01 microsoft office word 2007 (introduction and parts)

Microsoft Office Word 2007
ICT Introductory Training
Tagbilaran City Schools Division
May 10 – 13, 2011

What is MS Word 2007?
• is the 12th version of Microsoft’s word processing
software.
• it is part of the Microsoft Office 2007 productivity
suite/package.
• it was released in November 2006.
• it has new features along with the popular
Ribbon interface.

Lesson 1
Parts of the MS Word Screen

Parts of MS Word 2007 Environment
• The Office Button
• The Tabs
• The Ribbon
• The Groups
• The Quick Access Toolbar
• The Title Bar
• The View Buttons
• The View Ruler Button
• The Split Button
• The Tab Selector
• The Insertion Point
• The Zoom Slide
• The Document Area / Workspace
• The Rulers (Horizontal & Vertical)
• The Scrollbars (Horizontal &
Vertical)
• The Status Bar
• The Dialog Box Launcher
• The Select Browse Object
• The Minimize Button
• The Maximize Button
• The Restore Button
• The Close Button

Parts of MS Word 2007 Environment
Select Browse
Object

The Office Button
- is located in the upper-left
corner of the following 2007
Microsoft Office system
programs: Word, Excel,
PowerPoint, Access, and
Outlook (in the composing and
reading windows).

When you click the Office
Button ,you see the same
basic commands available on
the File menu in earlier
releases of Microsoft Office to
open, save, and print your file.
However, in the 2007 Office
release, more commands are
now available, such as
Finish and Publish.
The Office Button Menu

New Creates a new document
Open Opens an existing document from disk
Save Saves the open document to disk
Save As Saves the open document to disk under a
different name
Print Prints the open document
Prepare Prepares the document for distribution, through
such tasks as adding a signature or encryption
Send Sends the document to another user by email or
fax
Publish Makes the document publicly available via a
document server or a public web space
Close Exits the open document
The options available in the Office Button menu are:

(Ribbon) Tabs
The Ribbon Tabs are the access or control portions in
order for a ribbon to be activated or displayed.

Three Types of Tabs
1. Standard Tabs (Home, Insert, Page Layout, References,
Mailings, Review, View, Help)
2. Contextual Tabs (Ex. Picture Tools, Drawing, or Table)
- These are tabs that appear only when they are needed on the type
of task.
3. Program Tab (Ex. Print Preview)
- A Program Tab replaces the standard set of tabs when you switch to
certain views or modes.

Example of Contextual Tabs
To do this, let us try the following steps:
1. Click Insert Tab in MS Word 2007.
2. Find and click the Table tool under Tables group.
3. Select in the displayed drop-down menu the Draw Table tool.
4. Position the pointer in the document and draw a table by dragging.
After creating a table in the document, you see that the Table Tools Contextual Tabs
are displayed. This simply means that the content in the document which is the table
can be further manipulated using the newly displayed tabs.

Program Tab
To do this, let us try the following steps:
1. Click Office Button in MS Word 2007.
2. Select Print in the Office Button menu.
3. Select and click the Print Preview option.
You see that the Standard Tabs were substituted with the Print
Preview tab only.

The Ribbon
• The Ribbon replaces the traditional drop-down menus
and toolbars in Microsoft Office.
Before (MS Word 2003 or earlier) we have menus and toolbars
Now (MS Word 2007 or 2010) no more menus & toolbars; we have the ribbon

The Ribbon
• The Ribbon is designed to help you quickly find the
commands that you need to complete a task.
• Commands are organized in logical groups, which are
collected together under tabs.
Font
Group

Minimizing the Ribbon
There are two ways to minimize the Ribbon.
FIRST (Through the Customize Quick Access Toolbar)
1. Click Customize Quick Access Toolbar.
2. In the list, click Minimize the Ribbon.
3. To use the Ribbon while it is minimized,
click the tab you want to use, and then
click the option or command you want
to use.

Minimizing the Ribbon
There are two ways to minimize the Ribbon.
SECOND (Double-Clicking the Active Tab)
1. To quickly minimize the Ribbon, double-click the
name of the active tab. Double-click a tab again to
restore the Ribbon.
The Page Layout Tab is
the active tab.

Advantages vs. Disadvantages
of Minimizing the Ribbon
ADVANTAGES
• Bigger document
display.
• Less distractions.
DISADVANTAGES
• Difficulty in accessing
the tools you want to
use.
• Difficulty in controlling
the Ribbons.

The (Ribbon) Group
• can contain a number of related tools and
commands, in buttons, check boxes, combo
boxes, toolbars, menus, and so on, then, labeled
with a name.
• For example, the following Font group organizes
related font commands and contains numerous
Ribbon items:

The Home Ribbon
• This ribbon contains the most commonly used
commands in MS Word.

In the Home Ribbon
• Here is the list of groups we can find:
• Clipboard
– A group where you can find the Cut, Copy, Paste & Format Painter and show
the Office Clipboard Task Pane.
• Font
– A group where you can find the tools related to the manipulation of Fonts.
• Paragraph
– A group where you can find the tools for bullets and numbering, multi-level
lists, tabs, alignments, line spacing, shading and borders, sort and indentions.
• Styles
– A style is a predetermined set of formats that you can use repeatedly
throughout all your documents.
• Editing
– A group under Home Ribbon where the Find, Replace and Select commands
can be found.

The Insert Ribbon
• This ribbon contains the commands normally
needed to insert text, illustrations, symbols,
etc., into a document.

In the Insert Ribbon
• Here is the list of groups
under Insert:
• Pages
– This group contains
commands to create a
pre-formatted cover
page, insert a blank page,
or initiate a page break in
the current document.
• Tables
– Includes commands to
Insert or Draw a new
table, or insert an
existing table from an
Excel spreadsheet.
• Illustrations
– Contains the commands
needed to insert pictures,
Clip Art, shapes, graphics,
or charts into the
document.
• Links
– Provides the ability to
insert links and cross-
references to external
items or other locations
within the current
document.
• Header & Footer
– Allows the user to insert,
format, modify, or delete
headers, footers, and
page numbers.
• Text
– Contains various options
to insert or modify
different types of text
fields in the document;
including text boxes,
Word Art, signatures,
date/time stamps, etc.
• Symbols
– Includes commands to
insert mathematical
equations or pre-defined
symbols

The Page Layout Ribbon
• This ribbon contains the commands related to
the layout and appearance of the page or
pages in the document.

In the Page Layout Ribbon
• Here is the list of groups under Page Layout:
• Themes
– This grouping allows the user to change the overall design of the
entire document, including colors, fonts, and effects.
• Page Setup
– Includes the commands to change the parameters (margins,
orientation [landscape or portrait], paper size, number of
columns, page and section breaks, line numbers, and
hyphenation) that determine the overall appearance of the page.
• Page Background
– Provides the ability to insert or change a watermark, color, or
borders for the background of the page.
• Paragraph
– Allows the user to specify the indentation, line spacing and page
breaks.
• Arrange
– This grouping applies primarily to graphics or charts. Includes
commands related to positioning the objects or text on the page.

The References Ribbon
• This ribbon contains a variety of references
that can be used within a document.

In the References Ribbon
• Here is the list of groups under Page Layout:
• Table of Contents
– Provides ability to add, format, or edit a Table of Contents.
• Footnotes
– Includes commands to insert, format, and edit footnotes in a document.
• Citations & Bibliography
– Allows user to cite a book, journal article, or other source for a segment
of information within the document. Also includes option of adding a
bibliography.
• Captions
– Contains the commands to insert a caption to an image, a cross reference
to a particular item, or a Table of Figures within the document.
• Index
– Provides the ability to insert an index within the document and mark
entries to be included in that index. Also includes buttons to edit or
delete an existing index.
• Table of Authorities
– Includes commands related to a Table of Authorities, which lists the
cases, statutes, and other authorities cited within the documents.
Commands include creating, editing, or deleting the table, as well as
selecting citations to be included in a table.

The Mailings Ribbon
• This ribbon contains the commands
commonly used when creating documents
intended to be distributed via email, printed
letters, or web postings.

In the Mailings Ribbon
• Here is the list of groups found under Mailings:
• Create
– Includes the commands needed to create address, format, and print
envelopes and labels.
• Start Mail Merge
– Allows user to start a mail merge to create a form letter intended to
print or email to multiple to a number of different recipients
• Write & Insert Fields
– Contains options to add fields to a Mail Merge document, such as an
address or greeting.
• Preview Results
– Allows the user to preview the results of the mail merge, search for
specific recipients, or auto-check for errors.
• Finish
– Includes options to complete the mail merge, and edit, print, or email
any of the resulting documents.

The Review Ribbon
• This ribbon contains the commands needed to
review and revise an existing document.

In the Review Ribbon
• Here is the list of groups under Review.
• Proofing
– Assists the user with proofing and correcting a document. Allows the
user to check the spelling and grammar, search references,
thesaurus, translate text, enable ScreenTip, set language, etc…
• Comments
– Provides ability to insert, delete, or navigate between comments
about selected text in the document.
• Tracking
– Tracks all changes made to the document, insertions, deletions, &
formatting changes.
• Changes
– Allows user to accept, reject, and navigate between changes to the
document.
• Compare
– Provides the ability to compare or combine multiple versions of a
document.
• Protect
– Includes settings to restrict how people can access and edit the
document.

The View Ribbon
• This ribbon contains settings that affect how
the document appears on the screen.

In the View Ribbon
• Here is the list of groups found under View:
• Document Views
– Allows the user to specify whether the document is displayed as it will
appear when printed out, in a full-screen view to maximize the amount
of data displayed on a single screen, as it would appear on a Web page, in
outline form, or as a draft that allows the user to quickly edit the text.
• Show/Hide
– Provides the user with the ability to display or hide various features
associated with a document, including a ruler, gridlines, a message bar,
document map, or a thumbnails’ pane.
• Zoom
– Includes options to specify the zoom level of a document.
• Window
– Contains settings that allow the user to open and view multiple Word
documents at the same time.
• Macros
– Provides the ability to define a sequence of actions to perform on a
document or multiple documents that can be executed again and again in
one step – by running the macro.

The Dialog Box Launcher
• Is a button found at the right bottom corner of
some of the groups in a ribbon in order to
display the other tools through a dialog box.
Dialog Box is a type of window used to enable a so-called “dialog” between the
computer and a user through buttons, check boxes, drop-down menus, combo boxes
and others.

Some Groups with
Dialog Box Launchers
• Clipboard
• Font
• Paragraph
• Styles
• Page Setup
• Footnotes

The Quick Access Toolbar
• It is a customizable toolbar that contains
commands that you may want to use.
• You can place the quick access toolbar above
or below the ribbon.

The Quick Access Toolbar
• To place the Quick Access Toolbar below the
Ribbon:
1. Click the Drop-Down Arrow at the end of the
Quick Access Toolbar.
2. Select and click the Show Below the Ribbon
option in the Customize Quick Access Toolbar.

The Zoom Slider
• A new interface for setting the view size of
your document by sliding/dragging the arrow
slider to Zoom In or Zoom Out.

The View Ruler Button
• A small button found right above the Vertical
Scrollbar and used to show/hide easily the
rulers (Vertical or Horizontal Rulers) by clicking
it.

The View Buttons
• In Word 2007, you can view your document in
one of five views: Draft, Web Layout, Print
Layout, Full Screen Reading, or Online Layout.
• The View Buttons are located at the bottom of
the Word 2007 workspace between the Status
Bar and the Zoom Tool.

• Draft View is the most frequently used view. You
use Draft view to quickly edit your document.
• Web Layout view enables you to see your
document as it would appear in a browser such
as Internet Explorer.
• Print Layout view shows the document as it will
look when it is printed.
• Full Screen Reading view formats your screen to
make reading your document more comfortable.
• Outline View displays the document in outline
form. You can display headings without the text.
If you move a heading, the accompanying text
moves with it.
The View Buttons

Try and explore the different
Page Views

The Insertion Point
• The Insertion Point is also known
as Cursor used to indicate the
point where the next
characters typed from
the keyboard will appear on
the display screen.
• The insertion point is usually
represented by a blinking vertical
line.
• You can reposition the insertion
point by pressing arrow keys or by
moving the I-beam pointer.

The Status Bar
• The Status bar
appears at the
very bottom of
your window
and provides
such information
as the current
page and the
number of
words in your
document.

Lesson 2
Creating the First Document

Starting Microsoft Office Word 2007
1. Go to Start Button
2. Go to All Programs in the
Start Menu
3. Select Microsoft Office
4. Click Microsoft Office Word 2007

Creating a New (Blank)
Word Document
1. Click the Office Button
2. Select New
3. Select Blank and Recent, then, select Blank
Document
4. Click the Create Button

Setting Up the Document Page
1. Go to Page Layout Tab (Ribbon)
2. Look for the Page Setup Group
3. Click the Margins Tool
4. In the Margins drop-down menu, select the
appropriate margin (Normal, Narrow, Moderate,
Wide) or select Custom Margins to set your own
margin size.
5. If you want to set Custom Margins, enter the desired
Top, Bottom, Left & Right margins in the Page Setup
Dialog Box.
6. Then, click Ok.

1. Set the Page Orientation by clicking the
Orientation Tool under Page Setup group.
2. Choose Portrait, if you want the vertical
orientation of your paper.
1. Portrait Orientation is applicable for long contents.
3. Choose Landscape, if you want the horizontal
orientation of your paper.
1. Landscape Orientation is applicable for wider
contents.

1. To set the size of the paper to use, click the
Size Button in the Page Setup group
2. Select the appropriate size from the drop-
down menu.
• For Short-Sized Bond Paper, select the Letter Size.
• For Long-Sized Bond Paper, select More Paper Sizes
(Then, set the Width to 8.5” and the Height to 13”
in Page Setup Dialog Box)
NOTE: The Legal Size is not the same in size with our Long-Sized Bond Paper.
It is 1 inch longer than the Long-Sized Bond Paper.

Adding Text in the Document
• To type/enter text or any character on your
document page, you just type the line(s) of
text, characters, sentences or paragraphs.
• Pressing the Enter Key will move the Insertion
Point to the next line in your created page.
• Pressing the Tab Key will move the Insertion
Point to a certain distance set as Tab setting.
• It is also used to give Indents to paragraphs.

Controlling the Cursor
The text will appear where the blinking cursor
is located. Move the cursor by using the arrow
buttons on the keyboard or positioning the mouse
and clicking the left button. The keyboard shortcuts
listed below are also helpful when moving through
the text of a document:
Move Action Keystroke
Beginning of the line HOME
End of the line END
Top of the document CTRL+HOME
End of the document CTRL+END

Selecting Text
To change any attributes of text it must be highlighted
first. Select the text by dragging the mouse over the desired
text while keeping the left mouse button depressed, or hold
down the SHIFT key on the keyboard while using the arrow
buttons to highlight the text. The following table contains
shortcuts for selecting a portion of the text:
Selection Technique
Whole word double-click within the word
Whole paragraph triple-click within the paragraph
Several words or lines drag the mouse over the words,
or hold down SHIFT while using
the arrow keys
Entire document choose Editing | Select | Select
All from the Ribbon, or
press CTRL+A

Overtyping your Text
You can type over the current text (replace
the current text with new text) in the Overtype
mode. Do the following to change to the Overtype
mode:
1. Click the Microsoft Office Button , and then
click Word Options.
2. Click Advanced.
3. Under Editing options, select or clear the Use
overtype mode check box.
Note: You can overtype text without changing to
Overtype mode by selecting the text you want to
overtype and then typing.

Formatting the Font Typeface
• Highlight/select the series or line(s) of
text/characters
• Go to the Home Tab (Ribbon)
• Look for the Font group
• Click the arrow in the Font Combo Box to
select the desired Font.
• Select the style of Font you want to set for
your text contents.

Formatting the Font Typeface
• Example
• Type your full name
• Highlight your full name
• Go to the Home Ribbon by clicking the Home tab
• Look for the Font group
• Click the drop-down arrow of the Font combo box
• Select the Papyrus font.

Changing the Font Size
• Highlight/Select the line(s) of text
• Go to Home Ribbon
• Click the arrow of the Font Size combo box.
• Select the desired number as the size of font.
You may also use the Increase Font Size Button
(CTRL+SHIFT+>) or the Decrease Font Size Button
(CTRL+SHIFT+<) found in the Font Group under
Home Ribbon.

Applying Font Styles and Effects
• Font styles are predefined formatting options
that are used to emphasize text.
• They include: Bold, Italic, Underline,
Strikethrough, Text Shadow, Character Spacing
and Change Case.
To apply these to effects:
1. Select the text
2. Go to Home Ribbon
3. Click the desired Font Styles/Effects found in the
Font Group of the said Ribbon

Changing the Font Color
• Highlight/Select the line(s) of text
• Go to Home Ribbon
• Look for the Font group, then, click the drop-
down arrow of the Font Color tool
• Select the desired color from the pop-up color
swatches

Setting the Alignments of the
Text Contents
• Highlight/select the line(s) or series of text
• Go to the Home Ribbon
• Look for the Paragraph group
• Click the appropriate alignment button.
• Align Text Left (CTRL+L) will align the beginning side of
the line(s) of text to the left margin.
• Align Text Right (CTRL+R) will align the end side of the
line(s) of text to the right margin.
• Align Center (CTRL+E) will align the center portions of
the line(s) of text to the center of the page.
• Justify (CTRL+J) will align both left and right ends of the
line(s) of text.

Formatting Using the MINI TOOLBAR
• You can easily format your text using the new
feature of Word 2007 – Mini Toollbar.
• The Mini Toolbar appears on the document
area when you right-click at a certain text
content you want to format.

Saving the Created Document
To save the created document for the first time:
1. Click the Office Button.
2. Select Save As…
3. Select and click Word Document
(If you want to save the document as Word 2007
file format. If you want to save it as Word 2003
compatible, you need to select the Word 97-2003
Document)
4. In the displayed Save As Dialog Box, type the desired
filename in the File Name text box.
5. Just leave the Save as Type to .docx unless you want to
save your file as a different type.
6. Look for the folder/location you want to place your
document on the left pane of the dialog box and select.
7. Then, when everything is ok, click the Save Button.

01 microsoft office word 2007 (introduction and parts)

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