Introduction to MS Word 2007 Table of Contents Pg 2-3 Intro to Word Pg 4 Ribbons, tabs Pg 5 Cursor, Help, Mini Tool Bar Pg 6 Default Font and Size Pg 7 Setting the default spacing and indentation Pg 8 Automatic Formatting and Zooming Pg 9 Insert Your File Name Pg 10-11Styles of Text Pg 12 Copy and Paste (words, and pictures from the internet) Pg 13 Creating numbered lists (1,2,3 or A, B, C, or I, II, III ) Pg 14 Clip Art – positioning and text wrapping Pg 15-16 Smart Art Pg 17 Tables Pg 18 Charts Pg 19 Math Equations Pg 20 Page Numbers Pg 21 Page Layout, References (Bibliography) Pg 22 Mailings, Review (Inserting Comments) and View Tab Pg 23 How to complete an Email Merge Pg 24 How to complete a Letter Mail Merge Pg 25 How to complete a Label Merge Pg 26 Converting Files from Wordperfect to MS Word Pg 27 Sub-Divide your document (for creating tickets) Pg 28 Difference between .doc and .docx Pg 29 Instructions for access to Microsoft Online Tutorials

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Introduction to Microsoft 2007 Office The Microsoft Office Button

The first thing you‟ll notice, when you open a 2007 Office application is that there is no longer a File choice in the Menu Bar. The arrow above points to the Microsoft Office Button – which replaces File.

As you move your cursor over the Microsoft Office Button a preview image (image on right) will appear. Click the Microsoft Office button.

When you click the Microsoft Office button, it will turn orange and a “File like” menu will appear (similar to the image on the right).

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Each Microsoft Office Button menu is tailored to Word, Excel or PowerPoint.

You can personalize it, through selecting the Developer Tab and inserting your name and initials

Quick Access Toolbar In the upper left corner – to the right of the Microsoft Office Button - you will see an area called the Quick Access Toolbar (image on left). This area is quite handy as it currently contains several of the most used buttons in Office applications – Save, Undo, Redo, Print and Print Preview. You can customize this toolbar by adding and removing any feature

If you right click on any feature, such as bold, spacing, font size, etc, you can select “Add to Quick Access Toolbar”, and add this feature to your quick access tool bar

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Ribbons This is the new term you hear a lot about in 2007 Office. Ribbons stretch across the top of your application screen with features to assist you as you click the Ribbon Tabs. To us, Tabs and Ribbons are the same. It like unreeling holiday ribbon from a spool and seeing new images on the ribbon – very cool! So, we‟ll cover Tabs/Ribbons in great detail.

Tabs

Tab

Below the Microsoft Office Button and Quick Access Toolbar we see a series of Tabs/Ribbons. Tabs are similar to the Drop Down Menu choices in previous versions of Office. The Tabs are, logically, a bit different for each 2007 Office application to assist you with the most common features of that application. All the 2007 Office applications begin with the Home tab.

The Home Tab/Ribbon for Word 2007 looks like the image below.

Ribbon

Group

You‟ll quickly notice that the Home Tab/Ribbon for each application shows the Clipboard as the left “Group” (except in Access)

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Groups In the image below, the arrows point to a new topic – Groups.

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Clipboard

Font

Paragraph

Styles

Editing

The Cursor Writing anywhere on the screen -> You can also type anywhere on your screen. Hover your mouse over various areas on your page, until it changes shape. You may need to left click once. -

Now double left click and start writing

Help The help icon,

if found at the top right of the screen.

Select Text Mini Toolbar When you‟re working with text and fonts a really ingenious “new thing” occurs as you highlight text - a Select Text Mini Toolbar appears! It is a quick way to change your formatting.

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Paragraph Formatting MS Word for Font and Size Default Font Size for Microsoft if Calibri 11. If you want to change that for your computer, follow these directions Right click on AaBdCcIi (found under The home tab)

Left Click on Modify

In this pop up

Select your font, font size

Click on New documents based on this Template. Click OK

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Formatting MS Word for Spacing and Indentation For some reason, Microsoft believes Spacing should be 10 pt and line spacing should be 1.15 To change this, and turn your own preferences into default, follow these guidelines

Left click on this down arrow

Modify Indentation to your own preference (usually at zero)

Ensure spacing is at Zero

And line spacing is at single

Left Click Default

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Automatic Formatting Can be convenient and annoying Whenever you are typing and Word ‘thinks’ there is a possibility of automatic formatting…it will turn it on Type -> Or Or 2nd (then hit the space bar and type …the …this symbol should appear you turn it on or off by right clicking on stop automatically creating bulleted lists Please do not click yet !!

Zooming in and out If at any point you find yourself squinting to see what you are typing, your page might be zoomed in to far. At the bottom right of your screen you find the zoom buttons

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Insert Your File Name

Under the insert tab, you can also include the saved file path of your document. Insert -> Quick Parts (first ensure your cursor is where you want -> Field your file path to go) Select Filename

Upper or lowercase Click Add path to Filename Click OK

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Styles Hang on! The next Group on the Word Home Tab/Ribbon is Styles. If you go back to Page 6 and glance at the Word, PowerPoint and Excel Home Tabs, you‟ll see that the right portion of a Tab is where the application selections change to fit the application. In Word you can now select a style from the Styles Group (image below). If you click the More arrow in the lower right corner of the Styles group, you will see additional choices.

More Arrow

When you click the More arrow you will see an image similar to the one below. Notice that we are in Times New Roman – Normal. On the next page we‟ll show you one of the really, really neat new features in 2007 Office.

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Style cont’d We‟re going to highlight this paragraph (when we have finished typing it). Then we‟re going to open the Styles Group. When the Group is open we‟ll move our cursor over the choices, and as we do, you‟ll see, in the images below, that the entire paragraph changes to that Style!

We selected this Style. Look how the text now appears!

And another………..

Other Tabs/Ribbons – When you move to the other Tabs/Ribbons, you‟ll notice that they contain their own Groups – associated with that Tab. The Insert Tab/Ribbon (below) has logical “things” that you would insert into a document – Shapes, Pages, Tables, Illustrations, Links, Headers/Footers, Text and Symbols. Again, depending on your choices, many selections allow you to “preview” what you‟ve highlighted – similar to the two illustrations above.

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Copy/Paste To Copy and Paste a word or phrase from one area of your document to another (or from one document to another) Highlight with your mouse what you want to copy Right click on the highlighted part, and left click on copy Go to where you want the copied text to go Right click again, and left click on paste. You can also copy and paste pictures from the internet Ensure you are under google images

->Right click on a picture you like ->Left click on copy Now, go to your word document, and right click where you want it, and left click on copy

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Creating Numbered Lists To create numbered lists Start by typing (choose which one you prefer 1) You can also type 1. Or or a) a. Or or A) A. Or or I) I. Now, to activate the numbered lists press the space bar It should look like

The lightning bolt in front of it, indicates automatic formatting Now type in Orange 1) Orange Now press enter and 2) will appear. Type in Pear 2) Pear Now press enter and type in Grape 3) Grape We want to to sub list under Grape, so press enter, then press tab a. Green Now press enter, and it will jump to b. b. Red Now press enter again, and it will jump to c. c. Seedless To do a sub list under Seedless, press enter and then press tab i. Green ii. Red To get back to 4), press enter 3 times. 4) Apple 5) Mango

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Clip Art (google.ca is a far better source of pictures though) Currently, when you click an image in PowerPoint 2007, a Picture Tools Tab/Ribbon will be available to you. We placed a Microsoft Clip Art frog on the left. When we click the frog a Picture Tools Tab appears above of the other Tabs/Ribbons.

When you click the Picture Tools Tab (we‟re still in P.Point) the Picture Tools Ribbon below appears.

Notice, like the other Ribbons, that Picture Tools also has its own Groups – Picture Tools, Shadow Effects, Border, Arrange, and Size. You can turn this picture, into this picture by using all the features under Picture Tools

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** The most important part of pictures Positioning Your Picture (Move your picture) In MS Word, often you have to „fix‟ your picture in a certain spot. The bonus is that no matter how many times you hit enter the picture will not move. This is found under the Format Tab, and Position. Once you „fix‟ your picture in place, you can text wrap around it, and you can move the pictures with your mouse

Text Wrapping If you need to write on your picture, or beside it, click on Text Wrapping found under the Format Tab. To write over your picture, select behind text. Note -> you cannot just write on your picture. You must click on your mouse above your picture, and then hit enter several times (and tab) in order to write where you want to write. 14

SmartArt Under the Insert Tab, select Smart Art When you click SmartArt a Choose a SmartArt Graphic menu (image below) will appear.

If you have used SmartArt in the past, you‟ll quickly see that it has been greatly enhanced. We‟ll click on the Pyramid and then click the OK button.

A Pyramid Diagram, similar to the one on the right, will appear. Now it gets exciting! When you click the Pyramid you‟ll notice a new SmartArt Tools Ribbon/Tab appears (top of next page).

Here you can add more shapes, and change the color of the smart art.

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Similar to Picture Tools, you‟ll notice several Layout and SmartArt Styles Groups designed for enhancing the Pyramid on which you‟re working.

If you click the Change Colors button in the SmartArt Styles Group an image like the one the right will appear. As you move your cursor arrow over the Primary Theme Colors, you‟ll see that the Pyramid changes to that color.

If you now move your cursor arrow over one of the images in SmartArt Styles you‟ll see an image similar to the one on the right.

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Insert Tables You can draw your own table

If you want more columns or rows than the tab offers, go to Insert Tab and write in how many columns/rows you want

Notice during you have two tabs just for tables (Design and Layout). As soon as you click off your table, those tabs will disappear.

Under the tabs design and format, you can - change the colour of your table - add or delete rows/columns - change your text direction - use the eraser to delete specific columns, rows or lines - justify words in each cell in 9 different ways

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Insert Charts Under Insert Select Insert Charts Select any style of chart

Now your chart will appear, along with fake data in Excel. You do not need to separately save your excel data, as it saves automatically with your Word document. You can go ahead and change your data. Remember -> When you click on your chart, three tabs will appear These tabs will allow you to change

-> colour -> angle -> chart type -> position

-> change the x axis value and y axis value -> change the legend, axis -> text wrapping -> fix the chart in a specific of position

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Insert also has Math formulas

How to insert math calculations? Under insert tab, click the top part of or Click Insert New Equation (on bottom)

 Notice the New Tab in the Ribbon specifically for math equations.  You can choose from blank equations, and then fill them in with letters/numbers

You will notice the equation will appear in the middle of your screen. In order to ensure your equation is where you want it, place your cursor in the position you want the equation to go. Often times, math teachers will include the math icon into their quick access tool bar, so that it is a one click away. To do this, right click (say on fractions) and select Add to Quick Access toolbar.

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Inserting Page Numbers Under Insert

Select any page number you want. If you want the second page to be page 1 Under page number, select Format Page Number

Put in Zero Now, click on your page number, and select different first page

If you desire your page 5 to be page 1, then you have to insert a page break. At page 4, under page layout Select breaks  Next page Now your document is separated into 2 ‘quasi’ documents. You now can insert a new page number at page 5 and page 5 will be page 1.

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Page Layout Tab It is suggested that you click the Tabs/Ribbons in each application you‟ll be using to get a “feel” for them. The Page Layout Tab/Ribbon also has logical selections – Themes, Page Setup, Page Background, Paragraph and Arrange.

The Watermark feature is great. If you go under watermark, and select custom watermark, you can add pictures or include any text you want into your watermark.

Page Border allows you to create a number of border styles for pages and paragraphs

Reference Tab The References Tab/Ribbon will really come in handy for those publishing long documents, articles or books – Table of Contents, Footnotes, Citations & Bibliography, Captions, Index, and Table of Authorities.

It gives you the option of MLA, APA or any number of different styles of referencing Click on Insert Citation, and insert all the different references you are using. When you are all done, select bibliography, and your bibliography will be created

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Mailings The Mailings Tab/Ribbon lets you work with Envelops, Labels, Mail Merge, Fields and Preview. It includes Create, Start Mail Merge, Write and Insert Fields, Preview Results and Finish.

Review Tab The Review Tab/Ribbon has the Proofing Tools, Comments, Tracking, Changes, Compare and Protect features.

It also contains the Spelling, thesaurus and word count. Notice, word count is also found at the bottom left of your screen. To comment on study essays/projects on your computer and then send them back via email, you have 2 options 1) New comment -> is for making general comments about a concept

2) Track Changes -> allows you to make actual changes in the document. All your changes will appear red underline. You can click Accept or Reject to add the change or to delete it.

View Tab The View Tab/Ribbon allows you to change the document Views, do Show/Hide, Zoom and arrange your Windows.

This gives you a “feel” for how the Tabs/Ribbons work in Word 2007. Again, it would be prudent to look at the other 2007 Office applications you will be using - to get a similar sense for these new features. 22

How to complete an Email Merge Stage 1 – Excel – Setting up your data 1) Ensure your data has column headers (or column titles). 2) In Excel, ensure your file is saved. Let‟s call this the Excel file (you can also input your file directly from trevlac into a crv file) 3) Now highlight your data. 4) Under Formulas, select Define Name 5) Insert any name you prefer. Lets calls this the Defined Name file. Stage 2 – Word – Setting up the Mail Merge 1) Under Mailings, select Start mail merge and Email 2) Under Select Recipients, search for your Excel file. 3) After selecting your file, now select your Define Named file Stage 3 – Word – Writing your Email 1) Now write your email. 2) While writing your letter, make use of the Insert Merge Field to insert data from Excel. Stage 4 – Word 1) Under Mailings, select Preview results to ensure spacing is adequate 3) Under Mailings, select Finish and Merge. 4) If you want to examine your letters, select edit 5) To email, select Email a) Insert a Subject Line **b) Change HTML to text

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How to complete a Letter Mail Merge Stage 1 – Excel – Setting up your data 1) Ensure your data has column headers (or column titles), 2) In Excel, ensure your file is saved. Let‟s call this the Excel file (you can also input your file directly from trevlac into a crv file) 3) Now highlight your data. 4) Under Formulas, select Define Name 5) Insert any name you prefer. Let‟s calls this the Defined Name file. Stage 2 – Word – Setting up the Mail Merge 1) If you are inserting your mail merge into an already written document, open that document now. If you are starting a new document from scratch, open up a new document. 2) Under Mailings, select Start mail merge and Letters 3) Under Select Recipients, search for your Excel file. 4) After selecting your file, now select your Define Named file Stage 3 – Word – Writing your Letter 1) Now a) write your letter b) fill in the blanks on your previously written letter 2) While writing your letter, make use of the Insert Merge Field to insert Data from Excel. Stage 4 – Word 1) Under Mailings, select preview results 2) Ensure spacing is adequate 3) Under Mailings, select Finish and Merge. 4) a) If you want to just print your letters, select print b) If you want to examine your letters, select edit

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How to complete a Label Merge Stage 1 – Excel – Setting up your data 1) Ensure your data has column headers (or column titles), 2) In Excel, ensure your file is saved. Let‟s call this the Excel file. (you can also input your file directly from trevlac into a crv file) 3) Now highlight your data. 4) Under Formulas, select Define Name 5) Insert any name you prefer. Let‟s calls this the Defined Name file. Stage 2 – Word – Setting up the Label Merge 1) Under Mailings, select start mail merge and Labels. (note, you must select the labels icon from Start Mail Merge) 2) Select what type of labels you have (check the package the labels have come in) 2) Under Select Recipients, search for your Excel file. 3) After selecting your file, now select your Define Named file Stage 3 – Word – Writing the label 1) Now insert what you want into the label. 2) Under Insert Merge Field, insert in order, what you want to put into your label 3) Under mailings, select Preview your results (check spacing) 4) Under Mailings, select Update labels 5) Under Mailings, select Finish and Merge 6) a) If you want to just print your letters, select print b) If you want to examine your letters, select edit

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Converting Files from WordPerfect to MS Word (also works for Quattro Pro to Excel) In Wordperfect, Select File -> Save As

Under File Type, select MS Word 97/200/2002/2003 for Windows

Now, your document is saved as a .doc Back in Word Open up your document Click on the Office Button Select Convert Now, when you click the save button, will automatically save as a .docx

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your document

Subdivide Your Document To Subdivide your document into 4 equal parts (usually for tickets) Including page numbers (so your tickets are numbered)

1) Create your tickets as normal (on a full page). For the moment, each ticket will be on a full page 2) Ensure you insert page numbers on your tickets (through the page layout tab) 3) Under Office Button and Print Pages per sheet -> select 4 pages

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Microsoft Office Tutorials In addition to this tutorial, other Office tutorials are available below. The Department of Education and Early Childhood Development has bought the rights to access Microsoft‟s own tutorials. Please see the directions below.

Difference between .doc and .docx

As you save your files in Word, you can choose between saving them as

.docx - Word 2007 (not compatible with WordPerfect)

.doc - Word 97-2003 (Compatible with WordPerfect)

When to save .doc – if you plan on going back and forth between Word and WordPerfect, then save it as a .doc (97-2003 document) When to save .docx – if you plan on staying in Word 2007, with no plans of going back to WordPerfect

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Microsoft Online Tutorial Sign Up Guide 1. Go to: http://business.microsoftelearning.com/ 2. Click the Sign In button in the upper right corner of the page 3. A) Create an account using your government email. or B) Sign in to Windows Live if you already have an account (only if it is a government account) 4. Open a new Internet tab. 5. Go to https://business.microsoftelearning.com/activate/ 6. Input code -> IWO5C5A903 (The code is case sensitive –> the first character is the letter I and then the letter W and 0. The second last character is the number zero. (letters are upper case, numbers are small case) -> Use only your groupwise email. 7. You will receive an e-mail confirming your registration (it can take up to 10 minutes to come back) 8. From the confirmation e-mail, click the link to complete the e-mail confirmation and activate your courses. 9. You may be prompted to sign in using a valid Windows Live ID, once again. 10. A confirmation page appears indicating the access code has been accepted. 11. Select Learning Catalog on the right column to pick any tutorial you wish to view. 12. All selected courses are stored in My Learning.

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