MS Word by Ashraf Siddiqui

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Microsoft Word Training :

Microsoft Word Training

Overview: A new look to familiar programs:

Overview: A new look to familiar programs 2 When you open a 2007 Microsoft Office system program, you’ll see a lot that’s familiar. But you’ll also notice a new look at the top of the window. Menus and toolbars have been replaced by “the Ribbon” , which contains tabs that you click to get to commands. This presentation introduces you to the Ribbon and other new ways to make better documents, faster.

The new Office: Made for you:

The new Office: Made for you 3 Yes, there’s a lot of change to familiar Microsoft Office programs. But it’s good change. With the Ribbon, commands and other tools you need are now exposed and more readily available.

The Ribbon:

The Ribbon The Ribbon replaces the traditional drop-down menus and toolbars in Microsoft Office. 4 Before (MS Word 2003 or earlier) we have menus and toolbars Now (MS Word 2007 or 2010) no more menus & toolbars; we have the ribbon

What’s on the Ribbon? :

What’s on the Ribbon? 5 The three parts of the Ribbon are tabs , groups , and commands . Tabs sit across the top of the Ribbon. Each one represents core tasks you do in a given program. Groups are sets of related commands. They remain on display and readily available, giving you rich visual aids. Commands are arranged in groups. A command can be a button, a menu, or a box where you enter information.

Slide 6:

Standard Tabs (Home, Insert, Page Layout, References, Mailings, Review, View, Help) Contextual Tabs (Ex. Picture Tools, Drawing, or Table) - These are tabs that appear only when they are needed on the type of task. Program Tab (Ex. Print Preview) - A Program Tab replaces the standard set of tabs when you switch to certain views or modes. 6 Three Types of Tabs

Example of Contextual Tabs:

Example of Contextual Tabs 7 To do this, let us try the following steps: Click Insert Tab in MS Word 2007. Find and click the Table tool under Tables group. Select in the displayed drop-down menu the Draw Table tool. Position the pointer in the document and draw a table by dragging. After creating a table in the document, you see that the Table Tools Contextual Tabs are displayed. This simply means that the content in the document which is the table can be further manipulated using the newly displayed tabs.

Program Tab:

Program Tab 8 To do this, let us try the following steps: Click Office Button in MS Word 2007. Select Print in the Office Button menu. Select and click the Print Preview option. You see that the Standard Tabs were substituted with the Print Preview tab only.

How commands are organized:

How commands are organized 9 Commands are organized by how they’re used. Frequently used core commands no longer have to share space with a range of remotely related commands on a menu or toolbar. They’re the ones that get used, and so now they’re the ones most prominently featured.

The Home Ribbon:

The Home Ribbon This ribbon contains the most commonly used commands in MS Word.

In the Home Ribbon:

In the Home Ribbon Here is the list of groups we can find: Clipboard A group where you can find the Cut, Copy, Paste & Format Painter and show the Office Clipboard Task Pane. Font A group where you can find the tools related to the manipulation of Fonts. Paragraph A group where you can find the tools for bullets and numbering, multi-level lists, tabs, alignments, line spacing, shading and borders, sort and indentions. Styles A style is a predetermined set of formats that you can use repeatedly throughout all your documents. Editing A group under Home Ribbon where the Find, Replace and Select commands can be found.

The Insert Ribbon:

The Insert Ribbon This ribbon contains the commands normally needed to insert text, illustrations, symbols, etc., into a document.

In the Insert Ribbon:

In the Insert Ribbon Here is the list of groups under Insert: Pages This group contains commands to create a pre-formatted cover page, insert a blank page, or initiate a page break in the current document. Tables Includes commands to Insert or Draw a new table, or insert an existing table from an Excel spreadsheet. Illustrations Contains the commands needed to insert pictures, Clip Art, shapes, graphics, or charts into the document. Links Provides the ability to insert links and cross-references to external items or other locations within the current document. Header & Footer Allows the user to insert, format, modify, or delete headers, footers, and page numbers. Text Contains various options to insert or modify different types of text fields in the document; including text boxes, Word Art, signatures, date/time stamps, etc. Symbols Includes commands to insert mathematical equations or pre-defined symbols

The Page Layout Ribbon:

The Page Layout Ribbon This ribbon contains the commands related to the layout and appearance of the page or pages in the document.

In the Page Layout Ribbon:

In the Page Layout Ribbon Here is the list of groups under Page Layout: Themes This grouping allows the user to change the overall design of the entire document, including colors , fonts, and effects. Page Setup Includes the commands to change the parameters (margins, orientation [landscape or portrait], paper size, number of columns, page and section breaks, line numbers, and hyphenation) that determine the overall appearance of the page. Page Background Provides the ability to insert or change a watermark, color , or borders for the background of the page. Paragraph Allows the user to specify the indentation, line spacing and page breaks. Arrange This grouping applies primarily to graphics or charts. Includes commands related to positioning the objects or text on the page.

The References Ribbon:

The References Ribbon This ribbon contains a variety of references that can be used within a document.

In the References Ribbon:

In the References Ribbon Here is the list of groups under Page Layout: Table of Contents Provides ability to add, format, or edit a Table of Contents. Footnotes Includes commands to insert, format, and edit footnotes in a document. Citations & Bibliography Allows user to cite a book, journal article, or other source for a segment of information within the document. Also includes option of adding a bibliography. Captions Contains the commands to insert a caption to an image, a cross reference to a particular item, or a Table of Figures within the document. Index Provides the ability to insert an index within the document and mark entries to be included in that index. Also includes buttons to edit or delete an existing index. Table of Authorities Includes commands related to a Table of Authorities, which lists the cases, statutes, and other authorities cited within the documents. Commands include creating, editing, or deleting the table, as well as selecting citations to be included in a table.

The Mailings Ribbon:

The Mailings Ribbon This ribbon contains the commands commonly used when creating documents intended to be distributed via email, printed letters, or web postings.

In the Mailings Ribbon:

In the Mailings Ribbon Here is the list of groups found under Mailings: Create Includes the commands needed to create address, format, and print envelopes and labels. Start Mail Merge Allows user to start a mail merge to create a form letter intended to print or email to multiple to a number of different recipients Write & Insert Fields Contains options to add fields to a Mail Merge document, such as an address or greeting. Preview Results Allows the user to preview the results of the mail merge, search for specific recipients, or auto-check for errors. Finish Includes options to complete the mail merge, and edit, print, or email any of the resulting documents.

The Review Ribbon:

The Review Ribbon This ribbon contains the commands needed to review and revise an existing document.

In the Review Ribbon:

In the Review Ribbon Here is the list of groups under Review. Proofing Assists the user with proofing and correcting a document. Allows the user to check the spelling and grammar, search references, thesaurus, translate text, enable ScreenTip, set language, etc… Comments Provides ability to insert, delete, or navigate between comments about selected text in the document. Tracking Tracks all changes made to the document, insertions, deletions, & formatting changes. Changes Allows user to accept, reject, and navigate between changes to the document. Compare Provides the ability to compare or combine multiple versions of a document. Protect Includes settings to restrict how people can access and edit the document.

The View Ribbon:

The View Ribbon This ribbon contains settings that affect how the document appears on the screen.

In the View Ribbon:

In the View Ribbon Here is the list of groups found under View: Document Views Allows the user to specify whether the document is displayed as it will appear when printed out, in a full-screen view to maximize the amount of data displayed on a single screen, as it would appear on a Web page, in outline form, or as a draft that allows the user to quickly edit the text. Show/Hide Provides the user with the ability to display or hide various features associated with a document, including a ruler, gridlines, a message bar, document map, or a thumbnails’ pane. Zoom Includes options to specify the zoom level of a document. Window Contains settings that allow the user to open and view multiple Word documents at the same time. Macros Provides the ability to define a sequence of actions to perform on a document or multiple documents that can be executed again and again in one step – by running the macro.

More commands, but only when you need them:

More commands, but only when you need them 24 Commands you use most are available on the Ribbon all the time. Others appear only when you need them, in response to an action you take. For example, the Picture Tools in Word appear on the Ribbon when you insert a picture, and they go away when you’re done. The Ribbon responds to your action. So don’t worry if you don’t see all the commands at all times. Take the first steps, and what you need will appear.

More options if you need them:

More options if you need them 25 Sometimes an arrow, called the Dialog Box Launcher , appears in the lower-right corner of a group. This means more options are available for the group. On the Home tab, click the arrow in the Font group. For example, to get to a less commonly used font option in PowerPoint ® 2007 : The Font dialog box opens, with the full selection of font commands.

Working with different screen resolutions :

Working with different screen resolutions 26 Everything described so far applies if your screen is set to high resolution and the program window is maximized. If not, things look different. Low resolution: If your screen is set to a low resolution, a few groups on the Ribbon will display the group name only, not the commands in the group. Click the arrow on the group button to display the commands. How? Like this:

Test 1, question 1:

Test 1, question 1 The Paste, Cut, and Copy commands appear where on the Ribbon? (Pick one answer.) 27 On the last tab. On the first tab. On the Quick Access Toolbar.

Test 1, question 1: Answer:

Test 1, question 1: Answer On the first tab. 28 These commands are used frequently, so they logically appear on the first tab of the Ribbon. Of course, you can add them to the Quick Access Toolbar if you want.

Test 1, question 2:

Test 1, question 2 You move from a computer with a high screen resolution to one with a low resolution. You don’t see the commands in one group. What do you do? (Pick one answer.) 29 Click the View tab. Click the View toolbar. Click the arrow on the group button.

Test 1, question 2: Answer:

Test 1, question 2: Answer Click the arrow on the group button. 30 If commands are not displayed, either because of screen resolution or because the program window isn’t maximized, you can display commands in a group by clicking the arrow on the group button.

Where do I start a blank document?:

Where do I start a blank document? 31 When you create a new document, workbook, presentation, or database, you’ll get a full, colorful window to help you begin. You can start with a blank or existing file, as you’re accustomed to doing. Or to jump-start your authoring work, look on the left. Under Microsoft Office Online , click Featured , and choose from the catalog of links to online templates and training courses. Now instead of having to have a browser open to view the online templates, you can view and download them right in your program as long as you have an active connection.

What about favorite keyboard shortcuts? :

What about favorite keyboard shortcuts? 32 If you rely on the keyboard more than the mouse, you’ll want to know that the Ribbon design comes with new shortcuts. There are shortcuts for every single button on the Ribbon. Shortcuts often require fewer keys. This change brings two big advantages over previous versions of Office programs:

What about favorite keyboard shortcuts? :

What about favorite keyboard shortcuts? Keyboard shortcuts of old that begin with CTRL are still intact, and you can use them as you always have. For example, the shortcut CTRL+C still copies something to the clipboard, and the shortcut CTRL+V still pastes something from the clipboard. 33 What about the old keyboard shortcuts?

What if I can’t find a command?:

What if I can’t find a command? 34 If you can’t find the command you’re looking for, there’s help. For Word 2007, Excel 2007, and PowerPoint 2007, there’s a visual, interactive reference guide to help you quickly learn where things are.

What about the new file formats?:

What about the new file formats? 35 Word 2007, Excel 2007, and PowerPoint 2007 use new file formats. Increased security for your files and reduced chances of file corruption. Reduced file size. New features. There are lots of great reasons for the change:

What about the new file formats? :

What about the new file formats? For documents, workbooks, and presentations, the default file format now has an “x” on the end, representing the XML format. For example, in Word, a document is now saved by default with the extension . docx , rather than .doc. But always remember that some people do not use 2007, so before sending a file electronically it is best to find out which version they use. You may need to save it as 1998 – 2003 compatible. If you save a file as a template, the same applies: You get the template extension of old, with an “x” on the end; for example, . dotx in Word. If your file contains code or macros, you have to save it using the new macro-enabled file format. For a Word document, that translates into . docm ; for a Word template, it’s . dotm . 36 A bit more about the new format in Word, Excel, and PowerPoint:

Working with files from earlier versions:

Working with files from earlier versions 37 You may be the first in your group to get the 2007 Office system. Or you may work with departments that need to use Office documents saved in an earlier format. Don’t worry, you can still share documents between the 2007 Office system and earlier versions of Office programs.

Working with files from earlier versions :

Working with files from earlier versions You can open a file created in previous versions of Office programs, from 95 through 2003. Just open the file as usual. After working with it in the 2007 version, you may want to save the file. By default, the Save As dialog box saves a file created in a previous version as that same version. As you save, a Compatibility Checker will let you know of any new features added to the file that may be disabled, or matched as closely as possible. 38 Here’s how:

Working with files from earlier versions :

Working with files from earlier versions Colleagues who have Word, Excel, or PowerPoint versions 2000 through 2003 (and the latest patches and service packs) can open 2007 files. 39 Here’s how: When they open your document, they will be asked if they want to download a converter that will let them open your document. Some people may not want to or cannot because of Administrative permissions with their work computers, so it is always best to find out in advance, especially if it is a sensitive issue.

Test 2, question 1:

Test 2, question 1 Where is the first button that you click to get to the commands to open and save your files? (Pick one answer.) 40 On the first tab. In the upper-left corner. At the bottom of the Ribbon.

Test 2, question 1: Answer:

Test 2, question 1: Answer In the upper-left corner. 41 It’s the Microsoft Office Button .

Test 2, question 2:

Test 2, question 2 To use a keyboard shortcut to select a tab on the Ribbon, you first press which key on the keyboard? (Pick one answer.) 42 ALT. SHIFT. CTRL.

Test 2, question 2: Answer:

Test 2, question 2: Answer ALT. 43 This will display badges showing which key you press to access each tab.

Test 2, question 3:

Test 2, question 3 Colleagues who do not have the 2007 Microsoft Office system can open your Word, Excel, and PowerPoint 2007 files. (Pick one answer.) 44 True. False.

Test 2, question 3: Answer:

Test 2, question 3: Answer True. 45 The 2007 Office system has many measures in place to help you share documents with people using earlier versions of Office programs.

Starting Microsoft Office Word 2007:

Starting Microsoft Office Word 2007 Go to Start Button Go to All Programs in the Start Menu 3. Select Microsoft Office 4. Click Microsoft Office Word 2007

Creating a New (Blank) Word Document:

Creating a New (Blank) Word Document Click the Office Button Select New Select Blank and Recent , then, select Blank Document Click the Create Button

Setting Up the Document Page :

Setting Up the Document Page Go to Page Layout Tab (Ribbon) Look for the Page Setup Group Click the Margins Tool In the Margins drop-down menu, select the appropriate margin ( Normal, Narrow, Moderate, Wide ) or select Custom Margins to set your own margin size. If you want to set Custom Margins, enter the desired Top, Bottom, Left & Right margins in the Page Setup Dialog Box. Then, click Ok .

Setting Up the Document Page :

Setting Up the Document Page Set the Page Orientation by clicking the Orientation Tool under Page Setup group. Choose Portrait , if you want the vertical orientation of your paper. Portrait Orientation is applicable for long contents. Choose Landscape , if you want the horizontal orientation of your paper. Landscape Orientation is applicable for wider contents.

Setting Up the Document Page :

Setting Up the Document Page To set the size of the paper to use, click the Size Button in the Page Setup group Select the appropriate size from the drop-down menu. For Short-Sized Bond Paper, select the Letter Size . For Long-Sized Bond Paper, select More Paper Sizes (Then, set the Width to 8.5” and the Height to 13 ” in Page Setup Dialog Box)

Adding Text in the Document:

Adding Text in the Document To type/enter text or any character on your document page, you just type the line(s) of text, characters, sentences or paragraphs . Pressing the Enter Key will move the Insertion Point to the next line in your created page. Pressing the Tab Key will move the Insertion Point to a certain distance set as Tab setting . It is also used to give Indents to paragraphs.

Controlling the Cursor:

Controlling the Cursor The text will appear where the blinking cursor is located. Move the cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking the left button. The keyboard shortcuts listed below are also helpful when moving through the text of a document: Move Action Keystroke Beginning of the line HOME End of the line END Top of the document CTRL+HOME End of the document CTRL+END

Selecting Text:

Selecting Text To change any attributes of text it must be highlighted first. Select the text by dragging the mouse over the desired text while keeping the left mouse button depressed, or hold down the  SHIFT  key on the keyboard while using the arrow buttons to highlight the text. The following table contains shortcuts for selecting a portion of the text: Selection Technique Whole word double-click within the word Whole paragraph triple-click within the paragraph Several words or lines drag the mouse over the words, or hold down  SHIFT  while using the arrow keys Entire document choose  Editing | Select | Select All  from the Home Ribbon , or press   CTRL+A

Formatting the Font Typeface:

Formatting the Font Typeface Highlight/select the series or line(s) of text/characters Go to the Home Tab (Ribbon) Look for the Font group Click the arrow in the Font Combo Box to select the desired Font. Select the style of Font you want to set for your text contents.

Formatting the Font Typeface:

Formatting the Font Typeface Example Type your full name Highlight your full name Go to the Home Ribbon by clicking the Home tab Look for the Font group Click the drop-down arrow of the Font combo box Select the Papyrus font.

Changing the Font Size:

Changing the Font Size Highlight/Select the line(s) of text Go to Home Ribbon Click the arrow of the Font Size combo box. Select the desired number as the size of font. You may also use the Increase Font Size Button (CTRL+SHIFT+>) or the Decrease Font Size Button (CTRL+SHIFT+<) found in the Font Group under Home Ribbon.

Applying Font Styles and Effects:

Applying Font Styles and Effects Font styles are predefined formatting options that are used to emphasize text.  They include:  Bold, Italic, Underline, Strikethrough, Text Shadow, Character Spacing and Change Case.  To apply these to effects: Select the text Go to Home Ribbon Click the desired Font Styles/Effects  found in the Font Group of the said Ribbon

Changing the Font Color:

Changing the Font Color Highlight/Select the line(s) of text Go to Home Ribbon Look for the Font group, then, click the drop-down arrow of the Font Color tool Select the desired color from the pop-up color swatches

Setting the Alignments of the Text Contents:

Setting the Alignments of the Text Contents Highlight/select the line(s) or series of text Go to the Home Ribbon Look for the Paragraph group Click the appropriate alignment button. Align Text Left (CTRL+L) will align the beginning side of the line(s) of text to the left margin. Align Text Right (CTRL+R) will align the end side of the line(s) of text to the right margin. Align Center (CTRL+E) will align the center portions of the line(s) of text to the center of the page. Justify (CTRL+J) will align both left and right ends of the line(s) of text.

Formatting Using the MINI TOOLBAR:

Formatting Using the MINI TOOLBAR You can easily format your text using the new feature of Word 2007 – Mini Toollbar . The Mini Toolbar appears on the document area when you right-click at a certain text content you want to format.

Saving the Created Document:

Saving the Created Document To save the created document for the first time: 1. Click the Office Button. 2. Select Save As… 3. Select and click Word Document (If you want to save the document as Word 2007 file format. If you want to save it as Word 2003 compatible, you need to select the Word 97-2003 Document) 4. In the displayed Save As Dialog Box, type the desired filename in the File Name text box. 5. Just leave the Save as Type to . docx unless you want to save your file as a different type. 6. Look for the folder/location you want to place your document on the left pane of the dialog box and select. 7. Then, when everything is ok, click the Save Button.

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