Word 2007
Review
Topics
The Word program window
Formatting Text
Cut, Copy, and Paste commands
Clipboard and Spell Checker
Document and Page Layouts
Headers and Footers
Inserting Symbols, Tables, and Clipart
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Microsoft Word Program
Microsoft Word is a word processing
program used to create:
Letters
Memos
Newsletters
Research papers
Web pages
Business cards
Resumes
Financial reports
Other types of documents
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Word Processing Software
A word processing program is software
that allows you to enter, edit, and format
text and graphics
The files you create using Word are called
documents
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Word with various objects
Graphic
Header
Column
Formatted
text
Chart
Table
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Word Program Window
Quick
Access
toolbar
Title
bar
Ribbon
Ruler
Document
window
Status
bar
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Scroll
bar
View
buttons
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Word Program Window Summary
Quick Access toolbar contains frequently used commands
and is customizable
The Ribbon contains tabs
Tabs include buttons for commands organized in groups
Rulers show margins, tabs, and indent settings
View buttons are used to switch between Word document
views
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Word-wrap and Automatic Features
Word includes a word-wrap feature
As you type, the insertion point moves automatically to the next
line when you reach the right margin
Press [Enter] only when you want to start a new paragraph
Automatic features that might appear as you
type
AutoComplete
AutoCorrect
Spelling and Grammar
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Saving a Document
Save a file for the first time using the Save button
on the Quick Access toolbar or the Save
command on the Office menu
Assign a filename and a file location to a
document using the Save As dialog box
After you save a file for the first time, save
changes using the Save button, the Save
command, or [Ctrl][S]
To create a copy of the file, use the Save As
command under the Office Button.
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Show/Hide Formatting Marks
Formatting marks are special characters
that appear on screen to help you edit and
format text
This formatting
mark indicates a
Formatting marks do
blank line or the
end of a paragraph
not print
Use the Show/Hide
button turn the display
of formatting marks off
and on
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Selecting Text
Use the mouse to select words, lines, paragraphs,
and other large blocks of text.
Press and hold the Ctrl key to select
NON-consecutive text.
Methods for selecting text
to select
Any amount of text
A word
A line of text
A sentence
use the pointer to
Drag over the text
Double-click the word
Click with the selection pointer to the left of the line
Press and hold [Ctrl], then click the sentence
A paragraph
Triple-click the paragraph or double-click with the selection pointer to the left of the
paragraph
A large block of text
Click at the beginning of the selection, press and hold [Shift], then click at the end
of the selection
Multiple nonconsecutive
selections
Select the first selection, then press and hold [Ctrl] as you select each additional
selection
An entire document
Triple-click with the selection pointer to the left of any text, press [Ctrl][A], or click
the Select button in the Editing group on the Home tab, and then click Select All
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Using Templates
A template helps you create a formatted a
document quickly
A template is a formatted document that
contains placeholder text
You replace the placeholder text with your
own text and save the file with a new filename
Word includes templates for faxes, letters,
reports, brochures, memos, and other types of
documents
Select a template while in the
New Document dialog box
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Cutting and Pasting Text
The operation of moving text from one location to another is
called cut and paste
Cut the selected text using the Cut button in the Clipboard
group on the Home tab or the keyboard shortcut [Ctrl][X]
Cut text is placed on the Clipboard, a temporary storage
area for text and graphics cut or copied from a
document
Two clipboards:
System Clipboard - holds one item, the last item cut
or copied from a document
Office Clipboard - holds up to 24 items
Paste text at the location of the insertion point using the
Paste button in the Clipboard group on the Home tab or the
keyboard shortcut [Ctrl][V]
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Drag and Drop Text
You can also move text using the
drag and drop method
Drag selected text to a new location
using the mouse
Text that is dragged is not placed on the
Clipboard
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Shortcut Keys for Editing
Use keyboard shortcuts as a quick way to
perform a command
[Ctrl][X] to cut text
[Ctrl][C] to copy text
[Ctrl][V] to paste text
[Ctrl][A] to select all the text in a document
[Ctrl][S] to save a document
The keyboard shortcut for a command
appears in the ScreenTip
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Copying and Pasting Text
Copied text is not removed from the
document
A copy of copied text is placed on the
Clipboard
Use the Copy button in the Clipboard
group on the Home tab or the keyboard
shortcut [Ctrl][C]
Copy selected text by pressing [Ctrl] as
you drag it to another location
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Office Clipboard
The Office Clipboard
Stores up to 24 items
Stores text and graphics
Items can be cut or copied from any
Office program
Items on the Office Clipboard can be
viewed
The last item collected is stored on both
the Office Clipboard and the system
Clipboard
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Using the Office Clipboard
The Office Clipboard
appears in the
Clipboard task pane
Can be set to open
automatically after
two consecutive cut
or copy actions
Display manually by
clicking the launcher
in the Clipboard
group
Click to resize or
move the Clipboard
task pane
Stored
items
Icon indicates the
item is collected
from Word
Click to
change
display
options
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Finding and Replacing Text
Find and Replace feature
Use the Replace command to search
for and replace all instances of a word
or phrase in a document
Automatically find and replace all
occurrences at once, or
Find and review each individual
occurrence
Use the Find command to locate and
highlight every occurrence of a word or
phrase in a document
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Spelling and Grammar Checker
Flags possible mistakes and suggests corrections
Misspelled words
Grammar errors
You still need to proofread your documents carefully for errors
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AutoCorrect
Inserting text with AutoCorrect
Create your own AutoCorrect entries
Words you type often, such as a name
Words you often misspell
To create an AutoCorrect entry
Open the AutoCorrect dialog box
To insert an AutoCorrect entry in a
document
Type the text you want Word to correct
followed by [Spacebar]
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Fonts
A font is a complete set of characters
with the same typeface or design
Arial, Times New Roman, Tahoma, and
Calibri are examples of fonts
Each font has a specific design and feel
Set Font Size, Color, Style, and Effects
Font size is measured in points
A point is 1/72 of an inch
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Formatting with Fonts
Serif fonts have a small stroke, called a
serif, on the ends of characters, and are
often used for body text:
Times New Roman
Garamond
Book Antiqua
Californian FB
Sans serif fonts do not have a serif, and
are often used for headings:
Arial Rounded MT Bold
Comic Sans MS
Franklin Gothic Demi
Papyrus
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Font Styles
Make text darker and thicker by
applying bold
Click the Bold button to apply bold
Slant text by applying italic
Click the Italic button to apply italic
Underline text for emphasis
Click the Underline list arrow, then
select an underline style
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Font Effects
Apply using the
Font dialog box
Superscript
Subscript
Shadow
Outline
Emboss
Engrave
Small caps
Choose font
effects
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Font Styles and Effects
48 point, red,
shadow
effect, 80%
character
scale
Italic
Bold
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Format Painter
The Format Painter allows you to
copy the format setting applied to
selected text to other text
Use to copy multiple format settings
or individual ones
Click the Format Painter button once to
apply the format settings to one item
Double-click the Format Painter button to
activate the Format Painter and apply
settings to multiple items
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Line and Paragraph Spacing
Adding white space to a document
can make it easier to read
Increase space between lines using the
Line Spacing list arrow
Increase space between paragraphs
using the Before and After text boxes in
the Paragraph group on the Page
Layout tab
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Aligning Paragraphs
Paragraphs are aligned relative to
the left and right margins
Left-aligned text is flush with the left
margin and has a ragged right edge
Right-aligned text is flush with the right
margin
Centered text is positioned evenly
between the margins
Justified text is flush with both the left
and right margins
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Aligning Examples
Change paragraph alignment using the alignment
buttons in the Paragraph group on the Home tab
Right-aligned
Centered
Justified
Left-aligned
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Themes
Format a document using themes
A theme is a complete set of theme
colors, fonts, and effects
Preview a theme before applying it
Click the Themes button in the
Themes group on the Page Layout
tab to select and apply a theme
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Tabs
Tabs help you to align text vertically at a specific
location on a page
A tab stop is a point on the horizontal ruler that
identifies a text alignment location
By default, tab stops are located every inch from
the left margin
You can create custom tab stops
Text can be aligned to the left, right, or center of a
tab stop, or aligned with a bar character or decimal
point
A tab leader, a line that appears in front of tabbed
text
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Tabs Examples
Tab indicator
Tabbed text
left-aligned
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Left tab stop
Tab
leader
Right tab stop
Tabbed text
right-aligned
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Indenting
Indenting a paragraph moves the edge of
the paragraph in from the left or right
margin
Indent the entire left or right edge of a
paragraph
Indent just the first line
Indent all lines except the first line
Indent markers on the horizontal ruler
identify the indent settings for the
paragraph in which the insertion point is
located
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Indent Markers on Ruler
Indent buttons
First Line
Indent marker
Hanging Indent
marker
Left Indent
marker
Indented
paragraph
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Right Indent
marker
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Bullets and Numbering
Formatting paragraphs with bullets
and numbering can help to organize
ideas in a document
A bullet is a character, often a small
circle, that appears before the items in
a list to add emphasis
Numbering the items in a list helps to
illustrate sequence and priority
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Adding Bullets and Numbering
Use the Bullets or Numbering list arrows to apply,
change, or customize bullet and numbering styles
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Creating Outlines
To create a hierarchical structure in a
list, apply an outline numbering style
Click the Multilevel List list arrow to
select and apply a multilevel list style
Format an existing list
Demote items using the Increase Indent
button
Promote items using the Decrease
Indent button
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Borders and Shading
Adding borders and shading to text can
help to enhance the information in a
document
A border is a line added above, below, to the
side of, or around words or paragraphs
Shading is a color or pattern that is added
behind words or paragraphs
Use the Border button or the Shading button
in the Paragraph group on the Home tab
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Borders and Shading Example
Shading
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Border
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Footnotes and Endnotes
Footnotes and endnotes provide
additional information
They consist of two parts
Note reference mark
Corresponding footnote or endnote
Footnotes appear at the bottom of page
Endnotes appear at the end of the
document.
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Footnotes and Endnotes Example
Separator
line
Footnote
text
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Note reference
mark
Document Margins
Document margins are the blank areas
between the edge of the text and the edge
of the page
To adjust a documents margins:
Click the Margins button in the Page Setup
group on the Page Layout tab, then click
Custom Margins
Change margin settings on the Margins tab in the
Page Setup dialog box
Drag a margin indicator on a ruler to a new
location
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Setting Document Margins
Top margin
Right margin
Ruler shows
location of
top margin
Ruler shows
location of left
margin
Left margin
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Page Orientation
Portrait orientation means a page is
taller than it is wide
The default page orientation for a
document is portrait
Landscape orientation means a page
is wider than it is tall
Default paper size is 8.5 x 11
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The Page Setup Dialog Box
Margins tab
Change margins, page
orientation, and format the
layout of pages in a multiple
page document
Paper tab
Change paper size and
paper source
Layout tab
Format sections, format
headers and footers, and
change vertical alignment
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Margin Options
Margin options in a multiple page
document
Mirror margins are used in documents with
facing pages, such as magazines
Inside and outside margins are a mirror image of
each other
A gutter margin is used in documents that are
bound, such as books
A gutter adds extra space to the top, left, or inside
margin to allow for the binding
Set mirror margins and a gutter on the
Margins tab of the Page Setup dialog box
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Dividing a Document into Sections
A section is a portion of a document that is
separated from the rest of the document
by section breaks
A section break is a formatting mark that
shows the end of a section
You divide a document into sections when you
want to apply different page layout settings,
such as columns, to sections
Sections are used to vary the layout of a document
A document is formatted in a single section by
default
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Types of Section Breaks
Insert a section break using the Breaks
button in the Page Setup group on the
Page Layout tab
Section
Function
Next page
Begins a new section and moves the text following the break to the top of the
next page
Continuous
Begins a new section on the same page
Even page
Begins a new section and moves the text following the break to the top of the
next even-numbered page
Odd page
Begins a new section and moves the text following the break to the top of the
next odd-numbered page
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Section Breaks Example
Section 1 is
formatted in one
column
Continuous
section break
Section 2 is formatted
in two columns
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Page Breaks
As you type, an automatic (soft) page
break is automatically inserted when you
reach the bottom of a page
Text flows to the next page
You can force text onto the next page by
inserting a manual (hard) page break
Use the Breaks button in the Page Setup
group on the Page Layout tab to insert a page
break, or
Press [Ctrl][Enter]
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Page Numbers
Automatically number the pages of a document by
inserting a page number field
A field is a code that serves as a placeholder for data that
changes in a document
Click the Page Numbers button in the Header & Footer group
on the Insert tab to insert a page number field
Select a location, such as bottom of page
Select a preformatted page number and alignment
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Page Numbers Example
Page number fields are inserted in a
document header or footer
Document text
(dimmed when
the Footer area
is open)
Page number
(in the Footer
area)
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Headers and Footers
Add headers and footers to a document
when there is an item you want to appear
on every page
A header is text or graphics that appears at
the top of every page of a document
A footer is text or graphics that appears at the
bottom of every page of a document
Headers and footers often contain
information such as document title, author
name, dates, and page numbers
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Adding Headers and Footers
Open headers and footers by clicking the
Header button or the Footer button on the
Insert tab
Add text to headers and footers by typing
in the Header and Footer areas
You can also add symbols, borders, graphics,
and other elements to headers and footers
The Header & Footer Tools Design tab
opens when the Header and Footer areas
are open
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Headers and Footers Example
Document text is dimmed when the Header and
Footer areas are open
Dimmed text cant be edited
The Header and Footers areas are independent of the
document itself and must be formatted separately
Header &
Footer Tools
Design Tab
Header area
open with
content control
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Editing Headers and Footers
To edit headers and footers, first
open the Header and Footer areas:
Double-click a header or footer in Print
Layout view
Insert, delete, and format content
Change the default tab stops in the
Header and Footer areas if the default
document margins were changed
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Different Headers and Footers
Create different headers and footers:
For the first page of a document or
section
For each section in a document
For even- and odd-numbered pages in a
document or section
Use the tools on the Header & Footer
Tools Design tab or use the Layout tab
in the Page Setup dialog box
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Inserting Symbols
A symbol is a special character, such as a
graphic, shape, or foreign language
character
Add a symbol using the Symbol button on
the Insert tab
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Inserting a Table
Tables illustrate information intended
for quick reference and analysis
A table is a grid of columns and rows
that you can fill with text and graphics
A cell is the box formed by the intersection
of a column and a row
Borders are the lines that divide the rows
and columns of a table and help you see
the structure
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Table Example
Column
Row
Border
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Cell
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Clip Art
Illustrate a document with clip art
Clip art is a collection of graphic images
that you can insert in a document
Clip Organizer, a library of clips
Clips are the media files, including
graphics, photographs, sounds, movies,
and animations, that come with Word
Add clips by clicking the Clip Art button
in the Illustrations group on the Insert
tab
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Clip Art Task Pane
Search for clips using the ClipArt
task pane
Choose clip
collections to search
Search
using a
keyword
Choose type of clips
to search
Results of a
clip search
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Inserting Clip Art
A clip is inserted as an inline graphic
at the location of the insertion point
An inline graphic is a graphic that is
part of the line of text
A floating graphic is independent from
text and can be moved anywhere on a
page
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Wrapping Text around Clip Art
Wrap text around the graphic
Apply a text wrapping style
Click the Text Wrapping button in the Arrange
group on the Picture Tools Format tab
Faded image
shows graphic
being dragged
Sizing handle
Floating graphic
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Formatting Clip Art
Picture Tools Format tab
Adjust contrast, brightness,
compression, and so on in the Adjust
group
Apply a style from the gallery in the
Picture Styles group
Position, wrap text, flip, group, and so
on in the Arrange group
Crop and change height or width in the
Size group
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Summary
The Word program window
Formatting Text
Cut, Copy, and Paste commands
Clipboard and Spell Checker
Document and Page Layouts
Headers and Footers
Inserting Symbols, Tables, and Clipart
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