Word for new users

This article presents basic concepts in Microsoft Word 2010 to help new users get started in creating sophisticated, professional-looking documents.

In this article

Starting and quitting Word

To use Word, look for the Word icon in the Start menu and click it.

  1. Click the Start button Button image to display the Start menu.
  2. Point to All Programs, Microsoft Office, and then click Microsoft Word 2010.
  3. The startup screen appears, and Word starts.

 Tip    The first time you start Word, the Microsoft Software License Agreement might appear.

To quit, choose the Exit command on the File tab.

  1. Click the File tab.
  2. Choose Exit.

 Tip    If you have made any changes since you last saved the document, a message box appears asking if you want to save changes. To save the changes, click Yes. To quit without saving the changes, click No. If you clicked the Exit button by mistake, click Cancel.

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A tour of the Word user interface

Elements of the Word window

Callout 1 Title Bar: Displays the file name of the document that is being edited and the name of the software you are using. It also includes the standard Minimize, Restore, and Close buttons.
Callout 2 Quick Access Toolbar: Commands that are frequently used, such as Save, Undo, and Redo are located here. At the end of the Quick Access Toolbar is a pull-down menu where you can add other commonly used or commonly needed commands.
Callout 3 File Tab: Click this button to find commands that act on the document itself rather than the content of the document, such as New, Open, Save as, Print, and Close.
Callout 4 Ribbon: Commands needed for your work are located here. The appearance of the Ribbon will change depending on the size of your monitor. Word will compress the ribbon by changing the arrangement of the controls to accommodate smaller monitors.
Callout 5 Edit Window: Shows the contents of the document you are editing.
Callout 6 Scroll Bar: Lets you change the display position of the document you are editing.
Callout 7 Status Bar: Displays information about the document you are editing.
Callout 8 View Buttons: Lets you change the display mode of the document you are editing to fit your needs.
Callout 9 Zoom: Lets you change the zoom settings of the document you are editing.

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Save and open a document

In Word, you must save your document so you can quit the program without losing your work. When you save the document, it is stored as a file on your computer. Later, you can open the file, change it, and print it.

To save a document, do the following:

  1. Click the Save button in the Quick Access toolbar.
  2. Specify the location where you want to save the document in the Save in box. The first time you save your document, the first line of text in the document is pre-filled in as the file name in the File name box. To change the file name, type in a new file name.
  3. Click Save.
  4. The document is saved as a file. The file name in the Title Bar changes to reflect the saved file name.

You can open a Word document to resume your work. To open a document, do the following:

  1. Click the Start button, and then click Documents.
  2. Navigate to the location where you stored your file, and double-click the file. The Word startup screen appears, and then the document is displayed.

 Tip    You can also open a document from within Word by clicking the File tab and then clicking Open. To open a document you saved recently, click on Recent


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Editing and formatting text

Before you edit or format text, you must first select the text. Follow the steps below to select text.

  1. Place the curser at the beginning of the text you’d like to edit or format and then press the left mouse button.
  2. While holding down the left mouse button, move it to the right (called “dragging”) to select the text. A background color is added in the location of the selected text to indicate the selection range.

Most text formatting tools are found by clicking the Home tab and then choosing from the Font group.

Word 2010 Ribbon

Callout 1 This is the Home tab.
Callout 2 This is the Font group on the Home tab.
Callout 3 This is the Bold button. See the table below for the names and functions of all the buttons in the Font group.
Button Name Function
Font Button Font Changes the font.
Font Size Button Font Size Changes the size of the text.
Grow Font Button Grow Font Increases the text size.
Shrink Font Button Shrink Font Decreases the text size.
Change Case Button Change Case Change all the selected text to uppercase, lowercase, or other common capitalizations.
Clear Formatting Button Clear Formatting Clears all formatting for the selected text, leaving only the plain text.
Bold Button Bold Makes the selected text bold.
Italic Button Italic Italicizes the selected text.
Underline Button Underline Draws a line under the selected text. Click the dropdown arrow to select the type of underline.
Strikethrough Button Strikethrough Draws a line through the middle of selected text.
Subscript Button Subscript Creates subscript characters.
Superscript Button Superscript Creates superscript characters.
Text Effects Button Text Effects Apply a visual effect to selected text, such as shadow, glow, or reflection.
Text Highlight Color Button Text Highlight Color Makes text look like it was marked with a highlighter pen.
Font Color Button Font Color Changes the text color.

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Using styles

Styles allow you to quickly format major elements in your document, such as headings, titles, and subtitles. Follow the steps below to apply styles to the text in your document.

  1. Highlight the text you want to change.
  2. On the Home tab in the Styles group, pause the pointer over any style to see a live preview directly in your document.
  3. To apply the style that’s most appropriate for your text, just click it.

When you’re done applying styles to the individual elements, Word 2010 lets you change the look of your whole document all at once.

  1. On the Home tab, in the Styles group, click Change Styles.
  2. Point to Style Set to find predefined style sets. Pause the pointer over any style set to see a live preview directly in your document.
  3. When you find the look you want, click it.

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Modify line spacing in a document

With Word 2010, you can easily change the spacing between lines and paragraphs in your document.

  1. On the Home tab, in the Styles group, click Change Styles.
  2. Point to Paragraph Spacing to find a selection of built-in paragraph spacing styles. Pause the pointer over any paragraph spacing style to see a live preview directly in your document.
  3. When you find the look you want, click it.

 Tip    To define your own paragraph spacing, choose Custom Paragraph Spacing.

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Previewing and printing

It’s easy to preview what the layout of your document will look like when printed without actually printing.

  1. Click the File tab.
  2. Click Print to see a preview of your document.
  3. Review the Settings for any properties you might want to change.
  4. When the properties for your printer and document appear the way that you want them to, click Print.

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Applies to:
Word 2010