Microsoft
Word 2010
Quick Reference
Guide
Union Institute & University
Microsoft Word 2010
Contents
Using Word Help (F1) .................................................................................................................................... 4
Window Contents: ........................................................................................................................................ 4
File tab....................................................................................................................................................... 4
Quick Access Toolbar ................................................................................................................................ 5
Backstage View ......................................................................................................................................... 5
The Ribbon ................................................................................................................................................ 5
Text Box Commands ............................................................................................................................. 6
The Status Bar ........................................................................................................................................... 6
Working with Documents ......................................................................................................................... 6
Opening a Document ............................................................................................................................ 6
Opening a Recent Document ................................................................................................................ 6
Creating a New Blank Document .......................................................................................................... 6
Saving a Document ............................................................................................................................... 6
Page Layout ............................................................................................................................................... 7
Selecting the paper Size ........................................................................................................................ 7
Changing the Page Orientation ............................................................................................................. 7
Setting Page Margins ............................................................................................................................ 7
Inserting Page Numbers ........................................................................................................................ 7
Removing Page Numbers ...................................................................................................................... 8
Page Layout Tab ........................................................................................................................................ 9
To add section breaks ........................................................................................................................... 9
Adding Tab Stops ................................................................................................................................ 10
Indents ................................................................................................................................................ 10
Text ......................................................................................................................................................... 11
Formatting Text................................................................................................................................... 11
Text Effects.......................................................................................................................................... 11
Checking Spelling, Grammar and Context .......................................................................................... 11
Using Bullets and Numbers ................................................................................................................. 11
Cutting, Copying, and Pasting Text ..................................................................................................... 11
Live Preview ........................................................................................................................................ 12
Turning Off Live Preview ..................................................................................................................... 12
Using the Format Painter .................................................................................................................... 13
Paragraph Formatting ......................................................................................................................... 13
Inserting Header and Footers ............................................................................................................. 13
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Inserting a Blank Page / Page Break.................................................................................................... 13
Inserting Date and Time ...................................................................................................................... 13
Creating a Table of Contents ...................................................................................................................... 14
References Tab........................................................................................................................................ 14
How to Update the Table of Contents .................................................................................................... 14
Review Tab .................................................................................................................................................. 15
Track Changes ......................................................................................................................................... 15
To check for changes in a document .................................................................................................. 15
Removing Tracked Changes ................................................................................................................ 15
Hiding / Displaying Tracked Changes .................................................................................................. 16
Editing ..................................................................................................................................................... 16
Searching for Text ............................................................................................................................... 16
Searching for Objects .......................................................................................................................... 16
Replacing Text (Ctrl + H)...................................................................................................................... 16
Using Word Count ............................................................................................................................... 16
Illustrations ............................................................................................................................................. 16
Inserting Pictures, Clip Art and Shapes ............................................................................................... 16
Inserting a Screen Shot ....................................................................................................................... 17
Snipping Tool........................................................................................................................................... 17
Open Snipping Tool ............................................................................................................................. 17
Use Snipping Tool to Capture Screen Shots ........................................................................................ 17
Changing Snipping Tool Options ......................................................................................................... 18
Output ..................................................................................................................................................... 19
Previewing and Printing (Ctrl + P) ....................................................................................................... 19
E-mailing a Document ......................................................................................................................... 20
Recovering Files ...................................................................................................................................... 20
Recovering Unsaved Documents ........................................................................................................ 20
Recovering Previously Saved Documents ........................................................................................... 21
Comparing a Document with an AutoSaved Version.......................................................................... 21
Additional Features ..................................................................................................................................... 21
Customize Your Ribbon ....................................................................................................................... 21
Creating a Document from a Template .............................................................................................. 22
Creating a Document from an Office.com Template .......................................................................... 23
The Push Pin Feature .......................................................................................................................... 23
Document Navigation ............................................................................................................................. 24
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To view the Document Navigation Pane............................................................................................. 24
Organizing Document Headings.......................................................................................................... 24
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Getting Started with Microsoft Word 2010
Using Word Help (F1)
Get Help by clicking the Microsoft Word Help Button located in the upper left hand corner of the screen.
Or, click File, and click Help
Chose an item from Browse Word 2010 Support
Click the book icon at the top of the window to browse the Table of Contents
Click on the book icon next to each topic listed
Use the search window to type in keywords
Click on the desired topic
Note: Once a topic is displayed, click on the print icon, select the desired options, click Print.
Window Contents:
File tab
New- The Microsoft Office Button in Word 2007 has been replaced with a File tab.
By clicking the File tab, a drop down box of options appears.
It allows users to Save, Save As, Open, Close, View Document Information (as seen below), Open Recent
Documents, Open a New Document, Print, Save & Send, Open Microsoft Office Help, Change Options
and Exit.
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Quick Access Toolbar-The top toolbar (above the File tab) contains shortcuts for tools. (e.g.:
save, undo, redo, etc.)
Note: Clicking the arrow will allow the user to select more tools for the toolbar. (e.g.: New, Open, Save,
E-mail, Quick Print, Print Preview, Spelling and Grammar, etc.)
Backstage View
Below the Quick Access Toolbar, is the Backstage View, which contains Tabs to work with files and
settings.
By clicking on the various tabs, different tools are displayed below the Backstage View in the Ribbon.
The Home tab displays tools in the Ribbon for: Clipboard, Font, Paragraph, Style and Editing.
Pictured below, the Insert Tab displays tools in the Ribbon for: Pages, Tables, Illustrations, Links, Header
& Footer, Text and Symbols.
The Ribbon is below the Backstage View and changes as the tabs on the Backstage View are
changed. The Ribbon is designed to help you quickly find the commands that you need to complete a
task. Commands are organized in logical groups, which are collected together under tabs. Each tab
relates to a type of activity, such as writing or laying out a page. To reduce clutter, some tabs are only
shown when needed. For example, the Picture Tools is shown only when a picture is selected.
Pictured below is the Page Layout tab in the Backstage View and the corresponding Ribbon which
includes tools for Themes, Page Setup, Page Background, Paragraph, and Arrange.
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Text Box Commands
To display the text box commands, click on the diagonal arrow in the corner of the desired group in the
ribbon.
The Status Bar is located at the bottom of the screen. It contains document information and
shortcuts.
Working with Documents
Opening a Document
Click on File
Select Open
A new window will open
Locate and select the file to open
Click Open
Opening a Recent Document
Click on File
Click on Recent
Recent Documents are displayed in the left pane
Click on the desired document
Creating a New Blank Document
Click on File
Click New
Click on Blank Document
Click Create
Saving a Document
1. Click on File
Select Save
2. Select Save As to save the document in another format
Select where you want to save the document
Name the document in the file name box
Click the arrow on the save as type box and select a type
Click Save
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Page Layout
Selecting the paper Size
Click on the Page Layout tab
Click Size
1. For a standard size - Select from the drop down menu
2. For a custom size- Select More Paper Sizes
Enter the desired Width and Height
Click OK
Changing the Page Orientation
Click on the Page Layout tab
Select Orientation
Select Portrait or Landscape
Setting Page Margins
Click on the Page Layout tab
Select Margins
1. Select the desired margin from the menu
2. For a custom margin – Select Custom Margins
Enter the desired values
Click OK
Inserting Page Numbers
Click on the Insert tab
Select Page Number
Select the desired location for the page number
Select a format from the drop down menu
Click the Close Header and Footer button
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Removing Page Numbers
Click on the Insert tab
Click on Page Number
Click Remove Page Numbers
Formatting Page Numbers
After inserting page numbers, you can select to change the format.
Click on the Insert tab
Click on the Page Number
Click on Format Page Number
Click the Number Format drop down arrow
Select desired option
1, 2, 3,
-1-, -2-, -3-,
a, b, c
A, B, C,
I, ii, iii
Click OK
You can start numbering on the second page of your document, or you can start numbering on a
different page.
Start numbering on the second page
Double-click the page number
This opens the Design tab under Header & Footer Tools
Select the Different First Page check box
(This will leave the first page without a number and start numbering the second page with number 2.)
To start numbering with 1 (on the second page)
Double-click the page number
This opens the Design tab under Header & Footer Tools
Select the Different First Page check box
Click Page Number in the Header & Footer group
Click Format Page Numbers
Click Start at and enter 0
Click Close Header and Footer on the Design tab
(This will leave the first page without a number and number the second page with number 1.)
(If you select Start at: 1, the first page will be blank and the second page will have a number 2.)
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Page Layout Tab
To add section breaks
Place your cursor where you want the break
Click on the Page Layout tab
Click Breaks in the Page Setup group
Click Next Page under Section Breaks
Double-click in the header area or the footer area (near the top of the page or near the bottom of the
page).
This opens the Header & Footer Tools tab
Click Page Number
Click Format Page Numbers
Click the drop down arrow and select the desired format
Note: If you select Continue from previous section, it will appear to remove your section break.
(The break is still in your document, but it is “continuing numbering from the previous section”.
Select the page number you want to start numbering the section with
Click Close Header and Footer
Note: To use Include chapter number, you need to use Heading styles and multi-level lists (in the
Paragraph group from the Home tab).
To View or Delete Section Breaks
Click on the Home tab
Click on the Format icon in the paragraph group
Section breaks will appear.
Place your cursor on the section break and press delete to remove it.
Click the Format icon again to turn it off
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Adding Tab Stops
The facilitator should review the following information.
By default there are no tab stops when you open a new blank document
To display the ruler:
1. Click View and Check the Ruler in the Show group
2. Click the View Ruler icon at the top of the vertical scroll bar
Click the tab selector at the left end of the ruler to select the desired tab stop
Click the ruler where you want the tab stop
Demonstrate the location of the View Ruler icon and Tab Selector. Review the different tab stops
shown below and available in the sample document.
Indents
Click the First Line Indent
Click the upper half of the ruler where you want the first line of a paragraph to begin.
Click Hanging Indent
Click the lower half of the ruler where you want the remaining lines for the paragraph to begin
You can also set tab stops using the dialog box
Click the Page Layout tab
Click the Paragraph Dialog Box Launcher
Click Tabs
Enter the location for the tab stop
Under Alignment, select the desired type of tab stop
Click the desired option under Leader
Click Set
Click OK
Clear Tab Stop Spacing
Click on the Page Layout tab
Click the Paragraph Dialog Box Launcher
Click Tabs
1. Under Tab Stop Position, click the desired tab stop position
Click Clear
2. Select Clear All
Click OK
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Text
Formatting Text
1. Click Home
Select the text you want to format
Use the format tools in the Font group
2. Click Home
Click on the show font dialog box
Select desired Formatting
Click OK
Text Effects
You can add shadows, reflections, or glows.
Select the text
Click on the Home tab
Click the Text Effect (the glowing A in the Font group)
Select the desired effect
Use the Clear Formatting icon to remove effects
Checking Spelling, Grammar and Context
1. Word will automatically check spelling grammar and context as you type. Errors are indicated
by a red, green, or blue wavy line under the text. To correct errors, place your cursor on the text
with the wavy line and right click the mouse. Select from the options provided.
2. Click the Review tab
Click Spelling & Grammar in the Proofing group
Note: To change the Editing options: Click File, Options, Proofing, select desired options and click OK.
Using Bullets and Numbers
1. Click Home
Highlight the text to add bullets or numbers
In the Paragraph group click:
The bullet icon
Number icon
Multilevel List
2. Type an “*” asterisk for bullets or “1.” for numbers
Press the space bar or Tab
Type the desired text
Press enter
Enter twice to end the bulleted list
Note: To promote or demote a bulleted or numbered item use the Decrease or Increase Indent
buttons in the Paragraph group.
Cutting, Copying, and Pasting Text
Click on Home
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Highlight the desired text
Select Cut (Ctrl + X), or Copy (Ctrl +C)
Place the cursor where you want the text
1. Click the Paste button
2. Click the arrow below the Paste button
a. Select the desired paste option
i. Keep Source Formatting
ii. Merge Formatting
iii. Keep Text Only (no formatting)
3. Right click
a. Select the desired paste option
i. Keep Source Formatting
ii. Merge Formatting
iii. Keep Text Only (no fromatting)
Note: To preview pasting text, place the cursor over the various paste options using the Paste arrow key
in the Clipboard group or right clicking the mouse.
Live Preview
A new feature is the Live Preview. This allows you to see how text will look when it is pasted and gives
you various options to format the item to be pasted.
Note: To preview pasting text, place the cursor over the various paste options using the Paste arrow key
in the Clipboard group or right clicking the mouse.
b. Hover your mouse over the various options to see the Live Preview
iv. Keep Source Formatting
v. Merge Formatting
vi. Keep Text Only (no fromatting)
c. Select the desired paste option
Turning Off Live Preview
Explain and demonstrate the following are directions to disable Live Preview.
Click File
Click Options
Click Advanced
Under Cut, Copy and Paste:
Clear the Show Paste Options button when content is pasted checkbox
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Using the Format Painter
The Format Painter will copy text or graphic formatting from one area to another.
Click on the Home tab
Highlight or select the text or graphic that has the format you want to copy
Click on the Format Painter in the Clipboard group
The mouse will change to a paint brush icon
Select the text or graphic to apply the formatting to
Paragraph Formatting
Click on Home
1. Use the Paragraph group tools
2. Click on the Show Paragraph dialog box
Select desired options
Click OK
Inserting Header and Footers
Click on the Insert tab
Click on Header or Footer
Select a Header or Footer from the drop down menu
Enter desired text
Other items from the Insert tab may be put in the Header and Footers (Page Number, Text Box, and
Date & Time)
Inserting a Blank Page / Page Break
Click on Insert
Place your cursor in the document where you want the blank page or break
1. Select Blank Page
2. Select Page Break (Ctrl + Return)
Inserting Date and Time
Click on Insert
Place your cursor in the document where you want the Date & Time
Click on Date & Time
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Select the desired format
Click OK
Check the update automatically box if you want the date and time to update when you open or print
Creating a Table of Contents
You create a table of contents by applying heading styles — for example, Heading 1, Heading 2, and
Heading 3 — to the text that you want to include in the table of contents. Microsoft Word searches for
those headings and then inserts the table of contents into your document.
When you create a table of contents this way, you can automatically update it if you make changes in
your document.
Mark entries for a table of contents, by using built-in heading styles.
You can select the style prior to typing the text.
If you already have a completed document, highlight the text and then select the desired style.
Select the text that you want to appear in the table of contents.
On the Home tab, in the Styles group, click the style that you want.
For example, if you selected text that you want to style as a main heading, click the style called Heading
1 in the Quick Style gallery.
If you don't see the style that you want, click the arrow to expand the Quick Style gallery.
If the style that you want does not appear in the Quick Style gallery, press CTRL+SHIFT+S to open
the Apply Styles task pane. Under Style Name, click the style that you want.
References Tab
Once you have used the Styles for text
Place your cursor where you want to insert the Table of Contents
Note: The Table of Contents is usually placed after the title page before the first text page of
your document. Insert a page break if necessary.
Click the References tab
Click Table of Contents
A new window will open
Select desired table format
How to Update the Table of Contents
1. Click Update Table from the Reference tab
2. Click on the Table of Contents and Click Update Table tab at the top right of the table
Select From:
Update page numbers only
Update entire table
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Click OK
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Review Tab
Track Changes
Track changes is useful for making revisions to a document. When it is turned on, deleted items appear
in balloons in the margin and insertions appear underlined a user can also make comments. These
changes can be hidden, but are part of the document until the changes are accepted or rejected.
To Track Changes
Click on the Review tab
Click on the Track Changes icon
Make the desired changes to the document
To check for changes in a document
Click the File tab
Click Info
Select Check for Issues
Click Inspect Document
The Document Inspector will open
Click Inspect
If tracked changes are found, you can select remove all
Click close
Removing Tracked Changes
Click on the Review tab
Click on the Show Markup drop down arrow
Ensure the following items are checked:
Comments
Ink
Insertions and Deletions
Formatting
All Reviewers
In the Changes group
Click Next or Previous
1. Click Accept, Reject or Delete for all tracked changes
2. Click Accept All Changes
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3. Reject All Changes
In the Comments group
Click the Delete drop down arrow
Select Delete All Comments
Hiding / Displaying Tracked Changes
To hide tracked changes:
Click on the Review tab
Click on Final or Original
To show Tracked Changes:
Click on the Review tab
Click Final: Show Markup or Original: Show Markup
Editing
Searching for Text
Click Home
Click Find
Type the text you are searching for
The results will appear in the Navigation pane
Note: Use the drop down arrow in the Search Document window to search for items other than text.
Searching for Objects
Click Home
Click Find
Click the down arrow in the Search Document field in the Navigation Pane.
Select from the find options
Replacing Text (Ctrl + H)
Click Home
Click Replace
Enter the text to be replaced in the Find what box
Enter the new text in the Replace with box
Click Find Next
Select from Find Next, Replace, or Replace All
Click Close
Using Word Count
Click on the Review tab
Click Word Count
Click Close
Illustrations
Inserting Pictures, Clip Art and Shapes
Click on the Insert tab
Place your cursor where you want the illustration in the document
1. Click Picture to insert a picture from a file
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Locate and select the file
Click Insert
2. Click Clip Art to insert clip art
Enter the item you want in the Search for box
Click Go
Select the desired item
3. Click Shapes
Select the desired shape
Click and drag to place it in the document
Note: The Format tab (as pictured below) will appear to format the illustration.
Inserting a Screen Shot
You can take a screen shot of any window that is not minimized and insert it into a document.
Click on the Insert tab
Place your cursor in the document where you want the screen shot
Click Screenshot
1. Click Available Windows to insert a screen that is open
2. Click Screen Clipping to insert a screen shot you create from an open window
Click and drag the area you want to select and insert
Note: The Formatting tab will appear.
Snipping Tool
You can use Snipping Tool to capture a screen shot, or snip, of any object on your screen, and then
annotate, save, or share the image by using a mouse or tablet pen to capture a snip.
Open Snipping Tool
Click the Start button
Click All Programs
Click Accessories
Click Snipping Tool
Use Snipping Tool to Capture Screen Shots
Click the New drop down arrow in the Snipping Tool Window
Select from:
Free-form Snip - Draw an irregular line, such as a circle or a triangle, around an object
Rectangular Snip - Draw a precise line by dragging the cursor around an object to form a
rectangle
Window Snip - Select a window, such as a browser window or dialog box that you want to
capture
Full-screen Snip -Capture the entire screen when you select this type of snip
Use the mouse or pen to capture the desired snip
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Note: When Snipping Tool is open, a white overlay appears on your screen until you capture a snip.
After you capture a snip, it's automatically copied to the mark-up window, where you can annotate,
save, or share the snip.
Changing Snipping Tool Options
Click Options
Check or uncheck the desired Application
Click OK
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Output
Previewing and Printing (Ctrl + P)
Click on the File tab
Click Print
The preview is automatically displayed on the right side of the screen
Select the desired print options
Click Print
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E-mailing a Document
Click on the File tab
Click Save & Send
Select Send Using E-mail
Select from Send as Attachment, Send as PDF, Send as XPF, or one of the other options if available
An e-mail will open with the document attached
Complete the To… box
Click Send
Recovering Files
Recovering Unsaved Documents
Auto Recover and Auto Save are automatically turned on, to allow you to recover a file you closed
without saving.
Click the File tab
Click on Manage Versions (in the middle of the screen)
Click Recover Unsaved Documents
Select the desired document
Click Open
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Recovering Previously Saved Documents
If you close a file that was previously saved, without saving your most recent changes, you can overwrite
the file with the last AutoSaved version.
Click on the File tab
Under Versions
Select the version labeled “When I closed without saving”
Click Restore
Click OK
Comparing a Document with an AutoSaved Version
You can compare a previously AutoSaved Version of a document with your current document and pick
the changes you want to save.
Click on the File tab
Select the desired version you want to view
Click Compare
Use the Review tab to accept or reject
Additional Features
Customize Your Ribbon
Click on the File tab
Select Options
Select Customize Ribbon
Select an option from the drop down menu under Choose commands from:
On the Right Side of the screen, click the drop down arrow under Customize the Ribbon
Select: All Tabs, Main Tabs, or Tool Tabs
1. To hide or display a tab, check or clear the box next to the item
2. To rename a tab or group, select the current name and click Rename
Enter a new name and
Click OK
3. To rearrange tabs and groups, select the tab or group
Click the Move Up arrow or Move Down arrow
Click OK
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Creating a Document from a Template
Click on File
Select New
On the left under Available Templates select Blank Document from the options:
Blank Document
Recent templates
Sample templates
My Templates
New from Existing
Click Create
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Creating a Document from an Office.com Template
Click on File
Select New
Click on the desired Office.com Template category
Click on the desired template
Click Download
The Push Pin Feature
Microsoft Word will track the last few local or online locations you visited in that program. You can keep
the ones you select on a list.
Click the File tab
Click Recent
The far right hand column will display the recent locations
Right click the location to keep and select Pin to list
The push pin will change directions and color when it is pinned
To Unpin a Location
Click the pin again to unpin the location.
Right click the location and select Remove from list
To Clear the list of locations
Right click and select Clear unpinned places
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Document Navigation
If a document has Styles included, the user can utilize the Navigation Pane to change the organization of
a document. The Navigation Pane in Word 2010 offers a top-to-bottom view of your document’s
heading and page structure and provides a quick way to organize content without having to scroll or cut
and paste large chunks of text. It’s an ideal tool to use as you develop and edit long or highly structured
documents. The Navigation Pane is also home to search functionality in Word 2010.
To view the Document Navigation Pane
Click View
Click Navigation Pane in the Show group
The Navigation Pane will be displayed on the left of the screen
There is a Search Document at the top of the pane. You can type text in this area and the corresponding
results will be displayed and highlighted.
The pane can be viewed by Headings in the document, Pages in the document, or Results from a current
search by clicking the corresponding icon (as shown below).
Clicking on the various Headers or Pages will take you directly to that location in the document.
Organizing Document Headings
Headers and their corresponding text can be easily rearranged by clicking and dragging.
You can right-click any heading to perform additional actions such as:
• Promoting or demoting a heading.
• Adding a new heading before or after the current heading.
• Adding a subheading.
• Deleting a heading.
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The Document Navigation Pane is pictured below showing the Heading view.
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