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Word 2010
Level 1
Unit 1 Editing and Formatting Documents
Chapter 1 Preparing Documents
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Preparing Documents
Quick Links to Presentation Contents
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Open Microsoft Word
Create a Document
Save a Document
Print a Document
Close a Document
Create a New Document
Open a Document
Pin a Document
Save a Document with Save As
CHECKPOINT 1
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Exit Word
Edit a Document
Select Text
Use the Undo and Redo Buttons
Check Spelling and Grammar
Use Help
CHECKPOINT 2
Open Microsoft Word
To open Microsoft Word:
1. Click the Start button
on the Taskbar at the
Windows desktop.
2. Point to All Programs.
3. Click Microsoft Office.
4. Click Microsoft
Word 2010.
Start button
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Create a Document
Quick Access toolbar
tabs
Title bar
File tab
ribbon
insertion point
horizontal ruler
I-beam pointer
vertical ruler
vertical scroll bar
Status bar
Taskbar
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Create a Document…continued
Feature
Description
File tab
Click the File tab and the Backstage view displays
containing buttons and tabs for working with and
managing documents
Horizontal ruler
Used to set margins, indents, and tabs
I-beam pointer
Used to move the insertion point or to select text
Insertion point
Indicates location of next character entered at the
keyboard
Quick Access
toolbar
Contains buttons for commonly used commands
Ribbon
Area containing the tabs and commands divided
into groups
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Create a Document…continued
Feature
Description
Status bar
Displays number of pages and words, View
buttons, and the Zoom slider bar
Title bar
Displays document name followed by program
name
Tabs
Contains commands and features organized into
groups
Taskbar
Divided into three sections—the Start button, the
task buttons area, and the notification area
Vertical ruler
Used to set top and bottom margins
Vertical scroll bar
Used to view various parts of the document
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Create a Document…continued
 At a blank document, type information to create a
document.
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Create a Document…continued
 Some things to consider when typing text are:
 Word Wrap: As you type text to create a document, you do
not need to press the Enter key at the end of each line
because Word wraps text to the next line.
 AutoCorrect: Word contains a feature that automatically
corrects certain words as you type them.
 Automatic Spell Checker: By default, Word will automatically
insert a red wavy line below words that are not contained in
the Spelling dictionary or are automatically corrected by
AutoCorrect.
 Automatic Grammar Checker: If the grammar checker
detects a sentence containing a grammatical error, a green
wavy line is inserted below the sentence.
continues on next slide…
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Create a Document…continued
 Spacing Punctuation: Typically, Word uses Calibri as the
default typeface, which is a proportional typeface. When
typing text in a proportional typeface, space once (rather
than twice) after end-of-sentence punctuation such as a
period, question mark, or exclamation point, and after a
colon.
 Option Buttons: As you insert and edit text in a document,
you may notice an option button popping up in your text. The
name and appearance of this option button varies depending
on the action.
 AutoComplete: Microsoft Word and other Office applications
include an AutoComplete feature that inserts an entire item
when you type a few identifying characters.
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Create a Document…continued
To use the New Line command:
1. Position the insertion point.
2. Press Shift + Enter.
Press Enter to begin
a new line with 10
points of spacing.
Press Shift + Enter to
begin a new line
without extra spacing.
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Save a Document
To save a document:
1. Click the Save button
on the Quick Access
toolbar.
2. Type the document
name.
3. Click the Save button.
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Save button
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Save a Document…continued
Address bar
toolbar
Navigation
pane
Content pane
Type the
document
name in this
text box.
Details pane
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Save a Document…continued
 File names cannot include any of the following
characters:
forward slash (/)
question mark (?)
backslash (\)
quotation mark (“)
greater than sign (>)
colon (:)
less than sign (<)
semicolon (;)
asterisk (*)
pipe symbol (|)
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Print a Document
To print a document:
1. Click the File tab.
continues on next slide…
File tab
buttons in Quick
Commands area
Information about
the document
displays in this
area of the Info
tab Backstage
view.
tabs
Click to display
Word Options
dialog box.
Click to exit
Word.
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Print a Document…continued
2. Click the Print tab.
3. Click the Print button.
Print Preview
Click the Print
button to send
the document
to the specified
printer.
Print tab
Navigation buttons
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Slider bar
Print a Document…continued
 Click the Print button in the Print category to send the
document to the printer and specify the number of
copies you want printed with the Copies option.
 Use the gallery in the Printer category to specify the
desired printer.
 The Settings category contains a number of galleries,
each with options for specifying how you want your
document printed such as whether or not you want
the pages collated when printed; the orientation, page
size, and margins of your document; and how many
pages of your document you want to print on a page.
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Print a Document…continued
To insert the Quick Print
button on the Quick Access
toolbar:
1. Click the Customize
Quick Access Toolbar
button.
2. Click Quick Print at the
drop-down list.
Customize Quick
Access Toolbar button
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Close a Document
To close a document:
1. Click the File tab.
2. Click the Close button.
Close button
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Create a New Document
To create a new document:
1. Click the File tab.
2. Click the New tab.
3. Click the Create button.
Create button
New tab
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Open a Document
To open a document:
1. Click the File tab.
2. Click the Open button.
3. Double-click the
document name.
Open button
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Open a Document…continued
Address bar
toolbar
Navigation
pane
To open a document,
double-click the document
name in this Content pane.
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Open a Document…continued
To open a recently
opened document:
1. Click the File tab.
2. Click the Recent tab.
3. Click the desired
document.
Recent tab
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Pin a Document
To pin a document:
1. Click the File tab.
2. Click the Recent tab.
3. Click the Pin button.
Pin button
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Save a Document with Save As
To save a document with
Save As:
1. Click the File tab. Save As
button
2. Click the Save As
button.
3. At the Save As dialog
box, type a new name
for the document.
4. Press Enter.
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1) Clicking this tab displays the
Backstage View.
a. File
b. Home
c. Insert
d. View
Answer
3) What keys are pressed to use the
New Line command?
a. Shift + Enter
b. Ctrl + Enter
c. Ctrl + Home
d. Shift + Home
Answer
Next Question
2) What is the maximum number of
characters for naming a file?
a. 55
b. 155
c. 255
d. 355
Answer
Next Question
4) Do this to your document if you
want it to display in the Recent
Documents list.
a. Save
b. Save As
c. Open
d. Pin
Answer
Next Question
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Next Slide
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Exit Word
To exit Word:
1. Click the File tab.
2. Click the Exit button.
Exit button
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Edit a Document
 When editing a document, you may decide to insert or
delete text.
 To edit a document, use the mouse, the keyboard, or
the mouse combined with the keyboard to move the
insertion point to specific locations in the document.
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Edit a Document…continued
 You can also scroll in a
document, which changes
the text display but does
not move the insertion
point.
 Use the mouse with the
vertical scroll bar, located at
the right side of the screen,
to scroll through text in a
document.
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vertical
scroll bar
Edit a Document…continued
 Along with scrolling options, Word also contains
navigation buttons for moving the insertion point to
specific locations.
Previous
Page button
Select Browse
Object button
Next Page
button
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Edit a Document…continued
To use the Go To option:
1. Click the Home tab.
2. Click the Find button
arrow in the Editing
group.
3. Click Go To at the dropdown list.
Find button
arrow
continues on next slide…
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Edit a Document…continued
4. At the Find and Replace dialog box with the Go To tab
selected, type the page number in the Enter page
number text box.
Find and Replace
5. Press the Enter key.
dialog box
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Edit a Document…continued
To use the Select Browse Object:
1. Click the Select Browse Object button.
2. At the palette of browsing choices, click the desired
option.
Select Browse
Object button
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Edit a Document…continued
To move insertion point
One character left
Press
Left Arrow
One character right
One line up
One line down
One word to the left
Right Arrow
Up Arrow
Down Arrow
Ctrl + Left Arrow
One word to the right
To end of a line
To beginning of a line
Ctrl + Right Arrow
End
Home
continues on next slide…
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Edit a Document…continued
To move insertion point
To beginning of current
paragraph
To beginning of next
paragraph
Up one screen
Press
Ctrl + Up Arrow
Ctrl + Down Arrow
Page Up
Page Down
Ctrl + Page Up
Ctrl + Page Down
Ctrl + Home
Ctrl + End
Down one screen
To top of previous page
To top of next page
To beginning of document
To end of document
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Edit a Document…continued
To delete
Character right of insertion point
Press
Delete key
Character left of insertion point
Text from insertion point to
beginning of word
Text from insertion point to end of
word
Backspace key
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Ctrl + Backspace
Ctrl + Delete
Select Text
 You can use the mouse and/or keyboard to select a
specific amount of text.
 Once selected, you can delete the text or perform
other Word functions involving the selected text.
selected text
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Mini toolbar
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Select Text…continued
To select
Complete these steps using the mouse
A word
Double-click the word.
A line of text
Click in the selection bar to the left of the
line.
Multiple lines of text
Drag in the selection bar to the left of the
lines.
A sentence
Hold down the Ctrl key, then click
anywhere in the sentence.
A paragraph
Double-click in the selection bar next to
the paragraph or triple-click anywhere in
the paragraph.
Multiple paragraphs
Drag in the selection bar.
An entire document
Triple-click in the selection bar.
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Select Text…continued
 To select an amount of text other than a word,
sentence, or paragraph, position the I-beam pointer
on the first character of the text to be selected, hold
down the left mouse button, drag the I-beam pointer
to the last character of the text to be selected, and
then release the mouse button.
 To select all text between the current insertion point
and the I-beam pointer, position the insertion point
where you want the selection to begin, hold down the
Shift key, click the I-beam pointer at the end of the
selection, and then release the Shift key.
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Select Text…continued
 To select a specific amount of text using the keyboard,
turn on the Selection Mode by pressing the F8
function key.
 With the Selection Mode activated, use the arrow keys
to select the desired text.
 To cancel the selection, press the Esc key and then
press any arrow key.
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Select Text…continued
To select
One character to right
Press
Shift + Right Arrow
One character to left
To end of word
To beginning of word
To end of line
Shift + Left Arrow
Ctrl + Shift + Right Arrow
Ctrl + Shift + Left Arrow
Shift + End
To beginning of line
One line up
One line down
Shift + Home
Shift + Up Arrow
Shift + Down Arrow
continues on next slide…
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Select Text…continued
To select
To beginning of paragraph
Press
Ctrl + Shift + Up Arrow
To end of paragraph
One screen up
One screen down
Ctrl + Shift + Down Arrow
Shift + Page Up
Shift + Page Down
To end of document
To beginning of document
Ctrl + Shift + End
Ctrl + Shift + Home
Ctrl + A or click Select
button in Editing group and
then Select All
Entire document
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Use the Undo and Redo Buttons
 If you make a mistake and
delete text that you did not
intend to, or if you change your
mind after deleting text and
want to retrieve it, you can use
the Undo or Redo buttons on
the Quick Access toolbar.
 If you use the Undo button and
then decide you do not want to
reverse the original action, click
the Redo button.
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Undo
button
Redo
button
Use the Undo and Redo Buttons…continued
To undo an action
performed earlier:
1. Click the Undo button
arrow.
2. Click the desired option
in the drop-down list.
Undo button
arrow
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Check Spelling and Grammar
 The spelling checker finds misspelled words and offers
replacement words. It also finds duplicate words and
irregular capitalizations.
 When you spell check a document, the spelling
checker compares the words in your document with
the words in its dictionary. If the spelling checker finds
a match, it passes over the word. If a match is not
found for the word, the spelling checker will stop,
select the word, and offer replacements.
 The grammar checker will search a document for
errors in grammar, punctuation, and word usage.
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Check Spelling and Grammar…continued
To check spelling and
grammar:
1. Click the Review
tab.
2. Click the Spelling &
Grammar button in
the Proofing group.
Spelling & Grammar
button
continues on next slide…
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Check Spelling and Grammar…continued
3. At the Spelling and Grammar dialog box, change or
ignore errors.
4. Click OK.
Spelling and
Grammar
dialog box
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Check Spelling and Grammar…continued
Button
Function
Ignore Once
During spell checking, skips that occurrence of
the word; in grammar checking, leaves currently
selected text as written
Ignore All
During spell checking, skips that occurrence of
the word and all other occurrences of the word
in the document
Ignore Rule
During grammar checking, leaves currently
selected text as written and ignores the current
rule for remainder of the grammar check
Add to
Dictionary
Adds selected word to the main spelling check
dictionary
Delete
Deletes the currently selected word(s)
Replaces selected word in sentence with
selected word in Suggestions list box
continues on next slide…
Change
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Check Spelling and Grammar…continued
Button
Function
Change All
Replaces selected word in sentence with selected
word in Suggestions list box and all other
occurrences of the word
AutoCorrect
Inserts selected word and correct spelling of
word in AutoCorrect dialog box
Explain
During grammar checking, displays grammar rule
information about the selected text
Undo
Reverses most recent spelling and grammar
action
Next Sentence
Accepts manual changes made to sentence and
then continues grammar checking
Options
Displays a dialog box with options for
customizing a spelling and grammar check
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Use Help
To use Help:
1. Click the Microsoft
Word Help button.
2. Type a topic,
feature, or question.
3. Press Enter.
4. Click the desired
topic.
Microsoft Word
Help button
Word Help
window
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Use Help…continued
Help tab
Backstage view
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Use Help…continued
 Some dialog boxes, as well as the Backstage view,
contain a Help button you can click to display a help
window with specific information about the dialog box
or Backstage view.
Help button
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1) You can use this option to move
the insertion point to a specific
page within a document.
a. Locate
b. Go To
c. Search
Answer
d. Browse
3) Press these keys to select an entire
document.
a. Ctrl + E
b. Ctrl + S
c. Ctrl + D
d. Ctrl + A
2) Press this key to delete a
character to the left of the
insertion point.
a. Insert
b. Delete
c. Backspace
d. Enter
Answer
4) The Spelling & Grammar button is
located in this tab.
a. Review
b. Home
c. Insert
d. File
Answer
Next Question
Next Question
Answer
Next Question
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Next Slide
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Preparing Documents
Summary of Presentation Concepts
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Open Microsoft Word
Create, save, name, print, open, and close a Word document
Exit Word
Edit a document
Move the insertion point within a document
Scroll within a document
Select text in a document
Use the Undo and Redo buttons
Check spelling and grammar in a document
Use the Help feature
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