Desktop Mentor

Word 2007 Essentials

Navigation Shortcuts Paragraph Formatting
Move To Shortcut Action Shortcut
Top of Document Ctrl Home Left Align Ctrl L
Bottom of Document Ctrl End Right Align Ctrl R
Start of Line Home Centre Ctrl E
End of Line End Justify Ctrl J
Next Word Ctrl  Single Line Spacing Ctrl 1
Previous Word Ctrl  Double line spacing Ctrl 2
Next Paragraph Ctrl  1.5 Line Spacing Ctrl 5
Previous Paragraph Ctrl  12pt Above Paragraph Ctrl 0
Last Cursor Position Shift F5 Set Hanging Indent Ctrl T
Reset Hanging Indent Ctrl Shift T
File Commands
Increase Indent Ctrl M
Action Shortcut Decrease Indent Shift Ctrl M
New Document Ctrl N Page Break Ctrl Return
Open File Ctrl O Reset Formatting Ctrl Q
Save File Ctrl S
Save As F12 Editing Commands
Print Ctrl P Action Shortcut
Close File Ctrl F4 Cut Ctrl X

Copy Ctrl C
Character Formatting
Paste Ctrl V
Action Shortcut
Undo Ctrl Z
Bold Ctrl B
Find Ctrl F
Italics Ctrl I
SMALL CAPS Ctrl K Replace Ctrl H

Underlining Ctrl U
Additional Commands
Double underlining Ctrl Shift D
Word underlining Ctrl Shift W Action Shortcut

Superscript e.g. 10
3
Ctrl Shift = Insert Page Break Ctrl Return

Subscript e.g. H2O Ctrl = Insert Column Break Shift Ctrl Return
Increase Text Size Ctrl Shift > Spelling F7
Decrease Text Size Ctrl Shift < Thesaurus Shift F7
Reset Formatting Ctrl Space
Change Case Shift F3

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Best Practices
Always check the spelling and grammar of
a document before printing or distributing:
To start the spell checker:
 Press [F7] or
 Click on the Review ribbon, then on the
Spelling button in the Proofing group
Use Quick Parts to save time when entering
the same text into different documents
Create a Quick Part by selecting the item you
wish to store, then clicking on the Insert
ribbon. Click on the drop-down arrow of the
Quick Parts button, then choose Save
Selection to Quick Part Gallery.
You will now be able to re-use the item by
clicking on the Quick Parts button at any time.
Use text boxes to make important text
stand out in a long document
Use the Text Box button on the Insert ribbon
to add a default text box from the gallery, or to
draw your own custom text box.
Use document properties to record useful
information about the document such as
version numbers, authors that have worked
on the document, and important milestones
in the document's history
To display properties:
 Click on the Office button
 Click on the Prepare command, then on
Properties
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If you need to distribute your document,
save it in PDF format first. This will ensure
the document appears exactly as it was
created and doesn't change depending on
the fonts and settings of the viewer's PC
To save a file in PDF format:
 Click on the Office button
 Click on the arrow next to Save As
 Choose PDF or XPS
 To view the PDF after it has been saved,
check the Open file after publishing box
Always format long documents using the
default heading styles to make it easier to
organise or create a table of contents at a
later stage
Press To format to…
Ctrl Alt 1 Heading 1
Ctrl Alt 2 Heading 2
Ctrl Alt 3 Heading 3
If working on someone else's document,
always record your remarks using the
Comment feature, rather than adding them
directly to the body text of the document.
Insert comments via the Review ribbon, but
remember to set your user name and initials
correctly first – click on the Office button, then
on Word Options to do this.
If your document may be used by
colleagues on previous versions of Word,
always save your document down to an
earlier version
To save an existing document under a new
name, or as a different file type:
 Click on the Office button and choose Save
As
 To save the file as a different type e.g. an
earlier version of Word, click on the Save as
Type list and choose the format you wish to
save the file in
 Click on Save If you ever perform
the same action
twice, consider
recording a macro
to save time.
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Charts aren't only for spreadsheets. Add them to your documents if you have a large amount
of data to display.

There are a number of different types of charts that can be created in Word:

Type Description Type Description

Column Line
This type of chart shows This type of chart shows
variations over a period trends in data over a
of time or illustrates period of time. When
comparisons between compared to an area
items. chart, line charts
emphasise the rate of
change over time as
opposed to the
magnitude of change.

Pie Bar
This charts show the This type of chart shows
relationship or individual figures at a
proportions of different specific time or
parts to the whole. A pie illustrates comparisons
chart always contains among items.
one series of data and is
useful in emphasising a
single element.

Area XY (Scatter)
This type of chart This chart type is
emphasises the commonly used for
magnitude of change, scientific data and
rather than time and the shows the relationship
rate of change. It also between values in
shows the relationship several series of data.
of parts to a whole, by
displaying the sum of
the plotted values.

Stock Surface
This chart illustrates In this chart colours and
fluctuations in stock patterns indicate areas
prices representing of the same value. They
opening, high, low and are useful for finding
closing values. optimum combinations
between two sets of
data.

Doughnut Bubble
This chart is similar to a This chart compares 3
pie chart and shows the sets of data using the
relationship or position on the chart
proportions of different and bubble size.
parts to the whole.

Radar
A radar displays each
category on its own
value axis radiating from
the centre point. Lines
connect values in the
same series.

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Frequently Asked Questions

How can I insert the current date into the document?

Click on the Insert ribbon, then on the Date & Time button in the Text group. Alternatively,
press [Shift Alt D].

How can I change Word options?

All Word 2007 options can be set by clicking on the Office button, then on the Word Options button.

How can I keep two words together when one wraps onto the next line as I type?

Rather than inserting a normal space between the words, insert a hard space using
[Ctrl Shift Spacebar].

Can I set the default font and size for text in all new documents I create?

Yes. Click on the More Information button in the Font group of the Home ribbon, then choose the
font, size and styles you wish to use as the new defaults. Click on Default, then on Yes to confirm.

Is there any way of showing hidden symbols in the document e.g. for paragraph and line
breaks?

Yes, click on the Show/Hide button of the Paragraph group on the Home ribbon.

What do I need to do in order to save a document in PDF format?

You will need to download the Save as PDF add-in from the Microsoft Website before you can save
Word documents in PDF format. This can be found at the Microsoft Download Centre.

Can I get the Heading styles to look as they did in previous versions of Word?

Yes, by clicking on the Change Styles button on the Home ribbon, then choosing Style Set and
Word 2003.

Where can I find the command to send my document to PowerPoint as slides?

The Send to PowerPoint command can be accessed by clicking on the Office button, then on the
Word Options button. Click on the Customise menu on the left, then choose the Commands not on
the Ribbon option from the Choose Commands from drop-down list. Scroll down the list of
commands to find Send to Microsoft Office PowerPoint, then click on Add. Click on OK. You can
now access the command from the quick access toolbar.

My document contains images and is too large when I save it. Can I reduce the file size?

Yes, by compressing the images in the document. Click on an image, then on the Compress
Pictures button on the Format ribbon. Click on Options to set how you will be distributing the
document e.g. via print or the web, then click on OK to compress all images in the document.

How can I show the Developer ribbon to record macros?

Show the Developer ribbon by clicking on the Office button, then on the Word Options button. With
the Popular menu selected on the left-hand side of the window, click on the Show Developer Tab in
the Ribbon option, then click on OK.

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Glossary of Terms cascading

a screen layout in which all the open windows
are visible, one behind the other
A
cell
alignment the intersection of a column and row in a table
the way in which text lines up horizontally or
vertically on a page chart
also known as graphs, charts give a visual
application comparison of differing data
a software program designed to perform a
specific task, such as word processing citation
a reference to a particular information source
arrow key
the up, down, left or right arrows on the keyboard click
used to position the cursor to press and release the mouse button in one
movement
attachment
a file that is attached to an email message. This ClipArt
could be an image or document e.g. a Word or a collection of non-photographic images that can
Excel file be inserted into a document

AutoCorrect clipboard
a feature that automatically corrects spelling temporary storage area for text that has been
errors and enters full text when abbreviations are cut or copied. The paste command is used to
used transfer this text back into the document

AutoFormat comment
a feature that applies formatting as text is typed information attached to any text in a document
copy
to transfer a duplicate of selected text from the
B document into the clipboard
bibliography cover page
a list showing where all the citations in a the first page of a document which can contain
document can be found different formatting to the rest
blog cross reference
web log; an online journal to show where additional information is contained
body text within a document
text that is not a heading or a level in an outline cut
bookmark to transfer selected text from the document into
used to mark text in a document and are used the clipboard
with fields and cross-references cursor
border the flashing line which indicates the current
the edge of a text box or table cell insertion point on the screen

browse
to search through a set of files and folders D
building blocks defaults
a way of saving frequently-used items such as the standard settings used each time a new
images or text blocks for easy access document is created
bullet dialog box
a shape that precedes a line or paragraph of text a window that displays all available options for a
to add emphasis to a list of items chosen command
directory
C a sub-division of a disk in which files can be
stored, also known as a folder
caption
text that describes an image placed in a document
document the name of the default Word file type
case download
the property of text, distinguishing upper from to transfer a copy of a message or file from a
lower case Server or the Internet onto your own computer.

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draft format painter

a view that shows only the body of a document
drag
to move the mouse while holding the mouse
button. This is used to move text or graphics
within a document
Drawing Canvas
a way of combining a number of shapes into a
single diagram
a feature that copies the formatting in selected
text and applies it to another area of text
formula
a mathematical equation used to calculate a
result e.g. 3x+y
frame
a box containing text or graphics that can be
positioned anywhere in the document with text
automatically wrapping around it

E full screen reading

a view of the document that provides a greater
edit viewing area
to add, remove or revise text and graphics
email G
mail composed and transmitted on a computer
system or network gutter
extra space at the left of a page to accommodate
embed
binding
to insert text or graphics created in another
application
endnote H
an explanatory note inserted at the end of a hanging indent
section or document a paragraph format in which the first line of the
paragraph extends to the left of the remaining
lines
F
hard space
field
a space that will not place the surrounding words
a set of codes instructing Word to insert text or
on two separate lines, also known as a non
graphics automatically into the document
breaking space
file
header
a document that has been saved with a unique
text that appears automatically at the top of each
name
page of the document
file format
heading
the way in which a document has been saved
a title for a block of text that is assigned a level
file name conventions number in an outline
a set of rules by which a computer can identify a
hidden text
file, usually limited to a specific number of
text that will not be printed
characters and not including \ / > < * ? " | : ;
highlight
folder
the application of colour to the background of
a container used to hold files and sub-folders,
selected text to draw attention to it
also known as a directory
history
font
a list of shortcuts to documents in the order in
a collection of characters in a typeface e.g.
which they were visited
Times New Roman or Arial
html
font size
HyperText Markup Language - the most common
height of characters measured in points. There
coding language for create web pages. HTML
are 72 points to an inch
can also be used to create format-rich email
footer messages
text that appears automatically at the bottom of
hyperlink
each page of the document
a link to a specific part of the current document, a
footnote different document or a website
an explanatory note inserted at the end of a page
format
the way in which text or graphics appear in the
document

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I master document
a document that contains many sub-documents.
images This feature is used to split a large document into
photographs and pictures held on a computer smaller, more manageable files
indent menu
the distance between the left and right margins of a list of options that appears when the menu
a document and the text typed inside these name is clicked
margins
menu bar
index the area just below the top of a window which
words or phrases found in the document and houses the menu
listed alphabetically with their page numbers
merge
insertion point to combine a list of names and addresses with a
the position of the cursor in the document. This is standard document to create personalised form
the point at which typed text will appear letters
internet merge cells
a vast grouping of computer networks which to combine two or more table cells into a single
operates world-wide using a common set of cell
communications protocols
Microsoft Office
Microsoft's suite of productivity applications,
L including Excel, Outlook, PowerPoint and Word
landscape mouse pointer
horizontal page orientation the graphic image that indicates the on-screen
location of the pointing device
layout
the arrangement of visual elements into a multi-level list
specific design a numbered list that contains a hierarchy of other
numbered lists within it
leader character
characters filling the space between tab stops in
a document N
line break newspaper columns
used to create a new line within a paragraph also known as snaking columns; text is read
line spacing down the length of one column and continues
the amount of space between each line of a from the top of the next
paragraph measured from the bottom of the first non breaking space
line to the bottom of the next a space that will not place the surrounding words
link on two separate lines, also known as a hard
to insert information created in another space
application in such as way that the copy will numbering
update when the original is changed the sequential numbering of consecutive
linked applications paragraphs of text
to insert data from one application into another,
so that when the former is updated, so is the
latter
O
orphan
M the first line of a paragraph if printed on its own
macro at the bottom of a page
a sequence of commands that are stored so that outline
they can be repeated automatically a view which is used for reporting and allowing
main document different levels of text to be viewed and
the standard document in a mail merge reorganised

margin overtype
the space between the edge of the page and the this mode is activated when insert is pressed.
printed text Existing characters are replaced one by one as
new text is typed

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P R
page break read-only access
the point at which one page ends and another a way of saving a document so that it cannot be
begins amended without authorisation
pane redo
a subdivision of a window to repeat a command that has just been undone
paragraph repeat
a block of text terminated by a line break to repeat the action just completed; the shortcut
key is [F4]
password
a string of characters that is required to gain ribbon
access to a resource that is password-protected the section along the top of the screen in which
all the controls are kept; ribbons replace the
paste
toolbars and menus in previous Word versions
to insert cut or copied text from the clipboard into
a document rule
a condition that is added to a mail merge
PDF
Portable Document Format, a way of saving a ruler
document so that it will always look exactly the horizontal bar displayed across the top of the
same when printed document which controls tabs and indents
permissions
a way of restricting other's abilities to view, S
amend or print a document
scroll bar
portrait positioned along the right and bottom of the
vertical page orientation screen, these bars are used to move around a
print layout document or folder
a view of the document that shows pages exactly section
as they would print a portion of the document that contains different
print preview formatting to the rest of the document
an accurate display of how a document will look section break
when printed the point at which one section ends and another
properties begins
the attributes and characteristics of a file or folder select
protect to highlight text or graphics in a document to
a way of ensuring that only specified actions can indicate which item(s) you wish to make changes
be carried out on a document to

Q shading
the background colour of a text box or table cell
Quick Format bar
shapes
a toolbar that appears whenever text is selected
a collection of different objects such as lines,
Quick Launch bar rectangles and ellipses that can be drawn on a
a graphic menu of applications usually found document
next to the start button
sharing
Quick Parts the ability to view or amend a file that belongs to
items that are added to a documents as required; a different user across a network
replaces AutoText in earlier Word versions
shortcut
Quick Style Gallery a keystroke that launches a command, rather
a feature in which saved styles can be browsed than using a series of mouse clicks to do it
Quick Tables Smart Tag
a collection of formatted tables for quick insertion a menu button that offers options relevant to the
into documents task in hand
SmartArt
a collection of diagrams that can be inserted into
a document

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sort toolbar
to rearrange the rows in a table by the selected horizontal or vertical bar containing buttons which are
column usually shortcuts for frequently used tasks
source file True Type font
a file that contains the original text or graphics a font which will print exactly as is appears on screen
that are linked into a document and that can be sized to any point number
split cells
to break a single table cell into two or more cells U
style undo
a collection of formatting that can be applied to reverse commands that have been executed,
quickly to any text in the document in sequence
sub document
a file stored within a master document
W
subscript watermark
text that appears below the typing line e.g. H20 text or graphic that appears in the background of
each page in the document
superscript
text that appears above the typing line e.g. 24 web layout
a view of the document that indicates how it
symbols would look as a web-format page
characters that do not appear on the standard
keyboard web site
a collection of connected web pages stored on a
synonym web server
a word that has the same meaning as another
widow
the last line of a paragraph when printed on its
T own at the top of a new page
tab stop window
a measured position for placing and aligning text a rectangular part of a computer screen with
and numbers. Alignment can be left, right, contents different to the rest of the screen
centered or decimal
word count
table the number of pages, words, characters, lines or
a collection of columns and rows used to display paragraphs in a document
text and numbers for easy reference
wrapping
table of contents the way in which text flows around an object
a list of the topics in a document with their page such as an image or table
numbers
table of figures Z
a list of the captions in a document with their
page numbers zoom
to reduce or increase the magnification of an on-
template screen element
a special document that provides settings and
standard text for new documents
text box
a block of text that is visually separate from the
rest of the document
theme
a collection of saved styles, such as fonts,
colours and effects
thesaurus
a feature for browsing synonyms
title bar
horizontal bar at the top of the screen which
displays the application and document name

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