Word 2010
Level 2
Microsoft Office Word 2010 – Level 2
Table of Contents
INTRODUCTION..................................................................................................................................... 1
LONG DOCUMENTS V SHORT DOCUMENTS .................................................................................... 2
SECTION BREAKS ................................................................................................................................ 2
PAGE LAYOUT – BREAKS ....................................................................................................................... 2
Section break examples .................................................................................................................. 2
Inserting Section Breaks ................................................................................................................. 3
Deleting Section breaks .................................................................................................................. 3
FORMATTING SECTIONS DIFFERENTLY ........................................................................................... 3
CHANGING PAGE ORIENTATION .............................................................................................................. 4
COLUMNS ............................................................................................................................................. 4
CHANGING THE ALIGNMENT OF TEXT ON A PAGE ..................................................................................... 4
HEADERS AND FOOTERS ................................................................................................................... 5
INSERT A PREDEFINED HEADER OR FOOTER ............................................................................................ 5
INSERT A CUSTOM HEADER OR FOOTER................................................................................................... 6
MAKE THE FIRST PAGE HEADER OR FOOTER DIFFERENT FROM THE REST OF THE PAGES ............................ 7
CREATE ODD AND EVEN HEADERS OR FOOTERS IN A DOCUMENT THAT DOES NOT YET USE HEADERS OR
FOOTERS .............................................................................................................................................. 7
USE A DOCUMENT'S SECTION BREAKS TO VARY THE HEADER OR FOOTER .................................................. 7
USE THE SAME HEADER OR FOOTER ACROSS SECTION BOUNDARIES ......................................................... 8
PAGE NUMBERS ................................................................................................................................... 8
FORMATTING PAGE NUMBERS ................................................................................................................ 9
RESTARTING PAGE NUMBERING IN A NEW SECTION .................................................................................. 9
DOCUMENT TEMPLATES................................................................................................................... 10
USING A TEMPLATE ............................................................................................................................. 10
INSERTING SYMBOLS ........................................................................................................................ 11
INSERTING EQUATIONS .................................................................................................................... 11
GRAPHICS IN WORD .......................................................................................................................... 12
PICTURE ............................................................................................................................................. 12
Common Picture Formatting Options ............................................................................................ 12
CLIP ART ............................................................................................................................................ 12
SMART ART ......................................................................................................................................... 13
Editing SmartArt Graphics ............................................................................................................. 14
CHART ................................................................................................................................................ 15
Edit Data........................................................................................................................................ 15
Edit Look of Chart ......................................................................................................................... 15
DELETING OBJECTS – PICTURES, CLIP ART, SMARTART, CHARTS ......................................... 15
WATER MARKS ................................................................................................................................... 16
CUSTOM W ATERMARK ......................................................................................................................... 16
Computer Training Centre – [email protected] – 4903749/3751/3752
i
Microsoft Office Word 2010 – Level 2
Deleting a Watermark ................................................................................................................... 16
FOOTNOTES AND ENDNOTES .......................................................................................................... 17
INSERTING A FOOTNOTE ...................................................................................................................... 17
VIEWING FOOTNOTES AND ENDNOTES .................................................................................................. 17
EDITING FOOTNOTES AND ENDNOTES................................................................................................... 18
Moving or Copying Notes .............................................................................................................. 18
TO DELETE A FOOTNOTE OR ENDNOTE ................................................................................................. 18
FINDING NOTES ................................................................................................................................... 18
RESTARTING NUMBERING FOR NOTES WITHIN A DOCUMENT .................................................................. 18
CREATING AN INDEX ......................................................................................................................... 19
STEP ONE – MARK INDEX ENTRIES ...................................................................................................... 19
Further Index Options ................................................................................................................... 19
STEP TWO - INSERTING THE INDEX ................................................................................................ 19
STYLES – QUICK STYLES.................................................................................................................. 20
STYLE OPTIONS .................................................................................................................................. 20
CREATE A TABLE OF CONTENTS .................................................................................................... 20
STEP 1 - MARK ENTRIES BY USING BUILT-IN HEADING STYLES ................................................................. 20
STEP TWO – INSERT TABLE OF CONTENTS ........................................................................................... 21
UPDATE THE TABLE OF CONTENTS ........................................................................................................ 21
DELETE A TABLE OF CONTENTS ............................................................................................................ 21
CREATE A BIBLIOGRAPHY ............................................................................................................... 22
ADD A NEW CITATION AND SOURCE TO A DOCUMENT .............................................................................. 22
FIND A SOURCE ................................................................................................................................... 22
EDIT A CITATION PLACEHOLDER ............................................................................................................ 23
CREATE A BIBLIOGRAPHY ............................................................................................................... 24
TRACK CHANGES ............................................................................................................................... 24
TRACK CHANGES WHILE YOU EDIT......................................................................................................... 24
TURN OFF CHANGE TRACKING .............................................................................................................. 24
ACCEPTING REJECTING CHANGES........................................................................................................ 25
FILE TAB OPTIONS ............................................................................................................................. 26
SAVING OPTIONS................................................................................................................................. 26
PDF – XPS .................................................................................................................................... 26
PRINTING & PRINT PREVIEW ................................................................................................................. 26
ADDING A BUTTON TO THE QUICK ACCESS TOOLBAR .............................................................. 27
REMOVING A BUTTON FROM THE QUICK ACCESS TOOLBAR ................................................... 27
THE INFO MENU .................................................................................................................................. 28
PROTECT DOCUMENT .......................................................................................................................... 28
PREPARE FOR SHARING ....................................................................................................................... 29
NOTES .................................................................................................................................................. 30
Computer Training Centre UCC
ii
Microsoft Office Word 2010 – Level 2
INTRODUCTION
This manual hopes to help enhance your skills with Microsoft Office Word 2010. By now you should
have had some experience of the new Ribbon Interface also known as the Fluent User Interface. The
aim of the ribbon is to make the features of word more accessible to users.
In this course we will look in detail at Page Layout and the use of section breaks to order our
documents. We will also look at indexes tables of contents and the use of track changes
Computer Training Centre UCC
1
Microsoft Office Word 2010 – Level 2
LONG DOCUMENTS V SHORT DOCUMENTS
The formatting and page layout decisions that are made in a document depend on the length and
purpose of the document. Longer documents may require sections that are individually formatted: for
example a cover page with no page number or header, one landscape page in a document full of
portrait orientated pages. How do we create these individual areas/sections?
SECTION BREAKS
When a new word document is created it contains one section. The majority of Word
users would at some point have made use of Insert Page Break; this gives us a new
blank sheet. This sheet is part of the original section it does not create a new one.
PAGE LAYOUT – BREAKS
Section breaks are used to divide up a document in to separate spaces. Theses
space can then be formatted individually. Section breaks are located in the Page
Layout Tab, in the Page Setup Group
You can change the following formats for individual sections:










Margins
Paper size or orientation
Paper source for a printer
Page borders
Vertical alignment of text on a page
Headers and footers
Columns
Page numbering
Line numbering
Footnotes and endnotes
SECTION BREAK EXAMPLES
The following examples show the types of section breaks that you can insert. (In each illustration, the
double dotted line represents a section break.)
N EXT P AGE
The Next Page command inserts a section break and starts the new section on
the next page. This type of section break is especially useful for starting new
chapters in a document.
Computer Training Centre UCC
2
Microsoft Office Word 2010 – Level 2
C ONTINUOUS
The Continuous command inserts a section break and starts the new section on
the same page. A continuous section break is useful for creating a formatting
change, such as a different number of columns, on a page.
E VEN /O DD P AGE
The Even Page or Odd Page command inserts a section break and starts the
new section on the next even-numbered or odd-numbered page. If you want
document chapters always to begin on an odd page or on an even page, use
the Odd page or Even page section break option.
INSERTING SECTION BREAKS




Position the cursor just before the beginning of the new section
Click on the Page Layout Tab
Click on Breaks
Select the required section break type.
DELETING SECTION BREAKS


Click on the Show/Hide button in the Paragraph group on the Home Tab
Position the cursor to the left of the new visible section break

Hit the Delete Key on the Keyboard
FORMATTING SECTIONS DIFFERENTLY
The picture below shows a 3 page document that has been divided in to 3 sections.
The second section has had its orientation changed from portrait to landscape. This is possible due to
the presence of section breaks. The red lines above represent where the section breaks were
inserted.
Computer Training Centre UCC
3
Microsoft Office Word 2010 – Level 2
CHANGING PAGE ORIENTATION



Click into the section whose orientation is to be changed
Click on the Page Layout Tab
From the Page Setup Group click the orientation button
COLUMNS
By default each page in a Word document is formatted to contain one column. If you
are creating a flyer or newsletter you may need to have a number of columns of text.




Highlight the text to be divided in two columns
Click on to the Page Layout Tab
From the Page Setup Group click on Columns
If the default column set ups don’t suit use the More Columns button to
customise the layout.
N OTE – S HOW /H IDE
If you turn on the Show/Hide button (located on the home tab in the paragraph
group) you will see that two continuous section breaks were added to allow the
formatting to occur.
CHANGING THE ALIGNMENT OF TEXT ON A PAGE
By default all pages align text from the top of the page. Which sections you can choose to have the
text aligned from the top, bottom or centre of the page.
The page on the left of the picture above has the text aligned to centre and on the right it is aligned to
top.
Computer Training Centre UCC
4
Microsoft Office Word 2010 – Level 2
T O C HANGE THE A LIGNMENT





Click in to the relevant section
Click on to the Page Layout Tab
Click on the Dialog Box Launcher button on the lower right of
the Page Setup Group
In the widow the displays, select the Layout Tab
Approximately half way down the window; change the vertical
alignment.
We will look at how to have different formats for page numbers and
headers and footers in the next part of the course. For now consider in
longer documents the parts that might benefit from being considered as
separate sections. Example below



Cover Page – No page number
Table of Contents – Number formatted as roman numerals
instead of proper digits
Page displaying a chart or diagram may best be suited to
having a landscape orientation.
HEADERS AND FOOTERS
Headers and footers are areas in the top, bottom, and side margins of each page
in a document.
You can insert or change text or graphics in headers and footers. For example, you
can add page numbers, the time and date, the university logo, the document title or
file name, or the author's name.
INSERT A PREDEFINED HEADER OR FOOTER
1. On the Insert tab, in the Header & Footer group,
click Header or Footer.
2. Click the header or footer design that you want.
The header or footer is inserted on every page of
the document.
3. Click in to the header of footer to edit its contents
If you want to switch to a different predefined header or
footer, repeat these steps, and choose a different header
or footer from the gallery.
Computer Training Centre UCC
5
Microsoft Office Word 2010 – Level 2
INSERT A CUSTOM HEADER OR FOOTER
1. On the Insert tab, in the Header &
Footer group, click Header or
Footer.
2. Click Edit Header or Edit Footer.
3. Type text or insert graphics and
other content by using the options in
the Insert group on the Design tab,
under the Header & Footer Tools
tab. The design tab appears only
after you’ve selected to edit the
header or footer.
4. Once you’ve finished editing the header or footer click the Close Header and Footer button on
the Design tab.
N OTE
To save the header or footer that you
created to the gallery of header or footer
options, select the text or graphics in the
header or footer, and then click Save
Selection as New Header or Save
Selection as New Footer. This option in
located in the Insert tab, under the relevant
Header/Footer button.
Computer Training Centre UCC
6
Microsoft Office Word 2010 – Level 2
MAKE THE FIRST PAGE HEADER OR FOOTER DIFFERENT FROM THE REST OF
THE PAGES
1. On the first page of the document, double click the
header or footer area.
2. Under Header & Footer Tools, on the Design tab, in
the Options group, select the Different First Page
check box.
3. Create a header or footer, or make changes to the
existing header or footer, on the first page.
CREATE ODD AND EVEN HEADERS OR FOOTERS IN A DOCUMENT THAT DOES
NOT YET USE HEADERS OR FOOTERS
1. Click an odd-numbered page, such as the
first page of your document.
2. On the Insert tab, in the Header & Footer
group, click Header or Footer.
3. In the gallery of headers or footers, click a
design labelled (Odd Page), such as
Austere (Odd Page).
4.
Under Header & Footer Tools, on the
Design tab, in the Options group, select the
Different Odd & Even Pages check box.
5. Under Header & Footer Tools, on the Design
tab, in the Navigation group, click Next Section
to advance the cursor to the header or footer for
even-numbered pages.
6. Under Header & Footer Tools, on the Design tab, in the Header & Footer group, click
Header or Footer.
7. In the gallery of headers or footers, click a design labelled (Even Page), such as Austere
(Even Page).
USE A DOCUMENT 'S SECTION BREAKS TO VARY THE HEADER OR FOOTER
If your document is already divided into sections, you can use the section breaks to configure headers
and footers. To see how to divide a document in to sections please see pages 1 and 2.
1. Starting at the beginning of the document, click in the first section for which you want to vary
the header or footer.
2. On the Insert tab, in the Header & Footer group, click Header or Footer.
Computer Training Centre UCC
7
Microsoft Office Word 2010 – Level 2
3. Click Edit Header or Edit Footer.
4. On the Headers & Footers Tools/Design tab,
in the Navigation group, click Link to
Previous to break the connection between
the header or footer in this section and the
previous section.
5. Edit the existing header or footer, or create a
new header or footer for this section.
6. In the Navigation group of the Design tab (Header &
Footer tools tab), click Next Section
to advance
the cursor to the header or footer of the next section.
7. On the Headers & Footers tab, in the Navigation
group, click Link to Previous
to break the connection between the header or footer in
this section and the previous section.
8. Change the existing header or footer, or create a new header or footer for this section.
9. Repeat the previous three steps for all of the sections in the document.
USE THE SAME HEADER OR FOOTER ACROSS SECTION BOUNDARIES
In a document where the header or footer varies by section, you can make the header or footer the
same across section boundaries.
1. Double-click the header or footer that you want to preserve across section boundaries.
2. On the Headers & Footers tab, in the Navigation group, click Next Section
3. Click Link to Previous
.
.
4. Office Word 2010 will ask if you want to delete the header and footer and connect to the
header and footer in the previous section. Click Yes.
PAGE NUMBERS
Page numbers can be inserted on their own or as part of a
header or footer. If using ―Current Position‖ note the
position of your cursor before inserting the page number.

Insert Tab – Header and Footer Group
Note some gallery footers contain page numbers already.
Computer Training Centre UCC
8
Microsoft Office Word 2010 – Level 2
FORMATTING PAGE NUMBERS
We have seen how the use of section breaks allows us to format areas of a document differently. One
of the areas mentioned was page numbers. We can have the numbers in a different format such as
roman numerals or we can restart the page numbering at
the start of each section.



Insert the Page Number (either separately or as
part of the footer) – Insert Tab – Header and
Footer Group – Page Number
Click on the Page Number Button again to access
the Format Page Numbers… option (ensure the
page number is still selected in already inserted)
In the window that displays you can choose the
format of the page number, proper digits, roman
numerals etc.
RESTARTING PAGE NUMBERING IN A NEW
SECTION
By default the page number will continue over the different sections. To change this, do the following



Click on to the page number you wish to reformat
Insert, Page Number, Format Page Numbers…
Start at – this option allows you to restart the page numbering for the selected section to one.
Computer Training Centre UCC
9
Microsoft Office Word 2010 – Level 2
DOCUMENT TEMPLATES
You can start with a blank document and save it as a template, or you can create a template that is
based on an existing document or template.
Start with a blank file
Click the File tab, and then click New.
1. Click Blank document, and then click Create.
2. Make the changes that you want to the margin settings, page size and orientation, styles, and
other formats.
You can also add instructional text, headers and footers, content controls such as a date, and
graphics that you want to appear in all new documents that you base on the template.
3. Click the File tab, and then click Save As.
In the Save As dialog box, On a computer
that is running Windows 7, scroll to the top
of the folder list, and under Microsoft Word
click Templates.
4. Give the new template a file name, select
Word Template in the Save as type list,
and then click Save.
USING A TEMPLATE




Click the Microsoft File Tab , and then click
New.
From the window that displays click My
Templates
Select the template you require.
Edit the file as required, save and name the
file as normal.
Computer Training Centre UCC
10
Microsoft Office Word 2010 – Level 2
INSERTING SYMBOLS
1) Click where you want to insert the symbol.
2) On the Insert tab, in the Symbols group, click Symbol.
3) Do one of the following:
a) Click the symbol that you want in the drop-down list.
b) If the symbol that you want to insert is not in the list, click
More Symbols. In the Font box, click the font that you
want, click the symbol that you want to insert, and then
click Insert.
INSERTING EQUATIONS
1. Click where you want to insert the equations
2. One the Insert tab, in the Symbols group, click Equations
a. Click on the arrow on the Equations button to choose from an existing short list
3. Other wise use the Equation Tools Tab that appears
4. Click in to the Type equation here place holder to begin
5. Click on the required elements of the equation from the
Design tab that opened.
Note: Word is not Excel and will not calculate answers!
Computer Training Centre UCC
11
Microsoft Office Word 2010 – Level 2
GRAPHICS IN WORD


Insert Tab
Illustrations Group
PICTURE





Click to where you want the picture inserted.
Click on the Picture button
The Pictures folder on the PC should open
Select the required picture
Once Inserted an additional tab will display

This Picture Tools tab can be used to format the selected picture in many ways
COMMON PICTURE FORMATTING OPTIONS




Crop to eliminate part of the inserted picture – found in the Size Group
Text Wrapping – Select square to make it easy to reposition the pictures – located in the
Arrange Group
The Picture Styles Group allows for the selected image to be edited in many ways, its shape
can be altered, shadows and boards can be added.
Adjust Group allows for the brightness and contract of the image to be altered.
CLIP ART
Microsoft’s built in collection of graphics.





Click to where the Clip Art Graphic is to be displayed
Click the Clip Art Button
In the task pane on the right hand side search for a
relevant clip art
Choose an image
Click to insert it
Editing a Clip Art Image



To edit a clip art image click on to it.
The Addition Picture Tools Tab will display
Use this tab to edit the clip art image as you would a
picture.
Computer Training Centre UCC
12
Microsoft Office Word 2010 – Level 2
SMART ART
SmartArt items are graphics and diagrams that can be created to help arrange information.




Click on the SmartArt
graphic button
Choose a graphic from the window that
appears.
In the Text Boxes that are displayed
type in the information for the Diagram
Use the SmartArt Tools tabs to change
the design and format of the graphic.
Computer Training Centre UCC
13
Microsoft Office Word 2010 – Level 2
EDITING SMARTART GRAPHICS
Extra elements/shapes can be added to a SmartArt graphic using the Create Graphic options in the
Design tab. Extra items can be added above below before or after depending on the graphic that has
been inserted.





Select the Smart Art Graphic
In the Design Tab that appears
Click the Add Shape Button in the Create Graphic group
The options will differ depending on the selected Graphic
Select required location of the shape
The Format Tab that appears can also be used to format the graphic and
the objects in the graphic.
S AMPLE D IAGRAMS C REATED U SING S MART A RT
Computer Training Centre UCC
14
Microsoft Office Word 2010 – Level 2
CHART





Position the Cursor where you need the chart to be displayed
Insert – Illustration – Click the Chart button
Select the required Chart
The screen will divide in two, displaying word on the left and excel on the right.
In the Excel half edit the range of cells inside the blue line in order to create
your chart
o This line can be dragged up, down; left and right, in order include or
exclude cells.

Close Excel to return to your word document
EDIT DATA



Right Click on the Chart
Select Edit Data from the drop down menu
Or Click on to the chart and from the Chart Tools Design
Tools click Edit Data.
EDIT LOOK OF CHART


Click on to the Chart
Use the Chart Tools Tabs to Edit the Chart
DELETING OBJECTS – PICTURES, CLIP
ART, SMARTART, CHARTS


Click on the Object to Select it
Click Delete on the key board
Note: Any of the above objects can be cut, copied or pasted between files.
Computer Training Centre UCC
15
Microsoft Office Word 2010 – Level 2
WATER MARKS
Watermarks are text or pictures that appear behind document text. They
often add interest or identify the document status, such as marking a
document as a Draft. You can see watermarks in Print Layout view and
Full Screen Reading view or in a printed document.
1. On the Page Layout tab, in the Page
Background group, click Watermark.

Choose to create a custom water mark
or choose from the set ones displayed
CUSTOM W ATERMARK
1. Click on the Watermark button
2. Choose Custom watermark
3. From the window that appears select weather
you want a picture or text.
4. Click on the relevant radio button
 If Picture Watermark click Select
Picture to choose an image from your
computer
 Washout will lighten the picture so as
that text can be read over it
 If text Edit the Text
 Choose a Font, font colour and
direction.
5. Click OK to return to your document
DELETING A W ATERMARK
1. On the Page Layout tab, in the Page
Background group, click Watermark
2. Click Remove Watermark
Computer Training Centre UCC
16
Microsoft Office Word 2010 – Level 2
FOOTNOTES AND ENDNOTES
Footnotes and endnotes are used in documents and books to show the source of borrowed material or to
enter explanatory or supplementary information. Footnotes go at the bottom of a page and endnotes are
placed at the end of a document.
INSERTING A FOOTNOTE
Footnotes are easier to work with in Draft View. ( References Tab and
click on Draft)
1. In Draft view, position the cursor after the word you want the
footnote (or endnote) to appear.
2. From the References tab, choose Insert Footnote
3. Word inserts the note reference mark, opens the note pane, and moves the insertion point to the
note pane
4. Type the text in the note pane and when completed click anywhere above the footnote area.
5. If you would like to view more options when inserting
footnotes click the Dialog box launcher on the
Footnotes group rather than just choosing the Insert
Footnote button.
6. In the dialog box displayed select the Footnote (or
Endnote) option.
7. Word numbers the note automatically. Click the drop
down list beside Number format and choose which
format you wish to use.
8. You can also choose a custom mark
9. The numbers can be Continuous or be set to Restart
each section or Restart each page
10. Once all options have been chosen, click the Insert
button.
11. Word inserts the note reference mark, opens the note pane, and moves the insertion point to the
note pane
12. To view the document, from the View tab choose Print Layout view.
Note: It is possible to change the number format of footnotes or endnotes already inserted. Select the
note mark in the main document. From the References tab, click the dialog box launcher in the Footnotes
group. Change the number format i.e. ABC and MAKE SURE TO CHOOSE APPLY CHANGES TO:
WHOLE DOCUMENT, click Apply to close the dialog box.
VIEWING FOOTNOTES AND ENDNOTES
To view footnotes and endnotes:


Double-click a note reference mark.
In Draft view, the footnote pane is displayed and the insertion point moves to the note text that
corresponds to the selected note reference mark.
You can also view notes by choosing Show notes from the Reference Tab. In Draft view, the note pane
opens in the view that was most recently selected.
You can switch between viewing footnotes and endnotes, Select All Footnotes or All Endnotes in the
Notes box at the top of the note pane.
Computer Training Centre UCC
17
Microsoft Office Word 2010 – Level 2
EDITING FOOTNOTES AND ENDNOTES
If you’re working in Draft view, be sure to double-click the reference mark to display the text in the note
pane.
MOVING OR COPYING N OTES
1. In the document window, select the note reference mark you want to move or copy.
2. Do one of the following:
a. To move the note reference mark, highlight and drag the note reference mark to the new
location.
b. To copy the note reference mark in Windows, highlight the note reference mark, hold
down the Ctrl key and drag the note reference mark to the new location.
TO DELETE A FOOTNOTE OR ENDNOTE
To delete a note follow the following steps:
1. Select the footnote/endnote number or symbol in your document.
2. Press the Delete or Backspace key.
Word automatically deletes the note from the note area of the document, renumbers any numbered
notes, and reformats other notes there to close up the empty space.
FINDING NOTES
To go directly to any note:
1.
2.
3.
4.
From the Home tab, choose Go To.
In the Go To What box, select Footnote or Endnote.
Type the number of the note in the Enter Footnote box, and then choose the Go To button.
When you have completed the search,
click the Close button.
RESTARTING NUMBERING FOR NOTES WITHIN A DOCUMENT
1. If you would like to view more options when inserting footnotes
click the Dialog box launcher on the Footnotes group in the
References Tab rather than just choosing the Insert Footnote
button.
2. Under Numbering the numbers of the footnotes/endnotes can
be Continuous or be set to Restart each section or Restart each
page
3. Once all options have been chosen, click the Apply button.
Computer Training Centre UCC
18
Microsoft Office Word 2010 – Level 2
CREATING AN INDEX
An index lists the terms and topics that are discussed in a document, along with the pages that they
appear on. To create an index, you mark the index entries by providing the name of the main entry
and the cross-reference in your document, and then you build the index.
STEP ONE – MARK INDEX ENTRIES
1. To use existing text as an index entry, select the text.
2. On the References tab, in the Index group, click Mark
Entry.
3. The selected text will be displayed in the main entry
field in the window that opens.
4. Click Mark To mark all occurrences of this text in the
document, click Mark All.
5. Repeat these steps until all the required index entries
are marked.
FURTHER INDEX OPTIONS
S UBENTRY


A subentry is an index entry that falls under a more
general heading. For example, the index entry "planets"
could have the subentries "Mars" and "Venus."
To create a subentry, type the text in the Subentry box.
C ROSS - REFERENCE

To create a cross-reference to another entry, click Cross-reference under Options, and then
type the text for the other entry in the box.
STEP TWO - INSERTING THE INDEX
After you mark the entries, you are ready to select an
index design and insert the index into your document.
1. Click where you want to add the index.
2. On the References tab, in the Index group,
click Insert Index
3. Select a design in the Formats box to use one
of the available index designs.
4. Select the tab leader required, the page
number position and the number of columns
required
5. Click OK to insert the Index
Computer Training Centre UCC
19
Microsoft Office Word 2010 – Level 2
STYLES – QUICK STYLES
In Microsoft Office Word 2010, you can choose a set of styles that are designed to
work together. The style colours and formats in a single style set create an attractive
and readable document.
All you have to do is choose the Quick Style set that is appropriate for the document
that you are creating and then apply the styles from the convenient Quick Styles
gallery while you create your document. You can also apply a different Quick Style set
at any time.
1. On the Home tab, in the Styles group, click Change Styles, and then point to Style Set.
2. Click a Quick Style set, such as Modern.
The gallery of Quick Styles changes to reflect the Quick Style set that you clicked. You can then use
all of the styles in the gallery to build your document. Heading Styles are used by Word to build up
table of contents.
STYLE OPTIONS
1. On the Home tab, in the Styles group, click Change Styles
1. To Alter the Colour scheme used Click Colours
2. To Alter the Font scheme used Click Fonts.
Note: Style options can be customised by going to Create New Theme Colours and Create New
Theme Fonts in the respective menus.
CREATE A TABLE OF CONTENTS
You create a table of contents by choosing the heading styles — for example, Heading 1, Heading 2,
and Heading 3 — that you want to include in the table of contents. Microsoft Office Word searches for
headings that match the style that you chose formats and indents the entry text according to the
heading style, and then inserts the table of contents into the document.
STEP 1 - MARK ENTRIES BY USING BUILT-IN HEADING STYLES
1. Select the text to which you
want to apply a heading style.
2. 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 a piece of text is a sub-topic of this Heading 1, then use
Heading 2 etc.
3. Repeat steps one and two for all headings to be included in the table of contents.
Computer Training Centre UCC
20
Microsoft Office Word 2010 – Level 2
STEP TWO – INSERT TABLE OF CONTENTS
1. Click where you want to insert the table of contents,
usually at the beginning of a document.
2. On the References tab, in the Table of Contents
group, click Table of Contents
3. Select the Table of Contents style you want
Note: For more options click Insert Table of
Contents to open the Table of Contents dialog
box.
Choose Table Format, Page number format, and
select how many levels to display. There are 9
heading styles in Word so up to 9 levels can be
included, though the norm is for 3.
UPDATE THE TABLE OF CONTENTS
If you added or removed headings or other table of contents entries in your document, you can
quickly update the table of contents.
1. On the References tab, in the Table of Contents group, click
Update Table.
2. Click Update page numbers only or Update entire table.
DELETE A TABLE OF CONTENTS
1. On the References tab, in the Table of Contents group,
click Table of Contents.
2. Click Remove Table of Contents.
Computer Training Centre UCC
21
Microsoft Office Word 2010 – Level 2
CREATE A BIBLIOGRAPHY
A bibliography is a list of sources, usually placed at the end of a document that you consulted or cited
in creating the document. In Microsoft Office Word 2010, you can automatically generate a
bibliography based on the source information that you provide for the document.
Each time that you create a new source, the source information is saved on your computer, so that
you can find and use any source you have created.
ADD A NEW CITATION AND SOURCE TO A DOCUMENT
When you add a new citation to a document, you also create a new source that will appear in the
bibliography.
1. On the References tab, in the Citations & Bibliography
group, click the arrow next to Style.
2. Click the style that you want to use for the citation and
source.
In UCC this is normally MLA but do check with your department.
3. Click at the end of the sentence or phrase that you want to
cite.
4. On the References tab, in the Citations & Bibliography
group, click Insert Citation.
5. Do one of the following:

To add the source information, click Add New Source.

To add a placeholder, so that you can create a citation and fill in the source
information later, click Add new placeholder. A question mark appears next to
placeholder sources in Source Manager.
6. Begin to fill in the source information by clicking the arrow next to Type of source.
For example, your source might be a book, a report, or a Web site.
7. Fill in the bibliography information for the source.
To add more information about a source, click the Show All Bibliography Fields check box.
FIND A SOURCE
The list of sources that you consult or cite can become quite long. At times you might search for a
source that you cited in another document by using the Manage Sources command.
1. On the References tab, in the Citations & Bibliography
group, click Manage Sources.
Computer Training Centre UCC
22
Microsoft Office Word 2010 – Level 2
If you open a new document that does not yet contain citations, all of the sources that you used in
previous documents appear under Master List.
If you open a document that includes citations, the sources for those citations appear under Current
List, and all sources that you have cited, either in previous documents or in the current document,
appear under Master List.
2. To find a specific source, do one of the following:

In the sorting box, sort by author, title, citation tag name, or year, and then search the
resulting list for the source that you want to find.

In the Search box, type the title or author for the source that you want to find. The list
dynamically narrows to match your search term.
Note You can click the Browse button in Source Manager to select another master list from which
you can import new sources into your document. For example, you might connect to a file on a share,
on a research colleague's computer or server, or on a Web site that is hosted by a university or
research institution.
EDIT A CITATION PLACEHOLDER
Occasionally, you may want to create a placeholder citation, and then wait until later to fill in the
complete bibliography source information. Any changes that you make to a source are automatically
reflected in the bibliography, if you have already created one. A question mark appears next to
placeholder sources in Source Manager.
1. On the References tab, in the Citations & Bibliography
group, click Manage Sources.
2. Under Current List, click the placeholder that you want to edit.
Note Placeholder sources are alphabetized in Source Manager, along with all other sources, based
on the placeholder tag name. Placeholder tag names are numbers by default, but you can customize
the placeholder tag name with whatever tag you want.
3. Click Edit.
4. Begin to fill in the source information by clicking the arrow next to Type of source.
For example, your source might be a book, a report, or a Web site.
5. Fill in the bibliography information for the source. Use the Edit button to fill in fields instead of
having to type names in the appropriate format.
To add more information about a source, click the Show All Bibliography Fields check box.
Computer Training Centre UCC
23
Microsoft Office Word 2010 – Level 2
CREATE A BIBLIOGRAPHY
You can create a bibliography at any point after you insert one or more sources in a document. If you
don't have all of the information that you need about a source to create a complete citation, you can
use a placeholder citation, and then complete the source information later.
Note Placeholder citations do not appear in the bibliography.
1. Click where you want to insert a bibliography, usually at the
end of the document.
2. On the References tab, in the Citations & Bibliography
group, click Bibliography.
3. Click a predesigned bibliography format to insert the bibliography into the document.
TRACK CHANGES
The Tracked Changes feature in Word makes it easy for you and your colleagues to collaborate on
documents.
TRACK CHANGES WHILE YOU EDIT
1. Open the document that you want to revise.
2. On the Review tab, in the Tracking group, click the Track Changes image.
To add a track changes indicator to the status bar, right-click the status bar and click Track Changes.
Click the Track Changes indicator on the status bar to turn track changes on or off.
3. Make the changes that you want by inserting, deleting, moving, or formatting text or graphics.
You can also add comments using the new comment button.
TURN OFF CHANGE TRACKING
On the Review tab, in the
Tracking group, click the Track
Changes image.
If you customized the status bar to include a track changes indicator, clicking Track Changes in the
Tracking group will also turn off the indicator in
the status bar.
Computer Training Centre UCC
24
Microsoft Office Word 2010 – Level 2
ACCEPTING REJECTING CHANGES
1. On the Review tab, in the Tracking group, click the arrow next to Show Mark-up.
2. Make sure a check mark appears
next to each of the following items:

Comments

Ink Annotations

Insertions and Deletions

Formatting

Reviewers (Point to Reviewers and make sure that All Reviewers is selected.)
If a check mark does not appear next to an item, click the item to select it.
3. On the Review tab, in the Changes group, click Next or
Previous.
4. Do one of the following:

In the Changes group, click Accept.

In the Changes group, click Reject.

In the Comments group, click Delete.
5. Repeat steps 3 and 4 until all the tracked changes in the document have been accepted or
rejected and all the comments have been deleted.
Notes
If you know that you want to accept all the changes, click Accept, and then click Accept All
Changes in Document.
If you know that you want to reject all the changes, click Reject, and then click Reject All
Changes in Document.
To remove all comments, you must delete them. In the Comments group, click the arrow next
to Delete, and then click Delete All Comments in Document.
Computer Training Centre UCC
25
Microsoft Office Word 2010 – Level 2
FILE TAB OPTIONS
SAVING OPTIONS
Save document in the format it is
already in
Save as another document type
Save and send attached to an email
PDF – XPS
This creates a PDF version of your document. This can then be published online etc.
Please note this is not the same as having Adobe Writer. Once the PDF is created if you decide to
edit the file you will need to open the original word document, edit it, and then do a save as to create
a refreshed PDF version of the file.
PRINTING & PRINT PREVIEW


Click on the File Tab
Select Print
Computer Training Centre UCC
26
Microsoft Office Word 2010 – Level 2
ADDING A BUTTON TO THE QUICK ACCESS TOOLBAR
As this is the only place the printing options are located and since you may require them regularly you
might consider adding the Quick Print and Print Preview to the Quick Access Toolbar.


Right click on the menu item you wish to add
From the menu that displays select Add to
Quick Access Toolbar
REMOVING A BUTTON FROM THE QUICK ACCESS TOOLBAR


Right click on the button on the Quick Access Toolbar
From the menu that displays select Remove from Quick Access Toolbar
Computer Training Centre UCC
27
Microsoft Office Word 2010 – Level 2
THE INFO MENU
The prepare menu contains some nice features such as Mark as Final and Run Compatibility Checker
however there are additional features such as Inspect Document, Encrypt Document, Restrict
Permissions and Add Digital Signature that need to be understood and if used, used with care.
PROTECT DOCUMENT

Clicking Protect Document lets you encrypt (which includes setting a password) your
document before sending it to others. We would not recommend doing this as if the password
is forgotten the data cannot be retrieved.

It also allows you to Restrict Permission: To enable you to limit the functionality of a
document while still allowing others to view it, and, if they have the necessary permissions,
work with it. This feature is an add-on that needs to be bought; it is not available in UCC.

Before you share an electronic copy of a Microsoft Office document with other people, you
can use the Mark as Final command to make the document read-only and prevent changes
to the document. When a document is marked as final, typing, editing commands, and
proofing marks are disabled or turned off and the document becomes read-only. Additionally,
the Status property of the document is set to Final. The Mark as Final command helps you
communicate that you are sharing a completed version of a document. It also helps prevent
reviewers or readers from making inadvertent changes to the document.
Lastly it allows files to be signed digitally and therefore be verified by a recipient. Again this
feature is a commercial add-on that needs to be purchased. UCC does not have a
license for this.

Note: This is not a security feature, the mark as final can be removed by the recipient of the file and
the file will be editable once more. Its use is merely to convey that you believe this to be a completed
work.
Computer Training Centre UCC
28
Microsoft Office Word 2010 – Level 2
PREPARE FOR SHARING
You can check your document for obvious issues that might cause problems in earlier versions of
word here:
Further information and training can be found on the MS Office website.
© http://office.microsoft.com/en-us/support/training-FX101782702.aspx
Computer Training Centre UCC
29
Microsoft Office Word 2010 – Level 2
NOTES
Computer Training Centre UCC
30