WHAT S NEW IN WORD 2007 & HOW TO CUSTOMIZE IT

WHAT S NEW IN WORD 2007 & HOW TO CUSTOMIZE IT The Ribbon...2 Tabs...2 Contextual Tabs...2 Dialog Box Launchers...3 The Microsoft Office Button...4 Galleries...4 Minimizing the Ribbon...5 The Quick Access Toolbar...6 Customizing the Quick Access Toolbar...6 Word Options - Changing Program Settings and Preferences...7 The Popular Category...7 The Display Category...7 The Proofing Category...8 The Save Category...9 The Advanced Category...9 The Customize Category...10 The Add-Ins Category...10 The Trust Center Category...11 The Resources Category...11 How Do I Access the Help Feature...11 Setting Default Fonts and Line Spacing...12 Changing Your Default Font...12 Changing Your Default Line Spacing...13 Page Setup Options...14 Setting Default Margins...14 Viewing Options...15 The Full Screen Reading View (aka the Reading Layout View)...15 The Status Bar...16 The Zoom Feature...16 Document Viewing Options...16 Customizing the Status Bar...16 Browsing For Files...17 Browsing For Files...17 Lists, Indentations, Tabs and the Ruler...18 Creating a Bulleted or Numbered List...18 Indenting Paragraphs...18 Adding a Tab...18 The Ruler...19 Inserting Watermarks...20 Saving Options...21 Dianne Harrison Ferro Mesarch

The Ribbon The Ribbon is new to Office 2007. It replaces the traditional menu bars, toolbars, and some task panes. The Ribbon is made up of a series of tabs that contain commands, icons and galleries. Tabs There are seven default tabs on the Ribbon. Each tab displays icons for the commands that are most relevant for each of the task areas in the applications. For example, the Home tab provides access to Word s most basic commands, such as cutting, copying, pasting, and formatting. The Normal Tab Configuration Contextual Tabs Some tabs are contextual, which means that they are only visible when you are working with particular objects. Contextual tabs only appear when the particular objects are active (you are working on them and they are selected) and are usually displayed on the right-hand side of the Ribbon. In the example below, a table has been added to a document. So, the Table Tools tabs, which are contextual, have appeared. They will disappear once the table is deselected. The Contextual Table Tools tabs 2

Dialog Box Launchers Dialog boxes still exist in Office 2007. You access them from the Ribbon. Each tab contains separate sections of commands and some of these sections have Dialog Box Launcher icons, located in the lower right-hand corner of the section. In the example below, clicking on the Font section s dialog box launcher will display the Font Dialog. A Dialog Box Launcher Every tab section that offers a dialog box will have a Dialog Box Launcher icon. 3

The Microsoft Office Button Clicking on the Microsoft Office Button displays the commands that allow you to do things to your document, such as saving, protecting, printing, publishing, and emailing it. It also allows you to access the Word Options dialog and your most recent documents. The Microsoft Office Button Menu Galleries Galleries are sets of thumbnail graphics that represent various formatting options. Galleries are displayed by clicking on icons located within the Ribbon. Once displayed, users can simply "pick and click" from a gallery to achieve the desired formatting effect. The Shape icon s Gallery 4

Minimizing the Ribbon If you want more space on the screen, you can minimize the Ribbon. To do so, double-click on any tab. Once you have minimized the ribbon, you will just see the tab names. To use the Ribbon while it is minimized, click on the tab you want to use. All of that tab s commands will appear. Select the command that you want to use. After selecting the command, the Ribbon will return to its minimized state. To restore the Ribbon to its full size, double-click on any tab. Double-clicking on tabs serves as a toggle for minimizing and maximizing the ribbon. 5

The Quick Access Toolbar The Quick Access Toolbar is part of the Ribbon. While you cannot customize the ribbon, you can add icons to the Quick Access Toolbar. The icons on the Quick Access Toolbar will constantly be displayed, no matter the tab currently displayed. The Quick Access Toolbar Customizing the Quick Access Toolbar 1. Click on the small downward arrow located to the immediate right of the Quick Access Toolbar. 2. The Customize Quick Access Toolbar menu will appear. The More Commands Option 3. Click on the More Commands option. 4. The Word Options dialog will appear. 5. Select the command you want from the Choose Commands From section and click on the Add button. 6. The command will be displayed in the Customize Quick Access Toolbar section. 7. Click on the OK button and the new icon will display in the Quick Access Toolbar. 6

Word Options - Changing Program Settings and Preferences You can select program settings and preferences through the Word Options dialog, accessible through the Microsoft Office Button. When you open the Word Options dialog, there will be nine categories on the left. The Popular Category The Popular category dialog, as displayed below, let s you change your user name, set your default language, and enable Live Preview, which allows you to view formatting changes before you apply them. The Display Category The Display category let s you control how document content is displayed. It is also the location to set white space between pages and to ensure that all non-printing characters will display when you enable the Show/Hide icon. 7

The Proofing Category The Proofing category provides access to the AutoCorrect options and spelling and grammar control. Autocorrect Options within the Proofing Category AutoCorrect options control Word s auto-formatting features, such as numbered and bulleted lists and fractions. It also allows you to edit and create lists of words, symbols and acronyms that will be replaced as you type. 8

The Save Category The Save category is where you can set your default file location. The Advanced Category The Advanced category lets you determine how your editing functions will work, set your copying and pasting defaults, determine the recent number of documents you see when clicking on the Microsoft Office button, and adjust your printing options. 9

The Customize Category As described on Page 6, the Customize category lets you customize the Quick Access Toolbar. The Add-Ins Category The Add-Ins category lets you view and manage add-in software programs that can be added to Microsoft Word to enhance the application. 10

The Trust Center Category The Trust Center category helps to protect your documents. It provides links to various Microsoft websites, but you can also control macro settings through the Trust Center Settings button. The Resources Category The Resources category provides you with easy access to Microsoft s online resources. You can also download Office 2007 updates from this dialog. How Do I Access the Help Feature The easiest way to access Word s help feature is by pressing the F1 key on your keyboard. 11

Setting Default Fonts and Line Spacing The default font in Word 2007 is Calibri, 11 pt. The default line spacing in Word 2007 is 1.15 with a 10 pt space after each line. To change these, follow the below instructions. Changing Your Default Font 1. Go to the Home tab. 2. Click on the Font sections dialog box launcher. 3. The Font dialog will appear. 4. Choose your font type from the Font section. 5. Choose your font size from the Size section. 6. Make any other adjustments you would like. 7. Click on the Default button. 8. A warning dialog will appear. 9. Click on the Yes button. 10. All new documents that you open will have the new font. 12

Changing Your Default Line Spacing 1. Go to the Home tab. 2. Click on the Paragraph sections dialog box launcher. 3. The Paragraph dialog will appear. 4. Go to the Indents and Spacing tab. 5. Type 0 in the After field in the Spacing section. 6. Change the Line Spacing field to Single in the Spacing section. 7. Click on the Default button. 8. A warning dialog will appear. 9. Click on the Yes button. 10. All new documents that you open will have single spaced lines. 13

Page Setup Options All of the page setup options have moved to the Page Layout tab. As with most of Word 2007, Microsoft has provided convenient pre-setting for you to choose from. However, you can change your default settings by clicking on a section s dialog box launcher. Setting Default Margins 1. Go to the Page Layout tab. 2. Click on the Page Setup section s dialog box launcher. 3. The Page Setup dialog will appear. 4. Go to the Margins tab. 5. Set your page margins as desired. 6. Click on the Default button. 7. A warning dialog will appear. 8. Click on the Yes button. 9. All new documents that you open will have the new margins. 14

Viewing Options Most everything that controls how your document appears on screen is now controlled by options on the View tab. The Reading Layout view is now called the Full Screen Reading view. The Full Screen Reading View (aka the Reading Layout View) To enable the Full Screen Reading view, do the following: 1. Go the View tab 2. Click on the Full Screen Reading icon in the Document Views section. To disable the Full Screen Reading view, do the following: 1. Press the ESC key on your keyboard. To prevent documents received via email from automatically opening in the Full Screen Reading view, do the following: 1. Enable the Full Screen Reading view 2. Click on the View Options link in the upper right-hand corner. 3. A submenu listing options for the Full Screen Reading view will appear. The Don t Open Attachments in Full Screen option 4. Enable the Don t Open Attachments in Full Screen option by clicking once on it, so that a checkmark appears to its left. 5. Click on the Close link. 6. You will return to the Print Layout view. 15

The Status Bar The Status Bar, located at the bottom of the Microsoft Word window has also been changed. There are many improvements. The Zoom Feature The Zoom feature is now conveniently located on the far right-hand side of the Status Bar. Drag the Zoom Slider to set the percentage zoom setting that you want. The Zoom Slider Document Viewing Options The same document viewing options that are found on the View tab are found on the Status Bar, to the immediate left of the Zoom feature. Customizing the Status Bar You can customize the Status Bar to display the information that you want. Right-click on the Status Bar and a Customize Status Bar menu will appear. Enable the options that you want to appear. Most options will appear on the left of the Status Bar. 16

Browsing For Files Vista s and Office 2007 s browse window interface is different from that of XP. Favorite links are listed on the right-hand side, as opposed to all of your drives. To get to the drives, you need to click on the upwards pointing arrow to the right of the Folders option, located in the lower lefthand corner of the screen. Clicking on that arrow and expanding the left side of the browse window will let you see your drives and more folders. You can collapse the folders list by clicking on the downwards pointing arrow to the right of the Folders option. 17

Lists, Indentations, Tabs and the Ruler By default, indents and tabs move text within a paragraph half an inch to the right. The tab function only indents the first line of a paragraph by half an inch. The indent function indents all of the lines in a paragraph by half an inch. Bulleted and numbered lists are a form of hanging indents, which places bullets or numbers to the left of indented text. All of the indent icons are fond on the Home tab. Creating a Bulleted or Numbered List 1. Select the text to which you want to add bullets or numbers. 2. Click on the Bullets icon -or- 3. Click on the Numbering icon. 4. Click on the Mulitlevel List icon to start a multilivel list. Note: Each of the above icons has a small, dropdown arrow to its right. Click on the arrow to customize your numbering and bulleting formats. Note 2: If you want to get rid of your bullets or numbers, simply select the bulleted or numbered text and click on the Numbering or Bullets icon again. These icons are toggles: when illuminated, they are active; otherwise they are not. To remove a multilevel list, click on the dropdown arrow to the Mulitlevel List icon s right and choose the option None. Indenting Paragraphs 1. Select the paragraph that you want to indent. 2. Click on the Increase Indent icon. 3. Your paragraph will be indented. 4. To get rid of your indent, click on the Decrease Indent icon. Adding a Tab 1. Click at the beginning of the text to which you want to add a tab. 2. Press on the Tab key in the keyboard. 3. The first line of the paragraph will be indented half an inch and there will be a tab marker (that looks like a small L) placed on the half inch marker on your ruler. Note: If you want to change your tab alignment or add a leader, double click on the tab marker to display the Tabs dialog. 18

The Ruler You can use the Ruler to create and change tabs and indents. You can also use it to block text. To show or hide the horizontal and vertical rulers, click the View Ruler icon at the top of the vertical scroll bar. The View Ruler icon Note: The vertical ruler, which is located on the left-hand side of the Microsoft Word window, will not appear if it is turned off. To enable it, do the following: 1. Click on the Microsoft Office Button. 2. Click on the Word Options button. 3. Click on the Advanced category. 4. Enable the the Show Vertical Ruler In Print Layout View field in the Display section. Creating a First-Line Indent (Tab) with the Ruler 1. Click at the beginning of the text to which you want to add a tab. 2. On the Ruler, drag the First Line Indent marker (the top triangle located on the left side of the ruler) to the position where you want the text to start. Creating a Hanging Indent with the Ruler 1. Select the paragraph in which you want to create a hanging indent. 2. On the horizontal ruler, drag the Hanging Indent marker (the bottom triangle located at the left side of the ruler) to the position at which you want the indent to start. Changing the Left Margin of a Paragraph with the Ruler (To Block Text) 1. Select the paragraph that you want to indent. 2. On the horizontal ruler, drag the Left Indent marker (the bottom rectangle located on the left side of the ruler) to the position where you want the left margin indent to begin. Changing the Right Margin of a Paragraph with the Ruler (To Block Text) 1. Select the paragraph that you want to indent. 2. On the horizontal ruler, drag the Right Indent marker (the triangle located on the right side of the ruler) to the position where you want the right margin indent to begin. 19

Inserting Watermarks Watermarks are text or pictures that appear behind document text. They often identify the document status, such as marking a document as a Draft. You can see watermarks in Print Layout view, the Full Screen Reading view or in a printed document. To insert a watermark, follow the instructions below. 1. Go to the Page Layout tab 2. Click on the Watermark icon. 3. The Watermarks Gallery will open. 4. Click a predesigned watermark, such as Confidential or Draft. 5. If you want a custom watermark, click on the Custom Watermark option. 6. The Printed Watermark dialog will appear. 7. You can browse to a picture or type text that you want to use as a watermark. 8. When done creating your watermark click on the OK button. Note: To remove a watermark, open the Printed Watermark dialog, enable the Remove Watermark field, and click on the OK button. 20

Saving Options There are various saving options in Word 2007. To get to them, you need to click on the Microsoft Office Button and hold your cursor over the Save As option. Choose the desired option and the Save As dialog will appear, with the appropriate file type listed in the Save As field. Browse to the desired folder, type a name and click on the Save button. Note: Click on the upward pointing arrow to the right of the Folders option to browse to the network drives. 21