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CHAPTER NO 14
MICROSOFT WORD 2007
WHAT IS WORD PROCESSOR?
A word processing package is used to prepare and edit text. Word processors are used to create all types of documents such as letters, reports and essays. Using a word processor you can type, revise and correct a document on the screen before printing it out. The layout of the page can be changed and a wide variety of different styles of text can be used to improve the presentation of a document. Tools such as spelling checkers can help ensure that the contents of a document are accurate.
The functions of a word processor can be divided up into several different categories:
Page Layout : The page layout functions let you decide how each page will be set out. Text Presentation : The appearance of text can be easily altered. Different fonts and styles can be used and the size of text can be varied. Text can be neatly lined up on the page. Editing of Text : Text editing functions are used to revise and change text that you have entered. Blocks of Text : The style and position of selected blocks of text can be changed. Text Analysis : The word processor can look at your document and try to highlight any errors such as spelling or grammatical mistakes that you have made. Templates : Template files let you save favorite document layouts that you have created so that you can use them over and over again. Other Features : Most modern word processors will offer lots of extra features such as tables, bullet points and fancy text effects. Mail Merging : A database of names and addresses can be used to personalize letters that have been created in a word processor.
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GETTING STARTED
SCREEN LAYOUT
To get started first familiarize you with the layout of Microsoft Word 2007. If you will analyze the layout then you will notice it does not have the regular menu system. It now has tabs and buttons.
**1. OFFICE BUTTON
- QUICK ACCESS TOOLBAR
- TABS
- RIBBON.**
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2) QUICK ACCESS TOOLBAR:
The quick access toolbar is a customizable toolbar that contains 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, click on the arrow at the end of the toolbar and click on Show below the Ribbon.
With this tool bar one can set it up to fit his/her needs. To do so just click the arrow at the end of this bar and select which items best suit your needs. it will be placed in the order that are selected. Again to customize this Quick Access Toolbar Go to the office button and select Word Options. Click customizes on the left and you can search for any buttons that suit your needs. A Shortcut to customize this bar is to right click in the Tabs bar and select Customize Quick Access Toolbar.
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MAILING Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish REVIEW Proofing, Comments, Tracking, Changes, Compare, Protect VIEW Document Views, Show/Hide, Zoom, Window, Macros
WORKING WITH DOCUMENTS
CREATE A NEW DOCUMENT
There are several ways to create new documents, open existing documents, and save documents in Word:
Click the Microsoft Office Button and Click New
Or
Press CTRL+N (Depress the CTRL key while pressing the “N”) from the keyboard
You will notice that when you click on the Microsoft Office Button and Click New , you have many choices about the types of documents you can create. If you wish to start from a blank document, click Blank. If you wish to start from a template, you can browse through your choices on the left, see the choices on center screen, and preview the selection on the right screen.
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OPENING AN EXISTING DOCUMENT
Click the Microsoft Office Button and Click Open,
OR
Press CTRL+O (Depress the CTRL key while pressing the “O”) from 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 Insert picture of recent docs
SAVING A DOCUMENT
Click the Microsoft Office Button and Click Save or Save As
Note: if you’re 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 Documen t),
OR
Press CTRL+S (Depress the CTRL key while pressing the “S”) from the keyboard,
OR
Click the File icon on the Quick Access Toolbar
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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
CLOSE A DOCUMENT
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To close a document: Click Close
EDITING WITH DOCUMENT
TYPING AND INSERTING TEXT
To enter text just starts typing! The text will appear where the blinking cursor is located. Move the cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking the left button.
The keyboard shortcuts listed below are also helpful when moving through the text of a document:
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Whole paragraph triple-click within the paragraph
Several words or lines
drag the mouse over the words, or hold down SHIFT while using the arrow keys
Entire document 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:
I. Type Text : Put your cursor where you want to add the text and begin typing
II. 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.
III. Cut and Paste Text : Highlight the text you wish to copy, right click, and click Cut , put your cursor where you want the text in the document, right click, and click Paste.
IV. 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.
TYPE TEXT:
Put your cursor where you want to add the text and begin typing. (Describe above)
COPY & PASTE TEXT:
Select text which you want to copy by using mouse or key board (by shift and arrow keys)
o Press CTRL+C (Depress the CTRL key while pressing the “C”) from the keyboard,
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OR
o You can select a shortcut button on ribbon a copy.
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NOTE:
Text which is selected for paste is saved in Clipboard. Until you never paste it at desire location.
DRAG TEXT :
Highlight/select the text you wish to move, click on it and drag it to the place where you want the text in the document.
SEARCH/FIND AND REPLACE TEXT
To find a particular word or phrase in a document:
Click Find on the Editing Group on the Ribbon
OR
Press CTRL+F (Depress the CTRL key while pressing the “F”) from the keyboard.
A dialog box will appear and to find any word write it in “find what” text box.
To replace a particular word or phrase in a document:
Click Replace on the Editing Group on the Ribbon
OR
Press CTRL+H (Depress the CTRL key while pressing the “H”) from the keyboard.
In Find/Replace dialog box write word which you want to replace instead of the previous one and click replace or replace all according to requirement. Difference between replace and replace all is, to replace a single selected text or replace all where ever that particular text exists. Both options are also available in Ribbon:
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UNDO CHANGES
To undo changes:
Click the Undo Button on the Quick Access Toolbar
OR
Press CTRL+Z (Depress the CTRL key while pressing the “Z”) on the keyboard.
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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 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
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For Bold:
Select text which you want to bold
o Click the Bold Button included on the Font Group of the Ribbon.
OR
o Press CTRL+B (Depress the CTRL key while pressing the “B”) from the keyboard.
For Italic:
Select text which you want to view as italic
o Click the Italic Button included on the Font Group of the Ribbon.
Underline
Bold Italic
