Microsoft Word 2010 Tutor 2

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Microsoft Word 2010 Tutor

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INSTRUCTOR-LED COURSEWARE

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Word 2010 – Level 2

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 PCM Courseware, LLC.
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

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Word 2010 – Level 2

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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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COPYRIGHT NOTICE AND LICENSE AGREEMENT

 PCM Courseware, LLC. 2010
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ALL RIGHTS RESERVED. This material is copyrighted and all rights are reserved by PCM
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
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for more than one location. The number of locations eligible for use of the course materials will equal the
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
personal use only.

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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.

This license entitles the purchaser of the Entire Courseware Library to receive any new courseware or any
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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
Internet Connection at the purchaser’s location resulting in an inability of download any new courseware.
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The purchaser’s remedy for problems or inconveniences encountered from the use of the training manual
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
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inform PCM Courseware, LLC of any errors or omissions in any of the courseware materials.

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
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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 2 – INTRODUCTION ...........................................................................................7

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COURSE REQUIREMENTS................................................................................................................7
COMPONENTS OF THE MANUAL .....................................................................................................8
TRAINING FILES .............................................................................................................................9
WHAT’S NEW IN WORD 2010?.....................................................................................................10
LESSON 1 -
TEMPLATES AND STYLES .........................................................................................12
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1.1
USING EXISTING TEMPLATES .............................................................................................13
1.2
CREATING A TEMPLATE .....................................................................................................18
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1.3
MODIFYING A TEMPLATE ...................................................................................................22
1.4
APPLYING QUICK STYLES ..................................................................................................27
1.5
CHANGING THE STYLE SET ................................................................................................30
1.6
CREATING A STYLE SET .....................................................................................................32
1.7
CREATING A NEW STYLE ...................................................................................................34
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1.8
MODIFYING A STYLE ..........................................................................................................39
1.9
MANAGING STYLES ...........................................................................................................42
LESSON SUMMARY – TEMPLATES AND STYLES ...........................................................................46
LESSON 1 QUIZ ............................................................................................................................48
LAB 1 – ON YOUR OWN ..........................................................................................................50
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LESSON 2 -
COLUMNS AND TABLES ............................................................................................51
2.1
CREATING COLUMNS .........................................................................................................52
2.2
ADDING A COLUMN BREAK ...............................................................................................54
2.3
MODIFYING COLUMN LAYOUT ..........................................................................................56
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2.4
CREATING A TABLE............................................................................................................58
2.5
INSERTING ROWS AND COLUMNS.......................................................................................62
2.6
DELETING ROWS AND COLUMNS ......................................................................................66
2.7
MODIFYING TABLE BORDERS ............................................................................................69
2.8
ADJUSTING COLUMN WIDTH IN A TABLE ..........................................................................74
2.9
ADJUSTING ROW HEIGHT IN A TABLE ................................................................................77
2.10
FORMATTING A TABLE .....................................................................................................79
2.11
MERGING AND SPLITTING CELLS .....................................................................................82
2.12
CHANGING TEXT ORIENTATION AND ALIGNMENT ...........................................................84
2.13
TOTALING ROWS AND COLUMNS .....................................................................................87
2.14
CONVERTING TEXT TO A TABLE ......................................................................................90
2.15
SORTING DATA IN A TABLE .............................................................................................93

Introduction 4
I N T R O D U C T I O N

2.16
APPLYING CELL SHADING TO A TABLE ............................................................................96
LESSON SUMMARY – COLUMNS AND TABLES..............................................................................99
LESSON 2 QUIZ ..........................................................................................................................101
LAB 2 – ON YOUR OWN ........................................................................................................104
LESSON 3 -
WORKING WITH GRAPHICS ...................................................................................106
3.1
ADDING CLIP ART ............................................................................................................107
3.2
ADDING A PICTURE FROM A FILE......................................................................................111
3.3
ADDING SHAPES ...............................................................................................................113
3.4
FORMATTING DRAWING OBJECTS ....................................................................................117
3.5
RESIZING AND MOVING OBJECTS.....................................................................................121

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3.6
ADJUSTING GRAPHICS......................................................................................................125
3.7
CROPPING IMAGES ...........................................................................................................128
3.8
APPLYING QUICK STYLES TO IMAGES ..............................................................................131

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3.9
APPLYING IMAGE EFFECTS ..............................................................................................133
3.10
INSERTING WORDART ...................................................................................................136
3.11
USING THE BACKGROUND REMOVAL TOOL ...................................................................141
3.12
INSERTING SMARTART...................................................................................................144

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3.13
INSERTING AN ORGANIZATION CHART ..........................................................................150
3.14
MODIFYING AN ORGANIZATION CHART .........................................................................154
3.15
TAKING A SCREENSHOT .................................................................................................157
LESSON SUMMARY – WORKING WITH GRAPHICS ......................................................................160
LESSON 3 QUIZ ..........................................................................................................................162
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LAB 3 – ON YOUR OWN ........................................................................................................164
LESSON 4 -
USING MAIL MERGE ..............................................................................................165
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4.1
SETTING UP A MERGE LETTER .........................................................................................166
4.2
SELECTING RECIPIENTS FROM A DATA SOURCE...............................................................170
4.3
WRITING YOUR LETTER ...................................................................................................173
4.4
PREVIEWING YOUR LETTER..............................................................................................178
4.5
COMPLETING THE MERGE ................................................................................................180
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4.6
CREATING A RECIPIENT LIST ...........................................................................................182
4.7
MERGING LABELS ............................................................................................................188
4.8
MERGING ENVELOPES ......................................................................................................193
LESSON SUMMARY – USING MAIL MERGE ................................................................................198
LESSON 4 QUIZ ..........................................................................................................................199
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LAB 4 – ON YOUR OWN ........................................................................................................201
LESSON 5 -
WORKING WITH DOCUMENT SECTIONS ................................................................202
5.1
INSERTING A SECTION BREAK ..........................................................................................203
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5.2
SETTING SECTION MARGINS AND PAGE ORIENTATION ....................................................206
5.3
MODIFYING SECTION HEADERS AND FOOTERS ................................................................209
5.4
MODIFYING PAGE NUMBERS IN A SECTION FOOTER ........................................................211
5.5
REMOVING A SECTION BREAK .........................................................................................214
LESSON SUMMARY – WORKING WITH DOCUMENT SECTIONS ...................................................216
LESSON 5 QUIZ ..........................................................................................................................217
LAB 5 – ON YOUR OWN ........................................................................................................219
LESSON 6 -
WORKGROUP COLLABORATION ............................................................................220
6.1
TRACK CHANGES TO A DOCUMENT .................................................................................221
6.2
ACCEPT/REJECT CHANGES TO A DOCUMENT ...................................................................224
6.3
COMPARE AND MERGE CHANGES ....................................................................................226
6.4
INSERTING COMMENTS INTO A DOCUMENT .....................................................................230

6.5
WEB PAGE PREVIEW ........................................................................................................233
6.6
SAVING A DOCUMENT AS A WEB PAGE............................................................................236
6.7
INSPECTING DOCUMENTS .................................................................................................239
6.8
CHECKING DOCUMENT COMPATIBILITY ..........................................................................241
6.9
CHECKING DOCUMENT ACCESSIBILITY ...........................................................................243
6.10
PASSWORD PROTECTING A DOCUMENT .........................................................................246
LESSON SUMMARY – WORKGROUP COLLABORATION ...............................................................249
LESSON 6 QUIZ ..........................................................................................................................251
LAB 6 – ON YOUR OWN ........................................................................................................253
CLASS PROJECT.............................................................................................................................255

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INDEX .............................................................................................................................................257

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

Word 2010 Level 2 – 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.
2. Step-by-step “how to” instructions.

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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. A chapter summary at the end of the lesson, reviewing major concepts and

6.
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topics discussed in the chapter.
Chapter quiz to ensure that learning has taken place.
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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
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
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ability to pull out the main points quickly without having to filter the desired
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.

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!”
exercise. Each step in the Let’s Do It exercise provides the
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How (step-by-step) and Why (the reason for performing the
step) of each phase necessary to accomplish the task.
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Lesson Summary The sections concepts are summarized in sequential order in
the Lesson Summary section, allowing for quick review.
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
document simultaneously online.
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New Numbering Word now includes new fixed-digit numbering formats such as
Formats 001, 002, 0001, 00002, etc.
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Office Button Redesign of the Office Button. It is now a small rectangle
rather than a large circle and contains only basic window
commands.
Office Live Office 2010 syncs nicely with your Office Live Workspace
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Workspace
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.

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User Interface New cleaner interface. You can now show or hide the Ribbon
with a single click.

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Lesson 1 - Templates and Styles

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Lesson Topics:
1.1 Using Existing Templates
1.2 Creating a Template
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1.3 Modifying a Template
1.4 Applying Quick Styles
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1.5 Changing the Style Set
1.6 Creating a Style Set
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1.7 Creating a New Style
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1.8 Modifying a Style
1.9 Managing Styles

Word 2010 Level 2 12
L E S S O N 1 – T E M P L A T E S A N D S T Y L E S

1.1 Using Existing Templates
In this lesson, you will learn how to create a new document using an existing Microsoft Word Template.

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icrosoft Word has several pre-designed templates that you can use to
create new documents, saving you the time of creating documents from

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scratch. Templates are documents that already contain formatting, layout
design and commonly used text. Some templates available include letters and

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faxes, reports, brochures – even blog posts. If you find yourself using the same layout,
formatting, or wording over and over, using templates can really be a timesaver.

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To use a template, create a new document based on a template and fill in the data – the
design and formatting process is already done for you. You can use the installed
templates that come with Word or download hundreds of additional templates from
Microsoft Office Online.
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To Create a Document from a Word Template
1. Click the File tab and then click New.

2. Click Installed Templates in the left pane.
3. Click the Sample Templates icon in the Available Templates area on top of
your screen.
4. Click the template you want. A preview of the template is displayed in the right
pane.
5. Click the Create button.
6. To view additional templates from Microsoft Office Online:
a. Under the Office.com category in the left pane, click the template category.
b. Select the template you want to use. A preview of the template is displayed
in the right pane.

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c. Click Download to install the template on your computer. You will now be
able to access your downloaded template from the My templates area.

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7. To return back to the main templates screen, click the Home button on top of
your screen.

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Let’s Try It!
What Why

1. Open Microsoft Word
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2. Click the File tab and then click New Displays the New Document window.
from the menu.
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3. Under the Available Templates area Displays a list of templates that come
on top of your screen, click Sample pre-installed on your computer.
Templates as shown below.
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4. Click the Equity Fax template in the Selects the template that we will use.
center pane.

Word 2010 Level 2 14
L E S S O N 1 – T E M P L A T E S A N D S T Y L E S

What Why

5. In the Preview pane, make sure that Sets the option to create a new document
the Document radio button is from the template.
selected.

6. Click the Create button in the right Creates a new document based upon the
pane. Equity template.

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7. Click in the [Type the recipient Enters information in the “To” area of the
name] area after the To column, and fax.

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type: Rodney’s Video, Inc.

8. Press the Tab key twice. Moves to the From field.

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9. Type: Mary Lindstrom Enters info in the From field.

10. Press the Tab key.
n Moves to the Fax number field.
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11. Type: 555-222-6532 Enters the fax number in the Fax field.

12. Press the Tab key twice. Moves to the Pages field
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13. Type: 1 Enters “1” in the Pages field.
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14. Press the Tab key twice. Moves to the recipient Phone Number
field
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15. Type: 555-694-7030 Enter the phone number in the Phone
field.

16. Press the Tab key twice. Moves to the Date field

17. Type: 6/19/2010 Enters info in the Date field. You could
also click the drop-down arrow and
choose a date from the calendar.

What Why

18. Press the Tab key. Moves to the Re: field.

19. Type: A new Account. Enter info in the Re: field.

20. Press the Tab key twice. Moves to the CC: field.

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21. Type: Rodney Larson Enters info in the CC (Carbon Copy) field.

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The Completed Fax
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22. Click in the Urgent box and type x Enters an “x” in the Urgent box.

23. Click the Save button on the Quick Displays the Save As dialog box. As the
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Access toolbar. template created a new document, Word
prompts us for a filename.
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24. Click the Desktop icon on the left Displays the contents of the Desktop
side of the Save As window. folder.

25. Double-click on the Lesson Files Displays the contents of the Lesson Files
folder. folder.

26. In the File name box, type in: My Enters a file name for the new document.
Fax as shown below.

Word 2010 Level 2 16
L E S S O N 1 – T E M P L A T E S A N D S T Y L E S

What Why

27. Click the Save button. Saves the document and closes the Save
dialog box.

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28. Click the File tab and choose Close Closes the active document.
from the File Options menu.

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1.2 Creating a Template
In this lesson, you will learn how to create a custom template.

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n addition to using pre-defined templates, you can create your own custom
templates based on your own design and your own formatting. For instance, you

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may want your company’s name and address, along with your company logo on
every document that you create. Rather than manually adding this information each

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time you create a document, you can instead create a template containing the information
you want that you can use over.

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Microsoft Word saves a template file with a .dotx extension (rather than the .docx
extension of a standard Word document). To save a document as a template, click the
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Microsoft Office button, click to Save As from the menu then choose Word Template
from the Save as Type drop-down list. Microsoft Word will automatically save your
template in the My Templates folder, so Word can easily find your template when
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needed.

To Create a Custom Template
1. Create a new document with your desired text, formatting, and layout.
2. Click the File tab and then click Save As to display the Save As dialog box.
3. Click the Save as Type drop-down list and choose Word Template from the
list.
4. Type the name for your template in the File Name text box.
5. Click the Save button.

Word 2010 Level 2 18
L E S S O N 1 – T E M P L A T E S A N D S T Y L E S

Let’s Try It!
What Why

1. Press the Ctrl + N keystroke Creates a new blank document.
combination.

2. Type the following address as shown Enters text for our letter.
below.

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Rodney’s Video
101 Video Avenue

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Hollywood, CA 90210

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

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4. Type: Dear Enters the salutation.

5. Press the Enter key four times.
n Inserts 4 blank lines.
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6. Type: Sincerely, Enters the closing.
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7. Press the Enter key four times. Inserts 4 blank lines.

8. Type: Rodney Larson, CEO Enters the closing signature.
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9. Press the keystroke combination Selects the entire document.
Ctrl + A
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10. From the Font drop-down list, Chooses Arial as the font.
choose Arial.

11. From the Font Size drop-down list Chooses 10 point as the font size.
on the Home Ribbon, choose 10.

12. Click the Paragraph Dialog Displays the Paragraph dialog box.
Launcher as shown below.

What Why

13. Click the Line Spacing drop-down Sets the line spacing to single space.

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list and choose Single.

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14. In the Spacing area, triple-click in Sets the after paragraph spacing to 0.
the After box and type in: 0

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15. Click OK. Closes the Paragraph dialog box.

16. Click the File tab and click Save As. Displays the Save As dialog box.

17. Click the Save as Type drop-down
n Sets the document type as Word Tempalte.
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list and choose Word Template
from the list.

18. In the File name box, type: My Enters a name for the template.
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Letter

19. Click the Save button. Saves the Template in the default
Templates directory and closes the Save as
dialog box.
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20. Click the File tab and click Close Closes the active document.
from the File Options menu.
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21. Click the File tab and then click New Displays New Document Task Pane on
from the menu. the right side of your screen.

22. Under the Available Templates area Displays a list of templates that you
on the top of your screen, click My have created.
Templates as shown below.

Word 2010 Level 2 20
L E S S O N 1 – T E M P L A T E S A N D S T Y L E S

What Why

23. Click the My Letter template as Opens the template file as a new

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shown below and then click OK. document.

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24. Click the Save icon. Displays the Save As dialog box. When
using a template, Word automatically
prompts us to provide a document name.
25. Click Cancel. Cancels the Save action.
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26. Click the File tab and choose Close Closes the new document without saving
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from the File Options menu. Click changes.
Don’t Save when asked to save your
changes.

1.3 Modifying a Template
In this lesson, you will learn how to make changes to an existing template.

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ou can make changes to a template after you create it by opening the template
directly from the Templates folder. Template files are saved in the Templates

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folder by default. This folder is usually located at: C:\Users\[your user
name]\Application Data\Microsoft\Templates if you are using Windows

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XP or, C:\Users\[your user name]\AppData\Roaming\Microsoft\Templates if
you are using Windows Vista or Windows 7. You may need to navigate to this folder to
find your existing templates.

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Being able to find your template files is especially handy if you want to copy your
templates to another computer or make a back up of any templates that you have created
or downloaded.
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Another way to edit a template (although a bit sloppier) is to create a new document
based upon the template that you want to edit. Make your changes and then save the
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new document as a Template (with the same name as the original template), as we did in
the last lesson. Click Yes when asked if you wish to replace the existing file.

To Edit an Existing Template (for Windows XP
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Users)
1. Click the File tab and then click Open.
2. Click My Computer in the left pane.
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3. Double-click Local Disk (C:) in the left pane.
4. Double-click Documents and Settings.
5. Double-click the folder with your User Name.
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6. Double-click Application Data.
7. Double-click Microsoft.
8. Double-click Templates.
9. Select the desired template file and click Open.
10. Make any changes to the template.
11. Click the Save button to save your changes.

Word 2010 Level 2 22
L E S S O N 1 – T E M P L A T E S A N D S T Y L E S

To Edit an Existing Template (for Windows Vista or
Windows 7 Users)
1. Click the File tab and then click Open.
2. Click Computer in the Favorite Links area.
3. Click Local Disk (C:) in the right pane.
4. Double-click Users.
5. Double-click the folder with your User Name.
6. Double-click AppData.

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7. Double-click Roaming
8. Double-click Microsoft.

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9. Double-click Templates.
10. Select the desired template file and click Open.
11. Make any changes to the template.

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12. Click the Save button to save your changes.

Let’s Try It!
What n Why

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

2. Click the Files of Type arrow and Sets the file type to Word Templates.
then click Word Templates as shown
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below.
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3. Click the Computer icon (or My Displays all drives on your computer.
Computer) on the left side of your
screen.

What Why

4. If you are using WindowsXP, navigate Switches to the Templates folder.
to: Local Disk (C:)\Documents and
Settings\[your user
name]\Application
Data\Microsoft\Templates.

If you are using Windows Vista,
navigate to: Computer\Local Disk

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(C:)\Users\[your user
name]\AppData\Roaming\

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Microsoft\Templates.

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5. Click the My Letter file. Selects the template file we wish to open.

6. Click the Open button. Opens the template file.

7. Highlight the 3-line return address as
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shown.
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8. Click the Bold button on the Home Applies bold formatting to the address.
Ribbon.
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9. Click the Center alignment button on Centers the selected address.
the Home Ribbon.
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10. Click the Shading button arrow on Displays the color palette.
the Paragraph group of the Ribbon as
shown below.

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What Why

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11. Click the gray box in the third row, Selects the paragraph shading we want to
first column of the color palette as apply to our address.
shown.

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12. Click the arrow on the Line Spacing Sets paragraph line spacing to 1.5 spaces.
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button as shown and click 1.5 from
the menu.
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13. Click the Save icon. Saves the template.

14. Click the File tab and choose Close Closes the template.
from the File Options menu.

15. Click the File tab and then click New Displays New Document Task Pane on
from the menu. the right side of your screen.

What Why

16. Under the Available Templates area Displays a list of templates that you
on top of your screen, click My have created or downloaded.
Templates.

17. Click the My Letter template as Opens the template file as a new
shown below and then click OK. document.

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18. Observe the changes. The changes we made are applied to the
template.

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19. Click the File tab and choose Close Closes the document without saving
from the File Options menu. Click changes.
No if asked to save your changes.

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1.4 Applying Quick Styles
In this lesson, you will learn how to apply Quick Styles to your document.

A
style is a set of formats that you can apply to characters, paragraphs, tables, and
lists in your document. It is a way of applying a group of formats in one simple

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action. For instance, you could create a style to format a shaded paragraph in
Times New Roman 10, Bold, with tab stops every 1.5 inches. With one simple

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click, you can apply a custom style to the entire paragraph.

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Word provides different style sets consisting of various formatting combinations that you
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can apply to your documents from the Quick Style Gallery. With Word’s Live Preview
feature, you can point to a style in the gallery to view it.

To Apply a Quick Style
1. Select the text to which you want to apply a style.
2. Click the Home tab on the Ribbon.
3. Move your mouse pointer over any of the styles in the Styles group on the
Ribbon.

4. To display an expanded Quick Styles Gallery, click the More button on the
lower right corner of the Styles group.
5. Click the style that you want to apply.

Let’s Try It!
What Why

1. Click the File tab and then click Open. Launches the Open dialog box.

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2. Click the Files of Type drop-down Displays all Word Documents in the
arrow and select All Word window.
Documents as shown below.

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3. Click Desktop in the left pane. Opens the Desktop folder.
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4. Double-click the Lesson Files Opens the Lesson Files folder.
folder.
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5. Select the file named Sales 2002. Selects the file we wish to open.
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6. Click the Open button. Opens the Sales 2002 file.

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

8. Highlight the title, which begins with Selects the paragraph to which we want
the words Rodney’s Video Sales as to apply a style.
shown below.

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What Why

9. Click the More button on the Styles Displays the expanded Styles Gallery.
Gallery as shown below.

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10. From the Styles Gallery, move your Displays a preview of the Heading 1 style.
mouse pointer over the Heading 1
style as shown below.
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11. Click the Heading 1 style Applies the Heading 1 style to the
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selected text.

1.5 Changing the Style Set
In this lesson, you will learn how to change the default style set.

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ord provides several predefined themed style sets that you can add to the
Quick Styles gallery such as Distinctive, Elegant, Fancy, Formal, Manuscript,

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etc. Each style set consists of a variety of different formatting style
combinations. To change the style set, click the Change Styles button on

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the Home Ribbon, point to Style Set, and then click the Style you want. The Style
Gallery will be updated to reflect the new style set.

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To revert the Quick Style Gallery to the original style set, click the Change Styles button
on the Home Ribbon, point to Style Set, and then click Reset Document Quick Styles.
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If you particularly like a certain style set, click the Set as Default to make it your default
style set.
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To Change a Style Set
1. Click the Home tab on the Ribbon.
2. Click the Change Styles button on the Styles group.
3. Point to Style Set, and then click the Style you want.
4. To make the current Style Set the default, click the Change Styles button and
then click Set as Default.
5. To reset the Styles Gallery to the default Style Set, click the Change Styles
button, point to Style Set and click Reset Document Quick Styles.

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Let’s Try It!
What Why

1. Click the Change Styles button on Changes the style set that is displayed in
the Home Ribbon, point to Style Set, the Styles Gallery to “Modern”.
and then click Modern as shown
below.

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2. Click the More button on the Quick Displays the gallery for the Modern style
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Styles Gallery. set, which is now the active style set.

3. Click the Change Styles button, point Reverts back to the original style set.
to Style Set and click Reset Document
Quick Styles.
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4. Click the Save button on the Quick Saves our changes.
Access toolbar.
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1.6 Creating a Style Set
In this lesson, you will learn how to create a new style set.

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ou can also create your own style sets containing the styles that you use most
often. Perhaps you like to use specific styles when creating newsletters and

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another set of styles for work projects. Once you create a style set, you can
display it in the Style Gallery and add new or existing styles to your style set.

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New style sets are saved in Word Template format.
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To Create a New Style Set
1. Click the Home tab on the Ribbon.
2. Format the document with the style you want to save.
3. Click the Change Styles button on the Ribbon.
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4. Point to Style Set.
5. Click Save as Quick Style Set.
6. Type a name for your set in the File Name box.
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7. Click Save.

Let’s Try It!
What Why

1. Click the Change Styles button on Displays the Save Quick Style Set dialog
the Ribbon, point to Style Set and box.
then click Save as Quick Style Set.

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L E S S O N 1 – T E M P L A T E S A N D S T Y L E S

What Why

2. In the File name box, type: Provides a name for the Style set
Newsletter as shown below.

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3. Click the Save button. Saves our new style set.

4. Click the Change Styles button on Makes Newsletter the active style set.
the Home Ribbon, point to Style Set,
and then click Newsletter.
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1.7 Creating a New Style
In this lesson, you will learn how to create a new style.

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f you find yourself using a particular formatting combination repeatedly or want
your document to have a specific look that is not available in the preset styles, you

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may wish to create your own styles.

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There are several different types of styles that you can create:
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• Paragraph styles such as text alignment, tab stops, line spacing, and borders
are applied to entire paragraphs and can include character formatting.
• Character styles such as the font type, font size, bold and italic formats are
applied to individual characters or text. Character styles are marked with an
a.
• Table styles such as borders, shading, alignment and fonts are applied to
tables.

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L E S S O N 1 – T E M P L A T E S A N D S T Y L E S

• List styles such as alignment, numbering or bullet types, and fonts are
applied to bulleted, numbered or outlined lists.
Most often, you will be creating Paragraph Styles. Styles can be saved in either the
current document or can be added to a template. The default template that Microsoft
Word uses for new documents is the Normal template. Any style which is added to the
Normal template will then be available to all new Word documents.

To create a new style, format a paragraph with all the formatting and layouts that you
want to be part of your style. Then, choose Save Selection as a New Quick Style from

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the More list on the Styles group.

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To Create a New Style
1. Click the Home tab on the Ribbon.

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2. Format a paragraph that contains all the elements that you wish included in the
new style.
3. Click the More button on the Styles group and click Save Selection as New
Quick Style.
4.
5.
6.
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Type a name for your style in the Name box.
Click the Modify button.
Choose the type of style (Paragraph, Character, Table or List) from the Style
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Type drop-down list.
7. Click the Style for following paragraph arrow and choose the style you want
to be applied to following paragraphs (this usually is the same as the new style).
8. Apply any additional formatting from the Formatting area. For additional
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formatting options, click the Format button and make your choices.
9. Click New Documents based on this template to add the Style to the
current template.
10. To automatically update the style with any changes made to paragraphs that
contain the style, click Automatically update.
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11. To add the new style to the Quick Style gallery, click the Add to Quick Style
List check box.
12. Click OK when finished.
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Let’s Try It!
What Why

1. Highlight the title, which begins Selects the paragraph from which we want to
with the words Rodney’s Video create a new style.
Sales

What Why

2. From the Font Size drop-down Sets the paragraph font size to 14 point.
list, Select 14.

3. Select Bookman Old Style from Sets the paragraph font to Bookman Old
the Font drop-down list. Style.

4. Click the Center alignment Centers the paragraph on the page.

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button.

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5. Click the Italics button. Applies italics to the paragraph.

6. Click the Font Color arrow and Sets dark blue as the font color of the

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choose Dark Blue (the 9th color paragraph.
swatch under the Standard Colors
area) as shown on the right.
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7. Click the More button on the Displays the Create New Style from
Quick Styles gallery and click Save Formatting dialog box.
Selection as New Quick Style
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8. Type: My Paragraph in the Enters a name for the new style.
name box.
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9. Click the Modify button. Displays the Create New Style from
Formatting dialog box.

10. Select Paragraph from the Style Sets the style type as paragraph.
type drop-down list as shown
below.

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L E S S O N 1 – T E M P L A T E S A N D S T Y L E S

What Why

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11. Click the New documents based Tells Microsoft Word to save the style in the

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on this template radio button. current template.

12. Click the Add to Quick Style Adds the new style to the Quick Style list.

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List check box to check it.

13. Click OK. Closes the New Style dialog box and saves the
n new style.

14. Click the Save button. Saves the active document.
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15. Press the Ctrl + N keystroke Creates a new blank document.
combination.
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16. Click the My Paragraph Chooses My Paragraph as the style.
thumbnail from the Quick Styles
gallery as shown below.
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17. Type: Sales 2010 Enters text using the style that we created.

What Why

18. Click the File tab and choose Closes the new document without saving
Close from the File Options changes.
menu. Click Don’t Save when
asked to save your changes.

19. Click the Save icon. Saves the Sales 2002 document.

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1.8 Modifying a Style
In this lesson, you will learn how to modify an existing style.

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ou can easily make changes to a style by right-clicking the style you want to
modify in the Quick Styles gallery and then clicking Modify. Any formatting

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changes to the style are then made in the formatting area.

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If you selected the Automatically update option, all you need to do is make the desired
changes to any paragraph using that style and the changes will automatically be saved in
the style properties.

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To Modify a Style
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1. Move your mouse pointer over the style name in the Styles group, right-click
and choose Modify from the contextual menu.
2. Make any formatting changes in the Formatting area.
Or
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Click the Format drop-down arrow, choose the type of formatting to change,
and then make the desired changes.
3. Click OK when finished.
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Let’s Try It!
What Why

1. Click in the blank line at the end of Ensures that no document text is selected.
the document.

What Why

2. Right-click on the My Paragraph Displays the Modify Style dialog box.
style thumbnail and then click
Modify from the contextual menu.

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3. Click the checkbox next to Sets the option to automatically update our
Automatically Update. style with any formatting changes we make
n in the document when using that style.

4. Click the Format button and choose Displays the Font dialog box.
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Font from the pop-up list.
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5. Choose Regular in the Font Style Changes the font style to Regular.
list box.
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L E S S O N 1 – T E M P L A T E S A N D S T Y L E S

What Why

6. Choose Times New Roman from Changes the font type to Times New
the Font type list. Roman.

7. In the Font Size list box, choose 22. Changes the Font size to 22.

8. In the Font color drop-down list, Chooses Black for the font color.
choose Automatic.

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9. Click OK. Closes the Font dialog box.

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10. Click the Format button and choose Displays the Paragraph dialog box.

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Paragraph from the pop-up list.

11. From the Alignment drop-down Changes the alignment from Center to Left
list, choose Left. Aligned.
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12. Click OK. Closes the Paragraph dialog box.
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13. Click OK. Closes the Modify Style dialog box and
automatically updates any paragraphs in the
document using the My Paragraph style.
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14. Highlight the title, which begins with Selects the paragraph to which we want to
the words Rodney’s Video Sales apply our modified style.

15. Click the My Paragraph style Applies the My Paragraph style to the
thumbnail in the Quick Style gallery. selected paragraph.

1.9 Managing Styles
In this lesson, you will learn how to manage styles.

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ou can also work with styles from the Styles pane. From the Styles pane, you
can display a master list of all available Word styles, modify styles, delete styles,

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and remove styles from or add styles to the Quick Style Gallery. Initially, only
the main document styles such as document headings, titles, subtitles, etc. are

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displayed in the Styles pane. If you want to manage the other available styles in Word
such as table styles, index styles, Table of Contents styles, etc., click the Options link on
the Styles pane to display the Manage Styles dialog box.

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To Manage Styles
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1. Click the Home tab on the Ribbon.
2. Click the Styles Dialog Launcher button.
3. To preview styles, click the Show Preview check box.
4. To modify a style, point to the style, click the drop-down arrow and click
Modify Style.
5. To delete a style, point to the style, click the drop-down arrow and click
Delete.
6. To add or remove a style from the Quick Style Gallery point to the style, click
the drop-down arrow and click Remove from Quick Style Gallery or Add to
Quick Style Gallery.

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7. To work with the other available built-in Word styles, click the Manage Styles
icon on the bottom of the Styles pane, click the tab for the settings you want to
change and make your selections.
8. To display all styles in the Styles pane, click the Options link to display the
Style Pane Options dialog box, click the Select Styles to Show drop-down
arrow and select All Styles. Click OK
9. Click the Close button on the Styles Task Pane.

Let’s Try It!

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What Why

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1. Click the Styles Dialog Launcher Displays the Styles Task Pane.
button as shown below.

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2. Click the Show Preview check box Displays a preview of each style in the
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if it is unchecked. pane.

3. Move your mouse pointer over the Displays a drop-down menu.
My Paragraph style and then click
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the drop-down arrow.

4. Click Modify from the drop-down Displays the Modify Style dialog box.
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menu.

5. Click the Font Size drop-down Selects 18 pt as the font size for the
arrow and select 18. selected style.

6. Click OK. Closes the Modify Style dialog box.

What Why

7. Click the Manage Styles icon as Displays the Manage Styles dialog box.
shown.

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8. Click the My Paragraph style and Displays a message box asking you if you
then click Delete as shown below. want to delete the style.

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9. Click Yes. Deletes the My Paragraph style.

10. Click OK. Closes the Manage Styles dialog box.

Word 2010 Level 2 44
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What Why

11. Click the Options link on the lower Displays the Style Pane Options dialog
right corner of the Styles Task Pane. box. From here, we can modify the display
of the styles in the Styles Pane.

12. Click the Select Styles to Show Sets the option to display all Word styles in
drop-down arrow and select All the Styles Task Pane.
Styles as shown below.

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13. Click the Select how list is sorted Sets the option to sort the styles list in
drop-down arrow and select alphabetical order in the Styles Task Pane.
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Alphabetical as shown above.

14. Click OK. Closes the Style Pane Options dialog box.
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15. Click the Close button (x) on the Closes the Styles Task Pane.
Styles Task Pane.
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16. Click the File tab and choose Close Saves your changes and closes the
from the File Options menu. Click document.
Save when asked to save your
changes.

Lesson Summary – Templates and Styles
 In this lesson, you learned how to use Word’s predesigned templates to help
automate the process of creating common forms. You learned that you can
access these templates by clicking Sample Templates in the Available
Templates area of the New Document task pane.

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 Then, you learned how to create your own custom templates by adding your
desired text and formatting to a document and selecting Word Template

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from the Save as Type list in the Save As dialog box.
 Next, you learned how to make changes to a template by opening the
template directly from the My Templates folder located in the

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C:\Users\[your user name]\AppData\Roaming\Microsoft\ Templates
folder for Windows Vista/Windows 7 users or C:\Users\[your user
name]\Application Data\Microsoft\Templates for Windows XP users.
 Next, you learned how to apply a set of formats called Quick Styles to the
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text in your document. You learned that to apply a Quick Style, select the
paragraph to which you want to apply a style, and then click the desired style
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thumbnail on the Styles Gallery of the Home Ribbon.
 Next, you learned that Word provides several predefined themed style sets
that you can add to the Quick Styles gallery, consisting of a variety of
different formatting style combinations. To change the style set, click the
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Change Styles button on the Home Ribbon, point to Style Set, and then click
the Style you want.
 Next, you learned how to create your own style sets containing the styles that
you use most often. To create a new style set, apply the formatting you wish
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to save, click the Change Styles button on the Ribbon, point to Style Set and
then click Save as Quick Style Set.
 Next, you learned how to create a new style. To create a new style, first
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format a paragraph with all the formatting and layouts that you want to be
part of your style. Then, select the paragraph, click the More button on the
Quick Styles gallery and then click Save Selection as New Quick Style. You
can then provide a meaningful name for your style. To further modify the
formatting of the style, click the Modify button and make your selections.
 Next, you learned that you can easily make changes to a style by right-
clicking the style you want to modify in the Quick Styles gallery and then
clicking Modify to display the Modify Style dialog box.
 Lastly, you learned how to manage your styles from the Styles pane, from
where you can display a master list of all available Word styles, modify styles,

Word 2010 Level 2 46
L E S S O N 1 – T E M P L A T E S A N D S T Y L E S

delete styles, or remove/add any styles to the Quick Style Gallery. Click the
Styles Dialog Launcher to display the Styles Pane. To further manage your
styles, click the Manage Styles icon to display the Manage Styles dialog box.

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Lesson 1 Quiz
1. What is a template?
A. A set of formats that you can apply to a paragraph.
B. Documents that already contain formatting, layout and commonly used text.
C. Another name for a style.
D. A way to change the font and font color of a document.

2. To use an existing template, you:

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A. Click the File tab, select Open Template from the File Options menu and then
choose the template you wish to use from the New Document Pane.

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B. Click the File tab, select New from the File Options menu, click Sample
Templates on top of your screen and then choose the template you wish to use.
C. Click the Insert tab on the Ribbon, click the Templates button and then choose

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the template you wish to use.
D. Click the File tab, select Templates from the File Options menu, click the
Template category in the left pane of the New Document pane and then
choose the template you wish to use.

3.
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Any new templates you create will be stored in what category?
A. Templates
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B. Installed Templates
C. My Templates
D. Microsoft Office Online

4. To create a new template, select Save As from the File Options menu and then:
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A. Choose Template from the Save as Type drop-down list.
B. Choose .CVS (Comma Delimited) from the Save as Type drop-down list.
C. Choose Document Template from the Save as Type drop-down list.
D. Choose Word Template from the Save as Type drop-down list.
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5. When you create a new template, it is stored in which folder if you are using
Windows 7?
A. C:\Users\[your user name]\AppData\Roaming\Microsoft\ Templates
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B. C:\Users\[your user name]\Documents\Microsoft\ Templates
C. C [your user name]\Data\Microsoft\Templates
D. In the My Templates folder in your Documents folder.

6. What file extension is added to a template file?
A. .doct
B. .doc
C. .wt
D. .dotx

7. To apply a style to a selected paragraph, you:

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L E S S O N 1 – T E M P L A T E S A N D S T Y L E S

A. Select the style you want from Formats Gallery on the Home Ribbon.
B. Right-click, point to Apply Style and select the style that you want to apply.
C. Select the style you want from Quick Styles Gallery on the Home Ribbon.
D. Select the style you want from the Formats drop-down list.

8. Outline the steps to create a new style.

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9. When you add new style to the template, it:

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A. Will be available in any new or existing Microsoft Office document.
B. Will be available in any new or existing Microsoft Word document.
C. Will be available for any paragraphs in the current document only.

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D. Is automatically deleted when you exit Word.

10. You want to permanently delete a style. You:
A. Select the paragraph that contains the style you want to delete and then
press the Delete key. n
B. Click the Styles dialog box launcher, click the drop-down arrow next to the
style you want to delete and choose Delete from the menu.
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C. Select the paragraph that contains the style you want to delete, click the
Styles button on the Home Ribbon and click Delete from the drop-down
menu.
D. Click the Styles dialog box launcher, click the Manage Styles icon, click the
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drop-down arrow next to the style you want to delete and choose Delete
from the menu.
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LAB 1 – ON YOUR OWN
1. Create a new document based on the Oriel Letter template in the Sample
Templates category.

2. Select the body of the letter, beginning with the words “On the Insert Tab”.

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Change the font type to Bookman Old Style and the font size to 12. Create a
new style based on the selected paragraph. Name the style: Elegant. Make

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sure the style is added to the template. Click OK.

3. Save the document as a template with the name My Elegant Letter. Close
the document.

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4. Create a new document based on the My Elegant Letter template in the My
Templates category. Click OK.

5. Modify the Elegant style that you created in step 2 by changing the font type to
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Arial. Close the Modify Style dialog box.
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6. Select the paragraph that begins: On the Insert Tab. Type: “Your bill is
way overdue!” Apply the modified Elegant style to the paragraph.

7. Save the file as My Lab 1 in the Lesson Files folder. Close the file.
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Word 2010 Level 2 50
2
Lesson
L E S S O N 2 – C O L U M N S A N D T A B L E S

Lesson 2 - Columns and Tables

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Lesson Topics:

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2.1 Creating Columns
2.2 Adding a Column Break

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2.3 Modifying Column Layout
2.4 Creating a Table
2.5 Inserting Rows and Columns
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2.6 Deleting Rows and Columns
2.7 Modifying Table Borders
2.8 Adjusting Column Width in a Table
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2.9 Adjusting Row Height in a Table
2.10 Formatting a Table
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2.11 Merging and Splitting Cells
2.12 Changing Text Orientation & Alignment
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2.13 Totaling Rows and Columns
2.14 Converting Text to a Table
2.15 Sorting Data in a Table
2.16 Applying Shading to Cells

2.1 Creating Columns
This lesson will guide you through the process of creating columns in your document.

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ith Microsoft Word, you can create newspaper-like columns in your
document. You probably are most familiar with columns from your daily

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newspaper or even the newsletter that you receive in the mail, in which text
flows down one column and continues on top of the second column.

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Whether creating newsletters or brochures, using columns can really add pizzazz to your
documents.

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To Create Columns
1. Select the text that you would like placed in columns.
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2. Click the Page Layout tab on the Ribbon.
3. Click the Columns button on the Page Setup group.
4. Click the number of columns you want.
Ev

Let’s Try It!
What Why

1. Press the Ctrl + O keystroke Launches the Open dialog box.
combination.

2. Click Desktop on the left side of Opens the Desktop folder.
your screen.

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What Why

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

4. Click on the file named: Outdoor Opens the Outdoor Fun Newsletter lesson
Fun Newsletter and then click the file.
Open button.

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5. Press the keystroke combination Selects the entire document.
Ctrl + A

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6. Click the Page Layout tab on the Displays Page Layout commands and tools.
Ribbon.

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7. Click the Columns button on the Inserts the selected text into a three-column
Page Setup group and click Three layout.
from the Columns menu.

8. Click the Save icon on the Quick
Access toolbar.
n Saves the active document.
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2.2 Adding a Column Break
In this lesson, you will learn how to force the beginning of a new column by inserting a
column break.

N
otice that although we told Microsoft Word that we wanted three columns,

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we only ended up with two. This is because Word extends each column to
the bottom of the page and then continues on the top of the next column. In

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our case, there was not enough text to fill up more than two columns.

Luckily, we can force the start of a new column by inserting a Column Break. A column

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break terminates the column at the insertion point and begins any subsequent text in the
next column. This is also handy if we find that our column breaks are in an awkward
place in the document.

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To Insert a Column Break
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1. Set the insertion point where you wish to terminate the column and force the
rest of the text to appear at the top of the next column.
2. Click the Page Layout tab on the Ribbon.
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3. Click the Breaks button on the Page Setup group and then click Column
from the menu.
4. To delete a column break, select the break dotted line and press the Delete
key.

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Let’s Try It!
What Why

1. Set the insertion point at the Sets the insertion point where we want to
beginning of the third paragraph, force the remaining text to continue at the
before the words “This year’s top of the next column.
goal”

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2. Click the Breaks button on the Displays the Breaks menu.
Page Setup group.

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3. Click Column. Inserts the column break at the insertion
point.

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4. Set the insertion point at the Sets the insertion point where we want to
beginning of the bulleted list in the insert another column break.
second column, after the colon
following the word “include” as
shown.
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5. Click the Breaks button and then Inserts the column break at the insertion
click Column. point.

6. Click the Save icon. Saves the active document.
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2.3 Modifying Column Layout
In this lesson, you will learn how to modify the column layout after you have created your
columns.

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ou can make alterations to the column layout at any time. For instance, you may

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want to see what the layout would look like with two colums instead of three.
Or perhaps you want to change the spacing between the columns. To change

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column layout, click anywhere in your column section, click the Columns
button and then choose More Columns. Make any desired changes in the Column
dialog box.

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To Modify the Layout of Your Columns
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1. Click anywhere in your column section.
2. Click the Columns button on the Page Layout group.
3. Click More Columns.
4. Click on one of the preset column types in the Presets area or enter the
desired number of columns in the Number of columns box.
5. To create columns of different widths, uncheck the Equal column width box,
and then enter the desired width and column spacing in the appropriate boxes.
6. To separate each column by a vertical line, check the Line between box.
7. Click OK when finished.

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Let’s Try It!
What Why

1. Click anywhere in your document. To modify column layout, you need to set
the insertion point anywhere within your
column area.

2. Click the Columns button and Displays the Columns dialog box.

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then click More Columns.

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3. Uncheck the Equal column Sets the option to enter the column
width checkbox. widths manually.

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4. In the Width box for Column 1, Sets the width of the first column to two
enter: 2 as shown. inches.

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5. Check the Line between Insets a line separator between columns.
checkbox.

6. Click OK. Closes the Columns dialog box. At this
point, you might want to consider
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redoing the column breaks as our
columns now appear uneven.
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7. Click the Save button. Saves the active document.

8. Click the File tab and choose Close Closes the current document.
from the File Options menu.

2.4 Creating a Table
In this lesson, you will learn how to insert a table object, organized in columns and rows

T
ables are a great way to organize and present columnar data. You can use tables
for a variety of tasks such as preparing a budget, tracking inventory, presenting

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budget and sales data or even creating a monthly calendar. A table is organized
in rows (the horizontal divisions) and columns (the vertical divisions). Data is

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entered into table cells, the intersection of the columns and rows.

You can use tables whenever you need to present columnar data. In fact, some people

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like tables so much and find them so easy to work with that they often use them instead
of tabs.

To enter data into the table, click in the desired cell and begin typing. Press the Tab key
to navigate from one cell to the next. n
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Sample Table in Microsoft Word

To Create a Table
1. Click the Insert tab on the Ribbon.
2. Click the Table button on the Tables group.
3. Drag on the grid to select the number of rows and column that you want
Or

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Click Insert Table and type the Number of columns for the table in the
columns box and the Number of rows for the table in the rows box. Click
OK.

Let’s Try It!
What Why

1. Press the Ctrl + N keystroke Creates a new blank document.
combination.

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2. Click the Insert tab on the Ribbon. Switches to Insert commands and tools.

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3. Click the Table button on the Displays the Table menu. You can either

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Tables group. drag on the grid to select the number of
rows or columns, or click Insert Table to
use the dialog box.

4. Click Insert Table. n Displays the Insert Table dialog box.
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5. In the Number of Columns box, Designates three as the number of
type: 3 as shown below, and then columns for the table and moves the
press the Tab key. insertion point to the “Number of Rows”
box.
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6. In the Number of Rows box, type: Designates four as the number of rows
4 as shown above. for the table.

What Why

7. Click OK. Closes the Insert Table dialog box and
creates our table.

8. Place the insertion point in the first Sets the insertion point where we want to
row, second column of the table begin typing.
as shown below.

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O
9. Type: January Enters text in the table cell.

10. Press the Tab key. Moves the insertion point to the next cell.

11. Type: February
n Enters text into the text cell.
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12. Press Tab. Moves the insertion point to the first
column in the next row.
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13. Continue typing text in the table as Enters the rest of the text into the table.
shown below.
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14. Click the Save button on the Quick Displays the Save as dialog box.
Access toolbar.

15. In the File Name box, type: My Provides a file name for the document.
Table.

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What Why

16. Click Save. Saves the document and closes the Save
As dialog box.

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2.5 Inserting Rows and Columns
In this lesson, you will learn how to insert rows and columns into your table.

A
fter creating a table, you may discover that you need another column or row.
No problem! You can insert additional rows and columns anywhere in your

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table by using the using the Row and Columns tools on the contextual Layout
Ribbon (which only displays when the insertion point is located within a table).

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When adding rows or columns, the table automatically adjusts to accommodate the new
arrangement. When you insert a new row, the existing rows shift downward. When
entering new columns, the existing columns shift to the right.

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You can also quickly insert a new row at the end of a table by clicking in the last cell of
the last row of the table, and then pressing the Tab key.

n
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Rows & Columns group
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To add or delete columns and rows, click in the area of the table where you want to add
or delete a row or column, and then choose from the following options on the Rows &
Columns group:
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• Insert Left (inserts columns to the left of the selected column)
• Insert Right (inserts columns to the right of the selected column)
• Insert Above (inserts rows above the selected row)
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• Insert Below (inserts rows below the selected row)
• Delete (choose rows or columns to delete)

You can also right-click in any table cell, point to insert, and then choose the desired
command from the menu. To delete a row or a column, right-click and choose either
Delete Rows or Delete Columns.

To Insert a Row at the End of a Table
1. Set the insertion point in the last cell of the last row of the table.
2. Press the Tab key. A new row is automatically added at the end of the table.

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To Add Columns or Rows
1. Click in the table at the location where you want to insert a row or column.
2. Click the contextual Layout tab under Table Tools on the Ribbon.
3. Click the Insert Left, Insert Right, Insert Above or Insert Below to insert a row
or a column from the Rows & Columns group on the Ribbon.

Let’s Try It!
What Why

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1. Click in the first column, third row Sets the insertion point where we wish to

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of the table (DVD Rentals) insert a new row.

2. Click the contextual Layout tab on Displays table layout commands and

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the Ribbon under Table Tools. tools.

3. Click the Insert Below button on Inserts a new blank row below the
the Rows & Columns group as selected row in the table.
shown below. n
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4. Set the insertion point after the text Sets the insertion point in the last cell of
$950, in the last row and the last cell the table.
Ev

of the table.

5. Press the Tab key. Inserts a new row at the end of the table.

6. Click anywhere in the last column of Sets the insertion point where we wish to
the table. insert a new column.

What Why

7. Click the Insert Right button on Inserts a blank column to the right of the
the Rows & Columns group column that contains the insertion point.

8. Click in the first row, fourth Sets the insertion point in the first row of
column of the table. our new column.

9. Type: March and then press the Enter March in the first cell and moves to

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down arrow key. the cell directly underneath.

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10. Type: $7,800 and then press the Enters a value into the second row cell
down arrow key. and then moves to the cell directly
underneath.

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11. Type: $10,532 and then press the Enters a value into the third row cell and
down arrow key. then moves to the cell directly underneath

12. Type: $3,895 and then press the n Enters a value into the fourth row cell
down arrow key. and moves to the cell directly underneath
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13. Type: $1,200. Enters a value into the fifth row cell.

14. Click in the blank cell below DVD Sets the insertion point where we wish to
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Rentals (first column, fourth row). begin entering data.

15. Type: DVD Sales and then press Enter data into the active cell and moves
the Tab key. to the cell in the next column.
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16. Type: $2,100 and then press the Enter data into the active cell and moves
Tab key. to the cell in the next column.
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17. Type: $1,532 Enter data into the active cell.

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What Why

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The Completed Table

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18. Click the Save button Saves our changes.

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2.6 Deleting Rows and Columns
In this lesson, you will learn how to remove rows and columns from your table.

D
eleting rows and columns from your table is as easy as inserting them. Select
the row or column you wish to delete, click the Delete button on the Layout

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Ribbon, and then choose either Delete Rows or Delete Columns. Other
options on the Delete menu include deleting the entire table or deleting

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individual cells from a table.

To delete more than one column or row, first select the rows or columns you wish to

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delete. To select rows, position your mouse pointer to the left of the table until your
mouse pointer transforms into a white, right-pointing arrow. Click and drag upwards or
downwards to select the desired rows. To select columns, position your mouse pointer
above a column until your mouse pointer transforms into a downward pointing black
arrow. Drag to the left or right to select desired columns.
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To Delete Rows or Columns
1. Set the insertion point in the row or column you want to delete. To delete
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more than one column or row, select the columns or rows that you wish to
delete.
2. Click the contextual Layout tab (under Table Tools) on the Ribbon.
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3. Click the Delete button on the Rows & Columns group on the Ribbon.
4. Select Delete Cells, Delete Columns, Delete Rows or Delete Table from
the Delete button menu.

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Let’s Try It!
What Why

1. Click anywhere in blank row at the Designates the row that we want to delete.
end of the table.

2. Click the Delete button on the Deletes the row.
Rows & Columns group and click

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Delete Rows as shown.

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O
3. Click anywhere in the March
n Designates the column that we want to
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column. delete.

4. Click the Delete button on the Deletes the March column.
Rows & Columns group and click
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Delete Columns.

5. Click the Undo icon on the Quick Reverses the delete action and restores the
Access Toolbar as shown. column.
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Undo icon
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6. Move your mouse pointer to the Positions the mouse pointer where we wish
left of the row that contains the to begin selecting rows.
words “DVD Rentals” until the
pointer transforms to a right
pointing white arrow as shown.

What Why

7. Click and drag upward to select the

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second and third rows as shown.

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O
8. Click the Delete button on the Deletes the selected rows.
Rows & Columns group and click

9.
Delete Rows.

Press the Ctrl + Z keystroke
n Reverses the delete action and restores the
tio
combination. rows.

10. Click the Save icon. Saves the active document.
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Tip: You can also delete table rows, table columns, table cells or an entire table by
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selecting the objects you wish to delete, right-clicking your mouse and
choosing the object you wish to delete from the contextual menu.
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2.7 Modifying Table Borders
In this lesson, you will learn how to format the style, width, and color of table borders.

T
he Draw Borders group, which can be found under the contextual Design
tab, allows you to change the borders of both the inside and outside lines of

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your table or remove the borders completely. Options include changing the
border type, the border thickness (weight) and Pen color.

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O
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Once you have set the border formatting that you want, click the Borders button arrow
on the Table Styles group to apply the formatting to your borders.
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To Format Table Borders
1. Click inside of the table to select a particular cell or select the table placeholder
to apply settings to the entire table.
2. Click the contextual Design tab under Table Tools on the Ribbon.

3. To change the weight of the border, click the arrow next to Line Weight on
the Draw Borders group and select the weight that you want.
4. To change the style of the border, click the arrow next to Line Style on the
Draw Borders group and select the style that you want.
5. To change the color of the border, click the arrow next to Pen Color on the
Draw Borders group and select the color that you want from the color palette.
6. To apply the formatting, click the Border button on the Table Styles group
and select the border option that you want to change.

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Let’s Try It!

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What Why

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1. Click in the top row of the table and Selects the entire table.
then click the plus (+) symbol that
appears above the top left corner of
the table as shown below.
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2. Click the contextual Design tab on Displays table design options.
the Ribbon as shown below.
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3. Click the arrow on the Borders Displays the Borders button menu.
button.

4. Select No Border as shown below. Removes all borders from the table.

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What Why

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5. Click in the last cell in the last row We are going to add a new row at the end

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of the table. of the table.

6. Press Tab. Inserts a blank row at the end of the table.

7. Select the last row of the table as
shown below.
n Selects the row that we just inserted.
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8. Click the Line Width drop-down list Selects a 3 pt. border width.
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and then select 3 pt as shown.
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What Why

9. Click the Pen Color drop-down list Sets the border color to a dark blue.
and then click the Dark Blue color
swatch under the Standard Colors
category (second to the last color).

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O
10. Click the arrow on the Borders Add a 3 pt. blue outside border to the
button and click Outside Borders. selected row.

11. Click the arrow on the Borders Removes the border that we added. The
button again and click Outside
Borders.
n items in Borders menu are toggle items –
clicking them turns them off or on.
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12. Select the first row of the table. Selects the row whose borders we wish to
modify.

13. From the Line Weight drop-down Selects a 1 point border width.
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list, choose 1 pt.

14. Click the arrow on the Borders Add a 1 pt. border to the bottom of the
button and click Bottom Border. first row.
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15. Click anywhere outside of the Deselects the row.
selected row.
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16. Click in the top row of the table and Selects the entire table.
then click the plus (+) symbol that
appears above the top left corner of
the table as shown below.

17. Click the Pen Color drop-down list Sets the border color to black.
and then click Automatic.

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What Why

18. From the Line Weight drop-down Selects a 1 ½ point border width.
list, choose 1 ½ pt.

19. Click the arrow on the Borders Add a 1 ½ pt black border to the entire
button and click All Borders. table.

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2.8 Adjusting Column Width in a
Table
In this lesson, you will learn how to modify the column width in a table.

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W
hen creating a new table in Word, all of the columns in your table are initially
the same size. However, when entering data, you will quickly discover that

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some columns need to be wider than others in order to accommodate the
data.

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You can adjust column width by clicking and dragging the column border or the column
margins to the desired length or, for a more precise measurement, use the Width box on
the Cell Size group of the contextual Layout Ribbon.

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To Adjust Column Width
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To adjust column width by dragging the column border:
1. Move your mouse pointer over the right border of the column you wish
to adjust until the pointer transforms into two vertical lines with a
horizontal double arrow through it
Ev

2. Click and drag to the right or left until border is the desired width

To adjust column width by dragging column margins:
1. Click the border margin box on the ruler and drag until column is the
desired width

To adjust column width by using the Width box:
1. Click anywhere in the column that you want to adjust.
2. Click the contextual Layout tab under Table Tools.
3. Click in the Width box and type in the desired width for the column.
4. Press Enter.

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Let’s Try It!
What Why

1. Move your cursor over the right Enters drag mode.
border in the January column
until your mouse pointer changes
to a double vertical line with a
double arrow through it as shown.

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2. Click and drag to the left until the Adjusts the width of the January column to
column is about one inch wide. about one inch.

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3. Click in the February column Selects the column boundary for the active
and then lick on the right column column. Dragging to the left or right will

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boundary button on the vertical adjust the width of the column.
ruler for the February column as
shown.
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4. Click and drag to the left until the Adjusts the width of the February column.
February column is about one
inch wide.

5. Click anywhere in the March Selects the column whose width we want to
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column. change.

6. Click the contextual Layout tab Switches to table layout tools and commands.
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on the Ribbon.

7. Type: 1.0 in the Width box on the Changes the width of the selected column to
Cell Size group as shown below. 1 inch.
Press Enter.

What Why

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

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2.9 Adjusting Row Height in a Table
In this lesson, you will learn how to modify the row height of your table.

W
hen entering data into a table, Word automatically expands the row height to
accommodate the tallest entry. This is true even if you increase the font size.

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So the majority of the time, you will not need to bother with adjusting the
row height.

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However, there may be times when we want extra space between your rows for a visual
effect. Adjusting row height is similar to adjusting column width. You can either use the

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click-and-drag method dragging the row’s bottom border upward or downward until it is
the desired height or, for a more precise measurement, use the Height box on the Cell
Size group of the contextual Layout Ribbon.

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To Adjust Row Height
To adjust row height using the click-and-drag method:
1. Move your mouse pointer over the bottom row border you wish to adjust
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until the pointer transforms into two horizontal lines with a vertical
double arrow through it

2. Drag the border upwards or downwards until the row is the desired
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height.

To adjust row height by using the Height box:
1. Click anywhere in the row that you want to adjust.
2. Click the contextual Layout tab under Table Tools.
3. Click in the Height box and type in the desired height for the row.
4. Press Enter.

Let’s Try It!
What Why

1. Move your cursor over the bottom Enters drag mode.
border of the first row until your
mouse pointer changes to a double
horizontal line with a double arrow
through it as shown.

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2. Click and drag downward until the Changes the row height to about a half an
row height is about a half an inch. inch.

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3. Click the Save button. Saves our changes.

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2.10 Formatting a Table
In this lesson, you will learn how to apply a preset formatting style to a table.

W
ord includes several quick table styles that you can add to your table. These
table formats include preset colors and border styles that you can instantly

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apply. On the contextual Design tab under Table Tools, you will see several
preset Table Style thumbnails displayed on the Ribbon. Move your mouse

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pointer over any of these styles to see a preview of the selected style. Click the Scroll Up
or Scroll Down arrow to scroll the Style list. To view the entire Table Styles gallery, click
the More Styles button.

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n
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You can further customize the formatting of your table by modifying table style options
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such as hiding or displaying the header row, adding special formatting to the first or last
columns, or displaying banded rows or columns, in which the even rows or columns are
formatted differently from the odd rows and columns, much like an accounting greenbar
report.
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To remove a table style, click the More button on the Table Styles group and choose
Clear from the menu. The table will display in the default table format.
Ev

To Apply a Quick Style to a Table
1. Click anywhere within the table to activate it.
2. Click the contextual Design tab under Table Tools on the Ribbon.
3. Move your mouse pointer over any of the styles to display a preview of the
style.
4. Click the Scroll Up to Scroll Down arrows to display additional table styles.
5. Click the More button on the Table Styles group to display the styles gallery.
6. Click the Table Style thumbnail to apply that style to your table.

7. To remove a table style, click the More button on the Table Styles group and
click Clear on the menu.

To Format Table Elements
1. Click anywhere within the table to activate it.
2. Click the contextual Design tab under Table Tools on the Ribbon.
3. On the Table Options group, do one of the following:
a. To turn the header row on or off, select or clear the Header Row check

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box. Header rows are repeated at the top of each page if your table
extends for more than one page.

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b. To display special formatting for the first or last column of the table, select
the First Column or Last Column check box.
c. To display odd and even rows with different formatting, select the Banded

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Rows check box.
d. To display odd and even columns with different formatting, select the
Banded Columns check box.
e. To format the bottom row for column totals, select or clear the Total Row
check box. n
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Let’s Try It!
What Why

1. Click anywhere inside of the table. Selects the table.
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2. Click the contextual Design tab on Displays table design tools and
the Ribbon. commands.
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3. Move your mouse pointer over the Displays a preview of the Table Style.
third Table Styles thumbnail from
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the left in the Table Styles group as
shown below.

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What Why

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4. Click the Scroll Down arrow on the Displays the next row of thumbnails.

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Table Styles group as shown below.

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5. Click the third Table Style thumbnail
n Applies that style to the selected table.
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from the left in the Table Styles
group.
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Ev

2.11 Merging and Splitting Cells
In this lesson, you will learn how to merge several cells into one longer cell

T
here are times when you may wish to combine two or more cells into a single
larger cell that spans several columns. For example, you may have a title row as

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the first row of your table and you wish to center the title horizontally over the
other cells in your table. To combine several cells into one, select the cells you

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wish to merge then use the Merge Cells command on the contextual Layout Ribbon.

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n
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Likewise, individual cells can be split into smaller cells by using the Split Cells command
on the Merge group.
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To Merge Cells in a Table
1. Select the cells you wish to merge into one larger cell.
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2. Click the contextual Layout tab on the Ribbon.
3. Click the Merge Cells button on the Merge group.

To Split Cells in a Table
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1. Select the cell you wish to split into smaller cells.
2. Click the contextual Layout tab on the Ribbon.
3. Click the Split Cells button on the Merge group.
4. Enter the number of cells and rows into which you want to split your cells.
5. Click OK.

Tip: You can also right-click and choose Merge Cells from the contextual menu to
merge the selected cells.

Word 2010 Level 2 82
L E S S O N 2 – C O L U M N S A N D T A B L E S

Let’s Try It!
What Why

1. Click anywhere in the first row of Selects the row above which we want to
the table. insert a new row. We will use the new
row as a Title Row.

2. Click the contextual Layout tab on Switches to table layout commands and

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the Ribbon. tools.

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3. Click the Insert Above button on Inserts a new blank row above the
the Rows & Columns group. selected row in the table.

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4. Select the new row. Selects the row whose cells we wish to
merge. In this case, we want to merge all
of the cells in the first row into one larger
cell.

5. Click the Merge Cells button on
the Merge group.
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6. Type: First Quarter Sales 2007 as Enters the text for our title row.
shown below.
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7. Press the Ctrl + E keystroke Centers the title in the cell.
combination.

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

2.12 Changing Text Orientation and
Alignment
In this lesson, you will learn how to change the orientation and alignment of text in a cell.

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hen entering data into a cell, the default text alignment is top left with
horizontal orientation. However, you can change both the alignment and

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orientation of the text within a cell from the Alignment group on the
contexual Layout Ribbon. Using the alignment tools, you can realign the
contents of your table cells both horizontally and vertically as well as change the direction

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of text within the cells.

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To change the alignment of text within a cell, click the desired button on the Alignment
group. You can also evenly distribute the height and width of your columns and rows by
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clicking the Distribute Rows or Distribute Columns button on the Cell Size group.

To change the orientation of text within a cell, click the Text Direction button on the
Alignment group. Each time you click the icon, the text will change orientation. The
three choices are: vertical left, vertical right and original position. Click the icon until the
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desired alignment is displayed.

To Change the Alignment of Text within a Cell
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1. Select the cell(s) whose alignment you wish to change.
2. Click the contextual Layout tab on the Ribbon.
3. Click the desired alignment button on the Alignment group.
4. To evenly distribute the height and width of your columns and rows, click the
Distribute Rows or Distribute Columns button on the Cell Size group.

Word 2010 Level 2 84
L E S S O N 2 – C O L U M N S A N D T A B L E S

To Change the Orientation of Text within a Cell
1. Select the cell(s) whose orientation you wish to change.
2. Click the contextual Layout tab on the Ribbon.
3. Click the Text Direction button on the Alignment group until desired text
orientation is attained.

Let’s Try It!
What Why

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1. Highlight the three cells which Selects the cells whose alignment we wish

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contain the text: January, to modify.
February and March as shown
below.

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2. Click the Align Center button Applies center alignment to the text in the
(second row, second column) on selected cells. As your move your mouse
the Alignment group as shown. pointer over the Alignment tools, an
informational box displays, telling you
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what each tool is used for.
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What Why

3. Click the Text Direction button on Changes the text orientation to right
the Alignment group as shown. vertical.

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4. Click the Save button. Saves our changes.

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Word 2010 Level 2 86
L E S S O N 2 – C O L U M N S A N D T A B L E S

2.13 Totaling Rows and Columns
In this lesson, you will learn how to total data in a table.

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ord allows you to total the data in your tables by clicking the Formula
button on the contextual Layout Ribbon. By default, Word will propose the

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=SUM(ABOVE) or =SUM(LEFT) formulas, which will sum the cells
above the selected cell or the to the left of the selected cell. You can also use

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other aggregate functions in your formula, such as AVERAGE, MIN, MAX, and
COUNT. Simply replace the word “SUM” with the word for the aggregate function you
want to use.

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It is important to note that when adding new rows or columns to a table, the formula will
not automatically update. To update the formula, right-click the formula and choose
Update Field from the contextual menu.
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To Total Rows and Columns in a Table
1. Click in the cell where you want the total to appear.
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2. Click the contextual Layout tab under Table Tools.
3. Click the Formula button on the Data group. Word will automatically
propose a formula.
4. To insert a different formula, delete the formula in the Formula box and type
in a different formula.
5. If desired, click the Number format drop-down list and choose the desired
number format from the list.
6. Click OK.
7. To update a formula field after adding or removing rows or columns, right-
click the formula and choose Update Field from the contextual menu.

Let’s Try It!
What Why

1. Click in the blank cell under the Sets the insertion point where we want to
January column. insert a formula.

2. Click the Formula button on the Displays the Formula dialog box.
Data group as shown.

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3. Ensure that the formula in the Verifies that the formula will sum the cells
Formula box reads: above current cell.
=SUM(ABOVE) as shown. n
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4. Click the Number Format arrow Specifies a number format with a comma
and then choose #,##0 from the and no decimal places.
list.
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5. Press the Home key. Moves the insertion point to the
beginning of the number format.

6. Type the dollar symbol: $ Inserts the dollar symbol in front of the
format code to display our formula as
currency.

Word 2010 Level 2 88
L E S S O N 2 – C O L U M N S A N D T A B L E S

What Why

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7. Click OK. Closes the Formula dialog box and inserts

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the formula.

8. Click the File tab and choose Close Saves and closes the file.
from the File Options menu. Click n
Save when asked to save your
changes.
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2.14 Converting Text to a Table
In this lesson, you will learn how to create a table from existing text.

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handy feature in Word is the ability to create a table from existing text. This
saves the trouble of having to retype it should you wish it in table format. To

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convert text to a table, select the text, click the Table button on the Insert
Ribbon and click Convert Text to Table.

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To Convert Text to a Table
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1. Select the text that you want to convert to a table.
2. Click the Insert tab on the Ribbon.
3. Click the Table button on the Tables group.
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4. Click Convert Text to Table from the menu.
5. Enter the number of columns.
6. Select the desired AutoFit behavior radio button.
7. Under the Separate text at area, choose how to separate the columns of your
data.
8. Click OK when finished.

Tip: You can also convert a table to text by selecting the table, clicking the
contextual Layout Ribbon, and then clicking the Convert to Text button.

Word 2010 Level 2 90
L E S S O N 2 – C O L U M N S A N D T A B L E S

Let’s Try It!
What Why

1. Press the Ctrl + O keystroke Launches the Open dialog box.
combination.

2. Click Desktop on the left side of Opens the Desktop folder.
your screen.

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3. Double-click the Lesson Files Opens the Lesson Files folder and

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folder. displays the files in that folder.

4. Click on the file named: Customer Opens the Customer List lesson file.

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List and then click the Open
button.

5. Press the Ctrl + A keystroke Selects all of the text in the document.
combination. n
6. Click the Insert tab on the Ribbon. Switches to Insert commands and tools.
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7. Click the Table button on the Displays the Table menu.
Tables group.
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8. Click Convert Text to Table. Displays the Convert Text to Table dialog
box.

9. Ensure that 7 is displayed the Ensures that our text will be separated
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Number of Columns box. into 7 table columns.

10. Click the AutoFit to Contents The columns will fit to accommodate the
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radio button under the AutoFit largest cell entry.
behavior area.

11. If necessary, click the Tabs radio As each column of our data is separated
button as shown below. by a tab in our text file, this is the
delimiter we need to set. For instance, if
your data was in comma delimited
format, you would choose Commas.

What Why

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12. Click OK. Creates a table from our text.

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Word 2010 Level 2 92
L E S S O N 2 – C O L U M N S A N D T A B L E S

2.15 Sorting Data in a Table
In this lesson, you will learn how to sort data in a table.

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nce you have entered data into a table, you can reorganize it in alphabetical or
numerical order from the Sort dialog box. For example, you may want to sort

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a list of customers alphabetically by last name or numerically by sales. Word
allows you to sort in either ascending (A to Z for alphabetical data, smallest

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to largest for numbers and oldest to most recent for date) or descending (Z to A for
alphabetical data, largest to smallest for numbers and most recent to oldest for dates)
order.

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Word allows you to sort by up to three levels. To sort a table, click the Sort button on
the Data group of the contextual Layout Ribbon and choose the columns by which you
wish to sort.
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To Sort a Table by Multiple Columns
1. Activate any cell within your table.
2. Click the contextual Layout tab on the Ribbon.
3. Click the Sort button on the Data group.
4. Select the field by which you want to sort in the Sort By drop-down list.
5. Click the Type arrow and choose the data content type.
6. Click the Ascending or Descending radio button.
7. Click the Header Row or No Header Row radio button as it applies.

8. Click OK when finished.

Let’s Try It!
What Why
1. Click the Layout tab on the Switches to Layout commands and tools.
Ribbon.
2. Click the Sort button on the Displays the Sort dialog box.

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Data group as shown.

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3. Click the Header Row button
under the “My list has” area.
n Specifies that the first row of our table
contains column headings.
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4. Click the drop-down list in the Designates the “State” field as the first
Sort By area, choose State as sort field.
shown below.
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5. Make sure that “Text” is Specifies that the cell type is next (rather
displayed in the Type box. than number or date).
6. Ensure that the Ascending radio Specifies that the table is to be sorted in
button is checked. ascending order.

Word 2010 Level 2 94
L E S S O N 2 – C O L U M N S A N D T A B L E S

What Why
7. Click the drop-down list in the Designates the “City” field as the second
Then By area in the second row sort field.
and choose City.
8. Make sure that “Text” is Specifies that the cell type is next (rather
displayed in the Type box. than number or date).
9. Ensure that the Ascending radio Specifies that the table is to be sorted in
button is checked. ascending order.

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10. Click OK. Executes the sort. The data is sorted first
by state and then by each city.

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11. Click the Save button. Saves our changes.

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2.16 Applying Cell Shading to a Table
In this lesson, you will learn how to add cell shading to a table.

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e have already seen that you can apply Table Quick Styles to format a table.
In addition, you can apply colors or shading to individual cells or to an entire

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table. To accomplish this, click the Shading button on the contextual
Design tab. You can also right-click the table, choose Borders and Shading

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to apply colors from the Borders and Shading dialog box.

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To Apply Shading to Cells
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1. Select (click and drag across) the cells to which you want to apply shading.
2. Click the contextual Design Ribbon.
3. Click the Shading button on the Table Styles group of the Design Ribbon.
4. Click on the desired color in the color palette and then click OK.
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5. To see additional colors, click on More Fill Colors to display the color palette,
click on the desired color and then click OK.

Let’s Try It!
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What Why

1. Click to the left of the first row of Selects the entire first row of the table.
the table to select it. This is the row to which we will apply
shading.

2. Click the contextual Design tab on Switches to Design commands and tools.
the Ribbon.

Word 2010 Level 2 96
L E S S O N 2 – C O L U M N S A N D T A B L E S

What Why

3. On the Tables Styles group under Displays the Fill Color drop-down list.
the Design tab, click the arrow next
to the Shading button as shown
below.

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4. Click More Colors from the menu. Displays the Colors dialog box.

5. Click the Standard tab.
n Switches to the standard colors palette.
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6. Click a Light Gray color in the
Palette as shown.
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7. Click OK. Applies the shading to the first row of
our table.

8. Click anywhere in the table. Deselects the first row.

What Why

9. Click the File tab and click Close Saves and closes the document.
from the File Options menu. Click
Save when asked to save your
changes.

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Word 2010 Level 2 98
L E S S O N 2 – C O L U M N S A N D T A B L E S

Lesson Summary – Columns and Tables
 In this lesson, you learned how to create newspaper-like columns in your
documents using the Columns command on the Page Layout Ribbon.
 Then, you learned how to insert a manual column break by first setting the
insertion point where you wish to terminate the column, clicking the Breaks

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button on the Page Setup group and then clicking Column from the menu.
 Next, you learned how to modify column layout, such as the number of

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columns, the width of columns, etc. from the Columns dialog box. To
change column layout, click anywhere in your column section, click the
Columns button and then choose More Columns. Make any desired changes

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in the Column dialog box.
 Next, you learned how to insert tables into your documents using the Table
command button on the Insert Ribbon and then entering in the desired
number of rows and columns. You also learned how to move from one
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column to the next and how to enter data into your table.
 Then, you how to add rows and columns into your table by using Insert Left,
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Insert Right, Insert Above or Insert Below buttons on the Rows & Columns
group of the contextual Layout Ribbon.
 Next, you learned how to delete rows and columns by selecting the row or
column you wish to delete and clicking the Delete button on Row and
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Columns tools on the contextual Layout Ribbon.
 Next, you learned that the Draw Borders group, which can be found under
the contextual Design tab, contains tools that allow you to change the
borders of both the inside and outside lines of your table or remove the
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borders completely. Once you have set the border formatting that you want,
click the Borders button on the Table Styles group to apply the formatting to
your borders. Additionally, you learned that you can apply certain border
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formatting only to particular areas of your table by selecting only the cells
you wish to format.
 Next, you learned how to adjust column width by clicking and dragging the
column border or the column margins to the desired length or, for a more
precise measurement, using the Width box on the Layout Ribbon.
 Next, you learned how to adjust row height by dragging the row’s bottom
border upward or downward until it is the desired height or, for a more
precise measurement, entering the desired row height in the Height box on
the Layout Ribbon.

 Then, you learned how to format a table by choosing a Table Style from the
contextual Design tab. You learned that clicking the More button will
display the entire Table Styles gallery. You also learned how to format table
elements such as hiding the header row, adding banded rows or columns or
adding a total row.
 Next, you learned how to combine several cells into one by selecting the cells
you wish to merge then using the the Merge Cells command on the Merge
group of the contextual Layout Ribbon. Likewise, you learned that
individual cells can be split into smaller cells by using the Split Cells

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command.
 Then, you learned that you can change both the alignment and orientation of

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the text within a cell from the Alignment group on the contexual Layout
Ribbon. To change the alignment of text within a cell, click the desired
button on the Alignment group. You can also evenly distribute the height

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and width of your columns and rows by clicking the Distribute Rows or
Distribute Columns button on the Cell Size group. To change the orientation
of text within a cell, click the Text Direction button on the Alignment group
until the desired alignment is displayed.
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 Then, you learned how to total data in a table by clicking the Formula button
on the Data group of the Layout Ribbon. Word will automatically propose a
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formula based on the location of the cell.
 Next, you learned how to convert text to a table by selecting the text, clicking
the Table button on the Insert Ribbon and then clicking Convert Text to
Table.
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 Then, you learned that you can sort data in a table by up to three levels. To
sort a table, click the Sort button on the Data group of the contextual Layout
Ribbon and choose the columns by which you wish to sort.
 Lastly, you learned how to apply shading to the cells of your table by clicking
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Shading button on the contextual Design tab and choosing the desired color
from the color palette.
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Word 2010 Level 2 100
L E S S O N 2 – C O L U M N S A N D T A B L E S

Lesson 2 Quiz
1. To insert columns in a document, you:
A. Select the text you want placed in columns, click the Columns button on the
Insert Ribbon and then click the number of columns you want to insert.
B. Right-click the selected text, point to Insert and then click Columns in the
contextual menu.
C. Select the text you want placed in columns, click the Columns button on the
Page Layout Ribbon and click the number of columns you want to insert.

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D. Select the text you want placed in columns, click the Tables button on the
Insert Ribbon, point to Columns and click the number of columns you want to

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insert.

2. What command would you use to force the start of a new column?

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A. Click the Columns Button on the Insert Ribbon and then click Break from the
menu.
B. Click the Breaks button on the Page Layout Ribbon and then click Column
from the menu.
C. Click the Breaks Button on the Insert Ribbon, and then click Column.
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D. Click the Columns Button on the Home Ribbon, point to Breaks and then
choose column.
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3. What are three things that you can do from the Columns dialog box?
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4. What are two ways that you can insert a table into a document?
A. Click the Table button on the Insert Ribbon, click Insert Table and enter the
number of rows and columns in the Insert Table dialog box.
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B. Click the Insert Table button on the Layout Ribbon and enter the number of
rows and columns in the Table dialog box.
C. Click the Table button on the Insert Ribbon and drag across the grid until the
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desired number of rows and columns is displayed.
D. Click the Table button on the Layout Ribbon, click Insert Table and enter the
number of rows and columns in the Insert Table dialog box.

5. When working in a table, what is the easiest way to move from one cell to another in
a table?
A. Press the Ctrl key.
B. Press Return.
C. Press the Tab key.
D. Press the Shift + Ctrl keystroke combination.

6. You want to insert a new column between column 3 and column 4. How can you
accomplish this (select all that apply).
A. Select Column 3, click the Tables button on the Format tab, click the
contextual Layout tab and then click the Insert Right button.
B. Click anywhere in Column 3, click the contextual Layout tab and then click the
Insert Right button.
C. Click anywhere in Column 4, click the contextual Format tab, click the Tables
button and then click the Insert Right button.
D. Click anywhere in Column 4, click the contextual Layout tab and then click the
Insert Left button.

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7. You want to increase column 2 from one inch to two inches. How do you do this?

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A. Drag the right border of column 2 one inch to the left.
B. Double-click on the right border of column 2
C. Drag the right border of column 2 one inch to the right.

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D. Click the Columns button on the Tables Ribbon and type in “2” in the
columns box.

8. The Table Styles group on the Ribbon only displays 6 thumbnails but you know that
there are more styles available. How can you display the entire Table Styles gallery?
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9. What do banded rows refer to?
A. Each row contains multi-colored bands.
B. Only even rows are displayed.
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C. Even and odd rows have different formatting.
D. Rows that are switched to column position.

10. To spilt one cell in to two or more smaller cells, you would use the Split Table
feature.
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A. True
B. False

11. How can you sort a table by more than one column?
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A. Click the Sort button on the Layout Ribbon and then choose Sort Ascending
or Sort Descending from the menu.
B. Click the Sort button on the Layout Ribbon and select the columns you want
to sort from the drop-down list of the Sort dialog box.
C. Click the Table Sort button on the Design Ribbon and select the columns you
want to sort from the drop-down list of the Table Sort dialog box.
D. Word only allows you to sort by one column at a time.

12. When sorting data, the first row in the table containing the column labels is called
the ________________________ (fill in the blank).

Word 2010 Level 2 102
L E S S O N 2 – C O L U M N S A N D T A B L E S

13. Instead of horizontal, you wish the text of your title row to be vertically aligned.
Describe how you would accomplish this.

14. You have a text list that you want to convert to a table. You first select the text and
then:
A. Click the Table button on the Insert Ribbon, click Save as Table, and then
select the number of rows and how the text is separated.

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B. Click the Convert to Text button on the Insert Ribbon and then select the
number of rows and how the text is separated.

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C. Click the Table button on the Layout Ribbon, click Create Table From, and
then select the number of rows and how the text is separated.
D. Click the Table button on the Insert Ribbon, click Convert to Table, and then

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select the number of rows and how the text is separated.

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

2. Select the entire document (Ctrl + A). Convert the text of the document to a
three column format. Click OK.

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3. Modify the columns so that there are two columns instead of three.

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4. Click at the end of the word Jeremy and insert a manual page break (Hint:
Click the Breaks button then choose Page Break). On the new page, highlight
the paragraph marker and then set the number of columns to 1.

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5. Insert a table with five columns and four rows.

6. Enter the following information into the table:

Revenue Jan Feb
n Mar Apr
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Dues $300 $450 $400 $250

Renewals $150 $100 $250 $350

Events $285 $345 $205 $300
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7. Insert a blank row between the Dues and the Renewals rows.

8. Change the width of each column so that it is about one inch wide.
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9. Select the first row of the table and change the font size to 14 pt and apply
bold formatting.
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10. Apply the Table Style of your choice to the table.

11. Insert a new row above the first row of the table then merge all cells in the
first row together.

12. Type: Revenues 2010 in the new blank row. Center the text.

13. Save the document as MyLab and close the document.

Word 2010 Level 2 104
L E S S O N 3 – W O R K I N G W I T H G R A P H I C S

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Lesson 3 - Working with Graphics
Lesson Topics:

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3.1 Adding Clip Art
3.2 Adding a Picture from a File

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3.3 Adding Shapes
3.4 Formatting Drawing Objects n
3.5 Resizing and Moving Objects
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3.6 Adjusting Graphics
3.7 Cropping Images
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3.8 Applying Quick Styles to Images
3.9 Applying Image Effects
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3.10 Inserting Word Art
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3.11 Using the Background Removal Tool
3.12 Inserting SmartArt
3.13 Inserting an Organization Chart
3.14 Modifying an Organization Chart
3.15 Taking a Screenshot

Word 2010 Level 2 106
L E S S O N 3 – W O R K I N G W I T H G R A P H I C S

3.1 Adding Clip Art
In this lesson, you will learn how to insert Clip Art images into a Word document.

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icrosoft Office comes with a collection of images called Clip Art that you
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can add to your Word documents as well as to other Microsoft Office
documents to make your documents more visually striking. To insert and
search for clip art, click the Clip Art button on the Illustrations group of the
Insert tab on the Ribbon to display the Clip Art Task Pane. To browse clip art, enter a
keyword in the Search for: text box; that is to say, a word associated with a particular
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clip art file.
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If you wish include content from Office.com, check the Include Office.com content
checkbox. Results from the Office.com site, as well from as your local files, will be
included in your search results.

To Insert Clip Art
1. Set the insertion point where you wish to insert the Clip Art image.
2. Click the Insert tab on the Ribbon
3. Click the Clip Art button under the Illustrations group to display the Clip Art

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Task Pane.
4. In the Search for: text box, enter a keyword.

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5. To include content from Office.com in your search results, check the Include
Office.com content checkbox.
6. Click the Go button.

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7. Click on the desired clip art sample in the Results list to insert it into your
document.

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What Why
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1. Click the File tab and then click Displays the Open dialog box.
Open.
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2. Click Desktop on the left side of Opens the Desktop folder.
the Open window.

3. Double-click the Lesson Files Opens the Lesson Files folder and displays
folder. the files in that folder.
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4. Click on the file named: Camping Opens the Outdoor Fun Newsletter lesson
Newsletter and click the Open file.
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button.

5. Click before the word FROM in Sets the insertion point.
the first line of the document.

6. Press the Enter key. Inserts a blank line above the FROM THE
PRESIDENT line.

Word 2010 Level 2 108
L E S S O N 3 – W O R K I N G W I T H G R A P H I C S

What Why

7. Press the up arrow key. Moves the insertion point to the first blank
line.

8. Click the Insert tab on the Displays Insert commands and tools.
Ribbon.

9. Click the Clip Art button on the Displays the Clip Art Task Pane.

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Illustrations group.

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10. In the Search for: text box, type in: Returns samples of a clip art with the
Volleyball as shown and then click keyword computers.
the Go button.

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11. Click the volleyball image as Inserts the volleyball image at the insertion
shown. point in your document.
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12. Click the Task Pane Close button. Closes the Clip Art task pane.

What Why

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

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Word 2010 Level 2 110
L E S S O N 3 – W O R K I N G W I T H G R A P H I C S

3.2 Adding a Picture from a file
In this lesson, you will learn how to insert a picture into your document.

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n addition to Clip Art, you can also insert external graphical images into your
documents from your computer drive, an external drive or a network drive. These

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can be images that you have created in another program such as Adobe
Photoshop™, images that you have uploaded from a digital camera or images that

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have been purchased. Microsoft Word supports a wide variety of graphical formats such
as .jpg, .gif, .bmp, etc. Adding images can really add an extra touch to your documents.

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To Insert a Picture
1. Set the insertion point where you wish to insert the image.
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2. Click the Insert tab on the Ribbon.
3. Click the Picture button under the Illustrations group to display the Insert
Picture dialog box.
4. Navigate to the folder that contains the image you wish to insert.
5. Click the file to select it and then click the Insert button.

Let’s Try It!
What Why

1. Set the insertion point at the blank line Sets the insertion point where we wish
before the beginning of the third to insert our picture.
paragraph as shown.

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2. Click the Picture button on the Insert Displays the Insert Picture dialog box.

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Ribbon.

3. Click on the Desktop folder icon on Switches to the Desktop folder.
the left.

4. Double-click the Lesson Files folder.
n Switches to the Lesson Files folder.
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5. Click on the file named: Canoe Selects the image to be inserted in our
document.
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6. Click Insert. Inserts the image into our document.

7. Click the Save icon. Saves the active document.
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3.3 Adding Shapes
In this lesson, you will learn how to add Shapes to your Word documents.

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ord contains many powerful ready-made drawing tools such as lines, arrows,
rectangles, circles, cubes, block arrows, callouts, stars and banners that you
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can add to your documents. Move your mouse pointer over any drawing
icon to display an informational box explaining what the shape is. These
tools are located on the Illustrations group under the Insert Ribbon.
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The Shapes are grouped for you by the following categories:

• Recently Used Shapes
• Lines
• Basic Shapes
• Block Arrows
• Equation Shapes
• Flowchart
• Stars and Banners
• Callouts

One of the more common tools you will use is the text box. Text boxes allow you to
place text anywhere on your document. For example, you can add a caption to a picture
by creating a text box and situating it near the picture. Using text boxes as well as the
other drawing tools can draw attention to particular areas of your document, helping you
to convey your message more easily and effectively and can add a bit of zest to your
documents.

To draw an object, click on the desired drawing object button and with your left mouse
button held down, drag the object onto your document until it is the size that you want.

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To Add a Shape

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1. Set the insertion point where you want to insert a Shape.
2. Click the Insert tab on the Ribbon.
3. Click the Shapes button on the Illustrations group on the Ribbon.

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4. Click the Shape that you want to add to your document from the Shapes
gallery.
5. Click on the document and draw the Shape until it is the desired size.

Let’s Try It!
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What Why

1. Set the insertion point before the Sets the insertion point at the nearest
line that begins: Thanks to Doug paragraph where we will draw our object.
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2. Click the Shapes button on the Displays the Shapes gallery.
Insert Ribbon.

3. Click the Text Box drawing tool Activates the text box drawing tool. You
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under the Basic Shapes category as are now ready to draw the object on your
shown below (first shape in the document
Basic Shapes category).
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What Why

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4. Scroll up until the canoe photo that Selects the area where you will begin
you inserted is visible. Move the drawing the text box.
mouse pointer over the canoe n
picture, about 2 inches from the
right edge of the picture, about 1
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inch down from the top.

5. Click and drag downward and to the Creates the text box on our document.
right until your text box is about 1.5
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inches high and about 2 inches
long as shown below.
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6. Click inside the text box and type: Enters text inside of the text box object.
Dan out for a ride

7. Click the Insert Ribbon. Returns us to the Insert Ribbon.

What Why

8. Click the Shapes button and then Activates the arrow tool.
click the Arrow tool under the
Lines category as shown.

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9. Move your mouse pointer ( ) to Selects the area where you will begin
the bottom left of the text box. drawing the arrow.

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10. Click and drag towards the person Creates an arrow pointing from the text
in the canoe until your arrow is box to the man in the canoe.
about 2 inches long as shown n
below. Release the mouse button.
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11. Click anywhere in the document to Deselects the drawing object.
deselect the arrow.

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3.4 Formatting Drawing Objects
In this lesson, you will learn how to format drawing objects.

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hances are that after having drawn your object, you will want to apply
formatting to it so that it blends in with the rest of your document. The Shape

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Styles group on the contextual Format Ribbon contains several tools which
allow you to modify such settings as line color, width and style, fill color, or

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apply special effects such as shadows, bevel, glow, 3-D, etc. You can also apply a
predesigned Shape Style to your object from the Shape Styles gallery. The selections
available from the Shape Styles gallery will depend on the type of object selected.

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To apply formatting to your objects, you first need to select the object and then click on
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the appropriate formatting tool on the Format Ribbon. To apply formatting to more
than one object at a time, hold down the Ctrl key and then select the desired objects.

To Apply Formatting to Drawing Objects
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1. Click the object to activate it.
2. Click the contextual Format tab under Drawing Tools.
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3. To apply a fill color to the object, click the Shape Fill arrow on the Shape
Styles group and choose the desired color from the color palette. Click Picture,
Gradient or Texture to fill the object with any of these items.
4. To apply or modify the lines or border of an object, click the Shape Outline
arrow on the Shape Styles group and choose the options you want.
5. To apply an effect to an object, click the Shape Effects arrow on the Shape
Styles group, point to the desired category from the list and then click the
effect you want to apply from the gallery.
6. To apply a quick Shape Style which contains a combination of various effects,
fill, and outline formatting, click the Shape Style More button and choose the
desired style from the gallery.

Tip: You can see a preview of most formatting and styles by moving your mouse
pointer over any gallery thumbnail or color swatch button. The effect will be
temporarily applied to the selected object. This is an example of Word’s Live
Preview feature.

Let’s Try It!
What Why

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1. Click the arrow object that you Activates the arrow object.
drew in the last lesson.

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2. Click the More button on the Displays a gallery of quick formatting that
Shape Styles gallery on the you can apply to the selected object.

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contextual Format tab as shown.

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3. Click the Moderate Line – Dark 1 Applies the style to the line.
thumbnail in the gallery as shown
below (2nd row from the bottom, 1st
column).
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4. With the arrow still selected, click Displays various shape outline options.
the Shape Outline button as
shown below.

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What Why

5. Click the red color swatch in the Changes the color of the selected object

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color palette under the Standard to red.
Colors category.

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6. Click the Shape Outline button Displays a gallery of various line thickness
again and point to Weight. formatting that we can apply.

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7. Click on ¾ pt in the gallery. Changes the thickness of the selected
arrow to ¾ pt.

8. Click the text box object and then
click the Format tab.
n Selects the text box and then displays the
contextual Format Ribbon.
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9. Click the Shape Fill button and Applies a yellow fill to the text box.
select Yellow under the Standard
Colors category.
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10. Click the More button on the Displays all available shape styles.
Shape Styles gallery.

11. Click the Intense Effect – Red Applies the Intense Effect – Red Accent
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Accent 2 style in the third column, 2 style to the text box.
last row as shown.
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What Why

12. Click Save. Saves our changes.

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3.5 Resizing and Moving Objects
In this lesson, you will learn how to move objects to different areas of your document and
to change the size of an object.

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fter you’ve drawn or inserted an object such as a graphic into your document,

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very often you will want to move it to another location or change its width or
height. In order to move or resize any object, you first must select that object as

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we did in the last section. When you select an obejct, sizing handles appear on
the object’s borders. Sizing handles allow you to change the size of the selected object.
For instance, you can increase the width of a text box by clicking the left or right middle

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sizing handle (your mouse pointer will turn into a double black arrow as you hover it over
a sizing handle) and dragging in the desired direction.

To move an object, move your mouse pointer over the border of the object or directly
over a graphic until your mouse pointer turns into a 4-way black cross. Then, click and
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drag it to a new location.
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To Resize an Object
1. Select the object by clicking on it.
2. Move your mouse pointer over the desired sizing handle until the mouse
pointer transforms into an arrow.
3. Click and drag outwards to increase the size of an object or inwards to decrease
the size of the object.
4. Release the mouse button.

To Move an Object
1. Select the object.
2. To move a text box:
a. Move your mouse pointer over the border until the mouse pointer
transforms into a double black cross.

b. Click and drag to the desired location of your document.
3. To move inserted graphics and other drawing objects (lines, arrows,

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rectangles, etc.):
a. Move your mouse pointer directly over the object until the pointer

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transforms into a double black cross.

b. Click and drag to the desired location on your document.

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Tip: For a more precise measurement, you can also resize an object by entering in
the desired dimensions in the Height and Width boxes in the Size group on
the Insert Ribbon.

Let’s Try It!
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What Why

1. Set the insertion point at the last Sets the insertion point where we will
blank line of the document. insert a new picture.
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2. Click the Insert tab on the Ribbon. Switches to Insert commands and tools.
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3. Click the Picture button on the Displays the Insert Picture dialog box.
Illustrations group.
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4. Click on the file named: Lake in the Selects the image to be inserted in our
Lesson Files folder. document.

5. Click Insert. Inserts the image into our document.

6. Click on the Lake graphic that you Selects the graphic object.
just inserted.

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What Why

7. Move your mouse pointer over the Ready to enter sizing mode.
lower right sizing handle as shown
below until the pointer transforms
into a double arrow.

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8. Click and drag inward until the
picture is about 2 inches tall and 2
inches wide. Release the mouse
n Using the sizing handles on the corners
allows you to both change the height and
width of an object at the same time.
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button.

9. With the graphic still selected, click Sets the insertion point to where we will
and drag until the insertion point is move our graphic.
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at the blank line above the
sentence that begins with Your
board of directors as shown below
(you may have to scroll upwards a
bit).
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What Why

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10. Release the mouse button.
n Moves the graphic to the new location.
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11. Press the Ctrl + E keystroke Centers the graphic.
combination.
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12. Click the Save icon. Saves the active document.

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3.6 Adjusting Graphics
In this lesson, you will learn how to adjust graphical objects.

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nce you have imported a graphic file into your document, you can then modify
various aspects of the object such as the brightness, contrast, color and more.

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Word 2010 includes many new features to modify your pictures – you can now
remove the background color of the graphics, sharpen, soften or modify the

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brightness or contrast of a picture using the Corrections tool, and modify the color
saturation, color tone or recolor an image entirely using the Color tools. Additionally,
you can apply some interesting effects to your images using the new Artistic Effects tool.

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Picture adjustment options are available on the Adjust group of the contextual Format
Ribbon.

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To Format a Graphic
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1. Click on the graphic you wish to format.
2. Click the contextual Format tab on the Ribbon.
3. Click the desired button on the Adjustment group. If available, choose the
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desired selection from the menu.

In the Let’s Try It exercise, we will look at some of the different formatting options
available.

Let’s Try It!
What Why

What Why

1. Click the Text Box on the Canoe Before we format our graphic, we will
graphic. delete the text box and arrow objects from
the graphic.

2. Press and hold the Shift key, and Selects both the Text Box and Arrow
then click the Arrow object. graphics.

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3. Press the Delete key. Deletes the Text Box and Arrow objects.

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4. Click the Canoe graphic. Selects the graphic we wish to modify.

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5. Click the contextual Format tab on Displays picture formatting commands
the Ribbon. and tools.

6. Click the Corrections button on the Displays the Corrections gallery.
Adjust group.
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7. Under the Brightness and Contrast Adjusts the brightness and contrast of the
area, click the thumbnail in the image.
second row, fourth column as shown
below (Brightness +20, Contrast -20)
as shown below.
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What Why

8. Click the Color button on the Displays the Color gallery.
Adjustment group.

9. Click the second thumbnail under Adjusts the color of the image.
the Color Tone area (Temperature:
5300 K) as shown below.

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10. Click the Picture Border button on Surrounds the picture with a 1 ½ pt
the Picture Styles group, point to border.
Weight and click 1 ½ pt.

11. Click the Save button. Saves our changes.
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3.7 Cropping Images
In this lesson, you will learn to remove unwanted portions of images

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ou can crop both clip art and other graphical images to remove unwanted
portions. To crop an image, click the Crop button on the contextual format

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Ribbon, click on any crop handle bordering the image and drag inwards until the
desired portion is removed. For a more precise measurement, you can use the

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Size dialog box by clicking on the Size Dialog Launcher and entering in your dimensions
in the appropriate boxes under the Crop From category.

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With Word 2010, you now have the ability to crop your images to a specific shape. Point
to Crop to Shape from the Crop menu and then click the desired shape in the Shapes
gallery.
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To Crop an Image Manually
1. Click on the graphic you wish to crop.
2. Click the contextual Format tab on the Ribbon.
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3. Click the Crop button arrow on the Size group and click Crop.
4. Click on a crop handle and drag until the desired portion of the image is
removed.
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5. Press either Enter or Esc on your keyboard.
6. To crop an image in the form of a shape, click the Crop button arrow, point
to Crop to Image and then choose the image you want from the gallery.

Let’s Try It!
What Why

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What Why

1. Click the Canoe graphic. Selects the graphic we want to crop.

2. Click the contextual Format tab Switches to graphic formatting tools and
on the Ribbon. commands.

3. Click the Crop drop-down arrow Displays the Crop menu.
below the Crop button under the

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Size group as shown.

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4. Click Crop on the menu. Activates the drop tool which allows you
to delete a part of an image. Once the
crop tool is activated, crop handles appear
on the graphic.

5. Move your cursor over the left
n Marks the left one-inch portion of the
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center crop handle as shown and graphics.
then drag about one inch to the
right.
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6. Click the crop handle on the right Marks the right one-inch portion of the
center of the graphic and then drag graphic.
about one inch to the left.

7. Press Enter. Deletes the marked portions of the
graphic.

What Why

8. Click the picture and then click the Switches to graphic formatting tools and
contextual Format tab on the commands.
Ribbon.

9. Type 3 in the Height box on the Sets the height of the graphic to three
Size group as shown and then inches.
press Enter.

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10. Click the Crop drop-down arrow Displays the Shapes gallery.
below the Crop button and point
to Crop to Shape.

11. Under the Basic Shapes area, click
Oval as shown below.
n Crops the image to an Oval shape.
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12. Press the Ctrl + Z keystroke Reverses the last action we performed.
combination.
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13. Click the Save icon. Saves the active document.

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3.8 Applying Quick Styles to Images
In this lesson, you will learn to apply a Quick Style to an image

P
icture Quick Styles are a set of various formatting combinations that you can
add to your images. These include 3-D effects, shadows, reflections, glows, bevel

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effects and more, all combined into one setting. To see the various Picture
Quick Styles in action, select the graphic and then move your mouse point over

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the thumbnails in the styles gallery.

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To add a Picture Quick Style
1. Click on the graphic to which you want to apply a Quick Style.
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2. Click the contextual Format tab under Picture Tools on the Ribbon.
3. Click the More button to display the full Picture Styles gallery.
4. Point to a style to see a preview of the style.
5. Click the style you want from the gallery to apply it to the selected graphic.
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Tip: You can also apply a Microsoft Office Shape to a picture. Click the Picture
Shape button and choose the shape that you want. The image will appear in
the shape and will be automatically cropped to fit into the shape.
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Let’s Try It!
What Why

1. Click the Canoe graphic. Selects the graphic to which we want to
apply a style.

What Why

2. Click the contextual Format tab Displays to graphic formatting tools and
on the Ribbon. commands.

3. Click the More button on the Displays the available Picture Styles that
Picture Styles gallery. you can apply.

4. Point the fourth style in the first Displays a preview of the style when

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row (the Drop Shadow Rectangle applied to the image.
style).

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5. Click the Drop-Shadow Rectangle Applies the style to our image.
style.

6. Press the Ctrl + E keystroke Centers the image.
combination.
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7. Click the Save button. Saves our changes.
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3.9 Applying Image Effects
In this lesson, you will learn how to apply various effects to an image.

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ou can add some very interesting effects to your images using the Picture
Effects tool on the Format Ribbon. You can add such effects as shadows,

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reflection, glow, soft edges and 3-D Rotation. To further customize your
effects, click the Picture Styles dialog launcher to display the Format Picture

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dialog box.

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You can also apply image effects to clip art and drawing objects.

To Apply Effects to an Image
1. Click on the graphic to which you want to apply an effect.
2. Click the contextual Format tab under Picture Tools on the Ribbon.
3. Click the Picture Effects button on the Picture Styles group and point to
Preset, Shadow, Reflection, Glow, Soft Edges, Bevel or 3-D Rotation.

4. Click the effect you want to apply.

Let’s Try It!
What Why

1. Click the Canoe graphic. Selects the graphic to which we want to
apply a style.

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2. Click the contextual Format tab Displays to graphic formatting tools and
on the Ribbon. commands.

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3. Click the Picture Effects button Displays a gallery of available glow
on the Picture Styles group and settings.

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point to Glow.

4. Click the purple glow effect in the Applies a purple glow effect to the image.
last row as shown below.
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5. Click the Picture Effects button, Applies the 3-D Rotation effect to the
point to 3-D Rotation and select image.
the Off Axis 2 Left effect under
the Parallels group, 2nd row, last
column as shown below.

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What Why

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6. Click the Save button. Saves our changes.

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3.10 Inserting WordArt
In this lesson, you will learn how to insert WordArt into your document.

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ordArt is a gallery of text styles and effects that you can add to your Word
documents. With WordArt, you can add spectacular effects to the text of

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your documents – you can shadow it, bevel it, mirror it, and make it glow. As
with text boxes, you can apply formatting to WordArt shapes as well as

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change the text itself.

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The WordArt button is located on the Insert Ribbon on the Text group and will
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display the WordArt Gallery when clicked. First, select the text to which you want to
apply WordArt. Then, click the WordArt button and select the style of WordArt you
wish to add.
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From the contextual Format tab (which displays when the WordArt object is selected),
you can apply a variety of effects, fills and outlines to your WordArt text, as well as
change the WordArt Style.
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To Insert WordArt
1. Select the text to which you want to apply a WordArt style.
2. Click the WordArt button on the Text group of the Insert tab.
3. Click on the desired WordArt format in the WordArt Gallery.

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Let’s Try It!
What Why

1. Click the Insert tab on the Switches to Insert commands and tools.
Ribbon.

2. Set the insertion point at the last Sets the insertion point where we wish to insert
blank line of the document. a WordArt object.

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3. Type: See you at the next Enters the text “See you at the next event!
event!

4. Select the line of text that you just Selects the text “See you at the next event!

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typed above.

5. Click the WordArt button on the Displays the WordArt Gallery.
Text group as shown below. n
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6. Select the WordArt Style in the Selects the style for the WordArt object.
third row, fourth column as
shown below.
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What Why

7. Highlight the words: at the next Selects the words we wish to change.
event.

8. Type: Next Month. Replaces the selected text with the words
“Next Month.”

9. Click the border of the WordArt Selects the object.

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objects.

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10. Click the Format tab on the Displays the contextual Format Ribbon.
Ribbon.

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11. Click Text Effects on the Displays the Text Effects menu.
WordArt Styles command set.

12. Point to Glow and then choose Adds a glow effect to the selected WordArt
the Glow effect in the first row, n text.
first column.
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13. Click the Insert tab on the Ribbon. Switches to Insert commands and tools.

14. Click the Shapes button on the Activates the Heart shape.
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Ribbon and click on the Heart
Shape under the Basic Shapes
category as shown below.
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What Why

15. Click to the right of the Draws the heart Shape to the right of the
WordArt object and draw the WordArt object.
shape until it is about the same
size as the WordArt object as
shown below. Release the
mouse button.

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16. Click on the Shape. Selects the Shape.

17. Click the Format tab on the Displays the contextual Format Ribbon.
Ribbon. n
18. Click the More on the Shape Styles Displays the Shape Styles gallery.
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gallery as shown below.
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19. Click the Shape Style in the second Applies a red fill color to the shape.
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row, 3rd column as shown below.
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What Why

20. Click the File tab and choose Close Saves the active document.
from the File Options menu. Click
Save when asked to save your
changes.

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3.11 Using the Background Removal
Tool
In this lesson, you will learn how to use the background removal tool.

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I
f you wish to insert a picture into Word but do not want to include its background,
you can use the new Background Removal Tool, found on the Adjust group on

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the contextual Format Ribbon. With the Background Removal Tool, you select
which areas of the image you wish to keep or remove and then draw around the
desired area. You can fine-tune the selection by dragging the sizing handles of the border

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box. When finished, press Enter.

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To Use the Background Removal Tool
1. Click on the image whose background you wish to remove.
2. Click the contextual Format tab on the Ribbon.
3. Click the Remove Background button. The detected background color is
highlighted in purple.
4. If necessary, drag the sizing handles to ensure that none of the areas of the
image you want to keep are outside of the boundary box.

5. Press Enter.
Tip: You can also click the Mark areas to keep or Mark areas to remove button
and then draw lines around the areas to keep or remove.

Let’s Try It!
What Why

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

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2. Select the file named William_B Opens the file named William_B in Word.
and then click open.

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3. Select the image in the document. Displays the contextual Format tab on the
Ribbon under Picture Tools.

4. Click the Format tab on the n Switches to picture formatting options.
Ribbon.
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5. Click the Remove Background Displays the Background Removal Ribbon.
button on the Adjust group as The background that Word detects is
shown below. highlighted in purple.
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6. Click the right-center sizing We want to ensure that the parts of the image
handle and drag about ½-inch to we wish to keep are enclosed within the
the right as shown below. boundary of the box.
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What Why

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7. Press Enter. Removes the background color of the image.

8. Click the File tab and then click n Closes and saves the file.
Close. Save your changes.
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3.12 Inserting SmartArt
In this lesson, you will learn how to insert SmartArt graphics into your documents.

S
martArt is a feature in Microsoft Office that allows you to insert graphical objects
such as diagrams, organization charts, flow charts, graphical lists, matrix objects,

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and much more to illustrate processes and relationships. With the wide-range of
formatting tools available such as colors, bevels, shadows, etc., you can easily

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create extremely impressive documents.

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After you have inserted a SmartArt object, you can then manipulate and format the object
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in many ways from the contextual Design tab and the Format tab on the Ribbon.
Options include appying a Quick Style to a SmartArt graphic, changing its orientation,
changing its layout, or changing its colors, just to name a few.
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The quickest way to add text is to click directly into SmartArt object and begin typing.
You can also use the Text Pane to enter your text. Click the Text Pane button on the
contextual Design tab on the Create Graphic group or click the control with two arrows
along the left side of the object to display the text pane.

To Insert SmartArt into a Document
1. Click the Insert tab on the Ribbon.
2. Click the SmartArt button on the Illustrations group to display the SmartArt

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gallery.
3. Click the desired category in the left pane.

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4. Click the SmartArt graphic you want to use in the center pane.
5. Click OK.
6. Click in the SmartArt object and type in your text

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Or
Click the Text Pane button on the contextual Design tab and type in your
text in the text pane.
7. Click the contextual Design or Format tabs on the Ribbon to modify the
SmartArt object. n
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Let’s Try It!
What Why

1. Press the Ctrl + N keystroke Creates a new blank document.
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combination.

2. Click the Insert tab on the Ribbon. Switches to Insert commands and tools.
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3. Click the SmartArt button on the Displays the SmartArt gallery.
Illustrations group.
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4. Click the List category in the left Displays SmartArt objects in the List
pane. category.

5. Click the Trapezoid List thumbnail Displays information about the object in the
in the first column, eighth row as right pane.
shown below.

What Why

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6. Click OK. Inserts the SmartArt graphic into our

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document.

7. Click in the title Text bullet in the Enters text into our SmartArt Object
left pane and type: Process as
shown below. n
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8. Click in the second level bullet text Enters second level text into our SmartArt
area below Process in the first pane Object.
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and type: Benefits

9. Click in the second level bullet text Enters second level text into our SmartArt
area below Benefits in the first pane Object.
and type: Results

10. Click in the title Text bullet in the Enters first level text into our SmartArt
center pane and type: Employees Object in the center pane.
as shown below.

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What Why

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11. Click in the second level bullet text Enters second level text into our SmartArt

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area below Employees in the center Object.
pane and type: Office

12. Click in the second level bullet text Enters second level text into our SmartArt
area below Office in the center pane
and type: Union
n Object.
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13. Press Enter Inserts a new bulleted item.

14. Click in the second level bullet text Enters second level text into our SmartArt
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area below Union in the center pane Object.
and type: Management

15. Click the contextual Design tab on Switches to SmartArt design options.
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the Ribbon under the SmartArt
Tools tab.

16. Move your mouse pointer over any Displays a preview of the style.
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of the style thumbnails in the
SmartArt Styles group.

17. Click the More button on the Displays the SmartArt Styles gallery.
SmartArt Styles group as shown
below.

What Why

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18. Click the last style in the gallery Applies the Birds Eye Scene style to the

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(Birds Eye Scene) as shown below. SmartArt Object.

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19. Click the More button on the Changes the layout to the Grouped List.
Layouts group and click the
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Grouped List, the last fifth layout
in the third row as shown below.
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What Why

20. Click the More button on the Displays the SmartArt Layout gallery.
Layouts group.

21. Click More Layouts on the bottom Displays the entire SmartArt gallery
of the gallery.

22. Click the List category in the left Displays SmartArt objects in the List

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pane. Category.

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23. Click the Hierarchy List Converts the object to the Hierarchy List
thumbnail, the last layout in the SmartArt object.
second to the last row as shown
below and then click OK.

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24. Click the Change Colors button on Displays the Colors gallery.
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the SmartArt Styles group on the
Ribbon (under the Design Tab).
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25. Click the third thumbnail under Applies the new theme color to our
the Colorful category. SmartArt object.

26. Click the Save button. Type: My Saves the new document as “My Smart
Smart Art in the File Name box Art”.
and then click Save.

27. Click the File tab and choose Close Closes the file.
from the File Options menu.

3.13 Inserting an Organization Chart
In this lesson, you will learn how to insert an Organization Chart into your documents.

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icrosoft Office provides the ability to insert diagram objects into your
documents. One of these diagram objects that is often used is the

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Organization Chart which allows you to illustrate hierarchical relationships
such as the structure of a business (i.e. names, titles and departments of

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managers).

The standard organization chart is the 1st object located in the Hierarchy category of

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the SmartArt gallery.

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To Insert an Organization Chart:
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1. Set the insertion point where you wish to insert an Organizational Chart.
2. Click the Insert tab on the Ribbon.
3. Click the SmartArt button on the Illustrations group.
4. In the left pane, click Hierarchy.
5. In the middle pane, click the type of Organization chart you wish to insert.
6. Click OK.
7. Click inside the text box shape to add text to a shape.
Or
Type your text in the Text Pane (click the Text Pane button on the Create
Graphic group to display the Text Pane).

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8. Click outside of the Organization Chart shape when finished.

Let’s Try It!
What Why

1. Press the Ctrl + N keystroke Creates a blank new document.
combination.

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

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3. Click the SmartArt button on the Displays the SmartArt dialog box.
Illustrations group.

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4. In the left pane, click Hierarchy. Displays available Organization Chart
shapes.

5. Click on the Organization Chart Selects the Organization Chart object.
diagram object (1st row, 1st column).
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6. Click OK. Inserts the Organization Chart into your
document.
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7. Click in the topmost box and then Enters the first line of text into the
type: topmost shape.
Rodney Davis.
8. Press Enter. Moves to the next line.

What Why

9. Type: Owner as shown below. Enter the second line of text in the
topmost row.

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10. Click the border of the leftmost shape Deletes the second level of our

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on the second row and press the Organization chart.
Delete key
11. Click in the leftmost shape on the Enters text into the leftmost box on
second row and type the following two n the second row.
lines:
Diane Harrison
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Regional Mgr.
12. Click in the middle shape on the Enters text into the middle box on
second row and type the following two the second row.
lines:
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Richard Lane
District Mgr.
13. Click in the rightmost shape on the Enters text into the rightmost box on
second row and type the following two the second row.
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lines:
Debra Browne
Area Mgr.
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What Why

14. Click outside the shape anywhere on Deselects the Organization Chart
the active document. object.

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3.14 Modifying an Organization Chart
In this lesson, you will learn how to modify the structure of an existing Organization
Chart.

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fter you create your Organization Chart, you can add additional

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shapes/relationships (or nodes) at any time by clicking on the shape to which
you want to add a relationship, clicking the Add Shapes arrow on the Create

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Graphic group and selecting the position where you wish to insert the new
shape. You can also add new shapes from the Text Pane by setting the insertion point in
the shape where you want to add a new shape and pressing the Enter key. You can then

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press the Tab key to indent the shape or Shift + Tab to demote the position of the shape.

To delete a shape/relationship, select the relationship, and then press the Delete key.

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Like the other graphical objects with which we have been working, you can format your
Organization Chart by adding special effects such as glow, 3-D rotation and bevel as well
as changing the layout or applying SmartArt Styles to the object.
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To Add New Shapes/Relationships
1. Click the shape to which you want to add a new relationship.
2. Click the Add Shapes arrow on the Create Graphic group under the
contextual Design Ribbon and select the position where you wish to insert the
new shape (before, after, above, below or assistant).
3. Click in the new shape to enter text.

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To Format an Organization Chart
1. Click anywhere in the Organization Chart to select it.
2. Click the contextual Design tab under SmartArt Tools.
3. Click the desired Layout or SmartArt Style that you want to apply to the
Organization Chart. To see additional styles or layouts, click the scroll up or
scroll down buttons, or click the More button to display the entire Layouts or
SmartArt Styles gallery.
4. To format individual nodes (shapes), select the shape you want to format, click
the contextual Format tab and make your formatting selections.

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Let’s Try It!

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What Why
1. Click the shape containing the text: Selects the topmost object.

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Rodney Davis.
2. Click the contextual Design tab Displays SmartArt design commands
under SmartArt Tools on the Ribbon. and tools.
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3. Click the arrow under the Add Shape Displays a menu of available shape
button on the Create Graphic group. positions.
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4. Choose Add Assistant from the Establishes an Assistant relationship
menu. for the new shape.
5. Click inside the new object and type Enters the text for the new object.
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the following two lines of text:
Paul Hoffman
Assistant Mgr.
6. Click outside the shape. Deselects the new shape.
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7. Click the shape containing the text: Selects the lower right object.
Debra Browne.
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8. Click the arrow under the Add Shape Displays a menu of available shape
button on the Create Graphic group. positions.
9. Choose Add Shape After from the Inserts a new shape to the right of
menu. the existing shape.
10. Click inside the new object and type: Enters the text for the new object.
Stan Darby
Area Mgr.

What Why
11. Click the More button on the Displays the SmartArt Styles gallery.
SmartArt Styles group.
12. Click the first style (polished) under Applies the Polished SmartArt style
the 3-D category as shown below. to the Organization Chart

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13. Click the Save button. Type: My n Saves the new document as “My Org
Org Chart in the File Name box Art”.
and then click Save.
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3.15 Taking a Screenshot
In this lesson, you will learn how to use the new Screenshot feature

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ew in Word 2010 is the ability to take a screenshot directly from within a
Word document. The Screenshot tool is located on the Illustrations group of

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the Insert Ribbon. When you click the Screenshot button, several screenshot
samples from your open documents will display. You can either choose from

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the available sample screenshots or take your own screenshot by clicking the Screen
Clipping option. If you select Screen Clipping, the active Word document will be
minimized and a resizable window will appear over next open window (whether this be

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another open document or your Desktop).

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Note that the Screenshot feature is not available in documents saved in Word 2003
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format or earlier.
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To Take a Screenshot
1. Open the Word document into which you wish to insert the Screenshot.
2. Click the Insert tab on the Ribbon.
3. Click the Screenshot button on the Illustrations group on the Ribbon.
4. To insert one of the available screenshots from open windows, click the
thumbnail for the screenshot you wish to use under the Available Windows
area.
5. To take your own screenshot, click Screen Clipping on the Screenshot menu
and then trace around the area you wish to capture.

Let’s Try It!
What Why
1. Press the Ctrl + N keystroke Creates a new blank Word document.
combination.
2. Click the Insert tab on the Ribbon. Switches to Insert options.

3. Click the Screenshot button on the Displays the Screenshot menu.

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Illustrations group as shown below.

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4. Click Screen Clipping on the menu. Minimizes the active document and
displays the next window in the
n background, in this case, the My Org
Chart document.
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5. Click your left mouse button and Selects the area of the document of
draw a box around the Org Chart which we want to take a screenshot.
on the page as shown below.
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6. Release the mouse button. Redisplays the new document and
inserts the screen shot into it.
7. Click the File tab and then click Closes the new file without saving
Close. Click Don’t Save when your changes.
prompted.

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What Why
8. Click the File tab and then click Saves and closes the My Org Chart
Close. Click Save if prompted to file.
save your changes.

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Lesson Summary – Working with Graphics
 In this lesson, you learned that Microsoft Office comes with a collection of
images called Clip Art that you can add to your Word documents as well as
to other Microsoft Office documents to render them more visually striking.
You can insert and search for clip art from the Clip Gallery by clicking the

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Clip Art button on the Illustrations group on the Insert Ribbon.
 Then, you learned that you can insert graphical images from your computer

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or network drive into your documents using the Picture command button on
the Illustrations group on the Insert Ribbon.
 Next, you worked with Shapes, which consist of a group of ready-made

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drawing objects such as rectangles, circles, cubes, lines, block arrows,
callouts, stars and banners, etc. that you can add to your documents. You
learned that the Shapes button is located on the Insert Ribbon. In this
lesson, you learned how to create a text box and arrow object on your
document. n
 Next, you learned how to format drawing objects using the formatting tools
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on the Home Ribbon or on the contextual Drawing Tools Ribbon.
 Next, you worked with resizing and moving objects. You learned that when
you select an object, sizing handles appear on the object’s border. Clicking
and dragging on a sizing handle allows you to change the size of the selected
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object. You also learned that to move an object, you position your mouse
pointer over the border of an object or directly over a graphic until your
mouse pointer transforms into a black cross, and then click and drag to a
new location.
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 Next, you learned how to remove unwanted portions of images by using the
Crop tool on the contextual Format Ribbon.
 Next, you learned how to apply Picture Styles to Images which are styles that
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contain various formatting combinations. To apply a Quick Style to an
image, click the thumbnail you want from the Picture Styles gallery.
 Next, you learned how to apply effects such as shadows, reflection, glow,
soft edges and 3-D Rotation to your images. To add an effect to an image,
click the Picture Effects button on the Picture Styles group, point to Preset,
Shadow, Reflection, Glow, Soft Edges, Bevel or 3-D Rotation and then click
the effect you want to apply.
 Next, you worked with WordArt, which allows you to add spectacular effects
to the text of your documents. You learned that the WordArt button is

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located on the Insert Ribbon and will display the WordArt Gallery when
clicked.
 Next, you learned how to remove the background of an image in a Word
document by using the Background Removal Tool, located on the contextual
Format Ribbon under Picture Tools.
 Next, you worked with the SmartArt feature, which allows you to insert
grapical objects such as diagrams, organization charts, flow charts, graphical
lists, matrix objects, and much more. You also learned how to format
SmartArt, apply Quick SmartArt Styles and change the SmartArt layout.

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 Next, you learned how to insert an Organization Chart into your documents,

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allowing you to illustrate hierarchical relationships such as the structure of a
business (i.e. names, titles and departments of managers). To insert an
Organization Chart in your document, click the SmartArt button on the
Insert Ribbon, click the Hierarchy category and then choose the type of

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Organization Chart you want to insert.
 Next, you learned how to add additional shapes/relationships to your
Organization Chart by clicking on the Add Shape button on the contextual
Design Ribbon and choosing the desired position for the shape from the
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menu. You also learned how to apply Layouts and AutoShape Styles to your
Organization Chart.
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 Lastly, you learned how to take a screenshot of your screen from within
Word using the new Screenshot feature, located on the Insert Ribbon on the
Illustrations group. You learned that you can use one of the sample
screenshots or take your own using the Screen Clipping command.
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Lesson 3 Quiz
1. ClipArt is:
A. Fancy text that you can add to your documents.
B. Another name for SmartArt.
C. A collection of images that you can add to your Office documents.
D. A text box with a picture inside of it.

2. Name at five drawing objects that you can find in the Shapes gallery on the Insert

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Ribbon.

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3. How do you add a text box to a document?

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A. Click the Text Box button on the Shapes Gallery and then draw your text box
on your document.
B. Right-click on your document, choose “Text Box” from the contextual menu
and then draw your text box on your document.
C. Click the Rectangle button on the Insert Ribbon and then draw your text box
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on your document.
D. Click the Text Box icon on the Home Ribbon and then draw your text box on
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your document.

4. The SmartArt Layouts gallery and SmartArt styles gallery are displayed under which
Ribbon tab?
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A. Format
B. Styles
C. Design
D. Insert
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5. Shapes are:
A. Ready-made pictures that you can add to your documents.
B. Fancy text that you can add to your documents.
C. Ready-made 3-D text boxes that you can add to your documents.
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D. Ready-made drawing shapes that you can add to your documents.

6. What is an Organization Chart? How do you add one to the active document?

7. To change the width of an arrow or the border of a shape, you:
A. Click the Shape Fill box, point to weight and choose the desired thickness from
the gallery.

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B. Click the Shape Effects box, point to weight and choose the desired thickness
from the gallery.
C. Click the Shape Outline box, point to weight and choose the desired thickness
from the gallery.
D. Click the Shape Fill box, point to line and choose the desired thickness from
the gallery.

8. To add a shape or node to an organization chart, you:
A. Click the shape to which you want to add a relationship and press the Tab key.
B. Click the shape to which you want to add a relationship and press the Enter

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key.
C. Click the shape to which you want to add a relationship, click the Add Node

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button on the Home Ribbon and choose the position of the new shape.
D. Click the shape to which you want to add a relationship, click the Add Shape
button on the Design Ribbon and choose the position of the new shape.

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9. After you add a SmartArt shape to a document, you can later change it to a different
SmartArt shape.
A. True
B. False n
10. You have a company logo graphic in .gif format that you want to add to your
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document. Describe the process to accomplish this.
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11. Which is the following is NOT an effect that you can apply to an image?
A. Bevel
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B. Trapezoid
C. Shadow
D. Reflection
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12. To remove unwanted portions of an image, you would use the _____________ tool
(fill in the blank).

LAB 3 – ON YOUR OWN
1. Open the Lab3 exercise file.

2. Set the insertion point at the last blank line in the document. Display the Clip
Art task pane. Search for Clip Art with the keyword: Nature. Insert the

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second picture in the first row (House on the Lake). Close the Clip Art task
pane.

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3. Resize the Clip Art object so it is about two inches high and two inches wide
(Hint: use the lower right sizing handle and drag inwards). Click the Center
button on the Home Ribbon to center the item.

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4. Using the Corrections tool, increase the brightness of the picture by 20%
(choose the thumbnail in the third row, fourth column)

5. Display the Formatting Ribbon and apply the Metal Oval picture style to the
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Clip Art image (last style in the last row).
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6. Set the insertion point on the first blank line after the sentence “This
Fall…Treat Yourself.” Insert the photo named Fall from the Lesson Files
folder. Change the height of the picture to three inches (Hint: Use the Height
box on the Size group).
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7. Click on the Arrow tool from the Shapes gallery and draw an arrow from the
word Yourself to the word Woods. Change the weight of the arrow to 3 pt.

8. Insert two blank lines at the end of the document. Type: Call 800-555-3222.
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Select the text that you just typed and then display the WordArt gallery.
Choose the WordArt style from the third row, fourth column. Click OK.

9. Save and Close the document.
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10. Create a new blank document. Insert an Organization Chart. Add yourself
as the own and add three of your friends as your subordinates (employees).
Add two new assistant (to you) relationship shapes to your chart. Use any
names you wish for your new assistants. Save the document with the name
“Lab 3 Org”.

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Lesson
L E S S O N 4 – U S I N G M A I L M E R G E

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Lesson 4 - Using Mail Merge

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Lesson Topics:
4.1 Setting Up a Merge Letter
4.2 Selecting Recipients from a Data Source
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4.3 Writing Your Letter
4.4 Previewing your Letter
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4.5 Completing the Merge
4.6 Creating a Recipient List
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4.7 Merging Labels
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4.8 Merging Envelopes