Microsoft Word Part 1 Office 2007 Getting Started in Microsoft Word 2007 Opening Word Double click the Word icon on the desktop. OR If there is no shortcut icon on the desktop: Click on the Start menu > All Programs > Microsoft Office and select Microsoft Office Word 2007 from the list. 1
The Word 2007 window When Word is started, a new blank page titled Document1 is opened automatically. 1. Title Bar - located at the top of the window and states the file name and the program you currently have open. 2. Menu Bar - has the words Home, Insert, Page Layout, References, Mailings, Review, and View across the top. Each of these tabs open up into its own ribbon when you click on them to show you further options. 3. Ribbons - rows of buttons that perform various actions used in creating and editing your document. 4. Ruler - directly below the ribbon is a ruler. You can use the ruler to set tabs, indents, and margins. 5. Scrollbars - are located on the right side and on the bottom of the screen. By clicking on the arrows at the ends of the scrollbars, you can move up and down or left and right through your document. 6. Microsoft Office Button located in the upper left hand corner. It is the menu button where you will find new, open, print, etc. 6 3 2 1 4 5 2
Notice the buttons in the lower right corner. They allow you can do print layout, full screen reading, web layout, outline, and draft. Next to these buttons is the zoom in and out which allows you to move in and out on the document so that you can see a larger view. (This does not affect print size.) Word 2007 also comes with short cut keys, called Key Tips for every Ribbon s tab, all commands on the tabs, the Quick Access Toolbar, and the Microsoft Office Button. You press the ALT key to make the Key Tips appear. Then press the key for the tab you want to display. This makes all the Key Tip badges for that tab's buttons appear. Then, press the key for the button you want. If you often use commands that are not as quickly available as you would like, you can easily add them to the Quick Access Toolbar, which is above the Ribbon when you first start Word 2007. On that toolbar, commands are always visible and near at hand. For example, if you want to easily access the new, open, or print, buttons, you can add them to the Quick Access Toolbar. You can click on the drop-down arrow next to the Quick Access Toolbar and select items to be added to the toolbar. OR Click on the Microsoft Office Button; right click on whatever you want to add to the Quick Access Toolbar. Then chose Add to Quick Access Toolbar. To remove a button from that toolbar, right-click the button on the toolbar, and then click Remove from Quick Access Toolbar. To add items that are not on this list, click on More Commands from the bottom of the list. (See next page.) 3
Select an item from the list on the left. Then click on the Add > > button. Adding Text Look for the blinking cursor. That is where text will appear when you type. Type some text on your document. 4
Delete and Backspace Keys To Delete: Move the cursor to the left of the text (by using an arrow key from the keyboard or by clicking with your mouse). Each time you press the Delete key, one character to the right of the cursor is erased. To Backspace: Move the cursor to the right of the text. Each time your press the Backspace key one character to the left of the cursor is erased. Undo and Redo To Undo: If you make a mistake Word will let you undo your action. Click the Undo button on the toolbar. To Redo: If you used Undo and want to change your mind, you can use Redo by clicking the Redo button on the toolbar. 5
Formatting Text Microsoft Word allows you to change the way your text looks. You can change the size, shape, and style of the letters. Formatting changes can be made from the Home tab. If you change the formatting before you begin typing any words the formatting changes will apply to the entire document. If you change the formatting after you have typed some text the formatting changes will apply to the text you have highlighted, or any subsequent text you type. The Home Tab has a set of buttons you can use to apply formatting changes. Font Style Font size Font color Highlighting Bold, italics, Tips underline Highlight a word or section of your text by either: holding the left mouse button down and dragging it across a selection. clicking on the word twice. moving your mouse to the left of the margin until your mouse pointer turns into a white arrow and click once. (for an entire line) clicking in the middle of it three times. (for an entire sentence or paragraph) pressing CTRL + A. (for the entire document) Here is the original text: Highlight the text so it looks like this: 6
Change Font Style Now that you have chosen something to change, pick a different font style from the drop down menu. Click on the small arrow next to the current font name. A list of available fonts will open. Select the font you want from the list. To see more available fonts, click the down arrow to scroll through the list. Your highlighted text will change to match the new font: Change Font Size Font size refers to the size of the type, how big or how small. To change the size of your text, highlight the text and then select a larger or smaller size from the Formatting Toolbar. Click on the small down arrow next to the current font size. Select a different size from the drop down list. The larger the number, the larger the letters will be. Your highlighted text will change to reflect the new size: 7
Bold, Italics, and Underline To apply boldface, italics, or underline text, highlight the text with the mouse and click the appropriate button on the Formatting Toolbar. You can apply any combination of bold, italics, and underline to the selected text. Bold Italics Underline You can also use the keyboard to apply bold. After highlighting the text, hit CTRL + B to bold the word. Example You can also use the keyboard to apply italics. After highlighting the text, hit CTRL + I to italicize the word. You can also use the keyboard to underline text. After highlighting the text, hit CTRL + U to underline the word. Example Change Font Color Highlight the word or phrase, and then click on the small down arrow next to the current font color button: A color palette will open. Click on the color of your choice to change the text to that color: 8
Font Dialog Box You can make several changes at once using the Font Dialog Box. On the Toolbar, click Home and look for the Font group. The Font Dialog Box will open. Click on this button to open the font dialog box. Notice the Preview section at the bottom of the window to see what your changes will do to your text. Scroll through the list of font styles, types, and sizes, and click on one you would like. To change the Font color, click on the drop down arrow next to the current font color (Automatic) and click on the one you want from the palette. 9
To change the Underline style click on the drop down arrow next to the current style (none) and click on the one you want from the list of styles. To change the Underline color click on the drop down arrow next to the current color (Automatic) and click on the one you want from the palette. The check boxes at the bottom of the window allow you to apply some other types of styles. Strikethrough draws a line through the word. Double Strikethrough draws two lines. 10
Superscript places the text above the line. (i.e. E=MC 2 ) Subscript places the text below the line. (i.e. H 2 O) Shadow adds a shadow effect. Outline outlines the letters only. Emboss makes the text look raised. Engrave makes the text look pressed into the paper. 11
Small caps changes lower case into upper case, but keeps the initial capital letter larger. All caps changes all letters into upper case. Hidden makes the text invisible. It is still there on the page but cannot be seen or printed. To see hidden text (after you have hidden it) click on the Microsoft Office Button, Word Options, Display, check the Hidden Text box, and click OK. 12
Copying, Cutting, and Pasting Text Copying Text: To copy text, use the mouse to select and highlight the words you want to copy. From the HOME tab, choose Copy. Move the cursor to the place you want the copied text to be inserted. Cutting Text: To cut text, select and highlight the section you want to move. From the Home tab, choose Cut. Pasting Text: From the Home tab, choose Paste NOTE: The cut, copy, and paste commands will also appear by right-clicking with the mouse on the highlighted selection. 13
Checking Spelling and Grammar Word has built-in spelling and grammar checking functions. When you misspell a word you will see a squiggly red line appear under that word. If you make a grammatical error you will see a green squiggly line instead. Tueday We was happy to be here. To correct the spelling or the grammar, right-click on the underlined word with the mouse and pick the appropriate option from the list Word suggests. To spell check and grammar check an entire document, click the Menu Bar, and select: on Word will review your entire document for spelling and grammatical errors. You can choose to either Ignore Once, Ignore All, Add to Dictionary, Change once, Change All, or AutoCorrect with the buttons on the right. Shortcuts Word provides you with shortcut key strokes for your convenience if you want to perform actions without using the mouse. These key strokes are a combination of letters and symbols. CTRL stands for the control key in the bottom left corner of the keyboard. Push and hold the CTRL key and then tap the letter after the + sign to perform the action. Here are some commonly used shortcuts: Copy: CTRL + C Italics: CTRL + I Cut: CTRL + X Underline: CTRL + U Paste: CTRL + V New document: CTRL + N Undo: CTRL + Z Open document: CTRL + O Redo: CTRL + Y Print document: CTRL + P Bold: CTRL + B Save document: CTRL + S 14
Adding Clip Art On the Insert Tab on the menu bar click on Clip Art. The Clip Art task pane will open. Type a description of what you are looking for in the Search for: box and Click GO. The computer will search for images that match that description. If your computer asks if you would like to include images from Microsoft Office Online, say Yes. You must be connected to the internet for this to work, but you will have access to more images than are stored on your computer for free. To insert an image into your document, click on the place in your document that you would like the image to appear. Then click on the image from the Task Pane on the right and it will appear in your document. To resize the image click on it to select it and then move your mouse to one of the squares surrounding the image so that you get a two way arrow. Click and drag to shrink or expand the image. To center an image on the page, click on the image to select it then click the Center Alignment button on the home tab. Your image will move to the center of the page. 15
To make the text wrap around, go above, or go below your picture: Click on the image you would like to change alignment for. Click on the Format tab that will appear only when the image has been clicked on. Click on the Text Wrapping button. Choose an option from the list. These options include: o In Line With Text which is how all pictures appear on your document by default. o Square which wraps the text around your image, keeping the words squared off. o Tight allows the text to flow around your image but conforms to the shape of the image. o Behind Text places your image behind any text on the page. o In Front of Text places your image in front of any text on the page. To add an image to your document that you have saved in a folder: Click the Insert tab. Then click the Picture button. Choose your picture s location from the Look in drop down menu. Click on the picture which will become highlighted. Click on the Insert button. 16
Setting up the Page Choose the Page Layout tab. From here, you can: 1. Change the margins. 1 2 3 4 Choose a preset option or click on Custom Margins A window will open that resembles the 2003 version. Specify your margins at the top. 2. Change the Orientation. To turn the paper sideways click on Orientation and then on Landscape. 3. Choose a different paper size. 4. Add columns. 17
Printing Your Document To see what your document would look like on a page before it prints, preview your document by going to the Microsoft Office Button and then Print Preview. The ribbon at the top of the page will look like this: Print brings up the print dialog box. Options brings up the word options which is housed under the Microsoft Office Button. Size allows you to pick the paper size you want to print on. Zoom opens a dialog box which allows you to make choices. 100% makes the page the same size as an actual piece of paper. One Page and Two Pages allows you to view one or two pages at a time depending on what you are clicking on. Page Width allows you to zoom the preview to fit the width of the window. Ruler shows the ruler around the top and side of the page. Magnifier changes the cursor into a magnifying glass so you can zoom in and out. Shrink One Page tries to make your total number of pages less by one by To print, reducing choose font the size. Microsoft Office Button menu > Print. Next and Previous Page allows you to move forward or back through the preview of your item. Close Print Preview closes the print preview and takes you back to the normal view. 18
To print without previewing first, click on the Office Button and then on Print. A print dialog box will appear. Click the up or down arrows here to change the number of copies you want. The Page Range section allows you to choose what to print. Choose: All to print everything. Current Page to print only the page your cursor is currently on. Selection to print only the area you highlighted prior to going to the print screen. Pages to print only the page numbers you want printed. Use a combination of dashes and commas. (Example: 1,4,6-8,10,13-15) 19
Saving a Document Select the Microsoft Office Button and Save As. Save and Save As Use Save to save a document for the first time or to save changes. Use Save As to also save a document for the first time or to save a previously saved document in a different location. Word will display the following dialog box: Navigate in the top portion of the dialog box to the folder where you would like to save the document. To save the document to a disk, click the arrow on the right of the Save in box from the pull-down menu, and choose the A: drive. In the field next to File name, type the name of your document. Click on the Save button when finished. Once you have saved your document for the first time you can save further revisions by selecting the Microsoft Office Button and choosing Save, or by clicking on the Save button on the toolbar. NOTE: If you plan to use this document on a computer that does not have Office 2007 you must change the Save as type to say Word 97-2003 Document by clicking on the down arrow and choosing Word 97-2003 from the drop down menu. 20
Opening a Document To open a document: Click on the Microsoft Office Button in the left hand corner, and choose Open. Creating a New Blank Document Click on the Microsoft Office Button in the left hand corner, choose New. Click on Blank Document Click on Create, and the new document will open. 21
Templates Templates allow you start with a ready-made document that you can modify to your own needs. Click on the Office button in the upper left hand corner. Click on New. The New Document window will open. Installed Templates are documents stored on your computer. (There are only a few.) Under the heading on the left, Microsoft Office Online is a long lit of template themes available if your computer is connected to the Internet. There is also a search box at the top of the window if you wish to search for a particular type of presentation. Once you select a topic from the left, a narrower list of topics will appear in the center of the window. Choose a sub category, and you will be able to see thumbnails of the available templates. Click on the item to select it, and click on the Download button to download it off the Internet. Note: Items with this symbol in the lower right corner are NOT created by Microsoft Employees. Before the Download button will become active, you need to acknowledge this fact from the right side of the window. Images without that symbol are from Microsoft, itself. 22
Online Template Notes: When you download something from Office Online for the first time, a page appears displaying the end user licensing agreement. If you agree to the terms of the Agreement, click Accept. The first time you download a template, a security warning might appear asking if you want to install and run the ActiveX control. Click Yes. Once the ActiveX control successfully installs, a page appears with the word Status in bold letters telling you that the ActiveX control installed successfully. Go ahead, then, and click the Continue button. The ActiveX control downloads the template and opens it in the appropriate Office program. You may also get a warning that looks like the following: If you get the warning, click the continue button. Once you complete the downloading process to find the item you downloaded, you will need to: Click on the Office button. Click Open. Click Trusted Templates. Click on the item you downloaded and it should open in a new window. 23
Getting Help Word offers excellent and extensive online help which can be accessed by selecting the help button on the menu bar. Word Help will appear in a floating window on your screen. Type your question in the white box and click the magnifying glass or the word search to search for your topic. You can also chose from a set of topics already predefined if you would like. Choose the option that best answers your question from the list of results. Click on the blue words to get instructions. How to Quit Save your document before you quit! To close Word 2007 completely, choose the Microsoft Office Button and Exit Word. OR Click on the X in the upper right corner of the window. 24