Microsoft Word Office 2010 - POLK-FL
FDLRS
Microsoft Word
Office 2010
Presented by Lourdes Day
Goal: Creating differentiated documents with universal design
Objectives:
1.
Participants will use ribbons and keyboard shortcuts to access commands.
2.
Participants will use five strategies to create, edit and print a differentiated document.
3.
Participants will add clipart.
Follow up
Within two weeks of course completion participants will send a one page document with at least five options discussed for universal designed which may include (but not limited to) the following attributes:
1.
White space added for margins or between letters or words
2.
Font is changed to Verdana and size 14
3.
Bold important points
4.
Document is double spaced
5.
Clipart is inserted
Please email to lourdes.day@polk-fl.net
or through courier to Lourdes Day, FDLRS, Route E
Florida Diagnostic and Learning Resources System (FDLRS) is funded through IDEA, Part B and State General Revenue Funds to provide support services to Florida’s Exceptional Student Education Programs
Table of Contents
Appendix
Keyboard Shortcut
Letter for Class Practice
Skills Check
Microsoft Word Office 2010
Start Microsoft Word:
1.
Click on Start , drag up to ( All) Programs .
2.
Drag up to Microsoft Office , choose Microsoft Word 2010 .
Alternate (No Mouse)
1.
Click on the flying Windows key
2.
Press the P key on the Keyboard, then press the Enter key.
3.
Use the down arrow or press the M key until you get to Microsoft Office , press the Enter key.
4.
Arrow down to Microsoft Word 2010 .
A new document page will open.
Observe the small blinking insertion line. Typed characters appear next to that line.
Helpful Hints;
• Type only one space after a punctuation mark.
• Never type with the caps lock key on. Use the Shift key when making a capital letter.
• To indent a paragraph, press the tab key once.
• Press the Enter key only when starting a new paragraph or making a list. Remember word processors automatically wrap words to the next line.
Navigation Pane
The new user interface for 2010 has replaced the Office button with the File Tab which is located on the top left corner. By default when Word 2010 opens the Home tab is the active tab. You may also notice a navigation task pane on the left side.
The Document Map feature has been replaced with the Navigation task pane.
This task pane allows you to quickly find and navigate to different parts of your document.
Within the pane there are three tabs
1.
Headings -click on a heading and you will be moved to those sections.
2.
Pages - click the page tab and navigate to the desired page.
3.
Search - type the word or phrase and all occurrences will be highlighted in your document.
To close the Navigation task pane click on the View Tab and uncheck Navigation Pane or press the x on the navigation Task pane. The task pane will not appear on any other document unless you recheck the navigation pane option again. lourdes.day@polk-fl.net
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Ribbon
The ribbon replaces the toolbars found in the previous versions of Microsoft Office. It is designed to bring the most popular commands to the front so you don’t have to search for them.
The ribbon is divided into eight tabs geared to certain activities. Within each tab are groups that show related items. Within the group you will find the command button which performs the option selected.
File Tab (New)
When you choose the File tab, you will not be able to see the document until you click on the Home tab.
Save -Is used to save a document for the first time or replaces an existing document with the latest changes. You can also click the icon from the Quick Access toolbar or Ctrl + S.
Save As o
Is used to save a document for the first time, o
Save as a template o
Save two documents with similar information where the original document remains unchanged.
Open - Opens an already existing document.
Close – Closes the program.
Info – This screen will allow you to set permission for the document, Check any accessibility issues and manage the versions.
A submenu will open which contains the following options:
Recent - The Recent Document Feature can help you quickly locate frequently used documents by pinning them to the menu. By default the recent documents will hold the 25 most recently used documents. When the eighteenth document is opened the oldest document will be removed from the list. If you use a document frequently it is a good idea to have the document pinned to the menu so that it is always available.
From the Recent Document list , click on the push pin to the right of the document and it will turn blue to identify that the document has been pinned
Change the Default Number of Recent Documents
1.
From the File tab, drag down to Options
2.
Choose the Advanced Option
Scroll to find the Display section and change the number up to 50 do
New Starts a new document or template. Choose blank document and click on the “ Create” button. The keyboard shortcut for a new document is Ctrl key + N
In the New option you can also download templates such as awards flyers, brochures, newsletters and so much more.
1.
Click on the desired folder and choose the template
2.
Click on the download button
3.
Save the new template to your documents folder
Print - This window allows you to quickly select the printer, number of copies, orientation as well as other options. You may also print by adding the printer option to the quick access tool bar or using the keyboard shortcut of Ctrl + P.
Save and Send – allows you to send a file as an attachment or convert the file to a PDF
Help –Get help and check for Updates
Option - This feature allows you to edit and customize the ribbon and document.
*Remember to click the Home tab to return to your document lourdes.day@polk-fl.net
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Home - Contains the common format options such as font, font color, size selections, cut, copy, paste, format painter, styles and alignment.
Insert - Contains the options for inserting a new page and page breaks, inserting clipart, picture, and charts, tools to create links, insert header and footer, option for text and the equation editor
Page Layout -Contains the options to create themes, Page setup, page backgrounds (colors, watermarks, and borders), paragraph spacing and arrangements.
References -Contains the options to create a table of contents, footnotes, citations, captions, indexes and table of authorities.
Mailings -allows you to create labels, and envelopes, and mail merges.
Review -Contains spelling and grammar checker, thesaurus, research, translator, comments, tracking and changes.
View -Contains various screen views, the show/hide (ruler, gridlines document map), Zoom and switch windows.
Add-Ins - This is the ribbon where supplemental programs that you install to extend the capabilities of
Microsoft Word by adding custom commands and specialized features are placed.
If you cannot find a certain command you would most likely find them by clicking the small diagonal arrow located in the lower right corner of the group. lourdes.day@polk-fl.net
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Quick Access ToolBar
Make it easy to access the most commonly used options
This bar contains the three most commonly used icons and may be customized to add your own commands:
• Save OR Ctrl + S
• Undo Typing OR Ctrl + Z
• Redo Typing OR Ctrl + Y
Customize the Quick Access Toolbar
1.
Click on the down triangle by the Quick Access toolbar
2.
Click on an unchecked option such as Quick Print so that you can print to the default printer without going to the File Menu.
Customize the Access bar further: a.
Click on the down triangle by the Quick Access toolbar and choose More Commands b.
Click on the down arrow by Popular Commands and choose the All Command c.
At the next window on the desired option in the right column and click Add d.
Click OK
• Remove any command from the Access bar by right clicking on the icon and choosing Remove from Quick Access Toolbar
Minimize the Ribbon
Minimize the ribbon to reduce the distraction
Right click on the Quick Access Toolbar and in the sub list, click the Minimize the
Ribbon . OR click the up arrow by the Help on the left side of the screen.
• To use the ribbon while it is minimized, click the tab and then the option you desire.
*To restore the ribbon return to the submenu on the Quick Access Toolbar and uncheck the Minimize
Ribbon or press the down arrow on the left side of the screen.
* Double clicking on the tab or Control +F1 will quickly minimize and restore the ribbon.
Keyboard Access for the Ribbon
1.
Press the Alt key, a set of letters will appear by the ribbon tabs.
2.
Press the letter on the keyboard that corresponds to the desired tab, a set of letters will appear by the commands.
3.
Press the letter on the keyboard that corresponds to the desired command. lourdes.day@polk-fl.net
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*Some menus require that you press the down arrow until you reach the desired option and press the
Enter key.
*Some commands require that the text be highlighted before the command is activated.
Mini Toolbar
When you highlight text a faded menu with several font options appear. Click on the desired option. This is a time saving feature so you don’t have to click back on the home ribbon.
View or Status Bar
There are five ways to view a Word document. These options are located in the lower right corner of the screen on the Status Bar.
1.
Print Layout - shows how text, graphics, and other elements will be positioned on the printed page. This is the default typing mode.
2.
Full Screen Reading - view the document in full screen for reading and commenting. You must click on the Close button (upper right side) to return to the print layout mode.
3.
Web View -View the document as it looks on a web page
4.
Outline View - move, copy, and reorganize text by dragging headings.
5.
Draft View -View the documents as a draft to quickly edit text.
*Click the Print Layout button to return to the Default
Zoom
Magnify the text on the monitor for those who have vision difficulties, visual perception problems or specific learning disabilities. This option does not affect the printed document. This is a screen tool only.
The zoom option allows you to magnify or zoom in on what you see on the screen without changing the document font size.
Click on the zoom option slider located on the lower right side of the status bar. Drag towards the + to increase the text size and towards the – to decrease the text size. ( Ctrl + the roller ball on the mouse )
Show Ruler
It is easier to see the column breaks and set tabs with the ruler showing
Click on the View menu and click on the Ruler option
Alternative
Click on the View Ruler icon located on the top of the right scroll bar lourdes.day@polk-fl.net
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Inserting Text
Once you have typed your letter and are in the process of editing you may find you need to insert more text.
1.
Move your mouse to the location you wish to insert data and click .
2.
Begin to type text.
Save
To save a document for the first time:
1.
Choose one of the three options below: a.
Click on the Save Disk (located in the top left of the screen, Quick Access Bar) OR b.
Press Ctrl + the S Key, Or c.
Click the File tab and choose Save i.
At the submenu, choose Word Document or other format.
2.
At the Save As window, click on the triangle to the right of the Save in box. Choose the appropriate destination for your document.
3.
At the File name box drag over to highlight the title in the name box and title your document something you will easily remember.
4.
Press the Save button.
• To save an edited document-Click the Save icon or press the Ctrl + S.
*To Save the same document but with a new name use the Save AS command from the File Tab. You may then choose the location for the document and rename the new copy.
Helpful Hints;
• By default most Microsoft documents will save into the “ My Documents ” folder.
• If the machine is going to be used by several students and/or teachers it may be a good idea for each person to have their own flash drive to save their work. This will prevent your hard drive from getting cluttered.
Do Not use “, : , /,| *,?,<,> in the title. Word will not accept these symbols as the file name.
You may specify how often Word will automatically save a document.
1.
Click the File tab and drag down to the Options feature located at the bottom of the menu.
2.
Choose the Save option in the left task pane and then type how often you want Word to Save.
By default it is set to save every10 minutes.
Save As PDF Or XPS
1.
Click on the File Tab and choose Save and Send
2.
Scroll down to the File Types area
3.
Choose Create PDF/XPS Document
*Note: It is always a good idea to save the document first as a regular Word lourdes.day@polk-fl.net
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document and then do a Save AS and convert to PDF. Once a file is PDF it is very difficult to un-pdf and keep the correct formatting.
Spelling and Grammar - Review Ribbon
Red underlines – Misspelled word
Green underline- Grammar error
Blue underline- Contextual Spelling error (These are words that are flagged because they are words used in the wrong context. Example: pear vs pair).
1.
Click on the Review Tab.
2.
Click on the Spelling and Grammar option
3.
At the Spelling and Grammar window a list will appear in the suggestions box.
4.
Double click on the correct spelling or grammar option a.
You may also single click on the correct option and click on Change .
The Grammar checker will tell you what kind of grammatical error was made such as an extra space. It will also pick up on some commonly confused words such as there and their. However not all errors are recognized so you must proof read all your work. You may choose to ignore or change the errors.
If you have students that get frustrated by seeing all the red, blue and green lines that identify their errors as they type you may turn the feature off by:
1.
Click the File tab and Option
2.
Choose Proofing
3.
At the menu uncheck from the “ Check spelling as you type” and “ Mark grammar errors as you type”.
Alternatives for Spell check:
Right click on the red underlined word. Choose the desired word.
OR
Keyboard Shortcut for spell check -Press the F7 key
Click on the Proofing Errors icon the Status bar in the lower left corner.
Readability Statistics
Readability statistics will give information about the reading level of the document, including approximate readability scores and grade level. lourdes.day@polk-fl.net
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a.
Readability is rated on the average number of syllables per word and words per sentences. b.
Grade level
Microsoft’s help guide explains grade level as; “Rating text on
US grade-school level. For example: a score of 8.0 means that an eighth grader can understand the document. For most standard documents, aim for a score of approximately 7.0 to
8.0.” c.
Reading Ease
Microsoft’s help guide explains reading ease as; “Rating text on a
100-point scale; the higher the score, the easier it is to understand the document. For most standard documents, aim for a score between 60 and 70.
To display the readability statistics
1.
Click the File Tab and select Option
2.
Choose Proofing
3.
Check Show Readability Statistics
Score mapping table:
Flesch Reading
Ease Score
0 - 29
30 - 49
50 - 59
60 - 69
70 - 79
80 - 89
90 - 100
Readability
Level
Very difficult
Difficult
Fairly difficult
Standard
Fairly easy
Easy
Very easy
Thesaurus
Students may know a variety of adjectives such as wonderful and fantastic but will often use the same description words such as good/great because they are words they are comfortable spelling. The
Thesaurus gives a list of synonyms for the word that is highlighted and introduces or reminds students of other adjectives.
1.
Highlight a word
2.
Click on the Review tab
3.
Click on the Thesaurus option
*Keyboard Shortcut Shift + F7
*Or Right Click on a word, choose Synonym and click on the desired word.
Correcting Errors
Press the Backspace key to delete the characters to the left of the cursor.
Or
Press the Delete key to erase characters to the right of the cursor.
Undo Option
On the Quick Access tool bar , click on the down curved arrow to correct a mistake you just made.
Pressing this symbol repeatedly will continue to take you back one step.
Keyboard short - Control Z . lourdes.day@polk-fl.net
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Click on the down arrow to the right of the undo symbol to see a list of recent actions. Click on any items in the list and it will simultaneously undo all the options above it in the list.
Redo -The arrow pointing up contains a list of items that were undone. Click on an item you wish to have reappeared.
Selecting or Highlighting text
Highlight the document or selection FIRST in order to change the font, size, or style. The techniques below may be more efficient than dragging.
Highlight the entire document
Press the Control key + A . or
Triple click in the left margin when the cursor is pointing to the right .
Or
On the Home ribbon click on the down arrow to the right of Select in the Editing group, and choose
Select All.
Highlight a word
Double click in the word.
Highlight a sentence
Hold the control key and click in the sentence.
Highlight a paragraph
Triple click in the paragraph.
Highlight a specific section
Click in front of the first word to be highlighted.
Hold down the Shift key and click at the end of the desired section.
Alternative
Place your cursor at the beginning of the area to be highlighted and hold down the Shift + Right arrow to highlight characters
Shift + down arrow to highlight lines
Highlight a line
Click once in the margin to the left of the line.
Remove the highlight
Click anywhere in the white area of the document.
Helpful hints:
• Remember when something is highlighted the next key you press will replace what is highlighted.
For example, if a name is highlighted and you press the R key. The R will be typed.
If something is highlighted and you press the return key the selection will be deleted. lourdes.day@polk-fl.net
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• Use the Undo command if you do this by mistake. Ctrl + Z
Home Tab
There is no formula for the perfect visual presentation. It is based on individual needs. It is evaluated by sitting with the student and asking them when the format of the document becomes clearer and easier for them to read. You may notice that they may copy or answer comprehension questions effectively.
Click on the Home tab
Font Group
In the Font group you may select the font type, style, size, and color and more.
•
•
•
•
Font Choices - Highlight the text. Click on the down triangle to the right of the font box and choose the desired font.
• Use clear, easy to read fonts. Nothing that is to fancy or curly. The Verdana font is reported as the font that is most easily read. Elementary teacher may prefer Century Gothic because it has the primary a vs. a
Font Size - Highlight the text. Click on the down triangle to the right of the size box and select desired size.
• Increase the font size for students with low vision. Some students with learning disabilities may benefit with fonts that are raised to a size 14 or 16.
Grow Font - Highlight text, click on the grow font icon until you achieve the desire size. ( Ctrl
+ shift + > )
Shrink Font - Highlight text, click on the shrink font icon until you achieve the desire size.( Ctrl + shift +<)
• Change Case - Highlight the word and click the down arrow to the right of the icon and click on the selection. (Sentence case, lowercase, UPPERCASE, Capitalize Each Word, tOGGLE cASE) (S hift
+ F3 )
• If a student accidently types with their “Caps Lock” key on, you can easily correct the error o
Note the computer is set to default all first letters to capitalization including words you type in a list. o
To remove this option lourdes.day@polk-fl.net
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• o
Click on the File Tab o
Click on the Options button o
Click on Proofing (Left side menu) o
Click on the Auto Correct Options o
Uncheck the box to the left of Capitalize first letter of sentence .
Clear formatting - Highlight the text. Click the Clear formatting feature to remove all formatting.
If you have made several accommodations to a document that doesn’t seem to be working reset the document back to plain text
•
•
•
•
•
•
•
•
•
Bold - Highlight the text. Click on B, ( Ctrl + B )
Draw attention to items such as vocabulary words, directions, due dates and main ideas by bolding the text.
Italics - Highlight the text. Click on I.
( Ctrl key + I)
Underline -Click on U.
( Ctrl key + U).
Click on the down arrow next to the U icon to select from various underline options.
• Underline text to emphasize items of importance. Use this option sparely so that it doesn’t clutter the page
Strikethrough - Highlight text and choose strikethrough to put a line through the text (abc)
Subscript - Use this feature to put numbers below the line. For example H
2
O ( Ctrl + =)
Superscript Use this feature for degree symbols or exponents example 98 0 ( Ctrl + shift + + )
Text Highlight Color - Highlight text and click on the feature to make it appear as it had been highlighted with a pen.
To remove the highlight click on the down arrow to the right of the icon and choose No
Color
• Teach students the use of highlighter tools. This strategy can be used to find important concepts, identify new vocabulary words, distinguish between nouns, verbs or other parts of speech, sort main idea from details, categorize items and mark concepts that may need clarification.
(New) Text effects apply a visual effect such as glow or shadow to text. o
Remove the text effects by highlighting the text and choosing the Clear Format option
Text color – Click on the down arrow next to the Font Color and choose the desired color.
• Add visual interest, draw attention to text and for some students make the document easier to read.
lourdes.day@polk-fl.net
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For more font features click on the diagonal button located to the right of the word Font. A Font menu will appear.
Changing the Font Default
Word comes with a default font of Calibri font, size 11. Verdana is reported as one of the most easily read fonts.
To change the default of your font, size, and style.
1.
Display the Font menu by clicking on the diagonal button to the right of the Font word.
2.
Choose on the desired options in the window and click on Default button.
3.
A window will appear informing you of the change for all new documents.
4.
Click on desired radio button and then choose OK .
Character Spacing
Increase the character spacing to assist students who have difficulty distinguishing where one letter ends and the other begins.
1.
Highlight the text.
2.
From the Home tab, click the diagonal arrow by the word Font.
3.
At the Font window click the Advanced tab .
4.
At the Spacing box, use the dropdown arrow and choose Expanded .
5.
In the By box use the up/down arrow to find the preferred amount of spacing. (1.2-1.4)
6.
Click OK .
Word Spacing
Increase the amount of space between each word to help students distinguish where one word ends and another begins.
1.
Highlight the text
2.
From the Home Tab, choose the Replace option.
3.
In the Replace box press the space bar ONCE .
4.
In the Replace With box press the space bar 2 or 3 times depending on the need
5.
Click Replace All .
6.
You will see a window that informs you of all the instances that are affected by the change. lourdes.day@polk-fl.net
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7.
Click OK.
• Keyboard Shortcut Ctrl Key +H
Show and Hide Format
Turn on the Show/Hide feature in order to self check the format of the work. A dot will appear between each word to represent when the space bar was used. An arrow pointing to the right will represent the tab key. A backwards P represents the Enter Key being used.
1.
Click on the Home Tab
2.
Click on the Show / Hide
3.
You will see the formatting marks that symbolize your actions.
4.
You can add or delete the formats as necessary.
Keyboard Shortcut – Ctrl + Shift + 8
Paragraph Group
In this group you will find bullets, numbering, multilevel list, sorting Show/hide Formatting, Alignment, line spacing, shading and borders.
From the Home tab choose the Paragraph group
•
• Bullets - Highlight the list and click on the bullet icon.
• Use the “Bullets” option to identify important points on a document. o
Click on the down arrow to the left of this icon to choose a different bullet. o
Click on the Define New Bullet option at the bottom and then chose “ Symbol ”. o
Under this menu there are several font options that have great bullets. Example
Webding and Wingding. o
Click on the desired symbol and then click OK (twice).
Numbering - Highlight the list and click on the numbering feature. Use the down arrow to the right of this feature to pick another numbering format.
• Number items in list to show the order of importance or to help students understand what must be done first.
• Multi level list – Highlight your list. This shows a list at different levels (Good for outlines). lourdes.day@polk-fl.net
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•
Tab )
Decrease indent - Bring the point further to the left ( Keyboard Shortcut press the Shift key +
• Increase Indent brings the point toward the right (Keyboard shortcut press the Tab Key)
• Sort- Highlight a list, click on the Sort icon to alphabetize.
•
•
•
•
Show/Hide -Click this feature to see all formatting marks made throughout the document. ( Ctrl
+ Shift + 8 )
Align Text LeftHighlight the text and click on the option.
( Ctrl + L ) Normal default of documents.
Center Text Highlight the text and click on the option.
( Ctrl + E ) Use the option for Titles
Align Text Right- Highlight the text and click on the option.
( Ctrl + R ) Use this option for dates
• Justify Text- Highlight the text and click on the option.
( Ctrl + J ) Use this option for formal documents.
• Line Spacing- Highlight text and click the down arrow to the left of the line spacing command and choose the desired option. o
Press the Ctrl + 2 for double spacing. o
Press the Ctrl + 5 for 1.5 spacing. o
Press the Ctrl + 1 to return to single spacing.
If you do not see the feature you want click on the “Line Spacing Options” from the menu o
Click on the line spacing down arrow and choose multiple. In the At box type the amount of space desire between the lines.
• text.
Shading -highlight text, click on the shading paint bucket and color the background behind the
• Borders - Highlight text, click the arrow to the right of the border tool icon and place a border above, below or around the text.
Styles
These options help you to quickly create professional looking documents with already created headings or you may create your own. lourdes.day@polk-fl.net
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Clipboard Group
• Cut Command - The Cut command is used to move items from one place to another. o
Highlight the text. o
Click the Cut icon OR right click and choose CUT OR Ctrl + X . o
The highlighted items will disappear. It has been placed in the clipboard waiting for you to paste it.
• Copy Command - The Copy command is used to make a copy of the original but leaves the original in its place. o
Highlight the text. o
Click the Copy icon OR right click and choose copy OR press the CTRL + C.
o
The text has been placed in the clipboard.
• Paste Command- Paste is used after you cut or copy an item in order to place it in the document o
Place the insertion beam where you want the text to be placed. o
Click on the Paste icon OR right click and choose paste OR press the Ctrl + V. o
Or use the down arrow below the word paste
Paste
Paste Special-List several format options for pasting
*You may continue to click and move the cursor to a new location and paste as many as times as needed.
• Format Painter- copies format from one location to another. Double click on the
Format Painter icon to apply the format several times. o
Highlight text o
Single (applies the format once) or Double click(applies the format until you release the
Format Painter icon by clicking it again. o
The cursor now looks like a paint brush; drag over the text whose format you want to change.
The diagonal arrow to the right of the word Clipboard will show you all the items that have been cut or copied.
Editing Group
• Find – Finds text in document ( Ctrl + F )
• Replace- Finds and Replaces Text ( Ctrl + H )
• SelectSelects objects or text in a document lourdes.day@polk-fl.net
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Page Layout Tab
Margins
Increase the amount of white space in the left and right margin to decrease the amount of visual tracking.
Standard margin is 1 inch on all four sides.
To change margins:
Click on the Page Layout tab
Click on the down arrow below the Margins command and choose one of the options
OR pick Custom Margins.
1.
Type in the desired margin number and press the tab key to highlight the bottom margin width.
2.
Continue pressing tab and typing the number until you have changed all the margins.
3.
Click OK to accept the changes and return to the document.
If you want to apply different margin widths to different pages;
Click on the triangle to the right of the Apply to box and make a selection.
*Page Orientation (Portrait or Landscape) is located on this tab.
Gutter Option
This option is used to allow space for binding or hole punches. The mirror margins option insures that the gutter is in the right place if the printing will be front to back.
1.
Click in the Gutter box and type the desired size
2.
Click on the Multiple page option and choose “ Mirror Margins ”
3.
Click OK to accept the changes.
Page Orientation
1.
Click on the Page Layout tab
2.
Click the down arrow below Orientation.
3.
Choose Portrait or Landscape .
List Spacing Problems
Sometimes when you try to make a list you may find that Word will add what appears as extra line space between the items. Correct this by:
1.
Clicking on the MORE option in the paragraph group
2.
Change the Spacing “ After ” feature to O pt
3.
To make it a permanent change click on the Default button and say, “ Yes ” to the message.
Alternative : Click on the Page Layout tab and change “ After ” from 10 pt to 0 pt . This will ONLY affect the current document. lourdes.day@polk-fl.net
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Background Color
Some student with Scoptopic Sensitivity Syndrome as well as some student with low vision may benefit from changing the background color and adding a contrasting font color.
1.
=Click on the Page Layout tab
2.
Click on the down arrow by Page Color .
3.
Choose the preferred page color.
*A black background with yellow or white font gives the greatest contrast and works well with student with low vision.
*Blue is reported as the preferred color for students with learning disabilities
*Yellow and red (intense colors) is the filter of choice for many students with attention disorders.
Insert Tab
ClipArt
Clip art adds visual supports to documents by providing an image for a new concept or vocabulary word.
In 2010 all clipart reside on the web. Pictures with a star mean it is an animated giff and will move in programs such as PowerPoint.
1.
Click on the Insert tab
2.
Click on the Clip Art icon
3.
A Clip Art task pane will open on the right hand side of the screen.
4.
Type the name of the picture you are looking for in the
“ Search for: ” box.
Be sure you check include office .com content.
5.
Click Go or press the Enter key.
6.
Click once on the image you want to insert. It will place it where ever your cursor is located. Images with a yellow star indicate they are animated gifs so they move on the screen.
Picture Tools/Format Option - Format Ribbon
In order to show the Picture Tools/Format ribbon you must double click on a picture. The tab will appear after the Add-Ins tab.
Move Pictures
A picture may be moved by clicking in the center, holding the mouse button down and dragging the picture to a new location. However there are times the picture will not move to the exact desired location. In this case you may want to use the text wrap directions below.
1.
Double click on the picture to select it. (Notice that from any ribbon if the picture is selected the Format/Picture option will appear after the Add-Ins tab).
lourdes.day@polk-fl.net
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2.
Click on the down arrow to the right of Wrap Text feature
3.
At the submenu choose, Square to have the text wrap around the picture in box shape, or use Tight if you want the text to wrap using the image shape.
4.
Click in the center of the image and drag the picture to the preferred location.
Alternative
1.
Right click on the image.
2.
Choose Wrap Text
3.
Make your selection.
4.
Click OK.
Resize Picture
1.
Click on the picture to select it .
Resizing handles will appear.
2.
Click on one of the corner handles and drag diagonally towards the center to decrease the size of the picture.
3.
Click on one of the corner handles and drag diagonally away from the center to increase the size of the picture.
Alternative methods
1.
Click on the picture to select it.
2.
From the Picture Tools Format tab, click on the down arrow next to the
Size.
3.
From the Size tab, highlight the Scale - Height box and type in the desired size.
4.
Click OK .
Or
Right click on the picture and choose Size and Position . Type the desired size in the
Scale – Height box.
Make Clips Available Offline
The majority of clip art in Word 2010 resides on the Microsoft web site. If your internet connection goes down you may not have access to many pictures.
1.
From the Clip Art Task Pane place your cursor on the desired picture.
2.
Click the down arrow which appears on the right side of the picture.
3.
Choose Make Available Offline
4.
Pick the Favorite Category and click Ok
Transfer Categories
1.
Click on Start Programs Microsoft Office Microsoft Tools Microsoft Clip
Organizer
2.
Be sure to check Include Office. Com content . Click on Search and type the name of the specific picture (example holiday) and press Go lourdes.day@polk-fl.net
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3.
Drag down the Edit menu to Select All .
4.
When they are selected, right click on one of the pictures and choose to Collection.
5.
At the next window choose the “ New” button and then type the name of the folder “Holiday”, click OK.
6.
The copying process will take a few minutes
Header and Footer Group
Copy
• Header- Content will appear at the top of every page.
• Footer- Content will appear at the bottom of every page.
• Page Numbers- Insert page numbers
Use this feature to add page numbers, date, and author name.
1.
Click on the Insert tab
2.
Click on the down arrow below either the Header or Footer Icon
3.
A submenu will appear with a variety of looks for you header or footer.
4.
Click on the desired style.
5.
A new toolbar will appear.
If you use the blank option, Type your name. Press the tab key to center the next item.
6.
Click on Date and Time , from the window choose an option.
7.
Click on the down arrow below the Page Numbers and choose a style. (I would suggest you place your cursor where you want the page number to be and then choose the “ Current Position ” option
8.
After you have finished inserting all the content, click the “ Close Header option.
*Once the header/footer has been created you can double click on it to edit the
Adding Columns-Page Layout Tab
inserted
Footer ” content.
1.
Click on the Page Layout tab, from the Page Setup group, click the down arrow below the
Columns option
2.
Choose the number of columns.
3.
Click on the Breaks option and choose Column. (This will allow you to click in each column without having to reach the bottom of the previous column). lourdes.day@polk-fl.net
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4.
If there is more than one column you must repeat the steps the Breaks command for each column.
Setting Tabs
Helpful Hints:
• Each time you press the tab key the insertion point will move a ½ inch. Pressing the tab key once will correctly indent a paragraph.
• You may set as many tabs as you like.
• You may set different tabs on the same ruler.
• Remember to press the tab key, as many times as necessary if multiple tabs are set.
*The horizontal ruler must be showing in order to set tabs
1.
Click on the View tab.
2.
Check the Ruler command on the Show/Hide Group.
Set tabs
Click on the tab stop located on the left corner of the ruler. Each time you click it changes from left tab, center tab, right tab, decimal tab
1.
Select a tab.
2.
Click your mouse on the number on the ruler where you want the tab set.
3.
Press the tab key to move the insertion point to the first tab stop.
Remove the tab
*Press ENTER so that you are on a clear line before removing the tab set.
Click on the tab that has been set and drag it down off the ruler.
Indenting within a Set Margins
*The ruler must be showing in order to set margins.
*This feature is used to make a selection such as a direct quote indented from the set margins.
1.
Click on the first line indent located on the left side of the ruler. (It is the top half of the indent symbol on the ruler)
2.
Drag it to the desired location.
3.
Click on the left indent (bottom half) and drag to the desired location.
4.
Click on the right indent and drag to the desired location.
5.
These are used to designate the length of the line, or text wrap.
6.
After you have finished typing, press the enter key so that you are on a clean line and reset all the indents.
Accent Marks
Accent mark - Control + apostrophe, release then type the letter (á)
Tilde – Control +Shift +~ ,release then type the letter (ñ) lourdes.day@polk-fl.net
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Umlaut - Control + Shift +: release then type the letter (ü)
Upside down ?
¿ – ALT + CTRL + SHIFT + ?
Upside down ! ¡ - ALT + CTRL + SHIFT + !
AutoCorrect
= SHIFT+ colon SHIFT + zero
= SHIFT+ colon SHIFT + nine
= SHIFT+ colon SHIFT + Backwards slash
1.
File Tab to Options
2.
Click on Proofing , then the “ Auto Correct Options…” Button.
3.
A menu will appear that contains the most common typos and used symbols.
Add to Auto Correct
To add words that you often mistype
Follow the directions above to show the Auto Correct menu
1.
In the Replace Box type the word incorrectly.
2.
In the With Box type in how you want the word changed,
3.
Click OK.
Removing the option “Capitalize the first letter sentence” will stop automatic capitalization of lists. (Office 2000)
Office XP- A small blue box will appear under the capitalized letter.
You May
Undo Automatic Capitalization
Stop Auto Capitalizing of first letter of sentence
Control AutoCorrect Option – will take you to the Auto Correct window
Auto Text
the
Auto Text is an option that can be used to store complete paragraphs or information that is typed often.
This will reduce the number of keystrokes a student who is physically challenged will have to type.
An example of a paper heading is below.
Lourdes Day
Period 3
January 11, 2012
Math
Add Command to Quick Access Toolbar
First you must add the Auto Text feature to the Quick Access toolbar.
1.
Click on the down triangle by the Quick Access toolbar and choose More Commands
2.
At the next window click on the down arrow by Popular
Commands and choose All Commands
3.
Scroll to find AutoText in the left column, click to select it and click Add
4.
Click OK lourdes.day@polk-fl.net
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5.
You will now see the AutoText icon on the Quick Access Toolbar located in the top left corner of your screen.
Save and Use AutoText
Next
1.
Type the heading or paragraph you want to be able to quickly access.
2.
Highlight the selection.
3.
Click the down arrow by the “ AutoText icon”.
4.
Choose “ Save Selection to AutoText Gallery”.
*If you will be typing items such as your initials that may represent something else start with the x before the initial Example xld would be
replaced by Lourdes Day
Use the Saved Selection
1.
Click the AutoText icon.
2.
Choose the Quick Access toolbar and click on your selection.
Delete from AutoText
1.
Click on the down arrow by the AutoText icon on the Quick Access Toolbar and drag to the entry to be deleted
2.
Right click on the Entry and choose Organize and Delete
3.
A window will open, scroll to find the entry and click on it to select
4.
Click on the Delete button. A message will appear confirming the deletion, click OK
5.
Click Close
Hyperlinks
Hyperlinks are a great way to help students navigate the Internet and to help limit their research to specific sites.
Keyboard shortcut Ctrl + K
Or
1.
Highlight or select the text or graphic to be hyperlinked
2.
Right click on or selected text or picture and choose Hyperlink
3.
Highlight or select the text or graphic to be hyperlinked
Or
1.
Highlight or select the text or graphic to be hyperlinked
2.
Click on the Insert Tab and choose Hyperlink
3.
Highlight or select the text or graphic to be hyperlinked lourdes.day@polk-fl.net
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Ctrl + A = Highlights the entire document
Ctrl + B = Bold
Ctrl + C = Copy
Ctrl + D= Duplicates clip art
Ctrl + E = Align Center
Ctrl + F = Find
Ctrl + G = Go to
Ctrl + H = Replace
Ctrl + I = Italics
Ctrl + J + Justify
Ctrl + L = Align Left
Ctrl + N = New document
Ctrl + O = Open document
Ctrl + P = Print document
Ctrl + R = Right Align
Ctrl + S = Save document
Ctrl + U = Underline
Ctrl + V = Paste
Ctrl + X = Cut
Ctrl + Y = Repeats typing
Ctrl + Z = Undo
Ctrl + F1 =Minimize/Restore Ribbon
Ctrl + > = Grow Font
Ctrl + < + Shrink Font
Ctrl + = =Subscript
Ctrl + + =Superscript
Ctrl + 1 = Single Space
Ctrl + 2 = Double space
Ctrl + 5 = 1 ½ lines of space
Microsoft Word Keyboard Shortcut
Use the Command (Apple) key instead of Control key for Macintosh
Tab= Increase Indent
Shift + Tab = Decrease the indent
Shift + F3 = Change Case
Double Click = highlights a word
Ctrl + click in the sentence = highlights the whole sentence
Highlight a section by click in front of the section, hold the shift key and click after the desired section
F1 = Help
F7 key = Spell check
Right click on a misspelled word =drop down menu
Macintosh Command +click the mouse on misspelled word
F7 + Shift key = Thesaurus
Right click on a word and choose synonym
Control +ALT + Delete = Restarts a frozen computer
Restart a frozen windows machine Control + Alt = Delete key.
ALT + F4 = close a document
Alt Key (letters appear), press the corresponding letter to the desired ribbon, press the letter corresponding to the desired command
Ctrl + ’ = Accent Mark José
Ctrl + Shift + ~ = Tilde niña
Ctrl + Shift + : = Umlaut ö
Shift + Colon , Shift + Zero =
Shift + Colon , Shift + Nine =
Shift + Colon + \ =
Ctrl + Turn the mouse whee l = magnifies text on the screen only
Ctrl + * = Show/ Hide
Control + F6 = switches between Word Documents lourdes.day@polk-fl.net
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Deer Mrs Day,
Your daughtr Mary has been acting stange since Christas break . Yesterday she tripped on her united shoe laces. By the way the pear of shoes did not match the colorful red and yellow top she got as a gift. Mary has always been such a good child I was wondering if somethg had changed. I need volunteers. Please circle the days you can help. lourdes.day@polk-fl.net
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Skills Check
Type the follow sentences just as you see them. Make the changes below using the skills you learned.
Yeteday a big cat ran into my house. I am so allergc that I knew I had to do something drastic. Below are the things I tried:
Opened a can of tuna fish to lure him out
Buy a big dog
Take a Benadryl and live with him
1.
Set the margins all around the document to .5”.
2.
Insert the word yellow in front of the word cat.
3.
Save the document to the desktop and name it “Your Name Skills Check”.
4.
Correct all spelling and grammar errors.
5.
Replace the word drastic with radical.
6.
Change the font of the whole document to Verdana.
7.
Change the font size of the whole document to 14.
8.
Underline and bold the word big.
9.
Change the color of the word yellow to the font color yellow.
10.
Change the first two sentences to a center alignment
11.
Double space the whole document
12.
Place a clipart of a cat at the bottom of the document
13.
Number the three solutions using the numbering option
14.
Add a footer include your name and today’s date
15.
Print your document
16.
Yell “YIPEE” lourdes.day@polk-fl.net
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