Microsoft Office 2010
Digital Classroom Book

Starting up

Regardless of your level of experience, you can follow this step-by-step set of exercises, but if you are a totally new computer user, you might find it easier to start with Lesson 2, “Getting Started with Microsoft Word 2010” and return to this lesson when you have completed the remaining lessons.

You will work with several files from the off01lessons folder in this lesson. Make sure that you have loaded the offlessons folder onto your hard drive from the supplied DVD. See “Loading lesson files” on page 4.

See Lesson 1 in action! Use the accompanying video to gain a better understanding of how to use some of the features shown in this lesson. The video tutorial for this lesson can be found on the included DVD.

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The Project

In this lesson, you will create a document from scratch. Using the most popular features of Word 2010, you will compose a document that contains an article, a blank page, and a cover page.

1 Launch Microsoft Word 2010.

2 Choose File > Open. Navigate to the off01lessons folder located in the offlessons folder that you copied to your computer from the DVD that came with this book, then double click word0101_done to open the file.

A Word document opens to the first page in a document—the cover page. In this exercise, you will reproduce this document from a blank page.

The completed Word document

The Word workspace is similar to other Microsoft Office applications, and the tools are conveniently located on the Ribbon, positioned across the top of the window whenever you need them.

The Ribbon displays different options depending on the tab you click.

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Creating a New Document

You’ll start by creating a blank document and adding elements to it.

1 Choose File > New > Blank Document > Create.

2 Choose File > Save As. Even though you haven’t added anything to the document, saving a file right after you create it is a good practice. It makes it easy to save modifications as you build the document, and helps Microsoft Word recover your file should your computer or software stop working correctly.

3 In the File name text field that appears, type word0101, and then click Save. The dialog box closes, and the blank document is on your screen.

4 With your cursor blinking in the blank document, type Haunted Tours of San Francisco. Press Return and type Introduction.

You will now open another document that contains information to enter into your blank document.

5 Choose File > Open.

6 Navigate to your off01lessons folder, and then double click word0102 to open this file.

7 Click to place your cursor at the beginning of the document before the first paragraph. At the top of your screen, make certain that the Home tab is selected.

8 In the Editing group of the Ribbon, which is located to the far right of the screen by default, choose Select > Select All.

9 In the Clipboard group of the Ribbon, click Copy.

Now that you’ve copied the content you can close the word0102 document now by clicking the X in the upper right corner of the document window.

10 Return to the original document word0101, and click Paste.

You can press Alt+Tab to toggle between documents at any time.

7 Choose File > Save. It’s important to save your document often, and it is a good habit to develop to keep your documents safe.

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Customizing the Quick Access Toolbar

The Quick Access Toolbar places many commands at your fingertips. It’s located in the top left of the Word workspace, and you’ll need to know a bit more about it before we move on with this lesson.

In this part of the lesson, you will learn how to use and customize the toolbar.

The Quick Access Toolbar helps save time.

By default, the toolbar displays Undo, Repeat, and Save. You will add Open and Spellcheck to your customized toolbar.

1 Click the Customize Quick Access Toolbar icon () on the toolbar. You can locate the toolbar above the Ribbon tabs in the upper left hand corner of the window.

2 On the Customize Quick Access Toolbar menu, select Open, and then select Spelling and Grammar.

Select any of the options on the Customize Quick Access menu to make working in Word easier.

Now you can just click an icon to open a document or activate a spell check. For all lessons from now on, use the toolbar for opening, undoing, repeating, saving, and spell check. If you want other options to be visible on the toolbar, use the same procedure to add new commands.

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Applying Styles

You can use preset styles to instantly format your work. You can also create your own styles which you’ll cover later in Lesson X, “Creating and Changing Styles.”

You will now apply styles to the text in the document using the Quick Style Gallery.

Use the Quick Style Gallery to choose styles for your text.

1 With the word0101 document still open, select the text Haunted Tours of San Francisco.

2 From the Quick Style Gallery on the Home tab, click the Heading 1 style.

3 Click and drag over the text Introduction to select it, and then click the Heading 2 style.

4 Click anywhere in the paragraph under Introduction, and then click the Normal style to apply the style to the paragraph.

Now you’ll select three headings and apply the Heading 2 style to them.

5 While holding the Ctrl key down, select The San Francisco Ghost Hunt, Haunted Haight Walking Tour, and San Francisco Chinatown Ghost Tour, then click Heading 2 to apply this style to the selected text..

6 Click anywhere in the paragraph under The San Francisco Ghost Hunt and click Normal.

7 Repeat this procedure for the text under Haunted Haight Walking Tour and the San Francisco Chinatown Ghost Tour to apply the normal style to the text.

8 Click the Save icon () on the Quick Access Toolbar.

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Applying a Theme

If you would like more color or style in your document, you can quickly assign a theme, creating more professional-looking pages. Themes have a certain color scheme, fonts, and other decorative accents to brighten up your work.

In this exercise, you will apply a theme to the document.

1 Click Page Layout, and then choose Themes. The Built In themes are displayed.

Scroll to see the built in theme options.

2 Click the Austen theme. Notice that the font style changes to Century Gothic and the Heading 2 colors change to green.

3 Click Save.

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Adding and Positioning a Graphic

Graphics add visual elements to your work. Here you’ll see how to add a picture to this article.

1 Place your cursor before the title of the article and click Insert > Illustrations > Picture.

2 Navigate to off01lessons in your offlessons folder.

3 Double click WordFigures01 to open it.

4 Select word0110 and click Insert. Notice that the picture sits awkwardly at the top of the page.

5 With the picture selected, click Wrap Text > Square to push the text away from the picture.

Now you’ll put a soft edge around the perimeter of the picture.

6 Click the Picture Tools tab, if it is not already selected to display the picture tools.

The Picture Tools tab becomes visible when a graphic is selected.

7 In the Picture Tools tab, select Soft Edge Rectangle, the second picture style from the right.

Picture Tool Soft Edge Rectangle

8 Choose File > Save.

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Changing Background Color and Margins

You can apply a background color to a paragraph or to an entire page. In this exercise, you will apply a background color to the whole page.

1 Place your cursor anywhere on the page and click Page Layout > Page Background > Page Color > White, Background 1, Darker 5%.

Select the first color under white for White, Background 1, Darker 5%.

The image might be able to fit onto one page

2 Click Page Layout > Margins > Narrow.

Select Narrow for a narrow margin.

3 Click Save.

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Inserting Additional Pages

In this exercise, you will insert additional pages into the document. The first page will be a cover page, followed by a page that will remain blank.

Inserting a blank page:

1 Place your cursor before the title of the article.

2 Click Insert > Pages > Blank Page. The page appears in front of the article.

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Inserting a cover page

Now you’ll select a cover page for your document.

1 Click Insert > Pages > Cover Page.

Word displays a menu with several built-in cover page options.

Word provides several built in cover pages.

2 Click Sideline to select this cover page style.

3 In the Type the company name box, type Spirits USA.

4 Click Type the document title, and type Haunted Tours.

5 Click Type the document subtitle, and type Famous Ghostly Places.

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Adding Page Numbers

Next you will add automatic page numbers to the packet. As you add additional articles or pages, the page numbers will automatically appear for each new page. As you add and delete pages, Word keeps track of the sequence and numbering of the pages.

1 Click Insert > Header and Footer > Page Number > Bottom of Page.

Word provides several options for styling and placement of the page numbers.

2 From the Page Number menu, select Plain Number 3 to display the page number on the right hand side in the footer of the document.

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Protecting the Document

To keep the document from being changed, you will restrict editing to control the changes people can make.

1 Click the File tab and the Backstage view is displayed. In Backstage view, you find a list of commands you can use to manage files. Among these file management options are commands that can protect the document from unwanted editing.

2 Click File > Info > Protect Document. Word presents options for protecting the document from editing.

The Protect Document options let you secure your files.

3 Click Restrict Editing. Word displays a sidebar to the right of the document for restricting changes and editing to the document.

Restrict Formatting and Editing

4 Under Editing restrictions, click Allow only this type of editing in the document. From the drop-down list, click Comments. This means the document cannot be modified, but comments can be added.

5 Under Start enforcement, click Yes, Start Enforcing Protection.

Congratulations! You have started to see some of what Microsoft Word 2010 has to offer with this quick tour of several significant features. Throughout the book, you will learn these features in greater depth.

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Self study

1 Add the following commands to the Quick Access Toolbar: Insert picture from file, copy, and paste.

2 Change the theme of the document from Austen to Aspect.

3 Change the margins to Moderate.

4 Open the document word0102. Copy and paste the contents into a new document and apply the Heading 2 style to Haunted Tours of San Francisco and the Heading 3 style to Introduction, The San Francisco Ghost Hunt, Haunted Haight Walking Tour, and San Francisco Chinatown Ghost Tour.

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Review

Questions

1 How do you apply the same heading style to three nonconsecutive headings?

2 When working with a graphic, when does the Picture Tools tab become visible?

3 How do you display Backstage view in Microsoft Word 2010?

Answers

1 Click Ctrl then select the heading text. The headings remain selected, so you can apply the style to all three headings at once.

2 A graphic has to be selected for the Picture Tools tab to be visible. Click the Picture Tools tab for the tools to be visible.

3 Click the File tab to display Backstage view.