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Course Reference Handout

MICROSOFT WORD -
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 MICROSOFT WORD
Inserting Tab Stops
When you indent a paragraph in your document by pressing the [ TAB ] key Word automatically
indents the paragraph one-half inch each time. You can override the default tab stops by creating
custom tab stops allowing you to set alignment and add leaders to a custom tab stop.

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■■ Create a new document. Click the arrow in the lower right corner of the Paragraph group (Home tab of the Ribbon.) From the
1 Paragraph window, click the Tabs button in the lower left.
■■ In the Tabs window, enter a measurement in the Tab stop position area to indicate the position in the document you want the
tab to stop at. For this example, enter a value of 4.5.
■■ Select an alignment option. For this example, select the Right alignment option.
■■ Select a leader option. For this example, select the option for leader 2.
■■ To set the new tab stop, click the Set button at the bottom of the window and then click OK.

Note:
You can also set and adjust Custom Tab stops by using the Ruler and Tab Stop Markers. To activate the Ruler, select the
View command tab from the Ribbon and the click the Ruler check box in the Show/Hide group of the Ribbon. Use the
Custom Tab Marker button in the upper left of the screen to select the Tab Stop option you need and then click in the Ruler
to apply the Tab Stop.

Creating and Modifying Tables

Creating Tables: Navigating in a Table:
Tables are a great way to organize information in your document ■■ To enter data into a table and move to the right, press the
within a structure of rows and columns. You can either Insert [TAB] key.
a standard table or free hand Draw the table to create a more ■■ To move in any direction within the table you can also you
customized structure. the ARROW keys on your keyboard.
To insert a new Table: Formatting & Controlling Structure of a Table:
■■ Click the Insert command tab from the Ribbon if necessary. ■■ Once a Table has been inserted, and while your cursor
From the Tables group of the Ribbon, click the Table button. remains within the boundaries of a table, you will have two
■■ In the Insert Table window, select the number of columns Table Tools Contextual Ribbons that will provide formatting
and the number of rows you want to start with by clicking in and layout options for the table.
the grid of cells provided. You can always add more columns ■■ Select the Table Tools – Design Ribbon to select formatting
and rows later if you need to. You can also select the Insert options, such as Table Styles, to apply to the table.
Table command from the menu provided. ■■ To manage the structure of the table, Select the Table Tools
– Layout Ribbon.
■■ To Insert new rows or columns, use the options provided in
the Rows & Columns group of the Ribbon.
■■ To Delete a row or column in a table, click in the row or
column you want to delete. Click the Delete command from
the Rows & Columns group of the Ribbon. Select either rows
or columns.
■■ To Resize a row or column of a table, place your mouse
cursor on the border of the row or table you want to resize
and then click and drag.
■■ To Merge cells of a table together, select the different cells of
a table you want to merge and then select Merge Cells from
the Merge group of the Ribbon.

Table Tools: Design Ribbon

Table Tools: Layout Ribbon

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Formatting Document Content Inserting Online Pictures:
To insert an image from the web into your document:
Formatting Styles: ■■ From the Insert command tab of the Ribbon, in the
To apply formatting quickly and
Illustrations group, click the Online Pictures button.
consistently, you can use Formatting
■■ Choose to search for pictures using the Office.com Clip
Styles available in the Home Ribbon. To
apply a Style, select the text you want Art gallery, Microsoft Bing, or select pictures stored in your
to format. Click the Home command SkyDrive account.
tab of the Ribbon if necessary, and then ■■ Once you have ClipArt as a result of your search, left click the
select a Style from the Styles group of image to insert it into the document.
the Ribbon.
Inserting Pictures from File:
Document Themes: Inserting pictures from file refers to inserting graphics that you
The formatting options available when applying a have saved on your computer already, such as digital photos you
Style are controlled by the document Theme. To have taken or images you copied using a scanner. To insert a
change the Theme of your document, select the Page graphic file into a document:
Layout command tab from the Ribbon and then click ■■ From the Insert command tab of the Ribbon, in the
the Themes button on the left side of the Ribbon. Illustrations group, click the Pictures button.
Creating Custom Styles: ■■ Browse for the picture you want to insert, and then double
To create your own custom formatted styles, there are essentially click the picture once you have located it.
two techniques you can use. You can create your custom style via
Creating Shapes with the Drawing Toolbar:
a dialogue box or by using a technique called “Style By Example.”
To create your own shapes – such as circles or stars; lines and
■■ To save your customized formatting as a New arrows; or your own text boxes, use the Drawing Toolbar located
Style, select the formatted text you wish to at the bottom of the Word screen.
use as the example text of your new style. ■■ From the Insert command tab of the Ribbon, in the
■■ Click the drop down arrow just after the Styles Illustrations group, click the Shapes button.
gallery. ■■ Select from the available Shapes provided, and then begin
■■ In the menu of options provided, select the clicking and dragging in your document to create the
Create a Style option. Shape.
Creating an Outline with Styles: Note:
To create a document outline using styles: Apply Heading
Styles (such as Heading 1, Heading 2, Heading 3, etc.) to the areas When creating AutoShapes hold down the SHIFT
of your document that you want to be displayed in the outline, key while clicking and dragging in your document
such as titles or paragraph headers, to indicate the hierarchy to create a perfectly symmetrical shape! The height
of paragraphs. Then switch to the document Outline view by and width measurements will automatically be the
selecting the View command tab from the Ribbon and then same!
click the Outline button from the Document Views group of the
Ribbon. You can also navigate a document using Heading styles Mail Merge
via the Navigation Pane (which can be activated from the View
tab of the Ribbon. Mail Merge:
Microsoft Word’s Mail Merge feature allows you to take a
Inserting Graphic Objects standard document (such as a form letter) and insert customized
information (such as names and addresses) to create several
SmartArt: copies of the same document – which are specialized where
SmartArt is the collection of diagrams available in Microsoft you inserted your custom information. You can then use the
Office 2007 to convey information visually. Mail Merge feature to create mailing labels to mail out the form
letters.
Online Pictures:
Online Pictures allow you to browse for pictures on the web, Data Source:
using royalty free pictures from the Office.com Clip Art gallery When performing a Mail Merge, the custom information you
or by using Microsoft’s Bing search engine. You can also access will be inserting can come from a number of files, called a Data
pictures from your SkyDrive account. Source. You can create a new Data Source even as you perform
the Mail Merge – or – you can refer to a Data Source you had
created and saved previously. Data Sources can also include files
The Illustrations Group of the such as a Contact list in Outlook, or a table of data in an Access
Insert Tab of the Ribbon database.

Inserting SmartArt:
To insert a SmartArt diagram into your document:
■■ From the Insert command tab of the Ribbon, in the
Illustrations group, click the SmartArt button.
■■ Select the style of SmartArt diagram you want to insert.
■■ Add your text either directly into the SmartArt diagram or
use the bulleted list area on the left of the SmartArt.

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Performing a Mail Merge:

To begin the process of performing a new Mail Merge:
■■ Select the Mailings command tab from the Ribbon, then select Start Mail Merge and then click on Step-by-Step Mail Merge Wizard.

Note:
All actions provided by the Mail Merge Wizard are available within the Mailings Ribbon, and can be performed without the
assistance of the wizard.

■■ The Mail Merge Wizard will appear in the Task Pane on the right side of the screen.
■■ Select what type of document you will be merging your custom information into and then click the Next: link at the bottom of the
Task Pane. For this example, we will assume you have selected to create a form letter.
■■ Select a starting document: you can either use the currently active document, or create a new document from scratch that you
will use in the Mail Merge. It is recommended that you first create the standard document that you will be using in the Mail Merge
before starting.
■■ Select your recipients of the letter. This is a reference to the Data Source – the file that contains the specialized information for each
form letter. You can use either an existing list or data source file (such as Mail Merge Data Sources you have already created, Access
databases or Excel worksheets), you can select a list of contacts from your Outlook Contacts folder, or you can create a new data
source list.
■■ To use a previously created list or data source, select the Use an existing list option, and then click the Browse button to select the
data source file.
■■ To create a new list, select the Type a new list option, and then click the Create button to begin creating a new data source. Fill in
any custom information needed for your Mail Merge to create a record of the data source. To create new data source records, click
the New Entry button. To create a custom field of data not already available or to reorganize your data fields, click the Customize
button. Click the Close button when you have competed all the records of the new data source list and save the new data source
when prompted to use again later.
■■ Click the Next: link at the bottom of the Task Pane continue.
■■ After selecting a list or creating a new list, you can choose to deselect records you don’t want to include in the merge or filter records
using various criteria provided in the drop down arrows to right of each of your labels.
■■ Click the Next: button to insert the Merge Fields into your document to indicate where you want certain specialized information to
be inserted. To insert a Merge Field, place the insertion point in the document where you want to insert the Merge Field, and then
click the links in the Task Pane such as Address Book or More Items.
■■ Click the Next: link to preview you letters with the merged information.
■■ Click the Next: link to complete the Mail Merge. You can now print your specialized copies of the original form letter document.

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