Module 02 Perform word processing Task No: - B-01

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Word 2010
Word 2010 is application software for word processing in the new Microsoft 2010 Office Suite. Word
allows you to easily create professional-looking documents using various themes, visual designs,
formatting tools, sharing features and more.

Getting Started with Word

Word 2010 is a word processor that allows you to create various types
of documents such as letters, papers, flyers, faxes and more. In this
lesson, you will be introduced to the Ribbon and the new backstage
view, and you'll learn how to create new documents and open existing
ones.

The Ribbon
The new, tabbed Ribbon system was introduced in Word 2007 to replace traditional menus.
The Ribbon contains all of the commands you'll need in order to do common tasks. It contains
multiple tabs, each with several groups of commands, and you can add your own tabs that contain
your favorite commands. Some groups have an arrow in the bottom-right corner that you can click
to
see
even
mor
e
com
man
ds.

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To Minimize and Maximize the Ribbon:

The Ribbon is designed to be responsive to your current task and easy to use; however, you can
choose to minimize it if it's taking up too much screen space.

1. Click the arrow in the upper-right corner of the Ribbon to minimize it.

2. To maximize the Ribbon, click the arrow again.

When the Ribbon is minimized, you can make it reappear by clicking on a tab. However, the Ribbon
will disappear again when you're not using it.

To Customize the Ribbon:

You can customize the Ribbon by creating your own tabs with whichever commands you want.
Commands are always housed within a group, and you can create as many groups as you want in
order to keep your tab organized. If you want, you can even add commands to any of the default
tabs, as long as you create a custom group in the tab.

1. Right-click the Ribbon and select customize the Ribbon. A dialog box will appear.

2. Click New Tab. A new tab will be created with a new group inside it.

3. Make sure the new group is selected.

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4. Select a command from the list on the left, then click Add. You can also drag commands
directly into a group.

5. When you are done adding commands, click OK.

If you don't see the command you want, click on the Choose commands from: drop-down box and
select All Commands.

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Backstage View
Backstage view gives you various options for saving, opening a file, printing, or sharing your
document. It is similar to the Office Button Menu from Word 2007 or the File Menu from earlier
versions of Word. However, instead of just a menu, it is a full-page view which makes it easier to
work with.

To Get to Backstage View:

1. Click the File tab.

2. You can choose an option on the left side of the page.

3. To get back to your document, just click any tab on the Ribbon.

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The Quick Access Toolbar

The Quick Access Toolbar is located above the ribbon, and it lets you access common commands no
matter which tab you're on. By default, it shows the Save, Undo, and Repeat commands. You can
add other commands to make it more convenient for you.

To Add Commands to the Quick Access Toolbar:

1. Click the drop-down arrow to the right of the Quick Access Toolbar.

2. Select the command you wish to add from the drop-down menu. It will appear in the Quick
Access toolbar.

The Ruler
The Ruler is located at the top and to the left of your document. It makes it easier to adjust your
document with precision. If you want, you can hide the Ruler to free up more screen space.

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To Hide or View the Ruler:

1. Click the View Ruler icon over the scrollbar to hide the ruler.

2. To show the ruler, click the View Ruler icon again.

To Create a New, Blank Document:

1. Click the File tab. This takes you to backstage view.

2. Select New.

3. Select Blank document under Available Templates. It will be highlighted by default.

4. Click Create. A new, blank document appears in the Word window.

To save time, you can create your document from a template, which you can select from the New
Document pane. We'll talk about templates in a later lesson.

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To Open an Existing Document:

1. Click the File tab. This takes you to backstage view.

2. Select Open. The Open dialog box appears.

3. Select your document and then click Open.

If you've opened a file recently, you can also access it from the Recent Documents list. Just click on
the File tab and select Recent.

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Text Basics

It is important to know how to perform basic tasks with text when working in a word processing
application. In this lesson you will learn the basics of working with text including how
to insert, delete, select, copy, cut, paste, and drag and drop text.

To Insert Text:
1. Move your mouse to the location you wish text to appear in the document.

2. Click the mouse. The insertion point appears.

3. Type the text you wish to appear.

To Delete Text:
1. Place the insertion point next to the text you wish to delete.

2. Press the Backspace key on your keyboard to delete text to the left of the insertion point.

3. Press the Delete key on your keyboard to delete text to the right of the insertion point.

To Select Text:
1. Place the insertion point next to the text you wish to select.

2. Click the mouse, and while holding it down, drag your mouse over the text to select it.

3. Release the mouse button. You have selected the text. A highlighted box will appear over
the selected text.

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Selecting text

When you select text or images in Word, a hover

toolbar with formatting options appears. This makes
formatting commands easily accessible, which may
save you time. If the toolbar does not appear at first,
try moving the mouse over the selection.

To Copy and Paste Text:

1. Select the text you wish to copy.

2. Click the Copy command on the Home tab. You can also right-click your document and
select Copy.

3. Place your insertion point where you wish the text to appear.

4. Click the Paste command on the Home tab. The text will appear.

To Cut and Paste Text:

1. Select the text you wish to copy.

2. Click the Cut command on the Home tab. You can also right-click your document and
select Cut.

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3. Place your insertion point where you wish the text to appear.

4. Click the Paste command on the Home tab. The text will appear.

You can also cut, copy, and paste by right-clicking your document and choosing the desired action
from the drop-down menu. When you use this method to paste, you can choose from three options
that determine how the text will be formatted: Keep Source Formatting, Merge
Formatting and Keep Text Only. You can hover the mouse over each icon to see what it will look like
before you click on it.

Paste Options

To Drag and Drop Text:

1. Select the text you wish to copy.

2. Click and drag the text to the location you wish it to appear. The cursor will have a rectangle
under it to indicate that you are moving text.

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3. Release the mouse button and the text will appear.

Formatting Text

To create and design effective documents, you need to know how to format text. In addition to
making your document more appealing, formatted text can draw the reader's attention to specific
parts of the document and help communicate your message.

In this lesson you will learn to format the font size, style, and color; highlight the text; and use
the Bold, Italic, Underline, and Change Case commands.

To Change the Font Size:

1. Select the text you wish to modify.

2. Click the drop-down arrow next to the Font Size box on the Home tab. A drop-down menu
appears.

3. Move the mouse pointer over the various font sizes. A live preview of the font size will
appear in the document.

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Changing the font size

4. Select the font size you wish to use.

You can also use the Grow Font and Shrink Font commands to change the size.

The Grow Font and Shrink Font commands

To Change the Font:

1. Select the text you wish to modify.

2. Click the drop-down arrow next to the Font box on the Home tab. The Font drop-down
menu appears.

3. Move the mouse pointer over the various fonts. A live preview of the font will appear in the
document.

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Changing the font

4. Select the font you wish to use. The font will change in the document.

To Change the Font Color:

1. Select the text you wish to modify.

2. Click the Font Color drop-down arrow on the Home tab. The Font Color menu appears.

3. Move the mouse pointer over the various font colors. A live preview of the color will appear
in the document.

Changing
the font color

4. Select the font color you wish to use. The font color will change in the document.

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Your color choices aren't limited to the drop-down menu that appears. Select More Colors at the
bottom of the list to access the Colors dialog box. Choose the color that you want and click OK.

To Highlight Text:
1. From the Home tab, click the Text Highlight Color drop-down arrow. The Highlight
Color menu appears.

Choosing a highlight color

2. Select the desired highlight color.

3. Select the text you wish to modify. It will then be highlighted.

Highlighting text

4. To switch back to the normal cursor, click the Text Highlight Color command.

To Use the Bold, Italic, and Underline Commands:

1. Select the text you wish to modify.

2. Click the Bold (B), Italic (I), or Underline (U) command in the Font group on the Home tab.

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Making text bold

To Change the Text Case:

1. Select the text you wish to modify.

2. Click the Change Case command in the Font group on the Home tab.

3. Select the desired case option from the list.

Changing the text

case

To Change Text Alignment:

1. Select the text you wish to modify.

2. Select one of the four alignment options from the Paragraph group on the Home tab.

o Align Text Left: Aligns all the selected text to the left margin.

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o Center: Aligns text an equal distance from the left and right margins.

o Align Text Right: Aligns all the selected text to the right margin.

o Justify: Justified text is equal on both sides and lines up equally to the right and left
margins. Many newspapers and magazines use full-justification.

The four alignment options

Saving

It is important to know how to save the documents you are working with. Frequently saving your
documents helps to keep you from losing your work, and using Save As allows you to edit a
document while leaving the original copy unchanged. There are many ways you share and receive
documents, which will affect how you need to save the file.

Are you downloading the document? Saving it for the first time? Saving it as another name? Sharing
it with someone that does not have Word 2010? All of these things will affect how you save your
Word documents. In this lesson you will learn how to use the Save and Save As commands, how to
save as a Word 97-2003 compatible document, and how to save as a PDF.

To Use the Save As Command:

Save As allows you to choose a name and location for your document. It's useful if you've first
created a document or if you want to save a different version of a document while keeping the
original.

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1. Click the File tab.

2. Select Save As.

Save As

3. The Save As dialog box will appear. Select the location where you wish to save the
document.

4. Enter a name for the document and click Save.

The Save As
dialog box

If you're using Windows 7, you'll usually want to save things to your Documents library, and in other
versions of Windows you'll save them to the My Documents folder. For more information, check out
our lessons on Windows and Windows XP.

To Use the Save Command:

1. Click the Save command on the Quick Access Toolbar.

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Saving a document

2. The document will be saved in its current location with the same file name.

If you are saving for the first time and select Save, the Save As dialog box will appear.

Auto Recover
Word automatically saves your documents to a temporary folder while you're working on them. If
you forget to save your changes, or if Word crashes, you can recover the autosaved file.

1. Open a document that was previously closed without saving.

2. In Backstage view, click Info.

3. If there are autosaved versions of your file, they will appear under Versions. Click on the file
to open it.

4. To save changes, click Restore and then click OK.

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Restoring a file

By default, Word AutoSaves every 10 minutes. If you are editing a document for less than 10
minutes, Word may not create an AutoSaved version.

Other File Formats

You can share your documents with anyone using Word 2010 or 2007, since they use the same file
format. However, earlier versions of Word use a different file format, so if you want to share your
document with someone using an earlier version of Word, you'll need to save it as a Word 97-2003
Document.

To Save As Word 97 - 2003 Document:

1. Click the File tab.

2. Select Save As.

3. In the Save as type drop-down menu, select Word 97-2003 Document.

Saving as a Word 97-2003 document

4. Select the location you wish to save the document.

5. Enter a name for the document and click Save.

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To Save As a PDF:
1. Click the File tab.

2. Select Save As.

3. In the Save as type drop-down menu, select PDF.

Saving as a PDF file

4. Select the location you wish to save the document.

5. Enter a name for the document.

6. Click the Save button.

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Modifying Page Layout

You may find that the default page layout settings in Word are not sufficient for the document you
wish to create, in which case you will want to modify those settings. For example, if you are printing
on a different paper size, you'll want to change the document page size to match the paper. In
addition, you may want to change the page formatting depending on the type of document you are
creating.

In this lesson, you will learn how to change the page orientation, paper size, and page margins.

To Change Page Orientation:

1. Select the Page Layout tab.

2. Click the Orientation command in the Page Setup group.

Changing the page orientation

3. Click either Portrait or Landscape to change the page orientation.

Landscape format means that the page is oriented horizontally, and portrait format is
oriented vertically.

To Change the Page Size:

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1. Select the Page Layout tab.

2. Click the Size command and a drop-down menu will appear. The current page size is
highlighted.

Click the size option you desire. The page size of the document changes.

To Format Page Margins:

1. Select the Page Layout tab.

2. Click the Margins command. A menu of options appears. Normal is selected by default.

3. Click the predefined margin size you desire.

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Changing the page margins

To Use Custom Margins:

1. From the Page Layout tab, click Margins.

2. Select Custom Margins. This will take you to the Page Setup dialog box.

3. Adjust the margin sizes for each side of the page and click OK.

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The Page Setup Dialog Box

Previously, we showed how to open the Page Setup dialog box from the Margins drop-down menu.
As you become more familiar with Word, you may find that you want to use the Page Setup dialog
box more often to fine-tune the page margins and adjust other settings. To get there more quickly,
you may want to use a shortcut that's conveniently located on the Page Layout tab.

To Open the Page Setup Dialog Box:

1. Click the Page Layout tab.

2. Click the small arrow in the bottom-right corner of the Page Setup group. The Page
Setup dialog box will appear.

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Checking Spelling and Grammar

Worried about making mistakes when you type? Don't be. Word provides you with several proofing
features that will help you produce professional, error-free documents. In this lesson you will learn
about the various proofing features, including the Spelling and Grammar tool.

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To Run a Spelling & Grammar Check:

1. Go to the Review tab.

2. Click on the Spelling & Grammar command.

The Spelling & Grammar command

3. The Spelling and Grammar dialog box will open. For each error in your document, Word will
try to offer one or more suggestions. You can select a suggestion and then click Change to
correct the error.

Correcting a spelling
error

4. If no suggestions are given, you can manually type in the correct spelling.

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Typing a correction

Ignoring "Errors"

The spelling and grammar check is not always correct. Particularly with grammar, there are many
errors that Word will not notice. There are also times where the spelling and grammar check will say
that something's an error when it's actually not. This often happens with people's names, which may
not be in the dictionary.

If Word says that something is an error, you can choose not to change it. Depending on whether it's
a spelling or grammar error, you can choose from several options:

For spelling "errors":

 Ignore Once: This will skip the word without changing it.

 Ignore All: This will skip the word without changing it, and it will also skip all other instances
of this word in the document.

 Add to Dictionary: This adds the word to the dictionary so that it will never come up as an
error. Make sure that the word is spelled correctly before choosing this option.

For grammar "errors":

 Ignore Once: This will skip the "error" without changing it.

 Ignore Rule: This will skip this "error" as well as all other instances that relate to this
grammar rule.

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 Next Sentence: This skips the sentence without changing it, and leaves it marked as an error.
That means it will still show up if you do another Spelling and Grammar check later on.

If you're not sure about a grammar error, you can click Explain to see why Word thinks it's an error.
This can help you determine whether you want to change it or not.

Automatic Spelling and Grammar Checking

By default, Word automatically checks your document for spelling and grammar errors, so you may
not even need to run a separate Spelling and Grammar check. These errors are indicated by colored,
wavy lines.

 The red line indicates a misspelled word.

 The green line indicates a grammar error.

 The blue line indicates a contextual spelling error. This feature is turned off by default.

Spelling and grammar errors

A contextual spelling error is when a wrong word is used, but the word is spelled correctly. For
example, if I write "Deer Mr. Theodore," at the beginning of a letter, deer is a contextual spelling
error because I should have used dear. Deer is spelled correctly, but it is used incorrectly in this
letter.

To Use the Spelling Check Feature:

1. Right-click the underlined word. A menu will appear.

2. Click on the correct spelling of the word from the listed suggestions.

3. The corrected word will appear in the document.

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Correcting a spelling error

You can choose to Ignore an underlined word, add it to the dictionary, or go to the Spelling dialog
box for more options.

To Use the Grammar Check Feature:

1. Right-click the underlined word or phrase. A menu will appear.

2. Click on the correct phrase from the listed suggestions.

3. The corrected phrase will appear in the document.

Correcting a grammar error

You can also choose to ignore an underlined phrase, go to the Grammar dialog box, or click About
This Sentence for information about the grammar rule.

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To Change the Automatic Spelling and Grammar Check Settings:

1. From Backstage view, click on Options.

Clicking the Options command

2. Select Proofing. The dialog box gives you several options to choose from:

o If you don't want Word to automatically check spelling, uncheck Check spelling as
you type.

o If you don't want grammar errors to be marked, uncheck Mark grammar errors as
you type.

o To check for contextual spelling errors, check Use contextual spelling.

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Changing the Proofing Options

If you've turned off the automatic spelling and/or grammar checks, you can still run a check by going
to the Review tab and clicking the Spelling & Grammar button.

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To Hide Spelling and Grammar Errors in a Document:

If you're sharing a document such as a resume with someone, you might not want them to see those
annoying red, green, and blue lines. Turning off the automatic spelling and grammar checks only
applies to your computer, so the lines may still show up when someone else views your document.
Luckily, you can hide spelling and grammar errors in a document so that the lines will not show up
on any computer.

1. From Backstage view, click on Options.

2. Select Proofing.

3. In the drop-down box next to "Exceptions for:" select the correct document (if you have
more than one document open).

Creating exceptions for a document

4. Put a checkmark next to Hide spelling errors in this document only and Hide grammar
errors in this document only.

5. Click OK.

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Working with Lists

Bulleted and numbered lists can be used in your documents to format, arrange and emphasize text.
In this lesson, you will learn how to modify existing bullets, insert new bulleted and numbered lists,
select symbols as bullets, and format multilevel lists.

To Create a List:
1. Select the text that you want to format as a list.

2. Click the Bullets or Numbering drop-down arrow on the Home tab.

Select the bullet or numbering style you would like to use, and it will appear in the document.

3. To remove numbers or bullets from a list, select the list and click
the Bullets or Numbering commands.

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When you're editing a list, you can press Enter to start a new line, and the new line will automatically
have a bullet or number. When you've reached the end of your list, press Enter twice to return to
"normal" formatting.

To Use a Symbol as a Bullet:

1. Select an existing list.

2. Click the Bullets drop-down arrow.

3. Select Define New Bullet from the drop-down menu. The Define New Bullet dialog box
appears.

4. Click the Symbol button. The Symbol dialog box appears.

5. Click the Font drop-down box and select a font. The Wingdings and Symbol fonts are good
choices as they have a large number of useful symbols.

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6. Select the desired symbol.

7. Click OK. The symbol will now appear in the Preview section of the Define New Bullet dialog
box.

8. Click OK to apply the symbol to the list in the document.

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You can use a picture as a bullet. Click the Picture button in the Define New Bullet dialog box, and
then locate the image file on your computer.

To Change the Bullet Color:

1. Select an existing list.

2. Click the Bullets drop-down arrow.

3. Select Define New Bullet from the list. The Define New Bullet dialog box appears.

4. Click the Font button. The Font dialog box appears.

5. Click the Font Color drop-down box.

6. Click on the desired color to select it.

7. Click OK. The bullet color will now appear in the Preview section of the Define New Bullet
dialog box.

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8. Click OK to apply the bullet color to the list in the document.

Multilevel Lists
Multilevel lists allow you to create an outline with multiple levels. In fact, you can turn any bulleted
or numbered list into a multilevel list by simply placing the insertion point at the beginning of a line
and pressing the Tab key to change the level for that line. You can then use the Multilevel
List command to choose the types of bullets or numbering that are used.

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To Create a Multilevel List:

1. Select the text that you want to format as a multilevel list.

2. Click the Multilevel List command on the Home tab.

The Multilevel List command

3. Click the bullet or numbering style you would like to use. It will appear in the document.

4. Position your cursor at the end of a list item and press the Enter key to add an item to the
list.

To remove numbers or bullets from a list, select the list and click
the Bullets or Numbering commands.

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To Change the Level of a Line:

1. Place the insertion point at the beginning of the line.

2. Press the Tab key to increase the level.

3. Hold Shift and press Tab to decrease the level.

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Adding Breaks

Word has several different types of breaks that you can add to your document to change the layout
and pagination. Each type of break serves a different purpose and will affect the document in
different ways. Page breaks move text to a new page before reaching the end of a page,
while section breaks create a barrier between parts of the document for formatting
purposes. Column breaks split text in columns at a specific point. In this lesson, you'll learn how
to insert and delete breaks.

To Insert a Break:
1. Place the insertion point where you want the break to appear.

2. Select the Page Layout tab.

3. Click the Breaks command. A menu appears.

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Adding a page break

4. Click the desired break option to create a break in the document.

To Delete a Break:
Breaks are hidden by default. If you want to delete a break, then you'll probably want Word to show
the breaks so you can find them for editing.

1. From the Home tab, click the Show/Hide ¶ command.

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Showing
paragraph markings

2. Double-click the break to select it.

Selecting the
break

3. Press the Backspace or Delete key to delete the break.

Working with Columns

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Columns are used in many types of documents, but are most commonly used in newspapers,
magazines, academic journals, and newsletters. In this lesson you will learn how to insert
columns into a document and create column breaks.

To Add Columns to a Document:

1. Select the text you want to format.

2. Click the Page Layout tab.

3. Click the Columns command. A drop-down menu will appear.

Adding columns

4. Select the number of columns you would like to insert.

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If you want to get rid of the columns, just click the Columns command and select One for the
number of columns.

Adding Column Breaks

Once you've created columns, the text will automatically flow from one column to the next.
Sometimes, though, you might want to control exactly where each column begins. You can do this by
creating column breaks.

To Add Column Breaks:

1. Place the insertion point where you would like to add the break.

2. Click the Page Layout tab.

3. Click the Breaks command in the Page Setup group. A drop-down menu will appear.

4. Select Column from the list of break types.

Adding a column break

5. The text will shift to reflect the column break.

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Styles and Themes

Styles and themes are powerful tools in Word that can help you easily create professional looking
documents. A style is a predefined combination of font style, color, and size of text that can
be applied to selected text. A theme is a set of formatting choices that can be applied to an entire
document and includes theme colors, fonts, and effects.

In this lesson you will learn how to apply, modify and create a style, use style sets, apply
a document theme, and create a custom theme.

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To Select a Style:
1. Select the text that you want to format.

Selecting text

2. In the Style group on the Home tab, hover over each style to see a live preview in the
document. Click the More drop-down arrow to see additional styles.

Viewing the Text Styles

3. Select the style you desire. Now the selected text appears formatted in the style.

Selecting a Style

To Apply a Style Set:

Style Sets include a combination of title, heading, and paragraph styles. Style sets allow you
to format all the elements of your document at once, rather than formatting your title and headings
separately.

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1. Click the Change Styles command on the Ribbon. A drop-down menu will appear.

2. From the drop-down menu, select Style Set.

Selecting a Style Set

3. Select the Style Set you desire and the change will be reflected in the entire document.

Elegant Style Set

Formal Style Set

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To Modify a Style:
1. Locate the style you wish to change in the Styles group.

2. Right-click the style. A drop-down menu will appear.

3. Click Modify and the Modify Style dialog box appears.

Modifying a Style

4. Make the desired changes to the formatting. If you want, you can also change the name of
the style.

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The
Formatting options for the Style

5. Click OK to apply the modifications to the style.

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To Create a New Style:

1. Click the arrow in the bottom-right corner of the Styles group. This opens the Styles task
pane.

The Styles task pane

2. Select the New Style button at the bottom. A dialog box will appear.

3. Enter a name for the style, and set the text formatting the way you want.

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Formatting
options for the new Style

4. Click OK, and the new style will appear in the task pane.

What is a Theme?
A theme is a set of colors, fonts and effects that applies to the entire document to give it a
consistent, professional look.

You've already been using a theme, even if you didn't know it: the default Office theme. Every
theme, including the Office theme, has its own theme elements:

 Theme Colors (available from every Color menu)

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Theme Colors

 Theme Fonts (available from the Font menu)

Theme Fonts

 Shape Styles (available in the Format tab when you click on a shape)

Shape Styles

Why Should You Use Theme Elements?

If you're using theme elements, you'll probably find that your document looks pretty good and all of
the colors work well together, which means you don't have to spend as much time tweaking the
document. But there's another great reason to use theme elements: When you switch to a different
theme, all of those elements will update to reflect the new theme. You can drastically change the
look of the document in a couple of clicks, and it will usually still look good.

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Oriel Theme

Tradeshow Theme

Remember, the colors and fonts will only update if you're using Theme Fonts or Theme Colors. If
you choose one of the Standard Colors or any of the Fonts that are not Theme Fonts, then your text
will not change when you change the theme. That can be useful if you're creating a logo or title that
always needs to look the same.

Selecting a
non-theme font

If you're using built-in styles, you may notice that the fonts for those styles change when you select
a different theme. That's because all of the built-in styles are based on the Theme Fonts. If you don't
want the styles to change, you'll need to create custom styles.

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To Change the Theme:

1. Select the Page Layout tab.

2. Click the Themes command. A drop-down menu will appear.

Selecting a Theme

3. Hover the mouse over a theme to see a live preview of it.

4. Select the desired theme.

To Change the Theme Colors:

1. From the Page Layout tab, click the Theme Colors command. A drop-down menu will
appear.

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Changing the Theme Colors

2. Hover the mouse over the different sets of Theme Colors to see a live preview.

3. Select the set of Theme Colors you desire, or select Create New Theme Colors to customize
each color individually.

When setting Theme Colors, try to find a part of your document that uses several colors, so that you
get the best idea of what the color scheme looks like.

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To Change the Theme Fonts:

1. From the Page Layout tab, click the Theme Fonts command. A drop-down menu will appear.

Changing the Theme Fonts

2. Hover the mouse over the different sets of Theme Fonts to see a live preview.

3. Select the set of Theme Fonts you desire, or select Create New Theme Fonts to customize
each font individually.

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To Change the Theme Effects:

1. From the Page Layout tab, click the Theme Effects command. A drop-down menu will
appear.

Changing the Theme Effects

2. Hover the mouse over the different sets of Theme Effects to see a live preview.

3. Select the set of Theme Affects you desire.

Some themes can add a Picture Fill to shapes, depending on which Shape Styles are used. For
example, the Paper theme can add a paper-like texture to shapes. Try exploring some of the
different Shape Styles after changing the theme.

To Save Your Theme:

Once you've found settings that you like, you may want to save the theme so that you can use it in
other documents.

1. From the Page Layout tab, click the Themes command. A drop-down menu will appear.

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Saving the current Theme

2. Select Save Current Theme.

The Save dialog box

3. Type a file name for your theme and the click Save.

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Working with Headers and Footers

You can make your document look professional and polished by utilizing the header and footer
sections. The header is a section of the document that appears in the top margin, while
the footer is a section of the document that appears in the bottom margin. Headers and footers
generally contain information such as page number, date, document name, etc.

To Insert a Header or Footer:

1. Select the Insert tab.

2. Click either the Header or Footer command. A drop-down menu will appear.

3. From the drop-down menu, select Blank to insert a blank header or footer, or choose one of
the built-in options.

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Inserting a header

4. The Design tab will appear on the Ribbon, and the header or footer will appear in the
document.

5. Type the desired information into the header or footer.

Typing text into a header

6. When you're finished, click Close Header and Footer in the Design tab, or hit the Esc key.

After you close the header or footer, it will still be visible, but it will be locked. To edit it again, just
double-click anywhere on the header or footer, and it will become unlocked

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To Insert the Date or Time into a Header or Footer:

1. Double-click anywhere on the header or footer to unlock it. The Design tab will appear.

2. From the Design tab, click the Date & Time command.

The Date & Time command

3. Select a date format in the dialog box that appears.

Selecting a date format

4. Place a checkmark in the Update Automatically box if you would like it to always reflect the
current date. Otherwise, it will not change when the document is opened at a later date.

5. Click OK. The date/time now appears in the document.

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To Remove Content Controls:

By default, some of the built-in headers and footers have snippets of text that are called Content
Controls. Content Controls can contain information such as the document title or company name,
and they allow you to enter that information into a form field.

Form fields

However, you'll often just want to type a "normal" header, without any Content Controls. To do this,
you'll need to remove any Content Control fields from the header or footer.

1. With the header or footer section active, right-click the Content Control field you wish to
remove. A drop-down menu will appear.

2. Click Remove Content Control. The Content Control field will disappear.

Removing Content Control

Other Header and Footer Options

There are many other header and footer options that you can use to design these sections of your
document. You can review the Header and Footer Tools Design tab, to view and explore the design
options.

The Design Tab

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Adding Page Numbers

Word can automatically label each page with a page number and place it in a header, footer or in
the side margin. You can add page numbers to an existing header or footer, or you can insert page
numbers into a new header or footer.

To Add Page Numbers to an Existing Header or Footer:

1. Select the header or footer. The Design tab will appear.

2. Place the insertion point where you want the page number to be. You can place it
anywhere except inside aContent Control field.

The Insertion point

3. From the Design tab, select the Page Number command.

4. Click Current Position and select the desired style. The page number will appear in the
document.

Selecting a page
number

If you've already typed information into your header or footer, it's important to place the page
number at the Current Position to avoid losing anything. If you select a page number from Top of
Page or Bottom of Page, it will delete anything that you have already added to the header or
footer.

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To Insert Page Numbers into a New Header or Footer:

1. From the Insert tab, click Page Number. A drop-down menu will appear.

2. Select the desired page number style and it will appear in your document.

Inserting a page number at the top of the page

To Hide the Page Number on the First Page:

In some documents, you may not want the first page to show the page number. You can hide the
first page number without affecting the rest of the pages.

1. Select the header or footer that contains the page number.

2. From the Design tab, place a checkmark next to Different First Page. The header and footer
will disappear from the first page. If you want, you can type something new in the header or
footer, and it will only affect the first page.

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Hiding the page number on the first page

If you're unable to select Different First Page, it may be because an object within the header or
footer is selected. Click in an empty area within the header or footer to make sure nothing is
selected.

To Format the Page Numbers:

1. Select the header or footer that contains the page number.

2. From the Design tab, select the Page Number command.

3. Click Format Page Numbers.

Clicking Format Page Numbers

4. From the dialog box, select the desired Number format.

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Selecting a number format

5. Next to Start at, enter the number that you want the page numbers to start with.

Selecting a starting page number

If you've created a page number in the side margin, it's still considered part of the header or footer.
You won't be able to select the page number unless the header or footer is selected.

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