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Introduction to Microsoft 2007 Office

Table of Contents

Pg 2-3 Intro to Word

Pg 4 Ribbons, tabs

Pg 5 Cursor, Help, Mini Tool Bar

Pg 6 Default Font and Size

Pg 7 Setting the default spacing and indentation

Pg 8 Automatic Formatting and Zooming

Pg 9 Insert Your File Name

Pg 10-11Styles of Text

Pg 12 Clip Art

Pg 13-14 Smart Art

Pg 15 Tables

Pg 16 Charts

Pg 17 Math Equations

Pg 18 Page Layout, References and Mailings

Pg 19 Review and View Tab

Pg 20 How to complete an Email Merge

Pg 21 How to complete a Letter Mail Merge

Pg 22 How to complete a Label Merge

Pg 23 Converting Files from Wordperfect to MS Word

Pg 24 Instructions for access to Microsoft Online Tutorials

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Introduction to Microsoft 2007 Office

The Microsoft Office Button

The first thing you‟ll notice, when you

open a 2007 Office application is that

there is no longer a File choice in the

Menu Bar. The arrow above points to

the Microsoft Office Button – which

replaces File.

As you move your cursor over the Microsoft

Office Button a preview image (image on right)

will appear.

Click the Microsoft Office button.

When you click the Microsoft Office

button, it will turn orange and a “File

like” menu will appear (similar to the

image on the right).

Each Microsoft Office Button menu is

tailored to Word, Excel or PowerPoint.

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You can personalize it, through selecting the Developer Tab and inserting your name and initials

Quick Access Toolbar

In the upper left corner – to the right of the Microsoft

Office Button - you will see an area called the Quick

Access Toolbar (image on left). This area is quite

handy as it currently contains several of the most used

buttons in Office applications – Save, Undo, Redo,

Print and Print Preview. You can customize this toolbar by adding and removing any feature

If you right click on any feature, such as bold, spacing, font size, etc, you can select

and this feature will be added to your quick

access tool bar

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Ribbons

This is the new term you hear a lot about in 2007 Office. Ribbons stretch across the top of your

application screen with features to assist you as you click the Ribbon Tabs. To us, Tabs and

Ribbons are the same. It like unreeling holiday ribbon from a spool and seeing new images on

the ribbon – very cool! So, we‟ll cover Tabs/Ribbons in great detail.

Tabs

Below the Microsoft Office Button and Quick Access Toolbar we see a series of

Tabs/Ribbons.

Tabs are similar to the Drop Down Menu choices in previous versions of Office. The Tabs are,

logically, a bit different for each 2007 Office application to assist you with the most common

features of that application. All the 2007 Office applications begin with the Home tab.

The Home Tab/Ribbon for Word 2007 looks like the image below.

You‟ll quickly notice that the Home Tab/Ribbon for each application shows the Clipboard as

the left “Group” (except in Access)

.

Groups

In the image below, the arrows point to a new topic – Groups.

Clipboard Font Paragraph Styles Editing

Ribbon

Tab

Group

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The Cursor

Writing anywhere on the screen

-> You can also type anywhere on your screen. Hover your mouse over various areas on your

page, until it changes shape. You may need to left click once. Double left click and start writing

Help

The help icon, if found at the top right of the screen.

Select Text Mini Toolbar

When you‟re working with text and fonts a really ingenious “new thing” occurs as you

highlight text - a Select Text Mini Toolbar appears!

It is a quick way to change your

formatting.

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Paragraph Formatting MS Word for Font and Size

Default Font Size for Micrsoft if Calibri 11. If you want to change that for your computer,

follow these directions

Right click on

AaBdCcIi (found under

The home tab)

Left Click on Modify

In this pop up

Select your font, font size

Click on New documents based on this

Template.

Click OK

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Formatting MS Word for Spacing and Indentation

For some reason, Microsoft believes Spacing should be 10 pt and line spacing should be 1.15

To change this, and turn your own preferences into default, follow these guidelines

Left click on this down arrow

Modify Indentation to your

own preference (usually at zero)

Ensure spacing is at Zero

And line spacing is at single

Left Click Default

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Automatic FormattingCan be convenient and annoying

Whenever you are typing and Word ‘thinks’ there is a possibility of automatic formatting…it will turn it onType-> Or-Or 2nd

(then hit the space bar and type …the …this symbol should appear you turn it on or off by right clicking on stop automatically creating bulleted listsPlease do not click yet !!

Zooming in and out

If at any point you find yourself squinting to see what you are typing, your page might be

zoomed in to far. At the bottom right of your screen you find the zoom buttons

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Insert Your File Name

Under the insert tab, you can also include the saved file path of your document.Insert

-> Quick Parts (first ensure your cursor is where you want -> Field your file path to go)-

Select Filename

Upper or lowercase

Click Add path to Filename

Click OK

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Styles

Hang on! The next Group on the Word Home Tab/Ribbon is Styles. If you go back to Page 6

and glance at the Word, PowerPoint and Excel Home Tabs, you‟ll see that the right portion of a

Tab is where the application selections change to fit the application. In Word you can now

select a style from the Styles Group (image below). If you click the More arrow in the lower

right corner of the Styles group, you will see additional choices.

When you click the More arrow you will see an image similar to the one below. Notice that we

are in Times New Roman – Normal. On the next page we‟ll show you one of the really, really

neat new features in 2007 Office.

More Arrow

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Style cont’d

We‟re going to highlight this paragraph (when we have finished typing it). Then we‟re going

to open the Styles Group. When the Group is open we‟ll move our cursor over the choices,

and as we do, you‟ll see, in the images below, that the entire paragraph changes to that Style!

We selected this Style. Look

how the text now appears!

And another………..

Other Tabs/Ribbons –

When you move to the other Tabs/Ribbons, you‟ll notice that they contain their own Groups –

associated with that Tab. The Insert Tab/Ribbon (below) has logical “things” that you would

insert into a document – Shapes, Pages, Tables, Illustrations, Links, Headers/Footers, Text and

Symbols. Again, depending on your choices, many selections allow you to “preview” what

you‟ve highlighted – similar to the two illustrations above.

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Clip Art Currently, when you click an image in Word 2007, PowerPoint 2007 or Excel 2007, a Picture

Tools Tab/Ribbon will be available to you. We placed a Microsoft Clip Art frog on the left.

When we click the frog a Picture Tools Tab appears above of the other Tabs/Ribbons.

When you click the Picture Tools Tab (we‟re still in Word) the Picture

Tools Ribbon below appears.

Notice, like the other Ribbons, that Picture Tools also has its own Groups – Picture Tools,

Shadow Effects, Border, Arrange, and Size.

You can click the Open Group arrow at the

lower right of some groups to see more of the

Group.

We clicked the Open Group arrow on the

Size Group and the Format Picture Menu

Screen appeared.

Positioning Your Picture In MS Word, you can „fix‟ your picture in place, so that no matter how many times you hit enter,

the picture will not move. This is found under the Format Tab, and Position.

Text Wrapping If you need to write on your picture, or beside it, click on Text Wrapping found under the

Format Tab. To write over your picture, select behind text.

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SmartArt Under the Insert Tab, select Smart Art

When you click SmartArt a

Choose a SmartArt Graphic

menu (image below) will appear.

If you have used SmartArt in the

past, you‟ll quickly see that it has

been greatly enhanced.

We‟ll click on the Pyramid and then click the OK button.

A Pyramid Diagram, similar to the one on

the right, will appear. Now it gets

exciting!

When you click the Pyramid you‟ll

notice a new SmartArt Tools

Ribbon/Tab appears (top of next page).

Here you can add more shapes, and change the color of the smart art.

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Similar to Picture Tools, you‟ll notice several Layout and SmartArt Styles Groups designed

for enhancing the Pyramid on which you‟re working.

If you click the Change

Colors button in the

SmartArt Styles Group an

image like the one the right

will appear. As you move

your cursor arrow over the

Primary Theme Colors,

you‟ll see that the Pyramid

changes to that color.

If you now move your cursor

arrow over one of the images in

SmartArt Styles you‟ll see an

image similar to the one on the

right.

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Insert Tables You can draw your own table

If you want more columns or rows than the tab

offers, go to Insert Tab and write in how many

columns/rows you want

Notice during you have two tabs

just for tables (Design and

Layout). As soon as you click off

your table, those tabs will

disappear.

Under the tabs design and format, you can

- change the colour of your table

- add or delete rows/columns

- change your text direction

- use the eraser to delete specific columns, rows or lines

- justify words in each cell in 9 different ways

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Insert Charts Under Insert

Select Insert Charts

Select any style of chart

Now your chart will appear, along with fake data in Excel. You do not need to

separately save your excel data, as it saves automatically with your Word

document. You can go ahead and change your data.

Remember -> When

you click on your

chart, three tabs will

appear

These tabs will allow

you to

change

-> colour -> change the x axis value and y axis value

-> angle -> change the legend, axis

-> chart type -> text wrapping

-> position -> fix the chart in a specific of position

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Insert also has Math formulas

How to insert math calculations?

Under insert tab, click the top part ofor Click Insert New Equation (on bottom)

Notice the New Tab in the Ribbon specifically for math equations.

You can choose from blank equations, and then fillthem in with letters/numbers

You will notice the equation will appear in the middle of your screen. In order to

ensure your equation is where you want it, place your cursor in the position you

want the equation to go.

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Page Layout Tab

It is suggested that you click the Tabs/Ribbons in each application you‟ll be using to get a

“feel” for them.

The Page Layout Tab/Ribbon also has logical selections – Themes, Page Setup, Page

Background, Paragraph and Arrange.

The Watermark feature is great. If you go under watermark, and select custom watermark, you

can add pictures or include any text you want into your watermark.

Page Border allows you to create a number of border styles for pages and paragraphs

Reference Tab

The References Tab/Ribbon will really come in handy for those publishing long documents,

articles or books – Table of Contents, Footnotes, Citations & Bibliography, Captions, Index, and

Table of Authorities.

It gives you the option of MLA, APA or any number of different styles of referencing

Click on Insert Citation, and insert all the different references you are using. When you are all

done, select bibliography, and your bibliography will be created

Mailings

The Mailings Tab/Ribbon lets you work with Envelops, Labels, Mail Merge, Fields and

Preview. It includes Create, Start Mail Merge, Write and Insert Fields, Preview Results and

Finish.

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Review Tab

The Review Tab/Ribbon has the Proofing Tools, Comments, Tracking, Changes, Compare and

Protect features.

It also contains the Spelling, thesaurus and word count. Notice, word count is also found at the

bottom left of your screen.

To comment on study essays/projects on your computer and then send them back via email, you

have 2 options

1) New comment -> is for making general comments about a concept

2) Track Changes -> allows you to make actual changes in the document. All your

changes will appear red underline.

View Tab

The View Tab/Ribbon allows you to change the document Views, do Show/Hide, Zoom and

arrange your Windows.

This gives you a “feel” for how the Tabs/Ribbons work in Word 2007. Again, it would be

prudent to look at the other 2007 Office applications you will be using - to get a similar

sense for these new features.

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How to complete an Email Merge

Stage 1 – Excel – Setting up your data

1) Ensure your data has column headers (or column titles).

2) In Excel, ensure your file is saved. Let‟s call this the Excel file (you can also input

your file directly from trevlac into a crv file)

3) Now highlight your data.

4) Under Formulas, select Define Name

5) Insert any name you prefer. Lets calls this the Defined Name file.

Stage 2 – Word – Setting up the Mail Merge

1) Under Mailings, select Start mail merge and Email

2) Under Select Recipients, search for your Excel file.

3) After selecting your file, now select your Define Named file

Stage 3 – Word – Writing your Email

1) Now write your email.

2) While writing your letter, make use of the Insert Merge Field to insert data from

Excel.

Stage 4 – Word

1) Under Mailings, select Preview results to ensure spacing is adequate

3) Under Mailings, select Finish and Merge.

4) If you want to examine your letters, select edit

5) To email, select Email

a) Insert a Subject Line

**b) Change HTML to text

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How to complete a Letter Mail Merge

Stage 1 – Excel – Setting up your data

1) Ensure your data has column headers (or column titles),

2) In Excel, ensure your file is saved. Let‟s call this the Excel file (you can also input

your file directly from trevlac into a crv file)

3) Now highlight your data.

4) Under Formulas, select Define Name

5) Insert any name you prefer. Let‟s calls this the Defined Name file.

Stage 2 – Word – Setting up the Mail Merge

1) If you are inserting your mail merge into an already written document, open that

document now. If you are starting a new document from scratch, open up a new

document.

2) Under Mailings, select Start mail merge and Letters

3) Under Select Recipients, search for your Excel file.

4) After selecting your file, now select your Define Named file

Stage 3 – Word – Writing your Letter

1) Now a) write your letter

b) fill in the blanks on your previously written letter

2) While writing your letter, make use of the Insert Merge Field to insert Data from

Excel.

Stage 4 – Word

1) Under Mailings, select preview results

2) Ensure spacing is adequate

3) Under Mailings, select Finish and Merge.

4) a) If you want to just print your letters, select print

b) If you want to examine your letters, select edit

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How to complete a Label Merge

Stage 1 – Excel – Setting up your data

1) Ensure your data has column headers (or column titles),

2) In Excel, ensure your file is saved. Let‟s call this the Excel file. (you can also input

your file directly from trevlac into a crv file)

3) Now highlight your data.

4) Under Formulas, select Define Name

5) Insert any name you prefer. Let‟s calls this the Defined Name file.

Stage 2 – Word – Setting up the Label Merge

1) Under Mailings, select start mail merge and Labels. (note, you must select the labels

icon from Start Mail Merge)

2) Select what type of labels you have (check the package the labels have come in)

2) Under Select Recipients, search for your Excel file.

3) After selecting your file, now select your Define Named file

Stage 3 – Word – Writing the label

1) Now insert what you want into the label.

2) Under Insert Merge Field, insert in order, what you want to put into your label

3) Under mailings, select Preview your results (check spacing)

4) Under Mailings, select Update labels

5) Under Mailings, select Finish and Merge

6) a) If you want to just print your letters, select print

b) If you want to examine your letters, select edit

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Converting Files from WordPerfect to MS Word

(also works for Quattro Pro to Excel)

In Wordperfect,

Select File

-> Save As

Under File Type,

select

MS Word 97/200/2002/2003

for Windows

Now, your document is saved as a .doc

Back in Word

Open up your document

Click on the Office Button

Select Convert

Now, when you click the save button, your document

will automatically save as a .docx

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Microsoft Office Tutorials

In addition to this tutorial, other Office tutorials are available below. The Department of

Education and Early Childhood Development has bought the rights to access Microsoft‟s own

tutorials. Please see the directions below.

Microsoft Online Tutorial Sign Up Guide

1. Go to: http://business.microsoftelearning.com/

2. Click the Sign In button in the upper right corner of the page

3. A) Create an account using your government email.

or

B) Sign in to Windows Live if you already have an account (only if it is a

government account)

4. Open a new Internet tab.

5. Go to https://business.microsoftelearning.com/activate/

6. Input code -> IWOD9BD406 (The code is case sensitive –> the first character is

the letter I and then the letter 0. The second last character is the number zero.

-> Use only your groupwise email.

7. You will receive an e-mail confirming your registration (it can take up to 10

minutes to come back)

8. From the confirmation e-mail, click the link to complete the e-mail

confirmation and activate your courses.

9. You may be prompted to sign in using a valid Windows Live ID, once again.

10. A confirmation page appears indicating the access code has been accepted.

11. Select Learning Catalog on the right column to pick any tutorial you wish to

view.

12. All selected courses are stored in My Learning.