2. 2
Objectives
Identify common interface components
Use Office 2007 help
Open a file
Save a file
Print a document
Select text to edit
Edit text in the insert and overtype modes
3. 3
Objectives (continued)
Move and copy text
Find, replace, and go to text
Undo and Redo
Use language tools
Apply font attributes
Copy formats with Format Painter
28. Selecting Text (in Word)
Place insertion point in front of a word.
Ctrl + Shift +
Ctrl + Shift + (select previous word)
Ctrl + Shift + down arrow
Ctrl + Shift + up arrow
Ctrl + Shift + End
Ctrl + Shift + Home
Moving the insertion point without using mouse
Ctrl + Ctrl +
Ctrl + down arrow Ctrl + up arrow
Ctrl + End Ctrl + Home
28
35. 35
Undo (Ctrl + Z) and Repeat (Ctrl +Y)
Action
list
Undo Repeat
36. Undo (Ctrl + Z) and Repeat (Ctrl +Y)
You can undo
Typo: tihs this
Numbering : Type 1. followed by a space.
Capitalize first character of a sentence.
You cannot undo
Commands on the Office menu.
Such as saving a file.
36
43. 43
Objectives
Word basics
AutoText
Choosing views
Mini toolbar
Setting margins and word wrap
Inserting page breaks
44. 44
Objectives continued
Header and footers
Creating sections including cover pages
Find and replace
Spelling and grammar
Saving
Printing
Customizing Word
45. 45
Parts of the Word Window
Home tab
Horizontal
ruler
Vertical
ruler
Office button
Quick access
toolbar
Title bar
Vertical Scroll bar
Status bar
Zoom slider
View buttons
Ribbon
Group
46. 46
Word Wrap
Hard return – user presses enter key
Soft return – program wraps text from line to
line
Soft returns: Notice
the position of the
soft returns change
at the point of the
margin change
Hard returns:
Margin changes do
not affect the hard
returns
47. 47
AutoText
AutoText entries that display as ScreenTips,
such as the date shown above
To insert the ScreenTip, press Enter
ScreenTip Requires user action to insert
48. 48
Building Blocks
Create predefined terms and save them in
the Building Blocks library
To use, type the first part of the text and
press F3
Use Quick Parts
to create a
Building Block
49. 49
Date and Time
Insert date and time and choose the format
Click Date & Time
to insert the date
and/or time
Choose Update automatically
to have the date and time
update every time the file
opens
Choose a
format for the
date and/or
time
51. 51
Zoom Slider
The Zoom slider quickly makes the document
larger or smaller
Zoom slider
52. 52
Zoom Tool
Use the Zoom tool on the
View ribbon to change
the document’s size
on screen
Choose the number of pages to view and
Word will choose the optimal zoom
percentage
Open Zoom dialog
box
53. 53
Mini Toolbar
Displays when text is selected or right-clicked
Contains frequently used formatting
commands
54. 54
Save As
Save – replaces the existing (original) file
Save As – creates a new file, leaving the
existing (original) file intact
Choose where
to save
Name the file
Choose the file
type if necessary
Click Save
55. 55
Page Orientation
Layout your page to be either Portrait or
Landscape
Portrait is taller than wider
Landscape is wider than tall
56. 56
Margins
Margins are the white space around the top,
bottom, left and right hand sides of the
document
Create Custom
Margins…
Click the Margins button and
display the margins gallery
57. 57
Page Breaks
Word inserts a soft page break when text reaches the
bottom of the page, continuing text onto the next page
Insert a page break to start a new page where a new
one should begin
Ctrl+Enter
This only shows up
when
show/hide is on
58. 58
Page Numbers
Use the page number button to add a page
number field to the header or footer
Choose placement
in the header
or the footer
Format page numbers to
adjust numbering or make
other formatting changes
59. 59
Header and Footers
On the Insert tab, in the Header & Footer group,
choose either Header or Footer
Headers and footers always exist whether content is in
them or not
Make different headers and footers throughout the
document using section breaks
Preset tabsLink to Previous
toggle button links
or unlinks Section
header and footers
60. 60
Section Breaks
Similar to page breaks, but sections are
separate parts of a document and can make
specific changes such as:
Headers and footers
Margins
Page orientation (portrait and landscape)
Page size
Columns
61. 61
Adding a Cover Page
Adding a cover page adds a special section
to the document
Choose the design
Modify as needed
62. 62
Find and Replace
Find a part of a
document
Replace unwanted
text with something new in
a document
Replace All globally replaces
unwanted text throughout the document
Use Special to
find or replace
unusual
characters or use
wildcard options
Select Options
63. 63
Spelling and Grammar
Questionable Spelling is underlined in red
Contextual spelling questions underlined in blue
Questionable grammar is underlined in green
64. 64
Document Inspector
Checks for and removes different hidden and
personal information
Use Save As to keep a separate document
containing the removed information
Office Button
65. 65
Saving for Different Versions
To save in an earlier version of Word use
Save As and choose the version
2007 saves as .docx, whereas previous
versions save as .doc
Choose the
version
66. 66
Printing
Use Print Preview before printing to be sure
the document is ready to be printed
Select the Office Button, Mouse over the
arrow next to Print and choose Print Preview
from the list
Choose the printer
Print only what
is needed
70. 70
Objectives
Typography basics
The difference between paragraph and
character formatting
Character editing options
Paragraph editing options
Using styles
Modifying styles and making new styles
Producing a table of contents and an index
71. 71
Typography: Fontface Types
Serif fontfaces have small features at the end
of strokes within letters
San-serif fontfaces (without serifs) are
simpler and have no extra strokes on the
ends of letters
R RTimes New Roman
is a serif font
Arial
is a san-serif font
A serif
72. 72
Typography: Fontface Types
(continued)
A monospaced typeface uses the same
amount of space for each letter
A proportional typeface uses varied space
depending on the letter’s need
read
read
Courier
is a monospaced typeface
Arial
is a proportional typeface
73. 73
Typography: Type Styles
Use bold (Ctrl+B) for emphasis, to highlight
important points and create contrast for headlines
and subheadings
Use italics (Ctrl+I) to create subtle emphasis and to
set apart certain names and titles
What does Ctrl+U do?
RR RR Bold ItalicItalicsRegular Bold
74. 74
Two Types of Formatting
Paragraph
paragraph window
Character
font window
Formatting applies to the
entire paragraph
Formatting applies only to
the selected characters
Examples: alignment,
margins, indents, line
spacing, and tab stop
positions
Examples: Fontface, color,
size and effects; and
character spacing
Borders and shading can
apply to entire paragraph
Borders and shading can
apply only to character
75. 75
Character: Font Window
Highlight text to be changed
Click the square on the Font group of the Home
ribbon to get the Font dialog box
Font face
Type style
Type size
Font color
Font effects
Use when
underlining
characters
Preview box
Click to open the
font window
77. 77
Character: Hidden Effect
Hidden effect hides data that is inappropriate
for printing
Perfect for confidential information
Hidden
78. 78
Character: Hidden Effect
Hidden effect makes text act like paragraph
marks(¶) and formatting symbols.
The Show/Hide button toggles the visibility
of hidden text
Hidden
79. 79
Character: Spacing
Scale – increases/decreases character width
Spacing – increases/decreases space
between characters
Position – raises/lowers text from baseline
80. 80
Character: Highlighting Text
Highlighting in Word, as in real life, helps
ideas get noticed
The highlight button toggles on/off
Highlight button
Cursor changes
to highlight tool
when on
81. 81
Show/Hide Button
The show/hide button reveals formatting
Toggles on and off
Off—how the document looks when printing
Show/Hide on
Tabs
The end of a
paragraph
These dots are
spaces
This dot identifies a
heading style
Regular hyphen
Non breaking
hyphen
Line break
White dot is a non
breaking space
82. 82
Character: Non Breaking Space
Use a non breaking space when it isn’t
appropriate for the space to break across lines
Ctrl+Shift+spacebar produces the non breaking
space or select it from insert >symbols
Breaking space
Becomes a
non breaking space with
Ctrl+Shift+spacebar
83. 83
Character: Non Breaking Hyphen
Breaking hyphen
Becomes a
non breaking hyphen
with Ctrl+Shift+hyphen
Use a non breaking hyphen when it isn’t
appropriate for a hyphen to break across lines
Ctrl+Shift+hyphen produces the non breaking
hyphen or select it from insert>symbols
84. 84
Format Painter
Single click to apply the format once
Double click to apply format multiple places
Select text to apply only character formatting
Select entire paragraphs to apply paragraph
formatting
Format Painter Choose text or paragraph
that displays the
formatting to be copied
Select text or paragraphs
to be formatted
Painter tool
85. 85
Formatting a Paragraph
Paragraph level formatting applies to the
entire paragraph
Even when an entire paragraph is not
selected, the format paragraph commands
affect the entire paragraph
87. 87
Paragraph: Indentation
Indent entire paragraphs
First line indents – the first
line indents to the right of the
rest of the paragraph
Hanging indents – the first
line hangs out to the left of
the rest of the paragraph
Open paragraph
window
Mirror indents will
indent on the left
and the right
88. 88
Paragraph: Indentation
What happen if you move the left indent?
Left and Right Indents are not document
margins.
Hanging
Indent
Left Indent
First Line
Indent
Right
Indent
89. 89
Paragraph: Line Spacing
Use line spacing to set spacing between
the lines themselves
Examples include single spaced and
double spaced
Open paragraph
window
Line spacing areaa very efficient tool to turn your 4 pages report to a 8 pages one.
90. 90
Paragraph: Paragraph Spacing
Use the Before and After area to add space
between paragraphs
Can eliminate double returns between
paragraphs
Open paragraph
window
Paragraph spacing area
91. 91
Paragraph: Paragraph Spacing
Before and After Spacing of the 2nd
paragraph. (the Before and After spacing for 1st and 3rd
paragraph are 0)
92. 92
Paragraph: Setting Tabs
Default tabs are the space between tabs when no
tab has been set
A set tab replaces default tabs with a single tab
Default tabs continue after a set tab
Default tab stopsSet tab stop positions
List of set tab stops
Alignment of set tabs
Leaders for set tabs
Tab stop on ruler
94. 94
Paragraph: Tabs with Leaders
Leader options: replace empty space leading
up to the tab with either dots, dashes, or a
line
Dot leader
95. 95
Paragraph: Tabs on the Ruler
Click through ruler items in the square
Click on the ruler to place the tab
Remove the tab by dragging it off the ruler
Grayed out tabs mean different tabs have
been set on the selected paragraphs
Click here to cycle through tab
and alignment options
click on ruler to place the
default tab style
(displayed in the square at
the beginning of the ruler)
in that position
98. 98
Paragraph: Preventing Awkward
Breaks Widow/Orphan control prevents
single words and partial words
at the end of paragraph from
continuing on their own line
Keep with next will keep the
paragraph with the next one.
Use this to keep headings with
the first paragraph below
Keep lines together keeps lines
in a paragraph together
Page break before will start a
paragraph on its own page
99. 99
Borders and Shading
Borders and Shading can be applied to separate
characters or paragraphs
When applied to characters, it will surround only the
selected text
When applied to paragraphs, it will go from left
indent to right indent for the entire paragraph
Choose to apply to
paragraph or text
100. 100
Paragraph: Bulleted Lists
Bullets apply to each paragraph
Use increase and decrease indent buttons to
change the outline level
101. Paragraph: Bulleted Lists
An example of Bulleted Lists
Increase Indent (tab key)
Decrease Indent (Shift + tab)
101
104. Numbered Heading.
Place insertion point at a
Heading 1 style text.
Ex: Introduction in prev. page.
Select a multilevel
listing associated with
heading style.
Do the same for other headings.
It’s easier to do it outline view.
104
108. Numbered Heading.
You can even define your own
list style.
First select level to modify.
In the Enter formatting for number
box, type Chapter in front of the
shaded number.
Apply similar change to level 2
(heading 2).
108
110. 110
Paragraph: Columns
Columns can be applied to the entire
document, sections or highlighted paragraphs
Use column breaks to force content into a new
column
Column button
Preset options
Make your own
Each can be
different widths
Gutter between
columns
Add a line between
columns
Apply to choices
111. 111
Show/Hide Button
The Show/Hide button will easily reveal all
breaks
Section break
starts the
columns area
Column break is set
where a column
should end in
the text Page break
112. 112
Using the Ruler
The ruler will give information on the selected
paragraphs
Use the ruler to place tabs and change
indents and column gutter widths
Left indent Right indent
Center tab
Hanging indent with tab system
Column gutters
Tab square
113. 113
Styles: Paragraph vs. Character
Paragraph styles apply to entire paragraphs
Character styles apply to only the characters
selected
Character and Paragraph styles apply to
entire paragraphs just as the paragraph style
Click to get
the styles
window
Paragraph style
Character style
Both character and paragraph style
114. 114
Styles: Applying a Style
Highlight text for the new style
Open the style window
Choose a style
Click to get
the styles
window
115. 115
Styles: Modifying a Style
When modifying a style, the changes update
every place the style is applied
Style name
Style type based on
format choices
If the underlining
style changes this
style will change as
well
The following
paragraph will be
this
Use Format button
to make the style
changes
Example of the
style when its
applied
116. 116
Styles: Reveal Formatting Task Pane
Identify all styles applied to a selection
through the Reveal Formatting task pane
Use to troubleshoot styles
Click the +/- next to
each item to see
the formatting for
font, paragraph
and section
The selected text
Style Inspector
button
Reveal
Formatting
button
117. 117
Styles: Outline View
Displays structural view of the document
based on the headings applied
Move sections by simply dragging and
dropping on the outline view
118. 118
Table of Contents
Table of Contents (TOC) automatically
generates based on the heading styles
applied in the document
Click for the built in
TOC tool. Use the
“insert table of
contents field” to
open the Table of
Contents window Use the options
button to change the
styles used to
generate the TOC
Choose the leader
119. 119
Creating an Index
Word adds an index to the document and
alphabetizes it
To add content, use “Mark Index Entry”
window
Insert the
index first
Then mark
entries
Use Mark All to find all
entries for the term
120. Useful shortcuts
Shift + Right
Shift + Left
CTRL + Right
CTRL + Left
CTRL + Shift + Right
CTRL + Shift + Left
CTRL + Shift + Space
CTRL + Shift + Minus
120
Ctrl + ]
Ctrl + [
Shift + Enter
CTRL + Enter
CTRL + Home
CTRL + End
CTRL + Equals
CTRL + Shift + Equals