1. M O D U L A R S Y S T E M
MICROSOFT WORD 2010
Mükremin ÖZKUL
http://book.zambak.com

2. Copyright © Sürat Basým Reklamcýlýk
ve Eðitim Araçlarý San. Tic. A.Þ.
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3. 1. Getting Acquainted with Microsoft Word 3. Formatting Characters and Paragraphs
Introduction . . . . . . . . . . . . . . . . . . . . . . . . 6 Font Formatting . . . . . . . . . . . . . . . . . . . . . 36
Uses of Word . . . . . . . . . . . . . . . . . . . . . . . 6 Paragraph Formatting . . . . . . . . . . . . . . . . . 39
Creating a New . . . . . . . . . . . . . . . . . . . . . 11 Bulleted and Numbered Lists . . . . . . . . . . . . 43
Saving a Document . . . . . . . . . . . . . . . . . . 13 Borders and Shading . . . . . . . . . . . . . . . . . 45
Opening a Document. . . . . . . . . . . . . . . . . 15 Columns . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Converting a Document . . . . . . . . . . . . . . . 17 Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Closing a Document. . . . . . . . . . . . . . . . . . 17 Styles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Document Views. . . . . . . . . . . . . . . . . . . . . 18
Sending and Sharing Documents . . . . . . . . . 19
4. Page Setup and Printing
Getting Help . . . . . . . . . . . . . . . . . . . . . . . 19
Page Setup . . . . . . . . . . . . . . . . . . . . . . . . 58
Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
2. Working with Text
Moving Through a Document . . . . . . . . . . . 24
5. Inserting and Formatting Objects
Selecting Text . . . . . . . . . . . . . . . . . . . . . . . 25
Copy and Move . . . . . . . . . . . . . . . . . . . . . 26 Equations. . . . . . . . . . . . . . . . . . . . . . . . . . 64
Undo and Redo . . . . . . . . . . . . . . . . . . . . . 28 Symbols. . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Find and Replace . . . . . . . . . . . . . . . . . . . . 28 Drop Cap Letters . . . . . . . . . . . . . . . . . . . . 66
Spelling and Grammar . . . . . . . . . . . . . . . . 29 Page Numbers . . . . . . . . . . . . . . . . . . . . . . 67
Research Task Pane . . . . . . . . . . . . . . . . . . 30
Cover Pages . . . . . . . . . . . . . . . . . . . . . . . 67
The Thesaurus . . . . . . . . . . . . . . . . . . . . . . 31
Date and Time . . . . . . . . . . . . . . . . . . . . . . 68
Translating Text. . . . . . . . . . . . . . . . . . . . . . 32
Moving Through a Document . . . . . . . . . . . 24
Selecting Text . . . . . . . . . . . . . . . . . . . . . . . 25 6. Tables
Copy and Move . . . . . . . . . . . . . . . . . . . . . 26
Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Undo and Redo . . . . . . . . . . . . . . . . . . . . . 28
Table Borders . . . . . . . . . . . . . . . . . . . . . . . 74
Find and Replace . . . . . . . . . . . . . . . . . . . . 28
Spelling and Grammar . . . . . . . . . . . . . . . . 29 Table Styles . . . . . . . . . . . . . . . . . . . . . . . . 74
Research Task Pane . . . . . . . . . . . . . . . . . . 30 Resizing and Moving Tables. . . . . . . . . . . . . 76
The Thesaurus . . . . . . . . . . . . . . . . . . . . . . 31 Calculating Tables . . . . . . . . . . . . . . . . . . . 77
Translating Text. . . . . . . . . . . . . . . . . . . . . . 32 Sorting Tables . . . . . . . . . . . . . . . . . . . . . . 78

4. 7. Pictures and Drawings 10. Customizing Word and Securing Documents
Pictures and Drawings. . . . . . . . . . . . . . . . . 82 Customizing Word . . . . . . . . . . . . . . . . . . 120
Clip Art . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 Securing Documents . . . . . . . . . . . . . . . . . 122
Inserting Pictures . . . . . . . . . . . . . . . . . . . . 83
Picture Adjustments. . . . . . . . . . . . . . . . . . . 84 Mail Merge. . . . . . . . . . . . . . . . . . . . . . . . 127
Resizing and Cropping Pictures . . . . . . . . . . 86 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Rotating and Moving Pictures . . . . . . . . . . . 87
Positioning Pictures . . . . . . . . . . . . . . . . . . . 88
Picture Styles and Effects . . . . . . . . . . . . . . . 88
Drawings . . . . . . . . . . . . . . . . . . . . . . . . . . 89
8. Charts and SmartArt Graphics
Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Chart Layouts and Formats . . . . . . . . . . . . . 98
SmartArt Graphics . . . . . . . . . . . . . . . . . . . 99
WordArt . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . 102
9. Working with Long Documents
Headers and Footers . . . . . . . . . . . . . . . . . 106
Footnotes and Endnotes. . . . . . . . . . . . . . . 107
Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Hyperlinks and Bookmarks . . . . . . . . . . . . . 109
Making Comments . . . . . . . . . . . . . . . . . . 110
Tracking Document Changes . . . . . . . . . . . 110
Mail Merge. . . . . . . . . . . . . . . . . . . . . . . . 112

6. Introduction
Microsoft Word is a word-processor software that lets you create a
variety of different documents such as letters, single-file reports, multi-
file reports, books, brochures, newsletters, and Web pages.
Word processing software lets you create, edit, format, store, retrieve,
and print a text document. Creating is writing and composing the
document. Editing refers to making changes to the document to fix
errors or improve it. Formatting is making the document look attractive.
Storing means saving it on a disk. Retrieving is opening the saved
document from a disk into the computer memory. Printing is producing
the document on paper, using a printer connected to the computer.
Microsoft Word provides powerful and easy-to-use tools. A few of its
capabilities are: checking and correcting, spelling, and grammar,
handling page organization such as page numbers, headers and
footers, having auto texts, symbols and clipart, working with tables,
and formatting text by one button clicking.
Uses of Word
Microsoft Word can be used at home, at school, and at work. At home,
one can write notes, memos, letters, labels, envelopes, create cards,
stickers or flyers. In schools, Word may be used for writing homework,
theses, research notes, time tables or certificates. People working in
business may use Word to set up faxes, reports, contracts, business
cards or mail merge documents. It is also easy to prepare a resume
or CV using Word.
Word can create complex or specialized documents that are normally
created by more specialized software applications such as:
Web pages: Word has Web publishing features that let you create
beginner level simple Web pages with ease.
Brochures, newsletters, and other documents with complex page
layouts: Microsoft Publisher might be able to do a better job at creating
short, layout-intensive documents. However, Word's improved drawing
and layout features make it a highly viable tool for creating these kinds
of documents.
Printer-ready publications: Dedicated desktop publishing packages
(such as Adobe InDesign, or Quark Press) do a superb job of creating
printer-ready publications with precise page layouts, cross-references,
indexes, tables of contents, and so on. Word is ideal for the initial
organizing, writing, editing, and proofreading of a publication.
However, you can also do quite a good job in Word of preparing the
6 Chapter 1

7. final printer-ready publication. If your page layout needs are a bit
demanding for Word's tools, you can always transfer your Word
document to a dedicated desktop publishing program to create the
final layout.
Tables of numbers or other data: Clearly, Microsoft Excel is the tool of
choice for working with numbers, and Microsoft Access for working
with databases. However, Word tables can be used to store and
display reasonable amounts of numeric or textual data. Word even
provides mathematical functions for working with numbers in tables,
as well as database tools for working with data fields and records in
tables.
Why use Word for a task that can be performed with a more
specialized software program, perhaps one which is already installed
on your computer? The main reason is that you probably already know
how to use Word, and the extra features of a more specialized program
might not be worth the time required to learn a new software package,
especially if you create only an occasional Web page, brochure, or
other specialized document. You might also have existing Word
documents that you can quickly convert to Web pages or other
specialized formats. You can thus use Word to improve not only your
current skills, but also your existing collection of documents.
Practice
Starting the Word Program
1. On the Windows taskbar, click the Start button at the bottom left
corner of your screen.
2. Select All Programs and point to Microsoft Office.
3. Move the mouse pointer over and click on Microsoft Word 2010.
Starting the Word Program Starting the Word Program
Getting Acquainted with Microsoft Word 7

8. Word Window - General Overview
File Tab
opens document related tasks.
Ribbon
consists of a series of tabs.
Insertion Point (Cursor)
shows where the text will be
written.
Status Bar
displays information about a
command , an operation in
progress, or the location of the
insertion point.
8 Chapter 1

9. Title Bar Minimize the Ribbon
shows the name of the document shows or hides the Ribbon. Minimize-Maximize-Close
and the program name.
closes or changes the Word
program windows.
Help
shows help for the written text.
Split Box
allows you to work in two parts
of your document at the same
time
Scroll Bar
scroll to another part of the
document.
The Web Layout view The Outline view enables
displays the document as it you to see the sections of
would appear in a web a document text.
browser.
The Draft view
The Full Screen Reading
essentially same as
view gives more space on
the Print Layout view
the computer screen for
but displays only the
reading documents.
text in a document.
Document Browser
The Print Layout is the
default view of Word. The Zoom slider lets lets you navigate through your
Documents appear as it you choose between document by letting you move
would be on a printed page. zoom levels. between objects. To specify the
type of object click the round
circle and select the object.
Getting Acquainted with Microsoft Word 9

10. The Ribbon
The Ribbon is located at the top of the document area in Word. It
consists of series of tabs.
Each tab is organized into groups and shows different commands.
Practice
To switch between tabs;
1. Click on each tab name.
Or use the turn scroll button of your mouse.
The Ribbon
The Ribbon is context sensitive. It changes depending on the selected
tab, object or command.
For instance; when a table is selected, the Ribbon shows Contextual
tabs related to tables.
The Ribbon showing contextual tabs with shortcut keys.
The diagonal arrows in the lower right corner of some groups open
additional options relaeted to that group.
Each command on the Ribbon has its own shortcut keys. If you don't
know to use which key to activate a command, press the Alt key on the
keyboard to show Key Tips. Pressing the associated key on the
keyboard activates the command.
10 Chapter 1

11. To change the orientation of the document using shortcut keys;
2. Press the Alt key on your keyboard.
3. Press the P key to open the Page Layout tab, and then the O to
open Orientation menu.
The File tab and the Backstage
The File tab opens the Backstage
view that contains file related tasks;
such as open, save, printing,
sharing, and Word options.
The left side of the Backstage
window displays the major file tasks
or commands. When you click on a
command, the Backstage displays
the menu related to selected tasks.
Creating a New
Document
In this exercise, you will type a letter.
Microsoft Word is a good choice for
this kind of task. Before start typing
in Word, there are few things you
need to know;
The short, vertical, blinking line at The Backstage view.
the top of the document is the
insertion point (cursor). The insertion point indicates where text will be
entered as you type.
When typing long lines of text, you do not have to press Enter each
time you want to start a new line. Word will automatically start a new
line for you when you reach the right side of the page.
This feature is called word wrapping.
By default, Word functions in Insert mode. This means that any new
text you enter in the middle of a line is inserted between existing texts.
But if you turn on the Overtype mode you can overwrite existing text
with any new text that you type in. You can double-click OVR on the
status bar or press the Insert key on the keyboard to turn overtype on
or off.
Getting Acquainted with Microsoft Word 11

12. Practice
To create a new document;
1. Click the File tab and then select New.
The left side of the Backstage window
contains templates for creating new
documents. A preview of the document is
displayed in the right pane of the window.
2. Under Available Templates, click Blank
Document.
3. Click Create.
Or press Ctrl + N.
4. Type “Dear President” and press Enter
The New Document dialog window opens. twice.
5. Type “I am a student at the International
High School”. Press Enter twice.
6. Continue your letter by typing the following
text and at the end of each paragraph
press Enter twice. Pressing the Enter key
starts a new paragraph.
Dear President,
I am a student at the International High School. Templates
I am very concerned about the growing number of people my age who smoke or use spit
tobacco. Every day, between 80.000 and 100.000 children worldwide start smoking and try
their first cigarette. Another 30.000 kids become regular smokers, and roughly one-third of A template is a document; such as brochures,
them will eventually die from a tobacco-related disease. More than 40 million of all smokers
are under the age of 18, including 39 percent of all high school students. memos, reports, and business letters, which
Did you know that kids are three times more sensitive to tobacco advertising than adults, provides a preformatted layout for content with
and youth are more likely to be infuenced by cigarette marketing than by peer pressure?
Smoking related-discasses kill one in 10 adults globally, or cause four million deaths each
text and graphics. You can customize the
year. Every cigarette smoked cuts at least 5 minutes of life on average - about the time
taken to smkoe it.
content in the template to create your own
Something must be done. The governments spend more than € 200 billion per year treating document.
tobacco-related illnesses.
As the President, we are counting on you to tell the tobacco industry to stop advertising in
ways that they know will addict us to a habit that will lead to discase and premature death.
We deserve your support and a chance at life without tobacco.
Sincerely,
John Doe
16/02/2010|
Creating a new document
If you are connected to the Internet you can use a variety of online
templates that are stored on the Microsoft Office Online Web site.
12 Chapter 1

13. Practice
In the following exercise, you will download a
template from Microsoft Office Online. You will
need a connection to the Internet to complete the
task.
1. Click New command on the File tab.
2. Select a template under Available Templates
or use Search Office.com for templates box,
and then click Download.
3. Word downloads the template and opens
it as a new document.
Choosing a template
Saving a Document
After you have created a document, you must give it a name and save
it to a permanent storage device, such as the hard disk, or a flash disk,
for future use. You should save the document not only at the end of
your work but shortly after you first create and as you work on it.
In this exercise, you will save your document with the name My Letter
in your Documents folder.
1. From the File tab, choose Save.
Or press Ctrl + S.
Or click the Save button on the Quick Access toolbar.
The Save As dialog box opens because it is the first time that you are
saving the document.
2. In the File name box, type “My Letter”.
3. Click the Save button to save your document.
To save the file in a new folder;
Word opens the downloaded template
Getting Acquainted with Microsoft Word 13

14. 4. Click the New Folder button in the Save As
dialog box. Name the new folder.
Your file is saved with the name My
Letter.docx in your folder.
If you want to save your document under a
different file name or to a different location, or in a
different file format, you can use the Save As
option. For example, the Word 97-2003 Document
command saves the current document so that it
can be viewed in previous versions of Word.
The Save As dialog box
Practice
In this exercise, you will save your document “My
Letter” with a different name on a flash drive or
another hard disk.
1. From the File tab, choose Save As.
Or press F12.
2. In the Folders pane, click the Computer
button, and then select your flash drive.
3. Use the New Folder button to create a folder
named “MyWork”.
4. In the File name box, type “My Letter”. Select
the PDF file format from the Save as type box.
5. Click Save to save the file and the dialog box
closes.
Your document is saved with the name My
The Save As menu Letter.pdf on your flash drive.
14 Chapter 1

15. File Types
Word 2010 provides different kinds of file types. The .docx file
extension is for basic documents with text and graphics. The
documents with this extension block scripts and macros, making it
safe from viruses.
A document with the .docm file extension contains macros or
programming code. Previous versions of Word cannot open .docx and
.docm file types. Basic documents with text and graphics
Opening a Document
When you work with Word you will sometimes need to create a new
document from scratch. More often, you will need to work on an
existing document that you or someone else has previously created.
Also it's often easier and more efficient to create a document by
modifying one that already exists, instead of having to retype a lot of
information. Documents with macros or programming
To open an existing document, code
1. Press Ctrl + O.
Or select the Open command on the File tab.
The Open dialog box displays the previously used folder of the
current user.
2. Double-click on the My Letter file to open.
Or select the file name and click Open.
Web documents
Adobe Reader documents
The Open dialog box
Getting Acquainted with Microsoft Word 15

16. You can have a quick access the documents on which you work
recently .
1. Click the Recent command.
The Backstage displays recently accessed documents in Recent
Documents pane.
2. Click on the document name to open it.
To pin a document to fix its place on the Recent Documents pane;
Opening Recent Documents 3. Click on the pin button next to the document name.
Selecting a command The Quick Access Toolbar
You can easily access and run a command by clicking its button on the
Quick Access toolbar. The Quick Access toolbar contains most
commonly used commands. By default, it has three buttons, Save,
Undo, and Redo. You can customize the Quick Access toolbar to
display the commands you use most often.
To customize the Quick Access toolbar;
1. Click the down arrow next to the Quick Access toolbar.
2. Click on the Open command. If you don't see a command on the
menu, click the More Commands… command.
3. The Open button appears on the Quick Access toolbar. Now, you
can open your documents quickly without using the File tab.
Customizing the Ribbon Customizing the Ribbon
If you want to have more command on the Ribbon, you can add them
to the Ribbon either by creating a new tab or a group.
1. Click the File tab, and then the Options command.
The Word Options dialog box opens. Select the
Customize Ribbon command.
The new group and the commands on the
Ribbon and the Quick Access toolbar
16 Chapter 1

17. 2. Click on the New group button and rename it. Select the new
commands from the left pane. Click OK.
The new group and the buttons appear on the Ribbon.
Converting a Document
When you open a document created in a previous version of Word, the
title bar displays the name of the document, followed by the words
“Compatibility Mode”. Word 2010 contains some formatting features
that cannot be available in previous Word versions. Converting old
documents enables you to use these new features.
1. Click the File tab.
2. The Backstage displays the Convert command whenever a
document with a previous version is open.
3. Click the Convert command. The document is replaced with the
converted version.
4. Save the document.
Converting documents
Closing a Document
When you have only one document open, clicking the Close button on
the title bar will close both the document and the Word program.
1. On the File tab, click Close.
Or press Ctrl + F4.
The Close button on the File tab closes just the
document and leaves the Word program open.
When you attempt to close an unsaved document or
have made any changes to an existing document,
Word asks whether you would like to save the
Save Confirmation
document.
The Exit Word button at the bottom of the File tab closes all documents
and exits the Word program.
2. Click the Exit Word button to close both your document and the
Word.
The Close button
Getting Acquainted with Microsoft Word 17

18. Document Views
Word 2010 has five different document views, Print Layout,
Full Screen Reading, Web Layout, Outline, and Draft. Each
view has its own purposes and advantages.
The Document Views group In order to change the document view;
1. Click the View tab; choose one of the document views in
the Document Views group.
Or click the Document View buttons in the status bar.
Print Layout is the default view of Word. Documents appear as
it would be on a printed page. Print Layout view displays as
graphics, tables, and headers, footers, and the other objects.
Live preview works in the Print Layout view.
The Full Screen Reading view gives more space on the
computer screen for reading documents.
The Web Layout view displays the document as it would
appear in a web browser. It is used to prepare documents for
digital publishing on the Internet and not suitable for printing
Full Screen Reading view pages.
The Outline view enables you to see the sections of a
document It is ideal for working with long documents with
several chapters.
The Draft view is essentially the same as the Print Layout view
but it displays only the text in a document. It is useful when
The Zoom group you quickly want to write and edit text.
The Zoom commands let you choose between zoom levels.
Zooming in makes words easier to read and helps prevent
eyestrain. Zooming out makes scrolling faster and helps you
to see several pages at once.
In order to change zoom levels,
1. In the View tab, click the Zoom button in the Zoom group.
Or click the number next to the Zoom slider at the right
bottom of the Word screen.
2. Select between predefined zoom levels or enter a new
value in the Percent box.
Or use the Zoom slider to change the zoom level.
Changing Zoom levels
18 Chapter 1

19. Sending and Sharing Documents
You can share your documents by sending them in an e-mail
message. You need an Internet connection to use this feature. If
Microsoft Outlook is installed and configured, Word uses it as a default
e-mail program.
In order to send a document by an e-mail;
1. Click the File tab.
2. Click the Share command, and then click
Send As Attachment button.
The default email program opens.
3. The document is in the Attached box. Type
in the e-mail address you want to send.
4. Click Send.
Sending documents
Getting Help
The Help feature allows you to learn to use the basic and advanced
features of Word. If you have a connection to the Internet you can get
up-to-date online help from Microsoft Office Online.
To get help;
1. On the Ribbon, click the button with a question mark.
Or press F1.
Or if you see an information box on a button on the Ribbon, press
F1.
2. In the text box at the top, type “Save a document” and then click
the Search button.
3. Click on a topic to get help information.
4. Click the Back, Forward, Stop, Refresh, and Home buttons on
the toolbar to move around in the Word Help.
The Word Help window
Getting Acquainted with Microsoft Word 19

20. Case Study
Opening, editing, and saving a Save As type box, click the drop-down
document arrow and select Web Page (HTML). Click
Save.
Step-1 Run the Word program.
Step-8 Close the document.
On the Windows taskbar, click the Start
When the document is closed without being
button at the bottom left corner of your
saved, the Word program will ask you
screen.
whether you want to save the document.
On the Start menu, point to All Programs.
Click Save on the dialog box to save the
Move the mouse pointer up and point to document.
Microsoft Office.
Step-9 Try to repeat steps above without using the
Move the mouse pointer over and click on mouse.
Microsoft Word 2010.
Step-2 Type the text.
Creating, saving, and sending a
Type your name, surname, telephone document.
number, and address.
Step-1 Create a new file.
Step-3 Save the document to your flash drive using
the name Case Study 1. Step-2 Under Office.com Templates, search for
Greeting Cards.
On the Quick Access toolbar, click the Save
button. The Save dialog box opens on the Step-3 Download a Birthday Card template.
screen. Type the file name in the file name
box and click Save. Step-4 Change the text in the template with your
own.
Step-4 Close the document.
Step-5 Save the document, and then send it to your
On the File tab, click the Exit button. friend by e-mail as Birthday Invitation.
Step-5 Open the document again.
Open your document from the Recent
Documents pane on the File tab.
Step-6 Change the telephone number.
Change the document by adding a new
telephone number or changing the old one.
You can insert other text like your birth date
or your e-mail.
Step-7 Re-save the document as a Web page.
On the File tab, choose Save As. The Save
As dialog box opens on the screen. In the
20 Chapter 1

21. Fill In The Blank
1. Microsoft Word is ____________________ that 2. Click the Save button or press _______________
lets you create a variety of different documents shortcut to quickly save the document.
such as letters, single-file reports, multi-file
3. The short, vertical, blinking line at the top of the
reports, books, brochures, newsletters, and
document is ____________.
web pages.
True or False
1. If you want to save a previously saved document to a different location, you can use Save As command.
True False
2. The shortcut key for the Help command is F1.
True False
3. You can convert a Word 2010 document to a Word 2003 document and keep all of the document
formatting.
True False
Getting Acquainted with Microsoft Word 21

22. Multiple Choice Questions
1. What can you create with the Word program? 6. Which one does not start a new blank
document?
a. Letters b. Web Pages
c. Tables d. All of the above a. Ctrl + N keyboard shortcut.
b. Opening a document from a flash drive.
2. Which of the following option provides a c. Clicking New command on the File tab.
document with preformatted layout for d. Starting the Word program.
content with text and graphics?
a. Dialog Launchers 7. What is the correct order to save a new Word
b. Templates document to a flash drive?
c. Saving As command I. Choose flash drive from Folders pane.
d. Word Help II. Write the file name.
III. Click the Save button on the Quick Access
3. Choose the sentences those are true about toolbar.
the Ribbon. (Choose two answers) IV. Click Save on the Save dialog box.
a. III., II., I., IV. b. I., III., II., IV.
a. The Ribbon is context sensitive.
c. III., I., IV., II d. III., I., II., IV.
b. You can not add your favorite commands to
the Ribbon.
c. Pressing Alt key shows short-cut keys on the 8. A document; you have just opened; appears
Ribbon. very small in the Word screen. How can you
d. The Ribbon contains major file tasks such as make it bigger to read or work on it? (Choose
Open and Share. two answers)
a. Switch to Full Screen Reading.
4. What is the meaning of the text "Compatibility b. Use the Zoom dialog box and Zoom Out.
Mode" after a document name in the title bar? c. Use the Zoom Slider in the Status bar to Zoom
In.
a. The document is compatible with your
computer. d. Close the document and open it again.
b. You need to save the file immediately.
c. The document was created with a previous 9. Which of the following dialog boxes opens
version of Word. when a document is saved for the first time?
d. The document contains advanced features of a. Save All b. Save
Word. c. Close d. Save As
5. Which of the following can you do on the 10. How can you insert a text inside a text line
Microsoft Office Online? without deleting the existing text?
a. Download templates in different categories. a. Start typing in the overtype mode.
b. Convert a document to an up-to date Word b. Locate the insertion point after the line.
version. c. Start typing in the Insert mode.
c. Get up-to-date help about a Word topic. d. Enable Word Wrapping by pressing Enter key.
d. Download document views such as the page
layout and draft view.
22 Chapter 1

24. Moving Through a Document
You move through a document to see text and objects that is off the
screen, to set the insertion point at a new place, or to select text and
objects for changes. There are several ways to move the insertion
point in your document: you can use the mouse, the keyboard, or
several commands, most notably the Go To command.
Moving Through a Document with the Keyboard
Up or Down arrows One line up or down
Left or Right arrows One character left or right
Home Start of the line
End End of the line
Page Up or Down One screen up or down
Ctrl+Left or Right One word left or right
Ctrl+Home To the beginning of the document
Ctrl+End To the end of the document
Ctrl+Page Up or Down One page up or down
Practice
To move the insertion point to a specific place;
In this exercise, you will move the insertion point to the
second line.
1. Click Page Number on the Status bar at the bottom of
the Word screen.
Or press Ctrl + G.
2. Select a type of place to go. In the Go to what list,
select Line.
3. Type or select a specific item. In Enter line number
type “2”.
Moving the insertion point to the
second line 4. Click the Go To button.
The insertion point moves to the second line.
24 Chapter 2

25. Selecting Text
When you want to perform an action with the
text; for example edit, format, or copy; you
must first select it. Word makes text selection
quick and easy.
Selection Bar
Right Pointing Arrow
Selecting a paragraph
Selection Techniques
TO DO
Select a word Double-click on the word.
Position the mouse pointer in the selection bar before the line
Select a line you want to select. When the right-pointing arrow appears,
click the mouse.
Triple click on any word in the paragraph.
Select a paragraph Or Position the pointer in the selection bar to the left side of
the paragraph; when the right-pointing arrow appears,
double-click the mouse.
Position the pointer in the selection bar, when the right-
pointing arrow appears, triple-click on the document.
Select a whole
Or Press Ctrl + A.
document
Or In the Editing group, click the Select button and then click
Select All.
Click where you want the selection to begin. Then, while
Select any amount of
holding down the shift key, click where you want the selection
text
to end.
Select multiple text Hold down the Ctrl key on the keybord and with the mouse
areas select different texts.
Working With Text 25

26. Copy and Move
There are several ways to copy and move text and
graphics from one place to another. Dragging text is the
most efficient way to move or copy text and graphics, as
long as you can see the destination location on your
screen.
Practice
Copy and Move with Drag and Drop
In this exercise, you will move the date text from the last
line of the document to the top of the document.
Open the letter (My Letter.docx) that you have created in
the previous chapter.
1. Scroll down until you can see the date text at the last
line of the document.
2. Position the mouse pointer in the selection area,
before the date. The mouse pointer changes to a
right-pointing arrow.
3. Click to select the date. The selected text changes to
white text on a darker background.
4. Position the mouse pointer over the selected text. The
pointer turns into a left-pointing arrow.
5. Click and hold down the mouse button. A small,
dotted box and a dotted insertion point appear.
6. Drag up until the dotted insertion point is before the
text “Dear President” and then release the mouse
button.
7. Click anywhere outside of the selected text to cancel
the selection.
Moving a text
26 Chapter 2

27. Practice
Copy and Move with Other Techniques
The keyboard shortcuts are the quickest and
easiest to use the Cut, Copy, and Paste editing
commands.
In this exercise, you will copy the whole letter
into a new document.
1. Select the whole letter.
Selecting all the document
On the Home tab, click the Select button in the Editing group and
then choose Select All.
Or press Ctrl + A.
2. Copy the selected text.
Click the Copy button in the Clipboard group.
Or press Ctrl + C.
A copy of the selected text is placed on the Clipboard.
The Clipboard is an area of memory in which you can store text or
graphics temporarily. If you cut or copy text, graphics or other items
they will be temporarily stored in the Clipboard ready for use
The Clipboard group
elsewhere in the document.
3. Create a New Document.
4. Insert a copy of the letter from the Clipboard.
Click the Paste button in the Clipboard group.
Or press Ctrl + V.
To move the selected text;
1. Click the Cut button in the Clipboard group.
Or press Ctrl + X.
To see the Clipboard contents;
1. Click the Clipboard dialog box launcher in the Clipboard group.
The Clipboard pane with recently copied
Clipboard pane displays left to the document.
text and images
Working With Text 27

28. Undo and Redo
The Undo feature allows you to reverse, or undo a recent action. The
Redo command allows you to repeat a recent action.
Undo the last action
The Undo and Redo buttons on the Quick You can undo your last action;
Access toolbar
1. On the Quick Access toolbar, click the Undo button.
Or press Ctrl + Z.
Redo the last action
You can redo your last action;
1. On the Quick Access toolbar, click the Redo button.
Or press Ctrl + Y, or press F4.
Find and Replace
You can use the Find command to search for specific instances of a
text in a document, and the Replace command to search for specific
instances of text in a document and replace them with new text. In
The Editing group addition to replacing text, you can use the Replace command to
replace formats, such as bold and italic. The Find and Replace
commands are located in the Editing group.
Practice
Finding and Highlighting Text
In this exercise, you will find and highlight the
word "tobacco" in the document My Letter.
1. On the Home tab, click the Find button
in the Editing group.
Or press Ctrl + F.
The Navigation pane opens.
2. In the Search Document box, type
“tobacco”.
All the instances of “tobacco” in the My
Letter document are highlighted.
Finding all the instances of a text
28 Chapter 2

29. Practice
Replacing Text
In this exercise, you will search the word
“tobacco” and replace it with the word
“TOBACCO”.
1. On the Home tab, click the Replace button
in the Editing group.
Or press Ctrl + H.
The Find and Replace dialog box opens.
2. In the Find what box, type “tobacco”.
3. In the Replace with box, type “TOBACCO”.
Click Find Next. When Word finds the text;
click the Replace button.
4. Click the Replace All button to replace all of the instances of the Replacing text
text at once.
Spelling and Grammar
Word checks for spelling and grammar errors as you type. Red wavy
lines indicate words that aren't recognized or is misspelled. Green
wavy lines indicate a possible grammar error. Blue wavy lines indicate
correctly spelled words in the incorrect context.
SPELLING AND
ERROR
GRAMMAR
Spell checking You cann use the Find command to search for specific instances of a text.
Grammar checking You can uses the Find command to search for specific instances of a text.
Contextual Spell Checking You cane use the Find command to search for specific instances of a text.
Practice
Use the Spelling and Grammar Checker
In this exercise, you will use the Spelling and Grammar Checker to
correct spelling and grammar errors.
1. Type “stard” instead of start and press the spacebar. The Proofing group
Working With Text 29

30. A Red wavy line appears under the word “stard”,
because you have typed it incorrectly.
2. In the Review tab; click the Spelling & Grammar button in
the Proofing group.
Or press F7.
3. The Spelling and Grammar dialog box checks each
underlined word in your document.
In the Suggestions list box, click and select the correct
word.
4. Click the Change button to change the word “stard”
Checking spelling and grammar errors with “start”.
You can also right-click on the word once the red underlining displays.
A pop-up dialog box displays suggesting alternative, correctly spelled
words.
Word uses a default dictionary file. If a word isn't in the dictionary; it is
also underlined with a red wavy line. You can add a word to the default
dictionary;
1. Right-click on the misspelled word.
2. Choose the Add to Dictionary option from the pop-up menu.
Research Task Pane
The Research task pane provides links to Internet research tools that
you can use from within Word.
Spell checking on the pop-up menu To open the Research task pane;
1. Click the Review tab, and click the Research button in the Proofing
group.
Or press the Alt key and click anywhere within the document.
To display the search results, you can either click the Start Searching
arrow in the green box, or select a type of reference material from the
list box below.
2. Use the drop-down menu at the top of the Research task pane to
choose references such as Thesaurus.
3. Enter the key words or phrase in the Search for box in the task
pane, and click the Start searching button.
30 Chapter 2

31. A quick way to search for online information for a text in the
document is to press the Alt key and then click the text. The last
service used, Thesaurus or Translation, will display results for the
text you clicked.
4. To close the Research task pane; click the Research button in the
Proofing group.
The Thesaurus
The Thesaurus provides a list of synonyms for the text in which you are
looking up.
Practice
To use the Thesaurus;
In this exercise, you will find a synonym for a word.
1. Right-click the word “illness” in the My Letter.
2. Point to Synonyms on the pop-up menu.
3. Click to select a synonym.
If you need a more detailed search, the Thesaurus option in the
Clicking Alt key on a text displays online
Research task pane provides more details;
results in the Research pane
4. Click the Review tab, and click the Thesaurus button in the
Proofing group.
Or press Shift + F7.
5. The Research task pane opens. A list of suggested
synonyms will display. Move your mouse pointer on a
suggested synonym in the list and click the arrow next to
it. Select Insert.
Finding synonyms on the pop-up menu
Working With Text 31

32. Translating Text
Word 2010 can easily translate a text into another language, such as
English, French, and Spanish.
To translate a text;
1. Click on the text you want to translate.
2. Click the Translate button in the Proofing group.
Or right-click the text, select the Translate option from the pop-up
menu, and choose Translate.
3. Select the languages in the From and To boxes in order to change
the source languages. The results display in the Research task
pane under Translation.
You can simply move your mouse over a word and a Mini
Translator will show up and translate the text. By default, the
option is turned off.
To enable the Mini Translator option;
1. Click the Translate button in the Proofing group
2. Select the language you want to translate into.
3. Move and hold your mouse on the text you want to translate.
Translating the whole document doesn’t necessarily give the whole
meaning of a document. It should rather to be used to get an idea
The Translation displays about the document.
In the following exercise you will translate the whole document to
French. You need a connection to Internet to complete the task.
To translate all the text in a document;
1. Click on the text you want translate.
2. Click the Translate button in the Proofing group.
Or right-click the text, select the Translate option from the pop-up
menu, and choose Translate.
Enabling the Mini Translator
3. Select the languages in the From and To in order to change the
source and target languages. Select English in the From box and
French in the To box.
The results display in the Research task pane under Translation.
You can simply move your mouse over a word and a Mini
Translator will show up and translate the text. By default, the
option is turned off.
The Mini Translator
32 Chapter 2

33. Online document translation
The Document is translated and displays in French in a browser
window.
Fill In The Blank
1. To select a whole document, press 3. To move text, press ____________, and then
________________. ____________ .
2. To copy with drag and drop you must hold
down ________________________ while you are
dragging the selected text.
True or False
1. If you want to undo your last action, press Ctrl + Z.
True False
2. You can select a paragraph by double-clicking anywhere in the paragraph.
True False
3. If you want to correct spelling and grammar errors you can use the Spelling and Grammar checker.
True False
Working With Text 33

34. Multiple Choice Questions
1. How can you quickly recover a text that you just type the word in the Search for box, and then
accidentally deleted? (Choose two answers) press Enter.
a. Use the Clipboard pane. 6. You can replace a word in your document with
b. Press Ctrl + Z. another word that is more suitable and has nearly
c. Use the Undo button on the Quick Access the same meaning by;
toolbar.
a. using the Spell Checking.
d. Click the Find button, and then search for the
b. using the Grammar Checking.
deleted text.
c. using the Mini Translator.
2. If you want to Copy a text and Paste it to another d. using the Thesaurus feature.
place, which shortcut keys should you use?
7. A spelling error in a document is identified by:
a. Ctrl + Z and Ctrl + X
a. A green highlight.
b. Ctrl + C and Ctrl + V
b. A red wavy underline.
c. Ctrl + C and Ctrl + P
c. A green wavy underline.
d. Alt + C and Alt + P
d. A blue wavy underline.
3. Select the spelling and grammar checking
8. What options are available in the Find and
options available in Word 2010. (Choose three
Replace dialog box? (Choose two answers)
answers)
a. Find b. Synonyms
a. Contextual spell checking
c. Replace d. The Thesaurus
b. Spell checking
c. Style checking 9. How can you select all the text and the objects in
d. Grammar checking a document? (Choose all that apply)
4. How can you find and correct all the instances of a. Drag your mouse from the beginning to the
a word which you mistyped in a document? end of the document.
b. Press Ctrl + A.
a. Press Ctrl + F shortcut keys.
c. In the Editing group, click the Select button,
b. Use the Research task pane, and look for all and then Select All.
the instances of the text.
d. Triple-click any word in the document.
c. Select all text, and then click the Spelling &
Grammar button. 10. As you read through an astronomy document,
d. Open the Replace dialog box, and then use you encounter an astronomer named “Galileo”.
Replace All command. How can you get online help about the
astronomer without leaving the document and
5. Select the ways you look for synonyms for a the Word screen?
word. (Choose three answers)
a. Open Google web site in an internet browser,
a. Enable the Mini Translator and hold your and make a search.
mouse on the word. b. Use the Thesaurus, in the Research pane.
b. Right-click the word, and then select c. Hold down the Alt key and click on the word.
Synonyms on the pop-up menu. d. Open the Find and Replace dialog box, and
c. Hold down the Alt key and click on the word. click the Search on Internet option.
d. Select the Thesaurus in the Research pane,
34 Chapter 2

36. Font Formatting
Font Formatting enables you to give the text in documents different
looks and styles. You can change the font face, font size, underline
text, and change the color and the spacing between letters.
A font is a set of characters and letters of the same look and styles.
Each font has a particular design. The size of a font is called font size.
The most preferred fonts are Times New Roman, Arial, and Courier
New, Calibri.
Changing the font face in the Font group
Practice
Change and Format the Font Face
In this exercise, you will change the font face and format the text as
bold and italic in your document. (My Letter)
1. Select the text Date.
In the Font dialog box, change the font type to “Arial”
Formatting text in bold
On the Home tab, click the Bold button in the Font group.
2. Or on the Mini toolbar, click the Bold button.
Or press Ctrl + B.
3. Click anywhere outside the selected text to cancel the selection.
4. Select the text “Sincerely”.
5. Click the Italic button in the Font group.
Or on the Mini toolbar, click the Italic button.
Or press Ctrl + I.
6. Click anywhere outside the selected text to cancel the selection.
Whenever you select a text; the Mini toolbar displays just above the
selection. It contains a set of formatting commands for changing fonts
and paragraphs.
The document after the formatting
36 Chapter 3

37. To display the Mini toolbar;
1. Select the text and move the mouse pointer just above the
selection.
2. Click the buttons on the Mini toolbar to apply formatting to the The Mini toolbar
selection.
When you move the mouse away from the text; the Mini toolbar
fades slowly and disappears.
Practice
Change the Font Size and Apply Text Effects
The Mini toolbar displays
In this exercise, you will change the font size of the text and apply a text
effect.
1. Select the last paragraph of the document.
2. On the Home tab, click the arrow next to the Font box and in the
Font group.
Or use the Mini toolbar.
3. Scroll down and select “Impact” in the list.
The selected text changes to the Impact
font face.
In the Font group or on the Mini toolbar,
click the arrow next to the Font Size box
and, and then click “14” in the list.
Or use the Grow or Shrink Font buttons to
change the font size gradually.
4. Click the Text Effects button in the Font
group. Select an effect in the gallery.
Changing the font size and applying a text format
TO DO THIS
click the arrow next to the Font Color button in the Font group.
change the font color of a text,
Or use the Mini Toolbar.
underline the text, select the style of underline from the Underline style list.
apply any text effect, select them from the Effects in the Font dialog box.
increase or decrease character spacing, use the Advanced tab in the Font dialog box.
Formatting Characters and Paragraphs 37

38. Live Preview
Live Preview enables you to see the formatting of a text without having
to apply it first.
1. Select the Date.
2. In the Font group, click the arrow next to the Font Color button.
3. Move your mouse on the colors under the Theme Colors. Live
Preview shows the colors on the text.
Clear Formatting
You can clear the formatting of a text in one step;
Clearing the text formatting 1. Select the text.
2. Click the Clear Formatting button in the Font group.
Or press Ctrl + Space.
Dialog Box Launchers
In the lower-right corner of some command groups, there are Dialog
Box Launcher buttons. The Dialog box launchers open dialog boxes
with more commands.
The Font dialog box launcher
Practice
In this exercise, you will change the font color of a
text, underline the text, apply text effect and increase
the space between characters.
1. Select the text “Dear President”.
2. In the Font group, click the Font dialog box
button.
Or press Ctrl + D.
The Font dialog box opens.
3. Click the arrow next to the Font Color and select
the color blue.
Using the Font dialog box
4. Click the arrow next to the Underline Style box
and select Words only.
5. Click the Advanced tab.
6. Click the arrow next to the Spacing box and
select Expanded. In the By box, select 2 pt. and
Text after formatting click OK.
38 Chapter 3

39. Change Case
The Change Case command changes the capitalization of a selected Microsoft word Sentence case
text.
microsoft word lowercase
1. Select an Lowercase text. MICROSOFT WORD UPPERCASE
2. Click the Change Case button in the Font group. Capitalize Each
Microsoft Word
3. Select an option on the menu. Word
Format Painter mICROSOFT wORD tOGGLE cASE
At the end of your document My Letter, there is a second text Change Case options
“President”. If you want to format this one like the first one, you must
repeat the steps in the previous topic, or you can use a command that
copies formatting from a text, then applies it to another text. This
feature is called the Format Painter.
In this exercise, you will apply formatting using the Format Painter.
1. Click on the text Dear President.
2. In the Font group; double-click the Format Painter button if you're
going to copy the formatting to several locations.
Or just click if you're going to copy the formatting only one time.
3. Click the Format Painter button. Move your mouse pointer to the The Format Painter in the Clipboard group
second text “President”.
4. Click or drag on the text.
Format Painter applies the format of the first text to the destination
text and turns off.
Paragraph Formatting
The format of a paragraph can be changed by setting tabs, indenting,
aligning, changing line spacing within and between paragraphs,
controlling page breaks etc. All these features allow you to enhance
the appearance of your document.
Selecting text with Format Painter
Formatting Characters and Paragraphs 39

40. Paragraph Alignment
There are four ways to align a paragraph.
The format of a paragraph The format of a paragraph The format of a paragraph The format of a paragraph
can be changed by setting can be changed by setting can be changed by setting can be changed by setting
tabs, indenting, aligning, tabs, indenting, aligning, tabs, indenting, aligning tabs, indenting, aligning,
controlling page breaks. controlling page breaks. controlling page breaks controlling page breaks.
LEFT CENTER RIGHT JUSTIFY
Each line of text is Each line is centered. Each line is aligned right. Each line aligns with the
aligned left. both sides of the typing
area.
In this exercise, you will justify the text in your
document.
1. Select the whole document
2. Click the Justify button in the Paragraph
group.
Or press Ctrl + J.
Or click the Paragraph dialog box button in
the Paragraph group. Under the General
section; click the Alignment drop-down
arrow and select Justify.
Justifying text
3. Click OK.
Indenting
If you do not want all paragraphs to align with the borders of the typing
Decrease Indent and Increase Indent Buttons area, you can use the indentation options to indent the text.
INDENTATION FORMAT
The format of a paragraph can be changed by setting tabs,
Normal
indenting, aligning, controlling page breaks etc.
The format of a paragraph can be changed by setting tabs,
Left: 1.25 cm
indenting, aligning, controlling page breaks etc.
The format of a paragraph can be changed by setting tabs,
Right: 1.25 cm
indenting, aligning, controlling page breaks etc.
The format of a paragraph can be changed by setting tabs,
First line
indenting, aligning, controlling page breaks etc.
The format of a paragraph can be changed by setting tabs,indenting,
Hanging
aligning, controlling page breaks etc.
40 Chapter 3

41. Practice
In the following exercise; you will indent a paragraph in your
document.
Indenting Text.
1. Click in the paragraph starting with the text “I am very concerned”.
2. In the Paragraph group, click the Increase Indent button.
The whole paragraph moves to the right.
If you only want to indent the first line of the paragraph
3. Click in the first line of the paragraph. and press the Tab key
Or click the Paragraph dialog box button;
The Paragraph dialog box opens.
Under the Indentation, choose the First Line option in the Special
box.
4. Click OK in the Paragraph dialog box.
5. Indent the remaining paragraphs. Indenting options
Line and Paragraph Spacing
You can change the amount of spacing between lines in a paragraph
or between paragraphs by using the Spacing section in the Paragraph
dialog box.
To change line spacing;
In this exercise, you will change the amount of
spacing between lines in a paragraph.
1. Select the whole document.
2. Click the Line Spacing button in the Paragraph
group.
On the menu; select 1.5.
Or on the Line Spacing menu, click the Line
Spacing Options command.
The Paragraph dialog box opens.
Indenting paragraphs
Formatting Characters and Paragraphs 41

42. 3. Select the Indents and Spacing tab.
4. In the Line Spacing box, click the arrow and select
1.5 lines.
5. Click OK. The paragraph line spacing changes to
1.5 lines.
Document with 1,5 Line Spacing
Practice
Changing Paragraph Spacing.
In this exercise, you will change the amount of spacing between
paragraphs.
1. Select the first four paragraphs in your document.
2. In the Paragraph group, click the Paragraph dialog box button;
Or on the Page Layout tab, use the Paragraph group.
3. In the Spacing section, click the up arrow until you reach 18 pt. in
the Before box.
4. In the Spacing section, click the up arrow until you reach 18 pt. in
the After box.
Spacing Between Paragraph
Line and Page Breaks
There are other useful paragraph rules that you can apply by clicking
the Line and Page Breaks in the Paragraph dialog box. Such as
Widow/Orphan Control, Keep Lines Together etc. These options are
summarized as follows.
Option Description
Prevents the last line of a paragraph from being printed at the top of a page (widow)
Widow/Orphan control or the first line of a paragraph from being printed at the bottom of a page (orphan).
Keep with next Keeps the paragraph and the following paragraph on the same page.
Keep lines together Keeps all lines of a paragraph on the same page.
42 Chapter 3

43. Bulleted and Numbered Lists
Bulleted and Numbered lists make your document more readable and
enable you to point out important parts of a document.
Bullets Special characters, symbols, and pictures
Numbers Numerals, roman numerals, and letters The Paragraph group
Use Numbers when the ordering of the paragraphs and items is
important (i.e. legal documents, instructions, manuals).
Use Bullets when the ordering doesn’t matter (i.e. a shopping list).
The Numbered documents are easy to edit. When you add or remove
paragraphs or items, the Numbered list renumbers automatically. For
instance, a new paragraph at the end of the list gets the next
consecutive number.
Practice
Creating Bulleted and Numbered Lists
In this exercise, you will create a list from scratch.
1. Place the insertion point where you want to
create the list.
2. Click on the Numbering or Bullets button in
Paragraph group.
Word indents the line.
3. Type the first item and press Enter.
Bulleted list
To end a Bulleted and Numbered List;
4. Click on the Numbering or Bullets button in the
Paragraph group.
Or press Enter twice at the end of the list.
You can create space between the list items as you
do on paragraphs spacing.
Numbered list
Formatting Characters and Paragraphs 43

44. Practice
Customizing Bulleted and Numbered List
In a bulleted list, instead of using regular bullets
you can select a different character, a picture bullet,
or change indents. You can customize numbered
lists and choose different number styles and fonts
like in a bulleted list.
In this exercise, you will customize a bulleted and
numbered list.
1. Select the list or list items. In the Paragraph
group, click the arrow next to the Bullets
button;
2. Choose a new bullet from the Bullet Library.
Customizing a Bulleted list There are seven bullet styles but you can
define more;
3. Click the Define New Bullet command on the
menu. Use the Symbol or Picture button to
select a bullet style.
4. Click the Font button, and change the color of
the bullet. Click OK.
To convert the bulleted list to a numbered list;
1. Select the list. Click the Numbering button in
the Paragraph group.
Multilevel Lists
A Multilevel List format enables you to organize
documents with hierarchical content such as law
and scientific literature. In order to create a
multilevel list, the paragraphs must be indented.
Practice
Creating a Multilevel List
1. Indent the paragraphs by their levels in the list
2. Select the paragraphs. Click the Multilevel List
button in the Paragraph group.
3. From the List Library menu, choose a list style.
Each indentation level gets a different number
A Multilevel List formatting.
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45. Yocu can also easily convert a bulleted or numbered list to multilevel
list with the Tab key.
1. Place the insertion point after the number in your Numbered list.
2. Press the Tab key; the paragraph is indented and gets a different
letter or number.
Borders and Shading
You can add borders and shading around pages
and text selections to emphasize a section or to
enhance the look of the document.
Practice
Apply a Border and Shading
In this exercise, you will apply a border around a
paragraph.
1. Click the paragraph starting with the text “Did
you know that”.
Applying a border
In the Paragraph group, click the arrow next
the Borders button;
2. From the menu, choose the Outside Borders
option.
3. Click the arrow next the Shading button in the
Paragraph group.
4. Under the Theme colors, click the color blue.
The background of the paragraph is filled with
blue shading.
Practice
Change the Border and Apply Shading
In this exercise, you will change the color, style and
width of a border and apply shading to a
paragraph.
1. Click the paragraph starting with the text “Did
you know that”.
2. In the Paragraph group, click the arrow next to
the Borders button;
3. Click the Borders and Shading command on
the menu. Applying a shading
Formatting Characters and Paragraphs 45

46. The Borders and Shading dialog box enables you to
create and modify the paragraph, and page borders, and
shadings. By customizing line styles and colors you can
get different border effects for each paragraph or the
whole document.
4. In the Width section, select 3 pt.
5. In the Color section, select the color Dark Blue.
6. Click OK.
The Borders and Shading dialog box
Practice
Adding a Page Border
In this exercise, you will add Page Borders to your
document.
1. In the Borders and Shading dialog box , click the Page
Changing borders and applying shading Border tab.
Or on the Page Layout tab, click the Page Borders
button in the Page Background group.
2. In the Art section, select any art picture.
3. In the Apply To section, select the Whole Document.
4. Click OK.
Page Backgrounds
You can add a background to your document such as a
Watermark, color or a texture.
Page background colors are applied by using the Page
Color button in the Page Background group. Fill effects
command at the bottom of the Page color menu allows
you to select effects from four different categories.
A watermark is a faint graphic image at the background of
Adding a page border a document.
46 Chapter 3

47. Practice
Applying Watermark
In this example, you will insert a watermark and apply a page color to
your document,
1. Click the Page Layout tab.
2. In the Page Background group, click the Watermark button.
3. Click one of the options. Word inserts the watermark on every
page of the document. You can also create a custom watermark
or insert a picture watermark.
4. Click the Page Color button in the Page Background group.
5. Choose a color on the menu. Word applies the background color
to the document.
To be able to print the document with the background color; The document with a page color and a
watermark.
1. Click the File tab; open the Word Options from the Background
view menu.
2. Click Display command on the left side of the dialog
box.
3. Under the Printing Options; check in the box Print background
color and images.
Columns
You can change the number of columns in a document or a section of
a document. You can create newspaper columns, parallel columns
and uneven columns before entering text or apply columns to existing
text.
Applying columns
Formatting Characters and Paragraphs 47

48. Practice
Creating Columns
In this exercise, you will create two columns in your document.
1. Select the whole document.
2. Click the Page Layout tab.
3. Click the Columns button in the Page Setup group; select
Two on the menu.
The Columns dialog box enables you to create and modify
the columns with several options.
To create a line between the columns;
1. Click the Columns button, and then click the More Columns
The Columns dialog box option.
2. Check the Line between box to apply a line between the
columns.
3. Click OK.
Creating a line between two columns
Tabs
Texts aligned with the space key are displayed improperly when the
document is reformatted or transferred to other computers. By using
the Tab key and Tab stops you can create and format documents
easier and faster.
Tab Styles
In Word, there are several Tab types: left, right, center, and decimal.
Left align tabs are the most used Tab style. By default, Word set left
aligned tabs every 1.27 cm.
The following example shows how to use tab stops. The dashed line
indicates the location of the Tab stop.
48 Chapter 3