1

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

4

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

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.

You‟ll quickly notice that the Home Tab/Ribbon for each application shows the Clipboard as

the left “Group” (except in Access)

.

Groups

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

Ribbon

Tab

Group

5

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.

6

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

7

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

8

Automatic FormattingCan be convenient and annoying

Whenever you are typing and Word ‘thinks’ there is a possibility of automatic formatting…it will turn it onType-> 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 listsPlease 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

10

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.

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.

More Arrow

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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

->

** 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.

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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 -> change the x axis value and y axis value

-> angle -> change the legend, axis

-> chart type -> text wrapping

-> position -> 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 ofor 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 fillthem 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.

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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

25

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, your document

will automatically save as a .docx

27

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

29

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.