MicrosoftWord 2007 Training Manual

Intermediate

Training Manual

Word 2007 training.csulb.edu

Table of Contents Section 1: Managing Your Documents ......................................................................................... 1 Lesson 1.1: Using My Computer within Word .................................................................................... 2 Navigating Using My Computer ..........................................................................................................................3 Performing Basic Tasks with My Computer.........................................................................................................5 Using Views in My Computer .............................................................................................................................. 8 Using the My Places Toolbar ............................................................................................................................. 14

Lesson 1.2: Saving Your Files .............................................................................................................. 17 Using File Formats ............................................................................................................................................ 17 Publishing to PDF or XPS ................................................................................................................................. 19 Setting File Passwords ....................................................................................................................................... 26 Using AutoRecovery ........................................................................................................................................... 28

Lesson 1.3: Finishing Your Files ......................................................................................................... 32 Using File Properties ......................................................................................................................................... 32 Running the Document Inspector ....................................................................................................................... 37 Marking a Document as Final ........................................................................................................................... 41 Encrypting Your Documents .............................................................................................................................. 44 Digitally Signing Your Documents ..................................................................................................................... 46 Inserting a Signature Line .................................................................................................................................. 50

Lesson 1.4: Viewing Your Files ........................................................................................................... 53 Opening a Copy of Your Document ................................................................................................................... 54 Arranging Windows ........................................................................................................................................... 57 Comparing Documents Side-By-Side ................................................................................................................. 59 Splitting a Document .......................................................................................................................................... 61

Lesson 1.5: Making Word Work Backwards ..................................................................................... 65 Opening Documents in Word 97-2003 Format .................................................................................................. 65 Converting Documents in Word 97-2003 Format .............................................................................................. 66 Running the Compatibility Checker ................................................................................................................... 66 Saving Documents in Word 97-2003 Format ..................................................................................................... 68 Setting Compatibility Options ............................................................................................................................ 69 Compatibility Packs for Microsoft Office Word 2003 ........................................................................................ 72

Section 1: Review Questions ................................................................................................................ 73

Section 2: Using Formatting Tools ............................................................................................. 75 Lesson 2.1: Working with Templates.................................................................................................. 76 Creating a Template........................................................................................................................................... 76 Saving a Template .............................................................................................................................................. 78 Opening a User Created Template..................................................................................................................... 79 Using a Template ............................................................................................................................................... 80 Attaching a Template to a Document ................................................................................................................. 81

Lesson 2.2: Using Bullets and Numbering.......................................................................................... 83 Types of Lists ...................................................................................................................................................... 83 Creating a Basic List .......................................................................................................................................... 84 Creating a Multilevel List .................................................................................................................................. 85 Creating Custom Bullets or Numbers ................................................................................................................ 86 Continuing a List ................................................................................................................................................ 90 Removing Bullets or Numbering ........................................................................................................................ 92

Lesson 2.3: Using the Paragraph Dialogue......................................................................................... 93 Applying Alignment ............................................................................................................................................ 93

Applying Indentation .......................................................................................................................................... 94 Applying Spacing ............................................................................................................................................... 95 Setting Defaults .................................................................................................................................................. 98 Sorting Text ........................................................................................................................................................ 99

Lesson 2.4: Using Delineation Tools.................................................................................................. 101 Using Columns ................................................................................................................................................. 101 Inserting a Line Break...................................................................................................................................... 102 Inserting a Page Break..................................................................................................................................... 103 Inserting a Section Break ................................................................................................................................. 104 Setting Page and Line Break Options .............................................................................................................. 106

Lesson 2.5: Working with Pages ....................................................................................................... 108 Adding a Cover Page ....................................................................................................................................... 108 Creating a Blank Page ..................................................................................................................................... 110 Changing the Page Color................................................................................................................................. 111 Adding a Watermark ........................................................................................................................................ 113 Adding a Page Border...................................................................................................................................... 113

Lesson 2.6: Adding Hyperlinks ......................................................................................................... 117 Types of Links .................................................................................................................................................. 117 Inserting a Link ................................................................................................................................................ 118 Editing a Link ................................................................................................................................................... 120 Following a Link .............................................................................................................................................. 121 Removing a Hyperlink ...................................................................................................................................... 122

Section 2: Review Questions .............................................................................................................. 123

Section 3: Creating Headers and Footers ................................................................................. 125 Lesson 3.1: Creating Basic Headers and Footers............................................................................. 126 Using a Preset Header or Footer ..................................................................................................................... 126 Editing a Header or a Footer........................................................................................................................... 128 Adding a Header or Footer to the Gallery ....................................................................................................... 129 Navigating Through Headers and Footers ...................................................................................................... 131 Removing a Header or a Footer ...................................................................................................................... 131

Lesson 3.2: Using the Header and Footer Tools Design Ribbon .................................................... 132 Header and Footer Tools ................................................................................................................................. 132 Insert Commands ............................................................................................................................................. 132 Navigation Commands ..................................................................................................................................... 133 Header and Footer Options ............................................................................................................................. 133 Position Options............................................................................................................................................... 133 Closing Header and Footer View .................................................................................................................... 134

Lesson 3.3: Inserting Page Numbers ................................................................................................. 135 Inserting Page Numbers................................................................................................................................... 135 Changing Page Numbers ................................................................................................................................. 138 Formatting Page Numbers ............................................................................................................................... 139 Removing Page Numbers ................................................................................................................................. 140

Lesson 3.4: Doing More with Headers and Footers......................................................................... 141 Aligning Text .................................................................................................................................................... 141 Adding Graphics .............................................................................................................................................. 142 Inserting the Date and Time ............................................................................................................................. 144 Linking and Unlinking Headers and Footers ................................................................................................... 145 Positioning Headers and Footers .................................................................................................................... 148


Section 4: Using Time Saving Tools ......................................................................................... 151 Lesson 4.1: Using Language Tools .................................................................................................... 152 Setting Your Language ..................................................................................................................................... 152

Using the Spelling and Grammar Context Menu ............................................................................................. 153 Running a Spelling and Grammar Check......................................................................................................... 155 Setting Spelling and Grammar Options ........................................................................................................... 158 Controlling Hyphenation ................................................................................................................................. 159 Performing a Word Count ................................................................................................................................ 159

Lesson 4.2: Using Research Tools ..................................................................................................... 162 Performing Research ....................................................................................................................................... 162 Using the Thesaurus......................................................................................................................................... 164 Translating a Word .......................................................................................................................................... 167 Translating a Document................................................................................................................................... 168

Lesson 4.3: Inserting Pre-Defined Text ............................................................................................ 170 Using and Customizing AutoCorrect ............................................................................................................... 170 Inserting the Date and Time ............................................................................................................................. 172 Inserting a Symbol ........................................................................................................................................... 174 Inserting Special Characters............................................................................................................................ 176

Lesson 4.4: Using Smart Tags............................................................................................................ 178 Enabling Smart Tags ........................................................................................................................................ 178 Types of Smart Tags ......................................................................................................................................... 181 Making Smart Tags Appear ............................................................................................................................. 182 Using Smart Tags ............................................................................................................................................. 183


Section 5: Finishing Your Document ....................................................................................... 187 Lesson 5.1: Making Your Document Consistent ............................................................................. 188 Using Themes ................................................................................................................................................... 189 Using Theme Colors......................................................................................................................................... 190 Using Theme Fonts .......................................................................................................................................... 191 Using Theme Effects......................................................................................................................................... 192

Lesson 5.2: Using the Mail Merge Wizard ....................................................................................... 193 Mail Merge Basics ........................................................................................................................................... 193 Starting the Wizard and Choosing a Document ............................................................................................... 194 Selecting a Starting Document ......................................................................................................................... 196 Selecting Recipients ......................................................................................................................................... 197 Creating Your Document ................................................................................................................................. 199 Previewing Your Document ............................................................................................................................. 200 Completing the Merge ...................................................................................................................................... 201

Lesson 5.3: Performing a Manual Mail Merge ................................................................................ 202 Using the Mailings Ribbon............................................................................................................................... 202 Selecting a Starting Document ......................................................................................................................... 203 Selecting and Editing Recipients ...................................................................................................................... 204 Adding Fields ................................................................................................................................................... 204 Adding Rules .................................................................................................................................................... 205 Previewing and Finishing the Merge ............................................................................................................... 206

Lesson 5.4: Sending a Document Electronically .............................................................................. 207 Faxing a Document .......................................................................................................................................... 207 E-Mailing a Document as an Attachment ........................................................................................................ 208 E-Mailing a Document as a PDF or XPS Attachment ..................................................................................... 210 Using E-Mail Features..................................................................................................................................... 211

Section 5: Review Questions ............................................................................................................. 211


Index ........................................................................................................................................... 214

Section 1: Managing Your Documents In this section you will learn how to:  Navigate with My Computer  Perform basic tasks with My Computer  Change views With My Computer  Use the My Places toolbar  Use file formats  Publish to PDF or XPS  Set file passwords  Use AutoRecovery  Use file properties  Run the Document Inspector  Mark a document as final  Encrypt files  Digitally sign files  Add a signature line to your document  Open a copy of your document  Arrange windows  Compare documents side-by-side  Split a document  Set compatibility options  Save in Word 97-2003 format  Use the Compatibility Checker  Open a Word 97-2003 document  Install compatibility packs for Word 2003

Microsoft Office Word 2007 Intermediate

Lesson 1.1: Using My Computer within Word As you use Microsoft Office Word 2007 more and more, you will have more and more documents. It’s important to have a file system in place to organize those files; otherwise it’s easy to lose track of what you have saved and where that file is. The actual way you manage your files is up to you. Some people prefer to have folders with dates on them, to organize files when they were created. Other people organize files in folders with projects or topics. Still others incorporate those elements into the file name rather than creating folders. We’re not going to focus on a specific method in this lesson; rather, we’re going to give you the tools to save files so you can develop a method that works for you.

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Navigating Using My Computer When you choose to open or save a file, the dialogue you see is actually a miniature version of My Computer, the Windows tool that helps you navigate through files. There are a few tools in My Computer that can help you sort and manage your files. First, let’s go over the basic ways of using My Computer to navigate.

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This vertical strip of five icons, called the My Places toolbar, is a list of commonly used places in Windows. You can click on any icon and its contents will be displayed.

This window displays the contents of the selected place. You can double-click on folders in this window to save or open documents in those locations.

You can also click this drop-down menu to choose a place in Windows. Once you choose a location, its contents will be displayed.

Use the back button to go back to the previous folder. For example, if we doubleclicked on the My Folder icon in the sample above, we could then click Back to go to the Desktop. You can also use the up one level ( ) icon on this toolbar to go up one level.

Now that we know how to navigate, let’s take a look at using the My Computer options to perform tasks.


Performing Basic Tasks with My Computer Many basic file functions are available through the My Computer window using the toolbar on the top of the window.

First, you can delete a file or folder from this window. Just select it and then click the Delete button ( ) on the toolbar. You can also create a new folder in the location you have open by pressing Alt + 5 or clicking the New Folder button ( ) on the toolbar. The Tools menu at bottom of the dialogue summarizes some of the basic options: Delete, Rename, Print, Map Network Drive and Properties. (Depending on which dialogue you are in, you may have more or less options.)

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You can also perform some basic Windows functions from within this window. If you right-click on a file or folder in the window, you will see the same commands you would see if you rightclicked on the file within Windows. Here’s an example:

Let’s go through each of these commands. Select

Selects the folder.

Open

Opens the folder.

Explore

Only available for folders. Opens the folder in a Windows Explorer (the more advanced version of My Computer) window.

Search

Only available for folders. Opens a Windows search window.

Send to

Send the folder to common locations, like your desktop (as a shortcut), a zipped folder, writable media drive (such as a floppy drive), an e-mail recipient, or your My Documents folder.

Cut/Copy

Cut or copy the selected file or folder.

Create Shortcut Creates a shortcut to the file or folder.

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Delete

Deletes the file or folder.

Rename

Allows you to rename the file or folder.

Properties

View the Windows properties for this file or folder.

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In the sample above, we right-clicked on a folder. You would see some additional commands if we right-clicked on a file, including: Open

Opens the selected file. If the file cannot be opened with Microsoft Office Word 2007, then it will open using the default program.

Edit

Opens the selected file for editing. If the file cannot be opened with Microsoft Office Word 2007, then it will open using the pre-defined program.

New

Creates a new file of the selected type.

Print

Prints the selected file.

Open With

Choose the application to open this folder with.

You may see different commands based on what programs you have installed. For example, if you have anti-virus software you may see commands to scan a file. In the sample window on the previous page, you can see some compression commands because that software package is installed.


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Using Views in My Computer One of the most useful ways to organize files in a location is to use different views. The easiest way to do this is to click on the down arrow next to the Views icon, like this:

Just click on the view you want to change how you see the contents of the large white window. Here’s what each of the views do.


Thumbnails Displays each item as a small picture. If the item is a picture file, the thumbnail will show a preview.

Tiles Displays medium-sized icons for each file. Each file’s icon represents the program used to open it.

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Icons Shows each file as a small icon. Each file’s icon represents the program used to open it.

List Shows a list of files in this location.

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Details Shows a detailed list for each file. You can click on the column headers (for example, where it says Name) to sort by that field.

Properties Divides the viewing window into two portions. One portion still displays files in the selected location; the other portion displays properties for the selected file.

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Preview This view also splits the viewing window into two portions. This time, the right-hand side shows a preview of the selected document.

You can also change your view by right-clicking in a blank space in the My Computer window and clicking View.


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No matter what view you are using, you can also use the Arrange By menu to arrange your files.

You can pick any of the values (Name, Size, Type, or Modified) to arrange your files that way. (You may have to right-click again and click Refresh for the view to apply.)


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Using the My Places Toolbar Remember the My Places toolbar we looked at earlier? That’s the vertical strip of icons on the left hand side of the My Computer window. You can customize this window to reflect the file locations you use the most often. Although you cannot remove or rename the default shortcuts (Trusted Templates, My Recent Documents, Desktop, My Documents, My Computer, and My Network Places), you can move them up or down in the list by right-clicking on them, like this:

You can see that you can move the selected icon up or down in the list. You can also click Small Icons to change the size of the icons in the My Places toolbar. (If you were already using Small Icons, that option would be grayed out and you would only be able to choose Large Icons.)


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This view can be useful if you add more places to the toolbar. You can do this by navigating to the folder (using the My Places toolbar or the drop-down navigation menu), and then rightclicking the My Places toolbar and clicking Add .

If you have more than four places, you will also see arrows at the top and bottom of the list so that you can scroll through the other places.


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As well, the Rename and Remove options will be enabled for your custom place:

The My Places toolbar will be available to you no matter what document you open, so you can customize it once and never have to do it again! You will also see your customizations in the other Office applications.


Lesson 1.2: Saving Your Files By now, you know how to save your documents in Word’s new format, docx. But what if you want to save to a format for an older version? Or what if your recipient doesn’t have Word at all? In this lesson, we’ll learn about how to use different file formats (including the new XPS format), how to add passwords to your file, and how to use AutoRecover.

Using File Formats To save your document in a different format, click the Office menu and click Save As.

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Then, choose a format from the drop-down menu at the bottom of the dialogue.

Here’s a list of files that you can save directly to with Word 2007: .docx

Word’s default format.

.docm

Word documents with macros.

.doc

The default format for Word documents in versions 97 to 2003.

.dotx

The format for Word 2007 templates.

.dotm

Word templates with macros.

.dot

The default format for Word templates in versions 97 to 2003.

.pdf

Stands for Portable Document Format. This option will only be available if you have the appropriate add-in installed. (See the next concept.)

.xps

Stands for XML Paper Specification. This option will only be available if you have the appropriate add-in installed. (See the next concept.)

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.mht, .mhtml

Multilingual (or MIME) HyperText Markup Language. A Web page saved as a single file, also known as a Web archive.

.htm, .html

HyperText Markup Language, a format commonly used by Web sites.

.rtf

A Microsoft-proprietary document encoding format, similar to .doc but with less features.

.txt

Plain text format, which can be opened by almost any word processing program, including WordPad and NotePad (which come with Windows).

.xml

Extensible Markup Language file, also used to create Web sites. There are two options for XML files: Word 2003 and Word 2007.

.wps

Default format for Works Suite 6.0 and 7.0.

You can also download converters from the Microsoft Web site to save files in other formats, like WordPerfect. Some file formats may not support all of the features you have in your document; if this is the case you will get a warning when you try to save to that format. This warning will let you know what aspects will be changed, and it’s up to you if you want to continue.

Publishing to PDF or XPS Sometimes it is convenient to transform your documents into a format that is better suited to online distribution or publishing. Often, documents that are distributed online are published in PDF (portable document format). These PDF files (which are viewed with programs like Adobe Acrobat) can contain images and text in a fairly small file size. Microsoft has also released a new format, called XML Paper Specification (XPS for short). This format is similar to PDF. To publish your document as one of these file types, you must first download the add-in from Office Online.


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First, open Internet Explorer. Then, visit http://office.microsoft.com. At the top of the window, type PDF in the search window and then click Downloads for the type. Click Go to perform the search.

(Please note that Web sites can and do change!) Once you click Go, a results page will be displayed. Find the Office 2007 Microsoft Office Add-in: Microsoft Save as PDF or XPS link and click it.

Then, follow the instructions on the screen to download and install the add-in.


Now, you should see a Publish to PDF or XPS option under the Save As menu in the Office menu.

If you click on this option, you will see a Publish as PDF or XPS dialogue box.

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In the dialogue box, choose either PDF or XPS in the Save As Type field. For either type, you can choose if the document should be published in Standard size (good for printing) or in Minimum Size (best for online publishing). (You can specify your choice by selecting the appropriate radio button at the bottom of the dialogue.)


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If you click the Options button, you will see this dialogue appear on your screen.

With this dialogue you can specify specific pages to be published, or you can specify a selection or the entire document. You can also ensure that the file is ISO compliant by putting a check in the box at the bottom. There are also checkboxes that will allow you to include or exclude nonprinting information such as file properties or document structure information. Once you have chosen the settings you want, you can click the OK button to return to the Publish as PDF or XPS dialogue. You should make sure the file has a name in the File Name field of the dialogue and that the correct save location is specified in the Save In field. Once everything is ready, click the Publish button to create the PDF file.


Here is the original document.

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Here is the PDF version of the same document.

Note that you will need a program like Adobe’s Acrobat Reader (available for free from www.adobe.com) to open PDF files.

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Setting File Passwords For additional security, you can add passwords to your document. To add a password, open the document. Then, click the Office menu and click Save As. In the Save As dialogue, click the Tools menu in the bottom left hand corner and click General Options.


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Then you will see the General Options dialogue. First, decide what type of password you want. You can choose to have a password to open the document, to modify the document, or both. Once you’ve decided, enter the password in the proper text field, and click OK.

Then, retype the password to confirm it and click OK.

In this case, we applied a password that would need to be entered when the file is opened.


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If you enter an incorrect password, you will not be able to open the file.

To remove the password, simply open the General Options dialogue and delete the text in the boxes.

Using AutoRecovery Microsoft Office Word 2007 is a great program—when it works. By now, you’ll probably have discovered that Word (and Windows) do not always work as they should. Murphy’s Law states that Word will blow up or Windows will crash just as you’re finishing up that key document that has taken four hours… and that you’ve forgotten to save. Oops! If something like that happens, Word may be able to recover your document. First, you should make sure that the AutoRecover feature is turned on. (If it’s not on when Word crashes, your document will probably be lost.) You can find the AutoRecover option by clicking the Office menu and clicking Word Options. Then, click the Save category.


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To turn AutoRecover on, make sure that the “Save AutoRecover information every * + minutes” is checked. Then, specify how often you want Word to save your changes. You can also control where Word saves these backup copies.


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Once you have AutoRecover information set, if Word or Windows crashes, you should see this task pane when you re-open Word:

This task pane should list all the files you had open when Word crashed, and the various versions of those files. In the sample above, our first file is one saved with AutoRecover at 4:07, while the second one was the last one the user saved at 3:58.


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You can right-click on any file in this list to open the file, save it, or delete it. You can leave the task pane open while you view the different versions of your file until you determine which one you want to keep.

You may also see this pane if Word detects errors in your file while opening it. If this is the case, you can right-click on the repaired file and click Show Repairs. If you try to close the recovered file without having saved it, you will get this prompt:

You will then have the same options: to save or delete the recovered file, or to cancel out of the dialogue and return to the document.


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Lesson 1.3: Finishing Your Files So you’ve spent days creating that perfect document and you’re ready to e-mail it out. But wait! Before you send it, you should make sure that it’s really ready to go. Microsoft Office Word 2007’s brand-new polishing tools can make sure your document doesn’t contain errors or personal information. You can also protect your document by digitally signing it, marking it as final, and encrypting it.

Using File Properties Remember when we used the properties view in the My Computer window and we saw all that information about a file? Let’s take a look again; you can see the file properties circled in the sample below:

Where does it get that file information? Believe it or not, that information is stored in your document! (You may have heard about politicians embarrassed by hidden information in their Word documents; this is where people found that information.)


To view the properties for your document, click the Office menu, choose Prepare, and click Properties.

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You will then see the Properties pane appear between the editing window and the ribbon.

This pane has fields showing you what information is stored inside the document: the author, the title, the subject, keywords, the category, status, and comments. Word records the user name (entered in the Options dialogue) as the author name, and creates the title from the document name. The other fields are user-created. However, you can open the document properties window at any time and edit the content yourself.

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You can also see more advanced properties by clicking the Document Properties button at the top of the pane and clicking Advanced Properties.

This command will open a window with additional document properties.

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Here’s a summary of each tab. General

This tab cannot be edited. It tells you the type, location, and size of your document. It also gives you the MS-DOS name of the file; when it was created, modified, and last accessed; and shows you its Windows attributes (Read-only, Archive, Hidden, or System).

Summary

This window will show you the title, subject, author, manager, company, category, keywords, comments, template, and hyperlink base for your document. Most of these will not be filled in by default; title will be filled in after you have saved your document, and author and company will be filled in according to the information you provided when you installed Office. You can click in any of the white text boxes and add, change, or delete information. You can also choose to save a preview picture of your document with this tab.

Statistics

This tab contains statistics about your document. These are automatically filled in by Word and cannot be edited. It will tell you when it was created, last modified, last accessed, and last printed. It will also display who edited it last, how long they worked on it for, and what revision number it is. A count of various elements (words, pages, paragraphs, characters, etc.) will also be displayed.

Contents

Tab number four shows you your document’s title or the first line of text. This tab will only contain information if you have already saved the file.

Custom

You can use this tab to add a variety of custom properties to your document. This can be an easy, consistent way to track facts about a document, such as who it was checked by, which office it belongs to, or which typist created it.

Once you have made your changes, click OK to apply them or click Cancel to discard them. You can then close the document properties pane by clicking the X in the right hand corner, or by clicking the Office menu, choosing Prepare, and clicking Properties again.


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Running the Document Inspector The next command on the Prepare menu is the Document Inspector.

This tool will look through your document for personal information that may be hidden to you. When you click the command, you will be prompted to save your document if you have not already done so.


Once you click Yes or No, you can choose what items you want to inspect your document for.

We suggest that you leave all items checked, just to be safe. Once you click Inspect, the Document Inspector will look for the specified information.

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Once it has completed, it will show you the results.

You can then choose to remove the sensitive data.

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We suggest that once you have removed the data that you click the Reinspect command to make sure that no traces remain.

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Marking a Document as Final Once you’ve completed a long document, the last thing you want is people messing around with it. That’s where the Mark as Final command can come in handy.

Once you click this command, you will be warned of the action you’re about to take.

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When you click OK, another explanation will appear, unless it has been disabled.

When you click OK, the document will be marked as final. As the warning promised, the status is now Final, there is a Marked as Final icon in the status bar, and editing commands are disabled.


To remove the final status, click the Office menu, click Prepare, and click Mark as Final again. The document will be unmarked with no warnings.

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Encrypting Your Documents Once your document is finally finished, you may want to take some measures to protect it. Encryption is one of these measures. Encrypting a document is like locking your house: only someone with a key can get in.

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Once you click the Encrypt command, a password box will appear.

Like entering a regular password, you must enter and then confirm the password. You will then need to enter this password whenever you open the file. The difference between encrypting a document and setting a password through the Save As dialogue is that encryption is much stronger. In most cases, if you want to set a password, encryption is the easiest, most reliable, and best option to use.


Digitally Signing Your Documents Another way to protect your documents is to digitally sign them. This command is also found under the Prepare sub-menu of the Office menu.

Digitally signing your document is like signing a piece of paper: it confirms your identity. For electronic documents, it also provides reassurance to the recipient that the document really came from you. Once you click the Add a Digital Signature command, you will see more information on the process.

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Once you click OK, if you have a digital signature, you will be prompted to enter the purpose of signing the document. Once you click OK to this dialogue, your document will be signed.

If you don’t have a digital signature, you will be prompted to obtain one.

If you are planning on using digital signatures, we recommend obtaining a digital identity from a Microsoft partner. (Some companies, such as www.comodo.com and www.dekart.com, offer free digital identities.) Creating a digital identity on your computer will not offer security to anyone but yourself.


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If you choose the option to get a digital ID from a Microsoft partner and click OK, an Internet Explorer window will open so that you can complete the process.

Once you obtain the signature, go back to the Office menu, click Prepare, and click Add a Digital Signature. If you choose to create your own digital signature, you will be prompted to enter your information.


Once you click Create, you will be prompted to sign the document.

Once the document is signed, you will see this warning:

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Once you click OK, you will see that the document has been signed and editing tools are disabled. You will also see an icon in the status bar indicating that the document has been signed.

Inserting a Signature Line To prompt someone else to sign your document, click the Signature Line command on the Text chunk of the Insert ribbon.


You will then see a warning explaining the differences between the types of digital signatures.

If you click OK, you will then be prompted to set up the signature.

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When you click OK, you will see the signature line in the document. If you are printing the document out, the recipient can manually sign it. Or, if you’re transmitting it electronically, the recipient can right-click the signature line and digitally sign it.


Lesson 1.4: Viewing Your Files As you work more with Word, you will often find yourself in a situation where you have many files open. In this lesson, we’re going to learn how to work with multiple files.

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Opening a Copy of Your Document Let’s say you’re working with your document and you want to make a change, but you’re not sure how it will affect the original document. You can open a copy of the current window by clicking the View ribbon and clicking New Window.

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Now, you will see a copy of the window. The title bar will have :2 in it, meaning it is a copy of another window.

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You can even open multiple copies of the same window.

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Arranging Windows If you have multiple documents open, you can arrange them all with the click of a button. Just click the Arrange Windows command on the View ribbon.

In this case, we had three documents open.

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Here’s what the screen will look like after we click Arrange All:

The three documents are still open, but they are all arranged so that you can see them all at one time. Note that each window has minimize, maximize, and close controls. You can also drag the title bar to move the window, or place your mouse at the bottom of the window and click to make the window smaller or bigger. To make the ribbons reappear, simply maximize a window.


Comparing Documents Side-By-Side The next feature we’re going to look at is the Compare Side by Side feature. This lets you look at two documents at once. You will find this command on the View ribbon.

Once you click Side by Side, you will be prompted to choose a document to compare the current one with, if you have more than one open.

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The windows will now appear side by side.

Note that unlike arranging windows, ribbon commands are still available here, although they are compressed. Notice also that you can have different ribbons open in each window. Let’s look at the commands on the Window chunk of the View ribbon that will be useful in this view.

The first command, View Side by Side, will turn the view on or off. The second option, Synchronous Scrolling, toggles simultaneous scrolling on or off. (If this feature is on, where you scroll to in one document will control where you scroll to in the other.) The last option lets you reset the two windows so that they take up the same amount of space on the screen.


Splitting a Document The last feature on the Window chunk that we’re going to look at lets you be in two places at once! It’s called splitting your document. To use this feature, first click the Split command on the View ribbon.

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Then, your cursor will turn into a long bar. Click inside the editing window to place the split.

Now, you can view two places in your document at once.

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To move the split, simply click it and drag it.

To remove it, click the Remove Split command on the View ribbon.

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You can also place a split by clicking the small minus sign at the top of the scroll bar, dragging, and clicking.

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Lesson 1.5: Making Word Work Backwards Although you’re up-to-date, using the latest version of Word, not everyone will be on the same page. In this lesson we’re going to learn what you and others can do to make sure your documents can be read by everyone.

Opening Documents in Word 97-2003 Format As you likely know, Microsoft Office Word 2007 uses a new file format: .docx. Opening a document in the older format (doc) is easy: just use the Open dialogue.


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Converting Documents in Word 97-2003 Format When you open a document in the older format, some of the features may not be available or may not work as expected. If possible, you should convert the file to the newer format. To do this, click the Office menu and click Convert.

You will then see this warning:

To see more information, click Tell Me More. To proceed with the conversion, click OK. To stop the conversion, click Cancel. Make sure that you note the warning that says your original document will be replaced in this process. If you want to keep the original document, make sure you save it with a different name before converting.

Running the Compatibility Checker So far we’ve looked at opening older documents and converting them. What if you’re in the opposite situation, where you want to save a document in an older format? If you need to save a document in the older format, you should run the compatibility checker before saving. You will find this command in the Prepare sub-menu of the Office menu.


Once you click this command, Word will look through your document for incompatibilities. It will then let you know what elements are incompatible and how they will be dealt with upon saving.

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Some problems will have a solution; others are simply items you need to be aware of. Once you have made note of the possible issues, click OK. You can now decide what changes should be made before you save your document in the Word 2003 format.

Saving Documents in Word 97-2003 Format Once you have run the compatibility checker, you can save your document in Word 97-2003 format. To do this, click the Office menu, hover over Save As, and choose the appropriate format.

You will then be presented with the typical Save As dialogue. Note that you will only see older Word documents in the chosen location due to the file type being saved.


Setting Compatibility Options If you often save your files in the older format, you may want to look at Word’s compatibility options. First, click the Office menu and click Word Options.

Let’s look at the Save category. Here, you can choose what format you want to save your documents in by default.

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Next, let’s look at the Advanced section.

Here, you can choose to set options for just this document, another open document, or all current and future documents. You can also choose to lay out the document as if created in a certain version of Word (from 95 to 2007). You can also click the plus sign next to Layout Options to enable or disable particular settings.

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Compatibility Packs for Microsoft Office Word 2003 If you’re using Microsoft Office 2003, you can download compatibility packs so that you can open the new formats in the older program. Just visit http://office.microsoft.com, search for Office 2003 Compatibility Pack, and download the appropriate add-in.

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Section 1: Review Questions

A. B. C. D.

You want to look at the first page of your document and make sure that it is using the same formatting as the last page. Which tool will you use? Compare side by side Split New Window Arrange All

A. B. C. D.

What is the difference between adding a password to a document and encrypting it? Passwords are made of text while encryption is made of numbers Passwords are stronger Encryption is stronger There is no difference

A. B. C. D.

What does marking a document as final do? Makes it read-only Disables editing tools Places an icon in the status bar All of the above

A. B. C. D.

Because many of your colleagues still use Microsoft Office Word 2003, you always save your documents in the older format. What will make the saving process faster? Make the older format your default saving format Turn off the Document Inspector Set layout options for Word 2003 All of the above

A. B. C. D.

What do you need to do before you publish a document to PDF? Save the document Digitally sign the document Check for compatibility issues Download an add-in

A. B. C. D.

You have created a document in Word. You go to save it, and you realize you should create a folder. What is the easiest way to do this? Close Word, open Windows Explorer Launch the Open dialogue Do it from the Save As dialogue It depends what version of Windows you are using

1.

2.

3.

4.

5.

6.


A. B. C. D.

What is the indicator that a copy of the document has been opened? A colon A hyphen A period A bracket

A. B. C. D.

You have received a document in an older format. What do you need to open it? An add-in A service pack A wrench Nothing; you can use the Open dialogue

A. B. C. D.

What does the Document Inspector do? Checks for hidden text Looks for personal information in file properties Checks for custom XML data All of the above

A. B. C. D.

Which of the following is not a My Computer view? Tiles Icons Reading Properties

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Section 2: Using Formatting Tools In this section you will learn how to:  Create a template  Save a template  Open a user-created template  Use templates  Attach a template to a document  Create a bulleted or numbered list  Create a multilevel list  Modify a bulleted or numbered list  Restart or continue a bulleted or numbered list  Remove bullets or numbers from text  Use the Paragraph dialogue  Align and indent text  Change paragraph spacing  Set paragraph defaults  Sort text  Use columns  Insert page breaks, section breaks, and line breaks  Use page and line break options  Create a blank page  Change the page color  Add a watermark  Add a page border  Add a cover page  Insert, edit, follow, and remove a hyperlink

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Lesson 2.1: Working with Templates Have you ever found yourself creating the same type of document over and over again? If so, you may be interested in this lesson on templates. A template is a document that can contain styles, graphics, objects, and sample text. Its purpose is to provide a format to place your text in to save you time, and to help you keep your documents consistent. In this lesson, we’ll learn about creating, saving, opening, and using templates.

Creating a Template You have two options when creating a template. Your first option is to start from one of the templates included with Word. To do this, click the Office menu and click New. Then, choose a template in the New Document window from the Installed Templates list. Next, choose Template under Create New and click Create.

Now, you can customize the template to your liking. Remember that the information should be generic. In this example, you would want to include your name, but you would want to leave the date and the details of the report blank.


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The other way that you can create a template is to start from a blank document and lay out the template the way you want it.


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Saving a Template Once you’ve typed in the standard information, click the Office menu and click Save.

If you used the New Document dialogue to create your template, Word will save it in the default location and save it as a template. All you need to do is type in the file name and click Save. If you started from a blank document, choose Word Template from the Save As Type list. Then, Word will save it in the proper template location.


Opening a User Created Template To open your template, click the Office menu and click New. Then, in the New Document window, choose My Templates.

This will open a window listing templates downloaded to and created on your computer.

Simply choose a template and click OK to open it. If you don’t see your template listed here, you can also use the Open dialogue to locate and open it.

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Using a Template Once you’ve opened a user-created template, what do you do with it? It’s easy: fill in the information.

Note that a blank document has been created from the template, so you don’t have to worry about overwriting the template. Now, you can work with this document just as you would any other.

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Attaching a Template to a Document If you’ve created older files that you would like to update with your new template, it’s easy. First, make sure the Developer ribbon is visible. (You can enable it from the Options dialogue.) Then, open the old document. Next, click the Document Template button on the Developer ribbon.

In the dialogue that opens, click the Attach button.


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Then, choose the template that you want to attach to the document.

Now, check “Automatically update document styles” and click OK.

You will now be using the template. You may need to do some tweaking, but the structure will be there.


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Lesson 2.2: Using Bullets and Numbering Making lists is a common part of most documents. Microsoft Office Word 2007 makes it easy to organize text with bullets and numbers. In this lesson, we’re going to learn all about using bullets and numbers to create order in your document.

Types of Lists There are three basic types of lists that you can create in Microsoft Office Word 2007. The first is a simple bulleted list.

The second type is a numbered list.

The third type is a multilevel list.


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Creating a Basic List To create a simple bulleted or numbered list, first select the text that you want to add the bullets or numbers to. Then, click either the bullet or the number icon on the Paragraph chunk of the Home ribbon to apply that formatting.

You can also click the drop-down arrow next to either icon to choose a type other than the default.


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Creating a Multilevel List Creating a multilevel list is the same: select the text and click the multilevel command to apply the default style, or choose another style using the drop-down arrow.

Then, select the text that you want to identify as a level, and press the Tab key or use the Indent button on the Home ribbon that many times.


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In the example on the previous page, we selected the three sub-points, and clicked the Increase Indent button ( ) on the Paragraph chunk once.

Creating Custom Bullets or Numbers To further customize your bullets or numbers, click the Define command at the bottom of any of the three drop-down menus.

For bullets, you can choose a symbol and a font or a picture, and its alignment.


For numbers, you can choose a number style, font, format, and alignment.

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For multilevel lists, you can adjust the alignment, indent, and appearance of each level.

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You can also create a list style.

Once created, the new styles will appear in the drop-down list for you to use.

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Continuing a List Let’s say that you have a list of major points in your document.

And, let’s say that you want to number some other points in your document.

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If you have used the same numbering style, you can right-click on the second set of numbers and choose to continue the numbering. (You can also click Set Numbering Value to choose what number the list starts at.)

If Word has continued numbering and you wish to restart the numbering, that command will be available in the right-click menu. Note that you also have commands for indents, if you wish to create a multi-level list.


Removing Bullets or Numbering Removing bullets or numbers is easy: simply select the text and click the command to turn it off.

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Lesson 2.3: Using the Paragraph Dialogue The Paragraph dialogue is the central location for formatting your paragraphs. It contains alignment, indentation, and spacing controls. To open it, click the option button on the paragraph chunk on the Home ribbon.

Applying Alignment When you open the Paragraph dialogue, the first set of options you will see are related to alignment.

From the drop-down menu, you can choose left, right, or center alignment, or justified.

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Applying Indentation The next set of controls in the Paragraph dialogue lets us control indentation.

Here, you can indent from the left or the right, or you can check “Mirror Indents” to have options for inside and outside indents. You can also choose a first line or hanging indent from the Special menu, and then set the amount in the By text box. Note that as you change settings, you will see a preview in the bottom of the dialogue.

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Applying Spacing The last set of options in the dialogue is Spacing.

These options offer you much more control than the buttons on the Home ribbon. On the left, you can set the point value before and after the current paragraph. The options on the right hand side let you choose pre-defined line spaces. Here’s an overview of the choices: Single

Provides a small space between lines.

1.15

Default line spacing.

1.5 lines

Provides one and a half times the space of single spacing between lines.


Double

Provides double the space of single spacing between lines.

At least

Ensures a minimum amount of space between lines. This can be useful if you’re combining large and small text in a line. Enter the font point size in the text box.

Exactly

Sets the exact space between lines.

Multiple

Enter a multiple number in the At box to set spacing at a certain multiple of single spacing. For example, you would enter the number 3 for text to be triple-spaced.

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The checkbox at the bottom allows you to remove the spaces between paragraphs of the same styles; we’ll get to styles in the Advanced manual. You can combine before and after spacing with line spacing, and you can combine all spacing options with indent and alignment options.


Let’s look at some spacing examples.

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Setting Defaults If you would like, you can set the current paragraph settings to be the default for this document and future documents by clicking the Default command at the bottom of the dialogue.

Once you click this command, you will be asked to confirm your choice.


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Sorting Text Have you ever had a list of data and wanted to sort it alphabetically? The Sort command on the Paragraph chunk of the Home ribbon can help you do just that. First, select the text that you want to sort. Then, click the Sort command.


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You will then see the Sort dialogue. Make sure Paragraphs is chosen in the Sort By menu. Then, choose Text, Numbers, or Date in the Type field.

Once your options are set, click OK to sort the text.


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Lesson 2.4: Using Delineation Tools As you know, Word automatically goes to a new line when you reach the end of the current one, and it creates a new page when you reach the end of the current one. However, you have the ability to manually insert line and page breaks. You can also create a section break, which splits your documents into sections. (This comes in handy when formatting.) We’ll take a look at all these types of breaks in this lesson, and we’ll look at separating text into columns.

Using Columns Microsoft Word has the ability to divide your text into columns. To do this, first select the text that you want to format. Then, click the Page Layout ribbon. Next, click the Columns button and choose how many columns you want.


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If you don’t like the preset choices, you can click the More Columns button.

Here, you can set the number of columns (up to 45!) and the width and spacing for each. Once you’re done, click OK to apply the changes. After you have inserted columns, Word will automatically break the text. However, you can also use the Breaks menu on the Page Layout ribbon to manually control where text is placed in the columns.

Inserting a Line Break Usually, you should let Word decide where it starts a new line. However, there will be times (particularly when typing in a text box or a table) when you want to start a new line without creating a new paragraph. To do this, press Shift and Enter.


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The difference is easier to see when we have formatting marks turned on. You can see the automatic paragraph break at the end of the second line (which happened when I pressed Enter) and a manual line break at the end of the third line.

To remove a line break, just backspace over it. Even if you can’t see the special characters, Word will remove the break.

Inserting a Page Break There are two ways to indicate the end of a page. The first is by pressing Ctrl and Enter. You can also click to place your cursor where you want the break, click the Page Layout ribbon, click the Breaks menu, and click Page.

If you later want to remove a page break, place your cursor at the new page and press Backspace to remove the break.


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Inserting a Section Break If you often create long, complicated documents, you’ll probably find that section breaks will come in handy. Section breaks let you divide your document into sections, allowing you to apply different headers and footers and formatting per section. To insert a section break, click to place your cursor where you want the break to appear. Then, click the Page Layout ribbon, click the Break menu, and choose what kind of section break you want to create. (Note that each command has a description of what it will do.)


If you later decide to change the type of break, open the Page Setup dialogue and click the Layout tab.

Using the menu at the top of the dialogue, you can choose to change the type of break. Note that each tab in the dialogue has an Apply To menu, where you can choose to apply your settings just to this section.

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Setting Page and Line Break Options There are some options you can set for page and line breaks. To access these options, open the Paragraph dialogue and click the Line and Page Breaks tab.

The first set of options deals with pagination. Let’s look at each checkbox individually. Widow/Orphan control

This will keep your paragraphs together, so one line isn’t stranded at the top or bottom of a page. This is turned on by default.

Keep with next

Keeps paragraphs of the same style on the same page.

Keep lines together

Keeps all lines in a paragraph on the same page.

Page break before

Inserts a page break before paragraphs with this style

The next two options deal with more specific paragraph formatting. “Suppress line numbers” will skip line numbers for this section, while “Don’t hyphenate” tells Word not to hyphenate paragraphs or words in this section. (These commands will only be effective if line numbering or automatic hyphenation have been turned on.)


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You can see a preview of all settings in the Paragraph in the bottom portion of the window. You can also click the Tabs button to open the Tabs dialogue box, click Default to apply these settings to future documents, click OK to save your changes, or click Cancel to exit without saving your changes.


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Lesson 2.5: Working with Pages Our next topic is pages. In this lesson, we will learn how to insert a blank page and a cover page. We’ll also learn how to set page backgrounds, add page borders, and change a page’s color.

Adding a Cover Page Cover pages are an exciting new addition to Microsoft Office Word 2007. To add a cover page, simply click the Insert ribbon, click Cover Page, and choose a style.

The page will then be added to the beginning of your document. All you have to do is add the information in the fields. Of course, you can add any other elements (such as your own graphics) if you like, too.


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If you have put the time in to create a cover page that you really like, you can select the cover page and choose to save your selection to the Cover Page Gallery for future use. You can also remove the current cover page with this menu.

Creating a Blank Page In the last lesson, we learned how to insert page breaks to separate pages. There is also an easy way to create a blank page: you will find the Blank Page command on the Pages chunk of the Insert ribbon.

Simply click to place your cursor where you want the page to appear, and then click the Blank Page command.


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Changing the Page Color To change a page’s color, first click to place your cursor in the page. Then, on the Page Layout ribbon, click the Page Color command. You will notice as you hover over each color that a preview will appear on the page. Note that this change will apply to the entire document.


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You can choose from theme colors, standard colors, or no color. You can also click the More Colors option to create a custom color.

Or, click the Fill Effects option to see a range of gradients, fill effects, patterns, and pictures that you can apply to your page.


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Adding a Watermark For a more subtle background, try a watermark. (Watermarks can be text or pictures; they are typically washed out and appear in the background of the page.) You will find the Watermark menu on the Page Layout ribbon.

Simply click a watermark to apply it. You can also use the options at the bottom of the menu to create a custom watermark, remove the current watermark, and save the selection to the Watermark Gallery.

Adding a Page Border The last option we’re going to look at is Page Border. This option is also on the Page Layout ribbon.


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When you click this command, you will see this dialogue:

First, start by selecting a setting from the menu on the left-hand side. Then, use the options in the middle to choose a style, color, width, and/or art. Next, use the options on the right to choose what edges you want to have a border applied to. (For example, to remove the bottom line, you would click the button.) You can also use the menu to choose to apply the border to the whole document, a section, or a portion of a section.


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As an example, look at this dialogue. Note which options we chose to obtain the desired effect.


Here are the results of the dialogue:

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Lesson 2.6: Adding Hyperlinks Did you know you can insert links in your document to point people to another place? This can be a really useful feature for long documents, complex projects, pointing people to a Web page, or providing your contact information. Here’s a basic description of how hyperlinks work. First, you select the text that you want the person to click. Then, you insert the link (we’ll talk about how to do that later in this lesson). Once that is done, you will see blue underlined text in your document. It can display the name of the link destination (like http://www.microsoft.com) or other text that you choose (like: Microsoft’s Web site has lots of cool information!). That blue text is a link, meaning you will be taken to that location when you hold Ctrl and click it. Let’s take a look at the different kinds of links and how to use them.

Types of Links There are four types of links that you can create: To an existing file

Link to an existing file on your computer. (These links will not work if you send the document to someone else, as they will not have the file in the location you have specified.)

To this document

Link to another place in this document. This is usually used in indexes and tables of contents.

To a Web page

This is the most common type of file, called a hyperlink. Clicking on this type of link opens the specified page in an Internet browser window.

To an e-mail address

Also called a mailto link. When you click this type of link a new e-mail message will open up in your e-mail program, with the information in the mailto link filled out.

In this lesson, we’re only going to cover hyperlinks and mailto links. We’ll save document and file links for the Expert manual.


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Inserting a Link If you type a Web address (say, http://www.microsoft.com), Word will automatically turn it into a hyperlink. You can manually turn text into a hyperlink by selecting the text you want to link and then clicking the Hyperlink button on the Insert ribbon.

When you click the Hyperlink button, you will see this window:

It looks complicated, but there are basically only two fields that you need to worry about. The first is the one at the top, which says Text to Display. This is the text that will turn blue and will contain the actual link. By default, the text you have selected will appear in here. (You can type in the box to change the text.) Then, at the bottom, type the Web address you want to point to (for example, http://myfavouritesite.com). Finally, click OK to save your changes, or click Cancel to discard them. (The OK button will not be lit up until both the Text to Display and the Address fields are filled in.) You can insert a link to an e-mail address one of two ways. You can simply type mailto: in the Address field (replacing with the address you want to link


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to). Or, you can click on the E-mail Address option on the left hand side of the Insert Hyperlink window.

This box is similar to the Web Page box. You can change the text you want to display as a link using the first box. Then, type in the e-mail address you want to use. (You can enter multiple email addresses separated with a semicolon, like this: [email protected];[email protected].) If you have recently used the address in a hyperlink, you can click its entry in the bottom box to enter it in the E-mail address field. Next, type in the subject you want the e-mail to have. Then, click OK to complete the link! We’ve only looked at adding links to text, but you can use the same steps to apply hyperlinks to pictures. Just select the picture, click Insert, click Hyperlink, and fill in your information.


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Editing a Link After you have inserted a hyperlink or a mailto link, you can edit it by right-clicking on it. Let’s take a look at the hyperlink context menu and each of its options.

Edit Hyperlink

Opens the Insert Hyperlink dialogue box so you can make changes to your link.

Select Hyperlink

Selects the entire link.

Open Hyperlink

Opens the link.

Copy Hyperlink

Copies the hyperlink to the clipboard.

Remove Hyperlink

Removes the link from the text, but does not remove the text itself.


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Following a Link If you hold down the Ctrl key and place your mouse over a hyperlink, it will look like this:

A small window will appear above the link telling you what it points to. This is especially important if it isn’t immediately obvious what clicking on the text will do, like in the sample photo. You certainly don’t want to click on a link that will give you a virus! If the link looks OK, hold down the Ctrl key and click on the blue text. If it’s a hyperlink, your Internet browser will open to the page specified in the link. If it’s a mailto link, your e-mail program will open a blank message. The e-mail address(es) and the subject (if specified) will already be filled in; all you have to do is type in the body and send it. Once you’ve followed a hyperlink, it will change color:

(For the default theme, the color will become purple. Other themes will use different colors.) Even if a link has been followed, you can still use it by holding the Ctrl key and clicking it. Following a hyperlink is really easy; just make sure you know where you’re being taken to before you click on the link.


Removing a Hyperlink To remove the link from text, right-click the link and click Remove Hyperlink.

The text will remain, but will no longer be a link.

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A. B. C. D.

Which of the following is not a type of list? Columned Bulleted Numbered Multilevel

A. B. C. D.

You have chosen to apply a page color. Where will it appear? Current section Current page Current selection Entire document

A. B. C. D.

Where will you find the command to add section breaks? Home ribbon Insert ribbon Page Layout ribbon Page Setup dialogue

A. B. C. D.

What is the maximum number of columns you can create? 1 5 12 45

A. B. C. D.

What is Microsoft Office Word 2007’s default spacing? 1 1.15 1.5 2

A. B. C. D.

Which of the following is a new feature in Microsoft Office Word 2007? Cover pages Page borders Hyperlinks All of the above

1.

2.

3.

4.

5.

6.

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A. B. C. D.

What types of color can you apply to a page? Theme colors Pictures Textures All of the above

A. B. C. D.

What ribbon is the Attach Template command found on? Home Developer Insert Page Layout

A. B. C. D.

How do you remove a hyperlink? Change the style Use the Ctrl + Shift + K shortcut Right-click the hyperlink and click Remove Hyperlink All of the above

A. B. C. D.

Where can you set page and line break options? Paragraph dialogue Page Setup dialogue Font dialogue None of the above

7.

8.

9.

10.

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Section 3: Creating Headers and Footers In this section you will learn how to:  Use a preset header or footer  Edit and remove a header or footer  Add a header or footer to the gallery  Navigate through headers and footers  Use the Header and Footer Tools Design ribbon  Insert, change, format, and remove page numbers  Align text in a header or footer  Add graphics to a header or footer  Insert the date and time in a header or footer  Link and unlink headers and footers  Change the position of headers and footers

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Lesson 3.1: Creating Basic Headers and Footers Headers and footers are groups of information set apart from the body of your document. Headers are located at the top of a page while footers are set at the bottom of a page. Headers and footers can make your document more user-friendly, and make it look polished and professional. They can also save you a lot of time, as you can make one header or footer look exactly how you want and then those changes will be applied to headers and footers throughout the whole document. For example, the title of a book appearing at the top of every page would probably be set as a header. Headers and footers are easy to create and edit. However, there are a lot of options you can customize, so we’re going to spend this entire section just on headers and footers. We’re going to start by learning how to create, edit, and remove a header or footer. We’re also going to learn about the Selection Gallery.

Using a Preset Header or Footer One of Microsoft Office Word 2007’s best new features is pre-designed page components. This means that you can create a professional-looking header or footer with just a few clicks. To start, click the Insert ribbon. Then, click the Header or Footer button. Next, click the type of header or footer that you want to add.


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(Note the scroll bars on the side of the list; there are over 20 pre-set designs to choose from!) Once you click an option, the header will be inserted and replicated to every page. All you need to do is add text where indicated; your changes will be replicated as well. Note that you can format header and footer text just like you would any other.

Once you’re done, click the Close button on the Header and Footer Tools Design ribbon.


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Editing a Header or a Footer In the example above, we created a simple header. (Note how after the Header and Footer view is closed, the header appears in lighter text.)

To edit the header or footer, simply double-click any part of the text (even a blank area). This will re-open the Header and Footer Tools Design ribbon and place your cursor at the beginning of the header or footer.

When you’re done, click the Close button on the Design ribbon.


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Adding a Header or Footer to the Gallery If you like, you can add your header or footer to the selection gallery. This way, it will be available for future documents. First, double-click the header or footer that you want to add. Then, select all the parts that you want for future documents. Next, click the Header or Footer button (depending on what you want the selection to be saved as). Now, click Save Selection to Gallery.


You will then be prompted to confirm the header or footer information. We haven’t covered building blocks yet, so we suggest that you just click OK to this dialogue.

Once you click OK, you should see your header or footer in the appropriate menu.

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Navigating Through Headers and Footers We haven’t looked much at the Header and Footer Tools Design ribbon since we’re going to focus on it in the next lesson. However, let’s take a quick look at the Navigation chunk.

The first two buttons let you toggle between the header and the footer. Then, you have commands to navigate between sections. (For more information on sections, see Lesson 2.4.) Last, you have a Link to Previous command, which we’ll explore in Lesson 3.4.

Removing a Header or a Footer To remove a header or a footer, you can do one of two things. If it’s just text, you can delete it. If there are more elements, it’s easiest to use the Header or the Footer menu. First, double-click the header or footer that you want to remove to place your cursor there. Then, click the Insert ribbon and click the Header menu or the Footer menu (depending on what you want to delete) and click Remove Header or Remove Footer.


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Lesson 3.2: Using the Header and Footer Tools Design Ribbon In the last lesson, we used a few commands on the special ribbon that opens when we create a header or footer. In this lesson, we’ll take a closer look at the ribbon.

Header and Footer Tools Use this section to add or change a header or footer. (These are the same menus you will find on the Insert ribbon.) You can also choose from pre-designed page numbers.

Insert Commands Here you will find commands to add the date and time, Quick Parts (including document properties and fields), and graphics to your header or footer. (We’ll look at these commands in more detail in Lesson 3.4.)


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Navigation Commands We learned about this chunk in the last section.

The first two buttons let you toggle between the header and the footer. Then, you have commands to navigate between sections. (For more information on sections, see Lesson 2.4.) Last, you have a Link to Previous command, which we’ll explore in Lesson 3.4.

Header and Footer Options Our next chunk lets us control how your header or footer will behave.

You can choose to have a different header or footer for your first page and/or for odd and even pages. You can also choose to show or hide document text when editing the header/footer.

Position Options This chunk lets you control the exact position of the header and the footer on the page. You can also align text, which we’ll learn about in Lesson 3.4.


Closing Header and Footer View The last option lets you close Header and Footer view.

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Lesson 3.3: Inserting Page Numbers So far, we’ve learned how to insert headers and footers. But what if you just want plain old page numbers? That’s just what we’re going to learn in this section. Before we get started, let’s go over a few basic points. First, page numbers are treated as headers and footers, as they typically go at the top or bottom of the page. Second, you can format page numbers as you would other text. Last, you should always use Word’s automatic page numbering feature rather than trying to number the pages yourself.

Inserting Page Numbers You can add page numbers from the Insert ribbon or the Header and Footer Tools Design ribbon. On either ribbon, when you click the Page Numbers command, you will see this menu:


When you choose where you want your page number to go (top or bottom of page, or in the margin), you will see another menu:

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You can also click the Current Position menu to see only those styles that have text in the current position of your cursor.

Just like pre-designed headers or footers, simply click the style that you want to apply.

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Changing Page Numbers Like headers and footers, you can choose another page number style from the Page Number menu at any time.

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Formatting Page Numbers You can format page numbers as you would any other text. Simply select it and format it.

And, if you create a selection that you would like to use later, you can save the selected page number to the gallery, using either the Top of Page or the Bottom of Page menu.

If you want to change the style of numbers, open the Page Number menu. Here, you will see a command to format page numbers.


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Here, you can choose a number format, choose how to number the pages, and choose to include a chapter number. (These settings can be modified at any time.)

Removing Page Numbers To remove your page numbers, click to place your cursor in the set of page numbers that you want to remove. (Remember, different sections can have different page numbers. If you don’t have different sections, then it doesn’t matter where your cursor is.) Then, click the Page Number command on either the Insert ribbon or the Header and Footer Tools Design ribbon and click Remove Page Numbers.


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Lesson 3.4: Doing More with Headers and Footers In Lesson 3.2, we learned about the neat things you can do with the Header and Footer Tools Design ribbon. In this lesson, we’ll take a closer look at how to use those features.

Aligning Text The best way to align text in a header or footer is to use the Insert Alignment Tab command on the Header and Footer Tools Design ribbon. First, click to place your cursor in front of the text that you want to align. Then, click Insert Alignment Tab.


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In the dialogue that opens, you can choose an alignment and a leader (characters that will fill the space between the margin and the text).

Once you click OK, your header will be aligned.

Adding Graphics To add a graphic, first click where you want to place the image. Then, click either the Picture or the ClipArt button on the Insert chunk of the Header and Footer Tools Design ribbon. (You can also use the commands on the Insert ribbon.)


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If you choose the Picture command, a dialogue will open so that you can browse to and choose your picture.

If you choose the ClipArt command, you will see a task pane so that you can search for a suitable photo. When you find a good picture, simply click it to insert it.


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Note that you can resize photos simply by dragging the edges. Despite what you may see, the header or footer will adjust to accommodate the new size.

You can also use the Alignment Tab commands to align your photo.

Inserting the Date and Time You can also add the current date and time to your header or footer with the Header and Footer Tools Design ribbon.


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Simply choose a format from the list on the left. You can also check “Update automatically” so that the current date and time is always displayed. Then, click OK. Note that you can align the date and time using the Insert Alignment Tab command, and you can format it using regular text tools.

Linking and Unlinking Headers and Footers By default, a change made in one header or footer applies to all headers or footers, so you must manually un-link the headers or footers to reverse that change. (Headers and footers are linked and un-linked separately.) Note that you must have a section break at the point that you want the headers and/or footers to change. To break the link between headers, place your cursor in the first page of the header you want to unlink and click the Link to Previous button. (Note that the name of this button does not change whether you are linking or unlinking headers and footers; it will, however, appear toggled if linking is on.) Let’s take a look at an example.


Here is page 2 of our document. Notice how there is a section break at the end of the page.

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Now, look at page 3.

Notice how the header for page 3 is the same, even though it is a new section. We need to click Link to Previous to un-link the two sections.


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Now we can edit the header on the third page without affecting the second page. Note that there is also no longer a tag that says, “Same as Previous.”

Positioning Headers and Footers The last set of commands that we will look at is the Position chunk on the Header and Footer Tools Design ribbon.

Here, you can type in dimensions to set how far the header or the footer will appear from the top of the page.


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A. B. C. D.

How do you change page numbers to Roman numerals? Type the numerals in yourself Use the Format Page Number dialogue Add another header Add another footer

A. B. C. D.

What ribbons can you use to format your header and footer elements? Home Insert Header and Footer Tools Design All of the above

A. B. C. D.

Which of the following is not an Alignment Tab choice? Centre Left Justified Right

A. B. C. D.

Where can you not place page numbers? Top of page Center of page Margins Bottom of page

A. B. C. D.

How do you close Header and Footer view? (Select all that apply.) Double click in the text Press Esc Press Ctrl and H Click the Close command on the Header and Footer Tools Design ribbon

A. B. C. D.

You have created a section break but the headers are still the same throughout your document! What should you do? Create a new document Add a footer Unlink the headers Add a new header

1.

2.

3.

4.

5.

6.


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A. B. C. D.

Which command is not found on the Insert chunk of the Header and Footer Tools Design ribbon? Page Numbers Quick Parts Date and Time ClipArt

A. B. C. D.

You have spent a lot of time creating a footer that includes your company logo. How do you save it for future use? Headers and footers cannot be saved Use the Footer menu to save it to the Gallery Copy it to the Clipboard None of the above

A. B. C. D.

How do you remove page numbers? From the Header menu From the Footer menu From the Page Number menu All of the above

A. B. C. D.

What is the easiest way to switch between the header and the footer in a document? Buttons on the Navigation chunk of the Header and Footer Tools Design ribbon Home and End keys Tab button Enter key

7.

8.

9.

10.


Section 4: Using Time Saving Tools In this section you will learn how to:  Set your language  Check your spelling and grammar  Use the spelling and grammar context menu  Set spelling and grammar options  Use hyphenation  Use word count  Use the Research pane  Use the Thesaurus  Translate a document  Use translation ScreenTips  Use and customize AutoCorrect  Insert the date and time  Insert a symbol  Insert special characters  Enable Smart Tags  Recognize types of Smart Tags  Make Smart Tags appear  Use Smart Tags

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Lesson 4.1: Using Language Tools Microsoft Office Word 2007 has many tools to make you look like a master of the English language… even if you aren’t! In this lesson, we’ll learn about controlling hyphenation, checking spelling and grammar, and performing a word count.

Setting Your Language Before you ask Word to check your document for errors, it’s best to make sure it knows what language you’re speaking. To set your language, click the Set Language command on the Proofing chunk of the Review ribbon.

Then, choose your language from the dialogue that appears.

You can also click the Default button to make this language the default for all new documents.


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Using the Spelling and Grammar Context Menu The way that Microsoft Office Word checks for spelling errors is by checking every word in your document against its dictionary. If a word is not in the dictionary, then it is considered incorrect. (Of course, this may not actually be true, but we’ll get to that in a bit.) When Word does find an incorrect spelling, it will underline it with a red line. You can right-click on this line to see spelling suggestions.

At the top, you have a list of spelling suggestions in bold. You can click any of these suggestions to replace the misspelled word with the selected word. You can also choose to ignore the word, ignore all instances of the word, or add the word to the dictionary. (This last option is handy if the word is correct but Word picks it up as incorrect.) The next set of options lets us tell Word how to AutoCorrect this error, set our language, perform a full spell check, and look up the word in the Research pane.


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If you have made a grammar error, Word will underline it in green. You can right-click on the error to see options for correcting it. (Options will differ depend on the error selected.)

Like spelling errors, we have options in bold for correcting the error. You can also choose to ignore the error, run a full grammar check, or view help about the current error. If Word thinks you have used a word incorrectly (for example, “their” instead of “there”) it will underline it in blue. (This is a new feature in Microsoft Office Word 2007.) Like spelling or grammar errors, you can right-click the word to see suggestions.


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Running a Spelling and Grammar Check The right-click menus are great for quick fixes, but if you’re going to check your whole document, it’s easier to run a full spelling and grammar check. You can perform this command from the spelling or grammar context menus, or from the Proofing chunk on the Review ribbon. (You can also use the F7 shortcut key.)

Once you click the Spelling and/or Grammar command, Word will look for the first incorrect word or sentence.

In the dialogue that appears, you can choose from the following options: Ignore Once

Ignore this particular word.

Ignore All

Ignore this word every time it appears in this document.

Add to dictionary

Add this word to the dictionary so it is never identified as incorrect again.

Change

Change this word to the word selected in the Suggestions box or to what you have typed in the top window.


Change all

Change all instances of this word to the word selected in the Suggestions box.

AutoCorrect

When typing, automatically correct this word to the word selected in the Suggestion box.

Check Grammar

Choose to check grammar along with spelling.

Options

Change spelling and grammar options.

Cancel

Cancels the spell check.

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Once you have clicked one of those options, Word will continue checking your document for errors. You will have to go through this process for each word that is identified as misspelled. Here’s the window you will see if Word picks up a grammar error:

The same concepts apply to this box. (Note that the options may differ depending on the error detected.) At the top part of the screen, Word will show you the sentence it thinks is grammatically incorrect and will highlight the trouble part of the sentence. (You can type in this window to make changes to the sentence shown.) At the top of this window will be a brief explanation of what the trouble is; in the sample above it says “Or or Nor.” The bottom part of the grammar checking screen gives you suggestions on how to change the word or sentence. We also have buttons on the right hand side of the screen to choose how we want to treat this error: Ignore Once

Ignore this error.


Ignore Rule

Ignore the rule that applies to this error.

Next Sentence

Skip this error without making any changes.

Change

Change the current sentence to the selected suggestion.

Explain

Open a new window explaining this grammar concept.

Check Grammar

Choose to check grammar along with spelling.

Options

Change spelling and grammar options.

Undo

Reverse the last change made.

Cancel

Cancels the spell check.

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Once you have addressed all spelling and grammar errors, Word will let you know that the check is done.

Note that Word will not pick up on all spelling and grammar errors, especially if a word is spelled correctly but used incorrectly. You should always read through your document to make sure it is correct.


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Setting Spelling and Grammar Options In the Spelling and Grammar dialogue, we had a button for options. Outside of the dialogue, you can open these options by clicking the Office menu, choosing Word Options, and clicking the Proofing category.

Here, you can set AutoCorrect options (which we’ll discuss in the next lesson), choose exceptions and rules for your spell check, select custom dictionaries, and choose to hide or show spelling and grammar errors. Once your options are set, click OK to apply them and close the dialogue.


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Controlling Hyphenation In some situations, you may need a document to be hyphenated. Rather than trying to manage it yourself, let Word do the hard work. First, click the Page Layout ribbon. Then, click the Hyphenation button on the Page Setup chunk.

You can choose none, automatic, or manual. (Automatic will automatically hyphenate your document, while Manual will prompt you each time Word encounters a word that needs to be hyphenated.) You can also click Hyphenation Options to control how Word hyphenates your document.

Performing a Word Count We’ve all written papers or reports that had to be a certain number of pages. Luckily, Microsoft Office Word 2007 offers you a tool that will count words, pages, and more for you. You can view a quick count in the status bar:

You can click the Words item in the status bar or click the Word Count command in the Proofing chunk of the Review ribbon to perform a word count.


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The Word Count dialogue will provide statistics on all parts of your document.

You can also check the “Show Readability Statistics” option in the Proofing section of Word’s options to see advanced statistics at the end of a spell check.

The top part offers a count of various elements in your document, much like the Word Count dialogue. Then, you can see averages of those elements. Next, you can see how easily readable your document is. The Flesch Reading Ease section will show a number from 0 to 100, with a higher score indicating easier reading. (The average document has a Flesch Reading Ease score


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between 6 and 70.) The Flesch-Kincaid Grade Level section will tell you, on average, what grade could read this document. (Most business writing is written at a Grade 8 or 9 level; you can see that this document is far too simple for those purposes.)


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Lesson 4.2: Using Research Tools In this lesson, we’re going to learn how to use some of Word’s tools to help you automatically perform corrections and perform research right within Word.

Performing Research You can use Word’s research tools to look up information, such as encyclopedia articles, definitions, and more. There are two ways to look up a word. The first is to right-click a particular word and click Look Up.


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The other way is to click the Research button on the Proofing chunk of the Review ribbon.

Either way, you will see the Research task pane open on the right hand side of the screen.

Anything in blue is a hyperlink that you can click on to see more information. You can also type anything in the “Search for” box and click the green arrow to perform research on that topic.


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You can even use the menu to choose what areas you search in.

Using the Thesaurus The thesaurus also takes advantage of the Research task pane. There are two ways you can check for synonyms and antonyms of words. The first way is to right-click a word, choose Synonyms, and look at the list. If you want to replace the current word with a word in the list, just click it.


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If you don’t see an appropriate word, click Thesaurus in the right-click menu or in the Review ribbon to open the full tool.

Now you can use the Research pane to find an appropriate synonym. Note that although we clicked Thesaurus, the word Research is lit up in the Review ribbon because the Research pane is turned on. (You can click the Research button again or click the X in the Research task pane to close the pane.)


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Unlike the research feature, clicking on a word in the research pane won’t replace the current word; it will just change your search.

You can, however, right-click a word and choose from the menu of options.


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Translating a Word If you want an easy way to translate a word or two, click the new Translation ScreenTips button on the Proofing chunk of the Review ribbon. Then, click a language.

For this example, we’ll pick Spanish. Now, when you hover your mouse over a word, you will see a balloon appear with possible translations.

To turn the feature off, simply click the Translation ScreenTip button again and click Turn Off Translation ScreenTip.


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Translating a Document Obviously, if you want to translate an entire document, translation ScreenTips aren’t going to do you much good. Use the Translate feature instead.

Once you click this command, you will see instructions in the Research task pane. Simply choose your language and click the green arrow.

You will then see a warning explaining that your document will be sent in unencrypted format, which means that it may be viewed by others.


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If you click Yes, your document will be translated.

Notice the warning at the bottom (in Spanish in the example above) that states that as this is a computer translation, it may not be complete or accurate.


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Lesson 4.3: Inserting Pre-Defined Text Microsoft Office Word 2007 has many tools to help you save time. In this lesson, we’re going to learn about a tool that will correct text. We’ll also learn about inserting special types of text, such as the date and time, symbols, and special characters.

Using and Customizing AutoCorrect Have you ever been typing and seen your words change before your eyes? This is Word’s AutoCorrect feature at work. It corrects common spelling and grammar errors. If you put your mouse over one of those changed words, you will see a little lightning bolt appear. If you click on the lightning bolt, you will see a menu of options.

Here, we can see that Word automatically capitalized the first letter of our sentence. We can choose to undo this action or have Word stop auto-capitalizing.


If you click the third choice, Control AutoCorrect Options, you will see this dialogue:

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Here, you can choose from a variety of options. Simply uncheck an option to disable it, or click an option to enable it. At the bottom, you also have a list of corrections. You can easily add or delete a correction using the fields provided.

Inserting the Date and Time To insert the current date and time, click the Date and Time command on the Text chunk of the Insert ribbon.

You will then see a dialogue where you can choose from a number of date and time formats.


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Simply click a format to choose it. Then, choose if you want the date and time to be static or to update automatically. (This option is found just above the OK button.) When you’re ready, click OK. Note that dates and times can be formatted like regular text.


Inserting a Symbol You will also find a command to insert symbols on the Insert ribbon. Click the Symbol button and then click a symbol from the recently used list.

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If the symbol you’re looking for isn’t here, click More Symbols to display the older style dialogue.

Here are the steps to follow to insert a symbol. 

 

Pick the font you want to use. By default, Word will display symbols in the current font. Choosing a font can be important as some fonts (such as Wingdings) are all symbols and contain symbols not seen in other fonts. Click a symbol to select it for insertion, or use the scroll bar to scroll through the symbols. (Scrolling may change the font and/or subset.) Click the Insert button to insert the selected symbol into your document. Once you click the Insert button, the Cancel button will become a Close button.

You can also use the AutoCorrect button or the Shortcut Key button to make inserting this symbol easier in the future.


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If you want to format or delete the symbol, you can do so just as you would format normal text.

Inserting Special Characters To add special characters, choose More Symbols from the Symbols menu.


Then, click the Special Characters tab.

Then, simply click a character to select it and then click Insert. You can also view and edit the AutoCorrect and Shortcut Key commands using the buttons at the bottom.

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Lesson 4.4: Using Smart Tags Microsoft Office Word 2007 can identify types of text (including people, places, and dates) and apply a menu to it, so that you can perform actions with Word that you would normally perform with other applications. These custom actions are called Smart Tags, and in this lesson we’ll learn all about them.

Enabling Smart Tags There are a few steps that you must take to make sure Smart Tags appear. First, click the Office menu and click Word Options.


Then, click the Advanced section. Under Display, make sure “Show Smart Tags” is checked.

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Next, click the Add-Ins category. At the bottom, choose Smart Tags from the Manage menu and click Go.

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This will open the following dialogue.

First, make sure “Label text with smart tags” and “Show Smart Tag Actions buttons” are checked. Then, check the Smart Tags that you want to appear. Finally, click Check Document to make sure text that has already been entered is labeled with Smart Tags. Then, click OK.

Types of Smart Tags Microsoft Office Word 2007 offers many types of Smart Tags. Here is an overview of the default tags included. Type of Tag

What it recognizes

Options

Address

Street addresses

Allows you to obtain driving directions, add the address to your Outlook contacts, and view a map.

Date

Dates

Allows you to schedule appointments.

Financial Symbol

Stock symbols

Obtain stock quotes, company reports, and news on the selected company.

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Measurement Converter

Metric or imperial measurements

Convert from metric to imperial or vice-versa.

Person Name

First and last names

Send an e-mail, add the person to your contacts, or schedule a meeting. Additional options will be available if the person is in your Outlook contacts.

Place

Street addresses

Allows you to obtain driving directions, add the address to your Outlook contacts, and view a map.

Telephone Number

Formatted phone numbers

Allows you to place a call and add the number to your contacts.

Time

Time

Allows you to schedule appointments.

Note that e-mail, contact, and meeting features are designed to work with Microsoft Office Outlook 2007.

Making Smart Tags Appear You can tell when Word has added a smart tag because it will have a purple dotted line under it. When you place your mouse over the smart tag, an “I” icon will appear.

You can then click on the arrow to see actions you can take for that item. For example, here’s what a Date Smart Tag menu looks like:


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The options are different if you click on an address Smart Tag:

Using Smart Tags To perform any action in a Smart Tag menu, simply click it. You can also use the options in the menu to remove the Smart Tag, stop recognizing the current Smart Tag, or control Smart Tag options. (You can use this latter choice to open the AutoCorrect dialogue, where we chose which Smart Tags to display.) For example, if we choose to display a map…


An Internet Explorer window will open with a map of the selected location.

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A. B. C. D.

Which of the following tools are accessible through the Research pane? Thesaurus Translation Encyclopedia articles All of the above

A. B. C. D.

Where do you control hyphenation from? Home ribbon Insert ribbon Page Layout ribbon Review ribbon

A. B. C. D.

Which of the following statements about the date and time is false? Formats are the same for all languages. It can be formatted like regular text. It can be set to update automatically. You can choose from a number of formats.

A. B. C. D.

What does the Flesch Reading Ease score measure? Grade level needed to read the document Number of words in the document Pages in the document How easy the document is to read on a scale of 1 to 100

A. B. C. D.

You want to translate one word into Spanish. What is the best way to do this? Translate the entire document Use Translation ScreenTips Get out the dictionary Find a person who speaks Spanish

A. B. C. D.

What will Word not AutoCorrect? Two capitals together Capitalizing the beginning of sentences Capitalizing names Typing the letter “i” by itself and as lowercase

1.

2.

3.

4.

5.

6.

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A. B. C. D.

How can you perform a word count? Status bar Review ribbon Performing a spell check All of the above

A. B. C. D.

What’s the danger of translating your document via an Internet translator? (Select all that apply.) It’s not completely secure It may not be correct Your original document will be deleted There are no dangers

A. B. C. D.

Where can you set your language? (Select all that apply.) Proofing options Advanced options Review ribbon Home ribbon

A. B. C. D.

What is the shortcut key for running a spell check? Ctrl + S F7 Shift + C Esc key

7.

8.

9.

10.


Section 5: Finishing Your Document In this section you will learn how to:  Use themes  Use color schemes  Use font schemes  Use effect schemes  Use all steps of the Mail Merge wizard  Use the Mailings ribbon  Manually select a starting document for a merge  Select and edit recipients for your mailing  Use fields and rules  Preview and complete a merge  Fax a document  E-mail a document as an attachment  E-mail a document as a PDF attachment  Use e-mail features

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Lesson 5.1: Making Your Document Consistent One of Microsoft Office Word 2007’s most exciting new features is its wide variety of predesigned themes. These themes can help you achieve a professional, consistent look quickly and easily. In this lesson, we’ll learn about themes and their three different sub-components: effects, font, and color schemes.


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Using Themes Themes are a combination of preset colors, fonts, and effects. To apply a theme, click the Page Layout ribbon and click the Themes button. As you mouse over each theme, you will see a preview applied to your document (if you have theme elements such as page backgrounds, headers, or diagrams). Simply click the new theme to apply it. In the sample image on the previous page, the Verve theme was applied. Because we used headings and theme colors to format the document, Word will update each item as we mouse over new themes.

Note that the Themes menu also contains commands to reset the current theme, find more themes, browse for theme files, and save the current theme.


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Using Theme Colors So let’s say that you like a theme’s font and effects, but you don’t like the colors as much. Or, let’s say you want to change the colors in your document without changing the other elements. To do this, click the Theme Colors button on the Page Layout ribbon. As you mouse over each set of theme colors, you will see a preview applied to your document. Note, however, how the font doesn’t change. As well, the look of the diagram basically stays the same.

You can also click Create New Theme Colors to set your own major and minor font groups.


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Using Theme Fonts You can also change the font scheme independently of other items. Each font scheme contains a major font (for headings) and a minor font (for the body). To see the font schemes, click the Theme Fonts button on the Page Layout ribbon.

Once again, you can mouse over each option to see a preview applied to your document. You can also click Create New Theme Fonts to create your very own personalized theme.


Using Theme Effects Each theme also comes with its own way of displaying effects. These effects are applied to objects like SmartArt and text boxes. To change the current effects scheme, click the Theme Effects button on the Page Layout ribbon and click an effect.

If any effects are visible in your document, you will see a preview applied to it.

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Lesson 5.2: Using the Mail Merge Wizard When used properly, mail merge can be one of the best time-saving tools in Word. Unfortunately, it’s also the most misunderstood. Many people get the look of a small mammal caught in the path of a large vehicle when mail merge is mentioned; we’re here to change that!

Mail Merge Basics Mail merge is when you take a document (such as an e-mail message, a letter, or a label) and merge it with a data source (such as a list of addresses). The finished result is customized to each entry in the data source. For example, let’s say you want to send a Christmas newsletter summing up the events of the year to all the members of your family. You would like to have it personalized for everyone, but you have 50 people on your mailing list! You can use mail merge to create the letter and then merge it with your address list so that each letter is addressed to the recipient. Here’s a list of terms you’ll hear in relation to a mail merge: Merge fields

These are the places where Word will insert your data. For example, the <
> merge field marks where each person’s address will go.

Data Source

This is the file that contains the personalized information, such as a list of addresses. Data sources can be existing files (such as Access databases), pulled from an application (such as your Outlook contacts), or created during the mail merge.

Record

A record is one set of data in your data source. For example, a record from your Outlook contacts could contain the person’s first and last name, mailing address, and e-mail address.

The easiest way to perform a mail merge is by using the Mail Merge wizard, so we’re going to devote this whole section to the various options in the wizard.


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Starting the Wizard and Choosing a Document To start the mail merge wizard, click the Mailings ribbon. Then, click Start Mail Merge and click the Step by Step Mail Merge Wizard command.

You will then see a task pane on the right hand side of your screen, prompting you to choose a document type.


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For this example, we’ll stick with letters. The remaining steps may differ slightly depending on the document you’re creating, but the basic concept remains the same.


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Selecting a Starting Document Once you finish Step 1 and click Next: Starting Document, you will be able to choose what document you want to use for the mail merge.

In this case, we’ve already created a letter, so we’ll choose the current document. (Note that you can also use a template or an existing document, meaning a document that you’ve created but isn’t open.) Once you’ve chosen the document, click Next.


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Selecting Recipients Step 3 of the Mail Merge Wizard prompts you to choose who the mailings will be sent to. Depending on the option you select, your choices will be different.

Once you pick a source and choose the specific list (or type a new list), you will be prompted to choose the recipients.


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Simply check a contact to include it or uncheck a contact to remove it. Note that there are tools at the bottom of the dialogue that can help you sort, filter, find, and manage your addresses. These tools can be very useful if you have a large list. Once you click OK, you can click Next in the task pane to proceed to the next step.


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Creating Your Document In the fourth step, you can create your letter.

If you haven’t already done so, you can type the text that will be the same for each document. You can also click inside the document and then click each link to specify more information about the field. For example, if we click Address Block, we will be prompted to format the address block:


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These fields will then appear in your document with angle brackets around them. They will be customized for each recipient when you perform the merge.

Once your fields are in place, click Next.

Previewing Your Document Step 5 will show you a preview of your document. You can use the arrows in the task pane to scroll through the recipients.


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If you need to make any changes to the recipients, click Edit Recipient List in the task pane. You can also click the Previous link in the task pane to go back to any step. If you’re all set, click Next to proceed to Step 6.

Completing the Merge In Step 6, the merge will actually be performed.

These options will vary depending on the document type that you’re creating. In this case, we can edit the individual letters or we can simply choose to print them. In either case, the merge will be performed to a new document so that you can still make changes to the original letter and re-merge them.

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Lesson 5.3: Performing a Manual Mail Merge Although the mail merge wizard is great for creating basic documents, once you become comfortable with the process you may find the wizard too cumbersome and time-consuming. If that’s the case, you may want to use the mail merge tools independently of the wizard. (You can also use the Mailings ribbon to enhance a wizard-created merge.) In this lesson, we’ll talk about how to manually insert fields into your document and perform a mail merge without the wizard.

Using the Mailings Ribbon Microsoft Office Word 2007 has far too many mail merge features for us to cover them all in depth. However, we will take a look at the Mailings ribbon, which does contain all the features you will need.

Create

Start Mail Merge

Write and Insert Fields

Envelopes

Click this button to open a special dialogue that will allow you to create envelopes.

Labels

Click this button to open a special dialogue that will allow you to create labels.

Start Mail Merge

Choose what kind of mail merge you want to start.

Select Recipients

Choose the source for your recipient list.

Edit Recipient List

Make changes to your recipient list.

Highlight Merge Fields

Highlight fields that will be merged to each record.

Address Block

Create and insert an address block merge field.

Greeting Line

Create and insert a greeting line merge field.

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Preview Results

Insert Merge Field

Insert other types of merge fields.

Rules

Create rules for an advanced merge. (We’ll look at these options in detail in a moment.)

Match Fields

Match fields in your recipient list to merge fields.

Update Labels

If you are creating labels and have made any changes, click this button to update them.

Preview Results

Preview your merge. Navigate through merged records.

Finish

Find Recipient

Find a particular recipient.

Auto Check for Errors

Check your mail merge for problems.

Finish and Merge

Complete the merge.

Selecting a Starting Document If you’re performing a mail merge on your own, you should choose a starting document so that Word gives you the appropriate options. Simply click the Start Mail Merge button and choose the document type.


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Selecting and Editing Recipients To choose your recipients, click the Select Recipients button on the Mailings ribbon and then choose a source for your recipient list.

Once you choose a source, you will see a dialogue prompting you for more information. If you ever need to edit the list, click Edit Recipient List (next to Select Recipients).

Adding Fields To add fields, place your cursor where you want the field to appear and click any field name in the Write and Insert Fields chunk of the Mailings ribbon.

You will then be prompted to customize that element, just as we did with the Mail Merge wizard.


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Adding Rules Rules are like fields, except that they operate on conditions. To add a rule, first click to place your cursor at the position that you want the rule. Then, click the Rules button on the Write and Insert Fields chunk of the Mailings ribbon and click the rule that you want.

Let’s take a look at each option. Ask

If you have created bookmarks, insert this field at the beginning of your document. Then, Word will ask you what text you want to put in and place that text at each bookmark as it merges each record. (Text can be different for each record.)

Fill-in

When you complete the merge, Word will ask you what text you want to place in this field as it merges each record.

If…Then…Else…

This dialogue box lets you set exceptions for your merge. If a field equals a certain value, Word will insert a certain text string. Else, Word will insert a different text string.

Merge Record #

This will add a number to each label.

Merge Sequence #

Counts the number of successfully merged records.

Next Record

Inserts the next record into the current document.

Next Record If…

Inserts next record into the current document if conditions are met.

Set Bookmark

Sets a bookmark at a specified location. In a mail merge, bookmarks are mainly used to indicate where to insert Ask text.

Skip Record If…

Skips the record if certain conditions are met.


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Previewing and Finishing the Merge To preview the results of your merge, click the Preview Results button.

Note that this command can be toggled on and off, giving you an easy way to check what the finished product will look like. Once your document is ready to be merged, click the Finish and Merge button and choose your option.


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Lesson 5.4: Sending a Document Electronically For the last lesson of this manual, we’re going to look at the various ways to send a document electronically, specifically via e-mail and fax.

Faxing a Document If you have subscribed to an Internet fax service, you will be able to send your document via fax. Simply click the Office menu, click Send, and click Internet Fax.

Your Internet fax provider (or an e-mail window) will then open. Follow the program’s directions to send your fax.


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E-Mailing a Document as an Attachment To send your document as a basic e-mail attachment, click the Office menu, click Send, and click E-mail.

A new Outlook window will open. Simply type in your recipient, type your message, and click Send.


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E-Mailing a Document as a PDF or XPS Attachment If you have the appropriate add-in installed (see Lesson 1.2), you will also find options in the Send menu to send your document as a PDF and/or XPS attachment.

If you click either of these options, an Outlook window will open with your document as that type of attachment.

Once again, simply type in your recipient, type your message, and click Send.

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Using E-Mail Features We just saw that when sending a document as an attachment, an Outlook window opened. Although the Outlook program is worth several manuals on its own, let’s take a look at some of the most popular features. Like Microsoft Office Word 2007, the new message window features four ribbons. Message

Like the Home ribbon in Word, here is where you can format text and check spelling. You will also find basic features here, such as the ability to flag messages, attach other files, and set priority.

Insert

Like Word’s Insert ribbon, you will find commands to add pictures, tables, diagrams, and more here.

Options

Use this ribbon to set your theme, choose the format, and control delivery options.

Format Text This ribbon contains the same features as Word’s Home ribbon: Clipboard, Font, Paragraph, Styles, and Editing, plus a Zoom button. Like Word’s ribbons, simply click a command to perform the action.


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A. B. C. D.

How many steps are there in the mail merge wizard? 1 6 12 10

A. B. C. D.

Which of the following is not a mail merge rule? Ask Next Record InputBox Set Bookmark

A. B. C. D.

Which of the following is a valid address source? Excel spreadsheet Word document Access database All of the above

1.

2.

3.

B. C. D.

What does the “If…Then…Else” rule do? If a field equals a certain value, Word will insert a certain text string. Else, Word will insert a different text string Numbers pages Adds your name to every letter Prompts you for input

A. B. C. D.

What are the three elements of a theme? Styles, Images, and Fonts SmartArt, Text Boxes, and Charts Fonts, Colors, and Effects Tables, Colors, and Sizes

A. B. C. D.

Before e-mailing a document as a PDF attachment, you must… (Select all that apply.) Set up your e-mail account in Outlook Install the PDF add-in Reboot your computer Save your document

4. A.

5.

6.


A. B. C. D.

Which of the following features is not found on the Mailings ribbon? Insert Merge Field Envelopes Themes Preview Results

A. B. C. D.

Which of the following statements is false? You can create your own custom colors You can save your own themes You can use a combination of elements from different themes You can create effects schemes

A. B. C. D.

Which Word ribbon is the Format Text ribbon in Outlook most like? Home Insert Page Layout View

A. B. C. D.

Which of the following is not a merge document type? Letters Fax Envelopes Labels

7.

8.

9.

10.

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Index AutoCorrect......................................................... 151, 153, 156, 158, 170, 171, 175, 177, 183, 185 AutoRecover ............................................................................................................... 17, 28, 29, 30 Breaks Line ............................................................................................................................ 75, 103, 124 Options .................................................................................................................................... 106 Page ................................................................................................................................. 103, 106 Section............................................................................................................. 101, 104, 146, 149 Building Blocks ............................................................................................................................ 130 Bullets and Numbers Continuing a list ........................................................................................................................ 90 Creating a list ...................................................................................................................... 84, 85 Customizing ............................................................................................................................... 86 Removing from text .................................................................................................................. 92 Columns .............................................................................................................................. 101, 102 Compatibility Checker ............................................................................................................. 66, 68 Converting Documents ................................................................................................................. 66 Cover Pages ................................................................................................................... 75, 108, 110 Date and Time, Inserting............................................................................................................. 172 Developer Ribbon ......................................................................................................................... 81 Digital Signatures .................................................................................................................... 46, 48 DOC Format................................................................................................................. 18, 19, 65, 68 Document Inspector ................................................................................................1, 37, 38, 73, 74 E-mailing As PDF ..................................................................................................................................... 210 As Word document ................................................................................................................. 208 As XPS ...................................................................................................................................... 210 Outlook features ..................................................................................................................... 211 Encrypting a Document................................................................................................................. 44 File Formats Supported................................................................................................................. 18 File Passwords ............................................................................................................................... 26 File Properties ............................................................................................................................... 32 Flesch Scores ............................................................................................................................... 160 Headers and Footers ................................................................................................... 126, 145, 150 Adding the date and time ....................................................................................................... 144 Adding to gallery ..................................................................................................................... 129 Alignment Tab command ................................................................................ 141, 144, 145, 149 Closing view .................................................................................................................... 127, 134 Creating from gallery .............................................................................................................. 126 Design Ribbon ......................................... 125, 128, 131, 135, 140, 141, 142, 144, 148, 149, 150 Editing ..................................................................................................................................... 128


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Inserting graphics .................................................................................................................... 142 Link to Previous ............................................................................................... 131, 133, 145, 147 Navigating ....................................................................................................................... 131, 133 Positioning ...................................................................................................................... 133, 148 Removing ................................................................................................................................ 131 Home Ribbon ...................................................................................... 85, 93, 95, 99, 123, 186, 211 Hyperlinks ........................................................................................... 117, 118, 119, 120, 122, 124 Editing ..................................................................................................................................... 120 Following ......................................................................................................................... 120, 121 Inserting .................................................................................................................................. 118 Mailto links ...................................................................................................... 117, 118, 120, 121 Pictures and ............................................................................................................................ 119 Removing ........................................................................................................................ 120, 122 Selecting .................................................................................................................................. 120 Types ....................................................................................................................................... 117 Hyphenation................................................................................................................................ 159 Insert Ribbon ..........................50, 108, 110, 118, 123, 126, 131, 132, 135, 140, 172, 174, 185, 211 Inserting Blank Page.................................................................................................................... 110 Internet Fax ................................................................................................................................. 207 Mail Merge Adding fields ................................................................................................................... 199, 204 Choosing document ........................................................................................................ 196, 203 Choosing recipients ......................................................................................................... 197, 204 Completing ...................................................................................................................... 201, 206 Glossary ................................................................................................................................... 193 Previewing....................................................................................................................... 200, 206 Rules ........................................................................................................................................ 205 Starting wizard ........................................................................................................................ 194 Mailings Ribbon .................................................................................. 187, 194, 202, 204, 205, 213 Mark as Final ........................................................................................................................... 41, 43 My Computer ................................................................................... 1, 2, 3, 4, 5, 6, 8, 12, 14, 32, 74 Context menu ............................................................................................................................. 6 Creating folder ............................................................................................................................ 5 Deleting folder ............................................................................................................................ 5 My Places toolbar ..................................................................................................... 1, 14, 15, 16 Navigating with ........................................................................................................................... 3 Views ........................................................................................................................................... 8 Office 2003 Compatibility Pack ..................................................................................................... 72 Office Menu ............... 17, 21, 26, 28, 33, 36, 43, 46, 48, 66, 68, 69, 76, 78, 79, 158, 178, 207, 208 Options Compatibility ............................................................................................................................. 69 Developer ribbon ...................................................................................................................... 81 Proofing ........................................................................................................................... 158, 160 Smart Tags............................................................................................................................... 178


216

Page Borders ............................................................................................................................... 113 Page Color ................................................................................................................................... 111 Page Layout Ribbon .................... 101, 102, 103, 104, 111, 113, 123, 159, 185, 189, 190, 191, 192 Page Numbers ..................................................................................... 125, 132, 135, 140, 149, 150 Changing style ......................................................................................................................... 138 Formatting .............................................................................................................................. 139 Inserting .................................................................................................................................. 135 Page Numbers Format dialogue ............................................................................................. 139 Removing ................................................................................................................................ 140 Paragraph Dialogue........................................................................................... 75, 93, 94, 106, 124 PDF ................................................................................. 1, 19, 20, 21, 22, 23, 25, 73, 187, 210, 212 Quick Parts .......................................................................................................................... 132, 150 Readability Statistics ................................................................................................................... 160 Researching From Word ..................................................... 151, 153, 162, 163, 164, 165, 168, 185 Review Ribbon ............................................................................ 152, 155, 159, 163, 167, 185, 186 Set Language ............................................................................................................................... 152 Signature Line, Inserting ............................................................................................................... 50 Smart Tags................................................................................................................... 151, 178, 181 Enabling................................................................................................................................... 179 Managing ................................................................................................................................ 180 Types ....................................................................................................................................... 181 Using ....................................................................................................................................... 183 Viewing.................................................................................................................................... 182 Sorting Text ................................................................................................................................... 99 Spacing Text .................................................................................................................................. 95 Spelling and Grammar Checking .................................................................................................................................. 155 Options .................................................................................................................................... 158 Right-click menu...................................................................................................................... 153 Symbols ....................................................................................................................... 174, 176, 181 Template Attaching ................................................................................................................................... 81 Creating ..................................................................................................................................... 76 Opening ..................................................................................................................................... 79 Saving ........................................................................................................................................ 78 Using ......................................................................................................................................... 80 Text Alignment .............................................................................................................................. 93 Themes ................................................................................................................................ 189, 213 Colors ...................................................................................................................... 112, 189, 190 Effects...................................................................................................................................... 192 Fonts........................................................................................................................................ 191 Thesaurus ............................................................................................................ 151, 164, 165, 185 Translating................................................................................................................... 167, 168, 185 View Commands


217

Arrange Windows ..................................................................................................................... 57 Compare Side by Side ............................................................................................................... 59 New Window....................................................................................................................... 54, 73 Split ........................................................................................................................... 1, 61, 63, 73 View Ribbon .....................................................................................................54, 57, 59, 60, 61, 63 Watermarks ................................................................................................................................ 113 Word Count ......................................................................................................................... 159, 160 XPS........................................................................................................1, 17, 19, 20, 21, 22, 23, 210

MicrosoftWord 2007 Training Manual

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