Category Archives: Word 2010 English
Templates are a special type of a document, where text, character, paragraph style and page formatting have been saved. All we have to do is to replace the text in the appropriate place holders. We create a Template the same way we create a document, but the difference is that we save it in a different way. This means that when we use it, we are not using the original Template but a copy of it. Templates are also available in Excel, Access and PowerPoint.
Below I will describe how we can create a New Document based on a Template available in Word 2010. The same procedure is followed with the other applications.
We select the File tab in order to move to backstage view and from the drop down menu that appears we select the command New as we can see in the image below.
At the right and the top part of the menu and under the area named Available Templates we have the following options:
By selecting this command a New Blank Document based on the Normal.dotx template is created. This means that we create a new blank document that has predefined type of font, predefined margins and so on.
By selecting this command, a document is created where we can type in our text that we want to publish to a Blog Post.
The first time that we will select this command the Register A Blog Account window appears as shown in the image below.
If we select the Register Now button, the New Blog Account window will appear where we have to adjust all the parameters in order to publish our posts successfully. As we can see in the image below, even the ribbon has been adjusted in order to publish our post.
By selecting the Recent Templates command, all the recent templates that we have used will appear below as shown in the image below.
By selecting the Sample Templates, some representative samples of templates appear which we can use as shown in the image below.
By selecting the My Templates command the New window appears where we can create a new document based on same of the available templates that appear as we can see below.
New From Existing:
By selecting the command New From Existing, the New From Existing Document window appears, where we must navigate in order to locate the document that we want to base our new document.
At the bottom of the drop down menu New and in the area named Office.com Templates we can see all the available categories of templates on the Microsoft Web site.
Every category of templates at the Microsoft Web site contains different subcategories. All we have to do is to select the appropriate one for us. In the image below I have selected the category Stationary and then I have selected the Holiday Stationery. By selecting the template we can also preview it at the right of the screen.
The preview shows us how it will appear in our document. It also notifies us of the Provider, the size of the file, and even what ratings it has. Once we have decided which template we want to use, below the preview area of the template is the Download button as we can see below.
By selecting the Download button, the Downloading Template window appears notifying us of the process of downloading the template.
Once it is completed it appears in a new document ready for editing as we can see in the image below.
When we use a template, we are not using the actual template, but a copy of it. The original template remains intact whatever change we make on it.
Below you can check out the video, on how to create a Template in Word 2010.
By formatting our document, the headings the lists and other elements in the document is a time consuming procedure. With all the options that we have available, such as type of font, colors and the different graphic elements in order to present our document in the best possible way may seem exhausting.
That is why a lot of users are satisfied with type of fonts such as Times New Roman and headings with font type Arial, just to be sure what they are doing. Thankfully, Word gives us the possibility to change the overall appearance of our document by applying a Theme.
Themes are coordinate type of fonts, colors and designs that we apply to a document in order to give it a professional look.
Difference between Themes and Templates
Themes have got to do with the appearance and the style of the document; on the other hand Templates have got to do with the content of the document. Templates contain styles, formatting, sometimes headers and footers and some text. All we have to do is to replace the text that is there with the text that we will type in. We create a template just like a document but we save it in a different way. That is because we never actually use the template but we use a copy of it actually. In my next post I will describe how to download and create custom Templates.
In order for us to apply a Theme in our document we must select the Page Layout tab and then from the area of the ribbon named Themes to select the Themes as shown in the image below.
Once the drop down menu appears with all the Themes we just move on top of each Theme with our mouse, and we have a live preview of what our document would look like.
Once we have decided which Theme we want we just click on it.
When we select a Theme we apply on our document color, font and effects on the elements of our document.
Themes consist of three parts:
Colors: Each theme applies a set of colors in order to format the text foreground and background. Other colors are applied for Headings Styles and other for hyperlinks.
Fonts: Each Theme uses two fonts, one for the main body and one for the headings.
Graphical Effects: Effects are applied to the graphics and other design elements in our document.
Themes can be applied in Excel, by activating the Page Layout tab, and in PowerPoint by activating the Design tab.
Below are some examples of the elements that are formatted when we select a Theme:
Body Text: Font, Size, Style and Color.
Headings: Font, Size, Style and Color.
Tables: Font, Borders, Line Styles And Color.
Charts: Font, Borders, Lines, Graphic Style and Color.
Graphic: Color of Border.
Smart Art: Font, Graphic Color.
Clip Art: Border and Color of Border.
WordArt: Color of Font, but the style remains the same.
At the bottom of the drop down menu of Themes, there are the following commands:
Reset To Theme From Template:
We can remove a theme that we have already applied by selecting this command.
Browse For Themes
At the bottom of the drop down menu of the Theme command we also have the command Browse For Themes as shown in the image below.
By selecting the command Browse For Themes the Choose Theme Or Themed Document dialog box appears where we must navigate in order to look for the Themes that we have saved or created on our computer. We then just select it and press the OK button.
Save Current Theme
At the bottom of the drop down menu Themes, the command Save Current Theme is located. If we have formatted our document and we want to save it as a Theme, we just select the corresponding command in order to save it for further use.
By selecting the command the Save Current Theme dialog box appears, with default folder location the Themes Folder, and all we have to do is to type in the name for our Theme, and then press the Save button.
We notice that the extension of the file is .thmx, which stands for Office Themes.
To apply a Theme that we had just saved, we must expand the drop down menu of the Themes command and from there to navigate to the category Custom as shown in the image below.
Below you can check out the video showing the steps in order to apply a Theme to a Word document.
What is a Watermark though?
They are text or pictures that appear behind of the document text in a faded form. With a Watermark we can mark a document as Confidential, Draft and many more statuses. In order for us to see the Watermark we must be in Print Layout view or Full Screen Reading view.
To insert a Watermark in our document we must select the Page Layout tab and then from the area of the ribbon named Page Background we select the command Watermark as shown in the image below.
From the drop down menu that appears we can select one of the predefined available Watermarks, such as Confidential, Do Not Copy and many more. Once we have chosen one, it will appear in our document, which as mentioned above we can view in the Print Layout view or Full Screen Reading view
At the bottom of the drop menu we can select the command Custom Watermark in order for us to create our own Watermark.
Once the command Custom Watermark is selected the Printed Watermark window appears. Since we haven’t defined a watermark the No Watermark option is activated as we can see below.
If we want to define a picture as a Watermark we must activate the button next to the command Picture Watermark. The Select Picture buttons activates straight away, where we must select it in order for the Insert Picture dialog box to appear where we select the picture that we want to use as a Watermark. The Scale option is right underneath where we can define the scale of the image that we want to use as a Watermark. At the right there is Washout command, where we can activate it or not depending on how we want our image to appear.
Once we have done all the adjustments we want we can press on the Apply button to see how the Watermark will be shown and then press the OK button to return to our document.
In order to define text as a Watermark from the Printed Watermark dialog box we must activate the Text Watermark button.
Once activated we have the following options:
Text: By using the drop down menu at the right to select a predefined text or to type in our own text.
Font: We select the type of font for our Watermark.
Size: We select the size we want for our Watermark.
Color: We select the color of font for our Watermark.
Layout: We select the way our Watermark will appear, Diagonal or Horizontal.
Semitransparent: We choose if we want our Watermark to appear Semitransparent or not.
Once we have done all the adjustments we press the Apply button to see how the Watermark will be shown and once we are satisfied with the results we press the OK button to return to our document.
From the drop down menu of the Watermark command we also have the following options:
More Watermarks from Office.com: For the Office 2010 users we have this command, where by selecting this command we visit the Office.com site where we can select some of the available Watermarks in order to use.
Remove Watermark: By selecting this command we remove the watermark from our document.
Save Selection To Watermark Gallery: If we select text or an image in our document, by using this command we can save our selection in the Watermark Gallery as we can see below. The Create New Building Block window appears, where we type in the name for our Watermark and then press the OK button.
In order to insert the Watermark that we have saved, in our document we must select the command Watermark and from the drop down menu to navigate to the category General and select it as shown in the image below.
Below you can check out the video, showing the steps in order to insert a Watermark in a Word document.
Many times we have finished typing in our document and we want to start a new page in order to continue typing. Many people in order to move to a new page start pressing the Enter button until they see a new page appear. Wrong.
That’s why Word provides us with Page Breaks and Section Breaks. We use them in order to change the layout or format changes in a document.
To simply create a Page Break, we move our cursor to the end of the last paragraph of our document and then we select the Insert tab and from the area of the ribbon named Pages we select the command Page Break as we can see in the image below. Where the insertion point is, that is where the page ends and the next page begins.
A new blank page has been inserted in our document. Another quick way of inserting a page break is to press the Ctrl and Enter button.
The Page Break appears like the following image in our document:
We also have a couple of more breaks that we can use in our document. In order to locate all the page breaks and section breaks we must select the Page Layout tab and from the area of the ribbon named Page Setup we select the command Breaks as we can see in the image below:
Once the drop down menu appears, we see that we can insert a Page Break as described above. We can also insert the following:
Column Break: Assuming that we have formatted our document into columns and we want to insert a column break in order for the text following the column break to begin in the next column as we can see in the image below.
Text Wrapping Break: Assuming that we have a web page with objects, this command will separate the text around the objects, such as caption text from the body text.
From the drop down menu of the Breaks command we can also insert Section Breaks in our document. We can separate our document into chapters by using Section Breaks. Let’s see what available Section Breaks that we can use are:
Next Page: This is very important when we are working with headers, footers and other page formatting. It inserts a Next Page Section Break, which means it ends one section of our document and begins a new section by adding a new page. It is very useful for different headers and footers.
Continuous: It works the same as the Next Page Section Break but it doesn’t begin the new section by adding a page.
Even Page: It inserts a section break and begins the new section on the next even-numbered page
Odd Page: It inserts a section break and begins the new section on the next odd-numbered page
The reason for using Odd and Even page breaks, is that it is very helpful when we are printing a booklet, for example we are writing a book and we want all the chapters to begin on the right hand page when someone is reading it.
For all the non printing characters to appear we must activate the Show/Hide button which is located on the Home tab and in the area of the ribbon named Paragraphs we select the command Show/Hide as shown in the image below. The same way we de-activate it.
Many times we find ourselves creating a Table in Word, which represents values, and at the end of the column or row we want to illustrate the overall value of the corresponding column or row. What most people do is to start the Calculator, perform the math there, and then input the result to the corresponding cell of the table.
What happens though when the values in our table changes? Do we use the Calculator all over again?
In Word we have the advantage of creating a Formula, which will execute all the calculations in the cell of the table.
To create a formula in a table we must be sure that our cursor is in the cell that we want the result to appear.
For example, the cursor is located in the last cell of the second column, and we want to sum the two cells that are located above of my cursor which involve data for Product A and Product B for the First Semester.
Since our cursor is located in the cell of the table, the Table Tools tab activates, where we select the Layout Tab. Then from the area of the ribbon named Data we select the command Formula as we can see in the image below.
The Formula window appears as we can see below. Word knows that our cursor is located in the last cell of the table, knows that there are values in the cells above, and assumes that we want to add the cells and that why it shows the formula =SUM(ABOVE).
If our cursor was located at the end of the row, it would had assumed that we want to add all the values from the left and would had shown the formula =SUM (LEFT), as we can see in the image below.
In the area of the Formula window named Number Format, if we expand the drop down menu at the right, we can select the sort of formatting that the result of the formula should have as shown in the image below.
In the area of the Formula window named Paste Function, we can define the sort of the formula that we want to use. The formulas that we can use in a Word Table are a few as we can see in the following images.
Since we have done all the adjustments, we press the OK button of the Formula window and the result appears straight away in the selected cell. Word inserts the field in the cell and executes the formula, in this case the sum and shows the result in the cell.
What happens though we change some values in our table?
Tables in Word may look like spreadsheets, but they don’t re-calculate the formulas when we edit the cells. We must update the fields every time we edit values in our table.
So this is what we must to in order to Update the Fields;
We must have our cursor inside the cell with the field by clicking on it, and then do a right click with our mouse in order for the shortcut menu to appear and from there to select the command Update Field as we can see in the image below. The field will be updated immediately.
We can also put our cursor inside the cell with the field and press the F9 button.
One way or the other the field will be updated according to the changes that have been made.
Many times we have just typed in our text in a Word document and we decide that the text will be represented better in a table. Instead of creating a table and using the Cut and Paste procedure in order to move the text in the corresponding cells (time-consuming process) we can convert our text into a table simple and fast.
In the image below we see the text that has been typed and that we have decided to convert it into a table. The first thing that we should do is to select the text.
Once our text is selected we select the Insert Tab and from the area of the ribbon named Table we select the corresponding command in order for the drop down menu to appear. From the drop down menu we select the command Convert Text To Table which is at the bottom of the menu as we can see in the image below.
The Convert Text To Table window appears where we can do the following adjustments:
In the area of the window named Table Size we can define the following:
Number of Columns: For my example I have set the number of columns to 5.
Number of Rows
In the area of the window named Autofit Behavior we can define the customization of the table:
Fixed Column Width
AutoFit To Contents
AutoFit To Window
In the area of the window named Separate Text At we define what sort of separation is going to be used:
Once we have done all the adjustments we press the OK button and our text has been converted to a table according to the adjustments that we had made.
Convert Table To Text
Let’s see now the opposite situation. We have created our table and inputted our data into it and we want to convert the table to text.
First we must select our table as shown in the image below.
The Table Tools tab appears where we must select the Layout tab and then from the area of the ribbon named Data we must select the command Convert To Text as shown at the image below.
Once the specific command is selected the Convert Table To Text window appears, where we can adjust our data to be separated from the following:
Tab (which is usually the default)
Other (where we define the separator that we want)
By pressing the OK button, our table has been converted to text according to the adjustments that we had defined.