what s new in word 2010 - user guide
TRANSCRIPT
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What's new in Word 2010?
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Microsoft Word 2010 not only has improved some of its existing features, it also has some brand new
functionality too. These improved and new features will only work in the new 2010 file format which is
DOCX, so ensure that the document has been saved in the DOCX format before attempting to use them.
You should read the shaded box below.
Important note: When opening a document in Word, it will automatically open in 2003 Compatibility Mode.Compatibility Mode enables people to work together in documents regardless of whether they have been
migrated to 2010 or not. While working in this mode, some new features, although available, may not
function as expected. Compatibility Mode will continue to be the automatic opening file format until everyone
at A&O has been migrated. Once this happens, we will then be able to move to the new file formats.
To use the features in this document: To gain full benefit of the 2010 features detailed in this document,
you need to take specific action to save your document in 2010 as a DOCX file. The only way you should do
this with a Word document is to use the Conver t button located on the Allen & Overy tab in the Tools group
and choose Upgrade to .docx from the dropdown. This will ensure that everything in the document is
converted into 2010 format. Check that the document is in DOCX format by saving, closing, re-opening and
checking the title bar for DOCX before you start working on it . Consider that some of these new features will
not be available if the DOCX format is opened into 2003.
This guide covers the following topics (note that all of these features are covered in the What's New in
Word? course):
Tables Views SmartArt
Equations Document Navigation Pane Mini Translator
Themes Quick Parts Photo Effects
Picture Compression Background Removal Tool Screenshot
Important note: While working in an A&O document, the Allen & Overy tab should be used to apply any
styles. Avoid the use of the Styles gallery and Change Styles button on the Home tab as this does notcontain A&O styles and will cause a conflict with any existing styles in the document. You should acquaint
yourself with what is on the Allen & Overy tab and use the functionality from there over and above anything
similar that exists on another tab.
Tables
Word Tables now offer some enhanced features, as well as a new feature called Quick Tables. Consider
the document layout when using Quick Tables as these are provided by Word 2010, and do not contain any
standard tables provided by A&O. You can even create your own table and add it to the Quick Tables list
so that you can re-use it quickly in the future.
1. How to insert a table
(a) Click on the Insert tab
(b) Click on the Table button and either drag over the grid to select the
number of columns and rows required in the table or choose the
Insert Table… option (outlined in red)
2. How to access Quick Tables
(a) Click on the Insert tab and click the Table icon
(b) Select Quick Tables (outlined in blue) to open the panel of built-in
tables. Click on the table of your choice to insert it into the
document
(c) Complete the table as normal
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3. Adding a table to Quick Tables list
If you find that you are repeatedly creating the same table layout (formatting, borders, shading) for
your documents, add the completed table to Quick Tables.
(a) Create a new, blank table in the document. Format the table as required, e.g. borders,
shading, alignment etc(b) Select the table, click on the Insert tab and click the Table icon
(c) Select Quick Tables
(d) Click Save Selection to Quick Tables Gallery… at the bottom of the box. In the Create
New Building Block box, give the table a name and a description
(e) Click OK
Views
Word has always provided a selection of views whilst working within a document. A new view, Full Screen
Reading, disables all the Ribbon and toolbars and provides useful options, for example the ability to
increase the text size for easier reading.
IMPORTANT: While working in an A&O legal document, the recommendation is to work in Draft view, to
enable the Style bar on the left of the screen to be viewed. It is also recommended that you work with the
Show/Hide button switched on, especially when working with styles. The End of Paragraph marker needs
to be selected when applying styles as this ensures the entire paragraph is selected and avoids styles and
formatting being applied to only part of a paragraph (rather than the whole), which may cause problems in
the document.
How to switch to a different view:
While in a Word document, choose the view from the icons in
the bottom right hand corner of the screen:
Print Layout – same as in 2003
Full Screen Reading –
once in this view, choose View Options in the top left corner of the screento change viewing options
Web Layout – viewing the document as it would appear on a Web page
Outline – useful for viewing a document containing styles. This can also be used to move large
amounts of text around a document without having to select the text first
Draft – replaces the 2003 Normal view
SmartArt
SmartArt is a new feature in Word 2010 and is available across all the Microsoft 2010 applications.
SmartArt can be quickly and easily created and offers a visual representation of information to effectively
communicate messages or ideas.
When you create a SmartArt graphic, you are prompted to choose a type of SmartArt graphic, such as
Process, Hierarchy, Cycle, or Relationship. Each type of SmartArt graphic contains several different layouts.
After you choose a layout, it is easy to switch the layout or type of a SmartArt graphic. Most of your text and
other content, colours, styles, effect, and text formatting are automatically carried over to the new layout.
IMPORTANT: If SmartArt is going to be used externally, be aware that Word 2010 colour options will be
used rather than A&O brand colours.
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1. How to add a SmartArt graphic
(a) Position your cursor in the document
where you want the SmartArt to appear
(b) Choose SmartArt from the Insert tab
on the Ribbon(c) Select the SmartArt required from the
box and click OK when done
(d) Enter text by clicking into [Text] in the
Text pane, then type your text
Note: Text can be copied and pasted into
[Text] if required
2. How to add or delete shapes in SmartArt
(a) Click into the existing shape closest to the position for
the new shape
(b) Click on the Design tab, click the arrow under Add
Shape and choose to Add Shape After or Add Shape
Before
(c) Click into the Text pane, click an existing shape, click before or after the text where the new
shape needs to appear and press Enter
Note: To delete a shape, click the shape to be removed and press Delete on the keyboard
3. How to change the colours of an entire SmartArt graphic
(a) Select the SmartArt graphic
(a) Click Change Colors on the Design tab
4. How to apply a SmartArt Style to a SmartArt graphic
(a) Click the SmartArt graphic
(b) Choose the More option on the SmartArt Styles group
on the Design tab
Equations
Equations have now been improved in Word 2010. You can choose from a library of example equations, or
you can create your own equation from the vastly improved Symbols and Structured groups on the Design
tab.
How to insert an equation into a document
(a) Before using this feature, ensure the document has been saved into a DOCX
format using the Convert button (ensure you have read the opening paragraphs
of this document regarding the DOCX format)
(b) Position the cursor where the equation is to appear
(c) Click on the Insert tab and choose Equation – this is a two part button:
The dropdown provides a library of pre-created equations that can be edited
The button inserts an empty equation field into the text of the document, ready for theequation to be built using the symbols on the Design tab
(d) Click into the text outside the equation to save the changes
(e) Double-click to edit the equation
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Document Navigation Pane
In Word 2003, you could use a feature called the Document Map to navigate quickly through a document. In
Word 2010, the Document Map has been replaced by the Document Navigation Pane. You can now
search for text. The new Navigation pane can help you find text, tables, graphics, comments, footnotes or
endnotes, and equations. You can also get a quick look at the structure of your document and you canchange the structure by dragging headings inside the Navigation pane.
1. Three ways to switch on the Document Navigation Pane
(a) Click on the View tab and tick the Navigation Pane option in the Show group. The
Navigation Pane is displayed on the left side of the document
(b) Click on the Home tab and in the Editing group click Find and the Navigation Pane will
open
(c) Press Ctrl & F and the Navigation Pane will open
2. How to search for text
(a) To search for text in the document, type the required text
into the Search Document section of the Navigation
Pane
(b) Click on a result to see it in the document, or browse
through all the results by clicking the Next Search Result
and Previous Search Result arrows (outlined in red)
3. How to search for other document elements
(a) Click the arrow next to the Magnifying Glass, and then
click the option that you want
(b) Follow the above instructions for moving through the
results
4. How to view a thumbnail image of pages
(a) In the Navigation Pane, click the Browse the pages in
your document tab
(b) To go to a page in the document, click the thumbnail
image
5. How to browse by headings
(a) In the Navigation Pane, click the Browse the headings
in your document tab
(b) To go to a heading in your document, click the heading
(c) To show or hide the subheadings under a heading, click
the triangle next to the heading
6. How to change the document structure
(a) In the Navigation Pane, click the Browse the headings in your document tab
(b) To move part of the document, click the heading and drag it to a new location
Note: If working with Track Changes, the text will appear as deleted from the original position and
inserted at its new position
Mini Translator
The Microsoft Office Mini Translator is a new feature and offers a translation option while working in your
document. You can point to a word or selected phrase with the mouse and the translation displays in a small
window. The Mini Translator includes a Play button so you can hear an audio pronunciation of the word orphrase, and a Copy button so you can paste the translation into another document. Note: Mini Translator
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is only available in Word, Outlook and PowerPoint.
IMPORTANT: This should not be used to translate whole documents. Contact The Bridge for translation
services.
1. How to set up the Mini Translator
(a) Select the Review tab on the Ribbon.Click on the Translate button in the
Language group and select Choose
Translation Language...
(b) Translate to: – chooses the language
to be used to automatically translate
words or phrases when clicking into,
or selecting, text in the document
(c) Choose document translation
languages – chooses the language
for translation when using the
Translate Selected Text option onthe Translate button
(d) Choose the languages to translate
from and to
(e) Translate from: – although this offers
other language choices, only English
(U.S.) option is offered
2. How to use the Mini Translator
(a) Click the Review tab, click Translate, and then choose Mini
Translator
(b) Select some text and the translation will appear above thetext
3. How to use the Research option
(a) Point to a word in your document
(b) To open the Research pane, click Expand (outlined in red)
in the Mini Translator
(c) Use the Play button (outlined in blue) to hear an audio
version of the word. Ensure the sound on your PC is
switched on before using this feature
4. How to switch off the Mini Translator
To stop the translations appearing on your text, reset the Mini Translator Language to English
(U.S.)
Photo Effects
Word 2010 offers some of the new photo effects found in PowerPoint 2010 that can be used to edit a picture
in your document. You can change the brightness and contrast, and also re-colour the picture. If there are a
lot of images in your document, be aware that this feature can make the document very large.
IMPORTANT: A&O provides a large library of images on the intranet in the Global Image Library. Images
can also be used from the Microsoft ClipArt Library, which can be inserted from the Insert tab. Considercopyright issues for any image taken directly from the internet.
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How to apply a photo effect
(a) Click on the picture in your document
(b) From the Picture Styles group, on the Picture Tools/Format
contextual tab, choose the following:
Picture Border – changes the colour of the border around
the picture
Picture Effects – enables different effects to be applied to
the picture
Picture Layout – will add the picture to a SmartArt graphic, so text can be added
The More option – select this to open the gallery containing the photo effects. Move over
each option to see how the effect will change your picture
(c) In the Adjust group, on the Picture Tools/Format contextual tab,
choose the following:
Corrections – allows you to apply sharpening, softening,
brightness and contrast to the picture
Color – enables you to change the overall colour of the
picture
Artistic Effects – provides different effects that can be
applied to the picture
Note: You can reset the picture back to its original state by
clicking on Reset Picture
Picture Compression
Pictures or images within your document can dramatically increase its size. You can reduce this by
compressing the pictures or images. Be aware that there may be a change in the quality of the picture or
image once it has been compressed.
How to compress a picture or image
(a) Click on the picture in your document
(b) Click on the Compress Pictures button on the Picture
Tools/Format contextual tab
(c) Select the options you require
(d) Target output: the lower the ppi (pixels per inch), the lower the
picture resolution so there may be some changes to the image
quality in the document
(e) To set the picture back as it first appeared in the document, click
on Reset Picture
Background Removal Tool
The Background Removal Tool is a new feature in Word 2010 and is available across all the Microsoft
2010 applications. Pictures can be used in Word to emphasise a point and generally support information or
data. A picture may do this better if parts of it (perhaps the background) are removed.
IMPORTANT: A&O provides a large library of images on the intranet in the Global Image Library. Images
can also be used from the Microsoft ClipArt Library, which can be inserted from the Insert tab. Consider
copyright issues for any image taken directly from the internet.
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How to use the Background Removal Tool
(a) Insert the picture or image into your worksheet, and click on it
(b) Choose Remove Background from the Picture Tools/Format
contextual tab
(c) PowerPoint makes an initial guess about what to remove and
puts a purple mask over the area that is about to be removed. If
correct, click on Keep Changes, on the Background Removal
tab
(d) If the guess is incorrect, drag the rectangle to fit around the
required object. Click Mark Areas to Remove button and draw
lines over the unwanted areas
(e) If part of the object is under the purple mask, use Mark Areas to Keep to indicate the areas that
need to stay
(f) Choose Keep Changes to accept all the changes
(g) Choose Discard All Changes to revert the picture/image back to its original state
Screenshot (built-in screen capture tool)
A new feature available across all Microsoft Office 2010 applications is Screenshot, the built-in screen
capture tool. When you click on Screenshot on the Ribbon, the tool will automatically take screenshots of
all the open applications on your computer (that are not minimised) and these can then be inserted directly
into your document. This is particularly useful if you want to include screenshots with instructions. Whereas
Screenshot captures the whole screen, there is an additional Screen Clipping feature which enables you to
capture smaller selections.
Note: Screenshot will not include a screenshot of the application you are currently working in.
1. Adding images to the Screenshot gallery
(a) Click on the Screenshot button on the Insert tab
(b) The screenshots will automatically appear in the Available Windows
gallery
(c) Click on the required screenshot to add it to the document
(d) Click on the image and choose the Crop tool from the Size group on
the Picture Tools/Format contextual tab to remove sections of the
screenshot that are no longer required
2. Using the Screen Clipping tool
(a) Before using the Screen Clipping tool, use Alt & Tab to navigate to the
screen from which you want to take the Screen Clipping. Return to
Word and choose the Screen Clipping tool
(b) Select Screen Clipping and the entire window will temporarily become
opaque or "frosted over"
(c) Click and drag to select the part of the window that is required. The selection will show
through this opaqueness
(d) The screen clipping will automatically be added into the slide in the document in Word