Microsoft Office 2007- Illustrated Introductory Word Review

Topics The Word program window Formatting Text Cut, Copy, and Paste commands Clipboard and Spell Checker Document and Page Layouts Headers and Footers Inserting Symbols, Tables, and Clipart Microsoft Office 2007-Illustrated Introductory – Word 2007

Microsoft Word Program Microsoft Word is a word processing program used to create: Letters Memos Newsletters Research papers Web pages Business cards Resumes Financial reports Other types of documents Microsoft Office 2007-Illustrated Introductory - Word 2007

Word Processing Software A word processing program is software that allows you to enter, edit, and format text and graphics The files you create using Word are called documents Microsoft Office 2007-Illustrated Introductory - Word 2007

Word with various objects… Header Graphic Column Formatted text Chart Table Microsoft Office 2007-Illustrated Introductory - Word 2007

Word Program Window Quick Access toolbar Title bar Ribbon Scroll bar Document window Ruler Status bar View buttons Microsoft Office 2007-Illustrated Introductory - Word 2007

Word Program Window Summary Quick Access toolbar contains frequently used commands and is customizable The Ribbon contains tabs Tabs include buttons for commands organized in groups Rulers show margins, tabs, and indent settings View buttons are used to switch between Word document views Microsoft Office 2007-Illustrated Introductory - Word 2007

Word-wrap and Automatic Features Word includes a word-wrap feature As 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 paragraph Automatic features that might appear as you type AutoComplete AutoCorrect Spelling and Grammar Microsoft Office 2007-Illustrated Introductory - Word 2007

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 menu Assign a filename and a file location to a document using the Save As dialog box After you save a file for the first time, save changes using the Save button, the Save command, or [Ctrl][S] To create a copy of the file, use the Save As command under the Office Button. Microsoft Office 2007-Illustrated Introductory - Word 2007

Show/Hide Formatting Marks Formatting marks are special characters that appear on screen to help you edit and format text This formatting mark indicates a blank line or the end of a paragraph Formatting marks do not print Use the Show/Hide ¶ button turn the display of formatting marks off and on Microsoft Office 2007-Illustrated Introductory - Word 2007

Selecting Text Use the mouse to select words, lines, paragraphs, and other large blocks of text. Press and hold the Ctrl key to select NON-consecutive text. Methods for selecting text to select use the pointer to Any amount of text Drag over the text A word Double-click the word A line of text Click with the selection pointer to the left of the line A sentence Press and hold [Ctrl], then click the sentence A paragraph Triple-click the paragraph or double-click with the selection pointer to the left of the paragraph A large block of text Click 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 document Triple-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 - Word 2007

Using Templates A template helps you create a formatted a document quickly A 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 filename Word includes templates for faxes, letters, reports, brochures, memos, and other types of documents Select a template while in the New Document dialog box Microsoft Office 2007-Illustrated Introductory - Word 2007

Cutting and Pasting Text The operation of moving text from one location to another is called cut and paste Cut the selected text using the Cut button in the Clipboard group on the Home tab or the keyboard shortcut [Ctrl][X] Cut text is placed on the Clipboard, a temporary storage area for text and graphics cut or copied from a document Two clipboards: System Clipboard - holds one item, the last item cut or copied from a document Office Clipboard - holds up to 24 items 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] Microsoft Office 2007-Illustrated Introductory - Word 2007

Drag and Drop Text You can also move text using the drag and drop method Drag selected text to a new location using the mouse Text that is dragged is not placed on the Clipboard Microsoft Office 2007-Illustrated Introductory - Word 2007

Shortcut Keys for Editing Use keyboard shortcuts as a quick way to perform a command [Ctrl][X] to cut text [Ctrl][C] to copy text [Ctrl][V] to paste text [Ctrl][A] to select all the text in a document [Ctrl][S] to save a document The keyboard shortcut for a command appears in the ScreenTip Microsoft Office 2007-Illustrated Introductory - Word 2007

Copying and Pasting Text Copied text is not removed from the document A 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] Copy selected text by pressing [Ctrl] as you drag it to another location Microsoft Office 2007-Illustrated Introductory - Word 2007

Office Clipboard The Office Clipboard Stores up to 24 items Stores text and graphics Items can be cut or copied from any Office program Items on the Office Clipboard can be viewed The last item collected is stored on both the Office Clipboard and the system Clipboard Microsoft Office 2007-Illustrated Introductory - Word 2007

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

Finding and Replacing Text Find and Replace feature Use 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, or Find and review each individual occurrence Use the Find command to locate and highlight every occurrence of a word or phrase in a document Microsoft Office 2007-Illustrated Introductory - Word 2007

Spelling and Grammar Checker Flags possible mistakes and suggests corrections Misspelled words Grammar errors You still need to proofread your documents carefully for errors Microsoft Office 2007-Illustrated Introductory - Word 2007

Inserting text with AutoCorrect Create your own AutoCorrect entries Words you type often, such as a name Words you often misspell To create an AutoCorrect entry Open the AutoCorrect dialog box To insert an AutoCorrect entry in a document Type the text you want Word to correct followed by [Spacebar] Microsoft Office 2007-Illustrated Introductory - Word 2007

Fonts A font is a complete set of characters with the same typeface or design Arial, Times New Roman, Tahoma, and Calibri are examples of fonts Each font has a specific design and feel Set Font Size, Color, Style, and Effects Font size is measured in points A point is 1/72 of an inch Microsoft Office 2007-Illustrated Introductory - Word 2007

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 Microsoft Office 2007-Illustrated Introductory - Word 2007

Font Styles Make text darker and thicker by applying bold Click the Bold button to apply bold Slant text by applying italic Click the Italic button to apply italic Underline text for emphasis Click the Underline list arrow, then select an underline style Microsoft Office 2007-Illustrated Introductory - Word 2007

Font Effects Apply using the Font dialog box Superscript Subscript Shadow Outline Emboss Engrave Small caps Choose font effects Microsoft Office 2007-Illustrated Introductory - Word 2007

Font Styles and Effects 48 point, red, shadow effect, 80% character scale Italic Bold Microsoft Office 2007-Illustrated Introductory - Word 2007

Format Painter The Format Painter allows you to copy the format setting applied to selected text to other text Use to copy multiple format settings or individual ones Click 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 items Microsoft Office 2007-Illustrated Introductory - Word 2007

Line and Paragraph Spacing Adding white space to a document can make it easier to read Increase 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 tab Microsoft Office 2007-Illustrated Introductory - Word 2007

Aligning Paragraphs Paragraphs are aligned relative to the left and right margins Left-aligned text is flush with the left margin and has a ragged right edge Right-aligned text is flush with the right margin Centered text is positioned evenly between the margins Justified text is flush with both the left and right margins Microsoft Office 2007-Illustrated Introductory - Word 2007

Aligning Examples Change paragraph alignment using the alignment buttons in the Paragraph group on the Home tab Right-aligned Centered Justified Left-aligned Microsoft Office 2007-Illustrated Introductory - Word 2007

Themes Format a document using themes A theme is a complete set of theme colors, fonts, and effects Preview a theme before applying it Click the Themes button in the Themes group on the Page Layout tab to select and apply a theme Microsoft Office 2007-Illustrated Introductory - Word 2007

Tabs Tabs 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 location By default, tab stops are located every ½ inch from the left margin You 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 point A tab leader, a line that appears in front of tabbed text Microsoft Office 2007-Illustrated Introductory - Word 2007

Tabs Examples Tab indicator Left tab stop Right tab stop Tabbed text left-aligned Tab leader Tabbed text right-aligned Microsoft Office 2007-Illustrated Introductory - Word 2007

Indenting Indenting a paragraph moves the edge of the paragraph in from the left or right margin Indent the entire left or right edge of a paragraph Indent just the first line Indent 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 located Microsoft Office 2007-Illustrated Introductory - Word 2007

Indent Markers on Ruler Indent buttons First Line Indent marker Hanging Indent marker Left Indent marker Indented paragraph Right Indent marker Microsoft Office 2007-Illustrated Introductory - Word 2007

Bullets and Numbering Formatting 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 emphasis Numbering the items in a list helps to illustrate sequence and priority Microsoft Office 2007-Illustrated Introductory - Word 2007

Adding Bullets and Numbering Use the Bullets or Numbering list arrows to apply, change, or customize bullet and numbering styles Microsoft Office 2007-Illustrated Introductory - Word 2007

Format an existing list Creating Outlines To 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 style Format an existing list Demote items using the Increase Indent button Promote items using the Decrease Indent button Microsoft Office 2007-Illustrated Introductory - Word 2007

Borders and Shading Adding 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 paragraphs Shading 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 tab Microsoft Office 2007-Illustrated Introductory - Word 2007

Borders and Shading Example Microsoft Office 2007-Illustrated Introductory - Word 2007

Footnotes and Endnotes Footnotes and endnotes provide additional information They consist of two parts Note reference mark Corresponding footnote or endnote Footnotes appear at the bottom of page Endnotes appear at the end of the document. Microsoft Office 2007-Illustrated Introductory - Word 2007

Footnotes and Endnotes Example Separator line Footnote text Note reference mark Microsoft Office 2007-Illustrated Introductory - Word 2007 Microsoft Office 2007-Illustrated Introductory - Word 2007

Document Margins Document margins are the blank areas between the edge of the text and the edge of the page To adjust a document’s margins: Click 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 box Drag a margin indicator on a ruler to a new location Microsoft Office 2007 - Illustrated Introductory - Word 2007

Setting Document Margins Top margin Right margin Ruler shows location of top margin Ruler shows location of left margin Left margin Microsoft Office 2007 - Illustrated Introductory - Word 2007

Portrait orientation means a page is taller than it is wide Page Orientation Portrait orientation means a page is taller than it is wide The default page orientation for a document is portrait Landscape orientation means a page is wider than it is tall Default paper size is 8.5” x 11” Microsoft Office 2007 - Illustrated Introductory - Word 2007

The Page Setup Dialog Box Margins tab Change margins, page orientation, and format the layout of pages in a multiple page document Paper tab Change paper size and paper source Layout tab Format sections, format headers and footers, and change vertical alignment Microsoft Office 2007 - Illustrated Introductory - Word 2007

Margin Options Margin options in a multiple page document Mirror margins are used in documents with facing pages, such as magazines Inside and outside margins are a mirror image of each other A 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 binding Set mirror margins and a gutter on the Margins tab of the Page Setup dialog box Microsoft Office 2007 - Illustrated Introductory - Word 2007

Dividing a Document into Sections A 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 section You 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 document A document is formatted in a single section by default Microsoft Office 2007 - Illustrated Introductory - Word 2007

Types of Section Breaks Insert a section break using the Breaks button in the Page Setup group on the Page Layout tab Section Function Next page Begins a new section and moves the text following the break to the top of the next page Continuous Begins a new section on the same page Even page Begins a new section and moves the text following the break to the top of the next even-numbered page Odd page Begins a new section and moves the text following the break to the top of the next odd-numbered page Microsoft Office 2007 - Illustrated Introductory - Word 2007

Section Breaks Example Section 1 is formatted in one column Continuous section break Section 2 is formatted in two columns Microsoft Office 2007 - Illustrated Introductory - Word 2007

Page Breaks As you type, an automatic (soft) page break is automatically inserted when you reach the bottom of a page Text flows to the next page You 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, or Press [Ctrl][Enter] Microsoft Office 2007 - Illustrated Introductory - Word 2007

Page Numbers Automatically 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 document Click 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 page Select a preformatted page number and alignment Microsoft Office 2007 - Illustrated Introductory - Word 2007

Page Numbers Example Page number fields are inserted in a document header or footer Document text (dimmed when the Footer area is open) Page number (in the Footer area) Microsoft Office 2007 - Illustrated Introductory - Word 2007

Headers and Footers Add 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 document A 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 numbers Microsoft Office 2007 - Illustrated Introductory - Word 2007

Adding Headers and Footers Open 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 areas You 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 open Microsoft Office 2007 - Illustrated Introductory - Word 2007

Headers and Footers Example Document text is dimmed when the Header and Footer areas are open Dimmed text can’t be edited The 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 Microsoft Office 2007 - Illustrated Introductory - Word 2007

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

Different Headers and Footers Create different headers and footers: For the first page of a document or section For each section in a document For 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 box Microsoft Office 2007 - Illustrated Introductory - Word 2007

Inserting Symbols A symbol is a special character, such as a graphic, shape, or foreign language character Add a symbol using the Symbol button on the Insert tab Microsoft Office 2007 - Illustrated Introductory - Word 2007

Inserting a Table Tables illustrate information intended for quick reference and analysis A 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 row Borders are the lines that divide the rows and columns of a table and help you see the structure Microsoft Office 2007 - Illustrated Introductory - Word 2007

Table Example Column Row Cell Border Microsoft Office 2007 - Illustrated Introductory - Word 2007

Clip Art Illustrate a document with clip art Clip art is a collection of graphic images that you can insert in a document Clip Organizer, a library of clips Clips 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 tab Microsoft Office 2007 - Illustrated Introductory - Word 2007

Clip Art Task Pane Search for clips using the ClipArt task pane Choose clip collections to search Search using a keyword Choose type of clips to search Results of a clip search Microsoft Office 2007 - Illustrated Introductory - Word 2007

Inserting Clip Art A 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 text A floating graphic is independent from text and can be moved anywhere on a page Microsoft Office 2007 - Illustrated Introductory - Word 2007

Wrapping Text around Clip Art Wrap text around the graphic Apply a text wrapping style Click the Text Wrapping button in the Arrange group on the Picture Tools Format tab Faded image shows graphic being dragged Sizing handle Floating graphic Microsoft Office 2007 - Illustrated Introductory - Word 2007

Formatting Clip Art Picture Tools Format tab Adjust contrast, brightness, compression, and so on in the Adjust group Apply a style from the gallery in the Picture Styles group Position, wrap text, flip, group, and so on in the Arrange group Crop and change height or width in the Size group Microsoft Office 2007 - Illustrated Introductory - Word 2007

Summary The Word program window Formatting Text Cut, Copy, and Paste commands Clipboard and Spell Checker Document and Page Layouts Headers and Footers Inserting Symbols, Tables, and Clipart Microsoft Office 2007 - Illustrated Introductory - Word 2007