Using the Word interface

show more Using the Word interface provides you with in-depth training on Business. Taught by Gini Courter as part of the Word 2010 Essential Training show less
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Using the Word interface

Before we begin creating, saving and e- mailing and printing documents in Word 2010, we are going to find out how to launch Word 2010, and then take a quick tour of the Word window, so you will know where to find the different kinds of tools and commands that you will use when you create your documents in Word 2010. We will start here on the Windows Desktop. There are a variety of ways to launch Microsoft Word. If you need to open a document that already exists, it's fairly easy to launch Word.

All you need to do is open the document and Word will automatically be launched to show you that document. So that's relatively easy. What if we want to start from scratch? Well, begin by clicking the Start button, and you will notice that Microsoft Word 2010 appears on the Start menu. It's there because it's pinned there. It's on the top half of the menu, and that's been added to the menu so that it's always available for us. So I can point to the Microsoft Word 2010 icon, and notice that it opens a list of recently used Word files, so that I can easily open one of those.

But what if Word 2010 isn't on your Start menu? We can simply go to All Programs > Microsoft Office, and you will find Microsoft Word 2010 here on the list. If you want this pinned to your Start menu, you can right-click and choose Pin to Start menu to add it there. When we launch Microsoft Word 2010, it opens full screen, brand-new window. We can change how this window appears within Microsoft Windows in the Windows Desktop.

In the upper right-hand corner, you will find the three familiar buttons that allow you to Maximize, Restore, or Minimize a window. So if I simply want to take up a little less room with this window, I can click Restore Down, the center button, and I will get a smaller window. The size of this window, this is exactly how I left it the last time this window was restored down - same position, same size. To make the window full screen again, that Restore Down button has changed to a Maximize button, and I can click here and make it larger.

But what if I am in the middle of creating a document and I have entered some text and I just want to put Word aside for a moment, so that I can be attentive to, for example, Internet Explorer session or something else? I can click the Minimize button and Word then is minimized down to the Taskbar. To open that document again, simply click the Word button, and it's back. Within the document window, perhaps the most striking feature is called the Ribbon. This is the interface that runs from the left to the right side of the screen, all the way across, and we have had this new interface since Word 2007.

The Ribbon has tabs, within the tabs there are groups and individual commands that allow you to modify your text or take specific actions in your document, to be able to insert Pictures or Charts, Headers, Footers, those kinds of things. Most of the time that we spend learning Word, we are actually going to be spending learning how to use the Ribbon to create and modify documents in the ways that we would like to do that. Above the Ribbon is an area of Word that's customizable by you. It's called the Quick Access toolbar.

It's these three buttons here, but you can add other commands to that toolbar as well. So this allows you to have a section of Word where you keep commands that you would like to use on a regular basis. If I click the File tab, we will end up Backstage in Microsoft Word 2010. The Backstage View is where you will Save, Open, Print, and E-mail documents. It's also where you can get great information about a document, like when a document it was Last Modified, who the Author is, or you can prepare documents to be shared.

So you will find a whole wide range of document management features here in Word Backstage. Our Recent list will show us documents that we have opened earlier. So I am going to return and actually open that second document. Now that I have two documents opened, there are a couple of ways that I can switch back and forth between these open documents. I am using Windows 7, so what I show you might be a little bit different for you if you use a different version of Windows. There are a couple of ways to move between them, but the best way is down here on the Windows Taskbar, because you will notice that there's a tab that shows there's more than one document.

I can simply point to it. It will open up the two windows that I have and I can switch between them. I don't even need to click to be able to look at them quickly. Within a window, I will usually move up and down using the scroll bars. On the right-hand side, there's a vertical scroll bar that allows me to move up and down in my document. I can click the boxes at the top or bottom, drag the slider, or at the bottom of the scroll bar, I have a Previous Page and Next Page button that I can click on.

There isn't a horizontal scroll bar, because I don't need one. I can see the entire width of my page here in the window. But if I use the Zoom slider to slide, you will notice that as the document gets too wide to show, a horizontal scroll bar automatically appears. We have the button that allows us to see the ruler. You can turn the Ruler on and off from the Ribbon. But you can actually simply click here to show the Ruler, which allows you to see where you are in your document and to precisely set things like the edges of columns or to position graphics.

But it takes up some space, so click again to turn the Ruler off. At the bottom of our Word window , we have a customizable Status Bar. That shows us what Page we are on, how many Words, spell check. At the right, it has some view buttons that allow us to change, for example, to see how this document would work on the Web, and finally that Zoom slider that we have already used. But this Status Bar is fully customizable. When you right-click on the Status Bar, you will have lots of choices about information that you would like to see.

So you can set this to be able to see, for example, the Formatted Page Number, or to say I don't need to see a Word Count, or the status of your Caps Lock button. These are the tools that are there all the time. There are other tools that only appear when you need them or when you choose to display them. For example, if you click Find, the Navigation Pane will open on the left side of the document window, so that you can use its tools in order to search the document for text or objects.

If you don't want to look at the Navigation Pane anymore, you don't need to use it, simply click the X to turn it off. Other tools appear on the right-hand side. For example, if you said that you wanted to do a Mail Merge, you will notice that the Mail Merge Task Pane opens on the right side. There's no significance to whether it opens on the left or the right, except that there are times that you would like to have two tools open at once. So the tools that are allowing you to complete a task tend to open on the right, and the tools that allow you to move within the document tend to open on the left, because you could actually have them both visible to you at the same time, like this.

Close the Task Pane and the Navigation Pane in exactly the same way, simply click the X. Finally, if you add an object, for example, if I simply quickly insert a picture here, I will get some additional tabs on my Ribbon that didn't even exist previously. I now have a Format tab. That's a set of picture tools. That wasn't there a moment ago. It's only there because I have a picture selected. It provides a rich group of tools that are specific to pictures. Notice that when I click out of the picture, that tab goes away.

Now I am back in my document. But when I have an object in my document and I select it, I will get an appropriate set of tools at the right end of the Ribbon that are supplied by Microsoft Word 2010. When we are done using Word, we will go backstage to Save our documen,t or to Close a particular window, or Exit Word entirely. If we have made any changes to a document since we opened Word, we would be prompted to Save our changes. We won't be saving this document. We will simply Close Microsoft Word.

That concludes our brief tour of the Word 2010 Application Window. Now that you know where to find the features that you will use in Word, it's time to see how each of these tools works. So fasten your seat belts, and let's move on to the next movie.

Using the Word interface
Video duration: 8m 32s 8h 3m Beginner


Using the Word interface provides you with in-depth training on Business. Taught by Gini Courter as part of the Word 2010 Essential Training

Business Education + Elearning
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