Professional Documents
Culture Documents
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Introduction
This session is targeted at those who wish to learn the new key features of MS Word 2007
By the time you have completed this session you should be able to:
1. Work with the new ribbon in Word 2007
2. Add tools to the Quick Access Toolbar
3. Use the Office Button
4. Use Live Preview and make selection
5. Create, save and format a document
6. Indent paragraphs and change line spacing
7. Create bullet and number list
8. Change format of bullets and number list
9. Apply borders and shading to paragraphs
10. Add a header or footer and page numbers to documents
11. Select tools from the Mini Toolbar
12. Work with Super tool tips
13. Use Launchers to display dialog boxes
14. Create and modify tables
15. Add and remove items from the Status Bar
16. Select Word Options
17. Understand the new file formats
18. Use the Compatibility Checker
19. Understand and apply the different security features
Documents needed for practical are contained within the EssentialsInWord folder on the
desktop
This practical should take you approximately 2 hours to complete
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To hide the ribbon, (which will allow more room on the screen) double click one of the tabs
across the top. To access a tool from the collapsed ribbon, click once on the tab to expand
the ribbon and select the tool. To bring the ribbon back, double click on a tab or use the
keyboard option Ctrl+F1. Note that when the ribbon is collapsed it is possible to use the
Alt key on the keyboard to show the shortcut keys. For example Alt+N will access the
Insert tab. See figure 2.
Figure 2: Short Cut Keys for Ribbon
Across the top of the ribbon, at the left hand side of the Title Bar, you will notice the
Quick Access Toolbar (see figure 3). To add tools from the ribbon to the toolbar, right
click on the tool and select Add to Quick Access Toolbar.
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Many of the tools contained in the earlier Edit menu, can now
be accessed from the Office Button
See figure 4 for list.
Note that if the current document is saved on a SharePoint server, there will also be a
Server Tasks button, between Publish and close.
1. Click on the Office Button
2. Right click on the Save icon
3. Select Add to Quick Access Toolbar
Note: If the tool is already on the Quick Access Toolbar, the option will be unavailable. If
this is the case, select another tool of your choice to add to the toolbar.
Figure 4: Office Button
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Live Preview
Live Preview shows formatting results on text such as heading styles, font colout,
background colour, etc, without actually clicking on the choice. For example by
highlighting text and moving the mouse over the styles, on the Home tab, a preview of
the effect of each style will be displayed without actually selecting the style.
Note that not all formatting options use live preview.
1. Click on the Office Button and select Open
2. Browse to where you have saved the Word Essentials folder and open the
document ECDL Leaflet
3. Select the first heading ECDL and ECDL Advanced
4. Ensure the Home tab is selected and move the cursor over the heading styles
5. Notice how the heading changes to allow a preview (without clicking on a style).
Click the downward arrow to the right of the styles to access the full range.
6. Select Heading1 style by clicking on it. (Note: the name of the style will appear as you
move the cursor over each style).
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Note: under the Paragraph group there is also a Multilevel list. See figure 6, which is a useful
feature for creating sub level lists.
Also under the font group there is a tool to remove all formatting. See figure 7.
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Figure 8: Border
By right clicking on text such as bullets or numbering, extended shortcut options will
appear (see figure 10).
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Super Tooltips
Move the cursor over the tools on the ribbon. Notice that an extended tool tip appears.
For example in Figure 11 below, the mouse was hovered over the Format Painter tool. In
most cases the keyboard short cut keys also appear.
Figure 11: Super Tooltip
for Format Painter
Launcher
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From the Pages group there is the option to insert a cover page, a blank page or page
break. Section breaks can now be accessed from the Page Layout tab (covered later).
Note that page breaks can also be accessed from the Page Layout tab.
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Tables
Click on the downward arrow under tables and select a three column by three row table.
See figure 15. Alternatively select Insert Table to make your selection. See figure 15.
Figure 15: Insert Table
Three columns by
three rows
Note the table tools in the ribbon with Design and Layout tabs. See figure 16 with Design
tab selected and Figure 17 with Layout tab selected.
Table Tools
Figure 16: Table Tools (Design)
Layout
Design tab
Border Launcher
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1. Click into the first cell of the table and ensure the Layout tab is selected
(see figure 17)
2. Select the top row of the table and click on the Merge Cells button within the
Merge group
3. Select the Design tab and from the table styles (use the arrow key to the right of the
styles), select Light List Accent 2 style, i.e. move the cursor over the styles and a
name box will appear.
Figure 17: Table Tools (Layout)
1. Select the table and with the Design tab still selected, click on the Draw Borders
launcher (see figure 16) to access the full range of borders and shading options.
Alternatively click the downward arrows next to the borders and shading buttons
to see the full range of options (within table styles of the Design tab).
2. Select All borders
3. Select 1 point width for the border and the colour blue.
4. Right click within a table cell to bring up additional options such as insert
row/column, delete row/column, etc. See figure 18.
5. Alternatively, select the Layout tab, see figure 17 to insert rows, columns, delete
table, etc.
6. Using figure 19 as a guide, complete the remaining cells within the table.
7. Save the document as Table Example within the WordEssentials folder and
close the document.
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2. Select three flow chart shapes of your choice and draw them on the page, one
beneath the other. Draw connecting lines from the first shape to the second and a
line from the second to the third shape.
Figure 20: Shapes
1. With the Insert tab still selected, click on Blank Page (from the Pages group).
2. Click on the SmartArt control and browse through the different categories down
the left hand side. See figure 21
3. Select Block cycle from the Cycle category and click OK. See figure 21 with
block cycle selected. Note the SmartArt ribbon appears. See figure 22.
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Add Shape
Change Colours
4. Click into each area of the cycle in turn and type the tasks associated with
completing the ECDL qualification. See figure 23.
5. Click anywhere on the page when the cycle is complete. To access the SmartArt
ribbon, double click on the shape and it will reappear.
6. To change the colour of the cycle, click on the Change Colours control,
see figure 22.
7. To delete a shape, select the shape and press delete on the keyboard.
8. To insert a shape, select a shape next to where you want the new shape and click on
Add Shape, see figure 22
9. To change the layout use the arrows to the right of the Layouts group and click a
layout to select.
10. To change the SmartArt style, click on the arrows to the right of the Styles group
and click the style to select.
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Note: When in the header or footer area the header and footer tools/controls appear, see
figure 25. To return to the main document, click the Close Header and Footer button
see figure 25.
Figure 25: Header and footer tools
1. With the Insert tab selected, click on Quick Parts from the Text group. Any
quick parts created will be displayed. In figure 26 below, a cover sheet for IT
courses has been created and saved as a quick part.
2. Click on Building Blocks Organizer to see the full list and type. Select a building
block and note the preview displayed. To use a building block, select it and click
Insert
Figure 26: Quick Parts
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1. With the Building Blocks Organizer open, click on the heading Name, to sort
items by name. To sort by Gallery, Category or Template, click on the particular
heading.
2. Select one of the building blocks and click Edit properties. The Modify Building
Block box opens (see figure 27). Changes can be made, click OK
Figure 27: Modify Building Blocks
1. To add a document part to Quick Parts or Building Blocks, select the item (for
example to create a heading with QUB logo):
2. Ensure the Insert tab is selected, click Header and select Edit Header
3. Click on Picture within the Insert tab and insert Logo_QUB from the folder saved
to your desktop.
4. Click on the downward arrow next to Quick Parts and select Save selection to
Quick Part Gallery (see figure 27).
5. Type a name for the Quick Part, i.e. QUBLogo, select the Header gallery from
the drop down list. See figure 28
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Margins
1. Ensure the ECDL Leaflet document is opened.
2. Within the Page Setup group, click the downward arrow under Margins, to
change the margins of the document
3. Note the range of page set up styles provided but in this case choose Custom
Margins
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4. Change the top margin to 3.5 cm and the bottom to 3.00 cm (see figure 30).
5. Note the option to change page orientation (leave as Portrait)
6. Click OK
Figure 30: Page Set up
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As mentioned earlier section breaks can be inserted from the Page Layout tab, from within
the Page Setup group, (click the arrow beside Breaks to select section breaks),
see figure 29.
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1. Open the document StudentResults and ensure the Mailings tab is still selected
2. Click on the Start Mail Merge button and select Normal Word
document
3. Click on the downward arrow next to Select Recipients and
choose Use Existing List
4. Browse to the WordEssentials folder and select the file
ExamResults. Click Open
5. Position the cursor after the text Student Name and click on the downward arrow
beneath Insert Merge Field
6. Select Student Title (see figure 34), leave a space and repeat, inserting
Student_First_Name and Student_Surname
7. Position the cursor in the first blank cell of the table (beneath Module Result)
8. Insert fields for Introduction to Pure Maths,
9. Repeat point 8 above for Applied Maths and Programming (should resemble
figure 35)
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Proofing group
Developers Ribbon
To show the Developers ribbon, click on the Office Button and select Word Options.
Ensure the Show Developer tab in ribbon is ticked. See figure 38. The Developers tab
is not covered in this practical.
Figure 38: Show Developer Tab in Ribbon
Click on the Developer tab to display the ribbon, see figure 39.
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Word Options
Previously Word options were accessed from the Tools menu by selecting Options. Word
Options is now accessed by clicking on the Office button and selecting Word options. The
Word Options menu will then appear. See figure 42. Click on the tabs down the left hand
side to access features associated with the tab. In figure 42, the Popular tab is selected
showing the top options for working with Word.
Figure 42: Word Options
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File Formats
Most Word files created in 2003 can still be opened in 2007. Word 2007 uses four file
extensions:
1.
2.
3.
4.
By clicking on the Office Button and selecting Save As, you have the option to save as a
Word Document (2007 version), Word Template, Word 97-2003 or select Other Formats,
see figure 29. Even if the document is saved in Word 2007 format, Word 97/2003 users
can still open it if they have downloaded the compatibility pack from Microsoft online.
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Compatibility Checker
Provided Word 2000-2003 users download the free Office 2007 compatibility pack, they
will be able to read and write to Word 2007 files. Occasionally users will get a message
stating that certain features might be lost when converting between these different formats.
Word automatically runs compatibility checks if a document is being saved in a different
format from the current one. If you prefer, you can run a compatibility check at any time
to find out if features would be lost in saving to another file format.
To run the compatibility checker, click on the Office button and select Prepare, Run
Compatibility Checker. See figure 46
Figure 46: Run Compatibility Checker
Ensure the Check compatibility when saving in Word 97-2003 formats check box is
ticked. See figure 47. If the checker is turned on, whenever you use a feature in Word
2007 that is not supported in Word 97-2003 the Compatibility Checker will pop up
highlighting the issue, see figure 48.
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Security Features
There are a range of different types of protection methods that can be used with Word
2007
Restricting Permission: Information Rights Management: This option allows users to
access Microsofts service to restrict access to those who can open or make changes to a
document. Click on the Office Button, select Prepare, Restrict permission and Restricted
Access, see figure 48. Note you may need to download the software from Microsoft (see
figure 47) and sign up to the service the first time you use it, see figure 50.
Figure 48: Restricted Access
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At this stage it is a free trial service but it is possible Microsoft might charge for the service
in the future.
Figure 50: Sign Up
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Password to Open/modify
Click the Office Button, select Save As Tools - General Options and enter the password
to either open and modify or modify only, see figure 53.
Figure 53: General Options
Inspect Document
To inspect a document to see if it contains personal data or comments, click the Office
Button, select Prepare, Inspect Document. Click Inspect on the Document Inspector,
see figure 54.
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Mark as Final
A document can be marked as final if it had no further modifications to be made. This
option will render the document read only. Users with Word 2007 can remove the feature
if necessary. Users with earlier versions of Word, even with the compatibility pack wont
even see the file as Read Only.
Word Help
To access Word help, click on the question mark at the right hand top of the
window. Type keyboard shortcuts in the box provided and click on Search.
See figure 55. Links to a range of possible solutions will be provided. See
figure 55
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