Ms- Word 2007

Microsoft word is very powerful, advance and useful word-processing software which is developed by Microsoft Corporation, USA. Its extension is .DOCX. WORD PROCESSING FEATURES To create, edit, format, save and print document. to check spellings and grammar, to search for synonyms and antonyms (thesaurus). to work with newspaper columns, tables, page number, special symbols, bookmarks. to insert the picture, clip art, shapes, smart art, etc. How to open?

Click on Start menu. Choose Program. Choose the Ms- Office. Select Microsoft Word 2007 OR Click on Start Button. Choose Run. Then a dialog box will display. Type the text "WinWord" into Run box. Click on OK.

Microsoft Office Button The Microsoft Office Button performs many of the functions that were located in the File menu of older versions of Ms- word. This button allows you to create a new document, Open an existing document, save , save as, print and close. THE RIBBON The Ribbon is the panel at the top portion of the document. It has seven tabs: 1) 2) 3) 4) 5) 6) 7) Home, Insert, Page Layout, References, Mailings, Review and View.

Each tab is divided into groups. The groups are logical collections of features designed to perform functions that you will utilize in developing or editing your Word document. Commonly used features are displayed on the Ribbon. To view additional features within each group, click on the arrow at the bottom right of each group. Quick Access Toolbar The quick access toolbar is a customized toolbar that contain commands that you may want to use. You can place the quick access toolbar above or below the ribbon. To change the location of the quick access toolbar 1

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1) 2) Click on the arrow at the end of the toolbar. Click on Show below the Ribbon. To add items to the quick access toolbar 1) 2) Right click on any item in the Office Button from the Ribbon. Click on Add to Quick Access Toolbar. Mini Toolbar A new feature in Office 2007 is Mini Toolbar. This is a floating toolbar that is displayed when you select text or right-click text. It displays common formatting tools, such as Bold, Italics, Fonts, Font Size and Font Color.

Working With Ms word

Document Views There are many ways to view a document in Word.

Print Layout: This is a view of the document as it would appear when printed. It includes all tables, text, graphics and images. Full Screen Reading: This is a full view length view of a document. Good for viewing two pages at a time. Web Layout: This is a view of the document as it would appear in a web browser. Outline: This is an outline form of the document in the form of bullets. Draft: This view does not display pictures or layouts, just text.

To view a document in different forms, click the document views shortcuts at the bottom of the screen or:

Click the View Tab on the Ribbon. Click on the appropriate document view.

Create a New Document

Click the Microsoft Office Button Press CTRL+N on the keyboard. Click on Blank document.

and Click New or

Opening an Existing Document

Click the Microsoft Office Button and Click Open, or Press CTRL+O on the keyboard, or If you have recently used the document you can click the Microsoft Office Button and click the name of the document in the Recent Documents section of the window. 2

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Saving a Document

Click the Microsoft Office Button

and Click Save or Save As

(Note:- if youre sending the document to someone who does not have Office 2007, you will need to click the Office Button, click Save As, and Click Word 97-2003 Document), or

Press CTRL+S on the keyboard, or Click the File icon on the Quick Access Toolbar

Working on Multiple Documents Several documents can be opened simultaneously if you are typing or editing multiple documents at once. All open documents will be listed in the View Tab of the Ribbon when you click on Switch Windows. The current document has a checkmark beside the file name. Select another open document to view it. Close a Document To close a document: Click the Office Button Click Close

Word Options Word 2007 offers a wide range of customizable options that allow you to make Word work the best for you. To access these customizable options:

Click the Office Button Click Word Options

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1. Popular: These features allow you to personalize your work environment with language, color schemes, user name and allow you to access the Live Preview feature. The Live Preview feature allows you to preview the results of applying design and formatting changes without actually applying it. 2. Display: This feature allows you to modify how the document content is displayed on the screen and when printed. You can make a choice to show or hide certain page elements. 3. Proofing: This feature allows you personalize how word
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corrects and formats your text. You can customize auto correction settings and have word ignore certain errors in a document. 4. Save: This feature allows you personalize how your document is saved. You can specify how often you want auto save to run and where you want the documents saved. colour 5. Advanced: This feature allows you to specify options for editing, copying, pasting, displaying, printing and saving. 6. Customize: Customize allows you to add features to the Quick Access Toolbar. If there are
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tools that you are utilizing frequently, you may want to add these to the Quick Access Toolbar.
Inserting Header and Footer To insert Header and Footer information such as page numbers, date or title, first, decide if you want the information in the header (at the top of the page) or in the Footer (at the bottom of the page), then: Header- The text which initially appears in the beginning of the page is known as header.eg. title, page no. etc. Footer- The text which initially appears in the end of the page is known as footer.eg. title, page no. etc. Steps :

Click the Insert Tab on the Ribbon. Click Header or Footer. Choose a style and click on it to add to the document.

The Header/Footer Design Tab will display on the Ribbon.

Choose the information that you would like to have in the header or footer (date, time, page numbers, etc.) or type in the information you would like to have in the header or footer.

Insert a Cover Page To insert a cover page:

Click the Insert Tab on the Ribbon. Click the Cover Page Button on the Pages Group. Choose a style for the cover page.

Insert a Blank Page To insert a blank page:

Click the Insert Tab on the Ribbon Click the Blank Page Button on the Page Group

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Typing and inserting Text Move Action Beginning of the line End of the line Top of the document End of the document Selecting Text Keystroke HOME END CTRL+HOME CTRL+END

To change any attributes of text it must be highlighted first. Select the text by dragging the mouse over the desired text while keeping the left mouse button depressed, or hold down the SHIFT key on the keyboard while using the arrow buttons to highlight the text. The following table contains shortcuts for selecting a portion of the text: Selection Whole word Whole paragraph Several words or lines Entire document Technique double-click within the word triple-click within the paragraph drag the mouse over the words, or hold down SHIFT while using the arrow keys choose Editing | Select | Select All from the Ribbon, or press CTRL+A

Deselect the text by clicking anywhere outside of the selection on the page or press an arrow key on the keyboard. Inserting Additional Text Text can be inserted in a document at any point using any of the following methods:

Type Text: Put your cursor where you want to add the text and begin typing Copy and Paste Text: Highlight the text you wish to copy and right click and click Copy, put your cursor where you want the text in the document and right click and click Paste. Cut and Paste Text: Highlight the text you wish to copy and right click and click Cut, put your cursor where you want the text in the document and right click and click Paste. Drag Text: Highlight the text you wish to move, click on it and drag it to the place where you want the text in the document.

You will notice that you can also use the Clipboard group on the Ribbon. Rearranging Blocks of Text To rearrange text within a document, you can utilize the Clipboard Group on the Home Tab of the Ribbon. Insert picture of clipboard group labeled

Move text: Cut and Paste or Drag as shown above Copy Text: Copy and Paste as above or use the Clipboard group on the Ribbon Paste Text: Ctrl + V (hold down the CTRL and the V key at the same time) or use the Clipboard group to Paste, Paste Special, or Paste as Hyperlink

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Deleting Blocks of Text Use the BACKSPACE and DELETE keys on the keyboard to delete text. Backspace will delete text to the left of the cursor and Delete will erase text to the right. To delete a large selection of text, highlight it using any of the methods outlined above and press the DELETE key. Search and Replace Text

To find a particular word or phrase in a document:

Click Find on the Editing Group on the Ribbon To find and replace a word or phrase in the document, click Replace on the Editing Group of the Ribbon.

Undo Changes To undo changes:

Click the Undo Button on the Quick Access Toolbar

Styles A style is a format enhancing tool that includes font typefaces, font size, effects (bold, italics, underline, etc.), colors and more. You will notice that on the Home Tab of the Ribbon, that you have several areas that will control the style of your document: Font, Paragraph and Styles.

Change Font Typeface and Size To change the font typeface:

Click the arrow next to the font name and choose a font. Remember that you can preview how the new font will look by highlighting the text and hovering over the new font typeface.

To change the font size:

Click the arrow next to the font size and choose the appropriate size, or Click the increase or decrease font size buttons.

Font Styles and Effects Font styles are predefined formatting options that are used to emphasize text. They include: Bold, Italic, and Underline. To add these to text:

Select the text and click the Font Styles included on the Font Group of the Ribbon, or Select the text and right click to display the font tools.

Change Text Color To change the text color: 8

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Select the text and click the Colors button included on the Font Group of the Ribbon, or Highlight the text and right click and choose the colors tool. Select the color by clicking the down arrow next to the font color button.

Highlight Text (text back color) Highlighting text allows you to use emphasize text as you would if you had a marker. To highlight text:

Select the text Click the Highlight Button on the Font Group of the Ribbon, or Select the text and right click and select the highlight tool To change the color of the highlighter click on down arrow next to the highlight button.

Copy Formatting If you have already formatted text the way you want it and would like another portion of the document to have the same formatting, you can copy the formatting. To copy the formatting, do the following:

Select the text with the formatting you want to copy. Copy the format of the text selected by clicking the Format Painter button on the Clipboard Group of the Home Tab Apply the copied format by selecting the text and clicking on it.

Clear Formatting To clear text formatting:

Select the text you wish to clear the formatting Click the Styles dialogue box on the Styles Group on the Home Tab Click Clear All

Formatting paragraphs Formatting paragraphs allows you to change the look of the overall document. You can access many of the tools of paragraph formatting by clicking the Page Layout Tab of the Ribbon or the Paragraph Group on the Home Tab of the Ribbon. Change Paragraph Alignment The paragraph alignment allows you to set how you want text to appear. To change the alignment:

Click the Home Tab. Choose the appropriate button for alignment on the Paragraph Group. Align Left: the text is aligned with your left margin. Center: The text is centered within your margins. Align Right: Aligns text with the right margin. Justify: Aligns text to both the left and right margins.

Indent Paragraphs Indenting paragraphs allows you set text within a paragraph at different margins. There are several options for indenting:

First Line: Controls the left boundary for the first line of a paragraph. Hanging: Controls the left boundary of every line in a paragraph except the first one. Left: Controls the left boundary for every line in a paragraph. 9

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Right: Controls the right boundary for every line in a paragraph.

To indent paragraphs, you can do the following:

Click the Indent buttons to control the indent. Click the Indent button repeated times to increase the size of the indent. OR

Click on View tab. From Show/Hide Group, check on Ruler. Drag the First Line or Hanging Indent from the ruler.

Add Borders and Shading You can add borders and shading to paragraphs and entire pages. To create a border around a paragraph or paragraphs:

Select the area of text where you want the border or shading. Click the Borders Button on the Paragraph Group on the Home Tab. Choose the Border and Shading. Choose the appropriate options.

Apply Styles Styles are a present collection of formatting that you can apply to text. To utilize Quick Styles:

Select the text you wish to format. Click the dialog box next to the Styles Group on the Home Tab. Click the style you wish to apply.

Change Spacing between Paragraphs and Lines You can change the space between lines and paragraphs by doing the following:

Select the paragraph or paragraphs you wish to change. On the Home Tab, Click the Paragraph Dialog Box. Click the Indents and Spacing Tab. In the Spacing section, adjust your spacing accordingly.

CREATING TABLE Tables are used to display data in a table format. Create a Table To create a table:

Place the cursor on the page where you want the new table. Click the Insert Tab of the Ribbon. Click the Tables Button on the Tables Group. You can create a table one of four ways: Highlight the number of rows and columns. Click Insert Table and enter the number of rows and columns. Click the Draw Table, create your table by clicking and entering the rows and columns. Click Quick Tables and choose a table. 10

1) 2) 3) 4)

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Enter Data in a Table Place the cursor in the cell where you wish to enter the information. Begin typing. Modify the Table Structure and Format a Table To modify the structure of a table:

Click the table and notice that you have two new tabs on the Ribbon: Design and Layout. These certain to the table design and layout.

On the Design Tab, you can choose:

Table Style Options Table Styles Draw Borders

To format a table, click the table and then click the Layout Tab on the Ribbon. This Layout tab allows you to:

View Gridlines and Properties (from the Table Group) Insert Rows and Columns (from the Rows & Columns Group) Delete the Table, Rows and Columns (from the Rows & Columns Group) Merge or Split Cells (from the Merge Group) Increase and Decrease cell size (Cell Size Group) Align text within the cells and change text directions (Alignment Group)

Inserting special characters, symbols, pictures, illustrations, and watermarks. Symbols and Special Characters Special characters are punctuation, spacing, or typographical characters that are not generally available on the standard keyboard. To insert symbols and special characters:

Place your cursor in the document where you want the symbol. Click the Insert Tab on the Ribbon. Click the Symbol button on the Symbols Group. Choose the appropriate symbol.

Change Case: To change selected text in sentence case or upper case or lower case or title case or toggle case. a. Selected the text. b. Choose format> change case. c. Choose sentences case or upper case or lower case or title case or toggle case. d. Click on ok button. Drop Cap:To change selected paragraph first letter as drop cap: a. Place the cursor within paragraph. b. Choose format > drop cap. c. Choose position of drop cap (dropped or in margin) d. Choose number of line to drop, distance from text, choose fonts from respective box then click on ok button. 11

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Column:To make the text in column method we use column. To insert the column Select the text. Go to Page layout ribbon. Click on columns from page setup group. Select the required option or click on more columns. choose required option click on OK. Equations Word 2007 also allows you to insert mathematical equations. To access the mathematical equations tool:

Place your cursor in the document where you want the equation. Click the Insert Tab on the Ribbon. Click the Equation Button on the Symbols Group. Choose the appropriate equation and structure or click Insert New Equation To edit the equation click the equation and the Design Tab will be available in the Ribbon

Illustrations, Pictures, and Smart Art Word 2007 allows you to insert illustrations and pictures into a document. To insert illustrations:

Place your cursor in the document where you want the illustration/picture Click the Insert Tab on the Ribbon. Click the Clip Art Button The dialog box will open on the screen and you can search for clip art. Choose the illustration you wish to include

To insert a picture:

Place your cursor in the document where you want the illustration/picture. Click the Insert Tab on the Ribbon. Click the Picture Button Browse to the picture you wish to include Click the Picture Click Insert

Watermarks A watermark is a translucent image that appears behind the primary text in a document. To insert a watermark:

Click the Page Layout Tab in the Ribbon Click the Watermark Button in the Page Background Group Click the Watermark you want for the document or click Custom Watermark and create your own watermark To remove a watermark, follow the steps above, but click Remove Watermark Box

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Spelling and Grammar To check the spelling and grammar of a document

Place the cursor at the beginning of the document or the beginning of the section that you want to check Click the Review Tab on the Ribbon Click Spelling & Grammar on the Proofing Group. Any errors will display a dialog box that allows you to choose a more appropriate spelling or phrasing.

If you wish to check the spelling of an individual word, you can right click any word that has been underlined by Word and choose a substitution. Thesaurus The Thesaurus allows you to view synonyms. To use the thesaurus:

Click the Review Tab of the Ribbon Click the Thesaurus Button on the Proofing Group. The thesaurus tool will appear on the right side of the screen and you can view word options. You can also access the thesaurus by right-clicking any word and choosing Synonyms on the menu.

Customize AutoCorrect You can set up the AutoCorrect tool in Word to retain certain text the way it is. To customize AutoCorrect:

Click the Microsoft Office button Click the Word Options Button Click the Proofing tab Click AutoCorrect Options button On the AutoCorrect Tab, you can specify words you want to replace as you type

Mail Merging Prepare a letter or a mail document. Place a cursor in required position. Click on Mailing tab from the ribbon. From the start mail merge group, click on start mail merge. Click on letter. From the same group, click on select recipients and select type a new list. A new address list dialog box will appear. Click on customize columns to edit the column. Then use add or delete button to add and deleting the columns. Click on ok. Prepare address list for your mailing. click on ok. Save the address list in Z: (Z drive) Click on save. Then from the write & insert fields, click on insert merge fields. Click on the field names that you want to insert. After inserting field, click on finish & merge. Select edit individual documents. Then merge to new document dialog box will appear. 13

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Select your requirement and click on ok. Listing Data Lists allow you to format and organize text with bullets, numbers or multilevel list. Bulleted lists have bullet points, Numbered lists have numbers and Multilevel lists combine numbers and letters.

To add a list to existing text:

Select the text you wish to make a list. From the Paragraph Group on the Home Tab, Click the Bullets or Numbering List button.

To create a new list:

Place your cursor where you want the list in the document. Click the Bullets or Numbering List button. Begin typing.

Multi-level lists A multi-level list is a type of list with several levels of indented text. To create a nested/multi-level list:

Create your list following the directions above. Click the Increase or Decrease Indent button OR Press Tab or Shift + Tab.

Formatting Lists The bullet image and numbering format can be changed by using the Bullets or Numbering dialog box.

Select the entire list to change all the bullets/ numbers OR Place the cursor on one line within the list to change a single bullet. Right click and then click the arrow next to the bulleted or numbered list and choose a bullet or numbering style.

Smart Art Smart Art is a collection of graphics. You can utilize to organize information within your
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document. It includes timelines, processes or workflow.

To insert Smart Art:

Place your cursor in the document where you want. Click the Smart Art button from the Insert Tab. Choose the Smart Art Graphic you wish to include in your document. Click the arrow on the left side of the graphic to insert text or type the text in the graphic.

Resize Graphics All graphics can be resized by clicking the image and clicking one corner of the image and dragging the cursor to the size you want the picture.

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