Tips and Tricks for Word 2010

Tips & Tricks for Microsoft Word 2010 Word 2007 Upgrade Scenario Before You Begin * Copy Contoso Business Plan (2007). docx from the Original folder to the Demo folder, then open the new file. * Click FileOptionsSave. * Make sure the auto-save/auto-recovery options are checked. You may want to reduce the auto-save time to 5 minutes. * Open Co-authoring & Web App Demo (2007). pptx; minimize it. * Open Excel Chart. xlsx; do not minimize. * Open the MVC Music Store Tutorial. pdf and scroll down to PDF page 5 (Overview); do not minimize.
Introduction If you are one of the millions of Office 2007 users who rely on Microsoft® Word to create documents for business, school, or personal projects, you might have some expectations for what you’ll find in this new version. Whether you want faster, more convenient ways to accomplish everyday tasks or new technologies that help take your results to a new level, Microsoft Word 2010 has the tools you need. * Create better documents that help your important content shine. * Work more quickly and easily when working with others on documents. Access and edit your documents when it’s convenient for you—online or on the road—rather than being tied to your computer. New and improved tools for formatting and managing documents make it easier than ever to create incredible content. Working with others on documents no longer means waiting your turn. And, you can access and work on your files where and when your best ideas occur. Welcome to Word 2010—our most powerful, intuitive, and customizable release yet. Getting Started Feature| What You Say| Where You Click|
Introduction| The improved, customizable Ribbon, available in all Office 2010 applications, replaces traditional menus and toolbars to give you a more personalized work experience. It’s designed to help you more easily find and use the full range of features that Word provides—so that you can get more done in less time. | The Ribbon| As in Word 2007, the standard tabs that you see on the Ribbon are organized to display commands relevant to a given task, so that you can find what you need more quickly. * Point out the familiar Ribbon interface, including the tabs and Quick Access toolbar| Backstage View| On the left edge of the Ribbon you see the File tab. Click the File tab to access the new Backstage view, a single location for all of your document management tasks. When you first open Backstage view, you’re on the Info tab. From this one location, you can manage document protection options, view and edit file properties, and much more. The New tab displays available document templates.

The Print tab provides a new, integrated print experience with a full page Print Preview right alongside all of the print options you need. | * Click the File tab * Point out the Info tab * Click the New tab * Click the Print tab| Create a Custom Ribbon Tab/Group| Use customizations in Options to personalize the ribbon the way that you want it. For example, you can create custom tabs and custom groups to contain your frequently used commands. Please note: You can rename and change the order of the default tabs and groups that are built-into Microsoft Office 2010.
However, you cannot rename the default commands, change the icons associated with these default commands, or change the order of these commands. | * Click Options * Click Customize Ribbon * Click New Tab * Click the new New Tab (Custom) in the Main Tabs list * Click Rename * Change the display name to My Tab * Click OK * Click New Group (Custom) * Click Rename * Change the display name to Favorite Commands * Click the icon of the person in a suit/tie * Click OK| Add Commands to a Custom Tab/Group| You can only add commands to a custom group that is under a custom or default tab.
You cannot add commands to a default group. Only commands added to custom groups can be renamed. | * In the left column, click New Comment * Click Add * In the left column, click Paste (with dropdown arrow) * Click Add * In the left column, click Table * Click Add| Import/Export a Custom Tab| You can export your ribbon and Quick Access Toolbar customizations into a file that can be imported and used by a coworker or on another computer. * Click the Import/Export dropdown * Point out (don’t click) the options * Click the Import/Export dropdown again * Click OK * Click the new My Tab| Paste with Live Preview| In addition to the new customizable Ribbon, you can use the new Paste with Live Preview feature to preview your Paste Options before you paste. | * Switch to Excel Chart. xlsx * Right-click the Excel chart and select Copy * Switch back to Contoso Business Plan. ocx * Place the cursor below Future Financial Predictions * In My Tab, click the Paste dropdown * Hover over the paste options to show the Paste with Live Preview * Click the Use Destination Theme & Link Data command| Navigation Pane| The improved Navigation Pane in Word 2010 (formerly called the Document Map) provides a visual representation of the heading structure of your document. Browse headings to quickly find your place within a document and just click to go to that location. You can easily drag and drop to rearrange headings and the content beneath them. * Click the View tab * Check the box next to Navigation Pane * On the headings tab, click the Market Analysis Summary heading * Click the Future Financial Predictions heading * Click and drag the Future Financial Predictions heading down to the bottom of the document * (Click off any selected text to deselect it)| Search Document| The improved Find experience is also seamlessly integrated in the Navigation Pane. Word 2010 automatically searches as you type the term you’re looking for, visually highlighting all matches.
The new results view in the Navigation pane shows a quick preview of all search matches—click any preview to jump to that point in the document. The familiar Find and Replace dialog box is still available for more advanced searches and Replace tasks. | * In the Navigation Pane, click the search results (third) tab * In the search field, type Contoso * Show the results in the Navigation Pane and in the document * Click the first Navigation Pane result to be taken directly to the occurrence * Click the X on the Navigation Pane to close it | Bring Your Ideas to Life
Feature| What You Say| Where You Click| Introduction| Today’s documents range from simple letters and lists, to forms, complex reports and papers that used to require a professional print shop. But one thing is common to all of them—your documents represent your ideas. That’s why you want them to be more than just words on paper. Word 2010 gives you the tools to create the professional, polished documents that help you express yourself effectively. SmartArt Picture Layouts| Office 2010 adds dozens of additional SmartArt layouts for a total of more than 130 different diagrams that you can create as easily as typing a bulleted list. In Word 2010, you can use the new SmartArt graphics picture layouts to tell your story with photographs or other images. If you already have pictures in your document, you can quickly convert them to a SmartArt graphic. Insert additional pictures in the SmartArt shapes of your picture layout diagram. Each shape also has a caption where you can add descriptive text. * Click the picture of boxes on a conveyer belt below Keys to Success * Click the Format tab on the Picture Tools contextual ribbon tab * In the Picture Styles group, click Picture Layout * Click the Bending Picture Caption List style (second row, fifth from left) * In the SmartArt text box type: * Products * Service * Value * Click the image placeholder next to Service * Navigate to the Demo folder and select Service. jpg * Click the image placeholder next to Value * Navigate to the Demo folder and select Value. pg * Click the SmartArt frame * Click and drag the right side of the frame until all images are on the same row| Picture Tools| Word 2010 brings many graphic enhancements to your work, so you can easily make the impact you want. Use the new and improved picture-editing tools to trim images and get just the look that you want. Another advanced picture editing option in Word 2010 is the ability to automatically remove unwanted portions of a picture, such as the background, to highlight the subject of the picture or to remove distracting detail. Note: You should practice these steps a few times before delivering the demonstration. * Click the picture of the earth below A Global Market * Click the Format tab on the Picture Tools contextual ribbon tab * Click Crop * Crop down the picture within a small margin of the earth on all sides * Click Crop * Click Remove Background * Resize the inner frame until the earth is entirely inside * Click Keep Changes| Picture Effects| You can now transform your images into compelling, vibrant visuals by fine-tuning the color intensity (saturation) and color tone (temperature) of a picture.
You can also adjust brightness, contrast, sharpness, and blurriness, or you can recolor the picture to better match your document content and to make your work pop. With Word 2010, you can now apply sophisticated “artistic” effects to your picture to make the picture look more like a sketch, drawing, or painting. | * Click Corrections * Click Color * Click Artistic Effects * Click Pastels, Smooth (fourth row, four from left) * In the
Picture Styles group, click Picture Effects * Click Shadow * Under Perspective, click the Below shadow * Click the Position button, then click the top-right position| Insert Screenshots| You can quickly and easily add a screenshot to your Office file to enhance the readability or capture information without leaving the program that you are working in. When you click the Screenshot button, you can insert the whole program window or use the Screen Clipping tool to select part of a window.
Only windows that have not been minimized to the taskbar can be captured. | * Scroll down to page 4 * Place the cursor above the Order Number heading * Switch to Adobe PDF * Switch back to Word * Click the Insert tab * Click Screenshot * Click the thumbnail for the Adobe PDF * Click Undo * Click the Insert tab * Click Screenshot * Click Screen Clipping * Click and drag to select the image on the PDF page| Text Effects| You can apply the same types of formatting that you use for graphics and images directly to document text.
Unlike WordArt from earlier versions of Word, you apply text effects to actual document text, so you can still edit and spell check that text and even add text effects to paragraph, character, list, or table styles. Available text effects include gradient fills, custom shadows, reflection, glow, soft edges, bevels and more, as well as a range of preset gallery options that enable you to quickly apply a coordinated set of effects. * Scroll up to page 3 * Click the text box frame (make sure the text box is selected, but the cursor is not blinking in the text box) * Click the Format tab in the Drawing Tools contextual ribbon tab * Click the Text Effects dropdown * Point out the available text effects * Click Reflection * Click Tight Reflection, 8pt offset (third row, first option)| OpenType| Word 2010 also provides support for advanced text-formatting features that include a range of ligature settings and your choice of stylistic sets and number forms.
You can use these new features with many OpenType fonts to achieve that extra level of typographical polish. | Note: Many of these changes are subtle. * Click the Home tab * In the text box frame, select the word “letting” * In the Font group, click the Dialog Box Launcher * Click the Advanced tab * Click the Ligatures dropdown * Click Standard * Click the Stylistic Sets dropdown * Click 4 * Click the Stylistic Sets dropdown * Click 6 * Click Cancel| Recover Unsaved Work| It is now easier to recover a Word ocument if you close your file without saving, or if you want to review or return to an earlier version of the file you’re already working in. You can keep the last autosaved version of a file in case you accidentally close that file without saving, so that you can easily restore it the next time that you open the file. Also, while you are working in your file, you can access a list of the autosaved files from the Microsoft Office Backstage view. | * Close Word * Click Don’t Save * Open Contoso Business Plan (2007). ocx again from the Demo folder * Click the File tab * Click the most recent unsaved version in the Versions section * Click Restore * Click OK| Work Together More Effectively Feature| What You Say| Where You Click| Introduction| You may need to share documents with colleagues, classmates or friends, or perhaps you need to work with others on a team project. Regardless, the complications and delays that can arise when sharing or working together on content can be frustrating to say the least. That is, until now.
Word 2010 makes waiting your turn a thing of the past and gives you new and improved tools that make sharing your work simple and hassle-free. | Because of the Internet and multi-user requirements of the following capabilities, the rest of the demo will be run from PowerPoint. * Switch to Co-authoring ; Web App Demo (2003). pptx * Launch the slideshow * Right-click the slide * Click Pointer OptionsArrow OptionsVisible| Save to SharePoint/Web| From the Save ; Send tab in Backstage view, you can also save your document to an online location such as Windows Live SkyDrive or a SharePoint site.
If the online folder is shared with others, you can use Word 2010 to co-author the document at a time that’s convenient for you. Please note: This is a Save As feature. Once saved to an online location, you should open and work with that version of the file. If you are using SharePoint, you can synchronize your document library back to your local PC for offline access/editing. | * Click the File tab * Click Save ; Send * Click Save to Web * Click Save to SharePoint * Click anywhere to advance to black slide| Protected View| Opening the online file will likely reveal Office 2010’s Protected View.
By default, documents that originate from an Internet source—or that may otherwise be likely to include potentially harmful content—are automatically opened in this limited functionality mode. If the document source is trusted, click the option to Enable Editing. | * Click anywhere to advance to next slide * Click Enable Editing * Click the File tab * Click Options * Click Trust Center * Click Trust Center Settings * Click Cancel * Click Cancel again| Co-authoring Notification| When working in a shared document, you will be notified when someone else opens the file to begin editing.
View the names of all current editors at-a-glance from a pop-up list on the Status bar at the bottom of the screen. | * Wait two seconds for co-authoring pop-up notification * Click the X on the co-authoring pop-up notification| Streamlined Communications| When combined with Office Communicator or your favorite instant messaging application, you can view information about that person and initiate contact instantly via their contact card. * Click the co-authoring icon showing two people editing * Click Sanjay Patel * Click the more communications options dropdown on the communications pop-up window * Click off the communications pop-up window to hide it| Co-authoring| Co-authoring capabilities in Word 2010 enable you to simultaneously edit the same document with colleagues or friends. Automatically see who else is editing and where they are working in the document. Just save the document to see changes from other editors as you work. Your changes also become available to other editors each time you save. * Wait two seconds for Sanjay’s co-authoring placeholder to appear in the document * Click Summary in the first heading * Click Summary again * Click the Save button to show the tooltip * Click the Save button again * Click OK * Point to Sanjay’s changes * Click anywhere to advance to the black slide| Anywhere Access to Your Work Feature| What You Say| Where You Click| Introduction| If your ideas, deadlines, and work emergencies don’t always occur conveniently when you are at your desk, you are certainly not alone. Fortunately, Word 2010 gives you the power to get things done when and where you want.
In addition to viewing and updating documents in Word Mobile on Windows Phone 7, you can use Word Web App to view and edit your documents from any Web-connected PC. | Word Web App| Word Web App extends your Word experience to the web browser, where you can work with documents directly on the website where the document is stored. Word Web App is available for personal use in Windows Live SkyDrive, in organizations that have installed and configured Office Web Apps on their SharePoint site, and for professionals and businesses that subscribe to select Office 365 services. * Click anywhere to advance to the next slide| Word Web App (Read)| When you open your document in SkyDrive or SharePoint, Word Web App opens the document in the browser. The layout and formatting are what you would see if you were to open the document in Print Layout view in Word. The Read view features a File tab and Find command to search for words or phrases. | * Click the File tab * Click the File tab again * Click Find * Click the search field * Click the magnifying glass icon * Point out the search results| Word Web App (Edit)| If you want to make changes to the document, click Edit in Browser.
In Editing view, you can add and delete content, and format text. Layout is simplified in Editing view, and items that the view cannot display are shown as placeholders. The placeholders prevent you from unintentionally deleting content that can be displayed but not edited in Word Web App. | * Click Edit in Browser * Click the Insert tab * Click the View tab * Click the Home tab * Click above Keys to Success * Click above Keys to Success again| Word Web App (Co-authoring)| When you are editing a document in Word Web App you might see notification that others are working in the document too.
Like Word 2010, Word Web App allows co-authoring: more than one person can work in a document at the same time. | * Wait two seconds for co-authoring notification to appear| Word Web App (Open in Word)| Editing in Word Web App is best suited for quick changes, such as making a correction, inserting a picture, or adding more text. If you want the full set of Word capabilities, click the File tab, and then click Open in Word. | * Click Open in Word * Click OK| Summary
Whether you want faster, more convenient ways to accomplish everyday tasks or new technologies that help take your results to a new level, Microsoft Word 2010 has the tools you need. * Create better documents that help your important content shine. * Work more quickly and easily when working with others on documents. * Access and edit your documents when it’s convenient for you—online or on the road—rather than being tied to your