Technical Rishta: Microsoft Word 2010

Getting Started With Microsoft Office Word 2010

What's new in Word 2010?

Microsoft Word 2010 makes it easier to collaborate and to navigate through long documents. For more impact, new features focus on the polish of your finished document. With this new version, you can access the richness and familiarity of Word in your browser and on your mobile phone.

In Word 2010 you can do the following:

Move between headings in your document by clicking on the parts of the document map.

Collapse levels of the outline to hide nested headings, so you can work easily with the map even in deeply structured and complicated long documents.

Type text into the search box to find your place instantly.

Drag and drop headings within your document to rearrange the structure. You can also delete, cut, or copy headings and their content.

Easily promote or demote a given heading, or a heading and all of its nested headings, up or down within the hierarchy.

Add new headings to your document to build a basic outline or insert new sections without having to scroll around in the document.

Stay aware of the content being edited by others by browsing the headings that contain a co-authoring indicator.

See thumbnails of all the pages in your document and click on them to move through your document.

Now have the look of user interface of MS Word 2010 below.

Now let’s discus about the interface’s contents one by one.

The very first thing is ‘FILE TAB’.

The new design in Microsoft Office 2010 that includes the File tab replacing the Microsoft Office Button

included in the 2007 Microsoft Office system release in the following programs: Word, Excel, PowerPoint, Access, and Outlook (in the composing and reading windows).

The button and the tab replace the File menu that was in some 2007 Microsoft Office system programs and in Microsoft Office 2003 and earlier.

The Microsoft Office Button and the File tab are in the same general location but look different.

Back Stage View

What and where is the backstage view?

After you click the File tab, you can see the Microsoft Office Backstage view. The Backstage view is where you manage your files and the data about them — creating, saving, inspecting for hidden metadata or personal information, and setting options. In short, it is everything that you do to a file that you don't do in the file.

The File tab replaces the Microsoft Office Button

and File menu used in earlier releases of Microsoft Office.

When you click the File tab, you see many of the same basic commands that you saw when you clicked the Microsoft Office Button

or on the File menu in earlier releases of Microsoft Office, such as Open, Save, and Print.

Let us see the image of Back Stage View below.

We will discuss the Back Stage View in deep later , this is just the overview now.

Quick Access Toolbar

The Quick Access Toolbar is a customizable toolbar that contains a set of commands that are independent of the tab that is currently displayed.

The Quick Access Toolbar can be located in one of two places:

1.Upper-left corner next to the icon for a Microsoft Office program, for example, next to the Word icon

. (default location). E.g. see the below image in which the Quick Access Toolbar is enclosed with Red Border Rectangle.

2. Below the Ribbon, which is part of the Microsoft Office Fluent user interface for E.g See the below image

If you don't want the Quick Access Toolbar to be displayed in its current location, you can move it to the other location. If you find that the default location next to the program icon is too far from your work area to be convenient, you might want to move it closer to your work area. The location below the Ribbon encroaches on the work area. Therefore, if you want to maximize the work area, you might want to keep the Quick Access Toolbar in its default location.

1. Click Customize Quick Access Toolbar

2. In the list, click Show Below the Ribbon or Show Above the Ribbon.

Let us see the context menu strip when we click Customize Quick Access Toolbar

Now if we see that the options which are checked are now coming in the Quick Access Toolbar. Presently the Quick Access Toolbar is at top of the Ribbon and if we Click the Option Show Below the Ribbon which is Enclosed with Red Border Rectangle in above figure then Toolbar will move below the Ribbon.

Add a command to the Quick Access Toolbar

There are three ways by which you can add commands to the Quick Access Toolbar.

A.The very Easy way is to right click any command coming in Ribbon and Add it to the Quick Access Toolbar E.g

1. On the Ribbon, click the appropriate tab or group to display the command that you want to add to the Quick Access Toolbar.

2. Right-click the command, and then click Add to Quick Access Toolbar on the shortcut menu.

For E.g See the image Below .

See the image above , where I want to add Grow Font Command(A) in Font Group under Home Tab in Ribbon to the Quick Access Toolbar placed above the ribbon, Then right click on the command and you will get the same context menu strip as displayed above in which you have choose the option name Add to Quick Access Toolbar enclose with Red Border Rectangle. After choosing the option the command will be added in Quick Access Toolbar as displayed below

B. Second way is more dynamic then first which provides you the dialog box to manage the commands of Quick Access toolbar

Click Customize Quick Access Toolbar

.Like below image

Here you will click on the option More Commands… then you will get the dialog box as seen below

Here as it is mentioned the first step is to choose the command for e.g. Bullets that you want to add from left hand pane and click on Add button then the chosen command will be added in the right hand pane which is the collection of Quick Access Toolbar Commands available now.

The last and the third way is by clicking the file tab and then word option that will also provide the same dialog box as mentioned above but the way of accessing is different.. Let’s have the look on the steps

You can add, remove, and change the order of the commands on the Quick Access Toolbar by using the Options command.

1. Click the File tab.

2. Under Help, click Options.

3. Click Quick Access Toolbar.

4. Make the changes you want

Change the order of the commands on the Quick Access Toolbar

1. Right-click the Quick Access Toolbar, and then click Customize the Quick Access Toolbar on the shortcut menu.

2. Under Customize Quick Access Toolbar, click the command you want to move, and then click the Move Up or Move Down arrow.

Remove a command from the Quick Access Toolbar

Right-click the command you want to remove from the Quick Access Toolbar, and then click Remove from Quick Access Toolbar on the shortcut menu.

Reset the Quick Access Toolbar to the default settings

1. Right-click the Quick Access Toolbar, and then click Customize the Quick Access Toolbar on the shortcut menu.

2. In the Customize the Quick Access Toolbar window, click Reset Defaults, and then click Reset only Quick Access Toolbar.

Ribbon

The Ribbon, which is part of the Microsoft Office Fluent user interface, is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups that are collected together under tabs. Each tab relates to a type of activity, such as writing or laying out a page. To reduce screen clutter, some tabs are shown only when they are needed. When the Ribbon is minimized, you see only the tabs.

No option from Microsoft is currently available to switch the user interface back to the File menu, toolbars, and commands as they appeared in Microsoft Office 2003 and earlier. However, you can minimize the Ribbon to make more space available on your screen or customize the Ribbon to personalize the Ribbon the way that you want it. For example, you can create custom tabs and custom groups to contain your frequently used commands.

Full Ribbon

Minimized Ribbon

Always keep the Ribbon minimized

Right-click the Ribbon, and then click Minimize the Ribbon.

Keyboard shortcut to minimize the Ribbon, press CTRL+F1.

Another way is to click the upward arrow sign (^) as shown in the below image.

Keep the Ribbon minimized for a short time

To quickly minimize the Ribbon, double-click the name of the active tab. Double-click a tab again to restore the Ribbon.

Keyboard shortcut to minimize or restore the Ribbon, press CTRL+F1.

Restore the Ribbon

Right-click the Ribbon, and then click Minimize the Ribbon

Customize the Ribbon

Use customization to personalize the Ribbon, which is part of the Microsoft Office Fluent user interface, the way that you want it. For example, you can create custom tabs and custom groups to contain your frequently used commands.

By default we get predefined tabs like Home,Insert,Page Layout etc. which consists of set of groups..

If we simply talk about Home tab then it consists of different groups like clipboard, Font, Paragraph, Styles and Editing. And every group is collection of commands divided as per group name.

Here we will come to know that how we can create our own tab and own group with different commands.

Important Ribbon customization is specific to the Microsoft Office program you are working in at the time. Ribbon customization does not apply across the Office programs.

But before we create our own tab and groups let us see how to customize the predefined tabs and their groups.

Change default tabs, groups, or commands

You can rename and change the order of the default tabs and groups that are built-into Microsoft Office 2010. However, you cannot rename the default commands, change the icons associated with these commands, or change the order of these commands.

To add commands to a group, you must add a custom group to a default tab or to a new tab. In the Customize the Ribbon list, the custom tabs and groups have (Custom) after the name, but the word (Custom) does not appear in the Ribbon.

Rename the Predefined Tab Name

Here we will rename the predefined tab Home to the new name ‘My Home’. Let us see the steps

Right click the Home tab and click on ‘Customize the Ribbon ‘ as shown in image below.

After Choosing this Option you will get the dialog box of Ribbon as shown in image below

We have to work the options enclosed in the Red Rectangle with title Customize the Ribbon.

Now select the Home tab in the pane enclosed in red rectangle as shown in above pic and then click on the button ‘Rename’ as shown in the below image.

1- Select Home tab name.

2- Click Rename Button.

3- Change the name from Home to My Home in Rename Dialog Box and Click OK.

4- Click Final OK.

After Clicking OK again the name of Home tab will be renamed to new name successfully as shown in the image below.

Changing the Tab Orders

In this , we will change the order of tabs . By default the order of tabs is Home,Insert,Page Layout, References and so on. But we can also change the default order to our orders.

Here we will change the order of My Home from Insert. Means first tab will be Insert and then My Home. Lets follow the steps mentioned in the image below.

After Clicking OK , you will get the order of tabs named My Home and Insert replaced with each other as shown in image below.

Renaming the Tab’s Group Name

Here we will rename the group name ‘Font’ to ‘My Font ‘ of the Home tab that is renamed to ‘My Home’. First let us see what we have to change and what are groups.

If we click the Home Tab then we by default get some predefined groups like Clipboard, Font, Paragraph, Styles and Editing.

Here we will rename the group Font to ‘My Font’ as enclosed in red rectangle above.

Just follow the steps as mentioned in the image below .

Select the Font.

Click the Rename Button.

Rename the Font to ‘My Font’ .

Click OK in Rename Dialog Box.

Click OK in Word Option Dialog Box .

After performing the steps then name of the Group Font will be renamed to My Font as shown in the below image.

Changing the Group Orders under Tabs

As we have changed the tab orders , similarly we can also change the Group orders under ant tab.

For e.g. We will change the group order of Clip Board and My Font, let us see the unchanged order of groups in the image below.

Here as we can see that Group Clipboard is coming first and My Font is Coming Second . Now we will reverse the order, Just follow the steps as mentioned in the image below.

After performing the following steps, you will be able to change the order and it will look like as shown below:

Note : As mentioned above also , we cannot rename the command names ..like Bold command as shown in the below image

As you will click on any command under My Font group as shown in image above. Suppose as Bold is clicked then the rename button is disabled which indicates that we cannot rename the commands name.

Add a Custom Tab

Microsoft word provides the platform to make our custom tabs. By default we get a tabs like Home,Insert,Page Layout, References etc. Just take an example , suppose we want to make any new tab which will consist of my own groups and my choice commands .

Let’s see the steps for creating a Custom tab named ‘Collection’.

Right click on the Active tab and choose the option ‘Customize the Ribbon’ as done before. And perform the following steps as shown in the image below.

1. Select the Home.

2. Click on New Tab button.

After clicking on New Tab button u will get the New Tab(Custom) just below the Home tab , let’s see the image below.

Our next step is to rename the tab name from ‘New Tab’ to ‘Collection’. For renaming the tab follow the same steps as mentioned in below image.

After following the above mentioned steps , name of the New Tab(Custom) will be changed to Collection(Custom) as shown in below image

And this custom tab named ‘Collection’ will be added in Menu bar just after Home tab. See the image below.

Good, Finally you have created your own tab, now our next task is to add our own groups inside this tab. By default one empty group name ‘New Group’ is provided as shown in the above image.

Perform the below steps for that. Just follow me..

First rename the group name ‘New Group ‘ to ‘My Group’.