Using Microsoft Word 2007
A User's Guide
Microsoft Word 2007 represents a major update from Word 2003. Much is familiar from earlier versions but the program’s interface is now more visual. The new organization of the interface makes finding the commands that you need easier.
The most conspicuous change resides in what Microsoft calls the Ribbon. The Ribbon is the strip of tabs at the top of the page that provides a logical and visible sorting of commands. Microsoft incorporates the Ribbon into most of the programs in Microsoft Office 2007, thereby creating consistency amongst Office products.
The Ribbon is the best starting place for learning to use Word 2007.
The Ribbon is the tabbed band of options at the top of the page. The Ribbon contains eight tabs. Each tab contains several boxes that gather commands into logical groupings. The Home tab presents the most commonly used commands. On the Home tab, the groupings are:
Above the tabs and to the left are six basic command icons that always remain visible.
- The icon to the left is Start, pictured above. Click this to begin a new document, or save, print, prepare, send, or publish it. You can also set preferences by clicking Options. Recent documents are listed here, as well.
- The arrow to the left is Undo Typing. Click this to undo your most recent action. Click the triangle to see all of your recent actions listed chronologically. You can roll back to any point in your document by clicking on earlier changes.
- The arrow to the right is Repeat Typing. Click this to repeat your last action.
- The folder icon is Open. Click this to open a document.
- The diskette icon is Save. Click this to save your document.
- The chart and pencil icon is Draw Table. Click this to draw a table.
- The printer icon is Print. Click this to print your document.
- The triangle to the right is Customize Quick Access Toolbar. Click this to select which commands you want visible on this toolbar. You can select almost any Word command.
- To access Word Help, click the question mark icon at the top right. This opens the Word Help dialogue box
Word Help lets you search topics as well as browse them. Word Help answers specific questions as well as presents general articles on working with Word. Some of this material is online so you will need an internet connection to access it.
Beginning a Document
Word starts with a blank document. You can begin creating your document immediately. To begin a new blank document:
- Click Start.
- From the dropdown menu, click New.
- Click Blank Document.
Word offers many templates. Templates are pre-formatted documents like letters, calendars, and resumes, into which you can type your own information. Click on one to download.
Opening a Document
To open any document on your computer or on any external drive connected to your computer:
- Click Start.
- From the dropdown menu, click Open. This opens a search box in the last folder that you opened. Word’s default is Documents or My Documents but you can search anywhere on your computer, or on exterior drives. Search the directory using the Explorer Bar at the top of the search box, or select one of the folders in the favorite links list.
Note: To facilitate your search, click one of the buttons in the search box to sort files in the folder. For instance, if you know the name of the file that you want, click Name. This will alphabetize the file list. You can also sort by date, file size, or by a tag that you created.
- Click the file that you want. It will open and you can begin working on it.
Note: Word lists recently opened documents. Click the Start Button then click any listed document to open.
Saving a Document
The next two items on the start menu are for saving your document. Save saves your document in whatever way you have already selected. If your document has not already been saved, Save will open the Save As dialogue box. This lets you determine where to save the document, and in what format. The Save As procedure follows.
- Click Start.
- From the dropdown menu, click Save As. This opens a dialogue box listing formats to which you can save your document.
- Click a format (more on formats follows).
- Choose or confirm which folder to save the document to in the explorer bar.
- Supply a file name for your document.
- Click Save to save the file, or click Cancel if you change your mind.
Compatibility needs consideration. Word 2007 can save to many formats, including Microsoft’s new proprietary format docx. This new format allows the greatest use of Word 2007’s features but it is not compatible with earlier versions of Word. Word 2007 can write to and save documents in earlier Word formats, but previous versions of the program cannot read docx. Remember this when sending files to others. Saving in Plain Text or Rich Text Format will produce documents that anyone can open, but those bare bones formats lack much formatting ability.
Word 2007 saves to numerous other formats, including many older Word versions, Word templates, web page, xml, and more.
Note:Save often so that you do not lose your work. You can also use the keyboard shortcut ctrl-s: hold down the control key and the ‘s’ key at the same time.
Note: Word also has an Auto Recover feature, which you can set to save at files whatever interval you choose. AutoRecover saves a copy of your document, in case of a program or system crash. The next time you open Word, Word will give you the option to save any document that was open during the incident.
- Click Start.
- From the dropdown menu, click Word Options.
- Click Save. Make sure that Save AutoRecover information is selected.
- Click the up or down arrow to set the interval between AutoRecover saves.
- Click OK.
Formatting a Document
Most formatting for your document can be done from the options on the Home tab of the Ribbon. These options control how your document looks.
- The Clipboard lets you move text and images around in your document or import from other documents.
Note: Hover the pointer over an icon to see the name of the button and a brief description of its function.
- Cut, Copy, and Paste are familiar commands for selecting and moving images or text within a document. The keyboard shortcuts for these are, respectively: ctrl-x, ctrl-c and ctrl-v.
- Format Painter copies format from one place to another. Click Format Painter, then click on a portion of text with the format that you want to copy. Click on the target text to copy the source format.
- Clipboard stores what you have cut. Click the double arrow to see all the cut items from your session. Place pointer where you would like to paste the item, then click the item.
Microsoft Word offers many fonts to add distinction and emphasis to your document.
Select a Font Face or Attribute.
Two ways exist for making format selections:
- Click the appropriate format button then enter text. Click the button again to turn off the formatting.
- Select the text that you want to format then click the appropriate format button. Everything within your selection will conform to your format choice.
Selecting a Font
Word provides a lengthy list of fonts to choose from.
- Click the arrow in the font list to reveal the drop down menu.
- Select a font face from the illustrated list of fonts.
- Click the font size arrow to open the drop down menu.
- Select a size from the drop down menu. You can also click Grow Font (the Large A and Shrink Font (the small a to increase or decrease font size, respectively. Font size will increase or decrease incrementally with each click. Alternatively, enter a font size directly into the box.
- To clear formatting, click Clear Formatting (the AA) icon.
Changing Font Attributes
You can change the look of fonts in several ways:
- Bold. The font is extra dark.
- Italic. The font is slanted.
- Underlined. The font is underlined. Click the arrow for a drop down menu of different line styles and colors available.
- Strikethrough. Strikethrough is mostly used in the review process to indicate words to remove from a document but it is sometimes used in non-standard ways.
- Subscript. Small font set lower than regular fonts. Used in chemical notation, such as H20.
- Superscript. Small font set higher than regular fonts. Used in mathematical notation, such as E=MC2.
Note: Font attributes can be combined. For instance, bold and italic can be combined like this.
- Change Font (AA). Lets you change font case.
- Sentence Case. Changes the selection to conform to normal sentence capitalization.
- Lower Case. Changes all words to lower case.
- Upper Case. Changes all words to upper case.
- Capitalize Each Word. Capitalizes the first letter of each word.
- Toggle Case. Changes the case of every letter.
- Text Highlight Color. Places color over selected text as if a highlighter was used. Click the arrow for a drop down menu of available colors.
- Font Color. Change the font color. Click the arrow for a drop down menu of available colors.
- Click the double arrows to open the Font dialogue box. This gives all font options. Set font style for a letter, a word, the entire document, or change the defaults for all your work.
Additional Font Attributes
In addition to the options already described, the Font dialogue box lets you do many other things to the fonts. Select the attributes that you want to use, then click OK:
- Small Caps
- All Caps
Note: As already mentioned, attributes can be combined. Obviously, combining too many attributes will prove unreadable.
Click the Character Spacing tab of the Font dialogue box for character spacing options.
- Scale increases or decreases font size. Either select from the dropdown menu or enter a figure.
- Spacing expands or condenses the space between letters. Select Expand or Condense from the left dropdown then the amount from the right hand dropdown menu.
- Position raises or lowers the position of letters, like superscript and subscript. Select Raised or Lowered from the left dropdown menu then select the amount from the right dropdown menu.
Paragraph gives you aligment options and ways to format your document for emphasis and clarity. Starting at the upper left, your options are as follows:
- Bullets, creates unnumbered lists. Click Bullets then type your list. A new bullet appears each time you hit Enter. To stop the bullet list, click Bullets. Click the arrow for a dropdown menu of alternate bullet styles. You can also change list level in multi-level lists.
- Numbering, creates numbered lists. Click Numbering then type your list. Numbers are added sequentially each time you hit Enter. The dropdown menu offers different numbering styles: numbers, letters, Roman numerals. To stop numbering, click Numbering again.
- Multilevel List, creates outline-style lists. Click the dropdown menu then click Change List Level. Click the level that you want.
- Decrease Indent, decreases the indentation of a paragraph. Place pointer in paragraph and click Decrease Indent.
- Increase Indent, increases the indentation of a paragraph. Place pointer in paragraph and click Increase Indent.
- Sort, alphabetizes selected text or sorts numerical data. Select text then click Sort. Select Sort Options then click OK.
- Show/Hide, shows or hides paragraph marks and other hidden formatting symbols. In Show mode, non-printing paragraph marks are placed at the end of every paragraph, and dots are placed between letters and words.
- Align Text Left, aligns text to left margin.
- Center, aligns text to the center.
- Align Text Right, aligns text to right margin.
- Justify, aligns text to right and left margins, adding space between words as needed.
- Line Spacing, changes the space between lines and between paragraphs.
- Shading, colors the background behind selected text.
- Outside Borders, draws borders under, over, or around selected text.
Styles organizes your document into outline format with incremental heading styles, as well as supplying other consistently rendered style attributes. Styles ensures a consistent look for your document by managing fonts at every level.
To use Styles, click on a Style button and the paragraph or selected text changes to that style. Normal is the basic text style of a document. Heading 1 is analogous to the highest level in an outline, Heading 2 is one step down, and so on.
Styles allows you to develop your document with a logical and consistent structure.
To modify Styles:
- Right click a style button. This displays a selection box.
- Click Modify to display the Modify Styles dialogue box.
- Select the attributes that you want for the style.
- Click OK.
Not only can you control the formatting of each style, you can determine what style must follow each style. For instance, by default, Normal follows Heading 1, but you could set Heading 2 or a style of your own creation to follow directly after Heading 1.
To see how a style will look in your document, hover the pointer over that style. The section of text where the insertion point is located will change to that style.
Editing supplies helpful tools for searching and changing your document. Find and Replace open different tabs of the same dialogue box, Find and Replace. The three tabs of Find and Replace are:
- Find, searches your document for instances of a specified term (word or phrase). Move successively to each instance, or highlight every instance in your document.
- Replace, searches your document for a specified term (word or phrase) and replaces it with a specified word or phrase.
- Go To, navigates the pointer to a specified point in the document. This point could be a page, section, comment, footnote, or other place in your document.
Printing a Document
Word can print to printer or to file, produce pdfs, print entire documents, or print only portions of them. You can print quickly using default settings, or set your own.
Print lets you set how you would like to print your document, preview your document’s print job, or print your document with existing parameters.
- Click Start.
- Click Print. This opens the print option dialogue box.
- Select your printer from the drop down menu. Word maintains Adobe PDF as a default. This output is appropriate if you want to create a PDF. If not, you must select a printer.
- Select page range: all, current page, or a selection of pages.
- Select or confirm number of copies to be printed.
- Click OK.
Quick Print prints using already determined settings. If you know that your settings are appropriate for the document that you want to print, this is your best option.
- Click Start.
- From the dropdown menu, click Print.
- Click Quick Print. No dialogue box will open. Your document will print directly.
Print Preview lets you give a thorough last inspection of your document before printing. Zoom in for a closer look, adjust margins, select print options, change page orientation, and more.
Click Start then click Print Preview to begin. Your document is shown in full page view. The Ribbon offers you four tab options.
- Click Print to print your document. This opens the Print dialogue box. Select the print options that you want, as described earlier, then click OK.
- Click Options to open the Display tab of Word Options. Select display options, choose what if any formatting marks you want displayed, and select printing options.
- Click Margins to adjust margins. You can select predetermined margins or customize.
- Click Orientation to select Landscape or Portrait layout.
- Click Size to select paper size from a list of choices.
- Click Zoom to change the display size of your document. More than 100% lets you correct extra spaces and punctuation marks better. Less than 100% lets you see how pages look as a whole.
- Click 100% to see your document in life size.
- Click One Page to display one page at a time; click Two Page to display facing pages in the same view; click Page Width to display your document at the width of your computer screen.
- Select Ruler to display the ruler, clear Ruler if you do not. Use Ruler to adjust margins and place images.
- Select Magnifier to zoom in and out. When Magnifier is selected, the pointer becomes a magnifying glass. Click to toggle between full page view and 100% view. Clear Magnifier if you do not need this option.
- Click Next Page and Previous Page to move through document.
- Click Shrink One Page to remove spaces from your document. Use this option if one or two lines remain on the last page. Word will try to fit those lines onto the previous page.
- Click Close Print Preview to exit Print Preview.