Athens-Clarke County Library Instructor: Karen Douglas

Page 1

Introduction to Microsoft Word 2007

What is a word processor? A word processor is a program that allows you to create professional looking documents- such as letters, resumes, announcements and reports to name a few- and revise them easily. There are many word processing programs available, but the most popular are Microsoft Word, Corel WordPerfect and OpenOffice Writer. What will word processors allow you to do? Word processors automatically wrap your text to the next line, based on your margins, so you do not need to press Enter unless you want to start a new paragraph. If you want to indent your paragraphs, you can use the Tab key instead of using the spacebar. All word processors will allow you to save, print, set the margins, and set the font in your document. Some word processors, such as Microsoft Word 2007, can correct text, check spelling and grammar, and format text as you are typing. Microsoft Word 2007 will also allow you to include tables, graphics, pictures, and live hyperlinks in your documents. What is the difference between Microsoft Word 2007 and 2003? Microsoft Word 2007 has replaced the toolbars and old menus with a ribbon. The ribbon is divided into tabs which are further divided into groups. Within the group, you will find buttons, tools and commands to assist you with your task. The commands and tools have been reorganized in a more logical way according to their function. Word 2007 has a Quick Access toolbar and an Office button. Both are for quick access to common tasks such as saving, printing or creating a new document. 2007 There are also more security features in 2007 to help prevent a user from opening a file that may contain a virus. Live Preview is another new feature. By scrolling your mouse over certain areas, the live preview will allow you to view colors or fonts that you may want to apply to your 2003 current document. You can also preview your text before committing to a particular setting. Word 2007 also provides you with more clip art images, charts and graphs. SmartArt is a new feature to help you create professional flow charts and organizational charts. You will need to be aware that Word 2003 documents have the file extension of .doc and Word 2007 documents have the file extension of .docx (which is not backwards compatible to Word 2003). If you need to share a document with someone who has Word 2003, you will need to save your document as a Word 97-2003 file. This will be discussed later.

Athens-Clarke County Library Instructor: Karen Douglas

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Introduction to Microsoft Word 2007

Office button Quick Access toolbar groups document title tabs help

Home tab

ribbon view ruler vertical scroll box scroll bar page up and down page number and count word count page view options zoom

I I

insertion point mouse cursor (I-beam)

What are the parts of a typical Word 2007 window?

The document title is the name of the current document. The insertion point is a blinking vertical bar that indicates where the next text will be typed or where the next graphic is inserted. The mouse pointer changes shape depending on the task being performed. The mouse pointer displays as an I-beam when it is in the text area. The mouse pointer displays as an arrow when over buttons which can be clicked. Scroll bars are used to display portions of your document that cannot be seen in the document window. Click the scroll arrows to slowly reveal more of the window. Drag the scroll box to quickly reveal more of the window. The zoom slider will enlarge or reduce the document in the window. This will not change the way the document prints. The Office button provides a list of buttons that allow you to perform common tasks (create a new document, open an existing document, save, save as, print, etc.). It also provides you with a list of your most recent documents, Word options and an Exit button. The Quick Access toolbar also contains buttons to activate common tasks or functions such as save, undo and redo. There are other tasks that can be added to this toolbar such as open an existing document, spell & grammar check, print preview, etc. Click on the down arrow next to the toolbar to add or remove tasks. Please note this may not be an option in our library computer labs. The Ribbon in Word 2007 replaces the menus and toolbars that were originally found in Word 2003. Tasks are grouped together in a logical way to assist you with your formatting needs. You will notice tabs across the top that define each section. Once you click on a different tab, new commands appear and the tasks are further arranged into more detailed groups. The name for each group is located at the bottom of that section. The ribbon may be minimized and maximized.

Athens-Clarke County Library Instructor: Karen Douglas

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Introduction to Microsoft Word 2007

How do I get started? The first step in using Microsoft Word 2007 is to open the program. In our computer labs, you will find the icon on the desktop. Double click on this icon to open Word 2007. A blank document will open and the title bar at the top will say, Document1 - Microsoft Word. Locate the blinking cursor. When you start typing, the text will appear to the right of that blinking cursor. For now, make sure the Home tab is selected at the top. You will want to use those commands. To practice using Word 2007, try typing a sentence. Please remember that the I-beam symbol is your mouse (not the blinking cursor). Now, drag that I-beam (your mouse cursor) over the text you just typed. To do this, place the I-beam at the very end of your sentence. While holding down your left mouse button, drag the mouse over the text. This is called selecting or highlighting the text (see figure below).
cut icon

paste icon

copy icon

example of highlighted text

While your text is selected, use your mouse to click on the copy icon (see above). Once you click on that icon, the computer has copied (made a duplicate of) your text to the computers clipboard. Next, click on the paste icon which is located to the left of the copy icon. Go ahead and click the paste icon several more times. This is how you can copy and paste a sentence, a word, several paragraphs or an entire document to another section of the same document or even to a completely different document. Lets learn how to cut text as well. Select all the sentences on your page by dragging your mouse over all the text to highlight it as the above sample shows. Click on the cut icon (see above). The cut icon looks like a pair of scissors. After performing this task, all of your highlighted text should have disappeared. Now press the Enter key on your keyboard several times to move your blinking cursor down to the middle of your document. Once again, click on the paste icon. All of your text should now have reappeared in the middle of your page. The cut/paste combination is very useful when you want to remove a paragraph, word, or sentence from one location and paste it somewhere else in your document. Copy, cut and paste are features that you will use very often in word processing. Remember that the paste icon will place any previously copied or cut information at the insertion point (blinking cursor).

Athens-Clarke County Library Instructor: Karen Douglas

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Introduction to Microsoft Word 2007

How do I format my text?

Formatting is a way to change the way your text (letters, numbers and symbols) will appear and print. Examples of font format changes are making your text appear larger or smaller (font size), bold, italicized, and underlined. You can also change the font color, align to the left or right, etc. Make sure you have the Home tab selected. You will need to use those commands. Highlight one sentence in your document (as shown below). Lets make your text appear in bold. While your text is selected (highlighted), click the B symbol (this is the bold icon) on the ribbon. Please see the figure below.
font color bullets numbering

font size italic icon bold icon underline icon

align center

While your text is still selected, please click the italic icon, then the underline icon, and then try changing the color of your text as well. Lets try aligning your text in the center of your page. Highlight your text and click the align center icon. Next, while your text is highlighted, try to make the font larger. Try changing the font size to 36. To do this, you will need to click on the drop down arrow located to the right of the font size.

How do I add bullets and numbering?

Make sure you have your sentence or paragraph selected (highlighted). In the paragraph group, select the bullets icon. The bullets are now turned on. Go to the end of your last sentence and press the Enter key on your keyboard. A new bullet should have appeared. Go ahead and type another sentence, and press Enter again. Now highlight all your sentences and click on the bullets icon again. This deselects that option. The bullets are now removed. Lets now try the same steps with the numbering icon (next to the bullets icon). Highlight your text and select the numbering icon. Go to the end of your last sentence and press the Enter key. Type an additional sentence and press Enter again. Now, highlight all of your text and select the numbering icon. This should remove all numbering.

Athens-Clarke County Library Instructor: Karen Douglas

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Introduction to Microsoft Word 2007

How do I insert clipart?

Select the Insert tab, since we will need to use those commands. Click on the Clip Art icon in the Illustrations group. On the right side, the clip art task pane will appear. Type any topic or word to search for an image. Click the Go button after you type your word. You can narrow down the search by selecting a particular collection such as images found on your computer and/or images on the Microsoft web site (see the second option with the drop down arrow). The next option is to select the type of file you need. This refers to clip art, photographs, movies or sound. If you are unfamiliar with file type, just disregard this option for now. You are ready to scroll down to select your image. Once you locate the image you want to use, click on that image. It will appear in your document wherever the blinking cursor is located. Congratulations! You have inserted some clip art. To remove the image, click on the image and press the delete key on your keyboard or click on the undo arrow on the Quick Access toolbar.
undo

Insert tab Clip art task pane

Illustrations group collections file type

How do I change line spacing?

Select the Home tab, since we will need to use those commands. Make sure you have at least 2 or 3 rows of sentences in your document. Press the Enter key if you need to move a sentence down to another row. Highlight your sentences. In the paragraph group, select the line spacing icon. Click on the drop down arrow to change the line spacing from single to double or even to triple space.

paragraph group

line spacing

Athens-Clarke County Library Instructor: Karen Douglas

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Introduction to Microsoft Word 2007

Page Setup Group Orientation

Margins

Size

How do I change my margins?

Select the Page Layout tab, since we will need to those commands. Click on the Margins icon in the Page Setup group. At this point, you can either select a preset margin or click on Custom Margins to create your own margins. If you selected Custom Margins, you can increase or decrease the margins in inches for each area (top, bottom, left and right). When you are finished, click the OK button at the bottom.

How do I change my page orientations?

Click on the Page Layout tab. On the page setup group, select the Orientation icon to select either Portrait (page will be vertical) or Landscape (page will be horizontal).

How do I change my paper size?

Click on the Page Layout tab. Select the Size icon to select either a preset paper size, or you may click on the More Paper Sizes at the very bottom of that list. The most common paper sizes are Letter (8.5 x 11) and Legal (8.5 x 14). If you do select More Paper Sizes and after you select the paper size you need, make sure you click the OK button at the bottom of the screen.

Proofing group

Spelling and Grammar check

How do I check spelling and grammar?

Once you are ready to check your document for spelling and grammar errors, you can either press the F1 key on your keyboard or go to the Review tab and click on the Spelling and Grammar icon in the Proofing group. Word will locate any word that it does not recognize. You can either select the correct word or click ignore if you know the word is correct (such as a proper noun).

Athens-Clarke County Library Instructor: Karen Douglas

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Introduction to Microsoft Word 2007

How do I save my document?
Office button save icon

To save a file, either click the Office button at the top right and select Save, or click on the save icon from the Quick Access Toolbar. A new window will appear. Click the black down arrow (which will provide you with a drop down list) to decide where to save your file. You may decide to save your file within a certain folder. Open that folder by double clicking on it (see figure below). Its important to name your file appropriately. If you do not name your file, Word will use the first few words or the first sentence as your file name. To override this action, type a name for your new file. It will replace the default name in the File name box (see the figure below). The File Type will default to the applications type. If you want to save your file in a different format, click on the drop down arrow in the File Type section. When you are ready to save your file, click the Save button.

Decide where to save your file folders

default file name

save button

file type

Office button

open icon

How do I open my document? To open a file, either click the Office button at the top right and select Open, or click the open icon from the Quick Access Toolbar (if available). If you saved your file in a particular folder, choose the folder name where the file is located, and then click on the file when it appears in the folder contents area. Next, click on the Open button at the bottom of that window. If you know a file is on the disk in that folder and it isnt listed in the folder contents area, try changing the Files of Type to All Files. If your document is located in that folder, the file name will appear.

Athens-Clarke County Library Instructor: Karen Douglas

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Introduction to Microsoft Word 2007

How do I print my document? To print your current document, either click the Office button at the top left and select the Print icon, the Quick Print icon, or the Print Preview icon. Another option would be to press the Control + P button at the same time. This will open a print dialog box for you to select how many copies and which pages you would like to print.
Office button

There may also be a print icon on the Quick Access Toolbar as well. The icons on the Quick Access Toolbar may vary, since these can be customized. In the library computer lab, the option to customize Microsoft Word will be disabled for security reasons.

If you decided to select the Print Preview option, you will see the following window (see below).

Help button

Print group

How do I use Print Preview? In the Print Preview window, you can view how your document will look before you print it. If you click on the Print icon in the Print group, you will go directly to the print dialog box. Once you have selected how many pages you want to print, and which page you want to print, click the OK button at the bottom of that page.

When you are finished printing and/or using the Print Preview window, make sure you close it. To close the Print Preview window, click on the Close Print Preview icon (please see the figure above).

Help!

If you are uncertain where to find a command or how to perform a particular task in Word 2007, you can always use the Help system. Either press the F1 key on your keyboard, or click the round, blue, help button in the upper right corner (see above). A new window will pop up called Word Help. To obtain assistance, enter a word or short phrase that describes what you need, and then click Search. Select the topic on the right that would be most appropriate. Here is a link for an interactive guide to help you find the commands you used in Word 2003. http://tinyurl.com/y85r6y

Athens-Clarke County Library Instructor: Karen Douglas

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Introduction to Microsoft Word 2007

The following is a list of a few of the many computer books available here in the library.

Bott, Ed. Special Edition Using Microsoft Office 2007 NONFIC 005.5 BOTT

Gookin, Dan. Word 2007 for Dummies NONFIC 005.52 GOOKIN

See what is available here in our Educational Technology Center

Word Processing Tutorials Database Applications Graphics Applications Spreadsheet Applications Presentation Applications Internet Special ADA Programs Scanners CD and DVD Burners

Gover, Chris. Office 2007 : The Missing Manual NONFIC 005.5 GROVER

Grover, Chris. Word 2007 for Starters : The Missing Manual NONFIC 005.52 GROVER

Hart-Davis, Guy. How to do everything with Microsoft Office Word 2007 Call Number: NONFIC 005.52 HART-DAV

Schwartz, Steven A. Microsoft Office 2007 for Windows NONFIC 005.5 SCHWARTZ

Have you visited the Athens Regional Librarys web page?

Visit our web page at: http://www.clarke.public.lib.ga.us/ Click on Internet Resources. The section for Computers will be found in the upper right corner. You will find many different resources such as tutorials, internet safety and links to several different Internet Service Providers. Also, you may visit our Educational Technology Lab for most of your computer needs.