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WILEY
Wiley Publishing, Inc.
OFFICE 2010 SIMPLIFIED® Published b y W i l e y Publishing, Inc. 1 0 4 7 5 Crosspoint Boulevard Indianapolis, IN 4 6 2 5 6 www.wiley.com Published simultaneously in Canada Copyright ® 2 0 1 0 by W i l e y Publishing, Inc., Indianapolis, Indiana N o part of this publication may be reproduced, stored in a retrieval system or transmitted in any f o r m or b y any means, electronic, mechanical, p h o t o c o p y i n g , recording, scanning or otherwise, except as p e r m i t t e d under Sections 107 or 108 of the 1 9 7 6 United States Copyright Act, w i t h o u t either the prior w r i t t e n permission of the Publisher, or authorization t h r o u g h p a y m e n t of the appropriate per-copy fee to the Copyright Clearance Center, 2 2 2 Rosewood Drive, Danvers, M A 0 1 9 2 3 , 9787 5 0 - 8 4 0 0 , fax 9 7 8 - 6 4 6 - 8 6 0 0 . Requests to the Publisher for permission should be addressed to the Permissions Department, John W i l e y & Sons, Inc., 111 River Street, H o b o k e n , NJ 0 7 0 3 0 , 2 0 1 - 7 4 8 - 6 0 1 1 , fax 2 0 1 - 7 4 8 - 6 0 0 8 , or online at w w w . w i l e y . c o m / g o / p e r m i s s i o n s . Library of Congress Control N u m b e r : 2 0 1 0 9 2 5 2 3 8 ISBN: 9 7 8 - 0 - 4 7 0 - 5 7 1 9 4 - 1 M a n u f a c t u r e d in the United States of America 10
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Trademark Acknowledgments Wiley, the Wiley Publishing logo. Visual, the Visual logo. Simplified, Read Less - Learn M o r e and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates. Microsoft is a registered trademark of Microsoft Corporation in the U.S. and/or other countries. All other trademarks are the property of their respective owners. Wiley Publishing, Inc. is not associated w i t h any product or vendor mentioned in this book.
Disclaimer In order to get this i n f o r m a t i o n to y o u in a t i m e l y m a n n e r , this b o o k was based on a pre-release version of Microsoft Office 2 0 1 0 . There may be some m i n o r changes between the screenshots in this b o o k and w h a t y o u see on y o u r desktop. As always, Microsoft has the final w o r d on how p r o g r a m s look and f u n c t i o n ; if y o u have any questions or see any discrepancies, consult the online help for further i n f o r m a t i o n about the software.
LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER A N D THE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK A N D SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING W I T H O U T LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE A N D STRATEGIES CONTAINED HEREIN M A Y NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT A N ORGANIZATION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION A N D / O R A POTENTIAL SOURCE OF FURTHER I N F O R M A T I O N DOES NOT M E A N THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE I N F O R M A T I O N THE ORGANIZATION OR WEBSITE M A Y PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN W H E N THIS WORK WAS WRITTEN A N D W H E N IT IS READ. FOR PURPOSES OF ILLUSTRATING THE CONCEPTS A N D TECHNIQUES DESCRIBED IN THIS BOOK, THE AUTHOR HAS CREATED VARIOUS NAMES, COMPANY NAMES, M A I L I N G , E-MAIL A N D INTERNET ADDRESSES, PHONE A N D FAX NUMBERS A N D SIMILAR INFORMATION, ALL OF W H I C H ARE FICTITIOUS. ANY RESEMBLANCE OF THESE FICTITIOUS NAMES, ADDRESSES, PHONE A N D FAX NUMBERS A N D SIMILAR INFORMATION TO ANY ACTUAL PERSON, COMPANY A N D / O R ORGANIZATION IS U N I N T E N T I O N A L A N D PURELY COINCIDENTAL.
Contact Us FOR GENERAL INFORMATION ON OUR OTHER PRODUCTS A N D SERVICES PLEASE CONTACT OUR CUSTOMER CARE DEPARTMENT W I T H I N THE U.S. AT 8 7 7 - 7 6 2 - 2 9 7 4 , OUTSIDE THE U.S. AT 31 7 - 5 7 2 - 3 9 9 3 OR FAX 317-572-4002. For technical support please visit w w w . w i l e y . c o m / techsupport.
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Credits Executive Editor
Sr. Project Coordinator
Jody Lefevere
Lynsey Stanford
Sr. Project Editor
Graphics and Production Specialists
Sarah Heilert
Andrea Hornberger Technical Editor Vince Averello
Quality Control Technician Jessica Kramer
Copy Editor Scott Tullis
Proofreader Cindy Ballew
Editorial Director Robyn Siesky
Indexer Potomac Indexing, LLC
Business Manager A m y Knies
Screen Artists
Sr. Marketing Manager
Ana Carrillo Jill A. Proll
Sandy Smith Vice President and Executive Group Publisher Richard Swadley Vice President and Executive Publisher Barry Pruett
About the Author Freelance writer/editor Kate Shoup has authored 20 books and edited scores more. Recent titles include Windows 7 Digital Classroom, Teach Yourself VISUALLY Outlook 2007, Office 2007: Top WO Simplified Tips & Tricks, and Internet Visual Quick Tips. When not working, Kate loves to ski (she was once nationally ranked), read, and ride her motorcycle — and she plays a mean game of 9-ball. Kate lives in Indianapolis with her daughter and their dog.
Table of Contents Part I: Office Features I Office Basics Start and Exit Office Applications
4
Click to add title
Navigate the Program Windows
6
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Work with the Ribbon
8
Customize the Quick Access Toolbar
10
Find Help with Office
12
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2
Working with Files Create a New File
14
Save a File
16
Open a File
18
Print a File
20
Select Data
22
Cut, Copy, and Paste Data
24
View Multiple Files
26
3 Office Graphics Tools Insert Clip Art
28
Insert a Picture
30
Resize and Move Objects
32
Rotate and Flip Objects
34
Crop a Picture
36
Add a Picture Effect
38
Make Image Corrections
39
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Make Color Adjustments
40
Apply Artistic Effects
41
Create a WordArt Object
42
Add SmartArt
44
4
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Working with Office Files Online Create a New Workspace
46
Upload a File to Office Live Workspace
48
Create a New File in Office Live Workspace
50
Edit a File in Office Live Workspace
52
Share a Workspace
54
View Shared Workspaces
56
Delete a File f r o m Office Live Workspace
57
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Part II: Word
5 Adding Text Change Word's Views
60
Type and Edit Text
62
Insert Quick Parts
64
Insert Symbols
66
Create a Blog Post
68
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Formatting Text
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Change the Font, Size, and Color
70
Align Text
74
Set Line Spacing
75
Indent Text
76
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Set Tabs
78
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Set Margins
80
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Table of Contents Create Lists
82
Copy Formatting
84
Clear Formatting
85
Format with Styles
86
Apply a Template
88
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: Excel
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Building Spreadsheets 134 1 "ih
January
138
February March
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140
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20750
141
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142 144 146 14/ 148
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150 152 154
January
156
February March
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23410
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160
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Double-click the tab name again to maximize the Ribbon.
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Can I keep the Ribbon minimized? Yes. To k e e p t h e R i b b o n m i n i m i z e d , f o l l o w these steps:
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Right-click a tab on the Ribbon.
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Customize the Quick Access Toolbar The Quick Access toolbar, which appears on-screen regardless of what tab is currently shown in the Ribbon, offers quick access to the Save, Undo, and Redo commands.
you might customize the toolbar to omit those commands that appear by default. By default, the Quick Access toolbar appears in the top left corner of the program window, above the Ribbon. You can choose to display the toolbar below the Ribbon instead.
You can customize this toolbar to include other commands, such as the Quick Print command or another command you use often. Alternatively,
Customize the Quick Access Toolbar O Q
Click the Customize Quick Access Toolbar button (E]).
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Can I remove a button from the Quick Access toolbar? Yes. To remove a command, open the Options dialog box, click the command name in the list box on the right, click the Remove button, and click OK. The button no longer appears on the toolbar.
Are there other ways to customize the Quick Access toolbar? Yes. You can add commands to the toolbar directly from the Ribbon. Simply click the tab containing the command that you want to add, right-click the command, and then click Add to Quick Access Toolbar. The command is immediately added as a button on the toolbar.
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Find Help with Office You can use Office Help to assist you when you run into a problem or need more information about how to complete a particular task.
Print in the Help window to locate articles on that topic. Alternatively, you can browse for articles by category.
The Help window offers tools that enable you to search for topics that you want to learn more about. For example, if you want to learn how to print an Office document, you can type
If you are connected to the Internet, you can access Microsoft's online help files for even more comprehensive information.
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Click a link to learn more about a topic.
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# The Help window displays the article, enabling you to read more about the topic.
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How do I browse help files? Click the Home button (JM) on the Help window's toolbar to display a table of contents for the help files for the Office program that you are using. Click a help category to display subtopics of help information. Click an article to view more about a topic. Many articles include links to related articles.
Create a New File screen. When you do, you are given the option of creating a blank file or basing the file on an existing template. To create a new item in Outlook, whether it is an e-mail message, a calendar appointment, a contact, or a task item, you use the Ribbon.
To work with data in Office 2010, you must create a file in which to store it. If the file you want to create is a Word document, an Excel workbook, an Access database, a PowerPoint presentation, or a Publisher publication, you create a new file using the Getting Started
C r e a t e a N e w File Create a New Word, Excel, PowerPoint, Access, or Publisher File o
Click the File tab.
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Click New. The New screen appears.
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W o r k i n g w i t h Files
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Click a n d d r a g a c r o p h a n d l e t o c r o p o u t an area of t h e image. W h e n y o u release t h e m o u s e b u t t o n , t h e i m a g e is c r o p p e d .
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Rectangles
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Add a Picture Effect You can use the Picture Effect tool included with many Office 2010 programs to assign unique and interesting special effects to your objects. For example, you can apply a shadow effect, create a mirrored reflection, apply a glow effect, soften the object's edges, make a
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Click the picture that you want to edit. The Format tab appears on the Ribbon with the Picture tools shown.
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Click an effect style. As you drag over each effect in the menu, the picture displays what the effect looks like when you apply it.
# The new effect is applied to the picture. Note: To cancel any picture effect, display the Picture Effects menu again and the style that you applied, and then select the No option at the top of the category palette to remove the effect.
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bevel effect, or generate a 3D rotation effect. You access the Picture Effects tools from the Format tab on the Ribbon; this tab appears when you click to select the object to which you want to apply the effect. (Note that that the Picture Effects tool is not available in Publisher.)
2
CHAPTER
Make Image Corrections Suppose the image object you have inserted in your Word, Excel, or PowerPoint file is less than perfect. Perhaps it is slightly blurry, or lacks contrast. Fortunately, Office 2010 offers tools that enable you to make corrections to clip art and images even after they have been inserted into your file. For example, you can sharpen
and soften images, as well as adjust their brightness and contrast. You access the imagecorrection tools from the Format tab on the Ribbon; this tab appears when you click to select the object to which you want to apply the effect.
Make Image Corrections J
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Click a correction setting.
# The new setting is applied to the picture.
Make Color Adjustments If you find that the color in an image you insert in an Office 2010 file seems off, you can adjust it using the Office 2010 Color Saturation, Color Tone, and Recolor tools. The Color Saturation tool enables you to make the color in your image more or less intense; the Color Tone tool
enables you to make the colors in your image appear warmer or cooler; and the Recolor tool enables you to apply a color cast to your image. You can also use these tools to apply artistic effects to an image, such as converting a color image to black and white.
Make Color Adjustments O
Click the picture that you want to edit. The Format tab appears on the Ribbon with the Picture tools shown.
Q
In the Adjust group, click the Color button. Office highlights the image's current color settings.
# As you drag over each setting in the menu, the picture displays what the setting looks like when you apply it. Q
Click a color setting.
# The new setting is applied to the picture.
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How do I log on to Office Live Workspace? To use Office Live Workspace, you must have a Windows Live account. To obtain one, direct your Web browser to home. Iive.com, click the Sign Up link, and enter the requested information. Next, direct your browser to workspace.office. Iive.com, type your Windows Live ID and password, and click Sign In.
W h a t workspace templates are available? Office Live offers several workspace templates, including Class, Event, Household, Meeting, Project, and School. Each template contains specific files. For example, Household includes an announcement board, an emergency contact list, a grocery list, a household event list, and a to-do list.
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Upload a File to Office Live Workspace You can upload files that you have stored on your hard drive to Office Live Workspace. Doing so enables you to access the files from any computer connected to the Internet. For example, you might upload a file stored on the hard drive of your work computer to Office Live
Workspace so that you can access it from your home computer. In addition, when you upload a file to Office Live Workspace, you can easily share that file with others. You can store as much as 5GB of files on Office Live Workspace.
Upload a File to Office Live W o r k s p a c e O
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Click the workspace in which you want to store the uploaded file. Click A d d Documents.
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Locate and select the file you want to upload.
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Working w i t h Office Files Online
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Is there a faster way to access Office Live Workspace? Yes. If you use Internet Explorer as your Web browser, you can save any workspace in Office Live Workspace as a favorite. Simply click the Favorites button in the upper right corner of the Office Live Workspace window and click Add in the dialog box that appears. Next time you want to access Office Live Workspace, click the Favorites button in the upper left corner of your browser window, dick the Favorites tab in the pane that appears, and locate and click the Office Live Workspace entry.
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Edit a File in Office Live Workspace Suppose you have saved a Word document on Office Live Workspace. You can open that document within Word to edit it; then, when you save the document, any changes you made to it are visible in Office Live Workspace. The same is true for Excel and PowerPoint files that you have saved on Office Live Workspace.
Alternatively, you can open the file from within Office Live Workspace, as described in this section. When you do. Office Live Workspace launches the appropriate program, enabling you to make the necessary edits. When you save the edits, the file is updated accordingly on Office Live Workspace.
Edit a File in Office Live W o r k s p a c e O 0
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Click the workspace containing the file you want to edit.
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Note: The Save button in the Quick Access toolbar appears different here because the file you are working on is online.
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Click the Close b u t t o n ( r ^ l ) .
Your edits appear in the file in y o u r Office Live workspace.
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How do I change sharing settings? Open the shared workspace and click View Sharing Details to view users with whom this workspace is shared and change the sharing permissions associated with each user. To share with more users, click the
Share with More button; to stop sharing, click the Stop Sharing button.
What does the Comment feature do? Clicking the Comment button opens a Comments pane. Here, you can type comments, which are visible to anyone who has access to the workspace. To add a comment, simply type your comment text and click Add Comment. To close the Comment pane, click Close.
View Shared Workspaces Just as you can use Office Live Workspace to share workspaces and files with other users, so, too, can others use the site to share workspaces and files with you. Shared workspaces appear under Shared With Me in the Office Live Workspace Navigation pane. Depending on what permissions you have been granted, you
may be able to simply view files in a shared workspace, or you may be able to edit them. As shown here, you open files that have been shared with you the same way you do files that you have uploaded to or created on Office Live Workspace.
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Under Shared With Me in the Navigation pane, click the shared workspace you want to view.
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The file opens in the Office Live Workspace window.
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4
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Delete a File from Office Live Workspace You can delete files you no longer need from Office Live Workspace. Deleted files are not removed from the workspace right away, however. Instead, deleted files are moved to the Deleted Items folder. If you find you have deleted a file in error, you can restore it. To do so, simply click the Deleted
Items folder in the Navigation pane, select the check box next to the file, and then click the Restore button. To permanently remove files in the Deleted Items folder from Office Live Workspace, open the Deleted Items folder and click Empty All Items.
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Click the workspace containing the file you want to delete.
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Select the check box next to the file you want to delete.
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Click Delete.
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Use the Before spin box to specify how much space should appear before the paragraph.
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Use the After spin box to specify how much space should appear after the paragraph.
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To control the spacing that surrounds a paragraph, click the corner group button ( • ) in the Paragraph group.
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Indent Text You can use indents as another way to control the horizontal positioning of text in a document. Indents are simply margins that affect individual lines or paragraphs. You might use an indent to distinguish a particular paragraph on a page — for example, a long quote.
Word offers several tools for setting indents. For example, the Home tab on the Ribbon contains buttons for quickly increasing and decreasing indents by a predefined amount. You can make more precise changes to indent settings in the Paragraph dialog box. Finally, you can use the Word ruler to set indents.
Indent T e x t Set Quick Indents o
Click anywhere in the paragraph you want to indent.
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Click the Home tab on the Ribbon.
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Click an indent button. You can click the Decrease Indent button (®) to decrease the indentation. You can click the Increase Indent button (®) to increase the indentation.
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Set Precise Indents
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The Preview area shows a sample of the indent.
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Click OK. Word applies the indent to the text.
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How do I set indents using the Word ruler? You can quickly set an indent using the Word ruler. To do so, simply drag the indent marker (d) on the ruler to the desired location. If the ruler is not visible in the Word window, position your mouse pointer over the top of the work area and pause; the ruler appears. (You can also click the View tab and click Ruler to display the ruler). The ruler contains markers for changing the left indent, right indent, firstline indent, and hanging indent. (To determine which marker is which, you can position your mouse pointer over each one; Word displays the marker's name.)
Set Tabs You can use tabs to create vertically aligned columns of text in your Word document. To insert a tab, simply press the C D key on your keyboard; the cursor moves to the next tab stop on the page.
By default. Word creates tab stops every 0.5 inches across the page, and left-aligns the text on each tab stop. You can set your own tab stops using the ruler or the Tabs dialog box. You can also use the Tabs dialog box to change the tab alignment and specify an exact measurement between tab stops.
Set Tabs Set Quick Tabs O
Position your mouse pointer over the top edge of the work area and pause to display the ruler. You can also click the View tab and click Ruler to turn on the ruler.
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Click the Tab marker area to cycle through to the type of tab marker that you want to set. M sets a left-aligned tab.
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Click Custom Margins.
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Choose a page orientation.
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Preview the margin settings in the Preview section.
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Click the Apply t o H and specify whether the margin should apply to the whole document or from this point in the document forward.
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Click OK.
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Type a specific margin in the Top, Bottom, Left, and Right boxes.
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How do I set new default margins? If you consistently use the same margin settings, you can choose those settings as the default for every new document that you create in Word. To do so, make the desired changes to the Margins tab of the Page Setup dialog box, and then click Set As Default.
Word immediately adjusts the margin in the document.
Why is my printer ignoring my margin settings? Some printers have a minimum margin in which nothing can be printed. For example, with many printers, anything less than 0.25 inches is outside the printable area. Be sure to test the margins, or check your printer documentation for more information.
Create Lists You can set off lists of information in your documents by using bullets or numbers. Bulleted and numbered lists can help you keep your information better organized.
You can customize lists. For example, with bulleted lists, you can change the symbol or picture used for the bullet, the alignment of the bullet, and so on. For numbered lists, you can change the style of the number, and the font used.
A bulleted list adds dots or other similar designs in front of each list item, whereas a numbered list adds sequential numbers, Roman numerals, or letters in front of each list item. Create Lists Set Quick Lists O
Select the text that you want to format.
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Click the Home tab.
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Click a list button.
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Click Numbering (m) to create a numbered list.
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Click Multilevel List (El) to create a multilevel list.
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To add more text to the list, click at the end of the line and press B E D ; Word starts a new line in the list with a bullet or number. To end a list, press twice after the last item in the list or click Bullets flu), Numbering (H) f or Multilevel List ( d ) .
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4
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Change Bullet or Number Styles O
Select the text that y o u w a n t t o format.
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Click the H o m e tab on the Ribbon.
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Click the Bullets, N u m b e r i n g , or M u l t i l e v e l List H .
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Click a style.
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W o r d applies the new style.
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Click and drag over the text to which you want to apply the same formatting. Word immediately copies the formatting to the new text.
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# To copy the same formatting multiple times, you can double-click the Format Painter button ( 0 ) . You can press O to cancel the Format Painter feature at any time.
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Apply a Quick Style
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Select the text that y o u w a n t to format.
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Click the H o m e tab on the Ribbon.
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Click a style f r o m the Styles list.
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You can click the M o r e b u t t o n (El) t o see the full palette of available styles.
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W o r d applies the style.
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How do I remove a style that I no longer need? From the Home tab, display the full Quick Styles palette, right-click the style that you want to remove, and click the Remove from Quick Style Gallery command. Word immediately removes the style from the Quick Styles list.
How do I customize an existing style? Apply a style to your text. Then, with the text selected, click the Home tab, click the Change Styles button, and click the type of change that you want to make. For example, to switch fonts, click the Fonts option and then select another font.
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Apply a Template A template is a special file that stores styles and other Word formatting tools. When you apply a template to a Word document, the styles and tools in that template become available for your use with that document. Word comes with several templates preinstalled; in addition, you can create your own.
Of course, one way to apply a template to a document is to select it from the list of document types in the New screen that appears when you create a new Word document. Alternatively, you can attach a template to an existing document, as outlined here.
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With the document to which you want to apply a template open in Word, click the File tab.
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