CHAPTER 3

MICROSOFT WORD 2010

What is MS Word?
 MS Word is a non-free commercial word processor designed by Microsoft.
 It is part of the Microsoft Office Suite.
 Microsoft Word is currently the most common word processor on the market.
 Files produced in Microsoft word 2010 have the file extension “.doc/.docx”.
 Generally, MS Word is a popular word-processing program used primarily for creating
documents such as letters, advertising material, learning activities, tests, quizzes and
students' homework assignments.
What is the difference between Microsoft Word and WordPad?
A. Microsoft Word
 Word has many more text editing and publishing features than WordPad.
 Word has ability to open and save to a much wider range of document file formats
 Word has the ability to track document revision history and powerful document layout
and publishing capabilities.
 Word is also integrated with the other applications in the Microsoft Office suite such as the
Excel spreadsheet program.
WordPad
 WordPad is free application which is integrated with the Windows operating system,
while Word must be purchased from Microsoft separately.
 WordPad is a simple text editor included with Windows that enables users to read text
documents in several common formats and make basic edits.
 The primary advantage of WordPad over Microsoft Word is that it is free and installed
on virtually every Windows computer. This can make it a useful option for quickly viewing
or editing simple documents if Word is not installed.
 It is also significantly more powerful than the very limited Notepad editor included in
Windows.
Uses of Microsoft Word in Business
Today, you can use modern computer programs, such as Microsoft Word, to help you create
documents and manage your business. Many of Word’s most powerful formatting and processing
tools may remain hidden until you discover where they are and learn how to use them.
A. Image Editing
 While not as full-featured as Photoshop, Word's used to edit an image.
 After importing an image or pasting one from the clipboard, you can
 Resize the image, crop it and enhance your picture using a variety of formatting
tools.
 Drag the Brightness slider, for instance, and transform pictures that are too
dark into lighter ones you can use.
 Access Word's picture formatting window by right-clicking an image and clicking
 "Format Picture." Save the image by selecting "Save Picture" from the right-click
menu.
B. Desktop Publishing
 Word is extensive formatting features to create professional newsletters.
 Word is not as powerful as Microsoft Publisher, but you can manipulate text, insert
headings, create borders, add tables and move images wherever you like using Word.
 Use your own pictures to design your newsletter or include images from the clip art
library. Add colorful flair to publications using WordArt.
C. Mailing
 When you need to send out a newsletter or other material, you can use Word's
label wizard to generate and print your own labels.
 If you have a mailing list in Excel, or another data source, use Word's mail merge
feature to extract that data and generate customized letters that contain personalized
information.
 You might, for example, design a generic form letter that contains basic
information and have mail merge generate unique letters for each customer by adding
their names and addresses.
D. Templates
 Microsoft makes free templates available to Word users.
 A template is a blueprint used as a starting point to create other documents.
 If you need a calendar or budget report, for instance, use Word's template search
feature to find and download one of those templates.
 After customizing a template, you can save it as a new template and allow others
in your organization to use it as a starting point for their documents and
publications.
Useful features in Microsoft Word
1. Check document for spelling and grammar errors
 You can use the spell checker to find out those words that have typing errors to
correct them, and make it easier to replace words or phrases throughout the Word
document by the Word recommendation.
 You can access this command using this way: go to the Review tab, click Spelling &
Grammar in the Proofing group.
2. Add Header, Footer and Page Number
 To make it easier to organize Word contents well, Microsoft Word does not only allows
you to separate contents into different paragraphs based on topics, it also lets you add
Page Number, Header and Footer to each Word page so that the readers can easily
indicate the main subject and the position, where he or she is, in the Word document.
3. Protect Word document with password
 After typing contents in the Word document, you may want to set password to protect
it. The step is the following: -click the Office button, go to Prepare, click Encrypt
 Document, type a password in the dialog box and then click OK.
Microsoft word 2010 interface

Features of MS Word
1. Title Bar
 A horizontal bar at the top of an active document.
 This bar displays the name of the document and application name.
 The generic name of MS Word is ‘Document 1’ but, when you save the document
with a name, the generic name on the title bar is replaced by the given name.
2. Quick Access Toolbar
 Located in the top left corner of the Word 2010 window.
 It helps you to perform tasks speedily by providing one-click access to used
commands.
 By default the Quick Access Toolbar displays the Save, Undo, and Repeat buttons and is
used for easy access to frequently used commands.
 To customize this toolbar click on the dropdown arrow and select the commands you
want to add.
3. Window Controls
 These are a set of three buttons in the top right corner of the program(manage) window.
 Close button: - Used to close the current document.
 Minimize button: - which minimizes the program window to the taskbar.
 Maximize button: - used to make the windows full screen
4. Ribbon
 An area across the top of the screen that makes almost all the capabilities of Word
available in a single area.
 Ribbons - rows of buttons that perform various actions used in creating and editing
your document.
 The Ribbon exposes most of the features that used to be hidden in File menus. It makes
it easier to see and find commands to format your document.
 The Ribbon can be reduced to a single line of tabs by pressing CTRL + F1.
 In Word 2010 the commands are displayed on the Ribbon for easy access.
 There are three basic components of the Ribbon:
1) Tabs: - An area on the top of Ribbon that contains buttons that are organized in
groups. The default tabs are Home, Insert, Page Layout, Reference, Mailings,
Review and View.
2) Groups are sets of related commands. They pull together all the commands you're
likely to need for a type of task, and they remain on display and readily available,
giving you rich visual aids.
3) Commands are represented as Buttons. The term Buttons replaces the term Icon
in previous versions.
5. Contextual Tabs are designed to appear on the Ribbon when certain objects or
commands are selected. These tabs provide easy access to options specific to the selected
object or command. For example, the commands for editing a picture will not be available
until the picture is selected, at which time the Picture Tools tab will appear.
6. Office Button
 Located in the upper left hand corner. It is the menu button where you will find new,
open, print. Clicking 'Office' button reveals a drop-down menu showing commands
for file operations. These commands are described below in brief.
 New: used to open new blank document. But when you click this button, the 'New
Document' window comes up displaying three panes.
 The first pane shows a list of templates types,
 The second pane shows the templates available for the template type
selected in the first pane and
 The third pane shows a preview of the template selected in second
pane.
 Open: used to open previous saved documents.
 Save: used to add some feature to previously saved document.
 Save As: a button used to save the documents for the first time and if you want
rename the previous one.
 Print: This command is used for printing the current document.
 Prepare: Clicking this button opens a menu which provides information
regarding the current document and has commands for preparing it for
distribution.
  Send: You may use this command to email a document via internet.
 Publish: This command allows you to create a blog post and publish it.
 Close: You can close the current document using this button.
 Word Options: Opens the Word Options Dialog where you can chose your
preferred settings for display, proofing, saving, language, etc. It also provides
facility for customizing the Ribbon and the Quick access Toolbar.
 Exit Word: Clicking this option closes the Word 2010 program together with all
open documents.
7. Help Button
 Located below the Window Controls in the top right corner of Word window, this
button brings up the Word Help window.
8. Rulers
 The rulers show measurements in inches or centimeters, depending on the units of
measure specified in Word Options. The horizontal ruler is used to set tabs and
indent text. The vertical ruler is used to set vertical location of text in the document.
 If the rulers are not visible, click the View Ruler button immediately below the
Ribbon on the extreme right.
 Ruler - directly below the ribbon is a ruler. You can use the ruler to set tabs, indents,
and margins.
9. Tab Selector
 Repeated clicking of the Tab Selector shows five tab markers and two indent markers.
 By choosing the desired tab or indent marker and clicking on the horizontal ruler, you
can set tabs or indent text.
10. Status Bar
 A horizontal bar at the bottom of an active window that gives details about the active
document. It is divided into three parts. There is some
1. Document Information: -On the left hand side, the status bar displays document
information such as the current page number and total number of pages, word
count, language, proofing error notification, etc. You can customize the
information display by right clicking the status bar and making selections
out of the context menu that pops up.
2. View Buttons : -These buttons allow you to use five different document views:
 Print Layout View: shows the document as it will look when it is printed.
 Full Screen Reading View: This view shows the document on full screen to
make reading your document more comfortable. The full screen to the contents of
the document and rearranges the contents to improve readability.
 Web Layout View: Web Layout view enables you to see your document as it
would appear in a browser such as Firefox or Internet Explorer. Displays the
document laid out as though it were in a web browser.
 Outline View: Outline view displays the document in outline form in which
headings could be displayed without the text. When you move a heading, the
 accompanying text will move with it. Displays a view that allows you to restrict
what is displayed to certain outline levels. Large chunks of the document can
be manipulated directly using this view.
 Draft View: This is the most frequently used view for editing your document.
It may sound simple, but the option to change the document View is an
underrated feature for many MS Word users. You can change the way you view
your presentation using the buttons at the bottom of the application window.
Draft displays the document content with minimum formatting and without
graphics.
3. Zoom Tool: - it is a button that magnifies or reduces the contents in the
document window. The Zoom slider lets you zoom out or zoom in the
current document. The zoom range is from 10% to 500%. The current
zoom level is displayed on the taskbar immediately left of the slider.
Clicking the zoom level opens the Zoom dialog where you can specify the
desired zoom level.
4. Scroll Bars: used to view document content out of view.
5. Text Area: Framed between the rulers and the scroll bars is a large area
looking like a blank sheet of paper. This is the text area where you type the
text of the document. You will see a blinking vertical line in the top left
corner. This is the Cursor. The typed characters appear at its location. As
a character appears at its location, the cursor moves to its immediate right.
6. Mouse Pointer: In Word, you use the mouse to choose commands, move
around in the document, select and move text, etc. As you move the mouse
pointer across the screen, it takes different shapes. It is a right pointing arrow
within the left margin of the text area and an I-beam in the rest of the text
area. Outside the text area, it takes the shape of a left pointing arrow.
The mouse is used to perform following actions:
 Point: Positioning the mouse pointer on an item.
 Single click: Clicking the left mouse button once.
 Double click: Clicking the left mouse button twice in quick succession.
 Triple click: Clicking the left mouse button thrice in quick succession.
 Right click: Clicking the right mouse button once.
 Drag & Drop: Pointing to an item, pressing and holding the left mouse button
while moving the pointer to a new location and releasing the mouse button.
7. Menu Bar
 Menu bar has the words Home, Insert, Page Layout, References, Mailings, Review,
and View across the top. Each of these tabs open up into its own ribbon when you click
on them to show you further options.
8. Dialog Box Launcher
 A button that launches a dialog box containing options for refining a command.
 Opening Microsoft Word 2010
 There are three method are used to run Microsoft Word 2010
1. Using All Program, Click the Start button and select All Programs, Then from the
sub-menu, select Microsoft Office, Then select Microsoft Office Word 2010.
2. Using run dialog box, Click on start button, Click on Run Dialog Box, Type
“winword” in run dialog box, Click on Ok button
3. Using double click if the icon is in the desktop.
Shortcuts
 Word provides you with shortcut key strokes for your convenience if you want to
perform actions without using the mouse. These key strokes are a combination of
letters and symbols.
 Here are some commonly used shortcuts:
 Copy: CTRL + C  Underline: CTRL + U
 Cut: CTRL + X  New document: CTRL + N
 Paste: CTRL + V  Open document: CTRL + O
 Undo: CTRL + Z  Print document: CTRL + P
 Redo: CTRL + Y  Save document: CTRL + S
 Bold: CTRL + B  To align text to center CTRL+E
 Italics: CTRL + I
What is the difference between Save and Save As?
 Use Save to save a document changes.
 Use Save As to also save a document for the first time or to save a previously saved
document in a different location.
What is the difference between copy paste and cut paste?
 Often times you will need to move text from one location in a document to another, or to a
different application. In this case you will perform a Cut and Paste. To reproduce a
specific part of a document and place it elsewhere, you will perform a Copy and Paste.
What is the difference between Deleting key and backspace key?
 When deleting text in your document you can either use the Delete key or the
Backspace key. The Delete key deletes text to the right of your cursor while the
Backspace key deletes text to the left of your cursor.
Editing and Proofing Documents
Selecting Text
 Select a word: Click and drag or double-click on the word
 Select a sentence: Click and drag or click in the sentence while holding down the
CTRL key
 Select a paragraph: Click and drag or triple-click in the paragraph or double-click
in the selection area to the left of the paragraph
 Select a block of text: Click and drag or click to the left of the first word, hold down
the SHIFT key, and then immediately click to the right of the last word
 Select a line: Click and drag or click in the selection to the left of the line
 Select an entire document: Triple-click in the selection area or hit the CTRL + A
keys
 Deleting text: Select the text and hit the DELETE key
 Undo an action: On the Quick Access Toolbar click the Undo key