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Microsoft Word 2007 Overview: LC Notebook Tab VII: Computer Skills
Microsoft Word 2007 Overview: LC Notebook Tab VII: Computer Skills
LC Notebook
Handout Quick Table of Contents
Microsoft Office Ribbon Keyboard Shortcuts Keyboard Navigation Compatibility Checker p. 3 p. 5 p. 5 p. 6 Saving Your Work Page Layout Formatting Paragraphs Bullets and Numbering Inserting Tables p. 7 p. 7 p. 8 p. 9 p. 10 Inserting Clip Art Printing Accessing Word Help Additional Resources p. 11 p. 12 p. 13 p. 14
Microsoft Word is an application designed primarily for word processing, although you can also use it for a mail merge, or to create tables. The Word 2007 interface has many differences from the 2003 version, with the main functional differences outlined in this packet. The Intermediate Word packet, available from the Staff Learning Computer Training Handouts page: http://www.lib.umd.edu/groups/learning/handouts.html, includes additional information on clip art, document styles, tracking changes and inserting a table of contents into a document.
Title Bar
At the top of the window is a blue bar called the title bar. The title bar contains the name of the application (Microsoft Word) and the name of the document you are working in (automatically called Document 1 until you rename it). The title bar also includes the minimize/maximize, restore, and close buttons . Near the title bar are the Office Button, Quick Access Toolbar, and the Office Ribbon, all of which are new to Office 2007. Microsoft Office Button groups together commands that are related to managing the Word program The Microsoft Office Button and your entire Word document. The Office Button replaces the File menu found in previous versions of Microsoft Office. When you select the Office Button, you will see the following options on the left-hand side of the menu: Create a new document. Open an existing document. Convert a document in an earlier version of Word to Word 2007 format (see pg. 6). Save your file in the default (Word 2007) format (see pg. 7). Provides options to save your file in the standard (default) format, or as a template or Word 97-2003 document. Provides print options including print preview. Provides options to allow you to prepare a document for distribution, including checking for compatibility with earlier versions of Word or restricting access to a document. Allows documents to be e-mailed or faxed online. Provides advanced options for distributing documents via a blog or shared workspace. Closes the current open document. If changes have been made prior to closing you will be prompted to first save your document. Displays the Word Options menu, allowing you to customize Word features such as autocorrect or document display options. Closes Microsoft Word. (NOTE: The close button on the title bar can also be used to close your Word session.) Explore the Office Button options now. On the right-hand side of the Office Button menu, you will see a list of Recent Documents. After you have created, viewed or edited a document in Word 2007, its name will appear in the Recent Documents list for easy access. A document can be permanently listed in Recent Documents by selecting the pushpin icon next to the filename. Once selected, the pushpin icon will change to a pinned
UM Libraries Word 2007 Overview 2
position
pushpin icon.
Quick Access Toolbar The Quick Access Toolbar appears next to the Office Button and initially contains the save, redo and undo functions. (See page 7 for more information about saving your work.) As you work with Word 2007, you may find that you use certain commands more frequently than others. You can customize the toolbar by selecting the icon to add additional functions (such as close file). You can also choose to minimize the Office Ribbon, described below. (NOTE: Minimizing the Office Ribbon is not recommended unless you are extremely familiar with Office keyboard commands.)
On the Home tab you will find commands arranged in five groups: Clipboard, Font, Paragraph, Styles, and Editing. To see what a particular ribbon button does, pause your mouse pointer over the button and a brief description will appear. Try this now. The second tab is the Insert tab. Click on this tab to explore the commands for Pages, Tables, Illustrations, Links, Headers and Footers, Text and Symbols:
The third tab is the Page Layout tab. On this tab you will find commands grouped for Document Themes, Page Setup, Page Background, Paragraph Setup and Image Arrangement. Explore the commands on this tab now. Page layout will be covered more fully on page 7 of this handout.
Next to the Page Layout tab you will find the References tab. Items on this tab are designed to assist you in creating longer documents and allow you to insert such items as endnotes, cross-references or an index. Explore this tab now.
The Mailings tab appears next to the References tab on the Microsoft Ribbon. Commands are grouped on this tab to assist you in creating mass mailings, envelopes and labels. Explore this tab now.
The Review tab appears next to the Mailings tab, and provides options for proofing, commenting and comparing documents. You can also choose to password protect a document from this tab. Explore this tab now. Of note is the spell check feature available on this tab, located in the Proofing group.
One tab to become familiar with is the View tab. Commands grouped on this tab allow you to select document views, show and hide gridlines or rulers, zoom text, arrange document windows or view and record macros. Explore this tab now.
If you have additional helper applications on your computer (such as Documents to Go for a Palm device) - you may access commands for those programs from the Add-Ins tab. Additional tabs will appear as you work with documents. Some will appear when you insert or select a table, picture or drawing. Others will appear when you select a command such as print preview.
Status Bar
At the bottom of the screen you will see the status bar, which displays information to keep you informed as to the current state of Word. At the bottom of the status bar you will see the page number and word count for your document, as well as the proofing indicator. If there are no grammatical or spelling errors in your document, the check icon appears, whereas the error icon will appear if proofing errors were found. (NOTE: To correct proofing errors select the icon and follow the directions that appear on the screen.) On the lower right corner
. Starting from the left to right, the icons are: print layout, full of the Word status bar are five icons screen reading, web layout, outline view, and draft view. Choose each of these views now being sure to return to the print layout option when you are finished. Until you are more familiar with Word 2007 you may wish to leave the view setting at the default state print layout. You can also zoom in and out of your document by selecting the zoom indicator . Try this now, returning your document to 100% zoom level before proceeding. To customize the status bar (to display such features as caps lock or remove features such as word count), right click on the status bar and select the option from the menu that appears.
Try several of these shortcuts now to familiarize yourself with these commands.
Try several of these shortcuts now to familiarize yourself with these commands.
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Saviing Yourr Worrk Sav ng You Wo k When you are creating and editing documents you will want to be sure to periodically save your work. To do this, you may either: Use the Save option from the Quick Access Toolbar . Use the Save or Save As options accessible from the Office Button. o NOTE: The Save As feature includes options that will allow you to save your document as a document template or as a Word 97-2003 document. Use the CTRL+S keyboard shortcut.
Try this nowSave your open document to the desktop in Word 2007 format using one of the command options listed above. If you have edited your document after saving it, you will also be prompted to save your document when you choose the Exit Word feature from the Office Button or select the close button at the top of the title bar.
Helpful Hint: Word also has an autosave feature that will periodically back up your document in case the program stops responding. The default for autosave is 10 minutes. If you wish to change the autosave interval, you can do so by clicking on the Office Button, going to Word Options, and selecting the Save tab. Change the default setting as desired and click OK.
Page Layoutt Opttiions Page Layou Op ons A number of changes can be made to the layout of your document by selecting the Page Layout tab on your Office Ribbon. (NOTE: This replaces the File Page Setup option in earlier versions of Word.) Three of the most popular options are margins, page orientation, and page breaks.
Margins
In order to change the margins of your document, choose the Margins icon in the Page Setup command group. You can adjust the Margins by selecting one of seven pre-designed options, or create your own margin setup by selecting the Custom Marginsoption. Try this now. Select the Custom Margin option and set your document margins to 1.5 on each side and 1.25 for the top and bottom. Watch the small preview in the lower part of the dialog box as it adjusts accordingly. Click Cancel to return to your document without changing margins.
(NOTE: The default margin setup for Word 2007 is 1 on top, bottom and sides, while the default for Word 2003 was 1 on the top and bottom and 1.25 on the left and right.)
Page Orientation
The Page Orientation icon allows you to change the page orientation to either Portrait or Landscape format. The Word default is portrait, while landscape format may be useful if you need to create charts or other documents horizontally. Try this now. Select the Page Orientation icon and change the setting to Landscape. Note the change on your blank document. Select Portrait to return your document to the standard orientation.
. Doing Paragraph group, or select the arrow next to the Paragraph group this will launch the paragraph dialog box, from where you can select first line or hanging indentations and further customize the amount by which your text is indented on the left and right. Try this now. Launch the Paragraph dialog box and set the left and right indentations to .5 with a First Line indent. Click OK. Type two lines of text and see how it appears. Delete the text and re-launch the Paragraph dialog box. Reset the options and click OK. Similar paragraph options may be found on the Page Layout tab in the Paragraph group. From here, you can also change the line left and right indentations as well as the spacing before and after paragraphs. Clicking on the arrow at the bottom right of the Paragraph group will launch the same Paragraph dialog box seen previously.
paragraph (see page 5 for text selection tips). To change the font formatting, select an option from the Font grouping in the Home tab. To change the font style or size for selected text, click the drop-down arrow to the right of the font name/size box and select the appropriate option. The Live Preview option discussed on page 6 will allow you to see a preview of the font style/size change as you scroll through available font options and sizes. Click to select a font style/size you desire. You can also pick a font or a character format (such as bold, italics or underline) by selecting the appropriate icon in the Font command group before you start typing. When a particular setting is active the icon will be highlighted. For example, in the image to the right, bold is active while italics is not: (Helpful Hint: You can also use the Ctrl + B, Ctrl+I, or Ctrl+ U shortcuts.) To clear all formatting you may have applied to selected text, choose the clear formatting icon . .
Additional formatting options (such as ALL CAPS) are available through the font submenu. To access this menu, select the small arrow at the bottom right corner of the font group.
(Reminder: As noted on page 6, you can use the Mini Toolbar to select several common formatting options. If you ignore the mini toolbar, it will disappear when you continue working.) Try this now. Type a sentence of text and highlight it. Change the font style and size either by using options on the Font group or the Mini Toolbar. To undo your changes, select from the Quick Access Toolbar or use the CTRL+Z shortcut.
Helpful Hint: You can sort items in a bulleted list into ascending or descending order by selecting the sort button on the Paragraph group of the Home tab.
Try this nowfollow the directions that appear below to add a bulleted or numbered list to your sample document. To add bullets or numbering to text as you type: 1. Type 1. (the numeral 1 and a period) to start a numbered list or * (asterisk) to start a bulleted list, and then press SPACEBAR or TAB. 2. Type any text you want. 3. Press ENTER to add the next list item. Word automatically inserts the next number or bullet. 4. To create a sub list of bulleted items, press TAB after the bullet appears. It will be indented with a different style of bullet. 5. To finish the list, press ENTER twice, or press BACKSPACE to delete the last bullet or number in the list.
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Try this now. In your blank document go to the Insert tab and select Table. Insert a 3X3 table. With the table selected take a moment to familiarize yourself with the table design and table layout menus. In the sample table below, note that the cross in the box in the upper left corner of the table indicates the table has been selected. This selection box also allows you to move your table within your document. The double-arrowed line that appears on the left-hand side of the table allows you to either expand or shrink column widths. (You can also expand and shrink row heights as well, by positioning your cursor on a row line.)
Use the Tab button to move from cell to cell within your table. To insert columns or rows into a table, place an insertion point within the table at the desired location and go to the Rows and Columns command box in the Layout tab. Select the appropriate option from the icons available: To delete a table already inserted in a document select the table, and go to the Layout tab. Select the Delete icon, and choose Delete Table. (NOTE: You may also delete individual cells, columns or rows using options available from this icon.) Additional concepts for formatting tables are covered in the Intermediate Word 2007 packet.
Clip Art
In order to insert Clip Art or graphics in your documents, go to the Insert tab and select the Clip Art icon. A menu will appear on the right side of your screen, with a search box to allow you to search for clip art on a desired theme or subject. Select a term to search, and click GO. A list of related clip art graphics will appear. NOTE: For a larger selection of clip art, select the search box to search for additional images. option at the bottom of the clip art
In order to insert the image in your document, place your mouse over the desired clip art and click, and it will automatically be inserted into your document, as in the turtle example to the right: Once you have inserted a clip art image (or have selected an image inserted in a document) a new tab labeled Format will appear on your Microsoft Office Ribbon under the heading Picture Tools:
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Options on the Format tab enable you to resize, position or otherwise modify your clip art image. To modify and move your picture, select the clip art object. From the Format tab, choose the Text Wrapping option in the Arrange group, and select Tight in order to have your clip art wrap closely around surrounding text. To place a border around an inserted clip art image, select the Picture Border option from the Picture Styles group and choose a line width and color for your border. To resize an image select the image and choose one of the four opaque circles on one of the corners. Click on it and drag to enlarge or reduce your image as needed. To delete an inserted image, select the image and press Delete. Try this now. Insert a clip art image in your sample document, and resize it as needed to fit on your page. With your image selected review the options on the Format menu. IMPORTANT NOTE: If you add a clip art image to your document while it is in Compatibility Mode, a new tab will appear on the Microsoft Office Ribbon, labeled Picture Tools: Format. Icons on this tab are slightly different from those which appear in a Word 2007 document, but will allow you to control the layout and position of your clip art.
To close the clip art search pane, select the X on the right-hand side of the Clip art window. Additional information regarding working with clip art images can be found in the Intermediate Word packet.
Prriinttiing P n ng To print your document, choose the Office Button, and select Print. Three options will appear: To print a specified number of copies or to select a particular printer, choose the Print option. To send one copy of your document to the default printer select Quick Print. To review your document prior to sending it to the printer, and make needed changes to margins and document layout, select Print Preview. When you are satisfied with the layout of your document select Print, or if you wish to make changes to your document before printing select Close Print Preview to return to your original document.
Try this now. Examine the three Print options available to you from the Office button.
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Would you like to turn off the annoying green grammar checker? Click the Office Button and select Word Options. Click on the Proofing tab and uncheck the box next to Mark grammar errors as you type. To display or hide non-printing characters, go to the Paragraph group (on the Home tab), and click the Show/Hide Paragraph button .
To switch among open documents, go to the Window group (on the View tab) and select Switch Windows. Click the name of the document you wish to view.
sideways icon (Not On Top). Alternatively, you may select the minimize window. To close the help window click on the Close
Crrediitts:: C ed s Material in this packet adapted from Stephen Spohn, Jr.s Microsoft Word 97 for Beginners tutorial and Word 2003 Overview by Ambika Sankaran. Revised and updated by Maggie Saponaro, Staff Learning and Development, December 2007.
Rev 12/13/07
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