Create and Apply Styles for Texts, Lists, and Text Boxes

WithQuickStyles,youcanchangetheformatofaspecific,orparticular,typeoftext,suchasaheading,list,caption,ortextbox.
Youcancreateandapplyfont,size,color,alignment,orothercharacterandparagraphformats.Worddocumentshaveasetof
predefined,ordefault,stylesthatyoucanedit.Youcanalsocreateyourowncustomstyles.Onceastylehasbeendefined,you
canapplytheformattoyourdocument.

Modify Custom Styles for Texts and Lists

YoucaneditthecharacterandparagraphformattingofstylesandsaveyourcustomstylesintheStylesGallery.Paragraphs
formattedwithaparticularstyleareautomaticallyupdatedwhenthestyleismodified.Toapplyastyletoatextbox,choose
DrawingTools>FormatandusethetoolsintheShapeStylesgroup.

Create Custom Styles for Tables

Youcanutilize,oruse,theStylesGallerytoquicklychangetheformattingoftablesinyourWorddocuments.Youcanalsoedit
theformatofatable,suchasmakingthefontbiggeroraddingshadingtoarow,andthensavethetablestyletotheQuickStyles
Gallerytouseasthedefaultstylefornewtablesyoucreate.

Control Line and Page Breaks

Youcanformatyourdocumentsothatsinglelinesoftextwillnotappearatthetoporbottomofapage.Anorphanisalineof
textthatappearsbyitselfatthebottomofapage.Awidowisalineoftextthatappearsbyitselfatthetopofapage.Youcan
alsoapplytheKeeplinestogetherfeaturetoavoidapagebreakthatsplitsaparagraphinthemiddle.Keepwithnextpreventsa
pagebreakinbetweentwoparagraphsthatyouwanttokeeponthesamepage.

Control Word and Section Breaks

Whenyougettotheendofalineoftext,MicrosoftWordautomaticallywrapsthetext,ormovesittothenextline.Sometimes
youmaynotwantalinetobreakataspecificspot.Forexample,youmaywanttwoadjacentwords,suchasacompanyname,to
appearnexttoeachotheronthesameline.Youcaninsertanonbreakingspacesothatthewordsappearonthesameline.You
canalsoapplysectionbreakstochangethelayoutorformattingofapageinyourdocument.Forexample,youmaywantalayout
thatusesadifferentnumberofcolumnsonapage.

Resize and Scale Graphics

Agraphicisusuallyapicturefile,buttables,charts,screenshots,andshapesarealsographics.Youcanchangethesizeofa
graphicoryoucanscaleagraphictobeapercentageofitsoriginalsize.Onewaytochangethesizeoforresizeagraphicisby
enteringameasurementintheLayoutdialogbox.Anotherwayyoucansizeagraphicisbydraggingasizinghandle.Toscalea
graphic,clicktheSizegroupsDialogBoxLauncherandkeyapercentagefortheheightorwidthintheScalesection.

Wrap Text with Graphics

Afteryouinsertagraphic,youcanflow,orwrap,textaroundittoeliminate,orremove,unnecessarywhitespace.Youmaywrap
textaroundagraphictomakeyourdocumentmoreattractiveortosavespace.

Rotate, Crop, and Format Graphics

Youmaywanttomodifyagraphiconceyouhaveinsertedit.Youcanalsorotateagraphictochangeitspositiononthepage,
cropagraphictotrimitsedges,ormodifyitsactualshape.YoucanuseaQuickStyletoaddbordersorbevels.Youcanalsouse
thePictureToolstoaddartisticeffectstomakeitlookmorelikeapictureordrawing,orremovethebackground.Afteryoumake
thechangestoyourpicture,youmaywanttoreducetheimageresolution,orcompressthepicturetoreducethedocuments
overallfilesize.

Control Color, Contrast, and Brightness

Youcanadjustagraphicscontrasttomakeitclearerorsharper.Youcanalsoadjustbrightnesstomakethegraphiclighteror
darker,orrecoloragraphictogiveitastylizedeffect,suchasgrayscaleorsepiatone.Ifyoudecidethatyouwanttousea
differentpicture,youcanquicklyandeasilyswitchtoanothergraphic,whilepreservingtheformattingandsizeofthecurrent
picture,byselectingFormat>Adjust>ChangePicture.

Insert and Modify Objects

YoumayneedtocreateorreviseatableorchartinWordusinginformationfromanothersource,suchasdatafromagraph,
chart,PowerPointslide,Excelworksheet,orotherobject.Anobjectisatable,chart,graphic,equation,orotherformof
informationthatyouinsertintoyourdocument.YoucanalsoopentheseExcel,PowerPoint,orAccessfileswhileworkingin
Wordandcutandpastedatafromthesourceintoyourdocument.InWord2010,youcanalsotakeandinsertascreenshot,or
picture,ofallorpartofthewindowsopenonyourcomputerbychoosingInsert>Illustrations>Screenshot.

Sort Information in Lists

Youcansort,orarrange,informationintablesandlistsbyaspecificcategory.Informationthatissortedinascendingorderis
arrangedfromAtoZ,0to9,orearliestdatetolatestdate.InformationthatissortedindescendingordergoesfromZtoA,9to0,
orlatestdatetoearliestdate.

Sort Information in Tables

Sortinginformationinatableisquickandeasy.Youcansortbyoneormorecolumnsinthetable,includingtext,numbers,and
dates.Sortingcanhelpyouseepatternsindataandidentifyimportantinformation.

Perform Calculations in Tables

Youcanperformacalculationinatablebycreatingaformula.Aformulacancontainnumbers,valuesinatable,orboth.You
could,forexample,createaformulatoaddthepricesofbooksyouneedtobuy.Anotherkindofformulamightfindtheaverage
ofyourtestgrades.Morecomplicatedformulascanbeusedtohelpdeterminewhichoftwooptionswillyieldthebetterresults.

Split and Merge Cells

Atableconsistsofcolumnsandrows.Theintersectionofacolumnandarowiscalledacell.UsetheSplitCellscommandto
divideacellintotwoormorecells.UsetheMergeCellscommandtocombinetwoormorecellsintoasinglecell.Youmight
splitacelltoseparateitemsinacellormergecellstocreateonecellforaheadingcenteredaboveagroupofcellsorcolumns.
UsetheTableToolstomove,resize,anddeleteentirerowsorcolumnsofdata,ortoviewatablesgridlines.

Modify Text Position and Direction

Youcanformatatabletomakeitlookmoreprofessionalandeasiertoread.Changeverticalalignmentsothatthetextaligns
alongthetopofthecell,alongthebottomofthecell,oriscenteredinthecell.Changetextdirectiontoturnheadingsvertically.
Youcanalsoadjusttableproperties,suchaswidth,rowheight,alignmentofthetable,andalignmentofeachcell,tomake
informationinthetablemorereadable.

Insert and Modify Fields

Afieldisacodethatautomaticallyinsertsthedate,time,pagenumber,orotherinformationintoadocument.Manyfieldsalso
updateautomatically.Forexample,ifyouinsertapagenumberandthendeleteapageinthedocument,thepagesrenumber
automatically.Or,ifyouinsertthedateandtime,MicrosoftWordwillautomaticallyupdatethedateandtime.

Insert Bookmarks
Abookmarkmarksaplaceinadocument.Bookmarksallowyoutonavigatequicklytosectionsofadocumentthatyoureference
often.Bookmarkedtextissurroundedbybrackets.Youcanalsouseahyperlinkasabookmarktomarkalocationinadocument
orWebpage,orlinkahyperlinktoanemailaddress.

Insert Name and Address Block

YoucanusetheMailMergeWizardtocreateaformletterthatyoucansendoutinanemailorlettertoeachcontactinan
addresslist.Whenyouinsertaddressblockorgreetinglinefields,Wordautomaticallyreplacesthefieldswithaninsideaddress
andsalutationforeachrecipient.Thistoolsavestimewhenyoumustsendseveralpersonalizedlettersatonce.UsetheAuto
CheckforErrorsfeaturebeforeperformingamailmergetoseeifanyerrorswouldoccur.

Create Envelopes from Lists

InadditiontousingtheMailMergetooltosendseveralpersonalizedlettersatonce,youcanalsouseittoprintaddresseson
envelopesforbulkmailings.TheMailMergetoolallowsyoutocreateenvelopesfromsavedaddresslists,aswell.

UsingQuickStylesinWord

styleisasetofdifferentformatscombinedtogethertocreateoneoveralllook.
InWord,youcanapplystylestocharacters,paragraphs,tables,andlists.TheStylesGalleryallowsyoutoaddcolorandshading
toyourtables.Youcancreateheadingstoorganizeyourdocument.Youcancustomizestylestoreflecttheexactformattingthat
youneedforeverythingfromtext,totables,lists,andtextboxes.

The Styles Gallery

TheStylesGallerykeepstrackofeverystylethatyoucreatewhenyouworkinadocument.TheNormal,ordefault,stylefor
WordisCalibri,11point.Wheneveryouchangethisdefaultformatting,anewstyleappearsintheStylesGallery.Thissystem
makesiteasyforyoutotrackthedifferentfonts,colors,sizes,indentations,alignments,andotherformattingchangesthatyou
haveappliedtoadocument.
OnceastyleislistedintheStylesGallery,youcanclickthestyletoapplyittoselectedtextinyourdocument.Youcanalsouse
thegallerytoclearformattingfromselecteditemssothatthetextreturnstothedefaultNormalstyle.

Whenyoucreateacustomstyle,itwillappearintheStylesGalleryandcanbeappliedtoselectedtext.Youcouldcreatea
customstyletoapplytheformatPalatino,14point,italic,blue,andsmallcapstothenameofyourbusinessinoneclick.When
youmodifyacustomstyle,existingtextformattedwiththecustomstyleisupdated.

The Importance of Styles

UsingtheStylesGalleryallowsyoutoapplymultipleformatstoadocumentquicklyandeasily.Furthermore,whenyouapplya
styleusingthegallery,thatstyleisappliedtoallsimilaritemsinthedocument.UsingQuickStylesensuresthatyourformatting
remainsconsistentthroughoutyourdocument.
1. Whenyouremovewhitespacearoundagraphicyou it.(p.16)
2. Youcan agraphictoresizeitbynumericpercentage.(p.14)
3. Usethe
commandtocombinecellstocreateaheadingthatiscenteredaboveagroupofcells.(p.24)
4. Thefirstlineofaparagraphthatappearsbyitselfatthebottomofapageiscalleda(n) .(p.11)
5. InformationthatissortedalphabeticallyfromZtoAislistedin.(p.21)

Vocabulary Activity

6. MakeflashcardsbasedonthislessonsVocabularyandtheirdefinitions.Teamwithaclassmateandtaketurnstestingeach

otherwiththeflashcardsforthislesson.Makeanoteofanythatyoumissandstudythemcarefully.Keepshowingeachother
flashcardsuntilyougetallofthemcorrect.

Review Key Concepts

Answerthefollowingquestionsonaseparatepieceofpaper.
7. WhatfieldcanyouaddtoaletterusingMailMerge?(p.29)A.bookmarkC.greetinglineB.image
D.signature
8. Howcanyoumaketextflowaroundagraphic?(p.16)A.DefaultsettingsC.Widow/OrphancontrolB.Insertlinebreaks D.
Wraptext
9. Whichcommandhelpsyoucroporrotateagraphic?(p.17)A.Insert>Picture
C.Format>ArrangeB.Picture>Formatting
D.Home>Styles
10. WhenyouembedagraphintoyourWorddocumentusingExcel,whichapplicationdoyouusetoeditthegraph?(p.19)

Advanced Word

34

A.WordB.Excel
11. WhatorderarrangesalistfromAtoZ,1to(p.21)
A.descendingorderB.ascendingorder
C.OutlookD.PowerPoint
9,orearliestdatetolatestdate?
C.contrastingorderD.compressedorder

Key Terms
address block
ascending order
bookmark
brightness
compress
contrast
crop
descending order
graphic
greeting line
Merge Cells
Orphan
Resize
Rotate
scale
Split Cells
widow

Create and Modify Forms

Oneoftheeasiestwaystoobtaininformationfromalargenumberofpeopleororganizationsistocreateanddistributeaform.
Youcaninsertformfieldssuchascheckboxesanddropdownoptions.Afteraformiscreated,youshouldprotectitsothatusers
cannotchange,oralter,thetextandformattingofyourdocument.To create forms, you must add the Developer tab to the
Ribbon.

Create and Publish a Blog Post

Anothergreatwaytoshareinformationwithalargenumberofpeopleisthroughablogpost.Bloggingreferstopublishing
contenttotheWeborwithinanorganization.Inordertopublishablogpostsothatotherpeoplecanreadit,youmustfirsthavea
blogaccount.ThefirsttimeyoupublishablogpostfromMicrosoftWord,youneedtoregisteryourblogaccount.

Add and Modify Background Colors and Fill Effects

IfyouwillbepublishingyourdocumentasaWebpage,youmightwanttoenhanceitsappearance.Youcanchangethecolorof
thebackgroundofyourdocument.YoucanalsocreatedifferentshadingpatternsusingFillEffects.

Add Watermarks to Documents

IfyouwantawordsuchasDRAFTorCONFIDENTIALtoappearoneverypageofadocument,youcanaddawatermark.A
watermarkappearsbehindtext,andistransparentenoughthatitdoesnotkeeptextfrombeingreadable.Watermarksallowyou
toindicatethestatusofadocument.Ifyouwanttohidethewatermarktoquicklyedittext,viewthedocumentinDraftView.

Add Page Borders

Youcanaddpageborderstoenhancetheappearanceofadocument.Borderscanbeaddedtoallfoursidesofthedocument,orto
oneormoresides.Inaddition,youcanchangethelinestyle,color,andthicknessofborderstoemphasizeapageorsectionof
yourdocument.

Apply and Modify Themes

Athemeisasetoffonts,colors,oreffectsthatgivesadocumentaunifiedlook.Youcanapplyathemeorcreateacustomtheme
bymodifyinganexistingone.Themesworkwellwithdocumentsthataremeanttobeviewedonscreenorprintedincolor,but
youcanapplyathemetoanydocumenttogiveitaprofessionallook.

Insert Building Blocks

MicrosoftWordallowsyoutoinsertBuildingBlocksthatcanbesavedwiththeQuickPartstooltobereusedinotherdocuments.
Youcanminimize,orcutdown,theamountoftimeandeffortyouspendcreatingdocumentswhenyouregularlyuseBuilding
Blocks.Forexample,youcaninsertpreformattedcontent,suchascoverpages,textboxes,sidebars,andheadersandfooters,or
saveanynewcontentthatyoucreate.

Create Building Blocks and Modify Their Properties

YoucancreatenewBuildingBlocksforcommonlyuseditems.YoucanchangethepropertiesofthereadymadeBuilding
Blocks.Likewise,theBuildingBlocksthatyoucreatecanbemodified.Forexample,youcancreateacustomletterhead,
watermarks,orevenheadersandfootersthatincludeyourcompanycontactinformation,amissionstatement,orevenacompany
logo.

Save a Document As a Template

Atemplateisaguidethatcontainstheformattingofadocument.YoucanusebuiltinOfficetemplatesonyourcomputer,
downloadtemplatesfromtheweb,orcreateyourowntemplatesbasedonanexistingdocumentortemplate.Whenyoucreatea
documentbasedonatemplate,Wordopensacopyofthetemplate,retainingtheformattingandtext.Youcanmakeanychanges
youwanttothecopyofthefile.Whenyousavethedocumentasa.docxor.docmfile,theoriginaltemplatefiledoesnotchange.

Insert Captions and Format Caption Numbering

Youcanaddalabel,calledacaption,thatdescribesafigureortable.Captionsareautomaticallynumberedsequentially
throughoutyourdocument.Theyallowyoutoorganizedocumentswithseveralillustrationsorpicturessothatreaderscanfollow
thediscussion.YoucanalsousetheInsertCaptionfeaturetoaddcaptionstoClipArtillustrations,photos,SmartArtgraphics,
andotherfiguresinyourdocument.

Create and Modify a Table of Contents

Youcangenerate,orcreate,atableofcontentsthatliststheheadingsinthedocumentandthepagenumberwhereeachappears.
Ifyourdocumentdoesnothaveheadingsalready,youwillneedtoAutoFormatyourdocumenttocreatethem.Youcanupdate
thetableofcontentsautomaticallyifthewordingorlocationofaheadingchanges,orifheadingsareaddedordeleted.Youcan
alsoinsertformattingbetweentheheadingandthepagenumber,suchasalineorarowofdots.Thisformattingiscalledatab
leader.UsetheTableofContentsdialogboxtosetthenumberoflevelsandalignmentthatyouwantinyourtable,andtomodify
thestylesforyourtableentries.

Create and Modify a Table of Figures

Youcangenerateatableoffiguresthatlistsallofthefiguresinyourdocument.Ifthenameorlocationofafigurechanges,the
tableoffigureswillbecorrectedwhenyouupdatethetable.Justaswithatableofcontents,youcansetlevels,setthealignment,
addandformattableaders,andmodifystyles.

Create and Modify a Table of Authorities

Legaldocumentsoftenincludereferencestolegalcases,statutes,andrules.Youcancreatealistoftheselegalreferenceswitha
tableofauthorities.Anauthoritiesfieldisinsertedaftereachofthesereferences.Iftheinformationintheauthoritiesfieldorthe
locationofareferencechanges,thetableofauthoritiesupdateswhenyouupdatethetable.

Create and Modify an Index

Asyoucreateadocument,youcanmarktermsthatwillbelistedintheindex.Locatedattheendofthedocument,theindexlists
thepageswheremarkedtermsappear.Ifyouwanttorefertoanotherindexentry,youcanuseacrossreference,whichindicates
thenameoftheentrytowhichtheusershouldbedirected.Ifthelocationofamarkedtermchanges,youcanupdatetheindexto
showthecorrectpagenumbers.

Use the Navigation Pane

AnothergreatwaytonavigateandsearchthroughlargedocumentsistousetheNavigationPane.TheNavigationPane,newin
MicrosoftWord2010,appearswhenyouselecttheFindtoolandenablesyoutonavigatethroughadocumentbyheading,by
page,orbyothertextorobjects.WhentheNavigationPaneisopen,itallowsyoutoviewadocumentsheadingsandpagesina
clear,toptobottomformat,makingiteasiertolocateandmovesectionsofcontentbydraggingheadings.Youcanalsosetthe
FindandReplaceoptionstohelpyoufindandreplacespecificformattingorspecialcharactersinyourWorddocuments.

Use Master and Subdocuments

MicrosoftWord2010allowsyoutoquicklyreorganizealengthydocumentbyviewingthedocumentasanoutlineandusingthe
OutlineTools.WordsOutliningtabappearswhenyouselectOutlineViewandallowsyoutoquicklyseeandchangethe
structureofadocument,makingoutlinecreationandeditingmucheasier.OutlineViewalsoallowsyoutouseamaster
documenttosetup,rearrange,andmanagealongdocumentbydividingitintosubdocuments,orsmaller,moremanageable
parts.Thisisusefulwhenworkinginamultipartdocument,suchasabookoremployeemanualthatmighthaveseveralchapters
orsections.Youcanalsocombineseparateparts,orsubdocuments,intoonemasterdocument.
Completethefollowingstatementsonaseparatepieceofpaper.ChoosefromtheVocabularylistonthelefttocompletethe
statements.
1. A(n)
liststhelegalreferencesinadocumentandthepagenumberswheretheyappear.(p.60)
2. Adda(n) ifyouwantthewordConfidentialtoappearbehindtextoneverypageofyourdocument.(p.49)
3.
changetheshadingofthebackground.(p.48)4. Youcanusemarkedentrieswithinadocumentto an
index.(p.58)
5. A(n)
isalistoftopicsandpagenumbersthatappearsattheendofadocument.(p.61)

Vocabulary Activity

6. Createawordsearchusingsevenofthevocabularywordsfromthislesson.A.Decidewhichsevenvocabularywordstousein

thewordsearch.B.Writethedefinitionsforthevocabularywords.Thesewillbethecluesfor

yourwordsearch.C.Createyourwordsearch.Createablockofletters.Yoursevenwordsshould
behiddeninthisblock.D.Exchangeyourwordsearchwithaclassmate.Tryyourclassmatesword
search.Usethedefinitionstoidentifythewordsyouneedtofind.Thenfindthewordsintheblockofletters.

Review Key Concepts

Answerthefollowingquestionsonaseparatepieceofpaper.
7. WhatdoyouclicktoaddBuildingBlockstoadocument?(p.53)Advanced

Word 69

A.Insert>Text>QuickPartsB.Insert>Illustrations>
BuildingBlocks
C.PageLayout>ThemeD.PageLayout>Links>
BuildingBlocks
8. Whichcommanddoyouusetoaddawatermark?(p.49)A.Insert>Illustrations>PictureB.References>Captions>Watermark
C.PageLayout>PageBackground>Watermark
D.PageLayout>PageSetup>Breaks
9. Whichdialogboxdoyouusetoinsertatableoffigures?(p.59)A.Caption
C.TableofFiguresB.IndexandTables D.
Tables
10. Whichcommandletsyouinsertablankpageintoadocument?(p.60)
A.Insert>Pages>BlankPageB.PageLayout>Insert>BlankPage
C.Insert>Text>BlankPageD.Insert>PageLayout>NewPage