Microsoft Word Processing 2007

Microsoft Word is a word processing software package. You can use it to type letters, reports, and other
documents.
 StartAll ProgramsMicrosoft OfficeMicrosoft Word 2007

 Start Run WinWord

 Desktop Icon Double Click or Right ClickOpen

The Microsoft Word window appears.

Office Button Title bar Group Name

Quick
Access T

Tabs Dialog box

Ribbon Tool group Launcher
Quick Access Toolbar
Quick Horizontal Ruler
Quick Access T Access T Quick Access T

Scroll Bar
Vertical Ruler

Quick Access T Zoom Slider

Status Bar Browser Button

View Button

Screen Layout
When you begin to explore Word 2007 you will notice a new look to the menu bar. You should remember
three features as you work within Word 2007:
• The Microsoft Office Button
• The Quick Access Toolbar
• The Ribbon

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The Microsoft Office Button

In the upper-left corner of the Word 2007 window is the Microsoft Office button. When you click the
button, a menu appears. You can use the menu to create a new file, open an existing file, save a file, and
perform many other tasks.

The Ribbon

The Ribbon has seven tabs: Home, Insert, Page Layout, References, Mailings, Review, and View that
contain many new and existing features of Word.
*When a particular object, such as text box, graph or picture is selected, an additional Tab will appear in
the Ribbon. This tab is called a Contextual Tab.
Each tab is divided into groups. To view additional features within each group, click on the arrow at the
bottom right of each group.
*To display the hidden ribbon again, Double click on any Tab or press Ctrl+F1
To minimize the ribbon, Right Click on the ribbon and select Minimize the ribbon

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.

Working with Documents

Create a New Document

There are several ways to create new 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
• Click the New icon on the Quick Access Toolbar
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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 Save icon on the Quick Access Toolbar
Open a Document
• Click the Microsoft Office Button and Click Open
• Press CTRL+O (Depress the CTRL key while pressing the “O”) on the keyboard, or
• Click the Open icon on the Quick Access Toolbar

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.

Close a Document
• Click the Office Button
• Click Close

Exit a Document:
• Click the Office Button
• Click Exit Word

 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

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
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: (Ctrl + X)Cut and Paste or Drag as shown above

• Copy Text: (Ctrl + C) Copy and Paste as above or use the Clipboard group on the Ribbon
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 • 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

The Font Group

Increase font size
Decrease font size
Font Font Size

Clear Formats

Font Color
Bold
Italic Under line Change Case High Light Color

Sub Script Super Script

• To change the appearance of the text Click on the Home Tab. We can use commands in the Font Group.
• Select the text area you wish to change and then on the command you want.
Command Description Example
Font Change the font type face. NCICT,NCICT,NCICT
Font Size Changes the size of the font
NCICT, NCICT,NCICT
Bold Makes the text bold. NCICT
Italic Makes the text Italic. NCICT
Underline Under line the text. You can use the down arrow NCICT
to select underline style.
Subscript Text is positions slightly lower than the text on H20→H20
the line.
Super Script Text is positions slightly higher than the text on X2+Y2→ X2+Y2
the line.
Font Color Change the color of the font. You can use the NCICT, NCICT
down arrow to select a color.
High light Color Highlights the text. NCICT
Clear Formatting Removes all the text formatting done leaving only NCICT
the plain text.

The Paragraph Group

Increase Indent
Numberin Decrease Indent
Bullets
g
Show/Hide Formatting
Marks

Bordering and
Shading

Left Line
Center Justify
Align
INFORMATIONAlign
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Align
 Command Description Example
Left Align (Ctrl+L) Select the paragraph and then select the This paragraph is left
alignment. alignment
Center Align (Ctrl+E) This will align the text to the center. This paragraph is left
alignment
Right Alignment (Ctrl+R) This will align the text to the right. This paragraph is left
alignment
Justify (Ctrl+J) This will align the text to both left and This paragraph is
right margins adding extra space between Justified. This will align
words as necessary. the text both left and right
margins adding extra
space between words as
necessary.
Line Spacing Select the paragraph and then use the This paragraph has
down arrow to select the space between spacing 2.0.That’s why
lines. the lines are very clear.
The default line spacing
is 1.15
Bullets You can start bullets either before or • Word
after you have entered your text. • Excel
• Access
Numbering You can start numbering either before or 1. Word
after you have entered your text. 2. Excel
3. Access
Increase Indent An Indent determines the distance of the Increase Indent
paragraph from the left or right margin.
Decrease Indent Decrease Indent
Show/Hide Paragraph Marks Non Printable Characters. In this..line you can¶
Character Denotes select the.paragraph¶
→ A tab Marks.
. A space
¶ The end of a paragraph
Hidden Hidden text
Shading Color the background of the selected This text is shaded in
text. black color and the font
color is white.
Border Apply border to the selected text or
paragraph. This paragraph has a border
around

Indents and Spacing

Indent: Move in the left side of the paragraph by a certain
amount.

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Spacing: Change the space between paragraphs by adding space before or after the paragraph

To use special indentations like ‘First Line’ and ‘Hanging’ Click the paragraph dialog box launcher.
Following Dialog box will be displayed.

Special Indentation

Tabs
The paragraph has first the
Examples: First line Indentation
Indentation. That’s why the first line
Indented 1 cm to right

Examples: Hanging Indentation

The paragraph has hanging the
Indentation. That’s why other
Lines hanging to the first line.
Set tab stop from the ruler
Select the paragraphs in which you want to set tab stops.
Click at the far left of the horizontal ruler until it changes to the type of tab you want.

Left Tab Decimal Tab Right Tab Center Tab Bar Tab

Click on the horizontal ruler where you want to set a tab stop.
Working with Tabs from the Tabs Dialog box
1. On the Page Layout tab, click the paragraph Dialog box launcher.
2. In the paragraph dialog box, Click tabs.
3. In the Tab stop position text box, type the desired value.
4. Adjust the tab alignment.
5. Set a leader if necessary.
6. Click Set.
7. To set additional Tabs, repeat steps 3-6
8. After all tabs have been set, Click Ok.

Clear or Move Tab stops

Select the paragraph in which you want to clear or move a tab stop.

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To clear a tab stop, drag the tab marker off the horizontal ruler.
To move a tab stop, drag the tab marker to the right or left on the horizontal ruler.

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

Styles

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

Adding Tables

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:
o Highlight the number of row and columns
o Click Insert Table and enter the number of rows and columns
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 o Click the Draw Table, create your table by clicking and entering the rows and columns
o 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)

Graphics

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.

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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

Illustrations, Pictures, and Smart Art 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 Smart Art

• Place your cursor in the document where you want the illustration/picture
• Click the Insert Tab on the Ribbon
• Click the Smart Art button
• Click the Smart Art 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.

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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

11. Page Formatting

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.

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

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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
• 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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Lists
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.

Mail Merge

1. Start the Word Processor

2. Create a New Document
3. Start the Mail Merge. Click on Mailing Tab→Start Mail Merge→Letters

4. Select the recipients. Select the recipients→Type New List→Customize Columns.

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5. Use the following table to select the necessary fields from the dialog box.

6. Then edit the Data Source to enter the following records using the data form

Title First Name Last Name Address Line 1 Address Line 2 Salutation
Mr Waston Jim 100/A Cross Street London Sir
Mr Mark Steven 10/10 Station Road Sussex Sir
Ms Jane Augusta 2/8 Gowtami Road Colombo Madam
7. Click OK button to save the Data, Name as ADDRESS TABLE
8. Start typing the following letter inserting Merge fields.

20th October 2010

<<Title>> << First Name>> <<Last Name>>
<<Address Line 1>>
<<Address Line>>

Dear << Salutation>>

The Annual General meeting
The Annual General Meeting is scheduled to be held on 25th October 2010 at the Auditorium
from 10.00 am to 1.00 pm.This event is compulsory for all the staff members.
Thank You,
Yours faithfully

Director
IQ Inter Knowledge (Pvt) Ltd.
9. Click preview Results to see the results.
10. Click Finish and Merge→Edit Individual Documents→All →Ok
11. Save the merged document as Business promotion Letters.doc.
12. Exit from MS Word.

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