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READING MATERIAL

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 MS – WORD 2007

READING MATERIAL

CONTENTS

LESSON NO NAME OF THE LESSON AND PARTICULARS PAGE NO.

1. GETTING STARTED 1-7

2. NEW FEATURES OF MS-WORD 2007

 Creating a New Document 8-12
 Open an Existing Document
 Saving as or Renaming Documents
 Working on Multiple Documents
 Document Views
 Close a Documents
3. CUSTOMIZE THE WORD ENVIRONMENT 13-18
 Popular
 Display
 Proofing
 Save
 Advanced
 Customize
4. EDITING A DOCUMENT 19-22
 Typing and Inserting Text
 Selecting Text
 Inserting Additional Text
 Rearranging Blocks of Text
 Deleting Blocks of Text
 Search and Replace Text
 Undo Changes
5. FORMATTING TEXT 23-27
 Styles
 Changing Font and Size
 Font Styles and Effects
 Change Text Color
 Highlight Text
 Copy Formatting
 Clear Formatting
6. FORMATTING PARAGRAPHS 28-33
 Change Paragraph Alignment
 Indent Paragraphs
 Add Borders and Shading
 Apply styles
 Create Links
 Change Spacing Between Paragraphs and Lines
7. LISTS 34-35
 Bulleted and
 Numbered Lists
 Nested Lists
 Formatting Lists
8. Page Formatting 36-41
 Modify page margins and orientation
 Apply a page border and color
 Insert Common Header and Footer Information
 Create a page break
 Insert a Page Break
 Inset a Blank Page
9. ADDING TABLES 42-44
 Create a Tables
 Enter Data in a Table
 Modify the Table Structure and Format a Table
10. References and Citations 45-50
 Style
 Citations
 Placeholders
 Manage Sources
 Bibliography
 Insert Footnote

ii
 INTRODUCTION

Microsoft Word 2007 is a word processing program used to

create documents such as memos, letters, reports, research
papers, brochures, announcements, newsletters, envelopes,
labels, and much more. Word is a full-features program that
provides a wide variety of editing and formatting features as well
as sophisticated visual elements. Using MS Word, you can
create, edit, and format a variety of business documents and use
Word’s powerful editing and formatting features to produce well-
written and visually appealing documents. Some powerful editing
features include checking the spelling and grammar in a
document and using the Thesaurus to find appropriate synonyms
for words; using AutoCorrect to improve the efficiency of entering
information in a document; creating a document using a
predesigned template; and designing a document using building
block organizers.
 Lesson – 1
GETTING STARTED
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.

1
The Microsoft Office Button

The Microsoft Office 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

2
 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.

3
Each of the tabs contains the following tools/commands:
Home: Clipboard, Fonts, Paragraph, Styles, and
Editing.
Insert: Page, 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

4
Dialog box launchers in groups

Some groups have a small diagonal arrow in the lower-

right corner .
The arrow is called a Dialog Box Launcher. If you click
it, you'll see more options related to that group. Those
options will often appear in the form of a dialog box.

5
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.

6
 Additional tabs appear

When you select a picture, the additional Picture Tools tab

appears, showing groups of commands for working with pictures.
In this version of Word, certain tabs appear only when you need
them. For example, let's say you've inserted a picture. But now
you want to do more with it. Maybe you want to change how text
wraps around it or you want to crop it. Where are those
commands found?
1. Select the picture.
2. The Picture Tools tab appears. Click that tab.
3. Additional groups and commands appear for working with
pictures; like the Picture Styles group.
When you click away from the picture, the Picture Tools tab
disappears, and the other groups come back.
Note On-demand tabs appear for other activity areas, like
tables, drawings, diagrams, and charts.

Lesson – 2

WORKING WITH DOCUMENTS

7
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

8
  Press CRTL+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 Document 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:

9
  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

10
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

11
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 Close

12
 Lesson-3
CUSTOMIZE THE WORD ENVIRONMENT
Word 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

13
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.

14
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.

HOW TO HIDE A PART/PORTION OF WORD FILE

 Open the document

 Highlight the text you want to hide
 Click ‘Font Dialogue Box’
 In the Effects Section,you’ll see
the Hidden checkbox in the Effects section. check
that box √.

15
 TO UNHIDE

o Press Control A (i.e. choose the entire document)

Go the ‘Font Dialogue Box’
o In the Effects Section, you will see the Hidden checkbox does
not have a checkmark in it, but is instead fully green.
o This means that some of the text selected is hidden and some is visible. Clicking on it once will
change it into a checkmark, which means all the text in the document will be hidden and
clicking on it again will remove the checkmark, meaning no text in the document should be
hidden.

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

16
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

17
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.

18
Lesson-4
EDITING A DOCUMENT
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
Who word Double-click within the word
Whole paragraph Triple-click within the paragraph
Several words or Drag the mouse over the words, or hold
lines down SHIFT while using the arrow keys
Entire document Choose Editing / Select / Select All from
the Ribbon, or press CTRL+A

19
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 you 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

20
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

21
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

22
Lesson-5
FORMATTING TEXT
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.

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.

23
 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:

24
  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

To Change Text Color

 Select the text and click the Colors button included on

the Ribbon, or
 Highlight the text and right click and choose tool.
 Select the color by clicking the down arrow next to the
font color button.
Highlight Text
Highlight text allow 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

25
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 select by clicking the
Format Painter butter on the Clipboard Group of the
Home Tab
 Apply the copied format by selecting the text and
clicking on it.

26
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

27
 Lesson – 6
FORMATTING PARAGRAPHS
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 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.

28
Indent Paragraphs
Indent paragraphs allow 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 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.

29
 Click the dialog box of the Paragraph Group
 Click the Indents and Spacing Tab
 Select your indents

30
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

31
Apply Styles
Styles are a present collection of formatting
 Select the text you wish to format. That you can apply
to text. To utilize Quick Styles:
 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

32
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

33
 LESSON – 7
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 the want the list in the
document
 Click the Bulleted or Numbered Lists button
 Begin typing
Nested Lists

34
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 on one line bulleted or numbered list
and choose a bullet or numbering style.

35
LESSON – 8
PAGE FORMATTING
Modify Page Margins and Orientations
The page margins can be modified 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.

36
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

37
Insert Common Header and Footer Information
To insert Common 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

38
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

39
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

Insert a Blank Page

To insert a blank page:
40
  Click the Insert Tab on the Ribbon
 Click the Blank Page Button on the Page Group

LESSON – 9
ADDING TABLES
41
Tables are used to display data in a table format.
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 tables

Enter Data in a Table

42
Place the cursor in the cell where you wish to enter the
information. Begin typing
Modify the Tables 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 Style
 Draw Borders

43
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
Groups)
 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)

44
 LESSON – 10
REFERENCES AND CITATIONS
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.

45
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
46
Placeholders can be utilized where 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

47
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 Reference 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 sources in the
bottom pane of the window)

Bibliography
To add a Bibliography to the document:
48
  Place the cursor in the document where you want the
bibliography
 Click the Reference 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

49
Some types of academic writing utilize footnotes. To insert
a footnote:
 Click the Reference Tab on the Ribbon
 Click Insert Footnote (or Insert Endnote depending on
your needs)
 Begin typing the footnote

50