Create paragraph in word

Just start typing. Choose a paragraph-formatting command, and then type a paragraph. The chosen format is applied to the new text. To format all paragraphs in a document, press Ctrl+A to select all text in the document and then apply the format.

Contents

  • 1 How do you create paragraphs in Word?
  • 2 How can I create a paragraph?
  • 3 What key do I press to start a new paragraph in Word?
  • 4 What are the 4 alignment options?
  • 5 What are the 5 basic elements of a paragraph?
  • 6 What are the 3 parts of a paragraph?
  • 7 How do you write a simple paragraph for beginners?
  • 8 How do you start a new paragraph without pressing?
  • 9 How do you go to next line without pressing Enter?
  • 10 Is used to create a new paragraph?
  • 11 How do I indent left and right in word?
  • 12 What is word wrap in MS word?
  • 13 How do you justify left in word?
  • 14 What is paragraph example?
  • 15 What are the 4 parts of a paragraph?
  • 16 How do you make an effective paragraph?
  • 17 What is paragraph made of?
  • 18 What are the four methods of paragraph development?
  • 19 What are the components of a good paragraph?
  • 20 What are the steps to write a paragraph in English?

How do you create paragraphs in Word?

This will make our document easier to read.

  1. Select the paragraph or paragraphs you want to format. Selecting a paragraph to format.
  2. On the Home tab, click the Line and Paragraph Spacing command.
  3. Select the paragraph spacing you want to use.
  4. The paragraph spacing will change in the document.

How can I create a paragraph?

5 Tips for Structuring and Writing Better Paragraphs

  1. Make the first sentence of your topic sentence.
  2. Provide support via the middle sentences.
  3. Make your last sentence a conclusion or transition.
  4. Know when to start a new paragraph.
  5. Use transition words.

What key do I press to start a new paragraph in Word?

In Microsoft Word, the default action when pressing the Enter key is to create a new paragraph and not move to the next line.

What are the 4 alignment options?

There are four main alignments: left, right, center, and justified. Left-aligned text is text that is aligned with a left edge. Right-aligned text is text that is aligned with a right edge.

What are the 5 basic elements of a paragraph?

A basic paragraph structure usually consists of five sentences: the topic sentence, three supporting sentences, and a concluding sentence.
How do you write a paragraph?

  • Element #1: Unity. Unity in a paragraph begins with the topic sentence.
  • Element #2: Order.
  • Element #3: Coherence.
  • Element #4: Completeness.

What are the 3 parts of a paragraph?

A paragraph is a group of related sentences that support one main idea. In general, paragraphs consist of three parts: the topic sentence, body sentences, and the concluding or the bridge sentence to the next paragraph or section.

How do you write a simple paragraph for beginners?

Five easy steps to paragraph writing

  1. Step 1: Write the topic sentence. This is the best starting point.
  2. Step 2: Brainstorm your information.
  3. Step 3: Organise your information.
  4. Step 4: Write & revise your draft paragraph.
  5. Step 5: Proofread your paragraph.

How do you start a new paragraph without pressing?

To insert a line break ”without” starting a new paragraph, you can use Shift+Enter.

How do you go to next line without pressing Enter?

If you are searching for a way to move the cursor down a line without pressing the Enter key but still break the current line at that point, consider using a line break (Ctrl+Shift+L).

Is used to create a new paragraph?

Tag is used to start a new paragraph.

How do I indent left and right in word?

When you want to get specific, you can set the left and right indents for a paragraph by using the Page Layout tab’s Paragraph group or the Paragraph dialog box. The Left item sets the indentation of the paragraph’s left edge. The Right item sets the indentation of the paragraph’s right edge.

What is word wrap in MS word?

Definition of word wrap
: a word processing feature that automatically transfers a word for which there is insufficient space from the end of one line of text to the beginning of the next.

How do you justify left in word?

The last line in the paragraph is aligned left.

  1. Click anywhere in the paragraph that you want to justify.
  2. On the Home tab, under Paragraph, click Justify Text .

What is paragraph example?

For example, you could have a one-topic paragraph describing Venus (with the next paragraph describing Mars) or a one-topic paragraph describing the hues of a sunset (with the next paragraph describing its reflection in the sea). So, what is a topic?

What are the 4 parts of a paragraph?

To review the four basic parts of an academic paragraph and practice writing topic sentences, supporting ideas, supporting details, and concluding sentences.

How do you make an effective paragraph?

A paragraph should be unified, coherent, and well developed. Paragraphs are unified around a main point and all sentences in the paragraph should clearly relate to that point in some way. The paragraph’s main idea should be supported with specific information that develops or discusses the main idea in greater detail.

What is paragraph made of?

Elements of a Paragraph A paragraph is made up of a topic sentence, the developing details, and a concluding sentence. It is important to fully develop and discuss the topic of your paragraph. If your paragraph is only 2-3 sentences, there is a good chance that you have not developed it enough.

What are the four methods of paragraph development?

These four methods of development—cause and effect, problem-solution, chronology or narrative, and comparison and contrast—are just a few ways to organize and develop ideas and content in your essays.

What are the components of a good paragraph?

There are four essential elements that an effective paragraph should consistently contain: unity, coherence, a topic sentence, and sufficient development. In order for a paragraph to maintain a sense of unity, the paragraph must focus solely on a single idea, point, or argument that is being discussed.

What are the steps to write a paragraph in English?

  1. Step1 — write an outline. When writing a paragraph, first write an outline of the paragraph and include:
  2. Step 2 — write the topic sentence. Write a topic sentence.
  3. Step 3 — write supporting sentences. Next write a supporting sentence for each point.
  4. Step 4 — concluding sentence.
  5. Step 5 — final paragraph.
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Chapter 4. Formatting Text, Paragraphs, and Headings

Formatting is the fine art of making your documents effective and attractive. Good formatting distinguishes different parts of your text and helps your readers take in your message. You can apply formatting to just about every element of your document, from a single character to entire paragraphs. Body text needs to be readable and easy on the eyes. Headings should be big and bold, and they should also be consistent throughout your document. Important words need to resonate with emphasis. Quotes and references should be set off from the other text.

This chapter starts with the basics: how to format individual characters and words—selecting fonts and making characters bold, italicized, underlined, or capitalized. You learn how to format paragraphs with indents and spacing, and how to control the way Word breaks up the words in a line and the lines in a paragraph. Finally, you find out how to copy and reuse formatting with tools like the Format Painter and style sets.

Formatting Basics

Word deals with formatting on three levels encompassing small and specific on up to big and broad—through characters, paragraphs, and sections. You apply different types of formatting to each of these parts. Character formatting includes selecting a font, a font size, bold or italics, and so on. At the paragraph level, you apply indents, bullets, and line spacing. For each section of your document (even if there’s only one), you set the page size, orientation, and margins, as described in the previous chapter. Sometimes it helps to think of the parts of a document as Russian nesting dolls: Characters go inside paragraphs, which go inside sections, which fit inside your document.

Each type of formatting has its own dialog box, giving you access to all possible settings. You can also apply most types of formatting via the ribbon, the mini-toolbar, or the keyboard shortcut.

  • Characters. Use the Font dialog box (Alt+H, FN) to format characters. Letters, numbers, and punctuation marks are all printable characters and, as such, you can format them. Once you select a character or a group of characters, you can apply any of the formatting commands on the Home tab’s Font group (Alt+H). You can choose a font and a size for any character in your document. You can make characters bold, underlined, superscript, or change them to just about any color of the rainbow.

    Note

    Prior to the use of computers, groups of letters, numbers, and punctuation of a certain style, such as Helvetica or Bodoni, were called
    typefaces    . The term font was more specific, referring to variations within a typeface such as bold, narrow, or italic. Today, the terms are interchangeable. Word uses the term font, probably because it’s shorter and therefore easier to fit into a dialog box.


  • Paragraphs    . Use the Paragraph dialog box (Alt+H, PG) to format paragraphs. You can set formatting for text alignment, indents, line spacing, line breaks, and paragraph breaks. You don’t have to select a paragraph to format it; just click to place the insertion point within a paragraph. Because characters are part of paragraphs (remember those Russian nesting dolls), every paragraph includes a basic font description. When you select characters within a paragraph and change the font settings, you override the basic font description in the paragraph’s style.


  • Sections    . Use the Page Setup dialog box (Alt+P, SP) to format sections. When you change margins, page orientation, page size, and the number of columns per page (all described in Chapter 3), you’re formatting the section. Many documents have only one section, so when you make formatting changes to a section, you’re actually formatting the entire document.

Note

This chapter explains how to format characters and paragraphs. Section formatting is covered in Chapter 9, beginning in Section 9.2.

Formatting Characters

Every character in your document is formatted. The formatting describes the typeface, the size of the character, the color, and whether or not the character is underlined, bold, or capitalized. It’s easy to change the formatting, and Word gives you quite a few different ways to do it. The easiest and most visual way is with the ribbon (Home → Font). You can further fine-tune the font formatting using the Font dialog box (Alt+H, FN).

For quick formatting, you may not need to go any further than the mini-toolbar that pops up when you select text for formatting. And when you get really good, you can do most of your formatting with keyboard shortcuts, never even slowing down long enough to reach for the mouse.

Whichever method you use, formatting is a two-step process. First, tell Word which text you want to format by selecting it. Then format away. Or, you can set up your formatting options first, and then begin to type. Your letters and words will be beautifully formatted from the get-go.

Formatting with the Ribbon or the Font Dialog Box

Since character formatting is one of the most often used Word features, Microsoft put the most popular settings right on the Home tab. If you don’t see what you’re looking for there, then you must open the Font dialog box. The good thing about the dialog box is that it puts all your character formatting options in one place so you can quickly make multiple changes. It’s one-stop shopping if you want to change the typeface and the size, and add that pink double-underline.

Here are the steps:

  1. Select a group of characters, as shown in Figure 4-1
    .

    You can use any of the selection methods described in Chapter 2. You can drag to select a single character. You can double-click to select a word. Or you can move the mouse cursor to the left side of a paragraph, and then double-click to select the whole paragraph.

    Of course, if you haven’t typed anything yet, you can always go right to the ribbon and make your formatting choices first. Then type away.

    The Font group on the Home tab holds most of the common character formatting commands. Choices you make here apply to text you’ve selected (like the word “sights” in this example). If you don’t see the command you need, in the lower-right corner, click the dialog box launcher to open the Font dialog box (Figure 4-2).

    Figure 4-1. The Font group on the Home tab holds most of the common character formatting commands. Choices you make here apply to text you’ve selected (like the word “sights” in this example). If you don’t see the command you need, in the lower-right corner, click the dialog box launcher to open the Font dialog box (Figure 4-2).

  2. Go to Home → Font or the Font dialog box (click the little launcher button shown in Figure 4-1 or press Alt+H, FN) and make your formatting choices.

    Many of the buttons in the Font group act like toggles. So, when you select text and click the underline button, Word underlines all the characters in the selection. When you click the underline button again, the underline goes away.

    If you can’t find the command you want on the ribbon, or if you want to make several character formatting changes at once, then open the Font box (Figure 4-2).

Open the Font box (Alt+H+FN) to change the typeface, style, size, color, and other effects. Like many dialog boxes, the Font box gives you access to more commands than you find on the ribbon.

Figure 4-2. Open the Font box (Alt+H+FN) to change the typeface, style, size, color, and other effects. Like many dialog boxes, the Font box gives you access to more commands than you find on the ribbon.

Formatting with the Mini Toolbar

Word’s Mini Toolbar isn’t quite as much fun as your hotel room’s mini-bar, but there are times when you’ll be glad it’s there. A new feature in Word 2007, the Mini Toolbar pops up after you’ve selected text (Figure 4-3). It’s faint at first, but if you move your mouse toward it, the Mini Toolbar comes into focus showing commands, most of which are character formatting commands. Just click one of the buttons to format your selection (or move your mouse away from the toolbar if you want it to go away).

Formatting with Keyboard Shortcuts

When you’re typing away and the muses are moving you, it’s a lot easier to hit Ctrl+I to italicize a word than it is to take your hands off the keyboard and grab a mouse. Because most formatting commands work like toggles, formatting options like bold, underline, and italics become second nature. For example, to italicize a word, just press Ctrl+I at the beginning, type the word, and then press Ctrl+I at the end. Table 4-1 is your cheat sheet to every character formatting shortcut known to Word.

The mini-toolbar gives you access to the most commonly used commands. It just so happens that most of these commands are character formatting commands.

Figure 4-3. The mini-toolbar gives you access to the most commonly used commands. It just so happens that most of these commands are character formatting commands.

Table 4-1. As a result of Word’s evolution, most formatting commands have more than one keyboard shortcut. A new set of keyboard shortcuts is part of the reorganization that came up with Word 2007’s new ribbon feature. But if commands like Ctrl+B for bold and Ctrl+U for underline are permanently burned into your brain, don’t worry: Those commands from previous versions still work just fine.

Command

Keyboard Shortcut

Old Keyboard Shortcut

Description

Font

Alt+H, FF; arrow keys; Enter

Ctrl+D; arrow keys; Enter

Alt+H, FF selects the font drop-down menu; use the arrow keys to highlight the font; press Enter to finish the selection.

Font Size

Alt+H, FS; arrow keys; Enter

Ctrl+Shift+P; arrow keys; Enter

Alt+H, FS selects the font size drop-down menu; use the arrow keys to highlight the size; press Enter to finish the selection.

Increase Font Size

Alt+H, FG

Ctrl+>

Increases font size.

Decrease Font Size

Alt+H, FK

Ctrl+<

Decreases font size.

Bold

Alt+H,1

Ctrl+B

Toggles bold on and off.

Italic

Alt+H,2

Ctrl+I

Toggles italics on and off.

Underline

Alt+H, 3; Enter

Ctrl+U

Toggles underline on and off.

Double underline

Alt+H, 3; down arrow; Enter

Ctrl+Shift+D

Toggles double underline on and off.

Underline style

Alt+H, 3; arrow keys

  

Alt+H, 3 selects the underline style drop-down menu; use the arrow keys to highlight the style; press Enter to finish the selection.

Strikethrough

Alt+H, 4

  

Toggles strikethrough on and off.

Subscript

Alt+H, 5

Ctrl+=

Toggles subscript on and off.

Superscript

Alt+H, 6

Ctrl++

Toggles superscript on and off.

Change Case

Alt+H, 7; arrow keys

Shift+F3

Toggles through five case options: sentence case, lowercase, uppercase, capitalize each word, toggle case.

Color

Alt+H, FC; arrow keys; Enter

  

Alt+H, FS FC selects the font color drop-down menu; use the arrow keys to highlight the color; press Enter to finish the selection.

Highlight Text

Alt+H, I; Enter

  

Alt+H, I selects the highlight drop-down menu; Enter highlights the selection.

Clear formatting

Alt+H, E

Ctrl+Spacebar

Removes text formatting from the selection.

Changing Capitalization

Any letter can be uppercase or lowercase, but when you get to words and sentences, you find some variations on the theme. It’s not unusual to have a heading or a company name where all the letters are capitalized. Sentences start with an initial cap on the first word only, and titles usually have the major words capped. In an effort to automate anything that can possibly be automated, Microsoft provides the Change Case menu (Alt+H, 7) on the ribbon (Figure 4-4).

The Change Case command defies the usual rules about selecting before you apply character formatting. If you don’t select anything, Word assumes you want to apply the Change Case command to an entire word, so the program selects the word at the insertion point. If you’ve selected text, the command works, as you’d expect, only on the selection.

The Change Case menu gives you five ways to change the case of a selection. To open it, click the button that looks like two letter As.

Figure 4-4. The Change Case menu gives you five ways to change the case of a selection. To open it, click the button that looks like two letter As.

Small caps for headers

Small caps (Figure 4-5) are another variation on the capitalization theme. You won’t find this option on the Change Case button; for small caps you have to use the Font dialog box, which you find on the right side under Effects (where underline or strikethrough are). Small caps are great for headings and letterhead (especially if you’re a lawyer or an accountant), but you wouldn’t want to use them for body text. It’s difficult to read all capitalized text for an entire paragraph.

Small caps are a great way to distinguish a heading or subheading from body text, like the words “Calm in Storm.” Initial letters get full-sized capitals while the letters that would normally be lowercase get small capitals.

Figure 4-5. Small caps are a great way to distinguish a heading or subheading from body text, like the words “Calm in Storm.” Initial letters get full-sized capitals while the letters that would normally be lowercase get small capitals.

Formatting Paragraphs

Formatting a paragraph usually entails changing its shape. You may be squeezing it in with indents or stretching it out with additional line spacing. Other kinds of formatting change a paragraph’s very nature, like adding a border or making it part of a numbered or bulleted list. The Paragraph formatting group (Home → Paragraph) is right next door to the Font group (Figure 4-6). You don’t need to select text to format a paragraph; just make sure the insertion point is in the paragraph you want to format. However, if you want to format several paragraphs at once, select them all before you apply a command.

Paragraph formatting commands are in the Home → Paragraph group. Left to right, from the top, you find buttons to add bullets and numbers, apply indents, sort paragraphs, show the paragraph mark, align paragraphs, adjust line spacing, change the background color, and add borders.

Figure 4-6. Paragraph formatting commands are in the Home → Paragraph group. Left to right, from the top, you find buttons to add bullets and numbers, apply indents, sort paragraphs, show the paragraph mark, align paragraphs, adjust line spacing, change the background color, and add borders.

Aligning Text

It’s easy to apply alignment to text. With your insertion point in the paragraph you want to change, click one of the alignment buttons in the Paragraph group on the Home Tab. For example, Home → Paragraph → Left sets the current paragraph’s alignment. As shown in Figure 4-7, you have four choices when it comes to aligning your paragraphs:

  • Left (Alt+H, AL). Aligns the lines in the paragraph flush on the left side and ragged on the right. Left alignment is standard for letters, reports, and many business documents.

  • Centered (Alt+H, AC). Centers each line in the paragraph, leaving both left and right margins ragged. This setting is appropriate for headings and short chunks of text, as in invitations and advertisements. Avoid using centered text for long paragraphs, since it’s hard for readers’ eyes to track from the end of one line to the beginning of the next when the left margin is uneven.

  • Right (Alt+H, AR). Aligns the lines in the paragraph flush on the right side and ragged on the left. This unusual alignment is most often used for setting captions or quotations apart from the main text.

  • Justified (Alt+H, AJ). Adds space between letters and words so that both the left and right sides of the paragraph are straight and flush with the margins. Justified margins give text a more formal look suitable for textbooks or scholarly documents. If your justified text looks odd because big gaps appear between the letters or words, try using a long line—that is, putting more characters per line. You can do this by extending the margins (Alt+P, M) or by changing the size of your font (Alt+H, FS).

Set the alignment of your paragraphs using the buttons on the ribbon. Four settings are available: Left, Centered, Right, and Justified.

Figure 4-7. Set the alignment of your paragraphs using the buttons on the ribbon. Four settings are available: Left, Centered, Right, and Justified.

Indenting Paragraphs

One of the most common reasons for indenting a paragraph is to set off quoted text from the rest of the document. Usually, you move the paragraph’s left edge in about a half inch from the left margin. Word makes it easy to indent text in this way. Just use the Increase Indent button on the ribbon (shown back in Figure 4-6) or the shortcut Alt+H, AI. If you change your mind and want to remove the indent, use the companion command Decrease Indent (Alt+H, AO).

The ribbon buttons handle most everyday indentation chores, but what if you need to customize your indents? To do that, open the Paragraph dialog box to the Indents and Spacing tab (Alt+H, PG), and you see the Indentation tools in the middle of the tab (Figure 4-8).

The Paragraph box is divided into four sections. From the top you see: General, Indentation, Spacing, and Preview. As you adjust your paragraph formatting using tools from the first three groups, you see the changes take place in an example paragraph in the Preview window.

Figure 4-8. The Paragraph box is divided into four sections. From the top you see: General, Indentation, Spacing, and Preview. As you adjust your paragraph formatting using tools from the first three groups, you see the changes take place in an example paragraph in the Preview window.

The indentation tools in the Paragraph box let you set indents with much more precision than the simple Increase and Decrease buttons. For one thing, you can indent your paragraph from both margins using the Left and Right text boxes. Type a number in the box or use the arrow buttons to make an adjustment. Look in the Preview window at bottom to get a sense of the changes you’re making.

Novels, short stories, and other manuscripts often indent the first line of each paragraph. To set up this format, click the Special drop-down menu, and then choose “First line.” Type a number, in inches, in the By box on the right. A quarter inch (.25”) is usually an attractive first-line indent.

Tip

By the way, don’t hit Tab to create a first-line indent. For one thing, it creates an amateurish, type-writer-like half-inch indent. And you lose all the benefits of paragraph formatting. For example, when you press Enter to start a new paragraph, Word automatically carries your settings forward, with a perfect first-line indent just like the paragraph above. If you use the Tab key, you have to remember to hit it at the beginning of every paragraph, and there’s the danger of messing up your indents if you change the tab settings (Section 4.5).

For the reverse of the “First line” indent, choose the hanging indent where the first line extends to the left margin, while the rest of the paragraph is indented the amount shown in the By box. This kind of indentation makes great looking glossaries, bibliographies, and such.

Spacing Between Paragraphs

For documents like business letters or reports that use block-style paragraphs, there’s usually a little space between each. You can adjust this spacing between paragraphs to set off some blocks of text from the rest.

Use the Paragraph dialog box (Figure 4-8) to adjust the distance between paragraphs. On the left, you can enter numbers to set the space before the paragraph and the space after. With body text paragraphs, it’s good to set the same, relatively small distance before and after—say, three points. For headers, you may want to put a little extra space before the header to distance it from the preceding text. That space makes it clear that the header is related to the text beneath it. Generally speaking, the more significant the header, the larger the type and the greater the spacing around it.

Spacing Between Lines

In the Paragraph box, to the right of the paragraph spacing controls, you find the “Line spacing” tools. Use these controls to set the distance between lines within paragraphs. You have three presets and three custom settings:

  • Single keeps the lines close together, with a minimum amount of space between. Single spacing is usually easy to read, and it sure saves paper.

  • 1.5 lines gives your text a little more breathing room, and still offers a nice professional look.

  • Double is the option preferred by teachers and editors, so there’s plenty of room for their helpful comments.


  • At least     is a good option if you have a mix of font sizes or include inline graphics with your text. This option ensures that everything fits, as Figure 4-9 illustrates.


  • Exactly     puts you in control. Type a number in the At box, and Word won’t mess with that setting.


  • Multiple     is the oddball of the bunch. Think of Multiple as a percentage of a single line space: 1=100 percent; .8=80 percent; 1.2=120 percent; and so on.

Line spacing controls the space between lines within a paragraph. These examples show the same paragraph, with two different settings. All the type is set to 11 points except for the word “by,” which is 24-point type.Top: Using the “At least” option with 12 points entered in the At box, this setting adjusts so that the oversized word fits.Bottom: Using the Exactly option with 12 points in the At box, the b and y get clipped off.

Figure 4-9. Line spacing controls the space between lines within a paragraph. These examples show the same paragraph, with two different settings. All the type is set to 11 points except for the word “by,” which is 24-point type. Top: Using the “At least” option with 12 points entered in the At box, this setting adjusts so that the oversized word fits. Bottom: Using the Exactly option with 12 points in the At box, the b and y get clipped off.

Inserting Page Breaks and Line Breaks

Some things just look wrong, such as a heading at the bottom of a page with no text beneath it. That heading should be at the top of the next page. Sure, you could force it over there with a page break (Ctrl+Enter), but that can cause trouble if you edit your text and things move around. You could end up with a page break in some weird spot. The solution is to adjust your Line and Page Break settings so that headings and paragraphs behave the way you want them to.

On the Paragraph box’s Line and Page Breaks tab (Figure 4-10), you can adjust how paragraphs handle these breaks. The behavior becomes part of the paragraph’s formatting and travels with the text no matter where you move the text or breaks. The keyboard shortcut to get there is Alt+H, PG, Alt+P. You can use four settings:

  • Widow/Orphan control. Single lines abandoned at the top (widows) or bottom (orphans) of the page look out of place. Turn on this checkbox, and Word keeps the whole family, er, paragraph together.


  • Keep with next    . Certain paragraphs, like headings, need to stay attached to the paragraph that comes immediately after them. Choose the “Keep with next” option for your headings, and they always appear above following paragraph.


  • Keep lines together    . Sometimes you have a paragraph that shouldn’t be split between two pages, like a one-paragraph quote or disclaimer. Use this option to keep the paragraph as one unit.


  • Page break before    . Use this command with major headings to make sure new sections of your document start on a new page.

Use the Line and Page Break settings to control the appearance of your text and to avoid awkward transitions between pages.

Figure 4-10. Use the Line and Page Break settings to control the appearance of your text and to avoid awkward transitions between pages.

Creating Bulleted and Numbered Lists

Bullets and numbers add impact and help organize information. The bullets in the previous section call attention to the Line and Page Breaks commands and show that the commands are related to each other. Numbered paragraphs send a different signal, implying that the items listed are sequential or have a hierarchy. This book uses numbered paragraphs for step-by-step instructions. Meeting minutes are usually numbered, both as a point of reference and to indicate the order of the meeting’s events.

Like the other paragraph formatting options, you don’t have to select a paragraph to format it. It’s enough just to have the insertion point in the paragraph. When using bullets or numbers, you usually want to format more than one paragraph. To do that, make a selection, and then click the bullet or number button.

Bulleted paragraphs

It’s easy to turn an ordinary paragraph into a bulleted paragraph—Word does all the heavy lifting for you. You may spend more time choosing a bullet style than applying it.

Here’s how to create a bulleted list:

  1. Go to Home → Paragraph, and then click the triangle next to the Bullet button to open the Bullets menu (or press Alt+H, U).

    At the top of the menu (Figure 4-11), you see bullet styles that you used recently. In the middle, you see your Bullet Library. The bottom section shows bullet styles that have already been used in the document. At the very bottom are two commands for customizing bullets.

    The Bullet menu provides choices from the traditional filled circle to more contemporary options. If you have your own ideas for bullet design, at the bottom of the menu click Define New Bullet.

    Figure 4-11. The Bullet menu provides choices from the traditional filled circle to more contemporary options. If you have your own ideas for bullet design, at the bottom of the menu click Define New Bullet.

  2. On the Bullets menu, click to choose a bullet style.

    When you click a bullet to apply that style to the paragraph, a couple of things happen. Word adds the bullet and automatically formats the paragraph with a hanging indent (Section 4.3.2), so that the first line of the paragraph extends farther to the left than the other lines. The bullet appears in this overhang, calling attention to the bullet and setting off the paragraph from the other body text.

  3. Type some text, and then press Enter to start a new paragraph.

    When you hit Enter to create a new paragraph, Word assumes that you’re continuing with your bulleted list, so it adds the same bullet and indent automatically. You don’t have to do anything; just keep on writing.

  4. When you’re through with your bulleted list, press Enter, and then click the Home → Paragraph → Bullet button again to turn off bullet formatting.

    The paragraph with the insertion point changes from a bulleted paragraph to a normal paragraph.

If you have a few paragraphs that you’ve already written, and you want to change them to bulleted paragraphs, just select all the paragraphs, and then click the Bullet button.

Customizing bullets

You don’t have to settle for the bullets shown on the menu—Word has more choices tucked away. You can even use your own graphics for bullets, like a miniaturized version of your company logo. To explore the Bullet options available to you, open the Bullet menu (Alt+H, U), and then, at the bottom of the menu, click Define New Bullet. The Define New Bullet Box opens, showing you three buttons at the top: Symbol, Picture, and Font. Use the Symbol to browse through additional bullet options that are built into Word’s type libraries. Use the Font button to apply character styles to your choice such as font size, shadow, or bold formatting.

The middle button is the most interesting—it opens the Picture Bullet box (Figure 4-12) where you see a whole slew of bullets based on picture files. These files are the same sort used for drawings and photographs, with filename extensions like .jpg, .gif, .pct, and .emf. In addition to these dozens of bullet options, you can use your own picture or graphic files as bullets. Just click the Import button at the bottom-left corner to open the Add Clips to Organizer box. Use this Windows file box to select any picture on your computer and add it to your bullet library.

Numbered paragraphs

In most cases, numbered paragraphs work just like bulleted paragraphs. You can follow the step-by-step instructions in the previous section for making bulleted paragraphs to make numbered paragraphs. Just click the Numbering button, and then choose a number style (Figure 4-13).

The main distinction between the numbered paragraphs and the bulleted paragraphs is in the options. For numbered paragraphs, you can choose from Arabic numbers, Roman numerals, numbers set off by parentheses, and alphabetic sequences. You can even use words such as One, Two, Three, or First, Second, Third.

Multilevel lists

Multilevel lists are a more advanced numbering format. They help you create project and document outlines, as well as legal documents divided into articles and sections. In a multilevel list, each new level is indented (nudged to the right), and usually each new level has a new number format (Figure 4-14). In addition to outline and legal numbering, multilevel lists can use bullets instead of numbers. So for example, you can create a bulleted list that uses squares for level one, triangles for level two, and circles for level three. If you choose a bulleted multilevel list, the lines within the levels aren’t sequenced; they’re just bulleted.

Open the Picture Bullet box to see bullets based on picture files like JPEG and GIF. If you have pictures or drawings on your computer that you want to use as bullets, then click the Import button in the lower-left corner.

Figure 4-12. Open the Picture Bullet box to see bullets based on picture files like JPEG and GIF. If you have pictures or drawings on your computer that you want to use as bullets, then click the Import button in the lower-left corner.

Word provides several styles for numbered paragraphs. In fact, a better term would be sequenced paragraphs, because not all of the styles use numbers. You find recently used styles at the top of the list. To customize your numbered lists, click Define New Number Format (not shown) at the bottom of the list.

Figure 4-13. Word provides several styles for numbered paragraphs. In fact, a better term would be sequenced paragraphs, because not all of the styles use numbers. You find recently used styles at the top of the list. To customize your numbered lists, click Define New Number Format (not shown) at the bottom of the list.

Multilevel lists add an extra twist to the numbered format. They’re like outlines and provide a new sequence of characters for each new outline level.

Figure 4-14. Multilevel lists add an extra twist to the numbered format. They’re like outlines and provide a new sequence of characters for each new outline level.

Setting Tabs

The lowly Tab key contains more power than you may think. Sure, you can use the Tab key to scoot the insertion point across the page in half-inch increments. But Word’s tab tool is capable of much loftier feats: You can use it to design a dinner menu, create a playbill, or develop a series of consistently formatted reports.

Tab stops are all about precision alignment, giving you control over the way you present text and numbers to your readers. For example, on your dinner menu you can use tab leaders (dotted lines like the ones in this book’s table of contents) so that your reader’s eye tracks from Wild Salmon to the exceptionally reasonable price you’re asking. Once you have settings you like, you can save and reuse them. (How’s that for efficiency?)

Before you start working with tabs, you need to know a few basic terms:


  • Tabs    . Technically considered tab characters, tabs are hidden formatting characters, similar to space characters. Tabs are embedded in your document’s text.


  • Tab stops    . These paragraph settings define the position and characteristics of tabs in your document. Think of tab stops as definitions, describing your tabs. To define them, you use Word tools, like the Ruler or the Tabs dialog box.

  • Tab key. The key on your computer keyboard that inserts tabs into your text.

Press the Tab key, and Word inserts a tab in the text at that point. The tab character makes the insertion point jump left to right and stop at the first tab stop it reaches. If you haven’t set any new tab stops, Word uses the built-in set of tab stops—one every half inch across the width—that every new, blank document starts out with.

How Tab Stops Work

Tab stop settings apply to paragraphs. If a paragraph has several lines, the tab stops are the same for all the lines within that paragraph. If you haven’t deliberately set tab stops, Word provides built-in tab stops at half-inch intervals. These stops are left tab stops, meaning the text aligns on the left side. You can see all tab stops on the horizontal ruler—they show as small vertical tick marks in the gray area below the number scale (Figure 4-15).

Tabs are just white space in your text, but for Word, they’re these little arrow characters that position your text on the line. You can change your Word Options (Office button → Word Options → Display) to show tabs on your screen.

Figure 4-15. Tabs are just white space in your text, but for Word, they’re these little arrow characters that position your text on the line. You can change your Word Options (Office button → Word Options → Display) to show tabs on your screen.

Tip

If you don’t see tab stops in the ruler, click within a paragraph. Remember, tab stops are paragraph settings, so your insertion point must be in a paragraph to see them.

Viewing Tab Marks in Your Text

Tabs are invisible on the printed page, like spaces or paragraph marks. Sometimes, when your document behaves unexpectedly, it helps to reveal the hidden characters so you can see if tabs are the culprit. After all, when they’re hidden, all you see is white space on the page, however, spaces, tabs, and indents each behave quite differently.

To view tabs within your text:

  1. Choose Office button → Word Options to open the Word Options dialog box (Figure 4-16).

    The Word Options button is at the bottom of the Office menu.

    Use the Word Options box to reveal formatting characters like tabs, spaces, and paragraph marks. When you turn on the checkbox next to the mark, you see these nonprinting characters on your screen.

    Figure 4-16. Use the Word Options box to reveal formatting characters like tabs, spaces, and paragraph marks. When you turn on the checkbox next to the mark, you see these nonprinting characters on your screen.

  2. On the left side of the Word Options box, choose the Display option.

    The panel on the right is divided into three parts. The top section shows page display options, the middle section shows formatting marks, and the bottom section holds printing options.

  3. In the middle group, turn on the “Tab characters” checkbox to make your tabs visible.

    An icon next to this checkbox shows you the symbol for tab characters. This mark shows up on your computer screen but not in printed text.

  4. Click OK to save the settings and close the dialog box.

    The box closes and you see the tabs as small arrows in your text.

Deleting and Editing Tabs

Because tabs are characters within your document, you can delete, copy, and paste them, just as you would any other character or text fragment. Maybe you want to delete a tab just click immediately after a tab character, and then press the Backspace key. You can also use the Tabs box (Figure 4-17) for to control tabs.

With tabs, you can use almost any editing trick that you’d use on other characters. You can select and drag a tab to a different place in your text. You can use shortcut keys, such as Ctrl+X to cut a tab and Ctrl+V to paste it someplace else. (All of these activities are much, much easier when you’ve set your Word Options to view tab marks as described previously.)

The Tabs box puts you in complete control of all things tabular. When you select a specific tab in the upper-left box, you can customize its alignment and leader characters.

Figure 4-17. The Tabs box puts you in complete control of all things tabular. When you select a specific tab in the upper-left box, you can customize its alignment and leader characters.

Types of Tabs

Five types of tabs are available in Word—one of which isn’t a true tab but works well with the others:

  • Left tab. The most common type of tab, it aligns text at the left side; text flows from the tab stop to the right. When you start a new, blank document, Word provides left tabs every half inch.

  • Center tab. Keeps text centered at the tab stop. Text extends evenly left and right with the tab stop in the middle.

  • Right tab. Aligns text to the right. Text flows backwards from the tab stop, from right to left.


  • Decimal tab    . Used to align numbers, whether or not they have decimals. Numbers align with the decimal point centered on the tab stop. Numbers without decimal points align similar to a right tab.


  • Bar tab    . The Bar tab is the oddball of the group and, no, it has nothing to do with your local watering hole. It also has nothing to do with aligning text. It inserts a vertical bar in your text as a divider. The bar appears in every line in the paragraph. This tab stop ignores tabs inserted in your text and behaves in the same manner whether or not tab characters are present.

Note

There may be a certain Microsoftian logic in grouping the bar tab with the tab feature, but Word provides other ways to place vertical lines on your pages that you may find more intuitive. You can use Insert → Insert Shapes → More and choose the line for free-form lines. Or you can use borders for paragraphs or tables.

Tab Leaders

Tab leaders help readers connect the dots by providing a trail from one tabbed item to the next. They’re ideal for creating professional-looking menus, playbills, and more.

Here are some examples:

	Hamlet, Prince of Denmark...........Sir Laurence Olivier
	Ophelia, daughter to Polonius.......Roseanne Barr

Four Leader options can be used with each type of tab stop except the bar tab:

	None                                No leader here
	Dotted..............................You've seen this before
	Dashed_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ For a different, intermittent look
	Underline__________________________ When only a solid line will do

As visual aids, leaders are quite helpful, and they work equally well for text and numbers.

Using Word’s Rulers

If you’re visually oriented, you may prefer the ruler for futzing with tab stops, page margins, and indents. Two rulers are available—horizontal and vertical. The horizontal ruler appears at the top of the page, giving you quick access to your tab, indent, and margin settings. To make the rulers visible, press Alt+W, R, or click the View Ruler button at the top of the right-hand scroll bar (Figure 4-18).

Tip

The ruler marks off your page in the measuring units of your choice. The factory setting uses inches, but if you want to make changes, you can do that in Word Options. Go to Office button → Word Options → Advanced. Scroll down to the group under Display, and then change the drop-down menu labeled “Show measurements in units of” to your preferred units of measurement.

Word’s ruler provides lots of information about the formatting of the current paragraph, that is, the paragraph that contains the insertion point. Use the button just above the scroll bar for a quick way to show and hide your ruler.

Figure 4-18. Word’s ruler provides lots of information about the formatting of the current paragraph, that is, the paragraph that contains the insertion point. Use the button just above the scroll bar for a quick way to show and hide your ruler.

Managing Tab Settings with the Ruler

In Figure 4-18, the ruler measures the page in inches. The grayed areas at both ends of the ruler indicate the page margins. The numbers on the ruler mark the distance from the left margin in both directions, left and right. Note the number 1, at the left edge of the ruler in Figure 4-18.

Setting tab stops

Word’s every-half-inch tab stops can work for many of your documents, but sooner or later, you may need to put a tab stop in a different place or change its style. No problem—it’s easy enough to do with the ruler.

Setting a new tab stop is a two-step process:

  1. Using the selection box to the left of the ruler, choose the type of tab you want.

    The icon in this box shows what kind of tab you’re about to apply—Left, Center, Right, Decimal, or Bar. When you hold your cursor over the box for a second or two, a little screen tip appears describing the formatting option. Click the box to cycle through the tab stop and indent options.

  2. Once you’ve selected the tab type you want, click the ruler to position the tab.

    Click the point on the ruler where you want to place the tab stop. An icon appears on the ruler showing the position and the type of tab stop.

Tip

If you find the tab icons a little confusing, here’s some help: Think of the vertical line as the tab stop and the horizontal line at the bottom as the direction your text flows. For example, the Left tab icon is L shaped, indicating that text flows to the right, away from the tab stop. The Center tab icon has the vertical line in the middle.

You can add an almost limitless number of tab stops—one for every tick mark on the ruler. If you need greater precision, use the Tab dialog box described in Section 4.5. Setting a tab stop removes all the built-in tab stops to its left, but the ones to the right remain.

Adjusting and removing tab stops with the ruler

If a tab stop isn’t exactly where you want it, you don’t have to delete it—just drag it to a new position on the ruler. If you wish to remove a tab stop, drag it up or down off the ruler, and it disappears. When you make these changes, your document shows the consequences. Any tabs in your text shift over to the next readily available tab stop, which can be a built-in tab stop or one that you’ve set.

Setting Margins with the Ruler

You can always use the Page Layout tools (Page Layout → Page Setup → Margins or Alt+P, M) to set your margins with a click of the mouse, but for visual control, nothing beats the ruler (Figure 4-19). The lighter part of the ruler shows the text area, and the darker part shows your margins. Making adjustments is simply a matter of clicking and dragging the margin to a new location. Keep in mind that changing your margin affects the entire document section; more often than not, that means it affects the entire document because many documents are a single section. (For more details on working with sections, see Section 9.2.)

Hold your cursor over the margin boundary on the ruler, and it changes to a double arrow, as shown here. The screen tip shows what you’re pointing to—the right margin, in this case. Drag the boundary to a new location to change your document margins.

Figure 4-19. Hold your cursor over the margin boundary on the ruler, and it changes to a double arrow, as shown here. The screen tip shows what you’re pointing to—the right margin, in this case. Drag the boundary to a new location to change your document margins.

Tip

To avoid confusion, remember that indents are used to change the width of a single paragraph, while margins are used to change the paragraph width for an entire section or document.

Adjusting Paragraph Indents with the Ruler

Using the ruler to adjust indentation is similar to changing margins. It’s just a matter of clicking and dragging. Indents are bit more complicated because you have a few more options, and that means more tools and widgets (Figure 4-20).

It can take awhile to get used to adjusting paragraph indents with the ruler. For one thing, you need a steady hand and accurate clicking to zero in on those little triangle buttons. The top triangle sets the first line indent and moves independently. The bottom triangle creates a hanging indent, and you can move it independently too, as long as you grab only that triangle. That little box below the triangle is your left indent, and if you drag it, both it and the top (first line) indent marker move together.

To adjust paragraph indents, slide the little triangles along the ruler. The changes you make affect the paragraph with the insertion point. If you want to make changes to more than one paragraph, make a multiple selection before you start.

Figure 4-20. To adjust paragraph indents, slide the little triangles along the ruler. The changes you make affect the paragraph with the insertion point. If you want to make changes to more than one paragraph, make a multiple selection before you start.

Fast Formatting with Format Painter

Whether it’s a special heading or a paragraph of text, formatting a paragraph just the way you want it is a lot of work. Once you have the margins, indents, and tabs in place, and you’ve got the font style and size set, you’ve invested a chunk of time in the project. Fortunately, you can capitalize on that investment. The Format Painter works like magic. You can use it to copy the formatting of a word, heading, or paragraph onto something else. You don’t have to worry about any of the formatting details. You don’t even need to know how something is formatted, so long as you like the way it looks.

Here’s how it works:

  1. Select the character or paragraph with the formatting that you want to copy.

    You can copy and paint either the character or the paragraph formatting. If you want to copy just text formatting (font, size, text color, and so on), select a few letters or a word with that formatting, not the whole paragraph. Selecting an entire paragraph, complete with the paragraph mark at the end, copies both the character formatting and the paragraph formatting. If you don’t select anything, the Format Painter uses the formatting from the current paragraph, so to copy paragraph formatting alone (for example, tabs and indents), just click anywhere in the paragraph.

  2. Go to Home → Clipboard and click the Format Painter button, or just press Alt+H, FP.

    Your cursor acquires a tiny paintbrush icon. If you have only one quick change to make, just click the Format Painter once. However, if you want to copy the same formatting to several different locations, double-click the Format Painter. When you double-click, the button stays locked down, indicating that it will stay on and let you paint multiple times until you’re ready to stop.

  3. Drag the Format Painter over the text or paragraph that you want to change.

    Here’s the fun part. Like magic, your selection takes on all the formatting that you copied. If you double-clicked for multiple format painting, you can keep on dragging over text or clicking paragraphs. When you’re through, hit Esc. The Format Painter button pops back up, and your cursor changes back to its normal I-beam appearance.

Formatting with Styles

Like the Format Painter, Word’s styles are great time-savers because they let you apply a whole bunch of formatting commands in one fell swoop. Unlike Format Painter, Word’s styles are permanent repositories of formatting information that you can always apply with one click. So, if you’ve discovered or created the perfect style (formatting) for a heading, you can apply that same style to headings today, tomorrow, or a week from tomorrow.

Microsoft provides sets of predesigned Quick Styles. These sets include a Normal style for body text and a number of Heading styles. You can also find a variety of styles for lists, quotes, references, and for paragraphs or text that deserve special emphasis. With a click of your mouse, you can apply any one of these styles and make dramatic changes to your document (Figure 4-21).

Some styles define character formatting, such as font, font size, font style, and special effects such as underlining or strikethrough. Other styles define both character formatting and paragraph formatting. Paragraph formatting includes things like paragraph alignment, line spacing, bullets, numbering, indents, and tab settings.

This attractive page uses four Quick Styles: Book Title style centers the text and sets the font to 30-point Constantia with colored borders above and below. Heading 1 for the chapter heading uses a different color and generous paragraph spacing. The Heading 2 spec uses a complementary color and closer paragraph spacing. Finally, the body text uses the Normal style, which provides, among other things, an indent for the first line of each paragraph.

Figure 4-21. This attractive page uses four Quick Styles: Book Title style centers the text and sets the font to 30-point Constantia with colored borders above and below. Heading 1 for the chapter heading uses a different color and generous paragraph spacing. The Heading 2 spec uses a complementary color and closer paragraph spacing. Finally, the body text uses the Normal style, which provides, among other things, an indent for the first line of each paragraph.

Applying Quick Styles

It’s easy to preview and apply a style to your text. The action takes place in the Styles group on the Home tab. Follow these steps:

  1. Select the text or paragraph that you want to format.

    When you want to apply a style to an entire paragraph, just click to put the insertion point in that paragraph. When you want to apply a style to text, you need to select the text first.

  2. Go to Home → Styles and hold your cursor over a style to see a live preview in your document.

    The Styles group shows a few styles right on the ribbon. To see more styles, use the arrows on the right to scroll through the list, or click the button at bottom to open the entire menu (Figure 4-22).

    When you hold the mouse cursor over a style, the text in your document changes, showing you the effect of applying that style.

  3. Click to apply the style.

    When you click a style on the ribbon or in the menu, Word applies that style to your paragraph or text selection.

Each style is a collection of formatting commands that you can apply with a mouse click. To browse the available styles, go to Home → Styles. When you hold your mouse over a style, the text in your document changes, giving you a live preview of the style. Word offers dozens of predesigned Quick Styles, or you can create your own.

Figure 4-22. Each style is a collection of formatting commands that you can apply with a mouse click. To browse the available styles, go to Home → Styles. When you hold your mouse over a style, the text in your document changes, giving you a live preview of the style. Word offers dozens of predesigned Quick Styles, or you can create your own.

Modifying Styles

When you apply a style to a paragraph of text, you do more than just change its formatting. In essence, you’ve attached that style to the paragraph. If you make changes to that style later, the paragraph reflects those changes. Imagine that you have a style called Heading 1 that centers the headings on the page. You’ve used this style repeatedly throughout your 400-page novel about the French Revolution. Say, you decide your novel would look better with that heading aligned on the left margin rather than centered. Instead of making the change to each individual heading, you edit the Heading 1 style. When you change the style definition, all your headings that are based on the Heading 1 style change to match.

Here are the steps to modifying a style. In this example, you give the Heading 1 style left alignment:

  1. Go to Home → Styles and click the Styles dialog box launcher (Figure 4-23).

    In the Styles box, you can click to apply any one of the styles to your current selection or paragraph. Even when the Styles box is open, you can click within your text to move the insertion point to a different paragraph. And you can use the scroll bar, the PageUP and PageDN keys, or any other method to navigate through your document.

    When you hold your cursor over a style, a screen tip pops up showing you details. Turn on the Show Preview checkbox at bottom to see a more visual representation of each of the styles.

    Open the Style dialog box to see a complete list of all available styles. On the right side, a paragraph mark shows that a style includes paragraph formatting. The lowercase “a” shows that the style includes character formatting. Click the down arrow button to open a menu where you can modify the style definition.

    Figure 4-23. Open the Style dialog box to see a complete list of all available styles. On the right side, a paragraph mark shows that a style includes paragraph formatting. The lowercase “a” shows that the style includes character formatting. Click the down arrow button to open a menu where you can modify the style definition.

  2. Right-click Heading 1 (or whatever style you want to change), and then choose Modify from the shortcut menu.

    The Modify Style dialog box opens (Figure 4-24). Here you can get under the hood and tinker with all the formatting options.

    Tip

    When you right-click anywhere on the style name, or click the V button in the Styles dialog box, a context menu shows you several choices for changing and working with the selected style. At the top of the list is “Update Heading 1 to Match Selection.” This option changes all the formatting in the selected style so that it’s identical to the current paragraph or selection.

  3. In the lower-left corner of the Modify Style box, click the Format button, and then choose Paragraph.

    The Paragraph dialog box opens. Yep, it’s exactly the same box you open when you click the Paragraph dialog box launcher on the ribbon or press Alt+H, PG (see Figure 4-8). In fact, the Format button leads you to many familiar dialog boxes, from Fonts to Borders to Tabs. The difference, of course, is that you’re now changing a style format, not just a few paragraphs.

    The Modify Style box is command central for tinkering with your style definitions. The properties at the top determine the behavior of the styles when you’re working with text. The preview window in the center shows an example of the style in action. Use the format button in the lower-left corner to open dialog boxes to make changes in the character and paragraph formatting.

    Figure 4-24. The Modify Style box is command central for tinkering with your style definitions. The properties at the top determine the behavior of the styles when you’re working with text. The preview window in the center shows an example of the style in action. Use the format button in the lower-left corner to open dialog boxes to make changes in the character and paragraph formatting.

  4. At the top of the Paragraph box, in the General group, click the Alignment drop-down menu, and then choose Left.

    In this example, you’re just making a single change, but you can also make changes to any of the other formatting options in this box.

  5. Close the Paragraph box, the Modify Style box, and the Styles box.

    Everything’s done except the cleanup. Close each of the boxes you’ve opened to go back to your text and continue editing.

Managing Style Sets

A style set is a collection of styles. Microsoft includes several predesigned style sets with Word, with names like Classic, Distinctive, Elegant, Formal, and Modern. Go to Home → Styles → Change Styles (or press Alt+H, FQ) to see them listed under the Change Styles button (Figure 4-25). Each of Word’s predesigned style sets includes a Normal style, several heading styles (Heading 1, Heading 2, and so on), and other paragraph and character styles (like Title, Subtitle, Intense, Strong, and Reference). Even though a style has the same name in different sets—like Heading 1—the formatting is likely to be quite different. So when you change your document’s style set, you can get a radically different look.

Click the Change Styles button, and then click Style Set to see the different style sets available. Using the Colors and Fonts options, you can make quick changes to the look of your document. Second thoughts? Click “Reset to Quick Style from Template” to undo any changes made in haste. At the very bottom, you can use the “Save as Quick Style Set” command to immortalize your current styles as a brand-new style set.

Figure 4-25. Click the Change Styles button, and then click Style Set to see the different style sets available. Using the Colors and Fonts options, you can make quick changes to the look of your document. Second thoughts? Click “Reset to Quick Style from Template” to undo any changes made in haste. At the very bottom, you can use the “Save as Quick Style Set” command to immortalize your current styles as a brand-new style set.

The style set that’s in use has a checkmark next to the name. If you move your cursor over the name of a different style set, Live Preview shows you your text formatted with that new style set. To make the change permanent, just click the name. The menu closes, and your text has a whole new look.

Creating Your Own Style Set

The best way to create your own style set is to start with one of Microsoft’s predesigned sets, and then modify it. Here’s a basic procedure for customize an existing style set to meet your needs.

  1. Use live preview to browse the existing style sets and choose one that’s a reasonably close match to what you have in mind.

    For example, open a document to a place where you can see a few different types of styles, like body text, some headings, and maybe a numbered or bulleted list.

  2. Go to Home → Styles → Change Styles → Style Set (Alt+H, GY). Work your way down the list of style sets, and click one that has a look that’s similar to the one you want.

    The Style Sets submenu lists the style sets available. Hold your mouse cursor over the name of a style set, and live preview shows you how that style set changes your document. In the next steps, you’ll modify the style set to be exactly what you want.

  3. If necessary, modify the colors and fonts using the options on the Change Styles menu.

    The first and most obvious changes you can make are to the colors and fonts. The commands to make those changes are right there on the Change Styles menu (Home → Styles → Change Styles). The previewing procedure is the same: Just hold your mouse cursor over a Font or Color style, and you see your document change. Click to choose a color or font style.

    Start with the Normal paragraph style. Consider the font, font size, color, and any other character formatting that you may want to change. (But don’t get crazy; after all, this is the Normal paragraph style.) After the Normal paragraph style, move on to the Heading styles. The font size and color you choose for your headings set the tone for your entire document.

  4. Examine the existing paragraph styles, and if necessary, make changes.

    Consider the line spacing and indents for normal paragraph. Do you want more or less space around them on the page? Choose the paragraph spacing for each heading style. Think about borders—perhaps you’d like a nice line above or below a heading.

    Work your way through any of the existing paragraph or character styles that you know you’ll use.

  5. Consider the paragraph styles you need, and add new ones if they’re missing.

    After you’ve modified the existing styles, think about styles that you’d like to have but aren’t part of the set. Maybe you need a numbered list, or a special sidebar paragraph with a border running all the way around it. Create whatever styles you need, and then add them to your style set.

    Don’t worry if you can’t think of everything just now. You can always add new styles later when you’re using the style set.

  6. When you’re done customizing your style set, go to Home → Styles → More → Save Selection as Quick Style Set (or Atl+H, L), and then save it with a new name.

    The Save command is at the very bottom of the submenu. As a last step, save your style with a name, and it becomes one of the available style sets (Figure 4-26).

    A standard Windows Save dialog box opens. Type a name for your style set in the “File name” text box, and then click Save. After you’ve saved it, your customized style shows on the Change Styles menu with all the rest.

You can create a custom style set that’s fine-tuned to your own specs. Once saved, your style set shows up on the Change Styles menu.

Figure 4-26. You can create a custom style set that’s fine-tuned to your own specs. Once saved,
your style set shows up on the Change Styles menu.

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Источник

You create a paragraph when you press Enter key while writing a document in Word. In Word, a paragraph can be a title, heading, a single character, word, sentence, or even a blank line followed by the keyboard Enter key. Word uses ¶ marks to indicate paragraphs in your document.

Paragraph in the Word document

A paragraph has a formatting mark that is hidden by default. To see the paragraph mark, click ¶ icon in the Paragraph group on the Home tab. See, How to show formatting marks?

Microsoft Word provides paragraph-formatting tools in Paragraph groups located inside the Home tab and Layout tab. You can adjust the paragraph alignment, line spacing, paragraph space before and after, etc. through commands available in the Paragraph group on the Home tab. The Paragraph group in the Layout tab enables you to control the indent and spacing for the paragraph.

Paragraph Formatting Tools on Home Tab

Paragraph group on the Home tab
  1. Bulleted List
    See also, Bullets and Numbering tutorial.
  2. Numbered List
  3. Multilevel List
    See also, Understanding Multilevel List dialog box and Multilevel Headings.
  4. Decrease Indent
    Remove the extra space (half-inch) to the left of the entire pargraph.
  5. Increase Indent
    Adds half-inch extra space to the left of the entire pargraph.
  6. Sort
    Sort hedings, paragraphs, lists or tables.
  7. Show/Hide Formatting Symbols
  8. Left Alignment
    Aligns the current paragraph (or a selection) to the left.
  9. Center Alignment
    Aligns the current paragraph (or a selection) to the center of the page.
  10. Right Alignment
    Aligns the current paragraph (or a selection) to the right.
  11. Justified Alignment
    Lines-up text neatly on the both sides (left and right) of the current paragraph (or a selection).
  12. Line and Paragraph Spacing
    Adjust the space between lines of text or between paragraphs.
  13. Shading
    Apply background color to a paragraph, selected text or table cell. Click down-arrow on Shading icon to open its menu to choose a preset color or create your own color. Shading command can be apply to selected text or an entire paragraph while the Text Highlight Color command doesn’t apply to an entire paragraph.

    Shading command also apply the background color on paragraph-spacing.
  14. Borders
    Set border to the selected text, paragraph or table.
  15. Paragraph Settings (Dialog box launcher)
    Click on the Dialog Box Launcher icon to open the Paragraph dialog box. It gives you more formatting commands: Outline level, Tabs setting, Line and Page Breaks commands (we’ll discuss these commands later).

Paragraph Formatting Tools on Layout Tab

Paragraph Group on Layout Tab

The Paragraph group on the Layout tab has two areas: Indent and Spacing. You can adjust the indentation on selected paragraphs by specifying the value in the Left and Right fields. Similarly, you can adjust the spacing on selected paragraphs by specifying the values in Before and After fields. For details follow these links:

  1. How to adjust the paragraph indentation
  2. How to adjust the line and paragraph spacing

Text Alignment

Text Alignment

Paragraph alignment controls how the text aligns to the page margins. There are four types of alignment options in Word: Left, Center, Right, and Justify.

Left Alignment

It is the default paragraph alignment and is used by the majority of people. To align the paragraph to the left:

  1. Select text.
  2. Click the Align Left command on the Paragraph group under the Home tab to align text to the left.
  3. Or press Ctrl+L keyboard shortcut.

Center Alignment

Center alignment is mostly used for Heading or Title that begins on a new document page. To center a text:

  1. Select text.
  2. Click the Center command on the Paragraph group under the Home tab to center text on the page.
  3. Or press Ctrl+E keyboard shortcut.

Right Alignment

Right alignment position the text to the right edge of the document, this alignment mostly use for signatures or citation credits. Follow these steps to right-align text on a document:

  1. Select text.
  2. Click the Align Right command on the Paragraph group under the Home tab to align text to the right.
  3. Or press Ctrl+R keyboard shortcut.

Justify Text Alignment

The Justify alignment places the text to both edges (left and right) by adding some additional space between words. To justify text, follow these steps:

  1. Select text.
  2. Click the Justify command on the Paragraph group under the Home tab to justify text on the page..
  3. Or press Ctrl+L (or Ctrl+J) keyboard shortcut.
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Create, merge paragraph(s).

Paragraphs are very important for the formatting of any document. Paragraphs create proper divisions among the different parts of text and make it look more presentable. In order to create a paragraph, simply insert a line break in the text at the point where you want to divide the text into two paragraphs. The insertion of a line break will be discussed in the next section.

To merge two paragraphs, simply remove the line break between the paragraphs and the paragraphs will get merged together.

A simpler way to create a paragraph or to insert a line break is to simply hit the ‘enter’ button from your keyboard at the point where the line break needs to be inserted. This will divide the text into two paragraphs.

Similarly, to remove the line break and to merge two paragraphs, simply hit the ‘backspace’ button from your keyboard after taking the text pointer to the start of the second paragraph. This will merge the two paragraphs together.

Insert, remove soft carriage return (line break).

To insert a line break into a document, take the text pointer to the point where the line break needs to be inserted. Then click on ‘Insert’ from the main menu bar and from the resulting drop-down menu, click on ‘Manual Break’. This will open the ‘Insert Break’ dialog box.

Line Break

In this dialog box, select the ‘Line break’ radio button and then click on ‘OK’. This will insert a line break into the document.

We have already seen how to remove a line break in the last section.

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Introduction

There are a number of built-in capabilities in Word that can help you add structure to your document. By using styles you can more easily navigate your document and move things around. For years you have been able to save Word documents as PDF, and in Word 2013 you can now also edit PDF documents. Let me show you.

How to apply styles to Word documents?

I’m going to write a new script for one of our videos. I’ll open up a blank document and start with the title, “Keep your contacts up to date”. To make it easier to format and navigate the document I’m going to apply styles. To apply a style to the title I’ll mark the title and click on the “Title” style.

I’m not thrilled about the formatting applied, but I’m going to leave it for now and change the look and feel of the entire document when I’ve finished writing all the text.

Next, I’ll write the outline for the script. The outline will also work as the headings for each paragraph.  When I’ve written all the headings I’ll mark them and apply the “Heading 1” style. Now I’ll just write the text for each section and finally, I’ll add information about the video at the top. I’ll mark the informative text at the top and select to apply the “Subtle Emphasis” style.

How to manage paragraphs in Word?

By applying heading styles it is much easier to navigate and work with the document. In Word 2013 I can get a good overview of the contents by collapsing and expanding the paragraphs. To collapse a paragraph place your cursor on the heading, right-click and select Expand/Collapse – Collapse Heading.

This option will only be available if you have applied a heading style. Another, quicker way to collapse the paragraph is to click the little grey triangle to the left of the heading. If you want to collapse all paragraphs right-click any heading and select Expand/Collapse – “Collapse all headings”.

Now you can focus your attention better by only expanding a single paragraph.  To go back to the original layout right-click and select Expand/Collapse – “Expand all headings” and the full document will show.

How to arrange paragraphs in Word?

To quickly re-arrange paragraphs in your document, click the “VIEW” tab and then mark the “Navigation Pane”.

Here you can see all the paragraphs in your document if you have applied styles. You can easily navigate your document by just marking a heading to go to that paragraph. To change the order of a paragraph just grab it by holding down the left mouse button and then drag and drop it, and the whole paragraph is moved. To go to the beginning of the document click the little arrow which takes you back to the first page.

How to change styles in Word?

I’ll close down the “Navigation Pane”, and now I want to work on the look and feel of the document. To make it easier to change formatting, Word has a number of built-in style sets that you can use. To apply a style set to your document, click the “DESIGN” tab and select a style from the style set gallery.

A style set is a combination of fonts, colors, and layouts.  You get a live preview of what your document will look like using different style sets. I’ll select this “Shaded” style set. This is a good start but I want to make some changes. To change the colors used in the style, click “Colors”, and see which color combination you prefer.

How to create numbered headings in Word?

I can continue to tweak the formatting until it’s exactly the way I want it. For example, I want to add some more space between the lines of the text. I’ll mark the first paragraph by double-clicking in the margin next to the paragraph. I’ll go to the “HOME” tab and click the Line and Paragraph Spacing” button and change the line spacing to 1.5.

To apply this change to the entire document, I’ll right-click the “Normal” style used for the text and select “Update Normal to Match Selection”.

There, now more space is added to the entire document. This looks fine, however, I want the video information at the top to be more compressed. Click the Show/Hide paragraph button on the “HOME” tab to see all paragraph ending marks.

I’ll remove the one at the very top by just pressing delete on my keyboard.  To remove the space after the paragraphs and make the text more compressed mark the text, click on the “Line and Paragraph spacing” button and click “Remove Space After Paragraph”.

To make it even more compact I’ll click again and select “Remove Space Before Paragraph”. If I want it even tighter I can decrease the line spacing, but I prefer to have a bit more space so I’ll click undo twice. To save these changes to the style I’ll right-click the “Subtle emphasis” style and select to “Update Subtle Emphasis to Match Selection”.

To hide the paragraph marks again click the “Show/Hide” paragraph button.

How to create numbered headings in Word?

Next, I want to add heading numbers. To add numbers to your heading style, mark a heading and click “Numbering” in the Paragraph section of the “HOME” tab. Select a number format of your choice.

By default, Word indents numbered lists. To remove the indent click the “Decrease Indent” button. To apply this change to the heading style, right-click the “Heading 1” style and select “Update Heading 1 to Match Selection”.

As you can see all the headings are automatically numbered.

How to save a new style set in Word 2013?

Now that I’m happy with all the formatting I want to save this style for future video scripts so that I don’t have to make the changes all over again. To save a style set go to the “DESIGN” tab, open up the Style Set Gallery and click “Save as a New Style Set”.

Give it a name, I’ll name this “Video Script Design”. If you open up the Style Set Gallery, you will see the newly created Video Script Design style in the “Custom” section. By saving your style sets you don’t have to waste time formatting your documents over and over again.

How to create a template in Word?

In addition to the formatting, this video script follows a certain text pattern. It has the article number at the top followed by the video length, keywords a description and then the actual script starts off with an introduction. A Style Set only saves the design, not the contents of the document. If you want to keep some of the text in your document it’s better to save it as a document template. To make sure I don’t overwrite my script by mistake I’ll close down the document. I’ll open up Word again and in the “Recent document” section I’ll right-click and select “Open a copy”.

Now I’ll remove all the specific text and make it more generic. To save it as a template I’ll click “FILE”, “Save As” and then I’ll select “Word Template” in the file type drop down. I’ll give it a name, “Video Script Template”.

Next time I open up Word, my template is available under the “PERSONAL” section on the start page.

How to save Word documents as PDF

Let’s go back to my initial video script again. I’ll open it up from my “Recent documents”. When I’m done with the final script I want to save it as a PDF document. To save a document as a PDF click “FILE” and then “Export”, “Create PDF/XPS” and then click ”Publish”.

Your document is exported into a PDF document that you can easily share with others.

Edit PDF documents in Word 2013

Sometimes you need to make changes to PDF documents. Here I have some other scripts I have written that I would like to apply my newly created style too. The problem is I only have them as PDF documents. In Word 2013 you can open up and edit PDF documents. To open up a PDF document in Word, right-click the PDF document and select to “Open with” Word.

You’ll get a warning that the document might not look the same in Word as in Adobe. Click “OK” to open up the document. The PDF document opens up and as you can see in this case the formatting looks quite alright. So now I can continue to work on this script and apply my newly created style set in Word.

Closing

By knowing how to add structure to your documents using styles you’ll be able to save a lot of time when it comes to navigating and formatting documents.

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No matter what you are writing, a fictional book, a story for kids, a user manual, or
a technical report, jumping between the text and ribbon buttons for formatting distracts
from the work. Shortcut Keys or Hotkeys for changing the paragraph alignment,
style, etc. without mouse movements come to rescue.

Aligning Paragraphs

To align paragraphs, follow these steps:

   1.   Position the insertion point into the paragraph or
select the paragraphs that you want to align.

   2.   Do one of the following:

  • Click the alignment button on the Home tab, in the Paragraph group
    to align left/right, center, or justify the paragraph text or press one of the
    shortcut keys:

    Paragraph in Word 2016

  • Choose Paragraph… from the shortcut menu (right-click or press Shift+F10), to
    display the Paragraph dialog box:

    Paragraph in the popup menu Word 2016

    On the Indents and Spacing tab, choose the alignment option from the Alignment
    list and then click OK:

    Paragraph in Word 2016

Adjusting line spacing

To adjust spacing between lines, follow these steps:

   1.   Position the insertion point in the paragraph or
select the paragraphs that you want to adjust.

   2.   Do one of the following:

  • On the Home tab, in the Paragraph group, click Line Spacing Options…:

    Line Spacing in Word 2016

  • Choose Paragraph… from the shortcut menu to open the Paragraph dialog box. On the
    Indentation and Spacing tab, in the Line Spacing list box, choose one of the options:

    • Single — Single-line spacing. (Line height automatically adjusts to accommodate the
      size of the font and any graphics or formulas in a line.)
    • 1.5 Lines — Line-and-one-half spacing (an extra half-line of space between lines).
    • Double — Double-spacing (an extra full line of space between lines).
    • At Least — At least the spacing that you specify in the At
      box-the line won’t be smaller than you specify, but it may be higher because
      Word will add extra spacing for
      tall characters, big graphics, and superscript or subscript text.
    • Exactly — The exact spacing that you specify in the At box. All lines
      have the exact same height, regardless of the size of the characters in the line; Word
      doesn’t add extra spacing. Note that some text may be cut off if not enough space is
      available.
    • Multiple — Multiples of single-line spacing, such as triple (3) or quadruple (4), as
      specified in the At box.

    To specify a custom line spacing, type the spacing amount that you want in the At box. For
    example, enter 1.25 for an extra quarter line of space between lines, or click the up or
    down arrow to increase or decrease the amount in half-line increments. When you finish, click
    OK.

  • Press one of the shortcut key combinations:
    • Ctrl+l — Single-spacing
    • Ctrl+5 — 1.5-line spacing
    • Ctrl+2 — Double-spacing
    • Ctrl+0 (zero) — Add or remove 12 points of space before a paragraph.

Apply paragraph styles

To change paragraph styles, follow these steps:

   1.   Position the insertion point into the paragraph or select the
paragraphs that you want to change.

   2.   Do one of the following:

  • Choose the style in the in the Styles group, on the Home tab:

    Paragraph Styles in Word 2016

  • Press one of the shortcut key combinations:
    • Alt+Ctrl+1 — Apply the Heading 1 style
    • Alt+Ctrl+2 — Apply the Heading 2 style
    • Alt+Ctrl+3 — Apply the Heading 3 style
    • Ctrl+Shift+N — Apply the Normal style
    • Ctrl+Shift+L — Apply the List style

Remove paragraph formatting by pressing Ctrl+Q to revert the text format to the current style’s
default settings or Ctrl+Shift+N to apply the Normal style to the paragraph.

See also this tip in French:
Comment changer le format de paragraphe avec les raccourcis claviers.

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Getting Started Word 2010

In this chapter, we will discuss how to get started with Word 2010. We will understand how to start a Word 2010 application in simple steps. Assuming you have Microsoft Office 2010 installed in your PC, to start the Word application, follow these steps −

Step 1 − Click the Start button.

Windows Start Button

Step 2 − Click the All Programs option from the menu.

Windows All Programs

Step 3 − Search for Microsoft Office from the submenu and click it.

Microsoft Office 2010

Step 4 − Search for Microsoft Word 2010 from the submenu and click it.

Microsoft Word 2010

This will launch the Microsoft Word 2010 application and you will see the following window.

Word Window

Explore Window in Word 2010

In this chapter, we will understand how to explore Window in Word 2010. Following is the basic window which you get when you start the Word application. Let us understand the various important parts of this window..

Explore Word Window

File Tab

The File tab replaces the Office button from Word 2007. You can click it to check the Backstage view. This is where you come when you need to open or save files, create new documents, print a document, and do other file-related operations.

Quick Access Toolbar

This you will find just above the File tab. This is a convenient resting place for the mostfrequently used commands in Word. You can customize this toolbar based on your comfort.

Ribbon

Word Ribbon

Ribbon contains commands organized in three components −

  • Tabs − These appear across the top of the Ribbon and contain groups of related commands. Home, Insert, Page Layout are examples of ribbon tabs.

  • Groups − They organize related commands; each group name appears below the group on the Ribbon. For example, group of commands related to fonts or group of commands related to alignment, etc.

  • Commands − Commands appear within each group as mentioned above.

Title bar

This lies in the middle and at the top of the window. Title bar shows the program and document titles.

Rulers

Word has two rulers — a horizontal ruler and a vertical ruler. The horizontal ruler appears just beneath the Ribbon and is used to set margins and tab stops. The vertical ruler appears on the left edge of the Word window and is used to gauge the vertical position of elements on the page.

Help

The Help Icon can be used to get word related help anytime you like. This provides nice tutorial on various subjects related to word.

Zoom Control

Zoom control lets you zoom in for a closer look at your text. The zoom control consists of a slider that you can slide left or right to zoom in or out; you can click the + buttons to increase or decrease the zoom factor.

View Buttons

The group of five buttons located to the left of the Zoom control, near the bottom of the screen, lets you switch through the Word’s various document views.

  • Print Layout view − This displays pages exactly as they will appear when printed.

  • Full Screen Reading view − This gives a full screen view of the document.

  • Web Layout view − This shows how a document appears when viewed by a Web browser, such as Internet Explorer.

  • Outline view − This lets you work with outlines established using Word’s standard heading styles.

  • Draft view − This formats text as it appears on the printed page with a few exceptions. For example, headers and footers aren’t shown. Most people prefer this mode.

Document Area

This is the area where you type. The flashing vertical bar is called the insertion point and it represents the location where text will appear when you type.

Status Bar

This displays the document information as well as the insertion point location. From left to right, this bar contains the total number of pages and words in the document, language, etc.

You can configure the status bar by right-clicking anywhere on it and by selecting or deselecting options from the provided list.

Dialog Box Launcher

This appears as very small arrow in the lower-right corner of many groups on the Ribbon. Clicking this button opens a dialog box or task pane that provides more options about the group.

Backstage View in Word 2010

In this chapter, we will discuss the Backstage View in Word 2010. The Backstage view was introduced in Word 2010. This acts as the central place for managing your documents. The backstage view helps in creating new documents, saving and opening documents, printing and sharing documents, and so on.

Getting to the Backstage View is easy: Just click the File tab, located in the upper-left corner of the Word Ribbon. If you already do not have any opened document, then you will see a window listing down all the recently opened documents as follows −

Word Backstage View

If you already have an opened document, then it will display a window showing detail about the opened document as shown below. Backstage view shows three columns when you select most of the available options in the first column.

Word Backstage View 2

The first column of the backstage view will have following options −

S.No Option & Description
1

Save

If an existing document is opened, it will be saved as is, otherwise it will display a dialogue box asking for the document name.
2

Save As

A dialogue box will be displayed asking for document name and document type, by default it will save in word 2010 format with extension .docx.
3

Open

This option is used to open an existing word document.
4

Close

This option is used to close an open document.
5

Info

This option displays information about the opened document.
6

Recent

This option lists down all the recently opened documents
7

New

This option is used to open a new document.
8

Print

This option is used to print an open document.
9

Save & Send

This option will save an open document and will display options to send the document using email, etc.
10

Help

This option is used to get the required help about Word 2010.
11

Options

This option is used to set various option related to Word 2010.
12

Exit

Use this option to close the document and exit.

Document Information

When you click the Info option available in the first column, it displays the following information in the second column of the backstage view −

  • Compatibility Mode − If the document is not a native Word 2007/2010 document, a Convert button appears here, enabling you to easily update its format. Otherwise, this category does not appear.

  • Permissions − You can use this option to protect your word document. You can set a password so that nobody can open your document, or you can lock the document so that nobody can edit your document.

  • Prepare for Sharing − This section highlights important information you should know about your document before you send it to others, such as a record of the edits you made as you developed the document.

  • Versions − If the document has been saved several times, you may be able to access the previous versions of it from this section.

Document Properties

When you click the Info option available in the first column, it displays various properties in the third column of the backstage view. These properties include the document size, the number of pages in the document, the total number of words in the document, the name of the author etc.

You can also edit various properties by clicking on the property value and if the property is editable, then it will display a text box where you can add your text like title, tags, comments, Author.

Exit Backstage View

It is simple to exit from the Backstage View. Either click on the File tab or press the Esc button on the keyboard to go back to the working mode of Word.

Entering Text — Microsoft Word 2010

In this chapter, let us discuss how to enter text with Microsoft Word 2010. Let us see how easy it is to enter text in a Word document. We assume you know that when you start Word, it displays a new document by default as shown below −

Enter Text

Document area is the area where you type your text. The flashing vertical bar is called the insertion point and it represents the location where the text will appear when you type. keep the cursor at the text insertion point and start typing the text. We typed only two words «Hello Word» as shown below. The text appears to the left of the insertion point as you type −

Hello Word

The following are the two important points that will help you while typing −

  • You do not need to press Enter to start a new line. As the insertion point reaches the end of the line, Word automatically starts a new one. You will need to press Enter, to add a new paragraph.

  • When you want to add more than one space between words, use the Tab key instead of the spacebar. This way you can properly align text by using the proportional fonts.

Move Around in Word 2010

In this chapter, we will discuss how to move around in Word 2010. Word provides a number of ways to move around a document using the mouse and the keyboard.

To begin with, let us create some sample text. To create a sample text, there is a short cut available. Open a new document and type =rand() and press Enter. Word will create the following content for you −

Word Sample Text

Moving with Mouse

You can easily move the insertion point by clicking in your text anywhere on the screen. There may be instances when a document is big and you cannot see a place where you want to move. Here, you will have to use the scroll bars, as shown in the following screenshot −

Word Scroll Bars

You can scroll through your document by rolling your mouse wheel, which is equivalent to clicking the up-arrow or down-arrow buttons in the scroll bar.

Moving with Scroll Bars

As shown in the above screenshot, there are two scroll bars: one for moving vertically within the document, and one for moving horizontally. Using the vertical scroll bar, you may −

  • Move upward by one line by clicking the upward-pointing scroll arrow.

  • Move downward by one line by clicking the downward-pointing scroll arrow.

  • Move one next page, using the next page button (footnote).

  • Move one previous page, using the previous page button (footnote).

  • Use the Browse Object button to move through the document, going from one chosen object to the next.

Moving with Keyboard

The following keyboard commands, used for moving around your document, also move the insertion point −

Keystroke Where the Insertion Point Moves
Forward Arrow Forward one character
Backword Arrow Back one character
Upward Arrow Up one line
Downard Arrow Down one line
PageUp To the previous screen
PageDown To the next screen
Home To the beginning of the current line
End To the end of the current line

You can move word by word or paragraph by paragraph. You would have to hold down the Ctrl key while pressing an arrow key, which moves the insertion point as described here −

Key Combination Where the Insertion Point Moves
Ctrl + Forward Arrow To the next word
Ctrl + Backword Arrow To the previous word
Ctrl + Upward Arrow To the start of the previous paragraph
Ctrl + Downard Arrow To the start of the next paragraph
Ctrl + PageUp To the previous browse object
Ctrl + PageDown To the next browse object
Ctrl + Home To the beginning of the document
Ctrl + End To the end of the document
Shift + F5 To the last place you changed in your document.

Moving with Go To Command

Press the F5 key to use the Go To command. This will display a dialogue box where you will have various options to reach to a particular page.

Normally, we use the page number, the line number or the section number to go directly to a particular page and finally press the Go To button.

Word Go To Command

Save Document in Word 2010

In this chapter, we will discuss how to save a document in Word 2010.

Saving New Document

Once you are done with typing in your new Word document, it is time to save your document to avoid losing work you have done on a Word document. Following are the steps to save an edited Word document −

Step 1 − Click the File tab and select the Save As option.

Save As Option

Step 2 − Select a folder where you will like to save the document, Enter the file name which you want to give to your document and Select the Save As option, by default it is the .docx format.

Save Option

Step 3 − Finally, click on the Save button and your document will be saved with the entered name in the selected folder.

Saving New Changes

There may be an instance when you open an existing document and edit it partially or completely, or an instance where you may like to save the changes in between editing of the document. If you want to save this document with the same name, then you can use either of the following simple options −

  • Just press the Ctrl + S keys to save the changes.

  • Optionally you can click on the floppy icon available at the top left corner and just above the File tab. This option will also help you save the changes.

  • You can also use the third method to save the changes, which is the Save option available just above the Save As option as shown in the above screenshot.

If your document is new and it was never saved so far, then with either of the three options, Word will display a dialogue box to let you select a folder, and enter the document name as explained in case of saving new document.

Opening a Document in Word 2010

In this chapter, we will discuss how to open a document in Word 2010.

Opening New Document

A new, blank document always opens when you start Microsoft Word. Suppose you want to start another new document while you are working on another document, or you closed an already opened document and want to start a new document. Here are the steps to open a new document −

Step 1 − Click the File tab and select the New option.

New Document

Step 2 − When you select the New option from the first column, it will display a list of templates in the second column. Double-click on the Blank document; this is the first option in the template list. We will discuss the other templates available in the list in the following chapters.

You should have your blank document as shown below. The document is now ready for you to start typing your text.

Blank Document

You can use a shortcut to open a blank document anytime. Try using the Ctrl + N keys and you will see a new blank document similar to the one in the above screenshot.

Opening Existing Document

There may be a situation when you open an existing document and edit it partially or completely. Follow the steps given below to open an existing document −

Step 1 − Click the File tab and select the Open option.

Open Existing

Step 2 − This will display the following file Open dialog box. This lets you navigate through different folders and files, and also lets you select a file which you want to open.

Select File

Step 3 − Finally, locate and select a file which you want to open and click the small triangle available on the Open button to open the file. You will have different options to open the file, but simply use the Open option.

File Open Options

This will open your selected file. You can use the Open Read-Only option if you are willing just to read the file and you have no intention to modify, i.e., edit the file. Other options can be used for advanced usage.

Closing a Document in Word 2010

In this chapter, we will understand how to close a document in Word 2010. When you finish working with a document, you will proceed to close the document. Closing a document removes it from your computer screen and if you had other documents open, Word displays the last document you used otherwise, you see a blank Word window. Here are simple steps to close an opened document −

Step 1 − Click the File tab and select the Close option.

Close Document

Step 2 − When you select the Close option and if the document is not saved before closing, it will display the following Warning box asking whether the document should be saved or not.

Save Dialogue

Step 3 − To save the changes, click Save, otherwise click Don’t Save. To go back to the document, click Cancel. This will close the document and if you have other documents open, Word displays the last document you used, otherwise, you see a blank Word window as shown below −

Empty Window

Context Help in Word 2010

In this chapter, we will discuss Context Help in Word 2010. Microsoft Office provides more than one method for calling up Help when you need it. We will discuss a few important methods in this chapter −

Context Sensitive Help

This is the easiest way of getting help about any of the options available at word screen. You just need to bring your mouse pointer over an option and wait for 2 seconds, MS Word will pop-up a small balloon help giving you detail about the operation. If word has additional help for that option, then it gives the option Press F1 for more help as shown below when you bring your mouse pointer over the color fill option. You can press the F1 key to get further help on this option.

Context Help

Using F1 Key

You can press the F1 key when you are in the middle of doing something and Office will display the various categories of help as shown below. You can either search a keyword using the Search option or you can browse the listed categories to go through a topic in detail −

Using F1 Button

Using Help Icon

You can also have similar help window as shown above, by clicking the Help icon located just above the right edge of the ribbon as shown below −

Using Help Icon

Using Help Option

You can communicate with Microsoft using the Help option available under the File tab.

Using Help Option

As shown above, you can use Microsoft Office Help to launch the Help window, or Getting Started link to go to Microsoft’s official website, otherwise use the Contact us option to contact Microsoft via email or phone.

Insert Text in Word 2010

In this chapter, we will discuss how to insert text in Word 2010. Many times it is required to go back and insert additional text in an existing line. Microsoft Word provides two ways to insert text in existing text and we will show how to use both the methods of inserting text −

Insert and Add Text

First we will see how inserted text will be added into the existing content without replacing any existing content.

Step 1 − Click the location where you wish to insert text; you can also use the keyboard arrows to locate the place where the text needs to be inserted.

Position Selection

Step 2 − Start typing the text that needs to be inserted. Word inserts the text to the left of the insertion point, moving the existing text to the right

Insert Text

Insert and Replace Text

In the Insertion mode, text will be added into the existing content but same time it will over write all the content which comes in its way.

Step 1 − Right-click the status bar and select the Overtype option from the displayed menu.

Overtype Option

When you select the Overtype option, the status bar will show the insert mode as shown below −

Insert Mode

Step 2 − Click on the Insert text available at the status bar and it will switch to the Overtype mode as shown below −

Overtype Mode

Step 3 − Now click the location where the text needs to be inserted or you can use the keyboard arrows to locate the place where the text needs to be inserted.

Position Selection

Step 4 − Start typing the text that needs to be inserted. Word will replace the existing text with the newly typed text without moving the position of the exiting test.

Insert Text

Note − Microsoft Word 2010 disabled the functionality of the Insert key and it does nothing, so you will have to follow-up with the above mentioned procedure to turn-on or turn-off the Insert mode.

Select Text in Word 2010

In this chapter, we will discuss how to select text in Word 2010. Selecting a text is one of the most important skills required while editing a word document. You can perform various operations on a selected text; you can delete the selected text, copy it, move it, apply formatting to it, change its capitalization, etc.

The most common method of selecting a text is to click and drag the mouse over the text you want to select. Following table lists down a few other simple methods that will help you in selecting text in different scenarios −

S.No Component & Selection Method
1

Selecting text between two points

Click at the start of the block of text, hold down Shift, and click at the end of the block.
2

Selecting a single word

Double-click anywhere on the word you want to select.
3

Selecting a paragraph

Triple-click anywhere on the paragraph you want to select.
4

Selecting a sentence

Hold down the Ctrl key and click anywhere in the sentence you want to select.
5

Selecting a column of text

Hold down Alt, click and hold the mouse button, and drag over the column you want to select.

Note that only one part of the document can be in the selected state. If you have one portion of the document in selected state and as soon as you try to select any other part of the document, previous part will automatically be de-selected.

Using the Selection Bar

The black shaded area in the following screen shot is called the selection bar. When you bring your cursor in this area, it turns into a rightward-pointing arrow.

Selection Bar

You can use the selection bar to select the various components of a document as described in the following table −

S.No Component & Selection Method
1

Selecting a line

Bring your mouse in the selection bar area and click in front of the line you want to select.
2

Selecting a paragraph

Bring your mouse in the selection bar area and double click in front of the paragraph you want to select.
3

Selecting the document

Bring your mouse in the selection bar area and triple-click.

Using the Keyboard

Keyboard provides very good support when you want to select various components of the document as described in the following table −

S.No Key & Selection Method Selecting Text
1

Ctrl + A

Press Ctrl + A keys to select the entire document.
2

Shift

Keep pressing the Shift key and use any of the arrow keys to select the portion of text.
3

F8

Press F8 and then use any of the arrows keys to select the portion of text.
4

Ctrl + Shift + F8

Press Ctrl + Shift + F8 and then use any of the arrows keys to select column of the text.

Delete Text in Word 2010

In this chapter, we will discuss how to delete text in Word 2010. It is very common to delete text and retype the content in your Word document. You might type something you did not want to type or there is something extra which is not required in the document. Regardless of the reason, Word offers you various ways of deleting the text in partial or complete content of the document.

Using Backspace & Delete Keys

The most basic deletion technique is to delete characters one at a time by pressing either the backspace key or the delete key. Following table describes how you can delete single character or a whole word by using either of these two keys −

S.No Keys & Deletion Methods
1

Backspace

Keep the insertion point just after the character you want to delete and press the Backspace key. Word deletes the character immediately to the left of the insertion point.
2

Ctrl + Backspace

Keep the insertion point just after the word you want to delete and press Ctrl + Backspace key. Word deletes the whole word immediately to the left of the insertion point.
3

Delete

Keep the insertion point just before the character you want to delete and press the Delete key. Word deletes the character immediately to the right of the insertion point.
4

Ctrl + Delete

Keep the insertion point just before the word you want to delete and press Ctrl + Delete key. Word deletes the word immediately to the right of the insertion point.

Using Selection Method

You have learnt how to select various parts of a Word document. You can make use of that learning to delete those selected parts as described in the following table −

S.No Component Selection & Delete Methods
1

Deleting text between two points

Click at the start of the block of text, hold down the Shift key, and click at the end of the block to select the portion of text and finally press either the Backspace key or the Delete key.
2

Deleting a single word

Double-click anywhere on the word you want to delete and finally press either the Backspace key or the Delete key.
3

Deleting a paragraph

Triple-click anywhere on the paragraph you want to delete and finally press either the Backspace key or the Delete key.
4

Deleting a sentence

Hold down the Ctrl key and click anywhere in the sentence you want to delete and finally press either the Backspace or the Delete key.
5

Deleting a column of text

Hold down the Alt key, click and hold the mouse button, and drag over the column you want to delete and finally press either the Backspace key or the Delete key.
6

Deleting a line

Bring your mouse in the selection bar area and click in front of the line you want to delete and finally press either the Backspace key or the Delete key.
7

Deleting entire document content

Press Ctrl + A keys to delete the entire document and finally press either the Backspace key or the Delete key.

Note − The black shaded area in the following screen shot is called the selection bar. When you bring your cursor in this area, it turns into a rightward-pointing arrow.

Selection Bar

Move Text in Word 2010

In this chapter, we will discuss how to move text in Word 2010. At times, it is required to move a text from one location to another location in the same document or in any another document. You can move text from one location in a document to another by using the drag-and-drop technique with the help of mouse. This tutorial will teach you how to use the drag and drop technique to move text.

Move within the same document

Step 1 − Select a portion of the text using any of the text selection methods.

Selected Text

Step 2 − Now take your mouse pointer over the selected text and hold the left button of the mouse and keep holding it while moving around the document.

Step 3 − Take your mouse pointer to the place where you want to move the selected text and release the mouse button. You will see that the selected text is moved to the desired location.

Moved Text

Move within different documents

You can move the selected text from one document to another document. Following are some simple steps which will help you in moving text from one document to another document.

Step 1 − Keep both the documents opened and to ensure that both documents are visible, click the Arrange All button on the View tab on the Ribbon.

Arrange All

This will display both the documents as shown below −

Double Documents

Step 2 − Now, select a portion of the text using any of the text selection methods.

Step 3 − Take your mouse pointer over the selected text and hold the left button of the mouse and keep holding it while moving around the document.

Step 4 − Take your mouse pointer at the place in the second document where you want to move the selected text and release the mouse button. You will see that the selected text is moved to the desired location in the second document.

Moved Text

Note − In case you have more than two documents, you can use the Alt + Tab keys to switch through the different documents and select the desired destination document.

Copy & Paste in Word 2010

In this chapter, we will discuss how to copy, cut and paste in Word 2010. In the previous chapter, we understood how we can select the desired text and move it to any other location in the same document or in any other document. This tutorial will teach you how to use copy, cut and paste techniques to duplicate a text leaving the original text intact or removing the original text completely.

To use copy and paste or cut and paste operations, Word makes use of a temporary memory which is called the clipboard. When you copy or cut a text, it stay on the clipboard temporarily and in the second step you can paste this content at the desired location.

Copy & Paste Operation

The Copy operation will just copy the content from its original place and create a duplicate copy of the content at the desired location without deleting the text from it’s the original location. Following is the procedure to copy the content in word −

Step 1 − Select a portion of the text using any of the text selection methods.

Selected Text

Step 2 − You have various options available to copy the selected text in clipboard. You can make use of any one of the options −

  • Using Right-Click − When you right-click on the selected text, it will display the copy option, click this option to copy the selected content in clipboard.

  • Using Ribbon Copy Button − After selecting text, you can use the copy button available at the ribbon to copy the selected content in clipboard.

  • Using Ctrl + c Keys − After selecting a text, just press Ctrl + c keys to copy the selected content in clipboard.

Copy Buttons

Step 3 − Finally click at the place where you want to copy the selected text and use either of these two simple options −

  • Using Ribbon Paste Button − Just click the Paste button available at the ribbon to paste the copied content at the desired location.

  • Using Ctrl + v Keys − This is simplest way of pasting the content. Just press Ctrl + v keys to paste the content at the new location.

Copied Text

Note − You can repeat the Paste operation as many times as you like to paste the same content.

Cut & Paste Operation

The Cut operation will cut the content from its original place and move the content from its original location to a new desired location. Following is the procedure to move the content in word −

Step 1 − Select a portion of the text using any of the text selection methods.

Selected Text

Step 2 − Now, you have various options available to cut the selected text and put it in the clipboard. You can make use of one of the options −

  • Using Right-Click − If right-click on the selected portion of text, it will display cut option, just click this option to cut the selected content and keep it in clipboard.

  • Using Ribbon Cut Button − After selecting a portion of text, you can use cut button available at the ribbon to cut the selected content and keep it in clipboard.

  • Using Ctrl + x Keys − After selecting a portion of text, just press Ctrl + x keys to cut the selected content and keep it in clipboard.

Copy Buttons

Step 3 − Finally, click at the place where you want to move the selected text and use either of these two simple options −

  • Using Ribbon Paste Button − Just click the Paste button available at the ribbon to paste the content at the new location.

  • Using Ctrl + v Keys − This is simplest way of pasting the content. Just press Ctrl + v keys to paste the content at the new location.

Moves Text

Note − You can repeat the Paste operation as many times as you like to paste the same content.

Copy, Cut & Paste in different documents

You can use the same procedure that we discussed above to copy and paste or cut and paste content from one document to another document. This is very simple, just copy or cut the desired content from one document and go into another document where you want to paste the content and use mentioned step to paste the content.

You can use the Alt + Tab keys to switch through the different documents and select the desired destination document.

Find & Replace in Word 2010

In this chapter, we will discuss the Find and Replace operation in Word 2010. While working on editing a document you come across a situation very frequently when you want to search a particular word in your document and many times you will be willing to replace this word with another word at a few or all the places throughout the document. Here, we will understand how to find a word or phrase in a word document and how to replace an existing word with any other word using simple steps.

Find Command

The Find command enables you to locate specific text in your document. Following are the steps to find a word document in the following screen −

Step 1 − Let us work out on a sample text available in our Word document. Just type =rand() and press Enter; the following screen will appear −

Sample Text

Step 2 − Click the Find option in the Editing group on the Home tab or press Ctrl + F to launch the Navigation pane −

Find Option

Step 3 − Enter a word which you want to search in the Search box, as soon as you finish typing, Word searches for the text you entered and displays the results in the navigation pane and highlights the word in the document as in the following screenshot −

Search Word

Step 4 − You can click the clear button (X) to clear the search and results and perform another search.

Step 5 − You can use further options while searching for a word. Click the option button to display the options menu and then click the Options option; this will display a list of options. You can select the options like match case to perform case-sensitive search.

Find Options

Step 6 − Finally, if you are done with the Search operation, you can click the close button (X) to close the Navigation Pane.

Find & Replace Operation

We assume you are an expert in searching a word or phrase in a word document as explained above. This section will teach you how you can replace an existing word in your document. Following are the simple steps −

Step 1 − Click the Replace option in the Editing group on the Home tab or press Ctrl + H to launch the Find and Replace dialog box shown in Step 2 −

Replace Button

Step 2 − Type a word which you want to search. You can also replace the word using the Find and Replace dialog box as in the following screenshot −

Find and replace

Step 3 − Click the Replace button available on the Find and Replace dialog box and you will see the first occurrence of the searched word would be replaced with the replace with word. Clicking again on Replace button would replace next occurrence of the searched word. If you will click Replace All button then it would replace all the found words in one go. You can also use Find Next button just to search the next occurence and later you can use Replace button to replace the found word.

Step 4 − You can use More >> button available on the dialog box to use more options and to make your search more specific like case sensitive search or searching for whole word only etc.

Step 5 − Finally, if you are done with the Find and Replace operation, you can click the Close (X) or Cancel button of the dialog box to close the box.

Spell Check in Word 2010

In this chapter, we will discuss how to check spelling and grammar in Word 2010. Microsoft Word provides a decent Spelling and Grammar Checker which enables you to search for and correct all spelling and grammar mistakes in your document. Word is intelligent enough to identify misspelled or misused, as well as grammar errors and underlines them as follows.

  • A red underline beneath spelling errors.
  • A green underline beneath grammar errors.
  • A blue line under correctly spelled but misused words.

Check Spelling and Grammar using Review tab

Here is the simple procedure to find out the spelling mistakes and fix them −

Step 1 − Click the Review tab and then click the Spelling & Grammar button.

Spelling Button

Step 2 − A Spelling and Grammar dialog box will appear and will display the wrong spellings or errors in grammar. You will also get suggestions to correct as shown below −

Spelling Dialog

Now you have following options to fix the spelling mistakes −

  • Ignore − If you are willing to ignore a word, then click this button and Word ignores the word throughout the document.

  • Ignore All − Like Ignore, but this ignores all occurrences of the same misspelling, not just once but throughout the document.

  • Add to Dictionary − Choose Add to Dictionary to add the word to the Word spelling dictionary.

  • Change − This will change the wrong word using the suggested correct word.

  • Change All − Like Change, but this changes all occurrences of the same misspelling, not just once but throughout the document.

  • AutoCorrect − If you select a suggestion, Word creates an AutoCorrect entry that automatically corrects this spelling error from now on.

Following are the different options in case you have grammatical mistake −

  • Next Sentence − You can click Next Sentence to direct the grammar checker to skip ahead to the next sentence.

  • Explain − The grammar checker displays a description of the rule that caused the sentence to be flagged as a possible error.

  • Options − This will open the Word Options dialog box to allow you to change the behavior of the grammar checker or spelling options.

  • Undo − This will undo the last grammar changed.

Step 3 − Select one of the given suggestions you want to use and click the Change option to fix the spelling or grammar mistake and repeat the step to fix all the spelling or grammar mistake.

Step 4 − Word displays a dialog box when it finishes checking for spelling and grammar mistakes, finally Click OK.

Spelling Fix

Check Spelling and Grammar using Right Click

If you will right-click the mouse button over a misspelled word, then it will show you the correct suggestions and the above mentioned options to fix the spelling or grammar mistake. Try it yourself.

Spelling Fix2

Zoom In-Out in Word 2010

In this chapter, we will discuss how to zoom in and zoom out in Word 2010. Microsoft Word provides a functionality to apply zoom-in and zoom-out operations on a document. When we apply the zoom-in operation, it enlarges the size of text whereas applying the zoom-out operation reduces the size of text.

A zoom operation just changes the size of the font on-screen without impacting any other attribute of the document. You can apply the zoom operation in various ways as explained in this chapter.

Zoom-in & Zoom-out using view tab

Here is the simple procedure to apply the zoom-in or the zoom-out operations using the View tab −

Step 1 − Click the View tab and then click the Zoom button as shown below.

Zoom Button

Step 2 − When you click the Zoom button, a Zoom dialog box will appear as shown below. This will display the zoom options box to select a value to reduce or increase the size of the document on-screen. By default, it will be 100%; you can select 200% to increase the size of the font or 75% to reduce the size of the font.

You can click the Many pages down arrow and select to display multiple pages.

Zoom Options

Step 3 − Once you are done with selecting an option, click OK to apply the changes on the document.

Step 4 − Try different options available, for example Page Width and Text Width.

Zoom-in & Zoom-out using (+) and (-) Buttons

The following screenshot shows two buttons Zoom-out which is the (-) button and Zoom-in which is the (+) button.

Zoom Button 2

Step 1 − Click the Zoom-out button, you will find that your document size will decrease by 10% each time you click the button. Similar way, if you click on Zoom-in button your document size will increase by 10% each time you click the button.

Step 2 − Try this simple operation with different values to see the difference. The above screenshot shows 140% zoom-in view of the document.

Special Symbols in Word 2010

In this chapter, we will discuss the use of special symbols in Word 2010. Your keyboard may not have many characters available but you want to use those characters in your document; in such situations, you have the option to insert Special Symbols the way we will further understand in this chapter.

To insert symbols that are occasionally used, follow the steps in this section. If you find yourself using a particular symbol frequently, you can assign a keyboard shortcut to it.

Insert Special Symbols

Here is a simple procedure to apply zoom-in or zoom-out operation using the View tab −

Step 1 − To insert a special symbol, bring your cursor at the place where you want to insert the symbol. Click the Insert tab. You will find two options under the symbol button (a) Equation and (b) Symbols. Click either of these two options based on your requirement. You will further use equations while preparing mathematical or scientific or any similar document. For now, we are going to understand the use of the Symbol button as shown below.

Symbol Button

Step 2 − When you click the Symbol button, a small list of symbols will appear as shown below.

Symbol Box

Step 3 − Now click on any of the available symbols in the box to insert that in your document at the selected location. If you do not find the desired symbol in this small box, then you can click at the More Symbols option to have a wide range of symbols as shown below in the symbol dialog box. You can select any of the symbol and then click the Insert button to insert the selected symbol.

Symbol Dialog Box

Assign Shortcut Key

You can assign a keyboard shortcut to type any of the available symbol. Following are the steps to assign Ctrl + Q key to insert the © symbol which is one of the available symbols in the special symbols list −

Step 1 − Assume you already have the following symbol dialog box opened.

Shortcut Key

Step 2 − Click the symbol for which a shortcut key needs to be assigned. Now click Shortcut Key button which will display the following Customize Keyboard dialog box.

Customize Keyboard

Step 3 − Now type the selected shortcut key in the shortcut key box. You press Ctrl + Q and then click the Assign button to assign the shortcut key. You will see that the selected key will be added in the list of assigned keys. Finally, use the Close button to close the dialog box.

Step 4 − Now try to type Ctrl + Q using the keyboard directly and you will find that you are able to type © symbol without going into the symbol dialog box.

Undo Changes in Word 2010

In this chapter, we will discuss how to undo and redo changes in Word 2010. Microsoft word provides two important features called the Undo and the Repeat or Redo. The Undo feature is used to undo the previous action and the Repeat or Redo feature is used to repeat the previous action.

For example, if you mistakenly delete text, you can use the Undo feature to recover it. In a similar way, if you delete a character and you want to delete more characters then you can use the Repeat operation.

How to use Undo & Repeat operations

You can access the Undo and Repeat buttons from the Quick Access toolbar. You should make a note that the Repeat button is also called Redo button and both the operations have the same meaning.

Undo and Repeat Buttons

Here is the simple procedure to apply undo or repeat (redo) operations −

Step 1 − Let us type some text in a blank document. Now click the Repeat (Redo) button and you will see that Word will repeat the same operation for you.

Repeat Operation

Step 2 − Now to examine the undo operation, let us delete the last word operation character by character so that you have the following text remaining in the line.

Undo Operation

Step 3 − Let us try to click the Undo button one by one. You will see that Word will recover all the deleted characters one by one after performing a few undo operations.

Undo Operation2

Shortcuts to use Undo & Repeat operations

Though you can access the Undo and Repeat commands from the Quick Access toolbar, but because these commands are the most frequently used commands, we recommend you memorize their keyboard shortcuts which are as follows −

S.No Shortcuts & Operation
1

Ctrl + Z

Undoes the previous action.
2

Ctrl + Y

Repeats the previous action.

Note that if the previous action was Undo, Ctrl+Y redoes the Undone action.

Setting Text Fonts in Word 2010

In this chapter, we will discuss how to set the text fonts and size in Word 2010. Microsoft word allows you to use different fonts with different size. You can change your document’s appearance by changing the fonts and their size. Usually you use different fonts for paragraphs and headings. It is important to learn how to use different fonts. This chapter will teach you how to change a font and its size in simple steps.

Change the Font Type & Size

We will understand in brief the font buttons that we will further use in this tutorial. Following is a screenshot to show you a few font related buttons.

Font Type

Step 1 − Select the portion of text the font of which needs to be changed and click the Home tab. Now click the Font Type button to list down all the fonts available as shown below.

Font List

Step 2 − Try to move the mouse pointer over the listed fonts. You will see that the text font changes when you move the mouse pointer over different fonts. You can use the Font Scroll Bar to display more fonts available. Finally select a desired font by clicking over the font name in the list. We have selected MV Boli as the font for our sample text.

MV Boli

Step 3 − Similar way, to change the font size, click over the Font Size button which will display a font size list. You will use the same procedure to select a desired font size that you have used while selecting a font type.

Font Size

Use Shrink and Grow Buttons

You can use a quick way to reduce or enlarge the font size. As shown in the first screenshot, the Shrink Font button can be used to reduce the font size whereas the Grow Font button can be used to enlarge the font size.

Font Grow and Shrink Buttons

Try to click either of these two buttons and you will see the effect. You can click a single button multiple times to apply the effect. Each time you click either of the buttons, it will enlarge or reduce the font size by 1 point.

Clear Formatting Options

All of the setting can be reset to plain text, or the default formatting. To reset text to default settings −

Step 1 − Select the portion of text that you want to reset.

Step 2 − Click the Clear Formatting button in the Home tab Font group, or simply use Ctrl + SPACEBAR.

Clear Formatting Buttons

Text Decoration in Word 2010

In this chapter, we will discuss text decoration in Word 2010. When we use the term decorate, it means decorate by putting the text in italics, underlining the text or making it bold to look more fancy and much more. In this chapter, we will also learn how we can strikethrough a text.

Making text bold

We use bold text to give more emphasis on the sentence. It is very simple to change a selected portion of text into bold font by following two simple steps −

Step 1 − Select the portion of text that the font of which needs to be made bold. You can use any of the text selection methods to select the portion of text.

Step 2 − Click the Font Bold [ B ] button in the Home tab Font group, or simply use Ctrl + B keys to make the selected portion of text bold.

Bold Font

Making Text Italic

An italic text appears with a small inclination and we use the italicized text to differentiate it from other text. It is very simple to change the selected text into italic font by following two simple steps −

Step 1 − Select the portion of text the font of which needs to be italicized. You can use any of the text selection methods to select the portion of text.

Step 2 − Click the Font Italic [ I ] button in the Home tab Font group, or simply use the Ctrl + I keys to convert the portion of text in italic font.

Italic Font

Underline the Text

An underlined portion of text appears with an underline and we use the underlined portion of text to make it more distinguished from other text. It is very simple to change the selected text into underlined font by following two simple steps −

Step 1 − Select the portion of text which needs to be underlined. You can use any of the text selection method to select the portion of text.

Step 2 − Click Font Underline [ U ] button in the Home tab Font group, or simply use the Ctrl + U keys to put an underline under the text.

Underline Font

Strikethrough the Text

Strikethrough portion of text will look as if a line has been drawn through the middle of it. A strikethrough portion of text indicates that it has been deleted and that the portion of text is not required any more. It is very simple to change a selected portion of text into a strikethrough portion of text by following two simple steps −

Step 1 − Select the portion of text that you want to change to a bold font. You can use any of the text selection method to select the portion of text.

Step 2 − Click Font Strikethrough [ abc ] button in the Home tab Font group to put a line in the middle of the text which is called strikethrough the text.

Strike Font

Change Text Case in Word 2010

In this chapter, we will discuss how to change text cases in Word 2010. You can also capitalize a character you are typing by pressing and holding the SHIFT key while you type. You can also press the CAPS LOCK to have every letter that you type capitalized, and then press the CAPS LOCK again to turn off capitalization.

Change Text to Sentence Case

A sentence case is the case where the first character of every sentence is capitalized. It is very simple to change the selected portion of text into sentence case by following two simple steps −

Step 1 − Select the portion of text that that needs to be put in sentence case. You can use any of the text selection methods to select the portion of text.

Step 2 − Click the Change Case button and then select the Sentence Case option to capitalize the first character of every selected sentence.

Sentence Case

Change Text to Lowercase

Changing text to lowercase is where every word of a sentence is in lowercase. It is very simple to change a selected portion of text into lowercase by following two simple steps −

Step 1 − Select the portion of text that needs to be put in lowercase. You can use any of the text selection methods to select the portion of text.

Step 2 − Click the Change Case button and then select Lowercase option to display all the selected words in lowercase.

Lower case

Change Text to Uppercase

This is where every word of a sentence is in uppercase. It is very simple to change selected text into uppercase by following two simple steps −

Step 1 − Select the portion of text that you want to change to a bold font. You can use any of the text selection method to select the portion of text.

Step 2 − Click the Change Case button and then select UPPERCASE option to display all selected words in all caps. All characters of every selected word will be capitalized.

Upper case

Capitalize Text

A capitalize case is the case where every first character of every selected word is in capital. This is very simple to change selected text into capitalize by following two simple steps −

Step 1 − Select the portion of text that needs to be capitalized. You can use any of the text selection method to select the portion of text.

Step 2 − Click the Change Case button and then select the Capitalize Each Word option to put a leading cap on each selected word.

Capitalize

Toggle the Text

The Toggle operation will change the case of every character in reverse way. A capital character will become a character in lower case and a character in lower case will become a character in upper case. It is very simple to toggle case of the text by following two simple steps −

Step 1 − Select the portion of text that you want to change to a bold font. You can use any of the text selection method to select the portion of text.

Step 2 − Click the Change Case button and then select the tOGGLE cASE option to change all the words in lowercase into words in uppercase; the words in uppercase words change to words in lowercase.

toggle case

Change Text Color in Word 2010

In this chapter, we will discuss how to change text colors in Word 2010. We will also understand how to mark text which should look like it was marked with a highlighter pen. In addition, we will learn how to apply different effects on portions of text.

Change Font Colors

The text that we type comes in black by default; you can always change the color of the font to a color of your choice. It is very simple to change the text color by following two simple steps −

Step 1 − Select the portion of text the font color of which needs to be changed. You can use any of the text selection method to select the portion of text.

Step 2 − Click the Font Color button triangle to display a list of colors. Try to move your mouse pointer over different colors and you will see the text color will change automatically. You can select any of the colors available by simply clicking over it.

If you click at the left portion of the Font Color button, the selected color gets applied to the text automatically; you need to click over the small triangle to display a list of colors.

Font Color

If you do not find a color of your choice, you can use the More Colors option to display the color pallet box which allows you to select a color from a range of colors.

Highlight Text with Colors

You can highlight a selected portion of text using any color and it will look like it was marked with a highlighter pen. Usually we highlight a text using yellow color. It is very simple to highlight a portion of text with a color by following two simple steps

Step 1 − Select the portion of text that needs to be highlighted with color. You can use any of the text selection method to select the portion of text.

Step 2 − Click the Text Highlight Color button triangle to display a list of colors. Try to move your mouse pointer over different colors and you will see the text color changes automatically. You can select any of the colors available by simply clicking over it.

If you click at the left portion of the Text Highlight Color button, then the selected color gets applied to the portion of text automatically; you need to click over the small triangle to display a list of colors.

Highlight Color

Apply Text Effects

Microsoft word provides a list of text effect which add to the beauty of your document, especially to the cover page or the headings of the document. This is very simple to apply various text effects by following two simple steps −

Step 1 − Select the portion of text that you want to change to a bold font. You can use any of the text selection method to select the portion of text.

Step 2 − Click the Text Effect button to display a list of effects including shadow, outline, glow, reflection etc. Try to move your mouse pointer over different effects and you will see the text effect will change automatically. You can select any of the text effect available by simply clicking over it.

Text Effect

Text Alignments in Word 2010

In this chapter, we will discuss text alignments in Word 2010. There are four types of paragraph alignment available in Microsoft Word — left-aligned, center-aligned, rightaligned, and justified.

Left-Aligned Text

A paragraph’s text is left aligned when it is aligned evenly along the left margin. Here is a simple procedure to make a paragraph text left-aligned.

Step 1 − Click anywhere on the paragraph you want to align and click the Align Text Left button available on the Home tab or simply press the Ctrl + L keys.

Left Alignment

Center Aligned Text

A paragraph’s text will be said center aligned if it is in the center of the left and right margins. Here is a simple procedure to make a paragraph text center aligned.

Step 1 − Click anywhere on the paragraph you want to align and click the Center button available on the Home tab or simply press the Ctrl + E keys.

Center Alignment

Right-Aligned Text

A paragraph’s text is right-aligned when it is aligned evenly along the right margin. Here is a simple procedure to make a paragraph text right-aligned.

Step 1 − Click anywhere on the paragraph you want to align and click the Align Text Right button available on the Home tab or simply press the Ctrl + R keys.

Right Alignment

Justified Text

A paragraph’s text is justified when it is aligned evenly along both the left and the right margins. Following is a simple procedure to make a paragraph text justified.

Step 1 − Click anywhere on the paragraph you want to align and click the Justify button available on the Home tab or simply press the Ctrl + J keys.

Justify Alignment

When you click the Justify button, it displays four options, justify, justify low, justify high and justify medium. You need to select only the justify option. The difference between these options is that low justify creates little space between two words, medium creates a more space than low justify and high creates maximum space between two words to justify the text.

Indent Paragraphs in Word 2010

In this chapter, we will discuss the how to indent paragraphs in Word 2010. As you know the margin settings determine the blank space that appears on each side of a paragraph. You can indent paragraphs in your document from the left margin, the right margin, or both the margins. This chapter will teach you how to indent your paragraphs with or without the first line of the paragraphs.

Left Indentation

Left indentation means to move the left edge of the paragraph inward towards the center of the paragraph. Let us use the following steps to create left indentation.

Step 1 − Click anywhere on the paragraph you want to indent left and click the Increase Indent button available on the Home tab or simply press the Ctrl + M keys. You can click multiple times to create deeper indentation.

Left Indentation

Step 2 − You can remove left indentation by clicking the Decrease Indent button available on Home tab or simply press Ctrl + Shift+ M keys. You can click multiple times to remove deeper indentation.

You can also use the Paragraph Dialog Box to set left and right indentations. We will see this dialog box in the last section of this chapter.

Right Indentation

Right indentation means to move the right edge of the paragraph inward towards the center of the paragraph. Let us use the following steps to create right indentation.

Step 1 − Click anywhere on the paragraph you want to indent and then click on the Increase Right Indent spinner available on the Page Layout tab. You can click on the spinner multiple times to create deeper indentation. You can use the Left Indent spinners as well to set left indentation from the same place.

Right Indentation

Step 2 − You can remove right indentation by clicking the Decrease Right Indent spinner in the opposite direction.

You can also use the Paragraph Dialog Box to set the left and the right indentations. We will see this dialog box in the next section.

First Line Indentation

You can move the left side of the first line of a paragraph inward toward the center. Let us see the procedure to perform first line indentation.

Step 1 − Click anywhere on the paragraph you want to indent right and click the Paragraph Dialog Box launcher available on the Home tab.

Step 2 − Click the Before Text spinner to set left indentation and select the First Line Option to move the left side of the first line of a paragraph inward toward the center. You can control the movement by setting the Indentation Unit. A preview box will give only the idea and not the indentation status.

First Line Indentation

Hanging Indentation

You can move the left side of the first line of a paragraph leftward, away from the center which is called the hanging indentation. Let us see the procedure to perform hanging indentation.

Step 1 − Click anywhere on the paragraph you want to indent right and click the Paragraph Dialog Box launcher available on the Home tab.

Step 2 − Click the Before Text spinner to set left indentation and select Hanging Option to move the left side of the first line of a paragraph leftward, away from the center. You can control the movement by setting the Indentation Unit. A preview box will give only the idea and not the indentation status.

Hanging Indentation

You can use the After Text spinner to set the right indentation. You can try it yourself.

Create Bullets in Word 2010

Microsoft word provides bullets and numbers to put a list of items in a nice order. This chapter will teach you simple steps to create either the bulleted or the numbered lists in simple steps.

Create a List from Existing Text

This is very simple to convert a list of lines into a bulleted or numbered list. Following are the simple steps to create either bulleted list or numbered list.

Step 1 − Select a list of text to which you want to assign bullets or numbers. You can use any of the text selection method to select the portion of text.

Step 2 − Click the Bullet Button triangle to display a list of bullets you want to assign to the list. You can select any of the bullet style available by simply clicking over it.

Bullet List

Step 3 − If you are willing to create a list with numbers, then click the Numbering Button triangle instead of the bullet button to display a list of numbers you want to assign to the list. You can select any of the numbering style available by simply clicking over it.

Numbering List

Create a List as You Type

You can create a bulleted list as you type. Word will automatically format it according to your text. Following are the simple steps to create bulleted list as you type.

Step 1 − Type *, and then either press the SPACEBAR or press the TAB key, and then type the rest of what you want in the first item of the bulleted list.

Step 2 − When you are done with typing, press Enter to add the item in the list automatically and go to add next item in the list.

Step 3 − Repeat Step 2 for each list item.

Bullet List2

You can create a numbered list as you type. Word will automatically format it according to your text. Following are the simple steps to create numbered list as you type.

Step 1 − Type 1, and then either press the SPACEBAR or press the TAB key, and then type the rest of what you want in the first item of the numbered list.

Step 2 − When you are done with typing, press Enter to add the item in the list automatically and go to add next item in the list.

Step 3 − Repeat Step 2 for each list item.

Numbering List2

You can create sub-lists. These sub-lists are called multi-lists. It is simple to create sublists; press the Tab key to put items in sub-list. You can try it yourself.

Set Line Spacing in Word 2010

In this chapter, let us discuss how to set line spacing in Word 2010. A line spacing is the distance between two lines in a Microsoft Word document. You can increase or decrease this distance as per your requirement by following a few simple steps. This chapter will explain how to set the distance between two lines as well as how to set the distance between two paragraphs.

Spacing between Lines

Following are the simple steps to adjust spacing between two lines of the document.

Step 1 − Select the paragraph or paragraphs for which you want to define spacing. You can use any of the text selection method to select the paragraph(s).

Step 2 − Click the Line and Paragraph Spacing Button triangle to display a list of options to adjust space between the lines. You can select any of the option available by simply clicking over it.

Line Spacing

Spacing between Paragraphs

You can also set distance between two paragraphs. Following are the simple steps to set this distance.

Step 1 − Select the paragraph or paragraphs for which you want to define spacing and click the Paragraph Dialog Box launcher available on the Home tab.

Step 2 − Click the Before spinner to increase or decrease the space before the selected paragraph. Similar way, click the After spinner to increase or decrease the space after the selected paragraph. Finally, click the OK button to apply the changes.

Paragraph Spacing

You can use the Line Spacing option available at the dialog box to set line spacing as we have seen in previous example. You can try it yourself.

Borders and Shades in Word 2010

In this chapter, we will discuss how to work on borders and shades in Word 2010. Microsoft Word allows you to place a border on any or all of the four sides of selected text, paragraphs, and pages. You can also add different shades to the space occupied by the selected text, paragraphs, and pages. This chapter will teach you how to add any of the borders (left, right, top or bottom) around a text or paragraph or a page and how to add different shadows to them.

Add Borders to Text

Following are the simple steps to add border to any text or paragraph.

Step 1 − Select the portion of text or paragraph to which you want to add border. You can use any of the text selection method to select the paragraph(s).

Step 2 − Click the Border Button to display a list of options to put a border around the selected text or paragraph. You can select any of the option available by simply clicking over it.

Text Border

Step 3 − Try to add different borders like left, right top or bottom by selecting different options from the border options.

Text Border2

Step 4 − To delete the existing border, simply select the No Border option from the border options.

Note − You can add a horizontal line by selecting the Horizontal Line option from the border options. Otherwise type — (three hyphens) and press ENTER. A single, light horizontal line will be created between the left and the right margins.

Add Borders to Page

You can add borders of your choice to word pages by following the steps given below.

Step 1 − Click the Border Button to display a list of options to put a border. Select the Border and Shading option available at the bottom of the list of options as shown in the above screenshot. This will display a Border and Shading dialog box. This dialog box can be used to set borders and shading around a selected text or page borders.

Borders and Shading

Step 2 − Click the Page Border tab which will display a list of border settings, styles and options whether this border should be applied to the whole document or just one page or the first page.

Step 3 − You can use the Preview section to disable or enable left, right, top or bottom borders of the page. Follow the instruction given in the preview section itself.

Step 4 − You can customize your border by setting its color, width by using different art available under the style section.

Stylish Page Border

You can have similar or even better borders as given below.

Page Border

Add Shades to Text

The following steps will help you understand how to add shades on a selected portion of text or a paragraph(s).

Step 1 − Click the Border Button to display a list of options to put a border. Select the Border and Shading option available at the bottom of the list of options as shown in the above screenshot. This will display a Border and Shading dialog box. This dialog box can be used to set borders and shading around a selected portion of text or page borders.

Text Shading

Step 2 − Click the Shading tab; this tab will display the options to select fill, color and style and whether this border should be applied to a paragraph or a portion of text.

Step 3 − You can use the Preview section to have an idea about the expected result. Once you are done, click the OK button to apply the result.

Text Shades

Set Tabs in Word 2010

In this chapter, we will discuss how to set tabs in Word 2010. Microsoft Word tabs help in setting up information properly within a column. Word enables you to set left, center, right, decimal, or bar tabs to line up columnar information. By default, Word places tabs every .5 inch across the page between the left and right margins.

S.No Tab & Description
1

Left

Left-aligns text at tab stop and this is the default tab.
2

Center

Centers text over tab stop.
3

Right

Right-aligns text at tab stop.
4

Decimal

Aligns numbers at decimal point over tab stop.
5

Bar

Creates a bar to separate the text.

Setting a Tab

Following are the simple steps to set the center and the right tabs in a Word document. You can use similar steps but different tabs to set up decimal and bar tabs.

Step 1 − Type some text that you want to line up with the tab stops. Press the Tab key only once between each column of information you to want to line up. I typed the following three lines.

Tab Button

Step 2 − Select a tab type using the Tab button; assume the center tab and finally select the paragraph or paragraphs the tabs of which you want to set. Next click the ruler where you want the tab to appear, a tab will appear at the ruler where you just clicked and the selected portion of text will be adjusted in the center.

Ruler Tab

Step 3 − Now select the right tab using the Tab Button and click the ruler at the right side where you want to align the text at the right side. A right tab will appear at the ruler where you just clicked and the selected portion of text will be right-aligned.

Set Tab

Moving a Tab

You can move an already set tab at a particular location by following the steps given below.

Step 1 − Click just before the line for which you want to change the tab setting. Drag the tab sign available at the ruler to the left or right.

Move Tab

Step 2 − A vertical line marks its position as you drag and when you click and drag a tab, the text moves with the tab.

Moved Tab

Apply Formatting in Word 2010

In this chapter, we will discuss how to copy and apply formatting in Word 2010. If you already have a well formatted portion of text and you want to apply similar formatting to another portion of text, then Microsoft Word provides a feature to copy and apply a format from one portion of text to another portion of text. This is very useful and a time saving operation.

Copy and Apply of text formatting works for various text attributes; for example, text fonts, text colors, margins, headings, etc.

Copy and Apply Text Formatting

The following steps will help you understand how to copy and apply text formatting from one portion of text in your document to another portion of text in your document.

Step 1 − Select the portion of text containing the formatting that you want to copy. I have selected a text which has bold and underlined font as shown below.

Formatted Text

Step 2 − click the Home tab and click the Format Painter button to copy the format of the selected text. As soon as you click the format painter button, the mouse pointer changes to a paint brush when you move the mouse over your document.

Step 3 − Now you are ready to apply the copied text format to any of the selected text. So select a text using mouse where you want to apply the copied text format. While selecting a portion of text, you have to make sure that your mouse pointer is still in paint brush shape. After selecting the text, just release the right-click button of the mouse and you will see that newly selected text is changed to the format used for the original selection. You can click anywhere outside the selection to continue working on your document for further editing.

Copy Format Text

Copy and Apply Text Formatting multiple times

Step 1 − If you are intended to apply formatting at multiple places, then you will have to double-click the Format Painter button while copying the text format. Later on, you just keep selecting the text where you want to apply the text formatting.

Step 2 − When you are done with applying formatting at all the places, click Format Painter to come out of the format applying operation.

Adjust Page Margins in Word 2010

In this chapter, we will discuss how to adjust page margins in Word 2010. Margins are the space between the edge of the paper and the text. You can adjust the right, left, top, and bottom margins of your document. By default, Word sets all margins left, right, top, and bottom to 1 inch.

In the screenshot given below, I have shown top, left and right margins, if you will type the complete page, word will leave 1-inch bottom margin as well.

Page Margin

Adjust Margins

The following steps will help you understand how to set margins for an open document.

Step 1 − Open the document the margins of which need to be set. If you want the margins to be applied only to a selected part of a document, select that particular part.

Step 2 − Click the Page Layout tab, and click the Margins button in the Page Setup group. This will display a list of options to be selected but you have to click the Custom Margins option available at the bottom.

You can also select any of the predefined margins from the list, but using custom margins option you will have more control on all the settings.

Margin Button

Step 3 − You will have to display a Page Dialog Box as shown below where you can set top, left, right and bottom margins under the Margins Tab. Select the Apply to: option to apply the margin on selected text or complete document.

Margin Dialog Box

Step 4 − If you are going to bind the document and want to add an extra amount of space on one edge for the binding, enter that amount in the Gutter text box, and select the side the gutter is on with the Gutter Position drop-down list. After setting all the desired values for all the margins, click the OK button to apply the margins.

Header and Footer in Word 2010

In this chapter, we will discuss how to add header and footer in Word 2010. Headers and footers are parts of a document that contain special information such as page numbers and the total number of pages, the document title, company logo, any photo, etc. The header appears at the top of every page, and the footer appears at the bottom of every page.

Add Header and Footer

The following steps will help you understand how to add header and footer in a Word document.

Step 1 − Click the Insert tab, and click either the Header button or the Footer button that which needs to be added first. Assume you are going to add Header; when you click the Header button it will display a list of built-in Headers from where you can choose any of the headers by simply clicking on it.

Header and Footer

Step 2 − Once you select any of the headers, it will be applied to the document in editable mode and the text in your document will appear dimmed, Header and Footer buttons appear on the Ribbon and a Close Header and Footer button will also appear at the top-right corner.

Selected Header

Step 3 − Finally, you can type your information whatever you want to have in your document header and once you are done, click Close Header and Footer to come out of the header insertion mode. You will see the final result as follows.

Applied Header

You can follow a similar procedure to add footer in your document.

Edit Header and Footer

The following steps will help you understand how to edit the existing header or footer of your document.

Step 1 − Click the Insert tab, and click either the Header button or Footer button or whatever you want to edit. Assume you are going to edit the Header, so when you click the Header button it will display a list of options including the Edit Header option.

Header and Footer

Step 2 − Click on the Edit Header option and Word will display the editable header as shown in the following screenshot.

Edit Header

Step 3 − Now you can edit your document header and once you are done, click Close Header and Footer to come out of the edit header mode.

You can follow a similar procedure to edit the footer in your document.

Add Page Numbers in Word 2010

In this chapter, we will discuss how to add page numbers in Word 2010. Microsoft Word automatically assigns page numbers on the pages of your document. Typically, page numbers are printed either in header or footer but you have the option that can display the page number in the left or right margins at the top or the bottom of a page.

Add Page Numbers

Following are the simple steps to add page numbers in a Word document.

Step 1 − Click the Insert tab, and click the Page Number button available in the header and footer section. This will display a list of options to display the page number at the top, bottom, current position etc.

Page Number

Step 2 − When you move your mouse pointer over the available options, it displays further styles of page numbers to be displayed. For example, when I take the mouse pointer at the Bottom of Page option it displays the following list of styles.

Page Number Styles

Step 3 − Finally, select any one of the page number styles. I selected the Accent Bar 1 style by clicking over it. You will be directed to the Page Footer modification mode. Click the Close Header and Footer button to come out of the Footer Edit mode.

You can format your page numbers using the Format Page Numbers option available under the listed options.

Inserted Page Number

Remove Page Numbers

The following steps will help you remove page numbering from a Word document.

Step 1 − Click the Insert tab, and click the Page Number button available in the header and footer section. This will display a list of options to display page number at the top, bottom, current position, etc. At the bottom, you will have the Remove Page Numbers option. Just click this option and it will delete all the page numbers set in your document.

Remove Page Numbers

Insert Page Breaks in Word 2010

In this chapter, we will discuss how to insert page breaks in Word 2010. Microsoft Word automatically starts a new page when the current page fills with text but you can insert a page break to force Word to start text on a new page. You can insert a page break using either the mouse or the keyboard.

Insert Page Breaks

The following steps will help you insert page breaks in a Word document.

Step 1 − Bring your insertion point immediately before the text that has to appear on a new page.

Step 2 − Click the Insert tab, and click the Page Break button available in the Pages group.

Page Break

Word inserts a page break and moves all text after the page break onto a new page. You can also use the Ctrl + Enter keys to create a page break at the pointed location.

Page Break

Delete a Page Break

Just put the insertion point on the previous page of the page break that needs to be deleted. Press the Delete key multiple times until both the pages get merged.

Insert Blank Pages in Word 2010

In this chapter, let us discuss how to insert blank pages in Word 2010. A blank page is a page which does not have any text or any other content over it. This chapter will also make you understand how to delete a blank page from your Microsoft Word document.

Insert Blank Pages

Following are the simple steps to insert blank page in a word document.

Step 1 − Bring your insertion point immediately before the text where you want to insert a blank page.

Step 2 − Click the Insert tab, and click the Blank Page button available in the Pages group.

Blank Page

Word inserts a new blank page and moves all the text after the page break onto a new page.

Blank Page

Delete Blank Pages

The following steps will help you delete blank page from a Word document.

Step 1 − Click the Home tab, and click the Show/Hide ¶ paragraph marks button available in the Paragraph group or simply press the Ctrl + Shift + * keys. This will display all the page breaks as shown below −

Blank Page

Step 2 − Bring your cursor immediately before the Page Break mark available on the blank page and press the Delete Key. This will delete the blank page and again you can click the Show/Hide ¶ paragraph marks button to hide all the paragraph marks.

Cover Pages in Word 2010

In this chapter, we will discuss Almost all the good documents and books have an attractive first page that includes the document title, its subject, author and publisher name etc. This first page is is the Cover Page and Microsoft Word provides an easy way to add a cover page.

Add Cover Pages

Following are the simple steps to add a cover page in a Word document.

Step 1 − Click the Insert tab, and click the Cover Page button available in the Pages group. This will display a list of Built-in Cover Pages as shown below.

Bultin Cover Pages

Step 2 − Choose a cover page from the options available in the gallery. The selected cover page will be added as the first page of your document which can later be modified according to the requirements. If you want to place the cover page elsewhere except the first page, right-click the cover page in the gallery and select the location you want from the menu that appears.

Cover Page

Delete Cover Pages

The following steps will help you understand how to delete an existing cover page from a Word document.

Step 1 − Click the Insert tab, and click the Cover Page button available in the Pages group. This will display a list of Built-in Cover Pages as shown below. You will find a Remove Current Cover Page option available at the bottom of the cover page gallery.

Remove Cover Pages

Step 2 − Click the Remove Current Cover Page option and your cover page will be deleted from your document.

Page Orientation in Word 2010

In this chapter, we will discuss page orientation in Word 2010. Page Orientation is useful when you print your pages. By default, Microsoft Word shows a page in portrait orientation and in this case the width of the page is less than the height of the page; the page will be 8.5 inches × 11 inches.

You can change the page orientation from portrait to landscape orientation. In such case, the width of the page will be more than the height of the page and page will be 11 inches × 8.5 inches.

Change Page Orientation

The following steps will help you understand how to change the page orientation of a word document.

Step 1 − Open the Word document the orientation of which needs to be changed. By default, orientation will be Portrait Orientation as shown below.

Page Orientation

Step 2 − Click the Page Layout tab, and click the Orientation button available in the Page Setup group. This will display an Option Menu having both the options (Portrait & Landscape) to be selected.

Oirnetation Menu

Step 3 − Click any of the options you want to set to orientation. Because our page is already in portrait orientation, we will click the Landscape option to change my orientation to landscape orientation.

Landscape Oirnetation

Create a Table in Word 2010

In this chapter, we will discuss how to create a table in Word 2010. A table is a structure of vertical columns and horizontal rows with a cell at every intersection. Each cell can contain text or graphics, and you can format the table in any way you want. Usually the top row in the table is kept as a table header and can be used to put some informative instruction.

Create a Table

The following steps will help you understand how to create a table in a Word document.

Step 1 − Click the Insert tab followed by the Table button. This will display a simple grid as shown below. When you move your mouse over the grid cells, it makes a table in the table that appears in the document. You can make your table having the desired number of rows and columns.

Table Grid

Step 2 − Click the square representing the lower-right corner of your table, which will create an actual table in your document and Word goes in the table design mode. The table design mode has many options to work with as shown below.

Create Table

Step 3 − This is an optional step that can be worked out if you want to have a fancy table. Click the Table Styles button to display a gallery of table styles. When you move your mouse over any of the styles, it shows real time preview of your actual table.

Table Styles

Step 4 − To select any of the styles, just click the built-in table style and you will see that the selected style has been applied on your table.

Table Styles

Delete a Table

Following are the simple steps to delete an existing table from a word document.

Step 1 − Click anywhere in the table you want to delete.

Step 2 − Click the Layout tab, and click the Delete Table option under the Delete Table Button to delete the complete table from the document along with its content.

Delete Table

Rows & Columns in Word 2010

In this chapter, we will discuss how to work with rows and columns in Word 2010. As discussed in the previous chapter, a table is a structure of vertical columns and horizontal rows with a cell at every intersection. A Word table can contain as many as 63 columns but the number of rows is unlimited. This chapter will teach you how to add and delete rows and columns in a table.

Add a Row

Following are the simple steps to add rows in a table of a word document.

Step 1 − Click a row where you want to add an additional row and then click the Layout tab; it will show the following screen.

Add Row

Step 2 − Now use the Row & Column group of buttons to add any row below or above to the selected row. If you click the Insert Below button, it will add a row just below the selected row as follows.

Newly Added Row

If you click the Insert Above button, it will add a row just above the selected row.

Delete a Row

The following steps will help you delete rows from a table of a Word document.

Step 1 − Click a row which you want to delete from the table and then click the Layout tab; it will show the following screen.

Delete Row

Step 2 − Click the Layout tab, and then click the Delete Rows option under the Delete Table Button to delete the selected row.

Delete Selected Row

Add a Column

The following steps will help you add columns in a table of a Word document.

Step 1 − Click a column where you want to add an additional column and then click the Layout tab; it will show the following screen.

Add Column

Step 2 − Now use the Row & Column group of buttons to add any column to the left or right of the selected column. If you click the Insert Left button, it will add a column just left to the selected column as follows.

Newly Added Column

If you click the Insert Right button, it will add a column just next to the selected column.

Delete a Column

Following are the simple steps to delete columns from a table of a word document.

Step 1 − Click a column which you want to delete from the table and then click the Layout tab; it will show the following screen.

Delete Row

Step 2 − Click the Layout tab, and click the Delete Column option under the Delete Table Button to delete the selected column.

Delete Selected Column

Move a Table in Word 2010

In this chapter, we will discuss how to move a table in Word 2010. Microsoft Word allows to move a table from one location to another location along with its content. This chapter will give you simple steps to move a table within the same document, though you can move a table from one document to another document using the cut and paste operation.

Move a Table

The following steps will help you move a table within the same Word document.

Step 1 − Bring your mouse pointer over the table which you want to move from one location to another location. As soon as you bring your mouse pointer inside the table, a small Cross Icon will appear at the top-left corner of the table as shown below.

Add Row

Step 2 − Click over the small Cross Icon which will select the whole table. Once the table is selected, use the Cut button or simply press the Ctrl + X keys to cut the table from its original location.

Step 3 − Bring your insertion point at the location where you want to move the table and use Paste button or simply press Ctrl + V keys to paste the table at the new location.

Moved Table

Resize a Table in Word 2010

In this chapter, we will discuss how to resize a table in Word 2010. Microsoft Word allows to resize a table to make it smaller and bigger as per your requirement.

Resize a Table

The following steps will help you resize a table available in a Word document.

Step 1 − Bring your mouse pointer over the table which you want to resize. As soon as you bring your mouse pointer inside the table, a small Cross Icon will appear at the top-left corner and a small Resize Icon will appear at the bottom-right corner of the table as shown below.

Resize Icon

Step 2 − Bring the mouse pointer over the Resize Icon till it changes to a diagonal doublesided arrow and this is the time when you need to press the left mouse button and keep holding the button while resizing the table. Drag the table up to make it shorter or down to make it larger. You can drag the table diagonally to simultaneously change both the width and the height of the table.

Resized Table

Merging Cells in Word 2010

In this chapter, we will discuss how to merge table cells in Word 2010. Microsoft Word allows the merging of two or more cells to create one large cell. You will frequently need to merge columns of the top row to create the title of the table. You can merge cells either row-wise or column-wise, rather you cannot merge cells diagonally. This chapter will teach you how to merge multiple rows or columns.

Merging Cells

The following steps will help you merge table cells in a Word document.

Step 1 − Bring your mouse pointer position inside the first cell that you want to merge. Now press the Shift key and click the cells around the cell which you want to merge into the first cell. This will highlight the cells which you click and they will be ready to be merged.

Selected Cells

Step 2 − Now click the Layout tab and then click the Merge Cells button which will merge all the selected cells.

Merged Cells

After merging the cells, all the content of the cells will be scrambled which you can fix later as you like. For example, you can convert the merged cells text into title or some other description. For example, let us have center-aligned and bigger font text as follows on top of the table.

Split a Table in Word 2010

In this chapter, let us discuss how to split a table in Word 2010. Microsoft Word allows splitting a table into multiple tables but a single operation will always divide a table into two tables. This chapter will teach you how to split a table into two smaller tables.

Split a Table

Following are the simple steps to split a table into two tables in a Word document.

Step 1 − Bring your mouse pointer position anywhere in the row that should appear as the first row of the new table.

Selected Row

Step 2 − Now click the Layout tab and then click the Split Table button which will split the table into two tables and the selected row will become the first row of the lower table.

Split Table

After splitting the table into two tables, you can further divide it into two parts and you can continue dividing the Word tables as long as a table has more than one row.

Split Table

Split Cells in Word 2010

In this chapter, we will discuss how to split table cells in Word 2010. Microsoft Word allows splitting a cell into multiple cells. We will understand how to split a cell into multiple smaller sub-cells.

Split a Cell

The following steps will help you split a cell into two sub-cells of a table available in word document.

Step 1 − Bring your mouse pointer position inside the cell that has to be divided into multiple cells.

Selected Cell

Step 2 − Now click the Layout tab and then click the Split Cells button; this will display a dialog box asking for the number of rows and columns to be created from the selected cell.

Cell Dialog Box

Step 3 − Select the desired number of rows and columns that have to go into the resultant cell and finally click the OK button to apply the result.

Split Cell

You can divide a cell into multiple cells either row-wise or column-wise or both.

Add Formula in Word 2010

In this chapter, we will discuss how to add formula to a table in Word 2010. Microsoft Word allows you to use mathematical formula in table cells which can be used to add numbers, to find the average of numbers, or find the largest or the smallest number in table cells you specify. There is a list of formulae, you can choose from the many based on the requirement. This chapter will teach you how to use formula in word tables.

Add a Formula

Following are the simple steps to add formula in a table cell available in Word document.

Step 1 − Consider the following table with the total number of rows. Click in a cell that should contain the sum of the rows.

Salary Table

Step 2 − Now click the Layout tab and then click the Formula button; this will display a Formula Dialog Box which will suggest a default formula, which is =SUM(LEFT) in our case. You can select a number format using Number Format List Box to display the result or you can change the formula using the Formula List Box.

Formula Dialog Box

Step 3 − Now click OK to apply the formula and you will see that the left cells have been added and the sum has been put in the total cell where we wanted to have it. You can repeat the procedure to have the sum of other two rows as well.

Sum Result

Cell Formulae

The Formula dialog box provides the following important functions to be used as formula in a cell.

S.No Formula & Description
1

AVERAGE( )

The average of a list of cells
2

COUNT( )

The number of items in a list of cells
3

MAX( )

The largest value in a list of cells
4

MIN( )

The smallest value in a list of cells
5

PRODUCT( )

The multiplication of a list of cells
6

SUM( )

The sum of a list of cells

We assume you are familiar with how to create a spreadsheet program; you can construct your word cell formula. Word formulae uses a reference system to refer to an individual table cells. Each column is identified by a letter, starting with A for the first column, B for the second column, and so on. After the letter comes the row number. Thus, the first cell in the first row is A1, the third cell in the fourth row is C4, and so on.

Following are useful points to help you in constructing a word cell formula.

S.No Cell References and Description
1 A single cell reference, such as B3 or F7
2 A range of cells, such as A4:A9 or C5:C13
3 A series of individual cells, such as A3, B4, C5
4 ABOVE, referring to all cells in the column above the current cell.
5 BELOW, referring to all cells in the column below the current cell.
6 LEFT, referring to all cells in the row to the left of the current cell
7 RIGHT, referring to all cells in the row to the right of the current cell

You can also construct simple Math expressions, such as B3+B5*10 by using simple mathematical operators +, -, /, *, %.

Borders & Shades in Word 2010

In this chapter, we will discuss how to apply table borders and shades in Word 2010. Microsoft Word allows you to place a border on any or all of the four sides of a table very similar to text, paragraphs, and pages. You can also add shades to table rows and columns. This chapter will teach you how to add borders (left, right, top or bottom) around a table and how to add different shades to various rows and columns of the table.

Add Borders to Table

The following steps will help you add borders in a table cell available in Word document.

Step 1 − Select the table to which you want to add border. To select a table, click over the table anywhere which will make the Cross icon visible at the top-left corner of the table. Click this cross icon to select the table.

Step 2 − Click the Border button to display a list of options to put a border around the selected table. You can select any of the option available by simply clicking over it.

Table Border

Step 3 − Try to add and remove different borders like left, right, top or bottom by selecting different options from the border options.

Table Border2

Step 4 − You can apply border to any of the selected row or column. You can try it yourself.

Step 5 − To delete the existing border, simply select the No Border option from the border options.

Using Border Options

You can add borders of your choice to word table by following the simple steps given below.

Step 1 − Click the Border button to display a list of options to put a border. Select the Border and Shading option available at the bottom of the list of options as shown in the above screenshot. This will display a Border and Shading dialog box. This dialog box can be used to set borders and shading around a selected table.

Table Border Options

Step 2 − Click the Border tab; this will display a list of border settings, styles and options whether this border should be applied to the table or text or paragraph.

Step 3 − You can use the Preview section to disable or enable left, right, top or bottom borders of the selected table or row or column. Follow the given instructions in the preview section itself to design the border you like.

Step 4 − You can customize your border by setting its color, width by using different width thickness available under the style section.

Stylish Table Border

Add Shades To Table

The following steps will help you add shades on a selected table or its rows or columns.

Step 1 − Select a row or column where you want to apply a shade of your choice.

Selected Table Row

Step 2 − Click the Border button to display a list of options to put a border. Select the Border and Shading option available at the bottom of the list of options. This will display a Border and Shading dialog box. This dialog box can be used to set borders and shading around selected row(s) or column(s).

Table Shading

Step 2 − Click the Shading tab which will display options to select fill, color and style and whether this border should be applied to cell or table or selected portion of text.

Step 3 − You can use the Preview section to have an idea about the expected result. Once you are done, click the OK button to apply the result.

Quick Styles in Word 2010

In this chapter, we will discuss how to apply quick styles in Word 2010. Microsoft Word provides a gallery of Quick Styles that you can apply to headings, titles, text, and lists. Quick styles come with canned formatting choices, such as font, boldface, and color which we will understand in this chapter.

Apply Quick Styles

The following steps will help you understand how to apply quick styles to a selected portion of text.

Step 1 − Select a portion of text to which you want to apply some style. Using style, you can change the selected portion of text as a heading or subheading or title of the document. You can try using different styles on your text based on your requirement.

Step 2 − Click the Home tab and then move your mouse pointer over the available styles in the Style Gallery. You will see that the selected portion of text will change its style based on the selected style. You can display more available styles by clicking the More Style button.

Style Gallery

Step 3 − Finally, to apply a selected style, click over the style and you will find that it is has been applied on the selected portion of text.

Applied Style Text

You can bring a text to its normal appearance by selecting the Normal style available in the Style Gallery.

Change Styles

The Change Style function allows you to change the default font, color, paragraph spacing and style set for a document. The following steps will help you change the default style.

Step 1 − Open the document the style of which needs to be changed. Click the Home tab and then click the Change Styles button; this will show you all the options that can be changed. You can change the Style, the Font, the Color and the Spacing of the paragraph.

Change Style Options

Step 2 − If the style set needs to be changed, click the Style Set option; this will display a submenu to select any of the available style set. When you move your mouse over the different style sets, you will get real time text preview to give an idea about the final result.

Set Style Menu

Step 3 − To apply a selected style set, click over the style set and you will find that it is has been applied on your document.

Applied Style Set

Similarly, you can try applying Font, Color and Paragraph Spacing. You can try these options yourself.

Use Templates in Word 2010

In this chapter, we will discuss how to use templates in Word 2010. Microsoft Word template is a collection of styles which defines paragraph styles for regular text paragraphs, a title, and different levels of headings. You can use any of the already existing templates for your Word document or you can design a template which can be used for all your company documents.

Using Existing Template

We will now understand how to use an already existing template for your newly created word document. A template is selected at the time when you create a new blank document.

Step 1 − To start a new document, click the File tab and then click the New option; this will display the Available Templates.

Available Templates

Step 2 − Microsoft Word provides a list of templates arranged under Sample Templates or you can download hundreds of templates from office.com which are arranged in different categories. We will use Sample Templates for our document. For this, we need to click over Sample Templates; this will display a gallery of templates. You can try using the office.com option to select a template based on your requirement.

Sample Templates

Step 3 − You can browse a list of available templates and finally select one of them for your document by double-clicking over the template. We will select Equity Report template for our report requirement. While selecting a template for your document, you should select the Document Option available in the third column. This opens your document with predefined setting with which you can modify document title, author name, heading, etc. based on your document requirement.

Selected Template

Create New Template

You can create a fresh new template based on your requirement or you can modify an existing template and save it for later use as a template. A Microsoft Word template file has an extension of .dotx. The following steps will help you create a new template.

Step 1 − To create a new template using an existing template, click the File tab and then click the New option; this will display the Available Templates to be selected. Select any of the available template and open it with the Template Option turned on.

Template Option

Step 2 − You can now modify an open template as per your requirements and once you are done, you can save this template with a .dotx extension which is a standard extension for Microsoft Word Templates.

Modified Template

You can create a template from a new document as well. Click the File button, and click New option to open a new document. Under Available Templates, double click Blank Document to create a new document template. Save the template with a unique name and .dotx extension.

You can save the created template anywhere you click and whenever you like to use this template, just double-click over the template file and it will open a new template based document for you.

Use Graphics in Word 2010

In this chapter, we will discuss how to use graphics in Word 2010. You can add beauty to your Microsoft Word documents by inserting a variety of graphics. This chapter will teach you two ways of adding graphics.

Adding Picture in Document

The following steps will help you add an existing picture in your word document. It is assumed that you already have a picture available on your machine before you add this picture in your Word document.

Step 1 − Click on your document where you want to add a picture.

Step 2 − Click the Insert tab and then click the Picture option available in illustrations group, which will display the Insert Picture dialog box.

Insert Picture

Step 3 − You can select a required picture using the Insert Picture dialog box. When you will click the Insert button, selected picture will be inserted in your document. You can play with your inserted picture in different ways, like you can apply quick styles to your picture, you can resize it, or you can change its color too. To try it, just -lick your inserted image and Word will give you numerous options available under the Format tab to format your inserted graphics.

Format Picture

You can try yourself to insert other available graphics like Clipart, Different Shapes, Charts and SmartArt or Screenshots.

Adding WordArt in Document

WordArt provides a way to add fancy words in your Word document. You can document your text in a variety of ways. The following steps will help you add WordArt in your document.

Step 1 − Click in your document where you want to add WordArt.

Step 2 − Click the Insert tab and then click the WordArt option available in the Text group; this will display a gallery of WordArt.

Insert WordArt

Step 3 − You can select any of the WordArt style from the displayed gallery by clicking on it. Now you can modify the inserted text as per your requirement and you can make it further beautiful by using different options available. To try it, just double-click your inserted WordArt and Word will give you numerous options available from the Format tab to format your image. Most frequently used options are Shape Styles and WordArt Styles.

Format WordArt

You can try yourself to apply different options on the inserted WordArt by changing its shape styles, colors, WordArt Styles, etc.

Auto Correction in Word 2010

In this chapter, we will discuss auto correction in Word 2010. The AutoCorrect feature automatically corrects common typographical errors when you make them. Let us learn how to use the auto correction option available in Microsoft Word 2010 to correct the spelling automatically as you type the words in your documents.

Setting AutoCorrect

The following steps will help to enable the AutoCorrect feature in Microsoft Word.

Step 1 − Click the File tab, click Options, and then click the Proofing option available in the left most column, it will display the Word Options dialog box.

Word Options

Step 2 − Click the AutoCorrect Options button which will display the AutoCorrect dialog box and then click the AutoCorrect tab. Now you have to make sure all the options are enabled, especially the Replace Text as you type option. It is also recommended to be careful when you turn off an option.

AutoCorrect Options

Step 3 − Select from among the following options, depending on your preferences.

S.No Option and Description
1

Show AutoCorrect Options Buttons

This option will be used to display a small blue button or bar beneath text that was automatically corrected. Click this button to see a menu, where you can undo the correction or set AutoCorrect options.
2

Correct TWo INitial CApitals

This option changes the second letter in a pair of capital letters to lowercase.
3

Capitalize first letter of sentences

This option capitalizes the first letter following the end of a sentence.
4

Capitalize first letter of table cells

This option will be used to capitalize the first letter of a word in a table cell.
5

Capitalize names of days

This option will be used to capitalize the names of the days of the week.
6

Correct accidental usage of cAPS LOCK key

This option will be used to correct capitalization errors that occur when you type with the CAPS LOCK key depressed and turns off this key.
7

Replace text as you type

This option replaces typographical errors with the correct words as shown in the list beneath it.
8

Automatically use suggestions from the spelling checker

This option tells Word to replace spelling errors with words from the dictionary as you type.

Although Word comes preconfigured with hundreds of AutoCorrect entries, you can also manually add entries using the following dialog box and use the Replace and With text boxes to add more entries. I added an entry for Markiting which should be replaced with Marketing. You can use the Add button to add multiple entries.

Step 4 − Click OK to close the AutoCorrect Options dialog box and again click OK to close the Word Options dialog box. Now try to type Markiting and as soon as you type this word, Microsoft Word autocorrects it with the correct word Marketing word.

Auto Formatting in Word 2010

In this chapter, we will discuss auto formatting in Word 2010. The AutoFormat feature automatically formats a document as you type it by applying the associated styles to text. Let us learn how to use the auto format option available in Microsoft Word 2010 to format the typed content. For example, if you type three dashes — and press enter, Word will automatically create a line for you. Similarly, Word will automatically format two dashes — into an em dash (—).

Setting AutoFormat

The following steps will help you set the AutoFormat feature in your Microsoft Word.

Step 1 − Click the File tab, click Options, and then click the Proofing option available in the left most column, it will display the Word Options dialog box.

Word Options

Step 2 − Click the AutoCrrect Options button; this will display the AutoCorrect dialog box and then click the AutoFormat As You Type tab to determine what items Word will automatically format for you as you type.

AutoCorrect Options

Step 3 − Select from among the following options, depending on your preferences.

S.No Option and Description
1

«Straight quotes» with “smart quotes”

This option will be used to replace the plain quotation characters with curly quotation characters.
2

Fractions (1/2) with fraction character (½)

This option will be used to replace the fractions typed with numbers and slashes with fraction characters.
3

*Bold* and _italic_ with real formatting

This option will be used to format text enclosed within asterisks (*) as bold and text enclosed within underscores ( _ ) as italic.
4

Internet and network paths with hyperlinks

This option will be used to format e-mail addresses and URLs as clickable hyperlink fields.
5

Ordinals (1st) with superscript

This option will be used to format ordinal numbers with a superscript like 1st becomes 1st.
6

Hyphens (—) with dash (—)

This option will be used to replace a single hyphen with an en dash (.) and two hyphens with an em dash (—).
7

Automatic bulleted lists

This option will be used to apply bulleted list formatting to paragraphs beginning with *, o, or — followed by a space or tab character.
8

Automatic numbered lists

This option will be used to apply numbered list formatting to paragraphs beginning with a number or letter followed by a space or a tab character.
9

Border lines

This option will be used to apply paragraph border styles when you type three or more hyphens, underscores, or equal signs (=).
10

Tables

This option will be used to create a table when you type a series of hyphens with plus signs to indicate the column edges. Try with +——+——+ ) and then press Enter.
11

Built-in heading styles

This option will be used to apply heading styles to heading text.
12

Format beginning of list item like the one before it

This option will be used to replace plain quotation characters with curly quotation characters.
13

Set left- and first-indent with tabs and backspaces

This option sets left indentation on the tab ruler based on the tabs and backspaces you type.
14

Define styles based on your formatting

This option automatically creates or modifies styles based on manual formatting that you apply to your document.

Step 4 − Finally click OK to close the AutoCorrect Options dialog box and again click OK to close the Word Options dialog box.

Table of Contents in Word 2010

In this chapter, we will discuss how to create table of contents in Word 2010. A table of contents (or TOC) is a list of headings in the order in which they appear in the document. You can set a list of headings which should be a part of the table of contents. Let us learn how to create a Table of Contents. A table of content helps in navigating through a Word document by providing associated page numbers and direct links to various headings available on those pages.

Create Table of Contents

The following will help you to create Table of Contents in your Microsoft Word using various levels of headings.

Step 1 − Consider a document having different levels of headings.

Heading Levels

Step 2 − You can insert a table of content anywhere in the document, but the best place is always at the beginning of the document. So bring your insertion point at the beginning of the document and then click the References tab followed by the Table of Content button; this will display a list of Table of Contents options.

ToC Options

Step 3 − Select any of the displayed options by simply clicking on it. A table of content will be inserted at the selected location.

Table of Content

Step 4 − You can select number of levels of headings in your table of content. If you click on the Insert Table of Content option available in the option menu, then it will show you a dialog box where you can select the number of levels you want to have in your table of content. You can turn ON or turn OFF the Show Page Numbers option. Once done, click the OK button to apply the options.

Levels in TOC

Now if you press the Ctrl key and then click over the any link available in the table of content, it will take you directly to the associated page.

Update Table of Contents

When you work on a Word document, then number of pages and their content keep varying and accordingly you need to update your Table of Contents. Following are the simple steps to update an existing Table of Contents in your Microsoft Word.

Step 1 − Consider you already have a table of content as shown above. Click the References tab followed by the Update Table button; this will display the Update Table of Contents dialog box with two options.

Update Table of Contents

Step 2 − If you want to update just the page numbers then select the first option Update page numbers only available in the dialog box but if you want to update page numbers as well, then select the second option Update entire table and you will find your table of content updated with all the latest changes.

Delete Table of Contents

The following steps will help you delete an existing Table of Contents from Microsoft Word.

Step 1 − Consider you already have a table of content as shown above. Click the References tab and next Table of Contents button which will display a list of Table of Contents options along with Remove Table of Contents option available at the bottom.

Remove Table of Contents

Step 2 − Click over the Remove Table of Contents option to delete the existing table of contents.

Preview Documents in Word 2010

In this chapter, we will discuss the preview of documents in Word 2010. When you are ready for printing your Word document, it is always recommended to preview the document before you send the document for final printing. During preview of the document you might discover that the set margin is not appropriate or many items may not look good after printing so better to fix them after having a preview of the document. You can also have the option to specify which pages to print, select a printer, specify the paper size on which you want to print, and set the other printing options.

Preview Documents

The following steps will help you preview your Microsoft Word Document.

Step 1 − Open the document the preview of which you want to see.

Heading Levels

Step 2 − Click the File tab followed by the Print option; this will display a preview of the document in the right column. You can scroll up or scroll down your document to walk through the document using the given Scrollbar. In the next chapter, we will learn how to print the previewed document and how to set different printing options.

Print Preview

Step 3 − Once you are done with your preview, you can click the Home tab to go to the actual content of the document.

Printing Documents in Word 2010

In this chapter, we will discuss how to print documents in Word 2010. Consider you are done with previewing and proofing your document and ready for the final printing. This chapter will teach you how to print a part or a complete Microsoft Word document.

Printing Documents

The following steps will help you print your Microsoft Word document.

Step 1 − Open the document for which you want to see the preview. Next click the File tab followed by the Print option which will display a preview of the document in the right column. You can scroll up or scroll down your document to walk through the document using given Scrollbar. The middle column gives various options to be set before you send your document to the printer.

Print Preview

Step 2 − You can set various other printing options available. Select from among the following options, depending on your preferences.

Print Options

S.No Option and Description
1

Copies

Set the number of copies to be printed; by default, you will have one copy of the document.
2

Print Custom Range

This option will be used to print a particular page of the document. Type the number in Pages option, if you want to print all the pages from 7 till 10 then you would have to specify this option as 7-10 and Word will print only 7th, 8th, 9th and 10th pages.
3

Print One Sided

By default, you print one side of the page. There is one more option where you will turn up your page manually in case you want to print your page on both sides of the page.
4

Collated

By default, multiple copies will print Collated; if you are printing multiple copies and you want the copies uncollated, select the Uncollated option.
5

Orientation

By default, page orientation is set to Portrait; if you are printing your document in landscape mode then select the Landscape mode.
6

A4

By default, the page size is A4, but you can select other page sizes available in the dropdown list.
7

Custom Margin

Click the Custom Margins dropdown list to choose the document margins you want to use. For instance, if you want to print fewer pages, you can create narrower margins; to print with more white space, create wider margins.
8

1 Page Per Sheet

By default, the number of pages per sheet is 1 but you can print multiple pages on a single sheet. Select any option you like from the given dropdown list by clicking over the 1 Page Per Sheet option.

Step 3 − Once you are done with your setting, click on the Print button which will send your document to the printer for final printing.

Print Button

Email Documents using Word 2010

In this chapter, we will discuss how to email documents using Word 2010. Microsoft Word can be used to send a Word document in an email as an attachment directly at the given email address without opening your email program. This chapter will teach you simple ways of sending email in a variety of formats, including a Word document file (DOC) attachment or a PDF, among others.

Mailing Documents

Following are the simple steps to send a word document as an attachment at the given email address.

Step 1 − Open the document you want to send using e-mail as an attachment.

Step 2 − Click the File tab and then click the Save & Send option from the left most column; this will display a number of options to Save & Send, you will have to select the Send using Email option available in the middle column.

Send Email Options

Step 3 − The third column will have various options to send email which allows you to send your document as an attachment in DOC format or you can send your Word document in a PDF format. Click a method to send the document. I’m going to send my document in PDF format.

When you click the Send as PDF option, it displays the following screen where you can type the email address to which you want to send your document, email subject and other additional messages as well. To send email to multiple recipients, separate each e-mail address with a semicolon (;) and a space.

Translate Word 2010 Document

In this chapter, we will discuss how to translate a Word 2010 document. Microsoft Word has an option to translate a complete Word document from one language to another language using simple step. Let us learn how we can translate document content from English to some other language (Spanish).

Translate Document Using Microsoft Translator

The following steps will help you translate a document from one language to another language.

Step 1 − Click the Review tab and then click the Translate button; this will display different options to be selected.

Translate Document

Step 2 − Select the Choose Translation Language option simply by clicking over it. This will display a Translation Language Options dialog box asking for selecting from and to languages. Here From is the source document’s language and To is the target document’s language.

Translation Language Options

Step 3 − After selecting From Language and To Language, click OK. Now again go to Review tab and then click Translate button which will display different options to be selected. Select top option Translate Document option from the given options, this will display Translate Whole Document dialog box asking for your permission to send your document over the internet to be translated by Microsoft Translator.

Translate Whole Document

Step 4 − To translate your document, you can click the Send button. This will send your document over the internet to be translated and you will have your document translated in your target language.

Translated Document

Step 5 − Now you can copy your translated content manually in any other document and save it for final use.

Compare Documents in Word 2010

In this chapter, we will discuss how to compare documents in Word 2010. Sometime you modify a Microsoft Word document without turning on the Track Changes mode; in such cases, tracking the changes becomes difficult and you will have to compare the original document with the modified document word by word. But you do not need to compare it manually, Microsoft Word provides an option to compare two documents very easily. Let us see how it can be done.

Compare Two Documents

Let us have the following two documents, (a) Original document (b) Modified version of the same document as follows

Original Document

Original Document

Modified Document

Modified Document

The following steps will help you compare the two documents.

Step 1 − Click the Review tab and then click the Compare button. This will display the two options to be selected.

Compare Option

Step 2 − Select the Compare option simply by clicking over it. This will display a Compare Documents dialog box asking for the two versions of the Word document that need to be compared with each other.

Compare Documents

Step 3 − Select the Original Document and the Revised Document and click the OK button to display the differences in two documents. Left column on the screen would show all the changes done over the course of changes and you will see original as well as modified version of the document on the same screen. You can walk through these changes using the Previous & Next button available under the Review tab.

Documents Comparison

NOTE − While comparing two documents you can use the different settings available at the Compare Documents dialog box under the More button.

Document Security in Word 2010

Microsoft Word provides a high level of security for your word generated documents. You can set a password for a document to stop unauthorized reading and editing of the document or if you want someone just to read the document then you can set editing restriction on your word document. This chapter will teach you how to make your document password protected and restricted from editing and formatting.

Set Document Password

Once you set a password for a document then you will be able to open the document only if you know the password. If you forget your password, then there is no way to recover it and to open the document. So you need to be careful while setting a password for your important document.

The following steps will help you set a password for a Word document.

Step 1 − Open a Word document for which you want to set a password.

Step 2 − Click the File tab and then click the Info option and finally the Protect Document button which will display a list of options to be selected.

Protect Document

Step 3 − Select the Encrypt with Password option simply by clicking over it. This will display an Encrypt Document dialog box asking for a password to encrypt the document. The same dialog box will appear twice to enter the same password. After entering password each time, click the OK button.

Encrypt Document

Step 4 − Save the changes, and finally you will have your document password protected. Next time when someone tries to open this document, it will ask for the password before displaying the document content, which confirms that now your document is password protected and you need password to open the document.

Password Dialog

Remove Document Password

You can remove a document password only after opening it successfully. The following steps will help you remove password protection from your Word document.

Step 1 − Open a Word document the password of which needs to be removed. You will need the correct password to open the document.

Step 2 − Click the File tab followed by the Info option and finally the Protect Document button which will display a list of options to be selected.

Protect Document

Step 3 − Select the Encrypt with Password option simply by clicking over it. This will display an Encrypt Document dialog box and password which will be in a dotted pattern. You need to remove this dotted pattern from the box and make it clear to remove the password from the document.

Clear Password Dialog

Now when you will open your document next time, Word will not ask you for any password because you have removed the password protection from the document.

Set Editing & Formatting Restrictions

The following steps will help you set editing restrictions in a Word document.

Step 1 − Open a Word document for which you want to set editing restrictions.

Step 2 − Click the File tab and then click the Info option and finally the Protect Document button which will display a list of options to be selected.

Protect Document

Step 3 − Select the Restrict Editing option simply by clicking over it. This will open the actual document and it will also give you the option to set editing restrictions in the Restrict Formatting and Editing area. Here you can set formatting as well as editing restrictions on the document.

Restrict Editing

Step 4 − One you are done with your setting, click the Yes, Start Enforcing Protection button which will display a Start Enforcing Protection dialog box asking for password so that no one else can change the setting. You can enter the password or you can leave it simply blank which means there is no password setting for this protection.

Password Dialog

Step 5 − Finally click the OK button and you will find that your document is editing (or formatting if you applied) protected.

Remove Editing & Formatting Restrictions

You can remove the editing restriction from your document using these simple steps.

Step 1 − Open a Word document for which you want to remove the editing restriction.

Step 2 − Click the File tab and then click the Info option and finally the Protect Document button; this will display a list of options to be selected.

Protect Document

Step 3 − Select the Restrict Editing option simply by clicking over it. This will display the Restrict Formatting and Editing area as follows.

Stop Protection

Step 4 − Now click the Stop Protection button. If you had set up a password at the time of setting the editing or formatting restrictions, then you will need the same password to remove the editing or formatting restrictions. Word will now ask for the same using the Unprotect Document Dialog box , otherwise it will simply remove the restrictions.

Unprotect Document

Set Watermark in Word 2010

In this chapter, we will discuss how to set watermark in a Word document. A watermark is a picture that shows up faintly behind the text on a Word document page. When you draft a document, you can watermark the document with Draft Copy stamp, or you can watermark a duplicate document with the Duplicate stamp. Microsoft Word allows you to stamp with watermark using simple steps explained in this chapter.

Set Standard Watermark

The following steps will help you set standard watermark in word document. A standard watermark is the one which is already defined by words and cannot modify their font or color etc.

Step 1 − Open a word document in which you want to add a watermark.

Step 2 − Click the Page Layout tab and then click the Watermark button to display a list of standard watermark options.

Standard Watermark

Step 3 − You can select any of the available standard watermarks by simply clicking over it. This will be applied to all the pages of the word. Assume we select the Confidential watermark.

Confidential Watermark

Set Custom Watermark

The following steps will help you set custom watermark in word document. A custom watermark is the one which can be modified text and its font, color and size etc.

Step 1 − Open a Word document in which you want to add a watermark.

Step 2 − Click the Page Layout tab and then click the Watermark button to display a list of standard watermark options. At the bottom, you will find the Custom Watermark option.

Standard Watermark

Step 3 − Click over the Custom Watermark option; this will display the Printed Watermark dialog box.

Printed Watermark

Step 4 − Now you can set a picture as watermark or you can set predefined text as watermark; you can also type your text in the Text box available at Printed Watermark dialog box. We will set text watermark as DUPLICATE and also set its font color and font size. Once all the parameters are set, click the OK button to set the parameters.

Printed Watermark Result

Remove Watermark

The following steps will help you remove an existing watermark from a Word document.

Step 1 − Open a Word document the watermark of which needs to be deleted.

Step 2 − Click the Page Layout tab followed by the Watermark button to display a list of standard watermark options. At the bottom, you will find the Remove Watermark option.

Remove Watermark

Step 3 − Click Remove Watermark option; this will delete the existing watermark from the document.

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