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Your guide to Word 2007

About this workbook This workbook is designed to introduce you to Microsoft Word 2007. In this workbook you will learn how to create, save and print documents and how to alter the appearance of your document with different font sizes and types. Each section has exercises to help you find your way around Word 2007. Work through them at your own pace and repeat as necessary. Happy Word Processing!

© The University of Bolton 2008 1

Contents What is Word 2007? ........................................................................................ 3

Getting started – how to log on ........................................................................ 3

Getting into Word 2007 .................................................................................... 4

Word 2007 main page ...................................................................................... 5

Microsoft Office Button ..................................................................................... 5

Quick Access Toolbar ...................................................................................... 6

The Ribbon ...................................................................................................... 7

The Mini Toolbar .............................................................................................. 9

How do I create a document? ........................................................................ 10

How do I save my document? ........................................................................ 11

How to select text ........................................................................................... 13

Moving text around – cutting, copying & pasting ............................................ 14

Cutting and pasting ........................................................................................ 15

Copying and pasting ...................................................................................... 16

How do I delete text? ..................................................................................... 17

Changing font ................................................................................................. 18

Changing font style ........................................................................................ 19

How do I tidy up the text? .............................................................................. 20

How do I spell check my document? .............................................................. 22

How do I put in page numbers? ..................................................................... 23

How do I put pictures in my document? ......................................................... 25

Text wrapping ................................................................................................ 26

How do I print my document? ........................................................................ 27

How do I get out of Word 2007? .................................................................... 30


What is Word 2007? Word 2007 is a powerful word processing package, part of the Microsoft Office 2007 suite. A word processor is like an electronic typewriter. You can use it to type up assignments and create forms and CVs. Using Word 2007 is straightforward and easy.

Getting started – how to log on You can access Word 2007 from any of the computers in the Library. You will need your username and password to log on to the network. To find your username your student ID card should be placed on the card reader at the Information Desk. Your password will be based on your date of birth and six randomly generated digits, but you can change this to something you’ll be able to remember more easily.

username your student ID card should be placed on the card reader at the Information Desk. Your password will be based on your date of birth and six randomly generated digits, but you can change this to something you’ll be able to remember more easily.

1. Press Control, Alt and Delete simultaneously to log on. 1. Press Control, Alt and Delete simultaneously to log on.

A Windows Dialog Box will appear. A Windows Dialog Box will appear.

2. Enter your username in the first space (in lower case letters). 2. Enter your username in the first space (in lower case letters).

3. Press tab or click with your computer mouse in the 3. Press tab or click with your computer mouse in the

password box (left hand click). password box (left hand click).

4. Type in your password. 4. Type in your password.

5. Press return 5. Press return

Top Tip Top Tip You can change your password at any time, within the university, by pressing Control, Alt and Delete and clicking on Change Password. From outside the university, you can change your password at our web site: http://data.bolton.ac.uk/learning/computing/boltonpassword.htm

You can change your password at any time, within the university, by pressing Control, Alt and Delete and clicking on Change Password. From outside the university, you can change your password at our web site: http://data.bolton.ac.uk/learning/computing/boltonpassword.htm


http://data.bolton.ac.uk/learning/computing/boltonpassword.htm





Getting into Word 2007 First load Word 2007. To do this, you must click on the Start button in the bottom left-hand corner of your screen, then click on All Programs, Microsoft Office and Microsoft Office Word 2007.

Top Tip If you prefer not to use the mouse, press the Start key (or hold down CTRL and press ESC) to get the Start menu. Then simply use the cursor keys (up, down, left & right arrows) to move up to All Programs, Microsoft Office and Microsoft Word 2007 and press Enter to select.

Then click on Microsoft Office and Microsoft

Office 2007

Click on All Programs


Word 2007 main page When Word 2007 loads, it looks like the picture below.

Microsoft Office Button In the upper left corner of Microsoft Office 2007 applications Word, Excel, PowerPoint, Access and Outlook you will find the Office Button. It looks like

this a round button with the Microsoft Office logo on it. The Office Button has replaced the File menu found in earlier versions of the Office suite but it retains much the same functionality. Let’s take a look at what you can do when you click the Office Button. Clicking the button brings up a new window containing all the commands currently available to you. These include creating new documents, opening

Office Button Click here

to close Title Bar

The Ribbon

Scroll Bar

Status Bar Zoom slider


existing documents, saving documents, printing, options and a button to close the application.

Office Button

Click here to exit the application

Some commands offer a list of further options for you to choose from.

List of available commands

Click here to set options that control how the application works for you

Quick Access Toolbar

Directly to the right of the Office Button you will find the Quick Access Toolbar and as its name implies contains shortcuts to some frequently used functions.

Quick Access Toolbar

The default shortcuts include a save button and undo / redo commands. You can customise the Quick Access Toolbar by clicking the small arrow at end of the toolbar to include any other commands you may find useful.


Click here to customise the Quick Access Toolbar. The items with a tick next to them are the ones currently displayed on the toolbar

Top Tip You can also use the following keyboard shortcuts to perform the same basic commands found within the Office Button and on the Quick Access Toolbar: Save the current document CTRL+S Save As F12 Open a saved document CTRL+O Print the current document CTRL+P Create a new document CTRL+N Undo CTRL+Z Redo CTRL+Y

The Ribbon The Ribbon is a key part of the new user interface found in all Microsoft Office 2007 applications. The Ribbon has replaced the toolbars, menus and task panes that you were familiar with in previous versions of Word. It is a strip of buttons that run along the top all Microsoft Office applications and is designed to allow you direct access to all the commands the program has to offer. This means you no longer need to hunt through lots of menus to find the command you want! Let’s take look at how the ribbon is organised:


The Ribbon is organised into a series of tabs that group together related commands into task groups. For example, the Home tab contains text formatting commands along with clipboard functions that let copy and paste text and other objects within Word 2007. The Ribbon is a contextual menu. This means it will change its appearance to display all the commands that are relevant to the task you are currently performing. In the example below a table has been inserted into a Word document. Notice how the Ribbon now displays all the commands that you would need to format a table.

If you feel more comfortable using the more traditional dialog boxes found in the previous versions of Microsoft Office you can still access them by clicking on the small arrow icon in the bottom right of most task groups. This opens up a more traditional style of dialog box. For example, if you click the icon on the Font task group, the Font dialog box will open.

MS Office Word 2007 Help Tabs

Task Groups

Clicking here reveals a more traditional style dialog box


Since not all commands are directly available on the Ribbon, these dialog boxes remain a useful way to access more advanced commands you will use when you become more familiar with Word 2007.

The Mini Toolbar A useful formatting toolbar is the Mini Toolbar which allows you to quickly format your text regardless of which tab you are working under.

If you highlight any text, it will appear against a pale blue background to show the text has been highlighted as demonstrated above. A mini toolbar will also appear at the end of the selected text giving quick access to text formatting commands. Top Tip Initially the Mini Toolbar is semi transparent giving you a clear view of the text beneath. The Mini toolbar will also appear when you right-click on a portion of text.


How do I create a document? The text we are going to use to create the following document is taken from David Rudd’s ‘Essay Writing: A brief guide’ available in printed formats in the Library and available online at: http://www.bolton.ac.uk/Students/StudyResources/Library/HelpGuides/StudySkills/essays.pdf Exercise 1 Your screen should now look something like this:

Top Tip Don't worry about formatting things such as font styles, page numbering or justification, until you have typed in all your work. It is much simpler and safer to get all the information in first and then go back and format it.

1. Type in the following paragraph. An academic essay is a continuous piece of writing focusing on a particular issue, which is carefully framed by the title. The writer should define what the question is asking, then respond to it, supporting all statements with evidence, example, and logical argument.


http://www.bolton.ac.uk/Students/StudyResources/Library/HelpGuides/StudySkills/essays.pdf

http://www.bolton.ac.uk/Students/StudyResources/Library/HelpGuides/StudySkills/essays.pdf

How do I save my document? Once you have typed in a few lines you should save your work. Once you have typed in a few lines you should save your work. Exercise 2Exercise 2

1. In the Quick Access Toolbar click on and save your

document to the My Documents drive.

2. As this is your first document, a dialog box will appear entitled Save

As. Type in the file name Essay.

Top Tip To help you, Word 2007 either copies the first sentence or word of your document as a possible file name, or gives you “Doc1”. If you want to keep Word 2007’s choice of file name you don’t need to type anything here. However, it is important to give your document a recognisable name so that you will be able to find it easily in future.

Click on My Documents

Type the file name Essay in here


Now that you have saved your file, look at the blue bar at the top of the screen. It should now say . Top Tip Once you have saved your work and given it a name, all you need to do

to save fresh changes is to click on and all your work will automatically be saved under that filename. Remember to save your work after typing every 100 words or so. You can save to a hard storage medium, such as floppy disk, CD or USB drive or in My Documents, which is your own personal space on our system.

3. Finally after you have chosen a name and drive, and checked that

the Save as type option is set to Word Document, click on the

button.

Exercise 3

1. Continue typing in the following paragraphs, underneath the one you

have already typed. (Don't worry that it doesn't make sense - all will

become clear in the next section).

Essay Writing A brief guide Essays comprise three sections, though they are usually written in continuous prose (i.e. without subheadings – but consult your tutor; he or she may have a view on this). These are i.) ‘introduction’; ii.) ‘development’ or ‘main section’; and iii.) ‘conclusion’.

2. Click on to save your work.


You’ll have probably noticed the green wiggly lines underneath some of the words in the text you have typed. Word 2007 uses this to highlight possible grammatical mistakes. It also highlights possible spelling mistakes in red (words not contained in its dictionary). Top Tip Don’t worry about this feature, as we will look at it in more detail, further on in this workbook.

Highlighted possible grammatical mistakes

How to select text A crucial tool in most Windows packages is the Select function. In Word 2007 you can select portions of text in order to move or delete them, or to alter the font type in some way. There are various ways to select text: 1. Click at the beginning of the word or section you want to select, hold down

the left mouse button and drag the mouse over to the end of the relevant word or section.


2. To select the whole document, click on the Home tab, in the Editing group, click Select and then click Select All.

Editing group, click Select and then click Select All.

3. Move the cursor to the left of any text until it turns into a right-pointing arrow and then either single click to highlight one line, double-click to highlight the paragraph or triple-click to select all.

3. Move the cursor to the left of any text until it turns into a right-pointing arrow and then either single click to highlight one line, double-click to highlight the paragraph or triple-click to select all.

Top Tip Top Tip You can also select text by placing your cursor at the beginning of the text you want, and holding the shift key and an arrow key: together. You can also select text by placing your cursor at the beginning of the text you want, and holding the shift key and an arrow key: together. Exercise 4Exercise 4

1. Practice selecting any part of your document by holding down the left

button on your mouse and dragging it over to the end of the relevant

word or section.

The parts that you have selected will now be highlighted in pale blue.

2. Now take the Select off, by clicking anywhere in the document.

Moving text around – cutting, copying & pasting

Sometimes you find that something you've typed would read better in a different part of your document. The commands for cutting, copying and pasting are all under the Home tab.

Top Tip You can also use keyboard shortcuts. Press CTRL and X to cut, CTRL and C to copy and CTRL and V to paste.

Home tab


Cutting and pasting

Exercise 5 Now let’s practise moving text around.

1. Select the paragraph beginning with the word Essay and ending

with the word guide in the section you've just typed.

2. Click on Cut. 3. Now move the cursor to the top of your document and click at the

start of the paragraph beginning An academic essay.

4. Click on Paste and press the return key twice.

Your document should now read as follows:

Click on to save your work.


Copying and pasting Copy can be used to duplicate sections of text.

Exercise 6

1. Select the paragraph beginning with the word An and ending with

the word argument. 2. Click on Copy. Now move the cursor to the bottom of your

document, below the paragraph beginning Essays comprise three sections.

3. Press Return twice to make some space and then click on Paste.

You now have a duplicate of the first paragraph at the bottom of your document.



How do I delete text? To delete text, move your cursor to the end of the last word you wish to delete and press the Backspace key until all the text has gone. Otherwise select the section of text you wish to delete and press the Delete key.

Exercise 7 Your page should now look like this:


Top Tip Once a word or section of text is selected, pressing any key will delete it. So you can highlight a word you want to replace, and just type in the new word, automatically deleting it.

1. As you don’t want 2 copies of the same paragraph in your

document, select the duplicate paragraph you’ve just copied and

press the Delete key.


Changing font

Exercise 8 Change your font to Times New Roman 12.

Top Tip Select the text you want to change before changing the Font. It’s much easier this way and you are less likely to make a mistake.

1. Click on the Home tab.

2. To select the whole document, in the Editing group, click Select and then click Select All.

3. Change the Font to Times New Roman and the size to 12 by

clicking on the drop down arrows.


All the text in your document should now be in Times New Roman font size 12 as shown below.


Top Tip You can make the same changes by clicking on the Font group corner arrow and opening up the Font Dialog Box. The box that appears here allows you to change font, font size and style all at once.

Changing font style To emphasise different parts of your document, you can use different effects such as bold, italic and underline. You can apply these by selecting the relevant area of text and clicking on the shortcut keys on the Home tab in the Clipboard group.

bold italic underline


Exercise 9

Top Tip If you ever make a change that you don’t like, or delete something accidentally, you can reverse the last thing you did by clicking on the Undo button which appears on the Quick Access Toolbar.

1. Select the title Essay Writing and make the text bold.

2. Go to the line underneath and select A brief guide.

3. Put the text in italics.

4. Now click on to save your work.

How do I tidy up the text? To make your document more pleasing to look at you will need to justify it, i.e. make sure both sides of the text are straight.


Exercise 10

1. Click on the Home tab.

2. To select the whole document, in the Editing group, click Select and then click Select All.

3. Next, in the Paragraph group, you can choose to align your text

either to the left, right or centre, or justify it.

4. Choose and click on Justified.

Centre Justified

Left alignment Right alignment Top Tip You can also use the Paragraph group section to change the spacing

between lines. Click on Line Spacing drop down menu and choose the type of line spacing you require.

Exercise 11

1. Select the title Essay Writing A brief guide.

2. Click on to centre your work.

3. Now click on to save your work.

Your document about essay writing should now have the left and right hand margins aligned evenly, with the title in the centre, as shown on the next page.


Top Tip You can change the left, right, top and bottom margins to any size you want using the Page Layout tab. Click on Margins and either choose one of the pre-set options or click on Custom Margins and set your own requirements and then click on OK.

How do I spell check my document? It’s always a good idea to spell check your work before printing it out and, if you have a particular word limit for your assignment, an accurate count is also useful. The Word 2007 spell checker and word count facilities are both under the Review tab in the Proofing group.


Exercise 12

Top Tip The grammar check is an optional feature of the spell checker. To switch it off, click on the tick box entitled “Check grammar” so that the tick disappears. To re-enable the grammar check, just click in the box so that the tick reappears.

1. Go to the second sentence of your document which begins, The writer should define..., and change the f in define to an s (so you

have at least one genuine spelling mistake).

2. Click on the Review tab, then click on Spelling and Grammar. 3. When the spell checker picks up desine, click on the correct spelling

displayed in the suggestion box, and click on .


How do I put in page numbers? Page numbers are always useful in any document with more than one page.


Exercise 13

1. To insert page numbers on the bottom right hand side of your page,

click on the Insert Tab.

2. In the Header & Footer group, click on Page Number. 3. In the box that appears click on Bottom of Page (which is the

Footer). 4. Then click on Plain Number 3.

Choose Plain Number 3

5. Then click on Close Header & Footer.


How do I put pictures in my document? Diagrams, graphs and pictures are often essential in the documents you’ll need to produce during your course.

Exercise 14

Click here

Clip Art Pane The Clip Art pane which is shown opposite will appear on the right hand side of your word screen. Type here

1. To insert a picture about writing into your document, first, click at the

beginning of the paragraph starting with Essays comprise three

sections… in your document.

2. Then click on the Insert tab and in the Illustrations group choose

Clip Art.

3. In the Search for box, type writing and then click on Go.

4. Scroll through the pictures displayed until you find a picture

appropriate to essay writing.

5. Click on the picture to insert in your document.

You will note that the tab has automatically changed to the Format tab.


Anchor point

Top Tip Clip Art contains hundreds of copyright-free images which can be used to decorate and illustrate your documents. These range from cartoon pictures (such as Bertie the Bulldog here with his sunglasses!), to full colour photographs and sound and video clips.

right-free images which can be used to decorate and illustrate your documents. These range from cartoon pictures (such as Bertie the Bulldog here with his sunglasses!), to full colour photographs and sound and video clips. Your picture about writing will now appear in your document. You can resize your picture, once it is in your document, two ways. One way is by clicking on one of the corner anchor points, holding the left-hand mouse key down and dragging to required size and the other way is to use the Shape Height and Shape Width boxes in the Size task group, to achieve precise measurements.

Your picture about writing will now appear in your document. You can resize your picture, once it is in your document, two ways. One way is by clicking on one of the corner anchor points, holding the left-hand mouse key down and dragging to required size and the other way is to use the Shape Height and Shape Width boxes in the Size task group, to achieve precise measurements.

Shape Height and Width

Text wrapping Text wrapping As you can see in the previous exercise, the picture about writing appears to the left of your text. You can change the position of your picture by using text wrapping tool. In the Arrange task group.

As you can see in the previous exercise, the picture about writing appears to the left of your text. You can change the position of your picture by using text wrapping tool. In the Arrange task group.


Text wrapping Square There are a variety of wrapping types to choose from. The most useful one is Square, which gets the text to wrap neatly around the picture. For large pictures, Top and Bottom is useful, as it puts the text above and below the image.

Exercise 15

Top Tip As well as using Clip Art you can also insert pictures you have on disk. To do this, click on the Insert tab, then Picture, then select the file name from the location you have saved your picture.

1. Click on Text Wrapping and choose Square.

2. Click outside the picture to deselect it.


How do I print my document? Before printing, you should check how your document looks. Print Preview shows you exactly how your document will look when it’s printed.


Exercise 16

1. Click on the Office Button .

Clicking the button brings up a new window containing all the commands

currently available to you. These include creating new documents, printing

and a button to close the application.

2. Click on Print and then Print Preview.

3. Click on Close Print Preview to return to your document.

If you are happy with the way your document looks you can now print it out. Make sure you save your work before printing.

Exercise 17

1. To print, click on the Office Button.

2. Choose Print and then click. 3. In the box that appears check that you have selected the correct

printer for e.g. to print in colour you would choose: \\PRINT\bolton.ac.uk\COLOURE HP C LaserJet 4500.


This is the local printer in the room where you are working i.e. this is the local colour printer.

Number of copies

Top Tip You have a print quota of 50 pages per semester. For information about printing costs, ask at the Information Desk in the Library.

Printer name

Page range

4. Also make sure that the Page Range is set to All and the Number of Copies is set to 1. You can change this to increase the number of

copies if you need to.

5. Then click on .


How do I get out of Word 2007? Now you’ve finished you can close down your document. To do this, click on the Office Button and choose Close.

Click here

And then here To leave Word 2007 you can click on the X (close button) at the end of the blue title bar or click the Exit Word button at bottom right hand corner of the Office Button menu.

Click here

Or click here

Top Tip If you’re saving to a hard storage medium, such as a floppy disk or USB drive, don’t remove your storage device from the computer until after the green light next to the drive has gone off or you may lose your work.



And finally... Well done! You have made it to the end of this workbook. You should now feel more confident using Microsoft Word 2007. You will have a better idea of what it is and what it can be used for. You have created a document, edited it, learnt how to print and save your work, and made your document look more attractive by changing font styles and adding pictures. This workbook is only an introduction to Word 2007. The package also contains other useful functions. Now that you have the basics, it is just a matter of spending time practicing and developing your skills. If you need any extra assistance using Microsoft Word, do not hesitate to ask for help. If you want to explore the more advanced features of PowerPoint or want further information on the topics covered in this workbook then visit the Microsoft Office Online PowerPoint 2007 web pages: http://office.microsoft.com/en-gb/word/default.aspx Once again, Happy Word Processing!!