I oduc

Intro ction
n to
Word 20
Wo 007
T
Techni
ical Su
upport Servicces
O
Office of Informattion Tech
hnology, West Virginia Universityy

O Help Desk (3
OIT 304) 293-4444, oithelp@m
o mail.wvu
u.edu

W
Worksho p Materials: oit.w
wvu.edu/training//classma
at/word/

O Techniccal Support Services

OIT
La
ast Revised: February 6, 2008
2

Co
opyright 2008 West Virginia Univ
versity
Table of Contents
Getting Started ............................................................................................................ 3
Word Environment.................................................................................................. 3
Office Button and Ribbons ..................................................................................... 4
Start a New Document ........................................................................................... 5
Entering and Editing Text ....................................................................................... 5
Save a Document ................................................................................................... 7
Saving Files for Office 2003 Users ......................................................................... 7
Open an Existing Document ................................................................................... 8
Close a Document .................................................................................................. 8
Print a Document ................................................................................................... 8
Margins ........................................................................................................................ 9
Ruler....................................................................................................................... 9
Paragraph Format Options ........................................................................................ 10
Alignment ............................................................................................................. 11
First Line Indent ................................................................................................... 11
Hanging Indent ..................................................................................................... 11
Change the Font ........................................................................................................ 12
Default Font .......................................................................................................... 12
Format Painter ..................................................................................................... 12
Styles ......................................................................................................................... 13
Apply Styles from the Home tab ........................................................................... 13
Keep lines of a paragraph together ........................................................................... 15
Keep a heading with its first paragraph ................................................................ 15
Widows and Orphans ........................................................................................... 15
Breaks ....................................................................................................................... 16
Headers and Footers ................................................................................................. 17
Insert Page Numbers ................................................................................................. 18
Insert Today’s Date.................................................................................................... 18
Insert a Table ............................................................................................................. 19
Insert an Image .......................................................................................................... 19
Word 2007 Options .................................................................................................... 20
Word Keyboard Shortcuts.......................................................................................... 23

2 OIT Technical Support Services

 G
Getting
g Started
To start Worrd, do one of
T o the follow
wing:
 Click oncce on the shhortcut on the
t Quick Launch
L toolbar.

 Double click
c on a sh
hortcut icon
n on your de
esktop.
 Go to Sta
art > Progra
ams > Microsoft Officee > Microso
oft Office Word
W 2007
 Double click
c on a Word
W documment on youur desktop or
o in a foldeer on your computer.
c

W
Word En
nvironme
ent
If you
u are new to
t the Office
e 2007 environment, here
h is what Word 200
07 looks like
e:
Qu
uick Access
To
oolbar tabs Tittle Bar

Office
O
B
Button Help
on
butto
Ribb
bon

group dia
alog
lau
unchers

Scroll Ba
ar

Rulers

Zoom
Z
Status
S Bar S
Slider

In
nstead of a menu with commandss and toolbars with buttons, you now n have a ribbon wh here
buttons and commands s are groupped under ta
abs. Some groups willl include a dialog
d launccher
button in its lower right corner to bring
b up add
ditional options. Anoth
her new fea
ature is the Mini
T
Toolbar whicch appears nearby wh hen you place your mo ouse over selected texxt (see pagee 12).
Take a few minutes
T m and find the Title
T Bar, Qu
uick Accesss Toolbar, Office
O Butto
on, Help bu
utton,
R
Rulers, Ribb
bon, Home tab, Font group, Parag graph dialo
og launcherr, Status Ba
ar, Zoom Slider.

In
ntro to Word 2007
2 3
O
Office Bu
utton an
nd Ribbo
ons
The Office
e Button in the upper left corner contains
c se
everal commmands formmerly
found undder a File menu
m in earlier versions of Office. When youu need to op
pen,
save, or print
p a file, clicking
c on the Office Button
B is on
ne way to accomplish
a these
tasks.
The Officee Button wiill also display a list off recently sa
aved documments on th
he right
hand sidee until you click
c on one
e of certain commandss from the list. Once yo ou
select a command,
c a
additional o
options might appear on o the right side.

Home tab conttains Clipboard, Font, Para

agraph, Styles, and Editing
g groups

nsert tab – yo
In ou can insert page
p breaks, tables, illustrrations, links, header or foo
oter, today's date,
d symbol, etc.

Page Layout tab

t – change theme, marg
gins, orientatio
on (portrait vss. landscape);; insert a page
e border; form
mat paragraph
h

R
References ta
ab – insert tab
ble of contentss, footnote, endnote, citatio
on, caption, in
ndex; mark en
ntry for index

View tab – cha

ange to Outlin
ne or Draft vie
ew, display the Ruler or Do
ocument Map, change the Zoom, arrang
ge windows

You can add

Y d frequently
y used commands to your y Quick Access To oolbar.
R
Refer to the handout diistributed att the Transitioning to Office
O 2007
7 workshop for more details:
oit.wvu.edu/training/classma at/office/tra
ansition_offiice2007_ha
andout.pdf
oit.wvu.edu/training/online/ooffice2007/q quickaccessstoolbar.html

4 OIT Tech
hnical Supporrt Services
Start a New Document
1. Click on the Office Button in the upper left corner and select New from the list of commands.

2. Choose Blank document or some other template from the list of possible choices.
3. Click on the Create button.

Entering and Editing Text

Type: When you start a new document, your cursor will appear in the upper left corner of the
blank page. Just start typing!
Word wrap will take care of the ends of lines for you, based on your margins and
indentation settings.

Insert Text: Position the cursor where you need to insert a word or letter using your mouse or
the arrow keys on your keyboard. By default, your keyboard is in “insert mode” and any
new characters you type will be inserted.
Delete Text: Use the Backspace key to erase backwards one character from the cursor.
Use the Delete key to erase the character to the right of the cursor.
Select Text: Click and drag the mouse over text to select it. You can also double click on a word
to select that word or triple click to select the current paragraph. Press Ctrl A to select
the entire document.

Intro to Word 2007 5

C
Copy: Oncee you have selected so ome text, yoou can use the Copy button
b on thhe
Clipbo
oard group under the Home tab, or press Ctrl C, or rig ght click andd
choosse Copy fro om the shorrtcut menu. After you have
h copiedd the text to
o
the clipboard, move to whe ere you wan nt the copie
ed text to apppear and
paste
e it in using the big Passte button or
o Ctrl V or right click and
a choose e
Pastee.

M
Move: You can
c select text
t and theen cut (Ctrl X) and passte it as desscribed in th
he
Copy operation listed above. Alternatively, you ca an select te
ext, click on
n it
again
n, and then while holding down yo our left mouuse button, drag it to a new
location in the do
ocument an nd release the mouse to drop it. While
W you are
a
draggging the tex
xt, your curssor has a smmall box atttached to itt.

U
Undo: To unndo the lastt thing you did, click on the Undo
o button
on the
e Quick Access Toolbar or presss Ctrl Z.

R
Redo: To reedo the last thing you un-did,
u clickk on the Re
edo button.
It can
n change its
s shape dep pending on whether yo ou have performed an
n "undo".

F
Find and Reeplace: You can repla ace words throughout your
y documment with th
he Replace
commmand found under the Editing gro oup on the Home
H tab.
Click on the Morre button to
o get more options.
o

The Special
S buttton allows you to seekk for and re
eplace speccial symbolss such as ta
abs, em
dashe
es, paragra
aph marks, section breeaks, etc.

6 OIT Tech
hnical Supporrt Services
Save a Document
1. Click on the Office Button in the upper left corner and select Save from the list of commands.

2. Select a folder to hold the file and give the file a name.
3. Click on the Save button.

Saving Files for Office 2003 Users

By default, newly created Microsoft Word 2007 files will be saved in a new XML-based file
format with the extension .docx; this new file format cannot be read by older versions of Word
unless that person successfully installs a free compatibility pack available at microsoft.com. If
you need to share documents with someone who is using an older version of Word, you might
want to use the Save As command to save the file in the older Word 97-20003 file format.

To Create a Word 97-2003 Format Document

1. Click on the Office Button.
2. Click on Save As.
3. Select Word 97-2003 Document.
4. Choose a folder location and give the file a name.
5. Click on the Save button.

Change the Default File Format for Saving

1. Click on the Office Button.
2. Click on Word Options button at bottom of dialog
3. Choose Save from the list on the left
4. Change the value for “Save files in this format” to Word 97-2003 Document.
5. Click on the OK button.

Intro to Word 2007 7

Open an Existing Document
1. Click on the Office Button in the upper left corner and select Open.

2. Look in the My Documents folder or on your Desktop or in other folders until you
find the file you wish to open.
3. Click once on the file name then click on the Open button
-or-
Double click on the file name.

Close a Document
Click on the Office Button in the upper left corner and select Close.
-or- Press Ctrl W
-or- Click on the X in the upper right corner of the title bar
-or-
Add the Close button to your Quick Access toolbar and use it.

If you haven’t saved your most recent typing or editing changes, you will be prompted to do so.
Click on Yes to save your document while you are closing it.

Print a Document
Click on the Office Button in the upper left corner and select Print.
-or- Press Ctrl P
-or-
Add the Print button to your Quick Access toolbar and use it.

8 OIT Technical Support Services

M
Margin
ns
Use the Pag
U ge Layout tab,
t click on
n the Margins button, and then choose
c from
m a selectio
on of
predefined margins
m or set
s your ow wn custom margins.
m

You can also

Y o click the dialog
d launccher button
n in the botttom right co
orner of the
e Page Setu up group
under the Pa age Layoutt tab to open a dialog box
b that willl allow you to change the Margin ns,
O
Orientation, Paper Sizee and Sourcce, and Layyout. If you want these e new marg gins to be thhe
default for ne
ew docume ents that yo
ou create, click
c on the Default buttton in the lower left co
orner of
th
he dialog boox.

R
Ruler
A alternativve method for
An f setting margins
m and indentatio
on is to use
e the ruler.
1. Make e sure you are
a in Print Layout view w: View tabb > Print La
ayout.
2. If you
u cannot see a ruler, go to the Vie
ew tab and check Rule er.

3. You might
m need to drag thee Indent butttons out off the way firrst. Drag the square att the
bottom
m to the rig
ght and drag
g the little house
h butto
on on the faar right a little to the lefft.

In
ntro to Word 2007
2 9
 4. Positiion your cursor over th he division between ligght and darrk; your
curso
or will changge into a do ouble-heade ed arrow.
5. Drag it to the leftt or right to change the e margin foor the docum ment.
You can
c do the same s thing to the ruler on the leftt for top and bottom margins.
m
You can dra
Y ag the indennt buttons to
o change th he paragrap ph indentattion for a se
elected paraagraph.
S
Select the pa
aragraph(s) first. Thenn:
• Drag the left indent square to bring
b the en
ntire paragrraph to the right.
• Drag the upside hou use to the right
r to have e indent for the paragrraph
e a first line
• Drag the house buttton on top of
o the squa are to the rigght for a ha
anging indent.
• Drag the house buttton on the far
f right side to the leftt to shorten n the line length for the
e paragraph
h.

P
Paragr aph Fo
ormat Option
ns
You can use
Y e the ruler to set first line indent or
o
hanging inde ent. As an alternative
a to the rulerr
te
echniques oro to specify y other formmatting options,
click the diallog launcheer of a Para agraph grou up to
in
nvoke the Paragraph
P dialog
d box.

<< diialog launcher

P
Paragraph gro
oup under th
he Home tab

P
Paragraph gro
oup under th
he Page Layo
out tab
You can set the alignm
Y ment, change the inden ntation
of a paragra
aph, and sett the line sp
pacing. Use e
S
Spacing Beffore or Spacing After to control sppacing
between parragraphs as s an alternaative to usin
ng two
hard returnss between paragraphs
p .

F more do
For ocument forrmatting opttions, look under the Page
P Layout tab.

10
0 OIT Tech
hnical Supporrt Services
A
Alignment
There are fo
T our buttons in the Para agraph group on the Home
H tab th
hat
are specificaally for align
nment. Oncce you have e highlighte
ed the
paragraph(ss) that you want
w to worrk with, clickk on the ap
ppropriate
button (left, center,
c righ
ht, full justifyy).

F
First Line
e Indentt
A first line in ere the firstt line of the paragraph is indented
ndent is whe d (e.g. 5 sp
paces or half inch).
1. To acccomplish th his, go to th
he Home ta ab and clickk on the Paragraph dialog launch her.

2. Click on the Indeents and Spacing

S tab
b if it is not on top.
3. In the
e Indentatio
on section, click
c on thee down trian ngle under Special;
S
the cu
urrent valuee is probably set to “(n
none)”.
e and speccify how far you want th
4. Selecct First Line he first line indented.
T
This paragra
aph format will stay in effect for th
he rest of yo
our paragra
aphs.

H
Hanging Indent
A hanging inndent is where the firstt line of the
e paragraphh touches th
he
le
eft margin but
b subsequ uent lines are
a indented d. You mayy choose to
create hanging indents for a list off referencess at the end
d of your
document orr for a gloss
sary.
1. To acccomplish th
his, go to th
he Home ta
ab and clickk on the Paragraph dialog launch
her.

2. Click on the Indeents and Spacing

S b if it is not on top.
tab
3. In the
e Indentatio
on section, click
c on thee down trian ngle under Special.
S
4. Selecct Hanging and speciffy how far youy want the e subsequeent lines ind
dented.
This paragra
T aph format will stay in effect for th
he rest of yo
our entries. If you havve already tyyped in
yo
our list of re
eferences, select all off the entriess and then apply this formatting.
f

In
ntro to Word 2007
2 11
Change the Font
Font Group under the Home tab: To change the appearance of existing text, select it with your
mouse; then use the font tools found under the Home tab. You can change the font family, the
text size, text color, apply bold formatting or italics, etc. There is also a Clear Formatting button.

Mini-toolbar: Another option is that if you select text and then hover your mouse over the
selected text, a very dim mini-toolbar will appear. As your mouse cursor gets closer to it, it
becomes more visible. You can select any of the text formatting tools off the floating toolbar.

Font Dialog: In addition to using the formatting

tools to modify text appearance, you can bring up
the Font dialog: Home tab > Font dialog button.
In this dialog, you can change several attributes
at one time. You can change the font itself, text
size, its underline and font style, and its color.
You can add special effects such as
strikethrough, shadow, or superscript.

Default Font
You can make a font your default font for all new
documents by clicking on the Default button in the lower left corner of the Font dialog. Word will
ask you to confirm the current font choice for your normal document template.

Format Painter
You can use the Format Painter tool found under the Home tab or the mini-toolbar to apply
font characteristics to additional text:
1. Select text and make your formatting changes
2. Make sure the text is still selected
3. Click on the Format Painter tool (double click if you want to use it several times in a row)
4. Click on a word or select text to change its appearance to that of the previously selected text
5. If you double clicked on the tool, click on it once to turn it off or press the escape key.

12 OIT Technical Support Services

Styles
A style is a set of formatting instructions that control the appearance of your text. You identify
this unique set of instructions by giving it a style name. Any text can be altered quickly,
consistently, and easily by using the style that you have identified. Styles can be very handy if
you need to modify your formatting later and heading styles can be used to generate an
automatic table of contents.

Styles are collections of character and paragraph formatting decisions that you make and then
save using names that are meaningful to you. Although you aren't always aware of it, any time
that you are using Word, you are using styles.
Apply Styles from the Home tab
1. Place the insertion point in the paragraph that you want to format or select several
paragraphs.
2. Select a style from the Styles group on the Home tab.

click this to see another row

Click on the down triangle to see another row of choices

More button

Click on the More button to see additional choices including “Clear Formatting”

Intro to Word 2007 13

Modify Existing Heading Styles
If your style guide dictates a different appearance for the heading
text, here are the steps to customize the heading style:
1. Go to the Home tab
2. Right click on a heading style in the Styles group
3. Choose Modify from the shortcut menu

4. Make changes to the font, font size, style, color, alignment, line spacing.
Click on the Format button to get to dialog boxes to change more formatting.

5. Click on OK to save your changes to the style. By default, these changes will apply only
to this document.

14 OIT Technical Support Services

Keep lines of a paragraph together
1. Select the paragraphs.
2. On the Home menu, click Paragraph, and then
click the Line and Page Breaks tab.
3. Select the Keep lines together check box.

Keep a heading with

its first paragraph
1. Select the paragraph you want to keep with the
next on a page. This is usually used when you have text you want to act as a heading and
you don’t want it to be separated from its first paragraph. If you use Word’s built-in heading
styles, this option is already in effect.
2. On the Home menu, click Paragraph, and then click on the Line and Page Breaks tab.
3. Select the Keep with next check box.

Widows and Orphans

In documents, an “orphan” is a heading or first line of a paragraph as the last line on a page and
a “widow” is the last line of a paragraph alone at the top of the next page. Some style guides
discourage allowing paragraphs to split so that orphans or widows are created.
1. Select the desired text (keyboard shortcut: Ctrl A for whole document)
2. Click on the Paragraph dialog launcher from the Home menu.
3. Click on the Line and Page Breaks tab
4. Put a check mark in front of Widow/Orphan control
This will move a line at the bottom of a page to the top of the next page as needed.

before "Widow/Orphan" control after "Widow/Orphan Control" is checked

one line at top of next page line from previous page joins the lonely line

before "Widow/Orphan" control after "Widow/Orphan Control" is checked

first line of paragraph at bottom of page that lonely line jumps to top of next page

Intro to Word 2007 15

Breaks
To add a line or page break to the document, select the Page Layout tab and click on Breaks.
Then choose the type of break you’d like to insert in your document from the list that drops down.

Page Break: choose Page from the top of this list for a
forced break between pages.
Column Break: used to force text to the top of the next
column when you have set up your document or
section with columns.
Next Page Section Break: if you want some pages to
have a different orientation, different
header/footers, a different style of page numbers,
or different margins, you will have to insert a
section break.
Continuous Section Break: useful for having a portion
of a page with columns or different margins.
Even or Odd Page Section Break: avoid these unless
you know what you’re doing. They are meant for
those documents where the new chapter must
start on an odd or even page. These should not be
used at all in WVU theses and dissertations.
Line Break: To insert a line break instead of a paragraph
break, press Shift Enter. This is useful when you
want to break a document heading or block of text
in a specific location.
Note: If you delete a section break, the previous section
will inherit the characteristics of the former second
section (formatting will flow backwards)

Another way to insert a simple page break is to choose Page Break from the Pages group on
the Insert tab or press Ctrl Enter.

16 OIT Technical Support Services

H
Header
rs and Foote
ers
Sometimes you
S y want morem than ju
ust a page number
n at the
t top or bottom
b of yo
our pages. You can
create a running title orr a running footer that will print on
n each page.
T create orr work with your heade
To er or footer,, go to the Insert
I tab and
a select Header
H or Footer.
F

You cann select a Built-In style

e from the menu
m
that app
pears.

You cann enter text by clicking Edit Heade er or

Edit Foooter from the below thee list of built-in
styles an
nd typing in
n the dotted
d box that appears.
a

• To inssert text such as the tiitle or the author

a name e: QuickPaarts > Docu ument Prop perty.
• To inssert text such as the fiilename or AutoText: QuickParts
Q s > Field
• To inssert a pagee number, click
c on the Page Num mber buttonn.
• To chhange page e number ap ppearance,, click on th he Page Number butto on and choo ose
Format Page Nu umbers.
• You can
c include the total nu umber of pa ages.
• You can
c insert th he current date
d or timee or an ima
age into the header or footer.
• You can
c switch between
b edditing the he eader and the
t footer.
• You can
c go to a previous or next sectiion’s heade er or footer.
• Quickk trick: once
e a header or footer exxists, you can double click
c in thatt area to sta
art
editing it. You ca
an double click
c back inn the body or
o press Essc to return to the docu ument.

In
ntro to Word 2007
2 17
Insert Page Numbers
1. Go to the Insert tab and select Page Number…
2. Select a position for the page numbers or select Format Page Numbers.
3. You can choose a number format (Letters, Roman Numerals, etc.) and the page you want
the numbers to begin.

An alternative technique for page numbers is to place them in a header or footer.

Insert Today’s Date

1. Go to the Insert tab and select Date and Time from the Text group.

2. You can choose the format of the

date or time that you want to insert.
3. Put a check mark next to Update
automatically if you always want the
date on the document to be the date
the document was opened.
4. Click on OK.

18 OIT Technical Support Services

Insert a Table
1. Go to the Insert tab and click on Table.

2. Either select the number of rows and columns with your mouse – then click.
-or-
Click on Insert Table and enter the number of rows and columns in the dialog.

Insert an Image
1. Go to the Insert tab and click on Picture

2. Look in your folders until you find the image you wish to insert.
3. Double click on it or click once then on the Insert button.

When you click on an inserted picture, you will have an additional ribbon:
Picture Tools > Format that you can use to modify the image (brightness, contrast, crop, etc)

Intro to Word 2007 19

Word 2007 Options
Office Button > Word Options button > choose a category on left > choose responses > OK

Popular Options – control interface for working with Word

Display Options – control page display, visibility of formatting marks, printing options

20 OIT Technical Support Services

Proofing Options – AutoCorrect, spell check

Save Options – default file format, autorecover, embedding fonts

Intro to Word 2007 21

Advanced Options – selecting text, overtype, default paragraph style, copy & paste formatting

22 OIT Technical Support Services

Word Keyboard Shortcuts
Bold = Ctrl B
Center a paragraph = Ctrl E
Copy = Ctrl C
Cut = Ctrl X
Exit = Alt F4
Find = Ctrl F
Go to a certain page = Ctrl G (or F5)
Go to beginning of line = Home
Go to beginning of document = Ctrl Home
Go to end of line = End
Go to bottom of last page = Ctrl End
Hanging Indent = Ctrl T
Help = F1
Italicize = Ctrl I
Open = Ctrl O
Paste = Ctrl V
Print = Ctrl P
Print Preview = Ctrl F2
Replace = Ctrl H
Right Align paragraph = Ctrl R
Save = Ctrl S
Save As = F12
Select word = double click on it
Select paragraph = triple click in it
Select All text in document = Ctrl A
Spell Check = F7
Undo = Ctrl Z
View Paragraph Formatting = Shift F1

Intro to Word 2007 23