Word 2007 Intermediate 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. Its important to have a file system in place to organize those files; otherwise its
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. Were not going to focus on a specific method in this lesson; rather, were
going to give you the tools to save files so you can develop a method that works for you.
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, lets go over the basic ways of using My Computer to navigate.
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, lets 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.)
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. Heres an example:
Lets 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.
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.
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.
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.
Heres 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 files icon represents the program used to open
it.
Icons
Shows each file as a small icon. Each files 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? Thats 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 <folder name>.
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 Words new format, docx. But what if you
want to save to a format for an older version? Or what if your recipient doesnt have Word at
all? In this lesson, well 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.
Heres a list of files that you can save directly to with Word 2007:
.docx
Words 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 its 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 Adobes 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 youve 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 programwhen it works. By now, youll probably have
discovered that Word (and Windows) do not always work as they should. Murphys Law states
that Word will blow up or Windows will crash just as youre finishing up that key document that
has taken four hours and that youve 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 its 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 youve spent days creating that perfect document and youre ready to e-mail it out. But
wait! Before you send it, you should make sure that its really ready to go. Microsoft Office
Word 2007s brand-new polishing tools can make sure your document doesnt 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? Lets 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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Heres 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 documents 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 youve completed a long document, the last thing you want is people messing around
with it. Thats where the Mark as Final command can come in handy.
Once you click this command, you will be warned of the action youre 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 dont 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 youre 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, were going to learn how to work with multiple files.
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Opening a Copy of Your Document

Lets say youre working with your document and you want to make a change, but youre 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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Heres 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 were 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.
Lets 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 were going to look at lets you be in two places at
once! Its 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 youre up-to-date, using the latest version of Word, not everyone will be on the same
page. In this lesson were 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 weve looked at opening older documents and converting them. What if youre 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 Words compatibility
options. First, click the Office menu and click Word Options.
Lets 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, lets 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 youre 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
7.
8.
9.
10.
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Section 2: Using Formatting Tools

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, well 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 youve 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 dont 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 youve opened a user-created template, what do you do with it? Its easy: fill in the
information.
Note that a blank document has been created from the template, so you dont 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 youve created older files that you would like to update with your new template, its 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, were 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
Lets say that you have a list of major points in your document.
And, lets 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. Heres 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

youre 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; well 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.
Lets 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.) Well take a look at
all these types of breaks in this lesson, and well 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 dont 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
youre 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 cant 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, youll 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. Lets look at each checkbox individually.
Widow/Orphan control
This will keep your paragraphs together, so one line isnt 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 Dont 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.
Well also learn how to set page backgrounds, add page borders, and change a pages 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 pages 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 were 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.
Heres a basic description of how hyperlinks work. First, you select the text that you want the
person to click. Then, you insert the link (well 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:
Microsofts 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.
Lets 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, were only going to cover hyperlinks and mailto links. Well 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:<emailaddress> in the Address field (replacing <e-mailaddress> 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:
address1@company.com;address2@company.com.) 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!
Weve 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. Lets
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 isnt immediately obvious what clicking on the text will do, like in the sample
photo. You certainly dont 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 its a hyperlink, your
Internet browser will open to the page specified in the link. If its 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 youve 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 youre 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 2007s 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

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 were going to spend this entire section just on headers and footers. Were going
to start by learning how to create, edit, and remove a header or footer. Were also going to
learn about the Selection Gallery.
Using a Preset Header or Footer

One of Microsoft Office Word 2007s 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 youre 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 youre 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 havent 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 havent looked much at the Header and Footer Tools Design ribbon since were going to
focus on it in the next lesson. However, lets 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 well 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 its just text, you can delete it.
If there are more elements, its 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, well 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. (Well 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 well 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 well 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, weve learned how to insert headers and footers. But what if you just want plain old
page numbers? Thats just what were going to learn in this section.
Before we get started, lets 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 Words 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 dont
have different sections, then it doesnt 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, well 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.)
Lets 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

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 arent! In this lesson, well 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, its best to make sure it knows what
language youre 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 well 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 youre going to check your whole
document, its 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.
Heres 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 well 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

Weve 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 Words
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, were going to learn how to use some of Words tools to help you automatically
perform corrections and perform research right within Word.
Performing Research
You can use Words 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 dont 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 wont 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, well 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 arent 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, were going to
learn about a tool that will correct text. Well 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 Words
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 youre 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 youre looking for isnt 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
well 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, heres
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.
185
186
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.
Whats the danger of translating your document via an Internet translator? (Select all
that apply.)
Its 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

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
187
188
Lesson 5.1: Making Your Document Consistent

One of Microsoft Office Word 2007s 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, well learn about themes and their three different sub-components:
effects, font, and color schemes.
189
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.
190
Using Theme Colors

So lets say that you like a themes font and effects, but you dont like the colors as much. Or,
lets 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 doesnt 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.
191
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.
192
193
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, its 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; were 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, lets 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.
Heres a list of terms youll hear in relation to a mail merge:
Merge fields
These are the places where Word will insert your data. For example, the
<<Address Block>> merge field marks where each persons 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 persons 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 were going to
devote this whole section to the various options in the wizard.
194
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.
195
For this example, well stick with letters. The remaining steps may differ slightly depending on
the document youre creating, but the basic concept remains the same.
196
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, weve already created a letter, so well choose the current document. (Note that
you can also use a template or an existing document, meaning a document that youve created
but isnt open.) Once youve chosen the document, click Next.
197
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.
198
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.
199
Creating Your Document

In the fourth step, you can create your letter.
If you havent 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:
200
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.
201
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 youre 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 youre 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.
202
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
thats 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, well 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.
203
Preview Results
Insert Merge Field
Insert other types of merge fields.
Rules
Create rules for an advanced merge.

(Well 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 youre 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.
204
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.
205
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.
Lets 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.
IfThenElse
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.
206
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.
207
Lesson 5.4: Sending a Document Electronically

For the last lesson of this manual, were 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 programs
directions to send your fax.
208
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.
209
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.
210
211
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, lets 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 Words 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 Words Home ribbon: Clipboard,
Font, Paragraph, Styles, and Editing, plus a Zoom button.
Like Words ribbons, simply click a command to perform the action.
212
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 IfThenElse 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.
213
214
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
215
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

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Intermediate

Lesson 1.2: Saving Your Files .............................................................................................................. 17

Lesson 1.3: Finishing Your Files ......................................................................................................... 32

Lesson 1.4: Viewing Your Files ........................................................................................................... 53

Lesson 1.5: Making Word Work Backwards ..................................................................................... 65

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

Section 2: Using Formatting Tools ............................................................................................. 75

Lesson 2.2: Using Bullets and Numbering.......................................................................................... 83

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

Applying Indentation .......................................................................................................................................... 94

Lesson 2.4: Using Delineation Tools.................................................................................................. 101

Lesson 2.5: Working with Pages ....................................................................................................... 108

Lesson 2.6: Adding Hyperlinks ......................................................................................................... 117

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

Section 3: Creating Headers and Footers ................................................................................. 125

Lesson 3.3: Inserting Page Numbers ................................................................................................. 135

Lesson 3.4: Doing More with Headers and Footers......................................................................... 141

Section 3: Review Questions .............................................................................................................. 149

Section 4: Using Time Saving Tools ......................................................................................... 151

Using the Spelling and Grammar Context Menu ............................................................................................. 153

Lesson 4.2: Using Research Tools ..................................................................................................... 162

Lesson 4.3: Inserting Pre-Defined Text ............................................................................................ 170

Lesson 4.4: Using Smart Tags............................................................................................................ 178

Section 4: Review Questions .............................................................................................................. 185

Section 5: Finishing Your Document ....................................................................................... 187

Lesson 5.2: Using the Mail Merge Wizard ....................................................................................... 193

Lesson 5.3: Performing a Manual Mail Merge ................................................................................ 202

Lesson 5.4: Sending a Document Electronically .............................................................................. 207

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

Section 5: Review Questions .............................................................................................................. 212

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

Section 1: Managing Your Documents

Microsoft Office Word 2007 Intermediate

Lesson 1.1: Using My Computer within Word

Microsoft Office Word 2007 Intermediate

Navigating Using My Computer

Microsoft Office Word 2007 Intermediate

This vertical strip of five icons,

This window displays the

You can also click this drop-down

Use the back button to go back to the

Microsoft Office Word 2007 Intermediate

Performing Basic Tasks with My Computer

Microsoft Office Word 2007 Intermediate

Lets go through each of these commands.

Selects the folder.

Opens the folder.

Only available for folders. Opens a Windows search window.

Cut or copy the selected file or folder.

Create Shortcut Creates a shortcut to the file or folder.

Microsoft Office Word 2007 Intermediate

Deletes the file or folder.

Allows you to rename the file or folder.

View the Windows properties for this file or folder.

Creates a new file of the selected type.

Prints the selected file.

Choose the application to open this folder with.

Microsoft Office Word 2007 Intermediate

Using Views in My Computer

Microsoft Office Word 2007 Intermediate

Microsoft Office Word 2007 Intermediate

Microsoft Office Word 2007 Intermediate