Introduction to Microsoft Word 2007
Workshop

Introduction to Microsoft Word 2007

This lesson is a quick introduction to Microsoft Word 2007. After finishing this lesson please review the Creating Accessible Word documents and Excel Workbooks SoftChalk lesson.

 

Starting Word 2007

 

 

Parts of the Word 2007 Screen

Word starts and a new document window opens.   You are now ready to begin creating a new document or editing an existing one.   Think of this window as a clean sheet of paper with margins and spacing already set.   For this discussion we will need to change the View to Print Layout with Ruler (click on View tab, choose Print Layout in the Document Views section of the Ribbon then select Ruler from the Show/Hide section).

 

When you start Word, you will see the document window as shown below.

word 2007 layout.jpg

 

A Different Look for Word 2007

For those who are familiar with the previous versions of Microsoft Word, you may be surprised upon opening the Word 2007 application to find a drastically different look.   The redesign is Microsoft's attempt to make your work easier, faster, and more efficient.

Ribbon:

The Ribbon is the new major feature introduced with Microsoft Office 2007, it is a part of the new Microsoft Office Fluent User Interface.   The Ribbon replaces most of the toolbars found in previous versions of Microsoft Word by regrouping, and bringing the most popular commands to the forefront.   It is designed to help you quickly find the commands that you need to complete your task. Commands are organized in logical groups, which are collected together under tabs. Each tab relates to a type of activity, such as writing or laying out a page. To reduce clutter, some tabs are shown only when needed. For example, the Picture Tools tab is shown only when a picture is selected.

 

There is currently a short demo of the Ribbon Feature for Microsoft Word at http://office.microsoft.com/en-us/word/HA100484691033.aspx 

Office Button:  

The Office Button contains commands for starting, opening, closing, saving and printing files.   Some commands have right-pointing arrows next to them which open submenus with additional commands.

Quick Access Toolbar:  

The Quick Access Toolbar provides quick access to tools that you use frequently. You can customize the Quick Access Toolbar by adding commands to it .                                                                                       

Mini Toolbar:  

The Mini Toolbar displays formatting commands in the document, right where you want to use them.   Appears upon highlighting and changing text. 

Title bar:  

The title bar contains the name of program, name of the document, and the Maximize, Minimize, and Close buttons.  

Ruler:  

The Ruler provides a quick and easy method of setting tabs and indents in your text.

View Ruler Icon:  

The View Ruler Icon allows user to toggle between showing ruler and hiding ruler.

Workspace:  

The Workspace consists of a blank page in which text may be entered or place pictures, graphs, etc. 

Insertion Point:  

The Insertion Point shows you where the text, pictures, and graphics will be placed (also known as the cursor).

End-of-file marker:  

The End-of-Line marker indicates the end of the document.   You cannot move past this marker (seen in the draft view).

Scroll bars:  

The Scroll bars are used to move quickly to another area of the document.

Status bar:  

The Status bar lists information and displays messages like page number or total number of pages. 

View buttons:  

The View buttons allow you to change your view to include margins, headers and footers, or show additional organizing tools (Print Layout, Full Screen Reading, Web Layout, Outline, Draft). 

Microsoft Office Word Help:  

Microsoft Office Word Help offers searchable index or browse through topics.   Help connects with Microsoft Online, so you have access to the latest help.   The "What's New" topic offers demos, training, and a command reference to aid in learning Word 2007.

Zoom:

Zoom allows user to zoom in or out on the document. 

Screen Tips:  

Screen Tips display when you leave the mouse pointer on a toolbar button, ScreenTip appears with the mouse pointer, giving the name of the button.

Handling Word 2007 Documents

When you first open Word you will be at a blank screen.   From here you can create a new document and then save it.   Word allows you to create new documents based on a document template.

Creating a new document

 

A blank screen will appear for you to begin typing the document.   Type the following paragraph (it does not matter if the document you type does not end on a line the same place as your neighbors):

 

The meeting that was scheduled for 2:00 p.m. on Friday has been rescheduled for 9:00 a.m. on Thursday.   Please adjust your calendars accordingly.

 

NOTE:   As you type word will automatically wrap the text to the next line, so you don't need to press the return key unless you want to go to the next paragraph.

Saving a document

Once you've created a new document you will want to save it to disk.   To do so,

 

Word will automatically give the .DOCX extension to all document files.   This is a new file format with Word 2007.   To keep your documents compatible with Word 2003 you will need to save the files as Word 97-2003 Document (.doc):

 

 

Deleting Text

There are several ways to remove text from a document in Word.   When text is deleted using the backspace key or the delete key, the text is gone forever (unless you immediately select Undo Typing ).   However, you can remove text from a document and store it in the clipboard for later use.

 

Using the Backspace key

 

Or

Using the Delete key

 

Or

Removing text from the document to the clipboard

 

 

Cut  takes the highlighted text out of the document and puts it in the clipboard.   The clipboard is a holding area for text or graphics.   Whatever is located in the clipboard can be inserted into a document.   Copy   would make a duplicate of the highlighted text and put it in the clipboard, leaving the original text in the document.

 

Practice deleting text using the Backspace key, to delete the word Friday:

 

  1. Position the cursor to the right of the word Friday.
  2. Press the Backspace key to delete the word.
  3. Try the past command. The word "Friday" does not come back.
  4. Click the Undo button in the Quick Access toolbar to bring the word "Friday" back.

 

This time use the Delete key to delete the word calendars.

 

  1. Position the cursor to the left of the word calendars.
  2. Press the Delete key to remove the word.
  3. Try the past command. The word "calendars" does not come back.
  4. Click the Undo button in the Quick Access toolbar to bring the word "calendars" back.

 

 

To delete text from the document and put it in the clipboard,

 

  1. Select the word Thursday from the second line.
  2. Select Cut

      from the Clipboard Section under the Home Tab.

  3. Select the Paste   button from the Clipboard Section to paste the word "Thursday" back into the document. (Note: the Undo would have worked, too)

 

Inserting Text

Inserting Text and by placing the cursor and typing

Text can be inserted into a document very easily.   Simply place the insertion point where you want the text to be and start typing.   To insert the word Friday back into the document:

 

  1. Place the cursor at the end of the last sentence in this document.
  2. Begin a new sentence by typing the words "We believe that".

 

Inserting Text by Pasting information stored in the Clipboard

The paste command can be used multiple times. To reuse items placed in the clipboard,

  1. We still have the word "Thursday" in the clipboard. Paste "Thursday" by either selecting the Paste

      button from the Clipboard Section or by pressing and holding the control key on your keyboard and then pressing the "v" button. (ctrl+v)
  2. Let's now store another word in the clipboard. Let's copy the word meeting from the first sentence by highlighting the word and selecting the Copy   button from the Clipboard Section.
  3. Finish the sentence by typing "will be the best day for the"
  4. Paste the word meeting by selecting the Paste

      button from the Clipboard Section of the Ribbon.

Overtyping Text

There may be times when you need to replace text within a document.   This can be accomplished by selecting and highlighting a word, then typing a new one.   To do this,

 

Highlight the word Friday.

Type the word Tuesday.

 

Change Tuesday back to Friday.

 

 

 Formatting Text

Formatting is the ability to specify how the text will look when it is printed.   There are different types of formatting that you can control in Word:   character, paragraph, section, and document.   This class will deal with character and paragraph formatting.

 

Open the document POLICY.DOC.  http://mtweb.mtsu.edu/bkerr/word2007/policy.doc

You will use this document to practice using the character and paragraph formatting options.   After formatting the document, it will look something like the text below.

______________________________________________________________________________________________________________________________________

 

Middle Tennessee State University Computer and Network Acceptable Use Policy

Foreword

Primary to the mission of Middle Tennessee State University is the continued striving for excellence in instruction, research, and public service.   Access to emerging information technology is essential to obtaining these goals.   MTSU has developed this Computer and Network Acceptable Use Policy to ensure that use of computer hardware and software on campus as well as the use of campus data networks is treated appropriately.

Respect and Obligations

A.   It is important for all Middle Tennessee State University computer Users to practice respectful behavior in their computing activities since they have access to many valuable and sensitive resources and their computing practices and adversely affect the work of other Users.   Most Users act responsibly, but the few who do not, either through ignorance or by intent, have the potential for disrupting all Users' work.

B.   The MTSU Computer and Network Acceptable Use Policy is intended to prevent abuses of equipment and services and to ensure that its use honors the public trust and supports the University's mission to educate students, conduct research, and provide public service.

Who May Obtain Accounts

A.     No person is to be granted access to University computing equipment or networks without signing a statement agreeing to abide by the provisions of this policy as stated in this document.

B.   The following persons may obtain a computing account at MTSU:

 

Character Formatting

Character formatting allows you to change the look of your text.   It includes options such as bold, italic, and underline just to name a few. 

To change the format of characters,

Or

Paragraph Formatting

Paragraph formatting controls text alignment and indents of selected paragraphs.   Text alignment includes, but is not limited to, options such as centering and justification of a paragraph.   You can also change the margins of a particular paragraph and adjust the line spacing.   Changing paragraph formatting is accomplished by selecting the appropriate icon under the Paragraph section Home Tab.

 

To change the alignment of a paragraph,

To change the line spacing,

To change the margins for a certain paragraph,

 

Format Painter

You can use the Format Painter on the Home tab to apply text formatting and some basic graphics formatting, such as borders and fills.

  1. Select the text or graphic that has the formatting that you want to copy.
    Note: If you want to copy text formatting, select a portion of a paragraph. If you want to copy text and paragraph formatting, select an entire paragraph, including the paragraph mark.
  2. On the Home tab, in the Clipboard group, click Format Painter.
      Word Ribbon ImageThe pointer changes to a paintbrush icon. Note: Double-click the Format Painter button if you want to change the format of multiple selections in your document.
  3. Select the text or graphic that you want to format.
  4. To stop formatting, press ESC.

 

Notes: For graphics, the Format Painter works best with drawing objects, such as AutoShapes. However, you can copy formatting from a picture (such as the picture's border). The Format Painter cannot copy the font and font size on WordArt   text

 

Style and Shading to a Document

Styles

Applying a style to a selection of text in Microsoft Office Word 2007 is as easy as clicking a button in the Quick Styles gallery.

  1. Select the text to which you want to apply a style.
    For example, you can select text that you want to make into a heading. If you want to change the style for an entire paragraph, click anywhere in the paragraph.
  2. On the Home tab, in the Styles group, click the style that you want. If you don't see the style that you want, click the More button

    More arrow that displays additional thumbnails to expand the Quick Styles gallery.   For example, if you select text that you want to style as a title, click the style called Title in the Quick Styles gallery.  Note     You can see how selected text will look with a particular style by placing your pointer over the style that you want to preview.  Note     If the style that you want does not appear in the Quick Styles gallery, press CTRL+SHIFT+S to open the Apply Styles task pane. Under Style Name, type the name of the style that you want. The list shows only those styles that you already used in the document, but you can type the name of any style that is defined for the document.

 

Shading

A feature for making text stand out in a document is shading.  

 

 

Adding Bullets and Numbering

Bullets and numbering allow you to pull out information in your documents by making lists easier to read.   You can bring emphasis to text by applying either bullets or numbering to lists.

To create a bulleted list

Or

 

Note:   If you want to insert a blank line or lines without bullets in your list, press Shift+Enter to create manual line breaks.   The line following the manual line break does not have a bullet.   To add more bullets, press Enter.

 

To create a numbered list

 

 Or

 

Using Tabs

Word automatically assigns tab stops every five spaces (or half-inch) in your document.   However, you can add custom tab stops to replace the default tab stops.   When you define custom tab stops, Word removes all default tab stops to the left of the custom stop.

 

 

Word provides five tab selections:   Left, Center, Right, Decimal, and Bar.   The Left alignment style is the default.   With this style, the text you type immediately after inserting the tab character extends to the right of the tab stop.   With the Center style, text is automatically center in the tab stop.   The Right alignment causes the text to extend to the left of the tab stop.   The text will stop extending in the left direction, however, if it is about to overlap an existing character; it will then extend in the right direction.   The Decimal alignment will extend characters to the left until a decimal (a period character) is typed, at which time the text will extend to the right of the tab stop.  

 

On the example below:   Name and Major columns are left tabs, the Nickname column is a center tab, the GPA column is a decimal tab, and the Box # column is a right tab.

 

Table 1: Tabbed table with hidden characters showing.
tabbed table - hidden characters.jpg

 

Table 2: Same tabbed table with no hidden characters displayed.
tabbed table.jpg

There are two ways to add tab stops.   You can use the Tabs dialog box from the Paragraph section of the Home tab or you can use the Ruler to add tabs.   The Ruler is a quick and easy method for setting tabs.   To use the Ruler to set tabs in your text, first choose the Tab alignment from the horizontal Ruler, then clicking on the Ruler to add the tab. 

Adding Tab Stops

To add a tab stop,

Removing Tab Stops

To remove a tab stop,

 

More Practice Adding Tabs

Open the document TABS.DOC.   http://mtweb.mtsu.edu/bkerr/word2007/Tabs.doc

 

Format the data to look like the following:

tabs practice.jpg

 

 

Practice Exercise

 

Download the document POCONOS.DOC - http://mtweb.mtsu.edu/bkerr/word2007/poconos.doc . Format it to look like the following text.

Poconos Document Formatting.jpg

 


Other Features in Word 2007

Word 2007 provides an extensive set of automatic features that make everyday tasks easier.   Some of these are listed below:

AutoCorrect

  1. Click the Microsoft Office ButtonButton image, and then click Word Options.
  2. In the Word Options dialog box, click Proofing, and then click AutoCorrect Options.

 

AutoFormat

  1. Click the Microsoft Office ButtonButton image, and then click Word Options.
  2. Click Proofing, and then click AutoCorrect Options.
  3. In the AutoCorrect dialog box, make the changes you desire.

Microsoft Office Word Help

 

Microsoft Office Word Help offers integrated online help (must have Internet access) to give the user the most up to date information available.   It also shows some shortcuts to demo's on select topics from the website.