Northern Technical College 2018

WORD PROCESSING

LESSON 1: GETTING FAMILIAR WITH MICROSOFT WORD 2007 FOR WINDOWS

Microsoft Word is a word processing software package. You can use it to type letters, reports,
and other documents. This tutorial teaches Microsoft Word 2007 basics.

This lesson will introduce you to the Word window. You use this window to interact with Word.
To begin this lesson, open Microsoft Word 2007. The Microsoft Word window appears and your
screen looks similar to the one shown here.

Note: Your screen will probably not look exactly like the screen shown. In Word 2007, how a
window displays depends on the size of your window, the size of your monitor, and the
resolution to which your monitor is set. Resolution determines how much information your
computer monitor can display. If you use a low resolution, less information fits on your screen,
but the size of your text and images are larger. If you use a high resolution, more information fits
on your screen, but the size of the text and images are smaller. Also, Word 2007, Windows
Vista, and Windows XP have settings that allow you to change the color and style of your
windows.

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The Microsoft Office Button

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

The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar
provides you with access to commands you frequently use. By default Save, Undo, and Redo
appear on the Quick Access toolbar. You can use Save to save your file, Undo to rollback an
action you have taken, and Redo to reapply an action you have rolled back.

The Title Bar

Next to the Quick Access toolbar is the Title bar. The Title bar displays the title of the document
on which you are currently working. Word names the first new document you open Document1.
As you open additional new documents, Word names them sequentially. When you save your
document, you assign the document a new name.

The Ribbon

You use commands to tell Microsoft Word what to do. In Microsoft Word 2007, you use the
Ribbon to issue commands. The Ribbon is located near the top of the screen, below the Quick
Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related
command groups. Within each group are related command buttons. You click buttons to issue
commands or to access menus and dialog boxes. You may also find a dialog box launcher in
the bottom-right corner of a group. Clicking the dialog box launcher gives you access to
additional commands via a dialog box.

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The Ruler

The ruler is found below the Ribbon.

You can use the ruler to change the format of your document quickly. If your ruler is not visible,
follow the steps listed here:

1. Click the View tab to choose it.

2. Click the check box next to Ruler in the Show/Hide group. The ruler appears below the
Ribbon.

The Text Area

Just below the ruler is a large area called the text area. You type your document in the text
area. The blinking vertical line in the upper-left corner of the text area is the cursor. It marks the
insertion point. As you type, your text displays at the cursor location. The horizontal line next to
the cursor marks the end of the document.

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The Vertical and Horizontal and Vertical Scroll Bars

The vertical and horizontal scroll bars enable you to move up, down, and across your window
simply by dragging the icon located on the scroll bar. The vertical scroll bar is located along the
right side of the screen. The horizontal scroll bar is located just above the status bar. To move
up and down your document, click and drag the vertical scroll bar up and down. To move back
and forth across your document, click and drag the horizontal scroll bar back and forth. You
won't see a horizontal scroll bar if the width of your document fits on your screen.

The Status Bar

The Status bar appears at the very bottom of your window and provides such information as the
current page and the number of words in your document. You can change what displays on the
Status bar by right-clicking on the Status bar and selecting the options you want from the
Customize Status Bar menu. You click a menu item to select it. You click it again to deselect it.
A check mark next to an item means it is selected.

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�Understanding Document Views

In Word 2007, you can display your document in one of five views: Draft, Web Layout, Print
Layout, Full Screen Reading, or Online Layout.

Draft View
Draft view is the most frequently used view. You use Draft view to quickly edit your
document.
Web Layout
Web Layout view enables you to see your document as it would appear in a browser
such as Internet Explorer.
Print Layout
The Print Layout view shows the document as it will look when it is printed.
Reading Layout
Reading Layout view formats your screen to make reading your document more
comfortable.
Outline View
Outline view displays the document in outline form. You can display headings without
the text. If you move a heading, the accompanying text moves with it.

Before moving ahead, make sure you are in Draft view:

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1. Click the View tab.

2. Click Draft in the Document Views group. When the Draft option is selected it appears in
a contrasting color.

Click

During the lessons that follow, you will be asked to "click" items and to choose tabs. When
asked to click:

1. Point to the item.

2. Press your left mouse button once.

If you are asked to double-click an item:

1. Point to the item.

2. Quickly press your left mouse button twice.

If you are asked to right-click:

1. Point to the item.

2. Press your right mouse button.

If you are asked to choose a tab, click the tab.

Understanding Nonprinting Characters

Certain characters, called nonprinting characters, do not print and will not appear in your printed
document but do affect your document layout. You can elect to see these characters on the
screen as you type or you can elect to have them remain invisible. For these lessons, opt to see
them onscreen. This table describes most of them:

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Character Denotes
A tab

. A space
¶ The end of a paragraph
Hidden text

To view nonprinting characters:

1. Choose the Home tab.

2. Click the Show/Hide button in the Paragraph group . The Show/Hide button appears
in a contrasting color, when it is selected.

Create Sample Data and Select Text

If you type =rand() in your Word document and then press Enter, Word creates three
paragraphs. You can use these paragraphs to practice what you learn. Throughout these
lessons, you will be asked to select text. The following exercise teaches you how to create data
and how to select data. You can select by using the arrow keys or by clicking and dragging.
When using the arrow keys, use the up arrow to move up, the down arrow to move down, the
left arrow to move left, and the right arrow to move right. When using the mouse, press the left
mouse button and then drag in the direction you want to move.

EXERCISE 1

Create Sample Data

1. Type =rand().
2. Press Enter. Three paragraphs appear in your document.

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Select with the Shift and Arrow Keys

1. Place your cursor before the word "On" in the first paragraph.
2. Press and hold down the Shift key, which serves as an "anchor" showing where text you
wish to select begins or ends.
3. Press the right arrow key until the first line of text is highlighted.
4. Press the down arrow key until the first paragraph is highlighted.
5. Click anywhere outside the highlighted area to remove the highlighting.

Select with the Mouse

1. Place your cursor before the word "You" in the second paragraph.
2. Press and hold down the left mouse button.
3. Drag the mouse until you have highlighted the second paragraph.
4. Click anywhere outside the highlighted area to remove the highlighting.

Place the Cursor

During the lessons, you will often be asked to place the cursor at a specific location (the
insertion point) on the screen. You place the cursor by moving the cursor to the specified
location and pressing the left mouse button or by using the arrow keys to move to the specified
location.

EXERCISE 2

The Arrow Keys

1. Use the down arrow key to move down your document.

2. Use the right arrow key to move to the right.
3. Use the up arrow key to move up.
4. Use the left arrow key to move to the left.

Cursor

1. Move around you document by using you mouse and clicking in a variety of location.
2. Click in a location and type. Note what happens.

Execute Commands with Keyboard Shortcuts

There are many methods you can use to accomplish tasks when using Word. Generally, you
choose an option by clicking the option on the Ribbon. However, you can also use shortcut
keys. A key name followed by a plus and a letter means to hold down the key while pressing the
letter. For example, Ctrl+b means you should hold down the Ctrl key while pressing "b." A
shorthand notation of the above would read as follows:

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Press Ctrl+b

Typists who are slowed down by using a mouse usually prefer using keys.

Start a New Paragraph

When you type in Microsoft Word, you do not need to press a key to move to a new line. To
start a new paragraph, press the Enter key.

Exit Word

You have completed Lesson One. Typically, you save your work before exiting.

EXERCISE 3

Close and Save—Windows Vista

1. Click the Microsoft Office button. A menu appears.

2. Click Exit Word, which you can find in the bottom-right corner.

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3. You are prompted: "Do you want to save changes to Document1?" To save your
changes, click Yes. Otherwise, click No. If you click Yes, the Save As dialog box
appears.

4. Move to the correct folder.

5. Name your file by typing Lesson One.doc in the File Name field.
6. Click Save. Word saves your file.

Close and Save—Windows XP

1. Click the Microsoft Office button. A menu appears.

2. Click Exit Word, which is in the bottom-right corner.
3. You will be prompted: "Do you want to save changes to Document1?" To save your
changes, click Yes. Otherwise, click No. If you click Yes, the Save As dialog box
appears.
4. Specify the correct folder in the Save In box.
5. Name your file by typing Lesson One.doc in the File Name field.
6. Click Save. Word saves your file.

Microsoft Word

In the first lesson of this Microsoft Word tutorial, we familiarized you with the Word
window. In this lesson, you will learn how create a Microsoft Word document.

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LESSON 2: MICROSOFT WORD 2007 BASIC FEATURES

Lesson 1 familiarized you with the the Microsoft Word window. You are now ready to learn how
to create a Word document. This lesson covers typing, using the Backspace key, using the
Delete key, inserting text, bolding, underlining, and italicizing. To begin, open Microsoft Word.

Type, Backspace, and Delete

In Microsoft Word, you create documents by typing them. For example, if you want to create a
report, you open Microsoft Word and then begin typing. You do not have to do anything when
your text reaches the end of a line and you want to move to a new line—Microsoft Word
automatically moves your text to a new line. If you want to start a new paragraph, press Enter.
Microsoft word creates a blank line to indicate the start of a new paragraph. To capitalize, hold
down the Shift key while typing the letter you want to capitalize. If you make a mistake, you can
delete what you typed and then type your correction.

You can use the Backspace key to delete. Each time you press the Backspace key, Microsoft
Word deletes the character that precedes the insertion point. The insertion point is the point at
which your mouse pointer is located. You can also delete text by using the Delete key. First, you
select the text you want to delete; then you press the Delete key.

EXERCISE 1

Type and Backspace

1. Type the following sentence:

Joe has a very large house.
2. Delete the word "house." Using either the arrow keys or the mouse, place the cursor
between the period and the "e" in "house."
3. Press the Backspace key until the word "house" is deleted.
4. Type boat. The sentence should now read:
"Joe has a very large boat."

Delete

Delete the word "very" from the sentence you just typed.

1. Select the word "very." You can place the cursor before the "v" in the word "very," press
and hold down the Shift key, and then press the right arrow key until the word "very" is
highlighted.
2. Press the Delete key. The sentence should now read:
"Joe has a large boat."

Insert and Overtype

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While creating your document, you may find you need to insert text—place new text between
existing text. Suppose, you type the sentence, "Joe has a large boat." After typing it, you decide
you want to change the sentence to "Joe has a large blue boat." With Microsoft Word, inserting
a word, phrase, or even several paragraphs is easy.

Alternatively, you may want to overtype text—replace old text with new text. For example,
suppose you type the sentence, "Joe has a large blue boat." After typing it, you decide you want
to change the sentence to "Joe has a large gray boat." With Microsoft Word, overtyping the
word blue with the word gray is also easy. Before you attempt to insert or overtype, you should
check the mode you are in—Insert or Overtype. You right-click the Status bar and then use the
Customize Status Bar menu to place the Insert/Overtype button on the Status bar. You can then
use the Insert/Overtype button to switch between Insert and Overtype mode. When you are in
Insert mode, you can insert text. When you are in Overtype mode, you can overtype text. By
default, Microsoft Word is in the Insert mode.

EXERCISE 2

Placing the Insert/Overtype button on the Status bar

1. Right-click the Status bar. The Customize Status Bar menu appears.
2. Click Overtype. The Insert/Overtype button appears on the Status bar.
3. If the word Insert appears on the Status bar, you are in Insert mode.
4. If the word Overtype appears on the Status bar, click the word Overtype and it will
change to Insert, thereby changing Word to Insert mode.

Insert

Make sure you are in Insert mode before proceeding. You are going to insert the word "blue"
between the words "large" and "boat."

1. Place the cursor after the space between the words "large" and "boat."
2. Type the word blue.
3. Press the spacebar to add a space.
4. The sentence should now read:
"Joe has a large blue boat."

Overtype

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You can type over the current text (replace the current text with new text) in the Overtype mode.
Do the following to change to the Overtype mode.

 Click "Insert" on the Status bar. The word Insert changes to Overtype.

Change the word "blue" to "gray."

1. Place the cursor before the letter "b" in "blue."

2. Type the word gray.
3. The sentence should now read:
"Joe has a large gray boat."

Note: You can overtype text without changing to Overtype mode by selecting the text you want
to overtype and then typing.

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. You can bold, underline, and italicize when using Word. You also can combine
these features—in other words, you can bold, underline, and italicize a single piece of text.

When you need to perform a task in Microsoft Word, you can usually choose from several
methods. The exercises that follow show you how to bold, underline, or italicize using four
different methods: using the launcher, the Ribbon, the Mini-toolbar/context menu, and the
keyboard.

EXERCISE 3

Type the following exactly as shown. Remember, pressing the Enter key starts a new
paragraph. Press the Enter key at the end of each of the following lines to start a new
paragraph.

Launcher: Bold Italicize Underline these words. All three Regular

Ribbon: Bold Italicize Underline these words. All three Regular

Mini Toolbar: Bold Italicize Regular

Keys: Bold Italicize Underline these words. All three Regular

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Your screen should look similar to the one shown here.

Bold with the Dialog Box Launcher

1. On the line that begins with Launcher, select the word "Bold." You can place the cursor
before the letter "B" in "Bold." Press the Shift key; then press the right arrow key until the
entire word is highlighted.
2. Choose the Home tab.
3. Click the dialog box launcher in the Font group. The Font dialog box appears.

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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. You have bolded the word
bold.

Alternate Method—Bold with the Ribbon

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1. On the line that begins with "Ribbon," select the word "Bold." You can place the cursor
before the letter "B" in "Bold." Press the Shift key; then press the right arrow key until the
entire word is highlighted.
2. Choose the Home tab.
3. Click the Bold button in the Font group. You have bolded the word bold.
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

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1. On the line that begins with "Mini Toolbar," select the word "Bold." You can place the
cursor before the letter "B" in "Bold."Press the Shift key; then press the right arrow key
until the entire word is highlighted.
2. Right-click. The Mini toolbar appears.
3. Click the Bold button . You have bolded the word bold.

Alternate Method—Bold with Keys

1. On the line that begins with "Keys," select the word "Bold." You can place the cursor
before the letter "B" in "Bold." Press the Shift key; then press the right arrow key until the
entire word is highlighted.
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.

Italicize with the Dialog Box Launcher

1. On the line that begins with Launcher, select the word "Italicize." You can place the
cursor before the letter "I" in "Italicize." Press the Shift key; then press the right arrow
key until the entire word is highlighted.
2. Choose the Home tab.
3. Click the dialog box launcher in the Font group. The Font dialog box appears.

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4. Click Italic in the Font Style box.

Note: You can see the effect of your selection in the Preview window. To remove the
italics, click Regular in the Font Style box.
5. Click OK to close the Font dialog box.
6. Click anywhere in the text area to remove the highlighting. You have italicized the word
Italicize.

Alternate Method—Italicize with the Ribbon

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1. On the line that begins with "Ribbon," select the word "Italicize." You can place the
cursor before the letter "I" in "Italicize." Press the Shift key; then press the right arrow
key until the entire word is highlighted.
2. Choose the Home tab.
3. Click the Italic button on the Ribbon. You have italicized the word Italicize.
Note: To remove the italics, select the text and click the Italicize button again.
4. Click anywhere in the text area to remove the highlighting.

Alternate Method—Italicize with the Mini Toolbar

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1. On the line that begins with "Mini Toolbar," select the word "Italicize." You can place the
cursor before the letter "I" in "Italicize." Press the Shift key; then press the right arrow
key until the entire word is highlighted.
2. Right-click. The Mini toolbar appears.
3. Click the Italic button . You have italicized the word Italicize.

Alternate Method—Italicize with Keys

1. On the line that begins with "Keys," select the word "Italicize." You can place the cursor
before the letter "I" in "Italicize." Press the Shift key; then press the right arrow key until
the entire word is highlighted.
2. Press Ctrl+i (hold down the Ctrl key while pressing i).
Note: To remove italics, press Ctrl+i again. You can also remove formatting by pressing
Ctrl+spacebar.
3. Click anywhere in the text area to remove the highlighting.You have italicized the word
Italicize.

Underline with the Dialog Box Launcher

You can underline when using Word. Word provides you with many types of underlines from
which to choose.The following are some of the underlines that are available if you use the dialog
box launcher:

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The following illustrates underlining with the dialog box launcher:

1. On the line that begins with "Launcher," select the words "Underline these words."
2. Choose the Home tab.
3. Click the dialog box launcher in the Font group. The Font dialog box appears.

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4. In the Underline Style box, click the down arrow to open the pull-down menu.
5. Click the type of underline you wish to use.
Note: To remove an underline, you select None from the pull-down menu.
6. Click OK to close the dialog box. The underline you selected appears under the words.
7. Click anywhere in the text area to remove the highlighting.

Alternate Method—Underline with the Ribbon

1. On the line that begins with "Ribbon," select the words "Underline these words."
2. Choose the Home tab.
3. Click the Underline button in the Font group . Alternatively, you can press the down
arrow next to the underline button and click to choose the type of underline you
want.
Note: To remove the underlining, click the Underline button again.
4. Click anywhere in the text area to remove the highlighting.

Alternate Method—Underline with Keys

1. On the line that begins with "Keys," select the words "Underline these words."
2. Press Ctrl+u (hold down the Ctrl key while pressing u).
Note: To remove the underlining, press Ctrl+u again.
3. Click anywhere in the text area to remove the highlighting.

All Three with the Dialog Box Launcher

1. On the line that begins with "Launcher," select the words "All three."
2. Choose the Home tab.
3. Click the dialog box launcher in the Font group. The Font dialog box appears.

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4. In the Font Style box, click Bold Italic.

Note: You can see the effect of your selection in the preview window. To turn off the
Bold Italic, click Regular.
5. In the Underline box, click to open the pull-down menu. Click the type of underline you
want to use.
Note: To remove an underline, select None from the pull-down menu.
6. Click OK to close the dialog box.
7. Click anywhere in the text area to remove the highlighting.

Alternate Method—All Three with the Ribbon

1. On the line that begins with "Ribbon," select the words "All three."
2. Choose the Home tab.
3. Click the Bold button in the Font group.
4. Click the Italic button in the Font group.
5. Click the Underline button in the Font group.
6. Click anywhere in the text area to remove the highlighting.

Alternate Method—All Three with Keys

1. On the line that begins with "Keys," select the words "All three."
2. Press Ctrl+b (bold).
3. Press Ctrl+i (italicize).
4. Press Ctrl+u (underline).
Note: You can remove formatting by highlighting the text and pressing Ctrl+spacebar.
5. Click anywhere in the text area to remove the highlighting.

Save a File and Close Word

You must save your documents if you wish to recall them later. You can use the Save option on
the Microsoft Office menu, to save a document. You can also save a document by typing Ctrl+s.
The first time you save a document, the Save As dialog box appears. Use the Save As dialog
box to locate the folder in which you want to save your document and to give your document a
name. After you have saved your document at least once, you can save any changes you make
to your document simply by clicking the Save after you click the Microsoft Office button.

The following exercise shows you how to save the file you just created and close Word. You will
name your file Lesson Two.

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EXERCISE 4

Save a File—Windows Vista:

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.

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3. Use the Address bar to locate the folder in which you want to save your file.
4. Name your file by typing Lesson Two.docx 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.

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.

Every time you save your document, you overwrite the previous version of your document. For
example, you create a document and save it. Later you delete several passages from the
document and then save your changes. The passages from the first draft of the document no
longer exist. If you want to save both the original draft of your document and the revised
document, you must save the second draft of the document using a different name. To save the
document using a different name, click the Microsoft Office button. A menu appears. Click Save
As. The Save As dialog box appears. Use the File Name box to give your document a new
name.

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LESSON 3: MORE BASIC FEATURES

The features in Word 2007 can make your work easier, make your documents more attractive,
and/or enable you to work more efficiently. This Microsoft Word lesson teaches you how to open
a file, cut, copy, paste, use AutoText, use spell check, use Find and Replace, and change fonts.
All of these features either make your work easier or make your document more attractive.

Open a File

When you do not have time to complete your work or when you finish your work, you can save
and close your file. After saving a file, you can later open it to revise or finish it. You learned
how to save a file in Lesson 2. In the exercise that follows, you learn how to open the file you
saved.

EXERCISE 1

Open a File with Windows XP

If you are using Windows XP:

1. Open Word 2007.

2. Click the Microsoft Office button. A menu appears.
3. Click Open. The Open dialog box appears.
4. Use the Look In field to move to the folder in which you saved the file. The file is named
Lesson Two.docx.
5. Click Lesson Two.docx.
6. Click Open. The file you created during the previous lesson appears.

Alternate Method—Opening a File with Keys

1. Open Word 2007.

2. Press Ctrl+o.
3. Locate the folder in which you saved your file. The file is named Lesson Two.docx
4. Click Lesson Two.docx.
5. Click Open. The file you created during the previous lesson appears.

Cut and Paste

You can use Word's Cut feature to remove information from a document. The 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

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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.

EXERCISE 2

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

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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."

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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.

EXERCISE 3

Copy with the Ribbon

1. Type the following:

You will want to copy me. One of me is all you need.
2. Select "You will want to copy me."
3. Choose the Home tab.
4. Click the Copy button in the Clipboard group. Word copies the data you selected to
the Clipboard.

Paste with the Ribbon

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1. Place the cursor after the period in the sentence: "One of me is all you need."
2. Press the spacebar to leave a space.
3. Choose the Home tab.
4. Click the Paste button in the Clipboard group. Word places the data you copied at the
insertion point. Your text should now read: "You will want to copy me. One of me is all
you need. You will want to copy me."

Alternate Method—Copy with a Context Menu

1. Type the following:

You will want to copy me. One of me is all you need.
2. Select "You will want to copy me."
3. Right-click. A Mini toolbar and a context menu appear.
4. Click Copy. Word places the data you copied at the insertion point. Your text should now
read: "You will want to copy me. One of me is all you need. You will want to copy me."

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Alternate Method—Paste with a Context Menu

1. Place the cursor after the period in the sentence: "One of me is all you need."
2. Press the spacebar to leave a space.
3. Right-click. A context menu appears.
4. Click Paste. Word pastes the information on the Clipboard into the document.

Alternate Method—Copy with Keys

1. Type the following:

You will want to copy me. One of me is all you need.
2. Select "You will want to copy me. "
3. Press Ctrl+c. Word copies the information you selected to the Clipboard.

Alternate Method—Paste with Keys

1. Place the cursor after the period in the sentence "One of me is all you need."
2. Press the spacebar to leave a space.
3. Press Ctrl+v.
4. Your text should now read:
"You will want to copy me. One of me is all you need. You will want to copy me."

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 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.

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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
Pressed Twice twice.
Collect Without Showing Office Copies to the Clipboard without displaying the
Clipboard Clipboard pane.
Show Office Clipboard Icon on Displays the Clipboard icon on your system
Taskbar taskbar.
Show Status Near Taskbar When Displays the number of items copied on the
Copying taskbar when copying.

EXERCISE 4

Use the Clipboard

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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.

EXERCISE 5

Create AutoText

1. Type the following:

AutoText information is stored permanently.
2. Select "AutoText information is stored permanently."
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.

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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.

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.

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EXERCISE 6

Use Spell Check

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.

6. "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.
7. Click "the" in the Suggestions box.
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8. Click Change.
Note: If the word is misspelled in several places, click Change All to correct all
misspellings.
9. 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.
10. "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.
11. The following should appear on your screen: "Word finished checking the selection. Do
you want to continue checking the remainder of the document?"
12. 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.

Find and Replace

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.

EXERCISE 7

Use Find with the Ribbon

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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.

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Use Replace with the Ribbon

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."

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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.

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. The following exercise illustrates changing the font size.

EXERCISE 8

Change the Font Size

1. Type the following:

I can be any size you want me to be.
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.
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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). This
feature is illustrated in the following exercise:

EXERCISE 9

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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.

Alternate Method—Change the Font with the Mini Toolbar

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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.

Save Your File

This is the end of Lesson 3. You can save your file and close Word. See Lesson 2 to learn how
to save and close.

LESSON 4: FORMATTING PARAGRAPHS AND WORKING WITH STYLES

When you type information into Microsoft Word, each time you press the Enter key Word
creates a new paragraph. You can format paragraphs. For example, you can indent the first line
of a paragraph, you can set the amount of space that separates paragraphs, and you can align
a paragraph left, right, center, or flush with both margins. Styles are a set of formats you can
quickly apply to a paragraph. For example, by applying a style, you can set the font, set the font
size, and align a paragraph all at once. In this lesson, you will learn about the various formats
you can apply to a paragraph and about styles.

When you are formatting a paragraph, you do not need to select the entire paragraph. Placing
the cursor anywhere in the paragraph enables you to format it. After you format a paragraph,
pressing the Enter key creates a new paragraph in the same format.

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Open a Blank Document

To begin a new Word project, you start by opening a new document. To begin this lesson, open
a blank document in Microsoft Word.

EXERCISE 1

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.

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4. Click Blank Document.

5. Click Create. A new blank document opens.

Add Sample Text

This lesson uses sample text provided by Microsoft for training and demonstration purposes.
You can type the text; however, there is a quicker way. You can use the rand function.

Functions are used to obtain information. You tell the function what you want and the function
returns that information to you. By default, in Word, when you type the rand function, Word
returns three paragraphs. When working with functions, you use arguments to be specific about
what you want the function to return. There are two arguments you can use with the rand
function. The first one tells Word how many paragraphs you want, and the second one tells
Word how many sentences you want in a paragraph. You place arguments between the
parentheses and you separate them with a comma. For example, if you type =rand() and then
press Enter, word returns three paragraphs. To tell Word you want two paragraphs with three
sentences in each paragraph, you type =rand(2,3).

EXERCISE 2
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Add Sample Text

1. Type =rand().
2. Press the Enter key. The following text appears:

On the Insert tab, the galleries include items that are designed to coordinate
with the overall look of your document. You can use these galleries to insert
tables, headers, footers, lists, cover pages, and other document building
blocks. When you create pictures, charts, or diagrams, they also coordinate
with your current document look. ¶

You can easily change the formatting of selected text in the document text by
choosing a look for the selected text from the Quick Styles gallery on the Home
tab. You can also format text directly by using the other controls on the Home
tab. Most controls offer a choice of using the look from the current theme or
using a format that you specify directly. ¶

To change the overall look of your document, choose new Theme elements on
the Page Layout tab. To change the looks available in the Quick Style gallery,
use the Change Current Quick Style Set command. Both the Themes gallery and
the Quick Styles gallery provide reset commands so that you can always
restore the look of your document to the original contained in your current
template. ¶

Add Space Before or After Paragraphs

When creating a document, space is often used to clearly identify where each paragraph begins
and ends. By default, Word may place slightly more space between paragraphs than it does
between lines in a paragraph. You can increase or decrease the amount of space that appears
before and after paragraphs by entering amounts in the Before and After fields in the Paragraph
section of the Page Layout tab. Use the up arrows next to the Before and After fields to increase
the amount of space before or after each paragraph; use the down arrows to decrease the
amount of space before or after each paragraph. The following illustrates:

EXERCISE 3

Add Space Before or After Paragraphs

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1. Place your cursor anywhere in the second paragraph of the sample text you created in
Exercise 2.
2. Choose the Page Layout tab. The default spacing appears in the Spacing Before field.
3. Click the up arrow next to the Spacing Before field to increase the space before the
paragraph.
4. Click the up arrow next to the Spacing After field to increase the amount of space after
the paragraph.

Note: You can click the down arrows next to the Spacing Before and the Spacing After fields to
decrease the amount of space before or after a paragraph. You can also type the amount of
space you want to use directly into the fields. Space is measured in points. There are 72 points
to an inch.

Change Line Spacing

Line spacing sets the amount of space between lines within a paragraph. The spacing for each
line is set to accommodate the largest font on that line. If the lines include smaller fonts, there
will appear to be extra space between lines where the smaller fonts are located. At 1.5, the line
spacing is set to one-and-a-half times the single-space amount. At 2.0, the line spacing is set to
two times the single-space amount (double space).

EXERCISE 4

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Change Line Spacing

1. Place your cursor anywhere in the first paragraph of the sample text you created in
Exercise 2.
2. Choose the Home tab.
3. Click the Line Spacing button in the Paragraph group. A menu of options appears.
4. Click 2.0 to double-space the first paragraph.

Create a First-Line Indent

Some people and organizations delineate the start of a new paragraph by indenting the first line.
If you want to indent the first line of your paragraphs, you can use the Paragraph dialog box to
set the amount by which you want to indent. In the Special Field of the Paragraph dialog box,
you tell Word you want to indent the first line by choosing First Line from the menu options. In
the By field, you tell Word the amount, in inches by which you want to indent.

EXAMPLE: First-line Indent

On the Insert tab, the galleries include items that are designed to coordinate
with the overall look of your document. You can use these galleries to insert tables,
headers, footers, lists, cover pages, and other document building blocks. When you
create pictures, charts, or diagrams, they also coordinate with your current document
look.

EXERCISE 5

Create a First-line Indent

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1. Place your cursor anywhere within the first paragraph of the sample text you created in
Exercise 2.
2. Choose the Home tab.
3. In the Paragraphs group, click the launcher. The Paragraph dialog box appears.

4. Choose the Indents and Spacing tab.

5. Click to open the drop-down menu on the Special field.
6. Click First Line.

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7. Enter 0.5" in the By field.

8. Click OK. The first line of your paragraph is now indented half an inch.

Special Note: To remove the first line indent:

1. Place the cursor anywhere in the paragraph.

2. Choose the Home tab.
3. In the Paragraphs group, click the launcher. The Paragraph dialog box opens.
4. Choose the Indents and Spacing tab.
5. Click the down arrow next to the Special field and then click None.
6. Click OK.

Indent Paragraphs

Indentation allows you to indent your paragraph from the left and/or right margin. You may find
this necessary when you are quoting a large block of text. The following exercise shows you
how to indent a paragraph 1 inch from each side.

EXAMPLE: Indentation

On the Insert tab, the galleries include items that are designed to coordinate with the
overall look of your document. You can use these galleries to insert tables, headers,
footers, lists, cover pages, and other document building blocks. When you create
pictures, charts, or diagrams, they also coordinate with your current document look.

You can easily change the formatting of selected text in

the document text by choosing a look for the selected text
from the Quick Styles gallery on the Home tab. You can
also format text directly by using the other controls on the
Home tab. Most controls offer a choice of using the look
from the current theme or using a format that you specify
directly.

EXERCISE 6

Indent Paragraphs
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1. Place your cursor anywhere in the second paragraph of the sample text you created in
Exercise 2.
2. Choose the Page Layout tab.
3. Type 1" in the Indent Left field or use the up or down arrows to set the field value to 1".
4. Type 1" in the Indent Right field or use the up or down arrows to set the field value to 1".
Your paragraph is now indented one inch from both the left and right margins, as in the
example.

Align Paragraphs

Microsoft Word gives you a choice of several types of alignments. Left-aligned text is flush with
the left margin of your document and is the default setting. Right-aligned text is flush with the
right margin of your document, centered text is centered between the left and right margins, and
Justified text is flush with both the left and right margins.

EXAMPLE: Left-Aligned

Sample Paragraph

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On the Insert tab, the galleries include items that are designed to coordinate with the
overall look of your document. You can use these galleries to insert tables, headers,
footers, lists, cover pages, and other document building blocks. When you create
pictures, charts, or diagrams, they also coordinate with your current document look.

EXAMPLE: Right-aligned

Sample Paragraph

On the Insert tab, the galleries include items that are designed to coordinate with the
overall look of your document. You can use these galleries to insert tables, headers,
footers, lists, cover pages, and other document building blocks. When you create
pictures, charts, or diagrams, they also coordinate with your current document look.

EXAMPLE: Centered

Sample Paragraph

On the Insert tab, the galleries include items that are designed to coordinate with the
overall look of your document. You can use these galleries to insert tables, headers,
footers, lists, cover pages, and other document building blocks. When you create
pictures, charts, or diagrams, they also coordinate with your current document look.

EXAMPLE: Justified

Sample Paragraph

On the Insert tab, the galleries include items that are designed to coordinate with the
overall look of your document. You can use these galleries to insert tables, headers,
footers, lists, cover pages, and other document building blocks. When you create
pictures, charts, or diagrams, they also coordinate with your current document look.

The following exercises demonstrate how to justify text.

EXERCISE 7

Create the Paragraphs

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1. Type Sample Paragraph.

2. Press Enter.
3. Type =rand(1) to create a paragraph.
4. Press Enter.

Right-align

1. Select the paragraphs you created.

2. Choose the Home tab.
3. Click the Align-right button in the Paragraph group. Word right-aligns your
paragraphs.

Left-align

1. Select the paragraphs you created.

2. Choose the Home tab.
3. Click the Align-left button in the Paragraph group. Word left-aligns your paragraph.

Center

1. Selected the paragraphs you created.

2. Choose the Home tab.
3. Click the Center button in the Paragraph group. Word centers your paragraph.

Justify

1. Select the paragraphs you created.

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2. Choose the Home tab.

3. Click the Justify button in the Paragraph group. Word justifies your paragraph.

Alternate Method—Right-Justify with Keys

1. Select the paragraphs you created.

2. Press Ctrl+r. The paragraph is now right-aligned.

Alternate Method—Left-Justify with Keys

1. Select the paragraphs you created.

2. Press Ctrl+l. The paragraph is now left-aligned.

Alternate Method—Center with Keys

1. Select the paragraphs you created.

2. Press Ctrl+e. The paragraph is now centered.

Alternate Method—Justify with Keys

1. Select the paragraphs you created.

2. Press Ctrl+j. The paragraph is now justified.

Create a Hanging Indent

The hanging indent feature indents each line except the first line by the amount specified in the
By field, as shown in the example.

EXAMPLE:Hanging Indent

Hanging Indent: The hanging indent feature indents the first line of
the paragraph from the margin by the amount
specified in the Left field. The amount in the Left
field plus the amount specified in the By field
indent all subsequent lines.

EXERCISE 8

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Create a Hanging Indent

1. Type the following:

Hanging Indent: The hanging indent feature indents the first line by the amount specified
in the Left field. Subsequent lines are indented by the amount specified in the Left field
plus the amount specified in the By field.
2. Select the paragraph you just typed.
3. Choose the Home tab.
4. Click the launcher in the Paragraph group. The Paragraph dialog box appears.

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5. Choose the Indents and Spacing tab.

6. In the Special field, click to open the pull-down menu.
7. Click Hanging.
8. In the By box, type 2".
9. Click OK.
10. Place the cursor after the colon following "Hanging Indent."
11. Press the Tab key. Notice that the indentation changes.

Choose a Style Set

When working with Word, you can use styles to quickly format your documents. A style is a set
of formats consisting of such things as fonts, font colors, font sizes, and paragraph formats.
Word 2007 supplies you with predesigned style sets that contain styles for titles, subtitles,
quotes, headings, lists and more. The sections that follow all show you how to work with styles.
The exercises are based on a file you must download. Right click here to download the file.
Click Save Target As from the menu that appears, and save the linked file to a directory on your
computer. Then open the file.

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EXERCISE 9

Choose a Style Set

1. Choose the Home tab.

2. Click Change Styles in the Styles group. A menu appears.
3. Click Style Set. A menu appears. You can choose from any of the styles listed on the
menu.
4. Click Simple. Word 2007 reformats all of the paragraphs into the Simple style by
applying the Normal format to each paragraph.

Apply a Style

You can see of all the styles available to you in the style set by clicking the launcher in the
Styles group and opening the Styles pane. You can leave the Styles pane open and available
for use by docking it. To dock the Styles pane, click the top of the pane and drag it to the left or
right edge of the Word window.

You do not need to select an entire paragraph to apply a style. If the cursor is anywhere in the
paragraph, when you click on the style, Word formats the entire paragraph.

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EXERCISE 10

Apply the Title Style

1. Choose the Home tab.

2. Click the launcher in the Styles Group. The Styles pane appears. You can drag it to the
side of the Word window to dock it. To close the Styles pane, click the Close button in
the upper right corner of the pane .
3. Click anywhere in the paragraph "Single-Parent Family—Career Help."
4. Click Title in the Styles pane. Word 2007 applies the Title style to the paragraph.

Headings and subheadings mark major topics within your document. With Word 2007, you can
easily format the headings and subheadings in your document.

Apply Headings

1. Click anywhere in the paragraph "The Nature of Single Parenthood."

2. In the Style box, click Heading 1. Word reformats the paragraph.
3. Repeat steps 1 and 2 in the following paragraphs:

 Types of Single Parents

 Career Development Needs of Single Parents

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 Career Development Programs

Apply Subheadings

1. Click anywhere in the paragraph "Displaced Homemakers"

2. In the Style box, click Heading 2. Word reformats the paragraph.
3. Repeat steps 1 and 2 for the following paragraphs:

 Displaced Homemakers
 Adolescent Mothers
 Single Fathers
 High School Dropout Prevention
 Established Education Sites

Alternate Method -- Apply Styles with the Ribbon

You can also choose styles by selecting the option you want from the Styles group on the
Ribbon. First you must place your cursor in the paragraph to which you want to apply the style.
Then you click the More button in the Styles group to see all of the styles in the currently
selected set. As you roll your cursor over each of the styles listed, Word 2007 provides you with
a live preview of how the style will appear when applied.

1. Select the paragraphs "Emotional Support" through "Parenthood Education" (they are
probably on page two).
2. Click the More button in the Styles group.
3. Locate and click the List Paragraph style. Word applies the List Paragraph style to the
paragraphs you selected.

Change Style Sets

Once you have applied styles, changing to another style set is easy. You simply open the Style
Set gallery. As you move your cursor down the menu, Word 2007 provides you with a live
preview of the effect of applying the style set. To choose a style set, you click it.

EXERCISE 11

Change Style Sets

1. Click Change Styles in the Styles group. A menu appears.

2. Click Style Set. A menu appears. As you move your cursor down the menu Word 2007
provides you with a live preview of the effect of applying the Style set to your document.
3. Click Formal. Word 2007 reformats all of the paragraphs into the Formal style applying
the appropriate format to each paragraph.

This is the end of Lesson 3. You can save you file and close Word. See Lesson 2 to learn how
to save and close.
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LESSON 5: ADDING BULLETS AND NUMBERS, UNDOING AND REDOING, SETTING

PAGE LAYOUTS AND PRINTING DOCUMENTS

If you have lists of data, you may want to bullet or number them. When using Microsoft Word,
bulleting and numbering are easy. The first part of this lesson teaches you to bullet and number.
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After you have completed your document, you may want to share it with others. One way to
share your document is to print and distribute it. However, before you print you may want to add
page numbers and tell Word such things as the page orientation, the paper size, and the margin
setting you want to use. In this lesson you will learn how to layout and how to print your
documents.

Add Bullets and Numbers

In Microsoft Word, you can easily create bulleted or numbered lists of items. Several bulleting
and numbering styles are available, as shown in the examples. You can select the one you wish
to use.

EXAMPLES: Numbering

EXAMPLES: Bulleting

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EXERCISE 1

Bullets

1. Type the following list as shown:

Apple
Orange
Grape
Mango
Cherry
2. Select the words you just typed.
3. Choose the Home tab.
4. In the Paragraph group, click the down arrow next to the Bullets button . The Bullet
Library appears.
5. Click to select the type of bullet you want to use. Word adds bullets to your list.
Note: As you move your cursor over the various bullet styles, Word displays the bullet
style onscreen.

To remove the bulleting:

1. Select the list again.

2. Choose the Home tab.
3. In the Paragraph group, click the down arrow next to the Bullets icon. The Bullet dialog
box appears.
4. Click None. Word removes the bullets from your list.

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Numbers

1. Type the following list as shown:

Apple
Orange
Grape
Mango
Cherry
2. Select the words you just typed.
3. Choose the Home tab.
4. In the Paragraph group, click the down arrow next to the Numbering button . The
Numbering Library appears.
5. Click to select the type of numbering you want to use. Word numbers your list.
Note: As you move your cursor over the various number styles, Word displays the
number style onscreen.

To remove the numbering:

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1. Select the list again.

2. Choose the Home tab.
3. In the Paragraph group, click the down arrow next yo the Numbering icon. The Number
dialog box appears.
4. Click None. Word removes the numbering from your list.

Undo and Redo

You can quickly reverse most commands you execute by using Undo. If you then change your
mind again, and want to reapply a command, you can use Redo.

EXERCISE 2

Undo and Redo

1. Type Undo example.

2. Click the Undo button on the Quick Access menu. The typing disappears.
3. Click the Redo button on the Quick Access menu. The typing reappears.
4. Select "Undo example."
5. Press Ctrl+b to bold. Word bolds the text.
6. Press Ctrl+i. Word italicizes the text.
7. Press Ctrl+u Word underlines the text.
8. Click the down arrow next to the Undo icon. You will see the actions you performed
listed. To undo the underline, click Underline; to undo the underline and italic, click
Underline Italic; to undo the underline, italic, and bold click Bold etc.
9. To redo, click the Redo icon several times.

Alternate Method -- Undo & Redo by Using Keys

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1. Type Undo example.

2. Press Ctrl+z. The typing disappears.
3. Press Ctrl+y. The typing reappears.
4. Select "Undo example."
5. Press Ctrl+u to underline.
6. Press Ctrl+z. The underline is removed.
7. Press Ctrl+y. The underline reappears.

Set the Orientation

Before you print your document, you may want to change the orientation of your pages. There
are two orientations you can use: portrait and landscape. Paper, such as paper sized 8 1/2 by
11, is longer on one edge than it is on the other. If you print in Portrait, the shortest edge of the
paper becomes the top of the page. Portrait is the default option. If you print Landscape, the
longest edge of the paper becomes the top of the page.

Portrait

Landscape

The exercises that follow use a file named SamplePrint.docx. Right click here to download the
file. Click Save Target As from the menu that appears, and save the linked file to a directory on
your computer. Then open the file.

EXERCISE 3

Set the Orientation

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1. Choose the Page Layout tab.

2. Click Orientation in the Page Setup group. A menu appears.
3. Click Portrait. Word sets your page orientation to Portrait.

Set the Page Size

Paper comes in a variety of sizes. Most business correspondence uses 8 1/2 by 11 paper which
is the default page size in Word. If you are not using 8 1/2 by 11 paper, you can use the Size
option in the Page Setup group of the Page Layout tab to change the Size setting.

EXERCISE 4

Set the Page Size

1. Choose the Page Layout tab.

2. Click Size in the Page Setup group. A menu appears.
3. Click Letter 8.5 x 11in. Word sets your page size.

Set the Margins

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Margins define the amount of white space that appears at the top, bottom, left, and right edges
of your document. The Margin option in the Page Setup group of the Page Layout tab provides
several standard margin sizes from which you can choose.

EXERCISE 5

Set the Margins

1. Choose the Page Layout tab.

2. Click Margins in the Page Setup group. A menu appears.
3. Click Moderate. Word sets your margins to the Moderate settings.

Add Page Numbers

Page numbers help you keep your document organized and enable readers to find information
quickly. You can add page numbers to the top, bottom, or margins of your pages, and you can
choose where the numbers appear. For example, numbers can appear at the top of the page,
on the left, right, or center of the page. Word also offers several number styles from which you
can choose.

EXERCISE 6

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Add Page Numbers

1. Choose the Insert tab.

2. Click the Page Number button in the Header & Footer group. A menu appears.
3. Click Bottom of Page.
4. Click the right-side option.

Insert Page Breaks

As you learned in Lesson 1, you can display your document in any of five views: Draft, Web
Layout, Print Layout, Full Screen Reading, or Online Layout. In Print Layout view you see your
document as it will appear when you print it. You can clearly see where each page ends and a
new page begins.

As you review your document, you may find that you want to change the point at which a new
page begins. You do this by inserting a page break. For example, if a page heading appears on
one page and the first paragraph under the heading appears on the next page, you may want to
inser a page break before the heading to keep the heading and the first paragraph together.

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EXERCISE 7

Change to Print View

1. Choose the View tab.

2. Click Print Layout in the Document Views group. Your document changes to the Print
Layout view.

Insert Page Breaks

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1. Place your cursor before the D in "Displaced Homemakers"

2. Choose the Insert tab.
3. Click Page Break. Word places a page break in your document.

To delete a page break, you select the page break and then press the Delete key.

Preview and Print Documents

When you have your margins, tabs, and so on the way you want them, you are ready to print. In
Word, You can preview your document before you print. In the Preview mode, you can review
each page, view multiple pages at the same time, zoom in on a page, and access the Size,
Orientation, and Margin options.

If you press the Zoom button while you are in Preview mode, the Zoom dialog box appears. In
the Zoom dialog box you can set the sizes of the pages that display as well as the number of
pages that display.

When you are ready to print, you use the Print dialog box. In the Print Range area, choose All to
print every page of your document, choose Current Page to print the page you are currently on,
or choose Pages to enter the specific pages you want to print. Type the pages you want to print

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in the Pages field. Separate individual pages with commas (1,3, 13); specify a range by using a
dash (4-9).

EXERCISE 8

Print Preview

1. Click the Microsoft Office button. A menu appears.

2. Highlight the Print option. The Preview and Print the Document menu appears.
3. Click Print Preview. The Preview window appears, with your document in the window.
4. Click One Page to view one page at a time. Click Two Pages to view two pages at a
time.
5. To view your document in normal size, click 100%.
6. Click the Zoom Button. The Zoom dialog box appears.
7. Select an option and then click OK. Perform this task for each option and note the
results.

Note: As you review your document, if you see changes you would like to make to the layout,
use the Margin, Orientation, or Page Size options to make the changes. If you want to make
other types of changes to your document, click the Close Print Preview button, to return to your
document. Once you are satisfied with your document, you are ready to print.

Print

1. Click the Print button. The Print dialog box appears.

2. Click the down arrow next to the Name field and select the printer to which you want to
print.
3. Choose All as the page range.
4. Click OK. Word prints your document.

You have completed Lesson 5. You can save your document and close Word.

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LESSON 6: TABLES AND GRAPHICS

Creating a table is just a simple way of adding/creating columns within a document. Word tables
consist of vertical columns and horizontal rows that intersect and create cells. Text as well as
numbers can be entered into these cells.

To Create a Table
1. Place the cursor where you wish to insert the table.
2. Click the Insert tab on the Ribbon,

3. Click the Table button from the Tables group

4. Use your Mouse to highlight the number of columns that you will need and the number of
rows into the appropriate boxes. (You can change this later, if necessary.) or Click the Insert
Table button and type in the number of rows and columns from the table size section
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5. Click OK.
6. Table will appear in the document.
7. Begin entering data where the cursor is blinking.
8. To move from cell to cell press the Tab key.
9. Once you begin to enter data into the table, as additional rows are need Word will
automatically create new rows when you press the Tab Key.

To Insert Additional Columns in a Table

1. Highlight the table column adjacent to the place of new column.

2. Click the Layout tab on the Ribbon;
3. Select the Rows and Columns group

4. Click the Insert Left or Insert Right button

To Delete Columns in a Table

1. Highlight the table column you want to delete

2. Click the Layout tab on the Ribbon;
3. Select the Rows and Columns group

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4. Click the Delete button

To Insert Additional Rows

1. Highlight the row that is relative to the placement of the new row.
2. Click the Layout tab on the Ribbon;
3. Select the Rows and Columns group

4. Click the Insert Above or Insert Below button

To Delete Rows in a Table

1. Highlight the table rows you want to delete

2. Click the Layout tab on the Ribbon;
3. Select the Rows and Columns group
4. Click the Delete button

To Apply Borders to Tables

1. Click inside the table to insert the cursor.

2. Click Design tab on the Ribbon
3. From the Table Styles group, click the Borders drop down arrow

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4. Click the Borders and Shading option

5. Click the Borders tab, if necessary.

6. Click the Setting that you prefer, click to select the border Style, Color, and Width.

7. In the Apply to drop down list, select Table.

8. Click OK.

To Apply Shading to Tables

1. Click inside the table to insert the cursor.

2. Click Design tab on the Ribbon
3. From the Table Styles group, click the Borders drop down arrow
4. Click the Borders and Shading option
5. Click inside the table to insert the cursor.
6. Click the Shading tab.

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7. Click the Fill color that you prefer, select a Pattern if desired.
8. In the Apply to drop down list, select Table.
9. Click OK.

Note: To apply borders or shading to a particular cell in a table, make sure you either highlight
the appropriate cells or insert your cursor into the cell you wish to format. Then follow the
instructions listed above except in the Apply to drop down list, select Cell.

Format documents using graphics.

Word allows you to have access to many different graphic options. The most popular of these
options is inserting pictures/graphics into documents. By simply clicking the mouse, you can
insert a picture from the Word ClipArt Gallery into any document that is being created. Clip Art
allows you to insert many different types of ready-made images, called clip art. Clip Art lets you
search for clip art, animations, videos, and photographs, all of which are called clips.

To Add Clipart

1. Position the cursor in the place where the clip art should appear.

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2. Click Insert on the Ribbon, click Clip Art button from the Illustrations group

3. Click in the Search for textbox in the task pane, enter a Clipart picture keyword you would
like to search for, and then click GO.

4. Click on the clipart picture you desire then click the arrow. From the Pop-up menu click the
Insert option.

To Add Pictures

Inserting pictures into a Word document can refer to pictures or images that you have created in
a graphical editor such as Photoshop, things you have scanned, or images you have saved off
of the Web.
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To Insert Pictures

1. Position the cursor in the place where the picture should appear.

2. Click Insert tab on the Ribbon band

3. Click the Picture button, from the Illustrations group

4. Use the Look in drop down list to locate the picture. Click the name of the picture.

4. Click Insert.

WordArt

WordArt is included with the Word software. It is used to create dramatically shaped headlines
and logos in documents. It makes built-in shapes accessible to you. You can curve, flare, arch,
and round text as desired.

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To Insert WordArt

1. Position the cursor in the place where the WordArt should appear.

2. Click the Insert WordArt button on the Ribbon

3. Click the WordArt style that you like best.

4. Enter the text, apply appropriate formatting, and then click OK.

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To Move Images Around

1. Click once on the clipart/picture/word art to select it.

2. Select the Format tab on the Ribbon

3. Click the Position button

4. Select the desired position from the Position Options dialog box

5. Position your mouse in the center of the image.

6. Your mouse pointer will change to a 4-way arrow.

7. Hold down your left mouse button and drag the image to the desired location.

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8. Release the left mouse button.

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LESSON 7: MAIL MERGE

The mail merge feature that Word offers is an invaluable tool that allows you to incorporate data
records into any type of document (such as form letters, envelopes, and labels). Mail merge
allows you to merge from other programs and includes a stepby-step guided process in creating
your own data source (including data in Excel spreadsheets and Access databases) and main
document.

The basic steps for creating a form letter are as follows:

1. Create the main document or form letter.

2. If necessary, create a data source for the mail merge, such as an Excel spreadsheet.
3. Insert merges fields into the main document or form letter.
4. Merge the form letter and data source together.
5. Print or save the resulting letters.

Main Documents

The main document (in this case a form letter) is what you will actually be mailing to people. To
complete the merge Word will use the fields that you will create in the data source to produce
your letter or whatever type of document you are creating. (including envelopes, nametags, etc.)

To Create a Form Letter Main Document

Step 1…Select your Document

1. Start with your Form letter opened or a new document window.

2. From the Mailing tab, click the Start Mail Merge button on the Ribbon
3. Select the Step by Step Mail Merge Wizard button

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5. Select the Document Type you are working on (i.e. Letters)

6. Click Next

Step 2
7. Select Use the current document from the Select starting document

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8. Click Next

Step 3
Data Source/Merge Fields
The data source is simply a list of all the names, addresses, etc. that you will include in your
merge. It contains all the variable information for eventual insertion into the document.

9. Select Browse to find the location of your data source Select recipients.
10. Once data file appears, you can click Data Source checkbox to merge all data you’re your
document or you can sort and filter data by using down arrows next to each field.

11. Click OK

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Step 4
Insert merge fields into the main document or form letter.

12. Click More Items to add fields to your document by clicking a location in the document
Note: If necessary, add punctuation and necessary spaces between each Field name to keep
them from running together Insert Comma

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Insert Space

13. Then click one of the Database fields from the Data Source file (i.e address, greeting line
etc.)

14. Repeat this process throughout the document. Remember to position your cursor in the
correct location before inserting the merge field.

Step 5 Complete Merge by clicking on the link.

10. After inserting the merge fields into the document, Preview letters by clicking on the link.
11. Click the Recipient buttons to view each recipient name

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Step 6 Perform Merge

1. Step 6 Produce your document by clicking Edit individual letters.

2. Click All button to Merge New Documents

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3. Click OK
4. Save the new document as a new file

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