Get In and Out A COPYRIGHTED MATERIAL...CHAPTER 1 GET IN AND OUT 73. Click Microsoft Office. 4. Right-click Microsoft Office Word 2007. 5. Click Send To. 6. Click Desktop (create shortcut)

Chapter 1

3

G E T T H E S C O O P O N . . .How to start Word ■ Finding your way around Word 2007 ■

Opening a document ■ Searching for a document ■

Quitting Word

Get In and Out

At a certain point, Microsoft Word became a famousexample of a product suffering from somethingreferred to in the software industry as “feature

creep.” By responding to customer feedback and matchingany competitor feature-for-feature, Microsoft had contin-ued to add more and more bells and whistles to Word overthe years. The initial user interface of drop-down menusand toolbars with buttons could not begin to show all thepossible commands and settings that now exist withouthopelessly cluttering your writing area. With Word 2007,the designers have made a concerted effort to simplify andstreamline the user interface so that the user can focus onthe task — writing — and not on mastering the commer-cial airplane cockpit that the user interface had become inprevious versions.

If, like me, you spend hours of your day working withWord, the good news is that Microsoft has actually done agreat job of streamlining the interface. Word 2007 is nominor incremental upgrade but a fundamental redesignthat makes word processing a different experience. Thebad news is that a truly significant upgrade to Wordrequires every user already familiar with Word to relearnmany tasks. While many of them are easier than before andeasy to discover without additional help, others requiresome orientation. If you are familiar with the previous ver-sion of Word, be sure to check out Appendix C, which givesa summary of changes as they relate to Word 2003 users.

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COPYRIG

HTED M

ATERIAL

4 PART I ■ THE BASICS

Starting WordSometimes books about Word leave out this obvious step, but you canlaunch Word in several different ways, and it is useful to know aboutthem, so that you choose the one that works best for you in a given situa-tion. This can save you time and frustration so that you can focus on writ-ing your document.

Depending on whether you are starting a new document or revisingan existing one, you have several choices about how to start Word.

Launching Word from the Start menuIf you are starting a new document, you need to launch Word first. If youare familiar with Windows (any version from Windows 95 onward), thenyou know that by pressing the Start button (usually located at the bottomof your desktop in the leftmost corner of your taskbar), you bring up amenu of programs. To start Word, follow these steps:

1. Click Start.

2. Click All Programs.

3. Click Microsoft Office.

4. Click Microsoft Office Word 2007.

Once you have performed Step 4, Word opens a blank document andyou are ready to begin writing.

Pinning Word to your Start menuYou may work with Word daily so that Windows always presents Word inthe short list of programs recently used when you click the Start button.To guarantee that Word shows up as an option when you click Start, youcan “pin” it to the Start menu. To do so, follow these steps:

1. From the Windows desktop, click Start.


Bright IdeaIf you’ve used Word recently, you can get started in two clicks of the mouse:click Start in Windows and then click Microsoft Office Word 2007 from the leftpane of the Start menu.

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5CHAPTER 1 ■ GET IN AND OUT

3. Select and click MicrosoftOffice from the list of pro-grams displayed. You mayhave to move to the secondcolumn of the list to do so,depending on what’sinstalled on your computer.

4. Right-click Microsoft OfficeWord 2007. A popup menuappears, as shown in Figure 1.1.

5. Click Pin to Start menu.

Word now appears above the line in the list of programs when youclick Start, indicating that it is “pinned” to the list and will always appear.If you ever want to remove Word from the part of the list that appearsevery time you click Start, just click Start, right-click Microsoft OfficeWord 2007, and click Unpin from Start menu to remove Word (it will stillappear in the list of recently used programs whenever you launch it).

Launching Word by selecting a Word documentBecause Word 2007 uses a file format different from previous versions ofWord, you may have noticed after you installed Word 2007 that the iconhas changed for Word documents created with older versions of Word, asshown in Figure 1.2, displaying the year as part ofthe icon. Any documents created from Word 97through Word 2003 (whether on Windows orMacintosh versions) show an icon with the year2003 displayed. If you have your current file folderset to the Details option, then you will see the filetype listed as “Microsoft Office Word 1997 - 2003Document.” Documents you create or save in Word2007 have no year displayed in the icon; they are listed simply as“Microsoft Office Word Document.” Word 2007 documents are stored inXML (eXtensible Markup Language) format and have different fileextensions from previous versions of Word. See Chapter 2 for moreinformation.

Figure 1.1. Pinning Word 2007 to the Start menu

Figure 1.2. Word docu-ments from older ver-sions have a differenticon.

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If the document you want to open has been created in Word 2007 orany version of Microsoft Word, just double-click the document’s icon inWindows. This launches Word and opens your document.

Opening a document created with a different word processor or text editorIf the document was created using a different (but common) word pro-cessing application or text editor that is not installed on your computer,chances are you can open the file by just double-clicking the file’s icon.You may see a dialog box first with a list of programs from which youmust select Microsoft Office Word. Word 2007 then opens the file andconverts it to Word 2007’s file format. If the document was created usinganother word processing application or text editor that is currentlyinstalled on your computer, Windows assumes you want to open it withthe application with which youcreated the file in the first place.You have two ways to get aroundthis. You can either open the fileafter you have launched Word or,from Windows, follow these steps:

1. Right-click the file’s icon.

2. Click Open With.

3. Click Microsoft Office Wordfrom the list of programs, asshown in Figure 1.3.

Adding Word to your Windows XP Quick Launch toolbarIf you are like me, you like to have the top two or three programs you usethe most available at a single click from the Windows XP Quick Launchtoolbar (just to the right of the Start button on the taskbar). To add Wordto the Quick Launch toolbar, first make sure that the Quick Launch tool-bar is enabled. If it is not, right-click the Windows XP taskbar, clickToolbars, and click Quick Launch. To add Word to Quick Launch, followthese steps:

1. Click Start on the Windows XP desktop.


Figure 1.3. Opening a non-Word document withWord using the Open With command

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3. Click Microsoft Office.

4. Right-click Microsoft Office Word 2007.

5. Click Send To.

6. Click Desktop (create shortcut).

7. Click the Windows Desktop. A shortcut for Microsoft Office Word2007 appears on your desktop.

8. Drag the shortcut to the Windows XP taskbar into the region of theQuick Launch toolbar untilan I-beam cursor appears,indicating where Word’s but-ton will be inserted (to theleft or right) along the QuickLaunch toolbar, as shown inFigure 1.4.

9. Figure 1.5 shows the Wordbutton, now present andavailable with a single clickfrom the Quick Launch tool-bar. (If you want to avoid acluttered desktop, you maynow drag Word’s shortcutfrom the desktop to the recy-cle bin because Word is nowpermanently on yourtaskbar.)

The Word environmentAs I mentioned earlier, Microsoft has redesigned the interface of Wordto make it easier and more intuitive to use. But what if you have beenusing it for many years? Don’t worry! I give you a quick orientation that

Figure 1.4. Adding Word to the Quick Launchtoolbar

Figure 1.5. Word appears on the Windowstaskbar, available with a single click.

Bright IdeaIf you have more than three or four shortcuts in the Quick Launch toolbar andwant them all to be visible, right-click the Windows taskbar, deselect Lockthe taskbar, and drag the “grip” to the right of the Quick Launch area until allyour buttons display.

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works whether you are new to Word or just new to Word 2007. If you haveused an earlier version of Word, some of the commands have changed orare in different places. See Appendix C for a ready reference of differ-ences between Word 2003 and Word 2007.

After launching Word as described earlier, Word opens a window. If you launch Word by selecting a word-processing file, the documentcontained in the selected file appears in this window. If you launch Wordwithout selecting a file, a blank page appears. Surrounding the selecteddocument or blank page is the Word interface. Figure 1.6 shows some ofthe various elements of the Word 2007 interface.

Figure 1.6. The Word 2007 interface

If you are familiar with previous versions of Word, you will see that thevertical ruler, the horizontal ruler (where you can adjust margins andtabs), and the scroll bars look familiar. These features are covered indetail in Chapter 4. Everything else is rearranged. Take a moment to useyour mouse to move your cursor over any unknown or less than obviouselements on the screen. A pop-up description of the element appearswhen you hover over it with the cursor.

Getting help

The Word Help screenTo access help from Microsoft on using Word, click the Help button in theupper right corner of the Word screen. The Word Help screen appears,showing a toolbar with browser-style buttons for navigating the help sys-tem, as shown in Figure 1.7. Move your mouse cursor over the buttons on

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the toolbar to discover their functions. Below the toolbar is a windowwith two panes. The left pane shows a table of contents and the rightpane shows the current help entry or a list of common help topics.

Figure 1.7. The Word Help screen

Searching Help to get an answerAlthough Microsoft is constantly updating its search engine based onhow users ask questions, there really is an art to asking in such a way thatyou get a useful response from a computer. After all, it might take severaltries to get a clear answer from a human, so what can you expect? Hereare some tips to make your search for help online more efficient and lessfrustrating:

■ Check your spelling.

■ Use Microsoft’s terminology if you know it.

■ Don’t bother with capitalization or complete sentences.

■ Microsoft says two to seven words yield the best results.

HackYou can also get to Help by pressing F1. Some commands offer additional con-textual help when you press F1 with the mouse cursor over the command.

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To search for a topic, type your text string in the box to the left ofSearch at the top left portion of the Word Help window just below the tool-bar shown in Figure 1.8. Choose from the list of search results the topicthat sounds most like an answer to your question. If you don’t find whatyou need on the first attempt, refine your search words and try again.

Figure 1.8. Search results displayed in Word Help

The RibbonMicrosoft Office 2007 introduces a new user interface element called theRibbon. The Ribbon serves as a more friendly and flexible alternative todrop-down menus and dialog boxes. On the Ribbon are several tabs.They adapt and size themselves according to the context of your work.However, the buttons that represent various Word commands haveremained essentially the same as previous versions and are also for themost part understandable to those new to Word; some additional buttonsand sliders have been added that are intended to be self-explanatory orclose to it. When in doubt about a button, just move your mouse cursorover it to reveal its function.

Inside ScoopOnce you find the help entry you need, click the Table of Contents button (itlooks like an open notebook) to hide the Table of Contents and free up space toview help and your document at the same time.

InsideScoop

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Ribbon tabsDepending on what task you are performing in Word at a given time, thesetabs will vary. When you open a document, the Home tab is on top, withthe Insert, Page Layout, References, Mailings, Review, and View tabs to theright of it. You can move between Ribbon tabs by clicking the tab name.

The Home tab gives you access to the basic writing tools you will usemost often in Word. The Home and other tabs are described in greaterdetail in subsequent chapters. For now, Table 1.1 summarizes the func-tions of tabs you encounter on the default Word screen.

Table 1.1. Tabs and their functions in Word 2007Tab Function

Home Cutting, copying, pasting text or format; changing font, para-graph, and style; editing commands such as find, replace, and select

Insert Inserting shapes, pages, tables, illustrations, links, headers,footers, text, symbols, and equations

Page Layout Selecting themes; setting up pages, page backgrounds, paragraphs, and arranging location of text and graphics onthe page

References Creating tables of contents, footnotes, citations, captions,indexes, and tables of authorities

Mailings Creating envelopes and labels, performing mail merges, writ-ing and inserting fields; previewing and finishing mail merges

Review Proofing including spelling and grammar checking, insertingcomments, tracking changes, comparing documents, and pro-tecting documents

View Selecting document views; showing/hiding ruler, gridlines,and so on; zooming to one page, two pages, or page width;arranging and working with windows

Inside ScoopYou can free up more document working space on your screen by double-clicking a Ribbon tab. This hides the groups of commands and displays only thetabs. Double-click a tab again to redisplay the groups of commands.

InsideScoop

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GroupsUnder each Ribbon tab are collections of related tasks referred to asgroups. For instance, on the Home tab you see the Clipboard, Font,Paragraph, Styles, and Editing groups. Each of the groups correspondsto a specific activity area. The most common tasks to perform within thatcategory are listed for easy access as buttons, drop-down lists, and so on.

Dialog Box LauncherAt the lower right corner of many groups you will see the Dialog BoxLauncher button (it looks like a small box with an arrow pointing downand to the right). Click this button to expand the group into a more tra-ditional dialog box that lists all the commands in this category.

Where’s the File menu? If you are familiar with older versions of Word, the first thing you mightnotice is that the File, Edit, Format, Tools, Table, Windows, and Help drop-down menus are gone, or at least appear to be. Of course,these drop-down menus all represent important functions for Word. TheRibbon and tab system replaces the drop-down menu system. In the fol-lowing sections and throughout the book I go into greater detail aboutthe new interface. The File menu is actually still there — the MicrosoftOffice button in the upper left corner (the Microsoft Office logo)replaces the File menu. However, besides containing the commands youare used to seeing, some new commands appear on this menu: Prepareleads you to features that help you prepare your document for distribu-tion, and Publish leads you to features that allow you to distribute yourdocument electronically. In addition, the Microsoft Office menu has aWord Options button at the bottom that allows you to set options andcustomize Word (formerly located on the Tools menu).

Quick Access ToolbarThe Quick Access Toolbar, which looks like the top tab of an old-fashionedmanila folder, appears at the top of your screen on the left. By default, itcontains the Save command, the Undo command, the Repeat command,and the Customize Quick Access Toolbar command. If you prefer to havethese Quick Access commands below the Ribbon, click the CustomizeQuick Access Toolbar button (it looks like a downward pointing triangular

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arrow with a line over it) and click Show Below the Ribbon. This puts theQuick Access Toolbar below the Ribbon and above the document you’reworking on.

Customizing the Quick Access ToolbarAs a user, you can’t modify the Ribbon tabs or choose which buttons theydisplay. However, you can add buttons and commands to the QuickAccess Toolbar (much like adding and removing buttons to the toolbarin previous versions of Word). To do so, follow these steps:

1. Click the Customize QuickAccess Toolbar button.

2. To add a command from thedrop-down menu, click on it.To add another commandnot on the short list, clickMore Commands.

3. Click the drop-down list ofthe Choose commands from:option.

4. Select the group containingthe command you want toadd to the toolbar, as shownin Figure 1.9.

5. Click the command you wantto add to the toolbar.

6. Click Add. The commandappears at the bottom of theQuick Access Toolbar list, as shown in Figure 1.10.

7. Click the up and downarrows to position the command on the toolbar list where you want it.

8. Click OK to save yourchanges. The new commandnow appears on the QuickAccess Toolbar.

Figure 1.9. Selecting a command to add to theQuick Access Toolbar

Figure 1.10. A new command added to theQuick Access Toolbar

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To remove commands from the Quick Access Toolbar, select themfrom the Quick Access Toolbar command list and click Remove, or clickReset to return to the default list of commands, Save, Undo, and Repeat.You can customize the toolbar for all documents (the default setting) orjust the one you are working on. To customize the toolbar for only the current document, select your current document’s name from theCustomize Quick Access Toolbar drop-down list, and then click OK. Note:This only works for Word 2007 files, not files saved in older Word formats.

Status barThe status bar at the bottom ofthe screen shows by default thecurrent page number, the num-ber of pages in the document,how many words are in the docu-ment, and whether Word detectsany spelling or grammar errors.When you have a blank page youonly see the page number andhow many pages are in the docu-ment (for example, Page: 1 of 1);the other items appear as youstart typing text.

Customizing the status barYou can customize what you wantto see on the status bar by right-clicking the status bar to bring upthe Status Bar Configurationoptions shown in Figure 1.11.Items that appear on the status

HackYou can also customize keyboard shortcuts from this menu. Click the CustomizeQuick Access Toolbar button and click the Customize button for Keyboard shortcuts. A dialog box shows you existing shortcuts and allows you to add newones or modify existing ones.

Figure 1.11. Making changes to the Status BarConfiguration options

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bar show a check mark. To make changes to what shows on the status bar,follow these steps:

1. Right-click the status bar.

2. Select the items you want to appear. (To remove items from the status bar, click the item so that the check mark disappears.)

3. When you are done making your selections, click anywhere outsidethe list of options to close it.

View modesA row of five buttons appears at the bottom of the screen, each represent-ing a different view mode. Table 1.2 describes the different modes ofviewing your document.

Table 1.2. Word 2007 view modesButton Mode Description

Print Layout Shows the page as it will appear when printed.

Full Screen Reading Shows the page in a way that renders it easiestto read onscreen.

Web Layout Shows how the page will appear when viewedfrom a Web browser.

Master Document Tools Shows the page in outline form to show struc-ture of document and master and subdocuments.

Draft Shows the page in a simplified format so thatyou can focus on the content rather than on theform of the document.

Watch Out!The status of the Overtype/Insert toggle command — the command thatindicates whether new text inserted into existing text overwrites or pushesforward the text to the right of the cursor — no longer appears by default on

the status bar. (In previous versions OVR would show to indicate that you would typeover existing text.)

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Opening documentsYou can open documents in several ways in Word 2007. Although open-ing a document is normally a simple process, I discuss ways to save time,how to find and open documents not created in Word 2007, and how torecover documents.

Open an existing documentIf you have not yet launched Word and want to open a document, followthe steps earlier in this chapter.

If you have already launched Word and want to open an existing docu-ment, follow these steps:

1. Click the Microsoft Office button.

2. Click Open to display the Open dialog box. (You can also selectfrom a list of Recent Documents in the right pane of this menu —type the number to the left of the file name or click the file namefrom the list to select it.)

3. In the Open dialog box, click the document you want to open. Ifyou have a long list of files, you can narrow your search by typingthe beginning of the filename or a wildcard character such as *(asterisk) or ? (question mark).

Table 1.3 describes the various document opening options availablewhen you click the Open button’s drop-down list.

Table 1.3. Document opening options in Word 2007Command Use

Open Opens and modifies existing document.

Open Read-Only Opens a document without the ability to modify (useful forpreventing accidental changes to important final docu-ments; see Chapter 22 for more reliable ways to do this).

Open as Copy Opens a copy of the document. Any changes you make willbe made to your working copy, not the original.

Open in Browser Opens a copy in your default Web browser.

Open with Transform Transforms an XML document.

Open and Repair Opens and repairs a document that was damaged in some way.

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Open a new documentBy default, Word opens a new blank document when you start Word fromWindows, as described earlier. To open a new blank document while inWord, or to open a new document using a template, click the MicrosoftOffice button and then click New. The New Document screen shown inFigure 1.12 appears. You can choose to work with a blank document, anew blog entry, or a template. Blog entries are covered in Chapter 11.Templates are a way of using prefabricated document formats to save youtime. They are covered in more detail in Chapter 5. To open a Blank docu-ment, double-click Blank document and a new blank document appears.Before you save your document, Word assigns it the name Document1,Document2, and so on through the editing session. When you save a document for the first time, you are asked to assign it a name and loca-tion. Chapter 2 covers saving procedures in more detail.

Figure 1.12. Creating a new document

HackUse the keyboard shortcut and press Ctrl+O to open the Open dialog box.

Inside ScoopIf you are looking for a document that was not created in Word or if you arelooking for a template, click the Files of type drop-down list and select theappropriate option.

InsideScoop

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Opening a recovered documentA document needs to be recov-ered if Word is not closed in thenormal way and the document isdamaged. This can occur if youhave a power outage while work-ing on a document, lose batterypower on your laptop, or someother unexpected system-levelinterruption. Word attempts torepair the document with the lastchanges that it has stored.

If you have a damaged docu-ment, Word attempts to recoverany damaged files the next timeyou launch it. You will see ascreen similar to Figure 1.13.

To view a recovered docu-ment, click the document in theDocument Recovery window listto see it displayed. There may be

Watch Out!If you see that your document is called Document1, Document2, or the like,you have not yet saved your document and anything you have written so farcould be lost. Click the Save button or press Ctrl+S to preserve your work.

Checking Documents for VirusesMaking sure you are working with documents free from viruses

is unfortunately a fact of life in today’s world. Many antivirus pro-grams integrate with Word or your e-mail software to check forviruses prior to opening a file. If you use files you receive fromothers, whether via e-mail, from a server location, or from a flashdrive or removable disk, make sure to perform this fundamentalcheck. This is true whether the document you are working with is atext document or a template.

Figure 1.13. Document Recovery window

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more than one version of your document; if this is the case, review themcarefully to determine which ones you want to save. You can save morethan one version by clicking the drop-down list to the right of the selecteddocument, clicking Save As, and assigning a slightly different file name toeach version.

Searching for a documentFor some reason known only to Microsoft, searching for a document isno longer an option from within Word. I can only surmise that it was notused often by users of Word, because the user is usually in Windows look-ing for the file, not Word. Another possibility, perhaps somewhat para-noid, is that Microsoft wants to encourage its customers to buy itsSharePoint product to manage workgroup documents. At any rate, if youdon’t already know the locationof the file you need, it is now nec-essary to use other search capa-bilities such as Windows to locatethe file.

Searching for a document with WindowsI won’t go into great depth regard-ing search techniques in Windowsbecause this is a book about Word.However, I give you the basics toget the file 90 percent of thetime. To find a Word 2007 docu-ment in Windows, click Start, thenSearch. The Search Companionscreen shown in Figure 1.14appears. (If you don’t see Searchas an option on your Start menu,

Inside ScoopFor a Word 2007 document, use the extension .docx (or .docm if the documenthas macros). For earlier versions of Word, use .doc. For both, use .do*.

InsideScoop

Figure 1.14. The Search Companion in Windows XP

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right-click the Start menu, click Properties, click Customize, click theAdvanced tab, click the checkbox next to Search in the Start menu itemslist, and then click OK.)

Finding a document when you know its nameFrom the Search Companion, follow these steps to locate your document:

1. Select Documents (word processing, spreadsheet, etc.) to answerthe question, What do you want to search for?

2. If you know when you last worked on the document, click the but-ton that best answers the “last time it was modified” question.

3. In the text field All or part of the document name: type the name ofyour document. If you know the extension, include that.

4. Click Search to see a set of results. If you don’t see the file you need,click the Back button and click Use advanced search options to nar-row your search.

Finding a document by searching for text in the documentIf you aren’t sure what you named the document, you can search for text in the document. It’s best to choose a short but unique word orphrase — such as Part Number 45987 or Fall 2007 Quarterly Earnings —that you know is contained in the document. To find a document bysearching for text, follow Steps 1 and 2 of the previous section, and thenfollow these steps:

1. Click Use advanced search options.

2. Scroll down to the text box A word or phrase in the document andtype your unique word or phrase.

3. Click Search to see a set of results.

Quitting WordEven though Word doesn’t let you quit before asking whether you wantto save your work, it feels a bit risky to talk about quitting Word withoutsaving your work first. I’ll just say this now, before I tell you how to quitWord: Click Save or press Ctrl+S to save your work before exiting and fol-low the instructions to assign a name to your file. I go into more detailabout the various ways you can save your work in Chapter 2.

If you are working on just one document and you saved your lastwork, just click the Close button (the x). Word closes immediately.

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If you are working on just one document and you haven’t saved yourlast work, you can still click the Close button, as long as you are careful toanswer Yes when asked if you want to save your changes.

If you are working on multiple documents and want to close Word,click the Microsoft Office button and then click Exit Word or press X. Ifyou have saved your work in your various documents, Word closes imme-diately. If you have any documents that have changes as yet unsaved,Word asks whether you want to save changes for each document wherethis applies, and then closes.

If Word is frozen and doesn’t respond to mouse or keyboard com-mands, you can still exit without rebooting in most cases by pressingCtrl+Alt+Del in Windows XP, clicking Task Manager, selecting Word fromthe list of applications, and clicking End Task. Warning: Any unsavedwork is lost when closing Word using this method.

Just the facts■ You can launch Word by selecting it from the Windows Start menu

or by double-clicking a Word document.

■ The drop-down menu system of earlier versions of Word has beenreplaced in Word 2007 by the Microsoft Office button (replacingthe File and Tools menus) and the Ribbon, which has sets of relatedtasks grouped under tabs.

■ The Quick Access Toolbar allows you to customize Word and addyour most frequently used commands.

■ Word 2007 no longer has document search capabilities; instead youmust use Search from the Windows XP Start menu or some othersearch utility.

■ After saving your work by clicking Save or pressing Ctrl+S, you canquit Word by clicking the Close button (to close just one document)or by clicking the Microsoft Office button and then clicking ExitWord.

Watch Out!Even longtime PC users and geeks make this mistake. When Word asks Do youwant to save the changes to [Your Document Name Here]? take two breathsand think first before answering. If you click No, all changes you made sincethe last save operation will be lost.

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