Word 2007-2

Setting Up Your Word Environment

Introduction

Before you begin creating documents in Word, you may want to set up your Word environment and become familiar with a few key tasks such as how to minimize and maximize the Ribbon, configure the Quick Access toolbar, display the ruler, and use the Word Count and Zoom tools.

Tasks to Set Up and Use Word

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 check mark beside Minimize the Ribbon indicates the feature is active.

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.

Challenge!

• Open Word 2007 on your computer. A new blank document will appear on the screen.
• Make sure your Ribbon is maximized.
• Display the Ruler.
• Add any commands you wish to the Quick Access toolbar.
• Close Word without saving the document.

Text Basics

Introduction

It is important to know how to perform basic tasks with text when working in a word processing application. In this lesson you will learn the basics of working with text including how to insert, delete, select, copy, paste, drag and drop text.

Text Basics

Working with Text

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.

• Release the mouse button and the text will appear.

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.

Challenge!

Use the Cover Letter or any other Word document you choose to complete this challenge.

• Open an existing Word document.
• Select a sentence.
• Copy and paste the sentence from one location in the document to another.
• Select another sentence.
• Drag and drop it to another location in the document.
• Select the entire document.
• Change the font style, size, and color.

Saving Documents

Introduction

It is important to know how to save the documents you are working with. There are many ways you share and receive documents, which will affect how you need to save the file. 

Are you downloading the document? Saving it for the first time? Saving it as another name? Sharing it with someone that does not have Word 2007? All of these things will affect how you save your Word documents. In this lesson you will learn how to use the save and save as commands, how to save as a Word 97-2003 compatible document, and how to save as a PDF.

How to Save 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.

• Click the Save button.

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.

Challenge!

Use the Cover Letter or any other Word document you choose to complete this challenge.

• Open an existing Word document.
• Save the document with the file name trial.
• Save the same document as a PDF file.
• Close the document.
• Open another existing Word document.
• Save the document so that it is compatible with Word 2003.
• Close the document.

Proofing Features

Introduction

Worried about making mistakes when you type? Don't be. Word provides you with several proofing features that will help you produce professional, error-free documents. In this lesson you will learn about the various proofing features, including the Spelling and Grammar tool.

Using the Proofing Features

Various Line Colors:

By default, Word automatically checks your document for spelling and grammar errors. These errors are indicated by colored wavy lines.

• The blue line indicates a contextual spelling error.
• 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.
• The red line indicates a misspelled word.
• The green line indicates a grammar error.

To Use the Spelling Check Feature:

• Right-click the underlined word. A menu will appear.
• Select the correct spelling of the word from the listed suggestions.
• Left-click your mouse on the word. It will appear in the document.

You can choose to Ignore an underlined word, add it to the dictionary, or go to the Spelling dialog box.

To Use the Grammar Check Feature:

• Right-click the underlined word. A menu will appear.
• Select the correct word from the listed suggestions.
• Left-click your mouse on the word. It will appear in the document.

You can also choose to Ignore an underlined word, go to the Grammar dialog box, or find out more information about the word and its usage.

You can also wait and run the spelling and grammar check after completing the document. Click the Spelling & Grammar command on the Review tab.

Challenge!

Use the Cover Letter or any other Word document you choose to complete this challenge.

• Open an existing Word document.
• Type the following sentences at the beginning of the document:
• I really enjoy learning an computers and about new skillz.
• I like to take tutorials were I can learn independently.
• Correct the spelling errors in the sentences.
• Correct the grammar mistake that appears in one of the sentences.
• Use the Spelling and Grammar command to check the remainder of the document.

Working with Hyperlinks

Introduction

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. 

Ever noticed the active links on web pages that allow you to jump from one page to another? You just used one to open this lesson. These are hyperlinks. You can use these in electronic versions of your Word documents just like you do in web pages. In this lesson you will learn the basics of working with hyperlinks, including how to insert and remove them in your Word document.

Hyperlinks

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.

You can also insert a hyperlink that links to another portion of the same document.

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.

Challenge!

Use the Cover Letter or any other Word document you choose to complete this challenge.

• Open an existing Word document.
• Type the following sentence:
• For great computer training, visit GCF today!
• Select GCF.
• Insert a hyperlink that connects to www.GCFLearnFree.org.
• Remove the hyperlink.

Printing

Introduction

Once you complete your document, you may want to print it for various reasons. This lesson covers the three basic features of printing in Word including Print Preview, Quick Print, and traditional Print.

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 PrintPrint. 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 PrintQuick Print.
• The document automatically prints to the default printer.

Challenge!

Use the Cover Letter or any other Word document you choose to complete this challenge.

• Open an existing document.
• View the document in Print Preview.
• Close the Print Preview format without printing.
• Print two copies of the document.