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Word 2010 Basics

(with Windows 7)

Written by Moiya McAtee

© VisAbility – Guide Dogs WA

VisAbility – Guide Dogs WAThe Perron Centre

SKILLS YOU WILL LEARN IN THIS TRAINING MANUALSKILLS YOU WILL LEARN IN THIS TRAINING MANUAL

Create Documents

Create simple documents Add data to documents Use formatting tools such as find and replace, spell check, undo, copy and

paste

Customise Basic Page Layout

Access and use Ribbons and menus Change alignment and line spacing Modify page margins Change font formats such as size Open and switch between several documents

Format Documents

Use formatting features such as bold, italics and underline Insert headers and footers Save documents in another file format such as html pages, text or pdf files Save documents to disk such as USB drive

Create Tables

Insert a table into a document Change size of cells in relation to contents Insert and delete columns and rows as necessary Use table styles to format table

Add Images

Insert suitable images such as clipart or pictures into a document Position and resize images to suit the document

Use Mail Merge

Create and save a mailing list in a layout suitable for merging Create or select another document for merging Merge the mailing list with another document

Print Documents

Preview documents in print preview Select basic print settings such as print range, number of copies, paper size

and page orientation Print a document or part of a document from selected printer

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Table of ContentsUse the table of contents below to navigate within this document.

Press Up or Down Arrow to locate the required topic and then place the cursor within the line of text and then press Enter to move directly to that topic. To return to the Table of Contents, press Alt Left Arrow, (ZoomText users will need to pass through by pressing Alt Pause).

Introduction..............................................................................................................11Assistive technology versions................................................................................11Before you start......................................................................................................11How to get the best from the training manual.........................................................11Files used in this Training Manual..........................................................................12Conventions used in practical and review exercises..............................................13Time to get started.................................................................................................13

Chapter 1. Review of Windows 7 Operating System.........................................15General Shortcut Keys...........................................................................................15General Procedures...............................................................................................17

Chapter 2. What’s New in Microsoft Word 2010.................................................21What’s New in Microsoft Word 2010?....................................................................21Start Microsoft Word 2010......................................................................................21Alternative Ways to Start Microsoft Word...............................................................22The Word 2010 Window.........................................................................................22Default Settings......................................................................................................25File Format.............................................................................................................25Quick List Keystrokes.............................................................................................26

Chapter 3. 2010 and Compatibility Mode............................................................27Features Available in Each Mode...........................................................................27Convert a Document to the Word 2010 Mode........................................................28Save 2010 Mode Documents to Pre 2010 Versions...............................................28Quick List Keystrokes.............................................................................................29

Chapter 4. Screen Information and Settings......................................................31Access Screen Information....................................................................................31View of Documents and Word Window..................................................................34Quick List Keystrokes.............................................................................................35

Chapter 5. Change Settings for Assistive Technology.....................................37Turn Off Click and Type.........................................................................................37Turn Off the Mini Bar..............................................................................................37Oops from the Keyboard........................................................................................38Quick List Keystrokes.............................................................................................38

Chapter 6. Create Documents..............................................................................39Introduction............................................................................................................39Navigate within a Document...................................................................................40Save a Document...................................................................................................40Close a Document..................................................................................................41Exit Microsoft Word 2010.......................................................................................42Word Wrap.............................................................................................................42Create, Save and Close a Document.....................................................................43Retrieve a Document..............................................................................................44

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Move between Open Word Documents.................................................................45Pin/UnPin Documents to the Recent List...............................................................45Print a Document....................................................................................................46Quick List Keystrokes.............................................................................................47Review Exercises...................................................................................................48

Chapter 7. Edit Text..............................................................................................51Proofread Documents............................................................................................51Select Text.............................................................................................................52Select and Edit Text...............................................................................................54Quick List Keystrokes.............................................................................................55Review Exercises...................................................................................................56

Chapter 8. Language Settings, Spell Checker and Synonyms.........................59Set the Language...................................................................................................59Spelling and Grammar Checker.............................................................................60Use Synonyms and the Thesaurus........................................................................66Quick List Keystrokes.............................................................................................67Review Exercises...................................................................................................67

Chapter 9. Help in Windows and Word...............................................................69Help in Windows 7..................................................................................................69Help in Word 2010..................................................................................................70Get Help for Specific Features...............................................................................71Quick List Keystrokes.............................................................................................73Review Exercises...................................................................................................73

Chapter 10. Text Formatting...............................................................................75Word 2010 Font Default Settings...........................................................................75Format Characters.................................................................................................75Quick Formatting....................................................................................................81Word Count............................................................................................................82Quick List Keystrokes.............................................................................................83Review Exercises...................................................................................................84

Chapter 11. Paragraph Formatting....................................................................87What is a Paragraph...............................................................................................87Paragraph Default Settings....................................................................................88Create Random Text..............................................................................................91Paragraph Formatting............................................................................................91Before and After Spacing.......................................................................................95Quick List Keystrokes.............................................................................................97Review Exercises...................................................................................................97

Chapter 12. Copy and Move Text.....................................................................101Copy and Move Text............................................................................................101Quick List Keystrokes...........................................................................................104Review Exercises.................................................................................................104

Chapter 13. Bullets and Numbering................................................................107Bullets and Numbering.........................................................................................107Quick List Keystrokes...........................................................................................109Review Exercises.................................................................................................109

Chapter 14. Page Formatting...........................................................................111Page Setup..........................................................................................................111Vertical Page Alignment.......................................................................................113Headers and Footers............................................................................................114

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Page Numbers.....................................................................................................115Pagination............................................................................................................117Page Borders.......................................................................................................118Quick List Keystrokes...........................................................................................119Review Exercises.................................................................................................120

Chapter 15. Print Options.................................................................................123New Combined Print and Print Preview Screen...................................................123Tab Order of Print Screen....................................................................................123Printing Procedures..............................................................................................126Print on Both Sides of the Paper..........................................................................127Quick List Keystrokes...........................................................................................129

Chapter 16. Go To, Find and Replace..............................................................131Use the Go To Command....................................................................................131Find Text..............................................................................................................132Find and Replace Text.........................................................................................133Reset the Browse By Object Feature...................................................................134Quick list Keystrokes............................................................................................136Review Exercises.................................................................................................136

Chapter 17. Tab Stops......................................................................................137What are Tab Stops?...........................................................................................137Tab Alignment......................................................................................................138Leader Characters................................................................................................138Set the Tabs and Clear Existing Tabs..................................................................139Understanding Tabs.............................................................................................139Setting Tabs After Typing.....................................................................................142Quick List Keystrokes...........................................................................................146Review Exercises.................................................................................................146

Chapter 18. Tables............................................................................................149Insert a Table.......................................................................................................149Contextual Ribbons for Tables.............................................................................149Navigate in a Table..............................................................................................150Edit Text in a Table..............................................................................................152Insert Rows and Columns....................................................................................153Select Cells, Rows and Columns in a Table........................................................154Delete Tables.......................................................................................................155Format a Table.....................................................................................................157Fit the Table to the Document..............................................................................158Sort Table Data....................................................................................................160Quick List Keystrokes...........................................................................................162Review Exercises.................................................................................................163

Chapter 19. Description of Table Styles..........................................................167Chapter 20. Templates......................................................................................173

Templates............................................................................................................173Quick List Keystrokes...........................................................................................177Review Exercises.................................................................................................177

Chapter 21. Mail Merge.....................................................................................181What is Mail Merge?.............................................................................................181The Mail Merge Process......................................................................................181Some Important Points.........................................................................................182Part 1 of Mail Merge: Create and Save the Recipient List or Data Source File...183

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Part 2 of Mail Merge: Link the Data Source and Create the Main or Form Document and Insert the Merge Fields................................................................185Part 3 of Mail Merge: Preview and Perform the Merge........................................187Part 4 of Mail Merge: Save Merged Letters in a New Document.........................188Quick List Keystrokes...........................................................................................193Review Exercises.................................................................................................193

Chapter 22. Insert Graphics.............................................................................197Introduction..........................................................................................................197Quick List Keystrokes...........................................................................................202Review Exercises.................................................................................................202

Conclusion.............................................................................................................205Where To From Here?...........................................................................................207

Additional Training Manuals.................................................................................207For Further Information Contact:..........................................................................207

Skills and Knowledge Required for Assessment................................................209Create Documents...............................................................................................209Customise Basic Page Layout.............................................................................209Format Documents...............................................................................................209Create Tables.......................................................................................................209Add Images..........................................................................................................209Use Mail Merge....................................................................................................209Print Documents...................................................................................................209

Appendix 1 Assistive Technology Keystrokes...................................................211JAWS General Keystrokes...................................................................................211JAWS General Reading Keystrokes....................................................................211ZoomText General Keystrokes.............................................................................212General Windows 7 Keystrokes...........................................................................212‘Computer’ Program Keystrokes..........................................................................213Dialog Box Keystrokes.........................................................................................213

Appendix 2 Quick List Keystrokes.......................................................................215Chapter 2 What’s New in Microsoft Word 2010...............................................215Chapter 3. 2010 and Compatibility Mode.........................................................215Chapter 4. Screen Information and Settings....................................................215Chapter 5. Change Settings for Assistive Technology.....................................216Chapter 6. Create Documents..........................................................................216Chapter 7. Edit Text..........................................................................................217Chapter 8. Language Settings, Spell Checker and Synonyms.........................217Chapter 9. Help in Windows and Word............................................................217Chapter 10. Text Formatting...........................................................................218Chapter 11. Paragraph Formatting.................................................................218Chapter 12. Copy and Move Text...................................................................219Chapter 13. Bullets and Numbering................................................................219Chapter 14. Page Formatting..........................................................................219Chapter 15. Print Options...............................................................................219Chapter 16. Go To, Find and Replace............................................................219Chapter 17. Tab Stops....................................................................................220Chapter 18. Tables.........................................................................................220Chapter 20. Templates...................................................................................221Chapter 21. Mail Merge..................................................................................221Chapter 22. Insert Graphics............................................................................221

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CHAPTER 13CHAPTER 13BULLETS AND NUMBERINGBULLETS AND NUMBERING

This chapter explains how to apply bullets and numbering to a paragraph. On completion of this chapter you should be able to:

Apply a variety of bullet styles to a list Apply numbering to a list

Files for this chapter:

Food Consumption Recipe

Bullets and NumberingBullets and numbering are very useful formatting tools to identify lists of information in a document. A bulleted list is used for related information that does not have to be in any particular order. A numbered list is used for items that must be listed in a specific order, for example, a list of instructions.

Apply Bullets to a ListTo apply bullets to a list, select the items in the list and then press AppKey. Press Up or Down Arrow until Bullets is selected and then press Right Arrow. A list of available bullet styles is displayed. Press Up, Down, Left and Right Arrows to move through the list of bullet styles and press Enter on the style of your choice.

Practical Exercise: Apply Bullets to a List1. Open the document ‘Food Consumption’2. Select the paragraphs beneath the heading ‘Food Consumption’3. Press AppKey then press Up or Down Arrow until Bullets is selected and

press Right Arrow to display the table of bullet styles4. Press Up, Down, Left and Right Arrows to review the available styles and

select the Filled Round Bullet which is most commonly used and press Enter5. Deselect the text6. Select the paragraphs beneath the heading ‘Consumers Perception of

Convenience Foods’7. Press AppKey then press Up or Down Arrow until Bullets is selected and

press Right Arrow to display the table of bullet styles8. Press Up, Down, Left and Right Arrows to review the available styles and

select a style of your choice and press Enter9. Deselect the text

10. Select the three paragraphs beneath the heading ‘Refrigeration’11. Apply bullets of your choice12. Deselect the text13. Select the paragraphs beneath the text ‘High management standards’14. Apply bullets of your choice

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15. Deselect the text16. Save the document17. Leave the document open for the next practical exercise

End of Practical Exercise

Remove Bullet FormattingTo remove bullets, select the text; then press AppKey. Press Up or Down Arrow until Bullets is selected and then press Right Arrow to display the table of bullet styles. Press Up, Down, Left or Right Arrows to locate None and press Enter.

Practical Exercise: Remove Bullet Formatting1. Ensure the document ‘Food Consumption’ is open2. Select the first block of bulleted text located under the heading ‘Changes in

Food Consumption’3. Press AppKey then press Up or Down Arrow until Bullets is selected and

press Right Arrow to display a table of bullet styles4. Press Up, Down, Left or Right Arrows to locate None and press Enter5. Deselect the text6. Select each of the remaining two blocks of text under the headings

‘Consumers Perception of Convenience Foods’ and ‘Refrigeration’ and remove the bullets

7. Close the document without saving the changes8. Leave Word open for the next practical exercise


Apply Numbers to a ListTo apply numbers to a list, select the items in the list and then press AppKey. Press Up or Down Arrow until Numbering is selected and then press Right Arrow. A list of available numbering styles is displayed.

Press Up, Down, Left and Right Arrows to move through the list of styles and press Enter on the style of your choice.

Practical Exercise: Apply Numbers to a List1. Open the document ‘Recipe’2. Select the paragraphs beneath the heading ‘Procedure’3. Press AppKey then press Up or Down Arrow until Numbering is selected and

press Right Arrow to display the table of numbering styles4. Press Up, Down, Left and Right Arrows to review the available styles, select

the 1, 2, 3 option and press Enter5. Save the document and leave it open for the next practical exercise


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Remove Number FormattingTo remove numbers, select the text; then press AppKey. Press Up or Down Arrow until Numbering is selected and then press Right Arrow to display the table of numbering styles.

Press Up, Down, Left or Right Arrows to locate None and press Enter.

Practical Exercise: Remove Number Formatting1. Ensure the document ‘Recipe’ is open2. Select the block of numbered text beneath the heading ‘Procedure’ that you

worked on in the previous practical exercise3. Press AppKey then press Up or Down Arrow until Numbering is selected and

press Right Arrow to display the table of styles4. Press Up, Down, Left or Right Arrows until None is selected and press Enter5. Deselect the text6. Close the document without saving the changes


This is the end of the chapter. Complete the following review exercises before proceeding to the next chapter to ensure that you are able to:

Apply a variety of bullet styles to a list Apply numbering to a list

Quick List KeystrokesApply bullets AppKey then Bullets then Right Arrow

Apply numbering AppKey then Numbering then Right Arrow

This is the end of the quick list for this chapter.

Review Exercises

Review Exercise Files for this Chapter

Recipe Diet Rules

Review Exercise 1In this exercise you will format selected paragraphs using a bullet or numbering style

1. Open the document ‘Recipe’2. Apply bullet formatting to the list of ingredients in the recipe3. Apply numbers to the list of steps in the Procedure4. Print one copy, then Save and Close the document

End of Review Exercise

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Review Exercise 2In this exercise you will format selected paragraphs using a bullet or numbering style

1. Open the document ‘Diet Rules’2. Select the rules beneath the heading ‘Diet Rules’ and apply bullet formatting3. Select the ingredients for the Chocolate Pudding and apply bullet formatting4. Select the steps beneath the heading ‘Preparation’ and apply numbers5. Print one copy, then Save and Close the document

End of Review Exercise

This is the end of the Review Exercises.This is the end of the chapter.

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ADDITIONAL TRAINING MANUALSADDITIONAL TRAINING MANUALS

Additional training manuals available from our online shop at www.visability.com.au under the Educational Resources link are:

Windows 7

Operate a Personal Computer with Windows 7

Internet Explorer

Browse and Search the Net with Internet Explorer 8

Beginners Microsoft Office

Word 2010 Basics Email using Outlook 2010

These titles are also available for Microsoft Office 2007

Advanced Microsoft Office

Write, Design and Produce Business Documents using Word 2010 Organise Schedules using Outlook 2010 Design and Produce Spreadsheets using Excel 2010 Create and Use Databases using Access 2010 Create PowerPoint Presentations using PowerPoint 2010

These titles are also available for Microsoft Office 2007

For Further Information Contact:VisAbilityThe Perron Centre61 Kitchener AvenueVictoria Park WA 6100

Call: (08) 9311 8202

Email: [email protected]

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