IT-SKILLS

Lectures on
Word 2007 Processing
 The Microsoft Word Window
Quick Access Toolbar Title Bar

Office
Button

Tabs Ribbon
Scroll
Bar

Rulers

Status
Bar

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The Office Button

 Use the Office Button

to:
 create a new file
 open an existing file
 save a file
 print a file
 close a file
 view word options
 exit word
 etc

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The Quick Access Toolbar
 The Quick Access toolbar provides you with access to
commands you frequently use. By default Save, Undo, and
Redo appear on the Quick Access toolbar.

Adding a command to the Quick Access

Toolbar
 On the Ribbon, click the
appropriate tab or group to
display the command that you
want to add to the Quick Access
Toolbar.
 Right-click the command, and
then click Add to Quick Access
Toolbar on the shortcut menu.

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Showing/Hiding the Ribbon

 At the very top of the

window, click on the
little arrow pointing
down
 In the drop down menu,
click ‘Minimize the
Ribbon’

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The Status Bar
 The Status bar provides
information such as:
 the current page
 the word count
 the overtype/insert mode. In
insert mode, you will see the
word "Insert" in the Status bar
and any text you write will
push aside text on either side
of the cursor. If you are in
overtype mode, you will see
the word "Overtype" in the
Status bar and any text you
write will overwrite existing
text to the right of the cursor.
 etc

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Customizing the Status Bar
 Right-click on the status
bar
 Select the desired
features

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Showing/Hiding the Ruler

 Click the View tab

 Click the check box next to Ruler in the Show/Hide
group.

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Document Views
 Draft View
Draft view is the most frequently used view. You use Draft view to
quickly edit your document.
 Web Layout
Web Layout view enables you to see your document as it would
appear in a browser such as Internet Explorer.
 Print Layout
The Print Layout view shows the document as it will look when it is
printed.
 Reading Layout
Reading Layout view formats your screen to make reading your
document more comfortable.
 Outline View
Outline view displays the document in outline form. You can display
headings without the text. If you move a heading, the accompanying
text moves with it

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Changing the Document View

 Click the View tab

 Click the desired view in the Document Views group

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Show/Hide the Nonprinting Characters

The Nonprinting characters  Click the Home tab

. space  Click the Non printing
¶ Paragraph characters button
(Enter)
……….Page Break…….. New Page
(Ctrl+Enter)
 Tab

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Creating a New Document
 Click the Microsoft Office
Button
 Click New
 To start from a blank
document, click Blank
 To start from a template,
you can browse through
your choices on the left,
see the choices on center
screen, and preview the
selection on the right
screen
 Click Create
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Opening an Existing Document

 Click the Microsoft Office

Button
 Click Open
 Find the document you
want to open
 Click Open

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Saving a document

 Click the Office Button

 Click Save As
 Type a name for your
document in the File
Name box
 (Optional) Choose a
location for your file
 (Optional) Change the file
type Note: If you only want to save changes to
 Click the Save button a document instead of “Save As” choose
“Save”

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Using Help
 Press the F1 key, or click the question mark
at the top right corner of your window. If you
press it while you're performing some
obscure task deep inside some strange
dialog box or task pane, Word summons
help for that specific issue, telling you how
to do what you want to do. Press F1 any
time you have a question, and help arrives.
 Keep in mind that Word's help works best
when you have an Internet connection,
especially a high-speed, or broadband,
connection.
 In the Search box in the upper-left corner of
the Help window, type a topic, command
name, or question. Or you can browse the
table of contents directly below the Search
field.

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Copying Text – Cutting Text
 In Microsoft Word, you can copy information from one area of a
document and place the information you copied anywhere in the
same or another document. In other words, after you type
information into a document, if you want to place the same
information somewhere else, you do not have to retype the
information. You simple copy it and then paste it in the new
location. As with cut data, Word stores copied data on the
Clipboard.
 In Microsoft Word, you can move information from one place in a
document to another place in the same or different document by
using the Cut and Paste features. The Office Clipboard is a
storage area. When you cut, Word stores the data you cut on the
Clipboard. You can paste the information that is stored on the
Clipboard as often as you like.

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Copy with the Ribbon

 Select the text you want

to copy
 Choose the Home tab
 Click the Copy button in
the Clipboard group
 Word copies the data you
selected to the Clipboard
 Then use Paste

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Cut with the Ribbon

 Select the text you want

to move
 Choose the Home tab
 Click the Cut button in the
Clipboard group
 Word copies the data you
selected to the Clipboard
 Then use Paste

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Paste with the Ribbon

 Place the cursor where

you want to copy the text
to
 Choose the Home tab
 Click the Paste button in
the Clipboard group

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Paste Special
 Use the Paste Special
command instead of the Paste
command when you only want
to copy the text and not the
text formatting

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The Clipboard
 As you cut or copy, Word stores the
information on the Clipboard in a
hierarchy. Each time you cut or copy,
the data you just cut or copied moves
to the top of the Clipboard hierarchy
and the data previously at the top
moves down one level. When you
choose Paste, the item at the top of
the hierarchy is the item Word pastes
into your document. The Clipboard can
store up to 24 items. You can paste
any item on the Clipboard into your
document by placing your cursor at the
insertion point, displaying the
Clipboard pane, and then clicking the
item.

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Using the Format Painter
You can copy the format of
selected text and paste the copied
attributes to a 'target' selection.
Simply select the text, click the
Format Painter on the Home tab.
Note the paintbrush that stalks
your cursor as you move it. When
you select your target text, the
copied formatting is applied as
soon as you release the mouse
button.

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 Font Formatting

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Changing Font type  Select the text
 Go to the Home tab
 Go to the Font Group
 Click the arrow next to
the Font name and look
through the font list
 While you are looking
through the list you can
see a preview of the font
type
 Click desired font

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Changing Font size  Select the text
 Go to the Home tab
 Go to the Font Group
 Click the arrow next to
the font size and choose
the appropriate size, or
Click the increase or
decrease font size
buttons

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Making text
Bold/Italic
 Select the text you want to
make bold/italic
 Go to the Home tab
 Go to the Font Group
 Click Bold (B)/Italic (I)
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Underlining text
 Select the text you want to
underline
 Go to the Home tab
 Go to the Font Group
 Click Underline (U)
 In order to apply a different
underlining style, click the arrow
and choose the line you like
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Changing text
color
 Select the text
 Go to the Home tab
 Go to the Font Group
 Select the color by clicking the
down arrow next to the font
color button
Highlighting text
 Select the text
 Go to the Home tab
 Go to the Font Group
 Select the color by clicking the
down arrow next to the
Highlight button

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Make text
Clear Formatting
superscript/subscript

 Select the text  Select the text

 Go to the Home tab  Go to the Home tab
 Go to the Font Group  Go to the Font Group
 Select superscript/subscript  Select the clear formatting
button

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 Paragraph Formatting

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  Select the paragraph
Change Paragraph  Go to the Home tab
Alignment  Go to the Paragraph Group
 Choose the appropriate button
for alignment
1. Align Left:  the text is
aligned with your left
margin
2. Center:  The text is
centered within your
margins
3. Align Right:  Aligns text
with the right margin
4. Justify:  Aligns text to both
the left and right margins
1 2 3 4

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 Line Spacing
 Select the paragraph
 Go to the Home tab
 Go to the Paragraph Group
 Click the arrow beside the line
spacing icon
 Choose the appropriate line
spacing

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 Add Borders and
Shading
 You can add borders and shading
to paragraphs and entire pages. 
To create a border around a
paragraph or paragraphs:
 Select the area of text where you
want the border or shading.
 Click the Borders Button on the
Paragraph Group on the Home
Tab
 Choose the Border and Shading
 Choose the appropriate options

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 Creating a bulleted/numbered list
 Select the paragraphs you want to
include in the list
 Go to the Home tab
 Go to the Paragraph group
 Click on the bullets/number icon
 A bullet/number will appear in the
beginning of each paragraph
 In order to remove the
bullets/numbering, select the list
and click the bullets/numbering
icon again
 In order to convert a bulleted list to
a numbered list and vise versa,
select the list and click on the
appropriate icon

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 Changing the style of a bulleted/numbered list

 Select the list

 Go to the Home tab
 Go to the Paragraph group
 Click on the arrow beside the
bullets/number icon
 From the Bullet/ Numbers Library,
select the type of format you want
to apply to your list

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 Creating a multilevel list
Increase/decrease
Indent  Use the Multilevel Numbered list
option for creating a numbered list for
items that are nested inside one
another
 Go to the Home tab
 Go to the Paragraph group
 Click on the arrow beside the
multilevel list icon
 Click a style in the gallery of styles
 Type your list
 In order to change to an inner level
press the TAB key (or the increase
indent icon) and in order to change to
an outer level SHIFT+TAB (or the
decrease indent icon)

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 Styles

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Using Styles

 A style is a set of formatting characteristics, such as font name, size, color, paragraph
alignment and spacing
 Select the text
 Go to the Home tab
 Go to the Styles group
 Select the style you want to apply to your text

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Creating a style

 Apply the desired formatting to some text

 Select the text
 Go to the Home tab
 Go to the Styles group
 Click the style dialog box icon
 Click the Create Style icon
 In the Name box, type a name for your style
 Check the Add to Quick Style List check box
 Click OK

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Find Text
 On the Home tab, in the
Editing group, click Find
 In the Find what box, type the
text that you want to search for
 Click Reading Highlight
 Click Find Next

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Replacing Text
 On the Home tab, in the Editing group,
click Replace
 Click the Replace tab
 In the Find what box, type the text that
you want to search for
 In the Replace with box, type the
replacement text
 Do one of the following:
 To find the next occurrence of the text,
click Find Next
 To replace an occurrence of the text,
click Replace. After you click Replace,
Office Word 2007 moves to the next
occurrence of the text
 To replace all occurrences of the text,
click Replace All

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 TABLES

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Inserting a table using the table menu

 Click where you want to

insert a table
 Go to the Insert tab
 Go to the Tables group
 Click Table
 Drag to select the number
of rows and columns that
you want

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Inserting a table using the table command
 Click where you want to insert a table
 Go to the Insert tab
 Go to the Tables group
 Click Table
 Click Insert Table
 The Insert Table dialog box will open
 Under Table size, enter the number of
columns and rows
 Under AutoFit behavior, choose options to
adjust the table size
 Fixed column width: you can define the
column size or have Word create the
column size (Auto)
 AuroFit to contents: word will adjust to
columns with excess text
 AutoFit to window: provides equal
column width with the total table width
equal to the page width

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Add a row to a table
 Click in a cell above or below where you
want to add a row
 Right click
 From the shortcut menu go to insert
 Select insert rows above/below

OR

 Right clickClick in a cell above or below

where you want to add a row
 Under Table Tools, on the Layout tab, do
one of the following:
 To add a row above the cell, click
Insert Above in the Rows and
Columns group
 To add a row below the cell, click
Insert Below in the Rows and
Columns group

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Add a column to a table
 Click in a cell to the left or right of where you
want to add a column
 Right click
 From the shortcut menu go to insert
 Select insert columns to the left/right

OR

 Click in a cell to the left or right of where you

want to add a column
 Under Table Tools, on the Layout tab, do
one of the following:
 To add a column to the left of the cell,
click Insert Left in the Rows and
Columns group
 To add a column to the right of the
cell, click Insert Right in the Rows and
Columns group

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Deleting rows/columns
 Select the row/column
you want to delete
 Right click
 From the shortcut menu
select delete
Rows/Columns

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Merge cells of a table
 Select the cells you want
to merge
 Right click
 From the shortcut menu
select Merge Cells

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Adding Borders and Shading to a table
 Select the cells you want
to add a border/shade to
 Right click
 From the shortcut menu
select Borders and
Shading…
 From the dialog box
select the border/shading
you desire

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Changing text direction in
a table
 Select the cells you want
 Right click
 From the shortcut menu select
Text Direction
 From the dialog box select the
desired direction
Cell alignment
 Select the cells you want to align
 Right click
 From the shortcut menu select Cell
Alignment
 Select the desired alignment

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 ILLUSTRATIONS

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Inserting a picture from a file

 Click where you want to

insert the picture
 Go to the Insert tab
 Go to the Illustrations
group
 Click Picture
 Find the picture you want
to insert
 Double-click the picture
you want to insert

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Inserting a Clip Art
 Click where you want to insert
the Clip Art
 Go to the Insert menu
 Go to the Illustrations group
 Click Clip Art
 In the Clip Art task pane, in the
Search for box, type a word
that describes the clip you
want
 Click Go
 In the results box, click the clip
to insert it

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Text Wrapping
 Text wrapping allows you to position
your picture relative to the text. You
can have your text wrap in line with the
text; you can have your text form a
square around your picture, either at
the boundaries of the whole image or
tight up to the subject itself; and you
can place the picture behind or in front
of the text
 In order to select a text wrapping
option:
 Right Click on the picture
 Go to the Text Wrapping Option
 Select the Text Wrapping you want

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Changing Picture Brightness
 Right Click on the picture
 Go to the Format Picture Option
 Change the Brightness or Recolor your
Picture

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Inserting Page Numbers
 Go to the Insert tab
 Go to the Header and Footer
group
 Click Page Numbers
 Set the position of the page
numbers by selecting from the
gallery
 Select the format that you want
to use for your page numbers

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Removing Page
Number from first
page
 Go to the Page Layout tab
 Click the Page Setup Dialog
Box Launcher
 Click the Layout tab
 Under Headers and footers,
select the Different first page
check box
 Click OK

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Changing Margins
and Orientation
 Go to the Page Layout
tab
 Click the Page Setup
Dialog Box Launcher
 Click the Margins tab
 Select the orientation and
set the Margins
 Click OK

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Spelling Check
 Go to the Review tab
 Go to the Proofing group
 Click Spelling Check
 The Spelling and Grammar dialog box
appears. The first suggested
correction is highlighted.
 Use the following buttons to check
your spelling and grammar:
 Ignore Once   Ignore this word once, but check it again
 Ignore All   Ignore this word throughout the document
 Add to Dictionary   Include this word in the program's
dictionary
 Change    Use the suggested word to change this
instance of this word
 Change All   Use the suggested word to change all
instances of this word

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Choosing Print options

 Click on the Office button

 Select print
 The Print Dialog Box
appears
 Select the Printer
 Select the Page Range
 Select the Number of
copies
 Click OK

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Mail Merge
 You use mail merge when you want to create a set of documents, such as a form letter that is
sent to many customers. Each letter has the same kind of information, yet the content is unique.
For example, in letters to your customers, each letter can be personalized to address each
customer by name. The unique information in each letter comes from entries in a data source
 The mail merge process entails the following overall steps:
 Set up the main document. The main document contains the text and graphics that are the
same for each version of the merged document — for example, the return address or salutation
in a form letter.
 Connect the document to a data source. A data source is a file that contains the information to
be merged into a document. For example, the names and addresses of the recipients of a
letter.
 Refine the list of recipients or items. Microsoft Office Word generates a copy of the main
document for each item, or record, in your data file. If your data file is a mailing list, these items
are probably recipients of your mailing. If you want to generate copies for only certain items in
your data file, you can choose which items (records) to include.
 Add placeholders, called mail merge fields, to the document. When you perform the mail
merge, the mail merge fields are filled with information from your data file.
 Preview and complete the merge. You can preview each copy of the document before you print
the whole set.

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Mail Merge
 You can also use mail merge to create:
 A catalog or directory  The same kind of information, such as name and description, is shown
for each item, but the name and description in each item is unique. Click Directory to create
this type of document
 A set of envelopes   The return address is the same on all the envelopes, but the destination
address is unique on each one. For more information, see Create and print envelopes for a
mass mailing
 A set of mailing labels  Each label shows a person's name and address, but the name and
address on each label is unique. For more information, see Create and print labels for a mass
mailing
 A set of e-mail messages   The basic content is the same in all the messages, but each
message goes to the individual recipient and each message contains information that is
specific to that recipient, such as the recipient's name or some other piece of information. For
more information, see Use mail merge to send personalized e-mail messages to your e-mail
address list

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Mail Merge
 Go to the Mailings tab
 Go to the Start Mail Merge
group
 Click Start Mail Merge
 Click Step by Step Mail Merge
Wizard
 This brings up the task pane
as shown below. Follow the
steps of the wizard to complete
the mail merge

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SHORTCUTS

HOME: Go to beginning of the line

END: Go to end of the line
PAGE UP: Up one screen/page (scrolling)
PAGE DOWN: Down one screen/page (scrolling)
CTRL+PAGE DOWN: To the top of the next page
CTRL+PAGE UP: To the top of the previous page
CTRL+END: Go to the end of a document
CTRL+HOME: Go to the beginning of a document
TAB: One cell to the right (in a table)
UP ARROW: Up one line
DOWN ARROW: Down one line
LEFT ARROW: One character to the left
RIGHT ARROW: One character to the right
ENTER: New Paragraph
CTRL+ENTER: Inserts a page break (a new page)
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