Purpose

Provide students a basic level of understanding in using Microsoft Word 2007 so they could succeed in their courses.

• Define and plan a document design.

• Describe the Word 2007 screen components.

• Review the compatibility issues and work arounds associated with Word 2007.

• Set up the layout and change the margins and page orientation.

• Select and move text from one document to another.

• Insert and format column, page, and section breaks.

Description

Microsoft Office Word 2007 for Windows is a major redesign of the popular Office Suite from previous versions. This information packet is for users’ familiar of Word 2003 or who are inter-ested in or just getting started with Word 2007. You will learn how to work with the new Office Ribbon interface, understand Word 2007 file compatibility issues and be introduced to some of the notable new features of the Word 2007.

Mini-SessionTraining Packet

Microsoft Word

• Insert and format page numbers and footers.

• Insert and format images and WordArt.

• Insert tabs with leaders.

• Insert and format tables.

• Insert tables

• Use Spell and Grammar check

• Review the compatibility issues and work arounds associated with Word 2007.

• Print a document.Objectives

Microsoft Word 2007

Mini-session Training

Table of Contents

Planning Your Spreadsheet Design Layout and Design Page 3

Know Your File Types Page 3

Compatability Cautions Page 3

What’s New in Microsoft Page 4Office Word 2007

The Microsoft Office Button Page 4The Ribbon Page 4The Quick Access Toolbar Page 5

Launching Word 2007 Page 5

Creating a Document Page 6

Exercise – Saving a Document Page 6

Changing Font Type and Size Page 7

Headers and Footers Page 8

Document Spacing Page 9

Modifying Margins Page 9

Lists Page 10

Formatting Lists Page 11

Spelling and Grammar Page 11

Word Count Page 12

Inserting an Image Page 13

Inserting a Table Page 14

Inserting a Blank Page Page 15

Inserting a Page Break Page 15

Insert a Cover Page Page 16

Printing Your Document Page 16

Closing And Exiting Word Page 17

Evaluation Sheet Page 18

Planning your document design is vital to ensure that the print based document accomplishes your goal.

Sketch out the layout for your document on pa-per. Determine if the document orientation will be portrait (vertical) or landscape (horizontal). Determine if the document will be formatted in single or multiple columns. A landscape docu-ment with two columns is the most readable and popular layout for an event program. Determine if you will use any images or clip art.

Planning Your Document Design

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It is important to know what version of the software you are using to save your documents. When you create a document, it stores an extension in the file name that identifies the type of software used to create the document.

Know Your File Types

Quick Tip: 2

• Save all new documents in Word 2007.

• Save a copy of any documents that are being shared down to Word 97-2003.

• Convert your existing documents to Word 2007.

Quick Tip: 3

File types associated with various Word versions

.doc Word 97 – 2003 .dot Word 97 – 2003 Template .docx Word 2007 Document .dotx Word 2007 Template .rtf Rich Text Format

Layout and Design.

Along with the new features of Microsoft Word 2007 come several challenges when opening documents created in previous versions of the application. For example, if you open Word 2007 documents in Word 97-2003, you may find that the tables, charts, diagrams, etc. lose their for-matting. On the flip side, when you open Word 97-2003 documents in Word 2007, the docu-ment opens in Compatibility Mode and the 2007 features are grayed out and not available. It is strongly recommended that you perform the following functions to maintain the integrity of your documents when upgrading to Word 2007.

• Save all new documents in Word 2007.

• Save a copy of any documents that are being shared down to Word 97-2003.

• Convert your existing documents to Word 2007

Compatability Cautions

Party!Party!

Quick Tip: 1

• Decide what you want to accomplish with your document

• Identify with your audience

• Identify the layout and design, file, format, and storage location.

When you begin to explore Word 2007 you will notice a new look to the menu bar. There are three features that you should remember as you work within Word 2007: the Microsoft Office Button, the Quick Access Toolbar, and the Ribbon. These three features contain many of the functions that were in the menu of previous Word versions. The functions of these three features will be more fully explored below.

What’s new in Microsoft Office Word 2007

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The Microsoft Office button performs many of the functions that were located in the File menu of older versions of Word. This button allows you to create a new document, open an existing document, save or save as, print, send (through email or fax), publish or close.

The Microsoft Office Button

The Ribbon is the panel at the top portion of the document. It has seven tabs: Home, Insert, Page Layout, References, Mailings, Review, and View that contain many new and existing features of Word. Each tab is divided into groups. The groups are logical collections of features de-signed to perform functions that you will utilize in developing or editing your Word document. Commonly used features are displayed on the Ribbon, to view additional features within each group, click on the arrow at the bottom right of each group.

The Ribbon

Microsoft Office Button A. Create a new document

B. Open an existing document

C. Save and Save as option

D. Print

E. Close Document

Ribbon

A. Home

B. Insert

C. Page Layout

D. Reference

E. Mailing

F. Review

G. View

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The quick access toolbar is a customizable tool-bar that contains commands that you may want to use. By default, you will have the commands to Save, Undo, and Redo. You may also add but-tons such as Check Spelling and Grammar, Open a document, or Create a New Document button.

The Quick Access Toolbar

Quick Access Toolbar

A. Save

B. Redo

C. Undo

D. Add other buttons

To begin, if you are creating a new document or edit and existing document, you will need to open Word 2007.

1) Click on Start button.

2) Click on Programs.

3) Click on Microsoft Office.

4) Click on Microsoft Word 2007

5) Microsoft Word will automatically open a new document.

Launching Word 2007

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Once the document that has opened, type a short paragraph of why you are taking this mini-session. For example, are you new to Microsoft Word 2007 or are you improving your software your skills? Remember to purposely misspell some words. Later in the session you’ll use this paragraph to learn how to spell check and use basic Word 2007functions.

Creating a Document

command is used for a first-time save or if you have made revisions to a document and wish to replace the old version with the new revised document. Use the Save As command to save a revised document to a new name, thus keep-ing the original as it was before revisions, or to save a copy of a document in a different folder or on a different disk. When the Save command is selected and it is a first-time save, a dialog box will be displayed. In this dialog box, a name must be given to the document and a folder must be designated as the location in which to save the document. If it is not a first-time save, the dialog box will not be displayed 2007.

6) From the Home Button, select the SAVE command OR click the SAVE button in the Quick access toolbar. If this is a first time save, the SAVE as dialog box will open.

Excersise - Saving a Document

Note: In the ‘Save’ dialog box, the ‘My Documents’ folder should automatically be selected. If not, click on the drop down menu, and select the appropriate folder to save your file. You can save your document to any saving device such as 3 1/2 diskette or thumb drive or flash drive or My Documents folder.

Note: Your “My Documents” folder is space available to you on college server. When you login into your user account you will have access to “My Documents” folder.

Quick Tip: Save occasionally by clicking on the SAVE button. If the computer crashes, you will be able to recover your work until the last save.

Quick Tip: Saving Devices Options

• 3 1/2½ diskette • Thumb Drive – USB Connection• Flash Drive– USB Connection• CD/DVD-R - allows you to write to the CD/DVD one time.• CD/DVD-RW - allows you to write to the CD/ DVD several times.• My Documents – college server network • Email document to yourself• Google Doc to save your document• ZOHO.com to save your document

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7) Save your document in the “My Documents” folder.

8) In the “File Name” box enter the docu ment name. Use your First Name and Last Name and Word Summary. For example, JaneDoeWordSummar.

9) Check to make sure in the “Save As Type” box the Word Document is (*.docx)”.

10) Click SAVE to complete process.

Exercise - Changing Font Type and Font SizeIn the document that you just created, you are now going to format the font size and type. Different fonts and sizes can give character to words in your document. For example, on a resume, you may use BOLD as an ‘eye-catcher’. Also font size affects word characteristics.

11) Highlight the text you wish to change the Font and Size for; in this practice highlight your name.

12) Click on the Font Menu, select Ariel Black.

13) Click on Font Size, select 16.

14) At this point, click on SAVE in the Quick Access Toolbar to save your document.

Changing Font Type and Font Size

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Headers and FootersThe Header and Footer option inserts information such as text, page numbers and date. Informa-tion on either header or footer will appear in all document pages. The header information ap-pears at the top of the page while the footer in-formation will appear at the bottom of the page.

15) Click on ‘Insert’ then click on ‘Header’

16) Choose a style you like, but for now use blank

17) Enter your Last Name, hit the enter key

18) Enter today’s date

19) Highlight your name and date

20) Click on the Home tab from the menu

21) Click on the left justification button

22) Finally, click ‘Close Header and Footer’

23) NOTE, the Header Menu will close and return you to your document to continue typing

Headers and Footers

As a college student, most of your writing as-signments will require paragraphs in double spacing. You are able to change the space be-tween lines and paragraphs by doing the following:

24) Select the paragraph or paragraphs you wish to change.

25) Click on the Home Tab then click ‘Paragraph’ Dialog Box.

26) Click the ‘Indents and Spacing’ Tab.

27) In the ‘Line Spacing’ section, adjust your spacing accordingly.

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Document Spacing

Word 2007 will allow you to preview how your paper will look if the margins are modified. The page margins can be modified through the fol-lowing steps:

28) Click the ‘Page Layout’ Tab on the Ribbon.

29) On the ‘Page Setup’ Group, Click ‘Margins’.

30) Click a Default Margin, or

31) Click Custom Margins and complete the dialog box.

32) NOTE: As you roll over each Margin pre set, it will show you how the document will look when modified.

Modifying Margins

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Lists allow you to format and organize text with numbers, bullets, or in an outline. Rather than using numbers for steps, an Outline List is used to show an example of a type of Number List.

Bulleted and Numbered ListsBulleted lists have bullet points, numbered lists have numbers, and outline lists combine num-bers and letters depending on the organization of the list.

33) To add a list to existing text:

34) Select the text you wish to make a list.

35) Click a Bulleted or Numbered Lists button from the Paragraph Group on the Home Tab. To create a new list:

36) In your document, place your cursor where you want the list to begin.

37) Click a Bulleted or Numbered Lists button.

38) Begin typing.

Lists

39) The bullet image and numbering format can be changed by using the Bullets or Numbering dialog box.

40) Select the entire list to change all the bullets or numbers, or; Place the cursor on one line within the list to change a single bullet

41) Right click once.

42) Click the arrow next to the bulleted or numbered list

43) Select a bullet or numbering style.

Formatting Lists

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There are many features to help you proofread your document. These features include: Spelling and Grammar, Thesaurus, AutoCorrect, Default Dictionary, and Word Count. The most common feature used is the spelling and grammar checker tool. To check the spelling and grammar of your document:

44) Place the cursor at the beginning of the document or the beginning of the section that you want to check.

45) Click the ‘Review’ Tab on the Ribbon

46) Click ‘Spelling & Grammar’ on the Proofing Group.47) Note, any errors will display a dialog box that allows you to choose a more appro priate spelling or phrasing.

48) Go through the Spelling and Grammar Checker to correct any spelling errors you may have made in your document.

49) When the Spelling and Grammar Checker has completed, you will see a dialog box that notifies you “The spelling and grammar check is completed”.

Spelling and Grammar

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At times faculty may specify the minimum or maximum number of words required for an as-signment. When you type in a document, Word 2007 automatically counts the words in your document and displays them on the status bar at the bottom of the workspace. In addition, You can count words in a selection of words in your document. The selections don’t need to be next to each other for you to count them.

• To count words in one selection, select the words you want to count. The status bar displays the number of words in the section. For example 50/1,200 means that the section accounts for 50 words out of the total number of 1200 in the document.

• To select the sections of text that are not next to each other, select the first section and press hold down CRTL key and select the additional section.

Word Count

Quick Tip: Overtype

Word has two different editing modes you can use--insert mode and overtype mode. When insert mode (the default) is active, the information you type is inserted at (where else) the insertion point. When over-type mode is active, information isn’t inserted, but it replaces text as you type. To switch between insert mode and overtype mode, double-click on the OVR let-ters on the status bar.

Images add excitement and interest to any docu-ment. Pictures should demonstrate a direct relationship to the content or provide clarifica-tion for the message you are trying to get across to your audience. If you download an image from the Internet, keep in mind that the image may be subject to copyright. There are several image file formats that are commonly used in a Word docu-ment. See types of image types and acronyms for a few of those formats.

The Insert Picture method supports graphics that may be too large to fit on the clipboard. The default setting for inserting or pasting images is “In Line With Text.” The Advanced Word Options, located in the Office Button Commands Gallery, allow you to change the default settings to any of the available text wrapping styles.

50) Place the insertion point at the location where the image will be placed in your Word document.

51) From the Insert Tab >> Illustrations gallery, select Insert Picture.

52) Navigate to the appropriate location where the image is stored.

53) Double-click the appropriate image to insert it into the document.

Inserting an Image

Insert an Image.

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The Table feature can be used to organize infor-mation into rows and columns without having to set tabs. Tables can also be used to create forms and side-by-side paragraphs. A table consists of vertical columns and horizontal rows. The inter-sections of those rows and columns create cells. A cell is each individual square in which you can enter text. The Tab key will advance the cursor to the next cell. Shift + Tab will move the cursor backward within a table. When you reach the end of the last row, pressing Tab will add a new row to the table.

54) Place the insertion point at the desired location.

55) From the Insert tab >> Tables gallery, select Insert Table.

56) At the Insert Table dialog box, enter the desired number of columns and rows.

57) Select the desired AutoFit behavior.

58) Click OK.

Inserting a Table

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The Blank Page command allows you to manually insert a blank page at the desired location. When you fill a page with text or graphics, Microsoft Office Word inserts an auto-matic page break and starts a new page. However, you can manually add pages or delete pages by adding page breaks or deleting page breaks.

Inserting a Blank Page

You can insert a page break anywhere in your document, or you can specify where Microsoft Word positions automatic page breaks. If you insert manual page breaks in documents that are more than several pages in length, you might have to frequently rebreak pages as you edit the document. To avoid the difficulty of manually rebreaking pages, you can set options to control where Word positions automatic page breaks.

Inserting a Page Break

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59) From the Insert Tab, select Cover Page. The Cover Page dropdown menu will be displayed.

60) Select from the pre-formatted options under Cover Page.

61) To insert a Blank page or a Page Break

62) Position your insertion point at the desired location.

63) From the Insert Tab, select Blank Page or Page Break.

Insert a Cover Page

64) Click the ‘Home’ key, select ‘Print’, and then ‘Print’ again.

65) Choose the printer you will be printing from. (Black & White, Coin, Color)

66) Once you have selected which printer, and what you want printed; select ‘OK’ to print your work.

Note: it will cost 8¢ per page to print in Black & White; $1 per page in Color; or 10¢ in Black & White if you do not have a PC Cub Card.

Note: Please see the Help Desk for any assistance.

Printing your document

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Prior to closing or exiting Word, VERIFY THAT YOU HAVE SAVED YOUR WORK. For steps to save, please refer to Page 5. There is a difference to closing Word and exiting Word.

67) Closing Word will close the current document only, but, leave Word open.

68) Exiting Word will exit the program completely.

NOTE: Depending on which version of Word 2007 you have, you may not have to follow this option.

Closing and Exiting Word 2007

Exit WordCompletely

Close Current Documenment