Microsoft Word Basics: Saving, Opening, and Editing Documents, Study Guides, Projects, Research of Statistics

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Microsoft Word 2007

Part I

The Basics

Albert L. Scott Library

th

Street NW

Alabaster, AL 35007

COURSE OBJECTIVES:

Following the completion of this course, you will be able to:

Understand the structure of Word 2007.

Create a basic Word document.

Effectively save and retrieve documents.

Spell and grammar check your document.

Move and copy text.

Search and replace text.

Make basic formatting changes.

Page margins

Paper size

Preview and print a document.

2. If you already have a shortcut for word on your desktop, you will see an icon like the one below:

Double click on this icon and Word will automatically open to a new document.

WHAT IS EVERYTHING?:

Before we learn anything else in Word, we are going to discuss what everything is on the ribbon.

The Ribbon

The Ribbon : The top portion of a document. It houses all the commands that you will use.

Office Button : Sometimes called the file menu, you can click this button to save your work, print, open new documents, or find an existing document.

When you click on the Office Button, a drop down box will appear with a list of commands and a recent document list.

Quick Access Toolbar : A list of commands that can be easily accessed.

By clicking on any of these icons, you can execute a command quickly without having to search through the Office Button for it.

To customize your Quick Access Toolbar, click on the small down pointing arrow which will show a list of commands that can be added to the quick access toolbar.

What does each icon mean?

If you see an icon on the Quick Access Toolbar, but you don’t remember what that shape means, that is ok! Simply move the cursor over the shape and the definition of the icon will appear underneath the cursor.

Is there a difference from the Office Button and the Quick Access Toolbar?

Not really! The Quick Access Toolbar is just a simplified version of the Office Button.

Why use the Quick Access Toolbar?

If there is a particular function you use very frequently the Quick Access Toolbar makes it readily available.

Example: You can customize the Quick Access Toolbar to include a Print Preview Icon, which you can click on to easily see what your document will look like when printed.

This is easier than clicking on the Office Button then Print then Print Preview.

Maximize: The Maximize button does the exact opposite of the Minimize button and will make a document fill up the entire monitor view. If a document is already already at maxed capacity, by clicking the Maximize button, the document will become smaller and only take up a portion of the screen.

To adjust the size of a maximized document, place the cursor on the edge of the document, then hold down the left side of the mouse and drag to get the shape you want.

Close or Quit : The small red X in the top right corner is how you exit out of your document. If you have made changes to a document, but have not saved them, Microsoft will ask you if you want to save these changes before you exit.

Word Help: Underneath the Close X, there is a small blue question mark. This is the help icon. If you do not know how to do a function, you can search for it here.

EVERYTHING ELSE:

So what is all the stuff in the middle?

In earlier versions of Word, all the functions and commands were found in simple drop down boxes. Word 2007 was the first version to incorporate the Ribbon. The purpose of the Ribbon is to have a visual of all the functions that can be quickly accessed.

In the Ribbon there are 8 Tabs

Home, Insert, Page Layout, Reference, Mailings, Review, and Developer

Each Tab has Panels within them.

Tabs and Panels:

Home : Clipboard, Fonts, Paragraph, Styles, and Editing.

Insert: Pages, Tables, illustrations, Links, Header & Footer, Text, and Symbols.

Page Layout: Themes, Page Setup, Page Background, Paragraph, and Arrange.

References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and Table

of Authorities.

Mailings : Create, Smart Mail Merge, Write & Insert Fields, Preview Results, and Finish.

Review: Proofing, Comments, Tracking, Changes, Compare, Protect.

View: Document Views, Show/Hide, Zoom, Window, and Macros.

To open a blank document:

Click on the Office Button and select the New button.

• Sometimes Word will open a New Document box, which will allow to choice from various templates and formats if you want something different. If you don’t, just simply double click on the Blank Document icon.

FILE/OPEN OPTIONS:

When opening an existing file, a variety of options are available to you within the File/Open dialog box.

To preview a file without opening it:

While in the "Open" dialog box, select the file, click on the drop-down arrow next to the Views button on the toolbar and select Preview.

To display more details about a file:

While in the "Open" dialog box, select the file, click on the drop-down arrow next to the Views button on the toolbar in the dialog box and select Details. Size, Type and Date Modified fields will now be displayed for each file.

To delete a selected file:

While in the “Open” dialog box, select the file you wish to delete and press the Delete key on the keyboard. Alternatively, press the Delete button on the toolbar.

The file will be sent to the Recycle Bin.

To copy or move a file to a different location while in the “Open” dialog box”:

Select the file and right-click with the mouse to display a shortcut menu.

Select Copy or Cut. Navigate to the new location where you wish to place the file and right-click and select Paste.

To create a new folder:

While in the “Open” dialog box, select the location for the new folder.

Click the Create New Folder button on the toolbar in the dialog box.

Type a name for the new folder and click OK.

CLOSING A DOCUMENT:

To close the active document:

Click on the Office Button and select Close , or click the Close button located in the upper-right corner of the document.

If changes were made to the document, a reminder box will prompt you to save any changes.

SAVING DOCUMENTS:

It is important to save your documents frequently while working.

To save a file, click on the Office Button and select the Save As command. A dialog box will be displayed which lists the current folder or subfolder in the "Save In" text box.

To save the file to a different folder or subfolder, click the drop-down arrow next to the "Save In" text box. All drives and folders will be displayed. Select the drive or folder where you wish to save the file.

The two red boxes below show different locations where you can save a file. The top box will show you the exact location of the file. The box on the left allows you to place the file in a different location, if you prefer.

KEYING AND EDITING TEXT:

As you enter text, Word automatically wraps text from one line to the next. The Enter key should only be used when beginning a new paragraph.

The Backspace key will delete characters to the left of the insertion point.

The Delete key will delete characters to the right of the insertion point.

Press the Delete key to delete any selected letters or text.

When text is highlighted or selected, new text may be entered or keyed over the selected text to replace it.

UNDO/REDO COMMANDS:

To undo your last task:

Click on the Undo button on the Quick Access Toolbar.

Alternatively, hold down the CTRL key and type the letter “Z”.

To undo several actions at once:

Click the drop-down arrow next to the undo button and select from the list. Word will reverse the selected action and all those actions above it.

To redo what you have just undone:

Click on the Redo button on the Quick Access Toolbar.

NAVIGATING THROUGH YOUR DOCUMENT:

Home key Moves the insertion point to the beginning of the line.

End key Moves the insertion point to the end of the line.

Ctrl/Right Arrow or Ctrl/Left Arrow Moves the insertion point one word at a time in the direction indicated.

Ctrl/Home Moves the insertion point to the beginning of the document.

Ctrl/End Moves the insertion point to the end of the document.

Ctrl/G Displays a screen prompting you to move to a specified page number, section, line, bookmark, etc.

Scroll Bar Allows you to scroll the screen up or down in the specified direction. (Note: when using the scroll bar to move to an area in the document, remember the insertion point remains in its original position until it is changed to the new position by pointing and clicking with the mouse.)

on the scroll bar

Scrolls up one page.

on the scroll bar Scrolls down one page.

Pg Up/Pg Down keys Allows you to scroll through your document one screen at a time. It does not scroll through your document page by page.

Ctrl/Pg Up or Ctrl/Pg Down Scrolls up and down through the document page by page.

SELECTING TEXT (HIGHLIGHTING):

Text must always be selected before you can move, copy or format text within a document. The following table provides instructions on how to use the mouse to select text.

To select specified text: Click and drag the mouse over text.

Or select the first character of the text, hold the Shift key, and point to the last character of text you wish to select and click once.

To select a word: Double-click on the word.

To highlight the complete paragraph: Triple-click on any word within the paragraph.

To select a line of text: Single-click in the left margin of the line you wish to select.

To highlight a paragraph. Double-click in the left margin of the paragraph you wish to select.

To select the entire document: Triple-click anywhere in the left margin.

Go to the Edit menu and click

Go to the Home Tab and in the Style Panel , choose the Style you wish to set as default. Click on the Change Styles button, and click on the default button.

CHANGING THE CASE:

To change text from uppercase to lowercase or vice versa:

Select the text.

Go to the Home Tab and in the Font Group and in the Effect section, you can select different types of effects to have on your text.

SPELLING AND GRAMMAR CHECK:

What do all these green and red lines mean?

All misspelled words or words that do not appear in Word’s spelling dictionary will be underlined in red as you enter text. All grammatical errors will be entered in green as you enter text.

To perform a spelling or grammar check for any word or group of words throughout the document:

Go into the Review Tab and in the Proofing Panel , click the Spelling and Grammar button.

When spell checking a document:

A misspelled word or a word not located in the "Custom.dic" file will be displayed in red within the dialog box.

 If the word is spelled correctly, but does not occur in the dictionary, click on Ignore. Click Ignore All to ignore all occurrences of the word in your document.

 If the word is spelled incorrectly, look in the "Suggestions" box for the accurate spelling of the word. If you find it, click on Change to replace

the incorrectly spelled word. The option Change All will replace all occurrences of the incorrectly spelled word.

 If you are spelling a word correctly, but Microsoft does not recognize this word, you can add it to the dictionary. From then on, Microsoft will not mark this word as being misspelled.

o Highlight the word and right click. There should be a “add to dictionary” button.

When checking the grammar of a document:

Grammar alternatives appear in the "Suggestions" box and can be ignored or changed in the same way as when you spell check a document..

To edit a word while in the "Spelling and Grammar" box:

Click outside the box to activate the document and make your corrections. To return to the "Spelling and Grammar" box, click the Resume button.

When the spelling and grammar check is complete, a message will be displayed stating it is complete.

An alternative method to correct misspelled words or grammatical errors:

Right-click on the misspelled word or grammatically incorrect phrase.