MS Word Tutorial-II

Tables are used to display data in a table format.
Create a Table
To create a table:

• Place the cursor on the page where you want the new table
• Click the Insert Tab of the Ribbon
• Click the Tables Button on the Tables Group. You can create a table one of four ways:
• Highlight the number of row and columns
• Click Insert Table and enter the number of rows and columns
• Click the Draw Table, create your table by clicking and entering the rows and columns
• Click Quick Tables and choose a table

Enter Data in a Table
Place the cursor in the cell where you wish to enter the information. Begin typing.
Modify the Table Structure and Format a Table
To modify the structure of a table:

• Click the table and notice that you have two new tabs on the Ribbon: Design and Layout. These pertain to the table design and layout.

On the Design Tab, you can choose:

• Table Style Options
• Table Styles
• Draw Borders

To format a table, click the table and then click the Layout Tab on the Ribbon. This Layout tab allows you to:

• View Gridlines and Properties (from the Table Group)
• Insert Rows and Columns (from the Rows & Columns Group)
• Delete the Table, Rows and/or Columns (from the Rows & Columns Group)
• Merge or Split Cells (from the Merge Group)
• Increase and Decrease cell size (Cell Size Group)
• Align text within the cells and change text directions (Alignment Group)

Word 2007 allows you to insert special characters, symbols, pictures, illustrations, and watermarks.

Symbols and Special Characters
Special characters are punctuation, spacing, or typographical characters that are not generally available on the standard keyboard. To insert symbols and special characters:

• Place your cursor in the document where you want the symbol
• Click the Insert Tab on the Ribbon
• Click the Symbol button on the Symbols Group
• Choose the appropriate symbol.

Equations
Word 2007 also allows you to insert mathematical equations. To access the mathematical equations tool:

• Place your cursor in the document where you want the symbol
• Click the Insert Tab on the Ribbon
• Click the Equation Button on the Symbols Group
• Choose the appropriate equation and structure or click Insert New Equation

• To edit the equation click the equation and the Design Tab will be available in the Ribbon

Illustrations, Pictures, and SmartArt
Word 2007 allows you to insert illustrations and pictures into a document. To insert illustrations:

• Place your cursor in the document where you want the illustration/picture
• Click the Insert Tab on the Ribbon
• Click the Clip Art Button
• The dialog box will open on the screen and you can search for clip art.
• Choose the illustration you wish to include

To insert a picture:

• Place your cursor in the document where you want the illustration/picture
• Click the Insert Tab on the Ribbon
• Click the Picture Button
• Browse to the picture you wish to include
• Click the Picture
• Click Insert

Smart Art is a collection of graphics you can utilize to organize information within your document. It includes timelines, processes, or workflow. To insert SmartArt

• Place your cursor in the document where you want the illustration/picture
• Click the Insert Tab on the Ribbon
• Click the SmartArt button
• Click the SmartArt you wish to include in your document
• Click the arrow on the left side of the graphic to insert text or type the text in the graphic.

Resize Graphics
All graphics can be resized by clicking the image and clicking one corner of the image and dragging the cursor to the size you want the picture.

Watermarks
A watermark is a translucent image that appears behind the primary text in a document. To insert a watermark:

• Click the Page Layout Tab in the Ribbon
• Click the Watermark Button in the Page Background Group
• Click the Watermark you want for the document or click Custom Watermark and create your own watermark
• To remove a watermark, follow the steps above, but click Remove Watermark

There are many features to help you proofread your document. These include: Spelling and Grammar, Thesaurus, AutoCorrect, Default Dictionary, and Word Count.
Spelling and Grammar
To check the spelling and grammar of a document

• Place the cursor at the beginning of the document or the beginning of the section that you want to check
• Click the Review Tab on the Ribbon
• Click Spelling & Grammar on the Proofing Group.

• Any errors will display a dialog box that allows you to choose a more appropriate spelling or phrasing.

If you wish to check the spelling of an individual word, you can right click any word that has been underlined by Word and choose a substitution.

Thesaurus
The Thesaurus allows you to view synonyms. To use the thesaurus:

• Click the Review Tab of the Ribbon
• Click the Thesaurus Button on the Proofing Group.
• The thesaurus tool will appear on the right side of the screen and you can view word options.

You can also access the thesaurus by right-clicking any word and choosing Synonyms on the menu.

Customize AutoCorrect
You can set up the AutoCorrect tool in Word to retain certain text the way it is. To customize AutoCorrect:

• Click the Microsoft Office button
• Click the Word Options Button
• Click the Proofing tab
• Click AutoCorrect Options button

• On the AutoCorrect Tab, you can specify words you want to replace as you type

Create a New Default Dictionary
Often you will have business or educational jargon that may not be recognized by the spelling and/or grammar check in Word. You can customize the dictionary to recognize these words.

• Click the Microsoft Office button
• Click the Word Options Button
• Click the Proofing tab
• Click the When Correcting Spelling tab
• Click Custom Dictionaries

• Click Edit Word List
• Type in any words that you may use that are not recognized by the current dictionary.

Check Word Count
To check the word count in Word 2007 look at the bottom left corner of the screen. It will give you a total word count or if you have text highlighted it will tell you how many words are highlighted out of the total.

Modify Page Margins and Orientations
The page margins can be modified through the following steps:

• Click the Page Layout Tab on the Ribbon
• On the Page Setup Group, Click Margins
• Click a Default Margin, or
• Click Custom Margins and complete the dialog box.

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To change the Orientation, Size of the Page, or Columns:

• Click the Page Layout Tab on the Ribbon
• On the Page Setup Group, Click the Orientation, Size, or Columns drop down menus
• Click the appropriate choice

Apply a Page Border and Color
To apply a page border or color:

• Click the Page Layout Tab on the Ribbon
• On the Page Background Group, click the Page Colors or Page Borders drop down menus

Insert Common Header and Footer Information
To insert Header and Footer information such as page numbers, date, or title, first, decide if you want the information in the header (at the top of the page) or in the Footer (at the bottom of the page), then:

• Click the Insert Tab on the Ribbon
• Click Header or Footer
• Choose a style

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• The Header/Footer Design Tab will display on the Ribbon
• Choose the information that you would like to have in the header or footer (date, time, page numbers, etc.) or type in the information you would like to have in the header or footer

Create a Page Break
To insert a page break:

• Click the Page Layout Tab on the Ribbon
• On the Page Setup Group, click the Breaks Drop Down Menu
• Click Page Break

Insert a Cover Page
To insert a cover page:

• Click the Insert Tab on the Ribbon
• Click the Cover Page Button on the Pages Group
• Choose a style for the cover page

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Insert a Blank Page
To insert a blank page:

• Click the Insert Tab on the Ribbon
• Click the Blank Page Button on the Page Group

Macros are advanced features that can speed up editing or formatting you may perform often in a Word document. They record sequences of menu selections that you choose so that a series of actions can be completed in one step.
Recording a Macro
To record a Macro:

• Click the View Tab on the Ribbon
• Click Macros
• Click Record Macro

• Enter a name (without spaces)
• Click whether you want it assigned to a button (on the Quick Access Toolbar) or the keyboard (a sequence of keys)
• To assign the macro a button on the Quick Access Toolbar:
• Click Button
• Under the Customize Quick Access Toolbar, select the document for which you want the Macro available



• Under Choose Commands: Click the Macro that you are recording
• Click Add
• Click OK to begin Recording the Macro
• Perform the actions you want recorded in the Macro
• Click on Macros
• Click on Stop Recording Macros

• To assign a macro button to a keyboard shortcut:
• Click Keyboard
• In the Press New Shortcut Key box, type the key sequence that you want and click Assign



• Click Close to begin recording the Macro
• Perform the actions you want recorded in the Macro
• Click on Macros
• Click on Stop Recording Macros

Running a Macro
Running a macro depends on whether it’s been added to the Quick Access Toolbar or if it’s been given a Keyboard Shortcut.

• To run a Macro from the Quick Access Toolbar, simply click the Macro Icon

• To run a Macro from the Keyboard shortcut, simply press the keys that you have programmed to run the MacroThe easiest way to create a Table of Contents is to utilize the Heading Styles that you want to include in the Table of Contents. For example: Heading 1, Heading 2, etc. based on the content of your document. When you add or delete headings from your document, Word updates your Table of Contents. Word also updates the page number in the table of contents when information in the document is added or deleted. When you create a Table of Contents, the first thing you want to do is mark the entries in your document. The Table of Contents is formatted based on levels of headings. Level 1 will include any text identified with the style Heading 1.
  Mark Table of Contents Entries
  You can mark the Table of Contents entries in one of two ways: by using built-in heading styles or by marking individual text entries.
  To Use Built-In Heading Styles
  
  • Select the text that you wish to be the heading
  • Click the Home Tab
  • In the Styles Group, click Heading 1 (or the appropriate heading)
  
  • If you don’t see the style you want, click the arrow to expand the Quick Styles Gallery
  • If the style you want does not appear click Save Selection as New Quick Style
  
  To Mark Individual Entries:
  
  • Select the text you wish to make a heading
  • Click the References Tab
  • Click Add Text in the Table of Contents Group
  • Click the Level that you want to label your selection
  
  Create a Table of Contents
  To create the table of contents:
  
  • Put your cursor in the document where you want the Table of Contents
  • Click the References Tab
  • Click the Table of Contents button
  
  Update Table of Contents
  If you have added or removed headings or other table of contents entries you can update by:
  
  • Apply headings or mark individual entries as directed above
  • Click the References Tab in the Ribbon
  • Click Update Table
  
  Delete Table of Contents
  To delete a table of contents:
  
  • Click the References Tab on the Ribbon
  • Click Table of Contents
  • Click Remove Table of Contents
  
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  Lists allow you to format and organize text with numbers, bullets, or in an outline.
  Bulleted and Numbered Lists
  Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine numbers and letters depending on the organization of the list.
  To add a list to existing text:
  
  • Select the text you wish to make a list
  • From the Paragraph Group on the Home Tab, Click the Bulleted or Numbered Lists button
  
  To create a new list:
  
  • Place your cursor where you want the list in the document
  • Click the Bulleted or Numbered Lists button
  • Begin typing
  Nested Lists
  A nested list is list with several levels of indented text. To create a nested list:
  
  • Create your list following the directions above
  • Click the Increase or Decrease Indent button
  
  Formatting Lists
  The bullet image and numbering format can be changed by using the Bullets or Numbering dialog box.
  
  • Select the entire list to change all the bullets or numbers, or
    Place the cursor on one line within the list to change a single bullet
  • Right click
  • Click the arrow next to the bulleted or numbered list and choose a bullet or numbering style.
   
• Word 2007 offers great tools for citing sources, creating a bibliography, and managing the sources. The first step to creating a reference list and citations in a document is to choose the appropriate style that you will be using for formatting the citations and references.
  Style
  To choose a publishing style:
  
  • Click the References Tab on the Ribbon
  • Click the drop down box next to Style in the Citations & Bibliography Group
  • Choose the appropriate style.
  
  Citations
  To insert a citation in the text portion of your document:
  
  • Click the References Tab on the Ribbon
  • Click the Insert Citation Button on the Citations & Bibliography Group
  • If this is a new source, click New Source
  • If you have already created this source, it will in the drop down list and you can click on it
  
  • If you are creating a New Source, choose the type of source (book, article, etc.)
  • Complete the Create Source Form
  • If you need additional fields, be sure to click the Show All Bibliography Fields check box
  • Click OK
  
  Placeholders
  Placeholders can be utilized when there is a reference to be cited, but you do not have all of the information on the source. To insert a Placeholder:
  
  • Click Insert Citation
  • Click Add New Placeholder
  
  Manage Sources
  Once you have completed a document you may need to add or delete sources, modify existing sources, or complete the information for the placeholders. To Manage Sources:
  
  • Click the References Tab on the Ribbon
  • Click the Manage Sources Button on the Citations & Bibliography Group
  • From this menu you can Add, Delete, and Edit Sources (note, you can preview the source in the bottom pane of the window
  
  Bibliography
  To add a Bibliography to the document:
  
  • Place the cursor in the document where you want the bibliography
  • Click the References Tab on the Ribbon
  • Click the Bibliography Button on the Citations & Bibliography Group
  • Choose Insert Built-in Bibliography/Works Cited or Insert Bibliography
  
  Insert Footnote
  Some types of academic writing utilize footnotes. To insert a footnote:
  
  • Click the References Tab on the Ribbon
  • Click Insert Footnote (or Insert Endnote depending on your needs)
  • Begin typing the footnote
  
  Track Changes is a great feature of Word that allows you to see what changes have been made to a document. The tools for track changes are found on the Reviewing tab of the Ribbon.
  
  
  Begin Track ChangesTo keep track of the changes you’ll be making to a document, you must click on Track Changes icon.
  To start Tracking Changes:
  
  • Click Review Tab on the Ribbon
  • Click Track Changes
  • Make the changes to your document and you will see any changes you have made.
  
  Document Views
  There are four ways to view a document after you have tracked changes:
  
  • Final Showing Markup: This shows the document with the changes displayed
  • Final: This shows the changed document, without the changes displayed
  • Original Showing Markup: The original document with the changes displayed
  • Original: The original document without any changes.
  To change the view, click the appropriate choice in the Tracking Group of the Review Tab on the Ribbon.
  
  
  The Show Markup feature allows you to view different items (comments, formatting, etc.) and choose to view different authors’ comments.
  
  
  Accept or Reject Changes
  When you view the changes in a document you can either choose to accept or reject the changes. This allows you to review the document by each change to accept or reject each change.
  
  
  Comments
  The New Comments icon also lets you add comments to the document. To add a new comment, put your cursor where you would like to add the comment and click on New Comment.
  
  Simple web pages can be created in Word using the Save as Feature In a web document, you can insert pictures and hyperlinks. To view the document as you would a web page:
  • Click the View Tab on the Ribbon
  • Click the Web Layout Button in the Document Views Group
  
  Entering Text
  To enter text into the document, simply begin typing. If you want to adjust the layout of the page and text, you should use tables to format the page properly.
  Hyperlinks
  Hyperlinks, or links, allow the reader to click on text and go to another web site. To create a hyperlink:
  
  • Select the text that will be the link
  • Click the Insert Tab of the Ribbon
  • Click the Hyperlink Button on the Links Group
  • Type in the web address, or URL, of the link
  • Click OK
  
  Saving Web Pages
  To save a web page:
  
  • Click the Office Button
  • Move the cursor over Save As
  • Click Other Formats
  
  • Under Save as Type, click Web Page
  • Type in the name of the document (without spaces)