9780735626935

Microsoft Word 2010
Step by Step
Joyce Cox
Joan Lambert
PUBLISHED BY
Microsoft Press
A Division of Microsoft Corporation
One Microsoft Way
Redmond, Washington 98052-6399
Copyright © 2010 by Online Training Solutions, Inc.
All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any
means without the written permission of the publisher.
Library of Congress Control Number: 2010928516
ISBN: 978-0-7356-2693-5
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Cover: Girvin
Body Part No. X16-95387
[2013-04-05]
Contents
Introducing Microsoft Word 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ix
Modifying the Display of the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xiii
Features and Conventions of This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xix
Using the Practice Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxi
Your Companion eBook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiv
Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxv
Part 1 Basic Word Documents

1 Explore Word 2010 3
Working in the User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Creating, Entering Text in, and Saving Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Document Compatibility with Earlier Versions of Word . . . . . . . . . . . . . . . . . . 22
Opening, Moving Around in, and Closing Documents . . . . . . . . . . . . . . . . . . . . . . . . 23
Viewing Documents in Different Ways . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
2 Edit and Proofread Text 39

Making Text Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Sidebar: About the Clipboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Finding and Replacing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Fine-Tuning Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Correcting Spelling and Grammatical Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Sidebar: Viewing Document Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Inserting Saved Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Sidebar: Inserting One Document into Another . . . . . . . . . . . . . . . . . . . . . . . . . 73
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
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iii
iv Contents
3 Change the Look of Text 75

Quickly Formatting Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Changing a Document’s Theme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Manually Changing the Look of Characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Sidebar: Character Formatting and Case Considerations . . . . . . . . . . . . . . . . . 95
Manually Changing the Look of Paragraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Sidebar: Finding and Replacing Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Creating and Modifying Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Sidebar: Formatting Text as You Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
4 Organize Information in Columns and Tables 115

Presenting Information in Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Creating Tabbed Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123
Presenting Information in Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Sidebar: Performing Calculations in Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Sidebar: Other Layout Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Formatting Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Sidebar: Quick Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
5 Add Simple Graphic Elements 143

Inserting and Modifying Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Sidebar: About Clip Art . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Changing a Document’s Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Inserting Building Blocks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Sidebar: Drawing Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Adding WordArt Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Sidebar: Formatting the First Letter of a Paragraph . . . . . . . . . . . . . . . . . . . . . 178
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
6 Preview, Print, and Distribute Documents 181

Previewing and Adjusting Page Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Controlling What Appears on Each Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Printing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Preparing Documents for Electronic Distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200
Contents v
Part 2 Document Enhancements

7 Insert and Modify Diagrams 203
Creating Diagrams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Modifying Diagrams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
Creating Picture Diagrams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221
8 Insert and Modify Charts 223

Inserting Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Modifying Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
Using Existing Data in Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
9 Use Other Visual Elements 243

Adding Watermarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
Inserting Symbols and Equations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247
Sidebar: Setting Math AutoCorrect Options . . . . . . . . . . . . . . . . . . . . . . . . . . . 254
Drawing and Modifying Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
Inserting Screen Clippings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265
10 Organize and Arrange Content 267

Reorganizing Document Outlines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
Arranging Objects on the Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273
Using Tables to Control Page Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285
11 Create Documents for Use Outside of Word 287

Saving Files in Different Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288
Sidebar: Viewing the .docx Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288
Creating and Modifying Web Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
Creating and Publishing Blog Posts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .299
Sidebar: Setting Up a Blog Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306
vi Contents
Part 3 Additional Techniques

12 Explore More Text Techniques 309
Adding Hyperlinks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310
Inserting Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316
Adding Bookmarks and Cross-References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
13 Use Reference Tools for Longer Documents 329

Sidebar: Adding Footnotes and Endnotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 330
Creating and Modifying Tables of Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
Sidebar: Tables of Figures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338
Sidebar: Tables of Authorities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
Creating and Modifying Indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340
Adding Sources and Compiling Bibliographies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353
14 Work with Mail Merge 355

Understanding Mail Merge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 356
Preparing Data Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 356
Sidebar: Using an Outlook Contacts List as a Data Source . . . . . . . . . . . . . . . 363
Preparing Main Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 363
Merging Main Documents and Data Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 367
Sidebar: Printing Envelopes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 370
Sending Personalized E-Mail Messages
to Multiple Recipients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 370
Creating and Printing Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377
Contents vii
15 Collaborate on Documents 379

Coauthoring Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380
Sending Documents Directly from Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381
Sidebar: Adding Digital Signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384
Adding and Reviewing Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385
Tracking and Managing Document Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 388
Comparing and Merging Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393
Password-Protecting Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396
Sidebar: Restricting Who Can Do What to Documents . . . . . . . . . . . . . . . . . . 400
Controlling Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403
16 Work in Word More Efficiently 405

Working with Styles and Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406
Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406
Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409
Switching to a Different Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420
Changing Default Program Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 422
Sidebar: Using Add-ins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 430
Customizing the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 431
Customizing the Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437
Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 440
Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 441
Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 449
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471
About the Authors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 495
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Introducing Microsoft Word 2010
Microsoft Word 2010 is a sophisticated word processing program that helps you quickly
and efficiently author and format all the business and personal documents you are ever
likely to need. You can use Word to:
● Create professional-looking documents that incorporate impressive graphics such

as charts and diagrams.
● Give documents a consistent look by applying styles and themes that control the
font, size, color, and effects of text and the page background.
● Store and reuse ready-made content and formatted elements such as cover
pages and sidebars.
● Create personalized e-mail messages and mailings to multiple recipients without
repetitive typing.
● Make information in long documents accessible by compiling tables of contents,
indexes, and bibliographies.
● Safeguard your documents by controlling who can make changes and the types
of changes that may be made, as well as by removing personal and confidential
information.
Word 2010 builds on previous versions to provide powerful tools for all your word
processing needs. This introduction provides an overview of new features that we
explore throughout the book.
New Features
If you’re upgrading to Word 2010 from a previous version, you’re probably most
interested in the differences between the old and new versions and how they will
affect you, as well as how to find out about them in the quickest possible way. The
following sections list new features you will want to be aware of, depending on
the version of Word you are upgrading from.
ix
x Introducing Microsoft Word 2010
If You Are Upgrading from Word 2007

If you have been using Word 2007, you might be wondering how Microsoft could have
improved on what seemed like a pretty comprehensive set of features and tools. The list
of new features includes the following:
● The Backstage view Finally, all the tools you need to work with your files, as
opposed to their content, really are accessible from one location. You display
the Backstage view by clicking the File tab, which replaces the Microsoft Office
Button at the left end of the ribbon.
● Customizable ribbon The logical next step in the evolution of the command
center introduced with Word 2007: Create your own tabs and groups to suit the
way you work.
● Navigation task pane The replacement for the Document Map not only provides
a means of navigating to any heading but also to any page or to any search term
you enter.
● Unsaved file recovery How many times have you responded No without thinking
to the "save changes" message when closing files, only to find that you have discarded
work you wanted to keep? Word now preserves your unsaved files for a period of
time, allowing you to recover them if you need them.
● Paste preview No more trial and error when moving items to new locations. Preview
what an item will look like in each of the available formats, and then pick the one
you want.
● Coauthoring A team of authors can now work simultaneously on a document

stored on a Microsoft SharePoint 2010 server or in Windows Live SkyDrive.
● Language support These days, more business is conducted internationally across

language lines than ever before. Not only can you easily tailor the language of your
working environment, but you can also use new translation tools to collaborate
with team members in other countries.
● Graphics editing Found the perfect picture, but its colors or style aren't quite
right for your document? Now after inserting a picture, you can edit it in new
ways. In addition to changing color, brightness, and contrast, you can remove
the background and, most exciting of all, apply artistic effects that make it appear
like a watercolor, pencil drawing, or pastel sketch.
Introducing Microsoft Word 2010 xi
● Text effects WordArt has had a makeover. Not only can WordArt be used to create
distinctive headlines but its effects can be used on any text.
● Screenshots You no longer need to go outside of Word when you want to

insert a screenshot into a document. This capability is now built into Word.
● Improved SmartArt Graphics tool A whole new category has been added to
SmartArt so that you can include pictures as well as text in your diagrams.
If You Are Upgrading from Word 2003

In addition to the features listed in the previous section, if you’re upgrading from Word
2003, you’ll want to take note of the new features that were introduced in Word 2007.
The 2007 upgrade provided a more efficient working environment and included a long
list of new and improved features, including the following:
● The Microsoft Office Fluent Ribbon No more hunting through menus, submenus,
and dialog boxes. This new interface organizes all the commands most people use
in a new way, making them quickly accessible from tabs at the top of the program
window.
● Live Preview See the effect of a formatting option before you apply it.
● Building blocks Think AutoText on steroids! Predefined building blocks include

sets of matching cover pages, quote boxes, sidebars, and headers and footers.
● Style sets and document themes Quickly change the look of a document by
applying a different style set or theme, previewing its effect before making a
selection.
● SmartArt Graphics tool Use this awesome new diagramming tool to create sophis-
ticated diagrams with three-dimensional shapes, transparency, drop shadows, and
other effects.
● Improved charting Enter data in a linked Microsoft Excel worksheet and watch as
your data is instantly plotted in the chart type of your choosing.
● Document cleanup Have Word check for and remove comments, hidden text, and
personal information stored as properties before you declare a document final.
● New file format The new Microsoft Office Open XML Formats reduce file size and
help avoid loss of data.
xii Introducing Microsoft Word 2010
Let’s Get Started!

We’ve been working with Word since its debut, and each version has offered something
that made daily document creation a little easier. Microsoft Word 2010 is no exception,
and we look forward to showing you around.
Modifying the Display of the Ribbon
The goal of the Microsoft Office working environment is to make working with Office docu-
ments, including Microsoft Word documents, Excel workbooks, PowerPoint presentations,
Outlook e-mail messages, and Access database tables, as intuitive as possible. You work
with an Office document and its contents by giving commands to the program in which
the document is open. All Office 2010 programs organize commands on a horizontal bar
called the ribbon, which appears across the top of each program window whether or not
there is an active document.
Ribbon tabs Ribbon groups
A typical program window ribbon.
Commands are organized on task-specific tabs of the ribbon, and in feature-specific

groups on each tab. Commands generally take the form of buttons and lists. Some
appear in galleries. Some groups have related dialog boxes or task panes that contain
additional commands.
Throughout this book, we discuss the commands and ribbon elements associated with
the program feature being discussed. In this topic, we discuss the general appearance
of the ribbon, things that affect its appearance, and ways of locating commands that
aren’t visible on compact views of the ribbon.
See Also For detailed information about the ribbon in Microsoft Word, see “Working in the
User Interface” in Chapter 1, “Explore Word 2010.”
Tip Some older commands no longer appear on the ribbon, but are still available in the
program. You can make these commands available by adding them to the Quick Access
Toolbar. For more information, see “Customizing the Quick Access Toolbar” in Chapter 16,
“Work in Word More Efficiently.”
xiii
xiv Modifying the Display of the Ribbon
Dynamic Ribbon Elements

The ribbon is dynamic, meaning that the appearance of commands on the ribbon
changes as the width of the ribbon changes. A command might be displayed on the
ribbon in the form of a large button, a small button, a small labeled button, or a list
entry. As the width of the ribbon decreases, the size, shape, and presence of buttons
on the ribbon adapt to the available space.
For example, when sufficient horizontal space is available, the buttons on the Review
tab of the Word program window are spread out and you’re able to see more of the
commands available in each group.
Small labeled button

Drop-down list Large button
The Review tab of the Word program window at 1024 pixels wide.
If you decrease the width of the ribbon, small button labels disappear and entire groups
of buttons hide under one button that represents the group. Click the group button to
display a list of the commands available in that group.
Group button Small unlabeled buttons
When the window becomes too narrow to display all the groups, a scroll arrow appears
at its right end. Click the scroll arrow to display hidden groups.
Modifying the Display of the Ribbon xv
Scroll arrow
Changing the Width of the Ribbon

The width of the ribbon is dependent on the horizontal space available to it, which
depends on these three factors:
● The width of the program window Maximizing the program window provides
the most space for ribbon elements. You can resize the program window by
clicking the button in its upper-right corner or by dragging the border of a
non-maximized window.
Tip On a computer running Windows 7, you can maximize the program window by
dragging its title bar to the top of the screen.
● Your screen resolution Screen resolution is the size of your screen display expressed
as pixels wide × pixels high. The greater the screen resolution, the greater the amount
of information that will fit on one screen. Your screen resolution options are depen-
dent on your monitor. At the time of writing, possible screen resolutions range from
800 × 600 to 2048 × 1152. In the case of the ribbon, the greater the number of pixels
wide (the first number), the greater the number of buttons that can be shown on the
ribbon, and the larger those buttons can be.
On a computer running Windows 7, you can change your screen resolution from
the Screen Resolution window of Control Panel.
xvi Modifying the Display of the Ribbon
You set the resolution by dragging the pointer on the slider.
● The density of your screen display You might not be aware that you can change the
magnification of everything that appears on your screen by changing the screen mag-
nification setting in Windows. Setting your screen magnification to 125% makes text
and user interface elements larger on screen. This increases the legibility of informa-
tion, but means that less fits onto each screen.
On a computer running Windows 7, you can change the screen magnification from
the Display window of Control Panel.
Modifying the Display of the Ribbon xvii
You can choose one of the standard display magnification options, or create another by
setting a custom text size.
The screen magnification is directly related to the density of the text elements on
screen, which is expressed in dots per inch (dpi) or points per inch (ppi). (The terms
are interchangeable, and in fact are both used in the Windows dialog box in which
you change the setting.) The greater the dpi, the larger the text and user interface
elements appear on screen. By default, Windows displays text and screen elements
at 96 dpi. Choosing the Medium - 125% display setting changes the dpi of text
and screen elements to 120 dpi. You can choose a custom setting of up to 500%
magnification, or 480 dpi, in the Custom DPI Setting dialog box.
You can choose a magnification of up to 200% from the lists, or choose

a greater magnification by dragging across the ruler from left to right.
xviii Modifying the Display of the Ribbon
See Also For more information about display settings, refer to Windows 7 Step by Step
(Microsoft Press, 2009), Windows Vista Step by Step (Microsoft Press, 2006), or Windows XP
Step by Step (Microsoft Press, 2002) by Joan Lambert Preppernau and Joyce Cox.
Adapting Exercise Steps

The screen images shown in the exercises in this book were captured at a screen resolu-
tion of 1024 × 768, at 100% magnification, and the default text size (96 dpi). If any of
your settings are different, the ribbon on your screen might not look the same as the one
shown in the book. For example, you might see more or fewer buttons in each of the
groups, the buttons you see might be represented by larger or smaller icons than those
shown, or the group might be represented by a button that you click to display the
group’s commands.
When we instruct you to give a command from the ribbon in an exercise, we do it in this
format:
● On the Insert tab, in the Illustrations group, click the Chart button.
If the command is in a list, we give the instruction in this format:
● On the Page Layout tab, in the Page Setup group, click the Breaks button and
then, in the list, click Page.
The first time we instruct you to click a specific button in each exercise, we display an
image of the button in the page margin to the left of the exercise step.
If differences between your display settings and ours cause a button on your screen to
look different from the one shown in the book, you can easily adapt the steps to locate
the command. First, click the specified tab. Then locate the specified group. If a group
has been collapsed into a group list or group button, click the list or button to display
the group’s commands. Finally, look for a button that features the same icon in a larger
or smaller size than that shown in the book. If necessary, point to buttons in the group
to display their names in ScreenTips.
If you prefer not to have to adapt the steps, set up your screen to match ours while you
read and work through the exercises in the book.
Features and Conventions
of This Book
This book has been designed to lead you step by step through all the tasks you’re
most likely to want to perform in Microsoft Word 2010. If you start at the beginning
and work your way through all the exercises, you will gain enough proficiency to be
able to create and work with all the common types of Word documents. However,
each topic is self contained. If you have worked with a previous version of Word, or if
you completed all the exercises and later need help remembering how to perform a
procedure, the following features of this book will help you locate specific information:
● Detailed table of contents Search the listing of the topics and sidebars within
each chapter.
● Chapter thumb tabs Easily locate the beginning of the chapter you want.
● Topic-specific running heads Within a chapter, quickly locate the topic you
want by looking at the running heads at the top of odd-numbered pages.
● Glossary Look up the meaning of a word or the definition of a concept.
● Keyboard Shortcuts If you prefer to work from the keyboard rather than with a
mouse, find all the shortcuts in one place.
● Detailed index Look up specific tasks and features in the index, which has been
carefully crafted with the reader in mind.
You can save time when reading this book by understanding how the Step by Step series
shows exercise instructions, keys to press, buttons to click, and other information. These
conventions are listed in the table on the next page.
xix
xx Features and Conventions
Convention Meaning
SET UP This paragraph preceding a step-by-step exercise indicates the
practice files that you will use when working through the exercise. It
also indicates any requirements you should attend to or actions you
should take before beginning the exercise.
CLEAN UP This paragraph following a step-by-step exercise provides instructions
for saving and closing open files or programs before moving on to
another topic. It also suggests ways to reverse any changes you made
to your computer while working through the exercise.
1 Blue numbered steps guide you through hands-on exercises in each
topic.
2
1 Black numbered steps guide you through procedures in sidebars and
expository text.
2
See Also This paragraph directs you to more information about a topic in this
book or elsewhere.
Troubleshooting This paragraph alerts you to a common problem and provides
guidance for fixing it.
Tip This paragraph provides a helpful hint or shortcut that makes working
through a task easier.
Important This paragraph points out information that you need to know to
complete a procedure.
Keyboard Shortcut This paragraph provides information about an available keyboard
shortcut for the preceding task.
Ctrl+B A plus sign (+) between two keys means that you must press those
keys at the same time. For example, “Press Ctrl+B” means that you
should hold down the Ctrl key while you press the B key.
Pictures of buttons appear in the margin the first time the button is
used in a chapter.
Black bold In exercises that begin with SET UP information, the names of program
elements, such as buttons, commands, windows, and dialog boxes,
as well as files, folders, or text that you interact with in the steps, are
shown in black, bold type.
Blue bold In exercises that begin with SET UP information, text that you should
type is shown in blue bold type.
Using the Practice Files
Before you can complete the exercises in this book, you need to copy the book’s
practice files to your computer. These practice files, and other information, can be
downloaded from the book’s support page, located at:
http://go.microsoft.com/fwlink/?Linkid=192147
Display the support page in your Web browser and follow the instructions for downloading
the files.
Important The Microsoft Word 2010 program is not available from this Web site. You should
purchase and install that program before using this book.
The following table lists the practice files for this book.
Chapter File
Chapter 1: Prices_start.docx
Explore Word 2010 Procedures_start.docx
Rules_start.docx
Chapter 2: Bamboo_start.docx
Edit and Proofread Brochure_start.docx
Letter_start.docx
Orientation_start.docx
RulesRegulations_start.docx
Chapter 3: AgendaA_start.docx
Change the Look of Text AgendaB_start.docx
Information_start.docx
OrientationDraft_start.docx
RulesDraft_start.docx
Chapter 4: ConsultationA_start.docx
Organize Information in Columns and Tables ConsultationB_start.docx
RepairCosts_start.docx
RoomPlanner_start.docx
(continued)
xxi
xxii Using the Practice Files
Chapter File
Chapter 5: Announcement_start.docx
Add Simple Graphic Elements Authors_start.docx
Flyer_start.docx
Joan.jpg
Joyce.jpg
MarbleFloor.jpg
OTSI-Logo.png
Chapter 6: InfoSheetA_start.docx
Preview, Print, and Distribute Documents InfoSheetB_start.docx
InfosheetC_start.docx
OfficeInfo_start.docx
Chapter 7: Garden.jpg
Insert and Modify Diagrams Park.jpg
Pond.jpg
ServiceA_start.docx
ServiceB_start.docx
Woods.jpg
Chapter 8: CottageA_start.docx
Insert and Modify Charts CottageB_start.docx
CottageC_start.docx
Temperature.xlsx
Chapter 9: AgendaDraft_start.docx
Use Other Visual Elements AuthorsDraft_start.docx
OTSI-Logo.jpg
Welcome_start.docx
Chapter 10: BambooInfo_start.docx
Organize and Arrange Content DeliveryTruckPurchase.docx
Loan.xlsx
LoanComparisons_start.docx
OfficeProcedures_start.docx
Using the Practice Files xxiii
Chapter File
Chapter 11: BlogPost.docx
Create Documents for Use Outside of Word ParkingRules_start.docx
RoomPlannerWeb_start.docx
Chapter 12: Conductors.docx
Explore More Text Techniques ProceduresFields_start.docx
RulesBookmarks_start.docx
VisitorGuide_start.docx
Chapter 13: AllAboutBamboo_start.docx
Use Reference Tools for Longer Documents BambooBibliography_start.docx
ProceduresContents_start.docx
RulesIndex_start.docx
Chapter 14: AnniversaryLetter_start.docx
Work with Mail Merge CustomerList_start.xlsx
ThankYouEmail_start.docx
Chapter 15: CompetitiveAnalysisA_start.docx
Collaborate on Documents CompetitiveAnalysisB_start.docx
InfoSheetReviewA_start.docx
InfoSheetReviewB_start.docx
InfoSheetReviewC_start.docx
LoansProtected_start.docx
ProceduresRestricted_start.docx
ServiceCP_start.docx
ServiceSH_start.docx
ServiceTA_start.docx
Chapter 16: AgendaSH_start.docx
Work in Word More Efficiently AuthorsTemplate_start.docx
ProceduresEdited_start.docx
Your Companion eBook
The eBook edition of this book allows you to:
● Search the full text
● Print
● Copy and paste
To download your eBook, please see the instruction page at the back of this book.
Getting Help
Every effort has been made to ensure the accuracy of this book. If you do run into
problems, please contact the sources listed in the following sections.
Getting Help with This Book

If your question or issue concerns the content of this book or its practice files, please
first consult the book’s errata page, which can be accessed at:
http://go.microsoft.com/fwlink/?Linkid=192147
This page provides information about known errors and corrections to the book. If
you do not find your answer on the errata page, send your question or comment to
Microsoft Press Technical Support at:
mspinput@microsoft.com
Getting Help with Word 2010

If your question is about Microsoft Word 2010, and not about the content of this book,
your first recourse is the Word Help system. This system is a combination of tools and
files stored on your computer when you installed Word and, if your computer is con-
nected to the Internet, information available from Office.com. You can find general or
specific Help information in the following ways:
● To find out about an item on the screen, you can display a ScreenTip. For example, to
display a ScreenTip for a button, point to the button without clicking it. The ScreenTip
gives the button’s name, the associated keyboard shortcut if there is one, and unless
you specify otherwise, a description of what the button does when you click it.
● In the Word program window, you can click the Microsoft Word Help button (a
question mark in a blue circle) at the right end of the ribbon to display the Word
Help window.
● After opening a dialog box, you can click the Help button (also a question mark)
at the right end of the dialog box title bar to display the Word Help window.
Sometimes, topics related to the functions of that dialog box are already identified
in the window.
xxv
xxvi Getting Help
To practice getting help, you can work through the following exercise.
SET UP You don’t need any practice files to complete this exercise. Start Word, and
then follow the steps.
1. At the right end of the ribbon, click the Microsoft Word Help button.
The Word Help window opens.
You can maximize the window or adjust its size by dragging the handle in the lower-right
corner. You can change the size of the font by clicking the Change Font Size button on the
toolbar.
If you are connected to the Internet, clicking any of the buttons below the
Microsoft Office banner (Products, Support, Images, and Templates) takes
you to a corresponding page of the Office Web site.
2. Below the bulleted list under Browse Word 2010 support, click see all.
The window changes to display a list of help topics.
3. In the list of topics, click Activating Word.
Getting Help xxvii
Word Help displays a list of topics related to activating Microsoft Office programs.
You can click any topic to display the corresponding information.
4. On the toolbar, click the Show Table of Contents button.
The window expands to accommodate two panes. The Table Of Contents pane
appears on the left. Like the table of contents in a book, it is organized in sections.
If you’re connected to the Internet, Word displays sections, topics, and training
available from the Office Online Web site as well as those stored on your computer.
Clicking any section (represented by a book icon) displays that section’s topics (represented by
help icons).
5. In the Table of Contents pane, click a few sections and topics. Then click the Back
and Forward buttons to move among the topics you have already viewed.
6. At the right end of the Table of Contents title bar, click the Close button.
7. At the top of the Word Help window, click the Type words to search for box,
type saving, and then press the Enter key.
The Word Help window displays topics related to the word you typed.
xxviii Getting Help
Next and Back buttons appear to make it easier to search for the topic you want.
8. In the results list, click the Recover earlier versions of a file in Office 2010 topic.
The selected topic appears in the Word Help window.
9. Below the title at the top of the topic, click Show All.
Word displays any hidden auxiliary information available in the topic and changes
the Show All button to Hide All. You can jump to related information by clicking
hyperlinks identified by blue text.
Tip You can click the Print button on the toolbar to print a topic. Only the displayed
information is printed.
CLEAN UP Click the Close button at the right end of the Word Help window.
Getting Help xxix
More Information
If your question is about Microsoft Word 2010 or another Microsoft software product and
you cannot find the answer in the product’s Help system, please search the appropriate
product solution center or the Microsoft Knowledge Base at:
support.microsoft.com
In the United States, Microsoft software product support issues not covered by the
Microsoft Knowledge Base are addressed by Microsoft Product Support Services.
Location-specific software support options are available from:
support.microsoft.com/gp/selfoverview/
Chapter at a Glance
Present information
in columns, page 116
Create tabbed lists,

page 123
Present information
in tables, page 125
Format tables, page 136

4 Organize
Information in
Columns and Tables
In this chapter, you will learn how to
✔ Present information in columns.
✔ Create tabbed lists.
✔ Present information in tables.
✔ Format tables.
Information in documents is most commonly presented as paragraphs of text. To make

a text-heavy document more legible, you can flow the text in two or more columns, or
you can display information in a table. For example, flowing text in multiple columns is
a common practice in newsletters, flyers, and brochures; and presenting information in
tables is common in reports.
When you need to present data in a document, using a table is often more efficient than
describing the data in a paragraph, particularly when the data consists of numeric values.
Tables make the data easier to read and understand. A small amount of data can be dis-
played in simple columns separated by tabs, which creates a tabbed list. A larger amount
of data, or more complex data, is better presented in a table, which is a structure of rows
and columns, frequently with row and column headings.
In this chapter, you’ll first create and modify columns of text. Then you’ll create a simple
tabbed list. Finally, you’ll create tables from scratch and from existing text, and format
a table in various ways.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter04 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
115
116 Chapter 4 Organize Information in Columns and Tables
Presenting Information in Columns

By default, Microsoft Word 2010 displays text in one column that spans the width of the
page between the left and right margins. You can specify that text be displayed in two,
three, or more columns to create layouts like those used in newspapers and magazines.
When you format text to flow in columns, the text fills the first column on each page
and then moves to the top of the next column. You can manually indicate where you
want the text within each column to end.
The Columns gallery in the Page Setup group on the Page Layout tab displays several
standard options for dividing text into columns. You can choose one, two, or three
columns of equal width or two columns of unequal width. If the standard options
don’t suit your needs, you can specify the number and width of columns. The number
of columns is limited by the width and margins of the page, and each column must be
at least a half inch wide.
The Columns gallery displays the predefined column options.
No matter how you set up the columns initially, you can change the layout or column
widths at any time.
You can format an entire document or a section of a document in columns. When you
select a section of text and format it as columns, Word inserts section breaks at the begin-
ning and end of the selected text to delineate the area in which the columnar formatting is
applied. Within the columnar text, you can insert column breaks to specify where you want
to end one column and start another. Section and column breaks are visible when you dis-
play formatting marks in the document.
Presenting Information in Columns 117
Tip You can apply many types of formatting, including page orientation, to content within
a specific section of a document without affecting the surrounding text. For information
about sections, see “Controlling What Appears on Each Page” in Chapter 6, “Preview, Print,
and Distribute Documents.”
See Also For information about formatting marks, see ”Viewing Documents in Different
Ways” in Chapter 1, “Explore Word 2010.”
You can apply character and paragraph formatting to columnar text in the same way you
would any text. Here are some formatting tips for columnar text:
● When presenting text in narrow columns, you can justify the paragraphs (align
the text with the left and right edges) to achieve a neat and clean appearance.
To justify the paragraphs, Word adjusts the spacing between words, essentially
moving the empty space that would normally appear at the end of the line into
the gaps between words.
● To more completely fill columns, you can have Word hyphenate the text to break
words into syllables to fill up the gaps.
In this exercise, you’ll flow the text in one section of a document into three columns.
You’ll justify the text in the columns, change the column spacing, and hyphenate the
text. You’ll then break a column at a specific location instead of allowing the text to flow
naturally from one column to the next.
SET UP You need the RoomPlanner_start document located in your Chapter04 practice
file folder to complete this exercise. Open the RoomPlanner_start document, and save
it as RoomPlanner. Then display formatting marks and the rulers, and follow the steps.
1. Click at the beginning of the paragraph that begins Take a look (do not click in the
selection area). Then scroll down until you can see the end of the document, hold
down the Shift key, and click to the right of the paragraph mark after credit cards.
Word selects the text from the Take a look paragraph through the end of the last
paragraph (but not the empty paragraph).
Tip If you want to format an entire document with the same number of columns, you
can simply click anywhere in the document—you don’t have to select the text.
2. On the Page Layout tab, in the Page Setup group, click the Columns button, and
then in the Columns gallery, click Three.
Word inserts a section break above the selected text and flows the text within the
section into three columns.
3. Press Ctrl+Home to move to the top of the document.

The section break is visible above the columns.
A continuous section break changes the formatting of the subsequent text but keeps it on the
same page.
4. On the Home tab, in the Editing group, click the Select button, and then click
Select All.
Keyboard Shortcut Press Ctrl+A to select all the text in the document.
See Also To see a complete list of keyboard shortcuts, see “Keyboard Shortcuts” at the
end of this book.
5. In the Paragraph group, click the Justify button.

Keyboard Shortcut Press Ctrl+J to justify paragraphs.
The spacing between the words changes to align all the paragraphs in the document
with both the left and right margins. Because you applied the formatting to the entire
document, the title is no longer centered. However, it is often quicker to apply format-
ting globally and then deal with the exceptions.
6. Press Ctrl+Home to move to the paragraph containing the document title. Then in
the Paragraph group, click the Center button.
Keyboard Shortcut Press Ctrl+E to center text.
Word centers the document title between the left and right margins.
7. Adjust the zoom percentage until you can see about two-thirds of the first page of
the document.
See Also For information about adjusting the zoom percentage, see “Viewing
Documents in Different Ways” in Chapter 1, “Explore Word 2010.”
8. Click anywhere in the first column.

On the horizontal ruler, Word indicates the margins of the columns.
On the ruler, the indent markers show the indentation of the active column.
Tip If your rulers aren’t turned on, select the Ruler check box in the Show group of the
View tab.
9. On the Page Layout tab, display the Columns gallery, and click More Columns.
The Columns dialog box opens. The spacing between columns is set by default to a
half inch.
Because the Equal Column Width check box is selected, you can adjust the width
and spacing of only the first column.
Tip To separate the columns with vertical lines, select the Line Between check box.
10. In the Width and spacing area, in the Spacing box for column 1, type or
select 0.2".
Word changes the measurement in the Spacing box for column 2, and widens all
the columns in the Preview area to reflect the new setting.
11. Click OK.
Word reflows the columns to fit their new margins.
Wider columns generally look neater on the page.
12. Click at the beginning of the Take a look paragraph. Then in the Page Setup
group, click the Hyphenation button, and click Automatic.
Word hyphenates the text of the document, which fills in some of the large gaps
between words.
13. Click anywhere in the NOTE paragraph in the third column.
14. On the horizontal ruler, at the left end of the third column, drag the Hanging
Indent marker 0.25 inch (two marks) to the right.
All the lines in the NOTE paragraph except the first are now indented, offsetting
the note from the paragraphs above and below it.
You can change the indentation of individual paragraphs within a column.
15. Display the bottom of page 1. In the first column on page 1, click at the beginning
of the Take your Room Planner home paragraph. Then in the Page Setup group,
click the Breaks button, and click Column.
Word inserts a column break. The text that follows the column break moves to the
top of the second column.
16. At the bottom of the third column on page 1, click at the beginning of the If you’re
not sure paragraph, and then on the Quick Access Toolbar, click the Repeat Insertion
button to insert another column break.
Keyboard Shortcut Press Ctrl+Y to repeat the previous action.
Word inserts a column break. The text that follows the column break moves to the
top of the first column on page 2.
CLEAN UP Return the Zoom Level setting to 100%, and then save and close the
RoomPlanner document.
Creating Tabbed Lists 123
Creating Tabbed Lists

If you have a relatively small amount of data to present, you might choose to display
it in a tabbed list, which arranges text in simple columns separated by tabs. You can
align the text within the columns by using left, right, centered, or decimal tab stops.
See Also For more information about setting tab stops, see “Manually Changing the Look of
Paragraphs” in Chapter 3, “Change the Look of Text.”
When entering text in a tabbed list, inexperienced Word users have a tendency to
press the Tab key multiple times to align the columns of the list with the default tab
stops. If you do this, you have no control over the column widths. To be able to
fine-tune the columns, you need to set custom tab stops rather than relying on the
default ones.
When setting up a tabbed list, you should press Tab only once between the items that
you want to appear in separate columns. Next you apply any necessary formatting. And
finally, you set the custom tab stops. Set left, right, centered, and decimal tabs to control
the alignment of the column content, or set a bar tab to add a vertical line to visually
separate list columns. By setting the tabs in order from left to right, you can check the
alignment of the text within each column as you go.
In this exercise, you’ll first enter text separated by tabs and format the text. Then you’ll
set custom tab stops to create a tabbed list.
SET UP You need the ConsultationA_start document located in your Chapter04
practice file folder to complete this exercise. Open the ConsultationA_start
document, and save it as ConsultationA. Then display formatting marks and the
rulers, and follow the steps.
1. Set the zoom percentage to a level that is comfortable for you, and then press
Ctrl+End to move the cursor to the blank line at the end of the document.
2. Type Location, press Tab, type Discount Applies, press Tab, type Hourly Rate,
and then press Enter.
3. Add three more lines to the list by typing the following text, pressing the Tab and
Enter keys where indicated.
In home Tab No Tab $50.00 Enter
Phone Tab Yes Tab $35.00 Enter
In store Tab Yes Tab $40.00 Enter
The tab characters push the items to the next default tab stop, but because some
items are longer than others, they do not line up.
In a tabbed list, it’s important to press the Tab key only once between items.
4. Select the first line of the tabbed list, and then on the Mini Toolbar that appears,
click the Bold button.
Troubleshooting If the Mini Toolbar doesn’t appear, click the Bold button in the Font
group on the Home tab.
Keyboard Shortcut Press Ctrl+B to apply bold.
5. Select all four lines of the tabbed list, and then on the Mini Toolbar, click the
Increase Indent button.
Tip It’s more efficient to make all character and paragraph formatting changes to the
text before setting tab stops. Otherwise, you might have to adjust the tab stops after
applying the formatting.
6. With the tabbed list still selected, on the Page Layout tab, in the Paragraph
group, under Spacing, change the After setting to 0 pt.
7. Click the tab setting button at the junction of the horizontal and vertical rulers until
the Center Tab button is active. (You will probably have to click only once.) Then
click the 2.5 inch mark on the horizontal ruler.
Presenting Information in Tables 125
On the ruler, Word sets a center-aligned tab stop that looks like the Center Tab icon.
The items in the second column of the tabbed list center themselves at that position.
8. Click the tab setting button once.
The Right Tab button is now active.
9. With the Right Tab button active, click the horizontal ruler at the 4.5 inch mark.
On the ruler, Word sets a right-aligned tab stop that looks like the Right Tab icon. The
items in the third column of the tabbed list right-align themselves at that position.
10. On the Home tab, in the Paragraph group, click the Show/Hide ¶ button to hide
the tabs, paragraph marks, and other formatting marks. Then click away from the
tabbed list to see the results.
The tabbed list resembles a simple table.
You have created a simple table-like layout with just a few clicks.
CLEAN UP Save the ConsultationA document, and then close it.
Presenting Information in Tables

A table is a structure of vertical columns and horizontal rows. Each column and each row
can be named with a heading, although some tables have only column headings or only
row headings. At the junction of each column and row is a box called a cell in which data
(text or numeric information) is stored.
You can create empty or predefined tables in a Word document in the following ways:
● The Insert Table gallery, which is available from the Tables group on the Insert tab,
displays a simple grid.
You can create a simple table from the grid in the Insert Table gallery.
Clicking a cell in the grid inserts an empty table the width of the text column. The
table has the number of rows and columns you indicated in the grid, with all the rows
one line high and all the columns of an equal width.
● To insert a more customized empty table, you can click Insert Table on the menu at
the bottom of the Insert Table gallery to open the Insert Table dialog box, in which
you can specify the number of rows and columns and customize the column width.
You can create a custom-width table from the Insert Table dialog box.
● To insert a less clearly defined empty table, you can click Draw Table below the grid
in the Insert Table gallery. This command displays a pencil with which you can draw
cells directly in the Word document to create a table. The cells you draw connect by
snapping to a grid, but you have some control over the size and spacing of the rows
and columns.
You can draw a table directly on the page.
See Also For information about drawing tables, see “Using Tables to Control Page Layout”
in Chapter 10, “Organize and Arrange Content.”
● In addition to empty tables, you can insert any of the available Quick Tables,
which are predefined tables of formatted data that you can replace with your
own information. Built-in Quick Tables include a variety of calendars, simple
tables, tables with subheadings, and tabbed lists. You can also save your own
custom tables to the Quick Tables gallery so that you can easily insert a frequently
used table structure and data into any document.
The Quick Tables gallery includes a selection of predefined tables such as this one.
A new table appears in the document as a set of cells, usually bordered by gridlines. (In
some Quick Tables, the gridlines are turned off.) Each cell contains an end-of-cell marker,
and each row ends with an end-of-row marker. (The end-of-cell markers and end-of-row
markers are identical in appearance, and are visible only when you display formatting
marks in the document.) When you point to a table, a move handle appears in its upper-
left corner and a size handle in its lower-right corner. When the cursor is in a table, two
Table Tools contextual tabs—Design and Layout—appear on the ribbon.
Move handle End-of-cell marker Size handle

End-of-row marker
A table has its own controls and its own contextual ribbon tabs.
Tip The move handle and size handle appear only in Print Layout view and Web Layout view.
After you create a table, you can enter data (such as text, numbers, or graphics) into the
table cells and press the Tab key to move the cursor from cell to cell. Pressing Tab when the
cursor is in the last cell of a row moves the cursor to the first cell of the next row. Pressing
Tab when the cursor is in the last cell of the last row adds a new row to the table and moves
the cursor to the first cell of that row.
Tip You can move and position the cursor by pressing the Tab key or the Arrow keys, or by
clicking in a table cell.
If the data you want to present in a table already exists in the document, either as regular
text or as a tabbed list, you can convert the text to a table by selecting it and then clicking
Convert Text To Table in the Insert Table gallery. Conversely, you can convert an active table
to regular text by clicking the Convert To Text button in the Data group on the Layout tab.
You can modify a table’s structure by changing the size of the table, changing the size of
one or more columns or rows, or adding or removing rows, columns, or individual cells.
Tip To change a table’s structure, you often need to select the entire table or a specific column
or row. The simplest way to do this is to position the cursor in the table, column, or row, click the
Select button in the Table group on the Layout tab, and then click the table element you want.
Alternatively, you can point to the top edge of a column or left edge of a row and, when the
pointer changes to an arrow, click to select the column or row.
The basic methods for manipulating a table or its contents are as follows:
● Insert a row or column Click anywhere in a row or column adjacent to where you
want to make the insertion. Then on the Layout tab, in the Rows & Columns group,
click the Insert Above, Insert Below, Insert Left, or Insert Right button.
The Rows & Columns group of the Layout tab.
Selecting more than one row or column before you click an Insert button inserts
that number of rows or columns in the table.
Tip You can insert cells by clicking the Rows & Columns dialog box launcher and
specifying in the Insert Cells dialog box how adjacent cells should be moved to
accommodate the new cells.
● Delete a row or column Click anywhere in the row or column, and in the Rows &
Columns group, click the Delete button. Then click Delete Cells, Delete Columns,
Delete Rows, or Delete Table.
● Resize an entire table Drag the size handle.
● Resize a single column or row Without selecting the column, drag its right border
to the left or right. Without selecting the row, drag its bottom border up or down.
(If you select a column or row and then drag its border, only the selected column
or row changes.)
● Move a table Point to the table, and then drag the move handle that appears in
its upper-left corner to a new location. Or use the Cut and Paste commands in the
Clipboard group on the Home tab to move the table.
● Merge cells Create cells that span multiple columns or rows by selecting the cells
you want to merge and clicking the Merge Cells button in the Merge group on the
Layout tab. For example, to center a title in the first row of a table, you can merge
all the cells in the row to create one merged cell that spans the table’s width.
● Split cells Divide one cell into multiple cells by clicking the Split Cells button in the
Merge group on the Layout tab and then specifying the number of columns and
rows you want.
● Sort information Click the Sort button in the Data group on the Layout tab to sort
the rows in ascending or descending order by the data in any column. For example,
in a table that has the column headings Name, Address, ZIP Code, and Phone
Number, you can sort on any one of those columns to arrange the information in
alphabetical or numerical order.
In this exercise, you’ll work with two tables. First you’ll create an empty table, enter and
align text in the table cells, add rows to the table, and merge cells. Then you’ll create a
second table by converting an existing tabbed list, change the width of a column, and
change the width of the entire table.
SET UP You need the ConsultationB_start document located in your Chapter04 practice
file folder to complete this exercise. Open the ConsultationB_start document, and save it
as ConsultationB. Then display formatting marks and the rulers, and follow the steps.
1. Click to the left of the second blank paragraph below Please complete this form.
2. On the Insert tab, in the Tables group, click the Table button. Then in the Insert
Table gallery, point to (don’t click) the cell that is five columns to the right and five
rows down from the upper-left corner of the grid.
Word highlights the cells that will be in the table, indicates the table dimensions
in the gallery header, and creates a temporary table in the document.
You can preview the table with the number of columns and rows you have specified.
3. Click the cell.

Word creates a blank table consisting of five columns and five rows. The cursor is
located in the first cell. Because the table is active, Word displays the Design and
Layout contextual tabs.
4. In the selection area to the left of the table, point to the first row of the table, and
then click once to select it.
5. On the Layout contextual tab, in the Merge group, click the Merge Cells button.
Word combines the five cells in the first row into one cell.
6. With the merged cell selected, in the Alignment group, click the Align Center button.
The end-of-cell marker moves to the exact center of the merged cell to indicate
that anything you type there will be centered both horizontally and vertically.
7. Type Consultation Estimate.
The table now has content that looks like a table title.
Merged cells are often used for table titles and column headings.
8. Click the first cell in the second row, type Type, and then press Tab.
9. Type Location, Consultant, Hourly Rate, and Total, pressing Tab after each entry.
Pressing Tab after the Total heading moves the cursor to the first cell of the third
row. The table now has a row of column headings.
10. Select the column heading row, and then on the Mini Toolbar, click the Bold button.
11. In the third row, type Window treatments, In home, Andy Ruth, $50.00, and
$50.00, pressing Tab after each entry.
You have entered a complete row of data.
12. Select the last two rows, and then on the Layout tab, in the Rows & Columns
group, click the Insert Below button.
Word adds two new rows and selects them.
13. In the last row, click the first cell, hold down the Shift key, and then press the Right
Arrow key four times to select the first four cells in the row.
14. In the Merge group, click the Merge Cells button.

Word combines the selected cells into one cell.
15. In the Alignment group, click the Align Center Right button.
16. Type Subtotal, and then press Tab twice.
Word adds a new row with the same structure to the bottom of the table.
When you add a new row, it has the same format as the one it is based on.
17. Type Add trip fee, press Tab twice to add a new row, and then type Total.
Now you’ll create a different table by converting existing text.
18. Scroll down to the bottom of the document, and select the rows of the tabbed list
beginning with Distance and ending with $20.00.
19. On the Insert tab, in the Tables group, click the Table button, and then click
Convert Text to Table.
The Convert Text To Table dialog box opens.
You can separate text into columns based on the symbol you specify.
20. Verify that the Number of columns box displays 2, and then click OK.
The selected text appears in a table with two columns and six rows.
21. Click anywhere in the table to release the selection, and then point to the right
border of the table. When the pointer changes to two opposing arrows, double-
click the border.
Word adjusts the width of the right column to accommodate its longest cell
entry.
Tip You can also adjust the column width by changing the Table Column Width setting
in the Cell Size group on the Layout tab.
22. Point to the In-Home Trip Charge table.

Word displays the move handle in the upper-left corner and the size handle in
the lower-right corner.
23. Drag the size handle to the right, releasing the mouse button when the right
edge of the table aligns approximately with the 4 inch mark on the horizontal
ruler.
The width of the table expands.
The table is now approximately as wide as the tabbed list above, creating a nice balance.
CLEAN UP Save the ConsultationB document, and then close it.
Performing Calculations in Tables

When you want to perform calculations with the numbers in a Word table, you
can create a formula that uses a built-in mathematical function. You construct a
formula by using the tools in the Formula dialog box, which you display by clicking
the Formula button in the Data group on the Layout contextual tab.
The Formula dialog box.
A formula consists of an equal sign (=), followed by a function name (such as SUM),
followed by parentheses containing the location of the cells you want to use for the
calculation. For example, the formula =SUM(Left) totals the cells to the left of the
cell containing the formula.
To use a function other than SUM in the Formula dialog box, you click the function
you want in the Paste Function list. You can use built-in functions to perform a num-
ber of calculations, including averaging (AVERAGE) a set of values, counting (COUNT)
the number of values in a column or row, or finding the maximum (MAX) or minimum
(MIN) value in a series of cells.
Although formulas commonly refer to the cells above or to the left of the active cell,
you can also use the contents of specified cells or constant values in formulas. To
use the contents of a cell, you type the cell address in the parentheses following the
function name. The cell address is a combination of the column letter and the row
number—for example, A1 is the cell at the intersection of the first column and the
first row. A series of cells in a row can be addressed as a range consisting of the first
cell and the last cell separated by a colon, such as A1:D1. For example, the formula
=SUM(A1:D1) totals the values in row 1 of columns A through D. A series of cells in a
column can be addressed in the same way. For example, the formula =SUM(A1:A4)
totals the values in column A of rows 1 through 4.
Other Layout Options

You can control many aspects of a table in the Table Properties dialog box,
which you display by clicking the Properties button in the Table group on the
Layout tab. You can set the following options:
● On the Table page, you can specify the width of the entire table, as well as the
way it interacts with the surrounding text.
● On the Row page, you can specify the height of each row, whether a row is
allowed to break across pages, and whether a row of column headings should
be repeated at the top of each page.
Tip The Repeat As Header Row option is available only if the cursor is in the top
row of the table.
● On the Column page, you can set the width of each column.
● On the Cell page, you can set the width of cells and the vertical alignment of
text within them.
Tip You can also control the widths of selected cells by changing the settings in
the Cell Size group on the Layout tab.
● On either the Table page or Cell page, you can control the margins of cells
(how close text comes to the cell border) by clicking Options and specifying
top, bottom, left, and right settings.
Tip You can also control the margins by clicking the Cell Margins button in the
Alignment group on the Layout tab.
● On the Alt Text page, you can enter text that describes what the table is
about.
Formatting Tables
Formatting a table to best convey its data can be a process of trial and error. With Word
2010, you can quickly get started by applying one of the table styles available in the
Table Styles gallery on the Design contextual tab.
The table styles include a variety of borders, colors, and other attributes to give the table a
professional look.
If you want to control the appearance of a table more precisely, you can use the commands
on the Design and Layout tabs. You can also format the table content. As you saw in the
previous exercise, you can apply character formatting to the text in tables just as you would
to regular text, by clicking buttons on the Mini Toolbar. You can also click the buttons in the
Font group on the Home tab. You can apply paragraph formatting, such as alignment and
spacing, by clicking buttons in the Paragraph group on the Home tab. And you can apply
both character and paragraph styles from the Quick Styles gallery.
Formatting Tables 137
In this exercise, you’ll first apply a table style to a table. Then you’ll format a table row
and column. You’ll also apply character and paragraph formatting to various cells so
that the table’s appearance helps the reader understand its data.
SET UP You need the RepairCosts_start document located in your Chapter04 practice
file folder to complete this exercise. Open the RepairCosts_start document, and save it
as RepairCosts. If formatting marks are displayed, hide them, and then follow the steps.
1. Click anywhere in the table, and then on the Design tab, point to each thumbnail
in the first row of the Table Styles gallery to see its live preview.
2. In the Table Style Options group, clear the Banded Rows check box, and select
the Total Row check box.
The table style thumbnails no longer have banded rows, reflecting your changes.
3. In the Table Styles group, click the More button.
The Table Styles gallery appears.
4. Preview all the styles in the gallery. When you finish exploring, click the second
thumbnail in the fifth row (Medium Shading 2 – Accent 1).
The style needs to be modified to suit the data, but it’s a good starting point.
This table style applies formatting to the header and total rows, the first column, and the
text of the table.
5. Select all the cells in the last row by clicking in the selection area to its left. Then in
the Table Styles group, click the Borders arrow, and click Borders and Shading.
The Borders And Shading dialog box opens, displaying the borders applied to the
selected cells.
6. On the Borders page of the dialog box, scroll to the top of the Style list, and click
the thick black border.
7. In the Preview area, click the top border button once to remove the current border,
and click again to apply the thick black border.
8. Click the Shading tab, and click the Fill arrow. Under Theme Colors in the palette,
click the fifth box in the top row (Blue, Accent 1). Then click OK.
9. Without moving the selection, on the Home tab, in the Font group, click the Font
Color arrow, and under Theme Colors in the palette, click the white box. Then
press Home to release the selection.
The table now has the same border at the top and bottom.
You can customize a table style to meet your needs.
10. Point to the left side of the Elastomeric Decks cell, and when the pointer changes
to a black right-pointing arrow, drag downward to select all the cells in the Item
column except the TOTAL cell.
Formatting Tables 139
11. On the Design tab, in the Table Styles group, click the Shading arrow, and
under Theme Colors, click the third box in the blue column (Blue, Accent 1,
Lighter 40%).
12. Select all the cells containing amounts in the Cost, $ column, including the cell with
the total. Then on the Layout tab, in the Alignment group, click the Align Center
Right button.
Tip If the first row of your table has several long headings that make it difficult to fit the
table on one page, you can turn the headings sideways. Simply select the heading row
and click the Text Direction button in the Alignment group on the Layout tab.
Now you can judge how well the table displays its data.
The total now stands out better, and the amounts are easier to read.
Tip If you will need to use this formatted table with different data in the future, you can
save it as a Quick Table. For information about saving customized tables for future use,
see the sidebar “Quick Tables” on the next page.
CLEAN UP Save the RepairCosts document, and then close it.
Quick Tables
With Word 2010, you can create Quick Tables—preformatted tables with sample
data that you can customize. To create a Quick Table:
1. On the Insert tab, in the Tables group, click the Table button, and then point
to Quick Tables.
The Quick Tables gallery appears.
The predefined Quick Tables meet several common needs.
2. Scroll through the gallery, noticing the types of tables that are available, and
then click the one you want.
For example, this is the Matrix Quick Table.
The Matrix Quick Table includes row and column headings, placeholder data, and no
summary data, such as totals.
Key Points 141
3. On the Design tab, apply formatting to tailor the Quick Table to your needs.
For example, here’s the Matrix Quick Table after we formatted it.
It is easy to customize a Quick Table for your own needs.
If you will use the table again, you can save it in the Quick Tables gallery. Select
the table, display the Quick Tables gallery, and click Save Selection To Quick Tables
Gallery. Then in the Create New Building Block dialog box, assign a name to the table,
and click OK. Provided you save the Building Blocks template when Word prompts
you to, the table will be available in the Quick Tables gallery for future use.
See Also For information about building blocks, see “Inserting Building Blocks” in
Chapter 5, “Add Simple Graphic Elements.”
Key Points
● To vary the layout of a document, you can divide text into columns. You can
control the number of columns, the width of the columns, and the space between
the columns.
● To clearly present a simple set of data, you can use tabs to create a tabbed list,
with custom tab stops controlling the width and alignment of columns.
● You can create a table from scratch, or convert existing text to a table. You can
control the size of the table and its individual structural elements.
● By using the built-in table styles, you can quickly apply professional-looking cell
and character formatting to a table and its contents.
● You can enhance a table and its contents by applying text attributes, borders, and
shading.
Chapter at a Glance
Create diagrams,
page 203
Modify diagrams,
page 210
Create picture diagrams,

page 216
7 Insert and Modify
Diagrams
In this chapter, you will learn how to
✔ Create diagrams.
✔ Modify diagrams.
✔ Create picture diagrams.
Diagrams are graphics that convey information. Business documents often include diagrams
to clarify concepts, describe processes, and show hierarchical relationships. Microsoft
Word 2010 comes with a powerful diagramming tool called SmartArt that you can use
to create diagrams directly in your documents. By using ready-made diagram templates,
you can produce sophisticated results tailored to your needs.
In this chapter, you’ll insert a diagram into a document and specify its size and position.
Then you’ll change the diagram’s layout, visual style, and color theme. Finally, you’ll see
how to use a diagram to arrange pictures in a document.
Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter07 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.
Creating Diagrams
When you need your document to clearly illustrate a concept such as a process, cycle,
hierarchy, or relationship, the powerful SmartArt Graphics tool is available to help you
create a dynamic, visually appealing diagram. By using predefined sets of sophisticated
formatting, you can almost effortlessly put together any of the following diagrams:
● List These diagrams visually represent lists of related or independent information—

for example, a list of items needed to complete a task, including pictures of the items.
203
204 Chapter 7 Insert and Modify Diagrams
● Process These diagrams visually describe the ordered set of steps required to
complete a task—for example, the steps for getting a project approved.
● Cycle These diagrams represent a circular sequence of steps, tasks, or events, or the
relationship of a set of steps, tasks, or events to a central, core element—for example,
the looping process for continually improving a product based on customer feedback.
● Hierarchy These diagrams illustrate the structure of an organization or entity—for
example, the top-level management structure of a company.
● Relationship These diagrams show convergent, divergent, overlapping, merging, or
containment elements—for example, how using similar methods to organize your
e-mail, calendar, and contacts can improve your productivity.
● Matrix These diagrams show the relationship of components to a whole—for
example, the product teams in a department.
● Pyramid These diagrams illustrate proportional or interconnected relationships—
for example, the amount of time that should ideally be spent on different phases of
a project.
● Picture These diagrams rely on pictures instead of text to create one of the other
types of diagrams—for example, a process picture diagram with photographs
showing the recession of glaciers in Glacier National Park.
You select the type of diagram you want to create from the Choose A SmartArt Graphic
dialog box. The categories are not mutually exclusive, meaning that some diagrams ap-
pear in more than one category.
The Choose A SmartArt Graphic dialog box.

Creating Diagrams 205
After creating the diagram, you insert text by typing either directly in its shapes or in the
associated Text pane. Depending on the diagram type, the text appears in or adjacent to
its shapes.
In this exercise, you’ll create a diagram, add text, adjust its size, and specify its position in
relation to the document text and page margins.
SET UP You need the ServiceA_start document located in the Chapter07 practice file
folder to complete this exercise. Open the ServiceA_start document, and save it as
ServiceA. Then follow the steps.
1. Click to the left of the Gather information heading, and then on the Insert tab, in
the Illustrations group, click the SmartArt button.
Keyboard Shortcut Press and release Alt, N, and then M to open the Choose A
SmartArt Graphic dialog box.
See Also For more information about keyboard shortcuts, see “Keyboard Shortcuts” at
the end of this book.
The Choose A SmartArt Graphic dialog box opens, displaying all the available
graphics.
2. In the left pane, click each diagram category in turn to display only the available
layouts of that type in the center pane.
3. In the left pane, click Process. Then in the center pane, click each process diagram
layout in turn to view an example, along with a description of what the diagram best
conveys, in the right pane.
Tip While you are exploring, keep in mind how much data your own diagrams might
contain, and analyze which diagrams will ensure that the data will all fit on one page.
4. When you finish exploring, click the third thumbnail in the sixth row (Vertical
Process), and then click OK.
The process diagram is inserted at the cursor, and the Design and Format contextual
tabs are displayed on the ribbon.
Three text placeholders appear in the diagram shapes and in the adjacent Text pane, where
the text placeholders are formatted as a bulleted list.
Troubleshooting The appearance of buttons and groups on the ribbon changes depending
on the width of the program window. For information about changing the appearance of
the ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the
beginning of this book.
Depending on your screen resolution, you might see a description of the Vertical
Process diagram at the bottom of the Text pane. If your Text pane looks like the
one in our graphic, you can click Vertical Process to display the description.
Troubleshooting If the Text pane is not open, click the tab displaying left and right
(open and close) arrows on the left side of the diagram frame. You can also display the
Text pane by clicking the Text Pane button in the Create Graphic group on the Design
contextual tab.
5. With the first bullet selected in the Text pane, type Gather information, and then
press the Down Arrow key to move the cursor to the next placeholder.
Troubleshooting Be sure to press the Down Arrow key. If you press the Enter key,
you’ll start a new bullet, and if you press the Tab key, you’ll turn the current bullet
into a level-two bullet below the one above it.
As you type in the Text pane, the words also appear in the corresponding shape in
the diagram.
Tip For a cleaner look, don’t type any punctuation at the end of the text in diagram
shapes.
6. Repeat step 5 for the remaining two placeholders, entering Set up team and Plan
project.
7. With the cursor at the end of the third bulleted item in the Text pane, press Enter
to extend the bulleted list and add a new shape to the diagram. Then type Meet
with department.
The widths of the shapes in the diagram adjust to accommodate the length of the
bullet point you just typed.
You can add as many shapes as you need.
8. In the Text pane, click the Close button.

9. On the left side of the diagram frame, point to the sizing handle (the four dots),
and when the pointer changes to a double-headed arrow, drag to the right past
the diagram and into the white space, until the frame is approximately as wide
as the shapes within the diagram.
Troubleshooting Ensure that the pointer is a double-headed arrow before dragging.
Point to the four dots, not to a blank part of the frame or to the Text pane tab on the
left side of the frame.
10. If you can’t see the diagram after you release the mouse button, scroll up in the
document.
The diagram now sits at the left margin of the document, with the Gather information
heading to its right.
The diagram is anchored to the Gather information heading and moves with it.
11. On the Format contextual tab, in the Arrange group, click the Wrap Text button,
and then in the gallery, click Square.
Troubleshooting Depending on your window size and screen resolution, you might
need to click the Arrange button to display the Arrange group.
See Also For information about text wrapping, see “Arranging Objects on the Page” in
Chapter 10, “Organize and Arrange Content.”
12. In the Arrange group, click the Position button, and then at the bottom of the
gallery, click More Layout Options.
The Layout dialog box opens with the Position page displayed. On this page are
options for controlling where the diagram appears relative to other elements of
the document.
The Position page of the Layout dialog box.
13. In the Horizontal area, click Alignment. Then click the Alignment arrow, and in
the list, click Right.
14. In the Vertical area, click Alignment. Leave the Alignment setting as Top, and
then change the relative to setting to Line.
15. Click OK.
Instead of sitting at the left margin with text before and after it, the diagram now
sits to the right of the text, without interrupting its flow.
16. In the lower-left corner of the diagram frame, point to the sizing handle. When
the pointer changes to a diagonal double-headed arrow, drag up and to the right
until the bottom of the diagram frame sits level with the last line of text in the
Community Service Committee paragraph.
Tip You can precisely size the diagram by adjusting the Height or Width setting in the
Size group on the Format contextual tab.
17. Click a blank area of the document.

The diagram now sits neatly to the right of the introductory text.
You can align and size the diagram to fit your text.
CLEAN UP Save the ServiceA document, and then close it.
Modifying Diagrams
After you create a diagram, you can add and remove shapes and edit the text of the
diagram by making changes in the Text pane. You can also customize the diagram by
using the options on the SmartArt Tools contextual tabs.
You can make changes such as the following by using the commands on the Design
contextual tab:
● Switch to a different layout of the same type or of a different type.
Tip If you have entered more text than will fit in the new layout, the text is not shown,
but SmartArt retains it so that you don’t have to retype it if you switch the layout again.
● Add shading and three-dimensional effects to all the shapes in a diagram.
● Change the color scheme.
● Add shapes and change their hierarchy.

Tip You can remove a shape and its text by selecting it and then pressing the Delete
key. You can also rearrange shapes by dragging them.
You can customize individual shapes in the following ways by using the commands on
the Format contextual tab:
● Change an individual shape—for example, you can change a square into a star.
● Apply a built-in shape style.

Modifying Diagrams 211
● Change the color, outline, or effect of a shape.
● Change the style of the shape’s text.
You can use Live Preview to display the effects of these changes before you apply them.
If you apply a change and then decide you preferred the original version, you can click
the Reset Graphic button in the Reset group on the Design contextual tab.
In this exercise, you’ll change a diagram’s layout, style, and colors. Then you’ll change the
shape and color of one of its elements, and customize copies of the diagram.
SET UP You need the ServiceB_start document located in the Chapter07 practice file
folder to complete this exercise. Open the ServiceB_start document, and save it as
ServiceB. Then follow the steps.
1. If necessary, adjust your view of the document so that the entire diagram sits in the
bottom half of your screen.
2. Click a blank area inside the diagram frame to activate the diagram as a whole.
Troubleshooting Be sure to click a blank area away from any shapes. If a shape in
the diagram is surrounded by handles, that shape is selected, either for editing or for
manipulation, instead of the diagram as a whole.
3. On the Design contextual tab, in the Layouts group, click the More button.
The Layouts gallery appears, showing the other available Process diagram layouts.
You can switch to any of these layouts.

Tip If a gallery has a sizing handle (three dots) in its lower-right corner, as this one does,
you can drag the handle upward to reduce the height of the gallery. You can then see
more of the document and the gallery at the same time.
4. In the Layouts gallery, point to each thumbnail to preview the diagram with that
layout.
Because changing the layout does not change the width of the diagram frame,
some of the horizontal layouts create a very small diagram.
5. In the Layouts gallery, click the last thumbnail in the fourth row (Basic Bending
Process).
The diagram changes to two columns with arrows indicating the process flow.
The Basic Bending Process diagram.
6. Point to the sizing handle on the left side of the diagram’s frame, and when the
pointer changes to a two-headed arrow, drag the frame to the left until the diagram
occupies a bit less than half the page width.
When you release the mouse button, the shapes in the diagram expand to fill the
resized frame.
7. On the Design contextual tab, in the SmartArt Styles group, click the More
button.
The SmartArt Styles gallery appears.
You can apply two-dimensional or three-dimensional styles.
8. In the gallery, point to each style, noticing the changes to your diagram. Then
under 3-D, click the first thumbnail in the first row (Polished).
9. In the SmartArt Styles group, click the Change Colors button.
The Colors gallery appears, offering sets of different colors or of different shades
of the same color.
10. Preview a few color combinations, and then under Colorful, click the first thumbnail
(Colorful – Accent Colors).
In the document, you can see that the new diagram colors coordinate with the
text colors.
The diagram shapes have a new style and new colors.

11. In the upper-left corner of the diagram, click the Gather information shape (not
its text), and then on the Format contextual tab, in the Shapes group, click the
Change Shape button.
The Shapes gallery appears, showing all the available built-in shapes.
You can use any of these shapes in a diagram.
12. Under Basic Shapes, click the first shape in the first row (Oval).
The selected shape changes from a rectangle to an oval.
13. Without changing the selection, in the Shape Styles group, click the Shape Fill
button. Then under Standard Colors in the palette, click the first box (Dark Red).
14. Click away from the diagram.
You can now see the results.
The shape that corresponds with the heading to the left of the diagram is now accentuated
with a different shape and color.
15. Click a blank area within the diagram to select it. Then on the Home tab, in the
Clipboard group, click the Copy button.
16. Scroll down the document, click to the left of the Set up team heading, and in the
Clipboard group, click the Paste button to paste in a copy of the diagram.
17. On the Format tab, in the Arrange group, click the Position button, and then click
More Layout Options to display the Layout dialog box. Ensure that the Horizontal
setting is Alignment, Right relative to Column and the Vertical setting is
Alignment, Top relative to Line. Then click OK.
18. Click the Gather information shape (not its text). In the Shapes group, click the
Change Shape button, and under Rectangles, click the second shape (Rounded
Rectangle). Then in the Shape Styles group, click the Shape Fill button, and under
Theme Colors in the palette, click the third box (Light Turquoise, Background 2).
The shape corresponding to the previous heading is now muted to show that it
has already been discussed.
19. Click the Set up team shape (not its text), and change its shape to Oval. Then
change its fill color to Dark Red.
The diagram now corresponds with the adjacent topic.
The red oval shape reflects the heading to the left, and the previous topic is a muted color.
20. If you want, repeat steps 15 through 19 to insert a customized copy of the diagram
adjacent to each of the remaining headings in the Process section.
Tip Sometimes headings appear too close together, or a heading might appear too
close to the bottom of the page, to accommodate a series of diagrams neatly. In that
case, insert a page break (press Ctrl+Enter) to push each heading to a new page before
inserting the diagram.
CLEAN UP Save the ServiceB document, and then close it.
Creating Picture Diagrams

The SmartArt Graphics tool that comes with Word 2010 includes a sophisticated new
category of diagrams that are designed to hold pictures. You can use these diagrams
for business uses such as creating organization charts with pictures as well as names
and titles or for personal uses such as creating a page of family photographs.
In this exercise, you’ll create a page of photographs. You’ll size and position the
photographs and then enter and format accompanying captions.
Creating Picture Diagrams 217
SET UP You need the Garden, Park, Pond, and Woods pictures located in the Chapter07
practice file folder to complete this exercise. Create a blank document, and save it as
Westbury in the folder where you usually save your practice files. Then follow the steps.
1. On the Page Layout tab, in the Page Setup group, set the orientation to Landscape,
and set the margins to Narrow. Then if necessary, set the zoom percentage so that
you can see the entire page on your screen.
2. At the top of the document, type Westbury, and press Enter. Select the text, and
then on the Home tab, in the Font group, click the Text Effects button. Then in
the gallery, click the second thumbnail in the last row (Gradient Fill - Orange,
Accent 6, Inner Shadow). Finally, set the size to 72.
3. Press the Down Arrow key, and on the Insert tab, in the Illustrations group, click
the SmartArt button. In the left pane of the Choose a SmartArt Graphic dialog
box, click Picture. Then in the middle pane, double-click the first thumbnail in the
first row (Accented Picture).
The template for the selected diagram is inserted at the cursor.
The Accented Picture diagram, ready for you to enter pictures and captions.
4. Click a blank area inside the diagram frame, and then on the Format contextual tab,
in the Size group, change the Height setting to 5.75 and the Width setting to 9.
Tip You don’t have to type the inch marks; Word will add them for you. After you enter
a Size setting, pressing Enter implements your changes.
5. Click a blank area of the biggest shape, and then in the Size group, change the
Height setting to 5 and the Width setting to 8. Then drag the shape down and
to the left until it sits in the lower-left corner of the diagram frame.
6. Click a blank area of the top circle, and then in the Size group, use the up arrows
in the Height and Width settings to increase the size to 1.7”. Repeat this step for
the other two circles.
Troubleshooting Don’t type the sizes; use the arrows. Sometimes the shapes don’t hold
precise measurements when you type them.
7. Drag the top circle to the upper-right corner of the diagram frame, drag the
middle circle to the right to align with the frame, and drag the bottom circle to
the lower-right corner of the frame.
The diagram now occupies most of the page.
The picture placeholders have been sized and positioned to fit the available space.
Creating Picture Diagrams 219
8. In the biggest shape, click the Insert Picture icon.

The Insert Picture dialog box opens.
9. Navigate to your Chapter07 practice file folder, and then double-click Park.
10. Repeat step 9 to insert the Garden picture in the top circle, the Pond picture in
the middle circle, and the Woods picture in the bottom circle.
11. Open the Text pane, and replace the placeholder bullet points with Park, Garden,
Pond, and Woods.
The captions appear on the diagram in the position and format specified by the
diagram template.
The pictures now have captions.
12. In the Text pane, double-click the Park bullet point, and then on the Home tab, in
the Font group, apply the Gradient Fill – Orange, Accent 6, Inner Shadow text
effect and set the size to 40. Repeat this step for the Garden, Pond, and Woods
bullet points. Then close the Text pane.
13. To balance the page, on the Page Layout tab, in the Page Setup group, click the
Margins button, and at the bottom of the gallery, click Custom Margins. Then
in the Page Setup dialog box, increase the Left margin to 1.25, and click OK.
Troubleshooting If Word displays a message that one of the margins is outside the
printable area of the page, in this case you can click Ignore. If you were going to print
this page, you would want to fix the problem.
14. Make any additional adjustment to achieve a balanced page.

We indented the title by 1 inch and removed the space after it.
The final picture diagram.
CLEAN UP Save the Westbury document, and then close it.
Key Points 221
Key Points
● You can easily create a sophisticated diagram to convey a process or the relationship
between hierarchical elements.
● Diagrams are dynamic illustrations that you can customize to produce precisely the
effect you are looking for.
● You can use a picture diagram to neatly lay out pictures on a page.
Index
A
absolute positioning, 273, 277
AutoCorrect
adding to list, 67
fixing spelling errors with, 64-65
Accept button, 390, 392, 395 options, setting, 65, 424
accepting revisions, 390, 392 AutoCorrect dialog box, 65, 112
all in document, 395 AutoFormatting options, 112
accessibility, checking, 195 AutoRecover
activating blogs in Word, 300 customizing settings for, 19
active document, closing, 25 options, setting, 424
add-ins, 428, 430, 431 AutoText for user name/initials, changing, 166
Add-Ins dialog box, 431
address lists, e-mail. See e-mail mail merging
Add Template dialog box, 421
advanced options, 426 B
Back button (Help), xxvii
Align button, 278
Align Center button, 131 backgrounds
Align Center Right button, 132, 139 appropriate use of, 152
Align gallery, 278 color, applying, 152
aligning diagrams, 209, 215 gradients, applying, 153
aligning objects, 278 overview of, 144
aligning text, 97-98, 101-102 pictures as, applying, 155
around objects, 273 textures, applying, 154
around pictures, 145 Backspace key, 40
in tables, 131, 132, 139 Backstage view, 5, 14, 184, 193
with tab stops, 97 displaying, 16
alt text in tables, 135 Help page, 15
anchoring text to objects, 273 Info page, 14
Apply Styles dialog box, 410 New page, 15
Arrange All button, 36 opening documents from, 23
arranging stacked objects, 273, 280 Print page, 15
arrows on buttons, 7 Recent page, 14
Artistic Effects button, 149 Share page, 15
aspect ratio, 441 balloon comments
Attach File button, 383 balloons for, 441
attaching templates, 408, 420 defined, 441
attachments, e-mail. See also e-mail messages deleting, 385, 387
inserting, 383 displaying, 386
sending documents as, 382 displaying all text, 385
Attach Template dialog box, 420 editing, 385
attributes, 441 from specific reviewer, hiding, 385
authenticating documents, 384, 482 hiding, 385
author name, viewing, 196 highlighting, 386
authors. See sources inserting, 385, 386
471
472 balloons
balloon comments (continued) Bookmark dialog box, 323

navigating, 385, 386 bookmarks
nesting, 385 displaying, 324
responding to, 385, 387 hiding, 327
reviewer’s name, displaying, 385, 386 inserting, 323
balloons. See ScreenTips jumping to, 322, 324-325
banded rows in tables, 137 overview of, 309, 322
bar charts, 441 spaces in names, 324
bibliographies Border button, 99, 104, 284
compiling, 347 borders. See also page borders
inserting, 353 3-D, 104
overview of, 347 adding, 99, 100, 104
updating, 348 cell, 138
Bibliography button, 347 table, 284
Bibliography gallery, 352 Borders And Shading dialog box, 100, 104,
bilingual dictionary 138, 157
overview of, 59 Borders button (tables), 138
translating text with, 63 bound documents, previewing, 185
blank documents, creating, 17 breaks. See column breaks; page breaks; line
Blank Page button, 159 breaks; section breaks
blank pages, inserting, 159 Breaks button, 96, 101, 122, 192
blocking content, trusted locations for, 429 brightness, adjusting, 147
Blogger service, 300 Browse By Page button, 28
blog posts browsers
creating, 17 opening Web pages in, 298
defined, 445 previewing documents in, 29, 34
overview of, 299 setting for Web pages, 295
publishing, 304-305 specifying, for Web pages, 294
saving, 304 browsing objects, 27
blogs, 441 building blocks. See also header/footers;
activating in Word, 300 Quick Parts
addresses for, 303 cover pages, 159, 162
creating, 299 creating, 70, 170
drafts, opening, 305 defined, 69, 441
e-mail publishing, turning on, 301 deleting, 161
home page, navigating to, 305 entering in existing text, 72
on Windows Live Spaces, creating, 300, 302 gallery of, 160, 166
overview of, 299 inserting, 70
picture upload options, 303 keyboard shortcuts for, 70
posting to, 303 overview of, 69, 144
publishing documents as posts, 299 page numbers, 159, 165, 166
publishing posts, 305 properties, viewing, 161
publishing posts as drafts, 304 saving, 71
registering accounts, 299, 302 in templates, 408
saving posts, 304 text boxes, 159, 167, 172
service providers, 300 Building Blocks Organizer, 160, 166
setting up, 299, 300 Building Blocks template, 408
Web links, adding, 304 bulleted lists. See also lists
Bold button, 89, 124, 422 bullet symbol, changing, 107, 109
bolding text, 89 bullet symbol, live preview of, 109
book features and conventions, xix creating, 107-108
booklets, printing, 184 in diagrams, adding to, 207
Bookmark button, 323
collaborating on documents 473
bullet points character formatting. See also fonts;

merging, 47 paragraph styles
selecting, 45 appropriate use of, 95
Bullets button, 107, 108 attributes, 441
buttons. See also specific button names bolding, 89
adding to Quick Access Toolbar, 438 case, 94
arrows on, 7 clearing, 94
inactive, 10 copying, 90
ScreenTips for. See ScreenTips defined, 441
separator between, 438 underlining, 89
viewing information on. See ScreenTips characters, non-printing. See formatting marks
character spacing, 87
changing, 93
C
calculations in tables, 134
defined, 441
character styles, 76, 411. See also Quick Styles
defined, 441
capital letters. See uppercase finding/replacing, 106
Caption dialog box, 338 chart area, 441
captions, 441 chevrons, 363, 441
case formatting, 94-95 Choose A SmartArt Graphic dialog box, 204,
Cell Margins button, 135 205, 217
cells citations. See also sources
addresses, 441 inserting, 339, 350
borders around, 138 style guide, setting, 348
defined, 441 Clear Formatting button, 94
deleting, 129 clearing formatting, 94
inserting, 129 Click And Type
merging, 129, 131 centering text with, 97
setting width of, 135 defined, 441
shading, 138 clip art. See also pictures
splitting, 130 inserting, 144, 150
Center button, 101, 105, 119, 165, 174 saving, 150
centering text, 97-98, 101, 119 searching for, 150
with Click And Type, 97 Clip Art button, 144, 150
in header/footers, 165 Clipboard, 42
keyboard shortcut for, 97, 119 closing, 48
in tables, 131 defined, 441
in WordArt objects, 174 deleting items from, 48
Center Tab button, 124 options for, 48
Change Colors button, 213 viewing, 48
Change Shape button, 214, 215 Clipboard dialog box launcher, 48
Change Styles button, 77, 80, 412, 421 Close button, xxix, 4, 25
change tracking Close Header and Footer button, 166, 192
in balloons, 389-390, 392 Close Outline View button, 272
final version, displaying, 392 closing Clipboard task pane, 48
options, setting, 389 closing documents, 25, 28
toggle button, adding, 388 closing Word 2010, 4
turning off, 393 co-authoring documents, 380
turning on, 388, 390 collaborating on documents, 380
user information, changing, 389
474 Collapse button
Collapse button, 270 comparing documents

collapsing outlines to single level, 269 by combining, 393-394
collating printed documents, 193 overview of, 393
Color button, 147 viewing results of, 394
Color gallery, 147 compatibility, checking, 195, 298
coloring backgrounds. See backgrounds Compatibility Checker, 298
coloring pictures, 147 Compatibility mode, 22
colors, for revision marks, 389 Compatibility Mode, 406
color saturation, 446 compatibility with earlier versions of Word, 22
color, user interface, 423 Confirm Password dialog box, 397
column breaks, 116 contacts (Outlook), mail merging, 363
defined, 441 contrast, adjusting, 147
inserting, 122 Convert button, 22
column charts, 441 converting documents
column headings, 441 to .docx format, 22
columns, 115. See also table columns to Web pages, 427
applying to entire document, 117 converting tables to text, 128
defined, 441 converting text to tables, 128, 132
formatting, 116 Convert Text To Table dialog box, 132
hyphenating text in, 117, 121 Convert To Text button, 128
indenting text in, 121 Copy button, 42, 46, 215, 284
justifying, 117, 118 copying character formatting, 90
margins, 119 copying diagrams, 215
overview of, 116 copying formatting, 90, 149
section/column breaks in, 116, 118 copying pictures, 149
separated by tab stops. See tabbed lists copying tables, 284
spacing, changing, 120 copying text
Columns button, 117 with Copy button, 42
Columns dialog box, 120 vs. cutting, 43
Columns gallery, 116-117 keyboard shortcut for, 43
Combine Documents dialog box, 393 in selection, 42
combining documents. See merging documents Corrections button, 147
commands from previous versions, adding, 6 Cover Page button, 161
comments cover pages, 159, 162
balloons for, 441 Create button, 18
defined, 441 Create New Building Block dialog box, 70, 170
deleting, 385, 387 Create New Style From Formatting dialog box,
displaying, 386 413, 417
displaying all text, 385 Create PDF/XPS button, 290
editing, 385 Create Source dialog box, 348
from specific reviewer, hiding, 385 creating documents with templates, 406
hiding, 385 Crop button, 146
highlighting, 386 cropping pictures, 146
inserting, 385, 386 Cross-reference button, 325
navigating, 385, 386 Cross-Reference dialog box, 325
nesting, 385 cross-reference entries, 441
responding to, 385, 387 cross-references
reviewer’s name, displaying, 385, 386 inserting, 325, 326
Compare button, 393 jumping to, 326
overview of, 309, 322
updating, 326
digital signatures 475
cursor Decrease Indent button, 96, 105

defined, 441 default font, 87
function of, 16 Delete button (tables), 129
keyboard shortcuts for, 24-25, 27 Delete Comment button, 387
moving to beginning of line, 27 Delete key, 40
moving to end of line, 27 deleting building blocks, 161
paging up or down with, 24 deleting comments, 387
placing, 24 deleting keyboard shortcuts, 451
status bar display for, 24 deleting page/section breaks, 190
Custom DPI Setting dialog box, xvii deleting styles, 413
Customize Keyboard dialog box, 449 deleting table rows/columns/cells, 129
Customize Quick Access Toolbar button, 438 deleting tab stops, 98
Customize Ribbon page, 431, 433 deleting text, 40, 42, 44, 47
customizing ribbon, 433, 438 Demote button, 270
custom keyboard shortcuts, 449-450 demoting outline headings, 270, 442
Cut button, 42, 46, 169 deselecting text, 42
cutting text, 42, 46, 169 desktop publishing, 442
keyboard shortcut for, 43, 169 destination files, 442
vs. copying, 43 Developer tab, 420
cycle diagrams, 204, 442 diagrams. See also SmartArt graphics
aligning, 209, 215
in bulleted lists, 207
D
data markers, 442
colors, changing, 213
copying, 215
creating, 204, 205
data points, 442 defined, 442
data series, 442 entering text, 206
data source (charts), 442 gallery of, 211
data source (mail merge) inserting text, 205
creating in outside program, 357 layout, changing, 210, 212
editing, 360 pasting, 215
for e-mail addresses, 372 positioning on page, 208, 215
field names in, 356, 357 punctuation in, 206
filtering, 357, 361 resetting to original, 211
Outlook contacts list as, 363 selecting, 211, 215
overview of, 356 shapes, changing, 214-215
queries for, 357 shapes, deleting, 210
recipients, adding, 360 shapes, selecting, 211
selecting, 358 sizing, 207, 209, 218
sorting, 357, 361 text overflow, 210
subset, merging from, 357 Text pane, opening, 206
date and time text placeholders in, 205-206
automatic updating, 319 text wrapping, 208
automatic updating, turning off, 318 types of, 203-205
as field, vs. as text, 317 dialog boxes. See also specific dialog boxes
inserting, 317, 319 closing, 12
updating, 317 displaying, 7
Date And Time dialog box, 318 help with, xxv
Date & Time button, 317, 318 dialog box launcher, 7, 442
decimal alignment, 97, 103 dictionaries, bilingual, 59, 63
Decimal Tab button, 103 digital signatures, 384, 442
476 directory paths
directory paths, 445 switching between, 30, 35

display settings different from book, xviii translating, 60
distributing documents viewing multiple, 36
electronically, 195 views for. See views
in XPS format, 199 zooming in/out, 30
dividing cells, 130 document statistics, 69
.doc format, 289 document summaries, viewing, 197
document format, setting default, 424 document templates
document headings applying, 414
navigating to, 28 attaching, 408, 420
tables of contents based on, 332 building blocks in, 408
document history, 14 Building Blocks template, 408
Document Inspector, 195, 197 Compatibility Mode, 406
document navigation keyboard shortcuts, 54 components of, 407-408
document outlines. See outlines; Outline view creating, 408
document properties creating documents with, 406
displaying, 14 default, 406
inserting as fields, 319 defined, 447
inserting in fields, 318 displaying, 15
viewing, 195-196 downloading, 406
document review. See revisions; tracking file name extensions, 408
changes global, 408, 421
documents graphic elements, 407
blank, creating, 17, 19 macros in, 408
closing, 28 Normal template, 406, 408-409
closing, while leaving Word running, 25 opening, 419
compatibility with earlier versions, 22 organizing, 416
creating, 16, 19 placeholders in, 407
creating from existing, 17 previewing, 18
formatting in columns, 117. See also columns recently used, 17
full-screen display, 29, 33 sample, installed with Word, 17, 406
inserting in other documents, 73 saving, 408
maximizing, 36 saving documents as, 415
moving to top of, 31 searching for, 18
navigating, 24, 32, 34, 47 switching, 420
opening, 23, 26 Document Themes folder, 83
outlines, viewing, 29 document title, inserting as field, 319
read-only, opening as, 24 .docx format, 22, 288
recently opened, 14, 23 .dotm format, 408
renaming when saving, 20 .dotx format, 408
repairing, 24 downloading practice files, xxi
saving, 18, 20 downloading templates, 406
saving, as earlier version, 22 dpi settings, xvii
saving, creating folders for, 19 Draft button, 35
saving, creating folders when, 20 drafts, publishing blog posts as, 304
saving, in new location, 19, 21 Draft view, 29, 442
saving, renaming when, 20 drag-and-drop editing, 42, 47, 442
scrolling through, 24, 27 dragging objects, 442
selecting, 41, 296 drawing grid
sharing. See sharing documents positioning objects with, 273
side-by-side display, 32 turning off, 280
splitting into two panes, 30 turning on, 279
Field dialog box 477
Drawing Grid dialog box, 278 e-mail mail merging, 370

drawing objects options, setting, 374
absolute positioning, 277 previewing, 373
alignment options, 278 selecting recipients, 371-372
defined, 442, 444 e-mail messages. See also attachments, e-mail
hiding, 282 formatting text, 383
overview of, 143 greeting lines, inserting, 372
positioning, 273-274 importance, setting, 383
positioning with grid, 279 merge fields, inserting, 371, 372
sending backwards in stack, 280 sending, 384
wrapping text around, 274 embedded fonts, 425
drawings. See diagrams; pictures embedded objects, 442
drawing tables, 127, 282, 283. See also tables Encrypt Document dialog box, 399
drawing text boxes, 172 encrypted password protection, 396, 399
Drop Cap dialog box, 178 encrypting documents, 399
drop caps endnotes
defined, 442 defined, 442
inserting, 178 formatting, 330
duplex printing, 193 entering text, 19, 40
Enter Text dialog box, 297
Envelope Options dialog box, 370
E
earlier Word versions, saving files for, 289
Envelopes And Labels dialog box, 370
Envelopes button, 370
envelopes, printing, 370
Edit Data Source dialog box, 360 errors, fixing
Edit Hyperlink dialog box, 314 with AutoCorrect, 64-65
editing, drag-and-drop, 42, 47, 442 with shortcut menu, 64, 66
editing comments, 385 with Spelling and Grammar dialog box, 64
editing documents flagging of, 20
after finalizing, 199 exercise format, xviii
in Full Screen Reading view, 29 exiting Word 2010, 4
multiple editors on. See revisions; tracking Expand button, 270
changes Expand button (Mini Translator), 63
restricting, 401, 402 expanding outline headings, 270
editing hyperlinks, 314 expanding ribbon, 7, 438
editing sources, 349 Expand The Ribbon button, 7
editing text Extensible Markup Language (XML), 442
drag-and-drop, 42, 47, 442 extensions, file name. See also file formats
tracking. See revisions; tracking changes .docx, 22
undoing, 43-44, 46 .dotm, 408
Edit Name dialog box, 349 .htm, 294
effects, text .rtf, 289
applying, 77, 81, 92 .txt, 289
defined, 443 for templates, 408
live preview of, 81
efficiency, improving, 5
e-mail hyperlinks, 313
e-mailing documents, 381
as attachments, 382
F
fancy effects. See WordArt objects
as PDF files, 382 faxing documents, 382
as XPS files, 382 features and conventions of book, xix
Field dialog box, 316, 321
478 field names
field names, 443 sound-alikes, 51

Field Options dialog box, 316 wildcards in searches, 51, 447
fields. See also merge fields Finish & Merge button, 373
code display, toggling, 317 first line indent, 96
components of, 316 First Record button, 376
date or time, inserting, 317 folder paths, 445
defined, 316, 442 folders, creating when saving documents, 19, 20
for document properties, 318 Font button, 90
inserting, 316 font color, 87, 93
locking, 318 Font Color button, 93
options, setting, 316 Font dialog box, 88, 92
overview of, 309, 316 font effects
switches, 316 applying, 77, 81, 92
syntax, displaying, 316 defined, 443
updating, 317-320 live preview of, 81
file formats, 443. See also file name extensions Font gallery, 90
changing, 290 fonts. See also character formatting
default, 288, 424 applying, 91
Plain Text, 289 attributes for, 87
Rich Text Format, 289 available, 87
saving as, 425 default, 87
saving documents in different, 288 defined, 75, 443
Single File Web Page, 294 embedding, 425
Web Page, Filtered, 294 in themes, changing, 85
file locations, specifying, 427 font size, 87
file name extensions, 20. See also file formats changing, 92
.docx, 22 defined, 443
.dotm, 408 incrementing, 92
.htm, 294 keyboard shortcuts for adjusting, 92
.rtf, 289 font style, 87, 443
.txt, 289 Footer button, 318
for templates, 408 footers. See header/footers
files, inserting in documents, 73 Footnote And Endnote dialog box, 330
File tab, 14 footnotes
Fill Effects dialog box, 152 defined, 443
Filter And Sort dialog box, 360 formatting, 330
filtering, 443 foreign languages, specifying, 426
filtering mail merge data sources, 357, 361 Format Painter button, 90, 149
finalizing documents, 195, 199 format previewing. See Live Preview
Find And Replace dialog box, 51 formats, setting default, 424
Go To tab, keyboard shortcut for, 322 formatting. See also styles; themes
Replace tab, displaying, 52 automatically. See AutoFormatting options
Find button, 49, 52, 322 copying, 149
finding/replacing formatting, 106 restricting, 401-402
finding text, 49, 52. See also Navigation task saving style from, 413
pane selecting similar, 331
advanced options for, 50, 53 formatting, finding/replacing, 106
in bilingual dictionary, 59 formatting marks
keyboard shortcut for, 49 displaying, 30
matching case when, 51 hiding, 33
and replacing, 51, 54 keyboard shortcut for, 44
ScreenTips with page numbers for, 50 section break indicator, 190, 192
search direction, specifying, 51 showing/hiding, 44, 125
Hyperlink button 479
formatting option thumbnails, 9 Header button, 164, 192

Formatting Restrictions dialog box, 401 header/footers
formatting tables, 136 centering text in, 165
formatting text in columns, 116 closing, 166, 192
form letters. See main document (mail merge) defined, 443
Formula button, 134 different first page, 192
Formula dialog box, 134 editing, 192, 318
formulas in tables, 134 hiding, 31
constructing, 134 inserting, 164
defined, 443 moving to, 165
referencing cells in, 134 navigating between, 164
Forward button, 34 overview of, 159
Forward button (Help), xxvii settings inheritance, 159, 192
frequently misspelled words, correcting, 64 headings
Full Screen Reading button, 33 navigating to, 28
Full Screen Reading view, 29, 33, 443 tables of contents based on, 332
functions, constructing, 134 Help button, xxv, xxvi, 7, 447
Help page of Backstage view, 15
Help window
G
galleries
navigating, xxvii
opening, xxvi
printing from, xxviii
building blocks, 441 searching, xxviii
closing without making selection, 12 table of contents, displaying, xxvii
defined, 443 topics, displaying, xxvi
of formatting thumbnails, 9 hidden characters, displaying, 30
sizing handles, 212 hidden formatting marks, displaying, 44
General Options dialog box, 396 hidden text, 30, 195, 342
global templates, 408, 421 hiding bookmarks, 327
Go To Footer button, 165 hiding comments, 385
grammar checker, 67. See also checking spelling hiding formatting marks, 33, 125
graphics. See building blocks; diagrams; drawing hiding headers/footers, 31
objects; pictures; SmartArt graphics hiding Mini Toolbar, 423
grayed-out buttons, 10 hiding objects, 282
grayscale, 443 hiding revisions, 389, 392
Greeting Line button, 372 hiding ribbon commands, 7
grid hiding text, 30, 342
positioning objects with, 273 hierarchy diagrams, 204, 443
turning off, 280 High Importance button, 383
turning on, 279 highlighting comments, 386
gridlines, chart, 443 highlighting text. See also selecting text
grouping shapes, 443 color selection for, 93
groups, ribbon, 443 removing highlighting, 94
Grow Font button, 92 Highlight Merge Fields button, 373
guillemet characters, 363, 441 home page, blog, 305
Home Page button, 305
H
Home tab, 9
horizontal scroll bar, 24
HTML format, 294. See also Web pages
hanging indent
HTML (Hypertext Markup Language), 443
adjusting, 102
HTML tags, 293, 446
in columns, adjusting, 121
Hyperlink button, 310
defined, 96
480 hyperlinks
hyperlinks, 309 subentries, marking, 344

appearance of, 310, 312 updating, 342, 346
in blog posts, 304 Info page of Backstage view, 14
deleting, 310 information bar. See status bar
editing, 310, 314 initials
for e-mail addresses, 313 AutoText for, changing, 166
following, 312 setting, 423
inserting, 310 Insert Above button, 129
jumping to target, 310, 312 Insert Address Block dialog box, 364
opening in new window, 312 Insert Below button, 129, 131
ScreenTips for, 312, 314 Insert Cells dialog box, 129
targets, setting, 310, 311 Insert Citation button, 350
Hypertext Markup Language (HTML), 443 Insert File dialog box, 383
hyphenating text Insert Greeting Line dialog box, 365, 372
in columns, 117, 121 Insert Hyperlink dialog box, 310, 311
defined, 443 Insert Index button, 342, 345
Hyphenation button, 121 inserting text, 40
Insert Left button, 129
Insert Merge Field dialog box, 366
I
images. See pictures
Insert Picture dialog box, 145, 219
Insert Right button, 129
Insert tab, 10
importance, setting in e-mail messages, 383 Insert Table dialog box, 126
inactive buttons, 10 Insert Table gallery, 126
Increase Indent button, 96, 102, 109, 124 inspecting documents. See Document Inspector
indentation, Web page, 296 installing add-ins, 430
indenting columns, 121 international languages, specifying, 426
indenting lists, 108, 109 Internet faxes, sending documents as, 382
indenting paragraphs, 96, 102
indent markers, 96
defined, 443
moving, 102
Index dialog box, 345
J
Justify button, 101, 118
index entry fields justifying text, 97, 101
defined, 444 in columns, 117, 118
deleting, 342, 346 defined, 444
displaying, 341 keyboard shortcut for, 97, 118
editing, 340, 342-343
inserting, 340
marking, 342
selecting, 342 K
Keep Text Only button, 63
indexes. See also tables of contents
constructing, 340, 341 keyboard shortcuts, 449
cross-references in, 340-341, 344 creating, 449, 450
defined, 444 defined, 444
editing, 342, 346 deleting, 451
formatting, 340, 342, 345 for bolding text, 89
inserting, 342, 345 for building blocks, 70
marking all instances of word, 343 for centering text, 97, 119
marking entries, 340, 342 for clearing formatting, 94
overview of, 329, 340 for copying text, 43
Mailings tab 481
for cursor placement, 25, 27 legacy commands, 6, 433

for cutting text, 43, 169 legacy compatibility, 22
for demoting outline headings, 270 legacy Word versions, saving files for, 289
for document navigation, 47, 54 legal citations, 339
for expanding outline headings, 270 Line And Paragraph Spacing button, 98, 337
for finding text, 49 line breaks
for Font dialog box display, 92 defined, 444
for font size, 92 inserting, 96, 101
for formatting marks, 44 keyboard shortcut for, 97
for Go To function, 322 line graphs, 444
for inserting page breaks, 191 lines, selecting, 41, 79
for inserting SmartArt graphics, 205 line spacing, for pictures, 145
for justifying text, 97, 118 Line Spacing button, 103
for left-aligning text, 97 linked objects, 444
for line breaks, 97 linked styles, 411
for moving outline headings, 271 linking text boxes, 172
for navigation, 31 linking within documents. See hyperlinks
for pasting text, 43 links. See hyperlinks
for printing, 184 list diagrams, 203, 444
for repeating editing, 43, 122 lists. See also tabbed lists
for replacing text, 52, 106 converting text into, 107, 108
for Research task pane, 55 ending, 107
for right-aligning text, 97 indenting, 108, 109
for selecting all, 41, 118 modifying, 107
for selecting documents, 296 multiple levels, 107, 111
for underlining text, 89 overview of, 106
for undoing editing, 43 sorting, 107, 111
moving cursor with, 24 undoing formatting of, 107
keywords, adding, 197 Live Preview, 9, 423, 444
Knowledge Base, xxix locking fields, 318
L
Label Options dialog box, 375
M
machine translator, 60
labels, mailing. See also mail merge macros, 30
address blocks, inserting, 376 macros, template, 408
creating, 374 magnification, adjusting, 30, 78
merge fields for, 374, 376 globally, xvi
previewing, 376 to full page, 152
printing, 377 by percentage, 33
recipients, selecting, 375 to view multiple pages, 32, 185
vendor, selecting, 375 mailing address, setting, 370
Landscape orientation, 184, 444 mailing labels. See also mail merge
languages, specifying additional, 426 address blocks, inserting, 376
languages, translating creating, 374
entire documents, 60 merge fields for, 374, 376
options for, 62 previewing, 376
Layout dialog box, 176, 208, 215, 274, 277 printing, 377
Layouts gallery, 211 recipients, selecting, 375
left-aligning text, 97 vendor, selecting, 375
left indent, 96, 102 Mailings tab, 13
Left Tab button, 102
482 mail merge
mail merge, 444. See also data source (mail merge fields, 356, 363, 444
merge); main document (mail merge) editing, 366
for e-mail, 370-371, 374 in e-mail messages, 371, 372
from Outlook contacts list, 363 highlighting, 373
main document, selecting, 358 inserting, 364, 365, 366
to new document, 369 in mailing labels, 374, 376
overview of, 356 Merge List button, 46
previewing, 367, 368 Merge To E-Mail dialog box, 373
recipients, excluding, 369 Merge To New Document dialog box, 369
recipients, selecting, 371, 372 Merge To Printer dialog box, 377
setting up, 358 merging addresses. See mail merge
Mail Merge Recipients dialog box, 359 merging bullet points, 47
mailto links, 313 merging cells in tables, 129, 131
main document (mail merge), 356, 444 merging documents, 393-394
address block, inserting, 364 hiding revisions by specific reviewer, 395
greeting lines, inserting, 365 viewing results of, 394
highlighting merge fields, 373 Microsoft Knowledge Base, xxix
overview of, 363 Microsoft Office Clipboard, 444
saving as normal document, 364 Microsoft Office Online Web site themes, 83
saving before merging, 364 Microsoft Product Support Services, xxix
selecting, 358 Microsoft SharePoint, 424
setting up, 365 Microsoft Translator service, 60
Manage Sources button, 348 Microsoft Word 2010
manual page breaks, 444 closing, 4
margins compatibility with earlier versions, 22, 289
changing, 182, 184, 187, 192 first time starting, 9
of columns, 119 new features in, x
defined, 444 starting, 4, 9
gallery of, 185 upgrading to, x, xi
mirroring, 186 uses for, ix
specifying, 95 Microsoft Word Help button, xxv, xxvi
in tables, 135 Minimize button, 4
Margins button, 11, 95, 192, 219 Minimize The Ribbon button, 7
Mark Citation dialog box, 339 minimizing documents, 4
Mark Entry button, 340, 342 minimizing ribbon, 7
Mark Index Entry dialog box, 340, 343 Mini Toolbar, 41
marking documents as final, 199 character formatting with, 87
marking index entries, 340, 342 hiding, 423
all instances of word, 343 Mini Translator, 58, 60
as subentries, 344 mirroring margins, 186
markup misspellings. See spelling errors, fixing
displaying, 386 Modify Style dialog box, 412
hiding, 385 More button, 211
mass e-mails. See e-mail mail merging Move Up button, 271, 434
master documents, 269 moving tables, 128-129
mathematical functions in tables. See formulas Multilevel List button, 107
in tables; functions
matrix diagrams, 204, 444
Maximize button, 36
maximizing documents, 36 N
name and initials, entering, 9
Merge Cells button, 129, 131, 132
naming documents, 20
navigating comments, 385, 386
Page Number button 483
navigating documents, 47 Open dialog box, 23

navigating tables, 128 opening documents, 26
navigating revisions, 389, 392 from Backstage view, 23
Navigation task pane, 53. See also finding text as read-only, 24
defined, 444 from Recent page, 23
displaying, 19. 28 from Windows, 23
editing while open, 50 opening Web pages, 298
Search tab, displaying, 49 opening Word 2010, 4, 9
nested tables Options dialog box, 292
creating, 282, 284 orientation, page
defined, 444 changing, 182, 184
formatting, 282 defined, 444
worksheet data as, 284 orphans
New Address List dialog box, 371 defined, 188, 444
New Blog Account dialog box, 302 setting options for, 188, 191
New Comment button, 385, 386 Outline button, 34, 269
New dialog box, 415 outlines
New Folder button, 19, 20, 416 collapsing, 269
New page of Backstage view, 15 creating, 268
New Style button, 413 demoting headings, 270
New Windows Live Spaces Account dialog displaying, 269
box, 302 expanding headings, 270
Next Comment button, 386 moving headings in, 271
Next Page button, 24, 27, 32 promoting headings, 271
Next Revision button, 392 Outline view, 29
non-printing characters. See formatting marks closing, 272
Normal template, 406, 408-409 defined, 444
notes. See comments displaying, 269
note separators, 444 symbols in, 268
numbered lists. See also lists Outlining tab, 34
creating, 107, 109 Outlook contacts list, mail merging from, 363
numbering value, setting, 110 overwriting documents when saving, 19
number style, changing, 108
restarting numbering, 109
Numbering button, 107, 109
P
page borders, 157
O
objects, drawing
Page Borders button, 157
Page Break button, 191, 335
page breaks
absolute positioning, 277 deleting, 190
alignment options, 278 inserting, 188, 335
defined, 442, 444 keyboard shortcut for, 191
hiding, 282 manual, 444
overview of, 143 soft, 188, 446
positioning, 273-274 Page Color button, 12, 152
positioning with grid, 279 page colors, previewing effects of, 12
sending backwards in stack, 280 page layout, with tables, 282
wrapping text around, 274 Page Layout tab, 10
Office.com Web site templates, 406 page length, defining. See margins
online bilingual dictionary, 59, 63 Page Number button, 165
484 page numbers
page numbers, 159 pasting diagrams, 215

formatting, 166 pasting text, 42, 46
inserting, 165 from Clipboard pane, 48
page orientation keyboard shortcut for, 43
changing, 182, 184 options for, 46
defined, 444 without formatting, 167
Page Setup dialog box, 11, 182, 184, 219 paths, 445
pages, jumping to, 323 PDF files
pagination creating, 290
automatic, 188 optimizing size, 290
paragraph settings, 188, 191 options for, 290
widows and orphans, 188 saving documents as, 290
paper size , 182, 184 sending documents as, 382
Paragraph dialog box, 188, 190, 296 permissions, restricting, 400
opening, 99 Permissions dialog box, 400
tab alignment, 98 personal information, clearing, 195, 198
paragraph formatting photographs. See pictures
aligning, 96-98, 101-102 Picture button, 144, 145
borders, 99-100, 104 picture diagrams, 204, 445
creating styles from, 417 entering text, 219
defined, 95, 445 inserting, 217
saving as style, 413 inserting pictures in, 219
shading, 104 overview of, 216
paragraph marks, 33. See also formatting marks Picture Options dialog box, 303
paragraphs pictures. See also clip art
aligning, 97 artistic effects, adding, 149
defined, 444 aspect ratio, 441
first letter, formatting, 178 as backgrounds, 155
indenting, 96 brightness, adjusting, 147
keeping lines together, 191 captions, 441
keeping with next, 188 contrast, adjusting, 147
overview of, 95 copying, 149
selecting, 41, 47 copying formatting between, 149
spacing, changing, 98, 103, 124 correcting, 147
width, defining. See margins cropping, 146
paragraph styles, 76, 411. See also character defined, 445
formatting; Quick Styles incomplete display, 145
defined, 445 inserting, 144-145, 149
finding/replacing, 106 inserting in diagrams. See picture diagrams
Password dialog box, 398 and line spacing, 145
password protection modifying, 144
choosing passwords, 397 overview of, 143
entering password, 398 recoloring, 147
read-only documents, opening, 398 resizing, 146
removing, 399 styles, applying, 148
setting up, 397 text alignment around, 145
unencrypted vs. encrypted, 396 troubleshooting, 145
Paste All button, 48 uploading to blogs, 303
Paste button, 42, 46, 215 Picture Styles gallery, 148
Paste Options button, 43 pie charts, 445
pyramid diagrams 485
placeholders, template, 407 duplex, 193

Plain Text format, 289 Help topics, xxviii
plot area, chart, 445 keyboard shortcut for, 184
pointing, 445 number of copies, setting, 194
points (unit of measure), 445 pages per sheet, setting, 184
popup tips. See ScreenTips settings for, 193
Portable Document Format (PDF) files printing booklets, 184
creating, 290 printing envelopes, 370
optimizing size, 290 printing mailing labels, 377
options for, 290 printing to PDF/XPS. See PDF files; XPS files
saving documents as, 290 Print Layout view, 29, 31, 183, 445
sending documents as, 382 Print page, 184, 193
Portrait orientation, 184, 445 Print page of Backstage view, 15
Position button, 174, 208, 215, 276 print previewing. See previewing documents
Position gallery, 273 priority, setting in e-mail messages, 383
positioning diagrams, 208 process diagrams, 204-205, 445
positioning objects, 274 program window
absolute vs. relative, 273 minimizing, 4
with drawing grid, 273, 279 overview of, 4
manually, 273 resizing, xv, 4
stacked, 273 scrolling contents of, 24
posts, blog. See also blogs Promote button, 271
creating, 17 promoting outline headings, 271, 445
defined, 445 proofreading, importance of, 63, 68
overview of, 299 properties
publishing, 304-305 displaying, 14
saving, 304 inserting as fields, 319
ppi settings, xvii inserting in fields, 318
practice files, xxi viewing, 195-196
preformatted tables. See Quick Tables Properties dialog box, 197
previewing color effects, 12 protecting documents, 384. See also password
previewing documents, 183-184 protection
as bound, 185 by restricting formatting/editing, 401
navigating when, 186 by restricting permissions, 400
in Web browsers, 29, 34 marking as final, 199
previewing formats. See Live Preview Publish as PDF Or XPS dialog box, 290
previewing mail merge, 367, 368 Publish button, 304
previewing styles, 410 publishers. See sources
previewing table styles, 137 publishing blog posts, 305
previewing templates, 18 as drafts, 304
Preview Results button, 373 via e-mail, 301
Previous Page button, 24 publishing documents as blog posts, 299
Previous Record button, 368 publishing PDF/XPS files. See PDF files;
Previous Screen button, 34 XPS files
Print button, 193, 194 pull quotes (quote boxes)
printers defined, 445
settings, changing, 193 inserting, 167
status, viewing, 194 modifying, 296
switching, 194 replacing text in, 167
printing wrapping text around, 297
collating, 193 pyramid diagrams, 204, 445
with default settings, 193, 194
486 queries
Q
queries, 445
recoloring pictures, 147
recommending read-only, 397
records, 445
Quick Access Toolbar Redo button, 5, 44
adding buttons to, 437-438 redoing editing, 43
customizing, 438 red wavy lines under words, 20
defined, 445 reference marks, 330, 445
legacy commands, adding, 6 reference materials, specifying, 57
moving, 5 References tab, 12
resetting, 438, 440 Register A Blog Account dialog box, 299
specifying for active document, 438 Reject button, 390, 392
Quick Parts. See building blocks; fields rejecting revisions, 390, 392
Quick Parts button, 71, 166, 170, 316, 319 relationship diagrams, 204, 445
Quick Parts gallery, 170 relative positioning, 273
Quick Print button, 439 Rename dialog box, 435
Quick Styles, 76. See also style sets renaming ribbon tabs, 435
applying, 79 repairing documents, 24
applying multiple, 80 Repeat button, 44, 89
changing style set, 76 repeating editing, 44, 89, 122
defined, 445 Repeat Insertion button, 122
live preview of, 78 replacing styles, 421
saving, 412-413, 417 replacing text, 51, 54
Quick Styles button, 176 keyboard shortcut for, 52, 106
Quick Styles gallery, 76, 418 options for, 52
displaying, 79 Research button, 56
navigating in, 78 Research Options dialog box, 57
removing styles from, 413 Research task pane
Quick Tables, 139-140. See also tables keyboard shortcuts for, 55
defined, 445 opening, 57, 62
inserting, 140 Reset Graphic button, 211
overview of, 127 resetting diagrams, 211
Quick Tables gallery, 140 resizing diagrams, 207, 209, 218
quote boxes resizing pictures, 146
defined, 445 resizing program window, xv, 4
inserting, 167 resizing ribbon, xv
modifying, 296 resizing table elements, 129
replacing text in, 167 resizing tables, 128, 133
wrapping text around, 297 resolution, screen, xv
responding to comments, 385, 387
Restore Down/Maximize button, 4
R
read-only
Restrict Editing button, 401
Restrict Formatting and Editing task pane, 401
restricting document permissions, 400
defined, 445 restricting formatting and editing, 401-402
opening documents as, 24 return address, setting, 370
recommending when users open reviewers. See also tracking changes; revisions
document, 397 accepting/rejecting changes from, 390
recent documents, displaying, 14 hiding comments from, 385
Recent page of Backstage view, 14 reviewing documents. See revisions;
opening documents from, 23 tracking changes
ScreenTips 487
Reviewing pane row headings, 446

closing, 385, 387 rows
displaying, 385 deleting, 129
opening, 387 inserting, 129
overview of, 385 resizing, 129
resizing, 385 setting properties of, 135
Reviewing Pane button, 385, 387 .rtf format, 289
Review tab, 13 rulers and gridlines
revisions. See also tracking changes displaying, 30, 96
accepting, 390, 392 hiding, 33
accepting all in document, 395 markers on, 96
appearance of, 388, 390 setting tab stops with, 97
clearing, before distributing document, 195 running Word 2010. See starting Word 2010
colors for, 389
customizing display of, 389
defined, 445
displaying, 389 S
sample templates, 17
hiding, 389, 392
inline display of, 390 saturation, 446
navigating, 386, 389, 392 Save Address List dialog box, 372
rejecting, 390, 392 Save As dialog box, 18, 20, 288, 290-291, 416
reviewer’s name, displaying, 389, 391 Save As Quick Style dialog box, 412
ribbon Save button, 5, 18-20, 369
button appearance, xiv saving blog posts, 304
buttons, separator between, 438 saving documents, 18, 20
character formatting with, 88 automatically, 19
commands, adding to, 434 creating folders for, 20
commands no longer on, 433 in different file format, 288
commands on, xiii in .doc format, 289
customizing, 431-433, 438 as earlier version, 22
decreasing width of, xiv folders, creating for, 19
defined, 446 in new location, 19, 21
dynamic nature of, xiv overwriting when, 19
expanding, 7, 438 as PDF files, 290
groups, 6 in Rich Text Format, 289
groups, displaying all commands in, xiv as templates, 415
groups, removing, 432, 434 as Web pages, 297. See also Web pages
hidden groups, displaying, xiv as XPS files, 290, 291
hiding commands, 7 in Word 97-2003 format, 289
legacy commands, 433 saving templates, 408
location of, 5 saving themes, 83, 85
minimizing, 7 scaling printed pages, 184
moving commands on, 434 screen magnification, changing, xvi
navigating and using, 5 screen resolution, xv
overview of, xiii ScreenTips
resetting customizations, 436 customizing display of, 6
tabs, removing, 432, 433 defined, 446
width, changing, xv displaying, xxv, 10
Rich Text Format, 289 feature descriptions, hiding in, 423
right-aligning text, 97, 98 language, specifying, 426
right indent, 96, 102 overview of, xxv
rights management software, 400 for search results, 50
Right Tab button, 125 viewing, 6
488 scroll bar navigation
scroll bar navigation, 24 Shading button (tables), 139

searching for templates, 18 shading
searching for text, 49, 52 cells, 138
advanced options for, 50, 53 paragraphs, 104
in bilingual dictionary, 59 Shape Fill button, 214
keyboard shortcut for, 49 Shapes gallery, 214
matching case when, 51 Share page of Backstage view, 15
and replacing, 51, 54 SharePoint file location, setting default, 424
ScreenTips with page numbers for, 50 sharing documents, 15
search direction, specifying, 51 shortcuts, keyboard, 449
sound-alikes, 51 creating, 449, 450
wildcards in searches, 51, 447 defined, 444
searching Help, xxviii deleting, 451
section breaks for bolding text, 89
for columns, 116, 118 for building blocks, 70
defining, 446 for centering text, 97, 119
deleting, 190 for clearing formatting, 94
formatting mark designating, 190, 192 for copying text, 43
inserting, 190, 192 for cursor placement, 25, 27
overview of, 190 for cutting text, 43, 169
sections, changing margins for, 184 for demoting outline headings, 270
Select Browse Object button, 25, 27 for document navigation, 47, 54
Select button, 118, 129, 296 for expanding outline headings, 270
Select Data Source dialog box, 358 for finding text, 49
selecting, 446 for Font dialog box display, 92
selecting all for font size, 92
keyboard shortcut for, 41 for formatting marks, 44
with Select button, 190 for Go To function, 322
selecting documents, 296 for inserting page breaks, 191
selecting index entry fields, 342 for inserting SmartArt graphics, 205
selecting tables, 129 for justifying text, 97, 118
selecting text, 41, 44, 47, 117. See also for left-aligning text, 97
highlighting text for line breaks, 97
all, 41, 118, 190 for moving outline headings, 271
by line, 79 for navigation, 31
deselecting, 42 for pasting text, 43
with similar formatting, 331 for printing, 184
in tables, 131 for repeating editing, 43, 122
Selection And Visibility task pane, 281 for replacing text, 52, 106
selection area, 41, 446 for Research task pane, 55
Selection Pane button, 280 for right-aligning text, 97
Select Recipients button, 371 for selecting all, 41, 118
Select Table dialog box, 359 for selecting documents, 296
Send Backward button, 280 for underlining text, 89
Send button, 384 for undoing editing, 43
sending documents via e-mail, 381-382 moving cursor with, 24
sending e-mail messages, 384 Show/Hide ¶ button, 30, 44, 125, 345
sentences, selecting, 41 Show Level button, 269
Set Hyperlink ScreenTip dialog box, 314 Show Markup button, 385, 386, 390, 395
Set Numbering Value dialog box, 110 Show Table of Contents button, xxvii
Set Target Frame dialog box, 311 Shrink Font button, 92
synonyms 489
sidebars Start button, 4

inserting, 168 Start Enforcing Protection dialog box, 403
resizing, 169 starting Word 2010, 4, 9
side-by-side page display, 32 Start Mail Merge button, 358, 375
signatures, digital, 384 Start menu, displaying, 4
sizing diagrams, 207, 209, 218 statistics, 69
sizing handles, 446 status bar
sizing pictures, 146 cursor location on, 24
SkyDrive, 380 default items on, 8
SmartArt button, 204, 205, 217 defined, 446
SmartArt graphics, 203, 446. See also diagrams strong passwords, 397
gallery of, 212 style area pane, 268
inserting, 205, 217 Style Pane Options dialog box, 409
keyboard shortcuts for, 205 styles
SmartArt Styles gallery, 212 applying, 409-411, 415
smart cut and paste, 45 creating, 413, 417
soft page breaks, 188, 446 deleting, 413
Sort button, 107, 111 displaying available, 409
Sort button (tables), 130 displaying style area pane, 268
sorting lists, 107, 111 editing, 413
sorting mail merge data sources, 357, 361 limiting, 400-401
sorting tables, 130 modifying, 411-413, 417
Sort Text dialog box, 113 overview of, 409
source files, 446 previewing, 410
Source Manager removing from gallery, 413
entering sources, 347, 348 replacing, 421
opening, 348 reverting to original, 413
Source Manager dialog box, 348 updating, 411, 417
sources. See also citations styles, character, 411
compiling, 347 style sets. See also Quick Styles
editing, 349 changing, 76, 80
entering in Source Manager, 347, 348 displaying list of, 77
inserting, 350 live preview of, 77
style guide, setting, 348 saving, 412
spaces, automatic insertion of, 45 styles, linked, 411
spacing, column, 120. See also paragraph styles, paragraph, 411
spacing styles, picture, 148
special text. See text effects styles, table, 136-137
Spelling And Grammar dialog box, 64, 67 styles, table of contents, 333, 335-336
spelling errors, fixing, 39 Styles task pane, 409
with AutoCorrect, 64-65 subdocuments, 269
flagging of, 20 subentries, 446
with shortcut menu, 64, 66 summaries, viewing, 197
with Spelling and Grammar dialog box, 64 switches, 446
Spelling & Grammar button, 64, 67 switches, in fields, 316
Split Cells button, 130 switching documents, 35
splitting cells, 130 switching templates, 420
splitting documents, 30 Switch Windows button, 284, 312
stacked objects, 273 synonyms. See also Thesaurus
arranging, 280 defined, 55
defined, 446 searching for, 55, 61
490 tabbed lists
T
tabbed lists. See also tab stops
saving as Quick Tables, 141
selecting elements in, 129, 131
shading cells, 138
defined, 446 size handle, 128, 133
entering text for, 123 sorting, 130
formatting text in, 124 splitting cells, 130
overview of, 123 styles, applying, 285
setting up, 123 total rows, 137
tab leaders, 446 width, setting, 135
Table button, 130, 140, 283 tables of authorities
table columns creating, 339
deleting, 129 defined, 446
inserting, 129 tables of contents. See also indexes
resizing, 129 creating, 332-333, 335
setting width of, 135 defined, 446
Table of Contents button, 333 deleting, 335
Table Of Contents dialog box, 333, 335 formatting, 333
Table Of Contents gallery, 333 in Help window, displaying, xxvii
Table Properties dialog box, 135 linking entries in, 332
tables, 115. See also nested tables; Quick Tables overview of, 329
aligning text, 132, 139 paragraph spacing, setting, 337
alt text, entering, 135 selecting field, 336
banded rows, 137 styles for, 333, 335-336
borders around cells, 138 tab leaders, setting, 336
borders, removing, 284 updating, 333, 336
calculations in, 134 tables of figures
captions, inserting, 338 creating, 338
cell width, setting, 135 defined, 446
centering text in, 131 table styles, 136
column width, setting, 133, 135 defined, 446
components of, 128 previewing, 137
converting to/from regular text, 128, 132 Table Styles gallery, 136-137
copying, 284 tabs, 5, 446
creating, 126, 130 tabs, keyboard, 33. See also formatting marks
cutting and pasting, 129 tabs, ribbon
deleting rows/columns/cells, 129 customizing, 432
drawing, 127, 282-283 removing, 432, 433
entering text, 128, 131 renaming, 435
formatting, 136 tab stops. See also tabbed lists
formatting text in, 131 center-aligned, setting, 124
headings, turning sideways, 139 default, 97
inserting rows/columns/cells, 129, 131-132 defined, 446
margin settings, 135 deleting, 98
merging cells, 129, 131 left-aligned, setting, 97, 98
move handle, 128-129, 133 moving, 98
moving, 129 precisely placing, 98
navigating in, 128 right-aligned, setting, 125
overview of, 125 tagging documents, 197
page layout with, 282 tags, HTML, 293
previewing, 130 templates
resizing, 129, 133 applying, 414
row properties, setting, 135 attaching, 408, 420
tracking changes 491
building blocks in, 408 Text Pane button, 206

Building Blocks template, 408 textures, applying to backgrounds, 154
Compatibility Mode, 406 text wrapping, 274
components of, 407-408 absolute vs. relative positioning, 273
creating, 408 breaks. See line breaks
creating documents with, 406 defined, 447
default, 406 around diagrams, 208
defined, 447 layout options for, 274
displaying, 15 around objects, 273, 274
downloading, 406 around quote boxes, 297
file name extensions, 408 around WordArt, 175
global, 408, 421 theme colors, 83
graphic elements, 407 changing, 93
macros in, 408 previewing effects of, 12
Normal template, 406, 408-409 Theme Colors button, 83
opening, 419 Theme Fonts button, 84
organizing, 416 themes
placeholders in, 407 applying, 82-83
previewing, 18 color set, changing, 84
recently used, 17 defined, 447
sample, installed with Word, 17, 406 displaying gallery of, 12
saving, 408 font set, changing, 85
saving documents as, 415 live preview of, 83
searching for, 18 from Microsoft Office Online Web site, 83
switching, 420 mixing and matching, 83
Templates And Add-Ins dialog box, 420, 431 overview of, 82
Templates folder, 408 saving, 83, 85
text Themes button, 12, 82-83
entering, 19, 40 Thesaurus
formatting in columns, 116 finding synonyms in, 61
hiding, 30, 342 overview of, 55
selecting. See selecting text Thesaurus button, 55, 61
text boxes 3-D borders, 104
defined, 447 thumbnails
drawing, 172 defined, 447
inserting, 167 of formatting options, 9
linking, 172 tick-marks, 447
overview of, 159 title bar, 4
positioning, 172 title, document, 196
replacing text in, 167 titles, Web page, 297
saving to Quick Parts Gallery, 170 toolbars. See specific toolbars
Text Direction button, 139 total rows in tables, 137
text effects Track Changes button, 388, 390
applying, 77, 81, 92 Track Changes Options dialog box, 389
defined, 443 tracking changes. See also revisions
live preview of, 81 in balloons, 389-390, 392
Text Effects button, 77, 81 final version, displaying, 392
text files, 289 options, setting, 389
Text Highlight Color button, 93, 439 toggle button, adding, 388
Text pane turning off, 393
closing, 207 turning on, 388, 390
opening, 206 user information, changing, 389
492 Translate button
Translate button, 58, 62

translating text
entire documents, 60
W
Web browsers
options for, 62 opening Web pages in, 298
Translation Language Options dialog box, 60 previewing documents in, 29, 34
Trust Center, 428-429 setting for Web pages, 294-295
Trust Center dialog box, 429 Web Layout button, 34, 295
trusted locations, setting, 429 Web Layout view, 29, 295, 447
.txt format, 289 Web links (hyperlinks), 309
typos. See spelling errors, fixing appearance of, 310, 312
in blog posts, 304
deleting, 310
U
Underline button, 89
editing, 310, 314
for e-mail addresses, 313
following, 312
underlining text, 89 inserting, 310
Undo button, 5, 44, 46, 270, 276 jumping to target, 310, 312
undoing editing, 43-44, 46 opening in new window, 312
unencrypted password protection, 396 ScreenTips for, 312, 314
unloading add-ins, 431 targets, setting, 310, 311
Update Citations And Bibliography button, 348 Web logs. See blogs
Update Index button, 342, 346 Web Options dialog box, 294, 295
Update Table button, 336 Web Page, Filtered format, 294
Update Table Of Contents dialog box, 336 Web pages, 447. See also HTML format
updating bibliographies, 348 browsers, setting, 294-295
updating cross-references, 326 Compatibility Checker, 298
updating fields, 317, 318, 320 conversion settings, 427
automatically, 319 entering text, 298
updating indexes, 342, 346 Filtered format, 294
updating tables of contents, 333, 336 indentation, changing, 296
updating styles, 411, 417 Office-specific tags, removing, 294
upgrading Word, x, xi opening, 298
uploading pictures to blogs, 303 previewing documents as, 295
uppercase, formatting text as, 94 quote boxes, modifying, 296
user information, 389 saving documents as, 293, 297
user interface color scheme, 423 Single File format, 294
user interface elements, 3-4 titles, setting, 297
user name unsupported formatting error, 293
AutoText for, changing, 166 Web Page, Single File format, 294
setting, 423 white space between pages, hiding, 31
wide margins, 186, 192
V
widows
defined, 188, 447
version control, 380 setting options for, 188, 191
vertical scoll bar, 24 wildcards in searches, 51, 447
View Ruler button, 96 windows, switching, 284
views, switching, 29. See also specific views Windows Live Online Services, 380
View Shortcuts toolbar, 8, 29, 447 Windows Live SkyDrive, 380
View tab, 13 Windows Live Spaces, 300, 302
Document Views group, 29 Windows Live Translator, 60
Macros group, 30 Word 2003, upgrading from, xi
Word 2007, upgrading from, x
Zoom Slider 493
Word 2010
closing, 4
compatibility with earlier versions, 22, 289
X
x-axis, 447
first time starting, 9 XML data, removing custom, 198
new features in, x XML (Extensible Markup Language), 442
starting, 4, 9 XML file formats, 22
upgrading to, x, xi XML Paper Specification (XPS). See XPS files
uses for, ix XML tags, 446
WordArt button, 174 XPS files
WordArt objects creating, 290
centering, 174 opening after publishing, 292
converting text into, 173 optimizing size, 290
defined, 447 options for, 290, 292
inserting, 173, 174 page range, setting, 292
overview of, 173 printing documents to, 199
positioning, 174 saving documents as, 290, 291
starting new lines in, 174 sending documents as, 382
styles, applying, 176 XPS Viewer, 292
text wrapping, 175
word count, 69
Word Count button, 69
Word Count dialog box, 69 Y
y-axis, 447
Word Help button, xxv, xxvi, 7, 447
Word Help window
navigating, xxvii
opening, xxvi
printing from, xxviii
Z
z-axis, 447
searching, xxviii
Zoom button (preview), 185
table of contents, displaying, xxvii
Zoom dialog box, 31, 185
topics, displaying, xxvi
Zoom In button, 33
Word icon, 4
zooming in/out, 30, 78
Word Options dialog box, 6, 15, 295, 370, 422,
by percentage, 33
423, 426, 431, 449
displaying multiple pages, 32, 185
word processing, 3, 447
to full page, 152
words, selecting, 41, 44
Zoom Level button, 8, 30, 31, 33, 152, 161
word wrap, 447
Zoom Out button, 33, 78, 167
works cited, 347. See also citations; sources
Zoom Slider, 8
wrapping text, 175, 274, 447
absolute vs. relative positioning, 273
around diagrams, 208
around objects, 273, 274
around quote boxes, 297
layout options for, 274
Wrap Text button, 175, 208, 274, 297
Wrap Text gallery, 274
About the Authors
Joyce Cox
Joyce has 30 years’ experience in the development of training materials
about technical subjects for non-technical audiences, and is the author
of dozens of books about Office and Windows technologies. She is the
Vice President of Online Training Solutions, Inc. (OTSI).
As President of and principal author for Online Press, she developed

the Quick Course series of computer training books for beginning and
intermediate adult learners. She was also the first managing editor of
Microsoft Press, an editor for Sybex, and an editor for the University
of California.
Joan Preppernau
Joan has worked in the training and certification industry for 13 years.
As President of OTSI, Joan is responsible for guiding the translation
of technical information and requirements into useful, relevant, and
measurable training and certification tools.
Joan is a Microsoft Office Master (MOM), a Microsoft Certified

Application Specialist (MCAS), a Microsoft Certified Technology
Specialist (MCTS), a Microsoft Certified Trainer (MCT), and the
author of more than two dozen books about Windows and Office
(for Windows and Mac).

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Microsoft Word 2010

Printed and bound in the United States of America.

Acquisitions Editor: Juliana Aldous

Part 1 Basic Word Documents

2 Edit and Proofread Text 39

What do you think of this book? We want to hear from you!

3 Change the Look of Text 75

4 Organize Information in Columns and Tables 115

5 Add Simple Graphic Elements 143

6 Preview, Print, and Distribute Documents 181

Part 2 Document Enhancements

8 Insert and Modify Charts 223

9 Use Other Visual Elements 243

10 Organize and Arrange Content 267

11 Create Documents for Use Outside of Word 287

Part 3 Additional Techniques

13 Use Reference Tools for Longer Documents 329

14 Work with Mail Merge 355

15 Collaborate on Documents 379

16 Work in Word More Efficiently 405

Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 449

About the Authors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 495

What do you think of this book? We want to hear from you!

● Create professional-looking documents that incorporate impressive graphics such

If You Are Upgrading from Word 2007

● Coauthoring A team of authors can now work simultaneously on a document

● Language support These days, more business is conducted internationally across

● Screenshots You no longer need to go outside of Word when you want to

If You Are Upgrading from Word 2003

● Building blocks Think AutoText on steroids! Predefined building blocks include

Let’s Get Started!

Ribbon tabs Ribbon groups

A typical program window ribbon.

Commands are organized on task-specific tabs of the ribbon, and in feature-specific

Dynamic Ribbon Elements

Small labeled button

Group button Small unlabeled buttons

Changing the Width of the Ribbon

You set the resolution by dragging the pointer on the slider.

You can choose a magnification of up to 200% from the lists, or choose

Adapting Exercise Steps

If the command is in a list, we give the instruction in this format:

● Glossary Look up the meaning of a word or the definition of a concept.

● Search the full text

● Copy and paste

Getting Help with This Book

Getting Help with Word 2010

Create tabbed lists,

Format tables, page 136

Information in documents is most commonly presented as paragraphs of text. To make

Presenting Information in Columns

The Columns gallery displays the predefined column options.

3. Press Ctrl+Home to move to the top of the document.

5. In the Paragraph group, click the Justify button.

8. Click anywhere in the first column.

Wider columns generally look neater on the page.

You can change the indentation of individual paragraphs within a column.

Creating Tabbed Lists

Presenting Information in Tables

You can draw a table directly on the page.