Introduction to Microsoft Word 2007 LESSON OBJECTIVES LESSON CONTENTS

Transcription

1 Introduction to Microsoft Word 2007 LESSON CONTENTS About a Word Processor About Microsoft Word 2007 as a type of word processor Understanding the User Interface of MS-Word 2007 Creating and Managing Files Editing and Formatting Text Formatting Pages and Printing a Document Creating Tables and adding graphics Styles Working with Long Documents LESSON OBJECTIVES By the end of class, students should be able to perform the following tasks in Microsoft Word 2007: 1. Creating and Managing Files Create a New File Save a New File Open a Saved File 2. Editing and Formatting Text Selecting Text Formatting Text Deleting Text Insert Text into document Copy & Paste Text Undo, Redo and Repeat Correct Spelling (proofing documents) 3. Formatting Pages & Printing a Document Changing Margins/ Changing Orientation/Page Numbering Print a Document 4. Creating Tables and adding graphics 5. Styles Using, creating, editing and deleting styles 6. Working with Long Documents Creating Table of Contents Creating list of Figures Creating list of Tables

2 Microsoft Office 2007 Suite Microsoft Office is a collection of different application programs that were originally designed to be used to perform many of the tasks that are completed every day in an office setting, but they can also be useful in your personal life as well. Microsoft Word is a word processing program that can be used to type documents, from simple letters to illustrated newsletters. Microsoft Excel is a spread sheet program that can be used to track of lists, numbers and statistics, such as might be used in accounting. Microsoft Access is a database program that can be used to track of diverse but related information, such as customer orders, customer billing information, customer shipping information, and product inventories. Microsoft PowerPoint is presentation software that can be used for making fully animated computer presentations. Microsoft Publisher is publication design software that can be used for creating greeting cards, business cards, calendars and more. About Word Processing A word processor is a type of computer program that is used to create a variety of documents, from simple letters to fully illustrated newsletters and fliers. Word Processing applications display text on a computer screen and allow users to easily add, remove, and change the style, size, and placement of text in a document without having to retype the entire document as they would with a typewriter. Microsoft Word is one of the most popular word-processing software applications in use today. Understanding the User Interface of MS-Word 2007 Opening Microsoft Word To open Word, do either one of the following: Double click on the icon for Microsoft Word on the desktop. A blank document will appear on the screen. Or, click once on the Start button on the bottom left corner of the screen. Click on Programs, move the cursor to the new menu on the right and then click on Microsoft Office Move the cursor to the next menu that opens and click Microsoft Office Word A blank document will appear on the screen.

3 The Microsoft Office Button In the upper-left corner of the Word 2007 window is the Microsoft Office button. When you click the button, a menu appears. You can use the menu to create a new file, open an existing file, save a file, and perform many other tasks. The Quick Access Toolbar Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar provides you with access to commands you frequently use. By default Save, Undo, and Redo appear on the Quick Access toolbar. You can use Save to save your file, Undo to rollback an action you have taken, and Redo to reapply an action you have rolled back. The Title Bar Next to the Quick Access toolbar is the Title bar. The Title bar displays the title of the document on which you are currently working. Word names the first new document you open Document1. As you open additional new documents, Word names them sequentially. When you save your document, you assign the document a new name.

4 The Ribbon You use commands to tell Microsoft Word what to do. In Microsoft Word 2007, you use the Ribbon to issue commands. The Ribbon is located near the top of the screen, below the Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related command groups. Within each group are related command buttons. You click buttons to issue commands or to access menus and dialog boxes. You may also find a dialog box launcher in the bottom-right corner of a group. Clicking the dialog box launcher gives you access to additional commands via a dialog box. The Ruler The ruler is found below the Ribbon. You can use the ruler to change the format of your document quickly. If your ruler is not visible, follow the steps listed here: 1. Click the View tab to choose it. 2. Click the check box next to Ruler in the Show/Hide group. The ruler appears below the Ribbon.

5 The Text/ Work Area Just below the ruler is a large area called the text/work area. You type your document in the text area. The blinking vertical line in the upper-left corner of the text area is the cursor. It marks the insertion point. As you type, your text displays at the cursor location. The horizontal line next to the cursor marks the end of the document. The Vertical and Horizontal and Vertical Scroll Bars The vertical and horizontal scroll bars enable you to move up, down, and across your window simply by dragging the icon located on the scroll bar. The vertical scroll bar is located along the right side of the screen. The horizontal scroll bar is located just above the status bar. To move up and down your document, click and drag the vertical scroll bar up and down. To move back and forth across your document, click and drag the horizontal scroll bar back and forth. You won't see a horizontal scroll bar if the width of your document fits on your screen.

6 The Status Bar The Status bar appears at the very bottom of your window and provides such information as the current page and the number of words in your document. You can change what displays on the Status bar by right-clicking on the Status bar and selecting the options you want from the Customize Status Bar menu. You click a menu item to select it. You click it again to deselect it. A check mark next to an item means it is selected. Understanding Document Views In Word 2007, you can display your document in one of five views: Draft, Web Layout, Print Layout, Full Screen Reading, or Online Layout. Draft View - Draft view is the most frequently used view. You use Draft view to quickly edit your document. Web Layout - Web Layout view enables you to see your document as it would appear in a browser such as Internet Explorer. Print Layout - The Print Layout view shows the document as it will look when it is printed. Reading Layout - Reading Layout view formats your screen to make reading your document more comfortable Outline View - Outline view displays the document in outline form. You can display headings without the text. If you move a heading, the accompanying text moves with it.

7 Execute Commands with Keyboard Shortcuts There are many methods you can use to accomplish tasks when using Word. Generally, you choose an option by clicking the option on the Ribbon. However, you can also use shortcut keys. A key name followed by a plus and a letter means to hold down the key while pressing the letter. For example, Ctrl+b means you should hold down the Ctrl key while pressing "b." A shorthand notation of the above would read as follows: Press Ctrl+b Typists who are slowed down by using a mouse usually prefer using keyboard The Microsoft Office Ribbon Microsoft Office 2007 uses a visual tool called the ribbon to display all of the commands that are used to edit a document. The ribbon uses two different visual elements: tabs and command groups. 1. Each tab contains a set of groups that share a theme in common. The Home tab, for example, contains all of the commands that are used most often by most people. 2. Within each tab are groups of command icons that share a common design element. The Font group, for instance, contains all of the commands that change the way that text looks while the Paragraph group contains commands that change the way a paragraph is displayed in Word. 3. Finally, within each group are visual representations of the commands themselves.

8 Creating and managing files Opening your documents There are two different approaches you can use for opening existing Word documents. To open a document directly from Word: 1. Click the Office button. A list of your most recent documents is displayed on the right of the file menu. Click any file name to open it. 2. If the file you want is not on the list, then select the Open command. The button looks like a folder that s being opened. 3. The Open dialog box will appear. Click on the down arrow beside the Look In field and select the file location (probably your F: drive). Then choose your file by clicking its entry on the list. 4. Click the Open button in the lower right corner of the dialog box. Alternatively, you can double-click on the file name to open it. 5. The contents of your file will be displayed on the screen. Note that several documents can be open simultaneously just repeat this process. To open a document from inside My Computer: 1. Select MY COMPUTER from the Start menu or by double-clicking its desktop icon. 2. Double-click on the drive containing the required folder and file (this could also be a flash drive). 3. Double-click the folder you saved your document in, to see the files that it contains. 4. Double-click the required file name, or else select it and press [ENTER]. The file will open in Word.

9 A new empty document You need a new, empty document? Nothing could be easier! If you already have a document open on your screen, then you don t even have to close it (although this might be a good time to save it!). 1. Click the Office button and select the New option, followed by Blank Document. 2. Alternatively, you can select the Insert tab on the ribbon and click the Blank Page button on the extreme left. You ll recognise it by the icon of a dog-eared white page. 3. A new sheet will appear in your Word typewriter. Look at the title bar. You ll know the new document by its placeholder file name, for example Document2. 4. In addition, if you look at the Windows taskbar at the bottom of the screen, you ll see a new button for your new document. Don t forget to save your new document with your own file name, and in the correct location! If you d like to move from one document to another, then all you have to do is to click the corresponding button on the Windows taskbar. Creating a new folder You can create a new data area even from within Word. You do this using the Save As dialog box. 1. Click on the Office button and select the Save As option. 2. Click the Create New Folder button. 3. Now you ll see a dialog box where you ll name your new folder. Type the new name in, for example Training. 4. Click OK. 5. Word will automatically switch over to your new folder. 6. Give your file a name (the previous name that you entered was the folder name) and click on the Save button. Saving Your Work To Save Your Work for the First Time /or under a New Name

10 1. To save your new document, click the Microsoft Office Button. 2. Then click Save. A box will pop up that allows you to name your document and choose where it is saved on your computer. Click the Save button in this box to save your document. Saving your Work after the First Time Click on the disk icon in the Quick Access Toolbar in the upper-left corner of the window. OR, hold down the CTRL key and press the S key on your keyboard to save. Save frequently and if possible to multiple places so that you don t lose all of your work in the case of a power outage or computer failure. Opening a Saved Document 1 2

11 To open a Word document that is saved on your computer, open Microsoft Word and then follow the steps below: 1. Click the Microsoft Office Button. 2. In the menu, click Open to open an existing workbook. 3. Finally, find the Microsoft Word file on your computer that you would like to open and click it. When you save a file for the first time, it makes no difference whatsoever! Really it doesn t matter whether you click on the Save icon, or whether you select Save or Save As from the Office button. Word will display the Save As dialogue box so that you can specify a file name and location. Only if you save the file again will you notice a difference: o If you want to keep the same file name and location, then the Save icon and the Save menu option will both save the file with no further comment. If you d like to save an existing document under a new name, or in a different location, then you need to use the Save As command. This will display the Save As dialogue box so that you can specify another file name and/or a new folder. Saving a file on to a flash drive You might want to save your file to a flash drive. To do this, make a backup copy, or continue working on your file using another computer. Editing and Formatting Text Editing Text You must select text before you can edit it in any way. This is very important. To Select Text, do any of the following: Click at the beginning of the text to be selected. While holding the left mouse button down, drag the mouse over all the text to be selected, then release the mouse button. Double-click on a word to highlight the word and triple-click inside a paragraph to highlight the whole paragraph. To Select All of the Text in a Document 1. Click the Edit menu at the top of the screen. 2. Move the cursor down to highlight Select All and click on this. To Delete Text do any of the following Select the desired text and press the Delete key or the Backspace key on the keyboard. Click in the document after the text to be removed and press the Backspace key on the keyboard. Backspace until all the desired text has been removed. Click in the document before the text to be removed and press the Delete key on the keyboard until all the desired text has been removed. To Replace Text Select the text to be replaced and type the new text.

12 To Insert Text Click once at the beginning of the area where you want your new text is to appear. Type the text you would like to insert there. To Copy & Paste Text 1. Select the text to be copied. 2. Click the Copy command in the Clipboard Group under the Home tab located in the top left corner of the ribbon. Or you can hold down the CTRL key and press the C key on the keyboard to copy the text. 3. Click once at the beginning of the area where the text is to be inserted. 4. Click the Paste command in the Clipboard Group in the top left corner of the ribbon. Or you can hold down the CTRL key and press the V key on the keyboard to paste the text. Formatting Text To add character emphasis, change font sizes and styles, and change the alignment of text in a word document, the easiest thing to do is select the text you want to adjust and use the buttons in the various groups located on the Home tab. Formatting existing text Formatting text in Microsoft Word 2007 is easy. Simply: 1. Select the text to be formatted 2. Select the formatting options you want to apply on the ribbon. Formatting as you Type You can also type text with a specific format style. To do this: 1. Select the formatting options you want to apply. 2. Begin typing. 3. Make formatting option adjustments as needed. Adding Character Emphasis

13 To Add Character Emphasis as you Type 1. Click on an emphasis button in the Font group at the top of the screen to apply an emphasis to text. The button will highlight in orange when it is activated. B indicates Boldface type. I indicate Italicized type. U indicates Underlined type use this feature sparingly because it can be mistaken for an internet link in an online document. 2. Click on the same emphasized button again to turn off emphasis. To Remove the Emphasis from Text 1. Select the text. 2. Click any of the pressed emphasis buttons to turn them off. Changing Typeface and Font Size To Change the Typeface as you Type 1. Click on the dropdown arrow to the right of the font name in the Font group. 2. Click on a new typeface from the list of selections. 3. Type the text you want in the current typeface. 4. You can change back to the original typeface or to a new typeface by following steps 1-3. Drop down arrows Font Size Font Name To Change the Font Size as you Type You can also change the size of the text that you type. To do so: 1. Click on the down arrow of the Font Size box in the Font group. 2. Click on the new font size from the drop-down list of selections. 3. Type the desired text in the new font size. 4. Change back to the original or a different font size if you like by following steps 1-3 above. Changing Paragraph Alignment To Change Paragraph Alignment To change whether the text is lined up on the left or right side, or centered on the page:

14 1. Select the desired text. 2. Click the alignment button that matches how you want your text to look. Undoing/Redoing Changes To Undo Your Most Recent Action Align Left Center Text Align Right Justified (aligned on both 1. Click the Undo button on the Standard Toolbar. To Cancel Your Most Recent Undo 1. Click on the Redo button on the Standard Toolbar. Undo Redo

15 Checking Spelling and Grammar (Proofing Documents) Incorrect Grammar Misspelled Word Correction Submenu To Correct Spelling and Grammar Errors as You Type Word displays a red squiggly line under each spelling error and a green squiggly line for each grammatical error that it finds in your document. These squiggles will not show up when you print your document, so don t panic. For each error, right-click on the word that is misspelled or on the grammatical error. Word displays a helpful list of suggested changes in bold print at the top. Left-click a suggestion to change your word to the suggested word. Click Ignore if you choose not to accept any of the suggestions. Word is usually, but not always, correct when it locates mistakes. Remember, it s just a program, and can t think or reason on its own. To Check the Spelling of a Finished Document 1. Click at the beginning of your document, so the spell check will begin there. 2. Click on the Review tab. 3. Click on Spelling and Grammar in the Proofing group. The Spelling and Grammar box will pop up and Word will display each spelling error, one at a time, in the top of the box. Below this, it will list one or more suggested corrections. You can now: Replace the highlighted word with a suggestion by clicking on the suggestion and clicking Change on the right side of the window. Leave a word the way you ve spelled it by clicking Ignore. Clicking Ignore all will tell Word to accept all instances of the highlighted word as you have spelled it. Manually make changes by editing the sentence in the top box and click on Change. Identified Problem Suggested Changes Ignore Ignore All Change

16 4. Click Ok when Word prompts that the spelling and grammar check is complete. Though its spellchecking function works pretty well, Word is not always correct when it locates mistakes. Remember, it s just a program, and can t think or reason on its own. Always make sure that you proofread your work for spelling and grammar errors when you finish. Formatting Pages & Printing a Document Setting page margins To change the margins of your document, select Page Layout, then Margins. The most common margin width to use is the Normal option. You are also welcome to select your own margin settings by selecting Margins, Custom Margins. Setting page orientation You can decide on the orientation of your page i.e. Portrait or landscape by selecting Page Layout, then Orientation. Adding page numbers Let s start by adding page numbers to your document: 1. Select the Insert ribbon tab, and click on the Page Number button. 2. From the drop-down menu, select the position you d like for your page numbers, and one of the built-in formats. It s as simple as that! 3. Page numbers will be inserted into your document, and the Design ribbon will replace the Insert ribbon above the document window. 4. If you want to adjust the page numbering style or sequence then click the Page a. Number button again, and select Format Page Numbers. 5. Finally, click Close Header & Footer to return to your document text. Adding a header Headers and footers aren t automatically included in a new document. But that s easily remedied! Let s start with a header: 1. On the Insert ribbon, click the Header button. 2. The Header menu will drop down, offering you a choice of built-in header layouts. Select a layout by clicking on it. 3. The header area will appear above your document text (which will be greyed out). a. The Design ribbon will replace the Insert ribbon above the document window. Lesson 2 Microsoft Word 2007 Page 30

17 4. You ll see a text placeholder in the header area. Click on it and then type the text that you want to appear in the header. 5. When you ve finished creating your header, you can either click the Close Header and Footer button, or if you d like to add a footer as well, then click the Footer button. To edit an existing header, just double-click anywhere in the header area. To remove a header, click the Header button and then select Remove Header from the bottom of the drop-down menu. Adding a footer Adding, editing or removing a footer follows the same steps as described above for a header. Just click the Footer button instead of the Header button! Printing a Document The Print dialog box This is the approach that I recommend: 1. Click the Office button and select the Print command. 2. The Print dialog box will appear. 3. If you have more than one printer to choose from, they will be available in the Printer area. Click the drop-down arrow next to the Name field to select your preferred printer. 4. Would you like to print selected pages only? Find the Page Range area, and type the page numbers that you d like printed in the Pages field. 5. If you d like more than one copy of the document, then enter the required number of copies in the Number of Copies field. 6. If you d like to print more than one page per sheet (compressed printing), then select the required number in the Pages per Sheet field. 7. Click OK when you re satisfied with your settings. The specified document pages will be sent to the printer. Lesson 2 Microsoft Word 2007 Page 31

18 Creating Tables and Adding Graphics Arranging text with tables If you need to include structured text in your document, then using a table is the easiest way to make sure that it will remain neatly formatted, even when you edit it. Creating a table It s really easy to create a table. Here s what you need to do: 1. Click at the point in your document where you d like to add a table. 2. Click on the Insert ribbon tab. 3. Click on the Table button just below the Insert tab. 4. A blank table grid will appear. 5. Position the mouse pointer in the top left square of the table grid. Click the left button, and hold it down while dragging the mouse down and to the right. This is how you specify the number of columns and rows you d like in your table. 6. Release the left mouse button, and the framework of your table is included in the document. After you create a table, the Design ribbon will be displayed giving you a choice of standard table styles. Or use the Borders and Shading buttons to design your own! Adding text to your table 1. After you ve created the table, the cursor will be blinking in the first cell. You can begin typing here. 2. To move on to the next cell, just press the [TAB] key. 3. When you want to move to the next line, just press [TAB] again. Don t press [ENTER] that will create a new line inside the current cell. What if you ve reached the end of the table and you need another row? Pressing the [TAB] key will automatically add it. Deleting rows and columns 1. Position the cursor in the row or column that you want to get rid of. 2. Click on the Layout ribbon tab. 3. Click on the Delete button, and a drop-down menu will appear. 4. Select an option to delete cells, columns, rows, or even the entire table. Adding rows and columns You need to have the Layout ribbon visible for this too. Lesson 2 Microsoft Word 2007 Page 32

19 1. Position the cursor in the row (column) next to which you want add another row (column). 2. Click on one of the Rows & Columns options (located on the right of the Delete button). The new row or column will be included in your table. Adding ClipArt to documents 1. Click at the point in your document where you d like to add a ClipArt graphic. 2. Click on the Insert ribbon tab. 3. Click on the ClipArt button. 4. A ClipArt pane will open on the right of your document. 5. Type a descriptive term in the Search For field, for example sport. Then click Go or press [ENTER]. 6. The ClipArt Gallery will show you all the available graphics related to this theme. 7. Clicking on a picture will insert it in your document. To remove a graphic from your document, click on it and then press the [DEL] key. Moving graphics It s easy to move a graphic wherever you want it: 1. As you move the mouse pointer over the graphic, it will change into a four-headed arrow. 2. Hold down the left mouse button, and drag the graphic to wherever you d like it. Scaling graphics 1. Click on the graphic to select it. You ll know it s selected when you see eight small selection marks around it. 2. Move the mouse to one of the corners. The mouse pointer changes to a double arrow. 3. Hold down the left mouse button, and drag the corner of the graphic until it s the size you d like it to be. Text flow around graphics When you add a graphic, it will probably obstruct some of your text. That isn t good! So let s make the text flow around the graphic instead: 1. As soon as you click on a graphic, a Format ribbon tab appears at the top of the screen. 2. Click the Format ribbon tab. 3. Click on the Text Wrapping button. Lesson 2 Microsoft Word 2007 Page 33

20 4. Select a position for the graphic relative to the text around it. For example, if you d like the text to flow around the contours of the graphic, select Through.) Styles Choose a Style Set When working with Word, you can use styles to quickly format your documents. A style is a set of formats consisting of such things as fonts, font colours, font sizes, and paragraph formats. A style is a set of font and/ or paragraph formats. The styles group is used to apply styles. By applying a style, you apply several formats at once. You can use the styles that Word provides, or you can create your own. Two good reasons for using styles are: 1. Efficiency - Once you create a style, you eliminate the need to format again and again. 2. Consistency - Every part of your document that uses a particular style will be formatted exactly the same way. Word 2007 supplies you with predesigned style sets that contain styles for titles, subtitles, quotes, headings, lists and more. When using Styles you need to tell Word what is headings, and what is the body of the text. You must also define how headlines and text should look. If you change your mind, you can change the formatting of all the headings at the same time. Styles also offer other opportunities. They are, for example, necessary if you want to create an automatically generated table of contents in your document. 1. Make sure the Home Tab is selected in the Ribbon. In the Home Tab there is a section with a button called "Styles." Here you select Styles for your text. Currently the Normal button is selected (Figure 18). This button will be highlighted no matter where you place the cursor in the text. Figure 18: Style group This is because the Style Normal is always used unless you choose something else (default). As you can see, there are six visible Styles to choose from. There are actually several more, and you can view them by clicking on the arrows to the right of the Style buttons. You can still see only what is called "Quick Styles", and the selection is partly based on what you have already used in your document, and partly on Lesson 2 Microsoft Word 2007 Page 34

21 what the programmers felt is most important to have at your fingertips. There are many more to choose from, but you have to go into a menu system to find them. We will try that later. Notice the middle two Styles buttons. They appear to be called the same, namely Headi... It is because the buttons are designed so that you cannot immediately see the entire Style name. The two buttons are named Heading 1 and Heading 2. If you place the cursor over them, a small "tool tip" will appear displaying the full name of the Style. 2. Highlight the first line of text in your document. 3. Press the Heading 1 button in the Ribbon. Your headline has now changed slightly to the pre-designed format for the Style "Heading 1". If you do not like the existing format, you can change it. 4. In order to advance a little further, we need another heading in the document. Insert a blank line above the text I will also learn... You can insert a blank line by placing the cursor in front of the word I in the above text and press the ENTER key. 5. Write Pictures and Charts on the blank line. 6. Select the line and click the Heading 2 button in the Ribbon. You now have a "Subtitle", also called a "Level 2 Heading", in the document Figure 19: The Document with two headings on level 1 and level 2 respectively The body of the text still has the Normal" Style, but we might want to change the "Normal" Style. It can Lesson 2 Microsoft Word 2007 Page 35

22 be changed just like all other Styles. Customising Styles The "Normal" Style is excellent for general text. It is basically set up to use the font "Times New Roman" in point size 12, which is pleasant to read. But perhaps we can still improve the style a little. To have documents with straight margins", this means that the spaces between the words must adapt so that all lines reach the right margin, excluding the lines that are closed with a line break. 1. Right-click the Style button Normal in the Ribbon. 2. Click Edit in the menu that appears. Figure 20: A right-click on the Style button gives access to changing the Style You are now in the Style settings, so let us take a look at the possibilities. Lesson 2 Microsoft Word 2007 Page 36

23 Figure 21: Settings for Style Name is obviously the name of the Style whose settings you are changing. *Style in next section sets the style you switch to when you press ENTER to switch line. This is relevant for example for Headlines, where an automatic switch back to the Normal Style is convenient. But the "Normal" Style will still be "Normal" until we choose another. Below, you can change the font, font size, alignment, colour, etc. You can see in the big window what effect it will have on the text. Add to the list of Quick Styles has already been selected. The list of Quick Styles is the buttons in the Ribbon that we have already used. You can choose whether the changes you make will apply only to the current document or to all new documents based on the Template. The Template was the one we used when we selected a new blank document in the beginning. Finally, we have the Format button at the bottom. It gives us access to even more settings, like settings for font, adjusting the spacing between lines and sections. This is also where you can change look of the bullets. In this exercise we will only change the text alignment. The rest I will let you experiment with yourself. 1. Click on the Alignment button (see Figure 22). 2. Click on the OK button. Figure 22: The Alignment button The lines that use the "Normal" Style have now been aligned with the margins. In this example, we are working with a short text, so it might not be obvious just how handy this feature is, but imagine if you were working on an entire book or a large report. You can of course change the Heading Styles in the same manner, so everything appears exactly as you want it Lesson 2 Microsoft Word 2007 Page 37

24 Choose a Style Set 1. Choose the Home tab. 2. Click Change Styles in the Styles group. A menu appears. 3. Click Style Set. A menu appears. You can choose from any of the styles listed on the menu. 4. Click Simple. Word 2007 reformats all of the paragraphs into the Simple style by applying the Normal format to each paragraph. Apply a Style You can see of all the styles available (style gallery) to you in the style set by clicking the launcher in the Styles group and opening the Styles pane. You can leave the Styles pane open and available for use by docking it. To dock the Styles pane, click the top of the pane and drag it to the left or right edge of the Word window. You do not need to select an entire paragraph to apply a style. If the cursor is anywhere in the Lesson 2 Microsoft Word 2007 Page 38

25 Apply the Title Style 1. Choose the Home tab. 2. Click the launcher in the Styles Group. The Styles pane appears. You can drag it to the side of the Word window to dock it. To close the Styles pane, click the Close button in the upper right corner of the pane. 3. Click anywhere in the paragraph "Single-Parent Family Career Help." 4. Click Title in the Styles pane. Word 2007 applies the Title style to the paragraph. Lesson 2 Microsoft Word 2007 Page 39

26 Working with Long Documents Creating Table of Contents Now that we have made some real headings using Styles, I want to show you how to make an automatic table of contents. A good rule of thumb is that a report of twelve pages or more should have a table of contents. In Word this is easily done if you have used Heading Styles. The table of contents will adapt automatically if you make any changes to the document. We will use the document that we have worked with in recent exercises. It is only a half-page, so I have to admit that it seems a bit silly to make a table of contents, but in this way you do not have to write 12 pages of text before we can begin the exercise. 1. Insert a blank line at the top of the document. Do this by placing the cursor before the word "This" in the top header and press the ENTER key.. 2. Click the References Tab in the Ribbon, and click the Table of Contents Tab 3. Click on the top example in the menu that appears. Lesson 2 Microsoft Word 2007 Page 40

27 Figure 23: The Table of Contents Tab Lesson 2 Microsoft Word 2007 Page 41

28 You now have a short Table of Contents listing the headings on page 1 of your document. Table of Contents If you have access to a larger Word document, where the author has used Heading Styles, you can perform the exercise using that one instead. Update Table of Contents You should know that the table of contents does not update automatically. To update it with new/revised title and page number, right-click and click Update Field in the menu that appears. Alternatively you can hold down the CTRL key and press the A button to select the entire document. Then press the F9 key to update all automatic text fields in the document. Using this method can be an advantage as tables of contents is not the only type of auto-generated text in Word. You can also create index and figure numbers, which will also be updated in this way. Lesson 2 Microsoft Word 2007 Page 42

29 IMPORTANCE OF MICROSOFT WORD Microsoft Word is an effective tool for creating all kinds of documents like letters, memos, reports, term papers, and typesetting novels and magazines, etc. Microsoft Word offers you specialized tools for formatting your document in various ways; perform spelling and grammar check to produce standard and error-free documents; in-built thesaurus for finding appropriate synonyms to replace repetitive words/phrases; word count feature for a statistical report of your document; drawing and graphics editing tools to add a touch of graphics or images to go with your documents; sounds and video handling tools to add multimedia feature to a document; numerous wizards and tools for creating and distributing merged faxes, form letters, labels and envelopes, etc. Microsoft Word is highly useful for creating text of large volume. You can easily create and maintain mailing lists, create personalized documents and create newsletters in Word. It also helps you send documents to a group of people for feedback. Word provides customized assistance in many ways. With Word, you can import files or objects from other programs and use them in your documents. Word also offers facilities for exporting documents to other packages, e.g. Lotus Notes, WordPerfect, etc. Etc. Lesson 2 Microsoft Word 2007 Page 43