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Essentials in Word 2007

Produced by Information Services

2007

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Essentials in Word 2007

Introduction
This session is targeted at those who wish to learn the new key features of MS Word 2007

By the time you have completed this session you should be able to:

1. Work with the new ribbon in Word 2007


2. Add tools to the Quick Access Toolbar
3. Use the Office Button
4. Use Live Preview and make selection
5. Create, save and format a document
6. Indent paragraphs and change line spacing
7. Create bullet and number list
8. Change format of bullets and number list
9. Apply borders and shading to paragraphs
10. Add a header or footer and page numbers to documents
11. Select tools from the Mini Toolbar
12. Work with Super tool tips
13. Use Launchers to display dialog boxes
14. Create and modify tables
15. Add and remove items from the Status Bar
16. Select Word Options
17. Understand the new file formats
18. Use the Compatibility Checker
19. Understand and apply the different security features

Documents needed for practical are contained within the EssentialsInWord folder on the
desktop

This practical should take you approximately 2 hours to complete

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Microsoft Word’s 2007 Ribbon

When Word 2007 is first opened, a new blank document is automatically created. The
ribbon displayed across the top of the screen replaces the old toolbars and menus.
The ribbon is divided into eight tabs (if the Developer tab is shown), plus an additional tab if
add-ins are being used. The number of items shown in the ribbon will vary depending on
the size and resolution of the monitor. For example, figure 1 below shows four heading
styles on the ribbon, whereas a larger monitor with a higher screen resolution would
display six or more heading styles. By clicking on the downward arrow to the right of the
styles, the full range of styles will be displayed.
By selecting the tabs across the top of the ribbon, i.e. Insert, Page Layout, References,
Mailings, Review and View, a different section of the ribbon will be displayed. Notice
that the Home ribbon/tab contains many of the tools previously displayed on the
Standard and Formatting toolbars.

Figure 1: The Ribbon (Home Position)

To hide the ribbon, (which will allow more room on the screen) double click one of the tabs
across the top. To access a tool from the collapsed ribbon, click once on the tab to expand
the ribbon and select the tool. To bring the ribbon back, double click on a tab or use the
keyboard option Ctrl+F1. Note that when the ribbon is collapsed it is possible to use the
Alt key on the keyboard to show the shortcut keys. For example Alt+N will access the
Insert tab. See figure 2.

Figure 2: Short Cut Keys for Ribbon

Across the top of the ribbon, at the left hand side of the Title Bar, you will notice the
Quick Access Toolbar (see figure 3). To add tools from the ribbon to the toolbar, right
click on the tool and select Add to Quick Access Toolbar.

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Figure 3: Quick Access Toolbar

Many of the tools contained in the earlier Edit menu, can now
be accessed from the Office Button
See figure 4 for list.
Note that if the current document is saved on a SharePoint server, there will also be a
Server Tasks button, between Publish and close.

1. Click on the Office Button

2. Right click on the Save icon

3. Select Add to Quick Access Toolbar

Note: If the tool is already on the Quick Access Toolbar, the option will be unavailable. If
this is the case, select another tool of your choice to add to the toolbar.

Figure 4: Office Button

Click on the arrows to see


an extended menu in each
case

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Live Preview
Live Preview shows formatting results on text such as heading styles, font colout,
background colour, etc, without actually clicking on the choice. For example by
highlighting text and moving the mouse over the styles, on the Home tab, a preview of
the effect of each style will be displayed without actually selecting the style.

Note that not all formatting options use live preview.

1. Click on the Office Button and select Open


2. Browse to where you have saved the Word Essentials folder and open the
document ECDL Leaflet
3. Select the first heading ECDL and ECDL Advanced
4. Ensure the Home tab is selected and move the cursor over the heading styles
5. Notice how the heading changes to allow a preview (without clicking on a style).
Click the downward arrow to the right of the styles to access the full range.
6. Select Heading1 style by clicking on it. (Note: the name of the style will appear as you
move the cursor over each style).

Bullets and Numbering

1. Under the heading Why Study for an IT Qualification, select the five lines of text
after By studying for the ECDL at Queen’s……
2. Select the Bullets tool from the Paragraph group on the Home tab.
3. Scroll down to the heading What will you learn and select the seven lines of text
beginning Basic Concepts of IT and select the Numbering tool from the
Paragraph group.
4. Under the heading Moving forward with ECDL Advanced, select the text Word
processing, down to Presentations and select the bullets tool.
5. To change the style of numbering or bullets, select the last list you created and click
on the downward arrow to the right of the bullet or number tool
6. Choose a style or select Define New Bullet to choose a picture/symbol.
See figure 5. (Note Live Preview of bullets before selection)

Figure 5: Change Bullet types

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Note: under the Paragraph group there is also a Multilevel list. See figure 6, which is a useful
feature for creating sub level lists.

Also under the font group there is a tool to remove all formatting. See figure 7.

Figure 6: Multilevel List

Figure 7: Clear Formatting

Borders and Shading


1. Ensure the Home tab is selected.

2. Select the last paragraph in the document beginning ECDL and ECDL Advanced
and click on the downward arrow beside the Border tool (on the Paragraph
group). See figure 8.

3. Select Outside Borders, see figure 8.

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Figure 8: Border

4. With the paragraph still selected click on the downward arrow


beside the Shading tool (next to the border tool) on the Paragraph
group.

5. Select a shade of grey, i.e. 25%

The MiniBar/Mini Toolbar

Select any line of text in the ECDL leaflet document. Notice that the mini toolbar
appears. See Figure 9. At first the toolbar will be quite faint but as the cursor is moved
closer to the toolbar it becomes more solid. Moving the cursor off the mini toolbar and
back may cause it to disappear. Right click on the selected text and it will reappear.
Note that the mini toolbar does not produce live preview results.

Figure 9: Mini Toolbar

By right clicking on text such as bullets or numbering, extended shortcut options will
appear (see figure 10).

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Figure 10: Extended Short Cut Menu

Super Tooltips
Move the cursor over the tools on the ribbon. Notice that an extended tool tip appears.
For example in Figure 11 below, the mouse was hovered over the Format Painter tool. In
most cases the keyboard short cut keys also appear.

Figure 11: Super Tooltip


for Format Painter

Dialog Boxes and Launchers


Dialog boxes can be displayed in several ways. One example is to use the launchers. These
are indicated by the small arrow in the lower right hand corner of ribbon groups, see
figure 12. Click on the launcher to open the dialog box. Note that not a lot of changes
have been made to dialog boxes in Word 2007 see figures 13a and 13b for one example.

Figure 12: Launcher

Launcher

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Figure 13a: Paragraph in 2007 Figure 13b: Paragraph in 2003

The Insert Ribbon


Open a new blank document and click on the Insert tab to display the insert section of the
ribbon, see figure 14.

Figure 14: Insert Ribbon

From the Pages group there is the option to insert a cover page, a blank page or page
break. Section breaks can now be accessed from the Page Layout tab (covered later).
Note that page breaks can also be accessed from the Page Layout tab.

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Tables
Click on the downward arrow under tables and select a three column by three row table.
See figure 15. Alternatively select Insert Table to make your selection. See figure 15.

Figure 15: Insert Table

Three columns by
three rows

Note the table tools in the ribbon with Design and Layout tabs. See figure 16 with Design
tab selected and Figure 17 with Layout tab selected.
Table Tools
Figure 16: Table Tools (Design)

Design tab Layout

Border Launcher
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1. Click into the first cell of the table and ensure the Layout tab is selected
(see figure 17)

2. Select the top row of the table and click on the Merge Cells button within the
Merge group

3. Select the Design tab and from the table styles (use the arrow key to the right of the
styles), select Light List Accent 2 style, i.e. move the cursor over the styles and a
name box will appear.

Figure 17: Table Tools (Layout)

1. Select the table and with the Design tab still selected, click on the Draw Borders
launcher (see figure 16) to access the full range of borders and shading options.
Alternatively click the downward arrows next to the borders and shading buttons
to see the full range of options (within table styles of the Design tab).

2. Select All borders

3. Select 1 point width for the border and the colour blue.

4. Right click within a table cell to bring up additional options such as insert
row/column, delete row/column, etc. See figure 18.

5. Alternatively, select the Layout tab, see figure 17 to insert rows, columns, delete
table, etc.

6. Using figure 19 as a guide, complete the remaining cells within the table.

7. Save the document as Table Example within the WordEssentials folder and
close the document.

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Figure 18: Table options

Figure 19: Table

Shapes and SmartArt


Click on the Office button and create a new document and ensure the Insert tab is selected.
The Illustrations group on the Insert tab has buttons for inserting pictures, ClipArt,
Shapes and Charts, there is also an option to use SmartArt which is a new feature on the
Insert ribbon.

1. Click on the downward arrow below shapes. A range of shapes, lines, arrows are
available. See figure 18. Note the option New Drawing Canvas at the bottom of
the list (this appeared automatically in Word 2003)

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2. Select three flow chart shapes of your choice and draw them on the page, one
beneath the other. Draw connecting lines from the first shape to the second and a
line from the second to the third shape.

Figure 20: Shapes

1. With the Insert tab still selected, click on Blank Page (from the Pages group).

2. Click on the SmartArt control and browse through the different categories down
the left hand side. See figure 21

3. Select Block cycle from the Cycle category and click OK. See figure 21 with
block cycle selected. Note the SmartArt ribbon appears. See figure 22.

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Figure 21: SmartArt

Figure 22: SmartArt Ribbon

Add Shape Change Colours

4. Click into each area of the cycle in turn and type the tasks associated with
completing the ECDL qualification. See figure 23.

5. Click anywhere on the page when the cycle is complete. To access the SmartArt
ribbon, double click on the shape and it will reappear.

6. To change the colour of the cycle, click on the Change Colours control,
see figure 22.

7. To delete a shape, select the shape and press delete on the keyboard.

8. To insert a shape, select a shape next to where you want the new shape and click on
Add Shape, see figure 22

9. To change the layout use the arrows to the right of the Layouts group and click a
layout to select.

10. To change the SmartArt style, click on the arrows to the right of the Styles group
and click the style to select.

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Figure 23: Steps to complete ECDL

Headers and Footers

1. Ensure the Insert tab is selected. Click the downward arrow under Header, (within
the Header & Footer group) to see the full range of header styles. Click the arrow
beneath Footer and Page Number to view the styles available. See figure 24.
2. Click on the Footer button and select Alphabet style. Type your name in the
[Type Text] box. The page number will appear on the right of the footer.
3. Notice the view of the ribbon/tab has changed, i.e. a design tab for header and
footer appears. See figure 25.
4. Click Close Header and Footer (see figure 25).

Note: Another way to access headers or footers is to double click the header or footer area
of the page.

Figure 24: Headers and Footers

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Note: When in the header or footer area the header and footer tools/controls appear, see
figure 25. To return to the main document, click the Close Header and Footer button
see figure 25.

Figure 25: Header and footer tools

Quick Parts and Building Blocks

Quick Parts and Building Blocks provide a menu of reusable document parts, for
example headers, footers, cover page, tables, etc.

1. With the Insert tab selected, click on Quick Parts from the Text group. Any
quick parts created will be displayed. In figure 26 below, a cover sheet for IT
courses has been created and saved as a quick part.
2. Click on Building Blocks Organizer to see the full list and type. Select a building
block and note the preview displayed. To use a building block, select it and click
Insert

Figure 26: Quick Parts

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1. With the Building Blocks Organizer open, click on the heading Name, to sort
items by name. To sort by Gallery, Category or Template, click on the particular
heading.

2. Select one of the building blocks and click Edit properties. The Modify Building
Block box opens (see figure 27). Changes can be made, click OK

Figure 27: Modify Building Blocks

1. To add a document part to Quick Parts or Building Blocks, select the item (for
example to create a heading with QUB logo):
2. Ensure the Insert tab is selected, click Header and select Edit Header
3. Click on Picture within the Insert tab and insert Logo_QUB from the folder saved
to your desktop.
4. Click on the downward arrow next to Quick Parts and select Save selection to
Quick Part Gallery (see figure 27).
5. Type a name for the Quick Part, i.e. QUBLogo, select the Header gallery from
the drop down list. See figure 28

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Figure 28: Create Quick Part

1. Open a new blank document

2. Click on the arrow next to Quick Parts and select Building Blocks Organizer

3. Click on Name to sort by name and scroll down to QUBLogo

4. Click Insert

The Page Layout Ribbon


Click the Page Layout tab to display the page layout section of the ribbon, see figure 29.

Figure 29: Page Layout Ribbon

Margins

1. Ensure the ECDL Leaflet document is opened.


2. Within the Page Setup group, click the downward arrow under Margins, to
change the margins of the document
3. Note the range of page set up styles provided but in this case choose Custom
Margins

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4. Change the top margin to 3.5 cm and the bottom to 3.00 cm (see figure 30).
5. Note the option to change page orientation (leave as Portrait)
6. Click OK

Figure 30: Page Set up

Indents and Spacing

1. Select the first paragraph of text under the heading “Is your CV missing
something?”
2. Ensure the Page Layout tab is selected and click on the launcher button to the
right of the Paragraph group (see figure 12 for launcher button)
3. Ensure the Indents and Spacing tab is selected and from Special select First line
indent (see figure 31).
4. Change the line spacing to 1.5 lines with 10 pt spacing after the paragraph
(see figure 31). Click OK

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Figure 31: Indents and Line Spacing

As mentioned earlier section breaks can be inserted from the Page Layout tab, from within
the Page Setup group, (click the arrow beside Breaks to select section breaks),
see figure 29.

The References Ribbon


Click on the References tab to display the ribbon, see figure 32. The References tab is
used for working with long documents, i.e. generating a table of contents and index,
inserting footnotes and endnotes, inserting captions for tables and figures, etc. It will not
be covered in this practical.

Figure 32: References Ribbon

The Mailings Ribbon


Click on the Mailings tab to display the ribbon, see figure 33. Tools on the Mailings tab are
used to create mail merged documents, labels and envelopes. A document has been
created named ExamResults containing student exam results (three topics) for seven
students.

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Figure 33: Mailings Ribbon

1. Open the document StudentResults and ensure the Mailings tab is still selected

2. Click on the Start Mail Merge button and select Normal Word
document

3. Click on the downward arrow next to Select Recipients and


choose Use Existing List

4. Browse to the WordEssentials folder and select the file


ExamResults. Click Open

5. Position the cursor after the text Student Name and click on the downward arrow
beneath Insert Merge Field

6. Select Student Title (see figure 34), leave a space and repeat, inserting
Student_First_Name and Student_Surname

7. Position the cursor in the first blank cell of the table (beneath Module Result)

8. Insert fields for Introduction to Pure Maths,

9. Repeat point 8 above for Applied Maths and Programming (should resemble
figure 35)

Figure 34: Insert Merge Field

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Figure 35: Merged Fields

10. Click on Finish and Merge

11. Click Edit Individual documents, select OK

12. Exam results for 7 students should be completed.

The Review Ribbon


Click on the Review tab to display the ribbon, see figure 36. The Tracking group is used
to track changes made to a document and the Changes group is used to accept or reject
changes. These will not be covered in this practical.

The spell and grammar checker, thesaurus word count and translate tools can be accessed
from the Proofing group of the Review tab. To spell check the ECDL leaflet, click on
Spelling & Grammar. As with previous versions of Word, suggestions will be given, along
with the option to add to dictionary.

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Figure 36: Review Ribbon

Proofing group

The View Ribbon


Click on the View tab to display the ribbon, see figure 37. Within the Document Views
group the various views with text description is
displayed. Also note the views are displayed in the
status bar across the bottom of the window.

Figure 37: View Ribbon

Developers Ribbon
To show the Developers ribbon, click on the Office Button and select Word Options.
Ensure the Show Developer tab in ribbon is ticked. See figure 38. The Developers tab
is not covered in this practical.

Figure 38: Show Developer Tab in Ribbon

Click on the Developer tab to display the ribbon, see figure 39.

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Figure 39: Developer Tab

The Status Bar


The Status Bar is positioned across the bottom of the window, see figure 40. There are
over 20 choices on the bar, see figure 41. To display the Customize Status Bar dialog
box, right click on the Status Bar. Items with a tick beside them will appear on the Status
bar. To add an item, click on it. To remove an item, click on the ticked item.

Figure 40: Status Bar

Figure 41: Status Bar Options

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Word Options
Previously Word options were accessed from the Tools menu by selecting Options. Word
Options is now accessed by clicking on the Office button and selecting Word options. The
Word Options menu will then appear. See figure 42. Click on the tabs down the left hand
side to access features associated with the tab. In figure 42, the Popular tab is selected
showing the top options for working with Word.

Figure 42: Word Options

Customize Quick Access Toolbar

1. With Word options still open, click on Customize

2. Click on the downward arrow next to Choose Commands From (see figure 43).
Notice all the tabs are listed along with options to add tools not displayed on the
ribbon.

3. Select the Insert Tab and select Convert Text to Table. See figure 43

4. Click the add button to add the tool to the Quick Access Toolbar

5. Click OK. See figure 43

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Figure 43: Add to Quick Access Toolbar

File Formats
Most Word files created in 2003 can still be opened in 2007. Word 2007 uses four file
extensions:

1. .docx – file ending for ordinary Word 2007 documents


2. .docm – file ending for macro enabled documents
3. dotm – file ending for Word 2007 templates (does not contain macros)
4. .dotm – file ending for macro enabled templates

By clicking on the Office Button and selecting Save As, you have the option to save as a
Word Document (2007 version), Word Template, Word 97-2003 or select Other Formats,
see figure 29. Even if the document is saved in Word 2007 format, Word 97/2003 users
can still open it if they have downloaded the compatibility pack from Microsoft online.

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Figure 44: File Formats

Note: Word’s .doc used binary, whereas


.docx uses XML. .docx creates smaller
files than .doc and are less likely to
become corrupt. Use SaveAs to save one
type of document as another

Save the Document

1. Click on the Office Button and select Save As


2. Save the document as ECDL Information (notice the file ending), see figure 45
3. Save it in the WordEssentials folder, see figure 45
4. Close the application

Figure 45: Save

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Compatibility Checker
Provided Word 2000-2003 users download the free Office 2007 compatibility pack, they
will be able to read and write to Word 2007 files. Occasionally users will get a message
stating that certain features might be lost when converting between these different formats.
Word automatically runs compatibility checks if a document is being saved in a different
format from the current one. If you prefer, you can run a compatibility check at any time
to find out if features would be lost in saving to another file format.

To run the compatibility checker, click on the Office button and select Prepare, Run
Compatibility Checker. See figure 46

Figure 46: Run Compatibility Checker

Ensure the Check compatibility when saving in Word 97-2003 formats check box is
ticked. See figure 47. If the checker is turned on, whenever you use a feature in Word
2007 that is not supported in Word 97-2003 the Compatibility Checker will pop up
highlighting the issue, see figure 48.

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Figure 47: Compatibility Checker

Security Features
There are a range of different types of protection methods that can be used with Word
2007

Restricting Permission: Information Rights Management: This option allows users to


access Microsoft’s service to restrict access to those who can open or make changes to a
document. Click on the Office Button, select Prepare, Restrict permission and Restricted
Access, see figure 48. Note you may need to download the software from Microsoft (see
figure 47) and sign up to the service the first time you use it, see figure 50.

Figure 48: Restricted Access

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Figure 49: Information Rights Management

At this stage it is a free trial service but it is possible Microsoft might charge for the service
in the future.

Figure 50: Sign Up

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Style Formatting, Tracked changes, comments and filling forms


Restrictions

• Restricts formatting to particular styles


• Protection is by password
• Accessed from Review ribbon, Protect Document, Restrict Formatting and Editing
(see figure 51).
• Make selection from Restrict formatting and Editing pane, see figure 52.

Figure 51: Formatting Restrictions

Figure 52: Restrict Formatting and Editing


Limit formatting to a selection
of styles – tick box

Select type of editing allowed


from drop down list

Click Yes, Start Enforcing


Protection to enter password

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Password to Open/modify

Click the Office Button, select Save As – Tools - General Options and enter the password
to either open and modify or modify only, see figure 53.

Figure 53: General Options

Inspect Document

To inspect a document to see if it contains personal data or comments, click the Office
Button, select Prepare, Inspect Document. Click Inspect on the Document Inspector,
see figure 54.

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Figure 54: Inspect Document

Mark as Final
A document can be marked as final if it had no further modifications to be made. This
option will render the document read only. Users with Word 2007 can remove the feature
if necessary. Users with earlier versions of Word, even with the compatibility pack won’t
even see the file as Read Only.

Word Help

To access Word help, click on the question mark at the right hand top of the
window. Type keyboard shortcuts in the box provided and click on Search.
See figure 55. Links to a range of possible solutions will be provided. See
figure 55

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Figure 55: Help

The Get Started Ribbon


For additional help on using the Office 2007, download to your own computer the Get
Started ribbon (also provided for Excel, PowerPoint). See figure 56. A range of
interactive materials, videos, online training and discussion forum is provided. See
figure 56. To download the Get Started Ribbon (when you return to your own
computer), open a web browser and go to

http://office.microsoft.com/en-us/help/HA102146851033.aspx

Figure 56: Get Started Ribbon

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