Word_Boot_Camp_Manual_2007

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					Microsoft
Word 2007
  Boot Camp
Training Manual




  College of Lake County

  Staff Computer Training



     August 2008
                                                      Microsoft Word 2007
                                                          Boot Camp
                                                       Table of Contents
Starting Word 2007 ........................................................................................................................ 7 
Word Document Window ............................................................................................................... 7 
Document Views........................................................................................................................... 10 
   Changing Views ..................................................................................................................................... 11 
Text Wrap ..................................................................................................................................... 11 
Using Spell & Grammar Check ................................................................................................... 12 
Typing Over Text in Overtype Mode ........................................................................................... 12 
   Activating Overtype Mode ................................................................................................................... 12 
   Using Overtype Mode ........................................................................................................................... 12 
Using the Keyboard to move through your Document ............................................................... 13 
Deleting Text ................................................................................................................................ 13 
Correcting Mistakes ..................................................................................................................... 14 
   Undo Button ........................................................................................................................................... 14 
Using the Thesaurus .................................................................................................................... 14 
Using AutoComplete .................................................................................................................... 14 
Using AutoCorrect ....................................................................................................................... 14 
   Adding an AutoCorrect Entry ............................................................................................................. 15 
   Deleting an AutoCorrect Entry ............................................................................................................ 15 
Saving, Closing and Opening a Document ................................................................................. 15 
   Saving a Document for the First Time ................................................................................................ 15 
   File Save vs. File Save As ...................................................................................................................... 16 
   Closing a Document .............................................................................................................................. 16 
   Open an Existing Document ................................................................................................................. 16 
Show & Hide Command .............................................................................................................. 16 
Using Word’s Go To Feature ...................................................................................................... 17 
Inserting Pages into your Document .......................................................................................... 17 
Previewing a Document Before Printing .................................................................................... 17 
Printing a Document.................................................................................................................... 17 
Printing a Range of Pages ........................................................................................................... 18 
Exit Word...................................................................................................................................... 18 
Selecting Text ............................................................................................................................... 18 


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Formatting Text ........................................................................................................................... 19 
   Changing the Font Size ......................................................................................................................... 19 
   Changing the Font using the Mini Toolbar......................................................................................... 19 
   Applying Bold, Italic or Underling to Text ......................................................................................... 19 
   Changing Text Alignment..................................................................................................................... 19 
   Move or Copy Text ................................................................................................................................ 20 
   Move Text using Drag & Drop ............................................................................................................. 20 
   Changing the Color of Font .................................................................................................................. 20 
   Changing Lowercase Text to Uppercase Text .................................................................................... 21 
   Create a Numbered List........................................................................................................................ 21 
   Create a Bulleted List ........................................................................................................................... 21 
Sending a Document as an Attachment using the Send To Command ..................................... 21 
Setting Margins & Page Orientation .......................................................................................... 22 
   Setting Margins ..................................................................................................................................... 22 
   Adjusting Line Spacing ......................................................................................................................... 23 
   Using Find .............................................................................................................................................. 23 
A Few More Editing Features ..................................................................................................... 23 
   Using Find & Replace ........................................................................................................................... 23 
   Highlighting Text................................................................................................................................... 24 
   Using Word Count ................................................................................................................................ 24 
   Applying a Page Border ........................................................................................................................ 24 
   Formatting with the Format Painter ................................................................................................... 25 
   Applying Borders to Paragraphs ......................................................................................................... 25 
   Applying Shading to Paragraphs ......................................................................................................... 26 
Creating Indents & Tabs.............................................................................................................. 27 
   Indenting Paragraphs ........................................................................................................................... 27 
   Setting Indents by using the Ruler ....................................................................................................... 28 
   Centering a Page Vertically .................................................................................................................. 29 
   Setting Tabs ........................................................................................................................................... 29 
   Setting Tab Stops using the Ruler........................................................................................................ 29 
   Setting Tabs Using the Tab Dialog Box ............................................................................................... 30 
   Clearing or Moving Tab Stops ............................................................................................................. 30 
   Displaying and Hiding Nonprinting Characters ................................................................................ 31 
Creating Columns ........................................................................................................................ 31 
   Creating 2 or 3 Columns in a Document ............................................................................................. 31 


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   Inserting Section Breaks ....................................................................................................................... 31 
   Removing Columns ............................................................................................................................... 32 
Creating a Drop Cap .................................................................................................................... 32 
Working with and Formatting Clip Art & Pictures .................................................................... 33 
   Clip Art & Pictures ............................................................................................................................... 33 
   Inserting Clip Art or a Picture from the Clip Gallery ....................................................................... 33 
   Wrapping Text around an Object ....................................................................................................... 33 
   Resizing an Object ................................................................................................................................. 34 
   Cropping an Object ............................................................................................................................... 34 
   Deleting a Clip Art Image ..................................................................................................................... 34 
Formatting WordArt .................................................................................................................... 34 
   Changing the Text in WordArt ............................................................................................................ 35 
   Changing the WordArt Style................................................................................................................ 35 
Creating Watermarks ................................................................................................................... 35 
   Creating a Text Watermark ................................................................................................................. 35 
   Creating a Clip Art Watermark .......................................................................................................... 36 
   Deleting a Watermark........................................................................................................................... 36 
Creating Documents using Word's Templates............................................................................ 37 
   Creating a Letter & Envelope using a Template ................................................................................ 37 
Envelopes & Labels...................................................................................................................... 38 
   Creating and Printing a Single Envelope ............................................................................................ 38 
   Creating an Entire Page of the same Mailing Label .......................................................................... 39 
Headers & Footers ....................................................................................................................... 40 
   Header Example .................................................................................................................................... 40 
   Footer Example ..................................................................................................................................... 40 
   Inserting a Header ................................................................................................................................. 40 
   Inserting a Footer .................................................................................................................................. 41 
   Creating a Unique Header or Footer for the First Page .................................................................... 41 
   Deleting a Header or Footer ................................................................................................................. 41 
Working with Shapes, SmartArt & Charts.................................................................................. 44 
   Adding Shapes, SmartArt & Charts.................................................................................................... 44 
Compiling a Bibliography............................................................................................................ 46 
   Creating a Works Cited Page ............................................................................................................... 46 
   Inserting a Footnote .............................................................................................................................. 47 
Outlines Overview ........................................................................................................................ 48 

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   Outline Toolbar ..................................................................................................................................... 48 
   Parts of an Outline ................................................................................................................................ 49 
   Promoting and Demoting Levels .......................................................................................................... 49 
   Adding Body Text.................................................................................................................................. 50 
   Displaying Different Levels .................................................................................................................. 51 
   Reorganizing an Outline ....................................................................................................................... 51 
Formatting Styles ......................................................................................................................... 52 
   Creating a New Style based on an Existing Style ............................................................................... 53 
   Creating More New Styles .................................................................................................................... 54 
   Modifying a Style ................................................................................................................................... 54 
Creating a Table of Contents ....................................................................................................... 55 
   Creating an Automatic Table of Contents .......................................................................................... 55 
   Updating a Table of Contents............................................................................................................... 56 
   Creating a Manual Table of Contents ................................................................................................. 56 
   Updating a Table of Contents............................................................................................................... 57 
   Deleting a Table of Contents ................................................................................................................ 58 
Creating Tables ............................................................................................................................ 59 
   Selecting Tables ..................................................................................................................................... 59 
   Drawing a Simple Table ....................................................................................................................... 59 
   Creating a Simple Table ....................................................................................................................... 60 
   Adding Rows to a Table ........................................................................................................................ 60 
   Add the Table Information ................................................................................................................... 60 
   Adding Columns to a Table .................................................................................................................. 60 
   Add the Table Information ................................................................................................................... 60 
   Adjusting Column Width for the Longest Entry................................................................................ 61 
   Aligning Text in a Table ....................................................................................................................... 61 
   Performing Calculations in a Table ..................................................................................................... 61 
   Applying Table Styles ........................................................................................................................... 62 
   Centering a Table on the Page ............................................................................................................. 62 
   Updating Calculations in a Table......................................................................................................... 62 
   Convert Existing Text to a Table ......................................................................................................... 63 
Creating Merge Documents ......................................................................................................... 64 
   Understanding Mail Merges ................................................................................................................. 64 
   Identifying the Form Letter.................................................................................................................. 65 
   Editing Records in the Data Source ..................................................................................................... 67 


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   Creating and Printing Mailing Envelopes & Labels .......................................................................... 69 
   Creating & Merging Envelopes............................................................................................................ 69 
   Creating & Merging Labels.................................................................................................................. 70 
   Using an IF Field to Conditionally Print Text in the Form Letter ................................................... 71 
   Sorting Records in a Merge .................................................................................................................. 72 
   Filtering Records in a Merge ................................................................................................................ 73 
   Running Future Merges........................................................................................................................ 74 
Creating Macros........................................................................................................................... 74 
   Creating a Macro to Complete a Form ............................................................................................... 75 
   Creating a Macro & Assigning a Keyboard ShortCut....................................................................... 75 
   Deleting Macros ..................................................................................................................................... 76 
Creating Forms ............................................................................................................................ 77 
   Displaying the Developer Tab to Create Forms ................................................................................. 77 
   Adding Help Text .................................................................................................................................. 80 
   Formatting a Form ................................................................................................................................ 80 
   Adding Calculations to a Form ............................................................................................................ 81 
   Protecting a Form & Saving a Form as a Template........................................................................... 82 
   Filling in a Form .................................................................................................................................... 82 
   Updating a Calculation ......................................................................................................................... 83 
Workgroup Collaboration ............................................................................................................ 84 
   Tracking Changes ................................................................................................................................. 84 
   Editing Changes..................................................................................................................................... 85 
   Accepting/Rejecting Changes ............................................................................................................... 85 
   Comparing & Merging Documents ..................................................................................................... 86 
Customizing Word ........................................................................................................................ 87 
   Changing Default Program Options .................................................................................................... 87 
   Changing Default Text .......................................................................................................................... 88 
   Changing Default Margins ................................................................................................................... 89 




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 Microsoft Word
Word is a word processing application you can use to create and work with a variety of text
documents. Using Word, you can create simple letters, memos, newsletters, or multi-page
reports. You can easily make your documents look great by inserting fabulous graphics.

Starting Word 2007
1   Turn on your computer and the Windows desktop will be displayed.
2   Click the Start button and choose All Programs, click Microsoft Office and then click
    Microsoft Office Word 2007 or Double-click on the Microsoft Office Word 2007 icon in the
    Novell Window.

Word Document Window
The Word document window contains several elements similar to the document window in
other applications, as well as some elements unique to Word. The main elements of the Word
document are the text area; insertion point; mouse pointer; scroll bars; Ribbon; tabs; and
selection bar.

1. Let’s take a look at the Word Window. Word opens with the default Home tab on the
   Ribbon.


                      Quick Access Toolbar             Tabs – Home, Insert, Page
Office Button                                         Layout, Reference, Mailings,
                                                            Review & View
                                                             Styles Group



    Ribbon in Word 2007
                                                 Dialog Box Launcher



                                                                       Zoom Slider




                                                              Zoom Out               Zoom In


                                                   Views


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The Office Button
The Office button gives you quick access to file-related commands.

1. Click the Office Button.
2. Note the commands that are available such as New, Open, Save, Print, etc.
3. Click in a blank area of the document.




4.       Office Button



Quick Access Toolbar
The default Quick Access Toolbar contains the Save
button, and Undo/Redo buttons. However, you can
customize the Quick Access Toolbar to store your most
frequently used buttons.



Tabs
Tabs are designed to be task-oriented. In addition to the standard set of 7 tabs that you see on
the Ribbon whenever you start Word 2007, there are two other types of tabs which appear in the
interface only when they are useful for the type of task that you are currently performing. For
example, when you insert a picture the picture tools tab appears. We will see examples later.
You can double-click a tab on the Ribbon to make the Ribbon disappear. This allows you more
work space when you need it.

1. Double-click the Home tab and the Ribbon will disappear.
2. Double-click the Home tab again and it reappears.




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 The Ribbon
 The Ribbon contains tabs that group your tools by the task. Notice the font group contains the
 font, font size, bold, italics, underline, font color, etc.




Ribbon in Word 2007

                                               Dialog Box Launcher


 Dialog Box Launcher
 You will notice an arrow in the right corner of some the
 groups. Clicking on the arrow displays the dialog box
 you are familiar with from Word 2003.

 1   Click the Arrow Down in Font Group.
 2   Note the Font dialog is the same as it was in Word 2003.
 3   Click the Cancel button.

 Ruler – In Print Layout view, the Ruler is usually visible. The ruler is used to set tabs, margins,
 or indents.

 Text Area – As you type or insert graphics, your text and graphics display in the text area.

 Insertion Point – The insertion point is the blinking vertical bar indicating where the text will
 be inserted as you type. You also insert graphics at the location of the insertion point.

 Mouse Pointer – The mouse pointer can become one of eight shapes, depending on the task
 you are performing in Word and the pointer's location on the screen. The mouse pointer
 displays an I-beam when it is in the text area. Other mouse pointer shapes will be described
 during subsequent projects.

 Scroll Bars – Scroll bars are used to display different portions of your document in the
 document window. At the right edge of the document window is a vertical scroll bar, at the
 bottom of the document window is a horizontal scroll bar. On both scroll bars, the scroll box
 indicates the current location of the insertion point. At the left edge of the horizontal scroll bar,
 Word provides three buttons to change the view of the document.

 Selection Bar – The selection bar is an unmarked area about ¼ " wide along the left edge of the
 text area that is used to select text with the mouse.

 Status Bar – The status bar is located at the bottom of the screen. The following information is
 displayed: current page number; section number; the page visible in the document window,


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followed by the total number of pages in the document; the position of the insertion point (in
inches) from the top of the page; the line number and column number of the insertion point; the
current time; and several mode indicators.

Task Pane – This task pane is one of many that appear automatically when you perform certain
actions, such as starting Word, inserting clip art in your document, or beginning a mail merge.
Task panes typically contain information and options that are relevant to what you are doing.

Views & Zoom In/Zoom Out & Zoom Slider                              Zoom Out
                                                                                  Zoom Slider
You will notice you can change Views from the right
corner of the status bar. The Zoom In/Zoom Out and
Zoom Slider are new to Word 2007.
                                                     Views

1   Click the + and – buttons to Zoom in and out.                                   Zoom In
2   Drag the Zoom Slider to view the change in views.
3   Set the Zoom In/Out to where it is comfortable for you.

Document Views
Document Views controls how documents are seen in the document window. To change views,
simply click the appropriate button on the bottom left corner on the scroll bar, or choose view
from the menu tab and select the appropriate view. Word has the following views:

Print Layout – This is the default view. This view allows you to view a document exactly as it
will appear when printed.

Full Screen Reading – This view maximizes the document window by hiding the Ribbon and
Tabs, allowing the most information to be visible at one time.

Web Layout – In Web layout view, Microsoft Word optimizes your Web page so that you can
see how it will look when you publish it to the Web or an intranet. In Web layout view, you can
see backgrounds, AutoShapes, and other effects that are commonly used in Web documents or
documents that you view on the screen.

Outline – This view is used if you are focusing on developing a document’s structure and
content and want to create a preliminary outline.

Draft - If you are opening a document primarily to read it, reading layout view optimizes the
reading experience. Reading layout view hides all toolbars except for the Reading Layout and
Reviewing toolbars.

             Print Layout   Full Screen    Web Layout    Outline        Draft




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Changing Views
You can switch views either by using the View buttons in the lower right corner of the Status
bar or by using the View tab.
1    Click the View tab and click on Full Screen Reading button in the Document Views group.
     Click the “X” in the upper right corner when finished viewing.
2    Click on the Web Layout View icon in the bottom right corner.
3    Click on the Outline View icon in the bottom right corner.
4    Click the Draft View icon in the bottom right corner.
5    Change back to Print Layout using either method.


Getting Started – The Basics
Text Wrap
By default, Word wraps text to the next line, meaning it automatically moves a word to the next
line when the characters in Word go past the right margin. You do not need to press the Enter
key. Word wrap moves the insertion point to the next line automatically. A Hard Return is
creating a new paragraph before the text automatically wraps.

1    Open Word if it is not already open.
2    Type the following paragraph but do not press the ENTER key. Let the text wrap to the next
     line. Some words are intentionally misspelled so please type them that way. Also, if you
     make any typing mistakes, do not correct them because we will do that in the next step.


    When typing in Microsoft Word, you never preess the ENTER key unless you want to
    either begin a new paragraph or leave extra space between text. Simply continue to type
    until you are ready to begin new paragraph because the text will automatically wrap to the
    next line.




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Using Spell & Grammar Check
Word’s Spell Check has a built in dictionary consisting of thousands and            Tip: You
thousands of words. When a word is misspelled or not recognized by Word's           can also use
dictionary, the word is underlined in "Red". Grammar mistakes are                   the shortcut
underlined in "Green".                                                              key F7

1   Click the Review tab, and then click the Spelling and Grammar button                           in
    the Proofing group.
2   Unless you misspelled additional words, the first misspelled word should be preess.
3   The word press is the first choice and is already highlighted so click the Change button.
4   If you misspelled any words, view the suggestions from the box,
    highlight the word you want to change to and click the Change
    button.




Typing Over Text in Overtype Mode
Typing over text allows you erase text as you type. Basically as you type new words, you are
erasing the words that were present. Overtype mode is not activated initially in Word 2007. It
must be turned on.
Activating Overtype Mode
1   Click the Office Button, and then click Word Options.
2   Click Advanced.
3   Click in the box next to Use the Insert key to control Overtype mode box to activate it and
    click OK.


Using Overtype Mode
1   Place your insertion point at the beginning of the word you in the first sentence.
2   Press the Insert key on the keyboard to change to over type mode.
3   Type over the word you by typing one. The word you is used two more times. Type over
    the words you by typing one. The word are needs to be changed to is. You will have to
    delete the e in the word are or press the spacebar to erase it.
4   Press the Insert key again to disable it.




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Using the Keyboard to move through your Document
Moving through your document with ease helps you worker faster.

1   Open the file South Shore Travel and use the keyboard shortcuts below:

 Key (s)               Movement
 CTRL+left arrow       Moves the insertion point one word to the left.
 CTRL+right arrow      Moves the insertion point one word to the right.
 Home                  Moves the insertion point to the beginning of the line.
 End                   Moves the insertion point to the end of the line.
 CTRL+up arrow         Moves the insertion point up one paragraph.
 CTRL+down arrow       Moves the insertion point down one paragraph.
 Page Up               Moves the insertion point up one page.
 Page Down             Moves the insertion point down one page.
 CTRL+Page Up          Moves the insertion point to the top of the previous page.
 CTRL+Page Down        Moves the insertion point to the top of the next page.
 CTRL+Home             Moves the insertion point to the beginning of the document.
 CTRL+End              Moves the insertion point to the end of the document.

2   Close the file without saving when you are finished.


Deleting Text
Whether your insertion point is to the left or right of the text makes a difference when it comes
to erasing or deleting text.

 Key (s)              Deletion
 Backspace            Deletes the character to the left of the insertion point.
 Delete               Deletes the character to the right of the insertion point.
 CTRL+Backspace       Deletes the word to the left of the insertion point. If the insertion
                      point is in the middle of a word, Word deletes only the part of the
                      word to the left of the insertion point.
 CTRL+Delete          Deletes the word to the right of the insertion point. If the
                      insertion point is in the middle of a word, Word deletes only the
                      part of the word to the right of the insertion point.

1   Open the Art Unlimited file.
2   Place your insertion point between the “t” and “e” in the word watercolor.
3   Press the Backspace key to delete one space at a time to the left of the insertion point. Make
    sure to delete to the “w”.
4   Press the Delete key and delete the remainder of the word watercolor, including the
    comma.
5   Press CTRL+Delete to delete the word oil.
6   Press CTRL+Backspace to delete the word is.


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Correcting Mistakes
Undo Button
If you accidentally deleted some text that you did not mean to, you can       Undo Button
restore it by using the Undo button.

1   Click the Undo Button to undelete the word is.
2   Click on the     next to the Undo key and undo all actions to
    restore to original paragraph.
3   Close the file without saving.


Using the Thesaurus
If you find yourself overusing a particular word and want a good synonym for it, or if you want
to get some ideas for livening up your text, Word’s Thesaurus feature can help.

1   Open the South Shore Travel file.                               Tip: You can also use the
                                                                    shortcut key Shift F7
2   Click on the word inadequate in the second sentence.
3   Click the Review tab.
4   Click the Thesaurus icon in the Proofing group.
5   Locate the word insufficient and click on it, click on the arrow to the right of it and then
    click Insert.
6   Close the file without saving.


Using AutoComplete
This feature enables you to finish an entire item when you type a few identifying characters.
Dates, days of the week, salutations, and closings are some examples of AutoComplete items.
Certain strings of characters trigger a screen tip to be displayed above the current character as
you type.

1   Begin a New document using the shortcut keys CTRL+N and as you begin typing Saturday,
    let the AutoComplete feature finish typing Saturday for you by pressing the ENTER key
    when the screen tip displays Saturday.
2   Press the ENTER key and begin to type Sunday and let the AutoComplete feature finish
    typing by pressing the ENTER key when the screen tip displays Sunday.


Using AutoCorrect
AutoCorrect automatically replaces spelling errors with the correct text as soon as you press the
spacebar. Word comes with a built-in list of AutoCorrect entries including some the most
common typos but if you find you are making the same mistakes, you can customize
AutoCorrect.



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Word’s AutoCorrect feature fixes spelling errors for you automatically. For example, if you type
hte – Auto Correct changes it to the.

Adding an AutoCorrect Entry
1   Type the letters hte and notice when you press the spacebar, the word is corrected to
    display the word the instead of hte.
2   Using the same document as in previous exercise, press the ENTER key twice to allow for
    some extra space and click the Office Button and then click Word Options button.
3   The Word Options dialog box appears.
4   Click the Proofing Option on the left and then click the AutoCorrect Options button under
    the AutoCorrect Options on the right.
2   Make sure the Replace text as you type check box is selected.
3   In the Replace: box, type the aer.
4   In the With: box, type are.
7   Click Add.
8   Click OK and click OK again.


Using an AutoCorrect Entry
1   Press CTRL+END.
2   Type Aer you ready? Notice before you press the space bar the order of the letters in aer.
    After you press the space bar, the correct word is displayed.


Deleting an AutoCorrect Entry
1   Click the Office Button and then click the Word Options button.
2   Click the Proofing Option on the left and then click the AutoCorrect Options button under
    the AutoCorrect Options on the right.
3   Locate the entry by typing aer in the Replace box.
4   Click on it so it is selected.
5   Click the Delete button.
6   Click OK and click OK again.


Saving, Closing and Opening a Document
When you create a document, your computer stores that information only temporarily in its
memory. To make a permanent copy, you need to save the file to your hard disk, network
server or some other form such as a flash drive.

Saving a Document for the First Time
1 Click the Save button,        on the Quick Access toolbar.
2 In the Save in box, select My Documents.


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3 Create a folder by clicking on the New Folder button and then name
  the folder Word Boot Camp Practice Exercises.                                    Tip: Word will
                                                                                   anticipate a file name
4 In the File name box, type Directions on How to Save and click OK.               by choosing the first
                                                                                   few words typed.
  A file name can be up to 255 characters, including spaces. However,
  you cannot use any of the following characters when naming files: /? :
  * “ < > \.
5 Click the Save button.


File Save vs. File Save As
When do you use File Save vs. File Save As? In the majority of cases you will choose File Save.
This procedure will save your document. If you want to make a copy of the document, you can
use the Save As command. The original version remains intact. You have created a new file in
which you now can make changes. A typical example might be if you have a saved letter to
client. The letter will remain the exact same except for the letter will be addressed to a different
client. Creating a “file save as” you will keep the original file saved for the first client and create
another file for the second client.

1   Open the South Shore Travel file.
2   Click on Office Button then choose Save As.
3   Click My Documents to left of the window and locate the Word Boot Camp Practice
    Exercises folder.
4   In the File name box, type Creative Travel Group, Inc. as the file name.
5   Click Save button.
6   You now have two documents in which to work as two separate companies.


Closing a Document
1   Click on the “X” located in the upper right corner of Word’s window.

Open an Existing Document
1   Click the Office Button and then click the Open button        .
2   Open the file South Shore Travel by double-clicking on it.


Show & Hide Command
You can check for tabs, look for hard page breaks, or extra/missing spaces between words by
displaying nonprinting characters.

1   On the Home Tab, click the Show/Hide button in the Paragraph group.
2   Click the Show/Hide button again to turn it off.

     →     An arrow indicates a tab.
     •     Indicates a space between words.
     ¶     Indicates a hard return.


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Using Word’s Go To Feature
Many times when you are working with large documents, you need to quickly go to a certain
page, etc. Use Word’s Go To feature to get where you want quickly.

1   Click List Arrow on Find in the Editing group on the Home tab and then click Go To.
2   When the dialog box appears, enter page 3 in box and click the Go To button.
3   Click the Close button once you have advanced to page 3.



Inserting Pages into your Document
Word begins new pages when needed by inserting soft page breaks. You can also insert breaks
manually by inserting hard page breaks.

1   Click before the word Training on page 3.
2   Click the Insert Tab.
3   Choose Page break from the Pages group.
4   Press CTRL+END to move to the end of the document.
5   Click the Insert Tab.
6   Click Page break from the Pages group.
7   Type the words Recommended Training on the new page.
8   Keep file open for next exercise.


Previewing a Document Before Printing
Word’s Print Preview feature enables you to see what a document looks like before you send it
to the printer. Using Print Preview is a great way of saving paper because you can review your
document and hopefully change mistakes before you print.

1   Click on the Office Button, point to Print and then click Print Preview   .
2   When you are finished looking at Print Preview, click the Close Print Preview button on the
    toolbar.


Printing a Document
To print your entire document you can use one click of the mouse.

1   You can print the active document by clicking on the Office Button and then click Print be
    sure the correct printer displays and click OK. Since we will not actually print, click the
    Cancel button.




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Printing a Range of Pages
Many times you may want print only one page or two pages of a longer document.

1   Click Print on the Office Button and then click Print.
2   Under the Page: prompt, specify the pages of the document you want to print such as
    Current Page or Pages such as 3, 7, 8.


Exit Word
When you are ready to close out of Microsoft Word, simply click the “X” on the Title bar or
click the Office Button and then click the Exit Word button.

Selecting Text
This section of Word deals with formatting. In order to format, you must select the text you
want to format. Select the amount of text you want using any of these options:

 Selection      Procedure
 Word           With the mouse pointer, double click on the word you want to select.
 Line of text   With the mouse pointer in the selection bar, point to the line of text and
                click. To select multiple lines, drag the mouse pointer next to the lines you
                want to select.
 Paragraph      With the mouse pointer in the selection bar, point to the paragraph and
                double-click. To select multiple paragraphs, drag the mouse pointer in the
                selection bar next to the paragraphs you want to select. You can also triple-
                click in the paragraph you want to select.
 Document       With the mouse pointer in the selection bar, triple-click, or hold down the
                CTRL key and click once.


1   Open the World Airways document and save it in My Documents and in the folder, Word
    Boot Camp Practice Exercises as World Airways In Class Exercise.
2   Select the word World by double-clicking on it.
3   Select all the lines of text in the prices and cities by using the Selection bar.
4   Select the paragraph that begins Fare Requirements by triple-clicking in the paragraph.
5   Select the entire document by positioning the mouse pointer in the Selection bar, hold
    down the CTRL key and click once.
6   You can also select text without using the mouse. Using the SHIFT and ARROW keys,
    select World Airways and the next two lines.
7   Click in blank area to deselect any selected text.




Word 2007 Boot Camp                          08/08                                              18
Formatting Text
Changing the Font Size
The term “font” is used to refer to the typeface of your text, which is basically the “look” of each
character. Each computer has a different set of fonts, depending on what software is installed
and what printer you are using.

1   Select the entire document by using the Selection bar.
2   In the Font group, on the Home tab, change the font size in the Font size box to 12.
3   Select World Airways and the next two lines and increase the Font size to 28.


Changing the Font using the Mini Toolbar
When you highlight text, the Mini Toolbar appears allowing you change font style, font size,
font color, etc. no matter which Tab you may be working in.

1   Select World Airways, and the next two lines.
2   Notice the Mini Toolbar appears. Click the down arrow in the           Mini Toolbar
    Font box, click the font name Verdana.
When the Mini Toolbar appears, if the option you would
like to change to is available, you can use the Mini Toolbar
or click in the particular group on the Home tab. It is simply a matter of preference.

Applying Bold, Italic or Underling to Text
The most common type of font formatting other than font and font size is font style. This term
refers collectively to boldface, italic, and underline.

1   Select World Airways, and the next two lines.
2   Click the Bold button in the Font group on the Home tab.


Changing Text Alignment
Alignment refers to the way the right and left edges of a paragraph line up along the right and
left margins of the document. Word has four alignments – left, center, right, and justified. By
default, Word uses left alignment, which produces a straight left edge and a ragged right edge.

1   Select World Airways, and the next two lines.
2   Click the Center align button in the Paragraph group on the Home tab.
3   Select the International Super Bonus Sale, and the next four lines and Right align in the
    Paragraph group.
4   Select the paragraph beginning with Fare Requirements and click the Justify align button in
    the Paragraph group.
5   Select the paragraph beginning with Call World Airways . . . and click the Center align
    button in the Paragraph group.

Word 2007 Boot Camp                        08/08                                               19
                                                                                              Cut
Move or Copy Text
When you need to move text to another area of your document, you simply
cut and paste.
1   Select $79, and Detroit, MI and cut by clicking the Cut button in the
    Clipboard group on the Home tab.
                                                                        Paste
2   Place insertion point under “Dallas, TX” and click the Paste                                     Copy
    button in the Clipboard group on the Home tab.
    Press the TAB if needed to realign the prices.          Tip:
                                                            Shortcut for Copy: CTRL+C
3   Delete the blank line where you removed Detroit.        Shortcut for Cut: CTRL+X
                                                            Shortcut for Paste: CTRL+V

Move Text using Drag & Drop
An alternative method to cutting text is to move it to perform what is called “drag and drop.”
This method allows you to select the text you wish to move and simply “drop” it to its new
location.

1   Select $239, and Los Angeles, CA.
2   Position the mouse pointer in the selected text block, then click and hold the left mouse
    button. The mouse pointer changes to a vertical line and arrow.
3   Drag the mouse and release so that $239 Los Angeles, CA is between Lexington, KY and
    Milwaukee, WI. Adjust any TABS.
4   Delete the blank line where you removed Los Angeles.


Changing the Color of Font
Changing the color of your text can brighten up a document and make key parts of it stand out.
Remember that changing the font color will not do much if you are printing on a black and
white printer. On the other hand, if you have a color printer, font colors can greatly enhance the
document’s appearance.
                                                       Change           Bullets
                                                        Case                      Numbering




                                                                Font Color
1   Select World Airways and the next two lines.
2   To apply a different color, click the down arrow to the right of the Font Color button in the
    Font group on the Home tab, and select Blue.




Word 2007 Boot Camp                       08/08                                                     20
Changing Lowercase Text to Uppercase Text
Very often you type words and then realize the words should be capitalized, title case, or
something else other than how you typed the words.

1   Select World Airways.
2   Click the down arrow on the Change Case button in the Font group on the Home tab.
3   Click Uppercase.


Create a Numbered List
If you want to summarize main points in your document, then use a bulleted or numbered list.
Bulleted lists call attention to points of equal importance. There are several built in bullets and
numbered lists to choose from.

1   Select Madrid, Spain; Paris, France; and Cancun, Mexico including the prices indicated
    next to them.
2   Click the Bullets button in the Paragraph group.
3   Choose the Numbered tab, select the “1. 2. 3.” number style.
4   Click OK.


Create a Bulleted List
1   Select Madrid, Spain; Paris, France; and Cancun, Mexico including the prices indicated
    next to them.
2   Click the down arrow on the Bullets button in the Paragraph group.
3   Under the Bullet Library, select the diamond bullet.
4   Click OK. Keep the file open as we will use it the next exercise.


Sending a Document as an Attachment using the Send To
Command
Sometimes you have just completed a document and know that you need to email it to a
coworker. You can send it right from Word as soon as you are finished typing it.

*** Note that Microsoft Outlook will be the default mail program used to send the document.

1   Click the Office Button and point to Send.
2   Click Email.
3   Outlook opens and you can send the file to yourself so you can see how it works or just
    close Outlook.
4   Keep the file open.




Word 2007 Boot Camp                        08/08                                              21
Setting Margins & Page Orientation
Setting Margins
The default margins are a perfectly good starting point, but you frequently encounter situations
in which you need to change them. For example, you might want to narrow the margins to fit
more text on the page, increase the top or left margin to make more room for a preprinted
letterhead, or widen the inner margins for a document that will be bound.

You can choose from various Predefined settings or click the Custom button to customize your
own margins.


1   Click the Page Layout tab and then click the Margin
    button.
2   Click Normal to change the margins to 1” inch for
    top, bottom, left and right.
3   Click the Margin button again and this time choose
    Custom Margins.
4   Use the Tab key to advance to the next box and type
    in the measurement for the Top: as .5”, Bottom: as
    .5”, Left: as .5”, and Right: as .5”.
5   Click OK.


Changing the Page Orientation
By default, Word uses portrait orientation, which means
that the top of the document prints across the short edge
of the paper. Occasionally, you may need to change to
landscape orientation so that the top of the document
prints across the long edge of the paper.

1   Click the Orientation button in the Page Setup group.
2   Under Orientation, click Landscape.
3   View the Landscape orientation in Print Preview.
4   Change the Orientation back to Portrait.




Word 2007 Boot Camp                       08/08                                             22
                                                                             Line
                                                                            Spacing

Adjusting Line Spacing
Line spacing is the amount of space between lines in a paragraph. By
default, paragraphs are 1.15 spaced.

1   Select the paragraphs containing all the flights from Boston to
    Washington-Dulles including the prices.
2   On the Formatting toolbar, click the arrow to the right of the Line
    Spacing button.
3   Select 1.5.


Using Find
Any time you find yourself about to embark on a time-consuming hunt through a long
document for a word or phrase, use Word’s Find feature to do the work for you. This is only a
one page document so you will not be as impressed as you would if it were several pages long.

1   On the Home tab, click the Find button in the Editing group.
2   In the Find what: box, type Saturday.
3   Click the Find Next button.
4   Close the Find dialog box.
5   When Saturday is found, change the formatting for Saturday to Italic and
    Underline.
6   This is obviously a very short document, but had this document been several
    pages, you can see the benefit of using the Find feature.


A Few More Editing Features
Using Find & Replace
Scrolling through a long document to locate a specific section of text is time-consuming and not
very efficient. The Word Find and Replace options make searching for and replacing text much
quicker. By clicking Find Next, you have an option to Replace the new text. If you choose
Replace All, you Replace EVERY word that matches in the Replace box.

1   On the Home tab, click the Replace button in the Editing group.
2   In the Find what: box, type $99.
3   In the Replace with: box, type $109.
4   Click Find Next and then choose Replace All.
5   Word will tell you that it replaced 3 entries.
6   Close the Find & Replace dialog box.




Word 2007 Boot Camp                         08/08                                           23
Highlighting Text
In addition to applying color to text, you can apply a color to the text’s background. Applying a
color in this way is called highlighting and is similar to highlighting text on paper with a color
highlighter.

For example, you may want to double-check the price of a flight before sending out this flyer.

1   Select $79 Lexington, KY.
2   Click the List arrow next to the Highlight button in the Font group and select a highlight
    color.
3   Remove the highlighting by selecting $79 Lexington, KY and then click the List arrow next
    the Highlight button and click No Color.


Using Word Count
In Word 2007, Word automatically keeps track of the number of words in your document. The
word count is located in the lower left corner. Word can also tell you how many pages,
paragraphs, and lines are in your document, as well as the number of characters, either
including or not including spaces.

1   Click the Review tab and in the Proofing group click the Word Count
    button.
2   The Word Count dialog appears and displays the pages, words, number of
    characters, etc. Note the Word Count is always visible in the lower left
    corner of the Status bar.
                                                                                      Word Count
3   Click the Close button.


Formatting Pages
Applying a Page Border
Word enables you to add a border to pages in your document to enhance the document’s
appearance.
1   Click the Page Layout tab and in the Page Background group, click Page Borders.
2   Click the Page Border tab and under Settings, click Shadow.
3   Click the down arrow next to Art and click the world globes and click OK.
4   Click the Print Preview button. Notice that the bottom of the page border would not print
    correctly because part of it would cut off?
5   Click the Page Layout tab and in the Page Background group, click Page Borders.
6   Click the Page Border tab if it does not display and then click the Options button.
7   Under the Measure from: box, click the down arrow and click Text and then click OK and
    then OK again.
8   Click the Print Preview button. The bottom of the page border will now print correctly.


Word 2007 Boot Camp                       08/08                                               24
9   Click the Close button in Print Preview.
10 Close the document without saving.


Formatting with the Format Painter
When you want to quickly apply the same formats to other text within the document, you can
do this by using the Format Painter. This feature applies the formats associated with the current
selection to new selections. For example, if you want to change several words to the font color
of green, bold, underline and center aligned, you apply the formatting to
one word and then use the Format Painter.                                        Format Painter

1   Open the file named Art Unlimited Flyer and save it in My Documents in the
    Word Boot Camp Practice Exercises folder as Art Unlimited Flyer In Class
    Practice.
2   Highlight the word Paint and format it to Arial font, size 14, bold and the color Olive
    Green.
3   Double-click on the Format Painter button on the Home tab in the Clipboard group and
    then format [by brushing across] Brushes, Drawing Supplies, and Supplies.
4   Click the Format Painter button again to turn it off.


Applying Borders to Paragraphs
You can make paragraphs more attractive with borders. You can also use the shading feature to
add a background color to the paragraph.

1   Click in the first paragraph beginning with Make your creations.
2   Click the Page Layout tab and in the Page
    Background group, click Page Borders.
3   Click the Borders tab if needed.
4   Under Setting:, choose Shadow.
5   Under Style:, choose the solid line (the
    first option).
6   Under Width:, choose 2-¼ pt.
7   In the Apply to: box, be sure Paragraph is
    selected.
8   Click OK.
9   Using the Format Painter, apply the border
    and shadow to remaining the paragraphs.




Word 2007 Boot Camp                        08/08                                             25
Applying Shading to Paragraphs
1 Select the text Creative Supplies for Creative People.
2 Click the Page Layout tab and in the Page Background group, click
  Page Borders.
3 Click the Shading tab if needed.
4 Under the Fill, choose White, Background 1, Darker 25%.
5 Click OK.
6 Close the document without saving.




Word 2007 Boot Camp                     08/08                         26
Creating Indents & Tabs
Indenting Paragraphs
Indenting creates space between text and the left and right margins. When you indent a
paragraph, you can change the alignment of either certain portions of the paragraph or the
entire paragraph. Types of indents:

  First-Line Indent   Indents the first line of the paragraph from the left margin by one tab
                      stop, while all subsequent lines of text align with the left margin.
  Hanging Indent      Indents every line in a paragraph except the first line by one tab stop
                      from the left margin. The first line hangs over the subsequent lines of
                      text.
  Left Indent         Indents the first line and every subsequent line of a paragraph from the
                      left margin by one tab stop. Text along the right remains unchanged.
  Double Indent       Indents all text in a paragraph from both the left and right margins.




Word 2007 Boot Camp                    08/08                                            27
Setting Indents by using the Ruler
The most efficient way of setting indents is to drag the indent markers on the ruler.

1   Open the Outdoor Adventures document and save it as Outdoor Adventures Exercise in
    My Documents in the Word Boot Camp Practice Exercises.
2   Select the first paragraph beginning with “The following recommendations . . .”
3   If you don't see the ruler, click the View tab and then click the Ruler checkbox in the
    Show/Hide group.
4   Set a first-line indent by dragging the first-line indent to the 0.5 inch mark on the ruler bar.
5   Select the next three paragraphs beginning with “Pack light . . .”
6   Set a left indent by dragging the left indent to the 0.5 inch mark on the ruler bar.
7   Set a hanging indent for “Upper Granite Canyon” and “Middle Granite Canyon” at
    the 0.5 inch mark.

Word 2007 Boot Camp                        08/08                                                28
  8    Change the left indents to a double indent by dragging the right indent marker to the 6.0
       inch mark on the ruler bar.


  Centering a Page Vertically
  Many people try to center text vertically on the page by moving the insertion point to the top of
  the page and then pressing the ENTER key several times to force the text down. Centering
  vertically improves the appearance of some short documents, such as letters and memos.

  1    Click the Page Layout tab, click the List arrow in the Page Setup group.
  2    Click the Layout tab.
  3    Under Page, in Vertical alignment:, choose Center and then click OK.


  Setting Tabs
  The default tab setting in Word is 0.5". Each time you press the TAB key, the insertion point
  moves 0.5" to the right. You can create custom tabs by using the following types of tabs:

                             Left        Left aligns text at the tab stop.
                             Right       Right aligns text at the tab stop.
                             Center      Center aligns text at the tab stop.
                             Decimal     Decimal aligns text at the tab stop.




Tab Button
                        Left Tab       Center Tab       Decimal Tab    Right Tab




  Setting Tab Stops using the Ruler
  There are two ways of setting custom tabs, you can use the ruler or use the tab dialog box. We
  will create two exercises so that we can use each method.

  The fastest way to set tabs is using the Ruler. Using the Tab Alignment Button, you can set Left
  aligned, Center aligned, Right aligned, or Decimal aligned tabs.

  1    Create a new document and change the margins so that the left and right margins are set to
       1 inch.
  2    Click the TAB button to create a left tab and set a left tab at 0.5” and type Date; set a left tab
       at 2.2” and type Time; set a left tab at 4.25” and type Class; set a left tab at 5.75” and type
       Cost. Press the ENTER key.


  Word 2007 Boot Camp                           08/08                                               29
3   Press the TAB key and type August 21; set a Center tab at 2.5”, press the TAB key and type
    6:00 – 10:00 PM.
4   Set a Right tab at 5.0” and press the TAB key and type Introduction to Word.
5   Set a Decimal tab at 6.0” and press the TAB key and type $89.00. Complete below:
       Date                       Time                            Class                   Cost
       August 21              6:00 – 10:00 PM           Introduction to Word             $89.00
       September 17         9:00 AM – 2:00 PM                Advanced Word              $109.00
       October 16             3:00 – 7:00 PM         Introduction to Outlook            $125.00

Setting Tabs Using the Tab Dialog Box
When you are working with multiple tabs, you may find it easier to use the Tabs dialog box.
The Tabs dialog box also allows you to set tabs more precisely than you can using the ruler.
1   Create a new document and change the margins so that the left and right margins are set to
    1 inch and type Bake Sale.
2   Click Page Layout tab and then click the List arrow in the Paragraph group.
3   Click the Tabs button in the lower left corner of the Paragraphs dialog box.
4   In the Tab stop position, create a Left tab at 0.5” and click the Set button, create a Center tab
    at 2.5” and click the Set button, create a Decimal tab at 3.5” and click the Set button; create a
    Right tab at 6.0” and click the Set button and click OK when finished.
5   Create the following Bake Sale document:


       Item                  Table                  Price                      Baked By
       Banana Cream Pie       11                   $3.00                  Wilma Flintstone
       Peanut Butter Cookies   2                   $1.25/dozen             Barney Rubble
       Chocolate Chip Cookies 12                   $1.60/dozen               Lucy Ricardo
       Oatmeal Raisin Coolies 21                   $1.10/dozen                Ethel Mertz
       Brownies                3                    $.50/each               Ricky Ricardo
       Five-Layer Bars         3                    $.75/each                  Fred Mertz
       Double Chocolate Cake 5                     $4.25                   Fred Flintstone
       Lemon Chiffon Cake      7                   $4.50                     Betty Rubble

Clearing or Moving Tab Stops
1   Delete the Decimal tab (in the first row only) by dragging it off the ruler.
2   Create a Left tab for the word Price and move to adjust the word Price so that it centers over
    the prices.
3   Make any adjustments by selecting all the paragraphs that need to be adjusted.




Word 2007 Boot Camp                        08/08                                                  30
Displaying and Hiding Nonprinting Characters
Remember you can check tab stops, hard page breaks or returns, or extra or missing spaces
between words by displaying nonprinting characters.

On the Home tab, click the Show/Hide button ¶ in the Paragraph group.

     →     An arrow indicates a tab.
     •     Indicates a space between words.
     ¶     Indicates a hard return.


Creating Columns
Creating 2 or 3 Columns in a Document
Many types of documents use columns for formatting at least some of the text in a document.
Newsletters and brochures are two common types of documents that use columns. You can set
up columns either before or after you type the text for columns.

Inserting Section Breaks
To apply columns to a selection of text, you place that text in a separate section and then apply
the column formatting to that section. For this exercise we will format text that has already been
typed.

1   Open the file Fantasy Cruise Lines.
2   Save in My Documents, Word Boot Camp Practice Exercises folder as Fantasy Cruise Lines
    Practice.
3   Click the Show/Hide button to so that you can see the hard returns.
4   Click so that the insertion point is below the date.
5   Click the Page Layout tab and click the Breaks button and in the Section Breaks, click
    Continuous Break.
6   Highlight all text below the date beginning with Welcome.
7   Click the Columns button in the Page Setup group to open the Menu, and then click two.
8   There are two columns of text.
9   Highlight all text below the date beginning with Welcome.
10 Click the Columns button in the Page Setup group and then click three.
11 Click the Undo button to go back to two columns.




Word 2007 Boot Camp                        08/08                                              31
Creating a Line Between Columns
To add a little something to your brochure or newsletter, add a line between the columns for a
more finished look.

1   Click the Columns button in the Page Setup group,
    then click More Columns.
2   Click the Line between check box and click OK.


Removing Columns
You can remove the columns very easily if you decide
you do not want to use them.

1   Highlight all text below the date beginning with
    Welcome.
2   Click the Columns button, and then drag to select 1 Column.
                                                                            Line
3   Do not close this file because we will use it for the next exercise.    Between Box



Creating a Drop Cap
When you want just the first letter or word of a paragraph to stand out, use a “Drop Cap” to
add some pizzazz to your newsletter.

1   Select the letter E in the first paragraph.
2   Click the Insert tab and in the Text group, click Drop Cap button and then click Drop Cap
    Options.
3   Under Position, click the Drop Cap box, under Drop Options and Lines to Drop, click 2
    and click OK.
4   Do not close this file because we will use it for the next exercise.


Inserting Symbols
There is a great selection of symbols to enhance any document.

1   Click so the insertion point is in front of the
    words Guest Newsletter.
2   Click the Insert tab and click Symbol and
    then click More Symbols.
3   Choose the Font Style as Wingdings.
4   Click on the Symbol of your choice and click
    the Insert button.
5   Do not close this file because we will use it for
    the next exercise.


Word 2007 Boot Camp                          08/08                                        32
Working with and Formatting Clip Art & Pictures
Word has a number of ways to make documents more attractive. One way to make your
documents more attractive is to add graphics. You can insert graphics that are already
prepared, known as Clip Art. WordArt enables you to alter text that you key quickly and easily
by changing shapes and rotating the text, and add shadows and shading. A watermark is a
ghost image that appears behind the printed text.

Clip Art & Pictures
Clip art is added to documents not only to make them more attractive, but also to grab the
attention of the reader.

Inserting Clip Art or a Picture from the Clip Gallery
New to Word 2007, many more images are available at the
Microsoft Office Online Web site. When you search for a clip art
image, Word automatically includes the Office Online Web site in
the search as long as you have an Internet connection.

1   Position the insertion point in the first paragraph.
2   Click the Insert tab, and click Clip Art.
3   In the Search for: box, type suitcase and press the ENTER key.
4   Click on the arrow down next to the image and click Insert.
5   Notice in the Tabs the Picture Tools tab is displayed as an 8th
    tab. Click on the Picture Tools tab and the Ribbon changes.

                                                 Picture Tools Tab




Wrapping Text around an Object
Text needs to be formatted around the graphic. Text can be formatted in different ways
depending upon how much white space you want between the graphic and text, this is known
as Wrapping.

1   Click on the clip art you just inserted.
2   Click the List arrow in Text Wrapping in the Arrange group and choose Tight.
3   Click Square Text Wrapping to see the difference.




Word 2007 Boot Camp                            08/08                                      33
Resizing an Object
Once a graphic has been imported into a
                                                     Resizing Handles
document, you can easily adjust its size or
scale it. Resizing includes both enlarging and
reducing the size of a graphic.

1   Select the clip art you just inserted.
2   Drag a corner sizing handle inward (diagonal two-way arrow) until the object is the shape
    and size you want.


Cropping an Object                                                      Crop Button
Cropping is removing or trimming part of a picture.

1   Select the clip art you just inserted.
2   In the Size group, click the Crop button.
3   Position the insertion point over a sizing handle and drag until part of the object is erased.


Deleting a Clip Art Image
1   Select the clip art.
2   Press the Delete key.
3   Click the Undo key so the clip art reappears.
4   Save and Close the file.


Formatting WordArt
Add a special text effect with WordArt. WordArt is a feature that you can use to enhance your
documents. WordArt enables you to alter text that you key quickly and easily by changing
shapes, rotating the text, adding shadows and shading.

1   Begin with a New document.
2   Click the Insert tab, click the WordArt button in the
    Text group.
3   Click the Word Art Style you want.
4   In the Edit WordArt Text dialog box, type The Coffee
    Café and then click OK.




Word 2007 Boot Camp                          08/08                                            34
Changing the Text in WordArt
If you need to change the text in an existing WordArt, you can quickly change it.

1   Click on the WordArt image.
2   Click Edit Text in the Text group.
3   Delete the word The and then click OK.


Changing the WordArt Style
If you decide you would like to try a different style, you can easily change it.

1   Click on the WordArt
    image to select it.
2   The WordArt Tools is
    now visible on the
    Ribbon.
3   Click on the WordArt Styles list arrow.
4   The WordArt Gallery dialog box is now visible. Click on the WordArt style you would like
    to change it to and click OK.
5   Close the document without saving.


Creating Watermarks
A watermark is a ghost image that appears behind the printed text on each page of the
document. A watermark can be text, Clip Art or a picture. You may have seen the word
CONFIDENTIAL appear “gray” in a document to inform those reading the document that the
information contained within is confidential. We will create a text and a Clip Art watermark.

Creating a Text Watermark
We will first see how you can use the Building Block watermark and then create a custom text
watermark.
1   Create a new blank document by pressing CTRL+N.
2   Click the Page Layout tab, in the Page Background
    group, click Watermark.
3   Click the Confidential 1. Click the Zoom Out button to
    view the watermark.
4   Click the Undo button on the Quick Access toolbar.
5   Click the Watermark button and click Custom
    Watermark.
6   Under Text Watermark, click the down arrow in the
    Text box and view the default text watermarks but do
    not click on any.


Word 2007 Boot Camp                        08/08                                         35
7   In the Text button under Text Watermark, type Gold Lake College.
8   In the Font box, choose Tw Cen MT Condensed and then click OK.
9   Click the Zoom Out button to view the watermark.
10 Save the document as GLC watermark but do not close the document.


Creating a Clip Art Watermark
1   Open the file Fantasy Cruise Lines.
2   Click the Insert tab, in the Illustrations group and click Clip Art.
3   Type Ship in the Search box and Insert the clip art of your choice.
4   Click on the Clip Art if needed to select it.
5   In the Adjust group, click the down arrow in Recolor and then click Washout.
6   In the Arrange group, click the down arrow in Text Wrapping, and then click Behind Text.
7   Resize the watermark so that it takes up nearly half of the page.
8   Click the Zoom Out button to view the watermark.
9   Close the document without saving.


Deleting a Watermark
We will remove the watermark in the Gold Lake College document.
1   The GLC file should still be open.
2   Click the Page Layout tab and then click Watermark.
3   Click Remove Watermark.
4   Close the file without saving.




Word 2007 Boot Camp                         08/08                                        36
Creating Documents using Word's Templates
Word has several templates build-in and online templates to assist with letter writing as well as
a variety of other requirements. You can select templates containing a layout for letters, faxes,
memos, and even resumes. The nice thing about using the template is that you do not have to
worry about the layout of the letter or fax because the template spaces everything for you.

Creating a Letter & Envelope using a Template
For the Letter Template exercise, you will create a letter from a Catering Company as though
the letter is being sent to a potential client. Once the template is downloaded, we will change
the text.




1   Click the Office Button and then click New.
2   Under Templates, look for Microsoft Office Online and then scroll down to click on
    Letters.
3   Under Letters, click Business.
4   Click Sales Letters.
5   Scroll down to click on Introductory Letter to New Client and click the Download button.
6   When the Microsoft Office Genuine Advantage dialog box prompt displays, click Continue.
    This dialog box explains templates are only available to registered Microsoft Office users.
7 Since we do not want to include our name, highlight Your Name, Street Address, City, ST
  and Zip in the upper left corner of the letter above the date and press the Delete key.
8   Keep the current Date, click into Recipient and type the recipient as Mrs. Lucy Ricardo.
9   Click into the Title, and type HR Manager.
10 Click into the Company Name, and type ABC Company


Word 2007 Boot Camp                       08/08                                                37
11 Click into the Street Address and type: 1234 Main Street
12 Click into the City, ST Zip and type:       Pittsburgh, PA 15660
13 In the Salutation section, add Mrs. Ricardo.
14 Delete the words that we are not going to use accordingly and complete the paragraph:

     Thank you for choosing International Cuisine Catering. Enclosed is a sample of just
     some of our many gourmet delights. We will be more than happy to design a menu to
     your specific tastes. A deposit of $300 is required at the time of booking. Please do
     not hesitate to contact us with any questions or concerns.


15 Click into Your Name and type Your Name.
16 Click into Title and type Catering Manager.
17 Add an S to the word Enclosure and type 6 after it. This means there will be 6 menu
   enclosures included with the letter.
Because this letter is very brief, it will look more balanced on the paper if we center it vertically
on the page.
18 Click the Page Layout tab, and then click the List Arrow in the Page Setup group, click the
   Layout tab, under Page Vertical Alignment:, choose Center and click OK.
19 Keep the file open for the next exercise.


Envelopes & Labels
Envelopes will look more professional when printed rather than hand written. The default
envelope is a standard business style.

Creating and Printing a Single Envelope
1   Highlight the entire address in the letter and
    click the Mailings tab and then click Envelopes
    in the Create group.
2   The address displays as the delivery address.
3   Enter the Return Address as:
    International Cuisine Catering
    2167 Old Mill Road
    Grayslake, IL 60030

4   To print the envelope, insert the envelope in the
    printer as shown in the Feed box, and then click
    Print. We will not actually print the envelope in
    class so click the Cancel button.
5   Close the document without saving.




Word 2007 Boot Camp                        08/08                                                38
Creating an Entire Page of the same Mailing Label
If you have to mail correspondence to a company or individual on a regular basis, you can
create an entire page of labels so that the next time you have to mail a letter, you can just attach
the mailing label.

1   Click the Mailings tab, click Labels in the Create group.
2   Click the Options button, click the List Arrow in the Label Vendors and click Office
    Depot.
3   Click the List Arrow in the Product Number, and click on Address 612-011 and click OK.
4   In the Address Box, type:
    1st Bank of America
    7387 Main Street
    Chicago, IL 60012

5   In the Print section, be sure to select Full page of the same label. We will not print the
    labels in class.
6   We will not actually print the labels, so click the Cancel button.




Word 2007 Boot Camp                        08/08                                               39
Headers & Footers
Headers and footers are information and/or graphics that print in the top and bottom margin of
each page. Your document can have a header, footer, or both. Headers can be a single
paragraph or multiple paragraphs. Using a header or footer is also an alternate way to add page
numbers to a document. Word 2007 offers a variety of pre-designed headers and footers.

In this exercise we will create a header and footer for the Gold Lake College. See the example
below.

        Note: Headers and Footers are only visible when working in the Print Layout View.

Header Example
    Left Tab                      Center Tab                Right Tab




Footer Example




Inserting a Header
1    Be sure to have a blank document in the Word window if you do not already have one.
2    On the Insert tab, click Header in the Header & Footer group and then click Blank.
The Header has three pre-set tabs. A left, center and right tab. Press the TAB key to advance to
the next.
3    In left tab section, type Gold Lake College. Press the TAB key twice so that you are in the
     right tab section and type 123 S. Main Street press ENTER and TAB twice then type
     Grayslake, IL 60030.
4    Highlight Gold Lake College and using the Mini toolbar, format the Font Style to Arial
     Black, size 16 and Bold.
5    Click the Close Header/Footer button in the Close group.

Word 2007 Boot Camp                       08/08                                             40
Inserting a Footer
1   On the Insert tab, click Footer in the Header & Footer group and scroll down and click on
    Transcend [Odd Page]. The page number automatically inserts.
2   Insert the date by clicking the Date & Time button in the Insert group. Choose the date
    style as April 21, 2008.
3   Click the insertion point so it is in front of the date and press the backspace key twice so
    that the date is in the left section of the footer.
4   Click the Close Header/Footer button in the Close group.
5   So that you can view how the Header and Footer will appear on every page, we will insert a
    couple of pages. Press CTRL+ENTER twice to create two hard page breaks.
6   Scroll to view the Header and Footer on all three pages.
7   Keep the file open for the next exercise.


Creating a Unique Header or Footer for the First Page
Occasionally you will not want a Header or Footer to appear on the first page of your
document, especially if the first page is a cover page. You would want the Header and Footer to
be on every page except the first page. So that there is no Header or Footer on the first page, you
create a Different First Page Header or Footer.

1   Press CTRL+HOME so that you are at the beginning of the document.
2   On the Insert tab, click Footer in the Header & Footer group and scroll down and click on
    Edit Footer.
3   In the Options group, click to check the box Different First Page.
4   Scroll down and you will see that the First Page has a Header and Footer different from the
    other pages.
5   Click the Close Header/Footer button in the Close group.
6   You would now create the title page of your report or document.


Deleting a Header or Footer
You may need to remove information that was placed into a header or footer after your
document has been created.

1   In order to remove both the first page header and the remaining header, on the Insert tab,
    click Footer in the Header & Footer group and scroll down and click on Edit Header.
2   In the Options group, uncheck the box for Different First Page Header.
3   Click Header in the Header & Footer group and scroll down and click on Remove Header.
4   Click Footer in the Header & Footer group and scroll down and click on Remove Footer.
5   Click the Close Header/ Footer button in the Close group.
6   Close the document without saving it.

Word 2007 Boot Camp                        08/08                                              41
Building Blocks
Building Blocks are designed to you help you save time by using formatted text or graphic
selections available for you in any document. You assemble your document from galleries of
predesigned parts, add your business information, and save the building blocks to use again
and again. Building Blocks are stored in galleries such as the headers, footers, table of contents,
etc.

We will first begin our Annual Report by inserting page numbers in the footer.

1   Begin with a blank document.
2   Click the Insert tab on Ribbon.
3   Click the Page Number button in the Header & Footer group.
4   Click on Bottom of Page and scroll until you find Accent Bar 2 and click it.
The page number now appears in the footer. Did you notice the Ribbon changed to show the
Header & Footer tools? This was not there before. It appears because we inserted the page
number into the footer. In Word 2007 certain contextual toolbars appear when you have
inserted an item and toolbar may be necessary. We are not going to need the Header & Footer
Tools so click Insert tab on Ribbon.

Professional documents always need a cover page. We will now insert a cover page and save
text to use again by saving it in Quick Parts in Building Blocks.

1   In the Pages group, click the down arrow next to Cover Page and scroll until you find Mod
    and click on it. The cover page is automatically inserted as the first page of your document
    and page one is now page two.
2   Click into the [Type the document title] and type ABC Corporation.
3   Click into [Type the document subtitle] and type Annual Report.
4   Click into [Pick the date] and choose today’s date.
5   Click into the abstract and type ABC Corporation is a small business specializing in the
    sales and marketing of domestic and international travel.
6   Delete any remaining text that might appear on the cover page by highlighting and
    pressing the Delete key on the keyboard.
7   Highlight the text you typed in the abstract.
8   Click Quick Parts in the Text group and click Save Selection to
    Quick Part Gallery.
9   The Create New Building Block dialog box appears. We will
    keep the default settings so click the OK button.
Before we reuse the text, we will change the footer to match the
Mod Cover page we created by inserting the page number using
the Building Blocks organizer.



Word 2007 Boot Camp                       08/08                                               42
10 Click on Page 2.
11 Click Quick Parts in the Text group.
12 Click Building Blocks organizer and scroll until you find Mod (Odd Page) in the Footers
   Gallery, click Insert. See how professional the document is looking. Keep the document
   open.




We will now reuse the text saved in the Quick Parts in another document.

13 Keep this document open because we will use it in the next exercise.
14 Insert a Blank document by pressing CTRL+N.
15 Click the Insert tab and Quick Parts in the Text group.
16 Under General, ABC Corporation is saved.
17 Click on it and inserted into the document.
18 Close the document without saving.




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Working with Shapes, SmartArt & Charts
Adding Shapes, SmartArt & Charts
There are some new features to help you create professional-looking
documents with a couple clicks of the mouse. There are more shapes than
ever before as well as the ability to create Excel charts within a Word
document. One new feature is called SmartArt. SmartArt graphics are
professionally designed diagrams, such as organizations charts, process
charts, hierarchies, and so much more. Make your documents really
standout with only a few simple clicks.


1   Scroll down to page 2 of the ABC Corporation document and double-
    click so the insertion point is at the top of the page and type ABC
    Corporation.
2   Click the Insert tab on the Ribbon.
3   In the Illustrations group, click Shapes. Notice the number of shapes
    to choose from. Click on the 4th shape from the right in the Lines category and using the
    mouse, draw a line similar to the shape shown at the right.
4   With the Arrow selected, click the arrow in Shadow Effect in the Shadow Effects group.
5   Click the Shadow Style 1 in the Drop Shadow category.
6   Under the second arrow, type Your Benefits Plan and press the ENTER key twice.
7   Highlight ABC Corporation and apply the Emphasis Style. Format Your Benefits Plan the
    same way. Your document should be similar to the example shown.




We will now add SmartArt to display the types of benefits.
8   Double-click to about the 3 ½ inch mark on the vertical ruler.
9   Click the SmartArt button in the Illustrations group. Notice the number of shapes to
    choose from. When you click on one of the SmartArt designs, an example of how to use it is
    at the right in the dialog box.




Word 2007 Boot Camp                       08/08                                           44
10 Click the Continuous Picture List in the All category as shown in the example and click
   OK. This selection allows you
   to add pictures also.


11 You can click and type right in
   the shape and you can also use
   the Text Pane. We will use the
   Text Pane. If it is not visible,
   click the Text Pane in the
   Create Graphic group.
12 Add the following text in the
   Text Pane [be sure to click into
   each bullet point]:
   Health
   Dental
   Vision

13 Close the Text Pane by
   clicking the X.
14 Double-click below the
   SmartArt so it is no longer
   selected.
15 You would now add
   pictures but for the sake of
   time, we will not add the
   pictures.
16 Close the file without
   saving.




Word 2007 Boot Camp                    08/08                                          45
Compiling a Bibliography
Word 2007 includes the new Source Manager feature, which keeps track of the sources you use
while researching a document and helps you reference them in the proper format. Whether the
sources are books, periodicals, Web pages, or interviews, you can record details about them and
then select a common style guide, such as the Modern Language Association [MLA], to have
Word automatically list your sources in that style guide’s standard format.

Creating a Works Cited Page
When you compile a bibliography, Word inserts it at the insertion point as a single field. In this
exercise, we will enter information for a book source and a Web page for a Works Cited page in
the Modern Language Association format [MLA]. The MLA format is the most commonly used
bibliography for college research papers.

1   Open the file named U.S. History.
2   Save the file to My Documents as U.S. History.
3   Click on the References tab and in the Citations & Bibliography group, click the Style
    arrow and then click MLA.
4   In the Citations & Bibliography group, click the Manage Sources button. The Source
    Manager dialog box opens.
5   In the Source Manager dialog box, click New. The Source Manager dialog box opens.
6   In the Type of Source list, select
    Book,     under    Bibliography
    Fields for MLA, type the Author
    as Jacob, Margaret C.; in the
    Title box, type Industrial
    Revolution,      World      Book
    Encyclopedia, Volume 21, in the
    Year box, type 2002, in the
    Publisher box, type World
    Book, Inc. and then click OK.
7   In the Source Manager dialog
    box, click New.
    In the Type of Source list, select Web site, under Bibliography Fields for MLA, type the
    Author as Payne, Stanley; in the Name of Web Page box, type Italian Fascism, in the Year
    box, type 1998, in the Month box, type February, use today’s month, day, and year for the
    Month, Day and Year accessed. Notice the upper right corner of the Source Manager, the
    sort order is by Author.
8   Normally you would copy and paste the website link in the URL but for the sake of time, we
    will skip this step and then click OK.
9   Close Source Manager dialog box.
10 Press CTRL+END to so the insertion point is at the end of the document and then press
   CTRL+ENTER to create a new sheet of paper for the Works Cited Page.


Word 2007 Boot Camp                       08/08                                               46
11 On the References tab, in the Citations & Bibliography group, click Bibliography, and
   then in the gallery, click Works Cited. Word inserts the Works Cited page in the document
   in alpabetical order according to the MLA format.
12 Close the document without saving.


Inserting a Footnote
When you want to make a comment about a statement in a document, for example, to explain
an assumption or cite a source, you can enter the information in a footnote.

We will use the same file to insert a footnote to indicate our source.
1 From My Documents, open the file U.S. History.
2   Click so the insertion point is at the end of the 4th sentence in the 1st paragraph [trade
    union].
3   Click on the References tab and in the Footnotes group, click Insert Footnote and insertion
    point is now at the bottom of the page. By default, Word applies the 1, 2, 3, format.
4   Type the following: Jacob, Margaret C., Industrial Revolution, World Book Encyclopedia
    2002, World Book, Inc., I Volume 21, pg. 246
5   Scroll up to see the number 1 indicated as footnote 1.
6   Close the file without saving.




Word 2007 Boot Camp                        08/08                                           47
    Outlines Overview
    Outlining lets you make use of Word’s built-in level styles to view the major topics covered in
    your document without having to scroll through pages of text. You can collapse and expand
    levels to see more or less of your document at one time, making it easier to ensure you have
    covered the essential subject matter.

    In outline view, you can collapse a document to show only the levels and body text you want.
    This makes it easier to view the document's organization, move through the document, and
    rearrange large chunks of text.

    In the practice exercise, we will create a company sales presentation in outline view.

    Outline Toolbar
    Promote to




                                                                      Show Levels
                                      Level Box
    Heading




                                      Outline
                 Promote
Move Down




                                                     Demote To Body
                           Collapse
Move Up




                 Expand




                                            Demote




                                                     Text




    Word 2007 Boot Camp                                                             08/08      48
Parts of an Outline
The following outline example is the practice outline we will create in class, but before we do,
we need to take a look at the parts of an outline.




                                          1 Level

                                                           2 Level and
                                                           Demoted


                                                             A minus “-“ sign indicates
                                                             that there are no
                                                             additional subheadings
                                                             beneath the heading.



                                                             A plus “+” sign indicates
                                                             additional subheadings
                                                             beneath the heading.


                            Indicates additional
                            material is not
                            currently visible




Promoting and Demoting Levels
You can have many levels in an outline. The process of applying levels is called either demoting
or promoting, depending on whether you are moving a level to a lower or higher level of detail.
You can demote a Level to move in (indent) in the outline so that the Level becomes a lower-
level subtopic. You can promote a Level (outdent) in the outline to become a higher-level topic,
however, you cannot promote a Level any higher than Level 1.

Creating an Outline
1   Begin with a blank document if needed.
2   In the Status bar, click the Outline button located to the left of the Zoom In & Out button.
3   Click the down arrow in the Levels box and click Level 1 and type Zimmer Metals Sales
    Presentation and then press the ENTER key.
                                                                                          Tip: Pressing the
4   Click the Demote button and Company History and press the ENTER key.                  tab key will also
                                                                                          demote a topic.
5   Note that after pressing the ENTER key that the same level will take effect
    unless you format it differently.
6   Press the TAB key and type Zimmer Metal Company was founded in 1926. and press the
    ENTER key.




Word 2007 Boot Camp                                08/08                                             49
7   Keep the same Level 3 and type From the beginning, Zimmer Metals had the highest
    standards for its products. Press the ENTER key.
8   Click the Promote button once so that you are at a Level 2 and type Zimmer's Reputation.
    Press the ENTER key.
9   Press the TAB key so that you are at Level 3 and type Zimmer is proud of having the best
    product line in the industry. Press the ENTER key.
10 Keep the same Level 3 and type Our Company has long been recognized by the NMA as a
   leader. Press the ENTER key.
11 Keep the same Level 3 and type Our award-winning Customer Service Department is the
   heart of our operation. Press the ENTER key.
12 Click the Promote button once so that you are at Level 2 and type Product Quality
   Statement and then press the ENTER key.
13 Keep at the same Level 2 and type Customer Service and then press the ENTER key.
14 Demote to a level Heading 3 and type the following on two separate lines:
    Our 800 number is both convenient and a cost-savings to our customers.
    We are proud of our solutions-oriented staff. Press the ENTER key.
15 Press the Promote button once to Level 2 and type Summary.


Adding Body Text
All the headings that you create using the demote button will continue to be created with
heading styles. The buttons let you display levels ranging from 1 to 7, although you can
actually create up to 9 levels. But you do not want the body text, the text that makes up the
paragraphs of your presentation or report, to look like a heading. Therefore you need to
demote the text to the body text style. You do this with another tool on the outline toolbar, the
Demote to Body Text button.

1   Place your insertion point at the end of Zimmer Metal Company was founded in 1926 and
    press the ENTER key.
2   Click the Demote to Body Text button on the Outline Tools group and type the following:
    Harrison Zimmer, a Scottish
    immigrant and engineer with
    degrees      from     Edinburgh
    University and Oxford, began the
    company. He started with a small
    factory in upper New York State,
    in the then small village of
    Poughkeepsie.
3   Place your insertion point at the
    end of From the beginning, Zimmer Metals had the highest standards for its products and
    press the ENTER key.
4   Click the Demote to Body Text button on the Outline Tools group and type the following:


Word 2007 Boot Camp                       08/08                                              50
    Zimmer himself continued to work on new product development well into his 70s. On
    his death in 1972, a handpicked team of management and metals fabrication
    professionals continued to run Zimmer Metals with the same dedication to quality and
    improved products that the founder had insisted on.

Displaying Different Levels
Sometimes you want to see just the upper-levels in a document. For example, if you want to
use the outline of a document as a speaker's guide to give an oral presentation, maybe just the
major topics are needed, and not body text. The Expanding and Collapsing capabilities of Word
outlining translate to the printed page when you display the Outline View before printing.
Expand an outline and print it, and you get all the detail you have expanded in your printed
copy. Collapse any portion of the outline, and that's how your outline document will print.

1   Click anywhere in the top level of the outline (Zimmer Metals Sales Presentation).
2   Click the Collapse button in the Outline Tools group. This collapses the lowest level of the
    outline but leaves levels higher than that visible. Notice a wavy gray line? This indicates
    that some material is collapsed beneath this level that isn't currently visible.
3   Click the Collapse button one more time. Another level of detail disappears and more levels
    are underlined to indicate additional material that's no
    longer visible.
4   Click the Expand button and the outline expands by one
    level of detail.
5   You can also click the down arrow in Show Level and
    click All Levels and all levels of detail in the outline
    appear.


Reorganizing an Outline
Will you type in all the points in a lengthy document in exactly the right order every time? In
most cases, you will not. Word's outlining features allow you to easily reorganize and modify
an outline.

1   Be sure that all levels are showing.
2   You will move the Customer Service information so that it is above Zimmer’s Reputation.
3   Using your mouse, highlight the Customer Service and the sentences below it.
4   Place your mouse pointer over the sign to the left until it becomes a four-way arrow.
5   Click and drag the Customer Service heading to above Zimmer’s Reputation and release
    the mouse button.
6   Click into the Summary heading.
7   Click the Move Up button on the Outline Tools group.
8   Click the Move Down button on Outline Tools group to return Summary back to the last
    item.
9   Close the document without saving it.


Word 2007 Boot Camp                        08/08                                            51
Formatting Styles
A style is a set of formatting characteristics that you can apply to text in your document to
quickly change its appearance. When you apply a style, you apply a whole group of formats in
one simple task. For example, you may want to format the title of a report to make it stand out.
Instead of taking three separate steps to format your title as 16 pt, Arial, and center-aligned, you
can achieve the same result in one step by applying a certain style. Word has many built-in
styles and you also have the option of creating your own styles.

The easiest way to create a new style is to base it on an existing style. We will now create a new
style based on using the built-in styles.

We are going to create a brief class schedule for GLC by using and applying Styles.
                                                                                      Title Style
Applying Quick Styles
New to Word 2007 is Quick Styles. Quick Styles are a quick and easy way to
change your font in a few clicks.

1   Begin with a blank document.
2   Type Gold Lake College and be sure your insertion point is
    somewhere within the text.
3   On the Home tab, click the List Arrow in the Styles group and
    click on the Title Style.
4   Position the insertion point at the end of the word college and
    press ENTER twice.
5   Type Schedule of Classes and select it.
6   Click the List Arrow in the Styles group and click on the Intense Emphasis style.
7   Position the insertion point at the end of the word classes and press ENTER twice and type
    the following information (space twice between majors):

    Accounting
    Accounting Procedures I
    Payroll Accounting
    Financial Accounting

    Biology
    General Biology I
    General Biology II
    Introduction to Microbiology

    Computer Information Systems
    Introduction to Computers
    Database Concepts
    Operating Systems



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8   Apply Subtle Reference to Accounting, Biology and Computer Information Systems. To
    apply the same style to all three majors at the same time, click Accounting and while
    holding down the CTRL key, click Biology and Computer Information Systems.
As you can see we have applied styles to text very quickly. We will now customize the styles so
it appears a little more dramatic.
9   Save the document as Styles Part 1. Keep the document open because you will use it in the
    next exercise.

Changing a Style Sets
You can change the formatting of your entire document by choosing a
different style set.

1   In the Styles group, click Change Styles.
2   Click Style Set.
3   Click Formal, and then click on a few other styles to view the
    various options.
4   Click the Undo button until you are back to the original style from
    the last exercise.


Creating a New Style based on an Existing Style

1   Using your mouse, highlight Gold Lake College.
2   Click the List Arrow in the Styles group and click the New Style
    Button.
3   The Create New Style dialog box appears.
4   In the Name box, type GLC Heading.
5   In the Style type, make sure Paragraph is           New Style Button
    selected.
6   In the Style Based on Box, you will see Title because we are basing our new style on this
    heading.
7   Under Formatting, change the Font Size 28 and click the Bold button.
8   Under Formatting, in the Alignment section, choose Centered.
9   Click OK.




Word 2007 Boot Camp                       08/08                                            53
Creating More New Styles
We will now create a new style for the subtitle and body text.

1   Highlight Schedule of Classes.
2   Click the List Arrow in the Styles group
    and click the New Style Button.
3   The Create New Style dialog box appears.
4   In the Name box, type
    GLC Subtitle.
5   Under       Formatting,         Font Style,
                                 Alignment, Bold,
    change the Font Size to            Etc.
    16 and change the Font
    Style to Cambria (Headings).
6   Under Formatting, in         the   Alignment
    section, click Centered.
7   Click OK.
8   Highlight the classes under Accounting
    and while holding down the CTRL key,
    highlight the classes under Biology and
    then highlight the classes under Computer Information Systems.
9   Click the List Arrow in the Styles group and click the New Style Button.
10 In the Name box, type Body Text.
11 Under Formatting, change the Font Style to Tahoma.
12 Click OK.


Modifying a Style
Once you create a style, you may decide you would like to
change perhaps the font, font color, etc. We have already
created the GLC Heading but now we are going to change the
font to Tahoma.

1   Click the List Arrow in the Styles group.
2   In the Styles box, locate GLC Heading, click the right
    down arrow and then click on the Modify button.
3   Change the Font Style to Tahoma.
4   Click OK and then click OK close the Styles box by clicking
    the X.
5   Your font style will automatically be updated to the
    modified style.

Word 2007 Boot Camp                         08/08                              54
6   Save and Close the document.


Creating a Table of Contents
A Table of Contents (TOC) is created to get an overview of the topics discussed in a document
or to quickly navigate to a topic. A TOC can be used for both printed and online documents.

By default, Word expects to create a TOC based on paragraphs within the document that you
have formatted with the standard heading styles [Heading 1, Heading 2, and so on]. When you
tell Word to create the TOC, Word identifies the TOC entries and inserts the table at the
insertion point as a single field. As long as styles have been used you can create either an
automatic TOC or manually create a TOC based on the desired styles you have created.




    Heading 1
    Heading 2
    Heading 3




Creating an Automatic Table of Contents
We will use an existing file where styles have already been applied.

1   Open the file Office Procedures.
2   Save the file to My Documents as Office Procedures.
3   Scroll down and click on General Administration. If needed, click on the Home tab and
    look in the Styles group, notice Heading 1 has been applied.
4   Scroll down to page 2 and click on Facilities. Notice Heading 2 has been applied.
5   Scroll down to page 3 and click on Warehouse. Notice Heading 3 has been applied.
6   Go back to page 2 and click the insertion point to the left of General Administration, and
    then on the References tab, in the Table of Contents group, click the Table of Contents
    button.
7   In the Table of Contents gallery, click Automatic Table 1. Scroll back to page 2 to view the
    table of contents. Word has inserted a TOC with predefined styles at the insertion point.


Word 2007 Boot Camp                       08/08                                             55
    Click the insertion point to the left of General Administration and press CTRL+ENTER to
    create page break.


Updating a Table of Contents
Notice the table of contents now displays the incorrect page number for the General
Administration. We will update the TOC to reflect the change.
1   Scroll back to the TOC and right-mouse click on the TOC.
2   Click the Update Field in the list menu and then click Update Page
    Numbers only. The TOC is now correctly displaying the numbers.
3   Keep the document open as we will delete the TOC shortly.


Creating a Manual Table of Contents
We will use an existing file where styles have already been applied.

1   Open the file Vacation Destinations.
2   Locate the insertion point where you want the TOC to insert, in this case, we want it to be
    located as the second page, right after the clip art on the title page labeled Vacation
    Destinations.
3   Click the Show/Hide button to display hard returns if necessary.
4   Click in front of the last hard return on page one and insert a hard page break by pressing
    the CTRL+ENTER keys.
5   Type Table of Contents at the top of the page 2, change the Font Size to 26 (Bold, and
    centered alignment should remain, if not, format as such) and press the ENTER key twice.
6   Click the References tab and then in the Table of Contents group, click Insert Table of
    Contents.
7   The TOC dialog box displays.
The Fancy Heading and Subtitle Heading were created styles and the Heading 1 is a preset
style. We only want the Subtitle Heading and Heading 1 to be used in the TOC so they are
only two styles that must appear in the TOC print preview.
8   Click on the Options button.




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9   Scroll down to locate the Subtitle Heading and type a 1 in Subtitle Heading box because
    this will be the first style to take precedence, and then scroll up to Heading 1, click into the
    box and change the number 1 to 2 so that the Heading 1 style will be the secondary style
    and click into any remaining boxes that contain a number and highlight them and press the
    DELETE key so they will NOT be included in the TOC click OK.




10 Click OK again and your TOC should be inserted along with tab leaders and page numbers
   aligned to the right.
Scroll through Vacation Destinations and notice Paris, France appears near the bottom of the
page? It would look nicer to force Paris, France onto the next page and we will do that in the
next exercise as well as update the TOC.


Updating a Table of Contents
1   Click next to Paris, France on page 4 and press the CTRL+ENTER keys to force Paris,
    France on to page 5.
2   Notice the TOC shows Paris, France on page 4? We need to change the TOC to read the
    correct page, which is now page 5.
3   Scroll back up to the TOC and
    right-mouse click anywhere
    within the TOC.
4   Click Update Field.
5   Click into the Update Entire
    Table box and click OK. The
    TOC should now be correct.
6   Close the document without saving.




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Deleting a Table of Contents
You should now have the Office Procedures TOC window open.
1   Click into the TOC.
2   In the Table of Contents group, click the Table of Contents button, and then click Remove
    Table of Contents.
3   Close the file without saving.




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Creating Tables
Tables are a nice way to display text and/or numbers in an organized and appealing fashion.
Tables are simple to create and may be enhanced a number of ways.
                                                                           Columns
The following is an example of a table:

                      Catalog     Type of Paint            Size        Your Cost
                     Number
                    3319            Watercolor          1.25 oz Tube        $9.35
    Rows
                    3320            Watercolor          0.25 oz Tube        $1.95

                    3321              Acrylic            2 oz Tube          $4.40

    Cell            3322                  Oil           1.25 oz Tube        $5.15


Selecting Tables

    To Select       Action
    Cell            Triple-click in the cell.
    Row             Move the mouse to the left margin, point to the row, and click.
    Multiple Rows   Select the first row, hold down the mouse button, and drag down the
                    desired number of rows.
    Column          Move the mouse pointer above the column until it changes to a downward
                    arrow and click; or hold down the Alt key and click in the column
    Entire Table    Choose Table from the Menu and then click Select and click Table

Drawing a Simple Table
1    Begin with a blank document.
2    Click the Insert tab, click the Table button and then click the Draw Table button.
3    The mouse pointer now becomes a “pencil.” Position the mouse pointer where you want to
     draw your table.
4    Click and drag down to the 1” mark and across to the 6 ½” mark on the ruler bar to create a
     one column, one row table.
5    Type Gold Lake College, select all three words and
     format the Font Style to Arial, increase the Font Size
     to 20, and click the Bold button.
6    Click the Layout tab on the Table Tools tab.
7    Center align the text within the cell from the Alignment group.




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Creating a Simple Table
1   Place your insertion point below the paragraph in the Gold
    Lake College.
2   From the Insert Tab click Table.
3   Drag to select 5 rows and 3 columns.



Adding Rows to a Table
We know that we do not have enough rows for the table so we
are going to add one right away.

1   Place your insertion point in the first cell. Click Layout on the
    Table Tools tab.
2   Click the Insert Above button in the Rows & Columns group to insert a row above the cell
    in which your insertion point is in.


Add the Table Information
Type the headings:

           Number of Female Students          Number of Male Students

We need to add a column to the table to include the Total Number of Students.

Adding Columns to a Table
1   Place your insertion point in the Number of Male Students cell.
2   Click Layout on the Table Tools tab.
3   Click Insert Right from the Rows & Columns group.
4   Type Total Number of Students.
5   Select the entire row and format the Font Style to Arial, increase the Font Size to 12 and
    apply Bold.


Add the Table Information
Pressing the TAB key to advance to the next cell, type the following information to complete the
table.

                      # Of Female Students       # Of Male Students     Total # of Students
        18-24         626                        651
        25-29         678                        646
        30-39         591                        601
        40-50         576                        555
        Over 50       220                        201




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Notice we do not have enough rows to complete the table? When you need to add cells to the
end of the table, just keep pressing the TAB key.

Complete the following cells:

 Totals

Adjusting Column Width for the Longest Entry
1   To resize the column quickly to the size of the longest entry, position the mouse on the right
    border of the cell until the mouse becomes double arrow.
2   Double-click on the right border of the first column.
3   Do the same for the remaining columns.


Aligning Text in a Table
1   Select the headings row (# of Female Students, # of Male Students, Total # of Students) and
    choose Center align button.
2   Select all but the first column with age groups and choose the Right align button.


Performing Calculations in a Table
This demonstration will show you how numbers are added in a table.

1   Click in first row under Total # of Students.
2   On the Layout tab, click the Formula button in the Data group.
3   Word will automatically think you want to sum a column or
    row because the insertion point is placed in the cell following
    numbers to be added.
4   We want to add the numbers to the left so choose =Sum (LEFT)
    by clicking OK.
5   We want to continue to add the remaining rows. Click into the next row and click the
    Formula button in the Data group.
6   This time Word assumes we want to sum above because there is a number in the cell above
    where the insertion point is located. We do not want to sum above so we need to type in left.
7   Click into the box (ABOVE) and replace the word (ABOVE) with (LEFT) and click OK.
    Continue to do the same for the remaining three rows.
8   Click into the Totals row to add the # of Female Students. Click the Formula button in the
    Data group. This time we want to sum above so choose =Sum (ABOVE) by clicking OK.
    Add the remaining two column totals the same way.




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Applying Table Styles
You can quickly format a table style to include color and fancy fonts to your table.

1   Click into any cell within the table.
2   Click Design on the Table Tools tab and then click the List Arrow scroll to find a table style
    you like and then click on it.
3   If the right aligned number change due the Table style, highlight all numbers in the Table
    and then click the right align button. It makes it easier to read numbers when the numbers
    are right aligned.


Centering a Table on the Page
The table is not quite centered on the page. It is very easy to fix.

1   Place the insertion point in any cell in the table.
2   In the Tables group on the Layout tab, click Select and then Select Table.
3   Click on the Center button on the Home tab in the Paragraph group.

Updating Calculations in a Table
Word inserts the result of the calculation as a field in the cell you selected. If you change the
values in the referenced cells, you can update the calculation by selecting the field and then
pressing F9.

1   Click into the number of female students over 50 cell and change the number to 237.
2   Click into the Totals # of Female Students cell in the first row and press the F9 key. The
    calculation should now be 2708.
3   Click into the Over 50 Total Number of Students cell and press the F9 key. The calculation
    should now be 438.
4   Click into the Total Number of Students cell in the last row and press the F9 key. The
    calculation should now be 5362.
5   Close the document without saving it.




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Convert Existing Text to a Table
Sometimes you begin separating text with tabs and then discover it would have looked better in
a Table. You can quickly convert the text you just typed into a Table. Word just has to know
how to separate the text in order for it to create rows and columns. Usually text is separated by
tabs and rows are separated by paragraphs marks.

1   Open the file Fantasy Cruise Itinerary. Click the Show & Hide button in the Paragraph
    group on the Home tab to view the tab marks.
2   Select the entire cruise itinerary beginning with Day, Port, Arrive and Depart.
3   On the Insert tab, click Table, and then Convert Text to
    Table.
4   Word already assumes you want 4 columns and to separate
    by tabs.
5   Click OK. You now have a table and you could also click a
    Table Style to make the table more attractive.
6   Close the file without saving.




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Creating Merge Documents
Merging is the process of combining the contents of a data source with a main document. The
main document contains the constant, or unchanging, text, punctuation, spaces, and graphics.
The main document represents the portion of the form letter that is identical from one merged
letter to the next.

The data source contains the variable, or changing, values in each letter. For example, the data
source contains several customers. One form letter is generated for each customer listed in the
data source.

Types of Documents you can Merge:
♦ Form Letters
♦ Envelopes
♦ Labels
♦ Catalogs

Understanding Mail Merges
There are two documents that make up a mail merge: the Main Document and the Data Source.

  Main Document                     This is the actual document that you are producing. It can be
                                    a form letter, envelope, label, or catalog. The main document
                                    contains the text and formatting that stays the same for each
                                    copy of the letter, as well as merge fields, which are
                                    “placeholders” that tell Word where to insert individual
                                    pieces of information from the data source.
  Data Source                       This is the file that contains the data you will merge into the
                                    main document. It is organized into records, one for each
                                    recipient. Each record is composed of individual fields for
                                    specific pieces of information, such as first name, last name,
                                    address, and so on.

                                         Merge Fields




Title   First Name    Last Name        Address1           City      State    ZIP       Class       Room
                                                                             Code
Mrs.    Wilma        Flintstone   1716 River Road       Grayslake   IL      60030   English        B513
Mrs.    Betty        Rubble       4321 Elmwood Street   Mundelein   IL      60060   Biology        D617
Mr.     Fred         Flintstone   9874 Maple Drive      Gurnee      IL      60031   Art            A312
Mr.     Barney       Rubble       1546 Spruce Street    Grayslake   IL      60030   Computer       A113
                                                                                    Applications
 Data Records




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Identifying the Form Letter
We are going to create a Mail Merge by creating a letter and creating a data source and merging
them together. We will be typing a letter for a new instructor orientation meeting at the Gold
Lake College. We will begin our Merge document with a blank sheet of paper that will become
the Main Document.

1    Click the Mailings tab, click the Start Mail Merge button in the Start Mail Merge group
     and then click Letters. You will not see any immediate change to the document.

2    We will create our list of instructors by clicking the Select Recipients button in the Start
     Mail Merge group and then click Type New List.

3    The New Address List dialog box appears.




4    We will now delete fields we are not going to use. Click the Customize Columns button.

We want to include the following commonly used fields:

    Title
    First Name
    Last Name
    Address 1
    City
    State
                                                                        Click Here to Delete Fields
    Zip Code

We will also add the following fields:

    Class
    Room Number




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5     Click on Company Name, and click the Delete button. A confirmation dialog box appears.
      To confirm delete, click Yes. Continue to click on each of the following fields: Address Line
      2, Home Phone, Work Phone, E-mail Address, Country and then click the Delete button
      after clicking on each field and confirm the deletion by clicking Yes.

6     We will create the Class field by clicking on the Add button.

7     In the Add Field dialog box, type Class and click OK.

8     Click the Add button again and in the Add Field dialog box, type Room Number and click
      OK and click OK again.

9     You could move fields if you needed by clicking the Move Up or Move Down button. To
      see how it works, click on the Class field and click the Move Down button. Now click the
      Move Up button to place it back where it was. Click the OK button to close the Customize
      Address List dialog box.

10 We are now ready to enter the data for each record. Use the TAB key to advance to the next
   field and press the ALT +N key or click the New Entry button to advance to the next
   record.

Title       First   Last Name         Address1             City       State     Zip      Class        Room
           Name                                                                Code
Mrs.      Wilma     Flintstone   1716 River Road       Grayslake      IL      60030   English         B513
Mrs.      Betty     Rubble       4321 Elmwood Street   Mundelein      IL      60060   Biology         D617
Mr.       Fred      Flintstone   9874 Maple Drive      Gurnee         IL      60031   Art             A312
Mr.       Barney    Rubble       1546 Spruce Street    Grayslake      IL      60030   Computer        A113
                                                                                      Applications
Dr.       George    Slate        6721 Harborview       Libertyville   IL      60048   English         B516
                                 Lane
Mrs.      Ann       Margrock     890 Lake Street       Vernon         IL      60061   History         B221
                                                       Hills
Miss      Pebbles   Flintstone   1316 Parker Avenue    Round          IL      60073   English         B513
                                                       Lake
Prof.     Dino      Dynamo       17 Tower Road         Libertyville   IL      60048   History         B221

11 When finished adding all of the new records, click the Close button.

12 You are prompted to save the file in a folder named My Data Sources.

13 Type Instructor Addresses for the file name and click Save.




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Editing Records in the Data Source
You may find it necessary to update your data after creating the initial data source. You can
add, change, or delete records.

14 From the Start Mail Merge group,
   click Edit Recipient List.

15 Under Data Source, click the file
   name and then click the Edit
   button.

16 The Edit Data Source dialog box
   opens. Click the New Entry
   button.      Add    the
   following record in the  Click
                            Here
   proper fields:

   Mr. Scooby Doo
   58 Main Street
   Grayslake, IL 60030
   History
   B417

17 We will change the address for Barney Rubble. Let’s use the Find Recipient to locate him.
   Click the Edit Recipient List in the Start Mail Merge group, click the data source file name
   and then click Edit and then click the Find button.

18 In the Find Entry dialog box, type Rubble and click Find Next. Verify that the record is
   Barney or click the Next button to advance to the next last name of Rubble.

19 Click the Cancel button on the Find Entry box.

20 Change Barney’s address to 1549 instead of 1546.

21 Let’s delete the Scooby Doo record. Scroll until you until you locate Scooby’s record.

22 When you see the Scooby Doo record displayed, click the Delete Entry button. Click Yes to
   confirm deletion, click OK and click Yes to update the data file. Once a record has been
   deleted there is no way to retrieve it but to reenter it as a New Entry.

We are now ready to type the letter for the mail merge.

23 Begin the letter by pressing the ENTER key 12 times.

24 Insert the date by clicking the Insert tab and then click the Date and Time button in the
   Text group.




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25 Choose the date as month, day, and year (i.e. February 13, 2008). Select the Update
   automatically box by clicking into it the then click OK. This way each time this file is
   opened, the date will change when the document is printed. Please note that the date will
   not change on the original document, only the printed documents.

26 Press the ENTER key 4 times.

27 The insertion point is now on the blank line for the recipient’s address block, so click
   Address block in the Write and Insert Fields group on the Mailings tab.

28 In the Insert Address Block dialog box, keep the default address block that Word has
   selected by clicking OK. Word inserts the Address Block merge field in your document.
   Press the ENTER key 2 times.

29 In Preview Results group, click Preview Results.

This step in the mail merge process allows you to see what your letters will look like when they
are merged. You can browse through the previewed letters by clicking the arrows in the
Preview Results group.

30 Click Greeting Line button in the Write and Insert Fields group on the Mailings tab, keep
   the default selection by clicking OK. Press the ENTER key 2 times.

31 Type the following text for your letter. Move your insertion point to the location in the letter
   where we would like to insert the Class link. Click on the down arrow on Insert Merge
   Fields in the Write and Insert Fields group on the Mailings tab and select Class. Do the
   same to insert the Room Number field.

      Thank you for choosing to teach at the Gold Lake College. You will be teaching
      «Class» in Room «RoomNumber». Please attend the new instructor training
      orientation on [type the date as 2 weeks from today’s date] from 2:00 – 5:00 PM
      in the Auditorium.

      We will discuss questions concerning course objectives, college policies,
      absences from class, course assignments, and other instructionally related
      matters. You will also be given your class lists.

      I look forward to seeing you again on [type the same date as you typed in the first
      paragraph].

      Sincerely,



      Lucy Ricardo
      Human Resources Director

32 Spell check your document and Save the letter as New Instructor Orientation Letter.

33 In most cases, you will want to preview the actual letter before they are printed. Click the
   Finish & Merge button in the Finish group and click Edit Individual Documents. This


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    option gives you the opportunity to make any necessary change prior to printing. However,
    if you were sure all of your letters were ready to be printed, you could have clicked Print
    documents. We will NOT print the letters.

34 It is usually not necessary to save the actual merged file because as long as the main
   document and data source have been saved, you can create another merge file. However,
   we will use this file later to perform some exercises to demonstrate a few features available
   to use in a merge. Be sure to save this file as Merged Instructor Orientation Letter.

Creating and Printing Mailing Envelopes & Labels
Chances are you usually need to print labels or envelopes to go with your form letters. We will
create envelopes using our existing database of instructors.

*** This section assumes you already have a data source, so you will open an existing one rather
than creating a new one.

Creating & Merging Envelopes

1   Click the Mailings tab, click the Start Mail Merge button in the Start Mail Merge group
    and then click the Envelopes.

2   The Envelope dialog box appears. This is where you would choose a different envelope size
    if desired. The default is a standard #10 business envelope. We will use the default envelope
    setting so click OK.

3   Your document is reformatted as an envelope, with the insertion point in the return address
    section. Type: Gold Lake College, 1234 Main Street, Bedrock, IL 60030

4   Click the Select Receipts button and then click Use Existing List.

5   In the Select Data Source dialog box, navigate to and select Instructor Addresses, and click
    Open. You will not see an actual change to the envelope.

6   Click near the address section of
    the envelope until the Address
    Box appears by clicking the
    mouse.

7   Click the Address Block button in
    the Write & Insert Fields group
    keep the default setting and click
    OK.




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8   Click Preview Results in the Preview Results group.

9   Click the Next Record button to view your recipients.


10 Save your main document. We will not
   actually print the envelopes. If you were
   going to print them, you would click Finish
   & Merge and insert the envelopes into the
   printer.

11 Close this document. We will now perform
   a label merge.

Creating & Merging Labels

*** This section assumes you already have a data source, so you will open an existing one rather
than creating a new one.

1   Click the Mailings tab, click the Start Mail Merge button in the Start Mail Merge group
    and then click the Labels.

2   The Label Options dialog box appears.

3   Under Label Vendors, click Office Depot
    and under Product Number, click
    Address 612-111, and then click OK.

4   Your document is reformatted as a sheet
    of labels.

5   Click the Select Receipts button and then
    click Use Existing List.

6   In the Select Data Source dialog box, navigate to and select Instructor Addresses, and click
    Open. You will not see an actual change to the labels.




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7   Click the Address Block button in the
    Write & Insert Fields group keep the
    default setting and click OK.

8   Click the Update Labels button in the
    Write & Insert Fields group and then
    click the Preview Results button in the
    Preview Results group.

9   You would now print the labels. We will
    not actually print labels for this practice
    exercise. Close the document without
    saving.


Using an IF Field to Conditionally Print Text in the Form Letter
In addition to merge fields, you can insert other types of fields in your main document. One
type of field is called and IF field. One form of the IF field is: If a condition is True, then perform
an action. For example, If Sandy is a student, then inform her of the good student discount
program for car insurance.

In this scenario, let’s say the English books for the instructors have not arrived; creating a True
condition. If you teach English, your book is not here. If you teach any class other than English,
your book is here, creating the Else part of the IF statement.

1   Open the New Instructor Orientation Letter.

2   Place the insertion point at the end of the
    second paragraph and press the ENTER
    key 2 times.

3   Click the Rules button in the Write &
    Insert   Fields  group   and   choose
    IF…Then...Else.


4   In the Field name: box, select Class.

5   In the Comparison: box, select Equal
    to.

6   In the Compare to: box, type English.

7   In the Insert this text: type the
    following:
      The English books have not arrived. I will inform you just as soon as they do and you will
      be able to pick up your copy in the bookstore.




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8   In the Otherwise Insert This Text:, type the following:
      Please pick up your textbooks in the bookstore either before or after orientation.


9   Click OK and then click the Preview Results button in the Preview Results group. You can
    now view your merged letters by clicking the Next Record button.

Sorting Records in a Merge
You can sort your records by one particular field by clicking the column heading button for the
desired field in the Mail Merge Recipients dialog box. However, there may be times when a
more complex sort is in order. For example you may want to sort records in zip code order,
within zip code by last name, and within last name by first name. Word lets you sort your data
source on up to three fields, but you need to do so in the Filter and Sort dialog box.

*** This section assumes you already have a data source, so you will open an existing one rather
than creating a new one. We will use the Instructor Addresses data source and create another
label mail merge since labels are more commonly sorted.

1   Click the Mailings tab, click the Start Mail Merge button in the Start Mail Merge group
    and then click the Labels.

2   The Label Options dialog box appears.

3   Under Label Vendors, click Office Depot and under Product Number, click Address 612-
    111, and then click OK.

4   Your document is reformatted as a sheet of labels.

5   Click the Select Receipts button and then click Use Existing List.

6   In the Select Data Source dialog box, navigate to and select Instructor Addresses, and click
    Open.

7   Click the Edit Recipient button in the Start Mail Merge group.

8   Under Refine Recipient List, click Sort.

9   The Filter and Sort dialog box
    appears.

10 Display the Sort by List, and click
   the Zip Code field for the first
   sort. Display the Then by List,
   and click the Last Name field.
   Display the second Then by List,
   and click the First Name field and
   click OK and click OK again.



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11 Click the Address Block button in the Write & Insert Fields group keep the default setting
   and click OK.

12 Click the Update Labels button in the Write & Insert Fields group and then click the
   Preview Results button in the Preview Results group.

13 Compare your results to the example below You would now print the labels. We will not
   actually print labels for this practice exercise.




14 Close the document without saving.


Filtering Records in a Merge
At times you may want to print form letters, labels, or envelopes for some of the people in your
data source, but not others. If you want to send a form letter to only those who live in
Grayslake, for example, you can tell Word to merge only those addresses that contain Grayslake
in the city field. You indicate which group of records you want to merge by defining a filter.

We will create a filter to merge only those instructors who live in Grayslake. We will use the
Merged Instructor.

1   Click the Mailings tab, click the Start Mail Merge button in the Start Mail Merge group
    and then click Letters.
2   Click the Select Receipts button and then click Use Existing List.

3   In the Select Data Source dialog
    box, navigate to and select
    Instructor Addresses, and click
    Open.

4   Click the Edit Recipient button
    in the Start Mail Merge group.

5   Under Refine Recipient List,
    click Filter.



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6   The Filter and Sort dialog box appears.

7   Display the first Field list, and click the City field.

8   Keep the Equal to value set as is.

9   In the Compare to box, type Grayslake and click OK.

10 Your records will display the
   Grayslake     filter, with    only
   instructors from Grayslake, Wilma
   Flintstone and Barney Rubble.

11 Close the file without saving.

We will not complete the merge as we
have already merged a letter in a
previous exercise.

Running Future Merges
Your data source will remember your
filter so when you use the data source
in the future, only those records
filtered will merge unless you edit the
filter.



Creating Macros
If you find yourself frequently doing the same routine task, you might be able to accomplish the
same text much faster by creating a macro. A macro is a series of Word commands and
instructions that are grouped together and executed as a single command. This lesson will show
you how to create a macro by recording the tasks you want the macro to execute for you.

Perhaps you have to complete a form that you will either print or email. The same information
must be typed into the form each time you use it. For this example, we will record a macro to
fill in our name, employee number and date.




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Creating a Macro to Complete a Form

1   Locate the file called ABC Macro Practice and open the file.
2   Save the file to the hard drive by clicking File→Save As and choose My
    Documents and click Save.
3   Be sure the insertion point is in the blank cell under
    Employee’s Name.
4   Click the View tab, click the Macro button and then
    choose Record Macro.
5   In the Macro name box, type ExpenseReport. [*Do not
    space between Expense and Report or the name will
    not save correctly.]
6   In the Description box, type This macro automatically
    fills in information for my Expense Report and click
    OK.
7   The Record Macro dialog disappears and you are returned to the document with the Macro
    toolbar and new pointer.
8   In the Employee’s Name box, type your name, press the TAB key and in the Employee
    Number box, type 12345-08 and press the TAB key; in the Date Filed box, click the Insert
    tab and then click the Date & Time in the Text group, choose the date
    format as mm/dd/yy and be sure the automatically update box is
    checked; press the TAB key 5 times to place the insertion point in the
    Expenses box and click the Macros button on the View tab and click
    Stop Recording.
9   Close the file without saving it.
10 Open the same file and be sure the insertion point is in the blank Employee Name box and
   click the Macros button on the View tab, click View Macros.
11 Locate the ExpenseReport macro and click Run. The form is completed by using the Macro.
12 Close the document without saving it.
Many times while typing documents you need to type your name, job title, and spell check the
document. Imagine how much time you will save if you create a macro to do just that? We will
now create a macro that will type a closing, your name, job title, and spell check the document.
We will also assign a keyboard shortcut to the macro so it will save a few steps when running it.

Creating a Macro & Assigning a Keyboard ShortCut
1   Locate the file called Ltr Macro Practice and open the file.
2   Save the file to the hard drive by clicking File→Save As and choose My Documents and
    click Save.
3   There are words misspelled in the document so you can see how the Macro works. Do not
    make corrections.


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4   Click so the insertion point is at the end of the last paragraph.
5   Click the View tab, click the Macro button and then choose Record Macro.
6   In the Macro name box, type MyClosing. [*Do not space between My and Closing or the
    name will not save correctly.]
7   In the Description box, type This macro automatically fills in my closing, name, and runs
    spell-check.
8   Click the Keyboard icon and assign ALT+C and click OK. Always use ALT in macros
    because ALT is not used in most keyboard shortcuts. The C will stand for the word closing.
9   Click the Assign button and then click close.
10 The Record Macro dialog disappears and you are returned to the document.
11 Press the ENTER key twice. We would always press enter twice after the last sentence in a
   letter and putting this in the macro saves a step.
12 Type Sincerely, press the ENTER key 4 times.
13 Type your First and Last name, press the ENTER key 4 times.
14 Type Catering Manager as your job title.
15 Press the F7 key on the keyboard, make spelling corrections and then click the Macro
   button and click Stop Recording.
16 Close the document without saving it.
17 Open the same document and be sure the insertion point is at the end of the last paragraph.
18 Press ALT+C.
19 Close the document without saving it.


Deleting Macros
Because this is not your office computer, we need to delete the two macros we just created.

1   Click the Macro button on the View tab and click View Macros.
2   Locate the macros called ExpenseReport and click the Delete button.
3   Locate the macros called MyClosing and click the Delete button.
4   Click Yes to confirm deletion.
5   Close the Macro dialog box.




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Creating Forms
When you need to facilitate the entry of information rather than simply display it, you will want
to create a form. Forms can be attached to an email and returned to you completed by the
recipient or they can become a page in a website. This lesson we will create a form used for
business travelers, complete the form and protect the form.




            Control                         Type of Formatting
    Rich Text Entry            Can be formatted by the user.
    Plain Text Entry           Cannot be formatted by the user.
    Date Picker                Allows user to select a date from a calendar.
                               This control can also be set to display the date
                               in your preferred format.
    Drop-down List             The user can select from a limited list of
                               acceptable entries. You must set the entries in
                               Properties.

    Text form fields           Different types of text and numbers
    Check box form fields      The user can either select or deselect an option




Displaying the Developer Tab to Create Forms
Before we create the form, we need to change a Word Settings in order for the Developer tab to
appear.
1   Click the Office Button, click Word Options, and click Popular.
2   Select the Show Developer tab in the Ribbon check box and click OK.
3   The Developer tab should now be the last tab on the Ribbon.

                                       Picture

                       Text Field
                                      Combo Box




               Drop-Down                Properties                      Protect
                                                                         Form

                              Date
                             Picker



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1   Locate the file called ABC Corporation Business Travel Expenses and open the file.
2   Save this file to the hard drive by clicking File→Save As and choose My Documents and
    click Save.
3   Click the Developer tab on the Ribbon.
4   With the insertion point at the bottom of the letterhead, press ENTER twice to add some
    space between the letterhead and form.
5   Type: Reason for Travel: and press TAB.
6   In the Controls group, click the Rich Text button. Word inserts the field where the insertion
    point is located in the document.
7   Press ENTER twice to start a new line, and type: Travel Dates: and press ENTER and type
    From: click the Date Picker button in the Controls group, press TAB and type To: click the
    Date Picker button.




8   Press ENTER twice to start a new line, and type: Airfare: and press TAB.
9   In the Controls group, click the Legacy tools button and then click the Text Form Field
    button.
We will format the Text Form Field to the currency style so when the user types in the amount,
it is formatted in U.S. dollars.
10 Click the Properties button in the Control group.
11 The Text Form Field Options dialog box opens. Click the down arrow at the right end of
   the Type box, and click Number on the drop-down list.
12 Click the down arrow at the right end of the Number format box, and click the fifth option
   [the one that starts with a dollar sign].
13 Click OK to close the dialog box and apply the changes.
14 Click an insertion point after the new field, press TAB twice, type Payment Method: press
   TAB, click the Drop-Down Form Field button, and then click the Properties button.
15 The Content Control Properties dialog appears.
16 In the Title box, type Credit Card.

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17 In the Drop-Down List Properties box, click the Add button
   and in the Display Name box, type American Express. The
   Value box will also display American Express as you are
   typing – leave this as is and click OK.
18 In the Drop-Down List Properties box, click the Add button
   and in the Display Name box, type Visa.
19 In the Drop-Down List Properties box, click the Add button
   and in the Display Name box, type Master Card.
20 In the Drop-Down List Properties box, click the Add button
   and in the Display Name box, type Discover. click Add, and
   then click OK. Word displays the first item in the list as the
   default, in this case, American Express.
You can change the order of items in the drop-down box. We
will change the list to alphabetical order.
21 Be sure the Drop-down list box is selected and click the
   Properties button.
22 In the Drop-Down List Properties, click on Discover and
   click the Move Up button and continue to move any credit
   card using the Move Up or Move Down buttons until they
   are displayed in alphabetical order and click OK.
23 Press the Right Arrow key to move the insertion point to the
   end of the new field, and press ENTER twice to add a blank
   line.
24 Move the insertion point into the selection bar to the left of
   the airfare line, and when the point changes to a hollow,
   right-pointing arrow, click to select the line.
25 Use the shortcut keys to copy CTRL+C to copy the line,
   press CTRL+END to move the insertion point to the blank
   line at the bottom of the document and use the shortcut keys
   to paste the CTRL+V [Be sure to paste twice].
26 Click so the insertion point is at the end of first line inserted
   and press ENTER once if you need to add another hard
   return.
27 Change the second instance of Airfare to Meals, and the
   third instance to Hotel.
28 Adjust any of the controls by pressing the TAB key so they are aligned [see example below].




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Adding Help Text
If you want to assist the person completing form, you may want to add help text that will
appear in the status bar when the fields are selected.

1   Right-click the Airfare button, and then click the Properties.
2   In the Text Form Field Options dialog box, click Add Help Text button.
3   Right-click the Airfare field, and then click Properties. The Text Form Field Options
    dialog box appears.
4   Click Add Help Text button, select the Type Your Own option, type Enter the total dollar
    amount in the text box, and then click OK twice.
5   Note that the help text will not be displayed in the status bar until you protect the form.
6   Right-click the Meals field, and then click Properties. The Text Form Field Options dialog
    box appears.
7   Click Add Help Text button, select the Type Your Own option, type Enter the total dollar
    amount in the text box, and then click OK twice.
8   Right-click the Hotels field, and then click Properties. The Text Form Field Options dialog
    box appears.
9   Click Add Help Text button, select the Type Your Own option, type Enter the total dollar
    amount in the text box, and then click OK twice.
10 Save the document.


Formatting a Form
Now that we have the fields set up the way we want them, we can format the form to spruce up
its appearance, as well as make it easier to read.

1   Select the Reason for Travel: label [but not the field that follows it], and click the Bold
    button and change the font style to Tahoma.
2   Using the Format Painter, apply the same formatting to the other labels.
3   Select the entire form [but not the letterhead], and click the Paragraph List arrow in the
    Paragraphs group.
4   In the Spacing area, change the Before and After settings to 6 pt, and click OK.
5   Press the TAB for each of the Payment Method controls one more time to allow enough
    room when filling in the form.
6   Adjust any labels or controls so they are realigned.
7   Click the Save button.




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Adding Calculations to a Form
Forms like the travel expenses form often involve calculations. Why perform them manually
when you can have Word to it for you? If you enter the values to be calculated in a table, Word
can use cell references to perform the calculations. We will add a table for miscellaneous cash
expenses to be totaled.

1   With the insertion point at the bottom of the Travel Expenses Form document, press
    ENTER twice to provide space between the upper portion of the form and the table you are
    about add.
2   Type Miscellaneous [Cash]” and press ENTER twice.
3   Click the Insert tab and then click the Tables button, hold down the mouse button, and
    drag through two columns and five rows in the table grid.
4   In the first cell, type: Mileage: press TAB to move to the second cell, and click the
    Developer tab, click the Legacy tools and then choose the Text Form Field button.
5   Click the Properties button in the Controls group, and change the Type to Number and
    Number format to the fifth option [the one with the dollar signs], then click OK.
6   Click so the insertion point is in the first cell of the second row, and type Parking: press the
    Down Arrow key, and type Tolls: press the Down Arrow key again, and type Taxis:.
7   Copy the form field in the Mileage row, and paste it into the second column of the Parking,
    Tolls, and Taxis rows.


We will now add the formula that will total the miscellaneous cash expenses.


8   Click so the insertion point is in the first cell of the last row. Type TOTAL: and press TAB.
9   Click the Legacy tools and then choose the Text Form Field button.
10 Click the Properties button in the Controls group, and in the Type drop-down list, click
   Calculation.
11 Click so the insertion point is after the equal sign [=] in the Expression text box, and type
   SUM(B1:B4). This expression tells Word to total the values in the first through fourth cells
   of the second column.
12 In the Number format drop-down list, click the fifth option, and then click OK.
13 Double-click on the edge of both right sides of the table to reduce the size of the table.
14 Select the right column and right align the fields.
15 Save the form.




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Protecting a Form & Saving a Form as a Template
Once you create a form, you will usually want to save it as a template so that you can access it
at any time and fill in the appropriate information. However, before you can save the form as a
template, you must protect the document so that only the fields can be changed, not the form’s
labels or structure.

1   On the Developer tab, click the List Arrow on the Protect
    Document button.
2   Under Restrict Viewing Options, click the Restrict Formatting and
    Editing.
3   Click the checkbox in Editing Restrictions and in the drop down
    box, click Filling in forms and then click the Yes, Start Enforcing
    Protection button.
4   You will be prompted for a password, type 123 and retype 123 and
    then click OK.
5   Close the Restrict Formatting and Editing Task Pane.
6   Click the Office Button and then click Save As Word Template.

7   Click the Trusted Templates in the Save in box.
8   Click Save to save the Business Travel Expenses Form template in the default
    location.
9   Close the template.


Filling in a Form
The travel expenses form template is available for use at any time, so we will now
see how the form works. We will now fill in the form for a tradeshow in San
Francisco, CA.

1   Click the Office Button and click New.
2   Under My Templates click the ABC Business Travel Expenses Form icon and
    then click the Create button.
3   Word opens the form with Reason for Travel field highlighted. Save the document by
    clicking the Office Button and then Save As. Click the My Document icon and type San
    Francisco Expenses as the file name and click Save.
4   In the Reason for Travel field, type San Francisco Show and press the TAB key.
5   In the From Travel Dates drop-down, choose last Tuesday’s date and press the TAB key.
6   In the To Travel Dates drop-down, choose last Friday’s date and press the TAB key.
7   In the Airfare box, type $621 and press the TAB key. Word automatically formats the
    number as currency.
8   In the Payment Method box, choose Discover.

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9   Click into the Meals field, type $385.25 and press the TAB key.
10 In the Payment Method box, choose Discover.
11 Click into the Hotel field, type $937.89 and press the TAB key.
12 Type the following numbers in the appropriate form fields, pressing the TAB key to move
   from one field to the next:
           Mileage:          65.00
           Parking:        100.00
           Tolls:             3.75 Click the decimal point for this one or it will $375.00
           Taxis:            25.75
13 Press TAB after entering the last amount. Word displays the TOTAL field, which currently
   is $0.00.


Updating a Calculation
The fact that your total field reads $0.00 does not mean that the calculation field is not working
properly. Word has not been told to update the field yet.

1   Click Office Button and then click Print.
2   Click the Printing options button [left corner], under Printing Options, click the check box
    Update Fields before Printing and then click OK.
3   Click OK to print the form. Note the form must print in order to display the total in the table.
4   Close the document and Save changes.




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Workgroup Collaboration
The process of working together in teams, sharing comments, and exchanging ideas for a
common purpose is called workgroup collaboration. When you work in groups, the different
tasks are often divided among the team members. The team then meets to review each other’s
work, comment on it, and suggest changes. Word allows members to review documents
without having to meet face-to-face. Comments can be made directly on the computer.

Some changes are marked in the text of the document, and others are displayed in balloons that
appear in the margin. Each reviewer’s comments will display in a different color.


               New
             Comment                                        Previous         Next
              Button                                         Button         Button




                             Track              Reviewing              Reject Change
                            Changes               Pane                     Button
                             Button              Button
                                                             Accept
                                                             Change
                                                             Button



Tracking Changes
In this exercise you will turn on track changes on, make additions, deletions, and see how track
changes are displayed in Print Layout and Normal views. Before you make changes, you will
change the User ID to your initials this way your initials will display when you make changes
and comments to the document. Tracking will also display font changes in style, size, etc.

1   Click the CTRL+N buttons so that you have a blank document if needed.
2   Locate the file titled ABC Tutor and open the file.
                                                                                         Tip: You
3   Save this file to the hard drive by clicking File→Save As and choose My             could also
                                                                                       Double-click
    Documents click Save.                                                                the TRK
                                                                                       button on the
4   Switch to Print Layout view if necessary.                                           status bar.
5   Click the Review tab, click the arrow in the Track Changes button and then
    click Change User Name.
6   Under Personalize Your Copy of Microsoft Office, type your initials in the Initials box and
    click OK.
7   Click the Track Changes button to turn on tracking.
8   Click so that you are in the blank line before the first paragraph and after the ABC Tutor
    title.


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9   Type in the blank row www.abctutor.com then highlight www.abctutor.com and change the
    font style to Tahoma, increase the font size to 14 , apply center align, click the insertion
    point after the text and press the ENTER key.
10 Click the New Comment button in the Comments group and add the following text, I
   think we should add the website here.
11 Click the insertion point in front of For more than 25 years, and DELETE the words For
   more than 25 years and replace the text with Since 1981.
12 Click the New Comment button and add the following text, Do you think this sounds
   better?
13 Click the insertion point so that it is between the words Our tutors in the second paragraph
   [beginning with the sentence “Our tutors”] and add the word certified [space once after
   certified if necessary].
14 Locate the word his in the 4th paragraph and after the word his, add a slash and the word
   her [/her].
15 Close the document and choose Yes to save changes.


Editing Changes
After you have inserted changes and comments into a document, you can go back and verify if
you want to add or make additional changes.

1   Open the ABC Tutor document from My Documents.
2   You can review comments in the Reviewing Pane and each comment will display at the
    bottom of the screen. Click the Review tab, click the down arrow Reviewing Pane button in
    the Tracking group. Notice you can view Reviewing Pane as Vertical or Horizontal. Click
    on each to view the two types.
3   Click Next button in the Changes group and in the first comment balloon, at the end of the
    sentence space one time and type, Check with Mr. Ricardo to see if he wants to add the
    website.
4   Click the insertion point at the end of the second paragraph after SAT/ACT test preparation
    and add the Do we want to provide statistics?
5   Close the document and choose Yes to save changes.


Accepting/Rejecting Changes
You can choose to Accept or Reject all changes to a document in one step. However, in most
cases you will be accepting some while rejecting other changes. To accept each change you can
click the down arrow next to the Accept button and choose to Accept Change. To reject each
change you can click the down arrow next to the Reject button and choose to Reject Change.

1   Open the ABC Tutor document from My Documents.
2   Click the Review tab, click the Next button in the Changes group. This change is asking if
    we want to add the website address. Click the down arrow next to the Accept button and
    choose Accept Change.

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3   Click the Next button in the Changes group. This change is asking if we want to accept the
    font size change. Click the down arrow next to the Accept button and choose Accept
    Change.
4   Click the Next button in the Changes group. This change is asking if we want to accept the
    hyperlink. Click the down arrow next to the Accept button and choose Accept Change.
5   Click the Next button in the Changes group. This change is asking if we want to accept the
    center align change. Click the down arrow next to the Accept button and choose Accept
    Change.
6   Click the Next button in the Changes group. This change is asking if we want to change the
    text to Since 1981. Click down arrow next to the Reject button and choose Reject
    Change/Delete Comment. Notice the change is deleted.
7   Click the Next button in the Changes group. This change is asking if we want to delete the
    text. Click down arrow next to the Reject button and choose Reject Change/Delete
    Comment. Notice the change is deleted.
8   Click the Next button in the Changes group. This change is asking if we want to add the
    word certified. Click the down arrow next to the Accept button and choose Accept Change.
9   Click the Next button in the Changes group. This change is asking if we want to accept
    statistics. Click down arrow next to the Reject button and choose Reject Change/Delete
    Comment. Notice the change is deleted.
10 Click the Next button in the Changes group. This change is asking if we want to add
   his/her. Click the down arrow next to the Accept button and choose Accept Change.
11 Click the Save button but do not close the document.

Comparing & Merging Documents
This lesson is for informational purposes only. We will not actually complete this lesson. You
may have several individuals reviewing a document and making comments. You can merge
and compare changes from several reviewers into one document so that you can compare the
various comments made by each reviewer.


1   The previous document should still be open. If not, open ABC Tutor from My Documents.
2   Click Compare in the Compare group and choose either Compare or Combine.
3   Click to find ABC Tutor document with comments added by CK and click it once.




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4   Click the arrow next to Merge and then click Merge into current document.
5   Comments are visible from you and the other reviewer/s.
6   You would repeat this step until all copies of the document are merged. You would then
    choose to accept or reject changes as we did in the first exercise.


Customizing Word
If you use Microsoft Word 2007 only occasionally, you might be perfectly happy with the
default environment options and behind-the-scenes settings. However, if you create many
documents, you might find yourself wishing that you could change aspects of the program to
customize it for the types of documents you create. You can modify default settings in Word.
There are several options and we will change at a few of them.

Changing Default Program Options
In this exercise, we will open the Word Options window and explore several of the available
pages.
1   Click the Office button and then click Word Options.
2   The Word Options window opens, displaying the Popular page.




3   Notice that the following boxes are checked: Show Mini Toolbar on selection, Enable Live
    Preview, Show Developer in the Ribbon, Open email attachments in Full Screen Reading
    pane. If having the Mini Toolbar appear when you select text is more of a hindrance than a


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    help, you can disable that feature by clearing the check box. Similarly, you could disable any
    of the options. This is just for demonstration; please do not make any actual changes.
4   Notice the Color Scheme is blue – click the down arrow and click Silver.
5   Click the Office Button and then Word Options, set the Color Scheme back to Blue and
    click OK.
6   Click the Office Button and then Word Options, click Display under Word Options.
7   If you like to view tab marks, spaces, etc. while typing, you could check any boxes you
    would need.
8   Click Proofing under Word Options. Notice boxes that are checked, you could check or
    uncheck boxes according to your preferences.
9   Click Save under Word Options. Notice that Word will AutoRecover your document every
    10 minutes. You could increase or decrease the time.
10 Click Advanced under Word Options. Scroll to view the various settings. Remember, please
   do not change the settings.


Changing Default Text
If you do not care for the default font style in Word, you can change the font style so that all of
your documents use a font style of your choice.


1   Begin with a Blank document.
2   Click the Home tab if necessary and then click
    the List arrow in the Font group.
3   Change the Font Style to Book Antigua, Font
    Size 11 and click the Default button.
4   When the dialog box asks if you want to
    confirm, click Yes. All of your documents will
    now be in the font style and size.




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Changing Default Margins
The default margins in Word for the top and bottom margins are 1.0 and 1.25 for the left and
right margins. Let’s change the margins so that all are set to 1 inch.

1   Click the Page Layout tab and then click the
    List Arrow in the Page Setup group.
2   In the Margins tab, change the left and right
    margins to .75 and click the Default button.
3   When the dialog box asks if you want to
    confirm, click Yes. All of your documents will
    now be in set to the new margin setting.
4   Close Word completely and reopen it.
5   Notice the Font Style and Margins have been set
    to the new settings.
We will change the default settings back for the
font style and margins.
1   Click the Home tab and then click the List
    arrow in the Font group.
2   Change the Font Style back to Calibri size 11
    and click the Default button.
3   When the dialog box asks if you want to
    confirm, click Yes. This restores the default text.
6   Click the Page Setup tab and then click the List Arrow in the Page Setup group.
4   In the Margins tab, change the left and right margins to 1.25 and click the Default button.
5   When the dialog box asks if you want to confirm, click Yes. All of your documents will now
    be in set to the original default settings.



                         Please DELETE all files created during this class.




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