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assistant teacher: Wasan A. Alawsi Microsoft Word 2007

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assistant teacher: Wasan A. Alawsi Microsoft Word 2007

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Microsoft Word 2007 Step by Step

Lesson 1: Getting Familiar with Microsoft Word 2007 for

Windows

 The Microsoft Office Button

 The Quick Access Toolbar

 The Title Bar

 The Ribbon

 The Ruler

 The Text Area

 The Vertical and Horizontal Scroll Bars

 The Status Bar

 Understanding Document Views

 Click

 Understanding Nonprinting Characters

 Create Sample Data and Select Text

 Place the Cursor

 Execute Commands with Keyboard Shortcuts

 Start a New Paragraph

 Exit Word

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. Although this tutorial was created

for the computer novice, because Microsoft Word 2007 is so different from previous versions of

Microsoft Word, even experienced users may find it useful.

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.

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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.

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.

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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.

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.

You should use Draft view for these lessons. 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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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 your 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:

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

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

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

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.

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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.

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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

 Insert and Overtype

 Bold, Italicize, and Underline

 Save a File and Close 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

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

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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

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

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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

Your screen should look similar to the one shown here.

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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

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

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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.

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

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.

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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:

The following illustrates underlining with the dialog box launcher:

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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.

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.

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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.

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

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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.

EXERCISE 4

Save a File—Windows Vista:

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

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2. Click Save. The Save As dialog box appears, if you are saving your document for the first time.

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

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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

 Open a File

 Cut and Paste

 Copy and Paste

 Use the Clipboard

 Create AutoText

 Use Spell Check

 Find and Replace

 Change the Font Size

 Change the Font

 Save Your File

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 Vista

If you are using Windows Vista:

1. Open Word 2007.

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

3. Click Open. The Open dialog box appears.

4. Locate 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.

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.

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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 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.

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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.»

Paste with the Ribbon

1.

2. Place the cursor after the period in the sentence «I am content where I am.»

3. Press the spacebar to leave a space.

4. Choose the Home tab.

5. 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.»

Alternate Method—Cut with a Context Menu

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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.

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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.

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.»

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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

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.»

Alternate Method—Paste with a Context Menu

Show Office Clipboard Automatically

Shows the Clipboard when you press Ctrl+c twice.

Show Office Clipboard Icon on Taskbar

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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.

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.

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.

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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

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.

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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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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.

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

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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.

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.

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1. Type the following:

Grow Shrink

2. Select «Grow»

3. Choose the Home tab.

4. Click the Grow Font button several times. Your 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

Change the Font with the Ribbon

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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

1. Select «Changing fonts.»

2. Right-click. The Mini toolbar and a menu appears.

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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.

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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.

 Open a Blank Document

 Add Sample Text

 Add Space Before or After Paragraphs

 Change Line Spacing

 Create a First-Line Indent

 Indent Paragraphs

 Align Paragraphs

 Create a Hanging Indent

 Choose a Style Set

 Apply a Style

 Change Style Sets

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.

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

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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.

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

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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

Change Line Spacing

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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.

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.

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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.

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.

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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.

The file will download as a zip file. A zip file is a file that is compressed. Compressed files are smaller

and easier to download. To open the file:

1. Open the folder you downloaded the file to.

2. Right-click on the file name.

3. Click Extract All on the menu that appears. The Extract Compressed (Zipped) Folders dialog box

appears.

4. Enter the folder you want to put the file in or except to suggested location.

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5. Click Extract. Windows Explorer extracts the file.

6. You can use Microsoft Word to open the file.

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.

EXERCISE 10

Apply the Title Style

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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

 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:

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 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. 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

 Undo and Redo

 Set the Orientation

 Set the Page Size

 Set the Margins

 Add Page Numbers

 Insert Page Breaks

 Preview and Print 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.

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.

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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.

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.

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To remove the numbering:

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

1. Type Undo example.

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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

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.

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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.

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EXERCISE 6

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

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.

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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 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.

chapters with subpages in each chapter.

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Creating section/chapter headers

3.1

At the beginning of a «section

break» double-click on the

header. This will open the

«Design » tab.

The «Link to Previous «

button will be

orange and already selected.

Click on it to deselect/turn it

off . The button

will no longer be orange.

3.2

After the «Link to Previous »

option has been deselected/

turned off, this will make sure

the header is not linked to the

previous section/chapter.

Now make your text changes

to the header (to reflect the

new section/chapter).

3.3

Repeat steps (3.1 to 3.2) to create different headers for the beginning of each

section/chapter. Once the header has been changed, the new header will automatically

continue until the next section/chapter.

3.4

To exit the header, click on

the «Close Header and

Footer» button (located

within the «Design» tab).

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Lesson 7: Creating tables of contents

and figures in Word 2007

This Lesson demonstrates how to create a table of contents or figures quickly and easily.

Table of contents

The contents page should be the last part of the document that you produce.

Word® can generate the table of contents automatically from the titles and

paragraph headings within the document. To allow the appropriate titles to be

identified, you must apply the «Heading» style or mark the titles. Word ® also

allows you to create a contents table manually.

Applying the Heading style

The Styles group can be found from the Home tab. You should use Heading 1 for main

titles and chapter headings, Heading 2 for sub-headings and Heading 3 for paragraph

headings.



Highlight the text which requires a Heading style



Click once on the style

Generating a table of contents



Click where you wish to insert the table of contents



Click the References tab



Click the Table of Contents button



Select a style for the table

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Update the table of contents

If you change any of the headings in your document, you will need to update the table

of contents.



Click the References tab



Click the Update Table button



In the box that appears, select Update entire

table



Click Ok.

Creating a table of contents manually



Click where you wish to insert the contents table



Click the References tab



Click the Table of Contents button



Select Manual Table

An outline contents table will be inserted. You can click on each title and page

number to enter your own information.

Deleting a table of contents



Click the References tab



Click the Table of Contents button



Click Remove Table of Contents

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Table of figures

A table of figures is a contents page which references graphs, pictures and tables. Before

you can create a table of figures, you need to create captions for each figure. Word® uses

the captions to generate the table.

Applying a caption



Click once anywhere on the figure to select it



Click the References tab



Click the Insert Caption button



Customise the caption and click OK

Click here to enter your own title,

e.g. Table 1: Chemical Symbols

Choose a label

that is suitable for

the figure or click

New Label to

create your own

label

Choose where you

want the caption

to be inserted –

above or below the

figure

Click here to

create your

own labels

assistant teacher: Wasan A. Alawsi Microsoft Word

2007

Lesson 8: Working with Tables in Micro-

soft Word 2007

The purpose of this document is to lead you through the steps of creating, editing

and deleting tables and parts of tables. This document follows a tutorial format so

that by the end of the document, you will have created and worked with tables in

Microsoft Word. This document was written using the procedures for creating

tables in Microsoft Office Word 2003, but the steps may also apply to older versions.

The Parts of a Table

It will be easier to create your tables if you are familiar with the parts of a table.

The following table shows a sample table with its major parts listed. You can build

a similar table to acquaint yourself with the steps for inserting tables into your

documents.



Sample Table Click Insert Table of Figures



Customise the table and click OK .

olumns

Rows

•

•

Columns the vertical sections of

the table

•

Rows the horizontal sections of

the table

Cells

assistant teacher: Wasan A. Alawsi Microsoft Word

2007

Cells the individual squares in which you will place text or images

Creating the Table

You will need to insert the main part of the table to begin editing and manipulating

it to suit your document’s needs. To do this, perform the following steps.

To insert a table:

1. Place your cursor in the general area where you want the table to be; you can be

more specific with its location once you have inserted it.

2. In the Word menu bar, click Table > Insert > Table .

Figure 1: Table option in the Windows menu bar

3. A dialog box will display with the options for setting up your table. The

following figure and paragraphs explain these options.

Figure 2: Insert Table dialog box

4. In the Table size section of the Insert Table dialog box, select the number of

columns and rows you want in your table. If you need to, just estimate. You can

always add and delete columns and rows later.

5. In the AutoFit behavior section, select the option for how you want the

assistant teacher: Wasan A. Alawsi Microsoft Word

2007

table sized within your d

•

ocument.

Fixed column width makes all the cells of equal width. You can select a width with the up and

down arrows, type in a width or use the default Auto setting. The cells may

resize as you begin

•

adding content.

AutoFit to contents automatically sizes the width of each cell as you add contents to the cell,

•

whether it is text or an image.

AutoFit to window makes all the cells of equal width across the length of the

document, but the

cells will remain at this width, even as you begin adding content to the cell.

Note: If you want to use these same dimensions for any future tables, check the Remember dimensions

for new tables check box.

6. Click OK.

Using the settings of 3 columns and 4 rows with the Fixed column width option

selected, your new table will display as shown below. We will call this our

framework table.

Framework Table

assistant teacher: Wasan A. Alawsi Microsoft Word

2007

4. In the Preferred width area, use the arrow keys or type in a width for the

cells to shorten or widen them.

5. Click OK to apply the changes or click Cancel to exit without applying the changes.

For our framework table we want each cell to be 1.33 inches in width, so type in

1.33 in the Preferred width field.

Changing the Color of a Cell, Row or Column

A good way to help draw attention to an important cell, row or column (such as for

headings for columns or rows) is to change its color to provide contrast and draw

the eye of the reader. It might also help your reader follow the information in a row

or column of a lengthy table if you alternate colors between rows or columns. For

example, if you have a table that has 100 rows and 15 columns, with each cell

containing numbers, if might be easier for the reader to scan a row if each row

alternates between white and light gray, such as in the sample table.

To change the color of a cell, row or column:

1. Click and drag to highlight the row or column of which you want to change the

color. To change the color of a single cell, just place the cursor in that cell.

2. Right click to bring up the menu, or click Table in the menu bar. From the right

click menu, select Borders and Shading. From the Table menu, select Table

Properties, click the Table menu, then click the Borders and Shading button

to display the following screen.

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Use the De lete entire column option if you want to delete the whole column.

To delete a row:

1. Place the cursor inside any cell of the row you want to delete.

2. In the Windows menu bar, click Table > Delete > Rows .

To delete a column:

1. Place the cursor inside any cell of the column you want to delete.

2. In the Windows menu bar, click Table > Delete > Column .

For the final step in making our framework table into the sample

table, we want to delete the bottom row of the table. To do this, we

place the cursor in any cell of the bottom row. Click Table > Delete >

Rows. Our framework table is now finished and should look like the

following:

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References:

— http://www.baycongroup.com/word2007/01_word

2007.html

— http://www.coe.uh.edu/cite/training/tutorials/offi

ce/word-chapters.pdf

— https://www.staffs.ac.uk/images/ins106_TblFigCo

ntWd2007_tcm68-27482.pdf

— https://gradcollege.okstate.edu/sites/default/files

/tables.pdf