Introduction to Microsoft 2007 Office Table of Contents

Introduction to Microsoft 2007 Office Table of Contents Pg 2-3 Intro to Word Pg 4 Ribbons, tabs Pg 5 Cursor, Help, Mini Tool Bar Pg 6 Default Font and Size Pg 7 Setting the default spacing and indentation Pg 8 Automatic Formatting and Zooming Pg 9 Insert Your File Name Pg 10-11Styles of Text Pg 12 Clip Art Pg 13-14 Smart Art Pg 15 Tables Pg 16 Charts Pg 17 Math Equations Pg 18 Page Layout, References and Mailings Pg 19 Review and View Tab Pg 20 How to complete an Email Merge Pg 21 How to complete a Letter Mail Merge Pg 22 How to complete a Label Merge Pg 23 Converting Files from Wordperfect to MS Word Pg 24 Instructions for access to Microsoft Online Tutorials 1

The Microsoft Office Button Introduction to Microsoft 2007 Office The first thing you ll notice, when you open a 2007 Office application is that there is no longer a File choice in the Menu Bar. The arrow above points to the Microsoft Office Button which replaces File. As you move your cursor over the Microsoft Office Button a preview image (image on right) will appear. Click the Microsoft Office button. When you click the Microsoft Office button, it will turn orange and a File like menu will appear (similar to the image on the right). Each Microsoft Office Button menu is tailored to Word, Excel or PowerPoint. 2

You can personalize it, through selecting the Developer Tab and inserting your name and initials Quick Access Toolbar In the upper left corner 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 currently contains several of the most used buttons in Office applications Save, Undo, Redo, Print and Print Preview. You can customize this toolbar by adding and removing any feature If you right click on any feature, such as bold, spacing, font size, etc, you can select and this feature will be added to your quick access tool bar 3

Ribbons This is the new term you hear a lot about in 2007 Office. Ribbons stretch across the top of your application screen with features to assist you as you click the Ribbon Tabs. To us, Tabs and Ribbons are the same. It like unreeling holiday ribbon from a spool and seeing new images on the ribbon very cool! So, we ll cover Tabs/Ribbons in great detail. Tabs Tab Below the Microsoft Office Button and Quick Access Toolbar we see 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. The Home Tab/Ribbon for Word 2007 looks like the image below. Ribbon Group You ll quickly notice that the Home Tab/Ribbon for each application shows the Clipboard as the left Group (except in Access). Groups In the image below, the arrows point to a new topic Groups. Clipboard Font Paragraph Styles Editing 4

The Cursor Writing anywhere on the screen -> You can also type anywhere on your screen. Hover your mouse over various areas on your page, until it changes shape. You may need to left click once. Double left click and start writing Help The help icon, if found at the top right of the screen. Select Text Mini Toolbar When you re working with text and fonts a really ingenious new thing occurs as you highlight text - a Select Text Mini Toolbar appears! It is a quick way to change your formatting. 5

Paragraph Formatting MS Word for Font and Size Default Font Size for Micrsoft if Calibri 11. If you want to change that for your computer, follow these directions Right click on AaBdCcIi (found under The home tab) Left Click on Modify In this pop up Select your font, font size Click on New documents based on this Template. Click OK 6

Formatting MS Word for Spacing and Indentation For some reason, Microsoft believes Spacing should be 10 pt and line spacing should be 1.15 To change this, and turn your own preferences into default, follow these guidelines Left click on this down arrow Modify Indentation to your own preference (usually at zero) Ensure spacing is at Zero And line spacing is at single Left Click Default 7

Automatic Formatting Can be convenient and annoying Whenever you are typing and Word thinks there is a possibility of automatic formatting it will turn it on Type -> Or - Or 2 nd (then hit the space bar and type the this symbol should appear you turn it on or off by right clicking on stop automatically creating bulleted lists Please do not click yet!! Zooming in and out If at any point you find yourself squinting to see what you are typing, your page might be zoomed in to far. At the bottom right of your screen you find the zoom buttons 8

Insert Your File Name Under the insert tab, you can also include the saved file path of your document. Insert -> Quick Parts (first ensure your cursor is where you want -> Field your file path to go) - Select Filename Upper or lowercase Click Add path to Filename Click OK 9

Styles Hang on! The next Group on the Word Home Tab/Ribbon is Styles. If you go back to Page 6 and glance at the Word, PowerPoint and Excel Home Tabs, you ll see that the right portion of a Tab is where the application selections change to fit the application. In Word you can now select a style from the Styles Group (image below). If you click the More arrow in the lower right corner of the Styles group, you will see additional choices. More Arrow When you click the More arrow you will see an image similar to the one below. Notice that we are in Times New Roman Normal. On the next page we ll show you one of the really, really neat new features in 2007 Office. 10

Style cont d We re going to highlight this paragraph (when we have finished typing it). Then we re going to open the Styles Group. When the Group is open we ll move our cursor over the choices, and as we do, you ll see, in the images below, that the entire paragraph changes to that Style! We selected this Style. Look how the text now appears! And another.. Other Tabs/Ribbons When you move to the other Tabs/Ribbons, you ll notice that they contain their own Groups associated with that 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. Again, depending on your choices, many selections allow you to preview what you ve highlighted similar to the two illustrations above. 11

Clip Art Currently, when you click an image in Word 2007, PowerPoint 2007 or Excel 2007, a Picture Tools Tab/Ribbon will be available to you. We placed a Microsoft Clip Art frog on the left. When we click the frog a Picture Tools Tab appears above of the other Tabs/Ribbons. When you click the Picture Tools Tab (we re still in Word) the Picture Tools Ribbon below appears. Notice, like the other Ribbons, that Picture Tools also has its own Groups Picture Tools, Shadow Effects, Border, Arrange, and Size. You can click the Open Group arrow at the lower right of some groups to see more of the Group. We clicked the Open Group arrow on the Size Group and the Format Picture Menu Screen appeared. Positioning Your Picture In MS Word, you can fix your picture in place, so that no matter how many times you hit enter, the picture will not move. This is found under the Format Tab, and Position. Text Wrapping If you need to write on your picture, or beside it, click on Text Wrapping found under the Format Tab. To write over your picture, select behind text. 12

SmartArt Under the Insert Tab, select Smart Art When you click SmartArt a Choose a SmartArt Graphic menu (image below) will appear. If you have used SmartArt in the past, you ll quickly see that it has been greatly enhanced. We ll click on the Pyramid and then click the OK button. 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 (top of next page). Here you can add more shapes, and change the color of the smart art. 13

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 the right will appear. As you move your cursor arrow over the Primary Theme Colors, you ll see that the Pyramid changes to that color. If you now move your cursor arrow over one of the images in SmartArt Styles you ll see an image similar to the one on the right. 14

Insert Tables You can draw your own table If you want more columns or rows than the tab offers, go to Insert Tab and write in how many columns/rows you want Notice during you have two tabs just for tables (Design and Layout). As soon as you click off your table, those tabs will disappear. Under the tabs design and format, you can - change the colour of your table - add or delete rows/columns - change your text direction - use the eraser to delete specific columns, rows or lines - justify words in each cell in 9 different ways 15

Insert Charts Under Insert Select Insert Charts Select any style of chart Now your chart will appear, along with fake data in Excel. You do not need to separately save your excel data, as it saves automatically with your Word document. You can go ahead and change your data. Remember -> When you click on your chart, three tabs will appear These tabs will allow you to change -> colour -> change the x axis value and y axis value -> angle -> change the legend, axis -> chart type -> text wrapping -> position -> fix the chart in a specific of position 16

Insert also has Math formulas How to insert math calculations? Under insert tab, click the top part of or Click Insert New Equation (on bottom) Notice the New Tab in the Ribbon specifically for math equations. You can choose from blank equations, and then fill them in with letters/numbers You will notice the equation will appear in the middle of your screen. In order to ensure your equation is where you want it, place your cursor in the position you want the equation to go. 17

Page Layout Tab It is suggested that you click the Tabs/Ribbons in each application you ll be using to get a feel for them. The Page Layout Tab/Ribbon also has logical selections Themes, Page Setup, Page Background, Paragraph and Arrange. The Watermark feature is great. If you go under watermark, and select custom watermark, you can add pictures or include any text you want into your watermark. Page Border allows you to create a number of border styles for pages and paragraphs Reference Tab The References Tab/Ribbon will really come in handy for those publishing long documents, articles or books Table of Contents, Footnotes, Citations & Bibliography, Captions, Index, and Table of Authorities. It gives you the option of MLA, APA or any number of different styles of referencing Click on Insert Citation, and insert all the different references you are using. When you are all done, select bibliography, and your bibliography will be created Mailings The Mailings Tab/Ribbon lets you work with Envelops, Labels, Mail Merge, Fields and Preview. It includes Create, Start Mail Merge, Write and Insert Fields, Preview Results and Finish. 18

Review Tab The Review Tab/Ribbon has the Proofing Tools, Comments, Tracking, Changes, Compare and Protect features. It also contains the Spelling, thesaurus and word count. Notice, word count is also found at the bottom left of your screen. To comment on study essays/projects on your computer and then send them back via email, you have 2 options 1) New comment -> is for making general comments about a concept 2) Track Changes -> allows you to make actual changes in the document. All your changes will appear red underline. View Tab The View Tab/Ribbon allows you to change the document Views, do Show/Hide, Zoom and arrange your Windows. This gives you a feel for how the Tabs/Ribbons work in Word 2007. Again, it would be prudent to look at the other 2007 Office applications you will be using - to get a similar sense for these new features. 19

How to complete an Email Merge Stage 1 Excel Setting up your data 1) Ensure your data has column headers (or column titles). 2) In Excel, ensure your file is saved. Let s call this the Excel file (you can also input your file directly from trevlac into a crv file) 3) Now highlight your data. 4) Under Formulas, select Define Name 5) Insert any name you prefer. Lets calls this the Defined Name file. Stage 2 Word Setting up the Mail Merge 1) Under Mailings, select Start mail merge and Email 2) Under Select Recipients, search for your Excel file. 3) After selecting your file, now select your Define Named file Stage 3 Word Writing your Email 1) Now write your email. 2) While writing your letter, make use of the Insert Merge Field to insert data from Excel. Stage 4 Word 1) Under Mailings, select Preview results to ensure spacing is adequate 3) Under Mailings, select Finish and Merge. 4) If you want to examine your letters, select edit 5) To email, select Email a) Insert a Subject Line **b) Change HTML to text 20

How to complete a Letter Mail Merge Stage 1 Excel Setting up your data 1) Ensure your data has column headers (or column titles), 2) In Excel, ensure your file is saved. Let s call this the Excel file (you can also input your file directly from trevlac into a crv file) 3) Now highlight your data. 4) Under Formulas, select Define Name 5) Insert any name you prefer. Let s calls this the Defined Name file. Stage 2 Word Setting up the Mail Merge 1) If you are inserting your mail merge into an already written document, open that document now. If you are starting a new document from scratch, open up a new document. 2) Under Mailings, select Start mail merge and Letters 3) Under Select Recipients, search for your Excel file. 4) After selecting your file, now select your Define Named file Stage 3 Word Writing your Letter 1) Now a) write your letter b) fill in the blanks on your previously written letter 2) While writing your letter, make use of the Insert Merge Field to insert Data from Excel. Stage 4 Word 1) Under Mailings, select preview results 2) Ensure spacing is adequate 3) Under Mailings, select Finish and Merge. 4) a) If you want to just print your letters, select print b) If you want to examine your letters, select edit 21

How to complete a Label Merge Stage 1 Excel Setting up your data 1) Ensure your data has column headers (or column titles), 2) In Excel, ensure your file is saved. Let s call this the Excel file. (you can also input your file directly from trevlac into a crv file) 3) Now highlight your data. 4) Under Formulas, select Define Name 5) Insert any name you prefer. Let s calls this the Defined Name file. Stage 2 Word Setting up the Label Merge 1) Under Mailings, select start mail merge and Labels. (note, you must select the labels icon from Start Mail Merge) 2) Select what type of labels you have (check the package the labels have come in) 2) Under Select Recipients, search for your Excel file. 3) After selecting your file, now select your Define Named file Stage 3 Word Writing the label 1) Now insert what you want into the label. 2) Under Insert Merge Field, insert in order, what you want to put into your label 3) Under mailings, select Preview your results (check spacing) 4) Under Mailings, select Update labels 5) Under Mailings, select Finish and Merge 6) a) If you want to just print your letters, select print b) If you want to examine your letters, select edit 22

Converting Files from WordPerfect to MS Word (also works for Quattro Pro to Excel) In Wordperfect, Select File -> Save As Under File Type, select MS Word 97/200/2002/2003 for Windows Now, your document is saved as a.doc Back in Word Open up your document Click on the Office Button Select Convert Now, when you click the save button, will automatically save as a.docx your document 23

Microsoft Office Tutorials In addition to this tutorial, other Office tutorials are available below. The Department of Education and Early Childhood Development has bought the rights to access Microsoft s own tutorials. Please see the directions below. Microsoft Online Tutorial Sign Up Guide 1. Go to: http://business.microsoftelearning.com/ 2. Click the Sign In button in the upper right corner of the page 3. A) Create an account using your government email. or B) Sign in to Windows Live if you already have an account (only if it is a government account) 4. Open a new Internet tab. 5. Go to https://business.microsoftelearning.com/activate/ 6. Input code -> IWOD9BD406 (The code is case sensitive > the first character is the letter I and then the letter 0. The second last character is the number zero. -> Use only your groupwise email. 7. You will receive an e-mail confirming your registration (it can take up to 10 minutes to come back) 8. From the confirmation e-mail, click the link to complete the e-mail confirmation and activate your courses. 9. You may be prompted to sign in using a valid Windows Live ID, once again. 10. A confirmation page appears indicating the access code has been accepted. 11. Select Learning Catalog on the right column to pick any tutorial you wish to view. 12. All selected courses are stored in My Learning. 24