Exploring Microsoft Office Word 2007

“Enhancing a Document”

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Objectives Insert a table Format a table Sort and apply formulas to table data Convert text to a table Insert Clip Art and images into a document Format a graphic element Insert WordArt into a document Insert symbols into a document Insert equations into a document

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Parts of a Table

Row

Cell

Column

Cell merged across columns

Click this icon to select the entire

table

Table

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Three Options for Inserting a Table

Choose the columns and rows using the grid Choose the insert table option Draw a table

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Using Tab in a Table

Tab in a table moves you to the next cell To add a tab character to a cell, use Ctrl+Tab

Using the Tab key moves you from cell to cell

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Insert Rows or Columns

Insert and delete rows and columns using the buttons provided

To delete only the data in the cells,highlight and use the Delete key from your keyboard

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Merge and Split Cells

Highlight cells you would like to merge Select the Merge Cells button on the toolbar

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Sizing Cells

Row Height: vertical space from top to bottom Column Width: horizontal space from left to right

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Resizing Cells by Dragging

When no cell is selected, the entire column’s border will be moved

When a row or a cell is selected, only the border in that row will move

Cursor changes to a double arrow when its placed over the column

border

When only a row or the cell adjacent to the

border you are moving is selected, only that

row’s border will change

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Table Styles

Table styles are predefined styles Click ‘more’ to get additional style choices

More arrows

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Predefined Table Styles

Mouse-over previews the style Click to apply the style Add your own style using New Table Style

Make a new style

Modify a style

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Formatting a Style

Shading: cell background color Border: line style around each cell

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Shading

Choose a color, no color or get more shading colors

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Click for the properties dialog box

Table Alignment

Use properties dialog to align the table on the page

Position the entire table between margins

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Data Alignment

Change the alignment of the selected cell(s) using alignment options

Setting vertical alignment to bottom or center would help

the design

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Data Alignment

Text direction changes data direction within selected cells

Note: the text rotates each time you click

Click torotate data

in a cell

One click

Two clicks

Three clicks

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Cell Margins

Adjust white space inside of cells (margins) and the spacing between cells

Adjust cell margins and cell spacing

Adjusting cell margins

Adjusting cell spacing

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Formulas—Cell Addresses

Columns are labeled alphabetically Rows are labeled numerically Cells are the intersection A1 is a cell address

Use cell addresses to

create formulas

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Cell Addresses in Formulas

Use formulas as you would in Excel Choose a number format (currency, date, etc.) Relative addresses, use syntax

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Cell Formulas

Use F8 to show your formulas (fields) Word provides the syntax for formulas

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Sorting Data in a Table

Choose the column title you want to use as the primary sort

Then you can sort using secondary and tertiary columns

Choose ascending or descending

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Text to Table Option

Use Text to Table option when pre-typed data would work better in a table

Equal column widths is the default

Number of columns are associated with the

“Separate text at” optionSelect the text you want to move into a table

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Graphic Tools

Clip Art Pictures WordArt Symbols

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Copyright

Copyright protects work and gives its producer exclusive rights to its use and reproduction

Assume all work on the Internet is copyrighted and do not use something unless it is stated to be in the public domain

Be sure to read all license agreements to see how you may use an image

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Inserting Clip Art

Insert Clip Art and the Clip Art task pane will open

Insert Clip Art opens the Clip Art task panel

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Clip Art Task Pane

Search for clips by keyword Limit your search by collection or media To position image where your insert point is,

double click image

Limit search by collection and/or

media

Use keywords when searching for art

Opens the Clip Art Organizer

Opens your browser and takes you to Microsoft’s site to

search for more clips

Inserts where the cursor isLocated on your page

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Clip Art Organizer

Clip Art pieces have associated keywords and can be organized in the organizer

You may add, change or delete keywords using the Edit Keywords dialog box

Collections on your computer

Hover your mouse over the image for information about

the image

Click down arrow for the task pane

Add keywords to the clip art for searching

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Inserting a Picture

Add your own picture from a saved file on your computer

Pictures may be from a digital camera, scanned, or found on the Internet

If you get a picture online, be sure it is from a legal source

Insert Picture opens dialog box to browse to your saved

picture file

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Manipulating Your Graphic

Size your graphics using the handles Hold down the shift key to keep the

proportions of the art when sizing it

Handles change the size of the overall image

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Text Wrapping

Choose how your graphic interacts with text Square and tight wrap the text around the

graphic

Acts like a letter

Wrapping options

Acts like a watermark

Art will cover text

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Wrapping Options

The most popular options are: In line with Text, Square, and Tight

In line With Text

Tight

Square

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More Wrapping Options

Other options are: Through, Top and Bottom, In Front of Text, and Behind Text

Top and Bottom

Behind Text

Through

In Front of Text

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Picture Quick Styles

Mouse over style to preview the style Click to apply the style

More styles

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Make Your Own Picture Style

Use the picture shape, border and effects to make your own styles

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Cropping

Cropping hides parts of an imageAfter cropping

Before cropping

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Brightness

Brightness is the ratio between lightness and darkness in an image

No changes+40 brightness

-40 brightness

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Contrast

Contrast increases or decreases the difference in dark and light areas of the image

No changes+40 contrast

-40 contrast

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Compressing Images

Graphics increase the document’s size—compression helps shrink that size

Once you are done making changes to an image, use the compress tool to shrink the size of your file

You cannot undo your changes to an image once you have compressed it

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WordArt

Create decorative text Text becomes an image as WordArt

Choose your design

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WordArt—Write the Text

Add text Press enter for another line of text Choose font, size, bold or italics Click OK

Type your text

Choose the font

Choose the size

Choose bold or italics

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Formatting WordArt

Format WordArt ribbon makes changes to the WordArt

Change the WordArt style

Shape Fill—changes colorShape Outline—changes border color

Change Shape—changes the WordArt shape

Text area deals with text options

Drop shadow effects3D effects

Arrange—deals with interaction of different

objects with each other and the

document’s text

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Inserting Symbols

Add symbols not found on the keyboard Use fonts such as Wingdings or Webdings

More symbols if you don’t see the symbol you are

looking for

Insert Equations

InsertSymbolsEquation

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Insert Equations Equation Tools Design will appear. A box will be inserted into the document in

which you can create and edit the mathematical formula.

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Insert equations To insert more symbols 8 different types of

symbols.

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Insert symbols Office Button Word Options Proofing AutoCorrect Options Math AutoCorrect Check “Use Math AutoCorrect rules outside of Math Region”

When you type \beta \neq \Delta \leftarrow \Omega, they are converted to β ≠ Δ ← Ω

Make inputting simple equations much easier.

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Insert symbols

You can define new replacement rules.

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Exploring Microsoft Office Word 2007

Share, Compare and Document

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Objectives Viewing comments in a document Inserting comments in a document Tracking changes Comparing and combining documents Master documents and subdocuments Bibliographies, footnotes and endnotes Figure references Legal references Cross references Document Properties

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Comments in a Document

A comment is a note or annotation regarding the content of a document

Review ribbon

Extra space on page when balloons

are present

Comment balloon

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Comments: Viewing Comments

On Review ribbon, choose Show Markup Choose types of comments and reviewers to

view

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Comments: Reviewing Pane

Choose Reviewing Pane for a list of the comments in a document

Comments will display in full

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Tracking Changes

Track Changes shows additions, deletions and formatting changes

Will insert marks and balloons to track the changes

This is a tracked changeribbon

This is a comment

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Comments: Check User Name

Before adding or modifying comments, verify the user name

Choose Change User Name under Track Changes Opens Word Options/Personalize Verify the user name under Personalize Your Copy of

Office

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Comments: Modifying a Comment

To modify a comment simply click inside of the comment balloon and make changes

Use formatting options like bold or italics to highlight information

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Adding a Comment

Highlight the text associated with the comment

Click New Comment in Comments Group

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Comments: Deleting

Select a comment to delete and choose Delete in the Comments group

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Markup Views

Original Showing Markup Final Showing Markup

Line through deleted text

Inserted text in balloons

Deleted text in balloons

Inserted text in the body

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Accepting and Rejecting Changes

Click on a comment Choose Accept to apply a change Choose Reject to delete a change and keep

the original text Previous and Next moves from comment to

comment

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Customizing Track Changes

Change Tracking Options… will open the Track Changes dialog box

Choose changes to track Choose reviewer colors

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View Documents Side by Side

View two documents side by side Synchronous scrolling moves both

documents at the same time Synchronous scrolling toggles on and off

Two different files

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Compare Documents

When changes have been made to multiple files, Compare Documents compares them

Combined changes show in the Compared Document window

Document containingcombined changes

First document with changes

Second document with changes

Notice, both versions appear on this document

Select Show Source Documents

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Combine Documents

Combine…incorporates all changes from two or more documents

Combine into a new document to preserve older versions

Select arrow and choose Combine

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Master document

Subdocument

Master documents act as a binder of subdocuments

Each subdocument is a separate file

Master Documents and Subdocuments

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Master and Subdocuments

On the View ribbon, choose the Outline View A new Outlining ribbon will be shown

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Master and Subdocuments: Style Headings

Create separate subdocuments within the document by applying style headings to those sections

Level 2 headings

This is a collapsed view

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2. Sub-documents are enclose by boxes

This part is in the master document.

1. Icons indicate these are Sub-documents.

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Master Documents: Collapsed Structure

Collapsed view displays at a glance the subdocuments that make up a master document

Button toggles expand and collapse

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Master Documents: Expanded Structure

View and edit subdocuments in the Expanded View

Button toggles expand and collapse

Master Documents:

Insert an existing document as sub-document.

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Master Documents: To remove a sub-document from a master

document. Place the insertion point inside a sub-doc and click Unlink.

The file on hard-disk will NOT be deleted.

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Master Documents: Printing

Print a Master document in two ways: Collapsed view prints the list of subdocuments as

they appear onscreen Expanded Subdocuments prints the entire Master

Document

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Navigation

Navigate documents easily using the Thumbnails, Document Map, and Bookmarks

Thumbnails Document Map Bookmarks

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Navigation: Thumbnails

Thumbnails show small versions of each page

Scroll through pages to find the different areas

Click the Thumbnail to move the insertion

point to that page

Checkmark toggles the Thumbnails

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Navigation: Document Map

Can be used with any document setup using the style feature to format headings

Master Documents must be expanded to use this feature

Checkmark toggles the Document Map

Select area on Document Map

and the document moves to the same point

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Navigation: Inserting Bookmarks

Add a bookmark at the insertion point Bookmarks are electronic markers to make it

easy to move to a location in a document

Bookmark names may not start

with a number and may not contain a space or hyphen

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Navigation: Using Bookmarks

In a document containing Bookmarks, simply use the Go To tab in the Find and Replace dialog box

Ctrl+G opens the Go To dialog. Ctrl+F opens the Find and Replace dialog

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References

Provide supplemental information and citations using different references

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References: Cite Sources

Add Citation Sources to the document before creating footnotes, endnotes or bibliographies

Choose source type

Source information area

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Reference: Current vs. Master Lists

The current document contains the entered citation sources in the Current List

All citations entered on the computer are compiled into a Master List and will be made available to any other document on the computer

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Source Manager

Use the Source Manager to add and edit sources in the document

Sources available on the computer

Sources used in this document

Find outside source lists

Copy the source to the current document

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References: Using Outside Master Lists

As outside resources create Citation Source lists, they may be imported into the computer’s Master List

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References: Bibliographies

Insert a bibliography using the current document’s sources

Choose the writing style of the bibliography

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References: Writing Styles

Commonly used writing styles are available in Word and will be automatically applied to the bibliography

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References: Footnotes

Citations that appear at the bottom of the page Place the insertion point where the footnote is to

be referenced

Reference numberFootnotes

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References: Endnotes

Citations that appear at the end of a document Place the insertion point where the endnote is to

be referenced

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References: Modifying Footnotes and Endnotes

In Print Layout view, scroll to the footnote or endnote and click inside it to make changes

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References: Relocating Footnotes and Endnotes

Select the reference and cut and paste it to the new location

The footnote will move to the new page

Select the reference to move

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References: Table of Authorities

A Table of Authorities is used in legal documents

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References: Mark Citations

Before producing a Table of Authorities, mark the legal citations

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Insert the Table of Authorities

Insert table of authorities after marking the citations

Display the fields using Show/Hide button To modify an entry, edit the text in the

quotation marks in the field Delete an entry by deleting the entire entry

field

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References: Make a Caption

A caption is a description of an equation, figure or table

Type the caption

Choose labeling

Choose position

Type of Caption label

Three types by default. You can create your own label by clicking

New Label… button

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References: AutoCaption

Automatically add captions to figures, equations or tables

Click AutoCaption

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References: Table of Figures

After entering captions produce a table of figures

Placed after the table of contents

Choose leader

Preview

Page number options

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References: Cross-references

A note in the text referring the reader to another place in the text for more information

Choose reference type

Choose the reference

When inserting a new caption, the numbering of captions will be updated automatically.

The numbering of references will not be updated automatically.

You have to right-click at a reference and chooseUpdate Field.

Or place cursor at a reference then press F9.

Or simply select the wholedocument and press F9.

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Figure type captions.

Different types of references.

Move the cursor over a reference. Then use Ctrl+Click to jump to where the reference refer to.

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References: Cross-references

There are many other types of references. You can cross-reference to a Heading.

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An example of cross-reference to Heading objects.

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Document Properties

Document Properties stores information about the document such as author, document summary, etc.

Document Information Panel

Document Properties dialog box

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Customize Document Properties

Add new properties and assign a value to them

Add new properties

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Exploring Microsoft Office Word 2007

Productivity Tools

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Objectives

Use a template Create a template Customize theme colors, fonts and effects Produce a merge document Select a main document Select or create recipients for a data source Sort records in a data source Use Excel or Access for a data source

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Document Templates

Templates are partially completed documents containing preformatted text and/or graphics

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Why Use a Template

Templates are pre-designed Templates may contain required information Templates require the user to save the

document as a new file preserving the original design and information for future use

Pre-designed elements

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The Normal Template

Defines the default look of a Word document Is used when a blank document is selected

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Select a Template

Click the Office Button and then click New The New Document window displays

available Templates

Installed templates

Template types

available at Microsoft

Office Online

Example

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Templates at Microsoft Office Online

More templates are available at www.office.microsoft.com

Search for more

templates online

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Template Extensions

.dotx is the template extension .dotm is the extension for templates

containing macros .dot is the template extension for pre-2007

versions of Word

.dotx.dotm

.dot

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Using a Resume Template

Replace placeholders with appropriate text

Placeholders

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Creating a Template

Create templates when a particular document will be used frequently with minor modifications

Example: Company letterhead with greeting, body and salutation

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Save a File as a Template

Choose Word template in Save as type drop down menu to save a file as a template

Choose Word Template to

save file as a template

Folder on your hard

drive for your templates

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Document Themes

Themes improve a document’s design by quickly providing special effects for a stylish and professional look

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Theme Colors

Theme colors represent the current text and background, accent and hyperlink colors

Click Create New Theme Colors to design your own color palate

Design one of your own

Choose a new theme

color scheme

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Customizing Theme Colors

In the Create New Theme Colors dialog box, choose the new theme colors

Choose six Accent colors

Choose four Text/Background

colors

Choose Hyperlink and

Followed Hyperlink colors

Sample area to view color interaction

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Theme Fonts

Theme fonts consist of heading and body text fonts

Built-in font groups

Custom font group

Create New Theme Fonts

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Theme Effects

Theme Effects include lines and fill effects, such as shadowing, glows and borders

Effects apply to objects Theme Effects are built in and cannot be

created

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Saving Themes

Save custom themes as Office Theme (*.thmx) in the Document Themes folder

Save Current Theme

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Themes and Compatibility Mode

If the Theme group is grayed out and unavailable, the current document is probably open in Compatibility Mode

Document must be saved in Word 2007 format (.docx)

.doc

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Mail Merge

Mail Merge combines content from a Word document and information from a data source resulting in personalized documents for multiple recipients

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Mailings RibbonStart Mail Merge

With main document open

Choose and edit the data source (recipients)

Area for inserting fields into the main

document

Preview Results

Merge the data and the

document

Match Fields if necessary

Specialty merge

documents

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Mail Merge: The Main Document

The main document (source document) contains Fields where record information is linked and ultimately integrated

The body of the document is written here

The same content for each

document

Fields will be replaced by

information in records

A field in the body of the document

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Mail Merge: Data Source

A Record consists of related fields grouped by rows

A Field Name is the column heading A Field is a single piece of data from a record

to be used in a source document

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Mail Merge: Link a Data Source

Select Recipients to link the data source to the main document

Select Recipients links a data source

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Mail Merge: Excel as Data Source

If the Worksheet has a header row, it may be used as a data source

Choose Select Recipients then

choose Use Existing. Then browse to the

Excel WorkbookHeader row

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Mail Merge: Access as Data Source

When using an Access Database choose the correct table or query to be used

Choose Select Recipients then

choose Use Existing List. Then browse to the Access database Choose the table or

query to be used

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Mail Merge: Match Fields

If your external data source (Excel or Access) contains field names different from Word, use the Match Fields command to create links between the fields

Match Fields command

Word fields

Foreign fields

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Mail Merge: Add New Records

Add more records to the data source Add new record under the final record

on the table The blue arrow shows the active record

New Entry

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Mail Merge: Edit Records

Edit records by making changes to the active record

Be sure spelling and capitalization are correct

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Click Edit Recipient

List

Mail Merge: Selecting Recipients

Choose only the recipients who should receive the merged document

Use the checkboxes to add or remove

recipients from the merge

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Mail Merge: Sort Records

Use the Filter and Sort dialog box to sort records into desirable orders before merging to save time later

Sort and Filter links

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Mail Merge: Using a Filter

Specify criteria to choose only certain types of records for a merge

Filter tab

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Merge Fields

Fields placed in the main document are replaced with corresponding data from the data source when merged

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Mail Merge: Inserting Merge Fields

With the main document open add fields from the data source using the Insert Merge Fields button

Available fields are shown

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Merging a Main Document and a Data Source

Once the main document and the data source are merged, a separate document for each record is produced

Select Finish & Merge to complete

the merge

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Mail Merge to E-mail

Mail merges are used to send personalized e-mail

Under Finish & Merge you may merge to email

Choose field for Email addresses

Choose the Mail format

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Printing Mailing Labels or Envelopes

Produce envelopes and labels using Mail Merge

Choose Envelopes or Labels

Follow the Wizard

This is step 4 of 6