MICROSOFT WORD 2007

By the end of the topic, the trainee should be able to:-

 Describe keyboard layout.

 Create a document.
 Edit a document.
 Save and retrieve a document
 Format a document.
 Work with tables.
 Insert Objects.
Introduction
Word 2007 is the word processing software in the Microsoft 2007 Office
Suite that allows one to easily create a variety of professional-looking
documents using features such as themes, styles, SmartArt, and more.
Creating a New Document
 To Create a New, Blank Document:
 Click the Microsoft Office Button.
 Select New.The New Document dialog box appears.
 Select Blank document under the Blank and recent section. It will
be highlighted by default.

You can access templates that are installed on your computer or on Office
Online. Click the Microsoft Office Button and select New. You can create
blank documents and access templates from the dialog box that appears.
To Minimize and Maximize the Ribbon:
 Right-click anywhere in the main menu.
 Select Minimize the Ribbon in the menu that appears. This will
toggle the Ribbon on and off.

The new, tabbed Ribbon system replaces traditional menus in Word 2007.
It is designed to be responsive to your current task and easy to use;
however, you can choose to minimize the Ribbon if you would prefer to
use different menus or keyboard shortcuts.

To Add Commands to the Quick Access Toolbar:

 Click the arrow to the right of the Quick Access toolbar.
 Select the command you wish to add from the drop-down list. It will
appear in the Quick Access toolbar.
The Save, Undo, and Redo commands appear by default in the Quick Access
toolbar. You may wish to add other commands to make using specific Word
features more convenient for you.
To Display or Hide the Ruler:
 Click the View Ruler icon over the scrollbar.

The View Ruler icon works as a toggle button to turn the ruler on and off.
To Insert Text:
 Move your mouse to the location you wish text to appear in the
document.
 Left-click the mouse. The insertion point appears.
 Type the text you wish to appear.
To Delete Text:
 Place your cursor next to the text you wish to delete.
 Press the Backspace key on your keyboard to delete text to the left of
the cursor.
 Press the Delete key on your keyboard to delete text to the right of
the cursor.
To Select Text:
 Place the insertion point next to the text you wish to select.
 Left-click your mouse and while holding it down, drag your mouse
over the text to select it.
  Release the mouse button. You have selected the text. A highlighted
box will appear over the selected text.
When you select text or images in Word, a hover toolbar with formatting
options appears. This makes formatting commands easily accessible, which
may save you time.

To Copy and Paste Text:

 Select the text you wish to copy.
 Click the Copy command on the Home tab.
 Place your insertion point where you wish the text to appear.
 Click the Paste command on the Home tab. The text will appear.

To Drag and Drop Text:

 Select the text you wish to copy.
 Left-click your mouse and drag the text to the location you wish it to
appear. The cursor will have a text box under it to indicate that you
are moving text.
  If text does not appear in the exact location you wish, you can click
the Enter key on your keyboard to move the text to a new line.

Saving Documents
To Use the Save As Command:
 Click the Microsoft Office Button.
 Select Save As Word Document. The Save As dialog box
appears.

 Select the location you wish to save the document using the drop-
down menu.
 Enter a name for the document.
To Use the Save Command:
 Click the Microsoft Office Button.
 Select Save from the menu.

 Using the Save command saves the document in its current location
using the same file name. If you are saving for the first time and select
Save, the Save As dialog box will appear.
To Save As Word 97 - 2003 Document:
 Click the Microsoft Office Button.
 Select Save As Word 97-2003 Document.
  Select the location you wish to save the document using the drop-
down menu.
 Enter a name for the document.
 Click the Save button.

To Download the PDF Extension:

 Click the Microsoft Office Button.
 Select Save As Find add-ins for other file formats. This will open
your web browser to the Microsoft site.
 Follow the instructions on the Microsoft site for downloading the
extension.

To Save As a PDF:
 Click the Microsoft Office Button.
 Select Save As PDF. The Save As dialog box will appear.
  Select the location you wish to save the document using the drop-
down menu.
 Enter a name for the document.
 Click the Publish button.
Proofing Features
Various Line Colors:
Word automatically checks your document for spelling and grammar
errors. These errors are indicated by colored wavy lines.
i. The blue line indicates a contextual spelling error.
o A contextual spelling error is when an incorrect spelling of a
word is chosen. For example, if I write, "Deer Mr. Theodore," at
the beginning of a letter, deer is a contextual spelling error
because I should have used dear. Deer is spelled correctly, but
it is used incorrectly in this letter.
ii. The red line indicates a misspelled word.
iii. The green line indicates a grammar error.
Working with Hyperlinks
A hyperlink is a piece of text or an image in an electronic document that
can connect readers to another portion of the document or a different web
page. In addition, a hyperlink can be used to connect to and open an email
client window.
To Insert a Hyperlink:
 Select the text or image you would like to make a hyperlink.
 Select the Insert tab.
 Click Hyperlink in the Links group. The Insert Hyperlink dialog box
appears. If you selected text, the words will appear in the Text to
display: field at the top.
 Type the address you would like to link to in the Address: field.
Click OK. The text or image you selected will now be a hyperlink.

To Make an Email Address a Hyperlink:

 Type in the email address.
 Highlight the text and select the Insert tab.
 Click Hyperlink in the Links group and the Insert Hyperlink box
appears.
 On the left of the box where it says Link to: click on Email Address.
 The Insert Hyperlink box will change to the one shown above.
  Type the email address you want to connect to in the Email Address
box and hit OK.
Word recognizes many email and web addresses as you type and will format
them as hyperlinks automatically after you press the Enter key or
spacebar.
To Remove a Hyperlink:
 Select the hyperlink you would like to deactivate.

 Select the Insert tab.

 Click Hyperlink in the Links group. The Edit Hyperlink dialog box
appears.

Click Remove Link.

Printing
To Preview the Document Before Printing:
  Click the Microsoft Office Button.
 Select Print Print Preview. The document opens in Print Preview
format.

 Click Print to print the document or Close Print Preview to exit the
preview format and make changes to the document.
In Print Preview format, you can do many tasks including:
 Modify the margins
 Change page orientation
 Change the page size
 Zoom in and out to view various parts of the document
 View multiple pages
 Access Word Options to change many Word settings
 And more
To Print:
 Click the Microsoft Office Button.
 Select Print Print. The Print dialog box appears.
  Select the pages you would like to print -- either all pages or a range
of pages.
 Select the number of copies.
 Check the Collate box if you are printing multiple copies of a multi-
page document.
 Select a printer from the drop-down list.

Click OK.
To Print via Quick Print:
 Click the Microsoft Office Button.
 Select Print Quick Print.
 The document automatically prints to the default printer.
Formatting Text
To Format Font Size:
 Select the text you wish to modify.
 Left-click the drop-down arrow next to the font size box on the
Home tab. The font size drop-down menu appears.
 Move your cursor over the various font sizes. A live preview of the
font size will appear in the document.
Left-click the font size you wish to use. The font size will change in the
document.

To Format Font Style:

 Select the text you wish to modify.
 Left-click the drop-down arrow next to the font style box on the
Home tab. The font style drop-down menu appears.
 Move your cursor over the various font styles. A live preview of the
font will appear in the document.
Left-click the font style you wish to use. The font style will change in the
document.

To Format Font Color:

 Select the text you wish to modify.
 Left-click the drop-down arrow next to the font color box on the
Home tab. The font color menu appears.
 Move your cursor over the various font colors. A live preview of the
color will appear in the document.
  Left-click the font color you wish to use. The font color will change in
the document.
 Select More Colors at the bottom of the list to access the Colors
dialog box. Choose the color that you want and click OK.

To Use the Bold, Italic, and Underline Commands:

 Select the text you wish to modify.
 Click the Bold, Italic, or Underline command in the Font group on
the Home tab.

To Change the Text Case:

 Select the text you wish to modify.
 Click the Change Case command in the Font group on the Home tab.
 Select one of the case options from the list.
To Change Text Alignment:
Select the text you wish to modify.
Select one of the four alignment options from the Paragraph group on the
Home tab.
o Align Text Left: Aligns all the selected text to the left margin.
o Center: Aligns text an equal distance from the left and right margins.
o Align Text Right: Aligns all the selected text to the right margin.
o Justify: Justified text is equal on both sides and lines up equally to the
right and left margins. Traditionally many books, newsletters, and
newspapers use full-justification.

Working with Text boxes

To Insert a Text box:
 Select the Insert tab on the Ribbon.
 Click the Text Box command in the Text group.
 Select a Built-in text box or Draw Text Box from the menu.
 If you select Built-in text box, left-click the text box you wish to use
and it will appear in the document.
OR
 If you select Draw Text Box, a crosshair cursor will appear. Left-click
your mouse and while holding it down, drag your mouse until the text
box is the desired size.
Release the mouse button.

To Change Text Box Style:

 Select the text box. A new Format tab appears with Text Box Tools.

Select the Format tab.

 Click the More drop-down arrow in the Text Box Style group to
display more style options.
  Move your cursor over the styles and Live Preview will preview the
style in your document. Left-click a style to select it.

To Change Shape Fill:

 Select the text box. A new Format tab appears with Text Box Tools.

 Click the Shape Fill command to display a drop-down list.

 Select a color from the list, choose No Fill, or choose one of the other
options.

To Change the Shape Outline:

 Select the text box. A new Format tab appears with Text Box Tools.
 Click the Shape Outline command to display a drop-down list.
  Select a color from the list, choose No Outline, or choose one of the
other options.

To Change the Text Box Shape:

 Select the text box. A new Format tab appears with Text Box Tools.
 Click the Change Shape command to display a drop-down list.

 Select a shape from the list.

To Move a Text Box:

 Left-click the text box. Your cursor becomes a cross with arrows on
each end.
 While holding the mouse button, drag the text box to the desired
location on the page.
 Release the mouse button.
To Resize a Text Box:
 Select the text box.
 Left-click one of the blue sizing handles.
 While holding down the mouse button, drag the sizing handle until
the text box is the desired size.
  If you drag the blue sizing handles on any of the 4 corners, the text
box will resize in the same proportions. The sizing handles on the
top or bottom of the text box will allow you to resize vertically, while
the handles on the left and right sides will resize the text box
horizontally.
Inserting Clip Art
 To Locate Clip Art:
 Select the Insert tab.
 Click the Clip Art command in the Illustrations group.

 The Clip Art options appear in the task pane on the right.
 Enter keywords in the Search for: field that are related to the image
you wish to insert.
 Click the drop-down arrow next to the Search in: field.
 Select Everywhere to ensure that Word searches your computer and
its online resources for an image that meets your criteria.
 Click the drop-down arrow in the Results should be: field.
 Deselect any types of images you do not wish to see.
Click Go.

 To Insert Clip Art:

 Review the results from a clip art search.
 Place your insertion point in the document where you wish to insert
the clip art.
 Left-click an image in the task pane. It will appear in the document.
OR
 Left-click the arrow next to an image in the task pane.
 Select Insert, Copy, or any of the other options on the list.

Working with Shapes

 To Insert a Shape:
  Select the Insert tab.
 Click the Shape command.
 Left-click a shape from the menu. Your cursor is now a cross shape.
 Left-click your mouse and while holding it down, drag your mouse
until the shape is the desired size.
 Release the mouse button.

To Change Shape Style:

 Select the shape. A new Format tab appears with Drawing Tools.

 Click the More drop-down arrow in the Shapes Style group to

display more style options.

 Move your cursor over the styles and Live Preview will preview the
style in your document.
 Left-click a style to select it.

To Change the Shape Fill Color:

  Select the shape. A new Format tab appears with Drawing Tools.
 Click the Shape Fill command to display a drop-down list.

 Select a color from the list, choose No Fill, or choose one of the other
options.

To Change the Shape Outline:

 Select the shape. A new Format tab appears with Drawing Tools.
 Click the Shape Outline command to display a drop-down list.
 Select a color from the list, choose No Outline, or choose one of the
other options.

To Change to a Different Shape:

 Select the shape. A new Format tab appears with Drawing Tools.
 Click the Change Shape command to display a drop-down list.
  Select a shape from the list.

To Change Shadow Effects:

 Select the Format tab.
 Left-click the Shadow Effects command.
 Move your mouse over the menu options. Live Preview displays how it
will appear in your document.

 Click an option to select the shadow effect.

  Select Shadow Color from the menu and choose a color from the
palette to change the color of the shadow on your shape.

To Change 3D Effects:
 Select the Format tab.
 Left-click the 3-D Effects command.
 Move your mouse over the menu options. Live Preview displays how it
will appear in your document.

Click an option to select the 3-D effect.

Using Templates
A template is a pre-designed document that you can use to create new
documents with the same formatting. With a template, many of the big
document design decisions such as margin size, font style and size, and
spacing are predetermined.
Create a New Document with a Template
To Insert a Template:
 Click the Microsoft Office Button.
 Select New. The New Document dialog box appears.
 Select Installed Templates to choose a template on your computer.
  Review the available templates.
 Left-click a template to select it.
 Click Create and the template opens in a new window.

Information about Using Templates

Templates include placeholder text that is surrounded by brackets.
Often, this placeholder text includes information regarding the
content for a specific area.
Additionally, some information is prefilled in the template. You can
modify your Word Options and change the prefilled information that
appears.

To Insert Text into a Template:

 Click near the text you want to replace. The text will appear
highlighted and a template tag will appear.

 Enter text. The placeholder text will disappear.

To Change Prefilled Information:

 Select the Microsoft Office Button.
 Click the Word Options button at the bottom of the menu. The Word
Options dialog box appears.
 Enter the user name and/or initials in the Popular section.
 Click OK.

Working with Lists

To Insert a New List:
 Select the text that you want to format as a list.
 Click the Bullets or Numbering commands on the Home tab.

 Left-click the bullet or numbering style you would like to use. It will
appear in the document.
 Position your cursor at the end of a list item and press the Enter key
to add an item to the list.
To remove numbers or bullets from a list, select the list and click the
Bullets or Numbering commands.
To Select an Alternate Bullet or Numbering Style:
 Select all of the text in an existing list.
 Click the Bullets or Numbering commands on the Home tab.
 Left-click to select an alternate bullet or numbering style.
Bulleted Lists
To Use a Symbol as a Bullet:
 Select an existing list.
 Click the Bullets command.
 Select Define New Bullet from the list. The Define New Bullet dialog
box appears.
 Click the Symbol button. The Symbol dialog box appears.

Click the Font: drop-down box and select a font category.

  Left-click a symbol to select it.
 Click OK. The symbol will now appear in the Preview section of the
Define New Bullet dialog box.
 Click OK to apply the symbol to the list in the document.
 You can use a picture as a bullet. Click the Picture button in the
Define New Bullet dialog box, and then locate the image file on your
computer.

To Change the Bullet Color:

 Select an existing list.
 Click the Bullets command.
 Select Define New Bullet from the list. The Define New Bullet dialog
box appears.
 Click the Font button. The Font dialog box appears.
  Click the Font color: drop-down box.
 Left-click a color to select it.
 Click OK. The bullet color will now appear in the Preview section of
the Define New Bullet dialog box.
 Click OK to apply the bullet color to the list in the document.
**You can also change the bullet font and formatting in the Font dialog box.
Line and Paragraph Spacing
To Format Line Spacing:
 Select the text you want to format.
 Click the Line spacing command in the Paragraph group on the
Home tab.
 Select a spacing option.
OR
 Select Line Spacing Options. The Paragraph dialog box appears.

 Use the Line spacing drop-down menu to select a spacing option.

 Modify the before and after points to adjust line spacing, as needed.
 Click OK.
Paragraph Spacing
Just as you can format spacing between lines in your document, you can
also choose spacing options between each paragraph. Typically, extra
spaces are added between paragraphs, headings, or subheadings. Extra
spacing between paragraphs adds emphasis and makes a document easier
to read.
To Format Paragraph Spacing
 Click the Line spacing command on the Home tab.
 Select Add Space Before Paragraph or Remove Space After
Paragraph from the menu. If you don't see the option you want, click
on Line Spacing Options to manually set the spacing (see below).

OR
 Select Line Spacing Options. The Paragraph dialog box appears.
 Change the Before and After points in the Paragraph section.
  Click OK.
Line spacing is measured in lines or points, which is referred to as
leading. When you reduce the leading, you automatically bring the lines of
text closer together. Increasing the leading will space the lines out, allowing
for improved readability.
Modifying Page Layout
To Change Page Orientation:
 Select the Page Layout tab.
 Click the Orientation command in the Page Setup group.

 Left-click either Portrait or Landscape to change the page

orientation.
 Landscape format means that everything on the page is oriented
horizontally and portrait format is oriented vertically.

To Change the Paper Size:

 Select the Page Layout tab.
 Left-click the Size command and a drop-down menu will appear. The
current paper size is highlighted.
  Left-click a size option to select it. The page size of the document
changes.

To Format Page Margins:

 Select the Page Layout tab.
 Click the Margins command. A menu of options appears. Normal is
selected by default.
 Left-click the predefined margin size you want.
OR
 Select Custom Margins from the menu. The Page Setup dialog box
appears.

 Enter the desired margin size in the appropriate fields.

You can always access the Page Setup dialog box by clicking the small
arrow in the bottom-right corner of the Page Setup group. The dialog box
should look familiar to people who have used previous versions of Word.

To Insert a Break:
 Place your insertion point where you want the break to appear.
 Select the Page Layout tab.
 Click the Breaks command. A menu appears.
  Left-click a break option to select it. The break will appear in the
document.
Each type of break serves a different purpose and will affect the document
in different ways. Page breaks move text to a new page before reaching
the end of a page, while section breaks create a barrier between parts of
the document for formatting purposes.
Column breaks split text in columns at a specific point. Practice using the
various break styles to see how they affect the document.
Working with Pictures
To Insert a Picture:
 Place your insertion point where you want the image to appear.
 Select the Insert tab.
 Click the Picture command in the Illustrations group. The Insert
Picture dialog box appears.
  Select the image file on your computer.

 Click Insert and it will appear in your document.

Left-click a corner sizing handle, and while holding down the mouse
button, resize the image. The image retains its proportions.

To Wrap Text Around an Image:

 Select the image.
 Select the Picture Tools Format tab.
 Click the Text Wrapping command in the Arrange group.
  Left-click a menu option to select it. In this example, we selected
Tight.
 Move the image around to see how the text wraps for each setting.
 The Position button has pre-defined text wrapping settings. The
Position button is to the left of the Text Wrapping button.
 Click the Position button and a drop down list of text wrapping
options will appear. Hover over an option to see what it does.

Click the Text Wrapping command and select More Layout Options from
the menu. You can make more precise changes in the Advanced Layout
dialog box that appears.

To Crop an Image:
 Select the image.
 Select the Format tab.
 Click the Crop command. The black cropping handles appear.
  Left-click and move a handle to crop an image.
 Click the Crop command to deselect the crop tool.
Corner handles will crop the image proportionally.

To Compress a Picture:
 Select the picture.
 Select the Format tab.
 Click the Compress Pictures command in the Adjust group. A
dialog box appears.
 Click the Options button to access the Compression Setting
dialog box.
  Choose the target output.
 Change any of the default picture settings you wish.
 Click OK in the Compression Settings dialog box.
 Click OK in the Compress Pictures dialog box.
You need to monitor the file size of your images and documents that
include images, especially if you send them via email. Cropping and resizing
an image doesn’t decrease the image file size, but compression does.

Other Picture Tools

There are many other things you can do to modify a picture. From the
Format tab, some of the other useful commands include:
Change Picture command: Select a new picture from your computer.
Reset Picture command: Revert to original image.
Brightness command: Adjust the brightness of the image.
Color command: Adjust the contrast of the image from light to dark.
Recolor command: Modify the color in a variety of ways including
Black and white, sepia, pink, purple, and more.

To Change the Shape of a Picture:

 Select the picture.
 Select the Format tab.
 Click the Picture Shape icon. A menu appears.
  Left-click a shape to select it.

To Apply a Picture Style:

 Select the picture.
 Select the Format tab.
 Click the More drop-down arrow to display all the picture styles.

Left-click a style to select it.

To Add a Border to a Picture Manually:

 Select the picture.
 Select the Format tab.
 Left-click the Picture Border command and select a color.

OR
  Select Weight from the menu and choose a line weight.

Columns and Ordering

To Add Columns to a Document:
 Select the text you want to format.
 Select the Page Layout tab.
 Left-click the Columns command.

 Select the number of columns you would like to insert.

Click the Show/Hide command on the Home tab to display the paragraph
marks and breaks.
The Format Painter command allows you to easily format text to appear
like other text in your document. Select the text that is formatted the way
you want, click the Format Painter command on the Home tab, and then
select the text you want to change. The new text now appears modified.

To Change the Order of Objects:

 Right-click the object you wish to move. In this example, click the
shape.
 In the menu that appears, select Order.

 Select a menu option that will arrange the item in the desired way.
In this example, select Send Behind Text.
 The text and image are now displayed layered on top of the shape.
Working with Headers and Footers
The header is a section of the document that appears in the top margin,
while the footer is a section of the document that appears in the bottom
margin. Headers and footers generally contain information such as page
number, date, document name, etc.

To Insert a Header or Footer:

 Select the Insert tab.
 Click either the Header or Footer command. A menu appears with
a list of built-in options you can use.
 Left-click one of the built-in options and it will appear in the
document.
OR
 Left-click Blank to select it.
The Design tab with Header and Footer tools is active.

Type information into the header or footer.

To Insert the Date or Time into a Header or Footer:

 With the header or footer section active, click the Date & Time
command.

Select a date format in the dialog box that appears.

Click OK. The date/time now appears in the document.

Other Header and Footer Options

There are many other header and footer options that you can use to
design these sections of your document. From the Header and Footer Tools
Design tab, you can see all your design options.
Working with Tables
A table is a grid of cells arranged in rows and columns. Tables can be
customized and are useful for various tasks such as presenting text
information and numerical data.

To Convert Existing Text to a Table:

 Select the text you wish to convert.
 Select the Insert tab.
 Click the Table command.
 Select Convert Text to Table from the menu. A dialog box
appears.
  Choose one of the options in the Separate text at: section. This is
how Word knows what text to put in each column.

 Click OK. The text appears in a table.

To Add a Row Above an Existing Row:

 Place the insertion point in a row below the location you wish to
add a row.

 Right-click the mouse. A menu appears.

 Select Insert Insert Rows Above.
  A new row appears above the insertion point.

 You can also add rows below the insertion point. Follow the same
steps, but select Insert Rows Below from the menu.

To Add a Column:
 Place the insertion point in a column adjacent to the location you
wish the new column to appear.
 Right-click the mouse. A menu appears.
 Select Insert Insert Columns to the Left or Insert Columns to
the Right. A new column appears.

To Delete a Row or Column:

 Select the row or column.
  Right-click your mouse and a menu appears.
 Select Delete Columns or Delete Rows.

To Apply a Table Style:

 Select the table. A Table Tools Design tab now appears on the
Ribbon.
 Select the Design tab to access all the Table Styles and Options.

 Click through the various styles in the Table Styles section.

 Left-click a style to select it. The table style will appear in the
document.

You can modify which table styles are displayed. In the Table Styles
Options you can select and deselect various table options. For example,
you can select Banded Rows and only tables with banded rows will appear
in the Tables Styles section.
Want to have a little more creative freedom when it comes to formatting
your tables? You can manually change the table border or shading, change
line weight, or erase part of the table.

To Insert a Blank Table:

Place your insertion point in the document where you want the table to
appear.
Select the Insert tab.
Click the Table command.
Drag your mouse over the diagram squares to select the number of
columns and rows in the table.

Left-click your mouse and the table appears in the document.

Enter text into the table.

Modify a Table Using the Layout Tab

When you select a table in Word 2007, Design and Layout tabs appear
under Table Tools on the Ribbon. Using commands on the Layout tab you
can make a variety of modifications to the table such as:
Adding and deleting columns,
 Adding and deleting rows,
Changing the cell size,
Aligning cell text,
Changing text direction,
Merging and splitting cells,
And More.

Using SmartArt Graphics

SmartArt allows you to visually communicate information rather than
simply using text. Illustrations can really make an impact in your document
and SmartArt makes using graphics especially easy.

To Insert a SmartArt Illustration:

 Place the insertion point in the document where you want the
graphic to appear.
 Select the Insert tab.
 Select the SmartArt command in the Illustrations group. A dialog
box appears.
  Select a category on the left of the dialog box and review the
SmartArt graphics that appear in the center.
 Left-click a graphic to select it.

 Click OK.
To see more details about a graphic, left-click any image, and a larger
version of the graphic and additional text details will appear on the right
side of the dialog box.

To Add Text to a SmartArt Graphic:

 Select the graphic. The first text box is selected. If the task pane
on the left of the graphic is visible, the insertion point appears in
it. If the task pane is not visible, click the arrow to open the task
pane.
 Enter text into the task pane fields. The information will appear in
the graphic.
OR
 Click X to close the task pane.
 Enter text into the first text box in the graphic.
 Continue to enter text in the text box graphics.
Notice the text you enter automatically resizes to fit inside the box.

To Add a Shape to a Graphic:

 Select the graphic. The SmartArt Tools Design and Format tabs
appear on the Ribbon.
 Select the Design tab.
 Click the Add Shape command in the Graphics group.
 Decide where you want the new shape to appear and select one of
the shapes nearby the desired location.
 Select Add Shape Before or Add Shape After. If we wanted to add
a superior or a subordinate, we could select the Above or Below
options.
To Move Shapes Using the Promote or Demote Commands:
 Select the graphic. The SmartArt Tools Design and Format tabs
appear on the Ribbon.
 Select the Design tab.
 Select the shape you would like to move.
 Click the Promote or Demote commands in the Create Graphic
group.

The Promote and Demote commands allow you to move shapes and really
customize the graphic, rather than having to use the predefined default
illustration.
To Change the Graphic Style:
 Select the graphic. The SmartArt Tools Design and Format tabs
appear on the Ribbon.
 Select the Design tab.
 Left-click a style to select it.

Click the More arrow to see all the style options. Hover over each to display
a Live Preview of the style in your document.

To Change the Color Scheme:

 Select the graphic. The SmartArt Tools Design and Format tabs
appear on the Ribbon.
 Select the Design tab.
 Click the Change Color command. A menu of color schemes appear.
 Left-click an option to select it.
Explore the options in the Layout group if you would like to switch to
another graphic, but keep the existing text. Also, you can select the Format
tab to access additional formatting options including fill, text, and line color.
Some of the options will differ from graphic to graphic. Look carefully at the
SmartArt Tools tabs and explore the active commands.

Using Indents and Tabs

A great way to draw attention to specific text is to indent it. There are
several ways in Word that you can indent text; however, it’s important to
use these tools appropriately and indent correctly each time. This can
save time and make the editing process go smoothly.

To Indent Using the Tab Key:

The most common way to indent is to use the Tab key. This method is best
for indenting one line of text, rather than multiple lines.
 Place the insertion point to the left of text you wish to indent.
 Press the Tab key. This indents the line 1/2 inch by default.

To Use the Indent Commands:

Using the Tab key to indent multiple lines can make formatting difficult if
you add or remove text later. Indenting multiple lines is best done using the
Indent commands.
 Select the text you wish to indent.
 Click the Increase Indent command to increase the indent. The
default is 1/2 an inch. You can press the command multiple times.

 Click the Decrease Indent command to decrease the indent.

To Modify the Default Indent Settings:

 Select the Page Layout tab.
 Select the text you would like to modify.
  Use the arrows or enter text in the fields to modify the Left and
Right Indents.

The Tab Selector

The tab selector is above the vertical ruler on the left. Hover over the tab
selector to see the name of the type of tab that is active.

The tab options are:

First Line Indent : Inserts the indent marker on the ruler and indents
the first line of text in a paragraph.
Hanging Indent : Inserts the hanging indent marker and indents all
lines other than the first line.
Left Tab : Moves text to the right as you type.
Center Tab : Centers text according to the tab.
Right Tab : Moves text to the left as you type.
Decimal Tab : Aligns decimal numbers using the decimal point.
Bar Tab : Draws a vertical line on the document.

To Set a Tab Stop to Indent the First Line of Text:

  Click the tab selector until the First Line Indent icon is visible.
 Left-click at any point on the horizontal ruler. The First Line Indent
icon will appear.

 Press the Enter key to start a new paragraph and your insertion point
will automatically indent to that point.
 To move a tab stop once you have inserted it, left-click and drag the
tab stop back and forth on the ruler.
You can set the Hanging Indent the the same way; however this tab stop
changes all the other lines in a paragraph.

To Set the Left, Center, Right, and Decimal Tab Stops:

 Click the tab selector until the tab stop you wish to use appears.
 Left-click the location on the horizontal ruler where you want your
text to appear.
  Press the Tab key to reach the tab stop.

To Use Find and Replace to Replace Existing Text:

 Click the Replace command on the Home tab. The Find and Replace
dialog box appears.

 Enter text in the Find field that you wish to locate in your
document.
 Enter text in the Replace field that will replace the text in the Find
box.
  Click OK. The change is made in the document.
You can also use the Find command to locate specific information in a
document. For example, if you are working with a twenty page report, it
would be time consuming to search the document for a specific topic. You
can use the Find command to locate all instances of the word or phrase in
the document. This is a great way to save time when working with long
documents.

Applying Styles and Themes

Styles and themes are powerful tools in Word that can help you create
professional looking documents easily. A style is a predefined combination
of font style, color, and size of text that can be applied to selected text. A
theme is a set of formatting choices that can be applied to an entire
document and includes theme colors, fonts, and effects

To Select a Style:
 Select the text to format. In this example, the title is selected.
 In the Style group on the Home tab, hover over each style to see a
live preview in the document. Click the More drop-down arrow to see
additional styles.
 Left-click a style to select it. Now the selected text appears formatted
in the style.

To Modify a Style:
 Select the text in the style you want to change. In this example, we
are changing AdWorks Agency, which has the Title style applied.
 Locate the style in the Styles group.
 Right-click the style and a menu appears.
 Left-click Modify and the Modify Style dialog box appears.
 Change any of the formatting.

Click OK to apply the modifications to the style.

To Create a New Style:

 Click the arrow in the bottom right corner of the Styles group. This
opens the Styles task pane.
Click the New Style button at the bottom and a dialog box appears.

Enter a name for the style and make all the formatting decisions.

 Select the button beside New Document based on this

template, so the style will be available to use in all your
documents.
  Click OK. The new style will appear in the list.

To Apply a Style Set:

Click the Change Styles command on the Ribbon.
Select Style Set from the menu that appears.

 Left-click a style set to select it. The change is reflected in the

entire document.
Style sets include a combination of title, heading, and paragraph styles.
Style sets allow you to format all the elements of your document at
once, rather than formatting your title and headings separately.
For quick changes, you can modify the colors and fonts of a style set from
the Change Styles command; however, the themes feature is more
comprehensive and easy-to-use.

To Apply a Theme:
 Select the Page Layout tab.
 Click the Themes command.
  Hover your pointer over a theme to see it displayed in the
document.
 Left-click a theme to select it.

A document theme is a set of formatting choices that include font styles,

sizes, and colors for different parts of the document and a set of theme
effects such as lines and fill effects.

To Create a Custom Theme:

 Open the document you'd like to format.
 Select the Page Layout tab.
 Click the Colors command.
 Select Create New Theme Colors. A dialog box appears.
Use the drop-down menus to change the colors for each part of the
document.
 Enter a name for the theme color.
 Click Save.
 Click the Fonts command.
 Select Create New Theme Fonts. A dialog box appears.

 Use the drop-down menus to change the fonts in the dialog box.
 Enter a name for theme font.
  Click Save.
 Click the Effects command and select an option from the drop-
down menu.
 Click the Themes command.
 Select Save Current Theme. A dialog box appears.

 Enter a theme name and click Save. Now the theme is available
to use with other documents.
You can not apply a Theme to a document without applying styles first.
Themes look for and replace the formats of each of the styles.

Using Mail Merge

Mail merge is a useful tool that will allow you to easily produce multiple
letters, labels, envelopes and more using information stored in a list,
database, or spreadsheet. In this lesson, you will learn how to use the mail
merge wizard to create a data source and a form letter, and explore
other wizard features.

To Use Mail Merge:

 Select the Mailings on the Ribbon.
 Select the Start Mail Merge command.

Select Step by Step Mail Merge Wizard.

The Mail Merge task pane appears and will guide you through the six main
steps to complete a mail merge. You will have many decisions to make
during the process. The following is an example of how to create a form
letter and merge the letter with a data list.
Steps 1-3
 Choose the type of document you wish to create. In this example,
select Letters.
 Click Next:Starting document to move to Step 2.
 Select Use the current document.
 Click Next:Select recipients to move to Step 3.
 Select the Type a new list button.
 Click Create to create a data source. The New Address List dialog
box appears.
- Click Customize in the dialog box. The Customize Address List
dialog box appears.
 - Select any field you do not need and click Delete.
- Click Yes to confirm that you wish to delete the field.
- Continue to delete any unnecessary fields.
- Click Add. The Add Field dialog box appears.
- Enter the new field name.
- Click OK.
- Continue to add any fields necessary.
- Click OK to close the Customize Address List dialog box.

To Customize the New Address List:

 Enter the necessary data in the New Address List dialog box.
 Click New Entry to enter another record.
 Click Close when you have entered all your data records.
 Enter the file name you wish to save the data list as.
 Choose the location you wish to save the file.
 Click Save. The Mail Merge Recipients dialog box appears and
displays all the data records in the list.
  Confirm the data list is correct and click OK.
 Click Next:Write your letter to move to Step 4.

Steps 4-6
Write a letter in the current Word document, or use an open, existing
document.

To Insert Recipient Data from the List:

- Place the insertion point in the document where you wish the
information to appear.
- Select Address block, Greeting line, or Electronic postage from
the task pane. A dialog box with options will appear based on
your selection.

OR
- Select More Items. The Insert Merge Field dialog box will
appear.
- Select the field you would like to insert in the document.
 - Click Insert. Notice that a placeholder appears where
information from the data record will eventually appear.
- Repeat these steps each time you need to enter information
from your data record.

Click Next: Preview your letters in the task pane once you have
completed your letter.
Preview the letters to make sure the information from the data record
appears correctly in the letter.
Click Next: Complete the merge.
Click Print to print the letters.
Click All.
Click OK in the Merge to Printer dialog box.
Click OK to send the letters to the printer.

The Mail Merge wizard allows you to complete the mail merge process in a
variety of ways. The best way to learn how to use the different functions in
Mail Merge is to try to develop several of the different documents -- letters,
labels, envelopes -- using the different types of data sources.