MicroSoft Word 2010

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					     INSTRUCTOR-LED COURSEWARE




     Word 2010 – Level 1




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              PCM Courseware, LLC.
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      6960 N. Ardara Ave., Glendale, WI 53209
      Phone: 800-693-7040 • Fax 414-386-1711
          http://www.pcmcourseware.com
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I N T R O D U C T I O N




                            INSTRUCTOR-LED COURSEWARE




                           Word 2010 – Level 1




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                                        PCM Courseware, LLC.
                                6960 N. Ardara Ave., Glendale, WI 53209
                                Phone: 800-693-7040 • Fax 414-386-1711
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                                    http://www.pcmcourseware.com

                     COPYRIGHT NOTICE AND LICENSE AGREEMENT
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 PCM Courseware, LLC. 2010

ALL RIGHTS RESERVED. This material is copyrighted and all rights are reserved by PCM
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Courseware, LLC. When you purchase this product, you are entitled unlimited use of purchased product
in perpetuity.

This product may be used by instructors only at a single physical location unless licenses were purchased
for more than one location. The number of locations eligible for use of the course materials will equal the
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number of site licenses purchased. You may copy and distribute the manual files, lesson files and lab files
only within the confines of the specific site(s) of the license agreement. You may not under any
circumstances, distribute, rent, or lease the manual, its documentation, the training files, or any copies
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thereof, to third parties. If the purchaser has more than one training location and wishes to use the
courseware at these locations, then a licensed must be purchased for each additional location.

Courseware may be customized and modified as the purchaser sees fit as long as the copyright
information is clearly displayed within all documents. The purchaser may add their own name and logo to
the printed manuals as long as the copyright information is present on all printed versions of the
courseware.

This courseware license may not be transferred, assigned, given, rented, leased or resold to any third party
in any form.




Introduction                                               2
I N T R O D U C T I O N




Only printed copies of the courseware may be made available to students. Under no circumstances may
the source Microsoft Word courseware files be made available on a network, internet or intranet, or any
other removable or non-removable media.

It is the responsibility of the Purchaser to print out copies of the courseware. PCM Courseware, LLC will
in no way be held responsible for inadequate printing facilities at the Purchaser’s site, resulting in the
inability to print out the courseware. In such cases that the original source courseware files or training
files are corrupted, PCM Courseware, LLC will replace any corrupted training files.

Passwords necessary to access the courseware or download courseware from the PCM Courseware, LLC
Web site must not be disclosed to any third party in any form.




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The purchaser may not make available any courseware to those who have not attended a training class at
the purchaser’s licensed site.




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Any student who has attended a training class in which PCM Courseware training materials were used
may keep one copy of the printed training manual and any accompanying exercise and lab files for




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personal use only.

PCM Courseware, LLC. reserves the right to revise this manual and its files and make changes from time
to time in their content without notice.


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This license entitles the purchaser of the Entire Courseware Library to receive any new courseware or any
updates to existing courseware produced within one (1) year of the purchase date via the PCM
Courseware, LLC Web site. PCM Courseware, LLC will not be held responsible for an inadequate
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Internet Connection at the purchaser’s location resulting in an inability of download any new courseware.

The purchaser’s remedy for problems or inconveniences encountered from the use of the training manual
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or its related training files shall be limited to the refund of the price paid for this courseware. PCM
Courseware, LLC. shall not be liable to the purchaser or any other person with respect to any liability, loss
or damage caused, directly or indirectly, by use of this courseware or the related training files. Please
inform PCM Courseware, LLC of any errors or omissions in any of the courseware materials.
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While every genuine effort has been made to ensure the accuracy of the material, PCM Courseware, LLC.
makes no warranty, express or implied, with respect to the correctness, reliability and freedom from error
of the manual or the related training files. Data used in this manual and its training files are fictitious. Any
reference to actual persons or companies is entirely coincidental.
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Table of Contents




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TABLE OF CONTENTS ........................................................................................................................4	
  

WORD 2010 LEVEL 1 – INTRODUCTION ...........................................................................................7	
  




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    COURSE REQUIREMENTS................................................................................................................7	
  
    COMPONENTS OF THE MANUAL .....................................................................................................8	
  
    TRAINING FILES .............................................................................................................................9	
  
    WHAT’S NEW IN WORD 2010?.....................................................................................................10	
  


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LESSON 1 -	
   WORD BASICS ...........................................................................................................12	
  
    1.1	
   STARTING WORD ...............................................................................................................13	
  
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    1.2	
   THE WORD ENVIRONMENT ................................................................................................15	
  
    1.3	
   OPENING AN EXISTING DOCUMENT ...................................................................................19	
  
    1.4	
   ENTERING TEXT INTO A DOCUMENT ..................................................................................22	
  
    1.5	
   CORRECTING MISTAKES ....................................................................................................25	
  
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    1.6	
   NAVIGATING A DOCUMENT ...............................................................................................27	
  
    1.7	
   CREATING A NEW DOCUMENT ...........................................................................................30	
  
    1.8	
   SAVING A DOCUMENT ........................................................................................................32	
  
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    1.9	
   MOVING BETWEEN DOCUMENTS .......................................................................................35	
  
    1.10	
   SETTING WORD OPTIONS .................................................................................................37	
  
    1.11	
   CHANGING DOCUMENT VIEWS ........................................................................................40	
  
    1.12	
   HIDING THE RIBBON.........................................................................................................43	
  
    1.13	
   USING HELP .....................................................................................................................45	
  
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    1.14	
   CLOSING A DOCUMENT AND EXITING WORD ...................................................................48	
  
    LESSON SUMMARY – WORD BASICS ............................................................................................50	
  
    LESSON 1 QUIZ ............................................................................................................................52	
  
    LAB 1 – ON YOUR OWN ..........................................................................................................54	
  
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LESSON 2 -	
   EDITING TEXT ..........................................................................................................55	
  
    2.1	
   SELECTING TEXT ................................................................................................................56	
  
    2.2	
   COPYING AND PASTING TEXT ............................................................................................60	
  
    2.3	
   CUTTING AND PASTING TEXT ............................................................................................63	
  
    2.4	
   USING DRAG-AND-DROP ...................................................................................................65	
  
    2.5	
   USING THE OFFICE CLIPBOARD ..........................................................................................68	
  
    2.6	
   FINDING TEXT USING THE NAVIGATION PANE ...................................................................72	
  
    2.7	
   USING FIND AND REPLACE.................................................................................................76	
  
    TO USE FIND AND REPLACE.........................................................................................................77	
  
    2.8	
   CHECKING SPELLING AND GRAMMAR................................................................................79	
  
    2.9	
   USE THE THESAURUS .........................................................................................................84	
  




Introduction                                                                    4
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    2.10	
   INSERTING SYMBOLS .......................................................................................................87	
  
    2.11	
   USING UNDO AND REDO ..................................................................................................90	
  
    LESSON SUMMARY – EDITING TEXT ............................................................................................93	
  
    LESSON 2 QUIZ ............................................................................................................................94	
  
    LAB 2 – ON YOUR OWN ..........................................................................................................96	
  
LESSON 3 -	
   FORMATTING TEXT ..................................................................................................97	
  
    3.1	
   USING FORMATTING TOOLS ...............................................................................................98	
  
    3.2	
   USING THE FONT DIALOG BOX ........................................................................................103	
  
    3.3	
   USING FORMAT PAINTER .................................................................................................107	
  
    3.4	
   USING CHARACTER EFFECTS ...........................................................................................109	
  
    3.5	
   USING TEXT EFFECTS.......................................................................................................112	
  




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    3.6	
   ADDING A DROP CAP .......................................................................................................115	
  
    3.7	
   INSERTING THE DATE AND TIME ......................................................................................118	
  




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    LESSON SUMMARY – FORMATTING TEXT ..................................................................................121	
  
    LESSON 3 QUIZ ..........................................................................................................................122	
  
    LAB 3 – ON YOUR OWN ........................................................................................................124	
  




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LESSON 4 -	
   WORKING WITH PARAGRAPHS ..............................................................................125	
  
    4.1	
   ADDING BORDERS TO A PARAGRAPH ...............................................................................126	
  
    4.2	
   ADDING SHADING TO A PARAGRAPH ...............................................................................129	
  
    4.3	
   ALIGNING TEXT ...............................................................................................................131	
  

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    4.4	
   ADJUSTING LINE SPACING ...............................................................................................134	
  
    4.5	
   ADJUST SPACING BETWEEN PARAGRAPHS.......................................................................137	
  
    4.6	
   INDENTING PARAGRAPHS .................................................................................................140	
  
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    4.7	
   SETTING TABS WITH THE RULER ......................................................................................143	
  
    4.8	
   CHANGING TABS ..............................................................................................................148	
  
    4.9	
   SETTING TABS USING THE TABS DIALOG BOX .................................................................150	
  
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    4.10	
   CREATING A BULLETED LIST .........................................................................................153	
  
    4.11	
   CREATING A NUMBERED LIST ........................................................................................156	
  
    4.12	
   CREATING A HANGING INDENT ......................................................................................159	
  
    LESSON SUMMARY – WORKING WITH PARAGRAPHS .................................................................164	
  
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    LESSON 4 QUIZ ..........................................................................................................................166	
  
LESSON 5 -	
   WORKING WITH PAGES..........................................................................................170	
  
    5.1	
   CREATING A HEADER AND FOOTER .................................................................................171	
  
    5.2	
   MODIFYING A HEADER AND FOOTER ...............................................................................175	
  
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    5.3	
   SETTING MARGINS ...........................................................................................................177	
  
    5.4	
   SETTING PAGE ORIENTATION...........................................................................................180	
  
    5.5	
   SETTING PAPER SIZE ........................................................................................................183	
  
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    5.6	
   INSERTING/MODIFYING PAGE NUMBERS .........................................................................186	
  
    5.7	
   INSERTING AND REMOVING PAGE BREAKS ......................................................................189	
  
    5.8	
   INSERTING A WATERMARK ..............................................................................................191	
  
    5.9	
   JUMPING TO A SPECIFIC PAGE ..........................................................................................194	
  
    LESSON SUMMARY – WORKING WITH PAGES ............................................................................196	
  
    LESSON 5 QUIZ ..........................................................................................................................197	
  
    LAB 5 – ON YOUR OWN ........................................................................................................199	
  
LESSON 6 -	
   PRINTING A DOCUMENT .........................................................................................200	
  
    6.1	
     PREVIEWING A DOCUMENT ..............................................................................................201	
  
    6.2	
     SETTING PRINTER OPTIONS ..............................................................................................203	
  
    6.3	
     PRINTING AN ENVELOPE ..................................................................................................205	
  
    6.4	
     PRINTING LABELS ............................................................................................................208	
  



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    LESSON SUMMARY – PRINTING A DOCUMENT ...........................................................................211	
  
    LESSON 6 QUIZ ..........................................................................................................................212	
  
    LAB 6 – ON YOUR OWN ........................................................................................................213	
  
CLASS PROJECT.............................................................................................................................215	
  
    INDEX.........................................................................................................................................216	
  




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Introduction                                                                      6
I N T R O D U C T I O N




Word 2010 Level 1 – Introduction
Welcome to PCM Courseware! PCM Courseware is a distinctive, flexible system for
an instructor-led environment that facilitates learning via auditory, visual and hands-




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on experiences by each student. The manual is broken down into several lessons
with each lesson subdivided into several sections. Each section covers a particular




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skill or concept related to the main lesson topic. In each section you will find:

1.    A brief introduction to the section topic.




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2.    Step-by-step “how to” instructions.
3.    A hands-on “Let’s Try It” exercise which students perform with the instructor.
4.    An independent “On Your Own” activity at the end of each lesson to identify
      any problem areas and to ensure that learning has taken place.
5.
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      A chapter summary at the end of the lesson, reviewing major concepts and
      topics discussed in the chapter.
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6.    Chapter quiz to ensure that learning has taken place.

Rather than having to sift through blocks of paragraphs of written text, the
introductions are brief and easy to understand, illustrated with diagrams, lists, tables
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and screen shots to aid in comprehension and retention. The step-by-step format of
the manual enables for quick scanning by the instructor during teaching time and the
ability to pull out the main points quickly without having to filter the desired
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information from chucks of text.



Course Requirements
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It is assumed that the student has a fundamental understanding of the Windows
operating system and how to maneuver with a mouse. Basic concepts such as
opening, saving and closing files are included in the beginning chapters.

A full installation of Microsoft Word 2010 should be available on each desktop, with
a fresh installation strongly encouraged.




©2010 PCM Courseware, LLC                      7
I N T R O D U C T I O N




Components of the Manual
The Word 2010 manual consists of the following components:

A Table of Contents To allow the students to quickly find desired concepts
Introduction              Discussion of manual components, course requirements,




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                          courseware philosophy and training lab set.
Lessons                   The lessons are the manual chapters, each of which is




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                          composed of several sections relating to the lesson topic or
                          skill.




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Sections                  Each section begins with a brief introduction to the section
                          topic and is followed by step-by-step instructions on how
                          the student is to accomplish a particular task. The students
                          then perform the task with the instructor in a “Let’s Do It!”

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                          exercise. Each step in the Let’s Do It exercise provides the
                          How (step-by-step) and Why (the reason for performing the
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                          step) of each phase necessary to accomplish the task.
Lesson Summary            The sections concepts are summarized in sequential order in
                          the Lesson Summary section, allowing for quick review.
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Labs                      Each section concludes with an independent “On Your
                          Own” exercise called a Lab. The Lab gives the opportunity
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                          for the student to practice what he/she has learned and to
                          discover any problem areas with the topic in the section.
                          Each lab covers the skills taught in that particular lesson
                          (chapter).
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Chapter Summary           Each section concludes with a “Chapter Summary” which
                          briefly reviews all of the topics discussed in the section.
Chapter Quiz              Each section concludes with an independent “Chapter
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                          Quiz” to test the level of learning that has taken place. The
                          quiz is in multiple choice and short answer format and can
                          be done in class together or as an end of chapter test.
Class Project             The course concludes with an independent “Class Project”
                          to test the level of learning that has taken place. In this
                          project, the student utilizes skills learned throughout the
                          class.
Index                     Allows students to quickly find desired concepts.




Introduction                                    8
I N T R O D U C T I O N




Training Files
Each PCM Courseware course comes with a set of Lesson Files and Lab Files
designed to employ real-world situations and examples. The Lesson Files are
designed to be used in the Let’s Do It exercises that the students perform with the
instructor. The Lab Files are to be used for the On Your Own exercises at the end of
each Lesson. Both the lesson files and lab files should be stored on the each
Student’s Desktop in the folder Lesson Files.




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What’s New in Word 2010?
 What’s New               Description of Feature
 Alternative Text on      You can now add Alternative Text titles to a table so that text
 Tables                   readers will have access to additional information.
 Background               Located under the Picture Tools, you can now remove the




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 Removal Tool             background color of a Word document.
 Backstage View           Office Button options are now located under the File tab on the




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                          Ribbon, what Microsoft refers to as Backstage view. The new
                          view allows for quick access to permissions, meta-data, common
                          document tasks and version management.




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 Built-In Screen          Located under the Insert tab, Word now has a Screenshot
 Capture Tool             feature that allows you to take a screen dump of the entire
                          window or just a part of the window.
 Document Sharing         Enhanced sharing allows multiple people to work on a

 New Numbering                     n
                          document simultaneously online.
                          Word now includes new fixed-digit numbering formats such as
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 Formats                  001, 002, 0001, 00002, etc.
 Office Button            Redesign of the Office Button. It is now a small rectangle
                          rather than a large circle and contains only basic window
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                          commands.
 Office Live              Office 2010 syncs nicely with your Office Live Workspace
 Workspace
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 PDF Writer               Word now includes a built-in PDF writer, allowing you to save
                          documents in PDF Format. It is no longer necessary to
                          download an add-on.
 Permissions              Under the Review tab, the Protect Document option has been
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                          renamed to Restrict Editing. A new tab entitled Block
                          Authors has also been added.
 Photo Editing            Word now includes many new photo editing tools.
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 Tools
 Printing                 Under the File menu, the Print command displays a nice
                          selection of print options, all in one place.
 Protected Mode           Whenever you download a document from the Internet, Word
                          will not allow you to edit the document until you have enabled
                          editing. From the Trust Center, you can specify which types of
                          documents Word will open in Protected Mode.
 Search                   New search features that allow you to search charts, tables, and
                          footnotes.




Introduction                                   10
I N T R O D U C T I O N




 What’s New                 Description of Feature
 Search Interface           When performing a Search, Word now displays as a left-hand
                            pane, with options for narrowing the search. A navigable map
                            of thumbnails of your document is also available.
 Share Point                You can now save a file directly to Share Point
 SkyDive Account            You can now directly upload documents to your Windows Live
                            SkyDive account and access them from any other computer.
 Smart Art                  Word includes new Smart Art Templates and template
                            categories.
 User Interface             New cleaner interface. You can now show or hide the Ribbon




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                            with a single click.




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                                                       1
                                                       Lesson
L E S S O N   1   –   W O R D   B A S I C S




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Lesson 1 -                           Word Basics




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Lesson Topics:
1.1       Starting Word
1.2       The Word Environment           n
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1.3       Opening an Existing Document
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1.4       Entering Text into a Document
1.5       Correcting Mistakes
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1.6       Navigating a Document
1.7       Creating a New Document
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1.8       Saving a Document
1.9       Moving Between Documents
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1.10      Setting Word Options
1.11      Changing Document Views
1.12      Hiding the Ribbon
1.13      Using Help
1.14      Closing a Document and Exiting Word

Word 2010 Level 1                             12
L E S S O N   1   –   W O R D   B A S I C S




1.1 Starting Word
This lesson will introduce you to Microsoft Word and you will open the Word application.



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            elcome to Microsoft Word 2010! Microsoft Word is a powerful and user-
            friendly word-processing application that allows you to create a variety of




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            professional text-based documents. You can create everything from
            simple letters to a jazzy newsletters complete with columns, graphics and




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tables. Microsoft Word contains many powerful tools to make word-processing
more efficient, such as a built-in spell and grammar checker, the ability to autocorrect
your document, and much more. In this lesson, we’ll begin by launching the Word




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Application.

To Open Microsoft Word
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      Click the Start button on the lower-left corner of your screen to display the
      Start menu.
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2.    Select All Programs > Microsoft Office > Microsoft Word 2010 from the
      Start Menu to launch the application.
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     L E S S O N   1   –   W O R D   B A S I C S




     Let’s Try It!
What                                                  Why

1.      Click the Start button on the lower           Displays the Start Menu, allowing you to
        left side of your screen.                     select which application to launch.

2.      Select All Programs > Microsoft               Launches the Microsoft Word Program




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        Office > Microsoft Word 2007
        from the Start Menu.




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                                        The Microsoft Word Screen
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     Word 2010 Level 1                                    14
L E S S O N   1   –   W O R D   B A S I C S




1.2 The Word Environment
In this lesson, we will look at the different parts of the Word Screen.




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              hen you first start Microsoft Word, the application opens to a blank
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              document along with the parts of the Microsoft Word screen as shown in the
              screen shot above. If you have worked with versions of Word prior to Word
              2007, you will immediately notice that the user interface has been completely
redesigned.
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In the previous version of Word, the menu and toolbar system were replaced by the
Ribbon. The Ribbon is designed to help you quickly find the commands you need in
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order to complete a task. On the Ribbon, the menu bar has been replaced by Command
Tabs that relate to the tasks you wish to accomplish. The default Command Tabs in
Word are: File, Home, Insert, Page Layout, References, Mailings, Review and
View.




© 2010 PCM Courseware, LLC                       15
L E S S O N   1   –   W O R D   B A S I C S




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                                     The Microsoft Word Ribbon




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Different command icons, called Command Sets appear under each Command Tab.
The commands that appear depend on the Command Tab that is selected. Each




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command set is grouped by its function. For example, the Insert tab contains commands
to add pages, tables, headers, footers, symbols and text objects into your document.
Contextual Commands only appear when a specific object is selected. This helps in
keeping the screen uncluttered.

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The Office Button options are now located under the File tab on the Ribbon, what
Microsoft refers to as Backstage view. The new view allows for quick access to
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permissions, meta-data, and common document tasks such as opening, closing, printing
and saving files.
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On the bottom of many of the Command Sets is a Dialog Launcher, which when
clicked, will launch a dialog box for that set of commands.
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To the right of the Word button (from where you access basic window options), is the
Quick Access Toolbar. This toolbar contains by default the Save, Undo, and Redo
commands. In addition, clicking the drop-down arrow to the right allows you to
customize the Quick Access Toolbar to add other tools that you use regularly. You can
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choose from the list which tools to display on the Quick Access Toolbar or select More
Commands to add commands that are not in the list.
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                                        Quick Access Toolbar




Word 2010 Level 1                                     16
L E S S O N   1   –   W O R D   B A S I C S




We will be working in detail with the various Word tabs and commands in
subsequent lessons.

Let’s take a look at the Word Screen in more detail:

    Component                                             Description
Backstage View                   Located under the File tab, Backstage View allows for
                                 quick access to file commands such as opening, closing,
                                 saving and printing files.
Command Sets                     Command icons, grouped by category, under each




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                                 command tab.




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Dialog Launcher                  Launches dialog boxes or task panes for a particular set of
                                 commands.
Document Window                  The white area where you type and edit your documents.




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                                 The document window contains the text, tables, graphics,
                                 etc. that you enter into your document.
Horizontal Scroll Bar            Allows you to move horizontally in your document. To

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                                 navigate horizontally, click the scroll bar with your left
                                 mouse button and drag to the left or to the right until the
                                 desired portion of the document is in view.
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Insertion Point                  The small flashing vertical bar which designates the
                                 location where you can begin typing or editing text. To
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                                 change the insertion point, click with your left mouse
                                 button in the desired new location of your document.
Quick Access Toolbar             Contains frequently used commands. You can customize
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                                 it to include tools and commands that you frequently use.
Ribbon                           Commands and tools organized into command sets.
Status Bar                       Displays information about the active document.
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Tabs                             To access the various command sets and tools.
Title Bar                        Displays the name of the application you are currently
                                 using and the name of the file (the Microsoft Word
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                                 document) on which you are working.
Vertical Scroll Bar              Allows you to move vertically in your document. To
                                 navigate vertically, click the scroll bar with your left
                                 mouse button and drag upwards or downwards until the
                                 desired portion of the document is in view.
View Buttons                     Allows you to display documents in several different
                                 document views (Print Layout, Full Screen Reading, Web
                                 Layout, Outline and Draft).
Word Button                      Click to access basic window commands.




© 2010 PCM Courseware, LLC                         17
     L E S S O N   1   –   W O R D   B A S I C S




     Zoom Slider                      Allows you to increase or decrease the magnification of
                                      your document.




     Let’s Try It!
What                                                 Why

1.      Click the Insert tab on top of your          Displays the commands sets for the




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        screen.                                      Insert command tab.




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2.      Click the View tab on top of your            Displays the commands sets for the View
        screen.                                      command tab.
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3.      Click the File tab.                          Displays the File Options menu (or
                                                     Backstage view).
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4.      Click the Home tab on top of your            Returns us back to the Home tab.
        screen.
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     Word 2010 Level 1                                   18
L E S S O N   1   –   W O R D   B A S I C S




1.3 Opening an Existing Document
In this lesson, you will open a previously created document.



I
      n the previous versin of Word, the command to open files was located under the
      Microsoft Office button. In Word 2010, file commands are now located under the




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      File tab on the Ribbon. This view is referred to as Backstage View. From
      Backstage View, you can perform many file commands such as opening, closing,




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saving and printing files. To open an existing document, click the File tab and then click
Open to display the Open dialog box. From there, navigate to the folder that contains
that Word document you wish to open. If you have recently opened a document, it may




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be listed under the Recent command. Click Recent in the left pane and then click the
document name in the Recent Documents list to quickly open it.



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As you will quickly discover, there are several ways to accomplish the same task in
Microsoft Word. Many commands under the File tab have an equivalent keyboard
command that will accomplish the same thing. For instance, to open an existing
document in Microsoft Word, you can also use the keystroke combination Ctrl + O
which will bypass Backstage view and directly display the Open dialog box. To quickly
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display Backstage view using your keyboard, you can press the Alt + F keystroke
combination rather than clicking the File tab.
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To Open an Existing Document
1.    Click the File on the top left of your screen (or press Ctrl + O to bypass the
      Microsoft Office File Options menu).
2.    Click the Open icon in the left pane.
3.    Navigate to the folder that contains the document that you wish to open.
4.    Select the desired file.
5.    Click Open.




© 2010 PCM Courseware, LLC                       19
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     Let’s Try It!
What                                               Why

1.      Click the File tab on the top left of      Displays Backstage View.
        your screen

2.      Click Open in the left pane as             Displays the Open dialog box.
        shown below.




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3.      Click the Desktop button on the            Displays the Desktop folder.
        left side of your screen as shown
        below.
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What                                               Why

4.      Double-click the Lesson Files              Opens the Lesson Files folder and
        folder.                                    displays the files in that folder.

5.      Click on the file named: Lesson1a          Selects the Lesson1a file.


6.      Click the Open button as shown             Opens the Lesson1a file in the Microsoft
        below.                                     Word document window.




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     © 2010 PCM Courseware, LLC                       21
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1.4 Entering Text into a Document
In this lesson, you will type text into an open document.



W
              hen you create a new blank document, the insertion point (the location
              where you begin entering text) automatically begins at the top left of the




                                                                 y
              document. So you can just begin typing text into your blank document. As
              you type, the text automatically wraps to the next line. To insert a new blank




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line, press the Enter key.

To add text to an existing document, move your mouse cursor to the location where you




                                                       O
wish to begin typing and click your left mouse button. This will move the insertion point
to the new location.



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To Enter Text in your Document
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1.    To enter text into a new document:
      a. Open a new document
      b. Begin typing your text.
2.    To enter text into an existing document:
      a. Move your mouse pointer to the location where you wish to begin typing.
      b. Click with your left mouse button to set the insertion point.
      c. Begin typing.
3.    Press Enter to insert a new blank line.




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     Let’s Try It!
What                                               Why

1.      Move your mouse pointer before             Moves our cursor to the location where
        the period of the first sentence, after    we wish to begin typing.
        the words: for you.

2.      Click your left mouse button as            Sets the insertion point.
        shown below.




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                                                           O
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3.      Press the spacebar and type the            Enters the words: “to use” at the end of
                                at
        words: to use                              the first sentence.

4.      Move your cursor to the end of the         Moves your cursor to the location where
                   ud


        last sentence in the last paragraph,       we wish to begin typing.
        after the words: PCM Hosting.

5.      Click with your left mouse button.         Sets the insertion point.
      al




6.      Press Enter twice.                         Inserts a new paragraph, with a blank line
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                                                   between the last paragraph and the new
                                                   paragraph.

7.      Type the words: We wish you the            Enters the text for our new paragraph.
        best of luck with your new site
        and lots of success on the web! as
        shown below.




     © 2010 PCM Courseware, LLC                       23
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What                                           Why




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     1.5 Correcting Mistakes
     In this lesson, you will learn how to correct mistakes in your document.



     A
              s you type, you may discover that you need to make a change in a document –
              perhaps correct a misspelled word or remove words from a sentence. You can




                                                                      y
              delete text by using either the Backspace key or the Delete key. Pressing the
              Backspace key deletes text to the left of the insertion point whereas pressing the




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     Delete key deletes text to the right of the insertion point.




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     To Delete Text in a Document
     1.      Place the insertion point before or after the text you wish to delete.
     2.      Press the Backspace key to delete characters to the left of the insertion point.
     3.
                                              n
             Press the Delete key to delete characters to the right of the insertion point.
                                           io
     Let’s Try It!
What                                               Why
                                at

1.        Move your mouse cursor after the         Moves our cursor to the location where
          comma in the greeting, after the         we wish delete text.
                   ud


          words: valued customer as shown.
      al
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2.        Click with your left mouse button.       Sets the insertion point.


3.        Press the Backspace key.                 Deletes the comma from the sentence.


4.        Hold down the Shift key and press        Inserts a colon after the salutation.
          the Colon (:) key




     © 2010 PCM Courseware, LLC                       25
     L E S S O N   1   –   W O R D   B A S I C S




What                                               Why

5.      Move your mouse cursor in front of         Sets the insertion point at the location
        ampersand (&) in the last line of          where we wish delete text.
        the third paragraph, after the word:
        username and click with your left
        mouse button.

6.      Press the Delete key                       Deletes the ampersand.




                                                                      y
7.      Type the word: and as shown                Inserts text into our document.




                                                                   nl
        below.




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1.6 Navigating a Document
In this lesson, you will learn how to move around in a document.



Y
         ou have already learned how to move the insertion point from one location to
         another in a document. However, moving around in a document becomes




                                                               y
         more challenging as your document becomes longer. Luckily, Microsoft Word
         contains many ways to navigate a document.




                                                            nl
    •   Scroll Bars – Scroll bars allow you to move quickly from one area or page of
        your document to another. Word contains both horizontal and vertical scroll




                                                     O
        bars. Clicking and dragging the scroll bar moves you to the position or page in
        the document where you release the scroll bar. As you scroll through a
        document, a small box appears that displays the page number of the page to
        which you would be moved if you were to release the mouse button.

    •                                    n
        Scroll Buttons – Clicking on the scroll up and scroll down buttons allow you
                                      io
        to move upwards or downwards in your document one line at a time. Clicking
        on the page up scroll button or the page down scroll button moves you backward
        or forward by one page.
                           at
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    •   Keyboard Shortcuts – You can also use keyboard shortcuts (pressing one or
        more keys on your keyboard) to move around in your document. Below are
        listed some common keyboard navigation shortcuts.




© 2010 PCM Courseware, LLC                      27
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     Keyboard Navigation Shortcuts
     Method                                         Action
     Move left one character at a time              Left Arrow Key
     Move right one character at a time             Right Arrow Key
     Move down one line at a time                   Down Arrow Key
     Move up one line at a time                     Up Arrow Key
     Move to beginning of document                  Ctrl + Home keys
     Move to end of document                        Ctrl + End keys




                                                                     y
     Let’s Try It!




                                                                  nl
What                                               Why




                                                           O
1.      Move your mouse pointer before             Places the insertion point at the beginning
        the word Dear in the greeting, and         of the document.
        then click with your left mouse
        button.
                                              n
                                           io
2.      Press and hold the Ctrl key and            Moves to the end of the document.
        then press the End key (Ctrl +
        End). Release both keys.
                                at

3.      Press the Up Arrow key on your             Moves up seven lines in the document to
        keyboard 7 times                           the word “Sincerely”
                   ud


4.      Click the Scroll Up button on the          Moves up five lines in the document but
        top right of your screen 5 times.          does not change the insertion point.
      al



5.      Click on the Vertical Scroll Bar           Positions the screen to the beginning of the
        and drag it to the top of your             document but does not change the insertion
        document.                                  point.
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6.      Press and hold the Ctrl key then           Moves the insertion point to the beginning
        press the Home key (Ctrl + Home).          of the document.
        Release both keys.

7.      Press the Right Arrow key on your          Moves the insertion point right 5 spaces to
        keyboard 5 times.                          the beginning of the word “valued”.




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What                                               Why

8.      Press the Down Arrow key on your           Moves the insertion point down two lines.
        keyboard twice.




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     © 2010 PCM Courseware, LLC                      29
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1.7 Creating a New Document
In this lesson, you will learn how to create a new blank document.



W
            e have already seen that when you first launch Microsoft Word, a new blank
            document is created. You can also create a new document from within




                                                                y
            another document. The new document command is located under the File
            tab on the Ribbon. You can also use the keyboard shortcut Ctrl + N to




                                                             nl
bypass the File Options menu.




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To Create a New Document
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1.    Hold down the Ctrl and N keystroke combination (Ctrl + N)
2.    Begin typing in the new document.
      Or
1.    Click the File tab on the Ribbon and then click New in the left pane display
      the New Document Task Pane.
2.    Click Blank Document in the center pane.
3.    Click the Create icon in the right pane.
4.    Begin typing in the new document.




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     Let’s Try It!
What                                               Why

1.      Click the File tab on the Ribbon           Displays the New Document pane.
        and then click New from the left
        pane as shown below.




                                                                      y
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                                                          O
2.      In the Center Pane, click on Blank
        Document as shown.                    n    Specifies that we will create a new blank
                                                   document.
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3.      Click the Create icon in the right         Creates a new blank document.
        pane.
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4.      Type: This is my first new                 Enters text into the new document.
        document.




     © 2010 PCM Courseware, LLC                      31
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1.8 Saving a Document
In this lesson, you will learn how to save a document.



Y
          ou can save your document to a hard disk, to a removable disk such as USB
          flash drive or external drive, or to a network drive. The first time you save a




                                                                y
          document, the Save As Dialog Box appears, prompting you for the name of
          the document and the location where you wish to save the document. This box




                                                             nl
only appears the first time you save a new document. To save a file, click the File tab and
then click Save or use the keyboard shortcut Ctrl + S. You can also click the Save
button on the Quick Access toolbar, located on the top left corner of your screen, above




                                                           O
the File tab.




                                         n
                                      io
To save an existing document with a different file name, select Save As from the File
                           at
Options menu, and then type the new name for the document in the file name text box.
The original document will be closed and the document with the new name becomes the
active document.
              ud


After you save a document, the file remains open so you can continue to work on it. You
can save any subsequent changes quickly by clicking on the Save icon. It is a good idea to
save your documents often.
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To Save a New Document
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1.    Click the File tab and then click Save from the menu
      Or
      Click the Save icon on the Quick Access Toolbar


                                              Save Icon
      Or
      Hold down the Ctrl key and S keystroke combination (Ctrl + S)
2.    Type the desired file name in the File name box.




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     3.      Navigate to the folder where you wish to save your file in the Places bar (many
             people prefer to save their documents in the My Documents folder).
     4.      Click Save.




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                                                              O
                                              n
                                          The Save As dialog box
                                           io
     Let’s Try It!
                                at
What                                               Why

1.        Click the Save button on the             As we have not yet saved our document, the
                   ud


          Quick Access toolbar.                    Save As dialog box appears, prompting us for
                                                   the file name and location where we wish to
                                                   save the file.
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2.        In the File name text box, type:         Enters the name of the new document.
          My New Document as shown
          below.
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3.        In the Places Bar, click on              Displays the contents of the Desktop folder.
          Desktop.




     © 2010 PCM Courseware, LLC                          33
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What                                               Why

4.      Double-click on the Lesson                 Opens the Lesson Files folder. This is the
        Files folder.                              folder where we wish to save our document.

5.      Click the Save button.                     Saves the current document in the Lesson
                                                   Files folder.

6.      Place the insertion point at the           Moves the insertion point to the end of the
        end of the first sentence.                 first sentence. We will now add another




                                                                         y
                                                   paragraph and enter some more text.




                                                                      nl
7.      Press Enter twice.                         Creates a new paragraph and places a blank
                                                   line between the two paragraphs.




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8.      Type: Now I will save my                   Enters the text for the new paragraph.
        changes.

9.      Click the Save button on the
        Quick Access toolbar.                 n    Saves the changes we just made. As we have
                                                   already saved this document a first time, the
                                           io
                                                   Save As dialog box does not appear.
                                at
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     Word 2010 Level 1                                    34
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1.9 Moving Between Documents
In this lesson, you will learn how to move between open documents.



E
          ach new document that you open is represented by a button on the Windows
          Taskbar. To move between documents, click the appropriate button on the




                                                                y
          Taskbar (the appearance of the Taskbar buttons will vary, depending on which
          version of Windows you are using). You can also move between other open




                                                             nl
applications such as Excel or Powerpoint by clicking on the appropriate document button
on the Taskbar.




                                                     O
                                         n
                                      io
To jump to another Microsoft Word document, click on the View tab and then click the
Switch Windows button. The Switch Windows list displays all currently open Word
                           at
documents. Click on the document you wish to make active.
              ud
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You can also use the Alt + Tab keystroke combination to scroll through all open
documents as well as through other open applications. Hold down the Alt key and then
press Tab. With the Alt key held down, continue to press the Tab key until the desired
document or application is highlighted.




© 2010 PCM Courseware, LLC                      35
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     To Move between Documents
     1.     Click on the appropriate Document button on the Windows Taskbar.
            Or
            Click the View tab on the Ribbon, click the Switch Windows button, and
            then click on the open document you wish to which you wish to move.
            Or
            Hold down the Alt key and then press Tab until the document or application
            you want is highlighted.




                                                                       y
     Let’s Try It!




                                                                    nl
What                                               Why

1.        Click on the Document button             Lesson1a becomes the active document.




                                                               O
          for the Lesson1a document on
          the Taskbar.

2.        Click the View tab on the                Switches to View commands and tools
          Ribbon.                             n
                                           io
3.        Click the Switch Windows                 My New Document becomes the active
          button and click My New                  document.
                                at
          Document in the list as shown
          below.
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1.10 Setting Word Options
In this lesson, we will work with Word Options.



I    n previous versions of Word, you could set preferences for specific program settings
     from the Options dialog box. The Options command has been moved to the File




                                                                   y
     Options menu which displays when you click the File tab.




                                                                nl
From the Word Options dialog box, you can specify such options as setting the color
scheme for the Word application, specifying a default location to save files, setting the
default file format, and much more.




                                                         O
You may wish to spend some time browsing through the Word Options dialog box and
set any preferences that may help you work with less effort.


                                         n
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                                      Word Options dialog box



To Set Word Options
1.    Click the File tab and then click Options on the bottom of the File Options
      pane.
2.    Click the desired option category in the left pane.
3.    Set any options in the right pane.
4.    Click OK.



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     Let’s Try It!
What                                               Why

1.      Click the File tab.                        Displays the File Options menu.


2.      Click Options as shown below.              Displays the Word Options dialog box.




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                                                            O
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                                at

3.      Click the Save category in the left        Displays available Word options for the
                   ud


        pane.                                      Save category.

4.      Click the Browse button to the             Displays the Browse window, from
        right of the Default File Location         where we can browse to the folder that
      al



        box as shown below.                        we want to set as the default file location
                                                   folder – that is to say, the default folder to
                                                   which Word will save documents.
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What                                                   Why

5.      In the Places Bar, click on                Displays the contents of the Desktop folder.
        Desktop.

6.      Double-click on the Lesson                 Opens the Lesson Files folder. This is the
        Files folder.                              folder that we wish to set as the default file
                                                   location.

7.      Click OK.                                   Closes the Browse window.




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8.      Click OK.                                   Closes the Word Options window and
                                                    applies our changes.




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     © 2010 PCM Courseware, LLC                           39
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1.11 Changing Document Views
In this lesson, you will learn how to switch between different views.



V
         iews control how your document appears on the screen. You can quickly
         switch views by clicking on one of the View Buttons located on the lower right




                                                                    y
         hand corner of the document window. You can also switch between views by
         clicking the View tab and then clicking the desired View command button on




                                                                 nl
the Ribbon.




                                                          O
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                           at

The available views are:

          Print Layout              Used for entering, editing and formatting text. In Print
              ud


     •
                                    Layout view, a small gray gap is displayed between each
                                    page.

     •    Full Screen Reading Displays the document in full screen view and hides the
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                              scroll bars and the Ribbon.

     •    Web Layout                Allows you to see how your document would display in a
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                                    Web browser.

     •    Outline                   Displays your document in outline format with headings
                                    and subheadings.

     •    Draft                     Displays your document without any gaps between pages.


To Switch between Views
1.       Click the appropriate View button on the lower-right corner of your screen



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           Or
           Click the View tab and then click the desired View command button on the
           Ribbon

     Let’s Try It!
What                                               Why

1.      Click the Lesson1a icon in the             Makes Lesson1a the active document.
        Taskbar on the bottom of your




                                                                      y
        screen.




                                                                   nl
2.      Click on the Full Screen Reading           Switches to Full Screen Reading view.
        view button (the second view
        button on the lower-right side of




                                                          O
        your screen) as shown.




                                              n
                                           io
3.      Click the Close button on the top-         Returns to Print Layout view. You can
        right corner of the screen.                also press the Esc key to exit Full Screen
                                                   Reading view.
                                at

4.      Click the Outline view button (the         Switches to Outline view.
        fourth button on the lower-left side
                   ud


        of your screen) as shown.
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5.      Click the Web Layout view button           Switches to Web Layout view.
        (the third button on the lower-left
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        side of your screen) as shown.




6.      Click the Print Layout view (the           Returns us to Print Layout view.
        first button on the lower-left side of
        your screen).




     © 2010 PCM Courseware, LLC                      41
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What                                           Why




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     1.12 Hiding the Ribbon
     In this lesson, you will learn how to hide the Word Ribbon.



     W           hile the Ribbon contains many essential commands, there may be times when
                 you wish to engage in completely distraction writing, including hiding any




                                                                      y
                 unnecessary screen elements. In Word 2010, hiding the Ribbon couldn’t be
                 easier – simply click the Minimize the Ribbon button located on the top




                                                                   nl
     right area of your screen. You can also use the Ctrl + F1 keystroke combination to toggle
     the appearance of the Ribbon.




                                                          O
                                              n
                                           io
     To Hide or Display the Ribbon
                                at
     1.      Click the Minimize the Ribbon button on the top right area of your screen
             Or
             Press the Ctrl + F1 keystroke combination.
                   ud


     Let’s Try It!
What                                               Why
      al



1.        Click the Minimize the Ribbon            Hides the Ribbon.
          icon on the top right corner of your
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          screen.

2.        Click the Minimize the Ribbon            Redisplays the Ribbon.
          icon again.

3.        Press the Ctrl + F1 keystroke            Hides the Ribbon.
          combination.




     © 2010 PCM Courseware, LLC                      43
     L E S S O N   1   –   W O R D   B A S I C S




What                                               Why

4.      Press the Ctrl + F1 keystroke              Redisplays the Ribbon.
        combination again.




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1.13 Using Help
In this lesson, you will learn how to use the Help system.



T        he Help system is designed to provide assistance to users whether you are
         online or offline and bring all available resources to you as quickly as possible.




                                                                y
         To access the Help system, press F1 or click the Help icon on the upper right-
         hand corner of the Word window.




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The Help system toolbar includes the familiar Back, Forward and Stop commands.
Additionally, you will find the Refresh tool, which allows you to update the content of
the Help window. The Application Home tool brings you to the Word starting point,
where you can browse through information related to the Microsoft Word application.
The TOC tool displays a listing of available help topics through which you can browse.
If you wish to increase or decrease the text size in the Help window, click the Text Size
tool. Another nice feature on the Help toolbar is the Keep on Top tool, which allows
you to keep the current Help page open while you work.



© 2010 PCM Courseware, LLC                       45
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     To Use the Help System
     1.     Click the Microsoft Office Word Help button on the upper right-hand
            corner of the Word Window

            Or
            Press F1
     2.     Enter the keyword(s) for which you want to search in the Search box.
     3.     Click the Search button
            Or




                                                                    y
            Press the Enter key.
     4.     Click the link for the help topic you wish to view in the Search Results pane.




                                                                 nl
     5.     To browse Help topics, click the TOC button. Click the TOC button again to
            hide the Table of Contents.




                                                           O
     Let’s Try It!
What                                               Why

1.        Click the Microsoft Office Word
          Help icon on the upper right-hand   n    Displays the Word Help window.
                                           io
          corner of the screen as shown.
                                at
                   ud


2.        In the Search box, type: Save a          Enter the keywords for which we want to
          file as shown below.                     search.
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What                                               Why

3.      Press Enter.                               Executes the search. The results are
                                                   displayed in the Search Results pane.

4.      Click the Save a file link in the          Displays the help topic for that link.
        Search Results pane as shown
        below.




                                                                      y
                                                                   nl
                                                           O
                                              n
                                           io
5.      Click the Table of Contents button         Displays a listing of Microsoft Word help
        on the toolbar as shown below.             topics.
                                at
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6.      Click the Table of Contents button         Hides the Table of Contents.
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        again.

7.      Click the Word Help Close button           Closes the Help System window.
        on the upper right-hand corner of
        the screen.




     © 2010 PCM Courseware, LLC                       47
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1.14 Closing a Document and Exiting
     Word
In this lesson, you will close all existing documents and exit the Microsoft Word
Application.




                                                                 y
W
            hen you are finished working on your document, you can close it by either




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            choosing Close from the File Options menu or by clicking the Close Button
            on the document window which is represented by an x. If you have not




                                                       O
            saved your most recent changes to the document, Microsoft Word will ask
you if you want to save your changes before closing.



                                         n
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                           at

To Close a Document
              ud


1.    Click the File tab and then click Close from the File Options menu
      Or
      Click on the Close button on the document window.
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2.    If prompted, click Save to save any changes, if prompted.

To Exit Microsoft Word
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1.    Click the File tab and then click the Exit
      Or
      Click the Close button on the program window.
2.    If prompted, click Save to save changes to any open documents.




Word 2010 Level 1                                 48
     L E S S O N   1   –   W O R D   B A S I C S




     Let’s Try It!
What                                               Why

1.       Click the File tab and then click         Closes the Lesson1a document.
         Close from the File Options
         menu as shown below. Click
         Save if asked to save your
         changes.




                                                                        y
                                                                     nl
                                                              O
2.      Click the Close button on the
        Document Window as shown              n    Closes the My New Document document.
                                           io
        below.
                                at
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      al
Ev




3.      When asked if you want to save             Saves any changes we made to our document
        your changes, click the Save               before closing.
        button.

4.       Click the File tab and then click         Closes the Microsoft Word application.
         the Exit button in the left pane.




     © 2010 PCM Courseware, LLC                          49
L E S S O N   1   –   W O R D   B A S I C S




Lesson Summary – Word Basics
     In this lesson, you learned about the Microsoft Word program. You learned
      how to start Word by clicking the Start Menu button, clicking All Programs
      and then clicking the Microsoft Word 2010 icon.
     Then, you examined the different components of the Word screen, including




                                                            y
      the Command Tabs and Command Sets.
     Next, we learned how to open an existing file from the File Options menu -




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      click File and then click Open to display the Open dialog box. From there,
      navigate to the folder that contains that Word document you wish to open.




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     Next, you learned how to enter text into a document. You learned how to
      set the insertion point (the place where you begin typing) and how to insert
      blank lines by pressing the Return key.
     Next, you learned how to correct mistakes by pressing the Delete key to
                                         n
      delete characters to the right of the insertion point and by using the
      Backspace key to delete characters to the left of the insertion point.
                                      io
     Next, you learned how to use Scroll Bars and Scroll Buttons to navigate your
      document. You also learned how to navigate a document using keyboard
                           at
      shortcuts.
     Next, you learned how to create a new document from the File Options
      menu - click the File tab and then click New from the menu to display the
              ud


      New Document task pane.
     Next, you learned how to save a document by clicking the File tab and then
      clicking Save on the menu. You also learned that you can save a document
      by clicking the Save icon on the Quick Access toolbar. To save an existing
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      document with a new name, use the Save As command.
     Next, you learned how to move between documents by clicking on an open
Ev




      document window to switch to that document. Another way is to click the
      View tab, click the Switch Windows button, and then click on the open
      document you wish to which you wish to move.
     Then, you worked with Word Options, which allow you to modify various
      application settings. To set Word Options, click the File tab and then click
      the Word Options button.
     Next, you learned how to switch between views – Print Layout, Full Screen
      Reading, Web Layout, Outline and Draft.




Word 2010 Level 1                             50
L E S S O N   1   –   W O R D   B A S I C S




     Next, you learned how to hide or display the Ribbon using the Minimize the
      Ribbon icon located in the top right area of the screen. You learned that you
      can also use the Ctrl + F1 keystroke combination to toggle the display of the
      Ribbon.
     Next, you worked with the Microsoft Word Help System to provide you
      assistance while working. You learned that you can access the help system by
      clicking the Microsoft Word Help icon on the upper-right corner of the
      screen or by pressing F1.
     Lastly, you learned how to close document windows and exit the Word




                                                           y
      application.




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                                         n
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© 2010 PCM Courseware, LLC                    51
L E S S O N   1   –   W O R D   B A S I C S




                                   Lesson 1 Quiz
1.   Microsoft Word is:
     A. A spreadsheet program.
     B. A DVD burning program.
     C. An Operating System
     D. A word processing program

2.   Name three parts of the Word window.




                                                                y
                                                             nl
3.   To open an existing Word document, you (select all that apply):
     A. Select File > Open from the menu.




                                                      O
     B. Select “Open Document” from the Insert tab
     C. Click the File tab and then click Open from the menu
     D. Press the Ctrl + O keystroke combination.

4.
                                         n
     What are two ways that you can create a new document?
                                      io
5.   If you wanted to insert two blank lines into a document, you would:
                           at
     A. Click the Lines button under the Insert tab.
     B. Press the Enter key twice
     C. Press the Tab key twice
              ud


     D. Press the Ctrl+ L keystroke combination twice.

6.   To move the insertion point 5 lines above, you would (select all that apply)
     A. Press the up arrow 5 times
     B. Press the down arrow 5 times
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     C. Click with your mouse in the new location
     D. Press the scroll up button 5 times
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7.   The Menu bar in previous versions of Word has been replaced by the:
     A. Command Tabs
     B. Getting Started Menu
     C. Dialog Launcher Menu
     D. The File tab

8.   To move to another open Word document, you:
     A. Click the document name on the Taskbar.
     B. Right-click and select Move from the contextual menu.
     C. Click the File tab and then select the document name from the menu.
     D. You cannot have more than one open Word document at a time.


Word 2010 Level 1                                52
L E S S O N   1   –   W O R D   B A S I C S




9.   How can you switch to Print Layout view?



10. To display Word Options, you:
    A. Click the Word Options button on bottom-right corner of your screen.
    B. Press F2
    C. Click the File tab and then click Options.
    D. Click the Tools tab and then click the Options command button.




                                                           y
11. What are two ways that you can access the Microsoft Word Help System?




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12. What is the name of the Word object that consists of tabs, command sets and




                                                     O
    command buttons?




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© 2010 PCM Courseware, LLC                      53
L E S S O N   1   –   W O R D   B A S I C S




LAB 1 – ON YOUR OWN
1.    Start the Microsoft Word application.

2.    Open the Lab1 document in the Lesson Files folder.

3.    Click to the right of the period after the word “entertainment” at the end of




                                                              y
      the first paragraph. Press the Enter key.




                                                           nl
4.    Type the following text:

      Please bring a dish to share. Beverages will be provided.




                                                    O
5.    In the last paragraph beginning with the word “Hope”, place the insertion
      point after the word: to.

6.
                                         n
      Press the spacebar and type the word: see
                                      io
7.    Using your arrow keys, navigate to the first paragraph so that the insertion
      point is after the word “event”.
                           at
8.    Press the backspace key 5 times.

9.    Type: luncheon and then press the spacebar.
              ud


10.   Click the File tab, click on Save As and then choose Word Document from
      the Save as Type drop-down list.

11.   Type: Lunch Memo in the File name text box.
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12.   Click the Save button.
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13.   Close the document.




Word 2010 Level 1                              54
                                                         2
                                                         Lesson
L E S S O N   2   –   E D I T I N G   T E X T




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                                                     nl
Lesson 2 - Editing Text




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Lesson Topics:
2.1       Selecting Text
2.2       Copying and Pasting Text
                                          n
                                       io
2.3       Cutting and Pasting Text
                            at

2.4       Using Drag-and-Drop
              ud


2.5       Using the Office Clipboard
2.6       Finding Text using the Navigation Pane
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2.7       Finding and Replacing Text
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2.8       Checking Spelling and Grammar
2.9       Using the Thesaurus
2.10 Inserting Symbols
2.11 Using Undo and Redo




© 2010 PCM Courseware, LLC                      55
L E S S O N   2   –   E D I T I N G   T E X T




2.1 Selecting Text
In this lesson, you will learn how to select text in a document.



I
     n the last chapter, we saw how to delete one character at a time from a document.
     However, often you will want to delete, copy, move or apply formatting changes to




                                                                      y
     an entire word, sentence or paragraph. In order to do this, you must first select the
     text you wish to delete.




                                                                   nl
Once the text is selected, you can replace the selected text by simply typing in new text.
This action automatically deletes the highlighted text and replaces it with what you have




                                                       O
typed.




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                            at
              ud
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To select a block of text, place the insertion point at the beginning or end of the block
that you wish to select. Click and hold down the mouse button and drag until the text is
highlighted in blue.
Ev




There are many other ways to select blocks of text. For instance, you can select a word
by double-clicking on it. The table below outlines several techniques you can use to
select text in a document.




Word 2010 Level 1                                 56
     L E S S O N   2   –   E D I T I N G   T E X T




     To Select Text With Your Mouse:
        To Select This:                              Do This:
        A word                                       Double-click on the word.
        A line of text                               Click to the left of the line in the margin.
        Several lines of text                        Click to the left of a line in the margin and
                                                     drag upwards or downwards.
        A sentence                                   Hold down the Ctrl key and click anywhere




                                                                         y
                                                     in the sentence.




                                                                      nl
        A paragraph                                  Double-click to the left of the paragraph in
                                                     the margin or triple-click anywhere within
                                                     the paragraph.




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        A block of text                              Place the insertion point at the beginning of
                                                     the block to be selected. Hold down the
                                                     Shift key and click at the end of the block
                                                     you wish to select.
        Non-adjacent blocks of text
                                               n     Hold down the Ctrl key and select the
                                                     desired non-adjacent blocks of text.
                                            io
        The entire document                          Press the Ctrl + A keystroke combination or
                                                     click the Select button on the Home Ribbon
                                 at
                                                     and choose Select All from the list.
        To the end of a document                     Ctrl+Shift+End
        To the beginning of a document               Ctrl+Shift+Home
                   ud


     Note: You can also select text with your keyboard. Hold down the Shift key and press
     the arrow keys to select the desired text.
      al



     Let’s Try It!
Ev




What                                                   Why

1.      Click the File tab and then click              Displays the Open dialog box.
        Open on the menu.

2.      Click on the Lesson2a file in the              Opens the Lesson2a file
        Lesson Files folder and click Open.




     © 2010 PCM Courseware, LLC                           57
     L E S S O N   2   –   E D I T I N G   T E X T




What                                                 Why

3.      Place the insertion point before the         Sets the insertion point where we will begin
        word “warm” in the first sentence            selecting text.
        of the first paragraph.

4.      Click and hold the left mouse                Selects the word “warm”.
        button and drag to the right until
        the word warm is highlighted in
        blue as shown.




                                                                         y
                                                                      nl
5.      Type: personal                               Replaces the selected text “warm” with the




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                                                     word “personal”.

6.      In the fifth line of the second              Double-clicking selects the entire word.
        paragraph, double-click the word:
        pleasurable.
                                               n
                                            io
7.      Type: satisfying.                            Replaces the selected word “pleasurable”
                                                     with the word “satisfying”.
                                 at
8.      Move your mouse pointer to the               Select the entire line of text.
        left of the words Yours Truly in
        the margin until the pointer
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        transforms into an arrow. Click
        with your left mouse button.

9.      Type: Sincerely,                             Replaces the words “Yours Truly,” with the
      al



                                                     word “Sincerely,”.

10. Hold down your Ctrl key and then                 Selects the entire sentence.
Ev




    click anywhere in the last sentence
    of the second paragraph (Periodic
    check-ups…)

11. Press the Delete key.                            Deletes the selected sentence.




     Word 2010 Level 1                                  58
 L E S S O N   2   –   E D I T I N G   T E X T




What                                             Why

12. Double-click to the left of the              Selects the entire second paragraph.
    second paragraph in the margin to
    select it as shown.




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                                                         O
13. Press the Save icon on the Quick             Saves the active document.
    Access Toolbar.


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 © 2010 PCM Courseware, LLC                         59
L E S S O N   2   –   E D I T I N G   T E X T




2.2 Copying and Pasting Text
In this lesson, you will learn how to copy text from one location to another.



Y
          ou can copy any selected text to another location in your document, to another
          document or even to a document in another application by using the Copy and




                                                                  y
          Paste commands. When you copy a selection, it is placed on the Windows
          Clipboard, a temporary holding area in memory for your data. You can then




                                                               nl
insert the selection in another location by using the Paste command.




                                                       O
To Copy and Paste Data
1.    Select the text you wish to copy.
2.    Hold down the Ctrl and C keystroke combination (Ctrl + C).
      Or
                                          n
      Click the Copy button on the Home Ribbon.
                                       io
3.    Place the insertion point where you want to insert the copied the text.
4.    Hold down the Ctrl and V keystroke combination (Ctrl + V).
      Or
                            at
      Click the Paste button on the Home Ribbon
              ud
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Tip: You can also right-click on selected text and then choose Copy from the
     contextual menu. Right-click and choose Paste after you have set the insertion
     point where you want to insert the copied text.




Word 2010 Level 1                                 60
     L E S S O N   2   –   E D I T I N G   T E X T




     Let’s Try It!
What                                                 Why

1.      Place the insertion point before the         Places the insertion point to the left of the
        first word (It) in the first                 word “It”.
        paragraph.

2.      Click and drag downwards until the           Selects the text we wish to copy.




                                                                        y
        entire document is selected as
        shown below.




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                                                             O
                                               n
                                            io
                                 at
                   ud


3.      Click the Copy icon in the                   Places a copy of the selection on the
        Clipboard group on the Home                  Windows clipboard.
      al



        Ribbon.
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4.      Click the File tab and then click            Displays the Open dialog box.
        Open on the menu.

5.      Click on the Lesson2b file and then          Opens the Lesson2b exercise file.
        click Open.

6.      Place the insertion point after the          Sets the insertion point.
        colon in the greeting.




     © 2010 PCM Courseware, LLC                         61
     L E S S O N   2   –   E D I T I N G   T E X T




What                                                 Why

7.      Press the Enter key twice.                   Inserts two blank lines.


8.      Click the Paste icon on the Home             Inserts the copied text in the Lesson2b
        Ribbon.                                      document.




                                                                        y
                                                                     nl
9.      Click the File tab and then click            Closes the Lesson2b document and saves
        Close on the menu. Click Save                our changes.




                                                            O
        when asked if you wish to save
        changes.



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     Word 2010 Level 1                                 62
     L E S S O N   2   –   E D I T I N G   T E X T




     2.3 Cutting and Pasting Text
     In this lesson, you will learn how to move text from one area of your document to
     another.



     C
               utting and pasting text is similar to the copy and paste text commands that we




                                                                        y
               worked with in the last section, except that rather than making a duplicate of
               text, the cut and paste command physically removes (deletes) the selected text




                                                                     nl
               from its original location and moves it to a new location.

     Using the Cut and Paste commands allows you to rearrange sentences and paragraphs




                                                            O
     with ease.


     To Cut and Paste Data
     1.     Select the text you wish to move.  n
                                            io
     2.     Hold down the Ctrl and X keystroke combination (Ctrl + X).
            Or
            Click the Cut button on the Home Ribbon.
                                 at
     3.     Place the insertion point where you want to insert the text.
     4.     Hold down the Ctrl and V keystroke combination (Ctrl + V).
            Or
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            Click the Paste button on the Home Ribbon
      al
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     Let’s Try It!
What                                                 Why

1.        Click anywhere in your document.           Deselects the selected text.




     © 2010 PCM Courseware, LLC                        63
     L E S S O N   2   –   E D I T I N G   T E X T




What                                                 Why

2.      Hold down the Ctrl key and click             Selects the entire sentence.
        anywhere in the second sentence
        of the first paragraph (We wish
        you…)

3.      Hold down the Ctrl key and then              Removes the sentence from its original
        press the X key (Ctrl + X)                   location and places the selection on the
                                                     Clipboard.




                                                                        y
4.      Place the insertion point at the end         Sets the insertion point.




                                                                     nl
        of the third paragraph, after the
        word “future”.




                                                             O
5.      Press the Enter key twice.                   Inserts two blank lines.


6.      Hold down the Ctrl key and then
        press the V key (Ctrl + V)             n     Inserts the sentence that we removed at the
                                                     insertion point.
                                            io
7.      Press the Ctrl + O keyboard                  Opens the Lesson2b exercise file.
        shortcut. Click on the Lesson2b
                                 at
        file and click Open.

8.      Place the insertion point at the end         Sets the insertion point.
                   ud


        of the third paragraph, after the
        word “future”.

9.      Press the Enter key twice.                   Inserts two blank lines.
      al



10. Press the Ctrl + V keyboard                      Inserts the sentence that we removed from
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    shortcut.                                        the Lesson2a document into the Lesson2b
                                                     document. Notice that the selection we cut
                                                     remained in the Clipboard. You can
                                                     continue pasting the text until you either
                                                     copy another selection or close the
                                                     Microsoft Word application.

11. Press the Ctrl + S keyboard                      Ctrl + S is the keyboard shortcut to save the
    shortcut.                                        active document.




     Word 2010 Level 1                                  64
L E S S O N   2   –   E D I T I N G   T E X T




2.4 Using Drag-and-Drop
In this lesson, you will learn how to move and copy text from one area of your document to
another using Word’s drag-and-drop feature.



I
     f you want to copy or move text only a short distance, such as from one location to
     another in the same document, the drag-and-drop method is another option. You
     can also drag-and-drop text from one open document to another, although this




                                                               y
     requires a bit more deftness with the mouse.




                                                            nl
Dragging-and-dropping consists of first selecting the text that you wish to move or copy,
clicking and holding down the mouse button, and then dragging the text to the desired
new location. If you wish to copy the text rather than move it, press and hold down the




                                                     O
Ctrl key before dragging.




                                          n
                                       io
                            at
              ud
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To Copy or Move Text with Drag-and-Drop
1.    Select the text to be moved or copied.
2.    Move the mouse pointer anywhere over the selected text.
3.    If you wish to copy the text rather than move it, press and hold down the Ctrl
      key.
4.    Press and hold down the left mouse button and then drag the text to the
      desired location. As you drag, a small horizontal bar appears which indicates
      the location of the text.
5.    Release the mouse button.



© 2010 PCM Courseware, LLC                      65
     L E S S O N   2   –   E D I T I N G   T E X T




     Let’s Try It!
What                                                 Why

1.      Place the insertion point at the end         Sets the insertion point.
        of the third paragraph, after the
        word “future.”

2.      Press the Spacebar twice.                    Inserts two blank spaces after the word
                                                     “future”.




                                                                        y
                                                                     nl
3.      Select the last sentence of the              Selects the sentence that we are going to
        second paragraph, beginning with             move.
        the words “Our personnel” as




                                                             O
        shown below.




                                               n
                                            io
                                 at

4.      Click on the selected sentence and           Enters drag mode. We are now ready to
        keep the mouse button held down.             drag the selected sentence to its new
                   ud


                                                     location.

5.      Drag the selected sentence until the         Selects the destination area for our text.
        small gray bar is in front of the
      al



        paragraph marker after the word
        “future” at the end of the 3rd
        paragraph, as shown below.
Ev




     Word 2010 Level 1                                  66
     L E S S O N   2   –   E D I T I N G   T E X T




What                                                 Why

6.      Release the mouse button.                    Completes the move process.

7.      Click the File tab and click Close.          Closes the active document.
        Click Save when asked if you wish
        to save your changes.

8.      Click the File tab and click Close.          Closes the Lesson2a document.
        Save any changes.




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     © 2010 PCM Courseware, LLC                        67
L E S S O N   2   –   E D I T I N G   T E X T




2.5 Using the Office Clipboard
In this lesson, you will learn how to copy and paste multiple items using the Office
Clipboard.



T
         he Office Clipboard allows you to assemble data from several locations in the




                                                                  y
         same document or from different Office documents, and then paste the items
         one at a time into any Microsoft Office document. Unlike the Windows




                                                               nl
         clipboard which holds only one item, the Office Clipboard can store up to 24
items that you have cut or copied.




                                                       O
To use the Office Clipboard feature, ensure that the Clipboard Task Pane is visible by
clicking the Clipboard Dialog Launcher on the bottom right corner of the Clipboard
command group. Then, use the standard copy or cut commands. Each item, up to 24,
that you copy or cut will be individually placed in the Clipboard for your later use.
                                          n
                                       io
                            at
              ud


Once you exit Word, all items from the Office Clipboard are removed.


To Use the Office Clipboard
 al



1.    On the Home tab in the Clipboard
      command group, click the Clipboard
Ev




      Dialog Box Launcher.
2.    Select the item you wish to copy or cut.
3.    Click the Copy or Cut button.
4.    Repeat steps two and three for any
      additional items you want to place on the
      clipboard.
5.    Set the insertion point in the document
      where you wish to paste one of the items
      from the Office Clipboard.




Word 2010 Level 1                                 68
     L E S S O N   2   –   E D I T I N G   T E X T




     6.      Click the item in the Clipboard list or click Paste All to paste all of the Clipboard
             items at once.
     7.      When finished, click Clear All to remove all items from the Office Clipboard.
     8.      To turn off the Office Clipboard, click the Close button on the Clipboard task
             pane.

     Let’s Try It!
What                                                 Why




                                                                         y
1.        Press Ctrl + O, select Lesson2c            Opens the Lesson2c document.
          and then click Open.




                                                                      nl
2.        On the Home tab in the Clipboard           Displays the Microsoft Office Clipboard
          command group, click the                   task pane.




                                                             O
          Clipboard Dialog Box Launcher.

3.        Click the Clear All button.                Removes any existing items from the

                                               n     clipboard.
                                            io
4.        Select all items under the Breakfast       Selects the breakfast items under Breakfast
          2 category as shown. (Click before         2.
          the word Blueberry and drag
                                 at
          downward until all items under
          Breakfast 2 are selected). Do not
          select the title.
                   ud
      al



5.        Press Ctrl + C.                            Places the selected text on the Office
Ev




                                                     Clipboard.

6.        Select all items under the Breakfast       Selects the breakfast items under breakfast
          4 category.                                4.

7.        Press Ctrl + C.                            Places the selected text as the 2nd item on
                                                     the Office Clipboard.




     © 2010 PCM Courseware, LLC                         69
     L E S S O N   2   –   E D I T I N G   T E X T




What                                                 Why

8.      Click the File tab and then click            Launches the Open dialog box.
        Open from the menu.

9.      Select Lesson2d and click Open.              Opens the Lesson2d document.


10. If the Clipboard Task Pane is not                Opens the Microsoft Office Clipboard.
    visible, click the Clipboard Dialog




                                                                        y
    Box Launcher on the Clipboard
    command group.




                                                                     nl
                                                             O
11. Place the insertion point on the first     n     Sets the insertion point.
                                            io
    blank line under Item 1 as shown.
                                 at
                   ud


12. Click on the second item in the                  Places the second item on the Clipboard list
    Clipboard List (Blueberry                        into your document at the insertion point.
    Pancakes, Sausage Links, …)
      al



13. Place the insertion point after the              Sets the insertion point.
    word Item 2.
Ev




14. Press the Enter key.                             Inserts a new blank line.


15. Click on the first item in the                   Places the first item on the Clipboard list
    Clipboard List.                                  into your document at the insertion point.

16. Click the Save icon on the Quick                 Saves the active document.
    Access toolbar.




     Word 2010 Level 1                                  70
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What                                             Why

17. Click the Clear All button.                  Removes all items from the Office
                                                 Clipboard.

18 Click the Close button (x) on the             Closes the Office Clipboard.
   Clipboard task pane.




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 © 2010 PCM Courseware, LLC                        71
L E S S O N   2   –   E D I T I N G   T E X T




2.6 Finding Text using the
    Navigation Pane
In this lesson, you will learn how to use Microsoft Word’s Find feature.



T


                                                                 y
         he Find feature allows you to quickly locate all instances of specific text in your
         document. When you launch the Find feature, the Navigation Pane appears on




                                                              nl
         the left side of your screen. To find specific text, type your search term in the
         Search Document text box in the Navigation Pane and then press Enter. A
small thumbnail appears in the Navigation Pane for each page that contains the search




                                                           O
term. Click on the thumbnail to immediately jump to that page. Additionally, every
occurrence of the search term is temporarily highlighted on the screen, helping you to
quickly find the text for which you are searching.

                                          n
                                       io
                            at
              ud
 al



                                            Navigation Pane
Ev




You can also set various preferences for your search. For instance, you may wish to find
text that match a particular case (all caps, lower case, etc.) or find only matches of an
entire word. If you were executing a search for the word “me” for example, you would
retrieve the following matches: come, welcome, mean, etc. unless you selected the entire
word option. Then, only instances of the entire word “me” would be displayed. To set
options, click the downward-pointing arrow to the right of the magnifying glass and then
click Options. Then, make your desired selections from the Options dialog box.

You also have the ability to search for wildcards. For instance, entering c?i would return
all words or portions of words with the first character of “c” and the third character of
“i”. With the Find Options box displayed, check the Use Wildcards checkbox and then


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 enter the search string in the search box. To see a list of available Wildcard characters,
 search for Find and Replace from the Microsoft Word Help system.


 To Find Text Using the Navigation Pane
 1.     Press the Ctrl + F keyboard shortcut
        Or
        Click the Find button under the Home Ribbon on the Editing command
        group.




                                                                y
 2.     Enter the text you want to find in the Search Document box in the
        Navigation Pane.




                                                             nl
 3.     To quickly jump to a page containing your search item, click the page
        thumbnail in the Navigation Pane.
 4.     To find Word objects such as Tables, Graphics, Equations,




                                                       O
        Footnotes/Endnotes or Comments, click the click the downward-pointing
        arrow to the right of the magnifying glass and then click on the desired object
        you wish to find.
 5.     To display the Find Options dialog box, click the downward-pointing arrow to
                                           n
        the right of the magnifying glass in the Navigation Pane and then click
        Options
                                        io
 6.     To highlight every occurrence of your search item on the screen, click the
        Highlight All checkbox to select it.
 7.     To search using wildcards, click the Use Wildcards checkbox and enter your
                             at
        wildcard string in the Search Document box.
 8.     Select any additional search options such as Match Case and Find whole words
        only.
               ud


 9.     Click on downward pointing arrow below the magnifying glass to search for
        additional instances of the text.
 10.    Click on upward pointing arrow below the magnifying glass to search for
        previous instances of the text.
  al



 11.    Click the Close button (x) on the top right corner of the Navigation pane to
        close it.
Ev




 Tip:    To use the Find and Replace box instead of the Navigation Pane, click the
         downward-pointing arrow to the right of the magnifying glass on the
         Navigation Pane and then click Find. You can then search for text via the
         Find & Replace dialog box.

 Let’s Try It!
What                                             Why




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What                                                 Why

1.      Hold down the Ctrl key then press            Moves to the beginning of the document.
        the Home key (Ctrl + Home)

2.      Press the Ctrl + F keyboard                  Displays the Navigation Pane.
        shortcut.

3.      In the Search document text box              Enters the text for which you wish to
        in the Navigation Pane, type: me as          search.




                                                                        y
        shown below.




                                                                     nl
                                                            O
4.      Press Enter.                           n     Displays all instances of the text “me”.
                                            io
5.      Click the arrow to the right of the          Displays Find Options and additional search
                                 at
        Search Document box (the Find                commands.
        Options arrow) as shown below.
                   ud
      al
Ev




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What                                                 Why

6.      Click Options.                               Displays the Find Options dialog box.


7.      Click the check box next to: Find            Sets the option to search only for entire
        whole words only to select it as             words matching the text.
        shown below.




                                                                        y
                                                                     nl
                                                            O
8.      Click the check box next to:           n     Sets the option to highlight all occurrences
                                            io
        Highlight All to select it.                  of search term on the screen.

9.      Click OK.                                    Closes the Find Options dialog box and
                                 at
                                                     clears the Search Document text box.

10. In the Search document text box                  Displays all instances of the entire word
                   ud


    in the Navigation Pane, type: me                 “me” and highlights it on the screen.
    and then press Enter.
      al
Ev




     © 2010 PCM Courseware, LLC                        75
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2.7 Using Find and Replace
In this lesson, you will learn how to use Microsoft Word’s Find feature.



T
        he Find and Replace feature allows you to quickly locate text in your document
        and if you so desire, replace it with alternate text. For instance, suppose you have




                                                                 y
        a long document that refers to the company president in several different
        locations. When a new president is announced, you can search your document




                                                              nl
and replace all instances of the previous president’s name with the name of the new
president.




                                                      O
                                          n
                                       io
                            at
              ud


To display the Find and Replace dialog box, click the Replace button on the Editing
group of the Home Ribbon. Then, enter the text you wish to replace and the new text
 al



that is to replace it. You can replace all instances of the old text with the new text at one
time by clicking the Replace All button. To replace the text one instance at a time, click
the Replace button. Then, click Find Next to move to the next instance.
Ev




You can also set various preferences for your search like we did in the last section. For
instance, you may wish to find text that matches a particular case, find text that matches
the entire word only or use wildcards. To see additional options, click the More button
to expand the Find and Replace dialog box and then make your desired selections.




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     To Use Find and Replace
     1.      Press the Ctrl + H keyboard shortcut
             Or
             Click the Replace button under the Home Ribbon on the Editing command
             group.
     2.      Enter the text you want to find in the Find What box.
     3.      Enter the replacement text in the Replace with box.




                                                                       y
     4.      Click on More, and then select any additional search options such as Match
             case and Find whole words only.




                                                                    nl
     5.      To search using wildcards, click the Use Wildcards checkbox and enter your
             wildcard string in the Find what box.
     6.      Click the Replace button to jump to and display the first occurrence of the




                                                            O
             text you want to replace.
     7.      To replace the first instance, click the Replace button. The instance will be
             replaced with the new text and you will then jump to the next occurrence of
             the search text.
     8.
                                               n
             If you do not wish to replace the current instance but wish to jump to the next
             instance, click Find Next.
                                            io
     9.      Click Replace all to replace all instances at once.
     10.     Click Cancel to close the Find and Replace dialog box.
                                 at
     Tip:      You can also click the Find button on the Find and Replace dialog box to
               simply search for text without replacing it.
                   ud


     Let’s Try It!
What                                                 Why
      al



1.        Hold down the Ctrl key then press          Moves to the beginning of the document.
          the Home key (Ctrl + Home)
Ev




2.        Press the Ctrl + H keyboard                Displays the Find and Replace dialog box.
          shortcut.

3.        In the Find what: text box, type:          Enters the text for which you wish to
          Sausage Links                              search.

4.        In the Replace with: text box, type:       Sets “Bacon” as the text to replace “Sausage
          Bacon as shown below.                      Links”




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What                                                 Why




                                                                        y
                                                                     nl
                                                             O
5.      Click Find Next.
                                               n     Finds the first instance of the text.
                                            io
6.      Click Replace.                               Replaces the found text with the text in the
                                                     “Replace with” text box then automatically
                                 at
                                                     jumps to the next instance of the search
                                                     text.
                   ud


7.      Click Replace.                               Replaces the next instance of the text.


8.      Click OK.                                    Closes the message box informing you that
      al



                                                     Word has finished searching the document.

9.      Click Close.                                 Closes the Find and Replace dialog box.
Ev




10. Press the Ctrl + W keyboard                      Ctrl +W is the keyboard shortcut for closing
    combination. Save any changes.                   the active document.

11. Press the Ctrl + W keyboard                      Closes the Lesson 2c document.
    combination. Save any changes.




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2.8 Checking Spelling and Grammar
In this lesson, you will learn how to check the spelling and grammar in a Word document.



M
            icrosoft Word has a built-in spelling and grammar checker that allows you
            to automatically check for errors as you type. You can also check an entire




                                                                           y
            document for spelling and grammatical errors by clicking the Spelling and
            Grammar button on the Review tab. Microsoft Word will use its built-in




                                                                        nl
dictionary to offer suggestions for any errors it finds. You can then choose the correct
spelling of the word from the Suggestions list or add the word to the dictionary so that
Microsoft Word will not flag it again in the future.




                                                             O
                                            n
                                         io
                            at
              ud


                                      Spelling and Grammar dialog box

When Word finds a questionable spelling error, a dialog box displays, prompting for a
suggested action:
 al



    •   Change – Change this instance of the spelling error to the selected suggestion.
        Change All – Change all instances of the spelling error in the document to the
Ev




    •
        selected suggestion.
    •   Ignore Once – Ignores this instance of the spelling error and continues to check
        the rest of the document.
    •   Ignore All – Ignores all instances of the spelling error and continues to check the
        rest of the document.
    •   Add to Dictionary – Adds the word in question to the built-in dictionary so that
        it will not be flagged in the future.




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When Word finds a questionable grammar error, you can choose to ignore the
grammar rule for one instance or for the entire document and continue checking the
rest of the document.

Word will also check spelling and grammar as you type and highlight misspelled
words by underlining them with red and grammatical errors by underlining them in
green. You can then right-click the highlighted word and use one of Word’s
suggestions from the pop-up list. Or, to display the Spelling and Grammar window,
select Spelling or Grammar from the pop-up shortcut menu.




                                                                       y
If you prefer that Word not display underlining while you are working, display the
Word Options dialog box (click the File tab and click Options), click the Proofing




                                                                    nl
category and uncheck the Mark Grammar Errors as you type and/or the Check
Spelling as you type checkboxes.




                                                           O
To Check Spelling and Grammar in a Document
1.    Move to the beginning of the document.
2.
                                           n
      Click the Spelling and Grammar button on the Review Ribbon under the
      Proofing group
                                        io
                            at

                                      Spelling and Grammar button
      Or
              ud


      Press the F7 key.
3.    When an error is found, highlight the desired correction from the Suggestions
      List.
4.    To change an error:
 al



      a. Choose Change to change this particular instance of the error to the
           highlighted suggestion.
      b. Change All to change all instances of the error to the highlighted
Ev




           suggestion.
5.    To ignore an error:
      a. Choose Ignore to ignore this instance of the error and continue checking
           the document.
      b. Choose Ignore All to ignore all instances of the error and continue
           checking the document.
6.    To add the word to the built-in dictionary so it will not be flagged in the future,
      click Add to Dictionary.
7.    If a grammatical error is found:
      a. Click Ignore Once to ignore this particular instance of the error.
      b. Click Ignore Rule to ignore all instances of the grammatical error.



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             c. Click Change to change this particular instance of the grammatical error.
             d. Click Explain to view a detailed explanation of the grammatical error.
     8.      Click OK when finished.


     Let’s Try It!
What                                                 Why

1.        Press Ctrl + O.                            Displays the Open dialog box.




                                                                        y
                                                                     nl
2.        Click on the Lesson2e file and click       Opens the Lesson2e file.
          Open.




                                                             O
3.        Hold down the Ctrl key then press          Moves to the beginning of the document.
          the Home key (Ctrl + Home)

4.        Click the Review tab on the                Ensures that the Review tab is active.
          Ribbon.
                                               n
                                            io
5.        Click the Spelling and Grammar             If an error is found, the Spelling and
          button on the Proofing command             Grammar dialog box will open with the
                                 at
          set.                                       error highlighted in red.
                   ud
      al
Ev




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What                                                 Why

6.      If it is checked, click in the check         Deselects the check grammar option. We
        box next to Check grammar to                 only want to check spelling in this
        uncheck it.                                  document.

7.      Click the Add to Dictionary                  Word cannot find “Keoto” in the dictionary.
        button as shown.                             As that is the name of our company, we
                                                     want to add it to the built-in dictionary so
                                                     that Word will not consider it an error in the




                                                                        y
                                                     future. Word continues checking the
                                                     document.




                                                                     nl
                                                             O
8.      Click on the word is in the            n     Selects the word to which we want to
                                            io
        Suggestions list as shown below.             change the misspelled word “ist”.
                                 at
                   ud
      al
Ev




9.      Click Change.                                Changes the misspelled word to the selected
                                                     suggestion and continues spell-checking the
                                                     document.

10. Click on the word Thus in the                    Selects the word to which we want to
    Suggestions list.                                change the misspelled word “Ths”.




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What                                             Why

11. Click Change.                                Changes the misspelled word to the selected
                                                 suggestion and continues spell-checking the
                                                 document.

12. Click Delete.                                Word found two instances of the same
                                                 word together (is is ). Clicking the delete
                                                 button will delete the second instance.




                                                                    y
13. Select believe from the                      Selects “believe” to replace the misspelled
    Suggestions list.                            word “beleive".




                                                                 nl
14. Click the Change button.                     Changes the misspelled word to the selected




                                                         O
                                                 suggestion and continues spell-checking the
                                                 document.

15. In the Not in Dictionary window,             Word cannot offer a suggestion for “Kto”
    type a eo after the K in the
    highlighted word so that it reads:     n     so we need to manually type in the
                                                 correction for the error.
                                        io
    Keoto.
                             at
               ud


16. Click Change.                                Accepts the change that we made in the Not
                                                 in Dictionary Window.

17. When the message box appears                 Closes the message box and informs us that
   al



    informing us that the Spelling               Word is finished checking the document.
    check is complete, click OK as
    shown.
Ev




18. Click the Save icon.                         Saves the active document.




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2.9 Use the Thesaurus
In this lesson, you will learn how to use the built-in Thesaurus.



U
          nder the Review tab on the Proofing command set, you will also find the
          Thesaurus button, which will help you quickly find synonyms for selected




                                                                  y
          words. To use the Thesaurus, select the word you wish to replace and click the
          Thesaurus button on the Review Ribbon. The Research task pane will display




                                                               nl
on the right side of your screen. Click the arrow next to the desired word in the task pane
and select Insert to replace the selected word in your document with the new word.




                                                       O
                                          n
                                       io
                            at
              ud
 al



To Use the Thesaurus
1.    Select the word that you want to look up.
Ev




2.    Click the Review tab.
3.    Click the Thesaurus button on the Ribbon on the Proofing group.
4.    Click the list arrow to the right of the desired word and choose Insert to
      replace the selected word in your document with the new word.
5.    To copy the new word to paste into your document, click the list arrow to the
      right of the desired word and choose Copy.
6.    Click the Close button on the Research task pane when finished.




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     Let’s Try It!
What                                                 Why

1.      Double-click the word “inform” in            Selects the word we wish to look up.
        the last line of the memo paragraph.

2.      If necessary, click the Review tab           Switches to Review commands and tools.
        on the Ribbon.




                                                                       y
3.      Click the Thesaurus button on the            Displays the Research task pane and a list of




                                                                    nl
        Ribbon as shown.                             synonyms, from which you can select the
                                                     word you want to use.




                                                            O
                                               n
                                            io
                                 at
4.      Move your mouse pointer over the             Displays a list arrow next to the word.
        word “update” on the Research
        task pane.
                   ud
      al
Ev




     © 2010 PCM Courseware, LLC                        85
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What                                                 Why

5.      Click the arrow and choose Insert            Replaces the selected word “inform” with
        from the list as shown.                      the word “update”




                                                                       y
                                                                    nl
                                                            O
6.      Click the Close button (x) on the
        Research task pane.
                                               n     Closes the task pane.
                                            io
                                 at
                   ud
      al
Ev




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2.10 Inserting Symbols
In this lesson, you will learn how to insert special characters into a Word document.




                                                                 y
                                                              nl
                                                      O
                                          n
                                       io
M
              icrosoft Word supplies hundreds of special characters that do not appear on
              your keyboard that you can use in your documents. For example, you can
                            at
              insert international symbols such as ć or ñ, symbols such as a trademark
              symbol (®), em dash (—), copyright symbol (©) and many more.
              ud


Each font set contains its own set of symbols or characters. The Windings and
Monotype Sorts contain a nice variety of useful characters.

You can insert a recently used symbol by clicking the symbol in the Recently used
 al



symbols list in the Symbol dialog box. The Special Characters tab displays a list
of common symbols such as the em dash, copyright and trademark symbols.
Ev




To Insert a Symbol into your Document
1.    Set the insertion point where you wish to insert a symbol.
2.    Click the Insert tab on the Ribbon.
3.    Click the Symbol button.
4.    Click More Symbols to display the Symbol dialog box.
5.    Select the font set you wish to use from the drop-down Font list.
6.    If available, select the font subset from the Subset drop-down list.
7.    To insert a commonly used symbol, click the Special Characters tab.
8.    Click the symbol you wish to insert.
9.    Click the Insert button.


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     10.   Click the Close button.

     Let’s Try It!
What                                                 Why

1.      Set the insertion point at the end of        Sets the insertion point after the words
        the title line, after the word Memo          “Interoffice Memo” where we wish to insert
                                                     a symbol.




                                                                        y
2.      Click the Insert tab on the Ribbon.          Displays Insert commands and tools.




                                                                     nl
3.      Click the Symbol button on the               Displays the Symbol dialog box.
        Ribbon as shown and select More




                                                             O
        Symbols.




                                               n
                                            io
4.      Select Wingdings from the Font               Selects the font set we wish to use.
        drop-down list as shown.
                                 at
                   ud
      al




5.      In the first row, seventh column,            Selects the symbol we wish to insert in our
Ev




        click on the Book symbol.                    document.

6.      Click the Insert button.                     Inserts the symbol at the insertion point in
                                                     our document.

7.      Click the Close button.                      Closes the Symbol dialog box.




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What                                                 Why

8.      Set the insertion point after the            Sets the insertion point where we wish to
        words TFN Corp. in the first line            insert another symbol.
        of the memo.

9.      Click the Symbol button on the               Displays the Symbol dialog box.
        Ribbon and select More Symbols.

10. Click on the Special Characters                  Displays commonly used symbols.




                                                                        y
    tab as shown.




                                                                     nl
                                                             O
11. Select the Registered symbol from
    the symbol list as shown below.            n     Chooses the “Registered” symbol to insert
                                                     into our document.
                                            io
                                 at
                   ud
      al
Ev




12. Click Insert.                                    Inserts the Registered symbol at the insertion
                                                     point in our document.

13. Click Close.                                     Closes the Symbol dialog box.


14. Click the Save button.                           Saves the active document.




     © 2010 PCM Courseware, LLC                         89
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2.11 Using Undo and Redo
In this lesson, you will learn how to undo and redo actions in Microsoft Word.



W
              ord contains a powerful feature called Undo/Redo that allows you to
              reverse any editing action, including formatting. While entering data, you may




                                                                 y
              have made a typo or even accidentally deleted a word or an entire sentence.
              You can reverse this action with the Undo command.




                                                              nl
Each time you launch the Undo command, it will reverse the last action you do; thus,
clicking the Undo button 20 times will undo the last 20 actions as if they had never




                                                      O
happened. Rather than clicking the Undo button 20 times to undo multiple actions,
clicking the arrow next to the Undo button allows you to quickly undo multiple past
actions by navigating down the history list and selecting the number of actions you wish
to undo.

                                          n
Redo reverses the action of an Undo command.
                                       io
                            at
              ud


To Use the Undo Command
1.      Click on the Undo icon on the Quick Access Toolbar.
        Or
 al



        Press the Ctrl + Z keystroke combination
2.      To undo multiple actions, click the arrow to the right of the Undo button
        and scroll down until the desired number of past actions is selected.
Ev




To Use the Redo Command
1.      Click on the Redo icon Quick Access Toolbar.
        Or
        Press the Ctrl + Y keystroke combination
2.      To Redo multiple actions, click the arrow to the left of the Redo button and
        scroll down until the desired number of undo past actions is selected.




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     Let’s Try It!
What                                                 Why

1.      Move your mouse pointer to the left          Selects the entire sentence beginning with
        of the word To: in the margin until          the word “To:”
        the pointer transforms into an
        arrow, and then Click with your left
        mouse button.




                                                                        y
2.      Press the Delete key.                        Deletes the entire sentence.




                                                                     nl
3.      Click 3 times (triple click) anywhere        Selects the entire paragraph.
        in the memo paragraph.




                                                            O
                                               n
                                            io
                                 at
                   ud
      al



4.      Press Delete.                                Deletes the entire paragraph.
Ev




5.      Click the Undo icon on the Quick             Reverses the action of deleting the
        Access Toolbar as shown.                     paragraph.




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What                                                 Why

6.      Click the Undo icon again.                   Reverses the action of deleting the “To:”
                                                     line.

7.      Click the Redo button.                       Reverses the action of the last Undo
                                                     command.

8.      Click Undo.                                  Reverses the last action and restores the
                                                     sentence.




                                                                        y
                                                                     nl
9.      Click the File tab and select Close.         Closes the active document and saves any
        Save any changes.                            changes we made to the document.




                                                            O
                                               n
                                            io
                                 at
                   ud
      al
Ev




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Lesson Summary – Editing Text
     In this lesson, you learned how to select text. You learned how to select
      individual words, as well as an entire sentence, paragraph or a block of text.
     Then, you learned how to copy and paste text using the Copy and Paste
      commands on the Home Ribbon.




                                                             y
     Next, you learned how to cut and paste text (move it from one location to
      another) using the Cut and Paste commands on the Home Ribbon.




                                                          nl
     Next, you learned how to move or copy text from one location to the other
      by using the drag-and-drop method. You learned that dragging-and-




                                                     O
      dropping involves first selecting the text that you wish to move or copy,
      clicking and holding down the mouse button, and then dragging the text to
      the desired new location. If you wish to copy the text rather then move it,
      press and hold down the Ctrl key before dragging.

                                          n
     Next, you learned how to find text in your document using the Navigation
      Pane by either clicking the Find button on the Home Ribbon or using the
                                       io
      Ctrl + F keystroke combination.
     Next, you learned how to find text and replace it with alternate text using the
                            at
      Find and Replace dialog box (Ctrl + H).
     Next, you learned how to check spelling and grammar using the Spelling and
      Grammar command button. You learned that you can add words to the
              ud


      built-in dictionary so that Word will not flag them in the future.
     Next, you learned how to look up synonyms in Word’s built-in thesaurus by
      using the Thesaurus command button on the Review Ribbon.
 al



     Next, you learned how to insert symbols into your document – that is to say,
      hundreds of special characters that do not appear on your keyboard, using
      the Symbols command on the Insert Ribbon.
Ev




     Lastly, you learned how to reverse any editing action by clicking the Undo
      Button. You also learned that you can reverse the action of the Undo
      command by clicking the Redo button.




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                                      Lesson 2 Quiz
1.   To select an entire paragraph, you:
     A. Use the Ctrl + A keystroke combination.
     B. Triple-click anywhere within the paragraph.
     C. Click the Select Paragraph button on the Home Ribbon.
     D. Double-click anywhere within the paragraph.

2.   What are two methods for copying and pasting text?




                                                             y
                                                          nl
3.   What is the difference between cutting and copying text?
     A. Copying creates a duplicate of selected text and cutting moves it to a new




                                                     O
        location.
     B. Cutting creates a duplicate of selected text and copying moves it to a new
        location.
     C. Copying adds formatting whereas cutting does not.

                                          n
     D. Cutting permanently deletes the text from your document and copying places it
        permanently on the clipboard.
                                       io
4.   Word flags the name of your business as an error each time you spell check your
     document. How can you fix this?
                            at
     A. Add your business name to the Header or Footer.
     B. Click the Add button on the Insert Ribbon.
     C. Click the Spelling and Grammar button and click Add to Dictionary.
              ud


     D. Click the Add to Dictionary button on the References Ribbon.

5.   When using drag-and-drop to rearrange text, if you wanted to copy the text rather
     than move it, you:
     A. Hold down the Shift key as you drag.
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     B. Hold down the Alt key as you drag.
     C. Hold down the Ctrl key as you drag.
Ev




     D. You can only move text with drag-and-drop, not copy text.

6.   How do you move to the end of the document?
     A. Press Ctrl + Home
     B. Press Ctrl + W
     C. Press Ctrl + Page Up
     D. Press Ctrl + End

7.   You have changed the name of your company. How can you change all instances of
     the old company name to the new company name in your Employee handbook?




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L E S S O N   2   –   E D I T I N G   T E X T




     A. Click the Exchange Text button on the Ribbon and type in the old company
        name in the Find What box, the new company name in the Replace with box
        and click Replace All.
     B. Click the Replace button on the Ribbon, type in the old company name in the
        Find What box, the new company name in the Replace with box and then click
        Replace All.
     C. Click the Spelling and Grammar from the menu and type in the old company
        name in the Find What box, the new company name in the Replace with box
        and click Replace All.
     D. You will have to change each instance of the old company name manually.




                                                             y
8.   What does it mean when Word highlights a word in your document with red




                                                          nl
     underline?
     A. The word is grammatically incorrect.
     B. The word is misspelled or does not exist in Word’s dictionary.




                                                     O
     C. The word has too many symbols.
     D. The word is considered profane and should not be used.

9.   Once you exit Word, all items from the Office Clipboard are removed.
     A. True
     B. False                             n
                                       io
10. You want insert the copyright (©) symbol into your document. You:
    A. Click the Copyright button on the Ribbon.
                            at
    B. Click the Symbol button on the Ribbon, click the Weird and Unusual
        Characters tab, click the Copyright symbol and then click the Insert button.
    C. Click the Symbol button on the Ribbon, click the Special Characters tab, click
              ud


        the Copyright symbol and then click the Insert button.
    D. Click the Special Characters button on the Ribbon, click the Copyright symbol
        and then click the Insert button.

11. What does the Undo feature do?
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    A. Reverses any editing action, including formatting.
    B. Unsaves your document.
    C. Removes all items from the Windows Clipboard
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    D. Removes unwanted symbols from your document.

12. How many items can you store on the Windows Clipboard?
    A. 20
    B. 24
    C. 16
    D. 2




© 2010 PCM Courseware, LLC                      95
L E S S O N   2   –   E D I T I N G   T E X T




LAB 2 – ON YOUR OWN
1.    Open the Lab2 document in the Lesson Files folder.

2.    Select the last two sentences of the first paragraph, beginning with the words
      “Previous writing” and ending with the words “later this year.”




                                                              y
3.    Click the Cut button on the Home Ribbon.




                                                           nl
4.    Insert two blank lines at the end of the first paragraph (hint: Press the Enter
      key twice).




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5.    Click the Paste button on the Home Ribbon.

6.    Highlight the words “Randy Schroeder” in the return address.

7.    Click the Copy icon.
                                          n
                                       io
8.    Insert 5 blank lines after the word “Sincerely,”

9.    Click the Paste icon.
                            at

10.   Move to the beginning of the document.

11.   Click the Spelling and Grammar icon on the Review Ribbon. Using the
              ud


      Suggestions list, change Ths to This and fre to free.

12.   Triple-click the sentence “Feel free to contact me if you have any questions”.
      Press the Delete key.
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13.   Click the Undo icon.
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14.   After the words “c/o Alliance Freedom Publications”, insert the
      Trademark Symbol (™) located under the Special Characters tab in the
      Symbols Dialog box.

15.   Save the document as MyLetter using the Save As command

16.   Close the document.




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                                                               3
                                                               Lesson
L E S S O N   3   –   F O R M A T T I N G   T E X T




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Lesson 3 - Formatting Text




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Lesson Topics:
3.1 Using Formatting Tools
3.2 Using the Font Dialog Box
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3.3 Using Format Painter
                           at

3.4 Using Character Effects
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3.5 Using Text Effects
3.6 Adding a Drop Cap
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3.7 Inserting Date and Time
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©2010 PCM Courseware, LLC                             97
L E S S O N   3   –   F O R M A T T I N G   T E X T




3.1 Using Formatting Tools
In this lesson, you will learn how to apply and modify formatting using the Formatting
Tools on the Ribbon.



O
            ne of the features of a Word Processing program such as Microsoft Word is




                                                                 y
            the ability to apply and modify text formatting. For instance, you can modify
            the typeface (or font) of your text, change the size of your text, or emphasize




                                                              nl
            text by applying bold, italics or underlining. When typing text in your
document, each new character you type takes on the formatting of the previous character
unless you apply new formatting. When creating a new paragraph (by pressing the Enter




                                                           O
key), the first character takes on the formatting of the paragraph mark.




                                        n
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                           at
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                          Common Formatting Options on the Font Group

The quickest and easiest way to apply and modify text formatting is to use the formatting
tools on the Home tab under the Font group. To change text emphasis, select the text
you wish to format and then click on the appropriate icon (Bold, Italics or Underline). To
change the font or font size, select the text then choose the desired option from the font
or font size drop-down list. For an explanation of what a tool does, move your mouse


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     L E S S O N   3   –   F O R M A T T I N G   T E X T




     pointer over a tool to display an informational box. The box will also display the
     keyboard shortcut for the command, if any.

     Introduced in the previous version of Word, the Mini-Toolbar displays whenever you
     point to selected text and provides quick access to common formatting commands such
     as bold, italic, font color, font type, font size, fill color, increase indent, decrease indent
     and increase/decrease font size. If you wish to turn off this feature, you can do so from
     the Word Options dialog box.




                                                                            y
                                                                         nl
                                                                   O
     To Use Formatting Tools                 n
                                          io
     1.      Select the text that you want to modify.
     2.      Click the Home tab on the Ribbon.
                                at
     3.      To emphasize text, click on the Bold, Italics or Underline icon on the Font
             group.
     4.      To change the font type, click the arrow on the Font drop-down list and select
                   ud


             the desired typeface.
     5.      To change the font size, click the arrow on the Font Size drop-down list and
             select the desired font size or type in the size manually in the font size box.
     6.      To increase or decrease the size of the selected text, click the Increase Font
             Size button or Decrease Font Size button.
      al



     7.      To use the Mini-toolbar, select the text you want to modify, point to the
             selected text with your mouse pointer and then choose the desired option from
             the Mini-toolbar.
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     Let’s Try It!
What                                                       Why

1.        Click the File tab and click Open                Displays the Open dialog box.
          on menu.




     ©2010 PCM Courseware, LLC                                99
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What                                                       Why

2.      Click the Lesson3a file and click                  Opens the Lesson3a file
        Open

3.      Click the Home tab on the Ribbon.                  Ensures that the Home tab is active.


4.      Select the words Interoffice Memo                  Selects the text we wish to format.




                                                                              y
5.      Click on the arrow next to the Font                Displays a list of available typefaces.




                                                                           nl
        drop-down list on the Ribbon as
        shown below.




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                                             n
                                          io
6.      Scroll down until you see Arial, and               Applies the Arial font to the selected text.
        then click on Arial with your left                 Notice that as you scroll through the
                                at

        mouse button as shown below.                       fonts, the Live Preview feature displays
                                                           how your text will appear if you apply
                                                           that font.
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What                                                       Why

7.      Click the Bold icon on the Ribbon                  Applies bold formatting to the selected
        as shown.                                          text.




8.      Click the Font Size drop-down list                 Applies a font size of 18 pt to the selected




                                                                              y
        on the Ribbon and select 18.                       text.




                                                                           nl
9.      Highlight the word To: in the first                Selects the text whose formatting we wish
        line of the memo.                                  to modify.




                                                                 O
10. Click the Bold icon on the Ribbon.                     Applies bold formatting to the selected
                                                           text.

11. Triple-click the body of the memo.                     Selects the entire paragraph of the memo.
                                             n
                                          io
12. Click the Font Size drop-down list                     Applies a font size of 12 pt to the selected
    on the Ribbon and select 12.                           text.
                                at
13. In the first line of the memo body,                    Selects the text whose formatting we wish
    highlight the words TFN Corp.                          to modify.
                   ud


14. Click the Italics icon on the                          Applies italics formatting to the selected
    Ribbon.                                                text.
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15. Click anywhere in the document.                        Deselects the words TFN Corp.
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16. Press and hold down the Ctrl key                       Selects the last sentence in the memo
    and click the last sentence of the                     body.
    memo body paragraph.

17. Click the Underline icon on the                        Underlines the selected text.
    Ribbon.




     ©2010 PCM Courseware, LLC                                 101
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What                                                   Why

18. Highlight the words Keoto                          Selects the text we want to modify.
    Management in the last line of the
    memo.

19. Point to the text and then click the               Applies bold formatting to the selected
    Bold button on the Mini-toolbar                    text.
    when it appears as shown below.




                                                                         y
                                                                      nl
                                                             O
20. Press Ctrl + S.                                    Saves the active document.

                                         n
                                      io
21. Press Ctrl + W.                                    Closes the active document.
                            at
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3.2 Using the Font Dialog Box
In this lesson, you will learn how to apply and modify additional formatting using the
Font Dialog Box.



T
         he Font Dialog Box allows you to apply multiple formats (bold, italics, font




                                                                 y
         size, font type, font color, etc.) to selected text at once. To apply multiple
         formatting to selected text, click the Font Dialog Box Launcher on the lower-




                                                              nl
         right corner of the Font command set then make your desired selections.




                                                        O
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                                        The Font Dialog Box



To Use the Font Dialog Box
1.    Select the text whose formatting you wish to modify.
2.    Click the Font Dialog Box Launcher on the Ribbon
      Or
      Press the Ctrl + D keyboard shortcut.
3.    Select the formatting you wish to apply.
4.    Click OK when finished.



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     Let’s Try It!
What                                                       Why

1.      Click the File tab and click Open                  Displays the Open dialog box.
        on menu.

2.      Click the Lesson3b file and click                  Opens the Lesson3b file.
        Open




                                                                              y
3.      Click the Home tab on the Ribbon.                  Ensures that the Home tab is active.




                                                                           nl
4.      Highlight the first two lines:                     Selects the text whose formatting we wish to




                                                                  O
                                                           modify.
               Rodney’s Video
           January Price Blowout
5.      Click the Font Dialog Box                          Displays the Font Dialog box.
        Launcher as shown below.
                                             n
                                          io
                                at
                   ud


6.      In the Font Style list box, click on               Selects a font style of bold to apply to the
      al



        Bold.                                              selected text.

7.      In the Size list box, scroll down to               Selects a font size of 22 to apply to the
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        22 and click.                                      selected text.

8.      Click on the Font Color arrow and                  Selects the font color to apply to the selected
        select Dark Blue from the color                    text.
        palette (first row, fourth column) as
        shown below.




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What                                                       Why




                                                                               y
                                                                            nl
                                                                  O
                                             n
                                          io
9.      Click OK.                                          Closes the font dialog box and applies the
                                                           changes.
                                at
10. Highlight the text: $14.99!                            Selects the text we wish to format.
                   ud


11. Press and hold the Ctrl key and                        Holding down the Ctrl key allows us to
    select the text as shown:                              select non-adjacent text in a document.

        $29.99!
        $9.99!
      al
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12. Press Ctrl + D                                         Ctrl + D is the keyboard shortcut to display
                                                           the Font Dialog Box.

13. In the Font Style list box, click on                   Selects a font style of bold and italics to
    Bold Italic.                                           apply to the selected text.




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What                                                   Why

14. Click on the Font Color arrow and                  Selects the font color to apply to the selected
    under the Standard Colors                          text.
    category, select Red from the color
    palette.

15. Click OK.                                          Closes the Font dialog box and applies the
                                                       changes.




                                                                          y
16. Click the Save icon on the Quick                   Saves the active document.
    Access toolbar.




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     3.3 Using Format Painter
     In this lesson, you will learn how to copy formatting from one text area to another using
     the Format Painter button.



     U          sing the Format Painter button on the Home Ribbon allows you to copy




                                                                             y
                the formatting from one area of text and apply it elsewhere in your




                                                                          nl
                document. This feature copies all formats including font typeface, font
     color, alignment, etc. to the new object. You can copy all of the attributes of an
     object to several objects by double-clicking the Format Painter button and then




                                                                 O
     selecting the objects in succession to which you want to apply the formatting.




                                             n
                                          io
                                at

     To Copy Formatting from One Location to Another
     Using the Format Painter Button
                   ud


     1.     Select the text whose formatting you wish to copy.
     2.     Click the Format Painter button under the Clipboard command set on the
            Ribbon.
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     3.     Select the text that is to receive the new formatting.
     4.     To copy the formatting to several locations, double-click the Format Painter
            button.
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     5.     When finished, click the Format Painter button to deactivate it.

     Let’s Try It!
What                                                       Why

1.        Highlight the sentence which reads:              We are going to apply formatting to the
                                                           selected sentence, and then apply that
All previously viewed DVD’s -                              formatting to the other sentences using the
     $14.99!                                               Format Painter button.




     ©2010 PCM Courseware, LLC                                107
     L E S S O N   3   –   F O R M A T T I N G   T E X T




What                                                       Why

2.      Click the Bold icon on the Ribbon.                 Applies bold formatting to the selected text.


3.      From the Font Size drop-down list                  Applies a 14 pt font size to the selected text.
        on the Ribbon, select 14.

4.      Click the Format Painter button                    Activates the Format Painter button and
        on the Ribbon.                                     picks up the formatting of the selected




                                                                              y
                                                           sentence.




                                                                           nl
5.      Highlight the sentence which reads:                Applies the formatting from the first
                                                           sentence to the selected sentence.
          All new DVD’s - $29.99!




                                                                  O
6.      Double-click the Format Painter                    Picks up the formatting of the selected
        button.                                            sentence. Double-clicking the Format

                                             n             Painter button allows us to apply the
                                                           formatting multiple times.
                                          io
7.      Highlight the sentence which reads:                Applies the formatting to the selected
                                                           sentence.
                                at
      Every VHS movie in the store -
                 $9.99!
                   ud


8.      Highlight the sentence which reads:                Applies the formatting to the selected
                                                           sentence.
      Hurry…..Sales ends January 31st
      al



9.      Click the Format Painter button.                   Deactivates the Format Painter button.
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10. Click on the text: $14.99!                             Select the text whose formatting we wish to
                                                           copy.

11. Click the Format Painter button.                       Activates the Format Painter button.


12. Click on the word: Hurry!                              Applies the copied formatting to the word
                                                           “Hurry!”




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3.4 Using Character Effects
In this lesson, you will learn how to apply Character Effects to selected areas of text.



C           haracter Effects allow you to add special effects to characters, drawing your
            attention to them and making them stand out from the neighboring text.




                                                                     y
            Character Effects include:




                                                                  nl
Strikethrough                                             SMALL CAPS




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Double strikethrough                                      ALL CAPS
Super
        script                                            Hidden (only appears on the
                                                          screen – not printed)

Sub   script                               n
                                        io
Character effects are found in the Font tab of the Font dialog box.
                              at
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To Use Character Effects
1.       Select the text to which you wish to apply a character effect.


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     2.     Click the Font Dialog Box Launcher on the Ribbon
            Or
            Press the Ctrl + D keyboard shortcut.
     3.    Click the Font tab.
     4.    Click the check box next to the character effects you wish to apply.
     5.    Click OK.


     Let’s Try It!




                                                                           y
What                                                 Why




                                                                        nl
1.        Highlight the text: $14.99! in             Selects the text to which we will apply a character
          the first sentence as shown.               effect.




                                                              O
2.        Click the Font Dialog Box          n       Displays the Font dialog box.
                                          io
          Launcher.

3.        Click the check box next to                Chooses the character effect that we will apply to
                                at
          Strikethrough as shown below.              the selected text.
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What                                                 Why

4.      Click OK.                                    Applies the character effect and closes the Font
                                                     dialog box.

5.      Set the insertion point at the end           Sets the insertion point where we will type in the
        of the first sentence, behind the            next price.
        word $14.99

6.      Press Ctrl + D.                              Displays the Font dialog box.




                                                                           y
                                                                        nl
7.      Uncheck the box next to                      Turns off the Strikethrough effect so it will not be
        Strikethrough.                               applied to the new text that we are going to type.




                                                               O
8.      Click OK.                                    Closes the Font dialog box.


9.      Press the spacebar, and then
        type: $12.99 as shown.               n       Enters new text to the right of the text to which we
                                                     applied the strikethrough effect.
                                          io
                                at
10. Click the Save icon.                             Saves the active document.
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     ©2010 PCM Courseware, LLC                              111
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3.5 Using Text Effects
In this lesson, you will learn how to apply Text Effects to selected areas of text.



T        ext Effects (new in Word 2010) allow you to add visual effects such as
         shadow, outline, reflection and glow to selected text, which can really jazz up




                                                                   y
         your documents. Word comes with many preset effects you can use, as well
as the ability to customize your text effects.




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Click the Text Effects button the Ribbon to access the Text Effects gallery.


To Use Text Effects
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1.   Select the text to which you wish to apply text effects.
2.   In the Font group on the Home Ribbon, click the Text Effects icon.
3.   Click the preset Text Effect you wish to use.
4.   For additional options, point to Outline, Shadow, Reflection or Glow and
     then click on the effect you wish to apply.
5.   To further customize your text effects, choose Outline Options, Shadow
     Options, Reflection Option or Glow Options and make your desired
     selections.




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     6.     To remove a text effect, click the Text Effects icon and choose Clear Text
            Effects.


     Let’s Try It!
What                                                  Why

1.        Highlight the first line of text            Selects the text to which we will apply a text effect.
          that reads: Rodney’s Video.




                                                                            y
2.        Click the Text Effects button in            Displays the Text Effects gallery.




                                                                         nl
          the Font group as shown below.




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                                                n
                                             io
                                 at
3.        Select the effect in the 4th                Applies the effect to the selected text.
          column, 3rd row as shown below.
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     ©2010 PCM Courseware, LLC                               113
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What                                                 Why

4.      Highlight the second line of text            Selects the text to which we want to add a text
        that reads: January Price                    effect.
        Blowout.

5.      Click the Text Effects button in             Displays the Text Effects gallery.
        the Font group.

6.      Point to Glow.                               Displays the Glow gallery.




                                                                           y
                                                                        nl
7.      Select the Glow effect in the first          Applies the Glow effect to the selected text.
        row, first column as shown
        below.




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                                at
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8.      Click the File tab and then click            Saves and closes the file.
        Close. Save your changes.




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3.6 Adding a Drop Cap
In this lesson, you will learn how to create a large dropped initial capital letter.



A        Drop Cap is a large dropped initial capital letter spanning several lines,
        usually at the beginning of the first paragraph of a chapter or section, that




                                                                    y
        draws attention to that paragraph (such as at the beginning of this
paragraph, for example).




                                                                 nl
There are two types of Drop Caps: The Dropped style, where the Drop Cap is
surrounded by the text in the paragraph as in the first example below, and the In




                                                        O
Margin style, where the Drop Cap is placed in the margin, as in the second example
below.



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To add a Drop Cap, click anywhere within the paragraph where you want to have a drop
cap initial for the first word in the paragraph, click the Insert tab and then click the Drop
Cap button on the Text group of the Ribbon. A list will display from where you can
choose the desired Drop Cap style.

To change Drop Cap options such as the font of the Drop Cap letter, the number of
lines across which the Drop Cap will span or the distance the Drop Cap is to be placed
from the text, select Drop Cap Options from the list to display the Drop Cap dialog
box.




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     To Add a Drop Cap
     1.     Click anywhere within the paragraph to which you want to add a Drop Cap.
     2.     Click the Insert tab on the Ribbon.
     3.     Click the Drop Cap button on the Text command set.
     4.     Select the Drop Cap style you want from the list.
     5.     To modify Drop Cap settings:
            a. Click Drop Cap Options from the list
            b. Select a font for the Drop Cap from the Font drop-down list.




                                                                            y
            c. Enter the number of lines across which the Drop Cap should span in the
                Lines to Drop box.




                                                                         nl
            d. Enter the amount of distance that there should be between the Drop Cap
                and the paragraph text (in inches).
            e. Click OK when finished.




                                                                 O
     Let’s Try It!
What                                                       Why

1.        Click the File tab and then click  n             Displays the Open dialog box.
                                          io
          Open on the menu.

2.        Click on the Lesson3c file and click             Opens the Lesson3c file.
                                at
          Open.

3.        Click anywhere within the paragraph.             Selects the paragraph to which we will add an
                   ud


                                                           initial Drop Cap letter.

4.        Click the Insert tab on the Ribbon.              Displays Insert commands and tools.
      al



5.        Click the Drop Cap button under                  Instead of choosing a default style, we want to
          the Text command set and choose                  adjust some settings.
Ev




          Drop Cap Options from the list as
          shown.




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What                                                       Why

6.      In the Position area, click the                    Selects Dropped as the Drop Cap style.
        Dropped box as shown.




                                                                            y
                                                                         nl
                                                                 O
7.      Click the Font drop-down list arrow                Selects the font for our Drop Cap letter.
        and type “Alge” until Algerian
        appears in the list. Click Algerian.

8.      Click OK.                            n             Adds a Dropped style initial drop cap character
                                          io
                                                           to the first word of the paragraph as shown
                                                           below.
                                at
                   ud


9.      Click the Drop Cap button on the                   Removes the drop cap from the paragraph.
        Ribbon and select None from the
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        list.

10. Click the Undo icon.                                   Reverses the last action and restores the Drop
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                                                           Cap.

11. Click the Save button.                                 Saves the active document.


12. Press the Ctrl + W keystroke                           Closes the active document.
    combination.




     ©2010 PCM Courseware, LLC                               117
L E S S O N   3   –   F O R M A T T I N G   T E X T




3.7 Inserting the Date and Time
In this lesson, you will learn how to insert the current date and time into a document.



T        he Date and Time dialog box allows you to insert the current date and
        time into your document and choose from a variety of date and time




                                                                 y
        formats. To have the date and time field update automatically to the current
date and/or time every time the document is opened, click the Update




                                                              nl
automatically check box.




                                                        O
                                        n
                                     io
                           at
              ud
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To Insert the Current Date and Time
1.    Set the insertion point where you wish to insert the date and time.
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2.    Click the Insert tab on the Ribbon.
3.    Click the Date & Time button under the Text group to display the Date &
      Time dialog box.
4.    Click the desired date/time format from the Available formats list.
5.    If desired, click the Update automatically checkbox to update the date/time
      field to the current date and time.
6.    Click OK.




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     L E S S O N   3   –   F O R M A T T I N G   T E X T




     Let’s Try It!
What                                                       Why

1.      Press Ctrl + O.                                    Displays the Open dialog box.


2.      Click on the Lesson3d file and click               Opens the Lesson3d file.
        Open.




                                                                             y
3.      Place the insertion point in the                   Sets the insertion point.




                                                                          nl
        beginning of the sentence before the
        words: John S. Doe




                                                                 O
4.      Press the Enter key twice.                         Inserts two blank lines above the address.


5.      Press the Up Arrow key twice                       Moves the insertion point up two lines to
                                             n             where we want to insert the date.
                                          io
6.      Click the Insert tab on the Ribbon.                Ensures that the Insert tab is active.
                                at

7.      Click the Date & Time button on                    Displays the Date and Time dialog box.
        the Text command set as shown
        below.
                   ud
      al
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     ©2010 PCM Courseware, LLC                                119
     L E S S O N   3   –   F O R M A T T I N G   T E X T




What                                                       Why

8.      Click on the third format from the                 Selects the date and time format to apply to the
        top in the Available formats list as               current date.
        shown.




                                                                            y
                                                                         nl
                                                                 O
9.      Click the Update automatically                     Sets the option to automatically update the date
        checkbox, if it is unchecked.                      each time the document is opened.

10. Click OK.
                                             n             The current date is inserted into the document
                                                           as a field.
                                          io
11. Click the Save icon.                                   Saves the active document.
                                at

12. Press the Ctrl + W keystroke                           Closes the active document.
    combination.
                   ud
      al
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     Word 2010 Level 1                                       120
L E S S O N   3   –   F O R M A T T I N G   T E X T




Lesson Summary – Formatting Text
     In this lesson, you learned how to apply formatting such as bold, italics,
      underline, change font size, etc. to selected text using the Formatting tools
      under the Home Ribbon.
     Next, you learned how to apply multiple formatting (bold, italics, font size,




                                                               y
      font color, etc.) to selected text from the Font Dialog Box by clicking the
      Font Dialog Box Launcher on the lower-right corner of the Font command




                                                            nl
      set.
     Next, you used Format Painter button under the Clipboard group on the
      Home Ribbon to copy the formatting from one area of text and apply it




                                                        O
      elsewhere in your document. You learned that this feature copies all formats
      including font typeface, font color, alignment, etc. to the new object.
     Next, you learned how to apply character effects such as strikethrough,

                                        n
      subscript, superscript, all caps, etc. to selected text from the Font Dialog
      Box.
                                     io
     Next, you learned how to apply text effects such as outline, shadow,
      reflection and glow by using the Text Effects icon on the Font group of the
      Home Ribbon.
                           at

     Next, you learned how to add a large dropped initial capital letter spanning
      several lines, at the beginning of the first paragraph of a chapter or section,
              ud


      to draw attention to that paragraph. To do so, use the Drop Cap command
      button on the Text group on the Insert Ribbon.
     Lastly, you learned how to insert the date and time into your document using
      the Date and Time command button on the Text group on the Insert
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      Ribbon. You learned how to set the date and time to update automatically
      every time the document is opened.
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©2010 PCM Courseware, LLC                             121
L E S S O N   3   –   F O R M A T T I N G   T E X T




                                  Lesson 3 Quiz
1.   Name three formatting effects that you can apply from the Ribbon.




2.   How can you modify the font size of selected text (select all that apply)




                                                               y
     A. Select the new font size from the Font drop-down list on the Home Ribbon.
     B. Select the new font size from the Font drop-down list on the Insert Ribbon.




                                                            nl
     C. Click the Font Dialog Box Launcher and selected the desired font size from the
        dialog box.
     D. Point to the text and click select the new font size from the Mini-Toolbar.




                                                        O
3.   What is the keyboard shortcut to display the Font dialog box?


4.
                                        n
     The Font Dialog Box (select all that apply):
     A. Allows you to apply multiple fonts to selected text at once.
                                     io
     B. Allows you to add Font Effects, such as strikethrough and superscript to
         selected text.
     C. Allows you to add a drop cap to your paragraphs.
                           at
     D. Allows you to insert the date and time into your document.

5.   You want to apply formatting from one area of text to several locations in your
     document using Format Painter. To achieve this, you:
              ud


     A. Click on the Format Painter button and select all the areas of text to which you
         want to apply formatting.
     B. Click on the Format Painter, hold down the Shift key, and select all the areas of
         text to which you want to apply formatting.
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     C. Click on the Format Painter, hold down the Ctrl key, and select all the areas of
         text to which you want to apply formatting.
     D. Double-click on the Format Painter and select all the areas of text to which you
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         want to apply formatting.

6.   What are character effects?
     A. Formatting such as bold, italics and underline.
     B. Animation applied to your text.
     C. Special formatting such us strikethrough and subscript applied to text.
     D. Another name for Drop Cap.

7.   Under which Ribbon tab can you find the Font command buttons?
     A. The Home Tab
     B. The Formatting Tab


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L E S S O N   3   –   F O R M A T T I N G   T E X T




     C. The Insert Tab
     D. The Font Tab

8.   Which of the following is NOT a formatting tool?
     A. Bold
     B. Italics
     C. Date & Time
     D. Fill Color

9.   How can you add a Drop Cap letter to a paragraph?




                                                               y
     A. Click anywhere in the paragraph, click the Drop Cap button on the Insert
        Ribbon and choose the desired drop cap style.




                                                            nl
     B. Click the Drop Cap button on the Home Ribbon and choose the desired drop
        cap style.
     C. Click the Drop Cap button on the Tools Ribbon and choose the desired drop




                                                        O
        cap style.
     D. Press the Ctrl + D keystroke combination.

10. How can you insert the date and time so that it updates automatically every time you
    open your document?
                                        n
    A. Click the Date & Time button on the Insert Ribbon and choose “Updatable
                                     io
        Date” from the available formats list.
    B. Click the Date & Time button on the Insert Ribbon and click the Update
        Automatically checkbox.
                           at
    C. Click the Date & Time button on the Tools Ribbon and click the Add Date as
        Field checkbox.
    D. Click the Date and Time Update button on the Home Ribbon.
              ud
 al
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©2010 PCM Courseware, LLC                             123
L E S S O N   3   –   F O R M A T T I N G   T E X T




LAB 3 – ON YOUR OWN
1.    Open the Lab3 document in the Lesson Files folder.

2.    Using the Font command set, apply bold formatting to the Title (Do not
      forget to select the title first).




                                                               y
3.    Use the Font command set, change the size of the Title to 16 pt.




                                                            nl
4.    With the title highlighted, display the Font dialog box, click the Font tab and
      change the color of the title to Dark Blue.




                                                        O
5.    Add a Shadow text effect to the title (your choice). Click OK to close the
      Font dialog box.

6.    Highlight the word “Molière’s” in the first sentence of the first paragraph.

7.    Click the Italic icon.            n
                                     io
8.    Double-click the Format Painter button to apply the formatting in Number 7
      to every instance of the word “Molière” in the document. Click the Format
                           at
      Painter button when finished to deselect it.

9.    Insert two blank lines at the end of the paragraph and insert the current date.
              ud


      Format the date so it displays in the format: 1/12/2003 and updates
      automatically.

10.   Add a Drop Cap to the paragraph using the Dropped style.
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11.   Save the document with the name: My Formatting Doc

12.   Close the document.
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Word 2010 Level 1                                     124
                                                                         4
                                                                         Lesson
L E S S O N   4   –   W O R K I N G   W I T H   P A R A G R A P H S




Lesson 4 - Working with Paragraphs




                                                                         y
Lesson Topics:




                                                                      nl
4.1      Adding Borders to a Paragraph




                                                            O
4.2      Adding Shading to a Paragraph
4.3      Aligning Text
4.4      Adjusting Line Spacing          n
                                      io
4.5      Adjusting Spacing between Paragraphs
                           at

4.6      Indenting Paragraphs
              ud


4.7      Setting Tabs with the Ruler
4.8      Changing Tabs
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4.9      Setting Tabs with the Tabs Dialog Box
4.10 Creating a Bulleted List
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4.11 Creating and Customizing a Numbered List
4.12 Creating a Hanging Indent




© 2010 PCM Courseware, LLC                            125

				
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