Get to know Word 2007 I: Create your first document Quick Reference Card

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1 Get to know Word 2007 I: Create your first document Quick Reference Card Get Help To find out how to do something, click the Microsoft Office Word Help button in the upper-right corner of the window. Then type your question in the Type words to search for box, next to Search. For example, to find out how to show or hide formatting marks, you could type "Turn formatting marks on." Show or hide formatting marks Show formatting marks to see if you have extra spacing in a document. To delete extra spaces, delete the extra formatting marks. On the Home tab, in the Paragraph group, click Show/Hide button again to hide them. Change page margins to see formatting marks. Click the On the Ribbon at the top of the window, click the Page Layout tab. In the Page Setup group, click Margins. Select a margin setting. Revise words underlined in red, green, or blue Word enters a wavy red underline under misspelled words or under words it does not recognize. A wavy green underline under text means that Word thinks the grammar should be revised. A blue underline means a word may not be the correct word in the sentence. When you see an underline, right-click the word the word that is underlined, and then select a suggested revision. Word will replace the underlined word with your selection, and the underline will go away. Note that every once in a while Word may not be able to offer any alternatives. You can always type your own correction over the selected word. If you enter something that is correctly spelled but Word doesn't recognize it, such as a proper name, for example, right-click, and then click Add to Dictionary. A note of caution about green and blue underlines: Word is really good at spelling, which is pretty straightforward (most of the time). But grammar and correct word usage take some judgment. You can click Ignore or Ignore All to ignore suggested revisions and get rid of the underlines. Page 1 of 7

2 Tip If you would prefer to check spelling and grammar all at once instead of reviewing each red or green underline, click the Review tab at the top of the window, and click Spelling & Grammar in the Proofing group. Or place the insertion point at the top of the page. Then, at the bottom of the window, click this book button with a red X on it. The red X means Word thinks there are corrections to be made. The insertion point will move to an underlined word, and you'll see a menu with suggested revisions. Click to move the insertion point to each underlined word in the document. If you don't see the button, right-click the bar at the bottom of the window, and click Spelling and Grammar Check. Save your document early To keep your work, you have to save it, and it's never too early to do that. 1. To save your document for the first time, either click on the Quick Access Toolbar toolbar, or click the Microsoft Office Button and then click Save, or press CTRL+S. 2. In the Save As dialog box, choose a location to save your document in. In Windows Vista, select a location to save the document in the Address bar at the top of the dialog box. Documents is the main location. In Microsoft Windows XP, select a location to save the file in the Save in list at the top of the dialog box. My Documents is the main location. 3. Enter a name for the document in the File name box. 4. The Save as type box should say Word Document. Then click Save. Once you save your document for the first time, click Save on the Quick Access Toolbar every Tips so often as you work to save your changes, or press CTRL+S. You can create a copy of a document by saving it with another name. Click the Microsoft Office Button, click Save As instead of Save, and then type a new name in the File name box. Then you have two copies: your original and the copy with the new name. For example, if a document is a completed letter to your uncle about your vacation plans, but you want to send it to your sister with an additional paragraph to her, you might save it with the same name but with a "2" added to it, or with your sister's name. To see a list of the documents you've most recently worked on, click the Microsoft Office Button. Click any document in the Recent Documents list to open it. Close a document When you are through with the document and have saved your work, close the file. Click the Microsoft Office Button, and then click Close. To close Word, click the Microsoft Office Button corner., and then click Exit Word in the lower-right Page 2 of 7

3 Create a new document To open a new, blank document, click the Microsoft Office Button at the top left of the window, and then click New. In the New Document dialog box, double-click Blank document. Get to know Word 2007 II: Edit text and revise your documents Quick Reference Card Show or hide formatting marks To show formatting marks, on the Home tab, in the Paragraph group, click Show/Hide. Click the button again to hide formatting marks. Move around a document and select text Here are some of the ways to move the insertion point around a document and to select text. To select text by using the mouse: TO SELECT DO THIS Any amount of text A word A sentence A paragraph The entire document Click where you want to begin the selection, hold down the left mouse button, and then drag the pointer over the text you want to select. Double-click anywhere in the word. Hold down CTRL, and then click anywhere in the sentence. Triple-click anywhere in the paragraph. Move the pointer to the left of any text until it changes to a right-pointing arrow, and then triple-click. To select text by using the keyboard: TO SELECT DO THIS A word from its beginning to its end A sentence A paragraph from its beginning to its end Place the insertion point at the beginning of the word, and then press CTRL+SHIFT+RIGHT ARROW. Place the insertion point at the beginning of the sentence, and then press CTRL+SHIFT+RIGHT ARROW (hold the CTRL and SHIFT keys down, and then press RIGHT ARROW until the entire sentence, including the period at the end, is selected). Move the insertion point to the beginning of the paragraph, and then press CTRL+SHIFT+DOWN ARROW. The entire document Press CTRL+A. A word, a sentence, a paragraph, or a Press F8 to turn on selection mode, and then press F8 once to select a word, twice to select a sentence, three times to select a paragraph, or four times to select the Page 3 of 7

4 document document. Press ESC to turn off selection mode. To move through your document: TO MOVE PRESS One character to the left One character to the right One word to the left One word to the right Up one line Down one line One paragraph up One paragraph down LEFT ARROW RIGHT ARROW CTRL+LEFT ARROW CTRL+RIGHT ARROW UP ARROW DOWN ARROW CTRL+UP ARROW CTRL+DOWN ARROW To the beginning of a documentctrl+home To the end of a document Up one screen at a time Down one screen at a time CTRL+END PAGE UP PAGE DOWN You can also move through a document by using the scroll bar. The scroll bar is on the right side of the window. To use it, click the scroll box on the scroll bar, and then drag it up or down to move through a document. Or click the single scroll arrows at either end of the scroll bar to move up or down. Tip Try the Full Screen Reading view to see entire pages at one time and to flip between pages. Click the View tab. In the Document Views group, click Full Screen Reading. Click the Next Screen and Previous Screen arrows at the top of the window to go from page to page. To return to Print Layout view, click Close in the upper-right corner of the window. Cut, Copy and Paste text To copy text, select the text, and on the Ribbon at the top of the window, on the Home tab, in the Clipboard group, click Copy ; or press CTRL+C. To paste the copied text, on the Home tab, in the Clipboard group, click Paste press CTRL+V. To delete text, select the text. Then press DELETE on your keyboard. To move text (or to delete text), select the text. On the Home tab, in the Clipboard group, click Cut. Or use a keyboard shortcut to do the same thing, by pressing CTRL+X (think of the X as a scissor). ; or Page 4 of 7

5 To paste the text in another location, place the insertion point where you want the text to go, and then, on the Home tab, in the Clipboard group, click Paste ; or press CTRL+V. To undo an action, on the Quick Access Toolbar the window, press Undo, or press CTRL+Z. at the top left of Tip If you don't like the change you made with Undo, click CTRL+Y until the text is back to where it was. Get to know Word 2007 III: Make documents look great Quick Reference Card Add basic formatting to text Select the text you want to format with bold, italic, or underlining, and then do one of the following: On the Home tab at the top of the window, in the Font group, click Bold, Italic, or Underline. Click any of the same buttons on the Mini toolbar that appears after you select text. Press CTRL+B to apply bold formatting, CTRL+I for Italic, and CTRL+U to add an underline. To undo the formatting, press the same buttons again. More ways to format text Select the text you want to format. Then, on the Home tab, in the Font group: To Click Select another font Font Change font size Font Size Increase font size Grow Font Decrease font size Shrink Font Change text color Font Color Page 5 of 7

6 Ways to change spacing Select the text whose spacing you want to change. Then, on the Home tab, in the Paragraph group: To Click this Center text on the page Center Indent text to the right Increase Indent Decrease the indent level Decrease Indent Adjust line spacing Line spacing Remove formatting and styles Immediately after you apply the formatting or styles, click Undo the window. Or press CTRL+Z to do the same thing. on the Quick Access Toolbar at the top of To remove all the formatting and styles from a document with one click, on the Home tab, in the Font group, click Clear Formatting. Change how much space is between lines of text Place the insertion point in the line or paragraph for which you want to change the line spacing. On the Home tab, in the Paragraph group, click Line Spacing. In the list, select the spacing you want. To change the line spacing for an entire document, press CTRL+A to select the document, and then follow the steps above. Tip To format line spacing so that there is very little space between lines, in the address block in a letter, for example, on the Home tab, in the Styles group, click No Spacing. Create a list Select the text to change into a list. On the Home tab, in the Paragraph group, click either Bullets Numbering. or To create a numbered list as you enter text, type, 1. (be sure to include a period after the 1), and press SPACEBAR to enter a space. The AutoCorrect Options button and select Undo Automatic Numbering. appears. If you didn't want a list, you could click the button Enter some text for step 1, and then press ENTER. Type what you want in the second step and then press ENTER. If you don't need the next step after you press ENTER, press ENTER again to stop the list. To create a bulleted list as you type, you enter an * (asterisk), without a period following it. Do include a space after the asterisk, and type your list, as above. Page 6 of 7

7 Apply a style Select text. On the Home tab, in the Styles group, move the pointer over the styles to see how each style will look in your document. If you don't see the style that you want, click the More button to expand the Quick Styles gallery. When you see a style you like, click it. Apply a Quick Style set After you apply formatting and styles, you can apply a Quick Style set. These are sets of styles that can dramatically change the look of the entire document with one click. Each set may include styles for different heading levels, body text, quotes, and titles, all designed to work together. On the Home tab, in the Styles group, click Change Styles, and then point to Style Set. Move the pointer over the style sets to see how your document will look. When you see a set you like, click it. To change style set colors, on the Home tab, in the Styles group, click Change Styles, and point to Colors. Move the pointer over the colors to see how they will look in your document. Click the color you like. To change style set fonts, on the Home tab, in the Styles group, click Change Styles, and point to Fonts. Move the pointer over the fonts to see how they will look in your document. Click the fonts you like. Note that the Colors and Fonts commands in the Styles group are not available for documents created in earlier versions of Word. Tip You can apply a Quick Style set to a blank document, before you start typing. Then, as you type, use the Styles gallery (which reflects the Quick Style set) on the Home tab to format your document. Create your own Quick Style Sets If you modify a Quick Style set by changing colors and fonts, you can save your changes as your own Quick Style set. Then you don't have to make changes to a style set each time you create a new document. On the Home tab, in the Styles group, click Change Styles, and then point to Style Set. At the bottom of the styles list, click Save As Quick Style Set. The Save Quick Style Set dialog box opens. In the File name box, type a name: for example, "Weekly Report" or "Business." Then click Save. To reuse the style set, on the Home tab, in the Styles group, click Change Styles, and then point to Style Set. Click the name of your style set. Make a Quick Style set the default style You can make any Quick Style set the default style when you open a new, blank document. On the Home tab, in the Styles group, click Change Styles, and then point to Style Set. Click the Quick Style set that you want. Then click Change Styles, and click Set as Default. If you want to return to the style you used before changing the default, on the Home tab, in the Styles group, click Change Styles, and then point to Style Set. Click Word Then click Change Styles, and click Set as Default. Page 7 of 7