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Basic Word 2007

In this workbook you will learn to:

find your way around the Word environment create and save a document open and close a document enter and format text print a document create bulleted and numbered lists access sources of help

Workbook conventions
The instruction to choose Insert | Text | Symbol means choose the Insert tab, locate the Text group, and use the Symbol command in that group.

This material has been written to be used with Word 2007 on a University supported PC. If you are using other versions, you may find variations to features described.

Contents
1 Introducing Word
1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 Starting Word Word controls The Ribbon Office Button Quick Access Toolbar Title bar Application Minimise, Maximise and Close Commands Status bar

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1 1 1 1 2 2 2 2

Working with documents

2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 Creating a new document Entering text Inserting text Saving a document Closing a document Opening a document Moving around a document Printing a document

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4 4 4 4 4 5 5 5

Working with Text

3.1 3.2 3.3 3.4 3.5 Formatting text Selecting text Deleting text Moving text Copying text

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7 7 8 8 8

Formatting Paragraphs
4.1 4.2 Bulleted and numbered lists Styles

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Shortcut keys
5.1 Getting Help

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Basic Word

1 Introducing Word
This workbook introduces the basic skills needed to produce a document using Microsoft Word 2007. Once completed, should you wish to learn more, it is recommended that you take the Introduction to Word course.

1.1
1

Starting Word
Select Start | All Programs | Text Processing | Microsoft Office Word 2007. Word will launch and a new document will automatically display.

To start up Word:

1.2

Word controls

Most of the controls you need to use are at the top of the screen, which consists of three parts: the Ribbon, Office Button and Quick Access Toolbar. These are controlled using either the mouse or keyboard. Pressing the ALT key on the keyboard shows the keys to use this feature is referred to as Key Tips.

1.3

The Ribbon

The Ribbon is the primary means of carrying out tasks. It is divided into task-related tabs, and each tab is broken down into groups of controls, called commands. The most common tasks are performed using commands on the Home tab. Whilst carrying out some tasks, further task-related tabs may appear. There are several types of commands: Buttons to click Drop-down lists Tick boxes Galleries of choices Dialogue launcher

Some groups include further commands accessed through a Dialogue Launcher, which opens an additional floating dialogue box on screen.

1.4

Office Button
create, save, open and print documents change how the application behaves, by choosing Word Options

You use the Office Button at the top left of the screen to:

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1.5

Quick Access Toolbar

By default, the Quick Access Toolbar contains commands for Save, Undo and Repeat, allowing you to do these tasks quickly. You can customise this toolbar by adding your most frequently used commands; select the small drop-down arrow and choose your command. If its not on the list, choose More Commands The Quick Access Toolbar can also be moved below the ribbon, if you wish. You will find this option in the drop-down list.

1.6

Title bar

The Title bar displays the name of the active document. Until a document is saved and named, the Title bar will display Document1, Document2, etc: .

1.7

Application Minimise, Maximise and Close Commands

Makes the window smaller Used to switch between a full screen and smaller window Closes the application

Minimise Maximise/Restore

Close

1.8

Status bar

The left hand side of the Status bar provides information about the current cursor position such as page and section number, the number of words in the document and what language is in use.

The right hand side of the Status bar provides access to different ways of viewing the screen and to the Zoom controls.

1.8.1 Scroll bars

Drag the scroll bars to move around a document. When you scroll through a document the vertical scroll bar displays the page number and, where headings have been formatted as such, the title of the section.

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1.8.2 View icons

These are used to provide different ways of viewing a document: Print Layout, Full Screen Reading, Web Layout, Outline and Draft . The default view is Print Layout and this is most commonly used when working with documents.

1.8.3 Zoom slider

Used to zoom in and out of a document: it at a selected zoom level. , allowing you to view

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2 Working with documents

2.1
1 2

Creating a new document

Choose Office Button | New. Click on Blank Document and choose Create.

2.2

Entering text

When using a word processer, there is no need to press Enter at the end of every line, as the software will automatically continue with the text on a new line. This is called Word-wrap. Similarly it will automatically start a new page, when required. To start a new paragraph or where text is required to start on a new line, you must press Enter .

2.3

Inserting text

Text can be inserted by clicking at the appropriate point and using the keyboard to enter the new text.

2.4

Saving a document

It is a good idea to save early and to save often, otherwise you run the danger of losing your work. 1 2 Choose Office Button | Save. The first time you save a new document the Save As dialogue will appear. This allows you to type in an appropriate name for your document and choose a location to store it in usually My Documents, which is the default location. There is a quick link to this at the left of the dialogue. Do not use punctuation marks when naming a file.

When you save in future, Word will automatically save your document with this name and will overwrite the previously saved version. 3 Click Save.

2.4.1 Using Save As

The Save As command allows the document to be saved with a different name, and/or a different location, leaving the original unchanged. Save As also allows you to save documents in different formats, e.g. so that it is compatible with Word 97-2003.

2.5
1

Closing a document
Choose Office Button | Close. This closes the document but not the application. To close the application, choose Office Button | Exit Word or click on the application close button.

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2.6
1 2 3 Tip:

Opening a document
To open a previously saved file, choose Office Button | Open. In the Open dialogue box, navigate to the appropriate drive and click on the file you wish to open. Click Open. The document will appear on screen. If you have several documents open at one time you can switch between them by selecting the required file on the Taskbar at the bottom of the screen:

2.6.1 Using the Print Preview window

It is good practice to check the layout of a document before sending it to the printer. 1 2 3 Choose Office Button. Click on the arrow next to Print and choose Print Preview. By default clicking on the document will switch magnified view on/off. Untick Magnifier to cancel this mode. Scroll through the document to examine the layout. To view several pages at one time, click on Two Pages 4 .

To close the Preview window click on Close Print Preview.

2.7

Moving around a document

With simple documents, the mouse or arrow keys on the keyboard are the primary ways of moving around. When using the mouse, the scroll bars may also be used (see Section 1.8.1). Useful keyboard commands: Page Up/Page Down Home and End Ctrl + Home/End Ctrl +Up/Down Arrow Ctrl + Left/Right Arrow Scrolls up or down a document one screen at a time Moves the cursor to the beginning or end of a line of text Moves the cursor to the beginning or end of a document Moves the cursor to the beginning or end of a paragraph Moves the cursor one word to the right or left

2.8
1 2 3 Tip:

Printing a document
Select Office Button | Print. Note the print options available. Select the appropriate printer name. For classroom printing Name should be set to Classroom. Click OK to send your document to the printer. To save paper when printing draft copies, reference material, etc you can print multiple pages per side by setting the Pages per sheet option in the Print menu.

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Task
1 Write a few paragraphs about yourself. Put your name at the top of the document. You could include paragraphs on: 2 3 4 5 6 7 Your school Previous jobs

Use the View icons to switch between the different views. When done, return to Print Layout view. Use the mouse to place your cursor within the document. Use keyboard strokes to move to the beginning and end of each paragraph. Use keyboard strokes to move to the beginning and end of the document. Look at your document in Print Preview. Save the document in My Documents as aboutme and close it.

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3 Working with Text

3.1 Formatting text
Text within a document can be formatted using the Font buttons on the Home tab:

Hover your mouse over each button to discover its function. Note that formatting includes bold, italics and underline as well as changing the font type, size and colour. Before any changes can be made, the cursor must be moved to the appropriate position and the text selected. You then click on the appropriate formatting button. To remove unwanted formatting, select the text and click again on the button.

3.2

Selecting text

Text must usually be selected before making any changes. To select One character to the right One character to the left To select a word To select a line Do this Press SHIFT+ RIGHT ARROW Press SHIFT+ LEFT ARROW Double click on the word Click in the left-hand margin at the beginning of the line when pointing in the margin the cursor changes to an arrow that points to 1 oclock: To select a paragraph Double-click in the left-hand margin beside the paragraph or triple-click anywhere within the paragraph On the Home tab, click on Select in the Editing group and choose Select All With your mouse, click and drag over the required text

To select the whole document

To select a portion of text

3.2.1 The Mini toolbar

When you select text, Word displays a mini toolbar offering a group of the more commonly used font and paragraph commands. This saves time if you are working on a different tab and don't want to switch to the Home tab to perform font related tasks. 1 Select the text. The mini toolbar appears faded to allow an unobstructed view of the selected text.

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When you point the cursor at the mini toolbar, it becomes solid and you can choose a command to use.

3.3

Deleting text

The Backspace key deletes text to the left of the cursor. The Delete key deletes text to the right of the cursor. To delete larger amounts of text, the text must firstly be selected using one of the ways described above, then press Delete.

3.3.1 The Undo button

Should you make a mistake, such as accidentally deleting text, the Undo button on the Quick Access toolbar will restore it.

3.4

Moving text

Text can be moved by cutting it from one area and moving it to another. This is a twostage process, known as cutting and pasting. To cut, select the text you wish to move, select Home | Clipboard and choose Cut: . This removes the text and places it on the Clipboard. To paste the text, click where you want to insert it and choose Home | Clipboard | Paste: .

3.5

Copying text
. Paste the text, using

To copy text, select it and choose Home | Clipboard | Copy: the method described above.

Task
1 2 3 4 5 6 7 8 Open your aboutme document. Select the second paragraph and delete it. Use the Undo button to restore the deleted text. Move the second paragraph above the first paragraph. Make your name Bold. Change the font size to 16pts. Add a sub heading to each paragraph, e.g. My School, My Jobs. Make them italic and change the font size of each sub heading to 14pts. Save the document.

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4 Formatting Paragraphs
The appearance of paragraphs in a document can be changed by applying formatting options such as alignment, indentation, spacing, etc. These can be applied by clicking in the paragraph and using the appropriate buttons on the Home tab:

Hover your cursor over each button to discover its function. Further options are available when you click on the Paragraph dialogue launcher.

4.1

Bulleted and numbered lists

4.1.1 Creating a numbered list

1 2 3 Click Home and choose the Numbering button: number 1 will appear. in the Paragraph group. A

Type your text and when done, press the Enter key. The second line will begin with a number 2. Type in text for the second point and so on until done. To end the list, press Enter twice or click on the Numbering button again.

Note: Bulleted lists are created using the method described above and choosing the Bullets button in step 1.

Task
1 2 3 Justify all of the paragraphs in your aboutme document. Change the line spacing of all of the paragraphs to 1.5. At the end of the document type the following as a numbered list: My Parents My Grandparents My favourite food My favourite books My favourite films

4.2

Styles

Styles are a named collection of formatting instructions - such as font name, size, colour, paragraph alignment and spacing - that can be applied to headings, paragraphs, characters, tables and lists. Styles are available on the Home tab. Once you feel more confident with Word, it is highly recommended that you find out more about styles. Information is available in the Word 2007 workbook, which can be accessed from: http://www.york.ac.uk/it-services/training/materials/

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5 Shortcut keys
A number of frequently performed tasks can be accomplished using keyboard shortcuts. One or more keys must be pressed at the same time to complete a task. The following table provides a few of the more common shortcut keys. Ctrl + B Ctrl + I Ctrl + U Ctrl + Shift + < Ctrl + Shift + > Ctrl + C Ctrl + X Ctrl + V Ctrl + Home Ctrl + End Ctrl + A Ctrl + Z Ctrl + Y or F4 F1 Makes selected text bold Makes selected text italic Makes selected text underlined Decrease font size Increase font size Copy the selected text or object Cut the selected text or object Paste text or object Move the insertion point to the beginning of the document Move the insertion point to the end of the document Select the entire document Undo the last action Redo the last action Opens Word Help

For a complete list of quick keys search the Help menu (press F1 on the keyboard) for Keyboard shortcuts and follow the associated hyperlink. Note you can also create your own shortcuts.

5.1
Help

Getting Help
to browse or search for help. In this dialogue, you can also access a help .

Word provides a number of ways of accessing help. Click on Microsoft Office Word

manual when you click on Show Table of Contents

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