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Microsoft Word 2007 – Intermediate

Begin the Word Tutorial »

Styles
 Apply a style Macros
 Create New Styles  Recording a Macro
o New Style  Running a Macro
o New Quick Style
 Style Inspector Table of Contents
 Mark TOC Entries
Adding Tables  Create a Table of Contents
 Create a Table  Update Table of Contents
 Enter data in a Table  Delete Table of Contents
 Modify the Table Structure and
Format a Table Creating Web Pages
 Entering Text
Graphics  Hyperlinks
 Symbols and Special Characters  Saving Web Pages
 Equations
 Illustrations, Pictures, and SmartArt Lists
 Watermarks  Bulleted and Numbered Lists
 Nested Lists
Proofing a Document  Formatting Lists
 Spelling and Grammar
 Thesaurus References and Citations
 Customize AutoCorrect  Style
 Create a New Default Dictionary  Citations
 Check Word Count  Placeholders
 Manage Sources
Page Formatting  Bibliography
 Modify Page Margins and Orientation  Insert Footnote
 Apply a Page Border and Color
 Insert Common Header and Footer Track Changes
Information  Begin Track Changes
 Create a Page Break  Document Views
 Insert a Cover Page  Accept or Reject Changes
 Insert a Blank Page  Comments

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Styles

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.

1. Apply Styles
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:

 Select the text

 Click the Styles Dialog Box
 Click the Style you choose

2. 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.
3. New Styles
To create a new style:

 Click the Styles Dialog Box

 Click the New Style Button

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 Complete the New Style dialog box. 

 At the bottom of that dialog box, you can choose to add this to the Quick Style List or to
make it available only in this document.

4. New Quick Style

To create a style easily:

 Insert your cursor anywhere in the chosen style

 Click the Styles dialog box

 Click Save Selection as New Quick Style

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5. Style Inspector
To determine the style of a particular section of a document:

 Insert cursor anywhere in the text that you want to explain the style
 Click the Styles Drop Down Menu
 Click the Style Inspector Button

Adding Tables

Tables are used to display data in a table format. 

1. Create a Table
To create a table:

 Place the cursor on the page where you want the new table
 Click the Insert Tab of the Ribbon
 Click the Tables Button on the Tables Group.  You can create a table one of four ways:
o Highlight the number of row and columns
o Click Insert Table and enter the number of rows and columns
o Click the Draw Table, create your table by clicking and entering the rows and
columns
o Click Quick Tables and choose a table

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2. Enter Data in a Table

Place the cursor in the cell where you wish to enter the information.  Begin typing.
3. Modify the Table Structure and Format a Table
To modify the structure of a table:

 Click the table and notice that you have two new tabs on the Ribbon:   Design and
Layout.  These pertain to the table design and layout.

4. On the Design Tab, you can choose:

 Table Style Options

 Table Styles
 Draw Borders

5. To format a table, click the table and then click the Layout Tab on the Ribbon.  This Layout
tab allows you to:

 View Gridlines and Properties (from the Table Group)

 Insert Rows and Columns (from the Rows & Columns Group)
 Delete the Table, Rows and/or Columns (from the Rows & Columns Group)
 Merge or Split Cells (from the Merge Group)
 Increase and Decrease cell size (Cell Size Group)

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 Align text within the cells and change text directions (Alignment Group)

Graphics

Word 2007 allows you to insert special characters, symbols, pictures, illustrations, and watermarks.

1. 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:

 Place your cursor in the document where you want the symbol
 Click the Insert Tab on the Ribbon
 Click the Symbol button on the Symbols Group
 Choose the appropriate symbol.

2. Equations
Word 2007 also allows you to insert mathematical equations.  To access the mathematical
equations tool:

 Place your cursor in the document where you want the symbol
 Click the Insert Tab on the Ribbon
 Click the Equation Button on the Symbols Group

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 Choose the appropriate equation and structure or click Insert New Equation

 To edit the equation click the equation and the Design Tab will be available in the
Ribbon

3. Illustrations, Pictures, and SmartArt

Word 2007 allows you to insert illustrations and pictures into a document.  To insert
illustrations:

 Place your cursor in the document where you want the illustration/picture
 Click the Insert Tab on the Ribbon
 Click the Clip Art Button
 The dialog box will open on the screen and you can search for clip art.
 Choose the illustration you wish to include

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4. To insert a picture:

 Place your cursor in the document where you want the illustration/picture
 Click the Insert Tab on the Ribbon
 Click the Picture Button
 Browse to the picture you wish to include
 Click the Picture
 Click Insert

5. 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

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 Place your cursor in the document where you want the illustration/picture
 Click the Insert Tab on the Ribbon
 Click the SmartArt button
 Click the SmartArt you wish to include in your document
 Click the arrow on the left side of the graphic to insert text or type the text in the
graphic.

6. Resize Graphics
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.

7. Watermarks
A watermark is a translucent image that appears behind the primary text in a document.   To
insert a watermark:

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 Click the Page Layout Tab in the Ribbon

 Click the Watermark Button in the Page Background Group
 Click the Watermark you want for the document or click Custom Watermark and create
your own watermark
 To remove a watermark, follow the steps above, but click Remove 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.

1. Spelling and Grammar

To check the spelling and grammar of a document

 Place the cursor at the beginning of the document or the beginning of the section that
you want to check
 Click the Review Tab on the Ribbon
 Click Spelling & Grammar on the Proofing Group. 

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 Any errors will display a dialog box that allows you to choose a more appropriate
spelling or phrasing.

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.

2. Thesaurus
The Thesaurus allows you to view synonyms.  To use the thesaurus:

 Click the Review Tab of the Ribbon

 Click the Thesaurus Button on the Proofing Group. 
 The thesaurus tool will appear on the right side of the screen and you can view word
options.

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You can also access the thesaurus by right-clicking any word and choosing Synonyms on the
menu.

3. Customize AutoCorrect
You can set up the AutoCorrect tool in Word to retain certain text the way it is.  To
customize AutoCorrect:

 Click the Microsoft Office button

 Click the Word Options Button
 Click the Proofing tab
 Click AutoCorrect Options button

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 On the AutoCorrect Tab, you can specify words you want to replace as you type

4. 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.

 Click the Microsoft Office button

 Click the Word Options Button
 Click the Proofing tab
 Click the When Correcting Spelling tab
 Click Custom Dictionaries

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 Click Edit Word List

 Type in any words that you may use that are not recognized by the current dictionary.

5. 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.

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Page Formatting

1. Modify Page Margins and Orientations

The page margins can be modified through the following steps:

 Click the Page Layout Tab on the Ribbon

 On the Page Setup Group, Click Margins
 Click a Default Margin, or
 Click Custom Margins and complete the dialog box.

To change the Orientation, Size of the Page, or Columns:

 Click the Page Layout Tab on the Ribbon

 On the Page Setup Group, Click the Orientation, Size, or Columns drop down menus
 Click the appropriate choice

2. Apply a Page Border and Color

To apply a page border or color:

 Click the Page Layout Tab on the Ribbon

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 On the Page Background Group, click the Page Colors or Page Borders drop down
menus

3. 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:

 Click the Insert Tab on the Ribbon

 Click Header or Footer
 Choose a style

 The Header/Footer Design Tab will display on the Ribbon

 Choose the information that you would like to have in the header or footer (date, time,
page numbers, etc.) or type in the information you would like to have in the header or
footer

4. Create a Page Break

To insert a page break:

 Click the Page Layout Tab on the Ribbon

 On the Page Setup Group, click the Breaks Drop Down Menu
 Click Page Break

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5. Insert a Cover Page

To insert a cover page:

 Click the Insert Tab on the Ribbon

 Click the Cover Page Button on the Pages Group
 Choose a style for the cover page

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6. Insert a Blank Page

To insert a blank page:

 Click the Insert Tab on the Ribbon

 Click the Blank Page Button on the Page Group

Macros

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.

1. Recording a Macro
To record a Macro:

 Click the View Tab on the Ribbon

 Click Macros

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 Click Record Macro

 Enter a name (without spaces)

 Click whether you want it assigned to a button (on the Quick Access Toolbar) or the
keyboard (a sequence of keys)
 To assign the macro a button on the Quick Access Toolbar:
o Click Button
o Under the Customize Quick Access Toolbar, select the document for which you
want the Macro available

o Under Choose Commands:  Click the Macro that you are recording
o Click Add

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o Click OK to begin Recording the Macro

o Perform the actions you want recorded in the Macro
o Click on Macros
o Click on Stop Recording Macros

 To assign a macro button to a keyboard shortcut:

o Click Keyboard
o In the Press New Shortcut Key box, type the key sequence that you want and
click Assign

o Click Close to begin recording the Macro

o Perform the actions you want recorded in the Macro
o Click on Macros
o Click on Stop Recording Macros

2. 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.

 To run a Macro from the Quick Access Toolbar, simply click the Macro Icon

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 To run a Macro from the Keyboard shortcut, simply press the keys that you have
programmed to run the Macro.

Table 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. 

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. 
2. To Use Built-In Heading Styles

 Select the text that you wish to be the heading

 Click the Home Tab
 In the Styles Group, click Heading 1 (or the appropriate heading)

 If you don’t see the style you want, click the arrow to expand the Quick Styles Gallery
 If the style you want does not appear click Save Selection as New Quick Style

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3. To Mark Individual Entries:

 Select the text you wish to make a heading

 Click the References Tab
 Click Add Text in the Table of Contents Group
 Click the Level that you want to label your selection

4. Create a Table of Contents

To create the table of contents:

 Put your cursor in the document where you want the Table of Contents
 Click the References Tab
 Click the Table of Contents button

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5. Update Table of Contents

If you have added or removed headings or other table of contents entries you can update
by:

 Apply headings or mark individual entries as directed above

 Click the References Tab in the Ribbon
 Click Update Table

6. Delete Table of Contents

To delete a table of contents:

 Click the References Tab on the Ribbon

 Click Table of Contents
 Click Remove Table of Contents

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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:

 Click the View Tab on the Ribbon

 Click the Web Layout Button in the Document Views Group

1. Entering Text
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.
2. Hyperlinks
Hyperlinks, or links, allow the reader to click on text and go to another web site.  To create a
hyperlink:

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 Select the text that will be the link

 Click the Insert Tab of the Ribbon
 Click the Hyperlink Button on the Links Group
 Type in the web address, or URL, of the link
 Click OK

3. Saving Web Pages

To save a web page:

 Click the Office Button

 Move the cursor over Save As
 Click Other Formats

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 Under Save as Type, click Web Page

 Type in the name of the document (without spaces)

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Lists

Lists allow you to format and organize text with numbers, bullets, or in an outline.

1. 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:

 Select the text you wish to make a list

 From the Paragraph Group on the Home Tab, Click the Bulleted or Numbered Lists
button

To create a new list:

 Place your cursor where you want the list in the document
 Click the Bulleted or Numbered Lists button
 Begin typing

2. Nested Lists
A nested list is list with several levels of indented text. To create a nested list:

 Create your list following the directions above

 Click the Increase or Decrease Indent button

3. Formatting Lists
The bullet image and numbering format can be changed by using the Bullets or Numbering
dialog box.

 Select the entire list to change all the bullets or numbers, or Place the cursor on one line
within the list to change a single bullet
 Right click
 Click the arrow next to the bulleted or numbered list and choose a bullet or numbering
style.

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References 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.

1. Style
To choose a publishing style:

 Click the References Tab on the Ribbon

 Click the drop down box next to Style in the Citations & Bibliography Group
 Choose the appropriate style.

2. Citations
To insert a citation in the text portion of your document:

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 Click the References Tab on the Ribbon

 Click the Insert Citation Button on the Citations & Bibliography Group
 If this is a new source, click New Source
 If you have already created this source, it will in the drop down list and you can click on
it

 If you are creating a New Source, choose the type of source (book, article, etc.)
 Complete the Create Source Form
 If you need additional fields, be sure to click the Show All Bibliography Fields check box
 Click OK

3. Placeholders
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:

 Click Insert Citation

 Click Add New Placeholder

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4. Manage Sources
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:

 Click the References Tab on the Ribbon

 Click the Manage Sources Button on the Citations & Bibliography Group
 From this menu you can Add, Delete, and Edit Sources (note, you can preview the
source in the bottom pane of the window

5. Bibliography
To add a Bibliography to the document:

 Place the cursor in the document where you want the bibliography
 Click the References Tab on the Ribbon

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 Click the Bibliography Button on the Citations & Bibliography Group

 Choose Insert Built-in Bibliography/Works Cited or Insert Bibliography

6. Insert Footnote
Some types of academic writing utilize footnotes.  To insert a footnote:

 Click the References Tab on the Ribbon

 Click Insert Footnote (or Insert Endnote depending on your needs)
 Begin typing the footnote

Track Changes

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.

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1. 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:

 Click Review Tab on the Ribbon

 Click Track Changes
 Make the changes to your document and you will see any changes you have made.

2. Document Views
There are four ways to view a document after you have tracked changes:

 Final Showing Markup:  This shows the document with the changes displayed
 Final:  This shows the changed document, without the changes displayed
 Original Showing Markup:  The original document with the changes displayed
 Original:  The original document without any 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. 

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3. 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.

4. Comments
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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