1. Practical Office 2007 Chapter 2
Creating a Document
Practical Office 2007 Chapter 2

2. What’s Inside and on the CD?
In this chapter, you will learn how to:
Create documents using Microsoft Word
Select and edit text
Use document templates
Practical Office 2007 Chapter 2

3. What’s in the Word program window?
Word program window appears when you start Word
Click Start, point to All Programs, click Microsoft Office, then click Microsoft Office Word 2007
Practical Office 2007 Chapter 2

4. What’s in the Word program window? Cont’d.
The program window contains objects such as:
Title bar
Ribbon
Status bar
Views
Document window
Practical Office 2007 Chapter 2

5. What’s in the Word program window? Cont’d.
You use these objects to:
Create
Edit
Save
Print
Format
Practical Office 2007 Chapter 2

6. What’s in the Word program window? Cont’d.
Document window is where you type documents. It looks like a blank sheet of paper on your screen.
Title bar shows name of current document
If document has not been saved, title bar displays generic title “Document1”
Practical Office 2007 Chapter 2

7. What’s in the Word program window? Cont’d.
There are different ways to view document:
Draft View
Web Layout View
Print Layout View
Full Screen Reading View
Outline View
Practical Office 2007 Chapter 2

8. What’s in the Word program window? Cont’d.
Status bar provides information about document
Adjust the Zoom level on the status bar to increase or decrease the Zoom level
Practical Office 2007 Chapter 2

9. What’s in the Word program window? Cont’d.
Practical Office 2007 Chapter 2

10. How do I create a document?
To create new document, click blank document window and start typing
Easy to edit and format document after text entered
Insertion point indicates current location in document; click anywhere in document to relocate insertion point
Practical Office 2007 Chapter 2

11. How do I create a document? Cont’d.
Word wrap automatically jumps insertion point to beginning of next line from end of previous line
Press Enter key twice to create blank line between paragraphs
Backspace key deletes character to left of insertion point
Practical Office 2007 Chapter 2

12. How do I create a document? Cont’d.
Mouse or arrow keys move insertion point to add text in middle of line
Insert key toggles between overtype and insert modes
Select Insert and click on Symbol to insert special characters, such as trademark symbol: ™
Practical Office 2007 Chapter 2

13. How do I create a document? Cont’d.
Practical Office 2007 Chapter 2

14. How do I select text for editing?
Select text marks characters, words, phrases, sentences, or paragraphs to modify
Selected text is highlighted
Use drag method to select short sections of text
Double-click a word to select only that word
Triple-click to select entire paragraph
Practical Office 2007 Chapter 2

15. How do I select text for editing? Cont’d.
When pointing to left margin, pointer changes to white arrow
Click once to select line of text
Double-click to select paragraph
You can use keyboard to select text
Use mouse or arrow keys to move insertion point to beginning of selected text
Hold Shift key down while using arrow keys to select text
Practical Office 2007 Chapter 2

16. How do I select text for editing? Cont’d.
Deselect text by clicking away from text currently selected, or by pressing an arrow key
Select section of text by clicking at beginning of selection, then Shift-clicking at end
Select non-contiguous text by selecting first word or section, then using Control-click to select subsequent sections
Practical Office 2007 Chapter 2

17. How do I select text for editing? Cont’d.
Practical Office 2007 Chapter 2

18. How do I move, copy, and delete text?
Clipboard is used to hold sections of document temporarily
Cut and paste – select text, click Cut button, position text where you want it, and then click Paste button
Copy and paste – similar to Cut and Paste, except text is not moved from its original position. Select text, click Copy button, position text where you want it, then click Paste button
You can cut and paste text, numbers, graphics, tables, and other objects between different applications, such as pasting Excel worksheet data into a Word document
Practical Office 2007 Chapter 2

19. How do I move, copy, and delete text? Cont’d.
Practical Office 2007 Chapter 2

20. Practical Office 2007 Chapter 2
Can I undo a command?
Undo button may allow you to undo last action you performed
Redo button may allow you to restore action that you mistakenly undid
Practical Office 2007 Chapter 2

21. Can I undo a command? Cont’d.
If no actions can be undone or redone, buttons will be disabled and appear “grayed out”
Undo button undoes editing or formatting commands
Actions such as saving and printing files cannot be undone
Click down arrow beside either button to undo or redo a number of actions
Practical Office 2007 Chapter 2

22. Can I undo a command? Cont’d.
Practical Office 2007 Chapter 2

23. How do I use a document template?
Document can be created from scratch or by using pre-formatted document template
Word templates include
Letters
Faxes
Resumes
Practical Office 2007 Chapter 2

24. How do I use a document template? Cont’d.
Placeholder is element into which text is entered to personalize document
Create custom templates for documents needed on regular basis
Business templates include letterhead, fax cover sheets, memos, and reports
Practical Office 2007 Chapter 2

25. How do I use a document template? Cont’d.
Practical Office 2007 Chapter 2

26. Practical Office 2007 Chapter 2
How do I save a document?
Save As dialog box appears first time you save document
By default, Word saves your file as Word document in Documents folder
You can save document as different file type by clicking down arrow key to right of Save as type text box
Click Save button regularly to save your work
Practical Office 2007 Chapter 2

27. How do I save a document? Cont’d.
Practical Office 2007 Chapter 2

28. How do I perform a mail merge?
Mail merge allows you to create multiple documents from a starting document and a data source
The starting document can be a letter, label template, or envelope template
The data source, or list, contains the information that will be merged into the starting document
Practical Office 2007 Chapter 2

29. How do I perform a mail merge? Cont’d.
You can compose your document from scratch or from a document template
The data source can be from
Database file
Outlook
Excel spreadsheet
Word document
Practical Office 2007 Chapter 2

30. How do I perform a mail merge? Cont’d.
Insert pre-formatted merge field blocks or individual fields
Preview your final document
Practical Office 2007 Chapter 2

31. How do I perform a mail merge? Cont’d.
Practical Office 2007 Chapter 2

32. How do I perform a mail merge? Cont’d.
Practical Office 2007 Chapter 2

33. How do I print a document?
Print option available through the Microsoft Office button
Print option on File menu allows you to print multiple copies, selected pages, or select alternate printer
Printer list
Print range
Current page
Range of pages
Number of copies
Practical Office 2007 Chapter 2

34. How do I print a document? Cont’d.
Select printer by clicking down-arrow button at right side of Printer list, then clicking printer you want to use
Use Print Preview to find and correct any errors before document is printed
Click Print button to print from preview window, or click Close to exit preview without printing
Practical Office 2007 Chapter 2

35. How do I print a document? Cont’d.
Practical Office 2007 Chapter 2

36. How can I troubleshoot printing problems?
Printing problems can be caused by printer, software, or installation glitches
Most printing problems are easily fixed:
Check printer
Check print queue by clicking Start, clicking Control Panel, and then clicking Printers
Practical Office 2007 Chapter 2

37. How can I troubleshoot printing problems? Cont’d.
Practical Office 2007 Chapter 2

38. How can I troubleshoot printing problems? Cont’d.
Check default printer setting
Click Printers window, right-click printer, and select Properties to:
Check print settings
Activate printer sharing
Check connecting port
Print test page
Practical Office 2007 Chapter 2

39. How can I troubleshoot printing problems? Cont’d.
Practical Office 2007 Chapter 2

40. How can I troubleshoot printing problems? Cont’d.
Check on Page Setup dialog box that page settings are correct
Printer software may be problem
Updated printer drivers typically available online to download and install
Practical Office 2007 Chapter 2