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Word 2007: Basics
Learning Guide
Exploring Word
At first glance, the new Word 2007 interface may seem a bit unsettling, with “fat bands” called Ribbons replacing cascading text menus and task bars. This guide will help put you at ease as it introduces you to the new design and it explains the new nomenclature.
The Office Button The Office button, located in the top left corner of your screen, replaces the File menu found in earlier versions of Word. The Office button allows you to carry out many functions, such as saving, printing, and opening your document.
Using Ribbons Located where taskbars used to be, Ribbons graphically display the changing features as you click on the menu-bar tabs. It may be take you time to adjust to the new locations of familiar options, but Ribbons may expose you to new commands and tools. The image and table shown below will help familiarize you with the various options.
The Ribbon … Allows you to… Home Change the Font, Paragraph and Heading styles and view the clipboard and editing options Insert Insert pages, tables, illustrations, links, headers, footers, text and symbols Page Layout Alter page setup, background, themes, paragraph properties, and arrangement of document References Add table of contents, footnotes, citations, bibliography, captions, index and table of authorities Mailings Create envelopes and labels, use mail merge, write and insert fields, and preview results Review Use proofing techniques, insert comments, track changes, compare and protect documents View Change document and window layout, show/hide thumbnails, and view/record macros Add-Ins Customize toolbars Design Alter table styles and draw borders Layout Change advanced table properties such as rows, columns, cell size, alignment and sorting and merging data
Hiding and Redisplaying Ribbons If you wish to have more room while working, you can hide the contents of the ribbons. To hide the ribbons:
- Double-click on one of the ribbons.
- To redisplay the contents of the ribbons, double-click on them a second time.
Composing and Editing Documents
Opening a New Document Before you can begin, you must create a new blank document.
- From the Office Button select New.
- In the New Document window that appears, click on the button labeled Create.
Composing Text Now that you have opened up a new blank document, you can begin to compose text to fill your new document.
- By default, Word will place a flashing insertion point cursor at the upper left corner of your new document window.
- As you type, your text will appear to the left of the insertion point.
- To insert new text within a paragraph you have already composed: o Click inside the paragraph at the point where you would like to insert your text. o Type your new text, which will appear to the left of the flashing insertion point.
Selecting Text Whenever you change the text of your document or apply formatting, you will first need to select the text that you wish to change or format. Once you have selected text, it will be highlighted in blue and ready to accept your change.
- Click on the location in your document where you wish to insert the block of text. Your pasted text will be inserted to the left of the insertion point.
- From the Clipboard area of the Home ribbon, click on the button labeled Paste.
Copying and Pasting Data To move a copy of your text from its current location to a new location:
- Select the text you wish to copy.
- Click on the location in your document where you wish to insert the block of text. Your pasted text will be inserted to the left of the insertion point.
- From the Clipboard area of the Home ribbon, click on the Copy button.
- From the Clipboard area of the Home ribbon, click on the button labeled Paste.
Tip: Cut, Copy, and Paste Shortcut Keys To simplify the process of cutting, copying, and pasting data use one of the following shortcut key combinations.
To … Type… Cut Ctrl-X Copy Ctrl-C Paste Ctrl-V
Tip: To easily copy a block of text, drag a block of selected text while holding down the Ctrl key. (This action is marked by a gray insertion point with a plus sign at the base of the arrow, indicating that the text block is being copied and not moved.)
Copying text by dragging
Fixing Mistakes
For every document that you create, you will make at least a few mistakes. Word allows you to quickly and easily fix your mistakes using the Undo and Redo buttons.
Undoing a Mistake
- From the Quick Access toolbar, locate the Undo button.
- Click once on the Undo button to undo the most recent action you completed.
- Click on the Undo button again to undo the second most recent action.
Undoing Multiple Mistakes at Once
- From the Quick Access toolbar, locate the Undo button.
- Click on the down-facing arrow of the Undo button.
Saving your document
Most people save a document only after they have completed some substantial work on it. When you delay saving your document, you risk losing some of your work if you encounter computer problems or a power outage. For best results, save your document early, and often. Here are some best practices:
- Save frequently.
- Be sure you know where you are saving your document.
- Save whenever you complete a thought, not just when you complete a major section of your document.
- Save a backup copy when working on a critical document.
Saving a document for the first time
- Click on the Office Button.
- From the drop-down menu that appears, select Save.
- From the Save As window that appears, navigate to the location where you wish to save your document.
- In the box labeled File name , type a descriptive name for your document. o This name should allow you to remember the document’s purpose and contents- even many months into the future. This filename can be more than one word long and can contain spaces. o Allow Word to save the document in its default Word document format.
- Click on the button labeled Save.
Saving for Office 2003 Compatibility By default, Word saves your spreadsheet in a format that is unreadable by older versions. To save your spreadsheet to for Word 2003 compatibility:
- From the Office Button , select Save.
- The Save As window will appear.
- Navigate to the location where you wish to save your Spreadsheet.
- In the box labeled File Name , type a descriptive name.
- Click on the down-facing arrow next to the box labeled Save as type
- From the list that appears, select Word 97-2003 Workbook.
- Click on the button labeled Save
Changing the Font Size To change the size of your text:
- Select the text you wish to format
- Locate the Font area of the Home ribbon
- Click on the down-facing arrow next to the font size menu
- From the list that appears, click on the size of the font you want
Adding Bold, Italic, and/or Underline
- Select the text you wish to format.
- Locate the Font area of the Home ribbon.
- Click on one of the following buttons to apply text formatting
To format your text… Click on…
Bold Italic Underline
Changing the Text Color
- Select the text you wish to format.
- Locate the Font area of the Home ribbon.
- Click on the down-facing of the Font Color button.
- From the font colors that appear, select the color you want.
Line Spacing When composing a document, you may wish to change the line spacing to include room for future editing.
- Select the paragraph(s) you wish to format.
- Locate the Paragraph area of the Home ribbon.
- Click on the down-facing arrow next to the Line spacing button
- Select the line spacing that best fits your paragraph(s), or select Line Spacing Options for more options.
Formatting Page Margins
By default, Word sets margins of 1.25” to the right and left and 1.0” to the top and bottom of your document. If you wish, you can adjust the margins of the document to better accommodate your content.
- Locate the Page Setup tab of the Page Layout ribbon.
- Click on the down-facing arrow of the Margins button.
- From the list that appears, select the margins you wish to apply to your document.
- If you don’t see the margins you wish to apply, select Custom Margins.
Printing your Document
- Click on the standard toolbar’s Print button.
- The Print window will appear.
- Select the printer you wish to use
- Click on the button labeled OK.
Fixing Spelling Errors
Word provides visual cues about your spelling and grammar errors. Misspelled words are underlined in red, while sentences with grammatical flaws are underlined in green. These annotations do not appear in when you print your document.
Although you can correct spelling errors manually, Word can also suggest appropriate spelling corrections:
- Right-click on any misspelled word to display a contextual menu with suggested corrections.
- Select the correct spelling and Word will automatically make the correction.
Tip: Correcting Errors in Grammar: Grammatical errors can also be corrected by right-clicking on them with your cursor. If the contextual menu contains the grammatical correction, simply select the corrected phrase and it will be automatically inserted in your document. Unfortunately, grammatical mistakes, unlike spelling errors, must often be corrected manually.
