Word 2010 Training

Microsoft Word is a popular word processing program that is part of the Microsoft Office suite of products. This ITS training document deals with Word 2010, the latest version of Word.


Upon completion of this 1-on-1 training, you will be able to:

Enhancements in Word 2010

  • File Menu Returns: The Windows button of Office 2007 has been replaced with an updated File menu, which, when clicked, takes you to the new Backstage View. See URL for details.
  • Updated Ribbon: It is now possible to customize the Ribbon to suit your personal needs and preferences.
  • Screenshot Tool: Word now has a built-in screen capture utility, so you don’t have to open up Snip to take screenshots. You can use this utility to capture images of any window you have open, not just Word.
  • Photo Editing: Word’s built-in photo editing capabilities are more powerful in Word 2010. For example, you can change the color saturation or invert the picture, and you can see thumbnail previews of photo edits before you make them.
  • Paste Preview: You can use Paste Preview to see how the different types of pasting will affect the look of the document before actually pasting material in.
  • New Navigation Pane: The Document Map, Thumbnails, and Search utilities have been combined into a single utility. You can still access it with CTRL+F.

For additional information on Word 2010 or Office 2010, please visit Lynda.com. If you are interested in access to Lynda.com please contact the Technology Help Desk at [email protected] or 563-387-1000.


Create a Document

1. First, open Microsoft Word by clicking Start > All Programs > Applications > Microsoft Office Word 2010.

Note: Word may be located in a different place in your Start menu.

When you open Word, a new blank document will automatically be created.

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Word - 1

2. At this point, you’re really open to do anything you like, but for now, start typing the text in the box below:

On the Insert tab, the galleries include items that are designed to coordinate with the overall look of your document. You can use these galleries to insert tables, headers, footers, links, cover pages, and other document building blocks. When you create pictures, charts, or diagrams, they also coordinate with your current document look. You can easily change the formatting of selected text in the document text by choosing a look for the selected text from the Quick Styles gallery on the Home tab.

As you type, Word will automatically check the spelling of what you type, and if it finds a word that’s not in its dictionary, it will become underlined with a red squiggly. Word will also underline suspected grammar errors with a green squiggly, but computerized grammar checking is subject to ambiguity in the English language and should be taken with a grain of salt. Word’s grammar checking can find a lot of common errors and can also find contextual spelling errors, in which you spell a word correctly, but you are using the wrong spelling of the word (i.e. “roll” vs. “role”). You’ll also find that Word may automatically correct some of your errors for you. This feature is known as “AutoCorrect”.

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3. If Word AutoCorrects something that you did not want it to change, there are two ways you can remove the correction. You can simply erase the corrected text using the Backspace key and retype it again, or you can move your mouse over the part of the word that was changed, and a lightning bolt menu will pop up. Click this menu, and click Undo. If you prefer to not have AutoCorrect, it can be disabled in Word Options, which you can get to by clicking on the File Menu.

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Make Basic Formatting Changes

If you want to make a quick change to some text, just select it, and the Quick Toolbar will appear above the text. Move the mouse toward the toolbar, and it will become opaque and you can use it to change the look of text (font, size, color, bold/italic/underline), center it, indent/outdent it, or make it into a bulleted list.

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Of course, this toolbar is only a small subset of what you can actually do. It just puts some of the most common things you do in an accessible place. The fuller version of this set of tools is in the Home tab of the Ribbon.

If you have some text that is already in your document, the general rule for changing its formatting is to first select (highlight) it, then click on the appropriate tool to make the change you want. Let’s try that. In the first sentence of our document, highlight the word Insert (you can highlight a word by double-clicking on it) and click the B in the Mini Toolbar to make the word “Insert” bold. Click the B again and it will not be bold. Click the B again to make it bold, and now let’s select the entire paragraph. Once you have selected it, look at the Paragraph section of the Home tab of the Ribbon, and click on the icon that contains a series of lines that are all the same length. This will “justify” the text so that it all fills the entire line on the page.

The Home tab of the Ribbon contains five sections:

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  • Clipboard – This is where you cut, copy and paste material. This also contains the Format Painter, which can be used to quickly apply existing formatting to other parts of your document. If you click the button on the lower right corner of the Clipboard section, you will be presented with the Clipboard Pane.
  • Font – From here, you can control attributes of how the text in your document looks. You can change the font, size, style, and color. You can make text subscript and superscript, and control capitalization. The highlight tool is also available to highlight important text. Clicking the lower right button in the font section will bring up the Font dialog box, where you can control all of this, and also control some more advanced features, like character spacing.
  • Paragraph – The Paragraph section lets you control how the text appears on your page. You can control the alignment of your text (left justified, centered, right justified, or justified), change line spacing, make bulleted/numbered lists, and other related things. For access to more advanced and obscure options, click the button on the bottom right of the Paragraph section.
  • Styles – A style is a predefined set of formatting options for text. If you find yourself constantly switching between text formats, but they’re always the same formats, you can use a style to change everything with one click. Word 2010 comes with a few predefined styles, but you can change them or add your own. To create a new style, click the button on the lower right corner of the Styles section.
  • Editing – If you need to find or replace text in a document, or if you simply want to select parts of your document, you can do so with the Editing section.

Other Tools

Insert tab

The Insert tab of the Ribbon is the place to go when you want to insert something into your document. To insert something, simply click on the Insert tab and click on what you want to insert into your document.

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  • Pages
  • Tables
  • Illustrations
  • Links
  • Header & Footer
  • Text
  • Symbols

Page Layout tab

The Page Layout tab of the Ribbon lets you make changes that ultimately change the layout of your document. There are five sections of the Page Layout tab:

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  • Themes – Office 2010 provides themes, which allow you to quickly change the color scheme of the entire document with one click. The themes consist of colors that coordinate together, so you don’t need to worry about deciding what colors go appropriately together.
  • Page Setup – From here you can control the margins, page orientation (whether your page should be Portrait or Landscape), paper size, number of columns, and other similar things. The button at the lower right corner of the Page Setup section brings you the Page Setup dialog.
  • Page Background – Add a watermark to your document, make the background of your page a certain color, or add a border to your document.
  • Paragraph – Change indentations and paragraph spacing. Click the button at the bottom right to get the Paragraph dialog box.
  • Arrange – This is used to change the arrangement of objects on your page. For example, you can bring an object to the front to make it be on top of all other objects (for when they overlap), move it forward or back, or send it to the back where it will be under all other objects. You can also group multiple objects to work as one.

References tab

The References tab of the Ribbon lets you deal with reference-related aspects of your document.

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  • Table of Contents
  • Footnotes
  • Citations & Bibliography
  • Captions
  • Index
  • Table of Authorities

Mailings tab

The Mailings tab is used when dealing with mail merges, and helps in the creation of envelopes and labels.

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Word - 10

  • Create Envelopes & Labels
  • Start Mail Merge
  • Write & Insert Fields
  • Preview Results
  • Finish

Review tab

The Review tab of the Ribbon is used for the reviewing and editing of documents. From here you can deal with tracking changes, add comments to a document, and also have access to translation settings and Spelling & Grammar controls. You can also use the Protect Document function to protect documents containing sensitive data.

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  • Proofing
  • Comments
  • Tracking
  • Changes
  • Compare
  • Protect

View tab

The View tab of the Ribbon gives you the options that you would have previously found in the View and Window menus in older versions of Word. You can use the View tab to change to a different document view, show and hide various parts of the interface (like the ruler), control zoom, and have access to macros.

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Word - 12

  • Document Views
  • Show/Hide
  • Zoom
  • Window
  • Macros

Save a Document

In Word 2010 (and other Office programs), the Office Button has been replaced with the File tab. This tab gives you access to things that you used to find in the Office Button or the file menu in earlier versions, like opening, saving and printing, and it also gives you access to Word Options. The file tab also shows a backstage view of your document. The Backstage view is where you manage your documents and related data about them

To save, click the File tab, and click Save. You can also use the Ctrl+S keyboard shortcut.

Print a Document

To print a document, click the File tab and click Print. You can also use the Ctrl+P keyboard shortcut. Notice that you can also use the menu under Settings to print your document the way you want it.

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Save a Document for Use With Previous Versions of Word

Word 97, Word 2000, Word XP, and Word 2003 all saved files in the same file format. Office 2010 continues to use the office 2007 file format based on XML. This file format makes for smaller files that are more human-readable, and are less likely to become corrupted. However, previous version of Office cannot open files in the new format without an add-on. If you need to share files with somebody who doesn’t have Office 2010 and doesn’t have the needed add-on, you may save your document in the older format. However, if you use any Word 2010-specific features in this document, they’ll be lost in translation.

The add-on from Microsoft is available here.

To save as a Word 97-2003 document, click the File tab, click on Save As, then click the save as type, and choose Word 97-2003 Document.

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Customize the Ribbon

Word and other 2010 Office programs give you the option to customize the Ribbon in order to have quick access to commands you use most often. Now let’s say you want to have the Quick print command right under your eyes for easy access. To do this:

  1. Click on the File tab, then click Options, and select Customize Ribbon.
  2. In the box on the right labeled Customize the Ribbon assure Main Tabs is selected.
  3. The box below will now read Main Tabs. Select Home, then click on New Group at the bottom of the page.
  4. The title New Group (Custom) immediately pops under the tab Home. You can click on Rename and call it whatever you want.
  5. Next go to the box on the left, select Quick Print and click Add.
  6. Then click on OK at the bottom of the Word Options page. You now have a new group under your Home tab.

You can always go back later and delete your created tab by selecting it from the Customize the Ribbon box, and click on Remove. Note: your created groups or tabs will have (custom) next to them, although the word custom does not appear on the ribbon.

Additional Resources

Review the Help within Word 2010

Word 2010 has a built-in help system. Hit the F1 key, or click the question mark on the upper right part of the window to access it.

  • You can select a topic by clicking on the text, such as Getting started with Word 2010.
  • You can also type a word or phrase into the box at the top of the window, click the Search button, and then select the topic of interest.
  • You can click on the triangle next to Search at the top of the window, then click on Developer Reference and select a topic, such as How do I… .

Review Online Microsoft Resources

Consult Lynda.com

Lynda.com is a provider of web-based software training videos and resources. If you are interested in access to Lynda.com please contact the Technology Help Desk at [email protected] or 563-387-1000.

Review the Technology Help Desk web site

Since Word 2007 and Word 2010 are very similar, Word 2007 information is still useful.

Contact the Technology Help Desk