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Microsoft Word 2010 Tutor 2

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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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©2010 PCM Courseware, LLC                                   3
I N T R O D U C T I O N




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	
  




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    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	
  



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




    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

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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.




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




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

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




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




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




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Sections                  Each section begins with a brief introduction to the section
                          topic and is followed by step-by-step instructions on how
                          the student is to accomplish a particular task. The students
                          then perform the task with the instructor in a “Let’s Do It!”
                          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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©2010 PCM Courseware, LLC                     9
I N T R O D U C T I O N




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
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 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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                                                                1
                                                                Lesson
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




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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.



© 2010 PCM Courseware, LLC                                13
     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




     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
                                                 n         Opens the Microsoft Word application.
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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.




     © 2010 PCM Courseware, LLC                              15
 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

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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 © 2010 PCM Courseware, LLC                              17
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




1.2 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.




                                                                                   y
                Rodney’s Video
              101 Video Avenue




                                                              nl
            Hollywood, CA 90210

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




                                                             O
4.      Type: Dear                                        Enters the salutation.


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

7.      Press the Enter key four times.                   Inserts 4 blank lines.


8.      Type: Rodney Larson, CEO                          Enters the closing signature.
     al



9.      Press the keystroke combination                   Selects the entire document.
        Ctrl + A
Ev




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.




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What                                                  Why




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




                                                                              y
    list and choose Single.




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




                                                         O
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.
                             tio
    list and choose Word Template
    from the list.

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

    Letter

19. Click the Save button.                            Saves the Template in the default
                                                      Templates directory and closes the Save as
                                                      dialog box.
  al



20. Click the File tab and click Close                Closes the active document.
    from the File Options menu.
Ev




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.




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What                                                  Why




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




                                                                            y
    shown below and then click OK.                    document.




                                                          nl
                                                         O
                                             n
                             tio
    ua

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.
  al



26. Click the File tab and choose Close               Closes the new document without saving
Ev




    from the File Options menu. Click                 changes.
    Don’t Save when asked to save your
    changes.




 © 2010 PCM Courseware, LLC                              21
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1.3 Modifying a Template
In this lesson, you will learn how to make changes to an existing template.



Y
         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




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




                                                             nl
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.




                                                            O
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.
                                               n
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
                              tio
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
  ua

Users)
1.     Click the File tab and then click Open.
2.     Click My Computer in the left pane.
al



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.
Ev




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.




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     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.




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




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




                                                             O
     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.
                                 tio
        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
       ua

        below.
     al
Ev




3. Click the Computer icon (or My                          Displays all drives on your computer.
   Computer) on the left side of your
   screen.




     © 2010 PCM Courseware, LLC                              23
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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




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




                                                              nl
       Microsoft\Templates.




                                                             O
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
                                                 n         Selects the return address.
                                 tio
        shown.
       ua


8.      Click the Bold button on the Home                  Applies bold formatting to the address.
        Ribbon.
     al



9.      Click the Center alignment button on               Centers the selected address.
        the Home Ribbon.
Ev




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




                                                                              y
                                                          nl
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.




                                                         O
                                             n
                             tio
12. Click the arrow on the Line Spacing                Sets paragraph line spacing to 1.5 spaces.
    ua

    button as shown and click 1.5 from
    the menu.
  al
Ev




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.




 © 2010 PCM Courseware, LLC                              25
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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.




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




                                                          nl
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.




                                                         O
                                             n
                             tio
    ua
  al
Ev




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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




                                                                             y
          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




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




                                                           O
                                              n
                              tio
  ua
al



Word provides different style sets consisting of various formatting combinations that you
Ev




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.



© 2010 PCM Courseware, LLC                                  27
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     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.




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




                                                             O
                                                 n
                                 tio
3.        Click Desktop in the left pane.                   Opens the Desktop folder.
       ua

4.        Double-click the Lesson Files                     Opens the Lesson Files folder.
          folder.
     al



5.        Select the file named Sales 2002.                 Selects the file we wish to open.
Ev




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.




                                                                                 y
                                                              nl
                                                             O
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.
                                                 n
                                 tio
       ua
     al



11. Click the Heading 1 style                               Applies the Heading 1 style to the
Ev




                                                            selected text.




     © 2010 PCM Courseware, LLC                              29
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1.5 Changing the Style Set
In this lesson, you will learn how to change the default style set.



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




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




                                                                 nl
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.




                                                                O
                                                  n
                                tio
  ua


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.
al



If you particularly like a certain style set, click the Set as Default to make it your default
style set.
Ev




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.




                                                                                  y
                                                              nl
                                                             O
                                                 n
                                 tio
2.      Click the More button on the Quick                   Displays the gallery for the Modern style
       ua

        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.
     al



4.      Click the Save button on the Quick                   Saves our changes.
        Access toolbar.
Ev




     © 2010 PCM Courseware, LLC                              31
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     1.6 Creating a Style Set
     In this lesson, you will learn how to create a new style set.



     Y
                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




                                                                                         y
                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.




                                                                      nl
                                                                     O
                                                       n
                                     tio
     New style sets are saved in Word Template format.
       ua

     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.
     al



     4.      Point to Style Set.
     5.      Click Save as Quick Style Set.
     6.      Type a name for your set in the File Name box.
Ev




     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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What                                                        Why

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




                                                                                 y
                                                              nl
                                                             O
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.
                                                 n
                                 tio
       ua
     al
Ev




     © 2010 PCM Courseware, LLC                              33
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1.7 Creating a New Style
In this lesson, you will learn how to create a new style.



I
         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




                                                                        y
         may wish to create your own styles.




                                                               nl
                                                              O
                                                 n
                                tio
  ua
al



     There are several different types of styles that you can create:
Ev




     •     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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           •     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




                                                                                 y
     the More list on the Styles group.




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




                                                               O
     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.
                                                   n
               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
                                   tio
               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
       ua

               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.
     al



     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.
Ev




     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




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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.




                                                                                 y
        button.




                                                              nl
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




                                                             O
        choose Dark Blue (the 9th color                paragraph.
        swatch under the Standard Colors
        area) as shown on the right.
                                                 n
                                 tio
       ua


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
     al



8.      Type: My Paragraph in the                      Enters a name for the new style.
        name box.
Ev




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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What                                               Why




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




                                                          nl
    on this template radio button.                 current template.

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




                                                         O
    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.
                             tio
15. Press the Ctrl + N keystroke                   Creates a new blank document.
    combination.
    ua

16. Click the My Paragraph                         Chooses My Paragraph as the style.
    thumbnail from the Quick Styles
    gallery as shown below.
  al
Ev




17. Type: Sales 2010                               Enters text using the style that we created.




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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.




                                                                           y
                                                          nl
                                                         O
                                             n
                             tio
    ua
  al
Ev




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



     Y
                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




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




                                                                        nl
     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.




                                                                       O
                                                      n
                                    tio
     To Modify a Style
       ua

     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
     al



             Click the Format drop-down arrow, choose the type of formatting to change,
             and then make the desired changes.
     3.      Click OK when finished.
Ev




     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.




     © 2010 PCM Courseware, LLC                                        39
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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.




                                                                                y
                                                              nl
                                                             O
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.
                                 tio
        Font from the pop-up list.
       ua
     al



5.      Choose Regular in the Font Style                  Changes the font style to Regular.
        list box.
Ev




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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.




                                                                                y
9.      Click OK.                                         Closes the Font dialog box.




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




                                                             O
    Paragraph from the pop-up list.

11. From the Alignment drop-down                          Changes the alignment from Center to Left
    list, choose Left.                                    Aligned.
                                                 n
                                 tio
       ua


12. Click OK.                                             Closes the Paragraph dialog box.
     al



13. Click OK.                                             Closes the Modify Style dialog box and
                                                          automatically updates any paragraphs in the
                                                          document using the My Paragraph style.
Ev




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.




     © 2010 PCM Courseware, LLC                              41
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1.9 Managing Styles
In this lesson, you will learn how to manage styles.



Y
          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,




                                                                        y
          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




                                                              nl
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.




                                                             O
                                                n
                               tio
  ua
al



To Manage Styles
Ev




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!




                                                                                  y
What                                                      Why




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




                                                             O
                                                 n
                                 tio
2.        Click the Show Preview check box                Displays a preview of each style in the
       ua

          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.




     © 2010 PCM Courseware, LLC                              43
     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

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




                                                                                y
                                                              nl
                                                             O
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.

                                                 n
                                 tio
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     al
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9.      Click Yes.                                        Deletes the My Paragraph style.


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




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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.




                                                                             y
                                                          nl
                                                         O
                                             n
                             tio
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.
    ua

    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.




 © 2010 PCM Courseware, LLC                              45
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




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.




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




                                                         nl
      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




                                                        O
      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
                                            n
      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
                            tio
      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
  ua

      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
Ev




      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,


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        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.




                                                                  y
                                                         nl
                                                        O
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                            tio
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© 2010 PCM Courseware, LLC                              47
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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:




                                                                     y
     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.




                                                         nl
     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




                                                        O
         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.
                                            n
     Any new templates you create will be stored in what category?
     A. Templates
                            tio
     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:
  ua

     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.
al



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
Ev




     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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     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.




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




                                                         nl
     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.




                                                        O
     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.
                            tio
    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
  ua

        drop-down arrow next to the style you want to delete and choose Delete
        from the menu.
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Ev




© 2010 PCM Courseware, LLC                              49
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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”.




                                                                   y
      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




                                                         nl
      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.




                                                        O
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
                                            n
      Arial. Close the Modify Style dialog box.
                            tio
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




                                                            y
Lesson Topics:




                                                        nl
2.1       Creating Columns
2.2       Adding a Column Break




                                                       O
2.3       Modifying Column Layout
2.4       Creating a Table
2.5       Inserting Rows and Columns
                                              n
                            tio
2.6       Deleting Rows and Columns
2.7       Modifying Table Borders
2.8       Adjusting Column Width in a Table
  ua


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



© 2010 PCM Courseware, LLC                             51
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     2.1 Creating Columns
     This lesson will guide you through the process of creating columns in your document.



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




                                                                             y
                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.




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




                                                            O
                                                   n
                                 tio
       ua


     To Create Columns
     1.      Select the text that you would like placed in columns.
     al



     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.
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     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.




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




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




                                                            O
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.
                                 tio
       ua
     al
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     © 2010 PCM Courseware, LLC                             53
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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,




                                                                       y
              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




                                                        nl
              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




                                                       O
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.

                                              n
                            tio
  ua


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.
Ev




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”




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




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




                                                            O
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.
                                                   n
                                 tio
       ua

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.
     al
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     © 2010 PCM Courseware, LLC                             55
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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.



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




                                                                       y
         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




                                                        nl
         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.




                                                       O
                                              n
                            tio
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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.




                                                                               y
        then click More Columns.




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




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

                                                   n
                                 tio
       ua

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
     al



                                                        redoing the column breaks as our
                                                        columns now appear uneven.
Ev




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.




     © 2010 PCM Courseware, LLC                             57
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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




                                                                       y
          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




                                                        nl
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




                                                       O
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
                            tio
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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.




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




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




                                                            O
        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.
                                 tio
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.




     © 2010 PCM Courseware, LLC                             59
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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.




                                                                                  y
                                                             nl
                                                            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.
                                 tio
12. Press Tab.                                          Moves the insertion point to the first
                                                        column in the next row.
       ua

13. Continue typing text in the table as                Enters the rest of the text into the table.
    shown below.
     al
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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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                                                         nl
                                                        O
                                               n
                             tio
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 © 2010 PCM Courseware, LLC                             61
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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




                                                                       y
         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).




                                                        nl
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.




                                                       O
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
                            tio
                                      Rows & Columns group
  ua

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




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




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

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




                                                             O
          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
                                  tio
       ua
     al



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.




     © 2010 PCM Courseware, LLC                              63
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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




                                                                                 y
        down arrow key.                                 the cell directly underneath.




                                                             nl
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.




                                                            O
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
                                 tio
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
       ua

    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.
     al



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.
Ev




17. Type: $1,532                                        Enter data into the active cell.




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What                                                Why




                                                                         y
                                       The Completed Table




                                                         nl
18. Click the Save button                           Saves our changes.




                                                        O
                                               n
                             tio
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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




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




                                                        nl
individual cells from a table.

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




                                                       O
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.
                                              n
                            tio
  ua


To Delete Rows or Columns
1.    Set the insertion point in the row or column you want to delete. To delete
al



      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.
Ev




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




                                                                                y
        Delete Rows as shown.




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

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

        Delete Columns.

5.      Click the Undo icon on the Quick               Reverses the delete action and restores the
        Access Toolbar as shown.                       column.
     al



                                                                          Undo icon
Ev




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.




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What                                                   Why




7.      Click and drag upward to select the




                                                                                y
        second and third rows as shown.




                                                             nl
                                                            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.
       ua


     Tip:    You can also delete table rows, table columns, table cells or an entire table by
     al



             selecting the objects you wish to delete, right-clicking your mouse and
             choosing the object you wish to delete from the contextual menu.
Ev




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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




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




                                                        nl
                                                       O
                                              n
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.
                            tio
  ua
al
Ev




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.




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     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.




                                                                                     y
     Let’s Try It!




                                                             nl
What                                                     Why




                                                            O
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.
                                                   n
                                 tio
       ua

2.        Click the contextual Design tab on             Displays table design options.
          the Ribbon as shown below.
     al
Ev




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




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




                                                            O
        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.
                                 tio
       ua


8.      Click the Line Width drop-down list              Selects a 3 pt. border width.
     al



        and then select 3 pt as shown.
Ev




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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).




                                                                                     y
                                                             nl
                                                            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.
                                 tio
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.
       ua

    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.
     al



15. Click anywhere outside of the                        Deselects the row.
    selected row.
Ev




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.




                                                                           y
                                                         nl
                                                        O
                                               n
                             tio
    ua
  al
Ev




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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.




                                                                        y
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




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




                                                       O
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.

                                              n
                            tio
  ua


To Adjust Column Width
al



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.




                                                                               y
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.




                                                             nl
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




                                                            O
        boundary button on the vertical               adjust the width of the column.
        ruler for the February column as
        shown.
                                                   n
                                 tio
       ua

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
     al



        column.                                       change.

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




        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.




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What                                                  Why




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




                                                                              y
                                                             nl
                                                            O
                                                   n
                                 tio
       ua
     al
Ev




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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.




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




                                                         nl
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




                                                        O
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.

                                               n
                             tio
  ua

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
al



         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
Ev




              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.




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     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.




                                                                               y
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.




                                                             nl
3.      Click the Save button.                          Saves our changes.




                                                            O
                                                   n
                                 tio
       ua
     al
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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




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




                                                        nl
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.




                                                       O
                                              n
                            tio
You can further customize the formatting of your table by modifying table style options
  ua

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.
al



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.




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     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




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




                                                             nl
             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




                                                            O
                 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
                                 tio
     Let’s Try It!
What                                                     Why

1.        Click anywhere inside of the table.            Selects the table.
       ua


2.        Click the contextual Design tab on             Displays table design tools and
          the Ribbon.                                    commands.
     al



3.        Move your mouse pointer over the               Displays a preview of the Table Style.
          third Table Styles thumbnail from
Ev




          the left in the Table Styles group as
          shown below.




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What                                                     Why




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




                                                             nl
        Table Styles group as shown below.




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




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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




                                                                           y
         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




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




                                                       O
                                              n
                            tio
Likewise, individual cells can be split into smaller cells by using the Split Cells command
on the Merge group.
  ua


To Merge Cells in a Table
1.    Select the cells you wish to merge into one larger cell.
al



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
Ev




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.




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     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




                                                                                  y
        the Ribbon.                                     tools.




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




                                                            O
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.
                                                   n    Merges the selected cells into one cell.
                                 tio
6.      Type: First Quarter Sales 2007 as               Enters the text for our title row.
        shown below.
       ua
     al
Ev




7.      Press the Ctrl + E keystroke                    Centers the title in the cell.
        combination.

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




     © 2010 PCM Courseware, LLC                             83
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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.




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




                                                        nl
             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




                                                       O
of text within the cells.



                                              n
                            tio
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
  ua

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
al



desired alignment is displayed.


To Change the Alignment of Text within a Cell
Ev




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.




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     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




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




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




                                                            O
                                                   n
                                 tio
       ua

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
     al



                                                        what each tool is used for.
Ev




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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.




                                                                                y
                                                             nl
4.      Click the Save button.                          Saves our changes.




                                                            O
                                                   n
                                 tio
       ua
     al
Ev




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



W
             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




                                                                        y
             =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




                                                        nl
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.




                                                       O
                                              n
                            tio
  ua

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.
al



To Total Rows and Columns in a Table
1.    Click in the cell where you want the total to appear.
Ev




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.




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     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.




                                                                                y
                                                             nl
                                                            O
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
                                 tio
       ua
     al



4.      Click the Number Format arrow                   Specifies a number format with a comma
        and then choose #,##0 from the                  and no decimal places.
        list.
Ev




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.




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What                                                    Why




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




                                                            O
                                                        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.
                                 tio
       ua
     al
Ev




     © 2010 PCM Courseware, LLC                             89
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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.



A
          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




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




                                                        nl
                                                       O
                                              n
                            tio
  ua


To Convert Text to a Table
al



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.
Ev




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.




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     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.




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




                                                             nl
        folder.                                         displays the files in that folder.

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




                                                            O
        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.
                                 tio
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.




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What                                                Why




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

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



O
            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




                                                                      y
            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




                                                        nl
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.




                                                       O
                                              n
                            tio
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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.


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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.




                                                                           y
      Data group as shown.




                                                        nl
                                                       O
3.    Click the Header Row button
      under the “My list has” area.
                                              n   Specifies that the first row of our table
                                                  contains column headings.
                            tio
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.



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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.




                                                                           y
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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© 2010 PCM Courseware, LLC                             95
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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.



     W
                 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




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




                                                              nl
     to apply colors from the Borders and Shading dialog box.




                                                             O
                                                    n
                                  tio
     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.




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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.




                                                                                   y
                                                             nl
                                                            O
4.      Click More Colors from the menu.                Displays the Colors dialog box.


5.      Click the Standard tab.
                                                   n    Switches to the standard colors palette.
                                 tio
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.




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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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                                                            O
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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




                                                                y
      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




                                                        nl
      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




                                                       O
      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
                                              n
      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,
                            tio
      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
  ua

      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.




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     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




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




                                                        nl
      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




                                                       O
      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.
                                              n
     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
                            tio
      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.
  ua

     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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                                  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.




                                                                    y
     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




                                                        nl
          insert.

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




                                                       O
     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.
                                              n
     D. Click the Columns Button on the Home Ribbon, point to Breaks and then
        choose column.
                            tio
3.   What are three things that you can do from the Columns dialog box?
  ua


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.




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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.




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




                                                        nl
     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.




                                                       O
     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?
                                              n
                            tio
9.   What do banded rows refer to?
     A. Each row contains multi-colored bands.
     B. Only even rows are displayed.
  ua

     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).



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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.




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




                                                        nl
    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




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



                                              n
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© 2010 PCM Courseware, LLC                             103
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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.




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




                                                        nl
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.




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

6.    Enter the following information into the table:

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

 Renewals             $150               $100                $250      $350

 Events               $285               $345                $205      $300
  ua


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.
Ev




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.




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© 2010 PCM Courseware, LLC                              105
                                                                  3
                                                                  aLesson
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Lesson 3 - Working with Graphics
Lesson Topics:




                                                                  y
                                                         nl
3.1 Adding Clip Art
3.2 Adding a Picture from a File




                                                        O
3.3 Adding Shapes
3.4 Formatting Drawing Objects             n
3.5 Resizing and Moving Objects
                            tio
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


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




                                                                        y
                                                         nl
                                                        O
                                           n
                            tio

M
               icrosoft Office comes with a collection of images called Clip Art that you
  ua

               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




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




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




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


     Let’s Try It!                              n
What                                                    Why
                                 tio
1.        Click the File tab and then click             Displays the Open dialog box.
          Open.
       ua

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.




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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.




                                                                                 y
        Illustrations group.




                                                              nl
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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                                                n
                                 tio
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.




     © 2010 PCM Courseware, LLC                              109
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What                                                Why

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




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



I
       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




                                                                        y
       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




                                                         nl
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.




                                                        O
                                           n
                            tio
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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.




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     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.




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




                                                             O
        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.
                                 tio
5.      Click on the file named: Canoe                      Selects the image to be inserted in our
                                                            document.
       ua

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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W
             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



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     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.




                                                                                 y
     To Add a Shape




                                                              nl
     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.




                                                             O
     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!
                                                n
                                 tio
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.
       ua

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
     al



          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).
Ev




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What                                                     Why




                                                                                 y
                                                              nl
                                                             O
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
                                 tio
        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
       ua

        inches high and about 2 inches
        long as shown below.
     al
Ev




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.




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What                                                     Why

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




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




                                                             O
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.
                                 tio
       ua
     al
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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.



C
          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




                                                                    y
          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




                                                         nl
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.




                                                        O
                                           n
                            tio
To apply formatting to your objects, you first need to select the object and then click on
  ua

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
al



1.    Click the object to activate it.
2.    Click the contextual Format tab under Drawing Tools.
Ev




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.


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     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




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




                                                              nl
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.




                                                             O
        contextual Format tab as shown.



                                                n
                                 tio
       ua

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).
     al
Ev




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




                                                                                  y
        color palette under the Standard                 to red.
        Colors category.




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




                                                             O
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.
                                 tio
9.      Click the Shape Fill button and                  Applies a yellow fill to the text box.
        select Yellow under the Standard
        Colors category.
       ua

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
     al



    Accent 2 style in the third column,                  2 style to the text box.
    last row as shown.
Ev




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What                                                 Why

12. Click Save.                                      Saves our changes.




                                                                          y
                                                          nl
                                                         O
                                            n
                             tio
    ua
  al
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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.



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




                                                                       y
          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




                                                         nl
          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




                                                        O
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
                                           n
drag it to a new location.
                            tio
  ua
al
Ev




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.




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     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,




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




                                                               nl
     transforms into a double black cross.

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




                                                              O
     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!
                                                 n
                                  tio
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.
       ua


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



3.        Click the Picture button on the                 Displays the Insert Picture dialog box.
          Illustrations group.
Ev




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.




                                                                                 y
                                                              nl
                                                             O
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.
                                 tio
        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.
       ua

        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).
     al
Ev




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What                                                 Why




                                                                            y
                                                          nl
                                                         O
10. Release the mouse button.
                                            n        Moves the graphic to the new location.
                             tio
11. Press the Ctrl + E keystroke                     Centers the graphic.
    combination.
    ua
  al
Ev




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.



 O
            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.




                                                                     y
            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




                                                          nl
 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.




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

                                            n
                             tio
   ua


 To Format a Graphic
 al



 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
Ev




       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




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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.




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




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




                                                             O
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.
                                                n
                                 tio
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.
       ua
     al
Ev




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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.




                                                                                 y
                                                              nl
                                                             O
                                                n
                                 tio
       ua

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.
     al
Ev




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 3.7 Cropping Images
 In this lesson, you will learn to remove unwanted portions of images



 Y
          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




                                                                        y
          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




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




                                                         O
                                            n
                             tio
 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.
   ua

 To Crop an Image Manually
 1.    Click on the graphic you wish to crop.
 2.    Click the contextual Format tab on the Ribbon.
 al



 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.
Ev




 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




                                                                                y
        Size group as shown.




                                                              nl
                                                             O
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
                                 tio
        center crop handle as shown and                graphics.
        then drag about one inch to the
        right.
       ua
     al
Ev




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.




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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.




                                                                                y
                                                              nl
                                                             O
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.
                                 tio
       ua
     al



12. Press the Ctrl + Z keystroke                       Reverses the last action we performed.
    combination.
Ev




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




                                                                               y
             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




                                                              nl
     the thumbnails in the styles gallery.




                                                             O
                                                n
                                 tio
     To add a Picture Quick Style
     1.      Click on the graphic to which you want to apply a Quick Style.
       ua

     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.
     al



     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.
Ev




     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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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




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




                                                              nl
                                                             O
                                                n
                                 tio
       ua

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

6.      Press the Ctrl + E keystroke                   Centers the image.
        combination.
     al



7.      Click the Save button.                         Saves our changes.
Ev




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3.9 Applying Image Effects
In this lesson, you will learn how to apply various effects to an image.



Y
         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,




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




                                                         nl
dialog box.




                                                        O
                                           n
                            tio
  ua
al
Ev




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.



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     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.




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




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




                                                             O
          point to Glow.

4.        Click the purple glow effect in the          Applies a purple glow effect to the image.
          last row as shown below.
                                                n
                                 tio
       ua
     al
Ev




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




                                                                            y
                                                              nl
6.      Click the Save button.                         Saves our changes.




                                                             O
                                                n
                                 tio
       ua
     al
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3.10 Inserting WordArt
In this lesson, you will learn how to insert WordArt into your document.



W
            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




                                                                     y
            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




                                                         nl
change the text itself.




                                                        O
                                           n
                            tio
The WordArt button is located on the Insert Ribbon on the Text group and will
  ua

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.
al



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.
Ev




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.




                                                                                 y
                                                              nl
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!




                                                             O
        typed above.

5.      Click the WordArt button on the               Displays the WordArt Gallery.
        Text group as shown below.              n
                                 tio
       ua

6.      Select the WordArt Style in the               Selects the style for the WordArt object.
        third row, fourth column as
        shown below.
     al
Ev




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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.




                                                                                y
        objects.




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




                                                             O
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.
                                 tio
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.
       ua

    Ribbon and click on the Heart
    Shape under the Basic Shapes
    category as shown below.
     al
Ev




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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.




                                                                              y
                                                          nl
                                                         O
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.
                             tio
    gallery as shown below.
    ua


19. Click the Shape Style in the second              Applies a red fill color to the shape.
  al



    row, 3rd column as shown below.
Ev




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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.




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




                                                                         y
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




                                                         nl
      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




                                                        O
box. When finished, press Enter.



                                           n
                            tio
  ua
al
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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.


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     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




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




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




                                                             O
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.
                                 tio
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.
       ua
     al



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.
Ev




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What                                                  Why




                                                                                   y
                                                              nl
                                                             O
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.
                                 tio
       ua
     al
Ev




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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,




                                                                      y
        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




                                                         nl
create extremely impressive documents.




                                                        O
                                           n
                            tio
  ua


After you have inserted a SmartArt object, you can then manipulate and format the object
al



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.
Ev




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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




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




                                                              nl
     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




                                                             O
             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
                                 tio
     Let’s Try It!
What                                                     Why

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

          combination.

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



3.        Click the SmartArt button on the               Displays the SmartArt gallery.
          Illustrations group.
Ev




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.




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What                                                     Why




                                                                                 y
                                                              nl
6.      Click OK.                                        Inserts the SmartArt graphic into our




                                                             O
                                                         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
                                 tio
       ua
     al



8.      Click in the second level bullet text            Enters second level text into our SmartArt
        area below Process in the first pane             Object.
Ev




        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




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




                                                         O
    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.
                             tio
13. Press Enter                                      Inserts a new bulleted item.


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

    area below Union in the center pane              Object.
    and type: Management

15. Click the contextual Design tab on               Switches to SmartArt design options.
  al



    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.




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What                                                 Why




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




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



                                            n
                             tio
    ua


19. Click the More button on the                     Changes the layout to the Grouped List.
    Layouts group and click the
  al



    Grouped List, the last fifth layout
    in the third row as shown below.
Ev




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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




                                                                             y
    pane.                                            Category.




                                                          nl
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.




                                                         O
                                            n
                             tio
    ua


24. Click the Change Colors button on                Displays the Colors gallery.
  al



    the SmartArt Styles group on the
    Ribbon (under the Design Tab).
Ev




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.




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



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




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




                                                         nl
managers).

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




                                                        O
the SmartArt gallery.



                                           n
                            tio
  ua
al



To Insert an Organization Chart:
Ev




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.




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




                                                             O
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).
                                                n
                                 tio
6.        Click OK.                                      Inserts the Organization Chart into your
                                                         document.
       ua
     al
Ev




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.




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What                                                 Why

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




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




                                                         O
    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
                             tio
    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:
    ua

    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.
  al



    lines:
    Debra Browne
    Area Mgr.
Ev




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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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                                                          nl
                                                         O
                                            n
                             tio
    ua
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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.



A
         fter you create your Organization Chart, you can add additional




                                                                      y
         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




                                                         nl
         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




                                                        O
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.

                                           n
                            tio
  ua
al



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.
Ev




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.




                                                                           y
Let’s Try It!




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




                                                        O
   Rodney Davis.
2. Click the contextual Design tab                    Displays SmartArt design commands
   under SmartArt Tools on the Ribbon.                and tools.
                                           n
3. Click the arrow under the Add Shape Displays a menu of available shape
   button on the Create Graphic group. positions.
                            tio
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.
  ua

   the following two lines of text:
   Paul Hoffman
   Assistant Mgr.
6. Click outside the shape.                           Deselects the new shape.
al



7. Click the shape containing the text:               Selects the lower right object.
   Debra Browne.
Ev




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.




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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




                                                                          y
                                                         nl
                                                        O
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.
                            tio
  ua
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Ev




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3.15 Taking a Screenshot
In this lesson, you will learn how to use the new Screenshot feature



N
            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




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




                                                         nl
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




                                                        O
another open document or your Desktop).



                                           n
                            tio
  ua


Note that the Screenshot feature is not available in documents saved in Word 2003
al



format or earlier.
Ev




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.



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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.




                                                                          y
   Illustrations group as shown below.




                                                         nl
                                                        O
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.
                            tio
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.
  ua
al
Ev




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.




                                                                        y
                                                         nl
                                                        O
                                           n
                            tio
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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




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




                                                         nl
      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




                                                        O
      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
                            tio
      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
  ua

      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.
al



     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
Ev




      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.




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




                                                         nl
      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




                                                        O
      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
                                           n
      menu. You also learned how to apply Layouts and AutoShape Styles to your
      Organization Chart.
                            tio
     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.
  ua
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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




                                                                  y
     Ribbon.




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




                                                        O
     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
                                           n
        on your document.
     D. Click the Text Box icon on the Home Ribbon and then draw your text box on
                            tio
        your document.

4.   The SmartArt Layouts gallery and SmartArt styles gallery are displayed under which
     Ribbon tab?
  ua

     A. Format
     B. Styles
     C. Design
     D. Insert
al



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.
Ev




     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
                            tio
    document. Describe the process to accomplish this.
  ua


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
Ev




12. To remove unwanted portions of an image, you would use the _____________ tool
    (fill in the blank).




© 2010 PCM Courseware, LLC                              163
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




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
                                           n
      Clip Art image (last style in the last row).
                            tio
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).
  ua

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.
Ev




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”.




Word 2010 Level 2                                       164
                                                              4
                                                              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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                             tio
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




© 2010 PCM Courseware, LLC                              165

				
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