Quick Reference Guide

Microsoft® Word 2007 Quick Reference Guide The Main Word 2007 Screen Font Chunk commands 1. Office Menu New, Open, Save, Print, link to Word op...
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Quick Reference Guide

The Main Word 2007 Screen

Font Chunk commands

1. Office Menu

New, Open, Save, Print, link to Word options, and Exit command.

2. Quick Access Toolbar

Although toolbars have mostly been removed from Microsoft Office Word 2007, you can add frequently used commands to the Quick Access toolbar.

3. Title Bar

This bar displays the name of the current document you’re working on and the program you’re working in.

4. Window Controls

Right of the title bar, you have buttons to minimize, maximize, or close the window.

5. Ribbon Tabs

These tabs each contain a different set of options relevant to the tab name.

6. Help Icon

Click the question mark to see the Help screen.

7. Chunks

Each ribbon is divided into various parts called chunks.

8. Rulers

To help you line up text and objects, Microsoft Office Word has a vertical and a horizontal ruler. (If you can’t see the rulers, use the View ribbon to enable them.)

9. Editing Window

This is where you will create your document.

10. Scroll Bar

Use this bar to scroll up and down in your document.

11.Status Bar

This bar at the bottom of your screen has commands for word count, spell check, and view controls.

The Quick Access Toolbar Save – Click this icon to save the current file to disk. If you have not given the file a name yet, you will be prompted to do so.

Undo – Click this icon to revert the last action you performed in Word. You can undo up to 24 operations.

Redo – Click this icon to revert an undo operation if you ‘undid’ something by accident.

Menu – Click this icon to show a listing of commands that can be added to the Quick Access Toolbar. Toolbar management commands are also found here.

Font list click pull-down arrow to choose font face Font size pick size from list or type a size Increase size increases font size Decrease size decreases font size Clear formatting removes all style elements to selected text Bold makes the selected text darker and thicker Italic slants the text for emphasis Underline underlines text. Click the pull-down arrow to see different underline options Strikethrough draws a line through selected text Subscript lets you type text as a subscript to main text, like a footnote reference Superscript lets you type text as a superscript to main text, like an exponential number Styles Choose from a number of quick styles you can apply to a heading or paragraph Highlighting highlights the selected text. Click the pull-down arrow to see a number of different highlight colors Text Color Click the pull-down arrow to choose from a number of different text colors Option button opens the Font dialogue box where you can apply all of the above text styles at once.

Printing a Document

Starting Word When you want to print a copy of a document, click the Office Menu button and then click the Print command. The sub menu shown at left will appear. Print will open the print dialogue, allowing you to specify a number of different printing options. Quick Print will send one copy of the document to the default printer for immediate printing. Print Preview is a special viewing mode that lets you make last minute adjustments to the document before it is printed. This view will show you exactly what will come out on each piece of paper.

From the Desktop Double click the Microsoft Office Word Microsoft 2007 icon if Office Word this is 2007 available. From the Start Menu Start > All Programs / Programs > Microsoft Office > click Microsoft Office Word 2007.

Keyboard Shortcuts Ctrl + N

Open a new document

Ctrl + S

Save a file

Ctrl + O

Open a file

Ctrl + P

Print a document

Alt + F4

Close Word (prompt to save)

Ctrl + A

Select All

Ctrl + C

Copy text

Ctrl + X

Cut text

Ctrl + V

Paste text

Ctrl + F

Find text

Ctrl + E

Align text to centre

Ctrl + L

Align text to left

Ctrl + R Ctrl + Y

Align text to right Redo last action

Ctrl + J Ctrl + Z

Justify text Undo last action

F7 F1

Check spelling or grammar Get Help

Keyboard Navigation Mini Toolbar

Page Tabs

As you become more familiar with using When you highlight a block of text with your mouse, a small toolbar a computer, you will find that using the will appear beside the text offering a number of formatting options, following keys will be helpful in most of which are identical to the Font chunk of the Home ribbon. navigating large documents. These keys should all be in a cluster to the left of the numeric keypad:

Enable the ruler, then click the Tab icon (left of the horizontal ruler) to cycle modes:

Page Up

Goes up one page.

Page Down

Goes down one page.


Goes to start of line.


Goes to end of line.

Recent Documents List

Left tab

Right tab

Centre tab

Decimal tab

Bar tab

Using the Status Bar

After you work with a file in Word, its name will appear in the Recent Documents list, visible when you click the Office Menu button.

Click a pushpin icon beside a list entry to pin that particular file to list. Click the pushpin icon again to unpin.

Page Count

Shows you what page of the document you are in. Click this area to open the Go To dialogue.

Word Count

Shows you how many words the current document has in it. Click this area to open the Word Count dialogue; a detailed list of items in your document.

Proofing Tools

This book icon indicates whether or not there are spelling errors in your document. Click the icon to do a spell check.

Macro Status

This icon shows whether a macro is recording, playing, or paused. Click the icon to record a macro.

View Controls

Use these buttons to change document views.

Zoom Slider

Use this slider to zoom in or out of your document.

Tips and Tricks when Selecting Text         

If you have a block of text selected and you start typing, the selected text will be erased and your new text will replace it. You can select a block of text and drag and drop it into anywhere in your document. (We’ll talk about this more in a moment.) You can select any level of text (letter, word, phrase, paragraph, page, or entire document, or parts thereof) and manipulate it. You can double-click a word to select it. Triple-click to select the whole paragraph. If you want to delete a portion of text, you can select it and hit either the Backspace or Delete keys on your keyboard rather than cutting it. You can cut or copy a portion of text and then paste it in a separate document or word processing program. You can select different parts of text by selecting the first part, then holding the Ctrl key with your mouse and selecting another part. You can select a large portion of text by selecting the first word, pressing and holding the Shift key and then selecting the last word. To deselect text, click anywhere in your document. © 2005 Velsoft Courseware Inc. All rights reserved.

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Quick Reference Tutorial

Word 2007 SmartArt

Inserting a Table

SmartArt is a new feature in Word 2007 that replaces the Diagram feature. SmartArt can be used to show the steps of a process, a list of items, a relationship, a hierarchy pyramid, and so on via bright, focused diagrams. Click Insert  SmartArt, then choose the category of SmartArt to insert.

Word 2007 lets you quickly add a table up to 8x10. Click Insert  Table, and then hover over the bottom right cell of your desired table size. For example, the diagram below shows a table of 5x5:

Once a diagram has been inserted, simply click in a part of the diagram that you want to edit and type: Click Insert Table to make a table larger than 8x10.

Table Formulas Despite being a word processor, Microsoft Office Word 2007 does have the capacity to create and use some basic formulae if you have a table of data in your document. The following diagram shows rainfall data (and has an empty cell at the bottom to hold a formula):

Picture Tools RIbbon Adjust

Picture Styles



Brightness Contrast Recolor Compress Pictures Change Picture Reset Picture Gallery Picture Shape Picture Border Picture Effects Option button Position Bring to Front Send to Back Text Wrapping Align (


Group (


Rotate ( ) Crop Dimensions Option button

Displays a menu of brightness choices. . Displays a menu of contrast choices. Displays a menu of color schemes. Compresses all images in the document. . Replace the current picture with another one, keeping effects applied. (Picture adjustments will be removed.) Resets the selected picture to the original image. Choose a pre-designed style for your picture. Make the selected photo into a shape. Change the border for the photo. Displays a menu of various photo effects. Opens the Format Picture dialogue. Displays a menu of positioning options. Bring the photo forward in a pile. Send the photo backward in a pile. Choose how text will wrap around the image. Align or distribute the image. Group images so that they can be moved as a unit. Rotate the selected image.

Click inside the cell that will contain the formula, then click Table Tools Layout  Formula. Enter the desired formula and click OK:

The formula result will be shown in the cell. If the table data ever changes, press F9 to reevaluate the formula:

Remove portions of the image. Set the size of the image. Opens a Size dialogue.

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Velsoft Quick Reference Tutorial.

Format Picture Dialogue

Ordering Objects in your Document

Click the option button in the Picture Styles chunk of the Picture Tools ribbon Fill Add a fill to transparent regions of the image. Line Color Change the color of the border.

Click an object to select it, then use the arrange commands on the Drawing Tools ribbon to sort the objects. For example, the triangle was Sent to Back:

Line Style

Change the style of the border.


Change the shadow around the picture.

3-D Format

Add a 3-D effect to the image.

3-D Rotation

Add a 3-D rotation to the image.


Change contrast, brightness, and color of the image. Also contains a Reset command.

Text Box

Contains layout, AutoFit, and margin commands for text boxes.

Office 2007 Diagnostics If you experience consistent trouble with Word 2007, run the Office Diagnostics tool to check for problems. Click Office Menu  Word Options  Resources  Diagnose (second button from the top). Office will run tests on itself and produce a report with possible solutions and a link to Office Online Help:

Style Inspector Use the Style Inspector to see what specific formatting has been applied to a piece of text. Open the Style task pane by clicking the option button in the Styles chunk of the Home Ribbon. Next, click the Style Inspector command (middle button at the bottom of the pane) to open the Inspector. Finally, click your mouse on the text in question to see how it was formatted.

Inserting a Chart

Using the Quick Style Gallery

Word 2007 can create a visual representation of numeric chart data for you. First, highlight the data to be used in the chart. Next, choose your chart category and chart type then click OK:

Located on the Home ribbon, this gallery contains a number of pre-made styles that can be applied to text. Select some text and then click a style from the Quick Style Gallery; the selected text will be formatted. (To remove text formatting, select the text again and click Clear Formatting, shown at the bottom.)

Once the chart is inserted, click the chart to show the Chart Tools ribbons which allow you to customize every aspect of your chart.

Inserting Quick Parts

Understanding Style Types

Quick Parts are pre-made objects you can include in a document that provide information about the document. For example, you can add a quick part to the top of a document that details information about the author, company, your phone number, etc. (Insert ribbon  Quick Parts)

Styles are pre-made formatting rules that you can apply to a single character or an entire document. There are five types of styles that are used in Word 2007: Character ( Paragraph (

These styles can be applied to individual characters.


These styles must be applied to entire paragraphs.


Linked Paragraph and Character (

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Contains both a paragraph style and a character style that are linked.


Contains formatting particular to tables.


Contains formatting particular to lists.

Velsoft Quick Reference Tutorial.




Quick Reference Tutorial

Smart Tags in Word 2007

Check Spelling/Grammar

A Smart Tag is used by Word 2007 to identify a particular element in a document. Smart Tags must be enabled before use; open Word’s option pane and click the Advanced Tab. In the Show document content section, click Show Smart Tags. For example, if you type in “23 Acme Lane,” Word will now recognize that as an address and underlines it in purple dots. Click the Smart Tag icon ( ) to see Smart Tag options:

Although you can deal with each spelling or grammatical error individually, you can save a lot of time by clicking Spelling & Grammar on the Review ribbon or pressing F7:

Spelling errors will be shown with suggestions in the Spelling & Grammar dialogue box:

Type of Tag

What it recognizes



Street addresses

Allows you to obtain driving directions, add the address to your Outlook contacts, and view a map.



Allows you to schedule appointments.

Financial Symbol

Stock symbols

Obtain stock quotes, company reports, and news on the selected company.

Choose from the following main dialogue options:

Measurement Converter

Metric or imperial measurements

Convert from metric to imperial or vice-versa.

Ignore Once

Ignore this word once.

Ignore All

Ignore all further instances.

Person Name

First and last names

Send an e-mail, add the person to your contacts, or schedule a meeting. Additional options will be available if the person is in your Outlook contacts.

Add to Dictionary Change

Recognize this word from now on as not misspelled. Change word to current suggestion.


Street addresses

Allows you to obtain driving directions, add the address to your Outlook contacts, and view a map.

Change All

Change all further instances to current suggestion.


Automatically correct this work in the future to the current suggestion.

Check Grammar

Check this box to check grammar as well as spelling.

Telephone Number

Formatted phone numbers

Allows you to place a call and add the number to your contacts.



Allows you to schedule appointments.

Inserting the Date and Time

Inserting Page Numbers

Use the Insert ribbon and click the Date and Time command. Choose a date format from the list. Above the OK button, you will notice a checkbox marked Update automatically. Check this if you want the date and time to be automatically updated correctly the next time you open the document.

Page numbers are easy to insert into your document. Click the Page Numbers command in the Insert ribbon and choose a location:

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Velsoft Quick Reference Tutorial.

Adding Hyperlinks

Word 2007 Compatible File Formats

You can add a hyperlink in a document to move to a number of different locations. Creating a hyperlink is easy. Type some text you want to make a link, select the text, then click the Hyperlink command. You can link this text to one of four locations:


Word’s default format.


Word documents with macros.

.doc .dotx

The default format for Word 97-2003 documents. Format for Word 2007 templates.


Word templates with macros.


The default format for Word templates in Word 97-2003 versions.


Portable Document Format. Used by Adobe Acrobat reader; Word 2007 can produce these documents if the appropriate plug-in has been downloaded and installed (see manual for details).


XML Paper Specification. Similar to PDF; Microsoft’s iteration of this file format can be produced if the appropriate plug-in has been downloaded and installed (see manual for details).

.mht, .mthml

Multilingual (or MINE) HyperText Markup Language. A Web page saved as a single file; also known as a Web archive.

.htm, .html .rtf

HyperText Markup Language, a common Web page format. A Microsoft-proprietary document similar to .doc, but with less features. Used with WordPad, an editor included with Windows.


Plain text format that can be used with nearly every word processor.


Extensible Markup Language, commonly used in Web pages.


Default format for Microsoft Works Suite 6.0 and 7.0.

To an existing file

Link to an existing file on your computer. (These links will not work if you send the document to someone else, as they will not have the file in the location you have specified.)

To this document

Link to another place in this document. This is usually used in indexes and tables of contents.

To a Web page

This is the most common type of file, called a hyperlink. Clicking on this type of link opens the specified page in an Internet browser window.

To an e-mail address

Also called a mailto link. When you click this type of link a new e-mail message will open up in your e-mail program, with the information in the mailto link filled out.

Navigating Using My Computer

Right-click Functionality in My Computer When you right-click a file or folder in the My Computer dialogue box, you can access a large number of management commands

1. 2.

3. 4.

The My Places toolbar is a list of commonly used places in Windows. You can click on any icon and its contents will be displayed on the left hand side of the dialogue box. You can also click this drop-down menu to choose a place in Windows including all hard disks, CD-Rom drives, and removable media. Once you choose a location, its contents will be displayed in the center pane. This window displays the contents of the selected location. You can double-click on folders in this window to save or open documents in those locations. Use the back button to go back to the previous folder. You can also use the up one level icon on this toolbar to go up one folder level.

Creating a Multilevel List Select the text you want to use in the multilevel list, then use the multilevel command to choose a style: With the style selected, simply go through the document and press tab to indent. Each time you press Tab, that list item will be further indented.

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If you right-click a folder, you will see these commands: Select

Highlights the folder


Opens the folder


Only for folders; opens folder in Windows Explorer (a more advanced version of My Computer) Only for folders; opens Windows Search folder

Search Send to

Sends information to Desktop (as a shortcut), zipped folder, writable media (CD-ROM), e-mail recipient, or My Documents


Cut/copy selected file to clipboard

Create Shortcut Delete

Makes shortcut to folder Sends folder to Recycle Bin


Gives folder a new name


Displays folder characteristics

Files, when right-clicked, show some of the above and the following: Open Edit

Opens the file; if default program for the file is not Word, the default program will open the file Opens the file to edit, conditions listed above apply


Creates a new file of selected type


Prints the selected file

Open With

Choose another compatible application to open the file Velsoft Quick Reference Tutorial.




Quick Reference Tutorial

The Developer Ribbon

Using Comments

The Developer ribbon is required if you use Word 2007 for forms, macros, or XML. It can be enabled by clicking Office Menu  Word Options  Popular tab  Show Developer tab.

If you want to add more detail to a document or describe more in-depth an idea, you can add a comment. It acts like a sticky note in your document, without having to include a footnote or endnote, and is usually used during proofing of a document between two or more people. To add a comment, select the text you want to emphasize, then click Insert Comment:




Visual Basic

Opens the Visual Basic Editor.


Opens the Macros dialogue.

Record Macro

Begin recording a macro.

Pause Recording

Pause recording.

Macro Security

Opens the Macro Security dialogue.


Click one of these controls to add it to a form.

Design Mode

Switch to form design mode.


Open the properties of the current object.


Group selected objects.


View the XML structure of this document.


Attach an XML schema to this document.


Apply an extensible stylesheet language transformation (XSLT) to this document.

Expansion Packs

Add XML expansion packs to this document.


Protect Document

Restrict permissions, viewing, and editing.


Document Template

Opens the Templates and Add-ins dialogue.

Document Panel

Add a custom template and/or show the Document Panel.

Comments will appear on the right-hand side of the document:

Use the other commands in the Comments chunk to delete a comment or navigate existing comments.

Review Options Review ribbon  Show Markup

Form Controls Forms can be created in Microsoft Word 2007 in order to store data or to print out and fill in by hand. For those forms that are going to be filled out electronically, you have a number of different controls to choose from:

Inserts a check box. Inserts a text box. Inserts a label. Inserts an option button. Inserts an image control.


Shows or hides comments.


Shows or hides ink markings (made by people with Tablet PCs or other handwriting devices).

Insertions and Deletions Formatting

Shows or hides all insertions and deletions.

Markup Area Highlight

Highlights the margin area where balloons appear.


Shows or hides certain reviewers.

Inserts a spin button. Inserts a text field.

Inserts a combo box.

Inserts a check box.

Inserts a command button.

Inserts a list box.

Inserts a list box.

Inserts a frame

Inserts a toggle button.

Shades form fields.

Inserts a box with a scroll bar.

Reset form fields to empty; useful when testing.

Opens a menu so you can choose a different type of control.

Shows or hides all formatting changes.

Velsoft Quick Reference Tutorials

References Ribbon

Pretecting your Document Word 2007’s security features help insure your document more than ever. Click Review  Protect Document:

The References ribbon is used to cite any materials, create a table of contents, a table of diagrams, bibliographical references, insert an index, and more. Table of Contents

Word can create a table of contents easily based on the heading styles you have used in the document. Apply a heading style using the Home ribbon to your section titles, and you can then choose from a number of TOC formats.

Footnotes / Endnotes

Click an insertion point in your document and then add a footnote or endnote with these commands. You can also navigate through larger documents with many footnotes using these commands. Cite works used in your document. Choose from a number of standard citation formats (APA, MLA, etc.) and enter all necessary information in an easy-to-use dialogue box.

Citations and Bibliography


Add a caption to a diagram or image. If you add a caption to every diagram/image, Word can easily create a table of figures for you based on the caption data.


Mark key words or phrases and Word can create an index for you.

Table of Authorities

Mainly used in legal documents, Word offers full citation facilities for any legal references you may need.

This option lets you prevent someone from modifying a document, changing any formatting, adding or removing content, etc. without first entering a username and password that you have assigned. You can specify different security features that will allow others only to modify certain items, the entire document, or nothing at all.

Tracking Document Changes Press Ctrl + Shift + E, or click Review  Track Changes to record every single modification of a document. Formatting changes (Circled in red)

Line connects the text to a balloon in the margin; balloon denotes change.

Deletions (Circled in blue)

Line connects the place where text was removed to a balloon in the margin; balloon notes what was deleted. Text is underlined and different color.

Insertions (Circled in green) All changes (Circled in black)

Vertical line in left margin next to any changed text.

Recording and Using Macros A macro is a collection of commands that can be performed at once, and is normally used to perform a simple but tedious task over and over again. Click Record Macro in the Developer ribbon, and give the macro a name. You will also specify how you want to use the macro – either as a button in the Quick Access toolbar, or as a keyboard shortcut (two or more keys pressed at once):

Once a macro is recorded, you can use it by: Clicking Macros in the Developer ribbon, choosing a macro and then clicking Run Using your specified keyboard shortcut, if applicable Clicking the icon placed in the Quick Access toolbar. Macros can also be edited by using VBA (Visual Basic for Applications. To edit code, click Macros  Edit, and the Visual Basic editor will appear:

Some commands cannot be recorded, but those that can be are identified by this: © 2005 Velsoft Courseware Inc. All rights reserved.

Velsoft Quick Reference Tutorials.