Microsoft Word 2007 (Getting Started)
When you begin to explore Word 2007 you will notice a new look to the menu bar. There are three features that you should remember as you work within Word 2007: the Microsoft Office Button, the Quick Access Toolbar, and the Ribbon. These three features contain many of the functions that were in the menu of previous versions of Word. The functions of these three features will be more fully explored below.
The Microsoft Office Button
The Microsoft Office button performs many of the functions that were located in the File menu of older versions of Word. This button allows you to create a new document, open an existing document, save or save as, print, send (through email or fax), publish or close.
The Ribbon is the panel at the top portion of the document. It has seven tabs: Home, Insert, Page Layout, References, Mailings, Review, and View that contain many new and existing features of Word. Each tab is divided into groups. The groups are logical collections of features designed to perform functions that you will utilize in developing or editing your Word document. Commonly used features are displayed on the Ribbon, to view additional features within each group, click on the arrow at the bottom right of each group.
Each of the tabs contains the following tools:
Home: Clipboard, Fonts, Paragraph, Styles, and Editing.
Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols
Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange
References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and Table of Authorities
Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish
Review: Proofing, Comments, Tracking, Changes, Compare, Protect
View: Document Views, Show/Hide, Zoom, Window, Macros
Quick Access Toolbar
The quick access toolbar is a customizable toolbar that contains commands that you may want to use. You can place the quick access toolbar above or below the ribbon. To change the location of the quick access toolbar, click on the arrow at the end of the toolbar and click on Show Below the Ribbon.
You can also add items to the quick access toolbar. Right click on any item in the Office Button or the Ribbon and click on Add to Quick Access Toolbar and a shortcut will be added to the Quick Access Toolbar.
Working with Documents
Create a New Document
There are several ways to create new documents, open existing documents, and save documents in Word:
You will notice that when you click on the Microsoft Office Button and Click New, you have many choices about the types of documents you can create. If you wish to start from a blank document, click Blank. If you wish to start from a template you can browse through your choices on the left, see the choices on center screen, and preview the selection on the right screen.
Opening an Existing Document
Saving a Document
To rename a Word document while using the program:
Working on Multiple Documents
Several documents can be opened simultaneously if you are typing or editing multiple documents at once. All open documents will be listed in the View Tab of the Ribbon when you click on Switch Windows. The current document has a checkmark beside the file name. Select another open document to view it.
There are many ways to view a document in Word.
To view a document in different forms, click the document views shortcuts at the bottom of the screen or:
Close a Document
To close a document:
Customize the Word Environment
Word 2007 offers a wide range of customizable options that allow you to make Word work the best for you. To access these customizable options:
These features allow you to personalize your work environment with language, color schemes, user name and allow you to access the Live Preview feature. The Live Preview feature allows you to preview the results of applying design and formatting changes without actually applying it.
This feature allows you to modify how the document content is displayed on the screen and when printed. You can opt to show or hide certain page elements.
This feature allows you personalize how word corrects and formats your text. You can customize auto correction settings and have word ignore certain words or errors in a document.
This feature allows you personalize how your document is saved. You can specify how often you want auto save to run and where you want the documents saved.
This feature allows you to specify options for editing, copying, pasting, displaying, printing and saving.
Customize allows you to add features to the Quick Access Toolbar. If there are tools that you are utilizing frequently, you may want to add these to the Quick Access Toolbar.
A style is a format enhancing tool that includes font typefaces, font size, effects (bold, italics, underline, etc.), colors and more. You will notice that on the Home Tab of the Ribbon, that you have several areas that will control the style of your document: Font, Paragraph, and Styles.
Change Font Typeface and Size
To change the font typeface:
To change the font size:
Font Styles and Effects
Font styles are predefined formatting options that are used to emphasize text. They include: Bold, Italic, and Underline. To add these to text:
Change Text Color
To change the text color:
Highlighting text allows you to use emphasize text as you would if you had a marker. To highlight text:
If you have already formatted text the way you want it and would like another portion of the document to have the same formatting, you can copy the formatting. To copy the formatting, do the following:
To clear text formatting:
Formatting paragraphs allows you to change the look of the overall document. You can access many of the tools of paragraph formatting by clicking the Page Layout Tab of the Ribbon or the Paragraph Group on the Home Tab of the Ribbon.
Change Paragraph Alignment
The paragraph alignment allows you to set how you want text to appear. To change the alignment:
Indenting paragraphs allows you set text within a paragraph at different margins. There are several options for indenting:
To indent paragraphs, you can do the following:
Add Borders and Shading
You can add borders and shading to paragraphs and entire pages. To create a border around a paragraph or paragraphs:
Styles are a present collection of formatting that you can apply to text. To utilize Quick Styles:
Creating links in a word document allows you to put in a URL that readers can click on to visit a web page. To insert a link:
Change Spacing Between Paragraphs and Lines
You can change the space between lines and paragraphs by doing the following:
The use of Styles in Word will allow you to quickly format a document with a consistent and professional look. Styles can be saved for use in many documents.
There are many styles that are already in Word ready for you to use. To view the available styles click the Styles dialog box on the Styles Group in the Home Tab. To apply a style:
Creating New Styles
You can create styles for formatting that you use regularly. There are two ways to do this: New Styles or New Quick Styles.
To create a new style:
New Quick Style
To create a style easily:
To determine the style of a particular section of a document:
Tables are used to display data in a table format.
Create a Table
To create a table:
Enter Data in a Table
Place the cursor in the cell where you wish to enter the information. Begin typing.
Modify the Table Structure and Format a Table
To modify the structure of a table:
On the Design Tab, you can choose:
To format a table, click the table and then click the Layout Tab on the Ribbon. This Layout tab allows you to:
Word 2007 allows you to insert special characters, symbols, pictures, illustrations, and watermarks.
Symbols and Special Characters
Special characters are punctuation, spacing, or typographical characters that are not generally available on the standard keyboard. To insert symbols and special characters:
Word 2007 also allows you to insert mathematical equations. To access the mathematical equations tool:
Illustrations, Pictures, and SmartArt
Word 2007 allows you to insert illustrations and pictures into a document. To insert illustrations:
To insert a picture:
Smart Art is a collection of graphics you can utilize to organize information within your document. It includes timelines, processes, or workflow. To insert SmartArt
All graphics can be resized by clicking the image and clicking one corner of the image and dragging the cursor to the size you want the picture.
A watermark is a translucent image that appears behind the primary text in a document. To insert a watermark:
Proofreading a Document
There are many features to help you proofread your document. These include: Spelling and Grammar, Thesaurus, AutoCorrect, Default Dictionary, and Word Count.
Spelling and Grammar
To check the spelling and grammar of a document
If you wish to check the spelling of an individual word, you can right click any word that has been underlined by Word and choose a substitution.
The Thesaurus allows you to view synonyms. To use the thesaurus:
You can also access the thesaurus by right-clicking any word and choosing Synonyms on the menu.
You can set up the AutoCorrect tool in Word to retain certain text the way it is. To customize AutoCorrect:
Create a New Default Dictionary
Often you will have business or educational jargon that may not be recognized by the spelling and/or grammar check in Word. You can customize the dictionary to recognize these words.
Check Word Count
To check the word count in Word 2007 look at the bottom left corner of the screen. It will give you a total word count or if you have text highlighted it will tell you how many words are highlighted out of the total.
Modify Page Margins and Orientations
The page margins can be modified through the following steps:
To change the Orientation, Size of the Page, or Columns:
Apply a Page Border and Color
To apply a page border or color:
Insert Common Header and Footer Information
To insert Header and Footer information such as page numbers, date, or title, first, decide if you want the information in the header (at the top of the page) or in the Footer (at the bottom of the page), then:
Create a Page Break
To insert a page break:
Insert a Cover Page
To insert a cover page:
Insert a Blank Page
To insert a blank page:
Macros are advanced features that can speed up editing or formatting you may perform often in a Word document. They record sequences of menu selections that you choose so that a series of actions can be completed in one step.
Recording a Macro
To record a Macro:
Running a Macro
Running a macro depends on whether it’s been added to the Quick Access Toolbar or if it’s been given a Keyboard Shortcut.
Tables of Contents
The easiest way to create a Table of Contents is to utilize the Heading Styles that you want to include in the Table of Contents. For example: Heading 1, Heading 2, etc. based on the content of your document. When you add or delete headings from your document, Word updates your Table of Contents. Word also updates the page number in the table of contents when information in the document is added or deleted. When you create a Table of Contents, the first thing you want to do is mark the entries in your document. The Table of Contents is formatted based on levels of headings. Level 1 will include any text identified with the style Heading 1.
Mark Table of Contents Entries
You can mark the Table of Contents entries in one of two ways: by using built-in heading styles or by marking individual text entries.
To Use Built-In Heading Styles
To Mark Individual Entries:
Create a Table of Contents
To create the table of contents:
Update Table of Contents
If you have added or removed headings or other table of contents entries you can update by:
Delete Table of Contents
To delete a table of contents:
Creating Web Pages
Simple web pages can be created in Word using the Save as Feature. In a web document, you can insert pictures and hyperlinks. To view the document as you would a web page:
To enter text into the document, simply begin typing. If you want to adjust the layout of the page and text, you should use tables to format the page properly.
Hyperlinks, or links, allow the reader to click on text and go to another web site. To create a hyperlink:
Saving Web Pages
To save a web page:
Lists allow you to format and organize text with numbers, bullets, or in an outline.
Bulleted and Numbered Lists
Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine numbers and letters depending on the organization of the list.
To add a list to existing text:
To create a new list:
A nested list is list with several levels of indented text. To create a nested list:
The bullet image and numbering format can be changed by using the Bullets or Numbering dialog box.
Reference and Citations
Word 2007 offers great tools for citing sources, creating a bibliography, and managing the sources. The first step to creating a reference list and citations in a document is to choose the appropriate style that you will be using for formatting the citations and references.
To choose a publishing style:
To insert a citation in the text portion of your document:
Placeholders can be utilized when there is a reference to be cited, but you do not have all of the information on the source. To insert a Placeholder:
Once you have completed a document you may need to add or delete sources, modify existing sources, or complete the information for the placeholders. To Manage Sources:
To add a Bibliography to the document:
Some types of academic writing utilize footnotes. To insert a footnote:
Track Changes is a great feature of Word that allows you to see what changes have been made to a document. The tools for track changes are found on the Reviewing tab of the Ribbon.
Begin Track Changes
To keep track of the changes you’ll be making to a document, you must click on Track Changes icon.
To start Tracking Changes:
There are four ways to view a document after you have tracked changes:
To change the view, click the appropriate choice in the Tracking Group of the Review Tab on the Ribbon.
The Show Markup feature allows you to view different items (comments, formatting, etc.) and choose to view different authors’ comments.
Accept or Reject Changes
When you view the changes in a document you can either choose to accept or reject the changes. This allows you to review the document by each change to accept or reject each change.
The New Comments icon also lets you add comments to the document. To add a new comment, put your cursor where you would like to add the comment and click on New Comment.
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