Microsoft Word 2007 For PC Users

1. Microsoft Word 2007For PC Users A presentation of features for intermediate and advance users Created by The Office of Media and Educational Technologies on: 07/2010

2. Objectives • Maryland Technology Standards for School Administrators • Standard 1: Leadership and Vision • Standard 2: Teaching and Learning • Maryland Teacher Technology Standards • Standard 5: Integrating technology into curriculum and instruction • Maryland Technology Standards • Standard 3: Technology for Learning and Collaboration

3. Agenda Exploring New Features & “Look” • The File Menu • Ribbons • Home Ribbon • Insert Ribbon • Page Layout Ribbon • References Ribbon • Mailing Ribbon • Review Ribbon • View Ribbon • Format Ribbon Basic Skills • Opening and Exploring a New Document • Menu Bar • Setting up Pages • Headers and Footers • Toolbars • Formatting • Format Painter • Formatting Characters • Formatting Paragraphs • Forms • Tabs • Indenting Text • Previewing and Printing a Document • Saving Document

4. The Office Button • The Office Button   is located in the upper-left corner of the following 2007 Microsoft Office system programs: Word, Excel, PowerPoint, Access, and Outlook (in the composing and reading windows).

5. The Office Button When you click the Office Button , you see the same basic commands available on the File menu in earlier releases of Microsoft Office to open, save, and print your file.

6. Ribbons (once known as toolbars) As in Microsoft Excel & PowerPoint, The Ribbon replaces traditional menus which had become increasingly cluttered as more features and commands were added. The Ribbon commands are organized into tabs that group related commands together. Within each ribbon, commands are grouped into sub groups making them easier to locate and access. WATCH A VIDEO ABOUT THE RIBBON

7. The Home Ribbon • The basic commands are located on the Home Ribbon. The commands are divided into 5 groups. • The clipboard – cut, copy, paste and format painter • Font – any formatting or clear formatting of the font • Paragraph – bullets & numbering, line spacing, alignment, borders sorting and tabs and indents. • Styles – creating and using styles • Editing – find and replace, and select features • Most basic editing can be accomplished using the Home ribbon.

8. The Insert Ribbon • Allows users to add or insert: • Pages and page breaks • Tables • Illustrations – pictures, clipart, shapes, Smart Art & charts • Links – hyperlinks, bookmarks, cross-references • Headers & footers, page numbers • Text boxes, word art, Quick Parts, objects such as files, date & time • Symbols and Equations NOTE: Smart Art, Quick Parts, and Equations are new features added to MS Word 2007. They will be discussed later in the presentation.

9. The Page Layout Ribbon • Allows users to: • Select or create a theme for the document • Edit page setup – margins, columns, orientation, line numbers & hyphenation. • Edit page background – watermarks, color, borders • Edit paragraph settings – indentions and paragraph and line spacing • Arrange objects within the document, bring to front, send to back, alignment, group, rotate, & text wrap

10. References Ribbon • Allows users to: • Add and update a table of contents • Insert and edits footnotes • Insert and manage Citations & Bibliography in various styles (MLA, APA, Chicago, etc..) • Insert Captions – a table of figures, cross references • Insert and update an Index • Create a Table of Authorities – linking citations to authorities NOTE: The bolded items are new to Word 2007 and will be discussed later in the presentation

11. Mailings Ribbon • Allows Users to: • Create a mail merge document, envelope, labels, directory, or e-mail messages. • Selected, create and edit a list of recipients, • Begin the Mail Merge Wizard • Insert and edit address blocks, greeting lines, and merged fields • Use auto check for error features, • Preview results- • Finish and complete the mail merge

12. Review Ribbon • Allows users to: • Proof – spelling & grammar, use the thesaurus and research feature, Translator • Insert and edit comments • Track changes made to the document using balloons or via the reviewing pane • Accept or reject changes made to the document • Compare and combine multiple documents • Protect the document by restricting access or managing credentials

13. View Ribbon • Allows Users to: • Access various document views- Print Layout, Full Screen, Web Layout, Outline, and Draft • Show or hide – Rulers, Guidelines, Document Map and Thumbnails • Zoom – relative to the page by percentages or page width, and view multiple pages • Split and arrange window views • Switch between windows • Record and view Macros

14. Format Ribbons Format Ribbons are intuitive – this means that the format ribbon that will be displayed is specific to the object selected. • A drawing will bring up Drawing Tools Ribbon • A picture will bring up Picture Tools Ribbon • A chart will bring up Chart Editing Tools Ribbon • Format Ribbons Allow users to: • Edit colors, sizes and other characteristics of the object selected. • Edit placement of the object within the document Return to Main Menu

15. Opening and Exploring a New Document • There are several ways to open a new document in Word 2007. • 1. Click on the Office Icon in the upper left hand corner • Choose “New” from the file menu • You can begin a new blank document or a blog post • 2. Select the down arrow to the right of the quick access toolbar. • The Customize Quick Access Bar File menu will appear • Select the “New” button • The New Icon will appear on the quick access bar. • Click on the New Icon

16. **** Important Tip ***** • As soon as you begin creating a new document, be sure to save your document. • Select the Office Icon • Select “Save As” • Name the Document and specify the file type. • This allows MS Word to use the auto recover feature and save your work to the specified location, with the specified file name. (This helps to prevent lost work)

17. Opening and Exploring a New Document Tab Stop – A position you set for placing and aligning text on a page. Click here to change the type of tab. Horizontal Ruler– Use to view and set paragraph indents, tab stops, page margins, and column widths. Ruler Button– Used to display or hide horizontal and vertical rulers View Buttons – Click to switch between Normal, Web Layout, Print Layout, and Outline views. Navigation Buttons - Click the arrows to navigate through the current document Status Bar –The status bar lets you know the page, section, line number and vertical placement of the cursor, along with a word count. Right Click the status bar to add items you wish to view on the status bar.

18. Page SetupDefault settings

19. Page Setup Most page set up commands are located on the home or page set up tab. To change the font, go to the Font section of the Home Tab. To change the line spacing, go to the paragraph section of the Home Tab. To change the margins, go to the Page Setup section of the Page Layout tab. From this tab, you can also change the page orientation, page size, number of columns, Insert page and section breaks, Insert line numbers as edit the page background.

20. Headers & FootersNo longer in the “view” section Preset header & footer styles are available to choose from. Choosing Edit Header will open a “Design” ribbon specific for headers & footers

21. Headers & Footers This “Design” ribbon allows users to: • adjust header & footer position, • use presets, • format page numbers within the header/footer and • differentiate headers & footers between sections. Use the close Header & Footer button to exit the Header/footer section.

22. FormattingBefore, during and after typing • Character, paragraph, and page formatting can be done: • before typing your document – used to view your document while typing in the format you wish your document to be. • while typing your document – shortcut keys are available to help you format your document while typing, however, formatting while typing can be time consuming and can break up your thought process. • after you have completed typing your document- this allows you to focus on content and get all of your ideas on papers and then format the paper to meet the your needs.

23. FormattingBefore you begin typing • Using the Home and page layout tabs, simply preselect the font, paragraph and page settings that you wish to have for your document. Some of the formatting Icons will be highlighted if they are in use. • Once you have made the changes, simply begin typing.

24. FormattingWhile you are typing • Shortcut keys allow users to format the characters, paragraphs, sections and pages while typing. • A list of shortcut keys can be found at http://forums.techarena.in/tips-tweaks/1108349.htm • Using the mouse to format is considered quick and easy, however, any formatting that takes place during typing takes ones mind off the content of the document and eventually increases the total time needed to create the document. • A list of mouse shortcuts can be found at http://forums.techarena.in/tips-tweaks/1108349.htm

25. FormattingAfter You Have Completed Typing • Perhaps the most efficient method for creating documents • Allows users to keypunch the document focusing on the content followed by formatting the document while focusing on the look and feel of the document. • Starting from a blank document, keypunch the entire document. Use basic typing skills to add spaces, paragraphs, and insert lines. • Highlight the characters, words, paragraphs and sections as needed and apply the appropriate formats.

26. Formatting Characters Selecting “Font” will open the font formatting options toolbox. Right-click on the text you wish to format and a floating toolbar will appear along with a full-down menu

27. Formatting Characters • Use the font section of the Home ribbon to make changes in your text. • Fonts – the shape of the characters • Size – measured in pixels. • Character Style - • Bold – printed darker • Italic - slanted and used for emphasis. Sometimes used for headings • Underline – used for emphasis. • There are many options for making formatting changes!!!!

28. Formatting ParagraphsParagraph alignment & line spacing • Use the Paragraph section of the Home tab to make changes in your paragraphs. Paragraph Alignment • Alignment of text refers to its position relative to the sides of the pages. A paragraph can be left aligned, centered, right aligned, or justified.

29. Formatting Paragraphs Left Aligned: Word enables you to create, edit, format, and save the various kinds of documents you need for classroom and professional use with ease. To help your students create professional looking documents, such as journal articles, newsletters, and term papers, Word offers a selection of templates in the Project Gallery. Centered: Word enables you to create, edit, format, and save the various kinds of documents you need for classroom and professional use with ease. To help your students create professional looking documents, such as journal articles, newsletters, and term papers, Word offers a selection of templates in the Project Gallery. Right Aligned: Word enables you to create, edit, format, and save the various kinds of documents you need for classroom and professional use with ease. To help your students create professional looking documents, such as journal articles, newsletters, and term papers, Word offers a selection of templates in the Project Gallery. Justified: Word enables you to create, edit, format, and save the various kinds of documents you need for classroom and professional use with ease. To help your students create professional looking documents, such as journal articles, newsletters, and term papers, Word offers a selection of templates in the Project Gallery. • Line Spacing • Allows users to change the space before and after lines within a paragraph as well as before and after the paragraph.

30. Format Painter • Use the Format Painter to copy formats from one location to another. Select the area that has the formatting you want to copy. Select the format painter, and then select the text to be formatted. • To apply the same format to multiple items, double click the format painter and paint the areas you wish to format. Click the format painter again to de-select it

31. Forms • Form tools are located on the Developer tab. This tab is not a default tab. To access the tab, select the Microsoft Icon in the upper right hand corner of the screen. Step 1 • Select the Word Options button on the bottom bar of the pull down menu box. • A word Options Dialog Box will appear with various options or preferences relative to MS Word. Step 2

32. Forms • From the Word Options tool box, Select the option “Show Developer tab in the Ribbon.” • Select the OK buttonThe developer tab will now appear in the ribbon and will be there every time you open word until you remove the check from the option box.

33. Forms • The developer Ribbon provides sections for • developing code, • using form controls • Using XLM (Extensible Markup Language) Used for encoding documents electronically • Protecting your form or document and • Opening templates • Selecting the forms toolbox allows users to access the form ActiveX Controls.

34. Tabs & Tab Stops • Tab stops are often used to create easy-to-format documents — but the document layout options in Microsoft Office Word 2007 can do the work for you. • For example, you can easily create a table of contents or an index without setting a single tab stop. You can also use the predesigned table and header and footer options in Office Word 2007. • In addition, Office Word 2007 provides predesigned pages, such as cover pages and various page layout options, which make tab stops unnecessary.

35. Tabs StopsManual tab stops You can quickly set tabs by clicking the tab selector at the left end of the ruler until it displays the type of tab that you want and then clicking the ruler at the location you want. But which type of tab stop should you use? NOTE  If you don't see the horizontal ruler that runs along the top of the document, click the View Ruler button at the top of the vertical scroll bar. A LEFT TAB STOP SETS THE START POSITION OF TEXT THAT WILL THEN RUN TO THE RIGHT AS YOU TYPE. A Center Tab stop sets the position of the middle of the text. The text centers on this position as you type. A Right Tab stop sets the right end of the text. As you type, the text moves to the left. A Decimal Tab stop aligns numbers around a decimal point. Independent of the number of digits, the decimal point will be in the same position. (You can align numbers around a decimal character only; you cannot use the decimal tab to align numbers around a different character, such as a hyphen or an ampersand symbol.) A Bar Tab stop doesn't position text. It inserts a vertical bar at the tab position.

36. Tabs StopsPrecise tab stops • Select the arrow at located at the bottom right of the paragraph section of the on the Page Layout Tab • Select the Tabs… button at the bottom right of the Paragraph tool box.The Tabs tool box will appear.

37. Tabs StopsPrecise tab stops • Type in how far from the left margin you would like the tab to be placed • Select what type of tab you would like to create If you would like to have a leader before the tab, Select the type of leader you prefer Select the button

38. Quick Keys Ctrl + A Select all contents of the page.Ctrl + B Bold highlighted selection.Ctrl + C Copy selected text.Ctrl + X Cut selected text.Ctrl + P Open the print window.Ctrl + F Open find box.Ctrl + I Italic highlighted selection.Ctrl + K Insert link.Ctrl + U Underline highlighted selection.Ctrl + V Paste.Ctrl + Y Redo the last action performed.Ctrl + Z Undo last action.Ctrl + L Aligns the line or selected text to the left of the screen.Ctrl + E Aligns the line or selected text to the center of the screen.Ctrl + R Aligns the line or selected text to the right of the screen.Ctrl + M Indent the paragraph.Ctrl + Shift + F Change the font.Ctrl + Shift + > Increase selected font +1pts up to 12pt and then increases font +2pts.Ctrl + ] Increase selected font +1pts.Ctrl + Shift + <Decrease selected font -1pts if 12pt or lower, if above 12 decreases font by +2pt.Ctrl + [ Decrease selected font -1pts.Ctrl + Shift + * View or hide non printing characters.Ctrl + <left arrow>Moves one word to the left.Alt + Shift + T Insert the current time. Ctrl + <right arrow> Moves one word to the right.Ctrl + <up arrow>Moves to the beginning of the line or paragraph.Ctrl + <down arrow>Moves to the end of the paragraph.Ctrl + Del Deletes word to right of cursor.Ctrl + Backspace Deletes word to left of cursor.Ctrl + End Moves the cursor to the end of the document.Ctrl + Home Moves the cursor to the beginning of the document.Ctrl + Spacebar Reset highlighted text to the default font.Ctrl + 1 Single-space lines.Ctrl + 2 Double-space lines.Ctrl + 5 1.5-line spacing.Ctrl + Alt + 1 Changes text to heading 1.Ctrl + Alt + 2 Changes text to heading 2.Ctrl + Alt + 3 Changes text to heading 3.Ctrl + F1 Open the Task Pane.F1 Open Help.Alt + Ctrl + F2 Open new document.Ctrl + F2 Display the print preview.Shift + F3 Change the text in Microsoft Word from upper to lower case or a capital letter at the beginning of every word.Shift + Insert Paste.F4 Repeat the last action performed (Word 2000+)F5 Open the find, replace, and go to window in Microsoft Word.Ctrl + Shift + F6 Opens to another open Microsoft Word document.F7 Spell and grammar check selected text and/or document.Shift + F7 Runs a Thesaurus check on the word highlighted.F12 Save as.Shift + F12 Save.Ctrl + Shift + F12 Prints the document.Alt + Shift + D Insert the current date. Source http://forums.techarena.in/tips-tweaks/1108349.htm