Microsoft Word 2010 Hints and Tips

Table of Contents
Ribbon -------------------------------------------------------------------------- 2
a. b. c. d. e. Minimise/Expand the Ribbon ------------------------------------------------- 2 File Tab ----------------------------------------------------------------------------- 2 Context Sensitive Tabs --------------------------------------------------------- 3 Positioning Pictures ------------------------------------------------------------- 3 Customize the Quick Access Toolbar -------------------------------------- 4

Tables position, inserting pictures etc ---------------------------------- 5 Format Painter Styles and templates ----------------------------------- 6 Tables Of Contents --------------------------------------------------------- 8 Symbols ------------------------------------------------------------------------ 9 Insert Sound Files ----------------------------------------------------------- 9 Insert Videos ------------------------------------------------------------------ 9 Drag and drop images from Internet Explorer ------------------------ 9

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Ribbon
Microsoft Office 2010 use a ribbon to access all the features via Tabs. Each Tab is divided into groups by function.

a. Minimise/Expand the Ribbon

The ribbon can be minimised by clicking on the up arrow just to the left of the help button: The tabs will only appear when you click on any one.

The ribbon can be expanded by clicking on the, now down arrow:

b. File Tab
Save As: Files are saved in .docx format (XML) Other useful formats: Office 97 2003 (Backwards compatible), PDF (Portable Document Format), RTF (Rich Text Format) Info: Provides data about the file when saved, versions, number of pages/words, title etc Recent: Lists all recent files and Places you have loaded files from. New: provides you with a list of new templates Print: provides a preview of your printed document and access to selection of printer, number of pages and all other printer settings. Save and Send: send as email attachment as docx, PDF, XMS

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c. Context Sensitive Tabs

There are a number of Ribbon tabs that only appear when specific objects are selected in a word document eg a picture, below a picture is inserted but there is no Picture Tools (Format) tab in the ribbon: As soon as the picture is selected, clicked on, you will see the tab appear: There are many adjustments you can make to an image form this ribbon Tab including: Adjust: appearance, Brightness, Contrast, and Colour. Compressing the picture will reduce the size of the saved document without loosing image detail. Picture Styles: This enables a number of Picture borders, shapes (Note: as you hover over the Adjust or Picture styles your picture will preview the effect selected)

d. Positioning Pictures
One of the most frustrating actions with Word is when you place pictures and they dont go where you want. This can be controlled through the Arrange and Size groups on the Picture tools ribbon tab Arrange: enables you to fix the position of the picture on the page, however its more useful to change the text wrapping, suggested option is to select square or tight. This will enable you to move the picture where you want it on the page without it jumping to somewhere you dont want! If you select Tight rather than square then you will be able to edit wrap points to adjust in detail how the text

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wraps around the object and shown opposite: (Note: Text Wrapping options can also be accessed by selecting the picture and then right clicking the mouse to access a drop down menu:

Size: one of the most useful tool in this group is the crop tool which enables you adjust the amount of the image viewable using the cropping handles

e. Customize the Quick Access Toolbar

The short set of buttons called the Quick Access often-used commands. You can add to those or as you like. In the upper-left portion of the window, to the left of the Home tab, notice the Quick Access Toolbar. It already has some crucial commands: Save, Undo, and Repeat (or Redo if you've just undone an action). Another useful command for the toolbar is New, for creating a brand new document. Add it by following the next steps: Toolbar comes with some remove what you don't want,

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1. Click the arrow to the right of the toolbar, and click New on its menu. The New button is added to the toolbar.

2. To remove the New button from the toolbar, right-click it, and click Remove from Quick Access Toolbar. New goes away. Here's another way to customize the toolbar: Right-click any button or command on the Home tab, such as Shapes. On the shortcut menu, click Add to Quick Access Toolbar. The item is immediately added to the toolbar. To see all the buttons or commands that you can add, do this: Click the downward arrow at the right end of the toolbar, and click More Commands on the menu. (Tip - You can put the Quick Access Toolbar on its own row in the window, in case you add a lot of buttons to it and want more room. Click the arrow at the right end of the toolbar, and click Show Below the Ribbon. The toolbar moves as directed. If you want the toolbar in its original place, repeat the process, clicking the command to put it above the Ribbon.)

Tables position, inserting pictures etc

Inserting a table is a relatively easy task, from the Insert tab click on table select the number of initial rows and columns you want and its inserted at the point where your cursor is placed. If you click anywhere in the table two Table Tools Ribbon Tabs will appear, Design and Layout. In the design layout section there are a large number of predefined styles to choose from: (Note: click on More to reveal a full selection of options, selecting the Table Style Options controls which sections of the table are formatted by the style.) In the layout tab you can add Rows and Columns, split and merge cells/tables, Align text in the cells including direction of text.

A Table can also be wrapped by text in the same way that a picture can, to achieve this right click anywhere in the table and select table properties and selecting one of the two text wrapping options.

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Format Painter Styles and templates

How many times have you been writing a document and youve formatted a heading and you want to do it again for another heading and you cant remember the Font, Pointsize, exact colour etc! there are a number of tools that can help with this the first being Format Painter, this tool copies the format of some text and enables this format to be passed onto other txt. Place the cursor anywhere in the text whose format is to be copied, with a left mouse click, then click once on Format Painter in the Home Ribbon Tab. Move your cursor to the text you wish to format and drag over it with holding theleft mouse button, as you do so you will see that the cursor changes from an Arrow head to a paint tin and brush. Once you have selected the text to receive the format release the mouse button and it will take on the format . (Note: If you double click on the mouse when selecting a format you can copy the format to a number of pieces of txt) If you are writing a document with a number of headings and subheadings then it would be more effective to use Styles. Select the heading you want to apply the style to and hover over the style you want in the Styles Group of the Home Tab, eg Heading 2 All txt with this style will format. Styles can be clicking over the style from the drop down (Note: any changes to a will affect all text that been marked with that have the same modified by right and selecting Modify menu: style has style)

A template is a document master that can contain a number of predetermined styles. To create a template from a working document where you have added or amended a number of styles that you want to use again, eg as for departmental or organisation master. Remove all text from the

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document first and go to the office Button select save as and word template, as shown opposite, select Trusted templates and give your template an appropriate name as shown below:

To start a new document with a template go to the office button and select New and then choose My Templates for the list on the left hand pane you will then see a list of templates including the one you have created. Select it and click OK. The new document will contain all the styles that you have set.

(Note:

This

provides

your documents with a consistent and more professional look)

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Tables of Contents
One of the major benefits of using Styles, apart from keeping a consistent appearance to your document is the ability to create Tables of Contents. To achieve this you need to have structured your document to have headings 1,2 and 3 etc providing the levels of contents that you need eg: Heading 1a Heaning 2a Heading 2b Heading 3a Heading 3b Heading 1b Heading 2a Heading 2b Heading 2c First put your cursor on the page and space where you want to insert the TOC. Navigate to the References tab and from the Table of Contents group select Table of Contents as shown opposite and scroll down to select the TOC style you want and a TOC will automatically be inserted. Check that all your headings are in the TOC and if not navigate to the page, this can be done by hoding Ctrl and clicking on the page number entry, this will take you to the page and entry. You may nee to change the style of some headings to get the TOC as you want it. The TOC can be updated by likcking of the table to reveal a Tab as shown below:

Clikking on Update table will enable you to update the Page numbers of the entire table as shown opposite:

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Equations and Symbols

To insert equations and symbols into your document, place your cursor at the point in your document with you want to put the item and then go to the Symbols group on the Insert Tab:

Select the symbol or equation you want from the choices available or for a full range of symbols click on more symbols. Additional symbols can be found by selecting the font Wingdings and Wingdings2 or 3.

Insert Sound Files Insert Videos Drag and drop images from Internet Explorer

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