An Introduction to Microsoft Office Olathe District Schools Instructional Technology

Transcription

1 An Introduction to Microsoft Office 2007 Olathe District Schools Instructional Technology Last Updated ~ September, 2008

2 Installing MS Office 2007 At the conclusion of this MS Office 2007 training, you will be ready to install the MS Office 2007 suite of applications on your desktop computer. Follow the instructions detailed below to install the MS Office 2007 suite. Before You Begin The MS Office 2007 installation removes MS Office 2003 from your computer as part of the installation process. You will no longer have access to MS Office 2003 on your computer. The installation process may take up to 30 minutes to install. It is best to close all applications and do not work on other computer tasks while the installation is running. Begin the MS Office 2007 Installation Close all open applications and files. From the Start Menu choose All Program > SOFTWARE > Office 2007 located at the top of the All Programs group. Software The program will begin to install and the blue dialog box shown below will appear. When the installation is complete, click CLOSE at the completion screen. The computer will reboot automatically. Login to the computer again and launch MS Office

3 You will now find the MS Office Suite of applications under START > All Programs. You may wish to PIN your frequently used applications to the Start Menu so that you can access the programs quickly. To do this, RIGHT-CLICK on the application name and choose Pin to Start Menu, as shown below. The installation process does NOT automatically put shortcut icons on the desktop of your computer. When you open MS Word 2007, or any another Office 2007 application for the first time, you will see the screen below. Choose the top checkbox. Click Next. 2

4 On the subsequent screen, choose the top radio button and press Finish. You will not see these dialog boxes again. Install the Office 2007 PDF Add-In MS Office 2007 provides the ability to save documents as PDF documents, without the need to purchase/install Adobe Acrobat. You will however need to install the Office 2007 PDF Add-In so that you will be able to save documents in the PDF file format from the Office 2007 applications. This file has been placed in a folder on a network drive as shown below. Your trainer will provide you with the location for this file. Open the folder and double-click on the file shown below. 3

5 Choose Run. Click the Accept. Checkbox. Click Continue.. Click OK. You may now save Office 2007 documents in the PDF file format, from the Save As command. Note: Depending on the application, you may still need to choose the PDF file type from the Save as Type drop-down box, even after choosing the Save As PDF command, as shown below. 4

6 Introduction to MS Office 2007 Welcome to the new world of Microsoft 2007 Office. Office 2007 is a major change from previous Office versions. You will find Office 2007 very intuitive after you use it for just a short time. This training guide will introduce you to some of the many new features of the Office 2007 environment. By the end of the training, you should be familiar with the Microsoft Office Button, the Quick Access Toolbar, Ribbons, Tabs and Groups. For this portion of the training, Microsoft Word 2007 will be used to illustrate the Ribbon, Tab and Group examples. Thus, this portion of your training will also be focused on introducing you to Microsoft Word 2007 as you complete familiar word processing tasks. The Microsoft Office Button Open Microsoft Word 2007 The first thing you ll notice, when you open a 2007 Office application is that there is no longer a File Menu nor is there a Menu Bar. The arrow shown above points to the MICROSOFT OFFICE BUTTON which replaces the File Menu. As you move your cursor over the Microsoft Office Button and hover, a preview image (image on right) will appear. Let your mouse hover over the Microsoft Office button. Now, click on the Microsoft Office button. 5

7 When you click the Microsoft Office button, it will turn orange and a Filelike menu will appear (similar to the image on the right). You ll notice that you now have various icons to choose a command and some of the icons have black arrows pointing to the right. These arrows indicate that there are additional choices for that command. On the right side of the Microsoft Office Button menu you will see your most recently used files Recent Documents. The last 17 documents opened will display in the list. You may also click the push pin to pin the file to the list so it does not get pushed off the list. Note: Each Microsoft Office Button menu is similar and yet unique to each Office 2007 application (Word, Excel, PowerPoint, Access). Move your cursor over the arrow to the right of the Print button. Note: Clicking on the command immediately displays the Print Dialog Box. 1. additional print choices appear 2. preview and print the document choices appear 3. Click Print at the top of the Menu. 6

8 A standard Print Menu dialog box appears. Cancel the Print Dialog Box. If you look at the bottom of the Microsoft Office Button menu screen you will see two buttons. Since you are currently using Word, the buttons indicate Word Options and Exit Word. When you click the Word Options button the dialog box below will appear. Notice, on the left side of the menu screen there are a number of choices (e.g. Popular, Display, Proofing, etc.). When you click a choice on the left side of the screen, the options for that choice appear on the right. Take a few minutes and move through these choices to familiarize yourself with the options/commands on this menu screen. Olathe District Schools Note: You will see that Microsoft has placed many resources in this area that used to display under the Tools Menu > Options Command, in previous versions of MS Office. An Introduction to Microsoft Office

9 The last choice is this list Resources provides online resources for the application you are using. Click the Microsoft Word Resources link and the options below will appear. Close the Word Options dialog box. f the useful online resources available to you. 8

10 The Quick Access Toolbar In the upper left corner of the screen to the right of the Microsoft Office Button you will see an area called the Quick Access Toolbar (image on left). This area is quite handy as it can contain your most used buttons in Office applications Save, Undo, Redo, Print and Print Preview. You can customize this toolbar by adding and removing as many Quick Access buttons as you desire. In the Quick Access Toolbar (on the left) you can see that small vertical separator lines have also been added between related commands. There are several ways to add new buttons to the Quick Access Toolbar. Example #1: to add the Insert Picture button to the toolbar, do the following. Click the Insert Tab and then RIGHT click the Insert Picture button. Click Add to Quick Access Toolbar. T he Insert Picture button is added. You can add any button to the Quick Access Toolbar by repeating this process. Example #2: to add the Crop button to the toolbar, do the following. (See illustration on next page.) Click the down arrow at the right side of the Quick Access Toolbar. Choose More Commands. Click Choose Commands from. Choose Picture Tools from the drop down list. Choose the Crop command. Click the Add button. Add Separator Lines as Shown in the image on the next page, using the top item Separator from the list of commands. Reorder the commands and separator lines as shown. Click OK. 9

11 Notice the change in the Quick Access Toolbar at the top of your window. To remove buttons from the Quick Access Toolbar just RIGHT click on the button you desire to remove and choose Remove from Quick Access Toolbar. An In troduction to Microsoft Office 2007 Olathe District Schools 1 0

12 The Office 2007 Ribbon This is a new term in Office The Office 2007 Ribbon stretches across the top of the application window with features to assist you as you click the Ribbon Tabs. Let s take a look at the different components of the Office 2007 Ribbon. Tabs The Home Tab Below the Microsoft Office Button and Quick Access Toolbar is a series of Tabs/Ribbons. Tabs are similar to the Drop Down Menu choices in previous versions of Office. The Tabs are, logically, a bit different for each 2007 Office application to assist you with the most common features of that application. All the 2007 Office applications begin with the Home tab. Clipboard Group Clicking the Home Tab displays the Home Ribbon, the ribbon displays across the top of the window. The Home Tab/Ribbon for Word 2007 looks like the image above. Note: There will also be additional tabs called Contextual Tabs that will appear only when certain objects are selected on the page, such as: photos, charts and tables. You ll notice that the Home Tab/Ribbon for each MS Office 2007 application shows the Clipboard as the left Group of commands. Each Tab/Ribbon will display a set of related commands that are organized in Groups. 1 1

13 Groups In the image below, each of the arrows points to a different Group in the Home Tab Ribbon. The Home Tab contains the most frequently used commands for that application. Clipboard Group Font Group Paragraph Group Styles Group Editing Group The Clipboard Group The first Group on the Word Home Tab is Clipboard. To open a Group s Further Options area move your cursor over the down pointing arrow in the lower right corner of a group. This is also called the Dialog Box Launcher. Show Further Options Close Window When you click this arrow for the Clipboard Group, the image on the right appears. Of course, if you haven t copied or cut any text or objects, the Clipboard will be empty. Notice that the Clipboard appears on the left side of your screen and shows any text or images you ve copied. To close this group, click the X in the upper right corner of the Group. Briefly familiarize yourself with each group on the Home Tab/Ribbon and take a look at the contents of each group in Microsoft Word

14 Saving MS Word 2007 Documents Save the blank Word 2007 document currently open using the Office Button and the Save As: command. Name the document: intro to ms word 2007 o Pausing over the Save As command brings up additional options before saving such as saving as a different type of file. o Clicking on the Save As command displays the Save As Dialog Box and will allow you to name the file, choose the location and will save the command as a 2007 Word document. Notice this document will now have a 4 letter extension. docx Office 2007 documents have a 4 letter extension as shown below. For Word, Excel and PowerPoint 2007, the default file extension has an added x to the end of it. This indicates the Open XML format that Office 2007 now uses. This change in file format permits some new features to be made available to you. Some of the new features are: Reduced File Size Increased Security Reduced Chance of File Corruption Save the document down to a Word document, using the Save As command from the Office Button window. Notice the change in the title bar. An Introduction to Microsoft Office 2007 Olathe District Schools 1 3

15 Working with and Converting Office 2003 Documents Office 2007 will be able to open all documents created with an earlier version of Microsoft Office. When you open a Word document in Office Word 2007, Compatibility Mode is turned on, and you see Compatibility Mode in the title bar of the document window. Thus, when you open all current documents you have saved on any network drive, they will open in Compatibility Mode. In Compatibility Mode, you can open, edit, and save Word documents but you won't be able to use any of the new Office Word 2007 features. It is just as if you are still working in Word 2003, but with a new look and no new features! You can choose to Convert the document to a Word 2007 document by choosing the Convert Command under the Office Button menu. This command does not display unless you have opened a document created by a previous version of Word. 1. Click the Microsoft Office Button, and then click Convert. 2. In the Microsoft Office Word dialog box shown above, click OK. 3. To save the document, click the Microsoft Office Button, and then click Save. Important: The document does NOT replace the previous document if the document originated from a network drive. Thus, you will need to DELETE the previous MS Office 2003 version of the document. If you don t do this, you will quickly run out of network drive space! 1 4

16 Sharing Documents with Others If you send Word 2007 files to someone that doesn t have the new 2007 version of Office, they will be prompted to download and install the Microsoft Office Compatibility Pack, if it is not already installed on their computer. All district computers should already have this installed. The Help Desk can assist anyone with installing if needed. Although 2007 documents can be opened with prior versions of Office, any new features used to create the document will not be editable. You can run the Compatibility Checker from the Office Button, Prepare Command, to see what, if any, compatibility issues might occur if you shared the document with someone that did not have Office 2007 installed. A good rule of thumb to use is: If you do not need the document to be edited by the person to which you are sending the document, save the document as a PDF document first and share that file instead. This way you will be sure that the document appears just like it does when you are viewing it in Word Enter and Format Text in a new Document We will now begin to work with some of the commands in MS Word 2007 to help you get accustomed to using the new version of the software and find your way around in this new interface. Enter the following title and paragraph of text in the current Word 2007 document exactly as shown. Use the default font to begin typing. Notice the default font is no longer Times New Roman, rather Calibri, size 11 font. Food Facts Cafe 233 uses disposable dishes due to space issues in the district kitchens. The initial cost to switch to permanent dishes would be over $11 million for building additions, equipment, and operational costs. A compostable food tray might cost $300,000 more per year than the current product. 1 5

17 Font Group Remember, in the Font Group, you have the most used Font features. However, if you desire additional font options to display, click the corner arrow at the bottom of the Font Group to open the Font Dialog Box. An old friend the Font Dialog Box appears. You ll continue to see this as you work with Office Many of the familiar menu screens/dialog boxes will appear in logical places. Cancel the Font Dialog Box, if needed. Use the Font Group commands to change the paragraph to a different Font. Notice the LIVE PREVIEW as you hover over a font. Use the UNDO button on the Quick Access Toolbar to change it back. 1 6

18 The Select Text Mini Toolbar When you re working with text in Word 2007, a great new thing occurs as you highlight text a Select Text Mini Toolbar appears! Drag to highlight the text $11 Million you just entered. Position and pause your cursor over the highlighted area to cause a shadow like toolbar to appear. You will need to drag your mouse slightly up and into the shadow like area to cause the Mini Toolbar to become opaque and display. Move the cursor over the toolbar and use it to modify the text. Use this method to change the format of the red text as shown below. After highlighting the text, pause over the highlighted area. Then, drag your mouse up and onto the shadow like area to display the Mini Toolbar. Note: You may also right click the highlighted text and the Mini Toolbar will also appear, along with a pop up menu. This is really handy as many of text formatting features are in the Mini Toolbar. The first time you try this, be patient, it sometimes takes a few tries to position the cursor correctly. Food Facts Cafe 233 uses disposable dishes due to space issues in the district kitchens. The initial cost to switch to permanent dishes would be over $11 million for building additions, equipment, and operational costs. A compostable food tray might cost $300,000 more per year than the current product. 1 7

19 Paragraph Group Notice in the Paragraph Group you again have the most used Paragraph features. However, if you need to use all of the paragraph commands, click the corner down arrow in that group to display further options. (Paragraph Dialog Box) The Paragraph Dialog Box appears providing more options for formatting paragraph elements. Cancel the Paragraph Dialog Box. Position your cursor anywhere in the paragraph of text you entered. Use the Shading command and the Left Border command in the Paragraph Group to format the text in your paragraph as shown below. Food Facts Cafe 233 uses disposable dishes due to space issues in the district kitchens. The initial cost to switch to permanent dishes would be over $11 million for building additions, equipment, and operational costs. A compostable food tray might cost $300,000 more per year than the current product. 1 8

20 Use the Clear Formatting command button in the Font Group to clear any formatting from the paragraph. Line Spacing The line spacing command in the Paragraph Group is used to change the line spacing in the paragraph. Notice the default spacing for paragraphs is Shortcuts for changing line spacing may still be used. Control +1 for single spacing, Control +2 for double spacing, Control + 5 for 1.5 spacing. Click in the Title above the paragraph. To clear the spacing below the title, choose the Remove Space After Paragraph command. The default in Word 2007 is to add space below all titles. 1 9

21 Styles Group The next Group on the Word Home Tab/Ribbon is the Styles Group. In Microsoft Word 2007 you can now select a style from the Styles Group (image below). If you click the arrow in the lower right corner of the Styles group, you will see additional choices in the resulting Styles Window. Show More Click the Show More arrow to view an image similar to the one below. You may not see all of the styles shown below, depending on the styles you have most recently used. Notice that the text that was highlighted when this arrow was chosen was formatted in Times New Roman Normal. Next, you will see one of the really neat new features in Office

22 Using the Styles Group LIVE PREVIEW Highlight the title for the paragraph you entered. Open the Styles Group. Move the cursor over the Style choices, and notice that the entire paragraph changes to that Style for you to easily preview and choose. Hover over various styles. Notice the appearance of the text on the page. Change the paragraph title Food Facts to use the style Heading 1. Change the paragraph style to any other style. Food Facts Cafe 233 uses disposable dishes due to space issues in the district kitchens. The initial cost to switch to permanent dishes would be over $11 million for building additions, equipment, and operational costs. A compostable food tray might cost $300,000 more per year than the current product. NOTE: Styles can be modified at any time. For instance, you can right click on the Heading 3 style and choose to modify it so that Heading 3 will appear in a different color, size, etc. any time it is used. NOTE: If you have applied a style and wish to remove it, do the following. Highlight the text and choose Clear Formatting from the More Styles window. 2 1

23 Styles and Themes Styles and Themes are related in all Office 2007 applications. Click on the Page Layout Tab/Ribbon and use the Themes Group to change this document to another theme. Notice the Live Preview effect again. The default theme for a new Word 2007 document is the Office Theme. Themes control coloring, font, font size and font styles that are used to display styles that have been applied throughout a document. You should now have a basic feel for how Tabs, Ribbons, Groups, the Quick Access Toolbar and the Select Text Mini Toolbar work together to assist you with accessing commands. You will not become completely comfortable with finding and using familiar commands however until you begin to use Office 2007 on a daily basis. Quick Review 1. The replaces the old File Menu and its commands. 2. Click on a to view a that divides commands into separate of related commands. 3. The is located in the top left portion of the window and houses commonly used commands for easy access. We will now continue to use MS Word 2007 to gain practice performing some common tasks as well as gain practice with the rest of the Tabs/Ribbons, Groups and Commands. 2 2

24 Other Tabs/Ribbons When you move to the other Tabs/Ribbons, you ll notice that they contain their own unique Groups associated with that Tab. Insert Tab The Insert Tab/Ribbon (below) has logical things that you would insert into a document Shapes, Pages, Tables, Illustrations, Links, Headers/Footers, Text and Symbols. (The Insert Groups are displayed below.) You will now use some of the Insert Commands to perform some common tasks. 2 3

25 Inserting and Formatting a Picture Click to the left of the first word in the first sentence. Use the Insert Picture command from the Insert Ribbon s Illustration Group to insert the district logo graphic from the training folder on the network drive. Use the bottom right corner resizing handle to resize the logo to the approximate size shown below. Double click the logo to display the Picture Tools Contextual Tab and Ribbon. If you click off of the graphic, this ribbon disappears. In the Arrange Group, choose Text Wrapping and change the setting to Tight. Return to the Home Tab/Ribbon. Use the shading tool to add a custom color to the paragraph as shown below. Food Facts Cafe 233 uses disposable dishes due to space issues in the district kitchens. The initial cost to switch to permanent dishes would be over $11 million for building additions, equipment, and operational costs. A compostable food tray might cost $300,000 more per year than the current product. Pressing Enter at the end of a shaded area may extend the shading to the new paragraph. Use the Clear Formatting Command from the Font Group to remove the shading from the paragraph. 2 4

26 Using the Picture Tools Contextual Tab to Format Pictures and Clip Art Press Control Enter at the end of the previous paragraph to begin a new page in the training document. Insert the photo of the flag shown below from the network drive. It will have a full rectangular shape to begin with. Double click the image a Picture Tools Tab/Ribbon is now available at the top of the window. Use the Picture Shape Command in the Picture Styles Group to change the shape of the flag to shape similar to what is shown below. Add a border using the Picture Border Command from the Picture Styles Group. Insert the Clip Art of the volleyball player using the Insert Clip Art command from the Insert Tab/Ribbon and Illustrations Group. Use the Search Box to enter volleyball. Important: The first time you search for ClipArt, you will be asked if you want to find all clipart on Microsoft Online. Choose YES!. Choose any volleyball related photo, as shown below. Double click the image a Contextual Picture Tools Tab/Ribbon appears again. Use the Picture Styles Command to change the style of the image similar to what is shown below. (Rotate, White) Change the Text Wrapping setting to Tight and enter the text shown below. The Olathe South Volleyball team has two members that were part of the local team that took 5 th place at the Junior Olympic National Volleyball Championships this summer in Dallas, Texas. Congratulations girls! Close the Clip Art Panel when you are finished inserting clip art. 2 5

27 Inserting and Formatting SmartArt On the Insert Ribbon/Tab there is a new command that improves upon the old Drawing Toolbar. It also now includes a much improved feature called SmartArt. Press Control Enter to create a new blank page in the practice document. Insert a SmartArt Graphic, from the Insert Ribbon, Illustrations Group. Choose Pyramid and then click OK. 2 6

28 A Pyramid Diagram, similar to the one on the right, will appear. Now it gets exciting! When you click the Pyramid you ll notice a new SmartArt Tools Ribbon/Tab appears. Similar to Picture Tools, you ll notice several Layout and SmartArt Styles Groups designed for enhancing the Pyramid on which you re working. If you click the Change Colors button in the SmartArt Styles Group an image like the one at right will appear. As you move your cursor arrow over the Primary Theme Colors, you ll see that the Pyramid changes to that color. Colorful is the one shown. 2 7

29 If you now move your cursor arrow over one of the images in SmartArt Styles you ll see an image similar to the one at right. Select any 3 D Style for the pyramid graphic. Click the dotted handle at the left side of the SmartArt Graphic to display the bulleted text area. You can enter text in this area or directly on the SmartArt Graphic. 2 8

30 Fun Time Sleep Time Work Time Enter Text and Format the SmartArt object similar to the one shown above. Highlight and then Right Click the text boxes to format the text. Use the SmartArt Tools Design Tab, to add a shape above or below the 3 tiers of this pyramid. Use the Smart Art Tools Format Tab to change the text in the pyramid pieces to a WordArt style. 2 9

31 Inserting and Formatting Text Boxes Press Control Enter to create a new blank page in the practice document. From the Insert Tab, choose Text Group > Text Box. Choose Simple Text Box. Enter text in the Text Box as shown below. Click in the Text Box then click the Text Box Tools Format Tab. In the Text Box Styles Group, choose the style shown below. Don t forget to sign up for additional training on Microsoft Excel 2007, Publisher 2007 and PowerPoint Create another new text box similar to the one shown below. Format the Text Box Fill and Line Color using the Text Box Styles Group, from the new Text Box Tools Format Contextual Tab/Ribbon. Change the Shape of the Text Box using the Change Shape command. Highlight the text and change the font color. The result should be similar to the example below. Don t forget to sign up for additional training on Microsoft Excel 2007, Publisher 2007 and PowerPoint This is an example of the sticky note Text Box. It can be formatted with any fill color and border color. Braces Quote There are many other types of text boxes and styles that can be used as illustrated at left. 3 0

32 Inserting and Formatting Tables There are several different ways of inserting various types of tables in Word Press Control Enter to create a new blank page in the practice document. Using the Insert Tab, click the Table drop down arrow in the Tables Group. Drag to choose to insert a 2 x 6 table. Enrollment at Olathe High Schools Olathe East 1485 Olathe North 1384 Olathe Northwest 1399 Olathe South 1512 Total Enrollment 5780 Once the table is inserted, you may format it as shown above using the Table Tools Design and Layout Contextual Tab/Ribbon commands. Use the Eraser Tool to erase the border line in the 1 st Row to merge the 2 cells together. Enter data into the table as shown above. Click inside the table. Click the Table Tools Tab in the Ribbon area. Use the Table Tools Design Tab to format the table to a desired appearance. Use the Table Tools Layout Tab to insert a Formula that will add the 4 enrollment amounts. Using the Insert Command drop down menu, you may also insert a preformatted built in Quick Table such as shown below. Insert a ITEM NEEDED Books 1 Magazines 3 Notebooks 1 Paper pads 1 Pens 3 Pencils 2 3 1

33 Insert Headers and Footers Headers and/or Footer may be inserted within a Word 2007 document in a similar fashion to older versions of Office. However, there are many new preformatted headers and footers from which to choose. This section of the training provides instruction for entering a footer using 3 different scenarios. Inserting a header would follow the same process. Creating a Simple Page Number Footer or Header If you simply want to add page numbers to your document, you may choose Insert Tab, Page Number command, then choose a style for the page number and the location. Creating a Footer for Every Page Using the Insert Tab, choose Insert Footer. Select the desired footer from the options shown. o Blank Footer 3 Columns Shown Below 3 2

34 Creating a Footer for the First Page that is Different than the Rest of the Pages Using the Insert Tab, choose Insert Footer. Select the desired footer from the options shown. o Pinstripes shown below With the footer still showing, use the Footer Tab commands to choose Different First Page from the Options Group in the Footer Tools Tab Ribbon. The first page will now have a different footer than the rest of the pages in the document. Note: Double clicking in the footer section at the bottom of the document page will open up the Footer Tab/Ribbon for editing. An Introduction to Microsoft Office 2007 Olathe District Sc hools 3 3

35 Creating Custom Building Blocks Building Blocks are preformatted selections of text than can be easily added in any location in a Word 2007 document. There are some building blocks that are already created such as the preformatted Text Boxes, Headers and Footers, etc. that are already built and ready to insert into a document. However, you can create your own custom building blocks to insert as well, such as a company name, department name, address, etc. Creating a Building Block for a Personal Address Block Enter an address block for yourself as shown below. Connie Smith Olathe District Schools Instructional Resource Center Black Bob Road Olathe, KS Place the district logo before your name and change the text wrapping, if necessary. Highlight the text you just entered and click the Insert Tab. It will appear as if the graphic is not selected, but it is. Choose Save Selection to Quick Part Gallery In the resulting Dialog Box, enter the desired information. Create a new Category, if applicable, such as USD 233. Click OK. 3 4

36 Inserting Quick Parts Delete the selected text and graphic from the document. To insert the Building Block Quick Part, choose the Insert Tab, then Quick Parts. You may also insert Quick Parts by choosing the Quick Parts down arrow, then the Building Blocks Organizer command. Clicking directly on the CATEGORY column heading will alphabetize that column. For example, clicking on the CATEGORY column alphabetizes the contents by category, alphabetically. Choose the desired Building Block. Click Insert and then Close. 3 5

37 Creating a Quick Park to Insert the Filename & Path in a Footer Make sure you have saved your document in the desired location before continuing... Place your cursor on a blank line in your document. Click the Insert Tab. Click the Quick Parts down arrow from the Text group. Choose Field. Choose FileName and click the checkbox next to Field Options Add Path to Filename. Click OK. The Filename and Path now appear wherever your cursor is located. Now, to make this easier next time. Drag to select the Filename and Path that was just entered in the document. H:\Office 2007 Training USD 233 July 2008\Inserting the Filename Path in a Footer.docx Choose the Quick Parts down arrow and choose Save Selection to Quick Part Gallery. Enter a name for the new Building Block such as Filename and Path Footer and place it in a new category USD233 (if you haven t already created that category for a previous Building Click). Click OK. 3 6

38 From this point forward, you can now use the Quick Parts drop down box to quickly choose the Filename and Path Footer from the Quick Parts list and update the field contents as shown below. Example: Start a new document and save it. From the Insert Tab, choose Footer Blank. Click in the Type Text field in the displayed footer area. From the Insert Tab, choose Quick Parts, click the Filename and Path Footer Quick Part. The Filename and Path now display in the footer. Note: If the filename needs to be updated at any point due to saving the file under a new name, etc., you can right click on the footer field and choose Update Field. 3 7

39 Page Layout Tab The Page Layout Tab/Ribbon also has logical selections Themes, Page Setup, Page Background, Paragraph and Arrange. Most of the Page Layout commands are not any different than they were in previous versions of Word. However, there are a few changes such as changing the color of a page s background, easily inserting watermarks, etc. The Page Layout Tab is also where you will now find the following frequently used commands: Page Orientation Margin Settings Paper Size Paragraph Spacing Indentions Page Breaks and Other Types of Breaks Column Settings Object Stacking Object Grouping Watermarks Take a few moments to look at the commands in the various groups in the Page Layout Tab/Ribbon. 3 8

40 Setting Tab Stops If you don't see the horizontal ruler that runs along the top of the document, click the View Ruler button at the top of the vertical scroll bar at the top right hand side of the window. You can quickly set tabs by clicking the tab selector at the left end of the ruler until it displays the type of tab that you want and then clicking the ruler at the location you want. 1 st Click the Tab Selector until the desired type of tab is displayed. Left, Center, Right, Decimal, Bar, First Line Indent, Hanging Indent 2 nd Click on the bottom of the ruler in the desired tab stop position to set the tab. 3 rd Double click the set tab stop icon on the ruler to modify its settings, such as add a leader of dots. Be careful to not click in a blank area as that will add a new tab, instead of modifying a current tab stop setting. 4 th Drag the tab stop icon down and off of the ruler if you wish to delete it. Create a small Tabbed Table similar to the following by first choosing the correct type of tab stop (Left, Center and Right), second, clicking on the ruler in the desired location to create the tab stop, and third, double click on the 3 rd tab stop to modify this tab stop to have a #2 leader option. Dr. Pat All Superintendent Dr. Lowell Ghosey Personnel Director

41 References Tab The References Tab/Ribbon will come in handy for those publishing long documents, articles or books Table of Contents, Footnotes, Citations & Bibliography, Captions, Index, and Table of Authorities. This training will not cover these commands as they are not frequently used. The Review Tab/Ribbon has the Proofing Tools such as Spelling and Grammar and the Thesaurus. It also contains the Comments, Tracking, Changes, Compare and Protect features. You will most likely want to add the Spelling &Grammar command to the Quick Access Toolbar. View Tab The View Tab/Ribbon allows you to change the document Views, Show/Hide, Zoom Options, Window View Options and Macro Settings. You will want to add the Switch Windows command to the Quick Access Toolbar to be able to quickly switch between open files. Review Tab 4 0

42 Mailings Tab The Mailings Tab/Ribbon lets you work with simple Envelopes and Labels (These 2 are not Mail Merge Commands) as well as creating Mail Merge Documents, Using Fields and Previewing. The Groups include Create, Start Mail Merge, Write and Insert Fields, Preview Results and Finish. This part of the training will demonstrate how to create mailings for mail merged labels. The same process can be used for letters and envelopes. There are 3 different elements in any mail merge. 1. The main document that you start with that contains the letter or the blank labels, etc. 2. Recipient information, such as each person's name and address that you want to merge with the main document. 3. The finished documents, which include the information in the main document plus each recipient's unique information. To begin a new mail merge, do the following. Click the Mailings Tab. Click the Start Mail Merge drop down arrow. Choose Step by Step Mail Merge Wizard. 4 1

43 Choose the desired type of document. We will choose Labels. Click Next to go to Step 2 of the Mail Merge Wizard. A new Labels Mail Merge window is shown at right. Choose Label Options, and select the desired type of label you will be using in the Label Options Dialog box that displays. Choose Avery 8810 or another mailing label product number. Click OK. Click Next to go to Step 3 of the Mail Merge Wizard. 4 2

44 If you have an existing Excel or Access database list, you will choose Use an Existing List. Click the Browse link to locate the file. If the file you selected has more than one table or sheet, you will need to select the correct one to use. Click OK. An Introduc tion to Microsoft Office 2007 Olathe District Schools 4 3

45 The chosen Recipient List is displayed. You may edit it by removing specific recipients or filter according to custom specifications, etc. Click OK when you are satisfied with the list. Click Next to go to Step 4 of the Mail Merge Wizard. lick in the cell for the first label in the resulting document. C 4 4

46 You may choose to either add the Mail Merge Fields one at a time in the first label by using the Insert Merge Field button as shown at left. This would include the need to enter the correct spaces, line breaks and punctuation manually. Or, you may enter the entire Address Block using the Address Block button, shown below. NOTE: If Word 2007 doesn t recognize the name of one of your fields as a common field name for an address block, you may need to manually choose the Match Fields button to help Word 2007 understand your field names. Example: In this database, the Number field needs to be matched and recognized by Word 2007 as the Street Address field! Click OK after matching any fields necessary. The Address Block should appear normal in the preview window. 4 5

47 Choose Update All Labels in the Mail Merge Wizard Pane Replicate Labels area. Click Preview Results to view how the labels will print. Click this button again to turn off the preview. Click Finish & Merge. Choose the desired option. Edit Individual Documents will complete the merge and create a new Word 2007 document with the merged data. Print Documents will not create a new document, instead it will send the merged data directly to the printer to begin printing. Completing a Mail Merge for Letters and Envelopes is accomplished by using the same process/steps. 4 6

48 The Lower Right Corner Another efficient feature of 2007 Office is in the lower right corner of Word, Excel, PowerPoint and Access. When you open these applications you will see that the zoom feature is now available, as well as other logical view features for each application. The image on the right is the Word View Toolbar (located on the bottom Right Corner of the Word 2007 window). Outline View Print Layout Full Screen Draft View Web Layout Zoom Slider Microsoft Office Help Button The Microsoft Office Help Button is located in the top right corner of all Office applications. may also press the F1 function key on your keyboard to access Help. You 4 7

49 Quick Tips for MS Word 2007 Formatting Font Size Increase the Font Size 1 Point at a Time Descrease the Font Size 1 Point at a Time Highlight the Text, Press CONTROL + Right Bracket Highlight the Text, Press CONTROL + Left Bracket Paragraph Alignment Center Text Left Align Text Right Align Text Justified Text Control + E Control + L Control + R Control + J Paragraph/Line Spacing Single Spacing Control + 1 Double Spacing Control + 2 Space and a Half Control + 5 Create a Quick Bulleted List Type and asterisk, press the space bar. A bullet appears to begin the list. Item1 Item2 Start a New Line of Text Not a New Paragraph Press SHIFT + Enter Key Item1 A New Line is Started Not a new Paragraph/Bullet Item2 Start a New Page Press CONTROL + Enter Key Formatting Font Styles Start and End Boldfacing Start and End Italics Start and End Underlining A new page is created. Control + B Control + I Control + U 4 8

50 Undo and Redo Undo the last command Redo the last command Start and End Underlining Control + Z Control + Y Control + U Cut, Copy and Paste Cut Copy Paste Control + X Control + C Control + V Selecting Text Select a Word Select a Paragraph Select Text that Continues Over Multiple Pages Select the Entire Document s Contents Spell Check Press the Function Key F7 Open a Document Press Control + O Create a New Document Press Control + N Double Click Triple Click or Double Click in the left margin Click ONCE at the Starting Point. Scroll without clicking anywhere in the document to the Ending Point location. Hold down the SHIFT Key and click ONCE at the Ending Point. Control + A The Spellcheck begins. Choose the desired document to open. A New Document Window opens. Save the Current Document Press Control + S The current document is saved. Print the Current Document Press Control + P The Print Dialog box opens. 4 9

51 Print the Current Document Press Control + P The Print Dialog box opens. Display the Hidden Characters in a Document Press Control + Shift + * (Asterisk) The hidden characters display such as paragraph marks, spaces, etc. Go to the Beginning of the Document Press Control + Home Key The cursor moves to the start of the document. Go to the End of the Document Press Control + End Key The cursor moves to the end of the document. Capture a Picture of the Screen Press the Print Screen Key A copy of the entire screen is placed on the clipboard. You may then paste it into a desired document/application. Capture a Picture of the Current Window or Dialog Box Press Control + ALT + Print Screen A copy of the current Window is placed on the clipboard. You may then paste it into a desired document/application. 5 0