2 What s New in Word 2007

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1 2 What s New in Word Overview of Word 2007 Microsoft Office Word 2007 is a word processing program that enables you to create many types of documents including letters, resumes, reports, proposals, Web pages, blogs, and more. Word's advanced editing capabilities allow you to quickly and easily perform tasks such as checking your spelling and finding text in a long document. Robust formatting allows you to produce professional looking documents with stylized fonts, layouts, and graphics. Building Blocks and Quick Styles allow you to insert highly sophisticated desktop publishing elements to your document making it simple to create professional looking documents. The new Word Ribbon interface has been designed to increase productivity and to make it easier to access and apply some of Word s more complex feature. The Word Ribbon consists of seven tabs Home, Insert, Page Layout, References, Mailings, Review, and View. The Home Tab The Home tab displays by default and contains all the basic commands for working with text in a document. The Home tab contains many of the commands which were available on the Standard toolbar in previous versions of Microsoft Word. Figure 1 The Home Tab The Clipboard group contains the commands for copying, cutting, and pasting. It also contains the format painter command, which allows you to copy formatting and apply the formatting to other parts of a document. The Font group includes all the fundamental commands for formatting characters, including changing the font, font size, font color, and applying special effects, such as bold, italic, and underline. The Paragraph group contains the commands for changing the paragraph formatting of text such as creating bulleted and numbered lists, changing the indentation of text, changing the alignment of text, and changing the line spacing of text. The Styles group allows you to quickly apply quick styles to text based on the document s current theme. You can also change the style set, font theme, and color theme from the Styles group. The Editing group contains the find, replace, and go to commands. The Insert Tab From the Insert tab you can add complex, desktop publishing elements to your documents. Some of these elements, such as tables, pictures, clip art, WordArt, and What s New in Word

2 links, have changed very little from past versions of Microsoft Word. Other elements have been updated to incorporate the document s theme and help you create visually cohesive documents. From the Insert tab, you can quickly add a stylized cover page to your document, and insert headers and footers that use the same theme, giving your document a polished look without the aid of a graphic designer. Some commands are new to Microsoft Word You can quickly insert pre-designed text boxes for adding quotes and sidebars to your document. You can also quickly add drop caps to paragraph text, adding another desktop publishing element to your documents. Figure 2 The Insert Tab The Page Layout Tab The Page Layout tab gives you access to commands for formatting your overall document. Figure 3 The Page Layout Tab One of the most powerful new features in Microsoft Word 2007 is themes. A theme is a combination of color, fonts, and effects which is used to automatically format elements in a document. By using a theme in a document, you can be assured that your document will have a consistent look and feel throughout the entire document. From the Page Layout tab you can also change the document s margins, orientation, size, and change elements such as page breaks and hyphenation. From the Page Background group, you can quickly modify the page itself by adding borders, colors, and watermarks. The Arrange group allows you to layout elements, such as pictures and charts, in relation to text on the page. You can position elements using pre-set layouts or create your own using the Text Wrapping, Align, and Group commands. The References Tab When creating long documents, such as research papers and business or project plans, you will need to add elements to help organize and find data quickly. The References tab allows you to add these elements easily. You can add a table of contents for your document based on heading styles, as well as footnotes or endnotes for references throughout the document. The Citations & Bibliography 2 What s New in Office 2007

3 group allows you to create source information for your document and to insert citations based on a number of different reference styles. From the References tab, you can also mark entries and insert an index to your document or add a table of authorities. If your document includes images, you can add captions and insert a table of figures for your readers to quickly find charts and other images in your document. Figure 4 The References Tab The Mailings Tab The Mailings tab gives you access to all the commands you will need to create a mail merge. A mail merge is a standardized document that is sent to many recipients. Each document in a mail merge is customized with the recipient s personal information. From the Mailings tab, you can create the merge document, add recipients, add standard fields, such as greetings and address blocks, and preview and print the mail merge. From the Mailings tab, you can also create envelopes and labels for your mail merge. Figure 5 The Mailings Tab The Review Tab The Review tab includes all the commands for reviewing your document. Figure 6 The Review Tab The Proofing group includes the Spelling & Grammar command, Thesaurus command, and other proofing commands, such as word count and the Research pane. From the Review tab, you can add, review, and delete comments in a document. You can also activate the Track Changes feature which marks all the changes made to a document and allows you to easily review the changes and What s New in Word

4 either accept or reject the marked changes. If you have more than one version of a document, you can use the Compare command to see the difference between the documents or the Combine command to merge two versions of a document into one. The View Tab The View tab allows you to view your document in a number of different ways, including Print Layout view, Reading view, Web view, Outline view, and Draft view. Figure 7 The View Tab You can also show and hide elements in the Microsoft Word window, such as gridlines and the ruler. To view your document at different zoom levels, you can use the Zoom tool or one of the page layout commands. If you have more than one document open, you can arrange them on the screen side by side. You can then use the synchronous scrolling feature to simultaneously scroll two documents to view differences between the two. If you have multiple documents open, you can use the Switch Windows command to quickly display any open document. If you have a complex task that you want to automate with one command, you can create and run a macro from the View tab. In this chapter, you will learn about the top 10 things you need to know about Microsoft Word 2007, including: Changes to default font and normal style Text Quick Styles Table Quick Styles Building Blocks Bibliographies Cover Pages Headers, Footers, and Page Numbers Text Boxes Margins Equations 4 What s New in Office 2007

5 2.2 Changes to Default Font and Normal Style In addition to the new Ribbon interface, Office 2007 includes new default fonts for documents. Calibri is a sans serif font similar to Arial and Verdana. Calibri has a softer, friendlier feel than Arial with more rounded edges. Calibri s soft feel is ideal for Web pages and more informal documents. Cambria is a serif font similar to Times New Roman. Cambria is a more formal font than Calibri and is more appropriate for business documents and Web pages. Calibri is a sans serif font. It is used for body text in the default Word template. Cambria is a serif font. It is used for headings in the default Word template. When you first create a document using the normal template, you will notice that Calibri is used for body text and Cambria is used for heading styles. This is a departure from past versions of Microsoft Office, when Times New Roman (a serif font) was used for the body text and Arial (a sans serif font) was used for heading styles. Using a sans serif font for body text is best for onscreen reading. If you want to reverse the pairing, using Calibri as the headings and Cambria for the body text, change the font theme to Office 2. To change back to default pairing, choose the Office font theme. In addition to Calibri and Cambria, Microsoft Office 2007 comes with four other new fonts. These fonts are all part of the Microsoft ClearType Font collection: Candara Candara is a sans serif font with a more open, informal feel than Calibri. Candara is well suited for informal correspondences and documents, such as messages and certain Web pages. Consolas Consolas is a monospaced font, similar to Courier. Monospaced font characters take up the same width. Monospaced fonts are often used to display programming code, since the fixed character width aligns the text onscreen. Consolas works well for displaying and printing code as well as for formal and informal documents. Constantia Constantia is a serif font designed for onscreen as well as print. It can be used for magazines and journals, as well as messages and Web pages. Corbel Corbel is a sans serif font, with soft curves, but with a slightly more formal feel than Calibri. Corbel can be used for business documents and Web pages. What s New in Word

6 Tips and Tricks Word offers many fonts. Serif fonts, such as Cambria and Times New Roman, have an embellishment at the end of each stroke. Sans serif fonts, such as Calibri and Arial, do not have an embellishment at the end of each stroke. Using different fonts can enhance your document, giving it a polished look, but when writing a document it is best to limit the number of fonts you use. Using multiple fonts in one document can give it a cluttered and unprofessional appearance. 2.3 Text Quick Styles A Quick Style is a group of formatting, including character and paragraph formatting, that you can easily apply to text in your document. Quick Styles can be applied to body text, headers, quotes, or just about any type of text you may have in your document. Figure 2-8 The Styles Group It is a good idea to use Quick Styles to format your documents. When you use Quick Styles to format text in your document, you can quickly and easily change the look of that style across your document by changing the document's theme. Certain Quick Styles, such as headings, are also used by other features in Word, such as creating a table of contents. To apply a Quick Style to text: 1. Select the text you want to change. 2. In the Styles group on the Home tab, click the More button. 3. Select a Quick Style from the Quick Styles gallery. 6 What s New in Office 2007

7 Figure 2-9 The Quick Styles Gallery Tips and Tricks If you modify a Quick Style, you can save the style with a new name and then use it throughout your document. To save a new text Quick Style, open the Quick Styles gallery and select Save Selection as a New Quick Style... Try It The Styles group on the Ribbon displays the latest Quick Styles you have used. If you want to apply a recently used Quick Style, you can click the option directly from the Ribbon without opening the Quick Styles gallery. 2.4 Table Quick Styles Just as you can apply complex formatting to paragraphs using Quick Styles for text, you can also apply complex formatting to tables using Quick Styles for tables. Table Quick Styles include formatting for the table s borders and cell shading, as well as font color. Different table Quick Styles are designed for displaying different types of data. Some Quick Styles divide data into a header row with data displayed in rows below while others divide data into a header row and column with data displayed in cross-referenced cells. Whatever the purpose of your table, by using table Quick Styles, you can quickly change the borders and shading for a table, giving it a professional, sophisticated look without a lot of work. To apply a Quick Style to a table: 1. Click the Design tab under Table Tools. What s New in Word

8 2. In the Table Styles group, click the More button. Figure 2-10 The Table Styles Group 3. Select a Quick Style from the Table Quick Styles gallery. Tips and Tricks To create your own table style, click the More button in the Table Styles group and select New Table Style... In the Create New Style from Formatting dialog box, you can create a new table style based on an existing table style, changing options such as grid lines and shading to suit your needs. When you save the style, it will appear in the Table Styles gallery. You can also create new character, paragraph, and list styles in the Create New Style from Formatting dialog box. Try It The Table Styles group on the Ribbon displays the latest Quick Styles you have used. If you want to apply a recently used Quick Style, you can click the option directly from the Ribbon without opening the Quick Styles gallery. 2.5 Building Blocks A building block is a piece of content that is reusable in any document. Building blocks can be text only, such as AutoText, or they can include graphics, such as a cover page. Other examples of building blocks include bibliographies, table of content pages, headers, footers, text boxes, equations, and watermarks. The Building Blocks Organizer lists the building blocks in alphabetical order by which gallery they appear. You can insert building blocks from specific commands on the Ribbon or from the Building Blocks Organizer. 8 What s New in Office 2007

9 Figure 2-11 The Building Blocks Organizer To insert a building block from the Building Blocks Organizer: 1. Click the Insert tab. 2. Click the Quick Parts button and select Building Blocks Organizer Select a building block in the list and click the Insert button. What s New in Word

10 Figure 2-12 The Quick Parts Menu Tips and Tricks To modify the properties of a building block, select a building block and click the Edit button. You can change properties such as the name or which gallery the building block appears in. To remove a building block from the Building Blocks Organizer, select a building block and click the Delete button. 2.6 Bibliographies A bibliography is a compiled list of sources you referenced in your document. Typically, bibliographies appear at the end of a document, and list all the sources you marked throughout the document. Microsoft Word 2007 comes with a number of pre-built bibliography building blocks for you to use. When you select one of these building blocks, Word will search the document and compile all the source citations from your document and format them according to the style you chose. To add a bibliography to a document: 1. Place the cursor at the end of the document. 2. Click the References tab. 3. In the Citations & Bibliography group, click the Bibliography button and select one of the bibliography building blocks. 4. The bibliography is added to the end of the document, listing all the citations for the document. 10 What s New in Office 2007

11 Figure 2-13 The Citations & Bibliography Group Tips and Tricks The bibliography building blocks include a formatted header for your bibliography. You can choose to have the section titled Bibliography or Works Cited. You can also choose to have the section appear with or without a page break before it. Try It To add a simple bibliography, click the Insert Bibliography command at the bottom of the Bibliography gallery 2.7 Cover Pages When creating documents such as proposals or business plans, it is a good idea to include a cover page that contains the title of the document and the date. You can also add other information such as a subtitle, a short description of the document, and company information. Microsoft Word 2007 comes with a number of pre-built cover pages which you can quickly and easily add to your documents. What s New in Word

12 To add a cover page: 1. Click the Insert tab on the Ribbon. 2. In the Pages group, click the Cover Page button and select an option. 3. Word inserts a cover page with content controls for you to enter your own information. Click a content control and enter the information for your document. Tips and Tricks When you click a date content control, you will notice a calendar icon next to the text area. Click the icon to display the calendar to select a date to add to the cover page. Try It You can also add a cover page through the Building Blocks Organizer. Figure 2-14 The Cover Page Gallery 2.8 Headers, Footers, and Page Numbers A header is text that appears at the top of every page, just below the top margin; a footer is text that appears at the bottom of every page, just above the bottom margin. Typically, headers and footers display such text as dates, page numbers, document titles, and authors names. Word 2007 comes with a number of predesigned headers and footers that you can quickly add to your document and then modify to suit your needs. To add a header to a document: 1. Click the Insert tab on the Ribbon. 2. In the Header & Footer group, click the Header button and select a header design from the gallery The Header & Footer Group 12 What s New in Office 2007

13 3. Word inserts a header with content controls for you to enter your own information. Click a content control and enter the information for your header A header and footer in a document. To add a footer to a document: 1. Click the Insert tab on the Ribbon. 2. In the Header & Footer group, click the Footer button and select a footer design from the gallery. 3. Word inserts a footer with content controls for you to enter your own information. Click a content control and enter the information for your footer. If all you want to do is add page numbers to a document, you don't need to use the Header and Footer feature. Instead, you can insert simple page numbers to a document through the page number gallery. You can choose to have page numbers appear at the top of the page, bottom of the page, or in the margins. To add page numbers to the bottom of the pages of a document: 1. Click the Insert tab on the Ribbon. 2. In the Header & Footer group, click the Page Number button, point to Bottom of the Page, and select one of the page number designs in the gallery. What s New in Word

14 Tips and Tricks Headers and footers appear faded out in Print Layout view. If you want to edit a header or footer, double-click it and make your changes. Click the Close Header and Footer button to return to the document. When you add a header or footer to your document, the Design tab under Header & Footer Tools displays. This tab is called a contextual tab, because it only displays when a header or footer is the active element. Use the commands on the Design tab to modify the header or footer properties. Try It You can also add headers and footers and page numbers through the Building Blocks Organizer. 2.9 Text Boxes Microsoft Word 2007 comes with pre-built and pre-formatted text boxes to allow you to quickly add pull quotes and sidebars to your documents. A pull quote is a piece of text from your document which is pulled out and displayed as a graphic element on the page. Pull quotes can add visual interest to your document and give your readers a quick snapshot of its content. Figure 2-17 A text box added to a document. A sidebar is a block of information separate from the main document. They are typically aligned along one side of the page or along the top or bottom of the page. Sidebars usually contain information related to the main document, but not found in the document. Unlike pull quotes, sidebars are usually anchored along one side of the page and extend for the length or width of the page. To add a text box to your document: 1. Click the Insert tab. 14 What s New in Office 2007

15 2. In the Text group, click the Text Box button and select an option from the gallery. 3. Type your quote in the box. Figure 2-18 The Text Group Tips and Tricks When you add a text box to your document, the Format tab under Text Box Tools displays. This tab is called a contextual tab, because it only displays when a text box is the active element. From the Format tab you can control text box styles, shadow effects, the size of the quote box, and the placement of the text box. Try It You can also add a text box through the Building Blocks Organizer Margins Margins are the blank spaces at the top, bottom, left, and right of a page. Word's default margins are typically 1 inch for the top and bottom, and 1.25 inches for the left and right. Microsoft Word 2007 comes with a number of pre-set margin options for you to choose from, including normal, narrow, wide and mirrored. While most documents you create will use the Normal or Moderate settings for margins, some documents will require either less or more space around the text. If you have a large exhibit or table, you may want to make the margins narrow so the content will fit when the page is displayed in portrait orientation. On the other hand, if you are writing a letter, you may want to increase your margins to accommodate preprinted stationery. To adjust the margins for a document: 1. Click the Page Layout tab on the Ribbon. 2. In the Page Setup group, click the Margins button and select an option for the page layout. What s New in Word

16 2-19 The Margins Gallery Tips and Tricks Before you print or publish your document, it is a good idea to review the entire document in print layout view to verify that the margins fit all your content. If you find content that does not fit on the page, such as a wide table or chart, you will need to change the margins to accommodate the content. You can set margins for your entire document, selected text, or for specific sections from the Page Setup dialog box. To open the Page Setup dialog box, select Custom Margins... below the Margins gallery. Try It If you don't want to use one of Word's preset margins, you can set your own margin specifications in the Page Setup dialog box. 16 What s New in Office 2007

17 2.11 Equations Microsoft Word 2007 comes with a number of mathematical equation building blocks to use in your documents. These equations involve complex equation structures and mathematical symbols, which were difficult to create in older versions of Microsoft Word The Equation Tools Contextual Tab When you add an equation to a document the Equation Tools contextual tab appears, giving you access to commands for modifying the equation, including adding mathematical symbols and equation structures. Symbols are characters which are not part of a standard font set and cannot be typed using the keyboard. Symbols are used as part of equations and include mathematical characters such as the division symbol ( ), the greater than or equal to symbol ( ), and the less than or equal to symbol ( ). Equation structures are complex mathematical layouts which are preformatted for you. Equation structures include layouts for fractions, radicals, functions, and large operators. In Word 2007, you can create your own equation or choose from a number of preformatted, commonly used equations, including the quadratic formula, area of a circle, or Pythagorean Theorem. To insert a pre-formatted equation into a document: 1. Click the Insert tab on the Ribbon. 2. Click the Equation button arrow and select an equation from the gallery. 3. The equation is inserted into the document. Tips and Tricks In the past, equations were displayed in a linear format with special characters to indicate mathematical symbols and equation structures. For example, a ^ preceding a number indicates that the number is an exponent. By default, Word 2007 displays equations in the fully formatted professional layout. If you want to change the format to use the linear layout, click the Linear button in the Tools group on the Equation Tools Figure 21 The Equation Gallery What s New in Word

18 contextual tab. To switch back to the fully formatted layout, click the Professional button. Try It If you want to create your own equations, click the Equations button on the Insert tab on the Ribbon and write the equation using a combination of mathematical symbols and equation structures from the Equation Tools contextual tab. 18 What s New in Office 2007