word2007

With the exception of Outlook, you cancreate new files whenever you want to addnew data to an Office program. Dependingon the program you are working with, youcan create different types of new files. Whenyou create a new file in Word, it is called adocument. In Excel, a new file is called aworkbook. In Access, it is called a database. InPowerPoint, it is called a presentation, whilein Publisher it is called a publication.

START A NEW FILE IN WORD,EXCEL, OR POWERPOINT

1 Click the Office button.

2 Click the New button.

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FILE

work

book

work

book

work

book

work

bookIn Word, Excel, and PowerPoint, you use the New dialog

box to start a new file. In Publisher and Access, you use theGetting Started screen to start new files. Whenever youstart a new file in Office 2007, you can choose to create ablank document, or base the file on a template.

Start a New File

Start a New File

20

The New dialog box appears.

Depending on which Office programyou are using, the New dialog boxhas different names. For example, inWord, it is called the New Documentdialog box.

3 Click the type of file that you want tostart.

4 Click Create.

The new file opens, and you can startadding your own data.

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START A NEW FILE IN PUBLISHER ORACCESS


2 Click the New button.

Note: In Publisher, you can click the File menu and then clickNew.

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Working with Files chapter2

Where else can I find more templates touse with my Microsoft Office programs?Using your Internet connection, you can findmore Office templates on the Microsoft Website. Click the Templates link in the Newdialog box or on the Welcome screen toaccess the site, and download any templatesthat you like. By default, Office is set up tostore your downloadedtemplates in a default folderso that you can easilyaccess them again usingthe New dialog box or theWelcome screen.

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Worksheet 3

Worksheet 3

Worksheet 3

OFFICE FEATURES

The Welcome screen appears, displayingthe Getting Started window.

3 Click the type of file that you want to start.

l In Access, you can name the new file here.

4 Click Create.

The new file opens, and you can startadding your own data.

How do I create a new file based on atemplate?Many Office programs allow you to create a new filefrom a template. For example, in Word, you canchoose from letters, faxes, memos, reports, andmore. Templates are simply preformatted layoutsthat you can use to create files, substituting yourown text for the placeholder text in the template.You can choose from a library oftemplates that install withOffice. Simply click thetemplate that you want toapply in the New dialog boxor on the Welcome screen.You can also turn an existingfile into a template by saving it inthe program’s template format.

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You can save your data to reuse it orshare it with others. You should alsofrequently save any file that you areworking on in case of a power failure orcomputer crash. When you save a file,you can give it a unique filename, andstore it in a particular folder or drive.


2 Click the Save or Save As button.

l For subsequent saves, you can click the Savebutton ( ) on the Quick Access toolbar toquickly save the file.

Note: In Publisher, you can click the File menu and then click Saveor Save As.

l If you click the arrow on the Save As button,you can view several save options that you canapply.

The Save As dialog box appears.

3 Click the Save in to navigate to the folder ordrive to which you want to save the file.

4 Click the File name and type a name forthe file.

l To save the file in another format, click the Saveas type and choose a format.

5 Click Save.

The Office program saves the file and the newfilename appears on the program window’s titlebar.

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FILE

FILE

FILE

Each Office program saves to a default file type. Forexample, an Excel workbook uses the XLSX file format.If you want to save the file in a format compatible withprevious versions of Office, you must save it in theappropriate format, such as Excel 97-2003 Workbook(*.xls) for previous versions of Excel.

Save a File

Save a File

22

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Open an Existing File

You can open a file that youpreviously worked on to continueadding or editing data. Regardless ofwhether you store a file in a folderon your computer’s hard drive, on afloppy disk, or on a CD, you caneasily access files using the Opendialog box.

With the exception of Outlook, each Officeprogram automatically lists your most recentfiles to the right of the File menu or in theGetting Started screen.


2 Click the Open button.

l You can also open a recent file byclicking a filename listed in the RecentDocuments list on the Office menu.

Open an Existing File Working with Files chapter2

OFFICE FEATURES

23

The Open dialog box appears.

3 Click the Look in to navigate to thefolder or drive where you stored thefile.

l You can look for a specific file typeusing the Files of type .

4 Click the name of the file that you wantto open.

5 Click Open.

The file opens in the program window.

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You can close a file that you areno longer using without closingthe entire program window.When you close unnecessary files,you free up processing power onyour computer.


2 Click the Close button.

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FILE

FILE

FILE

FILE

Close a File

Close a File

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The file closes.

l In this example, the Excel programwindow remains open.

Note: To learn how to close the program entirely, seeChapter 1.

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Print a File

If you have a printer connected toyour computer, you can print yourMicrosoft Office files. You can senda file directly to the printer using thedefault printer settings, or you canopen the Print dialog box and makechanges to the printer settings.These settings may vary slightlyamong Office programs.


2 Click the Print button.

l You can click the arrow on the Print buttonto display several print options. You canclick the Print command to open the Printdialog box.

If your Quick Access toolbar displays theQuick Print button, you can click it to print afile without adjusting any printer settings.

Print a File Working with Files chapter2

OFFICE FEATURES

25

The Print dialog box appears.

l You can choose a printer from the Namedrop-down list.

l You can print a selection from the file, orspecific pages using the available settings.

l You can specify a number of copies to print.

l You can click here for more printer options.

3 Click OK.

The Office program sends the file to theprinter for printing.

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You can use the Cut, Copy, and Pastecommands to copy data within aprogram, or move and share dataamong Office programs. For example,you might copy a graphic from Wordand place it in a PowerPoint slide, orcopy data from Excel to display in aPublisher publication. You can alsodrag and drop data to move and copyit within a file.

CUT AND COPY DATA

1 Select the data that you want to cut orcopy.

2 Click the Home tab.

3 Click the Cut button ( ) to move data, orthe Copy button ( ) to copy data.

Note: You can also use keyboard shortcuts to cut and copy.Press + to cut or + to copy.

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GLUEThe Copy command makes a duplicate of theselected data, while the Cut command removes thedata from the original file entirely. When you copyor paste data, the Windows Clipboard stores ituntil you are ready to paste it into place.

Cut, Copy, and Paste Data

Cut, Copy, and Paste Data

26

The data is stored in the WindowsClipboard.

4 Click the point where you want to insert thecut or copied data.

You can also open another file to which youcan copy the data.

5 On the Home tab, click the Paste button.

Note: You can also press + to paste data.

l The data appears in the new location.

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DRAG AND DROP DATA

1 Select the data that you want to cut orcopy.

2 Click and drag the data to a new location.

The changes to .

To copy the data as you drag it, you canpress and hold the key.

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Can I cut or copy multiple pieces of data?Yes. You can cut or copy multiple pieces of data, andopen the Office Clipboard task pane to paste thedata. The Office Clipboard holds up to 24 items. Youcan paste them in whatever order you choose, oryou can opt to paste them all at the same time. Todisplay the task pane, click the Clipboard button inthe Clipboard tools group onthe Ribbon’s Home tab. TheOffice Clipboard is just oneof many task panes that areavailable in the Officeprograms.

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PASTE

PASTE

OFFICE FEATURES

3 Release the mouse to drop the data inplace.

The data appears in the new location.

When I cut or copy data, an icon appears.What is it?The Paste Options smart tag ( ) may appearwhen you perform any cut or copy task. Click thesmart tag to view a drop-down list of relatedoptions for the task. Click an option from the list toactivate the option. If you ignore the tag, itdisappears. To turn the feature off, click the Officebutton, and then click the Optionsbutton for the program, such as WordOptions if you are using Word. Clickthe Advanced tab, and then clickthe Show Paste Options Buttonscheck box ( changes to )under the Cut, Copy, and Pastesettings. Click OK to save the newsettings and exit the dialog box.

Apply Style

PASTEPASTE

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You can use the Office View tools todisplay different views of your documents.You can view multiple files in your Officeprograms to compare data or formattingbetween files. For example, you mightwant to view two open Word documentsside by side to check notes, or view twoExcel workbooks to compare similar data.You can choose to view files horizontallyor vertically.

1 Open two or more files.

2 Click the View tab.

3 Click Arrange All.

Note: In Excel, the Arrange Windows dialog box opens,and you can select how you want to display multiple files.

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Gallia est omnis divisa in partes tres, quarum unam incolunt Belgae, aliam Aqui-tani, tertiam qui ipsorum lingua Celtae, nostra Galli appellantur. Hi omnes lingua, institutis, legibus inter se differunt. Aquitanis Garumna flumen, Matrona et Sequana dividit. nium fortissimi sunt Belgae, quod a cultu atque humani-inciae longissime absunt, ad eos mercatores saepe atque ea quae ad effeminan-os pertinent important, sunt Germanis, qui trans colunt, quibuscum conti-um gerunt.

ltica

Belgica

GalliaNarbonensis

egibus e differunt.mna flumequana divimi sunt Be

ltu atque

ongissime

s mercat

ea quae adWhen working with a particularly long document, youcan choose to view different portions of the samedocument by splitting it into two scrollable panes.

View Multiple Files

View Multiple Files

28

l The files appear stacked.

l You can click the Close button ( )to close a file.

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What does the Switch Windowsbutton do?If you open two or more documents, youcan click the Switch Windows button onthe View tab, and then click the documentthat you want to view. The SwitchWindows button displays a menuthat lists every open Worddocument. You can use thisfeature to quickly display thedocument that you want toedit. In previous versions ofWord, the list of open filesappeared in the Window menu.

OFFOFFOFFOFFOFF

ONON ONON

l You can click the View Side by Sidebutton on the View menu to view the twoopen files vertically.

l You can click here to scroll bothdocuments at the same time.


How do I redisplay full windowsagain?If you use the Arrange All command todisplay several open documents at once,you can click the Maximize button ( )inthe upper-right corner of a document paneto open the document to its fullwindow size again. Each opendocument has a set of windowcontrols — Minimize ( ),Maximize ( ), and Close ( ) — to control the individual document window.

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OFFICE FEATURES

l You can click the Split button to split asingle document into two scrollable panes.

Note: To return the page to a full document again, click theRemove Split button.

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You can turn your Microsoft Officefiles into HTML documents thatyou can post on the Web. When you activate the Save As Web pagecommand, you create a Web page filethat contains all of the necessaryHTML coding for it to be read byWeb browsers.


2 Click Save As.

Note: In Publisher, you can click File and then click theConvert to Web Publication command to convert apublication to an HTML page.

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Create an HTML File

Create anHTML File

30

The Save As dialog box appears.

3 Navigate to the folder where you want tosave the file.

4 Type a name for the file.

5 Click the Save as type and clickWeb Page (*.htm; *.html).

6 Click Change Title.

Note: The Save As dialog box only displays the Web pageoptions when you activate the Save as Web Page command.

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l The Set Page Title dialog box appears.

7 Type a title.

8 Click OK.

9 Click Save. 77

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Office Internet and Graphics Tools chapter3

Can I assign a password to a workbook?Yes. You can assign a password from the Save Asdialog box. Simply click the Tools button and clickGeneral Options. This opens the General Optionsdialog box. Type a password for the file and clickOK. Then retype the same password again toverify it. When you save the file, the password issaved along with the workbook.You can also use the GeneralOptions dialog box to add apassword that allows otherusers who know thepassword the opportunityto change the file.

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Worksheet 1 WWWWWorWorWorrkrkWW kkWW kskshkskshhhheet 1heet 1heet 1eet 11eeeeetet

oooor sshheeeeetee Worksheet Worksheet 3

Worksheet 3

Worksheet 2 Worksheet 2 Worksheet 2

WORKBOOKWORKBOOKWORKBOOKWORKBOOK

OFFICE FEATURES

l The file is saved as a Web page.

What does the Publish button do?If you are turning an Excel worksheet orPowerPoint slide into a Web page, and you areready to publish the Web page to a server, youcan click Publish in the Save As dialog box toopen the Publish as Web Page dialog box. Youcan then use the Publish as Web Page dialogbox to add spreadsheet functionality to the pageand designate a server pathand filename. When youactivate the Publishcommand, Officepublishes the pageand opens it in yourdefault browser todisplay the information.

.html.html.html

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You can insert hyperlinks intoyour files that open a Web pagewhen a user clicks them. Whenlinking to a Web page, you mustdesignate a Uniform ResourceLocator, or URL. This is theunique address that identifies theWeb page.

1 Select the text or image that you wantto use as a hyperlink.

2 Click the Insert tab on the Ribbon.

3 Click Hyperlink.

Note: In Word, click the Links button and then clickHyperlink.

Note: In Publisher, click the Insert Hyperlink button( ) on the Standard toolbar.

The Insert Hyperlink dialog box appears.

4 Click the type of document to whichyou want to link.

5 Select the page or type the address, orURL, of the page to which you want tolink.

l To browse the Internet to look for thepage, you can click the Web Searchbutton ( ) and open your defaultbrowser window.

6 Click OK.

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Home Insert Page Layout References Mailings Review ViewNew Document - Word

ShapesTablesTable

IllustrationsPicture Clip Art ChartA t

Cover Page Blank Page Page Break

PagesLinks

Hyperlink Bookmark Cross-reference Header & Footer

HeaderFooterPage Number# Text

Quick PartsWord ArtDrop Cap

Symbols

EquationSymbol

Favorite website

byChip Wiley

indycar.com - Windows Internet Explorer

indycar.com - Windows Internet Explorer

Windows Live

http://www.indycar.comindycar.com

PageTools

SCHEDULE | NEWS | STATS | DRIVERS | TECH | MULTIMEDIA | 101 | PADDOCK | STORE | FAN CLUB

INDYCAR.COMYou can also use hyperlinks to link to otherfiles on your computer. You must designatethe address or path of the page that youwant to link to when you add links to a file.

Add a Hyperlink

Add a Hyperlink

32

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How do I edit a link?To change a link, such as editing the Web pageURL, you can open the Edit Hyperlink dialog boxand make any necessary changes. Right-click thelink and click Edit Hyperlink from the shortcutmenu. The Edit Hyperlink dialogbox appears. You can use thedialog box to change thehyperlink text and address, orthe type of page that youwant to use in the link.

.html.html.html

The hyperlink is created.

7 To test the link, press and hold the mousebutton on the link for a moment and thenrelease.

The changes to on the link. 77


How do I remove a hyperlink?You can right-click a link and click RemoveHyperlink from the shortcut menu. Theassociated link is removed and the original textor image remains. To remove a hyperlink fromthe Edit Hyperlink dialog box, you canclick Remove Link.

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.html.html.html

OFFICE FEATURES

The default Web browser opens anddisplays the designated page.

l You can click to close the browserwindow.

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You can use AutoShapes to draw yourown shapes and graphics for yourdocuments, worksheets, slides, andpublications. You can choose from a large library of predrawn shapes in the AutoShapes palette. Once you draw a shape, the Format tab displays the Drawing tools that you can use toformat the shape, including tools forcontrolling the color and line thickness.


2 In the Illustrations group, click Shapes.

Note: In Publisher, you can click the AutoShapes tool( ) on the Objects toolbar to draw shapes.

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AutoShapes is just one of several features that you canfind on the Insert tab on the Ribbon in Word, Excel, andPowerPoint. You can also use AutoShapes in Publisher.Graphics tools are not available in Outlook or Access.

Draw AutoShapes

Draw AutoShapes

34

The full Shapes palette displays.

3 Click the shape that you want to draw.

The changes to .

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How do I add text to an AutoShape?To add text to a shape, you can click the Edit Textbutton on the Format tab that appears on theRibbon when you select the shape. After you typeyour text, you can format it with theformatting tools found on the Hometab of the Ribbon. When youactivate the Edit Text tool, theAutoShape converts to a textbox object.

4 Click and drag in the work area to drawthe desired shape.

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How do I remove an AutoShape?You can easily delete any AutoShape object thatyou add to a document. Simply click the shape toselect it, and then press . You can alsodelete objects using the Cut command, found onthe Home tab of the Ribbon.

35

OFFICE FEATURES

l When you release the mouse, the programcompletes the shape.

Note: You can move and resize the object or edit it with theDrawing toolbar buttons. See the “Move and Resize an Object”task to learn more.

l You can use these Shape Styles controls todefine the fill color, line thickness, andcolor of the shape.

Note: You can right-click a shape and click FormatAutoShape to open the Format AutoShape dialog box.

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You can add interest to yourOffice files by inserting clip artimages. Clip art is simplypredrawn artwork. Word, Excel,PowerPoint, and Publisher installwith the Office clip art collection.In addition, you can look formore clip art on the Web usingthe Clip Art task pane.

1 Click where you want to add clip art.

You can also move the clip art to adifferent location after you insert theart.

2 Click the Insert tab.

3 In the Illustrations group, click ClipArt.

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Home Insert Page Layout References Mailings

New DocumShapes

TablesTable

Illustrations

Picture Clip Art CharA

Cover Page Blank Page

Page BreakPages

Insert Clip Art

Insert Clip Art

36

The Clip Art task pane opens.

4 To search for a particular category ofclip art, type a keyword or phrasehere.

l To search in a particular collection,you can click the Search in andclick a collection.

l You can also search for clip art on theOffice Web site by clicking this link.

5 Click Go.

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How do I search for a particulartype of clip art, such as a photoor sound file?To search for a particular type ofmedia, click the Results should be

. The drop-down menu displaysa list of different media types.You can select or deselectwhich types to include inyour search. If you leavethe All media typescheck box selected ( ),you can search for amatch among all of theavailable media formats.

The Clip Art task pane displays anymatches for the keyword or phrase thatyou typed.

l You can use the scroll bar to move throughthe list of matches.

l To view information about a clip art image,you can move over the image.

6 To add a clip art image, click the image.

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How do I find details about theclip art?To find out more about the clip art’sproperties in the Clip Art task pane,move the over the image, click the , and then clickPreview/Properties. This opens the Preview/Properties dialog box,where you can learn more about the file size,filename, file type, itscreation date, and more.

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PROPERTIESPROPERTIESPROPERTIESPROPERTIESPROPERTIES

OFFICE FEATURES

l The clip art is inserted.

l The Picture tools appear on the Formattab.

You can resize or move the clip art.

Note: See the “Move and Resize an Object” task, later in thischapter, to learn more.

To deselect the clip art, you can clickanywhere else in the work area.

l You can click to close the pane.

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You can use the Microsoft ClipOrganizer to view clip art collectionson your computer. You can alsoinsert clip art from the Organizerwindow and place it in your Officefile. The Clip Organizer does exactlyas its name implies — it organizesclip art images and entire clip artcollections to suit the way you work.For example, you might place all ofthe clip art related to your companynewsletter in one collection.

1 Display the Clip Art task pane.

Note: See the previous task to learn how to open thispane.

2 Click Organize clips.

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BIRDS

View Clip Art with the Clip Organizer

View Clip Art with the Clip Organizer

38

The Microsoft Clip Organizer windowopens.

3 Click the Collection List button if the listis not already displayed.

4 Click a collection to expand thecollection list.

5 Click a category.

If some categories include subcategories,you can click a category to expand thelist.

l The Clip Organizer displays thumbnails ofavailable clip art.

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How do I download clip art from theWeb?You can click the Clip art on Office Onlinelink at the bottom of the Clip Art task pane toopen your default Web browser to the OfficeWeb site. From there, you can click a clip artcategory and locate the art that you want todownload. Simply select theimages that you want todownload, click theDownload link, andfollow the instructions.

l You can use these buttons to change howclip art displays in the window:Thumbnails ( ), List ( ) or Details ( ).

l To view information about a clip art image,you can move over the image.

To add a clip art image to the currentdocument, you can drag the clip art toyour work area.

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Can I copy clip art from one collection toanother?Yes. You can copy clip art from one collectionand paste it into another collection using theMicrosoft Clip Organizer. Simply click the clipart that you want to copy, andthen use the Copy ( ) andPaste ( ) buttons on theMicrosoft Clip Organizer’stoolbar to copy and pastethe clip art.

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PASTE

PASTE

OFFICE FEATURES

l You can click the Search button to displaysettings for conducting a search for clip arton your computer.

6 When you finish viewing the clip art, click .

The Microsoft Clip Organizer windowcloses.

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You can illustrate your Office fileswith images that you store on yourcomputer. For example, if you havea photo or graphic file from anotherprogram that relates to your Exceldata, you can insert it onto theworksheet. If you have a companylogo, then you can insert it onto aWord document.

1 Click the area where you want to adda picture.

You can also move the image to adifferent location after inserting it ontothe page.


3 In the Illustrations group, clickPicture.

Note: In Publisher, click the Picture Frame button( ) on the Objects toolbar.

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Image or picture files, also called objects inOffice, come in a variety of file formats, such asGIF, JPEG or JPG, and PNG. After you insert animage, you can resize and reposition it, as wellas perform other types of edits on the image.

Insert a Picture

Insert a Picture

40

The Insert Picture dialog box appears.

4 Navigate to the folder or drivecontaining the image file that youwant to use.

l To browse for a particular file type,you can click the Files of typeand choose a file format.

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If I am sharing my file with others, can Icompress the pictures to save space?Yes. You can take advantage of the newcompression features available in Office 2007 tocompress image files that you add to anydocument. Simply select the picture and display theFormat tab on the Ribbon. In the Picture Toolsgroup of commands, click theCompress Pictures button. Thisopens the Compress Picturesdialog box. Click the Optionsbutton to open theCompression Settings dialogbox, and fine-tune anysettings that you want to apply.Click OK, and then click OK againto compress the pictures.

5 Click the filename.

6 Click Insert. 55

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I made changes to my picture, and now I donot like the effect. How do I return thepicture to the original settings?You can click the Reset Picture button, located inthe Picture Tools group on the Format tab, torestore a picture to its original state. This commandremoves any edits that you applied to the image.Activating this command does not restore theoriginal size of the image.

41

OFFICE FEATURES

l The picture is added to the file.

l The Picture tools appear on the Formattab.

You may need to resize or reposition thepicture to fit the space.

Note: See the “Move and Resize an Object” task to learnmore.

To remove a picture that you no longerwant, you can click the picture and press

.

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You can quickly add a border toany picture or clip art imageusing the Picture tools. You canchoose a border color fromamong the many theme andstandard color selections. Youcan also assign a line weight tothe border to make thin or thickborders.

1 Double-click the picture that you wantto edit.

The Format tab appears on the Ribbonwith the Picture tools displayed.

2 In the Picture Styles group, click thePicture Border button.

3 Click a border color.

l To set a line thickness for the border,click Weight and click a thickness.

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Add a Picture Border

Add a Picture Border

42

l The new border is assigned to thepicture.

l To use a preset border, you canchoose from among the Picture styles.

Note: To set a border in Publisher, click theLine/Border Style button ( ) on the Picturetoolbar.

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PICTURE

PICTURE

PICTURE

PICTURE

Add a Picture Effect

You can use the new PictureEffect tool to assign unique andinteresting special effects to yourpictures and clip art graphics.For example, you can make theedges of an image seem to glow,or create a mirrored reflectioneffect.

Keep in mind that the Picture Effects tool isnot available in Publisher.

1 Double-click the picture that you wantto edit.

The Format tab appears on the Ribbonwith the Picture tools displayed.

2 In the Picture Styles group, click thePicture Effects button.

3 Click an effect category.

4 Click an effect style.

As you drag over each effect in themenu, the picture displays what theeffect looks like when you apply it.

Add a Picture Effect Office Internet and Graphics Tools chapter3

OFFICE FEATURES

43

l The new effect is assigned to thepicture.

Note: To cancel any picture effect, display the PictureEffect menu again and the style that you applied, and thenselect the No option at the top of the category palette toundo the effect.

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You can use the WordArt feature toturn text into interesting graphicobjects to use in your Office files.For example, you can create archedtext to appear over a range of data inExcel, or vertical text to appear nextto a paragraph in Word. You cancreate text graphics that bend andtwist, or display a subtle shading ofcolor.

1 Click the area where you want to adda WordArt object.

You can also move the WordArt objectto a different location after inserting itonto the page.


3 In the Text group, click WordArt.

4 Click a Quick Style.

Note: In Word, the WordArt Gallery menu appears, andyou can choose a style in the same way as in previousversions of Office.

Note: In Publisher, click the Insert WordArt button( ) on the Objects toolbar.

l The WordArt text box appears.

5 Select the text and replace it with yourown text.

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In Word, the WordArt feature works the same asin previous versions of Office. In PowerPoint andExcel, the feature works a bit differently, asshown in this task.

Insert a WordArt Object

Insert a WordArt Object

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How do I edit my WordArt text?To edit the WordArt text, simply click theWordArt text box and select the text thatyou want to change. When you type yourchanges, the object immediatelyreflects the new text. To editthe appearance of theWordArt object, use theWordArt Styles tools,located on the Formatmenu on the Ribbon. WordArt

6 Click the Text Effects button.

7 Click Transform.

8 Click a transform style.

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How do I remove a WordArt object?To remove the object entirely, click theWordArt text box, and then press .In Excel and PowerPoint, you can alsoremove the WordArt style, and still keep the text. To do so, click the WordArt textbox, click Quick Styles on theFormat tab, and then clickClear WordArt.

45

OFFICE FEATURES

l The WordArt object is transformed.

You can resize or move the image.

l You can click here to change the text style.

l You can click these options to change thefill color and text color.

Note: See the next task, “Move and Resize an Object,” tolearn more.

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You can move and resize any clipart, image, or shape that you placein a file. Clip art, images, andshapes are also called objects inOffice. When you select an object,it is surrounded by handles thatyou can use to resize it.

MOVE AN OBJECT

1 Click the object that you want tomove.

The changes to .

2 Drag the object to a new location onthe worksheet.

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11

Worksheet 3 Worksheet 3 Worksheet 3

Move and Resize an Object

Move and Resize an Object

46

l As soon as you release the mouse, theobject moves to the new location.

Note: When moving the object to fit with text, you mayneed to adjust the object’s text wrapping settings. Seethe “Control Text Wrapping” task to learn more.

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Can I also use the Cut, Copy, and Pastecommands to move or copy an object?Yes. You can easily cut, copy, and pasteobjects around your Office files. Simply selectan object and then apply the commands. Youcan find the commands on theHome tab on the Ribbon inWord, Excel, and PowerPoint.In Publisher, you can click

, , or on theStandard toolbar, or youcan click the Edit menuto apply the commands.

PASTE

PASTE

RESIZE AN OBJECT

1 Click the object that you want to resize.

The changes to .

2 Drag a selection handle to resize theobject.

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Can I resize an object and keep thescaling proportional?Yes. To maintain an object’s height-to-widthratio when resizing, press and hold while dragging a resizing corner handle. Toresize from the center of the object in twodimensions at thesame time, press andhold whiledragging a cornerhandle.

47

OFFICE FEATURES

l As soon as you release the mouse, theobject is resized.

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You can rotate and flip objectsthat you place on your documents,worksheets, slides, or publicationsto change the appearance of theobjects. For example, you mightflip a clip art image to faceanother direction, or rotate anarrow object to point elsewhere on the page.

ROTATE AN OBJECT

1 Click the object that you want torotate.

l A rotation handle appears on theselected object.

2 Click and drag the handle to rotate theobject.

The changes to .

11

22

Rotate and Flip Objects

Rotate and Flip Objects

48

l When you release the mouse, theobject rotates.

Note: You can also use the Rotate button on theFormat tab on the Ribbon to rotate an object 90 degreesleft or right.

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How do I rotate text?The easiest way to rotate text is to create aWordArt object to rotate. You can learn howto create a WordArt object in the “Insert aWordArt Object” task, earlier in thischapter. After you create theWordArt, you can rotate itusing the steps shown inthis task. You can alsochoose from severalpreset vertical text stylesamong the WordArtstyles.

FLIP AN OBJECT

1 Click the object that you want to flip.

2 Click the Rotate button on the Format tab.

3 Click Flip Vertical or Flip Horizontal.

Note: In Publisher, you can click the Arrange menu to findthe Rotate and Flip commands.

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Is there a way to constrain how muchrotation occurs when I drag the rotationhandle?Yes. To constrain the rotation to 15-degreeangles, press and hold while rotatingthe object using the rotation handle. You canalso choose to rotate the object in 90-degreeincrements by clicking the Rotatebutton on the Format tab, andthen choosing the RotateRight 90° or RotateLeft 90° command.

49

ROTATION

ROTATION

O ATION

RRROOOTTTAAATTTIIIOOONNN

DEGREE OF

DEGREE OF

OFFICE FEATURES

l The object flips.

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You can crop a picture that youadd to any Office file to create a better fit or to focus on animportant area of the image. TheCrop tool, located on the Formattab, can help you crop out partsof the image that you do notneed. You can also crop clip artpictures.

1 Double-click the image that you wantto edit.

The Format tab opens and displaysthe Picture tools.

2 Click the Crop button.

Note: In Publisher, click the Crop button ( ) on thePicture toolbar to crop a picture.

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Crop a Picture

Crop a Picture

50

l Crop handles surround the image.

3 Move the mouse over a crop handle.

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How can I reduce the overall file size of animage that I use in an Office file?Image files are notorious for consuming largeamounts of file space, and when you insert a largeimage into a document or worksheet, it adds to thesize of the file. You can use the Compress Picturestool on the Ribbon’s Format tab to reduce theresolution of an image or todiscard extra information fromcropping the image. Click theCompress Pictures button to openthe Compress Pictures dialog box,and then click the Options button toopen the Compression settingsdialog box, which offers severaloptions to help you to control theoverall file size of an image.

The changes to .

4 Click and drag a crop handle to crop outan area of the image.

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55


How can I return the image to its originalstate before cropping?You can click the Reset Picture button in theFormat Picture dialog box to reset the image to thesize it appeared when you first inserted it onto yourworksheet. Any cropping or otheredits that you made to theimage are discarded. Clickthe Size button, which islocated in the bottomright corner of the Sizecommand group on theRibbon. The Size dialogbox appears. Click theReset button on the Sizetab to resize the image.

51

OFFICE FEATURES

l When you release the mouse button, theimage is cropped.

5 You can continue cropping other edges ofthe image.

Note: See the “Move and Resize an Object” task, earlier inthis chapter, to learn how to resize an image.

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You can add shadow and 3-Deffects to your AutoShapes, lines,arrows, and any other shapes thatyou create. You can also addshadow and 3-D effects to clip artand picture objects that you insertinto a document. Adding shadowand 3-D effects can give an objectthe illusion of depth on the page.

ADD A SHADOW

1 Select the object to which you want toadd shadow effects.

2 Click the Shape Effects button on theFormat tab.

Note: In Word, you can click the Shadow Effects tool todisplay a palette of preset shadow styles.

3 Click Shadow.

4 Click a shadow style.

Note: In Publisher, click the Shadow Style button ( )on the Formatting toolbar to apply a shadow effect.

The shadow is applied to the object.

l This example applies a perspectiveshadow.

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Add Shadow and 3-D Effects

Add Shadow and 3-D Effects

52

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Is there a way to fine-tune a shadoweffect?Yes. You can click the More Shadows link, atthe bottom of the Shadow palette in the ShapeEffects or Picture Effects menu, to access theFormat dialog box. Click the Shadow category inthe dialog box to find options to adjust theshadow effect. These options include severalsettings for changing the angle anddistance of the shadow effect.The dialog box also includes abutton for changing the colorof the shadow effect. You canexperiment with the optionsto create just the right shadowfor your object.

ADD A 3-D EFFECT

1 Select the object to which you want to adda 3-D effect.

2 Click the Shape Effects button on theFormat tab.

Note: In Word, you can click the 3-D Effects tool to displaya palette of preset 3-D styles.

3 Click 3-D Rotation.

4 Click a 3-D style.

Note: In Publisher, you can click the 3-D Style button ( )on the Formatting toolbar to apply a 3-D effect.

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Can I edit the way in which my 3-D effect isapplied to a shape?Just like the shadow effect, you can fine-tune the3-D effect using the 3-D Format category in theFormat dialog box. Click the Shape Effects orPicture Effects button on theFormat tab, click 3-DRotation, and then clickMore 3-D Settings. Thedialog box includes acategory for adjusting therotation settings and the 3-D format.

53

in startling

OFFICE FEATURES

l The 3-D effect is applied to the object.

Note: You can also find preset 3-D bevel effects listed in thePreset category on the Shape Effects palette.

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You can control the placement ofobjects, such as AutoShapes, inyour document to createdifferent kinds of effects. Forexample, you might layer twoshapes on top of each other tocreate a logo, or you mightgroup several shapes together inorder to move them around thedocument more easily.

CHANGE OBJECT ORDER

1 Double-click the object that you wantto adjust.

l Handles appear around the selectedobject.

2 Depending on how you want toarrange the objects, click the Bring toFront or Send to Back button on theFormat tab.

3 Click a placement.

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Arrange Objects

Arrange Objects

54

The object moves forward orbackward in the layer order.

l In this example, the heart shape nowappears behind the banner.

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How do I align shapes?You can use the Align controls in the Formattab of the Ribbon to align and distribute shapesevenly on the page. For example, you mightwant to line up three shapes on the left side ofa document. To do so, select thefirst shape, and then pressand hold whileselecting the additionalshapes that you want toalign. Next, click theAlign button on theFormat tab and click analignment. The shapes alignimmediately.

GROUP OBJECTS

1 Click the first object that you want toinclude in a group.

l Handles appear around the selectedobject.

2 Press and hold and click the nextobject that you want to include in thegroup.

You can continue clicking other objects toadd to the group.

3 Click the Group button on the Format tab.

4 Click Group.

l The objects are grouped as one unit.

l A single set of handles replaces themultiple selection handles around theentire group.

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Is there another way to select andgroup multiple objects?Yes. If you have several objects scatteredaround a page, you can drag a selectionhandle around them to create a group.Simply click and drag across thepage to include each objectin the selection rectangle.When you release themouse button afterdragging across theobjects, the objects areautomatically grouped foryou.

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GROUP

OFFICE FEATURES

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You can control the way in whichyour document’s text wrapsaround any object that you placeon a page. For example, youmight want the text to wraptightly around a clip art graphic,or to make the text appear tooverlap a shape.

1 Click the object that you want to wrap.

2 Click the Text Wrapping button onthe Format tab.

3 Click a wrap style.

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3322

Control Text Wrapping

Control Text Wrapping

56

The wrap style is applied.

l This example wraps the text squarelyaround the clip art object.

Note: Text wrapping is not available in PowerPoint.

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Recolor a Picture

You can use the Recolor commandto quickly recolor a clip art objector a picture. For example, youmight want to choose a color thatmatches the other elements in yourdocument. You can choose fromseveral preset color modes, in lightand dark variations.

1 Double-click the clip art or picture thatyou want to edit.

2 Click the Recolor button on the Formattab.

3 Click a color style.

Recolor a Picture Office Internet and Graphics Tools chapter3

OFFICE FEATURES

57

l The new color setting is applied.

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You can use the SmartArt featureto create all kinds of diagrams toillustrate concepts and processes.For example, you might insert anorganizational diagram in adocument to show the hierarchyin your company, or you mightuse a cycle diagram to showworkflow in your department.


2 Click the SmartArt button.

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Home Insert

Page Layout Reference

s Mailings Review V

iewNew Document - W

ord

Shapes

TablesTable Illustra

tionsPicture Clip Art ChartA

Cover Page

Blank Page

Page Break

Pages

Links

Hyperlink

Bookmark

Cross-reference Header & Footer

HeaderFooterPage Number

#Text

Quick Parts

Word ArtDrop Cap Symbols

EquationSymbol

Choose a SmartArt Graphic? X

Add SmartArt

Add SmartArt

58

The Choose a SmartArt Graphic dialogbox appears.

3 Click a category.

4 Click a chart style.

5 Click OK.

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Can I resize my diagram?Yes. The diagram is an object that you can moveand resize just like other objects in theMicrosoft Office programs. To move or resize adiagram, see the “Move and Resize an Object”task. You can also use the controlon the Diagram toolbar tochange the sizing of thediagram layout, such asfitting the diagram to thecontents or expanding thechart. Click Layout onthe Diagram toolbar toview your options.

The diagram and placeholder text boxesappear, along with the Text pane.

6 Click in a text box, or click in the Text pane,and type the text for the item.

l You can change the layout here. 66

77

66


Can I change a shape’s position orshape in the diagram?Yes. To change the position, click the shapeelement in the diagram, and then click thePromote or Demote button in the CreateGraphic group on the Designtab. To change the shape toa new shape, first click theshape to select it, then clickthe Format tab and clickthe Change Shape buttonin the Shape Styles group.

59

OFFICE FEATURES

7 Continue typing text in each diagram textbox.

l To add another text box and element tothe diagram, click the Add Shape button.

l To change the shape style, click anothershape from the SmartArt Styles group.

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part

IIIIIIIIIIPart II: Word

You can use Word to tackleany project involving text,such as correspondence,reports, and more. Word’sversatile formatting featuresallow you to enhance your textdocuments with ease, and addadditional elements such astables or headers and footers.Word offers a variety of editingtools to help you make yourdocument look its best. In thispart, you learn how to buildand format Word documentsand tap into Word’s manytools to preview, proofread,and print your documents.

Home Insert


s Mailings Review V

iewNew Document - W

ord

Shapes



Cover Page

Blank Page

Page Break

Pages

Links

Hyperlink

Bookmark



#Text

Quick Parts


EquationSymbol

? X

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IIIIIIIIChapter 4: Adding Text......................................62

Chapter 5: Formatting Text ..............................78

Chapter 6: Working with Tables....................102

Chatper 7: Adding Extra Touches ................116

Chapter 8: Reviewing and Printing Documents ....................................132

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As you work with Word, you can chooseseveral ways to view your documents.For example, you can use the Zoom toolto control the magnification of yourdocument. You can also choose fromfive different layout views: PrintLayout, Outline, Web Layout, FullScreen Reading Layout, and Draft.

USE THE ZOOM TOOL

1 Drag the Zoom button on the Zoombar.

l You can also click a magnificationbutton to zoom in or out.

11

Home Insert Page Layout References Mailings Review View

New Document - Word

Shapes TablesTable

IllustrationsPicture Clip Art Chart


Pages Links

Hyperlink Bookmark Cross-reference

Header & Footer

HeaderFooterPage Number#

Text


Symbols

EquationSymbol


ShapesTables

Table IllustrationsPicture Clip Art ChartCover Page

Blank Page Page BreakPages

Links

Hyperlink Bookmark


HeaderFooter

Page Number# Text

Quick PartsWord Art

Drop Cap Symbols

EquationSymbol


Insert Insert

New Document - Word

ShapesShapShapesT blesTables

Table IllustrationsPicture Clip Art ChartA tCover Page

Blank Page Page Break PagP gPPages

ksLinks

Hyperlink Bookmark

Cross-reference H d & FHeader & Footer

HeaderFooter

Page Number########## Text

Quick PartsWord Art

Drop Cap SymbSymSSymbols

EquationSymbol

Print Layout view shows margins, headers, andfooters. Outline view shows the outline levels in adocument. Web Layout view displays a Web pagepreview of your document. Full Screen Reading Layoutview optimizes your document for easier reading.Draft view shows a draft version of your document.

Change Word’s Views

Change Word’s Views

62

l Word applies the magnification to thedocument.

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You can use Word’s basicformatting commands — Bold,Italic, and Underline — to quicklyadd formatting to your text. Thesethree formatting styles are themost common ways to change theappearance of text in a document.

1 Select the text that you want to format.

Note: See Chapter 4 to learn how to select text.

2 Click the Home tab on the Ribbon.

3 Click a formatting button.

You can click Bold ( ) to make text bold.

You can click Italic ( ) to italicize text.

You can click Underline ( ) to add anunderline to text.

Word applies the formatting to the text.

l This example applies bold formatting to thetext.

l To undo basic formatting, simply click theappropriate button again to toggle theformatting off, or click the Undo button ( ) on the Quick Access toolbar.

You can use keyboard shortcuts to quicklyapply formatting. Press + to applybold formatting, press + to applyitalics, or press + to applyunderlining.

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Home Insert


s Mailings Review V

iewNew Document - W

ord

Shapes



Cover Page

Blank Page

Page Break

Pages

Links

Hyperlink

Bookmark



#Text

Quick Parts


EquationSymbol

Lay t Re

w D

Layout Ryyout

New

ayout

New yym

H dHeader &

eaderFooterPage Numb

###########

Quick Parts

Word Artp Sy

H

HeadF

rts

SyySymyyyNewNRe

De

You can use Word’s basic formatting

commands – boldbold , italic, and underline –

to quickly add formatting to your text.

These three formatting styles are the most

common ways to change the appearance

of the text.

My Document

Add Basic Formatting

Add Basic Formatting

78

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Hi Lina!

We’re going to have a little celebration

this Friday...Won’t you and your family join

us for dinner and fun at 7:30?

See you there!

Louise Lamour

B Iab ATimes New 20 A

have ahave ahave a lihave a la lave aave a laaave aave a ve ave a lliititititBBBTimmTimmim

ti

family join

?0?

A

iti

family join

?0?

A

mmily joly joonon

Use the Mini Toolbar

Word’s new mini toolbar featuregives you quick access to commonformatting commands. The minitoolbar appears faintly when youselect text in a document. If youwant to use the toolbar, you canactivate its tools. If you prefernot to use the toolbar, you cancontinue working, and thetoolbar disappears.



l The mini toolbar appears faintly.

You can also right-click over theselected text to display the toolbar.

Use the Mini Toolbar Formatting Text chapter5

WORD

79

2 Move the mouse pointer over thetoolbar and click the tool that you wantto activate.

l Word immediately applies theformatting.

79

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You can change the font to alterthe appearance of text in adocument. For example, youmight change the font of the titleof your document. By default,Word 2007 applies Calibri toevery new document that youcreate. You can change the fontby using the Font tool.

QUICKLY CHANGE THE FONT

1 Select the text that you want toformat.



3 Click the Font .

4 Click a font.

Note: With Word’s Live Preview feature on, you canimmediately preview any font in the list by moving over it.

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New Document - Word

ShapesTables

Table

Illustrations

Picture Clip Art ChartA


Pages

Links


Header & Footer

HeaderFooter

Page Number

#

Text


Symbols

EquationSymbol

DDDDDDDDDDDDDDDDooooooooooooooocccccccuuument1umentD cum tummment Doocummeennt1 Document1 Document1

Change the Font

Change the Font

80

l Word applies the font to the text.

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USE THE FONT DIALOG BOX




3 Click the Font Dialog button ( ).

The Font dialog box appears.

4 Click the font that you want to apply.

You can also use this dialog box to changethe font style and size, and to apply othertext effects.

5 Click OK.

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Formatting Text chapter5

81

WORD

l Word applies the font change.

Can I change the default font and size that Word always applies to new documents?Yes. To change the default font and size, follow these steps:

1 Display the Font dialog box as shown in this task.

2 Click the font and font size that you want to set as defaults.

3 Click Default.

A confirmation prompt appears.

4 Click Yes.

5 Click OK.

The next time that you create a new document, Word applies the default font and size that you specified.

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You can change the font size toalter the appearance of text in adocument. For example, you canincrease the title text to appearlarger than the other text in yourdocument. Font sizes are measuredin points. By default, Word appliesa 11-point font size to every newdocument that you create. You canchange the font size to suit yourdocument needs.

QUICKLY CHANGE THE FONT SIZE




3 Click the Font Size .

4 Click a size.

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change change change change change change change

font size font size

font size font size

font size font size

Change the Font Size

Change the Font Size

82

Word applies the font size to the text.

l This example applies a 36-point fontsize to the text.

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How do I apply superscript or subscripttext?You can apply superscript and subscript text forreference numbers or scientific coding.Superscript text appears smaller and slightlyabove the baseline, while subscript textappears smaller and slightlybelow the baseline. Toapply superscript orsubscript text, simplyclick the Superscriptor Subscript buttons ( and ) on theHome tab of the Ribbon.

SCRIPTSCRIPTsubsubsub

supersupersuper

USE THE FONT DIALOG BOX





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Is there another way to change my fontsizes?Yes. You can click the Grow Font andShrink Font buttons ( and

) on the Home tabto quickly change the fontsize. Word increases ordecreases the font size witheach click of the button. Youcan also find these buttonson the mini toolbar whenyou move the mouse pointerover selected text or right-clickthe text.

83

WORD


4 Click the font size that you want to apply.

l You can use the scroll arrows to view thevarious sizes.

You can also type a size directly into theSize text box.

l You can also use this dialog box to changethe font style and size, and to apply othertext effects.

5 Click OK.

l Word applies the font size.

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You can add color to your Wordtext to enhance the appearance ofa document or to add emphasisto your text. When selecting text colors, you should avoidchoosing colors that make yourtext difficult to read.




3 Click the Font Color .

4 Click a color.

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Text

Add Color to Text

Add Color to Text

84

Word applies the color to the text.

l This example applies brown to thetext.

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Shapes TablesTable



PagesLinks


Header & Footer


Text


Symbols

EquationSymbol

Align Text

You can use Word’s alignmentcommands to change how text ispositioned horizontally on apage. By default, Word assignsthe Left Align command. Youcan also choose to center yourtext on a page, align it to theright side of the page, or justifyit so that it lines up at both theleft and right margins of thepage.



3 Click an alignment button.

Click the Align Left button ( ) to left-align text.

Click the Center button ( ) to centertext.

Click the Align Right button ( ) toright-align text.

Click the Justify button ( ) to justifytext between the left and right margins.

Word applies the alignment to the text.

l This example centers the text on thedocument page.

Align Text Formatting Text chapter5

WORD

85

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You can adjust the amount ofspacing that appears betweenlines of text in your paragraphs.For example, you may need toset double-spacing to allow forhandwritten edits in your printeddocument, or set 1.5 spacing tomake the paragraphs easier toread. By default, Word assignssingle spacing for all newdocuments that you create.



3 Click the Line Spacing button ( ).

4 Click a line spacing option.

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Shapes TablesTable

IllustrationsPicture Clip Art ChartA


Pages Links


Header & Footer


Text


Symbols

EquationSymbol

me Ins

ShShape

me ns

Shapes

Line 1LLLLLLLLiiiiiiiiiiiiinnnnnnnnnnnneeeeeeeeeee 11111111Line 1 LLLLLLLLLLLiiiiiine 2222222Linnee 22Line 2

ssencerence

rHeader & Footer

HeaderFooterPage Numberrgd & F

###########

LiLLLLLLLLiiiiissserenceere

H

LLLLLLLLiiiiHead

Set Line Spacing

Set Line Spacing

86

Word immediately applies the newspacing.

l This example applies 1.5 line spacing.

l To control the spacing that surroundsa paragraph, you can use the Beforeand After options in the Paragraphdialog box. Click the ParagraphDialog button ( ) to display thedialog box.

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SpacingSpacingSpacing


Shapes TablesTable

IllustrationsPicture Clip Art ChartA


Pages Links


Header & Footer


Text


Symbols

EquationSymbol

Set Character Spacing

You can control the spacingthat occurs between charactersin your text. For example, youmay want the title text of yourdocument to appear stretchedout across the top of the page,or you may need to condensethe spacing to make the titletext fit on one line.





Set Character Spacing Formatting Text chapter5

WORD

87


4 Click the Character Spacing tab.

5 Click the Spacing .

6 Click a spacing option.

l To decrease or increase the spacing, youcan click .

l You can see a preview of the spacinghere.

7 Click OK.

Word applies the formatting to your text.

87

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You can add color shading behindtext to create emphasis or to setthe text apart from the rest of thedocument. Word’s Shading featureallows you to choose from apalette of complimentary themecolors for your document, or youcan choose from standard colors.



3 Click the Shading button ( ).

4 Click a color.

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ererU

erU

Apply Color Shading

Apply Color Shading

88

l Word immediately applies the shadingbehind the selected text.

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3322

self-evident We hold these truths to be sacred

and undeniable; that all men are

created equal & independant, that

from that equal creation they

derive rights inherent & inalien-

able, among which are the preser-

vation of life, & liberty, & the

pursuit of happiness.

they are endowed by their Creator

with certain unalienable Rights,

these are Life, Liberty

and the pursuit of Happiness.

Highlight Text

You can use Word’s Highlighttool to add highlighting to textin a document. For example, ifyou share a document withothers, you can highlight asentence or paragraph that youadd to the page to draw attentionto the new addition. You mightalso highlight text that you wanta colleague to check. When youapply highlighting, you canspecify a highlight color.


2 Click the Text Highlight Color button( ).

3 Click a color.

4 Click and drag over the text that youwant to highlight.

Highlight Text Formatting Text chapter5

WORD

89

l Word applies the color highlighting tothe text.

l To undo highlighting, you can select thetext, click the Text Highlight Colorbutton ( ), and then click No Colorfor the highlight color.

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You can use the Format Painterfeature to copy formatting toother text in your document. For example, you may haveapplied a variety of formatting to a paragraph to create a certainlook. When you want to re-createthe same look elsewhere in thedocument, you do not have torepeat the same steps that youapplied to assign the originalformatting. Instead, you can“paint” the formatting to theother text in one swift action.

1 Select the text that contains theformatting that you want to copy.



3 Click the Format Painter button ( ).

4 Click and drag over the text to whichyou want to apply the same formatting.

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Copy Formatting

Copy Formatting

Copy Formatting

90

l Word immediately copies theformatting to the new text.

l To copy the same formatting multipletimes, you can double-click .

You can press to cancel theFormat Painter feature at any time.

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Clear Formatting

You can use Word’s ClearFormatting command toremove any formatting that isapplied to the document text.When you apply the ClearFormatting command, Wordremoves any formatting that isapplied to the text, and restoresthe default settings.

1 Select the text containing the formattingthat you want to remove.



3 Click the Clear Formatting button ( ).

Clear Formatting Formatting Text chapter5

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l Word immediately removes theformatting and restores the defaultsettings.

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You can use indents as anotherway to control the horizontalpositioning of text in adocument. Indents are simplymargins that affect individuallines of text or paragraphs. Youcan use indents to distinguishparagraphs on a page.

SET QUICK INDENTS

1 Click anywhere in the text line orparagraph where you want to indent.


3 Click an indent button.

You can click the Decrease Indentbutton ( ) to decrease theindentation.

You can click the Increase Indentbutton ( ) to increase theindentation.

l Word applies the indent change.

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Shapes TablesTable



Pages Links


Header & Footer


#

Text

Quick PartsWord ArtDrop Cap Symbols

EquationSymbol

YoYY u can use indentsYou can use indents

as another way to control horizontal

positioning of text

in your document.

Indent Text

Indent Text

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What is the difference between anindent and a tab?You can use tabs to create columnar textacross a page, whileindents control where aparagraph or line of textstarts in relation to themargins. However, youcan press to quicklycreate an indent for aline of text or for the firstline of a paragraph. Bydefault, pressing indents the text by 0.5inches.

SET PRECISE INDENTS

1 Click anywhere in the text line orparagraph where you want to indent.


3 Click the Paragraph Dialog button ( ).

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Can I set indents using the Word ruler?Yes. You can drag the indent marker ( ) on the ruler bar toquickly set an indent. If theruler is not displayed, move

over the top of the workarea and pause. The ruleropens and displaysmarkers for changing theleft indent, right indent,first-line indent, andhanging indent. You canmove over the markerto identify the correctmarker.

93

WORD

The Paragraph dialog box appears.

4 Type a specific indentation in the Left orRight indent text boxes.

l You can also click to set an indentmeasurement.

l To set a specific kind of indent, you can clickthe Special and then click an indent.

l The Preview area shows a sample of theindent.

5 Click OK.

Word applies the indent to the text.

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You can set off lists of informationin your documents by using bulletsor numbers. A bulleted list addsbullet dots in front of each listitem, while a numbered list addsnumbers in front of each list item.Bulleted and numbered lists canhelp you keep your informationbetter organized.

SET QUICK LISTS



3 Click a list button.

You can click the Bullets button ( ) tocreate a bulleted list.

You can click the Numbering button ( )to create a numbered list.

You can click the Multilevel button ( )to create a multi-level list.

Word applies the formatting to the list.

l This example shows a bulleted list.

To add more text to the list, you can clickat the end of the line and press ;Word immediately starts a new line in thelist with a bullet or number.

l To turn off a bulleted or numbered list,you can press twice after the lastitem in the list, or click the Bullets ( )or Numbering ( ) button.

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Lunch

11:30am Too Doo LLisst !

1. Groceries

2. Errands

3. Call Backs

milk meat eggs bread

Insurance Co.Gina

pick up glassesdry cleaning

Create Bulleted or Numbered Lists

Create Bulleted or Numbered Lists

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CHANGE BULLET OR NUMBER STYLES



3 Click either the Bullets or Numbering .

4 Click a style.

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l Word applies the new style.

Can I customize a style?Yes. You can create a customized style or control the positioning of bullets and numbers. Follow these steps:

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33

1 Click the Bullets or Numbering and then click Define New Bullet or Define New Number Format.

The Define New Bullet or Define New Number Format dialog box appears.

2 Set any options for the format and position of the bullets or numbers.

3 Click OK to close the dialog box.

Word applies the customized style.

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You can control the margins ofyour document pages. By default,Word assigns a 1-inch margin atthe top and bottom of a page,and a 1.25-inch margin on theleft and right sides of a page inevery new document that youcreate. You can set wider marginsto fit more text on a page, or setsmaller margins to fit less text ona page.

SET MARGINS USING PAGE LAYOUTTOOLS

1 Click the Page Layout tab on theRibbon.

2 Click the Margins button.

3 Click a margin setting.

l You can click Custom Margins tocreate customized margins for adocument.

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It’s a 50th

Birthday

Celebration

honoring Louise !

August 25th, 2pm

in the Breakroom.

Set Margins

Set Margins

98

l Word applies the new settings.

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How do I set new default margins for allof my Word documents?If your company or organization consistentlyuses the same margins, you can choose thosesettings as the default for every new documentthat you open in Word. Click the Marginsbutton on the Page Layout taband click the CustomMargins option. Thisopens the Page Setupdialog box. Set the newmargins using theoptions in the Marginstab, and then clickDefault.

SET MARGINS USING THE RULER

1 Move over the top edge of the workarea and pause to display the ruler.

The changes to .

2 Click and drag a margin area to move amargin.

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I set new margins, but my printer did notfollow them. Why not?Use caution when setting margins that are toowide. Some printers have a minimum margin inwhich nothing can be printed. For example, withmany printers, anything less than 0.25 inches isoutside the printable area. Be sureto test the margins, or checkyour printer documentation formore information.

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l Word immediately adjusts the margin inthe document.

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You can use Word’s styles to apply acollection of formatting specificationsall at the same time. For example, if acorporate report requires specificformatting for every heading, you canassign the formatting to a style andapply it whenever you need it. This can save you time that you wouldotherwise spend assigning multipleformatting settings over and overagain.

APPLY A QUICK STYLE



3 Click a style from the Styles list.

l You can click the More button ( ) tosee the full palette of available styles.

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Bullets

Borders

Styles

GLUE

Format with Styles

Format with Styles

100

Word applies the style.

l This example applies the Title style.

l You can click the Change Stylesbutton to customize the style set,colors, or fonts.

Word comes with a collection of preset styles thatyou can use. You can also customize the styles, aswell as create your own new styles.

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How do I remove a style that I no longer need?From the Home tab, display the full Quick Stylespalette and right-click overthe style that you want toremove. Click theRemove from QuickStyle Gallerycommand. Wordremoves the styleimmediately from theQuick Styles list.

Carpe Diem!

Carpe Diem!

Carpe Diem!

CARPE DIEM!

CARPE DIEM!

CARPE DIEM!

CARPE DIEM!

CARPE DIEM!

CARPE DIEM!

Capre

Die

m!

Capre

Die

m!

Carpe

Die

m!

CREATE A NEW QUICK STYLE

1 Format the text as desired and then selectthe text.


3 Click the More button ( ) in the Stylesgroup.

4 Click Save Selection as a New QuickStyle.

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How do I customize an existing style?Apply a style to your text and then leave the textselected. Click the Change Styles button on theHome tab, and then click the type of change thatyou want to make. For example, ifyou want to switch fonts, clickthe Fonts option andthen select another font.If you want to changestyle colors, click theColors option and thenselect another color set.

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CARP e diem!

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The Create New Style from Formattingdialog box appears.

5 Type a name for the style.

6 Click OK.

Word adds the style to the list of QuickStyles.

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You can use tables to present datain an organized fashion. Forexample, you can add a table toyour document to display a list ofitems or a roster of classes. Tablesare built with columns and rowsthat intersect to form cells. Youcan insert all types of data in tablecells, including text and graphics.

1 Click in the document where you wantto insert a table.


3 Click the Table button.

4 Drag across the number of columnsand rows that you want to set for yourtable.

l Word previews the table as you dragover cells.

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Add tableNote to self:

After you create a table, you can use tomove from one cell to another, or you can clickin the cell in which you want to add or editdata. As you type data, Word wraps the text tofit the current cell size.

Insert a Table

Insert a Table

102

l Word adds the table to the document.

5 Click inside a cell and type your data.

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3

LiLithium6.941

4

BeBeryllium9.012182

12

BeBeryllium

9.012182

282

22

20

CaCalcium

40.078

2882

38

SrStrontium

87.62

281882

56

BaBarium

137.327

28181882

88

RaRadium

(226)

2818321882

11

NaSodium

22.989770

281

19

KPotassium

39.0983

2881

37

RbRubidium

85.4678

281881

55

CsCessium

132.90545

28181881

87

FrFrancium

(223)

28321881

Insert a Quick Table

Word installs with a selection ofpreset tables that you can use inyour documents. For example, youcan insert a tabular-list style table,complete with subheadings, or adouble table.



3 Click Quick Tables.

l You can use the scroll bar to scrollthrough the available tables.

4 Click the table that you want to insert.

Insert a Quick Table Working with Tables chapter6

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l Word adds the table to the document.

You can click inside a cell and replacethe data with your own text.

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You can create a customized tableby drawing the table size andcontrolling how the rows andcolumns appear in your table.Using the Table and Borderstoolbar buttons, you cancustomize the line style, linethickness, and line color of theborders that you draw for yourtable cells.



3 Click Draw Table.

4 Drag across the document to draw anoutside border for your table.

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Draw a Table

Draw a Table

104

5 Drag an internal line to delineate a row orcolumn in your table.

6 Continue adding inner lines to build yourtable cells.

l You can click inside a cell and type yourtable data.

l When you select the table, you can usethe Design and Layout tabs to format andedit your table.

Note: You can find more drawing tools on the Design tab thatappears after you create a table.

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Adjust the Column Width or Row Height

After you create a table, you cancontrol the sizing of the innercells by adjusting the columnwidth or row height. Forexample, you may need to makea cell wider to accommodate along line of text, or you mayneed to make a cell largeenough in depth to hold aparticular graphic or chart.

1 Move the mouse pointer over the edgeof the cell where you want to adjust thesize.

The changes to .

2 Click and drag the border in the desireddirection to adjust the column width orrow height.

If you drag the top or bottom border of acell, the row height adjusts as you drag.

If you drag the left or right border ofa cell, the column width adjusts asyou drag.

3 Release the mouse.

Word adjusts the column width or rowheight.

l This example widens the column.

Adjust the Column Width or Row Height Working with Tables chapter6

WORD

107107

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You can add columns and rowsto your Word tables to add moredata. For example, you can inserta row to add another item to alist, or insert a column to addanother header to a table.

1 Click in the row or column where youwant to add another row or column, orselect the row or column.

If you select more than one row orcolumn, Word duplicates the numberwhen you activate the Insert command.

2 Click the Layout tab on the Ribbon.

3 Click an insertion option.

You can click Insert Above or InsertBelow to add new rows.

You can click Insert Left or InsertRight to add new columns.

l Word adds a column or row to thetable.

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Midterm

Test 2 Test 2 Midterm

85

92

89

87

84 84

Test 1

Marks

Test 1

Scott Scott Angela Angela

Jonathan

Jonathan 78 78

83 83 81 81

82 82 85

87 89

92

Add Columns and Rows

Add Columns and Rows

108

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Delete Columns or Rows

You can remove a column or rowthat you no longer need in yourtable. When you remove a columnor row, Word restructures theremaining cells to fill the void.

1 Click the row or column that you wantto delete.


3 Click the Delete button.

4 Click a deletion option.

You can also right-click the column orrow that you want to remove, and thenclick the Delete command.

Delete Columns or Rows Working with Tables chapter6

WORD

109

l Word deletes the column or row.

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You can combine two or moretable cells to create a larger cell.For example, you might mergecells to create a title across the topof your table, or you may mergetwo interior cells to create onelarge cell for a graphic or chart.

1 Select the cells that you want tomerge.

Note: See the “Select Table Cells” task, earlier in thischapter, to learn how to select cells.


3 Click Merge Cells.

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Merge Table Cells

Merge Table Cells

110

l Word creates one large cell.

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Split Table Cells

You can split table cells tocreate additional cells withinyour table. For example, youmight split a cell in order toshow two different choicesin a column or row.

1 Click inside or select the cell that youwant to split.

Note: See the “Select Table Cells” task earlier in thischapter, to learn how to select cells.


3 Click Split Cells.

The Split Cells dialog box appears.

4 Designate how many columns or rowsyou want to create in the split cell.

l You can type a number, or click tospecify a number.

5 Click OK.

l Word splits the cell.

Split Table Cells Working with Tables chapter6

WORD

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You can add instant formatting toyour Word tables by assigning oneof the many formatting styles thatare designed specifically for tables.Table styles offer a variety ofdesigns that include shading andcolor, borders, and fonts.

1 Click anywhere in the table that youwant to format.

2 Click the Design tab on the Ribbon.

3 Click a style from the Table Styles list.

l You can click the More button ( ) todisplay the entire palette of availablestyles.

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Spring Schedule Spring Schedule

Apply Table Styles

Apply Table Styles

112

l Word applies the style.

l You can toggle table parts on or offusing the Table Style Options checkboxes.

l You can click these options to changethe shading and borders.

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Change Cell Alignment

You can control the positioningof text within your table cells byusing the alignment commands.For example, you may want tochange the alignment for thecolumn headings in a table.Word’s table alignment optionsinclude the basic left, right,center, and justify alignments, aswell as vertical alignments, suchas bottom center or top right. Bydefault, Word aligns your tabletext to the left, inside each cell.

1 Select the cells that you want to format.


3 Click an alignment from the Alignmentgroup.

Change Cell Alignment Working with Tables chapter6

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113

Word applies the alignment.

l This example centers the headings inthe cells.

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You can move a table aroundyour document to betterposition it on a page. Forexample, you might positiona smaller table off to the sideof your document, or move atable to the top of a page.

1 Move the mouse over the upper-leftcorner of the table.

l A selection handle appears.

The changes to .

2 Click and drag the table handle tomove the table to a new area in thedocument.

l A dotted line marks the table locationas you move.

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Reposition a Table

Reposition a Table

114

3 Release the mouse button.

Word moves the table.

Note: You can control the text wrap around a tableusing the Table Properties dialog box. With the tableselected, click the Properties button on the Layout tabto open the dialog box. Click the Table tab to view thetext-wrapping options.

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Spring Schedules

Digital Photography

Class Time Teacher

Basic Landscaping

Jewelry- Making

Art History

Mon., Wed., Fri. 2:00-4:00

Tue., Thurs. 6:00-8:30

Mon., Wed., Fri. 9:00-12:00

Tue., Thurs. 9:00-12:00

Michelle Pauls

Tracy Cox

Janet Donaldson

Lee Ann Wollet

Spring Schedules

Digital Photography

Class Time Teacher

Basic Landscaping

Jewelry- Making

Art History

Mon., Wed., Fri. 2:00-4:00

Tue., Thurs. 6:00-8:30

Mon., Wed., Fri. 9:00-12:00

Tue., Thurs. 9:00-12:00

Michelle Pauls

Tracy Cox

Janet Donaldson

Lee Ann Wollet

Spring Schedules

Digital Photography

Class Time Teacher

Basic Landscaping

Jewelry- Making

Art History

Mon., Wed., Fri. 2:00-4:00

Tue., Thurs. 6:00-8:30

Mon., Wed., Fri. 9:00-12:00

Tue., Thurs. 9:00-12:00

Michelle Pauls

Tracy Cox

Janet Donaldson

Lee Ann Wollet

Spring Schedules

Digital Photography

Class Time Teacher

Basic Landscaping

Jewelry- Making

Art History

Mon., Wed., Fri. 2:00-4:00

Tue., Thurs. 6:00-8:30

Mon., Wed., Fri. 9:00-12:00

Tue., Thurs. 9:00-12:00

Michelle Pauls

Tracy Cox

Janet Donaldson

Lee Ann Wollet

Resize a Table

You can resize a table to adjust itsappearance in a Word document.For example, you may need toenlarge a table to make it morelegible, or you may need toreduce the table size to fit it inwith other text on the page.

1 Move the mouse over any area of thetable.

l A sizing handle appears in the lower-right corner of the table.

The changes to .

2 Click and drag the resizing handle toenlarge or reduce the table size.

Note: If you make the table too small, Word shortens thetable width but tries to fit all of the text in each cell byincreasing the table depth.

Resize a Table Working with Tables chapter6

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115

3 Release the mouse button.

Word resizes the table.

Note: You can control the text wrap around a table usingthe Table Properties dialog box. With the table selected,click the Properties button on the Layout tab to open thedialog box. Click the Table tab to view text-wrappingoptions.

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You can use Word’s themes to quickly adda professional look to your documents.Themes are predesigned sets of formattingthat include backgrounds, color schemes,and fonts. Because themes are sharedamong the Office programs, you can use a theme in your Word document to matchthe same theme in worksheets that youcreate with Excel, or slides that you createin PowerPoint.

APPLY A THEME


2 Click the Themes button.

3 Click a theme.

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NetworkNetwork

ThemesThemes

NatureNature

ThemesThemes

BordersBorders

ThemesThemes

BusinessBusiness

ThemesThemes

ChartsCharts

ThemesThemes

Abstract

ThemesThemes

My Choice

Themes

Themes

Dom Casual

Giddyup

Brush

Nueva

ComicBook

Nueva

Rocket

Sand

Viva

Techno

ColorColor

ThemesThemes

NoveltyNovelty

ThemesThemes

If you assign Word’s styles, such as headings andsubtitles, you can see the difference that an appliedtheme can make. The theme is even more pronouncedwhen you assign a background color to a page.

Assign a Theme

Assign a Theme

116

l Word immediately applies the themeto the current document.

l You can use these tools to change theformatting of the theme’s colors, fonts,and effects.

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How do I apply a background color tomy document?To add a background color, click the PageLayout tab on the Ribbon and then clickthe Page Color button in the PageBackground group of controls.When you click a color from the palette, Wordimmediately assigns it to the page.

CREATE A CUSTOM THEME

1 Apply a theme and edit the formatting tocreate the theme that you want to save.

2 Click the Page Layout tab on the Ribbon.

3 Click the Themes button.

4 Click Save Current Theme.

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Adding Extra Touches chapter7

Where can I find more themes to use withmy Word documents?You can visit the Office Web site to look for more themes that you can download onto yourcomputer. Click the Page Layout tab, click Themes,and then click Search Office Online. If you areconnected to the Internet, your browser opens anddisplays your default Web page tothe Office Web site. You can thendownload any themes thatyou find and add them tothe Document Themesfolder, which is the defaultfolder for all of the Officethemes.

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The Save Current Theme dialog box appears.

5 Type a unique name for the theme.

l By default, Word saves the theme to theDocument Themes folder so that it is accessiblein the Themes Gallery.

6 Click Save.

Word saves the theme and adds it to the list ofavailable themes.

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You can add borders to yourdocument text to add emphasis or make the document aestheticallyappealing. For example, you can add a border to a paragraph to bringattention to the text. You can alsoadd a border to the entire documentpage.

ADD A BORDER

1 Click anywhere in the text, or selectthe text to which you want to add aborder.


3 Click the Borders button ( ).

4 Click a border.

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44

COMPANY MEMOCOMPANY MEMOCOMPANY MEMOCOMPANY MEMO

The company picnic will take placeon Saturday, August 6. Please phoneJan to let her know how many guestsyou will be bringing!

You should not add too many effects, such asborders, to your document because it willbecome difficult to read.

Add Borders

Add Borders

118

l Word applies the border to the text.

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How do I add shading to my textinstead of a border?To add shading behind a block of text,you can use the Shading tool( ), which is located on theHome tab with the Paragraphgroup of tools. Simply clickthe Shading button ( )and click a color to apply.Word immediately appliesthe shading to the selectedtext. To learn more aboutthis feature, see the “ApplyColor Shading” taskin Chapter 5.

ADD A PAGE BORDER


2 Click the Page Borders button.

l The Borders and Shading dialog boxappears, and displays the Page Border tab.

3 Click the type of border that you want toadd.

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How do I create a custom border?You can use the Custom setting in the Borders andShading dialog box to create a custom border. Forexample, you might make each border line adifferent color or line thickness, or you might applytwo different line styles to a border. To create acustom border, click the Bordersbutton ( ) on the Home tab, andthen click Borders and Shading.Next, click the Custom settingon the Borders tab and assignthe options that you want toapply to the first line. Then click inthe Preview area where you wantthe line to appear. You can repeat thisprocess for each line that you want to add.When finished, click OK to apply the effects.

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BORDERSBORDERSBORDERSBORDERSBORDERS

WORD

l You can use these settings to select adifferent border line style, color, and width.

l You can set a graphical border using thisoption.

l The Preview area displays a sample of theselections.

4 Click OK.

l Word applies the border to the page.

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You can create columns in Wordto present your text in a formatsimilar to a newspaper ormagazine. For example, if you arecreating a brochure or newsletter,you can use columns to make textflow from one block to the next.

CREATE QUICK COLUMNS

1 Select the text that you want to placeinto columns.


3 Click the Columns button.

4 Click the number of columns that youwant to assign.

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EXTRA! EXTRA! EXTRA!

! EXTRA! EXTRA! EXTRA! EXTRA! EXTR

A! EXTRA! EXTRA! EXTRA! EXTRA! EXT

RA! EXTRA! EXTRA! EXTRA! EXTRA! EX

TRA! EXTRA! EXTRA! EXTRA! EXTRA! EX

XTRA! EXTRA! EXTRA! EXTRA! EXTRA! E

EXTRA! EXTRA! EXTRA! EXTRA! EXTRA

A! EXTRA! EXTRA! EXTRA! EXTR

Jim’s Weekly News

Create Columns

Create Columns

120

l Word immediately places the selectedtext into the number of columns thatyou specify.

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How do I wrap column text around apicture?You can control the text wrap for any object thatyou place in a Word document. To do so, right-clickthe picture or other object that you want to wrap,click the Text Wrapping command, and then clickthe type of wrapping that you want to apply. Forexample, Tight wrapping allows column text toflow neatly around the image,regardless of where you movethe image in the column area.You can also control textwrapping for a selected objectby using the Text Wrappingbutton on the Format tab.

CREATE CUSTOM COLUMNS

1 Select the text that you want to place intocolumns.


3 Click the Columns button.

4 Click More Columns.

The Columns dialog box appears.

5 Click a preset for the type of column stylethat you want to apply.

l You can also specify the number ofcolumns here.

l You can set an exact column width andspacing here.

l You can specify whether the columnsapply to the selected text or the entiredocument.

l You can include a vertical line separatingthe columns.

6 Click OK.

Word applies the column format to theselected text.

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How do I create a break within a column?You can add a column break by first clickingwhere you want the break to occur and thenpressing + + . Toremove a break, select it andpress . To return to aone-column format, clickthe Columns button onthe Page Layout tab, andthen select the single-column format.

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You can use headers and footers toadd text that appears at the top orbottom of every page. Headers andfooters are useful for ensuring thatevery page prints with a pagenumber, document title, authorname, or date. Header text appearsat the very top of the page outsidethe text margin. Footers appearat the very bottom of the page.

ADD A HEADER OR FOOTER


2 Click the Header button to add a header,or click the Footer button to add afooter.

3 Click the type of header or footer thatyou want to add.

This example creates header text.

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Headers and footers are built with fields that holdplaces for information that updates, such as pagenumbers or dates.

Add Headers and Footers

Add Headers and Footers

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4 To create header text, click the field in theheader area and type your text.

l You can click the Quick Parts button toinsert additional fields.

l You can insert more headers and footersusing these controls.

5 Click the Close Header and Footerbutton.

Word closes the Header and Footer tools.

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Can I remove a header or footer from thefirst page and keep it for the remainingpages?Yes. To do so, click the Header or Footer buttonon the Insert tab, and then clickEdit Header or Edit Footer.Next, click the DifferentFirst Page check boxin the Options group( changes to ). Ifyou want to remove theheader or footer for oddor even pages, click theDifferent Odd & EvenPages check box.

HEADERHEADERHEADERHEADERHEADER

FOOTERFOOTERFOOTERFOOTERFOOTER

l Word displays the header or footer on thedocument page.

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How do I remove a header or footer that Ino longer want?Click the Insert tab on the Ribbon and clickeither the Header or Footer button. Then clickthe Remove Header or Remove Footercommand at the bottom of themenu. Word immediatelyremoves the header orfooter from yourdocument.

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FOOTERFOOTERFOOTERFOOTERFOOTER

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EDIT A HEADER OR FOOTER


2 Click the Header or Footer button.

3 Click Edit Header or Edit Footer.

Word displays the Header and Footertools, and you can now edit the header orfooter text.

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You can add page numbers and pagebreaks to your documents to makethe pages more manageable. Forexample, adding page numbers tolonger documents can help you keepthe pages in order after printing.Adding page breaks can help youcontrol which text appears on whichpage of the document. Page numbersare added to the header or footerarea of the document.

INSERT PAGE NUMBERS


2 Click the Page Number button.

3 Click a location for the page numbers.

4 Click a page number style.

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23 23 23 23 23

24 24 24 24 24

Bui lding a Birdhouse

Bui lding a Birdhouse As a result, you should always make sure that you clean the bird feeder regularly, and that you change the bird seed often.

Insert Page Numbers and Page Breaks

Insert Page Numbers and Page Breaks

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l Word assigns page numbers to yourdocument.

5 Click Close Header and Footer toexit the header or footer area.

Note: See the “Add Headers and Footers” task tolearn more.

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Is there a faster way to insert a pagebreak?Yes. You can use keyboard shortcuts toquickly insert a page break as you type inyour document. You can insert a manualpage break by pressing + . Youcan also insert a softbreak by pressing

+ .PAGE 1PAGE 1PAGE 1

PAGE 2

PAGE 2

PAGE 2

INSERT PAGE BREAKS

1 Click in the document where you want toinsert a page break.


3 Click the Page Break button.

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Can I change the number style that isused in my document’s page numbers?Yes. Click the Page Number button on theInsert tab, and then click Format PageNumbers. This opens the Page NumberFormat dialog box. You can change thenumber style to Roman numerals,alphabetical numbering, andmore. You can also includechapter numbers with yourpage numbers.

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l Word assigns the page break.

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You can add a watermark to yourdocument pages to appear faintlybehind the text of your printeddocuments. For example, you mightadd a watermark to your memothat reads CONFIDENTIAL orURGENT. Watermarks can be textor pictures.

APPLY A WATERMARK


2 Click the Watermark button.

3 Click the watermark that you want toapply.

l You can use the scroll bar to scrollthrough all of the available choices.

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Add a Watermark

Add a Watermark

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l Word adds the watermark to everypage in your document.

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How do I remove a watermark that Ino longer want?Click the Page Layout tab on the Ribbonand then click the Watermark button.Click Remove Watermark. Wordremoves the watermark fromthe document.

WATERWATERMARKMARKWATERWATERMARKMARKWATERWATERMARKMARK

CREATE A CUSTOM WATERMARK


2 Click the Watermark button.

3 Click More Watermarks.

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How do I assign a picture as a watermark?To set a picture watermark instead of a textwatermark, click the Picture watermark option( changes to ) in the Printed Watermarkdialog box, and then click SelectPicture to open the InsertPicture dialog box. Locatethe file that you want touse and then return to thePrinted Watermark dialogbox to set any additionaloptions for the image.

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The Printed Watermark dialog boxappears.

4 Click the type of watermark that you wantto create ( changes to ), and set anyoptions for the watermark.

5 Click Apply to see a preview of the effect.

6 Click Close.

l Word adds the watermark to every page inyour document.

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You can use Word’s Find tool to search your document for aparticular word or phrase. You can use the Replace tool to replaceinstances of a word or phrase withother text. For example, you mayneed to search through a longdocument to replace a referencewith another name.

FIND TEXT

1 Click at the beginning of your document.


3 Click the Find button.

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Text Text New New Text Text New New

Find and Replace Text

Find and Replace Text

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l The Find and Replace dialog box appears,displaying the Find tab.

4 Type the text that you want to find.

5 Click Find Next or press .

l Word searches the document and finds thefirst occurrence of the text.

You can click Find Next again to search forthe next occurrence.

6 When finished, click Cancel.

Note: If Word displays a prompt box when the last occurrence isfound, click OK.

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Where can I find detailed searchoptions?You can click More in the Find and Replacedialog box to reveal additional search optionsthat you can apply. For example, you cansearch for matching text case,whole words, and more. Youcan also search for specificformatting or specialcharacters by clickingFormat and Special. Tohide the additional searchoptions, click Less.

REPLACE TEXT

1 Click at the beginning of your document.


3 Click the Replace button.

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Reviewing and Printing Documents chapter8

How can I search for and delete text?You can search for a particular word orphrase using the Find and Replace dialogbox, and remove the text completely fromthe document. Start by typing the text in theFind what text field. Leavethe Replace with text fieldempty. When you activatethe search, Word looks forthe text and deletes itwithout adding new text to the document.

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4 In the Replace tab of the Find and Replacedialog box, type the text that you want to find.

5 Type replacement text.

6 Click Find Next.

l Word locates the first occurrence.

7 Click Replace to replace the occurrence.

l To replace every occurrence in the document,you can click Replace All.

8 When finished, click Cancel.

Note: If Word displays a prompt box when the last occurrence isfound, click OK.

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You can use Word’s Spelling andGrammar check features to review yourdocument for spelling and grammaticalerrors. Although both features arehelpful, they are never a substitute forgood proofreading with your own eyes.Both features can catch some errors, butnot all, so you should take time to readover your documents for misspellings.

CORRECT A MISTAKE

1 When you encounter a spelling orgrammar problem, right-click theunderlined text.

The menu that appears shows possiblecorrections.

2 Click a correction from the menu.

l To ignore the error, you can click Ignoreor click Ignore All for all instances of theerror.

l To add the word to the built-in dictionary,you can click Add to Dictionary.

RUN THE SPELL CHECKER

1 Click the Review tab on the Ribbon.

2 Click the Spelling & Grammar button.

To check only a section of yourdocument, you can select the sectionbefore activating the spell check.

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Check Spelling and Grammar

Check Spelling and Grammar

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By default, Word automatically checks for spelling andgrammar problems. Misspellings appear underlinedwith a red wavy line. Potential grammar errors areunderlined with a green wavy line.

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l Word searches the document for anymistakes and displays the Spelling andGrammar dialog box if it finds an error.

3 Click Change to make a correction.

l To correct all of the misspellings of thesame word, you can click Change All.

l To ignore the error one time, you can clickIgnore Once.

l To ignore every occurrence, you can clickIgnore All or Ignore Rule.

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l When the spell check is complete, aprompt box appears.

4 Click OK.

5 Under the When Correcting Grammar in Word options, click Mark grammar errors as you type ( changes to ).

6 Click OK.

Word turns off the automatic checking features.

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How do I turn the automatic spelling and grammar checking off?To turn off the automatic checking features, open the Word Options dialog box. Then, follow these steps:


2 Click the Word Options button.

The Word Options dialog box appears.

3 Click the Proofing tab.

4 Under the When Correcting Spelling in Word options, click Check spelling as you type ( changes to ).

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Change Paper Size

You can change the size of yourdocument page to print to aparticular size of paper. Forexample, if you need to printyour memo on legal size paper,you can use the Page Setupdialog box to switch to theLegal or Executive paper size.By default, Word sets the paperto Letter size.


2 Click the Size button.

3 Click a paper size.

Note: To learn more about printing with Office, see Chapter 2.

Change Paper Size Reviewing and Printing Documents chapter8

WORD

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l Word applies the sizing to your document.

l To change the page orientation, click Orientationand choose an orientation setting.

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