Introduction to MS word 2010

Microsoft Office Word 2010 allows you to create and edit personal and business
documents, such as letters, reports, invoices, emails and books. By default,
documents saved in Word 2010 are saved with the .docx extension. Microsoft Word
can be used for the following purposes −

 To create business documents having various graphics including pictures,

charts, and diagrams.
 To store and reuse readymade content and formatted elements such as
cover pages and sidebars.
 To create letters and letterheads for personal and business purpose.
 To design different documents such as resumes or invitation cards etc.
 To create a range of correspondence from a simple office memo to legal
copies and reference documents.

In this chapter, we will understand how to explore Window in Word 2010. Following
is the basic window which you get when you start the Word application. Let us
understand the various important parts of this window..

File Tab
The File tab replaces the Office button from Word 2007. You can click it to check
the Backstage view. This is where you come when you need to open or save files,
create new documents, print a document, and do other file-related operations.

Quick Access Toolbar

This you will find just above the File tab. This is a convenient resting place for the
most frequently used commands in Word. You can customize this toolbar based on
your comfort.

Ribbon

Ribbon contains commands organized in three components −

 Tabs − These appear across the top of the Ribbon and contain groups of
related commands. Home, Insert, Page Layout are examples of ribbon tabs.

 Groups − They organize related commands; each group name appears

below the group on the Ribbon. For example, group of commands related to
fonts or group of commands related to alignment, etc.

 Commands − Commands appear within each group as mentioned above.

Title bar
This lies in the middle and at the top of the window. Title bar shows the program
and document titles.

Rulers
Word has two rulers - a horizontal ruler and a vertical ruler. The horizontal ruler
appears just beneath the Ribbon and is used to set margins and tab stops. The
vertical ruler appears on the left edge of the Word window and is used to gauge the
vertical position of elements on the page.

Help
The Help Icon can be used to get word related help anytime you like. This provides
nice tutorial on various subjects related to word.

Zoom Control
Zoom control lets you zoom in for a closer look at your text. The zoom control
consists of a slider that you can slide left or right to zoom in or out; you can click the
+ buttons to increase or decrease the zoom factor.

View Buttons
The group of five buttons located to the left of the Zoom control, near the bottom of
the screen, lets you switch through the Word's various document views.

 Print Layout view − This displays pages exactly as they will appear when printed.

 Full Screen Reading view − This gives a full screen view of the document.
  Web Layout view − This shows how a document appears when viewed by a Web
browser, such as Internet Explorer.

 Outline view − This lets you work with outlines established using Word’s standard
heading styles.

 Draft view − This formats text as it appears on the printed page with a few
exceptions. For example, headers and footers aren't shown. Most people
prefer this mode.

Document Area
This is the area where you type. The flashing vertical bar is called the insertion point
and it represents the location where text will appear when you type.

Status Bar
This displays the document information as well as the insertion point location. From
left to right, this bar contains the total number of pages and words in the document,
language, etc.

You can configure the status bar by right-clicking anywhere on it and by selecting or
deselecting options from the provided list.

Dialog Box Launcher

This appears as very small arrow in the lower-right corner of many groups on the
Ribbon. Clicking this button opens a dialog box or task pane that provides more
options about the group.

In this chapter, we will discuss the Backstage View in Word 2010. The Backstage
view was introduced in Word 2010. This acts as the central place for managing your
documents. The backstage view helps in creating new documents, saving and
opening documents, printing and sharing documents, and so on.

Getting to the Backstage View is easy: Just click the File tab, located in the upper-
left corner of the Word Ribbon. If you already do not have any opened document,
then you will see a window listing down all the recently opened documents as
follows −
If you already have an opened document, then it will display a window showing detail about
the opened document as shown below. Backstage view shows three columns when you
select most of the available options in the first column.

The first column of the backstage view will have following options −

S.N Option & Description

o

Save
1
If an existing document is opened, it will be saved as is, otherwise it
will display a dialogue box asking for the document name.

Save As

A dialogue box will be displayed asking for document name and

2
document type, by default it will save in word 2010 format with
extension .docx.

Open
3
This option is used to open an existing word document.

4
Close
 This option is used to close an open document.

Info
5
This option displays information about the opened document.

Recent
6
This option lists down all the recently opened documents

New
7
This option is used to open a new document.

Print
8
This option is used to print an open document.

Save & Send

9 This option will save an open document and will display options to
send the document using email, etc.

Help
10
This option is used to get the required help about Word 2010.

Options
11
This option is used to set various option related to Word 2010.

Exit
12
Use this option to close the document and exit.

Document Information
When you click the Info option available in the first column, it displays the following
information in the second column of the backstage view −

 Compatibility Mode − If the document is not a native Word 2007/2010 document,

a Convert button appears here, enabling you to easily update its format. Otherwise, this
category does not appear.
  Permissions − You can use this option to protect your word document. You can set a
password so that nobody can open your document, or you can lock the document so
that nobody can edit your document.

 Prepare for Sharing − This section highlights important information you should know
about your document before you send it to others, such as a record of the edits you
made as you developed the document.

 Versions − If the document has been saved several times, you may be able to access
the previous versions of it from this section.

Document Properties
When you click the Info option available in the first column, it displays various
properties in the third column of the backstage view. These properties include the
document size, the number of pages in the document, the total number of words in
the document, the name of the author etc.

You can also edit various properties by clicking on the property value and if the
property is editable, then it will display a text box where you can add your text like
title, tags, comments, Author.

Exit Backstage View

It is simple to exit from the Backstage View. Either click on the File tab or press the
Esc button on the keyboard to go back to the working mode of Word.

In this chapter, we will discuss how to move around in Word 2010. Word provides a
number of ways to move around a document using the mouse and the keyboard.

To begin with, let us create some sample text. To create a sample text, there is a
short cut available. Open a new document and type =rand () and press Enter. Word
will create the following content for you −
Moving with Mouse
You can easily move the insertion point by clicking in your text anywhere on the
screen. There may be instances when a document is big and you cannot see a
place where you want to move. Here, you will have to use the scroll bars, as shown
in the following screenshot −
You can scroll through your document by rolling your mouse wheel, which is
equivalent to clicking the up-arrow or down-arrow buttons in the scroll bar.

Moving with Scroll Bars

As shown in the above screenshot, there are two scroll bars: one for moving
vertically within the document, and one for moving horizontally. Using the vertical
scroll bar, you may −

 Move upward by one line by clicking the upward-pointing scroll arrow.

 Move downward by one line by clicking the downward-pointing scroll arrow.

 Move one next page, using the next page button (footnote).

 Move one previous page, using the previous page button (footnote).

 Use the Browse Object button to move through the document, going from one chosen
object to the next.

Moving with Keyboard

The following keyboard commands, used for moving around your document, also
move the insertion point −

Keystroke Where
 the
Inserti
on
Point
Move
s

Forwa
rd one
charac
ter

Back
one
charac
ter

Up
one
line

Down
one
line

PageUp To the
previo
us
screen

To the
next
screen

PageDown

Home To the
beginn
ing of
the
curren
 t line

End To the
end of
the
curren
t line

You can move word by word or paragraph by paragraph. You would have to hold
down the Ctrl key while pressing an arrow key, which moves the insertion point as
described here −

Key Combination Where the Insertion Point Moves

Ctrl + To the next word

Ctrl + To the previous word

Ctrl + To the start of the previous paragraph

Ctrl + To the start of the next paragraph

Ctrl + PageUp To the previous browse object

Ctrl + PageDown To the next browse object

Ctrl + Home To the beginning of the document

Ctrl + End To the end of the document

Shift + F5 To the last place you changed in your document.

Moving with Go To Command

Press the F5 key to use the Go To command. This will display a dialogue box
where you will have various options to reach to a particular page.

Normally, we use the page number, the line number or the section number to go
directly to a particular page and finally press the Go To button.
In this chapter, we will discuss how to save a document in Word 2010.

Saving New Document

Once you are done with typing in your new Word document, it is time to save your
document to avoid losing work you have done on a Word document. Following are
the steps to save an edited Word document −

Step 1 − Click the File tab and select the Save As option.

Step 2 − Select a folder where you will like to save the document, Enter the file
name which you want to give to your document and Select the Save As option, by
default it is the .docx format.
Step 3 − Finally, click on the Save button and your document will be saved with the
entered name in the selected folder.

Saving New Changes

There may be an instance when you open an existing document and edit it partially
or completely or an instance where you may like to save the changes in between
editing of the document. If you want to save this document with the same name,
then you can use either of the following simple options −

 Just press the Ctrl + S keys to save the changes.

 Optionally you can click on the floppy icon available at the top left corner and just above
the File tab. This option will also help you save the changes.

 You can also use the third method to save the changes, which is the  Save option
available just above the Save As option as shown in the above screenshot.

If your document is new and it was never saved so far, then with either of the three
options, Word will display a dialogue box to let you select a folder, and enter the
document name as explained in case of saving new document. In this chapter, we will
discuss how to open a document in Word 2010.

Opening New Document

A new, blank document always opens when you start Microsoft Word. Suppose you
want to start another new document while you are working on another document, or
you closed an already opened document and want to start a new document. Here
are the steps to open a new document −
Step 1 − Click the File tab and select the New option.

Step 2 − When you select the New option from the first column, it will display a list
of templates in the second column. Double-click on the Blank document; this is the
first option in the template list. We will discuss the other templates available in the
list in the following chapters.

You should have your blank document as shown below. The document is now
ready for you to start typing your text.
You can use a shortcut to open a blank document anytime. Try using the Ctrl +
N keys and you will see a new blank document similar to the one in the above
screenshot.

Opening Existing Document

There may be a situation when you open an existing document and edit it partially
or completely. Follow the steps given below to open an existing document −

Step 1 − Click the File tab and select the Open option.

Step 2 − This will display the following file Open dialog box. This lets you navigate
through different folders and files, and also lets you select a file which you want to
open.
Step 3 − Finally, locate and select a file which you want to open and click the small
triangle available on the Open button to open the file. You will have different options
to open the file, but simply use the Open option.
This will open your selected file. You can use the Open Read-Only option if you are
willing just to read the file and you have no intention to modify, i.e., edit the file.
Other options can be used for advanced usage.

In this chapter, we will understand how to close a document in Word 2010. When
you finish working with a document, you will proceed to close the document. Closing
a document removes it from your computer screen and if you had other documents
open, Word displays the last document you used otherwise, you see a blank Word
window. Here are simple steps to close an opened document −

Step 1 − Click the File tab and select the Close option.

Step 2 − When you select the Close option and if the document is not saved before
closing, it will display the following Warning box asking whether the document
should be saved or not.
Step 3 − To save the changes, click Save, otherwise click Don't Save. To go back
to the document, click Cancel. This will close the document and if you have other
documents open, Word displays the last document you used, otherwise, you see a
blank Word window as shown below −

In this chapter, we will discuss how to copy, cut and paste in Word 2010. In the
previous chapter, we understood how we can select the desired text and move it to
any other location in the same document or in any other document. This tutorial will
teach you how to use copy, cut and paste techniques to duplicate a text leaving the
original text intact or removing the original text completely.

To use copy and paste or cut and paste operations, Word makes use of a

temporary memory which is called the clipboard. When you copy or cut a text, it
stay on the clipboard temporarily and in the second step you can paste this content
at the desired location.

Copy & Paste Operation

The Copy operation will just copy the content from its original place and create a
duplicate copy of the content at the desired location without deleting the text from
it's the original location. Following is the procedure to copy the content in word −

Step 1 − Select a portion of the text using any of the text selection methods.
Step 2 − You have various options available to copy the selected text in clipboard.
You can make use of any one of the options −

 Using Right-Click − When you right-click on the selected text, it will display
the copy option, click this option to copy the selected content in clipboard.

 Using Ribbon Copy Button − After selecting text, you can use the copy button
available at the ribbon to copy the selected content in clipboard.

 Using Ctrl + c Keys − After selecting a text, just press Ctrl + c keys to copy the
selected content in clipboard.
Step 3 − Finally click at the place where you want to copy the selected text and use
either of these two simple options −

 Using Ribbon Paste Button − Just click the Paste button available at the ribbon to
paste the copied content at the desired location.

 Using Ctrl + v Keys − This is simplest way of pasting the content. Just press Ctrl +
v keys to paste the content at the new location.
Note − You can repeat the Paste operation as many times as you like to paste the
same content.

Cut & Paste Operation

The Cut operation will cut the content from its original place and move the content
from its original location to a new desired location. Following is the procedure to
move the content in word −

Step 1 − Select a portion of the text using any of the text selection methods.
Step 2 − Now, you have various options available to cut the selected text and put it
in the clipboard. You can make use of one of the options −

 Using Right-Click − If right-click on the selected portion of text, it will display cut option,

just click this option to cut the selected content and keep it in clipboard.

 Using Ribbon Cut Button − After selecting a portion of text, you can use cut button
available at the ribbon to cut the selected content and keep it in clipboard.

 Using Ctrl + x Keys − After selecting a portion of text, just press Ctrl + x keys to cut the
selected content and keep it in clipboard.
Step 3 − Finally, click at the place where you want to move the selected text and
use either of these two simple options −

 Using Ribbon Paste Button − Just click the Paste button available at the ribbon to
paste the content at the new location.

 Using Ctrl + v Keys − This is simplest way of pasting the content. Just press Ctrl +
v keys to paste the content at the new location.
Note − You can repeat the Paste operation as many times as you like to paste the
same content.

Copy, Cut & Paste in different documents

You can use the same procedure that we discussed above to copy and
paste or cut and paste content from one document to another document. This is
very simple, just copy or cut the desired content from one document and go into
another document where you want to paste the content and use mentioned step to
paste the content.

You can use the Alt + Tab keys to switch through the different documents and
select the desired destination document.

In this chapter, we will discuss how to check spelling and grammar in Word 2010.
Microsoft Word provides a decent Spelling and Grammar Checker which enables
you to search for and correct all spelling and grammar mistakes in your document.
Word is intelligent enough to identify misspelled or misused, as well as grammar
errors and underlines them as follows.

 A red underline beneath spelling errors.

 A green underline beneath grammar errors.

 A blue line under correctly spelled but misused words.

Check Spelling and Grammar using Review tab

Here is the simple procedure to find out the spelling mistakes and fix them −

Step 1 − Click the Review tab and then click the Spelling & Grammar button.

Step 2 − A Spelling and Grammar dialog box will appear and will display the wrong
spellings or errors in grammar. You will also get suggestions to correct as shown
below −
Now you have following options to fix the spelling mistakes −

 Ignore − If you are willing to ignore a word, then click this button and Word ignores the
word throughout the document.

 Ignore All − Like Ignore, but this ignores all occurrences of the same misspelling, not
just once but throughout the document.

 Add to Dictionary − Choose Add to Dictionary to add the word to the Word spelling
dictionary.

 Change − This will change the wrong word using the suggested correct word.

 Change All − Like Change, but this changes all occurrences of the same misspelling,
not just once but throughout the document.

 AutoCorrect − If you select a suggestion, Word creates an AutoCorrect entry that

automatically corrects this spelling error from now on.

Following are the different options in case you have grammatical mistake −

 Next Sentence − You can click Next Sentence to direct the grammar checker to skip
ahead to the next sentence.

 Explain − The grammar checker displays a description of the rule that caused the
sentence to be flagged as a possible error.
  Options − This will open the Word Options dialog box to allow you to change the
behavior of the grammar checker or spelling options.

 Undo − This will undo the last grammar changed.

Step 3 − Select one of the given suggestions you want to use and click
the Change option to fix the spelling or grammar mistake and repeat the step to fix
all the spelling or grammar mistake.

Step 4 − Word displays a dialog box when it finishes checking for spelling and
grammar mistakes, finally Click OK.

Check Spelling and Grammar using Right Click

If you will right-click the mouse button over a misspelled word, then it will show you
the correct suggestions and the above mentioned options to fix the spelling or
grammar mistake. Try it yourself.
In this chapter, we will discuss how to zoom in and zoom out in Word 2010.
Microsoft Word provides a functionality to apply zoom-in and zoom-out operations
on a document. When we apply the zoom-in operation, it enlarges the size of text
whereas applying the zoom-out operation reduces the size of text.

A zoom operation just changes the size of the font on-screen without impacting any
other attribute of the document. You can apply the zoom operation in various ways
as explained in this chapter.

Zoom-in & Zoom-out using view tab

Here is the simple procedure to apply the zoom-in or the zoom-out operations using
the View tab −

Step 1 − Click the View tab and then click the Zoom button as shown below.
Step 2 − When you click the Zoom button, a Zoom dialog box will appear as shown
below. This will display the zoom options box to select a value to reduce or increase
the size of the document on-screen. By default, it will be 100%; you can select
200% to increase the size of the font or 75% to reduce the size of the font.

You can click the Many pages down arrow and select to display multiple pages.
Step 3 − Once you are done with selecting an option, click OKto apply the changes
on the document.

Step 4 − Try different options available, for example Page Width and Text Width.

Zoom-in & Zoom-out using (+) and (-) Buttons

The following screenshot shows two buttons Zoom-out which is the (-) button

and Zoom-in which is the (+) button.
Step 1 − Click the Zoom-out button, you will find that your document size will
decrease by 10% each time you click the button. Similar way, if you click on Zoom-
in button your document size will increase by 10% each time you click the button.

Step 2 − Try this simple operation with different values to see the difference. The
above screenshot shows 140% zoom-in view of the document.

In this chapter, we will discuss how to adjust page margins in Word 2010. Margins
are the space between the edge of the paper and the text. You can adjust the right,
left, top, and bottom margins of your document. By default, Word sets all margins
left, right, top, and bottom to 1 inch.

In the screenshot given below, I have shown top, left and right margins, if you will
type the complete page, word will leave 1-inch bottom margin as well.
Adjust Margins

The following steps will help you understand how to set margins for an open
document.

Step 1 − Open the document the margins of which need to be set. If you want the
margins to be applied only to a selected part of a document, select that particular
part.

Step 2 − Click the Page Layout tab, and click the Margins button in the Page
Setup group. This will display a list of options to be selected but you have to click
the Custom Margins option available at the bottom.

You can also select any of the predefined margins from the list, but using custom
margins option you will have more control on all the settings.
Step 3 − You will have to display a Page Dialog Box as shown below where you
can set top, left, right and bottom margins under the Margins Tab. Select the Apply
to: option to apply the margin on selected text or complete document.
Step 4 − If you are going to bind the document and want to add an extra amount of
space on one edge for the binding, enter that amount in the Gutter text box, and
select the side the gutter is on with the Gutter Position drop-down list. After setting
all the desired values for all the margins, click the OK button to apply the margins.

In this chapter, we will discuss how to add header and footer in Word 2010.
Headers and footers are parts of a document that contain special information such
as page numbers and the total number of pages, the document title, company logo,
any photo, etc. The header appears at the top of every page, and the footer
appears at the bottom of every page.

Add Header and Footer

The following steps will help you understand how to add header and footer in a
Word document.

Step 1 − Click the Insert tab, and click either the Header button or the Footer
button that which needs to be added first. Assume you are going to add Header;
when you click the Header button it will display a list of built-in Headers from where
you can choose any of the headers by simply clicking on it.
Step 2 − Once you select any of the headers, it will be applied to the document in
editable mode and the text in your document will appear dimmed, Header and
Footer buttons appear on the Ribbon and a Close Header and Footer button will
also appear at the top-right corner.
Step 3 − Finally, you can type your information whatever you want to have in your
document header and once you are done, click Close Header and Footer to come
out of the header insertion mode. You will see the final result as follows.

You can follow a similar procedure to add footer in your document.

Edit Header and Footer

The following steps will help you understand how to edit the existing header or
footer of your document.

Step 1 − Click the Insert tab, and click either the Header button or Footer
button or whatever you want to edit. Assume you are going to edit the Header, so
when you click the Header button it will display a list of options including the Edit
Headeroption.
Step 2 − Click on the Edit Header option and Word will display the editable header
as shown in the following screenshot.

Step 3 − Now you can edit your document header and once you are done,
click Close Header and Footer to come out of the edit header mode.
You can follow a similar procedure to edit the footer in your document.

In this chapter, we will discuss auto correction in Word 2010. The AutoCorrect
feature automatically corrects common typographical errors when you make them.
Let us learn how to use the auto correction option available in Microsoft Word 2010
to correct the spelling automatically as you type the words in your documents.

Setting AutoCorrect

The following steps will help to enable the AutoCorrect feature in Microsoft Word.

Step 1 − Click the File tab, click Options, and then click the Proofing option
available in the left most column, it will display the Word Options dialog box.

Step 2 − Click the AutoCorrect Options button which will display

the AutoCorrect dialog box and then click the AutoCorrect tab. Now you have to
make sure all the options are enabled, especially the Replace Text as you
type option. It is also recommended to be careful when you turn off an option.
Step 3 − Select from among the following options, depending on your preferences.

S. No Option and Description

Show AutoCorrect Options Buttons

1 This option will be used to display a small blue button or bar beneath
text that was automatically corrected. Click this button to see a menu,
where you can undo the correction or set AutoCorrect options.

Correct TWO Initial Capitals

2
This option changes the second letter in a pair of capital letters to
lowercase.

Capitalize first letter of sentences

3
This option capitalizes the first letter following the end of a sentence.
 Capitalize first letter of table cells
4
This option will be used to capitalize the first letter of a word in a table
cell.

Capitalize names of days

5
This option will be used to capitalize the names of the days of the
week.

Correct accidental usage of CAPS LOCK key

6 This option will be used to correct capitalization errors that occur

when you type with the CAPS LOCK key depressed and turns off this
key.

Replace text as you type

7
This option replaces typographical errors with the correct words as
shown in the list beneath it.

Automatically use suggestions from the spelling checker

8
This option tells Word to replace spelling errors with words from the
dictionary as you type.

Although Word comes preconfigured with hundreds of AutoCorrect entries, you can
also manually add entries using the following dialog box and use
the Replace and With text boxes to add more entries. I added an entry
for Marketing which should be replaced with Marketing. You can use
the Add button to add multiple entries.

Step 4 − Click OK to close the AutoCorrect Options dialog box and again

click OK to close the Word Options dialog box. Now try to type Marketing and as
soon as you type this word, Microsoft Word autocorrects it with the correct
word Marketing word.

In this chapter, we will discuss how to create table of contents in Word 2010. A table
of contents (or TOC) is a list of headings in the order in which they appear in the
document. You can set a list of headings which should be a part of the table of
contents. Let us learn how to create a Table of Contents. A table of content helps in
navigating through a Word document by providing associated page numbers and
direct links to various headings available on those pages.
Create Table of Contents

The following will help you to create Table of Contents in your Microsoft Word using
various levels of headings.

Step 1 − Consider a document having different levels of headings.

Step 2 − You can insert a table of content anywhere in the document, but the best
place is always at the beginning of the document. So bring your insertion point at
the beginning of the document and then click the References tab followed by
the Table of Content button; this will display a list of Table of Contents options.
Step 3 − Select any of the displayed options by simply clicking on it. A table of
content will be inserted at the selected location.
Step 4 − You can select number of levels of headings in your table of content. If you
click on the Insert Table of Content option available in the option menu, then it will
show you a dialog box where you can select the number of levels you want to have
in your table of content. You can turn ON or turn OFF the Show Page
Numbers option. Once done, click the OK button to apply the options.
Now if you press the Ctrl key and then click over the any link available in the table
of content, it will take you directly to the associated page.

Update Table of Contents

When you work on a Word document, then number of pages and their content keep
varying and accordingly you need to update your Table of Contents. Following are
the simple steps to update an existing Table of Contents in your Microsoft Word.

Step 1 − Consider you already have a table of content as shown above. Click
the References tab followed by the Update Table button; this will display
the Update Table of Contents dialog box with two options.
Step 2 − If you want to update just the page numbers then select the first
option Update page numbers only available in the dialog box but if you want to
update page numbers as well, then select the second option Update entire
table and you will find your table of content updated with all the latest changes.

Delete Table of Contents

The following steps will help you delete an existing Table of Contents from Microsoft
Word.

Step 1 − Consider you already have a table of content as shown above. Click
the References tab and next Table of Contents button which will display a list of
Table of Contents options along with Remove Table of Contents option available
at the bottom.
z

Step 2 − Click over the Remove Table of Contents option to delete the existing
table of contents.