Microsoft IT Academy MS Word 2010

1. Microsoft IT AcademyMS Word 2010 Lesson Two Roberson—Fall 2011

2. The Open Command • The Open command is accessed from the File Tab in the Backstage • Clicking File/Open brings up the Open dialog box The 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. HCHS: Creating Futures

3. Parts of the Open Dialog Box Look In List—allows the user to click a folder to see its contents 3 4 The Change View button allows the user to select from different view such as thumbnails or detail view. Previous locations drop-down list. 1 2 Navigation Pane-tells where you are in the file system and allows you to browse HCHS: Creating Futures

4. The Open Dialog Box 1 The New Folder button allows the user to create a folder from the dialog box 3 File Name Box 4 2 The Open Options Drop-down list The Tools Button—allows for options accessible from the Backstage under Options/Save HCHS: Creating Futures

5. File of Type • Files 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. 1 Before click After click HCHS: Creating Futures

6. 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. HCHS: Creating Futures

7. My Computer HCHS: Creating Futures 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.

8. Hot Keys to Open Files HCHS: Creating Futures CTRL + O CTRL + F12 CTRL + ALT + F2

9. Check for Understanding HCHS: Creating Futures What are three ways to open a file in MS Word. ?

10. Navigating a Document HCHS: Creating Futures 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.

11. Shortcuts for Navigation HCHS: Creating Futures 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

12. Shortcuts for Navigation HCHS: Creating Futures 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 adocument

13. Navigation Shortcuts HCHS: Creating Futures SHIFT + F5—Returns the user to the last location visited in the document

14. The Mouse Pointer HCHS: Creating Futures 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

15. How much text? HCHS: Creating Futures • 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!

16. Parts of the Scroll Bar HCHS: Creating Futures

17. Scrolling with the Mouse HCHS: Creating Futures NOTE: Navigating using the scroll bar does not change the position of the mouse Some mouse devices have a scroll wheel.

18. Overtype and Insert Modes HCHS: Creating Futures 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.

19. Overtype and Insert Modes CTRL + Z UNDO REDO CTRL + Y HCHS: Creating Futures 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.

20. MS Word Options To change the default from Insert to Overtype, go to the Backstage from the File Tab and click Options/Advanced. Most users prefer to use Insert. HCHS: Creating Futures

21. Selecting Text HCHS: Creating Futures • 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

22. Selecting Text HCHS: Creating Futures • 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

23. Selecting ALL Text 1 CTLR + A—Shortcut to select all text 2 HCHS: Creating Futures 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.

24. Deleting Text HCHS: Creating Futures • 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

25. What Cannot be Undone? HCHS: Creating Futures • When is the Undo button not useful? • When saving or printing • The Save and Print command cannot be Undone using the Undo button

26. 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. HCHS: Creating Futures

27. Organizing Files HCHS: Creating Futures 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.

28. Creating and Deleting Folders HCHS: Creating Futures • 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

29. Creating Subfolders HCHS: Creating Futures To create a subfolder from the Save As or Open dialog box Browse to the folder in which you would like to create a new folder When you are in the folder, click the New Folder icon and create the subfolder A subfolder is simply a folder within another folder

30. 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. HCHS: Creating Futures 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

31. Saving vs. Renaming HCHS: Creating Futures • 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.

32. Preventing Loss of Data HCHS: Creating Futures • 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

33. Saving in Different Formats HCHS: Creating Futures • 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

34. Default Format HCHS: Creating Futures Remember the default format for MS Word 2010 is the .docxformat. MS Word will automatically save in this format unless you choose a different format from the Save As dialog Box.

35. Changing Default Format from Options HCHS: Creating Futures Users can change the default format in which MS Word will save from the Options setting of the File tab.

36. Which format? File/Save As Click the drop-down arrow beside Views Select Properties Read the file type under the File Property column of the navigation pane HCHS: Creating Futures You can tell the type of file format a document is saved in by going to the file properties.

37. File Types and File Extensions HCHS: Creating Futures • 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)

38. Cannot Open a File? HCHS: Creating Futures 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.

39. 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. HCHS: Creating Futures