Microsoft Word 2007 Introduction

Transcription

1 Microsoft Word 007 Introduction Overview of Office 007 Microsoft Office Button... Quick Access (QA) Toolbar... Customizing the QA Toolbar... Changing the Order of QA Toolbar Buttons... Saving a Document... Saving for Older Versions of Word... Saving as a PDF Printing the Document.. The Ribbon Overview of the Ribbon... Using the Ribbon. Minimizing/Restoring the Ribbon... Help... Opening a Document... Converting Older Word Documents Editing Text Cutting or Copying and Pasting Text.. Seeing the Clipboard. Pasting from the Task Pane. Undo and Redo.. Page Setup and Working with Text Landscape or Portrait Orientation... Margins Formatting Text.. Using the Mini Toolbar.. Quick Formatting with Styles 5 Alignment. 5 Changing the Default Font 5 Changing Case.. 5 Adjusting Line Spacing. 5 Bulleted or Numbered Lists Creating a Bulleted or Numbered List 5 Changing the Type of Bullets... Spelling and Grammar.. Pictures Inserting a Picture from Clip Art.. Positioning Pictures in Word Inserting a Picture from Files... Additional Resources. 5 5 I. Overview of Basic Tasks The information included in this Word training will apply to other Office 007 applications, including PowerPoint, Publisher, Excel, and Outlook. A. Microsoft Office Button. The Microsoft Office Button is in the top left corner of the window and provides access to open, save and print documents.. Click on the Microsoft Office Button and then click on the desired option.. Menu options with an arrow have additional choices available in the area to the right.. The Word Options button at the bottom of the window allows the user to make adjustments to Word such as color scheme, page display options, AutoCorrect options, spelling, and grammar. B. Quick Access Toolbar. The Quick Access Toolbar is just to the right of the Microsoft Office Button.. When the cursor is over a button, the name of the button is displayed.. The options available when Microsoft Office 007 is first installed include Save, Undo, and Redo. C. Customizing the Quick Access Toolbar. To add an item, click on the Customize Quick Access Toolbar drop down arrow at the end of the Quick Access Toolbar and click on the desired item.. Options with a check mark in front of them are displayed on the Quick Access Toolbar.. To remove a button, click on the Customize Quick Access Toolbar drop down arrow at the end of the Quick Access Toolbar and click on the desired item. (This removes the checkmark from in front of the item.). To add a command button from the Ribbon, right click on the desired command button and choose Add to Quick Access Toolbar. 5. To remove a command button that has been added to the Quick Access Toolbar, right click on the button on the Quick Access Toolbar and choose Remove from Quick Access Toolbar.. It s a good idea to add the items you use often to the Quick Access Toolbar.

2 D. Changing the order of the Buttons on the Quick Access Toolbar. Click on the Customize Quick Access Toolbar drop down arrow at the end of the Quick Access Toolbar and choose More Commands.. In the column on the right below Customize Quick Access Toolbar, click on the item to be moved.. To move the item up, click on the up or down arrow at the right.. Click on OK. E. Saving a Document. Click on the Microsoft Office Button and then click on Save As.. By default, Word saves documents to the My Documents folder as a.docx file. VERY IMPORTANT: A.DOCX FILE CAN BE OPENED ONLY WITH OFFICE 007. OLDER VERIONS OF OFFICE (000, 00) REQUIRE A SPECIAL PLUG-IN BE INSTALLED TO OPEN THE FILES.. Navigate to the exact location where you want to save your document.. Check the name of the document and make changes as needed. 5. Click on the Save button. F. Saving for Older Versions of Word. Click on the Microsoft Office Button and then click on Save As.. In the Save as type box, click on the down arrow and choose Word Document.. Click on the Save button.. VERY IMPORTANT!- BE SURE YOU SAVE AS A WORD DOCUMENT ANYTIME YOU ARE SENDING THE FILE TO SOMEONE WHO MAY NOT HAVE OFFICE 007. G. Saving as PDF. To save or export a file to PDF, you must first install the Save as PDF add-in from the Microsoft Office website. Go to Type PDF in the search box located in the upper right corner. Click on the result that says: Download details: 007 Microsoft Office Add-in: Click on the Continue button next to Validation required. After your computer has been validated, click on the Download button. Click on Run. Click on Run. Check the box to Accept the Microsoft Software License Terms. Click on Continue. Click on OK.. Once the PDF add-in has been installed to the computer, open the document that needs to be converted to PDF then click on the Microsoft Office Button and then click on Save As. Click on PDF.. Navigate to the location where the PDF document will be saved. 5. (Optional) Type in a file name.. Click on the down arrow next to the Save as Type box and choose PDF. 7. Click on Publish. H. Printing the Document. Click on the Microsoft Office Button and then choose Print.. Check to make sure the correct printer is chosen (Click on the down arrow in the Printer section and choose a printer).. In the Page range section, decide which pages to print. (All, the current page, or a range of pages.). In the Copies section, indicate how many copies. PRINTERS SHOULD NOT BE USED AS COPIERS. If you need multiple copies, print one copy and use a campus copy machine to make the copies. 5. Click on the OK button.

3 II. The Ribbon A. Overview of the Ribbon. The Ribbon runs across the top of the window.. The Ribbon consists of types of items. Tabs This is the main level and includes Home, Insert, Page Layout, etc. Groups Each tab has several groups that show related items together. Commands A command is a button in a group or an item in a list.. Some tabs are only available when a particular item is selected. For example, the Picture Tools tab is only shown when a picture is clicked on. B. Using the Ribbon. Click on the desired tab.. The commands under each tab are grouped. The name of the group is at the bottom.. Some groups have a Dialog Box Launcher button which opens the dialog box with more commands. C. Minimizing/Restoring the Ribbon. To minimize the Ribbon, click on the Customize Quick Access Toolbar drop down arrow and choose Minimize the Ribbon (a checkmark is now displayed in front of Minimize the Ribbon) OR double click on the currently selected tab on the Ribbon.. To display the Ribbon, click on the Customize Quick Access Toolbar drop down arrow and choose Minimize the Ribbon (the checkmark in front of Minimize the Ribbon is removed) OR double click on the currently selected tab on the Ribbon. D. Help. Click on the Microsoft Office Word Help button in the top right corner.. Type the desired word in the search box and then press the Enter key.. Choose the desired topic from the ones displayed.. To research another topic, enter the desired word in the search box and then press the Enter key. E. Opening a Document. Click on the Microsoft Office Button and then click on Open.. Navigate to the location of the desired file.. Choose the name of the file to work with and click on the Open button. F. Converting Older Word Documents. Microsoft Office 007 can open documents created in all previous versions of Word. Previous versions will be opened in compatibility mode. (You will know if a document has been opened in compatibility mode because it will say compatibility mode next to the name of the file on the title bar.). Documents that have been opened in compatibility mode may not have the same features on the Ribbon as documents created in or converted to the Microsoft Office 007 version, i.e. instead of SmartArt Graphics, it may be Design Gallery objects.. Documents created in previous versions of Microsoft Office can be converted to the Microsoft Office 007 version. An advantage for converting documents to the newest version is that it will give you access to all the new features. To convert an open document: Click on the Microsoft Office Button and choose Convert. Click on OK.

4 III. Editing Text A. Cutting or Copying and Pasting Text. Select the text to be moved.. Press Ctrl X to cut or Ctrl C to copy OR on the Ribbon, click on the Home tab and in the Clipboard group, click on the Cut or Copy button.. Click where the selected text is to be moved.. Press Ctrl V OR on the Ribbon, click on the Home tab and in the Clipboard group, click on the Paste button. B. Seeing the Clipboard. On the Ribbon, click on the Home tab.. In the Clipboard group, click on the Dialog Box Launcher in the bottom right corner. C. Pasting from the Task Pane. Bring up the Clipboard.. Click in the document where the text is to be pasted.. Click on the desired text in the Clipboard. D. Undo and Redo. To reverse the last change made, click on the Undo button on the Quick Access Toolbar.. To change things back, click on the Redo button on the Quick Access Toolbar.. To see the undo history, click on the down arrow next to the button.. To perform multiple undo s, click on the Undo down arrow and click on the desired item in the list. The action clicked on and all others above it in the list will be undone. IV. Page Setup and Working with Text A. Landscape or Portrait Orientation. On the Ribbon, click on the Page Layout tab.. In the Page Setup group, click on the Orientation button and choose Portrait or Landscape. B. Margins. On the Ribbon, click on the Page Layout tab.. In the Page Setup group, click on the Margins button and choose an option from the list.. OR click on Custom Margins at the bottom. Click on the Margins tab. Enter the numbers for Top, Bottom, Left, and Right margins. In the Apply to box, choose the whole document or this point forward. Click on OK. C. Formatting Text. Highlight the text to be changed.. In the Font group, change the font and font size as desired.. Click on the Grow Font or Shrink Font buttons to quickly adjust the font size. 5. Note - By clicking on the Font down arrow or the Font Size down arrow and resting the cursor over the desired choice, the highlighted text changes to preview the effect of the choice.. The exact font size can be specified in the Font Size box. D. Using the Mini Toolbar. The Mini toolbar is a semi-transparent toolbar which appears when text is selected.. Highlight text to be formatted.. Use the buttons on the Mini toolbar to make the desired changes to the text.. If the Mini toolbar has disappeared, right click on the highlighted text to bring up the Mini toolbar.

5 E. Quick Formatting with Styles. Highlight the text to be formatted.. In the Style group, click on the Dialog Box Launcher button to display the styles available.. Place the mouse over the desired style and notice the change in the text. 5. Click on the desired style. F. Alignment. Highlight the text to be formatted.. In the Paragraph group, click on the appropriate alignment button on the toolbar. G. Changing the Default Font. On the Ribbon, click on the Home tab.. In the Font group, click on the Dialog Box Launcher button at the bottom right corner.. Choose the desired font and font size.. Click on the Default button at the bottom left. 5. Click Yes. H. Changing Case. Highlight the text to be formatted.. In the Font group, click on the Change Case button.. Choose the case. (Sentence case, lowercase, UPPERCASE, Capitalize Each Word, toggle case) I. Adjusting Line Spacing. Click in the paragraph to be formatted or highlight the paragraphs if formatting more than one.. In the Paragraph group, click on the Line Spacing button and choose the desired spacing. V. Bulleted or Numbered Lists A. Creating a Bulleted or Numbered List. Click in the line of text to be bulleted or numbered.. In the Paragraph group, click on the Bullets button or the Numbers button.. To turn off bullets or numbers, click the Bullets button or the Numbers button again. 5. To make sub-bullets or numbers, press the Tab key or click OR on the Ribbon, click on the Home tab and in the Paragraph group, click on the Increase Indent button.. To make a sub-bullet a regular bullet, click on the Home tab and in the Paragraph group, click on the Decrease Indent button. B. Changing the Type of Bullets. Click in the bulleted line.. In the Paragraph group, click on the down arrow after the Bullets button.. Move the cursor over the choices and notice the preview of the text. 5. Click on the desired type of bullets. VI. Spelling & Grammar Check A. Access Spelling & Grammar from the Quick Access Toolbar, if you added this option. B. On the Ribbon, click on the Review tab and in the Proofing group, click on Spelling & Grammar. 5

6 VII. Pictures A. Inserting a Picture from Clip Art. Click in the document where the picture should be placed.. On the Ribbon, click on the Insert tab.. In the Illustrations group, click on Clip Art.. In the Clip Art pane, type a word in the Search text: box and click on the Go button. 5. If a message appears asking if pictures should be included from the Microsoft site, click on the Yes button. (Note-An active Internet connection is required to see clipart from the Microsoft site.). Scroll through the collection and find the desired picture. 7. Click on the desired picture. B. Positioning Pictures in Word. Double click on the picture.. The Format tab of Picture Tools comes up on the Ribbon.. In the Arrange group, click on the Text Wrapping button and choose Square or Tight.. Square causes the text to line up on a straight edge on the side of the picture. 5. Tight causes the text to wrap closely to the picture, following the shape of the picture.. Click on the picture and drag it to the desired position. C. Inserting a Picture from Files. Click in the document where the picture is to be placed.. On the Ribbon, click on the Insert tab.. In the Illustrations group, click on Picture.. Navigate to the location of the picture. 5. Click on the desired picture.. Click on the Insert button. VIII. Additional Resources The links below provide resources for all Office 007 programs, including Word, PowerPoint, Publisher, Excel, Access, and Outlook. Office 007 Links to Tutorials on Microsoft s Website Education World Essential Microsoft Office 007 Tutorials for Teachers Florida Gulf States University Office 007 Tutorials Microsoft Word 007 Tips, Tricks, and Tutorials s.htm Lynchburg College Microsoft Office 007 Tutorials University of Wisconsin-Eau Claire Office 007 Tutorials