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MS-Word 2010

MS-Word 2010
  • MS – Word is a word processor developed by Microsoft.
  • A word document file can contain formatted text, images, tables, graphs, charts, page formatting, colouring a text, highlighting text and print settings.
  • The main use of Microsoft word is that users can type with and save those documents, as it is a graphical word processing.
  • These are helpful in large scale as well as in small-scale industries which in the past were documented in papers.

 

Interface elements of MS – Word

Let us discuss the interface elements of MS – Word:

The interface elements are:

  1. Window manipulation buttons – these buttons are used to change the size of the screen usually to minimize, maximize or close a window.
  2. Title Bar – We can see the name of the document along with extension (.docx) and a program name.
  3. Tabs – these are options available on MS – word for formatting and adding value to any document.

File      References

Home   Mailings

Insert    Review

Page Layout  View  

  1. Toolbars
  • There are a few commands that are hidden.
  • The additional options are displayed by clicking on the arrow in their lower right corner.
  • Few options will be greyed out denoting that tools cannot be applied to a selected object.
  1. Desktop – Area or space where we can type text, insert an object etc.
  2. Insertion point – It is a position in the document where the cursor is flashing.
  3. Horizontal and vertical navigation bars (sliders) – This helps to slide through the documents.
  4. Status Bar – This displays information about the current insertion point position in a document.
  5. Rulers – include a horizontal and a vertical ruler located above and to the left of the interface.

Select & delete text on MS - Word

Prior to text formatting, first, you have to select it.

Selecting a text: To select a text, click on the text by holding the left mouse button and move the mouse from the beginning to the end of the text then release the left mouse button.

Select a word: To select a word double-click the left mouse button.

Select one sentence: Press Ctrl + down arrow anywhere in a sentence.

Select a paragraph: We can double-click the left mouse button on the left margin space or triple click the left mouse button anywhere in a paragraph.

Deleting letter by letter: Press the Delete key as it deletes text that is located to the right of the cursor’s position; the Backspace key - deletes text located to the left of the cursor.

Fast delete: Select all the desired text to be deleted and press the delete key.

  • In order to undo the changes that you have done on the word document, you can click on this icon to undo the same or you can also press Ctrl + Z.
  • In order to redo the changes that you have done on the word document, you can click on this icon to redo the same or you can also press Ctrl + Y.

To copy & move text within an open document

Copy / Paste:

  1. Select the text that you want to copy
  2. Copy the selected text by using the Copy tool or by pressing the keyboard shortcut: Ctrl + C
  3. Place the cursor on the place where you want the text to be copied
  4. Paste the copied text by using the Paste tool or by pressing the keyboard shortcut: Ctrl + V

Cut / Paste:

  1. Select text that you want to cut
  2. Cut the selected text by using the Cut tool or by pressing the keyboard shortcut: Ctrl + X
  3. Place the cursor on the place where you want to move the text
  4. Paste the text by using the Paste tool or by pressing the keyboard shortcut: Ctrl + V

File menu

The File menu allows you the following actions:

Create a new document: New > Blank document > Create or by pressing the keyboard shortcut: Ctrl + N

 

Open an existing document: You can open a document by using the open command  or by pressing the keyboard shortcut: Ctrl + O

 

Open more than one document: You can open more documents by using the Ctrl key for adjacent files or the Shift key for non-adjacent files

Save a document: To save any document, use the save key  or by pressing the keyboard shortcut Ctrl + S

 

  • When the file is saved for the first time, the Save As dialog box appears with the following fields:
  • Save in – enter the location of the folder where the document will be saved File name – type in the file name
  • Save as type – you can choose the file type in which your file will be saved for example MS Word 2010 .docx

Print a document:

 

  • Printer: Select the printer which will be used for printing
  • Page range:

 

  1. All
  2. Current page
  3. Pages – enter the page number to print
  • Orientation:

Portrait (vertical paper) and Landscape (horizontal paper)

Home tab

The Home tab includes the following tools:

 

  • Font is the different letter types: Times New Roman, Verdana, Ariel, Calibri etc.
  • Font Size is the size of the font size, we can enter a value or choose any size from a drop-down menu
  • Text formatting to align the text
  • Bold - Ctrl + B  Italic - Ctrl + I  Underline - Ctrl + U
  • Font effects this adds effect to the fonts

     Strikethrough: add some text ;

     Subscript: H20 > H2O;

     Superscript: 5 m2 > 5 m2

 

  • Text Effects tool adds different text effects to the text such as Shadow or Reflection.
  • Text Highlight colour tool is used to highlight the text with a colour.
  • Shading tool is used to fill colour to the text background.
  • Borders tool is used to set different types of borders around the selected text.
  • Font colour tool is used to change the colour of letters from colour palette.
  • Lists tool includes bullets and numbering to add the text pointwise.
  • Text alignment tool is used to align the text.
  1.  Left (keyboard shortcut: Ctrl +L)
  2.  Center (keyboard shortcut: Ctrl + E)
  3.  Right (keyboard shortcut: Ctrl + R)
  4.  Justify (keyboard shortcut: Ctrl + J)

 

  • Line Spacing tool is used to set the distance between the lines.
  • Show / Hide tool is used to show or hide various formatting symbols.
  • Search tool – is used to find a certain word from the text.
  • Click the Find command, enter the term you are looking for in the Find what text box and press Find
  • Replace tool:

 Find What type in a word or phrase that you want to replace

 Replace With type in a word or a phrase which you want to replace the existing word or phrase with

 

  • Format Painter tool is used to copy formatting from one part of the text to another.
  • By pressing MS Word Help or by pressing the F1 key on the keyboard we can access MS Word help.

Insert tab

 

The Insert tab includes the following tools:

  • Page Break - this helps to remove a page break.
  • Header and Footer
  • To edit a header or a footer: press the right mouse button on a header/ footer area and choose the Edit command
  • To exit a header/footer field: double-click the left mouse button on the Word desktop
  • Insert a field: Quick Parts > Field. In Field types: page number, date, time, author etc.
  • Page Number choose a position which can be top of a page or bottom of a page
  • Alignment: the text can be centered, left or right angle of the page
  • Tables tool inserts a table within a document. Choose the Table tool > press the Insert Table command > enter the number of rows and columns.
  • Pictures tool - select a picture by clicking on it with a left mouse button, these images can be wrapped and aligned by setting the size and position.
  • Insert symbol to edit mathematical or relational values €  £  © ∞  ≠ " H Y ^ › ¯ ü J 

Page layout tab

The tools on the Page Layout tab are:

 

  • Margins: This gives a document a proper format by choosing one of the pre-determent margins with regards to height and width.
  • Orientation: This view can either be portrait and landscape.
  • Size tools: Allows you to set the size of the paper.
  • Page borders: We can choose different types and sizes of lines that you can be applied as a page border.
  • Indent: It indents a row 

Mailings tab

With the help of this option, the edited document can be shared across to multiple recipients via email.

 

To create a circular letter: Follow the instruction as shown in the above image: Start Mail Merge > start Step by Step Mail Merge Wizard

1)  Select a document type for your mail merge – It can be a letter, email, envelope, etc.

 

  • Select a starting document – Select the document or template which you would like to share.
  • Select Recipient – This is to choose the list of recipients, it can either from existing list or create a new contact.
  • Arrange your directory – On adding a new recipient information we can also add address block, greetings etc.
  • Preview your directory – You can also edit recipients list
  • Finally, you can complete the merge.

Review tab 

The Review tab is used for the following actions:

 

  • Words will be underlined in red, wavy lines to denote that they are misspelled.
  • You can change Settings: Language > Set Proofing Language
  • Then the Spelling and Grammar tool opens a dialog box with the following options: Ignore once, Ignore all, Change, Change all
  • In case if a word is not in the dictionary you can add it: select the desired word, right-click it and choose to Add to dictionary


View tab  

The following tools are located on the View tab:

 

  • Print Layout view – is the most commonly used view as it shows how the text and various objects on a printed page are distributed.
  • Full-Screen Reading view – is adjusted for reading a document.
  • Web Layout view – is used for creating a website.
  • Outline view – helps in displaying the structure of the document and also facilitates text editing.
  • Draft view displays – a document as a draft, certain elements such as headers are not displayed
  • Zoom view – lets you choose or enter various values.

 

Recap

Overview of MS - Word

  • MS – Word is a word processor developed by Microsoft that can contain formatted text, images, tables, graphs, charts, page formatting, coloring a text, highlighting text and print settings.

Interface elements of MS – Word

  1. Window manipulation buttons
  2. Title Bar
  3. Tabs
  4. Toolbars
  5. Desktop
  6. Insertion point
  7. Horizontal and vertical navigation bars (sliders)
  8. Status Bar
  9. Rulers

Select & delete text on MS – Word

  • To select and delete the text on the document

To copy & move text within an open document

  • To modify the text or duplicate the text on the document

File menu

  • This helps in opening a new document or reopening the saved ones.

Home tab

  • This is where the text can be edited in the blank space and aligned.

Insert tab

  • To add a page break, page number on the document

Page layout tab

  • To determine the page orientation and size of the page.

Mailings tab

  • To share the documents via email to recipients either from the contact list or by adding contacts

Review tab

  • To check spelling and for the proofreading

View tab

  • To mainly check for the print preview

Quiz for MS-Word 2010

Q.1

_____ are types of changes that occur when text has been omitted from a document and must be inserted later.

a) Copy
b) Paste
c) Cut
d) Paste Special

Q.2

In Word, the mailing list is known as the ____________.

a) Data sheet
b) Source
c) Sheet
d) Data source

Q.3

Which toolbar has crop button?

a) Standard toolbar
b) Formatting toolbar
c) Drawing toolbar
d) Picture Toolbar

Q.4

Which of the following is not a font style?

a) Bold
b) Italics
c) Regular
d) Superscript

Q.5

Which of the following is graphics solution for Word Processors?

a) Clipart
b) WordArt
c) Drop Cap
d) All of above

Q.6

Ctrl + M is used for_____?

a) New Document
b) Left indent
c) Right Indent
d) Close Document

Q.7

Which language does MS-Word use to create Macros?

a) Visual C++
b) Visual Basic
c) FoxPro
d) Access

Q.8

Word stores all frames associated with a Web page in a single file called the _____.

a) Authoring page
b) Text page
c) Frames page
d) Hyperlink page

Q.9

You wished to justify text over the height of paper, which option will you choose__________?

a) Page Setup from File menu
b) Paragraph from Format menu
c) From formatting toolbar
d) Font from Format menu

Q.10

If you need to hide some paragraphs, how can you do it?

a) From Paragraph dialog box
b) From Font dialog box
c) From Options Dialog box
d) none of the above

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