SOUTH FLORIDA CAREER INSTITUTE

“The Key to Success is Education”

Introduction

Training Manual

Word 2007
7615 Davie Road Ext. Davie, FL 33024

954-447-3130 SFLCI.com

Table of Contents
Section 1: Starting Out...................................................................................................................1
Lesson 1.1: Meeting Microsoft Office Word 2007..............................................................................2 Lesson 1.2: Creating a Document......................................................................................................16 Lesson 1.3: Navigating in Your Document.......................................................................................20 Lesson 1.4: Doing More with Your Document.................................................................................24 Lesson 1.5: Working with Your Document......................................................................................30 Lesson 1.6: Getting Help in Word ....................................................................................................36 Section 1: Review Questions..............................................................................................................50

Section 2: The New Interface.......................................................................................................52
Lesson 2.1: Getting Acquainted.........................................................................................................53 Lesson 2.2: The Quick Access Toolbar.............................................................................................63 Lesson 2.3: Ribbons and Chunks......................................................................................................71 Lesson 2.4: The Home Ribbon...........................................................................................................74 Lesson 2.5: The Insert Ribbon...........................................................................................................76 Lesson 2.6: The View Ribbon ...........................................................................................................82 Section 2: Review Questions...............................................................................................................85

Section 3: Advanced Ribbons.......................................................................................................87
Lesson 3.1: The Page Layout Ribbon................................................................................................88 Lesson 3.2: The References Ribbon..................................................................................................90 Lesson 3.3: The Mailings Ribbon......................................................................................................93 Lesson 3.4: The Review Ribbon........................................................................................................97 Lesson 3.5: Contextual Ribbons......................................................................................................100 Section 3: Review Questions............................................................................................................107

Section 4: Creating Documents.................................................................................................109
Lesson 4.1: Creating a New Document............................................................................................110 Lesson 4.2: Selecting Text................................................................................................................121 Lesson 4.3: Moving Text..................................................................................................................124 Lesson 4.4: Applying Advanced Text Effects.................................................................................135 Section 4: Review Questions.............................................................................................................143

Section 5: Doing More with Text...............................................................................................145
Lesson 5.1: Fonts on the Home Ribbon...........................................................................................146 Lesson 5.2: The Font Dialogue .......................................................................................................154 Lesson 5.3: Using Tabs.....................................................................................................................161 Lesson 5.4: Paragraph Options.......................................................................................................165 Section 5: Review Questions.............................................................................................................173

Section 6: Printing and Viewing Your Document.....................................................................175
Lesson 6.1: Using Layouts and Views..............................................................................................176

Lesson 6.2: Basic Viewing Tools......................................................................................................182 Lesson 6.3: Advanced View Tools...................................................................................................185 Lesson 6.4: Using Print Preview......................................................................................................192 Lesson 6.5: Using Page Setup..........................................................................................................198 Lesson 6.6: Printing a Document....................................................................................................204 Section 6: Review Questions............................................................................................................211

Index............................................................................................................................................213

Section 1: Starting Out
In this section you will learn:  What Microsoft Word 2007 is  What’s new in Microsoft Word 2007 You will also learn how to:  Launch Word  Close Word  Interact with Word  Create a new document  Type, delete, and select text  Navigate through your document using the mouse, keyboard, and scroll bars  Use the Go To dialogue  Use basic and advanced formatting  Remove formatting  Use undo and redo  Save and open files  Use the Recent Documents list  Switch between open files  Close documents  Open Help  Use the Help screen, including the search tool and the table of contents  Get help in a dialogue box

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Lesson 1.1: Meeting Microsoft Office Word 2007
Welcome to the Foundation level of the Microsoft Office Word 2007 courseware! In this manual, we’ll teach you everything you need to know about getting up and running with Microsoft Office Word 2007, the latest version of one of the world’s most popular word processors. In this lesson, we’ll talk about what Word 2007 is, how to open it, what new features you can expect, and how to close it.

What is Microsoft Office Word 2007?
Microsoft Office Word 2007 is the twelfth version of Microsoft’s powerful word processing program. With it, you can create professional looking documents of nearly any type. You can also add tables, charts, art, shapes, photos, and much more. Best of all, Word 2007’s interface is simple and intuitive, so creating great documents is easy!

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What’s New in Microsoft Office Word 2007?
When you open Microsoft Office Word 2007, the first thing you will notice is the new interface.

Gone are menus and toolbars; in its place is a ribbon system that centralizes commands and makes creating documents faster and easier.

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Other new features include: SmartArt Word’s new SmartArt feature lets you create professional looking diagrams quickly and easily. We created this diagram with six clicks and no typing:

Quick Styles and Themes Improved Referencin g PDF Add-in Polishing Tools Create a Blog Collaborat e AutoPrevie w

Create a consistent, professional-looking document with eleven different style galleries and twenty themes. Word 2007 also offers color schemes, font schemes, and pre-defined effects to help you create your personal theme. Add sources, create citations, and produce an error-free bibliography with Word 2007’s new referencing tools. With Word 2007, saving your file in Portable Document Format (PDF) is as easy as downloading an add-in. Make sure your document is perfect with the new Document Inspector, Compatibility Checker, and Mark as Final tools. Become part of the hot new trend with the click of a button. Collaborating with teammates is easier than ever, since Microsoft Office Word 2007 has better SharePoint and Document Management Server capabilities. Fonts, table styles, themes, and more, will all show you a preview as you mouse over them, letting you see what it will do to your

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document before you apply it. These are just a few of the newest features that you’ll see in Word 2007; we’ll explore them all as we move through the four levels of the course.

Launching Word
To open Microsoft Office Word 2007, click the Start menu and place your mouse over All Programs. You should see a Microsoft Office folder inside the Start menu. Hover over it with your mouse and then click Microsoft Office Word 2007:

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(These steps are for Windows XP users, although most versions of Windows are very similar. If you don’t see an All Programs folder, look for a Programs folder.)

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You will see a blank document:

And now you’re ready to work with Word!

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Interface Overview
Now that we’ve opened Word, let’s take a look at what’s on our screen.

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We have numbered the figure on the previous page for easy reference. Let’s take a look at each part. Remember, this is just an overview, so don’t worry if you don’t understand everything right now. 1 Office Menu When you click the Office logo, you will see a range of commands relating to your document. It’s a lot like the File menu in older versions of Word.

2

Quick Access Toolbar

Although toolbars have mostly been removed from Microsoft Office Word 2007, you can add frequently used commands to the Quick Access toolbar.

3

Title Bar

This bar displays the name of the current document you’re working on and the program you’re working in.

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4

Window Controls

To the far left of the title bar, you have buttons to minimize, maximize, or close the window.

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Ribbon Tabs

These tabs each contain a different set of options. So, if you want to change your page’s layout, just click the Page Layout tab to see that ribbon:

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Help Icon Click the question mark to see the help screen. Chunks Each ribbon is divided into various parts called chunks. For example, the Page Setup chunk on the Page Layout tab contains all the commands you will need to configure your page.

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Rulers

To help you line up text and objects, Microsoft Office Word has a vertical and a horizontal ruler. (If you can’t see the rulers, use the View ribbon to enable them.) This is where you will create your document. Use this bar to scroll up and down in your document. This bar at the bottom of your screen has commands for word count, spell check, and view controls.

9 1 0 1 1

Editing Window Scroll Bar Status Bar

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Interacting with Word
We talked a little bit about the different ways to use the different parts of the interface above. Now, let’s break down different types of action items and see how we can interact with Word. As examples, we are going to refer to some concepts we haven’t covered yet, so try to focus on the action item rather than its possible applications. Icons Just like icons on your desktop, Word icons are small buttons with pictures that represent actions. When you click the button, that action will happen. For example, you could click the Date and Time button on the Insert ribbon and a dialogue would open allowing you to choose a date and time format to insert.

One great thing about icons is ScreenTips. If you put your mouse over an icon, a small box will pop up telling you what it does, like this:

This can be really useful if looking at an icon doesn’t tell you what it does.

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Drop-down menus

You can use these menus to pick from a number of choices. With some menus, you can type in your choice. A good example is the Font menu on the Home ribbon. You can click where it says Calibri and type in a font name, or you can click the drop-down arrow and then click on an item from a list of values.

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Expanding menu items

Some menu items have a right-facing arrow beside them. This means that once you click on (or put your mouse over) that item, an additional menu will show up (expand).

Checked items

Some items on the ribbon may have a check next to them.

This means that the item is turned on or enabled. If it has a check, normally you can turn the command off by clicking it, which will uncheck it. (In the sample above, we could disable rulers by clicking it.) Other items can’t be unchecked; you must pick another item to switch it.

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We’ll talk more about interacting with Word in the next section, but those are the basics.

Closing Word
Once you have Word open, there are a few ways to close it. The first is using the X in the top right hand corner.

You can also click the Office logo in the top left hand corner and then click the Exit Word command.

If you try to close Word and you haven’t saved the document that you have been working on, you will be prompted to do so.

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We’ll take a look at saving documents later on in this section.

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Lesson 1.2: Creating a Document
Now that we know a little bit about using Microsoft Office Word 2007, we’re going to start creating a document.

Creating a New Document
In our last lesson, we saw that when you open Word, it creates a new document and names it Document 1 (visible on the title bar).

If you want to create another new document, click the Office menu and click New.

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There are many options in the New Document window; for now, choose Blank Document and click Create.

You will then see a new document, named Document 2.

Typing Text
Once you’ve got a blank document, what do you do with it? You type in it! When you type on the keyboard, you will see the letters appear at the position of the flashing cursor.

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You can click within text you already typed to add, change, or delete words.

Just remember that that’s all there is to entering text in a document: click and type!

Deleting Text
There are several ways that you can delete text. The most common way is to use the Backspace key to remove items to the left of your cursor, or use the Delete key to remove items to the right of your cursor.

You can also use the cut and select tools to remove text, which we’ll discuss later.

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The Basics of Selecting Text
Selecting text simply means to highlight or identify text. Using your mouse is the most common way of selecting. First, place your mouse to one end of the part of text you want to select. Then, hold down your left mouse button and drag your mouse over the text you want to select. Once you’ve completed these steps, the text will appear highlighted (usually with blue), like this:

You can see how the cursor changes to an I-Beam to let us know that we can select. Once text has been selected, any changes you make will be applied to the entire selected portion. For example, if you press the Delete key, the selected portion will be removed. You can select a whole word, a phrase, a paragraph, a page, or even a whole document. You can also select any part of these levels (for example, the first two lines of a paragraph).

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Lesson 1.3: Navigating in Your Document
Now that we know how to create a document, we’re going to learn how to navigate through it using the mouse, keyboard, scroll bars, and the Go To dialogue.

Navigating Using the Mouse
To navigate using your mouse, simply click where you want to place your focus.

This usually only works if text is already in the location that you’re clicking, although there are some special places that you can click, like the exact middle of a blank page.

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Navigating Using the Scroll Bars
Navigating using the mouse is fine if all your text is on one screen, but the document in the sample above has many pages. Luckily, you can also navigate using the scroll bar on the right hand side of the screen. Simply place your mouse over the small rectangle in the scroll bar; this indicates your current position in the document. Then, click it and drag it up or down to where you want to go.

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You can also click the up and down arrows at the top and bottom of the scroll bar to move one line at a time.

Navigating Using the Keyboard
You can also use keyboard shortcuts to navigate. Between the part of the keyboard which contains all the letters and the number pad, you should see a section with Insert, Home, Page Up, Delete, End, and Page Down keys. Four of these keys have special functions: Page Up Page Down Home End Goes up one page. Goes down one page. Goes to the beginning of a line. Goes to the end of the line.

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All of these movements depend on where your cursor is when you press the button. You can also use the Ctrl key with the Page Up or Page Down keys to go to the very beginning or the very end of the document, respectively.

Using the Go To Dialogue
A more precise way of navigating is using the Go To dialogue. There are three ways to open this dialogue. The first is by clicking the arrow next to the Find button on the Home ribbon and clicking Go To:

The other way is by clicking the page count in the status bar (at the bottom of the Word screen).

You can also use the Ctrl + G shortcut. Any of these actions will open the Go To dialogue box. By default, Page is selected from the list on the left. All you have to do is type the page number in the text box and click Go To.

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Lesson 1.4: Doing More with Your Document
Now that we’ve got the basics of creating documents down, we’re going to learn some advanced tricks, including applying formatting, removing formatting, and using Undo and Redo.

Using Basic Formatting
The next part of working with text is applying formatting. The basic formatting types are:

Here’s how you can apply each of these formats. First, select your text. Then, follow the steps for the type of formatting you want to apply:  Bold: Click the bold button ( ) on the Home ribbon or press Ctrl + B.  Italics: Click the italics button ( ) on the Home ribbon or press Ctrl + I.  Underline: Click the underline button ( ) on the Home ribbon or press Ctrl + U. You can also click the format command to turn it on before you type text.

Then, type your text. In the following image, note how the underline button is orange, indicating it is active.

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Now, click the format command again to turn it off.

You can also combine effects by turning multiple effects on:

There are a lot more effects you can use, but we’ll save those for another lesson. Bold, italics, and underline are the three you will use the most often.

Using Advanced Formatting
You will find three other effects on the Font section of the Home ribbon. From left to right, they are strikethrough, subscript, and superscript.

Here is what they look like.

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Their application is the same as the basic effects: select text and choose your formatting, or turn the command on, type text, and turn the command off.

Using Undo and Redo
You will find the Undo and Redo commands on the Quick Access toolbar.

These commands let you undo or redo your previous actions. Take a look at this text, which we just typed.

If we click the Undo button (

), the text will be removed.

If we click the Redo button (which in this case is a Repeat arrow: will be repeated:

) the text

You can also click the down arrow beside the Undo button to undo several actions. Take a look at this text.

Now, let’s click the drop-down arrow by the Undo button.

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Here, we can see a list of our recent actions, from most recent to oldest.

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We can now select the actions that we want to undo.

In this example, we’re going to undo all the formatting that we performed on the text. Once we click the last action we want to undo, we’ll see the results.

Note that the Undo and Redo commands aren’t always available. For example, you can’t undo saving a file. You also can’t redo some actions, such as deleting text.

Removing Formatting
We just used Undo to clear all the formatting from our text. However, you can only redo sequential actions. This means that if we had typed text or performed some other action after formatting the text that action would also have to be undone to remove the formatting. Luckily, there is an easier way to remove formatting. One way is to select the formatted text and click the formatting command on the Home ribbon to remove it.

The other way is to select text and click the Clear Formatting button ( the Font section of the Home ribbon.

) in

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Lesson 1.5: Working with Your Document
So far, we have learned how to create documents, but we have been creating documents from scratch. That’s really not practical! Let’s take a look at how to open, save, close, and work with Word documents.

Saving Files
To save a file for the first time, you can click the Save icon on the Quick Access toolbar, press the Ctrl and S keys, or click the Office menu and click Save. Any of these options will open the Save As dialogue:

At the top of the window, you can choose a location to save your file. (You can also use the shortcuts on the left hand side of the window.) At the bottom, enter a file name. (You can also choose a file type; for now, we will stick with the default Word document type.) Once you’re ready, click Save. Once you have saved a file in this way, you can use the commands mentioned above (Save icon on the Quick Access toolbar, Ctrl and S keys, or Office menu and Save) to update the saved file. (You won’t need to enter the file name, location, or type again. If you want to save the file with a different

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location, name, or type, press the F3 key or use the Office menu – Save As command. This will re-open the Save As dialogue.)

Opening Files
There are a few ways to open Word documents. The first is to find the file and double-click it.

From within Word, you can click the Office menu and click Open or use the Ctrl + O shortcut. This will launch the Open dialogue.

This dialogue works much the same as the Save As dialogue. Select a location from the top or the pane on the left, click a document to select it, and then click Open.

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You will then see the file open in Word.

After you have opened a file and edited it, you can use any of the basic save commands discussed in the last lesson to update the original file.

Using the Recent Documents List
Another way that you can open files is via the Recent Documents list. If you click the Office menu, you will see a list of recently opened documents on the right hand side.

You can click any of these documents to open them. You can also click the pin icon to keep the document in the list. This is useful if you often use a particular document and want to make sure it’s always accessible.

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To unpin the document, simply click the pin again.

Switching Between Open Files
If you have several Word documents open at once, there are a few ways to switch between them. From within Word, you can click the View ribbon and click the Switch Windows command. Then, click the file that you want to work with. (The checked file is the one currently active.)

You can also click the icons on the Windows taskbar to switch between files. (The icon that is a darker color is the currently active file.)

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Closing Files
To close a document without closing Word, click the Office menu and click Close.

Or, you can right-click on the taskbar icon and click Close.

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You can also use the Alt + F4 shortcut. Remember that if you close a document without saving it, you will be prompted to do so.

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Lesson 1.6: Getting Help in Word
By now, you’ll have noticed that there are an awful lot of things that you can do with Microsoft Office Word 2007. No matter how many books you read or how many courses you take, it’s virtually impossible to memorize everything. Luckily, Word comes with help files so that you can find quick, accurate answers to your questions.

Opening Help
To open Help, click the question mark in the top right hand corner of the Word screen or use the F1 shortcut.

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Using the Help Screen
When you open Help, here is what you will see:

In the top right hand corner, you have minimize, maximize, and close buttons, just like you do in the main Word screen.

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At the top of the window, you have a title bar, toolbar, and search box.

In the main part of the window, you have a list of help topics and a scroll bar. You can click on any of these topics to view that help information.

At the bottom of the window, you have a status bar showing where Help is searching.

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The Help Toolbar
Earlier, we noted that there is a toolbar at the top of the help screen. Let’s take a look at the commands. Back Forward Stop Refresh Home Print Increase/Decrea se Font Size Table of Contents Pin on Top Not on Top Go back through the visited help pages. If you went back too far, click forward to advance through your history. Will stop loading a particular help topic. Will reload the current help topic from Office Online. Will return to the Help welcome page. Prints the help topic you are currently viewing. Makes the font larger or smaller. Lists all the different help files into categorized sections. The help file is contained in its own separate window. If this icon is set to be pinned on top ( ), then any time the Word window becomes active the help file will always be ‘pinned’ on top. If the Help file is set to not on top, it will only be on top if you specifically click the Help file’s button on the Windows taskbar. Finally, clicking the small pull-down arrow in the right-hand side of the window will let you add or remove icons to the navigation bar. Click the pull-down arrow, point to Add or Remove Buttons, point to Standard, and then click an option to check or uncheck it.

Add/Remove Buttons

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Searching for Help
To search for help, simply type what you’re looking for into the search box and click Search.

You will then see a list of links. Find the link you’re searching for and click it to display it.

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The result will then appear for you to read. Remember, you can use the back, forward, and home buttons on the help toolbar to help you navigate.

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If you would like, you can customize your search using the Search drop-down menu. Simply click the arrow next to the Search button and choose an option.

Online Help vs. Offline Help
Many of the resources in Microsoft Office Word 2007 are focused on the Internet, and help is no exception. Most of the results are pulled from the Internet, giving you the latest information. Although your results will be much more limited, you can choose not to use Office Online. Simply click the connection menu in the status bar of the help screen and choose “Show content only from this computer.”

If you do not have an Internet connection, Microsoft Office Word should change this option for you automatically.

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Using the Table of Contents
If you would prefer to navigate through Help using a more traditional method, click the Table of Contents button ( ) on the Help toolbar. Your Help screen will then look like this:

Note that we still have a lot of the same elements: a search box, window controls, a toolbar, links to click, and a status bar.

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To start, you can click any of the links in the right hand pane.

As you click these links, the tree structure on the left hand side will change to show you where you are.

To navigate through the table itself, simply click on topics to expand them, and then click the link to view the topic.

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Here is what the different icons mean. Closed Book ( ) Open Book ( ) Help Topic ( ) Click the book to expand the list of topics. Click the book to collapse the list of topics. Click the title to view the help topic.

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Let’s look at an example. Let’s say we want to get help on printing envelopes. First, we’ll scroll down in the list and click Saving and Printing.

Now, we can narrow down the items to envelopes and labels by clicking that category.

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Next, we can choose a more specific topic.

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Now we’ll have steps to follow!

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Getting Help in a Dialogue Box
Some of Microsoft Office Word’s features are accessed via dialogue boxes, which we haven’t really discussed yet. However, you should know that in some dialogue boxes, you will see a help icon in the top left hand corner.

You can click this icon to view help specific to that topic. For instance, above we had opened the Paragraph dialogue, so the help topics will be focused on paragraphs.

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Section 1: Review Questions
Which of the following is not a new feature in Microsoft Office Word 2007? A. Blogging B. Save as PDF C. Help D. Quick Access Toolbar
1. 2. A. B. C. D. 3.

What are the three basic font effects? Big, bad, and ugly Bold, italic, and underline Superscript, subscript, and bold Bold, strikethrough, and underline

How do you switch between open documents? (Select all that apply.) A. Windows taskbar B. Switch Windows command on the View menu C. Shift + Tab D. Alt + F4
4. A. B. C. D. 5.

By default, how many rulers does Word 2007 display? 1 2 3 None What does pinning a document to the Recent Documents list

do?
A. B. C. D. 6.

Keeps it on the list until you unpin it Deletes it from your hard drive Makes a copy of it All of the above

You have opened a file from your desktop and made some changes in Word. What is going to happen when you save it? A. The original file will be deleted B. A new file will be created on your desktop C. The original file will be updated D. None of the above

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7. A. B. C. D. 8.

Which of the following is not a way to close a document? Alt + F4 Windows taskbar Office menu Ctrl + X

You have opened the Paragraph dialogue but you need some help using it. What’s the fastest way to get help? A. Close the dialogue and open Word help B. Click the question mark icon in the corner of the dialogue C. Search the Internet D. Search Windows help
9. A. B. C. D. 10. A. B. C. D.

What is the purpose of selecting text? It identifies text so that you can perform one command and change a block of text It lets you delete a block of text It lets you remove formatting from a block of text All of the above Which of the following is not an option in the Office menu? Change Styles Save As Prepare Close

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Section 2: The New Interface
In this section you will learn how to:  Use the Office menu  Use the Status Bar  Use the Mini Toolbar  Use dialogue boxes  Use right-click menus  Use keyboard shortcuts  Use the Quick Access toolbar  Add buttons to and remove buttons from the toolbar  Move the Quick Access toolbar  Use the Options dialogue to customize the toolbar  Use ribbons, chunks, and option buttons  Minimize the ribbon  Use the Home ribbon  Use the Insert ribbon  Use the View ribbon

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Lesson 2.1: Getting Acquainted
As we learned in the last section, one of the biggest changes in Microsoft Office Word 2007 is the interface. In the last section, we got some experience with the interface as we learned how to use Word. In this section, we’ll focus entirely on the new interface. We’ll start with learning how to use some components of the Word screen.

Using the Office Menu
In the last section, we used the Office menu to open, close, and save files.

Using the Office menu is easy: click the Office logo, point to the command that you want, and click it.

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For example, if you wanted to close Word, you would click the Exit Word option.

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The menus that have a right-facing arrow will offer you more choices in the pane on the right when you hover over them. For example, if we hover our mouse over Save As, we will get a menu of options:

We can click Save As to open the Save As dialogue, or we can choose one of the other options. Here’s a quick overview of all the choices in the Office menu. New Open Save Save As Print Click this option to see the New Document screen, where you can create a blank document or work from a template. Open a Word document. Save the current file. Click the Save As option to open the Save As dialogue, or choose a specific format from the list on the right. Click the Print option to open the Print dialogue, or choose another option from the menu on your right.

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Prepare

Hover over the Prepare option to see a menu of tools to polish your document, including the Document Inspector, Compatibility Checker, and Document Properties. Send your document via e-mail or fax. Publish your document to a blog, document management server, or SharePoint workspace. Close the current document. Opens the Options dialogue, where you can configure how Word works. Close Microsoft Office Word 2007.

Send Publish Close Word Options Exit Word

Using the Status Bar
The status bar is the information bar at the bottom of the screen. Let’s take a closer look at it. Remember, this is just an overview, so don’t worry if you’re not familiar with these tools yet.

Page Count Word Count Proofing Tools Macro Status View Controls Zoom Slider

Shows you what page of the document you are in. Click this area to open the Go To dialogue. Shows you how many words the current document has in it. Click this area to open the Word Count dialogue, a detailed count of items in your document. This book icon indicates whether or not there are spelling errors in your document. Click the icon to do a spell check. This icon shows whether a macro is recording, playing, or paused. Click the icon to record a macro. (Macros will be covered in our Expert manual.) Use these buttons to change views. (We will discuss views at the end of this manual.) Use this slider to zoom in or out of your document. (We will discuss how to use the slider at the end of this manual.)

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Using the Mini Toolbar
In our last section, we learned how to type and select text. You may have noticed the mini toolbar pop up as you were doing so:

This toolbar contains the most popular formatting commands, some of which we’ve already discussed. Let’s take a look at each command. Change the font type and size. Use these buttons to nudge font size up or down. Apply a style to the current text. Toggles Format Painter on and off. Bold text. Italicize text. Center text. Highlight text. Change font color. Indent or outdent text. Click this button to apply default bullets, or click the down arrow to choose a different style. Applying formatting from the mini toolbar is the same as applying it from the Home ribbon: click to turn the formatting on, type text, and turn the formatting off; or select text and apply formatting.

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Using Dialogue Boxes
Some of Microsoft Office Word 2007’s features are accessed through dialogue boxes. (We will look at how to open dialogue boxes in the next lesson.) Let’s take a look at a common dialogue box: Fonts.

Let’s look at the different elements in a dialogue box. Tabs Dialogue boxes can contain options for different items. Click the tabs (usually at the top of the screen) to change the options that you see.

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Drop-down menus

Just like ribbon drop-down menus, you can type in the box or click the down arrow to choose from a list of values.

Check boxes

If an item is checked, it means it’s enabled. If the item is unchecked, it’s disabled. Click the checkbox to change this status.

Radio buttons

Use these buttons to choose from a list. Like check boxes, click to change the item that is in use. Normally, only one item from the list can be selected.

Text boxes

These boxes must be filled out by typing in them.

Buttons

Some buttons open more dialogue boxes and allow you to specify advanced settings.

OK and Cancel Buttons

In any dialogue box, you can click OK to save your changes. You can also click Cancel to discard your changes. Some dialogue boxes also have an Apply

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button so you can apply your changes before making more changes or without having to close the window.

Using Right-Click Menus
As you become more and more familiar with Word, you’ll discover that there are many ways to do things. We’ve already learned that we can apply formatting from the Home ribbon or from the mini toolbar. Another way to perform actions is by right-clicking. When you right-click, menus are contextual, which means they change depending on what you’ve right-clicked on. Using a right-click menu is as easy as clicking on the command you want! Let’s take a look at an example. Here, we’re right-clicking on regular text:

We have lots of commands for text, including changing the font, paragraph, style, and more. If we select a table and right-click on it, however, we get a very different set of options.

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As you can see, some of the basic options (like cut, copy, and paste) are still the same, but we have additional formatting options (such as Merge Cells) that wouldn’t apply to regular text.

Keyboard Shortcuts
Another way to implement commands in Word is by using shortcut keys. Shortcut keys are when you press a key (or sometimes a combination of two or even three keys at once) to perform an action instead of clicking on the icon or finding its toolbar command. Sometimes you can see this shortcut in the icon’s ScreenTip.

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There are hundreds of shortcuts in Word, but here’s a list of the most common ones: Open a new document Save a file Open a file Print a document Close Word Select All Copy text Cut text Paste text Find text Align text to centre Align text to left Align text to right Justify text Increase font size Decrease font size Undo last action Redo last action Check spelling or grammar Get Help Ctrl + N Ctrl + S Ctrl + O Ctrl + P Alt + F4 Ctrl + A Ctrl + C Ctrl + X Ctrl + V Ctrl + F Ctrl + E Ctrl + L Ctrl + R Ctrl + J Ctrl + Shift +. Ctrl + Shift +, Ctrl + Z Ctrl + Y F7 F1

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Lesson 2.2: The Quick Access Toolbar
Although toolbars have mostly been done away with in Microsoft Office Word 2007, we do have the Quick Access toolbar. This toolbar is right next to the Office menu. It’s a place to store your most frequently used commands, to save you from hunting around in the ribbons. In this lesson, we’re going to learn all about the toolbar!

Using the Toolbar
By default, there are three icons on the toolbar.

From left to right, they are Save, Undo, and Redo/Repeat. Using the toolbar is as easy as clicking the icon!

Adding and Removing Buttons
The point of the Quick Access toolbar is to provide quick access to the commands you use most, so it makes sense that you can customize it. To add buttons to the Quick Access toolbar, click the drop-down arrow next to it.

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Then, click any commands you want to add to the toolbar. If a command has a check by it, it means it’s active and on the toolbar. To remove a command, simply click it to remove the check.

You can also right-click almost any command and click Add to Quick Access Toolbar.

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Moving the Quick Access Toolbar
If you like, you can use the drop-down menu to move the Quick Access toolbar below the ribbon:

Here’s what it will look like after you move it:

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To move the ribbon back to its original place, click the drop-down arrow and click Show Above the Ribbon.

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Using the Options Dialogue to Customize the Toolbar
You may have noticed that the list of options in the Quick Access toolbar’s drop down menu was pretty limited. For advanced customization options, click the More Commands item.

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This will open the Customize tab of the Options dialogue.

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There are several things you can do with this dialogue. You can easily add buttons by selecting a category from the list at the top, choosing a command, and clicking Add.

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Or, you can remove buttons by selecting them from the list on the right and clicking Remove. You can also use the arrows to change the button’s position in the list.

You will also find commands to show the toolbar below the ribbon and to reset the toolbar to its default state.

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Lesson 2.3: Ribbons and Chunks
Now that we know how to use some of the elements of the Word screen, it’s time for the big stuff: ribbons and chunks. Ribbons and chunks form the core of the new Office interface, so it’s important that we really understand how they work before we look at the individual ribbons and commands.

About Ribbons
By default, Microsoft Office Word 2007 has seven ribbon tabs:

As you know, each tab has its own set of commands. So, if you wanted to change your view, you would click the View tab to see those commands.

As well, you will see special ribbons appear when you create certain objects, such as drawings or tables.

We will discuss these ribbons in general in the next section and in depth as we encounter them.

About Chunks
Each ribbon is composed of chunks of commands. For example, the Home ribbon has Clipboard, Font, Paragraph, Styles, and Editing commands.

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These separations are useful as it helps you quickly and easily find commands.

About Option Buttons
Some chunks will have a small button in their bottom right hand corner.

Clicking this button will open a dialogue box with more features related to the chunk. In the example above, clicking the small arrow would open the Font dialogue.

Minimizing the Ribbon
If you would like, you can hide the ribbon itself and just leave the ribbon tab.

This way, you can click on the ribbon tab to display commands, but once you click the title bar or the editing window, the ribbon goes back to minimized. To minimize the ribbon, simply click the drop-down arrow next to the Quick Access toolbar and click Minimize the Ribbon.

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To restore the ribbon, click the Quick Access toolbar menu again and click Minimize the Ribbon again.

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Lesson 2.4: The Home Ribbon
Now that we know how to use the different parts of the Word interface, we’re going to learn about the Home ribbon. This is probably the ribbon you will use the most often. Remember that we’re not expecting you to understand all of these commands. This is just so that you know where to find commands when you go to use them.

Clipboard Commands
The first chunk of the Home ribbon is the Clipboard section.

This offers options to cut, copy, and paste text, and to use the format painter. It also features an option button to open the Office clipboard. We will learn about all of these tools later on in this course.

Font Commands
The next chunk is one that we have already worked with: Font.

This chunk contains commands to change the appearance of your text. We have covered most of these options already; we will cover the rest of the options later on in this manual. You can also click the option button to open the Font dialogue, which is a one-stop shop for most font settings.

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Paragraph Commands
Our third chunk contains paragraph tools.

With this chunk you can indent, align, and justify paragraphs; create bulleted and numbered lists; change spacing; add borders and shading; sort text; and view special characters. (We will talk about some of these tools later on.) You can also click the option button to open the Paragraph dialogue.

Styles Commands
Our fourth chunk is devoted to the styles available in Microsoft Office Word 2007.

Styles are preset formatting that help you keep your document consistent. Instead of having to remember what formatting you used for titles, you can simply use the pre-built styles. Later on in this manual, we will talk about how to apply these styles. (We will save our in-depth discussion for the Advanced manual.)

Editing Commands
Our last chunk focuses on editing.

These options let you find and replace text, as well as select objects.

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Lesson 2.5: The Insert Ribbon
The next ribbon we are going to look at is the Insert ribbon. When you have mastered creating basic documents, this ribbon will help you add other elements to your document, such as charts, pictures, cover pages, headers, and footers. Don’t worry about the application of the commands right now. We will practice some of the basics in the step-by-step exercise, but we will get in depth into each element later on.

Pages Commands
Our first chunk is Pages.

As you might expect, this chunk lets us add a cover page, a blank page, or a page break to our document.

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Tables Commands
Our next chunk is Tables.

This command expands into a menu that lets you draw a table, insert an Excel spreadsheet, or add a pre-defined table.

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Illustration Commands
I think this next chunk is the most exciting. It lets us add illustrations to our document. Even better, Word’s graphic features are vastly improved over older versions.

As you can see, you can add pictures, ClipArt (images included with Office), shapes, SmartArt (diagrams), and charts to your document. We will experiment with some of these features in the Step by Step exercise.

Link Commands
The fourth chunk of the Insert ribbon lets you create links to Web sites (called hyperlinks) and other places in your document (bookmarks and crossreferences). We are going to save these features for the more advanced phases of the course.

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Header and Footer Commands
Headers and footers are the text at the top or bottom of each page, respectively. This chunk lets you add a header, a footer, or simple page numbers.

The great thing is, when you click one of these options, you have a menu of preset choices waiting for you. That means you can add a header, footer, or page number with just two clicks!

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Text Commands
Our next chunk contains a variety of items.

Let’s take a look at each item. Text Box Like headers and footers, you can click the Text Box command to choose from a menu of stylish text boxes. (You can also draw a blank text box.) Insert building blocks, document properties, and more. Turn words into art! Create a larger capital letter at the beginning of a paragraph. Add a signature line to your document. Insert the current date and time into your document. Insert another file into your document.

Quick Parts WordArt Drop Cap Signature Line Date and Time Object

Symbols Commands
Our last section of the Insert ribbon lets us add symbols and equations to our document.

When clicked, each item will display a menu of choices.

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You can see that inserting a complicated equation is as easy as two clicks!

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Lesson 2.6: The View Ribbon
The last ribbon we’re going to look at is the View ribbon. As you might imagine, this ribbon will allow us to view our documents in different ways. Like the other ribbons, right now we’re just going to give you an overview of the commands. We’ll delve deeper into each command later on in the manual.

Document Views Commands
This section of the ribbon gives you different ways to view your document.

All you have to do is click the view you want. Each view is pretty self explanatory; you can see your document as it will appear on paper (Print Layout), Full Screen, as it will appear on the Web, in an outline format, or in a draft format (which will show less features). We will look at each view more closely later on in this manual.

Show/Hide Tools
This chunk lets you easily customize your Word screen.

If an item is checked, that means it’s visible on the screen. If it’s unchecked, it’s currently hidden. We’re going to take a look at using each of these elements later on in this manual. For now, feel free to check and uncheck these items and see what the effect is.

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Zoom Tools
Our next chunk lets us zoom in and zoom out of the page.

The first button will open a Zoom dialogue which will let you choose specific Zoom settings. (We will take a look at this dialogue later on.) The next button will automatically set your zoom level to 100%. The next three buttons will zoom to show one page, two pages, or the page width. All you have to do is click to zoom!

Window Commands
This section of the View ribbon will let us control how our windows are arranged.

With the first column of commands, you can create a new window, arrange windows, or split the current window. With the second column of commands, you can view documents side by side and control how they appear. The last command is Switch Windows, which we already looked at; it lets you switch between open documents.

Macro Commands
The last button on the View ribbon lets you open the Macros dialogue box. If you click the drop-down arrow, you will see a menu related to macros.

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Macros let you record or code a series of commands so that you can perform a number of actions with just a few clicks. We’re going to cover this topic in our Expert manual.

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Section 2: Review Questions
1. A. B. C. D. 2. A. B. C. D. 3.

What is the purpose of the Quick Access toolbar? To replace the Standard toolbar from older versions To replace the Formatting toolbar from older versions To provide a place for you to add commands you often use To allow you to use Excel commands in your document Where can you find the Macros chunk? Home ribbon Coding ribbon Insert ribbon View ribbon

Which of the following is not a way to customize the Quick Access toolbar? A. Ctrl + A shortcut B. Right-click ribbon command, click Add to Quick Access toolbar C. Customize section of the Options dialogue D. Quick Access toolbar menu
4. A. B. C. D. 5. A. B. C. D. 6. A. B. C. D.

What does minimizing the ribbon do? Switches to full-screen mode Hides the actual commands and just leaves the tabs Makes your document read-only Places the ribbon over the Quick Access toolbar What is the mini toolbar? It’s another name for the Quick Access toolbar It’s the Formatting toolbar from older versions of Word It’s a feature that has been removed from Word It’s a toolbar that pops up when you select or hover over text What items does the status bar include? Word count Page count Macro commands All of the above

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7. A. B. C. D. 8.

Which of these items is not a chunk on the Insert ribbon? Styles Tables Illustrations Headers and Footers

Where can you find the command to add a cover page to your document? A. View ribbon B. Home ribbon C. Insert ribbon D. There is no one command to add a cover page You have customized the Quick Access toolbar, but now you want to undo your changes. How do you do this? A. Re-install Word B. Click the Reset command in the Customize section of the Options dialogue C. Press Ctrl + R D. Click your heels three times
9. 10. A. B. C. D.

What tool would you use to increase the size of your font? Mini toolbar Font dialogue Home ribbon All of the above

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Section 3: Advanced Ribbons
In this section you will learn how to:  Use the Page Layout ribbon  Use the References ribbon  Use the Mailings ribbon  Use the Review ribbon  Use contextual ribbons

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Lesson 3.1: The Page Layout Ribbon
In our last section, we went over the basics of the new interface and discussed the three ribbons that you will probably use most often. In this section, we’re going to take a look at the other four ribbons and see what commands they offer. We’ll start out with the Page Layout ribbon.

Themes Commands
Themes are greatly improved in Microsoft Office Word 2007. This chunk of the Page Layout ribbon will let you choose an overall theme for your document, or choose a color, font, and effects theme separately.

We will experiment with themes in the practice exercise, but we won’t look at them in depth until the Intermediate manual.

Page Setup Commands
This chunk will let you control every aspect of your page.

We’re going to look at it in depth at the end of this manual, but in summary, there are options for margins, orientation, page size, page columns, page breaks, line numbers, and hyphenation.

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Page Background Commands
As you might expect, this chunk controls what goes on your page, behind your text.

You can choose a watermark, a solid color, or a page border.

Paragraph Commands
This chunk is like the Paragraph chunk on the Home ribbon, except it has fewer options.

You can control paragraph indent or spacing. You can also open the Paragraph dialogue using the option button in the bottom right hand corner.

Arrange Commands
The last chunk lets us arrange objects on the page.

By objects, we mean pictures, ClipArt, WordArt, text boxes… pretty much anything except regular text. We will look at this chunk in the Advanced manual when we discuss objects.

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Lesson 3.2: The References Ribbon
Our next ribbon is the References ribbon. This ribbon contains advanced tools that we won’t cover until our Expert manual. However, it is good to know where these tools are and what they do, so try to focus on the general idea of each chunk.

Table of Contents Commands
The first chunk deals with Tables of Contents. (A table of contents is a listing of chapters and other significant titles in your document. For example, you will find a table of contents at the beginning of this manual.)

You can choose a style for your table, add text to it, and update it. Creating a table of contents can be difficult, but we’ll go over all the steps in our Expert manual.

Footnotes and Endnotes Commands
If you have ever read or prepared a formal report, or written a term paper, you’ll know all about footnotes and endnotes. First, you place superscripted numbers in the document. Numbered notes are then added to the end of every page (in the case of footnotes) or to the end of the document (in the case of endnotes).

These tools will help you add footnotes and endnotes. We will cover them in depth in the Expert manual.

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Citations and Bibliography Commands
Citations and bibliographies are another item often found in formal reports or papers. The information about a publication is called a citation; a number of citations are called a bibliography.

As you might expect, the tools on the Citations & Bibliography chunk will help you create those items. As it can get complicated, we’ll look at these commands in-depth in the Expert manual.

Captions Commands
Captions are text underneath a graphic (such as a picture or table) that help identify it.

The commands in the Captions chunk will help you insert captions, crossreferences (references to other places in your document), and create a table of figures (a list of graphics in your document).

Index Commands
Next we have our index commands.

An index is a list of topics that are covered in a book and the page numbers where those topics are found. (There is an index at the end of this manual.) Like the other chunks, the Index chunk lets you mark a word for the index, insert the index, and update the index.

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Table of Authorities Commands
Tables of authorities are usually seen in legal documents, as they reference cases and statutes. The Table of Authorities chunk will help you create this kind of reference page.

The commands include marking a citation, creating a table of authorities, and updating the table. Needless to say, these commands are a bit too advanced for us at this point in time. We will look at them in depth in a later manual.

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Lesson 3.3: The Mailings Ribbon
The Mailings ribbon is focused on creating documents that you can mail, such as envelopes, letters, and labels. Its commands are focused on a mail merge, which is a process that takes a form letter and a list of contacts and creates a personalized message for each recipient. It is a very useful process, so it is good to know where the commands are, even though we will not be going through the actual process until the Intermediate manual.

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Create Commands
The first chunk of the Mailings ribbon is the only one not devoted to a mail merge.

Clicking the Labels command or the Envelopes command will open a dialogue with options for that item.

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Start Mail Merge
As you might expect, this chunk is where you will start creating a mail merge.

You can choose the type of merge you want to perform and choose your recipients.

Write and Insert Fields
This chunk will be step two in a mail merge.

This is where you will add the different customizable portions of your document (called fields).

Preview Results
The fourth chunk of the Mailings ribbon will let you preview your results before you finish the merge.

As you can see, you can also navigate through the records, find a recipient, and check for errors.

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Finish the Merge
The last button will open into a menu, giving you choices to finish the merge.

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Lesson 3.4: The Review Ribbon
The last ribbon that we are going to look at is the Review ribbon. Although some of the commands on this ribbon are quite advanced, some of them (such as spell check) are easy to use. Those are the commands that we will focus on, leaving the more advanced items for later manuals.

Proofing Tools
The first section of the Review ribbon is the one you will probably use the most.

This contains commands to check spelling, perform research, look up words in the thesaurus, translate words, set your language, and perform a word count. We will look at these commands more in the Intermediate manual.

Comments Commands
The next section of the Review ribbon is Comments. Comments are portions of text that appear in balloons, separate from the main document. This lets someone add easily identifiable ideas and thoughts to the document.

This chunk lets you create, delete, and navigate through comments.

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Tracking Commands
If you frequently have people review your document, you may want to look at the Track Changes feature.

This feature lets you have every change to the document recorded. It’s very useful for editing purposes. This chunk lets you enable, disable, and control that feature. (We’ll explore it more in the Expert manual.)

Changes Commands
The Changes chunk lets you accept, reject, and navigate through tracked changes that have been made to your document.

Compare Commands
This chunk will let you compare and combine documents.

This is very useful when you have multiple versions of documents.

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Protect Commands
Our last chunk is Protect.

Clicking the Protect Document button will open a menu.

As you can see, this menu allows you to restrict access and changes to your document. We’ll discuss this more in the Expert manual.

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Lesson 3.5: Contextual Ribbons
In our very first look at ribbons, we learned that some ribbons appear only when you are creating or working with certain objects. We even took a brief look at those ribbons in one of our Skill Sharpeners. In this lesson, we will take a closer look at these contextual ribbons. We will also look at the only ribbon that is off by default: the Developer ribbon.

WordArt Tools
One great set of features is the new WordArt tools ribbon.

This ribbon will let you change the appearance, style, effects, size, and position of your WordArt.

Text Box Tools
Microsoft Office Word 2007 has a whole new range of text box designs. When you’re in one of those text boxes, you will see a Text Box Tools ribbon.

As you can see, this ribbon will let you change the appearance, style, effects, size, and position of your text box.

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Equation Tools
The next ribbon we’re going to look at is the Equation Tools – Design ribbon. This ribbon appears when you create an equation from the Insert ribbon.

This ribbon gives us tools to create and edit all sorts of equations. We’ll take a closer look at it when we get into creating equations in our Advanced manual.

SmartArt Tools
Microsoft Office Word 2007 has introduced a new type of diagrams: SmartArt. SmartArt lets you create professional looking diagrams with just a few clicks.

.

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Two new ribbons become available when editing SmartArt. The first, Design, lets you apply a variety of preset styles and colors to your diagram.

The next tab, Format, gives you finer control over the shape, style, and position of your diagram.

Table Tools
You will also see two new ribbons appear when you create a table. The first tab is Design.

Like the SmartArt Tools Design ribbon, this ribbon lets you apply preset formatting to your table. It’s a quick, easy way to get professional looking results. The Layout ribbon lets you have finer control over the dimensions and appearance of the cells, rows, and columns in your table.

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Chart Tools
Another great feature of Microsoft Office Word 2007 is offers vastly improved charting tools.

It’s easier than ever to create clean, easy-to-read charts. When you select a chart, you will see three different chart ribbons. The first, Design, offers some easy options for changing the data and appearance of your chart.

The second ribbon in the Chart Tools section, Layout, gives you finer control over the different aspects of your chart, including analysis tools, the chart title, axis labels, and the legend.

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The final ribbon, Format, gives you control over the individual shapes in your chart.

Picture Tools
We also have a special ribbon dedicated to Picture Tools.

These tools let you adjust almost every aspect of your picture: brightness, contrast, color, size, style, effects, shape, border, and position. We’ll look at this ribbon very closely in the Advanced manual.

Header and Footer Tools
You will also see special ribbons open when you create a header or a footer (such as page numbers).

The Header and Footer Tools Design Ribbon lets you control the appearance, content, and alignment of the text that appears on the top and/or bottom of every page.

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Developer Ribbon
To show the Developer ribbon, click the Office menu and click Word Options.

Then, in the Popular section, click “Show Developer tab in the ribbon.”

Click OK. You will now see the word Developer in the ribbon tabs. Click it to see Developer commands.

This ribbon contains advanced commands for coding languages (such as XML and Visual Basic), creating macros, developing forms, and restricting

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document access. We will discuss all of these commands in the Expert manual.

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Section 3: Review Questions
1. A. B. C. D.

How do you display the Developer ribbon? Click on a developer object Press Ctrl + D Via the Options dialogue The Developer ribbon has been removed from Microsoft Office Word 2007 Which ribbons are included under the Chart Tools heading? Format Design Layout All of the above Where will you find the command to insert a table of contents? References ribbon Insert ribbon Home ribbon Review ribbon

2. A. B. C. D. 3. A. B. C. D. 4.

Which of these items is not included in the Proofing chunk of the Review ribbon? A. Thesaurus B. Spelling and Grammar C. Check styles D. Word count What is the difference between the Table Tools ribbon and the Review ribbon? A. One can be minimized; the other can’t B. One can be turned on in the Options dialogue; the other can’t C. One is a contextual ribbon while one is default D. They are always open at the same time.
5. 6. A. B. C. D.

Which objects can be created with the Mailings ribbon? Envelopes Letters Labels All of the above

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7. A. B. C. D. 8.

On which ribbon will you find the Compare chunk? Home Review References Developer

Which of the following commands is not included on the Page Layout ribbon? A. Themes B. Margins C. Cover Page D. Paragraph spacing If you wanted to protect your document, where would you go? (Select all that apply.) A. Developer ribbon B. View ribbon C. Review ribbon D. The police
9.

Which of the following is not a command on the Developer ribbon? A. Document Panel B. Publish to SharePoint C. Macros D. Visual Basic
10.

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Section 4: Creating Documents
In this section you will learn how to:  Create blank documents  Create documents from templates and from existing documents  Select text using the mouse, keyboard, and Home ribbon  Cut, copy, and paste text  Move text by dragging and dropping  Use the Office clipboard  Find and replace text  Use the Format Painter  Add drop caps to text  Apply a Quick Style to text  Align and justify text

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Lesson 4.1: Creating a New Document
In our last two sections, we focused on using the interface to do a variety of tasks. In this lesson, we’re going to focus on the number of ways that you can create a new document.

Creating a Blank Document
We discussed creating a blank document in our very first section; let’s go over it once again. You already know that when you open Word, it creates a new document and names it Document 1 (visible on the title bar).

If you want to create another new document, click the Office menu and click New.

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There are many options in the New Document window; for now, choose Blank Document and click Create.

You will then see a new document, named Document 2.

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Creating a Document from Local Templates
To create a document from a template, click the File menu and click New.

In the New Document dialogue, choose Installed Templates from the list on the left.

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Then, from the pane in the middle, choose a template and click Create.

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The document will now be in Word, ready for you to customize.

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Creating a Document from Online Templates
If you have access to the Internet, you can choose a template from Microsoft Office Online.

Simply click a category from the list.

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Then, click a category from the pane in the middle. Next, click a template from the pane in the middle and click Download.

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You may have to validate your copy of Office. Then, the template will download and appear in Word.

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Creating Documents from an Existing Document
To create a new document from an existing document, click the From Existing command in the pane on the left of the New Document dialogue. (Remember that you can open this dialogue by clicking the File menu and clicking New.)

Then, browse to the document that you want to work off of.

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The document will then appear in Word. As you can see below, the document itself has not been opened; a new document has been created from it.

You are now free to modify this file without affecting the original file.

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Using the Recently Used Templates Area
Once you have downloaded or opened templates, you will see a Recently Used section in the New Document window.

Rather than hunting for the template all over again, you can simply click the template from this list and click Download.

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Lesson 4.2: Selecting Text
At the very beginning of this manual, we learned how to select text with the mouse. Now that we’re creating longer, more complicated documents, you’ll want some faster, easier ways to select. That’s what we’re going to cover in this lesson.

Selecting Text with the Mouse
We already know that we can use the mouse to click and drag over text to select it. When text is selected, the text will appear highlighted (usually with blue), like this:

Remember, once text has been selected, any changes you make will be applied to the entire selected portion.

Selecting Text with the Keyboard
Did you know that you can use the keyboard to select text too? This can be a much quicker way of selecting items once you get used to Microsoft Word. For most of these methods, we’ll be using the special keys in the middle of your keyboard (Home, End, and the Arrow keys). Here’s a list of how to select different items: Select a letter to the left of your cursor Select the letter to the right of your cursor Select text from your cursor to the beginning of a word Select text from your cursor to the end of a word Select from your cursor to one line above Select text from the position of your cursor to one line below Shift + Left Arrow Shift + Right Arrow Ctrl + Shift + Right Arrow Ctrl + Shift + Left Arrow Shift + Up Arrow Shift + Down Arrow

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Select text from your cursor to one page above

Shift + Page Up

Select text from your cursor to one page below Shift + Page Down Select text from your cursor to the beginning of the line Select text from your cursor to the end of the line Select text from your cursor to the beginning of the paragraph Select text from your cursor to the end of the paragraph Select an entire document Shift + Home Shift + End Ctrl + Shift + Up Arrow Ctrl + Shift + Down Arrow Ctrl + A

Selecting Text and Objects with the Home Ribbon
We can also use the Editing chunk on the Home ribbon to select text and objects. Simply click the Select button and click what you want to select.

You can choose to select all the text in the document, or to select text with similar formatting. (The Select Objects command is for pictures and other graphics; we’ll discuss it in a later manual.)

Tips and Tricks
Once you get good at selecting text, you’ll find all kinds of ways to make selecting text easier. Here are a few tips and tricks to get you started:
 

If you have a block of text selected and you start typing, the selected text will be erased and your new text will replace it. You can select a block of text and drag and drop it into anywhere in your document. (We’ll talk about this more in a moment.)

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  

 

You can select any level of text (letter, word, phrase, paragraph, page, a document, or parts thereof) and manipulate it. This means you can bold a single letter the same way you would an entire document. You can double-click a word to select it. Triple-click to select the whole paragraph. If you want to delete a portion of text, you can select it and hit either the Backspace or Delete keys on your keyboard rather than cutting it. You can cut or copy a portion of text and then paste it in a separate document or word processing program (like Notepad or WordPad, which come with Windows). You can select different parts of text by selecting the first part, then holding the Ctrl key with your mouse and selecting another part. You can select a large portion of text by selecting the first word, then holding the Shift key and selecting the last word. (This sounds really abstract, but we’ll practice it in a moment.) To deselect text, just click anywhere in your document.

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Lesson 4.3: Moving Text
Now that we’ve got a good grasp on selecting text, we’re going to look at moving text around. In this lesson, we’ll look at using cut, copy, and paste; drag and drop; and find and replace.

Cutting, Copying, and Pasting Text
Cut, copy, and paste are fundamental skills. You should cut text when you want to move it from one location to another, or when you want to remove text that you may need later. To cut text, select the text first. Then, click the Cut button ( ) on the Home ribbon. (You can also right-click on the text and click Cut or use the Ctrl + X shortcut.) Use the Copy command when you want to copy text from one location to another. First, select the text you want to copy. Then, click the Copy button ( ) on the Home ribbon. (You can also right-click on the text and click Copy or use the Ctrl + C shortcut.) It won’t look like anything has happened, but your text has been copied to the clipboard. Once you’ve cut or copied your text, you can paste it anywhere you want. Just click in the spot you want the text to appear, and click the Paste button on the Home ribbon. (You can also right-click in the spot and click Paste or use the Ctrl + V shortcut.) Don’t forget that paste will only insert the last item that was cut or copied. Let’s take a look at an example.

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This is obviously not in the right order, so we’ll select the first line and click Cut.

Then, we’ll click to place our cursor at the end of the text and click Paste.

Our text now looks like this:

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If we had originally clicked copy when we had the first sentence selected…

And pasted it at the bottom of the document…

Our end result would look like this:

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Once you have pasted text, you will see the paste icon at the end of the text.

If you click on it, you will get some options:

Our options include: Keep Source Formatting Match Destination Formatting Keep Text Only Set Default Paste Keep the formatting from the original text. Change the pasted text’s format to the format used in the document. Changes the formatting of the pasted text back to the default font and size with no formatting. Opens the Options dialogue so you can control how future paste operations work.

Just click the option you want for it to be applied! Don’t forget that you can cut, copy, and paste between Word documents.

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Using the Office Clipboard
Earlier, we mentioned that the paste command will only insert the last item that was cut or copied. If you want to cut and paste (or copy and paste) more than one item, you should use the Office clipboard as it can contain up to 24 items. The first step is to show the clipboard. To do this, click the option button in the lower right hand of the Clipboard chunk on the Home ribbon:

You will then see the Clipboard pane appear to one side of your screen:

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Now, if you cut or copy an item, it will automatically appear in the clipboard.

You will also see a notification in the bottom right hand corner of your screen, confirming that the item has been collected. To paste an item from the clipboard, click to place your cursor where you want the item to go. Then, right-click the item and click Paste.

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Note that you can also delete the item from the clipboard using this menu. You can also use the Paste All and Clear All buttons at the top of the clipboard to perform those actions. To close the clipboard, click the X in the task pane.

You can also click the Options button at the bottom of the pane to control how the clipboard operates.

Dragging and Dropping Text
You can also drag text around in your document. First, select the text. Then, hold your mouse button down and drag the text down to where you want it.

When you’re ready, release the cursor. The text will look just like it’s been cut and pasted (you will even have paste options), but the operation was much quicker.

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Finding Text
If you have a long document, it can be useful to have a tool to search through it. Luckily, Word has just the feature for you! To find text, click the Find button on the Home ribbon. (You can also use the Ctrl + F shortcut.)

You’ll see this window:

To find text in your document, just type the text you’re looking for in the Find What text box. Once your text is entered, click the Find Next button. Word will select the first instance for you.

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You can stop there and close out of the box by clicking Cancel. If it’s not what you’re looking for, click Find Next again to find the next instance. You can also change what you have typed in the “Find What” box at any time.

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Replacing Text
The other option we’re going to talk about in the Find dialogue box is the Replace tab. If you click the Replace button on the Home ribbon (or use the Ctrl + H shortcut), you’ll see this dialogue:

This window looks a lot like the Find dialogue. In the main part of the screen, type what you’re looking for and then type what you want to replace it with. Then, choose an option at the bottom.

Here’s what those buttons at the bottom do: More Replace Opens advanced options, which we will cover later on. Will find the next instance of the word or phrase. Then, you must click Replace again to confirm each replacement.

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Replace All Find Next Cancel

Will find the next instance of the word or phrase. Then, click Replace All to replace every instance of this word. Finds the next instance of the word or phrase. Closes the dialogue box without making any changes.

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Lesson 4.4: Applying Advanced Text Effects
We’ve spent most of this lesson learning how to create a document, select text, and move text around. Now it’s time to get into the fun stuff: applying effects to text. In this lesson, we’ll focus on some of the common effects you will use: drop caps, alignment, justification, styles, and the Format Painter.

Using the Format Painter
Word has a neat trick that allows you to copy formats within or between documents. First, select the text that has the formatting that you want.

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Next, click the Format Painter icon on the Home ribbon, or use the Ctrl + Shift + C shortcut. Your cursor will turn into a paintbrush.

Then, select the text you want to format.

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The new text will take the format of the old text.

You can also double-click the Format Painter to apply the formatting to multiple items.

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When you are done using it, simply click the icon again to turn it off. Remember that formats are not stored on the clipboard, and you can only copy formatting for one set of text at a time. The format painter captures all kinds of formats, including:  Paragraph formatting (spacing, alignment, indents)  Font formatting (effects, spacing, font type, size, color, animation, and highlighting)  Borders, fills, shading, and patterns  Bullets and numbering  Columns

Adding Drop Caps
A drop cap is a capital letter at the beginning of a paragraph that is usually larger than other letters and that is dropped down into the paragraph. Drop caps can be a good way to highlight portions of your document, or just to make it more visually appealing. To apply a drop cap, first place your cursor anywhere in the paragraph that you want the drop cap to appear. Then, click the Insert ribbon. Next, click the Drop Cap button and choose Dropped (which places it in the paragraph) or Margin (which places it beside the text).

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You can also choose Drop Cap Options to specify advanced settings.

To remove a drop cap, place your cursor in the paragraph, click the Insert ribbon, choose Drop Cap, and click None.

Applying a Quick Style
So far, we have talked about many types of formatting. However, one of the great new features of Microsoft Office Word 2007 is the styles built right in. A style can include fonts, formatting, colors, and borders and shading. There are two parts to the styles in Word. The first part is the Quick Style Gallery, which we have used already. This is composed of the styles that you can see on the Styles chunk of the Home ribbon. Word places the most frequently used styles here for quick access.

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If you click the drop-down arrow in the right hand corner of the list, you will see more styles.

To apply any of these styles, simply select the text that you want to format and click a style. There are many more styles available than the ones you see here. To see additional options, click the Change Styles button next to the Quick Style Gallery.

The first option, Style Set, lets you choose another group of styles. The second option lets you choose another color scheme. The third option lets you choose another font scheme. (Note that fonts and colors will not work with all style sets.)

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So, let’s say you pick the Modern style set but you don’t really like its colors. You can choose a different color scheme from the Colors list to easily customize the style. We’ll take a closer look at customizing styles in the practice exercise.

Aligning and Justifying Text
The last text effect we’re going to look at is alignment and justification. You will find these buttons on the Paragraph chunk of the Home ribbon.

Each type of alignment indicates which margin the text lines up with. From left to right, you can apply left alignment, center alignment, right alignment, or justification (where the text is spread out to take up the whole line.) Simply select the text that you want to apply the alignment to, and then click the appropriate button. Note that one type of alignment must be selected at all times. Take a look at these paragraphs and the different alignments.

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Note how the justified paragraph looks very similar to the left aligned paragraph. Look closer, however, at the second line. The word “brown” stretches all the way to the right margin in the justified example, giving a cleaner look.

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Section 4: Review Questions
1. A. B. C. D.

Which of the following items can be used as a template? Office Online template Existing document Installed template All of the above If you press Ctrl and A, what will be selected? The entire document The current line The current paragraph The current word

.
2. A. B. C. D. 3.

You have formatted your document using the Modern style set, but you want the colors to be pink. What should you do? A. Pick a different style set B. Pick a different font scheme C. Pick a different color scheme D. Change the page background
4. A. B. C. D. 5. A. B. C. D. 6. A. B. C. D.

How many items can the Office clipboard contain? 1 10 12 24 What is the shortcut key for the Format Painter? Ctrl + C Ctrl + Shift + C Ctrl + V The Format Painter does not have a keyboard shortcut Which of the following is not a style of drop cap? Margin Full Dropped None

7. A.

How do you cut text in Microsoft Office Word 2007? Ctrl + X

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B. C. D. 8.

Right-click menu Home ribbon All of the above

The other day, you downloaded a really cool calendar template. You want to open it again. What is the easiest way to do so? A. Find it again in the New Document window B. Open it from the Recently Used Templates list C. Find it on the Internet D. Dig it out of the Recycle Bin
9. A. B. C. D. 10. A. B. C. D.

Which of the following is not a type of alignment? Full Left Centre Right What does the Ctrl + F shortcut do? Cuts text Copies text Opens the Font dialogue Opens the Find dialogue

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Section 5: Doing More with Text
In this section you will learn how to:  Change the font type, size, color, and case  Apply highlighting and special underlines to text  Open and use the Font dialogue  Set your default font  Embed fonts into your document  Use, set, move, and remove tabs  Indent text using the ruler and the Home ribbon  Change paragraph spacing  Add borders and shading to text

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Lesson 5.1: Fonts on the Home Ribbon
We have looked at many different kinds of formatting. Now it’s time to look at one of the most versatile formatting options: fonts. A font is a complete set of characters (with typeface and style) that you use to type. Some fonts are all capitals. Other fonts are all symbols. Fonts are really customizable: you can change their size, type, colour, spacing, and effects. The fonts that you have available in Word depend on what other applications you have installed and if you have installed any extra font packages. The most commonly used fonts are Calibri, Times New Roman, Tahoma, Arial, and Courier New. Remember that font settings (types, sizes, effects, spacing, etc.) are like other formatting: you can either turn it on to have the next text you type use that font type and size, or you can select text you’ve typed already and apply that formatting to it. In this lesson, we’ll learn how to change font type, size, color, and case. We’ll also learn how to apply highlighting and advanced underlining to text.

Choosing a Font Type
To choose a font type, first select the text that you want to apply the font to. Then, click the Font drop-down menu and select the font that you want to apply. As you scroll over the font, you will see a preview being applied to your text.

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Note that at the top of the font list, your theme fonts are listed. Choosing these fonts will help keep your document consistent. Word also stores your recently used fonts near the top of the list. If you know what font you want, you can type it into the drop-down list. Word will automatically complete the font name for you; press Enter to accept its selection.

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The font face commands are also available on the mini toolbar.

Changing the Font Size
You can change your font size the same way: select a size from the menu or type a size in the box. If you choose to use the menu, you will see a preview as you scroll through the sizes.

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You can also use the up and down arrows to nudge the font size up or down.

The font size commands are also available on the mini toolbar.

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Applying Font Color
To change your font color, select the text that you want to change. Then, pick a color from the list. Once again, you will see a preview of the color applied to your text. Once you see a color you like, click it to apply it.

Note that the theme colors take up the major portion of the color picker. This can help you keep your document looking consistent and professional. You can also choose a standard color or click More Colors to pick a custom color. As you might expect, the Font Color command is also available on the mini toolbar.

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Applying Highlighting
In addition to the main font color, you can also apply highlighting to text. Simply select the text you want to highlight and click a color from the Font chunk of the Home ribbon.

(You can later remove highlighting by selecting the text and clicking No Color on the highlight menu.) The Highlight Text command can also be found next to the color menu on the mini toolbar.

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Applying Advanced Underlining
In the first section, we learned how to apply basic underlining. If you click the drop-down arrow next to the underline command, you will see a menu of underline styles:

You can click any of these styles to apply it. You can also click More Underlines to open the Font dialogue, or choose a color for the underlining with the Underline Color menu.

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Changing Case
Have you ever typed a long title just to realize it should be all in caps? Or typed a paragraph just to realize that your caps lock was on, SO YOUR WHOLE PARAGRAPH LOOKS LIKE THIS. (Oops!) Luckily, there’s a quick, easy way to change your font case. First, select the text that you want to change. Then, click the Font Case button on the Home ribbon and choose the case that you want.

You can also use the Shift + F3 shortcut to cycle through the various cases.

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Lesson 5.2: The Font Dialogue
In our last lesson, we learned about using the Home ribbon and the mini toolbar to apply font type, size, color, and underlining. In this lesson, we’re going to learn how to use the Font dialogue to perform all of this formatting in one shot.

Opening the Font Dialogue
To open the Font dialogue, click the option button in the bottom right corner of the Font chunk in the Home ribbon.

You can also use the following shortcuts: Open the main Font dialogue Open the Font dialogue to the font face list Open the Font dialogue to the font size list Ctrl + D Ctrl + Shift +F Ctrl + Shift +P

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Using the Font Tab
When you initially open the Font dialogue, it will be open at the Font tab.

Here, you can use the various menus to set font face, style, size, color, and effects. You can also choose an underline style and color. At the bottom, you will see a preview of your effects applied to sample text.

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Once you’re ready to apply the changes, click OK. If you decide not to make any changes, click the Cancel tab.

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Using the Character Spacing Tab
The other tab in the Font dialogue is the Character Spacing tab.

The first option in this window is Scale. You can use a regular size font, but select a percentage so the font is scaled down. The next option is Spacing. You can set spacing to Normal, Condensed, or Expanded, and then choose a point (the same as font point sizes). You can also modify position options to normal, raised, or lowered, and specify a point size for this position. The last check box enables Kerning, which adjusts the spacing between letters so that it looks consistent. If you enable kerning, you can also specify what sizes you want Word to kern (from a certain point on).

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Any options you set will be reflected in the preview pane.

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Setting your Default Font
If you find yourself always adjusting the font to a particular type, style, size, and/or, color, you can choose to make your settings the default by clicking the Default command in the bottom left hand corner of the Font dialogue. This way, whenever you open Word, this font will be used automatically. Once you click the Default command, you will be warned of the change that you are about to make.

To proceed, click Yes. To cancel, click No. To return to the Font dialogue, click Cancel.

Embedding Fonts
Microsoft Office Word 2007 contains some new fonts, most notably Calibri. If you are sending documents to people using older versions of Word, you should make sure the fonts are saved with the document. This is called embedding fonts. To embed fonts into your document, first click the Office menu and then click Word Options.

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Then, click the Save category on the left hand side. You will see the Embed option at the bottom of the dialogue:

Once you have checked the option to embed the font, click the OK button.

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Lesson 5.3: Using Tabs
Earlier on in this section, we talked about using alignment to position text on the page. In this section, we will talk about positioning text more precisely using tabs.

Types of Tabs
Tabs are pre-defined places within your document. They can help you place text quickly and consistently. There are five types of tabs. Left Tabs Right Tabs Center Tabs Decimal Tabs Bar Tabs If you use this type of tab, your text will start at this point and flow to the right. Text will start at this point and flow to the left when you use this type of tab. If you use this type of tab, your text is centred on this point. Use this tab to align numbers around a decimal point. These tabs are the only type that doesn’t affect text. It just places a vertical bar at the point of the tab.

Using Tabs
To use tabs, simply press the Tab key on your keyboard. Your cursor will jump to the next tab marker.

By default, Word sets default tabs at every half inch. Every time you press Tab, your cursor will move another half inch.

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Setting Tabs
To set tabs, first make sure you can see the rulers. If not, click the View ribbon and make sure Rulers is checked.

Once we’re in the right view, click the tab marker next to the ruler to select what type of tab you want.

Clicking this button will cycle through the different tab types: Left tab Centre tab Right tab Decimal tab Bar tab Once you’ve selected your tab type, click the horizontal ruler to place it:

It can now be used in the same way as a regular tab: press the Tab key to advance to it.

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You can see the icon for each type of tab on the ruler. Take a look at the sample below.

Remember that tabs are set per document, so you can set as many tabs as you want for each document. This can come in handy if you create lots of different kinds of documents that each needs specific alignment. Note that if you create a tab in a line that already has text, the tab will only be available for that paragraph.

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Moving or Removing Tabs
You can move a tab just by dragging it to a different location, like this:

The dotted line will appear when you move a tab; it can help you place it in the proper spot. To delete a tab, just drag it off the ruler.

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Lesson 5.4: Paragraph Options
Now that we know how to use tabs, we’re going to look at another type of alignment: indents. (An indent is how far each line of the paragraph is set in from the margin.) We’ll also look at changing paragraph spacing and adding borders and shading.

Indenting Using the Ruler
You may have noticed two odd icons when we were clicking through the tab types on the ruler. First Line Hangin g

A first line indent only indents the first line of the paragraph rather than the whole thing. A hanging indent does the opposite: it doesn’t indent the first line of the paragraph, but does indent the rest of the lines. To add an indent, click through the tab buttons to choose the type of indent that you want. Then, click the place on the ruler where you want the indent to appear.

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Like tabs, if you create an indent in a line that already has text, the indent will only be available for that paragraph. And, indents can be moved just like tabs, by dragging them around the ruler.

Indenting Using the Home Ribbon
If you want to indent the entire paragraph, use the indent buttons on the Paragraph chunk of the Home ribbon.

Use the right-facing button to increase the indent. Use the left-facing button to decrease the current indent.

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Changing Paragraph Spacing
To change paragraph spacing, first place your cursor in the paragraph that you want to change. Then, click the Spacing command on the Home ribbon and choose your spacing.

You can also choose to add or remove spaces before paragraphs. If you click Line Spacing Options, the Paragraph dialogue will open. (We’ll cover this dialogue in the Intermediate manual.)

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Adding Borders or Shading Using the Home Ribbon
You can also make your paragraphs more colorful by adding borders and/or shading. First, select the paragraphs that you want to apply the formatting to. (If you’re just formatting one paragraph, you can simply place your cursor in it.) To apply borders, click the Border button on the Home ribbon and choose what kind of border you want to apply.

To apply shading, select the paragraph that you want to format. Then, click the small paint bucket icon to apply the default shading, or click the dropdown arrow to choose other colors.

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Note that you can see a preview of each color as you scroll over it.

Using the Borders and Shading Dialogue
Although the Borders and Shading commands on the Home ribbon are great for quick formatting, their options are a bit limited. To view more options, click the Borders and Shading command in the Borders menu.

Then, you will see this dialogue.

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You can choose a basic setting from the list on the left. Or, use the menus in the middle to choose a style, color, and width for your border. You will be able to see a preview of your choices on the right. You can also use the buttons here to toggle parts of your border on or off. (For example, to remove the bottom line, you would click the button.) Note that there is also a Shading tab in this dialogue. You can use this tab to choose a main color, style color, and fill style.

Once you have made your choices, click OK to apply them.

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You can go back into the Borders and Shading dialogue at any time to adjust your settings.

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Section 5: Review Questions
1. A. B. C. D. 2. A. B. C. D. 3. A. B. C. D. 4. A. B. C. D. 5. A. B. C. D. 6. A. B. C. D.

Which of the following is not a choice in the Font tab of the Font dialogue? Font effects Shading Underline style Font size You want to apply a pink wave border to your paragraph. You will… Use the Border button on the Home ribbon Use the Shading button on the Home ribbon Use the Underlining button Use the Border and Shading dialogue Where can you find the option to embed fonts in your document? Options dialogue Font dialogue Paragraph dialogue Microsoft Office Word 2007 cannot embed fonts Which of the following is not a type of tab? Bar Decimal Hanging Center Where can you find the Kerning command? Options dialogue Font dialogue Paragraph dialogue Borders and Shading dialogue You have just typed an entire paragraph with Caps Lock on. What do you do now? Retype the paragraph Start a new document Press Ctrl + Shift + C Use the Change Case command on the Home ribbon

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7. A. B. C. D. 8. A. B. C. D. 9. A. B. C. D. 10. A. B. C. D.

How do you remove a tab from the ruler? Place your mouse over it and press Delete on your keyboard Drag it off the ruler Create a new tab over it Clap your hands three times What does the arrow beside the Underline command do? Changes the underline style Opens the Font dialogue Changes the underline color All of the above How do you set your default font? Options dialogue Font dialogue Save dialogue All of the above Where are Word’s default tabs set? Every half inch Every inch Every two inches Word does not set default tabs

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Section 6: Printing and Viewing Your Document
In this section you will learn how to:  Use print layout, full screen reading view, Web layout, outline view, and draft view  Use minimize, maximize, and restore  Use zoom on the View ribbon  Use the view controls on the Status bar  Use thumbnails  Use the document browser  Use the document map  Use the show/hide tools  Show and hide special characters  Use Print Preview and the Print Preview ribbon  Use the Page Setup chunk and dialogue  Use print commands  Use basic and advanced print options  Modify printer properties

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Lesson 6.1: Using Layouts and Views
So far, we have stuck with Word’s default view: print view. This view gives you a pretty good idea of how your document will look on paper. But what if you’re creating a Web page? Or what if you’re more interested in reading the document? Luckily, Word has views for many different purposes, and that’s what we’re going to learn about in this lesson.

Using Print Layout
Print Layout is the default view, and it’s the one that we have been working with all along. To get back to this view, you can click the Print Layout button on the View ribbon or on the right hand side of the status bar.

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This view should be very familiar to you by now:

Note how the current view is highlighted both on the status bar and in the View ribbon.

Using Full Screen Reading
As you might imagine, full screen reading layout is best used when you want to read a document. Like other views, you can switch to it using the status bar or the View ribbon.

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This view removes many of the toolbars to devote as much space to text as possible.

At the top left, you have a basic toolbar allowing you to save or print the document, add highlighting, or add a comment. You also have a Tools button that offers a menu of editing commands. In the middle, you can see which screen you are on and navigate through the screens. Then, on the right, you have a menu of view options and a Close command. (If you close this view, you will return to Print Layout.)

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Using Web Layout
This command shows you what your document will look like if it was published as a Web page. This is very convenient if you’re creating a document to be published to the Internet.

The main change you will see in this view is that margins and white space are removed.

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Using Outline View
You can switch to Outline View the same way we have switched to other views: using the View ribbon or the status bar.

However, this view is a little different from the other views we have looked at.

Outline view focuses on the text and the headings that have been applied. (You can see that our text box has been removed, for example.) You can also see that we have a new Outlining ribbon. We will take a closer look at all of these tools in the Expert manual.

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Using Draft View
Our last view is Draft view.

This is a good view to use if you’re looking at a draft of your document, and you’re not worried about images or formatting.

Images are removed, white space is reduced, and page breaks are indicated as a dotted line.

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Lesson 6.2: Basic Viewing Tools
In our last lesson, we looked at some different views. In this lesson, we’ll look at some tools that we can use in those views to maximize our efficiency.

Using Minimize, Maximize, and Restore
At the top left of the Word screen, you will see a series of window controls.

We already know that X on the far right hand side closes the window. The small minus sign ( ) minimizes the window down to the Windows taskbar. The middle button, Restore Down, ( ) makes the Word window half its size. When the window is restored down, the button becomes a Maximize command ( ) that you can click to restore the window to its normal size.

Using Zoom on the View Ribbon
Another handy tool is Zoom. This tool lets zoom in or out of your document to see it close up or far away. First, we will look at the Zoom commands on the View ribbon.

To use any of these commands, simply click the icon. Opens the Zoom dialogue.

Return to the default zoom of 100%. Zoom out to see the entire page. Zoom out to see two pages.

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Zoom in to the page width.

Using View Controls on the Status Bar
You can also use the controls on the status bar to change your view.

In the last lesson, we learned that the first five buttons change the type of view you are in. You can also use the slider to zoom in or out of the document. Or, click the plus or minus buttons to zoom in or out (respectively) by ten per cent increments.

Using the Zoom Dialogue
If you want to set advanced zoom options, click the Zoom button on the View ribbon, or click the percentage in the status bar.

Either of these actions will open the Zoom dialogue.

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Using this dialogue is easy. You can choose a percentage, page width, or number of pages from the top of the dialogue. Or, you can type a percentage in the text box. No matter what your choice, you will see a preview at the bottom of the dialogue.

Once your options are set, click OK to apply them.

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Lesson 6.3: Advanced View Tools
Now that we’ve got the basics about views down, we’re going to look at some advanced tools, including the document browser, thumbnails, the document map, and showing and hiding elements of the Word screen.

Using the Document Browser
Typically, the small arrows at the bottom of the vertical scroll bar let you browse from page to page.

But what if you’re more interested in looking at the various tables in your document? Or navigating through comments?

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To change what the browse arrows look through, click the small dot between them.

Then, choose what object you want to browse by.

Let’s look at each of the choices. Most of them refer to elements we haven’t covered yet, but it’s useful to know how to browse by these elements for when we do learn about them. Browse using the Go To box. (This brings up the same window that we looked at in Lesson 1.3.) Browse using the Find dialogue box. (This brings up the same window that we looked at in Lesson 4.3.) Browse by edits. (This is a tool used when reviewing documents.) Browse by heading. (Headings are used in outlines, which we will cover in the Expert manual.) Browse by graphic. Browse by table. Browse by field. (Fields are used in forms and mail merge, topics we haven’t covered yet.) Browse by endnote. Browse by footnote. Browse by comment. Browse by section. Browse by page. (This is the default choice.)

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Using the Show/Hide Tools
There is a special section of the View ribbon that lets you customize what elements appear on your screen.

We have already worked with the ruler when adding tabs and indents. If you don’t need the ruler, you can uncheck it to remove it from your screen. You can also add gridlines to the screen; this can help when arranging objects. The next item is the message bar. This is a new security feature that we haven’t yet seen. If it doesn’t apply to your document, it won’t be available; that’s why it’s grayed out in the image above. The next two items in the Show/Hide section are Document Map and Thumbnails. We’ll take a close look at these items in the next few concepts.

Using the Document Map
If you check Document Map in the Show/Hide section of the View ribbon, you will see a pane appear on the left hand side of your screen.

This pane literally gives you a map of your document based on headings. In this sample, we can see that we have Octopi, Habitat, Appearance, and Relatives as main topics in this document.

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To hide the document map, uncheck it in the Show/Hide section or click the X in the top left hand corner of the pane.

Using Thumbnails
There are two ways you can view thumbnails. If you have the document map open, you can choose Thumbnails from the task pane menu.

You can also check the Thumbnails option from the Show/Hide section of the View ribbon.

Either action will show you a thumbnail of each page in your document in a pane on the left.

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You can click the thumbnail to go to that page, or you can use the scroll wheel on your mouse to zoom in and out of the pane. If you have a lot of pages in your document, you can use the scroll bar to scroll up and down in the list.

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To hide the thumbnails, uncheck it in the Show/Hide section or click the X in the top left hand corner of the pane.

Showing Special Characters
When you type anything, even a space, a character appears on the screen. The symbols for certain characters (such as spaces and paragraph marks) are usually hidden. If you want to show these characters, click the paragraph symbol on the Paragraph chunk of the Home ribbon, or use the Ctrl + * shortcut.

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This will then make all the hidden characters in your document appear.

To hide the characters, just click the Show/Hide command again.

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Lesson 6.4: Using Print Preview
Although creating documents in Word is great, there will be times when you want to print out a paper copy. Before you print, however, you should make sure that everything looks OK. In this lesson, we’re going to look at how to preview a document.

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Opening Print Preview
To open Print Preview, click the Office menu, choose Print, and choose Print Preview.

Then, your document will appear in the Print Preview screen.

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Note that all default ribbons have disappeared, but you still have the status bar and the scroll bar.

Using the Print Preview Ribbon
Let’s take a closer look at the ribbon that is available when we’re in print preview.

These commands are very well-labeled, but let’s take a look at them. Print Print Opens the Print dialogue, which we will look at shortly.

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Options Page Setup Margins Orientation Size Option button Zoom Zoom 100% One Page Two Pages Page Width Preview Show Ruler Magnifier Shrink One Page Next Page Previous Page Close Print Preview

Opens the Display section of the Word Options dialogue. Change the white space around the edge of the page. Change the direction that text reads. Change the size of the page. Opens the Page Setup dialogue. Opens the Zoom dialogue. Return to default zoom level. View one page. View two pages. View the page width. Show the ruler. Turns your cursor into a magnifying glass; click to zoom in and click again to zoom out. Shrinks the document to one page. Goes to the next page. Goes to the previous page. Close the Print Preview window.

Navigating Print Preview
To move through the pages in your document in print preview, you can use a few different tools. Like the editing window, you can use the browse arrows, scroll bars, or the scroll wheel on your mouse to move between pages.

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You can also use the Next Page and Previous Page buttons on the Preview chunk of the Print Preview ribbon to navigate.

Closing Print Preview
To close Print Preview and return to editing view, press the Esc key on your keyboard, or click Close Print Preview on the Preview chunk of the ribbon.

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Print Preview versus Print Layout
When should you use print preview, and when should you use print layout? Here’s a quick overview of the pros and cons of each view. Print Preview

Print Layout
 

Rulers are pulled away from the document, making it easy to see what it will look like without them. (Rulers can also be turned off easily using a toolbar button.) Only one ribbon is shown and all buttons are relevant to print preview, meaning the focus is on your document. By default, the document is zoomed out so you can see a whole page, giving you a good overview of what it will look like on paper. You can easily close print preview to return to your original layout. Best used when you are done editing your document and you want to make sure that there are no more changes to be made before printing.

Rulers and scroll bars are turned on. Rulers can be turned off using the View ribbon.

All ribbons are shown, making formatting and editing your document easier. By default, document is at a readable zoom (100% of actual size), meaning reading and editing are easier. You can easily switch to other views to see a full screen image of a page or view multiple pages. Best for editing and reading your document.

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Lesson 6.5: Using Page Setup
In the last lesson, we learned how to look at your document. But what if there are some changes you need to make? In this lesson, we’ll learn how to set up your document so that it prints perfectly.

Using the Page Setup Chunk
On the Page Layout ribbon, you will find a chunk devoted to setting up your page.

Let’s look at each command. Margins Orientation Size Click this button to see a menu of preset margins. You can also click Custom Margins to open the Page Setup dialogue. Choose portrait or landscape orientation. Click this button to see a menu of preset paper sizes. You can also click More Paper Sizes to open the Page Setup dialogue. Format your text into columns. Insert line, page, or section breaks. (We will learn about these tools in the Intermediate manual.) Add numbers to your lines. Control hyphenation options. Opens the Page Setup dialogue.

Columns Breaks Line Numbers Hyphenatio n Options button

We’re going to look at the more complicated commands one by one, so don’t panic if you don’t understand how to use all of these options yet.

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Setting Margins
Margins are the white space around the page’s edges. To change the margins, click the Margins button on the Page Setup chunk and pick a preset size.

Note that this change will affect your entire document. If you don’t like the options that you see, click the Custom Margins button to open the Page Setup dialogue. (We’ll take a look at this dialogue shortly.)

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Changing Page Orientation
Page orientation refers to how the text is laid out on the page.

As you can see, with portrait orientation the paper would be printed on with the long side vertically. With landscape orientation, the paper would be printed on with the long side horizontally. To change your document’s orientation, click the Orientation button on the Page Setup chunk and choose either portrait or landscape.

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Setting Paper Size
Typically, you will be using Word’s default paper size: 8 ½ by 11 inches, called legal size. If you want to change this, however, you can do so using the Size command. Simply click the Size button on the Page Setup chunk and click the size that you want.

If your paper size isn’t there, click More Paper Sizes to open the Page Setup dialogue, which we’ll look at in a moment.

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Using the Page Setup Dialogue
All along, we’ve been referring to the Page Setup dialogue. As we saw, you can open it from the Size or Margin menus. You can also open it by clicking the option button in the bottom right hand corner of the chunk.

Here is what the Page Setup dialogue looks like:

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Let’s take a brief look at each tab. Margi ns Paper Layout Control margin size, page orientation, and the type of pages in the document. Set the paper size and source. Set advanced options including section options, header and footer configuration, and page alignment. This tab also contains commands for line numbers and page borders.

Each tab also has a preview area (where you can see the effects of your changes before you apply them) and a Default button (so that you can make every new document have the current page settings).

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Lesson 6.6: Printing a Document
Now that we know how to preview and set up our document, it’s time to learn how to print it!

Print Commands
There are a few ways you can print your document. First, you can add a Quick Print or Print icon to the Quick Access toolbar. The Quick Print icon will send the document directly to the printer, while the Print icon will open the Print dialogue.

You can also use the Ctrl + P shortcut to open the Print dialogue. The more conventional method is to use the Print section of the Office menu.

Clicking the Print command in the main menu or the sub-menu will open the Print dialogue. Clicking Quick Print will send the document directly to the printer without specifying any options. Clicking Print Preview will open that window, which we looked at in Lesson 6.4.

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Using Basic Print Options
Let’s take a look at the Print dialogue.

Our first set of options is Printer. Here, you can choose your printer, choose to print to a file, or choose manual duplex (print pages on both sides manually). The next set of options is Page Range. Here you can choose to print all pages, the current page, or just a selection. You can also click the Pages command and enter page numbers. There are a few ways to specify pages by typing them; here’s a list of the most commonly used ways: 1,3, 5 1-5 -5 Prints pages one, three, and five. Prints pages one through five. Prints from the beginning of the document to page five.

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53 S3

Prints page five onward (until the end of the document). Prints only page three. Prints only section three.

You can also combine these commands. For example, you could type 1,3,5,911,17- to print pages one, three, five; pages nine to eleven; and page seventeen to the end of the document. Our next section lets you choose the number of copies you want to print and if you want to collate (keep each copy of the document together) them.

Our last section lets you zoom into or scale pages.

Once you’ve configured your settings, click OK to print.

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Using Advanced Print Options
You may have noticed an Options button at the bottom of the Print dialogue.

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Clicking that button will open the Word Options dialogue:

As you can see, you can choose to print or hide particular elements of your document. These options are particularly useful when printing drafts.

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Setting Printer Properties
To set options specific to your printer, click the Properties command in the top right hand corner of the Print dialogue..

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The dialogue that you will see will depend on your printer. Typically, you will have options for color settings, page size, and paper type.

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Section 6: Review Questions
1. A. B. C. D. 2. A. B. C. D. 3. A. B. C. D. 4. A. B. C. D. 5. A. B. C. D. 6. A. B. C. D.

Which of these viewing tools does not appear in a pane on the left hand side? (Select all that apply.) Thumbnails Zoom Ruler Document map You have opened Print Preview and you decide that you need wider margins. What is the easiest way to make this change? Close Print Preview, open the Page Setup dialogue Press Ctrl + M Click the Margins command on the Print Preview ribbon Make the change from the Print dialogue How do you print a document? Ctrl + P Quick Access Toolbar Office menu All of the above If you type 5-10,15- into the Page Range box of the Print dialogue, what will print? Pages 5 through 10, then page 15 to the end of the document Pages 5 through 15 Pages 10 through 15 Pages 5 through 10, then page 15 Which ribbons are available in Print Preview? Page Layout Page Setup Print Preview All of the above Where can you find zoom commands? Status bar View ribbon Print Preview ribbon All of the above

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7. A. B. C. D. 8. A. B. C. D. 9. A. B. C. D. 10. A. B. C. D.

How do you show special characters in a document? Home ribbon View ribbon Office menu Review ribbon Which of the following is not a view in Microsoft Office Word 2007? Print Layout Web Layout Outline Normal What are the two page orientations available? Wide and Narrow Mirrored and Regular Portrait and Landscape Near and Far How do you open the Page Setup dialogue? Page Setup chunk on the Page Layout ribbon Margins menu Size menu All of the above

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Index
Bibliography...............................................................................................4, 91 Blog............................................................................................................4, 56 Bold Formatting...........................................................................24, 25, 50, 57 Borders and Shading....................................................................170, 172, 173 Captions.........................................................................................................91 Citations.........................................................................................................91 Clear Formatting............................................................................................28 ClipArt......................................................................................................78, 89 Comments.............................................................................................97, 185 Compatibility Checker................................................................................4, 56 Cover Pages.............................................................................................76, 86 Dialogue Boxes.................................................................................................. Anatomy.....................................................................................................58 Help in........................................................................................................49 Document.......................................................................................................... Closing........................................................................................................34 Creating blank....................................................................................16, 110 Creating from existing document.............................................................118 Creating from online template..................................................................115 Creating from recent template.................................................................120 Creating from template............................................................................112 New Document window......................................................17, 111, 120, 144 Opening......................................................................................................31 Saving.........................................................................................................30 Typing in.....................................................................................................17 Document Browser..............................................................................175, 185 Document Inspector...................................................................................4, 56 Document Management Server.......................................................................4 Document Map.............................................................................................187 Draft View....................................................................................................181 Find Dialogue...............................................................................................131 Font................................................................................................................39 Changing Case..........................................................................................153 Choosing color..........................................................................................150 Choosing size............................................................................................148 Choosing type...........................................................................................146 Dialogue.................72, 74, 86, 144, 145, 152, 154, 155, 157, 159, 173, 174 Highlighting................................................................................19, 138, 151 Footnotes and Endnotes................................................................................90 Format Painter.......................................................57, 109, 135, 136, 137, 143 Full Screen Reading View.............................................................................177 Go To Dialogue..............................................................................1, 20, 23, 56

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Help................................................................................................................... Customizing search....................................................................................42 In a dialogue box........................................................................................49 Offline.........................................................................................................42 Opening......................................................................................................36 Opening topics............................................................................................41 Screen.........................................................................................................37 Searching contents.....................................................................................40 Shortcut for.................................................................................................36 Status Bar...................................................................................................38 Table of Contents........................................................................................43 Toolbar........................................................................................................39 Hyphenation..........................................................................................88, 198 Indents............................................................................................................... Applying with ribbon.................................................................................166 Setting with ruler......................................................................................165 Index..............................................................................................................91 Italics Formatting...........................................................................................24 Macros.................................................................................56, 83, 84, 85, 108 Mail Merge.................................................................................93, 94, 95, 186 Message Bar................................................................................................187 Microsoft Office Excel 2007.....................................................................77, 85 Microsoft Office Word 2007............................................................................... Closing........................................................................................................14 Interface.......................................................................................................8 New features................................................................................................3 Opening........................................................................................................5 What is?........................................................................................................2 Mini Toolbar...............................................57, 60, 85, 148, 149, 150, 151, 154 Navigating.......................................................................................................... With keyboard............................................................................................22 With mouse.................................................................................................20 With scroll bars...........................................................................................21 Office Clipboard...............................................................................71, 74, 128 Office Menu 9, 16, 30, 31, 32, 34, 51, 52, 53, 55, 63, 105, 110, 159, 193, 204, 211, 212 Outline View.................................................................................................180 Page Setup......................................................10, 88, 175, 195, 198, 211, 212 Page Setup......................................................................................................... Chunk.......................................................................................................198 Dialogue...................................................195, 198, 199, 201, 202, 211, 212 Margins.....................................................................................................199 Orientation................................................................................................200 Paper size.................................................................................................201 Paragraph Dialogue.....................................................49, 51, 75, 89, 168, 173 Paragraph Spacing...............................................................................165, 168

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PDF............................................................................................................4, 50 Print Layout...................................................................82, 176, 178, 197, 212 Print Preview................................................175, 192, 193, 195, 196, 197, 211 Print Preview...................................................................................................... Closing......................................................................................................196 Moving through.........................................................................................195 Opening....................................................................................................193 Ribbon......................................................................................................194 Printing.............................................................................................................. Advanced options.....................................................................................207 Commands................................................................................................204 Dialogue.............................................................55, 194, 204, 205, 209, 211 Duplex......................................................................................................205 Page range commands.............................................................................205 Printer properties......................................................................................209 Quick Print................................................................................................204 Protect Document..........................................................................................99 Quick Access Toolbar...............................9, 26, 30, 52, 63, 72, 73, 85, 86, 204 Quick Access Toolbar......................................................................................... Adding buttons...........................................................................................63 Customizing................................................................................................67 Default icons...............................................................................................63 Moving........................................................................................................65 Removing buttons.......................................................................................64 Recent Documents List............................................................................32, 50 Redo......................................................................................24, 26, 28, 62, 63 Replace Dialogue.........................................................................................133 Ribbons.............................................................................................................. And chunks.................................................................................................71 And option buttons.....................................................................................72 Basics of.....................................................................................................71 Chart Tools...............................................................................................103 Developer.........................................................................100, 105, 107, 108 Equation Tools..........................................................................................101 Header and Footer Tools...........................................................................104 Home.12, 23, 24, 25, 28, 52, 57, 60, 71, 74, 85, 86, 89, 107, 109, 122, 124, 128, 131, 133, 136, 139, 141, 144, 151, 153, 154, 166, 168, 169, 170, 173, 190, 212 Insert......................................11, 52, 76, 78, 80, 85, 86, 101, 107, 138, 139 Mailings............................................................................87, 93, 94, 95, 107 Minimizing...................................................................................................72 Outlining...................................................................................................180 Page Layout..................................................................................87, 88, 108 Picture Tools.............................................................................................104 Print Preview.............................................................................................194 References....................................................................................87, 90, 107

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Review..........................................................................87, 97, 107, 108, 212 SmartArt Tools..........................................................................................101 Table Tools...............................................................................................102 Text Box Tools..........................................................................................100 View. . . .33, 52, 82, 83, 85, 86, 108, 162, 176, 177, 180, 182, 183, 187, 188, 211, 212 WordArt Tools...........................................................................................100 Right-Click Menus....................................................................................52, 60 Ruler..............................................10, 162, 163, 164, 165, 166, 174, 187, 195 Save As Dialogue.....................................................................................30, 31 ScreenTips...............................................................................................11, 61 SharePoint Server..............................................................................4, 56, 108 Shortcut Keys.................................................................................................61 Show/Hide Tools............................................................82, 187, 188, 190, 191 SmartArt....................................................................................4, 78, 101, 102 SmartArt............................................................................................................ Tools.........................................................................................................101 Special Characters.................................................................75, 175, 191, 212 Status Bar........................10, 23, 42, 43, 56, 85, 175, 176, 177, 180, 183, 194 Strikethrough Formatting.........................................................................25, 50 Styles.......................................................................4, 51, 71, 75, 86, 139, 140 Color Scheme............................................................................................140 Font Scheme.............................................................................................140 Quick Style Gallery...........................................................................139, 140 Style Set...................................................................................................140 Subscript........................................................................................................50 Superscript.....................................................................................................25 Switch Windows Command................................................................33, 50, 83 Table of Authorities........................................................................................92 Table of Contents...........................................................................................90 Tabs.................................................................................................10, 58, 161 Deleting....................................................................................................164 Moving......................................................................................................164 Setting......................................................................................................162 Types........................................................................................................161 Using.........................................................................................................161 Text.................................................................................................................... Aligning.....................................................................................................141 Copying...............................................................................................62, 124 Cutting................................................................................62, 109, 124, 125 Deleting......................................................................................................18 Dragging and Dropping............................................................................130 Paste options....................................................................................127, 130 Pasting..................................................61, 74, 109, 123, 124, 127, 128, 129 Selecting tips............................................................................................122 Selecting with keyboard...........................................................................121

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Selecting with mouse..........................................................................19, 121 Selecting with ribbon................................................................................122 Typing.........................................................................................................18 Text Boxes...............................................................................................80, 89 Tools.........................................................................................................100 Themes..............................................................................................4, 88, 108 Thumbnails..........................................................175, 185, 187, 188, 190, 211 Track Changes...............................................................................................98 Underline Formatting.............................................................24, 152, 173, 174 Underline Formatting......................................................................................... Advanced menu........................................................................................152 Undo......................................................................................24, 26, 28, 62, 63 Watermarks...................................................................................................89 Web Layout..........................................................................................179, 212 Window Controls................................................................................................ Maximize..............................................................................10, 37, 175, 182 Minimize.......................................................................................10, 37, 175 Restore.....................................................................................................182 Word Options.....................56, 68, 86, 105, 107, 127, 159, 173, 174, 195, 208 WordArt............................................................................................80, 89, 100 WordArt.............................................................................................................. Tools.........................................................................................................100 Zoom.......................................................................56, 83, 182, 183, 195, 211

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