Microsoft Word 2007: intermediate Lessons

In this course for those with a basic knowledge of Microsoft Word 2007, you'll discover how to use document themes, find and replace text, use Format Painter, apply WordArt and create charts. You'll also learn how to use organizational and structural features within Word, add custom headers and footers and manipulate page setup and page layout functions to customize the look of your documents. 1. Microsoft Word tutorial: beyond the basics: working with text, graphics, color and objects Once you know how to create a simple document, you can raise the appeal factor with formatting techniques. In this lesson, you'll discover how to use document themes, find and replace text, use Format Painter, apply WordArt and create charts. 2. Microsoft Word tutorial: using page layout and page setup functions In this lesson, you'll learn how to use Word 2007 page layout and page setup functions in order to customize your document's margins and page orientation as well as manipulate other features to change the look of your document. 4. Microsoft Word tutorial: applying organizational and structural features to your documents In this lesson, you'll explore a variety of organizational and structural features available in Word 2007, such as footnotes, bibliographies, digital signatures, hyperlinks and more. 3. Microsoft Word tutorial: working with headers and footers Headers and footers are necessary to keep long documents orderly, especially by the use of page numbers, section titles and dates. In this lesson, you'll learn how to create custom headers and footers for your documents.

Welcome to the course

Microsoft Word tutorial: beyond the basics: working with text, graphics, color and objects
Once you know how to create a simple document, you can raise the appeal factor with formatting techniques. In this lesson, you'll discover how to use document themes, find and replace text, use Format Painter, apply WordArt and create charts. Microsoft Word 2007 is the latest version of this premier line of word processing programs, designed to help you create professional-quality documents, from letters and brochures to reports and Web pages. In this Microsoft Word 2007 free training, you'll go beyond the basics of using Word 2007 to explore document themes and page layout formatting, adding and modifying headers and footers, and incorporating organizational and structural features, such as footnotes, digital signatures, and more.

Start with the software

What you'll learn

This course consists of four lessons, each one with an assignment and a simple quiz. The lessons are:

This free Microsoft Word 2007 training course is one in a series of free Microsoft Word tutorials. The classes are designed to help you learn Word 2007 -- from the basics through advanced levels.

To make the most of the skills you will learn in this class, upgrade your current version of Microsoft Word to the latest release. Microsoft Office Word

Beyond the lessons, be sure to complete the assignments and quizzes. They're designed to reinforce important concepts and techniques you learned in the lessons. If you feel you need additional assistance or more detail on a certain topic at any point in the course, you can use the Microsoft Word Help feature. Throughout this course, we provide Flash examples. To view these examples, you need the Adobe Flash Player. Keep an eye out for notes with links that say "See how to ____" or something similar. Some of these files are very large (2 to 5 MB or so) and may take a while to appear or download if you have a slow connection.

Lesson 1, "Microsoft Word Tutorial: Beyond the Basics: Working with Text, Graphics, Color, and Objects," shows you how to raise a document's appeal factor with formatting techniques. In this lesson, you'll also discover how to use document themes, use Format Painter, apply WordArt, and create charts. Lesson 2, "Microsoft Word Tutorial: Using Page Layout and Page Setup Functions," shows you how use the Page Layout and Page Setup functions in Word 2007. Lesson 3, "Microsoft Word Tutorial: Working with Headers and Footers," explores headers and footers and shows you how to create custom headers and footers for your documents. Lesson 4, "Microsoft Word Tutorial: Applying Organizational and Structural Features to Your Documents," explains the use of organizational and structural features, such as cover pages, footnotes, digital signatures, and more.

Using document themes

Let's get started with the topics in Lesson 1.

Once you have the basics of Word 2007 under your belt, the fun can truly begin. Document themes are one of the great new features that Word 2007 offers. Now anyone can punch up their documents with color and sophistication. Document themes are complete sets of colors, fonts, and effects you apply with a single click of the mouse. You can change each of those items separately if you prefer; however, the idea behind document themes is to make it fast and simple to change everything in your document at once. A bonus to document themes: They're coordinated throughout Microsoft Office 2007. That means if you're presenting documents created in Word, Excel, PowerPoint, and Outlook, you can easily apply a consistent look and feel in all of them.

To get started, open Word 2007, create a new document, and then save it as WordInt-Practice1. Now, add a few elements to the document before you actually apply themes:

Every theme provides four text and background colors, six accent colors, and two hyperlink colors.

1. To add a headline to the document, on the document's first line, type Document Themes Rock!, and then press Enter. 2. Highlight that text, and then change the font size to 36 point. (Hint: Use the Font Size list located in the Font group of the Home tab.) 3. Add some SmartArt by selecting SmartArt > All > Vertical Box List on the Insert tab, and then click OK.

Notice that the current document has a white background, black lettering in the headline, and blue boxes and lines in the SmartArt. Now it's time to apply a document theme. Follow these steps: As you search for the Foundry theme, notice how the colors and text change in the other themes that your mouse pointer passes over -- that's Live Preview in action. 1. On the Page Layout tab, in the Themes group, select Themes > Foundry from the Document Themes gallery, as shown in Figure 1-1.

Figure 1-1: You can pick from a variety of themes in the document themes gallery.

Did you see how the headline instantly changed to reflect your choice? You didn't have to highlight the text at all. Now this new font with the Foundry color appears throughout the document.

1. Assume you want to change the font used in the Foundry theme, but you want to keep the color scheme. Go back to the Themes group on the Page Layout tab, and then select Fonts. Select a different font, such as Equity.

You can do the same kind of thing with colors and effects, too. Just select what you want from those galleries within the Themes group on the Page Layout tab. To see the available effects, select Effects > Module. See how the SmartArt changed? Dual lines are now shown instead of single lines.

Creating a customized theme

When you're ready to save your document, you can do it as you normally would using the Quick Access Toolbar or the Microsoft Office Button menu. However, if you've created a new document theme by customizing font, color, or effects options, you might want to keep that theme for future documents so

you don't have to reselect all those options again.

Quick Style galleries, such as the Document themes gallery, exist in several areas of Word 2007. When you change a document's theme, any items you've added using a Quick Style gallery also change to match the new theme. Follow these steps to save the theme you just created as a new document theme you can access in other documents: 1. On the Page Layout tab, in the Themes group, select Themes > Save Current Theme. 2. Type a name for the theme in the File Name text box. 3. Click Save.

Your new theme is saved in Word's Document Themes folder and is automatically available to you when you select the Themes command.

Using Format Painter

Now that you have an idea of how to use document themes in Word 2007, let's move on to using the Format Painter. Save your Word 2007 document using the Quick Access Toolbar, and then keep it open so you can continue to use it. If you've ever needed to change pieces or even large sections of text into a different format, you're going to love the Format Painter. This tool lets you instantly copy and apply formatting to text, and even lets you quickly format some simple graphical elements, such as borders and fills. Here's how to use Format Painter:

Test your formatting

The entire text in the sentence should now be in your selected font. To stop the formatting action and continue typing in the original font, press the Esc key on your keyboard. You can't use Format Painter to copy a font or font size in WordArt text. The Format Painter is not available for use when it's grayed out in the Clipboard group. It works best with simple text and graphics, such as shapes. For example, let's try it using some simple shapes:

1. In the document titled WordInt-Practice1, type the following text beneath the SmartArt graphic: A rock can roll into the most unusual places, even onto the stage at a rock concert. 2. Highlight the first part of the sentence, through the comma. 3. On the Home tab, select a different font from the Font list, such as Franklin Gothic Book. 4. In the Clipboard group, click Format Painter. 5. Click and drag the mouse pointer (which now looks like a paintbrush) over the remaining text in the sentence to highlight it --"even onto the stage at a rock concert." 6. Release the mouse.

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1. On the Insert tab, in the Illustrations group, select Shapes. 2. Pick the Rectangle shape from the Basic Shapes section in the gallery, and then draw it anywhere on your document. 3. Pick the Explosion 1 shape from the Stars and Banners section in gallery, and draw it on your document. Both shapes should appear as

Creating WordArt

Now that you know how to use Format Painter to your advantage, let's create some WordArt in your document.

simple line drawings. Select the rectangle object you drew. Pick a shape style from the Shape Styles gallery. On the Home tab, click Format Painter. Select the Explosion 1 object you drew. Format Painter applies the same shape style you selected for the first shape. 8. Save your document. 4. 5. 6. 7.

When you're ready to create some fun, hip text for your document, you'll want to use WordArt. In Word 2007, WordArt is a gallery of decorative text styles that's easy to use and apply. These styles are terrific for creating flyers or other documents in which you need to catch a reader's eye from a distance. To add WordArt to your document, follow these steps: 1. Click the location in the document where you want the WordArt to appear. 2. On the Insert tab, in the Text group, click WordArt. 3. Pick a style from the WordArt gallery, as shown in Figure 1-2.

Using dropped caps

You've probably noticed dropped caps -- large, dropped, initial capital letters --in various books. They're generally used at the beginning of a chapter to add interest and set apart new text from previous text. Dropped caps can also be used quite easily in Word 2007 documents. They can help you establish new sections in a lengthy document, for instance, or be used in special areas of a document.

Figure 1-2: WordArt gallery.

The text you entered has WordArt applied, giving it an entirely different look and feel. Now, take a look at the Ribbon. A tab labeled WordArt Tools Format is now available. Exploring the options on the tab reveals several ways you can modify and format your WordArt. For example, if your text is too tight, you can select Spacing in the Text group. Pick from one of the options (Very Tight to Very Loose) to space the text differently. Or, if you want to change the shadowing of the text, pick a command from the Shadow Effects group. You can even modify 3-D effects to suit your needs. Select the 3-D Effects command in the 3-D Effects group, and then hover your mouse pointer over different options to see how each impacts your WordArt. Want to quickly enlarge or reduce your WordArt? Click to select the WordArt object, and then click a text box handle and drag the WordArt to the size you prefer.

1. In the Edit WordArt Text dialog box that opens, enter any text you like, such as WordArt Is Cool, and then click OK.

To insert a dropped cap into a document, click the beginning of an existing paragraph where you want to place the dropped cap. Then, on the Insert tab, in the Text group, select Drop Cap. Select Dropped or In margin from the shortcut menu. Word displays examples of each style so you can decide which one is best for your document.

To edit the text, select the WordArt object, and then click Edit Text in the Text group of the WordArt Tools Format tab. The Edit WordArt Text dialog box opens, giving you some basic options for editing your text. Make any changes you'd like, and then click OK to close the dialog box. See how to create and edit WordArt.

Creating and formatting charts

Feel free to play around with WordArt and express your creativity! If you decide you don't like the original style you chose, just make a different selection using the WordArt Styles gallery. Now that you've become familiar with WordArt, let's take a look at how you can use charts in your Word 2007 documents. Charts are a useful tool in Word 2007 because they can help focus the audience on key points by arranging data into categories. There are 11 different types of charts to work with, and each type has several subtypes, too. With a chart, you can illustrate differences or similarities in data, draw attention to trends, make comparisons, and more. You can create a chart in Word 2007 by following these steps: 1. On the Insert tab, in the Illustrations group, click Chart. The Insert Chart dialog box opens. 2. Select a chart from the Chart gallery in the dialog box, as shown in Figure 1-3.

Figure 1-3: Chart gallery. 1. Click OK.

The chart you've selected is placed into your document, and Excel 2007 opens a corresponding worksheet. You can enter data for the chart by entering it into the spreadsheet, or by right-clicking an element in the chart itself and selecting Edit Data from the shortcut menu. It's a fairly simple process to format individual chart elements, too. You'll occasionally want to give the chart a little flair. To format chart elements individually, just select the element, and then make changes as desired in the dialog box that corresponds to it. For example, insert a pie chart, and then follow these steps to change the Legend section for the pie chart: 1. Pick the chart element you want to format.

2. Click the Chart Tools Format tab. 3. In the Current Selection group, open the Chart Elements menu. The chart element options display, as shown in Figure 1-4.

Figure 1-4: Chart elements.

The legend section of the pie chart should now be the color you picked. See how to create and format a chart.

You can quickly format small sections of a chart by right-clicking a specific chart element, and then selecting Format Data Point or Format Data Series and using the options within the dialog box that opens.

1. Select Legend. The legend in the pie chart is highlighted. 2. Click Format Selection in the Current Selection group. The Format Legend dialog box opens. 3. Select Fill in the left pane, and Solid fill in the right pane. 4. Click the Color list arrow, and then select a color of your choice. 5. Click Close.

Save the WordInt-Practice1 file you've been working on during this lesson, if you like. You won't need it again for the remainder of the course.

Assignment #1
For this assignment:

Moving on

In this lesson, you discovered how to use document themes and Format Painter, apply WordArt, and create charts. In Lesson 2, you'll learn how to modify Word 2007's Page Setup and Page Layout settings in your documents. Before moving on, complete the assignment and take the quiz for this lesson.

WordArt is not only fun to work with, with the right selections and modifications, it can make your document look near-expertly created. In this assignment, you get to focus on fun rather than sophistication to discover what WordArt can do for you. 1. Open a new, blank document in Word 2007. 2. On the Insert tab, in the Text group, select WordArt.

Quiz #1
A) B) A) B) A) B) A) B) A) B) C) D)

Question 1: What's the complete set of colors, fonts, and effects called in Word 2007? Document effects Word themes True True Document themes Document thematics

3. Locate and select WordArt style 15. 4. In the text box, type Garage Sale Today, and then click OK. 5. Select WordArt again, locate and select WordArt style 15, and then type Garage Sale Today in the text box. 6. Change the font to Showcard Gothic or the font of your choice. 7. Click OK. 8. Select the first WordArt object you inserted on the page. 9. On the WordArt Tools Format tab, in the 3-D Effects group, select 3-D Effects, and then select a 3-D perspective of your choice. You might need to change the color of the WordArt for the best effect. 10. With the first WordArt object still selected, select Spacing in the Text group of the WordArt Tools Format tab, and then select Very Loose from the menu. 11. Select the second WordArt object you inserted on the page. 12. On the WordArt Tools Format tab, in the WordArt Styles group, select Change Shape. 13. Under Warp, select Double Wave 1 (second row, first icon). 14. With the second WordArt object still selected, select Shape Fill. Select any color from the menu using Live Preview to explore how different colors will look. 15. Select the first WordArt again. 16. Click Edit Text in the Text group. The Edit WordArt dialog box opens. 17. Enter Amazing, and then click OK. 18. Save your file as WordInt-Assign1, close the file, and then exit Word.

Question 2: True or False: When you change a document's theme, any items you've added using a Quick Style gallery also change to match the new theme. Question 3: True or False: WordArt is a gallery of clip art and picture files. False Design Artist False

Question 4: Which tool lets you copy and instantly apply formatting to text in Word 2007? C) D) Question 5: True or False: Eleven different types of charts are available in Word 2007. True False Paint Preview Live Preview Format Painter

Microsoft Word tutorial: using page layout and page setup functions

In this lesson, you'll learn how to use Word 2007 page layout and page setup functions in order to customize your document's margins and page orientation as well as manipulate other features to change the look of your

Changing page orientation, size and margins

Change page orientation

document.

Welcome back. Whereas Lesson 1 showed you how to work with text, colors, and graphics, and create objects, this lesson focuses mainly on page layout settings.

To get started, open a new, blank document and save it as WordInt-Practice2. Type some basic text into it -- about three sentences will be adequate. When you look at your document, it's likely in a vertical format -- that's called the portrait orientation, because it's more vertical than horizontal. This orientation is the default format in Word 2007. You can change this orientation to a horizontal format -- called landscape orientation -- in a few simple steps. Although most people create and view documents in portrait orientation, horizontal orientation is frequently used to present charts or other items that fit better in a wider page format. To change the orientation of all the pages in a document, follow these steps: 1. On the Page Layout tab, in the Page Setup group, select Orientation. 2. Select Portrait or Landscape, depending on your needs. In Word, you can have portrait and landscape pages in a single document.

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To change the orientation of some pages in your document but not all of them, follow these steps: 1. Highlight the text on the pages for which you want to change the orientation. 2. On the Page Layout tab, in the Page Setup group, select Margins > Custom Margins. The Page Setup dialog box opens. 3. Select Portrait or Landscape on the Margins tab. 4. In the Apply to list, select Selected text, and then click OK to close the dialog box.

Word inserts page breaks before and after the text you selected so that pages in portrait format and pages in landscape format have the correct text on each page, as shown in Figure 2-1.

Figure 2-1: A document containing pages in portrait and landscape orientations.

Enlarge image

Change page size

Some people produce documents in letter (8.5 x 11 inches) and legal (8.5 x 14 inches) size, or even create a poster (generally 11 x 17 inches, called Tabloid) for a special event. If the types of documents you create vary in size, you'll be pleased to hear that changing the page size for your document is a quick process. Just follow these steps to make a fast change to the paper size of your document, and don't forget to stock the appropriate paper in the printer before you print: 1. On the Page Layout tab, in the Page Setup group, select Size. 2. Pick a new paper size from the Paper Size gallery, as shown in Figure 2-2.

Figure 2-2: Paper Size gallery.

If the sizes shown in the gallery don't meet your needs, you can set up a custom paper size following these steps:

Change margins

1. On the Page Layout tab, in the Page Setup group, select Size > More Paper Sizes. The Page Setup dialog box opens. 2. Click the Paper tab, if it's not already selected. 3. Open the Paper size drop-down list, and then scroll to find and select Custom size. 4. Change the Width and Height settings to meet your needs. 5. Click OK.

Every document has margins -- the blank space surrounding the text on each page. Margins are typically used to help with printing issues, because most printers can't print to the actual edge of a piece of paper. In Word 2007, the default margins are 1 inch on the top, bottom, and sides of a page.

Sometimes, however, you may want to adjust the margins on a page. Before you do, carefully consider how the document will be used. Will it be placed in a binder with pages facing one another? Or will the pages be stapled at the upper-left corner with each page following the other but not facing any other page? Your needs will drive the margin space required for each document. Word 2007 displays the message "One or more margins are set outside the printable area of the page. Choose the Fix button to increase the appropriate margins." if your margins are likely to produce printing problems. Although you might have rulers showing at the top and sides of your pages, you should view your page margins by enabling the text boundaries option in Word. To do that, open Word Options (click the Microsoft Office Button, click Word Options). Select Advanced. In the Show document content section, check the Show text boundaries check box, and then click OK. Your document now shows a dotted box surrounding the text on each page -- this box shows you the page margins quite clearly. When you want to stop the boundaries from showing, just uncheck Show text boundaries. Now, to change or set page margins, follow these steps: 1. On the Page Layout tab, in the Page Setup group, select Margins. 2. Select the preset margins you prefer. Your entire document changes to the new margin settings.

Want to specify your own margin settings? Select Custom Margins when using the Margins command, and then enter the values you want.

Adding columns and inserting manual page breaks

It's a straightforward process to add columns in Word 2007:

Now that you know how easy it is to make adjustments to your page margins in Word 2007, let's move on to adding columns and inserting manual page breaks. Adding columns to text can often help draw a reader's attention to certain information. You might always want to add columns to a document if you're producing a newsletter, for example. 1. Click the location on the page where you want to insert columns. 2. On the Page Layout tab, in the Page Setup group, select Columns. 3. Select the column type you want from the menu that appears.

That's it -- the text appears in columns on the page you selected.

If you don't see an option you like, select More Columns, and then specify your own settings.

Inserting page breaks

In lengthy documents, you might have a need to specify where a page breaks (stops) and where the next one begins. You can insert manual page breaks into your documents, or you can let Word do the work for you. There are many different ways to apply page breaks. Let's explore manual page breaks and learn how you can prevent page breaks from occurring in the middle of a paragraph. To insert a manual page break, follow these steps: 1. Click the location in the document where you want a new page to start. 2. On the Insert tab, in the Pages group, click Page Break.

Word 2007 inserts the page break where you clicked on the page.

Now, let's assume that you want to make sure a certain paragraph doesn't get broken up by Word's default page break process. To prevent page breaks in the middle of a paragraph, follow these steps:

1. Highlight the paragraph that you want to remain intact. 2. On the Page Layout tab, click the Paragraph group dialog box launcher, as shown in Figure 2-3. The Paragraph dialog box opens.

Figure 2-3: Dialog box launcher button. 1. 2. 3. 4.

Grouping and arranging objects

Now that you know how to add columns and manual page breaks to your document, let's move on to grouping and arranging objects.

Click the Line and Page Breaks tab. Check the Keep lines together checkbox. Click OK to save your changes. Save your file, if you like, and then close the file.

When you work with clip art, pictures, text, and other objects in Word 2007, there'll be occasions when you want to keep certain items together all the time. For example, maybe you inserted a picture and then used a text box to provide a caption for the picture. In that case, you'll want to keep both items together so that as page breaks occur or other changes happen to the document, the two items remain as a single object. You might also want to arrange the items on your page so that one object is in front of or behind another. In this section, you'll learn how to handle both processes. First, let's create two shapes in your document: 1. 2. 3. 4. Open a new, blank document. On the Insert tab, in the Illustrations group, select Shapes. Pick the Oval shape from the Basic Shapes section in the gallery. Draw the oval in the upper-left corner of your document.

5. Go back to the Shapes gallery and select the Isosceles Triangle shape. 6. Draw the triangle in the upper-right corner of your document. 7. Your objects should resemble Figure 2-4.

Figure 2-4: Two shapes on a page.

Now it's time to group the two objects together so that they act as a single object.

Grouping objects

There are multiple ways to group objects. The following steps show you one method:

1. On the Home tab, in the Editing group, select Select > Select Objects. 2. Using your mouse pointer, draw a box over both shapes. You must be sure to fully enclose both objects in the box. Both objects should have blue squares and circles on the edges, indicating they're selected, as shown in Figure 2-5.

Figure 2-5: Two shapes selected.

Notice that all the blue squares and circles now encompass both objects, with no blue squares or circles between the objects. This indicates the objects are in a single group. You should ungroup the objects before moving to the Arranging Objects section. To ungroup the two objects you just grouped, go back to the Arrange group, and then select Group > Ungroup.

1. Click the Drawing Tools Format tab. 2. In the Arrange group, select the Group list arrow, and then select Group.

Arranging objects

Let's assume you want to place one shape you've drawn over another. Click to select the triangle, and then drag it over the oval so that it resembles Figure 26.

Figure 2-6: One shape overlaps the other.

In Figure 2-6, the triangle is arranged on top of the oval. To place the triangle behind the oval, use Arrange group commands on the Drawing Tools Format tab, like this: Now the triangle is behind the oval. If you can't see the triangle, just click the oval to select it, and then perform Step 2. Now the triangle is in its original position, on top of the oval. Close the Word document without saving when you're ready to move on.

1. Select the triangle object. 2. In the Arrange group, select Send to Back. (Don't click the arrow next to Send to Back.)

Working with special features

Inserting line numbers

Now that you know how to group and arrange objects in Word 2007, let's take a look at some special features you might want to use in your documents. There are so many special features in Word 2007 that it's impossible to cover them all in one four-lesson course. However, this section covers four more features you might find particularly useful.

Word 2007 automatically counts lines in your documents, which can come in useful for scripts, legal documents, and general review of documents. To show line numbers in a document, follow these steps: 1. Open a new, blank document, and type at least three lines of text. 2. On the View tab, in the Document Views group, click Print Layout. 3. On the Page Layout tab, in the Page Setup group, select Line Numbers > Continuous to number consecutively in the document.

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Adding automatic hyphenation

When you use justification in a document, you'll probably want to also have Word automatically hyphenate words throughout your document. To do that, select Hyphenation > Automatic on the Page Layout tab, Page Setup group.

To restart numbering on each page (from the number 1), select Restart Each Page instead.

Don't select any text prior to setting up automatic hyphenation -- if you do, the hyphenation will only apply to that text.

Adding watermarks

If you create drafts of documents for others to review, or documents that need to be specially marked with copyright or other information, you might want to use watermarks on your document. Watermarks are translucent text that appear behind regular text in your documents and can be easily seen in Print Layout and Full Screen Reading views. They're also easily identifiable in printed documents but not so much that the primary text is difficult to read. To insert a watermark into your document, follow these steps: 1. On the Page Layout tab, in the Page Background group, select Watermark. 2. Select a watermark of your choice from the gallery.

To edit the watermark, select Watermark > Custom Watermark, and then make any changes you like in the Printed Watermark dialog box.

Positioning pictures

Sometimes it's easier to position a picture into your text rather than use text wrapping to make the text fit the picture. You'll try this with a Word Clip Art picture:

See how to use Word 2007's special features.

That wraps up this lesson. You should be well on your way to creating much more useful and aesthetically pleasing documents in Word 2007.

1. Position your cursor anywhere on the page. 2. On the Insert tab, in the Illustrations group, select Clip Art. 3. In the Search for text box of the Clip Art window, type cow. Click the Go button. 4. Select the cow picture. 5. On the Picture Tools Format tab, in the Arrange group, select Position. 6. Select the position you want applied from the menu. 7. Close the Word document without saving it.

Moving on

Assignment #2
For this assignment:

In his lesson, you learned how to use Word 2007 Page Layout and Page Setup features as well as learned tips on a variety of other functions to help customize documents. In Lesson 3, you'll learn how to work with headers and footers in Word 2007. Before moving on, complete the assignment and take the quiz for this lesson.

Using margins and columns can help you organize a document so that it's easy to read and edit. In this assignment, you'll work with both. 1. Open the WordInt-Assign1 file you created in Lesson 1's assignment, and then save it as WordInt-Assign2. 2. Open Word Options.

To change the column width, hover your mouse pointer over the ruler until the pointer changes to double arrows in boxes.

3. Click Advanced. 4. In the Show document content, check the Show text boundaries check box, and then click OK. 5. On the Page Layout tab, in the Page Setup group, select Margins. 6. Select Narrow, and then click anywhere on the page. 7. On the Page Layout tab, in the Page Setup group, select Columns, and then select Three from the menu. 8. Using the ruler at the top of the page, narrow each column width to 1inch each. 1. Select Columns in the Page Setup group, and then select Left. 2. Using the ruler at the side of the page, narrow each column height to 4 inches each. 3. On the Page Layout tab, in the Page Setup group, select Margins > Wide. 4. Using the ruler at the top of the page, narrow the right column width to 2 inches. 5. On the Page Layout tab, select Orientation > Landscape. 6. On the Quick Access Toolbar, click the Save button. 7. Save your file as WordInt-Assign2, close the file, and then exit Word. Landscape Portrait Picture

Quiz #2
A) B) A) B) A) B) A) B) A) B) C) D)

Question 1: Which of the following are page orientation formats in Word 2007? (Check all that apply.) Question 2: True or False: Grouping is the term that describes two objects connected together to form a single object. Question 3: True or False: Word 2007 can automatically hyphenate words throughout your document. Question 4: Which term describes placing one object over another? (Check all that apply.) C) D) Displaying objects Arranging objects True Coloring objects Organizing objects True False True False Countryside

Question 5: True or False: To change page margins, you use the Paragraph group on the Page Layout tab False

Microsoft Word tutorial: working with headers and footers

Headers and footers are necessary to keep long documents orderly, especially by the use of page numbers, section titles and dates. In this lesson, you'll learn how to create custom headers and footers for your documents.

Creating custom headers and footers

Lesson 2 covered several Page Layout and Page Setup settings, from page orientation to columns to hyphenation. In this lesson, you'll focus on creating and modifying custom headers and footers.

Generally, headers and footers are areas of a document that exist in the top and bottom margins, respectively. You can insert text, graphics, or field codes into headers and footers, such as your company's logo or document titles. Word 2007 makes it a smooth process to insert headers and footers into a document because it uses a gallery with pre-built designs that you can just drop right in. With these galleries, you can create custom headers and footers to meet your exact needs and save them for reuse in other documents.

Headers and footers flow throughout a document -- changes made to a header in one part of a document are reflected in all other headers. The one exception is if you designate that headers and/or footers to be different on alternating pages. In that case, for example, changes made to a header or footer on an odd page in the document will only be reflected on other odd pages.

Creating a header

To create a custom header, follow these steps:

Word inserts the header into the document, as shown in Figure 3-1. Notice that the text in the main portion of the document is grayed out -- the text in the header itself is dark and a dotted blue line flows at its lower edge. Also notice that a new tab has appeared in the Ribbon: the Header & Footer Tools Design tab.

1. Open a new, blank document, and then save it as WordInt-Practice3. 2. On the Insert tab, in the Header & Footer group, select Header. 3. Locate and select a header from the gallery. For this example, select Blank (Three Columns).

Figure 3-1: When a header is inserted, it becomes the active section of the document. Enlarge image Because the header is active, you can insert the text you need by clicking [Type text], and then typing the text. To see this in action, let's enter some information in the header:

1. In the far left Type text area, type Sample. 2. In the center Type text area, insert the date to be automatically updated. To do this, click the [Type text] area, and then click Date & Time in the Insert group of the Header& Footer Tools Design tab. You can select any date format you like; however, don't use a date/time format. Also check the Update automatically checkbox, and then click OK. 3. In the right Type Text area, insert the time to be automatically updated.

Your document header should resemble Figure 3-2.

Click the Type Text area, and then click Date & Time in the Insert group of the Header& Footer Tools Design tab. Select any time format you like, except for a date/time format. Also check the Update automatically checkbox, and then click OK.

Figure 3-2: A header with a date field and a time field. Enlarge image See how to create a custom header.

Creating a footer

To create a custom footer, follow these steps:

Your document footer should resemble Figure 3-3.

1. On the Insert tab, in the Header & Footer group, select Footer. 2. Locate and select a footer from the gallery, such as Tiles.

Figure 3-3: A footer with a text field and a page number. Enlarge image

In this example, you can see that the footer is very different from the header you created. Although you can use matching headers and footers in your documents, sometimes that's too much of a good thing. In this case, we left the top of the document simple and inserted the pizzazz into the bottom of the document where it's noticeable but not overpowering. The left (main) footer area indicates that a company address can be entered; you can enter a company name or any text of your choice. Sections like these in headers and footers are designed as guidelines, so don't feel you have to type exactly what they indicate.

There are two other items to notice in this particular footer: The page number is already inserted, and when you double-click the main section of the page (or

click the Close Header and Footer button), the footer becomes inactive.

Just because the header and footer are inactive doesn't mean they'll print with a light gray or faded appearance. This is just Word's way of indicating which area of the document is currently active and can be typed in. When you want to type in a header or footer, just double-click it.

Editing headers and footers

Now that you know how easy it is to add headers and footers in Word 2007, let's explore how to edit them. Before you move on, double-click in the main section of the document so that the header and footer become inactive.

At this point, your headers and footers are inactive. Double-click in the header to make it the active portion of the document. The Header & Footer Tools Design tab appears on the Ribbon.

Using header and footer options

One way to set up headers and footers is to make them appear on different pages in the document. If you have pages that will face one another when printed, for example, you don't necessarily need the same header and footer on the odd and even pages. Instead, you might want one header or footer on even pages, and a different header or footer on odd pages. And, occasionally, you might want a unique header or footer on the document's first page but prefer different ones on the remaining pages of the document. To add different headers and footers to odd and even pages, check the Different Odd & Even Pages checkbox in the Options group, as shown in Figure 3-4. Figure 3-4: The Header & Footer Tools Options group.

Double-click in the main part of the document, or click the Close Header and Footer button. Press the Enter twice to add a few blank lines to your document, and then insert a page break to create a second page. As a reminder, to create a page break: On page 2, notice that the header and footer sections are blank. You could add completely different text here so that your odd and even pages show different header and footer information. However, for now, just make the header and footer the same on every page. To do this, double-click the footer on the first page, and clear the Different Odd & Even Pages checkbox. Now if you look at your document, the header and footer on the second page should be the same as on the first page. But what if you want the header and footer of your first page to be different from the headers and footers in the rest of your document? For example, maybe you need a cover sheet for a research report. Check the Different First Page checkbox. As you compare pages in your document, you'll see that the first page header and footer sections are now blank and can be filled in with new information. Page 2's header and footer, however, remain the same as 1. Click the location in the document where you want a new page to start. 2. On the Insert tab, in the Pages group, click Page Break.

originally set up.

Editing text

If you need to change the text in a header or footer, you can just double-click the area needing the edit and type in the new information. Try this by doubleclicking the word "Sample" in your header and changing that text to "Edited Sample."

Using design functions with your header or footer

Header instructions apply equally to footers in this section. Let's get started:

When you work with design elements (explained in the next section), it's an equally simple process to edit pictures or other objects. Just click the object and remove it or change it as needed.

Using Word 2007 design functions for headers and footers can help you create exceptionally professional documents. Businesses, for example, can add company logos to a header or footer. 1. In the Options group of the Header & Footer Tools Design tab, clear the Different First Page and Different Odd & Even Pages checkbox. 1. In the header, highlight the time field and delete it. Still in the Header & Footer Tools Design tab, click Clip Art in the Insert group. Search for the word "Building," and when the results appear, click an image of your choice. 2. The image should now be inserted into your header. However, it's very large. Click the image and, using a corner handle, reduce it to a size appropriate for the original size of the header. When the graphic itself continues to reduce in size but the header does not, you've reduced it enough. 1. With the graphic still selected, click the Picture Tools Format tab. Then, click the fifth picture to the right in the Picture Styles group. 2. Select Reflected Rounded Rectangle and watch your graphical image change. An example is shown in Figure 3-5. You probably noticed that the header increased in size again due to the change -- just reduce the size of the graphical image to reduce the header.

Remember, a header or footer must be active in order for this tab to be visible on the Ribbon.

You can use any of the tools in the Picture Tools Format tab to modify your graphic.

Figure 3-5: An image added to a header. Enlarge image

See how to incorporate design functions into a header.

All about page numbers

Now that you know how to add design objects to headers and footers in Word 2007, let's take a look at how you can add page numbers. Save your document but leave it open for work in the next section. When you have a document with multiple pages, it's very helpful to readers if you place page numbers in your document. It also can help you stay on top of where things are within your own document. You can add page numbers to headers or footers; however, in this section, the example uses a footer. Right-click the footer in your document. On the shortcut menu that appears, select Cut. On the Insert tab, in the Header & Footer group, select Footer > Blank. Now, follow these steps to insert a page number: 1. On the Header & Footer Tools Design tab, in the Header & Footer group, select Page Number. 2. Select Bottom of Page > Plain Number 1.

Color makes a difference

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That's it -- you've inserted page numbers into your document that quickly. However, let's assume you want to place the page number on the right side of the footer instead of the left where Word automatically placed it. There are three ways to do this: Tab the number over to the right. Use the Align Text Right tool in the Paragraph group of the Home tab. Add a different footer that already has numbers formatted on the right.

To add a different footer, just follow the usual steps to add a footer, but this time select Plain Number 3 instead of Plain Number 1 in the gallery. The page number is now automatically placed on the right side. If you prefer to have more sophisticated-looking page numbers in your document, just scroll through the gallery to find the style you want. You can change the font size or other characteristics of a page number -- just click it and use the Mini toolbar to select the new feature you want to apply. Sometimes, you might prefer to use letters or Roman numerals instead of simple numbers. If that's the case, follow these steps:

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You've done great! Have some fun playing around with headers and footers -they can add an entirely new look and feel to your documents. When you're ready, save the document you've been working in as WordInt-Practice3. You'll use it in Lesson 4.

1. Insert the page number style you want from the gallery. 2. Select Page Number in the Header & Footer group. 3. Select Format Page Numbers. The Page Number Format dialog box opens. 4. Use the Number format drop-down arrow to select a new number format. 5. Make any other changes you want using the options in the dialog box. 6. Click OK.

Assignment #3
For this assignment: 1. 2. 3. 4. 5. 6. 7. 10. 11. 8. 9.

Moving on

This lesson showed you how to create and customize Word 2007 headers and footers. In Lesson 4, you'll learn how to apply organizational and structural features in Word 2007. Before moving on, complete the assignment and take the quiz for this lesson.

A footer is a great place to drop in personal or corporate information that's always available to readers. This assignment will show you how to create a custom footer and then save it to the Footer Gallery for future use.

Quiz #3
A)

The custom footer is now accessible in the Footer Gallery.

Open a new, blank document in Word 2007, and save it as WordInt-Assign3. On the Insert tab, in the Header & Footer group, select Footer. Select the Blank (Three Columns) footer style from the Built-In list (Footer Gallery). In the [Type text] area on the right, enter the personal or corporate information you want displayed. Highlight the [Type text] area on the left. On the Header & Footer Tools Design tab, in the Insert group, click Date & Time. In the Available formats list, select the second date format, check the Update automatically check box, and then click OK. Highlight the [Type text] area in the middle. On the Header & Footer Tools Design tab, in the Insert group, click Picture. Locate and select a picture of your choice, which might be a corporate logo or a personal picture. Resize the picture, if necessary. With the picture object still highlighted, select Position in the Picture Tools Format tab, Arrange group. Pick a position that makes your picture work best with the footer you've selected. Adjust the picture's position, if necessary. On the Header & Footer Tools Design tab, in the Position group, use the Footer from Bottom up and down arrows to position the entire footer where you want it to appear on the page. Highlight the new footer and then on the Insert tab, in the Header & Footer group, select Footer. Select Save Selection to Footer Gallery. Name the footer you've just created, enter a description for the footer, and then click OK.

Question 1: True or False: Unless you designate otherwise, changes made to a header will always be reflected in all other headers. True

B) A) B) A) B) A) B) A) B)

Question 2: True or False: You can edit text in a header or footer by double-clicking the text area, and then making your changes. Question 3: True or False: You can insert pictures but not clip art in a footer. True False Arrange True False

False

Question 4: Which tab do you use to format different headers or footers on odd and even pages? C) D) C) D) Question 5: Which of the following may you use to represent page numbers in a document? (Check all that apply.) References Letters Header & Footer Tools Design Page Setup Numbers Symbols

Inserting references, citations, and footnotes

Inserting references

Microsoft Word tutorial: applying organizational and structural features to your documents
Welcome back to the final lesson in this course. Now that you've got the techniques for creating and customizing headers and footers well in hand, you're ready to focus on some more advanced Word 2007 features. To work through the examples in this lesson, open the WordInt-Practice3 document you saved in Lesson 3, and then save it as WordInt-Practice4.

Roman numerals

In this lesson, you'll explore a variety of organizational and structural features available in Word 2007, such as footnotes, bibliographies, digital signatures, hyperlinks and more.

Back up your data

When you create documents using other sources, it's a good idea (and often required) to add references to your document so that readers know where your information came from. References lend credibility to you and your information. References can be made in many different formats; some industries, such as the legal industry, require specific methods. In others, you can use any method you like.

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As you move through this lesson, remember that the point is to add references to your documents so that they're easy to understand and follow. Consider the

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types of documents you normally create to determine which references noted in this lesson will work best for you.

Adding citations

Citations are used to tell readers where you obtained information, and Word 2007 uses them as sources for bibliographies, which you'll learn about later in this lesson. Citations are typically used to note books, technical or medical journal articles, or other periodicals used as sources for the information in your document. To insert a citation, follow these steps: 1. On the References tab, in the Citations & Bibliography group, open the Style list. 2. Select a citation style from the menu. For this example, select APA. 3. Click the end of the sentence or item that you want to cite. 4. On the References tab, in the Citations & Bibliography group, select Insert Citation > Add New Source. 5. In the Create Source dialog box, enter the information for the source. For this example, just fill in the Author field with "Doe, John" and the Year field with "2008." 6. To add additional information for bibliographical needs, check the Show All Bibliography Fields checkbox. 7. Click OK.

Your text now shows a citation at the location you clicked, as shown in Figure 4-1.

Figure 4-1: A citation example. Enlarge image

Inserting footnotes and endnotes

Footnotes and endnotes are used to explain, comment on, or provide references for text in your document. Footnotes might be used for detailed comments and are added to each page where the comment appears. Endnotes can be used to cite sources and are added at the very end of your document. Both footnotes and endnotes consist of two linked parts: the note reference mark within the text and the corresponding reference text at the bottom of the page or at the end of the document. What's great about Word 2007 is that it automatically numbers both of these items for you. If you add, delete, or move a footnote or an endnote, Word renumbers the items accordingly. To insert a footnote, follow these steps:

The footnote number appears where you clicked the page; the bottom of the same page shows a corresponding number. Fill in the information for the footnote by clicking next to the number at the bottom of the page and typing the content required.

1. Click the end of the word, phrase, or sentence that you want to note. 2. On the References tab, in the Footnotes group, click Insert Footnote.

Figure 4-2: A footnote example. Enlarge image

Endnotes also differ from footnotes by using lowercase Roman numeral numbering, and they appear on the last page of the document. To insert an endnote, follow these steps:

Inserting a bibliography and index

Now that you understand how to add references to Word 2007 documents, let's explore how to insert a bibliography and index.

1. Click the end of the word, phrase, or sentence that you want to note. 2. On the References tab, in the Footnotes group, click Insert Endnote.

A bibliography is an extensive listing of sources you've consulted as you worked on a document. Although you don't necessarily need to cite every source you consult in a document to produce a bibliography, Word 2007 makes it easy to create one if you have cited sources. That's because it takes all the sources you've cited in your document, and then compiles them into a single bibliography. You can create a bibliography after inserting a source into your document. Because you've already inserted a citation in the previous section, you're ready to create a bibliography. Just follow these steps: 1. Click the location in the document where you want to place the bibliography. 2. On the References tab, in the Citations & Bibliography group, select Bibliography. In the gallery that appears, as shown in Figure 4-3, select a format.

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Figure 4-3: Bibliography formats.

Creating an index

Indexes list the terms and topics discussed in a document, along with the pages that they appear on. They're usually placed at the end of a book in a large section so that readers can easily flip through the index to locate page information about the item they want to read. Indexes are created by marking index entries with the name of the main entry and the cross-reference.

When you select text and mark it as an index entry, Microsoft Office Word 2007 adds a special field that includes the marked main entry and any crossreference information that you decide to include. After you mark all the index entries, you select an index design and build the finished index. Word then collects the index entries, sorts them alphabetically, references relevant page numbers, finds and removes duplicate entries from the same page, and displays the index in the document. Because this is a very detailed process, there isn't time in this course to outline the steps here. However, you can find the specific steps in Help and Support for Word 2007 if you need to develop an index for your document. Next, let's explore the addition of hyperlinks, bookmarks, and cross-references. Keep your document open; you'll need it for the next section.

Adding hyperlinks, bookmarks, and cross-references

Hyperlinks are generally used to link readers to a Web site that holds more detailed information about the subject referenced. For example, you might want to add a hyperlink to your document about dogs so that readers can access a Web site with detailed information about breeding Golden Retrievers. ScreenTips are text that displays when a reader hovers the cursor over a hyperlink. To add one to your hyperlink, click ScreenTip in the Insert Hyperlink dialog box when you're setting up the hyperlink. Type the text you want readers to see, and then click OK. However, you can also add hyperlinks that let readers jump from one place to another within the same document, and you can also send them to existing files on a network. Adding hyperlinks to a document is quick and easy to do; just follow these steps:

Inserting a bookmark

If you like to type fast and add references later, you're a great candidate for bookmarks. These let you identify text so you can come back and reference it or revise it later. As you reference an item or revise it, you just delete it from the bookmark list. To add a bookmark, follow these steps: 1. Highlight the text you want to return to. 2. On the Insert tab, in the Links group, click Bookmark. The Bookmark dialog box opens. 3. If the highlighted text doesn't appear in the Bookmark name text box, type it in, and then click Add.

1. Highlight the text you want readers to click to access the hyperlink. 2. On the Insert tab, in the Links group, click Hyperlink. 3. In the Link to section, select the location where you want readers to link to. For this lesson, let's assume you're linking readers to a Web site, so select Existing File or Web Page. 4. In the Address box, type the URL (uniform resource locator) of the Web site, and then click OK.

Bookmarks must begin with a letter; however, they can contain numbers. Spaces won't work -- use an underscore instead.

Later, when you want to find the text you bookmarked, just go back to the Bookmark dialog box. Click the bookmark you want to find, and then click Go To.

Adding cross-references

One of the easiest ways to help people locate information in a document is through the use of cross-references. These are essentially directions within the document that lead readers from one subject or area to another in the same or other documents. Word 2007 makes this process easy by providing you with a command that inserts the appropriate link with a few clicks. Cross-references are inserted as fields in your document, similar to the way Table of Authorities fields are inserted. This example shows you how to create a page cross-reference based on a bookmark you just created. Follow these steps: 1. Click the location in the document where you want the page crossreference to appear. 2. On the Insert tab, in the Links group, click Cross-reference. 3. In the Cross-reference dialog box, as shown in Figure 4-4, open the Reference type drop-down list and select Bookmark.

Figure 4-4: Cross-reference dialog box.

Adding digital signatures and cover pages

The page number appears at the location you clicked in the document. Next, examine how to add digital signatures and cover pages to your documents.

1. Open the Insert reference to drop-down list, and then select Page number. 2. Click Insert. 3. Click Close.

Digital signatures and cover pages are a great way to add sophistication to your document and take advantage of some cool high-tech features in Word 2007.

Adding a digital signature

Digital signatures are fast becoming accepted in today's high-tech society. They're fast and easy to use, and eliminate the need for expensive overnight mailings when a signature is required quickly. These signatures work by encrypting information and authenticating the signer as well as the content involved.

In Word 2007, you can add visible signature lines to documents so they can be digitally signed, and you can add invisible digital signature lines. As signature lines are inserted into documents, you can specify information about the person who'll sign the document, and you can even provide instructions to the signer. The signer can either type in a signature, use a digital image of his signature, or even write the signature if he's using a Tablet PC. To add a digital signature to a document, follow these steps: 1. Click the location in the document where you want a signature line added. 2. On the Insert tab, in the Text group, select Signature Line, and then select Microsoft Office Signature Line. 3. If a warning message about the enforceability of digital signatures appears, click OK. 4. Enter the information requested for the suggested signer, and then verify that the Show sign date in signature line checkbox is checked.

See how to add a visible and a digital signature to a document.

Creating a cover page

When the person who needs to sign the document receives it, she can double-click the signature line, type her name into the box next to the X, and then click Sign.

If you plan to print out and then place your document into a binder or another printed format, why not add a cover page to it? Word 2007 has a full gallery of predesigned pages that you can smoothly drop into place. Here's how to add a cover page: 1. On the Insert tab, in the Pages group, select Cover Page. 2. Select a cover from the gallery, as shown in Figure 4-5.

Figure 4-5: Cover Page gallery.

Inserting symbols and equations

To insert a symbol, follow these steps:

Simple, isn't it? Next, take a look at inserting symbols and equations into your document. Continue to keep your Word 2007 document open. When you're writing, sometimes you need to add a symbol, such as , or an equation, like ex. 1. Click the location in the document where you want the symbol. 2. On the Insert tab, in the Symbols group, select Symbol. 3. In the gallery, locate and select the symbol you want to use. For this

1. Replace any pre-built text with your own text by clicking the text boxes provided.

Can't find the symbol you want? Select More Symbols to see a larger gallery of options. To insert an equation, follow these steps: 1. Click the location in the document where you want the symbol. 2. On the Insert tab, in the Symbols group, select Equation. 3. In the gallery, locate and click the equation you want to use. For this example, select Pythagorean Theorem.

example, select GREEK SMALL LETTER BETA (in the lower-left corner of the gallery).

What began years ago as a pretty simple word processor has evolved into a virtual suite of tools and features that makes Word 2007 one of the most powerful productivity software programs available. There's much more to learn about Word. If you're eager to further your education, consider taking an advanced Word 2007 course.

Assignment #4
For this assignment:

Moving on

This lesson showed you how to work to use to apply organizational and structural features in Word 2007. You've come a long way since Lesson 1 -congratulations on completing the course. Before moving on, complete the assignment and take the quiz for this lesson.

Because digital signatures are becoming popular, it's a good idea to get some experience creating them for your documents. In this assignment, you'll add visible and invisible signatures to a document.

The next process adds an invisible digital signature.

1. Open a new, blank document. 2. Click the location in the document where you want a signature line added. 3. On the Insert tab, in the Text group, select Signature Line, and then select Microsoft Office Signature Line. 4. If a warning message about the enforceability of digital signatures appears, click OK. 5. Enter the information requested for the suggested signer, and then verify that the Show sign date in signature line check box is checked. 6. Save the document in Word 2007 (.docx) format. 7. Click the Microsoft Office Button, and then select Prepare. 8. Click Add a Digital Signature. 1. If a warning message about the enforceability of digital signatures appears, click OK. 1. Enter Testing invisible signatures in the Purpose for signing the document text box. 2. Click Sign, and then click OK in the confirmation window. 3. Review the Signatures task pane to verify that the correct person is designated under

You might be prompted to get a digital ID. Get one from a Microsoft partner (a list is provided) or create your own.

Quiz #4
A) B) A) B) A) B) A) B) A) B)

Question 1: True or False: Citations are used as sources for bibliographies. Question 2: True or False: Footnotes are located at the end of a document. True True False False True False

Requested signatures. 4. Save your file and exit Word.

Question 3: True or False: Bookmarks must begin with a letter and can't contain spaces. Question 4: Where can hyperlinks send readers? (Check all that apply.) C) D) To Web sites To the office True To other places within the same document To existing files on a network

Question 5: True or False: You can't add digital signatures to Word 2007 documents. False

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