Microsoft Word 2007

Created By www.ebooktutorials.blogspot.
in
Microsoft Word 2007

http://www.homeandlearn.co.uk
Content downloaded from www.homeandlearn.co.uk
Created By www.ebooktutorials.blogspot.in
Microsoft Word 2007 to 2010

Word Contents Page
This is a full and free computer course for Microsoft Word 2007 to 2010. It is designed for
Windows Vista and Windows Windows 7 users. If you're not sure whether or not you're in the right place take a look at Section 1.1 below, How to Open Microsoft Word. For those who have older versions of Word (versions up to 2003) then your tutorials are here: Word 2000 to 2003
> Section One - Get Started with Microsoft Word

1.1 How to Open Microsoft Word 1.2 Finding Your Way Around 1.3 Typing Your First Letter 1.4 How to Save Your Work 1.5 Highlighting Techniques 1.6 Opening Word Documents 1.7 Add an Address To A Letter 1.8 Spelling and Grammar Checking
> Section Two - Document Formatting

2.1 Crime Statistics Document 2.2 Bold Text 2.3 Italics and Underline 2.4 Seting Tab Stop Positions
2.5 Creating Bulleted Lists 2.6 Working With Fonts 2.7 Setting Up Page Margins
> Section Three - Copy and Paste

3.1 Techniques for Cutting Text 3.2 Cut and Paste Techniques 3.3 Copy and Paste Techniques
> Section Four - Clip Art

4.1 Inserting Clip art 5.1 Downloading a Text File 5.2 Setting Up Page Margings and Tab Stops 5.3 How to Insert a Text File 4.2 How to Resize and Move Clip Art 5.4 Setting Up Headers and Footers 5.5 Print Preview in Word 2007 and Word 2010
> Section Six - How to Create a Booklet

6.1 Downloading the Stories 6.2 Creating Your Own Word Style 6.3 Page Breaks And Section Breaks 6.4 Adding a Cover Page 6.5 Adding a Contents Page 6.6 Working With Section Breaks 6.7 Headers And Section Breaks
> Section Seven - Word Shapes

7.1 Word Shapes - Create a Logo 7.2 Logo Continued 7.3 Word Art 7.4 Completing The Logo
> Section Eight - Letterheads and Templates
8.1 Create a Letterhead 8.2 Adding Columns to a Page 8.3 Saving Word Documents as a Template
> Section Nine - Mail Merge

9.1 Create a Mail Merge Data Source 9.2 Create a Mail Merge Letter
> Section Ten - Microsoft Word Tables

10.1 Tables in Microsoft Word
> Section Eleven - Document Collaboration

11.1 Document Collaboration
10.2 Table Styles
> Section Twelve - Word Options

12.1 Displaying The Word Options 12.2 Changing The Language Settings 12.3 Proofing Options
11.2 Accepting and Rejecting Changes
12.4 Advanced Options 12.5 The Quick Access Toolbar 12.6 Keyboard Shortcuts

Section One: 1 2 3 4 5 6 7 8
How to Open Microsoft Word

If you're not sure how to open up Microsoft Word, then do the following. Click your left mouse button once on the Start button in the bottom left of your screen. If you have Windows Vista or Windows 7, the round Start button will look like this:
If you have Windows XP the start button looks like this:
On the Start menu that appears, click your left mouse button on the All Programs item. On the All programs menu, look for Microsoft Office. If you have Office 2007 (or 2010), you'll see this:
If you have an earlier version of Microsoft Word, you'll see something like this:
If you don't see Word 2007 or Word 2010, then you have an earlier version of the software. In which case, your course is here: Word 2000 to 2003 When Microsoft Word opens, you should a screen something like this one (Word 2007): Microsoft Word Screen - Study this image - ( 60K ) In Word 2010, you won't see the round Office button in the top left. Instead, you'll have an extra item in the top left - the File tab. The main area, all that white space, is the page you type on, just like a piece of paper. The area above the white space is called the Ribbon. The Ribbon contains all the toolbars (known as Tabs) that you can use to brighten up the plain white text on your page. The Tabs are called: Home, Insert, Page Layout, References, Mailings, Review and View. (Word 2010 will also have a File tab, which will be the first item.)
Click each of these in turn to see what items are on each tab. When you have finished exploring, click back on the Home tab. The Home tab contains the items you'll use the most, like font formatting, alignment, cut, copy and paste.
In the next lesson, you'll discover how to find your way around Microsoft Word. Finding Your Way Around --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section One: 1 2 3 4 5 6 7 8
Finding your way around

Have a look at the bottom right of your screen and locate the following area:
If your screen is too small or too large, you can use the zoom slider to increase or decrease the size of your page. Hold down your left mouse button on the slider. Keep it held down and move it to the left to make your page smaller, and to the right to make it bigger. (You can also click the plus and minus buttons.) The default setting is 100%, and the slider is in the middle. Just above the slider, you'll see some arrows. The two sets of double arrows allow you to move up or down one page at a time:
Clicking the round button between the two sets of double arrows opens up a shortcut toolbar. This one:
The items on the menu are shortcuts that allow you to browse through various areas of your document. The double arrows then turn blue. So, for example, if you wanted to jump from image to image in your document, you would click the Graphic item on the toolbar, which is the second from the right on the top row in the image above. After the double arrows turn blue, you would click one to move to the next or previous image. Another area worth exploring is just to the left of the zoom slider. This one:
These are various page views you can have. The first one, highlighted above, is called Print Layout, and is the default. Click the other four to see what they do. To get out of Full Screen, which is the second one, click the Close button in the top right. Click back on the first icon, however, when you finished exploring. We'll make a start.
Typing your First Letter --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section One: 1 2 3 4 5 6 7 8
Your First Letter

Have a look at the blank page on your screen, all that white space. The first thing to notice is the flashing vertical line. This is called the Cursor, or the Insertion Point. Its normal behaviour is to flash on and off. The cursor is where all the action takes place. Try touching one or two of the letter keys on your computer keyboard and watch what happens. You should see the vertical line, the cursor, move to the right. Your letters will appear to the left of the cursor. In other words, when you tap a letter on your keyboard, the letter will appear where the cursor is. The cursor will move across, ready for the next thing you type. Before we start typing the letter below, there are three keys on your keyboard that might come in very handy: the Backspace key, the Enter key, and the Shift key.
If you have made a spelling mistake, tap the backspace key to get rid of your unwanted characters. You can also click the Undo icon right at the top of Word. Here's what the Undo feature looks like Word 2007:
In Word 2010 it will look like this:
To get a new paragraph, press the Enter key on your keyboard. You cursor will move down one line to the start of the new paragraph. The Shift key is held down if you want uppercase characters (capital letters). Keep the Shift key held down then press a letter. It will then be a capital letter. You also need to hold the Shift key down to get any of the characters on top of another key. For example, to type an ampersand character ( & ) hold down your Shift key. Keep it held down and press the number 7 (on a UK keyboard). So, time for your first letter. Type the following onto your new white page. Type it in exactly as it is, spelling mistakes included. (You don't have to make your text bold, though):
Dear Sir or Madam, It has come to my attention that our local counsil has decided to close down our one and only libary. While it is true that no new books have been bought for seven years 12.50 was recently raised in a local raffle. This is nearly enough for an entire Delia Smith! Do you not think that your decicion is a little premature? Yours truly Mr Irate
Ok, you can stop typing now. You've finished. So, how did you get on? There's a good chance that you needed to use the backspace key a few times. And finding keys like the pound sign and the exclamation point might have took you more time than you would have liked. But this is usual when you are first starting out: it will come. Before we get on to those spelling mistakes, let's learn how to save your work. Saving your Work in Word 2007/2010 --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section One: 1 2 3 4 5 6 7 8
Saving your work

To save your work in Word 2007, click the round Office button in the top left of your screen. You should see a menu appear:
In Word 2010, click the File tab at the top of Word:
In both versions, when you click the Save item you'll see a dialogue box appear (This image is from Windows 7. The one for Windows Vista is very similar):
There are three main areas to the Save dialogue box: Where do you want to save your document? What do you want to call it? What type of document do you want to save it as? We'll take the three areas in turn, starting with "Where do you want to save your document?" The "Where" is set right at the top. The default location is in the Documents folder on your computer. You can see where this is by clicking the arrow in the top left:
The dropdown menu is a list of locations on your computer. The image above is from Windows 7 and shows that we are in the Libraries folder. If you have Windows Vista, you won't see a Libraries entry. It will say Users. There will then be another one next to Users that has the user name you used when setting up your computer. For example: Users > Kenny > Documents. Inside the Libraries folder is another one called Documents. We're saving it to this folder. The larger area of the Save As dialogue box shows you the folders that are already in the Documents folder:
You can create folders of your own to hold your work. So click the New Folder button at the top:
You should see a new yellow folder appear in the main area of the Save As dialogue box, with some blue highlighting:
The blue highlighting means that it is ready to be typed over. Type the name My WP Projects. Then press the enter key on your keyboard (or just click away). The folder will then be renamed:
If you get it wrong, click back onto the folder. Now click again, and you should see the same blue highlighting. Or just right click the folder to see a new menu appear. Select Rename from the menu. Now that you have created a new folder, double click the folder name to move inside of it. Notice the location area at the top:
The name of our folder has been added to the right of Documents, indicating that this new folder is inside of the Documents folder. In other words, there is a folder called Libraries, and inside of that another one called Documents. The folder we have created, the My WP Projects one, is inside of the Documents folder.
File Names
We now need to come up with a name for this particular document that we're saving. If you have a look at the bottom of the Save As dialogue box you'll see two areas: one called File Name, and the other called Save as Type. The File Name area is where you type a name for your document. The Save as Type means which type of document is will be. Microsoft Word documents from 2007 onwards end with the letters docx. Previously, the letters where just doc. If you sent someone a Word document with the
ending docx, somebody with version 2003 of the software would not be able to open your file. Simply because previous Office versions don't know how to handle the newer format. The reverse is not true, though: they could send you a file that ended with the letters doc and you would be able to open it up in Word 2007 or Word 2010. Microsoft Word allows you to save documents in a wide range of different formats. Click anywhere inside of the Save as Type area to see a list of the different formats:
The image shows that we have Word 97 - 2003 Document in the Save as Type area. The three letter extension shows .doc. The first one on the list, however, is Word Document .docx, which is the one we want. Make sure this one is selected in your Save As dialogue box. Now have a look at the File Name area. It should say Doc1.docx. (It might just say Doc1, however, if you haven't enabled file extensions on your computer. If you can't see any file extensions, do the tutorial here on our site: Enable File Extensions. If you clicked the Save button now, your file will be called "Doc1". That's not a very descriptive name for a document, so we'll change it to something else. To give your document a different name, simply click inside the File Name text box. Delete everything in the text box. Type in a new name, something like Library Letter. Your Save As dialogue box should now look like the one below. When it does, click the Save button:
You have now saved your work to your hard drive. To prove that it has indeed been saved, click the round Office button in the top left (or the File tab in Word 2010). Select Save As. When the Save As dialogue box appears, you should see the name of your file in the big white area:
Click the Cancel button to get rid of the Save As dialogue box. You can continue to work on a document that has been saved. But if you add more lines to your letter, or make any changes, you need to keep saving your changes on regular basis. You don't have to use Save As any more. You can just click the Office button or the File tab, then click on Save. Or click on the circled icon in the image below. This will update your document. Word 2007
Word 2010
A shortcut for saving your work is to hold down the CTRL key on your keyboard. Keep it held down and then press the letter S.
Remember to save your work on a regular basis. It's not a pleasant experience to have worked on a document for some time only for your computer to break down. When you finally get your computer to work again, if you haven't saved regularly you'll find all that hard work lost forever, with no way to get it back!
OK, now that you know how to save a Microsoft Word document, let's move on. The next section will be about highlighting text. Highlighting Text in Word 2007/2010 --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section One: 1 2 3 4 5 6 7 8
Highlighting Text in Microsoft Word

It's a lot easier to show you what highlighting is, rather than explaining it. So examine the image below, which is what your letter should look like so far:
The two lines with the blue background have been highlighted. When you highlight some text you can do things with it. You can change the size of the font, underline it, make it bold, delete it altogether, and many other things. But only the text that you have highlighted will change. The rest of your document will remain unchanged. So if we were to change the size of the font in the document above, only the two lines that have been highlighted will change size. Highlighting is very important in word processing. So how do you highlight some text? There are quite a few different ways to highlight text. We'll go through a few now. Practice them as you go along.
How to highlight an entire document

You can highlight your entire document from the Home tab at the top of Word. On the right hand side, you should see an Editing section:
Click on the Select item to see a menu appear:
In Word 2010 you'll see an extra item on the menu, right at the bottom:
Click Select All from the menu to highlight an entire document. To get rid of highlighted text, click anywhere in your document with your left mouse button. An easier way to highlight all the text in your document is via a keyboard shortcut. Hold down the CTRL key on your keyboard. Keep it held down and press the letter A. This is will select all text. (This shortcut works in other software, not just Microsoft Word.)
How to highlight an entire line

Most of the time, though, you won't want to highlight the entire document, but just sections of it. You can highlight an entire line with just one mouse click. To highlight a single line, move your mouse over to the left margin of your document. As in the image below:
If you can't see a ruler at the top of the page and the left of the page, click the tiny icon in the top right of Microsoft Word:
Another way to display rulers is from the View tab in the Ribbon at the top of Word. Locate the Show/Hide panel, and the click the Ruler item. When you move your mouse pointer to the margins, it will turn into an arrow. When it does, click your left
hand mouse button once, then let go. A single line will be highlighted.
You can use the same technique to highlight more than one line at a time. Instead of letting go of the left mouse button, keep it held down. Then move your mouse upwards or downwards in a straight line.
Let go of the mouse button when you are satisfied.
Highlighting blocks of text

This one is a little trickier, but not too tricky. To highlight a block of text, do the following: Click at the start of the block of text you want to highlight. (For practice purposes, click just before the letter "I" of "It has come " on the first line.) Hold down the Shift key on your keyboard (The Shift keys are the ones with the block arrows on them, pointing upwards. You hold down a shift key if you want a capital letter.) With the Shift key held down, click your left mouse button at the end of the block of text you want to highlight. (Click after the question mark of " premature?") A block of text will be highlighted
Highlight by dragging
This is another tricky one, when you're starting out. A bit of practice, though, and you'll soon master it. To highlight some text by dragging, do the following: Click with your left mouse button at the start of the text you want to highlight
Keep your left mouse button held down Drag your mouse pointer across the screen (Your mouse pointer will change shape. It will be the shape of a capital letter I.) You can drag in any direction you like When you've reached the end of the text you want to highlight, let go of the mouse button Your text is highlighted
Highlighting a single word

Highlighting a single word is easy. All you have to do is to double click on the word with your left mouse button. That's it!
Highlighting with the keyboard (no mouse needed)

For more precise highlighting, nothing beats the keyboard. Line Highlighting To highlight a single line, move your cursor to the start of the line you want to highlight. (You can move the cursor about with the arrow keys on your keyboard. Play about with them and see what happens.) Hold down a Shift key on your keyboard With the Shift key held down, press the End key on your keyboard A single line is highlighted To go the other way, from the end of a line to the beginning, move your cursor to the end of the line (or somewhere in the middle will do for. It works just as well.) Hold down a Shift key on your keyboard With the Shift key held down, press the Home key on your keyboard Your text is highlighted
Paragraph Highlighting
To highlight a paragraph with the keyboard alone, do the following Move your cursor to the start or end of the paragraph you want to highlight Hold down a Shift key AND a Ctrl key (bottom left of your keyboard) With the Shift key AND a Ctrl key held down, press the Up or DOWN arrows A paragraph will be highlighted
Highlighting one word at a time

For practice purposes, move your cursor to the middle of a line of text Hold down a Shift key AND a Ctrl key With the Shift key AND a Ctrl key held down, press the Left arrow or the Right arrow key on your keyboard
Highlighting one letter at a time

For practice purposes, move your cursor to the middle of a line of text Hold down a Shift key With the Shift key, press the Left arrow or the Right arrow on your keyboard A single letter is highlighted for every tap of an arrow key And that ends the highlighting section. Practice the techniques outlined above using your library letter. It takes quite a while to master them all, so just pick a couple of highlighting techniques. The ones you find the easiest to do. We'll now see how to open a file that you have previously saved.
Opening Microsoft Word Documents --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section One: 1 2 3 4 5 6 7 8
Opening Microsoft Word Documents

We'll shortly add an address to the top of our Library Complaint letter. Before we do that, we'll learn how to open a file. After all, you might have closed down Microsoft Word, or your computer might have crashed. The result being that you no longer have your library letter loaded into Word. So here's how to open a file you have saved, and want to work on again. In Word 2007, click the round Office button in the top left of Microsoft Word:
In Word 2010, you need to click on the File tab in the top left of Word:
If you see your file under the Recent Documents heading, you can simply click there to open it. However, if it's not on the list, click the Open item on the menu: The Open dialogue box appears, and looks like the image below:
The Open dialogue box looks very similar to the Save As dialogue box. Notice, though, that the File name text box is blank. If you can't see your document in the Documents Library section, you can click where it says All Word Documents. You'll then see a list of file types that can be opened with Microsoft Word:
This is more or less the same list you saw with the Save As dialogue box, under Save as Type. So if you don't see your file displayed, remember to display this list. But the File Name text box is empty because no file has been selected. A file is selected from the larger white area in the middle. Clicking on the file once with the left hand mouse button will select a file. In the image above, the document we want is displayed. But if it's not there, you can use the area at the
top to search other folders. Click the My Documents item to see another drop down list:
The list shows you all the folders you have in your My Documents folder (this gets shortened to just Documents in Windows 7). Select a folder to move inside of it. You can see more areas on your computer by clicking the double arrows just to the left of My Documents, in the image above. You'll then see another list:
Again, clicking an item on the list takes you to that location. Have a play about with them, and watch how that dialogue box changes. To get back to where you where, you can either use the drop down lists above, or click the arrow buttons just to the left of the lists:
Clicking the arrows just below the word Open above will take you either back one folder, or forward one folder. If you get totally lost, just click the Cancel button at the bottom of the Open dialogue box, then start again. To open a file, though, select it by clicking the file once with your left mouse button. Its name will then appear in the File Name at the bottom. Once it does, click the Open button.
OK, now that you know how to open a file, we can start adding the address to our letter.
Add an Address to a Letter -->

<--Back to the Word Contents Page View all our Home Study Computer Courses

Section One: 1 2 3 4 5 6 7 8
Adding an Address to a Letter

If you haven't already done so, open your Library Complaint letter. With the file open, do the following: Position your cursor so that it is flashing before the letter "D" of "Dear sir or Madam" Hit the Enter key on your keyboard about 5 or six times This will give you a bit of room to type the address. We'll get rid of any unnecessary space later. Your letter should now look something like this one
Move your cursor right up to the top, to the first line Type in Mr Irate's address. It's this: Mr Irate 12 High Street Evercrease EV1 EV1 When you have finished typing the address, it should look like this:
If you have too much space between the postcode and "Dear Sir or Madam" you can remove it by doing this: Position your cursor so that it is flashing before the letter "D" of "Dear sir or Madam" Hit your Backspace key a few times to get rid of any unwanted blank lines Your text will move up one line with every tap of the backspace key We'll now highlight the address and move it the right. So, using one of the highlighting techniques you have learnt, highlight the address and only the address. When you have finished, it should look like this one:
Once we have highlighted the address we can align it to the right. To do that we use the alignment icons on the Home tab at the top of Microsoft Word. The alignment icons look like this:
The first alignment icon is Align Left; the second one is Centre Align; the third one is Align Right; and the
fourth one is Justify. With your address highlighted, click each of the align icons in turn, just to get a feel for how they work. Finally, click Align Right, the third icon. Your address should now look like this:
It doesn't look too neat and tidy, and we'll see how to straighten the left side of the address later, when we get on to document tabs. The lesson here, though, was all about highlighting. And, most importantly, that only highlighted text is affected by changes you make. All the other text remained exactly the way it was. In the next part, we'll take a look at how Word deals with spelling and grammar errors. Spelling and Grammar Checking --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section One: 1 2 3 4 5 6 7 8
Spelling and Grammar Checking

One thing you probably will have noticed is the spelling mistakes in the letter. You should have typed the letter exactly as it was, and left any spelling errors in. More than likely, the spelling mistakes are underlined in red in your document. Anything with a wiggly green line under it is a grammatical error, (or what Microsoft Word insists is a grammatical error). The easiest way to correct spelling mistakes is to right click any word that has a red wavy underline. You'll then see a menu appear:
In the image above, we've clicked with the right-hand mouse button on the incorrectly spelt "counsil". The menu that appears shows three alternative words: counsel, council, and counsels. We meant council, of course. Click this option with your left mouse button to replace the misspelt word. The red wavy underline will disappear. (Incidentally, don't worry about the box that appears above the menu as we'll get to formatting options in a later section.) Do the same with the other two misspellings in your letter, and then save your work.
Spelling and Grammar Options

To check more than one word at a time, you can bring up the Spelling and Grammar dialogue box. To see it, click on the Review tab at the top of Word. On the Review tab, locate the Proofing section. Then click Spelling & Grammar:
When you click on Spelling & Grammar, you'll see a dialogue box appear. This one:
This dialogue box allows you to do most of the things you can do by right-clicking a misspelt word. The Suggestions area lists alternatives to the word you're trying to correct. The suggestion for our fictional town of Evercrease is for two separate words, Ever and Crease. To stop Word highlighting our fictional town as an error, click the Add to Dictionary button on the right. (Or you can click the Ignore buttons.) When you have corrected a word, the dialogue box will move on to the next one. In our case it will highlight the fictional postcode, insisting that it is a repeated word. Click Ignore Once and Word will have finished with its corrections. The dialogue box will then go away.
Setting Spelling and Grammar Rules

Sometimes, however, you want a little more control over what spelling and grammar Microsoft Word highlights. For that, there is a Proofing dialogue box. In Word 2007, click the round Office button in the top left. At the bottom of the menu you'll see a Word Options button:
In Word 2010, click the File tab again. Have a look for the Options item, near the bottom left:
Click the Word Options (or Options) button and you'll see another dialogue box appear. On the left, select the Proofing item. You'll then see the following rather complex list of things you can do:
The check marks in each box show what options are currently selected. Click a check mark to deselect that option. Click an empty box to select it. So if you don't want Word behaving like a grammar Nazi, uncheck the box that says Check grammar with spelling.
Microsoft Word AutoCorrect

One interesting option is AutoCorrect. Click the button at the top of the Proofing dialogue box that says AutoCorrect Options. You'll see this dialogue box:
On the AutoCorrect tab, you can see a lot of inbuilt options have been checked. So Word will, for example, automatically capitalize days of the weeks for you as soon as you press the space bar on your keyboard. The area at the bottom, "Replace text as you type", has also been check. What this means is that if you were to type a colon followed by a left round bracket Word will change the two characters into a smiley face. If you don't want Word doing this, select that option from the list. Then click the Delete button. However, you can use the Replace feature to your advantage. If, for example, you didn't want to keep typing your full name all the time, you can type say two characters into the Replace box. In the With box, type your name, as in the image below:
After you click the Add button, your text will be added to the list:
Click the OK buttons on the AutoCorrect dialogue box, and on the Word Options dialogue box and you'll be returned to Word. Now, whenever we type the initials "KC" and then press the space bar on the keyboard, Word will replace them with the name "Ken Carney".
And we'll leave the Library Complaint letter, as we're done. In the next section we'll create a new document so that you can learn some formatting.
A Crime Statistics Document --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Two: 1 2 3 4 5 6 7
The Crime Statistics Document

In this section, you'll discover how to make text bold, underline text, and change it to italics. You'll also learn something about bullets, tabs, indents, margins, and the Page Setup. So, when you're ready, launch Microsoft Word. If you already have Word open, start a new blank document by clicking the round Office button in the top left of Word, for 2007 users. From the menu, click on New. When you see the dialogue box appear select Blank Document then the Create button at the bottom:
For 2010 users, click the File tab at the top of Word. From the menu on the left, click on New to see the following:
Select Blank Document from the list at the top. Then click the Create button in the bottom right. When you create a new document this page is always called Document followed by a number (Document
1, Document 2, etc). Click the round Office button in the top left and save your new document under a different name. (Or click the File tab, if you have Word 2010.) You learnt how to do this in the previous section. Call it Crime Statistics. When you have saved your new document under a different name, type in the following. Type it exactly as it is below. Don't try to format it just yet.
Constable Tucker's Crime Statistics January February March Murder 0 0 0 Rape 0 0 0 Arson 0 0 0 House Burglary 0 0 0 Shop Burglary 0 0 0 Other Burglary 0 0 1* Drunk Driving 1 1 1 Speeding 1 1 1 *Does not include Mr Irate's alleged theft from his sweet shop The crimes committed are: The theft of a Delia Smith Cookery book from Councilman Todd's chauffer The same person was caught drink driving three times in three months Councilman Todd's chauffer was also speeding when he was drink-driving
As you can see, Constable Tucker's statistics are a bit messy and difficult to read. We'll tidy the report up during the course of this section. First, we'll make some of the text bold. Bold Text in Microsoft Word --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Two: 1 2 3 4 5 6 7
Bold text in Microsoft Word

To make any part of your text bold in Microsoft Word, you have to highlight the text. So using one of the highlight techniques you learnt in a previous section, highlight the first line of the report. In other words, highlight the words "Constable Tucker's Crime Statistics". Your page should like this one:
Incidentally, if your lines have too much space between them, highlight the lines from January down to Speeding. Click the highlighted text with your right mouse button. From the menu that appears, select Paragraph with your left mouse button. From the dialogue box, select the item that says "Don't add space between paragraphs of the same style":
The space between the lines should then be reduced. We're now going to make bold the text we highlighted. There are two very easy ways to make your highlighted text bold. The first is by clicking the "B" icon on the Home tab at the top of Word. It looks like this:
With your text highlighted, click the "B" icon. Your text will turn bold. You might not be able to tell because your text will still be highlighted. Click anywhere on your blank page to get rid of the highlight. The "B" icon will change to this:
That indicates that you have Bold text switched on. To turn off Bold text, highlight the text and then click the B icon with the left mouse button.
Use Keyboard
Another easy way to make your text bold in Microsoft Word is with the keyboard. To make text bold by using the keyboard, do the following Highlight the text you want to make bold Hold down the CTRL key on your keyboard Keep the CTRL key held down Press the letter B on your keyboard To switch off the bold text, keep the CTRL key held down and press the B key again
The Shortcut Toolbar

A third way to make text bold is via the shortcut toolbar that appears every time you highlight something. It first appears faintly. Move your mouse over, however, and you'll see it more clearly:
Again, click the B to get bold text. Click the B again to undo the bold text. When you have successfully changed the first line of the report to bold text, change the crimes themselves so that they are all bold. Change the Months of the year to bold text, too. When you're done, your document will look like this:
As you can see, there is a distinct difference between the bold text and the normal text. We'll now use italics and underlining.
In the next part, we'll take a look at Italics and Underlines. Italics and Underlines --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Two: 1 2 3 4 5 6 7
Italics and Underline in Microsoft Word

Again, we need to highlight the text that we're going to change. We'll turn part of the text to italics. So highlight the following line Does not include Mr Irate's alleged theft from his sweet shop When you have highlighted the text, click the italic icon in the tool bar. The icon will look like this after you have clicked the letter "I".
You can also click the letter "I" in the shortcut toolbar, once the text has been highlighted:
Another way to turn text to italics is to hold down the CTRL key on your keyboard. With the CTRL key held down, press the letter "I" on your keyboard.
Underline
To underline some text, click the letter "U" icon, on the font panel: (The keyboard shortcut is CTRL plus the letter "U")
In the image above, we have both the underline and the bold switched on. Look carefully just to the right of Underline icon, in the image above. You'll see an arrow. Click the arrow to see more underline options:
So if you wanted a double underline instead of a single one, select the second one on the list. In your report, though, underline "Constable Tucker's Crime Statistics". When you have finished, the report should now look like this (don't worry about the red underlines):
Our document is coming along. The next thing we'll do is add some Tabs Stops. The Tabs will help is to push some of the text along. Adding Tab Stops to a Word Document--> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Two: 1 2 3 4 5 6 7
Setting Tab Stop Positions

A Tab Stop in word processing terms is the jump your cursor makes from one position to another when you press the tab key on your keyboard. Your tab key looks like this:
Press the tab key on your keyboard and watch what happens. You'll see the cursor jump from left to right in your document. Press the backspace key on your keyboard to get back to where you were. Or just click with your left mouse button. You can control how far the cursor jumps when you press the tab key on the keyboard. But why would you want to? You typically set tab stop positions for things like indenting the first line of a paragraph, or if you wanted text to start three or four centimetres along the line. We're going to set three tab stops for our line of text with the months of the year. With your Crime Statistics document open, do the following: Move your cursor to the start of the January, February, March line of text in your document Locate the Paragraph panel in the Home ribbon at the top of Word Click the small arrow in the bottom right of the Paragraph panel:
When you click the arrow you should see a dialogue box appear. This one:
Click the Tabs button in the bottom left. Another dialogue box will appear, and will look like this:
The area to concentrate on is Tab stop position, right at the top. When you want to set a tab stop, you type in a number in the text box below the words "Tab stop position". Then you press the "Set" button. We are going to set tab stop positions at 3, 5 and 7 centimetres from the left hand side. (If your Word measurements are set to inches the figures to use are 1.18, 1.97, and 2.75.)
Enter a 3 in the Tab stop position text box Click the "Set" button Enter a 5 in the Tab stop position text box Click the "Set" button Enter a 7 in the Tab stop position text box Click the "Set" button When you are finished, your Tab dialogue box should look like this:
Click the OK button when you have finished. With your cursor still flashing before the J of January, your top ruler bar will look like this:
Notice the three L-shaped lines on your ruler bar. These are your three tab stop positions. If you can't see the ruler bar, click the View ribbon at the top of Microsoft Word. Locate the Show/Hide panel and select the ruler item:
To move your text along, position your cursor before the J of January. Press the tab key on your keyboard. The entire line will shift to right, and January will now be lined up with your first tab stop at position 3. Position your cursor before the letter "F" of February, and then press your tab key again. February will be lined up with your second tab stop at position 5. Position your cursor before the letter "M" of March, and then press your tab key again. March will
be lined up with your third tab stop at position 7. Your document will now look like this:
You can see that the three months are lined up with the three tab stops in the ruler bar at the top. Now move your cursor down one line and watch what happens to the ruler bar at the top. The tab stops have vanished! The tab stops have vanished because we only set them for one line - the months of the year line. To set tab stops for the numbers, highlight the same area of text as in the image below:
When your text is highlighted, bring up the Tabs dialogue box again. Set three tabs at the following tab stop positions: 3.5, 5.5, 7.5 centimetres. (In inches, 1.37, 2.16, 2.95.) When you're finished, every line in the highlighted area will have tab stops at those three positions. You now need to shift the numbers across so that one number is underneath one month. So position your cursor before the first number and press your tab key. Position your cursor before the second number and press your tab key. Position your cursor before the third number and press your tab key. Do that for every line of numbers. When you're done, it should look like this one:
I'm sure you'll agree that Constable Tucker's statistics are looking a lot tidier. We can do something else, though, and that is add some bullets to the list of crimes. After all, what crime list would be complete without bullets! Bulleted Lists in Word 2007/2010 -->

Section Two: 1 2 3 4 5 6 7
Creating Bulleted Lists

Bulleted lists have been used throughout this book. To create one of your own, do the following. Highlight the last three lines in your Crime Statistics document On the Home ribbon at the top of Microsoft Word, locate the Paragraph panel On the Paragraph panel, locate the three bullet options:
The first of the three is for bullets that are not numbers or letter. The default for the first option is to have round bullets. If this is all you want then simply click the first option, after you have highlighted your text. You can, however, have other symbols for your bulleted list. Click the arrow next to the first bullet option to see the following:
You can select any of the bullets in the Bullet Library. Move your mouse over each one and you'll see a preview on your page. Click with the left mouse button to choose a particular bullet. You have a wider range of choices if you click the link at the bottom that says "Define New Bullet". When you click the link, you'll see the following dialogue box appear:
Click the Symbol button at the top to see this screen:
Select the symbol you want and then click OK. You'll then be returned to the Define New Bullet dialogue box. If you like the Preview, click OK on this dialogue box, as well. You can however, select a picture, or a font as your bullet. Click the buttons at the top to see how these work. The second bullet option on the Paragraph panel is for numbers and letters. The default is for consecutive numbers starting from 1. Again, click the arrow to see more options:
So if you wanted lowercase letters instead of numbers, select this option from the list. You can also set your own style by clicking the "Define New Number Format" link at the bottom. This opens a dialogue box similar to the one you've just seen. The third bullet option on the Paragraph panel is for lists that are more complex - bullets within bullets. A list like this, for example:
To get the list above, we first typed the text "Heading One". After highlighting this text, we clicked the third bullet option on the Paragraph panel to see this:
Clicking the first option got us the number 1 as a bullet. We then typed the next two items. However, this gets you a numbered list, 1 to 3. To change the list into the one above, highlight an item on your list. Then click the link at the bottom that says "Change List Level". You'll then see the following:
Select the List Level you want. Do the same for any other items on your list. But once you have set a bullet style for your list, it should look something like ours:
Word document with round bullets
We went for a square bullet, but feel free to use something else. Notice, also, that we've made the made bold the text "The crimes committed are:". We've also added a line break after this.
OK, our report is coming along nicely. We can do more to it, though. The next thing we're going to do is use the font option to change the size and font of the heading. Setting Fonts in Word 2007/2010 --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Two: 1 2 3 4 5 6 7
Working with Fonts

A font is a style and design of text. Examine this letter:
Now examine this one:
As you can see, the two styles are completely different. Notice how straight and blocky the second one is compared to the first. The first one has little pointy bits on its edges. The pointy bit is called a serif. Fonts are basically split into two types - those that have the pointy edges, and those that don't. The pointy fonts are called serif fonts, and the ones without pointy bits are called sans serif fonts. The first of the letter Es is the very popular serif font "Times New Roman". The second letter e is the most popular sans serif font "Arial". With Microsoft Word 2007 and later, the font you get if you don't make any changes is called Calibri. Calibri is a sans serif font that looks very similar to Arial. It's common practice to use a sans serif font for headings and a serif font for text. We'll follow that tradition. We'll use Arial for the heading of our report, and use Times New Roman for the body text. To change the font heading to Arial, do the following: Select the heading at the top of your report, the one that says "Constable Tucker's Crime Statistics" Locate the Font panel on the Home ribbon at the top of Microsoft Word Now look for the Font and Font sizes area:
The font above is set to Calibri, and the size is 11. The big A and the little A just to the right of font size are quick ways to either increase or decrease the size of selected text. Click the down-pointing arrow to the right of the font box to reveal a list of the all the font on your system:
Hold your left mouse button down on the vertical scroll bar to the right of the fonts. Move your mouse down to scroll through all of your fonts (you may not have the same ones we have). If you hover your mouse over a font name your text will change, giving you a preview of what it looks like. Click a font once to select it. We want Arial so select it from the list. Use the font size box just to the right of the font name box and change the size to 16. Remove any underline you added for the title. Centre your heading, as well. Your report will then look like this:
Font colours
You can set a different colour for your font. To do that, highlight the text you want to change. Then locate the red underlined letter A on the Font panel of the Home ribbon:
Click the arrow next to the letter A to see some colours appear:
Select a colour from the list by clicking one with your left mouse button, or click the "More Colours" link at the bottom. To the left of the font colours option there is a yellow underline with the letters "ab" on top. What this does is to change the background colour behind your text. Have a play around with this to see what it looks like. When you finished experimenting, click the Undo arrow to get back to how it was before. The Undo arrow is at the top of Microsoft Word, just to the right of the Save icon: Word 2007
Word 2010
You can also use the keyboard shortcut combination of CTRL and Z to undo things. Just hold down the CTRL key. Keep it held down and press the Z key.
In the next lesson, we'll take a look at page margins. Page Margins -->

Section Two: 1 2 3 4 5 6 7
Setting up Page Margins

If you look at the ruler bar on the left of your screen, you'll see blue (or grey) areas at the top and bottom of the left ruler, and a white area in the middle. The blue areas are your top and bottom margins. You can't move your cursor above the top margins, or below the bottom one. Quite often, you'll want to change the amount of space used for the margins. If you can't see a ruler on the left hand side, either select it from the Show/Hide panel on the View ribbon at the top of Word. Or click the ruler icon near the top right:
We'll adjust the Top margin for our report. The ruler bar on the left of the screen currently looks like this:
As you can see, there's a blue area to the left, and underneath a white area (this is grey and white in Word 2010). If you trace your finger from the bottom of the blue area across and to "Constable Tucker's Crime" you'll find they match up exactly. This is the top of our page. You can't move your cursor above the white area and into the blue area. But you can change the size of the blue area, and therefore your top margin. There are a couple of ways you can change your margins in Microsoft Word. We'll start with the tricky way! Move your mouse pointer half way between the blue area and the white area Your mouse pointer will change to the shape of a double arrow:
Next, hold down your left mouse button Your screen should now look like this:
Notice the thin dashed line running across the page. This is your current top margin With your left mouse still held down drag your mouse downwards The thin dashed line will move with your mouse Let go of your mouse button when you see about 2.5 at the top of the blue area
Notice how your top margin jumps down when you let go of your mouse button. You'll have a bigger gap at the top, and therefore more space. OK, that was the tricky way to adjust a top margin. Let's look at another way to change your page margins in Microsoft Word.
Changing Margins via the Page Layout tab

Another way to change your page margins is via the Page Setup dialogue box. Try the following: Click Page Layout at the top of Microsoft Word From the Page Layout tab, locate the Page Setup panel:
There is already a Margins option. Click this to see some pre-set margins. You can select one of these, if they are what you need. But click the Custom Margins option at the bottom to see the following dialogue box:
Another way to display the same dialogue box is to click the small arrow in the bottom right of the Page Setup panel:
But as you can see from the Page Setup dialogue box, you can set the Top, Bottom, Left, and Right margins from here. Try the following: Click inside the Top text box, the one highlighted and with 2.25 cm in it Use your backspace key to get rid of the 2.25 cm Type in the number 5 (1.97 in inches) Click the OK button This will give you a top margin of 5 centimetres Change all the margins of your report so that they are the following Left 3 cm (1.18 inches) Right 4 cm (1.57 inches) Top 5 cm (1.97 inches) Bottom 3 cm And that's all there is to it! In the next section, we'll look at some Cut, Copy and Paste techniques. Before we leave this section, one extra piece about Tabs.
Remember how you set out the address for Review number one? You used right alignment. So your address looked like this: Mr Irate 12 High Street Evercrease EV1 EV1 If you wanted the left side of the address in a straight line, you could use tabs. Highlight all the lines of the address Click the left align icon to set the address back to the left hand side Bring up the Tabs dialogue box, like you did previously (Home > Paragraphs panel) Enter a tab stop position of about 10 cm (3.93 inches) and click the Set button Then click OK Position your cursor at the start of each line Press the tab key on your keyboard The result is this style of address:
In the next part, you'll learn different techniques for cut, copy and paste. Cut, Copy and Paste --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Three: 1 2 3
Techinques for Cutting Text

In this section you'll learn all about cutting text, copying text, and pasting text. Word processors come into their own with Cut, Copy and Paste, and those three operations are the primary reason why the typewriter is now practically a museum piece. There is a document that goes with this section called CutCopyPaste.docx and can be downloaded by clicking below. It is one of a few documents you need for this course, and all the other files are included in the download as well. However, it is a zip file. If you're not sure how to open zip files then you also need to read the short tutorial below. Get All The Extra Files Needed For This Course Read The ZIP Tutorial Once you've saved the file above, open up the document called CutCopyPaste.docx in Microsoft Word and we'll make a start.
Cutting text
There are a number of ways to cut text, and you'll learn three techniques: using the Word ribbon, using the right click menus, and using the keyboard. We're now going to chop out the unnecessary bits from the letter you've just opened. The first thing to cut out is the double use of "Dear" in the first line. To cut text, use one of the following techniques:
Technique 1 - Menu Cutting Highlight the text you want to cut. In the image below, the word "Dear" is highlighted. This is the word we want to cut:
Make sure the Home tab is selected at the top of Microsoft Word
From the Home tab, locate the Clipboard panel Click the Cut item:
Your highlighted text will disappear:
Technique 2 - Right Click Cutting Highlight the text you want to cut:
Click on the highlighted text with the right mouse button to get the popup menu below:
Choose "Delete Repeated Word", by clicking it with the left mouse button.
Technique 3 - Keyboard Cutting Highlight the word or words you want to cut Hold down the Ctrl key on your keyboard Keep the Ctrl key held down Press the letter "X" on your keyboard
Your highlighted text is cut from your document And that's all there is to cutting text. Keyboard cutting is often the quickest way, as it means your fingers don't have to leave the keys when you're typing.
Now let's have a look at how to Cut and Paste text. Cut and Paste --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Cut and Paste Techniques

In our letter, we've got the two names mixed up! It was Ambulancewoman Henderson writing to Constable Tucker. So it should start "Dear Constable Tucker", and not "Dear Ambulancewoman Henderson". We'll use Cut and Paste techniques to correct the error. Again, we'll go through three techniques to Cut and Paste. Technique 1 - Cutting and Pasting with the Menu bar Highlight the text you want to cut and paste:
From the Home tab, locate the Clipboard panel Click the Cut item Move your cursor to the place where you want to paste your text
On the Clipboard panel, select the Paste item. You'll see this menu in Word 2007:
In Word 2010, however, you'll see this rather confusing new menu:
Click the first of the three items, just above Paste Special, to do a simple paste: Your text is pasted to the new position:
Technique 2 - Right Click For this technique, we'll Cut and Paste Constable Tucker to the top. So do the following: Highlight the text you want to Cut and Paste Click on the highlighted text with the right mouse button From the popup menu, click "Cut" (Click with the left mouse button)
Your highlighted text is cut Move your cursor to the place where you want to paste the text Click the new place with your right mouse button. You'll see the same menu as above From the popup menu, click Paste (Click with your left mouse button) The text is pasted to the new position:
Technique 3 - Keyboard Highlight the text you want to Cut and Paste Hold down the Ctrl key on your keyboard Press the letter "X" on your keyboard The text is cut Move the cursor to the place where you want to paste your text Hold down the Ctrl key on your keyboard Press the letter "V" on your keyboard The text is pasted to the new position
You'll now learn how to copy and paste text. Copy and Paste --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Copy and Paste Techniques

Notice this line in the letter: I will not, I repeat, accept them. We want another "will not" in there, after the word "repeat". So it should read: I will not, I repeat, will not accept them. We'll use copy and paste for this. Technique 1 - Copy and Paste with the Menu Highlight the text you want to Copy and Paste. In our case, the words "will not". As in the image below:
On the Clipboard panel of the Home tab, select the Copy item:
Move your cursor to the new location
Click Paste from the Clipboard panel:
Word 2010 users will see this Paste menu. Again, select the first of the three icons:
But your text is copied to the new location:
Technique 2 - Right Click Highlight the text you want to Copy and Paste Click on the highlighted text with the right mouse button From the popup menu, click Copy (Click with the left mouse button) Move your cursor to the place where you want to paste your text Click the new location with your right mouse button From the popup menu, click Paste (Click with the left mouse button) Your text is Pasted to the new location
Technique 3 - Keyboard Highlight the text you want to cut and paste Hold down the CTRL key on your keyboard Press the letter "C" on your keyboard The text is copied Move the cursor to the place where you want to paste your text Hold down the CTRL key on your keyboard Press the letter "V" on your keyboard The text is pasted to the new position And those are the Cut, Copy and Paste techniques. Practice them with the letter you downloaded for this section. There are some more duplicated words in the letter. Cut them out using the techniques outlined. Re-arrange the letter so that it makes sense. You should NOT have to type anything out.
In the next part, you'll learn all about Clip Art in Microsoft Word. Clip Art in Microsoft Word 2007/2010 --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Four: 1 2
Clip Art
Clip art is a picture or graphic that can be inserted into a word processed document. Clip art comes in a wide variety of formats and styles, from a simple cartoon to a photographic image. Microsoft Word comes with its own clip art collection that you can use. We'll see how to do that in this section of the course. When you have finished, you will have produced the document below:
OK, create a new blank document and let's get started.
Inserting Clip Art

There is a document that goes with this section called ClipArtStory.docx and can be downloaded by clicking below. It is one of a few documents you need for this course, and all the other files are included in the download as well. However, it is a zip file. If you're not sure how to open zip files then you also need to read the short tutorial below. Get All The Extra Files Needed For This Course Read The ZIP Tutorial Once you've saved the file above, open up the document called ClipArtStory.docx in Microsoft Word and we'll make a start. To insert a piece of Clip Art, do the following: Position your cursor at the end of your text From the menus at the top of Word, click on the Insert tab Locate the Illustrations panel, and the Clip Art item:
When you click on the Clip Art item, you should see a new area appear to the right of Microsoft Word:
To see all the clip art click inside of the Search For box at the top. With your cursor flashing inside of the textbox, click the GO button. The big white area will then look something like this:
Use the scroll bars on the right hand side to see more clip art. You can also narrow down the search by clicking the arrow on the Search In list. You'll then see this in Word 2007:
In Word 2010, you'll see this:

Select the Illustrations item. For Word 2007 users, click the small plus symbol next to Office Collections to see a list of categories:
Click a checkbox to add or remove that category from your search. In the image below we've unchecked all categories except for animals:
Once you've narrowed down your search, click the GO button at the top. You'll then see only the clip art for your chosen categories:
We rather like the rabbit image, so we'll use that one. But feel free to select a different one. Word 2010 users will have to scroll down a bit on the Illustrations list before coming across the rabbit. You can use a different graphic, though, if you can't find it. Once you've located an image, move your mouse over it to see a dropdown option appear:
Click the arrow to see the following menu:
Click the Insert option on the menu and your chosen clip art will appear in your document. It will appear at the point where your cursor is on your page. But your article should now look something like ours below:
In the next lesson, you'll learn how to move and resize clip art images. Resize and Move Clip Art --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Four: 1 2
How to Resize and Move Clip Art

Resizing Clip Art
If your clip art is too big or too small you can resize to suit your needs. Click on your image with the left mouse button. You should see some little white squares and circles appear around the edges of your Clip Art. These squares and circles are the sizing handles. The squares are used to change the height or width, while the circles are used to make the whole image smaller or bigger. You can see them in the image above. To change the size of your image, move your mouse pointer over one of the circles, the bottom right circle is the best one for our purposes. When you move your mouse pointer over a circle or square, the mouse pointer will change to the shape of a double headed arrow. When your pointer has changed shape, hold your left mouse button down. The pointer will now change into a cross shape. With your left mouse button held down, drag your mouse outward to make the image bigger, and inward to make it smaller. Let go of the left mouse button when you're happy with the size. If you let go of the mouse button and the image is not the size you want, just try again. If your image loses the white squares and circles around the edges, click on the image to get them back.
Moving Clip Art

To move your image to the right hand side, try this: Click on your image to get the sizing handles back Hold down your left mouse button Keep the left mouse button held down Drag your mouse to the right What happens? Nothing! The image refuses to move to the right hand side! What's going on? And how do you move an image in Microsoft Word? The reason the image won't move to the right is because of the way it is formatted. The wrapping style is set to "In line with text". What this means is that you can move your image up, and the text will shift to the top and bottom of the image. But it won't move to the right. It will be like this one below:
To move your image anywhere on the page, do the following: Click on your image so that it has the sizing handles around its edges From the Ribbon at the top of Microsoft Word, make sure the Format tab is selected, if it's not already At this stage, you could choose a style for your picture, if you wanted. Try some of them out. Move your mouse over any of the Picture Styles to see what happens:
If you find one you like, you can click on it to insert that style. But leave the style alone, and locate the Arrange panel. The option we're looking for is Position:
Position means the position of the image in relation to the text. We want it square and to the right. Click the arrow on the Position option to see a dropdown list:
Again, move your mouse over each one to see what they do. But don't left click any. Instead, click the link at the bottom that says "More Layout Options". When you do, you'll see this dialogue box (select the Text Wrapping tab if it's not already selected):
Select the same option we have, in the image above: Wrapping Style: Square Wrap Text: Left Only Distance from Text: 1.5 cm Left (0.59 inches) When you have set the three options above, click the Picture Position tab at the top of the dialogue box.
For the Horizontal alignment, set it Right. Then click OK on the dialogue box. Your article and image should then look like this:
You should now be able to move your image around the page. Position it on the right, with the top of the image aligned with the top of the article text. Now select the text of the article and change the font size to 14. Change the size of the headings as well, any size you want. Your article will then look something like this:
To straighten the right edge of the text, do the following: Highlight all the text from "The remarkable Mr Presto" right down to the end "And they say entertainment is dead!" Click the justify icon in the Home tab, on the Paragraph panel:
Your finished article will then look like ours:
And that's it! You can now insert Clip Art into a document, and wrap text around your image. If you're not too confident about your new skills, go back to the beginning and start this section all over again - practice makes perfect!
In the next section, we'll take a look at multi-page documents.

Multi-Page Documents -->

Section Five: 1 2 3 4 5
Downloading a Text File

In this section, you're going to create a document with more than one page. You'll learn how to insert a file into your Word document. You'll add a header and footer to your document, and put some page numbers at the bottom. You'll also learn about Page Preview. There is a text file we've prepared for this section called Little Thumb. It can be downloaded by clicking the link below. However, read the download instructions first before clicking the link: Get the Little Thumb text file The document above is a text file, and you need to save it to your own computer. Click the link above with your right mouse button. You'll then see a menu appear. Select Save Target As from the menu (or Save Link As if you use Firefox to browse the internet). You'll then see a dialogue box where you can choose a location on your computer to save the file:
In the image above, we're saving the file to a folder called "My WP Project", which is in the Document folder of this Windows 7 computer. You can save your file anywhere you like, just as long as you remember where! Note that the File name area above says "Little Thumb.txt". Click Save and the file will be download to your computer. You'll then see this box if you have Internet Explorer:
Click the Close button, rather than Open or Open Folder. Once you have the file you need, you can make a start. Let's see how to insert this text file into a Word document. Open a new Microsoft Word Document. If you already have Word opened, you can click on the Office button in the top left, in Word 2007. From the menu, select New:
Word 2010 users need to click the File tab, then the New item:
From the dialogue box that appears, choose Blank Document. Then click the Create button in the bottom right.
In this next part of this tutorial, you'll learn how to set up your page margins. How to set up the page margins--> <--Back to the Word Contents Page View all our Home Study Computer Courses

Setting up Page Margins and Tab Stops

Before we insert the text file that you download in the previous lesson, we can set up our margins and tabs. To set the margins for the entire document, do the following: Click on the Page Layout tab at the top of Word From the Page Layout tab locate the Page Setup panel Now click the small arrow in the bottom right of the Page Setup panel:
You can also click the Margins item, and then Custom Margins from the menu that appears:
The Margins dialogue box will appear, and look like this:
The values to set are these: Top: 2.5 cm (1 inch) Bottom: 2.5 cm Left: 3.5 cm (1.38 inches) Right: 3.0 cm (1.18 inches) Apply to: Whole Document When you're done, click OK. You will be returned to your blank page with the new margins set. We're going to set up a Tab Stop for the first line of each paragraph. We can then indent by pressing the Tab key on the keyboard. To set a Tab stop, do the following: Still on the Page Layout tab, locate the Paragraph panel Click the small arrow in the bottom right of the Paragraph panel:
This will bring up the Indents and Spacing dialogue box, which you've met before. (You brought up this dialogue box from the Paragraph panel on the Home ribbon, previously. But it's the same one.)
Click the Tabs button in the bottom left to bring up the Tabs dialogue box:
We're going to change the Default tab stop. A default is a number that is built into the programme. If you look at the top right of the Tabs dialogue box you'll see the figure of 1.27 cm for the "Default tab stops" (or the equivalent in inches). This default number will be the same for everybody with the same version of Microsoft Word. You can, of course, change it. But what you are changing here is the size of the jump that the cursor makes when you press the Tab key on your keyboard. So with the cursor blinking on the first
line, when you press the tab key, your cursor will jump 1.27 centimetres. Click inside the text box next to "Default tab stops". Delete the number 1.27 and type in 1.5 instead (or 0.59 if you're working in inches) When you have finished, click the OK button On your new blank page, make sure your cursor is blinking at the start of a line Press the tab key on your keyboard Your cursor should now jump 1.5 centimetres. All right, time to insert the text file. We'll do that in the next lesson below. How to Insert a Text File into a Word Document --> <--Back to the Word Contents Page View all our Home Study Computer Courses

How to Insert a Text File

To insert a file into your Microsoft Word document, do the following: Click on the Insert tab at the top of Microsoft Word From the Insert tab locate the Text panel On the Text panel, click the Object item, and then Text from File from the menu:
When you click on Text from File, you'll see the Insert File dialogue box appear:
Navigate to your where you saved your text file to. We kept ours in the Documents folder of Windows 7, and have navigated to there. Click on the file called Little Thumb to select it. If you can't see this file, click the dropdown list to the right of the File name textbox at the bottom. Set it to Text Files:
Once you have selected the Little Thumb text file click the Insert button. The file will be inserted into your new document. You cursor will be flashing at the end of the story, on page seven. To get back to the top, you can hold down the CTRL key on your keyboard. Keep it held down and press the Home key on your keyboard (usually just above the arrow keys on a standard keyboard. On a laptop, the Home key may be found on the top row, to the right). Another quick way to get back to the top of the document is to right click one of the scrolling arrows on the right hand side of Microsoft Word:
Select Top from the menu to move the cursor to the start of the document. What we'd like to do to this document is to change the style. At the moment, all the text is set to a font called Courier New, and the font size is 10.5. We'll change the body text to one font, and the heading text to something else. Select just the heading of your story. Use the Font dialogue box to choose a font and font size for your heading. Now select all the text of the story, but not the heading. With the story text selected choose a font and font size again. With a heading font and a different body text font set, we'll move on and have a look at Headers and Footers. Headers and Footers -->

Setting up Headers and Footers

Headers and footers are pieces of text or graphics that appear at the top and bottom of a page. After you set up a header and footer, they will appear on all of your pages. You can add a page number to a header or footer, and Microsoft Word will automatically insert the right page number for you. To set up a header and footer for your document, click on the Insert tab at the top of Word. Now locate the Header & Footer panel:
Click on the Header item and you'll see a drop down list appear:
The items on the list are Headers that are built in to Microsoft Word. There are some nice Headers on the list, but we'll do our own so that you can see how they work. Select the first item on the list, Blank. The top of your page will then look like this:
Notice, too, that a new tab has appeared - the Design tab. The panels on the tab are: Header & Footer, Insert, Navigation, Options, Position, and Close.
The thin, dashed blue line is the bottom of your header, and everything above is the area where you can type your header text (or insert images). There is already a selected area with the words "Type text" in it. However, this is the first page in the story. We don't want any header on the first page, as it doesn't look very good. We want the headers to start on page two. So have a look at the Design tab, and locate the Options panel. Left click inside the check box next to Different First Page:
Now locate the Navigation panel, and click the Next Section button (In Word 2010, it's just Next):
The header text on page 2 will now be selected. Go ahead and type the title of the story again, Little Thumb. Just like text anywhere, you can select your header text and format it to your liking. So choose a font and font size, and then centre it. For the font and the centring, you'll need to click back on the Home ribbon. The Design ribbon will stay open, though. (You might accidentally click outside of the header, and lose the Design tab. To get it back, double click anywhere inside of the Header area.) Click back on the Design tab when you're done. Your header will then look like this:
One last thing we'll do here is to add a line in the Header, underneath the title. To do that, click on the Insert tab. From the Insert tab, locate the Illustrations panel. On the Illustrations panel click the Shapes item, and then select the straight line, as in the image below:
With the line shape selected, click on your Design tab to get back to your Header area. Now hold down your left mouse on the left edge of the header, just in line with the left edge of the story. Keep your left mouse button held down and drag to the right edge of the header. Release your mouse button when you get to the right edge of the story. You will then have a line that looks like ours below:
In Word 2010, if your line is not solid black, click on the Format tab. Locate the Shape Styles panel, and click the first line:
Notice the two round circles at either end of your line. This indicates that the line is selected. If your line is not big enough, or it's too big, hold your left mouse button down on one of the circles. Your mouse pointer will change to the shape of cross. Keep your left mouse button help down and drag either to the left to make your line shorter, or to the right to make it bigger. If your line is not straight, move your mouse up or down while holding down the left mouse button. To move the whole line up or down, hold your left mouse button down anywhere on the line except for the two green circles on the end. Keep your left mouse button down and drag your line up or down. Place it just under the title.
Another way to move the whole line is with the arrow keys on your keyboard, in combination with the CTRL key. Hold down the CTRL key. Keep it held down and tap one of your arrow keys. You can move the line up, down, left, and right using this method. When you're done, though, your header should look like from above:
Footers
Microsoft Word allows you to insert page numbers into your document. This is done (usually) in the Footer area of the page. The Footer is just the opposite of the Header. You can do the same things with the Footer as you can with the Header. We'll see how to insert page numbers into the Footer. Make sure the Design tab is select at the top of Word. Now locate the Navigation panel again. Click the item that says "Go to Footer":
Word will then jump to the bottom of the page, and your cursor will be flashing in the Footer area. Because you checked "Different First Page", your cursor should be on page 2 of your story. To insert page numbers, locate the Header & Footer panel on your Design tab. Click the Page Number item to reveal a drop down list. From the Page Number menu, select "Bottom of page", as in the image below:
When you select "Bottom of page" you should see some options appear:
These are built-in page number formatting. Scroll down and find one that you like. Then click it with your left mouse button. We've gone with Square 2:
And here's what our footer looks like on the page:
Once you're happy with your headers and footers, you can close the Design tab. To do that, click the Close button:
In the next lesson, you'll learn about Print Preview in Word 2007 and Word 2010. Print Preview--> <--Back to the Word Contents Page View all our Home Study Computer Courses

Print Preview
To see what your headers and footers look like, you can preview them.
Print Preview in Word 2007

Click the round Office button in the top left of Word, in Office 2007. Then select Print. From the Print options, select Print Preview:
When you click on Print Preview you're left with just a single tab. This one:
To get back to the normal Word ribbons, click the Close Print Preview button on the right. But have a look at your headers and footers. Use the Zoom control on the tab to zoom in and out.
Print Preview in Word 2010

In Word 2010, there is no Print Preview tab. Instead, click on the File tab then on Print from the left menu:
You should see some settings for your installed printer appear. To preview what you're about to print, have a look just to the right of the printer settings area. You should see your document. Use the zoom tool at the bottom, or the next page icons.
OK, we're done with the story now. So save your work and we'll move on to creating a booklet in Microsoft Word. Creating a Booklet --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Six: 1 2 3 4 5 6 7
Downloading the Stories

In this section, we're going to create a booklet. Our booklet will have a cover page, a contents page, page numbering, and some clip art. You'll also learn about section breaks, and about Word Styles. The contents for the booklet can be found in the Extra_Files folder that you need to download. They are a series of short tales that we have translated from the original French. Before doing so, however, if you don't know how to save and access a zip file, read below. Get the Stories for your Booklet
How to Save and Open Zip Files

Click on the link above with your right mouse button. From the menu that appears select Save Target As (or Save Link As if you use Firefox to browse the internet). You'll then see a dialogue box where you can choose a location on your computer to save the file:
In the image above, we've created a new folder called Extra_Files, which we've placed in the Downloads folder. We're saving the zip file to this folder. Click the Save button and the file will be downloaded:
Click the Close button, and not the Open or Open Folder buttons. Now that you have downloaded the zip file, you need to unzip it. Open up an explorer window by clicking the round Start button in the bottom left of Windows 7 or Windows Vista. From the menu, select Computer. Navigate to where on you computer you saved your zip file to:
To unzip this, right click the file and select Extract All.
You'll then see a dialogue box asking you where you want to save the extracted files to:
If you want to select a different location to the one in the box, click the Browse button. But click Extract and you'll see this:
Double click the Extra_Files folder to see inside it:
The contents of the folder are the five stories that will make up your booklet. With the files downloaded and extracted, we can make a start. So click the Office button and click the New item from the menu, if you have Word 2007. If you have Word 2010, click the File tab then the New item on the left menu. From the dialogue box that appears, select the Blank document template. Then click the Create button in the bottom right.
Save your new blank document with the name Fairy Tales.
Inserting a Story
The first thing to do is to insert the stories. Click the Insert tab at the top of Word and locate the Text panel. Click the arrow next to the Object item, and select Text from file:
When you click on Text from file a dialogue box will appear. Navigate to your Extra_Files > Stories folder and select the Cendrillon file:
Click the Insert button to insert the file into your blank document. Click back on to the Home tab, and note the Font. It will probably be the default Calibri at a size of 11 points. Don't worry if it isn't as we're going to change this in the next lesson. Word Styles --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Six: 1 2 3 4 5 6 7
Creating your own Style

The Home tab contains the Styles panel, which is quite large. Styles refer to the font and formatting options that you can use to quickly change some text on your page. Some Inbuilt ones are Heading1, Heading2, Normal, and Title. What we'll do is to create our own styles, one for the titles of the stories and one for the body text. We'll set up a style for the titles first. Highlight the title of the story, which is Cendrillon. Now select a font and font size. We've chosen Verdana at a size of 24 points, but feel free to select a different font and font size. From the Paragraph panel on the Home tab, centre your title. Your page should then look like this: (Make sure you don't deselect your heading.)
From the Styles panel click the bottom arrow on the list of styles, circled in red below:
When you click the arrow, you should see a list appear. Select the item that says "Save selection as a new quick style":
You should then see a dialogue box appear. Type a name for your style. We've called ours Fairy_Tales_Title:
Click OK and your style will be added to the list:
But the point about creating a style of your own is that you can then highlight some text and choose it from the list. Your selected text will then be formatted to match the style you set up. Click anywhere in your document to deselect the heading.
Adapting an inbuilt style

You can also adapt a style that has already been set up. We'll adapt the Normal style, shown on the list above, the second item on the top row. The Normal style refers to all of the body text. In other words, all the text that is not a title. To adapt a style, click with your right mouse button on the style you want to change. In our case that is the Normal style:
From the menu that appears, select Modify. When you click Modify, you'll see a dialogue box appear. This one:
The Name of the style you're modifying is at the top (Normal, for us). Under the Formatting heading, you'll see a font dropdown box, along with a size option. You can also use the Bold, Underline, Italics, and alignment buttons.
But select a different font and font size from the dropdown boxes:
We've gone for Century Gothic as a size of 12 points. Before you click OK, make sure to select the option in the bottom left that says "Only in this document". In other words, you only want to change the Normal style for this particular document, and not for every document you create. Click OK and the body text of all seven pages of the story will change. (If you've chosen the same font and font size as us, there will now be eight pages to your story.)
In the next lesson, you'll learn about page breaks and section breaks. Page breaks and section breaks --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Six: 1 2 3 4 5 6 7
Page Breaks and Section Breaks

When we add a new story, we want it to begin on a new page. To do this, you can add breaks. There are two types of breaks, page breaks and section breaks. Section breaks allow you to format things like headers and footers differently. For example, we don't want headers on pages with a title, but we do want them on other pages. Section breaks are ideal for this. If you didn't have them, each page would have the same header. Scroll to the end of your first story, and left click on a new line. You should see the cursor flashing:
Click on the Page Layout tab at the top of Word. Locate the Page Setup panel and the Breaks item:
Click on Breaks to see the following menu:
The one we want is Section Breaks > Next Page. What this does is to add a new page to your document, and a new section. Your cursor should now be flashing on the new blank page. To check that you have indeed added a new section, have a look in the bottom left of word. You should see a Section area on your Status Bar:
If you can't see the Section area, right click on the blue bar. From the menu that appears, click on Section:
If you were to click onto, say, page 1 of your story, the Section part of the Status Bar will read Section 1 instead of Section 2. But with your cursor flashing on your new blank page, and in section 2, insert a new story just like you did for the first one. You should find that all the text in your new story is formatted to the same as the first one. In other words, it will be formatted to the Normal style that we modified. This is fine, but the title isn't. So highlight just the title of your new story. To change the style to the Fairy_Tales_Title style you set up, click back on the Home tab to see all the styles. Although you could select the style from the list, click the small arrow in the bottom right of the Styles panel, circled in red in the image below:
You should find that a menu will appear on the right of your screen, and stay there. To get rid of it, click that small arrow again. But the list displays all the styles that have been set up, including the one we want. So, with your title highlighted, click the Fairy_Tales_Title style from the list:
Your title of the second story will then change to match the first one in your booklet. Add the remaining three stories in the same manner as you did for the second one: Insert a Section Break Insert the story Change the style of the title When you're done, you should have a document with 5 stories. You should have 5 sections and 19 pages. (If you used a different font and font size than the one we used you may have more or fewer pages.) We'll add a cover page and a contents page next. But we need two blank pages at the start. So move your cursor to the very start of your document, on the top line. (Hold down the UP arrow on your keyboard until it can't move any further.) Now insert two more section breaks. (Page Layout tab, then Breaks > Section Break > Next Page.) Your first story will then start in Section 3. The first blank page will be Section 1, and the second blank page will be Section 2.
In the next part, learn how to add a cover page to your booklet. Add a Cover Page to a Booklet --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Six: 1 2 3 4 5 6 7
Add a Cover Page to your Booklet

There are actually a few inbuilt cover pages, on the Insert tab, Pages panel. You can use one of these, if you like. However, reformatting them to suit your needs is a bit tricky. So we'll do our own. First, we can check that the Section breaks are in the right place. Click back on the Home tab, and locate the Paragraph panel. Now look for the backwards P:
The backwards P is used to show or hide paragraph and symbol formatting marks. Click it once to activate it. You should see this at the top of your two blank pages:
You can zoom out using the plus and minus symbols in the Status Bar in the bottom right of Word. That way, you can see two pages on the screen at once. Or click the View tab, and then the Two Pages item on the Zoom panel. You can change the margins for a single page. They are a bit too big on the cover page, at the moment. So we'll change them. With your cursor flashing at the top of the cover page, click on the Page Layout tab. Locate the Page Setup panel. Click on the Margins item to see a menu appear. Then select Custom Margins at the bottom:
When you click on Custom Margins you'll see a dialogue box appear. This one:
Change the margins to the following: Top: 1 cm Left: 1 cm Right: 1 cm Bottom: 1 cm (If your measurements are in inches, use 0.4 instead of 1 cm.) Look at the bottom of the dialogue box and locate Apply to. Set it to "This Section". Your dialogue box should look like this before you click OK:
We'll set a border for our cover page. Before doing that, create some space on your page by holding down the Enter key on your keyboard. Keep it held down until the Section Break is at the bottom of your page: (If you go too far, hit the Backspace key)
You can now hide the formatting marks by clicking the backward P again (Home tab, Paragraph panel.) To set a border for the cover page, click back on the Page Layout tab. Locate the Page Background panel and click the Page Borders item:
When you click on Page Borders, you'll see the following dialogue box appear:
From the Setting list on the left, click on Box. You can create a Box type border by using the four items in the middle: Style, Colour, Width, Art. We'll use the Art item. So click the arrow to see the following list:
You can select any one you like, but we've chosen a fancy one from the middle of the list. Now locate the Apply to dropdown box on the right and set it to This Section:
Before clicking OK, your dialogue box should look like this:
When you're done, click OK. Your cover page will then look like this:
You can still type onto this page. Click your left mouse button about half way up the page, and type a title. Type Fairy Tales. Change the font and font size. Be careful of where your Section Break ends up when you change the font size. Click the backwards P again to check it's still at the bottom. If you add clip art or an image that is too big it will push the section break down onto page 2, and give you a border on this page as well. Use your backspace key to get the section break back onto page 1. Any border that appears on page 2 will then disappear. Your page may now look something like this:
We used an Arial Black font at a size of 48. The title was then centred. We also changed the font colour. To change the colour of a font click the underlined A in the Font panel on the Home tab:
With your title highlighted, select any colour you like. You could add some clip art at this stage, just to liven the cover page up a bit. We'll leave ours, though. Again, be careful of where your section break ends up if you insert clip art.
In the next lesson you'll learn how to add a contents page. How to Add a Contents Page -->
<--Back to the Word Contents Page
View all our Home Study Computer Courses

Section Six: 1 2 3 4 5 6 7
Add a Contents Page to your Booklet

We'll insert a contents page on page 2 of our document. So click onto page 2. Type the word "Contents" at the top, and centre it. Change the font and font size. Again, hit the enter key a few times to give yourself some space. Your page will then look like this:
In the image above, we've hit the Enter key 8 times. With your cursor flashing just before the Section Break, at the start of the line, click on the References tab at the top of Microsoft Word. On the References tab locate the Table of Contents panel. Click the Table of Contents item to see the following menu:
As you can see, there are a few built-in styles you can use. But click the menu item at the bottom that says "Insert Table of Contents". The following dialogue box should then appear:
The Heading 1, Heading 2 and Heading 3 refer to in-built styles. We didn't use any of these styles, but created our own. That means we need click the Options button at the bottom. When you click the Options button, you'll see this dialogue box:
Notice there is an area called TOC level. TOC stands for Table of Contents, and the levels are for different sub headings. We don't have any sub headings, just the story titles. But the default settings are for Heading 1 to be TOC level 1, Heading 2 to be TOC level 2, and Heading 3 to be TOC level 3. We need to delete these numbers. So click inside the text box with the 1 in it. Delete the 1 by hitting the backspace key on your keyboard. Do the same for the 2 and the 3. Now click inside of the Fairy_Tales_Title text box, which is our style. Type the number 1 and your dialogue box will look like this:
If we did have sub heading, we could have set them all to the Heading 2 Style. We would have then typed a 2 in the Heading 2 text box. This would get you a table of contents in this style: Main Heading Level 1 Sub Heading Level 2 Sub Heading Level 2 Sub Heading Level 2
Main Heading Level 1 Sub Heading Level 2 Sub Heading Level 2 Sub Heading Level 2 But click OK when your dialogue box looks like ours above. You will be returned to the Table of Contents dialogue box:
There are a few areas to take note of here. "Show page numbers" means the page that the story starts on. These are shown on the right hand side because we have ticked the box below it. A Tab leader is the area between the heading and the page number. The default is dots. You can change this from the Tab leader dropdown box. The Formats dropdown box contains built-in content styles. Click the arrow to see the following:
We have selected Classic. The Print Preview at the top will then show this:
Click OK after selecting Classic and the dialogue box will disappear. Your contents page will then look like this:
If you wanted to jump to, say, the Puss in Boots story, hold down the CTRL key on your keyboard. Keep it held down and click with your left mouse button on that story title. You will jump to page 15 in your document. To get back either scroll up, or hold down the CTRL and Home key combination. Another way to jump to different parts of your document is from the Home > Editing panel. Click the Find option, and then the Go To item:
You'll then see the following dialogue box:
(A quick way to bring up this dialogue box is by pressing the CTRL key on your keyboard then the letter G.)
Type a page number in the text box and click the Go To button. (The button will say Next before you type anything into the text box.) Or you could select the Section item on the list and type a section number text box.
But let's move on. In the next lesson you'll see why we set up all those sections breaks. Working with Sections in Word 2007/2010 --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Six: 1 2 3 4 5 6 7
Working with Sections

The reason why we set up sections in our Word document is so that each section can be formatted separately. We want one header on the even pages and a different header on the odd pages. We want to put the words "Fairy Tales" in one header and the name of the story in the other. However, we don't want anything at all on the first page of each story, where the title is. To do that we need a few more section breaks. The section breaks you have used so far have been Next Page ones. These will insert a new blank page. We don't want that. We want a type of section break called Continuous. This is still a section break, except it doesn't insert a new page. To set up a Continuous Section Break, move your cursor to the bottom of page 2 of your Cendrillon story (page 1 will have the Cendrillon title at the top). Position your cursor on the last line of this page, as in the image below:
Make sure your cursor can't go any further down this page. Ours is at the end of the line. If we were to hit the down arrow on our keyboard the cursor would move to the next page. Click on the Page Layout tab at the top of Word. From the Page Setup panel, click the Breaks item again. From the menu, select Continuous under Section Breaks:
It will appear as though nothing has happened. But check the Section area in your Status Bar in the bottom left of Word. The page with the Cendrillon title should be Section 3. When you click anywhere on the second page of your Cendrillon story this should change to Section 4. Now do the same thing for the next two stories in your document: Move your cursor to the bottom of page 2 of the story Insert a new Continuous Section break Because our last two stories are only one page each, we don't need to set up new section breaks for them - they already have a Next Page section break. With the Sections breaks all set up, we can now insert the headers.
We'll continue this lesson on the next page, when we take a look at Headers and Section breaks. Click below to continue. Headers and Section Breaks --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Six: 1 2 3 4 5 6 7
Headers and Section Breaks

Inserting different headers into different section can be a bit tricky. Before we begin then, don't forget the Undo feature in Microsoft Word. The Undo icon is at the very top of Word, on the Quick Access Toolbar, which is just to the right of the round Office button in Word 2007:
There's no Office button in Word 2010, but the Undo icon is still on the Quick Access Toolbar:
In both versions, you can click the little arrow to reveal a dropdown menu. This allows you to undo several steps at once:
With that in mind, let's add some headers to our booklet. Click anywhere on your cover page to move your cursor into section 1. Now select the Insert tab at the top of Word. Locate the Header & Footer panel. Click on Header, then the Edit Header item from the menu:
When you click on Edit Header, you'll jump to the Header section on the cover page:
Notice, too, that a new tab appears at the top of Word, the Design tab. Locate the Navigation panel, and click Next Section (just Next and Previous in Word 2010):
When you click Next Section, you cursor will jump to the header on the second page, which is Section 2:
Again, click Next Section on the Navigation panel, as we don't want a header on the contents page. Your cursor will jump to page 3, which is Section 3:
Notice that it says "Same as Previous" on the right of the header. This means the same formatting as the header in the previous section. We don't want this. So have a look at the Navigation panel and you'll see that "Link to Previous" is lit up:
Click this button to deselect. We want different headers on the odd and even pages, so locate the Options panel (to the right of the Navigation panel). Select the item "Different Odd & Even Pages":
The Header on page 3 will then look like this:
We don't want any header on pages that have a title, so click the Next Section item on the Navigation panel. This will jump you to page 4 of your document:
Again, Same as Previous is showing on the right of the header. We want a new header here, so deselect Link to Previous on the Navigation panel. (It's important to do this before typing anything into the header, otherwise you'll have text in headers where you don't want it.) Now type the words Fairy Tales into the header:
The text Fairy Tales will now appear on all the even pages of your document. Click the Next Section button in the Navigation panel to jump to the Odd Page Header:
Again, we don't want Same as Previous, so deselect Link to Previous in the Navigation panel.
We'll right-align the headers in the odd page section. To do that, locate the Position panel:
Click the Insert Alignment Tab to see the following dialogue box:
Select Right, and click OK. Now type the name of the story, which is Cendrillon:
As you can see, the text in the header is now right-aligned. Click the Next Section button on the Navigation panel to jump to your second story, Little Red Riding Hood: The problem here is that it has the title Cendrillon in the header. To solve the problem, deselect Link to Previous in the Navigation panel. Now delete the text Cendrillon. Again, we don't want any header on this page because it is one with a story title. So click the Next Section button. Your cursor will be flashing at the start of Fairy Tales on the next page. This is OK the way it is, so click Next Section again. Deselect Link to Previous again. Now repeat the process for right-alignment, and then type Little Red Riding Hood. Your header will then look like this:
Click inside the Header on the page where your Puss in Boots title is. Deselect Link to Previous. Delete all the text from this header. Click Next Section twice and then, again, deselect Link to Previous. Right-align, and type Puss in Boots. Click Next Section and your cursor should be flashing in the header where you have your The Ant and Grasshopper title. It will say "Fairy Tales". We don't want this, so deselect Link to Previous. Now delete the text.
Click the Next Section button again, and your cursor will be flashing in the header where you have your The Crow and Fox title. Deselect Link to Previous and delete the text Puss in Boots. Congratulations - you're done! Click the Close button to return to normal:
To view all your hard work, click the round Office button at the top of Word (Word 2007 users only). From the menu, select Print > Print Preview. Word 2010 users should click the File tab, and then Print. Your first three pages should look like this:
The next two pages should look like this:
Notice that we have the different headers on different sides of the page. Use the scroll bars to view the rest of your document. If everything went well, then the final three pages should look like this:
The final two pages should have no headers in them. OK, all that was a bit tricky, so close Print Preview and we'll move on. Before we do so, it must be noted that if you were printing this document you'd want to print on both sides of the paper. If you did that, then the contents page would be printed on the back of the cover page. To solve this, you can insert a blank page after the cover page by clicking on the Page Layout tab. Then select Breaks > Page Break > Page from the Page Setup panel.
In the next section, you'll design a logo using Word Shapes. Shapes in Word 2007/2010 --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Seven: 1 2 3 4
Word Shapes - A Logo

In this section you'll learn all about Shapes. You'll use them to produce the following logo:
Start a new document for this, and save it with an appropriate name. Give yourself some space on the page by holding down the enter key on your keyboard. Let go when about half way down the page. This will make it easier to drag things around. Now let's get started. We'll do the T first. The Shapes are all on the Insert tab on the Word ribbon, so click this to select it. Now locate the Illustrations panel and the Shapes item:
Click the Shapes item to see the following list of shapes:
The one we want is the rectangle, which is under the Basic Shapes heading, the second one along. (In Word 2010 there is a separate Rectangles section.) Click the rectangle shape to select it. Now move your mouse pointer to your blank page. The pointer should change to a large cross. Hold your left mouse button down. Keep it held down and drag outwards. Let go when you have a rectangle. You should notice a new tab appear in the Word ribbon, the Format tab. As its name suggests, this tab is used for formatting your shapes. You can change the size of your rectangle via the Size item on the Format panel. It only has two items, Height and Width:
Click the small arrows on the Height and Width and change them both to 3 cm. (Use 1.18 if your sizes are in inches.) Your shape should then look like this in Word 2007:
In Word 2010, however, the shape will look like this:
Notice the sizing handles around the shape in both versions. (If you can't see them, click your shape to select it.) The square ones change the height and width, while the round ones scale the shape. The green round circle at the top is used to rotate the shape. You can change the colour of a shape by using a Fill. To do that, locate the Shape Styles panel on the Format tab. Now click the Shape Fill item to reveal a list of colours:
Select black for the fill colour and your shape will look like this:
In Word 2010, if you have a blue border around your rectangle, click the Shape Outline item to reveal a colour menu. Change it to black. You may also need to change the weight of the outside lines, because the default is set to 2. This gives you slightly rounded corners. To change the weight, again click on Shape Outline, then the Weight item. Change it to 1 pt:
We'll continue with the logo on the next page below. Continue with the Shapes Tutorial --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Logo Continued
To add the T to the black background we created in the previous lesson, we need two more rectangles joined together. With your rectangle selected, locate the Insert Shapes panel on the Format tab:
Click on rectangle to select it. Now draw out a narrow rectangle just below your black square. Change the height of your new rectangle to 0.6 cm and the width to 2.3 cm. (In inches 0.24 and 0.9.) In Word 2010, if you have a blue rectangle, change the fill colour to white and the outline to black. Again, change the weight to 1. We now need the white rectangle on top of the black square. Before moving it, though, click the View tab on the Word ribbon. From the Show/Hide panel select the Gridlines item. This will allow us to align the shapes with precision:
Click back on the Format tab and your page will then look like this:
To move your white rectangle onto the black square, click the rectangle to select it. Now hold your left mouse button down on the rectangle. Keep it held down and drag the rectangle onto the black square. For a more precise alignment, hold down the CTRL key on your keyboard. Keep it held down and press the UP, DOWN, LEFT, or RIGHT arrows. In the image below, we've not only moved the white rectangle into position but also moved the black square down a bit. (To move the black square, click on it select just the
square. Now use the CTRL and arrows keys.)
To do the rest of the T, draw out another rectangle on your page. This time, make the Height 1.4 cm and the Width 0.8. (In inches 0.55 and 0.315.) Move the new rectangle into position so that it looks like this:
Notice that the new rectangle has a black outline. To get rid of this, make sure the rectangle is selected. Now locate the Shape Styles panel on the Format menu. Click the Shape Outline item. From the list of colours, select white:
Now do the same with the first white rectangle: select it and change the Shape Outline to white. Reposition your shapes if needed and you should have something like this:
You have used three AutoShapes to create a letter T on a black background. However, all three shapes are separate. You can group them together to make one shape. To do that, you need to select each shape. So, hold the CTRL key down on your keyboard. Keep it held down and click the black square with your left mouse button. With your CTRL key still held down, left click on the first white rectangle, then on the second one. If you've done it correctly, your shapes should look like this:
With all three shapes selected, locate the Arrange panel on the Format tab, and the Group item:
Click the Group item to see a menu appear. From the menu, select Group.
If your shapes are not aligned correctly, you can click Ungroup instead. This will turn them into three individual shapes again. When you click Group, all three shapes become one shape. You can test this out by moving the new shape around the page. If one of the three gets left behind it means you haven't selected them correctly. Now that you have one letter done, try this exercise. Exercise Draw four rectangles and your blank page and create a letter E. Use the following sizes for the rectangles: height and width of the larger rectangle, 2.0 cm by 0.7 cm; height and width of the smaller rectangles: 0.5 cm by 0.8 cm.
(If you're using inches, the sizes are 0.787 x 0.275, then 0.197 x 0.315 for the three smaller rectangles.)
When you have your letter E like the one above, group the four shapes. Then change the fill colour to black. Move your E next to the T and you page should look like this:
In the next lesson, you'll learn about Word Art. We'll use it to create the letter X for our logo. Word Art 2007/2010--> <--Back to the Word Contents Page View all our Home Study Computer Courses

Word Art
In the previous two lessons, you created the letters T and E using Word Shapes. For this lesson, we'll use Word Art for the letter X. Click on the Insert tab again. From the Insert tab, locate the Text panel and the Word Art item:
Click on Word Art to reveal the following list in Word 2007:
In Word 2010, the list looks like this:
With Word Art you can type some text and turn it into any of the styles you see above, such as curved text (Word 2007 only), 3D text, etc. We only want the letter X, and in a plain style. So click on the first one on the top row, if you have Word 2007. When you click an item on the Word Art list you'll see the following dialogue box appear (Word 2007 users):
Type the letter X in the Text area, and then change the Font to Arial Black. Set the Size to 48 so it's nice and big. Then click OK. Your X should look like this on the page:
Change the height and width of your letter X to 2 cm for each one. Set the Fill colour to black.
Word 2010 users only

For Word 2010 users, click the first item on your menu (top left). You'll then see this appear on your page:
On the WordArt Styles panel set the Text Fill to black:
Now click on the Home tab and set the font to Arial Black size 48. Delete the default text of "Your text here" and type a letter X. Your Word Art will then look like this:
If you look closely, however, you'll see the letter X has a drop shadow. To get rid of it, select your letter X. Then locate the Text Effects item on the WordArt Styles panel. Set the Shadow to "No Shadow":
Your letter X should now look like this:
Use the Size panel to change the height and width of your letter X to 2 cm for each one. To remove any blue outline around your letter X use the Text Outline menu just above the Text Effects item on the WordArt Styles pane. Set the Outline to black.
Word 2007 and Word 2010 users

So that you can move your letter X around the page, click the Text Wrapping option on the Arrange panel (Format tab). From the menu that appears, select the Square item:
You should now be able to move your letter X to the right of your letter E. Your page should now look like this (if your letter X is too small, change the font size):
We'll complete the logo in the next lesson Complete your Logo --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Completing the Logo

For the other letter T, we can copy and paste the first one. So click on your letter T to select it. Now hold down the CTRL key on your keyboard. Keep it held down and press the letter C to copy followed by the letter V to paste. You should then see two letter Ts:
Hold your mouse down on the second letter T. Keep it held down and drag it into position:
We can now add the lines to the top and bottom. Select any of your letters to bring up the Format tab again, if it's not already there. Now select the diagonal line from the Insert Shapes panel:
Move your cursor across to your page. Hold down the CTRL key on your keyboard. Keep it held down and draw out a line across the top of your letters. (Holding down the CTRL key ensures you get a straight line.)
If your line is too long or too short, keep the CTRL key held down. Hold down your left mouse button on one of the green circles on the end of your line. Then drag to get the correct size.
With your new line selected, copy and paste it. Move the second line down to the bottom. (You can use CTRL and the arrow keys to move the line into position.) When you're done, you'll have something like this:
Now select all of your shapes by holding down the CTRL key and left clicking each one: (The lines are quite tricky to select so you may need to zoom in.)
With your shapes all selected, group them together to make one shape. Move the new shape around the page to make sure everything is there. Your final logo should look like this:
Add a Shadow Effect

You can spice up the shapes you create by adding a shadow to it. Select your Text logo then click on the Format tab. From the Format tab, locate the Shadow Effects panel:
Click on the Shadow Effects item to see the following menu:
Move your mouse over each one, but don't left click. Look at your logo and you'll see a preview of what the effect looks like. Select one that you like. In the image below, we've gone for Style 4, under Drop Shadow:
You can use the arrows next to Shadow Effects to increase or decrease the shadow area:
Play around with the Shadow Effects, and the other items on the Format menu.
And that's it for this section. In the next section you'll learn about letterheads, and templates. Create a Letterhead in Microsoft Word 2007/2010 --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Eight: 1 2 3
Create a Letterhead
In this section, you'll create a letterhead and turn it into a template so that you can use it anytime you want.
What is a Letterhead?
A letterhead is some form of design for your stationary. Typically, a name and address would be included in a letterhead, along with contact details. A logo is often incorporated into a letterhead. The one you're going to be designing is this one:
To design a letterhead like the one above, three elements were used: AutoShapes, a Textbox and a Line. To make a start, click the Office button (or the File tab in Word 2010) and select New > Blank Document. Press the enter key on your keyboard. Keep it held down and let go about halfway down the blank page, thus giving yourself some working space. We'll add the pyramid logo first. The pyramid is one of the built-in clip art pieces. To add it, select the Insert tab from the Word ribbon. Click Clip Art on the Illustrations panel. From the Search in menu on the right, select the AutoShapes item in Word 2007:
Then click the Go button to display the AutoShapes. You should see the pyramid shape amongst them:
In Word 2010 select the Illustration category. The pyramid is about a third of the way down. Click on the pyramid with your left mouse button. The shape will then be inserted onto your blank page. However, it will be a bit big. Use the sizing handles to resize it. Or click the Format tab at the top of Word. From the Size panel, enter 3 cm for the height and 4.5 cm for the width. (In inches the figures are 1.18 and 1.77.) Hold your left mouse button down on the shape and drag it towards the middle somewhere (we'll reposition it later). Deselect your shape by clicking anywhere else on the page. You should have no sizing handles around your pyramid before continuing.
Text Boxes
We'll add the address to a text box, that way it can be moved around the page. To add a text box to your page, make sure your Insert tab is select at the top of Word. Locate the Text panel and click the Text Box item:
When you click the Text item, you'll see a menu appear. This one:
Select the first item, Simple Text Box. When you click on a text box, it should appear on the page with some default text inside it:
Delete the default text and type an address in it:

One thing you may notice is that there is too much space between each line of text. To reduce the space, highlight all of the address. Now right click on the highlighted area. From menu that appears, select Paragraph:
You will then see a dialogue box appear: From the Paragraph dialogue box, select the option at the bottom "Don't add space between paragraphs of the same style":
Click OK when you have a check mark in the box. You will then find that the line space in your text box will be reduced. With the text still selected, centre it in the normal way (from the Home menu). Your page should now look like this:
We now need to get rid of the lines around the text box. Click inside of your text box to select it. If your Format menu at the top of Word is not showing, click on that to select it as well. From the Format menu locate the Text Box Styles panel (Word 2010 will say Shape Styles instead). Then click the Shape Outline item:
From the menu that appears, click on No Outline:
The lines around your text box will then disappear. (The text box itself actually has a white background. To get rid of it, or choose a different colour, you would do so from the Shape Fill menu. Select No Fill for a transparent background, or select a colour from the list.) Click inside of your text box to select it, if it's not already selected. Now click on any of the sizing handles. Once you do that, you be able drag your text box into position below your pyramid. You can also hold down the CTRL key on your keyboard, and then press an arrow key to move your text box around. Once your text box is in position, your page should look something like this:
To add the line, select either your pyramid or text box. The Format menu should appear again. Locate the Insert Shapes panel on the left, and the diagonal line:
Hold down the CTRL key on your keyboard. Now draw out a straight vertical line on your page. (Holding
down the CTRL key constrains the line.)
Make your line about the same height as the text box and pyramid combined. If your line is too big or too small, hold down your left mouse button on one of the green circles at the top and bottom of the line. Keep the mouse button held down and drag to resize your line. (If you can't see the two circles on the end, click anywhere on your line to select it.) You can also use the Size panel on the Format menu to change the height of your line. Enter a figure of 5.8 cm (2.28 inches) for the height, and leave the width on 0. With your line still selected, use the CTRL and arrow keys to move your line closer your text box. To change the colour of the line, use the Shape Outline menu again. Also on the Shape Outline menu is a Weight item. Click on this to see the different line sizes you can use. In the image below we've chosen a weight of 1 points:
When you've chosen a colour and weight for your line, your page should look something like ours below:
At the moment, all three items are separate. So click each one to select them (hold your CTRL key down while left clicking the objects). For the text box, you need to click inside of it, then click the sizing handles. It's best if you select the text box first. Once you've selected all three objects, group them together like you did in the last section (From the Format > Arrange menu.)
In the next lesson, you'll learn how to add columns to a page. You'll then add the logo to the right column. Adding Columns to a Word Document --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Adding columns to a page

Before moving our new letterhead logo into position, we can set up some columns at the top. That way, the logo can go in the right column and you'll be able to type in the left one. If that's not too clear, don't worry you'll see how it works. To add columns to just the top of your page, hold your left mouse button at the top left of your page. Keep it held down and select to about a quarter of the page, as in the image below:
With the selection made, click the Page Layout tab at the top of Word. Locate the Page Setup panel and the Columns item:
When you click on Columns a menu will appear. This one:
Select Two from the menu. Two columns will then be set up on your page, but just for the area you selected. To test this out, drag your new logo to the top right. Now click on the top left of your page. You should see something like this:
Note the ruler bar at the top. The white areas are your two columns. (If you can't see a ruler, click the View tab at the top of Word, then select Ruler from the Show/Hide panel.) If you now click halfway down the page the two columns will disappear. What this means is that you can have your logo on the right, and a send-to address on the left. Outside of the columns, you can type a letter across the full width of the page. The image below shows this in action:
As you can see, our logo is on the right and an address on the left. The text of the letter stretches across the page.
Now that you have your page setup the way you want it, you can save this as a template, so that you can reuse it whenever you want. We'll do that in the next lesson. Saving Word Documents as a Template --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Saving Word documents as a template

Saving a document as a Word template is fairly straightforward in Office 2007 or 2010. So, from the round Office button in the top left of Word 2007, select Save As. You should the following options appear:
Click on Word Template from the list and you'll see the Save As dialogue box appear:
In Word 2010, click on the File tab, then the Save As item from the left menu. You'll see the same dialogue box as above. Click the Templates item in the top left of the dialogue box. The first thing to notice is which folder we have switched to. (This dialogue box is from Windows 7, but Vista users should see more or less the same thing.) If you look in the top left of the dialogue box you will see an item for Microsoft Office Word. Underneath this is a Templates folder. The Templates folder is the one we have selected. When you have selected the folder, you should see the area to the right change. Ours has two folders, Document Themes, and SmartArt Graphics. Word 2010 users will also see a LiveContent folder. The second thing to notice is the File Name and Save as Type areas at the bottom of the dialogue box. The Save as Type area says "Word Template". In round brackets you can see the Type of file it is - a DOTX file. The DOTX signifies a template file. If yours says DOCX instead of DOTX then click on the Save as Type box to see the file type menu. Select DOTX from the list:
For the file name we have typed letterhead. But you can call it anything you like. Note that the extension is also showing - letterhead.dotx. (If you can't see a file extension then see this tutorial on our site: How to Enabled File Extensions Once you have chosen a file name, click the Save button at the bottom. To check if it worked, click the round Office button in the top left (Word 2007). Click New and a dialogue box should appear:
From the left, under Templates, click on My Templates. In Word 2010, click the File tab then the New item on the left menu. Then click on My Templates from the ones that appear:
In both version, when you click on My Templates, you will see another dialogue box appear. This one:
You should then see the template you have created, letterhead.dotx in our case. Click this item to select it, and then the OK button at the bottom of the dialogue box. You will then have a new letterhead document, complete with the logo you created. And that's just about it for templates. You should now be able to create a template from any Word document that you create. Before we leave the subject, however, be aware of all the inbuilt templates that you can use. If you click on Installed Templates instead of My Templates, you'll see the ones immediately available to you, ready to adapt to your own needs. There are also a lot of templates available under the heading Microsoft Office Online, or Office.com Templates in Word 2010. These are ones that you download from the internet. Again, you can adapt them to your own needs.
In the next section you'll learn about Mail Merge in Microsoft Word.
Mail Merge in Word 2007/Word2010 --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Nine: 1 2
Mail Merge - Creating a Data Source

Mail merge is joining a Data source, such as an address book, with a Microsoft Word document. When the two are joined, or merged, you can print the results onto letters, or labels, or onto an envelope directly. We're going to create a Mail Merge for a letter. Once we set up a database of people, we can insert fields into the letter. With the click of a button all the letters will be created, along with address information inserted. So open a new blank document and let's see how it works.
Creating the Data Source

The first thing we need to do is to create a database of people, along with their address information. We'll use this later with the mail merge. To create your database, click the Mailings tab at the top of Word. From the Mailings tab, locate the Start Mail Merge panel:
Click on Select Recipients to see a dropdown list:
We want to type a new list, so click on that item. You'll see the following dialogue box appear:
This dialogue box allows you to type in address information, one address per line. If you scroll across using the scroll bar at the bottom of the dialogue box you'll see that there are a lot of columns you can fill in. You don't need to fill them all in, you'll be glad to know, just the ones you need. To see how it works, type in a title, a first name, and a last name. You can use the same (fictitious) information as us. In the image below, we've entered Ms Helen James: (To get your cursor to flash in the next box, you can either just left click, or you can press the TAB key on your keyboard.)
Now scroll across and enter the address information (12 Old Square, Evercrease):
To add a new address, click the New Entry button in the bottom left. A new row will be created, and your cursor will be flashing in the Title box again. Add the following addresses to your list:
Eric Khan, 10 New Square, Evercrease Tommy Lee, 26 New Square, Evercrease Priyanka Collins, 14 Old Square, Evercrease When you're finished, your Address List should look something like this:
Now click OK. When you click on OK, you'll see the Save dialogue box appear:
Take note of where the file is being saved, and the file type. You are saving it in a folder called My Data Sources, which is in the My Documents folder. The type of file is a MDB database. Type a name for you file in the File Name box. We've called ours Address_List. Click the Save button to save your address list. You will then be returned to Microsoft Word. If you want to add new addresses to your list, click on Edit Recipient List on the Start Mail Merge panel:
When you click on Edit Recipient List you'll see a dialogue box appear. This one:
Click on your Data Source in the small box just above the Edit button in the bottom left. Then click the Edit button to bring up the Address List dialogue box again, where you can add a New Entry to your list.
Now that you have a data source set up, you can create the mail merge. We'll do that in the next part below. Create a Mail Merge Letter --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Nine: 1 2
Creating a Mail Merge Letter

In the previous tutorial, we set up a mail merge data source. We can now create the mail merge letter itself. For this, we'll use the letterhead we created previously. But you can create a new blank document, if you prefer. So click on the round Office in the top left of Microsoft Word, if you have the 2007 version. If you have Word 2010, click the File tab. Then click New from the menu. From the New Document dialogue box, select My Templates. You'll then see another dialogue box appear. Click on your letterhead template to select it, then click OK to create a new document with your letterhead on it. For the text of the letter, type the following: Dear , Thank you for the donation. It will really help us to continue with the project. We couldn't survive without people like your good self making a contribution. The Team Your letter will then look something like ours below:
To use your new database, click back onto the Mailings tab in the Office ribbon. From the Start Mail Merge panel, click on Select Recipients again. From the menu, select Use Existing List:
When you click on Use Existing List you'll see a new dialogue box - Select Data Source. You should see your Address List database on the list of available ones. Click on this to select it, then click the Open button at the bottom.
If you can't see any Data Sources then look in your Documents folder, then double click My Data Sources:
When you are returned to Microsoft Word you will see that more options are available on the Mailings tab.
One of those options is the Write & Insert Fields panel. Think of a Field as one of your columns from your database (Title, First Name, Last Name, etc). Position your cursor just before the comma after "Dear". Now click the Inset Merge Field item on the Write & Insert Fields panel to see the following:
The items on the menu are all the columns from your database. With your cursor just before the comma after "Dear", click the Title item from the menu. Now hit the spacebar on your keyboard. From the same menu, select the Last_Name field. Your letter will then look like this:
(The pointy arrows mean that you have a merge field inserted at that position.) To get an address at the top left of the letter, you can insert more fields from the menu. But there is an easier way. Position your cursor near the top of the letter. From the Write & insert Fields panel, click the Address Block item:
You will then see this dialogue box appear:
The list box at the top left allows you to select whether you want a name added before the first line of the address, and in what format. If you don't like that format, select another from the list. You'll then see a new preview appear to the right. In the image above, we've selected a name format, and unchecked the box for "Insert company name". Everything else is left on the default. Click OK when you're happy with your address formatting. You'll then see the following appear at the top of your letter:
To see what effect all this has, you could click the Preview button on the Mailings tab. Instead, though, click the Finish & Merge button. From the menu that appears, select Edit Individual Documents:
When you click on Edit Individual Documents the merge will begin. Because we had four addresses on our list, we'll have four individual letters. The first one will look like this:
As you can see, the merge fields have been replaced with actual names and addresses. Each letter will be different, one for each of the entries on our list. And we'll leave mail merge there. There's a lot more that you can do with it. For example, you can create labels for your addresses, and then merge from your list, use a different database and use queries - in fact it's a huge subject that will take you way beyond the advanced stage. If you want to explore further, use the following for a Google search (including the quote marks): "mail merge" +"Word 2007" Obviously replace 2007 with 2010 of you have that version. But you'll have a lot of results to examine! In the next section, we'll take a look at tables. Tables in Microsoft Word 2007/2010 --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Ten: 1 2
Word Tables
Tables allow you to present figures and statistics in an easy-to-read manner. In this section, you'll design two tables. The first one will be fairly simply, and will look like this:
Off we go then. Create a new blank document and add the title and subtitle as above. To add a table to a page, click on the Insert tab on the Word ribbon. From the Insert tab, locate the Tables panel, and the Table item:
Click on Table to see the following menu:
If you wanted a quick table, you could select the bottom item in the menu above. You'd then see a list of inbuilt table designs.
There are three other ways to add a table using the menu above. The first one is with the white squares. Move your mouse over the squares and you'll see them highlighted. Highlight the same ones as in the image below (6 columns and 2 rows):
Once you've highlighted the correct squares left click to add the table to your blank page. It should look like this:
The squares in the table that Word has drawn for you are called Cells. Your cursor will be flashing in the first cell. You can go ahead and type into the cells. Type the following into the first row of your table (without the commas): USA, Wales, Scotland, Ireland, Japan, Others To get the cursor into the next cell you can either press the tab key on your keyboard, or just click inside the cell with your left mouse button. When you're finished, your table will look like this one:
If you move your mouse pointer up to the top left of the table, you'll notice that a little cross appears in a box. While in the bottom right of the table a white square appears. Like in the image below:
The cross in the box is the table Move symbol. To use it, hold down your left mouse button and drag the table somewhere else on your page. But the process is a bit fiddly. The white square, bottom right, is the resize symbol. It works in the same way as the other white resize squares you have met. You now need to enter some figures into your tables. So enter the following numbers into the second row of the table (you don't need to insert the commas): 12, 24, 20, 32, 7, 10
Your table should now look like the one below:
As you can see, it's not very tidy at the moment. Let's centre the text and the numbers. To centre all the table data, you first need to select it. You can do that either in the normal way of just highlighting everything in the cells. Or try this: Click inside of your first cell, the USA one Look at the Word ribbon and you'll see a new tab has appeared, called Layout From the Layout tab, locate the Table panel, then the Select item Click on Select to see a menu appear From the menu click on Select Table:
Your table will then look like this:
With your data highlighted, locate the Alignment panel on the Layout tab:
From the Alignment panel, choose the Align Centre option:
All your table data will then be centred:
It's looking a bit better. We can format the table some more, though. We'll add a background colour to the bottom row. To add a background colour, do the following: Click inside any cell on the bottom row (the one with numbers) From the Select menu again, click on Select Row:
(You can also just use your mouse to highlight the row. Click once to the left of the first cell, outside of the table border. Or just highlight text in the usual manner.) With the bottom row highlighted, click on the Design tab on the Word ribbon. From the Design tab locate the Shading item, which is on the Table Styles panel (you'll see how to use table styles shortly). From the Shading menu, select any colour that takes your fancy (we clicked on "More Colors" to get the softer yellow):
The final result should then look like this:
And that's it for table one. You'll now design a table using the inbuilt table styles. Table Styles in Word 2007/2010 --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Ten: 1 2
Word Table Styles

We'll use Table Styles to format the second table. Along the way, you'll learn how to delete rows and columns, how to change the height and width, and how to create a table using the table dialogue box. The table you'll design will look like something like this:
First, we'll create the blank table itself. So give yourself some space on your page by hitting the Enter key on your keyboard a few times. Type the heading for the table. Now click on the Insert tab at the top of Microsoft Word. Click the Table item again. This time, select Insert Table from the menu:
When you click on Insert Table you'll see the following dialogue box appear:
Enter 7 for the number of columns and 7 for the number of rows. Then click OK. You'll see your 7 by 7 table appear on your page. However, we've made a mistake because we only need 6 columns. To delete one of them, click in any cell of the final column. Click on the Layout tab at the top, then click the Select item. From the Select menu, choose Select Column:
Your table will then look like this:
To delete the column, make sure the Layout tab is selected at the top of Word. Locate the Rows & Columns panel and the Delete item:
Click on Delete to reveal the following menu:

Select Delete Columns from the menu. The column or columns you have selected will then be deleted. (Note that from the Rows & Columns panel you can also add a new column to the left or right of the one you have selected. You can add a new row in the same way.) Now that we have a bare table of 6 columns and 7 rows, we can add the data. For the top row, type the following, one item to each cell (without the commas). Leave the first cell blank, though: Castle, River, Town Hall, Museum, Gardens For the first column, type the countries: USA, Wales, Scotland, Ireland, Japan, Others For the data, type the following into the cells:
When you're done, your table should look like this:
Now align the text and the numbers so that they are centre aligned. You did this for the previous table. (Select the whole table using the Layout panel, then use the Alignment panel to centre everything.) Now that everything is nicely centred, we can increase the height and width of the cells. To do that, select your entire table again. Still on the Layout panel, locate the Cell Size panel:
Change the Height to 1 cm and Width to 2.5 cm (in inches 0.4 and 1).
Your table should now look like this:
Now that we have all the text and numbers finished, we can apply a style. This is quite easy. Click anywhere inside of your table. Now click on the Design tab at the top of Word. Locate the Table Styles panel:
You can click on any of the styles and your table will update itself. To get back to no style at all, select the first item, the one highlighted in the image above. But click the bottom arrow on the styles area to see more appear:
The one we chose at the top of this lesson was "Medium grid 1 accent 2". Feel free to select one that catches your eye, though. You don't have to go with ours. Try them all out to see what they look like. Note the menu items at the bottom. If you designed your own table style, like we did for the first one, you can click New Table Style. You can then add that style to the list above. Here's our finished table, with a different style chosen:
And that's it for tables. There's a lot more you can do with them, so have a play around with the various options and see how you get on. You should have enough information to create something very impressive! In the next section, you'll learn about document collaboration. Document Collaboration in Word 2007/2010--> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Eleven: 1 2
Document Collaboration
If you use Microsoft Word in a business environment then something called Document Collaboration can come in handy. This is where more than one user makes changes to a document. All the changes can then be reviewed and compared to the original before a final approved copy goes out. In this section, you'll see how it all works. So open up the file called CutCopyPaste. Hopefully you haven't saved your changes over the top of it. If you have, you can download it here by right-clicking below. From the menu that appears, select either Save Target as, or Save Link As. Get All The Extra Files Save this document with the name LetterChanges.docx. Your letter should look like this when you open it up in Word:
To make changes that others can see, click on the Review tab in the Word ribbon. Locate the Tracking panel, and the Track Changes item:
Click on Track Changes to see the following menu:
Click the Track Changes item from the menu. Nothing will happen until you make your first change.
Delete one of the "Dear's" from the first line of the letter. You'll then see a new panel appear on the right. You'll also have an underline stretching right across the first line of the letter:
In the new panel on the right (called the Markup Area), you can see that a red rounded rectangle is surrounding the words "Deleted: Dear". This is telling what change you made. If you can't see a Markup Area then click on Show Markup from the Tracking panel. From the Show Markup menu, select Balloons then Show Revisions in Balloons:
Move the words "Ambulancewoman Henderson" down to the line after "Yours truly". Then move "Constable Tucker" up to replace "Ambulancewoman Henderson". You should see more comments and underlines appear:
Now study the document and makes changes where you feel they are needed. You should then end up with a document like this one:
Adding Comments to a Document

You can add comments to the document, as well. We'll add a comment that we have inserted the word "not" into the text. So highlight the word "not" after "I repeat" (or insert the word, if you haven't already). Now locate the Comments panel, and the New Comment item:
Click on New Comment. You'll see a new panel appear in the margins. Type something for your comment, something like "Inserted the word 'not'":
If you need to, add more comments. You can add as many as you like. To delete a comment, click inside the comment in the Markup Area on the right. From the Comments panel, click the Delete option. You can also jump from comment to comment by clicking the Previous and Next items.
In the next lesson, you'll learn how to accept or reject the changes you made above. Accept and Reject Changes --> <--Back to the Word Contents Page

Section Eleven: 1 2
Document Collaboration - Accepting and Rejecting Changes

In the previous section, you made trackable changes to a Word document. You could now send the document on to somebody else so that they can make changes, too. But what if you want this to be the final revision? You don't want to send somebody this version, if they are not supposed to see the changes. If you look on the Tracking panel you will see an item called Final showing markup. Click this item to see the following menu:
Click on Final to hide all the changes and comments. However, this doesn't do what you think it does - it's not the final document that you should send to somebody else. Simply because they could select Final showing markup from the menu. This would then reveal all your changes! To get a final version without the changes and comments, you need to Accept and Reject changes. So click back on Final Showing Markup from the menu above. This will display all your changes again. The first thing to do is check to see if all of your markups are showing. To check, click on Show Markup in the Tracking panel:
Make sure every menu item has a check mark next to it. Next, locate the Changes panel:
Click the Next button. You may then get a dialogue box like this, in Word 2007:
Click OK, and your first change will be highlighted. Click the Accept button, and then Accept and Move to Next from the menu:
When you click on Accept and Move to Next the underlines and rounded rectangles in the Markup Area will disappear. Keep click the "Accept and Move to Next" menu item to get rid of all of your tracking markup. However, any comments you added will still be there. To get rid of a comment, you need to click on Delete from the Comments panel. When you're finished, you should have a document that has no more changes or comments showing. Save your work. Now try clicking on the Final Showing Markup menu again. None of your changes will appear this time. You can send it off as a final document. Just to double check, click the round Office button in the top left of Word (2007 users only). From the menu that appears, select the Prepare item. You should then some more options appear:
In Word 2010, click on the File tab, then the Info item from the menu on the left. You should see this appear:
Click Check for Issues to see the above menu. Then select Inspect Document. In both versions, when you click Inspect Document you'll see the Document Inspector appear.
In the image above, we have some document properties being revealed. Click the Remove All button to get rid of any personal information in your own documents. The document can now be safely sent to those who shouldn't see all of your markup.
And that's just about it for this Word 2007 and Word 2010 course. There is one final section you may be interested in, however, and that's tweaking the various Word Options. For example, if you want to know how to add or remove items from the Quick Access toolbar at the top of Word then you'll learn how to do it in the section below. Changing Word Options --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Section Twelve: 1 2 3 4 5 6
Displaying the Word Options

There are lots of hidden settings you can change in Microsoft Word. To see them in Word 2007, click the round Office button in the top left. From the menu, click the Word Options button at the bottom:
In Word 2010, click the File tab. From then menu on the left, select Options. (Rather confusingly it looks like the Info tab is selected. This is Micrsofot's fault, not ours!):
When you click on Options or Word Options you'll see a dialogue box appear. This one in Word 2007:
And this one in Word 2010:
The list on the left leads to more options. The first item is the Popular tab (General in Word 2010). It shows you the "Top options for working with Word". One you might want to change is to get rid of the mini toolbar. The mini toolbar appears every time you select some text. It's this one:
If it's annoying you, uncheck the box on the Popular or General tab that says "Show Mini Toolbar on selection". When you click OK on the Word Options dialogue box the mini toolbar won't appear anymore when you select some text. If you don't do any programming with Microsoft Word then you can also uncheck the box "Show Developer tab in the Ribbon". If you've worked with Macros before then check this box, because you'll need it. (If you need the developer tab in Word 2010, click on Customize Ribbon. Under Choose commands From, select Custom Tabs and Groups. From the Main tabs check boxes, select Developer.) The default colour for Word is blue in version 2007 and Silver in Word 2010. Click the Color scheme box to see more. Sadly, there are only two others, Silver and Black.
In the next tutorial, we'll take a look at Language Settings. Language Settings in Word 2007/2010 --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Changing the Language Settings

If you want to work in a language other than the default one, click the Language Settings button on the Popular tab, if you have Word 2007:
You'll then see this dialogue box:
Select a language from the top list on the left, then click the Add button. Or select a language on the top right list and click Remove, if you no longer want it. You may also need to select the language from the
list at the bottom, under Primary editing language. There is, however, limited support for some languages. If you want to change language settings in Word 2010, click the Language menu item on the left of the Word Options dialogue box. You'll then see this appear:
Click on the dropdown box that says "Add additional editing languages" to see a list of languages. Select the one you want from the list, then click the Add button. In the image below, we've added Welsh to our Editing languages. Note that there is also a button to set this one as the Default language:
Look under the Proofing (Spelling, Grammar ), however, and you'll see "Not Installed". Click this link to go to Microsoft's website where you can choose a language pack to install. Sadly, Welsh is not available as a language pack, so we're out of luck! (Note: 2007 language packs won't work with the 2010 version.) Proofing Options --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Proofing Options
There are quite a few options on the Proofing tab. Click it on the left of the Word Options dialogue box to see the following list of things you can set:
The button at the top is for AutoCorrect Options. You've seen this before when we set up a shortcut for a name. (We wanted Ken Carney to appear in place of the letters KC.) If you get tired of seeing green underlines everywhere on your page, you can uncheck the box for "Check grammar errors as you type". If you don't want Word to check your spelling as you type, uncheck its box. You can still check for these errors, though. Just click the Spelling & Grammar item on the Review tab at the top of Word.
Advanced Options --> <--Back to the Word Contents Page


Advanced Options
There are a few of options on the Advanced tab you may want to change. The advanced tab looks like this:
To change the measurements that Word uses, click the list box to the right of "Show measurements in units of", under the Display options. As you can see, we're using centimetres. But if you prefer inches, select it from the list. Another advanced option you may want to change is where on your computer Word saves your documents. The default location is in the Documents folder (My Documents in Windows XP). To change this scroll down to the bottom of the Advanced options tab and locate the General list. Then click the File Locations button:
When you click the File Locations button you'll see the following dialogue box appear:
The first item on the list is Documents. Every time you click the Open button on the Office menu, or Save As, the dialogue box will show the contents of the folder specified under Location in the image above. For us, this is the C:\Users\Owner\Documents folder. If you wanted a different location, if you have created a folder for yourself called Word_Documents, for example, then you can click the Modify button. You'll then see this dialogue box:
We have selected a folder that we created called Word_Documents, which is in the Documents folder. When you click OK, the File Locations box will look like this:
As you can see, the Documents line above is now pointing to our new Word_Documents folder. Now when we click the round Office button or the File tab and then the Open item, the dialogue box will display the Word_Documents folder:
If you change your mind and want to go back to default location, just remember that you need to navigate to the folder in Computer > C Drive > Users > Owner > My Documents.
In the next part of this tutorial, you'll learn how to add and remove items from the Quick Access toolbar. Add and Remove items from the Quick Access Toolbar --> <--Back to the Word Contents Page View all our Home Study Computer Courses

Add or Remove items from the Quick Access Toolbar

You can customize the Quick Access toolbar in Microsoft Word. The Quick Access toolbar is the one just to the right of the round Office button (or just above the File tab in Word 2010). This one:
The three items currently on the Quick Access toolbar above are the Save icon, Undo, and Redo. If you look closely at the image above, you'll see an arrow pointing down:
Click the arrow to reveal a menu. This one:
The items with check marks next to them are the ones currently in the Quick Access toolbar. Clicking the More Commands option brings up the Customize tab on the Word Option dialogue box (the Quick Access Toolbar tab will be displayed in Word 2010). This one:
The idea is that you select an item from the left-hand list, then click the Add button. When you click OK, the item gets added to the Quick Access toolbar. To remove an item, select it from the right-hand list, then click the Remove button. But click on Popular Commands at the top. You'll then see a list of items appear:
Select Commands Not in the Ribbon and the list box underneath will change. In the image below, we've chosen Microsoft Excel as something we want on the Quick Access toolbar. That way, we have a fast way to open Excel:
The next image shows that our chosen item has been added to the list on the right:
In the next image, we've chosen the Excel item from the list box on the right:
The two arrows allow you to move your selection up and down. So, if we wanted to have the Excel item as the first one, we left-click to select it. Then click on the UP arrow to move it to the top of the list. Notice, too, that we've also added the Change Case item to appear on the Quick Access toolbar. Have a look at the list of items and add your own choices. Click OK when you're done. Your Quick Access toolbar will then look something like this:
The Quick Access toolbar comes in very useful and saves you hunting around all the different tabs for the item you want.
In the next lesson, you'll learn how to set up some keyboard shorcuts in Word 2007 or Word 2010. Keyboard Shorctus in Word 2007/2010 --> <--Back to the Word Contents Page View all our Home Study Computer Courses

How to Set Up Keyboard Shorcuts

Another useful item on the Customize tab is the Customize button just to the right of Keyboard Shortcuts:
In Word 2010, you need to click on the Customize Ribbon tab to see the keyboard shortcuts. Click the Customize button to see the following dialogue box:
An example of a keyboard shortcut is to press the CTRL key on your keyboard. Keep it held down and press then letter F. This will bring up the Find and Replace dialogue box. In the image above, this very shortcut has been selected. Under Categories we selected the Home Tab, which is where the Find and Replace dialogue box is located. Under Commands, we've select EditFind. The shortcut itself then shows up in the Current Keys text box (Ctrl + F). A lot of the items on the Commands list don't have shortcuts, however. So you need to set your own, if one hasn't been assigned. Examine the Image below:
The Insert tab in Word is where you'll find the Picture item. Clicking this brings up a dialogue box. You then select the image you want to insert into your Word document. We use the Picture item a lot so have set up a shortcut key for it. After selecting the items we want in the first two boxes at the top (Categories and Commands) we then click into the text box below "Press new shortcut key". After holding down the CTRL key and the question mark key these then appear in the text box. The Current keys text box is blank, and this tells us that our chosen shortcut keys are not being used (Currently assigned to: [unassigned]). If you see shortcuts already in the Current keys text box then it means those keys are already in use. When we were happy with our shortcut keys we then clicked the Assign button in the bottom left. After returning to Word we were then able to press Ctrl + ? to bring up the Insert Picture dialogue box.

Microsoft Word 2007

Uploaded by

Document Information

Original Description:

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Microsoft Word 2007

Uploaded by

Copyright:

Available Formats

Created By www.ebooktutorials.blogspot.

Microsoft Word 2007

Content downloaded from www.homeandlearn.co.uk

Content downloaded from www.homeandlearn.co.uk

Microsoft Word 2007 to 2010

> Section One - Get Started with Microsoft Word

> Section Two - Document Formatting

> Section Three - Copy and Paste

> Section Four - Clip Art

> Section Six - How to Create a Booklet

> Section Seven - Word Shapes

Content downloaded from www.homeandlearn.co.uk

> Section Nine - Mail Merge

> Section Ten - Microsoft Word Tables

> Section Eleven - Document Collaboration

10.2 Table Styles

> Section Twelve - Word Options

11.2 Accepting and Rejecting Changes

Content downloaded from www.homeandlearn.co.uk

Microsoft Word 2007 to 2010

How to Open Microsoft Word

If you have Windows XP the start button looks like this:

Content downloaded from www.homeandlearn.co.uk

Microsoft Word 2007 to 2010

Finding your way around

Content downloaded from www.homeandlearn.co.uk

Microsoft Word 2007 to 2010

Your First Letter

In Word 2010 it will look like this:

Content downloaded from www.homeandlearn.co.uk

Microsoft Word 2007 to 2010

Saving your work

In Word 2010, click the File tab at the top of Word:

Content downloaded from www.homeandlearn.co.uk

Content downloaded from www.homeandlearn.co.uk

Content downloaded from www.homeandlearn.co.uk

Microsoft Word 2007 to 2010

Highlighting Text in Microsoft Word

How to highlight an entire document

Click on the Select item to see a menu appear:

How to highlight an entire line

Let go of the mouse button when you are satisfied.

Highlighting blocks of text

Highlighting a single word

Highlighting with the keyboard (no mouse needed)

Highlighting one word at a time

Content downloaded from www.homeandlearn.co.uk

Highlighting one letter at a time

Content downloaded from www.homeandlearn.co.uk

Microsoft Word 2007 to 2010

Opening Microsoft Word Documents

Content downloaded from www.homeandlearn.co.uk

Add an Address to a Letter -->

Content downloaded from www.homeandlearn.co.uk

Microsoft Word 2007 to 2010

Adding an Address to a Letter

Content downloaded from www.homeandlearn.co.uk

Content downloaded from www.homeandlearn.co.uk

Microsoft Word 2007 to 2010

Spelling and Grammar Checking

Spelling and Grammar Options

Content downloaded from www.homeandlearn.co.uk

Setting Spelling and Grammar Rules