Transcript Slide 1

Microsoft Office 2007- Illustrated Introductory
Word Review
Topics
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The Word program window
Formatting Text
Cut, Copy, and Paste commands
Clipboard and Spell Checker
Document and Page Layouts
Headers and Footers
Inserting Symbols, Tables, and
Clipart
Microsoft Office 2007-Illustrated Introductory – Word 2007
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Microsoft Word Program
• Microsoft Word is a word processing
program used to create:
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Letters
Memos
Newsletters
Research papers
Web pages
Business cards
Resumes
Financial reports
Other types of documents
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Word Processing Software
• A word processing program is software
that allows you to enter, edit, and format
text and graphics
• The files you create using Word are called
documents
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Word with various objects…
Graphic
Header
Column
Formatted
text
Chart
Table
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Word Program Window
Quick
Access
toolbar
Title
bar
Ribbon
Ruler
Document
window
Status
bar
Microsoft Office 2007-Illustrated Introductory - Word 2007
Scroll
bar
View
buttons
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Word Program Window Summary
• Quick Access toolbar contains frequently
used commands and is customizable
• The Ribbon contains tabs
• Tabs include buttons for commands
organized in groups
• Rulers show margins, tabs, and indent
settings
• View buttons are used to switch between
Word document views
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Word-wrap and Automatic Features
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Word includes a word-wrap feature
• As you type, the insertion point moves automatically to
the next line when you reach the right margin
• Press [Enter] only when you want to start a new
paragraph
• Automatic features that might appear as
you type
• AutoComplete
• AutoCorrect
• Spelling and Grammar
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Saving a Document
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Save a file for the first time using the Save button
on the Quick Access toolbar or the Save
command on the Office menu
Assign a filename and a file location to a
document using the Save As dialog box
After you save a file for the first time, save
changes using the Save button, the Save
command, or [Ctrl][S]
To create a copy of the file, use the Save As
command under the Office Button.
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Show/Hide Formatting Marks
• Formatting marks are special characters
that appear on screen to help you edit and
format text
This formatting
mark indicates a
• Formatting marks do
blank line or the
end of a paragraph
not print
• Use the Show/Hide ¶
button turn the display
of formatting marks off
and on
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Selecting Text
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Use the mouse to select words, lines,
paragraphs, and other large blocks of text.
Press and hold the Ctrl key to select
NON-consecutive text.
Methods for selecting text
to select
Any amount of text
A word
A line of text
A sentence
use the pointer to
Drag over the text
Double-click the word
Click with the selection pointer to the left of the line
Press and hold [Ctrl], then click the sentence
A paragraph
Triple-click the paragraph or double-click with the selection pointer to the left of the
paragraph
A large block of text
Click at the beginning of the selection, press and hold [Shift], then click at the end
of the selection
Multiple nonconsecutive
selections
Select the first selection, then press and hold [Ctrl] as you select each additional
selection
An entire document
Triple-click with the selection pointer to the left of any text, press [Ctrl][A], or click
the Select button in the Editing group on the Home tab, and then click Select All
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Using Templates
• A template helps you create a
formatted a document quickly
• A template is a formatted document that
contains placeholder text
• You replace the placeholder text with your
own text and save the file with a new
filename
• Word includes templates for faxes, letters,
reports, brochures, memos, and other
types of documents
• Select a template while in the
New Document dialog box
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Cutting and Pasting Text
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The operation of moving text from one location to another is
called cut and paste
Cut the selected text using the Cut button in the Clipboard
group on the Home tab or the keyboard shortcut [Ctrl][X]
• Cut text is placed on the Clipboard, a temporary storage
area for text and graphics cut or copied from a
document
• Two clipboards:
• System Clipboard - holds one item, the last item
cut or copied from a document
• Office Clipboard - holds up to 24 items
Paste text at the location of the insertion point using the
Paste button in the Clipboard group on the Home tab or the
keyboard shortcut [Ctrl][V]
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Drag and Drop Text
• You can also move text using the
drag and drop method
• Drag selected text to a new location
using the mouse
• Text that is dragged is not placed on
the Clipboard
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Shortcut Keys for Editing
• Use keyboard shortcuts as a quick way to
perform a command
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[Ctrl][X] to cut text
[Ctrl][C] to copy text
[Ctrl][V] to paste text
[Ctrl][A] to select all the text in a document
[Ctrl][S] to save a document
• The keyboard shortcut for a command
appears in the ScreenTip
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Copying and Pasting Text
• Copied text is not removed from the
document
• A copy of copied text is placed on the
Clipboard
• Use the Copy button in the Clipboard
group on the Home tab or the keyboard
shortcut [Ctrl][C]
• Copy selected text by pressing [Ctrl] as
you drag it to another location
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Office Clipboard
• The Office Clipboard
• Stores up to 24 items
• Stores text and graphics
• Items can be cut or copied from any
Office program
• Items on the Office Clipboard can be
viewed
• The last item collected is stored on both
the Office Clipboard and the system
Clipboard
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Using the Office Clipboard
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The Office Clipboard
appears in the
Clipboard task pane
• Can be set to open
automatically after
two consecutive cut
or copy actions
• Display manually by
clicking the launcher
in the Clipboard
group
Click to resize or
move the Clipboard
task pane
Stored
items
Icon indicates the
item is collected
from Word
Click to
change
display
options
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Finding and Replacing Text
• Find and Replace feature
• Use the Replace command to search
for and replace all instances of a word
or phrase in a document
• Automatically find and replace all
occurrences at once, or
• Find and review each individual
occurrence
• Use the Find command to locate and
highlight every occurrence of a word or
phrase in a document
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Spelling and Grammar Checker
• Flags possible mistakes and
suggests corrections
• Misspelled words
• Grammar errors
• You still need to proofread your
documents carefully for errors
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AutoCorrect
• Inserting text with AutoCorrect
• Create your own AutoCorrect entries
• Words you type often, such as a name
• Words you often misspell
• To create an AutoCorrect entry
• Open the AutoCorrect dialog box
• To insert an AutoCorrect entry in a
document
• Type the text you want Word to correct
followed by [Spacebar]
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Fonts
• A font is a complete set of characters
with the same typeface or design
• Arial, Times New Roman, Tahoma, and
Calibri are examples of fonts
• Each font has a specific design and feel
• Set Font Size, Color, Style, and Effects
• Font size is measured in points
• A point is 1/72 of an inch
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Formatting with Fonts
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Serif fonts have a small stroke, called a
serif, on the ends of characters, and are
often used for body text:
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Times New Roman
Garamond
Book Antiqua
Californian FB
Sans serif fonts do not have a serif, and
are often used for headings:
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Arial Rounded MT Bold
Comic Sans MS
Franklin Gothic Demi
Papyrus
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Font Styles
• Make text darker and thicker by
applying bold
• Click the Bold button to apply bold
• Slant text by applying italic
• Click the Italic button to apply italic
• Underline text for emphasis
• Click the Underline list arrow, then
select an underline style
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Font Effects
• Apply using the
Font dialog box
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Superscript
Subscript
Shadow
Outline
Emboss
Engrave
Small caps
Choose font
effects
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Font Styles and Effects
48 point, red,
shadow
effect, 80%
character
scale
Italic
Bold
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Format Painter
• The Format Painter allows you to
copy the format setting applied to
selected text to other text
• Use to copy multiple format settings or
individual ones
• Click the Format Painter button once to
apply the format settings to one item
• Double-click the Format Painter button to
activate the Format Painter and apply
settings to multiple items
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Line and Paragraph Spacing
• Adding white space to a document
can make it easier to read
• Increase space between lines using the
Line Spacing list arrow
• Increase space between paragraphs
using the Before and After text boxes in
the Paragraph group on the Page
Layout tab
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Aligning Paragraphs
• Paragraphs are aligned relative to
the left and right margins
• Left-aligned text is flush with the left
margin and has a ragged right edge
• Right-aligned text is flush with the right
margin
• Centered text is positioned evenly
between the margins
• Justified text is flush with both the left
and right margins
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Aligning Examples
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Change paragraph alignment using the alignment
buttons in the Paragraph group on the Home tab
Right-aligned
Centered
Justified
Left-aligned
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Themes
• Format a document using themes
• A theme is a complete set of theme
colors, fonts, and effects
• Preview a theme before applying it
• Click the Themes button in the
Themes group on the Page Layout
tab to select and apply a theme
Microsoft Office 2007-Illustrated Introductory - Word 2007
Tabs
• Tabs help you to align text vertically at a
specific location on a page
• A tab stop is a point on the horizontal ruler
that identifies a text alignment location
• By default, tab stops are located every ½ inch
from the left margin
• You can create custom tab stops
• Text can be aligned to the left, right, or center
of a tab stop, or aligned with a bar character
or decimal point
• A tab leader, a line that appears in front of
tabbed text
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Tabs Examples
Tab indicator
Tabbed text
left-aligned
Left tab stop
Tab
leader
Microsoft Office 2007-Illustrated Introductory - Word 2007
Right tab stop
Tabbed text
right-aligned
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Indenting
• Indenting a paragraph moves the edge of
the paragraph in from the left or right
margin
• Indent the entire left or right edge of a
paragraph
• Indent just the first line
• Indent all lines except the first line
• Indent markers on the horizontal ruler
identify the indent settings for the
paragraph in which the insertion point is
located
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Indent Markers on Ruler
Indent buttons
First Line
Indent marker
Hanging Indent
marker
Left Indent
marker
Indented
paragraph
Microsoft Office 2007-Illustrated Introductory - Word 2007
Right Indent
marker
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Bullets and Numbering
• Formatting paragraphs with bullets
and numbering can help to organize
ideas in a document
• A bullet is a character, often a small
circle, that appears before the items in
a list to add emphasis
• Numbering the items in a list helps to
illustrate sequence and priority
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Adding Bullets and Numbering
• Use the Bullets or Numbering list arrows to
apply, change, or customize bullet and
numbering styles
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Creating Outlines
• To create a hierarchical structure in a
list, apply an outline numbering style
• Click the Multilevel List list arrow to
select and apply a multilevel list style
• Format an existing list
• Demote items using the Increase Indent
button
• Promote items using the Decrease
Indent button
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Borders and Shading
• Adding borders and shading to text can
help to enhance the information in a
document
• A border is a line added above, below, to the
side of, or around words or paragraphs
• Shading is a color or pattern that is added
behind words or paragraphs
• Use the Border button or the Shading button
in the Paragraph group on the Home tab
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Borders and Shading Example
Shading
Microsoft Office 2007-Illustrated Introductory - Word 2007
Border
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Footnotes and Endnotes
• Footnotes and endnotes provide
additional information
• They consist of two parts
• Note reference mark
• Corresponding footnote or endnote
• Footnotes appear at the bottom of
page
• Endnotes appear at the end of the
document.
Microsoft Office 2007-Illustrated Introductory - Word 2007
Footnotes and Endnotes Example
Separator
line
Footnote
text
Microsoft Office 2007-Illustrated Introductory - Word 2007
Note reference
mark
Document Margins
• Document margins are the blank areas
between the edge of the text and the edge
of the page
• To adjust a document’s margins:
• Click the Margins button in the Page Setup
group on the Page Layout tab, then click
Custom Margins
• Change margin settings on the Margins tab in the
Page Setup dialog box
• Drag a margin indicator on a ruler to a new
location
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Setting Document Margins
Top margin
Right margin
Ruler shows
location of
top margin
Ruler shows
location of
left margin
Left margin
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Page Orientation
• Portrait orientation means a page is
taller than it is wide
• The default page orientation for a
document is portrait
• Landscape orientation means a page
is wider than it is tall
• Default paper size is 8.5” x 11”
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The Page Setup Dialog Box
– Margins tab
• Change margins, page
orientation, and format the
layout of pages in a multiple
page document
– Paper tab
• Change paper size and
paper source
– Layout tab
• Format sections, format
headers and footers, and
change vertical alignment
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Margin Options
• Margin options in a multiple page
document
• Mirror margins are used in documents with
facing pages, such as magazines
• Inside and outside margins are a mirror image of
each other
• A gutter margin is used in documents that are
bound, such as books
• A gutter adds extra space to the top, left, or inside
margin to allow for the binding
• Set mirror margins and a gutter on the
Margins tab of the Page Setup dialog box
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Dividing a Document into Sections
• A section is a portion of a document that is
separated from the rest of the document
by section breaks
• A section break is a formatting mark that
shows the end of a section
• You divide a document into sections when you
want to apply different page layout settings,
such as columns, to sections
• Sections are used to vary the layout of a document
• A document is formatted in a single section by
default
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Types of Section Breaks
• Insert a section break using the Breaks
button in the Page Setup group on the
Page Layout tab
Section
Function
Next page
Begins a new section and moves the text following the break to the top of the
next page
Continuous
Begins a new section on the same page
Even page
Begins a new section and moves the text following the break to the top of the
next even-numbered page
Odd page
Begins a new section and moves the text following the break to the top of the
next odd-numbered page
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Section Breaks Example
Section 1 is
formatted in one
column
Continuous
section break
Section 2 is formatted
in two columns
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Page Breaks
• As you type, an automatic (soft) page
break is automatically inserted when you
reach the bottom of a page
• Text flows to the next page
• You can force text onto the next page by
inserting a manual (hard) page break
• Use the Breaks button in the Page Setup
group on the Page Layout tab to insert a page
break, or
• Press [Ctrl][Enter]
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Page Numbers
• Automatically number the pages of a
document by inserting a page number field
• A field is a code that serves as a placeholder
for data that changes in a document
• Click the Page Numbers button in the Header
& Footer group on the Insert tab to insert a
page number field
• Select a location, such as bottom of page
• Select a preformatted page number and alignment
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Page Numbers Example
• Page number fields are inserted in a
document header or footer
Document text
(dimmed when
the Footer area
is open)
Page number
(in the Footer
area)
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Headers and Footers
• Add headers and footers to a document
when there is an item you want to appear
on every page
• A header is text or graphics that appears at
the top of every page of a document
• A footer is text or graphics that appears at the
bottom of every page of a document
• Headers and footers often contain
information such as document title, author
name, dates, and page numbers
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Adding Headers and Footers
• Open headers and footers by clicking the
Header button or the Footer button on the
Insert tab
• Add text to headers and footers by typing
in the Header and Footer areas
• You can also add symbols, borders, graphics,
and other elements to headers and footers
• The Header & Footer Tools Design tab
opens when the Header and Footer areas
are open
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Headers and Footers Example
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Document text is dimmed when the Header and
Footer areas are open
• Dimmed text can’t be edited
• The Header and Footers areas are independent of the
document itself and must be formatted separately
Header &
Footer Tools
Design Tab
Header area
open with
content control
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Editing Headers and Footers
• To edit headers and footers, first
open the Header and Footer areas:
• Double-click a header or footer in Print
Layout view
• Insert, delete, and format content
• Change the default tab stops in the
Header and Footer areas if the default
document margins were changed
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Different Headers and Footers
• Create different headers and footers:
• For the first page of a document or
section
• For each section in a document
• For even- and odd-numbered pages in
a document or section
• Use the tools on the Header & Footer
Tools Design tab or use the Layout
tab in the Page Setup dialog box
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Inserting Symbols
• A symbol is a special character, such as a
graphic, shape, or foreign language
character
• Add a symbol using the Symbol button on
the Insert tab
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Inserting a Table
• Tables illustrate information intended
for quick reference and analysis
• A table is a grid of columns and rows
that you can fill with text and graphics
• A cell is the box formed by the intersection
of a column and a row
• Borders are the lines that divide the rows
and columns of a table and help you see
the structure
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Table Example
Column
Row
Border
Microsoft Office 2007 - Illustrated Introductory - Word 2007
Cell
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Clip Art
• Illustrate a document with clip art
• Clip art is a collection of graphic images
that you can insert in a document
• Clip Organizer, a library of clips
• Clips are the media files, including
graphics, photographs, sounds, movies,
and animations, that come with Word
• Add clips by clicking the Clip Art button
in the Illustrations group on the Insert
tab
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Clip Art Task Pane
• Search for clips using the ClipArt
task pane
Choose clip
collections to search
Search
using a
keyword
Choose type of clips
to search
Results of a
clip search
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Inserting Clip Art
• A clip is inserted as an inline graphic
at the location of the insertion point
• An inline graphic is a graphic that is
part of the line of text
• A floating graphic is independent from
text and can be moved anywhere on a
page
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Wrapping Text around Clip Art
• Wrap text around the graphic
• Apply a text wrapping style
• Click the Text Wrapping button in the Arrange
group on the Picture Tools Format tab
Faded image
shows graphic
being dragged
Sizing handle
Floating graphic
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Formatting Clip Art
• Picture Tools Format tab
• Adjust contrast, brightness,
compression, and so on in the Adjust
group
• Apply a style from the gallery in the
Picture Styles group
• Position, wrap text, flip, group, and so
on in the Arrange group
• Crop and change height or width in the
Size group
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Summary
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The Word program window
Formatting Text
Cut, Copy, and Paste commands
Clipboard and Spell Checker
Document and Page Layouts
Headers and Footers
Inserting Symbols, Tables, and
Clipart
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