Lesson 12: Converting your Word 2007

Lesson 12: Converting your Word 2007

Word 2007: Creating Documents 101 The University of Akron

Table of Contents

COURSE OVERVIEW ............................................................................................................................................... 3

LESSON 1: OVERVIEW ........................................................................................................................................... 5

O

FFICE

B

UTTON

............................................................................................................................................................. 6

Q

UICK

A

CCESS

T

OOLBAR

................................................................................................................................................. 7

T

HE

R

IBBON

................................................................................................................................................................ 10

S

TATUS

B

AR

................................................................................................................................................................ 19

S

TATUS

B

AR

I

NFORMATION

............................................................................................................................................ 19

V

IEWING

T

OOLS

........................................................................................................................................................... 20

M

INI

T

OOLBAR

............................................................................................................................................................ 21

S

HOW

R

ULER

.............................................................................................................................................................. 22

S

HOW OR

H

IDE

W

HITE

S

PACE

........................................................................................................................................ 23

W

ORD

O

PTIONS

.......................................................................................................................................................... 24

LESSON 2: GETTING STARTED .............................................................................................................................. 25

C

REATE A

N

EW

D

OCUMENT

........................................................................................................................................... 25

LESSON 3: OPEN A DOCUMENT ........................................................................................................................... 27

D

ISCUSSION

................................................................................................................................................................ 27

O

PEN A

D

OCUMENT

..................................................................................................................................................... 28

LESSON 4: SAVE .................................................................................................................................................. 29

D

ISCUSSION

................................................................................................................................................................ 29

S

AVE

A

S

..................................................................................................................................................................... 30

S

AVING

...................................................................................................................................................................... 32

N

AVIGATING AND

S

ELECTING

I

N

W

ORD

............................................................................................................................ 33

E

XERCISE

1 ........................................................................................................................................................... 35

LESSON 5: CHARACTER FORMATTING ................................................................................................................. 36

U

SING THE

M

INI

T

OOLBAR

............................................................................................................................................. 36

F

ORMATTING WITH THE

R

IBBON

..................................................................................................................................... 37

F

ONT

........................................................................................................................................................................ 39

LESSON 6: CUT, COPY, & PASTE ........................................................................................................................... 40

C

UT

, C

OPY

& P

ASTING

.................................................................................................................................................. 40

O

FFICE

C

LIPBOARD

....................................................................................................................................................... 41

F

ORMAT

P

AINTER

......................................................................................................................................................... 43

E

XERCISE

2 ........................................................................................................................................................... 44

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LESSON 7: SPACING ............................................................................................................................................. 46

A

LIGNMENT

T

OOLS

....................................................................................................................................................... 46

L

INE

S

PACING

.............................................................................................................................................................. 47

C

HANGE

L

INE

S

PACING

.................................................................................................................................................. 48

P

ARAGRAPH

S

PACING

................................................................................................................................................... 49

C

REATE A

N

EW

D

EFAULT FOR

L

INE

& P

ARAGRAPH

S

PACING

................................................................................................. 50

M

ARGINS

................................................................................................................................................................... 51

P

AGE

O

RIENTATION

...................................................................................................................................................... 53

E

XERCISE

3 ........................................................................................................................................................... 54

LESSON 8: NUMBERS AND BULLETS .................................................................................................................... 56

N

UMBERING

............................................................................................................................................................... 56

B

ULLETS

..................................................................................................................................................................... 58

LESSON 9: PROOFING .......................................................................................................................................... 59

S

PELLING

& G

RAMMAR

C

HECKING

.................................................................................................................................. 59

U

SE THE

T

HESAURUS

.................................................................................................................................................... 62

D

ICTIONARY

................................................................................................................................................................ 64

E

XERCISE

4 ........................................................................................................................................................... 65

LESSON 9: HEADER AND FOOTERS ...................................................................................................................... 67

I

NSERTING

H

EADERS AND

F

OOTERS

.................................................................................................................................. 67

I

NSERTING

P

AGE

N

UMBERS

............................................................................................................................................ 70

F

ORMATTING

P

AGE

N

UMBERS

........................................................................................................................................ 71

I

NSERTING

D

ATE

& T

IME

............................................................................................................................................... 72

I

NSERTING

F

ILE

N

AME

(

AND

L

OCATION

) ........................................................................................................................... 73

C

REATE DIFFERENT

H

EADER OR

F

OOTERS FOR DIFFERENT

S

ECTIONS

........................................................................................ 74

E

XERCISE

5 ........................................................................................................................................................... 75

LESSON 11: PRINTING ......................................................................................................................................... 76

P

RINTING A

D

OCUMENT

................................................................................................................................................ 76

LESSON 12: CONVERTING YOUR WORD 2007 DOCUMENT TO A PDF .................................................................. 77

D

ISCUSSION

................................................................................................................................................................ 77

C

REATE THE

PDF F

ILE

................................................................................................................................................... 78

APPENDIX A: TERMINOLOGY .............................................................................................................................. 82

APPENDIX B: WORD COMMANDS ........................................................................................................................ 85

©2007 The University of Akron

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Course Overview

The interface changes from Word 2003 to Word 2007 are significant. The familiar toolbars and menus are gone. The Office Button, Quick Access toolbar, Mini-toolbar,

View tools and the Ribbon take their place.

This course will allow you to learn how to get started creating documents using Word

2007

The topics covered in this course are:

► Overview of the Word 2007 Window

► Create a New Document

► Navigation in Word 2007

► Open a Document

► Saving

► Character Formatting

► Cut, Copy, and Pasting

► Spacing

► Numbers and Bullets

► Proofing

► Headers and Footers

► Printing

► Creating PDF files

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Conventions Used in This Manual

In each lesson, there can be:

A list of topics

A general discussion of the lesson topics

A review of several topics

One or more exercises

One or more tips

One or more notes

Tip

– Open a

File

The shortcut

CTRL + O will display the

Open dialog box.

A topic heading is denoted by the Steps graphic, if a list of general Steps is given. Back at your desk, you may refer to these Steps as a basic outline of what to do.

An Exercise heading is denoted by the Runner graphic. These classroom exercises provide practice and more detailed information about the topic(s) being covered.

A Tip box is available to offer a helpful hint or a caution about the topic that is being reviewed.

A Note provides supplementary information about the current topic

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Lesson 1: Overview

When Word 2007 is opened, this is the window that is displayed.

Office button Quick Access toolbar

Ribbon

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Mini toolbar

Status Bar

View tools and Zoom Slider

The Office button contains the commands that affect the entire document or program. The open, save, save as, print, close and exit commands are here.

The Quick Access toolbar is used to access some of the most frequently-used commands

– Save, Undo and Redo. This toolbar is customizable.

The Ribbon replaces most of the menu items and the toolbars used in previous versions of Word.

The Status Bar, by default, shows information such as the page count and word count.

The status bar can be customized to show more or less.

The View tools document.

allow you to change the view of the

The Mini toolbar only appears when text has been selected in the document. This toolbar contains the frequently-used formatting commands, such as bold and italics.

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Office Button

The Office Button replaces the File menu option from previous versions of Word. You see the Office button in the top left corner of the Word window. When you click on the

Office Button , the following menu displays:

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Quick Access Toolbar

In previous versions of Word, you were able to customize the toolbars by moving them, adding to them, and removing commands. In Word 2007, the Ribbon replaces the toolbars and customizing the commands is done in a different way. You cannot customize the Ribbon like you were able to with the toolbars in previous versions of

Word.

In Word 2007, you have the Quick Access toolbar. The Quick Access toolbar is a collection of icons for frequently-used commands. By default, the Save, Undo and

Redo icons are displayed. This toolbar is customizable, so that you may add icons for the commands that you use often. It also is easy to reset the toolbar to its original state, if you want to reverse your customizations.

Save Undo Redo

Click on the Customize arrow for options for this toolbar.

1.

The toolbar’s position can be changed. You may want to move the toolbar in order to have more room to add commands to it.

Begin by clicking on the Customize arrow. The following list is displayed.

Select Show Below the Ribbon. The toolbar is moved as shown here.

To here

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2. There are three methods to add commands to the toolbar.

Click on the Customize arrow of the Quick Access toolbar to get started.

One method is to checkmark the commands on this list. The checked commands appear on the toolbar. Click on an unchecked command to checkmark it and add it to the Quick Access toolbar. Click on a checked command to remove the mark and remove it from the Quick Access toolbar.

In the Word Options

A second method is to click on

Word Options box is displayed.

. The box, first, click on the down arrow at Choose

commands from to select the type of commands from which to choose.

Second select a command from the list.

Third, click on

.

To change back to the default Quick Access toolbar, click

Fourth, repeat steps 2 and 3 for additional commands. Click on

when

. Then, click . finished.

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A third method is to right click on a command on the Ribbon. From the options that appear, select Add to Quick Access Toolbar.

To remove a command from the Quick Access toolbar, right click on the command and select Remove from Quick Access Toolbar.

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The Ribbon

The Ribbon replaces most of the menus and toolbars we used in previous versions of Word. The Ribbon is divided into several command tabs, such as Home, Insert,

Review and View. Each command tab hosts tools and links related to its name. For example, the Home command tab has actions that are performed frequently when you do word processing. Actions such as cut, copy and paste, common font changes, paragraph formatting, alignment, styles and find and replace are on Word’s

Home command tab.

By categorizing and grouping the actions that you take when working with a document, Office makes it easier to find the tool that you need. The organization of the Ribbon makes it possible to find the tool even when you are not sure what it is called. In previous versions of Office, you needed to menu surf and drill down in dialog boxes, searching for the appropriate choice.

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Command Tabs and Super Tool Tips

1. When working in Word, the Ribbon looks like this:

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The Command tabs available in Word are Home, Insert, Page Layout,

References, Mailings, Review and View. Each of these tabs is a category of actions. On each tab, the actions are further grouped.

2. For example, on the Home command tab in Word, the first group of actions is cut, copy, paste, the format painter and the clipboard.

In Word, the other groups of actions on the Home command tab are Font,

Paragraph, Styles and Editing.

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3. In earlier versions of Word, you could point to a tool and a Tool Tip appeared.

Usually, this tip was the name of the tool, such as Bold or Font Color.

In Word 2007, the tool tips have been expanded and are called Super Tool

Tips. Super Tool Tips display the name of the tool and a description of its feature(s). For example, pointing to the Justify alignment tool displays this tip.

This option can be modified from the Office button and then the Word

Options button. You can choose to display only the short Tool Tip or no tips at all.

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Dialog Box Launchers

1. In many groups, there are dialogue box launchers. The dialogue box launchers will allow you to open (pre-Word 2007) dialogue boxes with related options.

In the Ribbon, the dialog boxes are accessed by clicking on a Dialog box

launcher

.

Dialog box launchers are available for some but not all of the action groups on the Ribbon.

2. Clicking on the Dialog Box Launcher for Paragraph results in this display.

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Contextual Tabs

When a particular object, such as a text box, graph or picture is selected, an additional tab will appear in the Ribbon. This tab is called a Contextual Tab, because it contains the commands related to the work that you are doing. This tab assembles and organizes the frequently-used commands for working with the selected object.

1. When a picture is selected in a Word document, the Picture Tools Contextual

Tab is displayed in the Ribbon. The Contextual Tab is displayed above the

Command Tab.

2. Click on the Contextual Tab to display its commands and tools.

In this example, the commands and tools are available to adjust a picture’s settings, set its style, arrange it relative to other objects and change its size.

Contextual Tabs are displayed above the Command Tabs only when an object is selected. There are many Contextual Tabs, but only the one related to the selected object is displayed.

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Galleries and Live Preview

In Word 2007, the Ribbon contains Galleries, which are a set of thumbnail graphics that display the result of applying a formatting command. The Galleries use Live

Preview to show you the results of choosing a particular item in a Gallery without having to apply the choice first.

For example:

1. Select the text or object to be formatted. For example, select a heading:

2. For this example, the Styles Gallery on the Home command tab in Word is used.

The mouse pointer is placed over a choice in the Styles Gallery.

3. When the mouse pointer is over the Emphasis style thumbnail, Live Preview shows this:

The formatting is not applied to the text in the document. This is a preview of what the text will look like if you apply the formatting.

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4. Here is a summary of what Live Preview shows as the mouse pointer is over each of the first four styles in the Styles Gallery:

Gallery button Live Preview

TIP-- Working with Live Preview

To preview how a formatting change will affect the document, select the text or object and place the mouse pointer over the Gallery thumbnail.

To apply a formatting change to selected text or a selected object, click on the Gallery thumbnail.

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5. Most of the Galleries have additional selections that can be viewed by using that Gallery’s scroll bar or More button. Clicking on the up

and down arrows on the scroll bar will move through the rows of Gallery selections one row at a time.

Scroll bar

More button

6. Clicking on the More button , at the bottom of the scroll bar, displays many or all of the Gallery rows at once. If you click on the More button for the Styles

Gallery, it displays thumbnails:

TIP-- Disable Live Preview

To disable Live Preview, click on the

Office button . Select the applications Options button, such as

in Word. In the

Popular options, unmark Enable Live

Preview.

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Hide the Ribbon

The Ribbon takes up a large area of the Word window. To temporarily hide the ribbon, double-click on the active tab of the Ribbon. When the Ribbon is hidden, the window will look like this:

Alternatively, press CTRL + F1 to hide the Ribbon.

To display the hidden Ribbon for one action, click once on any tab. After the one action is completed, the Ribbon will hide again.

To display the hidden Ribbon until you choose to hide it again, double-click on any tab.

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Status Bar

The Status Bar is found at the bottom of the Word window. By default, the Status Bar shows the Section, Page Number, and Word Count. You can add additional tools or remove tools. The Status bar also provides buttons for the different views as well as the

Zoom Slider which allows you to adjust the amount of the document you view in the window.

Status Bar Information

1. With the mouse over the status bar, right click with the mouse. The following menu displays:

2. To add an option to the Status Bar, click on the option to place a check-mark in the left column.

For example, you may want to turn on the option to see when the Caps Lock is on or when you are in Overtype mode.

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Viewing Tools

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There are several views for you to utilize while working in Word.

Print Layout: Shows how the items in your document will be positioned on the printed page. The rulers are present.

Full Screen Reading: Shows the document in a manner that is optimal for reading. This view does not display the document in a way the document is formatted for printing.

Web Layout: Shows how the document will look as a web page.

Outline: Shows the structure of a document and you can move, copy, and reorganize text by dragging headings. Styles must be used consistently for this view to work successfully.

Draft: Shows just the main text of a document. A good option for slow computers as this view uses less memory.

1. The View tools are on the right side of the Status bar. You can change the view to and from Print Layout, Full Screen Reading, Web Layout, Outline, and Draft by using the buttons pictured below.

2. To change the zoom for the document so that you can see more or less of a document, use the Zoom Slider which is located to the right of the View tools.

You can drag the slider to the left or right, depending on if you want to increase or decrease the magnification. You can also use the tool or the tool to decrease or increase the magnification of the view. The Zoom Slider appears as follows:

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Mini Toolbar

When working with a document, one of the most common tasks is to format text. In

Office 2007, the Mini Toolbar appears when text is selected. This toolbar is faded in appearance, as shown here, until the mouse pointer is placed over it.

When the mouse pointer is placed over the toolbar, it fades in and is available to use.

More information about using the Mini Toolbar will be discussed throughout the

Word 2007 series.

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Show Ruler

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1. You must be in Print Layout view to see the rulers. If you are not in Print Layout view, click on the Print Layout button on the Status Bar, in the viewing tools area.

2. At the top of the vertical scroll bar, click on the View Ruler button.

3. You can also select the Office button, Word Options button, Advanced page, and then select the option for Show vertical ruler in Print Layout view.

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Show or Hide White Space

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1. White Space is the space at the top and bottom of the page, including header and footers. You must be in Print Layout view to see the white space.

White Space

2. To show or hide this space, point to the top or bottom edge of the page and when the cursor adjusts to the White Space arrows , double click.

3. You can also select the Office button, Word Options button, Display page, and then check or uncheck the option for Show White Space in Print Layout View.

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Word Options

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You can open the Word Options box from the Office button. The Word Options box is similar to what the menu option of Tools, Options provided in previous versions of Word.

This is where you can change the color scheme, change the user name, turn on/off show formatting, change spelling and grammar options, adjust Auto Recover options, customize the Quick Access toolbar and much more.

1. Click on the Office button.

2. In the bottom right corner, click on the Word Options button.

Change or adjust the options that you wish. Move to different pages by using the left frame to select the page that you want to view and make changes to.

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Lesson 2: Getting Started

Creating a new document is an essential task for all Word users to master as this is a task you do often. You will use the Office button to create a new document or to use a

Microsoft built-in or online template.

Create a New Document

1. Click on the Office button. The following list of commands appears.

2. Select the New button. The New Document box appears.

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3. To open a new document, double-click on the Blank document

You can also click once, and click on the Create button.

button.

4. To open an existing document, to use as a starting point for a new document (to get a “Document #” file name), select the option for New from existing.

5. To utilize templates on your computer, click on the option for Installed

Templates or My templates. You can also utilize templates from Microsoft

Online by choosing a category below the Microsoft Office Online header in the left frame. Locate the template you wish to use, and double-click. You can also click once and use the Download button.

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Lesson 3: Open a Document

Discussion

You can open and work on a file that was created in Word 2007 as well as files that were created in earlier versions of Word. When you open a file that was created in an earlier version you can save it in its existing format.

When you open a document from an earlier version of Word, Compatibility Mode is turned on. You will see [Compatibility Mode] next to the document name in the title bar.

Compatibility Mode ensures that new features in Word 2007 are not available so that people who are using previous versions of Word will have full editing capabilities. If you want full access to the new features in Word 2007, you can convert (save) the document with the new file format. By converting the document, you may be preventing

Word 2003 (and earlier) users from editing the document. To learn more about converting the document to the Word 2007 file format, see Lesson 4 on Saving.

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Open a Document

1. Open Microsoft Word.

2. Click on the Office button. The following list of commands appears.

3. To open a document you worked with recently, you can use the Recent

Documents list. his list will display the last 17 documents with which you worked. To keep a document on the list (so it does not leave the list when it is no longer one of the 17 most recent documents), click on its pushpin .

4. To open a document that you have not recently worked with, select the Open button. The Open box opens.

5. Use the drop down in the Look in field to focus your search or use the buttons in the left frame. Once you locate the file you can double-click or click once and select the Open button.

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Lesson 4: Save

Discussion

Word 2007 introduces a new file format. In previous versions of Word, the file extension was .doc, and this has now changed. The new file formats for Word 2007 are as follows:

Document

Macro-enabled document

Template

Macro-enabled template

.docx

.docm

.dotx

.dotm

What does this mean to you?

Going from Word 2007 to Word 2003

Files saved in the new Word 2007 format cannot be opened directly in Word 2003. In order to open the 2007 file in 2003, a special add-in program must be installed. This add-in was pushed to your computer in February 2007. When the 2007 file is opened in 2003 the following message is displayed:

Going from 2003 to 2007

Word 2007 can open files that were saved in the Word 2003 format. No extra step is needed.

When a Word 2003 file is opened in Word 2007, the file is opened in Compatibility Mode. This will be indicated in the title bar as follows:

Compatibility Mode ensures that no new or enhanced features in Word 2007 are available while you are working on a 2003 or earlier document, so that people who are using previous versions of Word will have full editing capabilities.

When it is time to save the file, the file is saved in the Word 2003 format to maintain compatibility. You may choose to save the file in the new 2007 format. Do this by using the

Save As command. If you are going to be sharing the document with people using older versions of Word, you will probably want to stay in Compatibility mode and save the file in the Word 2003 format

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Save As

1. Click on the Office button.

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2. Select the option for Save As.

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3. From the list, select the desired option. To save the file using the new file format, choose the option for Word Document. To create a template from the document, choose the option for Word Template. To share a file with someone who uses

Word 2003, select the option for Word 97-2003 Document.

To save as a Word Document (Word 2007) the following Save As box displays:

Tip

—Save As

Use the Save as type field to save the file as a Word

97-2003 file (.doc).

4. Enter a name for the file in the File name field. The Save as type field will default to the new .docx file format. If necessary, you can use the down arrow to change how you are saving the file.

5. Click on the Save button.

6. If you are saving from a previous version to 2007, you will get a warning box that looks as follows:

7. Click on the OK button.

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Saving

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1. After you used Save As to provide a name and location for the document, you can subsequently save the file by using the Save button on the Quick Access

Toolbar.

2. You can also click on the Office button and select the option, Save.

3. The keyboard command of Ctrl + S can also be used.

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Navigating and Selecting In Word

There are many ways to move around and navigate in a Word document. This table, explains some of the common methods for moving and working within a Word document.

Name

Arrow Keys

Click + Drag

Click + Hold

Description

Use the arrow keys on the keyboard to move the insert point up and down line by line and right and left character by character.

To cut a word out of a paragraph and paste it to a new location first select the text. After the text is selected, point to it with the mouse and hold the mouse button down. Then, drag the text to a new location and release the mouse button.

Click and hold is the action of clicking the left mouse button and holding it down.

Ctrl + Click and Drag To copy a word out of a paragraph and paste it to a new location first select the text. After the text is selected, point to it with the mouse and as you drag the text hold down the Ctrl key. Then, release the mouse button when you want to drop the copied text.

Ctrl + Home

Ctrl + End

Moves to the top of the document quickly.

Moves to the end of the document quickly.

Drag Select

End

Home

Page Down

To select text you can place the mouse cursor over the first part of what you want selected and then with the mouse, drag the cursor over the remainder of what needs to be selected.

Repositions the insertion point at the end of a line of text.

Repositions the insertion point at the beginning of a line of text.

Moves the insertion point and the visible area of the document forward one screen at a time.

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Name

Page Up

Scroll Boxes

Description

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Moves the insertion point and the visible area of the document backwards one screen at a time.

Scroll boxes are used to navigate windows in very large increments by clicking and dragging them along the scroll bar.

Scrolling Scrolling is the process of navigating through the document. You can use the Scroll Arrows found on the vertical scroll bars to navigate is small increments.

You can use the Previous and Next page icons to go back or forward a page.

To select an entire paragraph, triple click with the mouse. Select a Paragraph

Triple Click

Select a Sentence To select one sentence hold the Ctrl key and click anywhere in the sentence.

To select a word, double click with the mouse to quickly select it. Select a Word

(Double Click)

Select All

Selection Bar

(Selection Area)

You can select the entire document quickly by holding the Ctrl key and pressing A. You can also use the Select button on the Home tab, Editing group.

The white space in the left margin can be used to select lines in a

Word document by dragging up or down in the selection bar area.

You can also double click in the selection bar to select a paragraph.

Shift + Click To select a group of text first put the insertion point before the first character. Then, hold down the Shift key and go to the end of the area you want to select and click with the mouse after the last character you want selected.

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Exercise 1

1. Create a new document by using the Office Button, New, Blank Document, and then the Create button.

2.

Enter “dummy” text by typing the following on the first line in the new document:

=rand(5) Enter.

Five paragraphs of text will display.

3. Save the document, using the Office Button, Save As, Word Document.

Save the file in My Documents and in the Word 2007 folder.

Use your three initials as the file name.

Click on the Save button.

4. Close the file by using the Office Button, Close.

5. Reopen the file by clicking on the Office Button.

In the Recent Document list, click on the pushpin to keep this document in the Recent Document list. The pushpin will turn green and change direction.

Double click on your document (your initials) to open the file.

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Lesson 5: Character Formatting

Most of the formatting that you will be doing can be found on the Home tab. You also have the Mini toolbar available for common formatting such as font, font size, bold, italics, and font color.

Using the Mini Toolbar

1. Select text and move the mouse pointer over the mini toolbar (which is located above and to the right of text) to make it available for use.

2. Click on the tool from the Mini toolbar for the formatting that you want applied to selected text.

3. You can also right click over text to have the mini toolbar appear.

Tip

—Turn Off Mini Toolbar

To turn off the Mini Toolbar, go to Word Options and then the

Popular page. Uncheck the option for Show Mini Toolbar on Selection.

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Formatting with the Ribbon

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To format text using the Ribbon, see the table below for the correct Tab, Group, and

Button. Remember when formatting, you will typically want to select the text prior to making formatting changes to assure the formatting is applied to areas you desire.

It is important to note the defaults in Word 2007:

Font= Calibri

Font Size= 11 point

Task Command Tab Group

Font Home Font

Button

Font Size

Bold

Italics

Underline

Text Highlight

Color

Home

Font Color

Home

Home

Home

Home

Home

Font

Font

Font

Font

Font

Font

The fonts are listed in alphabetical order.

You can type the first letter of the font name to skip to that part of the list.

You can use the down arrow or you can directly type the font size into the field.

You can also use the keyboard command of Ctrl + B to bold selected text.

You can also use the keyboard command of Ctrl + I to italicize selected text.

You can also use the keyboard command of Ctrl + U to underline selected text.

This is a toggle so it gets turned on when you click on it and to turn off the tool, click on the button again.

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Task Command Tab Group

Shading

Styles

Home

Home

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Button

Paragraph

Styles

This tool will apply to the entire paragraph unless you have a made a selection in which case only that text will be filled.

Show/Hide Home Paragraph

(Click on the Style from the Gallery to apply to text. Use the arrows to scroll through the rows of options.)

Note: Styles are covered in a separate

Lesson in Creating Documents 102.

Show paragraph marks and other hidden formatting symbols.

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Font

Remember that the default font is Calibri, point size 11. If you want to change the default font and font size to Times New Roman, point size 12 you can quickly and easily do this by following these steps:

1. On the Home Tab, and in the Font Group, click on the Font dialogue box launcher.

2. The Font box is displayed.

3. Select the attributes that you want applied to your default font. For example:

Font: Times New Roman

Size: 12

4. Click on the Default button. The following dialogue box displays:

Click on the Yes button.

5. Your default will now be as you specified in step 3 for this and all future documents.

6. When you close Word, a dialogue box displays. This is notifying you that you made changes to the Normal template.

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Lesson 6: Cut, Copy, & Paste

Cut, Copy & Pasting

1. To cut or copy text, first select the text, object, etc.

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2. Go to the Home tab.

3. On the Home tab, use the Cut or Copy tools in the Clipboard group.

4. To paste the text, go to the location where you want to place the selection and again use the Home tab and click on the Paste tool.

Note: You can also use the keyboard commands:

Cut: Ctrl + X

Copy: Ctrl + C

Paste: Ctrl V

Note: You can use the short menu that appears with a right click of the mouse.

Note:

Cut: Select the text and then drag the selection, with the mouse, to the new location.

Copy: Select the text, hold down the Ctrl key, and then drag the selection, with the mouse, to the new location.

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Office Clipboard

The Office Clipboard allows you to collect text and graphic items from any number of

Office documents and then paste them into any Office document (per Microsoft Help).

You can use this tool to copy items from other Office programs into Word and you can also copy many items to the Clipboard at a time and then paste them into your document when needed.

1. To use the Office Clipboard, click on the dialogue box launcher in the

Clipboard group to open the Clipboard side pane.

2. You will see the Office Clipboard icon in the system tray.

3. To copy to the Clipboard simply select the item (text, graphics, charts, etc) and copy using any copy method. Remember that you can copy items from other Office programs such as PowerPoint, Excel, Outlook, or Access.

4. After you have items copied to the Clipboard, you can paste items into your document. To paste an item, move your cursor to the location where you want an item pasted.

5. Move the cursor over the item, in the Clipboard, and an arrow will display on the right side of the item. Use the down arrow to select Paste.

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6. To clean the Clipboard, click on the Clear All button in the Clipboard. To delete just one item from the Clipboard, move the cursor over the item and use the down arrow to select the option for Delete.

7. To close the Clipboard, use the Close button in the top right corner of the

Clipboard. You can also right click over the Clipboard icon in the system tray and select the option for Stop Collecting.

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Format Painter

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The Format Painter allows you to copy text formatting from one area of a document to another area of a document, therefore, saving you time and keeping formatting consistent. For example, if you apply a new font, font size, and font color to text and want to use that same formatting elsewhere, you can use the format painter to copy the formats and apply all changes to another selection to text at one time.

1. Select the text that has the formatting that you want copied.

2. On the Home tab, and in the Clipboard group, click on the Format Painter button. The cursor changes to a paintbrush . If you are going to be using the formatting multiple times, double-click on the Format Painter button.

3. Slide the paintbrush cursor over the text you want formatted. The formatting will be applied.

4. To stop the Format Painter, press the Esc key or click on the Format Painter

button on the Ribbon again.

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Exercise 2

1. Add the open button to Quick Access toolbar.

Click on the Office Button.

Right click over the Open option.

Select the option for Add to Quick Access Toolbar.

2. Change the zoom of the document to 70% by using Zoom Out button on the

Zoom Slider.

3. Change the formatting of the first paragraph.

Select the paragraph

Using the Mini toolbar, change the font to Arial and change the point size to 10.

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4. Change the formatting of the second paragraph.

Select the second paragraph.

Using the Home tab on the Ribbon, change the second paragraph to Arial and change the point size to 14. Also, change the color of the text to

Green.

5. Select the first paragraph and use the cut tool. Paste the paragraph at the end of the document. (Ctrl + End will quickly take you to the end of the document.)

6. Save the document by using the Save tool on the Quick Access toolbar.

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Lesson 7: Spacing

Alignment Tools

The quickest and easiest way to align text while working in Word 2007 is to use the

Alignment buttons in the Paragraph group on the Home tab.

1. Click in the text for the paragraph that you want to align. If you want to align multiple paragraphs, select the paragraphs.

2. On the Home tab, click on the button for the alignment that you want to apply:

Align Text Left

Center Align

Align Text Right

Justify Text

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Line Spacing

Discussion

The default line spacing is 1.15 (the Word 2003 default was 1) and there is 10 point spacing after paragraphs (the Word 2003 default was 0 point). Below are two sample paragraphs that show the difference between the 2007 defaults and Word 2003.

Word 2007

Word 2003

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Change Line Spacing

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Line spacing determines the amount of vertical space between the lines of text in a paragraph.

1. Click anywhere in the paragraph that you want to adjust line spacing. If you want to apply new line spacing to multiple paragraphs, select them.

2. There is more than one way to adjust line spacing. The quickest way is to use the

Line Spacing button on the Home tab, in the Paragraph group. Click on the button to see the following choices:

3. With the mouse, click on the line spacing that you want applied.

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Paragraph Spacing

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Paragraph spacing determines the amount of space above or below a paragraph.

Remember, a new paragraph is created each time you hit the Enter key.

1. Click anywhere in the paragraph for which you want to adjust paragraph spacing.

If you want to apply new paragraph spacing to multiple paragraphs, select them.

2. There is more than one way to adjust paragraph spacing, and the quickest way is to go to the Page Layout tab. In the Paragraph group, use the Before and After fields under Spacing.

3. Adjust the Before and After Spacing as desired. To make your document appear like previous versions of Word, change the After to 0 pt.

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Create a New Default for Line & Paragraph Spacing

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1. Open the Paragraph box by using the dialogue box launcher in the Paragraph group on the Home or Page Layout tabs.

2. Make your adjustments to Spacing in the Before, After, and Line spacing fields.

3. Click on the Default button.

4. Click on the Yes button. Your line and paragraph spacing will now be as you specified for this and all future documents.

5. When you close Word, a dialogue box displays. This is notifying you that you made changes to the Normal template.

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Margins

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Page margins are the blank space around the edges of the page. The default margins in

Word 2007 are slightly different than in previous versions of Word. In Word 2007, the defaults margins are 1 inch for the top, bottom, left, and right.

1. To adjust the page margins, go to the Page Layout tab. Click on the Margins

button.

From the gallery, select the margins that you want to utilize for this document.

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2. If you need to set a margin that is not listed in the gallery, click on the Custom

Margins option. The Page Setup box displays.

3. Make the necessary changes in the Top, Bottom, Left, and Right fields under

Margins.

4. The new margins will be remembered and you can find the setting in the Gallery when you click on the Margins button. The setting will be at the top with the n otation, “Custom Setting.”

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Page Orientation

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You can adjust the page orientation to be portrait or landscape, with portrait being the

Word default. Furthermore, you can apply the orientation to the entire document or to a single page.

1. To make the entire document either portrait or landscape, go to the Page Layout tab. In the Page Setup group, click on the Orientation button.

2. Choose Portrait or Landscape. The entire document adjusts to the selection.

To adjust the orientation of just one area of a document, follow these steps:

1. Select the pages or paragraphs that you want to apply a different orientation to.

2. Go to the Page Layout tab, and click on the dialogue box launcher in the Page

Setup group.

3. Select the Orientation for the selection (Portrait or Landscape) and in the Apply

to field, use the down arrow to select the option for Selected Text.

4. Click on the OK button. Note that Word automatically inserts the appropriate section breaks to allow for the new orientation.

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Exercise 3

1. Change the line spacing of the entire document.

Select all text in the document by using the keyboard command of Ctrl +

A.

On the Home tab, click on the Line Spacing

Click on the option for 2.0.

2. Change the paragraph spacing for the entire document. tool.

If necessary, select all text again by using the keyboard command of Ctrl

+ A.

On the Page Layout tab, change the Spacing for Before and After to 6pt.

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3. Change the Page Margins.

On the Page Layout tab, click on the Margins button.

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Select the option for Office 2003 Default.

4. Click outside of the highlighted text.

5. Change the orientation of the page from Portrait to Landscape.

6. Close the document, and do not save.

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Lesson 8: Numbers and Bullets

Numbering

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1. You can start numbering either before or after you have your text entered. If you already have text entered, select the text.

2. On the Home tab, in the Paragraph group, click on the Numbering button.

3. If you need to change the format of the numbers (use another type of numbering such as Roman Numerals or lettering) click on the down arrow and the following

Gallery opens.

Tip

—Line up Decimal in Numbering

1. Use the down arrow on the

Numbering button.

2. At the bottom of the Gallery, select the option for Define New Number

Format.

3. In the Define New Number Format box, in the Alignment field, select

Right from the down arrow.

4. Click on the OK button.

5. The new format will be applied.

You can now use this format by going to the Numbering Library

Gallery.

4. Select the type of numbering from the Gallery that you want to apply.

5. To make customizations or changes to a Number format, click on the option for

Define New Number Format.

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Note: To stop Word from adding numbers, do one of the following:

Place the insertion point at the beginning of the paragraph that you do not want numbering and click on the Numbering button to toggle off the option.

Press the Enter key twice at the end of the last line.

Press the Backspace key to remove the number.

6. Sometimes when working with numbering, you are given a number you were not expecting. When you insert a number using the Numbering tool, you will see the

AutoCorrect Options button display to the left of the number. If you put the cursor over the button, a drop down arrow displays. Click on the arrow and you will get the option to Restart Numbering or Continue Previous List. Make the appropriate selection.

7. You can also do some troubleshooting, like the options in the previous step, by choosing Set Numbering Value from the Gallery when you click on the

Numbering button.

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Bullets

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1. You can start bullets either before or after you have your text entered. If you already have text entered, select the text.

2. On the Home tab, in the Paragraph group, click on the Bullets button.

3. If you need to change the format of the bullets (use another type of bullet) click on the down arrow and the following Gallery opens.

4. Select the type of bullets from the Gallery that you want to apply.

5. To make customizations or changes to a Bullet format, click on the option for

Define New Bullet.

Note: To stop Word from adding bullets, do one of the following:

Place the insertion point in the paragraph that you do not want bullets and click on the Bullets button to toggle off the option.

Press the Enter key twice at the end of the last line.

Press the Backspace key to remove the bullet.

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Lesson 9: Proofing

Spelling & Grammar Checking

1. Go to the Review tab.

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Click on the Spelling & Grammar button.

Tip

—Quick Access Toolbar

Don’t forget that you can add commands to the Quick Access toolbar for easy, quick and convenient use by right-clicking over a command and selecting

Add to Quick Access Toolbar.

2. If you prefer to turn off Grammar checking, uncheck the option (bottom left corner) for Check grammar.

3. If you want to start at the beginning of the document click on Ctrl + Home. If you start in the middle of the document, Word will ask if you want to start at the beginning to finish checking.

4. When Word finds a misspelled word or a grammar issue you will want to review the Suggestions frame. Select a suggestion and click on the Change button.

5. Use the Ignore Once, Ignore All, Add to Dictionary, (make a selection from the

Suggestions frame) Change, or Change All buttons as needed.

If you want to type the correction yourself, you can put the cursor in the top frame in the Spelling and Grammar box to make whatever changes you wish.

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6. To make changes to Spelling and Grammar options, click on the Options button.

7. This takes you to the Word Options box, Proofing page. Use this box to turn on and off options such as:

Ignore UPPERCASE

Ignore Internet and file addresses

Check spelling as you type

Use contextual spelling

(This will check for misspellings s uch as “there” versus “their.” This will be indicated by blue underlined text in the document.)

Mark grammar errors as you type

Note: Spelling errors are indicated by a red underline, grammar errors are indicated by a green underline, and contextual errors are indicated by a blue underline.

Tip

—Misspelled Words

A misspelled word will be underlined in red (if you have the option for Check spelling as you type turned on) and you can quickly correct the word by right-clicking with the mouse over the misspelled word. From the short menu, you can pick the correct spelling and it will automatically be inserted into the document.

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8. Click on the AutoCorrect Options button.

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AutoCorrect is a feature that automatically detects and corrects typos, misspelled words, and incorrect capitalization. You can use this box to:

To turn AutoCorrect (and specific AutoCorrect options) on or off

To add you own entries such as a word or phrase you misspell often

To see what AutoCorrect entries exist

Tip

—AutoCorrect

To open AutoCorrect, you can also use the Office Button, Word Options,

Proofing page, AutoCorrect Options button.

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Word 2007: Creating Documents 101

Use the Thesaurus

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When working in Word, there are times when you find yourself using the same words over and over again. To prevent this from happening, you can use Word’s built in

Thesaurus.

1. Select the word or just click in the word and right click with the mouse. Select the option, Synonyms. There will be a list of possible words. You can click on one of the words to have it automatically inserted.

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2. You can also click on the option for Thesaurus. The Research Task pane opens.

In the Research task pane you can insert a word by moving the cursor over the word to display the fields frame and then you can use the down arrow to select the option for Insert.

3. You can also use the Research task pane as a dictionary. At the top of the pane, use the down arrow in the second field (where Thesaurus is displayed) to select

Encarta Dictionary.

Tip

—Thesaurus & Dictionary

You can also open the Research task pane to use the Thesaurus or the Dictionary by using either the Research or Thesaurus buttons in the

Proofing group on the Review tab.

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Dictionary

You can look up any word in the Encarta Dictionary while you are working with Word.

1. If you have the word in your document, select it.

2. Go to the Review tab on the Ribbon. Click on the button for Research

If necessary, use the field below the word to select Encarta Dictionary.

.

3. If you had a word selected, the definition will display in the Research task pane. If no word was selected, enter a word in the Search for field and click on the Start

Searching arrow (green arrow).

4. You can copy the definition by selecting the text in the Research task pane.

Furthermore, you can paste the text in the document by right-clicking with the mouse and selecting the option for Paste.

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Exercise 4

1. Open the document with your initials as the document name.

2. Remove the Open tool from the Quick Access Toolbar.

Right click over the tool.

Select the option for Remove from Quick Access Toolbar.

3. Go to the end of the document by using the keyboard command of Ctrl + End.

4. On a new line (press the Enter key) do the following:

Enter the text, “3 Things that I have learned about Word 2007:”

Press the Enter key.

Use the Bullets Gallery to select a square bullet.

After the bullet is inserte d, add the following text, “The Ribbon cannot be

customized.

Press the Enter key.

Another bullet is inserted. Add the following text, “When opening a Word

2003 file, the document will be in Compatibility Mode.

Press the Enter key.

Another bullet is inse rted. Add the following text, “The Mini Toolbar is a

quick way to format selected text.

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5. Select the text for the first bullet, including the paragraph marker and using the

Cut tool on the Home tab cut the line.

6. Go to the end of the second bullet and press the Enter key.

7. Use the Paste tool on the Home tab to add the text to the third bullet. If necessary, delete the extra bullet.

8. Go to the top of the document by using the keyboard command of Ctrl + Home.

9. In the first paragraph and on the first line, select the word, “designed.”

10. Right click with the mouse and select the option for Synonyms.

11. Select the word, intended, from the list to insert it into the document.

12. Spell-check the document by using the Spelling & Grammar

Review tab.

13. Save the document.

14. Close the document. tool on the

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Lesson 9: Header and Footers

Headers and Footers are areas at the top, bottom, and side margins of each page in a document. Headers and Footers are used to insert information such as page numbers, titles, dates, file names, and graphics or logos.

Inserting Headers and Footers

1. To insert a basic Header and/or Footer you can simply double click in the top or bottom margin area to open the Header and Footer area. By using this method, you can directly add your text to either area.

2. Another method is to click on the Header or Footer button on the Insert tab on the Ribbon.

3. If you click on the Header button the following gallery will display:

If you want a blank Header, click on the first option in the gallery. This will allow you to enter text in your own design. You can also use the vertical scroll bar to find a Header that will work for your document. When you find one that you like, click once to insert it into the document.

Click on the text placeholders to add your text, if necessary.

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4. If you click on the Footer button, the following gallery will display:

If you want a blank Footer, click on the first option in the gallery. You can also use the vertical scroll bar to find a Footer that will work for your document. When you find one that you like, click once to insert it into the document.

Note that if you selected a particular design for the Header, you may want to use the same design for the Footer.

5. Once you choose the layout for your Header or Footer, this area will open and look similar to the following:

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6. The Header or Footer will open and have fields for you to click on in order to enter text. The Header & Footer contextual tab also opens. The Header & Footer contextual tab will only display when the Header or Footer area is opened.

7. To exit the Header and Footer areas, double-click in the body of the document.

8. To remove a Header or Footer, click on the Header or Footer button on the Insert tab and then select the option for Remove Header or Remove Footer.

9. To edit a Header or Footer, click on the Header or Footer button on the Insert tab and then select the option for Edit Header or Edit Footer. Then you can either change what is in the existing Header or Footer or you can select a new design from the Galleries.

Tip

—Open Header & Footer

To open the Header or Footer area after you created it for editing or viewing, you can also double-click in the Header or Footer area of the page.

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Inserting Page Numbers

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1. You can insert page numbers by using the Page Number button in the Header &

Footer group on the Header & Footer Tools contextual tab or on the Insert Tab on the Ribbon.

2. As you can see from the menu, you have several choices available for inserting page numbers, such as the Top of Page, Bottom of Page, Page Margins (left and right margins), or Current Position.

The page number will automatically be inserted into the Header (Top of

Page), Footer (Bottom of Page), or Side Margins (Page Margins.)

Using the Current Position option will allow you to put your cursor in the exact location for where you want the page number to display. This can be in the header/footer area or in the body of the document.

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Formatting Page Numbers

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1. Open the Header/Footer area and select the page number.

2. To format the page number (change page number format, continue from previous section, or to start the page number at a certain number) click on the Page

Number button in the Header & Footer group on the Header & Footer Tools contextual tab.

3. From the list, choose the option for Format Page Number.

Make the changes to the page number format as desired.

4. Click on the OK button.

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Inserting Date & Time

1. Place the cursor in the Header or Footer where you want the Date and Time to display.

2. On the Header & Footers contextual tab, click on the Date & Time button.

3. In the Available formats frame, make a selection for the date and/or time.

4. Select the option for Update automatically if you want the date and/or time to adjust when you reopen the file.

5. Click on the OK button.

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Inserting File Name (and Location)

1. Place the cursor in the Header or Footer where you want the file location to display.

2. On the Header & Footers contextual tab, click on the Quick Parts button.

3. Select the option for Field.

4. In the Field names frame, select the option for File Name in the File names frame.

5. Make changes in the Field properties frame as necessary.

6. If you want the document location inserted, click on the option for Add path to

filename.

7. Click on the OK button.

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Create different Header or Footers for different Sections

Note: You must have sections breaks inserted into the document to accomplish this task. To learn more about section breaks, see the Word 2007: Creating Documents

102 documentation.

1. Put the cursor in the section for which you want a different Header or Footer.

2. On the Insert tab, click on the Header or Footer button in the Header & Footer group. From the menu, choose the Edit Header or Edit Footer option.

3. On the Headers & Footers contextual tab, click on the Link to Previous

button in the Navigation group.

4. You have now broken the link between the sections and you can now change the

Header or Footer for this section.

Note: If you want the first section to be different, put the cursor in the second section to break the link. Then, when you want to change the Header/Footer in section one, go to section one and make changes as the link will have been broken.

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Exercise 5

1. Create a Header for the document.

On the Insert tab, click on the Header button and then scroll using the vertical scroll bar until you see the Pinstripe Header. Select it.

In the Title placeholder, enter “Word 2007.”

2. Double click outside the Header to return to the document.

3. Add page numbers to the document.

On the Insert tab, click on the Page Number tool.

From the menu, select the option for Bottom of Page, and then Plain

Number 3. This will insert the page number in the footer on the right side.

Double click outside the Footer to return to the document.

4. Save the document.

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Word 2007: Creating Documents 101

Lesson 11: Printing

Printing a Document

1. Click on the Office Button.

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2. Click on the option for Print.

3. Select the option for Print to open the Print box which will allow you to specify the printer, pages to print, etc. Select the option for Quick Print to send the entire document directly to the default printer. If you want to see what the document will look like printed, select the option for Print Preview.

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Lesson 12: Converting your Word 2007 Document to a PDF

Discussion

In Word 2007 you can save a document in Portable Document Format (PDF). PDF is a fixed-layout electronic file format that preserves document formatting and enables file sharing. The PDF format ensures that when the file is viewed online or printed it retains exactly the same format that you intended, and the data cannot be easily changed. In the past if you wanted to create a PDF file, you would have needed the appropriate software, Adobe Professional, to accomplish this. Now you just need Microsoft Word

2007.

In order to view a PDF file, you do need to have a PDF reader installed. The most common reader is Acrobat Reader (Adobe) which is a free download at www.Adobde.com

.

After you save a Word file as a PDF, you cannot use Word to make changes to it. If you want to make changes to the document, you will need to make the changes in Word

2007 and then save the file as a PDF once again.

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Create the PDF File

1. Save the file as a Word Document so you can retrieve the file for future use, including editing.

2. Click on the Office button.

3. Click on the option for Save As.

4. Select PDF or XPS. The Publish as PDF or XOS box displays.

5. In the Save in field, locate the folder for where you want to save the PDF.

6. In the File name field, enter a name for the PDF.

7. In the Save as type field, verify that PDF (*pdf) is selected.

8. It is recommended that the box for Open file after publishing is marked, so that you may preview the PDF file after it is created.

9. In the Optimize for area make a selection from the two radio buttons. If print quality is important, select the first option for Standard. If print quality is less important, choose the option for Minimum size. If you are uncertain which option to select, choose Standard.

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Word 2007: Creating Documents 101

10. OPTIONAL STEPS (Steps 10-12):

Click on the Options button. The Options box is displayed.

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11. In the Page range area, select All, Current page, Selection, or specify the pages in the Page(s) fields.

12. In the Include non-printing information area:

Unmark the Document properties checkbox, if you do not want any of that information to be available in the PDF file.

If this box is marked, properties that are saved to the PDF file include

File name, Title, Author, Subject and Keywords. Other properties that are saved include date and time that the file was created/modified and file size.

(To view Document Properties in Word, select the Office button, select

Prepare, and select Properties.)

If Document structure tags for accessibility is marked, the file will be larger and include data that helps disabled users. For example, data included helps a person using a screen reader to navigate the document.

13. In the PDF options area, note that the ISO 1900S-1 compliant format is required by some governmental agencies. Mark this checkbox if this format is required.

14. Click on the OK button.

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15. Click on the Publish button. The newly created PDF will open in an Adobe

Acrobat window:

Close the PDF by using the Close button in the top right corner of the window.

16. To open the PDF at a later time, you can open the file by using the My Computer shortcut on the desktop. Use the My Computer box to go to the folder in which you saved the PDF. (If you saved on hard drive.)

17. PDF files appear with the Adobe symbol and will appear similar to the following:

Double click on the icon to open the file in Adobe Reader.

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Exercise 6

1. Using Word Templates, choose any fax cover sheet and create a new document with it. Hint: Office Button, New, Installed Templates.

2. Save the file using your initials and the word FAX. For example SAWFAX.

3. Create a PDF using the same file name.

4. Close the Adobe window.

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Appendix A: Terminology

Term Definition

AutoCorrect Options

button

Drag

(Per Microsoft Help) The AutoCorrect Options button first appears as a small blue box when you rest the mouse pointer near text that was automatically corrected, and changes to a button icon when you point to it.

If you find on occasion that you do not want text to be corrected, you can undo a correction or turn AutoCorrect options on or off by clicking the button and making a selection.

When you read the instruction “drag” this means that you hold down the left mouse button and “drag” the cursor over the text, graphics, or pictures, that you want selected or to drag the already selected items to another location.

Font A font is a set of all the characters available in one typeface and size, including uppercase and lowercase letters, punctuation, and numerals. The default font is Calibri.

Hard Return (Enter) A hard return is when you press the Enter key to move to the next line. When you press the Enter key you are forcing Word to start a new paragraph.

A hard return’s hidden code appears as ¶ and can be seen in the typed example below.

Insertion Point

Paragraph

The insertion point is the small flashing vertical bar that indicates where you can begin entering or editing data.

A paragraph is a group of text that belongs together and is ended when you use the Enter key to move to the next line to start over.

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Paste Options button

Term

Section Break

Definition

(Per Microsoft Help) The Paste Options button appears just below your pasted selection after you paste text. When you click the button, a list appears that lets you determine how the information is pasted into your document.

The available options depend on the type of content you are pasting, the program you are pasting from, and the format of the text where you are pasting.

Sections can be used to vary the layout of a document within a page or between pages. A section break is used to show the end of one section. A section break stores the section formatting such as columns, headers/footers, page layout (portrait and landscape), and margins.

When sections are created you can format each section the way you want, regardless of how different the two sections are.

When you have your hidden codes turned on, section breaks appear as follows:

Show/Hide Tool

Soft Return (Manual

Line Break)

The Show/Hide button is found on the Home tab, in the Paragraph group. It appears as follows:

This is a toggle button. To show hidden formatting marks, click on the Show/Hide button. The button will become highlighted. To turn this option off, click on the button again.

When you turn this option on, you will be able to see markings for spaces, hard returns, soft returns, tabs, section breaks, manual page breaks, and more.

A manual line break ends the current line and continues the text on the next line and does not create a new paragraph like a Hard

Return. Using this will carry any formatting to the new line. You create a Soft Return by clicking Shift + Enter.

A soft return’s hidden code appears as follows:

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Term

Status Bar

Styles

Tab

Definition

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The Status Bar provides information about the open document, and the current settings and operations in progress.

A style is a collection of character and paragraph formatting that can be saved. Instead of applying each format individually, you can apply all of them at one time by using a style. The default style in

Word is the Normal style which is Calibri, point size 11, left aligned, and spaced at 1.15. There are many other styles available for use or you can create your own custom styles.

Tab stops are locations across the page that help you to align text.

When you use the Tab key, the tab stops are set every half-inch.

You can also create manual tab spacing by using the Tab Selector

button to the left of the horizontal ruler or by using the menu option Format, Tabs.

A tab’s hidden code appear as follows in the body of the document:

Taskbar

View Buttons

Template

PDF

Microsoft Office

Clipboard

Custom tab marks appear on the horizontal ruler as follows:

The taskbar is used to open and switch between applications. It contains the Start button, the quick start buttons, task buttons, and the system tray.

The View buttons allow you to quickly switch between the most common Word views. The buttons are located in the bottom right corner of the Word window.

(Per Microsoft Help) A file that contains the structure and tools for shaping elements as the style and page layout of the finished file.

Portable Document Format. A file format that represents a document in a manner that is independent from the original application used to create the original document.

(Per Microsoft Help) The Microsoft Office Clipboard allows you to collect text and graphic items from any number of Office documents and then paste them into any Office document.

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Appendix B: Word Commands

Word 2003 command or process Word 2007 command

Aligning text

Home tab, Paragraph group

AutoCorrect

Office Button, Word Options, Proofing page, AutoCorrect Options button

AutoShapes

Insert tab, Illustrations group, Shapes button

Bold, Italics, Underline

Borders

Home tab, Font group

Home tab, Paragraph group, Border button

Bullets Home tab, Paragraph group, Bullets button

Captions

Charts

Clip Art, Insert

Close, File

References tab, Captions group

Insert tab, Illustrations group, Chart button

Insert tab, Illustrations group, Clip Art button

Office Button, Close

Page Layout tab, Page Setup group, Columns button Columns

Comments

Compare & Merge

Copy

Cut

Diagrams

Review tab, Comments group, New Comment button

Review tab, Compare group, Compare button

Home tab, Clipboard group, Copy button

Home tab, Clipboard group, Cut button

Insert tab, Illustrations group, SmartArt button

Dictionary

Endnotes

Envelopes

Find, Replace, Go To

Font

Font Color

Font Size

Footnotes

Format Painter

Header/Footer

Highlight Text

Review tab, Proofing group, Research button

References tab, Footnotes group, Insert Endnote button

Mailings tab, Create group, Envelopes button

Home tab, Editing group, Find or Replace buttons

Home tab, Font group

Home tab, Font group

Home tab, Font group

References tab, Footnotes group, Insert Footnote button

Home tab, Clipboard group, Format Painter button

Insert tab, Header & Footer group

Home tab, Font group, Text Highlight Color button

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Word 2003 command or process Word 2007 command

Indents

Labels

Home tab, Paragraph group, Increase or Decrease Indent buttons

Mailings tab, Create group, Labels button

Line Spacing

Lines, Drawing

Macros, Create

Macros, Pause

Home tab, Paragraph group, Line Spacing button

Insert tab, Illustrations group, Shapes button

View tab, Macros button, Record Macros

View tab, Macros button, Pause Recording

Macros, Run

Macros, Stop

Mail Merge

View tab, Macros button, View Macros

View tab, Macros button, Stop Recording

Mailings tab, start Mail Merge group, Start Mail Merge button, Step by Step Mail

Merge Wizard

Margins

New Document

Numbering

Objects, Format

Open

Orientation (Page)

Page Borders

Page Layout tab, Page Setup group, Margins button

Office Button, New, Create button

Home tab, Paragraph group, Numbering button

Select object, Format contextual tab

Office Button, Open

Page Layout tab, Page Setup group, Orientation button

Page Break

Page Numbers

Paragraph Spacing

Paste

PDF, create

Picture, Insert

Page Layout tab, Page Background group, Page Borders button

Page Layout tab, Page Setup group, Breaks button

Insert, Header & Footer group, Page Number button

Page Layout tab, Paragraph group, Spacing fields

Home tab, Clipboard group, Paste button

Office Button, Save As, PDF or XPS

Insert tab, Illustrations group, Picture button

Print

Print Preview

Properties

Protect Documents

Quick Parts

Redo

Office button, Print, Print

Office button, Print, Print Preview

Office button, Prepare, Properties

Review tab, Protect group, Protect Documents button

Insert Tab, Text Group, Quick Parts button

Quick Access toolbar

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Word 2003 command or process Word 2007 command

Research Review tab, Proofing group, Research button

Save

Save As

Section Breaks

Select All

Send To

Shading

Shapes, Insert

Show/Hide

Sorting

Quick Access toolbar OR Office Button, Save

Office Button, Save As

Page Layout tab, Page Setup group, Breaks button

Ctrl + A OR Home tab, Editing group, Select, Select All

Office Button, Send, E-Mail

Home tab, Paragraph group, Shading button

Insert tab, Illustrations group, Shapes button

Home tab, Paragraph group, Show/Hide button

Spell Check

Styles

Symbols

Table of Contents

Table, Delete

Table, Insert

Table, Repeat Header Rows

Home tab, Paragraph group, Sorting button

Review tab, Proofing group, Spelling & Grammar button

Home tab, Styles group

Insert tab, Symbols group, Symbols button

References tab, Table of Contents group, Table of Contents button

Select table, Layout contextual tab, Delete button

Insert tab, Table Group

Select header row, Layout contextual tab, Data group, Repeat Header Rows button

Table, View Gridlines Select table, Layout contextual tab, Table group, View Gridlines button

Tables, Insert Rows or Columns Select row or column, Layout contextual tab, Row & Columns group, Merge Cells button

Tables, Split Cells

Templates

Text Boxes, Insert

Text Wrapping

Thesaurus

Toolbars, customize

Select cell, Layout contextual tab, Merge group, Split Cells button

Office Button, New

Insert tab, Text group, Text box button

Select object, Format contextual tab, Text Wrapping button

Review tab, Proofing group, Thesaurus button

Can customize only Quick Access toolbar by clicking on its down arrow and selecting More Commands.

Tools, Options

Track Changes

Office Button, Word Options

Review tab, Tracking group, Track Changes button

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Word 2003 command or process Word 2007 command

Track Changes, Accept & Reject Review tab, Changes group

Translation

Undo

Review tab, Proofing group, Translate button

Quick Access toolbar

Vertical Alignment (Page)

Views (Normal, Web, Print,

Reading and Outline)

Page Layout, Page Setup dialogue box launcher, Layout tab, Vertical Alignment

Vie Tools

Watermarks

Word Art

Word Count

Zoom

Page Layout tab, Page Background group, Watermark button

Insert tab, Text group, WordArt button

Review tab, Proofing group, Word Count Button

Zoom Slider

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