Institute of Management Accountants WORD. A. Understanding the Ribbon 1) Office Button replaces the File menu found in previous versions of Word.

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1 Institute of Management Accountants WORD TOPICS I. FUNDAMENTALS A. Understanding the Ribbon B. Quick Access Toolbar C. Keyboard Commands D. Creating Tab Stops (Indentions) and Margins E. Viewing a Document II. CREATING SECTIONS AND BREAKS III. CREATE COLUMNS IN TEXT IV. CREATE A TABLE IN WORD V. INSERT A TABLE OR CHART FROM EXCEL VI. INSERT HEADERS and FOOTERS I. FUNDAMENTALS A. Understanding the Ribbon 1) Office Button replaces the File menu found in previous versions of Word. 2) Command Tabs appear by default = Home, Insert, Page Layout, References, Mailings, Review, View. Groupings replaces the menus found in previous versions of Word. 3) Contextual tabs appear when you perform a specific task and offer commands relative to only that task. For example, when you select a picture, the Format tab appears in the Ribbon under Picture Tools. These replace the floating toolbars found in previous versions of Word. 4) Groups appear on each tab to organize the related commands. 5) Launch buttons open additional options for that group. Corki Nelson Page 1

2 Exercise 1 & 2: Open the file: Let s do it. B. Quick Access Toolbar provides easy access to the commands you use most frequently. To customize: a) Click the Customize down arrow to the right of the Quick Access Toolbar b) Click More Commands (third line from bottom of list) c) Click the down arrow in the Choose commands from dialog box d) Choose: All Commands (third on the list) e) Find: Print preview. Click the Add button (in the center) f) Find: Close. Click the Add button (in the center) g) Highlight Print preview in the list on the right. Click the Up Arrow near the right edge of the screen to move it up the list. h) Click: OK C. Keyboard Commands are shortcuts <Ctrl> B <Ctrl> C <Ctrl> D <Ctrl> I <Ctrl> N <Ctrl> O <Ctrl> P <Ctrl> S <Ctrl> V <Ctrl> X <Ctrl> Home <Ctrl> End <Ctrl> Enter Common Keystroke Shortcuts Bold font formatting Copy selected text or object Duplicate an object Italics font formatting New document opens Open an existing document Print a document Save a document Pastes selected text or object Cuts selected text or object Moves the cursor to the beginning of the document Moves the cursor to the end of the document Starts a new page D. Creating Tab Stops and Margins By default, left tab stops are set every half-inch. 1) Display top ruler a) Click the View tab b) Select Ruler in the Show/Hide grouping 2) Set tabs Click the Tab alignment box to select the appropriate tab stop a) Left tab stop is the default (look like a capital L) b) Center (looks like an upside-down T) c) Right (looks like a backwards L) d) Decimal aligns the decimal points (looks like an upside-down T with a dot) Corki Nelson Page 2

3 e) Bar draws a vertical line (looks like a capital I) 3) Remove a tab a) Click on the tab stop in the ruler with your left mouse button b) Drag it below the ruler c) Release the mouse button Exercise 3: Open the file: Exercise 3. a) Highlight the table below including the blank space to left of Department. b) Notice the Left tab stop is the default (look like a capital L). c) Click on the 1 on the ruler. See the tab stop? d) Click the Tab Alignment box. The tab stop changes to Center (looks like an upside-down T) e) Click on the 3 on the ruler. See the tab stop? f) Click the Tab Alignment box. The tab stop changes to Right (looks like a backwards L) g) Click on the 4 1/2 on the ruler. See the tab stop? h) Click the Tab Alignment box. The tab stop changes to Decimal aligns the decimal points (looks like an upside-down T with a dot) i) Click on the 6 on the ruler. See the tab stop? j) Click the Tab Alignment box. The tab stop changes to Bar draws a vertical line (looks like a capital I) k) Click on the 2 1/2 on the ruler. See the tab stop? 4) Using Hanging and First Line Indents a) First Line margin slide the upside down triangle on the ruler to change the starting point of the first line b) Subsequent lines slide the triangle on the ruler c) To move both triangles in tandem, slide the rectangle below the triangle and Margins Exercise 4: Open the file: Exercise 4. a) Highlight the first three paragraphs. b) First Line margin slide the upside down triangle on the ruler to change the starting point of the first line. Drag the upside down triangle to ½. c) Drag the bottom triangle to ¼ d) Scroll down to the Note at the top of page two e) Drag the bottom triangle to ½. E. Viewing a Document Click the View tab on the Ribbon 1) Print Layout view displays your documents it will appear when printed and is best for working in documents with images. The Print Layout view uses more memory and can be slower on older computers. 2) Full Screen Reading view is best for reading. Only necessary toolbars appear, making room for enlarged text and navigational tools. Corki Nelson Page 3

4 3) Web Layout view allows you to see backgrounds, wrapped text, and graphics as they will appear in a Web browser. 4) Outline view displays your document in classic outline form. Use when you need to organize and develop the content of your document. 5) Draft view is good for most simple word-processing tasks, such as typing, editing, and formatting. This view does not display advanced formatting, such as page boundaries, headers and footers, or floating pictures. Zoom is located in the status bar in the bottom right corner of the screen. a) Click the 100% to select default views; or b) Click the minus sign or the plus sign to change the size in increments of 10%; or c) Drag the slide to alter the size of the document. II. CREATING SECTIONS AND BREAKS - You can use section breaks to change the layout or formatting of a page or pages in your document. For example, you can lay out part of a singlecolumn page as two columns. You can separate the chapters in your document so that the page numbering for each chapter begins at 1. You can also create a different header or footer for a section of your document. A. Insert a section break 1) On the Page Layout tab, in the Page Setup group, click Breaks. 2) Click the type of section break that you want to use. B. Types of section breaks that you can insert - Section breaks are used to create layout or formatting changes in a portion of a document. You can change the following formats for individual sections: Margins Paper size or orientation Paper source for a printer Page borders Vertical alignment of text on a page Headers and footers Columns Page numbering Line numbering Footnotes and endnotes A section break controls the section formatting of the text that precedes it. When you delete a section break, you also delete the section formatting for the text before the break. That text becomes part of the following section, and it assumes the formatting of that section. For example, if you separate the chapters of a document by using section breaks and then you delete the section break at the beginning of Chapter 2, Chapter 1 and Chapter 2 are in the same section and assume the formatting that previously was used only by Chapter 2. The section break that controls the formatting of the last part of your document is not shown as part of the document. To change the document formatting, click in the last paragraph of the document. Corki Nelson Page 4

5 C. Section break examples 1) The Next Page command inserts a section break and starts the new section on the next page. This type of section break is especially useful for starting new chapters in a document. 2) The Continuous command inserts a section break and starts the new section on the same page. A continuous section break is useful for creating a formatting change, such as a different number of columns, on a page. 3) The Even Page or Odd Page command inserts a section break and starts the new section on the next even-numbered or odd-numbered page. If you want document chapters always to begin on an odd page or on an even page, use the Odd page or Even page section break option. Exercise 5: Verify that Exercise 4 is open. Start a new page 1) Scroll to the third page. 2) Click before Excel 3) On the Page Layout tab, in the Page Setup group, click Breaks 4) Click Next Page III. CREATE COLUMNS IN TEXT 1) Highlight the column of text that you want to change. 2) On the Page Layout tab, in the Page Setup group, click Columns. 3) Highlight the appropriate number of columns. Exercise 6 - Create Columns 1) Scroll to page 1. 2) Highlight the Three ways to consolidate paragraph 3) On the Page Layout tab, in the Page Setup group, click the Columns down arrow 4) Click Two. Corki Nelson Page 5

6 IV. CREATE A TABLE IN WORD - You can draw a complex table for example, one that contains cells of different heights or a varying number of columns per row. A. Insert a Table 1) Click where you want to draw the table. 2) On the Insert tab, in the Tables group, click Table. 3) Hover over the boxes creating the columns and the rows. Exercise 7 Open a blank file. <Ctrl> N 5) On the Insert tab, in the Tables group, click Table. 6) Hover over the boxes creating three columns and five rows. 7) Type column heads: Rank, Name, Sales. Use the tab key to advance to the next cell. 8) 1 Abe $50,000 2 Bill $40,000 3 Chuck $30,000 4 Dave $20,000 B. Draw a Table 1) Click where you want to draw the table. 2) On the Insert tab, in the Tables group, click Table. 3) Click Draw Table (below the boxes). The pointer changes to a pencil. 4) To define the outer boundaries of the table, draw a rectangle. 5) Draw column and row lines inside the rectangle. Exercise 7 Draw a table. C. Remove Lines 1) To erase a line or block of lines, under Table Tools, on the Design tab, in the Draw Borders group, click Eraser. 2) Click the line that you want to erase. When you are finished, click Draw Table to continue drawing the table. When you finish drawing the table, click in a cell and start typing or insert a graphic. Corki Nelson Page 6

7 D. Move lines 1) Hover over the line until you see parallel lines with outward pointing arrows 2) Drag the line with your left mouse button E. Distribute rows and columns evenly - If you prefer, you can distribute all of the rows and columns evenly. 1) Click in the table. 2) Under Table Tools, on the Layout tab, in the Cell Size group, click Distribute Rows or Distribute columns. Exercise 8 In the first table you inserted: 1) Move the lines - Drag the lines between the columns to the left. 2) Distribute the columns evenly. V. INSERT A TABLE or CHART FROM EXCEL A. Insert a table 1) In Excel, select the worksheet data that you want to copy to a Word document. 2) On the Home tab, in the Clipboard group, click Copy. [Keyboard shortcut: CTRL+C.] 3) In the Word document, click where you want to paste the copied worksheet data. 4) On the Home tab, in the Clipboard group, click Paste. [Keyboard shortcut: CTRL+V.] 5) Click Paste Options next to the data, and then do one of the following: a) To paste the data as a Word table, click Keep Source Formatting if you want to use the original format of the copied data, or click Match Destination Table Style if you want to use the document theme that is applied to the Word document. b) To paste the data as a static picture, click Paste as Picture. c) To paste a link to the Excel data so that the data in the Word document is updated when you change the original data in the Excel workbook, click Keep Source Formatting and Link to Excel or click Match Destination Table Style and Link to Excel. d) To paste the data as text, with each row in a separate paragraph and with tab spaces separating the cell values, click Keep Text Only. Exercise 9 Open Excel, open Import Chart. 1) Highlight the table 2) On the Home tab, in the Clipboard group, click Copy. 3) In the Word document, click where you want to paste the copied table. 4) On the Home tab, in the Clipboard group, click Paste or CTRL+V. Corki Nelson Page 7

8 B. Insert a chart in a Word document 1) In Excel, select the embedded chart or chart sheet that you want to copy to a Word document. 2) On the Home tab, in the Clipboard group, click Copy or CTRL+C. 3) In the Word document, click where you want to paste the copied chart. 4) On the Home tab, in the Clipboard group, click Paste or CTRL+V. 5) Click Paste Options next to the chart, and then do one of the following: a) To paste the chart with a link to its source data, click Chart (linked to Excel data). b) To paste the chart and to include access to the entire workbook in the document, click Excel Chart (entire workbook). c) To paste the chart as a static picture, click Paste as Picture. d) To paste the chart in its original format, click Keep Source Formatting. e) To paste the chart and format it by using the document theme that is applied to the document, click Use Destination Theme. VI. INSERT HEADERS and FOOTERS - You can insert or change text or graphics in headers and footers. For example, you can add page numbers, the time and date, a company logo, the document title or file name, or the author's name. A. Insert a predefined header or footer 1) On the Insert tab, in the Header & Footer group, click Header or Footer. 2) Click the header or footer design that you want. The header or footer is inserted on every page of the NOTES document. If necessary, you can format the text in the header or footer by selecting the text and using the formatting options on the Mini toolbar, which is a part of the Microsoft Office Fluent interface. If you want to switch to a different predefined header or footer, repeat these steps, and choose a different header or footer from the gallery. Exercise 10 Open Exercise 5. 1) On the Insert tab, in the Header & Footer group, click Footer. 2) Click the Alphabet style 3) Close the dialog box. 4) Click Print Preview on the Quick Access Toolbar. Notice Type text is visible. 5) To remove this, open Footer on the Insert tab. 6) Click: Edit Footer at the bottom of the list. 7) Highlight : [Type text]. 8) Press the Delete key. Corki Nelson Page 8

9 B. Insert a custom header or footer 1) On the Insert tab, in the Header & Footer group, click Header or Footer. 2) Click Edit Header or Edit Footer. 3) Type text or insert graphics and other content by using the options in the Insert group on the Design tab, under the Header & Footer Tools tab. TIP To save the header or footer that you created to the gallery of header or footer options, select the text or graphics in the header or footer, and then click Save Selection as New Header or Save Selection as New Footer. Exercise 11 Open Exercise 5. 1) On the Insert tab, in the Header & Footer group, click Footer. 2) Click: Edit Footer at the bottom of the list. 3) At the left, type your name 4) Click after Page 1, hit Enter. 5) Type, IMA Conference. 6) Hit the tab key twice. 7) On Design tab, in the Insert group, click Date & Time. 8) Select the second entry. Click OK. C. Make the first page header or footer different from the rest of the pages 1) On the first page of the document, double click the header or footer area. 2) Under Header & Footer Tools, on the Design tab, in the Options group, select the Different First Page check box. NOTE If your document includes a cover page from the gallery of cover pages in Office Word 2007, the Different First Page option is already turned on. Inserting or editing a header or footer on this page does not affect the other pages in the document. 1) Create a header or footer, or make changes to the existing header or footer, on the first page. Corki Nelson Page 9

10 D. Use no header or footer on the first page 1) On the first page of the document, double click the header or footer area. 2) Under Header & Footer Tools, on the Design tab, in the Options group, select the Different First Page check box. 3) NOTE If the Different First Page check box is already checked, do not clear it. Go on to the next step. 4) In the First Page Header or First Page Footer area, delete the contents of the header or footer. E. Make the header or footer different for odd and even pages - For example, you can use the title of the document on odd-numbered pages, and the chapter title on even-numbered pages. Or, for a booklet, you can place page numbers on odd-numbered pages to be on the right side of the page and page numbers on even-numbered pages to be on the left side of the page. This way, the page numbers are always on the outside edge when the pages are printed on both sides of the paper. Corki Nelson Page 10