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Get started: Microsoft Word 2010

Customization note: This document contains guidance and/or step-by-step installation
instructions that can be reused, customized, or deleted entirely if they do not apply to your
organizations environment or installation scenarios. The text marked by yellow highlighting
indicates either customization guidance or organization-specific variables. All of the
highlighted text in this document should either be deleted or replaced prior to distribution.

Use this guide to learn about some of the features that are available in Microsoft
Word 2010.

Topics in this guide include:

Coauthoring a Using the navigation Searching for content

document pane

Translating a Formatting pasted Applying text effects

document content by using
Paste Live Preview

Inserting a screenshot Adding SmartArt For more information

2 | Get started: Microsoft Word 2010

Coauthoring a document
In Word 2010, multiple authors can edit a document at the same time. Changes and
authors are highlighted so you know what change was made where and by whom.

NOTES:

Coauthoring features require Microsoft SharePoint Server 2010 or Microsoft OneDrive.

Your changes are available to other people when you save your document. Other people
get your changes when they save their document.
You must be service-enabled, which means that you must have rights to SharePoint
Server 2010 or OneDrive. Presence information requires Microsoft Lync 2010
communications software.
To see who else is editing a document:

Click the Users icon at the bottom of the document window.

To see what areas of a document have changed:

On the Review tab, in the Tracking group, click Show Markup.

To restrict other people from making changes:

1. Select the text that you want to restrict.
2. On the Review tab, in the Protect group, click Block Authors.

The section is now marked as blocked.

3 | Get started: Microsoft Word 2010

Using the navigation pane

You can use the navigation pane in Word 2010 to browse through a structural view of a
document, rearrange the document, and see who is coauthoring the document.

To display the navigation pane:

Click the View tab, and in the Show group, select the Navigation Pane check box.

To browse through a structural view of your document:

In the navigation pane:

Click the Browse the headings in your document tab to see a list of
headings and subheadings.
Click the arrow next to a heading to expand or collapse the view.

Click the Next Heading or Previous Heading arrows to move to the next
section in the document.

To rearrange your document:

In the navigation pane:

Drag the heading up or down. A horizontal bar indicates
the drop location.
-Or-

Right-click a heading to display a list of options such as

promoting or demoting the heading level.
To browse through pages in your document:

In the Navigation Pane, click the Browse the pages in your document tab to see a
thumbnail view of your document pages.
4 | Get started: Microsoft Word 2010

NOTE: When a document is shared with other users, an icon appears in the navigation
pane to indicate that another user is working in that area of the document.

Searching for content

You can search for content by object type, including graphics, tables, charts, equations,
footnotes, endnotes, and comments. You can also search for specific text in a document.

To search for content by object type:

Click the magnifying glass next to the search box to display options such as
searching for graphics, tables, or equations in your document.

To search for specific text:

1. In the navigation pane, in the search box, type the text that you want to search for.
Word 2010 highlights matches in the navigation pane and in your document pages.

2. Click the Next Search Result and Previous Search Result arrows to see the
occurrences of the search term.

NOTE: You can also use the Find command, in the Editing group of the Home tab, to access the
navigation pane and search feature.
5 | Get started: Microsoft Word 2010

Translating a document
Word 2010 translation tools include side-by-side translation of an entire document, on-
demand translation of specific text, and the Mini Translator.

To set the default language for translation tools:

1. Click the Review tab, click Translate in the Language group, and then click Choose
Your Translation Language.
2. In the Translation Language Options dialog box, set your preferred language, and
then click OK.

To translate your entire document:

On the Review tab, click Translate in the Language group, and then click Translate
Document to display a side-by-side machine translation from Microsoft Translator.
NOTE: Text for translation is sent over the Internet in unencrypted HTML format to a machine
translation provider.

To translate specific text in your document:

1. Select the text that you want to translate.

2. On the Review tab, click Translate in the Language group, and then click Translate
Selected Text. Translation results appear in the Research task pane.

To use the Mini Translator:

1. On the Review tab, click Translate in the Language group, and then click Mini
Translator to turn the feature on.
NOTE: You can turn the feature off by clicking Mini Translator again.
6 | Get started: Microsoft Word 2010

2. Point to a word, or select a phrase and point to it. The Mini Translator toolbar appears
and displays the translation results.

Formatting pasted content by using

Paste Live Preview
You can save time by using the Clipboard to reuse content. Paste Live Preview provides
context-sensitive formatting options that you can preview to decide how you want pasted
content to look in a Word 2010 document.

To use Paste Live Preview:

1. On the Home tab, in the Clipboard group, click Paste, or use Ctrl+V, to paste
information into your document.

2. When the paste option control appears, click it to display the Paste Options
mini toolbar.
3. Point to each option to see a live preview of how the information that you pasted will
be formatted, and then click to select the option of your choice.

The options that are available in Paste Live Preview depend on the content that you are
pasting. For example, if you are working with a table in Word 2010, paste options may
include Nest Table, Merge Table, and Insert as New Row.
7 | Get started: Microsoft Word 2010

The following table shows some of the more common paste options.

Paste option icon Description

Keep source formatting

Use destination style

Paste as picture

Paste as text only

Link and keep source formatting

Link and merge formatting

Use Ink

TIP: Paste options are also available on the shortcut menu when you use right-click to
paste information into your document.

Applying text effects

In Word 2010, you can use text formatting features such as shadow, glow, or reflection to
highlight text, add emphasis, or improve the user interface.

To apply text effects:

1. Select the text to which you want to apply an effect.

2. On the Home tab, in the Font group, click the Text Effects button .
3. In the list, select one of the preconfigured effects, or use the options at the bottom of
the gallery (Reflection, Glow, and so on) to define your own effect.
8 | Get started: Microsoft Word 2010

Inserting a screenshot
In Word 2010, you can use the Screenshot command to capture a picture of your screen
and paste it directly into your document. After you insert the screenshot, you can adjust it
to look more like your document.

To insert a screenshot:

1. On the Insert tab, in the Illustrations group, click Screenshot, and then:
Click one of the icons under Available Screen Shots to insert a screenshot of any
of the other windows that you have open (browser window, other documents, and
so on).
-Or-

Click Screen Clipping, and then drag to select and capture a portion of the window
that you want to add to your document.

2. Double-click the inserted screenshot.

3. Under Picture Tools, on the Format tab, select from the options in the Adjust group.

The following table provides more information about a few of the Adjust group options in
Picture Tools.

Icon Description

Click Corrections to adjust the brightness, contrast, or sharpness of the picture.

Click Color to adjust the color of the picture; for example, to make a chart the
same color scheme as your document.

Click Remove Background to remove background from your screenshot; for

example, if you want to keep the chart but do not want to include the words
that originally wrapped around the chart.
9 | Get started: Microsoft Word 2010

Adding SmartArt
In Word 2010, you can use SmartArt graphics to create diagrams and to transform bullet-
point text into visuals.

To add SmartArt to your document:

1. On the Insert tab, in the Illustrations group, click SmartArt.

2. In the Choose a SmartArt Graphic dialog box, select the type of SmartArt that you
want to insert in your document, and then click OK.

3. Use the text pane to add text to your SmartArt.

4. Use the commands on the Design tab to change the layout or style of your SmartArt.
10 | Get started: Microsoft Word 2010

For more information

Getting Started with Office 2010
http://office.microsoft.com/en-us/support/getting-started-with-office-2010-
FX101822272.aspx

Work Smart by Microsoft IT

http://aka.ms/customerworksmart

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http://microsoft.com/microsoft-IT

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