Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member

Using Word's document tools

From: Word 2010 Essential Training

Video: Using Word's document tools

Word 2010 has new tools, as well as familiar tools, like the Ruler. But just because you've seen a tool before, don't assume that it's the same old tool as it was in previous versions of Word. Many of the document tools were enhanced in Word 2007, or in this version, Word 2010. Let's take a quick tour of the Navigation and View tools that are at your disposal. First, let's start with the vertical scrollbar. It's a good navigation tool to browse in your document.

Using Word's document tools

Word 2010 has new tools, as well as familiar tools, like the Ruler. But just because you've seen a tool before, don't assume that it's the same old tool as it was in previous versions of Word. Many of the document tools were enhanced in Word 2007, or in this version, Word 2010. Let's take a quick tour of the Navigation and View tools that are at your disposal. First, let's start with the vertical scrollbar. It's a good navigation tool to browse in your document.

By default, as we scroll, it browses and if I click, we can browse page by page, and this is much faster than Page Up or Page Down. Also, Page Up and Page Down on my keyboard, I'm going to press Page Down twice, three, four times, Page Down doesn't page by page; Page Down pages by screen. So if I really want to navigate by page, I'm far better off using these buttons or holding Ctrl and hitting Page Down, either of which will actually take me by page, rather than by screen.

You can also browse, though by other document features here using the scrollbar and the scroll buttons at the bottom. I can click this center button and choose a different kind of scrolling dynamic. For example, if I had a number of tables, I could click to Browse by Table. If I had images, I can quickly browse through the images in a document. I'm going to browse through the headings in my document. I simply choose Browse by Heading. Notice that on the vertical scrollbar the scroll buttons turn blue to show that there is something other than by page chosen, and as I click, I will move from one heading to the next, to the next.

To change this back, simply click and choose Browse by Page again, and the buttons aren't blue anymore. On the Status bar, I have five View buttons. From left to right, Print Layout, which is the layout I'm seeing right here, shows me how my printed page will appear, Full Screen Reading layout, which is like a book, Web layout, which shows me approximately how this document would look if I were to publish it as a Web page, Outline, which shows me the headings in my document and hides the body text and then finally, Draft which allows me to work with the document with less formatting.

For example, in a draft view, I won't see illustrations. So I can easily switch between these different views. If I switch to Draft view, for example, notice that I only see page breaks as dotted lines, and the document is flush left, but it's all still here - no real breaks every place that there are pages. I'm going to switch to Web Layout view, and you'll notice now that my heading shading comes all way across. This is how this document would appear published on the Internet.

And you'll notice it actually looks a lot like a Web page. I'm going to switch to Full Screen Reading view. Full Screen reading view is actually made for people who need to review documents. We throw out some of the formatting to be able to see the document crisply and cleanly on a double-sided page like this. So I can move through the pages and again, this is an easy way, and an accessible way, to review a document when you really need to pay attention to the text, but you don't care what page the text is on.

This shows me that I'm on screen 13 of 14. This has nothing to do with the pages in my document. This is the screens that I see when I'm seeing it in this view. To leave Full Screen Reading view, I actually need to click the Close button, to return to any of the other views. Finally, I can go to my Outline view, and in Outline view you'll notice it's very much like a Draft view. I can expand or collapse different sections. I can use drag and drop to rearrange particular items in this document if I wish.

This is a view that you could use if you were looking at your document and trying to judge its structure. There are some users who actually begin creating documents by creating an outline, probably like you and I were taught in elementary school or junior high. Start with the outline first, then flush in the body text, so we can always start in Outline view if we want to, but we don't need to use the Outline view itself to actually create an outline to work from when we're creating a major document. I click the Close button here to close Outline view and return to whatever view I was in before, which was Print Layout view.

A couple of things about Print Layout view that are also useful. With Print Layout view, I see the Footer and the Header in my document, but sometimes what I want to do is I want to review this document with others, and as I scroll along, there are these big areas where there's really nothing to see. If I want to hide that white space between the pages, I can double-click and notice that my Headers and Footers, and the Gutter between the pages, is actually hidden, which makes this a far better way, for example, to review a document in a committee meeting, or with a group of people that you're working with together.

Double-click again to show the page layout whitespace. So in Page Layout view, by hiding or showing the Headers, Footers and the Gutter between the pages, I can either get a better feel for how it will look when printed or more quickly scroll through the document and review it with a group in a better form. Speaking of reviewing with a group or even my own review, I might want to make this document text larger or smaller. Notice that I'm showing 2, 4, 6, 8 pages at a time now, which gives me a great overview, but clearly is no way to read this document.

The Zoom slider zooms from 500% all the way down to 10% of the document. In the middle, 100% is how this document will appear when printed one copy to a page, in whatever paper size and page layout you've chosen. So if I want to know about what this will look like when it's printed, this is how it'll appear. If I wanted to print it two up on a page, I could actually zoom to a smaller size and see how that might look two up on a page. But there are better ways to do that.

On the Status bar, which is fully customizable, we have lots and lots of information. First, at the left end, it tells me that there are 24 pages in this document, and that I am on page 8. If I wanted to go to a particular page, I could click, and it would actually let me choose to go, for example, to page 15, very quickly. So this is a way I can use this to navigate. It tells me that there are 7,387 words, and as I point to it, it says Click here to open the Word Count dialog box and again more information about my document.

Then I have a spelling errors indicator here, which shows me that it found some spelling errors. That's what that red X means. And I can click here to run Spell check and correct those errors. If I right-click, I can customize the Status bar by adding or removing items. So if you share your computer with others, or if someone else has been working in Word and you don't have, for example, Spelling and Grammar Check, it may have been turned off, you can turn it back on here. And if you miss line numbers, which was readily available in some previous versions of Word, you can also set, also, like to see my Line Numbers, and that will then show that I'm on Line 1 of my page, on Line 4, on Line 10 of my page.

As you work in Microsoft Word, give all of these document tools an intentional work out. From the View, to the Status bar, to the Ruler, to the View browse buttons here, work with all of them until you can reach naturally for each of them when you need them.

Show transcript

This video is part of

Image for Word 2010 Essential Training
Word 2010 Essential Training

89 video lessons · 56204 viewers

Gini Courter
Author

 
Expand all | Collapse all
  1. 5m 39s
    1. Welcome
      1m 8s
    2. Using the exercise files
      1m 34s
    3. Creating placeholder text
      2m 57s
  2. 33m 47s
    1. Using the Word interface
      8m 56s
    2. Understanding the Ribbon
      8m 10s
    3. Customizing the Quick Access toolbar
      3m 10s
    4. Using Word's document tools
      8m 5s
    5. Using the Navigation pane to find words or phrases in a document
      5m 26s
  3. 30m 53s
    1. Managing documents with Backstage view
      4m 42s
    2. Creating a new document from a template
      5m 11s
    3. Making it easy to find and open documents
      3m 59s
    4. Saving a Word document for yourself or others
      7m 1s
    5. Printing a document and choosing a printer
      3m 33s
    6. Setting print options
      6m 27s
  4. 24m 24s
    1. Selecting text using the mouse and keyboard shortcuts
      4m 57s
    2. Rearranging text using Cut, Copy, and Paste
      7m 38s
    3. Undoing and redoing actions
      4m 8s
    4. Finding and replacing text
      7m 41s
  5. 27m 40s
    1. Understanding fonts
      6m 32s
    2. Working with fonts
      5m 29s
    3. Applying basic formatting
      6m 25s
    4. Changing the case of text
      4m 22s
    5. Using text effects and adding impact to a document
      4m 52s
  6. 29m 44s
    1. Aligning and justifying paragraphs
      2m 55s
    2. Changing line spacing
      5m 2s
    3. Using indents and setting tabs
      7m 20s
    4. Creating a bulleted or numbered list
      6m 11s
    5. Keeping text together through page breaks
      4m 2s
    6. Applying shading and borders to paragraphs
      4m 14s
  7. 50m 10s
    1. Power formatting with styles
      7m 34s
    2. Changing a document's theme
      6m 59s
    3. Changing style sets, color sets, fonts, and paragraph spacing
      3m 31s
    4. Applying Quick Styles and clearing formatting
      5m 18s
    5. Creating a Quick Style set
      6m 24s
    6. Using the Navigation pane with styles
      3m 1s
    7. Easily creating a table of contents
      5m 32s
    8. Restricting formatting to a selection of styles
      4m 58s
    9. Creating a multilevel list using styles
      6m 53s
  8. 48m 1s
    1. Creating a table to organize text
      6m 11s
    2. Converting text to tables
      3m 36s
    3. Formatting tables for readability
      4m 8s
    4. Adding and removing columns
      5m 36s
    5. Sorting table data
      5m 19s
    6. Merging, splitting, and formatting cells to create a form
      8m 53s
    7. Converting a table to text
      2m 41s
    8. Inserting an Excel table for calculations and charts
      7m 18s
    9. Using Quick Tables
      4m 19s
  9. 1h 7m
    1. Illustrating documents with pictures, shapes, and clip art
      8m 43s
    2. Positioning, sizing, and cropping graphics
      6m 11s
    3. Wrapping text around graphics
      4m 54s
    4. Laying out text and graphics with a table
      6m 50s
    5. Adjusting brightness, contrast, and sharpness of photos
      4m 30s
    6. Applying special effects to graphics
      5m 4s
    7. Applying styles to graphics
      5m 40s
    8. Illustrating with charts: Inserting a chart from Excel
      8m 26s
    9. Illustrating with diagrams: Using SmartArt
      10m 22s
    10. Illustrating with screenshots: Capturing screenshots from your computer
      3m 17s
    11. Illustrating with WordArt
      3m 35s
  10. 34m 10s
    1. Understanding building blocks
      3m 41s
    2. Numbering pages and applying headers and footers
      6m 56s
    3. Adding cover pages and blank pages
      3m 50s
    4. Using text boxes for document design
      8m 16s
    5. Creating and saving custom headers and footers
      6m 21s
    6. Creating and saving Quick Parts
      5m 6s
  11. 23m 40s
    1. Setting page margins, page orientation, and paper size
      6m 30s
    2. Inserting sections to organize a document
      5m 17s
    3. Using columns
      5m 23s
    4. Using watermarks, page borders, and colors
      6m 30s
  12. 20m 15s
    1. Checking spelling and grammar
      5m 6s
    2. Setting proofing and AutoCorrect options
      7m 21s
    3. Using the Thesaurus and Research and Translation tools
      7m 48s
  13. 21m 3s
    1. Tracking changes and showing markup
      5m 29s
    2. Accepting and rejecting changes
      4m 35s
    3. Comparing and combining documents
      6m 42s
    4. Coauthoring documents with SharePoint
      4m 17s
  14. 40m 56s
    1. Trouble-free document sharing
      5m 38s
    2. Emailing a document
      4m 4s
    3. Saving a document to a Windows Live drive
      4m 8s
    4. Saving to SharePoint and sharing a document link
      3m 59s
    5. Using Word on the web
      3m 4s
    6. Blogging with a document
      4m 27s
    7. Finalizing and password-protecting a document
      3m 38s
    8. Restricting editing for all or part of a document
      6m 3s
    9. Digitally signing a document
      5m 55s
  15. 25m 18s
    1. Changing Word options
      5m 42s
    2. Customizing the Ribbon
      7m 22s
    3. Creating and playing a macro
      8m 8s
    4. Assigning a macro to the Ribbon
      4m 6s
  16. 31s
    1. Goodbye
      31s

Start learning today

Get unlimited access to all courses for just $25/month.

Become a member
Sometimes @lynda teaches me how to use a program and sometimes Lynda.com changes my life forever. @JosefShutter
@lynda lynda.com is an absolute life saver when it comes to learning todays software. Definitely recommend it! #higherlearning @Michael_Caraway
@lynda The best thing online! Your database of courses is great! To the mark and very helpful. Thanks! @ru22more
Got to create something yesterday I never thought I could do. #thanks @lynda @Ngventurella
I really do love @lynda as a learning platform. Never stop learning and developing, it’s probably our greatest gift as a species! @soundslikedavid
@lynda just subscribed to lynda.com all I can say its brilliant join now trust me @ButchSamurai
@lynda is an awesome resource. The membership is priceless if you take advantage of it. @diabetic_techie
One of the best decision I made this year. Buy a 1yr subscription to @lynda @cybercaptive
guys lynda.com (@lynda) is the best. So far I’ve learned Java, principles of OO programming, and now learning about MS project @lucasmitchell
Signed back up to @lynda dot com. I’ve missed it!! Proper geeking out right now! #timetolearn #geek @JayGodbold
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ.

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Join now "Already a member? Log in

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Word 2010 Essential Training.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Are you sure you want to delete this note?

No

Your file was successfully uploaded.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.