Microsoft Word 2010
Introduction
5/18/2010
Archdiocese of Chicago
Mike Riley
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CONTENTS
Getting Started ..............................................................................................................................................................1
Starting Word ............................................................................................................................................................1
Programs Menu .....................................................................................................................................................1
By Opening a File ...................................................................................................................................................1
The Word Interface....................................................................................................................................................2
The Ribbon .............................................................................................................................................................2
The Quick Access Toolbar ......................................................................................................................................2
Tabs........................................................................................................................................................................3
Contextual Tabsets ................................................................................................................................................4
Group Tabs ............................................................................................................................................................4
Mini Toolbar ..........................................................................................................................................................4
Context Menu (Shortcut Menu) ............................................................................................................................5
Status Bar ...............................................................................................................................................................5
Opening Files .............................................................................................................................................................5
Converting files to Word 2010 Format ..................................................................................................................6
Creating New Files .....................................................................................................................................................6
Blank Document ....................................................................................................................................................6
From Template ......................................................................................................................................................7
Saving Files.................................................................................................................................................................8
Save (Overwrite) ....................................................................................................................................................8
Save As (Copy) .......................................................................................................................................................8
Switching Between Files ............................................................................................................................................8
Closing Files ...............................................................................................................................................................9
Entering/Editing Text ...................................................................................................................................................10
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Typing Text ..............................................................................................................................................................10
Selecting Text...........................................................................................................................................................10
Deleting Text ............................................................................................................................................................11
Inserting Text ...........................................................................................................................................................11
Replacing Text..........................................................................................................................................................11
Undo/Redo ..............................................................................................................................................................11
Spellcheck as You Type ............................................................................................................................................11
Navigating a Document ...............................................................................................................................................12
The Home Tab..............................................................................................................................................................13
Clipboard Group ......................................................................................................................................................13
Moving Items (Cut and Paste) .............................................................................................................................13
Copying Items (Copy and Paste) ..........................................................................................................................13
Using Paste Special ..............................................................................................................................................13
Format Painter .....................................................................................................................................................14
Styles Group.............................................................................................................................................................14
Font Group ...............................................................................................................................................................15
Paragraph Group .....................................................................................................................................................17
Editing Group ...........................................................................................................................................................18
Find ......................................................................................................................................................................18
Replace ................................................................................................................................................................18
Select ...................................................................................................................................................................20
Finalizing Your Document ............................................................................................................................................20
Spell Check ...............................................................................................................................................................20
Headers and Footers................................................................................................................................................21
Page Breaks..............................................................................................................................................................22
Saving and Printing Documents ...................................................................................................................................22
Printing Documents .................................................................................................................................................22
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Saving .......................................................................................................................................................................23
E-Mailing ..................................................................................................................................................................23
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MICROSOFT WORD 2010 INTRODUCTION
GETTING STARTED
Microsoft Word 2010 is the latest version of Microsoft Word for the PC. Word 2010, along with most of the other
Office 2010 applications, appears on the surface to be a major departure from previous versions (other than 2007).
While it may take awhile to get used to using Office 2010, eventually you'll discover that you can work more
effectively with the new versions.
STARTING WORD
Before you can create, edit, or view a Word document (or other file associated with Microsoft Word), you'll need
to start the program.
PROGRAMS MENU
Like almost every Windows program, when Office is installed, it adds a group to the Programs Menu.
To start Microsoft Word 2010:
 Choose Start, All Programs
 Choose Microsoft Office
 Choose Microsoft Word 2010
You can also pin Word 2010 to the start menu or task bar or use a desktop shortcut.
BY OPENING A FILE
Opening a file that uses Microsoft Word as its default application will launch Microsoft Word AND open the file at
the same time.
To start Microsoft Word 2010 by opening a file:
 Browse to the file you want to open using My Computer or Windows Explorer
 Double-click the file
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THE WORD INTERFACE
THE RIBBON
The large area of tools and commands at the top of the document is the Ribbon.
THE QUICK ACCESS TOOLBAR
This toolbar contains commonly used commands and can be customized by adding additional
commands.
To add a new command to the Quick Access Toolbar, select the desired command from the drop-down list to the
right of the QAT. You can also right-click any button from any tab and choose Add to Quick Access Toolbar.
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TABS
Tabs make up the main context of the ribbon. You'll find different options available from the different tabs.
FILE TAB
The File tab replaces the File menu (in Office 2003 and earlier) and the File tab in Office 2007. Clicking the File tab
opens the “Backstage” view that includes commands for working with the entire document or a different
document. To close the File tab without choosing an option, simply click the File tab again or click a different tab.
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CONTEXTUAL TABSETS
When certain objects in a document (such as a table) are selected, contextual tabsets appear. These tabsets
contain one or more tabs with the functions available for those objects.
GROUP TABS
Commands on tabs are often
grouped by functionality. The
paragraph group (shown to the
left), provides the formatting tools that affect one or more
paragraphs.
When there's not enough screen space to display all of the
tools for a group, the group will collapse.
MINI TOOLBAR
The mini-toolbar appears
when you select text or
right-click on objects. This
allows easier access to
common formatting features.
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CONTEXT MENU (SHORTCUT MENU)
The Context Menu (Shortcut Menu) appears when you right-click on different elements in
your document. The Mini-Toolbar might also appear, depending on the object you rightclick.
STATUS BAR
The Status Bar (at the bottom of the screen) displays information about the document (page count, word count,
spell/grammar check indicator), the view icons and view slider.
OPENING FILES
You are likely to open and edit existing files just as
often as (if not more than) you create new files.
To open a file:
 Click the File tab
 Choose Open
 Browse to and open the folder containing the
file
 Double-click the file
Use the Files of type drop-down to display on
specific types of files. All Word Documents
includes files saved in ANY Word format (including
Templates).
Be careful about opening non-document files in Microsoft Word. While you can open
Excel spreadsheets with Word, doing so and then saving the changes will BREAK the
spreadsheet.
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CONVERTING FILES TO WORD 2010 FORMAT
When you open a file that was created in a
previous version of Microsoft Word, Word
2010 will run in Compatibility Mode. To use
all of the features available in Word 2010, you
will need to convert the file to the most
current format.
To convert to the Word 2010 format:
 Click the File tab
 Click Info
 Click Convert
The Convert option does not save a copy until you use the Save or Save As command.
If you use the Save command, it will save a copy in the same location and with the
same filename (but in the Word 2010 format).
CREATING NEW FILES
Creating new Word Document is as simple as clicking a button and choosing the type of document to create.
BLANK DOCUMENT
To create a new, blank document:
 Click the File tab
 Choose New
 Choose Blank Document and click Create or
double-click Blank Document
If you plan on creating a lot of new, blank documents, you can add a New button to
the Quick Access toolbar.
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FROM TEMPLATE
You can also create new documents using a template.
A template is a preset document that may contain
design elements, layout options, styling, automation,
etc.
To create a document from a template:
 Click the File tab
 Choose New
 Select the desired group, then the desired
template
 Click Create
If you have an active connection to the internet, you can also get additional
templates from Microsoft Office Online.
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SAVING FILES
When you are happy with changes you've made to a document, you should save your changes. You'll want to save
early and often (so that you can close the file WITHOUT saving changes if needed).
SAVE (OVERWRITE)
The first time you save a new file, the Save As dialog box opens (since you'll need to specify the file name, type and
location).
After a file has been saved, you can click the Save icon on the Quick Access toolbar or use the Save command from
the File tab. The Save command will then overwrite the current file with the changes you have made.
SAVE AS (COPY)
The Save As command makes a copy of the original file
with your current changes.
Use the Save As command in the following situations:
 To simply create a new version of the original file
without modifying the original file (if you are going
to do this, use the Save As command immediately so
that you don't accidentally change the original)
 To save a copy of the file in a new location
 To save a copy of the file as a different file type (for
instance, to save a Word 2010 document as a Word
97-2003 document that almost anybody will be able
to open)
Office 2010 files are the exact same format as Office 2007 files.
SWITCHING BETWEEN FILES
When you have more than one file on in
Microsoft Word 2010, each document will
be represented as a button in the
Windows Taskbar.
To switch from one file to another, simple
click the button for the file (or button for
program and then select the file).
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CLOSING FILES
When you are done working with a file, you should close it so that you don't accidentally make changes to the file
and that other network users can work with that file (if the file is on a network drive).
You can close a file using the Close command from the File tab or by using the Close button (X) at the top-right
corner of the window.
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ENTERING/EDITING TEXT
The core component of a Word document is the text of the document. There are some tricks you can use when
entering text in a document that can make your job easier.
TYPING TEXT
To add text to a document, simply move the cursor to the point you want the text to begin, click, and being typing.
The blinking cursor indicates where your text will appear.
When you enter text, you can use the Backspace key to move back (and delete text). The Delete key will delete
characters to the RIGHT of the cursor.
Your text will automatically word wrap when you hit the margin of the paragraph.
To begin a new paragraph, simply tap the Enter key. Avoid using Enter multiple times to give additional space
between paragraphs or to force something to start at the top of a page. This is best done through styles and
paragraph level formatting.
To begin a new line (without starting a new paragraph), hold down the Shift key and tap Enter.
When entering text, there may be words that need to stay together on the same line (and not word wrap). You
can use keyboard shortcuts when entering the text to force the words to stay together.
To add a non-breaking space, use Ctrl-Shift-space. To add a non-breaking hyphen, use Ctrl-Shift-hyphen.
th
For example: A date such as July 27 , 2010 will look quite unusual if the 2010 is on a different line. Using nonbreaking spaces will keep that date together on the same line.
SELECTING TEXT
Before you can change text in your document, you need to select that text. There are many techniques you can
use depending on how much text you want to select.
Select a…
Try This
Single word
Double-click on the word
Single sentence
Ctrl-click within the sentence
Entire paragraph
Triple-click within the paragraph
All contents of your document
Ctrl-A
Select multiple lines
Move your mouse into the left margin of the document
so that it changes to an arrow pointing to your text.
Click and drag.
Select multiple words
Click and drag from the end of the last word you want
to select to the beginning of your selection.
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DELETING TEXT
Once you have selected text, you can tap the Delete or Backspace key to delete the entire selection. If you
continue to tap the Delete or Backspace key, additional characters will be deleted.
INSERTING TEXT
Word 2010 defaults to insert mode while working in a document.
To insert text, move the cursor to the insertion point and begin typing.
REPLACING TEXT
When text in a document is highlighted, if you begin typing, it will replace the highlighted text.
UNDO/REDO
If you make a mistake while working within a document (such as deleting or replacing a group of text), you can
easily back up.
To undo:
 Click the Undo button on the Quick Access toolbar
 Continue clicking Undo until you are at the point you want
You can also use the drop-down arrow next to the Undo icon to go back several
steps.
If you undo too many times, you can use the Redo button to undo your undo.
To redo:
 Click the Redo button
 Continue clicking Redo as necessary
The Redo button is only active if you have just used Undo. Otherwise, the Redo
button becomes a Repeat button.
SPELLCHECK AS YOU TYPE
As you type, misspelled words and grammatical errors will be indicated by red and green wavy underlines. You can
right-click on words with the errors to quickly correct or ignore those errors.
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NAVIGATING A DOCUMENT
If you are editing an existing document, you'll need to locate the parts of the document that you need to change.
There are many techniques you can use to move throughout a document.
Technique
What It Does
Page Up/Page Down Keys
Moves you one screen at a time
Arrow keys
Moves you one line up/down or one character left/right
Home key
Moves you to the beginning of the line
End key
Moves you to the end of the line
Ctrl-Home
Moves you to the beginning of your document
Ctrl-End
Moves you to the end of your document
Scroll Bar Arrows
Moves you up/down one line at a time
Dragging the Scroll Box
Moves you longs distances
Clicking Above/Below the Scroll Box
Moves you one screen at a time
Browse Object Arrows (Double-Arrows)
Moves you to the next/previous browse object
Browse Object Selector (Circle)
Sets the browse object
Clicking the Page X of X indicator
Activates the Go To command.
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THE HOME TAB
You'll probably spend 90% of your time in Microsoft Word 2010 using tools available from the Home Tab.
CLIPBOARD GROUP
You use the Clipboard Group to move items (cut and paste) and copy items (copy and paste).
MOVING ITEMS (CUT AND PASTE)
To move items in your document:
 Select the items to move
 Click the Cut (scissors) icon
 Click on the destination
 Click the Paste icon
COPYING ITEMS (COPY AND PASTE)
Instead of moving, you can copy items. This is most often done when copying items from one document to
another.
To copy items:
 Select the items to copy from the current document, a different document, or a different file
 Click the Copy icon (from within the program you are copying from)
 Click on the destination
 Click the Paste icon
USING PASTE SPECIAL
If you click the drop-down arrow below Paste, you can activate Paste Options (and preview) and Paste Special
options. Hovering over a Paste Option will indicate the type of paste as well as previewing the paste.
The Paste Special command displays the different options you can use. You activate Paste Special by clicking the
arrow below the paste icon, choosing Paste Special, then selecting the desired format.
The Paste options also allow you to paste content in different ways.
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FORMAT PAINTER
The Format Painter is a special tool for copying and pasting. The Format Painter only pastes formatting
and is one option you can use to achieve similar formatting.
To use the format painter:
 Select the item that has the formatting you want to apply
 Click the Format Painter icon
 Drag over the item you are painting the formatting onto
The Format Painter will take some practice. There are many other techniques you
can use to achieve consistent appearance that are much easier to use.
STYLES GROUP
You can use the Styles Group to quickly apply sets of formatting (styles)
to entire paragraphs or selected text. If at all possible, try to limit any
formatting you use in a document so Styles. This will (down the road)
make it easier to apply global changes to a document and maintain
consistency across documents.
To apply a style:
 Select the text you want to apply the style to
 Click on the desired style from the Style Gallery
If a style is a paragraph formatting style, it will change the entire paragraph if any
part of paragraph is selected.
When you use styles from the Style Gallery, you can quickly change the appearance of the entire document by
applying a new Style Set.
To change the style set:
 Click the Change Style button
 Choose Style Set
 Choose the desired Style Set
One of the main reasons for using Style Sets is consistency. Your department should
decide which style set should be used.
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FONT GROUP
The tools in the Font Group affect the appearance of selected text.
The options available in the Font Group are:
Font face
Used to change the
typeface
Calibri
Cambria
Arial
Times New
Roman
Font size
Used to change the size.
8 pt
72 pts = 1 inch.
10 pt
Your main content in a
document should typically
be 10-12 pts.
12 pt
Grow font/Shrink font
Used to quickly
increase/decrease the size
of the selected text.
Change Case
Lets you change text to ALL
CAPS, lowercase, Title
Case, etc.
Clear formatting
Clear formatting of the
selected text. (If an entire
paragraph is selected,
formatting is cleared and
the Style is set to Normal.)
Bold/Italic
Applies bold and italic
formatting
24 pt
bold
italic
Underline
Applies underlining. Click
the drop-down next to the
Underline icon to choose
additional underlining
options.
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underline
dashed
underline
Strikethrough
Applies a strikethrough
effect
strikethrough
Subscript/Superscript
Shrinks and lowers/raises
text
subscript
super
Text effects
Changes the appearance of
the text to a Word Art style
Text Highlight Color
Gives a highlighting effect
to text. You can use black
highlighting for printed
material to show that
specific information has
been "censored."
Font Color
Highlighted text
Censored text
Lets you specify the color
of the text.
Most documents should only use two font faces: one for headings and one for the
main body text. Some documents might use an additional font face for "decorative"
text. You should try to limit yourself to no more than 3 fonts in a document.
The new default fonts, Calibri and Cambria, use less ink/toner than
Times New Roman and Arial.
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script
PARAGRAPH GROUP
The tools in the paragraph group (typically) affect the appearance of an entire
paragraph. A paragraph can be a single line. The Enter key is what defines text as being
in a paragraph.
When applying paragraph-level formatting, you don't need to highlight the paragraph—you only need to be within
the paragraph you want to affect.
Bullets
Creates a bulleted list. Click the drop-down arrow to select a
specific bullet.
Numbering
Creates a numbered list. Click the drop-down arrow to specify the
numbering style.
Multilevel List
Creates a multilevel list where indented items use different list
indicators.
Use the Decrease/Increase Indent tools to change the item's "level."
Decrease
Indent/Increase
Indent
Removes or increases the indentation. This is often used in bulleted
lists.
Sort
Used to sort tables, bulleted lists, or paragraphs.
Show/Hide
Formatting Symbols
Shows or hides the non-printing characters in a document.
Align Text
Left, Center or Right Aligns text. Justify will have the text hit both
the left and right margins. (Justify is normally only used in multicolumn documents.)
Line Spacing
Lets you specify the spacing between lines in paragraphs as well as
increasing/decreasing the spacing above or below a paragraph.
Shading
Applies shading to the paragraph. If you select text, the shading will
apply to the text only (and not the entire paragraph).
Borders
Applies borders to the paragraph. If you select text, the borders will
apply to the text only (and not the entire paragraph).
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EDITING GROUP
The Editing Group contains 3 tools: Find, Replace and Select.
FIND
The Find tool is a quick way to locate parts of a document that you need to modify.
To use the find tool:
 Click Find
 Enter the text to search for in the Find what box
 Click Find Next
 Repeat as needed
REPLACE
You can use the Replace tool to change text in your document
and also to clean up formatting.
To use replace:
 Click Replace
 Enter the text you are replacing in the Find What box
 Enter the new text in the Replace With box
 Click Find Next to find the next instance and click Replace to
replace the text
- OR –
 Click Replace All
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REPLACE ALL WORD FORMS
You can use the Replace All Word Forms feature to change all variations of the text (singular/plural nouns, verb
forms, etc.)
To replace all word forms:
 Click Replace
 Enter the text you are replacing in the Find What box
 Enter the new text in the Replace With box
 Click More
 Check Find All Word Forms
 Click Find Next to find the next instance and click Replace to replace the text
- OR –
 Click Replace All
CASE SENSITIVE REPLACE
By default, Replace is case insensitive. Words found in lowercase will be replaced with lowercase words. Words in
all caps will be replaced with all caps. In some cases, you might want to change all lowercase instances to all caps.
To perform a case sensitive replace:
 Click Replace
 Enter the text you are replacing in the Find What box
 Enter the new text in the Replace With box
 Click More
 Check Match Case
 Click Find Next to find the next instance and click Replace to replace the text
- OR –
 Click Replace All
REPLACE FORMATTING
You can also use the Replace function to clean up formatting in a document. This is especially useful if you want to
use Styles, Tables and Tab Stops for formatting.
To replace formatting:
 Click Replace
 Click More
 In the Find what box, click the Special button to choose what you are looking for
 In the Replace with box, click the Special button to choose what you are looking for
 Click Find Next to find the next instance and click Replace to replace the text
- OR –
 Click Replace All
You can use Replace Formatting to remove extra paragraph breaks in your
document. Find ^p^p (two paragraph breaks in a row) and replace with ^p (a single
paragraph break).
You can also use this to replace two spaces in a row with a single space.
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SELECT
The Select tool is fairly straightforward. Use it to select the entire contents of your documents, Objects (non-text
elements), or to select all paragraphs with the same formatting.
FINALIZING YOUR DOCUMENT
Before you print or distribute your document, you'll want to do some final reviews. Use the following instructions
to spell and grammar check your document, apply headers and footers, set margins, and insert page breaks.
SPELL CHECK
Distributing a document with spelling and grammar errors is unprofessional and can be quite embarrassing. While
there is NO substitute for actually proofreading a document (and you should have someone unfamiliar with the
document do the proofreading), the spell and grammar checker can locate obvious errors.
To spell and grammar check a document:
 Select the Review tab
 Click the Spelling & Grammar tool
 When an error is located, you can:
o Ignore Once to skip a single instance of
the error
o Ignore All to skip all instances of the
error
o Add to Dictionary (if the word is spelled
correctly)
o Change a single instance to the text you
manually correct (by entering it into the
Not in Dictionary/Grammar Use box) or
to the selected Suggestion
o Change all instances using the same conditions as changing a single instance
o AutoCorrect to change the instance using the same conditions as changing a single instance AND
replacing future misspellings of that word to the correct word
Setting AutoCorrect is a quick way to counter your common spelling errors. For
instance, if you typically misspell business as buisness, when the spell check
encounters that error, you can have it automatically correct future instances of
buisness.
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HEADERS AND FOOTERS
You can add headers and/or footers to each
page of a document. Typically, you might
include page numbers, the date the file was last
updated and possibly the original path of the file
(useful for determining the location of a file from
the printed copy).
To add headers and footers:
 Select the Insert tab
 Select Header (or Footer) and choose the
desired style
Once a header or footer has been added, you
can easily add content to the header or footer.
To add static text to a header/footer:



Double-click within the header/footer if necessary to active edit mode
Type the desired text
Click the Close Header/Footer button when finished
In addition to static text in a header/footer, you can add other non-static information such as page numbers, date
the file was updated, etc.
To add page numbers to a header/footer:
 Double-click within the header/footer if necessary to active edit mode
 Select the Header & Footer Design tab if needed
 Click Page Number, Current Position and choose the desired page numbering style
 Click the Close Header/Footer button when finished
To add the date the file was last saved:
 Double-click within the header/footer if necessary to active edit mode
 Select the Header & Footer Design tab if needed
 Click Date and Time, choose the desired format, check the Update Automatically box and click OK.
 Click the Close Header/Footer button when finished
To add the filename and path:
 Double-click within the header/footer if necessary to active edit mode
 Click on the Type text box
 Choose Quick Parts, Field
 Choose the FileName field. Check the Add path to filename box (if desired).
 Click the Close Header/Footer button when finished
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PAGE BREAKS
Another step before you print or distribute a document is to make sure that the default page breaks in the
document don't result in an unusual layout. For example, you don't want a signature block to appear at the top of
a page in a letter with no other text. You can resolve this issue by manually adding page breaks.
To insert a page break:
 Position your cursor before the text that will begin on a new page
 From the Insert tab, click Page Break
When inserting text into an existing document, you might want to clear all page
breaks and then add them again as needed. Use Replace and the Special option to
remove all manual page breaks.
SAVING AND PRINTING DOCUMENTS
When a document is finalized, there are three things you typically do with the document: Print, Save and E-Mail.
PRINTING DOCUMENTS
To print a document:
 Click the File tab
 Choose Print
 Select the desired options
 Click the Print button
Print Preview is now displayed
within the Print view.
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SAVING
When saving a copy of the document, you should save it in the file format that is most compatible with your
version of Microsoft Word (in other words, save your copies as Word Documents).
After saving in the correct version of Word, you may need to save a copy in a different file format so that you can
distribute the file electronically.
To save in a different file format:
 Click the File tab
 Choose Save As
 Navigate to the folder where you want to save the file
 Choose the desired format from the drop-down list (Word 97-2003 document for distribution to people who
use older versions of Microsoft Word)
 Enter a name for the file (example: Annual Report – W97 version)
 Click Save
E-MAILING
You can trigger the e-mailing of the current
document within Microsoft Word (instead of within
GroupWise).
To e-mail a document:
 Click the File tab
 Choose Save & Send
 Select the desired Send User E-mail option
 Complete the message in your e-mail program
and send as normal
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