Microsoft Word. Mini-Session Training Packet. Purpose. Objectives. Description

Transcription

1 Microsoft Word Mini-Session Training Packet Purpose Provide students a basic level of understanding in using Microsoft Word 2007 so they could succeed in their courses. Insert and format page numbers and footers. Insert and format images and WordArt. Insert tabs with leaders. Insert and format tables. Insert tables Use Spell and Grammar check Objectives Review the compatibility issues and work arounds associated with Word Print a document. Define and plan a document design. Describe the Word 2007 screen components. Review the compatibility issues and work arounds associated with Word Set up the layout and change the margins and page orientation. Select and move text from one document to another. Insert and format column, page, and section breaks. Description Microsoft Office Word 2007 for Windows is a major redesign of the popular Office Suite from previous versions. This information packet is for users familiar of Word 2003 or who are interested in or just getting started with Word You will learn how to work with the new Office Ribbon interface, understand Word 2007 file compatibility issues and be introduced to some of the notable new features of the Word 2007.

2 Microsoft Word 2007 Mini-session Training Table of Contents Planning Your Spreadsheet Design Layout and Design Page 3 Know Your File Types Page 3 Compatability Cautions Page 3 What s New in Microsoft Page 4 Office Word 2007 The Microsoft Office Button Page 4 The Ribbon Page 4 The Quick Access Toolbar Page 5 Launching Word 2007 Page 5 Creating a Document Page 6 Exercise Saving a Document Page 6 Changing Font Type and Size Page 7 Headers and Footers Page 8 Document Spacing Page 9 Modifying Margins Page 9 Lists Page 10 Formatting Lists Page 11 Spelling and Grammar Page 11 Word Count Page 12 Inserting an Image Page 13 Inserting a Table Page 14 Inserting a Blank Page Page 15 Inserting a Page Break Page 15 Insert a Cover Page Page 16 Printing Your Document Page 16 Closing And Exiting Word Page 17 Evaluation Sheet Page 18

3 Pg. 3 of 18 Planning Your Document Design Planning your document design is vital to ensure that the print based document accomplishes your goal. Layout and Design. Sketch out the layout for your document on paper. Determine if the document orientation will be portrait (vertical) or landscape (horizontal). Determine if the document will be formatted in single or multiple columns. A landscape document with two columns is the most readable and popular layout for an event program. Determine if you will use any images or clip art. Know Your File Types Party! Party! It is important to know what version of the software you are using to save your documents. When you create a document, it stores an extension in the file name that identifies the type of software used to create the document. Quick Tip: 1 Decide what you want to accomplish with your document Identify with your audience Compatability Cautions Along with the new features of Microsoft Word 2007 come several challenges when opening documents created in previous versions of the application. For example, if you open Word 2007 documents in Word , you may find that the tables, charts, diagrams, etc. lose their formatting. On the flip side, when you open Word documents in Word 2007, the document opens in Compatibility Mode and the 2007 features are grayed out and not available. It is strongly recommended that you perform the following functions to maintain the integrity of your documents when upgrading to Word Save all new documents in Word Save a copy of any documents that are being shared down to Word Convert your existing documents to Word 2007 Identify the layout and design, file, format, and storage location. Quick Tip: 2 Save all new documents in Word Save a copy of any documents that are being shared down to Word Convert your existing documents to Word Quick Tip: 3 File types associated with various Word versions.doc Word dot Word Template.docx Word 2007 Document.dotx Word 2007 Template.rtf Rich Text Format

4 Pg. 4 of 18 What s new in Microsoft Office Word 2007 When you begin to explore Word 2007 you will notice a new look to the menu bar. There are three features that you should remember as you work within Word 2007: the Microsoft Office Button, the Quick Access Toolbar, and the Ribbon. These three features contain many of the functions that were in the menu of previous Word versions. The functions of these three features will be more fully explored below. The Microsoft Office Button Microsoft Office Button A. Create a new document B. Open an existing document C. Save and Save as option D. Print E. Close Document The Microsoft Office button performs many of the functions that were located in the File menu of older versions of Word. This button allows you to create a new document, open an existing document, save or save as, print, send (through or fax), publish or close. The Ribbon The Ribbon is the panel at the top portion of the document. It has seven tabs: Home, Insert, Page Layout, References, Mailings, Review, and View that contain many new and existing features of Word. Each tab is divided into groups. The groups are logical collections of features designed to perform functions that you will utilize in developing or editing your Word document. Commonly used features are displayed on the Ribbon, to view additional features within each group, click on the arrow at the bottom right of each group. Ribbon A. Home B. Insert C. Page Layout D. Reference E. Mailing F. Review G. View

5 Pg. 5 of 18 The Quick Access Toolbar The quick access toolbar is a customizable toolbar that contains commands that you may want to use. By default, you will have the commands to Save, Undo, and Redo. You may also add buttons such as Check Spelling and Grammar, Open a document, or Create a New Document button. Quick Access Toolbar A. Save B. Redo C. Undo D. Add other buttons Launching Word 2007 To begin, if you are creating a new document or edit and existing document, you will need to open Word ) Click on Start button. 2) Click on Programs. 3) Click on Microsoft Office. 4) Click on Microsoft Word ) Microsoft Word will automatically open a new document.

6 Pg. 6 of 18 Creating a Document Once the document that has opened, type a short paragraph of why you are taking this minisession. For example, are you new to Microsoft Word 2007 or are you improving your software your skills? Remember to purposely misspell some words. Later in the session you ll use this paragraph to learn how to spell check and use basic Word 2007functions. Excersise - Saving a Document command is used for a first-time save or if you have made revisions to a document and wish to replace the old version with the new revised document. Use the Save As command to save a revised document to a new name, thus keeping the original as it was before revisions, or to save a copy of a document in a different folder or on a different disk. When the Save command is selected and it is a first-time save, a dialog box will be displayed. In this dialog box, a name must be given to the document and a folder must be designated as the location in which to save the document. If it is not a first-time save, the dialog box will not be displayed ) From the Home Button, select the SAVE command OR click the SAVE button in the Quick access toolbar. If this is a first time save, the SAVE as dialog box will open. Note: In the Save dialog box, the My Documents folder should automatically be selected. If not, click on the drop down menu, and select the appropriate folder to save your file. You can save your document to any saving device such as 3 1/2 diskette or thumb drive or flash drive or My Documents folder. Note: Your My Documents folder is space available to you on college server. When you login into your user account you will have access to My Documents folder. Quick Tip: Save occasionally by clicking on the SAVE button. If the computer crashes, you will be able to recover your work until the last save. Quick Tip: Saving Devices Options 3 1/2½ diskette Thumb Drive USB Connection Flash Drive USB Connection CD/DVD-R - allows you to write to the CD/DVD one time. CD/DVD-RW - allows you to write to the CD/ DVD several times. My Documents college server network document to yourself Google Doc to save your document ZOHO.com to save your document

7 Pg. 7 of 18 7) Save your document in the My Documents folder. 8) In the File Name box enter the docu ment name. Use your First Name and Last Name and Word Summary. For example, JaneDoeWordSummar. 9) Check to make sure in the Save As Type box the Word Document is (*.docx). 10) Click SAVE to complete process. Changing Font Type and Font Size Exercise - Changing Font Type and Font Size In the document that you just created, you are now going to format the font size and type. Different fonts and sizes can give character to words in your document. For example, on a resume, you may use BOLD as an eye-catcher. Also font size affects word characteristics. 11) Highlight the text you wish to change the Font and Size for; in this practice highlight your name. 12) Click on the Font Menu, select Ariel Black. 13) Click on Font Size, select ) At this point, click on SAVE in the Quick Access Toolbar to save your document.

8 Pg. 8 of 18 Headers and Footers Headers and Footers The Header and Footer option inserts information such as text, page numbers and date. Information on either header or footer will appear in all document pages. The header information appears at the top of the page while the footer information will appear at the bottom of the page. 15) Click on Insert then click on Header 16) Choose a style you like, but for now use blank 17) Enter your Last Name, hit the enter key 18) Enter today s date 19) Highlight your name and date 20) Click on the Home tab from the menu 21) Click on the left justification button 22) Finally, click Close Header and Footer 23) NOTE, the Header Menu will close and return you to your document to continue typing

9 Pg. 9 of 18 Document Spacing As a college student, most of your writing assignments will require paragraphs in double spacing. You are able to change the space between lines and paragraphs by doing the following: 24) Select the paragraph or paragraphs you wish to change. 25) Click on the Home Tab then click Paragraph Dialog Box. 26) Click the Indents and Spacing Tab. 27) In the Line Spacing section, adjust your spacing accordingly. Modifying Margins Word 2007 will allow you to preview how your paper will look if the margins are modified. The page margins can be modified through the following steps: 28) Click the Page Layout Tab on the Ribbon. 29) On the Page Setup Group, Click Margins. 30) Click a Default Margin, or 31) Click Custom Margins and complete the dialog box. 32) NOTE: As you roll over each Margin pre set, it will show you how the document will look when modified.

10 Pg. 10 of 18 Lists Lists allow you to format and organize text with numbers, bullets, or in an outline. Rather than using numbers for steps, an Outline List is used to show an example of a type of Number List. Bulleted and Numbered Lists Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine numbers and letters depending on the organization of the list. 33) To add a list to existing text: 34) Select the text you wish to make a list. 35) Click a Bulleted or Numbered Lists button from the Paragraph Group on the Home Tab. To create a new list: 36) In your document, place your cursor where you want the list to begin. 37) Click a Bulleted or Numbered Lists button. 38) Begin typing.

11 Pg. 11 of 18 Formatting Lists 39) The bullet image and numbering format can be changed by using the Bullets or Numbering dialog box. 40) Select the entire list to change all the bullets or numbers, or; Place the cursor on one line within the list to change a single bullet 41) Right click once. 42) Click the arrow next to the bulleted or numbered list 43) Select a bullet or numbering style. Spelling and Grammar There are many features to help you proofread your document. These features include: Spelling and Grammar, Thesaurus, AutoCorrect, Default Dictionary, and Word Count. The most common feature used is the spelling and grammar checker tool. To check the spelling and grammar of your document: 44) Place the cursor at the beginning of the document or the beginning of the section that you want to check. 45) Click the Review Tab on the Ribbon 46) Click Spelling & Grammar on the Proofing Group. 47) Note, any errors will display a dialog box that allows you to choose a more appro priate spelling or phrasing. 48) Go through the Spelling and Grammar Checker to correct any spelling errors you may have made in your document. 49) When the Spelling and Grammar Checker has completed, you will see a dialog box that notifies you The spelling and grammar check is completed.

12 Pg. 12 of 18 Word Count At times faculty may specify the minimum or maximum number of words required for an assignment. When you type in a document, Word 2007 automatically counts the words in your document and displays them on the status bar at the bottom of the workspace. In addition, You can count words in a selection of words in your document. The selections don t need to be next to each other for you to count them. To count words in one selection, select the words you want to count. The status bar displays the number of words in the section. For example 50/1,200 means that the section accounts for 50 words out of the total number of 1200 in the document. To select the sections of text that are not next to each other, select the first section and press hold down CRTL key and select the additional section. Quick Tip: Overtype Word has two different editing modes you can use- -insert mode and overtype mode. When insert mode (the default) is active, the information you type is inserted at (where else) the insertion point. When overtype mode is active, information isn t inserted, but it replaces text as you type. To switch between insert mode and overtype mode, double-click on the OVR letters on the status bar.

13 Pg. 13 of 18 Insert an Image. Images add excitement and interest to any document. Pictures should demonstrate a direct relationship to the content or provide clarification for the message you are trying to get across to your audience. If you download an image from the Internet, keep in mind that the image may be subject to copyright. There are several image file formats that are commonly used in a Word document. See types of image types and acronyms for a few of those formats. Inserting an Image The Insert Picture method supports graphics that may be too large to fit on the clipboard. The default setting for inserting or pasting images is In Line With Text. The Advanced Word Options, located in the Office Button Commands Gallery, allow you to change the default settings to any of the available text wrapping styles. 50) Place the insertion point at the location where the image will be placed in your Word document. 51) From the Insert Tab >> Illustrations gallery, select Insert Picture. 52) Navigate to the appropriate location where the image is stored. 53) Double-click the appropriate image to insert it into the document.

14 Pg. 14 of 18 Inserting a Table The Table feature can be used to organize information into rows and columns without having to set tabs. Tables can also be used to create forms and side-by-side paragraphs. A table consists of vertical columns and horizontal rows. The intersections of those rows and columns create cells. A cell is each individual square in which you can enter text. The Tab key will advance the cursor to the next cell. Shift + Tab will move the cursor backward within a table. When you reach the end of the last row, pressing Tab will add a new row to the table. 54) Place the insertion point at the desired location. 55) From the Insert tab >> Tables gallery, select Insert Table. 56) At the Insert Table dialog box, enter the desired number of columns and rows. 57) Select the desired AutoFit behavior. 58) Click OK.

15 Pg. 15 of 18 Inserting a Blank Page The Blank Page command allows you to manually insert a blank page at the desired location. When you fill a page with text or graphics, Microsoft Office Word inserts an automatic page break and starts a new page. However, you can manually add pages or delete pages by adding page breaks or deleting page breaks. Inserting a Page Break You can insert a page break anywhere in your document, or you can specify where Microsoft Word positions automatic page breaks. If you insert manual page breaks in documents that are more than several pages in length, you might have to frequently rebreak pages as you edit the document. To avoid the difficulty of manually rebreaking pages, you can set options to control where Word positions automatic page breaks.

16 Pg. 16 of 18 Insert a Cover Page 59) From the Insert Tab, select Cover Page. The Cover Page dropdown menu will be displayed. 60) Select from the pre-formatted options under Cover Page. 61) To insert a Blank page or a Page Break 62) Position your insertion point at the desired location. 63) From the Insert Tab, select Blank Page or Page Break. Printing your document 64) Click the Home key, select Print, and then Print again. 65) Choose the printer you will be printing from. (Black & White, Coin, Color) 66) Once you have selected which printer, and what you want printed; select OK to print your work. Note: it will cost 8 per page to print in Black & White; $1 per page in Color; or 10 in Black & White if you do not have a PC Cub Card. Note: Please see the Help Desk for any assistance.

17 Pg. 17 of 18 Closing and Exiting Word 2007 Prior to closing or exiting Word, VERIFY THAT YOU HAVE SAVED YOUR WORK. For steps to save, please refer to Page 5. There is a difference to closing Word and exiting Word. 67) Closing Word will close the current document only, but, leave Word open. 68) Exiting Word will exit the program completely. NOTE: Depending on which version of Word 2007 you have, you may not have to follow this option. Exit Word Completely Close Current Documenment