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Enjoy… Microsoft Word 2007 (for Novice and Intermediate Users) © Copyright Christine Kent, March 2008, Revised December 2008

Author: Christine Kent Web address www.christinekent.net

Blog address http://christinekent.blogspot.com/

Download exercise files from https://www.youpublish.com/files/10048 https://www.youpublish.com/files/10047

Email address christine@christinekent.com.au

ISBN 978-0-9804893-0-9 Books in the Enjoy… series Enjoy… Microsoft Word 2007 (ISBN 978-0-9804893-0-9) Enjoy… Upgrading to Microsoft Word 2007 (ISBN 978-0-9804893-1-6) Enjoy… Microsoft Excel 2007 (ISBN 978-0-9804893-2-3) Enjoy… Internet Marketing (ISBN 978-0-9804893-3-0)

Books in the Discovery series (for the educational sector) Discover Simple Microsoft Word 2007 Documents – for BSBITU201A (ISBN 978-0-9804-8936-1) Discover Microsoft Excel 2007 for novice learners – for BSBITU202A (ISBN 978-0-9804-8937-8) Discover Intermediate Microsoft Word 2007 Documents – BSBITU303A (ISBN 978-0-9804-8938-5)

Disclaimer All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from Christine Kent. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and the authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein. The information contained herein was correct at the time of preparation.


Table of Contents

Table of Contents 1:

How to use this book ........................................................................................................................................1 Are you looking at the right book? .......................................................................................................................... 1 More about this book .............................................................................................................................................. 1 Support files for this book ................................................................................................................................................. 1

What you need to know before you start ............................................................................................................... 2 2:

Background to Word 2007 ................................................................................................................................4 About Word Themes ............................................................................................................................................... 4 About Word Templates ........................................................................................................................................... 4 What is a template? ........................................................................................................................................................... 4 Microsoft On-line Training – Save time with templates............................................................................................................ 5 Exercise 1: Open Word 2007 from Windows XP ....................................................................................................................... 5 Exercise 2: Open Word 2007 from Windows Vista ................................................................................................................... 7

Guided tour of the Word screen ............................................................................................................................. 9 The Window....................................................................................................................................................................... 9 The Ribbon ......................................................................................................................................................................... 9 The taskbar ...................................................................................................................................................................... 10 Customise the taskbar .......................................................................................................................................................... 11

The down arrows ............................................................................................................................................................. 12

3:

PROJECT 1: Create a letter of application ........................................................................................................ 13 Create a document with a letter template ............................................................................................................ 13 Project 1.1: Create a document with a Word template .......................................................................................................... 13 Project 1.2: Type your letter .................................................................................................................................................. 17 Project 1.3: Remove Content Control .................................................................................................................................... 19 Manage Word 1: Change date format in Word 2007 .............................................................................................................. 20 Project 1.4: Create multi-page letter ..................................................................................................................................... 21

Saving files ............................................................................................................................................................. 21 File and folder management in Windows Explorer .......................................................................................................... 21 Microsoft On-line Training – Organise Files and Folders (Windows XP) .................................................................................. 21 Microsoft On-line Training – Working with Files and Folders (Windows Vista) ....................................................................... 22

About file names .............................................................................................................................................................. 22 Project 1.5: Save your letter .................................................................................................................................................. 22

Moving text around ............................................................................................................................................... 24 Microsoft On-line Training – Edit text and revise your documents ......................................................................................... 24 Project 1.6: Move your text around ....................................................................................................................................... 25 Project 1.7: Save your letter again ......................................................................................................................................... 26 Project 1.8: Close your letter ................................................................................................................................................. 27 Project 1.9: Open your letter ................................................................................................................................................. 27

The Ribbon, Page Layout tab ................................................................................................................................. 28 About Themes.................................................................................................................................................................. 29 Project 1.10: Cruise around themes ....................................................................................................................................... 29 Project 1.11: Change theme colours, keep theme fonts ......................................................................................................... 30

About fonts ...................................................................................................................................................................... 31 Project 1.12: Change theme fonts, keep theme colours ......................................................................................................... 31 Project 1.13: Format your letter ............................................................................................................................................ 31 Project 1.14: Save your letter using Save As........................................................................................................................... 32

More about themes ......................................................................................................................................................... 32

The Ribbon, Review tab ......................................................................................................................................... 33 About spell checking ........................................................................................................................................................ 33 Project 1.15: Run spell checker .............................................................................................................................................. 33 Microsoft On-line Training – Create your first document ....................................................................................................... 35

Enjoy… Microsoft Word 2007

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Table of Contents

Project 1.16: Select paper size ............................................................................................................................................... 35

The Ribbon, Print Preview tab ............................................................................................................................... 36 About Print Preview ......................................................................................................................................................... 36 Project 1.17: Print Preview letter .......................................................................................................................................... 36

About Printing .................................................................................................................................................................. 37 Project 1.18: Print letter ........................................................................................................................................................ 37

4:

Manage the way things look in Word ............................................................................................................. 38 Pin a document to the Office Menu ...................................................................................................................... 38 Manage Word 2: Pin a document to the Office Menu ............................................................................................................ 38

Customise the Quick Access Toolbar ..................................................................................................................... 39 The default items on the Quick Access Toolbar ............................................................................................................... 39 Move and Customise the Quick Access Toolbar .............................................................................................................. 39 Manage Word 3: Customise the Quick Access Toolbar ........................................................................................................... 39 Manage Word 4: Add and remove commands on the Quick Access Toolbar – the quick way .................................................. 41 Manage Word 5: Work with Quick Access Toolbar icons (2) ................................................................................................... 42

Minimise the Ribbon ............................................................................................................................................. 42 Manage Word 6: Minimise the Ribbon .................................................................................................................................. 43

The View tab (Alt W) ............................................................................................................................................. 43 Document Views .............................................................................................................................................................. 43 Manage Word 7: Explore Document Views group .................................................................................................................. 44 Manage Word 8: Explore Show/Hide group ........................................................................................................................... 44 Manage Word 9: Explore Zoom group ................................................................................................................................... 44 Manage Word 10: Explore Window group ............................................................................................................................. 45

Minimise and maximise the Word window ........................................................................................................... 45 Manage Word 11: Minimise and maximise ............................................................................................................................ 46

Display ScreenTips ................................................................................................................................................. 46 Manage Word 12: Set Word to display detailed screen tips ................................................................................................... 46

5:

Navigate in Word ............................................................................................................................................ 48 Use the keyboard instead of the mouse ............................................................................................................... 48 Access Keys ...................................................................................................................................................................... 48 Key Combination Shortcuts ............................................................................................................................................. 48 Microsoft On-line Training – Keyboard shortcuts in the 2007 Office system ........................................................................... 48 Manage Word 13: Find Key Combination Shortcuts ............................................................................................................... 49

Display Key Combination Shortcuts in ScreenTips ................................................................................................ 49 Manage Word 14: Set Word to display Key Combination Shortcuts in ScreenTips .................................................................. 49

Explore Access Keys and the Ribbon ..................................................................................................................... 50 Manage Word 15: Explore Access Keys and the Ribbon ......................................................................................................... 50

6:

PROJECT 2 – Create document with Normal template .................................................................................... 53 What is “Normal” template? ................................................................................................................................. 53 Microsoft On-line Training - Tap into template power ........................................................................................................... 53 Project 2.1: Create a document with “Normal” template ....................................................................................................... 53

About styles ........................................................................................................................................................... 55 Look at the “Styles” in “Normal” template ...................................................................................................................... 55 Project 2.2: Apply styles to text and review fonts .................................................................................................................. 55

The attributes of styles .................................................................................................................................................... 58 Project 2.3: Look at styles and their attributes....................................................................................................................... 58

The Styles Task Pane ........................................................................................................................................................ 59 Project 2.4: Select “Show Preview” in the Styles Task Pane ................................................................................................... 59

Open a document and save to a new name .................................................................................................................... 61 Project 2.5: Open a document and save to a new name ......................................................................................................... 61

Looking at styles .............................................................................................................................................................. 63

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Enjoy… Microsoft Word 2007


Table of Contents

Project 2.6: Check out the document styles ........................................................................................................................... 63 Project 2.7: Apply styles to text ............................................................................................................................................. 63

Check that your document can print correctly ................................................................................................................ 66 Project 2.8: Set paper size for printing ................................................................................................................................... 66 Project 2.9: Print Preview...................................................................................................................................................... 66

Format text ............................................................................................................................................................ 68 Microsoft On-line Training – Make your documents look great .............................................................................................. 68

About serif and sans serif fonts ....................................................................................................................................... 68 Project 2.10: Look at fonts .................................................................................................................................................... 69 Project 2.11: Change font and font size ................................................................................................................................. 69 Project 2.12: Change font colour ........................................................................................................................................... 70 Project 2.13: Experiment with bold, italics, underline and more ............................................................................................ 73

Format paragraphs ................................................................................................................................................ 75 Project 2.14: Format paragraph ............................................................................................................................................. 75

Set Margins ............................................................................................................................................................ 78 Project 2.15: Understand the ruler and text margins ............................................................................................................. 78 Project 2.16: Understand the ruler and page margins ............................................................................................................ 80

The ruler and tabs ............................................................................................................................................................ 80 Project 2.17: Understand formatting tabs.............................................................................................................................. 81

Insert headers and footers .................................................................................................................................... 83 Project 2.18: Open Headers and Footers................................................................................................................................ 83

Insert automatic page numbers ............................................................................................................................ 84 Project 2.19: Understand automatic page numbers ............................................................................................................... 84

Insert fields ...................................................................................................................................................................... 85 Project 2.20: Insert a date field ............................................................................................................................................. 86 Microsoft On-line Training – Make your documents look great .............................................................................................. 87

Putting it all together ....................................................................................................................................................... 87 Project 2.21: Format “The Magic of the Ginger Family” your way .......................................................................................... 87 Project 2.22: Facing pages – or alternate headers and footers ............................................................................................... 88 Project 2.23: Insert a page break ........................................................................................................................................... 89 Project 2.24: Insert Columns ................................................................................................................................................. 90 Project 2.25: Print your documents ....................................................................................................................................... 90 Manage Word 16: Set AutoCorrect options (AutoFormat As You Type) .................................................................................. 90

More about colours ............................................................................................................................................... 91 Explore colour systems .................................................................................................................................................... 91 Reproduce colour ............................................................................................................................................................ 91 About colour blindness .................................................................................................................................................... 92 Exercise 3: View document in greyscale................................................................................................................................. 92

About the psychology of colour ....................................................................................................................................... 92

Project 2 Review of commands ............................................................................................................................. 93 7:

Set some options in Control Panel .................................................................................................................. 94 Open the Control Panel in Windows XP ................................................................................................................ 94 Manage Word 16: Open the Control Panel in Windows XP .................................................................................................... 94

Set options in the Control Panel (Windows XP) .................................................................................................... 94 Manage Word 17: Set language options in the Control Panel (XP) .......................................................................................... 94 Manage Word 18: Set your computer to use two monitors (XP)............................................................................................. 96 Manage Word 19: Accessibility options (XP) .......................................................................................................................... 97 Manage Word 20: Set and lock your screen saver (XP) ........................................................................................................... 98

Open the Control Panel in Windows Vista ............................................................................................................ 99 Manage Word 21: Open the Control Panel in Windows Vista ................................................................................................. 99

Set options in the Control Panel (Windows Vista) ................................................................................................ 99 Manage Word 22: Set language options in the Control Panel (Vista) ...................................................................................... 99 Manage Word 23: Set your computer to use two monitors (Vista) ....................................................................................... 100

Enjoy… Microsoft Word 2007

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Table of Contents

Manage Word 24: Accessibility options (Vista) .................................................................................................................... 101 Manage Word 25: Set and lock your screen saver (Vista) ..................................................................................................... 102

8:

PROJECT 3 – Create a flyer ............................................................................................................................ 104 Project 3.1: Open a flyer and save to a new name ............................................................................................................... 104 Project 3.2: Check paper size ............................................................................................................................................... 105

Work with text ..................................................................................................................................................... 105 Project 3.3: Type text into flyer ........................................................................................................................................... 105 Microsoft On-line Training – Decorate documents with backgrounds, borders and text effects ............................................ 106

Work with images ................................................................................................................................................ 106 Set image display default ............................................................................................................................................... 106 Manage Word 26: Set insert image default to “In Line with Text” ........................................................................................ 106

Insert and format Clip Art .............................................................................................................................................. 107 Project 3.4: Insert Clip Art ................................................................................................................................................... 108 Project 3.5: Format Clip Art ................................................................................................................................................. 109

Insert and format photos ............................................................................................................................................... 111 Project 3.6: Insert photos .................................................................................................................................................... 111 Project 3.7: Format photos .................................................................................................................................................. 112 Project 3.8: Format the bars ................................................................................................................................................ 114

Format table cells .......................................................................................................................................................... 115 Project 3.9: Format table..................................................................................................................................................... 115

Putting it all together practice session .......................................................................................................................... 116 Project 3.10: Format your flyer your way............................................................................................................................. 116

More about Word graphics ................................................................................................................................. 117 Shapes............................................................................................................................................................................ 117 Exercise 4: Insert shapes ..................................................................................................................................................... 117

Smart Art ....................................................................................................................................................................... 118 Exercise 5: Insert Smart Art ................................................................................................................................................. 118 Exercise 6: Add text to Smart Art ......................................................................................................................................... 118 Exercise 7: Modify Smart Art ............................................................................................................................................... 119 Exercise 8: Insert and modify charts and graphs .................................................................................................................. 120 Exercise 9: Insert text boxes ................................................................................................................................................ 121

More about floating graphics .............................................................................................................................. 122 Manage Word 27: Graphics, “floating” and “in line with text” ............................................................................................. 122

More about readability ....................................................................................................................................... 124 Project 3 Review of commands ........................................................................................................................... 124 9:

Where to find help ........................................................................................................................................ 125 Help with Microsoft Word 2007 .......................................................................................................................... 125 Microsoft Get Started .................................................................................................................................................... 125 Manage Word 28: Install Microsoft Get Started ................................................................................................................... 125

Microsoft Help ............................................................................................................................................................... 126 Exercise 10: Guided tour of Microsoft Help .......................................................................................................................... 126

Microsoft On-line Training ............................................................................................................................................. 127 Microsoft On-line Training: Menu for all available Word 2007 training ................................................................................ 128

Microsoft Knowledge Base ............................................................................................................................................ 128 The Word MVP Site (Microsoft Most Valuable Professional) ........................................................................................ 128 Other Online Experts ..................................................................................................................................................... 128

Help with Microsoft Windows operating system ................................................................................................ 129 Windows Help and How-to, Windows Basics (for Vista)................................................................................................ 129

10:

PROJECT 4 – Create a glossary using a table .................................................................................................. 130 Work with tables and create new styles ............................................................................................................. 130 Project 4.1: Create a document with “Normal” template ..................................................................................................... 130 Project 4.2: Create a table ................................................................................................................................................... 130

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Enjoy… Microsoft Word 2007


Table of Contents

Create a new style ......................................................................................................................................................... 132 Project 4.3: Change text size and create a new style ............................................................................................................ 132

Modify a style ................................................................................................................................................................ 135 Project 4.4: Change line spacing and modify your new style ................................................................................................ 135

Format a table ............................................................................................................................................................... 137 Project 4.5: Merge and split cells ......................................................................................................................................... 137 Project 4.6: Insert Rows ...................................................................................................................................................... 138 Project 4.7: Set Header row to display across pages ............................................................................................................ 139 Project 4.8: Prevent table cells from splitting across pages .................................................................................................. 139 Project 4.9: Sort your table cells .......................................................................................................................................... 140

Apply a Table Style to format your table ............................................................................................................. 141 Project 4.10: Apply a table style .......................................................................................................................................... 141

Manually format your table ................................................................................................................................ 142 Project 4.11: Format table borders ...................................................................................................................................... 142 Project 4.12: Format background colours ............................................................................................................................ 144 Project 4.13: Format font colours ........................................................................................................................................ 144 Project 4.14: Change column width ..................................................................................................................................... 144

Finalise your glossary........................................................................................................................................... 145 11:

About bullets and numbering ....................................................................................................................... 146 Simple bullets and numbering in Word ............................................................................................................... 146 Exercise 11: Download and print Microsoft PowerPoint presentation .................................................................................. 146 Exercise 12: Create simple lists ............................................................................................................................................ 147 Exercise 13: Switch between bullets and numbers ............................................................................................................... 148 Exercise 14: Select different bullets or number styles .......................................................................................................... 149 Exercise 15: Format and paste lists ...................................................................................................................................... 153

Turn automatic bullets on or off ......................................................................................................................... 154 Manage Word 29: Turn automatic bullets on or off ............................................................................................................. 154

Multilevel lists ..................................................................................................................................................... 154 Use built-in Multilevel List Styles ................................................................................................................................... 155 Exercise 16: View and use Multilevel List Styles ................................................................................................................... 155

Other Microsoft resources to help you with bullets and numbering .................................................................. 156 Microsoft On-line Support for bullets, numbers and lists ..................................................................................................... 156

12:

About Galleries and other “Quick” bits ......................................................................................................... 157 The Quick Access Toolbar .................................................................................................................................... 157 The Building Blocks Galleries ............................................................................................................................... 157 Building Blocks ............................................................................................................................................................... 157 Galleries ......................................................................................................................................................................... 157 Quick Parts ..................................................................................................................................................................... 157 Live Preview ................................................................................................................................................................... 158 Manage Word 31: Turn on Live Preview and Mini toolbar.................................................................................................... 158

Take a tour ..................................................................................................................................................................... 158 Manage Word 31: Create a new building block (Cover Page) ............................................................................................... 158 Manage Word 32: Create a new building block (watermark)................................................................................................ 160 Manage Word 33: Create a Quick Part ................................................................................................................................. 162 Manage Word 34: Insert Building Blocks and Quick Parts .................................................................................................... 164 Manage Word 35: Manage Quick Parts and Building Blocks ................................................................................................. 164 Manage Word 36: Save the building block template ............................................................................................................ 165 Microsoft On-line Training: Building Blocks ......................................................................................................................... 166

The Quick Style Gallery ........................................................................................................................................ 166 Manage Word 37: Create new style and add to the Quick Styles Gallery .............................................................................. 166 Manage Word 38: Add a pre-defined style to the Quick Style Gallery................................................................................... 167 Manage Word 39: Remove a style from the Quick Style Gallery ........................................................................................... 167

Enjoy… Microsoft Word 2007

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Table of Contents

The Mini Toolbar ................................................................................................................................................. 167 Manage Word 40: Use the Mini toolbar............................................................................................................................... 167

Templates and Themes ....................................................................................................................................... 168 Microsoft On-line Training: Templates ................................................................................................................................ 168 Microsoft On-line Training: Apply your brand to Office documents with themes ................................................................. 168

13:

Import data and work with Fields and References ........................................................................................ 169 Import data .......................................................................................................................................................... 169 Exercise 17: Insert Object (Text from File)............................................................................................................................ 169

Work with Fields .................................................................................................................................................. 170 Create form fields with Content Controls ...................................................................................................................... 170 Exercise 18: Use Content Control fields ............................................................................................................................... 170 Exercise 19: Remove Content Control .................................................................................................................................. 171 Exercise 20: Create Content Control fields ........................................................................................................................... 172

Content Control Options ................................................................................................................................................ 173 Microsoft On-line Training: Building Word 2007 Document Templates Using Content Controls ............................................ 174

Work with References ......................................................................................................................................... 174 Create an auto generated table of contents .................................................................................................................. 174 Exercise 21: Create table of contents ................................................................................................................................... 174 Exercise 22: Update table of contents ................................................................................................................................. 177 Exercise 23: Modify table of contents .................................................................................................................................. 177

Add footnotes, endnotes and other references ............................................................................................................ 178 Exercise 24: Add footnotes to text....................................................................................................................................... 178 Exercise 25: Change a footnote to an endnote ..................................................................................................................... 180 Exercise 26: Add captions .................................................................................................................................................... 180

Edit documents on-line using Comments ...................................................................................................................... 181 Exercise 27: Add and delete Comments in a document ........................................................................................................ 181

14:

Preview, adjust and publish documents........................................................................................................ 183 Set Spelling and Grammar checking options ....................................................................................................... 183 Manage Word 46 – Set spelling and grammar options method 1 ......................................................................................... 183 Manage Word 47 – Set spelling and grammar options, method 2 ........................................................................................ 185

Review printer setup ........................................................................................................................................... 186 Manage Word 48: Set print options in Word Options .......................................................................................................... 186 Exercise 28: Set print options in your document .................................................................................................................. 187 Exercise 29: Print to file....................................................................................................................................................... 190

Navigate through your document ....................................................................................................................... 191 Manage Word 49 – Find and replace text or other attributes ............................................................................................... 191 Manage Word 50 – Go to a different location in your document .......................................................................................... 193

15:

Keep your computer and your files secure .................................................................................................... 194 Save files in Windows Explorer ............................................................................................................................ 194 Folder naming conventions and path size limits ............................................................................................................ 194 Some folder naming conventions .................................................................................................................................. 194 A word on file extensions .............................................................................................................................................. 194 Manage Word 51: Select details view in Windows Explorer (Windows XP) ........................................................................... 195 Manage Word 52: Select details view in Windows Explorer (Windows Vista) ....................................................................... 197

How to prevent others opening a file .................................................................................................................. 199 Manage Word 47: Apply, modify and remove a password on a file ...................................................................................... 199

How to prevent others editing a file .............................................................................................................................. 201 Manage Word 48: Make a file “read only” ........................................................................................................................... 201 Manage Word 49: Make a file “read only” – the quick way .................................................................................................. 203

System security.................................................................................................................................................... 204 Microsoft On-line Training – Find out about security risks ................................................................................................... 204

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Enjoy… Microsoft Word 2007


Table of Contents

Back up files ......................................................................................................................................................... 204 The three levels of backup ............................................................................................................................................. 204 Automatic backups done by Word ................................................................................................................................ 205 Manage Word 50: Set Word to save automatic backups ...................................................................................................... 205 Manage Word 51: Set Word to save AutoRecover files ........................................................................................................ 206 Manage Word 52: Backup your files manually to a removable memory device .................................................................... 207 Manage Word 53: Perform backups using a backup utility (Windows XP) ............................................................................ 207 Microsoft On-line Training – Back up your files .................................................................................................................... 212 Manage Word 54: Perform backups with Windows Vista ..................................................................................................... 212 Microsoft On-line Training – Back up your files on Windows Vista ....................................................................................... 214

16:

Mail Merge and the Mailings tab .................................................................................................................. 215 Background .......................................................................................................................................................... 215 Print Envelopes and Labels .................................................................................................................................. 215 Exercise 30: Print single envelopes ...................................................................................................................................... 215 Exercise 31: Create and Print Labels .................................................................................................................................... 216

Mail merge .......................................................................................................................................................... 218 Create a Recipient List ................................................................................................................................................... 218 Exercise 32: Create a Recipient List...................................................................................................................................... 218 Exercise 33: Associate a Recipient List with a document ...................................................................................................... 219 Exercise 34: Edit a Recipient List .......................................................................................................................................... 220

Create and Print Main Document .................................................................................................................................. 221 Exercise 35: Associate a Recipient List with a new document ............................................................................................... 221 Exercise 36: Insert Address Block field codes and text to document ..................................................................................... 222 Exercise 37: View field codes ............................................................................................................................................... 223 Exercise 38: Preview Results and Print documents .............................................................................................................. 224

Use the Wizard to complete the mail merge process .................................................................................................... 226 Exercise 39: Create and edit a data file of recipient details using the Wizard ........................................................................ 226

Use mail merge to print labels ....................................................................................................................................... 228 Exercise 40: Print Labels ...................................................................................................................................................... 228

17:

Trouble shooting and other useful information ............................................................................................ 231 What to do when your computer locks up .......................................................................................................... 231 Manage Word 55: Manage a locked computer .................................................................................................................... 231 Manage Word 56: Run Office Diagnostics ............................................................................................................................ 232

Wrap up ............................................................................................................................................................... 233

Enjoy… Microsoft Word 2007

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How to use this book Are you looking at the right book?

1: How to use this book Are you looking at the right book? There are two series of books from which you can learn Microsoft Office products, both very similar. 

The Discovery series is written specifically for the Australian TAFE curriculum and covers the required competencies for that curriculum. The software skills are taught alongside the work context in which the skills will be used.

The Enjoy… series covers the Microsoft Office 2007 skills required by someone in a workplace or writing in a home environment. Projects are focussed on producing documents that could be useful for both groups, and Word skills include the range of functions most often used by the occasional user.

More about this book This book is not a manual. It does not attempt to cover the full range of functions available in Microsoft Word 2007. It is a workbook containing projects. As you complete those projects, you will be led through a wide range of Microsoft Word 2007 functions. You will learn how to create professional looking documents of any kind you like, quickly and easily. You will also learn how to use the Microsoft support materials to lead you through those functions not taught in this workbook.

Support files for this book You will need two documents used by the projects as a starting point. You can download them free of charge from the Internet.

1 Look for this logo on your desktop, in the Start Menu or on your Quick Launch Toolbar. 2 Click to launch Internet Explorer. Type on of the following into the address box and press Enter.

  3 4 5 6 7

https://www.youpublish.com/files/10048 https://www.youpublish.com/files/10047

Click Get. Scroll down the page till you see the DOWNLOAD link. Click DOWNLOAD. Click OK to open the file on your screen. Repeat with the second file

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

Page 1

1


How to use this book What you need to know before you start

Project 2

Word The Magic of Ginger.docx

Project 2

Word Wanted to Rent Flyer.docx

If you do not understand these instructions, go to Enjoy… Microsoft Word 2007 , page 2, for a list of pre-requisite knowledge for this book and some suggestions of where to find the necessary training if you need it.

What you need to know before you start Before you start working through the exercises in this workbook, you need to establish if you have sufficient knowledge of how a computer works to be able to follow the instructions. You need to know… Start up

 how to start a computer and log on Navigation

  

 how to move a pointer or insertion point using the mouse  how to highlight and select something using the:

 

right mouse button left mouse button

       

 the meaning of:

   

click right click left click double click

 how to scroll through a menu or file using:

   

the up and down keys on your keyboard the page up and page down keys on your keyboard the scroll wheel on your mouse the scroll bar in the program you are using

Windows  what a window is  what a dialog box is  how to use the mouse to drag a window, a dialog box or other element around on your screen

  

Browsing the Web with Internet Explorer

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© Copyright Christine Kent

Enjoy… Microsoft Word 2007


How to use this book What you need to know before you start

 how to open Internet Explorer Browser  how to type a web address into Internet Explorer Browser

 

Windows Explorer File Management  how to save and store documents using Windows File Manager

 

Folders Folder structures

If you are not sure of this, there is free training on the Web, placed there by private companies. You can go to the following two tutorials, but if they are no longer available, you will find more by running an internet search. Do both sets of training at: 

http://bellcrest.net/Tutorials/filestructure.html and then

http://www.lvsonline.com/tut-dirs/index2.shtml

 how to write down a file path  how to navigate through Windows File Manager and move files from one location to another

 how to use memory devices such as:

  

 

floppy disks CDs USB memory devices such as flash drives, memory keys

If you do not know how to do any of these, you should do the on-line Microsoft training before you attempt this course. There is lots of on-line training to help you, and most of it is very good. For Windows XP go to: 

http://www.microsoft.com/windowsxp/using/setup/maintain/filemgmt.mspx

For Windows Vista go to: 

http://windowshelp.microsoft.com/Windows/en-US/Help/b8f62a7d-381a-4253-a52e04883e076bbe1033.mspx

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

Page 3

1


Background to Word 2007 About Word Themes

2: Background to Word 2007 Word 2007 has two extremely useful features that mean that anyone can produce beautiful looking documents in as little time as it takes to write the text. Even if you have never created a Word document before, your first document will look totally professional. These two features are: 

Word templates – these control the layout of a document

Word themes – these are about the appearance and style of a document

“Themes” is a brand new feature in Word 2007 and once you know how to use it – and themes are very easy to use – you will impress everyone with your document layout and presentation skills.

About Word Themes Before Word 2007, most manuals and training materials started with instructions on how to type and format your text and how to create headings, lists, and other page elements to produce a good-looking document. This takes time and an eye for graphical layout, both of which you may not have. It also takes fairly high-level skills in using the software. It all used to be a bit overwhelming for newcomers to Word. Now, Word 2007 has made it easy for us with Themes. Themes let you apply a complete, coordinated package of fonts, colours, heading styles, and more with a single click. You get to produce documents to the same standard as a graphic designer, without all the time and training. In addition, for those of you who are going to be using a range of Microsoft 2007 products, the same themes are used across all of them – Word, Excel, and PowerPoint – so you can produce lots of different documents and lots of different types of documents, all with the same look and feel – if you want.

About Word Templates While themes are all about style and appearance, templates are about layout.

What is a template? Word provides you with three different types of templates:

Page 4

Simple templates define document elements like title pages, headers and footers, margin settings and many other types of formatting applied to an entire document.

Boilerplate templates provide some starting material for you to adapt to your needs.

Boilerplate templates with fields that you simply click on and fill in.

© Copyright Christine Kent

Enjoy… Microsoft Word 2007


Background to Word 2007 About Word Templates

All templates also contain a collection of “styles” that help you format your text. Here is some Microsoft on-line training. You can do it before, during or after completing the following exercises. You probably won’t remember it all first time you do it, so allow for the possibility that you may want to do it both before and after doing the exercises.

Microsoft On-line Training – Save time with templates Go to http://office.microsoft.com/training/training.aspx?AssetID=RC102231981033 Stop when you get to the part about creating your own templates. You will not be doing that for a while.

Exercise 1: Open Word 2007 from Windows XP The following instructions are suitable for the Windows XP operating system. If you have Windows Vista, go to the next exercise. 1

2

The Start Menu displays.

Click the Start Button in the bottom left corner of your screen.

Look at the items in the left hand panel. If you see Microsoft Office Word 2007 in this panel, you can open Word from there. 

Click and go to Step 5.

If it is not there go to Step 3.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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Background to Word 2007 About Word Templates

3

Click

.

A large submenu lists all the programs on your computer. You will see Microsoft Office on the list.  4

Slide your cursor over to Microsoft Office and click

.

Another submenu displays a list of Microsoft Programs. 

Click Microsoft Office Word 2007.

Microsoft Word opens and you will see a blank page with rows of commands above and information below.

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Enjoy… Microsoft Word 2007


Background to Word 2007 About Word Templates

Exercise 2: Open Word 2007 from Windows Vista The following instructions are suitable for Windows Vista operating system. If you have Windows XP and have already opened Word, go to the next exercise. 1

2

The Start Menu displays.

Click the Start Button in the bottom left corner of your screen.

Look at the items in the left hand panel. If you see Microsoft Office Word 2007 in that panel, you can open Word from there. 

Click

and go to Step 5. If it is not there go to Step 3.

3 

Click

.

A large submenu lists all the programs on your computer. You will see Microsoft Office on the list. 

Slide your cursor over to Microsoft Office and click .

4

Another submenu displays a list of Microsoft Programs. 

Click Microsoft Office Word 2007.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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Background to Word 2007 About Word Templates

Microsoft Word opens and you will see a blank page with rows of commands above and information below.

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Enjoy… Microsoft Word 2007


Background to Word 2007 About Word Templates

Guided tour of the Word screen So let’s take a quick look at just what has opened on your screen.

The Window Office Menu Quick Access Button Toolbar

Tabs

Ribbon

Work Area

Taskbar

Status Bar

Taskbar buttons

The notification area

Try to memorise these terms, but don’t worry too much. Test yourself at the end of Project 1. If you haven’t remembered these terms by then, maybe you should make an effort to learn them. For most people, you will just pick them up as you go.

The Ribbon Across the top of your screen is the Ribbon. The Ribbon is designed to help you quickly find the commands that you need to complete a task. It has three components:

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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Background to Word 2007 About Word Templates

Tabs that relate to a type of activity such as writing or laying out a page. Each tab is broken into a number of groups.

Groups are related commands displayed together.

Commands are the functions you will actually perform on your document.

When you first open Word, the ribbon display the Home tab options, which you will use to find commands related to formatting pages and paragraphs of text in your document.

Navigation Tabs

Navigation Tabs

Groups

Commands

The taskbar The taskbar is the long horizontal bar at the bottom of your screen. Unlike the desktop, which can get obscured by the windows on top of it, the taskbar is visible almost all the time. It will look slightly different depending on whether you are using XP or Vista, but it works the same in both operating systems. These captures were taken from two different computers so they have different programs, but essentially they work the same way. It has four main sections:

The Windows XP taskbar

The Windows Vista taskbar

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Enjoy… Microsoft Word 2007


Background to Word 2007 About Word Templates

The Start button in Vista or menu. See The Start menu (overview).

The Quick Launch toolbar, click.

The middle section, which shows you which programs and documents you have open, and allows you to quickly switch between them.

The notification area, which includes a clock and icons (small pictures) that communicate the status of certain programs and computer settings.

in XP, which opens the Start

which lets you start programs with one

Customise the taskbar You can tell the taskbar to stay on top, or hide until you place your cursor at the bottom of your screen. 

Place your cursor in a blank area in the taskbar and right click.

Click Properties.

The Taskbar and Start Menu Properties dialog box displays. 

On the Taskbar tab, you can select how the entire bar behaves.

On the Start Menu tab you can select how the start menu behaves.

On the Notification Area tab, you can choose which icons to show.

On the Toolbars tab, you can select toolbars to display on the taskbar.

It’s probably not a good idea to change these settings at the moment, but when you are more familiar with Word, or when you start to get annoyed at the way the taskbar or start menu is working, come back to them and experiment with changing the settings.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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Background to Word 2007 About Word Templates

The down arrows Very often, when you are looking at a command on the Ribbon, you will see down arrows. These indicate that there are more options. There are three kinds of down arrow. A single down arrow to the right of a command opens a menu containing more options and sometimes more commands. In this book, we will call this the More down arrow. A double down arrow to the right of a menu opens a menu containing more options and sometimes more commands. In this book, we will call this the More down arrow. The dialogue box launcher opens either:

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a panel to the right or left of you work area (such as the Clipboard dialogue box) OR

a dialog box with the full menu (such as the Font dialog box shown here).

© Copyright Christine Kent

Enjoy… Microsoft Word 2007


PROJECT 1: Create a letter of application Create a document with a letter template

3: PROJECT 1: Create a letter of application So let’s get started. You will open Word 2007, create a new file using a template, then change it using themes, and end up with a beautifully presented letter – all without knowing very much about what Word 2007 is doing behind the scenes.

Create a document with a letter template For this project, we will create a letter using a Microsoft boilerplate template that controls how you build the document using Content Control. You can find lots of these kinds of templates on the Microsoft web site and in some business organisations, so you need to know something about them. They are designed for use by people with little knowledge of Microsoft Word, and attempt to reduce or remove the complications that can lead to novice users messing up documents. If you use them exactly as Microsoft tells you to use them, you should end up with a very good document. However, by the end, you will have removed all the controls and be able to build your own letter from scratch.

Project 1.1: Create a document with a Word template

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 1: Create a letter of application Create a document with a letter template

1 

Once in Microsoft Word, click the Office button

in the top left hand corner.

The Office menu displays.

2

3

The New Document dialog box displays. 

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Click New.

Look under Templates to find Installed Templates.

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Enjoy… Microsoft Word 2007


PROJECT 1: Create a letter of application Create a document with a letter template

4

Click Installed Templates to display a list of templates on your computer.

These templates are supplied with Microsoft Word. 5

Scroll up and down the installed templates panel to see thumbnails of the templates that are available.

Click on Median Letter. This is a letter template.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 1: Create a letter of application Create a document with a letter template

6

Click

.

A new document appears on your screen, but instead of being blank, it has lots of formatting in place so that you can easily create a letter without having to mess around with formatting. The document on your screen will look like this.

You sill see quite a few instructions surrounded by square brackets. The brackets around the text are called a Place Holder. When you click on one of these, a box displays around it. When you type your own text in the brackets, the placeholder disappears and just your own text remains.

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Enjoy… Microsoft Word 2007


PROJECT 1: Create a letter of application Create a document with a letter template

Project 1.2: Type your letter For this exercise, you can create any letter you like, but if you are stuck for ideas, create a job application letter and use the sample letter content given below.

This letter extract is taken from www.seek.com.au.

1

Click your cursor in the [Pick the date] phrase.

A box appears around the phrase.

2

Click the More down arrow on the right.

A calendar displays. 

Click

.

Today’s date displays.

3

Click on [Type the sender company name] BELOW THE BLUE LINE so the box displays around it.

Just start typing.

l

 Type your organisation name if you are writing a company letter, or  Type your own name if you are writing a letter of application.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 1: Create a letter of application Create a document with a letter template

4

5

6

7

8

9

Click on [Type the sender company address] so the box displays around it.

Type your organisation address, or type your own address.

Press address.

between each line of the

Press address.

after the last line of the

Click on [Type the recipient title] so the box displays around it.

Type the name of the person to whom you are writing.

Click on [Type the recipient address] so the box displays around it.

Type the address of the person to whom you are writing.

Press address.

Click on [Type the salutation] so the box displays around it.

Type something like Dear Freddy – only with the name of the person you entered previously.

between each line of the

Now, write your letter. You can use the letter given earlier for this exercise if you need to. If you do use it, you may want to simplify it and change it around a bit. It’s probably a bit pompous. 

Click on the text below so the box displays around it.

Type the body of your letter.

Click on [Type the closing] so the box displays around it.

Use Yours sincerely or Yours truly if you have used the person’s name in your salutation and Yours faithfully if you have used Dear Sir or Dear Madam. Make sure you don’t capitalise the second word of the closing. Your finished letter will look something like the letter following.

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Enjoy… Microsoft Word 2007


PROJECT 1: Create a letter of application Create a document with a letter template

10

There are a couple of relatively major faults with this template. Can you see what they are?

We’ll fix one of them now and you can come back and fix the rest later when you have learned more.

Project 1.3: Remove Content Control The date shows in month/day/year formatting which has the month first, the day second and the year third. Depending upon the standards in your country, you may need to change this to day/month/year. 1

First, we have to unlock the field so that we can edit it. 

Right click on the date field (but not on the More down arrow).

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 1: Create a letter of application Create a document with a letter template

2

This menu displays. 

Click Remove Content Control. This turns it back into normal text.

You are returned to the document and there is no longer a box around the date.

Manage Word 1: Change date format in Word 2007 Periodically we will do exercises where you change the way either Word or your computer work. These are labelled as Manage Word exercises so that you can find them again later. You can scan down the Table of Contents to identify the Manage Word procedures. 1

Click on the Insert tab.

2

Find the Text group. Click on

3

.

The Date and Time dialog box displays. 

Find the Language field. It is currently displaying

4

.

Click the More down arrow.

Select the correct English for your country if it is displaying on the drop down list.

Depending on your country, your date will either display as day/month/year or month/day/year. If the correct English for your country is not available on the drop down list, you will need to change the settings in Control Panel, Regional and Language Options. You will find the instructions for how to do this in Manage Word 18: Set language options in the Control Panel, page 94.

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Enjoy… Microsoft Word 2007


PROJECT 1: Create a letter of application Saving files

Project 1.4: Create multi-page letter These letter templates are set up so that, if your letter goes over one page, the header information does not repeat at the top of each page. 1

 If your letter has not already gone over to page 2, place your cursor at the end of the last paragraph and before your salutation.  Press Enter enough times to force the salutation over onto the next page. Look at page 2. You will see that a header has been placed across the top of the second page, but otherwise the letter is plain. Layout will be different according to which Microsoft template you have selected.

Saving files Next, we will save your letter so that it is safe, then we will do some more work on it. If it is saved and you make a mess of the copy you are working on, you can find your saved copy and open it again. You need to know two things before you can save a document: 

What you are going to call it?

Where you are going to put it?

You should already understand how files are stored on computers. If you do not, do either the Windows XP or Windows Vista training at the links below. If you are proficient with file management, you can go straight on to Project 1.5: Save your letter, page 22.

File and folder management in Windows Explorer If you are not proficient with file management, complete the following on-line training.

Microsoft On-line Training – Organise Files and Folders (Windows XP) Go to http://www.microsoft.com/windowsxp/using/setup/maintain/filemgmt.mspx This covers: 

Create a folder structure

Browsing files

Searching for files

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 1: Create a letter of application Saving files

Microsoft On-line Training – Working with Files and Folders (Windows Vista) If you have Windows Vista, complete the training at this site. For Windows Vista go to http://windowshelp.microsoft.com/Windows/en-US/default.mspx, and select Files and folders, Working with files and folders. This covers: 

What are files and folders?

How Windows organizes your files and folders

Understanding the parts of a folder

Viewing your files in a folder

Finding your files

Copying and moving files and folders

Creating and deleting files

Opening an existing file

About file names When you name a file there are two things you need to consider: 

giving it a name you will be able to find again later once you have lots of files on your computer

following the rules governing how files are named in a Microsoft environment

You will learn more about this in a later exercise.

Project 1.5: Save your letter For the exercises in this workbook, you can choose whether you are saving them to: 

an appropriate place in your own folder structure on your C: drive OR

a floppy disk, which is probably (but not necessarily) Drive (D:) OR

a flash drive , which is probably (but not necessarily) Drive (E:)

1 

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Click the Office Button

,

© Copyright Christine Kent

.

Enjoy… Microsoft Word 2007


PROJECT 1: Create a letter of application Saving files

2

You are offered a list of optional formats. 

Click Word Document.

The Save As dialog box displays.

3

Click the More down arrow

to the right of the Save In field.

A list of possible locations displays.

4

Select the drive and folder to which you want to save your document.

In the File name field, type a name for your file, something like “YourNameApplicationLetterV1”. Type your own name, the words “application letter”, and “V1” indicating version 1 – all without any spaces between the words and using capitals to separate the words.

The Save as type should default as shown (*.docx). This indicates that you are saving a Word 2007 document. If yours is different, click the More down arrow to find it.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 1: Create a letter of application Moving text around

5

Click Save.

Your document is saved, but remains open on your screen. Do not close it at this stage. 6

Write your document name – and also the location where you saved the document – you will need to remember both your document name and location.

Your path will look something like this if you are saving to an external memory device. E:\YourNameApplicationLetterV1 _____________________________________________________________________ _____________________________________________________________________

Moving text around You have text in your document. What would happen if you wanted to change the order of some of the sentences you have written? Would you have to delete it all and type it again? If you have not already done the Microsoft On-line Training below, you can leave your letter where it is for the moment and do it now – before the next exercise. Make sure you do the practice session that comes with this training.

Microsoft On-line Training – Edit text and revise your documents Go to http://office.microsoft.com/training/training.aspx?AssetID=RC102276801033

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© Copyright Christine Kent

Enjoy… Microsoft Word 2007


PROJECT 1: Create a letter of application Moving text around

Project 1.6: Move your text around 1

If you have not already done so, practice moving up and down your letter using the: 

the scroll bar

up and down arrows on your keyboard

page up and page down on your keyboard

the scroll wheel on your mouse

There is no right or wrong way to navigate around Word. Eventually you will find the way that suits you best.

2

3

Identify a word you could add somewhere in your letter.

Move the insertion point to that position and type your word.

Identify a word in your letter that you could reasonably delete. 

Highlight the word and press the Delete key

on your keyboard.

You can decide this is a mistake and you want to keep the word. 

Press on your keyboard to undo your last action.

Enjoy… Microsoft Word 2007

Tip Hold down the Ctrl Key, then press the Z key.

© Copyright Christine Kent

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PROJECT 1: Create a letter of application Moving text around

4

5

6

Identify a sentence in your letter that you could move to somewhere else. 

Highlight the sentence.

Press . Your sentence has been removed.

Move your insertion point to the new position.

Press . Your sentence is placed where you put your insertion point.

You change your mind and want to reverse your previous move. 

Press once – this reverses the last move so your moved text is no longer in the new position.

Press

Work on your letter until you have you have a fully written, beautifully formatted letter – all by using the automated features that are provided with Word 2007.

again – this puts it back where you got it from.

Project 1.7: Save your letter again Whenever you are doing something to a document that you might regret, you should save it before you make the risky changes. That way you can always re-open the original if you mess things up. 1 

Click the Office button

,

.

Your document re-saves behind the scenes but remains open on your screen.

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© Copyright Christine Kent

Enjoy… Microsoft Word 2007


PROJECT 1: Create a letter of application Moving text around

Project 1.8: Close your letter If you do not want to finish your work in a single session, you can save your document and close it. 1 

Click the Office button

,

.

If you have made any changes since you last saved your document you will be offered the option to Save. 2

Click

.

Your document is removed from your screen. You will find it again in the location you originally saved it to.

Project 1.9: Open your letter 1

Open Word if it is not already open on your screen.

Click the Office button

2 ,

.

The Open dialog box displays.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

Page 27

3


PROJECT 1: Create a letter of application The Ribbon, Page Layout tab

3

Click the More down arrow

to the right of the Look In field.

A list of possible locations displays.

4

5

Find the location to which you saved your file – if you have forgotten where, look back to Project 1.7: Save your letter again, page26.

A list of documents in that location displays. 

Highlight your saved letter.

Click Open.

Your letter re-displays on your screen. Now you will work on this document to make it appear very different.

The Ribbon, Page Layout tab If you recall, across the top of your screen is the Ribbon. The Ribbon is designed to help you quickly find the commands that you need to complete a task. It has three components: 

Tabs that relate to a type of activity such as writing or laying out a page. Each tab is broken into a number of groups.

Groups are related commands displayed together.

Commands are the functions you will actually perform on your document.

We will look at the Page Layout tab. You will use this tab to find all the commands related to formatting pages and paragraphs of text in your document. In the next exercise, you will use this tab to select a theme to apply to your letter.

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PROJECT 1: Create a letter of application The Ribbon, Page Layout tab

Navigation tabs

Commands

Groups

The Page Layout tab is made up of the following groups of commands: 

Themes group

Page Setup group

Page Background group

Paragraph group

Arrange group

About Themes Project 1.10: Cruise around themes

1

2

A range of formatting options displays on that tab. We will work with themes.

Click the Page Layout tab on the Ribbon (see image above).

Find the Themes group on the Page Layout tab.

Click on Themes.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 1: Create a letter of application The Ribbon, Page Layout tab

3

The Built-In gallery displays. You will see that the Median is highlighted yellow to indicate that this is the theme you are currently working with. 

Now run your cursor over each built in theme in turn and see what happens to your document.

For example, if you place your cursor over the Office theme, and look at your document, you will see that colours, fonts and font sizes change. 

Do this with all the themes and watch the changes.

When you have checked them all out, click your cursor on the one you like the best.

Your document now has different colours and fonts from those of the original template you selected.

Project 1.11: Change theme colours, keep theme fonts 1

But what do you do if you like the general look – perhaps the fonts, but not the colour? 

2

Click the Theme Colors button

.

A different Built-In gallery displays with lots of sets of colours. 

Run your cursor over each row of colours in turn and see what happens to your document.

When you have checked them all out, click your cursor on one you like.

Your document now has different colours but keeps the same fonts.

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© Copyright Christine Kent

Enjoy… Microsoft Word 2007


PROJECT 1: Create a letter of application The Ribbon, Page Layout tab

About fonts A font is a type face. You may be familiar with the standard fonts Times New Roman and Arial. These looked good in printed documents but not so good on-line. If you were creating a document that had to be both printed and online it was hard to find good fonts to do it with. Cambria and Calibri are two new fonts released with Office 2007 that look equally good printed and on-line. This book uses Calibri font. Microsoft has defined them as the default fonts and they will appear everywhere in your Word templates. However, there are many other fonts to choose from when you are creating a document.

Project 1.12: Change theme fonts, keep theme colours 1

So, what do you do if you like the general look – you like the colour, but not the fonts? 

On the Page Layout tab, Themes group, click the little A. .

2

A different Built-In gallery displays with sets of fonts. 

Now run your cursor over each row of fonts in turn and see what happens to your document.

When you have checked them all out, click your cursor on the one you particularly like.

Your document now has different fonts but keeps the same colours.

Project 1.13: Format your letter 1

Take some time now to experiment with Themes, Colours and Fonts, until you have a letter you would be proud of.

When you have your letter looking the way you want, you can save it again, but to a new version number so that you keep your original.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 1: Create a letter of application The Ribbon, Page Layout tab

Project 1.14: Save your letter using Save As 1 

Click the Office button

,

.

The Save As dialog box displays. Because you have already saved this file once: 

You will be taken to the location you saved it to, so you do not need to find it again.

Your file name will show in the File name field.

2

In the File name field, overtype the version number so you have something like “YourNameApplicationLetterV2”.

3

Click Save.

Your document is saved, but remains open on your screen. Now it is time to review what you have done and prepare your letter for printing.

More about themes Would you like to look at some more themes? Microsoft is developing more themes all the time, and you can find some on the web.

Go to http://office.microsoft.com/en-us/templates/CT101043291033.aspx and cruise around the additional themes.

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© Copyright Christine Kent

Enjoy… Microsoft Word 2007


PROJECT 1: Create a letter of application The Ribbon, Review tab

The Ribbon, Review tab Below is the Review tab. You will use this tab to find all the commands related to reviewing your document before printing. In the next exercise, you will use it to spell-check your letter.

It is made up of the following groups of commands: 

Proofing group

Comments group

Tracking group

Changes group

Compare group

Protect group

About spell checking Always check a document for spelling mistakes when you have finished it, first by using the automatic spell checker in Word and then by printing the document and checking it visually.

Project 1.15: Run spell checker

1

Look at the image of the Review tab above. 

Click the Review tab on the Ribbon.

A range of formatting options displays on that tab. We will work with the Proofing group.

2

Click Spelling & Grammar in the Proofing group.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 1: Create a letter of application The Ribbon, Review tab

3

4

5

6

The Spelling and Grammar dialog box displays. 

Look in the Not in dictionary text box. You will see the first spelling mistake Word has found highlighted in red.

Look in the Suggestions text box. Word will try to find a likely correct spelling and display it there.

If the suggested word is the correct spelling, click Change and go to Step 6.

If the word is wrong, go to Step 5.

Double click the incorrect word shown in red in the Not in dictionary text box to highlight it.

Type the correct spelling.

Click

.

The spell checker will continue to pick up wrong words until they are all fixed. When it cannot find any more wrong words, you will see this message box. 

7

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Click

.

To save your document again with the spelling mistakes removed:

Click the Office button

Alternatively you could also do a simple save by using

,

© Copyright Christine Kent

.

.

Enjoy… Microsoft Word 2007


PROJECT 1: Create a letter of application The Ribbon, Review tab

Microsoft On-line Training – Create your first document Now take the time to do the following on-line training. It will help you revise some things you already know and introduce some new ideas.

Go to http://office.microsoft.com/training/training.aspx?AssetID=RC102275001033

Project 1.16: Select paper size Microsoft templates are very often set up to print to “Letter” sized paper. Other countries use other papers sizes as standard, particularly “A4”. You will need to set the page size in your templates to suit the size you are using in your printer. 1

Click the Page Layout tab.

Find the Page Setup group (If your screen is a large screen, the Page Setup group may be laid out slightly differently to this.)

Click

2

3

OR

(depending on the type of monitor you have).

You will see that the paper size given is Letter. This is the standard American paper size. Look down the list and find the size that is correct for you. 

Click that size.

The size of the document on your screen will have changed a little. 

Scroll up and down to make sure everything is still OK and make any adjustments necessary.

If you are working in an office, your technical staff should have set all the templates you use to the correct paper size.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 1: Create a letter of application The Ribbon, Review tab

The Ribbon, Print Preview tab About Print Preview There is one more thing you can do to check your document before you print it. You can preview the document on your screen.

Project 1.17: Print Preview letter 1 

Click the Office button

, and run your cursor over

.

The Print menu displays. 2

Click Print Preview.

Your document redisplays on your screen so you can see how it will look when printed. The Print Preview tab displays. This is called a Contextual tab because it only displays when you have made a specific selection. You will not see this tab the rest of the time.

3

Click your way through each item in the Zoom group to see what they all do.

This won’t change anything in your document – just give you different ways of looking at it.

4

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Make sure your document is looking exactly as it should. 

If there is something wrong, click Preview, Close Print Preview, fix the error and repeat the print Preview until you are happy.

Once you are sure you have what you want, click Close Print Preview.

© Copyright Christine Kent

Enjoy… Microsoft Word 2007


PROJECT 1: Create a letter of application The Ribbon, Review tab

About Printing There are several different ways of telling Word to print. The Quick Print process is the fastest but is limited to the following: 

It prints one copy of the entire document, single sided, every time. If you want to print just a few pages, print multiple or collated copies, or print on both sides of the paper, you must take a couple of extra steps. We will look at how to do this in Review printer setup, page 186.

Your printer must be set up properly, turned on, with enough paper, connected to your computer and set to run. Otherwise, the Quick Print button does nothing except give you an error message once it has given up.

If you experience any problems, your printer may not be set up properly.

Project 1.18: Print letter Now you can print your letter and check it visually. 1 

Click the Office button

, and run your cursor over

.

The Print menu displays. 2

Click Quick Print.

Hopefully your document will print. 3

Once you have printed a copy of your letter, you should read it yet again and check for any errors.

It is easy to become blind to your own errors, so it is always best if you can have someone else check over anything you write. 4

Close your document.

There are still plenty of layout and formatting changes you could make to this document. If you have messed it up, or don’t like what you have done so far, don’t worry. In Project 2 you will learn how to format a document manually. You can come back to this document and make changes any time you like, if you think you would prefer to do it differently.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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3


Manage the way things look in Word Pin a document to the Office Menu

4: Manage the way things look in Word Word has a great many settings. Experienced users learn to set these settings in order save lots of time fixing things later. Periodically we will walk you through Manage Word exercises. These exercises can be done at any time, but must be done before the projects that follow. In other words, you could do them all up front if you wanted, but you can’t leave them all till last. If you tried to do this, some of your settings would be wrong for the exercises.

Pin a document to the Office Menu Manage Word 2: Pin a document to the Office Menu 1

Click the Office button in the top left hand corner.

The Office menu displays. Word displays the most recent documents you have been editing in the Recent Documents list. From here, you can click the name of the document to open it, which can save you time looking for your document.

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Manage the way things look in Word Customise the Quick Access Toolbar

2

You can also “pin” a document so that it stays in the list. 

Find the document you are currently working on and click the faded image of a pin.

It becomes green like the circled pin in the previous image. That document will stay on the list until you untick it. 

If there are any documents already showing a green pin, click them to unpin them.

Customise the Quick Access Toolbar The Quick Access Toolbar is a customizable toolbar containing commands that you want to see all the time, no matter what navigation tab is currently displayed. When you first start up Word 2007, the Quick Access Toolbar is located in the upper-left corner next to the Microsoft Office Button.

The default items on the Quick Access Toolbar The Quick Access Toolbar has four common commands on it by default. File Save

Undo the last action

Print

Redo the last action

Move and Customise the Quick Access Toolbar You can move the Quick Access Toolbar to a position below the Ribbon. You can also collect all the commands you commonly use and place them on this toolbar. That way you can reduce the number of keystrokes it takes to perform the command.

Manage Word 3: Customise the Quick Access Toolbar 1

Open one of your documents.

2 Click 3

to display the Word Options dialog box.

Click Customize.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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4


Manage the way things look in Word Customise the Quick Access Toolbar

4

On the left of the right hand panel, ensure Popular Commands is selected.

5

Scroll down the list and highlight Font.

6

Click the Add button.

Now Font will be added to the right hand side column. 7

Scroll down the list and highlight Style.

8

Click the Add button.

Now Style will be added to the right hand side column. 9

Scroll down the list and highlight Print Preview.

10

Click the Add button.

Now Print Preview will be added to the right hand side column. 11

12

Click the Add button.

Scroll down the list and highlight Spelling & Grammar.

Now Spelling & Grammar will be added to the right hand side column. 13

Click All Commands.

14

Scroll down the list and highlight Font Size.

15

Click the Add button.

Now Font Size will be added to the right hand side column.

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Manage the way things look in Word Customise the Quick Access Toolbar

16

17

In the Customize Quick Access Toolbar column, highlight an item and experiment with moving it with the up and down arrows. You can organise all the items in the list into the order in which you think you will want to seen them.

Put your style, font and font size, in that order, to the top of the list.

Put your Spelling & Grammar, Print Preview and Print icons at the end.

Tick the Show Quick Access Toolbar below the ribbon check box.

This will move the toolbar to the location below the ribbon. 18

19

You are returned to your document, but now you will see a new bar underneath your ribbon that looks something like this.

Click

.

Click on one of the paragraphs in your document.

You will see the name of your style, the font and font size in the three fields at the left of the Quick Access Toolbar. Remember this process – over time you will find commands that you want to use regularly. They will be quicker to use if you add them to this bar.

Manage Word 4: Add and remove commands on the Quick Access Toolbar – the quick way Microsoft always seems to have more than one way of doing something. 1

With Word open, cruise around the commands you have used so far and identify another one you think you might like on your Quick Access Toolbar.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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4


Manage the way things look in Word Customise the Quick Access Toolbar

2

Right click on that command.

This menu displays. 

Click Add to Quick Access Toolbar.

Your command will have appeared as an icon at the right hand end of your Quick Access Toolbar. 3

You can remove a command in the same way 

Right click on that command you want to remove.

This menu displays. 

4

Click Remove from Quick Access Toolbar.

You can also access the Quick Access Toolbar menu that you accessed initially through Office, Word Options. 

Click anywhere in the blank area of the Quick Access Toolbar

Click Customize Quick Access Toolbar.

You are taken to the Word Options menu where you can add, remove and re-organise your Quick Access Toolbar icons.

Manage Word 5: Work with Quick Access Toolbar icons (2) 1

Run your cursor over a range of commands to display the screen tips. 

Read the explanations.

Note the keyboard shortcut.

Minimise the Ribbon We have done a lot of work navigating around using the Ribbon, but sometimes it takes up too much of the screen, particularly when you are working with graphics, so it can be useful to be able to minimise it.

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Manage the way things look in Word Customise the Quick Access Toolbar

Manage Word 6: Minimise the Ribbon 1

With a document open, right click in the Menu bar that shows the tabs.

2

Click on Minimize the Ribbon from the drop-down menu.

The Ribbon has disappeared, just leaving the Menu bar visible. 3

Right click on the Menu bar again.

You will see a tick next to Minimize the Ribbon. 

4

Left click on it again. The Ribbon redisplays.

Alternatively, you can: 

Double click on the active tab to toggle between minimise and maximise.

The View tab (Alt W) Below is the View tab. You will use this tab to look at your document in a variety of ways.

It is made up of the following groups of commands: 

Document Views group

Show/Hide group

Zoom group

Window group

Macros group

Document Views Document Views change the way the entire document looks on screen, but it does not change the document itself. You may think a document’s a document, but as you have already seen, things can look quite different when they are on the screen, in print preview and printed.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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Manage the way things look in Word Customise the Quick Access Toolbar

When you change your view of a page, you can often see things better, and work better. They key is to select the right view for the job you are doing. Once you get used to switching views, you’ll find yourself doing it often.

Manage Word 7: Explore Document Views group 1

2

With a document open: 

Click the View tab, and find the Document Views group.

Click on each of these icons in turn and see what they do to your document.

You will find that you mostly work in Print Layout view when you are building documents, but will find the others useful for specific purposes.

Manage Word 8: Explore Show/Hide group The Show/Hide commands show or hide formatting tools like rulers, gridlines, document map or document thumbnails. You may only want to use these features when you are performing a particular formatting action on your document. 1

2

With a document open: 

Click the View tab, and find the Show/Hide group.

Tick each of these checkboxes in turn to see what they do to your document.

You will find that you mostly work in Print Layout view when you are building documents, but will find the others useful for specific purposes.

Manage Word 9: Explore Zoom group Zoom lets you choose between a close-up of your document and a distance view. Again, you are likely to use these features when you are performing a particular formatting action on your document. When you are fiddling with some small detail, you will zoom in so that you can see the detail more easily. When you want to scroll quickly through your document to find something in particular, you may want to zoom out.

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Manage the way things look in Word Customise the Quick Access Toolbar

1

With a document open: 

Click the View tab, and find the Zoom group.

2

Click on each of these icons in turn and see what they do to your document.

3

In addition to the Zoom tools on the Ribbon, Document View and Zoom tools are available in the lower-right corner of your screen.

4

Check out the them.

Also, check out the five buttons to the left of the Zoom commands and see what they do.

(Zoom In) and

(Zoom Out) buttons and the slider in between

You have seen them before in Manage Word 7: Explore Document Views group, page 44.

Manage Word 10: Explore Window group On the View tab, the Window group lets you arrange your document into multiple views, or to arrange multiple documents. 1

2

With a document open: 

Click the View tab, and find the Window group.

Click on New Window.

You may want to use two windows if you are working in a long document and needing to refer to two different areas in the document. If you have two monitors, you can place one window on each monitor.

Minimise and maximise the Word window In addition to all this, you can also change the size and shape of the Window displaying Word itself. You can minimise the window or maximise the window.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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4


Manage the way things look in Word Customise the Quick Access Toolbar

Manage Word 11: Minimise and maximise These icons will look slightly different depending on whether you are working with Windows XP or Vista, but they work in the same way. 1

2

Click to minimise Word so that it only displays in the Taskbar at the bottom of the page.

To redisplay your document, find it on the Taskbar and click.

Click

to reduce your window to a smaller size – “restore down”

Once it is reduced, you will see a different icon in that position.

3

Click

to maximise the Window back to full size.

Click

if you want to close Word and your document with it.

Display ScreenTips Manage Word 12: Set Word to display detailed screen tips Word can display “screen tips” if you tell it to. 1

Run your cursor over any screen command.

Does it display an information box under it that tells you what this command does? Does it display the shortcut?

2 Click

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to display the Word Options dialog box.

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Enjoy… Microsoft Word 2007


Manage the way things look in Word Customise the Quick Access Toolbar

3

On the Word Options dialog box, make sure

4

Look at the Top options for working with Word area.

5

Click the More down arrow for the ScreenTip style field.

6

Select Show feature description in ScreenTips.

Click

is highlighted.

to save changes.

After you close and re-open Word, you will have detailed screen tips when you run your cursor over a command.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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4


Navigate in Word Use the keyboard instead of the mouse

5: Navigate in Word Use the keyboard instead of the mouse There are two types of shortcuts: 

Key Combinations

Access Keys

Most of the shortcuts you have used in the training have been Key Combinations.

Access Keys You can use shortcuts that take you through menus and the Ribbon to find a command. These are called Access Keys and they all start with the Alt key. They give you access to every single command on: 

the Ribbon

the Microsoft Office Button menu, and

the Quick Access Toolbar

Key Combination Shortcuts Key Combination Shortcuts are the same as those in Word 2003. They are a fast easy way to apply commands, but you do have to remember them. Most of these shortcuts use the

key.

These perform specific commands, like

to bold text.

Do this Microsoft training now, but skip the material relating to Word 2003 unless you are already a shortcut user in 2003. Also, skip the Practice in PowerPoint section.

Microsoft On-line Training – Keyboard shortcuts in the 2007 Office system Go to http://office.microsoft.com/training/training.aspx?AssetID=RC101562731033

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Navigate in Word Use the keyboard instead of the mouse

Manage Word 13: Find Key Combination Shortcuts 1

Go to http://office.microsoft.com/en-us/word/HP101476261033.aspx.

Cruise through all the lists of keyboard shortcuts. You might find it useful to identify some shortcuts you are likely to use and write them down somewhere.

Display Key Combination Shortcuts in ScreenTips You can find what a key combination shortcut is for a command, by finding the command you want and resting your mouse over it for a moment. The screen tip appears with the key combination shortcut – as long as you system is set to do that.

Manage Word 14: Set Word to display Key Combination Shortcuts in ScreenTips 1 Click

to display the Word Options dialog box.

2

On the Word Options dialog box, click Advanced.

3

Scroll down to Display.

Make sure Show shortcut keys in ScreenTips is ticked.

Click to save changes.

After you close and re-open Word, you will see both the ScreenTips and the Shortcut Keys, when your run your cursor over a command.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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Navigate in Word Use the keyboard instead of the mouse

Explore Access Keys and the Ribbon Check out these Access Keys. The key gets you out of text entry mode and into command mode. These keys can be tricky to use but you will find them very useful if you have an issue with using a mouse.

Manage Word 15: Explore Access Keys and the Ribbon

1

2

With your cursor anywhere in your document, press the happens along the Ribbon.

A lot of letters and numbers appear. These are called Badges. For example there is an over the Home tab. 

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key and see what

over the Office Button and an

With the letters still visible, press the keyboard and see what happens.

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key on your

Enjoy… Microsoft Word 2007


Navigate in Word Use the keyboard instead of the mouse

3

You are taken to the Office menu where there are more Badges available.

Press

Press

To move to the Home tab press

and see what happens. The New Document dialog box opens. to close this dialog box.

4 .

Once you are there you will have a new selection of Badges giving you options for that tab. This second layer of Badges is only visible once you have selected the tab. 

Press

To move to the Page Layout tab press

to remove these.

5 .

Once you are there you will have a new selection of Badges giving you options for that tab. 

Press

Enjoy… Microsoft Word 2007

to remove these.

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5


Navigate in Word Use the keyboard instead of the mouse

6 

To move to the Review tab press

.

Once you are there you will have a new selection of Badges giving you options for that tab.  7

to remove these.

The Print Preview tab is only visible once you have selected Print Preview from the Office menu. However, you can find it this way. 

8

Press

To find Print Preview press

.

You will notice that the same letter appears on several tabs, for example: 

takes you to the Home tab, Fonts group, Bold command.

9

10

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takes you to the View tab, Zoom group, One Page command.

You can also use arrow keys to move around once you have selected Alt. 

Press

Press

. You have moved from the Home tab to the Insert tab.

Press

. You have now moved to the groups available on the Insert tab.

Press

. You have moved along each item in a group in the Insert tab.

Press . You have moved to the next group in the Insert tab, and when you reach the end, you move on to the Quick Access Toolbar.

Practice moving around using each of the arrow keys. Note that once you start moving around the Ribbon using the arrow keys, the Badges disappear.

You can get them back by pressing

.

© Copyright Christine Kent

twice.

Enjoy… Microsoft Word 2007


PROJECT 2 – Create document with Normal template What is “Normal” template?

6: PROJECT 2 – Create document with Normal template What is “Normal” template? So far, you have created one document using a specific kind of template – one that gives you guidance with layout and content. However, there is another type of template that just gives you a collection of formatting commands and tools, but does not give you content. The most commonly used template is called “Normal”. If you create a document in Word without selecting a template, Word will select and use Normal template on your behalf. “Normal” defines document elements such as the size and layout of a page, headers and footers, margin settings and many other types of formatting applied to an entire document. Normal template also contains some “Styles” that help you format your text.

Microsoft On-line Training - Tap into template power Do this training sometime during Project 2.

Go to http://office.microsoft.com/training/training.aspx?AssetID=RC102231981033&pid=CR1006 54561033

Project 2.1: Create a document with “Normal” template So let’s have a look at Normal template. To do this we will create a new file. 1

Open Word 2007.

Click

2

Enjoy… Microsoft Word 2007

,

to display the New Document dialog box.

© Copyright Christine Kent

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PROJECT 2 – Create document with Normal template What is “Normal” template?

3

In the left hand panel, you will see a list of Templates. There are templates designed to help you do just about everything, but we will select Blank for now. When you select Blank you are selecting Normal template. 

Click highlighted.

Click

Click

if it is not already

in the centre panel. .

A new blank document displays on your screen.

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Enjoy… Microsoft Word 2007


PROJECT 2 – Create document with Normal template About styles

About styles Templates contain many commands that define how your document will look. One of the components of this is “styles”. A style is a set of formatting instructions that can be applied to a piece of text with a single action. The set is given a meaningful name so you can remember what it is. When you select some text and apply a style, that text is automatically formatted with ALL the attributes carried by the style. There are a number of advantages with using styles: 

They speed up the formatting process.

They help you achieve consistency throughout your document.

They are used by advanced features in Word such as creating tables of content, and creating cross references.

Look at the “Styles” in “Normal” template With the Home tab selected, look at the “ribbon” across the top of your screen. You will see a group labelled “Styles”, with a highlight around “Normal”. That is Normal style in Normal template.

Project 2.2: Apply styles to text and review fonts 1

Before you start, find the Show all button on your Home tab, Paragraph group, and click so it is highlighted.

From now on, work with this button highlighted at all times. 2

In your new document: 

Type your name.

Your text has been automatically formatted with Normal style, but how do you know this and what does it mean?

Enjoy… Microsoft Word 2007

TIP Work with the Show All button highlighted at all times. You will be able to see non-printing characters as well as printing characters.

© Copyright Christine Kent

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PROJECT 2 – Create document with Normal template About styles

You can find what style is applied to your text by looking at the Home tab, Styles group. You will see a set of command boxes like the ones to the right. The command box that says Normal will have a yellow highlight around it. That tells you that you have formatted your name with Normal style. You can also see what font is applied by looking at the Home tab, Font group. You will see the font name Calibri with an 11 next to it, which is the size.

3

With your cursor at the end of Your Name, press Enter.

You are taken to a new line.

4

Type Heading 1.

Press Enter.

Place the cursor back anywhere in the word Heading.

From the Home tab, Styles group, click Heading 1.

Your text will now have changed to font Cambria, Size 14, blue colour and bold, with quite a lot of space before it.

5

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You can see this by looking at the Home tab, Font group. 

You will see the font name Cambria with a 14 next to it, which is the size.

You will also see the highlighted, which tells you the text is bolded so that it stands out more.

© Copyright Christine Kent

Enjoy… Microsoft Word 2007


PROJECT 2 – Create document with Normal template About styles

6

Now place your cursor under Heading 1, if it is not already there.

Type Heading 2.

Press Enter.

Place the cursor back anywhere in Heading 2.

From the Home tab, Styles group, click Heading 2.

Your text will now have changed to be font Cambria, Size 13, a paler blue and bolded, with a bit less space before it than Heading 1. The Heading 2 formatting should look like this.

7

8

You can see this by looking at the Home tab, Font group. 

You will see the font name Cambria with a 13 next to it.

You will also see the highlighted, which tells you the text is bolded.

Look at the styles shown in the Styles group. This is called the Quick Styles set. There are many more styles available than those shown on this list. These are called quick styles and are the ones Microsoft thinks you are likely to use the most. Later you will see how to add or remove styles from this list, in 

Manage Word 38: Create new style and add to the Quick Styles Gallery, page 166.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 2 – Create document with Normal template About styles

9

A sub menu displays a range of the styles available in Normal template. 

Back in your document, type some more text.

Apply another style from the Quick Styles gallery.

Press line.

to move to the next

Do this with each of the styles you find on the Quick Styles gallery. Make sure you have a line of text formatted with each style.

The attributes of styles So far, you have typed some text, applied some different styles and seen what font and size is associated with those styles, but you will have seen that there are more differences between the styles than just font and size. There were different colours; black, dark blue and a lighter blue, and also different spacings before and after the text. We will look at these next.

TIP With the Show All button selected, you will see a hard return symbol…

¶ …at the end of each paragraph. These will not print.

Project 2.3: Look at styles and their attributes 1

Is your Show all button still highlighted? 

2

If not, find it on your Home tab, Paragraph group, and click so it is highlighted.

Now you will open the Styles Task Pane. 

On your Home tab, Styles group, in the bottom right corner click the little arrow – the Dialog Box Launcher.

The Styles Task Pane displays on the right of your screen. Unlike the Quick Styles set in the Home tab, Styles group, the Styles Task Pane displays all the styles available on your template. From now on, work with Styles Task Pane open.

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Enjoy… Microsoft Word 2007


PROJECT 2 – Create document with Normal template About styles

3

4

Place your cursor somewhere in Your Name.

Scroll up and down the Styles Task Pane until you find Normal, which will have a blue outline around it.

Run your mouse over Normal in the Styles Task Pane.

Leave your cursor there for a moment and a information box will appear that displays all the formatting for Normal.

Every time you apply Normal to some text, you will get everything on that list.

5

6

Place your cursor in Heading 1 in your document.

Run your cursor over Heading 1 in the Styles Task Pane.

Leave your cursor there for a moment and an information box will appear that displays all the formatting for Heading 1.

Every time you apply Heading 1 to some text, you will get everything on that list. 7

Now repeat this exercise with each other line of text that you have formatted with different styles.

The Styles Task Pane Styles can be displayed in the Styles Task Pane with or without their formatting. When you are first getting used to a template, you may want to see what the styles look like. Once you know your template, it is easier to view the list with the formatting turned off.

Project 2.4: Select “Show Preview” in the Styles Task Pane 1

In the Styles Task Pane: 

Tick the Show Preview checkbox.

Tick and untick it to see what happens.

Pick the view you prefer.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 2 – Create document with Normal template About styles

2

With the Show Preview check box ticked, you will have a list of styles like this one in your Styles Task Pane (they display once you have applied all the styles to a piece of text).

Note that styles apply to paragraphs and that you end a paragraph when you press the Enter key. Word inserts a paragraph mark (¶) to show you that you have ended the paragraph.

When you start a new paragraph, you can apply a different style.

3

Experiment with applying styles to paragraphs of text until you are comfortable with the process and have a feel for what you are doing with them.

When you are finished, close this document without saving it by clicking the

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in the top right corner of your screen.

© Copyright Christine Kent

Enjoy… Microsoft Word 2007


PROJECT 2 – Create document with Normal template About styles

Open a document and save to a new name Now you will open a document based on Normal template that we have provided for you, and format it using the styles you have just been looking at. Make sure you have a copy of The Magic of the Ginger Family. This can be downloaded from: 

https://www.youpublish.com/files/10048.

Project 2.5: Open a document and save to a new name 1 Click 2

.

The Open dialog box displays a list of documents. 

Find the appropriate file location.

Highlight The Magic of the Ginger Family.

Click

.

A simple document displays on your screen. Now you will save the file you just opened to a new name so that you can work on it, do anything you like to it, and the original will still be there untouched for a later exercise. 3

4

Click

Click

Enjoy… Microsoft Word 2007

,

to display a list of optional formats.

© Copyright Christine Kent

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PROJECT 2 – Create document with Normal template About styles

The Save As dialog box displays. You have seen this once before, but we’ll go through it in detail again, once more. If you are familiar with saving your file, save it then skip forward to Step 9.

5

Click the More down arrow

to the right of the Save In field.

A list of possible locations displays.

6

Select the drive and folder to which you want to save your document. You will probably save to the same place you saved Project 1.

In the File name field, type your new name for your file, Ginger My Name V1.

The Save as type should default as shown (*.docx). If yours is different, click the More down arrow to find it. 7

Click Save.

Your document is saved but remains open on your screen. 8

Write the document name here – and also the location where you saved the document – you will need to remember both your document name and location.

TIP

Whenever you are doing something to a document that you might regret, save it to a new file name before you make the changes. _____________________________________ _____________________________________

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© Copyright Christine Kent

That way you can always revert to the original if you mess things up.

Enjoy… Microsoft Word 2007


PROJECT 2 – Create document with Normal template About styles

Looking at styles You should have Ginger Your Name V1 open in Word. If you do not, follow the previous instructions to find and open it. You are now going to work on this document to make it appear totally different.

Project 2.6: Check out the document styles 1

Is your Show all button still highlighted? If not, find it on your Home tab, Paragraph group, and click so it is highlighted.

2

Open the Styles Task Pane by clicking the Dialog Box Launcher arrow on Home tab, Styles group.

3

Did you remember that styles can be displayed with or without their formatting? In the Styles Task Pane:

4

Tick the Show Preview box so you can see what each style looks like.

Have a look at the styles available to you in this document.

You are going to use the following styles to format the text in this document: 

Heading 1

Heading 2

Heading 3

Body Text First Indent

Normal

Project 2.7: Apply styles to text The text in this document looks all the same. You cannot tell the difference between the different headings, body text, and items that you want to catch the reader’s attention. The style Normal is applied throughout. Page 1 of your document will look like this when you have followed these instructions. Note that the formatting marks are visible because Show All is selected. 1

Apply Heading 1 to:  The Magic of the Ginger Family

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 2 – Create document with Normal template About styles

2

Apply Heading 2 to:  Growing Ginger and Turmeric  Preparing Ginger  Preparing Turmeric  Recipes  References

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Enjoy… Microsoft Word 2007


PROJECT 2 – Create document with Normal template About styles

3

Apply Heading 3 to:  Ginger Tea  Magic Bullet Curry Paste

4

Highlight everything from:  Botanical… to 

…container in the freezer.

THEN

5

6

Apply Body Text First Indent.

Highlight all the recipe ingredients.

Apply Body Text First Indent.

Leave all the remaining text Normal.

(Ignore the heading at the top of the page “About herbs”, and the page number at the bottom of the page for the moment, we will work on them later.) 7

Move your cursor to the end of the web address http://www.greenharvest.com.au/Plants/ginger_info.html and press the space bar.

Word will recognise it as a web address and give you the blue underline that has become the standard for web addresses. 

Do the same with the second web address.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 2 – Create document with Normal template About styles

8

To save your document:

 Click  Press

,

, OR .

Your changes are saved to the new name you gave your document – Ginger Your Name V1.

Check that your document can print correctly Project 2.8: Set paper size for printing 1

Check your paper size to make sure your document can print. 

Click the Page Layout tab.

Find the Page Setup group.

Click

2

OR

depending on the type of screen you have.

You will see that the size given is A4. If your printer uses different size paper, change to the size you want.

Project 2.9: Print Preview 1

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Now look at your document in print preview.

Click

Click

and run your cursor over

.

.

© Copyright Christine Kent

Enjoy… Microsoft Word 2007


PROJECT 2 – Create document with Normal template About styles

2

3

Make sure your document is looking the same as the one shown at the start of this exercise.

4

Use the Zoom group to find the view that gives you a good look at your document.

If there is something wrong, click Close Print Preview, fix the error and repeat the print preview until you are happy.

Once you are sure you have what you want, click Close Print Preview.

To save your document:

Click

Press

,

, OR .

Your changes are now saved to the new name you gave your document – Ginger Your Name V1. 5

We are now going to do some more work on this document, so we will again save it to another new name so that we do not mess up our well formatted version 1. To save your document:

Click

Click

,

.

6

7

.

The Save As dialog box displays showing the location where you saved the file previously and the name you gave it. 

In the File name field, overtype the version number so you have something like Ginger Your Name V2.

Click

Enjoy… Microsoft Word 2007

.

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PROJECT 2 – Create document with Normal template Format text

8

Write the document name here – and the location where you saved the document.

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

Format text Now let’s experiment with the formatting in this document a bit more. You have applied the styles you found in The Secret of the Ginger Family, but what if you want to use different colours and other features? Take the time to set up some standards that suit your personality – there is more these days than just writing a letter. Your reader wants to know who you are and will assess that by how you present yourself through your letter. Before you start the next few exercises, you might want to take a look at the on-line training below.

Microsoft On-line Training – Make your documents look great Go to http://office.microsoft.com/training/training.aspx?AssetID=RC102282881033

Let’s look at the Font group first. You should have your document, Ginger Your Name V2 on your screen. If not, find it and load it. You can mess this document up as much as you like, so be bold with the following exercises.

About serif and sans serif fonts Did you know that there are two basic types of font: 

Serif which has decorations on some of the letters and

Sans Serif, which is much plainer?

This font, Calibri, is a Sans Serif Font. This font, Cambria, is a Serif Font. You can see the difference clearly with the F. Follow these instructions to learn more.

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PROJECT 2 – Create document with Normal template Format text

Project 2.10: Look at fonts

1

2

3

With any document open and your insertion point anywhere in the document: 

Go to the Home tab, Font group.

Find the font name.

Click the More down arrow to the right of the font name. (Your font name may be different.)

A list of fonts displays showing: 

Theme fonts

Recently used fonts

All fonts

Yours will look something like this, but will not be the same.

Project 2.11: Change font and font size This document looks OK for a printed document, but imagine you want to turn it into a poster. You will probably want some much more dramatic fonts.

Enjoy… Microsoft Word 2007

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PROJECT 2 – Create document with Normal template Format text

1

Make sure the Home tab on your ribbon is displayed.

You will work with the following groups on this ribbon to format your text, the:

2

Font group

Paragraph group

Styles group.

Highlight the first paragraph of text.

If you look at the Font group on the Home tab, you will see that the font is Calibri 11.

3

4

Click the More down arrow the font name.

to the right of

A list of fonts displays 

Run your cursor up and down the fonts on the list.

You will see the text changing as it takes on the attributes of the style you have currently highlighted. 

Click on whichever font you like.

That text is now changed to the new font. 5

But is the font size too large or too small? 

Highlight your block of text again.

Click the More down arrow

to the right of the font size.

A list of font sizes displays.

6

Run your cursor up and down the font sizes on the list.

You will see the text changing size. 

Click on whichever size you like.

That text is now changed to the new font size.

Project 2.12: Change font colour But do you want your font colour to be black? There are so many other colours that you may be interested in, particularly if you can print in colour.

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1

Make sure the Home tab on your ribbon is displayed.

2

Highlight your block of text again.

Click the More down arrow the

to the right of

.

The Theme Colors gallery displays:

3

a range of Theme Colors

a range of Standard Colors

and an option to select More Colors

Run your cursor around the Theme Colors and the Standard Colors and watch the text below change colour.

It becomes obvious that you need fairly dark colours for text on a white background, so: 

Select one of the dark colours and click.

Your text is now changed to the new colour. 4

But you do not need to stop here – you can select from a much wider range of colours. 

Highlight your block of text again.

Click the More down arrow right of the

to the

.

Click on More Colors.

The Colors dialog box displays. 

Click on Standard tab if it is not already displaying.

You are presented with a greater range of colours. You can click on any one of the hexagons to select that colour. 

Click on the colour you want.

Click

.

Your text is now the new colour.

Enjoy… Microsoft Word 2007

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PROJECT 2 – Create document with Normal template Format text

5

But, what if you have a very clear idea about exactly what colour you want to use for heading text? 

Highlight a block of heading text.

Click the More down arrow right of the

to the

.

Click on More Colors.

Click on Custom tab.

You can now create any colour you want.

6

Experiment with moving the cross hairs around the box. See what happens in the New and Current box on the bottom right of the window.

Then experiment with moving the left pointing arrow up and down the side bar. This will give you lighter and darker shades of the colour you have selected with the cross hairs. Again, see what happens in the New and Current box on the bottom right of the dialog box.

7

You will see that the Color Model is RGB meaning Red, Green and Blue. Move the cross hairs or left arrow and watch what happens to the Red, Green and Blue values. 

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Click moment.

to exit for the

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PROJECT 2 – Create document with Normal template Format text

8

Back in your document, highlight a block of heading text that is still the original colour.

Click the More down arrow right of the

to the

.

Click on More Colors.

Click on Custom tab.

The New and Current box show the same original colour.

9

Click in the Red box and change the value to 150. Watch the New and Current boxes. The New area at the top will have changed to mauve.

Click in the Green box and change the value to 0. Now the New area at the top has changed to bright purple.

Click in the Green box and change the value to 0. Now the New area at the top has changed to strong red.

Click

.

Your text is now changed to the new colour. 10

Take the time to get comfortable changing font colour using the : 

Themes Colors menu

More Colors, Standard tab

More Colors, Custom tab

Try putting some random numbers in the RGB fields of the Custom tab and see what amazing colours you can create.

Project 2.13: Experiment with bold, italics, underline and more

1

Make sure the Home tab on your ribbon is displayed.

Enjoy… Microsoft Word 2007

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PROJECT 2 – Create document with Normal template Format text

2

Highlight a block of text.

Click on the bold button

.

 Click it again to toggle it on and off and see what happens to your selected text.  Try 

.

TOGGLE

Click on the italics button

.

 Toggle it on and off and see what happens to your selected text.  Try 

.

Click on the underline button

.

 Toggle it on and off and see what happens to your selected text.

Some keys in Word are “toggles”. Click them once to turn something on and again to turn something off. Bold, Italics and Underline are three examples of toggles but there are many more. You can also toggle using the Ctrl keys.

 Click the More down arrow and experiment with your line choices.  Try 3

.

Highlight a block of text.

Click your way through the following options in this frame.  Strikethrough  Subscript  Superscript

4

Highlight a block of text.

Click on the

.

You are offered a range of ways of changing the case of your text.

5

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Experiment with each of the options.

Highlight a block of text.

Change the size using

and

© Copyright Christine Kent

.

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PROJECT 2 – Create document with Normal template Format text

6

Highlight a block of text.

Click on the More down arrow the right of the

to

.

Select a colour and see what happens to your text.

Format paragraphs So far, you have applied formatting to the fonts you are using; font type, colours, size etc. Now you will apply formatting to your paragraph. You will decide how much space you want before and after each paragraph and what kind of indents and alignments you want. You will do this using the Paragraph group.

Project 2.14: Format paragraph 1

If your document is a complete mess, close it without saving, and re-open the last version number.

If you like what you have, save it to a new version number.

If you can’t remember how to do this, go back and follow the instructions in Project 2.5: Open a document and save to a new name, page 61. By now, you should have remembered how to save, close and open files. If you have not, do it a few times so that you do remember it. 2

3

In the Styles Task Pane: 

4

If it is not already open, open the Styles Task Pane by clicking the Dialog Box Launcher arrow on Home tab, Styles group.

Click the Show Preview box.

Is your Show all button still highlighted? 

If not, find it on your Home tab, Paragraph group, and click so it is highlighted.

Enjoy… Microsoft Word 2007

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PROJECT 2 – Create document with Normal template Format text

5

You will now use the Home tab, Paragraph group to align your text. First, we will work with the Text Alignment commands. 

Place your cursor in the first paragraph. The Left Justified.

Click

to centre your text. This is called Centred.

Click

to align your text to the right margin. This is called Right Justified.

Click

to create a straight right and left margin. This is called Justified.

will be highlighted. This is called

You can apply these commands also by using Keyboard Shortcuts. Experiment with these.

6

7

Now, we will look at the Line Spacing command.

Return your text to either left justified

or justified

.

With your cursor in the first paragraph, click .

A menu displays a range of line spacing options. The list of numbers offers you a choice of spacing between the lines in a single paragraph.

8

Select each of the spacings in turn to see how your text looks.

When you have finished experimenting, return the spacing to either 1.0 or 1.15. Anything more for a text document will not work very well.

Now look at the Add Space Before Paragraph and Add Space After Paragraph.

With your cursor in the first paragraph, click

Click

.

.

Your text has now been moved further away from the heading or text above. 

Click

.

Your text has now been moved further away from the text below. When you have finished experimenting, return the spacing before and after to something sensible.

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9

You can change your background colour. 

Highlight your entire first paragraph.

Click the More down arrow next to the Fill button.

Your Theme Colors box displays.

10

11

Click on the colour black.

Look at what has happened to your text. Note that when you selected the black, Word automatically selected white text so that you could read the text.

You can change the left margin of your text. 

Highlight your entire first paragraph.

Click

to change the margin towards the centre of the page.

Click

to change the margin back to the left edge of the page.

You can put a border around your text. 

Highlight your entire first paragraph.

Click the More down arrow.

A menu displays. 

Click on Outside Borders.

Look at what has happened to your text. Most of the options on this list are designed for tables, but check these out:  Bottom Border  Top Border  Right Border  Left Border Finish with: 

No Border

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PROJECT 2 – Create document with Normal template Format text

12

You can place a line above or below you text. 

Place your cursor at the start or end of a paragraph.

Click the More down arrow.

The Borders menu displays. 

Click on Horizontal Line.

A line has been added above your text or below your text.

As we have nothing to sort in this document, we will not look at how this We will look at this in a later exercise 13

works.

You have now explored all the options in the Home tab, Paragraph group. 

If your document is a complete mess, close it without saving, and re-open the last version number.

If you like what you have, save it to a new version number and leave it open.

If you can’t remember how to do this, go back and follow the instructions in Project 2.5: Open a document and save to a new name, page 61.

Set Margins You can change your margins for your text by using the ruler.

Project 2.15: Understand the ruler and text margins 1

2

Have your latest good version of The Magic of the Ginger Family open.

Make sure your View All button is selected.

Place your cursor in the first text paragraph of the document.

Click the View tab, and tick Ruler in the Show/Hide group if it is not already ticked.

A ruler displays above your text.

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PROJECT 2 – Create document with Normal template Format text

3

Look at the ruler just above your document.

The light part shows the text area and the darker part shows your page margins. But you can also see some triangles. These show you the margins for the text where your cursor is located.

4

With your mouse, drag the top arrow to the right and watch what happens to your text.

The first line has been indented.

5

Drag it back so it is level with the bottom arrow again.

With your mouse, drag the bottom arrow to the right and watch what happens to your text.

The first line has been left where it was and all the remaining lines have been indented.

6

Drag it back so it is level with the top arrow again.

This time place your cursor on the square below the two arrows, and drag it to the right.

It takes both the arrows with it, and the entire paragraph has been indented to the right. 

With your cursor in that paragraph, press .

This re-applies the style, so it has returned the margin back to the position defined by the style.

Enjoy… Microsoft Word 2007

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PROJECT 2 – Create document with Normal template Format text

7

Place your cursor in any one of these lines of text.

Look at your ruler.  The top arrow defines where the paragraph starts.  The bottom arrow defines where the Tab Stop is – more about this later.

8

Experiment with this for a while:  so that you get used to controlling the mouse well enough to pick up the arrows or the square, and  so that you get used to what they do

Project 2.16: Understand the ruler and page margins You can also change the margins for your entire document by using the ruler. 1

2

3

Place your cursor over the left margin, until the double arrows appear. You may have to fiddle a bit to get them.

Press down your left mouse button.

Drag the margin to the left.

Place your cursor over the right margin, until the double arrows appear.

Press down your left mouse button.

Drag the margin to the right.

You can do this to change the width of the text on the printed page. You can increase or decrease the amount of white space around your text this way. 

Drag both margins back to something sensible.

The ruler and tabs Before we work on your headers and footers, you will need to understand about tabs. Unfortunately, the word “tab” is used in two different ways, the “tabs” used for navigation on the Ribbon, and the “tabs” used for controlling text indents or spacing. The tabs we are now talking about are used for controlling space formatting. When you press the Tab Key on your keyboard, you insert as many spaces as required to reach the next tab stop.

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PROJECT 2 – Create document with Normal template Format text

Tab stops are set in the style that is applied to the text. If there are none set, Word gives you default tabs set at 1.27cm (1 inch). You can work with tabs using your ruler, so let’s look at how we can do this. The most common place we use tabs is in the Header and Footer.

Project 2.17: Understand formatting tabs Note that these are different tabs from the navigation tabs on the ribbon. The same word is used with two different meanings. 1

Double click in the header area to open your header.

2

Look at your ruler.

You will see some black symbols. These tell you there are some tabs set in your header.

Where you see this symbol, Where you see this symbol, Where you see this symbol, 3

, text will be left aligned at that point. , text will be centred at that point. , text will be right aligned at that point.

Place your cursor right at the start of the line.

If you have Show All selected you will see a right arrow. This kind of arrow tells you there is a tab space inserted. 4 

Press

.

You have deleted the tab space. The text has now moved to the left of the screen, with the left edge of the text on the left margin. It is left aligned.

Enjoy… Microsoft Word 2007

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PROJECT 2 – Create document with Normal template Format text

5 

Press

.

The text moves back to the centre and the tab mark is in the middle of the phrase. The text is now centred. 6 

Press

again.

The text moves to the right and the tab mark is to the right of the phrase. The text is now right aligned. 7

Move tabs You can move tab marks in exactly the same way you shift margins.

8

9

Place your cursor on the right alignment tab and drag it left. Watch what happens to you text.

Now take some time to move all the tabs around and watch what happens to your text.

Observe the little box to the extreme left of the ruler.

Click on this once, and the

Click it again, and the

Keep clicking through till you get back to

will change to will change to

. .

.

Insert tabs 

With the

in the little box, left click somewhere on the ruler.

You have inserted a new left tab on the ruler. 10

Click on the box once, to change the

Left click on the ruler.

to

.

You have inserted a new centre tab somewhere on the ruler.

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PROJECT 2 – Create document with Normal template Format text

11

Click on the box once again, to change the

Left click somewhere on the ruler.

to

.

You have inserted a new right tab on the ruler. 12

13

Delete tabs 

Experiment with what these tabs do.

To delete a tab you don’t want, select it with the mouse and drag it down off the ruler. It disappears.

Insert headers and footers A header is a set of text or graphic elements that appears at the top of every page of a document, like the heading at the top of this document. A footer is a set of text or graphic elements that appears at the bottom of every page of a document, like the footer that includes the page number at the bottom of this document. Often, an organisation logo and other factors that identify an organisation, go into the header and footer. Once you start formatting a header or footer, you will see another example of a Contextual tab, the Header and Footer tools, Design tab. This is a tab that only appears on the ribbon when you are working specifically in that area. You have seen one already, the Print Preview tab.

Project 2.18: Open Headers and Footers 1

Scroll through the two pages of your document and you will see that the words “About Herbs” appear at the top of both pages, and that the word “Page” and a number appear at the bottom of both pages.

2

To open the header, place the cursor anywhere in the header area at the top of the page and double click. Your screen should look like this.

3

Change “About Herbs” to “About Ginger” on both pages.

Place your cursor back in your text.

Double click anywhere.

Your header is now closed and you are back in your text.

Enjoy… Microsoft Word 2007

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4

To open the footer, place the cursor anywhere in the footer area at the bottom of the page and double click.

Your screen should look like this.

5

Place your cursor back in your text.

Double click anywhere.

Your footer is now closed and you are back in your text.

Insert automatic page numbers The page number at the bottom right hand corner of the footer is an automatic page number that is very easy to insert. You should never need to number pages manually. Put the automatic number into the footer once, and all your pages are numbered.

Project 2.19: Understand automatic page numbers 1

Double click in the footer area to open your footer.

There are two tabs in the footer: 

a centre aligned tab in the middle and

a right aligned tab at the right edge of the page

The most common place for a page number is the bottom right corner.

2

Page 84

Delete page number 

Highlight and delete the text “Page 1”.

Click on Header & Footer tools, Design tab at the right hand end of the Ribbon.

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PROJECT 2 – Create document with Normal template Format text

3

4

Find the Header & Footer group.

Click on Page Number.

Insert page number 

Scroll down each of the options. You can place a page number automatically:  At the top of the page (in the header)  At the bottom of the page (in the footer)  In the margins  In the current position, which is where the cursor is currently located.

5

Select Bottom of the Page.

From the Page Number gallery: 

Select Plain Number 3.

A number is placed automatically at the right edge of the footer.

6

Type the word “Page” and add a space before your number, and your page number is back.

Experiment with placing page numbers in other places, but delete them all and leave just the one in the bottom right corner when you finish.

Insert fields If you remember, there was a field that showed today’s date in your letter. You will put a similar field in your footer.

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Project 2.20: Insert a date field 1

 Double click in the footer area to open your footer.

2

 Place your cursor at the start of the line.

3

 On the Insert tab, Symbols group, click

4

.

The Symbols menu displays.  Click on © - the copyright symbol The symbol is returned to your footer.

5

 Press your spacebar once to insert a space, type your name and press the space bar once again.

6

 On the Insert tab, Text group, click . OR  On the Header & Footer Tools tab,

Insert group, click

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PROJECT 2 – Create document with Normal template Format text

7

The Date and Time dialog box displays.  Select one of the options to display in your footer.  Check the language box to make sure it is still displaying the correct language for your country and change if necessary.  Click

.

You have now claimed the copyright on this piece of work – which of course is illegal, as it is not your writing – but we’ll let that pass for now.

Microsoft On-line Training – Make your documents look great If you did not do this training before the previous exercises, or if you didn’t understand much first time, you might want to go through it again.

Go to http://office.microsoft.com/training/training.aspx?AssetID=RC102282881033

Putting it all together Project 2.21: Format “The Magic of the Ginger Family” your way You now have a pretty good array of tools for formatting a document, so let’s see how you do. By the end of this exercise, you will have THREE copies of the same document: 

Copy 1 will be your original Version 1 of The Magic of the Ginger Family, formatted with the standard formatting in Project 2.7: Apply styles to text, Page 63.

Copy 2 will be a version that fits onto a single page and is formatted by you.

Copy 3 will be a version that you have spread out to fill more of the two pages, again, formatted by you.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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1

Open The Magic of the Ginger Family V1 and double check it to make sure it is perfect.

Save it to a new name Magic of the Ginger Family One Page. If you can’t remember how to do this, go back and follow the instructions in Project 2.5: Open a document and save to a new name, page 61.

Now use all the skills you have learned to format this document so that it looks completely different AND fits on a single page.

To make it look different use:  Themes  Theme Colours  Theme Fonts  Manual selecting and sizing of fonts  Manual formatting of font colours  Manual formatting of the line spacing in paragraphs  Manual formatting of headers and footers  Manual formatting of tabs  Manual formatting of text and page margins

To make it fit on a single page you may need to:  reduce font size  reduce line spacing  increase margins

2

Once you are finished, save The Magic of the Ginger Family One Page to another new name, The Magic of the Ginger Family Two Page.

Now use all the skills you have learned to format this document so that it looks completely different AND fills most of two pages.

You should now have the three versions of the same document we talked about: 

Copy 1 is your original Version 1, that you formatted with the standard formatting in Project 2.7: Apply styles to text, Page 63.

Copy 2 is a version that you formatted to fit onto a single page.

Copy 3 is a version that you formatted to spread out over two pages.

Project 2.22: Facing pages – or alternate headers and footers For this exercise, we will work with your third copy of the document, Magic of the Ginger Family Two Page. This document goes over two pages, which allows us to look at some additional page layout features. 1

 Open Magic of the Ginger Family Two Page.  Double click in the footer area to open your footer and display the Header & Footer Tools tab.

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2

 From the lower-right corner of your screen, click the minus (Zoom Out) button until you have your two pages showing on a single screen and can see the footer on both pages.

3

 Look at how the footer shows on both pages. The copyright is at the left on both and the page number on the right. This is right if you print your document single sided, but if you want to print double sided with the page number on the outside of both pages, it is not correct.

4

 On the Header & Footer Tools tab, Options group, click to tick.  Look at your footers. The second page no longer has a footer because you have set the option to have a different footer on the odd and even pages.

5

 Click into the Even Page Footer and repeat Project 2.19: Understand automatic page numbers and Project 2.20: Insert a date field, but this time put the page number on the left and the copyright symbol and date field on the right. Now, if you were to print double sided, you would have facing pages. Look at the footers of this book to see how this works in a long document.

Project 2.23: Insert a page break For this exercise, we will continue to work with your third copy of the document, Magic of the Ginger Family Two Page. 1

 If it is not already open on your screen, open Magic of the Ginger Family Two Page.

2

 Click on the Zoom Slider until you can see both pages, side by side on your screen.

3

When you first set this document up, you allowed the page break to fall naturally, but this is not always the best position.  Place your cursor at the start of the line of the last heading on Page 1.  Click Insert tab, Page Break. All the text after the start of the heading has been forced onto the next page. If your Show All button is still highlighted, (Home tab, Paragraph group) you will be able to see a line labelled Page Break.

Enjoy… Microsoft Word 2007

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Project 2.24: Insert Columns Word 2007 has now made it very easy to insert columns in a document so that it looks like a newspaper or magazine layout. For this exercise use the Magic of the Ginger Family One Page. 1

 Open Magic of the Ginger Family One Page.  With your cursor anywhere in your document, click Page Layout tab, Page Setup group, Columns.

2

 Click on Two from the drop down list.

3

Your document is now organised into columns. You can remove the columns by following the same process, and selecting One, but for now, keep the two columns. 

Make any changes you want to improve the layout for two columns.

Project 2.25: Print your documents 1

You can print these if you want the practice, but we will come back to them after the next exercises, after which you can choose to insert some graphical elements if you want. If you want to print them now, follow the instructions on:  Project 1.15: Run spell checker, page 33  Project 1.17: Print Preview letter, page 36  Project 1.18: Print letter, page 37

2

At this stage, you may want to have another look at your letter. The theme used gave a colour that was too pale for the hyperlink text, so you may want to change this now you know how.

Manage Word 16: Set AutoCorrect options (AutoFormat As You Type) You can use the AutoCorrect feature to correct typos and misspelled words, as well as to insert symbols and other pieces of text. AutoCorrect is set up by default with a list of typical misspellings and symbols, but you can modify the list that AutoCorrect uses.

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1  Click Office, Word Options, Proofing. 2

 Click AutoCorrect Options

3

 On the AutoCorrect tab, select the Replace text as you type check box.

4

 In the Replace box, type a word or phrase that you often mistype or misspell, for example, type usualy.

5

 In the With box, type the correct spelling of the word, for example, type usually.

6

 Click Add. Now, any time you type it wrongly, Word will fix it for you automatically.

.

More about colours Explore colour systems Do you enjoy working with colours? Colours can be designated in a number of ways. We have looked at RGB so far, where colours are mixed according to Red, Green and Blue, but there are many ways. There is 

RGB, which is Red, Green and Blue

HSL, which is Hue, Saturation and Luminosity

PANTONE, which is normally used by marketing departments and printers; normally three or four numbers to indicate a colour

HEX Values, which are normally used for web pages; usually six letters or numbers to indicate a colour Colour can be complicated but you might like to research it at: 

http://en.wikipedia.org/wiki/Color_theory

http://office.microsoft.com/en-us/frontpage/HA010429371033.aspx

Reproduce colour There are two main difficulties with reproducing colours exactly: 

Colours display differently on different monitors.

Colours print differently on different printers.

But if you see a colour scheme you love on a web site, you can find out what the colours are.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 2 – Create document with Normal template Format text

If you have your own Windows based home computer and an internet connection, you might like to download trial version of Color Schemer Studio from: 

http://www.colorschemer.com/download.php

You can use this product to identify screen colours you particularly like, and to create colour schemes. Or try this web based product: 

http://www.colorsontheweb.com/default.asp

About colour blindness Colour can be a real problem for the colour blind or for people with low colour vision. There are lots of different types of colour blindness, but if you are using colour in documents, you should always make sure that they can be read in “grey scale”. Read about colour blindness here: Go to http://www.digital-web.com/articles/color_theory_for_the_colorblind/

Exercise 3: View document in greyscale 1

2

Open your letter document.

Click the Page Layout tab.

In the Themes group, select

.

You will see that one of the themes is greyscale. 

Select Grayscale and see how your document looks.

If you have manually formatted the colours, nothing much will change, but if you have stayed with the themes colours, a lot will change.

About the psychology of colour When you are using colours, it can be useful to understand how colour affects people.

Go to http://iit.bloomu.edu/vthc/Design/psychology.htm and read about how colours affect our moods.

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PROJECT 2 – Create document with Normal template Project 2 Review of commands

Project 2 Review of commands You have now successfully created your first document. You have: 

Opened a new document using Normal template

Applied styles

Taken a look at the Font group commands and the Styles group commands

Opened the Styles Task Pane and taken a look around

Open and saved a document to a specified location

Applied styles to the text in the document

Formatted the text further to make it different from the styles

Formatted paragraphs

Changed text margins

Changed page margins

Formatted headers and footers

Worked with tabs

Inserted automatic page numbering

Finalised three different layouts for the same document

Closed your documents

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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6


Set some options in Control Panel Open the Control Panel in Windows XP

7: Set some options in Control Panel Although you can control a lot of what goes on in Word, from within Word, there are some other options you need to set through Windows XP or Vista, using the Control Panel.

Open the Control Panel in Windows XP Manage Word 17: Open the Control Panel in Windows XP 1

In Windows XP, click the Start Button in the bottom left hand corner of your screen.

2

Search the various panels in your Start Menu to find and click on Control Panel.

3

It can display in two different ways depending on the selection made last time someone used it.

Click the two different views.

and

to see

Set options in the Control Panel (Windows XP) Manage Word 18: Set language options in the Control Panel (XP) If you are unable to select the correct language in Word, you can set it here so that the information defaults through to Word.

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7

Set some options in Control Panel Open the Control Panel in Windows XP

1

Open Control Panel, Classic View.

Scroll down the page until you find and double click to select.

Click the More down arrow on this field.

2

3

or

A full list of languages displays. There are many differences in how the English language is used in different countries, so you will see lots of different “English” options.

4

Select the correct English for your country which wil also define how numbers, time and dates are displayed.

Also make sure your country is selected for Location.

Click

Enjoy… Microsoft Word 2007

to save any changes you have made or

© Copyright Christine Kent

to exit.

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Set some options in Control Panel Open the Control Panel in Windows XP

Manage Word 19: Set your computer to use two monitors (XP) Did you know that you can set your computer up to display across two monitors? This is particularly useful if you tend to have several programs running at the same time. If you have two monitors, plug the second one into your computer, and follow the instructions below. 1

Open Control Panel, Category View.

2

Click Appearance and Themes.

3

Click Display.

4

Click the Settings tab.

You computer will identify that you have two monitors attached and should identify the correct screen resolution and colour quality. 

Click on the second monitor.

Click Extend my Windows desktop onto this monitor.

Click to save any changes you have made or exit.

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to

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7

Set some options in Control Panel Open the Control Panel in Windows XP

Manage Word 20: Accessibility options (XP) Microsoft has endeavoured to help users with poor eyesight in a number of ways. You have already seen that it is possible to zoom your page quickly and easily to increase the size of the font you are using on-screen. This is very useful for people with poor eyesight. You can also set some options in the Control Panel (which we saw earlier when setting the date to display correctly). 1

Open Control Panel, Category View.

Click

Click Magnifier.

2

3

.

The Magnifier Settings dialog box displays.

Tick each of the Tracking and Presentation options on and off to see what they do.

Click

5

Look through each of the remaining options on this dialog box to see what they do.

6

If you need more information go to:

4

when you are finished.

http://www.microsoft .com/enable/

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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Set some options in Control Panel Open the Control Panel in Windows XP

Manage Word 21: Set and lock your screen saver (XP) Later you will be looking at how to keep your computer secure, but we will look at using the screen saver while we are working in the Control Panel. 1

Open Control Panel, Category View.

2

Click Appearance and Themes.

3

Click Display.

4

Click the Screen Saver tab. You can select from a range of screen savers in the Screen saver field. You can select how many minutes before the screen saver activates using the Wait field.

5

Page 98

If you want to be able to lock your computer from other users, you can tick the On resume, password protect check box. Don’t do it now as it is risky if you forget your password.

Click

to exit or

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to save any changes you have made.

Enjoy… Microsoft Word 2007


7

Set some options in Control Panel Open the Control Panel in Windows Vista

Open the Control Panel in Windows Vista Manage Word 22: Open the Control Panel in Windows Vista 1 

In Windows Vista, click the Start Button

2

Search the various panels in your Start Menu to find and click on Control Panel.

3

By default the Control Panel displays the Category View.

.

Click Classic View to see the list of all Control Panel items not clustered into categories.

Click Control Panel Home to return to Category View.

Set options in the Control Panel (Windows Vista) Manage Word 23: Set language options in the Control Panel (Vista) If you are unable to select the correct language in Word, you can set it here so that the information defaults through to Word. 1

Open Control Panel, Classic View. (This is View, Medium Icons.)

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Page 99


Set some options in Control Panel Open the Control Panel in Windows Vista

2

3

Scroll down the page until you find

Click the More down arrow on the Current format: field.

and double click to select.

A full list of languages displays. There are many differences in how the English language is used in different countries, so you will see lots of different “English” options. 

Select the correct English for your country which wil also define how numbers, time and dates are displayed.

If you want to change any of the displays shown for your language option, click .

4

You are offered a full range of Numbers, Currency, Time and Date options to select from. 

Click

to save any changes you have made or

to exit.

Manage Word 24: Set your computer to use two monitors (Vista) Did you know that you can set your computer up to display across two monitors? This is particularly useful if you tend to have several programs running at the same time. If you have two monitors, plug the second one into your computer, and follow the instructions below.

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Enjoy… Microsoft Word 2007


7

Set some options in Control Panel Open the Control Panel in Windows Vista

1

Open Control Panel, Category View.

2

Click Appearance and Personalisation, Adjust screen resolution.

3

You computer will identify that you have two monitors attached and should identify the correct screen resolution and colour quality. 

Click on the second monitor.

Click Extend my Windows desktop onto this monitor.

You can also decide which monitor is the main monitor here. Click to save any changes you have made or exit.

to

Manage Word 25: Accessibility options (Vista) Microsoft has endeavoured to help users with poor eyesight in a number of ways. You have already seen that it is possible to zoom your page quickly and easily to increase the size of the font you are using on-screen. This is very useful for people with poor eyesight. You can also set some options in the Control Panel (which we saw earlier when setting the date to display correctly).

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

Page 101


Set some options in Control Panel Open the Control Panel in Windows Vista

1

Open Control Panel, Category View.

2

Click Ease of Access.

3

Click Ease of Access Center.

4

Review the options in the section so that you know what is possible.

5

If you need more information go to: 

http://www.microsoft.com/enable/

Manage Word 26: Set and lock your screen saver (Vista) Later you will be looking at how to keep your computer secure, but we will look at using the screen saver while we are working in the Control Panel. 1

Page 102

Open Control Panel, Category View. You can navigate back to any point in the Control Panel using the controls across the top of the page.

© Copyright Christine Kent

Enjoy… Microsoft Word 2007


7

Set some options in Control Panel Open the Control Panel in Windows Vista

2

Click Appearance and Personalisation

3

Click Change Screen Saver.

4

You can select from a range of screen savers in the Screen saver field. You can select how many minutes before the screen saver activates using the Wait field. You can tick the On resume, password protect to apply a password to remove the screen saver.

5

Don’t do it now as it is risky if you forget your password.

Click

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to save any changes you have made or

© Copyright Christine Kent

to exit.

Page 103


PROJECT 3 – Create a flyer Open the Control Panel in Windows Vista

8: PROJECT 3 – Create a flyer Our third project will be to create a flyer. This can be a useful skill at work, for a project or social club, for a recreational club, or for yourself it you are starting your own business. You can use them to advertise in shop fronts for a house to rent or to find a lost dog. Think about a real flyer you can create. Look around your organisation, or look in shops and shop windows for something that catches your eye and is worth modelling your flyer on. We will use this to get more practice at formatting text, and to explore how to insert and format graphical elements. Make sure you have a copy of Wanted to Rent. This can be downloaded from: 

https://www.youpublish.com/files/10047.

Project 3.1: Open a flyer and save to a new name 1 Click the Office button 2

, Open

.

The Open dialog box displays a list of documents. 

Find the appropriate file location.

Highlight Wanted to Rent.

Click

.

A complete flyer displays.

3

Use the Save As command to save this file to a new name so that you can work on it, do anything you like to it, and the original will still be there untouched.

Make sure your new name is something sensible that you will remember. From now on, for this document, save it to a new name EVERY SINGLE time you do something you like. You will make mistakes and mess this document up, so you need to have your last good version saved to a different name so that you can change your mind and go back to a previous version at any time. 4

Write your document name and file path here.

_____________________________________________________________________

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PROJECT 3 – Create a flyer Open the Control Panel in Windows Vista

Project 3.2: Check paper size When you are working with something like a flyer, it is more important than ever to make sure your paper size is correct. If you lay it all out for Legal, and then try to change it to A4, your margins will go over the edges of the paper. 1

Check your paper size to make sure your document can print. 

Click the Page Layout tab.

Find the Page Setup group.

Click

2

3

OR

depending on the type of screen you have.

You will see that this template is set up for A4. 

If you need a different size for your printer, select it now.

Work with text Project 3.3: Type text into flyer This document uses a table to layout text. When you are building your flyer, try to use the same number of table cells. Tables have been used because they are the easiest way to control the placement of images. 1

For the moment, ignore the images. Just type the text you want into the table cells. Use all the skills you learned working on The Magic of the Ginger Family to format the text in this document. Make sure you keep it all on a single page.

To make it look different use:  Themes  Theme Colours  Theme Fonts  Manual selecting and sizing of fonts  Manual formatting of font colours  Manual formatting of the line spacing in paragraphs  Manual formatting of text and page margins

Once you have some idea what you are doing, move on to the next exercise.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 3 – Create a flyer Work with images

Microsoft On-line Training – Decorate documents with backgrounds, borders and text effects If you have not already done it, do the following training in Word to find out some of the graphical elements you can add to a document.

Go to http://office.microsoft.com/training/training.aspx?AssetID=RC102282881033

Work with images Set image display default A default setting must be correct before the following exercise will work. Check that your computer is set to display images “in line with text” by default.

Manage Word 27: Set insert image default to “In Line with Text” 1

2

Page 106

Click

Click

to display the Word Options dialog box.

.

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Enjoy… Microsoft Word 2007


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PROJECT 3 – Create a flyer Work with images

3

4

Scroll down to Cut, copy and paste.

Find Insert/paste pictures as:.

Click the More down arrow to display the menu.

Select

Click

. .

You do not need to understand why you have just done this. You will learn more in Manage Word 28: Graphics, “floating” and “in line with text”, page 122.

Insert and format Clip Art The image at the top of the flyer is a piece of Clip Art – graphics supplied by Microsoft that you can use without breaching any copyright laws.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 3 – Create a flyer Work with images

Project 3.4: Insert Clip Art Now you can put your own choice of Clip Art where the current Clip Art is.

1

Click the Insert tab.

2

Click on the image of a house at the top of your flyer so that the lines appear around it.

Press

.

The image should disappear.

3

4

Leave your cursor where it was – in that table cell somewhere.

Find the Illustrations group.

Click Clip Art.

The Clip Art task pane displays on the right of your screen. 

Type a word that describes the kind of image you are looking for in the Search for field.

Click in the Results should be: field, and make sure that just Clip Art is ticked.

Click

.

If there is a suitable image – there are often lots – they will display.

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PROJECT 3 – Create a flyer Work with images

5

This search was done on the word “house”. 

Scroll up and down the thumbnails in the display box until you find an image you like.

If there is not one there, run a search using a different word to see what you get.

When you have an image you like, click on it.

It will display where your cursor was placed in your document. It is probably either far too big or far too small so your next task is to format it to look the way you want.

Project 3.5: Format Clip Art

1

Click your image so that the frame displays around it with the resize handles – the:  Corner circles  Side squares

A new Contextual tab displays, the Picture tools, Format tab. This will only display when you have your image selected. 2

Resize clip art 

Click on a resize handle until you get a double ended arrow.

Drag it in an out to resize your image to the size you want.

Remember to save every time you have something you like.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 3 – Create a flyer Work with images

3

Format clip art Look in the Picture Styles gallery.

4

Click the More down arrow to the right of the pictures to display the full gallery of possibilities.

Run your cursor over each of the thumbnails and see what happens to your image. Some of the effects can be quite dramatic.

Click your choice.

That style will be applied to your image.

Page 110

Experiment with the other options in the Picture Styles group.

Remember to save when you have something you like.

© Copyright Christine Kent

Enjoy… Microsoft Word 2007


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PROJECT 3 – Create a flyer Work with images

5

Resize clip art more accurately You may want to specify the exact size of your image – for example, when you have several images and you want them to be identical in size. 

Click on your image.

Click Picture Tools.

Identify the Size group.

Click the height up or down arrow and see what happens to your image.

Click the width up or down arrow and see what happens to your image.

Insert and format photos The second image on this page is a photograph. Do you have a photograph of your own to place in that spot? If you do, and you are working in a training laboratory, make sure you have it available on a floppy disk or flash drive and that you are allowed to use it on your computer.

Project 3.6: Insert photos Photos work much the same way as clip art except that you find them in a different way. 1

Save your document so that you do not lose any changes.

2

Click the photo of the poodle.

Press

.

The image should now have gone.

3

Click the Insert tab.

Enjoy… Microsoft Word 2007

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PROJECT 3 – Create a flyer Work with images

4

Leave your insertion point where it was – in that table cell somewhere.

Find the Illustrations group. 

5

Click Picture.

The Insert Picture dialog box displays on the right of your screen. This works exactly the same way as opening a file. 

Find the location of your photo in the Look in field.

Find and highlight the photo you want to insert.

Click

.

Your own photo should now be in the table cell that once held the photo of the poodle.

Project 3.7: Format photos

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PROJECT 3 – Create a flyer Work with images

1

Click your image so that the frame displays around it with the resize handles:

The Contextual tab, the Picture tools, Format tab, displays.

2

3

Resize photo 

Click on a corner circle – Resize Handle - until you get a double ended arrow.

Drag it in an out to resize your image to the size you want.

Remember to save every time you have something you like.

Crop your image You are quite likely to want to crop a photo. It may have a lot of material in it that you do not want. You can crop it down to get just the part you do want. 

4

With your image selected, click on the crop button in the Size group.

Broken black lines – Crop Marks - will appear around your image and your cursor looks like this one. 

Move your cursor to the top left corner until the image of the cursor is the same as the corner on the photo.

5

Drag that corner to where you want it to be.

Do the same with each other corner or side mark, until you have cropped your image back to just the part you want.

Format photo Then you can finish formatting the photo with the skills you learned for the clip art. Look in the Picture Styles group. 

Follow the instructions above in Project 3.5: Format Clip Art, page 109, Steps 3-5.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 3 – Create a flyer Work with images

Project 3.8: Format the bars 1

The two bars in this flyer were inserted using Home tab, Paragraph group. 

Go back to Project 2.14: Format paragraph, page 75, steps 11-12, and remind yourself where this command is and how you use it.

2

Click on one of the bars so that the lines display around it.

3

Right click with your mouse button.

A drop down menu displays. 

4

5

Page 114

Click on

.

The Format Horizontal Line dialog box displays. From this dialog box you can: 

Click the up and down arrows in the Width field to make the line wider or narrower.

Click the up and down arrows in Height field to make the line thicker or thinner.

Use the Color field to change the colour.

Use the alignment buttons to left align, centre or right align the line.

© Copyright Christine Kent

Enjoy… Microsoft Word 2007


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PROJECT 3 – Create a flyer Work with images

6

Work on both bars to give them the colour and size you want them to have.

Format table cells We are going to look at tables in detail in Project 4, but for now there are a few things that you are already familiar with that you can do to format your table.

Project 3.9: Format table The row height in this table is determined by the size of the font. You can force it to be a fixed height, or you can change the width of cells. 1

2

Did you want to increase or decrease the size of the cell that had the image of the dog in it – and that now has your photo in it? Try this. 

Run your cursor over the left edge of the cell until you see this mark appear.

Click and drag to the left.

Click and drag back to where you want it.

Would you like to place a background in the square behind what was the image of the house – and is now your selected clip art? Try this. 

Click inside the table cell anywhere.

From the Home Tab, Paragraph group, click the right arrow next to the fill button.

The Theme Colors menu displays. 

Click on a colour.

The entire table cell is now coloured with that colour.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 3 – Create a flyer Work with images

Putting it all together practice session Project 3.10: Format your flyer your way You now have a pretty good array of tools for formatting your flyer, so let’s see how you do. If you have made a real mess of the one you have been using, you can start from the original again. 1

You can use all the previous text formatting skills you learned:  Themes  Theme Colours  Theme Fonts  Manual selecting and sizing of fonts  Manual formatting of font colours  Manual formatting of the line spacing in paragraphs  Manual formatting of headers and footers  Manual formatting of tabs  Manual formatting of text and page margins

You can also use your new image formatting skills to:  Re-size your images  Frame your images  Colour your table cells  Change the width of table cells  Change the size, colour and alignment of bars

2

Once you have finished, save the document to a final file name.  If you want to save it to its existing file name, choose the Save command.  If you want to save it to a new file name, choose the Save As command.

Use Print Preview to make sure it looks good.

You can just do a Quick Print using black and white for the moment, and we will look at how to select colour printing later in this book.When you have been printing your documents, you have been selecting the option to print the document as a reader would want to read it, but you do have other options. These will, however, vary from printer to printer, and program to program. Some are set in Word 2007 and others in the printer. 

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Manage Word 44:

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PROJECT 3 – Create a flyer Work with images

More about Word graphics

Shapes Exercise 4: Insert shapes Word 2007 is not a drawing program, but there are a few tools you can use to create or modify graphics. 1

 Open a new document using normal template.  Click Insert tab, Illustrations group, Shapes.

2

 Look through the Shapes drop down list and experiment with inserting a few. You can try the following: 

Insert Lines with arrows, and change the line thickness, arrow head type, and which end of the line the arrow is on.

Insert Basic Shapes and see what you can do with them.

Insert a Block Arrow and drag handles around to change the length, thickness and direction.

Experiment particularly with the three shapes at the end of the Lines row. These are the closest commands you have to freehand drawing, and when you try them you will probably understand why freehand drawing is not a feature of Word 2007.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 3 – Create a flyer Work with images

Smart Art Exercise 5: Insert Smart Art The new Smart Art offers a very nice range of pre-formatted diagrams for displaying relationships. 1

 With a document open, click the Insert tab and find the Illustrations group.

 Click SmartArt. 2

 Click any SmartArt graphic to select.  Click

[Text]

.

The graphic will be displayed in your document. It will be displayed either In line with text or Floating, depending upon which of these you have set as your default.

Exercise 6: Add text to Smart Art You can add text to your diagram in two ways. 1

 Click on an element in your graphic.

Item 1

 Type the text you require. The size of the text will adjust automatically to fit within the element. OR

2

 Click on the left arrow to the left of the graphic. OR  Click SmartArt Tools, Design tab, Create Graphic group, Text Pane command. A list displays.

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PROJECT 3 – Create a flyer Work with images

3

 Type your text in the list. Add more lines or delete lines.  When you have finished click the X in the top right corner.

A new diagram displays with the required number of elements and their labels.

Item 1 Item 6

Item 2

Item 5

Item 3 Item 4

Exercise 7: Modify Smart Art With the graphic selected, you will see two Smart Art Tools tabs, Design and Format. You can add modify your graphic using the options on these tabs. 1

The Design tab  Click on your graphic.  Click on the SmartArt Tools, Design tab.  Check out the Layouts options to change your SmartArt elements.  Check out the SmartArt Styles for different ways of formatting those elements.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 3 – Create a flyer Work with images

2

The Format tab  Click on your graphic.  Click on the SmartArt Tools, Format tab. You can change your shapes and apply a range of other formatting options similar to those on the Picture Tools, Format tab.

Exercise 8: Insert and modify charts and graphs Charts make use of Excel functionality, but allow you to create your spreadsheet and chart (including graphs) from within Word 2007. 1

 Using the document from the previous exercise, click Insert tab, Illustrations group, Chart, to display the Insert Chart dialog box.

2

 Click on the first Column chart, Clustered Column: Two things happen:  a chart displays where you had your cursor and  an Excel spreadsheet window displays.

3

 Type the data to the right into the spreadsheet You can use your mouse to click your cursor into each cell.

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PROJECT 3 – Create a flyer Work with images

4  Click , , complete the save process as you do for a Word 2007 document.

, and

 Close the spreadsheet. The chart in your document shows apples, pears, oranges and plums and some value, maybe boxes, or pallets, or trucks.

To learn more about how to work with charts in Excel, you will need to do some specific training in Excel.

Exercise 9: Insert text boxes Text boxes can be used for placing text in fliers or brochures, wherever you want to be able to drag and drop some highlighted text. The tips in this book are written in text boxes. Text boxes work like all graphical elements. If your default is set to insert in line with text, it will push the text out of the way, and if your default is set to floating, it will probably have text or other elements wrapped around it. 1

 Using the document from the previous exercise, click Insert tab, Text group, Text Box.

Enjoy… Microsoft Word 2007

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Page 121


PROJECT 3 – Create a flyer More about floating graphics

2

 Look through the Text Boxes Built-In list:  Click on one of the options to insert it, then experiment with: 

changing from “in line with text” to “floating” (see page 106)

dragging the resize handles to resize (page 109)

selecting the box to move it around the page (page 122)

typing in text

previewing in print preview to see how it would look when printed (page 36)

 Experiment with a few more of the text boxes to see what they do.  When you have finished experimenting, close your document without saving.

More about floating graphics Microsoft Word can insert images in two different ways: 

floating where you can drag and drop them where you want and get text to wrap around them, and

In line with text, where the image will go where it is placed in a line of text.

When you inserted the images in Project 3, you inserted them into a table with your computer set to “Insert in Line with Text”.

Manage Word 28: Graphics, “floating” and “in line with text” Return to you letter of application and your versions of The Magic of the Ginger Family. Look through and see if you want to add any graphical elements to these documents. You could consider:  adding lines  adding photos  adding clip art.

If you want to add some images into your letter or The Magic of the Ginger Family, they will not be in tables and you have to change this setting to make this work.

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8

PROJECT 3 – Create a flyer More about floating graphics

1

Open one of your copies of The Magic of the Ginger Family.

Place your cursor somewhere where you think you would like to insert an image.

Click Insert, Clip Art to open the Clip Art task pane.

Search for Ginger.

Click one of the images.

It is returned to your document and will have done strange things to your text. 2

3

Highlight the image.

Click Picture tools, Format tab if it is not already displayed.

Click group.

in the Arrange

A range of options displays. Your image probably has In Line with Text highlighted. 

Click

.

Your image is now “floating”. You can drag it around anywhere and the text will re-arrange itself around the image. Now you can:

4

drag it to you preferred location

resize it to suit

 Click your image so that you have the four pointed

Move cursor.

 Hold down the left mouse key and drag to a new position in the page. Do this until you have it located approximately where you want.  To fine-tune its position, click so that the resize handles are visible and press the up, down, left and right arrows on the keyboard. Note that you will not be able to move the illustration this way if you have inserted it “in line with text”. The default setting is still set to In Line with Text, but each time you insert an image that needs to have text organised around it, use the procedure above to change the setting for that image only. You may even want to search for some good free clip art on the Internet to improve your documents.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 3 – Create a flyer Project 3 Review of commands

More about readability Many people think that they will make something easier to read by increasing the font size or by underlining or bolding it. This is wrong. You make something more readable by increasing the white space around text and paragraphs. This book uses a small clean font and lots of white space to make it easy to read. Look at each of the following. Which is the more readable?

You make something more readable by increasing the white space around text and paragraphs. This book uses a small clean font and lots of white space to make it easy to read. You make something more readable by increasing the white space around text and paragraphs. This book uses a small clean font and lots of white space to make it easy to read.

A writer should try to balance two opposing needs: 

the needs of those with good eyesight who can read small fonts who will be encouraged to read and will be able to read much faster if you use small fonts

the needs of those with poor eyesight, who need larger fonts and must have a pretty high level of determination to read anything

If you are interested in this subject you can read more at: 

http://alistapart.com/articles/whitespace

http://www.deyalexander.com.au/resources/uxd/readability.html

The same applies to web pages and printed pages. Try it now with your document. Change the line spacing, margins, alignment etc and check each change in Print Preview.

Project 3 Review of commands You have now successfully created your third type of document. You have: 

Opened and saved a flyer

Entered text into a table

Applied styles to that text

Formatted text

Formatted paragraphs

Changed table settings

Formatted table cells

Inserted clip art

Inserted photographs

Closed your document

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9

Where to find help Help with Microsoft Word 2007

9: Where to find help Microsoft Word 2007 comes with lots of electronic help. You should be able to find just about everything you need either on your computer or on the Microsoft website.

Help with Microsoft Word 2007 Microsoft Get Started It is possible to download a connection to Get Started on-line training so that it displays in Word 2007. If you have a legal copy of Microsoft Word 2007 on your own computer, you should consider getting this connection. It gives you an easy way of accessing all the various help options covered in this section.

Manage Word 29: Install Microsoft Get Started 1

Go to http://office.microsoft.com/en-us/training/HA102146851033.aspx.

2

Under Get it Now, click Word 2007.

3

Press Continue in the Validation Required section. Microsoft will validate that you are running a legal copy of the software.

4

Follow the instructions to complete validation and install the connection.

A new tab will appear in Word that links you directly to the on-line training. This is only possible with legal copies of the software.

Enjoy… Microsoft Word 2007

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Where to find help Help with Microsoft Word 2007

Microsoft Help If you need help while you are working on a document, you can use the built-in Help system. This comes as standard with Microsoft Word 2007.

Exercise 10: Guided tour of Microsoft Help 1 

Press the

key.

OR 

Click the little round button with the question mark

in the upper-right corner.

The Word Help window displays.

2

Click on the dialog box to drag it around your screen.

3

Click the faded image of a Pin.

It becomes green like the circled pin in the previous image. This will keep this window “on top” while you are working in your document so that it remains displayed while you are following the instructions in your document.

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9

Where to find help Help with Microsoft Word 2007

You can use two methods for finding the help you need: 

the Search tool in the upper-left corner or

the Table of Contents.

Using the Search is usually quickest and easiest.

4

Let’s say you want to find a list of keyboard shortcuts. 

Type keyboard shortcuts into the Search field.

Click

.

A list of possible matches displays. 

Scroll down this list and double click any item you think might be the response to your question.

Information about that function displays.

Microsoft On-line Training Microsoft has provided some great on-line training for Word 2007, as we have already seen a few times now. They can be a little difficult the first time you do them as they include a great deal of information, but you will find them a great help if you do them from time to time to remind you of what is possible.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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Where to find help Help with Microsoft Word 2007

Microsoft On-line Training: Menu for all available Word 2007 training Go to http://office.microsoft.com/en-us/training/CR100654561033.aspx

Each of these has a Quick Reference Card in the bottom left frame. You can print and keep these stored somewhere handy. They will provide you will an invaluable quick reference collection.

Microsoft Knowledge Base If you are planning on becoming a Microsoft guru, this is where you will start. You can go to this site if you have something odd happen to your document or want to do something you can’t find in the help or training. You do need to be pretty experienced before this information will be of any use to you.

Go to http://support.microsoft.com/

The Word MVP Site (Microsoft Most Valuable Professional) The Microsoft Most Valuable Professional site is even more advanced than the knowledge base. It is for the real gurus – those people who help Microsoft develop their products. You can find lots of information here on how to solve issues with Word, and on various addons you can use if you really want to.

Go to http://word.mvps.org/index.html

Other Online Experts There are also Microsoft experts who offer free assistance online. Some send out newsletters. There are also mailing groups covering Microsoft issues. You can check out each of the following. This sort of information goes out of date quickly, so please let the publisher know if these are no longer available. If you are keen to explore all you can do with Microsoft Word, then getting tips sent to your inbox can be a good way of exploring new features. Allen Wyatt’s Word Tips

http://wordtips.vitalnews.com/ You can get a daily or weekly tips newsletter from here.

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9

Where to find help Help with Microsoft Word 2007

TechRepublic Word Tips

http://techrepublic.com.com/1200-10877-5734115.html You can get useful tips from here and get them sent to your inbox weekly

Stephanie Krieger

http://www.arouet.net/ Stephanie is an MVP. She has lots of free information and also runs tutorials for a fee.

O’Reilly

http://www.oreilly.com/store/series/mm.csp O’Reilly publishers have a full range of Microsoft Office manuals, downloadable as PDF files, including Word 2007 for Starters: The Missing Manual by Chris Grover

Shauna Kelly

http://shaunakelly.com/word/index.html Lots of free information, mostly fairly basic.

Help with Microsoft Windows operating system Every computer needs an operating system to interpret between you and the hardware of the computer. This workbook covers two such operating systems: 

Windows XP

Windows Vista

If you have any other operating system, the procedures in this book that relate to the operating system will not work for you. However, all the Word 2007 based procedures will work just fine. If you are struggling with any aspect of your operating system while you are working with Microsoft Word 2007, there is very comprehensive help on-line – probably as good as anything you will find in a book, just so long as you have enough skills to find the site on-line and use your mouse to navigate around.

Windows Help and How-to, Windows Basics (for Vista) Go to http://windowshelp.microsoft.com/windows/en-us/winbasics.mspx 

Check out the instructions you can find on this site.

You can refer to this information every time me you have something you need to do in Windows Vista and are not sure how to do it.

For more advanced information go to http://windowshelp.microsoft.com/Windows/enUS/default.mspx

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

Page 129


PROJECT 4 – Create a glossary using a table Work with tables and create new styles

10: PROJECT 4 – Create a glossary using a table Work with tables and create new styles Tables are a great tool that can help us analyse data, and communicate it in a useful way. In this project, we will create a glossary using a table to help us layout our information. You will also discover how to create your own styles, so that you end up with a very nice looking glossary.

Project 4.1: Create a document with “Normal” template 1

Open Microsoft Word

2  Click , highlighted.

,

if it is not already

3

Click

4

Click

5

Use Save As to save this document. Name it Glossary.

in the centre panel.

. A new blank document displays on your screen.

Project 4.2: Create a table 1

Click on the Insert tab, Table group, Table.

The Insert table menu displays.

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PROJECT 4 – Create a glossary using a table Work with tables and create new styles

2

Drag your cursor across three squares wide and seven squares deep.

Left click.

10

A basic table displays in your document.

3

Type three headings across the top row:  Term  Definition  Additional Information

4

Type the information as shown on the left into the first few table cells.

You can use your own definitions if you prefer.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

Page 131


PROJECT 4 – Create a glossary using a table Work with tables and create new styles

Create a new style Project 4.3: Change text size and create a new style It is not obvious on your screen, but 11pt font size is a little large for a table when it is printed, so you are going to reduce the size and create a new style called Table Text that applies a smaller size text.

1

Make sure your Styles Task Pane is open for this exercise. 

On your Home tab, Styles group, click the Dialog Box Launcher in the bottom right corner.

The Styles Task Pane displays on the right of your screen. 2

Format text 

Highlight the words, The Ribbon.

3

Click on the Home tab, Font group, and change the font size to 9.

4

Create New Style At the bottom left of the Styles Task Pane you will see a row of three buttons. 

With the words The Ribbon still highlighted, click the New Style button. It’s the one on the left.

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PROJECT 4 – Create a glossary using a table Work with tables and create new styles

5

6

10

The Create New Style from Formatting dialog box displays. 

Type Table Text in the Name field.

Click in the Style for following paragraph field. Table Text will appear there as well, which means that, when you press Enter after a paragraph formatted with Table Text, the next paragraph will also be Table Text.

Look at the information in the Formatting frame. This is your formatting for Table Text.

Click

.

When you return to your document, your new style has been applied to The Ribbon. 

Place your cursor at the start of the words, The Ribbon.

Drag to the right so that the two cells to the right are also highlighted.

Then drag to the bottom of the table so that all table cells except the headings are selected.

Click on Table Text in the Styles pane.

Table Text style has now been applied to all cells except your heading cells

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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PROJECT 4 – Create a glossary using a table Work with tables and create new styles

7

Now click on one of your heading cells and highlight a word.

8

Click on the Home tab, Font group, and change the font size to 10.

Click on Bold.

With your word still highlighted,

9

click the New Style button. 10

11

.

The Create New Style from Formatting dialog box displays. 

Type Table Heading in the Name field.

Click in the Style for following paragraph field. Table Heading will appear there as well.

Look at the information in the Formatting frame. This is your formatting for Table Heading.

Click

.

When you return to your document, your new style has been applied to your piece of heading text. 

Place your cursor at the start of your heading row.

Drag to the right so that the two cells to the right are also highlighted.

Click on Table Heading in the Styles pane.

Table Text style has now been applied to your heading cells.

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PROJECT 4 – Create a glossary using a table Work with tables and create new styles

10

Modify a style Project 4.4: Change line spacing and modify your new style Now your text looks very cramped indeed, so you need to create some space before and after each paragraph. Once you have done this you can save your changes back to your new styles so that everything formatted with the same style also changes automatically. 1

Make sure your Styles Task Pane is open.

2

Change Line Spacing

3

Click in the first table cell, and highlight the words, The Ribbon.

On the Home tab, Font group, click

.

A menu displays a range of line spacing options. The list of numbers offers you a choice of spacing between the lines in a single paragraph (not before and after). 

Click

Enjoy… Microsoft Word 2007

.

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PROJECT 4 – Create a glossary using a table Work with tables and create new styles

4

The Paragraph dialog box displays. 

Click on Spacing, Before, and type 4 pt.

Click on Spacing After, and type 3 pt.

Click .

When you return to your document, there is now more spacing before and after your text. You need to save this back to your style so that every piece of text formatted with Table Text will have the same spacing.

5

Update a Style 

With your piece of text highlighted, right click on Table Text in the Styles pane.

This menu displays. 

Click

If you have done it right, all your text formatted with Table Text will now have the increased spacing before and after. 6

Now adapt the instructions above to modify your Table Heading style to have 6 pts before and 5 pts after. All your text with Table Heading style will change.

That’s it. You have successfully created and modified new styles. You may want to bookmark these instructions in some way, as you will use them often. From now on, you should never manually format text again. When you want to format something different, format it manually then create a new style for that formatting. If you are in a workplace, show everyone else how to do this. It will remove many of the frustrations of working with other people’s documents. Page 136

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PROJECT 4 – Create a glossary using a table Work with tables and create new styles

10

Format a table Project 4.5: Merge and split cells Look at the definitions for Calibri and Cambria. They are the same.

1

2

Merge cells 

Highlight the two cells with the same definitions.

On the Table Tools, Layout tab, Merge group, click

.

(This is another Contextual tab so will not be visible if your insertion point is not in a table.) The two cells become one. 3

4

Split cells

Delete the second paragraph of text.

You can also split the cells in the same way.

5

Highlight the cell you have just merged to split it again.

On the Table Tools, Layout tab, Merge group, click

.

The Split Cells dialog box displays. 

Overtype the Number of columns with 1.

Overtype the Number of rows with 2.

Click

Enjoy… Microsoft Word 2007

.

© Copyright Christine Kent

Page 137


PROJECT 4 – Create a glossary using a table Work with tables and create new styles

6

To copy the definition back into the empty cell: 

Place your cursor as shown to highlight the entire cell.

Press

Place your cursor in the empty cell below.

Press

on your keyboard to copy the cell.

on your keyboard to paste your cell contents.

Project 4.6: Insert Rows Now you can type in the rest of the definitions below (you can improve them as you do). 1

Type the following. Each time you reach the last row in your table, press the Tab key to create a new row.

Access Key Badge Key combination Contextual tab Flash drive File extension File path Quick Access Toolbar Screen tip Toggle Zoom in Zoom out Theme Template

Boilerplate templates Place holder

Page 138

Shortcuts that take you through the menu and ribbon to find a command. Letters or numbers that appear on the Ribbon and the Office menu when you press the Alt key. These perform specific commands and usually start with the Ctrl key. A tab that only displays when you have made a specific selection. A USB memory device File extensions are the 3 or 4 letters that come after the dot in a file name, for example, The Magic of the Ginger Family.docx A file path includes all the folders and subfolder names, and the filenames that you need in order to find a file. The Quick Access Toolbar is a customizable toolbar containing commands that you want to see all the time, no matter what navigation tab is currently displayed. A box that displays information about a command when you run the cursor over that command. Toggles are commands that you click to turn them on and click the same command to turn them off Decrease the display area and increase the size of the display in order to see detail more clearly Increase the display area and decrease the size of the display in order to see the big picture more clearly Themes are complete, coordinated package of fonts, colours, heading styles, and more, that you can apply with a single click. Templates define document elements like title pages, headers and footers, margin settings and many other types of formatting applied to an entire document These are templates with some starting material that you can adapt to your needs. They may include Place Holders Contains instructions for what to type, which disappear when you start typing.

© Copyright Christine Kent

Enjoy… Microsoft Word 2007


PROJECT 4 – Create a glossary using a table Work with tables and create new styles

10

Project 4.7: Set Header row to display across pages Once you have typed in all the additional definitions, you will find that your table has gone onto a second page. If you were to print this table now, the columns on the second page would not have the heading row. However, it is easy to change setting to ensure it does. 1

2

You can see this:

In the Table Tools, Layout tab, Data Options group, click

in Page Layout view (Click View tab, Document Views group, Page Layout.) or

in Print Preview. (You should have the Print Preview button in your Quick Access Toolbar. If it is not there, return to Manage Word 4: Add and remove commands on the Quick Access Toolbar – the quick way, page 41 and add it to your toolbar.)

Project 4.8: Prevent table cells from splitting across pages You don’t really want the table cells themselves to split across pages either. 1

To highlight your entire table.  Click in a table cell.  Click the icon

2

that appears at the top left.

Click Table Tools, Layout tab, the Cell Size group, dialog box launcher .

The Table Properties dialog box displays.

Enjoy… Microsoft Word 2007

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PROJECT 4 – Create a glossary using a table Work with tables and create new styles

3

Click on the Row tab.

In the Options area, untick Allow row to break across pages.

Click

.

Now your cells cannot split across pages.

Project 4.9: Sort your table cells So far, you have entered your terms in any order, but at some stage you will need to sort them into alphabetical order. 1

With your cursor somewhere in your table, find the Table Tools, Layout tab, then the Data group.

Click Sort.

The Sort dialog box displays. 2

You are going to sort by Term, which is what you have been offered. 

Look at each of the other options on this page so you know what is possible, before you click

Page 140

.

Check your document to make sure your terms are now in alphabetical order, and that they have the correct definitions.

© Copyright Christine Kent

Enjoy… Microsoft Word 2007


PROJECT 4 – Create a glossary using a table Work with tables and create new styles

10

Apply a Table Style to format your table Your table now looks neat, but pretty dull, so you can apply a table style to brighten it up.

Project 4.10: Apply a table style

1

With your cursor somewhere in your table, find the Table Tools, Design tab, then the Table Styles group.

2

Click on the More down arrow

to display a full gallery of Table Styles.

You will see a Plain table at the top, that is the table you already have, and a great array of other options in the Built-in gallery. You can scroll down to the bottom of this menu. 

Scroll down this box to see what is available then click on one of the Light Grid styles (if you leave your cursor over the boxes for a second or two, a screen tip will display the style name.)

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

Page 141


PROJECT 4 – Create a glossary using a table Manually format your table

You will see that the table style has overruled some of your formatting but not all of it. It has: 

changed your font in the Term column to Cambria 9 and bolded it, but not changed your font size

changed your font in your headings to Cambria 9 also, and un-bolded it

left the rest of your fonts alone.

Even though Calibri 9 is defined in your style, it has become Cambria 9. For this reason it is a good idea to select your Table Style before you do any formatting.

Manually format your table You can manually format your table to get the look you want.

Project 4.11: Format table borders With Built in table styles, it is best to stick to what you are given and, if you don’t really like any of them, you can create your own, using the Plain Table Style as a template. All the styles Microsoft has given us have large fonts and no spacing, meaning they look cramped. So you will create one of your own in a similar way to the way you created a Paragraph Style. You will: 

Format the row backgrounds with colours and

Format the borders

…so that you have table that looks like Light Grid but doesn’t over-rule your font.

1

With your cursor somewhere in your table, find the Table Tools, Design tab, then the Table Styles group.

2

Click on the More down arrow

to display a full gallery of Table Styles.

You will see a Plain Table at the top. 

Click Plain Table to re-apply it to your table.

Your paragraph styles have now reverted to Calibri and the correct bolding.

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PROJECT 4 – Create a glossary using a table Manually format your table

3

10

In the Table Styles group, click the More down arrow

next to

.

A gallery of options displays. 

Click

.

The Borders and Shading dialog box displays.

4

Make sure the Borders tab is displayed.

The Setting area offers you some preformatted options. The Style area offers a choice of line styles, line colour and line width. The Preview area gives you an idea what your table will look like.

5

Click through them each in turn and see what displays in the Preview area.

Make some choices and click what your choices are looking like.

To format only a particular row or column, highlight that row or column and return to the Borders and Shading dialog box.

To turn single borders on or off, click the boxes

Experiment till you find something you like the look of and finish with some nice table borders.

Enjoy… Microsoft Word 2007

to return to your table a few times to see

in the Preview area.

© Copyright Christine Kent

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PROJECT 4 – Create a glossary using a table Manually format your table

Project 4.12: Format background colours 1

2

Highlight a row to which you would like to apply shading.

In the Borders and Shading dialog box, click on the Shading tab.

Click the Fill down arrow, to get a gallery of colours, and select a colour.

Click the Style down arrow and scroll up and down the list and see what you are offered. The colour you select will display according to the pattern you select.

Look at the Preview area to get an idea of how your selection looks.

Click to return to your table a few times to see what your choices are looking like on your table.

Experiment with your entire table until you get to something you like the look of.

Project 4.13: Format font colours 1

2

If you do change your colour, you should change that back to your styles, (see page 135).

Now highlight your text and go to Home tab, Font Group, changing font colour. (see page 70).

, and experiment with

With your paragraph of text highlighted, right click on Table Text in the Styles pane.

Click

.

Project 4.14: Change column width Clearly, column 1 does not need to be as wide as columns 2 or 3. 1

Page 144

Click your cursor at the right edge of any cell in your Term column, so that you get the double pointed arrow as shown.

Hold down your left mouse button, drag your cursor to the left.

© Copyright Christine Kent

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PROJECT 4 – Create a glossary using a table Finalise your glossary

10

You should now have columns of different widths. You could also do this using the ruler above your work area. 

If your ruler is not visible, click View tab, Show/Hide group, Ruler.

Click as shown above to get the double headed arrow.

Hold down your left mouse button and drag your cursor to the left or right.

3

Experiment with dragging until you get the column widths you want.

4

Now take the time to make sure you table is exactly the way you want it.

2

Finalise your glossary This is now your own document that you can use as a “cheat sheet” or “ready reference”. 1

Additional Information 

You can choose to type additional information that suits you into the Additional Information column.

If you don’t want the column you can delete it as follows:  Place your cursor anywhere in the Additional Information column.  Click Table Tools, Layout tab, Delete,  Drag the remaining columns to create the table size you want.

2

Add definitions 

You can add more definitions to suit your own needs. Simply press the Tab key with your cursor in the last row of the table to insert new rows.

If you do this, you probably will want to re-sort using Table Tools, Layout tab, Data group, Sort.

If you want to insert a row in a particular place, highlight the row above or beneath that row, and click Table Tools, Layout tab, Rows & Columns group, Insert Below or Insert Above.

There are many more things you can do with tables, but this is enough to get you started. Next time you need to create a table, you can cruise around a few more of the options and see what they do.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

Page 145


About bullets and numbering Simple bullets and numbering in Word

11: About bullets and numbering Simple bullets and numbering in Word Bullets and numbering pose a problem in Word. They are complicated. Word tries to be very helpful and predict what you want, with sometimes very peculiar consequences. It is easy enough to insert bulleted lists or numbered lists, but it is not so easy to control exactly how they look and behave once you are working with larger or more complex documents. For this reason, we will be referring you more than normal to the Microsoft online training and support materials – if their instructions don’t work, you can take it up with Microsoft rather than the writers of this book.

Exercise 11: Download and print Microsoft PowerPoint presentation Before you start this exercise, download the PowerPoint presentation below and print. You will page your way through the presentation then do the exercises suggested below. 1

You must be using Internet Explorer Browser for this download to work. 

Go to http://office.microsoft.com/enus/templates/TC102209631033.aspx?CategoryID=CT102036981033

You are taken to Training presentation: Word 2007—Bullets, numbers, and lists. 2

3

Page 146

Click the

If you are offered the choice, of Open or Save, choose Open.

button.

You can save or print this file just as you would a Word file. To print: 

Click the Office button, Print.

In the Print dialog box, go down to Print what and select Handouts from the drop down list.

In the Slides per page field, select between 2 and 6 depending upon how good your eyesight is.

Click

.

© Copyright Christine Kent

Enjoy… Microsoft Word 2007


About bullets and numbering Simple bullets and numbering in Word

11

Exercise 12: Create simple lists 1

2

Read slides 1-11 then follow these instructions

Open a new document with Normal template (a new Blank document).

When you create a bulleted or numbered list this way, you are actually applying an inbuilt style – List Paragraph – that will display on your Styles pane once you have used it. 3

4

5

Enjoy… Microsoft Word 2007

Insert a bullet as shown.

Type a few words.

Press Enter. The next line is also bulleted.

Type a few words and press Enter again.

Look in your Styles pane to see the List Paragraph style with the box around it.

Press Enter twice to return to Normal Style.

Press Enter again to insert a blank line.

Insert a number as shown.

Type a few words.

Press Enter. The next line is also numbered with the next number in the sequence.

Type a few words and press Enter again.

Look in your Styles pane to see the List Paragraph style.

Press Enter twice to return to Normal Style.

Press Enter again to insert a blank line.

Insert a letter as shown

Type a few words.

Press Enter. The next line is also lettered with the next letter in the sequence.

Type a few words and press Enter again.

Look in your Styles pane to see the List Paragraph style.

Press Enter twice to return to Normal Style.

Press Enter again to insert a blank line.

© Copyright Christine Kent

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About bullets and numbering Simple bullets and numbering in Word

Exercise 13: Switch between bullets and numbers 1

Read slides 12-13 then follow these instructions

2

Your document will look something like this. 

Click on your bulleted list and click Home tab, Paragraph group, Numbering

.

Because the last type of numbering you used was a letter, it changes your bullets to a letter. To select the type of numbering you want: 

Click on the More down arrow

.

The gallery below displays.

3

Run your cursor over each of the options in the Numbering Library.

Select a numbered style.

The style for the entire list is changed to numbers. 

Move your cursor to your second list – the numbered list.

Click on the first item in your numbered list and click Home tab, Paragraph group, Bullets down arrow

, More

.

Select a bulleted style.

The style for the entire list is changed to bullets.

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About bullets and numbering Simple bullets and numbering in Word

11

Exercise 14: Select different bullets or number styles 1

Read slides 14-16 then follow these instructions

2

Change your bullets to another symbol Your document will look something like this. You bullets probably look different because this option was not on your list. However, you are able to change the bullets you use. 

Click on your bulleted list and click Home tab, Paragraph group, Bullets

, More down arrow

.

Click .

3

The Define New Bullet dialog box displays. You can choose Symbol, Picture or Font. 

Click

.

The Symbol dialog box displays, shown below.

Enjoy… Microsoft Word 2007

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About bullets and numbering Simple bullets and numbering in Word

4

Click the Font down arrow.

You are offered a choice of font sets from which you can choose your bullets. The most commonly used are the various Windings options and Webdings. 

Select a symbol from one of these.

Click

twice.

Your chosen symbol is returned to your bullet list and has replaced the original. 5

Format your symbol bullets 

Click on your bulleted list and click Home tab, Paragraph group, Bullets

, More down arrow

. 

Click Define New Bullet.

Click

.

The Font dialog box displays. You can use any of the options here to change the look of your symbol. 

Select a different font colour.

Select a different font size.

Your reformatted symbol is returned to your bullet list, and has replaced the original.

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About bullets and numbering Simple bullets and numbering in Word

6

11

Change your bullets to a picture 

Click on your bulleted list and click Home tab, Paragraph group, Bullets

, More down arrow

. 

Click Define New Bullet.

Click

.

You are offered a range of picture bullets, and the option to import your own. 

Select a picture.

Click

twice.

Your chosen symbol is returned to your bullet list, and has replaced the original.

7

Insert sub lists into your numbered list 

Click on your numbered list.

Add a third line so you have three numbers in your list.

Click on Line 2.

Click Home tab, Paragraph group, Numbering

., More down arrow

.

Click .

You are offered a range of indents with different bullet styles. 

Select an option.

Click

twice.

Just the line you selected has been indented and become a bullet, and your third line has become line 2.

Enjoy… Microsoft Word 2007

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About bullets and numbering Simple bullets and numbering in Word

8

Click on your numbered list.

Click Home tab, Paragraph group, Numbering

., More down arrow

.

Click Define New Number Format.

Here you can change the type of number, the font used for the number, and the alignment of the number (not the rest of the line). 

Click the Number style down arrow to select a different number style.

Click Font to choose a different font

Click the Alignment down arrow and select Centred.

Click

twice.

You now have a different looking number.

9

10

Click on your numbered list.

Click Home tab, Paragraph group, Numbering

Click Define New Number Format.

., More down arrow

.

In the Set Numbering Value dialog box you can set the start value of your list. 

If you have two lists, the second list may continue from the first. If you want it to start from 1 again, click Start New List.

If you have two lists, and you want the second list to continue from the first, click Continue from previous list.

If you want to define the first number in the list as a number other than one, type it into the Set value to: field.  Click Start new list.  Set value to: 3.

Click

twice.

You list now starts from 3.

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About bullets and numbering Simple bullets and numbering in Word

11

Exercise 15: Format and paste lists 1

Read slides 17-22 then follow these instructions

2

Right click on any number in a list and you will see the entire set of numbers highlighted.

Format them in just the same way you would format any text.

Click back outside the list and press Enter after the last item. Your new number will be formatted the same as the ones you have just manually formatted.

3

Now let’s do some practice. 

4

Create the following numbered list. Choose a method explained in the slide set to format the sentences under number 5 and number 7. Just don’t resort to the spacebar to do it.

Review You will go to the on-line training suggested in the slide set. This will take you back over the same material in a different way. You can: 

Type this web address in your browser.  http://office.microsoft.com/training/Training.aspx?AssetID=RP102161671033&C TT=6&Origin=RC102161651033

Click the online practice link on slide 23 and follow the instructions. You will need to be in full screen mode.  If the presentation is not already in full screen mode, click the slide show icon at the bottom right of the screen.

You can also take yourself through the test on slides 24-29.

IF you are very lucky, everything has worked as you thought it would. But if Word has decided to help you in ways you did not anticipate, and if it matters to you to understand what is going on, then you may need to seek additional help from the experts. Go to the websites of people like: 

Stephanie Krieger, http://www.arouet.net/

Shauna Kelly, http://shaunakelly.com/word/index.html

Allen Wyatt’s Word Tips, http://wordtips.vitalnews.com/

Enjoy… Microsoft Word 2007

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About bullets and numbering Turn automatic bullets on or off

As bullets and numbering have been a problem area for many previous releases, they have lots to say about them. Explanations for Word 2003 are probably still applicable to Word 2007.

Turn automatic bullets on or off Manage Word 30: Turn automatic bullets on or off You may discover that, once you are proficient with Word lists, and are using styles to apply them rather than the buttons on the Ribbon, that you want to turn the automatic bullets off. Check it out now, but leave them on for the moment. 1

2

Click Office, Word Options, Proofing.

Click AutoCorrect Options

Click the AutoFormat As You Type tab.

Under Apply as you type, select or clear the Automatic bulleted lists check box or the Automatic numbered lists check box.

Look through the other options on this tab to see what is here.

Click through the other tabs to see what you can do.

Click to accept changes or Cancel to exit.

.

Multilevel lists We will not cover creating multilevel lists in this workbook. However, if you want to continue and learn how to use multilevel lists, you can continue through the rest of the PowerPoint presentation. Eventually you may need to understand how to do them, but if you are finding them too frustrating for now, you may find it is best to leave them until you have a specific problem to solve, and then learn how to solve that problem.

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About bullets and numbering Multilevel lists

11

Use built-in Multilevel List Styles One of the most reliable ways of working with bullets and numbering is to work with the built-in Multilevel List styles. These are pre-defined sets of multilevel lists. If you are working in a document that has lots of complex lists, try to use these, and if they do not suit you, try modifying them rather than creating new lists. They have been designed by people who understand all the rules behind bulleted and numbered lists and so are less likely to do strange things than the lists you create yourself.

Exercise 16: View and use Multilevel List Styles 

Create a new document based on Normal template.

Open the Styles Task Pane so that you can see all the styles displayed.

2

Click Manage Styles

3

Click the Recommend tab.

Scroll down the list to near the bottom where you will find styles starting with the word List.

1

from the buttons at the bottom of the Styles Task Pane.

You will see that they are all greyed out and have the words (Hide Until Used) next to them. 

Highlight all these items and click .

Click

.

Scroll down your Styles Task Pane to the end and you will see four sets of multi-level lists. 4

Type five lines of text in your new document.

Press Enter.

Highlight the five lines and copy and paste them below the first list so that you have two lists, with an Enter between them.

Do this another two times so that you have four sets of five lines.

Enjoy… Microsoft Word 2007

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About bullets and numbering Other Microsoft resources to help you with bullets and numbering

5

Apply multi-level list styles 

Click on your first line of text.

Click List 1.

Click on your second line of text.

Click List 2.

Repeat until you have reached List 5.

Your list will now look like this. 6

Click on your first line of your second list.

Click List Bullet 1.

Repeat until you have reached List Bullet 5.

Your list will now look like this.

7

Repeat with your remaining two lists using List Continue and List Number.

Other Microsoft resources to help you with bullets and numbering If you find that you want to get very good at working with bulleted or numbered lists, there are other online resources you can use to help you.

Microsoft On-line Support for bullets, numbers and lists Training This is the full training for which you may have completed just the practice above. 

Go to http://office.microsoft.com/training/Training.aspx?AssetID=RC102161651033&CTT=6

Help You will find a menu of help files here. 

Go to http://office.microsoft.com/en-us/word/CH100626241033.aspx

Microsoft Help and Support Knowledge Base You will see lots of information on working with lists here. 

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Go to the http://support.microsoft.com/search/default.aspx?mode=a&query=numbered+lists&c atalog=LCID%3D1033&1033comm=1&spid=11377

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About Galleries and other “Quick” bits The Quick Access Toolbar

12

12: About Galleries and other “Quick” bits As a newcomer to Word, you will quickly take these for granted. But, if you are new to Word, and working with experienced users, don’t expect them to be able to help you with these for a while. You may find yourself teaching them.

The Quick Access Toolbar You have already looked at this in detail in Customise the Quick Access Toolbar, page 39. 

You can select any command, right click and select Add to Quick Access Toolbar to place a command on the toolbar.

You can right click on the toolbar button, and select Remove from Quick Access Toolbar to remove a command you are no longer using regularly.

The Building Blocks Galleries Building Blocks Building blocks are pre-designed and pre-formatted text, graphics or other document parts that are stored so that you can insert them in your document with one or two keystrokes.

Galleries Building Blocks are stored in Galleries. These are accessible through drop down menus from the Ribbon. When you see collections of thumbnail pictures, these are galleries. They give you a quick way of previewing and selecting your most commonly used options. They display pre-defined Building blocks, but you can also define and add your own. These are stored in a separate template that is made available to all your documents, irrespective of the template your document is developed on.

Quick Parts Quick Parts are Building Blocks that you define yourself, that don’t belong in any other Gallery. These are all stored together in their own Quick Parts Gallery. You can store any combination of text and graphics that you have created in a document as a Quick Part. It then only takes one of two keystrokes to get the entire contents of that Quick Part into your document.

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About Galleries and other “Quick” bits The Building Blocks Galleries

Live Preview When you run your cursor over a Building Block or a Quick Part in a gallery, and pause there a moment, in most cases it is applied to your document below, so you can see what it will look like.

Manage Word 31: Turn on Live Preview and Mini toolbar If Live Preview is not showing on your computer, complete the following procedure. 1  Click

to display the Word Options dialog box.

Popular 2

will be highlighted by default.

Click Enable Live Preview.

While you are there, also tick Show Mini Toolbar on selection. For more on this see The Mini Toolbar, page 167.

Take a tour Click the down arrows for each of the following to see the Galleries you are offered. Pay special attention to the Live Preview. 

Insert, Pages, Cover Page

Insert, Table, Quick Tables

Insert Header

Insert Footer

Insert Text box

Insert Equation

There is no need to learn how to manage them all, as they all work in much the same way, so we will just look at a couple of them, Cover Pages, and watermarks.

Manage Word 32: Create a new building block (Cover Page) 1

2

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Insert a cover page in your document and modify 

Create a new document using Normal Template.

Click down arrow on Insert tab, Pages group, Cover Page.

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About Galleries and other “Quick” bits The Building Blocks Galleries

3

Run your cursor up and down the options to see what they are. In this case, there is no Live Preview on the page below as they are too complex.

Select one you want.

12

The full cover page is drawn on your page. 4

Practice some of the skills you have learned to modify the cover page for a document like a book or a report: 

5

Change some fonts and colours, insert some different graphics – maybe your own photo, drag some elements to different parts of the page.

Save the Cover Page Building Block to the Gallery When you have finished modifying your cover page:

6

On the Home tab, Editing group, click Select, Select All to be sure you select all of the elements on your page.

On the Insert tab, Pages group, click Cover Page.

Click

The Create New Building Block dialog box displays. Most of the fields in the box have been completed automatically based on the gallery you entered from. 

7

Type a short but memorable name for your Building Block – something easy to type.

In the Gallery field you will see that your new building block is going into a Gallery called Cover Pages. 

Click on Gallery to see a list of all the other Galleries available.

Note that the Save in entry is Building Blocks.dotx. The Building Blocks will be stored in this file. More about this in Manage Word 37: Save the building block template, page 165.

8

Click on the Options box to see that, when you insert this block, it will go into its own page. Look at the other ways Building Blocks can be inserted into your document while you are there.

Click

On the Insert tab, Pages group, click Cover Page.

Scroll down the Gallery again, and you should see your cover page at the bottom.

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to save your new building block.

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About Galleries and other “Quick” bits The Building Blocks Galleries

Manage Word 33: Create a new building block (watermark) 1

2

Define a custom watermark and insert in document

3

Scroll down to the next page after your cover page.

Click down arrow on Page Layout tab, Page Background group, Watermark.

Click Custom Watermark.

The Printed Watermark dialog box displays. 

Click Text watermark.

Type the watermark you want in the Text field. It will need to be different from those already defined.

You can accept the rest of the defaults.

Click

.

You will see a faint label across both your pages. 4

Find and Select Watermark You now need to find and select the watermark so that you can define it as a Building Block. 

Click in the Header area of one of your pages to open the Header.

Scroll down and click on your watermark so that the resize handles display.

Note that watermarks are always found in the Header, even though they do not display in the header area. Tip If you ever find yourself unable to select something by clicking on it, try opening the header and looking for it there.

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About Galleries and other “Quick” bits The Building Blocks Galleries

5

12

Create a Watermark Building Block 

Click the down arrow on Page Layout tab, Page Background group, Watermark.

Click

.

The Create New Building Block dialog box displays. 6

Type a name in the Name field, again something short and memorable.

Note the Gallery, in this case Watermarks. Note that the Save in entry is Building Blocks.dotx. The entry will be stored in this file – more about this in Manage Word 37: Save the building block template, page 165. Note that in the Options field, you want Insert content only.  7

8

Click

.

View your new Watermark Building Block 

Click the More down arrow on Page Layout tab, Page Background group, Watermark.

Scroll down the Gallery again, and you should see your watermark in the General group.

Remove Watermark from document 

Click the More down arrow on Page Layout tab, Page Background group, Watermark.

Click Remove Watermark.

The watermark has been removed from your document. 9

Remove Watermark from gallery 

Click the More down arrow on Page Layout tab, Page Background group, Watermark.

Right click on your watermark.

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About Galleries and other “Quick” bits The Building Blocks Galleries

10

Click on Organise and Delete.

The Building Blocks Organiser dialog displays with your entry highlighted. 

Make sure the correct Building block is highlighted and click Delete.

You will learn more about the Building Blocks Organiser later.

Manage Word 34: Create a Quick Part There is no need for you to go through a Gallery to create a Building Block. For example, if you want to create a Building Block for some text that you use repeatedly, you simply highlight that text and create a Building Block with it. When you do this it is called a Quick Part and belongs in the Quick Parts Gallery. 1

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On the second page of your document, after the heading, type something that you are likely to want to re-use – perhaps an address, or the disclaimer information from a copyright page.

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About Galleries and other “Quick” bits The Building Blocks Galleries

2

12

Define a Quick Part 

Highlight the text for which you want o create a Quick Part.

Press Alt F3, or select Insert tab, Text group, Quick Parts, Save Selection to Quick Part Gallery.

The Create New Building Block dialog box displays with some fields completed. 

3

Check these fields to see if they are what you want, and change if necessary. Click

.

Tip Use the Quick Parts Gallery for Building Blocks that do not belong in any other Gallery.

View your new Quick Part 

Click Insert tab, Text group, Quick Parts, and you will see that your entry has been placed in the General area of the drop down gallery, displayed graphically so it is easy to identify and insert from this position.

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About Galleries and other “Quick” bits The Building Blocks Galleries

Manage Word 35: Insert Building Blocks and Quick Parts There are two ways you can insert Building Blocks and Quick Parts into a document. 1

Insert a Quick Part or a Building Block from a gallery You can insert from a gallery by finding the building block or quick part in its appropriate gallery. 

Delete your typing from Page 2 of your document (the text that you created a Quick Part with).

Place your insertion point in the position you want your Quick Part entered in your document.

Click Insert tab, Text group, Quick Parts, and click on your new Quick Part.

Your Quick Part text is replaced in your document. 2

Insert your Quick Part using F3 

Place your insertion point in the position below your last text.

Type the name you gave your Quick Part – this is why it needs to be short and memorable.

Press F3.

Now you have a second copy of the same Quick Part in your document. 3

Insert your Watermark Building Block using F3 

Place your insertion point anywhere.

Type the name you gave your Watermark Building Block.

Press F3.

Now you have your watermark back in your document.

Manage Word 36: Manage Quick Parts and Building Blocks You can manage Quick Parts and other Building Blocks as a whole from the Building Blocks Organiser. 1

Click Insert tab, Text group, Quick Parts, Building Blocks Organiser.

The Building Blocks Organiser dialog displays.

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About Galleries and other “Quick” bits The Building Blocks Galleries

2

Click on any Building Block to see a preview in the right hand column.

Review which Gallery it is in, and which Category within the Gallery.

You can edit, delete or insert a Building Block into a document from here.

12

Manage Word 37: Save the building block template When you created your building blocks, you told Word to save them in building blocks.dotx. If you want to keep them, you have to save that file. 1

Close Word 

Save and close your document with the Cover Page in it. Remember the name and location as you will use it again in the next exercise.

If you have any other Word documents open, save and close them, and close Word.

The dialog box below displays. 2

Save building blocks.dotx

Click

to save your changes.

Your building blocks will now be available to any document you open.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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About Galleries and other “Quick” bits The Quick Style Gallery

Microsoft On-line Training: Building Blocks To go over this and review from another perspective you can do this on-line training.

Go to http://office.microsoft.com/training/training.aspx?AssetID=RC102414221033 …or if you prefer a PowerPoint presentation Go to http://office.microsoft.com/enus/templates/TC102536871033.aspx?CategoryID=CT102036981033

The Quick Style Gallery You can manage styles on your Quick Style Gallery in much the same way as other Quick Parts.

Manage Word 38: Create new style and add to the Quick Styles Gallery 1

Open your previous document – the one with the Cover Page.

2

Go to the text you entered and manually format it so that it is totally different to any style in Normal template. You are going to create a new style with these attributes.

3

Create a new style

4

Highlight this text including the final paragraph mark.

Click on Home tab, Styles group, More down arrow.

Click

.

The Create New Style from Formatting dialog box displays. 

Type a sensible name in the Name field.

Click

.

You have created a new style and placed it into the Quick Styles Gallery.

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About Galleries and other “Quick” bits The Mini Toolbar

12

Manage Word 39: Add a pre-defined style to the Quick Style Gallery 1

Make sure your Styles Task Pane is open.

Format a line of text with a style that you find in the Styles Task Pane that is not also in the Quick Style Gallery.

Right click on that style name.

Click (If it is already in the gallery, you will have the option to Remove from Quick Style Gallery.)

Your selection displays in the gallery.

Manage Word 40: Remove a style from the Quick Style Gallery 1

Click on Home tab, Styles group, More down arrow.

Look through this list to find a style you haven’t used very often.

Right click that style.

Click

Your style has gone from the Quick Style Gallery, but is still available when you open the Styles task pane.

The Mini Toolbar You may have seen the Mini toolbar display when you have been working with text. This toolbar has the same commands as the Home tab, Font group with some additional commands from the Clipboard and Paragraph groups.

Manage Word 41: Use the Mini toolbar 1

Format text using Mini toolbar 

With any document open, highlight some text.

A faded toolbar displays. 

Run your cursor to the toolbar to make it clear.

Click on any command to see how it works.

Experiment with a few of these commands – run your cursor over them to see Live Preview, or click to select.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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About Galleries and other “Quick” bits Templates and Themes

Templates and Themes Templates and themes can also be applied, modified and created in a similar way to their simpler cousins, Building Blocks, Quick Parts and the Quick Style Gallery. You may want to create your own templates and themes if you are setting them up for a corporate or other organisation where they have strict in-house standards. Both of these are quite complex operations, so if you are interested in doing this, you may want to access the on-line training. Once you have them set up, you can add them to the relevant galleries so that you can select them from a graphical representation: 

Your custom theme can be place on the Page Layout tab, Themes drop down list.

Your custom template can be made available when you click Office, New and select a template to use.

Microsoft On-line Training: Templates You did the first part of this training earlier, but now, if you are interested, you can do the part on creating your own templates.

Go to http://office.microsoft.com/training/training.aspx?AssetID=RC102231981033 , or, if you prefer, this PowerPoint presentation Go to http://office.microsoft.com/enus/templates/TC102326581033.aspx?CategoryID=CT102036981033

Microsoft On-line Training: Apply your brand to Office documents with themes Try this demonstration to help you create your own Themes.

Go to http://office.microsoft.com/en-us/word/HA101644061033.aspx

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Import data and work with Fields and References Import data

13 2

13: Import data and work with Fields and References In Word, you can: 

import data from other programs and files

insert fields and references, which tell your document to look for data elsewhere and insert it

Import data In previous exercises, you have used the Insert tab to insert a range of graphical elements most of which come as part of Word 2007: 

Insert, Cover Page

Insert, Table

Inserts Picture

Insert, Clip Art

Insert, Smart Art

Insert, Shapes

Insert, Text Box

Insert, Chart

In this exercise, we will create a new document using normal template and look how to import a file from an external source: 

Insert Object

Exercise 17: Insert Object (Text from File) You can use Insert Object or Insert File to insert any object that is recognised by Word 2007 into a Word 2007 document. 1

 Open a new clean document using normal template.  Click Insert tab, Text group, Object.

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Import data and work with Fields and References Work with Fields

2

The Insert File dialog box displays.  Find and highlight Magic of the Ginger Family Two Page  Click . Your entire document has been inserted into your new document.

Work with Fields Create form fields with Content Controls Content Controls are another new feature of Microsoft Word 2007. They partially replace form fields. You may want to create customised templates, such as corporate forms, or letter or fax templates, that use your own theme and that use Content Control fields.

Exercise 18: Use Content Control fields The best way to see what these are is to open one of the new boilerplate templates. We will use the Median Letter template we used in the first project. 1  2

, New

.

The New Document dialog box displays. 

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In Microsoft Word, click Office

From the Templates frame click Installed Templates. These are the templates supplied by default with Microsoft Word 2007.

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Import data and work with Fields and References Work with Fields

3

4

Scroll up and down the installed templates panel to find and click on Median Letter.

Click

13 2

.

Look at the instructions surrounded by square brackets – these are called Place Holders. When you click on one of these, a box displays around it. When you type your own text in the brackets, the placeholder disappears and your own text remains.

Exercise 19: Remove Content Control You can remove the content control providing the person who programmed the content control enabled this feature. 1

2

This menu displays. 

Right click on any of the Place Holders.

Click Remove Content Control.

You are returned to the document and there is no longer a place holder. Note that, if Remove Content Control does not appear on this menu, the programmer has made it unavailable. This has been done with autogenerated tables of content covered in the next set of exercises.

Enjoy… Microsoft Word 2007

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Import data and work with Fields and References Work with Fields

Exercise 20: Create Content Control fields If you are creating templates for others to use, you may want to create content control fields like these. For this you will need the Developer tab you made visible in Error! Reference source not found., page Error! Bookmark not defined.. 1

2

Click on the Developer tab, and identify the Controls group.

Click

Click to insert a Rich Text content control. In Design Mode it will display as shown.

Type any changes you want to make to the placeholder text.

. This is a toggle.

You can type very detailed instructions here, formatted in any way you like. You can set an option that automatically removes all your content when the user starts typing in the control. 3

With your cursor in the field you have just created, click

.

The Content Control Properties dialog box displays. 

Complete the dialog box as required. You can define:  Title  Tag  The Style used to format content  Whether the content control frame can be deleted  Whether contents can be edited  Whether multiple paragraphs are allowed  Whether the content control can be removed. Select this if you want placeholder text to disappear when someone types in their own text

 4

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Click

Click here to enter text.

to save properties.

If you have two or more Content Controls, you can group them to keep them together. 

Highlight two Content Controls.

Click Developer tab, Controls Group, Group

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.

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Import data and work with Fields and References Work with Fields

5

13 2

Click to toggle Design Mode off and see how the Content Control will display in a document.

Content Control Options For full instructions on working with each of the following Content Controls, use the on-line help system: 

run a search on “Content Controls”

select the help option: Word > Creating specific documents > Forms

You can build forms using Content Controls. This is a significant new area that is well documented in the on-line help system. For full instructions on developing forms using Content Controls: 

run a search on “Create forms that users complete in Word 2007”

select the help option: Word > Creating specific documents > Forms Insert a Rich Text Content Control

Insert a Plain Text Content Control

Picture Content Control

Combo Box

Drop Down List Content Control

Date Picker Content Control

Enjoy… Microsoft Word 2007

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Import data and work with Fields and References Work with References

Building Blocks Gallery

Legacy Tools

Microsoft On-line Training: Building Word 2007 Document Templates Using Content Controls For the developer perspective on Content Controls, you may want to check out this overview.

Go to http://msdn2.microsoft.com/en-us/library/bb264571.aspx

Work with References Create an auto generated table of contents If you have set your documents up correctly using styles, it is easy to tell Word to create a table of contents for you.

Exercise 21: Create table of contents 1

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Before you start, make sure the Show all button on your Home tab, Paragraph group, is highlighted.

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Import data and work with Fields and References Work with References

2

Create a new document using Normal template.

Press Enter a few times to insert some hard returns.

Under those hard returns, create the following hierarchy of headings formatted with the style of that name:

13 2

 Heading 1  Heading 2  Heading 3  Heading 1  Heading 2  Heading 3

3

Place your cursor on one of the hard returns above the first heading style.

4

Click References tab and find the Table of Contents group.

Click. Table of Contents. A menu displays.

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Import data and work with Fields and References Work with References

5

Click Automatic Table 1 or Automatic Table 2.

A table of contents is inserted at the location of your cursor, showing each heading you formatted with a heading style. 

Place your cursor in your table of contents. It will highlight and you will see a Content Control at the top. Refer to Import data, page 169 above, for more information on these fields.

6

Open your Styles Task Pane so that you can see which styles are applied. (Go to Project 2.3: Look at styles and their attributes, page 58, for instructions.)

With your cursor in your TOC, click up and down each heading entry.

You will see that each:  Heading 1 has the style TOC 1 applied  Heading 2 has the style TOC 2 applied  Heading 3 has the style TOC 3 applied

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Import data and work with Fields and References Work with References

13 2

Exercise 22: Update table of contents 1

When you change the headings in your document, these can be reflected through into your TOC automatically. 

Place your cursor in your table of contents. It will highlight and you will see a Content Control at the top.

Click . The Update Table of Contents dialog displays.

Click to select Update page numbers only or Update entire table.

Click OK

Alternatively, you can place your cursor anywhere in your TOC and press F9.

Exercise 23: Modify table of contents 1

Place your cursor in your table of contents.

Click References tab.

Click, Table of Contents, Insert Table of Contents.

The Table of Contents dialog box displays.

2

From this page you can modify the look of your TOC. 

Show page numbers (defaults to ticked)

Right align page numbers (defaults to ticked)

Show number of heading levels (defaults to 3 but you can change to show more or less heading levels).

Enjoy… Microsoft Word 2007

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Import data and work with Fields and References Work with References

3

Click

.

The Table of Contents Options dialog box displays. You can see here the three heading levels that have been included by default. You can change this to any styles in your document.

4

Click

.

Click box displays.

. The Style dialog

This is where you can change how each entry level in your TOC displays. 

Click

.

Add footnotes, endnotes and other references You can use footnotes and endnotes to reference information in your text, either at the bottom of the page (footnotes) or at the end of the document. You can use them to: 

add information about the topic that you do not think should go in the main text

acknowledge your sources if you have quoted material written by someone else

In Word 2007, these are automatically numbered. If you insert a number part way through a series, the remaining numbers are adjusted accordingly.

Exercise 24: Add footnotes to text 1

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 Open Magic of the Ginger Family Two Page. This document is now formatted with headers and footers.

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Import data and work with Fields and References Work with References

2

13 2

 Find the Magic Bullet Curry Paste recipe. This recipe was taken from a published book which should be cited as the source.  Place your cursor at the end of the sentence “throw one container into the recipe” but before the full stop.

3

 Click References tab, Footnotes group, Insert Footnote.

4

A very small number 1 is inserted after the word recipe, and a line has been drawn under your text on the first page, but above your footer. Your cursor is flashing in the footer.  Type Adapted from Pandit Pranath’s Curry, The Great Garlic Cookbook, Barbara Friedlander and Bob Cato, page 79.

5

 Click back into your text.  Run your cursor back over the number 1, after the word recipe, and you will see your footnote text displayed.

6

 Place your cursor back to the position after the word flu. (If you have a cold or flu.)  Click References tab, Footnotes group, Insert Footnote.  Type, If symptoms persist, seek medical attention, in the footnote. Note that this footnote is now numbered 1, and the book reference has been automatically re-labelled 2.

7

 Return to the top of your page and press Enter after the heading to insert a new line.  Type “Every good quality is contained in ginger.”  Apply List Paragraph style.  Insert a footnote outside the quotation marks and type An ancient Indian proverb into the footnote. Your footnotes should now display as follows.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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Import data and work with Fields and References Work with References

Exercise 25: Change a footnote to an endnote 1

 Double click on your footnote number in the text. This will take you to the footnote itself.  Highlight some of the text.  Right click to display a menu  Click Convert to Endnote. Your note has now been moved to the end of the document on page 2.

2

 Repeat the process and click Convert to Footnote to return the footnote to page 1.

Exercise 26: Add captions Hopefully in an earlier exercise you added an illustration to this document. If you did not, start at step 1. If you did, go to step 2 1

 With your cursor somewhere in Magic of the Ginger Family Two Page, search Clip Art for an illustration of ginger. Insert it “square” so that text wraps around the illustration.

2

 Select your illustration.  Click References tab, Captions group, Insert Caption. The Caption dialog box displays.

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Import data and work with Fields and References Work with References

3

13 2

 Type Ginger Plant in the Caption box. You can choose to:  Change the Label, Figure, to something else.  Change the Position to display the caption above or below the illustration.  Tick Exclude label from caption to remove the word Figure altogether.  Make your selections and click OK. A caption is now displayed with your illustration.

Edit documents on-line using Comments Exercise 27: Add and delete Comments in a document It may happen that you want to annotate a document with some issues you have found – maybe if you are editing a document in Word 2007 for someone else, or if you are collaborating on a document. 1

 Open any document.  Highlight a piece of text that you do not like, or in a position where you would like to make some kind of change.

2

Add Comments  Click Review tab, Comments group, New comment. Your highlighted area of text will now have a coloured background and a comment box will have displayed in a special area to the right of your page.  Do this two more times so you have three comments.

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Import data and work with Fields and References Work with References

3

4

Navigate through Comments Once you have comments in your document, all the greyed out options on the group become available.

 Click to move backwards through your comments.

 Click comments. 5

to move forwards through your

Delete Comments  With your cursor somewhere in the red area of one of your comments, click comment disappears.  Click

. That

, .

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Preview, adjust and publish documents Set Spelling and Grammar checking options

14 2

14: Preview, adjust and publish documents Set Spelling and Grammar checking options So far, when you have run the spell checker you have used the standard setup. Now we will look at the checking options you can select.

Manage Word 42 – Set spelling and grammar options method 1 1

Open one of your documents with a reasonable amount of text in it.

Click

2

3

,

,

.

Under When correcting spelling and grammar in Word ensure the first four options are ticked: 

Check spelling as you type.

Use contextual spelling.

Mark grammar errors as you type.

Check grammar with spelling.

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Preview, adjust and publish documents Set Spelling and Grammar checking options

4

5

Under Writing style: 

Click the More down arrow.

Select Grammar & Style.

Click

.

The Grammar Settings dialog box displays. 

Scroll up and down the options to see the kinds of things you can tell your spell checker to check for or to ignore.

These options can be extremely useful if you are working with documents that have special requirements. Make any changes you want. Don’t worry if you don’t understand many of them – just remember the options are there. 6

Click changes.

if you have made changes or

7

Click

to exit the Proofing dialog box.

to exit without saving

Depending on the options that were previously selected, you may see:

8

green underlines on your document that are telling you that there is some kind of grammar or style issue with that text or

red underlines that are telling you that there are spelling mistakes.

Click the Review tab on the Ribbon.

Click Spelling and Grammar on the Proofing tab.

Spell check your document – with the new settings.

If you can’t remember how, go to Project 1.15: Run spell checker, Page 33. 9

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Run the spelling and grammar checking again for all your documents.

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Preview, adjust and publish documents Set Spelling and Grammar checking options

14 2

Manage Word 43 – Set spelling and grammar options, method 2 Remember, there are always several ways of doing everything in Word. 1

Open one of your final documents.

2

Click the Review tab on the Ribbon and identify the Proofing group.

3

Click Spelling & Grammar.

Alternatively, you can click the spelling and grammar button on your Quick Access Toolbar.

4

The Spelling and Grammar dialog box displays with information on the first spelling mistake it finds. 

Click

.

The same dialog box displays – the Word Options dialog box. 

Follow the instructions from Manage Word 42 – Set spelling and grammar options method 1, page 183 above to complete setting your spelling and grammar options.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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Preview, adjust and publish documents Review printer setup

Review printer setup When you have been printing your documents, you have been selecting the option to print the document as a reader would want to read it, but you do have other options. These will, however, vary from printer to printer, and program to program. Some are set in Word 2007 and others in the printer.

Manage Word 44: Set print options in Word Options 1

Open a document with several pages.

2 Click 3

to display the Word Options dialog box.

Click Display and look down to Print.

You have a range of options here for how you want your documents to print. You can set Word 2007 to:

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print drawings

print background colours and images

print document properties

print hidden text

update field codes before printing

update linked data before printing

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TIP This is where you tell your document to print hidden text.

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Preview, adjust and publish documents Review printer setup

4

Click Advanced and scroll down to Print.

You have a range of options here also for how you want your documents to print. 

14 2

TIP This is where you tell your document to print field codes rather than their results.

For the moment retain the default selections as shown.

Exercise 28: Set print options in your document So far, you have only used the quick print option to print your documents. However, in the long term you will want more control. 1

Open a document with several pages.

Click , to display the Print dialog box. This will be laid out differently depending on your printer make and model.

2

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Preview, adjust and publish documents Review printer setup

3

Look in the Printer frame. This is where the printer to which your computer is attached is displayed.

Click

.

The Properties dialog box for your printer displays.

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Preview, adjust and publish documents Review printer setup

14 2

You can tell your printer to do all sorts of things using this dialog box. Your dialog box will be different from the one shown as it will display the properties for a different printer, but you can probably find a few of the same elements. Look for:

4

The option to choose colour or black and white (greyscale/grayscale).

The print quality.

The option to print on one or two sides of the page (for this printer, that option is on the Page Setup tab so it is not visible on this screen capture).

Make any changes necessary for your document.  If you have the option, find and select the option to print on both sides of the page. You should try to do this where you can so that you save some paper.  Use colour where appropriate, but black and white is less expensive. At least try to do your flyer in colour.  Use draft quality to save ink until your final print.

5

6

Click changes.

if you have made changes or

to exit without saving

Back on the Print dialog box; look in the Page range frame. This is where you tell the printer which pages to print. 

Click the All option button to print the entire document.

Click Current page to print only the page in which your cursor is currently located.

Click Pages and type in the page number range, to print specified pages only.

Still on the Print dialog box, look in the Copies frame. This is where you tell the printer how many copies of each page to print. 

Type the number of copies in the Number of copies field.

If you have selected more than one copy and your document is more than one page, tick collate to tell the printer to print the entire document then print the next entire document. If you leave this un-ticked, it will print all the page 1s followed by all the page 2s etc.

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© Copyright Christine Kent

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Preview, adjust and publish documents Review printer setup

7

Still on the Print dialog box, look at the Print what: field: 

Click the More down arrow, and see what the options are. You will normally accept the default, Document.

TIP If you want to print comments, select Document showing markup.

8

Still on the Print dialog box, look at the Print: field: 

9

Click the More down arrow, and see what the options are. You will normally accept the default, All pages in range.

Still on the Print dialog box, look at the Zoom frame: Look at the Pages per sheet field. 

Click the More down arrow and see what the options are. Your will normally accept the default, 1 page.

Look at the Scale to paper size field:

10

Click the More down arrow, and see what the options are. You will normally accept the default, No scaling.

Work through each of the documents you want to print and select the correct options for each.

Print Preview each.

Print each.

Exercise 29: Print to file With some printers, you can save to a raw print file what has a file extension of .prn or .ps These can be used to store the captured file so that it can be printed later when you do not have access to the original file. Note that not all printers have this option available. 1

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 Open any document.

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Preview, adjust and publish documents Navigate through your document

14 2

2  Click 3

,

to display the Print dialog box.

 Click Print to file, and complete Print to File dialog box.

Navigate through your document When you are doing a final review you may find yourself needing to make some fixes throughout the document, or finding pages fast.

Manage Word 45 – Find and replace text or other attributes You can search for a particular word or kind of formatting, or special character. Once you have found it you can replace it with another specified item if you wish. 1

Open a large document.

2

Click the Home tab on the Ribbon identify the Editing group.

3

Click

.

The Find and Replace dialog box displays.

4

You can find particular words in this screen or click the replace tab to find a word and replace it with another. 

Click the Replace tab.

Click

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.

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Preview, adjust and publish documents Navigate through your document

The full Find and Replace dialog box displays. 

From here you can specify what you want to find according to:  Case  Whole words  With wildcards

5

You can specify what, if anything, you want to replace it with.

Click

.

You are offered a range of options for the kind of formatting you can search for AND replace with.

6

Click

.

You are offered a range of special characters you can search for AND replace with. 

Experiment with the Search and Replace options in your document to see what it is possible to do.

When you are finished, click

.

Remember, if you save your document to a new name, you can experiment all you like without affecting your good document.

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Preview, adjust and publish documents Navigate through your document

14 2

Manage Word 46 – Go to a different location in your document 1

In a large document, press

.

This takes you to the third tab, Go to. You can specify a range of things including:

2

Page number

Section number

Line number

Try navigating through your document using page number.

When you are finished, click

Enjoy… Microsoft Word 2007

.

© Copyright Christine Kent

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Keep your computer and your files secure Save files in Windows Explorer

15: Keep your computer and your files secure Save files in Windows Explorer Folder naming conventions and path size limits Many of the same rules applied to file naming also apply to naming folders. Names should be as short as they reasonably can whilst still being self explanatory. There are some size limitations on the total length of file paths. Once you have exceeded your limit, you will no longer be able to open your files. So it is important to name folders and files effectively and keep them as short as possible. These limits are: 

for Windows XP, up to 255 characters

for Windows Vista, up to 260 characters

A file path includes all the characters of folders, subfolders and filenames, for example: 

C:\Documents and Settings\Francesca Violetta\My Documents\By Land and By Sea\Advertising Materials\Magazine Advertisements\advertising file.pdf

This is quite a long path, but is still only 144 including spaces. If you remove the spaces, it is 132 characters. If you remove wasted words and abbreviate other obvious words, you could reduce it a lot further. However, despite this, a number of workplaces have such deep folder structures that they do reach the limits. If you find that you are not able to open a file from Windows Explorer when you can see it there, explore the possibility that there are too many characters in the path and file name combined.

Some folder naming conventions Many workplaces have mandatory file and folder naming conventions, but even for your home computer, consider setting up and applying some simple rules, for example: 

Roll words together rather than using spaces, eg ChristineKent.

Use lower case and delimit words with an uppercase letter.

Use a dash instead of an underscore if the file name is long (an underscore is hard to detect once the name becomes a URL).

Use short words if possible, as they are easier to see, remember and type.

Use abbreviations and acronyms where they are well understood, but ONLY if they are well understood.

A word on file extensions File extensions are the 3 or 4 letters that come after the dot in a file name, for example: 

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The Magic of the Ginger Family.docx

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Keep your computer and your files secure Save files in Windows Explorer

15

These few letters tell your computer what program the document has been created in and so what software program it can be modified in. If you click on your document in Windows Explorer, your computer reads that it has a .docx extension and so opens Word 2007 for you. Here are some examples of file extensions, and the program the file belongs to.

.docx

Microsoft Word 2007

.docm

Microsoft Word 2007

.doc

Microsoft Word 2003 or earlier

.xlsx

Microsoft Excel 2007

.pptx

Microsoft PowerPoint 2007

.html

A web page

.pdf

A PDF file – the format used for a lot of files you can download from the Web. They are “read only”.

Manage Word 47: Select details view in Windows Explorer (Windows XP) If you cannot see these extensions in Windows Explorer, complete the following steps. In the long run, this is the best way to work with files, so try to get used to working with details displayed. It will help you become familiar with how your computer is working.

1

Right click

2

Click the More down arrow on the Views button.

3

Click Details.

and click Explore from the menu.

You should now be able to see all sorts of information about your files, but you still may not be able to see the extension after the file name.

If you still cannot see a file extension, complete the following.

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Keep your computer and your files secure Save files in Windows Explorer

4

Click Tools.

5

Click Folder Options.

The Folder Options dialog box displays.

6

Click the View tab.

Make sure each of the following check boxes is ticked: 

Display the full path in the address bar.

Display the full path in the title bar.

Make sure that the following check box is un-ticked:

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Hide extensions for known file types.

Click

.

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Keep your computer and your files secure Save files in Windows Explorer

15

Manage Word 48: Select details view in Windows Explorer (Windows Vista) If you cannot see these extensions in Windows Explorer, complete the following steps. 1 

Right click menu.

and click Explore from the

Windows Explorer starts.

2

Find a folder with some files in it.

Click the More down arrow on the Views button.

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Keep your computer and your files secure Save files in Windows Explorer

3

Click Details.

You should now be able to see all sorts of information about your files, but you still may not be able to see the extension after the file name.

If you still cannot see a file extension, complete the following. 4

Click Organise.

5

Click Folder and Search Options.

6

The Folder Options dialog box displays. The default tab is the General tab. 

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Click View.

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Keep your computer and your files secure Save files in Windows Explorer

7

Click the View tab.

Untick Hide extensions for known file types.

Click

15

.

In the long run, this is the best way to work with files, so try to get used to working with details displayed. It will help you become familiar with how your computer is working.

How to prevent others opening a file You can password control a file so that it can only be opened by someone who knows the password, or so that it can only be modified by someone who knows the password.

Manage Word 49: Apply, modify and remove a password on a file 1

In this exercise, you are going to use the Microsoft Office Online Help to work out how to perform the following actions. 

Open a file that you have saved – preferably one that you will not need again.

Press the

Click the little round button with the question mark at the top right.

2 key. OR

The Word Help window displays.

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Keep your computer and your files secure Save files in Windows Explorer

In the Word Help window, type password into the Search field.

Click

4

Select Set a password to open or modify a document, workbook, or presentation.

5

When the help screen displays the instructions, drag it to a place on your screen so that you can still see your file in Word.

Scroll down and read the page as you go.

When you get to: Set a password to modify a document, click.

6

Work your way through the instructions, using the file you selected in Step 1. Remember, you can drag the help screen around the window if it gets in your way.

7

Once you have completed the instructions, save and close your document, then try to open it again.

3

.

You will be presented with this dialog box.

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Type your password.

Click

.

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Keep your computer and your files secure Save files in Windows Explorer

8

15

Now, using the same file complete:  Change a password and  Remove a password

As these functions are pretty seriously hidden and it is very unlikely you will find them again by just cruising through menus, make sure you remember how to find them in the Help. Remember, it can be dangerous to lock files with a password, particularly if you are likely to forget that password. There is no way to find a lost password.

How to prevent others editing a file Manage Word 50: Make a file “read only” You also have the option to control how your document can be edited. You can make it “read only” so that others can see it, read it and print it, but not edit it. Again, open a document that you can afford to lose if you lock it and can’t get it unlocked again. 1 

Click

Click

Click General Options.

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,

. .

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Keep your computer and your files secure Save files in Windows Explorer

The General Options dialog box displays.

2

Click

.

The Save As dialog box displays. 3

Click

.

The Restrict Formatting and Editing task pane displays.

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Keep your computer and your files secure Save files in Windows Explorer

Tick Allow only this type of editing in the document: under 2. Editing Restrictions.

Click the arrow to the right of No Changes to open drop down list.

5

Select No changes (Read Only).

6

Back at the Restrict Formatting and Editing task pane:

4

Click

15

.

The Start Enforcing Protection dialog box displays. 

Type your password in the two fields.

Click

.

From now on, the document is locked against editing. 7

Click

Type your password in the Unprotect Document dialog box.

Click

to remove the lock.

.

Manage Word 51: Make a file “read only” – the quick way There is an easier way of getting to the Restrict Formatting and Editing task pane. 1

To protect a document 

Click the Review tab.

Click

Complete Steps 4-6 above.

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. The Restrict Formatting and Editing task pane displays.

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Keep your computer and your files secure System security

2

3

To un-protect a document 

Click the Review tab.

Click

Click

Type your password in the Unprotect Document dialog box.

Click

Experiment with the rest of the options.

. The Restrict Formatting and Editing task pane displays. .

.

System security You may want to complete this training to help you manage your home computer.

Microsoft On-line Training – Find out about security risks Go to http://office.microsoft.com/training/training.aspx?AssetID=RC101941421033

Back up files File backup is where you create a duplicate copy of the files that are on your hard drive. You would normally backup your files regularly to another storage device such as another computer drive, zip drive, tape etc. This is done because files can get lost. Your hard disk can break down; your computer can be stolen; fire, heat or water can destroy or damage files.

The three levels of backup There are three levels of backup you should understand: 

the backups that your working program, in this case, Excel, can be set to do for you automatically

the backups that you do for yourself for files that you are storing on your own computer. You should backup your own files using a floppy disk, flash drive or other local memory device. You can back your own files up in two ways:

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Keep your computer and your files secure Back up files

by copying them onto a backup disk. The files on the backup disk are identical to the files on the hard drive and can be used in the same way as the files on the hard drive. You can easily do this by saving or copying your files to a floppy disk, CD, flash drive or backup memory drive.

by backing them up using a backup program. This kind of program compresses the files so that they need less space, and they have to be decompressed before they can be used again.

15

Automatic backups done by Word Manage Word 52: Set Word to save automatic backups Word can work with in you in a number of ways to create backup files. 1

2

Click

Scroll down to the Save section.

Tick each of the check boxes.

,

,

Prompt before saving to Normal template… …will prompt you before doing an automatic save to the template. Sometimes this happens when you do not know what you have done, so just say No.

Always create backup copy… … will save a backup copy of the file you are working on. Each time you save the file it creates a backup copy of that version. Then you continue working. If your file is lost, the backup copy will have all the work up to the last save but nothing since that save. The backup copy is stored in the same location as the original. If you do this, you will need to remember the backup copies are there, and go into your folders regularly to clean them out.

Copy remotely stored files onto your computer, and update the remote file when saving… …this will allow you to save a file to your computer if you are working on a network and the network goes down. It means that you do not lose your work.

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Keep your computer and your files secure Back up files

Allow background saves… …tells Word to allow you to continue to work while a Save is going on in the background.

Manage Word 53: Set Word to save AutoRecover files In addition, Word will always try to save a file if your system locks up. It will then present you with the saved file when you re-boot – as long as you tell it to. 1

2

Click

Look in the Save documents frame.

,

,

Save files in this format You have been telling Word to save your files with a .docx extension. This tells Word and any other program that this is a Word file that can be opened in Word 2007. 3

Save AutoRecover information every … 

4

Type 5 into this text box to tell Word to save your file every five minutes no matter what you do. This way you will never lose more than 5 minutes worth of work if your system locks up.

AutoRecover file location … This is where you will tell Word where to store the AutoRecover file. There is not much point in having a backup if you have no idea where to find it, so send it to somewhere you will remember, perhaps the same location as your working files.

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Click

Find and select your preferred location – make sure it is somewhere that you will remember.

.

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Keep your computer and your files secure Back up files

5

15

Default file location… Every time you open a file, you have to browse to find the location. However, you can tell Word to offer you a specified location. If you are working in the same place all the time, you can set Word to offer you this location automatically, for example, if you have been saving to your flash drive, you can set word to offer you the E:/ drive. 

Click

Find and select your preferred location.

.

Manage Word 54: Backup your files manually to a removable memory device The simplest way to back up files is to “drag” them onto a floppy disk or flash drive or other memory device. You can save your files to a floppy disk or a flash drive this way, but not to a CD or an external disk. 1

Open Windows Explorer.

2

Find your file.

3

Find the destination location, for instance a floppy disk drive or a flash drive.

4

Click the file with the left mouse button.

Drag it to the destination location.

Note that if you drag a file to a location on a different drive it will copy the file, but if you drag it to another location on the same drive, it will move the file. If you want to be sure that you are copying and not moving, hold down the Ctrl key.

Manage Word 55: Perform backups using a backup utility (Windows XP) If this utility is not on your computer, you can obtain it by following the link below to install Windows XP Home Edition Backup software. 

http://www.microsoft.com/windowsxp/using/setup/maintain/backupsw.mspx

In this exercise we will do a backup of files from the C:/ drive to the flash drive on Drive E:/. 1

Click

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,

.,

.

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Keep your computer and your files secure Back up files

2

3

Click System Tools.

Click Backup.

The Backup or Restore Wizard dialog box displays. 

4

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Click

.

The Backup or Restore Wizard dialog box gives you a choice of backup or restore. 

Click the Back up files and settings option button.

Click

.

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Keep your computer and your files secure Back up files

5

6

The Backup or Restore Wizard, What to Back Up dialog box gives you a choice of data you want to backup. 

Click Let me choose what to back up.

Click

.

The Backup or Restore Wizard, Items to Back Up dialog box offers you a list of your files. 

7

15

Find the area of your drive that you are backing up.

You are asked to place a tick in the check box next to the area, folder or document you want to back up. 

Click the relevant folder or files to add the tick.

Click

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Keep your computer and your files secure Back up files

8

9

You are asked to select the backup drive. 

Click to find the place you are backing the files up to.

Click the correct location. It will be returned to the Choose a place to save your backup files field.

Type a name for this backup in the field below.

Click

.

Click

.

This message box displays…

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Keep your computer and your files secure Back up files

15

…followed briefly by this message box telling you a summary of the files you have selected…

…followed by this message box that will tell you how long the backup will take and track its progress.

10

When the backup is finished, this dialog box displays. 

Click

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Keep your computer and your files secure Back up files

Microsoft On-line Training – Back up your files You will find more information here on backing up your files if you are using Windows XP.

Go to http://www.microsoft.com/windowsxp/using/setup/maintain/backupfiles.mspx

There are other devices that can be used for backups such as CDs and external disks, but as these come with their own software and user interfaces, we cannot cover them here.

Manage Word 56: Perform backups with Windows Vista 1

2

In Windows Vista, click the Start Button

From Category View, click Back up your computer.

,

.

The Control Panel\System and Maintenance\Backup and Restore Center displays.

3

4

Click

If you system fades and says permission is required, click Continue.

Either select an external drive or a network from one of the drop down lists.

Before you do, read the help under:

.

 Why don’t I see my hard disk?  What’s the difference between backing up files and copying files to a CD? 

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Click

.

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Keep your computer and your files secure Back up files

5

6

7

Select which drives you are backing up.

Click

Select which types of files you are backing up.

Click

Select when and how often you want them backed up.

Click

15

.

.

.

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Keep your computer and your files secure Back up files

You will see this dialog box as your system is performing the backup.

…and this one

Microsoft On-line Training – Back up your files on Windows Vista You will find more information here on backing up your files if you are using Windows Vista.

For more information on the options, go to 

http://www.microsoft.com/windows/products/windowsvista/features/details/backup. mspx .

For instructions go to: 

http://windowshelp.microsoft.com/Windows/en-US/help/699ce30c-13f1-46ec-9684e84bf4109dd81033.mspx

There are other devices that can be used for backups such as external disks, but as these come with their own software and user interfaces, we cannot cover them here.

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Mail Merge and the Mailings tab Background

16

16: Mail Merge and the Mailings tab Background All mailing functions are completed from the Mailings tab.

When you first click on this tab, you will see that most of the functions are greyed out. We will look at the available commands first.

Print Envelopes and Labels The Create group contains the buttons to prepare envelopes and labels as well as print single envelopes or sets of identical labels.

Exercise 30: Print single envelopes 1

Open a new document.

2

Click on Mailings tab, Create group, Envelopes.

The Envelopes and Labels dialog box displays, with the Envelopes tab selected by default. 3

Type a delivery address in the Delivery address field.

Software Publications Pty Ltd Unit 10 171 Gibbes Street CHATSWOOD NSW 2067 4

Type a return address in the Return address field if required.

If no return address is required, tick Omit.

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Mail Merge and the Mailings tab Print Envelopes and Labels

5

Click Options to display the Envelope Options dialogue box.

Click the down arrow next to Envelope size to see a list of sizes.

Click the size you require. DL (110 x 220 mm) is a standard business size.

Click

.

Click

.

This will print a single address on a single envelope. Keep your document open for the next exercise.

Exercise 31: Create and Print Labels Labels come in many sizes and can have a variety of uses in the workplace. For this exercise you will need some printer labels and either the package they came in, or the make and size details from that package. Labels can be used to identify product specifications in a warehouse or attached to a box or storage files in an office to help identify the contents. Information can be repeated on each label, or different labels such as customer addresses (for a mass mailing) can be printed from a database. 1

With a new document open, click on Mailings tab, Create group, Labels.

The Envelopes and Labels dialog box displays, this time with the Labels tab displayed.

Select Labels Type 

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In the Label frame, click on the picture to display the Label Options dialog box.

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Mail Merge and the Mailings tab Print Envelopes and Labels

2

In the Label Options dialog box, select the printer Tray your labels will print from.

Select your Label vendor.

Select their Product number.

Click

16

.

Note that you cannot guess these details correctly; you must know what labels you have. 3

The Envelopes and Labels dialog box re-displays, with your label type displayed in the Label frame.

Complete delivery details 

4

5

Type a delivery address in the Delivery address field.

Save address 

Click , to create a document with the address you have typed.

Complete the save process to save to an appropriate name.

In the Print frame, click:  Full page of the same label or  Single label. If you select single label, select which position on the sheet is to be printed.

6

Click

7

If you have different label types available, such as CD labels or business cards, you can repeat this exercise for those label types.

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Mail Merge and the Mailings tab Mail merge

Mail merge Create a Recipient List

You use mail merge when you want to send the same information to many people, but also want to personalise it with their unique name, address and other information you may have from them. You create a Recipient List for all the people you want to send the letter to with all their necessary details. You create the letter or other document you want to send to them all, with special fields that will read the database record and include the information found in the record. Then you associate the letter with the database and run a merge command which creates documents customised for each of the recipients in the database. Don’t worry if this doesn’t make total sense at the moment – it will once you have completed the exercises. Try to allow enough time to complete this entire section. You will probably need to re-start at the beginning if you do not complete all the exercises in one sitting.

Exercise 32: Create a Recipient List 1

With a new document open, click Mailings tab, Start Mail Merge group, Select Recipients.

Click Type New List.

The New Address List dialog box displays.

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Mail Merge and the Mailings tab Mail merge

2

Type in the details for your first contact. Make sure you keep scrolling to the right to reveal more fields.

When you have finished your first entry, click

16

to display a second row.

3

Type at least three addressees.

When you have three complete records, click .

The Save Address List dialog box displays. 

Give your Recipient List a filename you will remember.

Save the file to the default location (in Windows Vista this is Documents, My Data Sources.

Click Save.

This Recipient List is associated with the document you currently have open on you desktop. You will see that the Edit Recipient List command is now available. You can edit the list while it is associated with a document.

Exercise 33: Associate a Recipient List with a document 1

Close your document without saving.

Create another new document based on Normal template.

Click the Mailings tab. You will see that the Edit Recipient List command is no longer available – it is greyed out. This is because you have not yet associated a Recipient List with this new document.

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Mail Merge and the Mailings tab Mail merge

2

With a new document open, click Mailings tab, Start Mail Merge group, Select Recipients.

Click Use Existing List. You are taken to your default location – the location where you saved your Recipient List in the last exercise.

Double click on your Recipient List.

You are returned to you document. Although you cannot see your Recipient List, you will see that the Edit Recipient List command is now available. This indicates that you have associated your list with your document.

Exercise 34: Edit a Recipient List 1

In your open document, click

This will re-open your Recipient List with your file name in the Data Source column and Data Source box.

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Mail Merge and the Mailings tab Mail merge

2

Click on the Recipient List file name in the Data Source box. This will make the Edit command available.

To add more names, click

16

. 

Click to display a new row and complete.

3

You can now add as many new rows as you want. Follow the instructions in Exercise 32: Create a Recipient List, page 218, if you can’t remember how.

When you have finished, close your document.

Create and Print Main Document Now you have your list of recipients, you can set up the document you want them to receive.

Exercise 35: Associate a Recipient List with a new document 1

Open a new document using Normal template.

2

Click Mailings tab, Select Recipients.

Click Use Existing List.

Select your database from the File list. Your database is now associated with your new document.

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Mail Merge and the Mailings tab Mail merge

Exercise 36: Insert Address Block field codes and text to document 1

2

Place your cursor at the start of your document.

Click Mailings tab, Write & Insert Fields, Address Block.

The first address in your Recipient List displays in the Preview pane so that you can see what it will look like if you keep the default settings.

For now just accept the defaults. Click

.

.

3

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You will see this field in your document.

Click Enter a few times to insert a few lines.

Click Mailings tab, Write & Insert Fields, Greeting Line.

Choose how you want the greeting to display in this letter, then click OK when you are finished.

Your document will now look like this.

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Mail Merge and the Mailings tab Mail merge

4

Press Enter to a new line and type a few lines of text – anything will do, but try to make it sensible.

5

Press Enter twice.

Write an appropriate closing, for example, Yours Faithfully with your details after.

16

Exercise 37: View field codes The Address Block field and Greeting Lines fields give your document instructions to go and look in your Recipient List and return information from it into the letter. These fields are indicated by double arrows which are unique to mail merge and cannot be inserted manually. When you have a field in your document it can be displayed in two ways: 

As a Merge Field, where you see the double arrows («« »»)

As a Field Code, where you see the double arrows inside braces (see screen capture below).

1

View single field code 

Highlight <<GreetingLine>> and press Shift F9.

This displays the hidden Field Code under the Merge Field.

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Mail Merge and the Mailings tab Mail merge

In this case, the Field Code is telling the document to start the salutation with Dear, followed by the recipient name details, or to use Dear Sir or Madam if there are no personal name details available. You do not need to understand how to write these commands – you will always create your Merge Fields automatically through the mail merge functions. 2

Highlight <<AddressBlock>> and press Shift F9.

In this case, the Field Code is telling the document to find address details from your Recipient List, and return the data from those columns. 3

Press Shift F9 again to re-display the Merge Fields.

You can also display all Field Codes in your document simultaneously. 4

Click

.

This will highlight every Merge Field in your document. 

Press Alt F9.

This is will display every Field Code in your document. 5

Press Alt F9 again to re-display the Merge Fields.

Leave this document open for the next exercise.

Exercise 38: Preview Results and Print documents When you merge, information from the first row in the data file replaces the fields in your main document to create the first merged document. Information from the second row in the data file replaces the fields to create the second merged document, and so on.

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Mail Merge and the Mailings tab Mail merge

16

1

Click . The first entry in your Recipient List will display.

Fix the layout issues, for example, you don’t want double spacing between each line in the customer address, or in your signoff. You can highlight these lines and apply the No Spacing style.

2

Click the forward and back arrows to review the document as it will look for the other entries in your Recipient List.

3

Once you are happy that all your letters are looking OK, you can choose to:  Edit Individual Documents  Print Documents or  Send E-mail Messages.

To print these documents, click Finish & Merge, Print Documents. Your printer should print letters to everyone listed in your Recipient List.

Close your document.

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Mail Merge and the Mailings tab Mail merge

Use the Wizard to complete the mail merge process Exercise 39: Create and edit a data file of recipient details using the Wizard There is another way you can do this. For practice, repeat what you have just learned using the Wizard. 1

Open a new document using Normal Template.

2

Click Mailings tab, Start Mail Merge.

Click

3

.

The Mail Merge task pane displays, with the label Step 1 of 6 at the bottom.

Select document type

4

Click the Letters radio button.

Click Next: Starting document.

You will see Step 2 of 6 at the bottom of the task pane.

Select starting document

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Click Use the current document.

Click Next: Select recipients.

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Mail Merge and the Mailings tab Mail merge

5

16

You will see Step 3 of 6 at the bottom of the task pane.

Select recipients

6

Click Use an existing list.

Click Browse to find your data file.

Select from the Select Data Source window.

Click Open.

Your recipients list will open and you can make any changes you want.

Click OK to save and close your data file.

Click Next: Write your letter.

You will see Step 4 of 6 at the bottom of the task pane.

Write your letter Build your letter in the same way you built your previous letter, this time selecting your Address block and Greeting line from the Task pane.

7

Click on Address block to open the Insert Address Block dialog box. Complete as required.

Click on Greeting line to open the Insert Greeting line dialog box. Complete as required.

Type your letter and sign-off.

Click Next: Preview your letters.

You will see Step 5 of 6 at the bottom of the task pane.

Preview your letters 

Click through your recipients

Reformat one of the letters so that it looks the way you want it to look.

Click Next: Complete the merge.

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Mail Merge and the Mailings tab Mail merge

8

You will see Step 6 of 6 at the bottom of the Task pane.

Complete the merge 

Click Print, All, OK.

Close your document.

Use mail merge to print labels Exercise 40: Print Labels 1

2

Associate Recipient List with document

3

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Open a new document using Normal template.

Click Mailings tab, Select Recipients.

Click Use Existing List.

Select your database from the File list. Your database is now associated with your new document.

Select label type 

Click Mailings tab, Start Mail Merge.

Click Labels to define your label type.

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Mail Merge and the Mailings tab Mail merge

4

5

16

The Label Options dialog box displays. 

Select the printer Tray your labels will print from.

Select your Label vendor.

Select their Product number. Use Avery L L7162 if you are not using your own labels.

Click

.

A table like the one shown should display. If your page does not show dotted blue lines: 

With your cursor in the table somewhere, click Table Tools Layout tab.

Click View Gridlines.

This is a toggle. Click to switch lines on and off. 

6

Use Alt F9 to move between Merge Field «Next Record» and {NEXT} view.

Select address layout in first label field 

With your cursor in the first label, click Mailings tab, Write & Insert Fields, Address Block.

Accept the defaults. Click .

<<AddressBlock>> displays.

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Mail Merge and the Mailings tab Mail merge

7

Manually edit your label 

Still with your cursor in the first

label, click to display the record as it will print on your label. You can manually edit this until it displays correctly in the box. You will probably need to change the font size and apply the No Spacing style. 8

Create and preview additional labels 

When you are happy with the layout of your first label, click

.

The remaining labels that can be generated from your Recipient List are populated. 9

Print labels 

Click Finish & Merge, Print Documents.

Click ALL, OK.

Your printer should print each address correctly formatted for a label. 

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Close your document.

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Enjoy… Microsoft Word 2007


Trouble shooting and other useful information What to do when your computer locks up

17

17: Trouble shooting and other useful information What to do when your computer locks up From time to time your computer will lock up while you are using Word. This usually happens when you are doing a complex operation and hit some wrong keys or change your mind. You tell Word to do too much at once and it seizes up.

Manage Word 57: Manage a locked computer 1

If your computer locks, your document will fade and you will be presented with a dialog box offering you three options. 

If you need to take a break, you may choose to wait to see if it does manage to sort itself out.

Otherwise you will probably want to click Restart the program.

When you do this Word tries to recover your document as it was when the system locked, so that you do not lose too much work.

2

Sometimes you will get this message, but look at it carefully, as it often does not relate to the document that locked. 

Click

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Trouble shooting and other useful information What to do when your computer locks up

3

When the process is completed, your system will re-boot. You will be presented with an open session of Word 2007. There will be a pane on the left listing files that Word managed to save for you. You can check these out and choose the one you want. The first file on the list is usually the one that was on your screen when your system locked. You will also normally see the one you last saved on the list. 

Review the list.

Click on the file you want to work on to get it onto your screen.

Run through it to ensure it is OK.

Click

.

You will be offered some choices as to what you want to do with the remaining files. 

It is always wise to save them in case you find something terribly wrong with the file you have selected. You can always delete them later.

Manage Word 58: Run Office Diagnostics If Word crashes too often, you will be offered Office Diagnostics. In this case go to step 4. You can also choose to run this yourself if you are concerned. In this case start at step 1. 1 

Click the Office button, Word Options.

The Word Options dialog box displays. 2

3

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Click Resources.

Click

, click Continue, and then click Start Diagnostics.

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Trouble shooting and other useful information Wrap up

4

If you were taken to diagnostics, a message like this…

17

If you chose diagnostics, a message like this…

Click .

Diagnostics will run a battery of tests to see if they can find the reason for the frequent crashes. This will take some time.

6

Results will be displayed. 

When you have reviewed the results, click .

You might be taken you to a website where you can explore further if you feel inclined.

Wrap up We do not claim to have covered all that it is possible to do in Microsoft Word 2007. In fact, we have done little more than scratched the surface. If you choose to purchase a complete manual, it will be 700+ pages long and still not cover absolutely everything. However, if you have followed through the instructions in this course, investigated and experimented when you were given the opportunity, and used the various support resources, you will have all the skills you now need to learn more advanced functions by yourself. Word can be fun, and can also be efficient if you approach it the right way. Do not forget to always start with a template, styles and themes. Life is much harder without them.

Enjoy… Microsoft Word 2007

© Copyright Christine Kent

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Enjoy Word 2007 Index

Enjoy Word 2007 Index Access Keys, 48, 50 AutoRecover, 206 backup manual, 207 backup file automatically, 205 badges, 51 Built-In gallery, 30, 31 centre text, 82 change line spacing, 135 click, 2 Clip Art, 107 Clip Art task pane, 108, 123 close Print Preview, 36, 67 colour colour scheme, 91 Theme colors, 30 commands, 10 Content Control remove, 19, 20 Content Controls, 170 design, 172 Design Mode, 172 group, 172 insert Combo Box, 173 Insert Date Picker, 173 Insert Drop Down List, 173 Insert Picture, 173 Insert Plain Text, 173 Insert Rich Text, 173 Properties, 172 remove, 171 Contextual tab, see tabs, 83, 109 Control Panel, 94 Accessibility, 97, 102 Appearance and Themes, 96, 98, 101, 102 Category View, 94 Classic View, 94 copyright, 107 create a table, 130 Create Group, 215 create new style, 132 crop marks, 113 Ctrl B, 74 Ctrl E, 76 Ctrl I, 74 Ctrl J, 76 Ctrl L, 76 Ctrl Q, 79 Ctrl R, 76 Ctrl S, 66, 67 Ctrl U, 74 Ctrl V, 26 Ctrl X, 26 Ctrl Z, 25 day/month/year, 19 Dialog Box Launcher, 12, 58, 63, 132 dialog boxes Colors, 71 Create New Style from Formatting, 133

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Date and Time, 20 Folder Options, 196, 198 Format Horizontal Line, 114 General Options, 202 Insert Picture, 112 New Document, 14, 170 Open, 27, 61 Save As, 23, 32 Spelling and Grammar, 34, 185 Unprotect Document, 203 Word Options, 47, 49, 185 display header row across pages, 139 document type, 4 double click, 2 down arrows, 12 envelopes print, 215 file extensions, 138, 194, 195, 198 file names, 22, 194 file path, 3, 194 floating graphics, 122 folder structures, 3 folders, 3, 194 folders naming conventions, 194 font Arial, 31 Calibri, 31, 56, 68 Cambria, 31, 56, 68 change fonts, 31 Times New Roman, 31 grayscale, 92 groups, 10 Arrange group, 29, 123 Changes group, 33 Comments group, 33 Compare group, 33 Document Views group, 43, 44 Font group, 68, 69, 70 Header & Footer group, 85, 86 Illustrations group, 108 Macros group, 43 Merge, 137 Page Background group, 29 Page Setup group, 29, 35 Paragraph group, 29, 55, 70, 75, 174 Picture Styles group, 110 Proofing group, 33 Protect group, 33 Show/Hide group, 43, 44, 78 Styles group, 58, 70, 132 Table group, 130 Text group, 20 Themes group, 29, 31, 92 Tracking group, 33 Window group, 43, 45 Zoom group, 36, 43, 45, 67 Help, 126 Hex Values, 91

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Enjoy Word 2007 Index

HSL, 91 In Line with Text, 107, 122 Square, 123 insert Combo Box Content Control, 173 Date Picker Content Control, 173 Drop Down List Content Control, 173 Picture Content Control, 173 Plain Text Content Control, 173 Rich Text Content Control, 173 insert table, 130 insert table rows, 138 insertion point, 2 Installed Templates, 14, 170 Internet Explorer Browser, 3 Key Combinations, 48 labels print, 216 left align text, 81 left click, 2 left mouse button, 2 Legacy Tools, 174 line spacing, 76 logo, 83 Look In field, 28 Mail Merge, 218 Address Block, 227 Address Block, 222 Create main document, 221 Greeting Line, 222 Merge Field, 223 Preview Results, 225 Print labels, 228 View Field Codes, 223 Wizard, 226 Mailings Tab, 215 maximise window, 45 maximize the Ribbon, 43 memory device, 24, 61 menu bar, 43 Microsoft Most Valuable Professional, 128 Microsoft Office, 5, 7 Microsoft Office Word 2007, 5, 7 Microsoft on-line training, 5 Mini toolbar, 167 minimise window, 45 minimize the Ribbon, 43 modify a style, 135 month/day/year formatting, 19 new style create, 132 notification area, 9, 11 open Microsoft Word, 27, 53 open Word, 13 page break, 89 page down, 25 page number Delete, 84 Insert, 85 Page Number gallery, 85 page up, 25 Pantone, 91

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Š Copyright Christine Kent

paper size, 66, 105, 190 password, 199 change, 201 remove, 201 set, 200 Place Holder, 16, 171 pointer, 2 Print envelopes, 215 Print icon, 41 Print labels, 216 Print Preview, 36 printer set-up, 116, 186, 187, 191 Quick Access Toolbar, 9, 39, 41, 42, 138 add icons, 39, 41, 42 Quick Launch toolbar, 11 Quick Print, 37 Quick Styles gallery, 58 read only, 195, 201 Recipient List, 218 add new entry, 220 associate, 219 edit, 220 resize handle, 113 restore, 208 RGB, 91 Ribbon, 9, 28 right align text, 82 right click, 2 right mouse button, 2 save as, 23 Save as type, 23, 62 screen saver, 98, 103 password, 103 screen tips display, 46 scroll bar, 2, 25 scroll wheel, 2, 25 shortcuts, 48 Smart Art format, 120 insert, 118 label, 118 modify, 119 sort data, 140 spell checker, 33 spelling & grammar, 33, 40 spelling and grammar options, 183 Start button, 5, 7, 94, 99, 212 status bar, 9 styles, 55 modify, 135 Normal, 55 styles task pane, 58, 63, 132, 135 styles task pane Show Preview, 59 table apply table style, 141 background, 144 borders, 142 change column width, 144 format cell, 115 manually format, 142 tables, 130

Enjoyâ&#x20AC;Ś Microsoft Word 2007


Enjoy Word 2007 Index

tabs, 10 Contextual, 36 Contextual tab, 83, 109 Custom tab, 72, 73 Delete formatting tabs, 83 Home tab, 69 Insert formatting tabs, 82 Insert tab, 108 Move formatting tabs, 82 Page Layout tab, 28, 29 Print Preview, 36 Print Preview tab, 83 Review tab, 33 Standard tab, 71 View tab, 43, 44, 45, 78, 196, 199 task bar, 9, 10 task panes Clip Art, 108, 123

Enjoyâ&#x20AC;Ś Microsoft Word 2007

styles, 58 templates installed templates, 15, 171 Normal template, 53, 54, 55, 61, 205 Word, 4, 31 Theme Colors gallery, 71 Themes, Word, 4 toggle, 74 type face, 31 unlock document, 201 update a style, 136 Windows Explorer, 195 Windows File Manager, 3 Windows Vista, 7 Word Help window, 126, 199 zoom in, 45 zoom out, 45

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