Entering and editing text in word

No word processor would be complete without a way to format text, and Microsoft Word has a full set of tools that let you stylize text in your document files. Instead of having only standard fonts, you can change text to represent styles such as sub-titles, titles, section headers and other non-standard content.

Text Editing Functions

All basic text editing functions are found in the «Home» ribbon tab.

(Word text editing controls)

Notice that Word offers several stylizing features in the «Font» category in the «Home» tab. As you type content into a document, you’ll use these features and controls heavily.

The top row of font styles is the font type and the size of the characters. By default, Word opens a blank document using Calibri as the font for the body of a document. The default size is 11, but you can change this style with a simple click of the dropdown control. Alternatively, you can highlight text in your document, and then hover your mouse over the text and a list of standard font style choices will display.

When it comes to fonts in a Word document, only the fonts installed on your computer will show in the dropdown control. This is different from having fonts display in a web browser where developers pull fonts from a cloud location, so if content is meant for a website, you’ll need a way to implement the font using code or the browser will be unable to display the same font that you’ve used in your Word document.

You aren’t limited to one font size and style. If you have no content highlighted in the document, then the font changes will only take effect on new content typed into Word. If you have any content highlighted when you make these changes, Word will change the font and size of the highlighted content.

(Font style changes)

In the image above, the first line of text is the default font and size. The second line of text is a much larger size with a different style. This shows you that you can have several different font styles in a document without any restrictions. The dropdown control in the «Home» ribbon tab will show you all fonts available on your computer. Some third-party programs have their own fonts installed when you add the software to your computer. These fonts will then show in the Word font dropdown control.

(Word dropdown font control with selection options)

Adobe Reader was installed on the computer in the image above, so several Adobe fonts are available in the Word dropdown. Not every application prefaces font names with the brand, so after you install some programs, you might just notice new fonts available. You can also download fonts from the Internet or purchase them from designers to add more fonts to your computer and Word availability.

Basic Font Styles

There are three basic font styles common with every text editing program: bold, underline and italics. Word offers other styles, but these three are the most common with standard content. All three buttons are under the font dropdown control.

(Bold, Italics and Underline controls)

The first «B» button sets any text to a bold style. The second «I» button sets text to italics, and then the «U» button sets an underline style. You can highlight any text and click one of these buttons to change to the style that you want. You can also click multiple buttons and have all three styles applied to text.

When you click one of these buttons and start typing, the style takes effect until you want to go back to the original style. Click the button again to stop the style from being applied to future text. Should you change your mind and want to remove a style, highlight the text and click the button to remove the style.

Alternatively, you can use the Ctrl+B keyboard shortcut for bold. Ctrl+I will apply italics style to selected text, and Ctrl+U will underline selected content.

Subscript and Superscript

Word supports subscript and superscript styles. These styles are used mainly for either math equations or referencing content within your documentation. The two controls are to the right of the font styles explained in the previous section (bold, italics and underline).

(Subscript and superscript controls)

The two font styles can be applied the same way as the others. Highlight the text that you want to stylize and click the button. You can remove the style by clicking the button again with the text highlighted.

(Example subscript and superscript styles)

In the image above, notice that the superscript text is slightly above the «Font» text, and then the subscript text is slightly below. These two styles help you create math equations in a document or reference text similar to an academic paper references sources.

Adding a Hyperlink 

When you create web pages, it’s not uncommon to add a link to another page on a website. You can do the same with Microsoft Word, except clicking a link will open the user’s browser and bring them to the linked web page.

To add a hyperlink, you can right click the text that should have a hyperlink applied and a context menu will display.

(Font style context menu)

In the image above, notice that the «Link» selection is highlighted. Click this link option and a window opens asking for the link location.

(Hyperlink configuration window)

The «Address» input text box is where you type the URL. You can also copy and paste a URL from your browser. Notice that the window also displays local directories from your computer. You aren’t limited to just URLs on the Internet. You can also link to files on your local computer or on a network drive. If this document is sent to another user, remember that any links to external documents on your computer won’t be accessible to a third party.

Highlighting and Font Color

Microsoft Word has a highlighter function that imitates when you run a physical highlighter over text on a sheet of paper. You have your choice of several different colors and using a highlighter will make specific sentences and words stand out.

(Highlighter and font color controls)

The first button is the highlighter control. Click the arrow icon next to this button and a list of color options appear. After you choose a color, click the highlighter button. Your cursor changes its icon and displays a highlighter icon indicating that any actions that you take will highlight text rather than prompt you to start typing.

Text highlighted with the tool will display a different background than the one in the document.

(Highlighted text)

The image above shows what text looks like when the highlighter tool has been used.

The default font color is black. Whenever you create a blank Word document, font color is black until you change it. Just like any other text in your document, you can change parts of it to be a different color. Any text selected can have its color changed using the font color tool.

Just like the highlighter tool, click the arrow to the right of the button and several color options are displayed. These color choices aren’t the only ones available. Click the «More Colors» option and another window opens where you can choose a custom color based on a more granular color palette.

(Custom color choices)

The above image shows the color palette range. Just click somewhere on the palette and the color code will be automatically filled. Click «OK» when you choose your color, and any text highlighted will have its color changed. If you change the color with no text selected, the new color will take effect as you type your text.

These text changes are common when you create long documents. Even with small documents and notes, you’ll use these text edits to customize the way it displays on your screen or when you print it to hardcopy. Text editing tools are one of the most common features available in Word.

Selecting Text

Now that we’ve gone over the more exciting features of what word 2019 can do to enhance your text, let’s buckle down and get to the actual basics of how to enter and edit text.

The first step in editing text that appears on the screen in Word is to learn how to select it for editing. You can always click within a document to move the cursor to change text, or use Backspace and Delete to remove text.   However, this can be time consuming.   What if you want to remove a whole chunk of text?   Or what if you want to move one paragraph to another location?   Well, by selecting text, you can delete or move entire paragraphs or pages. You can also format your document. You can change the font size, color, style, or any number of other things.    Being able to select text in Word is mandatory, even for the absolute beginner. 

Whenever you select text in Word, the text appears highlighted, as shown below.

Selecting text is easy and done in three easy steps.

1. Move the cursor to the beginning of the text that you want to select. 
2. Click and hold in the left button on your mouse. 
3. Drag it over the text you want to select. It will highlight the selected text, as shown above. Simply release the mouse button when you are finished selecting text.

If you want to select the entire document, simply click on the Home tab and click Select on the far right in the Editing group.

Click the downward arrow beside Select and choose Select All.

This will highlight all your text for formatting. Also note that you can select objects or text with similar formatting as your selected text when clicking on ‘Select.’

Once you’ve selected text, there are several things that you can do with it.   Naturally, you can select text to format it. Perhaps you want to change the font type or size.   We’ll cover how to do that later. 

However, you can also cut selected text from a document as a way to either delete it from one location, then paste it elsewhere in the same or different document.  

If you’d like to remove text from one location in the document to paste into another location, use the Cut command.

For example, below is an excerpt of the biography of F. Scott Fitzgerald.

Let’s say we want to reverse the two paragraphs.   In other words, we want the second paragraph to be the first paragraph.

We will use the Cut feature in Word to accomplish this.

1.  Select the text or object to be cut and copied. We’ve selected the second paragraph. 

2.    Click the Cut icon  in the Clipboard group under the Home tab. As you can see below, the paragraph is now cut from the document. 

3.   Now, click on the area in the document where you want to «paste» the text that you just cut. Using our example, it’s before the first paragraph. Once you see the cursor, go to the Ribbon. Under the Home tab, click Paste in the Clipboard group. 

Delete and Cut should not be used interchangeably. When you cut an object, it is copied to the Clipboard. When you delete an object, it is simply removed from the document and the only way to restore it is by clicking the Undo Typing button. To delete text, select the text, then click Delete on your keyboard.

Copying Text

Once you select text, you can also copy it. Copying text means you copy the text you’ve selected, then you can paste it somewhere else in the document – or in another document.   When you copy text, the text you’ve copied remains in the document. 

There are three ways to copy text and objects to the clipboard.

1.  Select the text or object to be copied and click the copy icon  in the Clipboard group under the Home tab.

2.  Select the text or object to be copied, position the mouse pointer over it and right click. Then select Copy from the menu.

3.  Select text or object to be copied and hit CTRL + C.

The Clipboard

Whenever you copy anything in Word, it is automatically sent to the Clipboard. The Clipboard does just as its name implies. It holds the text that you copy and paste for you to use. The Clipboard and its associated tools can be found on the Home tab at the far left end of the ribbon. The Clipboard group looks like this:   

Click the arrow at the bottom of the Clipboard group to see its contents.

The clipboard will open as a long window to the left of your document. It can only hold 24 objects. When a 25th object is added, the first copied item is removed. To empty the Clipboard, click the Clear All button at the top of the Clipboard menu.

You can remove individual items from the clipboard by moving the mouse pointer over the item, then clicking the arrow button that appears to the right of the object. In the dropdown menu, select Delete.

       

Paste

The Paste command allows you to copy an object from one location in the document to another, or from another Office Program into Word. You can use the Cut or Copy feature to move an item to the clipboard, then use Paste to place it elsewhere into a document. We’ve already covered Paste briefly earlier in this course.

There are three ways to Paste text or an object into a document:

1.  Move the cursor to the point in your document where you want to place the item and click the Paste icon. It looks like this:

2.  Move the mouse pointer to the place you wish to insert the item and click the right mouse button. Select one of the paste options from the dropdown menu. We’ll discuss the options in just a minute. 

3.  Move the cursor to the point in your document where you wish to place the item and press CTRL + V.

Ordinarily, Word pastes the most recently copied item. To paste an object that was copied earlier, position the cursor at the point in your document you wish to paste the item, then open the clipboard and click the item you wish to paste. You can also move the mouse pointer over the item to be pasted, and click the arrow that appears to the right of that item.   Then select a paste option.

Paste Options is what you see when you right click your mouse to paste into a document. See below.

You also see Paste Options when you click the downward arrow below Paste on the Ribbon.

Paste Options allows you to specify the method of pasting that you want to use.   This will be important if you want to keep or remove formatting for the selected text. 

Let’s explain what we mean.   This course is typed using Calibri font.   Let’s say for example, that we want to paste a paragraph of this lesson into another lesson with a different font size, or into another document with a different font. Word gives us the option of preserving formatting, making the formatting match the area of the document where we paste our text, or pasting text only and not any images that we cut or copied.

Again, Paste Options only appears when you right click your mouse to paste – unless you select your Paste option from the Ribbon.   Once you’ve copied or cut selected text, then right click, you’ll see this:

These are your paste options:

Paste using original formatting of pasted text.

Merge formatting. Paste using the formatting of the majority of the text in the document. 

 Allows you paste text only. Any graphics or images will not be pasted, only text.

 Paste using the formatting of the destination text, or the text where you paste into.

 Paste a Picture.

Inserting Text

You can insert text anywhere in a document simply by moving the cursor to the desired location and typing. 

Word automatically moves all text to the right of the cursor over as you type. However, if you’d rather replace the text as you type, Word gives you two options:

1. Select the text you’d like to replace and start typing. This deletes the highlighted text and positions the cursor in its place.
2. Use Overtype Mode. To turn on overtype mode, click on the File tab, then select Options.

You will then see this dialogue box.

Click on Advanced in the left column.

Put a Checkmark beside «Use the Insert key to control overtype mode» or the «Use overtype mode» box.

If you select the «Use the Insert key to control overtype mode» box, you can toggle overtype mode on or off by pressing the Insert key. 

If you select only «Use overtype mode» you must manually turn it off by deselecting it.

AutoCorrect

AutoCorrect automatically corrects some errors you make. For example, by default, Microsoft Word will start the first letter of every new paragraph with a capital letter.   It also may recognize certain words and make corrections for you without ever having to use Spell. However, you can customize AutoCorrect to find and correct certain errors — or to leave certain «errors» alone. 

To customize AutoCorrect, click on the File tab, then click Options on the left. 

Click Proofing in the column on the left.   

Next, click the AutoCorrect Options button. The screen you will see will look like the one below.

Click on the AutoCorrect options button, and you can specify words or even math that you want Word to correct as you type. 

As you can see, by default, Word will automatically turn: (into a smiley face emoticon: J. It will also create a trademark symbol ™.   These are default corrections that Word makes for you. You can add your own too. 

To add your own, type in what word or symbols you will enter in that you want Word to automatically correct. We’re going to type «Universal Class» and have it replaced by «Universal.» We’re doing this to have uniformity in our documents. Click the Add button when you’re finished.

Now, let’s click the Math AutoCorrect tab in the dialogue box.

We’ll talk about mathematics later in this course. However, you can set AutoCorrect for mathematics just as you would with text.

Undo and Redo    

But let’s say you accidently delete something or deleted it and then decided that you want it back.   You grit your teeth and start to grumble, trying to remember the exact wording. It’s a lost cause, right? Wrong. The makers of Word anticipated this problem and supplied an easy solution. The Undo button!  

The Undo button is on the Quick Access Toolbar. It looks like this: . You can click the downward arrow beside the Undo button to determine how many steps backward you want to take with your undo.

If you scroll down the list above to the bottom to AutoFormat, everything above AutoFormat will be undone too. You can undo up to 100 actions. 

The Redo button is to the right of the Undo button.  It looks like this: . The redo button allows you redo an action that you just undid or to repeat the last action. If Word cannot redo the last action, the button will be faded.

Hyphenation

Word can hyphenate words at the end of lines for you, or you can choose to do it yourself. By default, hyphenation is turned off, which means Word won’t hyphenate words that are at the end of a line. Instead, it will just move the word to the next line.  

To use the hyphenation feature in Word, click on the Layout tab, then go to the Page Setup group on the ribbon. You’ll see Hyphenation, as shown below.

If you click the downward arrow beside Hyphenation, you’ll see that None is selected. This means no hyphenation (default.) 

If you want Word to hyphenate words for you, select Automatic.   This means that Word will hyphenate words that appear at the end of a line rather than moving it down to the next line to keep your text within the margins. Word will use its settings to decide how to hyphenate words.   Just keep in mind, it does NOT mean Word will hyphenate words such as ‘how-to.’ It won’t.

You can also select Manual. This box will pop up and ask you to specify how you want words hyphenated. Word will search your text for words that can be hyphenated and ask you how you wanted hyphenated.   See the snapshot below:

You can also set options to tell Word the maximum amount of space to allow between the word and the right margin. This is called the Hyphenation Zone. To set the amount of space yourself, go to Hyphenation, click the downward arrow, then click on Hyphenation Options.   

In this window, you can also select to automatically hyphenate the entire document, hyphenate words that are in CAPS, and manually set hyphens as we just learned to do. 

Using MS Word

Entering and Editing Text

For this lesson you will create a one page document which includes the use of a bulleted list. Suggested possibilities include:

• A note to parents listing things to bring for a field trip
• A lesson/unit plan which lists technology integration

Note: Purple text is to be copied to Paste into the document you create

Step 1.
Open Microsoft Word.
Remember to leave your browser window open until this lesson is finished.

Step 2.
Open a new blank document using keyboard commands

• IBM — Use Ctrl+N (Hold down the Ctrl key and tap the N key one time)
• Macintosh — Use Command+N (Hold down the Command key and tap the N key one time)

Step 3.
Enter the following line at the top of the page:

Internet Based Lesson Plan

• Do not use all caps anywhere on the page. The eye has difficulty scanning text in an all caps format, even including headlines.

Step
4.
Highlight the line of text and
perform the following actions using toolbar buttons, menu items or
keyboard combinations:

• Format the text to Bold
• Increase the side to 18 pt.
• Center the text
• Press Return/Enter two times
• Click Bold button to remove
  Bold
• Return text size to default
• Note: all of these actions
  can be performed using the Formatting toolbar.

Step 5.
Copy the following paragraph and paste it
into your document two lines below the headline using toolbar
buttons, menu items or keyboard combinations:

Students will work in teams of four to gather information for a report on a chosen 


topic. Each team will have two weeks to gather the information and one week to prepare


a multimedia report, which will be given to the class. The report may be produced as a 


HyperStudio stack, a PowerPoint slide show, or a web page. Five 


Internet sites will be listed as resources where information can be gathered. If a 


group can not find enough information, searches will be allowed on only the search 


engine Yahooligans. If any group is going to do a search, the search must be cleared 


with the teacher first. Below is a list of the classroom stations which will be 


setup for this unit:

*
Click
and drag to highlight the paragraph you see above. With the text
selected use the toolbar button, menu item or keyboard combination
to copy text. Go to the new Word document and paste what you
copied using the toolbar button (it looks like a clipboard), menu
item (it is in the Edit menu) or keyboard combination (IBM=Ctrl+V,
Mac=Command+V).

Step
6.
Enter a list of stations in the form
of a bulleted list. That can be done in two ways.

1. Select the bulleted list button, copy the
   list, paste it into the document. (be sure your cursor is at
   the bullet)
2. Copy and paste the entire list, highlight
   the list, select the bulleted list button

or

1. Select the items one at a time
2. Copy and paste into the Word
   document
3. Select the bulleted list button

List of stations

Internet connected student workstation


Encyclopedia CD in a student workstation


Books and/or magazines related to the subject


Printed copies of web pages related to the project topic


Videotape or Laser Disk on the subject.

After all bulleted points have been
entered hit the Return/Enter key one time. Another bullet will be
displayed at the cursor.

Step
7.
Remove the last bullet produced. The
most simple way to do that is to deselect the bullet button in the
formatting toolbar.

Step
8.
Highlight the five bulleted
points. Go to the
Format
menu, select
Bullets and
Numbering
and change the style of the bullet.

Step 9.
Add one final paragraph. describing
what the report should look like. You may generate your own text
or copy the paragraph below:

Instructions to students - Your group is to present a report to the class regarding 


your selected topic. Each person should participate. Remember, you are to include 


pictures which you copied from the Internet. You should also remember to give credit 


for each source you quote. Your report can be in the form of a HyperStudio stack, a 


PowerPoint slide show, or a web page.

Assignment

Leave your browser window open. Open Microsoft Word, if it is not already open.

1. Open a new Word document type a note to parents about a field trip which your class will be taking. 2. Include a permission section at the bottom of the page. This should include name and address information and be separated from the rest of the document with a dashed line. 3. Use the Insert menu to place the date at the top of your note to the parents. 4. Put the title «Field Trip Permission Form» at the top of this document. 5. Highlight the title, use the Formatting toolbar and put a highlight color behind the title. 6. Save the document.

Next, let’s put an image into a document!

Click here to download a copy of the

Internet
Lesson Plan document

Save this document to your
desktop, then open it in Microsoft Word

Go to Inserting and Editing Images
in Microsoft Word

Go back to

Using Microsoft
Word to Produce Classroom Documents

Internet4classrooms is a collaborative effort by
Susan Brooks and Bill Byles.
 

  

A header is the top margin of each page, and a footer is the bottom margin of each page. Headers and footers are useful for including material that you want to appear on every page of a document such as your name, the title of the document, or page numbers.

Starting Microsoft Word[edit | edit source]

To open Microsoft Word: First click on your «Start» button. Next click on All Programs. You will probably need to scroll to find the Microsoft Office program menu. When you do click on Microsoft Word this will start the program. Note: Microsoft Word 2016 is the most recent perpetual version released.

(Since Office 2016, the apps do not lie in the Microsoft Office folder; to open Word, you’ll have to look at ‘W’. In Windows 7, this is before the listing of folders.)

Alternatively, look on your Desktop for an icon shortcut to Word, click this (or if this doesn’t work, double-click).

Basic Rules for formatting text[edit | edit source]

To change the formatting of text, highlight the text you wish to change and then choose your formatting options.
You may want to increase the font size, change the font color, change the font design.
To change the formatting, including the font size, font, color, and many other properties.

• right click on the selection and choose what you’d like to change
• use the toolbar (1997 — 2003 versions) or
• Select the options on the Format Menu to change

Word 2007 and later uses tabs and ribbons to interface (interact) with users.
To change text formats, be sure you have clicked the Home tab and are using the options found in the Font grouping.

If you change the formatting options without any text being selected, then these options will apply to any further text entered after that point in the document.

Parts of Word Screen[edit | edit source]

Parts of the Word Screen

Parts	Function
Title Bar	Displays the program name, and the name of current document displayed or being edited.
Menu Bar	Contains the names of the command menus currently available.
Standard Toolbar	Contain buttons that provide shortcuts for the most commonly used Word Features, such as opening and printing document.
Formatting Toolbar	Contains buttons and drop-down lists that you use to modify the appearance of selected text.
Ruler	It shows the width of your text, as well as any indents or tabs.
Document Window	Displays the documents you create and edit.
Insertion Point	It is blinking vertical line at the upper left corner of a new document.
Endmark	It indicates the end of the document.
Scroll Bars	It is one of the main ways to navigate through a document. Appear along the right side and bottom edges of the document window. Each scroll bar contains two scroll arrows and scroll box, which you can use to move vertically and horizontally through a document.
Status Bar	Displays the necessary information about the active document such as page.
Minimize Button	It is used to temporary hide word (to shrink it to an icon on the taskbar).
Maximize Button	It is used to enlarge MS-Word to full screen.
Close Button	It is used to exit or quit MS-Word.

Entering Text[edit | edit source]

When you start MS-Word for Windows, you see a blank area. (This blank area is called a Normal Template). To work effectively with Word, you must understand that every Word Document is based on template.

1. The Blinking Vertical Line that marks the insertion point, the location where text you type will be inserted into the document and where certain editing actions will occur.
2. The horizontal line is the end-of-document marker.

There are a number of different views available for working on the text, available on the View menu. The simplest is the ‘Normal’ view, while the most complex view, but the best for working on heavily formatted pages is the ‘Print layout’ view.

[edit | edit source]

When you work with MS-Word for Windows, you give it commands to instruct the program to carry out the desired tasks. Commands are usually entered by means of menus. MS-Word for Windows has three types of menus:

1. The Main Menu is displayed in the menu bar, on the second line of the screen.
2. A Pull-down Menu is a list of commands associated with each choice on the main menu. When you choose a command on the main menu, its pull-down menu is displayed.
3. A Context Sensitive Menu is pop-up screen when you right-click the mouse. Wherein it shows a list of commands to work with.

Dialog Boxes[edit | edit source]

When MS-Word for Windows needs additional information to carry out a command, it displays a dialog box. Dialog boxes contain a number of components, but mainly contain only some of these components.

Components of Dialog Box[edit | edit source]

1. A dotted outline or highlight bar indicate the current dialog box item.
2. The title bar gives the name of the dialog box, which is the command used to display the dialog box.
3. A text box is used to enter and edit text information.
4. A list box displays a list of items from which you can choose. If the list is too big to display at one time, a vertical scroll bar lets you scroll up or down the list.
5. The command buttons to either confirm or cancel the dialog box.

Working With A Document[edit | edit source]

MS-Word is used by people with widely varying levels of skill and experience, and there are often several different ways to do some tasks. Most commands are available through the Menu and sub menus. For frequently used commands, there are often iconic shortcut buttons on the Tool bars that can be selected with the mouse. For people with better keyboard skills or experience, there are keyboard shortcuts, often using the Control (CTRL), Shift (SHFT) or Alternate (ALT) keys on the PC and Command or Option keys of the Macintosh.

Create a New Document[edit | edit source]

• Choose File ➪ New from the menu bar.
  • This may ask you to select which document template to use for the new document.
• Click the New Blank Document button of the tool bar.
• Press CTRL + N on the keyboard. (Depress and hold CTRL, Press and release ‘N’)

Open an Existing Document[edit | edit source]

• Choose File ➪ Open from the menu bar.
• Click the Open button on the toolbar.
• Press CTRL + O on the keyboard.

NOTE: Each method will show the Open dialog box. Select the drive the file was saved on, choose the file, and click the Open button.

Save a Document[edit | edit source]

• Select File ➪ Save from the menu bar.
• Click the Save button on the toolbar.
• Press CTRL + S on the keyboard.

Navigate to the location where you would like to save the document. Make a note of the drive where the document is saved for future reference. To save an existing open document under a different name, select ‘File ➪ Save As’.

Renaming a Document[edit | edit source]

To rename an existing, but not open, Word document while using the program,

• Select File ➪ Open (or press CTRL + O on the keyboard) and find the file you want to rename.
• Right-click on the document name with the mouse and select Rename from the shortcut menu.
• Type the new name for the file and press the ENTER key.

Working with Multiple Documents[edit | edit source]

Several documents can be opened simultaneously if you are typing or editing multiple documents at once. All open documents are listed under the Windows menu. The current document has checkmark beside the filename. Select another name to view another open document or click the button on the Windows taskbar at the bottom of the screen.

Closing a Document[edit | edit source]

• Selecting File ➪ Close from the menu bar
• Click the close window icon if it’s visible on the menu bar
• Press CTRL + W or CTRL + F4 on the keyboard.

Exiting Word[edit | edit source]

• Choose the File ➪ Exit on the menu bar.
• Click the Close button align with the title bar.
• Press ALT + F4 on the Keyboard.

/en/word/saving-and-sharing-documents/content/

Introduction

If you’re new to Microsoft Word, you’ll need to learn the basics of typing, editing, and organizing text. Basic tasks include the ability to add, delete, and move text in your document, as well as how to cut, copy, and paste.

Optional: Download our practice document.

Watch the video below to learn the basics of working with text in Word.

Using the insertion point to add text

The insertion point is the blinking vertical line in your document. It indicates where you can enter text on the page. You can use the insertion point in a variety of ways.

• Blank document: When a new blank document opens, the insertion point will appear in the top-left corner of the page. If you want, you can begin typing from this location.

  

• Adding spaces: Press the spacebar to add spaces after a word or in between text.

  

• New paragraph line: Press Enter on your keyboard to move the insertion point to the next paragraph line.

  

• Manual placement: Once you begin typing, you can use the mouse to move the insertion point to a specific place in your document. Simply click the location in the text where you want to place it.



• Arrow keys: You can also use the arrow keys on your keyboard to move the insertion point. The left and right arrow keys will move between adjacent characters on the same line, while the up and down arrows will move between paragraph lines. You can also press Ctrl+Left or Ctrl+Right to quickly move between entire words.

In a new blank document, you can double-click the mouse to move the insertion point elsewhere on the page.

Selecting text

Before you can move or format text, you’ll need to select it. To do this, click and drag your mouse over the text, then release the mouse. A highlighted box will appear over the selected text.

When you select text or images in Word, a hover toolbar with command shortcuts will appear. If the toolbar does not appear at first, try hovering the mouse over the selection.

To select multiple lines of text:

1. Move the mouse pointer to the left of any line so it becomes a right slanted arrow.

   

2. Click the mouse. The line will be selected.

   

3. To select multiple lines, click and drag the mouse up or down.
4. To select all of the text in your document, choose the Select command on the Home tab, then click Select All. You can also press Ctrl+A on your keyboard.

   

Other shortcuts include double-clicking to select a word and triple-clicking to select an entire sentence or paragraph.

To delete text:

There are several ways to delete, or remove, text:

• To delete text to the left of the insertion point, press the Backspace key on your keyboard.
• To delete text to the right of the insertion point, press the Delete key on your keyboard.
• Select the text you want to remove, then press the Delete key.

If you select text and start typing, the selected text will automatically be deleted and replaced with the new text.

Copying and moving text

Word allows you to copy text that’s already in your document and paste it in other places, which can save you a lot of time and effort. If you want to move text around in your document, you can cut and paste or drag and drop.

To copy and paste text:

1. Select the text you want to copy.

   

2. Click the Copy command on the Home tab. You can also press Ctrl+C on your keyboard.

   

3. Place the insertion point where you want the text to appear.

   

4. Click the Paste command on the Home tab. You can also press Ctrl+V on your keyboard.

   

5. The text will appear.

   

To cut and paste text:

1. Select the text you want to cut.

   

2. Click the Cut command on the Home tab. You can also press Ctrl+X on your keyboard.

   

3. Place your insertion point where you want the text to appear.

   

4. Click the Paste command on the Home tab. You can also press Ctrl+V on your keyboard.

   

5. The text will appear.

   

You can also cut, copy, and paste by right-clicking your document and choosing the desired action from the drop-down menu. When you use this method to paste, you can choose from three options that determine how the text will be formatted: Keep Source Formatting, Merge Formatting, and Keep Text Only. You can hover the mouse over each icon to see what it will look like before you select it.

To drag and drop text:

1. Select the text you want to move.

   

2. Click and drag the text to the location where you want it to appear. A small rectangle will appear below the arrow to indicate that you are moving text.
3. Release the mouse, and the text will appear.

   

If text does not appear in the exact location you want, you can press the Enter key on your keyboard to move the text to a new line.

Undo and Redo

Let’s say you’re working on a document and accidentally delete some text. Fortunately, you won’t have to retype everything you just deleted! Word allows you to undo your most recent action when you make a mistake like this.

To do this, locate and select the Undo command on the Quick Access Toolbar. You can also press Ctrl+Z on your keyboard. You can continue using this command to undo multiple changes in a row.

By contrast, the Redo command allows you to reverse the last undo. You can also access this command by pressing Ctrl+Y on your keyboard.

Symbols

If you need to insert an unusual character that’s not on your keyboard, such as a copyright (©) or trademark (™) symbol, you can usually find it with the Symbol command.

To insert a symbol:

1. Place the insertion point where you want the symbol to appear.

   

2. Click the Insert tab.

   

3. Locate and select the Symbol command, then choose the desired symbol from the drop-down menu. If you don’t see the one you want, select More Symbols…

   

4. The symbol will appear in the document.

   

Challenge!

1. Open our practice document.
2. Scroll to page 2.
3. Place the insertion point at the top of the document and type Now Introducing…
4. Use your arrow keys to move the insertion point to the Signature Detail Plan’s price and change it to $99.99/mo.
5. At the bottom of the document, use drag and drop to move Just leave the details to us to the end of the last line.
6. At the end of the line you just moved, insert the trademark symbol. If you cannot find the trademark symbol, insert a different symbol of your choice.
7. When you’re finished, your document should look something like this:

   

/en/word/formatting-text/content/

Does Word irritate you by displaying your document in the wrong view, or automatically selecting more text than you want it to? This tutorial will show you how to use Word’s views effectively and how to hone Word’s automatic-selection and smart-cut-and-paste features so they select what you want, not what Microsoft’s focus group thinks you want. With the decks cleared, you’ll be ready to turn AutoCorrect and its sister feature AutoFormat As You Type from hyperactive menaces into your potent but dutiful servants, use Find and Replace to effortlessly remove most of the annoyances your colleagues build into their documents, and choose among eight different means of navigating through your documents.

But that’s not all. This tutorial also covers a bumper pack of assorted editing annoyances, as well as a few tips for mastering fields. For example, you’ll learn how to stop Word from searching the Web for help, how to get rid of that pesky Office Assistant for good, and how to enter the same text easily in multiple parts of a document and keep it updated automatically.

by updated Aug 01, 2016

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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.

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

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

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

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

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

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 −

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.

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 −

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 −

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 −

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 −

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 one character
	Back one character
	Up one line
	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 +	To the next word
Ctrl +	To the previous word
Ctrl +	To the start of the previous paragraph
Ctrl +	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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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 −

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.

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 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 Option

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

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.

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 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.

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

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

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.

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.

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.

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.

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.

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.

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.

This will display both the documents as shown below −

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.

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.

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.

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.

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.

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.

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.

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 −

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

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 −

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.

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 −

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 −

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.

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 −

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.

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.

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.

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.

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.

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.

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

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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 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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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

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.

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.

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

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.

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.

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.

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.

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.

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.

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.

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.

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 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.

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.

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.

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.

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.

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.

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.

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

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.

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.

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.

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.

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.

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.

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.

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

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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

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.

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.

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

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.

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.

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.

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.

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

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.

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 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.

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.

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.

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.

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.

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.

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.

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

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.

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.

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.

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).

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

Step 3 − Select any of the displayed options by simply clicking on it. A table of content will be inserted at the selected location.

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.

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.

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.

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.

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.

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.

Step 2 − You can set various other printing options available. Select from among the following options, depending on your preferences.

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.

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.

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.

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.

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.

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.

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

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

Step 3 − Select the Restrict Editing option simply by clicking over it. This will display the Restrict Formatting and Editing area as follows.

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.

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.

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.

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.

Step 3 − Click over the Custom Watermark option; this will display the Printed Watermark dialog box.

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.

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.

Step 3 − Click Remove Watermark option; this will delete the existing watermark from the document.

  
Adding a Break to Your Document
Want to modify the way your text flows between pages in a document? Word allows you to insert several types of breaks that control the flow for you.

  
Adding an Optional Break
The no-width optional break is primarily used for Asian languages in Word. It can have value for English-speakers, as described in this tip.

  
Adding Half Spaces to Punctuation
Want a little more space just before some of your punctuation characters? You can add that spacing in a variety of ways, as recounted in this tip.

  
Adding Hyphens to Phrases
Editing text to turn regular words into hyphenated phrases can be a real bother. The chore can become a breeze if you apply the ideas in this tip.

  
Adding Parentheses
Need to add parentheses around some word or phrase? Here’s a quick macro that makes this simple edit in one step.

  
Adding Quotes
Adding quote marks is normally as simple as typing them from the keyboard. However, if you want to add quote marks around both ends of a text selection in a single step, you’ll love this tip and the macro it describes.

  
Adding Serial Commas in a Sentence
Part of the job of an editor is to apply standards of grammar to text written by someone else. One standard that may need to be applied is the inclusion of a serial comma in an in-line list. Here’s a way you can make adding these commas easy.

  
An Automatic Two Spaces after a Period
Should you put two spaces after a sentence or just one? Ask different people and you will get different answers. To Word the answer isn’t really important; it can help you enforce either type of spacing you want. This tip explains how.

  
Arranging Paragraphs
Need to move a few paragraphs around in your document? Word provides a couple of handy shortcuts that make it very easy to move them in any direction you want.

  
Asking for Delete Confirmation
When you select some text and then press the Del key, the text should immediately be removed from your document. If you see a message on the status bar asking if you are sure you want to make the deletion, this is an artifact of the WordPerfect support built into Word. This tip explains how to get rid of this prompt so you can get on with deleting.

  
Automatic Non-breaking Spaces in Dates
It drives some people crazy to have a date break across two lines. If you find yourself in this mindset, then you’ll appreciate the ideas presented in this tip for easily making sure that a date stays all on the same line.

  
Calculating Expressions
Word can do some simple calculations for you, if you add a little-known tool to your toolbar. Here’s how to add and use this handy tool.

  
Capitalizing the First Letter after a Colon
There are many rules in English grammar (and many exceptions to those rules.) One common rule of grammar is to capitalize the first letter appearing after a colon, provided that what follows the colon could stand on its own as a sentence. Word does not include a way to do this capitalization automatically (too many grammatical exceptions to make a hard-and-fast rule), but you can create your own macro that will take care of the capitalization for you.

  
Capitalizing the Word «I»
The first-person, singular pronoun «I» should always be capitalized, unless you are exercising poetic license. Word may not always make sure it is capitalized, however, as discussed in this tip.

  
Capitals After Colons
Do you want Word to always capitalize the first letter appearing after a colon? The program won’t do it by default, but there are a couple of things you can try to get the capitalization you want.

  
Changing AutoComplete Words
AutoComplete allows you to easily complete words you are typing in your document. If AutoComplete is presenting you with the wrong suggestions, you need the information in this tip.

  
Changing Many Link Locations
Word makes it easy to establish links between documents. If you need to change the locations for a lot of links at once, you can apply the technique outlined in this tip.

  
Checking for Matching Parentheses
There are lots of little «gottchas» that can make the difference between a finished document and a polished document. One such thing is making sure that you have matching parentheses�»a closing parenthesis for every opening one. This tip presents a macro that can make quick work of this check and notify you if there is a potential problem.

  
Checking for Words and Phrases
You may want to determine if a document contains a certain set of words or phrases. There are a couple of ways you can make this determination, as illustrated in this tip.

  
Clearing All Tabs in a Document
Need to get rid of all the tab stops in a particular document? It’s easy to do when you apply the technique outlined in this tip.

  
Collecting Highlighted Text Selections
Got a document with text passages marked with the highlighter tool? You can collect all those highlighted selections and move them to a new document by applying the techniques in this tip.

  
Comparing Documents Top and Bottom
Word has a feature that allows you to compare two documents side-by-side. What if you actually want to compare the documents one above the other (top and bottom)? You can make this change in orientation rather easily, as described in this tip.

  
Compound Page Numbering
Simple page numbering is easy to add to your documents. More complex numbering (such as two numbering schemes in the same document) are a different story. This tip provides some guidance on how you can approach your more complex numbering needs.

  
Controlling Overtype Mode
Some people like to have Word replace previous information as they type; this is called «overtype mode.» You can control overtype mode by following the steps outlined in this tip.

  
Copying and Pasting Field Codes
Want to copy a field code and paste it in some other Windows program? This can be trickier than it sounds. Here’s the lowdown on why this is, and a macro you can use to make copying and pasting field codes easier.

  
Creating a Quick Letter
Word provides a handy wizard that is helpful in creating basic letters quickly and easily. This tip discusses the Letter Wizard and how you can use it.

  
Creating Compound Characters
Word provides access to a wide variety of characters either from the keyboard or from the Symbol dialog box. Up and above that, you can also use a field to create your own special compound characters, if desired.

  
Creating Custom Document Properties
Word allows you to keep track of any number of custom properties about a document. Here’s how to create those properties and later use them in a document.

  
Creating New Windows
A great way to work on different parts of the same document at the same time is to create windows. These function as different views of the document.

  
Creating the ‘Mils’ Symbol
Different industries use their own terminologies and symbols. In the military, one symbol is referred to as the «mils» symbol. This tip explains what it is and how to create it.

  
Dealing with Run-On Sentences
A common task when editing documents is to break up run-on sentences. You can make this task a little easier by using the editing macro described in this tip.

  
Default Click and Type Paragraph Style
When you use the Click and Type feature, Word uses applies the Normal style to the paragraph created. You can specify a different style of paragraph by using the steps in this tip.

  
Deleting a Page
Want to delete the current page? There is no automatic command to perform this task in Word, but you can create your own command with the single-line macro described in this tip.

  
Deleting a Range of Pages
Need to delete a range of pages out of the middle of your document? It’s easy to do using editing techniques you already know about.

  
Deleting Freezes Computer
Sometimes a strange object or text may appear in your document, as happened to Sharon. To complicate the situation, her computer freezes when she tries to delete the object. Here are some things to try out if you have the same issue.

  
Deleting Words
Tired of pressing the Delete or Backspace key for every character you want to delete? Here’s a way you can make your editing much faster, with just a simple change to your deleting keypress.

  
Deletions Don’t Work as Expected
We all get into habits, including in how we use Word. If you are used to deleting text in a particular way, and all of a sudden that way doesn’t work any more, it can be bothersome. Here’s a look at why the way you delete text could change in Word.

  
Differences between Deleting, Clearing, and Cutting
When getting rid of text from your document, Word allows you to delete, clear, or cut. Here are the differences between these actions.

  
Displaying Nonprinting Characters
Nonprinting characters are a great boon when you are editing a document. Turn them on and you can easily see what characters make up your text. Here’s how you can control which of the nonprinting characters Word displays.

  
Editing an AutoText Entry
Once you’ve created an AutoText entry, you may believe that it is «set in stone» and cannot be changed. Not so! You can redefine it very easily using the steps in this tip.

  
Editing While Spell-Checking
When you run a spell-check on a document, you may end up seeing other things that need to be edited. Never fear; you can do the edits without jumping out of the in-process spell-check.

  
Ensuring Consistent References with AutoText
You’ll often need to make sure that references within a document are consistent with each other. In this tip you discover how you can use AutoText to help enforce the consistency you need.

  
Entering a «Slashed Zero» in Your Document
Need to add the occasional zero with a slash through it? There are a couple of ways you can accomplish this task.

  
Entering a Degree Sign
One of the more common symbols that people need to use in their writing is the degree symbol, typically used after a numeric temperature. If you need to add this symbol, you’ll appreciate the shortcuts presented in this tip.

  
Entering a Page Break from the Keyboard
Need to force Word to move text to the top of the next page? It’s easy when you use the keyboard shortcut for a page break.

  
Extra Space after Quotation Mark when Pasting
Have you ever noticed how Word can decide to add extra spaces when you paste information into your document? This is part of Word’s helpful approach to editing, but you may not want Word to be that helpful. Here’s how to make Word behave the way you want it to.

  
Finding the Previous Occurrence
Using Word’s Object Browser, it is very easy to move among different instances of what you want to search in your document. This tip explains how this tool can be used effectively to enhance your searching efforts.

  
Generating a List of Dates
When creating tracking documents in Word, you may need to come up with a series of dates in the document. You can type these by hand, or you can use the macros described in this tip to enter the dates very easily.

  
Getting Rid of Automatic Page-Break Lines
A little trick to get rid of pagination marks when you have background pagination turned off.

  
Getting Rid of the Paste Options Box
Paste something in a Word document, and you may notice a dynamic little set of options appear right next to what you pasted. If you find these «paste options» distracting, you can configure Word so that they aren’t displayed.

  
Getting the Proper Type of Ellipses
Type three periods in a row, and the AutoCorrect feature in Word kicks in to exchange that sequence for a special ellipses character. If you don’t like the ellipses that Word uses, you can define your own using any number of methods.

  
Highlighting Duplicate Words
One way to help improve your writing is to minimize the number of duplicated words you use in your prose. Depending on the way you want to approach the task, Word has a few different ways you can find those words.

  
Hyperlinks Not Found
When creating hyperlinks in a document, it is important to remember the difference between absolute and relative referencing. If you use the latter, you could end up with hyperlinks that are broken if the target of those links becomes unavailable for some reason.

  
Inserting a Bullet
Need to place a bullet in the middle of a sentence? There are a couple of easy ways you can do this, as described in this tip.

  
Inserting a Copyright Mark
One of the most common symbols that can be added to a document is the copyright mark. This tip examines several ways you can easily add this symbol to your writing.

  
Inserting a Non-Breaking Hyphen
Non-breaking hyphens can come in helpful for some types of writing. They force the words (or characters) on both sides of the hyphen to stay on the same line. There are two ways to add such hyphens to your document, as described in this tip.

  
Inserting a Non-Breaking Space
In Word a non-breaking space will help you keep two words together on the same line. Here’s two different ways that you can insert that special kind of space.

  
Inserting a Section Mark
Section marks are used regularly in the writings of some industries, such as in legal documents. If you need a way to easily add section marks to your documents, consider using the AutoCorrect feature to do the adding for you.

  
Inserting a Special Symbol
The vast majority of what you enter into a document can be accomplished through the use of the regular keyboard. However, some characters don’t appear on the keyboard. For these special symbols you’ll want to note the technique in this tip.

  
Inserting Different Dashes
Dashes have a lot of different uses in writing. Word supports three types of dashes, as discussed in this tip.

  
Inserting Foreign Characters
It is not unusual to need to insert foreign characters (often called diacritical marks) as part of your typing. Word provides several different ways you can easily insert the characters you need.

  
Inserting Special Spaces
Do you need to frequently add en spaces and em spaces to your documents? You can add special tools to Word that make inserting these characters a snap.

  
Inserting Text with a Shortcut Key
The AutoText capabilities of Word are quite powerful, allowing you to insert all sorts of «boilerplate» information in your document. Expanding an AutoText entry is easy when you use the F3 key, but there are ways you can create special shortcut keys for individual AutoText entries.

  
Inserting the Edit Time
One of the things that Word keeps track of is how long, in minutes, you’ve been editing your current document. This information can be inserted into the document using the EditTime field.

  
Inserting Today’s Date
When writing letters, reports, or other date-dependent documents, you need to regularly insert the current date in the document. Here is how to easily insert the date in the format you want.

  
Line Breaks After a Slash
Some writers use the slash to combine words and as shorthand to signify «or» or «and.» This, of course, makes for some very long words that may not break from line to line in your document as you desire. This tip discusses ways you can use the slash so that line breaks will occur after it.

  
Meaningless Text
The quick brown fox jumps over the lazy dog, or so the story goes. Here’s how to put this type of meaningless text into a document.

  
Messed-up Typing
It is not uncommon for newcomers to Word to overwrite their existing document text as they are editing. There is a reason for that—and a fix. Here’s the information you need.

  
Moving Breaks Quickly
Breaks in a document can be easily moved from one place to another using familiar editing techniques. The trick is to make sure that you are viewing your document in Normal view.

  
Moving Section Breaks
Section breaks are used to divide a document into two or more sections that can be independently formatting. If you want to move a section break, it’s easy to do using the same techniques you use to edit your document text.

  
Moving Text Using the Mouse
Many people use the keyboard to do their primary editing tasks. Word doesn’t limit you to the keyboard, however. You can also use the mouse to do your editing, as described in this tip.

  
Moving Text without Affecting the Clipboard
Want a quick and easy way to move text (or other document elements) from one place to another in your document? Check out this little-known editing method.

  
Non-breaking Em Dashes
Need an em dash to be «sticky» on both ends of the dash? Word doesn’t provide such formatting, but there are a few workarounds you can use to get the stickiness you need.

  
Noting Changes at the Left of the Text
The Track Changes feature allows you to easily see where changes have been made in a document. Resolve those changes, and you can no longer see where the changes were. If you want to still note where changes once existed, you may be in for a lot of manual work.

  
Overcoming Automatic Word Selection
When you select text with the mouse, Word usually selects entire words for you. If you don’t want to do this, you can use the technique described in this tip to select just the text you want.

  
Pasting a Hyperlink
When you paste information into a document, you can specify that it be inserted as a hyperlink rather than as normal text. Doing so allows you to establish a link between the text and the original source of that text.

  
Pasting Clean Text
One of the most helpful tools in Word is the ability to paste straight text into a document. This is used so much on my machines that I created a small macro that saves me time in using the tool.

  
Pasting Text with Track Changes
Track Changes is a great tool for developing documents. If you want to copy text from one document to another, with tracked changes intact, you’ll need the info in this tip.

  
Picking Up in the Last Document Edited
Sometimes it seems that we focus on getting a particular document hammered out to the exclusion of other documents we could be working with. Here’s how you can speed up the process of loading the last document you worked on and jumping to the proper place in that file.

  
Picking Up Where You Left Off
Need a quick way to get back to a where you previously edited? Here’s a shortcut that will serve you well.

  
Placeholders for Stamps
Got a reply envelope you want to create? Why not put a placeholder for the stamp on the envelope? It’s easy to do if you know how.

  
Plain Text Pasting as the Default
Pasting ‘plain text» into a document is one of the most common ways of pasting information. Wouldn’t it be great if this could be the default method of pasting text?

  
Problems Pasting Large Pictures
If you insert a large picture in your document and your text jumps all around and the picture seems to disappear, don’t worry. The information in this tip will help you get matters back to normal in record time.

  
Processing Information Pasted from a PDF File
When pasting information copied from a PDF file, you can end up with a paragraph for each line of the original document. It would be much better to process the information to remove the extra paragraph breaks prior to pasting. This tip provides a macro you can use to do just that.

  
Putting a Bullet in the Middle of a Sentence
Need a special character (such as a bullet) in the middle of your text? Here are two quick ways to enter the character you need.

  
Putting Character Codes to Work
If you know the character codes for some characters of interest, you can use those codes to do lots of tasks. This tip explains some of the ways you can use those codes.

  
Quickly Finding Synonyms
If you need to find some synonyms for a specific word in your document, here’s how you can do it. (Hint: All you need to do is right-click.)

  
Quickly Moving Text with the Mouse
Drag-and-drop editing is a handy feature when you love to use the mouse. There are two ways you can move text using the mouse, both of which are described in this tip.

  
Removing Breaks
Word allows you to add several types of «breaks» into your document. If you later want to remove any of them, you can use editing techniques you are already familiar with.

  
Removing Entire Paragraphs from Your Document
If you need to get rid of a lot of paragraphs in a document, it’s easy to do as long as the document relies on styles for those paragraphs. You use the Find and Replace feature of Word to do the cutting, as described in this tip.

  
Repeating Actions
Need to repeat an action a whole bunch of times? You can do it a time or two using keyboard shortcuts, but you’ll need a macro (like the handy one in this tip) to make repeating a lot of times possible.

  
Repeating Your Typing
Want a quick way to repeat a word or phrase you just typed? Here’s the shortcut you need.

  
Replacing Random Text with Your Own Text
Word includes a little-known function that allows you to put «filler text» into your document. If you want this function to insert your own special text instead, you may be out of luck. There are ways around the problem, however.

  
Replacing the Last Comma
When you need to perform certain editing tasks over and over again, you start to look for ways to make your work faster and more automatic. This tip presents a macro you can use to automatically perform one of those repetitive tasks—replacing the last comma in a sentence.

  
Selective Undo
Ever wonder why you can’t undo just a single edit you made a few minutes earlier? The short answer is that it could make your document unstable or unusable, as described in this tip.

  
Sharing Headings with Others
Headings form the outline of your document and hopefully give it an easy-to-follow organization. If you want to share those headings with others, there are a couple of approaches you can take.

  
Single-Character Fractions
Some fractions Word automatically converts to single characters, some it doesn’t. Here’s why that happens and what you can do about it.

  
Slowing Down Mouse Selection
We’ve all experienced the problem: You start selecting a large block of text using the mouse, and before you know it the screen is zipping by at incredible speeds. This tip discusses techniques you can use to get text selection under better control.

  
Spacing After Sentences
Word can check to see if you have a consistent number of spaces at the end of your sentences.

  
Specific Capitalization
How to get around Word’s AutoCorrect feature for having uncapitalized words at the start of a sentence.

  
Strip Trailing Spaces
If you get tired of documents that always seem to have extra spaces at the end of lines, here’s a quick way to get rid of them. Just use the quick macro provided in this tip.

  
Symbols for Non-Printing Characters
Displaying non-printing characters can help you better understand the formatting and contents of your documents. What do all the different symbols displayed by Word really mean, though?

  
Talking to Yourself
Need to keep notes about a document, but you don’t want others to see those notes either on-screen or on-paper? Here’s an easy way to add helpful notes throughout your document.

  
Transposing Letters
My fat fingers sometimes result in typing letters in the wrong order. Here’s a quick tool that allows you to easily transpose two adjacent letters.

  
Transposing Two Characters
If you have two characters in the wrong order, you might be interested in a shortcut you can use to switch their order. There is no such tool built into Word, but with a handy (and simple) macro, you can create your own shortcut.

  
Transposing Two Paragraphs
Need to swap two adjacent paragraphs? Your editing arsenal can include a command to do this is you use the macro in this tip.

  
Transposing Two Words
A common editing task is to transpose two adjacent words, so that their order is changed. While the task is common, there is no command within Word to take care of the task. Here’s a simple macro you can use to do the transposition for you.

  
Turning Off Paste Options
Paste information into a document and you’ll immediately see a small icon next to the pasted information. This icon allows you to access options that affect the pasting operation. Don’t like the icon? Here’s how to get rid of it.

  
Turning Off Word’s Second Guessing with Quote Marks
When you type quote marks in a document, Word normally changes them to Smart Quotes. They look better on a printout, but Word can sometimes mess up and make changes to the quotes that it shouldn’t. Here’s some things you can try when you get tired of Word making mistakes.

  
Typing Pronunciations of Words
Take a look in a dictionary at the way that words are phonetically spelled. Those special characters used to type those pronunciations can be added to your documents, if you know where to look for them.

  
Unable to Edit Document with Embedded Fonts
What are you to do if you embed fonts in a document and then someone else cannot make changes to that document? Chances are good that this scenario has to do with the characteristics of the fonts you are embedding. Here are some things to check out.

  
Understanding Click and Type
The Click and Type feature of Word allows you to use the mouse to click somewhere on a blank page, and then begin typing. Understanding how the feature works can mean better results when using it.

  
Understanding Hard and Soft Returns
Did you know that there are different types of returns in Word? Here’s the inside scoop.

  
Understanding Hyphens and Dashes
Word provides you with three types of hyphens and two types of dashes that you can use in your documents. Understanding the differences between them all can help you make better decisions about which you should use (and when).

  
Understanding Nonprinting Characters
Even characters that print nothing still take space in your document. Characters such as tabs, spaces, breaks, and the like all are accounted for and tracked by Word. It is a good idea to display these special characters on the screen so that you can track them, too.

  
Understanding Smart Cut and Paste
Editing is generally made easier by a feature that Word calls smart cut and paste. If you prefer, you can turn the feature off by making a change on the Edit tab of the Options dialog box.

  
Understanding the Big Three Autos in Word
Three of the tools provided in Word are AutoText, AutoCorrect, and AutoComplete. It is easy to confuse what these tools do, unless you know the information in this tip.

  
Understanding the Clipboard
You can use the Windows Clipboard to move information around in Word. To make the most of the Clipboard, it is helpful to understand how it works.

  
Understanding the No-Width Characters
Search through the Symbol dialog box, and you may see some special characters whose names seem odd. These are the no-width characters, and here’s an explanation of what they are for.

  
Understanding Views
Want to see how your document will look before it’s printed? Or, do you want to see what things will look like if you put your document on the web? Word allows you to easily view your document in a few different ways. Here’s how.

  
Using ASCII and ANSI Characters
Word natively supports several types of character sets. The most common characters sets are known as ASCII and ANSI characters. This tip explains what these are and how to use them in Word.

  
Using Consistent References
Some text references need to be consistent in many places throughout a document. Learn different ways you can ensure that your references are consistent.

  
Using Document Properties to Ensure Consistent References
If you need to refer to the same information over and over in a document, you may be interested in using custom document properties to implement those references. Defining the properties is easy and you can use the DOCPROPERTY field to later recall the information.

  
Using Extend Mode
One of the most overlooked shortcut keys in Word has to be the extend key. Yet, learning how to use this simple key can save your hours in your editing efforts. Here’s how to use extend mode to make your editing more productive.

  
Using Manual Line Breaks with Justified Paragraphs
If you use justified paragraphs, you know that if you press Shift+Enter, it can lead to some odd spacing between words and characters in the paragraph. You can avoid this problem by using one little character: the lowly tab.

  
Using Optional Hyphens
Adding hyphens to your document can affect the way in which Word wraps text from one line to the next. Optional hyphens, described in this tip, can make hyphenation even more powerful and flexible.

  
Using Overtype Mode
When you type information into a document, what you type normally is inserted just the left of the insertion point. Word includes another editing mode that replaces existing text with whatever you type. This tip describes what overtype mode is and how it works.

  
Using the Copy or Move Text Keys
Most people use the Clipboard to copy and move text in Word. Before the Clipboard, Word used F2 to move text and Shift+F2 to copy it.

  
Using the Spike to Edit
Most Word users are proficient in cutting and pasting text using the Clipboard. One of the lesser-known editing tools, however, is the Spike. This tool, described in this tip, can be very handy and perform tasks that the Clipboard cannot.

  
Viewing More of the Left Margin Area
When working in Draft or Normal view, you may want to view the area just to the left of the document’s left margin. Here’s a quick way to display that area.

  
Viewing Your Entire Document Width
The Zoom tool is very useful to help you see all of your document information. Here’s how to make sure you can see all the document information horizontally.

  
Wrapping Spaces
Add more than one space after the end of a sentence, and you may find that the extra spaces wrap to the start of new lines. Here’s how to get Word to treat those extra spaces as you expect.