Word Intermediate

Office 2010 Training
Word 2010 Courseware

Student Manual Intermediate
Microsoft Office Word 2010 Intermediate Courseware

Written by John Laska Published by Velsoft Training Materials Inc. Courseware Release Version 3.0
2011 by Velsoft Training Materials, Inc. Notice of Rights

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Table of Contents
Introduction.................................................................................................................................... 1 Prerequisites ................................................................................................................................... 1 Section 1: Managing Your Documents ......................................................................................... 2
Lesson 1.1: Using Windows Explorer within Word ............................................................................ 3
Navigating Using Windows Explorer ...................................................................................................................3 Performing Basic Tasks with Windows Explorer .................................................................................................4 Using Views in Windows Explorer .......................................................................................................................6 Using the Windows Explorer Navigation Pane ....................................................................................................9
Lesson 1.2: Saving Your Files .............................................................................................................. 13

Managing File Properties .................................................................................................................................. 13 Using File Formats ............................................................................................................................................ 15 Publishing to PDF or XPS ................................................................................................................................. 20 Setting File Passwords ....................................................................................................................................... 24 Using AutoRecover ............................................................................................................................................ 25
Lesson 1.3: Finishing Your Files ......................................................................................................... 28

About Compatibility Mode ................................................................................................................................. 28 Running the Document Inspector ....................................................................................................................... 29 Using the Accessibility Checker ......................................................................................................................... 32 Marking a Document as Final ........................................................................................................................... 34 Encrypting Documents ....................................................................................................................................... 36 Digitally Signing Documents ............................................................................................................................. 38 Inserting a Signature Line .................................................................................................................................. 40
Lesson 1.4: Making Word Work Backwards ..................................................................................... 44

Opening Documents in Other Word Formats .................................................................................................... 44 Converting Documents from Older Word Formats ............................................................................................ 44 Running the Compatibility Checker ................................................................................................................... 45 Setting Compatibility Options ............................................................................................................................ 48 Compatibility Packs for Microsoft Office 2003 ................................................................................................. 50
Lesson 1.5: Viewing Your Files ........................................................................................................... 52

Opening a Copy of a Document ......................................................................................................................... 52 Arranging Windows ........................................................................................................................................... 53 Comparing Documents Side-by-Side ................................................................................................................. 54 Splitting a Document .......................................................................................................................................... 57
Section 1: Review Questions ................................................................................................................ 60
Section 2: Using Formatting Tools ............................................................................................. 62

Lesson 2.1: Working with Templates.................................................................................................. 63
Creating a Template........................................................................................................................................... 63 Saving a Template .............................................................................................................................................. 69 Using a Template ............................................................................................................................................... 69 Editing a Template ............................................................................................................................................. 71 Attaching a Template to a Document ................................................................................................................. 72
Lesson 2.2: Using Bullets and Numbering.......................................................................................... 75

Types of Lists ...................................................................................................................................................... 75 Creating a Basic List .......................................................................................................................................... 76 Creating a Multilevel List .................................................................................................................................. 78
Creating Custom Bullets or Numbers ................................................................................................................ 82 Continuing a List ................................................................................................................................................ 87 Removing Bullets or Numbering ........................................................................................................................ 90
Lesson 2.3: Using the Paragraph Dialog............................................................................................. 91

Applying Alignment ............................................................................................................................................ 91 Applying Indentation .......................................................................................................................................... 92 Applying Spacing ............................................................................................................................................... 92 Setting Defaults .................................................................................................................................................. 95 Sorting Text ........................................................................................................................................................ 95
Lesson 2.4: Using Delineation Tools.................................................................................................... 98

Using Columns ................................................................................................................................................... 98 Inserting a Line Break...................................................................................................................................... 100 Inserting a Page Break..................................................................................................................................... 101 Inserting a Section Break ................................................................................................................................. 102 Setting Page and Line Break Options .............................................................................................................. 108
Lesson 2.5: Working with Pages ....................................................................................................... 110

Adding a Cover Page ....................................................................................................................................... 110 Creating a Blank Page ..................................................................................................................................... 113 Changing the Page Color................................................................................................................................. 113 Adding a Watermark ........................................................................................................................................ 118 Adding a Page Border...................................................................................................................................... 125
Lesson 2.6: Adding Hyperlinks ......................................................................................................... 128

Types of Links .................................................................................................................................................. 128 Inserting a Link ................................................................................................................................................ 129 Editing a Link ................................................................................................................................................... 133 Following a Link .............................................................................................................................................. 134 Removing a Hyperlink ...................................................................................................................................... 134
Section 2: Review Questions .............................................................................................................. 135
Section 3: Creating Headers and Footers ................................................................................. 137

Lesson 3.1: Creating Basic Headers and Footers............................................................................. 138
Using a Preset Header or Footer ..................................................................................................................... 138 Editing a Header or a Footer........................................................................................................................... 140 Adding a Header or Footer to the Gallery ....................................................................................................... 140 Navigating Through Headers and Footers ...................................................................................................... 141 Removing a Header or Footer ......................................................................................................................... 141
Lesson 3.2: Using the Header & Footer Tools Design Tab .......................................................... 143
The Header & Footer Group ........................................................................................................................... 143 The Insert Group .............................................................................................................................................. 143 The Navigation Group ..................................................................................................................................... 144 The Options Group........................................................................................................................................... 144 The Position Group .......................................................................................................................................... 144 The Close Command ........................................................................................................................................ 145
Lesson 3.3: Inserting Page Numbers ................................................................................................. 146

Inserting Page Numbers................................................................................................................................... 146 Changing Page Numbers ................................................................................................................................. 148 Formatting Page Numbers ............................................................................................................................... 149 Removing Page Numbers ................................................................................................................................. 151
Lesson 3.4: Doing More with Headers and Footers......................................................................... 152

Aligning Text .................................................................................................................................................... 152 Adding Graphics .............................................................................................................................................. 153 Inserting the Date and Time ............................................................................................................................. 155 Linking and Unlinking Headers and Footers ................................................................................................... 156 Positioning Headers and Footers .................................................................................................................... 158
Section 4: Using Time Saving Tools ......................................................................................... 161

Lesson 4.1: Using Language Tools .................................................................................................... 162
Setting Your Language ..................................................................................................................................... 162 Using the Spelling and Grammar Contextual Menu ........................................................................................ 163 Running a Spelling and Grammar Check......................................................................................................... 166 Setting Spelling and Grammar Options ........................................................................................................... 170 Controlling Hyphenation ................................................................................................................................. 171 Performing a Word Count ................................................................................................................................ 172
Lesson 4.2: Using Research Tools ..................................................................................................... 174

Performing Research ....................................................................................................................................... 174 Using the Thesaurus......................................................................................................................................... 180 Translating a Word .......................................................................................................................................... 182 Translating an Entire Document ...................................................................................................................... 184
Lesson 4.3: Inserting Pre-Defined Text ............................................................................................ 187

AutoCorrect...................................................................................................................................................... 187 Inserting the Date and Time ............................................................................................................................. 193 Inserting a Symbol ........................................................................................................................................... 194 Inserting Special Characters............................................................................................................................ 197 Inserting an Equation....................................................................................................................................... 198
Lesson 4.4: Specialized Text Recognition ......................................................................................... 201

Enabling Text Recognition ............................................................................................................................... 201 Types of Recognized Text ................................................................................................................................. 204 Making Word Recognize Different Text Features ............................................................................................ 205 Inserting a Date ............................................................................................................................................... 205
Lesson 4.5: Using the Navigation Pane ............................................................................................. 206

Overview of the Navigation Pane..................................................................................................................... 206 Reordering Sections with the Navigation Pane ................................................................................................ 208 Navigation Pane Views .................................................................................................................................... 209 Searching in Your Document ........................................................................................................................... 211
Section 5: Finishing Your Document ....................................................................................... 215

Lesson 5.1: Making Your Document Consistent ............................................................................. 216
Using Themes ................................................................................................................................................... 216 Using Theme Colors......................................................................................................................................... 217 Using Theme Fonts .......................................................................................................................................... 217 Using Theme Effects......................................................................................................................................... 218
Lesson 5.2: Using the Mail Merge Wizard ....................................................................................... 220

Mail Merge Basics ........................................................................................................................................... 220 Starting the Wizard and Choosing a Document ............................................................................................... 221 Selecting a Starting Document ......................................................................................................................... 223 Selecting Recipients ......................................................................................................................................... 224 Creating Your Document ................................................................................................................................. 226 Previewing Your Document ............................................................................................................................. 228 Completing the Merge ...................................................................................................................................... 229
Lesson 5.3: Performing a Manual Mail Merge ................................................................................ 230

Using the Mailings Tab .................................................................................................................................... 230 Selecting a Starting Document ......................................................................................................................... 231 Selecting and Editing Recipients ...................................................................................................................... 232 Adding Fields ................................................................................................................................................... 233 Adding Rules .................................................................................................................................................... 234 Previewing and Finishing the Merge ............................................................................................................... 237
Lesson 5.4: Sending a Document Electronically .............................................................................. 238

Faxing a Document .......................................................................................................................................... 238 E-mailing a Document as an Attachment ......................................................................................................... 239 E-mailing a Document as a PDF or XPS Attachment ...................................................................................... 241 Using E-mail Features ..................................................................................................................................... 242 Other Sharing Features.................................................................................................................................... 242
Index ........................................................................................................................................... 250
Introduction
Welcome to Velsofts courseware for Microsoft Office Word 2010, Microsofts flagship productivity software. This new version of Word incorporates many new features and connectivity options in an effort to make collaboration and production as easy as possible. This Intermediate level is intended to help everyday computer users become more proficient with Word. The major topics in this manual include how to manage documents on your computer; working with templates, headers, and footers; using the new Navigation Pane; and using the Mail Merge Wizard. By the end of this manual, you should be comfortable with making more complex documents. This manual was created using Microsoft Office 2010 Professional Plus. Our test machine was a 32-bit computer that used Windows 7 Ultimate. You can use any version of Windows that is accessible to you. Users of Windows Vista will notice very few interface changes, while users of Windows XP may need a short tutorial on the interface differences shown in Lesson 1.1 and 1.2. Any feature specific to Windows 7 in this manual will be marked as such. Occasionally, this manual may reference where certain keys are on the keyboard (such as Insert, Home, or Page Up). These directions are given based on a standard desktop keyboard that contains a separate number pad. Laptop keyboards may be different or have combined keys.
Prerequisites
This manual assumes you have completed the Foundation level of Velsofts Microsoft Office Word 2010 courseware or has equivalent knowledge of the basics in Word. If you have never used Microsoft Office Word, you may need a brief tutorial on using the ribbon and Quick Access toolbar. Experience with using a Web browser is also required.
Microsoft Office Word 2010 Intermediate
Section 1: Managing Your Documents

In this section you will learn how to: Navigate through your computer with Windows Explorer Perform basic file management tasks in Windows Explorer Change views within Windows Explorer Use the Windows Explorer Navigation Pane Use different file formats Publish a document to PDF or XPS Set file passwords Use AutoRecover View and edit file properties Describe Compatibility Mode Run the Document Inspector Mark a document as final Encrypt and digitally sign files Add a signature line to your document Open a copy of your document Arrange Word windows on the screen Compare documents side-by-side Split a document Open documents in different formats Save files in older Word formats Use the Compatibility Checker Set compatibility options Set up older versions of Office to open Office 2007-2010 files
Lesson 1.1: Using Windows Explorer within Word

The more you use a computer, the more files you will likely accumulate. There are a number of storage solutions such as folders and portable storage, but they are only useful if you are going to save information in some meaningful way. The actual way you manage your files is up to you. Some people prefer to have folders with dates on them, to organize files when they were created. Other people organize files in folders with projects or topics. Still others incorporate those elements into the file name rather than creating folders. Were not going to focus on a specific method in this lesson; rather, were going to give you the tools to save files so you can develop a method that works for you.
Navigating Using Windows Explorer

When you choose to open or save a file, the dialog you see is actually a miniature version of Windows Explorer, the Windows tool that helps you navigate through files. There are a few tools in Windows Explorer that can help you sort and manage your files. First, lets go over the basic ways of using Windows Explorer to navigate:
You can use the Navigation Pane to select a primary save location, such as a hard drive, network folder, or USB flash drive. You can also use the Address Bar to type a location. Each location can be traced back to a single hard disk or storage drive. If you navigate too far in the folder structure, use the back and forward Navigation Buttons to retrace your steps.
Now that we know how to navigate, lets explore how to use Windows Explorer to perform tasks.
Performing Basic Tasks with Windows Explorer

There are two ways to perform actions with Windows Explorer. You can use the Organize menu or right-click objects. The Organize menu is visible at the top of the Windows Explorer window. This menu contains commands to cut and paste, change the layout of the window, and delete or rename files. Note that some commands in this menu may be greyed out depending on what objects are currently selected or cut/copied:
Note the New folder button to the right of the Organize menu. Click this command to add a new folder inside the current folder. Give the new folder a name, press Enter, and youll have a new place to save files!
If you right-click a file (this doesnt necessarily have to be a Word document), you will see a menu similar to the following:
As you can see, you can do quite a lot of file management from within Windows Explorer. You can create new folders, create or delete files, or select which program you want to use with a particular file all while opening a Word document!
Also note the Share with and Send to options: Share with allows you to share this particular folder with members of your computer network or other people whose contact information is available on your computer. Send to lets you transfer a file from one part of your computer to another. This is very useful if you want to put something on a USB flash drive. Simply plug in the drive right-click file(s) Send to (USB flash drive name). Just remember that the commands you see in the right-click menu may be different, depending on the file type.
Using Views in Windows Explorer

Windows lets you view files in many different ways. Each view offers its own advantages, depending on how you like to search for files. To change the view, click the View command to cycle views or click the pull-down arrow beside the View command to select a view:
Lets take a moment to go through the different views. Extra Large Icons Shows an extra-large thumbnail of the first page in the document if the document has been saved with a preview picture. (This option is found in the files properties.)
Large Icons
Another type of large icon:
Medium Icons
With this view, icons are still large enough to easily identify which program will be able to open and edit the file:
Small Icons
File names are displayed left to right:
List
List view is the most space-saving of all the views. File names are displayed in columns from left to right:
Details
Vital statistics for the files are shown. Note the headings above each column. If you click these headings, you can sort files in ascending or descending order:
We will explore how to sort and group files with the other views in a moment. Tiles A combination of Medium Icons and Small Icons. This is the default view when browsing for files using Windows Explorer via Word:
Content
Offers everything that Details shows plus the name of the author(s):
No matter which view you use, you can arrange icons just like using the column headers in Details view. Just right-click an empty portion of Windows Explorer, click Sort by or Group by, and choose your criteria:
Using the Windows Explorer Navigation Pane

The Navigation Pane allows you to easily jump to different locations around your computer. Click a location to open the contents of that location. In Windows 7, there are five distinct areas to the Navigation Pane. (We have separated them using dotted lines in the image below.)
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If you are using Windows Vista, the Navigation Pane should look roughly the same:
If you move your mouse pointer inside the Navigation Pane, you will see small arrows appear beside each item, just as they do beside the individual Libraries shown above. The arrows mean that there are folders or sub-locations associated with the item. If an arrow is white (as it is beside Documents), the sub-locations are hidden. If an arrow is black (as it is beside Libraries), the sub-locations are visible. Click a white arrow to expand the group or click a black arrow to collapse a group. Lets go over the main areas in the Navigation Pane. From top to bottom, they are: <Program Name> Favorites In the case of Word 2010, expanding this section lets you browse templates. We will explore templates later in this manual. Click one of these items to show the contents of folders that you use most often. You can customize this section by adding your own locations. We will explore this in a moment. Unless you already have a method of filing Word documents, you will likely use the Documents library to store and access your files. Browse the hard disks or portable storage drives connected to your
Libraries Computer
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computer. Network If you are part of a network, you might have access to external storage. This might include another computer, a file server, a Network Access Storage (NAS) device, or some other means of storing information.
You can customize the Favorites section of the Navigation Pane. Simply click and drag any folder to the Favorites section:
It will then remain there as one-click access to that location in your computer.
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To remove a link in the Favorites pane, right-click the item and click Remove. Here, we are removing the Stationery folder:
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Lesson 1.2: Saving Your Files

Word 2010 uses the .docx file extension. But what if you want to save to a format for an older version of Word? Or what if a coworker doesnt use Word at all? In this lesson, well learn about how to use different file formats, how to add passwords to your file, and how to use AutoRecover.
Managing File Properties

If you recall our examination of the different views in Windows Explorer, you can use Details or Content view to see some file properties. File properties are called metadata (data a bout data). To view the properties of a file, click File Info. The file properties are visible on the right:
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There are four file property headings shown here: Properties The vital statistics of the file are listed here. The bottom three fields are editable; click inside them and type a title, add tags, or add comments. Click the Properties heading to display more options:
Show Document Panel will open a pane above your document where you can change properties while you type:
Advanced Properties displays a separate dialog which lets you view and modify all properties of the document in one location. Related Dates Lists when the file was created, last modified, and last printed.
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Related People
Your user name will appear beside the author heading. If you have access to a SharePoint server, use Microsoft Exchange, or have an established list of contacts stored on your computer, you can add or validate others as authors who have contributed to the document:
Related Documents
If you use a consistent method of file categorization, chances are you keep similar documents in the same folder. Therefore, if you are viewing properties and want to keep the properties consistent with related files in the same location, click Open File Location. A new Windows Explorer window will appear. You can then right-click other files and click Properties to ensure consistency:
Using File Formats

To save your document in a different format, click File Save As:
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You can now choose a format from the pull-down menu at the bottom of the dialog:
Some file formats have different save options that you can modify before saving, so watch the dialog closely! Heres a list of formats that are available for saving: Word Document (.docx) This is the default format for Word 2010 and Word 2007. With the Save dialog, you can add new authors or tag the file. You can also save a thumbnail, which will let you look at the first page of the document with most views in Windows Explorer.
Word Macro-Enabled Document (.docm) These are Word documents with macros. Macros are short, specific pieces of code that allow the document to perform some functionality, such as to access data from a database file. Extra save options are the same as shown for the .docx file type. Word 97-2003 Document (.doc) This is the default format for Word documents from versions 97 to 2003. We will explore compatibility issues with Word 97-2003 files at the end of this section. Extra save options are the same as shown for the .docx file type. Word Template (.dotx) This is the format for Word 2010 and Word 2007 templates. Extra save options are the same as shown for the .docx file type.
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Word Macro-Enabled Template (.dotm) This is the format for Word 2010 and Word 2007 templates with macros. Extra save options are the same as shown for the .docx file type. Word 97-2003 Template (.dot) The default format for Word templates in versions 97 to 2003. Extra save options are the same as shown for the .docx file type. PDF (.pdf) PDF stands for Portable Document Format. This file format creates a non-editable version of the file that is useful for distribution to others. PDF files are viewable on nearly every computing platform, including handheld devices and smartphones. We will explore PDF publication later in this manual. The options for this file mainly deal with the quality that you want to produce:
XPS Document (.xps) XPS stand for XML Paper Specification. This format is Microsofts version of a PDF file. XPS publishing options are identical to those shown above for PDF. We will explore XPS publication later. Single File Web Page (.mht) This is a Web page saved as a single file, also known as a Web archive. With the Save options, you can give the page a title:
Web Page (.htm) This format saves a file as HyperText Markup Language, a format used by Web browsers. Word also makes a folder with the same name as the file to store any media files and other supporting information. Extra options are the same as those shown for the .mht file type.
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Web Page, Filtered (.htm) This file type is Similar to Web page, but with Office-specific information (tags) removed. Some Office features may not be available if you try to reopen the file in Word. Extra options are the same as those shown for the .mht file type. Rich Text Format (.rtf) This is a proprietary Microsoft format with support for basic elements. This format is similar to .doc but with fewer features. Plain Text Plain text format can be opened by almost any word processing program on nearly every computing platform. When you click Save there are a number of encoding options to customize:
Word XML Document (.xml) This type of file contains XML information about the Word 2010 or Word 2007 document. Additional save options are shown below:
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Word 2003 XML Document (.xml) This type of file contains XML information about the Word 2003 document. Additional save options are shown below:
OpenDocument Text (.odt) This is a file format used by the OpenOffice.org productivity suite, an open-source software productivity suite with many of the same features as Microsoft Office. Note that some elements of a Word 2010 document are not supported by OpenOffice.org. Here are the additional save options:
This is a new feature for Office 2010. Works 6-9 Document (.wps) Microsoft Works is a now discontinued software productivity suite for home use. Works contains basic formatting options (like .rtf) that are suitable for things like letters or school papers. You can also download converters from the Microsoft Office Web site to save files in other formats, like Corel WordPerfect. Visit http://office.microsoft.com and search for document converter. Some file formats may not support all of the features you have in your document; if this is the case you will get a warning when you try to save to that format. This warning will let you know what aspects will be changed, and its up to you if you want to continue.
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Publishing to PDF or XPS

Sometimes it is convenient to transform your documents into a format that is better suited to online distribution or publishing. Often, documents that are distributed online are published as a PDF (portable document format) file. PDF files can contain images and text in a fairly small file. Microsoft has also released a format called XML Paper Specification (XPS for short), which is similar to PDF. Word 2010 contains native support for saving PDF and XPS files. Click File Save As and select the desired file type from the Save as type combo box:
Both formats let you specify how much detail you would like to include when saving the file. Choose between Standard and Minimum size:
Standard will provide the best quality overall. Minimum size will decrease the quality of pictures and other graphical elements in the document. This also means that users with portable devices or slower Internet connections wont have to download a large file.
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If you click the Options button, you will see one of the following dialogs appear on your screen, depending on the chosen file type: PDF Options XPS Options
With these dialogs, you can specify which pages will be published. There are also checkboxes that will allow you to include or exclude non-printing information such as file properties or document structure information. Once you have chosen the settings you want, you can click the OK button to return to the Save As dialog. Give the file a name and save location, and then click Save.
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Here is a document created in Word:
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Here is the PDF version of the same document shown in Adobe Reader:
There are a number of different PDF readers available on the Internet. One of the most popular and most up-to-date is Adobe Reader, available for free download from http://www.adobe.com. If you have saved an XPS file on a computer that contains Microsoft Office 2010 or 2007, you should be able to double-click the file and view it with the XPS Viewer. If you do not have the XPS viewer installed, you can download the program for free from http://www.microsoft.com/whdc/xps/viewxps.mspx.
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Setting File Passwords

For additional security, you can add passwords to your document. To add a password, open the document and click File Save As. In the Save As dialog, click the Tools menu (at the bottom of the dialog) and click General Options:
Then you will see the General Options dialog. First, decide what type of password you want. You can choose to have a password to open and to modify the document, or both. Once youve decided, enter the password in the proper text field, and click OK:
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Then, retype the password to confirm it and click OK.
Test your file by trying to open it. In this case, we applied a password that would need to be entered when the file is opened and then clicked OK:
If you enter an incorrect password, you will not be able to open the file:
To remove the password, simply open the General Options dialog again and delete the password.
Using AutoRecover
If you are used to using computers, youll probably have discovered that Word (and Windows) do not always work as they should. Murphys Law states that if something can go wrong, it will. Fortunately, Word does feature a backup option to help minimize the loss of data that may be suffered due to things like software bugs, crashes, or power and hardware failures.
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To modify AutoRecover options, click File Options Save. To turn AutoRecover on, make sure that the Save AutoRecover information box is checked. You can specify how often you want Word to save your changes as well as the backup location. Unless you are advised otherwise, we recommend using the default options:
If Word or Windows crashes when AutoRecover is enabled, you will see a task pane appear on the left when you re-open Word. This task pane will list all the files you had open when Word crashed, and the various versions of those files.
You can right-click any file in this list to open the file, save it, or delete it. You can leave the task pane open while you view the different versions of your file until you determine which one you
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want to keep. You may also see this pane if Word detects errors in your file while opening it. If this is the case, you can right-click on the repaired file and click Show Repairs. If you try to close the recovered file without having viewed all the files, you will see a warning stating that some recovered files have not yet been opened. You will then have the option to save or delete the recovered file, or to cancel out of the dialog and return to your document.
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Lesson 1.3: Finishing Your Files

So youve spent days creating that perfect document and youre ready to distribute it to others. Before you send it, you should make sure that its really ready to go. Word 2010 contains polishing tools to make sure your document contains minimal errors. You can also protect your document by digitally signing it, marking it as final, and encrypting it.
About Compatibility Mode

Word 2010 is capable of displaying many different file formats. For example, many Word documents you receive from others might be in .doc format, the format used by Microsoft Word 97-2003. If the file you are viewing in Word is of a compatible format, you will see the heading [Compatibility Mode] in the title bar:
If you are working with a compatible document format, some of Word 2010s more advanced features wont be available in the older format. For example, if you try to save a document containing an elaborate SmartArt diagram in Word 97-2003 format, you will receive the following warning:
SmartArt didnt exist in Word 2003 or earlier. However, Word can convert the SmartArt diagram to an image and then save the document.
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Similarly, if you opened a document made with Word 97-2003 in Word 2010, Compatibility Mode still allows you to create a SmartArt diagram. However, the diagram will only be composed of different shape objects which were available in these versions of Word. We will explore Words compatibility features in more detail later.
Running the Document Inspector

The Document Inspector can browse the contents of your document and search for personal information that may be hidden to you. This includes information about the computer used to create the document, your own personal information, custom XML data, and hidden text or text elements. Click File Info Check for Issues Inspect Document to launch the inspector:
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You will be instructed to save the file if you have not already done so:
This ensures that any personal information that may be associated with the document has been committed, meaning the inspector can find it in the future. Next, choose what elements the Document Inspector should look for. By default, all types of personal information are slated for inspection. Click the Inspect button:
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After a moment, anything the Document Inspector finds will be listed. Details of the data are also, shown, as well as the option to remove any personal information. Click Remove All to remove the items found by the inspector:
If you do choose to remove any personal data, we recommend that you run the Document Inspector again and ensure that anything you want removed is taken care of.
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Using the Accessibility Checker

The Accessibility Checker is a new feature that enables you to make sure that your document will be accessible to people with disabilities for example, those that use a text to speech reader or high contrast schemes. Click File Info Check for Issues Accessibility Checker:
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When you click this command, the File menu will close and the Accessibility Checker pane will appear on the right hand side:
At the top, Word has listed all objects that do not use in line with text wrapping and therefore may not be recognized by a text to speech reader. They have also suggested that we check the reading order of certain tables and provided some additional information to help us make our document as accessible as possible.
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You can click any item to see why and how to fix that issue:
When youre done with the Accessibility Checker, close it as you would any other task pane (with the X in the top right hand corner of the pane). You can re-open it whenever you want from the File Info Check for Issues command.
Marking a Document as Final

Once youve completed a long document, the last thing you want is someone t o accidentally change something! Thats where the Mark as Final command can come in handy. This command puts editing restrictions on the document without going as far as adding a password.
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To mark a document as final, click File Info Protect Document Mark as Final:
You will be warned of the action youre about to take. Click OK:
Another explanation will appear stating that typing, editing, and proofing marks are turned off:
When you click OK, the document will be marked as final.
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The Info tab in the Backstage menu shows that the document is now marked as final and the file has been made read-only:
If you close the Backstage menu, the ribbon is minimized and you will see a warning appear at the top of the window:
If you click Edit Anyway, the files read-only status is disabled and the file is ready to edit with no restrictions. To mark the file as final again, you will have to click File Info Protect Document Mark as Final again.
Encrypting Documents
Once your document is finally finished, you may want to take some measures to protect it. Encryption is one of these measures. Encrypting a document is like locking a padlock: only someone with a key can open it. The difference between encrypting a document and setting a password through the Save As dialog is that encryption is much stronger. If someone intercepts your document and tries to open it or read the file contents, the file will appear as a garbled mess. The password is the key to unlock the encryption and decode the file contents.
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To encrypt a document, click File Info Protect Document Encrypt with Password:
Enter a password and click OK. You will immediately be prompted to enter the password again and make sure you have it right:
This password will be required whenever you open the file.
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Digitally Signing Documents

Another way to protect your documents is to add a digital signature. Digitally signing your document is like signing a check or a legal document: the signature confirms your identity. For electronic documents, it also provides reassurance to the recipient that the document really came from you. To sign a document, click File Info Protect Document Add a Digital Signature:
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Once you click the Add a Digital Signature command, you will see more information on the process:
If you click Signature Services from the Office Marketplace, your default Web browser will appear and direct you to the Office.com Web site. Here you can view and purchase digital signatures from Microsoft partners. If you click OK, you will see the following dialog. Enter a reason for signing the document and click Sign:
After the signature is applied, click OK to close the warning:
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The Info item in the File menu will now show that the document has been signed and has been marked as final:
If you are planning to use digital signatures on a regular basis, we recommend obtaining a digital identity from a Microsoft partner. You can also search the Internet for different companies what offer digital signatures, including free signatures. Speak with your IT department to determine what type of digital signature will be best for your needs.
Inserting a Signature Line

A signature line can work in one of two ways. It can be used as a way for someone to physically sign a printed page, or it can work in conjunction with a digital signature.
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First, click in the document to place the cursor wherever you would like the signature line to be. Click the Signature Line command on the Text group of the Insert tab:
You will then see a warning explaining that some digital signatures may not be acceptable as evidence in a court of law:
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If you click OK, you will then be prompted to enter information for the person who will sign the document:
Click OK to insert the signature:
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If youre transmitting the document electronically and using a digital signature, right-click the signature line to digitally sign it.
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Lesson 1.4: Making Word Work Backwards

In Lesson 1.2, we examined the different file formats that are compatible with Word. However, there is a good chance that others will not be using the same version of Microsoft Word as you. Therefore, this lesson will explore the ways in which you can ensure the best compatibility with other versions of Microsoft Word.
Opening Documents in Other Word Formats

Word 2007 and Word 2010 both use the .docx file format. Word 97-2003 uses the .doc format. You shouldnt have any problem opening files from Word 97-2003 or Word 2007 in Word 2010. Note that .docx (top) and .doc (bottom) files have slightly different icons:
Converting Documents from Older Word Formats

When you open a document in the older format, some of the commands in the ribbon may not be available or may not work as expected. If possible, you should convert the file to the newer format. To do this, click File Info Convert:
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You will then see this warning:
To see more information, click Tell Me More. To proceed with the conversion, click OK. To stop the conversion, click Cancel. Make sure that you note the warning that says your original document will be replaced in this process. If you want to keep the original document, make sure you save it with a different name before converting.
Running the Compatibility Checker

In most cases, converting an older document to the new Word format should work without any trouble. But what if youre in the opposite situation, where you want to save a document in an older format? Chances are good that you have added content or objects to your document that are specific to the .docx format. If you need to save a document in the older format, you should first run the Compatibility Checker before saving.
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To use this command, click File Info Check for Issues Check Compatibility:
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Word will look through your document for possible issues. It will then let you know what elements are incompatible and how they will be dealt with upon saving:
Some problems will have a solution; others are simply items you need to be aware of. Once you have made note of the possible issues, click OK. You can now decide what changes should be made before you save your document in Word 97-2003 or Word 2007 formats. Note the combo box at the top of the dialog: it allows you to have the Compatibility Checker scan for issues for both Word 97-2003 and Word 2007 issues. By default, the Compatibility Checker will look for issues with both versions:
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Setting Compatibility Options

If you often save your files in the older format, you may want to look at Words compatibility options. To start, click File Options Save. At the top of the list, you can choose what file format Word will use by default. Click the combo box beside Save files in this format to pick your default:
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Next, click the Advanced item in the list on the left and scroll to the very bottom. Under the Compatibility options heading, you can choose to apply these settings (which well get to in a second) to the current document or all future documents. Now you can pick the default layout for a number of different programs capable of using Word documents:
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The real usability of this command comes into play if you expand the Layout Options heading:
There are over 60 options here for you to choose from. You can enable or disable whatever you need to ensure your file includes everything you want it to have.
Compatibility Packs for Microsoft Office 2003

If you or others in your organization use Office 2003, Microsoft provides a free download that allows users of Word, Excel, and PowerPoint 2003 to open, edit, and save files in the Open XML format used by Word 2007 and Word 2010. Visit Office.com (http://office.microsoft.com/en-us/default.aspx in the Americas) and search for compatibility packs:
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One of the first options should be the Microsoft Office Compatibility Pack for Word, Excel, and PowerPoint 2007 File Formats. Also note the two service packs (abbreviated SP; bulk updates to improve performance and reliability) that were available at the time of publication:
Download and install the compatibility pack on the machine you use for Office 97-2003. This functionality will allow you to save your files as .docx, thus eliminating the danger that converting your file to the new format could change formatting in your document.
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Lesson 1.5: Viewing Your Files

As you work more with Word, you will often find yourself in a situation where you have many files open. In this lesson, were going to learn how to work with multiple files.
Opening a Copy of a Document

Imagine that you are working with your document and you want to make a change, but youre not sure how it will affect the original document. You can open a copy of the current document by clicking View New Window:
Now, you will see a copy of the document in a new window. The title bars of the windows will now be labeled :1, :2, :3, etc., based on when the copy was opened:
Any changes made to the document will be reflected in all windows.
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Arranging Windows
If you have multiple documents open, you can arrange them all with the click of a button. Just click the Arrange Windows command on the View tab. You can do this in any of the Word windows:
In this case, we had four documents open. Heres what the screen looked like after we click Arrange All:
The four documents are still open, but they are all arranged so that you can see them all at one time. Note that each window has Minimize, Maximize, and Close controls. You can also drag the title bar to move the window, or place your mouse at the bottom of the window and click to make the window smaller or bigger.
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Comparing Documents Side-by-Side

The next feature were going to look at is the Compare Side by Side feature . This lets you look at two documents at once. You will find this command on the View tab:
Once you click View Side by Side, you will be prompted to choose a document to compare the current one with, if you have more than one open.
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The windows will now appear side by side.
Lets look at commands on the Window group of the View tab that will be useful in this view:
View Side by Side will turn the view on or off. Synchronous Scrolling toggles simultaneous scrolling on or off. (If this feature is on, where you scroll to in one document will control where you scroll to in the other.) Reset Window Position resets the two windows so that they take up the same amount of space on the screen.
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If you use Windows 7, you can use Aero Snap to view two documents (or any two windows in fact) in a similar side by side layout. To do this, click and drag the title bar of one document to the left or right side of the screen. A border will appear and take up half of the screen, like this:
Release the mouse button to make the window take up half of the screen. You can now click and drag the title of another window to the other side, thereby filling the other half of your screen with the other window.
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Splitting a Document
The last feature on the Window group that were going to examine really does let you be in two places at once! You can split the document and view two places in the document at the same time. To use this feature, first click the Split command on the View tab.
The mouse cursor will turn into a long bar. Click inside the editing window to place the split.
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You can now view and edit two places in your document at once:
You can also place a split by clicking and dragging the small dash at the top of the scroll bar:
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To move the split, click and drag it up or down the height of the window:
To remove the split, click Remove Split. You can also drag the split up to the top of the page and it will disappear.
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Section 1: Review Questions

1. A. B. C. D. 2. A. B. C. D. 3. A. B. C. D. 4. A. B. C. D. 5. A. B. C. D. 6. A. B. C. D.
You want to look at the first page of your document and make sure that it is using the same formatting as the last page. Which tool will you use? Compare Side by Side Split New Window Arrange All What is the difference between adding a password to a document and encrypting it? Passwords are made of text while encryption is made of numbers Passwords are stronger Encryption is stronger There is no difference What does marking a document as final do? Makes it read-only Disables editing tools Places a special icon in the status bar All of the above Because many of your colleagues still use Microsoft Office Word 2003, you always save your documents in the older format. What will make the saving process faster? Make the .doc format your default saving format Turn off the Document Inspector Set layout options for Word 2003 All of the above What do you need to do before you publish a document to PDF? Save the document Digitally sign the document Check for compatibility issues None of the above You have created a document in Word. As you are about to save it, you realize you should create a folder first. What is the easiest way to do this? Close Word, open Windows Explorer, and make the folder Open the Open dialog and make the folder Make the folder from the Save As dialog It depends what version of Windows you are using
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7. A. B. C. D. 8. A. B. C. D. 9. A. B. C. D. 10. A. B. C. D.
What is the indicator that a second copy of a document has been opened? :2 -2 .2 [2] You have received a document in an older Word format. What do you need to open it? An add-in A service pack Both of the above Nothing; you can use the Open dialog What does the Document Inspector do? Checks for hidden text Looks for personal information in file properties Checks for custom XML data All of the above Which of the following is not a view in Windows Explorer? Tiles Icons Reading Properties
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Section 2: Using Formatting Tools

In this section you will learn how to: Create, save, edit, and use templates Attach a template to a document Create standard and custom bulleted, numbered, and multilevel lists Modify a bulleted or numbered list Restart or continue a bulleted or numbered list Remove bullets or numbers from text Align and indent text Change paragraph spacing Set paragraph defaults Sort text Use columns Insert page breaks, section breaks, and line breaks Change page and line break options Create a cover page or a blank page Change the page color Add a watermark Add a page border Identify types of links Insert and edit hyperlinks Use hyperlinks Remove hyperlinks
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Lesson 2.1: Working with Templates

Have you ever found yourself creating the same type of document over and over again? If so, you will probably be able to save yourself a lot of time by using templates. A template is a document that contains preformatted styles, graphics, objects, and sample text. Its purpose is to provide a method of placing your text to save you time and help you keep your documents consistent. In this lesson, well learn about creating, saving, opening, and using templates.
Creating a Template
You have three options available when creating a template: using the ones included with Word, downloading templates available via Office.com, or creating a template from scratch. Once your template is ready to go and contains all the necessary information, save it using one of the three template file options. (We will discuss saving a template in the next part of this lesson.) Your first option is to start from one of the templates included with Word. To do this, click File New Sample templates:
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Next, choose a template from the Installed Templates list. Click the Template radio button and then click Create:
You are now able to customize the template to your liking. Remember that the information in the template should be generic or include information that will be used regularly, like a company address.
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In this letter example, you might want to include your name, but leave the date blank:
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The next method of creating a template is to download and save one from Office.com. You can browse these templates only if you are connected to the Internet. Click File New and then scroll through the list of Office.com Templates. Double-click a category to browse:
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You can also use the search bar beside the Office.com Templates heading to search for a specific type of template:
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Once you have found a template you like, highlight it and then click Download:
The downloaded template will be ready to use and save as a regular Word document. The final option for a template is to create one yourself. Simply add tables, pictures, address headings, or whatever you need to your document. Remember, stick with generic information that will be used each time you create this document.
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Saving a Template
Once relevant information has been placed in the template, save it by clicking File Save As. Just remember to choose a template option as the file type:
By default, Word should direct you to the Templates folder, part of your computer profile. This will ensure that it is displayed in the My Templates dialog, which well look at in a moment.
Using a Template
Using a template is easy: just double-click the template file. This will open a new document based on that template. The title bar of Word will show the file name as Document1, Document2, etc.:
Make changes to the document as you see fit and then click File Save As.
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You can create a new file based on a template from within Word by clicking File New My Templates:
Then, choose the template and click OK:
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Templates will only be available here if they have been saved in the default location. For Windows Vista and Windows 7, this path is: C:\Users\[username]\AppData\Roaming\Microsoft\Templates.
Editing a Template
We just showed that double-clicking a template file will open a new Word document based on the template, not the actual template. In order to open the template itself, right-click the template file and click Open:
Notice that the default action for a template (New in bold text) is to create a new file based on the template. The template file will open and let you make changes. Words title bar will display the template name (not Document1, Document2, etc.). You can also view the file properties to ensure you are working with the correct file:
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Attaching a Template to a Document

If you have older files that you would like to update with a new template, Word can actually apply the formatting of a template to an existing file, saving you the trouble of recreating the old files. First, make sure the Developer tab is visible. You can enable the Developer tab by clicking File Options Customize Ribbon. Then, in the list on the right hand side, check Developer. Click OK to apply the change:
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Now open the old document you want to enhance with the new template. Click Developer Document Template:
The Templates and Add-ins dialog will appear. Click the Attach button:
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Choose the template that you want to attach to the document and click Open:
Back in the Templates and Add-ins dialog, check Automatically update document styles and click OK:
The old document will now be using the components defined in the template. You will likely need to do some tweaking to the template, but the structure should be intact.
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Lesson 2.2: Using Bullets and Numbering

Lists are a common part of most documents and are an easy way to make complex information easier to read. Microsoft Office Word 2010 makes it easy to organize text with bullets and numbers. In this lesson, you will learn about using bullets and numbers to create order in your document.
Types of Lists
There are three types of lists you can create in Word: bulleted, numbered, and multilevel: Bulleted Here are some actions you can take to deal with anger: Take a deep breath and relax. Stay calm. No sarcasm, no attacks. Take a time-out. Cool off, then come back and deal with it. Break it down. Anger often comes from lumping things together. Here are some actions you can take to deal with anger: 1. Take a deep breath and relax. 2. Stay calm. No sarcasm, no attacks. 3. Take a time-out. Cool off, then come back and deal with it. 4. Break it down. Anger often comes from lumping things together. 1) Point 1 a) Sub-point A b) Sub-point B 2) Point 2 a) Sub-point A i) Sub-sub-point i ii) Sub-sub point ii b) Sub-point B 3) Point 3 4) Point 4 a) Sub-point A
Numbered
Multilevel
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Creating a Basic List

You can apply basic bulleted or numbered formatting in one of two ways: apply it to existing text or create a list while you type. We recommend that you display the ruler when working with lists because it is easier to see where your cursor is in relation to the margins of the page. Display the ruler by clicking View and putting a check beside Ruler.
To convert existing text to a simple bulleted or numbered list, select the text:
Then, click either the bullet or the number icon on the Paragraph group of the Home tab to apply that type of list:
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You can also click the drop-down arrow next to either icon to choose a different format. Note the Recently Used and Document sections in each menu. Use these sections to quickly pick a recently-used item or a type of list already used in the document in order to maintain consistency:
To create a list while you type, click the Bullets or Numbering command. Type the information for the first bullet or number and then press Enter to move to the next level:
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Once you have completed entering the items in your list, press Enter. A new bullet/number will be created (we will cover list continuity later):
Now you can either press Enter or the press the Backspace key three times to signify the end of the list. Pressing Enter will remove the extra empty bullet/number and move the cursor to the next line:
Pressing Backspace three times will result in the following actions: 1. Deletes the bullet/number; cursor stays under the text 2. Moves the cursor under the bullets/numbers 3. Moves the cursor back to the page margin Be aware that when creating a list, any paragraph that the cursor happens to be inside will be the first item in your bulleted/numbered list. If this isnt what you wanted to do, click Undo in the Quick Access Toolbar or press Ctrl + Z, and then move your cursor to a new line.
Creating a Multilevel List

A multilevel list is one that contains points within points, to further clarify the information you are writing. As with a bulleted or numbered list, multilevel lists can be applied to existing text or can be created as you type.
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To start, select the text or move to a new line. Click the Multilevel List command and select a style of list. Hover over an option for more detail. As you can see, Word comes equipped with a number of different list styles:
You can now begin to define the elements in your list.
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To indent an item, click the Increase Indent command in the Paragraph group of the Home tab or press Tab:
To decrease the indent level of an item, click the Decrease Indent command (or press Shift + Tab):
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If you have a complex multilevel list, you can easily change the level of an item or group of items by using the Multilevel List command. Click in the level you want to change, or select the levels you want to promote or demote through the ranks of your list. Then click Multilevel List Change List Level and select the level:
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Creating Custom Bullets or Numbers

To further customize your bullets or numbers, click the Define command at the bottom of any of the three drop-down menus. From left to right, these are the Define commands in the Bulleted List, Numbered List, and Multilevel List commands:
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When using bullets, you can choose from the following options:
There are three buttons available: Symbol Picture Font Select from different punctuation, Greek characters, and special characters including copyright () and monetary symbols. Choose from a wide variety of colored bullets or import your own small picture. This button provides full font customization to use a single character as a bullet.
You can use the menu below the buttons to choose the alignment of the bullet in relation to its content.
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When using numbers, you can choose a number style, font, format, and alignment:
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When using multilevel lists, you can adjust the alignment, indent, and appearance of each level. This includes formatting the way the identifiers are labeled and the position of the indent.
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You can also create a list style. The basic options are right in the dialog, but you can view additional options by clicking Format and choosing a dialog:
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Once you have defined a style, the new styles will appear in the drop-down list for you to use.
Continuing a List
You can continue a bulleted or numbered list in your document in a couple of ways. The easiest way is to place your cursor at the end of the last item in the current list and press Enter. This works for all types of lists:
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The real advantage of continuing a list becomes evident when you work with numbered lists. Imagine that you have a numbered list of major points in your document:
You then add another numbered list:
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If you have used the same numbering style, you can right-click the second set of numbers and choose to continue the numbering. You can also click Set Numbering Value to choose what starting value the list will have:
Take note of the other commands available for working with lists. If Word has continued numbering and you wish to restart the numbering, that command will be available in the rightclick menu. You can also increase or decrease the indent of list items with the right-click menu.
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Removing Bullets or Numbering

Removing bullets or numbers from a list is easy. Just select the text in the list and click the Bullets or Numbering command (whichever is active) to deactivate that type of list:
Here are the results:
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Lesson 2.3: Using the Paragraph Dialog

The Paragraph dialog is the central location for formatting your paragraphs. It contains alignment, indentation, and spacing controls. To open it, click the option button in the Paragraph group on the Home tab:
This lesson will focus on the Indents and Spacing tab. When working with these settings, remember that most changes you make will be visible at the bottom of the dialog (in the Preview area).
Applying Alignment
When you open the Paragraph dialog, the first set of options you will see are related to text and object alignment for the different levels of the document. Use the Alignment combo box to set Left, Centered, Right, or Justified alignment and then choose which outline level will use that alignment:
Unless you have specific need to align the levels of your document (as defined in Outline view), you will probably never change the Outline level.
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Applying Indentation
The Indentation section of the dialog lets you control indentation relative to the page margins:
Here, you can indent from the left or the right margins, or you can check Mirror indents to have options for inside and outside indents. You can also choose a first line or hanging indent from the Special menu, and then set the amount in the By text box. Remember that as you change settings, you will see a preview at the bottom of the dialog.
Applying Spacing
The last set of options relate to text and paragraph spacing. These options offer finer control than the commands in the Paragraph group. On the left, you can set the point value before and after the current paragraph:
The options on the right let you choose pre-defined line spacing:
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Heres an overview of the choices: Single 1.15 1.5 lines Double At least Provides a small space between lines. Default line spacing for all new Word documents. Provides one and a half times the space of single spacing between lines. Provides double the space of single spacing between lines. Ensures a minimum amount of space between lines. This can be useful if youre combining large and small text in a line. Enter the font point size in the text box. Sets the exact space between lines. Enter a multiple number in the At box to set spacing at a certain multiple of single spacing. For example, you would enter the number 3 for text to be triple-spaced.
Exactly Multiple
The checkbox at the bottom allows you to remove the spaces between paragraphs of the same styles. (We will explore styles in much greater detail in Velsofts Microsoft Office Word 2010 Advanced courseware.) You can combine before and after spacing with line spacing, and you can combine all spacing options with indent and alignment options.
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Here are some spacing samples:
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Setting Defaults
Any setting that you change in the Paragraph dialog can be set as the default for either all paragraphs in this document or all new documents that are based on the current template. This command is very useful if you are creating a series of templates because it offers yet another way to keep things consistent. Just click the Set As Default button:
Then, confirm your choice:
Sorting Text
If you have used a spreadsheet program such as Microsoft Office Excel, you know that it is easy to sort data, even if the data is text. However, did you know that Word offers similar features? Word 2010 can sort bulleted/numbered lists or entire paragraphs based on the first letter of the first word. Consider the following numbered list:
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To sort this list, select all list items and then click the Sort command on the Home tab:
The Sort Text dialog box will appear. Select Ascending or Descending order and then click OK:
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The selected text will then be sorted; in this case, by ascending alphabetical order. Note that as this was a numbered list, the numbers beside each item have changed:
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Lesson 2.4: Using Delineation Tools

As you know, Word (and every other word processing program) automatically moves the cursor to a new line when you reach the end of the current line, and creates a new page when type beyond the end of the current page. However, you have the ability to manually insert line and page breaks. You can also create a section break, which splits your documents into sections. (This comes in handy when formatting.) Well take a look at all these types of breaks in this lesson, but first, well look at separating text into columns.
Using Columns
Microsoft Word has the ability to divide your text into columns. One column can also be linked to another. To create columns, select the text that you want to format. Click Page Layout Columns and choose how many columns you want to add:
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The selected text will then be split equally across the number of columns you have chosen:
If you dont like the preset choices, you can click More Columns at the bottom of the Columns command. The Columns dialog box will appear:
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As you can see, there are lots of options available: Choose from one, two, or three columns, or choose the left/right aligned column option. Columns can have a vertical line between each one to help with document readability. You can define the number of columns and properties of each column. Finally, you can specify to apply these column settings to the current section, from here forward, or the whole document. (We will explore section breaks later in this lesson.) After you have inserted columns, Word will automatically break the text across the columns. However, you can also use the Breaks command on the Page Layout tab to manually control where text is placed in the columns:
Inserting a Line Break

Usually, you would let Word decide where a new line should be started. However, there will be times (particularly when typing in a text box or a table) when you might want to start a new line without creating a new paragraph. To do this, press Shift + Enter.
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The difference between a line break (Shift + Enter) and a paragraph break (Enter) is easier to see if you turn on hidden formatting. Click the Show/Hide command in the Paragraph group of the Home tab:
Here you can see the automatic paragraph break at the end of the second line and a manual line break at the end of the third line (highlighted by the arrows):
To remove a line break, just backspace over it. Even if you cant see the special characters, Word will still remove the break.
Inserting a Page Break

A page break is a physical end to the text on a page. Text can be edited before the break (thus moving the break further down the page) but no text may be added after a page break. There are two ways to add page breaks. The first is by pressing Ctrl + Enter. The cursor, and anything after the cursor, will be moved to the next page in the document.
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You can also click to place your cursor where you want to place the break, and then click Page Layout Breaks Page:
If you still have paragraph formatting shown, a page break looks like this:
If you later want to remove a page break, place your cursor at the beginning of the page after the page break and press Backspace. This will move the rest of the document up and fill the gap left by the page break.
Inserting a Section Break

If you often create long, complicated documents, youll probably find that section breaks will come in handy. Section breaks let you divide your document into independent sections, allowing you to apply different headers, footers, and formatting per section.
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To insert a section break, click to place your cursor where you want the break to appear. Click the Break command and choose what kind of section break you want to create:
Next Page
This command places a combination page break and section break and then moves to the next page:
Continuous
This section break can be placed anywhere within a page:
Even Page
If you use page numbers in your document, you can use Even/Odd Page breaks to split up your document. (We will cover page numbering later in this manual.) This command adds a section break and then jumps ahead to the next even numbered page in the document. For example, imagine that you opened a new document and applied page numbering. If the cursor was on page 1 and you added an even page break, the page numbering would jump to 2 on the next page, as you would expect it to. However, if you placed the cursor on page 2 and added another even page break, Word would jump to the next page and number it page 4. Even though there are only three physical pages in the
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document, the pages would be numbered 1, 2, 4. Odd Page Adds a section break and then jumps ahead to the next odd numbered page in the document. For example, imagine that you started with another blank document and applied page numbering. If you inserted an odd page break, Word would jump to the next page and number it 3, even though there are technically only two physical pages in the document. If you later decide to change the type of break, open the Page Setup dialog with the option button in the Page Setup group of the Page Layout tab:
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When the dialog opens, click the Layout tab. By using the Section start combo box, you can choose to change the type of break and the part of the document to which the break applies:
There are many useful applications for section breaks. You may have seen other documents that contain one or more pages oriented in a different way than the rest of the document. For example, a workbook created in Word might have a few pages oriented in landscape to accommodate wide charts that wouldnt otherwise fit on a page with portrait orientation. This can be accomplished in Word by using section breaks.
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To orient one or more pages in landscape, place a section break at the end of the last portraitoriented page. (We have enabled hidden characters so you can see the breaks.)
Add at least one paragraph break by pressing Enter or add as many page breaks as you might need to hold the information that will be oriented in landscape. Next, add another section break. Here we have added a single paragraph break and then a section break:
Our document now has a single page within two section breaks.
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To change the page orientation, make sure the cursor is in the page you want to orient. Click Page Layout Orientation Landscape:
This page now uses landscape orientation:
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Setting Page and Line Break Options

There are some options that you can set for page and line breaks. To access these options, open the Paragraph dialog by clicking the option button in the Paragraph group of the Home tab, and then click the Line and Page Breaks tab:
The first set of options deals with pagination. Lets look at each checkbox individually. Widow/Orphan control This will keep your paragraphs together, so a single line isnt stranded at the top or bottom of a page. This is turned on by default. Keeps paragraphs of the same style on the same page. Keeps all lines in a paragraph on the same page. Inserts a page break before paragraphs with this style.
Keep with next Keep lines together Page break before
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The next two options deal with more specific paragraph formatting. Suppress line numbers will skip line numbers for this section. Dont hyphenate tells Word not to hyphenate paragraphs or words in this section. (These commands will only be effective if line numbering or automatic hyphenation have been turned on.) You can see a preview of all settings for the paragraph in the bottom portion of the window. You can also click the Tabs button to open the Tabs dialog box, click Default to apply these settings to future documents, click OK to save your changes, or click Cancel to exit without saving your changes.
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Lesson 2.5: Working with Pages

The next formatting topic we will cover is pages. In this lesson, you will learn how to insert a blank page and a cover page. You will also learn how to set page backgrounds, add page borders, and change a pages color.
Adding a Cover Page

Cover pages are an easy way to spruce up your existing documents. To add a cover page, click Insert Cover Page and choose a style:
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The page will be added to the beginning of your document. All you have to do is add the information in the fields:
You can add any other elements you like, such as your own graphics. If you have taken the time to create your own cover page or customize an existing page, you can save your work to the Cover Page Gallery for future use. To do this, select the entire cover page you have created and click Cover Page Save Selection to Cover Page Gallery:
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A cover page is an example of a Building Block. Building Blocks are just what their name implies: pieces of information or objects that you can use to construct a document. When you choose to save the cover page, you will be asked to enter some information about the cover page. Click OK to commit the cover page:
The cover page will now be visible in the Cover Page Gallery:
There are two other options at the bottom of the Cover Page command besides Save Selection: More Cover Pages from Office.com Remove Current Cover Page You can browse Office.coms archive of cover pages, just like you can browse for document templates. Click this link to remove any cover page you have inserted via the Cover Page Gallery.
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Creating a Blank Page

In the last lesson, we learned how to insert page breaks to separate pages. By doing this, you can create new pages. But there is another easy way to create a blank page; click the Blank Page command on the Pages group of the Insert tab:
Simply click to place your cursor where you want the page to appear, and then click the Blank Page command.
Changing the Page Color

Word lets you change the page color for all pages within a document. Click Page Layout Page Color. You will notice as you hover over each color that a preview will appear on the page. Note that this change will apply to the entire document, not just to the current page or section.
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You can choose from theme colors, standard colors, or no color. You can also click the More Colors option to pick from more colors or create a custom color:
If you click Page Color Fill Effects, you can add something more interesting than a plain color.
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Choose between a gradient (fading between colors):
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A texture (such as canvas or a fiber weave, repeated over and over):
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A pattern:
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Or a picture:
Adding a Watermark
Watermarks often appear on checks or other legal documents. They are visible when you hold the document up to light and might say something like ORIGINAL DOCUMENT or outline a pattern.
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Words watermarks can be text or pictures. The watermarks appear as a washed -out item in the background of the page. Click Page Layout Watermark to view the watermark gallery:
Click a watermark from the gallery to apply it to the entire document (except the title page), regardless of page orientation or section break:
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There are some additional watermark options at the bottom of the Watermark command:
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Lets review these options. More Watermarks from Office.com Custom Watermark Browse different watermarks available online from Office.com. This command will show the Printed Watermark dialog box which lets you define a custom text or picture watermark:
Remove Watermark Save Selection to Watermark Gallery
This will delete any current watermark. As with cover pages, you can define your own watermark and save it as a Building Block to the Watermark Gallery. For example, you might create a watermark based on the crest of your school or company logo, and then apply the watermark to a page to create custom stationery.
A watermark created in Word is not visible over pictures or other objects; you can only see it where there are gaps between words and objects on your page. If you are providing a sample of your work to someone else and want to ensure they know the document is a draft or confidential, there is a way to create a watermark on top of everything else in the document.
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If you want to add a mark that is visible in front of everything on the page, you can create WordArt and then layer that WordArt throughout your document. To create this type of marking, perform these steps: 1. Insert WordArt Click Insert WordArt and choose any style:
2. Type text The WordArt will appear in the top left-hand corner of the page. Click inside the WordArt and type your desired text:
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3. Move watermark in front of text Click Drawing Tools Format Wrap Text In Front of Text:
4. Position text You will need to: Use the Font group or mini toolbar to size the text. Click and drag the outside border of the WordArt to position the text. Click and drag the small green handle (shown by the red arrow below) to rotate the text.
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The example below has been enlarged, moved, and rotated:
5. Copy and paste throughout Copy and paste the WordArt to each page of the document. Since this operation ends up being quite a lot of work, we dont recom mend doing it for long documents. If you want to make sure a document remains original before sending to someone else, you might consider saving the document as a PDF to help discourage editing.
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Adding a Page Border

The last page manipulation option were going to look at is Page Border. This option is available on the Page Layout tab:
You will then see the Page Border tab of the Borders and Shading dialog:
First, start by selecting a setting from the menu on the left-hand side. Next, use the options in the middle to choose a style, color, width, and/or art. Finally, use the options on the right to choose what edges will have a border. (For example, if you selected the Box setting, you would
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remove the bottom line by clicking the button.) The Apply to combo box lets you apply these changes to the whole document, a section, or a portion of a section. If you click the Options button, you can specify how far from the margin or edge of the page you want to apply the page border:
Click OK to apply any changes to your document.
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As an example, look at this dialog. Note which options we chose to obtain the desired effect.
Heres what the border looks like. A dark green postage-stamp border has been applied to the top and bottom portions of each page in the document:
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Lesson 2.6: Adding Hyperlinks

Hyperlinks, or simply links, are a mainstay in the computing world. They enable you to navigate around your computer, browse the Internet, and jump to different locations within the same file. Word lets you use this handy feature for breaking up long documents, outlining complex projects, pointing people to a Web page, or providing your contact information. Heres how you use hyperlinks. First, select the text you want the person to click. Next, specify what the link does and then insert the link. By default, you will see blue underlined text in your document. It can display the name of the link destination (like http://www.velsoft.com) or other text. (For example: Velsofts Web site has lots of great information about courseware materials!) The blue text is the link, meaning you will be taken to that location when you hold Ctrl and click it. In this lesson, well look at the different kinds of links and how to use them.
Types of Links
There are four types of links supported by Word: To an existing file Link to an existing file on your computer. These links will not work if you send the Word document containing the link to someone else, as they will not have the file in the location you have specified. Link to another place in this document. These links are typically in the index and table of contents. This is the most common type of link, properly referred to as a hyperlink. Clicking on this type of link opens the specified page in an Internet browser window. Also called a mailto link. When you click this type of link, a new email message will open up in your e-mail program. The information for the recipient(s) will already be filled out.
To this document To a Web page
To an e-mail address
In this lesson, were only going to cover hyperlinks and mailto links. Well save d ocument links and links to files in more advanced levels of Velsofts Microsoft Office Word 2010 courseware.
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Inserting a Link
You may have noticed that Word sometimes formats things automatically for you (although not necessarily in ways you want!) This feature is called AutoFormat, something we will explore in the Advanced level of Velsofts Microsoft Office Word 2010 courseware. If you type a Web address (say, http://www.microsoft.com), Word will automatically turn the text into a hyperlink. This is a feature of AutoFormat! To do this manually, select the text you want to link and then clicking Insert Hyperlink:
When you click the Hyperlink button, the Insert Hyperlink dialog will appear:
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The left side of the dialog displays the four types of links discussed earlier. By default, the Existing File or Web Page option will be displayed as it will likely be the type of link you use most often. If you are using the Existing File or Web Page option, there are basically only two options to worry about. The first is the one at the top: Text to display. This is the text that will turn blue and will contain the actual link. By default, any text you have selected will appear in there. If you want to edit that text, just click inside the Text to display field and change it. At the bottom, type the Web Address (URL) the link will point to. Finally, click OK to save your changes, or click Cancel to discard them. Note that the OK button will not be active until both the Text to display and the Address fields are filled in:
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There are three buttons on the right-hand side of the dialog: ScreenTip A ScreenTip offers additional information about the link and is visible when you hover your cursor over the link:
Bookmark
If you click this button, Word will access the Internet and visit the Web site you specified, looking for any bookmarks that are defined in the Web page. If bookmarks are found, you can choose from any defined bookmarks on the page and have your hyperlink jump directly to that bookmark. This prevents the user from having to search through a long Web page to find the information you have referenced with your link. Frames are rarely used in current Web design. However, if you know that the Web page you have linked to contains frames, specify which frame will be target by the hyperlink with this menu:
Target Frame
If you want to create a link for an e-mail address, you can do so in of three ways. If you are still using the Existing File or Web Page option, you can simply type mailto:<e-mailaddress> in the Address field, such as mailto:someone@company.com.
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For more robust e-mail options, click the E-mail Address option on the left hand side of the Insert Hyperlink window and fill out the different fields:
You can change the text you want to display as a link using the Text to display box. Next, type in the e-mail address you want to use. (You can enter multiple e-mail addresses separated with a semicolon, like this: address1@company.com; address2@company.com.) If you have recently used the address in a hyperlink, you can click its entry in the bottom box to enter it in the E-mail address field. Finally, the simplest option to insert an e-mail address as a hyperlink is to type it in your document. Word will, by default, create the hyperlink to the address:
As a final note on the creation of hyperlinks, you can add a hyperlink to a picture just as you can add one to text. Select the picture, click Insert Hyperlink, and fill in your information.
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Editing a Link
After you have inserted a hyperlink or a mailto link, the easiest way to edit it is by using the right-click menu. Lets take a look at the hyperlink context menu and each of its options:
Edit Hyperlink Select Hyperlink Open Hyperlink Copy Hyperlink Remove Hyperlink
Opens the Insert Hyperlink dialog box so you can make changes to your link. Selects the entire link. Opens (follows) the link. Copies the hyperlink to the clipboard. Removes the link from the text, but does not remove the text itself.
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Following a Link
If you place your mouse over a hyperlink, you will see the link ScreenTip appear:
The ScreenTip tells you what the link does. This is especially important if it isnt immediately obvious what clicking on the text will do. Hold down the Ctrl key and click the link. Web hyperlinks will open your Internet browser to the specified page. A mailto link will open your e-mail program to a blank message. The e-mail address(es) and the subject (if specified) will already be filled in; all you have to do is type in the body and send the message. By default, once youve followed a hyperlink, it will change color. Followed links can be used over and over again. The color difference is just a way of letting you and others know that the hyperlink has been used:
Removing a Hyperlink
To remove the link from a document, right-click the link and click Remove Hyperlink. The text will remain, but will no longer be displayed as a link:
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Which of the following is not a type of list? Columned Bulleted Numbered Multilevel You have chosen to apply a page color. Where will it appear? In the current section Only on the current page Under the current selection Entire document Where will you find the command to add section breaks? Home tab Insert tab Page Layout tab Page Setup dialog What is the maximum number of columns you can create? 1 5 10 13 What is Words default line spacing? 1 1.15 1.5 2 Which of the following is a new feature in Microsoft Office Word 2010? Cover pages Page borders Hyperlinks None of the above
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What types of color can you apply to a page? Theme colors Pictures Textures All of the above What tab is the Attach Template command found on? Home Developer Insert Page Layout How do you remove a hyperlink? Change the style Use the Ctrl + Shift + K shortcut Right-click the hyperlink and click Remove Hyperlink All of the above Where can you set page and line break options? Paragraph dialog Page Setup dialog Font dialog None of the above
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Section 3: Creating Headers and Footers

In this section you will learn how to: Use a preset header or footer Edit and remove a header or footer Add a header or footer to the gallery Navigate through headers and footers in a document Use the Header & Footer Tools Design tab Insert, change, format, and remove page numbers Align text in a header or footer Add graphics to a header or footer Insert the date and time in a header or footer Link and unlink headers and footers Change the position of headers and footers
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Lesson 3.1: Creating Basic Headers and Footers

Headers and footers are groups of information set apart from the body of your document. Headers are located at the top of a page and footers are set at the bottom. They can make your document more user-friendly, and make it look polished and professional. Headers and footers are easy to create and edit. There are a lot of options you can customize, so were going to spend this entire section just on headers and footers. Were going to start by learning how to create, edit, and remove a header or footer.
Using a Preset Header or Footer

Headers are a type of Building Block, and Word 2010 contains a number of pre-formatted headers available for use. This means that you can create a professional-looking header or footer with just a few clicks. To start, click Insert Header or Footer. Click the type of header or footer that you want to add and it will automatically be inserted into the document:
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Once you click a header or footer you like, that header/footer will be inserted and replicated on every page, unless specialized section breaks have been used. All you need to do is add text where indicated. You can also format header/footer text just like you would any other text contained in your document:
When you have finished creating your header and/or footer, click the Close button on the Header & Footer Tools Design tab:
When this tab is closed, text and objects in the header and footer will appear faded, meaning they are not editable at this time. If you print or export the document, all headers and footers will be displayed normally:
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Editing a Header or a Footer

All you have to do to edit a header/footer is double-click inside the header/footer area. This will re-open the Header & Footer Tools Design tab. Once you have made your changes, close this contextual tab or double-click somewhere in the main portion of the document to return to normal editing view.
Adding a Header or Footer to the Gallery

If you want to create your own header or make changes to one of the preset headers/footers, do so by double-clicking at the top or bottom of the page to create your header or make any changes you want. Once you are satisfied with this customized header/footer, you can save it by clicking Header (or Footer) Save Selection to Header (or Footer) Gallery:
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Enter the details for this Building Block and click OK:
Navigating Through Headers and Footers

We will focus on the details in the Header & Footer Tools Design tab in the next lesson. However, now that you know how to create a header/footer, le ts take a quick look at the Navigation group.
The Go to Header/Go to Footer commands toggle the view between the header and footer. If you have included section breaks in your document, use the Previous and Next commands to navigate between different sections of your document. (For more information on sections, see Lesson 2.4.) We will explore the Link to Previous command later in this section.
Removing a Header or Footer

To remove a header or footer, you can do one of two things. If the header/footer is just text, double-click in the header/footer region and delete the text. If there are more complex elements, its easiest to use the specialized command.
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First, double-click the header or footer that you want to remove to place your cursor in that field. Click Header (or Footer) Remove Header (or Remove Footer):
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Lesson 3.2: Using the Header & Footer Tools Design Tab
In the last lesson, you used a few commands on the contextual tab that appears when working with a header or footer. In this lesson, well take a closer look at this tab:
The Header & Footer Group

Use this section to add or change a header or footer. (These are the same commands that you will find on the Insert tab.) You can also choose from pre-designed page numbers, which we will explore in the next lesson:
The Insert Group

Here you will find commands to add the date and time, Quick Parts (including document properties and fields), and graphics to your header or footer. Well look at these commands in more detail later in this section:
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The Navigation Group

We learned about this group in the last lesson. The first two buttons let you toggle between the header and footer. Then, you have commands to navigate between sections. Last, you have a Link to Previous command, which well explore later in this section:
The Options Group

The Options group controls how the header or footer will behave. You can choose to have a different header or footer for your first page and/or for odd and even pages. You can also choose to show or hide document text when editing the header/footer:
The Position Group

This group lets you control the exact position of the header and the footer on the page. You can also align text, which well learn about later in this section:
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The Close Command

The last option lets you close Header and Footer view. You can also close this tab by doubleclicking in the body of the document:
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Lesson 3.3: Inserting Page Numbers

So far, weve learned how to insert headers and footers. But what if you just want to use ordinary page numbers? This lesson will cover how to insert, change, format, and remove page numbers. Before we get started, lets go over a few basic points: Page numbers are treated as headers and footers, as they typically go at the top or bottom of the page. You can format page numbers as you would other text. If you plan to number your pages, you should always use Words automatic page numbering feature rather than trying to number the pages yourself.
Inserting Page Numbers

You can add page numbers from the Insert tab or the Header & Footer Tools Design tab. On either tab, when you click the Page Numbers command, you will see this menu:
Specify where you want the page numbers to go by hovering over one of the options. Page numbers can be inserted at the top of the page, the bottom of the page, in the page margins, or at the current cursor position.
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Each option in the Page Numbers menu will give you options similar to the following:
Page numbers are like any other Building Block just click an item to insert it.
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Changing Page Numbers

As with cover pages, headers, and footers, you can choose another page number style from the Page Number menu at any time:
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Formatting Page Numbers

You can also format page numbers as you would any other text. Simply select the number and format it using the Home tab or the mini toolbar:
If you want to change the style of the numbers themselves, click the Page Numbers command. Here, you will see a command to format the page numbers.
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When you click this command, you will see this dialog:
Here, you can choose a number format, choose how to number the pages, and choose to include a chapter number. (These settings can be modified at any time.) If you create a custom page number style that you would like to use later, you can save the selected page number to the gallery. Click Save Selection as Page Number using either the Top of Page or the Bottom of Page commands:
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You will be prompted to save the page number as a building block, just as we did with other page components.
Removing Page Numbers

To remove your page numbers, click to place your cursor in the set of page numbers that you want to remove. Then, click the Page Number command on either the Insert tab or the Header & Footer Tools Design tab and click Remove Page Numbers:
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Lesson 3.4: Doing More with Headers and Footers

To conclude this section, we will discuss the rest of the options available when working with headers, including tasks like adding the date and time, inserting graphics, linking sections together, and positioning headers and footers.
Aligning Text
The best way to align text in a header or footer is to use the Insert Alignment Tab command on the Header & Footer Tools Design tab. First, click to place your cursor in front of the text that you want to align. Then, click Insert Alignment Tab:
When the Alignment Tab dialog opens, you can choose an alignment and a leader (characters that will fill the space between the margin and the text).
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Once you click OK, your header will be aligned. In the example below, we have stuck with the default options: center alignment with no leader. We have also enabled hidden characters. The red box below highlights the leading area, which contains no characters:
Adding Graphics
A header or footer is a perfect place to put a logo or graphic, so lets go over how to insert one of these objects. First put the cursor where you want to place the image. Next, click either the Picture or the Clip Art button on the Insert group of the Header & Footer Tools Design tab. (You can also use the commands on the Insert tab.)
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If you choose the Picture command, a dialog will open so you can choose your picture.
If you choose the Clip Art command, you will see a task pane so that you can search for a suitable photo. When you find a good picture, simply click it to insert it.
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The picture or Clip Art you insert will likely be much larger than the available space. You can resize photos simply by dragging the edges. Click and drag the sides (light blue squares) to scale in that direction, or grab a corner handle (light blue circles) to scale vertically and horizontally. Click and drag the green handle to rotate the image. As you reposition or resize the image, you can see what the end result will be when you release the left mouse button:
You can also use the Alignment Tab commands to align your photo.
Inserting the Date and Time

You can add the current date and time to your header or footer with the Header & Footer Tools Design tab:
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The Date and Time dialog will appear:
Simply choose a format from the list on the left and click OK. You can also check Update automatically so that the current date and time is always displayed each time you open the document. You can even align the date and time using the Insert Alignment Tab command, and you can format it using standard text formatting tools:
Linking and Unlinking Headers and Footers

By default, a change made in one header or footer applies to all headers or footers. This is because all new documents have one section. If you recall our discussion on section breaks back in Section 2, you know that they can be inserted to define different sections of the same document. Each section has its own header/footer, but the headers/footers in each section can also be different.
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Imagine you have created a multi-page document and defined a header. You then insert a section break somewhere in the document. By default, the headers/footers of the two different sections will be linked, meaning any change you make to one section will be made in the other. Lets take a look at an example. Here are pages 1 & 2 of a document. Notice how there is a section break at the end of page 1:
The header shown on page 2 is the same as page 1 because the header was defined before adding the section break. Even after adding the section break, the header on page 2 is still the same because the headers/footers of all pages after a section break are linked. To break the link between headers, place your cursor in the first page of the header you want to unlink and click the Link to Previous button. Note that the name of this button does not change whether you are linking or unlinking headers and footers; it will, however, appear highlighted if linking is on:
You can tell if a section is linked to the previous one by the following label:
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If we click Link to Previous to deselect this command, the headers/footers in the current section (page 2) are now independent of all sections previous to it (page 1, in our example). You can now modify the header/footer in the current section independently of the previous section(s):
Positioning Headers and Footers

The last set of commands that we will look at is the Position group on the Header & Footer Tools Design tab.
Here, you can type in dimensions to set how far the header or the footer will appear from the edge of the page.
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How do you change page numbers to Roman numerals? Type the numerals in yourself Use the Format Page Number dialog Add another header Add another footer What tabs can you use to format your header and footer elements? Home Insert Header & Footer Tools Design All of the above Which of the following is not an Alignment Tab choice? Centre Left Justified Right Where can you not place page numbers? Top of page Center of page Margins Bottom of page How do you close Header and Footer view? (Select all that apply.) Double click in the text Press Esc Click the Close command on the Header & Footer Tools Design tab All of the above You have created a section break but the headers are still the same throughout your document. What should you do to create different headers in the new section? Create a new document Add a footer Unlink the headers Add a new header
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Which command is not found on the Insert group of the Header & Footer Tools Design tab? Page Numbers Quick Parts Date and Time Clip Art You have spent a lot of time creating a footer that includes your company logo. How do you save it for future use? Copy it to the Clipboard Use the Footer menu to save it to the gallery Headers and footers cannot be saved None of the above How do you remove page numbers? From the Header menu From the Footer menu From the Page Number menu All of the above What is the easiest way to switch between the header and the footer in a document? Buttons on the Navigation group of the Header & Footer Tools Design tab Home and End keys Tab button Enter key
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Section 4: Using Time Saving Tools

In this section you will learn how to: Set your language Use the spelling and grammar contextual menu Check your spelling and grammar Set spelling and grammar options Control hyphenation Perform a word count Use the Research pane Use the Thesaurus Translate a single word, a phrase, or an entire document Use translation ScreenTips Use and customize AutoCorrect Insert the date and time Insert a symbol or special character Add equations to your document Enable special text recognition Recognize the different types of recognized text Use special actions for recognized text Show the Navigation Pane Arrange document elements using the Navigation Pane Search for words or phrases in the document
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Lesson 4.1: Using Language Tools

Word 2010 has many tools to make sure your writing is correct. In this lesson, well learn about controlling hyphenation, checking spelling and grammar, and performing a word count by using the Proofing and Language groups in the Review tab.
Setting Your Language

Before you use different commands to check your document for errors, its best to make sure Word knows what language/dialect you need. To set your language, click Language Set Proofing Language:
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Choose your language from the Language dialog:
Once you have selected a language from the list, you can also click the Set as Default button. This will make that particular language the default for all new documents.
Using the Spelling and Grammar Contextual Menu

Word checks for spelling errors by checking every word in your document against its dictionary. If a word is not in the dictionary, then it is considered incorrect. (This, of course, may not actually be true due to things like proper nouns, but well get to that in a bit.)
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When Word does find an unrecognized word, it will underline it with a red line. Right-click the word to see spelling suggestions:
At the top, there is a list of spelling suggestions in bold. You can click any of these suggestions to replace the misspelled word. You can also choose to ignore the word, ignore all instances of the word, or add the word to the dictionary. (This last option is handy if the word is a proper noun that you will use frequently.) Note that Word will also mark a word as misspelled if you typed it twice. Consider the following complete, properly spelled sentence:
The second instance of produce was marked as misspelled because it followed the same word. The third set of options lets you specify how to correct this particular error, set the correction language, perform a full spell check, or look up the word in the Research pane.
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If Word detects a grammatical error, the phrase will be underlined in green. You can right-click the error to see options for correcting it. (Options will differ depend on the error selected.)
As with spelling errors, there are options in bold for correcting the error. You can also choose to ignore the error, run a full grammar check, or view help about the current error. If Word thinks you have used a word incorrectly (for example, their instead of there), the word will be underlined in blue. Like spelling or grammar errors, you can right-click the word to see suggestions.
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Running a Spelling and Grammar Check

The right-click menu is great for quick fixes, but if youre going to check the whole document, its much easier to run a full spelling and grammar check. You can perform this command from the spelling or grammar contextual menus, or from the Proofing group on the Review tab. You can also use the F7 shortcut key:
Word will look for the first incorrect word or sentence.
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Lets go over the options in this dialog: Ignore Once Ignore All Add to Dictionary Change Change All AutoCorrect Check Grammar Options Cancel Ignore this particular word. Ignore this word every time it appears in this document. Add this word to the dictionary so it is never identified as incorrect again. Change this word to the word selected in the Suggestions box or to what you have typed in the top window. Change all instances of this word to the word selected in the Suggestions box. When typing, automatically correct this word to the word selected in the Suggestion box. Choose to check grammar along with spelling. Change spelling and grammar options. (We will explore these options in a moment.) Cancels the spell check.
Once you have clicked one of these options (except Options and Cancel), Word will continue checking your document for errors. You will have to go through this process for each word that is identified as incorrect.
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If Word picks up a grammatical error you will see something like the following:
The same concepts apply to this box. (Note that the options may differ depending on the type of error.) At the top part of the screen, Word will show you the sentence it thinks is grammatically incorrect and will highlight the trouble part of the sentence. (You can type in this window to make changes to the sentence shown.) At the top of this window will be a brief explanation of what the trouble is; in the sample above it says Or or Nor. The bottom part of the grammar checking screen gives you suggestions on how to change the word or sentence. There are also buttons on the right-hand side of the screen to choose how you want to treat the error. Ignore Once Ignore Rule Next Sentence Change Explain Check Grammar Options Ignore this error. Ignore the rule that applies to this error. Skip this error without making any changes. Change the current sentence to the selected suggestion. Open a new window explaining this grammar concept. Choose to check grammar along with spelling. Change spelling and grammar options. (We will explore these options in a moment.)
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Undo Cancel
Reverse the last change made. Cancels the spell check.
Once you have addressed all spelling and grammar errors, Word will let you know that the check is done.
Note that you cant count on Word to pick up on all spelling and grammar errors. Fully automated spelling and grammar checking is very difficult, especially with a language like English that seems to have more exceptions than rules! You should always carefully read through your document to make sure it is correct, and if possible, ask someone else to read over it as well.
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Setting Spelling and Grammar Options

The Spelling and Grammar dialog featured an Options button. Click this button to show the options below. Outside of the dialog, you can open these options by clicking File Options Proofing:
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Here, you can set AutoCorrect options (which we explore in the next lesson), choose exceptions and rules for your spell check, select custom dictionaries, and choose to hide or show spelling and grammar errors. Once your options are set, click OK to apply them and close the dialog.
Controlling Hyphenation
In some situations, particularly if you require text justification, you may need a document to be hyphenated. Rather than trying to manage it yourself, let Word do the hard work. First, click the Page Layout tab. Then, click the Hyphenation button on the Page Setup group:
You can choose: None, which will not hyphenate the document. Automatic, which will completely hyphenate your document. Manual, which will prompt you each time a word that need to be hyphenated. Hyphenation Options to control how Word hyphenates your document:
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Performing a Word Count

Weve all written papers or reports that had to be a certain number of words or pages. Word offers you a tool that will count words, pages, and more for you. You can view a quick count in the status bar:
You can click the Words item in the status bar or click the Word Count command in the Proofing group of the Review tab to perform a word count:
The Word Count dialog will provide statistics for the entire document:
Word also features a tool that gauges the readability of your document. In a nutshell, readability refers to how easy a piece of writing is to read. A publication such as Readers Digest scores low, meaning it is accessible to many people, where a magazine such as the New Yorker scores high.
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If these statistics are relevant to you, you can have Word display a documents readability score after completing a Spelling and Grammar check. To do this, click the Show readability statistics option in the Proofing section of Words options:
You will now see advanced statistics at the end of a spell check
The top part offers a count of various elements in your document, much like the Word Count dialog. Next, the averages of those elements are shown. Finally, you can see how easily readable your document is. The Flesch Reading Ease section will show a number from 0 to 100, with a higher score indicating easier reading. (The average document has a Flesch Reading Ease score between 60 and 70.) The Flesch-Kincaid Grade Level section will tell you approximately what grade could read this document. (Most business writing is written at a Grade 8 or 9 level.)
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Lesson 4.2: Using Research Tools

In this lesson, you will learn how to use some of Words tools to perform research on a topic from within Word, view synonyms of a word, and even translate text into other languages.
Performing Research
We know that you can right-click a spelling or grammatical error and see possible solutions. In addition to these contextual commands, you can use Words research tools to look up information such as encyclopedia articles, definitions, and more. There are two ways to research a word or phrase. The first is to right-click a particular word (or select a phrase first and then right-click), point to Look Up, and then choose an option. Here, we have right-clicked the word geese:
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The second way to research something is to highlight a word or phrase and then click Review Research:
Either of these actions will open the Research Pane on the right-hand side of your screen. With this pane, you can explore more information about the word or phrase using all of the tools available via the right-click Look up function, and more. You can browse different research services by clicking the source combo box:
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Lets take a few moments to cover what each service provides and how it works: All Reference Books Browse Microsofts Encarta Dictionary for a definition of the word or phrase:
You can also find synonyms with the thesaurus. You can even translate the word/phrase into another language; just pick your settings and click the green arrow. Your default Web browser will open and direct you to a machine translation service.
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All Research Sites Bing is Microsofts search engine. Browse search results and click the hyperlinks to see the Web page in your default browser:
Factiva iWorks is a business search tool that searches the Internet for publications, news stories, or pictures related to your search term:
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HighBeam Research is similar to Factiva iWorks in that you can browse online articles for information related to your search term:
All Business and Financial Sites Use MSN Money Stock Quotes to check the performance of stocks. Enter a stock name (such as MSFT for Microsoft Corporation) and check the current price:
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Thomson Gale Company Profiles list headquarter and financial information for companies based on their stock names:
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Using the Thesaurus

The thesaurus can be used independently or as part of the Research pane. There are two ways that you can check for synonyms and antonyms of words. The first way is to right-click a word, choose Synonyms, and look at the list. If you want to replace the current word with a word in the list, just click it. Here is an example after right-clicking the word box:
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You can click Thesaurus in the right-click menu or in the Review tab to open the full tool:
Now you can use the Research pane to find an appropriate synonym. Note that although the Thesaurus command was clicked, the Research command is lit up in the Review tab because the Research pane is turned on. You can click the Research command again or click the X in the Research task pane to close the pane.
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If you click the pull-down arrow beside a word (shown on the left) or right-click a word, you will see options to insert that word, copy the word, or use the Look Up feature to research the word. If you simply click on a word in the Thesaurus (shown on the right), it will change the Thesaurus term to that word:
Translating a Word
If you want an easy way to translate a word or some selected text, click Review Translate:
As you can see, there are three options. Translate Document will convert the whole document via machine translation, which we will explore in a moment. Translate Selected Text will perform a translation of a word or phrase, replacing that word or phrase with the translated text. And finally, Mini Translator will add a ScreenTip-style translation for a word or phrase.
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To use the Mini Translator, click Review Translate Mini Translator:
For this example, well pick Spanish:
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Now, when you hover your mouse over a word, you will see a specialized ScreenTip appear. In this example, word has translated house:
Lets quickly go over the other elements of this ScreenTip: Expand Copy Play Stop Help The Expand command will open the Research Pane and show additional details about the translation of this word. Copies the information shown in the ScreenTip about the translation. The word will be spoken through your speakers. Click this to stop the sound coming from your speakers. Displays help regarding the Mini Translation service.
To turn the feature off, click Review Translate Mini Translator again. This will disable the feature.
Translating an Entire Document

Obviously, if you want to translate an entire document, translation ScreenTips arent going to do you much good. Click Review Translate Translate Document:
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You will then see a warning explaining that your document will be sent in unencrypted format, which means that it may be viewed by others. Click Send to proceed:
Your default Web browser will appear and send the inform ation to WordLingo, an online translation service. It will take a few moments for the translation to be completed:
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The translated document will then appear. Note the warning in Spanish at the bottom of the screen stating the computer translation is not guaranteed to be 100% accurate.
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Lesson 4.3: Inserting Pre-Defined Text

Word 2010 has many tools to help you save time. In this lesson, you will learn all about how to use and customize AutoCorrect, a function that can automatically make corrections as you type. Youll also learn about inserting special types of text, such as the date and time, symbols, and special characters. Well also look at Word 2010s new equation tools.
AutoCorrect
You have probably noticed that Word will make small corrections to your document as you type. This may include automatically capitalizing the letter i, capitalizing the first letter of a sentence, and fixing common spelling errors. These actions are performed via Words AutoCorrect function, which is turned on by default. Try typing the following exactly as you see it: i am verry excited about Word 2010. What corrections did Word make for you?
As you can see, AutoCorrect fixed i and verry for you. Move your mouse under I. You will see a small blue rectangle. Point to this rectangle to view the AutoCorrect symbol:
Click the pull-down arrow to see the AutoCorrect options. (A similar menu would appear under the word very.) As you can see, you can either undo that specific correction, make Word stop performing that particular correction, or open the AutoCorrect options:
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To control the way AutoCorrect behaves, click the Control AutoCorrect Options link in the menus as shown above or click File Options Proofing AutoCorrect Options:
This will open the AutoCorrect options for your specified language:
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There are many details to cover in this dialog, so lets go over the different tabs: AutoCorrect Unless you use Word to create specific documents that may contain a lot of technical information and equations, most of the AutoCorrect options you would modify will likely be listed here. At the top of this tab (shown on the previous page) you can enable or disable the most common AutoCorrect actions. If Replace text as you type is checked, Word will automatically replace characters with symbols such as Copyright , the ubiquitous smiley face , and common typing errors like replacing dont with dont or it;s with its. Math AutoCorrect If you frequently use equations for math, physics, chemistry, or other applications, Word features a number of symbols and functions that you can insert by typing a code, similar to (c) producing :
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On a side note, if you are using the Math Input Panel in Windows 7, Word 2010 is capable of accepting input directly from that editor:
Well look at equations in detail later on in this lesson. AutoFormat As You Type The actions listed in this tab expand on the options shown in the AutoCorrect tab. Here, you can specify if you would like Word to perform more complex formatting as you type in your document:
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AutoFormat
As you can see from the image below, the commands in the AutoFormat tab are nearly identical to those found in AutoFormat As You Type. However, the AutoFormat tab contains a command to preserve document styles if something is AutoFormatted. You also have the option to apply the various AutoFormat commands to plain text that has been pasted into Word:
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Actions
Word is capable of recognizing and interacting with certain elements of your document such as the date, time, address, and contact information. Note that by default, the Enable actions checkbox is disabled:
If the features in this tab are enabled, you can highlight text that corresponds to one of the items listed above, right-click it, and have Word recognize the corresponding data. We will explore more about these options in the next lesson.
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Inserting the Date and Time

To insert the current date and time, click in your document where you want to add the date/time. Next, click the Date and Time command on the Text group of the Insert tab:
Now you can choose from a number of date and time formats:
Select a format from the list and then choose if you want the date and time to be static or to update automatically. (This option is just above the OK button.) If the date is static, the current date and time right now will be inserted. If you choose to have the date or time update automatically, it will update whenever the document is opened. When youre ready, click OK.
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Dates and times that do not update automatically are inserted as regular text. They can be changed, rearranged, or formatted:
Dates and times that do update automatically are inserted as an object, but can still be modified as you would any other text. If you place your mouse cursor over the date or time, you will see a faint blue box appear:
You can click the object to see the Update command and click the command (or press F9) to manually update the date and time. (You would do this manually if you had the document open for a long time.)
Inserting a Symbol
You will also find a command to insert symbols on the Insert tab. Click the Symbol button and then click a symbol from the recently used list.
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If the symbol youre looking for isnt here, click More Symbols to show the Symbol dialog box:
Here are the steps to follow to insert a symbol. Pick the font to use. By default, Word will display symbols in the current font. Choosing a font can be important as some fonts (such as Wingdings) are all symbols and contain symbols not seen in other fonts. Click a symbol to select it for insertion, or use the scroll bar to scroll through the symbols. Click the Insert button to add the selected symbol to your document. Once you click the Insert button, the Cancel button will become a Close button. You can also use the AutoCorrect button or the Shortcut Key button to make inserting this symbol easier in the future.
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If you want to format or delete the symbol, you may do so as you would with any other text:
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Inserting Special Characters

To add special characters, click Insert Symbol More Symbols:
When the Symbol dialog box appears, click the Special Characters tab:
Then, simply click a character to select it and then click Insert. You can also view and edit the AutoCorrect and Shortcut Key commands using the buttons at the bottom.
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Inserting an Equation
If you are using the Math Input Panel in Windows 7, Word 2010 is capable of accepting input from the editor. Create the equation in the Math Input Panel and then drag the panel so it is on top of the Word 2010 window. Click Insert and the equation will be added to the document:
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You can also click Insert Equation Equation, and choose a pre-built equation, or click Insert New Equation to draw a custom equation:
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The equation will then be inserted in the document:
As you can see, equations can then be edited using the tools on the contextual tab or right-click menu.
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Lesson 4.4: Specialized Text Recognition

Word 2010 is capable of identifying different types of text (including people, places, and dates) and then applying advanced functionality to that text. This allows you to perform actions with Word that you would normally perform with other applications. In this lesson you will learn about the different types of text recognized by Word and the actions you can perform with that text.
Enabling Text Recognition

In order to enable specialized text recognition, click File Options Proofing AutoCorrect Options:
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When the AutoCorrect dialog appears, click the Actions tab. Some additional actions for specialized text recognition may already be enabled:
You can access a similar dialog by right-clicking in your document, pointing to Additional Actions, and clicking Options:
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In a nutshell, specialized text recognition works by Word identifying the text you have typed. For example, imagine that you have enabled the Financial Symbol option. You then type MSFT (stock symbol for the Microsoft Corporation), right-click the symbol, and point to Additional Actions. You will see options available for the stock symbol:
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Types of Recognized Text

Type of Text Address What it recognizes Street addresses Options Obtain driving directions, add the address to your Outlook contacts, and view a map. Allows you to schedule appointments. This works on many different date formats, including the ones that were inserted by Word. Obtain stock quotes, company reports, and news on the selected company. Allows you to contact others via their instant messaging or social networking identification. Convert from metric to imperial or vice-versa. Send an e-mail, add the person to your contacts, or schedule a meeting. Additional options will be available if the person is already identified in your Outlook 2010 contacts. Obtain driving directions, add the address to your Outlook contacts, and view a map. Add the number to your contacts. Schedule appointments for this time.
Date
Dates
Financial Symbol Instant Messaging Contacts
Stock symbols Contact information
Measurement Converter Person Name
Metric or imperial measurements First and last names
Place
Street addresses
Telephone Number Time
Formatted phone numbers Time
Note that e-mail, contact, and meeting features are designed to work with Microsoft Office Outlook 2010.
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Making Word Recognize Different Text Features

Word will recognize the text only if you right-click a single item (like a stock symbol or phone number) and point to Additional Actions. In order to make sure Word is recognizing the right thing, we recommend you first select the text you want Word to recognize, right-click and point to Additional Actions, and then click the action you want to perform:
Inserting a Date
Earlier we learned how to insert the current date and time into a document. Word also lets you quickly insert dates by recognizing the text as you type. Simply press Enter to accept the entry:
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Lesson 4.5: Using the Navigation Pane

The Navigation Pane is a new addition to Word 2010, replacing the previous Document Map feature. It combines the functionality of some different Word features together into a single easy-to-use pane. In this lesson we will explore this useful tool.
Overview of the Navigation Pane

The Navigation Pane can be enabled by clicking View Navigation Pane. The pane will appear on the left-hand side of the screen:
At the top of the pane is the Search bar, which we will explore shortly. Underneath that are three tabs: Headings, Pages, and Results. Beside the three tabs are two up and down arrows. Click these arrows to browse to the next heading, thumbnail, or search result, depending on the view.
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In order for the Navigation Pane to be of much use, your document will need to be formatted with different headings. You can apply these headings using the Styles group in the Home ribbon. Heading 1 is the highest heading, followed by Heading 2, 3, 4, etc. Word allows you to specify up to nine heading levels. Navigating through your document using the Navigation Pane is easy; just click the heading listed in the Navigation Pane to jump to that section of the document. Look at the following diagram:
There are three titles that have used Heading 1, and eight that have used Heading 2. Any instances of a heading indented under another one mean that certain sections of the document shown by the Navigation Pane are collapsible. Just click a larger heading to collapse all the smaller headings contained within:
This allows you to easily browse a certain heading level of your document easily.
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Reordering Sections with the Navigation Pane

If you plan to create complex documents, you know that using proper formatting, such as headings, will help keep the document neat and consistent. This skill has additional benefits with the Navigation Pane. Imagine that you have a long document and you want to reorganize certain sections. In previous versions of Word, you had to scroll to the section you wanted to move, select all the text to move, cut the text, and then paste it in the new location. In Word 2010, the Navigation Pane lets you easily drag and drop a heading from one location to another from right inside the pane. Consider the following:
For example, if you decide that Topic Six would fit better in Section Three, all you have to do is click and drag Topic Six to its new location:
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All the information in Topic Six, including any subheadings in the topic, is immediately moved to its new location. This feature allows you to very quickly reorganize an entire document without having to cut and paste a single thing!
Navigation Pane Views

The Navigation Pane uses three views: Headings, Thumbnails, and Results. We have already seen that the Headings view gives you a structured view of the document layout.
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Thumbnail view gives you a birds eye view of your document. This is particularly useful if you are looking for a picture or chart within your document:
Search Results view is used directly with that functionality, which we will discuss next.
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Searching in Your Document

Type a search term into the Search box at the top of the Navigation Pane. As you type, Word will search for an exact match. Search results are shown in one of three ways. You can browse the headings, browse page thumbnails, or browse passages:
The first option lets you browse the topics that contain this search term. Click one of the highlighted items in the Navigation Pane to jump to the passage:
The thumbnails option shows a small version of the each page that contains a matching search term. Matching items are also highlighted in yellow:
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The final tab displays the various passages of your document that contain the search term:
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Which of the following tools are accessible through the Research pane? Thesaurus Translation Encyclopedia articles All of the above Which tab lets you control hyphenation? Home tab Insert tab Page Layout tab Review tab Which of the following statements about the date and time is false? Formats are the same for all languages It can be formatted like regular text It can be set to update automatically You can choose from a number of formats Which of the following statements about the Navigation Pane is false? It can be resized You can search the document with it The Navigation Pane command is found in the View tab It is shown by default on the right-hand side of the Word window You want to translate one word into Spanish. What is the best way to do this? Translate the entire document Use Translation ScreenTips Get out your dictionary Find a person who speaks Spanish Which of the following is an example of a formatting error that Word will not AutoCorrect? Two capitals together Capitalizing the beginning of sentences Capitalizing names Typing the letter i by itself and as lowercase
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How can you perform a word count? Status bar Review tab Performing a spell check All of the above Whats the danger of translating your document via an Internet translator? (Select all that apply.) Its not completely secure It may not be correct Your original document will be deleted There are no dangers Where can you set your language? (Select all that apply.) Proofing options Advanced options Review tab Home tab What is the shortcut for running a spell check? Ctrl + S F7 Shift + C Esc key
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Section 5: Finishing Your Document

In this section you will learn how to: Use themes and color, font, and effect schemes Perform a mail merge Use all steps of the Mail Merge wizard Use the Mailings tab Manually select a starting document for a mail merge Select and edit recipients for a mail merge Use fields and rules Preview and complete a merge Fax a document E-mail a document as a Word document or PDF attachment Use e-mail features Use various sharing features to send the document to others
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Lesson 5.1: Making Your Document Consistent

Word 2010 comes with a variety of attractive themes that you can use in your document. These themes can help you achieve a professional, consistent look quickly and easily. In this lesson, well learn about themes and their three different sub-components: effects, font, and color schemes.
Using Themes
Themes are a combination of preset colors, fonts, and effects. Earlier, we discussed using headings to make your document structure consistent. Rather than format each heading manually, you can use pre-built styles to apply a consistent color, font, and effect scheme to the whole document. As long as the document has been properly structured, you can change the look of the entire document with just a few clicks. To apply a theme, click Page Layout Themes. As you mouse over each theme, you will see a preview applied to your document (if you have theme elements such as page backgrounds, headers, styles, or diagrams). Simply click the new theme to apply it:
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Note that the Themes menu also contains commands to reset the current theme, browse for theme files, and save the current theme.
Using Theme Colors

We know that themes are pre-formatted effects that you can apply to a structured document. But the theme designs are not set in stone you can customize the colors, fonts, and text effects. To modify theme colors, click the Theme Colors button on the Page Layout tab. As you mouse over each set of theme colors, you will see a preview applied to your document. Note, however, that the font doesnt change:
You can also click Create New Theme Colors to create your own color schemes.
Using Theme Fonts
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As with colors, you can change the font scheme independently of other items. Each font scheme contains a major font for headings and a minor font for the body. To see the font schemes, click the Theme Fonts button on the Page Layout tab:
Once again, you can mouse over each option to see a preview applied to your document. You can also click Create New Theme Fonts to create your own personalized theme.
Using Theme Effects
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Each theme also comes with its own way of displaying effects. These effects are applied to objects like SmartArt and text boxes. To change the current effects scheme, click the Theme Effects button on the Page Layout tab and click an effect.
If any objects are visible in your document, you will see a preview applied to it.
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Lesson 5.2: Using the Mail Merge Wizard

When used properly, mail merge is one of the best time-saving tools in Word. Unfortunately, its also the most misunderstood. Mail merges are used to create personalized messages to a list of recipients. In this lesson we will go through the steps of the Mail Merge Wizard.
Mail Merge Basics

A mail merge is a combination of a document (such as an e-mail message, a letter, or a label) and a data source (such as a list of addresses). The finished result is customized to each entry in the data source. For example, lets say you want to send a quarterly newsletter summing up the events of the year to shareholders in your company. You would like to have it personalized for everyone, but you have 50 people on your mailing list! You can use mail merge to create the letter and then merge it with your address list so that each letter is addressed to the recipient. Heres a list of terms youll hear in relation to a mail merge: Merge fields Data Source These are the places where Word will insert your data. For example, the <<Address Block>> merge field marks where each persons address will go. This is the file that contains the personalized information, such as a list of addresses. Data sources can be existing files (such as a Microsoft Access database), pulled from an application (such as your Microsoft Outlook contacts), or created during the mail merge. A record is one set of data in your data source. For example, a record from your Microsoft Outlook contacts could contain the persons first and last name, mailing address, and e-mail address.
Record
The easiest way to perform a mail merge is by using the Mail Merge wizard, so were going to devote this lesson to the various options in the wizard.
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Starting the Wizard and Choosing a Document

To start the mail merge wizard, click the Mailings tab. Then, click Start Mail Merge and click the Step by Step Mail Merge Wizard command.
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You will then see a task pane on the right hand side of your screen, prompting you to choose a document type:
For this example, well stick with letters. The remaining steps may differ slightly depending on the document youre creating, but the basic concept remains the same.
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Selecting a Starting Document

Once you click Next, you will be able to choose what document you want to use for the mail merge.
In this case, weve already created a letter, so well choose the current document. (Note that you can also use a template or an existing document, meaning a document that youve created but isnt open.) Once youve chosen the document, click Next.
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Selecting Recipients
Step 3 of the Mail Merge Wizard prompts you to choose who the mailings will be sent to. Depending on the option you select, your choices will be different:
If using an existing list, click the Browse button and navigate to the folder that contains the source file. Word 2010 is capable of accepting and reading data from numerous sources:
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Once you pick a source and choose the specific list (or type a new list), you will be prompted to choose the recipients. In this example, we are working from a Microsoft Access database:
Simply check a contact to include it or uncheck a contact to remove it. Once you click OK, click Next in the task pane to proceed to the next step.
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Creating Your Document

If you havent written your letter yet, do so now. The content written here will be the same across each letter:
To add the various fields from your data source to the document, click inside the document and then click one of the items in the Mail Merge pane.
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For example, if you wanted to add the address at the top of the page, place the cursor at the top and then click Address Block. You will be prompted to format the address block as you see fit, based on the information available in your data source:
The Address Block field will then appear in your document with angle brackets around its position. This field will be customized for each recipient when you perform the merge:
Once your fields are in place, click Next.
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Previewing Your Document

Step 5 will show you a preview of your document. You can use the arrow buttons in the task pane to scroll through the recipients.
If you need to make any changes to the recipients, click Edit Recipient List in the task pane. You can also click the Previous link in the task pane to go back to any step and make changes. When you are satisfied with the result, click Next to proceed to Step 6.
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Completing the Merge

In Step 6, the merge will actually be performed. The Options under the Merge heading will vary depending on the document type that youre creating. In this case, we can edit the individual letters or we can simply choose to print them. The merge will always be performed to a new document so that you can still make changes to the original letter and re-merge them.
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Lesson 5.3: Performing a Manual Mail Merge

In the last lesson, we saw that the Mail Merge Wizard is great for creating basic documents. Once you become comfortable with the process, however, you may find the wizard too cumbersome and time-consuming. If thats the case, you may want to use mail merge tools independently of the Wizard. You can also use the Mailings tab to enhance a Wizard-created merge. In this lesson, well talk about how to manually insert fields into your document and perform a Mail Merge without the Wizard.
Using the Mailings Tab

Lets go over the commands available on the Mailings tab:
Create
Envelopes Labels
Opens a special dialog that will allow you to create envelopes. Opens a special dialog that will allow you to create labels. Choose what kind of mail merge you want to start: Letters, E-mail Messages, Envelopes, Labels, or Directory. Choose the source for your recipient list. Make changes to your recipient list. Highlight fields that will be merged to each record. Create and insert an address block merge field. Create and insert a greeting line merge field.
Start Mail Merge
Start Mail Merge
Select Recipients Edit Recipient List Write and Insert Fields Highlight Merge Fields Address Block Greeting Line
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Insert Merge Field Rules
Insert other types of merge fields. Create rules for an advanced merge. (Well look at these options in detail in a moment.) Match fields in your recipient list to merge fields. If you are creating labels and have made any changes, click this button to update them. Preview your merge. Navigate through merged records.
Match Fields Update Labels
Preview Results
Preview Results
Find Recipient Auto Check for Errors Finish Finish and Merge
Find a particular recipient. Check your mail merge for problems. Complete the merge.
Selecting a Starting Document

If youre performing a mail merge on your own, you should first choose a starting document so that Word gives you the appropriate options. Click the Start Mail Merge button and choose the document type:
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Selecting and Editing Recipients

To choose your recipients, click the Select Recipients button on the Mailings tab and then choose the source data for your recipient list:
If you choose Type New List, you will see a dialog prompting you to enter the recipient information:
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If you ever need to edit the list, click the Edit Recipient List command on the Mailings tab.
Adding Fields
To add fields, place the cursor in the document where you want the field to appear and click any field name in the Write and Insert Fields group:
You will then be prompted to customize that element, just as you would with the Mail Merge wizard:
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Adding Rules
Rules are similar to fields in a Mail Merge. The difference is that they operate on conditions rather than using all information available. To add a rule, first click to place your cursor at the position that you want the rule. Next, click the Rules button on the Write and Insert Fields group of the Mailings tab and click the rule that you want to use.
Lets take a look at each option. Ask If you have created bookmarks, insert this field at the beginning of your document. Then, Word will ask you what text you want to put in and place that text at each bookmark as it merges each record. (Text can be different for each record.)
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Fill-in
When you complete the merge, Word will ask you what text you want to place in this field as it merges each record.
IfThenElse
This dialog box lets you set exceptions for your merge. If a field equals a certain value, Word will insert a certain text string. Else, Word will insert a different text string.
Merge Record # Merge Sequence # Next Record
This will add a number to each label. Counts the number of successfully merged records. Inserts the next record into the current document.
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Next Record If
Inserts next record into the current document if conditions are met.
Set Bookmark
Sets a bookmark at a specified location. In a mail merge, bookmarks are mainly used to indicate where to insert Ask text.
Skip Record If
Skips the record if certain conditions are met.
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Previewing and Finishing the Merge

To preview the results of your merge, click the Preview Results button:
Note that this command can be toggled on and off, giving you an easy way to check what the finished product will look like. Once your document is ready to be merged, click Finish & Merge. Then, you can choose to edit the individual items that will be created by the merge, print the merge documents, or send the merge documents as e-mails:
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Lesson 5.4: Sending a Document Electronically

For the last lesson of this manual, were going to look at the various ways to electronically submit and share information.
Faxing a Document
If you have subscribed to an Internet fax service, you will be able to send your document via fax. This allows you to send a document via fax without having to print it first. Click File Save & Send Send Using E-mail Send as Internet Fax:
Your Internet fax provider or a new e-mail window will open. Follow the programs directions to send your fax.
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E-mailing a Document as an Attachment

Interconnectivity plays an important role in Office 2010. For example, Word integrates with Outlook to send your documents via e-mail message. To do this, click File Save & Send Send Using E-mail Send as Attachment:
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A new e-mail message will open in Outlook 2010 with the document included as an attachment. Fill in the recipients e-mail address and write a message:
When the message is ready, click File Save. This will save the message in the Outbox folder of Outlook. The next time Outlooks folders are synchronized or you click the Send/Receive command (in Outlook), the message will be sent. We will examine more of the features in this e-mail window later in the lesson.
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E-mailing a Document as a PDF or XPS Attachment

Word 2010 is capable of saving documents in PDF and XPS formats. You also have the ability to send an e-mail with the current document attached in either of these formats. Click File Save & Send Send Using E-mail Send as PDF or Send as XPS:
A new e-mail message will appear, and a PDF or XPS version of your document will be attached and ready to send.
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Using E-mail Features

We just saw that when sending a document as an attachment, an Outlook message window opened. Although Microsoft Outlook 2010 is worth several manuals on its own, lets take a look at some of the most popular features. The new message window features six tabs:
File Message
Opens the Backstage menu. Here you can save the message, view message info, print the message, and open Outlook options. Like the Home tab in Word, here is where you can format text and check spelling. You will also find basic features here, such as the ability to flag messages, attach other files, and set priority. Like Words Insert tab, you will find commands to add pictures, tables, diagrams, and more. Use this tab to set your theme, choose the format, and control delivery options for the e-mail message.
Insert Options
Format Text This tab is nearly identical to Words Home tab: Clipboard, Font, Paragraph, Styles, and Editing groups are all available here. Review This tab offers the same proofing, research, translation, and language tools available in Words Review tab.
Other Sharing Features

Finally, lets introduce some of the different sharing tools included with Word 2010. We will go into more detail on how to use these sharing tools in the more advanced levels of Velsofts Microsoft Office Word 2010 courseware.
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Sharing features are available in the Backstage menu. Click File Save & Send:
Lets go over the details of these categories: Send Using E-mail We have covered most of these options in this lesson: Send as Attachment Send a Link* Send as PDF Send as XPS Send as Internet Fax *If your computer has access to a network organization, you likely have access to a central file server. If you save files in a public location on this server (meaning all users can see the files), use the Send a Link option rather than sending the actual file.
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Save to Web (Windows Live)
This option uses SkyDrive, one of the services provided by Windows Live. If you have an e-mail address that is associated with a Windows Live account (such as @hotmail.com or @msn.com) you have your own SkyDrive account. Users of Microsofts Xbox 360 gaming console also have access to a SkyDrive account. Click Sign In and enter your login details to continue:
This account offers 25 gigabytes of free storage for documents, photos, music, or other files you want to share with others. If you click this Save to SkyDrive option, you will be able to sign into your Windows Live account. You can then upload files to a public or private folder:
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Save to SharePoint
SharePoint is a collaboration tool that lets members of an organization share information, collaborate on projects, search organization resources, and more, all from internal or external locations (relative to the organization). That means that someone working in the office, at home, or around the world has access to the organizations resources via the Internet. Using your organization credentials (user name and password), you can sign into your SharePoint server to view or edit documents. If you have opened a document directly from SharePoint, any changes you make to the file will be saved directly on the server. Notice that in this case, the Save command looks a bit different:
You can also click File Save & Send Save to SharePoint to redirect the saved file to a new location:
Word 2010 has the capability to edit documents simultaneously with other people, view documents in a familiar browser-based setting, send a link to a file (rather than as an attachment), browse previous versions of documents, and receive e-mail notifications alerting you to changes made to documents.
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Publish as Blog Post
A blog post can be thought of as an online journal. Blog posts are almost exclusively text with simple formatting, and Word 2010 has the capability to remotely connect to your blogging service and upload your latest post. Word 2010 supports most major blogging services such as: SharePoint Blog WordPress Blogger Windows Live Spaces Community Server TypePad And more
Change File Type
This option lets you change the current document file format to one of the other major formats supported by Word 2010:
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Create PDF/XPS Document
Create a PDF or XPS document with this command. These document types are supported on most computing platforms, from PCs and tablets to netbooks and mobile devices. They are relatively small in size, preserve fonts and formatting, and cannot be easily edited:
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How many steps are there in the Mail Merge Wizard? 1 6 12 10 Which of the following is not a Mail Merge rule? Ask Next Record Input Box Set Bookmark Which of the following is a valid source of address data for a Mail Merge? Excel spreadsheet Word document Access database All of the above What does the IfThenElse rule do? If a field equals a certain value, Word will insert a certain text string. Else, Word will insert a different text string. Numbers pages based on the contacts position in the source data Adds your name to every letter Prompts you for input What are the three elements of a theme? Styles, Images, and Fonts SmartArt, Text Boxes, and Charts Fonts, Colors, and Effects Tables, Colors, and Sizes Before e-mailing a document as a PDF attachment, you must Set up your e-mail account in Outlook Install the PDF add-in Reboot your computer Save your document
249
Which of the following features is not found on the Mailings tab? Insert Merge Field Envelopes Themes Preview Results Which of the following statements about themes is false? You can create your own custom colors You can save your own themes You can use a combination of elements from different themes You can create custom effects schemes Which Word tab is the Format Text tab in Outlook most like? Home Insert Page Layout View Which of the following is not a merge document type? Letters Fax Envelopes Labels
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Index
.docx ...................................................................................................................... 13, 16, 44, 45, 51 Accessibility Checker ......................................................................................................... 32, 33, 34 Adobe Acrobat Reader.................................................................................................................. 23 AutoCorrect......................................... 161, 167, 171, 187, 188, 189, 190, 195, 197, 201, 202, 213 Actions .................................................................................................................................... 192 Options .................................................................................................................................... 187 AutoFormat ................................................................................................................. 129, 190, 191 AutoRecover Document recovery .................................................................................................................. 26 Enabling..................................................................................................................................... 26 Frequency ................................................................................................................................. 26 Blank page ................................................................................................................................... 113 Building Block .............................................................................................. 112, 121, 138, 141, 147 Bullets and Numbers Continuing a list .................................................................................................................. 78, 87 Creating a list ............................................................................................................................ 76 Custom lists ............................................................................................................................... 82 List styles ................................................................................................................................... 77 Multilevel indentation .............................................................................................................. 80 Multilevel list customization ..................................................................................................... 85 Multilevel lists ........................................................................................................................... 78 Removing a list .......................................................................................................................... 90 Types of lists .............................................................................................................................. 75 Columns Advanced options ..................................................................................................................... 99 Inserting .................................................................................................................................... 98 Text continuity ........................................................................................................................ 100 Compatibility Compatibility Checker ......................................................................................................... 28, 45 Compatibility packs ................................................................................................................... 50 Converting older documents .................................................................................................... 44 Default file format..................................................................................................................... 48 Layout options .......................................................................................................................... 49 Mode ......................................................................................................................................... 28 Opening older Word format ..................................................................................................... 44 Cover pages Custom page details................................................................................................................ 112 Inserting .................................................................................................................................. 110 Saving custom pages ............................................................................................................... 111 Date and Time ............................................................................................................................. 193
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Formats ................................................................................................................................... 193 Digital signatures .......................................................................................................................... 38 Purpose ..................................................................................................................................... 39 Signature Services ..................................................................................................................... 39 Distributing a document E-mail attachment................................................................................................................... 243 Internet fax ............................................................................................................................. 238 Other file types ....................................................................................................................... 246 Outlook 2010 message window.............................................................................................. 242 PDF or XPS ............................................................................................................................... 241 Publishing as a blog post ......................................................................................................... 246 SharePoint ............................................................................................................................... 245 Windows Live SkyDrive ........................................................................................................... 244 Document Inspector ..................................................................................................................... 29 Inspection options .................................................................................................................... 30 Document recovery ...................................................................................................................... 26 Document split .............................................................................................................................. 57 Removing .................................................................................................................................. 59 Encryption ..................................................................................................................................... 36 Enabling..................................................................................................................................... 37 File formats ................................................................................................................................... 16 .doc............................................................................................................................................ 16 .docm ........................................................................................................................................ 16 .docx .......................................................................................................................................... 16 .dot ............................................................................................................................................ 17 .dotm ......................................................................................................................................... 17 .dotx .......................................................................................................................................... 16 .htm ........................................................................................................................................... 17 .mht ........................................................................................................................................... 17 .odt ............................................................................................................................................ 19 .pdf ............................................................................................................................................ 17 .rtf.............................................................................................................................................. 18 .wps ........................................................................................................................................... 19 .xml ............................................................................................................................................ 18 .xps ............................................................................................................................................ 17 Corel document converter ........................................................................................................ 19 Plain text ................................................................................................................................... 18 Header and Footer Tools Closing ..................................................................................................................................... 145 Header & Footer commands................................................................................................... 143 Insert commands .................................................................................................................... 143 Navigation commands ............................................................................................................ 144 Options commands ................................................................................................................. 144 Position commands................................................................................................................. 144
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Headers and Footers Adding images to .................................................................................................................... 153 Alignment ................................................................................................................................ 152 Date and time ......................................................................................................................... 155 Editing ............................................................................................................................. 139, 140 Linking ..................................................................................................................................... 156 Navigating ............................................................................................................................... 141 Page numbers ......................................................................................................................... 146 Position ................................................................................................................................... 158 Removing ................................................................................................................................ 141 Saving custom ......................................................................................................................... 140 Using preset ............................................................................................................................ 138 Hidden formatting ...................................................................................................................... 101 Hyperlinks Customizing ............................................................................................................................. 129 Editing ..................................................................................................................................... 133 E-mail address ......................................................................................................................... 132 Inserting .................................................................................................................................. 129 Removing ................................................................................................................................ 134 Screen TIp................................................................................................................................ 131 Types of ................................................................................................................................... 128 Using ....................................................................................................................................... 134 Hyphenation................................................................................................................................ 171 Language tools Grammatical errors ................................................................................................................. 165 Mispelled words ...................................................................................................................... 164 Setting language ..................................................................................................................... 162 Spelling and grammar check ................................................................................................... 166 Line breaks .................................................................................................................................. 100 Options .................................................................................................................................... 108 Mail Merge Adding merge fields ................................................................................................................ 233 Completing a ........................................................................................................................... 237 Mailings tab............................................................................................................................. 230 Preview ................................................................................................................................... 237 Recipients ................................................................................................................................ 232 Rules ........................................................................................................................................ 234 Starting document .................................................................................................................. 231 Mail Merge Wizard Creating the document ........................................................................................................... 226 Document type ....................................................................................................................... 223 Formatting addresses ............................................................................................................. 227 Merge completion .................................................................................................................. 229 Preview ................................................................................................................................... 228
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Recipient editing ..................................................................................................................... 225 Recipients ................................................................................................................................ 224 Starting .................................................................................................................................... 221 What is? .................................................................................................................................. 220 Mark as Final ................................................................................................................................. 34 Warnings ................................................................................................................................... 36 Math Input Panel ........................................................................................................................ 189 Equations ................................................................................................................................ 198 Microsoft Office Outlook 2010 ................................................................................... 204, 240, 242 Navigation Pane Document organization .......................................................................................................... 208 Expand/collapse headings ...................................................................................................... 207 Navigating ............................................................................................................................... 207 Opening ................................................................................................................................... 206 Searching ................................................................................................................................. 211 Views ....................................................................................................................................... 209 OpenOffice.org.............................................................................................................................. 19 Page borders ............................................................................................................................... 125 Options .................................................................................................................................... 125 Page breaks ................................................................................................................................. 101 Options .................................................................................................................................... 108 Page color.................................................................................................................................... 113 Gradient, texture, pattern, picture ......................................................................................... 114 Page numbers Adding ..................................................................................................................................... 146 Changing styles ....................................................................................................................... 148 Formatting .............................................................................................................................. 149 Removing ................................................................................................................................ 151 Starting number ...................................................................................................................... 150 Paragraph Dialog Indentation ............................................................................................................................... 92 Line spacing ............................................................................................................................... 92 Set as default ............................................................................................................................ 95 Text alignment .......................................................................................................................... 91 Password Assigning ................................................................................................................................... 24 Entering ..................................................................................................................................... 25 Removing .................................................................................................................................. 25 PDF .............................................................................2, 17, 20, 21, 23, 60, 124, 241, 243, 247, 248 Research Pane ..................................................................................................................... 175, 184 Research tools Bing ......................................................................................................................................... 177 Factiva iWorks ......................................................................................................................... 177 Microsoft Encarta Dictionary .................................................................................................. 176
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MSN Money Stock Quotes ...................................................................................................... 178 Review tab............................................................................................................................... 175 Right-click menu...................................................................................................................... 174 Thesaurus ................................................................................................................................ 176 Thomson Gale Company Profiles ............................................................................................ 179 Saving files File formats ............................................................................................................................... 15 Section breaks ............................................................................................................................. 102 Types of ................................................................................................................................... 103 Using page orientation............................................................................................................ 105 Signature line ................................................................................................................................ 40 Incorporate digital signature .................................................................................................... 43 Signee details ............................................................................................................................ 42 Sorting text Sort criteria ............................................................................................................................... 96 Spelling and Grammar Checking your document ........................................................................................................ 166 Options ............................................................................................................................ 167, 170 Precautions ............................................................................................................................. 169 Readability statistics ............................................................................................................... 173 Symbols ....................................................................................................................................... 194 Browsing.................................................................................................................................. 195 Special characters ................................................................................................................... 197 Templates Attaching to a document .......................................................................................................... 72 Editing ....................................................................................................................................... 71 Opening ..................................................................................................................................... 69 Searching for ............................................................................................................................. 67 Types of ..................................................................................................................................... 69 Using pre-installed .................................................................................................................... 63 Text recognition Date ......................................................................................................................................... 205 Enabling................................................................................................................................... 201 Options .................................................................................................................................... 202 Right-click ................................................................................................................................ 205 Types of ................................................................................................................................... 204 Themes Choosing.................................................................................................................................. 216 Colors ...................................................................................................................................... 217 Effects...................................................................................................................................... 219 Fonts........................................................................................................................................ 218 Thesaurus Research Pane ......................................................................................................................... 181 Right-click ................................................................................................................................ 180
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Translation Mini Translator........................................................................................................................ 183 Mini Translator options........................................................................................................... 184 Online translation ................................................................................................................... 186 Translate entire document ..................................................................................................... 184 Watermarks Adding ..................................................................................................................................... 119 Custom .................................................................................................................................... 121 WordArt as a watermark ........................................................................................................ 122 Window management Arranging................................................................................................................................... 53 Compare side by side ................................................................................................................ 54 Opening a copy ......................................................................................................................... 52 Reset window............................................................................................................................ 55 Synchronous scrolling ............................................................................................................... 55 Windows 7 Aero Snap ............................................................................................................... 56 Windows Explorer Creating folders........................................................................................................................... 4 Icon views.................................................................................................................................... 6 Interface ...................................................................................................................................... 3 Navigation Pane .................................................................................................................... 3, 10 Navigation Pane customization ................................................................................................ 12 New folder button ...................................................................................................................... 4 Organize menu ............................................................................................................................ 4 Sorting files ................................................................................................................................. 9 Subitem Send .............................................................................................................................. 6 Subitem Share ............................................................................................................................. 6 Word count ................................................................................................................................. 172 Comprehensive ....................................................................................................................... 172 Status bar ................................................................................................................................ 172 XPS....................................................................................................2, 17, 20, 21, 23, 241, 243, 247 XPS Viewer .................................................................................................................................... 23

Word Intermediate

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Word Intermediate

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Office 2010 Training

Word 2010 Courseware

Microsoft Office Word 2010 Intermediate Courseware

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Velsoft Training Materials, Inc.

2005-2011 Velsoft Training Materials Inc.

Lesson 1.2: Saving Your Files .............................................................................................................. 13

Lesson 1.3: Finishing Your Files ......................................................................................................... 28

Lesson 1.4: Making Word Work Backwards ..................................................................................... 44

Lesson 1.5: Viewing Your Files ........................................................................................................... 52

Section 1: Review Questions ................................................................................................................ 60

Section 2: Using Formatting Tools ............................................................................................. 62

Lesson 2.2: Using Bullets and Numbering.......................................................................................... 75

2005-2011 Velsoft Training Materials Inc.

Lesson 2.3: Using the Paragraph Dialog............................................................................................. 91

Lesson 2.4: Using Delineation Tools.................................................................................................... 98

Lesson 2.5: Working with Pages ....................................................................................................... 110

Lesson 2.6: Adding Hyperlinks ......................................................................................................... 128

Section 2: Review Questions .............................................................................................................. 135

Section 3: Creating Headers and Footers ................................................................................. 137

Lesson 3.3: Inserting Page Numbers ................................................................................................. 146

Lesson 3.4: Doing More with Headers and Footers......................................................................... 152

2005-2011 Velsoft Training Materials Inc.

Section 3: Review Questions .............................................................................................................. 159

Section 4: Using Time Saving Tools ......................................................................................... 161

Lesson 4.2: Using Research Tools ..................................................................................................... 174

Lesson 4.3: Inserting Pre-Defined Text ............................................................................................ 187

Lesson 4.4: Specialized Text Recognition ......................................................................................... 201

Lesson 4.5: Using the Navigation Pane ............................................................................................. 206

Section 4: Review Questions .............................................................................................................. 213

Section 5: Finishing Your Document ....................................................................................... 215

Lesson 5.2: Using the Mail Merge Wizard ....................................................................................... 220

Lesson 5.3: Performing a Manual Mail Merge ................................................................................ 230

2005-2011 Velsoft Training Materials Inc.

Lesson 5.4: Sending a Document Electronically .............................................................................. 238

Section 5: Review Questions .............................................................................................................. 248

Index ........................................................................................................................................... 250

2005-2011 Velsoft Training Materials Inc.

Microsoft Office Word 2010 Intermediate

Section 1: Managing Your Documents

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Microsoft Office Word 2010 Intermediate

Lesson 1.1: Using Windows Explorer within Word

Navigating Using Windows Explorer

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Microsoft Office Word 2010 Intermediate

Performing Basic Tasks with Windows Explorer

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Microsoft Office Word 2010 Intermediate

2005-2011 Velsoft Training Materials Inc.

Microsoft Office Word 2010 Intermediate

Using Views in Windows Explorer

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Microsoft Office Word 2010 Intermediate

Another type of large icon:

File names are displayed left to right:

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Microsoft Office Word 2010 Intermediate

2005-2011 Velsoft Training Materials Inc.

Microsoft Office Word 2010 Intermediate

Using the Windows Explorer Navigation Pane

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Microsoft Office Word 2010 Intermediate