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1 Microsoft Word 2007 Essentials 1 DAY COURSE OFFICE 2007 COMPATIBLE Revision # 1.0

2 THIS MANUAL BELONGS TO TODAY S DATE IS MY OBJECTIVE(S) FOR THIS COURSE ARE

3 Microsoft Word 2007 Essentials ABOUT THIS COURSE Mobile MOUSe Unit 13 / 795 Beaufort St MT Lawley, WA, 6050 Telephone: (08) Facsimile: (08) officeadmin@mobilemouse.com.au Website: Microsoft Word is a Word Processor designed by Microsoft for the home or office environment. In this course you will learn how to master and come to grips with the essential features of this powerful word processor, increasing your productivity, efficiency and overall word processing skills. This course is divided up into various logically progressing sessions that will also focus on the core skills to help you pass the MOS certification on the specialist level. DOWNLOAD YOUR PRACTICE FILES... In addition to the exercises you will complete in class, there are also exercises in this workbook. These workbook exercises can only be completed in conjunction with your practice files. In order to locate your Mobile MOUSe Practice Files visit COURSE STRUCTURE SESSION 1 - HOW TO USE THIS MANUAL SESSION 2 - THE WORD 2007 INTERFACE SESSION 3 - START WORKING WITH WORD SESSION 4 - BASIC STYLES AND TEMPLATES SESSION 5 - TABLES AND ORGANIZATIONAL CHARTS SESSION 6 - COLLABORATION WITHIN WORD SESSION 7 - ENVELOPES, LABELS AND MAIL MERGE SESSION 8 - ADDITIONAL EXERCISES WHAT IS REQUIRED To complete the exercises in this manual you must have the following resources at your disposal Mobile MOUSe configured computer (with Windows & Microsoft Word 2007) Set of Mobile MOUSe practice files

4 TABLE OF CONTENTS SESSION 1 -HOW TO USE THIS MANUAL A Brief Explanation Mobile MOUSe Practice Files How to Download and Install the Practice Files Submitting Your Assessment...6 SESSION 2 -THE WORD 2007 INTERFACE Starting Microsoft Word About Microsoft Word The New Word Interface New Features The Ribbon Quick Access Toolbar The Microsoft Office button Contextual Tabs Galleries and Groups Live Preview...11 SESSION 3 -START WORKING WITH WORD Views in Microsoft Word Inserting and Modifying Text Moving the Insertion Point Efficiently Customizing the Quick Access Toolbar Entering and Correcting Text Moving and Copying Text Working with Symbols Emphasizing Text with Text Formatting (Fonts and Effects) Spelling and Grammar Inserting Dates and Times Creating and Modifying Paragraphs Aligning Paragraphs Indenting Paragraphs Spacing between Paragraphs Adjusting Line Spacing Paste Options Working with Tabs Settings Tabs with the Ruler Setting Tabs with the Tabs dialog box Show / Hide Characters and Formatting Marks Creating Bulleted and Numbered Lists Creating and Modifying Columns Change Case Preparing a Document for Print with Page Setup Options Headers and Footers Bookmarks Creating Bookmarks Deleting Bookmarks...76

5 SESSION 4 -BASIC STYLES AND TEMPLATES Styles Explained Using Quick Styles Changing the Style Set Creating and Applying Basic Styles Modifying a Style Templates Creating a Template Creating a New document from an existing template Opening a Template for Editing...91 SESSION 5 -TABLES AND ORGANIZATIONAL CHARTS Working with Tables Create a table using Table Styles Create a table using Quick Tables Create, Format and Modify tables manually Organizational Charts and SmartArt Organization Chart Overview Create an Organization Chart Change the Hanging Layout of the Organization Chart Change the Colours and Effects of your Organization Chart SESSION 6 -COLLABORATION WITHIN WORD Comparing and Combining Documents Comparing or Combining Two Documents Compare and Combine Options Accepting or Rejecting Changes between Revisions Using Comments to Communicate with Others Inserting Comments Editing Comments SESSION 7 -ENVELOPES, LABELS AND MAIL MERGE Previewing and Printing Documents Creating and Printing Envelopes Creating and Printing Labels Mail Merge Explained Merging to Create Letters, Envelopes or Labels Mail Merge using the Mail Merge Wizard (Excel data source) Mail Merge Labels using the Mailings tab (Excel data source) Mail Merge Envelopes (Outlook as the data source) Mail Merge using other data sources SESSION 8 -ADDITIONAL EXERCISES Find and Replace Finding Text Replacing Text Find and Replace Formatting Inserting Graphics into Documents Searching for and Inserting Clipart Accessing AutoShapes and the Drawing Canvas Inserting AutoShapes Creating Flowcharts Creating Charts (Graphs) with Microsoft Chart Saving and Converting Documents Converting Documents for Compatibility Converting Documents to Post on a Website

6 LIST OF FIGURES Figure 1.2-1: Mobile MOUSe downloads...2 Figure 1.2-2: File Download Security...3 Figure 1.2-3: Saving the file to be downloaded...3 Figure 1.2-4: Security Warning...4 Figure 1.2-5: Starting the Installation...4 Figure 1.2-6: The default installation location...5 Figure 1.2-7: Completing the installation...5 Figure 2.3-1: The Word screen (above)...8 Figure 2.4-1: Microsoft Words Ribbon...9 Figure 2.4-2: The Quick Access Toolbar...9 Figure 2.4-3: The Microsoft Office Button...10 Figure 2.4-4: The Chart Tools Contextual tab is only displayed when a chart is selected...10 Figure 2.4-5: The Font group pictured here, presents clear "pick and click" choices...11 Figure 2.4-6: Thanks to Live Preview your formats change as you hover over a particular format...11 Figure 3.1-1: The view buttons (bottom right hand corner of the screen)...12 Figure 3.1-2: View buttons in the View Gallery (found on the View tab)...12 Figure 3.2-1: Adding features to the Quick Access Toolbar...14 Figure 3.2-2: Non-contiguous areas of selected text...16 Figure 3.2-3: Saving a document into the Desktop \ Word 2007 \ Essentials folder...17 Figure 3.2-4: The right drag shortcut menu...18 Figure 3.3-1: The More symbols dialog box...19 Figure 3.3-2: Assigning a shortcut key to a symbol...20 Figure 3.4-1: Font type and simple effects in the Font group...21 Figure 3.4-2: Font size and simple effects in the Font group...22 Figure 3.4-3: The font dialog box...23 Figure 3.4-4: Character Scale, Spacing and Position options...24 Figure 3.5-1: Spelling and Grammar...25 Figure 3.6-1: Inserting the date and time...27 Figure 3.7-1: The paragraph dialog box...33 Figure 3.7-2: Left and Right indentation set via the Paragraph dialog box...34 Figure 3.7-3: Setting a First line indent using the Paragraph dialog box...34 Figure 3.7-4: An example of paragraphs with no paragraph spacing...35 Figure 3.7-5: An example of paragraphs with 12pt spacing before and after each paragraph...35 Figure 3.7-6: Paragraph Spacing and Paragraph Indentation options on the Page Layout tab...36 Figure 3.7-7: Applying Line Spacing from the Paragraph group on the Home Tab...37 Figure 3.7-8: Setting Line spacing using the Paragraph dialog box...38 Figure 3.8-1: Pasted text from the development schedule document...39 Figure 3.8-2: The paste options button...40 Figure 3.9-1: The horizontal ruler with tabs set...41 Figure 3.9-2: The tab selection button on the left edge of the ruler...42 Figure 3.9-3: The Tabs dialog box.44 Figure 3.9-4: A preview of what the tabs should now look like...45 Figure 3.9-5: Clearing a tab within the Tab dialog box...46 Figure 3.9-6: Tabs set from the Tabs dialog box (having removed the Bar tabs)...46 Figure : Additional Characters are now displayed...48 Figure : Creating a box selection...49 Figure : Define New Bullet...51 Figure : A cut-out of the Define New Bullet dialog box...51 Figure : Drag the first line indent marker to adjust the position of the bullet point...52 Figure : Drag the hanging indent marker to adjust the position of the text...52 Figure : Adjust List Indents dialog box...52 Figure : The Numbering Library...53 Figure : Restarting a numbered list...54 Figure : A portioned view of the Define New Number Format dialog box...56 Figure : Choosing the number of columns from the Column button...57 Figure : Setting additional column options from the Columns dialog box...58 Figure : Microsoft Word tries to maintain the column balance...58 Figure : Inserting a column break...59 Figure : Change Case...60 Figure : Dragging the margin edges on the ruler to set the margins...61 Figure : The Margins tab of the Page Setup dialog box...62

7 Figure : Setting the Paper size using the Page Layout tab...63 Figure : Choosing preset margins on the Page Layout tab...63 Figure : Changing the orientation via the Page Setup dialog box...64 Figure : Setting line numbering...65 Figure : Adjusting the zoom control...65 Figure : a Portioned view of the Headers and Footer Tools > Design tab...67 Figure : a Portioned view of the pasted text within the document Header...67 Figure : Scaling the image proportionately...67 Figure : a Portioned view of the contextual Picture Tools > Format tab...68 Figure : Text wrapping (In Front of Text)...68 Figure : Position the image within the Header...69 Figure : Placing a horizontal line into the Header...69 Figure : Applying the preset Pinstripe Footers option...70 Figure : Inserting the FileName field...71 Figure : a Portioned view of the modified footer...71 Figure : a Portioned view of the page numbering within your footer...71 Figure : Using the Mini toolbar to modify the selection...72 Figure : Using the Header and Footer Tools to specify a different first page header...72 Figure : Inserting one of Microsoft Words preset Cover Pages...73 Figure : The Bookmark dialog box...74 Figure : The Go To tab in the Find and Replace dialog box...75 Figure : Deleting the Services bookmark...76 Figure 4.1-1: Applying the Title style from the Quick Styles gallery...78 Figure 4.1-2: More styles within the Quick Styles gallery...78 Figure 4.1-3: Applying a style using more choices on the Quick style gallery...79 Figure 4.1-4: Opening the Styles task pane...79 Figure 4.1-5: A portioned view of the Styles task pane...79 Figure 4.1-6: Changing the Style Set...80 Figure 4.1-7: Directly applied styles listed in the task pane...82 Figure 4.1-8: Style pane options...82 Figure 4.1-9: Save the selection as a New Quick Style...83 Figure : Create New Style from Formatting dialog box...83 Figure : Highlighting the remaining directly numbered paragraphs...84 Figure : Saving the selection as a New Quick Style (from the Quick Styles gallery)...85 Figure : Easily selecting all text with similar formatting...85 Figure : Selecting all instances of a specific style...86 Figure : Modifying a style...87 Figure : the Modify Style dialog box...87 Figure 4.2-1: Save As Word Template (*.dotx)...89 Figure 4.2-2: The title bar of the template...89 Figure 5.1-1: Using the grid option to create a table...92 Figure 5.1-2: Displaying More table styles...93 Figure 5.1-3: Table Style Options..93 Figure 5.1-4: The Table Selector icon...93 Figure 5.1-5: Choosing a Quick Table option...94 Figure 5.1-6: Insert Table dialog box...95 Figure 5.1-7: Selecting multiple columns...95 Figure 5.1-8: Using the contextual Table Tools > Layout tab to insert columns...96 Figure 5.1-9: Using the right click approach to insert columns or rows...96 Figure : Right clicking within the selection to insert rows above or below...97 Figure : Split Cells dialog box...97 Figure : Manually sizing a column or row...98 Figure : Specifically adjusting the row height...98 Figure : Adjusting the font size from the mini toolbar...99 Figure : Using the cell alignment options to align text within a cell...99 Figure : Changing the text direction within a table...99 Figure : Preview of the table thus far Figure : AutoFit Window Figure : Adjusting the border thickness Figure : Choosing the Border type Figure : Choosing a dashed line style Figure : Using the Drawing tool to remove borders Figure : Picking a cell shade Figure : A preview of the completed table Figure : Repeat Header Rows

8 Figure 5.2-1: A example of an Organizational chart Figure 5.2-2: Insert > SmartArt Figure 5.2-3: Selecting a SmartArt Organization Chart graphic Figure 5.2-4: the SmartArt canvas with the Text pane visible Figure 5.2-5: Adding shapes with the Text Pane Figure 5.2-6: Adding a shape using the Add Shape button Figure 5.2-7: Applying a different layout Figure 5.2-8: Applying different colours to the SmartArt graphic Figure 5.2-9: the completed Organization Chart Figure : Changing your applied SmartArt Layout Figure 6.1-1: The Compare Documents dialog box Figure 6.1-2: Result of the compared documents in Print Layout view Figure 6.1-3: Show Source Documents Figure 6.1-4: Viewing all documents used in the Compare process Figure 6.1-5: the Display for Review drop-down Figure 6.1-6: Locating the first markup balloon in the Markup Area Figure 6.1-7: Accepting or Rejecting a change Figure 6.2-1: Inserting a New Comment Figure 6.2-2: Adding comments Figure 6.2-3: Adding comment using the Reviewing pane (from within Draft view) Figure 6.2-4: Changing the User Name Figure 6.2-5: Deleting a comment 123 Figure 6.2-6: Deleting all comments in the document Figure 7.1-1: Previewing a document before printing Figure 7.1-2: The Print dialog box 125 Figure 7.2-1: The Envelopes and Labels dialog box Figure 7.2-2: Envelope Options & Printing Options tabs within the Envelope Options dialog box Figure 7.3-1: The Envelopes and Labels dialog box Figure 7.3-2: Choosing the label from the Label Options dialog box Figure 7.3-3: Creating a custom label Figure 7.5-1: A preview of a typical Excel list Figure 7.5-2: Launching the Mail Merge wizard Figure 7.5-3: Step 1 of the Mail Merge wizard Figure 7.5-4: Step 2 of the Mail Merge wizard Figure 7.5-5: Step 2 of Mail Merge wizard Figure 7.5-6: the Select Data Source dialog box Figure 7.5-7: Selecting a table from an Excel data source Figure 7.5-8: the Mail Merge Recipients dialog box Figure 7.5-9: Filtering the Data Source Figure : Step 4 of the Mail Merge wizard Figure : the Insert Address Block dialog box Figure : Inserting a Mail Merge field using More Items Figure : Cycling through and previewing the recipients Figure : Choosing labels as the main document Figure : the Label options dialog box Figure : View table gridlines Figure : Use an existing list 143 Figure : the Select Table dialog box Figure : the Mail Merge Recipients dialog box Figure : the Address Block button on the Mailings tab Figure : Selecting an Address Block format Figure : Inserting additional Merge fields Figure : Update all labels Figure : <<NextRecord>><<AddressBlock>> Figure : Merging all records Figure : Choosing envelopes as the main document Figure : a portioned view of the Envelope Options dialog box Figure : Using your Outlook Contacts as the data source Figure : Choosing the Outlook profile Figure : the Select Contacts dialog box Figure : another portioned view of the Mail Merge Recipients dialog box Figure : Locating and clicking within the text box placeholder Figure : Adding and Address Block to the envelope Figure : another portioned view of the Insert Address Block dialog box Figure : the <<AddressBlock>> on the envelope

9 Figure : Merging all records Figure 8.1-1: the Find and Replace dialog box (on the Replace tab) Figure 8.1-2: Choosing the formatting to apply Figure 8.1-3: Replace a word with a format Figure 8.2-1: The Clip Art button on the Insert Tab Figure 8.2-2: Portioned view of the Clip Art search results Figure 8.2-3: Clip Options Figure 8.2-4: Insert > Shapes Figure 8.2-5: New Drawing Canvas Figure 8.2-6: The Drawing Canvas Figure 8.2-7: Enable the Drawing Canvas Figure 8.2-8: Resizing a shape Figure 8.2-9: Moving a shape Figure : Free rotate handle 162 Figure : Adjusting the lines or angles Figure : A sample of a flowchart diagram Figure : Inserting the flowchart Decision shape Figure : Positioning the Decision shape Figure : More shapes from the contextual Drawing Tools > Format tab Figure : Flowchart alternate process Figure : Positioning the Alternate process shape Figure : A portioned view of the Text Box tab within Format AutoShape Figure : the Process shape166 Figure : Positioning the Process shape Figure : Copying more than one shape using CTRL drag Figure : the Completed shapes Figure : Elbow Arrow Connector Figure : Changing the Line Style Figure : an Arrow line Figure : the Insert Shapes Gallery Figure : Connected Shapes and Lines Figure : Align shapes through their Middle Figure : Align shapes through their Center Figure : Removing the outline (border) from a shape Figure : the Completed Flowchart Figure : A chart created with Insert > Chart Figure : Inserting a chart Figure : Enter the following series information Figure 8.3-1: the Save As dialog box Figure 8.3-2: Saving a document for backward compatibility Figure 8.3-3: Save As Type file type drop-down Figure 8.3-4: Save As a Web Page LIST OF TABLES Table 2.3-1: Aspects of the Microsoft Word interface (below)...9 Table 3.2-1: Keyboard Shortcuts for navigating in Microsoft Word...13 Table 3.2-2: Selection techniques..15 Table 3.5-1: Spelling and grammar check buttons...25 Table 3.7-1: Indent Markers on the ruler...30 Table 3.7-2: Line Spacing options.37 Table 3.9-1: Types of tab stops...41 Table : Common Show / Hide symbols...47 Table : Change Case options...61 Table 8.2-1: Search tips for clip searching Table 8.3-1: Common File formats supported by Microsoft Word...176

10 Microsoft Word 2007 Essentials Page 1 of 191 SESSION 1 - HOW TO USE THIS MANUAL In this session you will learn about the following How to use this manual The optional assessment process 1.1 A Brief Explanation When you see... What follows is a brief explanation of the various fonts and symbols used in this manual. Text listed like this Text listed like this This is the name of an Exercise Bolded text in exercises Text listed like this F + G + L It means... You MUST read this, because it could have an effect on the final outcome of an action you perform. This is optional to read, but these tips often point out quicker ways of doing things, or alternative methods. You are about to start an exercise in the book. Objects that you click on, like buttons, tabs or menus are often listed in bold. Locations and folders are also listed in bold. When you see text like this it means you should type the text you see in this style. Keyboard shortcuts are displayed like this. In this example you would press and hold F, hold G and then press L holding F and G ) once $while still Home > Find Click the Home tab, click the button This is a paragraph... This is existing typed text in a document you are currently working on

11 1.2 Mobile MOUSe Practice Files Microsoft Word 2007 Essentials Page 2 of 191 In order to complete the exercises in this book, you will need access to our practice files. If you do not have access to the internet, call us on (08) and we will send you a CDROM disk with the practice files (a small postage charge may apply) How to Download and Install the Practice Files To install the practice files perform the following steps... How to Download and Install the Mobile MOUSe exercise files 1. Start Internet Explorer, click in the address bar and type the following address: and then press J and wait a few seconds, the following screen should appear... Figure 1.2-1: Mobile MOUSe downloads 2. Scroll down the webpage and then click the link that says Microsoft WORD practice files (all courses) 3. At the screen that appears, click the button that says Save

12 Figure 1.2-2: File Download Security Microsoft Word 2007 Essentials Page 3 of At the Save As dialog box, click the Desktop link on the left hand side of the screen, click Save Figure 1.2-3: Saving the file to be downloaded 5. Depending on your internet connection, the time it takes to download the practice files may vary. Once the download completes, Close any open programs 6. On your Windows Desktop you should see Mobile MOUSe Word Practice Files.exe (or Mobile MOUSe - Word Practice Files). Double click this file to start the installation process, you may be presented with the following screen...

13 Figure 1.2-4: Security Warning Microsoft Word 2007 Essentials Page 4 of If you are presented with the above image, click the Run button, which will then present you with the following screen Figure 1.2-5: Starting the Installation 8. Click Next 9. Click Next, which takes you to the following screen...

14 Figure 1.2-6: The default installation location Microsoft Word 2007 Essentials Page 5 of At this screen, you would typically choose Next. This will install the practice files onto your Windows Desktop (the location referred to in the exercises in this manual). You can however choose a different location if you like, however we would recommend that you click Next... (so click Next ) 11. Click Next to install the files Figure 1.2-7: Completing the installation 12. At the final screen click Finish to complete the installation. Your practice files are now installed and you can commence the exercises in this manual

15 1.3 Submitting Your Assessment Microsoft Word 2007 Essentials Page 6 of 191 Certain Mobile MOUSe courses are nationally accredited. This course (Word Essentials) is one of those nationally accredited courses, which means that there is a national certification on offer for you (should you choose to do the assessment). Your assessment is a two step process Direct Observation Checklist (done in class by your trainer) 2. Completion of the exercises in this manual Once you have completed the exercises in this book you will have to do the following... Submitting the Assessment 1. the completed practice files to the following address: officeadmin@mobilemouse.com.au 2. You will be sent some documentation. Print off this PDF document and complete the instructions referenced in the PDF document. You must complete this documentation exactly as per the instructions given!!! 3. Return the printed documentation to the following address via snail mail post: Unit 13, 795 Beaufort Street Mt Lawley, WA, 6050 You will need Adobe Acrobat reader in order to view PDF documents. You can download the latest version of Adobe Acrobat Reader from If you have any questions, please do not hesitate to contact Mobile MOUSe for assistance.

16 Microsoft Word 2007 Essentials Page 7 of 191 SESSION 2 - THE WORD 2007 INTERFACE In this session you will learn about the following Starting Word The Word Layout 2.1 Starting Microsoft Word There are many ways to start Microsoft Word. These methods are determined by the version of windows you are running and also how your computer has been set-up. The following listed method (although not the quickest method) is probably the most guaranteed way to start Word for new users. Starting Microsoft Word 1. In Microsoft Windows, click the START button (in the bottom left hand corner of the screen), choose All Programs 2. Locate and click the Microsoft Office option 3. Locate and click Microsoft Word (or some variation of Microsoft Office Word) 4. Microsoft Word should now start 2.2 About Microsoft Word Microsoft Word is a word processor. Word processors are primarily used for typing letters and documents, but as you will soon learn, Microsoft Word is more than just a simple word processor and there are many features inside of Microsoft Word that many experienced word users have yet to discover. With Microsoft Word there are so many different ways of doing things that even if you are relatively familiar with Microsoft Word you ll always invariably find quicker and better ways of performing your daily tasks. Microsoft Words new interface (the look and feel of the program) is relatively simple and easy to understand and if you have had any experience within a Windows environment. Although the new interface is drastically different to the interface used in previous versions of Microsoft Word, with a bit of practice, navigating your way around Microsoft Word will not be an issue for you, however if you have never yet worked with Microsoft Word, now would be a good time to introduce and give you a basic overview of the new Microsoft Word interface..

17 2.3 The New Word Interface A B Microsoft Word 2007 Essentials Page 8 of 191 Word 2007 features a streamlined, uncluttered workspace that minimizes distraction and enables people to achieve the results they want more quickly and easily. In previous releases of Microsoft Office applications, people used a system of menus, toolbars, task panes, and dialog boxes to get their work done. This system worked well when the applications had a limited number of commands. Now that the programs do so much more, the menus and toolbars system do not work as well. Too many program features are too hard for many users to find. For this reason, the overriding design goal for the new user interface was to make it easier for people to find and use the full range of features these applications provide. In addition, Microsoft wanted to preserve an uncluttered workspace that reduces distraction for users so you can spend more time and energy focused on your work. C F G Figure 2.3-1: The Word screen (above) K E H I J D

18 Microsoft Word 2007 Essentials Page 9 of 191 Table 2.3-1: Aspects of the Microsoft Word interface (below) Item Name Function / Purpose A Quick Access Toolbar Allows you to quickly access various features of Word B Microsoft Office Button Contains common features such as Save As and Print C Title bar Displays the name of the current open workbook D Tabs Used to access the various ribbons E Ribbon Contains the features relevant to the current Tab F Rulers Marks the current active cell (current selection) G Status Bar Displays status, language and other active features H View Buttons Used to change between the different document views I Scroll Bars Used to navigate around the current sheet J Zoom Control Used to zoom in or out from the current sheet K Document Window The area where your typing and editing is actually done 2.4 New Features While the overall look and feel of the new version of Microsoft Office is new, people quickly feel at home in the new interface and rapidly become accustomed to the way the various programs work. The ease with which people use the new interface is due to the simplicity of the new interface features: The Ribbon The traditional menus and toolbars have been replaced by the Ribbon a new object that presents commands organized into a set of tabs. The tabs on the Ribbon display the commands that are most relevant for each of the tasks in the programs. For example, in Office Word 2007 there are a set of tabs that make sense for word processing work including tabs for working with formats, inserting objects, adjusting page layouts, reviewing and adjusting the way you view your documents. The Home tab provides easy access to the most frequently used commands. These tabs simplify accessing application features because they organize the commands logically. Figure 2.4-1: Microsoft Words Ribbon Quick Access Toolbar The Quick Access Toolbar is where you will find (or you can place) your own commands or features that you use frequently. By placing objects on the Quick Access Toolbar, you are essentially creating shortcuts to the various features of Microsoft Word. Figure 2.4-2: The Quick Access Toolbar

19 Microsoft Word 2007 Essentials Page 10 of 191 The Microsoft Office button Sa mp le Many of the most valuable features in previous versions of Microsoft Office were not about the document formatting and editing experience at all. Instead, they were about all the things you can do with a document: share it, protect it, print it, publish it, and send it. In spite of that, previous releases of the Microsoft Office applications lacked a single central location where a user can see all of these capabilities in one place. Qu ali ty The new interface brings together the capabilities of the Microsoft Office system into a single entry point: the Microsoft Office Button. This offers two major advantages. First, it helps users find these valuable features. Second, it simplifies the editing of documents by freeing up the Ribbon to focus on the actual creation and formatting of the documents. Figure 2.4-3: The Microsoft Office Button Contextual Tabs Re du ce d Certain sets of commands are only relevant when objects of a particular type are being edited. For example, the commands for editing a picture are not relevant until a picture within a document is clicked and the user is focusing on modifying it. In current versions of Microsoft Office applications, these commands can be difficult to find. In Word 2007, clicking on a picture causes a contextual tab to appear with commands used for picture editing. Contextual tabs only appear when they are needed and make it much easier to find and use the commands needed for the operation at hand. Figure 2.4-4: The Chart Tools Contextual tab is only displayed when a chart is selected

20 8.2.5 Creating Charts (Graphs) with Microsoft Chart Microsoft Word 2007 Essentials Page 173 of 191 Microsoft Chart is tool that lets you create charts to represent numerical data. Microsoft Chart is an easy-to-use tool that lets you create attractive charts within your Microsoft Word documents. Figure : A chart created with Insert > Chart The following exercise presents you with an opportunity to practice creating a simple chart with Microsoft Chart. Creating a Chart using Microsoft Chart 1. Create a blank new document by pressing F + N 2. Click the Insert tab, click Chart (within the Illustrations group) 3. From within the Insert Chart dialog box, click the first chart in the Column chart types, click OK

21 Figure : Inserting a chart Microsoft Word 2007 Essentials Page 174 of 191 Two windows appear, a datasheet window (which includes sample data in Excel) and a preview of the chart in Microsoft Word. 4. Replace the sample data (in the excel window) with the numbers and headings shown in the following figure Figure : Enter the following series information You can expand the area for the chart simply by dragging the blue triangle in the bottom right hand corner of the dataset. 5. Close the datasheet by closing the Microsoft Excel window You are now returned to Microsoft Word where you are able to resize and reposition the chart just as you would any other graphical object.

22 Microsoft Word 2007 Essentials Page 175 of 191 By simply clicking on the chart, three contextual tabs appear; Chart Tools > Layout, Chart Tools > Design and Chart Tools > Format. You can use these three contextual tabs to customize the chart further. The Chart utility is shared between all Microsoft Office applications. Charts and Graphs are covered in more detail in our Excel Essentials course (and courseware). To edit the data for the chart, simply click the chart, then on the contextual Chart Tools > Design tab, click the Edit Data button 6. Click The Microsoft Office Button, choose Save As, or simply press? 7. Enter the File Name: chart object.docx in the Desktop \ Word 2007 \ Essentials folder. Click the Save button 8. Close the document by clicking The Microsoft Office Button and clicking Close (or press F + W ) 8.3 Saving and Converting Documents On The Microsoft Office Button you may have noticed a number of save options, Save and Save As. Generally speaking, it doesn t matter which option you use to save your documents (particularly if it is the first time you are saving the document). Generally, Save is used to save changes to an existing document. You would typically use Save As when you want to save a document with a different filename, save a file in a different format, or save a file in a different location. Figure 8.3-1: the Save As dialog box