Microsoft Office 2007 Beginning Microsoft Word

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1 Microsoft Office 2007 Beginning Microsoft Word Objective 1: Become acquainted with the Microsoft Word 2007 environment. To Start Microsoft Word Click the Start Button on the taskbar 2. Point to Programs or All Programs 3. Click Microsoft Office 4. Click Microsoft Word 2007 Microsoft Word 2007 offers a new user interface. The top portion of the window as a new structure for Microsoft Word commands. The band area is called the Ribbon. It is the control center for creating a presentation. You will no longer see drop-down menus and toolbars. The Ribbon will provide a more visual arrangement of commands in groups. Microsoft Office Button Quick Access Toolbar Title Bar Close button Ribbon Band Dialog Box Launcher Vertical Scroll Bar Document Window Insertion Point Horizontal Scroll Bar View Buttons Zoom slider Status Bar Training 1 May 1, 2008

2 Toolbars The Quick Access Toolbar The Quick Access Toolbar is the small group of buttons on the left, above the Ribbon. It contains commands such as Save, Undo, Repeat, Redo and other commands that used to appear under the drop down menu. The Microsoft Office Button is available in all Office programs and contains commands such as saving, opening, and printing. When clicking on the Microsoft Office Button, the pane will list your recently used documents. Objective 2: Customizing the Quick Access Toolbar The Quick Accesss Toolbar provides easy access to commonly used options. The buttons on the toolbar provide you with the ability to quickly open files, save, print, spell check, and cut/copy/paste among others. The buttons on the Formatting toolbar provide you with the ability to apply common formatting options to text such as bold, italics, font, font size, and alignment. The options found on toolbars can also be found in the menus shown at the top of the window. The options located in the menus are often more detailed than those found on the toolbars. To Display or Remove a Toolbar 1. Click the Microsoft Office Button 2. Click the Word Options button, and then click Customize. 3. In the Choose commands from list, select All Commands, and then do one or more of the following: 4. To add the Back button to the Quick Access Toolbar, click Back, and then click Add. 5. To add the Forward button to the Quick Access Toolbar, click Forward, and then click Add, then click OK 6. Repeat Steps 2-5 for any additional buttons Training 2 May 1, 2008

3 Objective 3: Become familiar with using the Ribbon Band Tabs The most-used commands appear in layers or tabs in the Ribbon Band. For example the Home Tab will have commands to support task such as copying, pasting, adding slides, and formatting. Each Tab is devoted to a type of work you do when you create a presentation. Buttons on each tab are arranged in logical groups. Tabs in Word 2007 Ribbon Band Training 3 May 1, 2008

4 Home Tab Supports task such as copying, pasting, adding slides, changing slide layout, formatting and positioning text, finding and replacing text. Insert Tab Displays things you might want to put on a slide from tables, pictures, diagrams, charts, and text boxes to sounds, hyperlinks, headers, and footers. Page Layout Contains commands to lay out and format paragraphs in a document. References Support tasks such as adding footnotes, endnotes, and table of contents to your docucment. Mailings Contains commands used to create mail merges. Review tab Support tasks such as spell check, thesaurus, reviewing documents, and research service. You can create annotations to review the presentation and then review those comments using the review tab. View Displays tasks used to provide different view options of the document; such as print layout, outline, draft, ruler; etc. Add-Ins Allows supplemental functionality that adds custom commands and specialized features to the Word 2007 system programs. Add-ins and documents can add custom buttons and controls to the Ribbon, i.e. Add Ins, style sheets; etc. Objective 4: Format Text using the Font group Formatting adds a professional look to your text. When you format text, you enhance its appearance and readability. You can change its appearance by applying attributes ranging from font type to color. To Apply Basic Formatting using the Font group 1. Highlight the text to format. 2. Select the Home tab, if necessary 3. From the Font group, select the formatting button of your choice Training 4 May 1, 2008

5 Font Group buttons To Apply Advanced Formatting 1. Highlight the text to format. 2. Select the Home tab, if necessary 3. From the Font group, select the Font Dialog Box Launcher 4. Select the desired Font options Training 5 May 1, 2008

6 Objective 5: Learn how to Rearrange text using cut, copy, and paste. Copy & Paste, Cut & Paste, or Dragging? Word allows shortcuts to moving text around in a document, which is the biggest advantage of word processing as opposed to the old typewriter. Once you have a block of text highlighted, you may apply one of these keyboard shortcuts. Helpful Shortcuts: Copy = Control + C ; Cut = Control + X ; Paste = Control + V; Dragging = Using the mouse only To Copy & Paste using the Clipboard Group buttons 1. Highlight the text you want to make a copy of. 2. Select the Clipboard group on the Home tab 3. Click the Copy button in the Clipboard group 4. Position your cursor where you want to place a copy of the text you highlighted in step Click the Paste button on the Clipboard group Note: When you click the launcher in the Clipboard group on the Home tab The Clipboard task pane opens to the left of the document window. Use the Clipboard task pane to gather multiple cut and copied items. To Cut & Paste using the Clipboard Group buttons 1. Highlight the text you want to move. 2. Select the Clipboard group on the Home tab Training 6 May 1, 2008

7 3. Click the Cut button in the Clipboard group 4. Position your cursor where you want to move the text you highlighted in step 1. : Note: When you click the launcher in the Clipboard group on the Home tab The Clipboard task pane opens to the left of the document window. Use the Clipboard task pane to gather multiple cut and copied items.. To Drop & Drag Text to another Position in a Document 1. Highlight the text you want to move. 2. Hold down the left mouse button within the highlighted text. 3. Drag to desire area of document (you will see a small ). 4. Release left mouse button. Objective 6: Learn how to work with multiple documents Microsoft Word takes full advantage of the Windows 2007 environment; it allows you to simultaneously work with multiple documents. You can work with two or more documents for comparing or editing, and you can easily cut, copy, and paste information from one document to another. To Copy/Cut and Paste Text between more than One Document 1. Click the Microsoft Office Button 2. From the Office pane, click Open. Training 7 May 1, 2008

8 3. Locate and highlight the document to open. 4. Click the Open button. Repeat steps 1-3 to open more documents. 5. On the View tab, in the Window group, click Arrange All (all of the documents will appear on your screen). 6. Activate the window you want to copy from. (Click on the title bar on the document window-it will turn blue) 7. Highlight the text to be copied/cut. 8. On the keyboard press the Control key and C key / X key simultaneously. (or click the Copy/Cut button on the Standard toolbar or click Edit on the Menu bar and then click Copy/Cut.) 9. Activate the other window. 10. Place the cursor where you want to paste information. Note: You can also use the Compare Side by Side and Split views Training 8 May 1, 2008

9 Objective 7: Learn to check the spelling and grammar Word 2007 identifies possible misspelled words by comparing each word to its built-in dictionary and then underlines any words that are not in its dictionary with red, wavy lines. Word identifies possible grammatical errors such as passive voice by underlining them with green, wavy lines. If you right-click the flagged misspelled words or grammatical errors, a shortcut menu opens, displaying a list of correctly spelled or phrased alternatives. You can also open the Spelling and Grammar dialog box to check a document for misspelled words and grammatical errors. Spelling and Grammar To Turn Automatic Spell and Grammar Check On/Off 1. Click the Review tab on the Ribbon band 3. Click the Spelling & Grammar button in the Proofing group 4. From the Spelling and Grammar dialog box, click the Options button Training 9 May 1, 2008

10 3. From the Word Options dialog box, Select the Proofing Option 4. From the When correcting spelling and grammar in Word, deselect the Check spelling as you type box 5. Select the options that best suit your needs, click OK. To Check the Possible Spelling or Grammar indicated by Wavy Lines 1. Right click on the word or phrase that is underlined in either red or green. 2. From the pop-up menu select the appropriate options by either choosing one of the suggestions or Ignore All. To Force Word to Spell and Grammar Check your Document 1. Click the Review tab on the Ribbon band 2. Click the Spelling & Grammar button in the Proofing group 3. Word will cycle through your document looking for possible spelling and grammar mistakes. You can choose whether to Ignore, Ignore All, Correct, Add, Change, etc. Be sure to read the options carefully. The options will change depending on whether the possible error is a grammatical one or a spelling one. Training 10 May 1, 2008

11 Objective 8: Use the Thesaurus To Use the Thesaurus 1. Highlight the word to find an alternative. 2. Click the Review tab on the Ribbon band 3. Click the Thesaurus button from the Proofing group 4. From the Thesaurus pane, select the desired Synonym from the list 5. Click the Drop-down arrow and Click Insert Objective 9: Use AutoCorrect to automatically correct errors Word automatically corrects common spelling and grammatical errors as you type. For example, if you type the word "teh", Word will change it to "the" as soon as you press the space bar. You can also use AutoCorrect as a boilerplate text. For example, instead of typing Georgia Perimeter College each time you need it, you can abbreviate by typing gpc and the Auto Correct option will automatically replace it with the entire name. As another example, you can type International Business Machines by setting up to replace the abbreviation of IBM. Training 11 May 1, 2008

12 To use AutoCorrect 1. Click the Microsoft Office Button, and then click Word Options. 1. In the Word Options dialog box, click Proofing, and then click the AutoCorrect Options button 2. Click OK Training 12 May 1, 2008

13 2. From the Auto Correct dialog box, Click the AutoCorrect tab. 3. Type an abbreviated or commonly misspelled word in the Replace textbox. Training 13 May 1, 2008

14 4. Type the correct word in the With textbox. 5. Click Add to add to the list. 6. Click OK to close the AutoCorrect dialog box. 7. Click OK again to close the Word Options dialog box Training 14 May 1, 2008

15 Objective 10: Apply headers and footers to a document. Headers and Footers Headers and Footers offer a simple and effective way add common elements to each page of a document. You can add text, date, time and page number at the top and/or bottom of the page. To Add a Header 1. Click the Insert tab from the Ribbon band 2. Click the Header button, then click Blank (Three Columns) from the Built-in section 3. The insertion point moves to the header area, which contains three placeholders into which you can click and type text. 4. The Header and Footer Tools Design tab is now open and contains buttons and tools for working with headers and footers 5. Click the left-aligned, center-aligned, or right-aligned placeholders and [Type text] 6. Select the desired design buttons from the Header and Footer Design Tools 7. Click the Close Header and Footer button to make changes To Add a Footer 1. If necessary, Click the Insert tab from the Ribbon band 2. Click the Footer button in the Header & Footer group, then click Blank from the Built-in section Training 15 May 1, 2008

16 3. The insertion point moves to the footer area, which contains three placeholders into which you can click and type text 4. Click the left-aligned, center-aligned, or right-aligned placeholders and [Type text] 5. Select the desired design effects (page number, insert time, insert date; etc) from the Header and Footer Design buttons 6. Click the Close Header and Footer button to make changes Objective 11: Use Find and Replace The Find and Replace features allow you to search for words/phrases, formats, and special characters in a document or to replace specific text, formats, and special characters (such as spaces). There may be times when you are working on a long document, and realize you have been spelling a word or name incorrectly. It would take too long to locate each word individually. The Find and Replace feature makes it easy for you. To Use Find and Replace 1. Select the Home tab from the Ribbon band 2. From the Home tab, Click Replace in the Editing group 3. The Find and Replace dialog box opens, with the Replace tab in front 4. Type in the word you would like to find in the Find what textbox 5. Then type the replacement word in the Replace with textbox 6. Click Find Next. (You can edit at each occurrence.) 7. Click Replace 8. When the alert box opens, indicating that Word has finished searching the document, Click OK to close the alert box, click Close in the Find and Replace Training 16 May 1, 2008

17 dialog box Training 17 May 1, 2008

18 Objective 13: Use Advance Search Options You can use the More button to expand or modify your search. While using the Find and Replace feature, In the Search box, select "All" to search the entire document, use down to search from the current location to the end, and up to search from the current location to the top To Use the Advance Search Option 1. Select the Home tab from the Ribbon band 2. From the Home tab, Click Replace in the Editing group 3. The Find and Replace dialog box opens, with the Replace tab in front 4. Use the More Find and Replace options below to find and replace Match Case- instructs Word to find only uppercase or lowercase letters Find Whole Words Only Use wildcards for advanced search options o? = wildcard (Ex. h?t may find hit, hat, or ham) o * = combination of characters (Ex. "Chair*" may find chaired, chairs, chairman) Sounds Like (if you are not sure you spelled the word correctly) Find all word forms (Ex. "sing" may find sung, sang, sing, etc.) Format button will let you search for specific format occurrences. (Ex. bold, italics, Heading1, etc.) Special button will let you search for a occurrences of special characters. (Ex. paragraphs, tabs, page breaks, etc.) Objective 11: Apply paragraph formatting and indents to a block of text or an entire document. Paragraph formatting includes line spacing options. Line spacing refers to whether the block of text or document is single-spaced, double-spaced, 1.5 lines, etc. Training 18 May 1, 2008

19 To Change Line Spacing 1. Highlight the block of text you wish to change. (If you wish to change the entire document, Go to the Home tab, Editing group, click the Select drop down arrow, Click Select All.) 2. Go to the Home tab on the Ribbon Band 3. Click the Line spacing button in the Paragraph group on the Home tab 3. Click the launcher in the Paragraph group 4. From the Paragraph dialog box, select the Indents and Spacing tab if necessary. 4. In the Spacing section, click the Line spacing drop down list arrow and select the appropriate spacing. Then click OK. Training 19 May 1, 2008

20 To Set Paragraph Indents You can improve the appearance of text on a page by setting indents. An indent is a set amount of space between the edge of a paragraph and the right or left margin. 1. If necessary, click View on the Ribbon and then click Ruler. Note: The Ruler should show at the top of the document. The Ruler should have triangular shaped markers that indicate where the current indents are located. The marker on the top of the Ruler shows where the first line of text in a paragraph will align. The marker on the bottom of the Ruler shows where subsequent lines in a paragraph will align. 2. Highlight the block of text you wish to change. (If you wish to change the entire document, Go to the Home tab, Editing group, click the Select drop down arrow, Click Select All.) 3. Using your mouse, click and drag the markers to the appropriate alignment Set Paragraph Indents (Method 2) 1. Click the Home tab on the Menu bar 2. Click the Paragraph launcher on the Paragraph group 3. In the Indentation section, choose the location of the left and right indents. 4. Click OK Training 20 May 1, 2008

21 To Create Hanging Indents 1. If necessary, click View on the Menu bar and then click Ruler. 2. Highlight the block of text you wish to change. (If you wish to change the entire document, click Edit on the Menu bar, and then click Select All.) 3. Using your mouse, click and drag the bottom marker to the appropriate alignment. To Create Hanging Indents (Method 2) 1. Click the Home tab on the Menu bar 2. Click the Paragraph launcher on the Paragraph group 3. Highlight the block of text you wish to change. (If you wish to change the entire document, click Edit on the Menu bar, and then click Select All.) 4. Click the Special drop down list in the Indentation section 5. Choose Hanging and if desired choose the location of the hanging indent. 6. Click OK Training 21 May 1, 2008

22 Objective 8: Select page setup options for margins, paper size, and layout. Preview these selections prior to printing. Page Setup In the Page Setup box dialog box, you can select the options you prefer for text margins, paper size, and layout. Page Setup will allow you to change your document from portrait to landscape and adjust your margins. To Use Page Setup 1. Select the Page Layout tab on the Menu bar 2. Select the Margins button to select the margin sizes for the entire document or the current section 3. Select the Orientation buttons to switch between layouts 4. To customize page layout options, Click the Page Setup launcher 5. From the Page Setup dialog box, Click the Margins tab to customize margin changes 6. Click the Orientation section to customize orientation Training 22 May 1, 2008

23 Objective 9: Use the Print Preview Feature This includes a full-page view of a document's pages, so you can check the document before printing. To Preview a Document 1. Click the Microsoft Office Button 2. Click the Print button 3. Click the Print Preview button 4. Use the Zoom drop down arrow on the Print Preview toolbar to change the view to a larger/smaller image. 5. Click the Close Print Preview button to return to the document Zoom Training 23 May 1, 2008

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