Word for

Assignments
– Part 1
Tutor - Kit Alcock

IT Skills Development Team –

March 2009

For further help/assistance please email itservicedesk@bournemouth.ac.uk or phone the IT Service Desk on extension 65515 or 01202
965515 or call in to the Counter in either the Open Access Centre on the 1st floor of Studland House, Lansdowne Campus or in The Sir
Michael Cobham Library at Talbot Campus. 1
CONTENTS

USING THE RIBBON..............................................................3

DIALOGUE BOX LAUNCHER.....................................................................................................................3
HIDING THE RIBBON............................................................................................................................3
MINI TOOLBAR..................................................................................................................................3

PAGE SET UP OPTIONS.........................................................4

HEADERS AND FOOTERS......................................................4

INSERTING A HEADER...........................................................................................................................4
ADDING PAGE NUMBERS.......................................................................................................................4
ADDING THE DOCUMENT PATH AND FILE NAME IN HEADER OR FOOTER.................................................................4
MAKE HEADERS OR FOOTERS DIFFERENT FOR ODD AND EVEN PAGES...................................................................5

CREATING A NEW PAGE FOR A COVER OR TITLE PAGE...........5

USING STYLES.....................................................................5

CREATING A BASIC TABLE OF CONTENTS..............................6

UPDATING TABLE OF CONTENTS...............................................................................................................6

USING WORD COUNT...........................................................6

USING THE THESAURUS ......................................................6

USING SPELL CHECK............................................................6

SAVING THE FILE FOR FUTURE USE......................................7

USING PRINT PREVIEW........................................................7

EXTRA - TIP BITS.................................................................7

REMOVE HEADER OR FOOTER FROM FIRST PAGE............................................................................................7
CREATING A NEW STYLE ......................................................................................................................7
THE NEW XML FILE FORMATS...............................................................................................................7

USING WORD 2007 - EXERCISE.............................................8

WANT TO KNOW MORE?.......................................................8

For further help/assistance please email itservicedesk@bournemouth.ac.uk or phone the IT Service Desk on extension 65515 or 01202
965515 or call in to the Counter in either the Open Access Centre on the 1st floor of Studland House, Lansdowne Campus or in The Sir
Michael Cobham Library at Talbot Campus 2
Using the Ribbon
Microsoft Office Tabs
Button

Dialogue Box Launcher Groups More button

The first thing you will notice when you open an application in Office 2007 is the new look, instead of
the usual toolbars Office 2007 now has a Ribbon which spans across the top of the application you
are using. The Ribbon brings the most popular commands to the fore front; with exposure and
practice this makes work easier and faster. The Ribbon makes everything in Office 2007 nicely
centralised and easy to find.
There are three basic components to the Ribbon:
► Tabs: There are seven basic ones across the top. Each represents an activity area.
► Groups: Each tab has several groups that show related items together.
► Commands: A command is a button, a box to enter information or a menu.

Everything on a tab has been carefully selected according to user activities. For example, the Home
tab contains all the things you use most often, such as the commands in the Font group for changing
text font: Font, Font Size, Bold, Italic etc.
At first glance, you may not see a certain command from the system you have used before but don’t
worry it is still there.
Dialogue Box Launcher

Some groups have a small diagonal arrow in the lower-right corner the arrow is called a
Dialogue Box Launcher. If you click it, you will see more options; you will recognise these extra
options due to them looking the same as before.
Hiding the Ribbon
Sometimes you may want to hide the Ribbon if you don’t need to use it: To do this:
► Double-click the active tab. The groups will disappear so you have more room.
Whenever you want to see all of the commands again:
► Double-click the active tab to bring back the groups.

Mini Toolbar
The Mini Toolbar becomes available when ever you select text.
It will appear in a faded fashion just beside the text you have
selected, if you point to the Mini toolbar, it will become solid, and
you can click the formatting option you require there.

For further help/assistance please email itservicedesk@bournemouth.ac.uk or phone the IT Service Desk on extension 65515 or 01202
965515 or call in to the Counter in either the Open Access Centre on the 1st floor of Studland House, Lansdowne Campus or in The Sir
Michael Cobham Library at Talbot Campus 3
Page Set up Options
When first creating a document you need to consider the layout. Do you need a larger margin on
one side for binding or staples? Does your document need to be in Portrait or landscape? Do you
need to have a title page and a contents page etc, whether you start a document from scratch or
rework an existing document, you can follow a few basic steps to ensure high-quality results.
► Firstly click on the Page Layout tab on the Ribbon, from here you can change the margins of
your document, the page orientation or even add a border etc
Remember to save your document after any changes you make.
The size should be set to A4 or A3.
Headers and Footers
Headers and footers are those little identifiers that run across the top and bottom of your document,
providing important background information. They include areas for you to enter details such as
page numbers, dates, chapter titles, and author name. They give the document a professional look
with easy to see information.
Inserting a Header
On the Ribbon, click the Insert tab and in the Header & Footer group and
click on Header. This opens up drop down list of different headers (the
second option in the drop down list is a good option) you can choose from,
all of which have Content Control areas that you enter information.

You will notice that the Ribbon has changed due to you being in the Header & Footer group:

Adding Page Numbers

On the Ribbon, click the Insert tab, and in the Header & Footer group, click Page Number.
► Point to a position for the page numbers, on the menu, and click a page
number type from the gallery.
► The page numbers are inserted, and the header and footer workspace
will open.
Double click in the main part of your document will close the header/footer
window. Double click in the header or footer area will open that area to allow you to make changes.
Adding the Document Path and File Name in Header or Footer
In the header or footer, position the cursor where you want the information
to go.
► In the Insert group in Header & Footer Tools, click Quick Parts, and
click Field.
► In the Field dialog box, under Field names, click Filename. Over to the
right in the dialog box, click the check box next to Add path to filename.
Click OK.
► The path and file name for your document are inserted in the header or
footer.
You may also find it useful to place your name in the header or footer for use for your tutor.
If you are using the compatibility mode some features may not be available to you.
For further help/assistance please email itservicedesk@bournemouth.ac.uk or phone the IT Service Desk on extension 65515 or 01202
965515 or call in to the Counter in either the Open Access Centre on the 1st floor of Studland House, Lansdowne Campus or in The Sir
Michael Cobham Library at Talbot Campus 4
Make Headers or Footers Different for Odd and Even Pages
► On the Insert tab, in the Header & Footer group, click Header or Footer.
► Click Edit Header or Edit Footer.
► On the Headers & Footers tab, in the Options group, select the
Different odd and even check box.

If necessary, in the Navigation group, click Previous or Next to move into the odd or even
header or footer areas.
Create the header or footer for odd-numbered pages in the Odd Page Header or Odd Page Footer
area. Create the header or footer for even-numbered pages in the Even Page Header or Even Page
Footer area.
Creating a New Page for a Cover or Title Page
Creating a title page (the front page of your assignment) can be done at any stage i.e. it does not
need to be done when you first create your document.
To create a title page:
► Place your cursor at the top of the document at the beginning of the first word
► Press the Ctrl and Enter Key (at the same time)
Or
► Click on the Page Layout tab on the Ribbon
► From the Page Setup group click on the arrow beside the Breaks button
► From the drop down menu choose Page
You will notice a new page has been created above the one you had your cursor on, this can now be
used as your title page, Word 2007 has a gallery of predesigned cover pages that you can choose
and then replace the sample text with your own.
To do this:
► On the Insert tab, in the Pages group, click Cover Page.
► Click a cover page layout from the gallery of options.
► The Conservative option is recommended for this exercise

To delete a cover page, click the Insert tab, click Cover pages in the Pages group, and then click
Remove Current Cover Page.
Using Styles
When you start to work on a new document, you can choose from several predesigned Quick Style
sets, Each Quick Style set may include styles for several heading levels, body text, quotes, and titles
that are designed to work together in a single document.
► On the Home tab, in the Styles group you will see different types of styles to choose from in the
style gallery, if however you want more choice then click on the Change Styles button, and
then point to Style Set.
► Click a Quick Style set, such as Modern.

The gallery of Quick Styles changes to reflect the Quick Style set that you clicked. You can then use
all of the styles in the gallery to build your document.
If you click on the Dialogue Box Launcher button, this will bring the style box on the right side of
the screen; from here you can choose different headings, bullet points etc.

For further help/assistance please email itservicedesk@bournemouth.ac.uk or phone the IT Service Desk on extension 65515 or 01202
965515 or call in to the Counter in either the Open Access Centre on the 1st floor of Studland House, Lansdowne Campus or in The Sir
Michael Cobham Library at Talbot Campus 5
Creating a Basic Table of Contents
You create a table of contents by choosing the heading styles — for
example, Heading 1, Heading 2, and Heading 3 — that you want to
include in the table of contents. Microsoft Office Word searches for
headings that match the style that you have chosen; it then formats and
indents the entry text according to the heading style you have selected,
and then inserts the table of contents into the document.
► Click where you want to insert the table of contents.
► On the References tab, in the Table of Contents group, click Table of Contents, and then
click the table of contents style that you want.
Updating Table of Contents
You may add more content to your document and need to re-do
the table of contents:
► Place your cursor within the table of content and press the F9
key on the keypad, a small dialogue box will appear:
OR
► On the References tab, in the Table of Contents group, click Update
Table.
► Click Update page numbers only or Update entire table.
Using Word Count
You may need to count the amount of words in a document of a
select area within your document, to do this:
To count the whole documents:
► Click on the Review tab and from the Proofing group select the
Word Count Button.
► This opens up a small dialogue box which will display all the
information you require, you will also notice that the status bar
displays the number of words.

To count a selected area, just select the text to be counted and follow the instructions above.
Using the Thesaurus
► Select the word you want to check.
► Click on the Review tab, in the Proofing group click on the Thesaurus button.
► On the right hand side of your screen the Thesaurus Research task bar will appear with
alternatives you could use.
► To use one of the words in the list of results point to it, click the down arrow, and then click Insert
or Copy.
Using Spell Check
When you check spelling automatically while you type, you can be more confident that you won't
have to correct a lot of spelling mistakes when you are ready to deliver your document. A red line will
appear underneath the incorrect word.
► Right click the word with the red line and from the options available select the correctly spelt
word.

For further help/assistance please email itservicedesk@bournemouth.ac.uk or phone the IT Service Desk on extension 65515 or 01202
965515 or call in to the Counter in either the Open Access Centre on the 1st floor of Studland House, Lansdowne Campus or in The Sir
Michael Cobham Library at Talbot Campus 6
Saving the File for Future Use

Click the Microsoft Office Button , and then click Save. When saving in 2007 it is always best to
choose the Word 97-2003 option from the list as this will save a copy of the document that is fully
compatible with Word 97-2003
Using Print Preview
When you are ready to Print it is always advisable to do a Print Preview before hand, to do this:

► Click the Microsoft Office Button , point to the arrow next to Print, and then click Print
Preview.
► OneNote, Outlook, Project, Publisher, or Visio
► On the File menu, click Print Preview
Extra - Tip Bits
Remove Header or Footer from First Page
► On the Page Layout tab, click the Page Setup Dialog Box Launcher, and then click the Layout
tab.
► Select the Different first page check box under Headers and footers.
You will see the Headers and footers are removed from the first page of the document.
Creating a New Style
Sometimes you may need to create a new style within the Quick Styles
Although a Quick Style set likely contains all of the styles you require for your document you may
need to add a brand new style.
To do this:
► Select the text that you want to create as a new style.
► On the Mini toolbar that appears above your selection, click on the relevant changes you want to
make i.e. the font size, style colour etc to format the text.
► Right-click the selection, point to Styles, and then click Save Selection as a New Quick Style.
► Give the style a name and then click OK.
► You will notice your new style has appeared in the Styles Box.
The New XML File Formats
Office 2007 now has a new improved file format. The new file format helps to keep files safer and
smaller. It’s based on the new Office Open XML Formats (XML is short for Extensible Markup
Language). It makes documents safer by separating files that contain scripts or macros, making it
easier to identify and block unwanted code or macros. It also helps make your documents less
susceptible to damage.
► To save your document:
► Click on the Microsoft Office button and select: Save As: Word 97-2003 Document
► From the list of options select Word Document,
► The save as dialogue box will appear.
► From the Save as type section click on the small arrow, from here you will see all the new XML
formats that you can save the document as.
The only outward difference you are likely to see with the new Word file formats is if you use macros
or code. Previously, there were just two types of Word file extensions: .doc for documents and .dot

For further help/assistance please email itservicedesk@bournemouth.ac.uk or phone the IT Service Desk on extension 65515 or 01202
965515 or call in to the Counter in either the Open Access Centre on the 1st floor of Studland House, Lansdowne Campus or in The Sir
Michael Cobham Library at Talbot Campus 7
for templates. With Word 2007 there are now four file extensions rather than two, these are: .docx,
.dotx, .docm and .dotm (the "x" stands for XML and the "m" for macro
Basic documents and templates (.docx and .dotx) can no longer contain macros or code, which is
how they are made safer for everyday use. But because macros are useful things to have, there are
two additional file types to support documents and templates which contain code which are: .docm
and .dotm
File extension What it's used for
.docx A standard Word document with no macros or code
.dotx A Word template with no macros or code
.docm A Word document that could contain macros or code
.dotm A Word template that could contain macros or code

Using Word 2007 - Exercise

Open the document called Assignment exercise1.doc from the student P/drive in a folder called IT
Workshops.
Save this document to your H/drive and call it: Climate
Place a header in the document, which is to contain your name and the date.
Place a footer in the document, which is to contain page numbers, the path and file name.
Make the headers different for odd and even pages.
Save the document again.
Now create a new page to be used as your cover or title page. Once you have created this page
give the document the title of Climate.
Save the document.
Using styles give the documents heading styles and sub-heading styles.
Save the document.
Now create a Table of Contents
In the first paragraph highlight the word “extinction” and using the Thesaurus find an alternate word.
Save the document.
Use spell check and word count.
Change the margin of the document to: Left 3.5cm (this may alter your page numbering so you will
need to go to your contents page and update the table)
Save the document.
Now go to Print Preview to view how your document will look if printed.

Want To Know More?

Why not book to attend the Using Word for Assignments Part 2
In this workshop you will learn how to:
► Get more creative with Headers and Footers
► Create Endnotes, Footnotes and Captions
► Insert Images into your document
► Layout your document text around Images
For further help/assistance please email itservicedesk@bournemouth.ac.uk or phone the IT Service Desk on extension 65515 or 01202
965515 or call in to the Counter in either the Open Access Centre on the 1st floor of Studland House, Lansdowne Campus or in The Sir
Michael Cobham Library at Talbot Campus 8
► Amending existing styles

For further help/assistance please email itservicedesk@bournemouth.ac.uk or phone the IT Service Desk on extension 65515 or 01202
965515 or call in to the Counter in either the Open Access Centre on the 1st floor of Studland House, Lansdowne Campus or in The Sir
Michael Cobham Library at Talbot Campus 9