Department of Vocational Courses , A.S.College, Deoghar: MS Word Tutorial-I

Screen Layout

Menus

When you begin to explore Word 2007 you will notice a new look to the menu bar. There are three features that you should remember as you work within Word 2007: the Microsoft Office Button, the Quick Access Toolbar, and the Ribbon. These three features contain many of the functions that were in the menu of previous versions of Word. The functions of these three features will be more fully explored below.

The Microsoft Office Button

The Microsoft Office button performs many of the functions that were located in the File menu of older versions of Word. This button allows you to create a new document, open an existing document, save or save as, print, send (through email or fax), publish or close.

The Ribbon

The Ribbon is the panel at the top portion of the document. It has seven tabs: Home, Insert, Page Layout, References, Mailings, Review, and View that contain many new and existing features of Word. Each tab is divided into groups. The groups are logical collections of features designed to perform functions that you will utilize in developing or editing your Word document. Commonly used features are displayed on the Ribbon, to view additional features within each group, click on the arrow at the bottom right of each group.

Each of the tabs contains the following tools:

Home: Clipboard, Fonts, Paragraph, Styles, and Editing.
Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols
Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange
References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and Table of Authorities
Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish
Review: Proofing, Comments, Tracking, Changes, Compare, Protect
View: Document Views, Show/Hide, Zoom, Window, Macros

Quick Access Toolbar

The quick access toolbar is a customizable toolbar that contains commands that you may want to use. You can place the quick access toolbar above or below the ribbon. To change the location of the quick access toolbar, click on the arrow at the end of the toolbar and click on Show Below the Ribbon.

You can also add items to the quick access toolbar. Right click on any item in the Office Button or the Ribbon and click on Add to Quick Access Toolbar and a shortcut will be added to the Quick Access Toolbar.

Create a New Document
There are several ways to create new documents, open existing documents, and save documents in Word:

Click the Microsoft Office Button and Click New or
Press CTRL+N (Depress the CTRL key while pressing the “N”) on the keyboard

You will notice that when you click on the Microsoft Office Button and Click New, you have many choices about the types of documents you can create. If you wish to start from a blank document, click Blank. If you wish to start from a template you can browse through your choices on the left, see the choices on center screen, and preview the selection on the right screen.

Opening an Existing Document

Click the Microsoft Office Button and Click Open, or
Press CTRL+O (Depress the CTRL key while pressing the “O”) on the keyboard, or
If you have recently used the document you can click the Microsoft Office Button and click the name of the document in the Recent Documents section of the window Insert picture of recent docs

Saving a Document

Click the Microsoft Office Button and Click Save or Save As (remember, if you’re sending the document to someone who does not have Office 2007, you will need to click the Office Button, click Save As, and Click Word 97-2003 Document), or
Press CTRL+S (Depress the CTRL key while pressing the “S”) on the keyboard, or
Click the File icon on the Quick Access Toolbar

Renaming Documents
To rename a Word document while using the program:

Click the Office Button and find the file you want to rename.
Right-click the document name with the mouse and select Rename from the shortcut menu.
Type the new name for the file and press the ENTER key.

Working on Multiple Documents
Several documents can be opened simultaneously if you are typing or editing multiple documents at once. All open documents will be listed in the View Tab of the Ribbon when you click on Switch Windows. The current document has a checkmark beside the file name. Select another open document to view it.

Document Views
There are many ways to view a document in Word.

Print Layout: This is a view of the document as it would appear when printed. It includes all tables, text, graphics, and images.
Full Screen Reading: This is a full view length view of a document. Good for viewing two pages at a time.
Web Layout: This is a view of the document as it would appear in a web browser.
Outline: This is an outline form of the document in the form of bullets.
Draft: This view does not display pictures or layouts, just text.

To view a document in different forms, click the document views shortcuts at the bottom of the screen

or:

Click the View Tab on the Ribbon
Click on the appropriate document view.

Close a Document
To close a document:

Click the Office Button
Click CloseWord 2007 offers a wide range of customizable options that allow you to make Word work the best for you. To access these customizable options:
- Click the Office Button
- Click Word Options
Popular
These features allow you to personalize your work environment with language, color schemes, user name and allow you to access the Live Preview feature. The Live Preview feature allows you to preview the results of applying design and formatting changes without actually applying it.

Display
This feature allows you to modify how the document content is displayed on the screen and when printed. You can opt to show or hide certain page elements.

Proofing
This feature allows you personalize how word corrects and formats your text. You can customize auto correction settings and have word ignore certain words or errors in a document.

Save
This feature allows you personalize how your document is saved. You can specify how often you want auto save to run and where you want the documents saved.

Advanced
This feature allows you to specify options for editing, copying, pasting, displaying, printing and saving.

Customize
Customize allows you to add features to the Quick Access Toolbar. If there are tools that you are utilizing frequently, you may want to add these to the Quick Access Toolbar.

Typing and inserting Text
To enter text, just start typing! The text will appear where the blinking cursor is located. Move the cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking the left button. The keyboard shortcuts listed below are also helpful when moving through the text of a document:

Move Action	Keystroke
Beginning of the line	HOME
End of the line	END
Top of the document	CTRL+HOME
End of the document	CTRL+END

Selecting Text
To change any attributes of text it must be highlighted first. Select the text by dragging the mouse over the desired text while keeping the left mouse button depressed, or hold down the SHIFT key on the keyboard while using the arrow buttons to highlight the text. The following table contains shortcuts for selecting a portion of the text:

Selection	Technique
Whole word	double-click within the word
Whole paragraph	triple-click within the paragraph
Several words or lines	drag the mouse over the words, or hold down SHIFT while using the arrow keys
Entire document	choose Editing \| Select \| Select All from the Ribbon, or press CTRL+A

Deselect the text by clicking anywhere outside of the selection on the page or press an arrow key on the keyboard.
Inserting Additional Text
Text can be inserted in a document at any point using any of the following methods:

Type Text: Put your cursor where you want to add the text and begin typing
Copy and Paste Text: Highlight the text you wish to copy and right click and click Copy, put your cursor where you want the text in the document and right click and click Paste.
Cut and Paste Text: Highlight the text you wish to copy and right click and click Cut, put your cursor where you want the text in the document and right click and click Paste.
Drag Text: Highlight the text you wish to move, click on it and drag it to the place where you want the text in the document.

You will notice that you can also use the Clipboard group on the Ribbon.

Rearranging Blocks of Text
To rearrange text within a document, you can utilize the Clipboard Group on the Home Tab of the Ribbon.
Insert picture of clipboard group labeled

Move text: Cut and Paste or Drag as shown above
Copy Text: Copy and Paste as above or use the Clipboard group on the Ribbon
Paste Text: Ctrl + V (hold down the CTRL and the “V” key at the same time) or use the Clipboard group to Paste, Paste Special, or Paste as Hyperlink

Deleting Blocks of Text
Use the BACKSPACE and DELETE keys on the keyboard to delete text. Backspace will delete text to the left of the cursor and Delete will erase text to the right. To delete a large selection of text, highlight it using any of the methods outlined above and press the DELETE key.
Search and Replace Text
To find a particular word or phrase in a document:

Click Find on the Editing Group on the Ribbon
To find and replace a word or phrase in the document, click Replace on the Editing Group of the Ribbon.

Undo Changes
To undo changes:

Click the Undo Button on the Quick Access Toolbar

Styles
A style is a format enhancing tool that includes font typefaces, font size, effects (bold, italics, underline, etc.), colors and more. You will notice that on the Home Tab of the Ribbon, that you have several areas that will control the style of your document: Font, Paragraph, and Styles.

Change Font Typeface and Size
To change the font typeface:

Click the arrow next to the font name and choose a font.

Remember that you can preview how the new font will look by highlighting the text, and hovering over the new font typeface.

To change the font size:

Click the arrow next to the font size and choose the appropriate size, or
Click the increase or decrease font size buttons.

Font Styles and Effects
Font styles are predefined formatting options that are used to emphasize text. They include: Bold, Italic, and Underline. To add these to text:

Select the text and click the Font Styles included on the Font Group of the Ribbon, or
Select the text and right click to display the font tools

Change Text Color
To change the text color:

Select the text and click the Colors button included on the Font Group of the Ribbon, or
Highlight the text and right click and choose the colors tool.
Select the color by clicking the down arrow next to the font color button.

Highlight Text
Highlighting text allows you to use emphasize text as you would if you had a marker. To highlight text:

Select the text
Click the Highlight Button on the Font Group of the Ribbon, or
Select the text and right click and select the highlight tool
To change the color of the highlighter click on down arrow next to the highlight button.

Copy Formatting
If you have already formatted text the way you want it and would like another portion of the document to have the same formatting, you can copy the formatting. To copy the formatting, do the following:

Select the text with the formatting you want to copy.
Copy the format of the text selected by clicking the Format Painter button on the Clipboard Group of the Home Tab
Apply the copied format by selecting the text and clicking on it.

Clear Formatting
To clear text formatting:

Select the text you wish to clear the formatting
Click the Styles dialogue box on the Styles Group on the Home Tab
Click Clear All

Formatting paragraphs allows you to change the look of the overall document. You can access many of the tools of paragraph formatting by clicking the Page Layout Tab of the Ribbon or the Paragraph Group on the Home Tab of the Ribbon.

Change Paragraph Alignment
The paragraph alignment allows you to set how you want text to appear. To change the alignment:

Click the Home Tab
Choose the appropriate button for alignment on the Paragraph Group.

Align Left: the text is aligned with your left margin
Center: The text is centered within your margins
Align Right: Aligns text with the right margin
Justify: Aligns text to both the left and right margins.

Indent Paragraphs
Indenting paragraphs allows you set text within a paragraph at different margins. There are several options for indenting:

First Line: Controls the left boundary for the first line of a paragraph
Hanging: Controls the left boundary of every line in a paragraph except the first one
Left: Controls the left boundary for every line in a paragraph
Right: Controls the right boundary for every line in a paragraph

To indent paragraphs, you can do the following:

Click the Indent buttons to control the indent.
Click the Indent button repeated times to increase the size of the indent.

Click the dialog box of the Paragraph Group
Click the Indents and Spacing Tab
Select your indents

Add Borders and Shading
You can add borders and shading to paragraphs and entire pages. To create a border around a paragraph or paragraphs:

Select the area of text where you want the border or shading.
Click the Borders Button on the Paragraph Group on the Home Tab
Choose the Border and Shading
Choose the appropriate options

Apply Styles
Styles are a present collection of formatting that you can apply to text. To utilize Quick Styles:

Select the text you wish to format.
Click the dialog box next to the Styles Group on the Home Tab.
Click the style you wish to apply.

Create Links
Creating links in a word document allows you to put in a URL that readers can click on to visit a web page. To insert a link:

Click the Hyperlink Button on the Links Group of the Insert Tab.
Type in the text in the “Text to Display” box and the web address in the “Address” box.

Change Spacing Between Paragraphs and Lines
You can change the space between lines and paragraphs by doing the following:

Select the paragraph or paragraphs you wish to change.
On the Home Tab, Click the Paragraph Dialog Box
Click the Indents and Spacing Tab
In the Spacing section, adjust your spacing accordingly

The use of Styles in Word will allow you to quickly format a document with a consistent and professional look. Styles can be saved for use in many documents.
Apply Styles
There are many styles that are already in Word ready for you to use. To view the available styles click the Styles dialog box on the Styles Group in the Home Tab. To apply a style:

Select the text
Click the Styles Dialog Box
Click the Style you choose

Creating New Styles
You can create styles for formatting that you use regularly. There are two ways to do this: New Styles or New Quick Styles.
New Styles
To create a new style:

Click the Styles Dialog Box
Click the New Style Button

Complete the New Style dialog box.
At the bottom of that dialog box, you can choose to add this to the Quick Style List or to make it available only in this document.