Learning Microsoft Word 2007 - Introduction

Guided Computer Tutorials

Learning ® Microsoft ® Word 2007 By Greg Bowden

PUBLISHED BY GUIDED COMPUTER TUTORIALS PO Box 311 Belmont, Victoria, 3216, Australia www.gct.com.au © Greg Bowden This product is available in Single or Multi User versions. Single-user versions are for single person use at any particular time, just as a single text book would be used. If you intend to use the notes with multiple students the single user version should be upgraded to the multi-user version. Multi-user versions allow the school or institution to print as many copies as required, or to place the PDF files on the school network, intranet and staff laptops. A certificate of authentication is provided with multi-user versions. Bookmarks provide links to all headings and sub-headings, and individual chapters are provided.

First published 2008 ISBN: 1 921217 46 4 (Module 1) 1 921217 47 2 (Module 2) PDF document on CD-ROM

Every effort has been made to ensure that images used in this publication are free of copyright, but there may be instances where this has not been possible. Guided Computer Tutorials would welcome any information that would redress this situation.

Learning Word 2007 Module 1 Contents Chapter 1: Introduction to Microsoft Word Getting Started..........................................................................................1-1 The Microsoft Word Screen....................................................................1-2 The Office Button............................................................................1-2 The Quick Access Toolbar..............................................................1-2 The Ribbon.......................................................................................1-3 Document Views......................................................................................1-5 Zoom Controls.........................................................................................1-5 Entering Text.............................................................................................1-6 Changing the Format of Text..................................................................1-7 Looking at Special Text Effects.............................................................1-10 Learning the Word Processor...............................................................1-11 Entering a Sentence......................................................................1-11 Word Wrapping.............................................................................1-13 Deleting Text...........................................................................................1-16 Changing the Writing Styles.................................................................1-18 Adding a Heading..................................................................................1-19 Other Ways of Highlighting Text.........................................................1-21 Saving Your Document..........................................................................1-25 Printing Your Work................................................................................1-26 Finishing With Microsoft Word...........................................................1-27 Word Processing Assignment 1................................................... 1-28

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Chapter 2: Aligning Text Loading a Prepared Document..............................................................2-1 Line Spacing..............................................................................................2-2 Justifying Text...........................................................................................2-4 Centre Justified Text.......................................................................2-5 Right Justified Text..........................................................................2-5 Full Justified Text.............................................................................2-6 Left Justified Text.............................................................................2-7 Tab Stops....................................................................................................2-7 The Ruler Units................................................................................2-8 Setting Left Justified Tab Stops......................................................2-9 Changing Tab Stop Positions...................................................... 2-10 Removing Tab Stops.....................................................................2-11 Centre Justified Tab Stops............................................................2-12 Right Justified Tab Stops..............................................................2-13 Using the Tabs Dialogue Box.......................................................2-14 Looking at the Tab Presses...........................................................2-15 Word Processing Assignment 2................................................... 2-16

Chapter 3: Spell Checking Documents Loading a File Containing Spelling Mistakes.......................................3-1 Checking the Spelling of the Document...............................................3-2 Manually Changing Words.....................................................................3-4 Saving the Document..............................................................................3-5 Counting the Words in a Document.....................................................3-6 Using the Thesaurus.................................................................................3-7 Using Spelling Shortcuts.........................................................................3-9 Quick Spell Checking.....................................................................3-9 Automatically Correcting Words................................................3-11 Entering Phrases From One Word.............................................3-13 Removing Automatically Correcting Words.............................3-15 AutoCorrect Exceptions...............................................................3-16 Changing the Case of Words.......................................................3-16 Word Processing Assignment 3................................................... 3-18 C-2

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Contents

Chapter 4: Moving Text Cursor Movements...................................................................................4-1 Loading a Sample Document........................................................4-1 The Scroll Bars.................................................................................4-2 Scrolling............................................................................................4-3 Inserting Page Breaks...............................................................................4-5 Removing Inserted Page Breaks.............................................................4-7 Inserting Page Numbers..........................................................................4-7 Copying Text.............................................................................................4-9 Pasting Text.............................................................................................4-10 Moving Text............................................................................................4-13 Using Cut and Paste......................................................................4-13 Using Drag and Drop...................................................................4-15 Selecting all the Text..............................................................................4-17 Copying Text from one Document to Another..................................4-19 Displaying Two Files on the Screen.....................................................4-20 Word Processing Assignment 4................................................... 4-22

Chapter 5: Find and Replace Loading a Sample Document.................................................................5-1 Finding Text..............................................................................................5-1 The Find Options.....................................................................................5-2 Moving the Find and Replace Dialogue Box...............................5-3 Finding Whole Words....................................................................5-4 Match Case.......................................................................................5-5 Search Direction..............................................................................5-7 Replacing Text..........................................................................................5-8 Replace All..............................................................................................5-10 Practice Exercise 5-1..............................................................................5-11 The Go To Command............................................................................5-11 Word Processing Assignment 5................................................... 5-13

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Chapter 6: Margins and Indents Page Margins.............................................................................................6-1 Loading a Sample Document.................................................................6-1 Manually Adjusting Page Margins Using the Ruler.............................6-3 Page Indents..............................................................................................6-5 The First Line Indent Marker ..............................................................6-7 Hanging Indents.......................................................................................6-9 Setting Paragraph Spacing....................................................................6-12 Entering the Second Point ...................................................................6-13 Copying Formats....................................................................................6-14 Looking at the Ruler Measurements....................................................6-15 Word Processing Assignment 6................................................... 6-16

Chapter 7: Bulleted and Numbered Lists Turning on Automated Lists...................................................................7-1 Entering the Points...................................................................................7-3 Formatting the Bullets.............................................................................7-5 Adjusting the Indents..............................................................................7-6 Custom Bullets..........................................................................................7-7 Numbered Lists........................................................................................7-9 Setting the List to Numbers...........................................................7-9 Lettered Number Lists..................................................................7-10 Customizing Numbered Lists......................................................7-10 Renumbering Lists.................................................................................7-13 Word Processing Assignment 7................................................... 7-17

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Contents

Chapter 8: Headers, Footers and Footnotes Headers and Footers................................................................................8-1 Loading the Prepared Document.................................................8-1 Inserting a Header..........................................................................8-1 Inserting a Footer............................................................................8-3 Adjusting Headers and Footers.....................................................8-5 Title Pages..................................................................................................8-6 Inserting a Page...............................................................................8-6 Previewing the Document.............................................................8-9 Setting the Title Page....................................................................8-10 Page Borders..................................................................................8-10 Footnotes.................................................................................................8-13 Entering the First Footnote..........................................................8-13 Entering the Second Footnote.....................................................8-14 Entering a Footnote Including a Degrees Symbol....................8-16 Deleting Footnotes........................................................................8-18 Converting Footnotes To Endnotes.....................................................8-19 Inserting a Third Page..................................................................8-19 Converting the Footnotes............................................................8-20 Cover Pages.............................................................................................8-21 Removing the Current Title Page...............................................8-21 Inserting the Cover Page..............................................................8-23 Removing the Page Border..........................................................8-24 Word Processing Assignment 8 .................................................. 8-26

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Chapter 9: Placing Text in Columns Loading a Prepared Article.....................................................................9-1 Setting Text into Two Columns..............................................................9-1 Preliminary Settings.......................................................................9-1 Setting the Columns.......................................................................9-2 Justifying the Text...........................................................................9-3 Inserting a Column Break..............................................................9-4 Adding a Header.............................................................................9-6 Adding a Footer...............................................................................9-7 Previewing the Page........................................................................9-9 Using More Than Two Columns............................................................9-9 Removing a Column Break............................................................9-9 Inserting New Columns...............................................................9-10 Inserting New Column Breaks....................................................9-10 Automatically Levelling Columns..............................................9-13 Adjusting Columns................................................................................9-15 Adding Lines Between Columns................................................9-15 Manually Adjusting Column Widths.........................................9-17 Word Processing Assignment 9 .................................................. 9-20

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Contents

Chapter 10: Drawing Tools Drawing a Rectangle..............................................................................10-1 Resizing Shapes.......................................................................................10-2 Drawing Other Shapes...........................................................................10-2 Objects.....................................................................................................10-3 Deleting Objects............................................................................10-3 Copying Objects............................................................................10-5 Moving Objects.............................................................................10-6 Filling Objects...............................................................................10-6 Removing Fill Colours.................................................................10-8 Shape Outlines........................................................................................10-8 Line Colour....................................................................................10-8 Line Weight....................................................................................10-9 Dash Styles...................................................................................10-10 Changing Shapes..................................................................................10-10 Shape Styles...........................................................................................10-11 Shadow Effects......................................................................................10-11 3-D Effects.............................................................................................10-13 Adding Text to Shapes.........................................................................10-17 Including Text With Shapes.......................................................10-17 Placing Text Over Shapes...........................................................10-19 Fill Effects..............................................................................................10-21 Textures........................................................................................10-21 Gradient Fills...............................................................................10-22 Grouping Objects.................................................................................10-25 Word Art Text.......................................................................................10-26 Pre-Formatted Text Boxes...................................................................10-29 Word Processing Assignment 10............................................... 10-31

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Chapter 11: Inserting Images Into Documents Inserting a Clip Art Image....................................................................11-1 Changing the Size of the Image............................................................11-2 Picture Adjustments...............................................................................11-4 The Recolour Command..............................................................11-4 Contrast and Brightness...............................................................11-5 Compress Pictures........................................................................11-6 The Reset Picture Command.......................................................11-7 Picture Styles...........................................................................................11-8 Preset Styles...................................................................................11-8 Picture Shape.................................................................................11-8 Picture Border...............................................................................11-9 Picture Effects..............................................................................11-10 Cropping Images..................................................................................11-10 Rotating Images....................................................................................11-11 Picture Formats....................................................................................11-12 Adding More Images...........................................................................11-13 Text Wrapping......................................................................................11-15 Inserting Clip Art Into Documents...................................................11-15 Loading the Document..............................................................11-15 Inserting a Clip Art Image.........................................................11-16 Resizing the Image......................................................................11-17 Wrapping Text Around the Image............................................11-17 Adding a Watermark Image................................................................11-20 Exercise 11-1.........................................................................................11-24 Word Processing Assignment 11............................................... 11-25

Microsoft Word Project 1 (Multi-user version only) Job Application Letter........................................................................... P1-2

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Contents

Module 2 Contents Chapter 12: Using Tab Stops Using Tab Stops to Enter a Discount Table . .....................................12-1 Setting Left Justified Tab Stops....................................................12-1 Removing Tab Stops.....................................................................12-2 Setting a Right Justified Tab Stop................................................12-3 Setting Decimal Tab Stops...........................................................12-3 Completing the Table...................................................................12-4 Centre Justified Tab Stops............................................................12-5 Adjusting Tab Stops......................................................................12-6 Using Tab Stops to Create Underlines.................................................12-9 Setting the Tab Positions..............................................................12-9 Setting the Leader Characters...................................................12-10 Creating a Contents Page....................................................................12-12 Entering the Main Headings......................................................12-12 Setting the Tab Stop and Leader Character.............................12-13 Word Processing Assignment 12............................................... 12-18

Chapter 13: Using the Table Tools Entering the Heading.............................................................................13-1 Inserting the Table..................................................................................13-1 Changing Column Widths....................................................................13-2 Merging Cells..........................................................................................13-3 Shading Cells..........................................................................................13-5 Row Heights............................................................................................13-5 Vertical Alignment.................................................................................13-6 Completing the Table.............................................................................13-6 Selecting the Whole Table.....................................................................13-8 Adding Another Student.......................................................................13-9 Inserting Cells.......................................................................................13-10 Table Formats........................................................................................13-12 Deleting a Table....................................................................................13-13 © Guided Computer Tutorials 2008

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Learning Microsoft Word 2007 Using the Draw Table Tool..................................................................13-13 Constructing the Table...............................................................13-14 Distributing the Row Height.....................................................13-17 Erasing lines.................................................................................13-18 Completing the Table.................................................................13-20 Vertical Text.................................................................................13-22 Table Borders........................................................................................13-24 Selecting the Border....................................................................13-24 Setting the Border Colour and Thickness................................13-25 Adjusting the Row Height...................................................................13-27 Adding a Blank Line above a Table....................................................13-28 Word Processing Assignment 13............................................... 13-29

Chapter 14: Adding Tables to Documents Loading the Prepared Document.........................................................14-1 Inserting a Table.....................................................................................14-1 Adjusting the Column Widths.............................................................14-3 Entering Data into the Table.................................................................14-4 The Headings.................................................................................14-4 Shading the Headings...................................................................14-6 Adding the First Equipment Item...............................................14-6 Setting Decimal Tab Stops...........................................................14-7 Deleting Rows or Columns..........................................................14-9 Inserting Rows Within the Table..............................................14-10 Inserting Columns......................................................................14-11 Entering Formulas......................................................................14-13 Printing.........................................................................................14-16 Sorting Table Items.....................................................................14-17 Changing the Border Colour.....................................................14-19 Using Table Styles........................................................................14-20 Word Processing Assignment 14............................................... 14-22

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Contents

Chapter 15: Using Sections Sections Within Pages............................................................................15-1 Loading a Sample File...................................................................15-1 Creating the First Section............................................................15-1 Turning on Text Boundaries........................................................15-3 Completing the Banner................................................................15-4 Creating the Third Section...........................................................15-6 Adding a Drop Cap Letter...........................................................15-8 Adding Lines to the Document.................................................15-10 Looking at the Section Breaks...................................................15-13 Using Sections Over More Than One Page.......................................15-13 Loading the Sample File.............................................................15-13 Looking at the Document..........................................................15-14 Looking at the Page Setup..........................................................15-15 Adding a Header and Footer to Section 1...............................15-17 Altering the Header and Footer for Section 2.........................15-19 Word Processing Assignment 15............................................... 15-22

Chapter 16: Using Styles Loading a Sample File............................................................................16-1 Using Preset Styles.................................................................................16-1 Creating Your Own Styles.....................................................................16-2 Setting the Formats.......................................................................16-2 Saving the Style..............................................................................16-3 Applying Styles..............................................................................16-4 The Advantages of Styles..............................................................16-5 Creating Styles for the Numbered Points............................................16-6 Setting the Format.........................................................................16-7 Applying the Style.........................................................................16-8 The Lettered Points Style.......................................................................16-9 Setting the Formats.......................................................................16-9 Saving the Style............................................................................16-10 Applying the Style.......................................................................16-10 Selecting All Style Instances................................................................16-11 © Guided Computer Tutorials 2008

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Learning Microsoft Word 2007 Updating Styles.....................................................................................16-12 Renaming Styles...................................................................................16-14 Deleting Styles......................................................................................16-15 Printing Styles.......................................................................................16-16 Copying Styles to Other Documents.................................................16-17 Using Quick Styles...............................................................................16-20 Applying Quick Styles................................................................16-20 Style Sets.......................................................................................16-21 Colour Sets...................................................................................16-22 Font Sets.......................................................................................16-22 Word Processing Assignment 16............................................... 16-23

Chapter 17: Creating a Table of Contents Loading the Prepared File.....................................................................17-1 Setting the Styles.....................................................................................17-1 The Main Heading Style...............................................................17-1 The Paragraph Style......................................................................17-3 The Sub-Heading Style.................................................................17-4 Applying the Styles.................................................................................17-5 The Sub-Headings.........................................................................17-5 The Articles....................................................................................17-6 Creating the Table of Contents.............................................................17-7 Inserting a Section Break.............................................................17-7 Inserting the Table of Contents...................................................17-8 Updating the Table of Contents..........................................................17-10 Linking to Contents.............................................................................17-13 Word Processing Assignment 17............................................... 17-14

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Contents

Chapter 18: Adding Charts to Documents The Datasheet Table...............................................................................18-2 Entering the Chart Data........................................................................18-2 Completing the Datasheet...........................................................18-2 Formatting the Datasheet Values................................................18-6 Minimising the Datasheet Window.....................................................18-7 Adding a Chart Title..............................................................................18-7 Resizing Charts.......................................................................................18-9 Altering the Chart Sections.................................................................18-10 Formatting the Sections of the Chart................................................18-11 Selecting Chart Areas..........................................................................18-13 Changing the Plot Direction...............................................................18-15 Chart Styles...........................................................................................18-16 Chart Layouts........................................................................................18-16 Changing Chart Data...........................................................................18-17 Changing the Chart Type....................................................................18-18 Placing the Chart in a Document......................................................18-18 Text Wrapping......................................................................................18-20 SmartArt................................................................................................18-21 Choosing a SmartArt Diagram.................................................18-21 Entering the Text.........................................................................18-22 Removing Boxes..........................................................................18-24 Chart Formats..............................................................................18-24 Adding More Boxes....................................................................18-26 Word Processing Assignment 18........................................................18-28

Chapter 19: Publishing Tasks The Thumbnail Sketch...........................................................................19-2 Page Setup...............................................................................................19-3 Laying out the Page................................................................................19-4 Showing the Text Boundaries......................................................19-4 Drawing the Table.........................................................................19-5 Entering the Main Heading................................................................19-10 Entering the First House Details........................................................19-12 © Guided Computer Tutorials 2008

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Learning Microsoft Word 2007 Entering the Other House Details......................................................19-16 Frame D........................................................................................19-16 Frame E........................................................................................19-17 Frame F.........................................................................................19-18 Completing the Address Section........................................................19-19 Setting a Right Page Border................................................................19-22 Adding a Watermark Graphic............................................................19-24 Some Final Adjustments.....................................................................19-27 Word Processing Assignment 19............................................... 19-28

Chapter 20: Mail Merging Creating the Database............................................................................20-1 Setting the Recipients...................................................................20-1 Deleting Fields...............................................................................20-2 Renaming Fields............................................................................20-3 Adding Extra Fields......................................................................20-4 Entering the Data...................................................................................20-5 Saving the Data.......................................................................................20-7 Looking at the Data................................................................................20-8 Loading the Form Letter.......................................................................20-8 Merging the Data into the Letter..........................................................20-9 The Merge Type.............................................................................20-9 Selecting the Data Source............................................................20-9 Inserting the Address Fields......................................................20-10 Inserting the Salutation Fields...................................................20-13 Inserting the Contribution Field...............................................20-13 Looking at the Merged Data...............................................................20-14 Printing the Form Letter.....................................................................20-16 Printing With Merging...............................................................20-16 Merging to a New Document....................................................20-17 Printing Without Merging.........................................................20-18

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Contents Merging Part of the Data.....................................................................20-19 Selecting the New Data Source.................................................20-19 Entering a Search Request.........................................................20-20 Looking at the Found Records..................................................20-21 Merging Letters to People Who Contributed Over $100......20-22 Setting a More Detailed Search.................................................20-24 Practice Exercise 20.1.................................................................20-25 Returning all the Records to the Merge List............................20-25 Word Processing Assignment 20............................................... 20-27

Chapter 21: Mailing Labels and Envelopes Creating Mailing Labels........................................................................21-1 Setting the Mailing Labels Document........................................21-1 Entering the Label Options..........................................................21-2 Setting the Data Source................................................................21-2 Placing Fields into the Labels......................................................21-3 Updating the Labels......................................................................21-5 Printing the Labels........................................................................21-5 Printing on Envelopes............................................................................21-7 Setting the Envelope Document.................................................21-7 Laying Out the Envelopes............................................................21-7 Completing the Envelopes...........................................................21-9 Printing the Envelopes...............................................................21-11 Restoring to a Normal Document......................................................21-11 Word Processing Assignment 21............................................... 21-12

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Chapter 22: Using Equations Creating a Simple Fraction....................................................................22-1 The Other Equation Types....................................................................22-3 Combining Equations............................................................................22-4 Nesting Equations..................................................................................22-7 Using Equations Within Documents...................................................22-9 Built-in Equations................................................................................22-11 Word Processing Assignment 22............................................... 22-12

Chapter 23: Useful Features Outlining.................................................................................................23-1 Loading the Sample File...............................................................23-1 Setting the Screen to Outline View.............................................23-1 Collapsing Sections.......................................................................23-2 Moving Sections of Text...............................................................23-4 Promoting and Demoting Sections of Text...............................23-6 Collapsing and Expanding Sections of Text..............................23-9 Watermarks...........................................................................................23-11 Built-in Watermarks...................................................................23-11 Custom Watermarks...................................................................23-12 Themes...................................................................................................23-14 Headers.........................................................................................23-14 Text Styles.....................................................................................23-15 Theme Sets...................................................................................23-18 Theme Colours............................................................................23-18 Theme Fonts................................................................................23-19 Setting Passwords.................................................................................23-19

Microsoft Word Project 2 (Multi-user version only) Jenson Real Estate................................................................................. P2-1

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Chapter

1

Introduction to Microsoft Word

Microsoft Word 2007 is a powerful word processing program that allows you to enter text, make changes to it, format it, record and print it. You can use it to produce professional business letters, reports, job applications, personal resumes, curriculum vitae, essays, class projects, etc.

Getting Started 1

Load Microsoft Word and you will receive the word processor screen.

2

Look at the labelled Microsoft Word screen below and refer to it until you are familiar with all the components.

Office Button

Quick Access Toolbar

Ribbon

Ruler

Insertion Point or Cursor

Status Bar



View Buttons

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Zoom Controls

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The Microsoft Word Screen The Microsoft Word 2007 screen is quite different to other programs.

A The Office Button

1 Click on the OFFICE BUTTON at the top left of the screen. It is basically a FILE menu with icons to save, open, print and close documents.

2 The WORD OPTIONS button has tools for controlling how Microsoft Word operates and the EXIT WORD button is used to close the program.

3

Click outside the OFFICE BUTTON window to close the window.

B The Quick Access Toolbar The QUICK ACCESS TOOLBAR is next to the OFFICE BUTTON. It has buttons to save or undo steps. You can add common command buttons to it.

Click on the arrow at the right of the QUICK ACCESS TOOLBAR and a list of command buttons will be displayed. Select buttons that you may need.

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C The Ribbon The RIBBON across the top of the screen contains most of the Word commands in a variety of command TABS. 1 When you first load Microsoft Word the HOME tab of the RIBBON is open. It is broken up into GROUPS.

2

Click on each command TAB in turn to see what groups of commands they contain.



Home Tab: Contains the most common commands for formatting and editing text.



Insert Tab: Contains commands for adding items to documents, for example, pages, graphics, headers and footers, etc.

Page Layout Tab: Contains tools that control how pages look on the screen or when printed. These include margins, columns, paper size, etc.

References Tab: Contains tools for highlighting or referring to sections of a document. These include footnotes, table of contents, bibliographies, etc,



Mailings Tab: Contains tools to carry out mail-merging of data into letters, envelopes or labels.



Review Tab: Contains tools for checking documents. These include spell checking and thesaurus.



View Tab: Contains tools to view documents on screen. These include zoom and document view commands.

NOTE:



Other tabs are added to the RIBBON when you select or add items to a document. © Guided Computer Tutorials 2008

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3 Double click on the HOME tab of the RIBBON and the RIBBON is collapsed providing you with more screen space. 4

Double click on a TAB and the RIBBON is expanded.

NOTE:

5

If you click once on a tab of a collapsed RIBBON, the RIBBON will open until a command is selected then collapse again. You might like to try this.

There are more commands in the RIBBON.

6 Click on the arrow next to the FONT group label in the RIBBON.

7 The FONT dialogue box is opened providing more detailed FONT commands than those displayed in the FONT group. 8 Select CANCEL to return to the document.

9

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Document Views Microsoft Word has five different screen views which are set using the buttons that the bottom right of the STATUS BAR or the VIEW tab.

Print Layout: shows how your page will print. It is used when you are working with graphics, columns, tables, headers and footers, etc.

Full Screen Reading: optimises the screen for reading documents on screen. It hides all unnecessary toolbars so that the maximum screen area is provided.

Web Layout: is used to design web pages. The screen is set to show you how the page will appear in a web browser.



Outline: shows the structure of your document under the headings that you have used. It allows for the movement of sections of text in a document.



Draft: Removes most of the formatting and headers and footers so that editing is easier.

For this module you will be working in PRINT LAYOUT view.

Zoom Controls Microsoft Word provides extensive ways to quickly increase or decrease the zoom (or magnification of the screen. The ZOOM CONTROLS are in the ZOOM group of the VIEW tab of the RIBBON and at the bottom right of the STATUS BAR. 1 Use the SLIDER bar in the ZOOM CONTROLS at the bottom right of the screen to increase and decrease the screen magnification.



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2 Click on the - or + icons to decrease or increase the screen magnification.

Entering Text Some text will be entered and formatted.

1 Set the ZOOM to 100%, type in your first name and press the <enter> key to move the cursor to the next line.

2

At the moment the font is probably set to CALIBRI (BODY), the program’s default font.

3 Enter your last name on the new line and press <enter>. This has created two small paragraphs.

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Changing the Format of Text It is important to be able to efficiently alter the format of text once it has been entered. Microsoft Word makes this an easy process. 1

Move the mouse around the screen and notice that the pointer is set to a shape that looks like a capital I when it is over the typing area. This is called the I-BEAM and it allows you to position the cursor (or insertion point) anywhere in your document. 2 Position the I-BEAM at the beginning of the first name you entered. Hold down the mouse button as you drag the mouse to your right. Once all the first name is highlighted release the button.

3 In the MINI TOOLBAR set the text to BOLD by clicking on the BOLD icon.

NOTE:

When you highlight text the MINI TOOLBAR is displayed. It contains the common formatting tools from the HOME tab of the RIBBON.

4 Select a different FONT from the MINI TOOLBAR. Just the highlighted text is altered.



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5 Select a larger FONT SIZE from the MINI TOOLBAR to increase the size of the first name.

6 Click on the arrow next to the FONT COLOUR icon in the MINI TOOLBAR and select a colour for the first name.

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Introduction to Microsoft Word

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7 Click outside your first name to turn the highlight off and the name should be formatted.

8 Highlight your last name and use the FONT group in the HOME tab of the RIBBON to set the name to a different FONT, FONT SIZE, BOLD, UNDERLINED and a FONT COLOUR.

9

Experiment with some other writing fonts, sizes and styles. Remember, you must highlight text before it can be changed.

NOTE:



The most efficient way to change writing styles is to enter all the required text in normal (or plain) style, then highlight sections of text and use the HOME tab of the RIBBON or the MINI TOOLBAR to format it.

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Looking at Special Text Effects You can add some special effects to text.

1 Highlight your first name then click on the arrow next to the FONT group label in the HOME tab to display the FONT dialogue box.



2 Click on SHADOW and OUTLINE in the EFFECTS frame.

3 The effect is displayed in the PREVIEW box. Select OK to return to the screen.

4

Remove the highlight to see the effect on the screen. This type of effect is usually reserved for headings.

5

Highlight your first name again and display the FONT dialogue box.

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Introduction to Microsoft Word

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6 Use the FONT dialogue box to look at the EMBOSS and ENGRAVE effects in turn to preview the effect. 7 Select CANCEL to return to the document.

Learning the Word Processor A Entering a Sentence A new document will be added to the screen. You can have more that one document open at once.

1 Click on the NEW icon in the OFFICE BUTTON or QUICK ACCESS TOOLBAR.



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2 If you used the OFFICE BUTTON, click on BLANK DOCUMENT in the NEW DOCUMENT dialogue box and click on CREATE.

3 Enter the sentence: A word processing program allows you to enter text.

NOTE:

4

Hold down the SHIFT key and type a letter when you need a capital letter.

Let’s insert some words.

5 Move the I-BEAM slightly to the left of the first ‘e’ in the word ‘enter’ and click the mouse button.

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Introduction to Microsoft Word

NOTE:

1

The I-BEAM is the vertical bar that looks like a capital I. It can be positioned at any section of the text on the screen and any typing will occur at the position.

6 Enter the words: use a computer to then press the SPACE BAR.

NOTE:

The rest of the text moves to the right as you enter the new words.

B Word Wrapping When entering sentences of a paragraph the <enter> key is only pressed at the end of the paragraph. Any words that don’t fit on a line will be moved to the next line. The process is called WORD WRAPPING. To illustrate WORD WRAPPING another sentence will be entered.

1 Use either the mouse or the RIGHT ARROW key to position the I-BEAM after the full stop at the end of the sentence.



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Press the SPACE BAR twice to insert two spaces and enter the following sentence (do NOT press the <enter> key at any stage).



Microsoft Word has many powerful features that give you control over the appearance of your documents. 3 Any words in the new sentence that do not fit on the first line have been wrapped to the next line.

NOTE: i If you enter a word that Microsoft Word does not have in its dictionary it will underline the word with a wavy red line. If this occurs check the spelling of the word, but be aware that names of people and places may not be in Word’s dictionary.

4

With the I-BEAM at the end of the second sentence, press the SPACE BAR twice and enter the following text, pressing <enter> only after the last full stop:



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ii It is personal choice whether you enter one space or two after a sentence.

You can print the text in a variety of typestyles, use columns or add graphics, just to mention a few possibilities. <enter>

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5 Again, words that don’t fit on a line are WRAPPED to the next line.

NOTE:

When using a word processor, the <enter> key is only pressed to end a paragraph or heading, or to leave a blank line.

6 Move the I-BEAM so that it is just to the left of the ‘c’ in ‘control’ (second line) then click the mouse button.

7 Enter the word: enormous and press the SPACE BAR. Again, the rest of the text is moved to the right and words wrapped to accommodate the new entry.



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Deleting Text The BACKSPACE key can be used to delete the character to the left of the cursor, or you can highlight text and press the BACKSPACE key to remove it. 1 Position the I-BEAM at the end of the passage (after the full stop).

2 Use the BACKSPACE key to delete the words up to and including the comma after the word ‘graphics’, then enter a full stop.

3 Blocks of text can be deleted in a much simpler way. Position the I-BEAM just to the left of the ‘M’ in ‘Microsoft Word has...’ and click the mouse button.



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4 Hold the mouse button down and drag the mouse so that the whole sentence is highlighted, including the two spaces after the word ‘documents’.

5 Press the BACKSPACE key and the sentence will be removed.

NOTE:

When deleting a sentence, either delete the two spaces before or after the sentence, not both.

6 The deleted text can be returned by clicking on the UNDO TYPING icon in the QUICK ACCESS TOOLBAR or by pressing CTRL+Z.



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Changing the Writing Styles Some or all of the writing can be changed to different FONTS, SIZES or STYLES by following a similar method to the one you just covered when deleting blocks of text. The required text is highlighted and the changes selected from the appropriate RIBBON tab or MINI TOOLBAR. Let’s change some parts of the passage that you have on the screen. 1 Place the I-BEAM at the beginning of the passage and click the mouse button to set the cursor at that position.

2 Drag the mouse so that the whole paragraph is highlighted.

3 Use either the HOME tab or the MINI TOOLBAR to set the FONT to TIMES NEW ROMAN and the FONT SIZE to 14 point to increase the size of the text.

4 To accept the changes simply click the mouse button with the I-BEAM over the text.

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5 Highlight just the words ‘Microsoft Word’ and change them to ITALIC using the ITALIC icon in the HOME tab or MINI TOOLBAR. 6

Experiment with some other changes if you wish, then return the text to TIMES NEW ROMAN, 14 POINT.

Adding a Heading Let’s add a heading to the top of the passage.

1 Move the I-BEAM to the beginning of the passage and click the mouse button to set the cursor there.



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Learning Microsoft Word 2007 2 Turn on the CAPS LOCK key (the light on the keyboard should be on) and enter the words: WORD PROCESSING

3 Press <enter> to separate the heading from the paragraph. Word is setup to insert a blank line after a paragraph.

NOTE:

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If your system did not insert a blank line after the heading, press the <enter> key again.

Turn the CAPS LOCK key off (the light on the keyboard should be off ).

5 Highlight the heading: WORD PROCESSING and change the FONT SIZE to 16 POINT and the STYLE to BOLD and select a FONT COLOUR.

NOTE:

You can change some of the STYLES using keyboard short cuts, which involve holding down the CTRL key and pressing a letter. For example:

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CTRL+B for Bold CTRL+I for Italic CTRL+U for Underline CTRL+SHIFT+Z for Plain Text © Guided Computer Tutorials 2008

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6 Click the mouse button to remove the highlight and the heading should be formatted.

NOTE: i It is advisable to use no more than two fonts in a document. Any more than this tends to make documents too ‘cluttered’ and distracting to the reader.

ii Try not to use an underline style on lower case words that have descenders, for example, g, y, p, q, j, as these cause the underline to be broken.

Other Ways of Highlighting Text There are other ways to quickly highlight text. 1 Position the I-BEAM at the beginning of the first paragraph, just before the ‘A’ in ‘A word processing program ...’ and click the mouse button.



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Learning Microsoft Word 2007 2 Hold down the SHIFT key, move the I-BEAM to the end of the word ‘documents’ and click the mouse button. The first two sentences should be highlighted.

3

Try this procedure to highlight some other sections of the paragraph.

4 Position the I-BEAM over the word ‘Microsoft’ and double click the mouse button - the word should highlight.

5 With the pointer over the paragraph, click the mouse button THREE times in succession and the whole paragraph should highlight.

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NOTE: i Two clicks of the mouse button highlights a word.

ii Three clicks of the mouse button highlights a paragraph.

6 Click in the third sentence, hold down the CTRL key and click the mouse button again to highlight the sentence that the cursor is in.

7 Try highlighting just the second sentence using the CTRL key.



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8 Move the pointer to the left of a line in the paragraph. The pointer should change to be facing to the right.

9 Click the mouse button and the line is highlighted.

10 Position the pointer to the left of a line, hold down the mouse button and drag the mouse straight down to highlight more than one line.

11 Click the mouse button to remove the highlight.

12 Hold down the CTRL key as you click the mouse button to the left of a document to highlight the entire document.

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Saving Your Document Let’s store (record) the passage that you have just entered. A folder will be created in your STORAGE area to store your Word documents. 1 Click on the SAVE icon in the QUICK ACCESS TOOLBAR to open the SAVE AS dialogue box.

2 Set the SAVE IN box to your STORAGE folder and click on the CREATE NEW FOLDER button to create a new folder. 3 Call the new folder: Word Documents and click on OK

4 Set the FILE NAME to: Chapter 1 and click on SAVE to save the document in the WORD DOCUMENTS folder.



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NOTE:

Before clicking on SAVE always check that the required storage folder name is listed at the top of the SAVE AS dialogue box. If it isn’t listed, the SAVE IN box can be used to select it.

Printing Your Work Your computer may be connected to different printers - an ink-jet printer or a laser printer. Check that your system is set to the correct printer.

1 Open the PAGE LAYOUT tab in the RIBBON, click on the SIZE icon and select the PAPER SIZE you printer uses (it is probably A4).



2 Click on the OFFICE BUTTON, highlight PRINT and select PRINT (CTRL+P can also be pressed).

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3 Check that the settings are correct for your printer then click on OK to print the document.

4

Check over your printout and make any corrections. If necessary print another copy of your document.

Finishing With Microsoft Word Complete this section when are finishing a session with Microsoft Word.

1 Click on the OFFICE BUTTON and select CLOSE if you wish to close the document, but continue working with Microsoft Word.

2 Click on the EXIT button if you wish to finish using Microsoft Word. The program will ask you if you wish to save any unsaved documents.



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Word Processing Assignment 1 Your task for this Assignment is to produce the following job application letter. It is up to you to choose an appropriate font. Enter the document in the one font, style and size then make any desired changes by highlighting the required text. 2 May 2009 <4 blank lines> Your name Street Suburb State Postcode <4 blank lines> High-Tech Labs Inc. 35 Horseback Road Sandringham Vic. 3191 <1 blank line> The Position of Laboratory Assistant <1 blank line> Dear Sir/Madam, <1 blank line> I wish to apply for the position of Laboratory Assistant advertised in The Melbourne Age, 30 April 2009. I have recently successfully completed a Laboratory Technician course at Footscray TAFE and my personal resume and curriculum vitae are enclosed with this letter of application. Yours faithfully Your name

<1 blank line> <4 blank lines>

1

Save the document in your Word Documents folder (see page 1-25).

2

Print a copy of the document.

3

Proofread the printout, correct any mistakes and make any necessary adjustments.

4

Print a final copy if you made any changes and ask your teacher to check it.

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