1 Microsoft Word 2010

Lesson Plan: Microsoft Office 2010

Microsoft Word 2010

Lesson 3: Formatting Text
Learning Goals
The goal of this lesson is for the students to successfully apply formatting to a
document. The student will save, preview, and print the document.

Learning Objectives
On completion of this lesson, students will be able to do the following:
 Use the Home Ribbon to format text
 Apply character effects to text
 Align text
 Cut and paste text
 Use the Paste Special command
 Drag and drop to edit text
 Collect and paste multiple items
 Apply styles
 Create a border
 Add shading to a paragraph
 Preview a document
 Print a document

Lesson Notes
To effectively teach students how to use Microsoft Office Word 2010, show
examples of the following documents that incorporate the tasks discussed in
the lesson.
 Memos
 Faxes
 Letters
 Charts
 Newsletters

Lesson Introduction
Give examples of the need to be flexible in the workplace and provide
documents vary in format based upon the context of the work. Discuss how the
use of document formatting may be used to highlight specific information or
enhance the overall appearance of the document. Examples of completed word
 Lesson 3: Formatting Text 2

processing projects such as letters, memos, newsletters, or flyers may be

helpful with the introduction.

Use the Home Ribbon to format text

Instructors should do the following:

 Demonstrate how to use the Home tab to gain access to the Home
Ribbon.
 Point out the location of the Formatting Groups on the Home Ribbon.
 Demonstrate how to use the Launcher button to expand the Command
Groups.
 Explain to students the purpose of the buttons and other controls
located on the Home Ribbon.
 Demonstrate ToolTips, which indicate the name of each formatting
button.
 Define text attributes.
 Explain that the buttons on the Home Ribbon toggle between on and off
modes for selected text.
 Illustrate the value of and how to use the Show/Hide Button in the
Paragraph Group on the Home Ribbon.
 Demonstrate to students how to turn the Show/Hide button on and off.
 Explain the term font to students and define point size. Remind students
that one point is equal to 1/72 of an inch.
 Demonstrate to students how to adjust the font type and font size by
using Font Group buttons on the Home Ribbon.
 Explain to students that the most commonly used font types will appear
at the top of the list and the remainder will appear in alphabetical order.
Students should also know that this depends upon the document theme.
 Explain and illustrate to students that the font names appear in their
respective styles.
 Explain and point out to students that the font size appears on the
toolbar as a whole number. Students can key in alternative font sizes of
their choice.
 Demonstrate to students how to apply and remove the text attributes of
bold, italics, and underlining on selected text.
3 Microsoft Word 2010

Alternative Methods:

Explain to students that all of the options found on the Home Ribbon can also
be found on the Font and Paragraph Dialog Boxes after the Launcher is
selected.

HOT KEYS
Apply Bold Attribute to selected text — CTRL+B
Apply Italic Attribute to selected text — CTRL+I
Apply Underline Attribute to selected text — CTRL+U
Change Font Face Attribute of selected text — CTRL + Shift +F
Change Font Size Attribute of selected text — CTRL + Shift +P
Grow Font Size Attribute of selected text — CTRL + >
Shrink Font Size Attribute of selected text — CTRL + >

Discussion Question:

Ask students to explain a situation in which the Show/Hide button might be

useful.

Applying Character Effects to Text

Instructors should do the following:

 Describe and demonstrate various character effects that can be applied

to selected text. Remind students that these effects are found only in the
Font dialog box that is displayed after the Font Group Launcher is
selected.
 Remind students that text attributes can be changed at any time.

Alternative Methods:

Demonstrate to students how to set up a font effect prior to keying in any text.
Font effects can be applied at any time during document creation. Font effects
can be removed by launching the Font dialog box and removing the check from
the effect box.

Aligning Text in a Document

Instructors should do the following:

 Point out the location of the alignment buttons in the Paragraph Group
on the Home Ribbon.
 Explain to students that the default alignment for the blank document
template is left aligned.
 Describe and illustrate all alignment options.
 Lesson 3: Formatting Text 4

 Remind students that alignment affects all text from the point at which
the alignment is altered or all selected text.

Alternative Methods:

All alignment options can be found by launching the Paragraph Group on the
Home Ribbon.

CAUTION
When using templates, alignment will be predefined. To remove a specific alignment,
the text to be affected must be selected.

Discussion Question:

Ask students to explain how understanding alignment can help in creating

documents for other classes. You might also choose to explain how alignment is
used in MLA (Modern Language Association) or APA (American Psychological
Association) document styles.

Rearranging Text within a Document – Cut and Paste Text

Instructors should do the following:

 Explain to students that word processing programs gained popularity

because they could be used to rearrange text without retyping the text.
 Define cutting and pasting text.
 Point out to students that cutting and pasting text is essentially moving
selected text to a new location.
 Point out the location of the Cut, Copy, and Paste buttons in the Office
Clipboard Group on the Home Ribbon.
 Demonstrate how to use the Cut and Paste commands found in the
Office Clipboard Group on the Home Ribbon.
 Define copy and paste.
 Explain to students that copying and pasting text creates a duplicate
copy of the selected text.
 Demonstrate how to use the Copy and Paste commands found in the
Office Clipboard Group on the Home Ribbon.
 Demonstrate to students that by right-clicking on selected text, the Cut,
Copy, and Paste options are available on the shortcut menu.
 Define the Office Clipboard.
 Demonstration how to control the appearance of the Office Clipboard.
 Demonstrate the method of opening and closing the Office Clipboard task
pane.
 Explain that all cut or copied items are placed on the Office Clipboard for
future use.
 Demonstrate cutting or copying an item and point out its placement on
the Office Clipboard.
5 Microsoft Word 2010

 Explain to students that only 24 items can be stored on the Office

Clipboard.
 Explain to students that large items that are cut or copied might reduce
the amount of space available on the Office Clipboard.
 Demonstrate to students how to paste items directly from the Office
Clipboard.
 Students should know that the Office Clipboard is available in all
Microsoft Office applications.

HOT KEYS
Cut a selected item — CTRL+ X
Copy a selected item — CTRL+ C
Paste an item — CTRL+ V

CAUTION
Remind students that if they cut the wrong item, they should click the Undo button on
the Quick Access Toolbar. If students copy an incorrect item, ask them to select the
correct item and choose to copy it again. The item in error that appears on the Office
Clipboard can be deleted from the task pane by right-clicking on the item and then
choosing Delete from the Office Clipboard shortcut menu.

Discussion Question:

Ask students to recall all possible methods of using the Cut, Copy, and Paste
commands in Word 2010.

Using the Paste Special Command

Instructors should do the following:

 Explain paste options.

 Demonstrate how to paste information into a document and point out the
paste options that appear near the newly pasted text.
 Point out the three options that appear on the paste options link.
 Explain that the option to keep source formatting will not alter the
pasted text.
 Explain that the option to Merge Formatting will change the text to the
formatting options that are applied in the paste location.
 Explain that the option to Keep Text Only will discard any original
formatting and only paste the text from the Office Clipboard.

Alternative Methods:

The Paste Special Option may also be located on the Home Ribbon in the Office
Clipboard Group under the Paste dropdown option.
 Lesson 3: Formatting Text 6

CAUTION
Remind students that if the Paste Special option to keep text only is selected that any
content other that text will be discarded. This includes pictures, tables, and formatting
such as bullets or numbered list items.

Drag and Drop to Edit Text

Instructors should do the following:

 Explain that the option allow drag and drop text editing may be selected
in the Word Options Advanced dialog box.
 Demonstrate how to enable or disable this option.
 Demonstration how to use drag and drop text editing.

CAUTION
Explain to students that when enabled, drag and drop text editing can cause text to be
moved in error when slowly dragging the mouse over selected text. Remind student to
use the undo button on the Quick Access Toolbar to undo any dragging errors.

Collect and Paste Multiple Items

Instructors should do the following:

 Explain the benefits of collecting and pasting multiple items from the
Office Clipboard.
 Explain that multiple items may be copied and stored on the Office
Clipboard, up to a maximum of 24 items.
 Explain that items will remain on the Office Clipboard until you exit all
Office 2010 programs that are running on your computer.
 Demonstrate how to paste all items from the Office Clipboard by
selecting the Paste All button in the Clipboard task pane.
 Demonstrate how to delete unwanted items from the Office Clipboard by
choosing the arrow next to the item and clicking the delete option.

CAUTION
Explain that if a 25th item is copied to the Office Clipboard, the first item on the
clipboard will be deleted.
7 Microsoft Word 2010

Apply Styles
Instructors should do the following:

 Explain that styles are predefined formatting combinations of fonts,

colors, and paragraph formatting that are designed to save time.
 Explain the advantages of using styles to format text.
 Demonstrate how to preview available styles in the Quick Styles gallery
found on the Home Ribbon.
 Demonstrate how to apply a style found in the Quick Styles gallery on
the Home Ribbon in the Styles Group.
 Demonstrate how to customize a style by modifying a built-in style.
 Explain that the undo button on the Quick Access Toolbar may be used
to undo any style selection.
 Demonstrate how to change any style back to the Normal style template
found in the Quick Styles gallery on the Home Ribbon in the Styles
Group.
 Demonstrate how to locate a style that are not displayed in the Quick
Styles Gallery by opening the Apply Styles Task Pane.

Alternative Methods:

Point out that the styles option may also be located on the Shortcut Menu by
Right-Clicking the mouse.

HOT KEYS
Open the Apply Styles Task Pane — CTRL + SHIFT + S

CAUTION
Explain that unwanted styles may be removed immediately using the undo button on
the Quick Access Toolbar or the normal style type, found in the Quick Styles gallery can
be applied to the text area.

Discussion Question:

Discuss how styles can be used to re-create formats that must be the same
throughout several documents.

Create a border

Instructors should do the following:

 Define borders.
 Explain to students that paragraph borders make text stand out in a
document.
 Lesson 3: Formatting Text 8

 Explain that borders can be placed around selected text or around an

entire document.
 Explain that borders can be created with a combination of line styles.
 Demonstrate how to use the border option in the Paragraph Group on
the Home Ribbon.
 Demonstration how to access the Borders and Shading Dialog box in the
Paragraph Group on the Home Ribbon.
 Point out and explain the function of the various options on the Borders
and Shading Dialog box.
 Demonstrate how to remove a paragraph or page border.

Alternative Methods:

Point out how borders other than an outline border may be used in a
document.

Demonstrate how to easily remove borders using the Border Button in the
Paragraph Group on the Home Ribbon.

CAUTION
Warn students that the last outline border style that was applied will appear on future
selections. To apply a different border style, students must use the Borders and
Shading Dialog Box.

In cases of extreme difficulty in removing a border, select the text area and then
choose Clear Formatting button found in the Font Group on the Home Ribbon. This
command will remove all formatting that is applied to the selected text.

Add Shading to a Paragraph

Instructors should do the following:

 Explain that shading can emphasize text in a document.

 Explain that shading can be added in a color or in gray.
 Explain to students that when printing color shading on a black-and-
white printer, the shaded area will print in gray regardless of the color
that was selected.
 Demonstrate how to apply shading using the Shading button found in
the Paragraph Group on the Home Ribbon.
 Remind students that the Borders and Shading Dialog box was used in
the last section.
 Point out how to change the shade color using the drop-down option on
the Shading Button.
 Demonstrate how to select text and apply shading to the selected text
using the Shading Button in the Paragraph Group.
9 Microsoft Word 2010

 Explain that the Shading Color button will change to the last color used.
This color will be used for the next shading that is applied unless the
color is changed by selecting a new color from the drop-down list.
 Demonstrate how to remove shading from selected text by using the
Undo button on the Quick Access toolbar or by changing the shade color
using the drop-down on the Shading button in the Paragraph Group.

Alternative Methods:

Demonstrate how to add shading using the Borders and Shading Dialog box
that may be accessed in the Paragraph Group on the Home Ribbon.

Demonstrate how to remove shading using the Borders and Shading Dialog box.

CAUTION
Explain to students that Word will automatically adjust the color of the text to white if
a dark color shade is applied. This adjustment is made for better readability.

Previewing a Document
Instructors should do the following:

 Explain that all documents should be checked prior to printing to

conserve resources or to make edits prior to sending the document
electronically.
 Explain that the Print Preview window will show the document exactly as
it will appear when it is printed.
 Point out how to locate the Print Preview area in the Print Information
Window on the File Tab.
 Point out the various options located at the bottom of the Print Preview
area.
 Demonstrate how to preview multiple pages of a document at the same
time.

CAUTION:
Warn students that the zoom controls at the bottom of the print preview area control
the ability to zoom the document image.

Discussion Questions:

Discuss the importance of conserving materials and how the Print Preview area
can assist in accomplishing this goal.

Discuss the importance of using the Print Preview area to proofread a document
before sending the document electronically.
 Lesson 3: Formatting Text 10

Printing a Document
Instructors should do the following:

 Explain that a printed document is sometimes referred to as a hard copy.

 Explain that an electronic document is referred to as a soft copy.
 Explain that the Print Information Window is located on the File Tab.
 Explain that the Print Controls area will appear allowing the Print
Options to be changed.
 Demonstrate how to change the selected printer using the Printer
Dropdown command on the Print Information Window of the File Tab.
 Demonstrate how to print multiple pages of a document, selected pages
of a document, or a single page of a multipage document.
 Demonstrate how to print a selected area of a page.

HOT KEYS
Open the Print Information Window — CTRL + P

CAUTION:
Students should be cautioned that the only way to change the default printer is to use
the Printers Option box in Windows Control Panel, which is opened from the Start
menu. Students might need administrative privileges to make this change.

Lesson Quiz
True/False

1. The default printer that is selected for your computer system affects
Word wrap.
2. A point size is equivalent to approximately 1/72 of an inch.
3. The default typing mode for Word 2010 is insert mode.
4. The Office Clipboard stores the last 25 items copied.
5. Print preview is a suggested method for proofing a document prior to
printing.

Multiple Choice

1. Changing the appearance of letters, numbers, and symbols is considered

______ formatting.
a. Document
b. Special
c. Paragraph
d. Character
11 Microsoft Word 2010

2. ____ is the appearance and shape of letters, numbers, and characters.

a. Symbols
b. Font
c. Character formatting
d. Font size

3. Moving and inserting a selected item to a new location is ______.

a. Drag and drop
b. Clip and paste
c. Cut and paste
d. Drag and paste

4. With each click, the _____ button increases the font size of selected text.
a. Font size
b. Enlarge
c. Grow font
d. Increase font

5. Which button would you choose to change a selected text color back to
black?
a. Default
b. Font color
c. Standard
d. Automatic

Quiz Answers:

True/False

1. False, Word wrap is not affected by the printer.

2. True
3. True
4. False, the Office Clipboard stores 24 items.
5. True

Multiple Choice

1. D (Character)
2. B (Font)
3. A (Drag and Drop)
4. C (Grow Font)
5. D (Automatic)
 Lesson 3: Formatting Text 12

Class Projects
The class projects provide the student with the opportunity to practice skills
that were taught in the lesson. The projects may be utilized as class,
individual, or assessment activities. Completion of projects helps provide
lesson reinforcement and verification of skill mastery.

Data files to accompany the project are found in the student data files. Each
project may be verified for accuracy using the annotated project answer keys
found in the instructor’s resource files.

Hands-On Projects

Lesson 3—Exercise 1

Target Marketing, Inc. has recently employed a new Marketing Assistant.

Please revise and implement the required formatting changes to the new
employee orientation letter that needs to be sent immediately.

1. Open the file Lesson3ex1 from the student data files.

2. Use the Font Group to italicize the phrase Marketing Assistant in the first
paragraph.
3. Using the Paragraph Group, left align the complementary close and the
signature line.
4. Drag and drop the paragraph that begins with the words I anticipate after
the last sentence of the paragraph that begins You’ll also have. This will
create one paragraph.
5. In the third paragraph, apply bold to the text new.
6. Scroll to the top of the document, and apply the Outline border effect to
the text Marketing Assistant.
7. Open the document lesson3ex1b from the data files. Copy all of the text
and paste it into the current document using the Paste Special
command. Select to keep source formatting. Text will be pasted into the
current document immediately below the third paragraph.
8. Close the lesson3ex1b file.
9. Preview and proof the document using Print Preview.
10. Print the document.
11. Save the document as lesson3ex1complete in the Lesson 3 Word folder.
12. Close the file.

Lesson 3—Project 1

You are a writer for the Sonoma Community College campus newspaper. Each
month you feature a new job description discussing positions that are of critical
need in your community. Revise the draft job description that you have
prepared for next month’s edition of the campus newspaper.

1. Open the file Lesson3project1 from the student data files.

13 Microsoft Word 2010

2. Center the document title, the author name, and the date.
3. The last sentence of the first paragraph should be included with
paragraph two.
4. Change the word host in the first paragraph to multitude.
5. Change the last sentence in paragraph two so that it is the first sentence
in paragraph three.
6. Place a paragraph border of your choice around the title of the
document. Apply light yellow shading to the border area.
7. Save the file as Lesson1project1a_complete.docx in the Lesson 3 Word
folder.
8. Apply the Heading I style to the title of the document.
9. Apply the Subtitle Emphasis style to the author’s name and date.
10. Place your name anywhere below the last paragraph of the document.
11. Apply any two character effects to your name.
12. Save the document as lesson3project1b_complete in the Lesson 3 Word
folder.
13. Close the document.

Video and Training Resource Links

Microsoft Office Online provides online training, demonstrations, and quizzes
that include detailed explanations, preferred methods, and lesson tutorials for
each Microsoft Office program. These resources are suggested to engage
students in hands-on experience, self-paced lesson participation, and lesson
reinforcement.

E-Learning Courses from Microsoft Learning

Course 10294: Beginner Skills in Microsoft Word 2010

Show the class the information for this course and explain that the course is
designed to help you use the Microsoft Word 2010 interface, commands, and
features to create, enhance, and share documents.

Online Training Resources

Create your first Word document II

Show the class the information for this video and point out that the video
will explain how to learn to move around in the document, use formatting
marks, and move text by using Cut and Paste, and change line spacing and
alignment in Word 2010. This video is part 2 in a series.

Microsoft Office Online Help

Microsoft Office Online provides access to help using the latest information
available from Microsoft. Each Microsoft Office program has its own help
resource list and step-by-step instructions that can be accessed by searching
for a specific subject or command.