web viewas you become a more advanced user of microsoft word, there are also some keyboard shortcuts...

Microsoft Word 2007:The Basics

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1Updated 4/1/2014 by Eliza Summerlin

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Updated 4/1/2014 by Eliza Summerlin

Opening Word

1. Click on START menu (lower left corner)2. Click on PROGRAMS 3. Click on MICROSOFT OFFICE4. Click on MICROSOFT OFFICE WORD 2007

This may look different from computer to computer, but the steps should be similar.

OR

Double-click on the Office 2007 file icon on the computer’s desktop.(Do this when using a library computer)


New Document This will be the first view you see after opening Word 2007:

Document A Word document is like having a sheet of paper on your computer screen. It is a space for communicating information by recording letters, numbers and symbols. Documents can be saved, edited and printed.

Office Button Click here, and several general command options will appear. (New document, Open, Save, Save As, Print)

Quick Access Toolbar This bar (to the right of the Office Button) contains the command icons that you use over and over.

Help Button Click this button and a window box appears. Type your question into the search box and hit the ENTER key.

Zoom Slider This either magnifies or shrinks a document to make it easier to read. It will not alter the final product. Click on minus or plus buttons to change view size.

The Ribbon This area holds all of the tools used to create a document. Select commands organized within the ribbon to tell Word what to do.

TIP: Hover the mouse arrow over a command (without clicking) and a pop up box will appear letting you know the command’s function.


Office Button

Zoom Slider

Quick Access Toolbar

Help Button

Document

The Ribbon

The Ribbon

There are three basic components to be familiar with:

1. TABS Seven tabs are across the top (Home)2. GROUPS Each tab has several groups within it (Clipboard, Font, Paragraph etc.)3. COMMANDS A command is a button, menu or box to enter information

( Font Size)

Moving through a document

To move up & down a page

Click the scroll bar arrows on the far right of your screen Use the scroll wheel on the mouse (between the left and right mouse buttons) Press the page up and page down keys on your keyboard

Tab Command

Group

Scroll bar Mouse scroll Keys

Beginning Typing

The mouse arrow will change shape as you move it around. The different shapes indicate the different jobs that the mouse pointer can do.

Cursor Blinking vertical line that tells the computer where to place text.

Arrow Allows you to select (click on) commands.

I-Beam Is seen by moving the mouse around the white space of your document. Left-click and I-beam will signal the cursor. This is how you move the cursor.

Type hello and notice how the cursor moves to the right as you type.

If you type to the end of a line, your text will automatically wrap to the next line. You do not have to hit enter key every time. Press ENTER key only to add an extra blank line or to create a new paragraph.


Cursor (blinking) Arrow I-beam

Important Keyboard Keys

There are many important keys on the keyboard that will help your format and edit your Word document. Reference the diagram below for an overview of the most important keys. As you become a more advanced user of Microsoft Word, there are also some keyboard shortcuts that will become increasingly useful.


Indents a line

Tap once to make all text you type afterwards uppercase

Hold down shift while pressing another key for that letter to appear uppercase

Takes you to the next line of your document

Deletes the letter before (to the left of) the cursor

Deletes the letter after (to the right of) the cursor

Formatting (font group)

Home tab Font groupUse this group for changing the look of your text.

To use any of the font commands:

1. Click on the command box to activate it and then type your text. 2. Click on the command box again to deactivate.

BOLD activated BOLD deactivated

Some of the commands may have several options to choose from. To view these, click on the drop-down arrow in the individual command boxes. Then click on a selection.

Note: You can also apply these changes after you have already typed something. Simply highlight the text that you want to change and then click on the command you would like to apply. You may frequently reformat text after you have already typed something i.e. changing the font of the whole document, making a quoted italicized, etc. See next page for more details.


Font Size

Font Color

Superscript2

Subscript2

Font Style

Bold

ItalicUnderline

Font Size has several different sizes to choose from.

Selecting Text

You do not have to go back and delete text every time you want to change something. By selecting text you are telling the computer where you want to make a change on your document. Only the text you highlight will change.

To select text (click & drag):

1. Place the I-beam in front of the text you wish to select. 2. Click and hold down the left mouse button. Drag I-beam across the text.3. Release the mouse button when ready. You have selected text. It will appear highlighted

like in the picture below.4. Then go ahead and choose the command you wish to change the text to.

To select all text go to: Home tab Editing group SelectSelect All


Using Help Button

There are several other ways to select text. To learn about them click on the help button.

Type selecting text into the search box, and hit ENTER.

Click on the Select text article and scroll down to read about more ways to select.

Help Button

Editing a Document

Some people edit as they go, others wait until they are finished. It is your own preference.

Inserting text

1. Position the I-beam where you want to add text.2. Left-click. The flashing cursor appears.3. Type the text you wish to insert. 4. You may need to readjust the spacing. Do this by repositioning the flashing cursor and

then pushing SPACEBAR on your keyboard.

Deleting text

There are three ways to delete text:

Delete key Position the mouse’s I-beam in front of the text you wish to delete and click to signal the flashing cursor. Press DELETE key once for each character to be deleted.

Backspace key Position the mouse’s I-beam at the end of the text you wish to delete and click to signal the flashing cursor. Press BACKSPACE key once for each character to be deleted.

Select text to be erased and then press the DELETE/ BACKSPACE key. This will delete several characters at once.

Undo Button (located in the Quick Access Toolbar)

You can click undo and it will take back any changes made to your document. For example; if you accidentally erase a paragraph, you can undo your delete and retrieve that paragraph. Word keeps track of the actions you do by sequence. The more times you hit the undo button the further back it will take away your changes. Go back too far? Click on redo and your action will reappear.

NOTE: Word’s undo/redo memory is short term. It clears every time you exit out of the program.


Spell Check

If your text is underlined with red or green squiggly lines; it is an alert that there may be spelling (red squiggle) or grammatical (green squiggle) errors. These squiggly lines will not print on your document.

How to use Spell Check:

1. Click Review tab Proofing group Spelling and Grammar command

OR

2. Right-click on the error (squiggly line)

TIP: Do not rely on spell check to find ALL of your mistakes! It is always best to have another person proof read your document.


This pop up box will appear:

Click on the correct spelling under suggestions and then click Change

To ignore misspelling, click Ignore Once

To exit the box, click Cancel

This pop up box will appear:

Suggestions will be shown in the top section of the box

Left-click to select a correction

Box should then automatically disappear

To close without selecting, click anywhere outside of box

Formatting (paragraph group)

Home tab Paragraph groupUse this group for changing the organization of text on your document. This can be done by clicking on a command before you type. Or you can later select text and then create the change.

Alignment

The four alignment commands organize where the text appears on your document. One will always be selected. Word has the default alignment set to Align text left.

Bullets & Numbering

These commands are good for organizing lists and ideas.

Dog Cat Bird

1. Apple2. Milk3. Bread

Click once on the command to add bullets or numbers. You can change the style by clicking the drop-down arrow to the right of each command. Bullets and numbering will continue to appear each time you hit the ENTER key. To stop the bullets or numbering click on the gold command to make it blue again.

Decrease and Increase Indent

This arrow is in the indent space. An indent is the space created between the margin and text. Click on these commands to control the indentation of text.

1. Click cursor in front of the line you want to indent. 2. Then click either Increase Indent or Decrease Indent commands.3. The line’s indentation should change, and your text will move.Line Spacing


Bullets NumberingIncrease Indent

Decrease Indent

Line spacing

JustifyAlign text right

Align text left

Center

You can control the amount of space between lines of text. Word is set to single-space (1.0). This means no extra space is added. Double-space (2.0) is a common option to change spacing to. This means there is blank space between lines. Adjusting the line spacing can make your document easier to read.

single-space (1.0) double-space (2.0)

Margins

Margins are the white border space around your text.

To adjust: Page Layout tab Page Setup group Margin command

If you prefer to manually adjust, this can be done with the two rulers which boarder your document. Click on the line that divides white and blue space, and then drag to desired measurement.


Standard setting

Customize margins by clicking here and entering in specific dimensions.

Saving a Document

Save and Save as tell the computer to remember your work for the next time you need to access it.

The FIRST time you Save1. Click on Microsoft Office button 2. Click on Save as3. You will see a pop-up box like this:

Subsequent/ Updating Saves

After you go through the steps to first save your work, it is very simple to update your saved changes.

1. Click on Microsoft Office Button and then click Save

OR

2. Click on the disk icon up in the Quick Access Toolbar

TIP: Remember to save frequently!


4. Select the location where you want to save your document from the Save in box (My Documents)

5. Name your document in the File name

box

6. Select file format in the Save as type box (.docx)

7. Click on Save

Opening a Saved Document

Saving documents allows you to come back to it later without losing all of your work.

To Open:

1. Open Word (see page 1)2. Click on Microsoft Office button 3. Click on Open4. You will see a pop up box 5. Click on your document 6. Click on Open

TIP: It is important to remember where you save and what you name your document.

Printing a Document

Closing WordClick the X in the upper right corner of your Word screen

Other ResourcesGoodwill Community Foundation www.gcflearnfree.orgTeach Yourself Visually Microsoft Office Word 2007 by Elaine Marmel


To Print:

1. Click on Microsoft Office button2. Click on Print3. You will see a pop up screen4. Click on Print

TIP: It may be a good idea to click on Print Preview before you print. That way you can view how your document will print.

Click to change settings and customize Word options.