Professional Documents
Culture Documents
Word 2007
Introduction
Word 2007 Introduction
Table of Contents
Creating New Documents..................................................................................................................... 6
Typing Text ............................................................................................................................................ 7
Click and Type .................................................................................................................................. 7
Hard Spaces ..................................................................................................................................... 7
Document Views ................................................................................................................................... 8
Print Layout View .............................................................................................................................. 8
Full Screen Reading ......................................................................................................................... 8
Web Layout.....................................................................................................................................10
Outline ............................................................................................................................................10
Draft ................................................................................................................................................11
AutoCorrect .........................................................................................................................................12
The AutoCorrect Smart Tag ...........................................................................................................12
Adding to the AutoCorrect List ........................................................................................................12
AutoCorrect Options .......................................................................................................................13
Adding Entries Automatically ..........................................................................................................14
Automatic Spelling and Grammar .....................................................................................................15
Correcting Errors ............................................................................................................................15
Spelling and Grammar Options ......................................................................................................16
AutoFormat as you Type ....................................................................................................................17
Automatic Bulleted Lists .................................................................................................................17
Automatic Numbered Lists .............................................................................................................18
Border Lines ...................................................................................................................................18
Tables .............................................................................................................................................18
Built-in Heading Styles ...................................................................................................................18
Additional AutoFormat Options .......................................................................................................19
Undoing AutoFormat ......................................................................................................................19
Adding Page Breaks ...........................................................................................................................20
Adding Blank Pages .......................................................................................................................20
Page Numbering ..................................................................................................................................21
Formatting Page Numbers .............................................................................................................22
Saving Documents ..............................................................................................................................23
Saving a Document for the First Time ............................................................................................23
Saving Changes to a Document .....................................................................................................23
Closing Documents ............................................................................................................................25
Quick Parts ..........................................................................................................................................26
Creating a Quick Part .....................................................................................................................26
Inserting a Quick Part .....................................................................................................................27
Additional Quick Parts ....................................................................................................................28
Inserting the Date and Time ...............................................................................................................29
Inserting Symbols ...............................................................................................................................30
Symbol Shortcuts............................................................................................................................31
Inserting Hyperlinks ............................................................................................................................32
Something Else to Try ....................................................................................................................34
Checking Spelling and Grammar ......................................................................................................35
Every Word document is based on a template - the default template for blank documents is normal.dotm.
Templates can contain standard text and formatting that is entered automatically each time a new
document is created from the template.
Click on the Office button and choose New, then click on the Create button or
Press [Ctrl N]
By default, Word templates are stored on your C: drive, under your user folder, then under
\AppData\Roaming\ Microsoft\Templates.
Typing Text
To enter text in your document, simply type it! Text will appear at the cursor position - the flashing vertical
line in the main typing area of the document.
As you type, if you press an incorrect key, press [Backspace] to remove the character before
retyping it.
As you reach the end of the line, Word will automatically wrap your text onto the next line.
To end a paragraph, press [Return].
All typing you enter will appear at the cursor, which moves down the page as [Return] is pressed. If you
want to enter text below the cursor, you can do this using the click and type feature.
Position the mouse pointer where you wish to add the new text or object
Double click to position the cursor in the blank area
When the mouse is positioned in a blank area of the document, the icon next to the mouse pointer will
show how the paragraph alignment will be set and how the new text will be inserted.
Hard Spaces
Sometimes you may not want text to wrap at the end of a line, for example between the day, month and
year of a date. To stop the text between two words from being split over two lines, a hard space can be
inserted, to ensure the words will always appear on the same line of the document.
Keystroke Action
[Shift Ctrl Space] Inserts a hard non-breaking space
[Shift Ctrl -] Inserts a hard non-breaking hyphen
Document Views
The View buttons on the status bar can be used to choose the view that will show the current document:
Button View
Print Layout
Web Layout
Outline
Draft
You can also change the document view by clicking on the View ribbon and choosing the required option
from the Document Views group:
This view is fully WYSIWYG (what you see is what you get) and shows pages exactly as they will print,
including margins and any blank space. Graphics and columns will display exactly as they will print.
The white space representing top and bottom margins in print layout view can be hidden if you wish to use
this view without the additional space. Position the mouse in the dark gray area at the top or bottom of the
page - the mouse pointer shape will change. Click once to hide the white space.
This view is designed for reading documents on screen, with all ribbons hidden. Only small toolbars for
reviewing and navigating the document will be shown.
Click on the Tools menu on the left-hand side of the screen for research, translation and tracking
tools:
Click on the View Options button for options to control the screen layout such as the number of
pages to show, the text size and whether to allow typing
Web Layout
This view shows how the document would look if saved in HTML format for the Web. It can make on-
screen reading easier - text and graphics are sized to fit the screen rather than the printed page.
The document map can be used in conjunction with this view to show the main headings of the document.
Outline
This view is used for reporting and allows you to view different levels of text and quickly reorganise the
document.
The outline tools group on the Outlining ribbon is used to manipulate text in the outline and contains the
following buttons and options:
Button Description
Promote to Heading 1
Button Description
Show all text under this level
Hide all text under this level
Draft
This view shows text as it will print but does not show headers, footers or certain formatting options such as
columns. Only the body text of the document is displayed, with no margins or empty space at the bottom of
each page. Graphics do not always show exactly where they will be printed.
AutoCorrect
This feature is used to correct spelling errors as they are typed e.g. teh will automatically change to the
when [Space] or [Return] is pressed. It can also be used to enter text in full when an abbreviation is typed
e.g. to enter Excel automatically when xl is typed.
When AutoCorrect is used to correct your text, Word gives you the option of undoing this command and
using the original text you typed. Options are available via a smart tag that appears under the word that has
been corrected for you.
Click on the blue box under the word to show the AutoCorrect smart tag
Click on the drop-down arrow of the smart tag to show a list of options
Choose to change the word back to the original you typed, or choose to stop automatically
correcting the word in the future
Click on Proofing in the menu on the left-hand side of the dialog box
Click on the AutoCorrect Options button
Ensure the AutoCorrect tab is selected
Type the incorrect word in the Replace box and the correction in the With box
Choose OK
Any words added to the AutoCorrect list in Word will also be available in Excel and PowerPoint.
AutoCorrect Options
The following options can also be selected in the AutoCorrect dialog box:
Option Description
Correct two initial capitals This will correct two capital letters typed at the beginning of a sentence,
changing the second to lower case
Capitalise first letter of This will ensure the first letter of every sentence is a capital, changing any
sentences lower case letters typed
Capitalise first letter of This will ensure the first letter of any text typed in a table is a capital letter
table cells
Capitalise names of days This will ensure all day names Monday - Sunday start with a capital letter
Correct accidental usage If the Caps Lock key is pressed, all capital letters will show as lower case
of Caps Lock key and vice versa. Word will correct this and switch off Caps Lock
Correcting Errors
Position the mouse over the marked word and click the right mouse button
Choose the correct suggestion from the list displayed
To ignore the error while removing the marking line, choose Ignore All
For spelling errors, you can add the word to the custom dictionary so that it will not be seen as an
error in any future documents. Click on Add to Dictionary to do this.
You can also correct errors in your document via the status bar along the bottom of the screen.
If the document contains spelling errors, the Spelling indicator on the Status Bar will display a cross.
Double click on this indicator to find the next spelling error in the document and display the correction
menu.
The spelling and grammar options of Word can be set so that errors are automatically flagged or ignored.
If an asterisk is typed and followed by a space, automatic bulleting will be enabled and all remaining
paragraphs will be preceded by the standard round bullet point. If a dash or hyphen is typed and followed
by a space, automatic bulleting will be enabled and all remaining paragraphs will be preceded by a dashed
bullet point.
Click on the Bullets button in the Paragraph group of the Home ribbon to remove bullets from selected
paragraphs.
If a number or letter is typed and followed by a full stop, hyphen or closing bracket, then by a space,
automatic numbering will be enabled. This means that the next paragraph will be numbered automatically
with the next sequential number.
1. Introduction
1- Introduction
1) Introduction
Click on the Numbers button in the Paragraph group of the Home ribbon to remove numbering from
selected paragraphs.
Border Lines
This option will insert borders automatically when specific characters are typed at the beginning of a line.
Type To Insert
--- A single horizontal line
=== A double horizontal line
___ A thick single horizontal line
### A thick horizontal line with thin lines above and below
~~~ A wavy horizontal line
Tables
Tables can be inserted automatically using the + and - key to design the table structure. Use + to show
where a vertical line (new column) should appear and - to show the width of the column.
+-----+--------------------------------+-----------+
This option will automatically format the headings you type to match Word's standard Heading styles.
If a line of text is typed and [Return] is pressed twice, the Heading 1 style will be applied
If [Tab] is pressed before a line of text, the Heading 2 style will be applied to the text
If [Tab] is pressed twice before a line of text, the Heading 3 style will be applied to the text
The following options can also be set in the AutoFormat as you Type dialog box:
Option Description
Straight quotes with Will replace the standard straight quotation marks with opening and closing
smart quotes quotations
Ordinals with Will display date ordinals in superscript text e.g.
superscript
Fractions with fraction Replaces fractions with symbols e.g. 1/2 be replaced with ½
characters
Hyphens with dash Replaces symbol characters such as dashes with symbols e.g. - will be
replaced with –
*Bold* and _italic_ with Text enclosed in asterisks will be displayed in bold, while text enclosed in
real formatting underscores will be displayed in italics
Internet and network If a website URL or email address is typed, it will be changed to a hyperlink
paths with hyperlinks that will activate the web page or create a mail message to the email address
when clicked.
Undoing AutoFormat
You always have the choice of keeping or discarding automatic formatting changes. Whenever an
AutoFormat is applied as you type, a smart tag will display next to the text that was formatted:
Position the mouse over the smart tag and click on the drop-down arrow to show the available options. The
following image shows the options available after automatic bullets have been applied to text:
Position the cursor where the new page is to begin - directly before the
first word to appear on the next page
Click on the Insert ribbon
Click on the Page Break button in the Pages group
Press [Ctrl Return] to quickly insert a page break at the cursor position.
In draft view, page breaks can be displayed as dotted lines, making it easy to see the difference between a
system page break and manual page break.
Manual page breaks are removed by clicking on the page break line and press [Delete]. System page
breaks cannot be removed - they will remain until all text fits on a single page.
As well as adding a page break to move onto the next page, you can add an entirely blank page, moving all
text after the cursor onto the page following the blank page.
Position the cursor where the blank page is to appear - directly before
the first word to appear on the page following the blank page
Click on the Insert ribbon
Click on the Blank Page button in the Pages group
Page Numbering
Page numbers can be added to all pages of the document, and can be positioned at the top or bottom of
the document, or in the left or right page margins.
The header or footer area will be activated and the page number inserted. Click on the Close
Header and Footer button on the ribbon to return to the document.
You can also insert a page number at any position in the document:
To remove page numbering, click on the Page Number button on the Insert ribbon and choose Remove
Page Numbers.
You can change the format of page numbers and choose which number to start numbering with.
Saving Documents
Saving involves assigning a document name and placing the document in a folder on one of your
computer's drives so that it can be opened again if required.
When you save a document for the first time, you can choose either the Save or Save As command.
Click on the Office button and choose Save or Save As, or click on the Save button on the Quick
Access Toolbar
To choose a different drive to save the file to, click on the Computer icon in the Folder list on the
left of the Save As window
To choose a different folder on the same drive, click on the drive name in the navigation trail
along the top of the window
Double-click on the folder you wish to save the file to
Click in the File Name box and type a new name for the document
Click on Save
If you are saving an existing document after changes have been made, it is important to know the
difference between the Save and Save As commands.
Command Description
Save This command saves the current document under the existing name and replaces the
original version. Click on the Office button and choose Save, or click on the Save
button on the Quick Access Toolbar.
Save As This command requests a new name for the document and leaves the original
unchanged. Click on the Office button and choose Save As.
You can also use the following shortcut keys to save a file:
Keystroke Action
Ctrl S Save
F12 Save As
If you accidentally attempt to close a document without first saving it, Word will ask if you wish to save any
changes to the document. Click on Yes to save the changes or No to exit the document and lose any
changes.
Closing Documents
Although it is possible to open more than one Word document at a time, it is good practice to close a
document when you have finished working on it.
If the file has not yet been saved, choose Yes to save the document or No to cancel any changes made
Quick Parts
In Word 2007, quick parts are items that can be added to any document as they are needed. They replace
AutoText entries of previous versions of Word, and can be used to add text, images, etc. to the current
position, or to the header, footer or other area of the document.
Any existing text can be saved as a quick part, as can an image, table or other Word object.
Create and select the text, table or graphic you wish to store as a quick part
Click on the Insert ribbon
Click on the drop-down arrow of the Quick Parts button and choose Save Selection to Quick Part
Gallery
When you exit Word after adding a new quick part, you will be asked if you wish to save the change to the
Building Blocks template. Click on Yes if you want to be able to use the quick part when you access Word
in the future.
Alternatively, right-click over the quick part in the list and choose to insert the item into the header, footer,
beginning of document, end of document, etc.
To remove a quick part, click on the drop-down arrow of the Quick Parts button, then right-click over the
quick part you wish to remove. Choose Organise and Delete, then click on the Delete button to remove
the selected entry. Click on Yes to confirm the deletion, then click on Close to return to the document.
The Quick Parts button can also be used to insert document properties into the text e.g. the Author's name
or document status.
Set document properties by clicking on the Office button, then choosing Prepare, then Properties. Add
properties as required, then close the pane using the X in the top-right corner when complete.
If you wish to insert a date in a language other than English, click on the drop-down arrow of the
Language box and choose the required language from the list displayed
Choose the required format from the Available Formats list
Check Update Automatically if you want the date to update each time the document is opened,
so that the current date is always displayed
Click on OK
Click on the Default button in the Date and Time dialog box to set the selected format to be the default for
all dates entered in all documents. Click on Yes to confirm you wish to change the default date format.
The following keyboard shortcuts can also be used to insert the date and time at the cursor position:
Keystroke Action
Shift Alt D Inserts the date in short format e.g. 31/12/99. The date will update automatically
whenever the document is opened
Shift Alt T Inserts the time in short format e.g. 12:55. The time will update automatically
whenever the document is opened
Inserting Symbols
Symbols that do not appear on the standard keyboard can be inserted as follows:
The 20 most common or last used symbols are listed - click on one of these symbols to insert it, or click on
More Symbols to show the full range that can be inserted.
Click on the drop-down arrow of the Font box and choose the font set you wish to show (see table
below)
Scroll up and down the list of symbols to choose the symbol you wish to insert
Click on the symbol you want to use
Click on Insert
When complete, click on Cancel
The following symbol font sets are available with Office 2007:
When you choose one of the text-based fonts such as Arial or Calibri, subsets of the font will be listed to
help you to find the character you want. Click on the drop-down arrow of the Subset box and choose the
required category.
Symbol Shortcuts
The following AutoCorrect shortcuts can be used to insert symbols at the cursor position:
Inserting Hyperlinks
A hyperlink is a link to a specific part of the current document, a different document or a website.
Hyperlinks appear as underlined text and, when clicked, will activate the target automatically.
To insert a hyperlink:
To link to another file, Word or otherwise, click on the Existing File or Web Page icon on the left.
Navigate the folders in the centre of the window to locate and select the file you wish to link to
To create a hyperlink to a web page, click on the Existing File or Web Page icon and type the full
URL of the page in the Address box e.g. http://www.hp.com. If you have visited the web page
recently, click on Browsed Pages to choose the URL from your History list
To link to a specific heading in the document, click on the Place in this Document icon. Choose
the heading to link to
To link to a bookmark in the document, click on the Place in this Document icon. Choose the
bookmark to link to
To create an email hyperlink that will create a new mail message when clicked, click on the E-mail
Address icon and type the full Email Address e.g. john.smith@hp.com. If messages created
using this link should always have a specific subject, enter this in the Subject box
Click on OK
Hyperlinks to web pages can be created automatically by typing the full URL address of the
website e.g. http://www.hp.com
Email hyperlinks can be created by typing the full email address e.g. john.smith@hp.com. When
this link is clicked, an Outlook message will be created and addressed automatically
Hyperlinks to files can be created by typing the computer, folder and filename e.g. \\pc-
one\data\test.doc. When clicked, the file will be opened
Press [F7] or
Click on the Review ribbon, then on the Spelling button in the Proofing group
Word will start checking from the cursor position in the document, then continue from the top of the
document automatically. When an incorrect word is found, the following dialog box will be displayed:
Click on a replacement word in the Suggestions list or edit the Not in Dictionary text as required
Choose Change to change this occurrence of the word or Change All to change all occurrences in
the message
Click on Ignore Once to ignore this occurrence of the word
Click on Ignore All to ignore all occurrences of the word in the message
Click on Add to Dictionary to add the word to the custom dictionary - this is useful for names of
people, etc. that do not appear in the standard dictionary
To add an incorrect spelling to the AutoCorrect list so that it is corrected automatically in future,
choose the correct replacement from the Suggestions list that should be used when the incorrect
spelling is typed, then click on the AutoCorrect button
You will be told when the spell check is complete - click on OK.
To check grammar as well as spelling, check the Check Grammar option in the Spelling dialog box.
Opening Documents
The most recent documents you have used can be opened by clicking on the Office button, then on the
document you wish to open on the right-hand side of the menu:
To open a document that does not appear in the Recent Documents list:
The following toolbar appears along the top of the Open window:
Click on the Organise button to show a menu that allows you to:
Create new folders within the folder you are currently viewing
Perform housekeeping tasks such as copying, moving and deleting selected files
Change the layout of the Open window e.g. to include the Details or Preview pane
View properties of the selected file
Click on the Views button to view the files in the Open window in different ways:
Use the List option to show file names with small icons in multiple columns
Use the Details option to show the name of each file, as well as its modification date, type, size
and tags
Use the Tiles option to show larger icons of each file with the name, type and size
If you wish to make changes to an existing document without affecting the original, you can create a new
document from an existing file. This allows you to open a copy of any document that can be saved without
changing the original in any way
You can now make any changes to the document, and save it as normal when complete. You will be asked
for a new name for the file on saving.
Reading Documents
Reading Layout view is designed for reading documents on screen. When this view is selected, the Quick
Access Toolbar and Ribbon are hidden, with two new bars showing on screen.
Click on the Full Screen Reading view button on the status bar or
Click on the View ribbon, then on the Full Screen Reading button in the Document Views group
In Full Screen Reading view, your document will be repaginated so that the text fits clearly on screen. Note
that the number of documents on screen does not represent the number of pages that will print.
Button Description
Save the document
Tools for working on the document e.g. find text and research
Highlight text
Add a comment
The following options can be found by clicking on the View Options menu next to the close button on the
right-hand side of the screen:
Option Description
Don't open When you receive a Word document as an email attachment and double-click on this
Attachments in attachment to open it, Word will automatically switch to Full Screen Reading view.
Full Screen Choose this option to stop this and open Word documents in the view they were
saved in.
Increase Text Increase the text on screen for reading, without affecting the way in which the
Size document will print
Decrease Text Decrease the text on screen for reading, without affecting the way in which the
Size document will print
Show One Page Show one page at a time
Show Two Show two pages, side by side
Pages
Show Printed Return the text size to normal to show the amount of text that will print on the page.
page Note that some formatting may not show exactly as it will print
Margin Settings Choose to show or hide margins to include more text on the reading page
Allow Typing Choose this option to allow the document to be edited in Full Screen Reading view
Track Changes Turn tracking on or off, set tracking options, or set your user name to show in tracked
changes
Show Choose whether to show or hide comments, annotations, highlighting, etc.
Comments and
Changes
Show Original / Choose whether to show the original or final document if changes have been tracked
Final Document
Click on the Close button or press [Escape] to close Full Screen Reading view and return to the document.
You can also set Word so that email attachments do not open in Full Screen Reading view by clicking on
the Office button, then on the Word Options button. Under Popular commands, uncheck the Open e-mail
attachments in Full Screen Reading view option, then click on OK.
Navigating Documents
Before editing text in an existing document, it is important to position the cursor correctly. The cursor is the
flashing vertical bar that moves along as text is typed - new text will always be placed at the cursor position
in the document.
The following cursor movement keys can also be used to move around a document:
Selecting Text
Before formatting or editing existing text, the text will need to be selected. You can select text using either
the mouse or the keyboard - whichever you prefer.
To select the text highlighted in the following example, click the mouse at position 1, then hold [Shift] and
click at position 2.
You can select multiple areas of the document so that formatting can be applied to non-contiguous text in a
single step.
Drag the mouse over the first block of text you wish to select, then release the mouse button
when complete
Hold [Ctrl] and drag the mouse over the next block of text, again releasing the mouse when
complete
Repeat the above step until all text is selected
Selection Shortcuts
The following shortcuts can be used to select text with the mouse:
Select By
Word Double clicking over the word
Sentence Holding [Ctrl] and clicking anywhere over the sentence
Line Positioning the mouse in the left margin of the line and clicking once
Paragraph Positioning the mouse anywhere in the left margin of the paragraph and double clicking
Entire document Positioning the mouse anywhere in the left margin and clicking three times
In the following example, click once at the arrow position to select the second line of text. Click twice to
select the paragraph, and three times to select the entire document.
Editing Text
Text in a document can be edited by inserting new text or deleting existing text.
Inserting Text
As you type inside a block of text, existing text will shift to the right to make room for the new text - this is
known as Insert mode and is selected by default.
If you wish to replace existing text with your new text, this can be done using Overtype mode.
Right-click over the status bar along the bottom of the screen. If the Overtype command is not
selected, click on this now
Click on the Insert indicator on the status bar to switch to Overtype mode
Type the new text - this will replace any existing text at the cursor position
Click on the Overtype indicator on the status bar to return to insert mode
Deleting Text
Characters are deleted by positioning the cursor and pressing [Delete] to remove the next character or
[Backspace] to remove the previous character.
Larger amounts of text are deleted by selecting the text and pressing [Delete].
Keystroke Action
Ctrl Delete Delete all text from the cursor position to the end of the word.
Ctrl Backspace Delete all text from the cursor position to the beginning of the word.
Clearing Text
The Clear command is used to clear only the formatting from your text. The text itself will remain, but any
character or paragraph formatting will be removed.
Select the text that contains the formatting you wish to remove
Click on the Clear Formatting button in the Font group of the Home Ribbon
Text can be moved or copied using the standard cut, copy and paste commands which are available on the
Home ribbon.
The following keyboard shortcuts can also be used to move and copy text.
Keystroke Action
[Ctrl C] Copy
[Ctrl X] Cut
[Ctrl V] Paste
Text can also be moved or copied using the drag and drop facility:
Position the mouse over the edge of the selected text to display the white arrow shaped mouse
pointer
Drag the text to a new location and release the mouse button
To copy text using drag and drop, hold [Ctrl] while dragging and release the mouse button before releasing
the [Ctrl] key.
Paste Options
When you paste text or other items into your Word document, you often have a choice of how the data
should be inserted.
After pasting your data, look in the bottom-right corner of the block of data - you will see a paste
icon
Position the mouse over this icon to display a drop-down arrow
Click on the drop-down arrow and choose how you wish to paste the text or item
Option Description
Keep Source Formatting This will format the text as it appeared in the original document, even if this
format is different to the current document
Match Destination This will reformat the text using the format set at the cursor position, and the
Formatting styles of the document you are pasting into
Keep Text Only This will remove all formatting and paragraph breaks from the text
Click on the Undo button on the Quick Access Toolbar to undo the last command
Click on the drop-down arrow after the Undo button to select the command you wish to undo up to
Click on the Redo button on the Quick Access Toolbar to redo the last command
Click on the drop-down arrow after the Redo button to select the command you wish to redo up to
The following keyboard shortcuts can also be used to undo and redo commands:
Keystroke Action
[Ctrl Z] Undo
[Ctrl Y] Redo
Repeating Commands
The Repeat command will repeat the action just performed and can be used to carry out the same task on
a number of different areas of the document. Press [F4] at any time to repeat the last command.
On the Home ribbon, click on the Find button of the Editing group
In the Find What box, type the text you wish to locate
Click on Find Next to find the first occurrence of the word, then Find Next again until the correct
occurrence is found
Alternatively, you can highlight all matches of the text in the document. Click on the Reading Highlight
button and choose Highlight Text to do this:
Additional search options can be set in the Find dialog box by clicking on the More button:
Option Description
Match case Find only those occurrences with the exact combination of uppercase and lowercase
letters specified in the Find What box.
Find whole Find occurrences that are entire words and not part of a larger word.
words only
Use wildcards Enable use of the wildcard characters * and ?. For example, "S*n" will find all words
starting with "S" and ending with "n" while "S?n" will find only three letter words starting
with "S" and ending with "n"
Sounds like Find words that sound the same as the search text but are spelled differently e.g.
"colour" and "color"
Find all word Find all forms of the search text e.g. "find" and "found".
forms
Finding Formatting
It is possible to find text that is formatted in a specific way e.g. all text using the Arial font or all text
coloured red:
On the Home ribbon, click on the Find button of the Editing group
Click on the More button to show additional options
Click on the Format button
Choose the type of formatting you wish to locate e.g. Character or Paragraph
Choose all formatting you wish to find, then click on OK to return to the Find dialog box
Click on Find Next to find the next occurrence of the formatting
Click on the No Formatting button in the Find dialog box to clear all formatting from the search criteria and
return to finding text only.
Replacing Text
The Replace command allows you to change one or all occurrences of the text automatically.
On the Home ribbon, click on the Replace button of the Editing group
Finding Synonyms
The Synonyms command is a quick way of finding similar words to the current word of the document.
Right click anywhere over the word you wish to find a replacement for
Choose Synonyms to display a sub-menu of possible replacements
Click on the synonym you wish to use - the current word will be replaced with your choice
The thesaurus can also be used to find synonyms to replace words in the document, but displays the
results in a task pane that can be browsed to find further synonyms.
Position the mouse over a word in the results task pane, then click on the drop-down arrow to
view options to Insert, Copy or Look Up the word to find further synonyms
Press [Shift F7] to quickly look up the selected word in the Thesaurus.
Changing Case
If text was typed using the wrong case - for example upper case instead of lower case, it is not necessary
to delete the text and retype it. Simply change the case of the text as follows:
Option Description
Sentence Case Capitalises the first letter in each sentence
Lower Case Converts all text to small letters
Upper Case Converts all text to capital letters
Title Case Capitalises the first letter of each word
Toggle Case Reverses the case of selected text - existing capitals to small letters and vice versa
The [Shift F3] shortcut can also be used to switch selected text between cases.
If a paragraph is selected, the text will switch between upper, lower and sentence case
If a single line of text is selected, the text will switch between upper, lower and title case
Go To
If you are working in a long document, you can use the Go To command to move to a specific page or
other item in the document e.g. to a specific heading or table number.
On the Home ribbon, click on the drop-down arrow of the Find button of the Editing group
Choose the Go To command
Choose the item you wish to go to e.g. page, table or heading - Page will be selected by default
Type the number of the item you wish to move the cursor to
Click on Go To or press [Enter]
When the correct location is displayed, click on Close or press [Escape]
Browsing Documents
The buttons at the bottom of the vertical scroll bar are used to browse through the pages of a document.
Click on the Previous Page button (1 in the image below) to move the cursor to the previous page
Click on the Next Page button (2 in the image below) to move the cursor to the next page
You can also browse the document by other objects e.g. to move through the tables or images of the
document:
Click on the Browse button, between the Previous Page and Next Page buttons
Select the type of object you wish to browse e.g. section or table
Use the Previous Page and Next Page buttons to browse the selected objects
Click on the Browse button and choose Browse by Page to reset the buttons so that they move between
the pages of the document.
If you have more than two documents open, choose the document you wish to compare with
Click on OK
The View Side by Side buttons will now be available in the Window group of the View ribbon.
Synchronous Scrolling Synchronise documents so that as you scroll down one, the other will
scroll at the same time
Reset Window Resize both windows so that they are equal in size on the screen
Position
Click on the View Side by Side button to turn this feature off and return to viewing one document on
screen.
Switching Windows
Word 2007 opens a separate application window for each document that is opened in a session. Each
document has its own button on the Task Bar - click on a button to activate that document.
You can show all open documents on screen by clicking on the Arrange All button on the View ribbon.
The following keyboard shortcuts can also be used to switch between open documents:
Keystroke Action
Ctrl F6 Open Next Document
Shift Ctrl F6 Open Previous Document
By default, the Clipboard Task Pane will display whenever you copy an item in Word, Excel or PowerPoint.
The Clipboard can hold 24 items and can be displayed in other applications too, allowing you to paste
Office data into these.
If the Clipboard Task Pane does not show by default, click on the More Options button in the Clipboard
group of the Home ribbon:
When the Clipboard task pane is displayed in Word, an icon will also appear on the task bar tray at the
bottom of the screen. Use this icon to show the Clipboard in any application that you wish to paste data
into.
You can remove the Clipboard icon from the task bar by clicking on the Options button at the bottom of the
Clipboard task pane. Un-check the option to Show Office Clipboard Icon on Task Bar.
Once the Clipboard Task Pane is displayed, you can insert any item stored in the clipboard.
To paste from the clipboard, click on the item's icon on the Clipboard task pane
To paste all items from the clipboard, click on Paste All at the top of the Clipboard task pane
To clear all items from the clipboard, click on the Clear All button at the top of the Clipboard task
pane
Close the Clipboard task pane by clicking on the x in the top-right corner of the task pane
Up to 24 items can be stored in the Clipboard. If the clipboard is full and you attempt to add another item,
the earliest item placed in the clipboard will be over-written.
Research
The Research task pane allows you to find reference information from a number of sources without leaving
Office 2007. You can insert any found information into your document.
Show the Research pane by clicking on the Review ribbon, then on the Research button of the
Proofing group
Click on the drop-down arrow of the All Reference Books list and choose the service you wish to
use e.g. Thesaurus or Encarta Encyclopaedia
To quickly research any text in your document, hold [Alt] and click on the text. All reference books will be
searched for the text and any results will be displayed.
Adding Services
Click on the Research Options link at the bottom of the research task pane - a list of standard
research options will be shown
Tick each option you wish to make available, and remove the check from any options you do not
wish to use
Click on OK when complete
You can copy any text from the research pane into your document by selecting the text, then right-clicking
over the selection. Choose Copy from the shortcut menu, then paste the text into your document as
normal.
Smart Tags
A smart tag is a button that appears while you are creating your document, offering options and commands
that are relevant to the task you are performing.
You can control which smart tags Word displays in your document as follows:
If set as above, smart tags will appear when you type certain data into your documents, such as names or
dates. To show smart tag options:
Position the mouse over the text that contains a smart tag - this will show with dotted purple
underlining
Position the mouse over the information button at the top-left of the text
Font Italics
You can also right-click over selected text to show the Quick Formatting bar - this will appear above the
shortcut menu:
Character Formatting
Character formatting includes fonts, size of text, colour of text and effects such as bold and italics.
The Home ribbon contains shortcuts for the following text formatting options:
Font Underlining
Change the size of the text by clicking on the drop-down arrow of the Size box and choosing the
size in points - there are 72 points to an inch
Add bold, italics or underlining to the text by clicking on each button
Change the colour of the text by clicking on the drop-down arrow of the Text Colour button.
Choose the required colour from the palette or click on Automatic to set the text colour back to the
default - usually black
Click on the Clear Formatting button on the ribbon, or press [Ctrl Space], to clear all character formatting
from the selected text.
Additional character formatting can be applied through the Font dialog box:
The Character Spacing tab can be used to set the spacing between characters and the position of the text
from the typing line (e.g. raised or lowered).
Formatting Shortcuts
The following keyboard shortcuts can also be used to format selected cells:
Keystroke Action
Ctrl B Bold
Ctrl U Underlining
Ctrl I Italics
Shift Ctrl D Double underline
Shift Ctrl W Word underline
Shift Ctrl K Small Caps
Ctrl = Subscript
Shift Ctrl = Superscript
Shift Ctrl > Increase size of selected text
Shift Ctrl < Decrease size of selected text
Paragraph Alignment
Alignment via the Ribbon
The Alignment buttons on the Home ribbon can be used to set the alignment of the current or selected
paragraphs.
If you wish to align a single paragraph, click anywhere in that paragraph. Otherwise, select the
paragraphs you wish to format
Click on the appropriate Alignment button on the Home ribbon
Button Alignment
Left
Centre
Right
Justified
Press [Ctrl Q] to remove all paragraph formatting from the selected text, including paragraph alignment.
Alignment can also be applied through the Paragraph dialog box - this is especially useful if you have the
dialog box active for another command.
Alignment Shortcuts
Keystroke Action
Ctrl L Left Align
Ctrl E Centre
Ctrl R Right Align
Ctrl J Justify
Paragraph Spacing
Line spacing controls the space between individual lines of the paragraph while paragraph spacing controls
the space between paragraphs.
The following example shows the default single line spacing with 12pt space above each paragraph:
Line Spacing
Paragraph Spacing
Spacing Shortcuts
Keystroke Action
Ctrl 1 Set line spacing to single
Ctrl 2 Set line spacing to double
Ctrl 5 Set line spacing to 1½
Ctrl 0 Set spacing before paragraph to 12pt
The [Ctrl Q] shortcut can be used to reset all paragraph formatting of the selected text, including paragraph
and line spacing.
You can add bullets or numbering to paragraphs as you type, or format paragraphs after they have been
entered.
Click on the drop-down arrow of the Bullets or Numbers icon to show the default bullet and numbering
styles in the Library, or the last styles you have used in a document.
Restarting Numbering
If your document contains a number of lists, you can choose whether to restart each list at number one, or
continue numbering from the previous list. When you start a new numbered list, a smart tag is displayed
that will let you choose how to number the new list.
Position the mouse over the smart tag to show the drop-down arrow
Click on the drop-down arrow and choose to Restart Numbering rather than continue from the
previous list
To change the numbering of an existing list, right-click over the number you wish to change, then choose to
Restart Numbering at 1 or Continue Numbering from the previous list.
Numbered lists can be formatted to include all required options - including different numbering styles, fonts
and starting numbers.
Choose the style of numbers or letters from the Number Style from the drop-down list
Click in the Number Format box and enter any characters to appear before or after the number
Click on the Font box to change the font, colour and size of the number, clicking on OK when
complete
Choose how the numbered paragraph should be aligned - left, right or centred
Click on OK
Bulleted lists can be formatted to include all required options - including different bullet styles, fonts and
spacing.
Click on the Symbol button to choose a new symbol to show as the bullet. Choose the required
font from the Font drop-down list, then click on the required bullet symbol. Click on OK when the
required symbol has been selected.
Click on the Picture button to use an image as a bullet symbol. ClipArt will be launched
automatically and all picture bullets displayed. Click on the required picture, or click on Import to
import a custom image to use as a bullet symbol. Click on OK when the required picture has been
selected.
If using a symbol bullet, click on the Font box to change the colour and size of the symbol,
clicking on OK when complete
Click on OK
Each document in Word has a set of styles attached to it that can be used to format the different elements
of your document.
You can format text to a quick style using the gallery on the Home ribbon:
Click on the drop-down arrow of the Quick Style list on the Home ribbon
Click on the style you wish to apply to the selected text
To show the full list of styles available in the document, click on the More Options button in the Styles
group of the Home ribbon. This will open the Styles pane, which lists all styles available in the document.
Changing Styles
You can change the style set applied to the document to change the format of each style.
The following document has the default Office 2007 style set attached:
The following document has the Modern style set attached, with the Civic colour scheme applied:
Change the colour scheme used by the styles by clicking on the Change Styles button and
choosing Colours then the colour scheme you wish to use
Change the fonts used by clicking on the Change Styles button and choosing Fonts then the main
font to use in the document
Once you have selected the style set, colours and fonts, click on the Change Styles button then on Set as
Default to set the default format for all new documents created.
Applying Themes
Themes allow you to format a file in a number of ways.
When you apply a theme, it will be applied to all pages in the document, regardless of the text selected
when you choose the command.
For example, the following document was created using the default theme:
Themes can be customised if they don't follow the exact format that you require:
Click on the drop-down arrow of the Colors box and choose a colour scheme for the theme
Click on the drop-down arrow of the Fonts box and choose a font set to use
Click on the drop-down arrow of the Effects box and choose the effects to be applied to inserted
objects
The cursor will be placed in the header or footer, allowing you to add any custom text to the header or
footer as required. To return to the main part of the document, click on the Close Header and Footer
button on the Header and Footer Design ribbon.
To remove a built-in header or footer, click on the Header or Footer button on the Insert ribbon and
choose Remove Header or Remove Footer.
To add the date and/or time, click on the Date and Time button, choose the required date/time
format, then click on OK
Click on the Close Header and Footer button on the Header and Footer Design ribbon.
An existing header or footer can be edited by double clicking on the header or footer text while in Print
Layout view.
Setting Margins
To set the margins that will appear between the edge of the paper and the printed text:
Choose a default margin setting (normal, wide or narrow) or click on Custom to set specific
margins. Enter the margins for the top, bottom, left and right of the page, then click on OK
The Gutter is additional space in the margin for punching or binding - this can be set at the left or top of the
page.
Additional print options are set through the Page Layout ribbon:
Click on the drop-down arrow of the Size button and choose the required paper size
Click on the More Information button for more print options
Click on the Layout tab for additional options such as the vertical spacing of the page:
Multi-Level Lists
Multi-level numbering is used to number paragraphs using a hierarchy of numbering levels.
You can now type each paragraph of text, pressing [Return] after each. Each paragraph will be numbered
using the format of level 1.
Click on the Increase Indent icon on the Home ribbon to use the next level of numbering e.g. to
change from 3 to 2.1
Click on the Decrease Indent icon on the Home ribbon to use the previous level of numbering e.g.
to change from 2.1 to 3
The following keyboard shortcuts can also be used to change the numbering level:
Keystroke Action
Shift Alt Next Numbering Level
Shift Alt Previous Numbering Level
Indenting Text
The ruler is used to set paragraph indenting. If the ruler is not displayed, click on the ruler button at the top
of the vertical scroll bar.
Once the ruler is displayed, you can use the indent maker to set the position of the first line of text, and
remainder of the paragraph.
Drag the top arrow of the indent marker to the required position of the first line of the paragraph
Drag the bottom arrow of the indent marker to the required position for remaining lines of the
paragraph
If you wish to move the first and remaining lines of the paragraph together, drag the square box to
the required position
Once the indent distance is set on the ruler, use the following buttons on the Home ribbon to increase or
decrease the indent:
Click on the Increase Indent icon to move the indent to the right:
Click on the Decrease Indent icon to move the indent to the left:
Keystroke Action
Ctrl T Indent all lines of paragraph except the first by 0.5"
Shift Ctrl T Decrease the indent of all lines of paragraph except first
Ctrl M Indent all lines by a further 0.5"
Shift Ctrl M Decrease the indent of all lines by 0.5"
Paragraph Borders
Click on the drop-down arrow of the Borders button and choose Borders and Shading at the
bottom of the menu
Choose the Style of line you wish to use as a border
Click on the drop-down arrow of the Colour box and choose the colour you wish to add to the
borders
Click on the drop-down arrow of the Width box and choose the border thickness
Use the buttons around the Preview diagram to indicate where the borders should appear around
the selected cells
Click on OK
Paragraph Shading
To choose a different colour, click on More Fill Colours to display a full palette from which any
colour can be selected. Use the Standard tab to choose from the palette, or click on the Custom
tab to enter the RGB (red, green blue) values of a colour. Click on OK when complete
Setting Tabs
Tabs settings control the space over which the cursor jumps when [Tab] is pressed and are used to ensure
columns of text or numbers are properly aligned.
Setting Tabs
The ruler is used to set tabs. If the ruler is not displayed, click on the ruler button at the top of the vertical
scroll bar.
Left Aligns the left side of the column over the tab setting
Right Aligns the right side of the column over the tab setting
Decimal Used with numbers to align the decimal point over the tab
To set tabs:
Position the cursor where the tabulation will begin or select existing text to be tabbed
Click on the tab box at the beginning of the ruler until the required tab-type is shown
Click on the ruler position where the tab should appear
Repeat the above steps until all tabs have been set
Press [Shift Enter] between each line of the tabulation text to ensure any changes made to the tab settings
of one line affect all lines of the table.
Bar Tabs
Bar Tabs can be set where vertical lines should appear automatically in the tabulation.
Click on the tab box at the beginning of the ruler until the bar tab setting is displayed.
Click on the ruler where the vertical line should appear.
The following tab-types are also available and are used to indent paragraphs rather than tabulate them:
First line
Click on the ruler where you wish the first line of the paragraph to begin
indent
Hanging Click on the ruler where you wish all lines of the paragraph except the first to
indent line-up
Dot leaders are used to fill the space leading up to a tab setting with a character, either dots, dashes or
underscores. The following types of leaders can be set:
Highlighting Text
Highlighting is used to mark important text and works in the same way as a highlighter pen on a piece of
paper. It is especially effective if the document will be e-mailed rather than printed.
Click on the drop-down arrow after the Highlight button of the Home ribbon
Select the colour you wish to use
To remove the highlight from text, click on the drop-down arrow of the Highlighter button and choose
None. Drag over the highlighted text.
Format Painter
The Format Painter is used to copy formatting from one area of the document to another. Character
formatting such as fonts, bold and underlining can be copied, as well as paragraph formatting such as line
spacing and alignment.
To copy character formatting, select any word(s) containing the formatting. To copy paragraph
formatting, select the entire paragraph containing the formatting to be copied
Click on the Format Painter button on the Home ribbon
The mouse pointer will display a paintbrush - drag the mouse over the new text to contain the
formatting options copied
To copy formatting to more than one location, double click on the Format Painter button. Select all new
blocks of text to copy the formatting to, then click on the Format Painter button again to switch it off.
Page Colour
The page background can be changed to a single colour or effect - this is for onscreen viewing only and will
not print.
To set a single colour background, click on the colour you wish to use
To choose a different colour, click on More Fill Colours to display a full palette from which any
colour can be selected. Use the Standard tab to choose from the palette, or click on the Custom
tab to enter the RGB (red, green blue) values of a colour. Click on OK when complete
Choose a background effect by clicking on Fill Effects. Choose the required tab (see below) and
the required formatting options. Click on OK when complete
Fill effects:
Effect Description
Gradient Click on the this tab to add shading to the background. Choose One Colour to shade a single
colour with black or white or Two Colours to shade any two colours. Choose Preset for pre-
set shading options such as Fire or Rainbow.
Texture Click on this tab to add a pre-set texture e.g. marble or wood to the background.
Pattern Click on this tab to add a two-colour pattern to the background. A choice of Foreground and
Background colour can be made.
Picture Click on this tab to add a picture to the background. Click on Select Picture and locate the
image to be used before clicking on OK.
Page Borders
Page borders can be applied to all pages in a document.
To add borders:
Choose the required pre-set option from the Setting list on left-hand side of the dialog box e.g.
Shadow or 3D
Alternatively, choose the Custom option from the left-hand side of the dialog box, then choose the
required Style, Colour and Width for the borders
To add a graphic border, choose the required style from the Art drop-down list
In the Preview pane, click on the borders you wish to apply
Click on OK
The position of the border in relation to the margins or edge of the page can be set using the Options
button.
If the correct number of columns does not appear in the Number of Columns box, type or select
the number of columns to appear in the table
In the Separate Text At box, choose the character separator to be used to split the text into
columns
Choose how you wish the columns to be sized e.g. a fixed column width or according the content
of each column
Click on OK
Calendars
Double tables with two sets of identical columns
Matrix tables for standard table layouts
Tabular lists of two columns only
Tables with one or two sets of subheadings
Once the table is inserted, you can make any changes to the table structure, content and format.
If you have created a table that you wish to re-use in the future, you can add your own table to the Quick
Tables list.
Select the table by clicking inside the table, then on the icon in the top-left corner of the table
The new table will show at the bottom of the Quick Table list when you choose the Insert Quick Table
command.
When you exit Word after adding a new quick table, you will be asked if you wish to save the change to the
Building Blocks template. Click on Yes if you want to be able to use the table when you access Word in the
future.
Inserting Tables
To create a table:
The cursor is positioned automatically in the first cell of the table. As you type, text will wrap in the first cell,
as it does when typing normally in the document.
You can also insert a table by typing the number of columns and rows:
Resizing a Table
When a table is selected, a new icon displays in the top-left corner, indicated as (1) below. This icon can be
used to drag the table to any position of the screen, so that the body text of the document wraps around the
table.
The icon in the bottom-right corner of the table, indicated as (2) below, can be used to resize the table
quickly.
Selecting Tables
Before formatting can be applied to a table, the part of the table you wish to format must be selected. This
can be done by dragging the mouse over the cells or using the following shortcuts.
To select a column, click once at the top of the column, as indicated by (1) below
To select a row, click once outside the left border of the row, as indicated by (2) below
To select a cell, click once inside the left border of the cell, as indicated by (3) below
To select the entire table, click on the cross indicator in the top-left corner of the table.
You can select a range of cells in a table by clicking on the first cell you wish to select, then holding [Shift]
and clicking on the last cell you wish to select.
Once a format has been applied, you can choose additional options in order to change the format to suit
you.
Option Description
Header Row Sets a different format for the top row of the table
First Column Sets a different format for the left-most column of the table
Total Row Sets a different format for the bottom row of the table, used to show totals for each
column
Last Column Sets a different format for the right-most column of the table
Banded Rows Shades each alternate row differently so that the rows are easier to distinguish
between
Banded Columns Shades each alternate column differently so that the columns are easier to
distinguish between
You can create a new style based on an existing table style as follows:
Use the buttons and drop-down lists under the Apply Formatting To box to choose the format to
be applied.
Buttons Description
1 Set the font, size and style of any text typed in these cells of the table
2 Set the style, thickness and colour of the borders around these cells
3 Set the background colour of the cells
4 Set the way in which text is aligned within the cell
For additional formatting options, click on the Format button and choose the required option e.g.
Borders and Shading or Banding. Choose the format to apply, then click on OK
All new and modified styles will be listed under Custom at the top of the Table Styles list when you click on
the drop-down arrow of the Table Styles button on the Design ribbon.
Choose whether the new table format will be available Only in this Document, or in all New
Documents based on this template
Click on OK when all formatting has been applied
To set a custom format as the default used for all tables in the document, click on the drop-down arrow of
the Table Styles list and right-click over the format you wish to set as the default. Choose Set As Default
from the shortcut menu displayed.
Borders can be added as part of a table style, but can also be removed or customised as required.
Select the entire table by clicking on the table indicator in the top-left corner of the table
Click on the Design ribbon
Click on the drop-down arrow of the Borders button and choose No Border
If you have removed the borders from a table, you can show table gridlines which indicate where the
borders of the table are, but won't print. To do this, click on the Layout ribbon, then on the View Gridlines
button.
Click on the drop-down arrow of the Width box and choose the border thickness
Use the buttons around the Preview diagram to indicate where the borders should appear around
the selected cells
Position the mouse pointer over the right border of the column to be changed
Drag to the left or right to resize the column
Release the mouse button when the width has been set
Depending on the key you are holding when the column width is changed, the result will be different.
Example Description
Original table
The AutoFit command can be used to set the width of a column automatically to fit the longest text entry or
number within that column.
Position the mouse pointer over the right border of the column you wish to set
Double click the mouse
Multiple selected columns can be sized equally by clicking on the Distribute Columns button on the
Layout ribbon.
Row height can be changed by positioning the mouse at the bottom of the row to be adjusted and dragging
the new mouse pointer up or down. In the following example, the red border would be dragged down to
make the first row larger.
Multiple selected rows can be sized equally by clicking on the Distribute Rows button on the Layout
ribbon.
When the row height has been changed, the text can be positioned at the top, centre or bottom of the row:
For example, select the shaded column to add a new column before or after the South column:
Select the shaded row to add a new row above or below the February column:
The number of cells you select will determine the number of columns or rows inserted. For example, if you
select two rows in the table, then click on the Insert Below button, two new rows will be inserted below the
selection.
In the following example, the three cells of the first row have been merged, while the last cell of the table
has been split into two columns:
To merge cells:
Drawing Tables
The table drawing tool can be used to draw customised tables containing columns and rows of any size.
To draw the table itself, point the mouse where the top-left corner of the table should appear. Click and
drag the mouse to the bottom-right corner of the table.
Once the frame of the table has been created, columns and rows can be added. Add columns or rows by
pointing where the beginning of the divider line should appear, then clicking and dragging to the end of the
line. To add a row then a column, for example, drag across from point 1 below, then down from point 2:
Click away from the table when all lines have been drawn.
To erase a line, click on the Eraser button, then on the line you wish to remove.
The Excel object will be stored in the Word document and, as such, can significantly increase the size of
the file.
You can resize the object by clicking in the corner and dragging the table to show more or less columns
and/or rows.
When the object is active, Excel's ribbons and commands will be displayed.
Double-click on the Excel object at any time to edit the object and show Excel's commands once again.
Table Properties
The Table Properties dialog box contains options to set the size, alignment, wrapping and column / row
settings of the table.
Show table properties by clicking on the Layout tab, then on the Properties button.
Use the Table tab to set the overall width of the table in centimetres/inches or as a percentage of
the page width. This tab is also used to set table alignment and text wrapping around the table
Show table properties by clicking on the Layout tab, then on the Properties button
It will now be possible to click the cursor to the right of the table and type text as required.
You can also change the position of the table by clicking in the table, then clicking on the indicator in the
top-left corner of the table. Drag the table as required, then release the mouse button.
Table Calculations
Quick formulae can be inserted to add a column or row of figures.
Position the cursor in the blank cell to contain the total. This should immediately follow the cells
containing the values to be added
Click on the Layout tab
Click on the Formula button in the Data group
To add a column of figures, ensure the formula reads =sum(above) while to add a row of figures,
ensure the formula reads =sum(left)
Click on the drop-down arrow in the Number Format box and select the required number format
(see table below)
Choose OK to insert the total
The following number formats can be entered in the Formula dialog box to ensure the result is formatted as
required.
Code Description
#,##0 Display the number with commas at every thousand and no decimal places
#,##0.00 Displays the number with commas at every thousand and 2 decimal places
£#,##0.00;(£#,##0.00) Displays the number with a pound sign, commas at every thousand and 2 decimal
places. Negative numbers will appear in brackets
0 Displays the number with no commas or decimal places
0% Multiplies the figure by 100 and displays a percent sign
0.00 Displays the number with no commas and 2 decimal places
0.00% Multiplies the figure by 100 and displays a percent sign and 2 decimal places
If the figures in the table change in any way, select the table and press [F9] to update all formulae.
To sort a table:
If your table contains column headings that should remain at the top of the table, ensure My List
has Header Row is selected
Under Sort By, choose the columns you wish to sort
Choose the Type of data in the column - Text, Number or Date - to will ensure data is sorted
correctly
Choose Ascending or Descending as required
Choose OK to sort the data
It is only possible to sort a column in order of its first word, and not by any additional words in the same
column.
As you create the table, system page breaks will be inserted into the table automatically when the table
wraps to a new page. Headers will not repeat if you add page breaks manually.
Cell Margins
You can set the margins of the cells of your table, so that the text typed inside the cells is positioned away
from the border.
In the following example, margins have been set at the top, bottom, left and right of the cell, giving a much
neater appearance to the table:
Inserting Images
Word 2007 supports a large number of graphic formats so that images created in other applications may be
inserted into a document.
Click on the Insert ribbon, then on the Picture button in the Illustrations group
Click on the drop-down arrow in the Look In box and select the drive and folder in which the
image is stored
Select the name of the file from the list displayed
Click on the Insert button
If you want to insert multiple images in a single step, hold [Ctrl] and click on each image in the Insert
Picture dialog box. Click on Insert when all images are selected.
When an image has been inserted, the Format ribbon under Picture Tools can be used to edit the image,
for example:
Click on a picture style to change the appearance of the image e.g. to add a frame or drop
shadow
Use the buttons in the Adjust group to change the brightness, contrast and colours of the image
Click on the Compress Pictures button in the Adjust group to make the image smaller in size, to
reduce the size of your message. Click on OK to apply compression.
Inserting ClipArt
ClipArt can be added to a document to illustrate a point or add light relief to a complex document. ClipArt
categories include signs, maps, symbols, currency and cartoons.
Click on the Insert ribbon, then on the Clip Art button in the Illustrations group
Type a word or phrase that describes the picture that you are looking for, then click on Search
All matching images will be displayed in the Clip Art task pane:
Scroll through the images until you find the image you wish to use
Position the mouse over the image, then click on the drop-down arrow that will appear
Click on Insert to insert the selected image into the document
When searching for images in the Clip Art task pane you may wish to be more selective in your search
options so that fewer images are shown, and they match your specified criteria more precisely.
Type Description
ClipArt ClipArt, drawings and other static graphics
Photographs Photographs and scanned images
Movies Video clips, animated GIFs and other animations. Note that animated GIFs
will display only if the document is saved in HTML format and viewed in a
web browser such as Internet Explorer
Sounds Sound clips such as .WAV and .MP3 files
Inserting SmartArt
Word 2007's SmartArt feature allows you to create the following types of diagrams:
Click on the Insert ribbon, then on the SmartArt button in the Illustrations group
Choose the type of diagram you wish to create from the list on the left-hand side of the window
Choose the diagram you wish to create, then click on OK
Enter the text for each box in the diagram, pressing the arrow keys to move between each label
and [Return] to create a new label
Click away from the SmartArt to hide the text entry box. Click on the SmartArt again to show the text and
the Design and Format ribbons.
The Design ribbon can be used to change the layout, style and colour of the SmartArt:
Change the colour by clicking on the Change Colours button, then on the required colour scheme
Change the style by clicking on the drop-down arrow of the Style box and choosing a new format
Click on the Reset Graphic button on the Design ribbon to return the layout, style and colour to the default
settings.
Adding Shapes
Use the Shapes button on the Insert ribbon to add lines and shapes to your document.
Drawing Shapes
Shapes such as rectangles, ellipses, triangles and cylinders can be added as follows:
Click on the Insert ribbon, then on the Shapes button in the Illustrations group
Click on the type of shape you wish to draw
Position the mouse where the top-left corner of the shape should appear and drag the mouse
diagonally to create the required shape and size
Release the mouse button when the shape is correctly drawn
For example, to draw an oval shape, click on the Ellipse shape, then at point 1 on the document. Drag the
mouse to point 2 before releasing the mouse button.
Drawing Lines
Click on the Insert ribbon, then on the Shapes button in the Illustrations group
Click on the type of line you wish to draw
Position the mouse where the beginning of the line should appear and drag the mouse to create
the required length and direction
Release the mouse button when the line is correctly drawn
For example, to draw an arrow, click on the Arrow line, then at point 1 on the document. Drag the mouse
to point 2 before releasing the mouse button.
Drawing Shortcuts
The following keys can be held while drawing the shape to change the way in which the shape is created:
Key Action
Shift Forces a perfect shape or line e.g. a square or circle or straight line
Ctrl Draws the line or shape from the centre out
Shift + Ctrl Draws a perfect shape or line from the centre out
Selecting Shapes
An object or graphic must be selected before it can be manipulated in any way. It is possible to select a
single object, or multiple objects in the document.
To quickly select all shapes on the worksheet, click on a single shape then press [Ctrl A] to select all.
Shape Styles
The shape styles that are available to you depend on the theme that has been applied to the document:
As well as changing the style of a shape or line, you can also change the fill and outline colours manually.
Choose Picture to add a picture to the shape. Locate and select the image you wish to use, then
click on Insert
Choose Gradient to add shading to the shape, then choose from the default shades displayed
Choose Texture to add a pre-set texture to the shape e.g. marble or wood
Click on the More option on any of the Shape Fill or Shape Outline commands to view the Format Shape
dialog box.
The following menu options appear on the left-hand side of the window:
Additional formatting effects can be added to a shape or line by applying a shadow or 3D effect.
Use the button to the right of the Shadow Effect or 3D Effect button to position the effect on the
shape e.g. to move a shadow to the left or right
You cannot apply both a shadow and 3D effect. If you apply one and then the other, the original effect will
be lost.
Arranging Objects
By default, objects are stacked as they are created i.e. the first shape drawn will appear at the bottom of
the stack while the last shape drawn will appear at the top.
In the following example, the blue circle was drawn first, so appears at the bottom of the stack:
Aligning Objects
Alignment is used to ensure that shapes are precisely aligned with each other. If the Align Left option is
used, for example, all selected objects will be lined-up with the left-most object.
The following example shows the same shapes after centred alignment:
To align shapes:
Distributing Objects
Distribution will ensure the spacing between three or more objects is identical.
The following example shows the same shapes after horizontal distribution:
To distribute shapes:
Change the text direction by clicking on the Text Direction button - each time you click on the
button, the text will be rotated 90 degrees in a clockwise direction
Use the buttons in the Text Box Styles, Shadow Effects and 3D Effects groups to format the text
box as required
To move the box, click on the edge of the text box and drag to a new position in the document
You can choose how you wish the text of the document to wrap around your text box, for example:
Description Example
Text box with wrapping on all sides
Option Description
Square Text will wrap around all sides of the text box in a square shape
Tight Text will wrap around all sides of the text box in a square shape, but with a smaller
margin between the text and the text box
Behind Text The text box will be placed behind the document text - the document text will cover the
text box if in the same place.
In front of Text The text box will be placed in front of the document text, obscuring any text in the
same place.
Top and Bottom No text will wrap at the sides of the text box - all text will appear above or below
The Through setting is used with images that contain white space and will give the same result as the
Tight option when applied to a text box.
Creating Charts
When you create a chart in Word 2007, a new Excel worksheet will open, allowing you to enter all data for
the chart. When data is entered, you can close Excel and return to Word to view and format the chart.
To create a chart:
Choose the type of chart you wish to use from the left-hand menu
Choose the particular chart format you wish to use from the sample images on the right
Click on OK
Type the text to appear in the category access in the first column of the worksheet range
Type the text to appear in the legend in the first row of the worksheet range
Type the values to plot in the chart in the corresponding cells
If you have entered less data than was given in the sample, click in the bottom corner of the blue
range selector and drag to enclose only the data you have entered
Close Excel using the red cross in the top-right corner of the screen
Chart Layout
Word 2007 has a number of pre-set layouts that you can apply to your chart, to control where each element
is positioned e.g. the legend, data table, etc.
Chart Styles
Chart Styles can be used to apply pre-set formatting to your chart, to give the bars or lines a mix of colours.
Select the chart you wish to change by clicking once on the chart
Click on the Design ribbon
Click on the drop-down arrow of the Chart Styles box and choose the format you wish to use:
Adding Labels
The Layout ribbon of a selected chart can be used to fine-tune the chart layout, including adding titles and
legends.
Select the chart you wish to change by clicking once on the chart
Click on the Layout ribbon
In the Labels group, click on the button of the title you wish to add e.g. Axis Titles
To remove a label from the chart, click once on the label, then press [Delete].
The horizontal and vertical axes can be formatted to show in different ways.
Select the chart you wish to change by clicking once on the chart
Click on the Layout ribbon
In the Axes group, click on Axes then Primary Horizontal Axis
Choose the way in which the axis should be displayed:
Major gridlines appear at each value on the axis, while minor gridlines appear between major gridlines. Set
where the gridlines should appear by clicking on Axes, then Primary Vertical Axis, then More Primary
Vertical Axis Options.
Choose the type of chart you wish to use from the left-hand menu
Choose the particular chart format you wish to use from the sample images on the right
Click on OK
Charts are used to display values in a graphic format that makes them easier to understand. Once data is
in a graphic format, trends can be identified and future values can be forecast based on the current
findings.
There are a number of different types of charts that can be created in Word, the most common of which are
identified below:
Type Description
Column
This type of chart shows variations over a period of time or
illustrates comparisons between items.
Line
This type of chart shows trends in data over a period of
time. When compared to an area chart, line charts
emphasise the rate of change over time as opposed to the
magnitude of change.
Pie
This charts show the relationship or proportions of different
parts to the whole. A pie chart always contains one series
of data and is useful in emphasising a single element.
Bar
This type of chart shows individual figures at a specific time
or illustrates comparisons among items.
Area
This type of chart emphasises the magnitude of change,
rather than time and the rate of change. It also shows the
relationship of parts to a whole, by displaying the sum of
the plotted values.
XY (Scatter)
This chart type is commonly used for scientific data and
shows the relationship between values in several series of
data.
Type Description
Stock
This chart illustrates fluctuations in stock prices
representing opening, high, low and closing values.
Surface
In this chart colours and patterns indicate areas of the
same value. They are useful for finding optimum
combinations between two sets of data.
Doughnut
This chart is similar to a pie chart and shows the
relationship or proportions of different parts to the whole.
Bubble
This chart compares 3 sets of data using the position on the
chart and bubble size.
Radar
A radar displays each category on its own value axis
radiating from the centre point. Lines connect values in the
same series.
Once inserted, text boxes can be moved, sized and formatted in the same way as other shapes.
It is possible to link two or more text boxes, so that text flows from one to the other automatically as it is
typed.
To link a text box with another, first ensure the second text box is entirely empty.
Click on the second text box - the box you wish to link to
Once your text has filled the first text box it will automatically flow to the next text box.
To remove a text box link, click on the first box, then on the Break Link button on the Format ribbon.
A new drawing canvas will be created at the cursor position. The canvas can be resized as follows:
You can now draw any shapes on top of this canvas to include them in the canvas.
Connecting Shapes
You can connect shapes and lines that you have drawn using any of the lines from the Insert Shapes
button. When you connect two shapes, the connector will always stay between the shapes, even if they are
moved.
NB: In Word 2007 you can only connect shapes that are contained in a Drawing Canvas, and not shapes
that are inserted separately in the document.
To use connectors:
Insert a drawing canvas by clicking on the Shapes button on the Insert ribbon, then choosing New
Drawing Canvas
On the drawing canvas, draw the two shapes to be connected
Click on the Insert ribbon, then on the Shapes button
Choose the line you wish to use to connect the shapes
Click on the edge of the first shape, where the connector line should begin
Without releasing the mouse button, drag to the edge of the second shape, where the connector
line should end
Release the mouse button to add the connector
Changing Shapes
Once you have drawn a shape, you can change it to a different shape without losing the format of the
original shape. Any text typed inside the shape will remain, and it will stay in the same position on the
document.
Rotating Shapes
When an object is selected, a rotation handle is shown at the top of the object.
It is also possible to rotate images - both ClipArt and inserted file images - in this way.
If you prefer, you can rotate the image to a set 90 degrees to the left or right:
Flipping Shapes
Objects can be flipped to create a mirror image or rotated to any degree of the original shape.
For example, the following screenshot shows an original object that has then been flipped horizontally, then
vertically:
To flip an object:
Inserting WordArt
WordArt allows you to add enhancements to a text object, for example:
When WordArt is selected in the document, the Format ribbon can be used to change the style of the
WordArt.
Click on Edit Text to edit the text that the WordArt displays
Click on the Spacing button to change the character spacing of the WordArt e.g. to move the
characters closer together or further apart
Click on the Even Height button to set the size of the characters to be the same, regardless of
whether they are upper or lower case
Click on the Vertical Text button to show the text vertically rather than horizontally
Use the Alignment button to set the alignment of the text within the WordArt frame
Change the style of the WordArt by clicking on the drop-down arrow of the WordArt Styles list and
choosing a new option from the default styles displayed
To position the image in a set place in the document e.g. in the top left corner of the document, with text
wrapping around it:
To set text wrapping around the image with the option to move the image to any position in the document:
Option Description
Square Text will wrap around all sides of the text box in a square shape
Tight Text will wrap around all sides of the text box in a square shape, but with a smaller
margin between the text and the text box
Behind Text The text box will be placed behind the document text - the document text will cover the
text box if in the same place.
In front of Text The text box will be placed in front of the document text, obscuring any text in the
same place.
Top and Bottom No text will wrap at the sides of the text box - all text will appear above or below
Through If the image or shape contains white space, the text will show in this space
To zoom into the document, click on the + button of the zoom slider to increase the magnification
by 10% each time you click
To zoom out of the document, click on the - button of the zoom slider to decrease the
magnification by 10% each time you click
Drag the pointer up or down to increase or decrease the magnification as required
Save As
If you are saving an existing document after changes have been made, it is important to know the
difference between the Save and Save As commands.
Command Description
Save This command saves the current document under the existing name and replaces the
original version. Click on the Office button and choose Save, or click on the Save
button on the Quick Access Toolbar.
Save As This command requests a new name for the document and leaves the original
unchanged. Click on the Office button and choose Save As.
To choose a different drive to save the file to, click on the Computer icon in the Folder list on the
left of the Save As window
To choose a different folder on the same drive, click on the drive name in the navigation trail
along the top of the window
Double-click on the folder you wish to save the file to
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 in the File Name box and enter a new name for the file
Click on Save
Save As PDF
You can save a Word document as a PDF file, provided you have downloaded the add-on from the
Microsoft website.
PDF stands for Portable Document Format, and uses the Adobe Acrobat program to view its files. PDF files
can contain text, graphics, forms to be filled in by the user, interactive movie clips and links to web pages.
PDF files can have security built-in so that the viewer of the file can only read it and not change it in any
way. The other benefit to using PDF files is that the viewer will see the file exactly as you have saved it,
regardless
of their PC settings. The original graphic appearance of the document will always be preserved.
PDF files can be relatively small in size, so are popular for saving on the web. Many web sites will offer
PDF documents - providing more information about the site for you to download.
Print Preview
Print Preview is used to preview the document before printing.
The Print Preview ribbon shows all options for working in the preview screen:
Click anywhere on the page, or on the Two Pages button to show two pages of the document side
by side
Click again on the page, or click on the One Page button, to return to a single page
Click on the Shrink to Fit button to reduce the size of all text in the document so that it fits onto a
single page. Each time this button is clicked, the document will be resized to fit on one less page
Click on the Options button to show print options such as whether drawings and background
colours should print. Click on OK when all settings have been changed as required
Set the Margins, Orientation and paper Size using the buttons in the Page Setup group of the
ribbon. For additional page setup options, click on the More Options
Click on Close Print Preview or press [Esc] to exit Print Preview and return to the document
Printing Documents
To print a copy of the document:
The Print dialog box will open, allowing you to set exactly what should be printed.
Click on the drop-down arrow in the Name box to choose a different printer if required
In the Page Range box, choose All to print the entire document, or Current Page to print the page
on which the cursor is positioned. If you wish to print multiple pages, click in the Pages box and
type the pages to be printed e.g. 1-2, 8 to print pages 1,2,3 and 8
Increase or decrease the number of Copies as required
Click on OK to print the selected pages
To quickly print one copy of the document to the default printer without further options being displayed,
click on the Office button, then on the arrow next to the Print button. Choose Quick Print.
Emailing Documents
Word has a facility to quickly email the current document to any number of recipients without the need to
open Outlook 2007 manually.
A new Outlook email message will be created that contains the Word file as an attachment.
Click in the To box and type the address of the people you wish to send the file to. Separate
multiple names with a semi-colon
Click in the Cc box and enter the names of the people you wish to copy the message to
The subject will automatically set as the name of the file - select this and type a new subject if
required
Add any introductory text to the body of the message
Click on the Send button when complete
To send a PDF copy of the documents that others won't be able to amend, click on the Office button, then
on the Send button. Choose the Email as PDF Attachment command.
Word 2007 supports English, French and Spanish by default with other languages packs available to add to
this feature.
Choose the language you wish to use from the list displayed
Click on OK
When the spelling or grammar command is used, the appropriate dictionary will be used automatically on
the marked text. The AutoCorrect command will also change depending on the language being used as
Word has a different AutoCorrect list for each supported language.
The status bar shows the language set for the selected text. You can double-click on the language indicator
to change the language:
Translating Text
Word 2007 allows you to translate the text of your document to a number of languages including French,
German, Italian, Dutch, Spanish, Russian and Arabic.
The translation will be shown under Bilingual Dictionary in the task pane:
You can translate an entire document by submitting it to a free web service that works in conjunction with
Word 2007.
You will be warned that your text will be sent over the Internet - click on Yes only if you are not attempting
to translate sensitive or confidential text.
The translated text will appear as a web page and can be copied to Word as follows:
The translation screen tip can be used to quickly translate a word into English, Spanish or French as you
rest the mouse pointer over it.
Ensure the text you wish to view a translation of is set to the current language - this can be
English (US), French or Spanish
Click on the Review ribbon
Click on the Translation ScreenTip button in the Proofing group
Choose the language you wish to translate words to
You can now position the mouse over any word in your document to show a translation in the selected
language:
The properties pane will appear across the top of the document. Click in each box and fill in the properties
as required.
Tab Description
General The location and size of the file, creation and modification dates and the file
attributes
Summary Title, Subject and Author of the file as well as any keywords or comments
Statistics Displays the revision number and total editing time of the document
Contents Lists the different parts of the file e.g. the title
Custom An area for custom properties such as Client, Publisher and Typist
Marking as Final
When you mark a document as final, the document will be saved as read-only so that no more changes
can be made to the document. In addition, the status bar shows that this is the final version of the file.
Once a document is marked as final, you will not be able to enter new text into the document or change the
format in any way. The majority of ribbon commands will be disabled.
A message box will inform you that your document will be marked as final and saved as a read-only file.
Click on OK.
Another message box will confirm that the document has been marked as final:
The status bar will show the Final indicator, immediately following the language of the document:
Documents marked as final in Word 2007 will not be read-only if they are opened in earlier versions of
Word.
If you need to make changes to a document marked as final, click on the Office button, choose Prepare
and Mark as Final again to turn off this setting.
Compatibility Checking
If you need to share your documents with users that have previous versions of Word, you can use the
compatibility checker to see which features in your document they will be unable to see.
If your document contains VBC coding (macros), these may not work in previous versions of
Word
Theme colours, fonts and effects may appear differently in previous versions of Word
You will not be able to use the new SmartArt diagrams
You will be shown a dialog box that lists the features that are not supported in previous versions.
To save the file for a previous version of Word, click on the Office button and choose Save As. Change the
Save as Type as required, then click on Save.
Setting Passwords
You can set two types of passwords on your Word documents:
Type Description
Password to Open This password will be needed in order to open the document
Password to Modify Anyone can open the document, but this password will be needed to make
any changes to the file
Click on Save
If the file already exists, you will be asked if you wish to replace the file - click on Yes
If a modify password was set, you can click on the Read Only button to open the file without a password,
but will not be able to save any changes to the file.
Click on Save
When you open the file, you will be prompted whether you want to open it as read-only or not.