Microsoft word 2007

Introduction to Microsoft office word 2007

In this lesson, we are introduced to some of the new features of several Office applications. First, we will
take you through the Microsoft Office Button, the Quick Access Toolbar, Ribbons, Tabs and Groups – to
familiarize you with these common features. Then we will show you some of the unique Ribbons, Tabs and
Groups of each application.
Get started MS- word 2007 (Launching the program)
If you have 2007 Office installed on your computer here are a couple of hints on how we will proceed.
To open an application, Double click quickly on the application icon (Word) on the Windows desktop.

Or, click the Start button, in the lower left corner of the screen, then click All Programs, move the cursor
over Microsoft Office and select the application (Microsoft word).

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The word 2007 environment

Ribbon

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Microsoft word 2007
The Microsoft Office Button
We’ll use Microsoft Word 2007 for our initial illustrations of Ribbon, Tab and Group examples.

The first thing you’ll notice, when you open a 2007

Office application is that there is no longer a File
choice in the Menu Bar. The arrow above points
to the Microsoft Office Button – which replaces
File.

As you move your cursor over the Microsoft Office

Button a preview image (image on right) will appear.

When you click the Microsoft Office button, it will

turn orange and a “File like” menu will appear
(similar to the image on the right).

You’ll notice that you now have little images for

choices and that some of them have little arrows
pointing to the right. These arrows indicate that there
are additional choices for a selection.

On the right side of the Microsoft Office Button

menu screen you will see your most recently used
files – Recent Documents (see arrow above on
right).

Each Microsoft Office Button menu is tailored to its

Office application (Word, Excel, PowerPoint, etc).

Move your cursor over the arrow to the

right of the Print button (1.), a menu of 2.
print choices will appear on the right –
under Preview and print the document 3.
( 2. ) (Image on right)
Click Print ( 3.) at the top of the Menu.

1.

A standard Print Menu screen will appear.

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It is suggested that you spend a few minutes clicking the various choices in the Microsoft Office Button
menu screen to familiarize yourself with what they do. The options available from the Office Button menu
are:
Command Description
New Creates a new document.
Open Opens an existing document from disk.
Save Saves the open document to disk.
Save As Saves the open document to disk under a different file name.
Print Prints the open document.
Prepare Prepares the file for distribution through such tasks as editing property fields
(Properties), inspecting the file for hidden items (Inspect Document), digitally sign
the file (Add a Digital Signature), turn read-only feature on or off (Mark as Final),
or check to see if any of the items in your file will have a problem if you save to
the Classic Format (Run Compatibility Checker).
Send Sends the document to another user by email or fax.
Publish Makes the document publicly available via a document server or a public web
space.
Close Closes the active file.
Word Options Settings for the application (equivalent to the Tools-Options menu option in
previous versions).
Exit Word Close Word 2007 entirely, ending the session.

When you click the Word Options button the image below will appear. Notice, on the left side of the
menu screen there are a number of choices (e.g. Personalize, Display, Proofing, etc.). When you click a
choice on the left side of the screen, the options for that choice appear on the right. Take a few minutes
and move through these choices to familiarize yourself with this menu screen. You will see that
Microsoft has placed a lot of resources that were under File-Tools-Options, in previous versions of Office,
in this menu.

The last choice – Resources – furnishes a lot of online resources for the application which you are using.

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Microsoft word 2007

Quick Access Toolbar

In the upper left corner – to the right of the Microsoft Office Button - you will see an area called the
Quick Access Toolbar (image on left). This area is quite handy as it currently contains several of the
most used buttons in Office applications – Save, Undo, Redo, Print and Print Preview. You can customize
this toolbar by adding and removing as many Quick Access button choices as you desire.
How do we add and Remove button to Quick Access Toolbar
You can add command buttons that you use most often to the Quick Access Toolbar. There are three
methods to add to the Quick Access Toolbar:
1. To the right of the toolbar is a drop-down button. When you click this drop-down, a list of the most
popular commands will appear. Check the ones you want to display on the toolbar, uncheck the ones
you want to remove. Every time you click a command on the list to check or uncheck it, the list
closes out. Thus, you have to keep clicking the drop-down for each popular command you want to
show or hide, doing them one at a time.

2. When you click the Quick Access Toolbar drop-down, there is an option called More Commands.
Use this option to get a list of every available Word 2007 command. You can also use this option to
rearrange the order of the commands on the Quick Access Toolbar.

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3. You can also add a command to the Quick Access Toolbar by right clicking any command on the
Office Button or Ribbon to bring up the Shortcut Menu. The first item on the list is Add to Quick
Access Toolbar.

In the Quick Access Toolbar (on the left) you can see we added the Insert Picture button – since we are
using it a lot for this tutorial.

To add this button

to the toolbar we
first clicked the
Insert Tab and
then RIGHT
clicked the Insert Picture button. One of the choices was Add to Quick Access Toolbar. When we
clicked this choice the Insert Picture button was added. You can add any button you choose by doing
this.

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To remove buttons from the Quick Access Toolbar just RIGHT click on the button you desire to remove
and choose Remove from Quick Access Toolbar.

Ribbons
The Ribbon contains the bulk of the Word 2007 commands. There are seven default tabs making up the
main Ribbon categories. An eighth called the Developer tab must be added from within the Word
Options if it is not showing. Other tabs, called contextual tabs, appear on their own when you are doing
certain things (e.g., click on a chart) and normally will appear to the right of the main tabs. When you
click on a tab, the icons (tools) for that tab appear. Icons are graphical objects that point to commands or
options. You will notice that the icons are arranged in groups (e.g., Font or Paragraph). Many of the
groups, such as Fonts, have an arrow in the lower right. Click the arrow and the dialog box for that group
will come up.

Groups
In the home tab below, the arrows point to a new topic – Groups.

Clipboard Font Paragraph Styles Editing

The easiest way To minimize (collapse) the ribbon is to double-click any tab. Only the tabs will be visible
when the Ribbon is minimized. Click a Ribbon tab option, and it will expand. Click back into the
document area, and it collapses. To maximize the Ribbon once again so it fully remains visible, just
double-click any tab. The following are the eight main tabs of the Word 2007 Ribbon:
Home Tabs
This tab has many of the most commonly used commands in Word 2007. On the far left you have the
Clipboard group which has the Cut, Copy, Paste, and Format Painter tools. To the far right you have the
Editing group. All the groups in between deal mainly with formatting options. In many ways the Home
tab is a combination of the Standard and Formatting toolbars and Format menu option found in previous
versions of Word.
Below the Microsoft Office Button and Quick Access Toolbar we see a series of Tabs/Ribbons.
Tabs are similar to the Drop down Menu choices in previous versions of Office
The Home Tab/Ribbon for Word 2007 looks like the image below. Ribbon

Clipboard Group

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The first Group on the Word Home Tab is Clipboard. To open a Group you move your cursor over the
little down pointing arrow in the lower right corner of a group. This arrow is enlarged in the image to the
right. When you click this arrow the image on the right appears. Notice that the Clipboard appears on
the left side of your screen and shows any text or images you’ve copied. To close this group, click the
“X” in the upper right corner of the Group.
Copy and paste multiple items by using the Office Clipboard
The Microsoft Office Clipboard allows you to copy multiple text and graphical items from Office
documents or other programs and paste them into another Office document. By using the Office
Clipboard, you can arrange the copied items the way that you want in the document. The collected items
stay on the Office Clipboard until you exit all Office programs or you delete the items from the Clipboard
task pane. After you exit all Office programs, only the last item that you copied stays on the Office
Clipboard. When you exit all Office programs and restart your computer, the Office Clipboard is cleared
of all items.
Turn on the Office Clipboard
To display the Office Clipboard in the task pane, do the
following in these Office programs:
On the Home tab in the Clipboard group, click the
Clipboard Dialog Box Launcher.
Turn off the Office Clipboard
Do any of the following: In the Clipboard task pane, click the Close button.

Open Group

Close Group

In the Clipboard task pane, click the arrow, and then on the menu, click Close.

Copy multiple items to the Office Clipboard

1. Open the file that you want to copy items from.
2. Select the first item that you want to copy.
3. Do one of the following in the Office programs:
 On the Home tab, in the Clipboard group, click Copy. Or Keyboard shortcut CTRL+C
4. Continue copying items from the same or other files until you have collected
all of the items that you want. The Office Clipboard can hold up to 24 items. If
you copy a twenty-fifth item, the first item on the Office Clipboard is deleted.
If you open the Clipboard task pane in one Office program, the Clipboard
task pane does not automatically appear when you switch to another Office
program. However, you can continue to copy items from other programs. If the
Show Status Near Taskbar When Copying option is selected (to verify,
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click Options in the Clipboard task pane), a message is displayed above the status area to
indicate that an item has been added to the Office Clipboard.

As items are added to the Office Clipboard, an entry is displayed in the Clipboard task pane. The
newest entry is always added to the top. Each entry includes an icon representing the source
Office program and a portion of copied text or a thumbnail of a copied graphic.
The Office Clipboard does not support copying Office Access objects, such as a form or report.
Paste items
You can paste items from the Office Clipboard individually or all at the same time.
1. Click where you want the items to be pasted. You can paste collected items into any Office
program.
2. Do one of the following:
 To paste items one at a time, in the Clipboard task pane, double-click each item that you
want to paste.
 To paste all the items that you copied, in the Clipboard task pane, click Paste All.

Delete items from the Office Clipboard

You can delete items from the Office Clipboard individually or all at the same time.
In the Clipboard task pane, do one of the following:
To clear one item, click the arrow next to the item that you want to delete, and then click Delete.
To clear all items, click Clear All.
Font
Notice, in the Font Group area (above), you have the most used Font features. However, if you desire
all of the font features, just click the Open Group arrow to the right of Font.
An old friend – the Font menu screen appears (when you click the Open Group arrow). You’ll see this a
lot as your learn more about 2007 Office. Many of the “tried and true” menu screens will appear in
logical places.

Paragraph
Notice in the Paragraph Group area (left) you
again have the most used Paragraph features.
However, if you desire all of the paragraph
features, just click the Open Group arrow to the
right of Paragraph.
The Paragraph menu screen appears when you
click the Open Group arrow to the right of the
Paragraph Group. You should now have a “feel”
for how the Tabs/Ribbons and Groups work
together to assist you.

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Styles
In Word you can now select a style from the Styles Group (image below). If you click the More arrow
in the lower right corner of the Styles group, you will see additional choices.

When you click the More arrow you will see an image similar to the one below. More Arrow
Notice that we are in Times New Roman – Normal. On the next page we’ll show you one of the really,
really neat new features in 2007 Office.

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We’re going to highlight this paragraph (when we have finished typing it). Then we’re going to open
the Styles Group. When the Group is open we’ll move our cursor over the choices, and as we do,
you’ll see, in the images below, that the entire paragraph changes to that Style!

We selected this Style. Look how the text

now appears!

Insert
The Insert Tab/Ribbon (below) allows you to bring objects into into a document – Shapes, Pages,
Tables, Illustrations, Links, Headers/Footers, Text and Symbols. Once brought in and clicked on, most of
these objects will have contextual tabs which have the tools needed to work with them. Again, depending
on your choices, many selections allow you to “preview” what you’ve highlighted.

Page Layout
The Page Layout Tab/Ribbon also has logical selections – Themes, Page Setup, Page Background,
Paragraph and Arrange. This tab allows you to change the layout of the page (e.g., change the page from
portrait to layout).

References
This tab allows you to work easily with references (e.g. Table of Contents, Footnotes, Citations &
Bibliography, Captions, Index, and Table of Authorities). One item that is completely new is the Manage
Sources item under the Citations & Bibliography group which allows you to easily add and manage
sources to your document.

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Mailings
This tab allows you to easily create and work with merged documents (e.g., create letters that pull client
information from databases). Most of the tools here were found on the Mail Merge toolbar of the older
Word versions. There are also tools to produce envelopes and labels.

Review
This tab allows you to review, add comments, track changes, compare two different documents, and
protect your workbook. Many of these options were found under the Tools menu in previous Word
versions.

The View Tab/Ribbon allows

View
This tab allows you to change the view of your document while working in Word 2007.

The View Tab/Ribbon allows you to change the document Views, do Show/Hide, Zoom and arrange your
Windows.

This gives you a “feel” for how the Tabs/Ribbons work in Word 2007.
Developer (by default not on the Ribbon)
This tab allows you to work with higher end items (e.g., use the Visual Basic Editor or create interactive
forms). By default, this tab is not displayed on the Ribbon. To bring it up you have to go to the Office
Button, click Word Options in the lower right corner of the menu, and in the popular area check Show
Developer tab in the Ribbon.

Status Bar

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The Status Bar is located at the very bottom of your Word 2007 Window and displays information about
your document.

1. Information and Tools - Click one of the tools to bring up information or launch an option.
2. Document Views - Click one of the views to change between Print Layout, Full Screen Reading,
Web Layout, Outline, and Draft.
3. Zoom Controls - Use these tools to zoom in or out of your document.

Word 2007 Status Bar

You can right click the Status Bar to bring up the Customize Status Bar menu. Click on the tool/option
you want available on the Status Bar. A checkmark next to a tool/option means that it is available on the
StatusBar. To close the Customize Status Bar menu, click anywhere on your document.

Shortcut Menu
As with most Windows based programs, using the right mouse button in Word 2007 brings up a shortcut
menu of commonly used commands. This menu is dynamic, meaning it changes depending on where you
are at the time and what you are working on. Learn to use it often to increase your productivity.
Select Text Mini Toolbar
When you’re working with text and fonts a really ingenious “new thing” occurs as you highlight text - a
Select Text Mini Toolbar appears!

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In the image on the right we highlighted -
Highlight Text. When we paused the cursor
over the highlight, a “shadow like” toolbar
appeared. When we move our cursor over
the toolbar, it is ready for us to use it to
modify our text. This is really handy as
many of text formatting features are in the
Mini Toolbar.
Scroll Bars
There are two scroll bars that help you to move vertically or horizontally through your document. The
Scroll Bars make it easy to scroll to the parts of the document not visible on the screen. You can either
use the scroll bar slider button found in the scroll bar by clicking on it and dragging it in the direction you
want to go or by using the arrow scroll buttons.
Picture Tools
when you click an image in Word 2007, a Picture Tools Tab/Ribbon will be available to you. We
placed a Microsoft Clip Art frog on the left. When we click the frog a Picture Tools Tab appears above
of the other Tabs/Ribbons.

When you click the Picture Tools Tab (we’re still in Word) the Picture Tools Ribbon below appears.

Notice, like the other Ribbons, that Picture Tools also has its own Groups – Picture Tools, Shadow
Effects, Border, Arrange, and Size.

You can click the Open Group arrow at the lower right of some groups to see more of the Group
Open existing word documents
There are three ways to open a workbook from within the Word 2007 program.
1) Click Open found under the Office Button
2) Press the Ctrl and O keys on the keyboard at the same time (Ctrl+O).
3) Click the Open Folder icon on the Quick Access Tollbar (Open option must be added to the
Quick Access Toolbar).
Either method will bring up the Open dialog box. An important item to observe in the Open dialog box is
the Look in field for Windows XP or the Address Bar field for Windows Vista. This is the folder where
your files are located. Once you find the file to open in open dialog box, you have two options to bring it
up:

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1) Double click the file.
2) Select the file and click the Open command button.
Navigating a word documents
Method Description
Mouse Click in the document where you want to jump to.
Scroll Bars The Horizontal Scroll Bar allows you to navigate the page
left or right. The Vertical Scroll Bar allows you navigate the
document up or down. Click the arrows on the Scroll Bars
to navigate or click the scroll button and drag it.
Ctrl+Home Keys Move to the top of document.
Ctrl+End Keys Move to the bottom of a document
Page Up Key Move up one screen at a time.
Page Down Key Move down screen at a time.
Right or Left Arrow Keys Move left or right one character at a time.
Ctrl+ Right or Left Arrow Keys Move left or right one full word at a time.
Up or Down Arrow Keys Move up or down one line at a time.
Ctrl+ Up or Down Arrow Keys Move one paragraph at a time. In Word, a paragraph is
denoted by where ever you press the Enter key (place a hard
return).
Thumbnails Check Thumbnails on the View-Show/Hide group of the
Ribbon. You will see small pictures of each page of your
document on the left in a Window pane. Click the thumbnail
of the page you want to jump to.

Go To Click the Find drop-down arrow on the Home-Editing group

of the Ribbon and click Go To. Enter the page or other
option to jump to and click OK. You can also do a Ctrl+G
on the keyboard

Page Number Button Click the Page Number Button (e.g., Page 1 of 10) on the
Status Bar. This will bring up the Go To dialog box.

Save a File—Windows XP
1. Click the Microsoft Office button. A menu appears.
2. Click Save. The Save As dialog box appears if you are saving your document for the first time.
3. Specify the correct folder in the Save In box.
4. Name your document by typing Lesson Two in the File Name box.
5. Click Save.
6. Click the Microsoft Office button. A menu appears.
7. Click Exit Word, which is located in the bottom-right corner of the window. Word closes.
Set a password to open or modify a document

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In the 2007 Microsoft Office system, you can use passwords to help prevent other people from
opening or modifying Microsoft Office Word 2007 documents, Microsoft Office Excel 2007
workbooks, and Microsoft Office PowerPoint 2007 presentations.
Set a password for a document
To allow only authorized reviewers to view or modify your content, you can help secure your entire
document with a password.
1. Click the Microsoft Office Button , and then click Save As.
2. Click Tools, and then click General Options.
3. Do one or both of the following:
 If you want reviewers to enter a password before they can view the document, type a
password in the Password to open box.
 If you want reviewers to enter a password before they can save changes to the document,
type a password in the Password to modify box.
 Both passwords You can assign both passwords — one to access the file and one to
provide specific reviewers with permission to modify its content. Make sure each
password is different from the other.
4. If you don't want content reviewers to accidentally modify the file, select the Read-only
recommended check box. When opening the file, reviewers are asked whether or not they
want to open the file as read-only.
5. Click OK.
6. When prompted, retype your passwords to confirm them, and then click OK.
7. Click Save.
8. If prompted, click Yes to replace the existing document.
Change a password
1. Do one or both of the following:
 Open the file using your open password and as read/write.
 Open the file using your modify password and as read/write.

2. Click the Microsoft Office Button , and then click Save As.
3. Click Tools, and then click General Options.
4. Select the existing password, and then type a new password.
5. Click OK.
6. When prompted, retype your password to confirm it, and then click OK.
7. Click Save.
8. If prompted, click Yes to replace the existing file.
Remove a password
1. Do one or both of the following:
 Open the file using your open password and as read/write.
 Open the file using your modify password and as read/write.

2. Click the Microsoft Office Button , and then click Save As.
3. Click Tools, and then click General Options.
4. Select the password, and then press DELETE.
5. Click OK.
6. Click Save.
7. If prompted, click Yes to replace the existing file.

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Open a Blank Document

1. Open Word 2007.

2. Click the Microsoft Office button. A menu appears.
3. Click New. The New Document dialog box appears.

4. Click Blank Document.

5. Click Create. A new blank document opens.
Working on Multiple Documents
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

Master Document View Draft View Zoom

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Page Layout View
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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
Lesson 2 Editing a documents
Cut and Paste
You can use Word's Cut feature to remove information from a document. You can use the Paste feature to
place the information you cut anywhere in the same or another document. In other words, you can move
information from one place in a document to another place in the same or different document by using the
Cut and Paste features. The Office Clipboard is a storage area. When you cut, Word stores the data you
cut on the Clipboard. You can paste the information that is stored on the Clipboard as often as you like. To
cut or copy information first you have to select the information that you want to cut or copy.
Select text by using the mouse
To select Do this
Any amount of Click where you want to begin the selection, hold down the left
text mouse button, and then drag the pointer over the text that you want
to select.
A word Double-click anywhere in the word.
A line of text Move the pointer to the left of the line until it changes to a right-
pointing arrow, and then click.
A sentence Hold down CTRL, and then click anywhere in the sentence.
A paragraph Triple-click anywhere in the paragraph.
Multiple Move the pointer to the left of the first paragraph until it changes to
paragraphs a right-pointing arrow and then press and hold down the left mouse
button while you drag the pointer up or down.
A large block of Click at the start of the selection, scroll to the end of the selection,
text and then hold down SHIFT while you click where you want the
selection to end.
An entire Move the pointer to the left of any text until it changes to a right-
document pointing arrow, and then triple-click.
Headers and In Print Layout view, double-click the dimmed header or footer text.

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footers Move the pointer to the left of the header or footer until it changes to
a right-pointing arrow, and then click.
Footnotes and Click the footnote or endnote text, move the pointer to the left of the
endnotes text until it changes to a right-pointing arrow, and then click.
A vertical block Hold down ALT while you drag the pointer over the text.
of text
A text box or Move the pointer over the border of the frame or text box until the
frame pointer becomes a four-headed arrow, and then click.
Select text by using the keyboard
To select Do this
One character to the right Press SHIFT+RIGHT ARROW.
One character to the left Press SHIFT+LEFT ARROW.
A word from its beginning Place the insertion point at the beginning of the word, and
to its end then press CTRL+SHIFT+RIGHT ARROW.
A word from its end to its Move the pointer to the end of the word, and then press
beginning CTRL+SHIFT+LEFT ARROW.
A line from its beginning Press HOME, and then press SHIFT+END.
to its end
A line from its end to its Press END, and then press SHIFT+HOME.
beginning
One line down Press END, and then press SHIFT+DOWN ARROW.
One line up Press HOME, and then press SHIFT+UP ARROW.
A paragraph from its Move the pointer to the beginning of the paragraph, and then
beginning to its end press CTRL+SHIFT+DOWN ARROW.
A paragraph from its end Move the pointer to the end of the paragraph, and then press
to its beginning CTRL+SHIFT+UP ARROW.
A document from its end Move the pointer to the end of the document, and then press
to its beginning CTRL+SHIFT+HOME.
A document from its Move the pointer to the beginning of the document, and then
beginning to its end press CTRL+SHIFT+END.
From the beginning of a Move the pointer to the beginning of the window, and then
window to its end press ALT+CTRL+SHIFT+PAGE DOWN.
The entire document Press CTRL+A.
A vertical block of text Press CTRL+SHIFT+F8, and then use the arrow keys. Press
ESC to turn off the selection mode.
The nearest character Press F8 to turn on selection mode, and then press LEFT
ARROW or RIGHT ARROW; press ESC to turn off the
selection mode.
A word, a sentence, a Press F8 to turn on selection mode, and then press F8 once to
paragraph, or a document select a word, twice to select a sentence, three times to select
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a paragraph, or four times to select the document. Press ESC

to turn off the selection mode.
Select text in different places
You can select text or items in a table that are not next to each other. For example, you can select a
paragraph on one page and a sentence on a different page.
1. Select some text or an item in a table.
2. Hold down CTRL while you select any additional text or item in a table that you want.
Cut with the Ribbon

1. Type the following:

I want to move. I am content where I am.
2. Select "I want to move. "
3. Choose the Home tab.
4. Click the Cut button in the Clipboard group. Word cuts the text you selected and places it on the
Clipboard. Your text should now read:
"I am content where I am."

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Paste with the Ribbon

1. Place the cursor after the period in the sentence "I am content where I am."
2. Press the spacebar to leave a space.
3. Choose the Home tab.
4. Click the Paste button in the Clipboard group. Word pastes the text on the Clipboard. Your text
should now read:
"I am content where I am. I want to move."

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Alternate Method—Cut with a Context Menu
1. Type the following:
I want to move. I am content where I am.
2. Select "I want to move. "
3. Right-click. The Mini toolbar and a context menu appear.
4. Click Cut on the menu. Your text should now read:
"I am content where I am."
Alternate Method—Paste with a Context Menu

1. Place the cursor after the period in the

sentence
"I am content where I am."
2. Press the spacebar to leave a space.
3. Right-click. A Mini toolbar and a context
menu appear.
4. Click Paste. Your text should now read:
"I am content where I am. I want to
move."
Alternate Method—Cut with Keys
1. Type the following:
I want to move. I am content where I
am.
2. Select "I want to move."
3. Press Ctrl+x.
4. Your text should now read:
" I am content where I am."
Alternate Method—Paste with Keys
1. Place the cursor after the period in the sentence: "I am content where I am."
2. Press the spacebar to leave a space.
3. Press Ctrl+v.
4. Your text should now read:
"I am content where I am. I want to move."
Copy and Paste
In Microsoft Word, you can copy information from one area of a document and place the information you
copied anywhere in the same or another document. In other words, after you type information into a
document, if you want to place the same information somewhere else, you do not have to retype the
information. You simple copy it and then paste it in the new location. As with cut data, Word stores
copied data on the Clipboard.
Copy the window or screen contents
To make a copy of the active window, press ALT+PRINT SCREEN.
To copy the entire screen as it appears on your monitor, press PRINT SCREEN.
Note To paste the image into a file in a Microsoft Office program, open the file you want to paste
the image into, and then press CTRL+ V.
Similarly to cut and past copy and past can be done with ribbon, with context menu and with keys.
Use the Clipboard
As you cut or copy, Word can store the information you have cut or copied on the Clipboard in a
hierarchy. Then each time you cut or copy, the data you just cut or copied moves to the top of the
Clipboard hierarchy and the data previously at the top moves down one level. When you choose Paste, the
item at the top of the hierarchy is the item Word pastes into your document. The Clipboard can store up

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Microsoft word 2007
to 24 items. You can paste any item on the Clipboard into your document by placing your cursor at the
insertion point, displaying the Clipboard pane, and then clicking the item.
The Clipboard pane includes an Options button. You can click the Options button to set the Clipboard
options described in the following table.
Option Description
Show Office Clipboard Automatically Shows the Clipboard automatically when you copy items.
Show Office Clipboard When Ctrl+c Shows the Clipboard when you press Ctrl+c twice.
Pressed Twice
Collect Without Showing Office Copies to the Clipboard without displaying the Clipboard
Clipboard pane.
Show Office Clipboard Icon on Taskbar Displays the Clipboard icon on your system taskbar.
Show Status Near Taskbar When Displays the number of items copied on the taskbar when
Copying copying.
Use the Clipboard
1. Place the cursor at the point at which you
want to insert your text.
2. Choose the Home tab.
3. Click the Clipboard dialog box launcher to
open the Clipboard.
4. Click the item on the clipboard you want to
insert into your document. Word pastes the
Clipboard item into your document at the
insertion point.
Create AutoText
Cut and Copy both store information on the
Clipboard. Information you store on the Clipboard
is eventually lost. If you want to store information
permanently for reuse, use AutoText. AutoText
permanently stores information for future use.

Create AutoText

1. Type the following:

AutoText information is stored permanently.
2. Select "AutoText information is stored permanently."
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Lecture note computer science department
3. Choose the Insert tab.
4. Click Quick Parts in the Text group. A menu appears.
5. Click Save Selection to Quick Part Gallery. The Create New Building Block dialog box appears.

6. Microsoft Word suggests a name. Change the

name by typing AT in the Name field.
7. Click OK. The dialog box closes.
8. Click anywhere in the text area to remove the
highlighting.
9. Place the cursor between the period in the
sentence you just typed and the paragraph marker
(¶).
10. Press the spacebar to leave a blank space.
11. Type AT.
12. Press F3. Your text should now read:
"AutoText information is stored permanently.
AutoText information is stored permanently."
Note: Whenever you need the text, simply type the name (AT) and then press F3.
Find and replace text or other items
If you need to find a particular word or phrase in your document, you can use the Find command. This
command is especially useful when you are working with large files. If you want to search the entire
document, simply execute the Find command. If you want to limit your search to a selected area, select
that area and then execute the Find command. After you find the word or phrase you are searching for,
you can replace it with new text by executing the Replace command. Use Microsoft Office Word 2007 to
find and replace text, formatting, paragraph marks, page breaks, and other items. You can also find and
replace noun or adjective forms or verb tenses. You can extend your search by using wildcards and codes
to find words or phrases that contain specific letters or combinations of letters.
Find text
You can quickly search for every occurrence of a specific word or phrase.
1. On the Home tab, in the Editing group, click Find.
2. In the Find what box, type the text that you want to search for.
3. Do one of the following:
 To find each instance of a word or phrase, click Find Next.
 To find all instances of a specific word or phrase at one time, click Find All, and then
click Main Document.
Note To cancel a search in progress, press ESC.
Find and replace text
You can automatically replace a word or phrase with another — for example, you can replace Ms
Word with Micro soft word.
Note The replacement text will use the same capitalization as the text that it replaces. For example,
if you search for AKA and replace it with Also known as, the result will be ALSO KNOWN AS.
1. On the Home tab, in the Editing group, click Replace.

2. Click the Replace tab.

3. In the Find what box, type the text that you want to search for.
4. In the Replace with box, type the replacement text.
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Microsoft word 2007
5. Do one of the following:
 To find the next occurrence of the text, click Find Next.
 To replace an occurrence of the text, click Replace. After you click Replace, Office
Word 2007 moves to the next occurrence of the text.
 To replace all occurrences of the text, click Replace All.
Note To cancel a replacement in progress, press ESC.
Find and highlight text on the screen
To help you visually scan a document for every occurrence of a word or phrase, you can search for
all occurrences and highlight them on the screen. Although the text is highlighted on the screen, it
isn't highlighted when the document is printed.
1. On the Home tab, in the Editing group, click Find.

2. In the Find what box, type the text that you want to search for.
3. Click Reading Highlight, and then click Highlight All.
Note To turn off highlighting on the screen, click Reading Highlight, and then click Clear
Highlighting.
Find and replace specific formatting
You can search for and replace or remove character formatting. For example, you can search for a
specific word or phrase and change the font color, or you can search for specific formatting, such as
bold, and change it.
1. On the Home tab, in the Editing group, click Replace.
2. If you don't see the Format button, click More.
3. To search for text with specific formatting, type the text in the Find what box. To find
formatting only, leave the box blank.
4. Click Format, and then select the formats that you want to find and replace.
5. Click the Replace with box, click Format, and then select the replacement formats.
Note If you also want to replace the text, type the replacement text in the Replace with box.
6. To find and replace each instance of the specified formatting, click Find Next, and then click
Replace. To replace all instances of the specified formatting, click Replace All.
Find and replace paragraph marks, page breaks, and other items
You can search for and replace special characters and document elements such as tabs and manual
page breaks. For example, you can find all double paragraph marks and replace them with single
paragraph marks.
1. On the Home tab, in the Editing group, click Find.

2. If you don't see the Special button, click More.

3. Click Special, and then click the item that you want.
4. If you want to replace the item, click the Replace tab, and then type what you want to use as a
replacement in the Replace with box.
5. Click Find Next, Find All, Replace, or Replace All.
To cancel a search in progress, press ESC.

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Lecture note computer science department

Tip: To quickly find items such as graphics or comments, click Select Browse Object on the
vertical scroll bar, and then click the item that you want. You can click Next or Previous to
find the next or previous item of the same type.
Exercise
Use Find with the Ribbon

1. Type the following:

Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern High
School.
2. Select: "Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern
High School."
3. Choose the Home tab.
4. Click Find in the Editing group. A menu appears.
5. Click the Find option on the menu.
The Find and Replace dialog box
appears.

6. Type east in the Find What field.

7. Click Find Next.
Note that the "East" in Easton is
highlighted.
8. Click Find Next again.
Note that "east" is highlighted.
9. Click Find Next again.
Note that the "East" in Eastern is
highlighted.
10. Click Find Next. The following
message should appear: "Word has finished searching the selection. Do you want to search the
remainder of the document?"
11. Click No.
12. Click Cancel.
Alternate Method—Find with Keys
1. Select: "Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern
High School."
2. Press Ctrl+f.
3. Follow steps 6 through 12 in the preceding section.
Use Replace with the Ribbon
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Microsoft word 2007

1. Select "Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern
High School."
2. Choose the Home tab.
3. Click Replace in the Editing group. The Find and Replace dialog box appears.

4. Type east in the Find

What box.
5. Type west in the
Replace With box.
6. Click Find Next. The
East in Easton is
highlighted.
7. Click Replace. Word
replaces the "East" in
"Easton" with "West"
and then highlights the
word "east."
8. Click Replace. Word
replaces the word "east" with "west" and then highlights the word "Eastern."
9. Click Close. Do not replace the "East" in "Eastern" with "West."
10. Your text should now read,
"Monica is from Weston. She lives on the west side of town. Her daughter attends Eastern High
School."
Alternate Method—Replace with Keys
1. Select "Monica is from Easton. She lives on the west side of town. Her daughter attends Western
High School."
2. Press Ctrl+h.
3. Follow steps 4 through 11 in the preceding section.
Lesson 3 Formatting a documents
Text and paragraph formatting
Change the Font Size
A font is a set of characters (text) represented in a single typeface. Each character within a font is created
by using the same basic style. In Microsoft Word, you can change the size of your font.
Change the Font Size
1. Type the following:
I can be any size you want me to be.

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Lecture note computer science department
2. Select "I can be any size you want me to
be."
3. Choose the Home tab.
4. In the Font group, click the down arrow
next to the Font Size box. A menu of font
sizes appears.
5. Move your cursor over the menu of font
sizes. As you do, Word 2007 provides a
live preview of the effect of applying
each font size.
6. Click 36 to select it as your font size.
Note: If you know the font size you want,
you can type it in the Font Size field.

Alternate Method—Change the Font Size with Grow Font and Shrink Font
You can also change the size of your font by clicking the Grow Font and Shrink Font buttons. Selecting
text and then clicking the Grow Font button
makes your font larger. Selecting text and
then clicking the Shrink Font button makes
your font smaller.

1. Type the following: Grow Shrink

2. Select "Grow"
3. Choose the Home tab.
4. Click the Grow Font button several
times. You font becomes larger.
5. Select Shrink.
6. Click the Shrink Font button several
times. Your font becomes smaller.
Change the Font
In Microsoft Word, you can change the font
(the "family" of type you use for your text).
Change the Font with the Ribbon
1. Type the following:
Changing fonts
2. Select "Changing fonts."
3. Choose the Home tab.
4. Click the down arrow next to the Font field. A
menu of fonts appears.
5. Move the cursor over the list of fonts. Word
2007 provides a live preview of what the font
will look like if you select it.
6. Click the font name to select the font you
want.

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Microsoft word 2007

Alternate Method—Change the Font with the Mini Toolbar

1. Select "Changing fonts."

2. Right-click. The Mini toolbar and a menu
appears.
3. Move to the Mini toolbar.
4. Click the down arrow next to the Font
field. A menu of fonts appears.
5. Click the name of the font you want.

Bold, Italicize, and Underline

When creating a document, you may need to emphasize particular words or phrases by bolding,
underlining, or italicizing. Also, certain grammatical constructs require that you bold, underline, or
italicize.
Bold with the Dialog Box Launcher
1. Write the text to be formatted
2. Choose the Home tab.
3. Click the dialog box launcher in the Font group. The Font dialog box appears.

4. Click Bold in the Font Style box.

Note: You can see the effect of your action in the Preview window. To remove the bold, click Regular.
5. Click OK to close the dialog box.
6. Click anywhere in the text area to remove the highlighting.
Alternate Method—Bold with the Ribbon

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 Lecture note computer science department

1. Select the text

2. Choose the Home tab.
3. Click the Bold button in the Font group.
Note: To remove the bold, you can select the text and then click the Bold button again.
4. Click anywhere in the text area to remove the highlighting.
Alternate Method - Bold with the Mini Toolbar

1. Select the text

2. Right-click. The Mini toolbar appears.
3. Click the Bold button . You have bolded the word bold.
Alternate Method—Bold with Keys
1. Select the text
2. Press Ctrl+b (hold down the Ctrl key while pressing b).
Note: To remove the Bold, press Ctrl+b again. You can also remove formatting by pressing
Ctrl+spacebar.
3. Click anywhere in the text area to remove the highlighting.
The same way as that of bolding you can italicize and underline with key, mini toolbar, Ribbon and
dialog box launcher.
Use the Format Painter
You can use the Format Painter on the Write tab to apply text formatting and some basic graphics
formatting, such as borders and fills.
1. Select the text or graphic that has the formatting that you want to copy.

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 Microsoft word 2007

NOTE If you want to copy text formatting, select a portion of a paragraph. If you want to copy
text and paragraph formatting, select an entire paragraph, including the paragraph mark.
2. On the Home tab, in the Clipboard group, click Format Painter.

The pointer changes to a paintbrush icon.

NOTE Double-click the Format Painter button if you want to change the format of multiple
selections in your document.
3. Select the text or graphic that you want to format.
4. To stop formatting, press ESC.
NOTES
For graphics, the Format Painter works best with drawing objects, such as AutoShapes. However,
you can copy formatting from a picture (such as the picture's border).
The Format Painter cannot copy the font and font size on WordArt (WordArt: Text objects you
create with ready-made effects to which you can apply additional formatting options.) text.
Create a bulleted or numbered list
You can quickly add bullets or numbers to existing lines of text, or Word can automatically create lists as
you type. By default, if you start a paragraph with an asterisk or a number 1., Word recognizes that you
are trying to start a bulleted or numbered list. If you don't want your text turned into a list, you can click
the AutoCorrect Options button that appears.
Lists: One level or many levels
Make a list with just one level, or make a multilevel list to show lists within a list.
When you create a bulleted or numbered list, you can do any of the following:
Use the convenient Bullet and Numbering libraries Use the default bullet and numbering formats
for lists, customize the lists, or select other formats from the Bullet and Numbering libraries.

Format bullets or numbers Format bullets or numbers differently from the text in a list. For
example, click a number and change the number color for the entire list, without making changes to
the text in the list.

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 Lecture note computer science department

Use pictures or symbols Create a picture bulleted list to add visual interest to a document or a Web
page.

Create a one-level bulleted or numbered list

Word can automatically create bulleted and numbered lists as you type, or you can quickly add bullets or
numbers to existing lines of text.
Type a bulleted or numbered list
1. Type * (asterisk) to start a bulleted list or 1. to start a numbered list, and then press SPACEBAR or
the TAB key.
2. Type any text that you want.
3. Press ENTER to add the next list item.
Word automatically inserts the next bullet or number.
4. To finish the list, press ENTER twice, or press BACKSPACE to delete the last bullet or number in
the list.
If bullets and numbering do not begin automatically
1. Click the Microsoft Office Button , and then click Word Options.
2. Click Proofing.
3. Click AutoCorrect Options, and then click the AutoFormat As You Type tab.
4. Under Apply as you type, select the Automatic bulleted lists check box and the Automatic
numbered lists check box.
Add bullets or numbering to a list
1. Select the items that you want to add bullets or numbering to.
2. On the Home tab, in the Paragraph group, click Bullets or Numbering.

NOTES
You can find different bullet styles and numbering formats by clicking the arrow next to Bullets or
Numbering on the Home tab, in the Paragraph group.
You can move an entire list to the left or the right. Click a bullet or number in the list, and drag it to a
new location. The entire list moves as you drag. The numbering levels do not change.
Spread out the items in a list
You can increase the space between the lines in all of your lists by clearing a check box.
1. On the Home tab, in the Styles group, click the arrow next to Styles, and then right-click the List
Paragraph style.

2. Click Modify.
3. In the Modify Style dialog box, click Format, and then click Paragraph.
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 Microsoft word 2007
4. Clear the Don't add space between paragraphs of the same style check box.
Turn a one-level list into a multilevel list
You can turn an existing list into a multilevel list by changing the hierarchical level of items in the list.
1. Click any item that you want to move to a different level.
2. On the Home tab, in the Paragraph group, click the arrow next to Bullets or Numbering, click
Change List Level, and then click the level that you want.

Choose a multilevel list style from the gallery

You can apply a gallery style to any multilevel list.
1. Click an item in the list.
2. On the Home tab, in the Paragraph group, click the arrow next to Multilevel List.

3. Click the multilevel list style that you want.

Indent paragraphs
Indentation determines the distance of the paragraph from either the left or the right margin. Within the
margins, you can increase or decrease the indentation of a paragraph or group of paragraphs. You can also
create a negative indent (also known as an outdent), which pulls the paragraph out toward the left margin.
You can also create a hanging indent, in which the first line of the paragraph is not indented, but
subsequent lines are.

Page margins
Indentation
Indent only the first line of a paragraph

1. Click in front of the line that you want to indent.

2. On the Page Layout tab, click the Paragraph Dialog Box Launcher, and then click the Indents
and Spacing tab.

3. In the Special list under Indentation, click First line, and then in the By box, set the amount of
space that you want the first line to be indented.

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Lecture note computer science department

NOTE The first line of the paragraph and all subsequent paragraphs that you type will be indented.
However, any paragraphs before the selected paragraph must be manually indented by using the same
procedure.
Increase or decrease the left indent of an entire paragraph
1. Select the paragraph that you want to change.
2. On the Page Layout tab, in the Paragraph group, click the arrows next to Indent Left to
increase or decrease the left indentation of the paragraph.
Increase or decrease the right indent of an entire paragraph
1. Select the paragraph that you want to change.
2. On the Page Layout tab, in the Paragraph group, click the arrows next to Indent Right to
increase or decrease the right indentation of the paragraph.
Set an indent by using the TAB key
1. Click the Microsoft Office Button , and then click Word Options.
2. Click Proofing.
3. Under AutoCorrection settings, click AutoCorrect Options, and then click the AutoFormat As
You Type tab.
4. Select the Set left- and first-indent with tabs and backspaces check box.
5. To indent the first line of a paragraph, click in front of the line.
To indent an entire paragraph, click in front of any line but the first line.
6. Press the TAB key.
NOTE To remove the indent, press BACKSPACE before you move the insertion point. You can also
click Undo on the Quick Access Toolbar.
Indent all but the first line of a paragraph

1. Select the paragraph in which you want to indent all but the first line of the paragraph, also
referred to as a hanging indent.
2. On the horizontal ruler, drag the Hanging Indent marker to the position at which you want the
indent to start.

If you don't see the horizontal ruler that runs along the top of the document, click the View Ruler
button at the top of the vertical scroll bar.
Use precise measurements to set a hanging indent
For more precision in setting a hanging indent, you can select options on the Indents and Spacing tab.
1. On the Page Layout tab, click the Paragraph Dialog Box Launcher, and then click the Indents
and Spacing tab.

2. In the Special list under Indentation, click Hanging, and then in the By box, set the amount of
space that you want for the hanging indent.
Create a negative indent

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Microsoft word 2007

1. Select the text or paragraph that you want to extend into the left margin.
2. On the Page Layout tab, in the Paragraph group, click the down arrow in the Indent Left box.
Continue to click the down arrow until the selected text is positioned where you want it in the left
margin.
Create a large dropped initial capital letter
The dropped cap, a large dropped initial capital letter, can be used to begin a document or a chapter, or to
add interest to a newsletter or invitation.

Dropped cap
In-margin dropped cap
1. Click in the paragraph that you want to begin with a drop cap. The paragraph must contain text
2. On the Insert tab, in the Text group, click Drop Cap.

3. Click Dropped or In margin.

Set tab stops
Tab stops are often used to create easy-to-format documents — but the document layout options in
Microsoft Office Word 2007 can do the work for you.
Set the tab stops
You might want to use the ruler to set manual tab stops at the left side, middle, and right side of your
document.
NOTE If you don't see the horizontal ruler that runs along the top of the document, click the View
Ruler button at the top of the vertical scroll bar.
You can quickly set tabs by clicking the tab selector at the left end of the ruler until it displays the type of
tab that you want and then clicking the ruler at the location you want. But which type of tab stop should

you use?
A Left Tab stop sets the start position of text that will then run to the right as you type.
A Center Tab stop sets the position of the middle of the text. The text centers on this position as
you type.
A Right Tab stop sets the right end of the text. As you type, the text moves to the left.
A Decimal Tab stop aligns numbers around a decimal point. Independent of the number of

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Lecture note computer science department

digits, the decimal point will be in the same position. (You can align numbers around a decimal
character only; you cannot use the decimal tab to align numbers around a different character,
such as a hyphen or an ampersand symbol.)
A Bar Tab stop doesn't position text. It inserts a vertical bar at the tab position.
If you want your tab stops at precise positions that you can't get by clicking the ruler, or if you want to
insert a specific character (leader) before the tab, you can use the Tabs dialog box. To display this dialog
box, double-click any tab stop on the ruler.
About using the horizontal ruler to set tab stops
By default, there are no tab stops on the ruler when you open a new blank document.
The final two options on the tab selector are actually for indents. You can click these and then
click the ruler to position the indents, rather than sliding the indent markers along the ruler. Click
First Line Indent , and then click the upper half of the horizontal ruler where you want the
first line of a paragraph to begin. Click Hanging Indent , and then click the lower half of the
horizontal ruler where you want the second and all following lines of a paragraph to begin.
When you set a bar tab stop, a vertical bar line appears where you set the tab stop (you don't need
to press the TAB key). A bar tab is similar to strikethrough formatting, but it runs vertically
through your paragraph at the location of the bar tab stop. Like other types of tabs, you can set a
bar tab stop before or after you type the text of your paragraph.
You can remove a tab stop by dragging it (up or down) off the ruler. When you release the mouse
button, the tab stop disappears.
You can also drag existing tab stops left or right along the ruler to a different position.
When multiple paragraphs are selected, only the tabs from the first paragraph show on the ruler.
Change the spacing between the default tab stops
If you set manual tab stops, the default tab stops are interrupted by the manual tab stops that you set.
Manual tab stops that are set on the ruler override the default tab stop settings.
1. On the Page Layout tab, click the Paragraph Dialog Box Launcher.

2. In the Paragraph dialog box, click Tabs.

3. In the Default tab stops box, enter the amount of spacing that you want between the default tab
stops.
When you press the TAB key, your tab will stop across the page at the distance that you specified.
Insert or delete a comment
You can insert a comment inside balloons that appear in the document margins. You can also hide
comments from view. If you don't want comments to appear in your document during a review, you must
clear your document of comments by deleting them. To find out whether comments remain in your
document, click Show Markup on the Review tab in the Tracking group.
Insert a comment
You can type a comment. On a Tablet PC, you can insert a voice comment or a handwritten comment.
Type a comment
1. Select the text or item that you want to comment on, or click at the end of the text.
2. On the Review tab, in the Comments group, click New Comment.

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3. Type the comment text in the comment balloon or in the Reviewing Pane.
NOTE To respond to a comment, click its balloon, and then click New Comment in the Comments
group. Type your response in the new comment balloon.
Insert a voice comment
If your computer is a Tablet PC, you can record voice comments. Voice comments are added as sound
objects inside comment balloons.
Before you can add a voice comment for the first time, you need to add the Insert Voice command to the
Quick Access Toolbar.
1. Click the Microsoft Office Button , and then click Word Options.
2. Click Customize.
3. In the list under Choose commands from, select All Commands.
4. In the list of commands, click Insert Voice, and then click Add.
To add a voice comment to your document, do the following:
1. On the Quick Access Toolbar, click Insert Voice .
2. In the dialog box that opens, click the start button and record the voice comment.
3. When you finish recording the comment, press the stop button and close the dialog box.
4. If Microsoft Office Word displays a message asking whether you want to update the sound object,
click Yes.
To hear the recorded comment, right-click the comment balloon, point to Sound Recorder Document
Object, and then click Play.
NOTE For additional information about recording and editing a sound object, see the documentation
for your sound card and microphone.
Insert a handwritten comment
If your computer is a Tablet PC, you can make handwritten comments in your document. The ink is added
and displayed inside comment balloons.
1. On the Review tab, in the Comments group, click New Comment.

2. Write the comment in the comment bubble.

Delete a comment
To quickly delete a single comment, right-click the comment, and then click Delete Comment.
To quickly delete all comments in a document, click a comment in the document. On the Review
tab, in the Comments group, click the arrow below Delete, and then click Delete All Comments
in Document.
Delete comments from a specific reviewer
1. On the Review tab, in the Tracking group, click the arrow next to Show Markup.

2. To clear the check boxes for all reviewers, point to Reviewers, and then click All Reviewers.
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Lecture note computer science department
3. Click the arrow next to Show Markup again, point to Reviewers, and then click the name of the
reviewer whose comments you want to delete.
4. In the Comments group, click the arrow below Delete , and then click Delete All Comments
Shown.
NOTE This procedure deletes all comments from the reviewer that you selected, including
comments throughout the document.
You can also review and delete comments by using the Reviewing Pane. To show or hide the Reviewing
Pane, click Reviewing Pane in the Tracking group. To move the Reviewing Pane to the bottom of your
screen, click the arrow next to Reviewing Pane, and then click Reviewing Pane Horizontal.
Change a comment
If comments aren't visible on the screen, click Show Markup in the Tracking group on the Review tab.

1. Click inside the balloon for the comment that you want to edit.
2. Make the changes that you want.
NOTES
If the balloons are hidden or if only part of the comment is displayed, you can change the
comment in the Reviewing Pane. To show the Reviewing Pane, in the Tracking group, click
Reviewing Pane. To make the reviewing pane run across the bottom of your screen rather than
down the side of your screen, click the arrow next to Reviewing Pane, and then click Reviewing
Pane Horizontal.
To respond to a comment, click its balloon, and then click New Comment in the Comments
group. Type your response in the new comment balloon.
Add or change the name used in comments
1. On the Review tab, in the Tracking group, click the arrow next to Track Changes, and then click
Change User Name.

2. Click Personalize.
3. Under Personalize your copy of Office, change the name or initials that you want to use in your
own comments.
NOTES
The name and initials that you type are used by all Microsoft Office programs. Any changes that
you make to these settings affect other Office programs.
When you make a change to the name or initials that you want to use for your own comments,
only comments that you make after the change are affected. Comments that are already in the
document before you change the name or initials are not updated.
Modify Page Margins and Orientations
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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

Change or set page margins

Page margins are the blank space around the edges of the page. In general, you insert text and graphics
in the printable area between the margins. However, you can position some items in the margins — for
example, headers, footers, and page numbers.
Page margin options
Microsoft Word offers several page margin options. You can use the default page margins or you can
specify your own.
Add margins for binding Use a gutter margin to add extra space to the side or top margin of a
document that you plan to bind. A gutter margin helps ensure that text isn't obscured by the
binding.

Gutter margins for binding

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Lecture note computer science department
Mirror margins for facing pages

Set margins for facing pages Use mirror margins to set up facing pages for double-sided
documents, such as books or magazines. In this case, the margins of the left page are a mirror
image of those of the right page (that is, the inside margins are the same width, and the outside
margins are the same width).
NOTE You can set gutter margins for a document that has mirror margins if the document
needs extra space for binding.
Change or set page margins
1. On the Page Layout tab, in the Page Setup group, click Margins.

2. Click the margin type that you want. For the most common margin width, click Normal.
When you click the margin type that you want, your entire document automatically changes to the
margin type that you have selected.
3. You can also specify your own margin settings. Click Margins, click Custom Margins, and then
in the Top, Bottom, Left, and Right boxes, enter new values for the margins.
NOTES
To change the default margins, click Margins after you select a new margin, and then click
Custom Margins. In the Page Setup dialog box, click the Default button, and then click Yes.
The new default settings are saved in the template on which the document is based. Each new
document based on that template automatically uses the new margin settings.
To change the margins for part of a document, select the text, and then set the margins that you
want by entering the new margins in the Page Setup dialog box. In the Apply to box, click
Selected text. Microsoft Word automatically inserts section breaks before and after the text that
has the new margin settings. If your document is already divided into sections, you can click in a
section or select multiple sections and then change the margins.
View page margins

1. Click the Microsoft Office Button , and then click Word Options.
2. Click Advanced, and then click the Show text boundaries check box under Show document
content.

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Microsoft word 2007
The page margins appear in your document as dotted lines.
NOTE You can view page margins in either Print Layout view or Web Layout view, and the text
boundaries do not appear on the printed page.
Set margins for facing pages
When you choose mirror margins, the margins of the left page are a mirror image of those on the right
page. That is, the inside margins are the same width, and the outside margins are the same width.
1. On the Page Layout tab, in the Page Setup group, click Margins.

2. Click Mirrored.
3. To change the margin widths, click Margins, click Custom Margins, and then, in the Inside and
Outside boxes, enter the widths that you want.
Set gutter margins for bound documents
A gutter margin setting adds extra space to the side margin or top margin of a document that you plan to
bind. A gutter margin helps ensure that text isn't obscured by the binding.
1. On the Page Layout tab, in the Page Setup group, click Margins.

2. Click Custom Margins.

3. In the Multiple pages list, click Normal.
4. In the Gutter box, enter a width for the gutter margin.
5. In the Gutter position box, click Left or Top.
NOTE The Gutter position box is not available when you use the Mirror margins, 2 pages
per sheet, or Book fold option. For those options, the gutter position is
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

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Lecture note computer science department

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

I
 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

Insert a section break

You can use section breaks to change the layout or formatting of a page or pages in your document. For
example, you can lay out part of a single-column page as two columns. You can separate the chapters in
your document so that the page numbering for each chapter begins at 1. You can also create a different
header or footer for a section of your document.

Section formatted as a single column

Section formatted as two columns
Types of section breaks that you can insert
Section breaks are used to create layout or formatting changes in a portion of a document. You can change
the following formats for individual sections:
Margins
Paper size or orientation
Paper source for a printer
Page borders
Vertical alignment of text on a page
Headers and footers
Columns
Page numbering
Line numbering
Footnotes and endnotes
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Microsoft word 2007

NOTES
A section break controls the section formatting of the text that precedes it. When you delete a
section break, you also delete the section formatting for the text before the break. That text
becomes part of the following section, and it assumes the formatting of that section. For example,
if you separate the chapters of a document by using section breaks and then you delete the section
break at the beginning of Chapter 2, Chapter 1 and Chapter 2 are in the same section and assume
the formatting that previously was used only by Chapter 2.
The section break that controls the formatting of the last part of your document is not shown as
part of the document. To change the document formatting, click in the last paragraph of the
document.
The following examples show the types of section breaks that you can insert. (In each illustration, the
double dotted line represents a section break.)
The Next Page command inserts a section break and starts the new section on the next page. This type of
section break is especially useful for starting new chapters in a document.

The Continuous command inserts a section break and starts the new section on the same page. A
continuous section break is useful for creating a formatting change, such as a different number of
columns, on a page.

The Even Page or Odd Page command inserts a section break and starts the new section on the next
even-numbered or odd-numbered page. If you want document chapters always to begin on an odd page or
on an even page, use the Odd page or Even page section break option.

Change the document layout or formatting

1. Click where you want to make a formatting change.
You might want to select a portion of the document around which to insert a pair of section
breaks.
2. On the Page Layout tab, in the Page Setup group, click Breaks.

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Lecture note computer science department
3. In the Section Breaks group, click the section break type that fits the type of formatting change
that you want to make.
For example, if you're separating a document into chapters, you might want each chapter to start
on an odd page. Click Odd Page in the Section Breaks group.
Remove changes of the document layout
A section break defines where a formatting change occurs in the document. When you delete a section
break, you also delete the section formatting for the text before the break. That text becomes part of the
following section, and it assumes the formatting of that section.
Make sure that you're in Draft view so that you can see the double dotted line section break.
1. Select the section break that you want to delete.
2. Press DELETE.
Create a Page Break remove
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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Microsoft word 2007

I
Remove a Cover Page
To Remove a cover page:
 Click the Insert Tab on the Ribbon
 Click the Cover Page Button on the Pages Group
 Choose current cover page
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

Lesson 4 Inserting Graphics

Insert a symbol or special character
You can use the Symbol dialog box to insert symbols, such as ¼ and ©, or special characters, such as
an em dash (—) or ellipsis (…) that are not on your keyboard, as well as Unicode characters. The types of
symbols and characters that you can insert depend on the font that you choose.
NOTE You can increase or decrease the size of the Symbol dialog box. Move the pointer to the lower-
right corner of the dialog box until it changes into a double-headed arrow, and then drag to the size that
you want.
Insert a symbol
1. Click where you want to insert the symbol.
2. On the Insert tab, in the Symbols group, click Symbol.
3. Do one of the following:
 Click the symbol that you want in the drop-down list.

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Lecture note computer science department
 If the symbol that you want to insert is not in the list, click More Symbols. In the Font box,
click the font that you want, click the symbol that you want to insert, and then click Insert.
NOTE If you are using an expanded font, such as Arial or Times New Roman, the Subset
list appears. Use this list to choose from an extended list of language characters, including
Greek and Russian (Cyrillic), if available.
4. Click Close.
Insert a special character
1. Click where you want to insert the special character.
2. On the Insert tab, in the Symbols group, click Symbol, and then click More Symbols.
3. Click the Special Characters tab.
4. Click the character that you want to insert, and then click Insert.
5. Click Close.
Write or insert an equation
You can type an equation in your document or insert an equation in the following ways:
Choose from a list of frequently used or preformatted equations
Insert or type symbols
Insert commonly used mathematical structures
Write an equation
1. On the Insert tab, in the Symbols group, click the arrow next to Equations, and then click Insert
New Equation.

2. Type an equation.
Insert a frequently used or preformatted equation
On the Insert tab, in the Symbols group, click the arrow next to Equations, and then click the
equation that you want.

Add an equation to the list of frequently used equations

1. Select the equation that you want to add.
2. Under Equation Tools, on the Design tab, in the Tools group, click Equation, and then click
Save Selection to Equation Gallery.
3. In the Create New Building Block dialog box, type a name for the equation.
4. In the Gallery list, click Equations.
5. Select any other options that you want.
Insert a commonly used math structure
1. On the Insert tab, in the Symbols group, click the arrow next to Equations, and then click Insert
New Equation.

2. Under Equation Tools, on the Design tab, in the Structures group, click the structure type that
you want, such as a fraction or a radical, and then click the structure that you want.
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Microsoft word 2007
3. If the structure contains placeholders, click in the placeholders and type the numbers or symbols

that you want. Equation placeholders are small, dotted boxes in an equation .
Insert a picture or clip art
Pictures and clip art can be inserted or copied into a document from many different sources, including
downloaded from a clip art Web site provider, copied from a Web page, or inserted from a file where you
save pictures.
Insert clip art
1. On the Insert tab, in the Illustrations group, click Clip Art.

2. In the Clip Art task pane, in the Search for text box, type a word or phrase that describes the clip
art that you want, or type in all or some of the file name of the clip art.
3. To narrow your search, do one or both of the following:
 To limit the search results to a specific collection of clip art, in the Search in box, click the
arrow and select the collection you want to search.
 To limit the search results to clip art, click the arrow in the Results should be box and select
the check box next to Clip Art.
In the Clip Art task pane, you can also search for photographs, movies, and sounds. To
include any of those media types, select the check boxes next to them.
4. Click Go.
5. In the list of results, click the clip art to insert it.
Insert a picture from a file
1. Click where you want to insert the picture.
2. On the Insert tab, in the Illustrations group, click Picture.

3. Locate the picture that you want to insert.

4. Double-click the picture that you want to insert.
NOTE By default, Microsoft Word embeds pictures in a document. You can reduce the size of
a file by linking to a picture. In the Insert Picture dialog box, click the arrow next to Insert, and
then click Link to File.
Change an inline picture to a floating picture, and vice versa
1. If the picture is not on a drawing canvas, select the picture. If the picture is on a drawing canvas,
select the canvas.
2. Under Picture Tools, on the Format tab, in the Arrange group, click Position.

If you don't see Position, click Arrange, and then click Position.
3. Do one of the following:
 To change an inline picture to a floating picture, select the wrapping style that you want.
 To change a floating picture to an inline picture, select In Line with Text (Normal).
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Lecture note computer science department
Add a picture to a SmartArt graphic
Pictures or images can be an integral part of creating a compelling document, worksheet, or presentation,
and it is easy to insert a picture into your SmartArt graphic.
Overview of adding pictures
A fill is the interior of a shape. You can add a picture fill to any shape, and some shapes in SmartArt
graphics are designed to be placeholders for pictures. By using a layout with a picture placeholder shape,
you can obtain a more professional-looking SmartArt graphic, because picture placeholders are designed
to work well with an entire SmartArt graphic. You can also use a picture as the background for your
SmartArt graphic.
Picture placeholders cannot be deleted, but you can apply a fill to make them invisible. If you add a
picture and then later delete it, the picture placeholder returns. Picture placeholders cannot be copied, are
not printed, and are not displayed in a presentation.
Not all SmartArt graphics have picture placeholders. If you choose a layout that does not have a picture
placeholder, you can add a picture fill to the shape or switch to another layout.
Insert a picture into a picture placeholder
1. Click the picture placeholder inside the shape in the SmartArt graphic.

Picture placeholder shape

2. Locate the folder that contains the picture that you want to use, click the picture file, and then
click Insert.
Add a picture fill to a shape
1. Click the shape in the SmartArt graphic that you want to add a picture fill to.
To add the same fill to multiple shapes, select the first shape, and then press and hold CTRL while
you select the other shapes.
2. Under SmartArt Tools, on the Format tab, in the Shape Styles group, click the arrow next to
Shape Fill.

3. Click Picture, locate the folder that contains the picture that you want to use, click the picture file,
and then click Insert.
NOTE When you select multiple shapes and apply a picture fill, each shape will be filled with
the whole picture. The picture will not span the selected shapes.
Add a picture that you copied to a shape
1. Copy the image or picture that you want to use.
2. Click the shape in the SmartArt graphic that you want to paste the picture into.
To add the same picture to multiple shapes, select the first shape, and then press and hold CTRL
while you select the other shapes.
3. On the Home tab, in the Clipboard group, click Paste.
Add a background picture to your SmartArt graphic
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Microsoft word 2007
1. Right-click the border of the SmartArt graphic that you want to add a background picture to, and
then click Format Object on the shortcut menu.
2. Click Fill, and then click Picture or texture fill.
3. Under Insert from, click one of the following:
 To insert a picture from a file, click File, locate the folder that contains the picture that you
want to use, click the picture file, and then click Insert.
 To insert a picture that you copied to the Clipboard, click Clipboard.
 To use clip art as the background image, click ClipArt, search for the file that you want to
use, and then click OK.
4. In the Format Shape dialog box, click Close.
Add or delete WordArt
WordArt is a gallery of text styles that you can add to your 2007 Microsoft Office system documents to
create decorative effects, such as shadowed or mirrored (reflected) text.
Add WordArt
1. On the Insert tab, in the Text group, click WordArt, and then click the WordArt style that you
want.
2. Enter your text.
NOTES
 You can customize the shape surrounding the WordArt as well as the text in the WordArt.
Delete the WordArt
Select the WordArt that you want to remove, and then press DELETE.
Present data in a chart or graph
You can enter your own data in the datasheet, import data from a text file to the datasheet, or paste data
from another program to the datasheet.

A chart in Word that is made up of sample data from an Excel worksheet

Choose a chart or graph type and insert data
Insert a chart by embedding it in your presentation
Do the following when you want to maintain the data that is associated with the chart in Word:
1. In Word, click where you want to insert the chart.
2. On the Insert tab, in the Illustrations group, click Chart.
3. In the Insert Chart dialog box, click a chart, and then click OK.
Office Excel 2007 opens in a split window and displays sample data on a worksheet.

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Lecture note computer science department

4. In Excel, replace the sample data by clicking a cell on the worksheet and then typing the data that
you want.
You can also replace the sample axis labels in Column A and the legend entry name in Row 1.
NOTE After you update the worksheet, the chart in Word will be updated automatically with
the new data.
5. In Excel, click the Microsoft Office Button , and then click Save As.
6. In the Save As dialog box, in the Save in list, select the folder or drive that you want to save the
worksheet to.
7. In the File name box, type a new name for the file.
8. Click Save.
9. In Excel, click the Microsoft Office Button , and then click Close.
Add data labels to a chart
1. On a chart, do one of the following:
 To add a data label to all data points of all data series, click the chart area.
 To add a data label to all data points of a data series, click once to select the data series that
you want to label.
 To add a data label to a single data point in a data series, click the data series that contains
the data point that you want to label, and then click the data point again.
This displays the Chart Tools, adding the Design, Layout, and Format tabs.
2. On the Layout tab, in the Labels group, click Data Labels, and then click the display option that
you want.

NOTE Depending on the chart type that you used, different data label options will be available.
Change the data label entries that are displayed
1. On a chart, do one of the following:
 To display additional label entries for all data points of a series, click a data label once to
select all data labels of the data series.
 To display additional label entries for a single data point, click the the data label in the data
point that you want to change, and then click the data label again.
This displays the Chart Tools, adding the Design, Layout, and Format tabs.
2. On the Format tab, in the Current Selection group, click Format Selection.

TIP You can also right-click the selected label or labels on the chart, and then click Format
Data Label or Format Data Labels on the shortcut menu.
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Microsoft word 2007
3. Click Label Options if it's not selected, and then under Label Contains, select the check box for
the label entries that you want to add.
4. To change the separator between the data label entries, select the separator that you want to use or
type a custom separator in the Separator box.
5. To adjust the label position to better present the additional text, select the option that you want
under Label Position.
TIP If you have entered custom label text but want to display the data label entries that are linked to
worksheet values again, you can click Reset Label Text.
Change the position of data labels
You can change the position of a single data label by dragging it. You can also place data labels in a
standard position relative to their data markers. Depending on the chart type, you can choose from a
variety of positioning options.
1. On a chart, do one of the following:
 To reposition all data labels for an entire data series, click a data label once to select the data
series.
 To reposition a specific data label, click that data label twice to select it.
This displays the Chart Tools, adding the Design, Layout, and Format tabs.
2. On the Layout tab, in the Labels group, click Data Labels, and then click the option that you
want.

TIP For additional data label options, click More Data Label Options, click Label Options if
it's not selected, and then select the options that you want.
Remove data labels from a chart
1. Click the chart from which you want to remove data labels.
This displays the Chart Tools, adding the Design, Layout, and Format tabs.
2. Do one of the following:
 On the Layout tab, in the Labels group, click Data Labels, and then click None.

 Click a data label once to select all data labels in a data series or twice to select just one data
label that you want to delete, and then press DELETE.
 Right-click a data label, and then click Delete on the shortcut menu.
NOTE This removes all data labels from a data series.
3. TIP You can also remove data labels immediately after you add them by clicking Undo on
the Quick Access Toolbar, or by pressing CTRL+Z.
Lesson 5 proofing documents
Spelling and Grammar
Use Spell Check
Word checks your spelling and grammar as you type. Spelling errors display with a red wavy line under
the word. Grammar errors display with a green wavy line under the error. In Word 2007, you can use the
Review tab's Spelling & Grammar button to initiate a spell and grammar check of your document.
Use Spell Check
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Lecture note computer science department

1. Type the following exactly as

shown. Include all errors.
Open thr door for Mayrala. She
is a teacher from the town of
Ridgemont.
2. Select: "Open thr door for
Mayrala. She is a teacher from
the town of Ridgemont."
3. Choose the Review tab.
4. Click the Spelling & Grammar
button. The Spelling and
Grammar dialog box appears.

5. "The" is misspelled, so it is highlighted on the screen and noted in the Not in Dictionary box.
Word suggests correct spellings. These suggestions are found in the Suggestions box.
6. Click "the" in the Suggestions box.
7. Click Change.
Note: If the word is misspelled in several places, click Change All to correct all misspellings.
8. The name "Mayrala" is not in the dictionary, but it is correct. Click Ignore Once to leave
"Mayrala" in the document with its current spelling.
Note: If a word appears in several places in the document, click Ignore All so you are not
prompted to correct the spelling for each occurrence.
9. "Ridgemont" is not found in the dictionary. If you frequently use a word not found in the
dictionary, you might want to add that word to the dictionary by clicking the Add to Dictionary
button. Word will then recognize the word the next time it appears. Click Add to Dictionary.
10. The following should appear on your screen: "Word finished checking the selection. Do you want
to continue checking the remainder of the document?"
11. Click No. If you wanted Word to spell-check the entire document, you would have clicked Yes.
Note: You can also press F7 to initiate a spelling and grammar check. If you don't have anything selected,
Word checks the entire document.
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.

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Microsoft word 2007
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.
 type the word for which you want to have
vocabulary(thesaurus) in search for box in
the left pane.
 click go button or press enter from key
board.
 The thesaurus will be displayed

Search box

Go button

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

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Lecture note computer science department

 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

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Microsoft word 2007

 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.

Lesson 6: Table of contents

The 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.

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Lecture note computer science department
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:
 Using built-in heading styles or
 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

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Microsoft word 2007
 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

Lesson 7 Tables
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Lecture note computer science department
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

Insert a Quick Tables

Use table templates
You can use table templates to insert a table that is based on a gallery of preformatted tables. Table
templates contain sample data to help you visualize what the table will look like when you add your data.
1. Click where you want to insert a table.
2. On the Insert tab, in the Tables group, click Table, point to Quick Tables, and then click the
template that you want.

3. Replace the data in the template with the data that you want.
Use the Table menu
1. Click where you want to insert a table.
2. On the Insert tab, in the Tables group, click Table, and then, under Insert Table, drag to select
the number of rows and columns that you want.
Use the Insert Table command
You can use the Insert Table command to choose the table dimensions and format before you insert the
table into a document.
1. Click where you want to insert a table.
2. On the Insert tab, in the Tables group, click Table, and then click Insert Table.
3. Under Table size, enter the number of columns and rows.
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Microsoft word 2007
4. Under AutoFit behavior, choose options to adjust the table size.
Create a table
You can create a table by drawing the rows and columns that you want or by converting text to a table.
Draw a table
You can draw a complex table — for example, one that contains cells of different heights or a varying
number of columns per row.
1. Click where you want to create the table.
2. On the Insert tab, in the Tables group, click Table, and then click Draw Table.
The pointer changes to a pencil.
3. To define the outer table boundaries, draw a rectangle. Then draw the column lines and row lines
inside the rectangle.

4. To erase a line or block of lines, under Table Tools, on the Design tab, in the Draw Borders
group, click Eraser.
5. Click the line that you want to erase. To erase the entire table, see Delete a table or clear its
contents.
6. When you finish drawing the table, click in a cell and start typing or insert a graphic.
Convert text to a table
1. Insert separator characters — such as commas or tabs — to indicate where you want to divide the
text into columns. Use paragraph marks to indicate where you want to begin a new row.
For example, in a list with two words on a line, insert a comma or a tab after the first word to
create a two-column table.
2. Select the text that you want to convert.
3. On the Insert tab, in the Tables group, click Table, and then click Convert Text to Table.
4. In the Convert Text to Table dialog box, under Separate text at, click the option for the
separator character that is in your text.
5. In the Number of columns box, check the number of columns.
If you don't see the number of columns that you expect, you may be missing a separator character
in one or more lines of text.
6. Select any other options that you want.
Convert a table to text
1. Select the rows or table that you want to convert to paragraphs.
2. Under Table Tools, on the Layout tab, in the Data group, click Convert to Text.
3. Under Separate text at, click the option for the separator character that you want to use in place of
the column boundaries.
Rows are separated with paragraph marks.
Place a table inside another table
Tables that are inside other tables are called nested tables and are often used to design Web pages. If you
think of a Web page as one big table that holds other tables — with text and graphics inside different table
cells — you can lay out the different parts of your page.
You can insert a nested table by clicking in a cell and then using any of the methods to insert a table, or
you can draw a table where you want the nested table.
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Note You can also copy and paste an existing table into another 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)

Repeat a table heading on subsequent pages

When you work with a very long table, it will be divided into several pages. You can make adjustments
to the table so that the table headings appear on each page.
Repeated table headings are visible only in Print Layout view or when you print the document.
1. Select the heading row or rows. The selection must include the first row of the table.
2. Under Table Tools, on the Layout tab, in the Data group, click Repeat Header Rows.
Note Microsoft Office Word automatically repeats table headings on new pages that result from
automatic page breaks. Word does not repeat a heading if you insert a manual page break within a table.
Merge or split cells in a table
Merge cells
You can combine two or more table cells located in the same row or column into a single cell. For
example, you can merge several cells horizontally to create a table heading that spans several columns.
1. Select the cells that you want to merge by clicking the left edge of a cell and then dragging across
the other cells that you want.
2. Under Table Tools, on the Layout tab, in the Merge group, click Merge Cells.
Split cells
1. Click in a cell, or select multiple cells that you want to split.
2. Under Table Tools, on the Layout tab, in the Merge group
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Add a cell, row, or column to a table
Add a cell
1. Click in a cell that is to the right of or above where you want to insert a cell.
2. Under Table Tools, on the Layout tab, click the Rows & Columns Dialog Box Launcher.
3. Click one of the following options.
Click To
Shift cells right Insert a cell and move all other cells in that row to the right.
Note Word does not insert a new column. This may result in a row that has more
cells than the other rows.
Shift cells down Insert a cell and move the existing cells down one row. A new row is added at the
bottom of the table.
Insert entire row Insert a row above the cell that you clicked in.
Insert entire Insert a column to the left of the cell that you clicked in.
column
Add a row above or below
1. Click in a cell above or below where you want to add a row.
2. Under Table Tools, on the Layout tab, do one of the following:
 To add a row above the cell, click Insert Above in the Rows and Columns group.
 To add a row below the cell, click Insert Below in the Rows and Columns group.
Add a column to the left or right
1. Click in a cell to the left or right of where you want to add a column.
2. Under Table Tools, on the Layout tab, do one of the following:
 To add a column to the left of the cell, click Insert Left in the Rows and Columns group.
 To add a column to the right of the cell, click Insert Right in the Rows and Columns
group.
Delete a cell, row, or column from a table
Delete a cell
1. Select the cell that you want to delete by clicking its left edge.

2. Under Table Tools, click the Layout tab.

3. In the Rows & Columns group, click Delete, and then click Delete Cells.
4. Click one of the following options:
Click To do this
Shift cells left Delete a cell and shift all other cells in that row to the left.
Note Word does not insert a new column. Using this option may result in a row
that has fewer cells than the other rows.
Shift cells up Delete a cell and move the remaining existing cells in that column up one row each. A
new, blank cell is added at the bottom of the column.
Delete entire Delete the entire row that contains the cell that you clicked in.
row
Delete entire Delete the entire column that contains the cell that you clicked in.
column
Delete a row
1. Select the row that you want to delete by clicking its left edge.

2. Under Table Tools, click the Layout tab.

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3. In the Rows & Columns group, click Delete, and then click Delete Rows.
Delete a column
1. Select the column that you want to delete by clicking its top gridline or top border.

2. Under Table Tools, click the Layout tab.

3. In the Rows & Columns group, click Delete, and then click Delete Columns.

Lesson 8: Mail merge

You use mail merge when you want to create a set of documents, such as a form letter that is sent to many
customers or a sheet of address labels. Each letter or label has the same kind of information, yet the
content is unique. The mail merge process entails the following overall steps:
Set up the main document: The main document contains the text and graphics that are the same for each
version of the merged document. For example, the return address or salutation in a form letter.
Connect the document to a data source: A data source is a file that contains the information to be
merged into a document. For example, the names and addresses of the recipients of a letter.
Refine the list of recipients or items. Microsoft Office Word generates a copy of the main document for
each item, or record, in your data file. If your data file is a mailing list, these items are probably recipients
of your mailing. If you want to generate copies for only certain items in your data file, you can choose
which items (records) to include.
Add placeholders, called mail merge fields, to the document: When you perform the mail merge, the
mail merge fields are filled with information from your data file.
Preview and complete the merge. You can preview each copy of the document before you print the whole
set.
You use commands on the Mailings tab to perform a mail merge.
Note: You can also perform a mail merge by using the Mail Merge task pane, which leads you step by
step through the process. To use the task pane, in the Start Mail Merge group on the Mailings tab, click
Start Mail Merge, and then click Step by Step Mail Merge Wizard.

Set up the main document

1. Start Word.
2. On the Mailings tab, in the Start Mail Merge group, click Start Mail Merge.

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3. Click the type of document that you want to create.
For example, you can create:
A set of envelopes
A set of address labels
A set of form letters or e-mail messages
A catalog or directory
Connect the document to a data source
To merge information into your main document, you must connect the document to a data source, or a
data file. If you don't already have a data file, you can create one during the mail merge process.
1. Being on main document
2. Choose a data file
On the Mailings tab, in the Start Mail Merge group, click Select Recipients.

Refine the list of recipients or items

When you connect to a certain data file, you might not want to merge information from all the records in
that data file into your main document. To narrow the list of recipients or use a subset of the items in your
data file, do the following:
On the Mailings tab, in the Start Mail Merge group, click Edit Recipient List.

In the Mail Merge Recipients dialog box, do any of the following:

Select individual records Select the check boxes next to the recipients you want to include, and clear the
check boxes next to the recipients you want to exclude.
Sort records
Filter records
Add placeholders, called mail merge fields, to the document
After you connect your main document to a data file, you are ready to type the text of the document and
add placeholders that indicate where the unique information will appear in each copy of the document.
Fields in Word correspond to the column headings in the data file that you select.

Columns in a data file represent categories of information. Fields that you add to the main document are
placeholders for these categories.
Rows in a data file represent records of information. Word generates a copy of the main document for
each record when you perform a mail merge.

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By putting a field in your main document, you indicate that you want a certain category of information,
such as name or address, to appear in that location.

Note When you insert a mail merge field into the main document, the field name is always surrounded
by chevrons (« »). These chevrons do not show up in the merged documents. They just help you
distinguish the fields in the main document from the regular text.
What happens when you merge
When you merge, information from the first row in the data file replaces the fields in your main document
to create the first merged document. Information from the second row in the data file replaces the fields to
create the second merged document, and so on.

Type content and add fields

1. In the main document, click where you want to insert the field.
2. Use the Write & Insert Fields group on the Mailings tab.

Preview and complete the merge

After you add fields to your main document, you are ready to preview the merge results. When you are
satisfied with the preview, you can complete the merge.
Preview the merge
To preview, do any of the following in the Preview Results group of the Mailings tab:

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Click Preview Results.

Page through each merged document by using the Next Record and Previous Record buttons in the
Preview Results group.
Preview a specific document by clicking Find Recipient.
Note Click Edit Recipient List in the Start Mail Merge group on the Mailings tab to open the Mail
Merge Recipients dialog box, where you can filter the list or clear recipients if you see records that you
don't want to include.

Complete the merge

You can print the merged documents or modify them individually. You can print or change all or just a
subset of the documents.
Print the merged documents
On the Mailings tab, in the Finish group, click Finish & Merge, and then click Print Documents.

Choose whether to print the whole set of documents, only the copy that's currently visible, or a subset of
the set, which you specify by record number.
Change individual copies of the document
On the Mailings tab, in the Finish group, click Finish & Merge, and then click Edit Individual Documents.

Choose whether you want to edit the whole set of documents, only the copy that's currently visible, or a
subset of the set, which you specify by record number. Word saves the copies that you want to edit to a
single file, with a page break between each copy of the document.

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