Microsoft Word 2010
Lecture 4
1
Didam A Mahmud
Topics
The Word program window
Formatting Text
Cut, Copy, and Paste commands
Clipboard and Spell Checker
Document and Page Layouts
Headers and Footers
Inserting Symbols, Tables, and Clipart
2
Microsoft Word Program
Microsoft Word is a word processing program
used to create:
Letters
Memos
Newsletters
Research papers
Web pages
Business cards
Resumes
Financial reports
Other types of documents
3
Word Processing Software
A word processing program is software that allows
you to enter, edit, and format text and graphics
The files you create using Word are called
documents
4
Word with various objects…
Header
Graphic
Column
Formatted
text
Chart
Table
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Word Program Window
Quick Title
Access bar
toolbar
Ribbon
Scroll
Document
bar
Ruler window
Status
bar View
buttons
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Word Program Window Summary
Quick Access toolbar contains frequently used commands and
is customizable
The Ribbon contains tabs
Tabs include buttons for commands organized in groups
Rulers show margins, tabs, and indent settings
View buttons are used to switch between Word document
views
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Word-wrap and Automatic Features
Word includes a word-wrap feature
As you type, the insertion point moves automatically to the next
line when you reach the right margin
Press [Enter] only when you want to start a new paragraph
Automatic features that might appear as you type
AutoCorrect
Spelling and Grammar
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Saving a Document
Save a file for the first time using the Save button on
the Quick Access toolbar or the Save command on the
Office menu
Assign a filename and a file location to a document
using the Save As dialog box
After you save a file for the first time, save changes
using the Save button, the Save command, or [Ctrl][S]
To create a copy of the file, use the Save As command
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under the Office Button.
Selecting Text
Use the mouse to select words, lines, paragraphs, and other large blocks of text.
Press and hold the Ctrl key to select NON-consecutive text.
to select use the pointer to
Any amount of text Drag over the text
A word Double-click the word
A line of text Click with the selection pointer to the left of the line
A sentence Press and hold [Ctrl], then click the sentence
A paragraph Triple-click the paragraph or double-click with the selection pointer to the left of the
paragraph
A large block of text Click at the beginning of the selection, press and hold [Shift], then click at the end of the
selection
Multiple nonconsecutive Select the first selection, then press and hold [Ctrl] as you select each additional
selections selection
An entire document Triple-click with the selection pointer to the left of any text, press [Ctrl][A], or click the
Select button in the Editing group on the Home tab, and then click Select All
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Methods for selecting text
Home Tab
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Cutting and Pasting Text
The operation of moving text from one location to another is called cut and paste
Cut the selected text using the Cut button in the Clipboard group on the Home
tab or the keyboard shortcut [Ctrl][X]
Cut text is placed on the Clipboard, a temporary storage area for text and
graphics cut or copied from a document
Two clipboards:
• System Clipboard - holds one item, the last item cut or copied from a
document
• Office Clipboard - holds up to 24 items
Paste text at the location of the insertion point using the Paste button in the
Clipboard group on the Home tab or the keyboard shortcut [Ctrl][V]
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Drag and Drop Text
You can also move text using the drag and drop method
Drag selected text to a new location using the mouse
Text that is dragged is not placed on the Clipboard
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Shortcut Keys for Editing
Use keyboard shortcuts as a quick way to perform a
command
[Ctrl][X] to cut text
[Ctrl][C] to copy text
[Ctrl][V] to paste text
[Ctrl][A] to select all the text in a document
[Ctrl][S] to save a document
The keyboard shortcut for a command appears in the
ScreenTip
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Copying and Pasting Text
Copied text is not removed from the document
A copy of copied text is placed on the Clipboard
Use the Copy button in the Clipboard group on the Home tab or
the keyboard shortcut [Ctrl][C]
Copy selected text by pressing [Ctrl] as you drag it to another
location
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Office Clipboard
Stores up to 24 items
Stores text and graphics
Items can be cut or copied from any Office program
Items on the Office Clipboard can be viewed
The last item collected is stored on both the Office Clipboard
and the system Clipboard
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Using the Office Clipboard
The Office Clipboard appears Click to resize or
move the Clipboard
in the Clipboard task pane task pane
Can be set to open automatically
after two consecutive cut or copy Stored
items
actions
Display manually by clicking the Icon indicates the
launcher in the Clipboard group item is collected
from Word
Click to
change
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display
Fonts
A font is a complete set of characters with the same typeface or
design
Arial, Times New Roman, Tahoma, and Calibri are examples of
fonts
MS Word allows you to use a variety of fonts and change
their size, style and colour.
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Formatting with Fonts
Serif fonts have a small stroke, called a serif, on the
ends of characters, and are often used for body text:
– Times New Roman
– Garamond
– Book Antiqua
– Californian FB
Sans serif fonts do not have a serif, and are often
used for headings:
– Arial Rounded MT Bold
– Comic Sans MS
– Franklin Gothic Demi
– Papyrus
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Font Styles
Make text darker and thicker by applying bold
Click the Bold button to apply bold
Slant text by applying italic
Click the Italic button to apply italic
Underline text for emphasis
Click the Underline list arrow, then select an underline style
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Font Effects
Apply using the Font
dialog box
• Superscript
• Subscript
• Shadow
• Outline
• Emboss
• Engrave
• Small caps
Choose font
effects 21
Other Font part
Change Case: Change all the selected text to uppercase,
lowercase, or other common capitalizations.
:Increases the text size
:Decreases the text size.
:Clears all formatting for the selected text, leaving only
the plain text.
:Changes the text color.
:Makes text look like it was marked with a highlighter 22
Format Painter
The Format Painter allows you to copy the format setting
applied to selected text to other text
Use to copy multiple format settings or individual ones
• Click the Format Painter button once to apply the format settings to one
item
• Double-click the Format Painter button to activate the Format Painter and
apply settings to multiple items
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Line and Paragraph Spacing
Adding white space to a document can make it easier to read
Increase space between lines using the Line Spacing list arrow
Increase space between paragraphs using the Before and After
text boxes in the Paragraph group on the Page Layout tab
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Aligning Paragraphs
Paragraphs are aligned relative to the left and right margins
Left-aligned text is flush with the left margin and has a ragged
right edge
Right-aligned text is flush with the right margin
Centered text is positioned evenly between the margins
Justified text is flush with both the left and right margins
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Aligning Examples
Change paragraph alignment using the alignment buttons in the
Paragraph group on the Home tab
Right-aligned
Centered
Justified
Left-aligned
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Bullets and Numbering
Formatting paragraphs with bullets and numbering can help
to organize ideas in a document
A bullet is a character, often a small circle, that appears before
the items in a list to add emphasis
Numbering the items in a list helps to illustrate sequence and
priority
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Adding Bullets and Numbering
Use the Bullets or Numbering list arrows to apply, change, or
customize bullet and numbering styles
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Indenting
Indenting a paragraph moves the edge of the paragraph in
from the left or right margin
Indent the entire left or right edge of a paragraph
Indent just the first line
Indent all lines except the first line
Indent markers on the horizontal ruler identify the indent
settings for the paragraph in which the insertion point is
located 29
Indent Markers on Ruler
Indent buttons
First Line
Indent marker
Hanging Indent
marker
Left Indent
marker
Indented
paragraph Right Indent
marker 30
Borders and Shading
Adding borders and shading to text can help to enhance
the information in a document
A border is a line added above, below, to the side of, or around
words or paragraphs
Shading is a color or pattern that is added behind words or
paragraphs
Use the Border button or the Shading button in the Paragraph
group on the Home tab
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Borders and Shading Example
Shading Border
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Styles
A set of pre-defined formatting instructions that you can use
repeatedly throughout the document
Let's say each heading in a document must be centered,
uppercase, bold, and a slightly larger font size
Without using style you would have to repeat four steps for
each heading
If you store the formatting commands in a style, you can
apply that style any time you need it
Finding and Replacing Text
Use the Replace command to search for and replace all
instances of a word or phrase in a document
Automatically find and replace all occurrences at once, or
Find and review each individual occurrence
Use the Find command to locate and highlight every
occurrence of a word or phrase in a document
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Templates
One purpose of a template is to give related documents a
common look and feel.
Templates provide style definitions and can contain elements
such as cover pages, custom headers and footers.
No need to design the document from scratch.
To insert a new template:
Click the File Select New Click Sample templates to
choose a built-in template.
Modifying existing templates
To modify an existing template:
1. Click the File tab, and then click Open.
2. On the Open page, click Computer, click My Documents,
and then open the Custom Office Templates folder.
3. Select the template you want to modify, and then click Open.
4. Make the changes you want to the template’s styles and other
elements.
5. Click the File tab, and then click Save.
Insert Tab
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cover page
Microsoft Word offers a gallery of convenient predesigned
cover pages.
1. On the Insert tab, in the Pages group, click Cover Page.
2. Click a cover page layout from the gallery of options.
Then replace the sample text with your own.
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Page Breaks
As you type, an automatic (soft) page break is automatically
inserted when you reach the bottom of a page
Text flows to the next page
You can force text onto the next page by inserting a manual
(hard) page break
Use the Breaks button in the Page Setup group on the Page Layout
tab to insert a page break, or
Press [Ctrl][Enter] 39
Inserting a Table
Tables illustrate information intended for quick reference and
analysis
A table is a grid of columns and rows that you can fill with text
and graphics
• A cell is the box formed by the intersection of a column and a row
• Borders are the lines that divide the rows and columns of a table and
help you see the structure
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Table Example
Column
Row
Border Cell
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Inserting a Table
to insert the table:
1. Select the Insert tab.
2. Click the Table button.
3. Move your mouse over the desired number
of columns and rows.
4. Click on the select cell.
Your table is inserted into your Word
document with evenly spaces columns and
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rows.
Insert a Larger Table
You aren’t limited to inserting a 10 X 8 table. You can
easily insert a larger table into your document.
To insert a large table:
1. Select the Insert tab.
2. Click on the Table button.
3. Select Insert Table from the drop-down menu.
4. Select the number of columns to insert in the Columns field.
5. Select the number of rows to insert in the Rows field
6. Select the Autofit to Window radio button.
7. Click Ok.
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HOME WORK
Add or delete a table column or row.
Modify table Design.
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Clip Art
Illustrate a document with clip art
Clip art is a collection of graphic images that you can insert in a
document
• Clip Organizer, a library of clips
• Clips are the media files, including graphics, photographs, sounds, movies,
and animations, that come with Word
Add clips by clicking the Clip Art button in the Illustrations
group on the Insert tab
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Clip Art Task Pane
Search for clips using the ClipArt task pane
Choose clip
collections to search
Search
using a
keyword
Choose type of clips
to search
Results of a
clip search
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Inserting Clip Art
A clip is inserted as an inline graphic at the location of
the insertion point
An inline graphic is a graphic that is part of the line of
text
A floating graphic is independent from text and can be
moved anywhere on a page
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Wrapping Text around Clip Art
Wrap text around the graphic
Apply a text wrapping style
Click the Text Wrapping button in the Arrange group on the
Picture Tools Format tab
Faded image
shows graphic
being dragged
Sizing handle
Floating graphic
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Formatting Clip Art
Picture Tools Format tab
Adjust contrast, brightness, compression, and so on in the Adjust
group
Apply a style from the gallery in the Picture Styles group
Position, wrap text, flip, group, and so on in the Arrange group
Crop and change height or width in the Size group
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Headers and Footers
Add headers and footers to a document when there is an
item you want to appear on every page
A header is text or graphics that appears at the top of every
page of a document
A footer is text or graphics that appears at the bottom of every
page of a document
Headers and footers often contain information such as
document title, author name, dates, and page numbers 50
Adding Headers and Footers
Open headers and footers by clicking the Header button or
the Footer button on the Insert tab
Add text to headers and footers by typing in the Header and
Footer areas
You can also add symbols, borders, graphics, and other elements to
headers and footers
The Header & Footer Tools Design tab opens when the
Header and Footer areas are open
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Headers and Footers Example
Document text is dimmed when the Header and Footer areas are open
Dimmed text can’t be edited
The Header and Footers areas are independent of the document itself and must be
formatted separately
Header &
Footer Tools
Design Tab
Header area
open with
content control
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Editing Headers and Footers
To edit headers and footers, first open the Header and Footer
areas:
Double-click a header or footer in Print Layout view
Insert, delete, and format content
Change the default tab stops in the Header and Footer areas if the
default document margins were changed
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Different Headers and Footers
Create different headers and footers:
For the first page of a document or section
For each section in a document
For even- and odd-numbered pages in a document or section
Use the tools on the Header & Footer Tools Design tab or use
the Layout tab in the Page Setup dialog box
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Page Numbers
Automatically number the pages of a document by
inserting a page number field
A field is a code that serves as a placeholder for data that changes
in a document
Click the Page Numbers button in the Header & Footer group on
the Insert tab to insert a page number field
• Select a location, such as bottom of page
• Select a preformatted page number and alignment
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Page Numbers Example
Page number fields are inserted in a document header or
footer
Document text
(dimmed when
the Footer area
is open)
Page number
(in the Footer
area)
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Inserting Symbols
A symbol is a special character, such as a graphic, shape, or
foreign language character
Add a symbol using the Symbol button on the Insert tab
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Inserting Equation
1. on the Insert tab, in the Symbols group, click the arrow next
to Equation.
2. Click the equation that you want, or click Insert New
Equation to type an equation.
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Insert a textbox
You may want to insert a text box into your document to draw
attention to specific text or have the ability to easily move text
within a document
To insert a text box:
1. Select the Insert tab on the Ribbon.
2. Click the Text Box command in the Text group. A drop-down menu will
appear.
3. Select Draw Text Box. Or From the drop-down menu, you can also select
one of the built-in text boxes that have predefined
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Challenge: change format of text box(background, border..etc)
Page layout tab
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Document Margins
Document margins are the blank areas between the edge of
the text and the edge of the page
To adjust a document’s margins:
Click the Margins button in the Page Setup group on the Page
Layout tab, then click Custom Margins
• Change margin settings on the Margins tab in the Page Setup dialog box
Drag a margin indicator on a ruler to a new location
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Setting Document Margins
Top margin Right margin
Ruler shows
location of
top margin
Ruler shows
location of
left margin
Left margin
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Page Orientation
Portrait orientation means a page is taller than it is
wide
The default page orientation for a document is
portrait
Landscape orientation means a page is wider than it
is tall
Default paper size is 8.5” x 11”
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Other page layout tab
page size: Click the Size command, and a drop-down menu will
appear. The current page size is highlighted.
Watermarks: are text or pictures that appear behind document
text. You can change available text or apply a picture
Page color
Page border
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Reference Tab
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Footnotes and Endnotes
Footnotes and endnotes provide additional information
They consist of two parts
Note reference mark
Corresponding footnote or endnote
Footnotes appear at the bottom of page
Endnotes appear at the end of the document.
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Footnotes and Endnotes Example
Separator
line
Footnote Note reference
text mark
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Table of content
One of the most common features of professional documents
is the table of contents
1. Select the text that you want to appear in the table of contents.
2. On the Home tab, in the Styles group, click the style that you
want.
3. On the References tab, in the Table of Contents group,
click Table of Contents, and then click the table of contents
style that you want.
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Insert Citations
Use the Word References feature to keep track of
reference sources
Insert a citation into a document
A citation gives credit to the source of a quotation or other
information used in a document
• Usually includes author name and page number
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Insert Citations
•Adding a Report source
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Summary
The Word program window
Formatting Text
Cut, Copy, and Paste commands
Clipboard and Spell Checker
Document and Page Layouts
Headers and Footers
Inserting Symbols, Tables, and Clipart
71