Microsoft IT Academy MS Word 2010

Microsoft IT AcademyMS Word 2010

Lesson TwoRoberson—Fall 2011

HCHS: Creating Futures

The Open Command• The Open command is accessed from the

File Tab in the Backstage• Clicking File/Open brings up the Open dialog

boxThe Open dialog box looks very similar to the Save As dialog box.

Users sometimes get the two confused.The difference between Save As and Open is

that when using the Open command, the user has already created and saved the document.

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Parts of the Open Dialog Box

1Previous locations drop-down list.

2Navigation Pane-tells where you are in the file system and allows you to browse

3Look In List—allows the user to click a folder to see its contents 4

The Change View button allows the user to select from different view such as thumbnails or detail view.

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The Open Dialog Box1

The New Folder button allows the user to create a folder from the dialog box

2The Open Options Drop-down list

3File Name Box

4The Tools Button—allows for options accessible from the Backstage under Options/Save

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File of Type

1Files of Type drop-down list:• Clicking the Files

of Type list and selecting a file type will narrow the available files on the Navigation pane.

• Only files of that type will display.

Before click

After click

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Recent Documents• Users can click

the MY Recent Documents on the Open dialog box to view the last files opened in MS Word.

• This feature can help users who forget where they saved their work or what they named their file they were using last.

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Users don’t have to Open MS Word to open a file.

They can simply browse from My Computer or My Documents and double-click a file.

This will open the file in MS Word 2010.

My Computer

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CTRL + O CTRL + F12 CTRL + ALT + F2

Hot Keys to Open Files

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What are three ways to open a file in MS Word.

?

Check for Understanding

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The easy way to navigate through a document is using the scroll bars

Sometimes shortcuts are a more effective way of getting where you want to be

It is important to be able to go precisely where you would like to in a document because it saves time.

Navigating a Document

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PAGE UP/PAGE DOWN Buttons—move the user a page at a time

CTRL + Page Up—moves to the top of the current page

CTRL + Page Down—moves to the bottom of the current page

The Arrow keys—moves the user a character at a time

CTRL + the Arrow Keys—moves the user a word at a time left or right

Shortcuts for Navigation

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HOME key—Moves the user to the beginning of a line of text

CTRL + HOME key—Moves the user to the beginning of a document

END key—Moves the user to the end of a line of text

CTRL + END key—Moves the user to the end of a document

Shortcuts for Navigation

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SHIFT + F5—Returns the user to the last location visited in the document

Navigation Shortcuts

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I-Beam—The cursor takes the form of an I-Beam when clicking will place the user into a document to insert text.

Hand—the cursor takes the form of a hand if a user is hovering over a hyperlink.

Arrow—the cursor takes the form of an arrow if it will be used to select

The Mouse Pointer

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The amount of text showing on your screen depends on the size of your screen and the viewable area.

Ways to increase viewable text on your screen: Use Full Screen Reading View or Draft View Option Decrease Zoom Hide the Ribbon Buy a larger monitor!

How much text?

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Parts of the Scroll Bar

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NOTE: Navigating using the scroll bar does not change the position of the mouse

Some mouse devices have a scroll wheel.

Scrolling with the Mouse

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The default text mode in MS Word is Insert

When in Insert Mode, text is keyed to the right of the cursor position

Insert repositions the text to the right of the entry to a new position.

Insert is a toggle switch on the keyboard activated by the Insert key.

When clicked, it toggles from Insert to Overtype.

Overtype and Insert Modes

NOTE: It is important to remember that when in Overtype Mode, the user erases original text as new text is typed into the document.

If a user types over text without knowing the Mode has changed to Overtype, just click the undo button in the Quick Access Menu or use the Shortcut for Undo, CTRL + Z.

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Overtype and Insert Modes

CTRL + ZCTRL + Y

UNDOREDO

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MS Word Options

To change the default from Insert to Overtype, go to the Backstage from the File Tab and clickOptions/Advanced.

Most users prefer to use Insert.

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Users can select text using a variety of methods:

Dragging over text with their mouse

Double-clicking over a word selects the word

Triple-clicking over a paragraph selects the paragraph

Selecting Text

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CTRL + End and Down Arrow can select a paragraph

NOTE: the CTRL button allows the user to select nonadjacent text in a document

Example: Double click a word to select the word. Hold down CTRL Double click another word in another paragraph BOTH words are selected

Selecting Text

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Clicking anywhere in the document off of the selected text will deselect text

Clicking Select All from the Editing Group on the Home Ribbon selects all of the text in the document.

Selecting ALL Text

12CTLR + A—Shortcut to select all

text

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If text is selected and the Delete button is pressed, the text will be deleted.

Undo restores deleted text Review:

Backspace deletes to the left of the cursor position Delete deletes to the right of the cursor position

If the user types text as the last operation, the undo button removes the last typed text

Deleting Text

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When is the Undo button not useful? When saving or printing

The Save and Print command cannot be Undone using the Undo button

What Cannot be Undone?

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Undo and Redo Lists

• Users can click the drop-down arrow on the Undo button to view a list of commands that can be undone using Undo.

• The user can select a number of commands from the list to undo at once.

• However, the user wants the fourth command to be undone, commands one through three must be undone as well.

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It is important that users organize their files using Folders and Subfolders.

This makes finding documents much easier. Folders can contain files or other folders. A folder within a folder is called a subfolder. Subfolders help keep many files organized in

a hierarchical system of order.

Organizing Files

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Users can use either the Save As or the Open dialog box to create folders using the new folder icon

Users can delete folders from both dialog boxes by: Clicking on the file and clicking the delete

icon Right-clicking over the files and selecting

delete

Creating and Deleting Folders

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To create a subfolder from the Save As or Open dialog box1. Browse to the folder in which you would

like to create a new folder2. When you are in the folder, click the

New Folder icon and create the subfolder

A subfolder is simply a folder within another folder

Creating Subfolders

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You do not have to have MS Word open to organize folders

Users can click on My Documents or My Computer and Click New/Folder

Managing Folders from My Documents

NOTE: If you misspell a folder name, you can right-click the folder from My Documents and select Rename to correct the error.

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Users can Save a file from the Save As dialog box with a new name. This does not effect the older file with a

different name. It preserves the old file. When renaming a file from My Documents, it

changes the original file to a file with a new name. This effects the old file-it has been replaced. It

does not preserve the old file.

Saving vs. Renaming

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NOTE: It is important to backup data. How can you prevent losing data?

Saving often Save in more than one place Save on mobile drives as well as on your

computer Change the Autorecovery options to save more

often

Preventing Loss of Data

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The format in which a file is saved affects many things, such as application the file can be opened and viewed if the person to whom you sent the file will

likely be able to open and view the file if you will be able to open the file again in MS

Word 2010 if a person with an older version of MS Word

will be able to open the file

Saving in Different Formats

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Remember the default format for MS Word 2010 is the .docx format.

MS Word will automatically save in this format unless you choose a different format from the Save As dialog Box.

Default Format

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Users can change the default format in which MS Word will save from the Options setting of the File tab.

Changing Default Format from Options

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You can tell the type of file format a document is saved in by going to the file properties.

Which format?

1. File/Save As2. Click the drop-down

arrow beside Views3. Select Properties4. Read the file type

under the File Property column of the navigation pane

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Word can save in various formats including; Word 97-2003 Format (.doc extension—allows the

document to be opened in earlier version of Word) Rich Text Format (.rtf extension-can be opened from

a variety of platforms and retain some formatting) Portable Document Format (.pdf extension can be

opened in Adobe Reader) As a Word template (.dotx—saved in the templates

folder in MS Word and can be used with new documents.)

As a Web page (.html—can be opened in a browser)

File Types and File Extensions

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If you cannot open a file, check the file format from Start/My Documents

Browse to the document file and select View options/Properties You can see if the format is a type that is

compatible with MS Word.

Cannot Open a File?

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Cannot Find a File?From My Documents click the Type column heading at the top of the navigation pane.This sorts the files by file format:• All of the GIF

images are displayed first

• Next, the JPEG images are displayed

• Then a PowerPoint file and so on

NOTE: If you know the format the file is saved in, sorting by format or date created makes it easier to find.