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Microsoft Office 2007- Illustrated Introductory, Windows Edition Creating Documents with Word 2007.

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1 Microsoft Office 2007- Illustrated Introductory, Windows Edition Creating Documents with Word 2007

2 Objectives Understand word processing softwareUnderstand word processing software Explore the Word program windowExplore the Word program window Start a documentStart a document Save a documentSave a document 2 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

3 Objectives Select textSelect text Format text using the Mini toolbarFormat text using the Mini toolbar Create a document using a templateCreate a document using a template View and navigate a documentView and navigate a document 3 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

4 Unit Introduction Microsoft Word is a word processing program used to create:Microsoft Word is a word processing program used to create: LettersLetters MemosMemos NewslettersNewsletters Research papersResearch papers Web pagesWeb pages Business cardsBusiness cards ResumesResumes Financial reportsFinancial reports Other types of documentsOther types of documents 4 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

5 Understanding Word Processing Software A word processing program is software that allows you to enter, edit, and format text and graphicsA word processing program is software that allows you to enter, edit, and format text and graphics Copy and move textCopy and move text Format text with fonts and colorFormat text with fonts and color Format and design page layoutFormat and design page layout Insert tables, charts, diagrams, and graphicsInsert tables, charts, diagrams, and graphics Use mail merge to create form lettersUse mail merge to create form letters The files you create using Word are called documentsThe files you create using Word are called documents 5 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

6 Understanding Word Processing Software 6 Formatted text Graphic Table Chart Column Header Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

7 Understanding Word Processing Software Plan a document before you create itPlan a document before you create it Identify:Identify: MessageMessage AudienceAudience Needed elements (charts, tables, etc.)Needed elements (charts, tables, etc.) Appropriate tone and look for the document (formal, playful, etc.)Appropriate tone and look for the document (formal, playful, etc.) The purpose of and audience for a document determine its designThe purpose of and audience for a document determine its design 7 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

8 Exploring the Word Program Window The Word program window opens and displays a blank documentThe Word program window opens and displays a blank document The insertion point indicates where text appears when you typeThe insertion point indicates where text appears when you type 8 Blank document I-beam pointer Insertion point Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

9 Exploring the Word Program Window The mouse pointer changes shape depending on its location in the Word program windowThe mouse pointer changes shape depending on its location in the Word program window Each pointer is used for a different purposeEach pointer is used for a different purpose Click and type pointers position the insertion point and apply paragraph formattingClick and type pointers position the insertion point and apply paragraph formatting 9 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

10 Exploring the Word Program Window 10 Document window Ribbon Title bar Scroll bar Ruler Status bar Quick Access toolbar View buttons Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

11 Exploring the Word Program Window The Ribbon contains tabsThe Ribbon contains tabs Tabs include buttons for commands organized in groupsTabs include buttons for commands organized in groups Quick Access toolbar contains frequently used commands and is customizableQuick Access toolbar contains frequently used commands and is customizable 11 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

12 Exploring the Word Program Window The Word program windowThe Word program window Title bar displays the program and document namesTitle bar displays the program and document names Office button opens a menu of commands related to managing and sharing documentsOffice button opens a menu of commands related to managing and sharing documents Microsoft Office Help button provides access to the Word Help systemMicrosoft Office Help button provides access to the Word Help system 12 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

13 Exploring the Word Program Window The Word program window (cont.)The Word program window (cont.) Document window displays the current documentDocument window displays the current document Rulers show margin, tab, and indent settingsRulers show margin, tab, and indent settings Scroll bars are used to display different parts of the document in the document windowScroll bars are used to display different parts of the document in the document window 13 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

14 Exploring the Word Program Window The Word program window (cont.)The Word program window (cont.) View buttons are used to switch between Word document viewsView buttons are used to switch between Word document views Zoom level button and Zoom slider provide quick ways to enlarge and decrease a document onscreen viewZoom level button and Zoom slider provide quick ways to enlarge and decrease a document onscreen view Status bar shows page information, the location of the insertion point, and the on/off status of several Word featuresStatus bar shows page information, the location of the insertion point, and the on/off status of several Word features 14 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

15 Starting a Document Begin a new document by typing in a blank document in the document windowBegin a new document by typing in a blank document in the document window Word includes a word-wrap featureWord includes a word-wrap feature As you type, the insertion point moves automatically to the next line when you reach the right marginAs you type, the insertion point moves automatically to the next line when you reach the right margin Press [Enter] only when you want to start a new paragraphPress [Enter] only when you want to start a new paragraph 15 Wrapped text Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

16 Starting a Document Insert text in a document by clicking to move the insertion point and then typingInsert text in a document by clicking to move the insertion point and then typing Delete textDelete text Press [Backspace] to delete the text before the insertion pointPress [Backspace] to delete the text before the insertion point Press [Delete] to delete the text after the insertion pointPress [Delete] to delete the text after the insertion point 16 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

17 Starting a Document Automatic features that might appear as you typeAutomatic features that might appear as you type AutoCompleteAutoComplete AutoCorrectAutoCorrect Spelling and GrammarSpelling and Grammar 17 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

18 Saving a Document To store a document permanently, you must save it as a fileTo store a document permanently, you must save it as a file When you save a file you give it a name, called a filename, and indicate the location to store the fileWhen you save a file you give it a name, called a filename, and indicate the location to store the file A filename identifies the fileA filename identifies the file Files can be stored on an internal hard disk, on a CD or jump drive, or in another locationFiles can be stored on an internal hard disk, on a CD or jump drive, or in another location Saving a file allows you to close the file and open it later for editing or printingSaving a file allows you to close the file and open it later for editing or printing 18 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

19 Saving a Document Save a file for the first time using the Save button on the Quick Access toolbar or the Save command on the Office menuSave a file for the first time using the Save button on the Quick Access toolbar or the Save command on the Office menu Assign a filename and a file location to a document using the Save As dialog boxAssign a filename and a file location to a document using the Save As dialog box 19 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Location of the file Filenames should be brief and descriptive.docx file extension indicates the file is a Word document

20 Saving a Document After you save a file for the first time, save frequently as you workAfter you save a file for the first time, save frequently as you work Saving updates the stored copy of the file with your changesSaving updates the stored copy of the file with your changes Save changes using the Save button, the Save command, or [Ctrl][S]Save changes using the Save button, the Save command, or [Ctrl][S] 20 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

21 Selecting Text You must select text before deleting, editing, or formatting itYou must select text before deleting, editing, or formatting it Click and drag the I-beam pointer across text to select itClick and drag the I-beam pointer across text to select it Selected text is highlightedSelected text is highlighted 21 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

22 Selecting Text 22 Selected text Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

23 Selecting Text Formatting marks are special characters that appear on screen to help you edit and format textFormatting marks are special characters that appear on screen to help you edit and format text 23 This formatting mark indicates a blank line or the end of a paragraph Formatting marks do not printFormatting marks do not print Use the Show/Hide ¶ button turn the display of formatting marks off and onUse the Show/Hide ¶ button turn the display of formatting marks off and on Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

24 Selecting Text To select text quickly, learn to use the mouse to select words, lines, paragraphs, and other large blocks of textTo select text quickly, learn to use the mouse to select words, lines, paragraphs, and other large blocks of text 24 Methods for selecting text to selectuse the pointer to Any amount of textDrag over the text A wordDouble-click the word A line of textClick with the selection pointer to the left of the line A sentencePress and hold [Ctrl], then click the sentence A paragraphTriple-click the paragraph or double-click with the selection pointer to the left of the paragraph A large block of textClick at the beginning of the selection, press and hold [Shift], then click at the end of the selection Multiple nonconsecutive selections Select the first selection, then press and hold [Ctrl] as you select each additional selection An entire documentTriple-click with the selection pointer to the left of any text, press [Ctrl][A], or click the Select button in the Editing group on the Home tab, and then click Select All Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

25 Formatting Text Using the Mini Toolbar Includes the most commonly used text and paragraph formatting commandsIncludes the most commonly used text and paragraph formatting commands Appears faintly above selected textAppears faintly above selected text Becomes solid when your point to itBecomes solid when your point to it Right-click selected text if the Mini toolbar disappearsRight-click selected text if the Mini toolbar disappears 25 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

26 Formatting Text Using the Mini Toolbar Printing a document - Before printing a document, examine it for errors in Print PreviewPrinting a document - Before printing a document, examine it for errors in Print Preview 26 Print Preview tab Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

27 Formatting Text Using the Mini Toolbar Print Preview shows a document as it will look when printedPrint Preview shows a document as it will look when printed Enlarge the view of the document to see detailsEnlarge the view of the document to see details Reduce the view to see the overall layoutReduce the view to see the overall layout Edit the document text in Print PreviewEdit the document text in Print Preview Print the document from Print PreviewPrint the document from Print Preview Click the Office button, point to Print, then click Print Preview to open Print PreviewClick the Office button, point to Print, then click Print Preview to open Print Preview 27 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

28 Formatting Text Using the Mini Toolbar Print a document after proofing a document and correcting errorsPrint a document after proofing a document and correcting errors Use the Print command on the Office menu to change the print settings before printingUse the Print command on the Office menu to change the print settings before printing Number of copiesNumber of copies Page rangePage range Default printerDefault printer 28 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

29 Formatting Text Using the Mini Toolbar Print a document (con’t)Print a document (con’t) Click the Quick Print command on the Office menu or the Print button on the Print Preview toolbar to print using the default print settingsClick the Quick Print command on the Office menu or the Print button on the Print Preview toolbar to print using the default print settings Prints a single copy of the entire documentPrints a single copy of the entire document The Quick Access toolbar can be customized to include the Quick Print buttonThe Quick Access toolbar can be customized to include the Quick Print button 29 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

30 Creating a Document Using a Template A template helps you create a formatted a document quicklyA template helps you create a formatted a document quickly A template is a formatted document that contains placeholder textA template is a formatted document that contains placeholder text You replace the placeholder text with your own text and save the file with a new filenameYou replace the placeholder text with your own text and save the file with a new filename Word includes templates for faxes, letters, reports, brochures, memos, and other types of documentsWord includes templates for faxes, letters, reports, brochures, memos, and other types of documents 30 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

31 Creating a Document Using a Template New Document dialog boxNew Document dialog box 31 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Installed Template Preview

32 Creating a Document Using a Template Replace placeholder text with your informationReplace placeholder text with your information 32 Inserted text Placeholder text Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

33 Creating a Document Using a Template Using the Undo, Redo, and Repeat commandsUsing the Undo, Redo, and Repeat commands Reverse the last action with the Undo buttonReverse the last action with the Undo button Restore a change that you reversed with the Redo buttonRestore a change that you reversed with the Redo button Repeat a change with the Repeat command on the Edit menuRepeat a change with the Repeat command on the Edit menu 33 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

34 Viewing and Navigating a Document Zoom featureZoom feature Enlarge document for a close-up viewEnlarge document for a close-up view Reduce document for an overview of the layoutReduce document for an overview of the layout Use tools in the Zoom group on the View tabUse tools in the Zoom group on the View tab 34 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

35 Viewing and Navigating a Document Use the Zoom level button on the status barUse the Zoom level button on the status bar Use the Zoom slider on the status barUse the Zoom slider on the status bar 35 Zoom level button Zoom slider Zoom In Zoom Out Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

36 Viewing and Navigating a Document Scroll to display different parts of a documentScroll to display different parts of a document Drag the scroll box up or down in the Vertical scroll barDrag the scroll box up or down in the Vertical scroll bar Drag the scroll box right or left in the Horizontal scroll barDrag the scroll box right or left in the Horizontal scroll bar Click the Previous Page buttonClick the Previous Page button Click the Next Page buttonClick the Next Page button 36 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

37 Viewing and Navigating a Document Word includes different views, or ways of displaying a documentWord includes different views, or ways of displaying a document Print Layout view displays a document as it will look on a printed pagePrint Layout view displays a document as it will look on a printed page Full Screen Reading view displays document so it is easy to read onscreenFull Screen Reading view displays document so it is easy to read onscreen 37 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

38 Viewing and Navigating a Document Word document views (cont.)Word document views (cont.) Web Layout view displays a document as it will look when viewed on a computer screen using a Web browserWeb Layout view displays a document as it will look when viewed on a computer screen using a Web browser Outline view displays the headings in a document in outline formOutline view displays the headings in a document in outline form Draft view shows a simplified layout of a document, without margins, headers and footers, or graphicsDraft view shows a simplified layout of a document, without margins, headers and footers, or graphics 38 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

39 Summary When you start Word, a blank document opens in the document windowWhen you start Word, a blank document opens in the document window To create a new document, begin typing in the blank documentTo create a new document, begin typing in the blank document Save the new document with a descriptive filenameSave the new document with a descriptive filename As you edit the document, save your changes to it oftenAs you edit the document, save your changes to it often 39 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

40 Summary Select text as you workSelect text as you work Format text using the Mini toolbarFormat text using the Mini toolbar Use Print Preview before printingUse Print Preview before printing Save, print, and then close the documentSave, print, and then close the document When you are finished editing and creating documents, close all open files, and then close WordWhen you are finished editing and creating documents, close all open files, and then close Word 40 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

41 Editing Documents

42 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition42 Cut and paste textCut and paste text Copy and paste textCopy and paste text Use the Office ClipboardUse the Office Clipboard Find and replace textFind and replace text Objectives

43 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition43 Check spelling and grammarCheck spelling and grammar Research informationResearch information Add hyperlinksAdd hyperlinks Prepare a document for distributionPrepare a document for distribution Objectives

44 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition44 Cutting and Pasting Text The operation of moving text from one location to another is called cut and pasteThe operation of moving text from one location to another is called cut and paste Cutting text removes it from the documentCutting text removes it from the document Cut text is placed on the Clipboard, a temporary storage area for text and graphics cut or copied from a documentCut text is placed on the Clipboard, a temporary storage area for text and graphics cut or copied from a document Two clipboards:Two clipboards: System Clipboard - holds one item, the last item cut or copied from a documentSystem Clipboard - holds one item, the last item cut or copied from a document Office Clipboard - holds up to 24 itemsOffice Clipboard - holds up to 24 items

45 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition45 Cutting and Pasting Text Cut the selected text using the Cut button in the Clipboard group on the Home tab or the keyboard shortcut [Ctrl][X]Cut the selected text using the Cut button in the Clipboard group on the Home tab or the keyboard shortcut [Ctrl][X] Paste text at the location of the insertion point using the Paste button in the Clipboard group on the Home tab or the keyboard shortcut [Ctrl][V]Paste text at the location of the insertion point using the Paste button in the Clipboard group on the Home tab or the keyboard shortcut [Ctrl][V]

46 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition46 Cutting and Pasting Text You can also move text using the drag and drop methodYou can also move text using the drag and drop method Drag selected text to a new location using the mouseDrag selected text to a new location using the mouse Text that is dragged is not placed on the ClipboardText that is dragged is not placed on the Clipboard

47 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition47 Cutting and Pasting Text Use keyboard shortcuts as a quick way to perform a commandUse keyboard shortcuts as a quick way to perform a command [Ctrl][X] to cut text[Ctrl][X] to cut text [Ctrl][C] to copy text[Ctrl][C] to copy text [Ctrl][V] to paste text[Ctrl][V] to paste text [Ctrl][A] to select all the text in a document[Ctrl][A] to select all the text in a document [Ctrl][S] to save a document[Ctrl][S] to save a document The keyboard shortcut for a command appears in the ScreenTipThe keyboard shortcut for a command appears in the ScreenTip

48 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition48 Copying and Pasting Text Copied text is not removed from the documentCopied text is not removed from the document A copy of copied text is placed on the ClipboardA copy of copied text is placed on the Clipboard Use the Copy button in the Clipboard group on the Home tab or the keyboard shortcut [Ctrl][C]Use the Copy button in the Clipboard group on the Home tab or the keyboard shortcut [Ctrl][C] Copy selected text by pressing [Ctrl] as you drag it to another locationCopy selected text by pressing [Ctrl] as you drag it to another location

49 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition49 Copying and Pasting Text The Paste Options button allows you to change the formatting of pasted textThe Paste Options button allows you to change the formatting of pasted text Copied text Pasted text Paste Options button

50 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition50 Copying and Pasting Text Split a document window into two panesSplit a document window into two panes Useful when you want to copy and move items in a long documentUseful when you want to copy and move items in a long document Use the Split button in the Window group on the View tabUse the Split button in the Window group on the View tab Drag the horizontal split bar to the location you want to split the windowDrag the horizontal split bar to the location you want to split the window Use the scroll bars in each pane to display different parts of the documentUse the scroll bars in each pane to display different parts of the document Use the Cut, Copy, and Paste commands to copy or move items between panesUse the Cut, Copy, and Paste commands to copy or move items between panes

51 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition51 Using the Office Clipboard The Office ClipboardThe Office Clipboard Stores up to 24 itemsStores up to 24 items Stores text and graphicsStores text and graphics Items can be cut or copied from any Office programItems can be cut or copied from any Office program Items on the Office Clipboard can be viewedItems on the Office Clipboard can be viewed The last item collected is stored on both the Office Clipboard and the system ClipboardThe last item collected is stored on both the Office Clipboard and the system Clipboard

52 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition52 Using the Office Clipboard The Office Clipboard appears in the Clipboard task paneThe Office Clipboard appears in the Clipboard task pane Can be set to open automatically after two consecutive cut or copy actionsCan be set to open automatically after two consecutive cut or copy actions Display manually by clicking the launcher in the Clipboard groupDisplay manually by clicking the launcher in the Clipboard group Stored items Click to resize or move the Clipboard task pane Icon indicates the item is collected from Word Click to change display options

53 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition53 Using the Office Clipboard Copying and moving items between documentsCopying and moving items between documents Open both Word documentsOpen both Word documents Cut or copy text from one documentCut or copy text from one document Switch to the other documentSwitch to the other document Click the button for the document on the task barClick the button for the document on the task bar Use the Arrange All command in the Window group on the View tab to display both documents at the same timeUse the Arrange All command in the Window group on the View tab to display both documents at the same time Paste the text into the second documentPaste the text into the second document

54 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition54 Finding and Replacing Text Find and Replace featureFind and Replace feature Use the Replace command to search for and replace all instances of a word or phrase in a documentUse the Replace command to search for and replace all instances of a word or phrase in a document Automatically find and replace all occurrences at once, orAutomatically find and replace all occurrences at once, or Find and review each individual occurrenceFind and review each individual occurrence Use the Find command to locate and highlight every occurrence of a word or phrase in a documentUse the Find command to locate and highlight every occurrence of a word or phrase in a document

55 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition55 Finding and Replacing Text Find and Replace dialog boxFind and Replace dialog box Enter Replace criteria Select search options Enter Find criteria

56 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition56 Finding and Replacing Text Go To tab in Find and Replace dialog boxGo To tab in Find and Replace dialog box Use to move to a specific page, section, line, table, graphic or other item in a documentUse to move to a specific page, section, line, table, graphic or other item in a document Click the Page number button on the status bar to open the Find and Replace dialog box, click the Go To tab, and then make selectionsClick the Page number button on the status bar to open the Find and Replace dialog box, click the Go To tab, and then make selections

57 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition57 Checking Spelling and Grammar Spelling and Grammar checkerSpelling and Grammar checker –Flags possible mistakes and suggests corrections Misspelled wordsMisspelled words Grammar errorsGrammar errors –You still need to proofread your documents carefully for errors

58 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition58 Checking Spelling and Grammar Identified misspelled word Suggested correction

59 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition59 Checking Spelling and Grammar Identified grammar error Suggested corrections

60 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition60 Checking Spelling and Grammar Inserting text with AutoCorrectInserting text with AutoCorrect Create your own AutoCorrect entriesCreate your own AutoCorrect entries Words you type often, such as a nameWords you type often, such as a name Words you often misspellWords you often misspell To create an AutoCorrect entryTo create an AutoCorrect entry Open the AutoCorrect dialog boxOpen the AutoCorrect dialog box To insert an AutoCorrect entry in a documentTo insert an AutoCorrect entry in a document Type the text you want Word to correct followed by [Spacebar]Type the text you want Word to correct followed by [Spacebar]

61 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition61 Researching Information Research task pane provides access to many resourcesResearch task pane provides access to many resources Use the Thesaurus to look up synonyms for repetitive or awkward wordsUse the Thesaurus to look up synonyms for repetitive or awkward words Select a word, then click Thesaurus in the Proofing groupSelect a word, then click Thesaurus in the Proofing group Right-click a word, then point to SynonymsRight-click a word, then point to Synonyms

62 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition62 Word in document Possible meaning Synonyms for the word Thesaurus appears in the Research task paneThesaurus appears in the Research task pane With an active Internet connection, the Research task pane provides access to other reference sourcesWith an active Internet connection, the Research task pane provides access to other reference sources Researching Information

63 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Adding Hyperlinks A hyperlink is text or a graphic that, when clicked, moves the viewer to a different location or programA hyperlink is text or a graphic that, when clicked, moves the viewer to a different location or program Click Hyperlink button in the Links group on the Insert tab to open the Insert Hyperlink dialog boxClick Hyperlink button in the Links group on the Insert tab to open the Insert Hyperlink dialog box Use the Insert Hyperlink dialog box to create hyperlinksUse the Insert Hyperlink dialog box to create hyperlinks

64 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Adding Hyperlinks The Insert Hyperlink dialog boxThe Insert Hyperlink dialog box Types of links you can create Use to modify ScreenTip

65 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Adding Hyperlinks Hyperlinks in a documentHyperlinks in a document Hyperlink and its corresponding ScreenTip Purple indicates hyperlink has been followed

66 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition66 Preparing a Document for Distribution Viewing and modifying document propertiesViewing and modifying document properties Document properties are user-defined details about a file that can help to identify it, such as:Document properties are user-defined details about a file that can help to identify it, such as: AuthorAuthor TitleTitle KeywordsKeywords Click the Office button, point to Prepare, and then click PropertiesClick the Office button, point to Prepare, and then click Properties

67 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Preparing a Document for Distribution Prepare command optionsPrepare command options PropertiesProperties Inspect DocumentInspect Document Encrypt DocumentEncrypt Document Add a Digital SignatureAdd a Digital Signature Mark as FinalMark as Final Run Compatibility CheckerRun Compatibility Checker

68 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Preparing a Document for Distribution Document Information PanelDocument Information Panel Click list arrow, then click Advanced Properties to open the Properties dialog box

69 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition69 Summary Reorganize text using the Cut, Copy, and Paste commandsReorganize text using the Cut, Copy, and Paste commands Use the system Clipboard and the Office ClipboardUse the system Clipboard and the Office Clipboard Search for and replace all instances of a word or phrase using the Find and Replace featureSearch for and replace all instances of a word or phrase using the Find and Replace feature Check a document for possible errors using the Spelling and Grammar checkerCheck a document for possible errors using the Spelling and Grammar checker Always proofread a documentAlways proofread a document

70 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition70 Summary Replace a word with a synonym using the ThesaurusReplace a word with a synonym using the Thesaurus Add hyperlinks to documents to help users move quickly within a document or to another document or locationAdd hyperlinks to documents to help users move quickly within a document or to another document or location Prepare a document for distribution by reviewing the document properties and by using the Document Inspector to remove private or identifying informationPrepare a document for distribution by reviewing the document properties and by using the Document Inspector to remove private or identifying information

71 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Formatting Text and Paragraphs Editing Documents

72 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition72 Format with fontsFormat with fonts Copy formats using the Format PainterCopy formats using the Format Painter Change line and paragraph spacingChange line and paragraph spacing Align paragraphsAlign paragraphs Work with tabsWork with tabs Objectives

73 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition73 Work with indentsWork with indents Add bullets and numberingAdd bullets and numbering Add borders and shadingAdd borders and shading Add footnotes and endnotesAdd footnotes and endnotes Objectives

74 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition74 Formatting with Fonts Formatting text with fonts is a powerful way to alter the appearance of a documentFormatting text with fonts is a powerful way to alter the appearance of a document A font is a complete set of characters with the same typeface or designA font is a complete set of characters with the same typeface or design Arial, Times New Roman, Tahoma, and Calibri are examples of fontsArial, Times New Roman, Tahoma, and Calibri are examples of fonts Each font has a specific design and feelEach font has a specific design and feel

75 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition75 Formatting with Fonts  Serif fonts have a small stroke, called a serif, on the ends of characters, and are often used for body text: –Times New Roman –Garamond –Book Antiqua –Californian FB  Sans serif fonts do not have a serif, and are often used for headings: –Arial Rounded MT Bold –Comic Sans MS –Franklin Gothic Demi –Papyrus

76 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition76 Formatting with Fonts Changing the size of text, or the font size, is another way to determine the impact of textChanging the size of text, or the font size, is another way to determine the impact of text Font size is measured in pointsFont size is measured in points A point is 1/72 of an inchA point is 1/72 of an inch 11-point Calibri is the default font size and font for a new Word document11-point Calibri is the default font size and font for a new Word document You can also change the font colorYou can also change the font color

77 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition77 Formatting with Fonts Change fonts using the Font list arrowChange fonts using the Font list arrow Change font size using the Font Size list arrowChange font size using the Font Size list arrow Change font color using the Font Color list arrowChange font color using the Font Color list arrow Font list arrow Font Size list arrow Font names are formatted in the font

78 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition78 Formatting with Fonts Tips for formatting with fontsTips for formatting with fonts Choose fonts that augment the document purposeChoose fonts that augment the document purpose Conservative fonts for business documentsConservative fonts for business documents Playful fonts for flyers, invitations, etc.Playful fonts for flyers, invitations, etc. Too many fonts can clutter a documentToo many fonts can clutter a document Use no more than two or three different fonts in a documentUse no more than two or three different fonts in a document Format body text and headings in a different fontFormat body text and headings in a different font

79 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition79 Formatting with Fonts Adding a drop capAdding a drop cap A drop cap is a large initial capital letter, often used to set off the first paragraph of an articleA drop cap is a large initial capital letter, often used to set off the first paragraph of an article To insert a drop cap, use click the Drop Cap button in the Text group on the Insert tabTo insert a drop cap, use click the Drop Cap button in the Text group on the Insert tab

80 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition80 Changing Font Styles and Effects Font stylesFont styles Make text darker and thicker by applying boldMake text darker and thicker by applying bold Click the Bold button to apply boldClick the Bold button to apply bold Slant text by applying italicSlant text by applying italic Click the Italic button to apply italicClick the Italic button to apply italic Underline text for emphasisUnderline text for emphasis Click the Underline list arrow, then select an underline styleClick the Underline list arrow, then select an underline style

81 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition81 The Format Painter allows you to copy the format setting applied to selected text to other textThe Format Painter allows you to copy the format setting applied to selected text to other text Use to copy multiple format settings or individual onesUse to copy multiple format settings or individual ones Click the Format Painter button once to apply the format settings to one itemClick the Format Painter button once to apply the format settings to one item Double-click the Format Painter button to activate the Format Painter and apply settings to multiple itemsDouble-click the Format Painter button to activate the Format Painter and apply settings to multiple items Changing Line and Paragraph Spacing

82 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition82 Changing Font Styles and Effects Font effectsFont effects Apply using the Font dialog boxApply using the Font dialog box SuperscriptSuperscript SubscriptSubscript ShadowShadow OutlineOutline EmbossEmboss EngraveEngrave Small capsSmall caps Choose font effects

83 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition83 Changing Font Styles and Effects Character-spacing effectsCharacter-spacing effects Apply character-spacing effects using the Character Spacing tab in the Font dialog boxApply character-spacing effects using the Character Spacing tab in the Font dialog box Change the width, or scale, of charactersChange the width, or scale, of characters Change the spacing between charactersChange the spacing between characters Raise or lower characters relative to the line of textRaise or lower characters relative to the line of text

84 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition84 Changing Font Styles and Effects 48 point, red, shadow effect, 80% character scale Italic Bold

85 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition85 Changing Font Styles and Effects Changing the case of lettersChanging the case of letters Change letters from uppercase to lowercase and vice versaChange letters from uppercase to lowercase and vice versa Sentence case capitalizes the first letter of a sentenceSentence case capitalizes the first letter of a sentence Title case capitalizes the first letter of each wordTitle case capitalizes the first letter of each word Toggle case switches all letters to the opposite caseToggle case switches all letters to the opposite case Use the Change Case button in the Font group on the Home tabUse the Change Case button in the Font group on the Home tab

86 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition86 Changing Line and Paragraph Spacing Adding white space to a document can make it easier to readAdding white space to a document can make it easier to read Increase space between lines using the Line Spacing list arrowIncrease space between lines using the Line Spacing list arrow Increase space between paragraphs using the Before and After text boxes in the Paragraph group on the Page Layout tabIncrease space between paragraphs using the Before and After text boxes in the Paragraph group on the Page Layout tab

87 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition87 Changing Line and Paragraph Spacing 12 points of space added before title paragraph Line spacing is 1.5 Spacing section shows paragraph spacing for paragraph where insertion point is located Line spacing is 1.15 6 points of space added after heading paragraph

88 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition88 Changing Line and Paragraph Spacing Formatting with Quick StylesFormatting with Quick Styles Apply multiple format settings in one step with a styleApply multiple format settings in one step with a style A style is a set of format settings that are named and stored togetherA style is a set of format settings that are named and stored together Styles can include character and paragraph format settingsStyles can include character and paragraph format settings Apply Quick Styles by selecting a style from the Quick Style galleryApply Quick Styles by selecting a style from the Quick Style gallery

89 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Changing Line and Paragraph Spacing Each Quick Style set includes styles for a title, several heading levels, body text, quotes, and listsEach Quick Style set includes styles for a title, several heading levels, body text, quotes, and lists Each Quick Style Set has a different designEach Quick Style Set has a different design

90 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition90 Aligning Paragraphs Paragraphs are aligned relative to the left and right marginsParagraphs are aligned relative to the left and right margins Left-aligned text is flush with the left margin and has a ragged right edgeLeft-aligned text is flush with the left margin and has a ragged right edge Right-aligned text is flush with the right marginRight-aligned text is flush with the right margin Centered text is positioned evenly between the marginsCentered text is positioned evenly between the margins Justified text is flush with both the left and right marginsJustified text is flush with both the left and right margins

91 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition91 Aligning Paragraphs Change paragraph alignment using the alignment buttons in the Paragraph group on the Home tabChange paragraph alignment using the alignment buttons in the Paragraph group on the Home tab Centered Justified Right-aligned Left-aligned

92 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition92 Aligning Paragraphs Indents and Spacing tab in the Paragraph dialog boxIndents and Spacing tab in the Paragraph dialog box Shows the format settings for the active text and paragraphShows the format settings for the active text and paragraph Use to check, change, and compare format settingsUse to check, change, and compare format settings

93 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Aligning Paragraphs Format a document using themesFormat a document using themes A theme is a complete set of theme colors, fonts, and effectsA theme is a complete set of theme colors, fonts, and effects Preview a theme before applying itPreview a theme before applying it Click the Themes button in the Themes group on the Page Layout tab to select and apply a themeClick the Themes button in the Themes group on the Page Layout tab to select and apply a theme

94 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition94 Working with Tabs Tabs help you to align text vertically at a specific location on a pageTabs help you to align text vertically at a specific location on a page A tab stop is a point on the horizontal ruler that identifies a text alignment locationA tab stop is a point on the horizontal ruler that identifies a text alignment location By default, tab stops are located every ½ inch from the left marginBy default, tab stops are located every ½ inch from the left margin You can create custom tab stopsYou can create custom tab stops Text can be aligned to the left, right, or center of a tab stop, or aligned with a bar character or decimal pointText can be aligned to the left, right, or center of a tab stop, or aligned with a bar character or decimal point

95 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition95 Working with Tabs Set tabs using the rulerSet tabs using the ruler Click the tab indicator at the left end of the horizontal ruler to select the type of tabClick the tab indicator at the left end of the horizontal ruler to select the type of tab Set the tab by clicking the ruler at the location you want the tab stop to beSet the tab by clicking the ruler at the location you want the tab stop to be Tab stop applies to:Tab stop applies to: The active paragraph, orThe active paragraph, or The selected paragraphsThe selected paragraphs Drag a tab stop on the ruler to change its locationDrag a tab stop on the ruler to change its location

96 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition96 Working with Tabs Tabbed text left-aligned Left tab stop Right tab stop Tabbed text right-aligned Tab leader Tab indicator

97 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition97 Working with Tabs Set tabs using the Tabs dialog boxSet tabs using the Tabs dialog box –Create new tab stops –Change the position or alignment of existing tab stops –Clear tab stops –Apply a tab leader, a line that appears in front of tabbed text

98 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition98 Working with Indents Indenting a paragraph moves the edge of the paragraph in from the left or right marginIndenting a paragraph moves the edge of the paragraph in from the left or right margin Indent the entire left or right edge of a paragraphIndent the entire left or right edge of a paragraph Indent just the first lineIndent just the first line Indent all lines except the first lineIndent all lines except the first line Indent markers on the horizontal ruler identify the indent settings for the paragraph in which the insertion point is locatedIndent markers on the horizontal ruler identify the indent settings for the paragraph in which the insertion point is located

99 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition99 Working with Indents To indent a paragraph:To indent a paragraph: Drag an indent marker to a new location on the rulerDrag an indent marker to a new location on the ruler Click the Increase Indent button or the Decrease Indent button in the Paragraph group on the Home tabClick the Increase Indent button or the Decrease Indent button in the Paragraph group on the Home tab Change the indent settings on the Indents and Spacing tab in the Paragraph dialog boxChange the indent settings on the Indents and Spacing tab in the Paragraph dialog box

100 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition100 Working with Indents First Line Indent marker Hanging Indent marker Left Indent marker Indented paragraph Right Indent marker Indent buttons

101 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition101 Working with Indents Clearing text formattingClearing text formatting Use the Clear Formatting command to return text to its default settings:Use the Clear Formatting command to return text to its default settings: 11-point Calibri text11-point Calibri text Left-aligned, 1.15 paragraph spacing, 10 points below, and with no indentsLeft-aligned, 1.15 paragraph spacing, 10 points below, and with no indents To clear formatting, select the text, click the Clear All Formatting button in the Font group on the Home tabTo clear formatting, select the text, click the Clear All Formatting button in the Font group on the Home tab

102 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition102 Adding Bullets and Numbering Formatting paragraphs with bullets and numbering can help to organize ideas in a documentFormatting paragraphs with bullets and numbering can help to organize ideas in a document A bullet is a character, often a small circle, that appears before the items in a list to add emphasisA bullet is a character, often a small circle, that appears before the items in a list to add emphasis Numbering the items in a list helps to illustrate sequence and priorityNumbering the items in a list helps to illustrate sequence and priority

103 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition103 Adding Bullets and Numbering Numbered list Bulleted list Use the Bullets button or Numbering button in the Paragraph group on the Home tab to apply bullets or numbering to paragraphsUse the Bullets button or Numbering button in the Paragraph group on the Home tab to apply bullets or numbering to paragraphs Bullets and Numbering buttons

104 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition104 Adding Bullets and Numbering Use the Bullets or Numbering list arrows to apply, change, or customize bullet and numbering stylesUse the Bullets or Numbering list arrows to apply, change, or customize bullet and numbering styles

105 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition105 Adding Bullets and Numbering Creating outlinesCreating outlines To create a hierarchical structure in a list, apply an outline numbering styleTo create a hierarchical structure in a list, apply an outline numbering style Click the Multilevel List list arrow to select and apply a multilevel list styleClick the Multilevel List list arrow to select and apply a multilevel list style Format an existing listFormat an existing list Demote items using the Increase Indent buttonDemote items using the Increase Indent button Promote items using the Decrease Indent buttonPromote items using the Decrease Indent button

106 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition106 Adding Borders and Shading Adding borders and shading to text can help to enhance the information in a documentAdding borders and shading to text can help to enhance the information in a document A border is a line added above, below, to the side of, or around words or paragraphsA border is a line added above, below, to the side of, or around words or paragraphs Shading is a color or pattern that is added behind words or paragraphsShading is a color or pattern that is added behind words or paragraphs Use the Border button or the Shading button in the Paragraph group on the Home tabUse the Border button or the Shading button in the Paragraph group on the Home tab

107 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition107 Adding Borders and Shading Border optionsBorder options BoxBox ShadowShadow 3-D3-D CustomCustom Line styleLine style Line colorLine color Line widthLine width

108 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition108 Adding Borders and Shading Shading optionsShading options Fill colorFill color Theme colorTheme color Standard colorStandard color Custom colorCustom color Pattern stylePattern style Tint (e.g. 75%)Tint (e.g. 75%) Pattern (e.g. diagonal lines)Pattern (e.g. diagonal lines)

109 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition109 Adding Borders and Shading Border Shading

110 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition110 Adding Borders and Shading Highlighting text in a documentHighlighting text in a document Highlighting is transparent color that is applied to text using the Highlight pointerHighlighting is transparent color that is applied to text using the Highlight pointer Highlighting is most effective when a document is viewed on screenHighlighting is most effective when a document is viewed on screen Highlighting does printHighlighting does print To highlight text, click the Text Highlight Color list arrow in the Font group on the Home tab, select a color, then select the textTo highlight text, click the Text Highlight Color list arrow in the Font group on the Home tab, select a color, then select the text

111 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Adding Footnotes and Endnotes Footnotes and endnotes provide additional informationFootnotes and endnotes provide additional information They consist of two partsThey consist of two parts Note reference markNote reference mark Corresponding footnote or endnoteCorresponding footnote or endnote To convert footnotes to endnotes, click the launcher in the Footnote group, click Convert, click OK, then click Close.To convert footnotes to endnotes, click the launcher in the Footnote group, click Convert, click OK, then click Close.

112 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Adding Footnotes and Endnotes Example of footnote in text Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Footnote text Separator line Note reference mark

113 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Adding Footnotes and Endnotes Creating a bibliography A bibliography is a list of reference sources you cited or consulted while creating a documentA bibliography is a list of reference sources you cited or consulted while creating a document Create a source for each reference source you usedCreate a source for each reference source you used Insert citations in a document that are tied to a sourceInsert citations in a document that are tied to a source The bibliography is generated using the source information provided for the documentThe bibliography is generated using the source information provided for the document

114 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition114 Summary Enhance documents with formattingEnhance documents with formatting Format characters:Format characters: Font, font size, font styles, font effects, and character-spacingFont, font size, font styles, font effects, and character-spacing Format paragraphsFormat paragraphs Alignment, line spacing, paragraph spacing, tabs, indents, bullets, numbering, borders, and shadingAlignment, line spacing, paragraph spacing, tabs, indents, bullets, numbering, borders, and shading Choose appropriate formatting for the document’s purpose and audienceChoose appropriate formatting for the document’s purpose and audience Take care not to over format a documentTake care not to over format a document

115 Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Formatting Documents

116 116Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Set document marginsSet document margins Divide a document into sectionsDivide a document into sections Insert page breaksInsert page breaks Format columnsFormat columns Insert page numbersInsert page numbers Objectives

117 117Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Add headers and footersAdd headers and footers Edit headers and footersEdit headers and footers Insert a tableInsert a table Insert clip artInsert clip art Objectives

118 118Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Setting Document Margins Document margins are the blank areas between the edge of the text and the edge of the pageDocument margins are the blank areas between the edge of the text and the edge of the page Default margins are 1” at the top, bottom, left, and right sides of the pageDefault margins are 1” at the top, bottom, left, and right sides of the page Changing a document’s margins changes the amount of text that fits on a pageChanging a document’s margins changes the amount of text that fits on a page

119 119Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Setting Document Margins To adjust a document’s margins:To adjust a document’s margins: Click the Margins button in the Page Setup group on the Page Layout tab, then click Custom MarginsClick the Margins button in the Page Setup group on the Page Layout tab, then click Custom Margins Change margin settings on the Margins tab in the Page Setup dialog boxChange margin settings on the Margins tab in the Page Setup dialog box Drag a margin indicator on a ruler to a new locationDrag a margin indicator on a ruler to a new location

120 120Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Setting Document Margins Ruler shows location of top margin Top margin Ruler shows location of left margin Right margin Left margin

121 121Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Setting Document Margins Page orientationPage orientation Portrait orientation means a page is taller than it is widePortrait orientation means a page is taller than it is wide The default page orientation for a document is portraitThe default page orientation for a document is portrait Landscape orientation means a page is wider than it is tallLandscape orientation means a page is wider than it is tall Paper sizePaper size Default paper size is 8.5” x 11”Default paper size is 8.5” x 11”

122 122Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Setting Document Margins The Page Setup dialog boxThe Page Setup dialog box –Margins tab Change margins, page orientation, and format the layout of pages in a multiple page documentChange margins, page orientation, and format the layout of pages in a multiple page document –Paper tab Change paper size and paper sourceChange paper size and paper source –Layout tab Format sections, format headers and footers, and change vertical alignmentFormat sections, format headers and footers, and change vertical alignment

123 123Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Setting Document Margins Margin options in a multiple page documentMargin options in a multiple page document Mirror margins are used in documents with facing pages, such as magazinesMirror margins are used in documents with facing pages, such as magazines Inside and outside margins are a mirror image of each otherInside and outside margins are a mirror image of each other A gutter margin is used in documents that are bound, such as booksA gutter margin is used in documents that are bound, such as books A gutter adds extra space to the top, left, or inside margin to allow for the bindingA gutter adds extra space to the top, left, or inside margin to allow for the binding Set mirror margins and a gutter on the Margins tab of the Page Setup dialog boxSet mirror margins and a gutter on the Margins tab of the Page Setup dialog box

124 124Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Dividing a Document into Sections A section is a portion of a document that is separated from the rest of the document by section breaksA section is a portion of a document that is separated from the rest of the document by section breaks A section break is a formatting mark that shows the end of a sectionA section break is a formatting mark that shows the end of a section You divide a document into sections when you want to apply different page layout settings, such as columns, to sectionsYou divide a document into sections when you want to apply different page layout settings, such as columns, to sections Sections are used to vary the layout of a documentSections are used to vary the layout of a document A document is formatted in a single section by defaultA document is formatted in a single section by default

125 125Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Dividing a Document into Sections Insert a section break using the Breaks button in the Page Setup group on the Page Layout tabInsert a section break using the Breaks button in the Page Setup group on the Page Layout tab Types of section breaksTypes of section breaks SectionFunction Next pageBegins a new section and moves the text following the break to the top of the next page ContinuousBegins a new section on the same page Even pageBegins a new section and moves the text following the break to the top of the next even-numbered page Odd pageBegins a new section and moves the text following the break to the top of the next odd-numbered page

126 126Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Dividing a Document into Sections Section 1 is formatted in one column Section 2 is formatted in two columns Continuous section break

127 127Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Dividing a Document into Sections Changing page layout settings for a sectionChanging page layout settings for a section Each section in a document can have different page layout settingsEach section in a document can have different page layout settings Margins, page orientation, paper size, headers and footers, page numbering, vertical alignment, etc.Margins, page orientation, paper size, headers and footers, page numbering, vertical alignment, etc. To apply page layout settings to an individual section, make sure to click the Apply to list arrow in the Page Setup dialog box, and then click This sectionTo apply page layout settings to an individual section, make sure to click the Apply to list arrow in the Page Setup dialog box, and then click This section

128 128Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Inserting Page Breaks Vertically aligning text on a pageVertically aligning text on a page By default, text is vertically aligned with the top margin of a pageBy default, text is vertically aligned with the top margin of a page Other vertical alignment optionsOther vertical alignment options Text centered between the top and bottom marginsText centered between the top and bottom margins Text justified between the top and bottom marginsText justified between the top and bottom margins Text aligned with the bottom marginText aligned with the bottom margin Vertically align text only when the text does not fill a pageVertically align text only when the text does not fill a page Change vertical alignment on the Layout tab of the Page Setup dialog boxChange vertical alignment on the Layout tab of the Page Setup dialog box

129 129Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Inserting Page Breaks As you type, an automatic (soft) page break is automatically inserted when you reach the bottom of a pageAs you type, an automatic (soft) page break is automatically inserted when you reach the bottom of a page Text flows to the next pageText flows to the next page You can force text onto the next page by inserting a manual (hard) page breakYou can force text onto the next page by inserting a manual (hard) page break Use the Breaks button in the Page Setup group on the Page Layout tab to insert a page break, orUse the Breaks button in the Page Setup group on the Page Layout tab to insert a page break, or Press [Ctrl][Enter]Press [Ctrl][Enter]

130 130Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Inserting Page Breaks Manual page break Text that follows break is forced to next page

131 131Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Formatting Columns Format text in columns to make it easier to readFormat text in columns to make it easier to read Apply column formatting to a document, to a section, or to selected textApply column formatting to a document, to a section, or to selected text Use the Columns button in the Page Setup group on the Page Layout tab to quickly create columns of equal widthUse the Columns button in the Page Setup group on the Page Layout tab to quickly create columns of equal width Use the Columns dialog box to create columns, customize the width and spacing of columns, and add lines between columnsUse the Columns dialog box to create columns, customize the width and spacing of columns, and add lines between columns

132 132Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Formatting Columns Control the flow of text in columnsControl the flow of text in columns Insert a column break to force text after the break to the top of the next columnInsert a column break to force text after the break to the top of the next column Balance columns of unequal length on a page by inserting a continuous section break at the end of the last column on a pageBalance columns of unequal length on a page by inserting a continuous section break at the end of the last column on a page Insert a column or continuous section break using the Breaks button in the Page Setup group on the Page Layout tabInsert a column or continuous section break using the Breaks button in the Page Setup group on the Page Layout tab

133 133Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Formatting Columns Column break forces text to the top of the next column Continuous section break balances the columns on the page

134 134Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Formatting Columns Hyphenating text in a documentHyphenating text in a document Hyphens are small dashes that break words at the end of a lineHyphens are small dashes that break words at the end of a line Hyphenating text helps to control the flow of text in columnsHyphenating text helps to control the flow of text in columns Diminishes the gaps between words in justified textDiminishes the gaps between words in justified text Reduces ragged right edges in left-aligned textReduces ragged right edges in left-aligned text To hyphenate a document automatically, click the Hyphenation button in the Page Setup group on the Page Layout tabTo hyphenate a document automatically, click the Hyphenation button in the Page Setup group on the Page Layout tab A narrower hyphenation zone results in more hyphenated words and a cleaner look to columnsA narrower hyphenation zone results in more hyphenated words and a cleaner look to columns

135 135Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Inserting Page Numbers Automatically number the pages of a document by inserting a page number fieldAutomatically number the pages of a document by inserting a page number field A field is a code that serves as a placeholder for data that changes in a documentA field is a code that serves as a placeholder for data that changes in a document Click the Page Numbers button in the Header & Footer group on the Insert tab to insert a page number fieldClick the Page Numbers button in the Header & Footer group on the Insert tab to insert a page number field Select a location, such as bottom of pageSelect a location, such as bottom of page Select a preformatted page number and alignmentSelect a preformatted page number and alignment

136 136Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Inserting Page Numbers Page number fields are inserted in a document header or footerPage number fields are inserted in a document header or footer Page number (in the Footer area) Document text (dimmed when the Footer area is open)

137 137Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Inserting Page Numbers Moving around in a long documentMoving around in a long document Scroll using the scroll barsScroll using the scroll bars Browse by Object button below the vertical scroll barBrowse by Object button below the vertical scroll bar Select object to browse by from the palette of object typesSelect object to browse by from the palette of object types Object types include next or previous page, section, table, graphic, or other item of the same typeObject types include next or previous page, section, table, graphic, or other item of the same type

138 138Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Inserting Page Numbers Insert Quick PartsInsert Quick Parts Insert a Quick Part field, such as a field for the current date or current timeInsert a Quick Part field, such as a field for the current date or current time Update content in field automatically each time you open the document, orUpdate content in field automatically each time you open the document, or Keep content in field as static textKeep content in field as static text Word uses your computer clock to compute the current date and timeWord uses your computer clock to compute the current date and time Click the Quick Parts button in the Text group on the Insert tab, click Field on the menu, click the field name in the Field dialog boxClick the Quick Parts button in the Text group on the Insert tab, click Field on the menu, click the field name in the Field dialog box

139 139Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Adding Headers and Footers Add headers and footers to a document when there is an item you want to appear on every pageAdd headers and footers to a document when there is an item you want to appear on every page A header is text or graphics that appears at the top of every page of a documentA header is text or graphics that appears at the top of every page of a document A footer is text or graphics that appears at the bottom of every page of a documentA footer is text or graphics that appears at the bottom of every page of a document Headers and footers often contain information such as document title, author name, dates, and page numbersHeaders and footers often contain information such as document title, author name, dates, and page numbers

140 140Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Adding Headers and Footers Open headers and footers by clicking the Header button or the Footer button on the Insert tabOpen headers and footers by clicking the Header button or the Footer button on the Insert tab Add text to headers and footers by typing in the Header and Footer areasAdd text to headers and footers by typing in the Header and Footer areas You can also add symbols, borders, graphics, and other elements to headers and footersYou can also add symbols, borders, graphics, and other elements to headers and footers The Header & Footer Tools Design tab opens when the Header and Footer areas are openThe Header & Footer Tools Design tab opens when the Header and Footer areas are open

141 141Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Adding Headers and Footers Document text is dimmed when the Header and Footer areas are openDocument text is dimmed when the Header and Footer areas are open Dimmed text can’t be editedDimmed text can’t be edited The Header and Footers areas are independent of the document itself and must be formatted separatelyThe Header and Footers areas are independent of the document itself and must be formatted separately Header & Footer Tools Design Tab Header area open with content control

142 142Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Adding Headers and Footers Create custom Headers and Footers as a Building BlockCreate custom Headers and Footers as a Building Block To saveTo save Select all the text including the last paragraph markSelect all the text including the last paragraph mark Click the Header (or Footer) buttonClick the Header (or Footer) button Click Save Selection to Header GalleryClick Save Selection to Header Gallery Complete the Create New Building Block dialog boxComplete the Create New Building Block dialog box

143 143Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Editing Headers and Footers To edit headers and footers, first open the Header and Footer areas:To edit headers and footers, first open the Header and Footer areas: Double-click a header or footer in Print Layout viewDouble-click a header or footer in Print Layout view Insert, delete, and format contentInsert, delete, and format content Change the default tab stops in the Header and Footer areas if the default document margins were changedChange the default tab stops in the Header and Footer areas if the default document margins were changed

144 144Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Editing Headers and Footers Insert symbolsInsert symbols A symbol is a special character, such as a graphic, shape, or foreign language characterA symbol is a special character, such as a graphic, shape, or foreign language character Add a symbol using the Symbol button on the Insert tabAdd a symbol using the Symbol button on the Insert tab Symbol in a header

145 145Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Editing Headers and Footers Create different headers and footers:Create different headers and footers: For the first page of a document or sectionFor the first page of a document or section For each section in a documentFor each section in a document For even- and odd-numbered pages in a document or sectionFor even- and odd-numbered pages in a document or section Use the tools on the Header & Footer Tools Design tab or use the Layout tab in the Page Setup dialog boxUse the tools on the Header & Footer Tools Design tab or use the Layout tab in the Page Setup dialog box

146 146Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Editing Headers and Footers AutoText entriesAutoText entries Word includes built-in AutoText entriesWord includes built-in AutoText entries Such as letter salutations and closingsSuch as letter salutations and closings Create and store custom AutoText entries for information you use frequentlyCreate and store custom AutoText entries for information you use frequently Such as a company name or logoSuch as a company name or logo Use the Quick Parts button in the Text group on the Insert tab, then click Save Selection to Quick Part GalleryUse the Quick Parts button in the Text group on the Insert tab, then click Save Selection to Quick Part Gallery Complete the Create New Building Block dialog boxComplete the Create New Building Block dialog box

147 147Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Inserting a Table Tables illustrate information intended for quick reference and analysisTables illustrate information intended for quick reference and analysis A table is a grid of columns and rows that you can fill with text and graphicsA table is a grid of columns and rows that you can fill with text and graphics A cell is the box formed by the intersection of a column and a rowA cell is the box formed by the intersection of a column and a row Borders are the lines that divide the rows and columns of a table and help you see the structureBorders are the lines that divide the rows and columns of a table and help you see the structure

148 148Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Inserting a Table Completed table in a documentCompleted table in a document Border Row Column Cell

149 149Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Inserting a Table Create a blank tableCreate a blank table Click the Table button in the Table group on the Insert tabClick the Table button in the Table group on the Insert tab Click Insert TableClick Insert Table Determine the number of columns and rows in the tableDetermine the number of columns and rows in the table Choose an option for sizing the width of the columnsChoose an option for sizing the width of the columns

150 150Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Inserting a Table Table Tools Design tabTable Tools Design tab Select Table Style OptionsSelect Table Style Options Apply Table StylesApply Table Styles Draw bordersDraw borders Table Tools Layout tabTable Tools Layout tab View table propertiesView table properties Insert /delete rows, columnsInsert /delete rows, columns Merge/split cellsMerge/split cells Align cell contentAlign cell content

151 151Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Inserting Clip Art Illustrate a document with clip artIllustrate a document with clip art Clip art is a collection of graphic images that you can insert in a documentClip art is a collection of graphic images that you can insert in a document Clip Organizer, a library of clipsClip Organizer, a library of clips Clips are the media files, including graphics, photographs, sounds, movies, and animations, that come with WordClips are the media files, including graphics, photographs, sounds, movies, and animations, that come with Word Add clips by clicking the Clip Art button in the Illustrations group on the Insert tabAdd clips by clicking the Clip Art button in the Illustrations group on the Insert tab

152 152Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Inserting Clip Art Search for clips using the ClipArt task paneSearch for clips using the ClipArt task pane Search using a keyword Results of a clip search Choose type of clips to search Choose clip collections to search

153 153Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Inserting Clip Art A clip is inserted as an inline graphic at the location of the insertion pointA clip is inserted as an inline graphic at the location of the insertion point An inline graphic is a graphic that is part of the line of textAn inline graphic is a graphic that is part of the line of text A floating graphic is independent from text and can be moved anywhere on a pageA floating graphic is independent from text and can be moved anywhere on a page

154 154Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Inserting Clip Art Wrap text around the graphicWrap text around the graphic Apply a text wrapping styleApply a text wrapping style Click the Text Wrapping button in the Arrange group on the Picture Tools Format tabClick the Text Wrapping button in the Arrange group on the Picture Tools Format tab Floating graphic Faded image shows graphic being dragged Sizing handle

155 155Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Inserting Clip Art Picture Tools Format tabPicture Tools Format tab Adjust contrast, brightness, compression, and so on in the Adjust groupAdjust contrast, brightness, compression, and so on in the Adjust group Apply a style from the gallery in the Picture Styles groupApply a style from the gallery in the Picture Styles group Position, wrap text, flip, group, and so on in the Arrange groupPosition, wrap text, flip, group, and so on in the Arrange group Crop and change height or width in the Size groupCrop and change height or width in the Size group

156 156Microsoft Office 2007 - Illustrated Introductory, Windows Vista Edition Summary The page-formatting features of Word allow you to creatively lay out and design the pages of documents:The page-formatting features of Word allow you to creatively lay out and design the pages of documents: Change marginsChange margins Vary the layout of a document by creating and formatting sectionsVary the layout of a document by creating and formatting sections Format text in columnsFormat text in columns Add page numbersAdd page numbers Add headers and footersAdd headers and footers Illustrate a document with tables and clip artIllustrate a document with tables and clip art


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