introduction to word processing - extended · web viewusing microsoft word 2010 book 2 table...

Using Microsoft Word 2010Book 2

Book 2 of 33

Table of Contents

STARTING WORD...........................................................................................3CREATING A NEW DOCUMENT....................................................................6SAVING A DOCUMENT...................................................................................7ADDING TEXT TO AN EXISTING DOCUMENT..............................................8PRINTING A DOCUMENT...............................................................................9CLOSING A DOCUMENT................................................................................9FORMATTING TEXT......................................................................................10ALTERING TEXT SIZE..................................................................................11ALTERING FONTS........................................................................................11ALTERING THE ALIGNMENT.......................................................................12LINE SPACING..............................................................................................13OPENING A SAVED DOCUMENT.................................................................14INSERTING PICTURES.................................................................................20ADJUSTING THE WRAPPING STYLE ON A PICTURE................................21RE-SIZING & MOVING PICTURES...............................................................22PAGE BORDERS...........................................................................................23COPY & PASTE.............................................................................................28TABLES..........................................................................................................29BULLETS AND NUMBERING........................................................................32

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STARTING WORD

You may have an icon on your desktop for Word 2010 which looks like this, if so double-click on it

If you don’t have this icon on your desktop, click on the Start button and type ‘Word’ in the search box. Double-click on Word 2010 when it appears in the Start menu.

When Word is loaded you will see the application window that has a title bar displaying Microsoft Word – Document 1. The Word window has the standard Windows elements you would expect to see including a Minimise button, a Restore button and a Close button. As with any other window, you can resize and position the Word document anywhere on the screen.

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The opening screen is shown below

Title Bar RibbonTabs Help

Task Bar Scroll Bar

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Title Bar –displays the title of the current document.

Ribbon - The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups, which are collected together under tabs. Each tab relates to a type of activity, such as writing or laying out a page. To reduce clutter, some tabs are shown only when needed. For example, the Picture Tools tab is shown only when a picture is selected.

Taskbar – displays the Windows Start button and any currently open documents.

Scroll Bar – This is very important as you need it to move up & down the page. If you have a document that goes onto more than just one screen, then you will need to use the scroll bar to move up & down through the document. Practice using this, by clicking on the black up arrow and down arrow at the top and bottom of the scroll bar. You can also scroll by dragging the bar in the middle of the scroll bar up & down.

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CREATING A NEW DOCUMENT

Exercise 1

On screen, you should see the window - DOCUMENT 1 - and you should key in the following text. Before typing, click the No Spacing style template to ensure that there is no spacing between paragraphs.Note that when you start typing the text is inserted at a small vertical line on screen – the insertion point (). This moves with you when you key in your text.

IMPORTANT: - When you are typing in Microsoft Word, only press the Enter key to move down at the end of a heading or at the end of a paragraph. Do not press the enter key at the end of every line in a paragraph. When you are typing a paragraph just type through the side of the page and Word will move you onto the next line automatically.

Microsoft Word 2010 OverviewOffice 2010 can help organizations and their employees transform information into impact. New and familiar products, features, and functionality improve how people and organizations connect to co-workers, information, and business processes.

If you make an error as you are typing, press the [Backspace] key to delete characters to the left of the insertion point. The [Delete] key also deletes, but deletes the characters to the right of the insertion point. Once a document has been typed, you can edit it as many times as is necessary. Before you make a change, you will need to move the insertion point to the required position. To do this you can move the pointer with the mouse and click or use the Cursor Control keys:[ ] Up one line [] Down one line[] Left one character [] Right one character

If you make a mistake, click on the Undo button and it will undo what you did. You can hit Undo more the once and take things back a few steps.

If you Undo too far back, hit the Redo button.

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SAVING A DOCUMENT

Once you have checked your document, you should save it in your own space.

1. Click the File tab

2. Select Save or Save As.

3. Enter an appropriate file name (in this case call it Exercise1).

4. Select the correct drive. Choose this from the drop down list.

5. Click on the Save Button in the bottom right of the window.

Please note when you first save a document, “Save” & “Save As” do the same thing. However if you are resaving a document that you have opened and made changes to, they do not do the same thing. If you save a previously saved document using “Save”, it will just save the changes and keep the filename the same. If for some reason you want to change the filename or wish to keep the original document as is and save the changes into a different file, use “Save As”.

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ADDING TEXT TO AN EXISTING DOCUMENT

Exercise 1A

Add the following text at the bottom of the text you entered for Exercise 1.

Connect PeopleStreamline communication and collaboration between internal and external team members using the desktop productivity programs that many people rely on every day.Enable teams to modify, access, and save documents in a central location using Document Workspaces. In addition, the Shared Workspace task pane displays tasks, related documents, links, and member lists that notify you when your team members are online. Document Workspaces and the Shared Workspace task pane require Microsoft Windows Server 2003 running Microsoft Windows SharePoint Services.Share documents with team members and have control over what gets changed. Choose permission settings and allow coauthors to alter only the sections or formatting that you choose.Improve the efficiency of your meetings with Meeting Workspaces, which offer a centralized location for sharing agendas, visual resources, and other documentation. Meeting Workspaces require Windows Server 2003 running Windows SharePoint Services.Contact team members quickly with instant messaging, which can be displayed in most programs in Office 2003 Editions and lets you know when your team members are online. Online presence information requires Windows Server 2003 running Windows SharePoint Services.

1. Use “Save As” and save the document as Exercise1A.

2. Go to the next page and follow the instructions to print and then close the document.

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PRINTING A DOCUMENT

All documents should be correct before you print them. You should proof read and preview the document on screen before sending it to the printer.

1. Click the File tab

2. Select Print from menu

3. The Print dialogue box will appear.

4. Make sure that you choose the correct printer for the room you are in. You select this in the Printer Name box. Note the other options e.g. making more than one copy, printing only certain pages, etc.

5. Click Print and your document will print.

CLOSING A DOCUMENT

We now want to close the document. Click the File tab and select Close or click on the small cross in the top right hand corner.

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FORMATTING TEXTWord Processing packages have many features, which can be used to enhance the appearance of text within documents. The most common of these include the Bold, Italics and Underline features.

These features can be utilised by selecting the appropriate button.

BOLDTo make existing text bold, you should:

Place the cursor at the beginning of the text; click and drag the mouse

to the end of the text and the text should now be highlighted.

Click on the Bold button.

The text should now obviously be in bold type.

To make new text bold, you should: -

Click on the Bold button and everything you type will be in bold type

until you click the Bold button again to turn the feature off.

ITALICSTo alter existing text to italics, you should:

Select the text to be altered by clicking and dragging the mouse as

before, and when text is highlighted, click on the Italic button.

To make new text italic, click the Italic button before you type the text, and

when you wish to return to normal, click the Italic button again to turn it off.

UNDERLINEAs with the above features, if you wish to underline existing text, you should

select the text by clicking and dragging the mouse to highlight the block of

text, and then click on the Underline button.

To underline new text as you type, you should click on the Underline button to

turn it on, and when you have completed the underlining, you should click on

the Underline button to turn it off again.

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ALTERING TEXT SIZE

In addition to the formatting features mentioned before, it is also possible to change the size of your text. Normally, there will be a wide range of text sizes available to choose from - ranging from 8 points to 72 points. (A point measures 1/72 inch).

On the formatting toolbar there is a Point Size Box.

To see the sizes of text available, you should click on the arrow at the side of the box and list will drop down. You should then select the size of type you wish - remember the higher the number, the bigger the text will be. Usually, normal text is 12 points.

If you want to change the size of existing text, then you should select the text as before by clicking and dragging to highlight the block and then select the new type size.

Alternatively, you can select the text size before you begin typing.

ALTERING FONTS

Another formatting feature, which you may like to use when enhancing your documents, is the Font selection. This means that you can choose alternative styles of type.

This is a font named Times New Roman

This is a font called Courier New

This is a font called Comic Sans MS

To select an alternative font, you should click on the arrow beside the Font Box (which is on the ribbon beside the size box) and the list of fonts available will appear in a drop down list.

You can scroll down the list, and click on the font you decide to use.

Again, if you wish to change existing text, you should select the text by clicking and dragging the mouse to highlight the text, then select a new font.

If you wish to select a font before typing, you should select the font from the Font Box, type your text, and change back to the original font when required.

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ALTERING THE ALIGNMENT

Normally your lines of text would start at the left margin but it is possible to

alter the alignment of text to Left, Right, Centre or Justify.

To centre a single, existing, line across the page you simply place the cursor

anywhere on the line of text and then click on the Centre button on the

Toolbar.

You can also select the Centre button before you type in any text and you will

notice that the cursor is positioned in the centre of the line on your screen. All

your lines of text will then be centred across the page until you change the

alignment either to left, right or justify. These buttons are located beside the

Centre button.

Left alignment will make every line of text start at the left hand margin (like this)

Right alignment will cause every line to end at the right margin.

Justify will cause every line of text to start at the left margin and end at the right margin

Centering your line of text would result in this.

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LINE SPACING

Normally documents are typed in single-line

spacing but you could select 1.5 line spacing, or

double line spacing by clicking the Line Spacing

button.

You can select the different line spacing’s from

the Line Spacing button within the Paragraph

group by clicking the Paragraph launcher.

Ideally, you should select the line spacing before you start to type your

document, however you can highlight blocks of text that have been entered

and alter the line spacing.

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OPENING A SAVED DOCUMENT

If you wish to retrieve a document that you saved, you need to open the document back up. It may be that you were half way through an exercise and you wish to open it back up to complete it.

When you are opening a document you don’t need to type in the filename it can all be done by using the mouse.

1. Click on the File tab

2. Select Open.

3. Select the correct location.

4. Click on the filename of the document that you wish to open. It should become highlighted in blue.

5. Click on the Open button.

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Exercise 2 Create a new document and enter the following text. Click on the File tab and select New/Blank document then Create.

Many Scots viewed the Union of the Crowns in 1603 as a disaster. It created the problem of one king ruling over two parliaments. To James VI & I the English Parliament was by far the more important of the two houses. He assured the English that Scotland would eventually anglicise. At the time, his plan for a Union of Great Britain proved unpopular on all sides and it was quietly abandoned; it was his son, Charles I, who continued the plan.

Charles saw himself as the divinely appointed leader of society, who should be obeyed as such. He sought to bring the Scots Kirk into conformity with England by effectively using his Scots bishops to run Scotland for him. The King, however, had touched a raw nerve in the Scottish people - religion was the politics of the 17th century.

1. Check the document for errors and fix any errors on the page.

2. Save the document as Ex2.

3. Add the following text to the bottom of the document.

The signing of the National Covenant has been called the biggest event in Scottish history. In essence it was a document, signed by the Nobles, Ministers and thousands of ordinary Scots, who pledged themselves to defend Scotland’s rights. It contained radical demands for changes in Scotland's governance.

The Covenant demanded a free Scottish Parliament and a free General Assembly, which means free from the King’s interference. It demanded the abolition of bishops, who had blindly served the King and limited the power of the King by inflating the role of Scotland’s nobles and Kirk. The medieval order of divinely appointed Kings was truly over.

4. Go to the top of the text and add the following as a title.

The National Covenant

5. Format the heading you have just created to Comic Sans MS with font size 14 and Bold. Centre align the title as well.

6. Re-save & close the document.

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Exercise 3Create a new document and enter the following text.

In the autumn of 38 the British PM effectually signed away most of Czechoslovkia to Hitler.

The rest of it, within months, Hitler walked in and conquered.

“Oh dear," said Mr Chamberlain, thunderstruk. "He has betrayed my trust."

Only half his troops carried one reload of amunition because Hitler knew that French morale was too low to confront any war just then and 10 million of 11 million British voters had signed a so-called peace ballot.

It stated no conditions, elaborated no terms, it simply counted the numbers of Britons who were "for peace".

The slogan of this movement was "Against war and fascism" - chanted at the time by every Labour man and Liberal - a slogan that now sounds as imbecilic as "against hospitals and disease".

In blunter words a majority of Britons would do anything, absolutely anything, to get rid of Hitler except fight him.

1. Use the spell checker to fix the three deliberate spelling mistakes in the

text.

2. Add the heading Peace for our Time and make it Bold & Underlined, with font size 16.

3. Highlight the rest of the text in the document and change the font to

“Verdana” with a size of 12.

4. Add “and many moderate Conservatives” after “Liberal” in the 2nd last

paragraph.

5. In the first paragraph change “British PM” to “British Prime Minister”.6. In the first paragraph change “38” to “1938”.

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7. Add a header with the title Chamberlain and Hitler. To do this, select the

Insert tab and click Header within the Header & Footer group.

8. Click the header or footer design that you want.

9. Type your header

10.Save and close the document as War and Peace.

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Exercise 4

Create a new document and enter the following text.

You will need to use Right Alignment when entering your own Name & Address. You can use Insert and then Date & Time from the Text group to insert today’s date. Use Bold & Underline for the FAO.

<Your own Name><Your Address>

<Your Postcode>

<Today’s Date>

F.A.O. Mr. SmithEmpire PLC,20 Castle RoadQueens Park Industrial EstateEdinburgh

Dear Mr. Smith

I am currently seeking a new appointment and I am writing to enquire whether someone with my background, experience and qualifications can be of interest to you.

As you will see from the enclosed CV, I have extensive experience as a Business Development Manager. Where my responsibilities have varied according to the requirements of each Company.

Obviously the CV cannot cover the full range of these responsibilities or involvements; therefore I would welcome the opportunity to meet you and to discuss any of these specifics, particularly those that may be of relevance, or, of interest to your organization.

I look forward to hearing from you at your earliest opportunity.

Yours sincerely

<Your own Name>

1 Format all the paragraphs using Left justification.

LeftJustification

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2 Spell Check the document. Things that are underlined in Red are

spelling mistakes and things that are underlined in Green are grammar

mistakes. However, the computer may get it wrong, so do not always

assume that it is a mistake just because the computer thinks it is. For

instance if you are typing in a name, the computer may not recognise this

and will tell you it is a spelling mistake. If the computer tells you that it

thinks something should be changed and you know it is correct, click on

Ignore. If it is a mistake click on Change to let the computer change it for

you, although if it is a spelling mistake, make sure the computer is

substituting the correct word for the word you typed incorrectly.

3 Proof-read and save this document as Letter1. Close the file.

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INSERTING PICTURES

1 Click Insert and then Clip Art from the Illustrations group.

2 If you want to use a picture you have saved or downloaded from the web,

then click on Insert and then Picture.

3 If you selected “Clip Art” the clip art task pane will appear to the right hand

side of your document. You can type in a description of the kind of picture

you want and search for it by clicking on the Go button. Scroll through the

pictures that appear which match your search criteria and choose the one

you like the best. To insert the picture into the document, just click on the

middle of it.

4 If you selected Picture you must select your picture from where it is

located on your drive.

5 Once you have successfully selected a picture if should appear in your

document. When it first appears it will be treated as if it was a single

character and basically treated like anything else you have typed. You can

centre align it, right align it, space or tab before it to move it, delete it with

backspace, etc. However you may find this a problem, if you want to

position the picture in a certain place on your document.

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ADJUSTING THE WRAPPING STYLE ON A PICTURE

Wrapping allows you to adjust the way the text on a document flows around a

picture. You can set the text to flow above & below a picture, or to flow all

around it like in a newspaper. You can even set it so that the text ignores the

pictures and goes on top of it or below it. In many cases we don’t want the text

to wrap around the pictures, as we want the ability to position the pictures

wherever we want. In this case you should set the wrapping to “Behind Text” or “In Front of Text”. Below are 2 methods of doing this.

The first method is to click on the middle of the picture

and then Click Format/Text Wrapping in the Arrange group.

A drop down menu appears when you click on this

button; in this case we will choose “In Front of Text” from the menu. You should experiment with the

difference types of wrapping. Tight wrapping is a very useful one, which gives

you newspaper style wrapping.

Once you have set the picture to be “In Front of Text” you can move the

picture freely. It doesn’t matter which method you used to set it to be “In Front of Text”. To move the picture move the pointer over the middle of the

picture and hold down the left button and then drag the picture into place.

Release the button once the graphic is in place.

Another method to adjust the wrapping is as

follows:-

Right-Click on the middle of the picture.

Select Text Wrapping from the menu.

Choose In front of text.

Then click on the OK button.

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RE-SIZING & MOVING PICTURES

To move a picture is easy if you have carried out the procedure on the

previous page and set the picture to “behind text” or “in front of text”. Simply

move over the middle of the picture and the pointer should change to a cross,

then hold the left button down and move the mouse. The picture will move

with you as you move the mouse. Release the mouse button once you have

positioned the picture where you wish it to go.

When re-sizing pictures it is best to do it from one of the corners. If you don’t

do it from one of the corners then you are likely to stretch the picture out of

proportion and it will look silly. Move the mouse pointer over one of the 4

corners, the pointer should change to a diagonal line with arrows. When you

get this, hold down the left button and move the mouse in or out diagonally.

This will cause the picture to re-size. Once you have achieved the correct size

of picture release the mouse button.

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PAGE BORDERS

To insert a border around the whole page do the following: -

1 Click on the Page Layout tab.

2 Click on Page Borders

3 Click on the “Page Border” tab at the top of the window that appears.

4 You can select a normal line border and you can choose the style of line. You can also select whether to have a border around the left, right, top & bottom. You may want a border just at the top & the bottom. You can adjust the thickness of the line & the colour.

5 The one which we are going to use for the next exercise is ART. So click on the Art drop down menu at the bottom of the window. Select the border you like best from the list and click on it.

6 Then click on the OK button.

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Exercise 5

1 Start a new document and set the page layout to Landscape. To do this, click Page Layout/Orientation/Landscape.

2 Set the left, right, top & bottom margins to 2cm by clicking, Page Layout/Margins/Custom Margins.

3 On this exercise it is easier if you set the Zoom to “Whole Page”. Do this by selecting the View tab and then click on the zoom level button, and selecting whole page from the dialog box.

4 Type in the text & create the poster shown below. The

suggested font size is 72 and the suggested font style is .

5 Centre each line on the poster.

6 Set the line spacing style to Normal for all three lines.

7 Insert pictures by clicking, Insert/Clip Art from the Illustrations group.

8 Add footer with your name & today’s date. Do this from Insert/Footer in the Header & Footer group.

9 Insert a border of your choice.

10 Save the poster as Sports Day.

11 Close the document.

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Exercise 6

1 Enter the following menu into a new blank word document. Use the Date & Time option from the Insert tab within the Text group, to put today’s date

at the correct place on the menu as shown below.

2 Set the left, right, top & bottom margins to 2cm. Do this from Page Layout/Margins/Custom Margins.

3 Save the document as Menu.

4 Close the Menu document.

MenuVegetarian Dinner – {Insert Today’s Date Here}Leek and Potato SoupCream of Chestnut SoupBrie and Herb PateSpicy Spinach Pate

Lentil and Mushroom Au GratinVegetable RisottoSpaghetti Rosetta

Selection Of Fresh Country VegetablesBrown Bread Ice Cream with Hazelnut SauceStrawberry and Almond Delight

Cheese and Biscuits

Coffee and Mints

£15.50 Including Service Charge

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Exercise 7

1 Open the Menu document you typed in earlier.

2 Refer back to the notes on the previous pages as required and try the

following.

3 Centre the text on each line.

4 Change the heading MENU to Font Style Comic Sans MS , select Font Size to 48. Make it Bold &

Underlined and change the Font Colour to Dark Blue,

using the Font Colour button within the Font group.

5 Change VEGETARIAN DINNER - 4 APRIL 1995 to

Comic Sans MS with size 14, and a colour of Dark Red.

6 Change the rest of the menu to Lucida Sans Unicode with a size of 12 and

keep the colour Black.

7 Insert appropriate clipart. Resize and move them to match the menu on

the last page as closely as possible. (Look at the instructions on the previous pages if you get stuck.)

8 Add a page border to the menu, using page border Art.9 Compare your menu with the menu on page 27 of this book. It should be

almost identical to it or at least as close as possible.

10 Save the document as Menu2. Close the document.

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MENUVEGETARIAN DINNER - 06 MAY 2023

LEEK AND POTATO SOUPCREAM OF CHESTNUT SOUP

BRIE AND HERB PATESPICY SPINACH PATE

LENTIL AND MUSHROOM AU GRATINVEGETABLE RISOTTOSPAGHETTI ROSETTA

SELECTION OF FRESH COUNTRY VEGETABLESBROWN BREAD ICE CREAM WITH HAZELNUT SAUCE

STRAWBERRY AND ALMOND DELIGHT

CHEESE AND BISCUITS

COFFEE AND MINTS

£15.50 INCLUDING SERVICE CHARGE

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COPY & PASTE

When mastered, copy & paste can save a lot of time, and become an

invaluable tool when word processing. First of all we must understand the

difference between “Cut & Paste” and “Copy & Paste”. When you “Copy &

Paste” you are making an exact copy of the selected text and the original text

is left untouched. When you “Cut & Paste” you also make an exact copy,

however the original text you selected is deleted.

.

Once you have highlighted the text, click on the Cut or Copy buttons on the

toolbar. Then go to the position in the current document or the position in a

different document, where you want to copy the text into. Once you have

positioned the cursor correctly, click on the paste button and the text should

appear.

Exercise 8

1 Open up Exercise1A.doc2 Cut out the last two paragraphs and paste them above the paragraph

beginning “Streamline communication and…..”

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3 Copy the first paragraph, not including the heading above it, and paste it at

the end of the document, so it becomes the last paragraph in the

document. Resave the document.

TABLES

To insert a table you need to go to Insert/Tables and then

drag your mouse to draw your table.

Alternatively, select Insert/Table/ Insert Table and enter

the number of columns and rows you need. It is possible

to add extra columns and rows later, but if you know how

many columns you will be needed it is best to enter the

amount at this point. Once you have chosen the correct

number of columns and rows, click on OK.

Exercise 9

1. Create the following table, it should have 7 rows and 3 columns.

PC PASSPORT UNITS & LEVELS

Beginner Intermediate Advanced

Internet Internet Internet

Word Processing Word Processing Word Processing

Spreadsheets Spreadsheets Spreadsheets

Presentations Presentations

Databases

2. To join the top 3 cells together, highlight all three cells and then click on

the Merge Cells button from Layout/Merge.

3. Set the foreground colour of the text in the top cell, which contains the

Colour the background of the cells, as shown above;

using Design/Shading. (Row 2 should have a Gold

background).

4. Save the document as Table.

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5. Close the document.

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Exercise 10

1. Create a new document, and insert a table with 4 columns and 3 rows.

2. Adjust the width of the columns:

Set Column 1 to 2.5 cm

Set Column 2 to 3 cm

Set Column 3 to 2.5 cm

Set Column 4 to 2 cm

3. Save it as hotel.doc.

4. Add the following data to the table.

Resort Hotel Rooms Rating

Bermuda Elbow Beach 300 *****

Gambia The Heights 204 ****

5. Modify the table to include an extra column between Rooms and Rating

and an extra row at the bottom. Enter the title Price £pppn, and enter

the data as shown below.

6. Format all headings so they are bold and centred. Re-size columns

where necessary to accommodate the text.

7. Format the Rooms data and Price £pppn data so that the numbers are

right aligned.

8. Centre the stars in the Rating column.

9. Sort the table by Rooms ascending.

10. Save and close the document.

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Resort Hotel Rooms Price £pppn Rating

Bermuda Elbow Beach 300 600 *****

Gambia The Heights 204 350 ****

India Fort Aguada 250 220 ****

Exercise 11

1. Open the document Vacation

2. Shade the row containing the headings to be yellow

3. Set the height of each row to be 1cm

4. Delete the row containing information on S Westgarth

5. Sort the table by Days Holiday descending

6. Save and close the document

1.

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BULLETS AND NUMBERING

Exercise 12

1. Create the following document with text as shown below, using bullets where appropriate. Use the font style Verdana, size 14 throughout.

2. Type in the heading and centre it.

3. Before you start entering the items in the recipe, select the Bullets down arrow in the paragraph group.

4. Choose a red square bullet.

5. If you don’t see a customised red bullet, you will have to create your own coloured bullet by clicking on Define new bullet and changing the colour to red.

6. Enter the items in the recipe, remembering to press Enter at the end of each item, which will automatically give you a new bullet point.

7. Save the document as Recipe.

8. Close the document.

Roasted Marmalade Ham Recipe

3-4kg/7-8 and-a-half lb middle cut gammon with the knuckle left on

2 carrots, roughly chopped 2 sticks of celery, roughly chopped 2 bay leaves 16 black peppercorns 1 bouquet garni (a piece of leek, celery, a bay leaf, a sprig of

fresh thyme) 2 oranges 2 tablespoons sea salt tablespoons freshly ground black pepper 1 jar best thin-rind marmalade a handful of fresh rosemary, leaves picked

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