will
appear.

2. Select Accept All Changes in Document.

Q. How to reject all changes in document?

1. From the Review tab, click the Reject drop-down arrow. A drop-down menu will appear.
 2. Select Reject All Changes in Document.

Q. How to hide tracked changes in document?

1. From the Review tab, click the Display for Review command. The Display for Review
command is located to the right of the Track Changes command, and it may not be
labeled. It will probably say Final:Show Markup.

2. In the drop-down menu, there are four options:

o Final: Show Markup: Shows the final version along with the markup
o Final: Shows the final version and hides all markups
o Original: Show Markup: Shows the original version along with the markup
o Original: Shows the original version and hides all markups
3. Choose Final or Original from the drop-down menu to hide markups.

Q. How to show revisions in balloon?

By default, most revisions show up inline, meaning the text itself is marked. You can choose
to show the revisions in balloons, which moves many of the revisions (such as deletions) to
balloons in the right margin. This can make the document easier to read because there are fewer
inline markups. Balloons also give you more detailed information about some markups.
1. From the Review tab, click Show Markup Balloons Show Revisions in Balloons.

2. Some of the revisions will move to the right margin.

To go back to inline markups, you can select either Show All Revisions Inline or Show Only
Comments and Formatting in Balloons.
Q. How to compare two documents?

1. From the Review tab, click the Compare command. A drop-down menu will appear.
2. From the drop-down menu, click Compare.

3. A dialog box will appear. Choose your Original document by clicking the drop-down
arrow and selecting the document from the list. If your document is not on the list, click
the Browse button to browse for the file.

4. Choose the Revised document the same way you chose the Original document, then
click OK.

At this point, Word compares the two documents to determine which changes were made, and it
creates a new document that you can save if you want. The changes show up as
colored markups, just like the ones that appear when using Track Changes. You can then use
the Accept and Reject commands to finalize the document.
To the right of the new document, there's a pane that displays the original and revised documents
that you can use for reference (although you can't edit them). If you don't see the pane on the
right, click Compare Show Source Documents Show Both.

Q. How to use the document inspector?

1. Save your document.

2. Click the File tab to go to Backstage view.
3. Select Info on the left side of the page.
4. Click the Check for Issues command. A drop-down menu will appear.
5. Select Inspect Document.

6. Click Inspect.
7. The inspection results will show an exclamation mark for any categories where it
found potentially sensitive data, and it will also have a Remove All button for each of
these categories. Click Remove All to remove the data.
 8. Close the dialog box when you're done.
9. From Backstage view, click Save to make the changes permanent.

Q. How to print document?

Once you've completed your document, you may want to print it.
In previous versions of Word, there was a Print Preview option that allowed you to see exactly
what the document looked like before printing it. You may have noticed that this feature seems
to be gone in Word 2010. It actually hasn't disappeared; it's just been combined with
the Print window to create the Print pane, which is located in Backstage view.

Q. How to view the Print pane?

1. Click the File tab to go to Backstage view.

2. Select Print. The Print pane appears, with the print settings on the left and
the Preview on the right.
Click the buttons in the interactive below to learn about the Print pane.
Q. How to print the document?

1. Go to the Print pane.

2. If you only want to print certain pages, you can type a range of pages. Otherwise,
select Print All Pages.
3. Select the number of copies.
4. Check the Collate box if you are printing multiple copies of a multi-page document.
5. Select a printer from the drop-down list.
6. Click the Print button.

Q. How to quick print the document?

There may be times when you want to print something with a single click using Quick Print.
This feature prints the document using the default settings and the default printer. To use this
feature in Word 2010, you'll need to add it to the Quick Access toolbar.
1. Click the drop-down arrow on the right side of the Quick Access toolbar.
2. Select Quick Print if it is not already checked.

3. To print, click the Quick Print command.