Microsoft Word 2010 Upgrade: Building on Word 2007 by Christine Kent

MICROSOFT WORD 2010 UPGRADE FROM 2007 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

Building on Word 2007

Microsoft Word 2010 Upgrade: Building on Word 2007 © Copyright Christine Kent, February 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.

Table of Contents Part 1: The new File tab and Backstage view ................................................................................7 Who is this book for? ......................................................................................................................................................... 7 About Microsoft Word 2010 .............................................................................................................................................. 7 How different is 2010 from 2007?............................................................................................................................................ 7

Why upgrade to Microsoft Word 2010.............................................................................................................................. 7 The Word 2010 Window.................................................................................................................................................... 8 The File tab ........................................................................................................................................................................ 9

1. The File, Info tab..................................................................................................................................... 10 What’s on the Info tab? ................................................................................................................................................... 10 Exercise 1: What’s on the Info tab? .................................................................................................................... 10 Permissions...................................................................................................................................................................... 11 Protect your document with passwords, permissions, and other restrictions ......................................................................... 11

Exercise 2: Protect your Word 2010 document from the File tab ....................................................................... 11 Mark as Final......................................................................................................................................................................... 12

Exercise 3: Mark as Final (read-only) .................................................................................................................. 12 Encrypt with Password .......................................................................................................................................................... 12

Exercise 4: Encrypt with Password ...................................................................................................................... 12 Restrict editing ...................................................................................................................................................................... 13

Exercise 5: Restrict editing .................................................................................................................................. 13 Exercise 6: Turn off restrictions........................................................................................................................... 15 Restrict Permission by People using IRM using Information Rights Management (IRM) .......................................................... 15 Add a Digital Signature .......................................................................................................................................................... 16

Exercise 7: Add a Digital Signature ...................................................................................................................... 16 Prepare for sharing .......................................................................................................................................................... 16 Check for Issues..................................................................................................................................................................... 16 Inspect a document ............................................................................................................................................................... 17

Exercise 8: Inspect a document ........................................................................................................................... 17 Check Accessibility ................................................................................................................................................................ 19

Exercise 9: Check Accessibility ............................................................................................................................ 19 Check Compatibility .............................................................................................................................................................. 20

Exercise 10: Check Compatibility with earlier versions ....................................................................................... 20 Manage Versions ............................................................................................................................................................. 20 Work with document properties ..................................................................................................................................... 21 Exercise 11: View document properties in Backstage view ................................................................................ 21 Exercise 12: Complete document properties ...................................................................................................... 22 Exercise 13: Show properties within document .................................................................................................. 22 Exercise 14: Insert document properties as fields .............................................................................................. 24 Open File Location ........................................................................................................................................................... 24 Edit Links .......................................................................................................................................................................... 25 Exercise 15: Edit Links from the Info tab ............................................................................................................. 25

2. File, Recent ............................................................................................................................................. 27 The Recent Documents menu ......................................................................................................................................... 27 Working with the Recent Documents list ............................................................................................................................... 27

Exercise 16: Launch a document from the Recent Documents list ..................................................................... 27 Exercise 17: Pin a document to the Recent Documents list ................................................................................ 28 Exercise 18: Pin a file path to the Recent Places list ........................................................................................... 28 Working with the Recent Documents list in Windows 7 ......................................................................................................... 29

Exercise 19: Launch a document from the Recent Documents list ..................................................................... 29

3. File, New ................................................................................................................................................ 30 What’s new in templates? ............................................................................................................................................... 30 Create and modify templates ................................................................................................................................................ 30

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How to select templates ........................................................................................................................................................ 30

Exercise 20: Select a Microsoft template to create a new document ................................................................. 31 The default templates location .............................................................................................................................................. 32 Create additional tabs for My templates location .................................................................................................................. 32 View or change default My templates location ...................................................................................................................... 32

Exercise 21: View or change default My templates location .............................................................................. 32

4. File, Print ................................................................................................................................................ 34 Print Preview from the File tab ........................................................................................................................................ 34 Exercise 22: Print Preview document from the File tab ...................................................................................... 34 Print Preview from the Quick Access Toolbar.................................................................................................................. 35 Exercise 23: Add Print Preview to the Quick access toolbar ............................................................................... 35 Exercise 24: Print Preview document from the Quick access toolbar ................................................................. 36 Edit a document while in Print Preview ........................................................................................................................... 36 Exercise 25: Edit a document while in Print Preview .......................................................................................... 37 Print a document ............................................................................................................................................................. 38 Exercise 26: Print a document............................................................................................................................. 38

5. File, Save & Send .................................................................................................................................... 39 Send Using E-mail ............................................................................................................................................................ 39 Exercise 27: Send a document ............................................................................................................................ 39 Save to Web..................................................................................................................................................................... 40 Save to SharePoint........................................................................................................................................................... 40 Publish as Blog Post ......................................................................................................................................................... 40 Change File Type .............................................................................................................................................................. 40 Exercise 28: Save a document from 2010 to 2003 .............................................................................................. 41 Exercise 29: Change a file type from the Backstage view ................................................................................... 42 File formats supported in 2010 .............................................................................................................................................. 43

Save a document as a PDF file ......................................................................................................................................... 44 Exercise 30: Save as PDF ..................................................................................................................................... 44 Exercise 31: Create clickable Table of Contents .................................................................................................. 46

6. File, Options ........................................................................................................................................... 47 Exercise 32: Use Word options ........................................................................................................................... 47 Set some common options .............................................................................................................................................. 48 Exercise 33: Set the most common options ........................................................................................................ 48 Set language .................................................................................................................................................................... 50 Change cut and paste and insert image defaults ............................................................................................................. 51 Exercise 34: Set cut and paste and insert image defaults ................................................................................... 51 Assigning your own keyboard shortcuts .......................................................................................................................... 53 Exercise 35: Assign keyboard shortcuts .............................................................................................................. 53 Apply keyboard shortcuts to styles ........................................................................................................................................ 54

Exercise 36: Assign keyboard shortcuts to multiple styles .................................................................................. 54 Exercise 37: Assign keyboard shortcuts to a single style ..................................................................................... 55 Opening documents in Protected View Mode................................................................................................................. 56 Setting the rules .................................................................................................................................................................... 57

Exercise 38: Setting the rules .............................................................................................................................. 57 What files open in Protected View? ....................................................................................................................................... 59 Protected View Messages...................................................................................................................................................... 59

Exercise 39: Open in Protected View .................................................................................................................. 60 Exercise 40: Exit Protected View ......................................................................................................................... 61 Why can't I exit Protected View? ........................................................................................................................................... 61 Problem detected with a file ................................................................................................................................................. 61 What happens to add-ins in Protected View? ........................................................................................................................ 61

Privacy Options ................................................................................................................................................................ 62

Part 2: Getting around in Word 2010 ......................................................................................... 63

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7. The Quick Access Toolbar and the old toolbars ...................................................................................... 63 Evaluating your toolbars and the Add-Ins tab ................................................................................................................. 63 What to do with Styles now the toolbars are gone ......................................................................................................... 64 Exercise 41: Place your most commonly used styles on the Styles Gallery ......................................................... 64 Exercise 42: Place your most commonly used styles on the Styles Pane ............................................................ 65 Exercise 43: Place the Style dropdown on the Quick Access Toolbar ................................................................. 65 Place your styles onto macros and create a tab on the ribbon ................................................................................................ 66

8. Customize the Ribbon ............................................................................................................................ 67 The Customize the Ribbon window ................................................................................................................................. 67 Exercise 44: Get to the Customize the Ribbon window ...................................................................................... 67 Work with tabs on the Ribbon ......................................................................................................................................... 69 Exercise 45: Add a custom tab ............................................................................................................................ 69 Exercise 46: Hide a default or custom tab........................................................................................................... 71 Exercise 47: Change the order of default or custom tabs ................................................................................... 71 Exercise 48: Remove a custom tab...................................................................................................................... 72 Work with custom groups ............................................................................................................................................... 72 Exercise 49: Add a custom group to a tab ........................................................................................................... 72 Exercise 50: Add an icon to represent the custom group ................................................................................... 72 Exercise 51: Change the order of the default and custom groups ...................................................................... 73 Work with commands in custom groups ......................................................................................................................... 73 Exercise 52: Add or remove commands for a custom group .............................................................................. 73 Reset the ribbon .............................................................................................................................................................. 74 Exercise 53: Reset the ribbon to the default settings ......................................................................................... 74 Import and Export a customized Ribbon (and Quick Access Toolbar) ............................................................................. 75 Exercise 54: Import a customized ribbon ............................................................................................................ 75 Exercise 55: Export a customized ribbon ............................................................................................................ 75 The Developer Tab........................................................................................................................................................... 76 Exercise 56: Display the Developer tab – path 1 ................................................................................................. 76 Exercise 57: Display the Developer tab – path 2 ................................................................................................. 77 Access Keys and customisations of the Ribbon and Quick Access Toolbar ..................................................................... 77 What you can and cannot do to customize the Ribbon ................................................................................................... 78

9. The Home tab, Editing group and the Find and Replace commands ....................................................... 79 The Navigation Pane ............................................................................................................................................................. 79

Exercise 58: Search for text ................................................................................................................................. 79 Exercise 59: Replace text..................................................................................................................................... 80 Exercise 60: Get a bird’s-eye view of your document and re- organise .............................................................. 81

10. The Review tab, Tracking group ............................................................................................................. 82 Work with Track changes ...................................................................................................................................................... 82

Exercise 61: Switch on Track Changes and set options ....................................................................................... 82 Exercise 62: Choose which tracked changes to display ....................................................................................... 83 Exercise 63: Accept or reject tracked changes .................................................................................................... 85 Exercise 64: Check that all tracked changes and comments have gone ............................................................. 85 Compare and combine documents ........................................................................................................................................ 86

Exercise 65: Compare documents ....................................................................................................................... 86 Exercise 66: Combine documents ....................................................................................................................... 88

11. Taskbar settings ..................................................................................................................................... 90 Exercise 67: Display one document icon in the Taskbar and tab between all open documents ......................... 90

Part 3: Graphical enhancements in Word 2010 .......................................................................... 91 12. Background to graphical enhancements ................................................................................................. 91 Compatibility of graphical enhancements with previous versions .................................................................................. 91 Using graphical enhancements and managing file size ................................................................................................... 91 Exercise 68: Compress image .............................................................................................................................. 92 The Clipboard group and cut and paste options.............................................................................................................. 92

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Exercise 69: Set cut and paste default options ................................................................................................... 93 Exercise 70: Manually select cut and paste options ............................................................................................ 94

13. Visual Effects .......................................................................................................................................... 95 Add visual effects to your text and shapes ...................................................................................................................... 95 Exercise 71: Outline, Shadow, Reflect or Glow your text or shapes.................................................................... 95

14. Smart Art ................................................................................................................................................ 98 Insert and modify Smart Art ............................................................................................................................................ 98 Exercise 72: Insert Smart Art ............................................................................................................................... 98 Use both text and pictures .................................................................................................................................................... 99 The Picture set .................................................................................................................................................................... 100

15. Picture editing ...................................................................................................................................... 101 Format images with the Picture Adjustment tools ........................................................................................................ 101 Exercise 73: Get to the Picture Tools, Format tab, Adjust group ...................................................................... 101 Remove Background options ......................................................................................................................................... 102 Exercise 74: Remove Background ..................................................................................................................... 102 Picture Correction options............................................................................................................................................. 103 Exercise 75: Correct picture .............................................................................................................................. 103 Colour Options............................................................................................................................................................... 104 Exercise 76: Apply artistic effect to picture ....................................................................................................... 104 Artistic Effect Options .................................................................................................................................................... 105 Exercise 77: Apply artistic effect to picture....................................................................................................... 105

16. Text layout for desktop publishing ....................................................................................................... 107 Enable and disable OpenType Ligatures ........................................................................................................................ 107 Exercise 78: Enable OpenType Ligatures ........................................................................................................... 107 Exercise 79: Disable OpenType Ligatures entirely ............................................................................................. 108 Work with Screenshots .................................................................................................................................................. 109 Exercise 80: Insert screenshot of full screen ..................................................................................................... 109 Exercise 81: Insert screen clipping .................................................................................................................... 109

Part 4: Some Windows Settings ............................................................................................... 111 17. Set some options in Control Panel ........................................................................................................ 111 Open the Control Panel (Windows 7) ............................................................................................................................ 111 Exercise 82: Open the Control Panel in Windows 7 .......................................................................................... 111 Set language options ..................................................................................................................................................... 114 Exercise 83: Set language options in the Control Panel (Windows 7) ............................................................... 114 Set accessibility options ................................................................................................................................................. 115 Exercise 84: Set accessibility options (Windows 7) ........................................................................................... 115 View file extensions ....................................................................................................................................................... 116 Exercise 85: View file extensions, Windows 7 ................................................................................................... 116

Part 5: Interfacing with external products ................................................................................ 119 18. The Language group and Translation options ....................................................................................... 119 Set translation languages .................................................................................................................................................... 119

Exercise 86 – Set Translator languages ............................................................................................................. 119 The Mini Translator ............................................................................................................................................................. 121

Exercise 87 – Turn the Mini Translator on or off............................................................................................... 121 Exercise 88 – Use the Mini Translator ............................................................................................................... 122 The Research Pane .............................................................................................................................................................. 122

Exercise 89 – Open the Research Pane ............................................................................................................. 122 Exercise 90 – Translate selected text ................................................................................................................ 123 The Translator ..................................................................................................................................................................... 124

Exercise 91 – Translate a whole file .................................................................................................................. 124

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Translation language services .............................................................................................................................................. 125

19. Publishing to a Blog .............................................................................................................................. 126 Write and publish a blog post ........................................................................................................................................ 126 Exercise 92: Write and publish a blog post from a blog template .................................................................... 126 Exercise 93: Manage your blog accounts .......................................................................................................... 127 Publish a Blog Post from Backstage ............................................................................................................................... 128 Exercise 94: Publish a Blog Post from Backstage............................................................................................... 128

20. Remote access to documents ............................................................................................................... 129 Co-authoring .................................................................................................................................................................. 129 Set-up requirements ........................................................................................................................................................... 129 Saving to your shared drive ................................................................................................................................................. 129

Collaboration using Sky Drive ........................................................................................................................................ 130 Saving to Sky Drive .............................................................................................................................................................. 130

Exercise 95: Save to Sky Drive ........................................................................................................................... 130 Sharing documents on Sky Drive.......................................................................................................................................... 131 Opening documents from Sky Drive ..................................................................................................................................... 131 Working on shared documents and restricting editing ......................................................................................................... 131

Exercise 96: Restrict authors from editing specific parts of the document ...................................................... 131 Managing Conflicts for documents amended off-line ........................................................................................................... 132 Additional resources ........................................................................................................................................................... 133

Save to SharePoint......................................................................................................................................................... 133 Exercise 97: Save to SharePoint ........................................................................................................................ 133 Additional resources ........................................................................................................................................................... 134

Word on Your Phone ..................................................................................................................................................... 134 Accessing your documents through SharePoint ................................................................................................................... 134 Other ways of accessing your documents ............................................................................................................................ 134

Part 6: Solving problems ......................................................................................................... 135 21. Manage “keep track of formatting” ...................................................................................................... 135 Exercise 98: Turn “Keep track of formatting” on or off ..................................................................................... 135

22. Recovering lost documents .................................................................................................................. 137 AutoRecover .................................................................................................................................................................. 137 How Word handles AutoRecover files .................................................................................................................................. 137 Set AutoRecover and AutoSave options ............................................................................................................................... 137

Exercise 99: Set AutoRecover and AutoSave options ........................................................................................ 137 Recover unsaved files (AutoSaved) ............................................................................................................................... 138 Exercise 100: Recover new versions of a file in Office 2010 ............................................................................. 138 Exercise 101: Browse to find lost files that have not been saved (AutoSaved) ................................................. 139 Recover saved files (AutoSaved) .................................................................................................................................... 139 Exercise 102: Find and restore previously saved files (AutoSaved) .................................................................. 139 Exercise 103: Browse to find previous versions (AutoSaved)............................................................................ 140

23. Where to find help ............................................................................................................................... 141 Exercise 104: The Getting Started Option ......................................................................................................... 141 Online Help for Microsoft Word 2007 and 2010 ........................................................................................................... 141 Help from on-line experts with Microsoft Word 2007/10 ............................................................................................. 142 Help from Microsoft with Microsoft Windows .............................................................................................................. 143 Help from Microsoft for bullets, numbers and lists ....................................................................................................... 143

24. Trouble shooting .................................................................................................................................. 144 Diagnostics..................................................................................................................................................................... 144 Exercise 105: Enable diagnostic utility .............................................................................................................. 144

25. Other useful information...................................................................................................................... 145 Accessibility for the sight impaired ................................................................................................................................ 145 © Christine Kent

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Where-is? ...................................................................................................................................................................... 145 Where are those background files hidden? ................................................................................................................... 146 Did you know? ............................................................................................................................................................... 148 Supported file formats................................................................................................................................................... 149 Wrap up ......................................................................................................................................................................... 149

Word 2010 Index ....................................................................................................................................... 151

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ÂŠ Christine Kent

Part 1: The new File tab and Backstage view

Who is this book for? This book covers the significant new features and functions of Word 2010, and a few of those things we all forget how to do, no matter how many earlier versions of Word we have used. The information is organised according to screen layout rather than work practices, meaning you will need to already know what you want to do to make this book work for you. It covers features and functions only, not layout and navigation except where that impacts on features and functions. It assumes proficiency in 2003 and/or 2007. If you need more details than this book offers, you may prefer Microsoft Word 2003 to 2010: a new way of working which deals with the changes in much more detail. 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, which has less functionality that the full Word 2010.

About Microsoft Word 2010 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.

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.

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.

The File, Info tab

ÂŠ Christine Kent

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6. 7. 8. 9. 10.

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.

We will look at all of these in this workbook.

The Word 2010 Window The interface has not changed significantly from 2007 to 2010, with one important exception. The Office button has been replaced with the File tab, which gives access to all the actions that can be completed on the document as a whole.

File Tab

Quick Access Toolbar

Tabs

Ribbon

Work Area

Status Bar

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The File, Info tab

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.

The File, Info tab

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

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

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.

The File, Info tab



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.



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. These are the document properties.

Permissions

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.

Exercise 2: Protect your Word 2010 document from the File tab 1

To protect your document: 

The File, Info tab

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

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You are offered five options: 

Mark as Final



Encrypt with Password



Restrict editing



Restrict Permission by People



Add a Digital Signature

For more information on each of these options see below.

Mark as Final Exercise 3: Mark as Final (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.

Encrypt with Password Exercise 4: Encrypt with Password You can prevent others from opening your document and seeing the content.

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The File, Info tab



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.

Restrict editing Exercise 5: 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.

The File, Info tab

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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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The File, Info tab

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

Exercise 6: 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.



Click Stop Protection.



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



Click OK.

Restrict Permission by People using IRM 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

The File, Info tab

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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 7: Add a Digital Signature 1



Click File, Info, Protect Document.



Click Add a Digital Signature to add a visible or invisible digital signature.

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. Click Learn more about digital IDs in Office to learn more about digital signatures.

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.

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The File, Info tab

Inspect a document Exercise 8: 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.

The File, Info tab

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When the inspection is finished, the Document Inspector window displays again, this time with information about problems, and the option 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 91.



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

next to that group

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

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Click Reinspect

and repeat.

The File, Info tab

Check Accessibility Exercise 9: Check Accessibility 1



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

The File, Info tab

Click File, Info, Check Accessibility.

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

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Check Compatibility Exercise 10: Check Compatibility with earlier versions 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 137 for full instructions on how to use this function.

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The File, Info tab

There is a level of version control available in co-authoring. For more information on what this entails, go to Co-authoring on page 129.

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 menu. Once you have filled your properties out here, you can insert them as fields in your document from the Insert menu.

Exercise 11: 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.

The File, Info tab

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Exercise 12: 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 13: Show properties within document 1

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

Click File, Info.



Click Properties.

The File, Info tab



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

The File, Info tab

displays on your Quick Access Toolbar.

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Exercise 14: 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

Insert document properties from Insert, Quick Parts 

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



Select one of the properties from the list.

Note that not all properties display here.

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.

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.

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The File, Info tab

Edit Links If you have links in your document, go to the File tab, and go to the bottom right corner beneath Properties.

Exercise 15: 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.



The File, Info tab

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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The File, Info tab

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.

The Recent Documents menu Pinning a document to the Recent Documents menu so that it is available every time you start Word was available in 2007, but a neat new addition in 2010 is pinning a file path to the Recent Documents menu.

Working with the Recent Documents list Exercise 16: Launch a document from the Recent Documents list This can save you time looking for your document. 1

ď&#x201A;§

Click the File tab in the top left hand corner.

The Backstage view displays.

File, Recent

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

Click Recent.

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



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

Exercise 17: Pin a document to the Recent Documents list You can also “pin” a document so that it stays in the list. 1



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.

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

Exercise 18: 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

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

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

File, Recent

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 19: 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.



Find Microsoft Word 2010, and hover your cursor over.

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.



Click the faded button.

Your document will be moved under the Pinned heading.

File, Recent

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

What’s new in templates? Microsoft Word 2010 comes with a wider range of templates than previous versions, and with some different types of templates. File extensions are the same as 2007.

Create and modify templates 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.

How to select templates This is much the same as 2007. 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.

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File, New

Exercise 20: 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.  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.



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.

File, New

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The default templates location Templates are stored by default in two different locations. You can change the My templates path, which is where your own user templates are stored. 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

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.

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

Exercise 21: View or change default My templates location

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

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.

File, New

ď&#x201A;§

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.

File, New

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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 these settings.

Print Preview from the File tab You can Print Preview from the File tab, but you can also access the 2007 Print Preview if you place the command on your Quick Access Toolbar. Significantly it is possible to perform far more editing of the preview itself from the old command than with this new layout. Go to Print Preview from the Quick Access Toolbar on page 35 for instructions.

Exercise 22: Print Preview document from the File tab 1

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ď&#x201A;§

Click the File tab, Print.

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File, Print

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 multiples. 

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 23: 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 first you have to find it first. 1



Right click anywhere on the Ribbon to display a pop-up.



Click Customize Quick Access Toolbar.

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. 

File, Print

Select All Commands.

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

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 24: 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.

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 Print Preview from the Quick Access Toolbar on page 35.

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File, Print

Exercise 25: 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.

File, Print

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Print a document The print functions are now all together in the Backstage view.

Exercise 26: 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 Print Preview from the Quick Access Toolbar on page 35.

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

Click Print.

File, Print

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 27: Send a document 1

ď&#x201A;§

File, Save & Send

Click the File, Send Using Email.

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You are offered a range of options for sending the document to other people. 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.

Save to Web At this stage, Save to Web currently means Save to Windows Live Sky Drive. It is part of the coauthoring functions. Go to Collaboration using Sky Drive on page 130.

Save to SharePoint Save to SharePoint is also part of the co-authoring functions. Go to Save to SharePoint on page 133.

Publish as Blog Post It is also possible to build a document using a blog template and post that document direct to your nominated blog. Go to Publishing to a Blog on page 126.

Change File Type Word 2003 files can be opened in 2010, and saved in 2010 as either a 2003 or a 2010 file.

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File, Save & Send

Word 2007 and 2010 files 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, go to View file extensions on page 116 for instructions.

Exercise 28: Save a document from 2010 to 2003 1



Click File.



Click Save As.

The Save As dialog displays. Yours may look different to this.

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.

File, Save & Send

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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 Check Compatibility on page 20 to make sure yours is switched on. In the case shown in the image, the arrows will lose their shadow â&#x20AC;&#x201C; not a big issue, so click Continue.

Exercise 29: Change a file type from the Backstage view 1

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Click File, Save & Send, Change File Type.

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File, Save & Send

You are offered a range of options. 

Click the file type you want. (see more on these below)



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.

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

File, Save & Send

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Save a document as a PDF file You can now save your file as a PDF document directly from within Word 2007/10.

Exercise 30: Save as PDF 1

From within your document, save as a Word document first then: 

Click File, Save and Send.

Click Create PDF/XPS Document.

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.

File, Save & Send



Select whether you are publishing to print or web. The resolution for web can be lower resulting in smaller files.



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 changes.



Click Publish.

to accept

Be patient, this may take a while. A PDF file will display automatically when complete.

File, Save & Send

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Exercise 31: 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, change your settings in the Word 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.

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File, Save & Send

File, Options In Word 2003 and earlier, you set general document options by clicking Options on the Tools menu. In Word 2010, Options are now found on the File menu, in the Backstage view.

Exercise 32: Use Word options 1



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



Click Options.

The Word Options window displays with the General options for working with Word view displayed by default.



If it is not already selected, click General.

Notice the user interface, personalization, and startup options. For example, here is where you can set your colour scheme.

File, Options

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

Click Display to see some of the elements you can show and hide in your document as you work, for example, paragraph marks, tab marks, and spaces.



Click Proofing, and notice the various options for AutoCorrect, spelling, and grammar.



Click other tabs, such as Save, Language, and Advanced, to see what else you can customize in working with your document. Note that here you can also customize the Quick Access Toolbar and the commands that appear on the ribbon.

Set some common options You will do this once on your own computer, but you will find it useful to remember these are settings that can be turned on and off if you are working on other computers.

Exercise 33: Set the most common options 1



Click the File tab in the top left hand corner.

The Backstage view displays.



Click Options

to display the Word Options dialog box.

General options for working with Word display by default.

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File, Options

Show Mini Toolbar You either love this or hate it. If you normally use styles to format text, you may want it turned off. If you format manually you will love 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.

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

File, Options

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

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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.

Set language Very often you will find yourself confused between American, English and Australian spelling. 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. 

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Click OK.

File, Options



Click OK

to save changes.

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

Exercise 34: Set cut and paste and insert image defaults 1

File, Options



Click the File tab.



Click Options



Click Advanced.



Scroll down to Cut, copy and paste.

to display the Word Options dialog box.

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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.

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File, Options

Assigning your own keyboard shortcuts Sometimes Microsoft has just not done what you want with the pre-defined Access Keys and Keyboard shortcuts and in these cases you can set your own keyboard shortcuts.

Exercise 35: 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.

File, Options

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

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 36: 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 54

File, Options



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 37: 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.

File, Options

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ď&#x201A;§

Click Format, Shortcut key.

The Customize Keyboard window displays but this time with just a single style available to be modified.

Complete assignment as per Step 5 onwards in Exercise 36: Assign keyboard shortcuts to multiple styles on page 54.

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.

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File, Options

Setting the rules Exercise 38: Setting the rules 1



Click File, Help, Options.



Click Trust Center.



Click Trust Center Settings.

File, Options

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

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.

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File, Options

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.

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.

File, Options

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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 39: 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

Click the File tab, Open, to display the Open dialog box.



Click the Arrow on the Open button.

A drop down menu displays.

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

Click Open in Protected View.

File, Options

Exercise 40: 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.

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.

File, Options

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Privacy Options This is also where you set your privacy options.

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File, Options

Part 2: Getting around in Word 2010

The Quick Access Toolbar and the old toolbars 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. It is much the same as it was in 2007. When you first start up Word 2010, the Quick Access Toolbar is located in the upper-left corner next to the Microsoft Word symbol, but you can move this below the ribbon if you prefer.

You can customize a toolbar at user level, template level and document level. User defined commands display first, followed by document level commands. When there are too many for a single row, Word gives you arrows to click to extend the row. It does not display two rows.

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 the 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?

The Quick Access Toolbar and the old toolbars

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 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.

What to do with Styles now the toolbars are gone For the most part, the Quick Access Toolbar will replace any other toolbars you used in previous versions, except for styles, which you cannot place on this toolbar. The loss of the toolbars for applying most commonly used styles has created major headaches for experienced users of Word. This is one solution. It is messy to set up but works well once you are used to it. Follow each of the exercises below.

Exercise 41: Place your most commonly used styles on the Styles Gallery 1



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 Group 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.

Manage Styles 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”)

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The Quick Access Toolbar and the old toolbars

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.

Select styles to display in Styles Gallery 

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.

Exercise 42: Place your most commonly used styles on the Styles Pane 1



Establish how many styles display in the Styles Pane without scrolling. This depends on your monitor but 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 and if I am using my lesser used styles, I tend to work from it and ignore the Styles Group.

Exercise 43: Place the Style dropdown on the Quick Access Toolbar 1

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.

The Quick Access Toolbar and the old toolbars

Page 65



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.



Select Popular Commands.



Scroll down the list that displays below until you find this Style option .



Click the Add

button.

The command is added to the right hand side column. Complete as normal.

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 67.

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The Quick Access Toolbar and the old toolbars

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. Check the table on Access Keys and customisations of 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 Access Key keyboard shortcuts. What you can and cannot do to customize the Ribbon on page 77 for a list of legal actions.

The Customize the Ribbon window Exercise 44: Get to the Customize the Ribbon window 1

ď&#x201A;§

Click File, Options.

Customize the Ribbon

ÂŠ Christine Kent

Page 67



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 45: 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

Page 69

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 & group later.

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 46: 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, but the word (Custom) does not appear in the ribbon. 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 47: 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 48: 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. 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 49: 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 50: 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 51: 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 52: 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

Page 73

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.

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 or only the selected tabs to their original state. When you reset all tabs on the ribbon, you also reset the Quick Access Toolbar to show only the default commands.

Exercise 53: 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: 

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Click Reset all customizations.

Customize the Ribbon

Import and Export a customized Ribbon (and Quick Access Toolbar) 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 54: 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.

Exercise 55: 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.

Customize the Ribbon

Page 75

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 56: Display the Developer tab – path 1 1



Click the File tab in the top left hand corner.

The Backstage view displays.



Click Options



Click Customize Ribbon.

to display the Word Options dialog box.

This displays the Customize the Ribbon and keyboard shortcuts window.

Page 76



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 57: 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.

Access Keys and customisations of 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 Access Key keyboard shortcuts.

Customize the Ribbon

Page 77

What you can and cannot do to customize the Ribbon Greyed out boxes are not applicable. …Ribbon

Add tab to

…default tab

…default group

…default command

…user created group on default tab



Add command to



 



Assign icon to

…user created command

 



Delete

Hide tab





 



Rearrange groups on a (tab)



Rearrange commands in (a group)

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…user created group

 

Rename

Modify keyboard shortcut

…user created tab



Add group to

Rearrange tabs on the (Ribbon)

…user created command on default tab

 











Customize the Ribbon

The Home tab, Editing group and the Find and Replace commands 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.

The Navigation Pane Exercise 58: 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.

The Home tab, Editing group and the Find and Replace commands

Page 79



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 59: 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.

Page 80



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.

The Home tab, Editing group and the Find and Replace commands

Exercise 60: Get a bird’s-eye view of your document and re- organise 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 51 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.

The Home tab, Editing group and the Find and Replace commands

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10. The Review tab, Tracking group For the most part this works as it did in Word 2007. There are some minor changes.

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.

Exercise 61: 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.

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.

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The Review tab, Tracking group

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.

Exercise 62: 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.

The Review tab, Tracking group

Page 83



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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The Review tab, Tracking group

Exercise 63: 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 64: 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.

The Review tab, Tracking group

Page 85



Click Inspect.

The Document Inspector dialog box displays.



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 Reeinspect 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 65: Compare documents 1

To compare documents



Click Compare.



Select Compare.

The Compare Documents dialog displays.

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The Review tab, Tracking group



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.

The Review tab, Tracking group

Page 87

Exercise 66: Combine documents 1

To combine documents



Click Compare.



Select Combine.

The Combine Documents dialog displays.

Page 88



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



Click OK, and follow the instructions.

The Review tab, Tracking group



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.

The Review tab, Tracking group

Page 89

11. Taskbar settings Windows has some settings that impact on Word and Word has some settings that impact on windows. 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 67: 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. 

Click the File tab.



Click Options



Click Advanced.



Scroll down to Display.



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.

Page 90

to display the Word Options dialog box.

Taskbar settings

Part 3: Graphical enhancements in Word 2010

12. Background to graphical enhancements 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. If you are not familiar with the 2007 graphical capability, you should learn about those features and functions before you move on to the 2010 enhancements. You will find these instructions in Microsoft Word 2010 Upgrade from 2003: A New Way of Working which deals with the changes in much more detail. You will find this book at: ď&#x201A;§ www.lulu.com/christinekent

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 Inspect a document on page 17 for more information on why this matters.

Background to graphical enhancements

ÂŠ Christine Kent

Page 91

Exercise 68: Compress image 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. You might want to choose a lower resolution if you need to reduce your file size.



Click OK when you are finished.

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

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Background to graphical enhancements

Pasting from other programs

Insert/paste picture as

Exercise 69: Set cut and paste default options 1



Click the File tab.



Click Options



Click Advanced.



Scroll down to Cut, copy and paste.

Background to graphical enhancements

to display the Word Options dialog box.

Page 93

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 70: 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. 

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

Background to graphical enhancements

13. 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 71: 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.

Visual Effects

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.

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Outline 

Page 96

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

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 a bevel effect.

Visual Effects

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.

Glow 7

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

Visual Effects

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14. Smart Art Smart Art was a great new addition to 2007 and has been further expanded in 2010 to include the ability to define both images and text in an illustration.

Insert and modify Smart Art Exercise 72: Insert Smart Art The new Smart Art offers a very nice range of pre-formatted diagrams for displaying relationships. 1

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

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



Click SmartArt.

Smart Art



Click any SmartArt Graphic to select.



Click OK.

Text

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 51 for instructions if you need to do this.

Text Text

You can then go on to modify it to suit your purpose.

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

Smart Art

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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.

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ÂŠ Christine Kent

Smart Art

15. Picture editing

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 73: 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.

Picture editing

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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 74: Remove Background 1



With an image selected, click Remove Background.

The Background Removal tab displays.

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…

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To this…

Picture editing

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 75: 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.

Picture editing



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

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

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: 

Brightness + 20



Contrast + 20



Sharpen 50%.

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

Exercise 76: Apply artistic effect to picture 1

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

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

Picture editing



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

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 77: Apply artistic effect to picture 1

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

Picture editing

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

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

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.

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Picture editing

16. 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 78: Enable OpenType Ligatures You may want to disable ligatures altogether. 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.

Text layout for desktop publishing

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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.

Exercise 79: Disable OpenType Ligatures entirely 1

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

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.

Text layout for desktop publishing

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 80: 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.

Exercise 81: 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 area selected is un-shaded. 

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.

Text layout for desktop publishing

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Part 4: Some Windows Settings

17. 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 82: 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.

Set some options in Control Panel

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

â&#x20AC;Śor like this. This is the category view.

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ÂŠ Christine Kent

Set some options in Control Panel

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

Page 113

Set language options Exercise 83: 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.

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

Open Control Panel, Small icons.



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

Set some options in Control Panel

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.



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.

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.

Set accessibility options Exercise 84: 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. 1



Open Control Panel, Category View.



Click Ease of Access.

Set some options in Control Panel

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

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

If you need more information on the accessibility options, go to: 

Click Ease of Access Center.

http://www.microsoft.com/enable/

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.

View file extensions Exercise 85: View file extensions, Windows 7 1



Click on Start.



Click on Documents.

A documents library will open.

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Set some options in Control Panel



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.

Set some options in Control Panel

Page 117



Click the View tab.



Scroll down to Hide extensions for known file types



Untick to show.



Click OK.

Your extensions should now be visible.

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Set some options in Control Panel

Part 5: Interfacing with external products

18. The Language group and Translation options A new feature in 2010 is the ability to perform translations directly in Word. There is an extensive range of translation 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 86 – 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.

The Language group and Translation options

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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:

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

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.

The Language group and 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 87 – 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.

The Language group and 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 88 – Use the Mini Translator You can use the Mini Translator for a word or a 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 89 – 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.

The Language group and Translation options

Exercise 90 – 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.

The Language group and 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 91 – 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 91 – 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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The Language group and 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.

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/enau/language/?CTT=5&origin=HA010354288

The Language group and Translation options

Page 125

19. 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 92: 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.

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Publishing to a Blog



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 can also publish a blog post from the Backstage. Go to Publish a Blog Post on page 128 for instructions.

Exercise 93: 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.

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.

Publishing to a Blog

Page 127

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 94: 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.

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Publishing to a Blog

20. 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. Go to http://explore.live.com/windows-live-skydrive to download SkyDrive from Windows Live. AUTHOR’S NOTE At the time of going to print, my experience with Sky Drive 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.

Remote access to documents

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Collaboration using Sky Drive Saving to Sky Drive Exercise 95: 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 Sky Drive.  Click Save As.  Type a name for your file and click Save.

The document is now saved in Sky Drive. In Sky Drive 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

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Remote access to documents

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), 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.

Exercise 96: 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.

Remote access to documents

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

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. 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.

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Remote access to documents

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- Good high-level review by for-office-and-sharepoint-2010-work-without-the-wait.aspx Stephanie Krieger.

Save to SharePoint SharePoint also enables collaboration and the ability to connect Word documents to external data sources.

Exercise 97: Save to SharePoint 1



You must be working on a site that has a SharePoint account for this feature to be applicable.

Click File, Save & Send, Save to SharePoint.



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.

Remote access to documents

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Additional resources For more information on saving to SharePoint, go to: 

http://office.microsoft.com/en-us/word-help/save-a-document-to-sharepoint-from-office2010-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-from-externalsystems-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-content-sourceHA101838849.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 a mobile version of Word and SharePoint Workspace. You will need an Internet connection. There are differences between the features of Office Mobile and the Office 2010 applications not covered in this book.

Accessing your documents through SharePoint Currently only SharePoint can be used to work directly on your phone. 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. Through SharePoint, you download a copy of the document you are working on to your phone. You make and save changes to the document on your phone. Then you save your edited copy 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 on your phone. Your documents can't be synced directly from your computer to your phone using a USB connection but you can:  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.

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Remote access to documents

Part 6: Solving problems

21. Manage “keep track of formatting” A critical setting is the almost hidden Options setting in the bottom right corner of the Styles Task Pane. Even though this has not changed since 2007, it is included here because it can cause problems.

Exercise 98: Turn “Keep track of formatting” on or off

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.

Manage “keep track of formatting”

Page 135



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).

Manage “keep track of formatting”

22. 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.

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.

Exercise 99: Set AutoRecover and AutoSave options 1



Click File, Options, Save.

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

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 listing of the AutoSaved files for your current session from the File tab, Backstage view.

Exercise 100: Recover new versions of a file in Office 2010

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

You will find this right at the bottom of your screen on the right hand side.

Click File, Recent, Recover Unsaved Documents.

Recovering lost 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 101: 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.

Recover saved files (AutoSaved) Exercise 102: 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.

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

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 103: 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

23. Where to find help You can find help from within Word.

Exercise 104: 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 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

Where to find help

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24. Trouble shooting

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 when you go to Start, Control Panel, Programs and Features, Microsoft Office 2010, Change, Repair.  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.

Exercise 105: Enable diagnostic utility

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

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

25. 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 Windows7/Vista or Windows XP to:  set contrast options  enable the narrator  display a magnifier  fine tune display effects including the focus rectangle, and the cursor  if you have an Intellipoint Mouse, 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  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

Click File, Options.

Insert a File

Click Insert tab, Text group, Object More down arrow, Text from File, Insert file.

Insert a Field

Click Insert tab, Text group, Quick Parts, Field.

Insert a Symbol

Click Insert tab, Symbols group, Symbol.

Record a Macro

To Show the Developer tab go to The Developer Tab on page 76 for instructions. Click Developer tab, Code group, Record Macro.

Other useful information

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Document Properties

Click File, Properties.

Default “In line with text” setting

Click File, Options, Advanced, Cut, copy and paste, Insert/paste pictures as:.

Convert Text to Table

Click Insert tab, Table group, Table, Convert Text to Table.

Convert Table to Text

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

Remove all Track Changes Mark-up

Click Review tab, Changes group, Accept, Accept all Changes. OR Click Review tab, Changes group, Reject, Reject all Changes. OR Click 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 Click File, Options, Proofing, AutoCorrect Options, AutoCorrect. Modify as for AutoText item previous versions. Edit Links

Click 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.

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.

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Other useful information

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 [name].thmx Templates

C:\Users\User\AppData\Roaming\Microsoft\Templates\ Document 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:

AutoSaved backup files

[name].bak



Click File, Options, Save.



Click File, Options, Advanced, File Locations, AutoRecover Files

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.

Other useful information

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UnsavedFiles

Unsaved-####.asd

These are the files offered when you go to File, Recent, Recover Unsaved Documents. C:\Users\User\AppData\Local\Microsoft\Office\Unsaved Files 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 object such as graphics, tables etc.?

Click the grey ball towards the bottom of the scroll bar.

Select one of the options. Press Ctrl Page Down to find the next instance. …you can suppress page number in TOC

Type \n 1-1 outside the inverted commas in your TOC code to suppress the page number for TOC 1 style. \n 1-2 would suppress line numbers for the first two TOC levels.

…you can bold your Index page numbers without bolding the Index entry

Add \b to your index entry, for example, {XE"business overview" \b}. You can tick the checkbox for each index entry you add through References, Mark Entry, Page number format, or you can edit all your field codes. If your Index style is bold, /b will un-bold the page number.

…you can On a new line in Word, type =rand() and press Enter. autogenerate text 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.

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Other useful information

...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.

Supported file formats File formats supported in 2010

http://technet.microsoft.com/en-us/library/dd797428.aspx#section1 For a full list of all file formats supported in Word 2010.

Wrap up We hope this has been a useful summary of the changes from 2007 to 2010 for you. If you think you would benefit from more background incorporating the changes in Word 2007, you might enjoy Microsoft Word 2010 Upgrade from 2003: a new way of working which deals with the changes in much more detail. You will find this book at www.lulu.com/christinekent

Other useful information

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Word 2010 Index .doc, 43 .docx, 43 .dotx, 43 .odt, 43 Access Keys customize the Quick Access Toolbar, 67, 77 customize the ribbon, 67, 77 accessibility, 145 Add-Ins tab, 63 assign value to style, 65 AutoRecover, 137 AutoRecover options, 137 AutoRecover options, 137 AutoSave options, 137 blog post, 126 manage accounts, 127 publish, 127 publish from Backstage, 128 co-authoring save to Sky Drive, 130 SharePoint, 129 Windows Live Sky Drive, 129 co-authoring restrict editing, 131 co-authoring manage conflicts, 132 co-authoring SharePoint, 133 color scheme, 49 combine documents, 88 compare documents, 86 compatibility with Word 2007, 20 with Word 97-2003, 20 compress picture, 92 Control Panel Accessibility, 115 Appearance and Themes, 115, 116 Category view, 111 Classic view, 111 set language options, 114 currency options, 115 cut and paste options, 51, 92 Developer tab, 76 diagnostic utility, 144 dialog boxes Insert Picture, 101 Word Options, 32 Digital Signature, 16 display Word icons, 90 document E-mail, 39 inspect, 17, 19, 20 properties, 10, 21 send, 39 Document Inspector, 17, 19, 20 document properties advanced properties, 23 complete, 22

insert as field, 24 show in document, 22 view, 21 E-mail a document, 39 Enable Live Preview, 49 File Close, 9 Info, 10 Open, 9 Save, 9 Save As, 9 file extensions view, 116 File paths, 146 files AutoSaved, 147 AutoSaved backup, 147 dictionary, 147 unsaved, 148 user saved quick access toolbar, 148 user saved ribbon, 148 Find and Replace, 80 groups Table group, 146 Help, 141 hide style from styles task pane, 65 In Line with Text, 52 Information Rights Management, 15 insert Smart Art, 98 inspect a document, 17, 19, 20 IRM, 15 keep source formatting, 93 keep text only, 93 Keep track of formatting, 135 Keyboard shortucts assign, 53 assign to styles, 54 language options, 115 set, 50 Links edit, 25 Manage Styles, 64 mark formatting inconsistencies, 136 Microsoft Help, 141 Microsoft Knowledge Base, 142 Microsoft Most Valuable Professional, 142 Microsoft On-line Training, 142 Mini Toolbar show, 49 Mini Translator, 121 how to use, 122 turn on and off, 121 My templates change path, 32 Navigation Pane, 79 browse headings, 81 browse pages, 81

search, 80 notification area, 8 number display options, 115 OpenType ligatures, 107 Options Word Options, 47 page number suppress in TOC, 148 password add, 13 paste options, 51 PDF clickable table of contents, 46 save as, 46 phone working on Word, 134 picture brightness, 104 contrast, 104 sharpness, 104 picture editing artistic effects, 105 change colour, 104 picture correction, 103 remove background, 102 pin a document, 27 pin a file path, 28 Print, 38 Print Preview, 35 edit document in, 36 Privacy options, 62 Protect Document, 11, 13 make read-only, 12 Mark as Final, 12 password, 13 Restrict Editing, 13 Protected View, 56 Add-ins, 61 exit, 61 messages, 59 open file, 60 privacy options, 62 setting the rules, 57 protection start enforcement, 15 publish a document, 16 Quick Access Toolbar, 8 add commands, 66 customize, 66 print preview, 35 Recent Places, 28 Recommend tab, 65 Recover saved files, 139 Recover unsaved files, 138 Research Pane, 122 open, 122 translate, 123 restrict editing, 14 restrict formatting, 14 Ribbon add group to tab, 72 add icon for group, 72 add tab, 69

change order of groups, 73 change order of tabs, 71 commands, 73 customize, 67 export, 75 hide tab, 71 import, 75 name new group, 70 name new tab, 70 remove commands, 74 remove custom tab, 72 save as PDF, 44 Screenclipping insert, 109 Screenshot, 109 insert, 109 send a document, 39 set language options, 114 Shapes, add effects, 97 SharePoint save documents to, 133 Show Mini Toolbar, 49 Show ScreenTips, 50 show style in styles task pane, 65 Sky Drive, 130 opening documents, 131 sharing documents, 131 Smart Art insert, 98 Start button, 111 status bar, 8 style add to Styles Gallery, 65 assign value, 65 hide style from styles task pane, 65 remove from Styles Gallery, 65 show style in styles task pane, 65 Styles Gallery add style, 65 remove style, 65 suppress page number in TOC, 148 tabs Add-Ins, 63 task bar, 8 template select, 31, 126 templates, 146 Building Blocks, 147 Built-In, 30 My templates path, 32 Normal, 146 Quick Style Sets, 147 Themes, 147 Text Effects, 95 bevel, 96 glow, 97 outline, 96 reflect, 97 shadow, 96 The Translator, 124 translate an entire file, 124 time and date options, 115 Track Changes, 82

accept, 85 accept all, 85 change user name, 82 Changes group, 82 hide all, 84 inspect document, 86 inspect document for, 85 Markup, 82 reject, 85 reject all, 85 remove all, 86 set options, 82 show comments, 84 show Formatting, 84 show Ink Annotations, 84 show Insertions and Deletions, 84

show Markup Area Highlight, 84 show Reviewers, 84 Tracking group, 82 turn off, 82 translate a few words, 121 a section, 122 an entire file, 124 translation, 119 set languages, 119 the Mini Translator, 121 un-protect a document, 15 use destination styles, 93 Where are file paths, 146 Where-is, 145