Microsoft Word 2010 upgrade from 2003: A New Way of Working by Christine Kent

MICROSOFT WORD 2010 UPGRADE FROM 2003 Word 2007 and 2010 are so different from earlier versions, so much more powerful, and with so many new features, that simply working in the product the same way as 2003 is not going to harness the value of upgrading. You are not just looking at a new interface; you are looking at anew way of working.

…a new way of working

Microsoft Word 2010 upgrade from 2003: A New Way of Working © Copyright Christine Kent, Feb 2011

ISBN 978-0-9804893-5-4 Upgrade books for Word 2010 

Microsoft Word 2010 upgrade from 2003: A New Way of Working (ISBN 978-0-9804 893-5-4)



Microsoft Word 2010 Upgrade: Building on Word 2007 (ISBN 978-0-9804 893-4-7)

Books in the Enjoy… series for Office 2007 

Enjoy… Microsoft Word 2007 (ISBN 978-0-9804893-0-9)



Enjoy… Upgrading to Microsoft Word 2007 (ISBN 978-0-9804893-1-6)



Enjoy… Microsoft Excel 2007 (ISBN 978-0-9804893-2-3)

Books in the Discovery series (for the educational sector) 

Discover Simple Microsoft Word 2007 Documents – for BSBITU201A (ISBN 978-0-9804-893-6-1)



Discover Microsoft Excel 2007 for novice learners – for BSBITU202A (ISBN 978-0-9804-893-7-8)

Booklets 

Create a document with Normal template

Disclaimer All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from Christine Kent. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and the authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein. The information contained herein was correct at the time of preparation.

About this book

Table of Contents Part 1: Setting up Word 2010.......................................................................................................1 1. About this book ........................................................................................................................................ 1 Who is this book for? ......................................................................................................................................................... 1 Windows Vista and Windows 7 ......................................................................................................................................... 1 About Microsoft Word 2010 .............................................................................................................................................. 1 How different is 2010 from 2003 and earlier? .......................................................................................................................... 1 How different is 2010 from 2007?............................................................................................................................................ 2 Will it take me long to learn?................................................................................................................................................... 2 Why upgrade to Microsoft Word 2010 ..................................................................................................................................... 2 Are Microsoft Word 2010 files compatible with earlier versions? ............................................................................................. 2 Compatibility Pack .................................................................................................................................................................. 3 What are the new file extensions about? ................................................................................................................................. 3

2. The new Word 2010 interface .................................................................................................................. 4 The Window ...................................................................................................................................................................... 4 The Ribbon......................................................................................................................................................................... 5 The Quick Access Toolbar .................................................................................................................................................. 5 The taskbar ........................................................................................................................................................................ 6 The Windows XP taskbar ......................................................................................................................................................... 6 The Windows Vista taskbar ..................................................................................................................................................... 6 The Windows 7 taskbar ........................................................................................................................................................... 6

The down arrows ............................................................................................................................................................... 7 The “More” down arrows ........................................................................................................................................................ 7 The Dialog Box Launcher down arrow ...................................................................................................................................... 7

3. The new File tab and Backstage view ....................................................................................................... 8 The File tab ........................................................................................................................................................................ 8 File, Info ............................................................................................................................................................................. 8 What’s on the info tab? ........................................................................................................................................................... 9

File, Recent ...................................................................................................................................................................... 10 File, New .......................................................................................................................................................................... 11 About Word Templates ......................................................................................................................................................... 11

File, Print.......................................................................................................................................................................... 12 File, Save & Send ............................................................................................................................................................. 12 File, Word Options ........................................................................................................................................................... 13

4. Manage the way things look in Word ..................................................................................................... 14 The Recent Documents menu ......................................................................................................................................... 14 Working with the Recent Documents list ............................................................................................................................... 14 Working with the Recent Documents list in Windows 7 ......................................................................................................... 15

Set some common options .............................................................................................................................................. 16 Control how Windows displays Word icons on the Taskbar ............................................................................................ 18 Set language .................................................................................................................................................................... 19 Minimise the Ribbon ....................................................................................................................................................... 20 The View tab (Alt W)........................................................................................................................................................ 21 Explore Zoom and Windows groups....................................................................................................................................... 22

5. Customize the Quick Access Toolbar ...................................................................................................... 24 Customize the Quick Access Toolbar ............................................................................................................................... 24 The default items on the Quick Access Toolbar ...................................................................................................................... 24 Customize the Quick Access Toolbar ...................................................................................................................................... 25

Move the Quick Access Toolbar ...................................................................................................................................... 27 Exporting and Importing a Quick Access Toolbar (and Ribbon) ....................................................................................... 30

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6. Customize the Ribbon ............................................................................................................................ 31 The Customize the Ribbon window ................................................................................................................................. 31 Work with tabs on the Ribbon ......................................................................................................................................... 33 Work with custom groups ............................................................................................................................................... 36 Work with commands in custom groups ......................................................................................................................... 37 Reset the ribbon .............................................................................................................................................................. 38 Import and Export a customized Ribbon ......................................................................................................................... 39 The Developer Tab........................................................................................................................................................... 40

7. Set some options in Control Panel .......................................................................................................... 42 Open the Control Panel (Windows 7) .............................................................................................................................. 42 Set language and accessibility options in the Control Panel (Windows 7) ...................................................................... 44

Part 2: Finding your way around Word 2010 .............................................................................. 47 8. Get started on the Home tab .................................................................................................................. 47 The Clipboard group and cut and paste options.............................................................................................................. 47 The Font group ................................................................................................................................................................ 49 About fonts ........................................................................................................................................................................... 49

The Paragraph group ....................................................................................................................................................... 50 The Mini Toolbar ............................................................................................................................................................. 50 The Styles group .............................................................................................................................................................. 51 Some background on styles ................................................................................................................................................... 51 Manage styles using the Styles Task Pane .............................................................................................................................. 51 Manage “keep track of formatting” ....................................................................................................................................... 55 Apply and manage styles using the Styles Gallery .................................................................................................................. 57 Change Style Set.................................................................................................................................................................... 58 Assign keyboard shortcuts to Styles ....................................................................................................................................... 59 Additional resources on Styles ............................................................................................................................................... 59

The Editing group and the find and replace commands .................................................................................................. 60 The Navigation Pane, search and page layout functions ......................................................................................................... 60

9. Create Building Blocks and Quick Parts .................................................................................................. 63 Building Blocks (and AutoText) ........................................................................................................................................ 63 Galleries ........................................................................................................................................................................... 63 Quick Parts....................................................................................................................................................................... 63 Turn on Live Preview ............................................................................................................................................................. 64 Create Building Blocks ........................................................................................................................................................... 65 Create, use and manage Building Blocks and Quick Parts ....................................................................................................... 68

AutoCorrect and AutoFormat .......................................................................................................................................... 70

10. What’s new on the Insert tab? ............................................................................................................... 75 Some hard-to-find commands ......................................................................................................................................... 75 Insert a File, Field and Symbol ............................................................................................................................................... 75

Work with document properties ..................................................................................................................................... 76 Work with Date & Time ................................................................................................................................................... 77 Explore maths equations ................................................................................................................................................. 78

11. What’s new with templates and themes? .............................................................................................. 80 What’s new in templates? ............................................................................................................................................... 80 Built-In templates ................................................................................................................................................................. 80 Template extensions ............................................................................................................................................................. 80

Will my old templates work in Microsoft Word 2007/10? .............................................................................................. 81 Evaluating your toolbars and the Add-Ins tab ........................................................................................................................ 81 What to do with Styles now the toolbars are gone................................................................................................................. 82 Will my old templates work with Themes? ............................................................................................................................ 83

How to select templates .................................................................................................................................................. 83

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How to manage templates .............................................................................................................................................. 85 The default templates location .............................................................................................................................................. 85 View or change default My templates location ...................................................................................................................... 86 Create additional tabs for My templates location .................................................................................................................. 86 Create and modify a Template............................................................................................................................................... 86

How to work with themes ............................................................................................................................................... 88 About Word Themes ............................................................................................................................................................. 88 Explore themes ..................................................................................................................................................................... 88 Theme colours and fonts ....................................................................................................................................................... 89 Theme effects ....................................................................................................................................................................... 92 Create a new theme .............................................................................................................................................................. 93

12. What’s new with graphics? .................................................................................................................... 94 Floating or “In line with text” .......................................................................................................................................... 94 Change cut and paste and insert image defaults ............................................................................................................. 94 Insert and format illustrations ......................................................................................................................................... 95 Insert images (Picture or Clip Art) .......................................................................................................................................... 96

Working with pictures ..................................................................................................................................................... 97 Manage picture file size......................................................................................................................................................... 97 Format pictures with the Picture Styles group........................................................................................................................ 98 Format images with the Picture Adjustment tools ............................................................................................................... 102

Insert and modify Smart Art .......................................................................................................................................... 107 Use both text and pictures .................................................................................................................................................. 110

Visual Effects ................................................................................................................................................................. 111 Add visual effects to your text and shapes ........................................................................................................................... 111

Text layout for desktop publishing ................................................................................................................................ 114 Enable and disable OpenType Ligatures ............................................................................................................................... 114

Work with Screenshots .................................................................................................................................................. 115 Compatibility of graphical enhancements with previous versions ................................................................................ 116 Using graphical enhancements and managing file size ................................................................................................. 116

13. What’s new with tables? ...................................................................................................................... 118 Create and format tables ............................................................................................................................................... 118 Work with table styles ................................................................................................................................................... 121 Control position and size of tables ................................................................................................................................ 122 Convert Text to Table and Table to Text........................................................................................................................ 123

14. What’s new with bullets and numbering? ............................................................................................ 125 Working with Word 2007 or 2010 templates ................................................................................................................ 125 Use built in Multilevel List Styles ................................................................................................................................... 126 Updating Multilevel List Styles ...................................................................................................................................... 126 Importing templates from prior versions ...................................................................................................................... 127 Troubleshooting bullets and numbering ....................................................................................................................... 127 Turn automatic bullets on or off .................................................................................................................................... 128

Part 3: Managing your document in Word 2010 ....................................................................... 129 15. Laying out and reviewing your documents ........................................................................................... 129 The Page Layout tab and adjusting page layout ............................................................................................................ 129 The Review tab .............................................................................................................................................................. 130 The Proofing group.............................................................................................................................................................. 130 Spell checking and contextual spell checking ....................................................................................................................... 131 The Language group and Translation options ....................................................................................................................... 133 The Comments group .......................................................................................................................................................... 133 Work with Track changes .................................................................................................................................................... 134 Compare and combine documents ...................................................................................................................................... 138

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16. Preparing documents for publication ................................................................................................... 142 Protect your document with passwords, permissions, and other restrictions .............................................................. 142 Restrict Permission by People using Information Rights Management (IRM) ........................................................................ 145 Add a Digital Signature ........................................................................................................................................................ 145

Prepare for sharing ........................................................................................................................................................ 146 Check for Issues................................................................................................................................................................... 146 Check Accessibility .............................................................................................................................................................. 148 Check Compatibility with earlier versions ............................................................................................................................ 149

Manage Versions ........................................................................................................................................................... 149 Work with document properties ................................................................................................................................... 150 Open File Location ......................................................................................................................................................... 153 Edit Links ........................................................................................................................................................................ 153

17. Print a document .................................................................................................................................. 155 Print Preview from the File tab ...................................................................................................................................... 155 Print Preview from the Quick Access Toolbar................................................................................................................ 155 Edit a document while in Print Preview ......................................................................................................................... 157 Print a document ........................................................................................................................................................... 158

18. Publish a document with File, Save & Send .......................................................................................... 159 Send Using E-mail .......................................................................................................................................................... 159 Save to Web................................................................................................................................................................... 160 Change File Type ............................................................................................................................................................ 160 File extensions .................................................................................................................................................................... 160 Save a document from 2010 to 2003.................................................................................................................................... 162 File formats supported in 2010 ............................................................................................................................................ 165

Save a document as a PDF file ....................................................................................................................................... 165 Create clickable Table of Contents ....................................................................................................................................... 167

Part 4: Specialist features in Word 2010 .................................................................................. 169 19. The new keyboard shortcuts ................................................................................................................ 169 Key Combination Shortcuts ........................................................................................................................................... 169 Access Keys .................................................................................................................................................................... 170 Access keys and customisations on the Ribbon and Quick Access Toolbar ............................................................................ 170

Assigning your own keyboard shortcuts ........................................................................................................................ 173 Apply keyboard shortcuts to styles ...................................................................................................................................... 174

20. Create forms with Content Controls ..................................................................................................... 177 Working with Content Controls ..................................................................................................................................... 177 Content Control Options ............................................................................................................................................... 179 Additional resources ...................................................................................................................................................... 181

21. Mail Merge and the Mailings tab .......................................................................................................... 182 Background .................................................................................................................................................................... 182 Print Envelopes and Labels ............................................................................................................................................ 182 Create a Recipient List ................................................................................................................................................... 185 Create and Print Main Document .................................................................................................................................. 187 Use the Wizard to complete the mail merge process.................................................................................................... 192 Use mail merge to print labels ....................................................................................................................................... 196 Additional resources ...................................................................................................................................................... 198

22. Using master documents ...................................................................................................................... 199 What is a master document?......................................................................................................................................... 199 Additional resources ...................................................................................................................................................... 200

Part 5: Interfacing with external products ................................................................................ 201 23. Publishing to a Blog .............................................................................................................................. 201

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Write and publish a blog post ........................................................................................................................................ 201 Publish a Blog Post from Backstage ............................................................................................................................... 203

24. Remote access to documents ............................................................................................................... 204 Co-authoring .................................................................................................................................................................. 204 Set-up requirements ........................................................................................................................................................... 204 Saving to your shared drive ................................................................................................................................................. 204

Collaboration using Sky Drive ........................................................................................................................................ 205 Saving to Sky Drive .............................................................................................................................................................. 205 Sharing documents on Sky Drive.......................................................................................................................................... 206 Opening documents from Sky Drive ..................................................................................................................................... 206 Working on shared documents and restricting editing ......................................................................................................... 206 Managing Conflicts for documents amended off-line ........................................................................................................... 207 Additional resources ........................................................................................................................................................... 208

Save to SharePoint......................................................................................................................................................... 208 Additional resources ........................................................................................................................................................... 209

Word on Your Phone ..................................................................................................................................................... 209 Accessing your documents through SharePoint ................................................................................................................... 210 Other ways of accessing your documents ............................................................................................................................ 210

25. Use the Word translation options ........................................................................................................ 211 Set translation languages .............................................................................................................................................. 211 The Mini Translator ....................................................................................................................................................... 213 The Research Pane ........................................................................................................................................................ 214 The Translator ............................................................................................................................................................... 216 Translation language services .............................................................................................................................................. 217

26. File Safety and Security ........................................................................................................................ 218 Restrict Permission by People using Information Rights Management (IRM) ............................................................... 218 Add a Digital Signature .................................................................................................................................................. 218 Opening documents in Protected View Mode............................................................................................................... 219 Setting the rules .................................................................................................................................................................. 219 What files open in Protected View? ..................................................................................................................................... 221 Protected View Messages.................................................................................................................................................... 221 Why can't I exit Protected View? ......................................................................................................................................... 223 Problem detected with a file ............................................................................................................................................... 224 What happens to add-ins in Protected View? ...................................................................................................................... 224

Privacy Options .............................................................................................................................................................. 224

Part 6: Solving problems ......................................................................................................... 225 27. Recovering lost documents .................................................................................................................. 225 AutoRecover .................................................................................................................................................................. 225 How Word handles AutoRecover files .................................................................................................................................. 225 Set AutoRecover and AutoSave options ............................................................................................................................... 225

Recover unsaved files (AutoSaved) ............................................................................................................................... 226 Recover saved files (AutoSaved) .................................................................................................................................... 228

28. Where to find help ............................................................................................................................... 229 Online Help for Microsoft Word 2007 and 2010 ........................................................................................................... 229 Help from on-line experts with Microsoft Word 2007/10 ............................................................................................. 230 Help from Microsoft with Microsoft Windows XP and Vista ......................................................................................... 231 Help from Microsoft for bullets, numbers and lists ....................................................................................................... 231 List of Keyboard Shortcuts ............................................................................................................................................. 231

29. Trouble shooting .................................................................................................................................. 232 What to do when your computer locks up .................................................................................................................... 232 Diagnostics..................................................................................................................................................................... 233

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30. Other useful information...................................................................................................................... 235 Accessibility for the sight impaired ................................................................................................................................ 235 Where-is? ...................................................................................................................................................................... 235 Where are those background files hidden? ................................................................................................................... 236 Did you know? ............................................................................................................................................................... 238 Possible customisations to the Ribbon .......................................................................................................................... 239 Wrap up ......................................................................................................................................................................... 240

Word 2010 Index .................................................................................................................................. 30-241

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Part 1: Setting up Word 2010

About this book

Who is this book for? This book is not for the total novice. If you are new to Word altogether, you need a course book or a complete manual rather than an upgrade book. This book covers the significant differences between 2003 and 2010, for those who largely skipped the 2007 upgrade and have gone straight to 2010. It assumes you know how to use Microsoft Word 2003 or 2007. New features and functions are covered. Simple changes and features that are identical to Microsoft Word 2003 are not covered unless they are critical to using a Microsoft Word 2010 feature effectively. If you are an experienced 2007 user you may prefer Microsoft Word 2010, a brief look at what’s new, which only covers significant changes between 2007 and 2010. You will find this book at www.lulu.com/christinekent Note that this book is also not applicable to Word 2010 Starter supplied with netbooks. It has less functionality that the full Word 2010.

Windows Vista and Windows 7 There were many annoyances in Windows Vista that have been eliminated in Windows 7. If you are having difficulties with Office 2010, explore whether it is your Windows operating system that is causing the difficulty. All Windows instructions given in this book are for Windows 7.

About Microsoft Word 2010 How different is 2010 from 2003 and earlier? It is very different. Essentially, Microsoft has added a new layer – a user friendly interface and some new user-friendly functions that are designed to make life easier for novice users. However, these functions make life easier for everyone once the initial learning time is over. Long-time users will find almost all the old functions one level below the new interface – it’s still there, but new users are protected from it for a while until they are ready to delve deeper.

About this book

Page 1

How different is 2010 from 2007? There are two levels to this. We might regard this change as a minor upgrade when dealing with functions already in 2007. There are a few improvements that are largely a response to complaints about 2007. If you are already proficient with Word 2007, and do not need to change your way of working, you will adapt quickly to Word 2010 and do not need an additional resource. However, if you are always on the lookout for new and better ways of working, there are some significant new features that you might find interesting particularly relating to graphical capabilities, translation and collaboration.

Will it take me long to learn? It will not take you long to learn Word 2007 or 2010. The differences are all about making things easier. Once you have become familiar with the new layout you will find Microsoft Word 2007 or 2010 easier and faster to use than previous versions. However, expect to pay some attention to learning the new features. Many of your productivity gains come from totally new features rather than using old features in a new way.

Why upgrade to Microsoft Word 2010 This summary is from the Microsoft Office on-line help at http://office.microsoft.com/enus/word/top-10-reasons-to-try-word-2010-HA101631757.aspx

1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Discover an improved search and navigation experience. Work with others without having to wait your turn. Access and share your documents from virtually anywhere. Add visual effects to your text. Turn your text into compelling diagrams. Add visual impact to your document. Recover work you thought was lost. Transcend communication barriers with translation options. Insert screenshots and handwriting into your documents. Accomplish more with an enhanced user experience.

Are Microsoft Word 2010 files compatible with earlier versions? Microsoft Word 2010 saves in the new .docx or .docm formats. These create significantly smaller files than earlier versions. You can safely save your documents routinely in Microsoft Word 2010, then, when you want to send a document to a client or friend who has not upgraded, you can save back to Word 97 to 2003 and to Word 2007. If you are sharing documents with people who only have earlier versions of Word, you might find it easier to work in “compatibility mode” where you tell 2010 to save your work to an earlier file format while you are working.

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About this book

If you do this, some 2010 commands will be disabled, which you will see when you hover over a command that is available only in Word 2010. A tooltip will be displayed that explains why the command is disabled. Please note that 2003 was not entirely stable and corruptions came into documents. If you work on old documents, it is possible that they will not save well backwards and forwards between the file formats. However, documents created in 2010 should save reliably back to 2003/07. For more information on saving files between 2003 and 2010 formats, go to Change File Type on page 160.

Compatibility Pack Users of previous versions can download a Compatibility Pack from:  http://www.microsoft.com/downloads/details.aspx?FamilyId=941b3470-3ae9-4aee-8f43c6bb74cd1466&displaylang=en This will enable them to open documents saved in more recent versions and convert them back to 2003 format.

What are the new file extensions about? Both Microsoft Word 2007 and 2010 use the .docx file extension to save documents. If you open a Word 2003 document in Word 2010, you will automatically be switched to “compatibility mode” and the new functions available in Word 2010 will be disabled until you save as a 2010 document. The new file extensions are based on the new Office Open XML format that operates behind the scenes and supports some of the more interesting new features such as Smart Art, Maths Equations, Themes and Content Controls that we will cover later. .docx

Microsoft Word 2007/10 with macros disabled

.docm

Microsoft Word 2007/10 with macros enabled

.doc

Microsoft Word 2003 or earlier

About this book

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The new Word 2010 interface When you first open Word 2010, the screen looks very different from 2003 and a little different from 2007. So letâ&#x20AC;&#x2122;s take a quick look at just what has opened on your screen.

The Window File Tab

Quick Access Toolbar

Tabs

Ribbon

Work Area

Status Bar

For those new to 2007 or 2010, the significant differences are the Ribbon and the Quick Access Toolbar. For those upgrading from 2007 to 2010, the significant difference is the replacement of the Office button with the new File tab.

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The new Word 2010 interface

The Ribbon Across the top of your screen is the Ribbon. The Ribbon is designed to help you quickly find the commands that you need to complete a task. It has three components: 

Tabs that relate to a type of activity such as writing or laying out a page. There are:  

eight basic tabs that display all the time some additional tabs that you can elect to display



some additional tabs called contextual tabs or on-demand tabs that display only when you select certain functions.

Each tab is broken into a number of groups. 

Groups are related commands displayed together.



Commands are the functions you will actually perform on your document. They are displayed as a button, a box or a menu.

When you first open Word, the ribbon displays the Home tab, which contains commands related to formatting paragraphs and text in your document.

Navigation Tabs

Groups

Navigation Tabs

Commands

The Ribbon is fully customisable in 2010. For more information on customising the ribbon, go to Customize the Ribbon on page 31.

The Quick Access Toolbar The Quick Access Toolbar is a customizable toolbar onto which you can place the commands that you want to see all the time, no matter what tab is currently displayed. When you first start up Word 2010, the Quick Access Toolbar is located in the upper-left corner above to the File tab, but you can move this below the ribbon if you prefer.

The new Word 2010 interface

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For more information on customising the Quick Access Toolbar, go to Customize the Quick Access Toolbar on page 24. If you are working with old templates that had customized toolbars, you can no longer display these in the same way. You will find them one step deeper, on the Add-Ins tab â&#x20AC;&#x201C; more on this in Evaluating your toolbars and the Add-Ins tab on page 81.

The taskbar This is a Windows XP, Windows Vista or Windows 7 feature. It will look slightly different depending on whether you are using XP, Vista, or 7 but it works the same in all operating systems. These captures were taken from different computers so they are displaying different programs, but essentially they work the same way. It is the long horizontal bar at the bottom of your screen. Unlike the desktop, which can get obscured by the windows on top of it, the taskbar is visible most of the time.

The Windows XP taskbar

The Windows Vista taskbar

The Windows 7 taskbar

You can control how Word documents are displayed on the Taskbar. Go to Control how Windows displays Word icons on the Taskbar on page 18.

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The new Word 2010 interface

The down arrows Very often, when you are looking at a command on the Ribbon, you will see down arrows. These indicate that there are more options.

The “More” down arrows A single down arrow to the right of or below a command opens a menu containing more options and sometimes more commands. This is called the More down arrow. A double down arrow to the right of a gallery opens a menu containing more gallery options and sometimes more commands. This is also called the More down arrow.

The Dialog Box Launcher down arrow The angled down arrow on a group is called the Dialogue Box Launcher. If you don’t see the command you want displayed in the Ribbon, click the Dialogue Box Launcher to display the familiar dialog box. The Dialogue Box Launcher and opens either: 

a panel to the right or left of your work area



a dialog box that contains all the relevant formatting options.

The new Word 2010 interface

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The new File tab and Backstage view You can find file information and set global options for your document in Backstage view.

The File tab Perhaps the most significant area for new or expanded functionality is delivered from the new File tab, which gives access to what is called the Backstage view. You will find many of the new features there. The File tab remains highlighted in Word at all times, although Home is the default tab when you open and work in Word. This is where you will find all the commands related to managing your file as a whole.

The first four are the familiar commands:  File, Save, to save your file  File, Save As, to save to a new file name  File, Open, to open a saved file  File, Close, to close an open file. The next five are tabs and so lead onto additional menus:  File, Info  File, Recent  File, New  File, Print  File, Share  File, Help Then we have the all-important gateway to Options. This is where you open the Word Options window.

File, Info You will find basic information about your document on the Info tab. It includes:  setting document permissions

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The new File tab and Backstage view

 preparing your document for sharing  locating AutoSaved versions  viewing and modifying document properties. Fields under Properties down the right hand side are live and can be edited from here.  finding a file location  managing Links.

What’s on the info tab? Exercise 1: What’s on the info tab? 1



Click the File tab. This takes you to the Backstage view in Word 2010.



The Info tab should be selected by default. If it’s not, click Info.



In the centre area of the window you can set permissions, prepare a document to share with others, and manage versions of the file. The lists you see displayed are dynamic and populate according to the data in your document, so you can tell at a glance if you have, for example, hidden text.



Click on each of the Protect Document, Check for Issues, and Manage Versions buttons to get an idea what is here. Note any feature that you use regularly so that you know where it is. For instructions on working with these, go to Preparing documents for publication on page 142.

The new File tab and Backstage view

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ď&#x201A;§

On the right side of the window, notice the information available about the document, such as its file size, number of pages and words, and when it was last modified. For instructions on working with document properties in your document go to Work with document properties on page 76 and for setting up your document properties, go to Work with document properties on page 150.

File, Recent All recently opened documents display here automatically.

You can also see your file paths, which is particularly useful if you are working on a network drive where files can be hard to find.

For instructions on using this feature go to The Recent Documents menu on page 14.

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The new File tab and Backstage view

File, New File, New displays all the templates you currently have available to use as the basis for new documents.

About Word Templates Word 2010 has templates, just the same as Word 2003, just many more of them. As well as the standard Normal template, Word 2010 provides you with three different types of templates:  Simple templates that define document elements like title pages, headers and footers, margin settings and many other types of formatting applied to an entire document.  Boilerplate templates that provide some starting material for you to adapt to your needs.  Boilerplate templates with “Content Controls” that you simply click on and fill in. It has always made life easier to use templates, but if you have resisted them in the past, now might be a good time to learn how to use them. There is so much additional capability around templates and styles that you really will find life much easier if you learn to understand them properly. AUTHOR’S NOTE If you are not accustomed to working with Templates and Styles, you can download a free instruction booklet Using Normal Template in Word 2010 from http://stores.lulu.com/christinekent . The information in the rest of this book will not make much sense if you do not have this knowledge.

The new File tab and Backstage view

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File, Print File, Print, gives you access to your printer settings. It has a new graphical layout and gives a Print Preview on the right side of the page so that you can see what happens to your document when you change Settings.

File, Save & Send This is another new graphical layout relating to publishing and distributing your document.

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The new File tab and Backstage view

File, Word Options It is also important to remember that Word Options is now available on this menu â&#x20AC;&#x201C; the button towards the bottom. This will give you access to a range of commands that determine how Word works on your computer.

The new File tab and Backstage view

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Manage the way things look in Word Word has a great many settings. It is always a good idea to get your settings right before you proceed with document creation and management.

The Recent Documents menu It is now very easy to pin a document to the File menu so that it is available every time you start Word 2010.

Working with the Recent Documents list Exercise 2: Launch a document from the Recent Documents list This can save you time looking for your document. 1



Click the File tab in the top left hand corner.

The Backstage view displays. 2



Click Recent.

Word displays the documents you have been editing in the Recent Documents list. 3



Click the document you want to launch. This can save you time looking for your document.

Exercise 3: Pin a document to the Recent Documents list You can also “pin” a document so that it stays in the list.

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

The pin becomes blue and the document will stay at the top of your list until you un-pin it.

Find the document you want to keep on the list and click the faded image of a pin.

Manage the way things look in Word



This is a toggle. Click again to unpin a pinned document.

Exercise 4: Pin a file path to the Recent Places list You can also pin your file paths, which is particularly useful if you are working on a network drive where files can be hard to find. 1



Find the path you want to keep on the list and click the faded image of a pin.

The pin becomes blue and the document path will stay at the top of your list until you un-pin it.



This is a toggle. Click again to unpin a pinned document path.

Working with the Recent Documents list in Windows 7 You can also access and pin recent documents in the Start menu in Windows 7.

Exercise 5: Launch a document from the Recent Documents list This can save you time looking for your document. 1



Click the Start button.

The Start Menu displays. 2



Find Microsoft Word 2010, and hover your cursor over.

Manage the way things look in Word

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You are offered a list of documents you have recently worked on. You can choose to pin documents on this menu also.



Hover your cursor over the document you want to pin.

A faded button displays. 4



Click the faded button.

Your document will be moved under the Pinned heading.

Set some common options You will do this once on your own computer, but you will find it useful to remember that these settings can be turned on and off if you are working on other computers. In Word 2003 and earlier, you set general document options by clicking Options on the Tools menu. In Word 2010, options live on the File menu, in the Backstage view.

Exercise 6: Set User Interface options 1



Click the File tab in the top left hand corner.

The Backstage view displays. 2



Click Options

to display the Word Options dialog box.

General options for working with Word displays by default. 

If it is not already selected, click General.

Notice the user interface, personalization, and startup options.

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Manage the way things look in Word

Show Mini Toolbar You either love this or hate it. If you normally use styles to format text, you may want it turned off. However, leave it on for now until you understand more about it. 

Tick or untick Show Mini Toolbar on selection.

Turn on Live Preview 

Tick or untick Enable Live Preview.

When you run your cursor over a Building Block or a Quick Part in a gallery, and pause there a moment, in many cases it is applied to your document below, so you can see what it will actually look like. This is Live Preview. 5

Color Scheme Unfortunately there are no good colour schemes for those who are in any way visually challenged. 

Color scheme – pick the scheme you prefer to work with.

ScreenTip style 

Click the More down arrow for the ScreenTip style field.



Select Show feature description in ScreenTips.

After you close and re-open Word, you will have detailed screen tips when you run your cursor over a command.

Manage the way things look in Word

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Control how Windows displays Word icons on the Taskbar By default, Word displays all open documents in the Taskbar with part of their names showing.

You can hover your cursor over the button on the Taskbar and a mini view of the document displays above the Taskbar. If you have more documents open than the Taskbar can display, Windows shows the Microsoft Word 2010 stacked icon.

If you run your cursor over that icon, a mini view of all open documents displays above the Taskbar.

Exercise 7: Display one document icon in the Taskbar and tab between all open documents However, you can tell Word to display just one icon in the Taskbar. If you do this you will not be able to see all open documents, so will need another method to toggle between them. 1

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

Click the File tab.



Click Options



Click Advanced.



Scroll down to Display.

to display the Word Options dialog box.

Manage the way things look in Word



Untick Show all windows in the Taskbar.



Back in your document, if you have additional documents open, you can tab between them using Ctrl F6.

Set language Very often you will find yourself confused between American, English and Australian spelling. Find out what standards your organisation follows and set the correct language here. 1



Click the File tab to display the Backstage view.



Click Options



In the Word Options window, click Language

to display the Word Options dialog box.

For most English speaking companies, English (name of your variation) should display in the Choose editing languages box. 

If it is not there, click Add additional editing languages and select English (name or your variation).



Click Add



Highlight it.



Click Set as Default.



If there are any languages in that box that you want to disable, highlight that language

to place it in the Choose editing languages box.

and click Remove. 

Click OK.

Manage the way things look in Word

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

Click OK

to save changes.

Minimise the Ribbon Sometimes the Ribbon takes up too much of the screen, particularly when you are working with illustrations, so it can be useful to be able to minimise it. For more information on how to customize the ribbon, go to Customize the Ribbon on page 31.

Exercise 8: Minimise the Ribbon 1



With a document open, right click in the area of the ribbon that shows the tabs.



Click on Minimize the Ribbon from the drop-down menu.

The Ribbon has disappeared, leaving just the Menu bar visible. This is a toggle. 

Right click on the Menu bar again.

You will see a tick next to Minimize the Ribbon. 

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Left click on it again. The Ribbon redisplays.

Manage the way things look in Word



Alternatively you can toggle between minimise and maximise by:  double-clicking on the active tab OR  clicking the caret

at the right end of the tabs headings, next to the Help button.

Both of these are toggles, so you click in the same way to switch on and off.

The View tab (Alt W) Below is the View tab. Most of the features on the View tab are much the same as previous versions – just much more accessible.

Exercise 9: Explore Document Views Document views are much the same as previous versions but note that the commands are available in two locations. 1

Document Views Commands on the Ribbon With a document open: 

Click the View tab, and find the Document Views group.

You have the options here to change how you see your document on the screen. 2

Document Views Commands on the Status Bar 

Also, check out the five buttons to the left of the Zoom commands in the bottom right of your screen.

This keeps them visible at all times so that you do not need to have the View tab selected to apply them.

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Explore Zoom and Windows groups Exercise 10: Explore Zoom group Zoom lets you choose between a close-up of your document and a distance view. This is much the same as previous versions, but note that the zoom commands are available in multiple locations. 1

Zoom Commands 1 With a document open: 

Click the View tab, and find the Zoom group to view all of the zoom options.

Zoom Commands 2 Document View and Zoom tools are also available in the lower-right corner of your screen.



Check out the them. OR



Drag the slider to the left to zoom in and to the right to zoom out. OR



Click the percentage number to open the Zoom dialog box and change the zoom there.

(Zoom In) and

(Zoom Out) buttons and the slider in between

Zoom Commands 3 You may also be able to use the scroll wheel on your mouse if your mouse is set to standard defaults. 

Hold down the Ctrl key and scroll forwards to zoom in, backwards to zoom out.

Exercise 11: Explore Window group The View tab, Window group lets you arrange your document into multiple views, or arrange multiple documents. This is now very neat.

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Manage the way things look in Word

With a document open: 

On the View tab, Window group click on New Window.

You can run two windows of the same document side by side, either in a single monitor or across two monitors. 

Click View Side by Side.

When you run them side by side you have the option to scroll them together or separately. 

Click Synchronous Scrolling. TIP

If you don’t like using the automated Compare Documents feature, you can use the Track Changes feature so that all changes are highlighted and then manually compare your two documents using the Side by Side feature.

Manage the way things look in Word

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Customize the Quick Access Toolbar The Quick Access Toolbar is a customizable toolbar onto which you can place the commands that you want to see all the time, no matter what tab is currently displayed. When you first start up Word 2010, the Quick Access Toolbar is located in the upper-left corner above to the File tab, but you can move this below the ribbon if you prefer.

If you are working with old templates that had customized toolbars, you can no longer display these in the same way. You will find them one step deeper, on the Add-Ins tab. For the most part, this toolbar will replace any other toolbars you used in previous versions, except for styles, which you cannot place on this toolbar. You will find that styles are now so accessible from the Styles Task Pane that a toolbar for style buttons is no longer necessary. But for those with sophisticated templates, you can place your old toolbars on the Add-Ins tab â&#x20AC;&#x201C; go to Evaluating your toolbars and the Add-Ins tab on page 81, for more details.

Customize the Quick Access Toolbar You can move the Quick Access Toolbar to a position below the Ribbon. You can also collect the commands you commonly use and place them on this toolbar. That way you can reduce the number of keystrokes it takes to perform the command.

The default items on the Quick Access Toolbar The Quick Access Toolbar has three common commands on it by default. File Save

Undo the last action

Redo the last action

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Customize the Quick Access Toolbar

Customize the Quick Access Toolbar Exercise 12: Customize the Quick Access Toolbar 1



Click the File tab to display the Backstage view.



Click Options



In the Word Options window, click Quick Access Toolbar.

to display the Word Options dialog box.

The Customize the Quick Access Toolbar view is displayed where you can add, remove and re-organise your Quick Access Toolbar icons.

Add commands to Quick Access Toolbar The total list of commands is very long so you have been given the option, in the Choose commands from: drop down list, to select from various subsets of the total list. 

Check through these options and click one of them.



Scroll down the list that displays below and highlight a command you are likely to use often.



Click the Add

button.

The command is added to the right hand side column. 

Do this a few times to add some useful commands to the Quick Access Toolbar.

Customize the Quick Access Toolbar

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Organise commands on the Quick Access Toolbar You can organise all the items in the list into the order in which you think you will want to see them on the toolbar. 

In the Customize Quick Access Toolbar column, highlight an item and move it with the up and down arrows.

Separate groups of commands Once you have organised them into groups, you can separate the groups with a Separator – which you will find at the top of each of the lists under the Choose commands from: heading.



Move some across to your list in the same way you move a command, and place them where you want to separate commands into groups.

It is worth taking some time to work out which commands you use regularly and to organise them in a way that makes sense to you. This is a personal toolbar and you get to do what you want with it.



You are returned to your document, but now your Quick Access Toolbar looks something like this.

Click OK.

TIP You would use this method for setting up your Quick Access Toolbar when you are organising a large number of commands onto the toolbar, and arranging their order. You will use the quick way that we will show you next when you are using a command and think it would be a good idea to add it to the Quick Access Toolbar.

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Customize the Quick Access Toolbar

Move the Quick Access Toolbar There is several ways of moving the Quick Access Toolbar.

Exercise 13: Move the Quick Access Toolbar from the Backstage view 1



Click the File tab to display the Backstage view.



Click Options



In the Word Options window, click Quick Access Toolbar.

to display the Word Options dialog box.

The Customize the Quick Access Toolbar view displays.



Towards the bottom left of the screen, tick the Show Quick Access Toolbar below the ribbon check box.

This will move the toolbar to the location below the ribbon. It is easier to see here and can contain more commands.  4

Click OK.

You are returned to your document, but now you will see a new bar underneath your ribbon that looks something like this.

Customize the Quick Access Toolbar

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Exercise 14: Move the Quick Access Toolbar – the quick way 1



With Word open, right click in any blank area of the Ribbon, and click:  Show Quick Access Toolbar Above the Ribbon OR  Show Quick Access Toolbar Below the Ribbon.

Exercise 15: Add and remove commands on the Quick Access Toolbar – the quick way Use this method when you working a command that you want on the Quick Access Toolbar. 1



With Word open, cruise around the commands on the Home tab and identify another one you think you might like to add to your Quick Access Toolbar.



Right click on that command.

This menu displays. 

Click Add to Quick Access Toolbar.

Your command will have appeared as an icon at the right hand end of your Quick Access Toolbar. 3

You can remove a command in the same way. 

Right click on that command you want to remove.

This menu displays. 

Click Remove from Quick Access Toolbar.

This is useful if you want to add a few commands for a specific document that you don’t want on the Quick Access Toolbar all the time. You can add and remove them quickly and easily.

Exercise 16: Add document specific commands to Quick Access Toolbar The standard Quick Access Toolbar displays across all documents, but is it possible to define buttons that display for a nominated document, template or add-in. 1

Page 28



With a document open, click the File tab.



Click Options to display the Word Options dialog box where you can add, remove and re-organise your Quick Access Toolbar icons.

Customize the Quick Access Toolbar



Click Quick Access Toolbar.

The Customize the Quick Access Toolbar view is displayed where you can add, remove and reorganise your Quick Access Toolbar icons.

Below the Customize Quick Access Toolbar heading on the right is a field. 

Click the down arrow to view the options. This list will vary according to other documents you have associated with the current document. You will see:  For all documents (default) which adds buttons to the QAT visible in every document you work on  the name of the current document  the name of the template to which it is attached IF that template has template specific QAT buttons defined  the name of an add-in if you have one that has a button defined for it as a current document.



Click the name of the current document. There will be no buttons on that list.



Add a command that you think might be useful for this document alone.

That command displays at the right hand end of your Quick Access Toolbar, for only this document. It will not display for any other document. You can open a template document and define buttons that are specific to that template. Whether the template is attached to a document or nominated as an Add-in for a document, the button displays in the QAT for that document.

Customize the Quick Access Toolbar

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Exporting and Importing a Quick Access Toolbar (and Ribbon) This feature has changed between 2007 and 2010. In 2007 you can export a file called word.qat to a default storage location depending on your version of Windows. This file can be copied to the same file location on other computers. In 2010, if you have customized a Ribbon and Quick Access Toolbar that you think others can use, you can save it (along with the Quick Access Toolbar) to the .exportedUI file extension, using either of the customize the Ribbon or customize the Quick Access Toolbar commands. You can save to and import from any file name and any location you like, as long as the extension is correct. When you import the UI file onto another computer- the “destination” machine – you will overwrite the customisations of both the Ribbon and the Quick Access Toolbar. This means it is a good idea to save the original Ribbon and Quick Access Toolbar on the destination computer in case you want to revert to it after overwriting it with the new one. You can find the file in the file path User\AppData\Local\Microsoft\Office, where you will also find the old Word.qat if you had Word 2007 installed on the same computer.

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Customize the Quick Access Toolbar

Customize the Ribbon You can now customize some aspects of the Ribbon although not all. You can add new tabs, and add your own groups and commands to those tabs. You can customize your own tabs in many different ways, but there are limitations with what you can do with default tabs. For a guide to what actions are and are not possible, go to Possible customisations to the Ribbon on page 239.

The Customize the Ribbon window Exercise 17: Get to the Customize the Ribbon window 1

ď&#x201A;§

Click File, Options.

Customize the Ribbon

ÂŠ Christine Kent

Page 31



Click Customize Ribbon.

This displays the Customize the Ribbon and keyboard shortcuts window. As you can see, it looks very similar to the Quick Access Toolbar command centre.

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You can also get to the Customize the Ribbon window a quicker way: 

Right-click any tab on the ribbon.



Click Customize the Ribbon.

Customize the Ribbon

Work with tabs on the Ribbon You can customize existing tabs or create new tabs. When you customize a tab on the Ribbon, you can then add groups, and after that, commands. You cannot add commands without groups to put them in.

Exercise 18: Add a custom tab 1



In the Customize the Ribbon window under Customize the Ribbon list, review the tabs you already have and determine where you want to place your new tab.



Highlight the tab below which you want to place your new tab. If you place your highlight in the last place on the list, the New tab will appear after AddIns.



click New Tab.

A New Tab and New Group set display.

Customize the Ribbon

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Name New Group 

Ensure New Group is highlighted.



Click Rename.

The Rename dialog box displays.



In the Display name field, type a new name for your Group (not tab at this stage).



Click OK.

Name New Tab Now you need to give your New Tab a name. 

Highlight New Tab.



Click Rename.



In the Display Name field, type a new name for your Tab.



Click OK.

When the window closes you will see the New Tab at the right hand end of your tabs on the Ribbon. We will see how to add commands to your new tab and group later. 4

Rename a tab or a group Use the same process to rename a custom or default tab or group.

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Customize the Ribbon

Exercise 19: Hide a default or custom tab You can hide both custom and default tabs. You can remove custom tabs but not default tabs. In the Customize the Ribbon list, the custom tabs and groups have (Custom) after the name. 1



In the Customize the Ribbon window under the Customize the Ribbon list, clear the tick from the check box next to the default tab or custom tab that you want to hide.



To save and see your customizations, click OK.

In this image the Developer tab has been un-ticked so that it does not display on the Ribbon.

Exercise 20: Change the order of default or custom tabs 1



In the Customize the Ribbon window under the Customize the Ribbon list, click the tab that you want to move.

In this image the Macros tab has been highlighted.



Click the Move Up or Move Down arrow to the right until you have the order you want.



To save and see your customizations, click OK.

Customize the Ribbon

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Exercise 21: Remove a custom tab You can hide both custom and default tabs, but you can only remove custom tabs. In the Customize the Ribbon list, the custom tabs and groups have (Custom) after the name, but the word (Custom) does not appear in the ribbon. 1

In the Customize the Ribbon window under the Customize the Ribbon list, click the tab that you want to remove. 

Click Remove.



To see and save your customizations, click OK.

Work with custom groups Exercise 22: Add a custom group to a tab You can add a custom group to either a custom tab or a default tab. 1



In the Customize the Ribbon window under the Customize the Ribbon list, click the tab that you want to add a group to.



Click New Group.



To rename the New Group (Custom) group, right-click the group.



Click Rename, and then type a new name.

Exercise 23: Add an icon to represent the custom group You might want to associate and icon with a group if you want to put that group on your Quick Access Toolbar. 1

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To add an icon to represent the custom group: 

Click the custom group.



Click Rename.



In the Symbol list, click an icon that you want to use to represent the group or command.



In the Rename dialog box, click OK.



To save your customizations, click OK.

Customize the Ribbon

Exercise 24: Change the order of the default and custom groups 1



In the Customize the Ribbon window under the Customize the Ribbon list, click the group that you want to move.



Click the Move Up or Move Down arrow until you have the order you want.



To see and save your customizations, click OK.

Work with commands in custom groups You can only add commands to a custom group that is under a custom or default tab. You cannot add commands to a default group. Only commands added to custom groups can be renamed.

Exercise 25: Add or remove commands for a custom group 1

In the Customize the Ribbon window under the Customize the Ribbon list, highlight the custom group that you want to add a command to.

Customize the Ribbon

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In the Choose commands from list, click the list you want to add commands from, for example, Popular Commands or All Commands.

To add a command 

Click a command in the list that you choose.



Click Add.

The command is added under your custom group. 4

To remove a command 

Click a command in the list that you want to remove.



Click Remove.

The command is removed from your custom group.

Reset the ribbon You can choose to reset all tabs on the ribbon to their original state or only the selected tabs. When you reset all tabs on the ribbon, you also reset the Quick Access Toolbar to show only the default commands. When you click Reset all customizations, you reset both the ribbon and the Quick Access Toolbar to the default settings.

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Customize the Ribbon

Exercise 26: Reset the ribbon to the default settings 1

In the Customize the Ribbon window: 

Click Reset.

To reset only a selected tab 

Click Reset only selected Ribbon tab.

To reset all Ribbon AND Quick Access Toolbar customisations 

Click Reset all customizations.

Import and Export a customized Ribbon This feature has changed between 2007 and 2010. In 2007 you can export a file called word.qat to a default storage location depending on your version of Windows. This file can be copied to the same file location on other computers. In 2010, if you have customized a Ribbon and Quick Access Toolbar that you think others can use, you can save it (along with the Quick Access Toolbar) to the .exportedUI file extension, using either of the customize the Ribbon or customize the Quick Access Toolbar commands. You can save to and import from any file name and any location you like, as long as the extension is correct. When you import the UI file onto another computer- the “destination” machine – you will overwrite the customisations of both the Ribbon and the Quick Access Toolbar. This means it is a good idea to save the original Ribbon and Quick Access Toolbar on the destination computer in case you want to revert to it after overwriting it with the new one. You can find the file in the file path User\AppData\Local\Microsoft\Office, where you will also find the old Word.qat if you had Word 2007 installed on the same computer.

Exercise 27: Import a customized ribbon When you import a ribbon customization file, you lose all prior Ribbon and Quick Access Toolbar customizations. If you think that you might want to revert to the customization you currently have, you should export them before importing any new customizations. 1

In the Customize the Ribbon window: 

Click Import/Export.



Click Import customization file, identify and select file as normal. The file to be imported must have the .exportedUI file extension.

Customize the Ribbon

Page 39

Exercise 28: Export a customized ribbon 1

In the Customize the Ribbon window: 

Click Import/Export.



Click Export all customizations and complete Save process as normal.

By default, Word will place the file name Word Customizations.exportedUI in your File Name field. Change the name as required.

The Developer Tab A tab you won’t see by default is the Developer tab. If you intend to work with Macros, Content Controls, or XML, you will need this tab. You will see how to get this to display in the next exercise, along with a few other common options. The location of this command has changed between 2007 and 2010.

Exercise 29: Display the Developer tab – path 1 1



Click the File tab in the top left hand corner.

The Backstage view displays. 2



Click Options



Click Customize Ribbon.

to display the Word Options dialog box.

This displays the Customize the Ribbon and keyboard shortcuts window.

Page 40



Find Developer in the Main Tabs frame. It is the only tab not ticked.



Click on Developer so that it is ticked.

Customize the Ribbon

Exercise 30: Display the Developer tab – path 2 1



Right-click any tab on the ribbon.



Click Customize the Ribbon.



In the Customize the Ribbon window, tick the checkbox next to the word Developer.



Click OK.

The Developer tab displays when you return to your document.

Customize the Ribbon

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Set some options in Control Panel Although you can control a lot of what goes on in Word from within Word, there are some other options you need to set through Windows XP, Windows Vista or Windows 7, using the Control Panel. Instructions are given here for setting these options in Windows 7 only.

Open the Control Panel (Windows 7) Exercise 31: Open the Control Panel in Windows 7 1



In Windows 7, click the Start Button.



Search the various panels in your Start Menu to find and click on Control Panel.

The Control Panel can display like this. This is the Large icons view.

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Set some options in Control Panel

…or like this. This is the category view.

To change the View, in the top right of the screen: 

Click View by: Category.



Or click Small icons or Large icons.

Set some options in Control Panel

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Set language and accessibility options in the Control Panel (Windows 7) Exercise 32: Set language options in the Control Panel (Windows 7) As with previous versions, if you are unable to select the correct language in Word, you can set it here so that the information defaults through to Word. 1



Open Control Panel, Small icons.



Scroll down the page until you find Region and Language and double-click to select.

On the Formats tab: 

Click the More down arrow on the Format: field.

A full list of languages displays. There are many differences in how the English language is used in different countries, so you will see lots of different “English” options.

Page 44



Select the correct English for your country which wil also define how numbers, time and dates are displayed.



If you want to change any of the displays shown for your language option, click the down arrow next to the element you want to change, and select your choice.



View the results in the Examples frame.

Set some options in Control Panel

If the options you want to change are not visible: 

Click Additional Settings. You are offered a full range of Numbers, Currency, Time and Date options.



Make any changes you require.



Click OK

to save any changes you have made or Cancel

to exit.

Exercise 33: Set accessibility options (Windows 7) Microsoft has endeavoured to help users with limited eyesight in a number of ways, and you can set some of these options in the Control Panel. For more information on the accessibility options, go to http://www.microsoft.com/enable/. 1



Open Control Panel, Category View.



Click Ease of Access.



Click Ease of Access Center.

Review the options in the section so that you know what is possible.

Set some options in Control Panel

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ÂŠ Christine Kent

Set some options in Control Panel

Part 2: Finding your way around Word 2010

Get started on the Home tab The Clipboard, Font, Paragraph and Editing groups on the Home tab all do much the same as previous versions, only with the commands more accessible, and with a few additional features.

The Clipboard group and cut and paste options The paste options in 2010 are more sophisticated than in previous versions. ACTION

PASTE OPTIONS

Pasting within the same document

Pasting between documents

Pasting between documents when style definitions conflict

Pasting from other programs

Get started on the Home tab

ÂŠ Christine Kent

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Insert/paste picture as

Exercise 34: Set cut and paste default options 1

Page 48



Click the File tab.



Click Options



Click Advanced



Scroll down to Cut, copy and paste.

to display the Word Options dialog box.

Get started on the Home tab

From here you can set your default paste for material you are cutting or copying from: 

within the same document



between documents



between documents where style definitions conflict



from other programs.

You can choose whether to: 

Keep bullets and numbers when pasting text with Keep Text Only option



Use the insert key for paste



Show Paste Options button when content is pasted. This button gives you the ability to overrule the default when you paste your material. It is handy to keep this selected. For more on this see the next exercise.

Exercise 35: Manually select cut and paste options 1



Cut or copy a selection of text.



Place your insertion point where you want to insert the text.



Click Paste or select Ctrl V.

A small box displays where you have inserted your text. Word detects where your “cut” has come from and offers you all the available options for that source location. You can see what the result will be for each selection option, using Live Preview. 

Click the down arrow and select from one of the options.

The Font group About fonts A font is a type face. You may be familiar with the standard fonts Times New Roman and Arial. These looked good in printed documents but not so good on-line. If you were creating a document that had to be both printed and online it was hard to find good fonts to do it with. Microsoft has released a range of new fonts that work better across both print and on-line media.

 Cambria is a Serif font which has decorations on some of the letters.  Calibri is a Sans Serif font which is much plainer. This book uses Calibri throughout.  Candara is a Sans Serif font.  Consolas is a Sans Serif font.

Get started on the Home tab

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 Constantia is a Serif font.  Corbel is a Sans Serif font.  Nyala is a very small Serif font.  Segoe ui – there is a range of Segoe Sans Serif Fonts.

 Gabriola is a very small new Serif font added in 2010, which is useful for working with OpenType Ligatures. Go to Text layout for desktop publishing on page 114 for more information. Users of older versions of Word, who have not received these fonts automatically with Windows XP updates, can download a compatibility pack that provides these fonts from:  http://www.microsoft.com/downloads/details.aspx?FamilyId=941b3470-3ae9-4aee-8f43c6bb74cd1466&displaylang=en Otherwise, the font commands are much the same as previous versions.

The Paragraph group The paragraph commands are much the same as previous versions.

The Mini Toolbar You will see the Mini toolbar display when you are working with text. This toolbar has the most commonly used commands from the Home tab, Font group with some additional commands from the Clipboard and Paragraph groups so it is handy to use when you are not on the Home tab but you still need to work with formatting text. 1

Format text using Mini toolbar 

With any document open, highlight some text.



Point at the highlighted text.

A faded toolbar displays. You may need to fiddle a bit to get the Mini toolbar to appear. It will be dimmed until you move your pointer directly over it. 2

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

Run your cursor to the toolbar to make it clear.



Click on any command to select.

Get started on the Home tab

The Styles group Some background on styles Templates contain many commands that define how your document will look. One of the components of this is “styles”. A style is a set of formatting instructions that can be applied to a piece of text with a single action. The set is given a meaningful name so you can remember what it is. When you select some text and apply a style, that text is automatically formatted with ALL the attributes carried by the style. There are a number of advantages with using styles:  They speed up the formatting process.  They help you achieve consistency throughout your document.  They are used by advanced features in Word such as creating tables of content, and creating cross references. In Microsoft Word 2007/10, styles have become more accessible through a gallery on the Home tab, and a more sophisticated Styles Task Pane. AUTHOR’S NOTE If you are not accustomed to working with Templates and Styles, you can download a free instruction booklet Using Normal Template in Word 2010 from http://stores.lulu.com/christinekent. The information in the rest of this book will not make much sense if you do not have this knowledge.

Manage styles using the Styles Task Pane First, for those who are concerned at losing the ability to put styles on toolbars, the Styles Task Pane will largely replace them, providing you take the time to set your Task Pane up.

Exercise 36: Explore the Styles Task Pane 1



On your Home tab, Styles group, click the Dialog Box Launcher in the bottom right corner.

The Styles Task Pane displays, normally on the right of your screen, but you can dock it to the left if you prefer. 2

Show Preview (styles) You can display your styles in two ways: 

Tick and un-tick the Show Preview checkbox to view the name of your style, or the name with its formatting.

Get started on the Home tab

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Disable Linked Styles 

Tick Disable Linked Styles and leave it ticked.

When you manually format some text, Word creates a new style, and links it to the original style. This can lead to all sorts of dramas, so it is best to leave it turned off unless you have a specific reason for using it. 4 Across the bottom of the Styles Task Pane are three buttons: 

New Style



Style Inspector



Manage Styles

We will look at these next.

Exercise 37: Create new style from formatting 1

To create a new style: 

Manually format some text.



Click New Style. The Create New Style from Formatting dialog box displays.



Complete as required and press OK save.

However, this is not the easiest way to create a new style as we will see in a moment.

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Get started on the Home tab

Exercise 38: Manage styles 1

This is a very powerful function that is new to 2007/10 and allows a lot of control over which styles display in the Styles Task Pane and in what sequence. 

Click Manage Styles

. You can use the:

 Edit tab to edit your style  Recommend tab to change the sequence of styles and whether or not they display on the Styles Task Pane  Restrict tab to restrict access to certain styles  Set Defaults to set your base defaults (these are effectively “no style”) 2

The Recommend tab 

Click the Recommend tab.



You can use Move Up, Move Down, Make Last and Assign Value to organise how your styles display. Those with a value of 1 display at the top of the list.



You can use the Show and Hide commands to control whether styles display at all, either in the current document or in all documents based on the template.



You can specify whether you are setting up your styles for just this document or for the template this document is attached to. Click  Only in this document or  New documents based on the template. TIP

Assign all the styles you use most often with a value of 1 so they appear at the top of your Styles Task Pane. Depending on your screen size you can display 30 or more styles (without preview) this way. Assign lower values to other styles. If you have used them in previous versions, you can replace your Styles Toolbar this way.

Get started on the Home tab

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The Set Defaults tab 

These are your defaults that form the basis on which Normal style is created.



If you have a style that is based on “no style”, this is what “no style” really is.

(This does not seem important at the moment, but it becomes critical when you are working with bulleted and numbered lists. If your bulleted styles adopt incorrect margins, check the defaults on this tab, and change them back if they have altered. Do the same with Normal style.)

Exercise 39: Modify a style using the Styles Task Pane You can modify a style from the Styles Task Pane. 1



In an open document, highlight a piece of text with a style applied.



Modify the text.



Right click on the style name in the Styles Task Pane.

This menu displays. 

Click Update [Table Text] to Match Selection . (This displays the name of your applied style.)

Your style is now modified.

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Get started on the Home tab

Manage “keep track of formatting” Exercise 40: Turn “Keep track of formatting” on or off Another critical setting is the almost hidden Options setting in the bottom right corner of the Styles Task Pane.

Select formatting to show as styles 

Click Options.

The critical function on this page is the Select formatting to show as styles: setting. This works together with Keep track of formatting in File, Options, which we will look at before we work with these settings.



Click the File tab.



Click Options



Click Advanced.



Tick Keep track of formatting if you want Word 2007/10 to remember your manual formatting changes and store them as styles.

to display the Word Options dialog box.

The safest option is to un-tick this, but if you leave it ticked, you can manage what shows in your style list by using the Style Pane Options box. 

Tick Mark formatting inconsistencies if you are disciplined with using styles and want Word 2007/10 to underline any manually formatted text.



Leave them both ticked for now and click OK.

Get started on the Home tab

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

Back in your Styles Task Pane, click Options again.

With the Mark formatting inconsistencies checkbox ticked, the Select formatting to show as styles: options are enabled and control what you see in your Styles Task Pane. These options are disabled if the Mark formatting inconsistencies checkbox is un-ticked. 

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Select which manual formatting you want Word 2007/10 to track (if any).

Get started on the Home tab

Apply and manage styles using the Styles Gallery You can also apply and manage styles using your Styles Gallery. You use the Styles Gallery to display your most frequently used styles in Preview mode. You can add or remove styles from the gallery. You can also create your own styles using the Gallery and add them automatically to the gallery.

Exercise 41: Create new style and add to the Styles Gallery

Where there is a preview in a gallery, Live Preview is usually available. 

With a document open and some text in your document highlighted, run your cursor over the styles in the Home tab, Styles group, Styles Gallery. You will see the Live Preview – the text beneath will change to show you how it will look if you apply the style.



The style with the orange surround is the currently applied style.

Apply a style from the Styles Gallery 

With some text highlighted, click one of the styles to apply it.

Create a new style from the Styles Gallery 

Manually format some text so that it is different to any style in your template.



Highlight that text.



Click on Home tab, Styles group, More down arrow.



Click Save Selection as a New Quick Style.

The Create New Style from Formatting dialog box displays. 

Type a sensible name in the Name field.



Click OK.

You have created a new style and placed it into the Styles Gallery.

Get started on the Home tab

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Exercise 42: Add or remove a style in the Styles Gallery 1



Right click on any style in the Styles Task Pane.  If it is not in the Styles Gallery you will see Add to Quick Style Gallery.

 If it is already in the gallery, you will see Remove from Quick Style Gallery.



Click to make your choice.

Change Style Set You will find this command useful if you are producing a document for which you have no predetermined template. First create the document in Normal template so that you are using the default set of styles and make sure you have used styles to format everything. Then you can use this command to apply a range of styles, colours, fonts and line spacings until you find one that suits.

Exercise 43: Change Style Set 1



On the Home tab, Styles group, click the Change Styles button.

A drop down menu displays.

Change Style Set 

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From the drop down menu, point to the Style Set command to see a drop down list of styles.

Get started on the Home tab



Run your cursor over each in turn and notice in the preview how the entire look of the document changes to a fancier style.



Finally click on your preferred style set to select.

Change Colors, Fonts or Spacing 

Follow the same process to change Colors, Fonts or Spacing, using Live Preview to see the impact they have on your document before selecting.

Assign keyboard shortcuts to Styles Many people prefer to use shortcuts to apply styles. It is possible that shortcuts previously used have been re-assigned in Word 2010 to other functions, so it might be necessary to set these up again. Go to Exercise 142: Assign keyboard shortcuts to multiple styles on page 174 for instructions on how to do this.

Additional resources on Styles It is really important to understand templates and styles. You might find the following resources useful depending on your current knowledge base from previous versions. If you are a total novice at using styles go to…

http://stores.lulu.com/christinekent, Using Normal Template in Word 2010

If you know about styles, but may have gaps in your knowledge, go to…

http://blogs.office.com/b/microsoft-word/archive/2008/10/16/behindthe-curtain-styles-order-of-operations.aspx

Get started on the Home tab

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For advanced information on styles go to…

http://blogs.office.com/b/microsoft-word/archive/2008/10/28/behindthe-curtain-styles-doc-defaults-style-sets-and-themes.aspx

The Editing group and the find and replace commands The Navigation Pane, search and page layout functions New in Word 2010 is the Navigation Pane, which offers a highly visual way of helping you find the text you’re looking for. The Navigation Pane has three tabs:  Browse the headings in your document, which offers a quick way to organize or reorganize content, in some ways replacing the Outline View (which is still there).  Browse the pages in your document, which gives a thumbnail view of pages layout. This view is useful if you want to find and go quickly to a page in a long document.  Browse the results from your current search, which replaces the find command, but not entirely. It serves a different function from the old Find and Replace.

Exercise 44: Search for text 1

In an open document containing text: 

Click the Home tab, Editing group, Find.

The Navigation pane opens to the left of your document. Ensure that the right hand of the three tabs is selected. We will look at the other two tabs in a moment.

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Get started on the Home tab



In the search box, type a word that appears several times in your text.

All instances of the word appear in the Navigation Pane, along with the sentences in which they appear. Also notice that all instances of the word are highlighted in the document itself.

Exercise 45: Replace text To do a Find and Replace you will go back to the old Find and Replace dialog box. This works the same way it did in Word 2003. 1



The Find and Replace dialog box displays. Find and Replace works the same way it did in earlier versions of Word.

On the Home tab, Editing group, click Replace.



Type a word you want to replace in the Find what: box.



Then in the Replace with: box, type a word you want to replace it with.



Click Find Next to go through each instance and manually replace, or click Replace All.

Get started on the Home tab

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Exercise 46: Get a bird’s-eye view of your document and reorganise 1



Browse headings in document 

To open the Navigation Pane click Find in the Editing group on the Home tab, or press Ctrl F.

Click the left hand tab to browse the headings in your document.

Note that you must have used heading styles for this feature to work as intended.

From here you can drag content around based on heading styles. Note that Word applies your default cut and paste options, so if your text loses applied styles when you move it, make sure you have set your default cut and paste to Keep Source Formatting. Go to Change cut and paste and insert image defaults on page 94 for instructions if you need to do this.

Browse pages in document 

Click the centre tab to browse the pages in your document.

In this bird’s-eye navigational view of the document, you can click the thumbnail for each page and go directly to that page in the document. This view is useful if you want to go quickly to a page in a long document.

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Get started on the Home tab

Create Building Blocks and Quick Parts Galleries and “Quick” options were introduced in 2007 and have replaced a few different features in 2003. There is little difference between 2007 and 2010.

Building Blocks (and AutoText) Building blocks are pre-designed and pre-formatted text, images or other document parts. They are organised according to their function into Galleries of thumbnail images that allow you to preview the content graphically then insert it with one or two keystrokes. AutoText still exists as one of the galleries to which you can add a new building block. In addition you still have AutoCorrect as a separate feature.

Galleries When you see collections of thumbnail pictures, these are Galleries. They give you a quick way of previewing and selecting your most commonly used options. Galleries display both pre-defined Building Blocks, and Building Blocks you define for yourself and add to the gallery. These are stored in a separate template - Building Blocks.dotx - that is made available to all your documents, irrespective of the template your document is based on. However, if you want the building blocks to be available for only a specific template, this is also possible.

Quick Parts Quick Parts are Building Blocks that you define yourself, and that don’t belong in any other predefined gallery. These are all stored together in their own Quick Parts Gallery. You can store any combination of text and images that you have created in a document as a Quick Part. It then only takes one or two keystrokes to get the entire contents of that Quick Part into your document.

Create Building Blocks and Quick Parts

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Exercise 47: Take a tour 1



Open a document.



Click on the Insert tab and click the down arrows for each of the following to see the Galleries you are offered. Each item in a gallery is a Building Block, and you can add your own.  Insert, Pages, Cover Page  Insert, Table, Quick Tables  Insert Header  Insert Footer  Insert Text box  Insert Equation.



Hover your cursor over and individual Building Block to see the Live Preview. If this does not work for you, follow the instructions below to turn Live Preview on. If it does work, skip the next exercise.

Turn on Live Preview Exercise 48: Turn on Live Preview When you run your cursor over a Building Block or a Quick Part in a gallery, and pause there a moment, in many cases it is applied to your document below, so you can see what it will actually look like. This is Live Preview. If it is not working for you, do the following to turn it on. 1

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

Click the File tab.



Click Options



Tick Enable Live Preview.

to display the Word Options dialog box.

Create Building Blocks and Quick Parts

Create Building Blocks You can create and insert Building Blocks in many different menus in Microsoft Word 2007/10. The following has been chosen to show how this works as it is also a new feature. There is no need to learn how to manage all types of building block, as they all work in much the same way.

Exercise 49: Create a new Building Block (Cover Page) 1

Insert a cover page in your document and modify 

Create a new document using Normal Template.



Click down arrow on Insert tab, Pages group, Cover Page.



Run your cursor up and down the options to see what they are. In this case, there is no Live Preview on the page below as they are too complex.



Select one you want.

The full cover page is drawn on the first page of your document. 4

Save a new cover page Building Block to the Gallery Change the cover page to something a little different, and when you have finished modifying it: 

On the Home tab, Editing group, click Select, Select All to be sure you select all of the elements on your page.



On the Insert tab, Pages group, click Cover Page.



Click Save Selection to Cover Page Gallery.

Create Building Blocks and Quick Parts

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The Create New Building Block dialog box displays. Most of the fields in the box have been completed automatically based on the gallery you entered from.

Name:



Type a short but memorable name for your Building Block – something easy to type.



To place a new building block at the top of the list, use a symbol or a blank space at the beginning of the name. This will send it to the top of the list.

Gallery: In the Gallery field you will see that your new Building Block is going, by default, into a Gallery called Cover Pages. 

Click on Gallery to see a list of all the other Galleries available.

Save in: 

Click one of the options from the drop down list. You can choose to save your building block in:  Building Blocks.dotx  Normal.dotm  Your current template. (If your template is not visible, the link between your document and its template has been broken.)

More about Building Blocks.dotx in Exercise 54: Save the Building Block template on page 70. 8

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Options: 

Click on the Options box to see that, when you insert this block, it will go into its own page.



Click OK



On the Insert tab, Pages group, click Cover Page.



Scroll down the gallery again, and you should see your new cover page at the end.

to save your new Building Block.

Create Building Blocks and Quick Parts

Exercise 50: Remove Building Block from Gallery 1

Remove Building Block from gallery 

On the Insert tab, Pages group, click Cover Page.



Scroll down the gallery to your cover page.



Right click on your gallery item.



Click on Organise and Delete.

The Building Blocks Organiser dialog shown below displays, with your entry highlighted. 

Make sure the correct Building Block is highlighted and click Delete.

Working with the Building Blocks Organiser is covered in Exercise 53: Manage Quick Parts and Building Blocks using the Building Blocks Organiser on page 69.

Create Building Blocks and Quick Parts

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Create, use and manage Building Blocks and Quick Parts Exercise 51: Create a Quick Part There is no need for you to go through a gallery to create a Building Block. For example, if you want to create a Building Block for some text that you use repeatedly, you simply highlight that text and create a Building Block with it. When you do this it is called a Quick Part and belongs in the Quick Parts Gallery. 1



Define a Quick Part

In an open document, type something that you are likely to want to re-use – perhaps an address, or the disclaimer information from a copyright page.



Highlight the text for which you want to create a Quick Part.



Press Alt F3, or select Insert tab, Text group, Quick Parts, Save Selection to Quick Parts Gallery.

The Create New Building Block dialog box displays with some fields completed. 

Check these fields to see if they are what you want, and change if necessary.



Click OK.

TIP Use the Quick Parts Gallery for Building Blocks that do not belong in any other gallery.

View a new Quick Part 

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Click Insert tab, Text group, Quick Parts, and you will see that your entry has been placed in the General area of the drop down gallery, displayed graphically so it is easy to identify and insert from this position.

Create Building Blocks and Quick Parts

TIP User defined Building Blocks normally appear at the bottom of a gallery. Quick Parts appear at the top of the gallery. You may choose to use the Quick Parts Gallery for those Building Blocks that you use regularly, for which you want quick access without scrolling.

Exercise 52: Insert Building Blocks and Quick Parts There are two ways you can insert Building Blocks and Quick Parts into a document. 1

Insert a Quick Part 

Place your insertion point in the position you want your Quick Part entered in your document.



Click Insert tab, Text group, Quick Parts, and click on your new Quick Part.

Your Quick Part is placed in your document. 2

Insert a Quick Part using F3 

Place your insertion point in the position you want your Quick Part entered in your document.



Type the name you gave your Quick Part – this is why it needs to be short and memorable.



Press F3.

Your Quick Part is placed in your document. You can insert any Building Block in the same way.

Exercise 53: Manage Quick Parts and Building Blocks using the Building Blocks Organiser You can manage Quick Parts and other Building Blocks as a whole from the Building Blocks Organiser. 1



Click Insert tab, Text group, Quick Parts, Building Blocks Organiser.

The Building Blocks Organiser dialog displays.

Create Building Blocks and Quick Parts

Page 69



Click on any Building Block to see a preview in the right hand column.



Review which gallery it is in, and which Category within the gallery.



You can edit or delete Building Block from here or insert a Building Block into a document.

Exercise 54: Save the Building Block template (building blocks.dotx) When you created your Building Blocks, you told Word to save them in a template, either building blocks.dotx, Normal.dotm or your current template. If you want to keep them, you have to save that template file. 1



With a new Quick Part or Building Block defined, close Word.

A dialog box below displays, naming the template to which you elected to save your Building Block/s. 2



Click Yes

to save your changes.

Your Building Blocks will now be available to any document you open that is attached to the selected template. Note that all documents have access to building blocks.dotx.

AutoCorrect and AutoFormat You can use the AutoCorrect feature to do the following:  Automatically detect and correct typos and misspelled words. For example, if you type teh plus a space, AutoCorrect replaces what you typed with the. Or if you type This is theh ouse plus a space, AutoCorrect replaces what you typed with This is the house.  Quickly insert symbols. For example, type (c) to insert ©. If the list of built-in AutoCorrect entries doesn't contain the symbols that you want, you can add entries.  Quickly insert any long piece of text. For example, if you need to repeatedly enter a phrase such as return on investment, you can set up Word to automatically enter this phrase when you type roi.

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Create Building Blocks and Quick Parts

The AutoCorrect feature uses two parallel lists of words. The first word is the word that you type, and the second word or phrase is the text the program enters to replace that word or phrase. The AutoCorrect list works across all the Microsoft Office 2010 programs that support this feature, meaning that your additions will be available in all the programs you use, such as Word, Excel and PowerPoint. You can set AutoFormatting options from the same dialog.

Exercise 55: Add a text entry to the AutoCorrect list 1



Click File, Options, Proofing.



Click AutoCorrect Options.

The AutoCorrect window displays. 3



On the AutoCorrect tab, make sure the Replace text as you type check box is selected.



In the Replace box, type a word or phrase that you often mistype or misspell.



In the With box, type the correct spelling of the word.



Click Add.



Click OK.

Create Building Blocks and Quick Parts

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Manually change existing entries You can also manually change existing entries. 

Click the entry in the list. It will appear in the Replace box.



Type the new entry in the Replace box.



Click Replace.

Exercise 56: Add a text entry to the AutoCorrect list during a spelling check If you enable automatic spelling checking, you can right-click a word that you typically misspell and add it directly to the AutoCorrect list. 1



Right-click a misspelled word that has a wavy red underline.



Point to AutoCorrect.

A list of corrections for the misspelled word displays at the top of the drop down menu.

If the menu shows the correct spelling of the word, click it. You are finished with this task. If not corrected, continue to the next step.

Page 72



Click AutoCorrect Options.

Create Building Blocks and Quick Parts



On the AutoCorrect tab, make sure the Replace text as you type check box is selected.



In the Replace box, type a word or phrase that you often mistype or misspell.



In the With box, type the correct spelling of the word.



Click Add.



Click OK.

Exercise 57: Add AutoCorrect to the Quick Access Toolbar If you use AutoCorrect often, you might want to add it to the Quick Access Toolbar. 1



Click File, Options, Proofing.



Click Quick Access Toolbar.

The Customize Quick Access Toolbar window displays. 3



In the Choose commands from: field, select Commands Not in the Ribbon.

Create Building Blocks and Quick Parts

Page 73



Scroll down the list and find:  the first AutoCorrect Options which provides access to the full window with all AutoCorrect and AutoFormat tabs.  the second AutoCorrect Options which provides access to just AutoCorrect.



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Click on the desired command to place on the Quick Access Toolbar.

Create Building Blocks and Quick Parts

10. What’s new on the Insert tab? Apart from all the functions on the Insert tab that you are used to in earlier versions, this is where you manage your Building Blocks. This is also where you will find “Insert, File”, “Insert, Field” and “Insert, Symbol”, all a little hidden, and insert fields so that you can include document properties.

Some hard-to-find commands Insert a File, Field and Symbol Exercise 58: Insert a File 1



Click the Insert tab, Text group, Object, More down arrow.



Click Text from File.



Select the file from the Insert File dialog box.

Exercise 59: Insert a Field 1



Click the Insert tab, Text group, Quick Parts.



Click Field.



Complete the Field dialog box as required.

Exercise 60: Insert a Symbol 1



Click the Insert tab, Symbols group, Symbol.

What’s new on the Insert tab?

Page 75

A menu displays your most recently used symbols. 

Click on one of the displayed symbols.

OR 

Select More Symbols to go to the symbol dialog box and select as required.

Work with document properties Document properties are details about a file that describe or identify it. Once you have defined your properties, you can insert them as fields in your document from the Insert menu. For instructions on how to define your document properties go to Work with document properties on page 150.

Exercise 61: Insert document properties as fields You can insert your document properties as fields in your document, as with previous versions, but you will find them in two different places. 1

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Insert document properties from Insert, Quick Parts 

Click Insert tab, Text group, Quick Parts, Document Property.



Select one of the properties from the list. Not all properties display here.

What’s new on the Insert tab?

Insert document properties from Insert, Quick Parts, Field If the property you want is not on the drop down list: 

Click Insert tab, Text group, Quick Parts, Field, and select as in previous versions.

Work with Date & Time Exercise 62: Change date format 1



Click on the Insert tab.



Find the Text group.



Click on Date & Time

The Date and Time dialog box displays. 

Find the Language field. In this example it is displaying English (U.S.).



Click the More down arrow.



Select the correct English for your country if it is displaying on the drop down list.

Depending on your country, your date will either display as: 

day/month/year or



month/day/year.

If the correct English for your country is not available on the drop down list, you will need to change the settings in Control Panel. Go to Exercise 32: Set language options in the Control Panel (Windows 7) on page 44 for instructions.

What’s new on the Insert tab?

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Explore maths equations For documents dealing with maths, Word keeps track of all the equations created with the built-in equation editor.

Exercise 63: Explore equations 1

Insert equation 

Click Insert tab, Symbols group, Equation.

A menu of Built-In equations displays. You can select a Built-In equation, or create your own. 2

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Insert Built-In equation 

Click in a document at the point you want to insert an equation.



Click on the required equation to insert and go to Step 4 to format.

What’s new on the Insert tab?

Build and insert new equation 

Click in a document at the point you want to insert a new equation.



Click Insert Equation.

The Equation Tools, Design tab displays and the Type equation here Content Control is inserted in your document. (For more information on Content Controls, go to Working with Content Controls on page 177) You can also use Alt + to display this Content Control.



In the Content Control field, use the Equation Tools, Design tab, Symbols and Structures groups to build your equation as required.



In Equation Tools, Design tab, Tools group, click the Dialogue Box launcher to access advanced functions.

Format equation 

Click the down arrow to display a range of formatting options.



Click your required formatting option. OR



Click Equation Tools, Design tab, Tools group, and select formatting option.

Save equation as a Building Block 

Click Save as New Equation to display the Create New Building Block dialog box. Go to Exercise 49: Create a new Building Block (Cover Page) on page 65 for instructions on working with Building Blocks.

What’s new on the Insert tab?

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11. What’s new with templates and themes?

What’s new in templates? Built-In templates Microsoft Word 2010 comes with a wider range of templates than previous versions, and with some different types of templates.  There is Normal template which comes preformatted with default Office Theme. The Theme defines the default fonts and colours for the template. If you create a document in Word without selecting a template, Word will select Normal template and the Office theme on your behalf.  There is a range of boilerplate templates that come with a certain amount of content already in them to serve specific purposes, like letter or fax templates, with a Theme applied.  There are boilerplate templates that contain Content Control fields. These are designed for novice users to simply fill out the boxes. For more information on Content Controls go to Working with Content Controls on page 177.

Template extensions Microsoft Word 2007 and 2010 save template files as .dotx or .dotm formats.

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.dotx

Microsoft Word 2007/10 macro free template will result in .docx files

.dotm

Microsoft Word 2007/10 document with macros will result in .docm files

.dot

Microsoft Word 97 to 2003 or earlier template

What’s new with templates and themes?

Will my old templates work in Microsoft Word 2007/10? Yes, your old templates will work with Microsoft Word 2007/10. You can use them as they are – as .dot files, or you can save them as .dotx or .dotm files. However, you will no longer see your user defined toolbars if you have any.

Evaluating your toolbars and the Add-Ins tab When you create a document in 2007/10 using an earlier template, its toolbar/s display automatically in the Add-Ins tab, along with other Add-Ins. This tab only displays if you have Addins.

You will need to re-evaluate any toolbars you have.  Do you need them? If the answer is yes, leave them to display in the Add-Ins tab. They are one click away but still usable.  Can commands go onto the Quick Access toolbar? If you do not have too many, this is a viable option. All commands including macros can be placed on the Quick Access toolbar. However, styles cannot.  Can the commands go onto existing tabs or groups on the ribbon or is it worthwhile to create new tabs to replace your toolbars?  Can the styles go onto new tabs on the Ribbon using macros?  Can the styles buttons be replaced by clever management of the styles available on the Styles Task Pane? For example, those styles that are considered important enough to warrant a place on a toolbar could be given a ranking of 1 on the Styles Task Pane, with all other used styles ranked 2 or lower. That way, the most commonly used 20-30 styles are always displayed when the Styles Task Pane is open. AUTHOR’S NOTE The loss of the toolbars for applying most commonly used styles has created major headaches for experienced users of Word. Below is my personal solution. It is messy to set up but works well once you are used to it.

What’s new with templates and themes?

Page 81

What to do with Styles now the toolbars are gone 1

Place your most commonly used styles on the Styles Gallery 

Establish how many styles display in the Styles Gallery without using the More arrows. The number changes according to screen size and resolution. On three different screens, I have 3, 6 and 8.



Assign these a value of 1 using the Manage Styles option. They will then be permanently visible when you have the Home tab selected.

I use the Styles Gallery much of the time if I am only using a few styles. I have these styles on the top row (Body Text, Bullet 1, Exercise Text, Exercise bullet, Heading 1, 2, 3, 4) which takes care of the bulk of the formatting I do on my books for example. For instructions on managing the Styles Gallery go to Apply and manage styles using the Styles Gallery on page 57. 2

Place your most commonly used styles on the Styles Pane 

Establish how many styles display in the Styles Pane without scrolling. For me this is 28 if the Pane is docked and 36 if it is floating.



Give the next 20 most important styles a value of 2. This way your most important 28 are always visible with the Styles Pane open.

I keep the Styles Pane open all the time. If I am using my lesser used styles, I tend to work from it and ignore the Styles Group. For instructions on managing the Styles Pane go to Manage styles using the Styles Task Pane on page 51. 3

Place the Style dropdown on the Quick Access Toolbar I use the Style dropdown, placed to the left of the Quick Access Toolbar: 

if I have two documents side by side and so do not have room for the Styles pane.



when I am doing some kind of search with the Navigation Pane open. I can easily see what style is applied to the selected Search result.

For instructions on adding commands to the Quick Access Toolbar go to Customize the Quick Access Toolbar on page 24. You will find it under Popular Commands.

Place your styles onto macros and create a tab on the ribbon You can run each style using a macro and create a tab on your ribbon with just your styles macros. You can even make this your default tab if you want with a few other commands that you use all the time. For instructions on customising the Ribbon go to Customize the Ribbon on page 31.

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What’s new with templates and themes?

Will my old templates work with Themes? You will probably not be able to use Themes effectively as an overlay to your old templates. There is a complex set of rules that dictates which formatting over-rules which formatting. You would be best to reserve the use of Themes for new templates. Themes are best used as an overlay on Normal template to customize that template to your desired fonts and colours.

How to select templates This is much the same as previous versions. The big difference is that you get to see thumbnail previews and a much larger preview of the template you have selected. Templates are organised into groups:  Blank – Blank is Normal template  Blog post  Recent templates  Sample templates – templates that came originally with Microsoft Word 2007  My templates – templates you create yourself  New from existing – option to create a new template from the current document  Microsoft Office online – a long list of templates available online and growing all the time.

Exercise 64: Select a Microsoft template to create a new document 1



The Available Templates frame displays and you are offered a range of templates or template directories to choose from.

Click File, New.



If you select Blank, you will be taken straight to a document based on Normal template.



If you select Blog post you will be taken straight to a document suitable for saving to a blog.



If you click on any of the others you will be presented with further options to choose from.

What’s new with templates and themes?

Page 83



Click on the template you want from the centre panel, to see a preview in the right panel.



Click Create.

A new document displays on your screen.

Exercise 65: Select a user defined template to create a new document

Page 84



Click File, New.



Click My templates.

What’s new with templates and themes?

The New dialog box displays with a single tab, Personal Templates.



Click on the tempate you want from the Personal Templates display.



Click OK.

A new document displays on your screen. If there are no templates to select from, you will find out why in the next exercise.

How to manage templates The default templates location Templates are stored by default in two different locations. Windows XP

Windows Vista/Windows 7

Normal and other Installed templates

Drive:\Program Files\Microsoft Office\Templates \1033

My templates

Drive:\Documents and Settings\Username\Application Data\Microsoft\Templates

Drive:\Users\User\AppData\Roaming \Microsoft\Templates

You can change the My templates path, which is where your own user templates are stored.

What’s new with templates and themes?

Page 85

View or change default My templates location You are able to change the default location for My Templates.

Exercise 66: View or change default My templates location 1



Click File, Options.



On the Word Options dialog box, click Advanced.



Scroll right down to the bottom and click File Locations.



In the File Locations dialog box, select User templates, and then click Modify.



Select a location in the Modify Locations dialog box. This new location displays when you click on My templates to select one of your own templates. TIP

The File Locations dialog box can be hard to find so is worth placing on your Quick Access Toolbar if you use it much.

Create additional tabs for My templates location If you are creating many user defined templates, you may want additional tabs on your New dialog box. Simply go to the My templates folder location given above and create new folders there. Give them short and descriptive names as these names display on the tabs.

Create and modify a Template You can create templates the same way as in previous versions. Perhaps the easiest way to create a template is to build a document the way you want it then save it as a template. You can:  build it from scratch based on Normal template  create a document with another built-in template and modify to suit your own needs  take an existing document and save it as a template.

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What’s new with templates and themes?

Exercise 67: Save a document as a template file 1



Open any document that you want to turn into a template and make the modifications you require.



Click File, Save As, Word Template. The Save As dialog box opens.



Scroll down the Save as type: options to find the Word Template (.dotx) option.



Select .dotx for a template without macros or .dotm for a template with macros.

If you just save from this location, you will save your template to the same location as your current file. 

To identify the correct location for a user template:  On a computer that is running Windows Vista/Windows 7, under Microsoft Word, click Templates.  On a computer that is running Windows XP, under Save in, click Trusted Templates.



Complete the save operation as per previous versions. Make sure you save to your own template location or the templates locations given in The default templates location on page 85, or your template will not display when you select File, New.

Exercise 68: Modify a template 1



To open the template in order to modify it, click File, Open.



In Windows Vista/Windows 7:  Click Templates, and then double-click the template file to open it.



In Microsoft Windows XP or Microsoft Windows Server 2003:  Click Templates next to File name. If no templates are listed in the Open dialog box, click the arrow next to the Files of type box, and then click All Word Templates.

What’s new with templates and themes?

Page 87

How to work with themes About Word Themes One of the reasons it is a good idea to master templates is the fabulous new world of Themes. You cannot use Themes if you do not work correctly with templates and styles. Before Word 2007, most manuals and training materials started with instructions on how to type and format your text and how to create headings, lists, and other page elements to produce a good-looking document. This takes time and an eye for graphical layout, both of which you may not have. It also takes fairly high-level skills in using the software. It all used to be a bit overwhelming for anyone who was not an aspiring graphic designer. Since Word 2007 it is easier with Themes. Themes let you apply a complete, coordinated package of fonts, colours, heading styles, and more with a single click. In addition, for those of you who are going to be using a range of Office products, the same Themes are used across all of them – Word, Excel, Publisher and PowerPoint – so you can produce lots of different documents and lots of different types of documents, all with the same look and feel – if you want. The best way to look at what themes do and how they do it is to work with them in a document based on Normal template. Once you have defined your new theme, you may want to create a template that uses that theme by default. We will work with theme colours and theme fonts in this section. Theme effects relate to how effects are applied to your various graphical elements such as charts, SmartArt graphics, shapes, and pictures. Go to Theme effects on page 92, to find out more about these.

Explore themes Exercise 69: Explore themes 1



Click File, New, Blank document, to open new document based on Normal template.



Type some content into your document, using the styles:  Heading 1  Heading 2  Heading 3  Normal.

Page 88



Click the Page Layout tab.

What’s new with templates and themes?



The Built-In gallery displays. You will see that the Office is highlighted yellow to indicate that this is the theme you are currently working with. 

Click on the More down arrow below Themes in the Themes group.

Now run your cursor over each Built-In theme in turn and see what happens to your text.

You will see that colours, fonts and font sizes change as a package. You could set up a theme using your business colours and fonts so that everyone in the business could be using with same styling without actually having to format anything manually. 2007 users, note that there is now a much broader range of Built-In Themes to select from in 2010.

Theme colours and fonts Exercise 70: Change theme colours You can modify Built-In Themes or create your own. 1

To change the colour scheme of a built-in theme, and retain the fonts: 

click Page Layout tab, Themes group, Colors. .

What’s new with templates and themes?

Page 89

A different Built-In gallery displays with sets of colours. 

Run your cursor over each row of colours in turn and see what happens to your document.



When you find the one you want, click it to apply to your document.

Your document now has different colours but keeps the same fonts. 2007 users, note that there is now a much broader range of Built-In Colors to select from in 2010.

Exercise 71: Save a customized colour theme You may want to create your own set of colours, particularly if you have corporate colours with which you must comply. 1

Page 90



Click Page Layout tab, Themes group, click Colors.



Click Create New Theme Colors.

What’s new with templates and themes?



In the Theme colors frame, click each button in turn to select the colour you want for your theme.

Watch the outcomes of your choices in the Sample. 

Give your theme an appropriate name and click Save.

Your new set of colours will be displayed in the drop down list under the heading Custom.

Exercise 72: Change theme fonts 1

Maybe you have a set of colours you like and now want to change fonts. 

On the Page Layout tab, Themes group, click the little A.

or Fonts.

A different Built-In gallery displays with sets of fonts. 

Run your cursor over each row of fonts in turn and see what happens to your document.

Each theme uses two fonts. 

Click one to select.

The new fonts are applied to your text.

What’s new with templates and themes?

Page 91

Exercise 73: Save a customized font set You may have a combination of fonts you particularly want to use. 1



Click Page Layout tab, Themes group, click Theme Fonts.



Click Create New Theme Fonts.



Select your Heading font: from the drop down list.



Select your Body font: from the drop down list.

Watch the outcomes of your choices in the Sample. 

Give your theme an appropriate name and click Save.

Your new theme fonts will be displayed in the drop down list under the heading Custom.

Theme effects Every theme has Theme Effects that relate to applying "stroke," "tone," and "depth" to create a different look, for example a metallic look, or a frosted glass look. Effects change the line styles, shadow, and fill for tables, charts, and lines, and apply to charts, SmartArt Graphics, shapes, and pictures throughout an entire document. Unlike theme colours and theme fonts, you cannot create your own theme effects.

Page 92

What’s new with templates and themes?

Create a new theme Exercise 74: Save a new theme Once you have defined your new theme colours and fonts, you can save them as a new theme. 1



With a document open and the new theme colours and fonts applied, click Page Layout tab, Themes group, Themes, More down arrow.

A Built-In gallery displays existing Themes.



The Save Current Theme dialog box displays.

Scroll to the bottom and click Save Current Theme.



Type an appropriate theme name in the File name field – it should be short and relate to the theme.



Click Save.

TIP Themes are saved with the extension .thmx. You will find them in C:\Program Files\Microsoft Office\Document Themes 14 Your new theme will be displayed in the Themes drop down list under the heading Custom.

What’s new with templates and themes?

Page 93

12. What’s new with graphics? Word 2007 saw great improvements in the kinds of graphical manipulations you can do in Word, and 2010 has extended that with improved visual effects, Smart Art and picture editing tools.

Floating or “In line with text” Microsoft Word can insert images in two different ways:  Floating where you can drag and drop them where you want and get text to wrap around them, and  In line with text, where the image will go where it is placed in a line of text. This has always been a critical setting for anyone who works with Word, and Word 2007 and 2010 are no different. However, it is now much more visible and much easier to work with.

Change cut and paste and insert image defaults In 2010 you have a greater range of Cut and Paste, and Insert Image options.

Exercise 75: Set cut and paste and insert image defaults 1

Page 94



Click the File tab.



Click Options



Click Advanced.



Scroll down to Cut, copy and paste.

to display the Word Options dialog box.

What’s new with graphics?

Change your cut and paste defaults 

Change your cut and paste options according to your requirements. These can be changed also during the cut and paste operation.

Change your Insert picture default 

Find Insert/paste pictures as:.



Click the More down arrow to display the menu.



Select one of the available options as your default. This will normally be either:



Click OK.

If you have chosen In line with text, all images you insert will be displayed exactly where your cursor is located in your text. If you have chosen Square, all images you insert are likely to insert somewhere near the top left of your page and you can drag and drop them into your required location.

Insert and format illustrations You will find all the image options on the Insert tab, Illustrations group. There are all the options you previously had in 2003, and some additional Smart Art options. 2007 users will notice the new feature, Screenshot.

What’s new with graphics?

Page 95

Insert images (Picture or Clip Art) Exercise 76: Insert images (Picture or Clip Art) 1



Click the Insert tab and find the Illustrations group.



Click Picture, which allows you to select your own image from your drive and go to Step 2. OR



Click Clip Art which offers you offline and online clip art and go to Step 3.

Insert Picture 

Click the Insert tab, Illustrations group, Insert Picture.

The Insert Picture dialog box displays on the right of your screen. This works exactly the same way as opening a file. 

Find the location of your image in the Look in field.



Find and highlight the image you want to insert.



Click Insert.

Your own image displays as defined by your setting in Exercise 75: Set cut and paste and insert image defaults on page 94.

Insert Clip Art Alternatively you can insert some clip art (Insert, Illustrations, Clip Art). Ensure you have an image inserted into a document so you can work through the next exercises.

Page 96

What’s new with graphics?

Working with pictures Manage picture file size Manipulating your own pictures is likely to increase your file size. For this reason it is a good idea to compress your images before you start working on them. If you try to compress them after applying effects, you may change the way the enhancements to your picture look.

Exercise 77: Compress picture 1



You are offered the option to:

With a picture selected, from the Picture Tools, Format, Adjust group, select Compress Pictures.



Tick or untick Apply only to the selected picture.



Tick or untick Delete cropped areas of pictures which means you will not be able to un-crop them again.



Choose the appropriate resolution for the type of publication.



Click OK when you are finished.

What’s new with graphics?

Page 97

Format pictures with the Picture Styles group Once you have any image in your document, you can use the Picture Tools, Format tab to format it. This tab replaces previous formatting toolbars. It is a contextual tab that only displays when you have an image selected. It offers a much greater level of control than previous versions, and many more formatting options.

Exercise 78: Change “In line with text” setting after insertion 1



With a document open, select the image so the resize handles display – the:  Corner circles  Side squares

The Picture tools, Format tab becomes available.



Click Format tab, Arrange group, Text Wrapping .

A range of options displays. These are the same as previous versions of Word. 

Click your choice to change the way your selected image is inserted.

The default setting is still set to the option you chose in Exercise 75: Set cut and paste and insert image defaults on page 94, but you can change the options for individual images here.

Exercise 79: Resize Images 1

Page 98



With a document open, select the image so the resize handles display.



Click on a resize handle until you get a double ended arrow.



Drag it in an out to resize your image to the size you want.

What’s new with graphics?

Resize image more accurately You may want to specify the exact size of your image – for example, when you have several images and you want them to be identical in size.



Click on your image.



Click Picture Tools, Format tab.



Identify the Size group.



Click the height up or down arrow or the width up or down arrows to change your image dimensions.

Lock aspect ratio If you want to keep the ratio of width to height the same:



Click on your image.



Click Picture Tools, Format tab.



Identify the Size group.



Click the Dialog Box launcher.

The Layout dialog box, Size tab displays. 

Make sure Lock aspect ratio is ticked.

You can also use this dialog box tab to change: 

Height



Width



Rotation and



Scale.

What’s new with graphics?

Page 99

Exercise 80: Format Image 1



With a document open, click an image so that the resize handles display.

The Picture tools, Format tab displays.



Click the More down arrow to the right of the Picture Styles Gallery to display the full gallery of possibilities.



Run your cursor over each of the thumbnails to see what happens to your image. Some of the effects can be quite dramatic.



Click your choice.

That Picture Style will be applied to your image.

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What’s new with graphics?

Exercise 81: Crop Images You can now crop an image from within Word. 1



Click your image so that the frame with the resize handles displays around it.

The Picture tools, Format tab, becomes available. 

Click on the Picture tools, Format tab to display the ribbon for that tab.



With your image selected, click on the crop button in the Size group.

Broken black lines – Crop Marks - will appear around your image and your cursor looks like the cursor displayed to the right of this image. 

Move your cursor to the top left corner until the image of the cursor changes to a single arrow and nests inside the corner crop mark.



Hold down the left mouse button and drag your cursor to where you want it to be. Thin black lines will show you what borders your picture will have when you complete the process.



Do the same with each other corner or side mark, until you have cropped your image back to just the part you want.

Remember, if you mess your picture up, Ctrl Z to undo your last action.

What’s new with graphics?

Page 101

Format images with the Picture Adjustment tools You can now add simple special effects such as colour saturation or brightness to your pictures without needing additional photo-editing software.

Exercise 82: Get to the Picture Tools, Format tab, Adjust group 1



Click the Insert tab and find the Illustrations group.



Click Picture, to select your own image from your drive.

Insert Picture 

Click the Insert tab, Illustrations group, Insert Picture.

This works exactly the same way as opening a file. 

From the Insert Picture dialog box, find the location of your image in the Look in field.



Find and highlight the image you want to insert.



Click Insert.

Your image displays.

The Picture Tools, Format tab. With your picture selected, the Picture Tools, Format tab has an additional group compared to 2007, the Adjust group.

Remove Background options In Microsoft Word 2010 there is a handy new tool that narrows the gap between word processor and image editor. Word 2010 now has a background removal tool. Although it’s pretty basic compared to full scale image editing tools, it works well on simple images.

Exercise 83: Remove Background 1



With an image selected, click Remove Background.

The Background Removal tab displays.

Page 102

What’s new with graphics?

The background to your image is removed by default, but you can refine this by:



marking areas that have been removed to keep and



marking additional areas to remove.



Click Keep Changes when you have the result you want.

From this…

To this…

Picture Correction options These give you a range of pre-set options for changing your brightness and contrast, and to sharpen or soften the image.

Exercise 84: Correct picture 1

Insert the picture you want to use. This is the original picture. 

With the picture selected, from the Picture Tools, Format, Adjust group, select Corrections.

This image is rather dull so could do with brightening up.

What’s new with graphics?

Page 103



Scroll over each option to see it in Live Preview and select the one you prefer.



Click on your chosen effect.

This is the same picture with:



Brightness + 20



Contrast + 40.

You can also add sharpness to your image. This is the same picture with:

Page 104



Brightness + 20



Contrast + 20



Sharpen 50%

What’s new with graphics?

Colour Options You can select from a range of colour options.

Exercise 85: Apply artistic effect to picture 1

Insert the picture you want to use. This is the original picture. 

With the picture selected, from the Picture Tools, Format, Adjust group, select Color.



Scroll over each option to see in Live Preview and select the one you prefer.

What’s new with graphics?

Page 105

Artistic Effect Options You can apply an artistic effect to a picture; however, you can apply only one artistic effect at a time to a picture. If you apply a different artistic effect, the previously applied artistic effect is removed.

Exercise 86: Apply artistic effect to picture 1

Insert the picture you want to use. This is the original picture. 

With the picture selected, from the Picture Tools, Format, Adjust group, select Artistic Effects.



From the artistic effects drop-down menu, select the effect you want from the options offered. You can see each in Live Preview before selection.



When you get experienced at what you are doing you may want to change the options for your chosen effect in Artistic Effects Options.



Click on your chosen effect.

This is the same picture with the Glow Diffused effect applied. Note that not all effects work well on all pictures. An effect that works well on one may be less than useful on another.

Page 106

What’s new with graphics?

Insert and modify Smart Art Exercise 87: Insert Smart Art The new Smart Art offers a very nice range of pre-formatted diagrams for displaying relationships. 1



With a document open, click the Insert tab and find the Illustrations group.



Click SmartArt.



Click any SmartArt Graphic to select.



Click OK.

The graphic will be displayed in your document. It will be displayed either In line with text or Floating, depending upon which of these you have set as your default. Go to Change cut and paste and insert image defaults on page 94 for instructions if you need to change your default.

What’s new with graphics?

Text

Text Text

Page 107

Exercise 88: Add text to Smart Art You can add text to your diagram in two ways. 1



Click on an element in your graphic.



Type the text you require.

Item 1

The size of the text will adjust automatically to fit within the element. OR



Click the arrows to the left of the graphic.

OR 

Click SmartArt Tools, Design tab, Create Graphic group, Text Pane command.

A list displays.



Type your text in the list. Add more lines or delete lines.



When you have finished click the X in the top right.

A new diagram displays with the required number of elements and their labels.

Item 1 Item 6

Item 2

Item 5

Item 3 Item 4

Page 108

What’s new with graphics?

Exercise 89: Modify Smart Art With the graphic selected, you will see two Smart Art Tools tabs, Design and Format. You can modify your graphic using the options on these tabs. 1

The Design tab

Before

After



Click on your graphic.



Click on the SmartArt Tools, Design tab.



Check out the Layouts options to change your SmartArt elements. These options display differently according to which SmartArt design you have placed in your document.



Check out the SmartArt Styles for different ways of formatting those elements.

The Format tab 

Click on your graphic.



Click on the SmartArt Tools, Format tab.

You can change your shapes and apply a range of other formatting options similar to those on the Picture Tools, Format tab.

What’s new with graphics?

Page 109

Use both text and pictures Smart Art has been extended in 2010 with the new Picture set.

The Picture set The Picture set of graphics provides the ability to add your own images as well as your own words to a Smart Art Graphic.

Page 110

ÂŠ Christine Kent

Whatâ&#x20AC;&#x2122;s new with graphics?

Visual Effects Add visual effects to your text and shapes With Word 2010, you can apply formatting effects such as shadow, bevel, glow, and reflection to your document text and shapes through a button on the Font group of the Home tab. The text remains text so you can spell-check text that uses visual effects. You can also add text effects to paragraph styles.

Exercise 90: Outline, Shadow, Reflect or Glow your text or shapes 1



Highlight your selected text.



From the Home tab Font group, click on the Text Effects down arrow.

A drop-down window displays a range of formatting options. You can: 

Select one of the formatting options offered – this option has a Live Preview so you can see what you are getting before selection.



Click further to access menus for Outline, Shadow, Reflection and Glow.

Outline 

With your text selected, click Outline and use the options to apply an outline to your text.

What’s new with graphics?

Page 111

Page 112

Shadow 

With your text selected, click Shadow and use the options to apply a shadow and perspective to your text.



Or click on Shadow Options, 3d format to set different options for bevel effect.

What’s new with graphics?

Reflection 

With your text selected, click Reflection and use the options to apply reflection to your text.

Reflect

Glow 

With your text selected, click Glow and use the options to apply glow to your text.

Add visual effects to your shapes You can perform pretty much the same range of options with your shapes.

What’s new with graphics?

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Text layout for desktop publishing Enable and disable OpenType Ligatures You can now enable OpenType Ligatures in Word 2010. This is important for those who are using Word as a desktop publishing tool as it enables standard ligatures like fi and ffi. Different fonts offer different sets of ligatures to choose from, and in addition you can select different stylistic sets, number forms and also change the number spacing. For example, Gabriola is an OpenType font that includes significant flourishes.

Exercise 91: Enable OpenType Ligatures 1



Apply the Gabriola font to some text.



Right click on some text (you don’t need to select it first).



Click Font, Advanced.



Identify the Ligatures drop down list and select Standard Only.

With the Gabriola font you can go from this…

You can now enable OpenType Ligatures in Word 2010. This is important for those who are using Word as a desktop publishing tool as it permits a wider variety of typeface layout options. To this…

You can now enable OpenType Ligatures in Word 2010. This is important for those who are using Word as a desktop publishing tool as it permits a wider variety of typeface layout options.

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What’s new with graphics?

Exercise 92: Disable OpenType Ligatures entirely You may want to disable ligatures altogether. 1



Click File, Options, Advanced.



Scroll right down to the bottom of the window and identify Layout Options.



Click Layout Options to expand the list of layout options.



Tick Disable OpenType Font Formatting Features.

Work with Screenshots The screenshot tool in Microsoft Word 2010 allows you to capture an image of a particular screen and then insert it into your document. Note that this facility will not be available to you if you are working on a document in compatibility mode, as it is new to Word 2010.

Exercise 93: Insert screenshot of full screen 1



Place your insertion point where you want the screenshot in your document.



Form the Insert tab, Illustrations group, click Screenshot.

Word displays all your available screens other than your current live screen. 

Click on the screenshot to insert it into your document.

What’s new with graphics?

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Exercise 94: Insert screen clipping You may want to clip your screen shot before inserting it. 1



Place your insertion point where you want the screenshot in your document.



Form the Insert tab, Illustrations group, click Screenshot.



Click Screen Clipping.

The last screen you displayed is redisplayed (but faded) with some crosshairs for you to drag across and make your selection. As you drag, the faded area selected resumes normal colouring. 

As soon as you release your mouse, the area of the screen you selected with the crosshairs is ‘cut’ and pasted into your Word document.



The Picture Tools tab is displayed with commands for manipulating your new image.

Note that this function also works on a dual screen setup.

Compatibility of graphical enhancements with previous versions When you save a document that contains a SmartArt graphics in Word 97-2003 format, the graphics will be converted to static images. You will be unable to change text inside a graphic, change its layout, or change its general appearance. If you later convert the document to Word 2010 format and no changes have been made to the images in an earlier version, the graphic will be changed back to a SmartArt object.

Using graphical enhancements and managing file size Manipulating images is likely to increase your file size. For this reason it is a good idea to compress your images before you start working on them. If you try to compress them after applying effects, you may change the way the enhancements to your picture look. Cropped picture information is included with document properties in the Document Inspector. If you want to remove cropping information but not document properties, you would do it here. See Exercise 121: Inspect a document on page 146 for more information on why this matters.

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What’s new with graphics?

Exercise 95: Compress image 1



You are offered the option to:

With the picture selected, from the Picture Tools, Format, Adjust group, select Compress Pictures.



Tick or untick Apply only to the selected picture.



Tick or untick Delete cropped areas of pictures which means you will not be able to un-crop them again.



Choose the appropriate resolution for the type of publication. You might want to choose a lower resolution if you need to reduce your file size.



Click OK when you are finished

What’s new with graphics?

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13. What’s new with tables? Table styles have been around for a few releases, but if you have avoided them, now is the time to start working with them. They have a few limitations, and can still be fiddly, but are mostly reliable and easy to use once you set them up.

Create and format tables Exercise 96: Create a table The best way to look at the new features is to create a table and work with it. 1



Open Microsoft Word 2010.



Create a new document with Normal template.



Click on the Insert tab, Table group, Table.

The Insert table menu displays.



Drag your cursor across and down a few squares so you have several columns and rows.



Left click.

A basic table displays in your document. It uses the Plain table style.

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What’s new with tables?

Exercise 97: Apply a table style from the Table Tools, Design tab 1



With your cursor somewhere in your table, find the Table Tools, Design tab, then the Table Styles group.



Click on the More down arrow

to display a full gallery of Table Styles.

You will see a Plain table at the top. This is the table style that is already applied to the table you created. Below is a great array of other options in the Built-in gallery. 

Scroll down this menu to see what is available. As you rest your cursor on each, you can check out how they will look with Live Preview.



Also a screen tip displays the table style name.



Select a table style and left click to select.

What’s new with tables?

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TIP If you apply a style over a table that already has formatting, there is a complex set of rules that determines what formatting is or is not over-ruled by the style. For this reason it is a good idea to select your Table Style before you do any formatting. 3

You can format table borders, create a header row and various forms of banding from the Table Tools, Design tab, Table Style Options. If your style defines a Header Row or Total Row, or Banded Rows, you must tick the appropriate box from the Design tab, Table Style Options group, for that feature to display. 

Apply one of the styles from the gallery to a simple table



Tick and untick the options from the Design tab, Table Style Options group to see what they do to that style.

Exercise 98: Format table from the Table Tools, Layout tab This tab contains most of the commands that you are familiar with from various formatting dialog boxes in earlier versions. There is little here that is new, but these commands have been made much more accessible and easier to use. 1



The Insert and delete row and column commands are visible to be selected.

With your cursor somewhere in your table, click the Table Tools, Layout tab.

You can add these to your Quick Access toolbar if you use them a lot. 

The split and merge cells and tables commands are also immediately available and make it much easier to control cell layout. 

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Highlight a row or a column and click the appropriate command.

What’s new with tables?

It is now very easy to adjust row height or column width. 

Click on a row and click the Height up and down arrows to achieve the desired height.



Click on a column and click the Width up and down arrows to achieve the desired width.



Highlight two columns and select Distribute Columns to get two columns of equal width.

You also perform operations on your table from the Table Tools, Layout tab, Data group such as: 

Sort



Repeat header rows (which means you get the header row on each page if the table is split across pages).



Convert to text



Insert formula.

Work with table styles Exercise 99: Create a new table style You can create a new table style and place it in the gallery for selection. Unfortunately you CANNOT base this on a table you have already formatted. You have to design each element from within the Create New Style from Formatting dialog box. 1



With your cursor anywhere in a Plain table, click Table Tools, Design tab.



Click on the Table Styles, More down arrow



Click New Table Style.

What’s new with tables?

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The Create New Style from Formatting dialog box displays. 

Give your style a name.



Select your formatting options as required.



Click OK.

Remember that you need to tick the correct options in Table Tools, Design tab, Table Style Options for the style to apply as you want it to.

To view your new style: 

With your cursor anywhere in a table, click Table Tools, Design tab.



Click on the Table Styles, More down arrow

You will see your style listed at the top of the gallery under Custom.

Control position and size of tables Exercise 100: Change table between "floating" and "in line with text" Your table can be floating or fixed.

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

With your cursor anywhere in a table, click Table Tools, Layout tab.



Click on the Table group, Properties button.

What’s new with tables?



In the Table Properties dialog box:  Select Text wrapping, None to fix the position of your table to Left, Centre or Right aligned.  Select Text wrapping, Around to make your table a floating table that you can drag around.

Convert Text to Table and Table to Text Exercise 101: Convert text to table 1

Convert Text to Table 

Highlight the text you want to convert to a table.



Click on the Insert tab, Table group, Table.

The Insert Table menu displays. 2



Click Convert Text to Table.

What’s new with tables?

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

Choose your options and click OK.

These are the same as previous versions.

Exercise 102: Convert Table to Text 1

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

Highlight the table you want to convert to text.



Click on Table Tools, Layout tab, Data group, Convert to Text.

What’s new with tables?

14. What’s new with bullets and numbering? Bullets and numbering pose a problem in Word. They are complicated. Word tries to be very helpful and predict what you want, with sometimes very peculiar consequences. It is easy enough to insert bulleted lists or numbered lists, but it is not so easy to control exactly how they look and behave once you are working with larger or more complex documents. This has not become any easier in Word 2007 or 2010.

Working with Word 2007 or 2010 templates If you are working with new Word 2007/10 templates, you should not have any difficulty if you use the bullets and numbering feature exactly as you are told to use it in the Microsoft training listed below. However, if you are using old 2003 templates, anything could happen, and usually does. Work through all the online training you can find, in which Microsoft tells you how they think you should use bullets and numbering. Follow their suggestions to the letter of the law. Even for longtime Word users it is instructive to work through this information.

Exercise 103: Download and print Microsoft PowerPoint presentation Before you start this exercise, download the PowerPoint presentation below and print. It is written for 2007 but at the time of going to print there is nothing available for 2010. You will page your way through the presentation. 1

You must be using Internet Explorer Browser for this download to work. 

Go to http://office.microsoft.com/enus/templates/TC102209631033.aspx?CategoryID=CT102036981033

You are taken to Training presentation: Word 2007—Bullets, numbers, and lists. 2



Click the Download



If you are offered the choice of Open or Save, choose Open.

button.

You can save or print this file just as you would a Word file. To print: 

Click the File tab, Print.



In the Print dialog box, go down to Print what and select Handouts from the drop down list.



In the Slides per page field, select between 2 and 6 depending upon how good your eyesight is.



Click OK

What’s new with bullets and numbering?

and follow the instructions.

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Use built in Multilevel List Styles One of the most reliable ways of working with bullets and numbering is to work with the built-in Multilevel List styles. These are pre-defined sets of multilevel lists. If you are working in a document that has lots of complex lists, try to use these, and if they do not suit you, try modifying them rather than creating new lists. They have been designed by people who understand all the rules behind bulleted and numbered lists and so are less likely to do strange things than the lists you create yourself.

Exercise 104: View and use Multilevel List Styles 1



Create a new document based on Normal template.



Open the Styles Task Pane so that you can see all the styles displayed, and click Manage Styles.



Click the Recommend tab.



Scroll down the list to near the bottom where you will find styles starting with the word List.

You will see that they are all greyed out and have the words (Hide Until Used) next to them. 

Highlight all these items and click Show.



Click OK.

Scroll down your Styles Task Pane to the end and you will see four sets of multi-level lists, each with five levels.

Updating Multilevel List Styles Whenever you make a change to a list style, you effectively create a new list. If you have already applied that list style throughout a document, and now change it, the new style is applied to all subsequent applications. It looks the same as the previous list, and the style looks the same as the previous style, but they will be numbered differently. For example, you may have a list as follows: 1 Original Numbered List 2 Original Numbered List 3 Original Numbered List 4 Original Numbered List

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What’s new with bullets and numbering?

You decide to change the style while you are working on the third instance of the list. The new list is applied to that instance and any other new instances of that style, and the old list is applied to all the original items. So now you have: 1 Original Numbered List 2 Original Numbered List 1 New Numbered List 3 Original Numbered List Then you add some more instances and you end up with 1 Original Numbered List 2 Original Numbered List 1 New Numbered List 3 Original Numbered List 2 New Numbered List 3 New Numbered List Looks complicated? Fixing it is simpler. If you want to make a change to a list style, you must go to the first instance of that style in your document to make the change, and then reapply that style throughout the document.

Importing templates from prior versions If you are importing templates from prior versions, particularly templates that have lots of bulleted and numbered styles, you might experience problems. You should take the time to re-define all your numbered lists onto new clean built-in Multi-Level lists, and then always apply bullets and numbers using these styles. Any changes you make to any bulleted or numbered style manually after a style has been applied can do very nasty things to your margins and numbering.

Troubleshooting bullets and numbering As there is a chance – albeit remote – that patches may change the way these work in the future, I will not include instructions in this book. You will find excellent information here: http://word.mvps.org/FAQs/Numbering.htm

What’s new with bullets and numbering?

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Turn automatic bullets on or off Exercise 105: Turn automatic bullets on or off Once you learn to use styles to apply bullets and numbering – which you should do – then it is wise to turn the automatic bullets off. They can cause a lot of trouble.

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

Click File, Options, Proofing.



Click AutoCorrect options.



Click the AutoFormat As You Type tab.



Under Apply as you type, select or clear the Automatic bulleted lists check box and/or the Automatic numbered lists check box.



Look through the other options on this tab to see what is here.



Click through the other tabs to see what else you can do.



Click OK to accept changes or Cancel to exit.

What’s new with bullets and numbering?

Part 3: Managing your document in Word 2010

15. Laying out and reviewing your documents

The Page Layout tab and adjusting page layout The Page Layout tab has become a true layout tab, with many commands here that are also found on other tabs. This is where you adjust and tweak your final layout so that your page is balanced and text and graphics are displayed to best advantage. Live Preview is also available on some commands so that you can see the results before you actually apply formatting.

Exercise 106: Adjust page layout 1

ď&#x201A;§

Click the Page Layout tab.

Margins, orientation, size, breaks etc. can be set directly from the Page Setup group. TIP You can double-click to the right or left of the ruler to open the Page Setup dialog box. Watermarks, page background and page borders can be applied directly from the Page Background group.

Paragraph line spacing and indents can be controlled from the Paragraph group. These can be set on the Home tab, Paragraph group, and then adjusted prior to publication on the Page Layout tab.

Laying out and reviewing your documents

ÂŠ Christine Kent

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Graphical elements can be re-arranged, prior to publication, on the Arrange tab. You will find many of the same commands here that you find on the Picture Tools, and SmartArt Tools tabs.

The Review tab This is another useful cluster of commands that are much more accessible in Word 2007/10.

The Proofing group The Review tab, Proofing group contains all the commands related to spelling.

Exercise 107 – Open Proofing Options You can access your spelling and grammar options in two ways. 1a

Open Proofing Options, method 1 

With a document open, click File, Options

, Proofing

. OR 1b

Open Proofing Options, method 2 

Click the Review tab, Proofing group, Spelling & Grammar.

This will take you to the Spelling and Grammar dialog box. (This is another good button to put on your Quick Access Toolbar.)

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Laying out and reviewing your documents

Open Proofing Options, method 2 

From the Spelling and Grammar dialog box click the Options button.

Spell checking and contextual spell checking The spell checker works much the same in all three versions, 2003, 2007 and 2010, except for the integration of automatic correction with the spell checker which was introduced in 2010 and the addition of contextual spelling in 2007. With normal spell checking, the checker may miss words that sound the same, such as their and there. Now there is a feature that will attempt to check spelling according to the context.

Exercise 108 – Set Grammar and Spell Checking options 1



Click File, Options, Proofing. The Word Options window displays.

Laying out and reviewing your documents

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When correcting spelling and grammar in Word From the Word Options window:

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

Select the required options under When correcting spelling and grammar in Word.



Click OK.

Laying out and reviewing your documents

Depending on the options selected: 

Check spelling as you type will underline misspelled words with a red wavy underline as soon as they are identified rather than waiting for a spell check.



Use contextual spelling will identify possible misspellings with a blue wavy underline based on context, such as their and there.



Mark grammar errors as you type will place a green wavy underline where possible grammatical or style issues have been identified.



Check grammar with spelling will run a grammar checker whenever you run the spell checker.

Note that spell checking is still not reliable and proofreading is still essential.

The Language group and Translation options The Review tab, Language group contains all the commands related to the language you are using. You can select the language you want Word to use from here. A new feature in 2010 is the ability to perform translations directly in Word. For instructions on using this feature go to Use the Word translation options on page 211.

The Comments group The Review tab, Comments group makes it very easy to insert, find and delete comments. Once inserted, comments display as balloons in the side margin. This can be a useful tool for reviewers who want to say more than is possible using Track Changes.

Exercise 109: Add and delete Comments in a document You want to annotate a document with some issues you have found, maybe if you are editing a document in for someone else or if you are collaborating on a document. 1

 In an open document highlight a piece of text about which you want to make a comment.

Add Comments  Click Review tab, Comments group, New comment. Your highlighted area of text will now have a coloured background and a comment box will have displayed in a balloon to the right of your page.

Laying out and reviewing your documents

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Navigate through Comments Once you have more than one comment in your document, the greyed out commands in the Comments group become available.

 Click Previous to move backwards through your comments.

 Click Next comments. 4

to move forwards through your

Delete Comments  With your cursor somewhere in the highlighted area of one of your comments, click Delete. . To remove all comments in your document:  Click the Delete down arrow then click Delete All Comments in Document.

Work with Track changes The Track Changes commands are found across two groups:  The Tracking group  The Changes group These are greatly expanded from previous versions.

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Laying out and reviewing your documents

Exercise 110: Switch on Track Changes and set options 1



On the Review tab, Tracking group, click Track Changes.

From now until you click again to switch off, all changes you make on a document will be tracked using various forms of Markup. 2

Set Options 

Click the Track Changes down arrow.  Click Track Changes to toggle Track Changes on and off.  Click Change Tracking Options to change the way the Markup displays.  Click Change User Name to change the default user name for this computer.

Change Tracking Options 

Click Change Tracking Options to display the Track Changes Options window.



Change as required:  Markup  Moves  Table cell highlighting  Formatting



Set parameters for when changes are displayed as balloons rather than inline.  For comments only  Comments and revisions  Never.

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Exercise 111: Choose which tracked changes to display In the Tracking group, you can choose to hide or display different aspects of your Markup. 1

Hide or display different aspects of Markup 

On the Review tab, Tracking group, click Show Markup.



Select from one of the options:  Comments – will show or display comments added from the Comments group.  Ink Annotations – the writing or drawing strokes made with a tablet pen or mouse.  Insertions and Deletions – will highlight inserted and deleted text.  Formatting – will show changes to formatting in a balloon.  Markup Area Highlight – this highlights the margin area where balloon Markup is displayed.  Balloons – you can show revisions as balloons in the margin or show them in the document.

 Reviewers – view Markup by specific reviewers.  Highlight Updates. 3

Hide all tracked changes You can hide all Markup by switching the display to final. This hides Markup but does not remove it, so when the document is re-opened the Markup re-displays. 

On the Review tab, Tracking group, click Final Showing Markup



Click Final.

Note that when you change the display in Show Markup Final but you will not remove it.

or by selecting

, you will change how much of your Markup can be seen,

To remove tracked changes altogether you must accept or reject them.

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Laying out and reviewing your documents

Exercise 112: Accept or reject tracked changes Note that this is the only way of removing tracked changes permanently. 1

Accept or reject tracked changes one by one On the Review tab, Changes group:



Click Next or Previous your tracked changes.



Click Accept to make the highlighted change permanent.



Click Reject to reverse the highlighted change.

to find

Accept or reject all tracked changes On the Review tab, Changes group: 

Click the Accept down arrow and select Accept All Changes in Document

OR 

Click the Reject down arrow and select Reject All Changes in Document.

Exercise 113: Check that all tracked changes and comments have gone 1



Click File, Check for Issues, Inspect Document.

The Document Inspector dialog box displays.



Ensure you tick the Comments option. You can clear the other boxes if you do not want to inspect them at this time.

Laying out and reviewing your documents

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

Click Inspect.

The Document Inspector dialog box displays. 4



If the Inspector finds any stray annotations, click Remove All.

Note that this will accept all changes. You can repeat this step if you want to be sure. 

Click Reinspect and repeat.

Compare and combine documents In the Compare group, you can:  compare two versions of a document according to a wide range of criteria  combine revisions from multiple authors  display the source documents alongside the compared or combined document. Both Compare and Combine tell you what has changed in a document, but Compare tells you what changed and Combine tells you who changed what.  You use Compare when you are only comparing two versions of the same document  You use Combine when you are combining changes between two or more versions of the same file. This really comes into its own with the collaboration features of SharePoint where it can be used to combine changes from multiple authors with their contributions identified in the resulting version.

Exercise 114: Compare documents 1

To compare documents



Click Compare.



Select Compare.

The Compare Documents dialog displays.

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Laying out and reviewing your documents



Identify the documents you are comparing in the Original document and Revised document fields.



Click More to show a wide range of comparison options and select those required.



Allow a little while for the documents to be compared. They will eventually display according to the settings you have set. 

Click OK, and follow the instructions.

From the Review tab, Compare group, click Show Source Documents.

Select from the following display options: 

Hide Source Documents



Show Original



Show Revised



Show Both

If you select Show Both you could end up with a complex screen like the one shown below.

Laying out and reviewing your documents

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Exercise 115: Combine documents 1

To combine documents



Click Compare.



Select Combine.

The Combine Documents dialog displays.

Page 140



Identify the documents you are comparing in the Original document and Revised document fields.



Click OK, and follow the instructions.

Laying out and reviewing your documents



Click More to show a wide range of comparison options and select those required.



Click OK, and follow the instructions.

The process completes similarly to the Compare function with additional complexities if you are collaborating through SharePoint.

Laying out and reviewing your documents

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16. Preparing documents for publication

Protect your document with passwords, permissions, and other restrictions In Microsoft Office 2010, you can use passwords to help prevent other people from opening or modifying your documents. It's important to know that Microsoft cannot retrieve your forgotten passwords, so be sure you store the password appropriately. You have already seen a couple of ways of locking down aspects of a document. You can:  restrict access to certain styles  display or hide styles using the Show and Hide commands. Go to Exercise 38: Manage styles on page 53 for details.

Exercise 116: Protect your Word 2010 document from the File tab 1

To protect your document: 

In an open document, click File, Info, Protect Document.



Click your required option.

For more information on each of these options see below.

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Preparing documents for publication

Exercise 117: Mark as Final (Make read-only) You can share a completed version of a document, and prevent reviewers or readers from making changes to the document. 1



Click File, Info, Protect Document.



Click Mark as Final to make the document read-only.

A dialogue box displays telling you that the document will be marked as final and saved. This means it is saved as read-only. 

Click OK.

Exercise 118: Encrypt with Password You can prevent others from opening your document and seeing the content. 1



Click File, Info, Protect Document.



Click Encrypt with Password to set a password for the document.

A dialogue box displays offering you a field to enter a password and warning you that if you forget your password there is no way into your document. 

Type your password.



Store it somewhere you can find it again in 6 months.



Click OK.

Exercise 119: Restrict editing When you select Restrict Editing you can control what formatting options are available and who is permitted to use them. You can turn these restrictions on and off. 1



Click File, Info, Protect Document.



Click Restrict Editing to control what types of changes can be made to the document.

OR 

Click Review, Restrict Editing.

The Restrict Formatting and Editing task pane displays.

Preparing documents for publication

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Formatting restrictions 1. Formatting restrictions allows you to limit which styles can be used in a document.

Editing restrictions 2. Editing restrictions allows you to:



make a document read only



control track changes



allow only Comments



allow only completion of form fields.

Exceptions If you have defined restrictions, you are able to define exceptions to those restrictions, including selecting nominated individuals or groups as exceptions.

Start enforcement 3. Start enforcement allows you to switch your settings on and off. Once you click Yes, Start Enforcing Protection , you are presented with a dialog box for entry of a password. This is optional.

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Preparing documents for publication

When a user opens a restricted document they are presented with the Restrict Formatting and Editing task pane detailing the permissions they have.

Exercise 120: Turn off restrictions 1

To un-protect a document: 

Click File, Info, Protect Document.



Click Restrict Editing.

OR 

Click the Review tab, Restrict Editing.

The Restrict Formatting and Editing task pane displays. 2



Click Stop Protection.



Type your password in the Unprotect Document dialog box if one is required.



Click OK.

Add a Digital Signature You can use a digital signature to establish that your document is safe for use by external recipients. Go to Add a Digital Signature on page 218 for more information about this feature.

Preparing documents for publication

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Prepare for sharing This is where you check your final document and clean up any miscellaneous data that should not be there.

Check for Issues In the Check for Issues feature, you are offered a range of options for functions you can apply to your entire document prior to publication.

Exercise 121: Inspect a document 1



Click File, Info, Check for Issues, to display the Document Inspector dialog box.



Tick each of boxes for the options you want to inspect.



Click Inspect.

A dialog box displays while the inspection is taking place.

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Preparing documents for publication

When the inspection is finished, the Document Inspector window displays again, this time with information about problems, and the choice to remove them.



Review each category carefully. Note that you are unlikely to want to remove everything that is identified on this page, for example, you will probably want to keep your headers and footers and perhaps your document properties for documents going to print. However, you might want to remove them if you are publishing to the web. In addition, items may be included in a single action such as deleting cropped picture information and deleting document properties. If you want to remove cropping information but not document properties, you would remove the cropping separately. Go to Using graphical enhancements and managing file size on page 116.



If you find items you want to remove, click Remove All specific group of items.

next to that

You can repeat this step if you want to be sure. 

Click Reinspect

Preparing documents for publication

and repeat.

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Check Accessibility Exercise 122: Check Accessibility 1



The Accessibility Checker pane displays to the right of your document. 

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Click File, Info, Check Accessibility.

Confirm that each of the items listed is acceptable for your demographic and document design, and fix as required.

Preparing documents for publication

Check Compatibility with earlier versions Exercise 123: Check Compatibility 1



The Compatibility Checker dialog box displays listing all the formatting and layout elements that will not save accurately back to 2003 or 2007 format. 

Click File, Info, Check Compatibility.

Click the Select versions to show drop down list to select Word 2007 or Word 97-2003.

Note that there are some losses when saving from 2010 to 2007 mostly related to new graphical features.



Set the option here for Word to check compatibility automatically any time you try to save back to the .doc format manually.

Manage Versions This is not so much a version control as a document recovery option. Go to Recovering lost documents on page 225 for full instructions on how to use this function. There is a level of version control available in co-authoring. For more information on what this entails, go to Co-authoring on page 204.

Preparing documents for publication

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Work with document properties Document properties are details about a file that describe or identify it. They include details such as title, author name, subject, and keywords that identify the document's topic or contents. They are known as metadata, which is data that describes other data. For example, the words in a document are data; the word count is an example of metadata. You have to define your document properties, and you can do this through document Properties in the File, Info menu. Once you have filled your properties out here, you can insert them as fields in your document from the Insert menu. For instructions on how to insert document properties into your document go to Work with document properties on page 76.

Exercise 124: View document properties in Backstage view 1

ď&#x201A;§

With a document open, click File.

The Backstage view displays and the Info tab is displayed by default. On the right hand side you will see the properties associated with the current document.

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Preparing documents for publication

Exercise 125: Complete document properties 1



Click File.



Click Info to view the document properties.



To add or change properties, hover your pointer over the property you want to update and type your new information.

This is very pale and not easy to see. 

Click the File tab again to return to your document. Any changes you made will be saved automatically.

Exercise 126: Show properties within document 1

To see the properties in a panel within your document: 

Click File, Info.



Click Properties.

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

Select Show Document Panel.

Back in your document you will see the Document Properties panel displayed. You can edit properties from here also.

If you cannot see the properties you want to modify: 

Click the down arrow next to Document Properties in the top left of the frame.



Click Advanced Properties.



Complete the dialog box as with previous version of Word.



Click the X in the top right corner to close this panel.

If you want to use it regularly you can save this command to the Quick Access Toolbar.



Click File, Options, Quick Access Toolbar.



In the Choose commands from: field, select File Tab.



Select Properties.



Click Add.



Click Save.

This icon

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displays on your Quick Access Toolbar.

Preparing documents for publication

Open File Location A nifty little link that you will miss if you don’t know it is there is the Open File Location link. You will see this command on the File tab, underneath Properties, under the heading Related Documents. This will take you straight to the folder in Windows where the current file has been saved.

Edit Links If you have links in your document, go to the File tab, and go to the bottom right corner beneath Properties.

Exercise 127: Edit Links from the Info tab 1



Click the File tab. This takes you to the Backstage view.



The Info tab should be selected by default. If it’s not, click Info.

On the right side of the window, close to the bottom is the Edit Links to Files command if you have links in your document.



Click Edit Links to Files.

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The Edit Links window opens. From here you can: 

review your links



update your links (Ctrl+F9)



identify, for each link when it should be updated



prevent updating(Ctrl+F11)



set formatting options



break link (Ctrl+Shift+F9).

Note that some links functions can be performed with Keyboard Shortcuts as shown.

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Preparing documents for publication

17. Print a document The Print Preview command is a must to place on your Quick Access Toolbar as it is buried a few keystrokes down under the File tab.

Print Preview from the File tab Exercise 128: Print Preview document from the File tab 1



Notice your document preview at the right. There are zoom controls at the bottom of the preview window so that you can view the pages larger, smaller, as single pages, or all at once.

Click the File tab, Print.



Drag the slider or click the plus and minus signs to change the size of your document on the screen.



Click the Zoom to Page icon to get the largest possible image of a single page on your screen.

You can change your page layout from here. More on this in a moment.

Print Preview from the Quick Access Toolbar Exercise 129: Add Print Preview to the Quick access toolbar The familiar print preview button is no longer available on the Ribbon. This is a must to add to either the Ribbon or the Quick Access Toolbar, but you have to find it first. 1



Right click anywhere on the Ribbon to display a pop-up.



Click Customize Quick Access Toolbar.

Print a document

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The Customize the Quick Access Toolbar view is displayed. Note that there is a Print Preview icon in Popular Commands. This is not the right command. In the Choose commands from: drop down list.



Select All Commands.



Scroll down the All Commands list until you find the Print Preview Edit Mode icon.



Click the Add button to add the command to the right hand side column. This will place the icon at the right hand end of your Quick Access Toolbar.



To place it elsewhere on your Quick Access Toolbar, in the Customize Quick Access Toolbar column, highlight the item and move it with the up and down arrows.

Exercise 130: Print Preview document from the Quick access toolbar 1



Click the Print Preview button from your Quick Access Toolbar.

You document is displayed in Print Preview mode, and additional commands are made available on the Print Preview tab.

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Print a document

Edit a document while in Print Preview It is possible to edit a document in Print Preview mode. This is great for last minute layout changes prior to publication. However, you cannot do this from the Print Preview available in the Backstage view under File, Print. You must use the Print Preview function from the Quick Access Toolbar. To add this function to the Quick Access Toolbar, go to Exercise 129: Add Print Preview to the Quick access toolbar on page 155

Exercise 131: Edit a document while in Print Preview 1

Once in Print Preview mode with the Print Preview tab displayed: ď&#x201A;§

From the Print Preview tab, Preview group, untick the Magnifier checkbox.

Now when you put your cursor on the print preview, you will have an insertion point rather than a magnifying glass. You can now edit the document in Print Preview mode.

Print a document

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Print a document The print functions are now all together in the Backstage view.

Exercise 132: Print a document 1



The Print menu displays with the printing commands grouped in the centre frame of the window.

Click the File tab, Print.

These are the commands you’re used to seeing in the Print and Page Setup dialog boxes in earlier versions. To change additional page setup options, click Page Setup to open the familiar Page Setup dialog box. You can make layout changes here and have them reflected immediately in Print Preview. 

Check that your settings are correct.



Check Print Review to see that the document looks as it should.

Note that you cannot edit your document in this Print Preview. To be able to edit your document in Print Preview, go to Exercise 129: Add Print Preview to the Quick access toolbar on page 155.

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

Click Print.

Print a document

18. Publish a document with File, Save & Send When you select File, Save & Send, you are presented with lots of options and lots of information to help you work out what you really want to do.

Send Using E-mail Exercise 133: Send a document

ď&#x201A;§

You are offered a range of options for sending the document to other people.

Click File, Send Using Email.

PDF is now fully integrated so you can elect to send a Word document as a PDF file. It will be converted automatically and placed as an attachment in an email. For Internet Fax you must be signed up with a fax service provider.

Publish a document with File, Save & Send

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Save to Web At this stage, Save to Web means Save to Windows Live Sky Drive. Go to Remote access to documents on page 204, for more information on what this is about.

Change File Type Word 2003 files can be opened in 2010, and saved in 2010 as either a 2003 or a 2010 file. Word 2007 and 2010 can save formatting that previous versions cannot. If you work in 2010 and make changes in 2010 then want to save back to 2003, you can do it. However, if you have used formatting that Word 2003 or 2007 cannot read, Word will tell you that you will lose some formatting. Mostly it can convert whatever you have done satisfactorily, but it is still worth rechecking your file if you do save it back to 2003 to make sure it hasn’t lost anything that matters. You will need to be able to see your file extensions to see what version your file is saved as. If you are not used to displaying your documents in Windows with their file extensions visible, complete Exercise 134: View file extensions, Windows 7 below.

File extensions In 2003 and previous versions, Word saved a Word file with the file extension .doc. This told you that the file you were looking at was a Word file, and when you clicked on the name of the file to open it, it told MS Office to open it with Word. For 2007 and 2010 this has changed. The file extensions are now .docx or .docm formats. .docx

Microsoft Word 2010 macro free document

.docm

Microsoft Word 2010 document with macros

.doc

Microsoft Word 97 to 2003 or earlier document

Some of you may not have your operating system set to view file extensions, and so may not realise what they are. These instructions are for Windows 7.

Exercise 134: View file extensions, Windows 7 1



Click on Start.



Click on Documents.

A documents library will open.

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Publish a document with File, Save & Send



Click on View, Details.

If Windows file manager is showing icons, this will change it so that it is showing file names.

Look at the right hand pane. 

Do you see the file extensions? They are 3 or 4 letters after the dot, for example, report.docx or report.pdf.

In this image you can see a:



Word document file



An Adobe PDF file



An executable for installing a program, and



A movie.

If you cannot see the extensions: 

Click on Start.



Click on Control Panel.



Click on Folder Options.

Publish a document with File, Save & Send

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

Click the View tab.



Scroll down to Hide extensions for known file types:



Untick to show.



Click OK.

Your extensions should now be visible.

Save a document from 2010 to 2003 Exercise 135: Save a document from 2010 to 2003 1



Click File.



Click Save As.

The Save As dialog displays. Yours may look different to this.

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Publish a document with File, Save & Send

In the File name field, you will see that the extension has defaulted to .docx. 

Click the down arrow to the right of Save as type.

A list of file types displays. This is where you can elect to save back to 2003 format if you want.



Select Word 97-2003 Document.



Make sure you have given the file the name you want.



Click Save.

If your file has content that cannot be handled by Word 2003 you will see this dialog box. This setting can be turned on and off. Go to Exercise 123: Check Compatibility on page 149 to make sure yours is switched on. In the case shown in the image, the arrows will lose their shadow – not a big issue, so click Continue.

Publish a document with File, Save & Send

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Exercise 136: Change a file type from the Backstage view 1

Click File, Save & Send, Change File Type.

You are offered a range of options. 

Click the file type you want.



Click Save As.



Follow the prompts for the chosen file type.

Document (.docx)

Microsoft Word 2007/10 macro free document

Word 97-2003 Document (.doc)

Microsoft Word 97-2003 document

Template (.dotx)

Microsoft Word 2007/10 macro free template that will result in .docx files

OpenDocument Text (.odt)

A file format for saving Word 2010 files so that they can be opened in document applications that use the OpenDocument format. You can also open documents in the .ods format in Word 2010. Formatting might be lost when users save and open .ods files.

Plain Text (.txt)

Retains only the text in your document. Useful for stripping out formatting when copying text to the web.

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Publish a document with File, Save & Send

Rich Text Format (.rtf)

Preserves text formatting information. Note that the RTF file format is no longer enhanced to include new features and functionality. Features and functionality that are new to Word 2010 and future versions of Word are lost when they are saved in RTF. Check the .odt format for saving more complex material.

Single File Web Page (mht, .mhtml)

Web page is stored as a single file. This file format integrates inline graphics, applets, linked documents, and other supporting items referenced in the document.

File formats supported in 2010 You will find a full list of all file formats supported in Word 2010 here. http://technet.microsoft.com/en-us/library/dd797428.aspx#section1

Save a document as a PDF file You can now save your file as a PDF document directly from within Word 2007/10.

Exercise 137: Save as PDF 1

From within your document, save as a Word document first then: ď&#x201A;§

Click File, Save and Send.

Click Create PDF/XPS Document.

Publish a document with File, Save & Send

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You are offered the option to create PDF or XPS. 

Click Create PDF/XPS.

The Publish as PDF or XPS window displays.

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

Follow all the normal processes to select a save location, file name and file type.



Select whether you are publishing to print or web. The resolution for web can be lower resulting in smaller files.

Publish a document with File, Save & Send



If you need to refine the save further, click Options.

From here you can select page range, document content, non-printing information and PDF options.



Click OK



Click Publish.

to accept changes.

Be patient, this may take a while. A PDF file will display automatically when complete.

Create clickable Table of Contents Exercise 138: Create clickable Table of Contents When you save a Word 2007/10 file to PDF, Adobe creates its own Table of Contents automatically. Any auto-generated Table of Contents you already have in Word 2007/10 is still there but it is not clickable. To create a Table of Contents that is clickable once you convert it to PDF, you change your settings in the Table of Contents itself. 1



Click References tab, Table of Contents group, Table of Contents, Insert Table of Contents.



Tick Use hyperlinks instead of page numbers.

This looks identical to your previous TOC but the hyperlinks are retained once you have saved to a PDF file.

Publish a document with File, Save & Send

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Part 4: Specialist features in Word 2010

19. The new keyboard shortcuts There are now two types of shortcuts in Word 2007/10:  Key Combination shortcuts  Access Keys.

Key Combination Shortcuts Key Combination Shortcuts are the same as those in Word 2003. They are a fast easy way to apply commands. If you have trouble remembering them you can set screen tips to display them when you run your cursor over a command. Most of these shortcuts use the Ctrl key. They perform specific commands, like Ctrl B to bold text. You will find a full list of key combination shortcuts at: 

http://office.microsoft.com/en-us/word-help/keyboard-shortcuts-for-microsoft-wordHP010370109.aspx?CTT=1 .

Exercise 139: Set Word to display key combination shortcuts in screen tips Key combination shortcuts can be displayed in screen tips. The easiest way to keep combination shortcut information handy is to make sure that you have screen tips turned on. Go to Exercise 6: Set User Interface options on page 16 for instructions on turning screen tips on, and complete the exercise below to get key combination shortcuts to display in screen tips. 1



Click the File tab to display the Backstage view.



Click Options



In the Word Options window, click Advanced.

The new keyboard shortcuts

to display the Word Options dialog box.

Page 169



Scroll down to Display.



Make sure Show shortcut keys in ScreenTips is ticked.



Click OK to save changes.

After you close and re-open Word, you will see both Screen Tips and Shortcut Keys when you run your cursor over a command.

Access Keys You can also use the new range of Access Key keyboard shortcuts. These take you through menus and the Ribbon to find a command. They use the Alt key. They can be tricky to use but you will find them very useful if you have an issue with using a mouse, and with remembering the vast number of Key Combination Shortcuts. They give you access to every single command on:  the Ribbon  the File menu, and  the Quick Access Toolbar.

Access keys and customisations on the Ribbon and Quick Access Toolbar When you customise the Ribbon or the Quick Access Toolbar, your new tabs, groups and commands will be automatically assigned keyboard shortcuts.

Exercise 140: Explore Access Keys and the Ribbon The Alt key gets you out of text entry mode and into command mode. 1

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

With your cursor anywhere in your document, press the Alt key to display letters and numbers called Key Tip Badges.

The new keyboard shortcuts

For example there is an Home tab. 

over the File tab and an

over the

With the letters still visible, press the F key on your keyboard and see what happens.

You are taken to the File menu where there are more Key Tip Badges available.



Press the O key. The New Document dialog box opens. To do this quickly you would press Alt F O.



Press

The new keyboard shortcuts

to close this dialog box.

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

To move to the Home tab press Alt H.

Once you are there you will have a new selection of Badges giving you options for that tab. This second layer of Badges is only visible once you have selected the tab.



Press Esc to remove the badges.



To move to the Page Layout tab press Alt P.

Once you are there you will have a new selection of Badges giving you options for that tab.



Press Esc to remove the badges.



To move to the Review tab press Alt R.

Once you are there you will have a new selection of Badges giving you options for that tab. 

You can also use arrow keys to move around once you have selected Alt. 

Press Alt H to get to the Home tab.



Press the right arrow key.



Press down arrow. tab.



Press right arrow.



Press down arrow.

 You have moved from the Home tab to the Insert tab.

 You have now moved to the commands available on the Insert

 You have moved along each item in a group in the Insert tab.

 You have moved to the Quick Access Toolbar.

Note that once you start moving around the Ribbon using the arrow keys, the Badges disappear. 

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Press Esc to remove the badges.

You can get them back by pressing Alt twice.

The new keyboard shortcuts

Assigning your own keyboard shortcuts Sometimes Microsoft has just not done what you want and in these cases you can set your own keyboard shortcuts.

Exercise 141: Assign keyboard shortcuts 

Click the File tab to display the Backstage view.



Click Options



In the Word Options window, click Customize Ribbon in the left pane.



Click Customize.

to display the Word Options dialog box.

The Customize Keyboard window displays .

In the Customize Keyboard dialog box select: 

the tab on which your command is found from the Categories menu.



the command from the Commands Menu.

The current keyboard shortcut is displayed in Current keys:.



Click into the Press new shortcut key field and press your desired key combination.

You will be given a warning if those keys are currently assigned to another command.

The new keyboard shortcuts

Page 173



Select which template you want the changes saved into from the Save changes in: field



Click Assign when you are finished.



Click Close and OK to exit.

Apply keyboard shortcuts to styles Many users prefer to assign their own keyboard shortcuts to their styles. This can be done using a similar procedure to the procedure above.

Exercise 142: Assign keyboard shortcuts to multiple styles 

Click the File tab to display the Backstage view.



Click Options to display the Word Options dialog box.



In the Word Options window, click Customize Ribbon in the left pane.



Click Customize.

The Customize Keyboard window displays .

In the Customize Keyboard dialog box: 

Scroll down the Categories menu to Styles and select.

The Styles in your template display in the Styles Menu. The current keyboard shortcut is displayed in Current keys: if there is one.

Page 174

The new keyboard shortcuts



Click the style for which you want to define a shortcut.



Click into the Press new shortcut key: field.



Press your desired key combinations. Ctrl Alt is a good bet for keys to be available.



You will be given a warning if those keys are currently assigned to another command.



Select which template you want the changes saved into from the Save changes in: field



Click Assign when you are finished.



Click Close and OK to exit.

Exercise 143: Assign keyboard shortcuts to a single style You can also perform this operation one style at a time. 1



From the Styles Pane, right click the style to which you want to apply a shortcut key.



Click Modify.

The Modify Style window displays.

The new keyboard shortcuts

Page 175

ď&#x201A;§

Click Format, Shortcut key.

The Customize Keyboard window displays but this time with just a single style available to be modified.

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Complete assignment as per Step 5 onwards in Exercise 142: Assign keyboard shortcuts to multiple styles on page 174.

ÂŠ Christine Kent

The new keyboard shortcuts

20. Create forms with Content Controls Content Controls are another new feature of Microsoft Word 2007/10 that work much the same way in 2010. They partially replace form fields. You may want to create customized templates, such as corporate forms, or letter or fax templates that use Content Control fields.

Working with Content Controls Exercise 144: Use Content Control fields The best way to see what these are is to open one of the new boilerplate templates. 1



The Available templates display.

In Microsoft Word, click File, New.



Click Sample templates.



Scroll down to find and click on Median Letter.



Double-click to open a new document based on this template.

Look at the instructions surrounded by square brackets – these are called Place Holders. When you click on one of these, a box displays around it. When you type your own text in the brackets, the placeholder disappears and just your own text remains.

Create forms with Content Controls

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Exercise 145: Remove Content Control You can remove the content control quite simply. 1



This menu displays. 

Right click on any of the Place Holders.

Click Remove Content Control.

You are returned to the document and there is no longer a place holder. (Note that this option is only available if the template designer made it available.)

Exercise 146: Create Content Control fields You can develop your own templates and forms using content control fields. First you must have the Developer tab showing on your ribbon. If it is not visible go to The Developer Tab on page 40 for instructions to make it visible. 1



Click on the Developer tab, and identify the Controls group.



Click Design Mode. toggle.



Click to insert a Rich Text content control. In Design Mode it displays as shown.



Type any changes you want to make to the placeholder text.

This is a

You can type very detailed instructions here, formatted in any way you like. You can set an option that automatically removes all your content when the user starts typing into the Content Control.

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Create forms with Content Controls



With your cursor in the field you have just created, click Properties.

The Content Control Properties dialog box displays. 

Complete the dialog box as required. You can define:  Title  Tag  The style used to format content  Whether the content control frame can be deleted  Whether contents can be edited  Whether multiple paragraphs are allowed  Whether the content control can be removed. Select this if you want placeholder text to disappear when someone types in their own text

 4

Click OK

Click here to enter text.

to save properties.

If you have two or more Content Controls, you can group them to keep them together. 

Highlight two Content Controls.



Click Developer tab, Controls Group, Group.



Click Design Mode to toggle Design Mode off and see how the Content Control displays in a document.

Content Control Options You can build forms using Content Controls. There are nine different types of content controls that you can add to documents. You can also use a generic Content Control, which can represent any of the available content controls.

Insert a Rich Text Content Control A rich text control contains text or other items, such as tables, pictures, or other content controls.

Create forms with Content Controls

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Insert a Plain Text Content Control A plain text control contains text. A plain text control cannot contain other items, such as tables, pictures, or other content controls. In addition, all of the text in a plain text control has the same formatting. For example, if you italicize one word of a sentence that is in a plain text control, all the text inside the control is italicized.

Picture Content Control A picture control displays an image. You can specify the image at design time or run time, or users can click this control to select an image to insert in the document.

Building Blocks Gallery A building block gallery enables users to select from a list of document building blocks to insert into a document. A document building block is a piece of content that has been created to be used multiple times, such as a common cover page, a formatted table, or a header.

Combo Box A combo box displays a list of items that users can select. Unlike a drop-down list, the combo box enables users to add their own items.

Drop Down List Content Control A drop-down list displays a list of items that users can select. Unlike a combo box, the drop-down list does not let users add or edit items.

Date Picker Content Control A date picker provides a calendar UI for selecting a date. The calendar displays when the end user clicks the drop-down arrow in the control. You can use regional calendars and different date formats.

Check Box Content Control A check box provides a UI that represents a binary state: selected or cleared. This type of content control is available only in Word 2010.

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Create forms with Content Controls

Group A group control defines a protected region of a document that users cannot edit or delete. A group control can contain any document items, such as text, tables, graphics, and other content controls.

Legacy Tools Click on this command to go to a menu of commands available in earlier versions.

Additional resources This is a significant new area and for complete instructions go to the on-line instructions. Almost all instructions are designed for 2007 but are equally applicable to 2010. For procedures, where you are told to select the Office button, simply select the File Tab. Create forms that users complete in Word

http://office.microsoft.com/en-us/word-help/create-forms-that-userscomplete-in-word-HA010030746.aspx.

Content Controls

http://msdn.microsoft.com/en-us/library/bb157891.aspx

Walkthrough: Creating a Template By Using Content Controls

http://msdn.microsoft.com/en-us/library/bb386290.aspx

Create forms with Content Controls

ÂŠ Christine Kent

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21. Mail Merge and the Mailings tab

Background All mailing functions are completed from the Mailings tab.

When you first click on this tab, you will see that most of the functions are greyed out. We will look at the available commands first.

Print Envelopes and Labels The Create group contains the buttons to prepare envelopes and labels as well as print single envelopes or sets of identical labels.

Exercise 147: Print single envelopes 1



Open a new document.



Click on Mailings tab, Create group, Envelopes.

The Envelopes and Labels dialog box displays, with the Envelopes tab selected by default.

Page 182



Type a delivery address in the Delivery address field.



Type a return address in the Return address field if required.



If no return address is required, tick Omit.

Mail Merge and the Mailings tab



Click Options to display the Envelope Options dialogue box.



Click the down arrow next to Envelope size to see a list of sizes.



Click the size you require. DL (110 x 220 mm) is a standard business size.



Click OK.



Click Print.

This will print a single address on a single envelope.

Exercise 148: Create and Print Labels Labels come in many sizes and can have a variety of uses in the workplace. For this exercise you will need some printer labels and either the package they came in, or the make and size details from that package. Labels can be used to identify product specifications in a warehouse or attached to a box or storage files in an office to help identify the contents. Information can be repeated on each label, or each label can be different, such as customer addresses (for a mass mailing), which are printed from a database you set up. 1



With a new document open, click on Mailings tab, Create group, Labels.

The Envelopes and Labels dialog box displays, this time with the Labels tab displayed.

Select Labels Type 

In the Label frame, click on the image to display the Label Options dialog box.

Mail Merge and the Mailings tab

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

In the Label Options dialog box, select the printer Tray your labels will print from.



Select your Label vendor.



Select their Product number.



Click OK.

Note that you cannot guess these details correctly; you must know what labels you have. 3

The Envelopes and Labels dialog box re-displays, with your label type displayed in the Label frame.

Complete delivery details 

Type a delivery address in the Delivery address field.

Save address 

Click New Document , to create a document with the address you have typed.



Complete the save process to save to an appropriate name.



In the Print frame, click:  Full page of the same label or  Single label. If you select single label, select the row and column of the label you want to print.

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

Click Print.



If you have different label types available, such as CD labels or business cards, you can repeat this exercise for those label types.

Mail Merge and the Mailings tab

Create a Recipient List

You use mail merge when you want to send the same information to many people, but also want to personalise it with their unique name, address and other information you may have from them. You create a Recipient List for all the people you want to send the letter to with all their necessary details. You create the letter or other document you want to send to them all, with special fields that will read the database record and include the information found in the record. Then you associate the letter with the database and run a merge command which creates documents customized for each of the recipients in the database. Don’t worry if this doesn’t make total sense at the moment – it will once you have completed the exercises. Try to allow enough time to complete this entire section. You may need to re-start at the beginning if you do not complete all the exercises in one sitting.

Exercise 149: Create a Recipient List 1



With a new document open, click Mailings tab, Start Mail Merge group, Select Recipients.



Click Type New List.

The New Address List dialog box displays.



Type in the details for your first contact. Make sure you keep scrolling to the right to reveal more fields.



When you have finished your first entry, click New Entry to display a second row.



Type at least three addressees.

Mail Merge and the Mailings tab

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

When you have three complete records, click OK.

The Save Address List dialog box displays. 

Give your Recipient List a filename you will remember.



Save the file to the default location (in Windows 7 this is Documents, My Data Sources.



Click Save.

This Recipient List is associated with the document you currently have opened on your desktop. You will see that the Edit Recipient List command is now available. 

You need to associate the list with a document.



You can edit the list while it is associated with a document.

Exercise 150: Associate a Recipient List with a document 1



Close your document without saving.



Create another new document based on Normal template.



Click the Mailings tab. You will see that the Edit Recipient List command is no longer available – it is greyed out. This is because you have not yet associated a Recipient List with this new document.



With your new document open, click Mailings tab, Start Mail Merge group, Select Recipients.



Click Use Existing List. You are taken to your default location – the location where you saved your Recipient List in the last exercise.



Double-click on your Recipient List.

You are returned to you document. Although you cannot see your Recipient List, you will see that the Edit Recipient List command is now available. This indicates that you have associated your list with your document.

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Mail Merge and the Mailings tab

Exercise 151: Edit a Recipient List 1



In your open document, click Edit Recipient List

This will re-open your Recipient List with your file name in the Data Source column and Data Source box.



Click on the Recipient List file name in the Data Source box. This will make the Edit command available.



To add more names, click Edit.



Click New Entry to display a new row and complete.



You can now add as many new rows as you want. Follow the instructions in Exercise 149: Create a Recipient List on page 185, if you can’t remember how.



When you have finished, close your document.

Create and Print Main Document Now you have your list of recipients, you can set up the document you want to send to those recipients.

Exercise 152: Associate a Recipient List with a new document 1



Open a new document using Normal template.

Mail Merge and the Mailings tab

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

Click Mailings tab, Select Recipients.



Click Use Existing List.



Select your database from the File list. Your database is now associated with your new document.

Exercise 153: Insert Address Block field codes and text to document 1

First you put an Address block in your document. 

Place your cursor at the start of your document.



Click Mailings tab, Write & Insert Fields, Address Block.

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

The first address in your Recipient List displays in the Preview pane so that you can see what it will look like if you keep the default settings.



For now just accept the defaults. Click OK.



You will see the <<AddressBlock>> field in your document.

Mail Merge and the Mailings tab



Click Enter a few times to insert a few lines.



Click Mailings tab, Write & Insert Fields, Greeting Line.



Choose how you want the greeting to display in this letter, then click OK when you are finished.



Your document will now look like this.



Press Enter to a new line and type a few lines of text – anything will do, but try to make it sensible.



Press Enter twice.



Write an appropriate closing, for example, Yours Faithfully with your details after.

Mail Merge and the Mailings tab

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Exercise 154: View field codes The Address Block field and Greeting Lines fields give your document instructions to go and look in your Recipient List and return information from it into the letter. These fields are indicated by double arrows which are unique to mail merge and cannot be inserted manually. When you have a field in your document it can be displayed in two ways:  As a Merge Field, where you see the double arrows («« »»)  As a Field Code, where you see the double arrows inside braces (see screen capture below).

View single field code 

Highlight <<GreetingLine>> and press Shift F9.

This displays the hidden Field Code under the Merge Field. In this case, the Field Code is telling the document to start the salutation with Dear, followed by the recipient name details, or to use Dear Sir or Madam if there are no personal name details available. You do not need to understand how to write these commands – you will always create your Merge Fields automatically through the mail merge functions. 2



Highlight <<AddressBlock>> and press Shift F9.

In this case, the Field Code is telling the document to find address details from your Recipient List, and return the data from those columns. 3



Press Shift F9 again to re-display the Merge Fields.

You can also display all Field Codes in your document simultaneously. 4



Click Highlight Merge Fields.

This will highlight every Merge Field in your document. 

Press Alt F9.

This displays every Field Code in your document. 5

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

Press Alt F9 again to re-display the Merge Fields.



Leave this document open for the next exercise.

Mail Merge and the Mailings tab

Exercise 155: Preview Results and Print documents When you merge, information from the first row in the data file replaces the fields in your main document to create the first merged document. Information from the second row in the data file replaces the fields to create the second merged document, and so on.



Click Preview Results. The first entry in your Recipient List displays.



Fix any layout issues, for example, you don’t want double spacing between each line in the customer address, or in your sign-off. You can highlight these lines and apply the No Spacing style.



Click the forward and back arrows to review the document as it will look for the other entries in your Recipient List.

Mail Merge and the Mailings tab

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

Once you are happy that all your letters are looking OK, you can choose to:  Edit Individual Documents  Print Documents or  Send E-mail Messages.



To print these documents, click Finish & Merge, Print Documents. Your printer should print letters to everyone listed in your Recipient List.



Close your document. AUTHOR’S NOTE

It is worth testing your mail merge set-up with just a small database so that you can check your layout and check that everything is working correctly before you try to print the lot.

Use the Wizard to complete the mail merge process Exercise 156: Create and edit a data file of recipient details using the Wizard There is another way you can do this. To see which process suits you best now you understand what you are doing, repeat what you have just learned using the Wizard.

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

Open a new document using Normal Template.



Click Mailings tab, Start Mail Merge.



Click Step by Step Mail Merge Wizard.

Mail Merge and the Mailings tab

The Mail Merge task pane displays, with the label Step 1 of 6 at the bottom.

Select document type



Click the Letters radio button.



Click Next: Starting document.

You will see Step 2 of 6 at the bottom of the task pane.

Select starting document 

Click Use the current document.



Click Next: Select recipients.

Mail Merge and the Mailings tab

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You will see Step 3 of 6 at the bottom of the task pane.

Select recipients 

Click Use an existing list.



Click Browse to find your data file.



Select from the Select Data Source window.



Click Open.

Your recipients list will open and you can make any changes you want.



Click OK to save and close your data file. Your data file is now associated with your open document.



Click Next: Write your letter.

You will see Step 4 of 6 at the bottom of the task pane.

Write your letter Build your letter in the same way you built your previous letter, this time selecting your Address block and Greeting line from the Task pane.

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

Click on Address block to open the Insert Address Block dialog box. Complete as required.



Click on Greeting line to open the Insert Greeting line dialog box. Complete as required.



Type your letter and sign-off.



Click Next: Preview your letters.

Mail Merge and the Mailings tab

You will see Step 5 of 6 at the bottom of the task pane.

Preview your letters



Click through your recipients.



Reformat your letter with the data of one of your recipients displayed so that it looks the way you want it to look.



Click Next: Complete the merge.

You will see Step 6 of 6 at the bottom of the Task pane.

Complete the merge 

Click Print, All, OK.



Close your document.

Mail Merge and the Mailings tab

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Use mail merge to print labels Exercise 157: Print Labels 1



Associate Recipient List with document

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Open a new document using Normal template.



Click Mailings tab, Select Recipients.



Click Use Existing List.



Select your database from the File list. Your database is now associated with your new document.

Select label type 

Click Mailings tab, Start Mail Merge.



Click Labels to define your label type.

The Label Options dialog box displays. 

Select the printer Tray your labels will print from.



Select your Label vendor.



Select their Product number. Use Avery L L7162 if you are not using your own labels.



Click OK.

Mail Merge and the Mailings tab

A table like the one shown should display. If your page does not show dotted blue lines: 

With your cursor in the table somewhere, click Table Tools Layout tab.



Click View Gridlines.

This is a toggle. Click to switch lines on and off. 

Use Alt F9 to move between Merge Field «Next Record» and {NEXT} view.

Select address layout in first label field 

With your cursor in the first label, click Mailings tab, Write & Insert Fields, Address Block.



Accept the defaults. Click OK .

<<AddressBlock>> displays. 7

Manually edit your label 

Still with your cursor in the first label, click Preview Results

to display the record as it will print on your label. You can manually edit this until it displays correctly in the box. You will probably need to change the font size and apply the No Spacing style.

Mail Merge and the Mailings tab

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Create and preview additional labels 

When you are happy with the layout of your first label, click Update Labels.

The remaining labels that can be generated from your Recipient List are populated. 9

Print labels 

Click Finish & Merge, Print Documents.



Click ALL, OK.

Your printer should print each address correctly formatted for a label. 

Close your document.

Additional resources http://blogs.office.com/b/microsoft-word/archive/2007/07/23/don-t-let- High level overview of the the-table-fool-you-mail-merge-labels.aspx process.

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Mail Merge and the Mailings tab

22. Using master documents For those who have used master documents in the past and decided never to do so again you will be glad to know that they have been completely re-written and are reputed to work. However, 2007 and 2010 are now so much more stable that you need master documents less. AUTHOR’S NOTE This entire book, with all images and tables embedded, has been produced as a single Word file.

What is a master document? You can create and store small component files as separate files, and when you want to publish them you can put them all together in a Master Document. The Master Document is a “parent file” that contains a set of links to a range of your subdocuments or component files that make up a final document. With master documents you can open the whole (master) document to see your entire document, or you can keep some parts unexpanded while you edit small sections of the document. You can edit your documents either in your subdocuments or in your master document. Any edits done in the sub-documents are imported into the master next time it is updated, and any edits done in the master document can be saved back to the sub-documents. Master documents can be created in two ways. You can:  convert an existing document to a master document or  create a new master document and incorporate existing sub-documents. Once you have created a master document, a tab will be made available to the left of the Home tab with all the commands relevant to this feature.

Using master documents

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Additional resources There is a wealth of information on the Microsoft Support pages for Master documents in Word 2003. As far as I can tell, the functions have not been changed since then. http://office.microsoft.com/en-us/wordhelp/CH006082981.aspx



Expand or collapse subdocuments



Insert an existing Word document into a master document



Master documents: Lock or unlock a subdocument



About master documents



Add page numbers to a master document or subdocuments



Combine or split subdocuments



Convert a subdocument into part of the master document

Open a subdocument from within a master document



Print a master document



Create a master document and subdocuments



Rearrange subdocuments within a master document



Delete a subdocument from a master document



Rename a subdocument



Troubleshoot master documents and subdocuments

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Using master documents

Part 5: Interfacing with external products

23. Publishing to a Blog You can now select a template suitable for posting to a blog, and post your document straight to a nominated blog. When you create a new document you can select the blog template.

Write and publish a blog post Exercise 158: Write and publish a blog post from a blog template 1



The Available Templates frame displays and you are offered a range of templates or template directories to choose from. 

Click File, New.

Double-click Blog post to be taken straight to a document suitable for saving to a blog.

You are presented with a Blog Post tab. The first group, the Blog group, is different from a normal document but you will recognise the rest of the groups and commands from the Home tab of a normal document.

Publishing to a Blog

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

Create your document as you normally would, but using only the formatting that is acceptable to your blog software.



When you are ready to publish to your blog, click Publish. If you click the down arrow, you can choose between:  Publish and  Publish as draft.

You must tell Word which blog address you want this post published to. Go to the next exercise for instructions. You can also publish a blog post from the Backstage. Go to Publish a Blog Post on page 203 for instructions.

Exercise 159: Manage your blog accounts 1



From within a blog post, click Manage Accounts.

If you already have accounts, they will be displayed here and you can elect to edit them. If you have not already registered the account for the blog you are wishing to post to, you can create a new account from here. Follow the prompts to register your account.

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Publishing to a Blog

AUTHOR’S NOTE At the time of going to print this feature was not working with Blogger, which is my blog provider, so I was unable to follow the process through. It was working in 2007 so hopefully it will work again one day.

Publish a Blog Post from Backstage If you write your blog post on a normal document template and use this path to save your document to a blog, Word will convert the document to its blog template.

Exercise 160: Publish a Blog Post from Backstage 1



Click File, Save to Web, Publish as a Blog Post.



Click Publish as Blog Post.

If you have not already told Word which blog to post to, you will be offered the option to set this up and will be guided through the process. You will need a blog already set up with your chosen provider, and will need to understand if that blog handles images, or if you need an independent image storage facility.

Publishing to a Blog

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24. Remote access to documents

Co-authoring The co-authoring feature allows more than one person to work on a document at a time. It is a complex feature so I will give only a high level overview here.

Set-up requirements Firstly, the documents must be stored somewhere where all authors have common access.  Businesses can use Microsoft SharePoint 2010.  Non-company users such as students, home users, and independent contractors, can use the co-authoring technologies through Windows Live, using Sky Drive. This is a free on-line service. If you want to use co-authoring and do not yet have a Windows Live ID, go here to get one. The component you need for this function is Sky Drive. http://explore.live.com/windowslive-skydrive AUTHOR’S NOTE At the time of going to print, my experience with SkyDrive is that it is still not particularly user friendly, so allow some time to set up your authors and shared documents if you want the process to work smoothly. It is also wise to use Internet Explorer rather than other browsers, as your work may not save back to Sky Drive correctly from other browsers.

Saving to your shared drive When you save document in Word 2010 you have the option to Save to Web and Save to SharePoint. In the case illustrated below, when you select your option, Save to Web, Word will detect if you have a Sky Drive account and provide you with an interface to save to your Sky Drive account.

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Remote access to documents

Collaboration using Sky Drive Saving to Sky Drive Exercise 161: Save to Sky Drive 1



If you use Hotmail, Messenger, or Xbox Live, you already have a Windows Live ID.

Click File, Save & Send, Save to Web.

If you don't have one:



Click Sign up for Windows Live Sky Drive and follow the instructions. (It is free.)



Click Sign in to access your Windows Live account and Sky Drive.  Enter your Windows Live ID and password.  Click OK.  Select a folder in SkyDrive.  Click Save As.  Type a name for your file and click Save.

The document is now saved in SkyDrive. In SkyDrive you can give people permission to view and edit the contents of your folders. When you want to share a document, you send a link to the folder. For more information on saving to Sky Drive, go to http://office.microsoft.com/en-us/wordhelp/save-a-document-to-your-skydrive-from-office-2010-HA010385212.aspx

Remote access to documents

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Sharing documents on Sky Drive Once your document is on Sky Drive you can nominate other people with Sky Drive logins to share the document with, and send them a link to the document.

Opening documents from Sky Drive When you open a document in Sky Drive you have the option to work on-line or work on Word on your computer. Once you have opened your document from Sky Drive onto your computer:  If you have the Save icon on your Quick Access toolbar you will see refresh arrows icon.

on the

 When you save you will see the message Uploading to the server on the status bar.

Working on shared documents and restricting editing Once additional people open the same document from the same location, you are automatically in co-authoring mode and you can work on that document at the same time. By default, data is locked down to paragraph level – in other words, no-one else can work on the same paragraph as you.  You will see a notification pop up from the Status bar at the bottom of the screen when someone else opens your file for editing while you’re still in it.  You will see changes from other editors after they save the file and they see your changes when you save.  If someone makes changes to the same copy of the document when they have it offline (such as if they open the file for editing and then leave their computer with it still open on their laptop), their changes automatically sync the next time they are online and you then see those changes as well.  You can view the number of current editors at any time on the Status bar.  You can click that notification to see names and contact information for other current editors, and communicate with them using a messenger from within Word.  When you save the document, if other editors have made changes, you see those changes clearly highlighted in green so that they’re easy to find.  You can lock others out of specific parts of the document.

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Remote access to documents

Exercise 162: Restrict authors from editing specific parts of the document 1



Highlight the area you want to block.



From the Word 2010 Review tab, click Block Authors.



Click Block Authors again.

The section of the document that you have restricted is shown with indicators along the left margin of the page.

Managing Conflicts for documents amended off-line When two or more people are working on a document at the same time, they might make changes that conflict with each other. Conflicts can occur:  when one person works offline and then saves the document to the server  when two people work on the same part of a document at exactly the same time.

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Word warns you when this happens. The next time you save the document, Word displays a notification that conflicts must be resolved before you can save the document to the shared location. All changes in the document are saved on your computer but the changes aren't saved to the shared location until you resolve the conflicts. When conflicts exist, Word notifies you by displaying the following:  A message bar  A notification in the status bar  A notification in Backstage View You can click any of these notifications and you will be taken into Conflict Resolution Mode where a Resolution pane lists the conflicts, and the Conflict tab displays on the Ribbon. When you click a conflicting change in the pane, the conflicting portion of the document is highlighted. The conflicting changes that you made are marked in pink. On the Conflict tab, click Accept to keep your change, or click Reject to remove your change.

Additional resources There are plenty of good on-line resources explaining just how it works. http://vimeo.com/11154589

Nice little video showing how it works on-screen

http://blogs.office.com/b/microsoft-word/archive/2009/09/09/coauthoring-in-word-2010.aspx

Long and detailed written explanation

http://blogs.msdn.com/b/mvpawardprogram/archive/2010/12/20/mvps- A really good high level for-office-and-sharepoint-2010-work-without-the-wait.aspx look at the process by Stephanie Krieger.

Save to SharePoint SharePoint also allows you to collaborate on Word documents, and to connect Word documents to external data sources.

Exercise 163: Save to SharePoint 1

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

Click File, Save & Send, Save to SharePoint.

Remote access to documents

You must be working on a site that has a SharePoint account for this feature to be applicable. 

Click Learn more about SharePoint to find out what SharePoint is about.



If you have SharePoint on a business network, follow your in-house instructions.

Additional resources For more information on saving to SharePoint, go to: 

http://office.microsoft.com/en-us/word-help/save-a-document-to-sharepoint-fromoffice-2010-HA010380214.aspx

For information on using SharePoint to connect Word documents to data from external systems, go to: 

http://office.microsoft.com/en-us/word-help/connect-word-documents-to-data-fromexternal-systems-HA101838848.aspx

For information on picking items from an external content source, go to: 

http://office.microsoft.com/en-us/word-help/picking-items-from-an-external-contentsource-HA101838849.aspx

Word on Your Phone To work directly on Word documents through your phone you will need:  Windows Phone 7 with a Windows Live ID, network connectivity, and an appropriate service plan. A Windows Phone 7 comes with:  Microsoft Office Mobile 2010, which includes mobile versions of Word, Excel, PowerPoint, OneNote, and SharePoint Workspace. Some mobile functionality requires an Internet connection. Office Mobile is not included in Office 2010 applications, suites, or Office Web Apps. There are differences between the features of Office Mobile and the Office 2010 applications.

Remote access to documents

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Accessing your documents through SharePoint Currently it is only possible to work directly on your phone using SharePoint. Note that you cannot currently use Windows Live Sky Drive as your shared location. SharePoint Workspace Mobile is part of Microsoft Office Mobile. With it you can access a SharePoint site and the documents that are on it. You can open and edit Microsoft Office documents that are on a SharePoint site on your phone, and then make and save changes back to the SharePoint site. A copy of the document you are working on is downloaded to your phone automatically. You make and save changes to the document on your phone. Then, you can save your edited copy of the document back to the SharePoint site. All the normal sync’ing and conflict resolution processes apply.

Other ways of accessing your documents If you do not have a SharePoint shared location, you can work on your own Word documents if you:  send a document to yourself as an attachment, then download the document to your phone  upload a document to Windows Live Sky Drive then download it to your phone using the web browser. Note that Microsoft Office documents can't be synced directly from your computer to your phone using a USB connection.

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Remote access to documents

25. Use the Word translation options Translation options are a major new addition to Word 2010, with an extensive range of options.  You can translate phrases, paragraphs, or individual words using the Mini Translator.  You can do more research on your translation through the Research Pane.  You can translate your whole file using the online Translator.  You can also add the Microsoft Translation machine translation services and have more translation service options. You must have internet access for this function to work. AUTHOR’S NOTE Although this is very powerful functionality, at the time of going to print, much of the Help material was either inadequate or wrong, and the overall design is less than friendly. However if you are regularly receiving material in other languages or reading material with other languages included, it is well worth learning how to use these functions, despite the difficulties.

Set translation languages Exercise 164 – Set Translator languages The list of languages available the Translator depends on the language version of Office 2010 you are using. You can set the languages for both the Translator and the Mini Translator here. 1



From the Review tab, Language group, click Translate.

Use the Word translation options

Page 211

A drop down menu displays. 

Click Choose Translation Language.

Set Mini Translator language From the Translation Language Options window, Choose Mini Translator language frame: 

In the Translate to: field, select the language you want to translate to in your Mini Translator.

Note that the language you select must be different from your principal language for the Mini Translator to be offered as an option.

Set document translation options From the Translation Language Options window, Choose document translation languages frame:

Page 212



In the Translate from: field, select the language you want to translate from.



In the Translate to: field, select the language you want to translate to.



Click OK.

Use the Word translation options

The Mini Translator Sometimes you might receive e-mail messages or documents that contain words in different languages whose meaning you are unsure of. With the Microsoft Office 2010 Mini Translator, you can select the word or phrase with your mouse and the translation displays in a small window. The Mini Translator behaves in a similar way to the Mini Toolbar. When it is turned on, you can hold your cursor over a word, and it will offer you a dialog box with a translation of the word or phrase and additional options:  Expand – opens the research pane so that you can find out more about the word or phrase  Copy – you can paste the translation into another document  Play – you can hear an audio pronunciation of the word or phrase  Stop – ends the Play process  Help  Update – searches online for new entries in the translation dictionary you use.

Exercise 165 – Turn the Mini Translator on or off To use the Mini Translator, it must be turned on. 1



A drop down menu displays. 

From the Review tab, Language group, click Translate.

Click Mini Translator.

Use the Word translation options

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If the Mini Translator icon is highlighted, it is turned on. 

This is a toggle. Click the Mini Translator button to switch on and off.

Exercise 166 – Use the Mini Translator You can use the Mini Translator for a word or few words that can be displayed in the translator. Once you go past a few lines, it may be better to use the Research Pane. 1



With the Mini Translator turned on, hover your cursor over the selection of words you want to translate.

Whenever you point to a word or select a phrase in your document, the tool will begin to fade in and offer you a translation. 

Move your cursor towards the pop-up box and it will darken so that you can read the translation and select one of the additional tools.  Click Copy to place the translation on the clipboard  Click Play to hear the original text.  Click Expand to open the Research Pane and access additional options.

The Research Pane When you have a long paragraph or a section you want to translate, use the Research pane.

Exercise 167 – Open the Research Pane 1

There are four ways you can open the Research Pane: 

Right click on your document and select Translate from the drop down list, OR

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

From the Review tab, Language group, click Translate, Translate Selected Text OR



From the Review tab, Proofing group, click Research. OR



From the Mini Translator, click Expand.

Use the Word translation options

Exercise 168 – Translate selected text 1

To translate a longer section of text: 

Highlight the text.



From the Review tab, Language group, click Translate, Translate Selected Text.

The Research Pane opens with the selected text in the Search for field.



If the defaults are not correct, select the correct languages in the From and To fields.

The result will show below. The Research pane also gives a range of other options.

Use the Word translation options

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If you have used the Mini Translator, Expand option, you can: 

change your language options, using the From and To languages drop down lists.



translate the entire document by pressing the green arrow to go to the on-line translator. For instructions on how to use this function go to Exercise 169 – Translate a whole file below.



set Translation options. This will take you to the Translation Options dialog box where you can set options for dictionaries used.



Insert the translation. Click the Insert button to insert the translation at the location of your cursor.



Exit to an independent translator on-line where you can cut and paste any text and translate it.

The Translator Exercise 169 – Translate a whole file You can have a whole file computer translated and displayed in an Internet browser. When you choose this kind of translation, the content in your file is sent over the Internet to a service provider.

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Use the Word translation options

Machine translation is never perfect, so material translated this way should be used for reference only. If you want to publish the material you must edit and proofread to ensure accuracy. 1

In the file to be translated: 

From the Review tab, Language group, click Translate.

A drop down menu displays. 

Click Translate Document.

This displays the language options you set in the previous exercise. If these are the wrong don’t worry, you can change them later.

You will be given a warning message telling you that information is being sent over the web. 

If you have no security issues with doing this, click Send.

The Internet Explorer browser will open, with the text translated into the language you selected. 4

If your default languages were wrong, you can change them at the top of the translator page in Internet Explorer. 

Click on the drop down list to select the from and to languages.



Run your cursor over the translated text to see the original text if required.

Translation language services If the language that you need is not in listed in the Research pane or in the translation tool that you are using, this might be because language pairs have not been selected in the Research pane, or you need to install a language pack or language interface pack on your computer. You can find out more about these options at: http://office.microsoft.com/en-au/language/?CTT=5&origin=HA010354288.

Use the Word translation options

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26. File Safety and Security

Restrict Permission by People using Information Rights Management (IRM) Information Rights Management (IRM) allows you to more tightly control your document using your Windows Live ID to restrict permissions. With Information Rights Management (IRM), once you restrict permissions for a file, access and usage restrictions are enforced regardless of where the document is, because the permissions are stored in the document, workbook, or presentation file itself. For more information on this go to:  http://office.microsoft.com/en-us/word-help/information-rights-management-in-office-2010HA010354260.aspx

Add a Digital Signature You can use a digital signature to establish that your document is safe for use by external recipients. Digital signatures are created by typing a signature or by using an image of a signature to establish authenticity, integrity, and non-repudiation.

Exercise 170: Add a Digital Signature 1

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

Click File, Info, Protect Document.



Click Add a Digital Signature to add a visible or invisible digital signature.

File Safety and Security

For first time setup you are given some explanations as to your options. 

Click OK.

A dialog box offers you the option of getting an ID from a Microsoft partner or creating your own, after which you are led through a number of steps to attach the signature to your document.

Opening documents in Protected View Mode To help protect your computer, files from potentially unsafe locations are opened in Protected View. By using Protected View, you can read a file and inspect its contents while reducing the risks of opening the file. Protected View gives you warnings about possible threats or problems with your file such as corrupt or broken code, computer viruses, worms and other types of malware.

Setting the rules Exercise 171: Setting the rules 1



Click File, Help, Options.



Click Trust Center.

File Safety and Security

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

Click Trust Center Settings.

File Safety and Security



Click Protected View.



Make selections that you want from:  Enable Protected View for files originating from the Internet. The Internet is considered an unsafe location.  Enable Protected View for files that are located in potentially unsafe locations. This refers to folders on your computer, or network, which are considered unsafe, such as the Temporary Internet folder.  Enable Protected View for Outlook attachments.

What files open in Protected View? Protected View is a read-only mode in which most editing functions have been disabled. You first establish source locations for documents that you want to open in protected view, and then you can define your exceptions and refinements. Exceptions include:  Trusted Publishers – nominate trusted publishers  Trusted Locations – nominate trusted locations  Trusted Documents – nominate trusted documents Refinements include:  Add-ins – disable some or all Application add-ins may run when a file opens in Protected View, but may not function as expected. If your add-ins are not running correctly, contact the add-in's author. An updated version, which is compatible with Protected View, may be needed.  ActiveX Settings – disable some or all  Macro Settings – disable some or all  File Block Settings – nominate disabled file types

Protected View Messages There are several reasons why a file opens in Protected View and you will see different messages depending on the problem identified.

This file originated from an Internet location and might be unsafe. Files from the Internet can have viruses and other harmful content embedded in them. You should only edit or save if you trust the sender and file contents. Note that you can specify trusted locations.

File Safety and Security

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This file originated as an e-mail attachment and might be unsafe. The file was received as an Outlook 2010 attachment. Note that you can specify trusted people.

This file was opened from a potentially unsafe location. File was opened from a folder that may be unsafe. An example of an unsafe location is your Temporary Internet Files folder.

Editing this file type is now allowed due to your policy settings. Files of this file type have been blocked in File Block settings. There are two options. Editing is not allowed.

Editing is allowed.

Office has detected a problem with this file. Editing it may harm your computer. Office File Validation is a new feature that scans an Office file when it is being opened and validates it against a well-known schema. When there are inconsistences between the file and the schema, the file will fail validation and will open in Protected View.

The file was opened in Protected View You can select to open a file in Protected View. See below for instructions.

Exercise 172: Open in Protected View You can choose to open a suspect document in Protected View if Word does not do so automatically for you. 1

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Click the File tab, Open, to display the Open dialog box.

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File Safety and Security



Click the Arrow on the Open button.

A drop down menu displays. 3



Click Open in Protected View.

Exercise 173: Exit Protected View If you know the file is from a trustworthy source, you may want to edit, save, or print the file. You can exit Protected View. After you leave Protected View, the document becomes a trusted document. 1

Exit protected view and edit when the yellow message bar displays 

On the Message Bar of the warning message, click Enable Editing.

Exit protected view and edit when the red message bar displays 

Click the File tab. The Backstage view displays the Protected View Warning on the Info tab.



Click Enable Editing.

Why can't I exit Protected View? If you cannot exit Protected View, it's possible that additional rules have been established in the Trust Centre, that block this particular document.

File Safety and Security

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Problem detected with a file If the file is from someone you know and trust, you can choose to edit it, but it is advisable to avoid opening or editing a file that seems suspicious. For example if:  the file came from someone you don’t know or trust  you weren’t expecting to receive the file  the content of the file seems unusual, for example, it appears to be a bill for something you never bought, or it’s causing your computer to display errors. If the file seems suspicious, close the file and delete it from your computer. Do not edit it. If it might be important, check with the person who sent you the file.

What happens to add-ins in Protected View? Application add-ins may run when a file opens in Protected View, but may not function as expected. If your add-ins are not running correctly, contact the add-in's author. An updated version, which is compatible with Protected View, may be needed.

Privacy Options This is also where you set your privacy options.

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File Safety and Security

Part 6: Solving problems

27. Recovering lost documents Although you will find this under version control, it is not so much a version control as a document recovery option. It is now easier to recover a Microsoft Word 2010 document if you close your file without saving or you want to review or return to an earlier version of the file you are working in.  AutoRecover files are files that save when Word locks or crashes.  AutoSave files are files that Word saves routinely while you are working on a document.

AutoRecover How Word handles AutoRecover files If Word crashes while you have documents open:  Word saves open files and generates a name for the file. 

~Wra####.asd, where #### is a number generated randomly by Windows.

When you start Word, it:  searches for any .asd files. If it finds any, it:  

renames each .asd file to [document name].wbk opens all AutoRecover files in the Document Recovery Pane.

It deletes the [document name].wbk file when you do either of the following:  Save the recovered file, or  Close the recovered file without saving it. To see how this works, go to Exercise 180: Manage a locked computer on page 232.

Set AutoRecover and AutoSave options AutoRecover files are saved as [name].asd files. You should set a location for these files so that you know where they are when you need them.

Recovering lost documents

Page 225

Exercise 174: Set AutoRecover and AutoSave options 1



Click File, Options, Save.



Ensure the Save AutoRecover information every x minutes check box is ticked. This will save documents to use if your system crashes



In the Minutes field, specify how often you want the program to save your data – if you work consistently in a document, 5 minutes is a long time.



Ensure the Keep the last autosaved version if I close without saving checkbox is ticked.



In the AutoRecover file location, set a path. It can be wise to nominate your own AutoRecover path so that you remember where it is.

Recover unsaved files (AutoSaved) You can choose to keep the last AutoSaved version of a file in case you accidentally close that file without saving, so that you can restore it the next time that you open the file. Also, while you are working in your file, you can access a list of the AutoSaved files for your current session from the File tab, Backstage view.

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Recovering lost documents

Exercise 175: Recover new versions of a file in Office 2010 1a



You will find this right at the bottom of your screen on the right hand side.



Click File, Recent, Recover Unsaved Documents.

Click File, Info, Manage Versions, and select your required version from the list.

Word will look in its UnsavedFiles folder. This is not the same path as the path for your AutoRecover files.

A window will open with your AutoSaved drafts. 

Select the file and then click Open. When the document opens, you will be given a warning.



Save this file immediately to its correct name and location.

Exercise 176: Browse to find lost files that have not been saved (AutoSaved) You can also browse to one of the following file locations to open the file, depending on your operating system. Files in this folder will be kept for four days after creation.  Windows 7/Windows Vista 

C:\Users\UserName\AppData\Local\Microsoft\Office\UnsavedFiles

 Windows XP 

C:\Documents and Settings\User_Name\Local Settings\Application Data\Microsoft\Office\UnsavedFiles

These file locations cannot be changed.

Recovering lost documents

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Recover saved files (AutoSaved) Exercise 177: Find and restore previously saved files (AutoSaved) You will open the last AutoSaved draft. 1



Open the file that you were working with.



Click File, Info, Versions.



Click the version required.

The document opens.



In the business bar at the top of the file, observe the message and click the appropriate response.  Restore will overwrite any previously saved versions with the last AutoSaved version of your file.  If you have saved a version after the AutoSave, you will be given the option to Compare.

Files in this folder will be kept for four days after creation or until you next modify the file, whichever is earlier.

Exercise 178: Browse to find previous versions (AutoSaved) You can also browse to one of the following file locations to open the file, depending on your operating system:  Windows 7/Windows Vista 

C:\Users\<username>\AppData\Roaming\Microsoft\<Application_Name>

 Windows XP 

C:\Documents and Settings\<username> \Application Data\Microsoft\<App Name>

All AutoSaved files are deleted when you close the program unless you have enabled Keep the last AutoSaved version if I close without saving, which will keep the last AutoSaved version.

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Recovering lost documents

28. Where to find help You can find help from within Word.

Exercise 179: The Getting Started Option 1



Click File, Help.

You will see a range of Help options.

Microsoft Office Help will take you to the Help that comes with Microsoft Office. Getting Started will take you out to the website where there are additional resources.

Online Help for Microsoft Word 2007 and 2010 Microsoft Word 2007 came with lots of on-line help, but unfortunately 2010 is not as well supported. If you cannot find what you need for 2010, you may well find that the 2007 instructions work fine. Microsoft Help

Where to find help

If you need help while you are working on a document, you can use the built-in Help system. This comes as standard with Microsoft Word 2007/10. 

Press the question mark screen to display the Help.



To pin the help dialog box on top, click the image of a Pin.

in the upper-right corner of your

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Microsoft On-line Training

Microsoft has provided the following training for 2010. Go to: http://office.microsoft.com/en-us/word-help/word-help-and-howto-FX101818070.aspx?CTT=97 You can access Word 2007 training from this page also.

Microsoft Knowledge Base

Go to this site if you have something odd happen to your document or want to do something you can’t find in the help or training. Go to http://support.microsoft.com/

The Word MVP Site (Microsoft Most Valuable Professional)

The Microsoft Most Valuable Professional site is more advanced than the knowledge base. Go to http://word.mvps.org/index.html

Help from on-line experts with Microsoft Word 2007/10 There are also Microsoft experts who offer free assistance online. Some send out newsletters. There are also mailing groups covering Microsoft issues. You can check out each of the following. This sort of information goes out of date quickly, so please let the publisher know if these are no longer available. If you are keen to explore all you can do with Microsoft Word, then getting tips sent to your inbox can be a good way of exploring new features. Allen Wyatt’s Word Tips

http://word.tips.net/ci.html You can get a daily or weekly tips newsletter.

TechRepublic Word Tips

http://www.techrepublic.com/search?q=Word+Tips You can get a daily or weekly tips newsletter.

Stephanie Krieger

http://www.arouet.net/ Stephanie is an MVP. She has lots of free information and also runs tutorials for a fee.

O’Reilly

http://oreilly.com/pub/topic/msp-microsoftoffice O’Reilly publishers has a full range of Microsoft Office manuals, downloadable as PDF files.

Shauna Kelly

http://shaunakelly.com/word/index.html Lots of free information, mostly fairly basic.

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Where to find help

Help from Microsoft with Microsoft Windows XP and Vista If you are struggling with any aspect of your operating system while you are working with Microsoft Word 2007/10, there is very comprehensive help on-line – probably as good as anything you will find in a book. Go to http://windows.microsoft.com/en-US/windows/help and from there select your operating system, either:  Windows 7  Windows Vista  Windows XP

Help from Microsoft for bullets, numbers and lists If you find that you want to get very good at working with bulleted or numbered lists, there are other online resources you can use to help you. Training 

Go to http://office.microsoft.com/training/Training.aspx?AssetID=RC102161651033&CTT=6

Help You will find a menu of help files here: 

http://office.microsoft.com/en-us/word/CH100626241033.aspx

And here: 

http://office.microsoft.com/en-us/word-help/CL101856392.aspx

Microsoft Help and Support Knowledge Base You will see lots of information on working with lists here. 

Go to http://support.microsoft.com/search/default.aspx?mode=a&query=numbered+lists&catalog=LC ID%3D1033&1033comm=1&spid=11377

List of Keyboard Shortcuts If you forget those keyboard shortcuts you don’t use very often, here they are. 

Go to http://office2010.microsoft.com/en-us/word-help/keyboard-shortcuts-for-microsoftword-HP010370109.aspx

Where to find help

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29. Trouble shooting

What to do when your computer locks up From time to time your computer will lock up while you are using Word.

Exercise 180: Manage a locked computer 1

If your computer locks, your document will fade and you will be presented with a dialog box offering you three options. 

If you need to take a break, you may choose to wait to see if it does manage to sort itself out. This is more likely than it was with Windows XP.



Otherwise you will probably want to click Restart the program.

When you do this Word tries to recover your document as it was when the system locked, so that you do not lose too much work. It uses the Auto-Recover option. To see how to set your Auto-Recover options go to Set AutoRecover and AutoSave options on page 225.

Sometimes you will get this message, but look at it carefully, as it often does not relate to the document that apparently locked. 

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Click OK.

Trouble shooting

When the process is completed, your system will re-boot. You will be presented with an open session of Word with a list of recovered files displayed in the left hand pane. The first file on the list is usually the one that was on your screen when your system locked. You will also normally see the one you last saved on the list. 

Review the list.



Click on the file you want to work on to display it on your screen.



Run through it to ensure it is OK.



Click Close to close the Document Recovery pane.

You will be offered some choices as to what you want to do with the remaining files. 

It is always wise to save them in case you find something terribly wrong with the file you have selected. You can always delete them later.

Diagnostics The Office diagnostics that was available in Word 2007 has been removed from Word 2010. You can try each of the following instead:  Run File, Check for Issues, Inspect Document, Inspect. Issues are often caused by hidden items in the file and so this might help remove the offending item.  If you want to repair the program itself, run the repair utility from the Control Panel. You will find this Repair option in Windows 7 when you go to Start, Control Panel, Programs and Features, Microsoft Office 2010, Change, Repair (or the equivalent path for previous operating systems).  You can configure Office to periodically download a diagnostic utility to check for system problems that may affect Office 2010. This may help Word give you more intelligent error messages.

Trouble shooting

Page 233

Exercise 181: Enable diagnostic utility

Page 234



Click File, Options to display the Word Options dialog box.



Click Trust Center.



Click Trust Center Settings.



Click Privacy Options.



Ensure Download a file periodically that helps determine system problems is ticked.



Click OK.

Trouble shooting

30. Other useful information

Accessibility for the sight impaired (Note that this document has not been optimised for the sight-impaired.) There is a range of techniques you can employ if you have sight difficulties. You can use the accessibility options provided with Windows 7, Windows Vista or Windows XP where you can:  set contrast options  enable the narrator  display a magnifier  fine tune display effects including the focus rectangle, and the cursor Go to Exercise 33: Set accessibility options (Windows 7) on page 45.  if you have an Intellipoint Mouse, you can change your pointer visibility options in your mouse software. Click Start, and type mouse in the search field. Select one of the options.  use the Zoom feature. Go to Exercise 10: Explore Zoom group on page 22.  use search and replace with the Highlight feature selected. Select Home, Find, Reading Highlight. This will highlight all instances of a particular word or feature.

Where-is? Looking for something you can’t find? Function

Instruction

Tools, Options

File, Options

Insert a File

Insert tab, Text group, Object More down arrow, Text from File, Insert file

Insert a Field

Insert tab, Text group, Quick Parts, Field

Insert a Symbol

Insert tab, Symbols group, Symbol

Other useful information

Page 235

Function

Instruction

Record a Macro

To Show the Developer tab go to The Developer Tab on page 40 for instructions Click Developer tab, Code group, Record Macro

Document Properties

File, Properties

Default “In line with File, Options, Advanced, Cut, copy and paste, Insert/paste pictures as: text” setting Convert Text to Table

Insert tab, Table group, Table, Convert Text to Table

Convert Table to Text

Table Tools, Layout tab, Data group, Convert to Text

Remove all Track Changes Markup

Review tab, Changes group, Accept, Accept all Changes OR Review tab, Changes group, Reject, Reject all Changes OR File, Info, Check for Issues, Inspect Document, tick Comments, Inspect. If you Accept, all annotations are removed and all changes are accepted

Modify or remove AutoText item

File, Options, Proofing, AutoCorrect Options, AutoCorrect. Modify as for previous versions

Edit Links

File, Info, Edit Links to Files. This command will not be visible if there are no links in the document

Where are those background files hidden? Finding important background documents in Word can be a challenge. Here are a few of them. File

File name

File Path in Windows 7?

File save

[name].docx

C:\Users\User\Documents

[name].docm



Change default in File, Options, Save, Default file location.



Choose any location when saving file.

My templates

[name].dotx

C:\Users\User\AppData\Roaming\Microsoft\Templates To change path, File, Options, Advanced, File Locations, User Templates.

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Other useful information

File

File name

File Path in Windows 7?

Normal and other Installed templates

Normal.dotx

C:\Users\User\AppData\Roaming\Microsoft\Templates Use this location to display templates from File, New. Blank or File New, My Templates. Change default My templates location through File, Options, Advanced, File Locations, User templates, Modify Locations.

Building Blocks Template

Building Blocks.dotx

C:\Users\User\AppData\Roaming\Microsoft\Document Building Blocks\1033\Building Blocks.dotx C:\Users\User\AppData\Roaming\Microsoft\Document Building Blocks\1033\14\Building Blocks.dotx Administrator only can change path. Additional templates can be added to path and all become available for building blocks functions. http://blogs.office.com/b/microsoftword/archive/2009/02/03/managing-and-administratingbuilding-blocks.aspx

User Saved Themes Templates

[name].thmx

C:\Users\User\AppData\Roaming\Microsoft\Templates\Docu ment Themes\[name].thmx Administrator only can change path. Additional templates can be added to path and all become available. Copy and paste to same location on the other computer.

Custom Quick Style sets

[name].dotx

C:\Users\User\AppData\Roaming\Microsoft\QuickStyles. Administrator only can change path. Additional templates can be added to path and all become available. Copy and paste to same location on the other computer.

Dictionary files

[name].dic

C:\Users\User\AppData\Roaming\Microsoft\UProof To change path, and add create additional dictionaries File, Options, Proofing, Custom Dictionaries.

AutoSaved files

~Wra####.asd

C:\Users\User\AppData\Roaming\Microsoft\Word These are the files offered when word restarts and gives you the Document Recovery Pane. You can also find them under File, Info, Versions. To change path:

Other useful information



Click File, Options, Save.



Click File, Options, Advanced, File Locations, AutoRecover Files

Page 237

File

File name

File Path in Windows 7?

AutoSaved backup files

[name].bak

C:\Users\User\AppData\Roaming\Microsoft\Word This is a backup of the ~Wra####.asd file. If all else fails you may be able to find this file in the .asd file location. To list all the .bak files, type ~wra*.bak in the File Name box.

UnsavedFiles

Unsaved-####.asd

These are the files offered when you go to File, Recent, Recover Unsaved Documents. C:\Users\User\AppData\Local\Microsoft\Office\UnsavedFiles Path cannot be changed.

Backup of previous version when you save your document

[name].wbk

User Saved Ribbon and Quick Access Toolbar files

[name].exportedUI

Copy is saved to location of original file. Set this option in File, Options, Advanced, Save, Always create backup copy. C:\Users\User\AppData\Local\Microsoft\Office Choose any location when saving file.

Did you know? Did you know…

Instruction

…you can browse by Click the grey ball towards the bottom of the scroll bar. object such as graphics, tables etc.? Select one of the options. Press Ctrl Page Down to find the next instance. …you can suppress Type \n 1-1 outside the inverted commas in your TOC code to suppress the page page number in TOC number for TOC 1 style. \n 1-2 would suppress line numbers for the first two TOC levels. …you can bold your Add \b to your index entry, for example, {XE"business overview" \b}. Index page numbers You can tick the checkbox for each index entry you add through References, Mark without bolding the Entry, Page number format, or you can edit all your field codes. Index entry If your Index style is bold, /b will un-bold the page number.

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Other useful information

Did you know…

Instruction

…you can autogenerate text

On a new line in Word, type =rand() and press Enter. Word will insert several paragraphs of text taken from the help pages. To control the amount of text displayed, type two numbers, separated by a comma inside the parentheses, the first figure for the number of paragraphs and the second for the number of sentences per paragraph. So, typing =rand(2,4) will generate two paragraphs with 4 sentences each.

...you can toggle between cases using Shift+F3

Highlight the word or phrase for which you want to change case. Press Shift+F3 to cycle through ALLCAP, lower case, and Title Case (in that order).

…you can display an Apply Styles pane using Ctrl, Shift, S

…you can change your default tab on the Ribbon

In Customize the Ribbon, move your preferred tab to the top position. It displays in the second postion on your ribbon (after File and before Home) as the default page when your document opens.

Possible customisations to the Ribbon Greyed out boxes are not applicable. …Ribbon

Add tab to

…default tab

…default group

…default command

…user created group on default tab

…user …user created created command tab on default tab

…user created group

…user created command



Add group to



Add command to Rename

 



 



Assign icon to

Other useful information

  



  Page 239

…Ribbon

Delete

Rearrange tabs on the (Ribbon)

…default tab

…default group

…default command

…user created group on default tab

Hide tab





…user created group



…user created command



Rearrange groups on a (tab)



Rearrange commands in (a group) Modify keyboard shortcut

…user …user created created command tab on default tab

 











Wrap up We do not claim to have covered all the new functions in Word 2010. There are too many for one book, but if you follow these instructions, you will find that Word 2010 can be fun, efficient, and easy to learn.

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Other useful information

Word 2010 Index .doc, 164 .docx, 164 .dot, 80 .dotm, 80 .dotx, 80, 164 .odt, 164 .thmx, 93 Access Keys, 169, 170 Customize the Quick Access Toolbar, 170 Customize the Ribbon, 170 accessibility, 235 Add-Ins tab, 81 assign value to style, 53 AutoCorrect, 70 add entry, 71 add entry during spell check, 72 add to Quick Access Toolbar, 73 automatic bullets turn off, 128 AutoRecover, 225 AutoRecover options, 226 AutoRecover options, 225 AutoSave options, 226 Backstage, 8 backwards compatibility, 2 badges, 171 key tip, 171 blog post, 201 manage accounts, 202 publish, 202 publish from Backstage, 203 tab, 201 blue wavy underline, 133 Building Blocks, 63 delete, 67 insert, 69 organise, 67 remove from gallery, 67 save template, 70 save to gallery, 65 template, 70 Building Blocks Organiser, 67, 69 building blocks.dotx, 63, 70 Built-In gallery, 89, 90, 91 bulleted lists, 125 Change File Type, 160 co-authoring, 204 manage conflicts, 207 restrict editing, 206 save to Sky Drive, 205 saving to shared drive, 204 SharePoint, 204, 208 Windows Live Sky Drive, 204 Color scheme, 17 combine documents, 140 commands, 5 comments

add, 133 delete, 134 navigate through, 134 compare documents, 138 compatibility with Word 2007, 149 with Word 97-2003, 149 Compatibility Pack, 3 compress image, 97, 117 picture, 97, 117 Content Controls, 177 design, 178 Design Mode, 178 group, 179 insert Combo Box, 180 Insert Date Picker, 180 Insert Drop Down List, 180 Insert Picture, 180 Insert Plain Text, 180 Insert Rich Text, 179 Properties, 179 remove, 178 contextual spelling blue wavy underline, 131 Contextual tab, see tabs, 100 Control Panel Accessibility, 45 Appearance and Themes, 45 category view, 42 classic view, 42 set language options, 44 Convert Table to Text, 124 Convert Text to Table, 123 create a new style, 52 create a table, 118 crop images, 101 crop marks, 101 currency options, 44 cut and paste options, 47, 94 date & time, 77 Developer tab, 40 Dialog Box Launcher, 7, 51 dialog boxes Date and Time, 77 Insert Picture, 96, 102 Spelling and Grammar, 131 Word Options, 86 Digital Signature, 145, 218 Disable Linked Styles, 52 display Word icons, 18 document E-mail, 159 inspect, 146, 148, 149 properties, 9, 76, 150 send, 159 type, 88 views, 21

Document Inspector, 146, 148, 149 document properties, 10 advanced properties, 152 complete, 151 insert as field, 76 show in document, 151 view, 150 Document Recovery, 233 down arrows, 7 E-mail a document, 159 Enable Live Preview, 17 equation, 78 format, 79 insert Built-In, 78 insert New, 79 save as Building Block, 79 field insert, 75 File Close, 8 Info, 8 insert, 75 New, 11 Open, 8 Print, 12 properties, 9 Recent, 10 Save, 8 Save & Send, 12 Save As, 8 Word Options, 13 file extensions, 3, 160 view, 160 File paths, 236 File tab, 8 file type change, 160 files AutoSaved, 237 AutoSaved backup, 238 dictionary, 237 unsaved, 238 user saved quick access toolbar, 238 user saved ribbon, 238 Find and Replace, 61 floating graphics, 94 font Arial, 49 Calibri, 49 Cambria, 49 change fonts, 91 Gabriola, 50, 114 Times New Roman, 49 Galleries, 63 Picture Styles Gallery, 100 green wavy underline, 133 groups, 5 Arrange group, 98 Styles group, 51 Table group, 118, 121, 122, 123, 236

Text group, 77 Themes group, 89, 91 Window group, 22 Zoom group, 21, 22 Help, 229 hide style from styles task pane, 53 images crop, 101 format, 98 lock aspect ratio, 99 resize, 98 In Line with Text, 94, 95 Info tab, 9 Information Rights Management, 145, 218 insert Building Blocks, 69 Built-In equation, 78 clip art, 96 Combo Box Content Control, 180 Date Picker Content Control, 180 Drop Down List Content Control, 180 field, 75 file, 75 new equation, 79 picture, 96 Picture Content Control, 180 Plain Text Content Control, 180 Quick Parts, 69 Rich Text Content Control, 179 Smart Art, 107 symbol, 75 table, 118, 123 inspect a document, 146, 148, 149 IRM, 218 keep source formatting, 48 keep text only, 48 Keep track of formatting, 55 Key Combinations, 169 Keyboard shortucts assign, 173 assign to styles, 174 language options, 44 set, 19 Links edit, 153 lists bulleted, 125 multilevel, 126 numbered, 125 troubleshooting, 127 update multilevel list style, 127 Live Preview enable, 17 lock aspect ratio on image, 99 Mail Merge add new entry to Recipient List, 187 Address Block, 194 Address Block, 188 associate Recipient List with document, 186

Create Group, 182 Create main document, 187 edit Recipient List, 187 Greeting Line, 189 Merge Field, 190 Preview Results, 191 Print envelopes, 182 Print labels, 183, 196 Recipient List, 185 View Field Codes, 190 Wizard, 192 Mailings Tab, 182 Manage Styles, 53 button, 52 mark formatting inconsistencies, 56 master documents, 199 maximize the Ribbon, 20 Microsoft Help, 229 Microsoft Knowledge Base, 230 Microsoft Most Valuable Professional, 230 Microsoft On-line Training, 230 Mini Toolbar how to use, 50 show, 17 Mini Translator, 213 how to use, 214 turn on and off, 213 minimize the Ribbon, 20 multilevel Lists, 126 My templates change path, 86 Navigation Pane, 60 browse headings, 62 browse pages, 62 Find, 60 search, 61 New Style button, 52 no style, 54 notification area, 4 number display options, 44 numbered lists, 125 Office Open XML, 3 OpenType ligatures, 114 Options, 13, 16 Page Layout adjust, 129 page number suppress in TOC, 238 password add, 143 paste options, 94 PDF clickable table of contents, 167 save as, 167 Save As, 165 phone working on Word, 209 picture brightness, 104

contrast, 104 sharpness, 104 picture editing artistic effects, 106 change colour, 105 picture correction, 103 remove background, 102 pin a document, 14 pin a file path, 15 Place Holder, 177 Print, 158 Print Preview, 155, 156 edit document in, 157 Privacy options, 224 Protect Document, 142, 143 Mark as Final, 143 password, 143 Restrict Editing, 143 Protected View, 219 Add-ins, 224 exit, 223 messages, 221 open file, 222 privacy options, 224 setting the rules, 219 protection start enforcement, 145 publish a document, 146 Quick Access Toolbar, 4, 5, 24 add commands, 25, 28 add document specific commands, 28 customize, 25, 27 move, 26, 27 organise commands, 26 print preview, 156 remove commands, 28 Quick Parts, 63 create, 68 define, 68 Gallery, 63, 68 insert, 69 view, 68 Read-only, 143 Recent Places, 15 Recommend tab, 53 Recover saved files, 228 Recover unsaved files, 227 red wavy underline, 133 redo the last action, 24 rename a tab, 34 Research Pane, 214 open, 214 translate, 215 restrict editing, 144 restrict formatting, 144 Review tab, 130 Ribbon, 5 add group to tab, 36 add icon for group, 36 add tab, 33

change order of groups, 37 change order of tabs, 35 commands, 37 customize, 31 export, 40 hide tab, 35 import, 39 maximise, 20 minimise, 20 name new group, 34 name new tab, 34 remove commands, 38 remove custom tab, 36 Save As PDF, 165 Screenclipping insert, 116 Screenshot, 115 insert, 115 send a document, 159 Set Defaults tab, 54 set language options, 44, 77 Shapes, add effects, 113 SharePoint save documents to, 208 shortcuts, 169 Show Mini Toolbar, 17 Show ScreenTips, 17 show style in styles task pane, 53 Sky Drive, 205 open documents, 206 share documents, 206 Smart Art format, 109 insert, 107 label, 108 spelling and grammar options, 130 Start button, 42 status bar, 4 style add to Styles Gallery, 58 apply, 57 assign value, 53 create new from formatting, 57 create new from the Styles Gallery, 57 hide style from styles task pane, 53 remove from Styles Gallery, 58 show style in styles task pane, 53 Style Inspector button, 52 Style Set, 58 Styles, 51 Styles Gallery, 57 add style, 58 remove style, 58 Styles Task Pane, 51, 54 Show Preview, 51 suppress page number in TOC, 238 symbol insert, 75 table

adjust column width, 121 adjust row height, 121 apply table style, 119 convert to text, 121 create, 118 create new table style, 121, 122 delete column, 120 delete row, 120 distribute columns evenly, 121 format, 120 insert column, 120 insert formula, 121 insert row, 120 insert table, 118 merge cells, 120 repeat header row, 121 sort, 121 split cells, 120 tabs, 5 Add-Ins, 81 Contextual, 100 Page Layout, 88, 129 Review, 130 Set Defaults, 54 View, 21, 22 task bar, 4, 6 template extensions, 80 select, 83, 201 select user defined, 84 templates, 236 Building Blocks, 237 Built-In, 80 create, 87 modify, 87 My templates path, 86 Normal, 237 Normal template, 57 Quick Style Sets, 237 Themes, 237 Text Effects, 111 bevel, 112 glow, 113 outline, 111 reflect, 113 shadow, 112 The Translator, 216 translate an entire file, 216 theme colours, 89 effects, 92 fonts, 91 save colours, 91 save fonts, 92 save new theme, 93 time and date options, 44 Track Changes, 134 accept, 137 accept all, 137 change user name, 135 Changes group, 134

hide all, 136 inspect document, 138 inspect document for, 137 Markup, 135 reject, 137 reject all, 137 remove all, 138 set options, 135 show comments, 136 show Formatting, 136 show Ink Annotations, 136 show Insertions and Deletions, 136 show Markup Area Highlight, 136 show Reviewers, 136 Tracking group, 134 turn off, 135 translate a few words, 213

translate a file, 216 translate a section, 214 translation, 211 set languages, 211 the Mini Translator, 213 type face, 49 undo the last action, 24 un-protect a document, 145 use destination styles, 48 View Side by Side, 23 Where are file paths, 236 Where-is, 235 Word Options, 13 zoom in, 22 zoom out, 22